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HomeMy WebLinkAboutClassification and Compensation Committee Agenda Packet - June 7, 2017City of Colleyville                                                                                    Page 1 City of Colleyville Classification and  Compensation Committee Agenda City Hall 100 Main Street Colleyville, Texas 76034 817. 503.1000 www.colleyville.com Wednesday, June 7, 2017 6:00 p.m. Executive Conference Room Third Floor – City Hall  1.CALL TO ORDER 2. APPROVAL OF MINUTES  May 18, 2017 3.PRESENTATION AND DISCUSSION    3a Review and discussion of the draft final report with implementation  options 4.ADJOURNMENT I hereby certify this agenda was posted on City Hall bulletin boards Friday, June 2,  2017 by 5:00 p.m. Amy Shelley, TRMC City Secretary A quorum of the Colleyville City Council and/or any other Colleyville Board,  Commission, or Committee may be in attendance at this meeting. Any matter on this agenda may, at the discretion of the governing body, be  opened for public comment and discussion. If you plan to attend this public meeting and have a disability that requires special  accommodations, please advise the City Secretary at least 48 hours in advance at  817.503.1133, and reasonable accommodations will be made to assist you.   City of Colleyville Page 1 City of Colleyville Classification and Compensation Committee Minutes - DRAFT City Hall 100 Main Street Colleyville, Texas 76034 817. 503.1000 www.colleyville.com Thursday, May 18, 2017 6:00 p.m. Executive Conference Room Third Floor – City Hall 1. CALL TO ORDER Human Resources Director Rachel Huitt called the meeting of the Classification and Compensation Committee to order on Thursday, May 18, 2017, at 6:04 p.m. ROLL CALL: Mayor Richard Newton, Councilmembers Tammy Nakamura and George Dodson, citizen committee members Bo Bottger, Lenonna Nichols, Scott Redfearn, staff committee members Parks Manager Heather Dowell, Public Works Director Jeremy Hutt, Assistant Police Chief Robert Hinton, Fire Battalion Chief Tim Folden, Human Resources Director Rachel Huitt, and City Secretary Amy Shelley Absent: Councilmember Nancy Coplen, Strategic Services Manager Adrienne Lothery 2. APPROVAL OF THE MINUTES OF THE MARCH 6, 2017 MEETING Committee member Redfearn made a motion to approve the minutes of the March 6, 2017 meeting. The motion was seconded by Committee member Nakamura. Approved by acclamation. 3. PRESENTATION AND DISCUSSION 3a Presentation and discussion of the consultant’s preliminary market study findings Human Resources Director Rachel Huitt opened the discussion and briefed the committee. Don and Carolyn Long, Management Advisory Group were available by conference call. Mayor Newton asked Ms. Long if the range width includes the minimum to a maximum of a salary range. Ms. Long replied yes, 40 percent is the average from the minimum to the maximum for all of the benchmark jobs except, the truncated ranges for police and fire. Committee member Redfearn asked Ms. Long if the truncated ranges is what has been called the step range. Ms. Long replied no. City of Colleyville Page 2 Classification and Compensation Committee Minutes - Draft March 6, 2017 Committee member Redfearn asked Ms. Long what is a truncated range. Ms. Long replied generally fire and police positions do not overlap. Director Huitt stated for instance, a basic police position’s maximum range will not go higher than a corporal’s minimum range and so forth. Director Huitt asked Ms. Long if mostly truncated ranges are being found in the survey responses. Ms. Long replied the general market is wider than 40 percent, but the truncated ranges for fire and police are bringing the averages down. Mayor Newton asked Ms. Long about the retirement notes for benefits on the surveyed cities. Ms. Long replied they are still pulling in data for that information. Committee member Redfearn asked staff how many employees Colleyville has. Director Huitt replied about 228 people, many are part-time; 174 insured, with 11 people who have waived; 185 eligible for insurance. Committee member Redfearn asked staff if Colleyville is in our own pool. Director Huitt yes, and we are fully insured. Committee member Nichols asked staff what is the average age. Director Huitt replied mid-forty’s, 42 – 44 with spouses and employees. Committee member Nichols asked staff if there is a stipend for smoking. Director Huitt yes, Colleyville has an aggressive wellness program, and it includes a smoking element in which you cannot advance to Tier 1 without having completed a cessation program. Committee member Nichols asked staff if the rates are adjusted to encourage spouse and children on the plan. Director Huitt replied the philosophy in the past has been that Colleyville is a family friendly plan which has always been designed to not penalize spouses and dependents, although many competitors are making that change. Many organizations are penalizing employees who adds spouses or prohibiting employees from adding spouses to their plans. There is a discussion to be had with City Council about benefits in July. Mayor Newton asked staff why call it is called a penalty. Director Huitt replied it is called a spousal surcharge because there is an increase in premiums to add your spouse, which is significantly more than just adding dependent coverage. Committee member Nichols asked staff if Colleyville offers other things like CUNA or AFLAC. Director Huitt replied yes, Colleyville offers a cafeteria plan, and you do not have to have one to have the other. We offer supplemental benefits such as accident, cancer and short term disability. City of Colleyville Page 3 Classification and Compensation Committee Minutes - Draft March 6, 2017 Mayor Newton asked staff if we will be looking at self-insuring some component of the deductible. Director Huitt replied yes, an actuarial study has been done, and we have found that the percentage of savings is not there currently. Committee member Nichols asked staff if the savings from insurance goes into the General Fund. Director Huitt replied yes, if we were self-insured, but currently the premium bill is pretty much the same each month. Mayor Newton asked staff about who did not respond to the survey. City Secretary Amy Shelley replied Tarrant County, University Park, Arlington, GCISD, and Irving. Director Huitt asked Ms. Long about the actual salary numbers reported, some are on the high end. Ms. Long replied those are actual salary numbers reported by a survey city. Mayor Newton asked staff about how Colleyville’s ranges were established having come off a broad band system. Director Huitt replied broad banded is expanded to include all levels of the job within the same range, and are wider than the survey respondents. Councilmember Dodson asked staff how the range (min mid max) are developed for a one or two job position. Director Huitt replied the ranges were adopted in the previous compensation study and when one range is adjusted, all ranges are moved about two percent, but not the actual salaries of employees. Committee member Redfearn Hutt asked Ms. Long about the average of each job class. Ms. Long replied the minimum, mid-point, and maximum numbers shown are the average of all of the surveyed city responses. Director Huitt asked Ms. Long about what happens with the outliers relative to the groupings of data. Ms. Long replied those outliers are just thrown out. Director Hutt asked Ms. Long at what point are the outliers included in the data. Ms. Long replied before one throws out the outliers, we will look at the position in more detail. Committee member Nichols asked Ms. Long if all of the cities listed on page 6 of the slides have actually responded. Ms. Long replied yes. Committee member Nichols did each of the 13 have one of these particular job classes. Ms. Long replied no, not everyone has the same match. Committee member Nichols asked staff if it would be helpful to know who is actually in the salary survey results. Director Huitt replied the details are behind City of Colleyville Page 4 Classification and Compensation Committee Minutes - Draft March 6, 2017 each job, and the consultant is still collecting the data. Director Hutt stated being interested in the data breakdown and it being a part of the report moving forward. Committee member Nichols encourages bringing in the bigger cities, such as Plano, because people are willing to make those drives to work. Mayor Newton stated as the positions are being compared, scope is a factor. Director Huitt asked Ms. Long if more detail will be seen later. Ms. Long replied yes. Manager Dowell asked Ms. Long if they know how the surveyed cities start their employees. Ms. Long replied there are cities that are restrictive, but she does not know which ones. Mayor Newton asked staff if we have a strict rule about hiring at the minimum. Director Huitt replied yes, based on the last compensation study, hiring in at midpoint was too expensive, and therefore it was written into policy to hire in at the minimum. She stated there are times in which people have been hired in above minimum, but it has to be approved. Committee member Redfearn asked staff how many people are hired each year. Director Huitt replied 20-25 people. Mayor Newton asked staff how many full-time employees Colleyville has. Director Huitt replied 205. Committee member Nichols suggested putting the final numbers on a bubble chart to show what Colleyville has and how it relates to the averages. Mayor Newton stated he would like to see the population, full-time employee numbers, and fire and police full-time employees for each surveyed city. Director Hutt stated there seems to be a conflict with the lag/lead as shown by the project engineer position outlined in the slides. Further, this information is not on the salary survey results. Ms. Long stated this position was added today. Committee member Nichols asked Ms. Long how Colleyville fits in the market, from a summary perspective. Mr. Long replied it is difficult to say, at this point, until all of the data is put into the results. Committee member Nichols asked Ms. Long about her professional opinion, seen in the data, where is Colleyville at this stage in the process. Ms. Long replied overall Colleyville is not in terrible shape, but we need to look at the structure City of Colleyville Page 5 Classification and Compensation Committee Minutes - Draft March 6, 2017 itself, not entirely in the standard in the market. The details and jobs need to be looked at more to see if you can be more competitive in the market. Director Huitt asked Ms. Long how many of the surveyed cities have step ranges versus open ranges. Ms. Long replied she would have to go back to pull the plans, as there is a mix in the open range. Committee member Nichols asked Ms. Long if she looked at what was required and desired from an educational perspective for the job classifications, outside of public safety. Ms. Long replied yes, generally speaking. Mr. Long identified the focus of the position and the required education and experience. Director Huitt asked Ms. Long about what can be expected from the consultants during the meeting on June 7th. Ms. Long replied hopefully they will have a structure design and equity considerations and costing models. Director Huitt asked Ms. Long if a proposal for public safety and what it will look like will be available, given that Colleyville is currently on the open range. Ms. Long agreed. Suggestions were made about how the comparison charts should look. Director Huitt asked the Committee if they want the Bureau of Labor Statistics pulled into this data, or the private sector data. Mayor Newton stated it does not hurt to see the information, but it does not mean we will use it. Manager Dowell added the information may make a bigger impact to some of the positions. Director Huitt asked the Committee if they want the consultant to look at other cities for data collection. Mayor Newton suggested University Park, Irving, and Arlington. Committee member Nichols asked staff who employees are leaving Colleyville for to work with. Director Huitt replied Farmers Branch, Irving, and Arlington. Mayor Newton asked staff why GCISD or Tarrant County did not report. Director Huitt replied not knowing, especially since she emailed GCISD directly. Manager Dowell stated she would like to see where Colleyville is falling out compared to other cities. Mayor Newton stated it does not seem reasonable to have a policy in which employees start at the minimum to remain competitive. Manager Dowell agreed, she is currently robbing other parts of her budget to be able to hire someone beyond the minimum. Battalion Chief Folden stated it is important to show where the positons are actually falling with the ranges. City of Colleyville Page 6 Classification and Compensation Committee Minutes - Draft March 6, 2017 Chief Hinton stated the police department is not truncated as the consultant indicates. Director Huitt stated the survey results indicate truncated, not what is currently in place. Director Huitt stated she would take the suggestions/information to the consultant to include in the next meeting. 4.ADJOURNMENT There being no further business before the Committee, the meeting adjourned at 7:52 p.m. Minutes taken and prepared by: Amy Shelley, TRMC City Secretary