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R-579 - 03/09/1993 - SALARY ADMIN PLAN - Resolutions R" 9 SA uAay AbM iN. PLAN 1993 RESOLUTION R- 579_ I A RESOLUTION APPROVING AMENDMENTS TO THE EMPLOYEE PAY PLAN FOR NOt?-UNIOW ENPI,OYEES roR 1993 AND AMENDMEWTS TO THE SALARY ADMINISTRATION PLAN WHEREAS, pursuant to Article II (Pay Plan) of the Personnel 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 committee-of-the- whole meeting on March 8, 1993, considered the 1993 Employee Pay Plan; and WHEREAS, after due consideration at its March 8, 1993 meeting, the Village Ward directed that the midpoint of Ranges 1-13, inclu¢ive, with the exception of collective bargaining unit employees, be increased by 3.3%; and WHEREAS, the Act+aq Village Manager has recommended the approval of the attached Employee Pay Plan for non-union employees commencing January 1, 1993. A copy of this Pay Plan is 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 OAK BROOK, DU PAGE AND COOL{ COUNTIES, ILLINOIS as follows: Sgeti1n ' That the provisions of the preamble hereinabove set forth are hereby adopted as though fully set forth herein. sactina 2v This Village Board finds that the attached 1993 Employee Pay Plan (Exhibit A) conforms with the guidelines set forth in the Salary Administration Plan which was previously adopted by the Board on February 28, 1984, pursuant to Resolution R-362. 8,on#+n�n 3: That the attached Employee Pay Plan for 1993 (Exhibit A) is hereby approved; however, the 3.3% salary increase for all ranges 1-13, inclusive, does not apply to employees in collective bargaining units. c_gntinn 4: That the Salary Administration Plan be and is hereby amended to read as set forth in the attached Exhibit B. i I Resolution R--U2— Approving Amendments to Employee Pay Plan for Non- Union Employees for 1993 and Salary Administration Plan Page 2 �I ' I day of March 1993, by the 9th PASSED AND APPROVED this President and Board of Trustees of the Village of Oak Brook, DuPage and Cook Counties, Illinois, according to a roll call vote as follows: Ayes: Trustees Bartecki, YLayer, Payoyich, Shumate, Skinner and Winters II _- Nays: None Absent: None Abstain: -None i i; f.. i lage President I 'I ATTEST: Village Clerk i. r payplan.ord Q r. 'r r..r,J" rtiM1 SAUM PLAN - Wo-ONION WMW POSITION GRADE IN GRAD] MINIMUM MIDPOINT MXIMMM RANGE 1 Receptionist Annual $18,556 $21,804 $25,050 $6.,494 Clerk,/Typist Monthly 1,546 1,817 2,088 S.C. ;Laborer Bi-Weekly 714 839 963 Records Mgmt. Clerk 2 Secret ry Annual $21,921 .$25,760 $29,598 $7,677 Comm.l_-%rator Monthly 1,827 2,147 12,466 Golf Pro Bi-weekly 843 3 C.S.O. Annual $23,277 $27,349 $31,423 $8,146 Account Clerk Hi-Weekly 1 895 1,052 1,209 4 Maint.II Annual $25,100 $29,491 $33,884 $8,784 Asst.Librarian Monthly 2,092 2,458 2,824 Secy/Banquet Sales Bi-weekly 965 1,134 1,303 5 Executive Secy. Annual $26,922 $31,634 $36,346 $9,424 Maint.I Monthly 2,243 2,636 3,029 B1dg.Maint. BL-Weekly 1,035 1,217 1,398 Auto Mechanic S.C. Mechanic P.W. Journeyman Food & Bev. Mgr/Chef 6 Inspector II Annual $27,580 $32,468 $37,306 $9,726 Monthly 2,298 2,706 3,109 Bi-Weekly 1,061 1,249 1,435 7 Firefighter Annual $30,816 $36,209 $41,602 $10,786 Librarian Bi-Weekly 1,185 1,393 1,600 Admin. Asst. 8 Foreman (PW) Annual $34,173 $40,154 $46,134 $11,961 Foreman (W) Monthly 2,848 3,346 3,844 Head Mechanic Bi-Weekly 1,314 1,544 1,774 Detective B1dg.Maint/Journeyman Civil Engr. I Senior Inspector 9 Fire Lieutenant asmual $36,911 $43,371 $49,831 $12,920 Police Sergeant Monthly 3,076 3,614 4,153 Greens Supt. Bi-weekly 1,420 1,668 1,917 Plan Reviewer/Chief Bldg.Inspector 10 Civil Engr. II Annual $39,501 $46,415 $53,328 $13,827 Asst.Finance Off. Bi-Weekly 1,519 1,785 2,051 11 Police Lieutenant Annual $40,528 $47,620 $54,712 $14,184 Fire Captain Monthly 3,377 3,968 4,559 Asst.Village Mgr. Bi-Weekly 1,559 1,832 2,104 Dir.Code Enforcement 12 Finance Officer Annual $45,002 $55,128 $65,255 $20,253 .Village Engineer Monthly 3,750 4,594 5,438 PW. Superintendent Bi-Weekly 1,731 2,120 2,510 Fire Chief Police Chief S.C. Manager 13 village Manager Annual $54,656 $68,321 $81,986 $27,330 Monthly 4,555 5,693 6,832 BL-Weekly 2,102 2,628 3,153 Approvedo 3/9/93 saipiaai.f Blfwctive: 1/1/93 smaxT a (tape 1 of 3) VILTJM;nOOAK BROOK k FIM DEPARZKM vb1cateer Firefighters $13.68 per hour for lot hour & .$6.84 per hour thereafter responding to fire ybl=*Awr Firefighters $ 9:78 per hour Zor lot hour & $4.89 per j hour thereafter for training and drill €. vblaataer Assistant Chiefs $15.62 per hour for lot hour & $7.81 per hour thereafter for emergency calls volunteer Assistant Chiefs $11.70 per hour for lot hour & $5.85 per hour thereafter for required Rates: i Duty t�. pursuant to Section i1-25 of the Code of Ordinances Applicable to "Mon-Union" employees only 1.5 x Grade 7 Midpoint �Q 1.5 x 36,209 54,313 + 2080 26.11/hr. Appcoved: 3/9/93 Ufective: 1/1/93 { EXHIBIT A SPage 2 of 3) spps2.iss R-511 VILLAM err on MKM - Sam SCHEDULE =MM cOLICB F7liS DEPARTNA ET ENRIR8ERIHG RUBLIC WORES LIBRARY IltSPSCTIOA SPCMTS CORE P08z BM IR 4 w AOYiRilwBIl1T DEPARTMENT BV U w WK Clark/Typist clerk/Typiat S.C.14"rer Receptionist Records Mgat. Clerk � '!OD Secretary Secretary Secretary Secretary Secretary Secretary Golf Pm coms.Oper. �R f� Acct. Clerk C.S.O. Account Coord. low Maint.II Aest. Libr. Banquet Sales/Secy. MMU ux.Machanic H1dg.M.M. FM Exec. Secretary Maim.I Food a Bev. Auto Mechanic n9r•/chef j Journeyman Sa Inspector II w�mom Ad in. Asst. Firefighter Librarian Frfghtr/ Paramedic* 1 13M Detective Civil Engr.I Forman wan Senior Insp. B1dg.Maint/ Journeyman Seed Mechanic QMW NM Sergeant Lieutenant Plan Reviewer/ Gramme Supt. AA Chief Bldg. ei1 Inspector wit Asst. Finance Civil Rngr. iI Officer w�is R�i1lt art. to Lieutenant Captain Diractor of Village Mr. Code Rnf. w Attorney Chief Chief Village Superintendent Spas Care Engineer Matu9er Finance Officer { was S�RflBDt Village Manager Adopted and Appm g: 3/9/93 *Additional compensation in the amount of $125 per month for all firefighters who are certified as paramedics Effective: 1/1/93 and who same such function for the Village of Oak Brook and msintain said certification in good standing. salplats.frs ffiHIBIT A (Page 3 of 3) I' SALARY ADMINISTRATION PLAN - NON-UNION EMPLOYEES I. INTRODUCTION is 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 IW of the Regional Governmental Salary and Frin a Benefit Survey prepared by the Position ClassificatLon Agency of the Cook County Bureau of 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 !i to direct analysis with the regional survey either because the position described dcaes 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 Pay 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. III. 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. l Approved 3_g_Q.,; EXHIBIT B Paqe 1 of 8 Effective 1-1-23 R-51i 0 2. Compare the July Region IV salary paid for aach 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 (8) 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 OakBrook 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 3-9-93 EXHIBIT X Page 2 of 8 Xffective 1-1-93 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 c'naracter of the employee's experience and ability over and ab;�ve the minimum qualifications required for that position. B. Merit increases will be determined based upon the employee's performance as described in the Employee Performance Report and the recommendation of the employee's department head with review and approval by the Village Manager. Normally, merit increases shill 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: i (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- j time position; and j (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. Employee 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 "Exceeding Standards" shall receive a merit bonus annually in January of each calendar year as follows: Years of Service Above Standards Exceeding Standards 10-14 $250 $ 500 15-14 $375 $ 750 20 and over $500 $1,000 Approved 3.9-93 EXHIBIT H Page 3 of 8 Elective �..y-g�, R- 5 071 A A Any such merit bonus shall not be considered a merit increase as provided in paragraph IV(B) hereof. B. Special Merit Advancementss Department heads may recommend to the Village Manager that special merit increases in pay om 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 speciL1 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 epproval 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 area performance thployes is carrying out effectively, and, first, the 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- went. This 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 employee works a majority of his time in such position. A roved .. - XXHIbIT B Page a of 8 pp ._.. *!Dative �' i I LEVELS OF PERFOSZ'DUM " DEFIUITIGMS 2. unsatisfactory consistently Selow Standards ndards I � Performance so poor that little useful contribution is made- Such performance calls for removal of the person and ure ation at thisomeeone who can perform-the required respon sibilities. will not appear frequently because those employees will have been recognized and already transferred or terminated. 2. heeds IsproviGNIent k ! Frequently .Below Stanza Performance that may be expected during early periods on a new job. i 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. May also reflect deteriorating performance by an employee with significant experience on the job. If performance doss not improve, transfer or termination may be required. 3. beets ZXpectations Consistently Meets Expectations Performance that represents normal expectations. Whi ar a not alikelyo om for .ia�proveAmQnt, failure of such improvement to apps impede business operations seriously, nor to jeopardize the employee's status. 4. Exceeds Expectations Frequently "Exceeds Standards -- I Performance of this caliber will be reflectedl in higher than average 1 quality and quantity of work produced. 5. Excellent Consistently Exceeds Standards Performance of this caliber is exceedingly high. it may be reflected in qu accomplished; however, on complex, high level jobs the antity superiority is more apt to be qualitative in terms of relationships, creativity and quality of analysis produced. i i II ' II ' i !1pp iffroved 3-9-93 XXXIBIT 3 PAge 6 of 8 aotive is i� • 0 5-79 0 JOB DNSCRIPTIONS4 The Village Manager shall prepare job descriptions for all positions Plan. The Village Manager may amend such job approved in the Employee Pay descriptions in conformance with the duties and requirements for such positions. , s entirety, and will The job description should be interpreted in it jprimarily consist of a joh's essential functions. The title, particular phrases, and examples of work should not be isolated and considered as a full sections the' description io definition position. onand edifferentiatn below to a d in understanding the respective po" it 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. Zie initial statement is a capsule description which the information expressed in a position title on the type and level of 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 Rnowled e, Abilit and Skills This section lists the knowledge, ability and skills which are desired of applicants or candidates for a position. These persons should desirably possess 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_" to know Some knowledge implies sufficient familiarity used so as to perform elementary pr nciples or practices and terminology 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, independent routines. manner, limited proceed ati n and work after brief familiarization orgy iz Considerable knowledge implies sufficient knowledge to orperform most wand un er genera supervision and to apply operational knowledge of work processes and to resolve general work problems independently. I Approved 3-9-93 3XHISIT N Page 6 of 8 affective ij 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 develcrment 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 Hoard 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 E rience. This section of the classification descr pt on est 1 Ehed the background of training and experience which ordinarily would provide a person with the knowledge, abilities and the skills 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 levei 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 erience 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. Experience 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 have 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 of 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 unus+!al 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. I�. Approved 3-2-•93 EXHIBIT 8 Page 7 of 8 Zffective 1-1. 93 . - q The fosegoing 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 cla,.s description as a whole for recruiting, selecting, promoting or training personnel. j Use of the word "desirable" in the heading of the section is intended to provide flexibility in determining acceptable equivalent , of training and experience in screening candidates who migh best meet the requirements indicated. Special qualifications. This section is used in a few positions where legal requirements limit gractice 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 license. i i1 mrs(wp)sap Approved 8XHI82T 8 Page 8 of 8 2ftective 1-1-93