HITEV  1833  MINUTES  City Council Special Meeting 4:30 p.m. Tuesday, April 11, 2023 317 S. Madison Street, Whiteville, NC, 28472  The City Council Special Meeting of the City of Whiteville was called to order on Tuesday, April 11, 2023, at 4:30 p.m., at 317 S. Madison Street, Whiteville, NC, 28472.  1) ROLL CALL PRESENT: ABSENT:  Terry Mann, Jimmy Clarida, Tim Collier, Helen BI Holden,  Vickie Pait, and Emory' Worley Kevin Williamson  OTHERS IN ATTENDANCE: Darren Currie, City Manager; Bonnie Williams, City Clerk; Colburn Brown, Finance Director; Rober Lewis, Planning Director; David Yergeau, Fire Chief; Hal Lowder, Emergency Services Director, Rachel Rivenbark, HR Director; Billy Hinz, Police Major; Madison Ward, Economic Development Planner; Joseph Williams (The News Reporter); and Members oft the Public  2) CALL TO ORDER the meeting. 3) PURPOSE OF MEETING  Mayor Mann called the meeting to Order at 4:30 pm. He deferred the meeting to_Mr. Currie. Mr. Currie provided opening comments pertaining to purpose of 3.1) Review and Discussion of thel FY2022-23 MAPS PayStudy.  Mr. Currie provided al brief overview regarding the results received thus far from the Management and Personnel Services (MAPS) study. Mr. Currie explained that based on Mayor Mann's recommendation, he was going to present the NCLM RMS (Risk Management Services) Spring Tour power point presentation relating to trends, turnover, and what can He briefly discussed how the private sector offers more competitive salaries as compared to local government, stating that local government cannot compete. He discussed with Council the cycle of turnover and the time and costs associated with that cycle. He reported that it is estimated that the cost is up to two times an employee's annual salary tof find and hire a replacement and up to at least 35 weeks for the new hire to be at a 100% productivity rate. He explained that the NCLM suggest supporting employee recognition programs, more user-friendly employment applications, promoting a positive work culture, hybrid work and shift schedules, investments in technology and in professional He continued to report that the NCLM recommends having an up to date compensation plan (at least every 5 years), so to move pay ranges accordingly to the consumer price index (CPI). and costs of living adjustments (COLA). He explained that the NCLM suggests that municipalities try to stay competitive with other local governments regarding benefits, such as 401K matches, health, dental, and vision insurance, short and long term disability insurance, and term life insurance. He explained that this would include paid time off for vacation, sick, and personal time. He reported that the City is already  be done abouti iti int the workplace.  development.  offering many of what thel NCLMi is suggesting.    He reviewed with Council the NCLM recommendation to have personnel policies updated on a regular basis. He briefly discussed other ideas for recruitment and retention. Discussion ensued. Mr. Currie deferred to Mr. Brown for discussion on a proposed FYE24 budget for employee Mr. Brown made a presentation for a proposed employee compensation plan based upon data received from the MAPS study. He explained that the MAPS group is an independent agency and he explained the methodology of the study. Some of the components to the study included market comparison, a review of like positions, adjustments in employees salary ranges based on years of service, a result in salary changes from 0% to greater than 50%, and 2022 data analysis. He explained that pressure drivers are minimum wage increase, low employment, and high consumer demand. He reported that the cost for implementing the recommendations of the pay study is approximately $534,000 before taxes, benefits, and COLA. He explained that the model he and Mr. Currie had discussed was to make market adjustments for employees in the following ranges, 1)$20,000= = $6,500 increase, 2) $30,000 = $4,500 increase, 3) $40,000 = $3,000, and 4) $50,000 and above = $1,500 increase. He explained that the proposed FYE24 market adjustment would cost approximately $238,000. Mr. Brown explained that this model addresses the biggest points of deficiency, mitigate the chain of command salary compression, addresses employee turnover, enhances retention, competition, allows all positions to be impacted, and is a multi-year implementation. Discussion ensued. Mr. Brown discussed with Council the inflationary impacts of the model. He reviewed last year's CPI of 9.1% to this year's at 6.4%, and recommended a 4% COLA (as compared to last year's COLA at 7.5%). He reviewed the increases in wages in addition to premium increases related to 401K, NC retirement, and Social Securty/Medicare. He discussed the increases in health care benefits (health, dental, and vision). He reported that increases to the NC retirement plan are projected at 14.04% for law enforcement and 12.92% for all other employess for FYE24 as compared to last year's 13% for law enforcement and 12% for all other employees. Discussion ensued. Mr. Brown discussed with Council the overall effect of the Mr. Brown explained to Council that other factors needed to be considered regarding headcount. He advised that data driven business drivers needed to be reviewed such as asking if 1) have the number of work orders doubled, and if so, why, 2) is this at temporary situation, 3) what are the concrete permanent enhancements tos service delivery, and 4) who else has bandwidth in the department. He reviewed the opportunity to restructure processes instead of continuing with "this is the way we have always done it before". He advised that the need to re- deploy people and/or assets should be considered. He advised that we need to review what technology can offer and de-select low value added activities. He stated that our productive environment needs to be considered, such as can we be doing more if we have the latest technology, good tools, ample supplies, and good equipment. Additionally, the City needs to be creative and think outside of the box. He explained that we need to look at city, county, and state resources. He posed the idea that perhaps the City needs to utilize temporary agencies and/or college interns. He stated that the City needs to consider the "lean and mean" organization philosophy. Council Member Worley asked that being more responsible so to be more productive be Mr. Brown explained how the City could pay for the market adjustment model for FYE24, he stated that monies from the General and Enterprise funds in the amounts of $136,000 (General fund) and $150,000 (Enterprise fund) could support the model. Discussion ensued. Mr. Brown explained the tax rate cycle and stated that in the future, utility rates would need to be adjusted. Discussion ensued.  compensation.  Discussion ensued.  model and its method of calculation.  considered as well.    Mr. Brown asked for feedback from Council in order to assist him and Mr. Currie how to move forward regarding this or some other model. Council concurred that they thought the market adjustment model was presented well and they were supportive of the initiative moving forward ifthe City can afford it. Brief discussion ensued regarding the MAPS study and interviews. Mayor Mann commented that the only way the City would be able toi increase revenues is to raise property taxes or cut services, even though the City is seeing an increase in commercial property taxes. Council Member Worley asked if iti is feasible to reduce the number of employees. Mr. Currie advised that he did not think the City could manage a reduction in staff due the number of services now being offered. Mr. Currie and Mr. Brown stated that going forward, the City needed to conduct pay studies more periodically. Vickie Pait MOVED to approve the adjournment of the Special meeting held on  4) ADJOURNMENT April 11, 2023 at 6:06 pm.. Helen B Holden SECONDED the motion. VOTE: 6-0 (Unanimous) Vickie Pait, Emory Worley) Nays:0 Absent: 1 (Kevin Williamson)  Yeas: 6 (Terry Mann, Jimmy Clarida, Tim Collier, Helen B Holden,  Ty on TerryL L. Mann, MAYOR chmillas Bohnie T. Williams, CITY CLERKG