City Manager Performance Evaluation Committee

City Manager Performance Evaluation Committee 10 N. Division St., Room 302A Battle Creek, MI 49014 Thursday, February 9, 2017 2:00 p.m. Committee Members Present: Vice Mayor Susan Baldwin and Commissioners Andy Helmboldt and Kaytee Faris Committee Members Absent: Mayor Dave Walters 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 2:02 p.m. Public Comment: None Approval of Minutes: A motion was made by Comm. Baldwin, supported by Comm. Faris, to approve the October 12, 2016 and December 14, 2016 City Manager Performance Evaluation Committee minutes. All yes, none opposed. Motion approved. Bi-monthly Performance Report A. City Manager Report of Performance Highlights and Concerns Ms. Fleury provided the bi-monthly report to the committee members. Ms. Fleury noted a few items, particularly, a meeting with the Kellogg Foundation on 2/28/17 to talk about the goals and objectives of the new structure, and to discuss bridge financing for BCU. Ms. Fleury also informed the committee of efforts to streamline the permit process for residents, including a program through BS&A with pictures of projects indicating the needed work and permits. Ms. Fleury further stated she was waiting for a response from CDI regarding building staff capacity around racial equity. Ms. Fleury stated she had no current concerns. Ms. Fleury thanked Comm. Helmboldt for his assistance with the new reporting form, stating it is better aligned with the performance document. Committee members discussed a reduction in the City Manager’s reporting, moving from every 2 months to every 4 months. Committee members requested Ms. Fleury complete one more bi-monthly report for April, then to complete the reports every 4 months, beginning with the August meeting, then December and April for future meetings. Committee members agreed to continue to meet every other month to stay on top of concerns. B. Commission Highlights and Concerns Comm. Helmboldt stated he did not receive any comments or concerns from Commissioners. Comparison of City Manager Wages Vice Mayor Baldwin provided a copy of the salary study that was completed during the most recent City Manager Search, with 2013 wages reflected. Committee members noted salaries are generally higher in Illinois and Ohio municipalities due to competition. Ms. Fleury discussed other local organization’s director/manager salaries. Vice Mayor Baldwin noted Ms. Fleury’s wages would continue to move up in comparison to other upper level managers when COLAs were implemented. Ms. Fleury acknowledged Mr. Dopp’s salary reflects his many years with the City, in addition to his experience and institutional knowledge. Ms. Fleury also noted the current wage classification system did not always work for employees or the City, especially when there is department restructuring. Vice Mayor Baldwin noted the manner in which the City does business has changed a lot through the years due to technology. 1 Ms. Fleury noted the Human Resources Department would be having a salary study done in the near future, stating the study will compare all city job descriptions and salaries. Ms. Fleury noted a salary study was last completed in the 1980’s. Vice Mayor Baldwin cautioned the results of the wage study may still be controversial, stating the Commission would need to communicate with the public the importance of retaining qualified staff, noting they may go to other municipalities that pay higher wages. Ms. Fleury noted a wage study may reveal some wage reductions. Ms. Fleury also noted that while the City may not be able to match private sector salaries, they could be creative with benefits, holidays, and flex time, noting the union contracts did not include language addressing flex time. Committee members agreed to wait on a wage adjustment for the City Manager until the wage and job description study was completed. Attorney Mullett also cautioned that if the study indicates wages should increase, but the City is not able to provide increases due to budget constraints, staff may not understand and will be frustrated, while a decrease in wages may cause resentment. Ms. Fleury informed the committee of some comments received through Disney Training regarding the City Manager and City Attorney contracts which do not require they contribute to the retirement plan, while all other staff are required to contribute. Ms. Fleury noted this provision was present in the contract when she was hired, stating she did not bargain for it. Ms. Fleury noted non-represented employees contribute 3% to the retirement plan, noting this amount will increase, suggesting the Commission may want to consider changing this. Ms. Fleury noted herself and Attorney Steele are the only active employees for 14 positions in the employee group, stating the City pays a lot for the employee group. Attorney Mullett stated this has become an issue due to past contracts when unions were faced with significant givebacks, noting new employees receive significantly lower contributions to MERS than current employees do. Attorney Mullett stated they have attempted to rebalance this difference, but have not been able to do so. Attorney Mullett stated this is upsetting to newer employees who see their co-workers receiving a much higher retirement benefit. Comm. Helmboldt noted the comments are concerning fairness, they feel the City Manager and City Attorney should contribute as staff does. Attorney Mullett noted differences in contracts, although unequal, are not necessarily unfair. Vice Mayor Baldwin stated the salary study might address items that are unequal. Committee Discussion: There were no additional Committee comments. Next Meeting: April 12, 2017 at 2:00 pm in Room 302A. Adjournment: Comm. Helmboldt adjourned the meeting at 2:55 p.m. 2