AGENDA #4p

 

MEMORANDUM

 

TO:                  Mayor and Town Council

 

FROM:            W. Calvin Horton, Town Manager

 

SUBJECT:       Recommended Position and Classification Changes

 

DATE:             June 14, 2004

 

 

PURPOSE

 

The purpose of this memorandum is to present proposed classification grade and title changes for selected Town positions.

 

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 each year. The recommendations presented below are based on the second set of job classification reviews of selected Town positions for this fiscal year.

 

We believe this is a more effective and economical practice.  Reviewing smaller groups of jobs and making pay adjustments in shorter timeframes 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 changes in their duties and requirements will be addressed in a timely way.

 

DISCUSSION

Criteria and Process for Job Reviews in Spring 2004 Cycle

The Human Resources Department conducted the second set of job reviews in the early spring of 2004. Jobs were selected for review by discussion between each department head and the Human Resources Department. Criteria for job reviews were that either: job duties, responsibilities or requirements had changed significantly from the last job description and needed to be re-evaluated for level, title and pay grade; or, that the Town had identified significant recruitment or retention difficulties in filling the job.

 

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

 

Recommendations for Grade or Title Changes

 

Of the 10 jobs reviewed in this cycle, changes are recommended in classification or pay grade for 4. These recommendations are based on one or both of the following:

 

• Market information from pay surveys conducted by the Town Human Resources staff supports a change in pay grade 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 for the position based on duty changes and increased responsibilities.

 

For each position, we have presented information on the change proposed, the basis for the change, and whether a pay increase for the current employee(s) is recommended.

 

If approved, these grade and/or title changes and pay adjustments would be implemented effective July 1, 2004. Sufficient funds are included in the proposed budget to fund these changes for the 2004-05 fiscal year.

 

1.                  Planning Department: Change two positions of Planning Coordinator from pay grade 42 to pay grade 44 based on recent market comparisons. No pay increase is recommended for the current employees, because their present pay falls in the upper part of the pay range. This action would not increase the funds budgeted for the 2004-05 fiscal year.

 

2.                  Human Resources Department: Change one position of Assistant Director of Human Resources from pay grade 41 to pay grade 44 based on recent market survey information. The employee would be placed on the appropriate step in the new pay range. The annual cost of this change would be $4,181.

 

3.                  Town Manager’s Office: A change in pay grade assignment from pay grade 53 to pay grade 55 and a pay adjustment of 5% is recommended for the Deputy Town Manager based on additional responsibilities assigned in January 2004. The annual cost of this change would be $4,685.

 

The next cycle of job reviews will be conducted during summer 2004 and we anticipate the next report to Council on the findings will be submitted in fall 2004.

AN ORDINANCE AMENDING THE POSITION CLASSIFICATION AND PAY PLAN AND LONGEVITY PLAN FOR EMPLOYEES OF THE TOWN OF CHAPEL HILL AND BONDS OF OFFICIALS BEGINNING JULY 1, 2004, SUCH AMENDMENT TO BE EFFECTIVE JULY 1, 2004 (2004-06-14/O-7)

 

BE IT ORDAINED by the Council of the Town of Chapel Hill that the following amendments are authorized effective July 1, 2004.

 

Section III

 

The pay grade assignments of the following classes are changes as noted

 

Present Title                                         Present Pay Grade                    New Pay Grade

Deputy Town Manager                         53                                            55

Assistant Human Resources Director                 41                                            44

Planning Coordinator                                        42                                            44

 

This the 14^th day of June, 2004.