Minutes - 2008 - City Council - 07/08/2008 - Regular
EAGLE CITY COUNCIL
Minutes
July 8, 2008
-EARLY PRE-COUNCIL START TIME-
PRE-COUNCIL AGENDA: 6:00 p.m. - 7:30 p.m.
Council President opens the Pre-Council Meeting at 6:00 p.m.
ROLL CALL: GUERBER, HUFFAKER, SHOUSHT ARIAN, SEMANKO. Huffaker absent.
A quorum is present. Council Member Huffaker is in attendance at 6:03 p.m.
1. Mercer Group Presentation: (6:00 p.m. - 6:30 p.m.)
Kay and Phillip Robertson, Mercer Group, provides an overview of how the Comp and Class
Study was conducted and provides a brief history of the Mercer Group. General discussion.
Council Member Semanko is absent from the meeting at 6: 15 p.m.
2. EXECUTIVE SESSION: (6:30 p.m. - 7:30 p.ni.)
A. Personnel: I.c. S 67-2345 (a)(b)
Huffaker moves to go into Executive Session to discuss personnel issues in accordance with
I.C. ~ 67-2345 (a)(b). Seconded by Shoushtarian. Guerber: AYE; Huffaker: AYE;
Shoushtarian: AYE; ALL AYES: MOTION CARRIES...................
Council goes into Executive Session at 6:30 p.m.
Council discusses personnel issues.
Council leaves Executive Session at 7:35 p.m.
3. Mayor and Council's RepOlt: Moved to end of Agenda
4. City Engineer Report: Moved to end of Agenda
5. City Clerk/Treasurer Report: Moved to end of Agenda
6. Zoning Administrator's Report: Moved to end of Agenda
7. City Attorney Report: Moved to end of Agenda
8. Public Works Director' RepOlt: Moved to end of Agenda
REGULAR COUNCIL AGENDA: 7:30 p.m.
1. CALL TO ORDER: Mayor calls the meeting to order at 7:40 p.m.
2. ROLL CALL: GUERBER, HUFFAKER, SHOUSHTARIAN, SEMANKO. Semanko is
absent. A quorum is present.
3. PLEDGE OF ALLEGIANCE: Dave Aspitarte leads the Pledge of Allegiance.
4. PUBLIC COMMENT: None
5. CONSENT AGENDA:
. Consent Agenda items are considered to be routine and are acted on with one
motion. There will be no separate discussion on these items unless the Mayor, a
Councilmember, member of City Staff, or a citizen requests an item to be removed
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from the Consent Agenda for discussion. Items removed from the Consent Agenda
will be placed on the Regular Agenda in a sequence determined by the City Council.
. Any item on the Consent Agenda which contains written Conditions of Approval
from the City of Eagle City Staff, Planning & Zoning Commission, or Design
Review Board shall be adopted as part of the City Council's Consent Agenda
approval motion unless specifically stated otherwise.
A. Claims Al!ainst the City.
B. Minutes of June 10.2008.
C. Minutes of June 17.2008.
D. Appointment to Planninl! and Zoninl! Commission: The Mayor is requesting
Council confirmation of Don Roehling to fill a vacated term on the Commission.
Mr. Roehling's term will expire on October 2009. (PB)
E. Appointment to Arts Commission: The Mayor is requesting Council
confirmation of Melissa Brodt to fill a vacated term on the Commission. Ms.
Brodt's term will expire in December 20 I O. (PB)
F. DR-120-06MOD - Modification to Add a Third Buildinl! Wall Sil!n to the
Bank of the West Buildinl! - Bank of the West: Bank of the West,
represented by Lonni Hale, is requesting design review approval to modifY the
building signage approved on the bank facility by adding a third building wall
sign for the Bank of the West. The 0.93-acre site is located on the southeast
corner of East Riverside Drive and Eagle Road within the Eagle River
Development at 47 East Riverside Drive. (WEV)
G. DR-31-08 - Monument Sil!n for a Sinl!le Tenant Buildinl! - Barry Peters:
Barry Peters, represented by Craig Jamieson with Lytle Signs, is requesting
design review approval to construct one (I) monument sign for a single tenant
building. The 0.59-acre site is located on the west side of North Eagle Glen
Lane approximately 170-feet north of West State Street at 101 North Eagle Glen
Lane. (WEV)
H. DR-33-08 - Chanl!e of Use from a Church to a Multi-tenant Retail/Office
Buildinl! - Old Town I. LLC: Old Town I, LLC, represented by James Gipson
with James Gipson Associates, is requesting design review approval to change
the use of a 2,450-square foot church to a multi-tenant retail/office building. The
0.16-acre site is located on the north side of East State Street approximately 100-
feet west of 2nd Street at 164 East State Street. (WEV)
I. DR-34-08 - Master Sil!n Plan for a Multi-tenant Retail/Office Buildinl!-
Old Town I. LLC: Old Town I, LLC, represented by James Gipson with James
Gipson Associates, is requesting design review approval of a master sign plan
for a multi-tenant retail/office building. The 0.16-acre site is located on the
north side of East State Street approximately 1 OO-feet west of 2nd Street at 164
East State Street. (WEV)
J. EXT-ll-08 - Final Plat Extension of Time for Svlvanwood Estates
Subdivision - Svlvan Wood 1. LLC: Sylvan Wood I, LLC, represented by Phil
Hull with The Land Group, Inc., is requesting a one (I) year extension of time
for the final plat submittal for Sylvanwood Estates Subdivision, a residential
subdivision consisting of 3 I-lots (24-residential, 7-common). The 25.4 I-acre site
is located approximately 120 feet west of the southwest corner of Ballantyne
Lane and Floating Feather Road at 843 N011h Ballantyne Lane. (WEV)
K. EXT -08-08 - Preliminary Plat Extension of Time for Arbor Ridl!e
Subdivision (final platted as Rinl!o Ridl!e Estates Subdivision) - P.O.
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Ventures. Inc.: P.O. Ventures, Inc., represented by Bruce Patterson, is
requesting a one (I) year extension of time for the preliminary plat approval for
Arbor Ridge Subdivision, a 149-lot (143-buildable) residential subdivision. The
52.3-acre site is located west of State Highway 55 generally north of Hill Road.
(WEV)
L. Minutes of June 24. 2008.
M. Minutes of Julv 2. 2008.
Guerber removes Item #5A from the Consent Agenda as the Council has not had time to review
the Claims Against the City and removes Item #50 from the Consent Agenda as Dave Aspitarte
has requested time to addresses the Council in regards to this appointment.
Shoushtarian removes Item #5H from the Consent Agenda.
Guerber moves to approve the Amended Consent Agenda. Seconded by Shoushtarian.
ALL AYES: MOTION CARRIES..............
Guerber moves to hear Item #5A. Claims Against the City as Item #8F and to hear Item
#5H. DR-33-08 - Change of Use from a Church to a Multi-tenant Retail/Office Building -
Old Town I, LLC as Item #8G. Seconded by Shoushtarian. ALL A YES: MOTION
CARRIES................ ...
50. Appointment to Plannin!! and Zonin!! Commission: The Mayor is requesting Council
confirmation of Don Roehling to fill a vacated term on the Commission. Mr. Roehling's term
will expire on October 2009. (PB)
Dave Aspitarte provides Council an overview of the review process for a Planning and Zoning
Commissioners. General discussion.
Shoushtarian moves to approve Item #5D Appointment to Planning and Zoning
Commission Don Roehling. Seconded by Huffaker. ALL A YES: MOTION
CARRIES........ .....
6. UNFINISHED BUSINESS:
A. Ordinance No. 599: Prohibition of the landing of helicopters within corporate city limits,
providing exemptions and penalties. (ME)
Mayor introduces the issue.
General discussion.
Guerber moves to continue this item to the July 22, 2008 City Council meeting. Seconded
by Shoushtarian. Discussion. ALL AYES: MOTION CARRIES.................
7. PUBLIC HEARINGS:
A. RZ-08-03 MOD - Ea!!le Island Crossin!!. LLC: Eagle Island Crossing. LLC, represented
by Kammie Oates with Horrocks Engineers, is requesting a modification to the rezone
development agreement (instrument No. 105007541) to add a drive-thru restaurant (coffee shop)
as a permitted use within Arts West Subdivision (aka Symphony Subdivision) a 21-lot (17-
commercial, I-access and 3-common) mixed use subdivision. (WEV)
Mayor introduces the issue.
Planner Williams: we received an e-mail yesterday requesting that this be continued to the July
22, 2008 City Council meeting.
Huffaker moves to continue RZ-08-03 MOD - Eagle Island Crossing. LLC by request to the
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July 22, 2008 City Council meeting. Seconded by Guerber. ALL A YES: MOTION
CARRIES.............. ...
B. A public hearin!! proposin!! revisin!! fees for stora!!e and trunk line fees. water
eauivalencv fees and hook-up fees. (VB)
BI. Resolution No. 08-09: A Resolution Of The City Of Eagle, Ada County, Idaho,
Setting The Storage And Trunk Line Fee (STL) Per Equivalent Residential
Customer (ERC), Setting The Water Construction Equivalency Fee (WCD) And
Setting The Hook-Up Fee To Be Applied In The City Of Eagle Service Area;
Providing A Schedule For Payment Due At Preliminary Plat And Final Plat;
Establishing A Storage And Trunk Line (STL) And Water Construction
Equivalency (WCE) Fee Credit Provision; Establishing The Uses For Fee
Accounts; Setting Equivalent Residential Customer (ERC) Units Based On Meter
Size; Providing For Related Matters; And Providing An Effective Date.
Mayor introduces the issue.
City Engineer, Vern Brewer with Holladay Engineering: provides Council an overview of the
request for the revision of the storage and trunk line fees, water equivalency fees and hook-up
fees. General discussion.
Mayor opens the Public Hearing
Mayor closes the Public Hearing
Huffaker moves to approve agenda Item 7Bl. Resolution No. 08-09. A Resolution setting
The Storage And Trunk Line Fee (STL) Per Equivalent Residential Customer (ERC),
Setting The Water Construction Equivalency Fee (WCD) And Setting The Hook-Up Fee.
Seconded by Guerber. Guerber: AYE; Huffaker: AYE; Shoushtarian: AYE: ALL AYES:
MOTION CARRIES..............
8. NEW BUSINESS:
A. 200700251-S/ZCI PUD/DA - WildWin!! Villa!!e Planned Unit Development - Kastera
Development. LLC: Kastera Development, LLC, represented by Wayne Forrey, AICP, is
requesting a rezone with a development agreement from RUT (Rural-Urban Transition - Ada
County designation) to TI (Technical Industrial- Ada County designation), C2 (Commercial 2 -
Ada County Designation), R4, R12, and R20 (Residential- Ada County, planned unit
development, preliminary plat subdivision and approvals for Wild Wing Village Planned Unit
Development, a 248-lot (203-residentiallots [consisting of 169 single-family, 237 multi-family],
5-commercial, 4-technical industrial, 35-common, and I-public) a mixed-use planned unit
development. The 127.57-acre site is located on the northwest corner of Lanewood Road and W.
Floating Feather Road at 5926 W. Floating Feather Road. This site is located in the Eagle Area
of Impact. (WEV)
Mayor introduces the issue.
Wayne Forrey submitted a letter to the City today requesting that this matter be
Guerber moves in light of the letter from Kastera Development to remand 200700251-
S/ZCI PUD/DA - WildWing Village Planned Unit Development - Kastera Development
back to staff to appear on a City Council Agenda as is appropriate in the future. Seconded
by Huffaker. ALL AYES: MOTION CARRIES.......................
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B. PD-02-08 - Parcel Division - Cornerstone Group. LLC: Cornerstone Group, LLC,
represented by Steve Spickelmier with McMillen Engineering, is requesting approval of a parcel
division for the creation of two parcels. The 56.94 - acre site is located on the southeast corner of
State Highway 44 and E. Riverside Drive at 1650 E. Riverside Drive. (WEV)
Mayor introduces the issue.
Steve Spickelmier, representing the applicant, we are in agreement with staffs recommendations
of development.
Planner Williams: Provides Council an overview of the request for approval of a parcel division.
We have a final plat submitted for this portion of the development.
Huffaker moves to approve PD-02-08 - Parcel Division - Cornerstone Group, LLC.
Seconded by Shoushtarian. ALL AYES: MOTION CARRIES......................
Council Member Semanko is in attendance at 8:00 p.m.
C. Parkin!! and Tree Resolution 07-19A (AS)
Mayor introduces the issue.
Council Member Shoushtarian: I brought this before the Council. The previous Council passed
this Resolution. As I have reviewed this Resolution it is brought to my attention that some parts
of this Resolution does not make sense. My main concern is regarding the parking. Discusses
the language in the Resolution in regards to parking. General discussion.
Shoushtarian moves to change City Code $5,700 both in the City Code and this Resolution from
$5,700 to fair market value and also in the Section we can eliminate that 50% waive parking and
I will be okay with the rest of that. Seconded by Huffaker. Discussion.
Semanko moves to have staff prepare a proposed Ordinance for our consideration revising
the $5,700 in lieu fee to an amount that reflects the discussion we had earlier about the
original formula and how you would adjust it to today's dollar to reflect a more current
value. Discussion. Seconded by Huffaker. Discussion. ALL A YES: MOTION
CARRIES............. ....
Shoushtarian I do the same kind of motion for the Resolution 07-19A the Section regarding
the 50% parking waived by the City, I would like that to go through the same process to
the staff and cross out that Section for the 50% waiver. Discussion. Seconded by
Semanko. Discussion. ALL AYES: MOTION CARRIES........................
Further discussion on the Resolution.
D. Reauest from Chamber to assist with costs for extra law enforcement for Ea!!le Fun
Davs activities. (SKB)
Mayor introduces the issue.
Semanko moves to approve this request. Seconded by Guerber. Guerber: AYE; Huffaker:
AYE; Shoushtarian: AYE; Semanko: AYE: ALL AYES: MOTION CARRIES...............
Guerber: Mayor I would like to go ahead and hear the Claims Against the City and Item #5H so
the people in attendance that to hear the Eagle Water Company issue can leave.
Guerber moves to approve the Claims Against the City as presented. Seconded by
Huffaker. Guerber: AYE; Huffaker: AYE; Shoushtarian: AYE; Semanko: ABSTAIN:
MOTION CARRIES...................
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Huffaker moves to approve DR-33-08 - Change of Use from a Church to a Multi-tenant
Retail/Office Building. Seconded by Guerber. Discussion. ALL A YES: MOTION
CARRIES.............. ...
Semanko: Having had a chance to review the bills I ask unanimous consent on the claims
against the City and change my vote to AYE.
Mayor calls a recess at 9:35 p.m.
Mayor reconvenes at 9:50 p.m.
E. Consideration of A!!reement with Ea!!le Water Companv:
Mayor introduces the issue.
City Attorney Buxton: The next item discusses the Intertie Agreement which also includes
some negotiations with the acquisition of private propel1y. We are close to having an
agreement ready but there have been some issued raised and Mr. DeShazo is not present so
we don't have the ability to negotiate these issues tonight and I ask that you take this
agreement into Executive Session according to Idaho Code 67-2345 (c). After the City
Council meeting last Wednesday you authorized me and the Mayor to go to the PUC hearing
that dealt with Case No. EAGW080 I which is the Floating Feather Partners v. Eagle Water
Company that would address the intertie and with regard to that I would like to update the
Council and we were granted intervene status at that hearing. This would be discussion of
Litigation under Executive Session Idaho Code 67-2345(t). General discussion. At that
hearing it was evidentiary hearing that was called for an Order To Show Cause why Eagle
Water Company could not already serve the Floating Feathers Partners facility. There were a
number of questions asked by the Commission as to the status of the purchase of the system
and leasing or purchasing water rights. General discussion.
Semanko moves to go into Executive Session under the terms suggested by Council.
Seconded by Huffaker. Guerber: AYE; Huffaker: AYE; Shoushtarian: AYE; Semanko:
AYE: MOTION CARRIES...................
City Attorney: For the record 67-2345(c)(t) and (t) is litigation Floating Feather
Partners v. Eagle Water Company.
City Council goes into Executive Session at 10:08 p.m.
City Council discusses acquisition of private property and pending and threatened litigation.
City Council leaves Executive Session at 11 :05 p.m.
Guerber moves to schedule a special meeting for Thursday morning at 9:00 a.m. to
discuss Eagle Water Agreement and provide appropriate notice with recognition that if
there is no need to meet we can cancel the meeting and that a response from Eagle
Water Company be received by 3:00 p.m. Wednesday to allow adequate planning time
to make the 9:00 a.m. meeting. Discussion. Seconded by Semanko. ALL A YES:
MOTION CARRIES................
F(5A.) Claims A~ainst the City.
Approved by previous motion.
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G.(5H.) DR-33-08 - Chan!!e of Use from a Church to a Multi-tenant Retail/Office Buildin~
- Old Town I. LLC: Old Town I, LLC, represented by James Gipson with James Gipson
Associates, is requesting design review approval to change the use of a 2,450-square foot church
to a multi-tenant retail/office building. The O.16-acre site is located on the nOl1h side of East
State Street approximately lOO-feet west of 2nd Street at 164 East State Street. (WEV)
Approved by previous motion.
PRE-COUNCIL REPORTS:
Mayor and Council's Report:
Shoushtarian: RepOl1s on the Senior Citizens meeting. They want to know the status of the
parking lot construction. Mike Echeita responds and provides an overview of the status of the
parking lot. General discussion.
Semanko: Reports on the Library Board Meeting. They were discussing about Library services
for A vimor. Their concerns are the additional impact on the Library. They also discussed the
pal1 time employee's benefits.
Guerber: Discussion on the expansion of the Library.
Huffaker: No repOl1.
City Engineer Report: No report.
City Clerk/Treasurer Report: No repOl1.
Zoning Administrator's Report: No report.
City Attorney Report: No repOl1.
Public Works Director' Report:
9. ADJOURNMENT:
Huffaker moves to adjourn. Seconded by Guerber. ALL A YES: MOTION
CARRIES...
Hearing no further business, the Council meeting adjourned at 11 :20 p.m.
Respectfully submitted: ..........""
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PHILLIP J. BANDY
MAYOR
A TRANSCRIBABLE RECORD OF THIS MEETING IS A V AILABLE AT EAGLE
CITY HALL
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(......,
DEVELOPMENT
•x « x . E a z l c r a I) c r t•] u l t t n r a t. c u 1.11
July 8, 2008
Honorable Mayor Phil Bandy
and City Council Members
City of Eagle
660 E. Civic Lane
Eagle, Idaho 83616
Dear Mayor Phil Bandy and City Council Members:
RECEIVED & FILED
CITY OF EAGLE
JUL 0 8 2008
File.
Route to.
The Public Hearing for our proposed WildWing Village Center and Business Park is now
scheduled for mid September 2008 before the Ada County Planning and Zoning
Commission. This new deferred hearing date allows additional time for our traffic
engineer and ACHD to analyze new design concepts for Floating Feather Road. I
understand that tonight you will be evaluating various specific written comments, in the
form of a comment letter, from the City of Eagle to Ada County regarding our proposed
development plans.
Given that we will not have a hearing until mid September, (over 60 days from now)
there is ample time for the City of Eagle to meet with Kastera Development and explain
why we should seek both annexation and water services from the City of Eagle. If your
ideas and options are convincing to us, then it may be possible for us to withdraw our
application to Ada County and work directly with the City of Eagle. If we don't agree
with your position, and we do decide to continue our application process with Ada
County, you can then send your comment letter well in advance of our mid September
hearing date. If you send your comment letter now, without attempting to understand
Kastera's development situation or explaining your advantages to us, we both may miss
an important opportunity.
I recommend that you table any action on the proposed WildWing Village comment letter
(from the City of Eagle) until you have met with Kastera Development and explained
your annexation options, service capabilities, and development desires.
Respectfully;
Wayne S.'Forrey, AICP
Director of Planing and Development
15711 Highway 55 • Boise, ID 83714 • Ph: 208.939.5263 • Fax: 208.939.8170 • www.kasteradevelopment.com
EAGLE CITY COUNCIL
PUBLIC HEARING SIGN-UP
A public hearing proposing revising fees for storage and trunk line fees,
water eciuivalencv fees and hook-up fees
July 8, 2008, 7:30 P.M.
ADDRESS/ TESTIFY
TELEPHONE/E-MAIL YES/NO? PRO/CON
EAGLE CITY COUNCIL
PUBLIC HEARING SIGNUP
RZ-08-03 MOD - Eagle Island Crossing. LLC
July 8, 2008, 7:30 P.M.
ADDRESS/ TESTIFY
TELEPHONE/E-MAIL YES/NO? PRO/CON
('c 7 - k -o V
COMPENSATION AND
CLASSIFICATION STUDY
DRAFT FINAL REPORT FOR
THE CITY
OF
EAGLE, IDAHO
July 8, 2008
The Mercer Group, Inc.
Consultants to \Innagement
COMPENSATION AND CLASSIFICATION STUDY
DRAFT FINAL REPORT FOR
THE CITY OF EAGLE, IDAHO
I. BACKGROUND
The Mercer Group, Inc. was retained by the City of Eagle to ensure a comprehensive
Compensation and Classification Study emphasizing both internal and external equity for all City
and Library employees. The City and Library employ approximately 50.
A. Purpose of Study:
The primary purposes of the classification and compensation study are to:
• Recognize changes in position duties and responsibilities which have resulted
from workforce productivity, technological enhancements or advances, and
organizational changes;
• Respond to and reflect changing market conditions as they affect salary range
designations for various classes of positions;
• Ensure equity and consistency among similarly classified positions.
• Facilitate final decisions on matters of classification and compensation policy,
procedure, and implementation of study recommendations.
B. Primary Study Objectives:
• Ensure that salaries for permanent employees included in the study are
competitive with comparable public and private sector employers in the
relevant labor market.
• Ensure that the internal equity of all positions included in the study is
appropriate.
Based on the project scope the deliverables will include but not be limited to:
1. Recommend base salary ranges that are competitive with the external market and
equitable with comparable internal jobs.
The Mercer Group, Inc.
July 8, 2008
Draft Final Report
Compensation and Classification Study
City of Eagle, Idaho
Page 2
2. Interview all covered positions for employees having submitted job description
questionnaires to verify accuracy and completeness of the questionnaire.
3. Work closely with the employees, and management.
4. Recommend a classification structure that allows for compliance with the Fair Labor
Standards Act (FLSA) revisions.
5. Recommend an effective, highly flexible and easily administered and maintained system.
6. Provide a plan and a schedule for implementation.
7. Make presentations as needed.
II. METHODOLOGY
The Mercer Group, Inc. methodology for classification and compensation studies is a
combination of specific internal and external data which places the salary schedule into parity
with the defined market and each position into parity with all other positions. From this internal
and external data pay levels are determined, positions are classified and placed into the salary
schedule, and ongoing methods of maintaining the system are developed.
Detailed descriptions of the methodologies are described below.
A. Classification Methodology
The classification process began with orientation. Each department head had an individual
orientation session to review their department structure, discuss areas of concern, and study
methodology. Group employee orientation sessions were also conducted reviewing the study
methodology, the employee's role in the study and distribution of Position Questionnaires. All
employees were provided questionnaires regardless of their ability to attend orientation. The
completed questionnaires provide detailed information on the requirements and responsibilities
of each job. The questionnaire contains comments from the employees' direct supervisor and
department head to clarify any issues.
Position Questionnaires were submitted by employees covering 100% of all City and Library
positions. The questionnaires were reviewed by The Mercer Group staff and were followed by a
series of interviews covering 100% of positions.
The combination of questionnaire and interview ensures a thorough understanding of each
position. That understanding is critical, as it becomes the basis for the rating of each position
using a Factor Evaluation System.
The Mercer Group, Inc. Factor Evaluation System (FES) is used to provide a numerical rating for
all positions within the City of Eagle.
The Mercer Group, Inc.
July 8, 2008
Draft Final Report
Compensation and Classification Study
City of Eagle, Idaho
Page 3
Factor evaluation systems provide a method of classifying positions based on the work
performed. The systems generally are easy to understand and apply and can be used to classify
and re-classify both permanent and part-time positions.
In developing the factor system used by the Mercer Group the following principles are applied:
• Important elements of each job should be measured by consistent factors.
• The factors must be explainable and clearly defined.
• Factors should relate to observable and measurable aspects of the job.
• Factors should relate to the business of the organization, i.e. local government.
• The number of factors should be limited for administrative ease but should
reflect all aspects of the positions rated.
The factors used in the Mercer FES are:
Factor 1 - Knowledge Reauired:
Assigns points based on skills, knowledge, and educational level required by the
job.
Factor 2 - Supervisory Controls:
Points are assigned based on the nature and extent of direct supervision required
over the position.
Factor 3 - Supervision Exercised:
Measures the amount of supervision or management exercised by the position.
Factor 4 - Guidelines:
Measures the nature of existing guidelines and the judgment needed to apply
them.
Factor 5 - Complexity:
Measures the nature, number, variety and intricacy of tasks, steps or processes in
the work performed by the position.
Factor 6 - Scope and Effect:
Measures the nature of the work and its effect both inside and outside the
organization.
The Mercer Group, Inc.
July 8, 2008
Draft Final Report
Compensation and Classification Study
City of Eagle, Idaho
Page 4
Factor 7 - Personal Contacts:
Measures contacts with co-workers, the public and others required in performing
the duties of the position.
Factor 8 - Purpose of Contacts:
Measures the level of informational exchange in the personal contacts identified
in Factor 7.
Factor 9 - Physical Demands:
Includes physical characteristics and abilities needed as well as the level of
exertion required in performing the duties of the position.
Factor 10 - Work Environment:
Considers the risks and discomforts in the physical surroundings.
Every position in the City of Eagle was rated using the system. Those ratings were then
used to determine where each position fit in the salary schedule. This process provides
for internal equity.
B. Compensation/Market Survey Methodology
The Compensation/Market Survey is a data -collection process which ensures a fair and
equitable comparison of the pay structure. The result of this process is the accurate
comparison of the City of Eagle pay plans with the pay plan of comparable organizations.
The primary objective of the market survey and analysis is to determine how the
compensation levels for the City of Eagle's job classes compare to that of similar
employers with whom the City must compete for employees.
The results of the market survey are used to accurately connect the City of Eagle's pay
plan to the marketplace, ensuring the ability of the City to recruit and retain qualified
employees and to provide an effective basis for managing salary costs.
By combining the market survey data with the point factor system described above, both
external equity and internal salary relationships are reflected in the resulting salary setting
process.
Market Survey Employer Selection
The employers selected for the market survey should define as accurately as possible the
"Labor Market" within which the City of Eagle competes. Organizations were selected
using the following criteria:
The Mercer Group, Inc.
July 8, 2008
Draft Final Report
Compensation and Classification Study
City of Eagle, Idaho
Page 5
Geographic Proximity - Comparison organizations located within a reasonable
commuting distance were selected. Selecting employers in relatively close geographic
proximity ensures that the market will reflect the City of Eagle's cost of living, growth
rate and other demographic characteristics.
Nature of Services Provided — Organizations were selected which provide a similar range
of services, these organizations are most likely to compete with each other for employees,
likely to have comparable jobs, and are likely to have similar organizational structures.
Each of these factors was taken into consideration in the identification of an appropriate
labor market for the City of Eagle. City employees and management assisted in the
identification of market organizations.
The organizations from which survey data was obtained are:
The Mercer Group, Inc.
July 8, 2008
Comparable Organizations
Ada Community -City Library Dist
Ada County
Albertson Library -Boise State University
Canyon County
City of Boise
City of Caldwell
Elmore County
Garden City
Idaho Commission of Libraries
Idaho State Historical Society
Lewiston Public Library
Meridian
Meridian School District
Middleton
Nampa
Draft Final Report
Compensation and Classification Study
City of Eagle, Idaho
Page 6
Ontario
Payette County
State of Idaho
Twin Falls Public Library
Vale
Weiser
Survey Benchmark Position Selection
The second step in preparing for the market survey is the identification and selection of
Benchmark positions. The benchmark positions are a representative sample of all
positions contained in the City of Eagle's classification system and provide a reference
point for developing salary recommendations for all non -benchmark positions.
Benchmark positions are those which meet the following criteria:
• Well-defined positions presumed to exist within the local government and
private organizations which are to be surveyed;
• Encompass a variety of skill levels within the organization;
• Reasonably well known and understood positions which are clearly and
concisely described;
• Represent a variety of pay levels within the organization.
The benchmark positions selected for the comparison survey are listed below:
Benchmark Positions
Admin Clerk I
Building Inspector I
Building Official
Circulation Manager
City Clerk -Treasurer
The Mercer Group, Inc.
July 8, 2008
Draft Final Report
Compensation and Classification Study
City of Eagle, Idaho
Page 7
The Mercer Group, Inc.
JuIy 8, 2008
City Forester
Code Enforcement Officer
Deputy City Clerk
Electrical Inspector
Library Assistant I
Library Director
Page
Permit Tech
Planner I
Planning and Zoning Director
Planning Supervisor
Public Works Director
Public Works Maintenance Technician
Reference Librarian
Technical Services Manager
Utility Billing Clerk
Draft Final Report
Compensation and Classification Study
City of Eagle, Idaho
Page 8
III. FINDINGS
A. Classification
During the orientation phase of the study all employees received a Position Questionnaire
requesting details of their particular positions relating to the ten industry accepted factors of their
jobs, plus a discussion section in which the employee was requested to present any additional
information or opinions concerning the duties or conditions of the position. Position
questionnaires were completed by employees and submitted for review by supervisors and
management. The Mercer Group completed interviews based on information contained in the
questionnaires with employees either individually or in small groups, thereby acquiring detailed
information on all City of Eagle positions.
During the interview process, seven separate position classifications were identified and assigned
a "Factor Reference". The Factor Reference is an identification used during the administration of
the Factor Evaluations System to identify potentially unique positions.
B. Salary Compensation
At the inception of the project, the City of Eagle maintained two pay matrices. One for "City
Hall" employees and one for "Library" employees.
• The City Hall pay matrix contains 14 grades with 11 steps. The percent between
grades varies as does the percent between steps. The spread from the minimum to the
maximum of a pay grade varies from 30% to 50%.
• The Library pay matrix contains 14 grades with 11 steps. The percent between grades
varies as does the percent between steps. The spread from the minimum to the
maximum of a pay grade varies from 30% to 50%. However the variances are not the
same as the City Hall matrix and pay rates also differ.
As a result of thorough analysis we recommend a single pay plan that consists of twenty-one
grades with a 6.5% spread between grades. Each grade consists of a minimum, midpoint and
maximum. The average spread from minimum to maximum is 42%. This spread is consistent
with the market.
Market Analysis
Through analysis and consultation with employees, and management, an extensive list of
comparable organizations was chosen to be surveyed regarding the minimum, midpoint, and
maximum salary offered for the benchmark positions. The Mercer Group, Inc. was able to obtain
information from twenty-one (21) of the comparable organizations. In addition, data was
obtained on twenty-one (21) benchmark positions. This totals approximately 185 pieces of
minimum salary data. Using this survey data, The Mercer Group identified an overall pay scale
The Mercer Group, Inc.
July 8, 2008
Draft Final Report
Compensation and Classification Study
City of Eagle, Idaho
Page 9
against which the City of Eagle is competing for all employees. (No individual employee's pay is
directly determined by this survey data, nor is it accurate to compare an employee's actual salary
with individual or aggregate salary information obtained for a particular benchmark position.)
This market comparison revealed the following variances:
City Hall Matrix:
• The current minimum pay ranges (not actual pay) on average are 4.31% below the
Master Market Average of all comparable organizations. The current Eagle minimum
pay rate was on average at the 38.91 percentile of the market.
• The current maximum pay ranges on average are 3.21% below the Master Market
Average of all comparable organizations. The current Eagle maximum pay rate was
on average at the 39.32 percentile of the market
Library Matrix:
• The current minimum pay ranges (not actual pay) on average are 4.35% below the
Master Market Average of all comparable organizations. The current Eagle minimum
pay rate was on average at the 40.15 percentile of the market.
• The current maximum pay ranges on average are 7.11% below the Master Market
Average of all comparable organizations. The current Eagle maximum pay rate was
on average at the 36.80 percentile of the market
The new pay plan was developed to place the City in a more competitive position. The new pay
plan places the City of Eagle in the third quartile of the market.
Once all positions were analyzed and factored and the pay plan options were developed, the
positions were grouped into pay grades as indicated by total factor scores. Position groupings by
pay grade can be found in Exhibit I.
The Mercer Group, Inc.
July 8, 2008
Draft Final Report
Compensation and Classification Study
City of Eagle, Idaho
Page 10
IV. SPECIAL PROVISIONS, RECOMMENDATIONS AND IMPLEMENTATION
The Mercer Group, Inc. offers the following provisions and recommendations:
A. Implementation Options
Implementation Options
• The first step in structuring implementation is to ensure all employees are
making a least the minimum of the recommended range for their individual
position.
• The second step in implementation is to ensure compression has not occurred.
At this step, employee's salaries are placed within the recommended pay grade
for their position according to how long the employee has held their current
position. This has not been calculated but can be easily.
• The final step in implementation is to ensure that every employee has received
a minimum increase.
B. Hiring Offer
We recommend allowing hiring up to midpoint of a salary grade with
recommendation from the Department Head and approval by the Mayor for applicants
with qualifications exceeding the stated minimum for the position.
C. Annual Market Adjustment
We recommend the City make annual adjustments to the Pay Plan based on annual
analysis of the CPI, wage indices and other compensation trend indicators as well as
budgetary conditions. Upon receipt of this data, the Mayor and Council would vote
annually on the applicability and ability of the City of Eagle to apply a market
adjustment to the salary structure.
D. Employee Promotions or Transfers
We recommend the City continue with your current policy of when an employee is
transferred or promoted to a position in a higher classification (grade), the employee
will receive the minimum rate of pay for the new classification or an increase of
6.5%, whichever is greater.
The Mercer Group, Inc.
July 8, 2008
Draft Final Report
Compensation and Classification Study
City of Eagle, Idaho
Page 11
E. Fluid Positions
We recommend that the following positions be considered Fluid Positions. When the
department head is satisfied that the employee has met the stated qualification for the
next level, the department head can then recommend to the Mayor for approval that
the employee be promoted to the position regardless of vacancies:
• Building Inspector I to Building Inspector II
• Building Inspector II to Building Inspector III
• Planner 1 to Planner II
In the event of a vacancy in any Fluid Position, the new hire would be placed into the
position for which they currently hold the qualifying certifications.
F. Performance Evaluation System
To reward exceptional performance and excellence as well as to avoid compression of
salary structure resulting in newly hired employees being paid almost as much as
veteran employees in the same position, we recommend the City use a performance
driven merit pay system. We further recommend that the City adopt the policy of
when employees are at the maximum of their salary range and deserving merit pay,
award the merit pay in a lump sum.
G. FLSA
In our opinion, the following positions are designated through the Fair Labor
Standards Act as Exempt from overtime:
Assistant Library Director
Assistant to the Mayor
Building Official
City Clerk -Treasurer
Library Director
Operations Manager
Planner III
Planning and Zoning Director
Planning Supervisor
The Mercer Group, Inc.
July 8, 2008
Draft Final Report
Compensation and Classification Study
City of Eagle, Idaho
Page 12
Public Works Director
One of the following criteria must be met for each exemption:*
• Exempt -Administrative: 1) Office or Non -manual position related to
management policies or general business operations; and 2) Uses discretion
and independent judgment; and 3) Performs, only under general supervision,
specialized or technical work requiring special training, experience, or
knowledge; and 4) Is compensated on a salary or fee basis.
• Exempt -Executive: 1) Management; and 2) Directs 2 or more employees;
and 3) Recommends employee status; and 4) has discretionary powers; and 4)
is compensated on salary basis; and 5) spends at least 51% of his/her time
performing supervisory and management related duties.
• Executive -Professional: 1) Advanced knowledge acquired by prolonged
course of specialized intellectual instruction and study (not general academic
instruction or apprenticeship.); and 2) Uses discretion and judgment; and 3)
Intellectual and varied work; and 4) Is compensated on salary or fee basis.
H. Library
We support the Library request to award Holiday and Annual Leave to part-time
employees (19 hours a week) at a prorated accrual basis. (See attached Memo from
the Library Director to Eagle Public Library Board of Trustees.) This policy would be
consistent with the leave accrual policies of many of our other public sector clients.
I. Reclassification Requests
We recommend the City adopt the following policy for reclassifications.
Reclassifications can be requested in the following ways:
• Annually at budget time, department heads would submit a position
questionnaire and justification to the Mayor for consideration for
reclassification. Should the Mayor feel there may be validity to the request,
the questionnaire and justification would be evaluated using Factor Evaluation
System to determine if a change in pay grade is justified.
• On the rare occasion when a department may restructure or a dramatic change
in a position's duties occurs, the department head may request the Mayor
authorize a consideration for reclassification. A position questionnaire would
be completed and evaluated using the Factor Evaluation System to determine
if a change in pay grade is justified.
The Mercer Group, Inc.
July 8, 2008
Draft Final Report
Cornpensation and Classification Study
City of Eagle, Idaho
Page 13
EXHIBIT I
PAY GRADE GROUPINGS
NEW PAY
GRADE NEW TITLE
21 PAGE
21 PAGE
21 PAGE
21 PAGE
21 PAGE
22 NONE
23 NONE
24 SENIOR LIBRARY PAGE
25 LIBRARY ASSISTANT I
25 LIBRARY ASSISTANT I
25 LIBRARY ASSISTANT I
25 LIBRARY ASSISTANT I
26
27
28 ADMINISTRATIVE ASSISTANT
28 LIBRARY ASSISTANT II
28 LIBRARY ASSISTANT II
28 LIBRARY ASSISTANT II
29 TECH SERVICES ASSISTANT
30 PERMIT TECH
31 NONE
DEPARTMENT
LIBRARY
LIBRARY
LIBRARY
LIBRARY
LIBRARY
LIBRARY
LIBRARY
LIBRARY
LIBRARY
LIBRARY
P&Z DEPT.
LIBRARY
LIBRARY
LIBRARY
LIBRARY
BUILDING DEPT
32 SR PW MAINTENANCE TECH PUBLIC WORKS
32 ADMINISTRATIVE SPECIALIST P&Z DEPT
32 ARTS COMMISSION CORD ART COMMISSION
32 LIBRARY ASSISTANT III LIBRARY
32 LIBRARY ASSISTANT III LIBRARY
32 LIBRARY ASSISTANT III LIBRARY
32 SENIOR PERMIT TECHNICIAN BUILDING DEPT
32 YOUTH SERVICES ASSISTANTLIBRARY
33 LIBRARY ADMIN CORD LIBRARY
33 MUSEUM CURATOR MUSEUM
The Mercer Group, Inc.
July 8, 2008
NAME
JENNIFER BOLES
SHARON LEHMANN
DANIEL O'MALLEY
VACANT
VACANT
SARAH STOCKING
CAMELLE BICKISH
LINDA GROVES
NANCY KILFOYLE
ELIZABETH RITTER
CRYSTAL SKINNER
DANA CHAMBERLAIN
HAL CHAPMAN
VICKI PRIN
ERICA LINDSTROM
SHIRLEY KEMP
DAVID RIOUX
HEATHER HYDE
BARBARA BURTON
CURTIS FRANKLIN
JOAN SPRIGGS
LYNETTE WASDEN
CHARLENE ELGE
CATHLEEN HARDY
TERRI LENIGAN
LAURIE BAKER
Draft Final Report
Compensation and Classification Study
City of Eagle, Idaho
Page 14
NEW
GRADE
34
34
34
34
34
34
34
35
35
36
36
36
36
36
36
36
37
37
38
38
39
40
41
41
41
41
EXHIBIT I (CONTINUED)
PAY GRADE GROUPINGS
NEW TITLE
BUILDING INSPECTOR H
CITY FORESTER
PLANNER II
PLANNER II
PLANNER II
REFERENCE LIBRARIAN
REFERENCE LIBRARIAN
DEPARTMENT
BUILDING DEPT
P&Z DEPT.
P&Z DEPT
P&Z DEPT
P&Z DEPT
LIBRARY
LIBRARY
SENIOR DEPUTY TREASURER CITY CLERK DEPT
UTILITY BILLING SUPERVISOR PUBLIC WORKS
BUILDING INSPECTOR III
CIRCULATION MANAGER
ELECTRICAL INSPECTOR
PLUMBING INSPECTOR
SENIOR DEPUTY CITY CLERK
TECH SERVICES MANAGER
YOUTH SRVS LIBRARIAN II
LEAD CURRENT PLANNER
OPERATIONS MANAGER
ASST LIBRARY DIRECTOR
PLANNER III
PUBLIC WORKS DIRECTOR
NONE
BUILDING OFFICIAL
CITY CLERK -TREASURER
LIBRARY DIRECTOR
P&Z DIRECTOR
The Mercer Group, Inc.
July 8, 2008
BUILDING DEPT
LIBRARY
BUILDING DEPT
BUILDING DEPT
CITY CLERK DEPT
LIBRARY
LIBRARY
P&Z DEPT
LIBRARY
LIBRARY
P&Z DEPT
PUBLIC WORKS
BUILDING DEPT
CITY CLERK DEPT
LIBRARY
P&Z DEPT
NAME
STEVE NASH
JULIE LAFFERTY
BARBARA CERDA
JEFF LOWE
TED VANEGAS
DEBORAH BLAKELY
ROBYN PATTERSON
SHERI HORTON
KELLIE MCCOMBS
RANDY UPSON
CAROL BERRY
TERRY SCHREINER
TOM PRESTON
TRACY OSBORN
MEGAN BLACKWELL
DIANE MATEJKA-LUND
MICHAEL WILLIAMS
JEANNIE COMERFORD
JANICE CAMPBELL
NICHOEL SPENCER
MICHAEL ECHEITA
MIKE MONGELLI
SHARON BERGMANN
RON BAKER
BILL VAUGHAN
Draft Final Report
Compensation and Classification Study
City of Eagle, Idaho
Page 15
Eagle Public Library
Memorandum
DATE: 2 July 2008
TO: Eagle Public Library Board of Trustees
FROM: Ron Baker, Library Director
SUBJECT: Partial Leave and Holiday Benefits for 19 -hour Employees
Per the EPL Board's direction at its meeting of June 9, 2008, I am submitting this staff
recommendation concerning part-time leave and holiday benefits for the Library's 19 -
hour employees. To reiterate two points made at the last meeting: 1.) the Library is the
only city department with 19 -hour employees and 2.) several of our larger neighboring
libraries, including Boise Public Library, offer one or both of these leave benefits.
I have also requested that the Mercer Group consultants make a recommendation on this
issue in its final compensation and classification report to Council.
Essentially staff recommends that 19 -hour employees receive 4 hours of paid time for
each holiday and 4 hours of paid annual leave per month. There would be no adjustment
for seniority.
If the Board concurs in this recommendation, it would be necessary for it, in turn, to
recommend to Council the following changes to the Eagle City/Library Personnel Policy:
•Insert after paragraph three of section C2 ("Holidays") this new paragraph:
Active status 19 -hour employees receive four hours of paid time
per holiday. The four hours of holiday pay will be included in the
hours worked per week and normally will not exceed a total
of 19 hours.
•In section C 1 B ("Part-time Employees") change all uses of "unpaid" to "paid."
Insert after paragraph four of this section the following new paragraph:
Requests for unpaid leave beyond the 48 hours of paid leave earned
per year must be approved both by a part-time employee's direct
supervisor and department head.
If this recommendation is sent to Council, the City Attorney should at that also time be
consulted on specific changes to personnel manual language.