City Commission

Study Session Minutes Ottawa, Kansas Minutes of December 4, 2023 The Governing Body met at 4:00 pm this date at City Hall with the following members present and participating to wit: Mayor Crowley, Mayor Pro Tem Skidmore, Commissioner Caylor, Commissioner Graves and Commissioner Clayton. Mayor Crowley called the meeting to order. Public Comments No public comments were received. Compensation Study Recommendation The Governing Body heard from Human Resources Director Michelle Stegman and Malayna Halvorson Maes, Senior Consultant of McGrath Human Resources Group, who presented the results of the compensation study and reviewed: • The last city employee compensation study began in 2013, with final implementation in April 2015 and pay ranges were adjusted annually until 2019 • During the 2023 budget process, staff recommended an RFP be issued to analyze both current pay practices and pay grades as a comparison against the relevant market for all positions in fiscal year 2023 • The project kicked off in April 2023 with a job description review, employee questionnaires, and discussions with each department supervisory staff • Study led to several key recommendations, including establishing a compensation philosophy aligned with the average market, adopting a new salary range schedule with a 40% spread and three market points to improve recruitment and retention • Implementation steps include adjusting employee salaries to at least the minimum of the new range and offering one-time placement within that range for years in their current position • Further evaluation of specialty pay was recommended • Operational guidelines suggest annual salary schedule adjustments based on indicators, annual salary adjustments for employees, and conducting citywide external market reviews every three to five years • Policy recommendations include new hiring practices, annual gross wage and merit/performance adjustments, controlled in-range market adjustments for retention, elimination of current specialty pays and procedures for promotions, demotions and pay grade changes • The recommended Compensation Schedule and pay changes will go into effect on January 6, 2024, which is the first day of the first full pay period in 2024 • Total cost of compensation study contract is $41,275 (not including travel expenses) • Increase in compensation of City of Ottawa employees will impact the salary, benefits and overtime line items of all funds budgeted approximately as follows: o General Fund $580,000 o Auditorium Fund $50,000 o Risk Management Fund $7,000 o Water Utility $77,000 o Wastewater Utility $70,000 o Electric Utility $235,000 December 4, 2023 City of Ottawa Study Session Minutes December 4, 2023 Page 2 Resolution Approving Amendments to Personnel Policy The Governing Body heard from City Attorney Blaine Finch and Human Resources Director Michelle Stegman, who reviewed a resolution amending the personnel policy and included the following: • City Staff believes the recommended policy amendments follow best practices • Policy recommendations of the Consultant include new hiring practices, annual gross wage and merit/performance adjustments, controlled in-range market adjustments for retention, elimination of current specialty pays and procedures for promotions, demotions and pay grade changes • Compensation policy amendments would become effective upon adoption of the resolution • Policy amendments include: o Reorganization of policy sections for ease of use o Section 2.2: Compensation expanded to include new hires, gross wage adjustment, annual performance merit adjustment, market adjustments, promotions, demotions, top-of-the-range/red circle, position pay grade changes, and special pay increases. o Section 4.8: Holiday pay policy language written to follow current pay practice to reflect how hours worked on the actual holiday will be paid. Mayor Pro Tem Skidmore made a motion, seconded by Commissioner Caylor, to adopt this resolution, and upon being put, all present voted aye. The Mayor declared this resolution duly adopted, and this resolution was duly numbered Resolution No. 1950-23. City Manager's Comments City Manager Brian Silcott updated the Governing Body on the upcoming agenda items. Governing Body Comments No comments were given. Announcements A. December 6, 2023 – Commission Photo – 6:30 pm, City Hall B. December 6, 2023 – Regular Meeting – 7:00 pm, City Hall Adjournment There being no further business to come before the Governing Body, the Mayor declared the meeting duly adjourned at 5:09 p.m. /s/ Melissa Reed Melissa Reed, City Clerk 2 December 4, 2023