AGENDA #4g

 

MEMORANDUM

 

TO:                  Mayor and Town Council

 

FROM:            W. Calvin Horton, Town Manager

 

SUBJECT:       Recommended Position and Classification Changes

 

DATE:             October 11, 2004

 

 

PURPOSE

 

The purpose of this memorandum is to present recommended classification grade and title 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.  The Council last reviewed and approved changes to a group of jobs in July 2004, representing studies completed in spring 2004.  The recommendations presented below are based on the job classification reviews of selected Town positions completed in summer 2004.

 

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 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 and permanent changes in their duties and requirements will be addressed in a timely way.

 

 

DISCUSSION

 

Criteria and Process for Job Reviews in Summer 2004 Cycle

 

The Human Resources Department conducted these job reviews in the summer of 2004.  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 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 twenty-six jobs reviewed in this cycle, changes are recommended in pay grade for twelve.
• Four positions are proposed to be placed in a new career progression series.
• Three positions are recommended for title changes only.

 

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.

       

• 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 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 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 October 12, 2004.  Sufficient funds have been identified in the current budget to fund these changes for the 2004-05 fiscal year.  No additional funds are requested for these changes.

 

The next cycle of job reviews will be completed during fall 2004 and we anticipate the next report to Council will be submitted in December 2004.

 

 

 

Pay Grade Changes Proposed

 

Transportation Department

• Five part-time Transit Operator I positions at pay grade 27 are recommended to be reclassified to Transit Operator III at pay grade 30 based on changes in duties and responsibilities. The volume of EZ Rider services has expanded significantly in the past year and these positions have been assigned this higher level work. The reclassifications would include a pay adjustment for each employee to place them on step in the new range; sufficient funds are available in the current Department budget to cover the added cost of $3,890 for the 2004-05 fiscal year.

 

Public Works Department:

·        The position of Building Program Supervisor at pay grade 37 is recommended to be reclassified to pay grade 39, based on expanded duties and responsibilities, with the new title of Buildings Program Manager. The change would include a 10% pay adjustment for the current employee. Funds have been identified in the current Department budget to cover the added cost of $3,663 for fiscal year 2004-05.

 

·        The position of Building Mechanic Supervisor at pay grade 35 is recommended to be reclassified to pay grade 37 based on expanded duties and responsibilities, with a new title of Buildings Program Supervisor and a 10% pay adjustment for the current employee. Sufficient funds are available in the current Department budget to cover the added cost of $3,109 for fiscal year 2004-05.

 

·        A vacant position of Traffic Signal Technician at pay grade 31 is recommended to be reclassified to Traffic Program Supervisor at pay grade 37. Recent reviews of jobs, organization structure and work demands in this program resulted in the recommendation to re-establish this classification title (which had been deleted) to better meet the needs of this important program. Sufficient funds are available in the current Departmental budget to cover the added cost of hiring at the higher level.

 

Police Department:

·        We recommend the pay grade of the Police Attorney be changed from pay grade 43 to pay grade 45 based on market data and internal comparisons. A 10% pay adjustment for the current employee is recommended; sufficient funds from the current Department budget are available to cover the added cost of $4,594 for the 2004-05 fiscal year.

 

·        We recommend the pay grade of the Police Analyst and the Crisis Unit Supervisor be changed from pay grade 40 to pay grade 41. These senior civilian positions historically have been aligned in pay grade with the Lieutenant group, to reflect the equivalent levels of responsibility within the Department. The Lieutenant positions were changed in October 2003 from pay grade 40 to pay grade 41. The change in pay grade of the two civilian positions would include a 3% pay adjustment to each current employee to align their pay with the lieutenants. Sufficient funds are available in the current Department budget to cover the added cost of $1,333 for the Police Analyst and $2,102 for the Crisis Unit Supervisor for fiscal year 2004-05.

 

·        As a part of the internal review of civilian positions in the Police Department, the pay grade of the Administrative Services Supervisor is recommended to be changed from pay grade 40 to pay grade 41 based on internal comparisons. The employee is recommended to receive a 7% pay adjustment to align her pay with others with equivalent responsibilities. Sufficient funds are available in the current Department budget to cover the added cost of $2,579 for fiscal year 2004-05. A 5% pay adjustment is also recommended for the Administrative Assistant based on internal comparisons. Sufficient funds are available in the current Department budget to cover the added cost of $1,279 for fiscal year 2004-05.

 

Creation of Career Progression Series for Office Manager Positions

Job reviews were conducted this summer for four positions of Office Manager. These jobs are located in the Departments of Public Works, Library, Planning and Parks and Recreation. Significant differences in size, scope and breadth of responsibility were identified among these positions which justified the recommendation for two levels of work.

 

We propose a career progression series with the title of Office Manager I at the current pay grade 33 and a new title of Office Manager II at pay grade 35. Two current employees (in the Public Works Department and in the Parks and Recreation Department) are recommended to be reclassified to the new higher level with a pay adjustment of 10% to each employee to place their salaries appropriately in the new range. Sufficient funds are available in the current Departmental budgets to cover the added cost ($2,717 in Public Works and $2,586 in Parks and Recreation) for fiscal year 2004-05.

 

RECOMMENDATION

 

We recommend that the Council enact the attached ordinance to implement these changes effective October 12, 2004.

 

AN ORDINANCE AMENDING THE POSITION CLASSIFICATION AND PAY PLAN FOR EMPLOYEES OF THE TOWN OF CHAPEL HILL, SUCH AMENDMENT TO BE EFFECTIVE OCTOBER 12, 2004 (2004-10-11/O-4)

 

BE IT ORDAINED by the Council of the Town of Chapel Hill that the following amendments are authorized effective October 12, 2004:

 

Section III

 

The assignments of the following positions are changes as noted:

 

Present Title	New Title	Number of Positions	Present Grade	New Grade
Transit Operator I	Transit Operator III	5	27	30
Building Program Supervisor	Buildings Program Manager	1	37	39
Building Mechanic Supervisor	Buildings Program Supervisor	1	35	37
Traffic Signal Technician I	Traffic Program Supervisor	1	31	37
Police Attorney	Police Attorney	1	43	45
Police Analyst	Police Analyst	1	40	41
Crisis Unit Supervisor	Crisis Unit Supervisor	1	40	41
Administrative Services Supervisor	Administrative Services Supv.	1	40	41
Office Manager	Office Manager II	2	33	35

 

 

This the 11^h day of October, 2004.