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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 °0 0 N O N O m co 2 L C LL a) 0 0 n N O Q a a � L C (O w p O Z > J n a _0 tt-- J Q w U) w o F- 0) c Z aUi -a CL rn :2 O CL o J 0 W co m U a) n O C) W L) rn p L c C) cn 0 m 0 U 0 0 F- w w O a) > E L C"Y) of c 0 0 p ca iu m lL °� a) > o cU U a_ C) U o N U V) O'R c co O O U Ja) cu (o�u 0 ) (naIL 0 0 2 0 (n 0 o> LLm 0 Q) Es w(D(n 0 0 Aso CD0 0 0 w ti Of L, O c a) O L U o m ° U N a) n a) (n 0 LL = 0 m 0 U 0 F- Z cn U `o N OQ co m c > o a w a) U z U O c E a) 2 m 7 d 0 0 (n 0 0 0 a) 0 a) 0 L 0 } C m � N Q L LO � _ co J m _ J C co CO Z C: (CO 2 p U co Vi co cn .n Q J 0 (c0 �2 J 0 C a) (n 0 N 0 Z W — — Z @ O) a) W W O Z U W () 0 > U 0 > U 0 w 0 (n Y a) U O a) a) U c U c O o m a c a c a) LL J C D (n o_ Co o_ o_ LL 2 (� ❑ Q_ 0 0 0 0 0 0 0 0 0 -J U) a c �_ U U °) _c c cn c o) c N Z Q — c m M — L 7a c c _Zw p UY O a) O O _o U C/) Cu U a�U 0 0 Co Q a-� 0 U a 0 U Q 0 ❑ 0 Q Y En a) Z F- Q U cn U (,) -J W Q O O N L U U C, o c C: g w 06 0) co m cz cc y a) O ) a) V7 Q Z (D J W < CO - O) Z` D 7 0 C w O N f6 U co E M C L — i COQ L)�� Ens Eaa E EZ Eo o� w J a) 0 0 a) 0 � U a) a (n 0 0 o n UO 0 o D a) U(n❑ 0 0 -0 a 0 ° a) CO � 0 ° > E(n 0 �_ Q ❑a6 0 0 Z W M cn co CD O r r r 0 a r W N W W W W W W W W W W W (nom ❑ a ❑ a ❑ a ❑ a ❑ a ❑ a ❑ a ❑ a ❑ a ❑ a a °0 0 N O N O m co 2 L C LL a) 0 0 n N O Q a a � L C (O w p O Z > J n a _0 tt-- J Q w U) Y wa CO J Y a. a} 0a LL J O LU CQ / V O JO J CV G W 9 H f� J _Q U W ''a^^ V/ 0 Z Q J W W J Z Z U)w W _ W U aN W LL Q W cq �W F- a. 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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! 0 F 0 q \\ �P �9\ O � A G � y G r � ,o O 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 F 0 q \\ 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 10 Approved 02/10/04 Effective 01/01/04 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. 11 Approved 02/10/04 Effective 01/01/04 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. 12 Approved 02/10/04 Effective 01 /01 /04