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01/28/1986 City CouncilTHESE MINUTES SUBJECT TO FEBRUARY 4, 1986 APPROVAL EDMONDS CITY COUNCIL MINUTES JANUARY.28,.1986 Following the regular City Council Committee meetings of the Edmonds City Council, a meeting of the whole Council was called to order at 8:00 p.m. by Mayor Larry Naughten in the Plaza Meeting Room of the Edmonds Library. All present joined in the flag salute. PRESENT ABSENT STAFF PRESENT Larry Naughten, Mayor Bill Kasper Pat LeMay, Personnel Mgr. John Nordquist Cindy Browne, Art Housler, Admin. Svcs. Dir. Steve Dwyer Student Rep. Steve Simpson, Parks.& Rec. Mgr. Laura Hall Peter Hahn, Community Svcs. Dir. Jo -Anne Jaech Mary Lou Block, Planning Div. Mgr. Jack Wilson Dan Prinz, Police Chief Lloyd Ostrom Bobby Mills, Public Wks. -Supt. Scott Snyder, City Attorney Jackie Parrett, City Clerk Margaret Richards, Recorder REVIEW OF CLASSIFICATION STUDY Mayor Naughten said after the City's reorganization was completed, the Mayor and Councilmembers expressed an interest to study and evaluate all of the job classifications for alignment and equity. Rather than hire an outside consultant, the management team undertook this task. For the first time in the City's history, all positions in the City were reviewed in their entirety. The scope of the study would involve an internal analysis and would not involve a survey involv- ing external labor market data. All classifications were covered . All ninety-eight jobs were evaluated on on: 1) factors which indicate the requirement for specific aptitudes, abilities or knowledge of an incumbent; 2) factors which take into account relative responsibilities associat- ed with each job; and 3) factors which measure the desirability of one job as compared to another from the employee point of view. Because the results of the study were inconclusive, an outside consultant, Larry Daniels, was hired to evaluate the study and make recommendations. At his recommendation, Donworth & Taylor's criteria was adopted, which was based on five factors: 1) mental aspects of work; 2) physical aspects of work; 3) interpersonal aspects of work; 4) work environment; and 5) job responsibility. Points were assigned as values to 'each of the five factors, and a grid was set up to separate each class or grade. The system proved more comprehen- sive. Out of ninety eight classifications, fourteen were recommended for reclassification. Personnel Manager Pat LeMay said he reviewed all ninety-eight jobs and made the preliminary recom- mendations. Because the old system of evaluation was too subjective and arbitrary, an experi- enced management consultant, Larry Daniels, was employed to provide the City with an evaluation system. This system provided greater clarity. and objectivity. Mr. Daniels instructed Staff how to use the system, and he continued to audit results. Mr. LeMay noted that none of the incum- bents in any of the job classifications being reclassified downward will suffer a pay cut as a result of the downgrades, but their salaries would be frozen. There will be a review process for any employee who feels aggrieved by the downgrade. Councilmember Nordquist asked for clarification of the grievance process. Mr. LeMay said it would entail a review process which explains the labor market data, how the job was evaluated, and how the results were arrived at. Councilmember Nordquist inquired how management would enter into the discussions." Mr. LeMay said Personnel would initially review and explain the results of the reclassification. Subsequently, there would be a review by the Mayor and management team. Mayor Naughten added if an employee requested a review of his/her job, he/she would do that through the Personnel Director and department director. Councilmember Nordquist asked if it would be more appropriate for management to take the initiative and meet with employees who suf- fered a.negativg job result to discuss the process. Community Services Director Peter Hahn said after the results were public information, he immediately met with all employees in his depart- ment to discuss the process. Councilmember Ostrom referred to Exhibit #3, noting it was dated December 26, 1985. Mr. LeMay said the last revisions were captured on December 26; however, the system was used throughout October and November and into December. Councilmember Ostrom referred to Exhibit #4. He inquired if the reclassification was based on the Donworth & Taylor system. Mr. LeMay replied affirmatively. He said they instituted this system in late December/early January. Mr. LeMay introduced consultant Larry Daniels of Milliman and Robertson. Councilmember Hall stated that Milliman and Robertson was an actuarial firm. She inquired how Mr. Daniels "fit into their staff work".. Mr. Daniels replied they were also a consulting firm. He referred to Exhibit #5 which utilizes five factors to determine relative job worth. Each job was reviewed separately and independently based on these five factors. Councilmember Ostrom inquired about the numbers on Exhibit #5. Mr. Daniels said these numbers were a rating scale. Each position in the rating scale is associated with points: Jobs are rated by fitting them to positions along the rating scales, and they are assigned the corresponding points. The points are summed to obtain a total point score, which represents the relative worth of the job. The system allows you to give varying degrees on the different factors. Councilmember Ostrom in- quired who made those determinations. Mr. Daniels said a trained evaluator does and, in this case, it was Mr. LeMay and the management team. Councilmember Nordquist asked if Staff was evalu- ated during preliminary training as to their ability to make decisions and choices. Mr. Daniels replied affirmatively. He said he reviewed the system with Mr. LeMay. There is also a reference guide which explains how to use the system. Mr. Daniels said he audited the process and was satisfied that Staff was using the system correctly. Jobs with higher point totals are positions which could expect higher pay, and jobs with lower point totals could expect lower pay. Council - member Ostrom inquired how the job grade was arrived at on Exhibit #6. Mr. Daniels referred to Exhibit #8. He said the point totals were divided into the 19 grades at 250 point increments. He then referred to Exhibit #6, which shows the total point scores arrived at through,the manage- ment team's evaluation process for each position. Because one job scores a relatively low point scores does not mean it's an unimportant job; but there is a hierarchy of demands. The majority of the jobs did fall into these groupings with the exception of 14. Additional work was done to confirm and support these findings. Mr. LeMay said Personnel Staff in other cities were contact- ed to verify that these 14 positions were comparable before making the wage comparisons. This was done only to confirm the recommendations. Mr. Daniels stressed that the three general rules for consideration were: 1) the job was rated, not the incumbent; 2) the ratings were based on the assumed level of competent performance; and 3)the market was not considered when doing the evaluation. Councilmember Hall inquired if there were any results that Mr. Daniels disagreed with. Mr. Daniels said he was not asked to study the jobs themselves and is not familiar with the positions within the City. However, he said he feels the system was applied appropriately. Councilmember Hall referred to page 4 of the packet. She inquired if educational requirements were factored into the Donworth & Taylor system. Mr. Daniels said knowledge was analyzed, but not necessarily formal education. Councilmember Jaech recommended that this matter be further discussed and decided on February 11th. She said that Councilmember Kasper is away at this time and expressed an interest in participating in the decision -making process. Councilmember Hall stated.that,this issue should be concluded at that time. She said she had reservations regarding the classifications and suggested that a quarterly review be conducted. Councilmember Hall said she felt there was a complete "whiteout" regarding Public Safety, Police and Fire Chief posi- tions. Mayor Naughten reassured her that none of the jobs were excluded in the evaluation. Councilmember Hall said she was of the opinion that all classifications should remain the same until she had an opportunity to analyze the information more carefully, Councilmember Wilson expressed a concern that the pay scale will remain the same for jobs that have been downgraded, whereas in the past, salaries have been lowered. Councilmember Ostrom said Staff conducted the classification study as requested, and the salary issue was one that Council could address. Councilmember Wilson stated after the many hours of work that have gone into this study, nothing new has been revealed. Councilmember Ostrom disagreed. He said the study verified that the old system was not "too far off in the first place". Councilmember Ostrom inquired what the discus- sion on February 11th would entail. He felt the methodology was sound and should be accepted; the other recommendations could be discussed further. Councilmember Wilson said he was uncomfort- able with some of the results of the downgrading. Councilmember Nordquist inquired about the 14 red linings. Mr. LeMay referred to Exhibit #12, recommendation #3, which states, ..incumbents whose positions are to be classified downward have their salaries red circled and frozen until their new pay grade exceeds their salary". Mr. LeMay said this would be subject to negotiations, and the recommendations would be adopted afterwards. Councilmember.Dwyer recommended to discuss on February 11th whether or not to adopt the classification study and to set another date for further discussions. He said any discussions about red flagging anyone's pay grade was premature at this time. Councilmember Hall stated all discussions should take place on February 11th. Councilmember Dwyer requested if this was to be discussed as a separate agenda item on February 11th that it be a separate agenda item after Council discusses whether or not to accept the classi- fication study. He added if the Council does not accept the classification, discussions should not take place regarding red flagging salaries. If it is accepted, it should be accepted based on the methodology. Councilmember Ostrom concurred. Councilmember Hall cautioned the Council to review the five recommended actions before accepting the classification because, she said, it was part and parcel of the study. Councilmember Ostrom noted that the recommended actions were not part of the classification study but, rather, recommendations completely separate from the study. Mr. Daniels stated there are two separate issues here: 1) evaluate the jobs and identify �I I. EDMONDS CITY COUNCIL MINUTES Page 2 JANUARY 28, 1986 which are inappropriately classified (.which the consulting firm has accomplished); and 2) how to implement any necessary changes: Councilmember Jaech stated that many of the changes could not be implemented until. after the collective bargaining process. Mr. LeMay said Staff spent many hours drafting Exhibit #12. He requested the Council to carefully read the exhibit and adopt most of the recommended actions. MAYOR Mayor Naughten reminded the Council of the fire boat dedication ceremony on February 2, 1986. COUNCILMEMBER DWYER MOVED, SECONDED BY COUNCILMEMBER HALL, TO CONFIRM THE MAYOR'S APPOINTMENT OF BRUCE HULBERT TO POSITION 5 ON THE EDMONDS ARTS COMMISSION, TERM TO EXPIRE DECEMBER 31, 1989; AND ANN SALING TO POSITION 6 ON THE EDMONDS ARTS COMMISSION, TERM TO EXPIRE DECEMBER 31, 1986. Council President Hall noted that Student Representative Cindy Browne submitted a note and has an excused absence. COUNCILMEMBER JAECH MOVED, SECONDED BY COUNCILMEMBER HALL, TO EXCUSE COUNCILMEMBER KASPER'S AB- SENCE. MOTION CARRIED. Council President Hall requested a show -of -hands vote to schedule the Retreat on April 18th and 19th. Councilmembers concurred. Council President Hall reminded the Council that A.W.C. conferences are scheduled on February 12th and 13th. She and Councilmember Nordquist will attend. She said a meeting is scheduled with the Mountlake Terrace Council at the China Passage Restau- rant on February 5th at 5:45 p.m. to discuss water quality, sewer treatment, and the ducks. Councilmember Ostrom inquired where the Retreat would be held. Councilmember Hall said the Coun- cil willvote on the 11th when Councilmember Kasper returns whether or not to hold it in Sudden Valley. The meeting adjourned at 10:.29. p.m. JACQ9ELINE G. PA RETT, City.Clerk LARRY S. NAUGHTEN, Mayor EDMONDS.CITY COUNCIL MINUTES Page 3 JANUARY 28, 1986