AGENDA #4e

 

MEMORANDUM

 

TO:                  Mayor and Town Council

 

FROM:            W. Calvin Horton, Town Manager

 

SUBJECT:       Recommended Classification and Pay Changes

 

DATE:             November 21, 2005

 

 

PURPOSE

 

The purpose of this memorandum is to present recommended position classification 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 October 2005, representing studies completed in summer 2005. The recommendations presented below are based on job classification or market pay reviews of selected Town positions completed in fall 2005.

 

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 2005 Cycle

 

The Human Resources Department completed these job reviews in Fall 2005.  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.

 

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 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 November 22, 2005.  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 2005-06 and we anticipate the next report to Council will be submitted in February 2006.

 

Pay Grade and Title Changes Proposed

 

Library: The position of Circulation Supervisor is presently at pay grade 35. The duties and responsibilities of this job have been expanded over the past year to support the increasing automation needs of the Library. We recommend the position be changed to pay grade 39 and titled Librarian Supervisor. The position is vacant, a long term employee recently resigned.  The department has identified funds from the current budget to cover the added cost of $400.

 

Finance: The Purchasing Coordinator position in Finance is presently at pay grade 37. The duties and responsibilities of this job have been expanded over the past two years. We recommend the position be changed to pay grade 40 and titled Purchasing and Contracts Manager and that the employee’s pay be adjusted by 5% and placed on step in the new range. The department has identified funds from the current budget to fully cover the added cost of $3,315. 

 

Transportation

The position of Maintenance Superintendent is presently at pay grade 39. Market information gathered following recent unsuccessful recruitment efforts justifies a change in pay grade. We recommend that the position be changed to pay grade 43. The position is vacant. The department has identified funds from the current budget to cover the added cost of $8,387.  

 

The position of Operations Manager is presently at pay grade 40. Market information and internal comparisons support a change in the pay grade of this position to grade 43. We recommend this position be changed and that the employee’s pay be increased by 15%. The department has identified funds from the current budget to cover the added cost of $8,598. 

 

RECOMMENDATION

 

We recommend that the Council enact the attached ordinance to implement these changes effective November 22, 2005.