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09-22-93 v • t MINUTES OF THE BUDGET WORKSHOP MEETING OF ATLANTIC BEACH CITY COMMISSION HELD IN CITY HALL, 800 SEMINOLE ROAD, AT 6:00 PM ON WEDNESDAY, SEPTEMBER 22, 1993. The meeting was called to order by Mayor Gulliford. Present, in addition to the Mayor, were Commissioners Fletcher, Tucker and Waters. Also present were City Attorney Jensen, City Manager Leinbach, Deputy City Manager Jarboe, City Clerk King, Finance Director Wendland, and Police Captain Campbell. Commissioner Edwards was ill and was excused. Mayor Gulliford reported city staff had revised the budget based on the wishes expressed by the City Commission at previous meetings and indicated the changes would enable the millage rate to be reduced from the tentative millage rate of 3. 1721 which had been set by the City Commission on September 13, to 2 . 9276 . The City Manager explained city staff had considered the goals of the City Commission regarding the changes to the pay plan and the pension plan. He indicated there was a 7. 65% increase in personnel and . 65% increase in operating and a -9 . 85% in capital costs and a -7. 27% in debt service, resulting in a net increase of 3. 75% in the total budget. Captain Campbell summarized the concerns which had been expressed by commissioners, staff and citizens regarding the pay plan and outlined the methods used to revise the pay plan to address those concerns. He indicated staff had used the Fair Labor Standards Act as a guideline to make decisions regarding which positions might be changed from hourly to salaried. A figure of $6. 50 per hour was used as a base wage and a new pay scale was developed for both hourly and salary grades. Each employee was then placed in the appropriate pay range according to job description and require- ments. Each employee would receive an increase in 1993/94 over the 1992/93 wages but increases would not be on an across-the-board basis. Each individual job title/description was reviewed. Capt. Campbell ' s indicated that as of October 1993 when the new plan would become effective, employee evaluations would no longer be carried out on an employee' s anniversary date. It was recommended that effective October 1, 1994, all employees be evaluated during the month of October and that all wage adjustments would be based on performance and would become effective on October 1 of that fiscal year. Capt. Campbell also provided a general employee pay plan flow-chart which indicated there would be a wage freeze if funds were not available for wage enhancements. The flow-chart also indicated how wage increases would be handled if funds more than/less than 2% were available. A summary of Capt. Campbell ' s comments is attached hereto and made a part hereof. Page Two Minutes of Workshop Meeting September 22, 1993 • Lt. Jim Hill (Fire Dept. ) felt the same criteria could not be used to measure the productivity of a city worker as with business and Mayor Gulliford felt while there would be some factors which would be common to all positions, employees would be evaluated on other factors which were peculiar to that department. Commissioner Tucker noted that the millage rate being recommended that evening was lower than the tentative millage which had been set on September 13 and she asked what had been cut from the budget to make further millage reduction possible. Mayor Gulliford indicated it had been possible to meet the commission goals and set the millage rate at 2.9276 without making further cuts. Commissioner Fletcher indicated he would like to see projections of long range impact on the budget for next year and subsequent years and the Finance Director pointed out it would be impossible to make projections since wages would be frozen if funds were not available. Commissioners were asked to review all recent budget materials prior to the next commission meeting on Monday, September 27. Mayor Gulliford complimented the staff on the work they done in response to the various commission comments and suggestions for budget adjustments. There being no further discussion, the Mayor declared the meeting adjourned at 6 :45 PM. 4Mau een King / City Clerk A GENERAL EMPLOYEE PAY PLAN 6I DIRECTION This plan addresses the concerns expressed by the City Commission during the budget workshops , staff recommendations and comments by individual commissioners regarding the pay plan for city employees . The following concerns were established which this plan takes into consideration . 1 . No employee should earn less that $6 . 50 per hour as a starting wage . 2 . Eliminate the automatic nature of the present step plan and implement an enhanced performance based merit system. 3 . Reduce the amount between steps and tie the pay plan into available funding each year , so as to reduce the geometric progression of necessary funding increases from year to year in personnel services . 4 . Provide funding increase for enhanced pension benefits as recommend to the City Commission by the Pension Board. To establish a pay plan utilizing the above criteria the following process was used. 1 . Review the present positions and review those that may need to be reclassified from Hourly to Salaried, using the Federal Fair Labor and Standards Act as a guideline . 2 . Starting with the determined $6 . 50 per hour base wage, we analyzed all present pay scales , developing pay ranges for both hourly and salaried grades . 3 . Each employee was placed in the appropriate pay range based on the applicable pay range , Job requirements and performance . 4 . Each employee ' s base wages for the fiscal year 1993/1994 will be increased over their 1992/1993 wages , however , an across the board philosophy was not used. 5 . As of october 1 , 1993 the employee ' s anniversary date will not be used to establish performance evaluation dates . Beginning October 1 , 1994 , all employees will be evaluated during the window period of October 1 and November 1 , with any pay increases being retroactive to october 1 of that fiscal year . A GEIERAL EMPLOYEE PAY PLAI FLOW CHART Daring budget review, identify fonds available for increase in personnel services. FUIDS AVAILABLE YES JO APPLY 2% TEST WAGE HRH L 22 MET 2% LOT MET ir ALL EMPLOYEES WITH 10 MERIT IICREASB SATISFACTORY EVALUATIOI RECEIVE 2% MERIT IICREASE ADDITIOIAL FDIDIIG AVAILABLE SOME FDIDIIG AVAILABLE RECOMMEID POSSIBLE RECOMMEID POSSIBLE BOLDS TO EMPLOYEES WITH C.O.L.A. EICEPTIOIAL EVALUATIOIS AID EMPLOYEES TOPPED OUT II PAY RAIGE LITH SATISFACTORI EVALUATIOI RECOMMEID POSSIBLE RECOMMEID POSSIBLE C.O.L.A. EICEPTIOIAL BOLUS AID TO TOPPED OUT EMPLOYEES WITH SATISFACTORY EVALUATIOIS