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Administration and Information |
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Services Committee |
Rochester Hills
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1000 Rochester Hills |
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Drive |
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Rochester Hills, MI 48309 |
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Home Page: |
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www.rochesterhills.org |
Minutes
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John L. Dalton, April Feng, Bob Grace, Melinda Hill, Barbara Holder, Stephen Kirksey, |
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Pam Lee, Jane Leslie, Jennifer Stein, Gerard Verschueren |
4:00 PM
1000 Rochester Hills Drive
Tuesday, June 7, 2005
CALL TO ORDER
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Chairperson Holder called the Administration & Information Services meeting to order at |
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4:14 PM. |
ROLL CALL
Melinda Hill, John Dalton, Barbara Holder and Gerard Verschueren
Present:
Stephen Kirksey
Absent:
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Non-Voting Members Present: Bob Grace, Pam Lee, Jane Leslie, and April Feng |
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Non-Voting Members Absent: Jennifer Stein |
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Committee Member Kirksey provided previous notice he would be unable to attend and |
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asked to be excused. |
APPROVAL OF MINUTES
2005-0401
Regular Meeting - March 1, 2005
DRAFT Minutes.pdf; Resolution.pdf
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A motion was made by Verschueren, seconded by Dalton, that this matter be |
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Approved. |
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Resolved that the Administration & Information Services Committee hereby |
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approves the Minutes of the Regular Meeting of March 1, 2005 as presented. |
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The motion carried by the following vote: |
Aye:
Hill, Dalton, Holder and Verschueren
Absent:
Kirksey
2005-0402
Regular Meeting - April 5, 2005
DRAFT Minutes.pdf; Resolution.pdf
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A motion was made by Verschueren, seconded by Dalton, that this matter be |
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Approved. |
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Resolved that the Administration & Information Services Committee hereby |
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approves the Minutes of the Regular Meeting of April 5, 2005 as presented. |
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The motion carried by the following vote: |
Aye:
Hill, Dalton, Holder and Verschueren
Absent:
Kirksey
COMMUNICATIONS
UNFINISHED BUSINESS
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The following 3 files are related to Directors' Salaries for 2006 |
2005-0243
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Salary Recommendation for Directors' General Adjustment Recommendation - |
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2006 |
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Agenda Summary.pdf; Referral Notice.pdf; 060905 Agenda Summary.pdf; |
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AIS Agenda Summary.pdf; AIS Resolution options.pdf; Memo Galeczka re |
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Directors General Adjustment.pdf; 060105 Revised Memo Lee.pdf; |
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Revised Mayor_CM_Council Pay 6_05.pdf; Revised Wage Adj |
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Ms. Pam Lee, Human Resource Director, distributed a revised copy of the survey of the |
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General Wage Adjustments for the City of Rochester Hills that was included in the |
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packet. The revisions were made to show two (2) decimal places in the average |
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adjustments for the years 1999 to 2004. The Directors average salary adjustments of |
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that six (6) year period of time is slightly lower than the other employee groups. Ms. Lee |
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strongly discouraged the use of "me too" or any kind of a parity in terms of the language |
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in the recommendation of the Directors' General Salary adjustment. |
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Ms. Lee also explained that the following items that were provided in the meeting |
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packet: |
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* A revised salary survey for Mayor/City Manager and City Council Pay that include |
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average pay for the municipalities surveyed as well as the City of Rochester Hills. |
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* A revised salary survey regarding Director of Parks and Forestry that illustrated how |
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some municipalities have positions that may be comparable to a Superintendent versus |
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a Director due to responsibilities for various facilities such as golf courses, ice rinks, etc. |
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that the City of Rochester Hills does not maintain. |
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The Committee commenced discussion of the three (3) options that were included in the |
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packet. They were: |
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* Option 1 - to make a recommendation. |
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* Option 2 - to defer making a recommendation until a certain time. |
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* Option 3 - to defer making a recommendation until union negotiations are completed. |
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The concensus was to use Option 2 and defer making a recommendation until a certain |
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time. The Committee will discuss this item at the August AIS Committee meeting. |
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A motion was made by Hill, seconded by Dalton, that this matter be |
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Recommended for Approval to the City Council Regular Meeting. |
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Resolved that the Administration & Information Services Committee (AIS) |
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requests City Council waive Article III, Salaries for Department Directors, Sections |
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5, 6, and 7 of the City Council Policy for Salaries of Department Directors and |
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Mayor and Per Diem Fees for City Council, Boards and Commissions and defer |
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setting the Directors General Salary Adjustment for Fiscal Year 2006 until such |
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time a recommendation is received from the AIS Committee. |
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Be It Further Resolved that the AIS Committee shall make a recommendation to |
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City Council prior to the final approval of the 2006 Budget. |
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The motion carried by the following vote: |
Aye:
Hill, Dalton, Holder and Verschueren
Absent:
Kirksey
2005-0252
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Salary Recommendation for Directors' Variable Performance (Discretionary) |
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Pool - 2006 |
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Agenda Summary.pdf; AIS Agenda Summary.pdf; AIS Resolution |
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Options.pdf; Memo Galeczka re Directors Performance Bonus.pdf; 0252 |
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Resolution.pdf |
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Ms. Lee informed the Committee that three (3) directors have been given bonuses so far |
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in 2005. The Committee discussed the two (2) options that were included in the packet. |
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They were: |
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* Option 1 - to make a recommendation |
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* Option 2 - 59 defer making a recommendation until a certain time. |
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The consensus was to use Option 1 and make a recommendation of establishing a |
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Variable Performance (Discretionary) Pool for Directors of $20,000 to provide for flat |
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bonus pay at the discretion of the Mayor. |
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A motion was made by Hill, seconded by Holder, that this matter be |
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Recommended for Approval to the City Council Regular Meeting. |
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Resolved that the Administration & Information Services Committee recommends |
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to City Council that a Variable Performance (Discretionary) Pool for Directors of |
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$20,000.00 be established to provide for flat bonus pay, separate from base pay, |
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for the Fiscal Year 2006. |
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The motion carried by the following vote: |
Aye:
Hill, Holder and Verschueren
Nay:
Dalton
Absent:
Kirksey
2005-0399
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Salary Recommendation for Directors' Equity Adjustment Pool |
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Recommendation - 2006 |
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Agenda Summary.pdf; AIS Agenda Summary.pdf; AIS Resolution |
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Options.pdf; Memo Galeczka re Directors Equity Adjustment.pdf; 0399 |
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Resolution.pdf |
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Ms. Hill commented that equity adjustments were made after the Mercer Group Study in |
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2003-2004 and could not see a need for an equity adjustment for 2006, but suggested |
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that the Committee should re-examine it in 2006. |
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Ms. Hill also inquired about the status of a performance appraisal tool that Human |
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Resources was developing. Ms. Lee reported that there is a committee of directors that |
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are in the process of working on a performance appraisal tool, but they have not met in |
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a couple of months due to other obligations. |
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The Committee then discussed the two (2) options that were included in the packet. |
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There were: |
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* Option 1 - to recommend equity adjustments. |
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* Option 2 - to recommend no equity adjustments. |
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The consensus was to use Option 2 and recommend no equity adjustments for 2006. |
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A motion was made by Hill, seconded by Holder, that this matter be |
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Recommended for Approval to the City Council Regular Meeting. |
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Whereas, the Administration & Information Services (AIS) Committee has |
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reviewed, analyzed and discussed the information provided by the Administration |
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regarding equity Directors pay; |
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Now Therefore Be It Resolved that the AIS Committee recommends City Council |
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make no equity adjustments as a group to be budgeted for Fiscal Year 2006 to |
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the Department Directors Equity Pool. |
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The motion carried by the following vote: |
Aye:
Hill, Dalton, Holder and Verschueren
Absent:
Kirksey
2005-0245
Salary Recommendation for Mayor - 2006
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Agenda Summary.pdf; AIS Agenda Summary.pdf; AIS Resolution |
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Options.pdf; Memo Galeczka re Mayor's Salary.pdf; Revised |
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Mayor_CM_Council Pay 6_05.pdf; Revised Mayor Council 2005 Market |
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Survey.pdf; Mayor & CC Survey.pdf; Memo Lee HR 033105 .pdf; 0245 |
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Resoluti |
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The Committee discussed the two (2) options that were provided in the packet. They |
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were: |
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* Option 1 - to make a recommendation. |
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* Option 2 - to defer making a recommendation. |
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The consensus was to use Option 1 and make a recommendation that the Mayor's |
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salary stay as "status quo" for Fiscal Year 2006. |
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A motion was made by Hill, seconded by Dalton, that this matter be |
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Recommended for Approval to the City Council Regular Meeting. |
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Resolved that the Administration & Information Services Committee recommends |
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to City Council that the rate of compensation for the Mayor of Rochester Hills, in |
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the form of a yearly salary for Fiscal Year 2006 remain the same as Fiscal Year |
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2005, for a total amount of: |
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Be It Further Resolved that the Committee recommends the fringe benefits |
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continue to apply. |
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The motion carried by the following vote: |
Aye:
Hill, Dalton, Holder and Verschueren
Absent:
Kirksey
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Ms. Feng exited at 4:54 PM. |
2005-0244
Salary Recommendation for City Council - 2006
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Agenda Summary.pdf; AIS Agenda Summary.pdf; Memo Galeczka re CC |
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Salary.pdf; AIS Resolution Options.pdf; Revised Mayor_CM_Council Pay |
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6_05.pdf; Revised Mayor & CC 2005 Market Survey.pdf; Mayor & CC |
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2005 Market Survey.pdf; Memo Lee HR 033105 .pdf; 0244 Reso |
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The Committee discussed the pros and cons of Council keeping the number of meetings |
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required before receiving a per diem compenstation of $60 per meeting at 32 or |
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reducing it to 25 and included the three (3) options that were provided in the packet. |
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They were: |
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* Option 1 - to maintain the status quo. |
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* Option 2 - to reduce the per diem meetings from 32 to 25. |
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* Option 3 - to defer a recommendation. |
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The consensus was to use Option 1 and make a recommendation that the City Council's |
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salary stay as "status quo" for Fiscal Year 2006. |
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A motion was made by Dalton, seconded by Verschueren, that this matter be |
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Recommended for Approval to the City Council Regular Meeting. |
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Now, Therefore, Be It Resolved that the Administration & Information Services |
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(AIS) Committee recommends to City Council that the compensation for the |
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Rochester Hills City Council, in the form of a yearly salary for Fiscal Year 2006 |
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remain the same as Fiscal Year 2005 in the amount as follows: |
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City Council President - $7,850.48/year |
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City Council Member - $6,577.43/year |
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Be It Further Resolved that the AIS Committee recommends that City Council |
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Members shall receive per diem compensation in the amount of Sixty Dollars |
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($60.00) for attendance at any meeting, for which they are appointed as a Council |
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Representative, in excess of Thirty-two (32) meetings per year. |
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The motion carried by the following vote: |
Aye:
Dalton, Holder and Verschueren
Nay:
Hill
Absent:
Kirksey
NEW BUSINESS
2005-0239
Salary Recommendation for Boards and Commissions - 2006
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Agenda Summary.pdf; AIS Agenda Summary.pdf; AIS Resolution |
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Options.pdf; Memo Galeczka re Bds & Com Per Diem.pdf; Memo Mertz |
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re Bds & Com Survey.pdf; 0239 Resolution.pdf |
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The Committee discussed the three (3) options that were provided in the packet. They |
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were: |
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* Option 1 - to maintain the status quo. |
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* Option 2 - to change the per diem rate. |
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* Option 3 - to defer a recommendation. |
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The consensus was to use Option 1 and make a recommendation that the rate of pay |
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for the Boards & Commissions stay as "status quo" for Fiscal Year 2006. |
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A motion was made by Dalton, seconded by Hill, that this matter be |
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Recommended for Approval to the City Council Regular Meeting. |
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Resolved that the Administration & Information Services Committee recommends |
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to City Council that the rate of pay for the Boards and Commissions for the Fiscal |
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Year 2006 Budget remain the same as Fiscal Year 2005 and be set at Seventy-Five |
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Dollars ($75.00) for the Chairperson, and Sixty-Five Dollars ($65.00) for the |
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Members per meeting. |
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Construction/Fire Prevention Code Board of Appeals |
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Economic Development Corporation |
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Historic Districts Commission |
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Zoning Board of Appeals/Sign Board of Appeals |
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Further Resolved that the per diem fee for Fiscal Year 2006 for the Members of the |
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Board of Review remain the same as Fiscal Year 2005 and be set at One Hundred |
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($100.00) Dollars per meeting attended. |
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The motion carried by the following vote: |
Aye:
Hill, Dalton, Holder and Verschueren
Absent:
Kirksey
2005-0345
City Council Timesheets
Agenda Summary.pdf; Draft Attendance Policy.pdf; 0345 Resolution.pdf
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Chairperson Holder distributed information related to Council time sheets. The |
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Committee discussed the pros and cons of methods used to determine what should be |
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counted as a "paid meeting" after reaching 32 meetings which included the following: |
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* References were made to the discussions held by Council at their May 23, 2001 |
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Regular Meeting, including the resolution regarding the guideline of what meetings were |
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eligible for compensation. |
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* The Committee noted that in 2003, Council directed the Council President to review |
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Council time sheets and use discretion to determine what meetings were eligible for |
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compensation due to some attendance issues at that time. |
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* Chairperson Holder noted that each time sheet is signed by the individual Council |
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member thereby holding them responsible and accountable for information listed on |
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their time sheets. |
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The Committee consensus was that the Council President should discuss any |
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questionable meetings listed on an individual's time sheet with that member first, and if |
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an agreement can not be reached, the Council President and the individual member |
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should bring it to the AIS Committee for discussion. |
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As Council President, Ms Hill stated that she would schedule this item for further |
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discussion at a future Council meeting or work session. |
Discussed
2005-0346
City Council Internet Access
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Agenda Summary.pdf; Draft Policy.pdf; Galeczka Memo-Usage Info & |
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Survey.pdf; Administrative Policy #300_2004.pdf; 120199 Letter |
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Staran.pdf; 110303 Letter Staran.pdf; 051404 Letter Staran.pdf; 051502 |
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Memo MIS.pdf; 0346 Resolution.pdf |
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The Committee discussed the pros and cons of Council members use of the Internet |
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during Council meetings which included the following: |
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* The written memos of opinion provided by the City Attorney. |
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* The use of the Internet for researching information versus receiving emails from |
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residents/constituents during a meeting. |
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* Internet usage may fall in the same category as cell phones or pagers during a |
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Council meeting. |
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* The Administrative Policy from the Management & Information Systems (MIS) |
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Department for City employees. |
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The Committee consensus was to draft a new Council policy that includes the use of the |
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Internet with the use of electronic communication devices during a Council meeting and |
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request the entire Council review it at a future Council work session. |
Discussed
YOUTH COMMENTS
None.
ANY OTHER BUSINESS
2005-0403
Discussion of 2005 Network Upgrade
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Agenda Summary.pdf; Bid Tabulation.pdf; 091605 MIS update.pdf; 0403 |
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Resolution.pdf |
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Mr. Bob Grace, Director of MIS, gave a brief update of the status of the Network |
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upgrade. The Request for Proposal (RFP) contained four (4) major sections which |
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could have been the reason for the low response of competitive bids. Therefore, the |
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sections will be broken out and re-bidded which will push the time table back to later in |
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the year. |
Discussed
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Communication Committee Attendance |
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Chairperson Holder commented that the Public Safety Committee appears to be having |
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some attendance issues with Council members appointed to that Committee. The |
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consensus was to suggest that the Chairperson of Public Safety discuss any attendance |
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issues with the individual Council person involved to determine a solution. |
NEXT MEETING DATE
Tuesday, July 5, 2005 - 4:00 PM.
ADJOURNMENT
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There being no further business to discuss, Chairperson Holder adjourned the meeting |
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at 5:40 PM. |
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Minutes were prepared by Denise Mertz. |
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Minutes were approved as presented at the November 1, 2005 Regular Administration & |
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Information Services Committee Meeting. |
