S-1061 - 02/10/2004 - SALARY ADMIN PLAN - OrdinancesORDINANCE 2004 - SAP -EX 1 -S -10 61
AN ORDINANCE APPROVING THE 2004 SALARY PLAN AND AN
AMENDMENT TO THE SALARY ADMINISTRATION POLICY FOR
NON - REPRESENTED EMPLOYEES OF THE VILLAGE OF OAK BROOK, ILLINOIS
WHEREAS, pursuant to Section 4 07 of the Village of Oak Brook Personnel Manual, the Village endeavors
to compensate its employees fairly and competitively, and therefore has established a Salary Plan and Salary
Administration Policy in Appendix A to the Personnel Manual (the "Salary Plan "); and
WHEREAS, the Village Manager has recommended that changes be made to that Salary Plan, including
changes in grades, bonuses and other amendments as set out in Exhibit "A" to this Ordinance, and
WHEREAS, the Village Manager also recommends the approval of these changes to the Salary Plan to be
effective as of January 1, 2004; and
NOW, THEREFORE, BE IT ORDAINED BY THE PRESIDENT AND BOARD OF TRUSTEES OF
THE VILLAGE OF OAK BROOK, DU PAGE AND COOK COUNTIES, ILLINOIS as follows
Section I That the Village Manager's recommendation with regard to changes in the Salary Plan is hereby
accepted and those changes as reflected in Exhibit A hereto are approved
Section 2 That all or any part of the Salary Plan that is not affected by the terms of Exhibit A hereto shall
remain in full force and effect
Section 3 That Appendix .A to Section 4 07 of the Personnel Manual shall hereinafter include the
provisions of Exhibit A hereto.
Section 4- That this ordinance shall be in full force and effect from and after its passage, approval and
publication as required by law
Section 5 That all ordinances, resolutions or motions in conflict with the provisions of this ordinance be
and the same are herebv revealed to the extent of such conflict
APPROVED THIS 10tl1day of February , 2004
PASSED THIS 10thday of February , 2004
Ayes Trustees Aktipis
Nays
eItF _.
a y le C
td
Ct
Caleel, Korin, Miologos and Yusuf
2004 SALARY PLAN - NON - REPRESENTED EMPLOYEES
Grade
Position
Minimum
Maximum
I Range
1
Golf Course Laborer
$28,448
$38,489
$10,041
Receptionist
2
Police Records Clerk
$30,693
$41,526
$10,833
Records Management Clerk
3
Accounting Assistant
$33,665
$45,548
$11,883
Assistant Librarian
Associate Golf Professional
Purchasing & IS Clerk
Secretary
Water Billing Clerk
4
Communications Operator
$36,638
$49,570
$12,932
Community Service Officer
P W Employee I
S C Maintenance Employee
5
Building Maintenance Technician
$40,012
$54,134
$14,122
Communications Supervisor
Deputy Village Clerk
Librarian
Payroll /Benefits Specialist
P W Employee II
6
Accountant
$44,149
$59,732
$15,583
Administrative Assistant
Building Inspector
Engineering Technician
Fire Prevention Inspector
P W Mechanic
IS ports Core Mechanic
7
Civil Engineer 1
$49,273
$66,664
$17,391
Food & Beverage Manager
P W Head Mechanic
Information Services Technician
P W Foreman
Senior Librarian
8
Accounting Manager
$58,599
$79,127
$20,528
Civil Engineer II
Executive Chef
Chief Building Inspector
Golf Course Superintendent
Information Systems Specialist
Police Sergeant
P W General Foreman
9
Battalion Chief
$64,277
$86,963
$22,686
Police Lieutenant
10
Assistant Village Manager
$67,152
$97,354
$30,202
Bath & Tennis Club Manager
Deputy Police Chief
Director of Info Svcs & Purchasing
Golf Club Manager
Library Director
11
Director of Community Development
$74,315
$107,739
$33,424
Finance Director
Fire Chief
Police Chief
Public Works Director
Villa e Engineer
Approved February 10, 2004
Effective January I , 2004 Exhibit A
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�OUNTy
Village of
Oak Brook
1200 Oak Brook Road
Oak Blook, IL 60523 -2255
Website
www.oak- brook.org
Administration
630 990 3000
FAX 630 990 0876
Community
Development
630 990 3045
FAX 630 990 3985
Engineering
Department
630 990 3010
FAX 630 990 3985
Fire Department
630 990 3040
FAX 630 990 2392
Police Department
630 990 2358
FAX 630 990 7484
Public works
Department
630 990 3044
FAX 630 472 0223
Oak Brook
Public Library
600 Oak Brook Road
Oak Brook IL 60523 -2200
630 990 2222
FAX 630 990 4509
Oak Brook Sports Core
Bath & Tennis Club
700 Oak Brook Road
Oak Bi ook, IL 60523 -4600
630 990 3020
FAX 630 990 1002
Golf Club
2606 Yoik Road
Oak Brook, IL 60523 -4602
630 990 3032
FAX 630 990 0245
SECTION 7 (g)(2) AGREEMENT
Administrative Aide
It is hereby agreed and understood that whenever I work for the Village of Oak Brook in
my regular capacity as a firefighter, I will be paid per hour for all straight time hours
worked and per hour for all overtime hours worked as set forth in the applicable
collective bargaining agreement
It is further understood that whenever I work for the Village in the secondary capacity of
Administrative Aide, I will be paid per hour for all straight time hours worked and
per hour for all overtime hours worked Since all of my hours worked as
Administrative Aide will be performed outside my hours worked in my regular capacity and
during hours I would otherwise be off duty, I will receive the time and one half rate for my hours
worked as Administrative Aide.
Lastly, it is understood that no Village employee currently performing Administrative Aide
work shall suffer a loss in hourly compensation applicable to Administrative Aide work as a
result of this agreement
Print Name
Signature
Date
E!
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�P �9\
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G � y
G r �
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00UNT1
Village of
Oak Brook
1200 Oak Brook Road
Oak Brook, IL 60523 -2255
Website
wiv",.oak -brook org
Administration
630 990 3000
FAX 630 990 0876
Community
Development
630 990 3045
FAX 630 990 3985
Engineering
Department
630 990 3010
FAX 630 990 3985
Fire Department
630 990 3040
FAX 630 990 2392
Police Department
630 990 2358
FAX 630 990 7484
Public works
Department
630 990 3044
FAX 630 472 0223
Oak Brook
Public Library
600 Oak Bi ook Road
Oak Bi ook, IL 60523 -2200
630 990 2222
FAX 630 990 4509
Oak Brook Sports Core
Bath & Tennis Club
700 Oak Brook Road
Oak Brook, IL 60523 -4600
630 990 3020
FAX 630 990 1002
Golf Club
2606 York Road
Oak Brook, IL 60523 -4602
630 990 3032
FAX 630 990 0245
SECTION 7 (g) 2) AGREEMENT
Director of Fire Prevention
It is hereby agreed and understood that whenever I work for the Village of Oak Brook in
my regular capacity as a firefighter, I will be paid per hour for all straight time hours
worked and per hour for all overtime hours worked as set forth in the applicable
collective bargaining agreement.
It is further understood that whenever I work for the Village in the secondary capacity of
Director of Fire Prevention, I will be paid per hour for all straight time hours
worked and per hour for all overtime hours worked. Since all of my hours worked as
Director of Fire Prevention will be performed outside my hours worked in my regular capacity
and during hours I would otherwise be off duty, I will receive the time and one half rate for my
hours worked as Administrative Aide
Lastly, it is understood that no Village employee currently performing Director of Fire
Prevention work shall suffer a loss in hourly compensation applicable to Director of Fire
Prevention work as a result of this agreement
Print Name
Signature
Date
5
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P d
av d 90
G � +
A
9 �
6'OI/NT1
Village of
Oak Brook
1200 Oak Biook Road
Oak Biook, IL 60523 -2255
Website
Ww'w oak- brook.org
Administration
630 990 3000
FAX 630 990 0876
Community
Development
630 990 3045
FAX 630 990 3985
Engineering
Department
630 990 3010
FAX 630 990 3985
Fire Department
630 990 3040
FAX 630 990 2392
Police Department
630 990 2358
FAX 630 990 7484
Public Works
Department
630 990 3044
FAX 630 472 0223
Oak Brook
Public Library
600 Oak Biook Road
Oak Bi ook, IL 60523 -2200
630 990 2222
FAX 630 990 4509
Oak Brook Sports Core
Bath & Tennis Club
700 Oak Brook Road
Oak Bi ook, IL 6052' )-4600
630 990 3020
FAX 630 990 1002
Golf Club
2606 York Road
Oak Bi ook, IL 60523 -4602
630 990 3032
FAX 630 990 0245
SECTION 7 (g)(2) AGREEMENT
Director of Emergency Medical Services
It is hereby agreed and understood that whenever I work for the Village of Oak Brook in
my regular capacity as a firefighter, I will be paid per hour for all straight time hours
worked and per hour for all overtime hours worked as set forth in the applicable
collective bargaining agreement
It is further understood that whenever I work for the Village in the secondary capacity of
Director of Emergency Medical Services, I will be paid per hour for all straight
time hours worked and per hour for all overtime hours worked. Since all of my hours
worked as Director of Emergency Medical Services will be performed outside my hours
worked in my regular capacity and during hours I would otherwise be off duty, I will receive the
time and one half rate for my hours worked as Administrative Aide
Lastly, it is understood that no Village employee currently performing Director of Emergency
Medical Services work shall suffer a loss in hourly compensation applicable to Director of
Emergency Medical Services work as a result of this agreement
Print Name
Signature
Date
0
OF 0 q \
\ 1 L 0
� Ir
O
y
G �
COUNTI
Village of
®ak Brook
1200 Oak Brook Road
Oak Brook, IL 60523 -2255
Website
www.oak- brook.org
Administration
630 990 3000
FAX 630 990 0876
Community
Development
630 990 3045
FAX 630 990 3985
Engineering
Department
630 990 3010
FAX 630 990 3985
Fire Department
630 990 3040
FAX 630 990 2392
Police Department
630 990 2358
FAX 630 990 7484
Public Works
Department
630 990 3044
FAX 630 472 0223
Oak Brook
Public Library
600 Oak Brook Road
Oak Brook, IL 60523 -2200
630 990 2222
FAX 630 990 4509
Oak Brook Sports Core
Bath & Tennis Club
700 Oak Brook Road
Oak Brook, 1L 60523 -4600
630 990 3020
FAX 630 990 1002
Golf Club
2606 Yoik Road
Oak Brook, IL 60523 -4602
630 990 3032
FAX 630 990 0245
SECTION 7 (>;)(2) AGREEMENT
Fire Inspector or Coordinator
It is hereby agreed and understood that whenever I work for the Village of Oak Brook in
my regular capacity as a firefighter, I will be paid per hour for all straight time hours
worked and per hour for all overtime hours worked as set forth in the applicable
collective bargaining agreement
It is further understood that whenever I work for the Village in the secondary capacity of Fire
Inspector or Coordinator, I will be paid per hour for all straight time hours worked
and per hour for all overtime hours worked Since all of my hours worked as Fire
Inspector or Coordinator will be performed outside my hours worked in my regular capacity
and during hours I would otherwise be off duty, I will receive the time and one half rate for my
hours worked as Administrative Aide
Lastly, it is understood that no Village employee currently performing Fire Inspector or
Coordinator work shall suffer a loss in hourly compensation applicable to Fire Inspector or
Coordinator work as a result of this agreement
Print Name
Signature
Date
7
SALARY ADMINISTRATION POLICY - NON - REPRESENTED EMPLOYEES
I INTRODUCTION
The Salary Administration Policy is intended to establish a compensation program which is both
internally equitable and competitive with the prevailing wages paid within Oak Brook's Labor
Market Area. It is also based on a system of performance evaluations designed to recognize and
reward employees based on standards established at the department level as well as standards which
apply generally to employees of the Village of Oak Brook
For the purpose of maintaining wage levels that remain competitive in the appropriate market,
adjustments to the Salary Plan are normally computed annually based on a percent change that
considers the following_
1) Consumer Price Index for the Chicago- Gary-Lake Co region as published by the U S
Department of Labor, the Employment Cost Index (Salaries & Wages) for State and local
government workers as published by the U. S. Department of Labor,
2) Pay practices in the Village's comparable communities, and
3) Budget Considerations.
The Board - approved percentage adjustment is applied to the minimums and maximums for all pay
grades, with increases effective January 1st of the subsequent year The Village Board may, in its
discretion, authorize adjustments to the Salary Plan based on other factors (see Section H C below)
The Village of Oak Brook's Salary Administration Policy, as well as the fnnge benefits applicable to
employees may be further monitored at the discretion of the Village Manager through the use of an
independent compensation consultant retained by the Village to compare the compensation of
Village of Oak Brook positions with similar positions in the region, and to compare the fringe
benefits offered to Village of Oak Brook employees with fringe benefits available to other employees
of the region.
When retained, the independent consultant will submit a report including recommendations for
modifications in the Salary Plan and/or the fringe benefits package to the Village Manager
11. GUIDELINES
The following guidelines shall apply to review and modification of the Salary Plan
A Review and Adjustment of Plan - When making annual adjustments to the Plan, the change in
the Consumer Price Index for "all items" applicable to the Chicago -Gary-Lake Co region as
published for September 30th of each year by the U S Department of Labor, the Employment
Cost Index (Salaries & Wages) for State and local government workers for the third quarter of
each year as published by the U. S. Department of Labor, the pay practices of the Village's
comparable communities, and Oak Brook budget considerations will normally be considered.
Approved 02/10/04
Effective 01/01/04
B. Range Spread Within Each Pay Grade - Grades 1 through 9 shall have a 35% spread from
entrance to maximum salary paid Grades 10 and 11 include department heads and shall have a
45% spread.
C Other Adjustments to the Salary Plan - The Salary Plan may, in the discretion of the Village
Board and upon the recommendation of the Village Manager, be adjusted based on the
evaluations and recommendations of an independent compensation consultant engaged by the
Village of Oak Brook, or based on other factors as deemed appropriate by the Board
III STEPS
Review the September 30th Consumer Price Index and third quarter Employment Cost Index
(Salaries & Wages) published by the U. S. Department of Labor
2 Review salary data from the Village's comparable communities.
Determine the percentage adjustment and calculate the minimum and maximum for each grade
accordingly
4 Determine merit adjustment guidelines, which shall be designed to permit an employee
performing above average to proceed through the respective salary range at a competitive pace
IV MAINTENANCE
The Village Manager shall be responsible for reviewing the data supporting the annual grade
adjustment, as well as the performance salary guidelines including implementation and review of the
Performance Evaluation Appraisal tool used to measure employee's performance, and when
applicable, engaging an independent compensation consultant to review the Village compensation
plan, and submitting the revised Salary Plan to the Board of Trustees for its approval.
V PROCEDURES
A Starting Rate at Initial Employment Original appointments to any position will normally be
made at the entrance rate Upon recommendation of the department head, the Village Manager
may approve initial compensation at a rate higher than the minimum rate in the pay range for
the grade, 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 qualifications required
for that position
B Merit adjustments will be determined based upon the employee's performance as described in
the Employee Performance Appraisal and the recommendation of the employee's department
head, with review and approval by the Village Manager. Merit adjustments shall occur within
the parameters of the Salary Plan and in no event shall it exceed the maximum of the range for
the position.
C. Salary Adjustment Schedule: It is the policy 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 the employee's position within the applicable
grade
9
Approved 02/10/04
Effective 01/01/04
Employees are evaluated at six month intervals for the first two years of
employment Thereafter, evaluations occur annually on the employee's
anniversary date until the maximum compensation for the pay grade in which the
employee's position is classified is reached. "Anniversary date" is determined as
follows:
(a) Generally, the anniversary date is the date of hire;
(b) For employees going from part-time to full -time status, the anniversary
date shall be the date the full -time position is assumed;
(c) For employees whose position is simply reclassified to a new grade (i e ,
the job duties of the existing position have evolved such that
reclassification and possibly re- titling is warranted), the anniversary date
remains the date of hire,
(d) A promotion is deemed to have occurred when an employee assumes a
new position in a higher pay grade and is performing substantially
different duties than performed previously For full -time employees
promoted to a new grade and new position, the date of promotion is the
new anniversary date; and
(e) Promoted employees will be reviewed every six (6) months for one (1)
year after their promotion or until they reach maximum compensation for
their respective pay grade
2 Once an employee has reached the maximum compensation for the pay grade in
which his/her position is classified, the employee's anniversary date reverts to
January 1, and normal salary adjustments shall be effective as of that date
Performance appraisals shall occur at least once each year, and may occur more
frequently, if warranted Special merit adjustments may occur when warranted
and are not bound by the Salary Adjustment Schedule.
D Meritorious Longevity Pay:
In recognition and appreciation of dedicated service, full time Oak Brook employees that
receive a performance review score equating to "Meets Standards" performance shall receive
an annual one (1) time lump -sum longevity pay. Employees with ten (10) or more years of full
time continuous service as of January 1, 2004, and as of January 1 thereafter, will receive
annual longevity pay in accordance with the following schedule:
Years 10 — 14. $40000
Years 15 — 19. $50000
Years 20 and on: $60000
E Special Merit Adjustments and Special Merit Bonuses Department heads may recommend to
the Village Manager, and the Village Manager may approve, special salary adjustments or
special merit bonuses at intervals other than as provided in paragraph V C. hereof Such special
merit adjustments or bonuses shall be based upon exceptional performance far exceeding the
highest standards for the position, or exceptional service to the Village beyond the highest
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scope of duties expected for the position. Special merit adjustments or bonuses shall have no
effect on the schedule for normal performance evaluations and merit adjustments. Special
merit adjustments or bonuses are deemed to be extraordinary events, and may be granted only
after notice to the Village Board, and an opportunity for the Board to disapprove the action
F Village Manager: The Village Manager position is not included in the Salary Plan The salary
of the Village Manager may be adjusted only by action of the Village Board, subject to the
terms of the current employment agreement in effect between the Board and the Village
Manager
G. Promotions: In a case where an employee is promoted from one position to another, any
increase in salary shall not be viewed as a merit adjustment, but shall represent recognition of
the additional responsibility inherent in the new position
H Performance Appraisal The objectives of a performance appraisal are several:
To develop and improve performance and to maintain performance at the highest
possible level.
2. To provide for variation in compensation and incentive based as directly as possible
upon merit
3 To assist supervisors in personnel administration and organizational management
It is the responsibility of the department head or supervisor completing the Employee Appraisal
Report to review the appraisal with the employee in person During this meeting, the evaluator
is expected to discuss the employee's performance in general and point out to the employee,
first, the areas in which the employee is performing effectively, and, secondly, those areas
where improvement is needed The evaluator is also expected to solicit the employee's views
on the appraisal.
Working Out of Classification. Any full -time employee performing authorized work out of that
employee's grade for a minimum of 14 days shall be entitled to additional compensation during
the period of such employment. This compensation shall be 105% of the employee's present
salary, but may not be greater than that of any employee currently working in the position in
question Further, an employee working out of classification shall be entitled to such additional
compensation only if the employee spends the preponderance of time performing the duties of
the position
LEVELS OF PERFORMANCE - DEFINITIONS
Unsatisfactory
(Consistently Below Standards)
Performance so poor that little useful contribution is made Such performance calls for immediate remedial
action
It should be noted that employees performing at this level should be notified as soon as this becomes
apparent Under no circumstances should employees be allowed to remain in pay status until their
scheduled evaluation date; they should be advised of their substandard performance and its possible
consequences without delay.
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Below Standards
In one or more of the significant standards, the employee is falling "below" standards
Needs Improvement
Performance as expected during early periods on a new fob, as well as during the training phase of an
individual's employment Usually, the individual develops and moves beyond this level at the average rate
set by the supervisor or Department Head, based on the standards of performance required. It should be
used when an employee is in a training phase as well as when an experienced employee's performance has
dropped from a previous higher level
Supervisors must set written action plans for each employee who is rated as needs improvement in each area
where the rating applies as well as timetables and deadlines for the improvement to occur
Meets Standards
(Consistently Meets Standards)
Performance meets standards set by the Department Head This generally applies to seasoned employees
who have completed their training phase and have accepted full responsibility for the completion of the
duties of their position.
Above Standards
(Frequently Exceeds Standards)
Performance of this caliber will be uncommon within each Department The rating will apply to employee
performance which exceeds all Department standards and is represented by outstanding achievements over
and above the normal work assigned.
Examples of outstanding achievements must be documented and submitted with the Performance
Evaluation form with an appropriate statement as to how the achievements favorably impacted the
department
Excellent
(Exceeds all Department Standards)
Performance of this caliber is exceedingly rare. It may occur in employees who are unusually gifted in a
particular area, or whose skills surpass all standards set for the average employee It may also be earned for
excellent performance in response to an unusual occurrence which would normally not constitute an
employee's regular duties and responsibilities
Examples of the employees particular achievements must be submitted with the Performance Evaluation
Form.
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