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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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Emily Burwinkle, Jim Duistermars, Abigail Gowman, Bob Grace, Barbara Holder, Brad |
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Kinker, Pam Lee, Jane Leslie, James Rosen, Camille Smith-Winberry, Gerard Verschueren |
5:00 PM
1000 Rochester Hills Drive
Tuesday, May 23, 2006
SPECIAL MEETING
CALL TO ORDER
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Chairperson Holder called the Special Administration & Information Services Committee |
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meeting to order at 5:03 PM. |
ROLL CALL
Barbara Holder, Brad Kinker, James Rosen and Gerard Verschueren
Present:
Jim Duistermars
Absent:
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Non-Voting Members Present: Bob Grace, Pam Lee, Jane Leslie and Emily Burwinkle |
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Non-Voting Members Absent: Abigail Gowman and Camille Smith-Winberry |
APPROVAL OF MINUTES
2006-0143
Rescheduled Regular Meeting - September 27, 2005
AIS Draft Minutes.pdf; 0143 Resolution.pdf
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A motion was made by Rosen, seconded by Verschueren, that this matter be |
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Approved. |
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Resolved that the Administration & Information Services (AIS) Committee hereby |
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approves the Minutes of the Rescheduled Regular Meeting of September 27, 2005 |
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as presented. |
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The motion carried by the following vote: |
Aye:
Holder, Kinker, Rosen and Verschueren
Absent:
Duistermars
2006-0144
Regular Meeting - October 4, 2005
AIS Draft Minutes.pdf; 0144 Resolution.pdf
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A motion was made by Rosen, seconded by Verschueren, that this matter be |
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Approved. |
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Resolved that the Administration & Information Services (AIS) Committee hereby |
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approves the Minutes of the Regular Meeting of October 4, 2005 as presented. |
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The motion carried by the following vote: |
Aye:
Holder, Kinker, Rosen and Verschueren
Absent:
Duistermars
2006-0326
Regular Meeting - November 1, 2005
AIS Draft Minutes.pdf; 0326 Resolution.pdf
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A motion was made by Rosen, seconded by Verschueren, that this matter be |
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Approved. |
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Resolved that the Administration & Information Services (AIS) Committee hereby |
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approves the Minutes of the Regular Meeting of November 1, 2005 as presented. |
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The motion carried by the following vote: |
Aye:
Holder, Kinker, Rosen and Verschueren
Absent:
Duistermars
NEW BUSINESS
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Due to consideration of the applicant, the Committee chose to discuss Legislative File |
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2006-0390 under New Business at this point in the meeting. |
2006-0390
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Request from Cameron Mitchell Restaurants, LLC to transfer a 2006 Class C |
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License located in escrow at 56808 Grand River, New Hudson, Oakland |
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County, Michigan 48165 from RBCP, Inc. to 370 N. Adams Road, Rochester |
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Hills, MI 48309 |
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Agenda Summary.pdf; 051806 Staff Report.pdf; 050306 Aikens Letter of |
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Recommendation.pdf; Application.pdf; Floor plan.pdf; Department |
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Reports.pdf; LCC Approval Notice.pdf; 052306 AIS Resolution.pdf; 0390 |
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Resolution.pdf |
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Ms. Jane Leslie, City Clerk, introduced Mr. Carlin, an attorney representing Mitchell's |
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Fish Market, who came before AIS and Council in February 2006 for a request of a new |
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license [See Legislative file 2006-0128] that was denied by Council on February 15, |
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2006. She gave a brief update which included the following: |
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* Cameron Mitchell Restaurants, LLC has requested to transfer ownership of a 2006 |
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Class C licensed business, located in escrow at 56808 Grand River, New Hudson, MI. |
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The City has received the Local Approval Notice from the State. The restaurant is under |
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construction and should be finished in about sixty (60) days. It will be located at the |
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former site of Harry & David at the Village of Rochester Hills. All the necessary building |
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permits have been acquired. |
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* Mitchell's reports and information remain "status quo" from when they were presented |
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in February 2006 to the AIS Committee and City Council for a request of a new license. |
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Mr. Carlin mentioned that first "role play" weekend, which is a large training weekend, is |
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tentatively scheduled for the first weekend in August. |
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A motion was made by Verschueren, seconded by Rosen, 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 (AIS) Committee |
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recommends that the Rochester Hills City Council approve the transfer ownership |
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of 2006 Class C licensed business, located in escrow at 56808 Grand River, New |
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Hudson, MI 48165, Lyon Township, Oakland County, Michigan from RBCP, Inc. to |
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Cameron Mitchell Restaurants, LLC, 370 N. Adams Road, Rochester Hills, MI |
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48309. |
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The motion carried by the following vote: |
Aye:
Holder, Kinker, Rosen and Verschueren
Absent:
Duistermars
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Enactment No: RES0196-2006 |
COMMUNICATIONS
2006-0248
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For Committee Information: Resolution dated January 20, 2000 creating the |
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Ad-Hoc Cemetery Advisory Committee |
032306 Memo Galeczka.pdf
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Chairperson Holder noted that the information provided by the Clerk's Office was an |
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answer to AIS discussions from February 2006 regarding Council meeting attendance |
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forms. The Cemetery Advisory Committee is an "ad-hoc" committee and is correctly |
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reflected as such on Council meeting attendance forms. Ms. Leslie, who serves on the |
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Cemetery Advisory Committee, mentioned that they meet fairly regularly except for the |
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summer months and make recommendations to CDV and CDV brings the |
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recommendations forward to Council. |
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A motion was made by Verschueren, seconded by Rosen, that this matter be |
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Received and Filed. |
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Resolved that the AIS Committee receive and file the resolution dated 01-20-00 |
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creating the Ad-Hoc Cemetery Advisory Committee. |
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The motion carried by the following vote: |
Aye:
Holder, Kinker, Rosen and Verschueren
Absent:
Duistermars
UNFINISHED BUSINESS
The following seven (7) files are related to Salaries Recommendations for 2007
2006-0180
Salary Recommendation for Directors' Equity Adjustment Pool - 2007
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Agenda Summary.pdf; 052306 Staff Report - Equity Adj.pdf; 022806 RH |
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Director Salaries.pdf; Director_Deputy Differentials dtd 051506.pdf; |
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Director_Deputy Salary order.pdf; 2005 Directors Survey.pdf; AIS |
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Resolution.pdf; 0180 Resolution.pdf; 0180 Resolution. |
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Ms. Pam Lee, Director of Human Resources, summarized the information provided for |
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a five-percent (5%) equity adjustment recommendation for the Fire Chief position and |
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noted the following: |
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* The equity adjustment recommendation, if approved, will affect the Directors' General |
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Adjustment Pool as well. |
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* Salary comparisons were provided between Rochester Hills department directors, |
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deputy directors and principal managers. In most cases, the differentials were |
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appropriate when compared to credentials that may or may not be required for specific |
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job titles as well as the longevity of some relatively newly appointed directors such as |
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the City Clerk, the Finance Director and the Fire Chief. |
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* The main reason for the equity recommendation for the Fire Chief position is primarily |
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due to the differential between the Fire Chief and the Deputy Fire Chief, which currently |
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is 23%. The equity adjustment would bring the differential more in line by 2008 when |
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the Deputy Fire Chief reaches the end of the grade and step salary plan applicable to |
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non-union employees and not directors. |
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A motion was made by Verschueren, seconded by Rosen, 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, and discussed the information provided by the Administration |
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regarding equity pay for Directors; |
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Now Therefore Be It Resolved that the AIS Committee recommends to City |
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Council that a five-percent (5%) equity adjustment, in the amount of $4,336.91 be |
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made for the Fire Chief position to be budgeted for Fiscal Year 2007 to the |
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Department Directors' Equity Pool. |
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The motion carried by the following vote: |
Aye:
Holder, Kinker, Rosen and Verschueren
Absent:
Duistermars
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Enactment No: RES0201-2006 |
2006-0178
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Salary Recommendation for Directors' General Adjustment Recommendation - |
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2007 |
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Agenda Summary.pdf; 052306 Staff Report - Gen Adj.pdf; 022806 RH |
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Director Salaries.pdf; Proposed 2007 increases 2%, 2.5%, 3%.pdf; |
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022806 RH Empl Grp Wage Adj.pdf; 2005-2006 Survey - Exempt Wage |
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Adj.pdf; 2006 MML Quick Poll Prelim Results.pdf; 2005 Consume |
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Ms. Pam Lee, Director of Human Resources, summarized the information provided for |
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a two-percent (2%) general adjustment recommendation for Directors and noted the |
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following: |
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* The Michigan Municipal League quick poll showed state wide salary increases for |
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department heads and other non-union employees at a 2% average. The survey of |
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eleven (11) comparables in the tri-county area showed average increases projected for |
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2006-2007 at 2.1% for exempt employees. The cities of Farmington Hills and Troy are |
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planning for a 3% adjustment for 2007. |
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* Salary comparisons for Rochester Hills employees groups between 1999 to 2004 |
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have shown directors are slightly behind other employee groups. |
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* Current union negotiations are in process with a two-percent (2%) adjustment on the |
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table for 2491 and 3472 bargaining units for 2007. |
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* Inflation continues to outpace the cities wage increases. |
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* Budgetary issues must be taken into consideration that the City is currently facing. |
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The Committee commenced discussion and noted the following points: |
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* Directors have had to reduce budgets and be more creative to provide an appropriate |
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level of service for less dollars than in the past. |
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* Directors are eligible for a conservative performance bonus authorized by the Mayor if |
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they meet desired goals and objectives. |
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* Going toward a "performance-based" system is an objective of the Human Resource |
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Department. However, municipal entities cannot operate like the private sector because |
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they have no profit factor to work with. |
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* Comparison figures for a 2.5% and 3% increase have been provided. However, a 2% |
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increase is more conservative and reasonable. |
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A motion was made by Verschueren, seconded by Rosen, 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 reviewed |
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and discussed the information provided by the Administration regarding a |
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General Salary Adjustment for Directors; |
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Now Therefore Be It Resolved that the AIS Committee hereby recommends a |
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General Salary Adjustment of a two-percent (2%) increase to budgeted funds for |
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Department Directors' base salaries for Fiscal Year 2007, bringing it to |
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$909,601.56. |
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The motion carried by the following vote: |
Aye:
Holder, Kinker, Rosen and Verschueren
Absent:
Duistermars
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Enactment No: RES0202-2006 |
2006-0179
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Salary Recommendation for Directors' Variable Performance (Discretionary) |
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Pool - 2007 |
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Agenda Summary.pdf; 052306 Staff Report - Var. Perform.pdf; 030106 |
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Director Perform Bonus.pdf; 2004 CC Appt Review Policy.pdf; AIS |
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Resolution.pdf; 0179 Resolution.pdf |
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Ms. Pam Lee, Director of Human Resources, summarized the information provided for a |
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$10,000 Directors variable performance recommendation for 2007 and noted the |
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following: |
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* The variable performance pool provides for a flat bonus for one or more directors and |
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does not affect directors' base salaries. |
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* The initial objective of the performance bonus was to be tied to the directors' |
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performance appraisal. The $10,000 recommendation is roughly half of the 2% |
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adjustment to the Directors' General Adjustment pool. |
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* There were $13,200 paid out by the former mayor in bonuses to directors in the fiscal |
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years 2004 and 2005. |
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* Any left over monies go back into fund balance. |
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A motion was made by Verschueren, seconded by Rosen, 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 and discussed the information provided by the Administration regarding |
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a Directors' Variable Performance (Discretionary) Pool; |
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Now Therefore Be It Resolved that the AIS Committee recommends to City |
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Council that a Variable Performance (Discretionary) Pool for Directors of |
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$10,000.00 be established to provide for bonus pay, separate from base pay, for |
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the Fiscal Year 2007. |
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The motion carried by the following vote: |
Aye:
Duistermars, Holder, Kinker, Rosen and Verschueren
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Enactment No: RES0203-2006 |
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Mr. Duistermars entered at 5:50 PM. |
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Jim Duistermars, Barbara Holder, Brad Kinker, James Rosen and Gerard |
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Verschueren |
Present:
2006-0181
Salary Recommendation for Mayor - 2007
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Agenda Summary.pdf; 052306 Staff Report - Mayor salary.pdf; FT Wage |
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Adj.pdf; Rev Mayor_Council Salaries 2005.pdf; AIS Resolution.pdf; 0181 |
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Resolution.pdf |
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Ms. Pam Lee, Director of Human Resources, summarized the information provided for |
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the Mayor's salary recommendation for 2007 and noted the following: |
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* The survey comparison between strong mayor forms of government versus city |
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manager forms of government showed an average mayor salary to be approximate |
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$102,000.00. The survey was based on only three (3) strong mayor forms of |
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government because there are not that many in the State of Michigan. |
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* The new Rochester Hills Mayor salary appears to be about 4.5% less than the |
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average shown in the survey. |
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The Committee discussed a two-step adjustment recommendation which would avoid |
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larger increases in the future, but decided to recommend one (1) two-percent (2%) |
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adjustment for 2007 to maintain financial prudence and consistency. |
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A motion was made by Verschueren, seconded by Kinker, 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 and discussed the information provided by the Administration regarding |
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a salary recommendation for the Mayor; |
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Now Therefore Be It Resolved that the AIS Committee recommends to City |
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Council that a two-percent (2%) adjustment in the amount of $1,946.64 be made to |
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Mayor's salary, for Fiscal Year 2007, a total amount of: |
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Be It Further Resolved that the AIS Committee recommends that fringe benefits |
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continue to apply. |
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The motion carried by the following vote: |
Aye:
Duistermars, Holder, Kinker, Rosen and Verschueren
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Enactment No: RES0204-2006 |
2006-0380
Recommendation of Car Allowance for Mayor in lieu of assigned City Vehicle
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Agenda Summary.pdf; 3-months mileage reimbursemt -Mayor |
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Barnett.pdf; 052306 Staff Report - Mayor Vehicle.pdf; 2006 Survey - Car |
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Allowances.pdf; 052306 AIS Resolution.pdf; 0380 Resolution.pdf |
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Ms. Pam Lee, Director of Human Resources, distributed a recent survey listing vehicle |
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allowances from various municipalities and provided background information regarding |
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the recommendation for a car allowance for the Mayor. The following points were noted: |
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* The Mayor position has a 1996 Pontiac Bonneville available for personal use which |
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includes driving back and forth from home to work. The vehicle was scheduled to be |
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replaced about four years ago due to depreciation. However, the former mayor chose |
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not to have the vehicle replaced. The current mayor would prefer to drive his personal |
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vehicle. |
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* The survey showed a number of other cities that provide a car allowance which range |
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from $125.00 to $600.00 per month. |
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The Committee briefly discussed the history of how city vehicles were used in the late |
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1980's and early 1990's as well as the question of whether the position of Mayor |
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warrants any additional compensation other than what any general employee would be |
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eligible for. The following points were noted: |
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* A city vehicle assigned to the Mayor position may not be an appropriate benefit and |
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may be a taxable benefit. |
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* Specific City employees within the DPS and Fire Departments along with the Building |
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Director, who may be on call 24 hours 7 days a weeks, have a justifiable need to use a |
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city vehicle. They also have restrictions on how City vehicles may be used. |
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* In some cases it may be cheaper to be reimbursed for mileage than to use a City fleet |
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vehicle, the cost of which is charged against the department's budget. |
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* The current Mayor has been made aware that he can be reimbursed at the allowable |
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rate for mileage incurred while conducting City business. |
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A motion was made by Duistermars, seconded by Rosen, that this matter be |
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Postponed. |
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Whereas, the Administration & Information Services (AIS) Committee has |
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reviewed and discussed the information provided by the Administration regarding |
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a car allowance for the Mayor; |
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Resolved that the AIS Committee postpones its recommendation that City |
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Council authorize a $300.00 per month car allowance for the Mayor as an optional |
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cost saving measure in lieu of an assigned City Vehicle. |
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Be It Further Resolved that the Human Resource Director request that the Mayor |
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track car millage for three (3) months after which time the Human Resource |
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Director will provide an update to the AIS Committee for review and discussion. |
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The motion carried by the following vote: |
Aye:
Duistermars, Holder, Kinker, Rosen and Verschueren
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Enactment No: RES0363-2006 |
2006-0182
Salary Recommendation for City Council - 2007
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Agenda Summary.pdf; 052306 Staff Report - Council salary.pdf; 2005 |
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Survey - Mayor_Council Salaries.pdf; CC Wage Adjustments.pdf; Rev |
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Mayor_Council Salaries 2005.pdf; AIS Resolution.pdf; 0182 |
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Resolution.pdf |
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The Committee discussed the pros and cons of the proposed recommendation to |
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increase Council's yearly salary by $1,000. Mr. Rosen provided an estimated number of |
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meeting hours spent by council members to be approximately between 900 to 1000 |
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hours for 2006. Based on last year's total compensation of yearly salary and per diem |
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salary, it averages out to $12.60 per hour. However, potential candidates know what |
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the yearly salary is before they decide to run for office. |
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The Committee consensus was to recommend that the Council yearly salary and per |
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diem salary remain at the 2006 level. |
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A motion was made by Duistermars, seconded by Rosen, 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 and discussed the information provided by the Administration regarding |
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salary compensation for members of City Council; |
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Now Therefore Be It Resolved that the AIS Committee recommends to City |
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Council that the compensation for the Rochester Hills City Council, in the form of |
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a yearly salary for Fiscal Year 2007 remain the same as Fiscal Year 2006 in the |
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amount as follows: |
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City Council President - $7,850.48 per year |
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City Council Member - $6,577.43 per year |
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Be It Further Resolved that the AIS Committee recommends that City Council |
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Members shall continue to receive per diem compensation in the amount of Sixty |
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Dollars ($60.00) for attendance at those meetings pursuant to City Council |
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Attendance / Per Diem Compensation Policy, in excess of Thirty-two (32) |
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meetings per year. |
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The motion carried by the following vote: |
Aye:
Duistermars, Holder, Kinker, Rosen and Verschueren
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Enactment No: RES0205-2006 |
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Mr. Rosen exited at 6:25 PM. |
Jim Duistermars, Barbara Holder, Brad Kinker and Gerard Verschueren
Present:
James Rosen
Absent:
2006-0183
Salary Recommendation for Boards & Commissions - 2007
Agenda Summary.pdf; AIS Resolution.pdf; 0183 Resolution.pdf
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The Committee discussed maintaining the 2007 rate of pay for Boards and |
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Commissions at the same rate as 2006. They also discussed a rate of pay for citizen |
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representatives who are voting members on Council's five (5) Communication |
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Committees. Since the five (5) communication committees are a direct function of |
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Council, a rate of pay for citizen representatives may be included in Council's budget if |
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appropriate. The Committee will discuss it further at the next AIS meeting. |
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A motion was made by Duistermars, seconded by Verschueren, that this matter |
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be 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 per diem pay for the Boards and Commissions for |
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the Fiscal Year 2007 Budget remain the same as Fiscal Year 2006 and be set at |
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Seventy-five dollars ($75.00) for the Chairperson, and Sixty-five dollars ($65.00) |
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for the Members per meeting attended, for the following Boards and |
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Commissions: |
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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 2007 for Members of the |
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Board of Review remain the same as Fiscal Year 2006 and be set at One Hundred |
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dollars ($100.00) per meeting attended. |
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The motion carried by the following vote: |
Aye:
Duistermars, Holder, Kinker and Verschueren
Absent:
Rosen
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Enactment No: RES0206-2006 |
2006-0119
Review of City Council Rules of Procedures
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082406 Memo Holder-recap Art VIII Sec 6.pdf; 092606 Kibby |
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suggestions.pdf; 080806 Galeczka Memo-misc.changes.pdf; 070606 |
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Memo Galeczka - Written Comm.pdf; 030706 AIS Draft notes.pdf; 030306 |
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Memo Galeczka.pdf; 020206 Memo Holder.pdf |
Postponed
2006-0377
Review of City Council Policy - Litigation / Public Hearing Policy
030706 AIS Draft notes.pdf
Postponed
NEW BUSINESS - continued
2006-0339
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City Council Policy for Review of Performance Appraisals for Council Appointed |
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Directors - 2006 |
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AIS Agenda Summary.pdf; 031606 CC Policy.pdf; AIS Resolution.pdf; |
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0339 Resolution.pdf |
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Ms. Pam Lee, Director of Human Resources, informed the Committee that the reason |
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for the suggested amendments to the policy was to provide Council with a more current |
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sense of how the appointed director is being reviewed by the Mayor as well as what the |
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director's goals and issues might be. |
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A motion was made by Duistermars, seconded by Verschueren, that this matter |
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be Recommended for Approval to the City Council Liaison. |
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Resolved that the Administration & Information Services (AIS) Committee |
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recommends City Council amends the City Council Policy for Review of |
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Performance Appraisals for City Council Appointed Department Directors as |
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follows: |
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Article I: Section 2, shall read: |
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"It is the desire of the City Council AIS Committee to periodically monitor the |
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performance of its appointed directors based on an bi-annual review of the |
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performance appraisal completed by the Mayor, as well as a self-evaluation |
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and/or additional comments provided by the Council appointee. |
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Article II: Section 3, sentence 2 shall read: |
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"The Director of Human Resources shall copy the self-assessment and any |
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attachments to the Mayor and forward the appraisal, justification regarding the |
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proposed bonus pay and self-assessment and attachments to City Council |
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members bi-annually by the end of January month following completion of the |
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appraisal period. |
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The motion carried by the following vote: |
Aye:
Duistermars, Holder, Kinker and Verschueren
Absent:
Rosen
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Enactment No: RES0207-2006 |
2006-0385
Performance Review for Council Appointed Directors - 2006
050406 Staff Report - Assr/Treas Review.pdf; AIS Resolution.pdf
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Ms. Pam Lee, Director of Human Resources, informed the Committee of the following: |
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* There was only one appraisal available for Council and that was for the Mr. Kurt |
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Dawson, Assessor/Treasurer. Positive comments were received from Council in |
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response to his appraisal. |
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* Only the seven members of council receive a copy of the actual appraisal in order to |
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respect the privacy of the appointed director. |
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* Ms. Jane Leslie, the City Clerk, was appointed one year ago and the current Mayor |
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has not had an opportunity to appraise her performance. The former Mayor did not |
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provide an appraisal before she retired from office. |
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A motion was made by Verschueren, seconded by Kinker, that this matter be |
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Received and Filed. |
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Resolved that the Administration & Information Services (AIS) Committee hereby |
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receives and files the information provided from the Administration regarding the |
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performance review for the Assessor/Treasurer Director for 2006. |
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The motion carried by the following vote: |
Aye:
Duistermars, Holder, Kinker and Verschueren
Absent:
Rosen
YOUTH COMMENTS
None. Ms. Burwinkle had to leave the meeting.
ANY OTHER BUSINESS
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Mr. Versheuren informed the Commitee that Communication Media Network (CMN) will |
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tape the talk with the Mayor here at the City Hall instead of the studio on Thursday, May |
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25, 2006 at 4:00 PM. |
NEXT MEETING DATE
Tuesday, June 13, 2006 - 5:00 PM.
ADJOURNMENT
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There being no further business to discuss, Chairperson Holder adjourned the meeting |
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at 6:44 PM. |
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Minutes prepared by Denise Mertz. |
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Minutes were approved as presented at the November 14, 2006 Regular Administration |
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& Information Services Committee Meeting. |
