PLEASANT HILL CITY COUNCIL SPECIAL COUNCIL MEETING JUNE 20, :30 PM

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1 PLEASANT HILL CITY COUNCIL SPECIAL COUNCIL MEETING JUNE 20, :30 PM 1. CALL TO ORDER/ROLL CALL 2. APPROVAL OF AGENDA 3. PUBLIC INPUT (5 MINUTES FOR ITEMS NOT ON THE AGENDA) 4. BUSINESS ITEM: a. Resolution # Receive and file salary grade range from Springsted b. Resolution # Approval of Salary Matrix c. Resolution # Setting Salaries for Non-Union City Staff Salaries for FY18 d. Resolution # Setting Salaries for Clerk s Office Staff Salaries for FY18 e. Resolution # Setting Salaries for the Fire Dept for FY18 f. Resolution # Approval of Prairie Meadows Legacy Grant Agreement 5. CLOSING COMMENT 6. ADJOURNMENT 1

2 CITY OF PLEASANT HILL, IOWA CITY COUNCIL AGENDA COMMUNICATION DATE: June 20, 2017 TO: FROM: SUBJECT: Mayor and City Council Donald Sandor, City Manager Salary Grade Range from Springsted, LLC BACKGROUND: The City retained the services of Springsted LLC to conduct a salary survey and prepare a wage classification report for the City. The information from the study has been presented to the City Council at a work session. The final report has not been received as of this writing, however the proposed salary ranges for each job classification, establishing a minimum salary, midpoint salary and maximum salary has been provided to the City. This information is being used to establish a salary matrix for the City, which in turn is being used to set salaries for FY 18. When the final report is received that will be presented to the Council. The action requested from the Council at this time is to receive and file the salary grade range provided by Springsted. After that action the Council can consider approval of the new salary matrix and the FY 18 salary resolution. ALTERNATIVES: The information from Springsted needs to be received as the first step in the process to allow for the creation and adoption of the salary matrix and the FY 18 salaries. FINANCIAL CONSIDERATIONS: None with this action. RECOMMENDATION: Approve the resolution to receive and file the salary grade range data from Springsted, LLC. 2

3 RESOLUTION # A RESOLUTION TO RECEIVE AND FILE RECOMMENDED SALARY GRADE RANGE WHEREAS, The City of Pleasant Hill hired an outside consulting firm, Springsted LLC., to conduct a salary survey to help them achieve a competitive salary structure; WHEREAS, Springsted prepared the attached salary matrix assigning job classifications into graded range levels for full-time employees; THEREFORE, BE IT RESOLVED, the Pleasant Hill City Council authorizes receiving and filing of the attached Grade Range Salary Matrix. ADOPTED June 20, 2017 Sara Kurovski, Mayor ATTEST: Dena Spooner, City Clerk/Finance Director 3

4 City of Pleasant Hill Full time Grade Ranges by Springsted Title Grade Min Mid Max Fire Chief 27 96, , , Police Chief 27 96, , , Public Works Director 26 91, , , Community Development Director 26 91, , , City Clerk/Finance Director 25 87, , , Library Director 24 82, , , Police Captain 23 78, , , Assistant Public Works Director 22 75, , , Building Official 21 71, , , Park and Recreation Manager 21 71, , , Senior Planner 20 68, , , Police Sergeant 19 64, , , , , , Parks and Recreation Supervisor 17 58, , , Communications Specialist 17 58, , , Senior Building Inspector 17 58, , , GIS Coordinator 16 56, , , Associate Planner 15 53, , , Building Inspector 15 53, , , Deputy City Clerk 15 53, , , Librarian 15 53, , , Police Officer 14 50, , , Vehicle Technician 13 48, , , Equipment Operator II 12 46, , , Payroll Clerk 11 43, , , Crime Analysis Technician 11 43, , , Administrative Assistant 11 43, , , Equipment Operator I 11 43, , , Records Clerk 10 41, , , Outreach Coordinator 10 41, , , Community Service Officer 10 41, , , Community Development Clerk 9 39, , , Program Specialist 9 39, , , Library Technician 9 39, , , Accounting Clerk 8 37, , , Library Technician II 8 37, , , Receptionist 8 37, , , Library Technician I 7 36, , , Custodian 7 36, , , Library Clerk/Shelver 6 34, , , Laborer 5 32, , ,

5 CITY OF PLEASANT HILL, IOWA CITY COUNCIL AGENDA COMMUNICATION DATE: June 20, 2017 TO: FROM: SUBJECT: Mayor and City Council Donald Sandor, City Manager Salary Matrix BACKGROUND: The City retained the services of Springsted LLC to conduct a salary survey and establish a salary matrix for the City to help the City with recruitment and retention of employees and provide for internal equity for a pay structure. The data provided from Springsted sets a minimum, midpoint and maximum salary for each pay grade established. City staff then prepared a salary matrix with salary steps between the minimum, midpoint and maximum points that are set at 4%. Different options were considered for the number of steps and the implementation timeframe. The matrix as proposed establishes eight steps, with the first for set as annual step to get an employee to the midpoint of their range. The last four steps would be given every three years for extended tenure with the City. The steps in the matrix will replace the current longevity that is given to fulltime employees. The proposed matrix only addresses salaries for fulltime employees in job classifications that are not covered by a union contract. Salary provisions for part-time employees and members of the fire department will be reviewed and considered at a later date. ALTERNATIVES: Springsted LLC was retained to help with the establishment of a pay system. The proposed salary matrix sets out a matrix based upon the information provided from Springsted. FINANCIAL CONSIDERATIONS: The use of this matrix will set salary steps for each position. In future years the City will also have to determine what cost of living adjustment may apply to the matrix. RECOMMENDATION: Approve the salary matrix. 5

6 RESOLUTION # A RESOLUTION APPROVING THE APPROVAL OF SALARY MATRIX WITH STEP PROGRESSION WHEREAS, the attached salary matrix lists job classifications in grade levels for the non-union, full-time employees, and each grade level is assigned steps to progress through from minimum to mid-range to maximum; WHEREAS, the attached salary matrix lists steps 1-4 to be achieved annually, and steps 5-8 to be achieved every third year; WHEREAS, the step progression will be based on date of assignment to a grade or to a step; WHEREAS, step progression will replace longevity increments; WHEREAS, additional policies may be forthcoming; WHEREAS, the Library salaries are subject to Library Board approval; THEREFORE, BE IT RESOLVED, the Pleasant Hill City Council authorizes the attached salary matrix and step progression to be approved for non-union, full-time employees. ADOPTED June 20, 2017 Sara Kurovski, Mayor ATTEST: Dena Spooner, City Clerk/Finance Director 6

7 07/01/2017 Salary Matrix Grade Min Step 1 Step 2 Step 3 Step 4 (Mid) Step 5 Step 6 Step 7 Step 8 (Max) Fire Chief, 27 96, , , , , , , , , Police Chief Community Development Director, 26 91, , , , , , , , , Public Works Director City Clerk/Finance Director 25 87, , , , , , , , , Library Director 24 82, , , , , , , , , Police Captain 23 78, , , , , , , , , Assistant Public Works Director 22 75, , , , , , , , , Park and Recreation Manager, 21 71, , , , , , , , , Building Official Senior Planner 20 68, , , , , , , , , Police Sergeants 19 64, , , , , , , , , , , , , , , , , , Park and Recreation Supervisor, 17 58, , , , , , , , , Communications Specialist, Senior Building Inspector 16 56, , , , , , , , , Deputy City Clerk, 15 53, , , , , , , , , Librarian Associate Planner 14 50, , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , Records Clerk, Community Service Officer Community Development Clerk 9 39, , , , , , , , , Receptionist 8 37, , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , ,

8 CITY OF PLEASANT HILL, IOWA CITY COUNCIL AGENDA COMMUNICATION DATE: June 20, 2017 TO: FROM: Mayor and City Council Donald Sandor, City Manager SUBJECT: Resolutions to approve Salaries FY 18 BACKGROUND: Prior to the beginning of each fiscal year the City Council needs to approve a salary resolution for non union employees to authorize the City Clerk s office to pay salaries based upon the amounts in the resolution. The union employees salaries are not part of the resolution since their salaries have been approved at the time the union contracts are approved by Council. With the recent salary survey conducted for the City, the resolutions establishing salaries for FY 18 reflect the initial implementation of the recommendations from that survey. The salaries proposed for fulltime nonunion employees are based upon the salary matrix developed from the survey results. The salaries are set to ensure all fulltime nonunion employees are at least at the minimum of the salary range for their grade classification, or placed on a step that is not lower than their salary would have been in FY 18 with a 3% increase. Note that there are three resolutions. The City Clerk s office is a separate resolution at the request of Council Member Konrad due to the family connection with one of the staff in the City Clerk s office. The fire department paid-on-call and part-time staff are covered by a separate resolution also. These resolutions cover the salaries for full time and part-time employees. As the information from the survey is further reviewed, additional implementation recommendations may be forthcoming, especially related to the fire department personnel and part-time staff in other departments. ALTERNATIVES: N/A FINANCIAL CONSIDERATIONS: Salaries are established by the newly adopted salary matrix. RECOMMENDATION: Approve Salary Resolutions for Non Union Staff, City Clerk s Office Staff, and Fire Department Staff for FY 18. 8

9 RESOLUTION # A RESOLUTION APPROVING THE FISCAL YEAR SALARIES FOR NON- UNION EMPLOYEES, EXCLUDING THE CITY CLERK DEPARTMENT WHEREAS, the attached spreadsheet lists the Fiscal Year salaries for non-union employees; THEREFORE, BE IT RESOLVED, the Pleasant Hill City Council authorizes the attached listing of Non- Union Staff and their salaries, excluding the City Clerk office staff, for the fiscal year , dated July 1, 2017 through June 30, 2018, to be approved. ADOPTED June 20, 2017 Sara Kurovski, Mayor ATTEST: Dena Spooner, City Clerk/Finance Director 9

10 SALARIES/WAGES FOR NON UNION EMPLOYEES FY EMPLOYEE BASE SALARY HOURLY WAGE CITY MANAGEMENT TEAM CITY MANAGER Champ, Ben - City Manager $ 125, DEPARTMENT DIRECTORS Lerdal, John - Library Director $ 89, Patterson, Gary - Public Works Director $ 91, Pizzano, Alfonso - Police Chief $ 96, Spooner, Dena - City Clerk/Finance Director $ 90, Solberg, Thomas - Fire Chief $ 96, Sturms, Madeline - Community Dev Director $ 91, COMMUNITY DEVELOPMENT DEPARTMENT Bartles, Jennifer - Building Clerk $ Courcier, Rick - Recreation Manager $ 63, Ellis, Heath - P & R Division Supervisor $ 68, Sporleder, Michael - Senior Bldg Inspector $ 59, Wilwerding, Janet - Devel. & Comm. Specialist $ 68, LIBRARY Bellis, Amanda - Library Tech I (PT) $ Best-Peterson, Marjorie - Library Tech I (PT) $ Foster, Jamie - Library Tech II (PT) $ McMillen, Susan - Staff Librarian $ Meinders, Marissa - Shelver (PT) $ 9.01 Rivas, Gale - Staff Librarian $ Schwartz, Lauren - Library Tech I (PT) $ Smith, Krista - Program Spec (PT) $ Van Drew, Jeffery - Senior Tech (PT) $ POLICE Anderson, Jennifer - Community Service Offc $ Blomquist, Nancy - Records Mgmt Clerk $ Brown, Paul - Police Sergeant $ Christiansen, Jane - Communications Oper (PT) $ Clingan, Christopher - Police Officer (PT) $ Covey, Matt - Police Sergeant $ Farrell, Jesse - Police Officer (PT) $ Kramer, Amy - Police Captain $ 85, Kuhlman, Paul - Police Officer (PT) $ Sienkiewicz, Joshua - Police Officer (PT) $ PUBLIC WORKS DEPARTMENT Belnap, David - Custodian (PT) $ Parsons, Crystal - Admin Assistant (PT) $ Paul, Russ - Asst. Public Works Director $ 78,

11 RESOLUTION # A RESOLUTION APPROVING THE FISCAL YEAR SALARIES FOR THE CITY CLERKS DEPARTMENT WHEREAS, the attached spreadsheet lists the Fiscal Year salaries for non-union employees; THEREFORE, BE IT RESOLVED, the Pleasant Hill City Council authorizes the attached listing of the City Clerk office staff, for the fiscal year , dated July 1, 2017 through June 30, 2018, to be approved. ADOPTED June 20, 2017 Sara Kurovski, Mayor ATTEST: Dena Spooner, City Clerk/Finance Director 11

12 SALARIES/WAGES FOR NON UNION EMPLOYEES FY EMPLOYEE BASE SALARY HOURLY WAGE CITY CLERK'S OFFICE Eregbu, Erica - Accounting Technician (PT) $ Johns, Steve - Deputy Clerk $ 70, Konrad, Cindy - Office Clerk (PT) $ Sievert, Marisue - Secretary $

13 RESOLUTION # A RESOLUTION APPROVING THE FISCAL YEAR SALARIES WHEREAS, the attached wage spreadsheet lists the Fiscal Year salaries for the Pleasant Hill Fire Department; THEREFORE, BE IT RESOLVED, the Pleasant Hill City Council authorizes the attached wage spreadsheet for the Pleasant Hill Fire Department personnel for the fiscal year , dated July 1, 2017 through June 30, 2018, to be approved. ADOPTED June 20, 2017 Sara Kurovski, Mayor ATTEST: Dena Spooner, City Clerk/Finance Director 13

14 PLEASANT HILL FIRE DEPARTMENT PAY MATRIX Effective July 1, /01/17 1 ENTRY LEVEL SALARY $8.96 per hour 2 EMT PAY 2a. Entry Level $4.48 per hour 2b. EMT $5.03 per hour 2c. Medical instructor $6.17 per hour 2d. EMT - Advanced $8.41 per hour 2e EMT - Paramedic $10.11 per hour 3 FIRE PAY 3a. Entry level $4.48 per hour 3b. Firefighter I $5.03 per hour 3c. Firefighter II $6.17 per hour 3d. Engineer, Instructor $7.32 per hour Inspector, Investigator 3e. Fire Officer $8.41 per hour 4 LONGEVITY PAY 4a After 5 years $0.05 per hour 4b After 10 years $0.15 per hour 4c After 15 years $0.30 per hour 4d After 20 years $0.50 per hour 5 OFFICER PAY 5a Deputy Chief $3, annual 5b Assistant Chief $2, annual 5c Captains $1, annual 5d Lieutenants $ annual 6 OTHER PAY 6a Run report writing $11.20 per report 6b Training time $11.20 per hour 6c Respond, not on run (standby) One hour of compensation at the employee's current hourly rate 6d Paramedic on call pay One hour of compensation at the employee's current hourly rate per shift* 6e Duty officer One hour of compensation at the employee's current hourly rate per shift* * Employee shall also be compensated for responding to calls for service during their shift * No employee shall be compensated for duty officer and on-call paramedic pay during the same shift 14

15 CITY OF PLEASANT HILL, IOWA CITY COUNCIL AGENDA COMMUNICATION DATE: JUNE 20, 2017 TO: FROM: SUBJECT: MAYOR & CITY COUNCIL MADELINE STURMS, AICP, CPM ACTING COMMUNITY DEVELOPMENT DIRECTOR ACCEPTING PRAIRIE MEADOWS LEGACY GRANT FOR HICKORY GLEN PARK BACKGROUND: The City Council approved the Master Plan for a new community park at the November 22, 2016 Council Meeting. The park was purchased in 2015 and is a 77-acre parcel located south and west of Fourmile Elementary School near SE 6 th Ave and SE 68 th St. In an effort to secure funding and begin construction, the Council directed staff to seek out grant opportunities to leverage City dollars. Prairie Meadows Racetrack and Casino offers a Legacy Grant program which provides funding for large scale, signature projects in Central Iowa. The City of Pleasant Hill was awareded $100,000 for the Hickory Glen Park project. Following the resoltiuion is an agreement with Prairie Meadows outlining the terms and conditions of the grant award. The agreement also identifies the naming rights given to Priaarie Meadows for the donation which the City has identified the soccer park area to be named Prairie Meadows Soccer Park. ALTERNATIVES: Not approve the resolution. However, this would forgo the Prairie Meadows Legacy Grant funding and would risk future development of the park. FINANCIAL CONSIDERATIONS: Tthe City is required to contribute at least 50% of the total project amount. Funding for this match has been identified through the budgeting process. RECOMMENDATION: Consider approval of the attached resolution accepting the Prairie Meadows Legacy Grant in the amount of $100,000 for Hickory Glen Park. 15

16 RESOLUTION # A RESOLUTION TO APPROVE THE PRAIRIE MEADOWS LEGACY GRANT AGREEEMENT IN THE AMOUNT OF $100,000 FOR THE DEVELOPMENT OF HICKORY GLEN PARK (F.K.A. PLEASANT HILL COMMUNITY PARK) WHEREAS, the City of Pleasant Hill has recently completed and adopted a Master Plan for the 77-acre parcel of ground south and west of Fourmile Elementary School being developed as a new community park; and WHEREAS, the Pleasant Hill City Council approves the Prairie Meadows Legacy Grant Agreement accepting the grant award in the amount of $100,000 for the development of Hickory Glen Park (f.k.a. Pleasant Hill Community Park); and WHEREAS, the City of Pleasant Hill agrees to the naming rights of the soccer complex area as Prairie Meadows Soccer Park, NOW, THEREFORE, BE IT RESOLVED by the Pleasant Hill City Council that the City of Pleasant Hill, Iowa, authorizes Prairie Meadows Legacy Grant Agreement for Hickory Glen Park in the amount of $100,000. Adopted this 20 th day of June, Sara Kurovski, Mayor ATTEST: Dena Spooner, City Clerk/Finance Director 16

17 Prairie Meadows Legacy Grant Agreement City of Pleasant Hill As a condition of the $100,000 Prairie Meadows Legacy Grant to City of Pleasant Hill, for Pleasant Hill Community Park, the undersigned agrees: 1) To use the Legacy Grant only for the above-stated project. Any modification of the project, as presented in the Legacy Grant application, must be submitted in writing to Prairie Meadows for approval. 2) That not a single portion of the Legacy Grant be used for personnel compensation or bonuses to any employee of the recipient organization or the governing organization. Funds also may not be used to pay for campaign consultants, grant writers or other expenses outside of the actual project. 3) To submit a yearly and final report on the accomplishments of the above-stated project. Prairie Meadows will provide the report and indicate the date on which it is to be completed. The report must include a detailed project status, complete statement of how the Legacy Grant was utilized, listing of funds secured, and project budget to date, as well as other information about the project. 4) The recipient organization acknowledges and accepts that they may not ask Prairie Meadows for any more funding for the above-stated project and that the recipient organization is not eligible to seek a Prairie Meadows Legacy Grant, for a different project, for four years following the last Legacy payment received. 5) To provide and protrude a mutually beneficial and respectable relationship with Prairie Meadows. This includes communications with the recipient s board of directors, staff and volunteers, project partners, the media and general public. 6) That the total amount of the Legacy Grant or any payment thereof may be discontinued, modified or withheld at any time when, in the judgment of Prairie Meadows, such action is necessary to comply with the requirements of the law. 7) Not to amend its Articles of Incorporation or do anything that is inconsistent with the charitable purposes contained in the Articles of Incorporation. 8) To give Prairie Meadows written notice if there is a change in the organization s status as a tax-exempt entity as recognized by the determination letter from the Internal Revenue Service. Page 1 of 2 17

18 9) To permit Prairie Meadows, at its request, to have complete access to the grantee s files and records for the purpose of making such financial audits, verifications and investigations it deems necessary concerning the grant. 10) That Prairie Meadows will receive recognition for the Legacy Grant at a minimum as follows: Listing in Annual Report Campaign Documentation Donor Listing for above-stated project Press Release issued by recipient organization announcing the donation Naming 11) That the Prairie Meadows Community Relations Department and the recipient organization both agree upon the naming opportunity as listed above. The naming will remain intact for the duration of the facility and no other financial donation is needed to keep the above naming in place outside of the Legacy Grant. 12) That the Prairie Meadows Community Relations Department and the recipient organization both agree to the above-listed items and will work together to carry out all details of the above through a working relationship. City of Pleasant Hill (Signature) (Print Name) (Date) Prairie Meadows (Signature) (Print Name) (Date) Page 2 of 2 18

19 Prairie Meadows Legacy Grant Agreement Addendum Prairie Meadows will receive recognition for the legacy Grant at a minimum as follows: Listing in Annual report Campaign Documentation Donor Listing for above-stated project Press Release issued by recipient organization announcing the donation Naming o The Legacy Grant Award from Prairie Meadows for Phase One will be recognized through donor signage in the park. Prairie Meadows will also receive special naming rights to the southeast corner of the park which is identified as the active recreation area for soccer. The area of the park will be named Prairie Meadows Soccer Park. 19