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HomeMy WebLinkAboutAgenda - Mail Packet - 8/22/2023 - Compensation Policy Committee Agenda – August 21, 2023 Human Resources 215 N. Mason Street Fort Collins, CO 80522 970.221.6535 AGENDA Compensation Policy Committee August 21, 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 June 20, 2023 • Discussion Items: o Review New Format for Retirement Information o Review Annual Performance Evaluation Process and Timeline • 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 • June 2023: Innovest Retirement Market Analysis for Council Appointed Employee Retirement 2023 Meeting Topics • Equitable compensation practices • Hourly employee leave benefits • Impact of Council pay increase on interested candidates Bike Rack Issues • Council onboarding 2023 • High-performing cities selection process Next Scheduled Meeting: October 16 Hourly Employee Leave Benefits 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 June 20, 2023, 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; Carrie Daggett, City Attorney; Jenny Lopez-Filkins, Senior Assistant City Attorney; Kelley Vodden, Director of Compensation, Benefits and Wellbeing; Gretchen Schiager, Executive Administrative Assistant Guests: Jared Martin and Kyli Soto, Innovest The Compensation Policy Committee meeting was held on June 20, 2023. The Councilmembers and Teresa Roche met in the Peak Conference Room at City Hall, and all other attendees joined virtually through a Zoom webinar. Agenda • Call Meeting to Order • Approve Minutes from December 19, 2022 • Discussion Items: o Innovest Market Analysis for Council-Appointed Employee Retirement • Adjournment Next Meeting: August 21 Councilmember Pignataro called the meeting to order at 3:34 p.m. Councilmember Gutowsky motioned to approve the December 19, 2022, minutes. Councilmember Peel seconded the motion. The minutes were approved unanimously. Innovest Market Analysis for Council-Appointed Employee Retirement Ms. Roche introduced the Innovest team and explained that the Committee is being introduced to this information for their feedback and recommendations before it goes to the full Council. Mr. Martin began his presentation with a review of some helpful retirement terms. Councilmember Pignataro commented that she was unaware one could opt out of Social Security. Mr. Martin clarified that in doing so, one could not collect Social Security. He noted some Cities opt out of Social Security for executives in favor of a plan such as PERA. Mr. Martin discussed his observations and takeaways from the analysis of the survey data. He noted the importance of defining whether the goal of the research is to examine contribution rates or retirement readiness. He explained the difficulty in benchmarking retirement benefits due to the wide variation in their structure. He pointed out that half of the Colorado markets surveyed do not have an executive plan separate from the general employees’ retirement plan. Councilmember Pignataro expressed interest in comparing the City’s contribution to the general employee retirement and executive plans. Mr. Martin reviewed the market data tables. Councilmember Pignataro commented that most of the peer Cities seem to have executive plans and wondered whether it is a competitive move to have an executive plan. She inquired whether cities have changed from having an executive plan to not having one or vice versa. Mr. Martin responded that he did not detect a theme, but it appeared to be a point of negotiation. Councilmember Peel wondered whether an executive plan allows more negotiation. Mr. Martin said the law prohibits companies from excluding employees from retirement plans while only offering them to executives, but that law does not apply as much to the government sector. Mr. Martin closed by offering to segment the data in other ways that would be meaningful and providing some key takeaways and potential next steps. • Determine the main focus: Inputs (Total retirement contributions) versus Outputs (Retirement readiness). • Increasing both employer and employee-mandated contributions would be a benefit to encourage retention. • If each executive wanted to contribute a different amount, individual 401a plans could be an option. • Adding a retiree health care plan would be a tax advantage going in and coming out and could be offered for executives or all employees. The Committee discussed various approaches to presenting this information to Council. There was a suggestion to meet with the Councilmembers who initiated this research to understand what they were seeking before the November conversation. Councilmember Pignataro suggested including this information in the next Council packet. Ms. Roche proposed reporting that the Committee has reviewed and discussed the analysis and recommends simplifying the data to include total inputs to compare. Questions, feedback, and other next steps will be solicited from Council. Councilmember Pignataro is of the opinion that the executives should have the same plan as all employees. Ms. Roche clarified that the executive plan is not just for the Council-appointed employees but also includes Service Area directors, deputy directors, and other City executives. A change of that nature would be a big undertaking, and recommended waiting for the new Council in January to determine whether to expand this project to that degree. Councilmember Peel expressed a need to educate Council on the retirement plan structure for future hires. Councilmember Pignataro added it would be helpful for all of Council to know the input for new hires. Ms. Roche added that it should be clarified for future hires whether the retirement plan is a fixed package or a negotiation. Councilmember Pignataro said this would be a good topic for the new Committee in January. The meeting was adjourned at 4:31 p.m. City of Fort CollinsBenchmark of Retirement Plan Contributions and Benefits ProjectPresented by Innovest Portfolio SolutionsJune 2023 © 2023 Innovest Portfolio Solutions, LLC 2Helpful Retirement Term References• Defined Contribution Retirement Plan – allows employees to contribute and invest in funds and      other securities over time to save for retirement• Defined Benefit Retirement Plan –also known as a Pension, provides a promise to pay a specified payment amount in retirement•Social Security Component – it’s important to note that not all public entities pay into social security. Some plans may be designed to be a social security replacement plan• Retiree Health Component – entities may offer Retiree Health Reimbursement Accounts, Retirement Heath Savings Plans, or Post‐Employment Health Plans, designed to provide assistance with medical expenses, funded by the employer during employment• Eligibility –an employer may set parameters around when a participant can start in a plan. If eligibility is anything other than Immediate, than there are certain requirements to be met before entry.•Vesting Schedule – dollars contributed by the employee are always 100% owned by the participant. Employer contributed dollars (sometimes referred to as a Match) may require a certain amount of time to pass before a participant fully owns those assets. If the vesting is anything other than 100% immediate, then there is a waiting period before the participant owns, and thus, is allowed to move, those assets. © 2023 Innovest Portfolio Solutions, LLC 3Observations & Takeaways•Define Goals‐Are we looking at Total Inputs or Retirement Readiness of Employee?•Hard to Benchmark‐as the Retirement benefits structure vary widely from each entity.•The National Cities have a very different structure than the Colorado entities (Most are Defined Benefit focused).•Most Colorado Plans require an Employee contribution into 401.•Total Contributions into Retirement for FC Execs are 28.4% (Including 401, 457 Match, and Social Security)•Half of the Colorado plans do not have an executive plan separate from the General Employees’ plan © 2023 Innovest Portfolio Solutions, LLC 4Annual/ Retention BonusYear of Last IncreaseSalaryVesting Schedule (Years)Total Contri‐butions1MatchEligibilityRetiree HealthcareDefined Benefit AvailableSocial SecurityEmployee%Employer%Plan TypeSpecific PlanLocal Entity2022$305,325Immediate28.4%3%Immediate NoNoYes0%10%401aExec. PlanFort Collins, CO2022$260,000Immediate19% + $25,000Exec ~ $25,000Immediate YesNoNo8%11%401aExec. MatchArvada, CO$26,940 2021$269,402332.4% + $15,000 +$244/moHealthcare~$15,000Immediate $244/moNoYes10%10%401aExec. PlanAurora, CO2022$290,000522%NoImmediate NoNoNo8%14%401aExec. Plan2Boulder, CO2022$267,738524% + HealthcareNoImmediate YesNo/ FrozenYes6%6%401aNoBroomfield, CON/A516% + HealthcareNoImmediate YesNoYes8%8%401aExec. Plan2Colorado Springs, CON/A 526.45%N/AImmediate NoDERPYes8.45%18%DBNoDenver, CO2022$260,740526.4%2%Immediate NoNoYes4%6%401kNoGreeley, CO2022$280,259524% + HealthcareNoImmediate YesNoNo11%13%401aNoLakewood, CO2022$245,000528.4% + HealthcareNoImmediateYesNoYes8%8%401aNoLarimer County, CO525.4%~$11,250Immediate NoNoYes5%8%401aExec. MatchLittleton, CO$60,0002022$289,176326%NoImmediate YesYesNo6%5%401aNoLongmont, CO 32022$217,587324.4%No6 monthsNoNoYes3%9%401aNoLoveland, CO$2,4242021$290,000533%1%Immediate YesNoYes 12.6%8%401aExec. PlanThornton, CO2022$240,890522.45%NoImmediate Part of 401hNoNo11%11.25%401aNoWestminster, COPublic Entity Comparisons - City ManagerItalicsare cities with a strong mayor‐council form of government.1 Total Contributions into Retirement assumes the Employer and Employee contribution, plus the match (assuming they take advantage of it) and Retiree Healthcare2 Can choose between/either the Statewide Defined Benefit Plan or the Executive 401a Plan.3 Longmont Retention Bonus of $40k given if employed end of 2023 and $20k given if employed end of 2024. © 2023 Innovest Portfolio Solutions, LLC 5Annual/ Retention BonusYear of Last IncreaseSalaryVesting Schedule (Years)MatchEligibilityRetiree HealthcareDefined Benefit AvailableSocial SecurityEmployee %Employer%Plan TypeSpecific PlanNational EntityUnknown$310,670Immediate$8,000Immediate Yes‐20 yearsYes Yes0%Max401aExec. PlanMesa, AZUnknown$257,178 3NoImmediate YesNoYes7.5%15%401aYesAnn Arbor, MI$5,5962021$291,000 ImmediateNoImmediate YesYesNo5%5%401aExec. PlanAnaheim, CAUnknown$242,694 5NoImmediate NoYesYes6%12.1%State DBAsheville, NC2022$280,000 5NoImmediate NoYesYes6%12.1%State DBGreensboro, NC$35,4182021$299,655 ImmediateNoImmediate NoYesNo0%6%401aExec. PlanHayward, CA2022$268,224 ImmediateNoImmediate YesYesNo8%8%401aExec. PlanOklahoma City, OK$34,5332021$366,680 5NoImmediateYesYesNo0%75% of Max401aYesPalo Alto, CA$67,7072021$386,502 ImmediateNoImmediateYesYesNo0%10%401aExec. PlanSacramento, CA2022$340,000 ImmediateNoImmediateNoYesNo5%5%401aExec. PlanSanta Monica, CA2022$247,561 ImmediateDeferred MatchImmediateNoYesNoElective5%401kExec. PlanTallahassee, FLUnknown$270,001 5NoImmediate NoYesYes6%12.1%State DBDurham, NCUnknown$302,713 ImmediateDROPImmediate NoYesNo5%5%401aExec. PlanIrving, TXUnknown$211,912 5NoImmediate NoYesYes6%12.1%State DBWilmington, NCUnknown$333,709 ImmediateNoImmediate YesYesNo5%5%401aExec. PlanPlano, TX2022$380,393 5DROPImmediate YesYesNo10%12%DBAustin, TX2020$218,000 ImmediateNoImmediate NoYesNo5%5%DBExec. PlanEugene, ORUnknown$204,091 ImmediateNoImmediate NoYesYes0%$20,000401aExec. PlanNaperville, ILPublic Entity Comparisons- City Manager © 2023 Innovest Portfolio Solutions, LLC 6Annual/ Retention BonusYear of Last IncreaseSalaryVesting Schedule (Years)MatchEligibilityRetiree HealthcareDefined Benefit AvailableSocial SecurityEmployee%Employer%Plan TypeSpecific PlanLocal Entity2022$222,244Immediate4.5%Immediate NoNoYes0%10%401aExec. PlanFort Collins, CO$9,5282022$212,000ImmediateExec ~ $25,000Immediate YesNoNo8%11%401aExec. MatchArvada, CO$18,3932020$183,9353~$15,000Immediate $244/moNoYes10%10%401aExec. PlanAurora, CO2022$245,0005NoImmediate NoNoNo8%14%401aExec. Plan*Boulder, CO2022$224,0995NoImmediate YesNo/ FrozenYes6%6%401aNoBroomfield, CO5NoImmediate YesNoYes8%8%401aExec. Plan*Colorado Springs, CO$216,061 5N/AImmediate NoDERPYes8.45%18%DBNoDenver, CO2022$235,11252%Immediate NoNoYes4%6%401kNoGreeley, CO2022$218,4005NoImmediate YesNoNo11%13%401aNoLakewood, CO2022$208,1975NoImmediateYesNoYes8%8%401aNoLarimer County, CO5~$11,250Immediate NoNoYes5%8%401aExec. MatchLittleton, CO$45,0002022$245,5033NoImmediate YesYesNo6%5%401aNoLongmont, CO**2022$190,0083No6 monthsNoNoYes3%9%401aNoLoveland, CO2022$222,25551%Immediate YesNoYes 7.6%7.6%401aExec. PlanThornton, CO2022$238,9605NoImmediate Part of 401hNoNo11%11.25%401aNoWestminster, COPublic Entity Comparisons - City AttorneyItalics are cities with strong mayor‐council form of government.*  Can choose between/either the Statewide Defined Benefit Plan or the Executive 401a Plan**Longmont Retention Bonus of $30k given if employed end of 2023 and $15k given if employed end of 2024. © 2023 Innovest Portfolio Solutions, LLC 7Annual/ Retention BonusYear of Last IncreaseSalaryVesting Schedule (Years)MatchEligibilityRetiree HealthcareDefined Benefit AvailableSocial SecurityEmployee %Employer%Plan TypeSpecific PlanNational EntityUnknown$245,709Immediate$9,000Immediate Yes‐20 yearsYes Yes11%11%401aExec. PlanMesa, AZUnknown$166,074 5NoImmediateYesYesNo7.5%15%401aYesAnn Arbor, MI$7,8002021$274,662 ImmediateNoImmediateYesYesNo5%5%401aExec. PlanAnaheim, CA2022$204,084 5NoImmediateNoYesYes6%12.1%State DBAsheville, NC2022$213,283 5NoImmediateNoYesYes6%12.1%State DBGreensboro, NC2021$239,450 ImmediateNoImmediateNoYesNo0%6%401aExec. PlanHayward, CA2022$215,982ImmediateNoImmediateYesYesNo8%8%401aExec. PlanOklahoma City, OK$18,3162021$322,8175NoImmediateYesYesNo0%25% of Max401aYesPalo Alto, CA2021$312,488 ImmediateNoImmediateYesYesNo0%10%401aExec. PlanSacramento, CA2022$320,136ImmediateNoImmediateNoYesNo5%5%401aExec. PlanSanta Monica, CA2022$225,640 ImmediateDeferred MatchImmediateNoYesNoElective5%401kExec. PlanTallahassee, FLUnknown$223,890 5NoImmediateNoYesYes6%12.1%State DBDurham, NCUnknown$256,797 ImmediateDROPImmediateNoYesYes6%11%401aExec. PlanIrving, TXUnknown$127,096 5NoImmediateNoYesNo6%12.1%State DBWilmington, NC2020$234,936 ImmediateDROPImmediateYesYesNo0%5%401aExec. PlanPlano, TXPublic Entity Comparisons- City Attorney © 2023 Innovest Portfolio Solutions, LLC 8Annual/ Retention BonusYear of Last IncreaseSalaryVesting Schedule (Years)MatchEligibilityRetiree HealthcareDefined Benefit AvailableSocial SecurityEmployee%Employer%Plan TypeSpecific PlanLocal Entity2022$185,000Immediate3%Immediate NoNoYes0%10%401aExec. PlanFort Collins, CO2022$190,000ImmediateExec ~ $25,000Immediate YesNoNo8%11%401aExec. MatchArvada, CO$18,3932021$183,9353~$15,000Immediate $244/moNoYes10%10%401aExec. PlanAurora, CO2022$179,4195NoImmediate NoNoNo8%14%401aExec. Plan*Boulder, CO2022$173,0575NoImmediate YesNo/FrozenYes6%6%401aNoBroomfield, CO5NoImmediate YesNoYes8%8%401aExec. Plan*Colorado Springs, COUnknown$191,445 5N/AImmediate NoDERPYes8.45%18%DBNoDenver, CO2022$184,30952%Immediate NoNoYes4%6%401kNoGreeley, CO5NoImmediate YesNoNo11%13%401aNoLakewood, CO5NoImmediateYesNoYes8%8%401aNoLarimer County, CO5NoImmediate NoNoYes5%8%401aExec. MatchLittleton, CO2022$175,4313NoImmediate YesYesNo6%5%401aNoLongmont, CO2022$161,6413No6 monthsNoNoYes3%9%401aNoLoveland, CO2023$194,94051%Immediate YesNoYes 6%7.6%401aExec. PlanThornton, CO2022$177,6755NoImmediate Part of 401hNoNo11%11.25%401aNoWestminster, COPublic Entity Comparisons – Chief Judge*Can choose between/ either the Statewide Defined Benefit Plan or the Executive 401a Plan. © 2023 Innovest Portfolio Solutions, LLC 9Takeaways & Next Steps• Need to decide what the main focus is: Inputs (Total retirement contributions) versus Outputs (Retirement readiness)•Consider increasing both Employer and Employee Mandated contributions•Could possibly create a separate plan for the executives in addition to the current plan structure•Could possibly add a Retiree Healthcare plan for this employee group  © 2023 Innovest Portfolio Solutions, LLC 4Annual/ Retention BonusYear of Last IncreaseSalaryVesting Schedule (Years)Total Contri‐butions1MatchEligibilityRetiree HealthcareDefined Benefit AvailableSocial SecurityEmployee%Employer%Plan TypeSpecific PlanLocal Entity2022$305,325Immediate28.4%3%Immediate NoNoYes0%10%401aExec. PlanFort Collins, CO2022$260,000Immediate19% + $25,000Exec ~ $25,000Immediate YesNoNo8%11%401aExec. MatchArvada, CO$26,940 2021$269,402332.4% + $15,000 +$244/moHealthcare~$15,000Immediate $244/moNoYes10%10%401aExec. PlanAurora, CO2022$290,000522%NoImmediate NoNoNo8%14%401aExec. Plan2Boulder, CO2022$267,738524% + HealthcareNoImmediate YesNo/ FrozenYes6%6%401aNoBroomfield, CON/A516% + HealthcareNoImmediate YesNoYes8%8%401aExec. Plan2Colorado Springs, CON/A 526.45%N/AImmediate NoDERPYes8.45%18%DBNoDenver, CO2022$260,740526.4%2%Immediate NoNoYes4%6%401kNoGreeley, CO2022$280,259524% + HealthcareNoImmediate YesNoNo11%13%401aNoLakewood, CO2022$245,000528.4% + HealthcareNoImmediateYesNoYes8%8%401aNoLarimer County, CO525.4%~$11,250Immediate NoNoYes5%8%401aExec. MatchLittleton, CO$60,0002022$289,176326%NoImmediate YesYesNo6%5%401aNoLongmont, CO 32022$217,587324.4%No6 monthsNoNoYes3%9%401aNoLoveland, CO$2,4242021$290,000533%1%Immediate YesNoYes 12.6%8%401aExec. PlanThornton, CO2022$240,890522.45%NoImmediate Part of 401hNoNo11%11.25%401aNoWestminster, COPublic Entity Comparisons - City ManagerItalicsare cities with a strong mayor‐council form of government.1 Total Contributions into Retirement assumes the Employer and Employee contribution, plus the match (assuming they take advantage of it) and Retiree Healthcare2 Can choose between/either the Statewide Defined Benefit Plan or the Executive 401a Plan.3 Longmont Retention Bonus of $40k given if employed end of 2023 and $20k given if employed end of 2024.