HomeMy WebLinkAbout05-16-18 FPAC Agenda Packet
Committee Members
Arlene Mitchell
Katharine Peters
David Radziej
Council Liaison
Brenda Holden
Arden Hills
Financial Planning and
Analysis Committee
Agenda
May 16, 2018
6:00 pm
1245 W. Highway 96
Arden Hills, MN 55112
651.792.7800
www.ci.arden-hills.mn.us
City Vision
A strong community that values its unique environmental setting, strong residential neighborhoods, vital business
community, well-maintained infrastructure, fiscal soundness, and our long-standing tradition as a desirable City in
which to live, work, and play.
CALL TO ORDER
1. APPROVAL OF THE AGENDA
2. MINUTES
3. NEW BUSINESS
A. FPAC Organization and Work Plan Discussion
B. Comp Study
4. COMMITTEE COMMENTS
5. ADJOURNMENT
A quorum of the City Council may be present at this meeting.
AGENDA ITEM – 3A
MEMORANDUM
DATE: May 16, 2018
TO: Financial Planning and Analysis Committee
FROM: Gayle Bauman, Finance Director
SUBJECT: Financial Planning and Analysis Committee (FPAC) Organization
Committee Should Consider
Election of committee chair and vice-chair.
Background
This committee was originally formed in 2007 to provide modeling, projections and suggest
fiscal policies surrounding the longer-term impact of current and near term decisions.
Discussion
Attached is a copy of the FPAC work plan. It appears the committee has not met since 2013 and
is currently short two members. The committee should elect a chair and vice-chair and discuss
future meeting times. Terms run 3 years and current term expiration dates are as follows:
Katy Peters 12/31/2015
Arlene Mitchell 12/31/2016
David Radziej 12/31/2016
Attachments
Attachment A: FPAC Work Plan
Commission and Committee:
Committee Name: Financial Planning and Analysis Committee (FPAC)
Established by the Arden Hills City Council: March 12, 2007
General Purpose for Committees and Task Forces:
The overall purpose of the committees and task forces are to improve the value of the Arden Hills citizens’
property, increase the desirability of Arden Hills as a place to live or work, and to enhance/protect the
health and well-being of the citizens.
While the City Council and City Staff have the sole responsibility for activities within the City of Arden
Hills, from time-to-time, they find it desirable, advantageous, and necessary to bring together residents of
Arden Hills in order to broaden and enrich the discussion around possible decisions. As an example, the
City Council’s ability to debate and discuss far-ranging alternatives is stifled by the risk that the mere
discussion of alternatives will engender them with undeserved merit. In addition, Arden Hills will always
seek to hire the most qualified and capable employees, but in doing so will frequently hire staff that is not
intimately connected to the Arden Hills neighborhoods. Therefore it is critical that the City create a
mechanism where the City Staff can get unfettered and unbiased reaction to their novel thoughts and ideas.
The Commission, Committee and Task Forces are established to broaden and enrich the content that will
ultimately be enacted or authorized by the elected City Council.
Mission/Purpose:
The Financial Planning and Analysis Committee’s purpose is to provide modeling, projections, and suggest
fiscal policies surrounding the longer-term impact of current and near term decisions. This includes: build
versus lease decisions; future Fire/Police capital facilities/equipment; fund balance policies and capital
improvement plans. Use of public financing to achieve these objects is included in this mission/purpose.
Review of operating expenses and annual budget are explicitly excluded from the scope and responsibility
of this committee, provided however, that this committee will depend upon financial reports and actual
financial history of the City.
Expected Outcomes:
1. Review/Recommend Fiscal Polices__________________________________
2.Review Public Financing Policy in General for the City of Arden Hills______
3.Respond as requested to Council requests for input______________________
Specific objectives will be determined by the committee once it has been formed.
Specific Objectives:
1. _______________________________________________________________
2._______________________________________________________________
3._______________________________________________________________
4._______________________________________________________________
Immediate Actions In-Process:
1. _______________________________________________________________
2. _______________________________________________________________
3. _______________________________________________________________
4. _______________________________________________________________
5. _______________________________________________________________
Membership (Five Persons)
Members whose terms expire December 2008-
1. Vice-Chair James Ostlund
2. Al Hilgers
3. Jeff Johnson
Members whose terms expire December 2009-
4. Chair Scott Bronson
5. Maurice Gieske
Ex-Officio Members (if any)
_____________________________________
_____________________________________
2007 Council Liaison: David Grant
2007 Staff Liaison: Susan Iverson
Meeting Procedures:
1. Meetings will usually be held once per month, until the assigned purpose of the committee has
been accomplished.
2. Meetings will follow the Rules of Order established by the committee.
3. The agenda for the meetings will be established in conjunction with the staff liaison.
4. Monthly minutes will be maintained by the staff liaison and copies of the meeting minutes will be
provided to the City Council.
5. When actions by the City Council are required they will be submitted in the form of a motion with
a summary identifying the critical elements of the item. Reports, updates, and suggested policies
are not actionable by the City Council and a presentation to the City Council does not grant the
committee authority to proceed with their recommendation.
Expectations of FPAC Members:
1. The interests of Arden Hills and its residents are foremost.
2. Participation of FPAC members is key to their contribution:
Members should be present and involved in meetings.
Members should be actively engaged in discussing issues, sharing perspectives and
raising questions that are essential elements of “good decision-making”.
Effective participation derives from continually learning about Arden Hills’ long-term
financial issues and political environment in which they exist. This learning process
includes formal opportunities afforded by FPAC, as well as informal opportunities that
occur in the course of each member’s activity.
As a guideline, members should expect to spend 6 to 8 hours per month in their work on
the FPAC committee.
3. The FPAC is a group of peers-no single member has more standing or power than another.
4. Respect for the opinions of other members, and for those with whom the FPAC interacts, is a
hallmark of the committee’s work. Members seek clarity in presenting their views, and represent
a sense of stewardship in all that they do.
5. FPAC members engage in continual self-assessment of their performance on the committee. As
needs arise, they seek education, input and the skills necessary to evaluate their performance.
6. The FPAC provides an opportunity for the education of its members, both as a part of committee
meetings, and though access to outside educational events. Members are expected to actively
participate in these opportunities.
7. Some of the FPAC’s work involves subjective judgment, where there is not enough data to make
the decisions that are necessary. Members who are most successful in these decisions are those
who are aware of the values in their neighborhood, willing to engage in the discussion of values,
and respectful of those values held by other that might differ from their own.
8. By design the FPAC is composed of individuals with diverse perspectives and experience. The
committee benefits from these contrasts that this diversity engenders and seeks to improve the
decision making and actions that are necessary to understand the differences and resolve disputes
that arise during the discussion of issues and plans.
AGENDA ITEM – 3B
MEMORANDUM
DATE: May 16, 2018
TO: Financial Planning and Analysis Committee
FROM: Gayle Bauman, Finance Director
SUBJECT: Compensation Study review for future meeting
Committee Should Consider
No action at this time.
Background
At the April 23, 2018 Council Meeting, approval was given for George Gmach Compensation
Consulting, LLC to perform a market study for the City of Arden Hills.
Discussion
Mr. Gmach is currently in the process of gathering information and performing his analysis of
the data. The plan is for him to present this information to FPAC in early July and then for
FPAC to make a presentation to the City Council by the end of July.
Attachments
Attachment A: Agenda item from April 23, 2018 Council Meeting
DATE: April 23, 2018
TO: Honorable Mayor and City Councilmembers
FROM: Dave Perrault, City Administrator
SUBJECT: Compensation Study Approval
Budgeted Amount: Actual Amount: Funding Source:
N/A $2,200 General Fund
Council Should Consider
The Council should consider approving the attached proposal from George Gmach for a
compensation study with the City of Arden Hills.
Background
At the 2018 City Council retreat, the City Council directed staff to begin the process for a
compensation study. George Gmach was identified as a potential consultant to facilitate the
process. The City has received a Proposal from Mr. Gmach (see Attachment A). City Staff is
recommending the City utilize all of the services listed totaling $2,200 ($1,900 if the Council
decides to exclude optional services). The City Council also directed the Financial Planning and
Analysis Committee (FPAC) to be the lead on this project. A tentative schedule is listed below.
Schedule
April 23 – City Council approval
May 1 – Kickoff meeting with FPAC and Mr. Gmach
May thru June – Information gathering and analysis by Mr. Gmach
Early July – Presentation to FPAC
Mid July – FPAC presentation to the City Council
The Council also discussed this at a Work Session, and requested staff check other cities that Mr.
Gmach has consulted with; staff did check other cities and the feedback was positive.
Attachment
Attachment A: RFP for Compensation Study
CONSENT ITEM –6K
MEMORANDUM
George Gmach Compensation Consulting, LLC
22600 Oakdale Drive, Rogers, MN 55374 george.gmach@icloud.com
April 3, 2018
Dave Perrault, MBA, MPA
City Administrator
City of Arden Hills
Email: dperrault@cityofardenhills.org
Dear Dave,
I am providing the following proposal relating to a market study for the City of
Arden Hills. My understanding is that there are 17 different jobs, all of which have
reasonably recent job descriptions. I also understand that the city is billed for
employee healthcare on an individual employee basis determined by age.
The city leadership team wants a study that contrasts Arden Hills total pay practices
with a reasonable group of cities in the area. Total pay for purposes of the study
means cash payments, health and welfare benefits and paid time off. Some city
employees are represented by the 49ers for purposes of collective bargaining.
The city is required to comply with pay equity statutes. Thus, any actions
contemplated as a result of the study should be tested to determine whether
compliance is maintained post implementation. Evaluating jobs to establish a
logical hierarchy is an option that can be performed at the same time.
Activity Hours Cost
Gather information about the city functions and jobs in
preparation for market analysis and subsequent activities. This
includes job description review and benefit plan review.
2 $200
Prepare a table showing comparative demographic and economic
information for potential peer market comparison. This data will
be gathered from multiple sources and peers will be
recommended based on the greatest similarities. Geographic
location is significant for some jobs and may mean looking at some
larger neighbors. The table will be used along with historical city
practices to develop a short list of about 10 -12 most logical peers.
1 $100
Gather market data for key benchmark jobs. These are jobs that
are most directly compared to jobs in other peer market
employers. This can begin as soon as there is sufficient job
information to select and describe benchmarks. A survey will be
prepared to send to peers. Participants will get a f ree copy of the
summary report.
6 $600
Gather policy and benefit information from peer organizations to
facilitate comparison with Arden Hills.
4 $400
Evaluate jobs using a point factor system for internal equity. The
hours are reduced since job will already be reviewed. (Optional)
2 $200
George Gmach Compensation Consulting, LLC
22600 Oakdale Drive, Rogers, MN 55374 george.gmach@icloud.com
Prepare a report that contrasts the current grade structure with
data from peer jurisdictions.
2 $200
Test for pay equity compliance. (optional) 1 $100
Meet with city officials to present the plan (includes mileage and
travel time in the hourly rate).
4 $400
Total (excludes optional activities) 19 $1,900
This is a total turnkey not to exceed. I have calculated hours on the low side and
anticipate some pro bono hours to complete the project.
My background includes over 32 years of experience working with public sector
compensation research and consulting, including most of that time in a senior
management role. I served 20 years as a city council member in a city over 5,000 in
population. I am semi-retired and now limit my projects to cities and counties in
Minnesota.
If you decide to use my services and we start by May 1, I anticipate a completed
project by mid-July.
Thanks for your consideration!
Sincerely,
George B. Gmach
Consultant