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88-07 OrdinanceRECORD OF ORDINANCES Dayton Legal Blank, Inc Form No 30043 Ordinance No. 88 - 07 (Amended) Passed 20 1 1 AN ORDINANCE AMENDING SECTIONS 2 (WAGE & SALARY STRUCTURE /ADMINISTRATION), 12 (VACATION LEAVE), 14 (LONGEVITY PAY), 16 (TUITION REIMBURSEMENT), 17 (TEMPORARY WORK ASSIGNMENT), AND 18 (OVERTIME /COMPENSATORY TIME) OF ORDINANCE 73 -06 ( "COMPENSATION PLAN FOR NON -UNION PERSONNEL "), AND DECLARING AN EMERGENCY WHEREAS, Council has determined, upon the recommendation of the City Manager, that certain sections of the Compensation Plan for non -union personnel should be amended; and WHEREAS, Council has determined that these amendments are necessary for the administrative and operational effectiveness of the City of Dublin; and WHEREAS, Council has determined that these amendments will enhance the City of Dublin's competitive position in the labor market, thus aiding in the recruitment and retention of a talented, high quality workforce; and WHEREAS, Council desires that the City of Dublin remain an "Employer of Choice" in the Central Ohio region. NOW, THEREF RE, BE IT ORDAINED by the Council of the City of Dublin, State of Ohio, of the elected members concurring that: Section 1. That Section 2 (Wage & Salary Structure /Administration), paragraph A of Ordinance No. 73 -06 be amended by deleting the Public Information Officer classification title and corresponding pay grade (4.2) listed under the Community Relations/Public Information functional categorical heading and incorporating the new classification titles and corresponding pay grades, as follows: Community Relations /Public Information Classification Title Pay Grade Website Specialist 4.3 Public Information Officer 4.3 Senior Public Information Officer 4.2 Public Affairs Officer 4.1 Section 2. That Section 2 (Wage & Salary Structure /Administration), paragraph A of Ordinance No. 73 -06 be amended by changing the existing pay grade (5.3) for the Court Clerk job classification listed under the Criminal Justice functional categorical heading to the following: Criminal Justice Classification Title Pay Grade Court Clerk 5.2 Section 3. That Section 2 (Wage & Salary Structure /Administration), paragraph A of Ordinance No. 73 -06 be amended by deleting the Civil Engineer classification title and corresponding pay grade (4.2) listed under the Engineering/Electrical functional categorical heading and incorporating the new classification titles and corresponding pay grades, as follows: RECORD OF ORDINANCES Dayton Legal Blank, Inc Form No 30043 Ordinance No. Ordinance 88- 07(Amended) Passed Engineering /Electrical 1 Classification Title Pay Grade Civil Engineer I 4.3 Civil Engineer II 4.2 Senior Civil Engineer 4.1 Pa%2 Section 4. That Section 2 (Wage & Salary Structure /Administration), paragraph A of Ordinance No. 73 -06 be amended by deleting the Director of Fiscal Administration classification title and corresponding pay grade (3.2) listed under the Finance /Accounting /Procurement functional categorical heading and incorporating the new classification titles and corresponding pay grades, as follows: Finance /Accounting /Procurement Classification Title Pay Grade Budget Manager 3.3 Deputy Director of Finance 3.2 1 Section 5. That Section 2 (Wage & Salary Structure /Administration), paragraph A. of Ordinance No. 73 -06 be amended by incorporating a new job classification title and corresponding pay grade under the General Management /Administration functional categorical heading, as follows: General Management /Administration Classification Title Pay Grade Management Assistant 4.3 Section 6. That Section 2 (Wage & Salary Structure /Administration), paragraph A. of Ordinance No. 73 -06 be amended by deleting the Software Support Analyst classification title and corresponding pay grade (5.1) listed under the Information Technology functional categorical heading and incorporating the new classification titles and corresponding pay grades, as follows: Information Technology Classification Title Pay Grade Software Application Specialist 4.3 Senior I.T. Analyst 4.3 Senior GIS Analyst 4.3 I.T. Manager 3.3 Section 7. That Section 2 (Wage & Salary Structure /Administration), paragraph A of Ordinance No. 73 -06 be amended by incorporating the new classification titles and corresponding pay grades under the Natural Resources functional categorical heading, as follows: Natural Resources Classification Title Pay Grade Parks Administrator 4.1 Parks Operations Specialist 4.3 RECORD OF ORDINANCES Dayton Legal Blank, Inc Form No 30043 Ordinance No. Ordinance 88- 07(Amended) Passed Page 3 20 1 Section 8 . That Section 12 (Vacation Leave), paragraph A of Ordinance No. 73 -06 be amended by increasing the number of accrued vacation hours per year at the 11 -15, 16 -20, and 21 or more years of service levels from 170, 192, and 226, respectively to the following: Completed Years of Public Service Accrued Vacation Hours per Year 11- 15 Years 180 Hours 16 -20 Years 200 Hours 21 Years or More 230 Hours Section 9 . That Section 12 (Vacation Leave), paragraph G of Ordinance No. 73 -06 be amended by deleting the language contained therein and replacing it with the following: G. An employee with fewer than eleven (11) completed years of public service may automatically carry over from one payroll calendar year to another a maximum of 160 hours of vacation leave. An employee with eleven (11) or more completed years of public service may carry over a maximum of 200 hours of vacation leave from one payroll calendar year to another. Section 10. That Section 14 (Longevity Pay), paragraph A of Ordinance No. 73 -06 be amended by deleting the longevity pay schedule contained therein in and replacing it with the following: Completed, Consecutive Years of Service in Full -Time Permanent Positions with the City of Dublin Amount Four (4) through Six (6) Years $750.00 Seven (7) through Ten (10) Years $950.00 Eleven (11) through Fourteen (14) Years $1,250.00 Fifteen (15) through Nineteen (19) Years $1,500.00 Twenty (20) or More Years $1,700.00 1 Section 11. That Section 16 (Tuition Reimbursement), paragraph A of Ordinance No. 73 -06, be amended by increasing the annual tuition reimbursement amount for which an employee is eligible from the $2,750.00 contained therein to $3,000.00. Section 12. That Section 18 (Overtime /Compensatory Time), paragraph E of Ordinance No. 73 -06, be amended by deleting the language contained therein and replacing with the following: E. When a non - exempt employee is required by an appropriate supervisor to work on the seventh (7 consecutive day within such employee's scheduled workweek, and such employee has actually worked at least thirty -two (32) hours in the five (5) previous days plus a minimum of three (3) hours on the sixth (6 consecutive day of work, such employee shall be compensated at the rate of double time for all hours worked on the seventh (7 consecutive day. For purposes of this section, the seventh (7 consecutive day shall be considered to start at 12:00 midnight and end at 11:59 pm. RECORD OF ORDINANCES Dayton Legal Blank, Inc Form No 30043 Ordinance No 1 CI Ordinance 88- 07(Amended) Passed Pag 4 1 0 Section 13. That Section 17 (Temporary Work Assignment), paragraphs A and B of Ordinance No. 73 -06 be amended by deleting the language contained therein and replacing it with the following: A. When an employee is designated by a Director or the City Manager to perform higher -level duties outside the scope of his/her established job classification for a period of more than ten (10) consecutive work days, the employee shall be compensated at a higher rate of pay beginning on the eleventh (11`") 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, a percentage rate increase shall be awarded in an amount not to exceed the normal pay adjustment percentage established for the year in which the need for the temporary pay supplement occurs, unless unusual circumstances exist to justify a higher rate of pay. Any exception for unusual circumstances must be supported by substantial written justification. Under no circumstances shall the increased rate of pay exceed the "target" maximum of the pay grade associated with the higher -level duties. When an employee is designated to perform the duties of a 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 normal pay adjustment established for that particular year, yet appropriate to the individual merits /circumstances of each situation. Section 14 . That this Ordinance is hereby declared to be an emergency measure necessary for the immediate preservation of the public peace, health, safety or welfare, and further, the amendments contained within are adjunct to the adoption of the 2008 Operating Budget, which is effective January 1, 2008. Therefore, this Ordinance shall be effective on January 1, 2008. Passed this _�ay of L �eo X007. Mayor — Presiding Officer ATTEST: Clerk of Council CITY OF DUBLIN,. Office of the City Manager 5200 Emerald Parkway - Dublin, OH 43017 -1006 Phone: 614 -410 -4400 - Fax: 614 - 410 -4490 To: Members of Dublin City Council Memo From: Jane S. Brautigam, City Manager�s,,,.�.� 5 �� -,..✓ Date: December 10, 2007 Initiated By: David L. Harding, Director of Human Resources Michele Hoyle, Director of Fiscal Administration Re: Ordinance No. 88 -07 (Compensation Plan) — Revised Cost Projections SUMMARY Attached is a revised spreadsheet showing the estimated costs associated with the proposed changes in the Compensation Plan. An error has been discovered in a formula in the previous spreadsheet provided to Council in the Council packet and staff would like to take this opportunity to provide Council with a corrected version of the spreadsheet. The error resulted in inaccuracies in the bottom two rows ( "Subtotal" and "Grand Total ") on the spreadsheet such that the total three -year cost projection was higher than it should have been. The three -year cost projection Grand Total on the original version of the spreadsheet was $822,704. The new, corrected three -year Grand Total is $732,012, a reduction of $90,692. Staff apologizes for the inconvenience associated with providing this information to Council on the day of the Council Meeting. RECOMMENDATION Staff requests that Council consider the attached revised cost projections in reaching a final decision regarding Ordinance No. 88 -07. Attachment Estimated Additional Expenditures Associated with Compensation Plan (Ordinance 88 -07) Cost of New Job Classifications included in the 2008 Operating Budget:* City Manager 2008 2009 2010 Total Longevity Payments $23,925 $26,275 $28,525 $78,725 Fringe Benefits 3,589 3,941 4,279 11,809 Tuition Reimbursement 5,000 5,000 5,000 15,000 Subtotal $32,514 $35,216 $37,804 $105,534 Cost of New Job Classifications included in the 2008 Operating Budget:* City Manager Management Assistant Wages (9 months 2008) 38,700 51,191 52,727 142,618 Benefits 16,320 22,566 23,722 62,608 Conferences /Mileage 500 500 500 1,500 Equipment/furniture 2,500 0 0 2,500 Total - Management Analyst 58,020 74,257 76,949 209,226 Finance Director Deputy Director Wages (7 months 2008) 48,000 91,900 94,657 234,557 Benefits 13,500 28,818 30,121 72,438 Total 61,500 120,718 124,778 306,995 Remove Budget Analyst Wages (72,900) (75,087) (147,987) (2009 -2010) Benefits (25,882) (27,097) (52,979) (98,782) (102,184) (200,966) Net Total - Deputy Director 61,500 21,936 22,594 106,029 Community Relations Website Specialist Wages (6 months 2008) 30,000 61,800 63,654 155,454 Benefits 11,600 24,167 25,331 61,098 Total -Web Specialist 41,600 85,967 88,985 216,552 Upgrade to IT Mgr Wages (incremental increase) 26,600 27,398 28,220 82,218 Benefits 3,861 4,233 4,360 12,454 Total - Upgrade to IT Manager 30,461 31,631 32,580 94,672 Subtotal $191,581 $213,791 $221,107 $626,478 Grand Total $224,095 $249,007 $258,911 $732,012 * Includes only those job classifications for which a new position was added to the 2008 budget. Funding was not added to the 2008 for reclassifications of existing personnel and will be accommodated within budgeted funding for annual wage increases. Assumptions for 2009 and 2010: Annual wage increases of 3 %; insurance cost increases of 6% per year CrrY OF DUBLIN_ Office of the City Manager 5200 Emerald Parkway • Dublin, OH 43017 -1006 Phone: 614- 410 -4400 • Fax: 614- 410 -4490 To: Members of City Council From: Jane S. Brautigam, City Manager Date: December 6, 2007 Initiated By: David L. Harding, Director of Human Resources Michele Hoyle, Director of Fiscal Administration Re: Ordinance No. 88 -07 (Amended) and Related Cost Projections Summary Memo At the second reading of Ordinance No. 88 -07 at the November 19" Council Meeting, City Council requested a three -year cost projection of changes proposed within the compensation plan; specifically, longevity pay increases and additional expenditures included for new personnel within the 2008 Operating Budget related to new job classifications proposed in Ordinance No. 88 -07 (Amendments to the Compensation Plan for Non -Union Personnel). In addition, Council postponed this Ordinance until the December 10 Council Meeting to allow for joint consideration with Ordinance No. 87 -07, the proposed 2008 Annual Operating Budget. Staff has compiled the relevant expenditure data from the proposed 2008 Operating Budget. Attached is a spreadsheet showing the requested three -year projection of costs resulting from the proposed changes to the Compensation Plan. Note that this projection reflects only those new job classifications for which an additional position is proposed for 2008. Reclassifications of existing staff into new job classifications (e.g. Parks Administrator within Parks and Open Space) will be accommodated within normal funding for pay increases included within the Budget; additional funding is not necessary for these changes. Also, note that new positions proposed in existing classifications, such as the Assistant Horticulturist added to the Parks budget, are not included in this projection. While reviewing Ordinance No. 88 -07 to prepare the above - referenced cost projections, staff noticed a technical error in Section 8 of the Ordinance. In line three of Section 8 of the original Ordinance, reference was made to existing vacation accrual levels at the 11 -15, 16 -20, and 21 or more years of service levels as being 172, 194, and 226 respectively. The 172 and 194 accrual levels as referenced in Section 8 were inaccurate. The actual accrual levels at 11 -15 and 16 -20 years are 170 and 192, respectively. Therefore, staff has amended line three of Section 8 to accurately reflect the existing accrual levels accordingly. Staff has also amended Section 14 of Ordinance No. 88 -07 to include emergency adoption language. In order for Ordinance No. 88 -07 to be effective January 1, 2008 concurrent with the 2008 Operating Budget, adoption as an emergency would be necessary. Recommendation Staff respectfully requests that attached Ordinance No. 88 -07 (Amended) be adopted as emergency legislation at the December 10, 2007 Council meeting. Ordinance 88 -07 - Estimated Additional Expenditures Associated with Compensation Plan 2008 2009 2010 Total Longevity Payments $23,925 $26,275 $28,525 $78,725 Fringe Benefits 3,589 3,941 4,279 11,809 Tuition Reimbursement 5,000 5,000 5,000 15,000 Subtotal $32,514 $35,216 $37,804 $105,534 Cost of New Job Classifications included in the 2008 Operating Budget:* City Manager Management Assistant Community Relations Website Specialist Wages (9 months 2008) 38,700 51,191 52,727 142,618 Benefits 16,320 22,566 23,722 62,608 Conferences /Mileage 500 500 500 1,500 Upgrade to IT Mgr Equipment/furniture 2,500 0 0 2,500 Total - Management Analyst 58,020 74,257 76,949 209,226 Finance Director Total - Upgrade to IT Manager 30,461 31,631 32,580 94,921 Deputy Director Wages (7 months 2008) 48,000 91,900 94,657 234,557 Grand Total Benefits 13,500 28,818 30,121 72,438 Total 61,500 120,718 124,778 306,995 Remove Budget Analyst Wages (72,900) (75,087) (147,987) (2009 -2010) Benefits (25,882) (27,097) (52,979) (98,782) (102,184) (200,966) Net Total - Deputy Director 61,500 21,936 22,594 106,029 Community Relations Website Specialist Wages (6 months 2008) 30,000 61,800 63,654 155,454 Benefits 11,600 24,167 25,331 61,098 Total -Web Specialist 41,600 85,967 88,985 216,552 Upgrade to IT Mgr Wages (incremental increase) 26,600 27,398 28,220 82,218 Benefits 3,861 4,233 4,360 12,703 Total - Upgrade to IT Manager 30,461 31,631 32,580 94,921 Subtotal $211,481 $248,541 $256,900 $717,171 Grand Total $243,995 $283,757 $294,704 $822,704 * Includes only those job classifications for which a new position was added to the 2008 budget. Funding was not added to the 2008 budget for reclassifications of existing personnel and will be accommodated within budgeted funding for annual wage increases. Assumptions for 2009 and 2010: Annual wage increases of 3 %; insurance cost increases of 6 % per year CrrY OF DUBLIN_ Office of the City Manager 5200 Emerald Parkway • Dublin, OH 43017 -1006 Phone: 614 - 410 -4400 • Fax: 614 - 410 -4490 To: Members of City Council From: Jane S. Brautigam, City Manager Date: November 1, 2007 Memo Initiated By: David L. Harding, Director of Human Resources Re: Ordinance No. 88 -07 An Ordinance Amending the Compensation Plan SUMMARY Attached for your consideration is Ordinance No. 88 -07, which amends Ordinance No. 73 -06 ( "Compensation Plan" for non -union personnel). Adoption of this Ordinance will accomplish the following objectives: To incorporate the recommendations of the Classification & Compensation Team regarding the reclassification of several jobs, the addition of several new job classifications, the reassignment of one job classification's pay grade, and the creation of several new job families. To incorporate certain compensation enhancements /changes resulting from the recent labor negotiations with the USW union, which were subsequently adopted by ratification of the new Collective Bargaining Agreement. To revise the City's Temporary Work Assignment pay policy. Adoption of the attached legislation would implement the proposed amendments effective January 1, 2008. This legislation is being proposed at this time in order that the amendments contained within may be considered in tandem with the proposed 2008 Operating Budget, which is scheduled for Council review on November 8 and November 14, 2007. Funding to support the proposed Compensation Plan amendments has been programmed into the proposed 2008 Operating Budget. Reclassifications, New Classifications, Pav Grade Reassignments, Job Families The Classification & Compensation Team met on several occasions in the latter part of 2007 to evaluate various proposals regarding the reclassification of certain jobs, the creation of several new job classifications, the reassignment of one job classification to a different pay grade, and the creation of several new job families. You will recall that this Team consists of 10 senior managers representing all segments of the organization, whose mission it is to evaluate all proposed amendments to the Classification & Compensation system and in turn recommend those amendments deemed appropriate to Council on an annual basis. The new classifications proposed by the Team for 2008 relate to the need for new roles in the organization in order to accomplish important goals, administer new programs or operations, or enhance the effectiveness of existing organizational functions. The proposed job reclassifications relate to the reallocation of duties /responsibilities and/or the restructuring of functions within certain Ordinance 87 -07 — Compensation Plan Amendment November 1, 2007 Page 2 of 5 departments; and the one pay grade reassignrent relates to the re- evaluation of that job classification's existing level of responsibility in the organization. With respect to the creation of job families, the Classification & Compensation Team evaluated the need to identify career paths within the organization (where appropriate) in order that our workforce could see the possible future advancement opportunities available to them. As discussed during the Classification & Compensation Study process in late 2006, one focus of the new Classification & Compensation system would be the development and use of job families, which is a critical piece of an effective talent management/retention strategy. Consequently, Section 2, paragraph J. of Ordinance No. 73 -06 ( "Compensation Plan ") authorized the use of job families as a component of the new Classification & Compensation system. (Please refer to the attachment labeled "Job Family Concept' for further information on the job family concept and how it is used). After considerable deliberation, the Classification & Compensation Team is recommending that the amendments reflected in Sections 1 — 7 of the attached legislation be adopted. A brief, section -by- section summary of each of these amendments is provided as follows: Section 1 . These amendments involve the creation of a new Website Specialist classification and the creation of a Public Information job family. The primary role of the Website Specialist will be to provide technical support and assistance to the Website Editor in enhancing the technical capabilities of our City website. Staff recognizes that there is great opportunity to engage our residents through our website, and this job would provide the additional capacity for staff to take full advantage of this opportunity. Our recommendation is for this job classification to be assigned to pay grade 4.3 in the City salary structure. As the Classification & Compensation Team analyzed the need for a Public Information job family, it determined that there were three distinct levels of expertise needed in the public information segment of our Community Relations department. Therefore, the Classification & Compensation Team is recommending the creation of a three -level job family comprised of a Public Information Officer classification at pay grade 4.3, a Senior Public Information Officer classification at pay grade 4.2, and Public Affairs Officer at pay grade 4.1. (Please refer to the attached Salary Structure table for the range of compensation associated with pay grade 4.1, 4.2, and 4.3.) Section 2. This amendment involves the reassignment of the Court Clerk job classification from pay grade 5.3 to 5.2 in the City salary structure. The Classification & Compensation Team re- evaluated the level of responsibility inherent in this classification and found sufficient justification to reassign it to a higher pay grade. (Please refer to attached Salary Structure table for the range of compensation associated with pay grade 5.2 and 5.3.) Section 3 . These amendments relate to the creation of a Civil Engineer job family. As the Classification & Compensation Team analyzed the need for a Civil Engineer job family, it determined that there were three distinct levels of expertise needed in the professional engineering segment of our Engineering department. Consequently, the Classification & Compensation Team is recommending the creation of a three -level job family consisting of a Civil Engineer I classification at pay grade 4.3, a Civil Engineer II classification at pay grade 4.2, and a Senior Civil Engineer at pay grade 4.1. (Refer to attached Salary Structure table for the range of compensation associated with pay grade 4.1, 4.2, and 4.3.) Section 4. These amendments involve the reclassification of the Director of Fiscal Administration job classification to Budget Manager and the creation of a new Deputy Director of Finance classification. These amendments are part of a plan that would reallocate certain responsibilities within the Finance Ordinance 87 -07 — Compensation Plan Amendment November 1, 2007 Page 3 of 5 Department. Under the proposed plan, the existing Director of Fiscal Administration (pay grade 3.2) would be reclassified to Budget Manager at pay grade 3.3. With its heavy emphasis on budget preparation and ongoing budget administration, the Budget Manager title is more descriptive of the primary role in which the existing classification serves. The proposed plan also involves the creation of a Deputy Director of Finance classification. The primary role of this classification will be to serve as the Director's principal assistant in the overall management of the Finance department, with a particular emphasis on several key functional areas including Debt Administration, the administration of Tax Increment Financing and Economic Development Agreements, Project Accounting, Capital Budgeting, and Investments. It will also serve as an important role in the succession management strategy for the Finance Department. The Classification & Compensation Team is recommending that this classification be assigned to pay grade 3.2 in the City's salary structure. (Refer to attached Salary Structure table for the range of compensation associated with pay grade 3.2 and 3.3.) Section 5. This amendment relates to the creation of a new Management Assistant classification in the Office of the City Manager. This would be an entry- level, professional role designed to attract a recent graduate from a Masters Degree program in Public Administration and would enable the City to compete nationally with other top -level local government organizations for the best and brightest talent entering the field of Public Management. This role is designed to provide professional growth and development in the field of local government management while contributing in a meaningful way to the success of the organization through the performance of moderately complex work assignments in support of the entire organization. The incumbent would serve in this capacity for a period of 24 months, after which he /she would separate service, or if appropriate and desired by the City, be offered an opportunity to participate in a competitive selection process for existing vacancies in the organization. (This approach is becoming a "best practice" and has been used successfully in other top -level local government organizations such as Phoenix, AZ, and Kansas City, MO.) The principal focus of this role would be to serve as the "Historic Dublin Coordinator ". The Classification & Compensation Team is recommending that this classification be assigned to pay grade 4.3 in the City's salary structure. (Refer to attached Salary Structure table for the range of compensation associated with pay grade 4.3.) Section 6. These amendments involve the reclassification of the Software Support Analyst classification to Software Application Specialist, the reclassification of the Support Services Administrator classification to I.T. Manager, and the creation of a GIS Analyst and an IT Analyst job family. The reclassification of the Software Support Analyst (pay grade 5.1) to Software Application Specialist (pay grade 4.3) is based on a better understanding of this classification's role and level of contribution in the organization and the need to find a title that is a more accurate reflection of the classification's primary focus. The reclassification of the Support Services Administrator (pay grade 4.1) to IT Manager (pay grade 3.3) is part of a plan to restructure the management functions within the IT unit. Under the restructuring plan, the IT Manager classification would assume management responsibility over the GIS function in addition to the support services function, which would provide for better coordination between these two major functions. In analyzing the need for job families within the IT unit, the Classification & compensation Team determined that there were two distinct levels of expertise needed in the GIS and IT Support components of the IT unit. Consequently, the Classification & Compensation Team is recommending the creation of a two -level job family in each of the GIS and IT Support components of the IT unit. The IT Support job family would be comprised of an IT Analyst classification at pay grade 5.1 and a Senior IT Analyst at pay grade 4.3 in the City's salary structure. The GIS job family would consist of a GIS Analyst classification at pay grade 5.1 and a Senior GIS Analyst at pay grade 4.3 in the salary structure. Given that the GIS Analyst and IT Analyst classifications already exist in our Compensation Plan, the Classification & Compensation Ordinance 87 -07 — Compensation Plan Amendment November 1, 2007 Page 4 of 5 Team is recommending that the Senior IT Analyst and Senior GIS Analyst classifications be incorporated into the Compensation Plan at this time. (Refer to attached Salary Structure table for the range of compensation associated with pay grade 3.3, 4.1, 4.3, and 5.1.) Section 7. These amendments involve the reclassification of an existing Operations Administrator position within the Parks and Open Space department to Parks Administrator and the creation of a new Parks Operations Specialist classification. These amendments are part of a plan to reallocate certain responsibilities within the Parks & Open Space department. Under the proposed plan, the existing Operations Administrator position (pay grade 4.2) would be reclassified to Parks Administrator, which would involve an increase in the level and scope of responsibility over the Forestry and Horticulture units of the department. This would relieve the Director of Parks & Open Space of the direct, day to day management of these units, thereby significantly reducing his existing "span of control ". The Classification & Compensation Team is recommending that the Parks Administrator classification be assigned to pay grade 4.1 in the City's salary structure. The proposed plan also involves the creation of a new Parks Operations Specialist classification. The primary role of this classification will be to coordinate the daily activities and projects assigned to the parks and cemetery operations and provide day to day direction for all Crew Supervisors. The Classification & Compensation Team is recommending that this classification be assigned to pay grade 4.3 in the City's salary structure. (Refer to attached Salary Structure table for the range of compensation associated with pay grade 4.1, 4.2, and 4.3.) Compensation Enhancements /Changes Resulting from Recent Labor Negotiations Several compensation enhancements were recently ratified as part of the new Collective Bargaining Agreement between the USW Union and the City of Dublin and staff is recommending that these enhancements also be incorporated into the Compensation Plan for non -union personnel. Staff is recommending that the amendments reflected in Sections 8 — 12 of the attached legislation be adopted. A brief, section by section summary of each of these amendments is provided as follows: Section 8. This amendment involves an increase in the number of accrued vacation leave hours at certain levels in the City's Vacation Leave schedule. Under the proposed amendment, the number of accrued vacation hours would increase from 172 to 180 at the 11 -15 Completed Years of Public Service level, from 194 to 200 at the 16 -20 year level, and from 226 to 230 at the 21 or more year level. Section 9. This amendment involves a change in the Vacation Leave carry over threshold. Under the proposed amendment, an employee with fewer than eleven (11) completed years of public service would be eligible to carry over a maximum of 160 hours of Vacation Leave from one payroll calendar year to another. An employee with eleven (11) or more years of public service would be eligible to carry over a maximum of 200 hours of Vacation Leave from one payroll calendar year to another. The current Vacation Leave carry over provision allows for a maximum carry over of 160 hours from one payroll calendar year to another unless additional carry over is authorized at the discretion of the City Manager. Section 10. This amendment involves the adoption of a new Longevity Pay schedule. This new Longevity Pay schedule represents an increase at each level over the existing schedule. Under the proposed amendment, the amount of Longevity Pay would increase from $650 to $750 at the Four (4) through Six (6) years of service level, from $850 to $950 at the Seven (7) through Ten (10) year level, from $1,050 to $1,250 at the Eleven (11) through Fourteen (14) year level, from $1,150 to $1,500 at the Ordinance 87 -07 — Compensation Plan Amendment November 1, 2007 Page 5 of 5 Fifteen through Nineteen (19) year level, and from $1,275 to $1,700 at the Twenty (20) or more year level. Section 11. This amendment involves an increase in Tuition Reimbursement. Under the proposed amendment, the annual tuition reimbursement amount for which an employee is eligible would increase from $2,750 to $3,000. Section 12. This amendment involves a change to the City's seventh (7") consecutive day of work pay provision. Under the proposed amendment, an employee would be compensated at the rate of double time for hours worked on the seventh (7") consecutive day provided that the employee is required by his /her supervisor to work on the seventh (7") consecutive day and the employee has first worked at least thirty-two (32) hours during the five (5) previous days plus a minimum of three (3) hours on the sixth (0) consecutive day. The current policy allows for double time on the seventh (7") consecutive day if the employee is required by his/her supervisor to work on the seventh (7 consecutive day and the employee has worked, or been in paid status, the five (5) previous days plus a minimum of three (3) hours on the sixth (6") consecutive day. Revised Temporary Work Assignment Pav Policy During 2007, the Classification & Compensation Team re- evaluated the City's current Temporary Work Assignment pay policy and determined that this pay policy should be revised. Consequently, the Classification & Compensation Team is recommending that the language contained in Section 13 of the attached legislation be adopted. A summary of the proposed amendment to this section is provided as follows: Section 13. This amendment involves a change in the amount of the temporary pay supplement an employee receives when he /she is designated to perform higher -level duties outside the scope of his /her established job classification for a period of more than ten (10) consecutive work days. Under the proposed amendment, the amount of the temporary pay supplement an employee would receive under these circumstances would change from "the minimum of the higher -level job's pay grade or 10% above the employee's existing rate of pay (whichever is greater)" to "a percentage rate increase in an amount not to exceed the normal pay adjustment percentage established for the year in which the temporary pay supplement occurs, unless unusual circumstances exist to justify a higher rate of pay ". (The normal pay adjustment for 2008 will be 3 %.) In recommending this policy change, the Classification & Compensation Team felt that the "the minimum of the higher - level job's pay grade or 10% above the existing rate of pay" as a general rule was too generous. The Classification & Compensation Team also felt, however, that it was important to provide for some discretion in the case of unusual circumstances; therefore, the proposed new policy would allow for higher temporary pay supplements when such would be warranted by unusual circumstances. RECOMMENDATION Staff Recommends that Ordinance No. 88 -07 be adopted at its second reading at the November 19, 2007 Council Meeting. JOB FAMILY CONCEPT A job family is defined as a logical progression of positions requiring similar core skills and accomplishing similar work. 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. Each job family is described in more detail in a written description for each family. In general, a family may have from two to three levels: Level 1 : Developmental is the first level in most families and is the entry point to the family. Incumbents at this level are expected to have some relevant experience so that they are able to perform the routine functions within the family. While in this level, typically for a period of one to three years, they are expanding their specific knowledge of their discipline and learning Dublin - specific procedures, processes, and people. Level 2 : Career is the core level that most incumbents may expect to achieve based on strong job performance, increased expertise in the family, and expansion of personal responsibilities and impact on the work unit. This is the journey level in each family and incumbents are able to perform all but the most unusual assignments in their function. In most cases, incumbents will be moved from Level 1 when they have demonstrated that they can perform at Level 2, without the need for a vacant position or competitive selection process. Level 3 : Functional Lead or Specialist is the advanced level for roles that require specialized expertise and /or functional leadership in the family. Incumbents at this level are recognized technical experts and resources for less experienced staff and provide leadership, guidance, and direction on projects or assignments with a high degree of independence. This level is only used in cases where there is clearly an organizational need for one or more of these roles and is not an expected progression for incumbents in the family. These will be specific budgeted positions where the most likely candidates will be individuals who are currently at the Career level in the family. Promotions to this level will only occur when there is a vacant position and a competitive selection process. It is assumed that these levels are cumulative. In other words, an incumbent at the Functional Lead or Specialist level should also be able to perform the majority of assignments at any of the lower levels in the family. At the higher levels in the family, however, incumbents are expected to spend the majority of their time planning, organizing, or leading others in projects or assignments rather than performing the basic functions in the family. AN ORDINANCE AMENDING SECTIONS 2 (WAGE & SALARY STRUCTURE /ADMINISTRATION), 12 (VACATION LEAVE), 14 (LONGEVITY PAY), 16 (TUITION REIMBURSEMENT), 17 (TEMPORARY WORK ASSIGNMENT), AND 18 (OVERTIME /COMPENSATORY TIME) OF ORDINANCE 73 -06 ( "COMPENSATION PLAN FOR NON -UNION PERSONNEL ") WHEREAS, Council has determined, upon the recommendation of the City Manager, that certain sections of the Compensation Plan for non -union personnel should be amended; and WHEREAS, Council has determined that these amendments are necessary for the administrative and operational effectiveness of the City of Dublin; and WHEREAS, Council has determined that these amendments will enhance the City of Dublin's competitive position in the labor market, thus aiding in the recruitment and retention of a talented, high quality workforce; and WHEREAS, Council desires that the City of Dublin remain an "Employer of Choice" in the Central Ohio region. NOW, THEREFORE, BE IT ORDAINED by the Council of the City of Dublin, State of Ohio, of the elected members concurring that: Section 1. That Section 2 (Wage & Salary Structure /Administration), paragraph A of Ordinance No. 73 -06 be amended by deleting the Public Information Officer classification title and corresponding pay grade (4.2) listed under the Community Relations /Public Information functional categorical heading and incorporating the new classification titles and corresponding pay grades, as follows: Communitv Relations /Public Information Classification Title Pay Grade Website Specialist 4.3 Public Information Officer 4.3 Senior Public Information Officer 4.2 Public Affairs Officer 4.1 Section 2. That Section 2 (Wage & Salary Structure /Administration), paragraph A of Ordinance No. 73 -06 be amended by changing the existing pay grade (5.3) for the Court Clerk job classification listed under the Criminal Justice functional categorical heading to the following: Criminal Justice Classification Title Pay Grade Court Clerk 5.2 Section 3. That Section 2 (Wage & Salary Structure /Administration), paragraph A of Ordinance No. 73 -06 be amended by deleting the Civil Engineer classification title and corresponding pay grade (4.2) listed under the Engineering /Electrical functional categorical heading and incorporating the new classification titles and corresponding pay grades, as follows: 88 -07 Page 2 EnLineerine /Electrical Classification Title Pa Grade Civil Engineer I 4.3 Civil Engineer II 4.2 Senior Civil Engineer 4.1 Section 4. That Section 2 (Wage & Salary Structure /Administration), paragraph A of Ordinance No. 73 -06 be amended by deleting the Director of Fiscal Administration classification title and corresponding pay grade (3.2) listed under the Finance / Accounting /Procurement functional categorical heading and incorporating the new classification titles and corresponding pay grades, as follows: Finance/Accounting /Procurement Classification Title Pay Grade Budget Manager 3.3 Deputy Director of Finance 3.2 Section 5. That Section 2 (Wage & Salary Structure /Administration), paragraph A. of Ordinance No. 73 -06 be amended by incorporating a new job classification title and corresponding pay grade under the General Management /Administration functional categorical heading, as follows: General Manaeement/Administration Classification Title Pay Grade Management Assistant 4.3 Section 6. That Section 2 (Wage & Salary Structure /Administration), paragraph A. of Ordinance No. 73 -06 be amended by deleting the Software Support Analyst classification title and corresponding pay grade (5.1) listed under the Information Technology functional categorical heading and incorporating the new classification titles and corresponding pay grades, as follows: Information Technology Classification Title Pay Grade Software Application Specialist 4.3 Senior I.T. Analyst 4.3 Senior GIS Analyst 4.3 I.T. Manager 3.3 Section 7. That Section 2 (Wage & Salary Structure /Administration), paragraph A of Ordinance No. 73 -06 be amended by incorporating the new classification titles and corresponding pay grades under the Natural Resources functional categorical heading, as follows: Natural Resources Classification Title Pay Grade Parks Administrator 4.1 Parks Operations Specialist 4.3 88 -07 Page 3 Section 8 . That Section 12 (Vacation Leave), paragraph A of Ordinance No. 73 -06 be amended by increasing the number of accrued vacation hours per year at the 11 -15, 16 -20, and 21 or more years of service levels from 172, 194, and 226 respectively to the following: Completed Years of Public Service Accrued Vacation Hours per Year 11- 15 Years 180 Hours 16 -20 Years 200 Hours 21 Years or More 230 Hours Section 9 . That Section 12 (Vacation Leave), paragraph G of Ordinance No. 73 -06 be amended by deleting the language contained therein and replacing it with the following: G. An employee with fewer than eleven (11) completed years of public service may automatically carry over from one payroll calendar year to another a maximum of 160 hours of vacation leave. An employee with eleven (11) or more completed years of public service may carry over a maximum of 200 hours of vacation leave from one payroll calendar year to another. Section 10. That Section 14 (Longevity Pay), paragraph A of Ordinance No. 73 -06 be amended by deleting the longevity pay schedule contained therein in and replacing it with the following: Completed, Consecutive Years of Service in Full-Time Permanent Positions with the City of Dublin Amount Four (4) through Six (6) Years $750.00 Seven 7 through Ten 10 Years $950.00 Eleven 11 through Fourteen 14 Years $1,250.00 Fifteen (15) through Nineteen (19) Years $1,500.00 Twenty 20 or More Years $1,700.00 Section 11. That Section 16 (Tuition Reimbursement), paragraph A of Ordinance No. 73 -06, be amended by increasing the annual tuition reimbursement amount for which an employee is eligible from the $2,750.00 contained thereinto $3,000.00. Section 12. That Section 18 (Overtime /Compensatory Time), paragraph E of Ordinance No. 73 -06, be amended by deleting the language contained therein and replacing with the following: E. When a non - exempt employee is required by an appropriate supervisor to work on the seventh (7 consecutive day within such employee's scheduled workweek, and such employee has actually worked at least thirty -two (32) hours in the five (5) previous days plus a minimum of three (3) hours on the sixth (6 consecutive day of work, such employee shall be compensated at the rate of double time for all hours worked on the seventh (7 consecutive day. For purposes of this section, the seventh (7 consecutive day shall be considered to start at 12:00 midnight and end at 11:59 pm Section 13. That Section 17 (Temporary Work Assignment), paragraphs A and B of Ordinance No. 73 -06 be amended by deleting the language contained therein and replacing it with the following: 88 -07 Page 4 A. When an employee is designated by a Director or the City Manager to perform higher -level duties outside the scope of his /her established job classification for a period of more than ten (10) consecutive work days, the employee shall be compensated at a higher rate of pay beginning on the eleventh (11 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, a percentage rate increase shall be awarded in an amount not to exceed the normal pay adjustment percentage established for the year in which the need for the temporary pay supplement occurs, unless unusual circumstances exist to justify a higher rate of pay. Any exception for unusual circumstances must be supported by substantial written justification. Under no circumstances shall the increased rate of pay exceed the "target' maximum of the pay grade associated with the higher -level duties. When an employee is designated to perform the duties of a 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 normal pay adjustment established for that particular year, yet appropriate to the individual merits /circumstances of each situation. Section 14 . That this Ordinance shall be effective January 1, 2008. Passed this day of 1 2007. Mayor— Presiding Officer ATTEST: Clerk of Council City of Dublin Salary Structure January 2007 - December 2008 Band Grade Market Target Premium Guidance 1 $ 116,400 - $ 139,700 $ 139,700 - $ 170,700 $ 170,700 - $ 201,800 Leadership 2 $ 95.100 - $ 112,100 $ 112,100 - $ 134,700 $ 134,700 - $ 157,400 Operations 3.1 $ 73,400 - $ 88,000 $ 88,000 - $ 107,600 $ 107,600 - $ 127,100 Operations 3.2 $ 68,900 - $ 82,700 $ 82,700 - $ 101,100 $ 101,100 - $ 119.500 Operations 3.3 $ 65,100 - $ 78,100 $ 78,100 - $ 95,500 $ 95.500 - $ 112,800 Implementation 4.1 $ 56,600 - $ 68,000 $ 68,000 - $ 83,100 $ 83,100 - $ 94,400 Implementation 4.2 $ 49,700 - $ 59,700 $ 59,700 - $ 72,900 $ 72,900 - $ 82,900 Implementation 4.3 $ 44,000 - $ 52.800 $ 52,800 - $ 64,600 $ 64,600 - $ 73,400 Implementation Services 5.1 $ 39,500 - $ 47,300 $ 47,300 - $ 57.900 $ 57,900 - $ 65,800 Implementation Services 5.2 $ 35,300 - $ 42,300 $ 42,300 - $ 51,700 $ 51 - $ 58,800 Implementation Services 5.3 $ 32,100 - $ 38,500 $ 38,500 - $ 47,100 $ 47,100 - $ 53,500 Specialized Services 6.1 $ 29,300 - $ 35,200 $ 35,200 - $ 43,000 $ 43,000 - $ 46,900 Specialized Services 6.2 $ 26,900 - $ 32,200 $ 32,200 - $ 39.400 $ 39,400 - $ 43,000 Specialized Services 6.3 $ 24,800 - $ 29,700 $ 29,700 - $ 36,300 $ 36.300 - $ 39,600