HomeMy WebLinkAboutNS Ord-1998-022 Personnel Ordinance Revision - Promotion Pay Policy1
Orange County
Board of Commissioners
Action Agenda Item Abstract
Meeting Date: October 20, 1998
Action Agenda
Item No.
Subject: Personnel Ordinance Revision — Promotion Pay Policy
Department: Personnel
Attachment(s):
1 — Draft Personnel Ordinance Revision -
Article 5.0, Pay Plan
2 — Promotion and Reclassification Policy
Survey of Area Employers
Public Hearing: Yes No X
Budget Amendment
Needed: Yes No X
Information Contact:
Elaine Holmes, Personnel Director
Extension 2550
Telephone Number:
Hillsborough
732 -8181
Chapel Hill
968 -4501
Durham
688 -7331
Mebane
227 -2031
Purpose: To consider amending the Orange County Personnel Ordinance
to change the policies covering employee pay handling on
promotion and reclassification.
Background: At the September 1, 1998 meeting, the Board considered this
proposed Personnel Ordinance Revision covering Promotion
Pay. At that meeting the Board decided to defer consideration
of this policy change until the planned employee compensation
work session. The Board held the employee compensation work
session on October 13, 1998. The Board did not have the
opportunity to take action on this proposed change at the
October 13 work session and it is presented here for the Board's
consideration.
Promotion
A promotion occurs when an employee transfers to another
position at a higher salary grade. For example, it is a promotion
if an employee transfers from a Child Protective Services Social
Worker position (salary grade 70) to a Child Protective Services
Supervisor position (salary grade 72).
Currently, the Orange County Personnel Ordinance provides
that when an employee is promoted the employee receives a
one -step salary increase (about five percent) or an increase to
2
the minimum step of the new salary range, whichever is higher.
In exceptional cases with the Manager's approval, the
department may grant a two step salary increase (about 10
percent).
The Attachment 1 draft Personnel Ordinance revision would
provide that upon promotion the employee:
❑ Receives at least a one step (about five percent) salary
increase or an increase to the minimum of the new salary
range whichever is higher.
❑ May receive an increase of up to one step for each salary
grade involved in the promotion if he or she has the
commensurate qualifications. For example, a promotion from
Child Protective Services Social Worker to Child Protective.
Services Supervisor would involve two salary grades (grade
70 to 72) and the employee could receive a 10 percent salary
increase, if warranted by his or her education and
experience.
❑ In exceptional cases with the approval of the Manager, may
receive a salary increase greater than one step for each
salary grade involved in the promotion. Such cases could
involve situations where the employee has qualifications
above those for the salary in the new range yielded by
granting one step for each grade or situations of severe labor
market pressure.
Reclassification
A reclassification occurs when an employee's current position is
_ reassigned from one classification to another classification at a
higher salary grade as a result of changes in job duties and
responsibilities. For example, a Deputy Sheriff I (salary grade
66) is reassigned from patrol duties to work as a narcotics
investigator. Personnel studies the position's changed duties
and responsibilities and this results in reclassification of that
position to Deputy Sheriff /Investigator (salary grade 68).
The Attachment 1 draft Personnel Ordinance revision would
provide that salary setting for a reclassification to a higher salary
grade is handled in same way as for a promotion.
Need For the Change
The draft Personnel Ordinance revision -is designed to serve the
following objectives:
❑ To provide greater incentive to employees to pursue
promotion. A promotion requires the employee assume more
difficult and demanding duties. Often this involves
substantial additional work time and effort. The current
salary policy has resulted in some employee decisions not to
pursue promotion.
❑ To promote retention of the existing workforce by providing
greater advancement opportunity.
❑ To provide greater flexibility for department management in
maintaining internal equity and granting salary increases
commensurate with individual qualifications.
❑ To provide consistency between the salary recognition
granted for assumption of greater responsibility in the
employee's own position as for moving to another position.
❑ To provide greater equity between the salary an internal
candidate might receive for promoting to a position in
comparison to the salary of a candidate being hired from
outside the County.
Other Area Employers
Personnel surveyed 12 area governmental employers as to their
promotion pay handling policy. Attachment 2 shows the survey
results. Of the 12 employers surveyed as to promotion:
❑ 10 provided for at least a five percent salary increase and
two provided for at least 2.5 percent.
❑ Nine provided fora salary increase greater than five percent
or the new minimum and seven provided the latitude for
increases greater than 10 percent.
As to reclassification, seven of the employers surveyed provide
the same pay handling as for promotion.
The draft Personnel Ordinance revision is modeled most closely
after the State government and University at North Carolina at
Chapel Hill policies. These policies provide the latitude to take
account of qualifications, equity and labor market.
Estimated Costs
During fiscal year 1997 -98 fiscal year, 28 employees received
promotions and six filled positions were reclassified to higher
salary grades. Using those as a basis to estimate the cost of the
4
draft promotion and reclassification policy changes, Personnel
identified that if each of the 28 employees receiving promotions
and reclassifications had received one step for each salary
grade involved in the promotion or reclassification, the additional
annual cost would have been about $56,000.
Funding
Promotions and reclassification are funded from existing
departmental budgets. Funding for the policy change would
come from the already approved departmental budgets for
1998 -99. No additional funds are requested.
Effective Date
The proposed effective date of the policy changes is
September 1, 1998. This is the originally proposed effective
date. Staff gave consideration to recommending the promotion
policy change be retroactive to an earlier effective date. This
has not been recommended because of the difficulty in
identifying an equitable way to determine an earlier effective
date and in retroactively assessing internal salary comparisons
and other factors that go into setting salaries.
Recommendation: The Manager recommends the Board approve the attached -
revisions to the Orange County Personnel Ordinance policy for
promotions (Article 5, Section 10.0) and for reclassification
(Article 5, Section 9.0) effective September 1, 1998.
F:\pers\comp\promote.doc
October 14,1 998
5
Attachment 1
Draft Personnel Ordinance Revision
Article 5.0, "Pay Plan"
10.0 Salary of Promoted Employee
10.1 An employee promoted to a position in a class at a higher salary grade
having -a xzxgxxcx�aTic'axgv
shall receives at least a one -step salary increase or
an increase to the minimum step of the new salary range, whichever is higher.
10.2 A promoted employee may receive a salary increase of up to one step for
each salary grade involved in the promotion, if he or she has the
commensurate qualifications in terms of related education and work
experience for the proposed salary in the new salary range. Such a
promotional increase requires the advance approval of the department
head and the Personnel Director whose review includes consideration of
any internal equity issue that may be raised by the promotional increase.
10.3 In exceptional cases, upon on the recommendation of the-department head
and Personnel Director, the County Manager may approve a promotional
- increase greater than that provided in Item 10.2 above. Such cases may
include those in which the promoted employee has commensurate
qualifications above those for the salary in the new range yielded by Item
10.2 or in situations of severe labor market demands. Refease
may be- awai-led. However, in no case shall the salary exceed the maximum
established for the range.
9.0 Salary of Reclassified Employee
An employee whose position is reclassified to a class at hang a higher salary grade
pay range ske &- receives the same increase as that provided for a promoted
employee in Item 10.0
of t4e now &alaff , a or
An employee whose position is reclassified to a class
having a lower pay range shall not receive a reduction in salary as a result of the
reclassification.
F: \pers \prom.doc
August 14, 1998
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C?C? 1
6. SPECIAL PRESENTATIONS 1 Q z1 ~205-
a. Presentation - Certificate of Achievement for Excellence in Financial Reporting- SO
The Board acknowledged the receipt of the Government Finance Officers Association Certifi cate of
Achievement and recognized the staff members responsible for this effort.
John Link said that he is proud that the Finance team has received this award for seventeen years.
He congratulated Finance Director Ken Chavious and his staff. Ken Chavious said that this standard takes
a team and he introduced Joyce Reiners, Debbie Smith, McKensie Bell and Howard Fitts who are members
of his team. He said that these people are dedicated and work very hard.
They were all thanked and commended by the County Commissioners.
7. PUBLIC HEARINGS
8. ITEMS FOR DECISION - CONSENT AGENDA
A motion was made by Commissioner Crowther, seconded by Commissioner Halkiotis to approve
those items on the Consent Agenda as stated below:
a. Minutes
The Board approved minutes from the January 20 regular meeting; February 2 work session
with the town of Chapel'Hill; February 3 regular meeting; February 10 work session; April 14 bimonthly work
session; April 21 regular meeting; May 6 regular meeting; May 19 regular meeting; June 22 continued
budget work session; and August 24 quarterly public hearing.
b. N.C. Department of Transportation State Funds to Support Rural General Public
Transportation
The Board approved applying for and accepting $13,000 in state funds for rural public
transportation, and entering into an agreement with the N.C. Department of Transportation for fiscal year
1998-99 and authorized the Chair to sign the Certified Statement of Participation for FY 1998-99.
c. BOCC Meeting Schedule for Calendar Year 1999
This item was moved to the end of the Consent Agenda for separate consideration.
d. Authorization to Contract with Home Respite Care Providers
The Board approved authorizing the Department on Aging to enter into agreements with in-home
respite care providers and authorized the County Manager to sign agreements for respite care providers.
Such authorization shall not exceed the amount budgeted for this function in the operating budget for the
Department on Aging.
e. HOME Program Community Revitalization Loan Fund
The Board approved a Development Agreement with EmPOWERment, Inc. and Orange
Community Housing Corporation HOME funding available under the Community Revitalization Loan Fund
for purchase and/or renovation of properties, and second mortgage assistance for first-time home buyers
and authorized the Chair to execute the Development Agreement on behalf of the Orange County HOME
Consortium upon the County Attorney's review and approval.
f. Consultant Approval—Design Work for Electrical Connections to make Two Schools
Generator Compatible
The Board approved and authorized the Chair to sign a contract with Gary Sunderland in the
amount of$8,000 for electrical design work to make two schools designated as emergency shelters
generator compatible, contingent upon attorney and staff review.
g. Personnel Ordinance revision—Promotion Pay Policy
The Board amended the County's personnel ordinance to change policies concerning employee
pay upon promotion (Article 5, Section 10.0) and reclassification (Article 5, Section 9.0) as a result of
discussions in its Oct. 13 work session.
VOTE ON THE CONSENT AGENDA: UNANIMOUS
ITEMS REMOVED FROM THE CONSENT AGENDA
C. BOCC Meeting Schedule for Calendar Year 1999
The Board considered approving a regular meeting schedule for 1999.
The schedule was corrected to reflect that April 21 and 26 are budget work sessions and the