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R-650 - 05/23/1995 - SALARY ADMIN PLAN - Resolutions RESOLUTION 95-SAP-EX2-R-650 I � A RESOLUTION APPROVING AN AMENDMENT TO THE SALARY PLAN AND -SALARY ADMINISTRATION PLAN FOR NON-UNION EMPLOYERS FOR 1995 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 of the Village of Oak Brook), the Village Manager is charged with developing and administering 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 of January 10, 1995, adopted the 1995 Salary Plan and further amended it on February 28, 1995; and WHEREAS, a comprehensive study of the Village's Salary Plan was conducted by an independent consultant to maintain internal equity among Village positions and the market competitiveness of the Plan; and i i WHEREAS, the study confirmed the Village's current Salary Plan to be competitive, but suggested that it be restructured to an extent to better reflect the market; and WHEREAS, the President and Board of Trustees, at its Committee-of-the- Whale meeting of May 8, 1995 considered the revised 1995 Salary Plan and Salary Administration Plan; and WHEREAS, the Village Manager recommends the following changes in the Salary Plan whi-h are included in the attached 1995 Salary Plan (Exhibit A) and Salary Administration Plan (Exhibit B) : 1) The creation of a new Grade 2 (and the renumbering of all subsequent grades) and inclusion of the Purchasing/Grants Clerk and Records Management Clerk positions in the new Grade 2; 2) The reclassification of Account Clerk into the new plan Grade 3 (currently Grade 2), but retention of the Account Clerk - Payroll position in its current pay range; 3) The reclassification of the Telecommunications Operator position to the new plan Grade 4; 4) The reclassification of the Telecommunications Supervisor and Police Records Supervisor positions to new plan Grade 5; ,L Resolution 95-SAP-EX2-R-650 Approving Amendment to Salary Plan and Salary Administration Plan, Non- Union Employees, 1995, Page 2 5) The redesignation of Maintenance Man II and Maintenance Man I position titles to Public Works Employee I and Public Works Employee II, respectively, and redesignating the Maintenance Man II position in the Sports Core to Sports Core Maintenance Employee and reclassification of this position to the new plan Grade 5; 6) The reclassification of the Assistant Librarian and Inspector positions (redesignated from Inspector II) to new plan Grade 6; 7) The reclassification of the Administrative Assistant position to the new plan Grade 7; 8) The reclassification of the Civil Engineer I position to new plan Grade 8; 9) The adjustment of the new plan Grade 10 (currently Grade G) salary range to $40,046 - $54,062; 10) The redesignation of the Senior Inspector position to Director of Fire Prevention and reclassification of this position to new plan Grade 9; 11) The adjustment of the new plan Grade 12 (currently Grade 11) salary range to $46,358 - $62,583; 12) The reclassification of the Assistant to the Village Manager position from Grade 11 to new plan Grade 11; 13) The reclassification of Librarian from Grade 10 to the new plan Grade 12; 14) The reclassification of the major department head positions of Finance Officer, Fire Chief/Building Commissioner, Police Chief, Village Engineer and Superintendent of Public Works from Grade 12 to a new plan Grade 14; and 15) The removal of the Village Manager position from the Salary Plan. A copy of this Salary 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 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. Resolution 95-SAP-E82-R-650 I Approving Amendment to Salary Plan and Salary Administration Plan, Non- Union Employees, 1995, Page 3 I Section 2: That the Village Board finds that the attached 1995 Salary j Plan (Exhibit A) conforms with the guidelines set forth in the Salary I Administration Plan (Exhibit B). Section 3: That the attached Salary Plan for 1995 (Exhibit A) and Salary Administration Plan (Exhibit B) are hereby approved. PASSED AND APPROVED this 23rd day of May, 1995, by the President and Board of Trustees of the Village of Oak Brook, DuPage and Cook Counties, Illinois, according to a roll call vote as follows: i Ayes: Trustees Bartecki, nny McIne�n �l, Pavovic� c�•Tinn --A Nays: None P Absent: None Abstain: None Vi la a Presiden ATTEST: Villag4k ;� sap.ord I I REVISED5 SALARY PLAN-NON-UNIAN AYEES I POSITION GRADE POSITION IN GRADE MINIMUM MAXIMUM RANGE 1 i Clerk Typist An:'ual $19,838 $26,781 $6,943 Labo Monthly 1,653 2,232 rer Receptionist Bi-Weekly 763 1,030 2 Records Management Clerk Annual $20,720 $27,971 $7,251 PurchasinglGrants Clerk Monthly 1,727 2,331 Bi-Weekly 797 1,076 3 Account Clerk Annual $23,441 $31,644 $8,203 Secretary Monthly 1,953 2,637 Bi-Weekly 902 1,217 4 Account Clerk-Payroll Annual $24.885 $33,595 $8,710 Community Service Officer Monthly 2,074 2,800 Telecommunications Operator Bi-Weekly 957 1,292 5 Police Records Supervisor Annual $27,536 $37,174 $9,638 Telecommunications Supervisor Monthly 2,295 L,098 P.W.Employee I Bi-Weekly 1,059 1,430 Sports Core Maintenance Employee 6 Assistant Librarian Annual $28,784 $38,859 $10,075 Building Maintenance Man Monthly 2,399 3,238 P.W.Employee 11 BI-Weekly 1,107 1,495 Spats Core Mechanic Inspector 7 Admirnisstra#%e Assistant Annual $31,377 $42.359 $10,982 Monthly 2,615 3,530 Bi-Weekly 1,207 1,624 8 Firefighter Annual $32,946 $44,478 $11,532 Civil Engineer I Monthly 2,746 3,707 Bi-Weeldy 1,267 1,711 9 Building MainL Joumeyman Annual $36,535 $49,323 $12,788 Foreman(PW&W) Monthly 3,045 4,110 Head Mechanic Bi-Weekly 1,405 1,897 Executive Chef Director of Fire Prevention 10 Fine Lieutenant Annual $40,046 $54,062 $14,016 Police Sergeant Monthly 3,337 4,505 Golf Course Superintendent Bi-Weekly 1,540 2,079 Plan Reviewer/Chief Bldg.Inspector Public Works General Foreman 11 Civil Engineer II Annual $42,232 $57,014 $14,782 Assistant to Village Manager Monthly 3,519 4,752 Bi-Weeldy 1,624 2,193 12 Librarian Annual $46,358 $62,583 $16,225 Director Code Enforcement Monthly 3,863 5,215 Fire Captain BI-Weekly 1,783 2,407 Police Lieutenant 13 Bath&Tennis Club Manager Annual $48,114 $69.765 21.651 Golf Club Manager Monthly 4,010 5,814 Purchasing Director/Grants Coordinator BI-Weekly 1,851 2,683 14 Finance Officer Annual $49,928 $72,449 $22,521 Fire ChieflBkdg.Commissioner Monthly 4,161 6,037 Police Chief BI-Weekly 1,920 2,787 Public Works Superintendent \Allege Engineer Approved: 5123/95 Effective: 5123195 EXHIBIT A(1 of 3) frm:salary �I VILLAGE OF OAK BROOK -- DISTRIBUTION OF SALARY PLAN POSITIONS I l 3 4 LEGISLATIVE AND 5 6 7 H GENERAL FINANCLiL POLICE FIRE & CODE POSITION IN GRADS MANAGEMENT SERVICES PUBLIC 6OPM ENGINEERING LIBRARY DEPARTMENT ENFORCEMENT SPORTS CORE GRADE + Clerk/Typist Laborer Clerk/Typist Laborer Receptionist GRADS TWO Rec.Mgmt.Clerk Purchasing/ Grants Clerk GRADE TMM Secretary Acct. Clerk Secretary Secretary Secretary Secretary Secretary GRADS FOM Acct. Clerk - C.S.O. Payroll Telecomm.Oper. GRADE F1ZIS P.W.Employee I Police Records S.C.Maintenance Supervisor Employee Telecomm Supvr. GRADS SIX B1dg.Maint.Man Asst. Librarian Inspector S.C.Mechanic P.W.Employee II GRADE SEVEN Admin. Asst. Admin. Asst. GRADS EIGHT Civil Engr.I Firefighter/ Paramedic* Firefighter GRAM R3M B2dg.Maint.Jrnym Director of Executive Chef Foy Fire Prevention Bead Mechanic GRADE TER General Foreman Sergeant Lieutenant Golf Course Plan Reviewer/ Supt. Chief Building Inspector GRADE ELEVEN Asst. to Civil Engr. II Village Mgr. GRADE TWELVE Librarian Lieutenant Captain Dir. of Code Enforcement GRADE THIRTSEN Purchasing Dirl H4T Club Mgr. Grants Coord. Golf Club Mgr. GRADE FOURTEEN Finance Officer Superintendent Village Chief Chief/Building Engineer Commissioner ?.:ante and Approved: 5/23/95 -Additional compensation in the amount of $125 per month for all firefighters who are certified as paramedics =ffective: 5/23195 and who serve such function for the Village of Oak Brook and maintain said certification in good standing. sa ?:a'•4•frr EXHIBIT A (Page 2 of 3) VILLAGE OF OAK BROOK 1995 SALARY PLAN I I PAID-ON-CALL FIRE PERSONNEL COMPENSATION SCHEDULE i Paid-on-Call Firefighters $14.62 per hour for 1st hour & $7.31 per hour thereafter responding to fire Paid-on-Call Firefighters $10.45 per hour for Ist hour & $5.23 per hour thereafter for training and drill Paid--On-Call Assistant Chiefs $16.70 per hour for lst hour & $8.35 per hour thereafter for emergency calls Paid-on-Call Assistant Chiefs $12.51 per hour for 1st hour & $6.26 per hour thereafter for required training Special Duty Rates Pursuant to Section 11-25 of the Code of ordinances - Applicable to "Non-Union" employees only 1.5 x Grade 8 Midpoint 1.5 x 38,712 = 58,068 _ 2080 = 27.92/hr. Approved: 5/23/95 Effective: 5/23/95 EXHIBIT A (Page 3 of 3) salplanZ.f= 57" 1 77, 777-777- SALARY ADMINISTRATION PLAN NON-UNION EMPLOYEES 11 INTRODUCTION The Salary Administration Plan is intended to establish a compensation program which is bath 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 whose performance meets or exceeds standards established at the department level as well as standards which apply generally to j employees of the Village of Oak Brook. t For the purpose of maintaining wage levels commensurate with the annual rate of inflation, the adjustments to the Salary Plan are normally computed annually based on the percent change in the Consumer Price Index for the Chicago-Gary-Lake Co. region as published by the U. S. Department of Labor. The "all items" index change at September 30th of each year 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 II.C. below) . { The Village of Oak Brook's Salary Administration Plan, as well as the fringe benefits applicable to employees shall be further monitored every three years. An independent compensation consultant shall be 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. The consultant was retained in 1994 and will be retained every three years thereafter. The independent consultant will submit a report to the Board of Trustees including recommendations for modifications in the Salary Plan and/or the I fringe benefits package. i II. GUIDELINES The following guidelines shall apply to review and modification of the Salary Plan: j A. Review and Adjustment of 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 will normally be used to adjust the Plan annually. B. Range Spread Within Each Pay Grade - Grades 1 through 12 shall have a 35% spread from entrance to maximum salary paid. Grades 13 and 14 include department heads and shall have a 45% spread. C. Other Adjustments to the Salary Plan - The Salary Plan may, in the Approved 5-23-45 EXHIBIT B Page 1 of 6 Effective 5-23-95 ,.0 AT 1V <. 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 cf Oak Brook, or based on other factors as deemed appropriate by the Board. III. STEPS 1. Obtain the September 30th Consumer Price Index published by the U. S. Department of Labor and calculate the maximums for all grades based on the index change for "all items" for the Chicago-Gary-Lake Co. region. 2. Calculate the minimum for each grade accordingly. 3. Determine merit adjustment guidelines, which shall be designed to permit an employee performing at a "Meets Standards" level to progress through the salary range in approximately a seven year period. Employees performing at "Above Standards" or "Excellent" . should progress through the range within a six or five year period, respectively. IV. MAINTENANCE The Village Manager shall be responsible for reviewing the data supporting the annual grade adjustment, as well as the performance salary guidelines, and submitting the revised Salary Plan to the Board of Trustees for its approval. The Village Manager shall also be responsible for engaging an independent compensation consultant once every three years, and forwarding the study, evaluations, and recommendations to the Village Board for its consideration. 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 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 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 heed, with review and approval by the Village Manager. Merit ad;ustma-t. s2a,�:1;. occur within the parameters of the Salary Plan and in -i- a--e at shall it exceed the maximum of the range for the position. Approved 5-23-95 EXHIBIT B Page 2 of 6 Effective 5-23-95 6 u O. 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. i 1. 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 i.s 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 and remaining in the same pay grade, the anniversary date remains the date of hire as a part- time employee; if a part-time employee moves to a full-time position in a different pay grade, the anniversary date shall be the date the full-time position is assumed; (c) For full-time employees promoted to a new grade and new position, the date of promotion is the new anniversary date; and (d) Promoted/reclassified 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. 3. 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. Merit Bonus: Top-of-grade full-time employees who achieve an "Above Standards" or "Excellent" appraisal on the Employee Performance Appraisal Report shall receive a merit bonus annually in January of each calendar year as follows: Above Standards Excellent (Frequently Exceeds Standards) (Exceeds all Department Standards) $500 Approved 5-23-95 EXHIBIT B Page 3 of 6 Effective 5-23-95 i �I 3 Any such merit bonus shall not be considered a merit adjustment as I. provided in Section V.B. hereof. I E. Special Merit Adjustments: Department heads may recommend to the Village Manager, and the Village Manager may approve, special salary adjustments at intervals other than as provided in paragraph V.C. hereof. Such special merit adjustments shall be based upon exceptional performance far exceeding the normal standards for the position, or exceptional service to the Village beyond the normal scope of duties expected for the position. Special merit adjustments shall have no effect on the schedule for normal performance evaluations and merit adjustments. Special merit adjustments are deemed to be extraordinary even'_s, 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: 1. 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. I. 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 i Approved 5-23-95 EXHIBIT B Page 4 of 6 Effective 5-23-95 II 1r 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 cla—ification 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 leve'. should be notified as soon as this becomes apparent. Under no circumstances should employees i_ 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. Below standards In one or more of the significant standards, the employee is falling "below" standards. Needs Improvement Performance that would be expected during early periods on a new job 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. I 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 th:° completion of the duties of their position. The rating is not based on a co m arison of the em to ee's er€ormance with fellow employees in the same or similar _position; it must be based solely on a comparison of the employee's performance to the standards set by the 'j Approved 5-23-95 EXHIBIT B Page 5 of 6 Effective 5-23-95 II i 77777rr I is tf1�'',�-Gti"O Department and communicated to the employee. Abova 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 viork assigned. Examples of the 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. SxCYIlont (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. Approved 5-23-95 EXHIBIT B Page 6 of 6 Effective3 — :