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S-1389 - 12/10/2013 - SALARY ADMINISTRATION POLICY - Ordinances Supporting Documents ITEM I I.B.4) OF OA o CO 01, AGENDA ITEM Regular Board of Trustees Meeting of December 10, 2013 SUBJECT: Position Classification, Salary Plan, and Salary Administration Policy FROM: Blaine Wing, Assistant Village Manager BUDGET SOURCE/BUDGET IMPACT: Personnel Salaries RECOMMENDED MOTION: The Village Board recognizes that even during the continuation of uncertain economic times the Village has a very dedicated,skilled,and reliable workforce. So, therefore,after a thorough analysis and the updated compensation report,I move to approve: 1. Effective January 1,2014,update the Village's compensation plan that is both pay-for- performance based and market driven by approving Ordinance 5-1389,An Ordinance Approving the 2014-2015 Position Classification,Salary Plan,and Salary Administration Policy for Employees of the Village of Oak Brook,Illinois,subject to final staff and attorney changes,and Ordinance G-1017,An Ordinance Amending the Oak Brook Village Code to Set Special Detail Rates for Police and Fire Services. 2. Authorize the final pro-rated equity adjustment on December 15,2014 for employees and positions that were previously approved. 3. Effective December 15,2013,increase the hourly rate for part-time employees up to the minimum of the revised plan. Recent History: After the recommendation of the Citizens Finance Advisory Committee and Village Board approval of an employee classification and compensation study, a committee was formed to work with the consultant and make a recommendation to the entire Village Board. The Committee members included Trustees Wolin and Zannis, Citizen Finance Advisory Committee Member George Klein, Village Manager Niemeyer, Finance Director Dangles, Community Development Director Kallien, Library Director Madorin, and myself (Blaine Wing, Assistant Village Manager), with the assistance of now former Human Resources Generalist Donahue. During 2011 and 2012 the Committee worked on a revised compensation plan and benefits analysis with Public Sector Personnel Consultants (PSPC). After job descriptions were updated and provided to PSPC, position analysis questionnaires (PAQs) —which summarize the scope and complexity of the duties and responsibilities of a position — were completed, onsite interviews and observations were concluded, compensation and benefits surveys (both to public and private entities) were conducted, as well as regional and national survey data were reviewed and utilized. Any employee or Department Director who had a concern, then had an opportunity via a clarification and concern process to meet with the Village's Human Resources staff and eventually the Village Manager. Results and Recommendations: The result of above effort is contained in the updated documents (which will be emailed to Trustees shortly) and will be highlighted on Tuesday via a brief PowerPoint presentation. Since the updated "Position Classification, Salary Plan and Salary Policy" is a large document, I do want to highlight a few KEY points: 1. The updated plan and policy saves the Village money vs.the Village's previous(COLA&Merit) structure. This is possible because the Village's previous plan awarded an annual Cost of Living Adjustment as well as Merit Increases. (This is better than a step plan,but no longer is the most effective method.) The updated plan breaks away from the old COLA&Merit compensation model and focuses directly on paying for performance and adjusting based on the demand of the market. 2. The plan that was approved last year was in the works for a year and was reviewed,modified, and was supported by the Ad-Hoc Compensation Committee. Several key items including the salary range spread,performance increase guide,bonus structure and performance appraisal form,were all adjusted in order to reduce the fiscal impact going forward. It is this plan that is being updated and will be email to Trustees shortly. 3. The plan and it's update is market-driven plan. Meaning instead of simply giving a COLA increase,the Village will perform a comparison of both the private and public sector employers with whom the Village competes for employees and calculate that versus the pay range Midpoint. If the marketplace has the same demand for the each job class as the previous year,there will be no market adjustment made to the salary range. In addition to the updated Position Classification, Salary Plan and Salary Policy document,the Village's compensation consultants have updated the survey data and are in the process of finalizing their report. As soon as I have the report, I will email it to the Trustees. ORDINANCE 2013-PSTN-COMP-SAP-EX-S-1389 AN ORDINANCE APPROVING THE 2014-2015 POSITION CLASSIFICATION, SALARY PLAN,AND SALARY ADMINISTRATION POLICY FOR EMPLOYEES OF THE VILLAGE OF OAK BROOK, ILLINOIS WHEREAS, pursuant to the Village of Oak Brook Personnel Manual, the Village endeavors to compensate its employees fairly and competitively, and therefore has established a Position Classification, Salary Plan, and Salary Administration Policy in Appendix A to the Village's current Personnel Manual ("Salary Plan"); and WHEREAS, the Village Manager has recommended that changes be made to the salary ranges, amounts, and structure in the Salary Plan, as set forth 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, 2014; 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 1. 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 this ordinance shall be in full force and effect force and after its passage, approval and publication as required by law. Section 4. That all ordinances, resolution or motions in conflict with the provisions of this ordinance be and the same are hereby repealed to the extent of such conflict. APPROVED THIS 10th day of December, 2013. Gopal G. Lalmalani Village President PASSED THIS 10th day of December, 2013. Ayes: Nays: Absent: ATTEST: Charlotte K. Pruss Village Clerk