R-822 - 12/10/2002 - SALARY ADMIN PLAN - Resolutions Exhibitsi t
2003 SALARY PLAN - NON - REPRESENTED EMPLOYEES
Grade
Position
Minimum
Maximum
Range
1
Golf Course Laborer
$27,420
$37,098
$9,677
Receptionist
2
Police Records Clerk
$29,549
$39,979
$10,430
Records Management Clerk
3
Accounting Assistant
$32,086
$43,412
$11,326
Assistant Librarian
Associate Golf Professional
Purchasing & IS Clerk
Secretary
Water Billing Clerk
4
Communications Operator
$35,168
$47,581
$12,413
Community Service Officer
P W Employee I
S C Maintenance Employee
5
Building Maintenance Technician
$38,566
$52,177
$13,611
Communications Supervisor
Deputy Village Clerk
Librarian
Payroll /Benefits Specialist
P W Employee II
6
Accountant
$42,553
$57,573
$15,020
Administrative Assistant
Building Inspector
Engineering Technician
Fire Prevention Inspector
P W Mechanic
Sports Core Mechanic
7
Civil Engineer 1
$47,492
$64,254
$16,762
Food & Beverage Manager
P W Head Mechanic
Information Services Technician
P W Foreman
Senior Librarian
8
Accounting Manager
$54,765
$73,950
$19,185
Civil Engineer 11
Executive Chef
Chief Budding Inspector
Golf Course Superintendent
Information Systems Specialist
Police Sergeant
P W General Foreman
9
Battalion Chief
$60,949
$82,461
$21,511
Police Lieutenant
10
Assistant Village Manager
$64,638
$93,709
$29,071
Bath & Tennis Club Manager
Deputy Police Chief
Director of Info Svcs & Purchasing
Golf Club Manager
Library Director
11
Director of Community Development
$69,727
$101,087
$31,361
Finance Director
Fire Chief
Police Chief
Public Works Director
Village Engineer
Approved December lU, 2UU2
Effective January 1, 2003 Exhibit A (1 of 7)
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VILLAGE OF OAK BROOK
1200 OAK BROOK ROAD
OAK BROOK, ILLINOIS 60523 -2255
PHONE 630 990 -3000
FAX 630 990 -0876
W E B S I T E www oak -brook org
SECTION 7(g )(2) AGREEMENT
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 agreed and understood that whenever I
work for the Village in the secondary capacity of Administrative Aide, I will be paid $19.17 per
hour for all straight time hours worked and $28.76 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.
Date
Exhibit A (4 of 7)
4 4
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VILLAGE OF OAK BROOK
1200 OAK BROOK ROAD
OAK BROOK, ILLINOIS 60523 -2255
PHONE 630 990 -3000
FAX 630 990 -0876
W E B S I T E www oak -brook org
SECTION 7(8)(2) AGREEMENT
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 agreed and understood that whenever I
work for the Village in the secondary capacity of Director of Fire Prevention, I will be paid
$19.17 per hour for all straight time hours worked and $28.76 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 Director of Fire Prevention.
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.
Date:
Exhibit A (5 of 7)
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VILLAGE OF OAK BROOK
1200 OAK BROOK ROAD
OAK BROOK, ILLINOIS 60523 -2255
PHONE 630 990 -3000
FAX 630 990 -0876
W E B S I T E www oak -brook org
SECTION 7(g)(2) AGREEMENT
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 agreed and understood that whenever I
work for the Village in the secondary capacity of Director of Emergency Medical Services , I
will be paid $19.17 per hour for all straight time hours worked and $28.76 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
Director of Emergency Medical Services.
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.
Date:
Exhibit A (6 of 7)
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OF Oq�\
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COUNTV
VILLAGE OF OAK BROOK
1200 OAK BROOK ROAD
OAK BROOK, ILLINOIS 60523 -2255
PHONE 630 990 -3000
FAX 630 990 -0 876
W E B S 1 T E www oak -brook org
i
SECTION 7(g)(2) AGREEMENT
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 agreed and understood that whenever I
work for the Village in the secondary capacity of Fire Inspector or Coordinator, I will be paid
$14.28 per hour for all straight time hours worked and $21.42 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 fire inspector or coordinator.
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.
Date:
Exhibit A (7 of 7)
SALARY ADMINISTRATION POLICY - NON - REPRESENTED EMPLOYEES
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 whose performance meets or exceeds 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 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, and the pay practices in the
Village's comparable communities 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 II.0 below).
The Village of Oak Brook's Salary Administration Policy, 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 including recommendations for modifications in the
Salary Plan and /or the fringe benefits package
II 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 and the pay practices of the Village's
comparable communities will normally be considered.
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
Approved 12 -10 -2002 EXHIBIT B Page 1 of 5
Effective 01 -01 -2003
III. STEPS
Obtain the September 30th Consumer Price Index and third quarter Employment Cost Index
(Salaries & Wages) published by the U. S Department of Labor
2 Obtain salary data from the Village's comparable communities
3 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 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 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.
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:
Approved 12 -10 -2002 EXHIBIT B Page 2 of 5
Effective 01 -01 -2003
A' c
(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 sucli 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 (l)
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)
$800 $100
Any such merit bonus shall not be considered a merit adjustment as provided in Section V B
hereof
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 normal standards for the position, or exceptional service to the Village beyond
the normal 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.
Approved 12 -10 -2002 EXHIBIT B Page 3 of 5
Effective 01 -01 -2003
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 ep rson 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 frill -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.
Below Standards
In one or more of the significant standards, the employee is falling "below" standards.
Approved 12 -10 -2002 EXHIBIT B Page 4 of 5
Effective 01 -01 -2003
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
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.
The rating is not based on a comparison of the employee's performance 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 Department and communicated to the employee.
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 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.
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
Approved 12 -10 -2002 EXHIBIT B Page 5 of 5
Effective 01 -01 -2003