Resolution to Authorize Staff Position/Wage Modifications Due to Organizational Changes

The city maintains a position, classification, and wage plan for all positions in accordance with federal and state laws. The plan is reviewed periodically to ensure that responsibility levels and wages are commensurate with the work performed. Hourly wages are considered “base pay” calculated as “steps” that are four percent apart with step 6 representing 100%.
From time to time it becomes necessary to update the city’s positions and wages based on organizational changes and the City Council’s staffing strategy. When this occurs, the City Administrator makes recommendations based on to the following factors:

• Maintenance of equitable relationship between classes, based on relative duties, responsibilities, and educational requirements.
• Indicators, from the appropriate labor market, for comparable work under similar conditions.
• Current recruitment and retention experience.
• Comparable worth for all positions within the organization.
• Ability of the City of Ramsey to fund the position.

Anoka County Employee “Thank You Checks”
Aside from the above plan, staff was asked to provide data related to the Anoka County “Thank You Checks” that were issued in April to County employees. In summary, checks in the amount of $300 or $150 were given to employees as a “thank you” for the hard work that was demonstrated through their 2011 budget cutting process. The money was not added to the employee’s base pay, nor was it processed through payroll. The memo is attached for review.

Note: The following report focuses largely on significant changes to certain employee’s position descriptions; changes that required additional responsibility, an overall increased workload, and, in some cases, additional education.

Recent Staffing History in Ramsey
In the last two years there have been seven professional level employees, in addition to others, that have left the City, as follows: Assistant Finance Director, Building Official, Deputy City Administrator/Community Development Director, Deputy City Clerk, Economic Development/Marketing Manager, Human Resources Manager, and the Planning Manager.
As a result of these reductions and in an effort to realize savings through attrition, other employees have taken on many of the responsibilities previously handled by those that left.

Most recently, when the Deputy City Administrator/Community Development Director resigned there were reverberations that effected Administrative Services, Community Development, and the Finance Department. Specifically, the responsibilities of the Senior Planner, the HR Representative, the Senior Accountant; as well as the Associate Planner/Environmental Coordinator were impacted.

It should be noted; as a result of less significant staffing changes in 2010 and 2011, the following staff’s positions were updated as follows: The Associate Planner became the Senior Planner, the HR Technician became the HR Representative, the Accountant I became the Senior Accountant, the Environmental Coordinator became the Associate Planner/Environmental Coordinator, and the Administrative Sergeant became the Lieutenant.

Recommended Position & Wage Changes
In recognition of added responsibilities, to promote retention, and to maintain equitable wages based job functions, staff recommends the following positions/wages be updated to reflect actual job duties: Senior Planner, Human Resources Representative, and Senior Accountant.

Senior Planner
Tim Gladhill has full responsibility of managing the Planning Division, the Building Division, and serves as the division head for Community Development. Tim works under the general direction of City Administrator Ulrich. In February of 2011, the Community Development department reorganized, eliminating the Planning Manager position, along with other changes. In August of 2011, Tim was asked to complete his master’s degree in Geographic Information Science (with a minor in Public Policy) and to complete a leadership certificate program. His degree is complete and the certification is on track, pending the scheduling of the final session. It was anticipated (subject to City Council approval) that Tim’s wage would increase (effective February of 2012) contingent upon his successful completion of schooling and effectiveness in his new role; this was put on hold due to budget concerns.

In light of Tim’s new responsibilities, division head status, and academic accomplishments, a title change to Development Services Manager is recommended and a wage adjustment as budgeted for in the 2012 budget.

Human Resources Representative
Colleen Lasher has full responsibility for managing the city’s HR function while working under the general direction of City Administrator Ulrich. Colleen oversees the work of three administrative employees (2 FT & 1 PT) and serves as division head in Administrative Services. It is important to note, in September of 2010, following the resignation of the previous HR Manager, the decision was made not to rehire an HR Manager. Instead, in preparation for anticipated professional growth, Colleen was asked to complete her degree in Human Resources Management and is on track to graduate in August after completing 45 credits (15 classes) and earning a Bachelor of Arts in Human Resources Management.

To more accurately reflect Colleen’s actual role within the City, the City Administrator recommends a title change to Human Resources Manager, along with a wage change. (It should be noted that since the city last employed an HR Manager, the wage scale was lowered to mirror that of the IT Manager and Assistant Finance Director.)

Senior Accountant
Denelle McAlpine has full responsibility for managing many Finance Department functions while working under the general direction of Finance Director Lund. It is important to note, in August of 2010, upon the resignation of the Assistant Finance Director, the Finance Director recommended that the position of Assistant Finance Director not be filled due to budget constraints and recommended that a lower level position of Senior Accountant be utilized. At that time, Ms. Lund stated that it was her recommendation that the Assistant Finance Director position would be brought back at a later date giving time for the current Senior Accountant, Denelle McAlpine, to demonstrate the required job & supervisory skills. Then, the Senior Accountant position would be eliminated.

After nearly two years, Denelle has successfully performed the duties that were previously performed by the Assistant Finance Director. Moreover, the additional demands placed on the Finance Director (due to the departure of Heidi Nelson and Aaron Backman, etc.) have made Denelle’s role in the Finance Department even more critical.

Recommended Possible Title Change and Wage Change
The recommendation listed below regarding the Lieutenant is not tied to the recent organizational changes; rather, it is being brought forward for consideration due inequitable compensation, as is described in the first bullet point near the top of this report “Maintenance of equitable relationship between classes, based on relative duties, responsibilities, and educational requirements”.

Lieutenant
In February of 2010, the City Council updated Jeff Katers’ title to reflect his actual role in the Police Department. Jeff’s previous title was Administrative Sergeant, which did not accurately reflect his rank or level of work performed. At that time, Jeff did not receive an increase in pay and he remains at step 6 of the sergeant’s pay scale; however, his FLSA status changed to exempt (not eligible for overtime). Even with the $200 monthly stipend provided to the Lieutenant, Mr. Katers’ compensation is less than that of the Patrol Sergeants whom he is ranked above. For example, in 2011, the record shows that Lieutenant earned $199.68 less than the lowest earning sergeant and $3,056.66 less than the highest earning sergeant. Staff recommends an adjustment to Mr. Katers’ hourly wage to that of the Captain’s wage scale at step 5. Lastly, in the interest of succession planning within the Police Department, staff recommends a title change to Captain.
Recommended Wage Change Only

Recommended Wage Change Only (No Title Change)

Associate Planner/Environmental Coordinator
In February of 2011, upon City Council direction, Community Development was reorganized. Chris Anderson’s position was changed from Environmental Coordinator to Associate Planner/Environmental Coordinator. At that time, staff proposed the Associate Planner wage scale. It was decided that in order to give Chris the time he needed to acclimate to the position, the wage would be adjusted to the midpoint of the two scales. Since then, Chris has taken on more Associate Planner work (at least 80%) and less time is spent on environmental tasks. In addition, the position’s FLSA classification changed to exempt (not eligible for overtime). Moreover, with the added responsibilities that Tim Gladhill has assumed, it is anticipated that it will be necessary for Chris to continue focusing on Planner tasks.

Change the Senior Planner position, occupied by Tim Gladhill, to that of the Development Services Manager, effective July 1, 2012 at step 2 of the wage scale.

Change the Human Resources Representative position, occupied by Colleen Lasher, to that of the Human Resources Manager, effective July 1, 2012 at step 1 of the wage scale.

Change the Senior Accountant position, occupied by Denelle McAlpine, to that of the Assistant Finance Director, effective July 1, 2012 at step 1 of the wage scale.

Change the Lieutenant position, occupied by Jeff Katers, to that of the Captain, effective July 1, 2012 at step 5 of the wage scale.

Change the Associate Planner/Environmental Coordinator’s pay scale to that of the Associate Planner at step 6 of the wage scale.

The funding for the above listed changes has been accounted for in the 2013 budget. The 2013 annual cost for the above listed changes is approximately $22,341. The cost for the above listed changes in 2012 (July 1 through December 31) is approximately $11,171.

Detail Funding Breakout

General Fund: $17,586
Enterprise: $1,964
EDA: $735
HRA: $735
Landfill Tipping $1,321
Total = $22,341 annually

Motion to approve resolution # 12-07-XXX, which upon City Council approval, will direct staff to make the following modifications based on already established pay scales.

• Change the Senior Planner position, occupied by Tim Gladhill, to that of the Development Services Manager, effective July 1, 2012 at step 2 of the wage scale.

• Change the Human Resources Representative position, occupied by Colleen Lasher, to that of the Human Resources Manager, effective July 1, 2012 at step 1 of the wage scale.

• Change the Senior Accountant position, occupied by Denelle McAlpine, to that of the Assistant Finance Director, effective July 1, 2012 at step 1 of the wage scale.

• Change the Lieutenant position, occupied by Jeff Katers, to that of the Captain, effective July 1, 2012 at step 5 of the wage scale.

• Change the Associate Planner/Environmental Coordinator’s pay scale to that of the Associate Planner at step 6 of the wage scale.