Board of Aldermen

MINUTES OF THE REGULAR BOARD OF ALDERMEN MEETING OF MONDAY, AUGUST 7, 2017 AT 200 HIGHLANDS BOULEVARD DRIVE 1. CALL TO ORDER Mayor David L. Willson called the Regular Board of Aldermen meeting to order at 7:00 p.m. 2. ROLL CALL AND STATEMENT OF QUORUM Roll call showed those present were Alderman Clement, Alderman Nolte, Alderman Hamill, Alderman Ottenad, Alderman Baumann, Alderman Diehl, Mayor Willson and Attorney Gunn. A quorum was present. 3. APPROVAL OF THE MINUTES: a. Minutes of the Regular Board of Aldermen meeting of Monday, July 17, 2017 Alderman Clement made the motion to approve the Minutes of the Regular Board of Aldermen meeting of Monday, July 17, 2017. The motion was seconded by Alderman Hamill and carried unanimously, without objection. 4. ESTABLISHMENT OF ORDER OF ITEMS ON THE AGENDA Alderman Clement stated that he would not be reading the old Bill about the trees tonight. Alderman Clement made the motion to approve the Order of Items on the Agenda as amended. The motion was seconded by Alderman Hamill and carried unanimously, without objection. 5. CONSIDERATION OF PETITIONS AND COMMENTS FROM THE PUBLIC a. Comments from the Public Mr. Scott McKellar, 814 King George Court, stated he wanted to discuss a situation with an erosion problem a half mile away from his house. He said the area is just off Country Stone Drive, north of Big Bend and west of Dougherty Ferry; it goes past a wooded section and there is a meandering creek. He expressed concern about the creek undercutting the sidewalk. He said the Regular Board of Aldermen 08/07/2017 Page 1 sidewalk is in Manchester, and the wooded section is in Valley Park. He mentioned that Manchester has placed a chain link fence there, but it can be washed away. Valley Park has not stepped up to the plate. He said he was there earlier this evening, and the edge of the cliff comes within about two feet of the sidewalk, it is beetling over the void, and it really looks hazardous to him. He said south of that road on the Manchester side is the Waterford West complex, and he is concerned about the many children there falling into the creek and getting hurt. He is wondering if there are still negotiations going on with Valley Park, and he asked who will be liable. 6. REPORTS FROM THE MAYOR a. Mayoral Report Mayor Willson reported that he attended the Community Band Concert on July 23, and Cindy Preszler was the host for the program. He reported that he went to Jefferson City for the Resolutions Committee meeting for the Missouri Municipal League. He commented that August 4 the concert by Mirage took place in the Park. He said a gentleman asked him about the ten cities along Manchester Road consolidating, and putting all services together. Mayor Willson stated he went to the Legion Hall Saturday night for the fundraiser for Sergeant Sheree Waterhouse, and that was a perfect example of what communities do. He said there was a two-hour wait for chicken, and people kept coming in. He complimented Sharon Owens and the Legion Hall, the volunteers and Police Department for putting it on. Chief Walsh added that Sharon Owens from the American Legion was the coordinator for this event, and she had said the 13 churches in and around Manchester put this in their bulletins. Businesses were awesome with what they did. Everyone was generous, very patient, and kind. It was supposed to go on from 3:00 p.m. to 8:00 p.m., and it was still going at 9:30 p.m. He said Sheree was there, and she looks good. Also, injured Ballwin Police Officer Mike Flamion was in attendance. The whole community was involved, and if you weren’t there, you missed something good. Chief Walsh stated that they received more than $10,075 by the time he left, and Ms. Owens is still receiving checks. 7. REPORTS FROM THE CITY ADMINISTRATOR a. List of Paid Bills (Warrant dates of July 17 – August 5, 2017) There were no questions. b. Salary Plan Schedule City Administrator Larry Perney stated that the Board commissioned CBIZ to do the salary study, and the results showed that the City’s base pay is about 13.7% below the recommended salary range midpoints, which approximates the published survey data’s market or average, so Manchester is 17% below our peers. An overall increase on salaries of 13.7% would be needed to bring the City up to market median. In addition the City’s benefits are below market compared against our peers with an average employee benefit compa-ratio of 54.1%, which means we would need a 45.9% increase in benefits to reach the market median. Regular Board of Aldermen 08/07/2017 Page 2  Among the 78 employees, 37 are below their respected salary pay grade minimums, and there are no employees above the maximum of their ranges. The objective of the study by CBIZ was to provide the City with a plan that enhances the City’s ability to attract, retain and motivate qualified individuals. He said he thinks it is super important that we keep the people who are great here and attract people to the City who are great. He said this is one of the goals from the study and what we are trying to accomplish; it establishes structures and flexibility to change the needs of salaries and structures. This would give the City of Manchester structure in place that currently doesn’t exist. It puts the City in line with its broader goals and strategies. CBIZ gave some findings and provided its recommendations for the City of Manchester to achieve these goals. He said the first goal is to establish a pay structure which would include positions by grade with salary ranges, and currently the City doesn’t have a structure of minimum, midpoint and maximum for different salary grades based on their market research and comparisons. The goal is to increase compensation of all employees to the minimum of their salary ranges, so the first step is to get the employees to the minimum. This range minimum represents the level at which entry level pay can be considered market competitive, and the compensation plan should occur uniformly across all positions. There is also consideration of a compression based pay option or other methods to strengthen the City in the market. Compression exists when inexperienced employees within a same grade are paid identically or similarly to those more experienced employees in the same pay grade, the same as those with greater tenure. It is important to make sure there is a split between those people. CBIZ recommended updating those structures annually so the City of Manchester doesn’t fall behind and remains competitive year-to-year. CBIZ also recommended to temporarily freeze anybody above the maximum, but that will not be an issue because Manchester does not have anybody above the maximum. The recommendation is to also conduct a comprehensive market review every five years to remain market competitive. City Administrator Perney stated that based on the results of the study, he feels the City of Manchester needs to plan, develop, and adopt a salary plan schedule that follows the CBIZ recommendations. He has developed a proposed salary plan schedule that will accomplish the City’s goals and objectives while meeting CBIZ recommendations. He believes it is imperative for the City to increase the compensation for all employees to the minimum of the requested proposed salary ranges this fiscal year retroactive to August 1. These employees are the biggest threat to leave immediately with the current 25% turnover rate. He said Manchester has to stop this trend as soon as possible. City Administrator Perney stated that he believes the salary plan schedule should be fair for all employees and should be spread out over years which will help offset budget constraints and be followed through until completion. He is proposing a salary plan schedule that uniformly gives increases and is spread out over a four-year period starting this fiscal year. A proposed salary plan schedule should be compression based pay, and he has developed a formula to follow that compression based goal, based on range penetration and years of service. Range penetration equals how far an employee moves along their respective salary pay grade range which is what was talked about in step 1. Range Penetration equals 50, you’re paid at your midpoint of your salary grade, if it is zero you are at the minimum, and if you are at 100 you are at your maximum. He proposes for each year of service that an employee would have a uniform percentage increase in range penetration therefore creating a spread in pay and eliminating that compression. He indicated the Regular Board of Aldermen 08/07/2017 Page 3 average tenure is 12.78 years, so that would be the average penetration of 54% if you did his formula. It would put the City just above midpoint compared to our peers, which is a good goal. City Administrator Perney stated the salary plan schedule that he proposes calls for a 16.7% total increase of salaries, $172,822 in 2017 to get all employees to the minimum of their salary ranges. Increase in percentage of range penetration for the second year in 2018 would be $218,340. The third year, in 2019, at a 35% increase, the total would be $171,548. The fourth year, in 2020, 20% would be used so the 2020 increase would be $101,361. Over the four years, $664,070 would be the total salary increase. Alderman Clement made the motion that the City adopt appendix # 1, the salary ranges, proposed by the CBIZ, retroactive to August 1, a copy which is on file with the City Clerk. The motion was seconded by Alderman Ottenad and carried unanimously, without objection. Alderman Clement made the motion that the City adopt the appendix # 3, which is the entire salary plan schedule proposed by the City Administrator, a copy of which is on file with the City Clerk. The motion was seconded by Alderman Hamill and carried unanimously, without objection. City Administrator Larry Perney stated that Director Ruck and Alderman Clement had a meeting about the deer population which is becoming a nuisance. He said the Board of Aldermen has invited Ms. Erin Shank, Urban Wildlife Biologist with the Missouri Department of Conservation to speak at a public forum outlining the various deer population management options that are available to the City. The forum will be on November 14, 2017 at Manchester United Methodist Church, 129 Woods Mill Road. City Administrator Perney stated he wanted to give a park building update: they are behind schedule, however, there continues to be progress. The City gave Raineri an extension to July 24, they gave a new schedule that says September 29 completion. He said they are working hard and hope to have the work done the end of August. As of today, they are putting shingles on the roof. City Administrator Perney wanted to acknowledge a thank you in regard to the Sewer Lateral Program. He gave kudos to Scott Wolf and the Public Works Department, saying they do a wonderful job. He said as a city administrator, customer service is the #1 priority and taking care of everybody. 8. REPORTS FROM COMMITTEES a. Planning and Zoning Commission Alderman Clement reported that the Planning and Zoning Commission did not meet, but there is an agenda for next Monday. b. Homecoming Committee Alderman Ottenad reported that there was no meeting for Homecoming, but the next meeting will be August 23 at 6:30 p.m. at the American Legion. Regular Board of Aldermen 08/07/2017 Page 4  c. Manchester Arts Alderman Baumann reported that the new exhibit is Escape: Land and Water. The reception is this Friday from 6:00 to 8:00 p.m. He stated that August 20 at 6:00 p.m. is the final concert of the season. Dr. Keith Marty, Superintendent of Parkway Schools, is emcee, and there will be food trucks available. 9. ACTION ON OLD BILLS a. BILL # 17-2307 – AN ORDINANCE JOINING THE MISSOURI CLEAN ENERGY DISTRICT Alderman Ottenad read for the second time Bill # 17-2307, entitled: “AN ORDINANCE ENABLING THE CITY OF MANCHESTER, MISSOURI, TO JOIN THE MISSOURI CLEAN ENERGY DISTRICT PURSUANT TO MISSOURI STATUTE, AND STATING THE TERMS UNDER WHICH THE CITY WILL CONDUCT ACTIVITIES AS A MEMBER OF SAID DISTRICT”, by title only. Alderman Ottenad made the motion that Bill #17-2307 become Ordinance # 17-2391. The motion was seconded by Alderman Clement. A poll of the Board showed: Alderman Clement - aye Alderman Nolte - aye Alderman Hamill – aye Alderman Diehl – aye Alderman Baumann – aye Alderman Ottenad – aye Mayor Willson announced the motion passed 6 – 0. b. BILL # 17-2308 – AN ORDINANCE AMENDING THE CODE OF ORDINANCES RELATING TO CARE AND MAINTENANCE OF TREES Alderman Clement deferred the second reading of this Bill. 10. INTRODUCTION OF NEW BILLS a. There were none. 11. MISCELLANEOUS a. Comments from the Public There were none. Regular Board of Aldermen 08/07/2017 Page 5 12. ADJOURNMENT At 7:31 p.m., there being no further business, Alderman Clement made the motion to adjourn. The motion was seconded by Alderman Nolte and carried unanimously, without objection. The meeting adjourned at 7:31 p.m. Respectfully submitted, Ruth E. Baker, MMC/MPCC City Clerk Note: This is a journal of the Board of Aldermen meeting of August 7, 2017 (summary); not a verbatim transcript. If a recording of the meeting is desired, please contact City Hall. Regular Board of Aldermen 08/07/2017 Page 6