AGENDA #4g

MEMORANDUM

TO:	Roger L. Stancil, Town Manager
FROM:	Pam Eastwood, Human Resources Director
SUBJECT:	Recommended Classification and Pay Changes
DATE:	January 22, 2007

PURPOSE

The purpose of this memorandum is to present recommended position classification grade and pay changes for selected Town positions.  We recommend enactment of the attached ordinance.

BACKGROUND

In prior years, the Town’s practice in job classification reviews was to conduct large-scale studies including all positions every three to four years, with little activity in the interim.  These studies, conducted by outside consulting firms, were costly and required considerable staff and employee resources to prepare new descriptions, interview employees and supervisors, and make recommendations.

In November 2003, we proposed and the Council authorized a new practice in which smaller groups of jobs are reviewed during the course of each year.  We have presented small groups for review on a regular basis since 2003.  The Council last reviewed and approved changes to a group of jobs in April 2006, representing studies completed in spring 2006.  The recommendations presented below are based on job classification reviews of selected Town positions completed in fall 2006.

We believe this practice of several cycles of review annually for selected positions is more effective and economical.  Reviewing smaller groups of jobs and making pay adjustments in shorter time frames smoothes out the costs (rather than requiring large lump-sum expenditures) and achieves more consistent pay equity within the organization and more competitive pay relationships with area organizations with whom the Town competes for employees.

We believe this approach improves recruitment and retention for Town jobs and produces higher quality and productivity of work performed.  We believe employee morale is enhanced when employees can expect that significant and permanent changes in their duties and requirements will be addressed in a timely way.

DISCUSSION

Criteria and Process for Job Reviews in Fall 2006 Cycle

The Human Resources Department conducted these job reviews in fall 2006. Jobs were selected for review through discussion between each department head and the Human Resources Department.  Criteria for selection of a job for review was that either job duties, responsibilities or requirements had changed significantly and on a permanent basis and needed re-evaluation for level, title and/or pay grade or that the Human Resources Department had identified significant and continuing recruitment or retention difficulties in filling the job.

Job descriptions for selected positions were updated by the employee and supervisor and an independent analyst interviewed the employee, supervisor and department head to gather detailed information.  After analysis, recommendations for change to some of the jobs studied were presented to the Human Resources Director and recommended to the Manager.  The Manager then determined which changes would be recommended to the Council.

Recommendations for Grade or Title Changes

All actions recommended are changes in title and/or pay grade. 

These recommendations are based on one or both of the following factors:

• Market information from pay surveys conducted by the Town Human Resources staff supports a change in pay grade for the position, and demonstrated difficulty in recruitment for the position.
• Completion of a job review by an independent classification analyst with whom the Human Resources Department has contracted supports a change in pay grade, title or qualifications for the position based on duty changes and increased responsibilities which significantly affect the job requirements and are permanent in nature. Internal comparisons to other positions in the organization are also considered and changes proposed as needed to maintain equity.

For each position, we present information on the change proposed, the basis for the change, and whether a pay increase for the current employee(s) is recommended.  If a pay change is proposed, the added cost for this fiscal year is shown.  If approved, these grade and/or title changes and pay adjustments would be implemented effective January 22, 2007.  Sufficient funds have been identified in the department budget to cover the costs of these changes.

The next cycle of job reviews will be completed in winter 2007 and we anticipate the next report to Council will be submitted in spring 2007.

Pay Grade and Title Changes Proposed

Finance Department:

Recent recruitment efforts by the Finance Department for professional-level Accountant positions have been unsuccessful. This job category is highly competitive and turnover among employees in these jobs has been higher than the norm. The action recommended is to change the present grade level of Accountant from pay grade 38 to pay grade 39 and to create a career progression series for this work by adding a new job class of Senior Accountant at pay grade 41. We believe these changes would improve the Town’s ability to recruit and retain employees with the skills and experience needed for financial management of the Town’s resources.

Public Works Department:

The duties and responsibilities of the Accounting Technician I in the administrative offices have been expanded over the past several years. The job review report indicated that the position should be changed from pay grade 29 to pay grade 31 and the job title from Accounting Technician I to Accounting Technician II, and this action is recommended. No additional funds are requested for this action.

RECOMMENDATION

We recommend that the Council enact the attached ordinance to implement these changes effective January 22, 2007.