CITY OF STILLWATER, MINNESOTA

REQUEST FOR PROPOSALS

CITY OF STILLWATER CLASSIFICATION/COMPENSATION STUDY

Submission Deadline:

March 10, 2016, 12:00 P.M. Local Time

TABLE OF CONTENTS

Section Page No.

1.0 Introduction and Background __

2.0 Scope of Services __

3.0 Instructions to Proposers __

4.0 Evaluation of Proposals: Selection Factors __

5.0 Proposal Response Format __

6.0 Schedule of Activities __

7.0 Terms and Conditions __

8.0 Negotiations __

Attachments:

Exhibit “A” – Price Proposal Form

Exhibit “B” – Insurance Requirements for City of Stillwater

Organizational Charts for City, Library and Water Board

City of Stillwater Pay Plan

Library Pay Plan Sample

Job Description

Agreement Form

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SECTION 1.0 INTRODUCTION AND BACKGROUND

The City of Stillwater is soliciting proposals from qualified firms for analysis of and recommendations on its compensation plan policy for Clerical, Technical, Supervisory, Labor and Trades, Management, Confidential, Police, Fire, Library and Water Board employees.

The study is to include salary and cash fringe benefit compensation; a review and recommendations on its pay plan structure and systems. It is anticipated that the contract for this study will be awarded in April, 2016 with the results expected by September, 2016.

Cash fringe benefit compensation includes; longevity, vacation, holiday, educational and any other cash fringe benefit per bargaining unit contracts and City policies.

The current pay plan for all groups was established over the decades through Minnesota Collective Bargaining rules. A copy of the current pay plan is attached. Also attached are the organizational charts which indicate the type and number of positions. The City’s job descriptions have been maintained in basic format, and will need to updated as part of this project. City staff will assist with job description updates.

It is the City’s intent to utilize the consultant on a continuing basis in the future for position review and maintenance of the plan.

Additionally, a City Administration Department Staff member will be designated to assist with data collection and coordination based on the needs of the chosen consultant.

SECTION 2.0 SCOPE OF SERVICES

The study involves positions comprised of, Clerical, Technical, Supervisory, Labor and Trades, Management, Confidential, Police, Fire, Library and Water Board employees as outlined in the attached pay plans.

The goal of the City is to update the current classification and compensation system utilizing accepted practices in the management and design of compensation systems in accordance with applicable federal and state laws. In doing so, the objectives of the City are:

To attract and retain qualified workers who will be paid equitable salaries. To provide fair and equitable salaries for all workers, including the ability to recognize

job performance as a part of the pay plan. To enable the City to maintain a competitive position with other comparable cities and

private companies within the Chippewa Valley. To provide a compensation plan(s) that is easy to understand and administer, and that

will be able to provide data for use in completing the Minnesota Pay Equity Plan.

The contract awarded as a result of this Request for Proposals shall require the successful firm to provide services which meet or exceed the following objectives:

2.1 To quantitatively evaluate the job content of each position using a methodology that will construct a relative ranking of positions.

2.2 To produce a new compensation classification and compensation plan(s), including pay, structure and pay related fringe benefit schedules. These schedules should be internally equitable and competitive in external markets, both public and private. The City expects to have at least eight (8) public sector comparables.

2.3 To review all subject positions and properly classify those positions in accordance with current Fair Labor Standards Act provisions relative to exempt and non-exempt status.

2.4 To review and recommend any changes to the current Fringe Benefit and Salary Administration Policies.

2.5 To produce an overall plan, forms and procedures that are clear and understandable, in

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order to promote employee acceptance of the process and results.

2.6 To provide for an appeals process. Consultant is to describe the plan and the consultant is expected to review the appeals, etc.

2.7 To review the current system and understand any problems with the current system, and to present, in person, progress reports and/or issues to City staff at critical points of the study.

2.8 To present, in person, the final results of the classification and compensation plan to the City Staff and later at up to two City Council meetings.

2.9 To make recommendations on keeping the plan current, equitable and up to date.

2.10 Propose a management review process that will be used to find resolution to classification related disputes.

SECTION 3.0 INSTRUCTIONS TO PROPOSERS

3.1 Request for Proposal Information

It is the responsibility of the Consultant to carefully read the entire Request for Proposal, which contains provisions applicable to successful completion, and submission of an RFP. If any ambiguity, inconsistencies or errors are discovered in the RFP, the City Purchasing Manager must be notified in writing. Only interpretations or corrections of the RFP made in writing through addenda by the Purchasing Manager will be considered binding. The Purchasing Manager must receive all requests for interpretations or corrections no later than the date specified in the RFP timetable. The RFP consists of all documents identified in the Scope of Work section of this RFP.

3.3 Submission of Proposals

The following information must appear on the lower left-hand corner of the container:

RFP for City of Stillwater Compensation Study

The information must be addressed to:

U.S. Mail, UPS, FedEx, etc.:

City of Stillwater Administration Department 216 4th Street N Stillwater, MN 55082

All submittals by mail or in person must be received by no later than 12:00 PM (Noon) local time, on March 10, 2016. Hand carried proposals may be delivered to the above address ONLY between the hours of 8:00 a.m. to 4:30 p.m., Monday through Friday, excluding holidays observed by the City.

Proposers are responsible for informing any commercial delivery service, if used, of all delivery requirements and for ensuring that the required address information appears on the outer wrapper or envelope used by such service.

Technical Proposal

All proposals must be submitted on 8 ½” x 11” paper, except for any drawings, charts, diagrams, or similar information. Proposers shall include their complete return address on the outer envelope wrapper. One (1) unbound original of the technical proposal must be submitted for review. Electronic submittals on CD will be considered an acceptable alternative to paper in keeping with the City’s sustainability initiative. Technical proposals may be submitted by e-mail in Adobe.pdf format; however, the City cannot assure nor guarantee delivery due to current system file size limitations and possible spam/filter blocking. Consultants submitting the

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proposal by e-mail will be responsible to verify delivery. Please email and confirm receipt with Tom McCarty (tmccarty@ci.stillwater.mn.us)

Technical Proposals shall include the following:

*Cover Letter *Experience of Firm *Experience of Project Manager/Key Staff *References and contact information from three similar projects. *Proposal Time Frame *Proposed Services

-Other services -Summary of services to be provided by the City

3.4 Modified Submissions of RFP

Modified qualifications and proposals can be submitted to replace all or any portion of previously submitted information. The Selection Committee will only consider the latest version as part of its deliberations.

3.5 Withdrawal of RFP

Qualification and proposal information may be withdrawn from consideration prior to the submission deadline by written request, on the Consultant’s letterhead, submitted to the Purchasing Manager.

3.6 RFP Postponement or Cancellation

The City may, at its sole and absolute discretion, reject any and all, or parts of any and all submittals to the RFP, re-advertise this RFP, postpone or cancel at any time this RFP process, or waive any irregularities in this RFP as it deems to be in the best interest of the City of Stillwater.

3.7 Contracting Department

The Administration Department will administer the contract resulting from this RFP.

3.8 Incurring Costs

The City of Stillwater is not liable for any cost incurred by proposers in replying to this RFP. The City of Stillwater reserves the right to accept or reject any or all proposals and to waive technicalities in any proposal or part thereof deemed to be in the best interest of the City of Stillwater.

3.9 Proprietary Information

Any restrictions on the use of data contained within a proposal must be clearly stated in the proposal itself. Each page must be clearly marked "CONFIDENTIAL". The City shall comply with State and Federal Law(s) as to complying with request for information.

3.10 Fixed Price Period

All price, cost, and conditions outlined in the RFP/Price Proposal shall remain fixed and valid for acceptance for a 90-day period commencing on the due date of the contractor’s proposal. The City reserves the right to negotiate the scope of services and cost with the highest ranked consultant, when only one firm is short-listed.

3.11 Certification of Independent Price Determination

By signing this proposal, the respondent certifies, and in the case of a joint proposal, each party thereto certifies as to its own organization, that in connection with this procurement:

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The process in this proposal has been arrived at independently, without consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other respondent or with any competitor;

Unless otherwise required by law, the prices which have been quoted in this proposal have not been knowingly disclosed by the respondent and will not knowingly be disclosed by the respondent prior to opening in the case of an advertised procurement or prior to award in the case of a negotiated procurement, directly or indirectly to any other respondent or to any competitor;

3.12 Restricting Competition

No attempt has been made or will be made by the respondent to induce any other person or firm to submit or not to submit a proposal for the purpose of restricting competition.

3.13 Clarification of the RFP (Request for Proposals)

If additional information is necessary to assist the vendor in interpreting this RFP, questions will be accepted by: City of Stillwater Administration Department, 216 4th Street North, Stillwater, Minnesota 55082, telephone (651) 430-8800 or email: Tom McCarty (tmccarty@ci.stillwater.mn.us). See timetable for submittal of formal questions.

3.14 Contract Term and Schedule

The consultant shall provide a schedule with their proposed scope of work. The schedule submitted will be evaluated with respect to the other proposals.

SECTION 4.0 EVALUATION OF PROPOSALS: SELECTION FACTORS

This section sets forth criteria which will be used in the evaluation of proposals and selection of the successful firm. Each responsive proposal will be evaluated and selection will be made on the basis of the criteria listed below:

4.1 Experience of the firm and proposed project team with regards to compensation studies, particularly with government agencies.

4.2 Demonstrated understanding of the City’s needs with respect to the compensation study, quality of the firm’s described approach, and the ability to meet/exceed the criteria set forth in Section 3.0 of the RFP.

4.3 Compliance with Contract Terms and Conditions, and overall quality and completeness of proposal submission, including the proposed time frame.

4.4 References. 4.5 Cost of services.

The City may conduct interviews and/or discussions with one or more firms. Once these interviews and discussions are completed, award will be made to the top-ranked firm, and other proposers will be advised of the decision. Proposals will remain confidential until a firm has been selected.

SECTION 5.0 PROPOSAL RESPONSE FORMAT

Proposers are to make written proposals that present the firm’s qualifications and understanding of the work to be performed. Proposers shall address each of the specific topics listed below as a minimum. Failure to include any of the requested information may be cause for a proposal to be considered non-responsive and rejected.

5.1 A Cover Letter introducing your firm and confirming your interest in performing the subject study. Indicate your agreement with, or specific exceptions to, any of the objectives, requirements, terms or conditions contained in this solicitation document.

5.2 Experience of the firm and proposed project team with regards to analysis and

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formulation of compensation and benefit plans:

A. Describe your firm's overall experience with providing compensation and benefits consulting services, particularly to government entities.

B. Identify and describe the experience, qualifications and credentials of the project team or individual(s) proposed to do the work, specifically detailing the experience with government agencies.

C. Describe any recently completed or current work your firm is performing for other clients, especially government entities, with respect to employee compensation plans.

D. A list of at least recent four (4) current references for whom comparable work has been performed. This list shall include client name, person to contact, address, telephone number, and description of work performed.

5.3 Demonstrated Understanding of the City's needs with respect to its compensation policy and the ability to meet/exceed the objectives set forth in Section 3.0 of the RFP:

A. Provide a description of the general approach to be used in conducting the study, including assumptions, theories and methodologies to be employed, and the anticipated public and private comparables to be used.

B. Provide a work plan describing the individual tasks to be performed, and the relative scheduling of those tasks including a listing of City and Proposer resources required. All deliverable items should be identified and described. The work plan should detail key events, methods, estimated hours and the timeline for completion.

C. Recommendations for annual or ongoing maintenance and review of the plan, either by your firm or City staff over the next ten years.

5.4 Cost of Services:

A Provide a not-to-exceed cost based on the tasks to be performed, per the Scope of Services. Complete and submit the Proposal Form (Exhibit “A”) in a SEPARATE, SEALED ENVELOPE labeled “PROPOSAL FORM.”

B. Provide alternate cost proposals for the Library, the Water Board and the City if City staff collected the public sector comparable data.

C. Proposal costs for all work related to the Library and Water Board must be denoted separately from all other City positions.

D. Estimated on-going cost. Provide cost of updating the plan and or ongoing maintenance of the plan.

E. Provide for cost of reviewing the appeals.

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SECTION 6.0 SCHEDULE OF ACTIVITIES

The anticipated timetable for the RFP process including the selection of the top ranked firm is as follows:

6.1 Timetable

RFP available for distribution…….………………….……….February 18, 2016

Submittal of Questions……………………………………………March 4, 2016

Deadline for submittal of RFP………...…March 10, 2016 12:00 PM Local Time

Interviews (if necessary)….……………………………………………….…TBD

City Council Award of Contract……………………………….....……April 2016

SECTION 7.0 TERMS AND CONDITIONS

7.1 Termination - If for any reason, the firm selected fails to fulfill the obligations agreed to in a timely manner, the City shall have the right to terminate the contract by specifying the date of termination in a written notice to the firm at least seven (7) days before the termination date. In this event, the firm shall be entitled to just and equitable compensation for the work satisfactorily completed.

7.2 Insurance - The successful proposer will be required to furnish, within five (5) days of award notification and before commencing work, the certificate of insurance specified in Exhibit “B” for professional services work. The certificate shall name the City, its officers and employees as additional insured.

7.3 Indemnification Clause - The agreement resulting from this RFP shall be required to contain the following:

“Provider agrees to indemnify, defend and hold harmless the City and its officers, officials, employees and agents from and against any and all liability, loss, damage expense, costs (including attorney fees) arising out of this agreement, caused in whole or in part by Provider or anyone for whose acts any of them may be liable, except where caused by the sole negligence or willful misconduct of the City.”

7.4 Contract Term - The contract resulting from the award of this RFP shall commence as soon as administratively possible following award notification, and shall continue until all agreed upon tasks have been satisfactorily completed, but not later than 1/31/2017.

7.5 Right to Reject - The City reserves the right to reject any or all proposals, to waive technicalities, or to accept the proposal deemed to serve the City’s best interest.

7.6 Proposal Costs - All costs associated with preparation, submittal and resentation of proposals shall be borne by the proposer.

“The City of Stillwater is an Equal Opportunity Employer”

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SECTION 8.0 NEGOTIATIONS

8.1 Negotiations with top rated firm

Upon selection of the top rated firm, the City may enter into limited negotiations with the selected top rated firm to clarify the scope of services to be provided. Note, however, that costs for services are part of the evaluation and scoring of points. You are encouraged to submit your best and final offer with the proposal.

8.2 Terms of Agreement

Upon mutually agreeing to the terms of the contract, written agreement will be prepared by the City utilizing the City’s contract agreements (amended to the specific terms of this contract). It is important to note that the City will not indemnify the Consultant. The City will own all documents and drawings they pay a Consultant to prepare.

8.3 Failure to Reach Agreement

If an agreement cannot be reached with the top rated firm, negotiations will be terminated and the City will open negotiations with the second rated firm. The negotiation process will continue until an agreement is reached with one of the short listed firms. If no agreement is reached with the short listed firms the negotiation process will be terminated at the City’s discretion.

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EXHIBIT “A”

PROPOSAL FORM

CITY OF STILLWATER REQUEST FOR PROPOSALS FOR CLASSIFICATION COMPENSATION STUDY

I hereby certify that I am authorized to make this offer on behalf of the named company and to bind said company to all conditions of this proposal. By submitting this proposal, I hereby represent that the firm identified below has thoroughly examined the Request for Proposals, is familiar with the Scope of Services, and is fully qualified to perform the services described to achieve the City’s objectives in a professional manner.

Name of Firm

Address

City/State/Zip

Signature

Name (Print)

Title

Telephone Number

Fax Number

E-Mail Address

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EXHIBIT “A”

PROPOSAL FORM

CITY OF STILLWATER REQUEST FOR PROPOSALS FOR COMPENSATION COMPENSATION STUDY

Total Cost of Activities as described in Project Understanding portion of proposal (response to

Section 2.0 Scope of Services). All costs related to travel, supplies, etc., are to be included.

Total Price Not-To-Exceed Cost for All Non-Library positions: $_______________________________

Total Price Not-To-Exceed Cost for all Water Board positions: $_______________________________

Total Price Not-To-Exceed Cost all Library positions: $_______________________________

Alternate price proposals if City Staff collects public sector comparable data:

Total Price Not-To-Exceed Cost for All Non-Library positions: $______________________________

Total Price Not-To-Exceed Cost for all Water Board positions: $_______________________________

Total Price Not-To-Exceed Cost all Library positions: $_______________________________

List other costs (If Applicable):

Description:__________________________________________________________ $_______________________________

Description:__________________________________________________________ $_______________________________

Description:__________________________________________________________ $_______________________________

Description:__________________________________________________________ $_______________________________

Description:__________________________________________________________ $_______________________________

TOTAL PROPOSED COST FOR THIS PROJECT: $_______________________________

Payment is expected to be process as follows: 25% upfront, 25% after comparables are documented and 50% after the project is completed.

"EXHIBIT B"

INSURANCE REQUIREMENTS FOR CITY OF STILLWATER

It is hereby agreed and understood that the insurance required by the City of Stillwater is primary coverage and that any insurance or self-insurance maintained by the City of Stillwater, its officers, council members, agents, employees or authorized volunteers will not contribute to a loss. All insurance shall be in full force prior to commencing work and remain in force until the entire job is completed or the length of time that is specified in the contract.

1. PROFESSIONAL LIABILITY

A. Limits

(a) $500,000 each claim/$1,000,000 annual aggregate

B. Must continue coverage for 2 years after final payment for service/job

2. GENERAL LIABILITY COVERAGE

A. Commercial General Liability

(a) $1,000,000 general aggregate

(b) $1,000,000 products - completed operations aggregate

(c) $1,000,000 personal injury and advertising injury

(d) $1,000,000 each occurrence limit

B. Claims made form of coverage is not acceptable.

C. Insurance must include:

(a) Premises and Operations Liability

(b) Blanket Contractual Liability including coverage for the joint negligence of the City of Stillwater, its officers, council members, agents, employees, authorized volunteers and the named insured

(c) Personal Injury

(d) Explosion, Collapse and Underground Coverage

(e) Products/Completed Operations

(f) The general aggregate must apply separately to this project/location

3. BUSINESS AUTOMOBILE COVERAGE

A. Limits - $250,000 each person/$500,000 each accident for Bodily Injury and

$100,000 for Property Damage

OR

$500,000 Combined Single Limit for Bodily Injury and Property Damage each accident

B. Must cover liability for "Any Auto" - including Owned, Non-Owned and Hired

Automobile Liability

4. WORKERS COMPENSATION AND EMPLOYERS LIABILITY - If required by

Minnesota State Statute or any Workers Compensation Statutes of a different state.

Must carry coverage for Statutory Workers Compensation and Employers

Liability limit of: $100,000 Each Accident $500,000 Disease Policy Limit $100,000 Disease - Each Employee

5. ADDITIONAL PROVISIONS

* Additional Insured - On the General Liability Coverage and Business Automobile Coverage. City of Stillwater, and its officers, council members, agents, employees, and authorized volunteers shall be Additional Insureds.

* Endorsement - The Additional Insured Policy endorsement must accompany the

Certificate of Insurance.

* Certificates of Insurance - A copy of the Certificate of Insurance must be on file with the City Clerk.

* Notice - NOTE: City of Stillwater requires 30 day written notice of cancellation, non-renewal or material change in the insurance coverage.

* The insurance coverage required must be provided by an insurance carrier with the "Best" rating of "A-VII" or better. All carriers shall be admitted carriers in the State of Minnesota.

CITY OF STILLWATER

ORGANIZATIONAL CHART

APPENDIX A- 2

MONTHLYSALARYSCHED~E

EFFECfiVE: January l. 2016- December 31. 2016

Part time Employees After After After After 1040 2080 4160 6240

Hours Hours Hours Hours

Full~time Employee Entry 6mos. 1 Year 2 Year 3 Years

Asst. Finance Director $5,297 $5,628 $5,959 $6,290 $6,621

Accountant $4,126 .$4,384 $4,641 $4,899 $5,157

Sr. Account Clerk $3,659 $3,887 $4,116 $4,344 $4,574

Payroli!HR Technician $3,800 $4,037 $4,274 $4,512 $4,750

Jr. Account Clerk $3,131 $3,327 $3,522 $3,718 $3,914

Secretary $3,552 $3,774 $3,996 $4,218 $4,440

Clerktrypist $3,053 $3,244 $3,435 $3,626 $3,817

Secretary/Dispatcher n $3,659 $3,887 $4,116 $4,344 $4,574

Secretaryffiispatcher I $3,596 $3,821 $4,046 $4,271 $4,496

Building Official $5,120 $5,439 $5,760 $6,079 $6,399

Building Inspector $4,378 $4,652 $4,926 $5,199 $5,473

Asst. Building Inspector $3,552 $3,774 $3,996 $4,218 $4,440

Building Maintenance Worker I $2,987 $3,174 $3,361 $3,548 $3,734

Building Maintenance Worker ll $3,282 $3,488 $3,693 $3,899 $4,104

Building Permit Technician $4,009 $4,210 $4,420 $4,640 $4,872

Community Service Officer $3,131 $3,327 $3,522 $3,718 $3,914

Community Resource Officer $3,131 $3,327 $3,522 $3,718 $3,914

Asst. Planner $3,410 $3,623 $3,836 $4,049 $4,263

Planner I $4,267 $4,533 $4,800 $5,067 $5,333

Plannerll $4,708 $5,002 $5,296 $5,591 $5,885

Parking Enforcement Officer $2,912 $3,094 $3,276 $3,457 $3,640

Civil Engineer $5,298 $5,630 $5,961 $6,292 $6,623

Project Coordinator $5,103 $5,422 $5,742 $6,060 $6,379

Engineering Technician IV $4,645 $4,934 $5,225 $5,515 $5,805

Engineering Teclmician III $4,150 $4,410 $4,669 $4,929 $5,188

Engineering Technician ll $3,710 $3,941 $4,174 $4,405 $4,637

MIS Specialist $5,167 $5,489 $5,812 $6,135 $6,458 IS Technician $4,215 $4,478 $4,741 $5,005 $5,268

Employees shall also receive longevity pay according to Appendix B

AFSCME Labor Agreement

Page 17

AFSCME Labor Agreement

Page 18

After 15 years One (1) additional day for each year up to twenty years for a maximum of 25 days.

21 .2 Employees with two or more weeks vacation due must take all but one week vacation in increments of not less than one week. One week of vacation may be taken in increments of less than one day at the discretion of the department head.

21.3 Vacation periods shall be selected on the basis of seniority unless vacation has been previously approved for another less senior employee.

21.4 If a holiday occurs during the calendar week in which a vacation is taken by an Employee, the Employee shall not be charged for vacation for the holiday.

21.5 Any Employee who is laid off, discharged, retired or separated from the service of the Employer for any reason, prior to taking his vacation, shall be compensated in cash for the unused vacation he has accumulated at the time of separation.

21.6 Vacation time can accumulated up to eighty (80) hours and used in the following year. Vacation in excess of eighty (80) hours at the end of the year shall be paid on the second payday in January at the rate of pay in effect at the end of the previous year.

21.7 A maximum of six (6) weeks vacation may be used during any one (1) calendar year except as provided for in Article 18.6.

21.8 Vacation shall accrue on January 1st immediately preceding the alllliversary date of employment.

ARTICLE XXII. WAGES

22.1 The following wage schedule shall be in effect:

Maintenance Worker I

Maintenance Worker II

Maintenance Worker III

Maintenance Worker IV

Mechanic

Chief Mechanic

Lead Worker

January 1, 2015

Local 49ers Labor Agreement

Page 12 of 15

$18.64

$22.10

$25.24

$25.53

$25.20

$27.02

$27.02

January 1. 2016

$19.20

$22.77

$25.99

$26.30

$25.96

$27.83

$27.83

Step increases will continue for Employees who are still progressing through the pay steps.

22.2 Employees who are required to work at a higher classification shall receive the rate of pay for the higher classification for the hours assigned to the higher classification.

22.3 Employees who are required to work fifty percent (50%) or more at a higher job classification in a calendar year shall be eligible for reclassification.

22.4 There shall be twenty-six (26) pay periods each year. The City shall compensate Employees for all hours worked. A minimum thirty (30) days notice shall be given to Local 49 ')lld all affected Employees prior to any pay period or payday changes.

22.5 Uniforms shall be provided for Employees for outside work.

22.6 The Employer shall pay a longevity bonus on the first day in December according to the following monthly longevity pay schedule and will equalize Lead Worker and Chief Mechanic longevity pay rates:

Years of Service*

2 10 12 20

Maintenance Worker I 43.51 86.99 130.50 154.89

Maintenance Worker II 52.00 103.97 155.96 185.66

Maintenance Worker III 60.48 120.94 181.42 216.42

Maintenance Worker IV 62.60 125.19 187.79 223.86

Mechanic 62.60 125.19 187.79 223.86

Chief Mechanic 63.65 127.31 190.96 228.10

The longevity pay bonus shall be based on years of service with the Employer and shall be equal to the number of months the Employee was eligible to receive longevity pay times the scheduled amount. If an Employee becomes eligible to receive longevity pay for only a portion of a month, the longevity pay for that month shall be determined by dividing the monthly longevity pay by the number of actual working days in the month.

22.7 Any Employee who is cunently assigned to the sewer department and who has a current Class SB Wastewater FacHity Operator License shall receive a monthly payment of $50. Said monthly payment shall not be used to calculate overtime pay, longevity pay, holiday pay or any other type of premium pay, shall be paid only to Employees currently assigned to the sewer department and shall cease upon revocation or expit·ation of the Class SB license.

Local49ers Labor Agreement

Page 13 of 15

APPENDIX A-2 Annual Salary Schedule

Effective January 1, 2016- December 31, 2016

CLASSIFICATION Entry 1 Year 2 Year 3 Year 4 Year

City Engineer/Public Works Director $92,935 $101,135 $103,867 $106,602 $109,335

Asst. City Engineer 77,115 83,919 $86,188 $88,456 $90,724

Public Works Superintendent $76,244 $82,972 $85,215 $87,456 $89,699

Asst. Public Works Superintendent $68,594 $74,646 $76,663 $78,681 $80,698

Community Development Director $88,866 $96,707 $99,321 $101,936 $104,549

Police Chief $94,763 $103,125 $105,912 $108,699 $111,486

Police Captain $83,600 $90,976 $93,436 $95,894 $98,353

Fire Chief $88,624 $96,444 $99,052 $101,658 $104,264

Asst. Fire Chief $73,735 $80,241 $82,410 $84,578 $86,747

CityC1erk $66,245 $72,090 $74,038 $75,987 $77,935

Information Systems Manager $81,363 $88,542 $90,935 $93,327 $95,721

Finance Director $92,405 $100,560 $103,278 $105,996 $108,713

Employees shall be paid according to employee's length of service in a classification.

Page 14 of15

APPENDIXB

STILLWATER PUBLIC MANAGERS ASSOCIATION

MONTHLY LONGEVITY PAY SCHEDULE

After After After After 5 Years 10 Years 15 Years 20 Years

City Engineer/Public Works Director 103 202 301 352

Assistant City Engineer 84 173 260 303

Public Works Superintendent 84 173 260 303

Assistant Public Works Superintendent 78 157 237 276

Community Development Director 99 196 293 342

Police Chief 99 196 293 342

Police Captain 95 185 280 325

Fire Chief 95 185 280 325

Assistant Fire Chief 80 161 243 282

Information Systems Manager 80 161 243 282

City Clerk 68 138 206 239

Finance Director 95 190 285 332

Longevity pay shall be based on the employee's total full-time years of employment in any job classification, or any combination of job classifications, covered by the Stillwater Public Manager's Association Labor Agreement.

If an employee becomes eligible to receive longevity pay for only a portion of a month, the longevity pay for that month shall be determined by dividing the monthly longevity pay by the number of working days in the month and multiplying that rate by the number of days actually worked during the month.

Page 15 of15

21.3 The EMPLOYER will provide a $20,000 term life insurance policy for each employee.

21.4 In the event the health insurance provisions of this Agreement fail to meet the requirements of the Affordable Care Act and its related regulations or cause the Employer to be subject to a penalty, tax or fine, the Union and the Employer will meet immediately to bargain over alternative provisions so as to comply with the Act and avoid and/or ntinimize any penalties, taxes or fines for the Employer

ARTICLE XXII LONGEVITY/EDUCATIONAL INCENTIVE

22.1 For all employees hired after April 24, 1989, monthly longevity pay shall be established as follows, based on top patrol:

Effective January 1, 2004 a. $76.00 per month after 5 years through 10 years. b. $153.00 per month after 10 years through 15 years. c. $229.00 per month after 15 years through twenty years. d. $274.00 per month after twenty years and thereafter.

Effective January 1, 2016 a. $92.00 per month after 5 years through 1 0 years. b. $186.00 per month after 10 years through 15 years. c. $278.00 per month after 15 years through twenty years. d. $326.00 per month after twenty years and thereafter.

ARTICLE XXDI UNION STEWARD

The EMPLOYER agrees that the employee designate Steward under Article 6.2 of this AGREEMENT shaH be allowed a maximum of forty ( 40) hours of duty time annually to attend to UNION matters as designated by the UNION in addition to the other Steward activities as provided for in this AGREEMENT.

ARTICLE XXIV MILITARY LEAVE

The EMPLOYER agrees to allow military leave as provided by law.

ARTICLE XXV WAIVER

25.1 Any and all prior agreements, resolutions, practices, policies, rules and regulations regarding tenns and conditions of employment, to the extent inconsistent with the provisions of this AGREEMENT, are hereby superseded.

25.2 The parties mutually acknowledge that during the negotiations which resulted in this AGREEMENT, each had the unlimited right and opportunity to make demands and proposals with respect to any term or condition of employment not removed by law from bargaining. All agreements and understandings arrived at by the parties are set forth in writing in this AGREEMENT for the stipulated duration of this AGREEMENT. The EMPLOYER and the UNlON each voluntarily and unqualifiedly waives the right to meet and negotiate regarding any and all terms and

LELS (Local No. 257) Labor Agreement

Page 12 oflS

APPENDIX A

MONTHLY WAGE SCHEDULE

The following wage schedule shall be in effect:

Start

After 6 months

After 12 months

After 24 months

After 36 months (fop Patrol)

DIFFERENTIAL PAY

Effective January 1, 2015

70% of Top Patrol

75% of Top Patrol

80% of Top Patrol

90% of Top Patrol

$$5,806.41

Effective January 1.,_ 2016

70% of Top Patrol

75% ofTop Patrol

80% of Top Patrol

90% of Top Patrol

$5,980.60

Juvenile Officer/Investigator/Narcotics Officer 2015- $212.00 per month ovet the Top Patrol (36 month) rate. 2016- $212.00 per month over the Top Patrol (36 month) rate.

LELS (Local No. 257) Labor Agreement

Page 14 of 15

APPENDIX A

The following wage schedule shall be in effect:

Effective Jonuary l, 2015

$6,820

Effective January I. 2016

.t7,025

LELS (Local No. 264) Labor Agreement

Page 15 of 17

APPF:NDTXB

MONTHL'(LQNOEVDY SCHEDULE

The following longevity schedule shall be in effect:

After 5 Years After 10 Years After 15 Years After 20 Years

Effective JanuBly l, 2010

$ 92 $186 $278 $326

LELS (LocBI No. 254) Labor Agreement

Page 16 of i7

Classification Entry 1040 Hours

Aide 13.18 13.84

Custodian I 16.81 17.89 f-··-·

..

Custodian II 18.51 19.67 ·--· ~ ··-

··-····· ···--

library Assistant I 17.23 18.33 -- - · -Library Assistant II 18.23 19.39

~ecretary ----· --!:!~!ary Associate 20.69 21.99

··-··

---····· Librarian I 23.98 25.49

2080 Hours

14.53

18.97

20.86

19.42

20.50 1--

23.27

-· 26.96

Stillwater Public Library AFSCME Contract 2015

4160 Hours 6240 Hours

14.81 16.02

20.02 21.08

22.01 23.16 ····----

..

20.48 21.58

21.64 22.78 -·--

··-

24.59 25.87 -

28.47 29.97

Schedule A: Wages

Monthly Longevity Payments

After 10,400 Hrs. 5 Yrs.

Aide 56

Custodian I 60

Custodian II 60

Library Assistant I 61

Library Assistant II 64 Secretary

Library Associate 72

Librarian I 84

Schedule B Longevity Scale 2015

After After 20,800 Hrs. 31,200 Hrs. 10 Yrs. 15 Yrs.

110 165

118 177

118 177

121 180

128 192

144 216

168 251

Part-time employees shall be paid on a pro-rata basis as determined by dividing the appropriate monthly longevity pay by 173.3 hours and multiplying the result by the hours worked per month.

After 41,600 Hrs. 20 Yrs.

196

212

212

216

231

261

303

SAMPLE

CITY OF STILLWATER

POSITION DESCRIPTION

Position Title: Secretary

Department: Administration/Finance

Accountable to: City Clerk

Position Supervised: None

PRIMARY OBJECTIVE

Responsible for the performance of moderately complex, difficult, and varied clerical duties which

require judgment based on knowledge gained through experience. Provides clerical support to

departments as assigned.

ESSENTIAL FUNCTIONS

Uses windows-based word processing and spreadsheet computer applications to type letters, memorandums, spreadsheets, reports, forms, charts, notices, bulletins, meeting agendas and minutes and records from rough drafts, dictating machines, verbal instructions or procedures.

Perform a variety of moderately complex clerical tasks such as compiling, calculating and preparing special reports, maintaining records, processing index cards. Provide clerical support during recruitment of new employees.

Perform a variety of registration, licensing and permit issuance and related duties including banner permits, peddler registrations and assistance with tobacco and/or liquor licensing.

Maintains classification system for filing including weekly filing, updating index and destroying or distributing old files according to data retention guidelines.

Perform a variety of duties related to cashiering and receiving incoming monies.

May assist City Clerk in election activities including preparing documentation, typing training materials and assisting at polling locations.

Maintain inventory of office supplies for various departments including maintaining a checklist of supplies needed.

Responsible for monitoring and contacting of service representatives for the maintenance of copy machines, typewriters, Fax machines and postage machine.

Provide primary backup coverage of reception desk including answering and routing incoming calls, routine assistance to the public, answering inquiries, and processing applications for dog licenses, parking permits and bike registrations.

Prepare and distribute Council meeting information including typing, editing and distributing minutes, preparing proceedings, distributing ordinances and assisting with preparation of Council packets and indexing minutes.

Perform a variety of clerical tasks for the Boards and Commissions including preparing and distributing meeting materials for the Charter Commission, Human Rights Commission and Parks and Recreation Board, preparing letters for vacancies and processing oaths of office.

Performs special projects for other departments as assigned.

Performs other duties and assumes other responsibilities as are apparent or delegated.

QUALIFICATION REQUIREMENTS

To perform this job successfully, an individual must be able to perform each essential duty

satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability

required. Reasonable accommodations may be made to enable individuals with disabilities to perform

the essential functions.

EDUCATION AND EXPERIENCE

Minimum Qualifications

High school graduate or equivalent and post-secondary courses in typing and commercial/secretarial

subjects and three to five years experience in responsible clerical work. Working knowledge of and

considerable experience with personal computer software, including Windows and spreadsheet and

word-processing applications. Ability to type 60 words per minute.

KNOWLEDGE, SKILLS AND ABILITIES

Skilled in the typing of letters, documents and reports, etc. Considerable knowledge of English, spelling, punctuation, arithmetic and vocabulary. Knowledge of general office practices and procedures. Knowledge and experience in transcribing from dictation equipment. Ability to work independently and use good judgment without requiring immediate supervision. Ability to show organization in completing work assignments and performance of duties Ability to understand and carry out moderately complex oral and written instructions Ability to deal with the public in a tactful and courteous manner. Knowledge of modern office equipment, procedures and clerical practices and procedures. Proficient in the operation of personal computers including knowledge of Windows, and word processing and spreadsheet programs such as Microsoft Word, Access, and Excel. Ability to work effectively and cooperatively with other employees, vendors and agencies.

SPECIAL REQUIREMENTS

None.

TOOLS AND EQUIPMENT USED

Communications switchboard, including computer aided systems; personal computer and word

processing software including the Microsoft Office Suite (Word, Excel, Access, Outlook); copy machine;

fax machine; and microfilm reader.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet.

EXAMPLES OF PERFORMANCE CRITERIA

Ability to carry out assigned tasks in an efficient, timely and accurate manner.

Ability to maintain records and files to prepare reports from such record.

Ability to make accurate arithmetic computations.

Ability to follow procedures and practices.

Skill in the operation of a typewriter, dictating/transcribing equipment and personal computer.

Ability to establish and maintain effective working relationships with other employees and the public and to deal with public relation problems courteously and tactfully. SELECTION GUIDELINES

Formal application, rating of education and experience; oral interview and reference check; job related tests may be required.

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

Human Resources Date Department Head Date

STANDARD CONTRACT AGREEMENT

THIS AGREEMENT, is made this _______ day of _______________, by and between the City of Stillwater, Washington County, Minnesota (hereinafter called the "City") and (hereinafter called "Contractor"). 1. The Work. The Contractor agrees to perform . All work will be done in a workman-like

manner and materials will be fit for the purpose. Work must be completed according to the .

2. Payment. This work, including all labor, materials and equipment needed to accomplish the

shall be completed by the Contractor for the unit prices shown on the attached proposal form to be paid to the contractor upon satisfactory completion and acceptance.

3. Waiver of Liability. It is further agreed that this work is undertaken at the sole risk of the

Contractor. The Contractor does expressly forever release the City of Stillwater from any claims, demands, injuries, damage actions or caused of action whatsoever, arising out of or connected with the work according to the for the project.

4. Indemnification. Any and all claims that arise or may arise against the Contractor, its agents,

servants or employees, as a consequence of any action or omission on the part of the Contractor while engaged in the performance of this work shall in no way be the obligation or responsibility of the City. The Contractor shall indemnify, hold harmless and defend the city, its officers and employees, against any and all liability, loss cost damages, expenses, claims or actions, including attorneys fee which the City, its officers or employees may hereinafter sustain, incur or be required to pay, arising out of or by any reason of any act or omission of the Contractor, its agents, servants or employees in the execution, performance or failure to adequately perform their obligations under this contract.

5. Insurance. Contractor agrees that in order to protect itself and the City under indemnity

provisions set forth above, it will at all times during the term of this contract, keep in force policies of insurance as indicated in this contract. The Contractor shall not commence work until a Certificate of Insurance covering all of the insurance required by these specifications is approved and a Notice to Proceed is issued by the .

The insurance protection will have the following limits: A. $1,500,000 for any number of claims arising out of a single occurance, and to name the city

as an additional insured “as their interests may appear.”

B. Comprehensive Automobile Liability: (1) Bodily Injury: $500,000 Each Person and $1,000,000 Each Occurrence (2) Property Damage: $100,000 Each Occurrence

C. Worker’s Compensation Coverage.

6. Completion Date. Completion of work related must be done according to the terms of the

project’s . IN WITNESS WHEREOF, the parties have set their hands this ___ day of ___________, 2015. CITY OF STILLWATER By:____________________________________ Ted Kozlowski, Mayor By:____________________________________ Diane F. Ward, City Clerk STATE OF MINNESOTA ) ) ss. COUNTY OF WASHINGTON ) The foregoing instrument was acknowledged before me this ______ of _______________, 2015 by Ted Kozlowski, Mayor and Diane F. Ward, City Clerk for the City of Stillwater. __________________________________________ Notary Public Commission Expires: ___/___/_____ Commissioned At: ________________________ CONTRACTOR ___________________________________________ By (Please Print):_____________________________ Title (Please Print):____________________________ STATE OF MINNESOTA ) ) ss. COUNTY OF _____________) The foregoing instrument was acknowledged before me this _____ of _______________, 2015 by ______________________________, its ____________________________________, for___________________________________. __________________________________________ Notary Public Commission Expires: ___/___/_____ Commissioned At: ________________________