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05-02-88 Finance Comm Minutes{ y FINANCE/PERSONNEL & POLICY/INSURANCE: 4:00 PM., MAY 2, 1988 • The meeting attended by Mayor Kennedy, Councilmen Nystul, Saverud and Schindler, Clerk/Treasurer Halver, Water/Sewer Superintendent Hyde and Surveyor Zavodny. 1. Surveyor's Job Description Mayor Kennedy reported the Surveyor's original job description did not include designing streets. Zavodny said he has been doing street design work for about 9 years, but did not do any when Bob Haffernan was Director of Public Works. Zavodny said he has became concerned that there may be a liability problem in his designing streets because this work is not part of the job description and he wondered if he needed to be licensed to do the designing. Councilman Schindler said he thought when Ken Hammer was hired we were hiring an engineer and he would be responsible for the City's engineering work. He also remembered that Hammer said at the time of hiring that he would be getting his P.E. Mayor Kennedy said it costs about $2,000 a block to have an engineer design our streets. Councilman Nystul said we have two issues to resolve, do we need a licensed person to do it, and does the past practice indicate it is now part of the job description. • Zavodny said we need to get answers "tomorrow", we have to get going on these projects. • Saverud asked if Andy Hyde's license could be used, Andy said legally it could but he doesn't have the time to properly do it. Nystul said any additional ccmpensation would be looked into in conjunction with the work on the pay plan. The Mayor will ask the City Attorney for a memo on the legal questions. 2. Water/Sewer Superintendent Salary Mayor Kennedy said he asked Andy Hyde to cane and explain some of the pay inequities in the Water Department. Andy said he has applied for the Water Department Foreman position now being advertised because last calendar year most of his employees had more in W-2 earnings than he did. This was true even for the employees who worked very little overtime. He pointed out he could be demoted and get a pay raise and that doesn't seen right. Mayor Kennedy said he supported the request of both Andy and Fred for more money. - 1 - FINANCE/PERSONNEL & POLICY/INSURANCE 4:00 PM., MAY 2, 1988 Councilman Nystul said the council is looking at two concepts for the pay • matrix, either setting a salary for each position and put some money in a bonus pot to be distributed based upon evaluations, or a columnar matrix establishing the pay range limits for the positions. Halver said he thought the group had taken the stand the salary should be based upon the position requirements with the council appointing the candidate who best meets the qualifications. The annual raises would be based upon COLA instead of longevity. He requested the comittee meet with the whole group if they want feedback on the options. Andy Hyde thought the group would hope that the base be high enough so the COLA's would be adequate to provide the annual adjustments. Some longevity needed to be provided to keep up with the automatic union longevity raises. Hyde said his application for Water Foreman was done to make a point about the salary situation, he does not intend to pursue this appointment. Councilman Saverud said the council was aware of the inequities in his and some other salaries and would be considering this. Councilman Schindler asked Andy if it would work to not have a Public Works Director and each Superintendent handled his department. Hyde said someone has to be the overall supervisor and coordinator, there has to be one person at the top. • Salary Matrix Councilman Nystul said the intention of the committee is to get the pay plan resolved and the Personnel & Policy Committee will take over the project unless the council objects. It needs to get finished. ON Councilman Schindler said the National Cost of Living is not representative of the conditions in the Flathead Valley, for example the average cost of a house here is below the national average. Halver claimed salary averages here were also below the national averages and groceries and other costs would probably be at or above the national average. Griffin Field Halver said the four hours he spent researching the minutes regarding the council's intent on the use of the proceeds of the sale of Old Griffin Field convinced him more research needs to be done. The actual costs of all the related projects should be determined. He referred to several examples in the memo of different sources which were used for costs related to the old and new fields. Halver requested the committee recommend the Council authorize the Mayor to request the staff prepare a complete report on all the costs of the projects and which funds are owed what. The committee agreed to make this request of the council. - 2 - FINNNCE/PERSONNEL & POLICY/INSURANCE 4:00 PM., MAY 2, 1988 Councilman Schindler asked if it could be determined how many hours of labor have been provided by the Street Department. Review Claims Councilman Nystul requested more information on sane claims: 1. Detective Young's claim for gasoline reimbursement needs a receipt. 2. School and Travel expenses were charged to Gas Tax, he would like to know if this is an allowable Gas Tax cost. 3. Is there a requirement that purchases fran 4,000 to 10,000 have bids solicited. Miscellaneous Eagles Parking Lot The committee would like the remaining balance figure on the mortgages. Nystul suggested the committee consider making assessments against the district. Salary Matrix Councilman Nystul explained the proposals. Saverud felt we should now solicit input from the management people involved. Schindler suggested the committee ask Councilman Gunnerson to explain the system in use at the phone carpany. Councilman Saverud agreed the canmittee should visit with Councilman • Gunnersan. He requested the Mayor prepare his reccomended salary figures for July 1. Airport Billings Councilman Saverud said Ed Gallagher wants to know who should be doing the Airport lease billings. Mayor Kennedy said he has told the Treasurer's office to do it. Halver said proper internal controls would preclude the Treasurer doing the billing and collect the money. He also assumed since Community Development was operating the Airport they would be doing the billings. The camiittee felt Community Development should do the billing with the Treasurer collecting the money. - 3 -