G-1017 - 12/10/2013 - SPECIAL DETAIL RATES - Ordinances Supporting Documents TES II.B.4)
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AGENDA ITEM
Regular Board of Trustees Meeting
of
December 10, 2013
SUBJECT: Position Classification, Salary Plan, and Salary Administration Policy
FROM: Blaine Wing, Assistant Village Manager
BUDGET SOURCE/BUDGET IMPACT: Personnel Salaries
RECOMMENDED MOTION: The Village Board recognizes that even during the continuation of
uncertain economic times the Village has a very dedicated,skilled,and reliable workforce. So,
therefore,after a thorough analysis and the updated compensation report,I move to approve:
1. Effective January 1,2014,update the Village's compensation plan that is both pay-for-
performance based and market driven by approving Ordinance S-13$9,An Ordinance
Approving the 2014-2015 Position Classification, Salary Plan,and Salary Administration
Policy for Employees of the Village of Oak Brook,Illinois,subject to final staff and attorney
changes,and Ordinance G-1017,An Ordinance Amending the Oak Brook Village Code to
Set Special Detail Rates for Police and Fire Services.
2. Authorize the final pro-rated equity adjustment on December 15,2014 for employees and
positions that were previously approved.
3. Effective December 15,2013,increase the hourly rate for part-time employees up to the
minimum of the revised plan.
Recent History:
After the recommendation of the Citizens Finance Advisory Committee and Village Board approval of an
employee classification and compensation study, a committee was formed to work with the consultant
and make a recommendation to the entire Village Board. The Committee members included Trustees
Wolin and Zannis, Citizen Finance Advisory Committee Member George Klein, Village Manager
Niemeyer, Finance Director Dangles, Community Development Director Kallien, Library Director
Madorin, and myself (Blaine Wing, Assistant Village Manager), with the assistance of now former
Human Resources Generalist Donahue.
1tN1
During 2011 and 2012 the Committee worked on a revised compensation plan and benefits analysis with
Public Sector Personnel Consultants (PSPC). After job descriptions were updated and provided to PSPC,
position analysis questionnaires (PAQs) — which summarize the scope and complexity of the duties and
responsibilities of a position — were completed, onsite interviews and observations were concluded,
compensation and benefits surveys (both to public and private entities) were conducted, as well as
regional and national survey data were reviewed and utilized. Any employee or Department Director who
had a concern, then had an opportunity via a clarification and concern process to meet with the Village's
Human Resources staff and eventually the Village Manager.
Results and Recommendations:
The result of above effort is contained in the updated documents (which will be emailed to Trustees
shortly) and will be highlighted on Tuesday via a brief PowerPoint presentation. Since the updated
"Position Classification, Salary Plan and Salary Policy" is a large document, I do want to highlight a few
KEY points:
1. The updated plan and policy saves the Village money vs.the Village's previous(COLA&Merit)
structure. This is possible because the Village's previous plan awarded an annual Cost of Living
Adjustment as well as Merit Increases. (This is better than a step plan,but no longer is the most
effective method.) The updated plan breaks away from the old COLA&Merit compensation
model and focuses directly on paying for performance and adjusting based on the demand of the
market.
2. The plan that was approved last year was in the works for a year and was reviewed,modified, and
was supported by the Ad-Hoc Compensation Committee. Several key items including the salary
range spread,performance increase guide, bonus structure and performance appraisal form,were
all adjusted in order to reduce the fiscal impact going forward. It is this plan that is being updated
and will be email to Trustees shortly.
3. The plan and it's update is market-driven plan. Meaning instead of simply giving a COLA
increase,the Village will perform a comparison of both the private and public sector employers
with whom the Village competes for employees and calculate that versus the pay range Midpoint.
If the marketplace has the same demand for the each job class as the previous year,there will be
no market adjustment made to the salary range.
In addition to the updated Position Classification, Salary Plan and Salary Policy document,the Village's
compensation consultants have updated the survey data and are in the process of finalizing their report.
As soon as I have the report,I will email it to the Trustees.
ORDINANCE 2013-PD-FD-SPECDET-G-1017
AN ORDINANCE AMENDING THE OAK BROOK VILLAGE CODE
TO SET SPECIAL DETAIL RATES FOR POLICE AND FIRE SERVICES
WHEREAS, pursuant to Section 1-2-1 and Article 11 of the Illinois Municipal Code, 65 ILCS 5/1-
2-1 and 65 ILCS 5/11, the Village has the authority to charge fees to recoup the costs of providing special
police and fire details to residents and entities within the Village ("Special Detain'); and
WHEREAS, the Village Code currently authorizes the Village to charge for the Village's overtime
costs of providing Special Details; however, the Village Code does not authorize the Village to charge for
the administrative and payroll tax costs incurred by the Village when providing Special Details; and
WHEREAS, the Village Board has determined that it would be in the best interests of the Village
and its residents to amend the Village Code to allow for the Village to recoup all of its costs for providing
Special Details;
NOW THEREFORE, BE IT ORDAINED BY THE PRESIDENT AND BOARD OF TRUSTEES OF
THE VILLAGE OF OAK BROOK, DU PAGE AND COOK COUNTIES, ILLINOIS as follows:
Section 1: Recitals. The foregoing recitals are hereby incorporated into, and made a part
of, this Ordinance as the findings of the President and Board of Trustees of the Village of Oak Brook.
Section 2: Amendment to Section 3-1-6. Section 3-1-6, entitled "Special Events" of Chapter
3, entitled "Public Safety", of the Village Code shall be amended further, and shall read as follows:
"3-1-6: Special Events:
A. Any person, group, civic organization or other entity may request special police
or fire services by a written application to the Police or Fire Chief. The chief of the
department requested, shall review the application and determine whether or not
the requested service can be performed without additional cost to the Village and
without adversely affecting the normal operation of the department.
B. If the chief determines with the concurrence of the Village Manager that the
requested services will disrupt the normal operation of the department or will
result in additional expense to the Village, the applicant will be informed that a
charge will be made by the Village for the special services.
C. If the applicant agrees to payment of the charge, the chief shall assign one or
more officers to said special duty not to exceed twenty (20) hours per week, per
officer.
D. The charge to the applicant, payable to the Village, shall include:
1. A rate per hour per officer for each hour served on the special duty
based upon one point five (1.5) times the mean salary set for Grade 7 of
the Village of Oak Brook salary schedule;
2. The costs of any additional payroll taxes incurred by the Village to
provide the special event services; and
3. An administrative fee equal to six (6) percent of all of the charges set
forth in subsections 1 and 2 above.
Ordinance 2013-PD-FD-SPECDET-G-1017
An Ordinance Amending the Oak Brook Village Code to
Set Special Detail Rates for Police and Fire Services
Page 2 of 2
Such charges shall be for a minimum period of two (2) hours and shall be paid by
the applicant within thirty (30) days of the date of the invoice therefor.
E. The person or persons serving at special events shall be paid the amount listed
in section D.1. above. by the Village for the same, less the usual deductions for
payroll purposes. At no time will Village employees accept wages for services
directly from the applicant."
Section 3: Severability. If any provision of this Ordinance or part thereof is held invalid by a
court of competent jurisdiction, the remaining provisions of this Ordinance shall remain in full force and
effect, and shall be interpreted, applied, and enforced so as to achieve, as near as may be, the purpose
and intent of this Ordinance to the greatest extent permitted by applicable law.
Section 4: Effective Date. This Ordinance shall be in full force and effect from and after its
passage, approval, and publication in the manner provided by law.
APPROVED THIS 10th day of December, 2013.
Gopal G. Lalmalani
Village President
PASSED THIS 10th day of December, 2013.
Ayes:
Nays:
Absent:
ATTEST:
Charlotte K. Pruss
Village Clerk