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06-22-1983 ~ u u ~ CITY OF EDGEWATER MERIT BOARD MEETING June 22, 1983 Vice Chairman Bates called the meeting of the Merit Board to order at 7:00 P.M. in the conference area of the Community Center. ROLL CALL Betty Billups Robert Bates Ray Troian Dr. Roland Bazin Debbie Sigler Nancy Blazi, City Clerk Present Present Absent Present Present Present APPROVAL OF MINUTES Mrs. Billups made a motion to approve the minutes of the April 27th meeting, being seconded by Mrs. Sigler. Upon roll call vote the motion CARRIED 3-1. Dr. Bazin voting no, due to not being a member of the board at that time. Dr. Bazin made a motion to approve the minutes of the May 25th meeing, being seconded by Mrs. Sigler. Upon roll call vote the motion CARRIED 3-1. Mrs. Billups voting no, due to the fact she was absent from that meeting. COMMUNICATIONS Mrs. Sigler read into the record the report from Risk Management Services confirming the last safety inspection. This was a favorable report for the City of Edgewater. OLD BUSINESS Safety Program Committee Membership Update: Mrs. Blazi reported that we are still trying to locate some members for this board. She explained that we have two employee volunteers, however we now need two supervisory personnel to complete the committee. Dr. Bazin brought up the question of the wording in the safety policy (as well as the personnel guide) regarding someone using their sick leave or vacation time when they are out due to an injury. There was discussion among the board members about this; Mrs. Blazi was going to check on the wording. Perhaps this is a matter for negotiation. Mr. Bates questioned whether there is permanent disability with a re-examination system set up. He feels this is a good idea, as did the majority of the board. u u Merit Plan Proposal Update: Mr. Bates questioned the procedure for submitting this proposal in regard to the union. Mrs. Sigler explained the employees representative spoke with the union president and was told that the proper way to handle this is for us to go ahead and submit our recommendations to the City Council, sending him a copy. If he finds anything questionable, he will bring it to the City's attention. Mr. Bates suggested that all the information, including what was received from the other cities in the area be added in a new package for all the Council members. Mrs. Blazi told the board that she is sure the Council will want to hold a workshop or a special meeting with the Merit Board to go over this proposal. Mrs. Sigler suggested that we send the proposal to Council for their consideration at their July 18th meeting and if there are questions or corrections they want made, they could meet jointly with the Merit Board at the board's July meeting. She added, rather than try to explain this package in a letter, she would be glad to discuss the entire package with each Council member, and bring their ideas back to the board, if necessary. Mrs. Blazi explained to the board that it is stated in the contract that the City will have a pay scale in effect this year. Mrs. Sigler added that the plan would be beneficial in budget prep- aration. Each department head could determine exactly how much they need in their salary category, if the scale was in effect before budget workshops begin. Dr. Bazin also remarked that the Council may prefer having a meeting to discuss this before they make a decision. It was agreed among the board that the proposal could be sent to the Council and it would be their decision as to whether they require a meeting with the board before making a decision. There was discussion regarding the six months' performance evaluation. This is just a review during the year with the employees and the time to point out any problem areas. It is not the same as the yearly evaluation, which involves merit increases. Dr. Bazin questioned the chart in the plan where it is worded that an employee could go to Step B after six months in Step A and from Step B to C in one year. Mrs. Blazi spoke about the first six months performance evaluation being the only time an increase in pay could be granted. It was the opinion of the department heads that the increases once someone comes off probation would be discontinued, however at the time the first six months 'performance evaluation is due, an increase may be deserved. Mrs. Sigler went over a few changes that have been suggested by the various department heads. One correction was to change supervisor to superintendent on the classification schedule. Another suggested change was the scoring on the evaluation form. It was the feeling of the department heads that eighty-five (85) rather than ninety (90) would be a fair minimum for a merit increase, since the total score was dropped by the last change made to the form. -2- o u Dr. Bazin made a motion that the score of ninety(90) required to receive a merit increase be changed to eighty-five (85), being seconded by Mrs. Billups. Upon roll call vote the motion CARRIED 4-0. Mrs. Sigler explained that each department head set down with her and classified their own employees by titles. After this was done they gave her the names of the employees who fall under the dif- ferent titles and from this she was able to do a spread sheet to determine the cost to the City if this plan is adopted. Mrs. Blazi asked what happens to the department head classifications? Discussion began at this time about how the department heads should be classified. Mrs. Sigler read from the City of Edgewater's job descriptions in order for the board members to attempt to classify the department heads. Mrs. Blazi informed the board members that in the past, at budget time, resolutions were prepared on each department head, listing their duties and salaries and formally reappointing each, individually. Each department head title was listed and the board members listened to the job descriptions. It was explained to Dr. Bazin that before he became a board member the department heads were included in this classification schedule. There was so much controversy in regard to every suggestion that the board decided to eliminate the department heads in this first basic plan, hoping that this will be a place to start and later the supervisory personnel will be placed into the scale. Mrs. Blazi brought it to the board's attention that the Council is presently anticipating reorganizing the various administrative duties. Dr. Bazin suggested that we wait to find out what is going to be done before we prepare any recommendation regarding department heads. The present job descriptions may need amending after the Council reorganizes. Mrs. Blazi stated that the City has received a letter from the union requesting evaluations of the department heads, and a grievance has been filed by the union in regard to Council action on comp time and over-time pay. She explained that because the Council granted all benefits of the union contracts to all the employees we do not actually have salaried employees. Mr. Bates agreed that we should go ahead and take our action on this proposed plan and await Council action before making any recommenda- tion regarding the department heads. Dr. Bazin made a motion to submit this packaged proposal concerning the regular employees for Council approval, the motion being seconded by Mrs. Billups. Upon roll call vote the motion CARRIED 4~O. Dr. Bazin stated that we should make the Council aware that we are looking for job descriptions for the purpose of preparing recommended classifications. Dr. Bazin made a motion to ask Council to have submitted to the Merit Board an update on the department heads job descriptions, their salaries and an organizational chart. Upon roll call vote the motion CARRIED 4-0. Mrs. Billups made a motion to adjourn, being seconded by Dr. Bazin. Meeting adjourned. -3-