DRAFT – These minutes are not official until approved at the next Personnel Committee meeting.

City of Bigfork

Personnel Committee Meeting October 7, 2009 Bigfork City Council Chambers

Members Present: Joey Jacobson, Lance Koppelmann, Roger Logdahl, John VanNyhuis, and Mike Stevens Members Absent: None Also Present: City Clerk/Treasurer Mike McKinney and Police Chief Jon Babcock

The Personnel Committee meeting was called to order at 4:50 p.m.

Logdahl introduced incoming City Clerk/Treasurer Mike McKinney to the Committee.

1. Approval of August 5, 2009 Minutes

Motion by VanNyhuis, seconded by Koppelmann, to approve the minutes of the August 5, 2009 Personnel Committee meeting, motion carried unanimously (MCU).

2. Police Chief Position – Insurance and Vacation

Logdahl stated that the City has explored various insurance options for the Police Chief’s policy. He believed that the savings for changing insurance carriers would be approximately 33-35%. VanNyhuis asked if the coverage would essentially remain the same. Stevens stated that the coverage would remain the same.

Police Chief Babcock stated that because of preexisting conditions, he did not believe he would not qualify for the insurance options that the City had been exploring. Logdahl instructed staff to locate the insurance quotes the City had received in the past and explore some additional alternatives that might cover preexisting conditions.

Logdahl stated that the City’s vacation policy had been changed in 2008 to allow for full-time positions to automatically qualify for vacation time. Logdahl instructed staff to pull up past meeting minutes to find out when that vacation policy was changed.

3. Review of Employee Time Cards/Logs for August and September

Logdahl asked what “AP” stood for on the timecards. Stevens noted that it stood for airport.

The Committee discussed on-call time and how it is compensated. Jacobson asked if employees clock in for on-call time. VanNyhuis stated that employees do not clock in. Stevens noted that the purpose of on-call time is to ensure that someone is available in case of an emergency. Jacobson asked if employees are paid for that time. VanNyhuis noted that on-call time rotates between the Public Works staff.

Logdahl asked who Alycia Hoff is. Stevens noted that she is the City’s lifeguard.

Jacobson asked what “SI” stood for on the timecards. Staff noted that it stood for sick time.

Jacobson asked how employees were compensated for overtime. Staff referred to the union contract for the public works employees and noted that all hours in excess of 40 per week are compensated as overtime hours. Staff also noted that employees on-call during the regular work week receive $1 per hour in compensation.

Jacobson asked if anyone approves overtime for employees. Stevens noted that overtime should be monitored to ensure that their hours do not exceed those regularly scheduled.

Jacobson noted that it is difficult to read some of the time punches on the time cards.

Logdahl asked if the police officer was on-call during the whole weekend. Staff noted that this was the case.

Logdahl noted that Public Works staff did not keep a complete record of work done on the department’s vehicles.

VanNyhuis stated that it would be helpful for the committee to see the hours worked daily by each employee on their time cards.

Logdahl asked if Police Chief/School Liaison Officer Babcock was required to check in while working as School Liaison Officer. Babcock stated that the school does not require that he check in. Babcock noted that he submits his hours to the Clerk/Treasurer, who then issues an invoice to the school district. Logdahl noted that the school should keep track of the hours that the School Liaison Officer is on-campus. Stevens noted that the School Liaison Officer tends to work more time than scheduled. Stevens noted that he believed the contract between the City and the school district required that the School Liaison Officer be on-campus for a minimum of an hour per day. Staff stated that an invoice was recently sent to the school for the hours worked by the School Liaison Officer in September. Staff noted that he only reports hours worked at the school on a monthly basis on this invoice. Staff also noted that the school district has paid the City for a set number of hours and believed that anything above and beyond that might be billed to the school district. Stevens noted that he believes that the contract covers a set number of hours and that any hours in excess of that would not be reimbursed by the school district.

Logdahl noted that the timecards for Joe Zimmer and Billy Bloom were not signed.

Motion by Stevens, seconded by Koppelmann, to approve employee timecards for August and September, MCU.

4. Uniform Policy

Logdahl noted that the Committee had already established items that the Police Chief could purchase and seek reimbursement for from the City. VanNyhuis asked if the Police Chief would need to provide an invoice in order to seek reimbursement. Logdahl stated that this was the case. Stevens noted that if employees do not provide a receipt they will not receive reimbursement. Stevens noted that past policy disbursed funds to each employee at the beginning of the year to purchase their own equipment. Staff asked if the document listing eligible items for the Police Chief should be updated to include the list of approved items already on file. Logdahl instructed staff to do so.

Logdahl noted that the Police Chief prefers not to wear a uniform while on duty. Logdahl stated that a Police Chief should dress according to their position. Logdahl also noted that resurrecting the issue might create problems.

Jacobson asked if the intended policy is to expect employees to purchase equipment on their own.

Logdahl noted that the City has attempted in the past to require the Police Chief to wear a uniform while representing the City. VanNyhuis asked if the City was properly represented by the Police Chief if he did not wear a uniform while on duty. Logdahl stated he believed the City is not properly represented if the Police Chief did not wear a uniform while on duty. Stevens noted that the current uniform allowance would likely not provide for a full uniform for the Police Chief. VanNyhuis asked whether the Police Chief would need a uniform allowance if it is not being used to purchase a uniform. Logdahl noted that the uniform policy and uniform allowance were separate issues. VanNyhuis noted that the Police Officer did wear a uniform while on duty. VanNyhuis asked what recourse might exist for an employee required to wear a uniform but choosing not to do so. Logdahl noted that this would constitute insubordination and that such insubordination should be treated as a performance issue and believed that the Council should also treat it as such.

Jacobson asked why the Police Chief did not wear a uniform. Stevens stated that the school district found his clothing acceptable and believed it would help him work with the students. Stevens noted that the clothing the School Liaison Officer wore does identify him as a police officer.

Stevens noted that the Police Chief is available during the week in case of emergency. Stevens stated that it would be unlikely to provide a set amount of patrol hours for the Police Chief. Logdahl stated that this again points out the need to address the full-time status that the Police Chief maintains.

VanNyhuis asked if the Committee could recommend cutting the Police Chief’s hours back to part-time. Logdahl stated that the Committee could do so. VanNyhuis noted that the Council has rejected such an alternative in the past. Logdahl noted that in the past the Budget Committee had forwarded a recommendation to the Personnel Committee to reduce the hours of the Police Chief back to part time due to budget constraints. Logdahl noted that this would eliminate approximately $9,000 of the Police Chief’s annual benefits. Logdahl noted that the loss of intergovernmental aid would necessitate such action. Logdahl noted that the Police Chief position is part-time in nature and there is little value added to the City by having a Police Chief. Logdahl expressed concern over doing what is right for the budget and the community. Logdahl stated that the City should not treat the Police Chief as a full-time position. VanNyhuis stated that he agreed with this.

Logdahl switched agenda items 5 and 6.

6. Performance Review of Police Officer (Closed Session)

The meeting was closed for a performance review of Police Officer Pat Richards. The results of the review will be forwarded to the City Council.

5. Performance Review of Public Works Superintendent (Closed Session)

The meeting was closed for a performance review of Public Works Superintendent Chuck Almhjeld. The results of the review will be forwarded to the City Council.

7. Other Business

Logdahl instructed staff to add the Casual Maintenance position to Tuesday’s Council agenda. Logdahl noted that the discussion will focus on allowing the Public Works Superintendent to hire the Casual Maintenance position directly rather than depending upon Personnel Committee and City Council approval.

Logdahl also instructed staff to include preliminary consideration of disciplinary action against an employee to Tuesday’s Council agenda.

VanNyhuis asked when the next Personnel Committee meeting was scheduled. Staff informed the Committee that the next meeting is scheduled for December 2, 2009 at 4:45 p.m.

Motion by Stevens, seconded by Jacobson, to forward both performance reviews to the City Council for review and approval, MCU.

Motion by Stevens, seconded by Jacobson, to adjourn, MCU. The meeting was adjourned at 7:00 p.m. The next Personnel Committee meeting is scheduled for December 2, 2009 at 4:45 p.m.

Michael McKinney City Clerk/Treasurer