HomeMy WebLinkAboutAgenda - Mail Packet - 1/18/2022 - City Council Compensation Committee Agenda - January 18, 2022Human Resources Department
215 N. Mason, 2nd Floor
Fort Collins, CO 80522
970.221.653
MEMORANDUM
DATE: January 13, 2022
TO: Mayor and City Councilmembers
FROM: Teresa Roche, Chief Human Resources Officer
RE: Agenda and Materials for January 18 Council Compensation Committee Meeting
_____________________________________________________________________
The Council Compensation Committee launched on December 20, 2021, and Councilmember
Julie Pignataro was elected Chair.
Meetings will be held monthly, and the next meeting is Tuesday, January 18, from 3:30 pm to
5:00 pm.
Attached are the following documents:
•Agenda for January 18
•Draft Minutes from December 20
•Presentation Materials on Council Priority on Child Care Benefit Exploration by Kate
Kalstein and Leah Weatherman, Executives Partnering to Invest in Children (EPIC)
•Draft of the 2022 schedule of committee topics
TR
Human Resources
215 N. Mason Street
Fort Collins, CO 80522
970.221.6535
AGENDA
City Council Compensation Committee
January 18, 2022, 3:30 pm to 5:00pm MST
Zoom Meeting
+1 720 928 9299 Call-In
https://fcgov.zoom.us/j/98669737435
Meeting ID: 986 6973 7435
City Clerk’s Conference Room for Committee Members
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Committee Members:
Councilmember Susan Gutowsky, District 1
Councilmember Julie Pignataro, District 2, Chair
Councilmember Shirley Peel, District 4
City Staff Members:
Kelly DiMartino, Interim City Manager
Teresa Roche, Chief Human Resources Officer
Kelley Vodden, Director of Compensation, Benefits, and Wellbeing
Jenny Lopez Filkins, Senior Assistant City Attorney
Melanie Clark, Executive Administrative Assistant
•Call Meeting to Order
o Approve minutes from December 20, 2021 meeting
o Review purpose and expectations of today’s meeting
•Discussion Items:
o Overview of Council Priority on Child Care Benefit Exploration presented by Kate Kalstein and
Leah Weatherman, Executives Partnering to Invest in Children (EPIC) 60 Minutes
o Review 2022 preliminary schedule of topics 30 Minutes
•Adjournment
Next Meeting in 2022: February 22, 2022 3:30pm to 4:30pm
There are three or more members of the City Council that will likely attend this meeting. Formal action may be
taken by the Committee at this meeting, and the discussion of public business will occur. Therefore, the
meeting is open to the public.
Council Compensation Committee
December 20, 2021
3:30 – 4:30 p.m.
Members in attendance: Councilmember Susan Gutowsky; Councilmember Julie Pignataro;
Councilmember Shirley Peel; Teresa Roche, Chief Human Resources Officer; Ryan Malarky, Assistant City
Attorney II; Melanie Clark, Executive Administrative Assistant
Additional Councilmembers in attendance: No other Councilmembers joined the meeting.
Staff in attendance: No other staff joined the meeting.
Public in attendance: No members of the public joined the meeting.
The Compensation Policy Committee (Committee) meeting was held on December 20, 2021, virtually
through a Zoom webinar.
Agenda
•Call Meeting to Order
o Review purpose and expectations of today's meeting
•Selection of Compensation Committee Chair
•Public Comments (limited to approximately 2 minutes per speaker)
•Discussion Items:
o Review of Committee's purpose
o Provide context and results from the two-year ad hoc Council Committee on direct
reports compensation
o Review projects outlined on October 5 and share additional ideas that could be
considered
o Determine the priority, pacing, and timeline for the 2022 projects
o If time allows, solicit feedback about the performance management process for Council
appointed employees
•Adjournment
The meeting began at 3:35 p.m.
Teresa Roche, Chief Human Resources Officer, called the meeting to order and asked for Committee
Chair nominations.
Councilmember Pignataro nominated herself as board chair.
Councilmember Gutowsky nominated herself as board chair.
Councilmember Pignataro explained that having this committee stems from a discussion she has been
having with Teresa about the scope, and this is part of why she would like to start off leading the
committee.
Councilmember Gutowsky stated that if Councilmember Pignataro has the time to be the chair, she
supports her as she has been an integral part.
Councilmember Peel seconds the motion to assign Councilmember Pignataro as Committee Chair.
Those in favor of the motion: Councilmember Gutowsky, Councilmember Peel, Councilmember
Pignataro.
Teresa reviewed the Committee's agenda for this meeting.
Teresa shared background information on how the Committee was determined, explaining that this
committee stems from a two-year ad hoc committee established in March 2019 to review, evaluate, and
design strategies for the three Council-appointed employees. Recommendations from that committee
were adopted by Council and incorporated in the 2021 Council Resource Guide. In March 2021, a
discussion was held to consider a standing Council Committee. She further stated that Councilmembers
had expressed interest in expanding the role of a new Council Committee to include other topics.
Teresa explained that the former Ad Hoc Committee reviewed Council-appointed employees and
zoomed out to look at how they would attract, retain, engage, develop, and reward their three
employees.
Teresa shared the two-year performance management process and list of peer cities. She reviewed that
one intention was to have a process so when new Councilmembers come on board, they can yield in
while providing consistency for the three Council-appointed employees on performance expectations.
She highlighted the decision made for the first year when there is a new Council, they would only
consider salary, and the second year they would review the total compensation and contracts could be
opened for any new benefits.
Teresa stated that the purpose of this committee, as stated on October 5, is to review, discuss and
recommend the total compensation strategy for Council's direct reports annually, review high-level total
compensation policy matters for the City organization, particularly concerning topics that bear directly
on budgetary and financial decisions of the Council, and to learn more about the comparative market for
and evaluate the compensation paid under the City Charter to members of Council.
Teresa shared that she did a market analysis earlier this year of Councilmembers against the same peer
cities and found that Fort Collins is below other cities in pay and other items. She stated that this might
be something that this Committee would want to look at for future Councilmembers.
Teresa shared other ideas that have come up that this committee would review are to return to the
2021 analysis for a deeper review of your Council-appointed employees. As no merit increases were
planned for 2021 for the Council-appointed employees, a decision was made to delay the analysis in
2020 even though the timeline outlined by the ad hoc stated total compensation would be reviewed
every two years.
The second idea she shared is process improvements for the performance management process for
Council-appointed employees, such as quarterly check-ins and the consideration of three separate
sessions: performance dialogue, market analysis for the three employees, and merit consideration.
Feedback was given on the new practice in 2021 of having a facilitator present for the performance
dialogue, and there was support for its continuance.
Teresa shared a quick preview of several Citywide compensation projects in Q1—the second pay equity
study, which began in late November and will continue into 2022, cost of living analysis, and an internal
compensation analysis. She also spoke about the progress on Council's priority to study and recommend
childcare options for City employees. This work was being done in partnership with colleagues in Social
Sustainability as they are addressing affordable childcare in the community.
Councilmember Pignataro asked if this committee would also look at retirement accounts. Teresa
confirmed this was part of the total compensation analysis for the three Council-appointed employees.
Councilmember Peel stated that she is unsure if this committee's scope is this, but she has a few
concerns about performance evaluations. She explained that they want to ensure our compensation is
adequate and that people are doing a good job. She further stated that she feels very disconnected in
the evaluation process as a council member, even with the Council's direct reports. She asked if this was
connected to this committee or a separate conversation.
Councilmember Pignataro asked Councilmember Peel to clarify if she wants to be involved with how the
reviews are done for all employees or only related to Council's direct reports. Councilmember Peel
stated that the process for evaluating Council's direct reports is troublesome to her, and she does not
like how they are being done. She further explained that she also wants to make sure constituents are
getting what they pay for related to all employees.
Teresa explained that this Committee's purview in making decisions about performance and merit
increases is for the Council-appointed employees. It is the City Manager's purview when it comes to City
Staff. She stated that an avenue could be found for Council to provide feedback if there is a concern
about specific employees. Teresa plans to follow up with Councilmember Peel to solicit specific
feedback.
Councilmember Pignataro stated that she agrees with Peel's first comment and would like to see a
schedule change with Council's direct reports as they are required to provide feedback within the first
couple months of being on Council. Teresa explained that the ad hoc committee acknowledged this and
believed that while not ideal, returning Councilmembers would be able to provide continuity while new
Councilmembers came up to speed.
Councilmember Pignataro asked how reviews are currently being done for staff and if they are done
based on an employee's start date. Teresa explained the process and stated the City has an annual
schedule of quarterly discussions, with two of them being entered into the system of record. If there is
an annual merit budget, merit increases are decided in the early winter of each year and effective the
first month of the following year.
Councilmember Gutowsky stated that the process has changed since she started. She likes the current
process better and having a two-way discussion. She loved that the employees told them what they had
done and provided a narrative that became a discussion.
Councilmember Pignataro stated that Mayor Arndt had mentioned the potential need to have a full-
time assistant that supports Council only and reports to Mayor. Teresa noted that this could be
discussed and perhaps considered during the BFO process.
Councilmember Gutowsky asked for more information about this idea. Councilmember Pignataro
explained that sometimes it is helpful to have someone a little more familiar with the issues being
discussed at Council so that the Mayor and Councilmembers are prepared for the various meetings they
attend.
Councilmember Peel added that it is also about having a dedicated person.
Councilmember Pignataro stated it would be helpful to have full-time support to ensure all
Councilmembers have what they need to perform their duties.
Councilmember Pignataro stated that all Council direct reports are outlined in the Charter and would
need to go on the ballot. Ryan Malarky confirmed this. Teresa suggested they consider separating the
position need from the reporting structure and that she would share this feedback with Interim City
Manager Kelly DiMartino.
Councilmember Pignataro asked if the public comment section was optional or required. Ryan stated
that he would double-check and referred to a memo recently sent by City Attorney Carrie Daggett.
Teresa asked if the Committee wanted to look at pay and benefits for Councilmembers as it has been
several years since this was considered. Councilmember Pignataro stated that the Election Code
Committee is reviewing several issues required to go on the ballot, and this would need to be
considered considering other decisions.
Councilmember Pignataro asked Ryan if he knew when the Election Code Committee recommendations
would come before Council. Ryan stated that it would go before the Election Code Committee in
January, where they will discuss if they want it to go before the full Council and if so, it would be a
February Work Session.
Councilmember Pignataro suggested that she and Teresa sit down to create two possible timelines.
Teresa suggested she outline what is known, what might be the 2022 calendar for the performance
management cycle, and propose dates for other projects.
Councilmember Pignataro stated that all Council direct reports are outlined in the Charter and would
need to go on the ballot. Ryan confirmed this. Teresa explained that the discussion about support could
be independent of the Election Code Committee.
She also stated the reporting structure could be to the City Manager.
Councilmember Pignataro asked how often the Committee would be meeting. Teresa stated that it
would be easier to have a regular monthly meeting and asked if that would work for everyone.
Councilmembers Peel and Gutowsky agreed that it would. The committee decided to meet on the 3rd
Monday of every month from 3:30 to 4:30 p.m., with any meetings falling on a holiday being moved to
Tuesday.
Teresa stated that she and Councilmember Pignataro would map out a project plan in preparation for
the January meeting.
Teresa asked for feedback on the review process for the Council-appointed employees. Councilmember
Gutowsky stated that she enjoyed her time with Regina and said she found her to be very perceptive,
engaging, and she liked the way Regina summarized what she said. She further explained that she did
not feel the previous consultant heard what she said and reflected it accurately.
Councilmember Peel stated she thought the questions could have been better. She shared that Regina
told her that not all Councilmembers filled out the questions. She asked if the questions were necessary
or if Councilmembers should just come prepared with what they want to evaluate. She stated she did
not see much value in having the facilitator there the night of the evaluations other than having
someone there to ask the questions.
Teresa stated that Mayor Arndt felt like she could be a participant as she did not have to be the
facilitator.
Councilmember Pignataro stated that she feels similar to Councilmember Peel and Gutowsky. She
explained that there were quite a few typos in one of the write-ups, but it was not a huge issue. She,
too, was curious why there was a facilitator initially but found value in the facilitator taking notes.
Councilmember Gutowsky asked Teresa's impression. Teresa felt that Regina heard the Councilmembers
well, though she was aware of one discrepancy stated by a Councilmember.
Gutowsky asked if we would do another RFP or give it another try. Teresa stated that because she is
hearing from most of the Council that they were satisfied, she would encourage another year with CPS-
HR with some coaching; however, she wants to check with the two Councilmembers she has not spoken
to yet.
Councilmember Peel stated three different jobs, and the questions were not tailored to the jobs or
designed to solicit good feedback. Teresa explained that the questions used to be customized, and the
previous ad hoc Committee wanted to establish a common set of questions applicable to all three
employees. Teresa believes it can be a "both and" allowing this committee an opportunity to suggest
revisions before the 2022 annual evaluations are conducted.
Teresa stated that as an effective leadership practice, Council's employees need to what their
performance will be measured on for their evaluations.
Councilmember Gutowsky asked if the Committee's work will be updating the information in our peer
cities. Teresa stated that unless extenuating circumstances exist, such as in 2021, a market analysis on
salaries and other cash benefits is done annually. The plan is to do a more comprehensive review of
total compensation every two years.
The next meeting falls on a holiday. The Committee suggested meeting on Tuesday, January 18, before
the council meeting.
Next Meeting: January 18 – 3:30 – 5:00 p.m.
Meeting adjourned at 4:41 p.m.
www.ColoradoEPIC.org
City of Fort Collins:
Child Care Benefit Exploration
Update for Feedback, December 9, 2021
Prepared by Kate Kalstein & Leah Weatherman
www.ColoradoEPIC.org
Project Overview
EPIC will provide the City of Fort Collins research, planning, and facilitation
support in order to explore and identify child care opportunities to enhance
community wellbeing and provide targeted support to city employees.
Through this support, EPIC will develop a comprehensive analysis report of
feedback and specific strategies/project models to reveal opportunities to
provide support to the community and city employees for child care.
Primary project support to the City of Fort Collins exploration will be
provided by Kate Kalstein and Leah Weatherman from August 2021 -
January 2022.
December 2021 Update 2
www.ColoradoEPIC.org
Project Update
August Project Launch, Introductions and Information Gathering
September
& October Research and Interviews for Additional Insight
•Employee survey offered (538 responses) and initial analysis of employee feedback
•Additional info gathering at September and October Caregivers’ Alliance meetings
•Additional information gathering through individual and small group interviews including Executive
Leadership Team Zoom Drop In Hours (5 hours offered)
•Total individual interviews: 25
November Collaborative Problem Solving Conversations and Report Drafting
December Report Drafting with Strategic Tools and Stakeholder Feedback
January Report Presentation and Facilitated Conversations
Reflection, Refinement and Improvement
Closing Communications
City of Fort Collins: Child Care
Benefit Exploration Project
3
www.ColoradoEPIC.org
Report Outline
1.Intro: What is the report? Why is it important?
2. Community Overview, Data and Employee Demographics
3. Early Childhood Overview including workforce and provider information
4.Climate for Partnership for the City of Fort Collins
including cast of organizational partners
5. Current Resource Opportunities to support families and providers
6. Child Care Support Models of Promise (Benefit Opportunities)
(including reference to EPIC Employer Toolkit)
December 2021 Update 4
www.ColoradoEPIC.org
Priority Considerations
City employees, partner organizations and City leadership all noted that ideally the new offering will respond to a well
understood and specific need while balancing sustainability (the solution will be long-term if not permanent).
Any enhancements or new child care benefits should offer mixed delivery or otherwise incorporate parent choice as an
element of the offering. City provided support and benefit opportunities should also be available to support schedule
flexibility. Many city employees are unable to maintain a consistent child care schedule from one week to the next.
Schedule flexibility should be a high priority including blending funds to enable child care providers to extend the hours
care is available, ensuring across the community there are child care programs with early morning, late evening and
weekend availability as well as emergency child care where on-demand child care can be obtained when community
members are unable to commit to specific times/schedules in advance.
Another priority emerged relative to high need children and a strong desire to ensure that child care capacity is
available for those who may also require specialized services or professional competencies to support the child.
Finally, the fourth priority that emerged from employee and partner feedback noted the desire to ensure that any and all
efforts to enhance the child care benefits available to City employees support the highest quality early childhood
services across the community. Opportunities to further enhance the quality of child care opportunities within the
community should be prioritized over opportunities that may add slots or capacity within the community without intentional
support to enhance the quality of child care available to City employees.
December 2021 Update 5
www.ColoradoEPIC.org
Priorities for Continued Exploration
•Roles for various partners within the ecosystem,
especially opportunities aligned to the role of the City
•Areas of control and impact (practicality check)
•Disparity for parents/caregivers vs non-parent employees and
imbalance in benefit opportunities
•Disparities for staff onsite/in the community vs those who can work
flexibly/from home
•Overall City staffing model/coverage within departments to allow
foundation for flexibility (workload)
December 2021 Update 6
www.ColoradoEPIC.org
DRAFT ----
Framework for Models of Promise
1. Is it the role of the City to provide/support?
2. Cost to City of Fort Collins as well as other partners
3. Number of employees supported and children served
4. Does the opportunity suppor t a high need population?
(marginalized, gap in provider/service network, disability, other)
5. Sustainability index (rate from one and done to self sustaining)
6. Alignment with other City of Fort Collins projects/priorities
December 2021 Update 7
www.ColoradoEPIC.org
Child Care Support Models of Promise
(Benefit Opportunities)
1. Increase access to quality child care
a. Possibility to partner with other employers/organizations to offer priority enrollment
b. Targeted support to home based providers including exploration of Family Child Care Network/Co-op
(and other admin/shared services supports)
c. Targeted support to enhance workforce of early childhood professionals
d. Pilot opportunities to increase access to highest quality: rural area, multigenerational model
e. Purchase child care space to ensure availability of capacity for high need families
2. Support to Ensure Affordability
a. Advocacy opportunity to develop sustainable funding within community
b. Support existing child care to maintain sustainable business models
3. Policies and Procedures to Cultivate a Family Friendly Environment
a.Care for employee well being seen as high priority including consistent identification of degree of
flexibility for all positions (leadership support to provide flexibility as possible) and address current
practices regarding “out of office” (regularly not respected/scheduled over)
b. Examination of staffing levels across all departments to recognize ideal staffing, vacancies, and how
to ensure flexibility can be practiced (including prioritization of workload if understaffed)
c.Real estate audit to identify available space to support community needs: What spaces could be
available to community partners?
December 2021 Update 8
www.ColoradoEPIC.org
STAY TUNED for report drafts
soon...
2023-2024 BFO Performance Management Cycle Compensation Projects in 2022 Compensation Policy Committee
Child Care Presentation Tuesday, January 18
Tuesday, February 22
Process Overview on BFO Potential Internal Compensation Analysis Monday, March 21
Q1 Check In April 5 and 19 Monday, April 18
Monday, May 16
Updated Council Pay and Benefits Analysis Tuesday, June 21
Q2 Check In/Mid Year July 19 Monday, July 18
Review revisions for Annual Review Process Monday, August 15
Monday, September 19
Monday, October 17
Monday, November 21
Open and Step Level Pay Ranges Review Monday, December 19
*Employment Contract for CM March/April
BFO assumptions with CFC in April or
May
1) Benefits/Salary Assumptions for Talent Costing for
BFO; 2) Cost of Living Analysis 3) Possible Preliminary
Update on Pay Equity Study
Q3/4/ Annual November 15 for Dialogue; 12/6
Market Analysis; 12/20 Salary Discussion
Updated Council Appointed Employees Benefits
Analysis*