02-26-88 Personnel Committee MinutesPersonnel & Policy 4:00 Fan. February 26, 1988
• The meeting was called to order by Commmittee Chairman Atkinson, with
Councilman Saverud and Clerk/Treasurer Halver also present.
1. Ambulance Callback Policy for Management staff.
Atkinson read the policy that had been worked out by he, the City Attorney
and the Mayor. They felt the policy should be in the contracts.
"Management Personnel will be paid at a rate of $16.50 an hour for
responding to ambulance calls as a backup fireman."
Councilman Saverud suggested this policy be tabled until we see if the
Firefighter negotiations do anything about the issue. Atkinson agreed.
2. Entries into Personnel File
Clerk/Treasurer Halver reminded Chairman Atkinson that the Committee had
moved to -take a policy to the council during the last committee meeting. It
was concluded the wording of the recommended policy was adequate.
Upon discussion of what form the policy should take, it was concluded it
should be placed in the Employee Handbook. Atkinson said he would include
that in the his motion to the council.
3. 24 hour rule
Atkinson recomended the city adopt a policy of requiring 24 hour advance
notice for all meetings of the council and/or council committees.
• Saverud said the Mayor has copies of policy manuals from several cities.
Atkinson said he would rather not set firm policy unless it was really
necessary. The committee decided not to take any action at this time.
4. Mayor's Salary
Atkinson recommended the Mayor receive a 5% salary increase retroactive to
July 1, 1997, with the funding to cane from the Unallocated Costs Budget Line
Item.
After discussion on how to handle the recommendation it was decided a motion
be made to the council to amend the existing Salary Ordinance to provide for
the Mayor's raise. If the Mayor's Salary motion passes then the Salary
Ordinance providing for the Firefighter's settlement would be :roved with an
amendment to also include the Mayor's raise.
Saverud so moved and Atkinson concurred.
5. Fire Chief Job Description
The Committee requested the Mayor be sure the Fire Chief's Job Description
includes the Ambulance supervisory duties.
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Personnel & Policy . 4:00 Fan. February 26, 1988
• Risk Management
Saverud asked if the Fire Chief should be the co-ordinator for the City's
Risk Management Program. He felt every Department Head should be responsible
for their areas of expertise but scene central administrator should be
designated.
Halver suggested the Mayor be the co-ordinator since he i.s the only
administrator with the authority to request action from the Department Heads.
If we need a central clearing house then maybe the Building Official and his
department would be best qualified.
The canmittee concluded Risk Management did not need to be included in the
Fire Chief job description.
Halver will advise the mayor of the committee's request and Atkinsm will
report the committee's request to the council.
Saverud asked if the Fire Chief is still the logical choice for supervision
of city hall management. Halver said he didn't know of any other obvious
candidate.
Saverud moved the Mayor be directed to establish a Risk Management Systen to
provide guidelines for reducing the city's exposure for liability. Atkinson
concurred.
6. Department Head Vacancies
• Atkinson presented a possible policy which was "In case of a vacancy of the
Department Head position, the Assistant Department Head, or the Mayor's
designee, will fill the position for up to 30 days with no upgrade in
salary. After the 30 day period, the Assistant Department Head, or the
Mayor's designee, will be paid at 102% of his or her salary for the remainder
of the time as acting department head."
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Saverud felt if they were filling the vacancy for a lengthy period of time
sane policy should be available so that the person filling the vacancy does
not automatically receive the salary of the outgoing person's rate.
Halver asked why an assistant would want to assume the headaches without the
pay.
Atkinson said it would have to be established in the job descriptions of the
assistants. He felt this may force the council to act promptly in filling
the vacancy but it also hinder another theory that the position be left
vacant for a while to recover the costs of the retirement expenses or
otherwise save money.
Saverud felt the 28 addresses these questions.
Halver suggested the Chief positions be filled prcnptly and save umey by not
filling the assistant vacancy right away.
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Personnel & Policy 4:00 pm. February 26, 1988
• Counci]nan Saverud moved the above. quoted suggestion by Atkinson be presented
to the council for adoption. Atkinson agreed.
7. 9mking Policy
Atkinson reported the Labor-management Committee has requested consideration
of a city smoking policy. Saverud suggested time be taken to look into all
aspects including smoking in city vehicles.
8. Chain of Caanand
Atkinson asked if there needed to be a formal chain of ca Tand established
for when the Mayor and/or Council President is out of town. Saverud said he
didn't think it needed to be discussed unless there is a problan.
9. Salary Matrix
Saverud requested the Mayor and City Judge salaries be included in the
matrix.
The meeting adjourned at 5:15.
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