City Manager Performance Evaluation Committee

City Manager Performance Evaluation Committee 10 N. Division St., Room 302A Battle Creek, MI 49014 Wednesday, September 7, 2016 2:00 p.m. Committee Members Present: Mayor Dave Walters, Vice Mayor Susan Baldwin, Commissioners Andy Helmboldt and Kaytee Faris (2:10pm) Committee Members Absent: None Staff Present: Rebecca Fleury, City Manager: Nancy Mullett, Labor Attorney: Vicki Houser, City Clerk Call to Order: Comm. Helmboldt called the meeting to order at 2:07 p.m. Public Comment: None Approval of Minutes: A motion was made by Mayor Walters, supported by Comm. Baldwin, to approve the August 10, 2016 City Manager Performance Evaluation Committee minutes. All yes, none opposed. Motion approved. Feedback on Annual Performance Appraisal Committee members felt the format of the survey was easy to follow. Committee members asked if there were any comments on the survey form, noting the Commission is requested to provide feedback every month with the manager’s updates. Committee members recommended the City Manager inform the Committee members of any concerns from other Commissioners regarding her performance or goals, so that the Committee can address any issues prior to the annual survey, stating there is no need to identify the person, but to discuss the issue. Committee members agreed to make “Concerns” a regular agenda item, allowing them the opportunity to identify any problems. Ms. Fleury stated she was surprised by Comm. Behnke’s ratings, stating he has never identified concerns with her, stating she thought the bi-monthly check-ins would ensure concerns were being addressed. Ms. Fleury stated she understood he was not pleased with the Code/Inspections Department or the inclusion of the new Police facility in the 2016/2017 budget. Ms. Fleury stated she was willing to meet with Comm. Behnke to discuss specific concerns related to her performance. Vice Mayor Baldwin recommended Chairperson Helmboldt also meet with Comm. Behnke when meeting with Ms. Fleury. Mayor Walters asked if he should meet with another Commissioner who has requested a meeting to discuss Ms. Fleury’s performance, or if Chairperson Helmboldt should join the meeting. Committee members agreed it would have been nice to have a section allowing Commissioners to make comments relative to the performance rating, hoping it would help to identify specific concerns or issues. Full Commission’s City Manager Performance Evaluation Score Comm. Helmboldt noted Ms. Fleury’s overall rating was 3.66, which was Exceeds Expectations. Performance Award Recommendation Committee members discussed “step increases’ for represented and non-represented, noting that once the employee has reached the top step, they are not eligible for additional increases unless a title change is made. Committee members noted employees also receive Cost of Living Adjustments when negotiated and approved. Committee members noted the City Manager contract did not contain provisions for step increases. Attorney Mullett noted the City Manager contract allows the Commission to review and make adjustments to the City Manager salary on an annual basis, and to also award a bonus based upon the evaluation. Attorney Mullett also suggested the Committee consider an adjustment to the City Manager’s annual wage. Comm. Helmboldt stated there were reasons the prior committee agreed to a potential annual bonus instead of a salary increase. 1 Mayor Walters, agreeing with Vice Mayor Baldwin, stated salary increases should be based upon performance, not simply because others are also receiving the same increase. Attorney Mullett expressed concern this may be a disincentive, stating it is divisive to have next level employees making similar wages, noting the top line on the Hay Grade may bypass the annual salary of City Manager. Attorney Mullett recommended the Commission consider bumping up the percentage between the positions if they did not want to commit to a wage increase. As to the MML salary survey, Attorney Mullett stated there were errors in the report, noting union wage information was also incorrect. Comm. Helmboldt informed the Committee that Comm. Owens had requested the Committee discuss the differences in MERS contributions between the City Manager and City Attorney, in comparison to the 3% contributed by other non- represented employees and represented employees. Ms. Fleury noted the City Manager and the City Attorney do not contribute MERS. Ms. Fleury noted she and Attorney Steele were the only 2 active people to make up for all 11 others former city managers and attorneys. Ms. Fleury noted she would only benefit from the 100% contribution once vested. Ms. Fleury also stated there was incomplete information provided for a FOIA, noting the full amount of the pension fund for Division 15 staff did not identify it was actually for 11 already retired persons. Although Committee members recognized the proposed bonus does not adjust the base salary, they agreed to discuss the bonus determination, leaving a salary adjustment for another meeting after more discussion and review, noting salary adjustments are not addressed in the Performance Evaluation. Committee members agreed the contract review consider the COLA, the bonus and a salary increase. Attorney Mullett agreed it would be appropriate to consider an appropriate wage increase, while also considering the COLA. Comm. Faris stated she was agreeable to a bonus between 3.5% to 4.5%. Mayor Walters stated the bonus was to be based on a full year this time, with COLA increases, agreeing a 3.5% would be consistent with the prior year. Mayor Walters also stated a bonus should not be used to fix the need for a salary adjustment. Vice Mayor Baldwin requested the Committee consider a higher bonus amount, if they were not considering a salary increase at this time, stating she would like the committee to consider a 4% bonus with no salary adjustment. Vice Mayor Baldwin noted the MML director salary is over $300K, with the next level directors at $100K, expressing a concern there is not a noticeable difference between the City Manager and next level in Battle Creek. Vice Mayor Baldwin stated she would like information relative to the level 14 non-represented employees, stating she wanted to ensure the committee was fully committed to considering a salary increase in the near future. Comm. Helmboldt recommended a salary review for City Commission appointed employees be included in the resolution regarding the bonus. A motion was made by Mayor Walters, supported by Vice Mayor Baldwin, to recommend a 3.5% bonus and to begin an analysis of salary structure of the City Commission appointees. All yes, none opposed. Motion approved. Committee members requested Attorney Mullett review the contracts to consider salary adjustments. Discussion of September 13, 2016 Goals Workshop Agenda Comm. Helmboldt informed the Committee of his discussion with Peter Dams regarding the Commission Retreat to review and discuss the goals and results for the City Manager for the next year. Comm. Helmboldt stated they would be discussing “Hot Topics,” in addition to the PBB results and managerial goals, noting managerial competencies will not be discussed. Ms. Fleury noted Mr. Dams would be combining items that were duplicative, stating they have also requested the evaluation tool include areas for the Commission to provide comments. Committee Discussion: There were no additional Committee discussions. Next Meeting: October 12, 2016 at 2:00 pm in Room 302A. 2 Adjournment: Comm. Helmboldt adjourned the meeting at 4:23 p.m. 3