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HomeMy WebLinkAboutAgenda - Mail Packet - 4/18/2023 - Memorandum From Teresa Roche Re: Materials For April 17 Council Compensation Committee Meeting Human Resources Department 215 N. Mason, 2nd Floor Fort Collins, CO 80522 970.221.6535 Date: April 13, 2023 To: Mayor and City Councilmembers From: Teresa Roche, Human Resources CC: Kelly DiMartino, City Manager RE: Materials for April 17 Council Compensation Committee Meeting ____________________________________________________________________________ I hope all are well. Attached to this memo are the following: • The agenda for Monday, April 17, 3:30 pm to 4:30 pm Zoom meeting for the Council Compensation Committee meeting. • The draft minutes from the December 19, 2022, Compensation Committee meeting. You will note that the meeting topic on Monday is previewing the Innovest market analysis for retirement plans for the Council-appointed employees. The Council requested this analysis in late 2022 for more accuracy in the data and peer comparisons. Innovest is finalizing their presentation, and I will send it via email when I receive it. Monday’s preview will guide us on whether more work is needed before the 2023 analysis is complete. There is an optional Council development session with ILG’s Jen Volmer and Anne McCord on “giving feedback” on Monday, May 15, from 4:00 to 5:00 pm in the Colorado River Room. We will also host a second session on Zoom at the request for those unable to attend the May 15 session. If you have any questions, please let me know. TR Human Resources 215 N. Mason Street Fort Collins, CO 80522 970.221.6535 AGENDA Compensation Policy Committee April 17, 2023, 3:30 p.m. MDT Zoom Meeting +1 720 928 9299 Call In Meeting ID: 924 6972 2781 https://fcgov.zoom.us/j/92469722781 This information is available in Spanish or other language at no cost to a person who would like this information translated to or communicated in Spanish or other language. Please call 416-4254 or email titlesix@fcgov.com to make a request for information in other languages. Esta información está disponible en español u otro idioma, sin costo para la persona que le gustaría esta información traducida o comunicada en español u otro idioma. Favor llame al 416-4254 o envíe un correo electrónico a titlesix@fcgov.com para solicitar información en otros idiomas. Auxiliary aids and services are available for persons with disabilities. TTY: Please use 711 to call 970.416.4254. Committee Members: Councilmember Susan Gutowsky, District 1 Councilmember Julie Pignataro, District 2, Chair Councilmember Shirley Peel, District 4 City Staff Members: Teresa Roche, Human Resources Executive Carrie Daggett, City Attorney Kelley Vodden, Director, Compensation, Benefits and Wellbeing Gretchen Schiager, Executive Administrative Assistant • Call Meeting to Order • Approve Minutes from December 19, 2022 • Discussion Items: o Innovest Market Analysis for Council Appointed Employee Retirement • Adjournment Past Meeting Topics • December 2021: Committee Identifies 2022 Schedule of Topics and Meeting Cadence • January 2022: Highlights from Child Care Benefits Exploration Study • February 2022: Discuss updated analysis on Council Pay and Benefits • March 2022: Review of the performance management process for Council appointed employees • April 2022: Review updated Council pay and benefits analysis • May 2022: Cost of Living Analysis • July 2022 Performance Management Process • August 2022: Performance Management Process Continued • October 2022: Final Plan for Annual Evaluation and Market Analysis • December 2022: Debrief Annual Evaluation Process, Plan for 2023 2023 Meeting Topics • Retirement analysis for Council- Appointed Employees • Equitable compensation practices • Hourly employee leave benefits • Impact of Council pay increase on interested candidates • High-performing cities selection process Bike Rack Issues • Council onboarding 2023 Next Scheduled Meeting: June 20 {Please note this is a Tuesday due to the Juneteenth City holiday on Monday.) 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. Compensation Policy Committee December 19, 2022, 3:30 – 4:30 p.m. Meeting Minutes Members in attendance: Councilmember Susan Gutowsky, Councilmember Shirley Peel, Councilmember Julie Pignataro Staff in attendance: Teresa Roche, Human Resources Executive; Jenny Lopez-Filkins, City Attorney; Kelley Vodden, Director of Compensation, Benefits and Wellbeing; Rupa Venkatesh, Assistant City Manager; Gretchen Schiager, Executive Administrative Assistant The Compensation Policy Committee meeting was held virtually on December 19, 2022, through a Zoom webinar. Agenda • Call Meeting to Order • Approve Minutes from October 17, 2022 • Discussion Items: o Debrief the Annual Evaluation Process o Overview of December 20 Consent Item o A Year in Review and 2023 Plan for Committee • Adjournment Councilmember Pignataro called the meeting to order at 3:32 p.m. Councilmember Gutowsky motioned to approve the October 17, 2022, minutes. Councilmember Peel seconded the motion. The minutes were approved unanimously. Debrief the Annual Evaluation Process Ms. Roche reviewed changes made to the process this year and asked for feedback. Overall, the Committee liked the process and appreciated the opportunity to meet with the consultants in advance. They had confidence in the expertise of the consultants (ILG Strategic Services) and felt they were good facilitators. They said the interviews with the consultants complemented the online survey and did not seem duplicative. The questions were open-ended and not leading. They commented that the summaries were accurate and were compiled fairly and objectively. They saw value in having the perspectives of the employee, their direct reports, and the Council. They appreciated that all three employees had the same questions and that the discussions were in- depth and insightful. The Council and direct reports seemed to be aligned, which was affirming. In one case, the members mentioned a glitch with a misinterpretation of the survey. Ms. Roche will clarify the instructions next time. The members appreciated having the market analysis to inform salary decisions and liked the process for the salary ordinances. Having no discussion from the dais was a positive change. Ms. Roche acknowledged the absence of reliable retirement data but said she would work with an external partner to perform an in-depth analysis to enable a more accurate comparison in the future. A member pointed out that the City Attorney's salary is in the 10th percentile nationally and expressed concern about the impact that might have on future recruitment. There was a question about whether raises were based on market or performance. Ms. Roche explained that the market dictates the salary range, and performance determines where in the range the salary should fall. Ms. Roche summarized the feedback, saying it was a solid process with the right consultants, and going forward with them will make next year easier. She reported receiving feedback from two employees that the process was solid and the summary was thorough and constructive. The mayor also provided positive feedback on the process and the consultants. Ms. Roche asked whether the members thought they had sufficient time to consider their decisions after receiving the data and during the executive session, and they said it was adequate. Councilmember Pignataro thanked Ms. Roche for all her work throughout the process. Overview of December 20 Consent Item Ms. Vodden explained that the purpose of the Nationwide resolution is to restate the adoption agreements and align our procedures with our governing documents. A recent internal audit revealed discrepancies between City policy and the Nationwide governing documents resulting from our transition to Nationwide. This resolution is an administrative cleanup and has no budgetary impact. The Year in Review Ms. Roche reviewed the Committee's accomplishments since being formed last year. The highlights included: • The Committee was the first to hear the highlights from the childcare benefits exploration study. • The Committee shaped the market analysis on Council pay and benefits in February, and the ballot passed in November. • The Committee initiated changes to the performance management system that was implemented for this year's annual evaluation process. • The Committee reviewed the cost of living analysis, which was used as context for the City's 2023-2024 budget. • The Committee's discussions last December and January focused on Council support, ultimately shaping Rupa and Sarah's roles. Councilmember Pignataro recognized these accomplishments and shared her appreciation for Staff support. 2023 Plan for the Committee The members and Ms. Roche compiled a list of what they would like to work on in the coming year: • Understand how high-performing peer cities were chosen and consider whether changes are needed in the process or the list. • Look for opportunities to work with the Equity Office on compensation practices. • Follow the impact of the Council pay increase on the field of candidates. • Weigh in on the retirement analysis for direct reports. • Provide comments on plans to close the gap between FAMLI and benefits for hourly employees. • Schedule meetings every two months beginning in February, but only meet when needed. Consider the timing of decisions that need to be made. Councilmember Gutowsky praised Rupa for bringing her finesse to significant issues like Library Park and thanked her for being part of the Council team. Next Meeting: February (TBD) The meeting was adjourned at 4:30 p.m.