HomeMy WebLinkAboutAgenda - 02-24-2003-ws2ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: February 24, 2003
Action Agenda
Item No.
SUBJECT: Employee Pay and Benefits
DEPARTMENT: Personnel PUBLIC HEARING: (Y/N) No
ATTACHMENT(S):
1-What the Classification and Pay Study
Accomplishes
2- Classification Study Information
3- Estimated Full Study Implementation
Cost and Employee Impacts
4- Phase In Implementation Cost
5- Alternative Phase In Cost
INFORMATION CONTACT:
Elaine Holmes, Personnel Director,
Extension 2550
TELEPHONE NUMBERS:
Hillsborough 732-8181
Chapel Hill 968-4501
Durham 688-7331
6-Area Employers Approved Pay Plans Mebane 336-227-2031
7- Consumer Price Index Changes
8- Cost of Living Amounts and Costs
PURPOSE: To consider and provide direction to staff on the employee pay and benefits plan
for 2002-03 and 2003-04, including Classification and Pay Study implementation.
BACKGROUND: In its October 21, 2002 pay and benefits work session, the Board decided to
hold a work session in February 2003 to consider actions on employee pay and benefits. The
purpose of this was to allow additional time for the County to assess revenues received during
2002-03 including that from the half-cent sales tax effective December 1, 2002.
Two Year Plan
Since 1998 the Board has pursued planning for employee pay and benefits on a two year cycle.
Normally, 2002-03 would have been the second year of the two year cycle beginning 2001-02.
The Board's original planned directions for this two year period (2001-02 and 2002-03), which it
developed in 2000-01, included the elements the Board had put in place following its
comprehensive review of the pay plan in 1998-99. These directions included:
• Cost of living increase to address both cost of living and market factors,
• In-Range salary increases to provide for advancement in the salary range in relation to new
hires and in relation to the labor market as the employee gains additional experience and
proficiency.
• Meritorious Service Awards to recognize with lump sum awards the top performing
employees whose accomplishments are Superior or Exceptional.
• Implementation of a 401(k) plan contribution for each permanent employee except those
who already receive the five percent of salary contribution for law enforcement officers.
• Initiation in 2001-02 of a comprehensive position classification and pay study of all County
positions to assure a competitive, equitable pay plan with study implementation to be
considered as part of the budget process for 2002-03.
2002-03 Pay Plan
Fiscal circumstances that the County faced last spring necessitated that the Board postpone
funding decisions related to the pay plan for the current fiscal year. While the Board approved
funding to address health insurance increases and to mitigate the impact on employees of the
dependent health insurance cost increase, the Board decided to revisit other elements of the
pay plan such as implementation of the Classification and Pay Study as the year progressed
and impacts of the State's budgetary actions became more clear. As a result, the approved
budget for 2002-03 did not include funding for a Cost of Living Increase, In-Range Salary
Increases, Meritorious Service Awards or implementation of the Classification and Pay Study.
Since the adoption of the current year's original budget last June, a number of things have
transpired that impact the County's fiscal status. The State's budget was adopted in late
September 2002 and staff believes that the Social Safety Net Reserve Fund the Board
established in the approved budget is sufficient to cover State budgetary cuts passed on to our
human service departments. In addition the State authorized counties to implement a new one-
half cent sales tax to offset losses of State reimbursements. The Board implemented that tax
effective December 1, 2002. According to information the Board received at its January retreat,
it appears that the County's revenue and expenditures are on target with the current year
budget.
Given the information outlined above, staff recommends the Board reconstitute its approach of
considering employee pay and benefits on a two year planning cycle with the current year
(2002-03) being Year 1 and 2003-04 being Year 2.
Classification and Pay Study
The Manager and staff recommend completion and implementation of the Classification and
Pay Study as the top priority for the two-year period with implementation to begin in 2002-03
and be completed in 2003-04.
In June 2001, the Board initiated a comprehensive Countywide Classification and Pay Study of
all permanent County positions (now numbering 756). Given the 12 years since the last
Classification and Pay Study and the County's need to maintain a competitive, equitable pay
plan, the County planned this study as a priority for 2001-02 with the target to implement the
results in 2002-03. Because of the fiscal situation at the beginning of this year, the study was
put on hold in March 2002.
For the Board's information as it considers study implementation, the following information is
provided.
• Attachment 1 outlines the reasons the Board undertook the Classification and Pay Study
and what the study accomplishes. In summary, the study represents a capital investment in
the County's work force that will serve the County for many years to come.
• Attachment 2 provides background study information including the study steps to date,
consultant recommended salary administration, and next steps if the Board decides to
implement the study.
• Attachment 3 is a chart summarizing the total study costs for full implementation as
recommended by the consultant and projected employee impacts based on preliminary
study results.
• Attachment 4 is the recommended cost and timing scenario for implementing the
Classification and Pay Study in 2002-03 and 2003-04.
Recommendation
Implementation of the Classification and Pay Study is a priority for the County. Based on recent
fiscal reviews and updates shared with the Board, the Manager recommends that the County
proceed with a phased in implementation approach. Details regarding the recommended
implementation plan are included ~in Attachment 4 of this abstract.
As shown in Attachment 4, the Manager recommends that Phase 1 be effective April 14, 2003.
The Manager further recommends that, as soon as the Board approves proceeding with Phase
1 of the Classification and- Pay Study in concept, staff complete reviews with departments and
employees in April and present results to the Board for review and, following review, adoption of
the final Classification and Pay Plan in May. Therefore implementation of the final results would
be retroactive to April 14, 2003. If the Board is not comfortable with the plan as provided in
Attachment 4, there is an alternative shown in Attachment 5 that provides more hands on time
for study completion and review of the results while still addressing the pay needs.
In the case of either the Attachment 4 or 5 plan, the Manager recommends the County proceed
with granting the service based 2.5 percent salary increase as the first step in Classification and
Pay Study implementation effective April 14, 2003.
Additional Information
For the Board's information, Attachment 6 is an updated survey of area employer pay plans
adopted for 2002-03. As you will note, the employers who had not adopted pay or other actions
initially for 2002-03 now have done so. Attachment 7 is an updated chart showing the
increases in the consumer price index. Attachment 8 is a chart the Board Chair requested
showing the costs for cost of living increase as percentage, lump sum or combination of the
two.
FINANCIAL IMPACT: The financial impact is outlined in Attachments 4 and 5.
RECOMMENDATION(S): The Manager recommends that the Board adopt either the
Attachment 4 or 5 plan to address employee pay and benefits for 2002-03 and 2003-04.
4
Attachment 1
What the Orange County Classification
and Pay Study Accomplishes
The reasons the County decided to pursue the study and the results the study accomplishes, if
implemented, include:
1. Recognizing and taking account of changes in positions that have occurred over time
such as through organizational changes, new job requirements being added and the
like.
/ In terms of duty changes, for example, the Health Department implemented a number of
changes in duties in its clinical, family and community services units in the Personal
Health Division. The Solid Waste Department has implemented a number of new
recycling initiatives such as the Regulated Recycling Materials Ordinance and others that
have added additional duties to positions.
/ In terms of changes in job requirements, for example, the nine OPT Driver positions have
added significant requirements since the last study including the requirement for a
commercial drivers license and a slate of specialized trainings and required certifications
related to passenger services and protection.
2. Establishing equitable salary relationships on a comprehensive and current basis.
It has been 12 years since the County last had the opportunity to look at all the jobs at the
same time, reassess salary relationships and update these. Such periodic review is
fundamental to maintaining an equitable plan.
3. Providing a more competitive pay plan in the labor market.
As for equitable salary relationships, such periodic review is fundamental and critical to
recruitment and retention, particularly in highly competitive and difficult to staff areas such as
law enforcement, nursing, child protective services, telecommunications and technically
skilled areas.
4. Improving entry-level rates.
Absent competitive entry level rates, new hires come in at higher rates in the salary range
that create issues of equity and salary compression with existing, trained, longer service
staff.
Through implementation of the study results, the. County also will positively address its goals of
improving employee pay in relation to the housing wage and other criteria that reflect the costs
to live in this area.
Attachment 2
Classification and Pay Study Information
1. Study Steps To Date
The County engaged a consultant (Condrey and Associates) to conduct the study and Condrey
conducted the study during 2001-02. It has included:
• Employee and department head meetings in August 2001,
• Completion of updated position descriptions by employees in September 2001,
• Consultant interviews with over 75 percent of employees in September 2001,
• A labor market salary survey of 18 local government employers,
• Follow up conferences with department heads to review position comparisons and salary
relationships, and
• Preliminary report on study results to the Board in March 2002.
Given the fiscal situation, the study was placed on hold in April 2002 prior to completing and
communicating the final results.
2. Consultant Recommended Salary Administration
In implementing the recommended new Classification and Pay Plan, the consultant
recommends that the County:
• Implement a new salary schedule providing for stronger entry rates and more competitive
ranges.
• Implement recommended job classification for each position and recommended salary
grade assignments for each job classification. (Note: Preliminary results have been
developed. The study was place on hold prior to completing final reviews with department
heads and employees. )
• Moving employees below the new minimum (Step A) of the salary schedule to the new
minimum step.
• For employees whose current salaries fall in the new salary range but off step, place the
employee's salary on step on the next higher step in the new salary range.
6
• Granting Service Based salary increases to employees to address salary compression.
Based on employees and service as of June 30, 2002, the consultant recommends a:
/ One step (2.5 percent) increase to employees with less than 4 years County service,
/ Two step (5 percent) increase for employees with 4 but less than 7 years service and
/ Three step (7.5 percent) increase for employees with 7 or more years County service.
3. Study Costs
The estimated cost of study implementation as recommended by the consultant is about $2.5
million as shown in Attachment 3. This cost provides for the salary administration described
above.
4. Employee Impacts (Based on preliminary study results)
For each of the above consultant recommended salary actions, Attachment 3 shows the
number of employees impacted based on preliminary results and overall percentage increase
with full study implementation. For the Board's information, it also shows the number of
employees impacted at salaries below $40,000.
5. Next Steps
If the Board decides to pursue study implementation, the next steps include the following:
• Completing the study including final reviews with department heads and employees.
• Completing the final report and presenting it to the Board of Commissioners for
consideration along with related analyses such as the statistical pay equity analysis, housing
wage and others as the Board desires.
• Follow through on the Board of Commissioners' specific decisions as to implementation.
Attachment 3
Estimated Cost for Full Study Implementation
and Overall Employee Impact of Study Implementation
Estimated Of All Emp, Average
Implementation Item Estimated Nbr Nbr below Salary
Cost Employees $40,000 Increase
A. Classification and Step Changes
1)Employees and Positions Below Step A, ~ 750,534 256 229 2.64%
Increase to Step A
2)Employees in New Range But Off Step, ~ 273,322 451 258 0.95%
Place on Next Higher Step
Subtotal $ 1,023,856 707 487 3.59%
B. Service Based Increases
(Based on service as of 6/30/02)
1) Employees With Less Than 4 Years ~ 732,767 297 249 2.50%
Service - 1 Step (2.5%),
2) Employees INrth 4 But Less Than 7 Years $ 444,222 104 78 5.00%
Service - 2 Steps (about 5%)
3) Employees Wrth Seven or More Years $ 350,505 306 160 7.50%
Service - 3 Steps (about 7.5%)
Subtotal $ 1,527,494 707 487 5.22%
Grand Total With Full
Study Implementation -Costs Phased In $ 2,551,350 8.81%
Over Three Years
4All employees including those in positions funded from non-general fund sources.
Note: Employee numbers based on data as of October 2002. Chart shows estimated overall percentage change
only. Individual employee impact will vary depending on Classification and Pay Study result for the employee's
position.
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Attachment 7
Changes in the Consumer Price Index*
As Compared to Cost of Living Increases
Fiscal
Year Orange County Cost
of Living Increase Consumer
Price Index Calendar
Year
2003-04 - 2.4% 2002
2002-03 - 1.6% 2001
2001-02 2.5% 3.4% 2000
2000-01 2.75% 2.7% 1999
1999-00 2% 1.6% 1998
1998-99 2.5% 1.7% 1997
1997-98 2.5% 3.3% 1996
1996-97 2.5% 2.5% 1995
1995-96 2.4% 2.7% 1994
1994-95 2.25% 2.7% 1993
1993-94 2% 2.9% 1992
1992-93 2% 3.1 % 1991
1991-92 -0- 6.1 % 1990
*Consumer Price Index data from the U.S. Bureau of Labor Statistics
15
Attachment 8
Cost of Living Amounts and Costs
Chart 1 -COLA As Percentage
COLA Effective Effective
Percents a 07/01/02 03/03/03
1.00 $288,305 $94,254
1.50 $432,458 $141,380
2.00 $576,610 $188,507
2.50 $720,763 $235,634
Chart 2 -COLA As Combination Percent and Lump Sum
With Lump Sum Paid As One Time Lump Sum
Percent
COLA %
Cost
Lump
Sum
Lump Sum
Cost Total
COLA/Lump
Sum
Effective
03/03/03
1.00 $ 288,305 350 $ 259,272 $ 547,577 $ 353,525
1.50 $ 432,458 350 $ 259,272 $ 691,729 $ 400,652
2.00 $ 576,610 350 $ 259,272 $ 835,882 $ 447,779
1.00 $ 288,305 400 $ 296,311 $ 584,616 $ 390,564
1.50 $ 432,458 400 $ 296,311 $ 728,768 $ 437,691
2.00 $ 576,610 400 $ 296,311 $ 872,921 $ 484,818
1.00 $ 288,305 450 $ 333,349 $ 621,654 $ 427,603
1.50 $ 432,458 450 $ 333,349 $ 765,807 $ 474,730
2.00 $ 576,610 450 $ 333,349 $ 909,959 $ 521,856
Chart 3 -Lump Sum Onl
Amount Cost
$ 400 $ 296,311
$ 500 $ 370, 388
$ 600 $ 444,466
$ 700 $ 518,543
$ 800 $ 592,621
Chart 4 -Current Employees
Salary Emps
Below Emps
Above
Total
$ 35,000 356 354 710
$ 40,000 494 216 710
$ 45,000 573 137 710
COLAcost2/21 /2003