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HomeMy WebLinkAbout1993 05-17 FCA• AGENDA BROOKLYN CENTER FINANCIAL CONMMSION May 17, 1993 City Hall Council Chambers • 1. Call to Order: 7:00 P.M. 2. Roll call. 3. Organizational Evaluation Process. 4. 1994 Budget Calendar. 5. Severance Policy for Laid off Employees. 6. Adjournment: 9:00 P.M. • MEMORANDUM TO: Mayor Paulson and City Councilmembe,~rs FROM: Gerald G. Splinter, City Manager s DATE: March 31, 1993 SUBJECT: ORGANIZATIONAL EVALUATION PROCESS Your Financial Commission has been charged with the responsibility of evaluating the organization of the City of Brooklyn Center as to its effectiveness and report back to the City Council. The Council at a previous work session had discussed various approaches and questions they wish to be included in this process. I have developed the following outline of a process we believe will address the City Council's interests. This process would cover three areas: 1) evaluation of the potential for administrative structure reorganization; 2) evaluation of the supervisory/management and other staffing levels (using comparative data currently available); 3) a Service Evaluation Process. AREA]. ADMINISTRATIVE STRUCTURE REORGANIZATION The Financial Commission would evaluate the potential for developing a future organization plan which could be implemented over time to serve the changing needs of Brooklyn Center. I have attached for your information a copy of the organizational chart of Brooklyn Center just prior to the reorganization of the Community Development Department in the 1992 budget; a rough draft of an administrative organization which divides our organization into functions, departments, and divisions (this chart identifies most all functions of the City); a slightly modified organizational chart of the City of Brooklyn Center recognizing recent changes and doing some minor modifications to the existing structure; and a copy of the City of Bloomington organizational structure. The purpose of this evaluation would be to give a guideline to future councils and staff as to what the organization should or could eventually be and once it is decided, then as opportunities occur, you could make changes and implement portions of the restructuring. AREA 2. SUPERVISORYIMANAGEMENTAND STAFFING LEVELS REVIEW The second stage of this process would be to evaluate and compare staffing levels in all portions of the organization: in the supervisory/management area, and in total personnel. We propose to use existing, readily available information from the Stanton Survey and other sources to give the Financial Commission and the Council an initial evaluation of comparable staffing levels in similar metro area communities. If this data demonstrates a need for further, more detailed analysis, then the recommendations could be made, appropriations approved, and a more detailed analysis could be completed. Memo to Council Page 2 March 31, 1993 AREA 3. SERVICE EVALUATION PROCESS After your discussion at your last work session, the Council appeared to be leaning toward processes which involve employees within the organization rather than outside time analysis experts. We concur in this focus and propose a Service Evaluation Process structured similar to the 1992 prioritization process. The Service Evaluation Process would have a similar employee involvement committee system and would be directed at answering the following questions: 1. What do we do well and why? 2. What do we do okay and why? 3. What needs improvement? How/why? 4. Are there other cities or businesses which do particular tasks better than we do? How/why? 5. How can we provide services better? b. Are we doing the right things? 7. How should your department's performance be measured? 8. What opportunities are there for additional cooperation between departments? 9. In what ways can we encourage cooperation with other cities and governmental units? 10. What other departments do we interact with and in what ways? If the City Council and Financial Commission can agree to this general outline, I believe it is something which could give us a guide to use in future budget decisions and in general overall policy discussions. Attachment 0 JA I I AOM + 3 i..y~ CEN TE~C "~4~50MNE AIIItA+sA~" .S~ats n L 0 $~k n E3.fsCT8 r*,4 s eta r 3AS6 , ON Y C. ~Z { t4 ~S p'TA Ac.coanT..1i~ Pot& M~ tp 7- ~ ASK MAnIAG►t~CN ~~,y S A 10. 1 -141 CC VJ loodi. Art~tovw~s s~"'t~ w7 ~r7 y+Tr ~Pdb~. ~s E~~Sc~~T~ vT». gOt+~iA t6T~A?lonl ~ MA~iP'4b1~ ~MlLO+CE~,IS ~~to4JCA+Ms ~Ec~EAi+onl AODUT f~n~R.Aa1s CblbMls3`o~ S , - TctN {~e4,tA~+s cp ec T A \ttt WOO fop SO u ~4A. 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CHARTER COMMISSION Various Ad Hoc Committees ELECTORATE / (appointed by district court) ADVISORY CITY ATTORNEY Housing Commission ADVISORY CITY COUNCIL / Human Rights & Resources Commission PERSONNEL COORDINATOR 101, ADVISORY Parks & Recreation Commission EDA COORDINATOR `i CITY MANAGER ADVISORY CITY CLERK I DIRECTOR EARLE Planning Commission Emergency BROWN Prepared- HERITAGE ness CENTER ~DIEICTOR~~ ~DIRECTOR~ ~DIRECTOR~~ CHIEF DIRECTOR I I i ~ CHIEF MANAGER (DIRECTOR ASSESSOR Planning of Finance of Volunteer Public and Recreation Department Police Environ- Liquor Tax Inspection City Department mental Fire Stores Works Assessment Department TreasOrer Health Department Department Department I I y Golf Recreation Course Programs Park . Government Public Engineering Street Maintenance Buildings Utilities Centerbrook Community Division Division Division Division Division Center 0 MEMORANDUM 0 HOUSING Chair plus eight (8) members. TO: Gerald G. Splinter, City Manager FROM: Sharon Knutson, Administrative Assistant/Deputy City Clerk DATE: April 2, 1993 SUBJECT: COMPOSITION OF COMMISSIONS Subdivision 5 of the enabling resolutions for the Brooklyn Center advisory commissions sets the size of membership of the commissions. Following is the current composition for each of the commissions: DRUG AWARENESS Chair plus eight (8) members. FINANCIAL Chair plus six (6) members. HUMAN RIGHTS & RESOURCES Chair plus six (6) members. PARK & RECREATION Chair plus six (6) members. PLANNING Chair plus six (6) members. budget\calendar CITY OF BROOKLYN CENTER 1994 BUDGET CALENDAR • • May 10, 1993 Monday City Council discusses elements of Capital Improvements Program (C.I.P.). MAY 18, 1993 TUESDAY Preliminary 1994 Operating Budget conference for City Manager with city department and division heads, 8:30 a.m., Council Chambers. June 1, 1993 Thursday City Manager presents 1994 Operating Budget issues. JUNE 7, 1993 MONDAY City Council Town Meeting - 1994 Operating Budget. June 14, 1993 Monday 1994 Operating Budget requests due from all departments for submission to the Finance Director. June 23, 1993 Wednesday Consolidated 1994 Operating Budget requests forwarded from the Finance Director to the City Manager. June 24 through July 9 Manager consults as necessary with individual department and division heads as 1994 Operating Budget document is shaped. June/July 1993 City Commissions make preliminary recommendations on Capital Improvements Program (C.I.P.) components. AUGUST 6, 1993 FRIDAY Preliminary 1994 Operating Budget is delivered to the City Council members. ALL DATES AFTER AUGUST 6 ARE TENTATIVE UNTIL THE LEGISLATIVE SESSION HAS. ENDED AUGUST 16, 1993 MONDAY Joint City Council/Fi6tice Commission' meeting. August 1993 City Council holds work sessions to review Capital Improvements Program. August 19, 1993 Thursday County must notify City of the public hearing dates selected by school districts. Sept 1, 1993 Department of Revenue is to certify Local Government Aid amounts. SEPTEMBER 1993 City Council approves C.I.P. SEPT 9, 1993 Last day for adoption of the Preliminary 1994 Operating Budget and the Preliminary tax levy by the City Council. Sept 14, 1993 Certify preliminary 1994 Operating Budget and preliminary tax levy to the County. City must also inform the County of City budget public hearing dates. Nov 10 - Nov 23, 1993 County must mail individual property tax notices to each property owner. Nov 29 - Dec 20, 1993 Public hearings on the 1994 Operating Budget to be held. Exact dates will be determined after school districts set their hearings. December 7, 1993 Tuesday All counties to hold budget public hearings. December 20, 1993 Monday Last day for the adoption of the final 1994 Operating Budget by the City Council. December 27, 1993 Monday Last day to certify final tax levy and final 1994 Operating Budget to the County. 0 W E SEVERANCE PACKAGE FOR LAID-OFF EMPLOYEES CITY OF MINNETONKA - Betty Norton (939-8200) Sending Copy CITY OF BLOOMINGTON - Mary Heinz (881-5811) ■ Pay out vacation and personal leave (Personal leave - May be used at any time for whatever purpose the employee wishes to use it. It is suggested it be allowed to accumulate for emergencies. Employees receive 84 hours per year for personal leave.) ■ Employees with contracts would be handled as stated in their contract. HENNEPIN COUNTY - Paul Cegla (348-5009) See Attached BROOKLYN CENTER HIGH SCHOOL - Doug Rossi (561-2120) ■ Unrequested leave for teachers. ■ If no opening the following year, they are terminated. t IR U`, . J Service credit for stability payment purposes may be given for prior County service in a permanent position which was half time or more. Such credit may be given by the appointing authority to former employees who have been re-employed by the County within five (5) years of their previous qualifying service. Any eligible employee, upon retiring from County service, shall be paid a stability payment as of the date of his/her retirement. The stability pay of a deceased employee shall be paid in accordance with 5.2k. Employees on an approved leave of absence without pay on December 1 are also eligible to receive a prorated stability payment. Payment will be issued for eligible employees granted a leave without pay in accordance with Section 12.14 only after their return to active employment. Employees on Medical Leave Without Pay (12.12), Military Leave Without Pay (12.11), or on layoff shall receive prorated stability payments at the time December payments are issued. 5 . I j . Severance Pay Severance pay shall be paid to permanent employees who have completely severed their employment with the County in good standing. Upon request of the employee, severance shall be paid to the employee who has been laid off or who is receiving County-sponsored Long Term Disability insurance benefits and has not returned to employment with the County. An employee shall not receive in excess of one hundred (100) days (800 hours) severance pay during his/her lifetime. Such severance pay shall -be based upon and measured by the unused accumulated sick leave and unused accumulated vacation leave accruing to such employee during Hennepin County employment, to be paid upon complete separation or retirement of the employee from County employment. such severance pay shall not exceed one hundred (100) days (800 hours) of the unused accumulated sick leave and unused vacation leave which. has accrued to the credit of • • • 5-8 the employee at the date of severance of such employment. Severance pay shall be computed on the basis of the employee's base pay rate in-effect on the date of termination or date of request for severance in the event of layoff. Employees who are discharged from employment for disciplinary reasons shall be ineligible to receive unused accumulated sick leave severance benefits. For an employee who fails to provide the required advanced written notice of his/her resignation, the County shall: (a) exclude eighty (80) hours of sick leave severance benefits if the employee was required to give a fourteen (14) calendar day written notice of separation, or; (b) exclude one hundred sixty (160) hours of sick leave severance benefits if the employee was required to furnish the County with a twenty-eight (28) calendar day written notice of separation. All severance so forfeited will be included computing maximum lifetime severance accrual and excluded from any hours reinstated upon subsequent return to County service. For employees who are newly employed, rehired or reinstated on or after November 5, 1978, but before December 10, 1985, it will be necessary to complete five (5) years (10,400 regular hours) of continuous service with the County before becoming eligible for severance pay based on sick leave accumulation. Those newly employed, rehired or reinstated on or after December 10, 1985, must complete eight (8) years (16,640 regular hours) of continuous County service to.become eligible for the accumulated sick leave portion of severance pay. k. Deceased Employee: payment of Wages and Severance All unpaid wages and severance (accrued vacation and sick leave), and unpaid prorated stability pay, deferred holiday hours and compensatory time, accruing to date of death of an employee shall be paid, upon request of the decedent's appointed personal representative, in accordance with applicable probate law. 5-9 c CHAPTER V JOB LAYOFF/ELIMIXATIO OF EMPLOYMENT POSITIONPOL CY 5_2 EFFECTIVE DATE: September 1, 1982 JOB LAYOFF/ELIMINATION OF EMPLOYMEDT POSITIONS The purpose of this procedure is to provide a uniform and consistent means of dealing with situations of job layoff and elimination of employment positions in the City of Minnetonka nunicipal organization. TATEt EMIT OF POLICY At)Pl icabil ity a. Job lavoff means the placement of an employee in a status of involuntary leave from work with the City due to lack of work, shortage of funds, or other reasons, except for disciplinary reasons, and where the City Manager has reasonable expectation that such status may be revoked within the twelve months immediately following layoff notice. b. Elimination of employment position means the deletion of position's authorization from the City budget and where the Cit Manager does not have reasonable expectation that such authorization may be restored within the twelve months immediately following such action. c. Job title means the name of the employee's position as it appears on the employee job description and/or most recent personnel record. Determination by City Manaaer - The City Manager ::hall officially determine the positions to be subject to layoff and/or elimination of employment positions for each department, being specific as to the job title(s) of the position(s). Procedure - Within each department, layoff, or termination as a result of elimination of employment position (s) , shall occur based on the evaluation of job-relevant qualification factor. Such evaluation shall occur for all employees who are at the same or lower pay-rate as that of the position (s) subject to layoff or elimination and who are within the same gentaral. class as the position(s). General classes are professional-. echni;nal and clerical. ('m- ) CHAPTER V SOB LAYOFF/ELIMINATION OF ENP.LOYMENT POSITIONS PAGE 2 POLICY 5-2 Procedure (Continued): The evaluation shall be conducted as outlined in the fcllowing section. The results of the evaluation shall determine the order for layoff and/or elimination of position(s), with the employee(s) having the lowest evaluation score being the first to be laid off, or terminated from the general class within each department. Remaining employees of the same general class shall be assigned to authorized positions taking into account the work needs of the City and Department and the individual evaluation scores of the employees. This shall constitute the full extent of employees' rights to "bump" other employees or to otherwise avoid layoff or termination action, except as may be otherwise provided by law. Evaluation 1. For the purpose of such evaluation, employees shall be grouped by general job classes as described in the procedure section. 2. The evaluation shall be performed by the department director and such other persons as may be designated by the City Manager, using a numerically-weighted scoring system. 3. The evaluation shall be designed and conducted to take into account the following job-relevant qualification factors: a. Job performance history. b. Nature and type of direct experience in the work for ;which the evaluation is being conducted. C. Specific skills held by the employee which are related to the work. d. Training and education related to the work. If after such evaluation, the evaluaton ratings for any..employees are found to be equal, length of total service with the City shall be used to establish the rank order of rating for such employees. Total service 'means the length of total service in the City's employ computed as a full-time equivalent. Part-time employees' service shall be pro-rated based on their average work schedule during the last year, a well as any prior full-time service. Notice - Employees subject to layoff shall receive as long as advance notice as practicable, however, in no event shall notice be less than two weeks. CHAPTER V JOB LAYOFF/ELIMINATION OF EMPLOYMENT POSTIONS POLICY 5-2 PAGE 3 ARbeal - Employees receiving notice of layoff under this procedure shall have the right to appeal the matter to a three-person Review Panel appointed by the City Manager within ten (10) days of notification of layoff. Panel members shall not include any person who has conducted the evaluation described above. The Review Panel shall review the subject evaluation and procedures applicable to the appellant employee, and make recommendation to the City Manager concerning any omissions, deletions, discrepancies or arbitrariness found in its review. The Panel's recommendations shall be submitted in writing within ten (10) days of convening its review, and a copy provided to the appellant employee. The Review Panel shall not, in and of itself, have authority to overturn or modify any layoff decision. Such authority shall rest with the City Manager. Severance A. The following severance arrangements shall apply to 'emr)lovees who are laid off: - 1. Any accrued vacation and compensatory time shall be paid as of the date of layoff. 2. Employees shall have the opportunity to retain group health and life insurance coverage for up to nine (9) months from the date of layoff and the first three (3) months of retained coverage shall include the city's normal contribution to the premium cost. 3. If requested by the employee, the City shall process termination papers with PERA, to allow reimbursement of. employee contributions. (Note: Employees have the responsibility to determine the effect of such action on potential benefits from PERA.) B. The following severance arrangements shall apply to emolovees whose Aostions have been eliminated: 1. Any accrued vacation and compensatory time shall be paid as of date of termination of employment. 2. Employees shall have the opportunity to retain group health and life insurance coverage up to nine (9) months from the date of termination of employment. The first three (3) months of retained coverage shall include the City's normal contribution to the premium cost. 3. If eligible, severance pay in accordance with the provisions of the Personnel ordinance. CHAPTER V JOB LAYOFF/ELIMINATION OF EMPLOYMENT POSITIONS POLICY 5-2 PAGE 4 Temporarv Emclovment - The City will make efforts to notify laid-off employees and employees whose positions have been abolished, of temporary and seasonal work which may become available. Recall - Unless the applicable labor agreement provides otherwise, the City may recall laid-off employees within twelve (12) months of the date of layoff. Notice of recall will be mailed to the employee's last known address, and the employee shall have two weeks from the date of mailing to accept such recall. Employees recalled shall be credited for past service for purposes of calculating benefits. j Ma, lvvs V76'11V DC 'YOCA i-tAVE H SPe,( ljt -L. ,~6,NT-ACT 1 a5c. j SGLIGI:'~lvLc Pp~KP, ~ IUG,` F c PHcwi~ ta,. OFF F--.MPL.0y'9S5 Pi ~G ~SC~~ i f;t Ptr-rpw. _LV~•-v..,.j . 1 `J /L-1 /..x'a lfi/'Jg.^) A 4r Q.q,~-q -Ss-26 ~os,e ficv n 7~' ~scsR,✓`~~'~~ ~.3Z2-Z~a~ . _ • _ _ . . a q;L W o n orl~rtc•- - - Key.: (c.f-c~,,~a~....-_ moo- A 611 ' . {o a Z ' v Purn ; e csk,fiby" e z e-LS . e v;xek Salcu~ en • yr. Saru;ce~ up 7a 12 Q Edeil _-S-> 7 /v/ . . im L (FFFPC21) CITY OF BROOKLYN CENTER 1993 EMPLOYEE POSITION AND CLASSIFICATION PLAN SEVERANCE BENEFITS FOR LAID OFF EMPLOYEES PROGRAM SCHEDULE L SEVERANCE BENEFITS FOR LAID OFF EMPLOYEES PROGRAM Due to severe budget constraints, the City Council has found it necessary in some budget years to reduce the number of City employees through lay offs. To recognize the hardship of such lay offs, the City Council has determined it is in the best interest of the City of Brooklyn Center to offer some severance benefits to certain employees. Therefore, the City Council has determined to offer the Severance Benefits for Laid Off Employees Program with the following provisions: 1. Employees qualified for severance benefits are those who are employed in a full- time capacity as a benefits-earning employee with the City of Brooklyn Center at the time of lay off and will not be reemployed by the City in another full-time position. Employees participate in this program on a voluntary basis. 2. At the City's expense, qualified employees may, at their choosing, participate in an outplacement service at a cost not to exceed $2,000 or within six months of lay off, whichever is reached first. Outplacement services consist of a career assessment, resume development, cover letter writing assistance, interviewing skills, networking, and developing job resources, all of which are provided by a professionally qualified outplacement service. 3. The qualified employees will be allowed to continue health and life insurance coverage held at the time of lay off pursuant to COBRA law. The City will pay the portion of the premium costs for which other City employees are eligible for a period of three months after the lay off date or earlier if other coverage is provided by another employer. 4. In addition to any other severance pay to which the qualified employee is entitled, severance pay equal to two (2) weeks salary shall be paid to qualified employees who have been employed by the City less than ten (10) years; and severance pay equal to four (4) weeks salary shall be paid to qualified employees who have been employed full-time by the City for ten (10) or more years. 5. The City Manager is authorized to administer the Severance Benefits for Laid Off Employees Program and to fund this program from the City of Brooklyn Center's Employees' Retirement Fund until such funds are depleted, at which time the program will be funded from the General Fund. 6. In the event that the City discontinues providing group health insurance coverage for active employees or in the event that the City discontinue this program, all benefits provided for in provision three (3) above paid for by the City will also be discontinued. -24-