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HomeMy WebLinkAbout2.e. Human Resource IssuesAGENDA ITEM: Elected Official Travel Policy AGENDA SECTION: PREPARED BY: Dawn Weitzel, Assistant City Administrator AGE i3� I ATTACHMENTS: 1) Draft Elected Official Out -of -State Travel Policy 2) LMC Model Policy 3) City of Rosemount Travel Regulations Reimbursement Policy APPROVED BY: ���UUU VVV RECOMMENDED ACTION: Discussion 4 ROSEMOUNT CITY COUNCIL City Council Work Session: December 14, 2005 EXECUTIVE SUMMARY ISSUE Consider the attached Elected Official Out -Of -State Travel Pohcy incorporating language required for compliance with Minnesota State Statutes. BACKGROUND Minnesota Statutes 471.661 adopted this past legislative session states that "By January 1, 2006, the governing body of each statutory or home rule charter city, county, school district, regional agency, or other political subdivision, except a town, must develop a policy that controls travel outside the state of Minnesota for the applicable elected officials of the relevant unit of government. The policy must be approved by a recorded vote and specify: (1) when travel outside the state is appropriate; (2) applicable expense limits; and (3) procedures for approval of the travel. The policy must be made available for pubhc inspection upon request and reviewed annually. Subsequent changes to the policy must be approved by a recorded vote." The City currently follows a policy for employees, commissioners, and City Council members that governs apphcable expense limits. There is currently no policy in place guiding the procedures or the reasons for approving out -of -state travel by the Mayor or City Council. The League of Minnesota Cines drafted a model pohcy. We have used it as our basis for the reasons travel may be approved by Council. Staff is in the process of updating the City's current pohcy "Travel Regulations /Reimbursement Policy." A copy of the current policy is attached for your review We will bring options for changing the pohcy to the work session. SUMMARY Staff requests that Council review the draft policy. Changes will be included and brought forth to the regular Council meeting on December 20, 2006 as a resolution and policy. POLICY TITLE: ELECTED OFFICIAL OUT -OF -STATE TRAVEL POLICY EFFECTIVE DATE: JANUARY 1, 2006 POLICY NUMBER: '2 DATE APPROVED BY ROSEMOUNT CITY COUNCIL: PURPOSE The City of Rosemount recognizes that its elected officials may at times receive value from traveling out of the state for workshops, conferences, events and other assignments This policy sets forth the condinons under which the City will reimburse out -of -state travel. Reimbursement will be made pursuant to the expense reimbursement and travel policy. GENERAL GUIDELINES 1. The event, workshop, conference or assignment must be approved in advance by a vote of the City Council at an open meeting and must include an estimate of the cost of the travel. In evaluating the out -of -state travel request, the Council will consider the following: Whether the elected official will be receiving training on issues relevant to the City or to his or her role as Mayor or as a Council member. Whether the elected official will be meeting and networking with other elected officials from around the country to exchange ideas on topics of relevance to the City or on the official roles of local elected officials. Whether the elected official will be viewing a city facility or function that is similar in nature to one that is currently operating at, or under consideration by the City where the purpose for the tnp is to study the facility or function to bang back ideas for the consideration of the full Council. Whether the elected official has been specifically assigned by the Council to visit another city for the purpose of establishing a goodwill relationship such as a "sister- city" relationship. Whether the elected official has been specifically assigned by the Council to testify on behalf of the city at the United States Congress or to otherwise meet with federal officials on behalf of the City. Whether the City has sufficient funding available in the budget to pay the cost of the trip 2. No reimbursements will be made for attendance at events sponsored by or affiliated with political parties. LMC MODEL: ELECTED OFFICIAL OUT -OF -STATE TRAVEL POLICY Purpose: The City of recognizes that its elected official may at times receive value from traveling out of the state for workshops, conferences, events and other assignments. This policy sets forth the conditions under which out -of -state travel will be reimbursed by the City. General Guidelines: 1. The event, workshop, conference or assignment must be approved in advance by the City Council at an open meeting and must include an estimate of the cost of the travel. (Note: the League recommends use of a resolution or a detailed motion outlining what exactly is being approved.) In evaluating the out -of -state travel request, the Council will consider the following: Whether the elected official will be receiving training on issues relevant to the city or to his or her role as the Mayor or as a council member; Whether the elected official will be meeting and networking with other elected officials from around the country to exchange ideas on topics of relevance to the City or on the official roles of local elected officials. Whether the elected official will be viewing a city facility or function that is similar in nature to one that is currently operating at, or under consideration by the City where the purpose for the trip is to study the facility or function to bring back ideas for the consideration of the full council. Whether the elected official has been specifically assigned by the Council to visit another city for the purpose of establishing a goodwill relationship such as a "sister- city" relationship (see Note below). Whether the elected official has been specifically assigned by the Council to testify on behalf of the city at the United States Congress or to otherwise meet with federal officials on behalf of the city. Whether the city has sufficient funding available in the budget to pay the cost of the trip. 2. No reimbursements will be made for attendance at events sponsored by or affiliated with political parties. 3. The city may make payments in advance for airfare, lodging and registration if specifically approved by the council. Otherwise all payments will be made as reimbursements to the elected official. 4. The City will reimburse for transportation, lodging, meals, registration, and incidental costs using the same procedures, limitations and guidelines outlined in the city's policy for out -of -state travel by city employees. (If the city does not currently have a policy for city employees, consider adding the following 5 Airfare will be reimbursed at the coach rate. 6. Mileage will be reimbursed at the IRS rate If two or more council members travel together by car, only the driver will receive reimbursement The city will reimburse for the cost of renting an automobile if necessary to conduct city business 7. Lodging costs are limited to per night and meal costs are limited to per day (If the city sets such limits, it may want to keep in mind the differences in these costs throughout the country especially coastal cities Alternative language could be "Lodging and meal costs are limited to those which are reasonable and necessary 8. Receipts are required for lodging, airfare, and meals and should accompany an expense report form. It is not necessary to have receipts for cabs and tips The expense report form shall be submitted to the City Clerk (or Finance Department) for payment. 9. The city will not reimburse for alcoholic beverages, personal telephone calls, costs associated with the attendance of a family member, rental of luxury vehicles, meal expenses included in the cost of registration, or recreational expenses such as golf or tennis. OTHER PROVISIONS THE CITY MAY WANT TO CONSIDER: Limitations on the number of council members who can attend the same event, Limitations on paying for council members who have announced their intention to resign, not to seek reelection, or who have been defeated in an election (however, there may be some benefit to the city in having newly elected officials who have not yet taken office attend training beforehand); Requirements for council members to give oral or written reports on the results of the trip at the next Council meeting; Requirements for the council members to turn over materials received to the city; The ability for the city to make exceptions to the policy; The requirement for all frequent flyer miles to accrue to the city; Requirements to use the most cost efficient mode of travel available taking into consideration reasonable time constraints, or The requirement to use a city car when available; Note: The State Auditor's Office has taken the position in at least one city that there was no direct authority to expend public funds for the Sister City Program. CITY OF ROSEMOUNT POLICY TITLE: TRAVEL REGULATIONS REIMBURSEMENT POLICY EFFECTIVE DATE: JUNE 20, 2000 POLICY NUMBER: A 5 PROPOSED BY: ADMINISTRATION DATE APPROVED BY CITY COUNCIL: JUNE 20, 2000 PURPOSE The purpose of this policy is to establish guidelines for the reimbursement of money spent on official city business. APPLICABILITY This policy is applicable to City employees and elected officials. REGULATIONS Reimbursement of travel expenses are intended to refund actual costs incurred by City employees while traveling as representatb es of the City of Rosemount The following regulations will govem all travel and mileage reimbursement. 1, Only the costs of single occupancy will be reimbursed. If a double occupancy occurs (i.e. a spouse or guest accompanies the employee), the employee is responsible for the additional cost of double over single occupancy. Advance approval by the City Administrator must be obtained if an employee wishes to take this step. 2. Compensation for the use of a private vehicle for a City purpose will be at the same rate per mile as the Internal Revenue Services' (IRS) permitted basic mileage deduction. Mileage will be paid for via direct routes only. 3. An annual conference travel plan shall be developed by the department head, submitted to the City Administrator, and approved as part of the budget process. 4. Payment of expenses for transportation by personal vehicle for out -of -state travel shall be made on the basis of current commercial airfare. 5. When a personal or City vehicle is used in lieu of air commercial transportation, reimbursement for meals and lodging shall be limited to the period of time required if commercial air transportation were used. 6. All travel outside the metropolitan area must be approved by the City Administrator. 06/20/2000 Travel Regulations and Reimbursement Policy Page 1 of 2 7. Air transportation shall be tourist or coach except when not available. If a reservation will not be used, it must be canceled immediately. 8. There shall be a maximum "living" expense of $35 per day, or a higher amount as set forward by the IRS as an allowable deduction, for all individuals who attend meetings or conventions for a City purpose. This $35 per day is basically for meals plus incidental expenses, and it includes items listed under the next section, titled PROCEDURES. The intent is to reimburse actual expenses. If breakfast, lunch or dinner is included with in the registration fee, the $35 shall be reduced $6, $8, or $16 respectively. The remaining $5 is to cover incidentals such as newspapers, phone calls and gratuities. 9. There will be no fixed amounts for hotel or motel accommodations, but charges shall be reasonable and consistent with the facilities available. 10. For trips longer than one day, lodging and meals will be reimbursed, but there will be no additional per diem. 11. The City may advance to any authorized person the estimated costs of traveling to meetings both within and outside the state on official business at the $35 per clay living rate. Advances should be considered the exception; we encourage the use of credit cards by the employee and prompt claim for reimbursement submitted so reimbursement is received before payment on employee's credit card is due. An itemized claim of expenses must be presented to the Finance Department after the expenses are incurred. The balance shall either be reimbursed by the City or, as in the case of advancing too much money, refunded to the City by the individual. In the latter case, the amount may be deducted from the employee's wages or salary. 12. Reimbursement for car rental is an option for out -of -state travel. The following situations must be weighed in justifying car rental: if the airport is located a considerable distance from the employee's destination, it may be more cost effective to arrange for car rental than to pay for a taxi or shuttle service to and from the airport, especially if more than one employee is traveling together. The same consideration would apply if restaurants are not close by and a taxi must be used. City insurance will not be the substitute for waiving the insurance option on the car rental agreement. If you are the driver, your personal auto insurance is the appropriate coverage selection. PROCEDURES 1. An itemized claim of expenses must be completed, approved by the department head, and submitted to the Finance Department within thirty (30) days following the date of return from a trip. Expense forms are available from Administration and should be obtained before the trip is taken. 2. Receipts shall accompany the expense report for the following expenses: a. Transportation costs, except taxi fare, must be itemized as "from" and "to" when possible. b. Lodging. c. Registration fees. d. Any unusual items for which advance approval has been obtained. 06/20/2000 Travel Regulations and Reimbursement Policy Page 2 of 2 r City Breakfast Lunch Dinner Allowance Allowance Allowance Woodbury 25% of per diem 25% of per diem 50% of per diem Apple Valley Under review Shakopee Actual cost Brooklyn Park GSA rate Eagan Maplewood Shoreview Actual cost St Louis Park Actual cost Eden Prairie Cottage Grove Roseville Actual cost $6 00 Actual cost Coon Rapids Actual cost Maple Grove $8 00 $6 00 $8 00 $10 00 Actual cost GSA rate Actual cost $12 00 $8 00 Actual cost Actual cost $9 00 Actual cost Actual cost $12 00 $15 00 Actual cost GSA rate Actual cost Actual cost Actual cost $15 00 Actual cost Actual cost Comments Current federal government per diem is $39 /day for meals /incidental expenses for Dakota County Currently using a daily subsistence form of reimbursement With receipts The rate is determined by the location of expense $24 00 Maximum of $44 00 /day $11.00 Without receipts $40 /day with receipts Actual cost with receipts, No limits E54 Actual cost with receipts Actual cost with receipts. Actual cost with receipts. Actual cost with receipts If no receipt, limit is $5 00 $14 00 $34 00 /day in state, $17 00 $42 00 /day out of state, No receipts are required Plymouth $5 00 $7 00 $13 00 If no receipts $40 /day with receipts Originating Dept. Finance TRAVEL POLICY, REGULATIONS AND REIMBURSEMENT PROCEDURES PURPOSE The purpose of this policy is to establish guidelines for the reimbursement of expenses necessary to the transaction of official city business. POLICY It is the City of Brooklyn Park's policy that the reimbursement of travel expenses is intended to refund costs incurred by city employees while traveling as representatives of the City of Brooklyn Park APPLICABILITY This policy is applicable to city employees and elected officials. Newly elected officials will be eligible to attend out -of -state conferences prior to being sworn into office subject to prior approval of the council. (Updated 2/13/89) Elected officials out -of -state travel must be in compliance with the Council Policy on Overnight Travel, which will be reviewed and approved on an annual basis. GENERAL Delegation of authority to approve travel 1) Official travel must be authorized and approved An annual conference travel plan will be developed by the department director, submitted to the city manager, and approved as part of the budget process. 2) Official Out -of -state Travel for elected officials must be approved by the City Council in advance. Employee Responsibility Reimbursed travel expenses are those expenses essential to the transaction of authorized official business. The City of Brooklyn Park expects employees traveling on official business to exercise the same care in incurring reimbursable expenses that a prudent person would exercise if traveling on personal business and expending personal funds. Travel Travel must be by the most direct, usually traveled route and by the most economical mode of transportation available Travel for official business will be by the method of transportation that will result in the greatest cost advantage and efficiency to the City of Brooklyn Park DEFINITION(S) N/A REGULATIONS AND PROCEDURES The following regulations and procedures will govern all travel and mileage reimbursement: Approval 1. All travel outside the metropolitan area must be approved by the department directors and submitted through the budget process. 2. An Employee Expense Report must be completed for all travel. The expense report should be a complete listing of the total expense for the trip. This includes the expenses covered by city check and city purchase cards. The itemized expense report must be completed, approved by the department director, and submitted to the Finance Department within thirty (30) days following the date of return from a trip. The balance will either be reimbursed by the city or, as in the case of advancing too much money, refunded to the city by the individual. Expense forms are available on the Intranet or from the Finance Department and should be obtained before the trip is taken. 3. Receipts will accompany the expense report for the following expenses: 1. Transportation costs, except taxi fare, must be itemized as "from" and "to" when possible 2. Lodging 3. Registration fees 4 For trips longer than one day, lodging and transportation will be reimbursed. Daily reimbursement of meals and incidental expenses incurred during official travel above and beyond lodging and transportation will be reimbursed on a per diem basis. Lodging All lodging costs must be supported by an officially recognized original lodging receipt (not a credit card charge slip or statement) from a hotel, motel, or other commercial lodging establishment 1. Government discount rates must be obtained whenever available. Per Diem 2. Only the costs of single occupancy will be reimbursed. If a double occupancy occurs (i e., a spouse or guest accompanies the employee), the employee is responsible for paying the additional cost of double over single occupancy. 3. There will be no fixed amounts for hotel or motel accommodations, but charges will be reasonable and consistent with the facilities available Transportation 1. Air Transportation Air transportation will be tourist or coach, except when this is not available If a reservation is not going to be used, it must be canceled immediately 2. Car Rental. In conjunction with air travel, reimbursement for car rental is an option for out -of -state travel with prior approval by the Department Director. The following situations must be weighed in justifying car rental a. If the airport is located a considerable distance from the conference destination, and it is more cost effective to arrange for car rental than to pay for a taxi or shuttle service to and from the airport b. If two or more employees attend the same event c. If transportation is required to get from the hotel to the event location, dining or other meetings as a part of the official travel. d. City insurance does not provide comprehensive or collision coverage on rental vehicles. The Loss Control Division recommends purchasing physical damage insurance from the car rental company e. Employees who receive a monthly car allowance may receive reimbursement for rental of the vehicle, but not for fuel use (see Vehicle and Equipment Policy). 3. Personal Vehicle. Payment of expense for transportation by personal vehicle for out -of -state travel, with the prior approval of the Department Director, will be made on the basis of current commercial tourist or coach airfare. a. The basis (airfare cost) should be noted on the employee's expense report. b. Employees who use their own cars for official travel are required to carry limits of liability of at least $250,000 bodily injury per person, $500,000 bodily injury per occurrence, and $100,000 property damage. c. When a personal or city vehicle is used in lieu of air commercial transportation, reimbursement for meals and lodging will be limited to the period of time required if commercial air transportation were used. d. Mileage reimbursement is not applicable to any employee receiving a monthly car allowance. Employees are entitled to a per diem allowance anytime they are in travel status and authorized lodging costs are incurred Specifically, per diem covers expenses for breakfast, lunch, dinner, and related tips and taxes; tips to porters, baggage carriers, bellhops, and maids, personal telephone calls, and other incidentals Per Diem Rate $31 $35 $39 $43 $47 $51 Breakfast 6 7 8 9 9 10 Lunch 6 7 8 9 11 12 Dinner 16 18 20 22 24 26 Incidentals 3 3 3 3 3 3 Maximum per diem rates are prescribed for daily reimbursement of meals and incidental expenses incurred during official travel above and beyond lodging and transportation City purchase cards should not be used for items covered under the per diem As detailed below, per diem rates vary according to locality A six -tier per diem rate system has been established by General Services Administration (GSA). The listed per diem rates are available alphabetically by state at www.gsa.gov under per -diem rate. The column to use is identified as'M &IE rate.' A standard per day rate applies to all locations not specifically listed or encompassed by the boundary definition of a listed point. This standard per -day rate can be obtained at www.qsa.qov under the GSA per -diem story question 'What is the standard CONUS rate A per diem is not provided when the period of official travel is less than 24 hours and does not require lodging. However, if the official travel is outside of the seven county metro area and does not require lodging and if it is approved by the Department Director, an employee may request reimbursement up to the per diem rate, if a detailed receipt is attached, and the purpose and attendees are stated on the request for reimbursement. When one or more meals are furnished at no cost (e.g., included in conference registration fee) to the employee, the per diem rate is reduced by a predetermined amount. This is based on the six -tier per diem rate system that has been established by General Services Administration (GSA) Advance Payment Overnight Policy The city may advance to any authorized person the estimated costs of traveling to meetings both within and outside the state on official business. Advances should be considered the exception and should be requested on the manual requisition form following the accounts payable deadlines; we encourage the use of credit cards, either city or personal, by the employee and prompt claim for reimbursement submitted so reimbursement is received before payment on employees' credit card is due. The Council Policy on Overnight Travel was approved on January 14, 2002, as Resolution #2002 -15, to allow Council Members and City employees to participate in various educational and professional programs to increase the professional development of the Council and staff, while ensuring proper fiscal oversight. The policy is stated as follows 1. City Council Members are allowed one (1) in -state overnight travel expense and one (1) out -of -state overnight travel expense per year 2. Those persons appointed to serve on an NLC Policy or Steering Committee will be allowed to attend both the Congressional City Conference and the Congress of Cities. 3. The Mayor is allowed to attend (2) in -state overnight travel expenses and (1) out -of state overnight travel expense per year. 4. Department Directors and employees are limited to a maximum of one (1) in- state overnight travel expense and one (1) out -of -state overnight travel expense per year. 5. The City Manager is allowed unlimited in -state overnight travel and two (2) out -of -state overnight travel expenses per year 6 All overnight travel is subject to available budgetary appropriations. 7. The City Manager is authorized to deviate from travel limitations when he /she determines the City's interest will be served and shall submit a report to the Council. 8. The City Council reserves the right upon request to deviate from travel limitations for the City Manager or Council Members when it determines it is in the City's interest. 9. "Perk" miles accrued by traveler but reimbursed by City dollars shall be reported to the City and any necessary reporting of the benefit to the IRS shall then become the responsibility of the City. Date Policy Established 2/13/89 Approved 06/06/05 Cross Referenced Resolution #2005 -151 (le ,Resolution Ordinance PURPOSE. The purpose of this policy is to provide guidelines and procedures to be used when employees are to be reimbursed for travel or conference /workshop /naming expenses. Schools and other classes of that nature are not eligible for reimbursement of expenses covered under this policy. POLICY TRAVEL AND CONFERENCE REIMBURSEMENT POLICY Administration Meals Lodging_and Incidental Expenses Employees may be rehnbursed by the City of Woodbury for lodging, meals, and incidental expenses incurred for the ordinary and necessary expenses of traveling away from home for their profession or job. Supervisors must verify departure and arrival times to verify which meals are necessary and reimbursable. Lodging shall be reimbursed at the single occupancy rate of the hotel /motel that is recommended by the conference sponsor, or a similar amount Exceptions to lodging reimbursement due to availability and/or location may be authorized by the City Administrator If any employee's spouse or guest share lodging, reimbursement shall be limited to the single rate for the room occupied. Lodging costs. except as otherwise provided, shall be reimbursable only from the night preceding a conference, through the night immediately following such event, unless an additional evening's stay will decrease air fare costs Meals will be reimbursed according to federal per diem rates, which can be accessed at www polic' works gov If an employee is attending a local conference and not all meals need to be purchased (I e typically lunch will be an allowable reimbursement), the per diem rate will be prorated and the maximum reimbursement per meal will be treated as follows. breakfast 25% of the daily per diem rate, lunch 25% of the daily per diem rate, dinner 50% of the daily per diem rate For conferences outside of the local area, employees may spend the daily allowance among the three meals at their discretion, unless a meal is included as part of the conference registration. In that case, the money allotted for that meal cannot be spent For Twin Cities metropolitan area conferences /workshops /training, meal reimbursement is allowable for up to two weeks per conference /workshop /training. Meal reimbursement is not eligible for conferences /workshops/training within Woodbury city limits In no case is liquor an eligible expense for reimbursement Expenses incurred by a spouse or guest attending a conference with an employee must be paid by the employee. Room service and other incidental expenses must be paid for by the employee When traveling outside of the local callmg area, employees must check out a long- distance calling card from the finance department which may be used for business purposes and for one personal long distance phone call per day lasting up to 15 minutes for each call. Transportation Airline The actual cost for transportation is paid by the City Prizes, bonuses, or free trips awarded by the airlines as a result of travel paid for by the City, become the property of the City in the case that the benefit can be transferred to the City (please see the Airline Travel Credit policy) Air travel reimbursement is limited to coach or economy fares, when such service is available Automobile If an employee uses their own personal vehicle, they will be reimbursed for the amount allowed by the IRS Guidelines This amount will automatically be adjusted if the IRS Guidelines change. Please contact the Finance Department for the current rate When two or more employees travel to the same destination by personal vehicle, reimbursement will be made to only one person Mileage will be reimbursed for the distance traveled that is in excess of the distance normally traveled to and from the workplace. Parking fees will be reunbursed for their actual amount Other transportation costs for business purposes such as taxi fares (including tips), airport limousines, bus fares, and airport transfers will be reimbursed Rental Cars Rental cars may be reimbursed if they are necessary for transportation to and from the conference. Employees will not be reimbursed for rental cars used for personal use such as sightseeing Rental cars must be an economy -sized car Approval from the employee's department head or the Finance Director must be obtained prior to rentmg a vehicle for the expense to be eligible for reimbursement. Travel and Conference Reimbursement Policy Page I of 1 Reimbursement Complete a Request for Employee Reimbursement form and attach receipts for any allowable meals, lodging, transportation and/or parking expenses incurred After supervisor approval, submit the completed form to the Finance Department All expenses must be supported by receipts. Receipts must provide the detail for the items purchased. Credit card receipts without sufficient detail will not be accepted National Conferences for Exempt Employees Please refer to the "National Conferences" policy for information about attending a national conference. Approvals for national conference reimbursement must be made by the Director of Human Resources. Other Recreational expenses, such as golf and tennis, will ordinarily not be reimbursed except when the activity is part of the overall conference fee. Travel or air insurance premiums are not reimbursable. Any questions of interpretation of this policy will be decided by the City Administrator. City Administrator Date Travel and Conference Reimbursement Policy Page 2 of 1 Al Effective Date: 7/15/96 Revised 11/15/96 10/5/01 3/21/02 1/1/04 AGENDA ITEM: Compensation for Fire Officers AGENDA SECTION: Recommended Increase PREPARED BY: Jamie Verbrugge, City Administrator Dawn Weitzel, Assistant City Administrator A GF 1;k +x1 ATTACHMENTS: Stanton Survey APPROVED BY: 4 Assistant Fire Chief RECOMMENDED ACTION: Discussion $4,850 $550 4 ROSEMOUNT CITY COUNCIL City Council Work Session: December 14, 2005 EXECUTIVE SUMMARY ISSUE Discussion of fire officer pay. BACKGROUND The City of Rosemount has not revised annual stipends for the fire officers since 1995. Due to the varying nature of paid -on -call fire departments, a standard approach to comparing our positions and wages to that of other departments is difficult. As illustrated in the attached Stanton survey, departments pay fie chiefs stipends along with an hourly wage or per call rate (other officers are not listed m the Stanton). Pensions levels also very among the cotes hsted The following table shows the current stipend level received by Rosemount's fire officers and a recommendation for increases in 2006. At Council's direction money has been budgeted in 2006 to cover the cost of these increases to wages. SUMMARY In conclusion, it is requested that fire officers receive a stipend adjustment beginning in 2006. Stipends are paid on a quarterly basis. Given direction, these items will appear on the December 20, 2005, City Council regular meeting agenda. Current Level Recommended Increase Difference Per Year Fire Chief $7,800 $9,300 $1,500 Assistant Fire Chief $4,300 $4,850 $550 Secretary $2,000 $2,200 $200 Captain (expansion of responsibilities) $425 $950 $500 Training Coordinator $700 $800 $100 Lieutenant $250 $400 $150 4 ROSEMOUNT CITY COUNCIL City Council Work Session: December 14, 2005 EXECUTIVE SUMMARY ISSUE Discussion of fire officer pay. BACKGROUND The City of Rosemount has not revised annual stipends for the fire officers since 1995. Due to the varying nature of paid -on -call fire departments, a standard approach to comparing our positions and wages to that of other departments is difficult. As illustrated in the attached Stanton survey, departments pay fie chiefs stipends along with an hourly wage or per call rate (other officers are not listed m the Stanton). Pensions levels also very among the cotes hsted The following table shows the current stipend level received by Rosemount's fire officers and a recommendation for increases in 2006. At Council's direction money has been budgeted in 2006 to cover the cost of these increases to wages. SUMMARY In conclusion, it is requested that fire officers receive a stipend adjustment beginning in 2006. Stipends are paid on a quarterly basis. Given direction, these items will appear on the December 20, 2005, City Council regular meeting agenda. 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CC Z LL r w LL LL It LL LL LL Li_ O 2 0 0 0 0 0 0 0 0 F O F F- F- F F 1- 1- F 0 1 0 0 0 0 0 0 0 U n AGENDA ITEM: Compensation for Non -Union Employees AGENDA SECTION: PREPARED BY: Jamie Verbrugge, City Administrator Dawn Weitzel, Assistant City Administrator WarE640AiNQ 3, ATTACHMENTS: None APPROVED BY: 4) RECOMMENDED ACTION: Discussion x ROSEMOLIN CITY COUNCIL City Council Work Session: December 14, 2005 EXECUTIVE SUMMARY ISSUE Discussion of Non Union Position Salary Ranges for 2006. BACKGROUND The City of Rosemount follows a compensation structure that consists of six steps (common with practice of other municipalities). Depending on level of experience, new employees typically begin at a lower step. Employees with satisfactory work performance progress through the pay range until the top step is achieved. Once at the top step, employees typically receive cost of living increases thereafter. It has only been in times of budget crisis when a few ciues have not given cost of living increases. The City follows its past practice of using three factors in determining wage ranges: internal equity, Stanton comparisons, and implementation of a range adjustment (cost of living increase). This practice is consistent with that of other Minnesota municipalities as well as final wage decisions by Interest Arbitrators. Interest Arbitrators generally look at four factors m determining appropriate wage rates: employer's ability to pay, internal wage comparisons, external wage compansons, and adjustment in the cost of living. Even though non -union compensation /benefit disputes are not handled by an Arbitrator, cities follow this practice to ensure equity among their employee groups. It is the responsibility of the human resources division to ensure that each employee group is treated fairly. When determining pay scales the following steps are taken: 1. Ensure that Job Descriptions and Pay Equity Points are Accurate A thorough analysis of job descnptions and related pay equity points was conducted in 2004. It is critical that appropnate job points are assigned to each position because if the Minnesota Department of Employee Relations determines the points are inaccurate, a municipality runs the risk of being "red flagged" for compliance issues. For 2006, there have not been any changes to non -union job descriptions or pay equity points. 2. Run Pay Equity Report to Determine Internal Equity (Internal Comparison) Since the adoption of the Minnesota Pay Equity Act the principal factor rehed upon by most Minnesota arbitrators in deciding issues of wages, benefits, and other terms and conditions of employment has been internal consistency with the settlements negotiated with other bargaining units as well as those established for the junsdicuon's un- represented employees The Pay Equity Report lists each position, work points, maximum salary amount, predicted pay, and pay difference. The predicted pay and pay difference columns are helpful m analyzing the cost of adjusting the salary for any given class. Predicted pay is calculated by averaging the maximum monthly salaries for male classes in the jurisdiction. It is the standard for comparing how males and females are compensated. Predicted pay is a reflection of the current compensation practice within a junsdiction for male classes, but it is not necessarily what the salary has to be at any particular point level. It is important to monitor those employee groups deviating greatly from the predicted pay line Most tunes employees located above the predicted pay hne are a result of hiring at a higher level of pay due to a greater level of experience or market demand. The positions deviating significantly below the predicted pay line, however, do indicate internal mequahnes that if ignored may result in compliance issues m the future. Even though compliance issues are a result of the underpayment of females in companson to males, it is wise not to disregard underpaid positions held by males. If this is ignored, the employer risks morale and productivity issues when an employee feels that he is not paid as equitably as a co- worker with the same level of responsibility. 3. Analyze Stanton VI Comparisons (External Comparison) The City also compares its employee groups to cities within Stanton's Group Six listing (population 10,000 to 25,000). Every year vanous jurisdictions report survey information to the Stanton Group. There is not a mandatory requirement for jurisdictions to report, and as a result it is not a complete analysis of all cities. Another area of discrepancy is that listed posmons often vary m their levels of responsibility. In discussions with other cities regarding this problem, it is common to eliminate positions which deviate greatly in responsibility and wage. 4. Determine if Adjustments should be made to any Positions A range adjustment change for a position may be warranted by modification of a job description that increases pay equity points or a position that ranks lower in comparison with internal and external employee groups. After review of the Predicted Pay Report and Stanton VI companson, the positions that showed the greatest deviations were for the Communications Coordinator and Building Official. This information is illustrated below: 5. Make Changes and Ensure Pay Equity Compliance Rosemount is required to conduct a Pay Equity Analysis of 2006 wages by January 31, 2007 To get a better idea of where the City currently stands in its compliance with State law, a report was run before any 2 Pay Equity Points Pay Equity Internal Report Predicted Pay for Maximum 2005 City Maximum (with 3 2005 Stanton Maximum (with 3 Recommended Maximum Difference Building Official 415 69,146 68,200 72,280 69,146 $946/year Communications Coordinator 308 61,089 60,097 64,646 61,089 $992 /year arbitrators in deciding issues of wages, benefits, and other terms and conditions of employment has been internal consistency with the settlements negotiated with other bargaining units as well as those established for the junsdicuon's un- represented employees The Pay Equity Report lists each position, work points, maximum salary amount, predicted pay, and pay difference. The predicted pay and pay difference columns are helpful m analyzing the cost of adjusting the salary for any given class. Predicted pay is calculated by averaging the maximum monthly salaries for male classes in the jurisdiction. It is the standard for comparing how males and females are compensated. Predicted pay is a reflection of the current compensation practice within a junsdiction for male classes, but it is not necessarily what the salary has to be at any particular point level. It is important to monitor those employee groups deviating greatly from the predicted pay line Most tunes employees located above the predicted pay hne are a result of hiring at a higher level of pay due to a greater level of experience or market demand. The positions deviating significantly below the predicted pay line, however, do indicate internal mequahnes that if ignored may result in compliance issues m the future. Even though compliance issues are a result of the underpayment of females in companson to males, it is wise not to disregard underpaid positions held by males. If this is ignored, the employer risks morale and productivity issues when an employee feels that he is not paid as equitably as a co- worker with the same level of responsibility. 3. Analyze Stanton VI Comparisons (External Comparison) The City also compares its employee groups to cities within Stanton's Group Six listing (population 10,000 to 25,000). Every year vanous jurisdictions report survey information to the Stanton Group. There is not a mandatory requirement for jurisdictions to report, and as a result it is not a complete analysis of all cities. Another area of discrepancy is that listed posmons often vary m their levels of responsibility. In discussions with other cities regarding this problem, it is common to eliminate positions which deviate greatly in responsibility and wage. 4. Determine if Adjustments should be made to any Positions A range adjustment change for a position may be warranted by modification of a job description that increases pay equity points or a position that ranks lower in comparison with internal and external employee groups. After review of the Predicted Pay Report and Stanton VI companson, the positions that showed the greatest deviations were for the Communications Coordinator and Building Official. This information is illustrated below: 5. Make Changes and Ensure Pay Equity Compliance Rosemount is required to conduct a Pay Equity Analysis of 2006 wages by January 31, 2007 To get a better idea of where the City currently stands in its compliance with State law, a report was run before any 2 internal equity changes or Stanton changes were added and run again after making the proposed wage changes. In both instances the City would be m compliance for 2006. However, the compliance m the City's Pay Equity Report does not always reflect internal equity among employees. According to Labor Relations Associates it would be unwise to depend solely on the compliance report. Even though there may be tremendous dispanties indicated in the predicted pay report between male and female groups, a mumcipahty could still produce a compliance report that "passes This defeats the purpose of the law to eliminate any sex -based wage inequalities. The variables that enter into the compliance report are so numerous that it has been found to be infeasible to guess whether the City is in compliance until the actual numbers are entered into the system. As a result, a common practice is to regularly monitor the predicted pay report for internal equality issues. This is done so that wage discrepancies can be addressed at an early stage (without accumulating to a point of high financial impact) and so that compliance may be less of an issue in the future. 6. Modify Ranges to Reflect Adjustment for Cost of Living for Following Year The past practice for the City of Rosemount is to adjust the wage ranges to account for cost of living increases. A recent survey of municipahnes gives indication that most will be providing a 3% adjustment for 2006. SUMMARY In conclusion, it is requested that the following positions receive an internal equity adjustment Building Official: Stanton difference of $4,080 /year. Requested increase to level of predicted pay report instead. (increase of $.45 /hour or $946 /year) Communications Coordinator: Stanton difference of $4,549 /year. Requested increase to level of predicted pay report instead. (increase of $.48 /hour or $992 /year) It is also requested that the remainder of the non -union positions receive a 3% cost of living range adjustment. If approved, 2006 salary ranges would be as follows: City Administrator $85,295 $107,075 Police Chief $74,345 $93,484 Community Development Director $72,672 $90,839 Finance Director $71,492 $90,266 Parks Recreation Director $67,528 $85,392 Assistant City Administrator $66,598 $83,452 Police Lieutenant $65,391 $80,416 Operations Superintendent $61,897 $77,403 Building Official $54,560 $69,146 City Planner $54,560 $68,200 Community Center Manager $55,107 $65,658 Accounting Supervisor $56,822 $65,572 Public Works Supervisor $52,755 $64,848 Parks Supervisor $49,288 $62,558 Recreation Supervisor $49,288 $62,558 Communications Coordinator $46,531 $61,089 City Clerk $47,071 358,467 Police Records Supervisor $43,206 $52,961 Planning /Personnel Secretary $32,562 $43,869 Given direction, these items will appear on the December 20, 2005, City Council regular meeting agenda. 3 Contract/Wage Settlements 2005 Agency Pop Police Police Supv MainLIPW e'er/Tech Union Non Unicn Notes Anoka 17,5091 2% Jan %July 2% Jan 1 %Jury 2% Jan 1% July 2% Jan 1 %July 2% Jan 1% Jury Andover 4 00% 4 00% 400% 4 00% 4 c0% Apple Valley 50,500 25 %Jan 5% July 25°! Jas 5% July 25 %Jan 5% July na 25 %Jan 5% July Arden Hills 9 426 NA NA 300 %NA 3 00% Blaine 41 658 300% 300% 3 00% 3 00% Bloommgtan 89,68315% 2% Jan jU 2% Jan 159° July ^75 %Jan 1 25% July Broordyn Center 28,484 3 00% 3 00% 3 00% 3 00% 3 00% Proposing 3% for all Brooklyn Pado 70,000 2% 1 2% Mkt Race Jan See Notes 2% Jan Unsettled 1 March Police Supv Detention, Lt Crime Prev, Support Sery 2%- Jun Cpts Sgts 2 8% Jan Burnsville 54 525 2% Jan en Jut), 2 90% 2 50% Fire 2 5% Dispatchers 2 5% Chaska 13,721 Columbia Her•Ms 13632 200% 2 DO% 2 D0% 2 203%2 %fire Coon Rapids 58 F9 300% 3 00% 300% 300% 300% Budgeting 3% Coltags Grove 28 706 300% 3 00% 3 00% 3 00% 3 00% Fire Not Sett ed C ry3e1 23703 Eagan 65 000 3 00% 3 00% 3 00% Eden Prairie 44 189 3 00% 300``% 3 00% 3 00% 3 DO% Edina 1% Jan, 46,8413 %Any 1% Jan, 3% July 1% Jan It %Jan, 396Juy 316 July 1% Jan. 3% July Farmington 2% Jon 90001 %July 2% Jan 1% July 2 Jan 2% an 1% JWy 1% Jury 2% Jan 1% July Fridley 23104 3 00% 3 W proposing 82% Forest Lake 300% 300% 300% 300% 3 00% GolcenValley 20,947 3 0% proposing a 3 %tor non -union patrol oificars also propos rig market rale adjtsrmen for 20 of out of 62 non 30% non peat-ors Hastings Hopkins 2% January 21,6001% July 2% January 1% July 2% January 1% July 16 536 2 00% 200% 2 00% 2 00% 200 I nver Grove Hghts 29 000 3 00% 3 00% 2 50% 2 50% unknown Lakeville 2% January 2% January 42 000 1% July 1% July 2% January 1% July Ientatrve aprement v4th patrol Lino Lakes 12256 2% January 400 %1 %July 300% 2 00% non union not finahzed Little Canada 9,825 3 00% 3 00% Not final zed bur oon't anticipate an issue Mahtomedl 8 000 budgeted 2 5% Maple Grove 49,140 Maplewood 6 000 3% 3% 3% 3% 3% Mendota Heights 10,636 300% 3 00% 300% 300% 300% annupating a 3% Mmneaoot,s Minnetonka 52 200 225% 225% 2 25% Ma We do market adjustments as well Sergeant 49ers are 225 %3 -year cont2Gs Mounds View 12,552 New 6nghton 22 328 275% 2 75% 275% 275°% New Hope 21 651 300% 300% 300% 300% Norihfie'd 15,005 No St Paul 12809 Oakdale 23 Oak Grove 300% 300% 3 00% 300% 300% proposing 3% Plymouth 57 391 2% Jan 2% Jan 1% JUy 1%, July 2% Jan 1 July 2% Jan 1% Joly 2% Jan 1° %July Prior Lake 20,000 325% 4 00% 3 00% 300%1 300% Police Contract expires Dec 2005 Ramsey 20000 30% 30°91 30% 30% 30% Rlchfre'.d 34 310 3 00% 3 001° 3 00% 3 00% 3 00% Robbmsdzle 14255055 2% Jan 1% Apn' 2% January 1 %duty 2% January 2% Jan 1 1% Jury Patrol not settled Rosevrlle 2% Jams 336741 %July 2% January 1 July 2% January 1 %July 2% Jaruary 2 January 1% July 1% July 5t Anthony 5,012 2 0055 057 p54n9 a 2% St Cloud 50'43 275 275% 275% 275% Fre 275% St Lours Park 43 641 300°6 300% nla 300% 5t tArchael 10264 St Paul 000% 000% Savage 23 Shakopee 26,600 000% Shoreview 25 957 300% 300% 300% 300% 5o 5t Paul 20 Spying Lake Park 6,625 300% 300% 3 D0% 500% Stdiwa'er 16500 300% 250% 250% 250% 250% Police was arbitration award Managers Unit 3% West St Paul 19,332 Wooeburj 48,000 3 g0% 3 G0% 300% 300% 300% Proposed 3% teethe "e- ?QTA 'LAN- 'Z n 2 7n 2 9-a ContractiWage Settlements 20061 Agency Pop Police Police Supv Mamt /PW Cler/Tech Union Non -Union Notes Anoka 17,509 Andover 250% 2 50% 2 50% 2 50% 2 50% Apple Valley 50 500 3 00% Arden Hd's 9,426 2 75% 2 75% Proposing 2 75% for all Blaine 41 658 ns ns 3 50% ns Bloomington 8665315 2% Jan %July 2 Jan 5% July 3 00% Brooklyn Center 28,484 300% 300% 3 00% 3 00% 3 00% Brzorhn Park 70,0001 3 00% 3 00% 3 00% 3 00% 300% Burnsville 2% Jan 5452511% Jidy 3 00% 3 00% 3 00% Fire 3% Dispatchers 3% Chaska 13 721 Columbia Heights 18 882 Con Rapids 58 991 3 00% 3 00% 3 00% 3 00% 3 00% Cotage Grove 28 706 2 50% anticipating 25 for all Crystal 23 703 Eagan 65,000 Eden Prairie 44 189 Proposn93% for all Edina 46 841 3 00% Propos no 3% for all Fanbault 6,574 Famungton 9,000 Fergus Falls Fridley 28,104 Proposing 3% for all Golden Valley 20947 30% 30% 3 0% Hastings 21,600 Hopkins 16536 Inver Grove Hghls 29 000 Lakeville 42,0001 2% January %July 2 January 1 July 210 January 1% July 2 January 1% July 2% January 1% July Lino Lakes ^2266 300 %1 Maple Grove 49,140 Maplewood 36,000 3 0% 3 0% 30% 3 0% 30% Mendota Heights 10,635 Minneapolis Minnetonka 52,200 We do market adjustments as well Sergeant 6 49ers are 3 year contracts Mounds View 12,552 New Brighton 22,328 New Hope 21,6511 2% Jan %July 2% Jan 1 July 2% Jan 190 July Northfield 15000 No St Paul 12,605 Oakdale 23,000 Oak Grove Plymouth 57,3913 no contract 300% 300% We made significant structural changes to the salary schedule Ramsey 20,000 Red Wing 16,000 Richseld 34,310 3% January 5% July 396 January 5 July 3% January 5% July 3% January 5 %July 3 January 5% July 3% January 85 July= Fire Robbmsdale 14,255 JS NS 2% Jan,1 JtI 2% Jan, 1 %Jul Roseville 33 674 Proposing 3% for all 1/1 Rochester 5t Anthony 8,012 300% Proposing 3% for all 31 Cloud 50143 St Louis Park 43,641 St Michael 10,264 St Paul 250% 250% 250% 250% Savage 23,000 Shakopee 26,800 Shoreview 25,957 So St Paul 20 395 Spring Lags Park 6,628 Stillwa`er 16,500 300% 300% 300% 300% 300% Police was arbitration award Managers Unit 3% Two Harbors West Si Pail 19332 Woodar.ry 48,000 300% 300% Proposing 3% for all AVERAGES 2 90% 2.90% 2 94% 2 86% 2 93% To: Dawn Weitzel, Assistant City Administrator From: Gary Kalstabakken, Chief of Police Date: December 14, 2005 Subject: Police Reserve Officer Compensation At a Council Work Session earlier this fall, Council gave preliminary approval to paying the police reserve officers an annual stipend The intention of the stipend was to provide an incentive to the reserves to meet their annual commitment of hours. Since that meenng, staff has further researched the payment of a stipend to the reservists and determined that the payment would need to be considered as wages. Based upon this information, the cost for 2005 is listed below along with projections for 2006. 2005 4 ROSEMOUNT POLICE DEPARTMENT M E M O R A N D U M The intent of the compensation program is to provide an incentive for the reserves to meet the required hourly commitment of the program. Compensation will be paid to those reserves who meet the hourly requirements of the reserve program of 120 hours per year. However, because this is the first year of implementing the program and reserves were not provided notice of the incentive pay program at the start of the year, for this year only the proposal is to provide a stipend to each reserve at a rate of $1 for each hour worked through November 30, 2005 For the twelve reserves in the program in 2005 this will amount to a total payout of $1100. Amounts range from a high of the maximum $120 (seven reserves) to a low of $17 (one reserve who left the program m early fall). There are funds in the part -tine employee pohce budget to cover this expense for 2005 due to fewer hours being scheduled based on workload for the part -time secretary position. 2006 The incentive pay program has been explained to each of the current members of the program They understand that pay in 2006 and beyond will be paid only upon satisfying the commitment of hours. Based upon the performance of reserves over the last few years, it is expected that approximately 75% of the members will meet the goal of 120 hours This will result in a cost of $1080. If all members meet the goal the cost would be $1440. Although the pohce reserves are volunteers, they are more similar to the paid, on -call (volunteer) fire fighters than other community volunteers The reserves are a part of the organizational structure of the pohce department, are readily identifiable by their uniforms as pohce reserves and are included m the city's workers compensation coverage due to their dunes and relationship with the city. It is for this reason that the incentive pay program was proposed for the pohce reserves.