City Council Agenda Packet 09-14-2015 SpecialAGENDA
SPECIALWORKSHOPMEETING–MONTICELLOCITYCOUNCIL
Monday,September14,2015–5:00p.m.
MonticelloCommunityCenter
Mayor:BrianStumpf
CouncilMembers:CharlotteGabler,LloydHilgart,TomPerrault,GlenPosusta
Others:WayneOberg,JeffO’Neill,DepartmentHeads
1.CalltoOrder
2.PurposeofWorkshop:PresentationofDepartmentBudgets
3.Adjournment
Community Center
Something Fun For Everyone!
65,204
44,689
42,542
18,377
2,193 4,700
PROGRAM REVENUE
Swim Lessons Fitness Classes Friendship Island
Leagues Farmer's Market Misc Other
Programming will be the best way for
MCC to increase its revenue without
having to raise our rates every year.
Friendship Island, Swim Lesson and
Fitness Classes are our revenue leaders.
These type of large programs require a
lot of planning and follow up. We will be
requesting an employee to do
programming in 2017.
Community Events Schedule
January
Great Weight Rebate
100 Mile Club
February
Winter Block Party
March
Pool of Gold
March Madness 5K (S)
April
Pool Egg Hunt
May
Community Garden
Opens
June
Walk N Roll (S)
Movie in the Park (S)
July
RiverFest Block Party
Movie in the Park (S)
August
Movie in the Park (S)
September
Blazin Thru Bertram
(S)
Oktoberfest
October
Kiddie Halloween
Parade (S)
Downtown Trick or
Treat
November December
Home for the
Holidays (S)
Skate with Santa
Most of our requests are maintenance requests:
•Beginning annual door replacement 2-3 per year at $1,500 per door.
•New compressor for Ice Machine up to $7,500
•Re -grout men’s and women’s restroom, up to $5,000
In our Capital Improvement Plans for 2017
•Splash Park (?)
•New roof on a portion of the building
•Mechanical Improvements for Fitness Center
•Add on to the Romp n Stomp Indoor Play Structure
LOOKING TO THE FUTURE
2018
Re -do the Diamond Brite Surface on the Pool
Replace the play structure in the pool
Resurface the Walking Track
The Advisory Board is also looking at what might be
able to go in the South West corner of the building
that used to house the skate/bike park. Any ideas?
Human Resources
2016 Budget Presentation
Mission Statement
To provide effective Human Resource Management by developing and implementing policies,
programs and services which contribute to the attainment of City and employee goals by:
Properly balancing the needs of the employees and the needs of the City.
Ensuring a diverse workforce in a safe and discrimination/harassment free environment by:
maintaining compliance with employment laws and government regulations; providing
management and employee training; and developing policies and procedures.
Providing training and development in areas of: effective leadership and career development of
employees; employment law and government regulation, and litigation avoidance.
Hiring the most qualified employees by: pre-planning staffing needs; ensuring an effective
internal interview process; identifying the best and most cost effective recruitment sources.
Retaining our valued employees by: assuring effective leadership qualities in our managers;
providing competitive wages and benefits; furnishing technical, interpersonal and career
development training and coaching; conducting exit interviews and supplying relevant
feedback to management; and enhancing two-way communication between employees and
management.
Overview
Services Provided
2015 Updates
2016 Recruitment and Selection
2016 Hot Topics
Priority Projects for 2016
Services Provided
Recruitment and Selection
Benefit Plan Design and Administration
Pay Equity Administration and Compliance
Policy Administration and Development
Training and Development (Safety and Other)
Ensures Compliance with Federal and State Laws: FLSA, FMLA,
COBRA, OSHA, HIPPA,ACA
Work Comp and Unemployment Administration
Employee and Labor Relations
Performance Management
Estimated Workload
35%
20%
20%
10%
10%
5%
Time Spent Employee Relations
Benefit & Payroll
Administration
Recruitment and Selection
Misc.
Administration/Meetings
Policy Administration and
Development
Training and Professional
Development
Recruitment & Hiring
Full-Time Positions
2011 2012 2013 2014 2015
2 5 2 7 7 (YTD)
2015 (YTD)
City Clerk (2), Chief Building Official, FNM Business Manager,
Graduate Engineer/Inspector, Water Sewer Operator (2)
Part-Time & Seasonal Positions
2011 2012 2013 2014 2015
76 59 78 79 57 (YTD)
2015 Update
Recruitment and Hiring
Statistics
Turnover Rates
Calculation:
Total separations per year / average number of employees per year X 100
Full-Time Regular Positions (City-wide)
2011 2012 2013 2014 2015 (YTD)
10.6%7.1%12.5%9.2%9.1%
2015 Update
Employee Turnover
Statistics
10.6%
7.1%
12.5%
9.2%9.1%
2011 2012 2013 2014 2015
Tu
r
n
o
v
e
r
%
Year
Turnover Rates
Calculation:
Total separations per year / average number of employees per year X 100
Part-Time Regular Positions (City-wide)
2011 2012 2013 2014 2015 (YTD)
40.2%45.1%59.8%45.1%58.8%
2015 Update
Employee Turnover
Statistics40.2%
45.1%
59.8%
45.1%
58.8%
2011 2012 2013 2014 2015
Tu
r
n
o
v
e
r
%
Year
2015 Update
Worker’s Compensation
Statistics
Worker’s Compensation Renewal History
Plan Year Experience Modifier Savings/Expense
(Oct-Sept.)
2009-2010 1.18 $19,144
2010-2011 1.33 $41,005
2011-2012 1.11 $14,708
2012-2013 .97 ($4,182)
2013-2014 .76 ($35,018)
2014-2015 .71 ($46,584)
2015-2016 .69 TBD
City of Monticello
Leadership Academy
Community. Collaboration. Communication.
Session 1–Effective Strategies to Reach Agreement (July)
Session 2–Time Management & Delegation (July)
Session 3–Team Building (August)
Session 4–Coaching for Success (August)
2015 Update
Leadership
Training
2016
Budgeted Positions 2016
oEDA Coordinator or Manager –$77,821 -$96,259/yr.*
oPublic Works Director -$101,387 -$127,336/yr.*
oBuilding Inspector -$71,345 –$85,345/yr.*
* Ranges include taxes and benefits.
Recruitment
and
Hiring
Reviewed and
Recommended by
Personnel Committee
Healthcare Reform (Affordable Care Act)
2014
Exchange Opens
2015
“Pay or Play Penalty”
Requirement to provide minimum coverage to all employees working 30+ hours; 120 day seasonal exemption.
•70% Requirement 2015; Report in early 2016
•95%Requirement 2016; Report in early 2017
2018
Cadillac Tax-40% Excise Tax
•Tax on portion of premium exceeding $27,500
Current Premium: $1,200/mo.
Threshold: $2,291.66/mo.
2016
Hot Topics
Final Minimum Wage Increase
$7.25 to $8.00/hr.Effective 8/1/14
$8.00 to $9/hr.Effective 8/1/15
$9.00 to $9.50/hr. Effective 8/1/16
Exempt Classification-Proposed Overtime Rules
Administrative exemption threshold proposed to
increase from $23,660 to $50,440 per year
2016
Hot Topics
Priority Projects 2016
Paid Time Off (PTO)-2015-2016
Estimated Cost to Implement:
As of 8/21/15:
$183,000 -per sick time policy (10 yrs. 50%, 5 years 25%)
$546,000 -maximum sick time value
Mandatory ACA Reporting –NEW Requirement
Leadership Training
Drug and Alcohol Policy-Non-DOT
2016
Priority Projects
Questions?
Finance Team
Competent, Cooperative, Courteous
Mission
Slide Option 3
The mission of the Finance
Department is to safeguard and
facilitate the optimal use of the
city’s financial resources. It is our
commitment to process and
provide current, relevant and
accurate information to enhance
decision-making based on sound
financial data. We strive to
provide excellent customer service
in a courteous, cooperative and
competent manner.
Finance
Accounts payable, utility billing, payroll, accounting, budgeting, auditing, banking,
investing, and internal support, which includes just about anything and everything else.
Angie
Processed:
Tracks/reconciles over 7,000 banking entries
500 Journal entries
Coordinates annual audit activity
Provides monthly reports to each department
Cross-trains staff
Keeps finance director on task.
Staff Supervisor
Resource: Talent
Julie
Processed per year:
82 AP batches
3,712 credit card transactions
1,744 AP checks
3,200 ACH vendor payments
58 active credit card accounts
35 1099s
1,105 Active vendors
Accounts Payable
Resource: Talent
Pat
Processed per year:
2,492 UB phone calls
1,900 UB walk-in customers
301 Delinquent accounts assessed
133 Unpaid UB assessment searches
74 UB payment inbox emails
24 UB question emails
459 Final bills processed
15,461 bills (approximately 3,900 quarterly)
3,988 Delinquent notices mailed
Utility Billing (UB)
Resource: Talent
Debbie
Processed per year:
266 billed AR invoices to customers
254 AR assessment searches
15 AR assesses for nonpayment
660 deposits
16,600 checks scanned (payments)
5,725 bill pay (Vanco) payments
50 NSF checks processed
Finance Assistant
Resource: Talent
RaeLynn
Processed per year:
26 regular payrolls
273 W2s
882 payroll changes (updates)
Quarterly federal deposit reports
On-line and AP for withholdings
Work comp audit
Social security name verification
Pera compliance
69 payroll new employees
Payroll
Resource: Talent
City
How would you know?
Employee
Resource: Talent
Initiative
Initiative
Monthly billing of water and sewer services
starting in January 2017:
Customer benefits
Preparation begins in 4th quarter 2016
Increase customer flat charge and offset with
discount for ACH and electronic bill
Monthly billing
Resource: Vision
Initiative
Current Year Initiative
Levels: Advanced, Intermediate, Basic
Payroll
Accounts payable
Accounts receivable
Utility billing
Cash receipts
Various
Cross-trained
Resource: Vision
Team
Fiduciary Responsibility
A fiduciary is an individual or organization legally
responsible for managing assets on behalf of
someone else.
Fiduciary responsibilities place greater than normal
responsibilities on the fiduciary for honesty,
integrity, candor, and scrupulous good faith even if
it means sacrificing the interests of the fiduciary.
Fiduciary Responsibility
Open and Transparent
Resource: Integrity
Team"Being responsible sometimes means pissing people off.”
Resource: Leadership
Good leadership involves responsibility to the welfare of the group,
which means that some people will get angry at your actions and
decisions. It's inevitable, if you're honorable. Trying to get everyone
to like you is a sign of mediocrity: you'll avoid the tough decisions,
you'll avoid confronting the people who need to be confronted, and
you'll avoid offering differential rewards based on differential
performance because some people might get upset. Ironically, by
procrastinating on the difficult choices, by trying not to get anyone
mad, and by treating everyone equally "nicely" regardless of their
contributions, you'll simply ensure that the only people you'll wind
up angering are the most creative and productive people in the
organization.
Colin Powell
Team
Hi-Ways Liquor
Randall –Hi-Ways Leader
Resource: Leadership
Team
DMV
Carolyn –DMV Leader
Resource: Leadership