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Agenda 03-14-2022 SpecialCl FY OF DUNN NORTH CAROLINA V46re commani(m 6eains! Call to Order — Mayor William P. Elmore, Jr. Invocation Pledge of Allegiance Dunn City Council Special Called Meeting Monday, March 14, 2022 6:00 p.m., Dunn Municipal Building ITEMS FOR DISCUSSION AND/OR DECISION 1) Storm Water Fee Study 2) Pay Classification Study 3) Police Compensation Plan 4) Consideration of Purchase of Real Property 5) Closed Session - If called, the General Statute(s) allowing the Closed Session will be cited in the motion ADJOURNMENT "This institution is an equal opportunity provider and employer" UNN1887 CITY OF CouncilNORTH CAROLINA City Agenda Meeting Date: March 14, 2022 Stromwater Fees Proposal Steve Neuschafer/City Manager Cost Breakdown and Proposal Sum N/A PURPOSE: The City has completed its parcel analysis and reviewed the Equivalent Residential Unit (ERU) calculation that is used in making a more equitable cost comparison for Residential, Multi -Family, Commercial, and Industrial classes of rate payers for Stormwater. This information is to be used in setting a rate sheet for our Stromwater billing. BACKGROUND: The City currently has two rates, Residential at $3.50 per month ($42 per year), and Commercial at $10.00 per month ($120 per year). To calculate a more equitable charge for large businesses the City engaged the firm of Willdan to review all parcels within the city limits and calculate the impervious spaces on each property. By doing this we were able to set an average of residential impervious area, known as an Equivalent Residential Unit (ERU) and we use that to calculate the fair comparison between the average single family unit and a commercial property. Using this information, the city has 5,160 parcels and they equate to 14,164 ERUs. The City would leave the current Residential rate as it is now, $3.50 and would use this amount as the multiplier for all other classes of parcels. We can also set a maximum amount to be charged for all classes to keep very large properties from being charged an overwhelming amount per year. BUDGET IMPACT: This project will provide an income source that will allow the City to fund Stromwater projects and assist in correction of issues with runoff and storm surge caused by the need for larger pipes and improved design of Stormwater systems. There is no cost to the city to implement these new rates. Motion to approve the Proposal as presented with new rates to be included in the 2022-2023 budget. Hill •,/�\\\\ \ \ \\\\\\\ \ \ \ \\ /y'� \ i - GvE l \\ \\\\\\\i\ _ \\G - )\\ C E 1 ire () F DUNN F'K) 411t CAR()LINA City Council Agenda Item Meeting Date: March 14, 2022 Pay Classification Study Human Resources Departme Memorandum of Agreement PURPOSE: A pay study will help by reviewing our salary structure and plan to ensure we are able to support recruitment and retention of employees more effectively. It is recommended to have a study every 5 years. .(ee]neIILII The last study that was completed by the City was in 1998. The North Carolina League of Municipalities subcontracts with the MAPS Group to conduct comprehensive pay and classification studies for public sectors. The MAPS Groups is a private consulting firm who specializes in human resource and general management, The Council set a pay classification study as a top priority during the FY 2022-2023 Budget Retreat in an effort to recruit and retain staff. BUDGET IMPACT: The cost to conduct the study will be $20,600. An additional estimated amount of $800 will be included for itemized expenses for mileage, meals, lodging, printing and supplies, and travel time with the total cost of the complete study at $21,400. Motion to approve and authorize the City to enter into a contract with the MAPS Group for the purpose. of conducting a Pay Classification Study as presented. 464 raynttwiuv street suite 1900 February 4, 2022 Hal�lgh, 11C •r tam 919 715 4000 ndm.org Ms. Connie Jernigan Human Resources Director City of Dunn 401 E. Broad Street PO Box 1065 Dunn, NC 28335 Dear Connie: We are pleased to be able to offer the enclosed Memorandum of Agreement to the City of Dunn to perform the specified personnel services as described herein. This contract will be performed through an agreement between the North Carolina League of Municipalities and the MAPS Group. This private consulting firm consists of former and current practicing human resource and management professionals in the public sector who specialize in human resource and general management. They are, or have been, employed in management positions at the state and municipal level of government and undertake consulting assignments for the North Carolina League of Municipalities. I will have overall responsibility for this project to determine that all contractual obligations of this study are successfully met. If you have any questions or need clarification on any item contained within our Memorandum of Agreement, please contact me at the League Office. Sincerely, ?man w Heather James Human Resources Consultant HJ/kb Enclosures cc: The MAPS Group WORKING AS ONE. ADVANCING ALL. MEMORANDUM OF AGREEMENT PERSONNEL SERVICE CITY OF DUNN THIS AGREEMENT is made and entered into this day of 2022 by and between the North Carolina League of Municipalities, an unincorporated association, hereinafter called "League", and the City of Dunn, an incorporated municipality hereinafter called "City." WITNESSETH In consideration of the amounts of money hereinafter agreed to be paid, and in consideration of the other conditions hereinafter agreed to by the City of Dunn, the League offers to perform the following services: Scope of Services The League agrees to provide through its subcontractor The MAPS Group the services described and set forth in Attachment "A", Scope of Services, which is incorporated into and made a part of the Memorandum of Agreement by reference. Time for Performance The time for performance will be approximately three (3) months. The contract can begin in after July 2022 at dates to be determined with the City. Cost The fee for the proposed work is twenty thousand six hundred dollars ($20,600.00). In addition, the City will be billed for actual itemized expenses for mileage, meals, lodging, printing and supplies and actual travel time at $25.00 per hour (estimated at around $800.00). In consideration of the services performed by the League, the City agrees to abide by and perform the following: The MAPS Group will bill the City for one payment of $5150 at the beginning of the study, a second invoice of the same amount after completion of interviews, a third payment of the same amount upon delivery of a draft of the study, and a final payment of the same amount plus actual itemized expenses and travel time when the study is completed. The City agrees to remit payment to The MAPS Group upon receipt of each of the statements referred to above. 03 NC LEAGUE OF MUNICIPALITIES Execution If this Memorandum of Agreement is not executed and returned to the League Office within 180 days from the submission date, the cost and time frame for performance may have to be renegotiated. If the terms of this contract are acceptable, please sign two (2) copies and return one to the League office. SUBMITTED BY: NORTH CAROLINA LEAGUE OF MUNICIPALITIES qemadl6ar/ Heather James Human Resources Consultant 2/4/2022 Submission Date ACCEPTED BY: CITY OF DUNN Name Title Date This instrument has been preaudited in the manner required by the Local Government Budget and Fiscal Control Act. (Signature of Finance Officer) NCLM NC LEAGUE OF MUNICIPALITIES ATTACHMENT"A" SCOPE OF SERVICES PAY AND CLASSIFICATION STUDY SCOPE OF SERVICES Objectives of Study The primary purpose of this study is to conduct a comprehensive pay and classification study for the City of Dunn to include the following work study objectives: To study and evaluate all positions covered by the NCLGERS within the City for the purpose of determining the proper position classification and salary for each employee. To conduct a comprehensive salary survey of appropriate public and private sector organizations to determine that the City's salaries, benefits and wages are competitive within the applicable job market. To prepare or update class specifications for each position class based upon current job duties and requirements, outlining appropriate ADA information. To prepare a pay plan for the City as required to maintain a competitive system of salaries and wages. To identify those classes of positions that are "exempt" and "non-exempt" in compliance with the Fair Labor Standards Act (F.L.S.A.) of 1983 as amended in 1985. To review and make recommendations concerning the effectiveness of the City's overall compensation system including compression issues. Study Work Components A. Preparation of the Classification and Pay Plan Conduct a comprehensive review of the City's Personnel system for the purposes of staff orientation and to provide data and information to be used in the preparation of the classification and compensation data and related Personnel components. 2. Conduct a meeting with City Manager and department heads to discuss the various work components of the study and to explain the study methodology and approach. At this meeting we will also discuss the appropriate labor market for surveying salary data and the project schedule. 3. Conduct orientation sessions with employees to cover the purposes and process of the study. These meetings help establish realistic expectations with employees and reduce mis-information. The meetings will cover: purposes of the study; steps in conducting the study; study methodology; * what the study will and will not cover; and answer any questions 4. Survey existing employee positions. This task will involve a review of the completed questionnaires, interviews with representative employees in each class, and conferences with each department head to review and verify information presented on the questionnaires and in the desk audits. The purpose of this task is to determine that The MAPS group obtains comprehensive, factual, and accurate data and information. This task also resolves any conflicting information or data. 5. Following the review and field audit of existing employee positions, class specifications (often called job descriptions) will be prepared. These class specifications will be written to comply with OSHA and ADA regulations. The MAPS Group will use the following factors to classify jobs: Difficulty, complexity, and variety of work Education and experience requirements of the job Nature and extent of public contact Physical effort and hazards; and Supervision given and received. B. Development of the Pay Plan 1. A survey of salary plans will be performed utilizing public sector jurisdictions and other organizations for the purpose of recommending wage and salary schedules that are competitive and sufficient to attract and retain qualified employees. The identification of competitive organizations will be made by the City in consultation with The MAPS Group. The salary survey will request hiring and maximum salaries for each position surveyed. 2. A comprehensive analysis of the salary survey will be prepared. 3. Following analyses of all inputs considered previously in Study Components A and B, all classes of positions will be allocated to the recommended salary schedule. C. Preparation of the Employee Allocation List Following completion of the classification plan and compensation schedule, an allocation list will be prepared showing employees by name, present classification, proposed classification, present salary grade, proposed salary grade, recommended salary, and proposed increase amount (if applicable). 2. Costs for implementation options of the plan will be provided. Up to three optional implementation strategies will be provided with graphs illustrating impact of each option on salary compression as well as costs. Options will be designed specifically to address compression if needed and desired. If more than three options are needed, there will an additional charge of $250 per additional option. Personnel Policv Review The MAPS Group will review and make recommendations for updating the City's personnel policy to be consistent with modern and effective human resource management and current laws and regulations. The personnel policy is reviewed for policy versus procedural language and is recommended to meet a balance of providing guidance without including unnecessarily restrictive or detailed procedures. If needed, a new policy will be provided. FLSA Status As part of this study, the MAPS Group will identify and recommend positions that the City may consider Exempt from the Wage and Hour Provisions of the Fair Labor Standards Act. Communication with the City During the study, MAPS principals will be available to City management to clarify any steps, current stage of the study, or other issues related to the study by phone and email. In addition, while MAPS principals are on site for orientation and/or interviews, personal consultations are available as necessary to the study. If needed, communications may take place electronically for social distancing purposes. A draft of the study will be sent to management for review and MAPS will make one visit to discuss management reactions to the study prior to finalizing it. After the draft review, the MAPS Group will make a presentation to the City Council and then return once more to respond for discussion and questions with the Council. Any additional trips will require additional fees. Involvement of City Staff City staff members will be required to complete position description questionnaires for each position, prepare organization charts, participate in interviews if selected (all department directors will be interviewed), provide current employee data including copies of current salary plan and employee information by department with name, current classification, current grade, date of hire, date of entry to current position, and current annual salary. These last components are needed for calculating the costs of implementation options. Results of the Stud The study will result in the publication and delivery to the City of the report to include the narrative summary, classification plan, class specifications, compensation plan, salary data, and implementation costs. The MAPS representative will formally present the study to the City Council and be available to respond to questions. Plan Maintenance Once the study is complete and implemented, the MAPS Group will provide assistance to City staff on maintenance of the plan including the classification of new or revised positions, market revisions to the pay plan and other assistance as needed. In addition, the MAPS Group will provide the City with a linked spreadsheet that will allow for market adjustments (cost of living increases) to automatically update the salary schedule and class listings and provide the City with a digital copy of all class specifications and policies. Project Staff The project staff will be determined in consultation with the City. VITA REBECCA L. VEAZEY BORN: Durham County, North Carolina EDUCATION: Southern High School, Durham, N. C. B. A. Speech and Education - University of North Carolina at Chapel Hill M. P. A. - University of North Carolina at Chapel Hill Municipal Administration Course, Institute of Government Group Facilitation and Consultation Course, Institute of Government President, The MAPS Group (Management and Personnel Services) - a consulting group providing personnel, organization development, training, and management services for local governments, 1995 to present Principal, the MAPS Group Human Resources Director, Durham County Director of Personnel, City of Cary (Cary's first Personnel Director) Personnel Officer, City of Chapel Hill Training Specialist, City of Greensboro PROFESSIONAL ACTIVITIES: International Personnel Management Association (IPMA). Lifetime Achievement Award 2010. Active in N. C. Chapter including serving as Treasurer, on program committee for state chapter for three years, on Regional program committee one year, and chairperson of Finance Strategic Planning Committee. Organization of Municipal Personnel Officers (OMPO), Life Member Award, Board Member, President, and Immediate Past President. North Carolina League of Municipalities, Board of Directors, 1985-1987. American Society for Training and Development, Triangle Chapter member. Facilitation and Organization Development Group, (FODG) founding member Systems Thinking in Government Group COMMUNITY AND OTHER ACTIVITIES U. N. C. General Alumni Association, Board of Directors U. N. C. Master of Public Administration Alumni Association, Past President Local Government Employees Federal Credit Union, founding member, Loan Committee Chairperson, and member of the Board of Directors United Way Campaign Chair, Durham County and City of Cary EXPERIENCE: Conducting classification and pay studies for municipalities, counties, councils of governments, housing authorities, and other non-profit organizations. Facilitating/leading the development and implementation of performance management, compensation philosophy and performance pay programs as both an internal and external consultant. Rebecca L. Veazey Vita Synopsis Page 2 Experience (continued) Serving as facilitator at strategic planning and team building retreats for staffs, boards, and elected officials. Also, providing on -going developmental facilitation to assist an organization with team building; organization development; planned change; development of mission, vision, and values; development of compensation philosophies; leadership development; or other issues. Developing and conducting management and supervisory training on a variety of topics including leadership, coaching and feedback, conducting performance reviews, principles of supervision, communications skills, motivation techniques, legal issues in supervision, hiring the right person, effective grievance and disciplinary actions administration, conflict resolution, facilitation skills, and a number of other topics. This includes designing and updating materials and teaching and coordinating the School of Government's comprehensive Effective Supervisory Management Program since 2002. Administering assessment instruments and providing interpretation and feedback or training; instruments include EQ-1 (Emotional Intelligence Quotient), Myers Briggs, Human Patterns, Styles of Management Inventory, Johari Window (Personnel Relations Inventory), Leadership Profile System, Ego State Assessment, FIRO B, etc. Developing and conducting assessment centers and serving as an assessor for the purpose of selection, promotion, succession planning, and professional development. Conducting recruitment and selection processes focused on assessing management excellence in candidates. Establishing and revising policies and programs on a variety of personnel topics including writing personnel policies, establishing recruitment and selection procedures, developing performance review forms and procedures, and problem -solving employee relations issues and grievances. Speaking on a variety of personnel and management topics at the School of Government, NCLM Convention, IPMA (international and state conferences), Area Health Education Centers, parks and recreation conferences, and for other groups. Teaching personnel administration course to students in the MPA Program at UNC-G and in a six weeks seminar at NCSU, and teaching a seminar on facilitation skills to students in the MPA Program at UNC. CLIENTS ON CONSULTANT PROJECTS: Municipalities: Apex Atlantic Beach Bald Head Island Banner Elk Blowing Rock Boone Brevard Butner Carrboro Carthage Charlotte Chapel Hill Claremont Clayton Clinton Concord Creedmoor Elon Forest City Franklin Gibsonville Goldsboro Harrisburg Henderson Hendersonville Holden Beach Holly Springs Hudson Laurel Park Lowell Lumberton Morganton Morrisville Mount Pleasant Nags Head Oak Island Ocean Isle Beach Pinehurst Red Springs Reidsville Salisbury Saluda Selma Shallotte Southport Spindale Sylva Tarboro Wallace Weaverville Weldon Wendell Williamston Counties: Alleghany Anson Beaufort Caldwell Cherokee Clay Currituck Greene Hyde Iredell Mitchell Nash Northampton Orange Perquimans Person Rowan Rutherford Tyrrell Vance Wake County Sheriff's Office Wilkes Councils of Government: Albemarle Commission Centralina Council of Governments Isothermal Planning and Development Kerr Tar Council of Governments Land of Sky Triangle J Council of Governments Western Piedmont COG Housing Authorities: Benson Mount Airy North Wilkesboro Smithfield Other Non profit/Governmental Agencies: Contentnea Metropolitan Sewerage District Davidson Water School of Government North Carolina League of Municipalities Raleigh Durham International Airport Toe River Health District Tuckaseigee Water and Sewer Authority C I I" Y O DUNN NORTH CAROLINA City Council Agenda Ite Meeting Date: March 14, 2022 SUBJECT TITLE Police Salary and Benefit Proposal PRESENTER/DEPARTMENT Clark White/ Police, Jim Roberts/Finance Department, Steve Neuschafer/City Manager ATTACHMENT($) I Cost Breakdown and Benefit Summary PUBLIC HEARING PUBLISH DATES N/A PURPOSE: The Police Department is proposing to restructure their salary and career development plan to clearly define attainable goals for officers across positions within the Department. BACKGROUND: This proposal will assist in recruiting, hiring, and retaining the best qualified and trained candidates for the City. It will also reflect the demographics and address the projected growth of the City of Dunn. BUDGET IMPACT: This project will require discussion to finalize the amount of funds needed to cover the proposal. It has the potential to be an increase of approximately $200,000 per year in increased costs. The total project will cost approximately $50,357 in the fourth quarter of this current year. Motion to approve the Proposal with funding coming from the General Balance as a revenue source. • OTHER LAW ENFORCEMENT AGENCIES AND DUNN POLICE DEPARTMENT PROPOSED STARTING SALARY $41,021.22 - REQUIREMENTS: BLET CERTIFIED WITH NO EXPERIENCE OTHER ENTRY LEVEL BENEFITS OTHER POLICE AGENCIES DUNN POLICE DEPARTMENT PROPOSAL $1,000.00 BI-LINGUAL BONUS $300.00 $500.00 $ 1,000.00 ASSOCIATE'S DEGREE $600.00 $1,000.00 $2,000.00 BACHELOR'S DEGREE $1,200.00 $1,500.00 $2,500.00 MASTER'S DEGREE -0- $2,000.00 Current Budget $ 2,818,096 PROPOSAL 4th quarter Increase $ 50,357 4th quarter for P011l and up $ 25,986 4th quarter for LT and below $ 38,936 Full year new proposal $ 31019,522 Yearly Increase totaled $ 201,427 CITY OF DUNN NORTH C;;AROI.iNA Meeting Date: March 14, 2022 I SUBJECT TITLE I Consideration of Purchase of Real Property PURPOSE: To consider purchase of Real Property. Mlwrice •• W� NIIIIl 4 AIvilLT-111035 Manager Neuschafer Motion to authorize the City Manager to enter into a contract for t property for the amount of $ as presented. CLOSED SESSION CRITERIA (Specify one or more of the following permitted reasons for closed sessions) Move that we go into closed session in accordance with: [N.C.G.S. 143-318.11(a)(1)] Prevent the disclosure of privileged information i Under the North Carolina General Statutes or regulations. i Under the regulations or laws of the United States. [N.C.G.S. 143-318.11(a)(2)] Prevent the premature disclosure of an honorary award or scholarship [N.C.G.S. 143-318.11(a)(3)] Consult with the Attorney To protect the attorney -client privilege. i To consider and give instructions concerning a potential or actual claim, administrative procedure, orjudicial action. To consider and give instructions concerning a judicial action titled vs [N.C.G.S. 143-318.11(a)(4)] To discuss matters relating to the location or expansion of business in the area served by this body. [N.C.G.S. 143-318.11(a)(5)] To establish or instruct the staff or agent concerning the negotiation of the price and terms of a contract concerning the acquisition of real property located at (OR) To establish or instruct the staff or agent concerning the negotiations of the amount of compensation or other terms of an employment contract. [N.C.G.S. 143-318.11(a)(6)] To consider the qualifications, competence, performance, condition of appointment of a public officer or employee or prospective public officer or employee. (OR) To hear or investigate a complaint, charge, or grievance by or against a public officer or employee. [N.C.G.S. 143-318.11(a)(7)] To plan, conduct, or hear reports concerning investigations of alleged criminal conduct. School violence 143-318.11(a)(8) and terrorist activity (9).