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     City of Canyonville                                                   

250 N Main, Canyonville, OR 97417
         541-839-4258 or 541-839-4020
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Thursday, January 14, 2010


I.                               CALL TO ORDER AND PLEDGE OF ALLEGIANCE 
            Mayor Deaton called the meeting to order at 7:00 p.m. and all joined in the Pledge of Allegiance.


II.                            ROLL CALL:

COUNCIL PRESENT:             Mayor Deaton, Councilors Braudt, Parker, Coleman, Douglas, Councilor Barton arrived at 7:10pm., Councilor Kovachy arrived at 7:15pm.

COUNCIL ABSENT:               None.

STAFF PRESENT:                   Interim Administrator/Recorder Janelle Evans.

STAFF ABSENT:                     None.


III.                         DISCUSSION:

             1.                  Employee Handbook – Interim City Administrator/Recorder Janelle Evans

Interim Administrator/Recorder Evans referred to her memo on the employee handbook highlighting recommendations, comments and policy issues needing to be addressed.

·         Probation Period – Currently probation is 12 months, suggesting 6 months except inexperienced W/WW workers be given 1 year to obtain minimum certifications.

Discussion:  The council generally discussed the reasoning behind the 6 month and 12 month probation periods, that 6 months should be sufficient if supervisors are evaluating closely, the hardships on employees unable to access accrued sick leave and paid holiday time.  The council agreed to shorten the probation period to 6 months and add wording for public works to have 1 year to obtain certifications needed.  The council further requested that the supervisors do a 3 month evaluation and report to the council how the employee is doing.


·         Prior Service Credit – Laid off employees and voluntary resignation receive credit for prior time worked for re-employment eligibility.

Discussion:  The council agreed to remove allowing prior service credit for employees who voluntarily resign.


·         Exempt vs. Non Exempt status - Based on the FLSA Interim Administrator/Recorder Evans suggested the City Administrator/Recorder, Public Works Superintendent and Deputy Recorder could be considered exempt in employee status from overtime  Exempt employees are not paid overtime, they are usually given a predesigned amount of hours in administrative leave rather than accrual of comp. time.  She further noted the council might consider raising the maximum leave accrual number from 30 hours to 40.


Discussion:  The council discussed administrative hours, comp time accruals, and management positions.  The council agreed that the deputy recorder was not a management position and did not qualify for exempt status.  The council further agreed to increase the maximum administrative leave from 30 to 40 hours.


·         Merit Salary Increase – Clarification needed regarding operator classification after completing certifications and pay raises.  Suggested wording:  “A utility worker will be promoted to a utility operator upon the successful completion of the basic certifications and a satisfactory review.  At the time of promotion the employees shall be moved to the first step in the operator range.”


Discussion:  The council agreed with the additional wording and suggested that language be added that clarified this would not impact the anniversary date of an employee.


·         Comp Time – Current policy has a comp time cap of 240 hours.  Decreasing the comp accrual cap to 80 or 100 hours would reduce the city’s liability for a terminating employee.


Discussion:  The council generally discussed the impact of a large amount of accrued hours, whether it should be paid out as overtime, taking comp time as “time off” and the potential budget liability. The council agreed to reduce the comp time accrual cap to 80 hours and added that it needed to be used within 90 days from accrual.


The council adjourned for a 15 minute break.


·         Health, Vision and Dental Insurance – The current handbook provides full health, dental and vision insurance benefits to employees who work more than 20 hours.  Recommendation that this benefit be for full time employees only and offered as a buy in to part time employees.


Discussion:  The council agreed that part time employees would not be eligible for these benefits and further agreed to eliminate all language regarding part time employees.  The council generally discussed part time employment vs. temporary employment.  It was the consensus of the Council that the City utilize temporary employees if necessary instead of creating part time positions.


·         Vacation Benefit – Need for clarity on the wording for vacation benefit, accrual hours and “the first December 31st following the hire date” clause.


Discussion:  The council discussed the “December 31st following the hire date” clause, the intent of the wording, accrual of vacation time, access to vacation time after 1st year, 2nd year, etc., taking vacation after completion of each year of employment vs. taking vacation as it is accrued monthly and tracking of accruals.  The council agreed on the first anniversary date of hire 40 hours will be credited to an employee and available to be used.  After the first year vacation will accrue monthly and can be used when accrued.


The council adjourned the meeting and agreed to continue the employee handbook discussions in a workshop to be held on Monday, January 25, 2010 @ 7:00 p.m.



1.                  City Council – Tuesday, January 19, 2010 @ 7:00 p.m.

2.                  Planning Commission – Thursday, February 4, 2010 @ 7:00 p.m.

3.                  City Council Workshop – Monday, January 25, 2010 @ 7:00 p.m.



            Being no further business, the Council adjourned at 10:30 p.m.



Submitted by:                                                                   Approved by:




______________________________                               ______________________________

Janelle Evans, City Administrator/Recorder                               Robert A. Deaton, Mayor


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