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R-557 - 04/14/1992 - SALARY ADMIN PLAN - Resolutions { AD A A�► 199 ® AM�.ND►MC�"rs y.��4• 1�1. i RESOLUTION R- 557 �I A RESOi.UTION APPAON31Wi ACTS TO THE ,i XNPL0TZR PAS( pLAII rM 1992 it i AED ]Ip=DM" TO THE &V AW ADMINISTRATI00 PLRX !i I' WHEREAS, pursuant to Article II (Pay Plan) of the P*►rsonnel Rules and Regulations of the Village of Oak Brook (Appendix D to the Code of Ordinances), the Village Manager is charged with developing a uniform and equitable pay 'plan with the approval of the Village Board] and WHEREAS, the President and Board of Trustees, at its regular meeting on March 24, 1992, considered the 1992 Employee Pay Plan; and WHEREAS, after due con sideration at its March 24, 1992 meeting, the Village Board directed that the midpoint of Ranges 1-13, inclusive, be increased by 3.8%; and WHEREAS, the Village Manager has recommended the approval of the attached Employee Pay Plan commencing January 1, 1992. A copy Of this Pay Plan in attached hereto, labelled Exhibit A and made a part hereof. NOW, THEREFORE, BE IT RESOLVED BY THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAR BROOK, DU PAGE AND COOK COUNTIES, ILLINOIS as follows: Section 1: That the provisions of the preamble hereinabove set forth are hereby adopted as though fully set forth herein. Section 2: This Village Board finds that the attached 1992 Employee Pay i Plan (Z A) conforms with the guidelines not forth in the Salary Administration Plan which was previously adopted by the Board on February 28, 1984, pursuant to Resolution R-362. Section 3: That the attached Employee Pay Plan for 1992 (Exhibit A) is ' hereby approved. section 4: That the Salary Administration Plan be and is hereby amended to read as--set in the attached Exhibit B. I i II I " I I i i Resolution R- S_ 57 Approving Amendments to Employee Pay Plan for 1992 and Salary Administration Plan Page 2 PASSED AND APPROVED this 14th day of A, ri]___. 1992, by the president and Board of Trustees of the Village of Oak Brook, DuPage and cook Counties, Illinois, according to a roll call vot® as follows: Ayes: Trustees Krafthefer, Pavcwich, Shumate, Skinner and Winters Nayra: None Absent Abstain: None Village President ATTEST: j village Clerk i paypian.ord i. II 1PWITION GRADE INL GRADS MINIMUM MI/NT MhX RUGS 1 Receptionist Annual $17,963 $21,107 $24,250 $6,r-7 Clerk/Typist Monthly 1,497 1,759 812 2 933 S.C. Laborer Bi-Weekly 691 2 Secretary Annual $21,221 $24,937 $28,652 $7,431 Gamn.Operator Monthly 1,768 2,078 2.388 Golf Pro Bi-Weekly 816 959 1,102 3 C.S.O. Annual $22,533 $26,475 $30,419 $7,886 Account Clerk Monthly 1,878 2,206 2,535 Bi-Weekly 867 1,018 1,170 4 Maint.II Annual $24,298 $28,549 $32,802 $8,504 I Asst.Librarian Monthly 2,025 2,379 2,734 Secy/Banquet Sales Bi-weekly 935 1,098 1,262 5 Executive Secy. Annual $26,062 $30,623 $35,185 $9,123 Maint.I Monthly 2,172 2,552 2,932 Bidg.Maint. Bi-Weekly 1,002 1,178 1,353 Auto Mechanic S.C. Mechanic P.W. Journeyman Food & Bev. m(jr/Chef 6 Asst. Bldg. Comm. Annual $26,699 $31,431 $36,114 $9,415 ' monthly x,225 2,619 3,010 inspector II Bi-Weekly 1,027 1,209 1,389 7 Firefighter Annual $29,832 $35,052 $40,273 $10,441 Police Officer Monthly 2,486 %:,921 3,356 Librarian Bi-Weekly 1,147 1,348 1,549 8 Foreman (PW) Annual $33,081 $38,871 $44,660 $11,579 Foreman (W) Monthly 2,757 3,239 3,722 Head Mechanic Bi-weekly 1,272 1,495 1,718 Detective B1dg.Maint/Journeyman Civil Engr. I Senior Inspector 9 Fire Lieutenant Annual $35,732 $41,986 $48,239 $12,507 , Police Sergeant Monthly 2,978 3,499 4,020 I' Greens Supt. Bi-Weekly 1,374 1,615 1,855 10 Civil Et►gr. II Annual $38,239 $44,932 $51,624 $13,385 Asst.Finance Off. Bi-Weekly 1,471 1,728 1,986 i it Police Lieutenant Annual $39,233 $46,099 $52,964 $13,731 II� Fire Captain Monthly 3,269 3,842 4,414 it Asst.Village Mgr. Si-Weekly 1,509 1,773 2,037 Dir.Code Enforcement 12 Finance Officer Annual $43,564 $53,367 $63,170 $19,606 Village Engineer Monthly 3,630 4,447 5,264 P.W. Superintendent Bi-Weekly 1,676 2,053 2,430 Fire Chief Police Chief S.C. Manager 13 Village Manager Annual $52,910 $66,138 $79,367 $26,457 Monthly 4,409 5,512 6,614 BL-Weekly 2,035 2,544 3,053 Approved: 4/14/92 Sffectives 1/1/92 �.lplans.tr z=IBIT A (Page 1 of 3) II VIY+LiIiGB OF OAK F:4R M S,1lI:A" lSCMWM S FIRE DEPhrtng IT Volunteer Firefighters $13.25 per hour for lot hour & $6.63 per } hour thereafter responding to fire Volunteer Firefighters $ 9.47 per hour for tat hour & $4.73 per hour thereafter for training and drill Volr.:tteer Assistant Chiefs $15.13 per hour for lot hour & $7.57 per hour thereafter for emergency calls Volunteer Assistant Chiefs $11.33 per hour for 1st hour & $5.67 per hour thereafter for required training Special Duty Rates Pursuant to section 11-25 of the Code of Ordinances ri 1.5 x Grade 7 Midpoint (� 1.5 x 35,052 52,578 + 2080 = 25.27/hr. 1 R 4/14/92 Effective: 1/1/92 EZHIBiT A (Page 2 of 3) NlpIm2.lrs Ri 'K-.557 --r%ALARY BMW pK.y G POLICS FIRMi MW 11RERING PUBLIC WcF4M LIBRARY INSPSCTIOA SPO11TS cm palm" a lmrII6s! MaXIIIIR! �+L . wmmaw DBPAR'== MWARMERT clerk/Typist Clerk/Typist clerk/Typist S.C.Laborer cm Asaaal $17,963 $24,250 Receptionist ncatbly 1,497 2,021 �[ 691 933 �!�p Secretary Secretary Secretary Secretary Secretary Golf Pro Avenel $21,221 $28,652 Comm.Oper. NRR99X 1,768 2,388 Bi-Waskly 816 1,102 Acct.Coord. Qp � Acct. Clerk C.S.O. Assaal $22,533 $30,419 monthly 1,878 2,535 Di-weekly867 L 1,170 Maint.II Asst. Libr. Banquet !D= Sls/Sect'. Annual $24,298 $32,802 Uplatbly 2,025 2,734 id-unany 935 1,262 gg Sys Flt's Executive Maint.I Food GcBev. 4 Asnrl $26,062 $35,185 Secretary Auto I Food i Bev. Auto Mechanic Mgr./Chef Nownay 2,172 2,932 Journeyman BL-Um@UY 1,002 1.353 Asat. to �is 81dg.Coma. Aaasal $26,699 $36,114 Inspector II Naatinl 2,225 3,010 Id-WeeUT 1,027 1,388 Patrolman F�refighter Librarian Aasaal $29,832 $40,273 F Parame/dic* MwEthly l 2,486 3,356 Parame f Id-maguy 1,147 1,549 ® � Detective Civil Bngr.i FOSemaailYt/ Senior Inep. Aanssl $33,081 $44,460 8Journeyman Journeyman NaatLl= 2,757 3,722 Head fi-1asklj 1,272 1,718 Mechanic d N= sergeant Lieutenant Greens Supt. Aanssl $35,732 $48,239 (11 mbutyl 2,978 4,020 1 21-Naskl 1,374 1,855 §t Est. Civil �� Ammaai $38,239 $51,624 Finance 8ngr.II mummy 3,187 4,302 Officer Ei-Ilfsaki 1,471 1,986 Q! Aeat. to Lieutenant captain Director of Aessal $39,233 $52,964 Vill.Mgr. Code Eif. Neom 3,269 4,414 Id Nsek'1 1,509 2,037 �. Attorney Chief Chief Vill.Bngr. Supt. image' Asaaal $43,564 $63,170 Fin.Officer Noat9et 3,630 5,264 ff-Niaskl 1,676 2.430 Manager 4nagar Anaual ;52,910 ;79,367 Nowaly 4 409 6,614 H-Msski 2,035 3,053 Adopted and Approved: April 14, 1992 *Additional compensation in the amount of $125 per month for all firefighters who are certified as paramedics lffectivs: J&%wmT 14, 1992 and who serve such function for the Village of Oak Brook and maintain said certification in good standing. salplan3.fns EXHIBIT A (Page 3 of 3) R-557 • SALARY ADMINISTRATION PLAN I. INTRODUCTION The Salary Administration Plan is intended to establish an equitable pay plan which is designed to be competitive with the prevailing wages paid within Oak Brook's Labor Market Area. Each position and pay grade will be monitored twice annually to insure that salaries remain competitive. For purposes of review Region IV of the Regional Governmental Salary and Frin a Benefit Sun prepared by the Position ClassifLcatLon Agency o t e Cook County Bureau o Administration will be analyzed to determine the prevailing wage of Oak Brook's Labor Market Area. Some positions in the Oak Brook municipal service do not lend themselves to direct analysis with the regional survey either because the position described does not accurately describe the work performed in Oak Brook or the position is not included in the survey. In these instances, the Village Manager shall conduct an independent analysis of the position to identify the prevailing wage. Upon receipt of the January Survey the Manager shall evaluate the established pay plan relative to the Average Actual Pay reported in the survey and communicate his findings to the Board of Trustees. Upon receipt of the July survey, the Manager shall analyze each position within the pay plan and determine if adjustments either to a Pay Grade or a position are needed. The Manager shall forward his findings to the Board of Trustees. II. GUIDELINES In reviewing and modifying the Salary Administration Plan, the following guidelines and direction shall be followed: A. Review and Adjustment of Plan - The Regional Governmental Salary and Fringe Benefit Survey (Region IV) prepared by Cook County shall be used as the reference document for review of the Pay Plan. The Survey will be analyzed twice annually and adjustments, if necessary, shall be made in the fall of each year based on the July survey. B. Pay Grade Midpoint - All positions will be grouped as closely as possible based on like mean actual salaries paid. Each pay grade midpoint will be developed by using the mean actual salary of the largest group of employees in the grade. When two major groups are in the same pay grade (e.g., patrolman and firefighter) the higher salary will be used in establishing the midpoint. C. Range spread within each pay grade - Grades 1 through 11 shall have a 35% spread from entrance to maximum salary paid. Grade 12 includes only department heads and shall be developed with a 45% spread. Grade 13 is the Village Manager's grade and has a 50% range. D. Annual adjustments to the Pali Plan - The Salary Administration Plan is structured to pay equitable compensation to employees based on salaries paid in other areas. it is possible therefore that an adjustment to the Pay Plan may affect only some of the pay grades or positions in the Village. 111. STEPS 1. List the results of the Regional IV mean salary paid for each Village of Oak Brook position from the July report of the "Regional Governmental Salary and Fringe Benefit survey" prepared by the Position Classification Agency of the Cook County Bureau of Administration. Approved EXHIBIT a Page i of 6 Effective - I 2. Compare the July Region IV salary paid for each position with the then current midpoint of the Village of Oak Brook Salary Plan for the comparable position. 3. Determine whether Oak Brook goals have been met: Goal #1: "The current Oak Brook salary plan midpoint for each position should approximately equal the reported Region IV mean salary paid for that position in July of the current year." Positive percent (%) denotes current midpoint higher than Regional IV July mean salary. Negative percent (S) denotes current midpoint below Region IV July mean salary and goal not met. 4. Analyze Oak Brook's ranking in Region IV of: A. Mean salary paid Oak Brook employees by position with mean salary paid to employees of same position by other Region IV reporting cities or villages; and B. Minimum and maximum of Oak Brook's salary range for position with minimum and maximum of other Region IV reporting agencies to determine whether the second Oak Brook goal is met. Goal. #2: "To seek to maintain salary ranges and salary paid approximately in the upper 25 percentile of the Region IV area." 5. Forecast the change in the Region IV mean salary paid from the current reported July mean salary to the estimated mean salary by position to be paid July of the next year. 6. Compare the forecasted mean salary by position to be paid in July of the next year with the current midpoint of the Oak Brook Salary Plan for each position to determine the necessary adjustment of the midpoint in order to meet Goal #1 July of the next year. 7. After determining the percent change to the pay grades to achieve Goal #1, determine Performance Salary Guidelines. The performance salary adjustment is designed to permit an employee performing at satisfactory level to progress through the salary range in approximately a seven year service period. Employees performing above satisfactory to outstanding progress though the salary range within a five to six year service period. S. Review any Oak Brook positions where comparison of current midpoint is 10% above or below current Region IV July reported mean salary to determine if the position should be moved to another Oak Brook grade which better matches Oak Brook's midpoint to Region IV July mean salary paid. IV. MAINTENANCE The Village Manager will be responsible, twice annually, to make comparative studies of all factors affecting the salary ranges and will be responsible to make such recommendations to the Village Board for review and consideration. General range adjustments and reclassifications within the Salary Administration Plan will only be made to reflect reasonably substantial change. V. PROCEDURE A. Starting Rate at Initial Employment: Original appointments to any position shall be made at the entrance rate and advancement from the entrance rate to the maximum rate within a pay range shall be by successive steps. Upon recommendation of the department head, the Approved 4-14-42 EXHIBIT s Page 2 of 8 Xffsctive 3,1,92 ._. i R-SS7 Village Manager may approve initial compensation at a rate higher than the minimum rate in the pay ranges for the class provided that any such acceptance is based on the outstanding and unusual character of the employee's experience and ability over and above the minimum j qualifications required for that position. B. Merit increases will be determined based upon the employee's performance as described in the $mployee Performance Report and the recommendation of the employee's department head with review and approval by the Village Manager. Normally, merit increases shall occur within the parameters of the Salary Adjustment Schedule and in no event shall it exceed the maximum of range for the position. C. Salary Adjustment Schedule: It is the practice of the Village of Oak Brook that salary adjustments shall be made in a timely and orderly manner. Frequency of salary adjustments are based upon each employee's performance and his/her relative position within. the respective grade. The following schedule will be followed when making adjustments to an employee's salary: Employees shall be evaluated every six months for the first two years of their employment. Thereafter, they shall be evaluated annually on their respective anniversary date. "Anniversary date" shall apply as follows: (a) For part-time employees, the anniversary date is the date of hire; (b) For employees going from part-time to full-time and remaining in the same pay grade, the anniversary date remains the date of hire as a part-time employee; if the part-time employee is moving to a full-time position in a different pay grade, the employee's anniversary date will be the date starting the full- time position; and (c) For full-time employees promoted to a new grade and new position, the date of promotion is the new anniversary date. However, once an employee has achieved the maximum compensation listed for the pay range in which the position, Filled by the employee, is classified, the employee's Salary Adjustment Schedule shall be modified as follows: Merit Increases, for employees at the maximum rate of pay of range in which the position occupied is classified, will be determined based upon the employee's performance as defined in (b) above and shall be applied within 30 days after the Adjustment of the Salary Plan Salary Schedule, but in no event shall it exceed the maximum of the range for the position occupied. 8mployee Performance Ratings shall occur at least once a year or may occur more frequently if warranted. Special merit advancements will occur when warranted and are not bound by the Salary Adjustment Schedule. D. Merit - Bonus: Top of grade full-time employees who have 10 years or more of full time continuous service and who are rated "Above Satisfactory" or "ixceeding Standards" shall receive a merit bonus annually in January of each calendar year as follows: Years of Service Above Standards axceedina Standards 10-14 $250 500 15-14 $375 750 20 and over $500 $1,000 Approved 4-14-92, XXHISIT B Page 3 of 8 sffective R-557 Any such merit bonus shall not be considered a merit increase as provided in paragraph IV(S) hereof. E. Special Merit Advancements: Department heads may recommend to the Village Manager that special merit increases in pay be granted to individual employees at intervals more often that the normal increments. Such special merit increases shall be based upon exceptional performance of duties far exceeding the normal standards for the particular position of classification, or based on exceptional service to the Village beyond the normal scope of duties expected of the position. Special merit increases, where granted, shall have no effect on the dates for normal merit increases. These increases are matters of special occurrence, and are granted only with the concurrence of the Village Board. F. Department head Merit Advancements: Department heads in pay grades 11 and 12 shall be awarded salary adjustments based upon the recommendation of the Village Manager and subject to the approval of the Village Board of Trustees. In addition, any adjustment to the Village Manager's salary shall be made by the Village President and Board of Trustees. G. Promotions: In a case where an employee is promoted from one position to another, his salary increase shall not be reviewed as a merit increase but shall be an increase for the additional responsibility for that position. H. Performance Rating: The objectives of a performance evaluation are several: 1. To implement the development and improvement of employees' performance and to maintain that performance at the highest possible standard. 2. To provide a variation in compensation or an incentive based as directly as possible upon merit. 3. To assist supervisors in personnel administration and organizational management. Each employee will be rated at least once annually. The definitions of levels of performance are included in this booklet. In rating the employee's performance, the department head must measure each item on the check list against the definitions based on the levels of performance. once the rating has been completed, it is the responsibility of the department head to sit down with the employee and discuss his performance in general and point out to the employee, first, the area that the employee is carrying out effectively, and, secondly, those areas where the employee is deficient. I. Working Out of classification: Any full-time employee performing authorized work out of that employee's grade for a minimum of 30 days shall be entitled to compensation during the period of such employ- ment. Said compensation shall be 105% of the employee's present salary but may not be greater than any employee currently working in the position in question. No such employee working out of classification shall be entitled to such additional compensation unless the WT,loyee works a majority of his time in such position. Police officers serving as Field Training Officers shall be subject to the provisions of this paragraph. Approved ,�/- EXHIBIT B Page 4 of 6 affective 1.1-99 � R 7 I&VXW GP rmu - D!lIwITICIIS 1. unsatisfactory hails to meet requirements of the position. Performance so poor that little useful contribution is made. Such performance calls for removal of the person and replacement by someone who can perform the required responsibU ities. Evaluation at this level will not appear frequently because those employees will have been recognized and already transferred or terminated. 2. Not Nesting Standards Performance by a person at the top of their respective grade which is not satisfactory. 3. h■proving Meets some requirements of the position. Performance that may be expected during early periods on a new job. Usually. the individual develops and moves beyond this level in less than a year. If performance does not improve in time, the individual has probably been entrusted with too great a responsibility and this may call for planned transfer or termination. 4. Satisfactory meets requirements of the position. Performance that represents normal expectations. While there may be roan for improvement, failure of such improvement to appear is not likely to impede business operations seriously, nor to jeopardiz®; the employee's status. S. Above Satisfactory meets all xe uirements of the position but exceeds some requirement in several instance*. Performance of this caliber will be reflected in higher than average quality and quantity of work produced. 6. ixcesding Standards zxceeds all requirements of the position. Performance of this caliber is exceedingly high. It may be reflected in quantity accomplished; however, on complex, high level jobs the superiority is more apt to be qualitative in terms of relationships, creativity and quality of analysis produced. �4 F Appggroved 4-14-92 XMI&IT S Pao* 5 of 6 XflMOtire ,yam,__ JW DESCRIPTIONS The Village Manager shall prepare job descriptions for all positions approved in the Employee Pay Plan. The Village Manager may amend such job descriptions in conformance with the duties and requirements for such positions. The job description should be interpreted in its entirety. The title, particular phrases, and examples of work should not be isolated and considered as a full definition of the position. The sections of the job description are described below to aid in understanding the respective position and the differentiation between jobs. NOMENCLATURE 1. Position Title The position or job title is a brief descriptive designation of the type and level of work performed. 2. Nature of Work This section describes the work performed in the position and emphasizes those factors which distinguish the job from others. The initial statement is a capsule description which expands the information expressed in a position title on the type and level of work performed. This part of the section further explains the position title highlighting the distinguishing characteristics of the job. 3. Examples of Work This section illustrates typical examples of the work performed within each position. A list of examples is descriptive and not limiting. This section does not intend to describe all the work performed in each position. 4. Desirable Knowledge, Ability and Skills This section lists the knowledge, ability and skills which are desired of applicants or candidates for a position. These persons should desirably poasess the indicated qualifications or their equivalent. This section can also be used in determining the contents of tests prepared to examine for entry to a respective job. In setting forth these requirements the use has been made of the terms "some knowledge," "knowledge," "considerable knowledge" and "thorough knowledge." ' Some knowled a implies sufficient familiarity with work to know elementary principles or practices and terminology used so as to perform in a limited range of work situations under class supervision and to understand basic work problems encountered. Knowled a implies familiarity with general types of work required, su c ent to proceed within limited areas in an independent manner, after brief familiarization with the organization and work routines. Considerable knowledge implies sufficient knowledge to perform most work under general supervision and to apply broad organizational and operational knowledge of work processes and to resolve general work problems independently. Approves EXHIBIT B Page 6 of 6 Effective u 0 R-�s7 Thorough knowledge implies almost complete coverage of the subject matter, processes and work area. It implies a sufficient comprehension of the subject to solve all operating problems and to apply broad knowledge of the organization and the procedures so as to perform with great independence and under incidental and general supervision. Abilities refer to the present state of development of innate capacities making possible the application of knowledge and skills (physical, mental and social processes) to work situations. Skills generally refer to manipulative manual abilities requiring dexterity. In some of the positions requiring physical capabilities the general prerequisites for adequate performance in the class are indicated. However, the indication of this factor is limited to a few job descriptions since the determination of specific physical capacities are beyond the scope of the description. This is especially true where, for example, the police and fire positions are covered by standards established by the Board of Fire and Police commissioners. Stated another way, municipal officials would want to evaluate the individual physical capabilities of particular candidates for specific kinds of work and would adjust requirements to the particular case. Desirable Training and Experience. This section of the classification description estab lished the background of training and experience which ordinarily would provide a person with the knowledge, abilities and the rkills necessary for successful performance in the work of the classes. The section, as the previous one, does not in any way have reference to the qualifications of present employees occupying these positions. Certain qualifications such as honesty, sobriety, neatness and dependability are normally expected from all municipal employees and are deemed a part of this section. In outlining the type and level .of training and experience considered desirable for appointment to a position the terms "some experience, "experience," "considerable experience" and "thorough experience" have been used. An explanation of these terms is set forth below: some ex rience implies a limited amount of experience (usually one year's duration) sufficient to enable persons to apply general familiarity with methods and terminology to routine work situations of the occupational field and to perform work under close supervision. E�x e�rien�ce implies sufficient experience (usually of two years' duration) to enable a person to work effectively and independently in a limited range of work situations, with intermittent supervision. Considerable experience implies sufficient experience (usually of three years' duration) to hive provided familiarity with principles, practices and processes applicable to a wide range of work characteristics of the class, involving unusual and commonplace work situations, and which permits performance under general supervision and review. Thorough experience implies not only sufficient experience to provide mastery or the occupational field (usually of six or more years' duration) but also practical understanding of its interrelationships with related programs and activities. It means sufficient experience to plan, administer and coordinate major programs, solve unusual work problems, determine or advise on major policies and to perform all work under the most limited and occasional supervision. This can be considered the most advanced experience possible in the occupational field. Approved 4-14-N XXHIBIT B Page 7 of 8 zffective I� The foregoing desirable requirements are intended to assist municipal officials in the future improvement of work performed in the various classes through the use and application of the class description as a whole for II recruiting, selecting, promoting or training personnel. Use of the word "desirable" in the heading of the section is intended to provide flexibility in determining acceptable equivalent combinations of training and experience in screening candidates who might best meet the requirements indicated. �SS MSi�aal__ ggalifications. This section is used in a few positions where legal requLre°menn s�limi practice of a profession or occupation to persons to possess a specific license issued by an agency or licensee. It is also used where the position should normally require possession of a more basic kind of license such as a driver's or vehicle operator's li-ense. i i i I II I f mrs(wp)sap II I Approved A-14-92 . XX8ISXT S page 8 of 8 i