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HomeMy WebLinkAbout73-06 Ordinance AMENDEDRECORD OF ORDINANCES Dayton Legal Blank, Inc. Forni No. 30043 Ordinance No. 73-06 (amended) Passed , 20 AN ORDINANCE ADOPTING A NEW COMPENSATION PLAN FOR THE CITY OF DUBLIN AND REPEALING ORDINANCE NO. 98-96 ("COMPENSATION PLAN") AND ALL AMENDMENTS THERETO (11-97, 43-97, 86-97, 100-97, 134-97, 08-98, 20-99, 41-00, 77-00, 118-00, 128-00, 26-01, 01-02, 11-03, 43-03, 83-03, 01-04, 38-04, 78-04, 06-05, 31-OS). WHEREAS, the City of Dublin has engaged the services of a professional consultant to perform a Classification & Compensation Study for the City of Dublin; and, WHEREAS, Council has determined, after the completion of the Classification & Compensation Study, that a new compensation system should be implemented for non-union personnel of the City; and WHEREAS, Council has determined that the new compensation system will enhance the City of Dublin's competitive position in the labor market, thus aiding in the recruitment and retention of a talented, achievement-oriented workforce; and WHEREAS, Council desires that the City of Dublin remain an "Employer of Choice" in the Central Ohio region; and, WHEREAS, Council has determined that certain other items within the "Compensation Plan" be amended; and WHEREAS, Council has determined that it is beneficial to repeal Ordinance No. 98- 96, and any amendments thereto, for the purpose of consolidating all effective provisions regarding compensation into a single piece of legislation referred to as the new "Compensation Plan"; NOW, THERE BE IT ORDAINED By the Council of the City of Dublin, State of Ohio, of the elected members concurring that: SECTION 1. SCOPE OF PLAN A. The sections included in this Ordinance shall hereby constitute the City "Compensation Plan" and this Plan shall supersede all previously enacted legislation relating to compensation and other related areas contained within the Plan. This "Compensation Plan" shall be applicable to all non-union personnel of the City and to City Council Members where so indicated. This Plan shall be administered by the management staff of the City of Dublin, pursuant to the provision of the Dublin Charter and the Dublin Codified Ordinances. SECTION 2. WAGE & SALARY STRUCTURE/ADMINISTRATION A. The following shall constitute the listing of City job classifications and corresponding pay grades, grouped categorically by function, covered by this Compensation Plan: RECORD OF ORDINANCES Dayton Legal Blank, Inc. _ Form No. 30043 Ordinance No. 73-06 (amended) Passed Page ~ 20 Building Regulations Classification Pay Grade Residential Plans Examiner 4.3 Building Inspector 4.3 Electrical Inspector 4.3 Senior Building Inspector 4.2 Commercial Plans Examiner 4.2 Director of Building Standards/Chief Building Official 3.2 Clerical Support Classification Pay Grade Office Assistant I 6.2 Office Assistant II 6.1 Criminal Justice Classification Pay Grade Court Clerk 5.3 Criminal Justice Officer 5.1 Court Administrator 4.1 Community Relations/Public Information Classification Pay Grade Community Relations Assistant 5.3 Event Administrator Public Information Officer (PIO) 4.2 Website Editor 4.1 Director of Community Relations 3.1 Economic Development Classification Pay Grade Economic Development Administrator 4.2 Deputy City Manager/Director of Economic Development 2 RECORD OF ORDINANCES Dayton Legal Blank, Inc. Form No. 30043 Ordinance No. 73-~6(amended) Passed Page 3 20 Engineering/Electrical Classification Pay Grade Electrical Worker 5.3 Engineering Assistant 5.3 Traffic Signal Technician 5.2 Engineering Project Inspector 5.1 Right of Way Survey Specialist 4.3 Engineering Project Coordinator 4.3 Civil Engineer 4.2 Engineering Manager 3.3 Director of Engineering 3.1 Finance/Accounting/Procurement Classification Pay Grade Procurement Assistant 6.1 Accounting Assistant 5.3 Accounting Specialist 5.2 Payroll Specialist 4.3 Accountant 4.3 Budget Analyst 4.2 Financial Analyst 4.2 Director of Fiscal Administration 3.2 Director of Taxation 3.2 Director of Accounting & Auditing 3.2 Deputy City Manager/Director of Finance 2 Administrative Support Classification Pay Grade Staff Assistant 5.3 Administrative Assistant 5.2 Administrative Specialist 5.1 Executive Assistant 5.1 General Management/Administration Classification Pay Grade Volunteer Administrator 4.2 Senior Project Manager 3.3 Director of Administrative Services 3.1 RECORD OF ORDINANCES Dayton Legal Blank, Inc. Form No. 30043 Ordinance No. 73-06(amended) Passed Page 4 20 Human Resources Classification Pay Grade Human Resource Assistant 5.3 Risk Management Assistant 5.2 Human Resource Specialist 4.3 Safety Administrator/Risk Manager 4.1 Human Resource Manager 3.3 Director of Human Resources 3.1 Information Technology Classification Pay Grade Information Technology Analyst 5.1 GIS Analyst 5.1 Software Support Analyst 5.1 Network Administrator 4.2 Information Technology Project Leader 4.1 GIS Administrator 4.1 Network Operations Manager 3.3 Director of Information Technology 3.2 Landscape Architecture Classification Pay Grade Landscape Architect 4.2 Land Use Planning/Zoning Classification Pay Grade Landscape Inspector 5.2 Code Enforcement Officer 5.2 Development Review Specialist 5.2 Code Enforcement Supervisor 5.1 Planner I 4.3 Planner II 4.2 Senior Planner 4.1 Planning Manager 3.3 Director of Land Use and Long Range Planning 3.1 RECORD OF ORDINANCES Dayton Legal Blank, Inc. _ Form No. 30043 Ordinance No. 73-06(amended) Passed Page 5 20 Law Enforcement Classification Pay Grade Police Property Technician 5.2 Communications Supervisor 4.3 Civilian Bureau Commander 3.2 Police Lieutenant 3.2 Chief of Police 2 Legislative Affairs Classification Pay Grade Deputy Clerk of Council 5.1 Natural Resources Classification Pay Grade Assistant Forester 5.2 Assistant Horticulturist 5.2 Contract Specialist 5.2 Nature Education Coordinator 5.1 City Forester 4.3 City Horticulturist 4.3 Director of Parks & Open Space 3.1 Records Management Classification Pay Grade Records Management Technician 5.3 Recreation Classification Pay Grade Membership Coordinator 5.3 Reservations Coordinator 5.3 Recreation Operations Coordinator 5.2 Recreation Program Coordinator 5.2 Membership Services Supervisor 5.1 Community Hall Supervisor 5.1 Recreation Program Supervisor 5.1 Theater Supervisor 5.1 Recreation Administrator 4.2 Director of Recreation Services 3.2 RECORD OF ORDINANCES Davton Leeal Blank, Inc. Form No. 30043 Ordinance No. 73-06 (amended) Passed Page 6 Zo Classification Pay Grade Maintenance Crew Supervisor 5.1 Operations Administrator 4.2 Fleet Administrator 4.2 Director of Streets & Utilities 3.2 Facilities Manager 3.3 Director of Public Service 2 B. The following shall constitute new City of Dublin pay grade and range structure for the job classifications shown in Section 2. A of this Ordinance: Pay Grade Market Target 1 $116,400 - $139,700 $139,700 - $170,700 2 $ 85,100 - $102,100 $102,100 - $124,700 3.1 $ 73,400 - $ 88,000 $ 88,000 - $107,600 3.2 $ 68,900 - $ 82,700 $ 82,700 - $101,100 3.3 $ 65,100 - $ 78,100 $ 78,100 - $ 95,500 4.1 $ 56,600 - $ 68,000 $ 68,000 - $ 83,100 4.2 $ 49,700 - $ 59,700 $ 59,700 - $ 72,900 4.3 $ 44,000 - $ 52,800 $ 52,800 - $ 64,600 5.1 $ 39,500 - $ 47,300 $ 47,300 - $ 57,900 5.2 $ 35,300 - $ 42,300 $ 42,300 - $ 51,700 5.3 $ 32,100 - $ 38,500 $ 38,500 - $ 47,100 6.1 $ 29,300 - $ 35,200 $ 35,200 - $ 43,000 6.2 $ 26,900 - $ 32,200 $ 32,200 - $ 39,400 6.3 $ 24,800 - $ 29,700 $ 29,700 - $ 36,300 Premium $170,700 - $201,800 $124,700 - $147,400 $107,600 - $127,100 $101,100 - $119,500 $ 95,500 - $112,800 $ 83,100 - $ 94,400 $ 72,900 - $ 82,900 $ 64,600 - $ 73,400 $ 57,900 - $ 65,800 $ 51,700 - $ 58,800 $ 47,100 - $ 53,500 $ 43,000 - $ 46,900 $ 39,400 - $ 43,000 $ 36,300 - $ 39,600 C. The "Market", "Target", and "Premium" range segments designated in the pay grade & range structure shall be defined as follows: "Market" - a range of compensation associated with the basic knowledge, skills, and capabilities commonly found in the labor market or the performance of all job responsibilities consistent with general market expectations. "Target" - a range of compensation associated with extensive knowledge, expertise, skills, or capabilities or the performance of all job responsibilities that fully and consistently meets the high performance standards and core values of the City of Dublin. RECORD OF ORDINANCES Dayton Legal Blank, Inc. Form No. 30043 Ordinance No 73-06 (amended) Passed Page 7 , 20_ "Premium" - a range of compensation associated with unique, special, or exceptional knowledge, skills, capabilities or expertise, which may be in short supply due to market conditions, or performance that meets defined criteria of exceptional and premium value and which is widely recognized throughout the organization because of the value-added contribution it represents. This segment is only for a small percentage of the City workforce and placement within this segment shall be a rare occurrence. D. The City Manager shall have the authority to approve pay adjustments within the pay ranges established in this Ordinance. These pay adjustments shall be based on the employee's performance, conduct, and position in his/her pay range, as described below. 1. Employees in the "market" segment of their pay range, whose performance meets the City's standards and who consistently demonstrate the core values of the organization, shall be eligible for larger and, if warranted by performance, more frequent pay adjustments to move them into the "target" segment of their ranges within a reasonable period of time. 2. Employees in the "target" segment of their pay ranges shall be eligible for normal adjustments to remain competitive with the market, provided their performance meets the City's standards and they consistently demonstrate the core values of the City. Once an employee reaches the maximum of his/her "target" segment, the employee shall no longer be eligible for pay adjustments unless he/she is approved for entrance into the "Premium" segment. 3. Employees who are approved for entrance into the "premium" segment of their pay range will be eligible for normal pay adjustments, provided they continue to meet defined criteria, continue to demonstrate a premium/value added contribution, and continue to demonstrate the core values of the organization. Gaining access to the "Premium" segment of the pay range shall be a very rare occurrence and only a small percentage of the workforce shall be approved for entrance into the "Premium" segment. Gaining access to the "premium" segment shall require the approval of the staff classification & compensation project team, which shall be based on substantial justification. E. All pay adjustments within the existing or new wage & salary structure shall be subject to the funding levels authorized by Council within the adopted Annual Operating Budget and Appropriations. F. In the case of new appointments, a starting rate of compensation within the "market" or "target" segments of the range structure in Section 2, paragraph B shall be determined by the Director of Human Resources in consultation with the hiring manager or director and shall be based on the relative qualifications, expertise, skills, or capabilities of the successful candidate and the existing market conditions. A starting rate of compensation within the "premium" segment in the range structure shall require the approval of the City Manager and shall be based on unique, special, or exceptional qualifications, expertise, knowledge, skill, or capabilities of the successful candidate and on the existing market conditions. G. The pay ranges established in Section 2, paragraph B. shall be reviewed on a biennial basis by the staff classification & compensation project team and any adjustment deemed necessary shall be proposed to Council in the form of an Ordinance. If adopted by Council, these pay ranges shall become effective January 1 of the following year. RECORD OF ORDINANCES Dayton Legal Blank. Inc. Form No. 30043 Ordinance No. 73-06 (amended) Page 8 Passed 20 H. Section 2, paragraphs A and B of this Ordinance shall be amended as often as appropriate to include new job classifications, pay grades, and pay ranges. I. The City Manager shall determine competitive, equitable compensation rates for Seasonal, Temporary, or other such casual employees of the City. J. The City Manager is hereby authorized to establish "Job Families" where appropriate for the job classifications listed in Section 2, paragraph A. SECTION 3. "GRANDFATHERED" RANGE STRUCTURE The previously enacted pay grade and pay range structure as contained in Section 2. (WAGE & SALARY STRUCTURE/ADMINISTRATION), paragraph B of Ordinance 98-96 shall be preserved, as follows, for the purpose of providing a transition in the implementation of the new range structure; that all existing employees whose current pay range maximum is greater than the new "target" maximum in Section 2, paragraph B of this Ordinance shall have the maximum of their current range "grandfathered" until market pay catches up to this "grandfathered" range maximum; and that all existing employees in this situation shall be eligible to receive normal pay adjustments up to this "grandfathered" range maximum, provided their performance continues to meet the City's standards and they consistently demonstrate the Core Values of the City. SCHEDULE OF PAY GRADES & RANGES PAY GRADE PAY RANGE 1 $24,672 - $37,009 2 $26,916 - $39,366 3 $29,365 - $42,947 4 $32,038 - $46,856 5 $35,185 - $51,119 6 $37,054 - $55,586 7 $40,428 - $60,641 g $45,391 - $66,383 9 $49,520 - $72,424 10 $54,026 - $79,016 11 $58,945 - $86,205 12 $64,309 - $94,051 13 $70,161 - $102,609 RECORD OF ORDINANCES Blank. Inc. Orcliriance No. 73-06(amended) Passed Page 9 20 SECTION 4. SPECIAL PROVISION -BASE COMPENSATION A. As a permanent modification to the City's practice of providing car allowances for certain Directors, those Directors who currently receive a car allowance shall have the amount of this car allowance reflected in their annual base salaries. This amount shall be reflected in their base salaries prior to any pay increase they may receive in 2007. The City shall no longer provide car allowances. B. Asa "one time only" special provision, all existing employees who received a lump sum Performance Bonus in 2006 will have the amount of that bonus shown as part of their base compensation prior to any pay increase they may receive in 2007. This shall be a "one time only" occurrence as a transition to the implementation of the new range structure and compensation system. SECTION 5. SPECIAL PROVISION -LUMP SUM BONUS A. Asa "one time only" special provision, all existing 2006 employees who perform their jobs in a satisfactory manner shall receive a lump sum bonus to the extent their pay increase in 2007 would take them above the maximum of their pay range. This lump sum bonus shall not be part of the employee's base compensation and shall be a "one time only" occurrence associated with the transition to the new compensation system. SECTION 6. SPECIAL PROVISION -MINIMUM PAY INCREASE A. Asa "one time only" special provision, all existing 2006 employees who perform their jobs in a satisfactory manner shall receive a minimum of a 2% pay increase (or lump sum bonus, if applicable) in 2007. This shall be a "one time only" occurrence associated with the transition to the new compensation system. A. The following shall be the annual rates of compensation for the Mayor, Vice Mayor and Council Members: Council Member $11,250 Mayor $15,750 A. All employees serving in Full-time permanent, Part-time permanent, Seasonal, Temporary, and Intermittent positions shall be eligible for a bonus in accordance with the following terms and conditions: 1. Each Department shall be allocated a proportional share of money for bonuses to reward an individual employee or a team of employees for an exceptional effort in implementing and completing a project or program that: (a) Significantly enhances the efficiency or effectiveness of City operations, or; (b) Significantly exceeds expectations in the areas of performance or customer service, or; SECTION 7. MAYOR, VICE MAYOR, COUNCIL MEMBER COMPENSATION Vice Mayor $12,250 SECTION 8. INSTANT BONUS PROGRAM (c) Demonstrates innovation or creativity in government. RECORD OF ORDINANCES Dayton Legal Blank, Inc. Form No. 30043 73-06 (amended) Page 10 Ordinance No. Passed , 20 2. Bonuses shall be awarded immediately, not at the end of the year. 3. An individual employee may be eligible for one instant bonus in any calendar year. The maximum bonus amount shall not exceed $1,000.00; however, the typical bonus will be in the area of $250.00. 4. Bonuses may be awarded upon written request of the employee's supervisor, division director or department director, detailing the employee's achievement and recommending a bonus amount. The bonus shall not be awarded unless approved by the department director and the City Manager. 5. In the event the division director and department director believe that time off with pay would be a more effective reward for excellence under this program, and the time off will not negatively affect the operation of the division, the employee may be awarded up to eight (8) hours of paid leave in lieu of a monetary bonus. The monetary value of the time off shall be deducted from the remaining balance of bonus funds available to the department. 6. The division director should not inform the employee of the bonus until it is approved by the department director and City Manager. 7. To be eligible for a bonus, the employee must demonstrate a clearly exceptional level of effort and achieve an outcome that is superior. 8. Once a department's bonus funds are expended in a calendar year, there will be no additional funds available to that department until the next calendar year. SECTION 9. HOLIDAYS A. The following are hereby designated as the City of Dublin's observed holidays: New Year's Day Dr. Martin Luther King, Jr. Day President's Day Memorial Day Independence Day Labor Day Veterans Day Thanksgiving Day Christmas Day B. Employees serving in full-time or part-time permanent position shall be compensated as follows when any of the above referenced holidays are celebrated on such an employee's regularly scheduled workday: (1) Employees serving in full-time permanent positions shall be paid for a maximum of eight (8) hours on each holiday. (2) Employees serving in part-time permanent positions shall be paid for a maximum of four (4) hours on each holiday. C. For non-exempt employees serving in Full-Time Permanent position, should one of the above referenced holidays be celebrated on such an employee's regularly scheduled day off, and such employee is not required to work the holiday, such employee shall receive eight (8) hour of compensatory time at the straight time rate, provided such employee was not absent without authorized leave on either the workday before or after the holiday. An RECORD OF ORDINANCES Dayton Legal Blank, Inc. Form No. 30043 Ordinance No. 73-06 (amended) Passed Page 11 20 employee on sick leave the workday before or after the holiday may be required to present a doctor's certificate in order to receive credit for the eight (8) hours of compensatory time. D. When anon-exempt employee serving in a full-time permanent position is required to work on one of the above referenced observed holidays, which is celebrated on such employee's regularly scheduled workday, such employee shall receive: (1) Eight (8) hours of pay at the straight time rate if eight (8) or less hours are worked, and double time pay for all hours worked in excess of eight (8); (2) At the employee's option, eight (8) hours of pay or eight (8) hours of compensatory time at the straight time rate; and, (3) One-half (1/2) hour of compensatory time at the straight time rate for each hour worked. E. When anon-exempt employee serving in a full-time permanent position is required to work on one of the above referenced holidays, which is celebrated on such employee's regularly scheduled day off, such employee shall receive: (1) Double time pay for all hours worked; and, (2) At the employee's option, eight (8) hours of compensatory time at the straight time rate. F. Should anon-exempt employee serving in a Part-Time Permanent position be required to work on any of the above referenced observed holiday, such employee shall be paid at the rate of double time for all hours worked on such holiday. G. Should the Federal or State government designate a specific date or day of the week for observation of one of the above listed holidays, the City will generally follow that designation. For employees assigned to a Monday through Friday work schedule (Saturday and Sunday off), when a holiday falls on a Saturday, the Friday immediately before the holiday shall be the observed day; should the holiday fall on a Sunday, the Monday immediately following the holiday shall be the observed day. For employees assigned to other than a Monday through Friday work schedule (Saturday and Sunday off), the holiday shall be celebrated on the calendar day on which the holiday actually falls. SECTION 10. PERSONAL LEAVE A. Effective the first pay period of each year, all existing employees serving in Full-Time Permanent positions, and who are in full pay status at such time (i.e. on duty or on approved leave with pay) shall receive four (4) days (32 hours) of Personal Leave. However, new employees appointed during the year shall receive apro-rated allocation of Personal Leave in accordance with the following schedule: Timeframe A ointed Personal Leave Allocation January 1 through March 31 32 Hours (4 days) April 1 through June 30 24 Hours (3 days) July 1 through September 30 16 Hours (2 days) October 1 through November 30 8 Hours (1 day) December 1 or later None RECORD OF ORDINANCES Dayton Legal Blank, Inc. Form No. 30043 Ordinance No. 73-06 (amended) Passed Page 12 20 Personal Leave shall be used at the employee's discretion, provided that is approved in advance by the employee's Department/Division Head via the use of a Leave Request Form. Personal Leave shah be used within the same payroll calendar year in which it is allocated and shall not be carried over to the next payroll calendar year. B. In the event that an employee is not in full pay status at the time personal leave is normally allocated to each employee, yet returns to full pay status at some point thereafter, the amount of that employee's personal leave allocation shall be pro-rated. For every pay period the employee has been in less than full pay status, 1.25 hours of personal leave shall be deducted from the normal 32 hour annual allocation. C. In the event that an employee is laid off from City service, said employee shall be compensated for all unused personnel leave at the rate of pay in effect at the time of layoff. For any other form of separation, no compensation will be provided to the employee for unused personal leave. D. Personal Leave shall not be used to artificially extend the separation date of an employee who has resigned from employment with the City. The effective date of the employee's resignation from employment shall be the same as the employee's last day worked. SECTION 11. SICK LEAVE A. All employees serving in Full-Time Permanent positions shall be entitled to Sick Leave with pay for those reasons listed in Section 33.46 of the Dublin Codified Ordinances. B. Any employee of the City, other than an elective officer, who has an accrued but unused sick leave balance from the State of Ohio or any political subdivision of the State of Ohio, and who is eligible to earn sick leave with the City of Dublin, shall be entitled to have this accrued but unused sick leave balance from these employers transferred for use with the City of Dublin, provided that said employee is hired by the City of Dublin within ten (10) years after his/her date of resignation separation from any of these past employers with the State or any political subdivision thereof. C. Sick leave shall accrue at the rate of 5.54 hours per pay period. D. An employee shall not earn the full sick leave accrual in a given pay period unless he/she is in full pay status for the entire pay period (i.e. on duty or on approved leave with pay). In the event an employee is not in full pay status for an entire pay period, he/she shall accrue sick leave at the rate of .069 hours for each one (1) hour in full pay status during the pay period. E. If any employee fails to submit adequate proof of illness, injury, or death in the immediate family when requested by the City under the provisions of Section 33.47 of the Dublin Codified Ordinances; or in the event that such proof is submitted but does not provide satisfactory evidence, such leave shall be considered unauthorized leave and shall be without pay. F. In the event of a death in the immediate family, an employee shall be entitled to up to three (3) consecutive days of sick leave for funeral service and/or burials and an additional two days of sick leave for such services out of state, if needed for these purposes. Additional days off may be approved at the discretion of the City Manager. G. Sick leave shall accrue without limitation. RECORD OF ORDINANCES Dayton Legal Blank, Inc. Form No. 30043 ordinance No. 73-06 (amended) Passed Page 13 20 H. After at least ten (10) complete years (120 months) of continuous service with the City, employees who are laid off or who qualify for retirement benefits under the Ohio Public Employees Retirement System (OPERS), are approved for retirement by OPERS, and actually retire from City service under the OPERS, shall be entitled to receive payment for accrued unused sick leave. The rate of pay for such accrued unused sick leave shall be at the employee's standard hourly rate of pay at separation multiplied by one-third (1/3) of the total number of accrued unused sick leave hours. Total payment under this provision shall not exceed 540 hours. In the event an employee dies while in the employ of the City, except as provided for in the section immediately following, and the employee qualifies for his/her respective retirement, his/her spouse, or secondarily, his/her estate, shall be paid the aforementioned rate of redemption for accrued unused sick leave. I. After 20 years of service with the City of Dublin, an employee who resigns from service in good standing (employee's separation must not be for "just cause") and who has a minimum of one thousand two hundred and eighty (1,280) hours of sick leave in his/her sick leave balance at the time of resignation/separation, shall be entitled to convert a portion of his/her unused sick leave. The conversion payment under this provision shall be the employee's straight time hourly rate of pay multiplied by one-third (1/3) of the total number of unused sick leave hours, up to a maximum of 500 hours. J. At the end of each payroll year, an employee may choose to convert a portion of his/her accrued but unused sick leave to a cash payment, subject to all of the following conditions: 1. The employee must have a sick leave balance of at least seven hundred and twenty (720) hours at the end of the first pay period in December; 2. The employee must have 40 hours or less of sick leave usage for the past 12 months as of the end of the first pay period in December (FMLA protected leave exempted); 3. The employee may convert no more than 48 hours of sick leave to pay; 4. Sick leave shall be converted at the rate of two (2) hours of sick leave to one (1) hour of pay at the straight time hourly rate of pay; 5. Once sick leave is converted to pay, it shall not be converted back to sick leave. Should an employee exercise this conversion option, it shall be his/her responsibility to forward a memorandum to the Department of Finance specifying the number of hours he/she wishes to convert to cash, prior to the end of the first pay period in December. The cash conversion shall then be paid to the employee in the first pay period in the new payroll year. K. If an employee is killed while performing his/her authorized, assigned job duties, his/her surviving spouse, or secondarily, his/her estate, shall be paid for one hundred percent (100%) of the value of the employee's accrued but unused sick leave, at the standard hourly rate in effect at the time of death. The amount so paid shall constitute payment in full for all accrued and unused sick leave credited to the employee. RECORD OF ORDINANCES Dayton Legal Blank, Inc. Fonn No. 30043 ordinance No. 73-06 (amended) SECTION 12. VACATION LEAVE Passed Page 14 20 A. All employees serving in Full-Time Permanent positions shall accrue vacation leave in accordance with the following schedule: Completed Years of Public Service 0 Years - 1 Year 2 Years - 4 Years 5 Years - 10 Years 11 Years - 15 Years 16 Years - 20 Years 21 Years or More Years Accrued Vacation Hours per Year 40 Hours 108 Hours 142 Hours 170 Hours 192 Hours 226 Hours B. An employee who has prior public service with any state government or any political subdivision thereof, may receive credit for his/her prior service with these employers for the purpose of computing the amount of his/her vacation leave with the City of Dublin, if the nature of said service is relevant to the nature of his/her service with the City of Dublin. C. Anew employee of the City, with less than one (1) year of prior public service as identified under Section 12, paragraph B above, shall not, within the first six (6) months of his/her employment with the City, accrue or use vacation leave and, during the remaining six (6) of his/her first year of employment, said employee shall accrue and be entitled to use up to a maximum of 40 hours of vacation leave. D. A new employee of the City, with more than one (1) year of prior public service as identified under Section 12, paragraph B above, shall be entitled to accrue vacation leave immediately upon appointment, pursuant to the schedule identified in Section 12, paragraph A, provided that proper verification of said prior public service is received by the City, and said employee shall be entitled to use vacation leave after the mid-point of his/her probationary period. E. An employee shall not earn his/her full vacation accrual in a given pay period unless he/she is in full pay status (i.e. on duty or on approved leave with pay) in the entire pay period. In the event an employee is not in full pay status during the entire pay period, he/she shall accrue vacation leave on a pro-rated basis taking into account the number of hours in full pay status during the pay period and his/her rate of accrual at that given time. The formula for pro-rating the employee's accrual under such circumstances shall be the number of hours in full pay status multiplied by the converted hourly accrual rate. F. Procedures governing the use and approval of vacation leave are contained within Section 33.46 of the Dublin Codified Ordinances. G. An employee may carry over, from one payroll year to another, a maximum of 160 hours of unused vacation leave. An employee may carry over more than 160 hours of unused vacation leave from one payroll year to another with the approval of the City Manager, which shall be at the sole discretion of the City Manager. H. Employees are encouraged to utilize this benefit for the purpose for which it is intended, e.g. rest, relaxation, travel, etc. Employees below the Department Head, Assistant Department Head and Division Head level shall not be permitted to receive payment for accrued vacation leave in lieu of actual usage, except when an employee resigns from employment, is terminated by the City, dies, or is laid off. However, in addition to the above conditions under which RECORD OF ORDINANCES Dayton Legal Blank. Inc. Form No. 30043 Ordinance No. 73-06 (amended) Passed Page 15 20 employees shall be permitted to receive payment for accrued vacation leave, employees at the Department Head, Assistant Department Head, and Division Head level shall be permitted to receive payment for accrued vacation leave at the end of each payroll year. In any case where payment for accrued vacation leave is permitted in lieu of actual usage, the maximum amount of vacation leave for which the employee may receive payment shall not exceed 160 hours. The calculation for converting vacation leave to cash shall be the employee's converted hourly rate of pay multiplied by the number of hours to be converted. In the event a Department Head, Assistant Department Head, or Division Head wishes to exercise the above-mentioned conversion option at the end of a payroll year, it shall be his/her responsibility to forward a memorandum to the Department of Finance specifying the number of hours he/she wishes to convert to cash, prior to the end of the first pay period in December. The cash conversion shall then be paid to the employee on the scheduled pay date at the conclusion of the last pay period of December. I. If anon-exempt employee is ordered to work while on approved vacation leave, he/she shall be paid the rate of double-time, with a minimum guarantee of four (4) hours pay for each such call in. J. Vacation leave maybe taken in minimum multiples ofone-quarter hour. K. The City shall determine the method of crediting vacation leave. L. Vacation leave shall not be used to artificially extend the separation date of an employee who has resigned from employment with the City. The effective date of the employee's resignation shall be the same as the employee's last day worked. SECTION 13. PAID TIME OFF FOR EMPLOYEES SERVING IN PART- TIME PERMANENT POSITIONS A. All employees serving in Part-Time Permanent positions who have worked, or have been in paid status, a minimum of 1,040 hours the previous payroll year, shall receive 32 hours of "paid time off ' in the first pay period of the next payroll year. This time off may be used in increments of 1/4 hour and for any reason, provided that reasonable advanced notice is given to the employee's immediate supervisor. No unused portion of this "paid time off' allocation shall be carried over to the following payroll year. B. Should an employee serving in a part-time permanent position cease to be employed by the City of Dublin, no unused portion of the "paid time off previously allocated to the employee shall be converted to cash. SECTION 14. LONGEVITY PAY A. All employees serving in Full-Time Permanent positions shall be entitled to longevity pay in accordance with the following schedule, provided that all complete years of service are consecutive and have been accumulated in Full- Time Permanent positions: Completed, Consecutive Years of Service in Full-Time Permanent Positions with the City of Dublin Amount Four (4) through Six (6) $ 650 Seven (7) through Ten (10) $ 850 Eleven (11) through Fourteen (14) $1,050 Fifteen (15) through Nineteen (19) $1,150 Twenty (20) or more $1,275 RECORD OF ORDINANCES Dayton Legal Blank,lnc. Form No. 30043 ordinance No. 73-06 (amended) Passed Page 16 20 B. Employees shall become eligible for their longevity payment in the pay period in which the employee's anniversary date of appointment fall. The employee shall actually receive such longevity payment the following pay period and such payment shall be in a lump sum included in the employee's regular payroll check. The payroll check in which the longevity payment is included shall be taxed at the employee's existing W-4 rate. C. In the event an employee is on Leave without Pay for more than six (6) months within the particular year for which the employee would normally be entitled to longevity pay, he/she shall forfeit his/her entitlement to such pay. SECTION 15. MEDICAL, DENTAL, VISION, LIFE INSURANCE BENEFITS A. The City shall make available group medical, prescription drug, dental, and vision benefits to all employees serving in Full-Time Permanent positions and their dependents and to all Council Members and dependents in accordance with the City's Plan Documents. Said benefits will be those described in the City's Plan Documents and be made available subject to the applicable employee contribution and required deductibles, co-payments, co-insurance, and annual out-of-pocket maximums, etc. identified in the Plan Documents. B. The City shall make available group term life insurance and accidental death and dismemberment insurance coverage to all employees serving in Full-Time Permanent positions in accordance with the City's Plan Document, with no contribution on the part of employee. The City shall provide coverage in the amount of 1.5 times the employee's base annual compensation rate in effect as of December 31St of each year, with a minimum coverage level of $50,000 and a maximum coverage level of $150,000.00. SECTION 16. TUITION REIMBURSEMENT A. All employees serving in Full-Time Permanent positions shall be eligible to participate in the City' Tuition Reimbursement Program. Under this program, each employee shall be eligible for a maximum of Two Thousand Seven Hundred and Fifty Dollars ($2,750) in reimbursement per calendar year for fees and required textbooks, and courses of instruction voluntarily undertaken. Courses of instruction eligible for reimbursement under this program shall include courses necessary for job-related degree programs or courses of study not necessarily within ajob-related degree program but which are still job related. In addition, only course work provided by a recognized institution (e.g. college, university, community college, post-secondary technical school, etc.) shall be eligible for reimbursement under this program. B. All coursework subject to potential reimbursement shall be transmitted, in advance and through the employee's Department/Division Head, to the Director of Human Resources for approval. The Department/Division Head shall provide a written recommendation concerning approvaUdisapproval of the request at time of transmittal to the Director of Human Resources. If practicable, an employee shall make application for approval of the course work at least fifteen (15) days prior to commencement of the course of study. The Director of Human Resources shall evaluate the employee's coursework/degree program for job-relatedness and shall notify the employee, in writing, regarding his approval/disapproval of said coursework/degree program on that basis. An employee may receive blanket approval for an entire degree program or a continuing course of study if all courses within the program are identified. If all or part of the program is approved, the employee need not reapply for approval for each course within the portion(s) approved. If the Director of Human Resources disapproves all or part of the program/coursework, the employee may appeal, in writing, such disapproval RECORD OF ORDINANCES Dayton Legal Blank, Inc. Form No. 30043 73-06 (amended) Page 17 Ordinance No. Passed , 20 directly to the City Manager within 72 hours of notification from the Director of Human Resources. The City Manager will issue a written decision on the employee's appeal within five (5) working days of receiving the appeal. C. Courses are to be taken on other than scheduled working hours, unless approval is obtained from the appropriate Department/Division Head, Director of Human Resources, and the City Manager to take such courses on work time. D. Reimbursement shall be made upon successful completion of the course with a grade of C (2.00) or better. The employee shall submit an official transcript or certificate demonstrating successful completion of the course and a receipt from the institution confirming the employee has paid for tuition, fees, and required textbooks. Any financial assistance available to an employee shall be deducted from the amount of tuition reimbursement that would otherwise be applied. The employee shall not be reimbursed for incidental expenses such as paper or supplies, mileage, parking, meals, or other expenses other than tuition, fees, and required textbooks. E. In the event that an employee receives reimbursement under this program and voluntarily separates service with the City within the first year following reimbursement, he/she shall pay 100% of the reimbursement back to the City. Furthermore, in the event an employee voluntarily separates service during the second year following reimbursement, he/she shall pay 50% of the reimbursement back to the City. Should an employee have a tuition reimbursement payback obligation to the City, such obligation must be satisfied within one (1) year of the employee's separation date. Failure to fully satisfy such obligation by the former employee may generate an adverse recommendation in response to future reference checks by prospective employers. SECTION 17. TEMPORARY WORK ASSIGNMENT A. When an employee is designated to perform the duties of a job classification at a higher pay grade for a period of more than ten (10) consecutive work days, the employee shall be compensated at a rate of pay within that higher pay grade beginning on the eleventh (11`h) day and extending for the duration of the assignment. However, if in the judgment of the City Manager, circumstances warrant a temporary pay supplement retroactive to the date the employee first assumed the higher-level duties, the City Manager shall have the discretion to award such retroactivity. Upon the determination to award a temporary pay supplement, the rate of pay shall normally be set either at the minimum of the higher pay grade or at a point 10% greater than the employee's standard rate of pay, whichever is greater. This increased rate of pay shall, under no circumstances, exceed the maximum of the higher pay grade. When an employee is designated to perform the duties of a Department or Division Director position on an interim basis, the City Manager, on a case- by-case basis, shall have the discretion to award a temporary pay supplement in an amount greater than the standard amount identified above, yet appropriate to the individual merits/circumstances of each situation. B. Temporary pay supplements awarded under this Section may be awarded to a single individual or to multiple individuals, as circumstances warrant. SECTION 18. OVERTIME/COMPENSATORY TIME A. Non-exempt employees who work or are in paid status in excess of forty (40) hours in any workweek, shall be compensated at the rate oftime-and-one-half the non-exempt employee's regular hourly rate of pay for each overtime hour worked. RECORD OF ORDINANCES Dayton Legal Blank, Inc. Form No. 30043 Ordinance No. 73-06 (amended) Passed Page 18 20 B. Pursuant to the Fair Labor Standards Act, the City shall grant anon-exempt employee compensatory time off in lieu of overtime pay, at the rate of time- and-one-half for each overtime hour worked, if that employee so desires. Each non-exempt employee may accumulate a maximum compensatory time bank of 240 hours. After anon-exempt employee has accrued this maximum compensatory time bank, and not used it as leave, all additional overtime for such employee shall be paid at the rate of time-and-one-half. If at the end of each payroll year, anon-exempt employee has 160 hours of compensatory time in his/her compensatory time bank, he/she shall be permitted to convert up to 50 hours of compensatory time in said bank to cash. The calculation for converting Compensatory Time to cash shall be the employee's established hourly rate of pay multiplied by the number of hours the employee desires to convert. In the event the employee wishes to exercise this option, it shall be his/her responsibility to forward a memorandum to the Department of Finance specifying the number of hours he/she wishes to convert to cash, prior to the end of the payroll year. The cash conversion shall then be paid in a lump sum in the employee's regular payroll check, which shall be forwarded to the employee on the scheduled pay date at the conclusion of the first pay period in the new year. The payroll check in which this conversion payment is included shall be taxed at the employee's existing W-4 rate. C. Pursuant to the Fair Labor Standards Act, an employee with accumulated compensatory time may request leave and shall be granted such leave so long as the granting of said leave does not unduly disrupt City operations. D. Pursuant to the Fair Labor Standards Act, all non-exempt employees shall, upon termination, be paid for all accumulated compensatory time at an hourly rate not less than the average rate received by the non-exempt employee over the last three (3) years of employment or the final regular hourly rate, whichever is greater. In the event of an employee's death, such compensation shall be paid to the employee's surviving spouse or, secondarily, his/her estate. E. When anon-exempt employee is required by an appropriate supervisor to work on the seventh (7th) consecutive day within such employee's scheduled workweek, and such employee has actually worked, or been in paid status, the five (5) ~revious consecutive days plus a minimum of three (3) hours on the sixth (6t) consecutive day of work, such employee shall be compensated at the rate of double time for all hours worked on the seventh (7th) consecutive day. For purposes of this provision, the seventh (7th) consecutive day shall be considered to start at 12:00 midnight and end at 11:59 p.m. F. When anon-exempt employee is either called in or scheduled in advance for work by an appropriate supervisor, and the employee reports for said work more than 30 minutes after the completion of the regularly scheduled work hours, the employee shall be paid for a minimum of three (3) hours at the appropriate overtime rate or be credited with a minimum of three (3) hours of compensatory time at the appropriate rate. G. Pursuant to the Fair Labor Standards Act, exempt employees are not entitled to overtime pay or formal compensatory time. However, the policy of the City shall be to allow Exempt personnel to take a limited amount of time off from their duties during normal business hours, if they have been required to devote considerable time in excess of the normally required time commitment associated with the nature of their positions, provided they comply with the administrative guidelines of the City Manager regarding taking such time off from their duties. RECORD OF ORDINANCES Dayton Legal Blank, Inc. Form No. 30043 Ordinance No. 73-06 (amended) Passed Page 19 20 SECTION 19. SHIFT DIFFERENTIAL A. Employees serving in Full-Time Permanent positions within the Crew Supervisor and Communications Supervisor job classifications shall be eligible for shift differential pay as follows: (1) For employees regularly assigned to first shift, shift differential shall be applied to any hours worked between the hours of 5:00 p.m. and 6:45 a.m. (2) For employees regularly assigned to second or third shift, shift differential shall be applied to any hours worked. B. Employees serving in Full-Time Permanent positions within the positions of Administrative Assistant, Staff Assistant, or Office Assistant within the Streets and Utilities work unit, who are required to serve as support staff to winter weather events, shall be eligible for shift differential pay when they work such winter weather events between the hours of 5:00 p.m. and 6:45 a.m. C. Shift differential pay shall be applicable to actual hours worked and shall not be paid in addition to regular pay for any hours spent on approved paid leave, with the exception of leave due to mandatory training. Mandatory training is defined as classes/coursework where employee attendance is required by the City. Time spent in optional training programs shall not qualify for shift differential pay. D. If authorized overtime occurs in conjunction with the regular workday, the shift differential shall be paid for each hour of overtime worked as specified in paragraph A. above. If shift differential pay is applicable, and overtime occurs, the shift differential pay shall be added to the base hourly rate prior to computing the overtime rate. Shift differential pay will be paid on a bi-weekly basis and will not be cumulative under any circumstance. E. The shift differential rate shall be .70 per hour. SECTION 20. This Ordinance shall be effective January 1, 2007. Passed this ~ day of ~(J6U.~J!- ~ 2006. Mayor -Presiding Officer ATTEST: Clerk of Council I hereby certify that copies of this Ordinance/Resolution were posted in the City of Dublin in accordance with Section 731.25 of the Ohio Revised Code. Dep Clerk of Council, Dublin, Ohio CITY OF DUBLIN.. Office of the City Manager 5200 Emerald Parkway • Dublin, OH 43017 Phone: 614-410-4400 • Fax: 614-410-4490 To: Members of City Council From: Jane S. Brautigam, City Manager v zz.~w~~ ~~I~i~ U x.w~-~ Date: November 16, 2006 Initiated By: David L. Harding, Director of Human Resources Re: Amended Ordinance No. 73-06 -Compensation Plan SUMMARY Memo Attached for your consideration please find Amended Ordinance No.73-06 regarding the adoption of a new "Compensation Plan" for non-union personnel of the City of Dublin. Staff is recommending that Ordinance No. 73-06 be amended to reflect the incorporation of a new job classification title and corresponding pay grade. This amendment involves the insertion of a new classification title and corresponding pay grade ("Contract Specialist", Pay Grade 5.2) under the "Natural Resources" categorical heading in Section 2 (WAGE & SALARY STRUCTURE/ADMINISTRATION), paragraph A of the Ordinance. Staff is proposing this amendment as a result of a recent meeting of the Classification & Compensation Project Team, during which the Team discussed the title of a new position which has been included in the Proposed 2007 Operating Budget within Parks & Open Space. This position is currently entitled "Landscape Inspector" in the proposed budget document; however, the primary purpose of this new position will be to ensure contract compliance regarding capital projects related to parks and right of way landscaping as well as the maintenance of turf, trees, and landscape beds. After a discussion of the position's role and purpose, the Team concluded that a more appropriate title would be "Contract Specialist". RECOMMENDATION Staff recommends that Amended Ordinance No. 73-06 be adopted by Council at the second reading on November 20, 2006. CITY OF DUBLIN- Office of the City Manager 5200 Emerald Parkway • Dublin, OH 43017 Phone: 614-410-4400 • Fax: 614-410-4490 To: Members of City Council From: Jane S. Brautigam, City Manager Date: November 2, 2006 Initiated By: David L. Harding, Director of Human Resources Re: Ordinance No. 73-06 -Compensation Plan Memo SUMMARY Attached for your consideration please find Ordinance No. 73-06 regarding the adoption of a new "Compensation Plan" for non-union personnel of the City of Dublin. Adoption of this Ordinance will accomplish two key objects: To incorporate the compensation recommendations resulting from the recently completed Classification & Compensation Study; ^ To consolidate all effective provisions regarding compensation from numerous amendments to the Plan during the past 10 years into a single legislative source known as the new "Compensation Plan". The intent of the attached legislation is to implement a new range structure and related compensation provisions effective January 1, 2007. This legislation is being proposed at this time in order that it may be considered concurrently with Council's Operating Budget hearing process scheduled for November 8 and 15, 2006. Funding for all pay adjustments resulting from the new "Compensation Plan" have been programmed into the proposed 2007 Operating Budget that Council will be reviewing during the next two weeks. The wage impact associated with these adjustments is projected at 4.7% above current wage/salary costs. The pay ranges proposed in the attached legislation are 10% above the combined Columbus market for comparable public and private sector jobs. Establishing our ranges 10% above the market is analogous to our previous 80"' percentile pay philosophy. (The data analysis performed by our consultant revealed that by establishing our ranges at 10% above the market, 80% of the other employers in the market for comparable jobs would pay less than the City of Dublin, which is essentially the same as the 80`'' percentile). The "percentile" concept can, at times, be misinterpreted; therefore, our consultant recommended that the City use the "percent above market" concept as the standard for establishing our ranges relative to the market. The proposed range structure is supported by extensive market pay data. Market pay data was gathered and analyzed for 281 different jobs in the combined Columbus market, which represented over 10,000 incumbents. The composition of this market data was 1/3 private sector and 2/3 public sector. The proposed range structure is also designed to remain competitive for atwo-year period. Future adjustments to this range structure will not be needed until 2009. During 2008, the project team will analyze market pay data once again and determine if adjustments to this range structure would be warranted for 2009. Should such adjustments be warranted, staff would prepare the necessary legislation proposing such adjustments, which would be effective January 1, 2009. Key Elements of Proposed New Compensation Structure The key elements of the proposed new compensation structure are contained in Section 2 (WAGE & SALARY STRUCTURE/ADMINISTRATION) of the attached legislation. These key elements are highlighted as follows: Range Structure The design of the proposed new range structure is different than the current range structure in that it contains three range segments "Market", "Target", and "Premium". Each of these segments is defined as follows: ^ Market - a range of compensation associated with the basic knowledge, skills, and capabilities commonly found in the labor market or the performance of all job responsibilities consistent with general market expectations. ^ Tar et - a range of compensation associated with extensive knowledge, expertise, skills, or capabilities or performance of all job responsibilities that fully and consistently meets the high performance standards and core values of the City of Dublin. Premium - a range of compensation associated with unique, special, or exceptional knowledge, skills, capabilities, or expertise, which may be in short supply because of market conditions, or performance that meets defined criteria of exceptional and premium value and which is widely recognized throughout the organization because of the value-added contribution it represents. This segment is for only a small percentage of the City workforce and placement within this segment would be a rare occurrence. Pay Adjustments Under the proposed new compensation system, the City Manager may approve pay adjustments within the new range structure, much like in the current system. However, unlike the current system, these pay adjustments would be based not only on the employee's performance and conduct, but also the employee's position in his/her pay range. Under the new system, pay adjustments would be awarded as follows: Employees in the "market" segment of their pay range, whose performance meets the City's standards and who consistently demonstrate the core values of the organization, would be eligible for larger and, if warranted by performance, more frequent pay adjustments to move them into the "target" segment of their ranges within a reasonable period of time. One of the goals of the new compensation system is to move those employees who continue to meet the City's standards of performance and conduct from the "market" segment into the "Target" segment within a reasonable period of time, so that the City reduces its risk of losing these employees to similar positions in other organizations. Employees in the "target" segment of their pay ranges would be eligible for normal adjustments to remain competitive with the market, provided their performance meets the City's standards and they consistently demonstrate the core values of the organization. Once an employee reaches the maximum of the "target" segment, the employee would no longer be eligible for pay adjustments unless he/she is approved for entrance into the "premium" segment. Employees who are approved for entrance into the "premium" segment of their pay range will be eligible for normal pay adjustments, provided they continue to meet defined criteria, continue to demonstrate a premium/value-added contribution, and continue to demonstrate the core values of the organization. Gaining access to the "Premium" segment of the pay range would be a very rare occurrence and only a small percentage of the workforce would be approved for entrance into the "Premium" segment. Gaining access to the "premium" segment would require the approval of the staff Classification & Compensation Project Team, which would be based on substantial justification. The funding for these pay adjustments would be programmed every year into the proposed Annual Operating Budget for Council's consideration, the same as our current practice. As in all prior "Compensation Plans", Section 2 E of Ordinance No. 73-06 clearly establishes that pay adjustments within the wage & salary structure shall be subject to the funding levels authorized by Council within the adopted Annual Operating Budget. Starting Compensation Rates for New Appointments For situations involving new appointments, the starting rate of compensation would be determined by the HR Director in consultation with the hiring manager or director for compensation within the "market" and "target" range segments, much the same as is currently the case in the existing system. However, under the new system, starting compensation that is in the "premium" range segment would require the approval of the City Manager. "Job Family" Concept Under the proposed new classification & compensation system, the City Manager may establish "Job Families" for certain job classifications, where appropriate. A "Job Family" is defined as a logical progression of positions requiring similar core skills and accomplishing similar work (for example Planner I, Planner II, and Senior Planner or Accounting Assistant and Accounting Specialist, or Office Assistant I and Office Assistant II). The differences in the levels of the job family relate to the depth and breadth of expertise in the family discipline and the effective application of that expertise in specific assignments. In most cases, it is reasonable to expect an incumbent with strong performance and on-the job training to develop the skills to qualify for higher levels in the family when they are available. Where appropriate, this advancement may occur without a competitive selection process (for example Planner I to Planner II, Office Assistant I to Office Assistant II, or Accounting Assistant to Accounting Specialist). Also, where appropriate, this advancement may occur only through a competitive selection process (for example Senior Planner to Planning Manager). Under the new system, should the City Manager wish to establish such "Job Families", it would be a requirement that written "Job Family Descriptions" be developed, which clearly identify the levels in the "Job Family" and the method for progression to higher levels in the "Job Family", inclusive of whether progression may occur with or without a competitive selection process. Special Implementation Practices The consultant and project team have recommended the usage of several special implementation practices, most of which are designed to mitigate any negative impacts on the existing workforce. These practices are contained in Sections 3 through 6 of the attached legislation and are highlighted as follows: "Grandfathering" Existing Range Maximums Shortly after the new range structure was designed, it became apparent to the project team there were a number of job classifications whose maximum of the proposed "target" segment was less than the maximum of the current pay range presently in place. For example, the maximum of the current range for Software Support Analyst was $66,383.00, but the maximum of the proposed "target" segment was $57,900. It was subsequently determined that a considerable number of existing employees would be negatively impacted by this loss of future pay opportunity. To mitigate this negative impact on the existing workforce and provide for a smoother transition in the implementation of the new range structure, the consultant and project team have recommended that the concept of "grandfathering" be employed. Under this concept, the maximum of the current pay range would be preserved for all existing employees whose current pay range maximum is greater than their proposed "target" segment maximum. All employees in this situation would, therefore, be eligible for future pay adjustments up to their "grandfathered" range maximum. This "grandfathered" range maximum would be preserved until market pay catches up to this "grandfathered" range maximum. New employees would be hired under the new proposed range structure and would be subject to its lower "target" segment maximum. Although this approach would require staff to manage a dual range structure for a period of time, it would not result in a major fiscal impact and would mitigate the potential negative impact associated with the proposed new range structure. Our consultant has projected that, given implementation of the "grandfathering" concept, 73% of the affected employees would be absorbed into the proposed new range structure by the next range structural adjustment projected for 2009, while 25% would be absorbed into the range structure in 2011. Base Compensation During the course of the Study, staff asked our consultant to offer an alternative to the City's current practice of authorizing car allowances for certain Directors through the annual operating budget process. The practice of providing car allowances to some Directors and not to others has led to questions in past budget processes. This seemed to be the opportune time to re- evaluate this practice. As a result, our consultant recommended that the practice of providing car allowances be abandoned and that the amount of these car allowances be incorporated into base compensation. Consequently, as part of the implementation, all car allowances will be reflected in base salaries. In addition, to provide for a smoother transition in the implementation of the new range structure and compensation system, the consultant and project team have recommended that the City employ a "one time only" special practice. Under this practice, all employees who received a lump sum "Performance Bonus" in 2006 would have the amount of that bonus shown as part of their base compensation. (Under the current "Performance Bonus Program", these bonuses are not factored into the base compensation.) Under this special practice, as a "one time only" occurrence, the amount of this bonus would be shown as part of the employee's base compensation prior to the receipt of any pay increase in 2007. By showing this bonus amount as part of the employee's base compensation, the employee's 2007 pay increase would yield a larger amount because it would be calculated on a higher base. LumA Sum Bonus The proposed new compensation system would eliminate the "Performance Bonus Program" as it currently exists. However, to again provide for a smoother transition in the implementation of the new system, the project team and consultant have recommended a continuation of the lump sum payment concept contained in the current "Performance Bonus Program" in the initial implementation year of 2007. Under the current "Performance Bonus Program", employees who are near or at the top of their pay range maximum are entitled to receive a lump sum bonus to the extent that a pay increase would take them above the maximum of the pay range. Under the transition practice recommended by staff, should this situation occur in 2007, employees who were employed by the City in 2006 would receive a lump sum payment to the extent that their 2007 pay increase would take them above the maximum of their pay range, provided that they are performing their jobs in a satisfactory manner. This lump sum bonus would not become part of the employee's base compensation and would be a feature only provided in 2007. Beginning in 2008, no lump sum bonuses would be provided. Minimum Pay Increase To once again provide for a smoother transition in implementation, the project team and consultant have further recommended that during the initial implementation year of 2007, all existing 2006 employees receive at least a 2% pay increase (or lump sum bonus, if applicable), provided that the employee performs hislher job in a satisfactory manner. This minimum pay increase provision would be a feature provided only in 2007. Beginning in 2008, no minimum increase would be provided. Consolidation of Compensation Provisions Ordinance No. 73-06 consolidates all effective provisions regarding compensation for non-union employees under a single legislative source. Since 1996, when the last full compensation study was completed, the "Compensation Plan" ordinance has been amended numerous times. In an effort to once again have all compensation provisions in one source document, staff has researched the legislative history on the various amendments and has consolidated all existing compensation provisions into Ordinance No. 73-06. This "housekeeping" effort will make it much easier to locate various compensation provisions when it is necessary to research these items. All existing compensation provisions have been incorporated into Sections 7 through 19 of Ordinance No. 73-06. This "housekeeping" effort has resulted in no substantive amendments to existing compensation levels. There are, however, two minor amendments in Section 13 (PAID TIME OFF FOR EMPLOYEES SERVING INPART-TIME PERMANENT POSITIONS) and one minor amendment in Section 14 (LONGEVITY PAY). The amendments to Section 13 involve the addition of the last sentence of paragraph A to clarify that no unused portion of a "paid time off 'allocation may be carried over to a following year and the addition of paragraph B to make it clear that no unused "paid time off "will be converted to cash upon separation of employment. The amendment to Section 14 is in paragraph A and establishes that in order to qualify for Longevity payments, the years of service with the City of Dublin must be consecutive years of service, not just complete years of service in full-time permanent positions with the City. RECOMMENDATION Staff recommends that Ordinance No. 73-06 be adopted at its second reading during the Council Meeting on Monday, November 20, 2006.