Local Officers Compensation Commission

LOCAL OFFICERS COMPENSATION COMMISSION AGENDA COMMISSION CHAMBERS 4243 REMEMBRANCE RD. NW. WEDNESDAY, MARCH 29, 2023 4:00 PM Call Meeting to Order - Record Attendance Discussion Items 1. Elect Chairperson 2. Approve Minutes of the April 27, 2021 LOCC Meeting 3. Consider Salary Adjustment for the City Clerk 4. Consider Salary Adjustment for the Mayor 5. Consider Salary Adjustment for the City Commissioners 6. Any Other Business, set date for 2nd meeting if needed Adjournment Page 1 of 9  CITY OF WALKER LOCAL OFFICERS COMPENSATION COMMISSION (LOCC) MINUTES TUESDAY, APRIL 27, 2021 4:00 PM CITY COMMISSION CHAMBERS 1. The meeting was called to order at 4:00 PM. Present: Ferris, Versluis, Arsolowicz, Taylor and Waalkes Absent: Stewart, Lorenz Others: Darrel Schmalzel, City Manager 2. Ferris was elected Chairman on a motion by Versluis, supported by Arsolowicz. Motion Carried unanimously. 3. Minutes of the April 17, 2019 LOCC meeting were approved on a motion by Versluis, supported by Arsolowicz. Motion Carried unanimously. 4. Consider salary adjustment for the Mayor and City Commissioners: The LOCC asked for a summary of the City’s current financial condition. City Manager Schmalzel provided an update of the current fiscal year’s budget and the proposed FY 21-22 budget, including the impact of the COVID pandemic and its corresponding effect on our income tax revenues. The City is estimating a $1- 2 Million loss in revenue as a result in each of the fiscal years. We have received some CARES Act funding and are expected to receive additional federal Recovery Act money to help offset our losses. We are still awaiting word on how that funding can be utilized. The Commission has tentatively proposed a 2% cost of living increase for non-union personnel in the 2021-2022 city budget. Members discussed how the pandemic has had an effect on the staff at the City and how official business still had to be conducted. Members reviewed the salary survey information for the Mayor and Commissioners from neighboring communities. It was noted that Walker’s salaries are in the lower middle range of those in the West Michigan region. Members noted that the Mayor and Commissioners are very involved in the community. Member discussed that it would be appropriate to gradually elevate the salaries of the Mayor and Commissioners to be more in line with our neighboring communities. After discussion, Waalkes moved, Versluis supported to recommend a 2.5% increase in the salaries for both the Mayor and the City Commissioner’s in each of the next two years. (Mayor – 2021-2022 at $12,420, 2022-2023 at $12,730 - Page 2 of 9  Commissioner’s 2021-2022 at $6,210; 2022-2023 at $6,365) Motion carried unanimously. 5. Consider salary adjustment for the City Clerk: Discussion took place regarding responsibilities of the Clerk’s office. Members questioned how the Clerk’s performance was evaluated. It was noted that as an elected position, performance is evaluated by the public at the ballot box. This position is not under the supervision of management as are all appointed positions. The LOCC complimented the Clerk, and especially her staff, on their professionalism in the office and on how they conducted the 2020 presidential election amid Covid restrictions and all the public scrutiny of the election process. Very well done. Arsolowicz moved and Versluis supported a motion to recommend a 2.5% increase (from $71,145 to $72,924) for 2021-2022, and a 2.5% increase (from $72,924 to $74,747) for 2022-2023 for the City Clerk position. Motion carried unanimously. 6. There being no further business, the meeting was adjourned at 4:30 PM on a motion by Versluis, supported by Waalkes. Motion Carried. Respectfully Submitted, Darrel Schmalzel, City Manager Page 3 of 9  CITY OF WALKER HUMAN RESOURCES TO: Local Officer’s Compensation Commission (LOCC) FROM: Shannon Bales, SHRM-CP, HR Director DATE: February 13, 2023 RE: City Clerk Wage Consideration In March 2022, the City’s Personnel Committee approved organizational changes to the City Clerk’s Office in an effort to increase continuity within the department and ensure subject matter expertise in the essential functions that are performed within that office. A copy of the organization chart changes is attached. A position was created entitled Administrative Manager that performs the role of department head within the office and oversees all office staff assigned to work within the Clerk’s Office. This position performs the non-statutory duties of the office and provides support for the statutory responsibilities as outlined in the City Charter. The duties of the City Clerk are outlined in the City Charter. There is a position description on file with expectations that include both job responsibilities and ideal minimum qualifications, skills, and abilities. This description was updated in March 2022 to focus solely on the statutory responsibilities outlined in the City Charter. About 40% of the responsibilities that previously fell on the City Clerk are now assigned to the Administrative Manager. A redlined copy of the most recent changes to the City Clerk’s job description is attached for informational purposes. City management is offering the following options for consideration: Option #1 Take the current annual pay as set by the LOCC and reduce it by 40% for a total annual salary of $44,848. A cost of living increase beginning in July 2023 could be approved as the LOCC deems appropriate. Option #2 (recommended) With the expectation that this position requires approximately 24 hours per week (1,248 hours per year, or 60% of a full-time position) to carry out the responsibilities appropriately, we could set a rate of pay equivalent to a similar position within the City. An annual salary of $32,448 (approximately $26.00 per hour for reference) would align this salary with positions of a similar complexity and autonomy as per the City’s compensation plan. A compensation study was conducted via the Michigan Municipal League (MML) and an independent comparable community wage study. The comparable community wage study is attached. Any questions please contact me. Page 4 of 9  Clerk’s Office Org Chart As of 03/16/2022 City Clerk Elected – 4 year Term Deputy City Clerk Department Specialist FTE = 1 FTE = 0.60 Clerk’s Office Org Chart As of 04/02/2022 City Clerk City Manager / Assistant City Manager Elected – 4 year Term Deputy City Clerk Administrative Manager FTE = 0 FTE = 1 Department Specialist FTE = 0.60 Page 5 of 9  City Clerk Department: Clerk’s Office Classification: Full-Time / Elected / Exempt Reports To: City Manager Date: June 2017 September 2021 Position Description Objective The City Clerk is an elected officer of the City of Walker. This position facilitates the records of the City Commission’s Official Meetings and Board/Commission Appointments; manages and preserves the official records of the City; assists the public in accessing public documents and information; conducts all elections held in the City; registers voters; and issues licenses that are governed by the City Ordinance/State law per the City Charter, Chapter VIII, Section 8.3. Duties of the position are performed in accordance with State of Michigan statutes, Local ordinances, and the City Charter. Essential Job Functions An employee in this position is required to perform the following essential functions with or without reasonable accommodation. 1. Duties set forth in the City Charter include:  Responsible for all details of City Commission and all other public meetings including posting meeting schedules, preparing agenda packets, preparing meeting minutes, posting to website, publishing in newspaper, and as directed by charter/ordinance.  Notifying persons of their appearance at meetings, and ensuring that meetings are properly noticed and posted.  Certifies by signature all ordinances and resolutions enacted or passed by the Commission and perform any other duties as required by State or Federal Law, City Charter or ordinances or resolutions of the City. And maintains codified ordinance  Handles all hearings, notices, resolutions, etc. for Act 198 proceedings. These items are provided by the Assessing Office for Commission action.  Acts as a check signor for all approved payments made by the City.  Supervises and directs preparation of all notices to property owners regarding rezoning hearings, public improvement hearings, and other special hearings. These items are provided by the Community Development Department and maintain therein.  Acts as the custodian of the City Seal and shall affix it to all documents and instruments requiring the seal of the City and shall attest the same.  Administer all oaths required for municipal purposes by State Law, City Charter, and/or ordinance of the City.  Notify proper officials of the City of the expiration or termination of a franchise, contract, insurance, agreement, or bond to which the City is a party.  Supervises issuance of all licenses as required by Local Ordinance or State law, including, but not limited to, Business, Home Occupation, Waste Hauler, Snowplow, Self Service etc.  Shall be the Chief Elections Officer of the City. Page 1 of 3 Page 6 of 9 Position Description City Clerk  Maintains permanent detailed books of account of the assets, receipts and expenditures of City departments. These items are provided to the Clerk by the Finance Department and maintained within that department.  Perform any other duties as prescribed by State of Federal Law, City Charter, or ordinances or resolutions of the City Commission. 2. Serves as the Freedom of Information Act coordinator and upholds all standards and rules pertaining to such as set forth by law. 3. In conjunction with responsibilities included in being the Chief Elections Officer, the Clerk supervises voter registration process and all other election activities to ensure all are carried out in accordance with Federal, State and Local laws. 4. Participate and coordinate all activities surrounding the U.S. Census. 5. Administer passport operations for the Clerk’s Department in conjunction with the U.S. Department of State. 6. Responsible for the electronic and paper retention of all City records. 7. Administers the bid opening process for the City including posting public notices, opening bids and maintaining records of such. 8. Maintain cemetery records for all City owned cemeteries. 9. Responds to inquiries regarding Commission activities; handles correspondence on behalf of Commission or its members. Notifies interested parties of official Commission action. 10. Conducts research in preparing legislation and reports; researches past records, current statutes and codes. Prepares periodic and special reports of Commission activities. 11. Monitors legislative updates and maintains best practices to uphold the most current legal and correct operations for all Clerk’s Department activities. 12. Performs special tasks as directed by the City Manager. 13.2.Perform other related duties as required. Supervisory Responsibilities This position manages the following employees and is responsible for the performance management and hiring of these employees: None. Deputy Clerk, Department Specialist, Temporary Staff/Election Workers. Under City Charter, may request approval of appointment for a Deputy City Clerk. Minimum Qualifications and Required Knowledge, Skills and Abilities This is an elected position and the incumbent serves at the pleasure of the voters of the City of Walker. An ideal candidate would possess the following minimum qualifications, knowledge, skills, and abilities: 1. High school completion supplemented by college level courses in accounting, business, and public administration. College degree preferred. 2. Certified Municipal Clerk or Master Municipal Clerk (or State of Michigan equivalent) designation or the ability to obtain one during the first three years of employment. 3. Certified Election Official designation with the State of Michigan or the ability to obtain such in the first year of employment. 4. Notary Public certification or the ability to obtain on within one year of employment. 5. Comprehensive knowledge of professional municipal clerk practices including election procedures, organization and functions of City government, and State and local statutes pertaining to Commission proceedings. 6. Requires a valid State of Michigan driver’s license, satisfactory driving record and the ability to maintain one throughout employment. 7. Excellent oral and written communication skills, ability to perform a wide variety of tasks during busy, sometimes stressful times. Page 2 of 3 Page 7 of 9 Position Description City Clerk 8. Ability to exercise good judgment, initiative and resourcefulness in dealing with the public, elected officials, community leaders, business partners, and co-workers. 9. Ability to exercise a high degree of diplomacy in contentious or confrontational situations. 10. Must demonstrate appropriate customer service competences and behaviors in accordance with department policies and procedures. 11. Knowledge of relevant computer programs needed in the day to day function of the position. 12. Ability to concentrate and pay attention to details; also ability to organize, prioritize and work independently and in a busy environment where priorities change as well as schedules. 13. Manual dexterity to work effectively for extended periods. Lifts and carries supplies equipment etc. weighing up to 30 pounds to waist-high-level. Physical Demands and Work Environment The physical demands and work environment described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the job. An employee in this position spends the majority of their time in-person in an office setting with a controlled climate where they sit and work on a computer for extended periods of time; communicate by telephone, e-mail or in person, and move around the office or travel to other locations to attend meetings and other job-related activities. This position is not eligible for remote work. Approvals The above is intended to describe the general content of and requirements for other performance of the job. It is not to be construed as an exhaustive statement of duties, responsibilities or requirements. This job description has been approved by all levels of management. ________________________________ __________________ City Manager Date Employee signature below constitutes employee’s understanding of the requirements, essential functions and duties of the position. ________________________________ __________________ Elected Officer mployee Date Page 3 of 3 Page 8 of 9  City of Walker LOCC Wage Study FY 2022/2023 Data Municipality Mayor Salary Commissior/Council Clerk Salary Clerk Hourly Rate Clerk Status Other Notes Salary Equivalent* City of Walker $ 12,730.00 $ 6,365.00 $ 74,747.00 $ 35.94 Elected, Part-Time (as Moving to Part-Time Status, Also $15 of April 2023) per meeting for Mayor/Commission per Charter City of Portage $ 9,500.00 $ 7,000.00 $ 80,205.96 $ 38.56 Appointed, Full-Time Mayor and Council also receive $50/mo. cell phone and $75/mo. electronic device stipend. Plainfield Charter Township $ 18,000.00 $ 7,000.00 $ 18,000.00 $ 17.31 Elected, Part-time Staff conduct majority of Clerk's duties, Mayor=Supervisor City of East GR $ 2,000.00 $ 1,000.00 $56,987 - 72,728 $ 27.40 Appointed, Full-Time City of Mt Pleasant $ 2,000.00 $ 1,500.00 $ 81,591.70 $ 39.23 Appointed, Full-Time Clerk is also Deputy Assessor, Mayor and Commissioners paid Quarterly ($500 and $375 respectively) City of Kentwood $120,994 / $122,204 $ 7,200.00 $78,313 / $80,662 $ 37.65 Elected, Full-Time Strong Mayor Structure, higher pay rate is based on continuing education credentials. Mayor = MPA, Clerk = MMC certification, also have elected Treasurer City of Allen Park $ 13,200.00 $ 5,500.00 $ 70,134.00 $ 33.72 Elected, Full-Time Approved implementation of wages for November 2023, Elected Treasurer reduced to part-time this year with a wage of $17,000 ** City of Midland $ 6,700.00 $ 4,400.00 $69,473 - 89,156 $ 33.40 Appointed, Full-Time Midpoint of wage range by 5 years experience, max wage by 20 years of service City of Grandville $ 13,600.00 $ 7,000.00 $65,109 - 84,641 $ 31.30 Appointed, Full-Time City of Norton Shores $ 2,400.00 $ 600.00 $64,138 - 80,559 $ 30.84 Appointed, Full-Time Average Values $ 8,903.33 $ 4,756.50 $ 65,869.87 $ 32.53 * Used 2,080 hours or 1,040 hours depending on full-time or part-time status to calculate an hourly rate equivalent **wages are for FY 2023/2024 Page 9 of 9