06/15/1988CITY OF GRAND TERRACE
CITY COUNCIL MINUTES
ADJOURN JOINT REGULAR MEETING - JUNE 15, 1988
A adjourn joint regular meeting of the City Council of the City of Grand
Terrace was called to order in the Council Chambers, Grand Terrace Civic
Center, 22795 Barton Road, Grand Terrace, California, on June 15, 1988, at
7:00 p.m.
PRESENT: Byron Matteson, Mayor
Barbara Pfennighausen, Mayor Pro Tem
Hugh J. Grant, Councilmember
Dennis L. Evans, Councilmember
Susan Shirley, Councilmember
Thomas J. Schwab, City Manager/Finance Director
Randy Anstine, Assistant City Manager
David Sawyer, Planning Director
Juanita Brown, Deputy City Clerk
Ivan Hopkins, City Attorney
Joe Kicak, City Engineer
ABSENT: None
The meeting was opened with Pledge of Allegiance led by Mayor Pro Tem
Pfennighausen.
Mayor Matteson stated that the first item is salary review.
Salary City Manager Schwab presented the requested salary request
consisting of: 5 percent cost of living adjustment;
re-classification of five positions; auto allowance for
City Manager, Assistant City Manager and the Planning
Director of $200.00 per month, explaining that the current
package will result in an annual cost of $361,139.00 for
cost of living increases. He stated that $3,700.00 for the
raises would be in conjunction with the re-classification;
and a net cost of $5,400.00 for the auto allowance after we
reduce the appropriate mileage accounts because those would
no longer be necessary except for the mileage that is
available for the rest of the staff for minimal use of
their own vehicles.
Mayor Matteson indicated taking each item one at a time
with the first being an appropriation of $36,000.00 for 5
percent cost of living adjustment.
Mayor Pro Tem Pfennighausen pointed out that the CPI was
4.4 and she would like to see the across the board raise
consistent with the CPI.
Mayor Matteson asked if she was talking about 4.4 percent.
Mayor Pro Tem Pfennighausen said she would go 4.5. Mayor
Matteson stated that if we are going by the CIP, that is
4.4 and he would go along with that if she wanted to put
that in the form of a motion.
CC-88-116 MOTION BY MAYOR PRO TEM PFENNIGHAUSEN, SECOND BY COUNCILMEMBER,
that the across the board salary increase be consistent with the
CPI at 4.4.
Councilmember Grant stated that if this motion fails, and I
would vote against it, I would recommend 5 percent.
Councilmember Shirley asked how much the .6 is.
Mayor Matteson explained that employee raises are supposed
to be given by merit raises, that is the way the system is
set up and with the cost of living increases if each
employee is deserving of a raise the City Manager has the
option of giving them a merit raise.
Mayor Pro Tem Pfennighausen stated that there is an
established policy and that last year was a little
different because their had been a re-classification study
and raises were held up so we went considerably above the
CPI last year. She felt that employees should stay
consistent with the cost of living, pointing out that the
merit increase is the responsibility of the City Manager
and it's Council's responsibility to see that the employees
are kept up with the cost of living and that alone is the
reason she is tying the across the board raise into the
CPI.
Councilmember Grant asked for the figure between 4.4 and
5. City Manager Schwab replied approximately $3,000.00,
pointing out needing an appropriation of $33,179.00 for
4.4 percent.
Councilmember Grant pointed out that if the appropriation
for advertising yesterday were reduced by a thousand or so
we could probably pay this and wanted the record to reflect
that he is voting against this motion because he does not
feel that it is sufficient.
Motion carried 3-2 (Councilmembers Grant and Shirley voting
NOE).
Council Minutes - 06/15/88
Page 2
Re -classifications Mayor Matteson read off the list of requested
re -classifications for the Community Director, Associate
Planner, Planning Secretary, Assistant Finance Director and
Deputy City Clerk in the amount of approximately $3,700.00
for re-classification for salary adjustment.
City Manager Schwab stated what is being requested is a
re-classification to move the ranges within the overall
City range, pointing out that right now the Community
Development Director, as well as the Deputy City Clerk have
both been reviewed, explaining that there's sufficient
salary that's already budgeted for their merit increases.
He explained that what is being done is to allow those
ranges to move so that ultimately when they are at the top
of their range they will be where they need to be within
our salary structure. He stated that when the Associate
Planner and the Planning Secretary were initially
established, those positions were basically a guess,
particularly the Planning Secretary, who is now working
under the classification of clerk typist and there is no
way we can justify that responsibility as clerk typist. He
stated that the Associate Planner is now doing the level of
work that is above what we would normally be constituting
as Planning Aide work. He pointed out that in addition to
the 5 percent raise, both of those individuals will receive
a class adjustment within the range and that the rest will
have a range adjustment that will move up, but the actual
salary will not go up until at such time there is a merit
adjustment or review.
Mayor Matteson asked if he was adding other
classifications?
City Manager Schwab we will be eliminating Planning
Director and will now call it Community Development
Director; Planning Aide will now be called Associate
Planner; Clerk Typist will be call Planning Secretary; the
other two where the names are staying the same we are
evaluating the level of responsibility of the jobs because
there is no longer a Finance Director or City Clerk, those
responsibilities have grown.
Mayor Matteson asked what happens if later on you hire a
clerk typist and you have done away with the
classification.
City Manager Schwab replied we never hope to hire a clerk
typist in the Planning Department, explaining that a clerk
typist is not going to have the type of experience that we
need for the type of work that the Planning Secretary does.
Council Minutes - 06/15/88
Page 3
Mayor Pro Tem Pfennighausen asked for a clarification for
the re-classification from Planning Director to Community
Development Director.
City Manager Schwab explained a desire to get a little more
involved in the aspect of economic development, as well as
getting into more than just the ongoing planning, pointing
out the possibilities of expanding those duties to include
putting together some advance plans beside the General Plan
such as a City Specific Plan for the Barton Road Cooridor
as well as other areas where developers plans must conform
with the specific plan. He explained that right now he was
not anticipating until the annual review period, about a
year away to look at any salary adjustment for that
position.
Mayor Matteson wanted to know the ranges that we are
changing.
City Manager Schwab replied that the Community Development
Director range is going to go up 5 percent.
Councilmember Evans questioned if the figure showed the
5 percent factored into it. The response was yes.
Councilmember Evans stated technically if you were to go
4.4 percent, this would be a lower rate.
City Manager Schwab stated in that case it does not have
the 5 percent factored in, it's actually with the motion
that was made, it's 9.4 percent movement of the range from
what exists today.
Councilmember Evans questioned what 5 percent was he
talking about?
City Manager Schwab explained that the range for Community
Development Director is moving 5 percent, but it's
5 percent above what Council just approved.
Councilmember Evans questioned, so currently with the title
Planning Director, you want to change it and call it the
Community Development Director, you are increasing those
ranges 5 percent.
City Manager Schwab explained 5 percent after the 4.4
percent.
Mayor Pro Tem Pfennighausen stated so the $3,584.00
factored in the 5 percent, that would be adjusted.
Councilmember Evans questioned if that was approved, you
would go an additional 4.4 percent.
Council Minutes - 06/15/88
Page 4
City Manager Schwab reported that what's in the staff
report has both factored in, so actually we're going to
have to redo these ranges to reduce it by .06 percent, if
the motion is carried as is, we will amend the Resolution
to reflect the difference in the cost of living by .06.
Mayor Pro Tem Pfennighausen asked for the same rationale
explanation under the Deputy City Clerk.
City Manager Schwab we no longer have a City Clerk, the
title is with the City Manager, but felt the
responsibilities and the overall carrying out of the duties
within that department fall very heavily on the Deputy City
Clerk and he anticipated that eventually that position will
be the City Clerk, but at this point we are just
re-classifying and moving that up to reflect the
responsibilities that the new Deputy City Clerk has versus
what the old Deputy City Clerk did when we had a City
Clerk.
Mayor Pro Tem Pfennighausen stated so she understands what
it is because she has no problem with this because this
person works very hard and does an outstanding job. At
some point we do anticipate having that position for her to
move into as a full -fledge City Clerk.
City Manager Schwab felt that right now there is a lot of
room in growth within the current salary range of Deputy
City Clerk which would give plenty of room to be able to
move that range and could foresee that eventually that
would probably be the case. City Manager Schwab concurred
that there's certainly been a lot of hard work and
re -direction in that area, but there was still a lot of
learning going on which will eventually all come together
with the training that's received and he did anticipate
that that again will be requested to be re-classified.
Mayor Pro Tem Pfennighausen assumed that the Deputy City
Clerk is not at top range yet. The response was that's
correct.
Mayor Pro Tem Pfennighausen questioned if the top range
that presently exist will be high enough until that new
position opens.
City Manager Schwab felt it is adequate and in the future,
as that job grows and the individual becomes a certified
City Clerk then we will be looking at another
re-classification, which is an ongoing process every year
as duties and responsibilities change.
Council Minutes - 06/15/88
Page 5
Mayor Pro Tem Pfennighausen questioned the change if
there's growth already there.
City Manager Schwab explained that if you look at the
current organizational structure spread on the salary
resolution, you have to measure those jobs, then explained
the required steps to reach the top range.
Mayor Pro Tem Pfennighausen felt it would have been easier
if she had understood that in the beginning and that it's
important that all of them are done or none of them are
done.
City Manager Schwab explained that when this is done, all
of the positions are looked at and some move and some stay
the same, explaining that when this particular study was
done some were recommended to go backwards which is why
they Y-rated them, which says this range can never move
until the others catch up.
Councilmember Grant expressed his same concern regarding
this position and accepted what was explained, he was under
the impression, notwithstanding the remaining educational
process that the Deputy City Clerk was doing the same
full -fledge job as the previous City Clerk's, including the
responsibilities. He felt it was an artificial distinction
here rather than a real distinction between a Deputy City
Clerk and a City Clerk. He pointed out that there wasn't a
City Clerk because the City Manager is not involved in
that.
City Manager Schwab replied that is true to a certain
extent, then gave an example of steps taken by one of the
previous City Clerk's. He felt if Council wanted to titled
it City Clerk and paid it basically what a Deputy City
Clerk is within our salary structure, it really wouldn't
matter.
Councilmember Grant asked if it was a matter of going
through the stages of development that one of the previous
clerk's did. City Manager Schwab replied, "correct,"
stating that the individual has excellent administrative
abilities and felt it's a matter of honing those skills to
that of a City Clerk and the current salary is
commensurable to the ranges of those responsibilities.
Councilmember Evans asked if the Deputy City Clerk is doing
everything that a City Clerk is supposed to do, why don't
you call her a City Clerk instead of a Deputy.
Council Minutes - 06/15/88
Page 6
City Manager Schwab listed some of the jobs that the
previous City Clerk held, stating that he felt he was the
best person to be in the position to make that
determination.
Councilmember Evans expressed his feelings regarding a
person who is doing an adequate job should be give the
position instead of just re-classifying to a higher
financial range if they have progressed to the point where
they could in the City Manager's opinion and do an adequate
job. He expressed his feelings regarding all of the City
Employees, but felt we have to take a look at what's
happening economically in the world and somewhere along the
line we are going to have to bite the bullet. He felt
games were being played with duties and if the Deputy City
Clerk is doing the City Clerk's job, it was time to call
her a City Clerk and put her in a City Clerk's range
instead of playing the games we are playing here.
Mayor Matteson concurred with the City Manager.
Councilmember Evans explained he could make the decision,
he was just saying as far as different ranges....
City Manager Schwab explained that if you did a survey of
cities of 10,000 you would more than likely find that not
everyone of those cities or majority of those cities have a
"City Clerk," "Finance Director" or "Planning Director,"
because at the smaller levels all of those positions do not
exist. He felt if we start doing these re -classifications,
there's a chance that next year he will be back before
Council saying that we are not in the competitive with, say
for instance, the City Clerk's position, indicating going
out to do a survey, compared to the surrounding cities we
are way low.
Councilmember Evans stated that he has heard it that
although we have to attempt to be competitive just because
another city pays a particular rate does not mean that we
should also pay the same rate, we may not have as much
income into the city as that city and although it would be
nice to pay, it it time to consider the duties and the
responsibilities for a city of our size equal to the same
in the other community.
City Manager Schwab stated that his only thing would be
that he is assuming that the City Manager is the person who
is charged with being the director of personnel and his
recommendation is before Council right now, and if you
think that it's not enough and you would like to get
involved in the personnel process then we can title these
Council Minutes - 06/15/88
Page 7
things anything that you would like. If it's going to make
the person feel better to have a different title and get
the same salary, that will be about what you would be
accomplishing, but that's not his recommendation, it might
be my recommendation at some point, but right now this is
what we have developed and is not something that we figured
out in a short period of time.
Councilmember Shirley felt there was a lot of validity in
maintaining levels and would hate to become a training
ground for our employees to go to another city where they
could command a higher salary because they've had a better
title here.
CC-88-117 MOTION BY COUNCILMEMBER SHIRLEY, SECOND BY COUNCILMEMBER GRANT, to
authorize the re-classification of the Community Development
Director, Associate Planner, Planning Secretary, Assistant Finance
Director and Deputy City Clerk and appropriate $3,700.00 for
re-classification salary adjustments.
Councilmember Grant personally thank the City Manager for
just doing the exact thing that this City Council expects
of him, and that is he stood his ground, he said if this is
what you want to do, you go ahead and do it, but this is my
recommendation.
Motion CC-88-117 carried 5-0.
Mayor Pro Tem Pfennighausen commended the City Manager
also.
Mayor Matteson stated when we started this budget we had
$79,000.00 unappropriated funds, we have now already spent
$97,000.00 of that $79,000.00 and felt we are going to have
to do some adjustments.
Councilmember Evans replied we have $700,000.00
unappropriated funds that will be carried over from .....
Mayor Matteson stated that means we are spending money that
we haven't taken in this year and the money we've taken in
this year we are losing ground because we have $79,000.00
coming in this year that we hadn't spent, now we spend
$97,000.00 so we are going backwards.
Councilmember Shirley reported that we've spent more than
$97,000.00, we spent $60,500.00 last night.
Mayor Matteson stated that he have $43,000.00 for the Fire
Department.
Council Minutes - 06/15/88
Page 8
Councilmember Shirley stated that was $44,000.00 for Fire
Department, $10,000.00 for Chamber of Commerce and
$6.500.00 ....
Mayor Pro Tem Pfennighausen asked the City Manager if we
were going to be in deficit position, do we have adequate
funds to cover what we have spent.
City Manager Schwab replied, yes, according to the way that
he programmed it as the same way that he did in the budget
message, the OF Rescue Unit, is coming out of our General
Fund Reserve because that isn't something we are going to
do every single year. The Chamber of Commerce came out of
our current revenue. He stated that he was showing right
now with our current revenue and current program
expenditure (which are things that we are going to have to
do every year) a balance of $71,504.00 without taken into
consideration the two motions that just passed, indicating
having to subtract another $40,000.00 or so off of that.
Mayor Matteson stated there are things that don't happen
every year and we are going to have certain things, the
bottom line is that we are spending more money this year
than we are taking in, we are ending up with a net loss
this year.
Mayor Pro Tem Pfennighausen stated we've spent less money
than we took in this year and we can therefore, carry it
over into the next year.
Councilmember Evans stated that is $700,000.00 plus, is
that correct Tom.
City Manager Schwab replied, yes, our current projection
for our estimated funds .....
Councilmember Evans asked what are we going to do with the
$700,000.00?
City Manager Schwab replied, we are not going to do
anything with it, that's part of our reserve.
Councilmember Evans asked if that $700,000.00 is over and
above the $500,000.00 we had a reserve to start with and
the $100,000.00 we had in the park acquisition which hasn't
gone through yet, so you have $600,000.00 plus the
$700,000.00 right now that is setting some place, is that
right.
City Manager Schwab replied, just in the General Fund, if
you wanted to spend everything we have, you can appropriate
tonight $1.3 million dollars worth of projects and we could
cover it.
Council Minutes - 06/15/88
Page 9
CC-88-118 MOTION BY COUNCILMEMBER EVANS, SECOND BY MAYOR PRO TEM
PFENNIGHAUSEN, to approve the auto allowance.
Mayor Matteson felt the auto allowance was too high,
feeling that $150.00 for City Manager, $100.00 for
Assistant City Manager and Planning Director.
Mayor Pro Tem Pfennighausen pointed out that at first she
felt that way too, but came to the conclusion that this
doesn't just cover the cost of gas and when our management
staff travels to meetings on behalf of the City, there is
wear and tear and maintenance cost on their vehicle. She
further explained how much it would cost if we had to
furnished each one with a vehicle and felt this was a
conservative request and suggested keeping a record for one
year and Council would find out that the requested amount
is not sufficient.
Mayor Matteson pointed out that they already have a
reimbursement plan where they get twenty-five cents a mile
which covers gasoline, auto maintenance, etc.
Councilmember Shirley asked if this would be reduced.
Mayor Matteson replied this would be reduced if this
passes, but they have that option in the past and this one
gives them the money whether they use the vehicle or not.
City Manager Schwab explained that everyone involved uses
their vehicles daily in carrying out their duties and
pointed out the problem of every time one of them go a half
mile or two or out driving all day to sites, no one wants
to stop and write down every mile each and every time. He
explained that the Assistant City Manager and Planning
Director has never turned in a mileage report since they've
been working for the City unless they've gone to San Diego,
L.A. or somewhere they've actually had some appreciated
miles.
Mayor Pro Tem Pfennighausen pointed out that most of the
cities supply their department heads with vehicles and they
are maintained at city expense and insured through City
Expense, indicating she has no problem with this.
Motion CC-88-118 carried 4-1 (with Mayor Matteson voting
NOE).
CC-88-119 MOTION BY MAYOR MATTESON, SECOND BY COUNCILMEMBER SHIRLEY, to
adopt that Resolution, Item Number 3.
City Manager asked if this was with the adjustment for 4.4
percent instead of 5 percent and was it part of the
motion. The response was, yes.
Council Minutes - 06/15/88
Page 10
Motion CC-88-119 carried 5-0.
Mayor Matteson stated City Manager's merit raise.
Mayor Pro Tem Pfennighausen stated that she did not have
anything on that.
Mayor Matteson explained that the meetings Council had in
discussing the City Manager's performance is much like the
one the City Manager holds with staff members and then he
rates them and gives them their merit raise based on their
performance, pointing out that the time to do this should
be at the time of the interview, but Council decided to
wait until budget time.
Councilmember Grant explained that he recognized how the
rating went, and also recalls the Assistant to the City
Manager's data that she had provided to us, other than that
I don't recall receiving anything.
Mayor Matteson pointed out that he was in the interview.
Councilmember Grant stated that the interview dealt with
performance and he knows how he rated the City Manager, but
what he was saying, and he is in favor of an increase, but
the data to support the type of increase Councilmember
Grant wanted all he had for his use was information given
to him by Betty Trimble, is that all ....
Mayor Matteson stated that's it, based on his interview.
Councilmember Grant stated he knew about the interview,
lets ....
Mayor Matteson asked him if he wanted the range? He asked
the City Manager if he had the range for City Manager and
at what point he is at right now.
City Manager Schwab replied that the Salary Resolution,
currently the range for the City Manager runs from
$3,901.00 to $5,277.00 ...
Councilmember Evans 5 percent.
City Manager Schwab replied, that's correct, ....
Councilmember Evans stated that has to be adjusted.
City Manager Schwab replied that has the 5 percent in it.
Councilmember Evans stated that's what he is saying, but it
has to be adjusted down to 4.4.
Council Minutes - 06/15/88
page 11
Councilmember Shirley stated to 4.4, asking where he was
right now on a scale.
City Manager Schwab replied he was at mid -point.
Councilmember Grant asked if he was at $4,589.00.
City Manager replied with the cost of living increase that
was just approve, minus the little .04 percent, explaining
that he was appointed a year ago in May at mid -point.
Councilmember Grant questioned if there were a total of
five steps between medium and maximum.
City Manager Schwab replied that we use to have the step
system, but we no longer do that, explaining that the old
step system had five percent steps.
Mayor Matteson stated that he get $4,561.00 is where he
would be at right now with the 4.4 percent raise.
Councilmember Evans asked if that was correct?
City Manager Schwab replied that should be real close.
Councilmember Evans stated so from the old range you were
transferred from $3,715.00 to $5,026.00, you would have
been in the mid -range on that scale, with this raise you
are at mid -point on this scale, so what we have to decide
is if we want to give you a merit raise it would be
somewhere between mid -point and maximum.
City Manager Schwab explained the process he takes when
reviewing the progress of an employee, pointing out that
Council had done the review with him and decided that they
wanted to handle the merit increase at budget time.
CC-88-120 MOTION BY MAYOR MATTESON, SECOND BY MAYOR PRO TEM PFENNIGHAUSEN, to
propose a 5 percent increase which would bring it approximately
$4,789.00.
Councilmember Evans stated if he understands, we are going
to take 5 percent of the $4,561.00 and that will be
approximately $228.00.
Mayor Matteson replied which would be about $4,789.00 plus
or minus a few pennies, but the basic thing is 5 percent.
Councilmember Evans felt that was too high.
Mayor Pro Tem Pfennighausen explained that this amounts to
9.4 percent pay increase and that is a considerable amount
of money.
Council Minutes - 06/15/88
Page 12
Mayor Matteson stated that one is the cost of living and
one is a merit, explaining that everybody got the cost of
living, stating that it is unfortunate that his review
comes up at the same time that the budget comes up and if
this was done in January there probably wouldn't be any
problem giving him a 5 percent raise, now that we are tied
in with cost of living it looks like a larger figure.
Mayor Pro Tem Pfennighausen stated in total it is 9.4
percent, that's almost a 10 percent pay increase,
indicating she is not arguing it is too much, but she
didn't think it was too little.
Motion CC-88-120 carried with Councilmember Evans voting
NOE.
Mayor Matteson adjourned the meeting at 8:15 p.m. until the
next regular meeting which will be held Thursday, June 23,
1988 at 5:30 p.m.
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Council Minutes - 06/15/88
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