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HomeMy WebLinkAboutAgenda - 10-13-1999 - 1Orange County Board of Commissioners Action Agenda Item Abstract Meeting Date: October 13, 1999 Subject: Department Head Pay Equity Study Update Department: Personnel Attachment(s): 1 - August 9 Study Memorandum 2 - Position Description Form 3 - Study Description of Work 4 - Work Tools Survey Action Agenda Item No. 1 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 receive an update on the Department Head Pay Equity Study Background: Study Coverage and Study Plan At the Board's request, staff has initiated the planned Department Head Pay Equity Study. On August 9, staff provided the Attachment 1 draft study plan, activities and timetable to the Board of Commissioners for comment and feedback. In summary, this provides that: The study objectives are to review the duties and responsibilities of department head positions, the salary levels and the perquisites offered; identify any inequities based on gender or other demographic factor and recommend to the Board of County Commissioners any appropriate changes to assure department heads are treated equitably in employment without regard to gender, race or other demographic factor. 2. The study will involve looking at two areas: salary grade relationships and perquisites or work tools available. 3. The study plan and timeline call for the study to be completed in this fiscal year (1999 - 00) and, to the extent funding is required, incorporate the results in the Manager's Recommended Budget for 2000 -01. Study Steps to Date To date staff has completed the following: 2 Activity Date 1. Briefed department heads on the study coverage, plan and activities. September 1 2. Requested department heads complete updated position September 1 descriptions for the job evaluation portion of the study with these to be returned to Personnel by October 19, 1999. 3. Drafted and provided to department heads an electronic position September 3 description questionnaire (Attachment 2) for use in developing their position descriptions. 4. Began investigation of possible consultants to conduct the job September 17 evaluation /salary grade relationship study. In support of this, developed draft description of the work to be completed by the consultant (Attachment 3). 5. Drafted and distributed a survey (Attachment 4) to department heads September 20 for the perquisites or work tools portion of the study with these to be returned by October 1. (Personnel's analysis of the returned surveys now has begun.) Conducting the Study Consultant The study plan and timeline provide that the work would be done by an outside consultant. Staff identified four possible consultants with whom to discuss the study. These are consultants who are actively engaged in such work for local governments in North Carolina. These firms are: Municipal Advisors, Inc which conducted the County's last County -wide job evaluation study, the MAPS Group, the Scott Group and DMG Maximus (formerly David M. Griffith Associates). Staff provided the draft description of work to these four firms and discussed the study with each. Of these four, three said they could complete the study in the planned time frame and one — the Maps Group — advised that they could not. The remaining three provided quotations for the study based on the work as described in Attachment 3 as follows: • Municipal Advisors - $12,000 • Scott Group - $11,500 • DMG Maximus - $9,000 (DMG's confirming written quotation had not been received as of the date of this abstract.) Given the Board's plan to discuss the study at this work session, staff has not completed follow up interviews and final negotiations with the consultants. Subject to the Board's direction on the final study plan and coverage, staff will complete review of the consultants' proposals and return with a recommended consultant at the November 2 Board of Commissioners' meeting. 3 In House Option Staff has been asked to also present information on the option of conducting the study in house. This study is labor intensive as demonstrated by the consultant quotations received, and completing the study in house primarily would involve the time of the Personnel Director. Given Personnel's on- going, heavy workload in providing services to departments and employees and the work objectives already set for 1999 -00, an in house study could not be completed in this fiscal year. Aside from ongoing work associated with the human resources function, work already set for this fiscal year includes the Solid Waste transition effective in March 2000, the 2000 -01 budget process including pay, benefits and positions, and the numerous individual objectives such as review of time limited positions, living wage update, affirmative action plan update, cultural diversity training and so forth. Completing the study in house would require: ❑ The time frame be extended into the next fiscal year (2000 -01), probably through March 2001. ❑ That other Personnel progress objectives be set aside or delayed with the exception of the solid waste transition and budget process. For example, the Board provided that the current pay and benefits plan is a two -year plan through 2000 -01. Thus in the fall or winter of 2000, the Board had planned to revisit the pay and benefits plan and consider directions for the next years. Beyond the impact on the workload and the impact on the capability of the Personnel Department to respond to other needs while completing this study, concern is that such a study plan does not create the necessary perceived objectivity; that is, it places the Personnel Director in the position of evaluating the jobs of her co- workers. Issue of Internal Equity and External (labor market) Equity For the Commissioners' information, one of the key issues that will have to be addressed in this type of study is that of the relative weight given to internal equity as compared to external or labor market equity. The job evaluation study will show how jobs compare with each other internally. The labor market study will show how jobs relate externally. For example, it is possible that two specific jobs will relate to each other internally, but one of the jobs will be paid at a higher rate in the labor market. The issue faced will be whether to: ❑ Pay the jobs at the same salary grade because of internal equity even though it may place one job above the going labor market rate, or ❑ Recognize the labor market difference in the salary grade relationships. If the Board has direction it wishes to provide to staff at this point on this issue, it would be helpful in conducting the study. To what extent this issue will arise will not be known until the study is completed. However, it is an issue that is inherent in any such study. 4 Types of Employers for Inclusion in Labor Market Survey Before the labor market study can be conducted, it will be necessary to identify the employers to be surveyed for comparable positions. For purposes of obtaining the consultants' proposals, it was specified that these would be about 10 North Carolina public employers. For the Board's consideration, it is recommended that these be other North Carolina counties that meet at least two of the criteria below: ❑ Comparable in population size ❑ Comparable in labor market situation (that is, in close proximity to a rapidly growing, competitive market) ❑ Geographically close to Orange County. Timelines If the study is conducted by one of the three consultants listed above and approval to the consultant to proceed is in place by November 2, the timelines will be those shown in Attachment 1. If the decision is to seek to do the study in house, the timeline will be that noted or otherwise agreed. If the decision is to pursue other consultants or arrangement, the timeline will be extended by whatever time is required for such consideration. Financial Impact: Consultant costs are as noted under the consultant portion of this abstract. Funds are available within the approved budget for 1999 -00. Recommendation: The Manager recommends the Board receive the study update and provide any additional direction to staff as desired. H; \e \dhequ.doc October 7, 1999 208 South Cameron Street Post Office Box 8181 Hillsborough, NC 27278 5 4 Orange County Personnel Department August 9, 1999 ATTACHMENT 1 Tel: 919 732 -8181 919 968 -4501 Fax: 919 644 -3009 MEMORANDUM TO: Orange County Board of Commissioners John Link, County Manager FROM: Elaine Holmes, Personnel Direct SUBJECT: Department Head Pay Equity Studv As you know, we have planned for some time at the Board's request to conduct a department head pay equity study. We were not able to initiate the study this past year because of other priorities such as the pay and benefits review and department head recruitment. We now are looking to initiate and complete this study in the 1999-00-fiscal year. Attached for your review and any feedback you wish to share is a draft study plan, including the study coverage, position coverage and planned timetable. Would you please let John or me (extension 2552) have any comments or suggestions that you may have on this by August 18? From that we will finalize the study plan and initiate the study. Please let me know if you have any questions. An Equal Opportunity/A,frmative Action Employer 11 Department Head Pay Equity Study Plan L Study Objective The Board of County Commissioners has requested that the Personnel Department complete a Department Head Pay Equity Study to: A. Review the duties and responsibilities of department head positions, the salary levels and the perquisites offered, B. Identify any inequities based on gender or other demographic factor and C. Recommend to the Board of County Commissioners any appropriate changes to assure department heads are treated equitably in employment without regard to gender, race or other demographic factor. II. Study Coverage The study would involve assessment in the following areas. , A. Salary Grade Relationships To complete a current job evaluation study of department head positions to assess current duties and responsibilities and identify any changes that may have occurred since the last study in 1991. - To complete a current labor market study to compare the salary ranges of department head positions to comparable positions in the public sector labor market. Using the updated job evaluation and labor market information, to identify any recommended changes in salary grade assignments for the covered positions. With the foundation of the job evaluation and labor market study, to complete a pay equity analysis to examine the salary grade relationships among department head positions and identify any changes in those salary grade relationships necessary to assure positions are compensated based on relative difficulty and responsibility without regard to any demographic factor such as gender or race. B. Perquisites To assess equity in the work tools provided to department heads including personal office space, access to copiers, fax machines, printers, availability of meeting space in or near the office, access to a County car and others as identified. From this, recommend any needed changes. -2- M. Positions Covered Attachment 1 shows the positions and incumbents to be included in this study. IV. Study Staffing For the job evaluation, labor market and pay equity analysis phases of the study, Personnel will complete a Request for Proposals and identify consultant(s) to complete this work, under the direction of the Personnel Director. V. Study Outcomes The outcomes of the study will be: A. A report to the Board with specific information on the job evaluation, labor market and pay equity analysis study results along with salary grade recommendations, basis for these and estimated costs of any changes. B. A report on the perquisites study, recommendations for any changes and cost estimates if applicable. VI. Study Schedule Attachment 2 outlines the general study activities and timetable. H: \e \dhequ.doc August 9, 1999 7 ATTACHMENT 1 Positions Included In Department Head Pay Equity Study Department Name Class Title Aging Passmore, Jerry Aging Director Budget Dean, Donna Budget Director Child Support Sparks, Janet Child Support Director Commissioners' Office Blythe, Beverly Clerk to the Board Cooperative Extension Barber, Fletcher Extension Director Economic Development Reid, Dianne Economic Development Director Elections Thomas, Carolyn Elections Director Emergency Management Waters, Nick EMS Director Environment" & Res Conser. Stancil, David Envir. & Res. Conservation Director Finance Chavious, Ken Finance Director Health Summers, Rosemary Health Director Housing Fikes, Tara Housing Director Human Rts & Rel. Director Moore, Annette Human Rights & Relations Director Information Systems Taylor, Dick Information Systems Director Land Records Reeve, Roscoe Land Records Manager Library Stephens, Brenda Library Director Manager's Office Kittrell, Albert Assistant County Manager Manager's Office Visser, Rod Assistant County Manager Manager's Office Thames, Paul County Engineer Personnel Holmes, Elaine Human Resources Director Planning Benedict, Craig Planning Director Public Works McAdoo, Wilbert Public Works Director Purchasing & Central Services Jones, Pam Purchasing & Central Services Director Recreation & Parks Jones, Bob Recreation and Parks Director Register of Deeds Pearson, Joyce Register of Deeds Revenue Rolfe, Ginger Revenue Director Sheriff Pendergrass, Lindy Sheriff Social Services Pryor -Cook, Marti Social Services Director Tax Assessor Smith, John 1 Tax Assessor Total: 29 8/9/1999dhlist i Attachment 2 Department Head Pay Equity Study Activities and Timetable Activity Target Date 1. Draft and send the Department Head Pay Equity study plan to 08 -09 -99 Commissioners for review and any feedback. 2. Receive any input from Commissioners on the study plan and 08 -18 -99 finalize. 3. Request updated position descriptions from department heads to be 09 -01 -99 received by 10- 19 -99. 4. Draft and send survey to department heads for perquisites /work 09 -15 -99 tools portion of study. 5. Develop request for proposals for consultant(s) to complete the job 09 -15 -99 evaluation, labor market and salary analysis phases of the study. 6. Receive proposals by October 5 and identify the consultant(s) to 10 -19 -99 complete the consultant phases of the study. (If Board approval is required, take to the Board at the October 19, 1999 meeting.) 7. Receive, compile and report to the Board on the perquisites /work 11 -02 -99 tools survey along with any recommendations. 8. Complete the job evaluation and labor market study, including 02 -15 -00 identification of any recommended salary grade changes. 9. Evaluate the results of the job evaluation and labor market study 03 -15 -00 from the pay equity perspective and identify any further salary grade changes to achieve the pay equity result. 10. Present the information and recommendations from the Item 8 and 9 04 -04-00 - above job evaluation, labor market and pay equity review to the Board of Commissioners for its discussion and consideration. 11. To the extent funding is required, incorporate the results of the 05 -15 -00 Department Head Pay Equity Study in the Manager's Recommended Budget for 1999 -00. 12. Present the final results of the Department Head Pay Equity study to 06 -30 -00 the Board of Commissioners for decision. H: \e \dhequpl.doc August 9, 1999 ATTACHMENT 2 10 Orange County Position Description Personnel Department P.O. Box 8181 Hillsborough, NC 27278 1. Employee's Name (Last, First, Initial) (Leave This Space Blank) 2. Classification Title of Position Present Position No. 3. Usual Working Title of Position 7. Department 4. Name and Title of Supervisor 8. Place of Work (Rm. No., Bldg., St., City) INSTRUCTIONS' Read all instructions thoroughly before you begin to fill out this form. Describe the duties and responsibilities of the position in your own words. Ask your supervisor for any clarificadon needed Sign and return the completed form to your immediate supervisor.) I. PURPOSE Describe the purpose of your position; that is, the reason that your position exists. II. MAJOR DUTIES AND List the Major Duties and 1 category separately. Use examples of work to 11 NOTE: This page is provided for the additional space needed to complete sections I and II of this form. For Supervisory and Managerial Positions: Address your role in each area in the space provided. 1. What is your involvement in determining the needs of the department and assuring those needs are met? 2. What are your responsibilities for changing workflow, priorities, policies and procedures to assure that the work of the department is accomplished? 3. What is the scope of your responsibility for assuring the quality and quantity of work performed by others meets standards? 4. What is your involvement in interviewing, selecting, and training staff? 5. How many employees do you supervise? Permanent Temporary 6. What are your budget responsibilities? 7. What is the size of your department's budget? Total Revenue (if applicable) Total Expenditures (Personnel and Non- Personnel) Please address each question. 1. What types of direction do you receive in performing the work? 2. List the guides, references, sources used in making decisions or carrying out duties. 3. What is the most difficult area of the work of your position? Give examples. 1. What is the consequence of error in your work? 2. What is the nature and frequency of review that your work receives? 3. What kind and how much personal contact is present with: (1) Other departments in the county? (2) Offices and organizations outside county government? 3 12 13 (3) The public at large? Please provide the information requested, as applicable. 1. Describe the facility or environment to which this position is assigned, including any conditions which are unpleasant or hazardous and the percentage of time exposed to each. 2. List machines and equipment used in the work. . 3. Indicate the exactness or accuracy required in the work. Where possible, give examples. 4. Describe the type, frequency, and duration of physical effort required in the work. 5. Describe, including duration, the part(s) of the work which require close visual attention. 6. Describe, including duration, the part(s) of the work which require the most intense mental concentration. 7. Describe the part(s) of the work which requires care to safeguard other persons. 8. What are the regular work hours? 9. How long have the duties been approximately the same as described. Describe the Knowledge, Skills, and Abilities that an employee needs to possess on entry to your position and the education and experience required. Do not consider skills which a new employee would be trained to perform on the job. 1. Please list the knowledge, skills, and abilities essential to perform the work at the entry level. Be specific and explain how these relate to the work. Include physical abilities that are essential to performing the duties of the position as is appropriate. 2. What is the minimum level of formal education necessary to perform the required skills, abilities, and knowledge on entry? Please specify area(s) of study and course work, if applicable. 4 3. Beyond formal education, what type(s) of training and/or experience would be necessary? 14 4. What type(s) of relevant training and or experience could be substituted for formal education? 5. Is a license, certification, or oath of office required by statute to perform the duties of this position? If yes, describe. TO THE SUPERVISOR: Please review the completed description for its completeness and accuracy. Document any differences and provide any additional information below that is helpful to fully understand the work. Statement By Employee I certify that this job description is complete and accurate except as noted below and that such differences have been clarified with the supervisor and/or employee. Signature of Emplojve Date Statement By Immediate Supervisor: I certify that a complete and accurate description of duties and responsibilities is provided. 5 15 -Draft - ATTACHMENT 3 Orange County Department Head Pay Equity Study Study Coverage 1. To complete a current job evaluation study for the covered department head positions to assess current duties and responsibilities and the relative salary grade assignments. 2. To complete a current labor market study for the covered department head positions to compare the salary ranges of these positions to comparable positions in the public sector labor market. 3. Using the updated job evaluation and labor market information, to identify any recommended changes in salary grade assignments in the covered positions: ❑ Based solely on the job evaluation and internal comparison information and analysis and then ❑ Taking account of the labor market information as well as the job evaluation information. Positions Covered Includes 29 Department Head Positions (See attached list.) Scope of Work 1. Orange County would b. Provide current a position description for each department head position. c. Provide current organization charts showing the positions in each department as well as the overall county organization structure. d. Arrange interviews for the consultant. e. Provide the consultant with access to the County's classification and pay records and system, including: -Class Titles, Salary Grades and Salary Ranges -Class Specifications for current classes - Information on any related non - department head position comparisons as needed - Information about the factors, weights and other relevant information to properly use the County's point factor system. f. Advise and consult with the consultant as needed to provide information about the Orange County Classification and Pay Plan and responsibilities of County positions. 2. In completing the study, the consultant would: -2- a. Interview each covered department head to assess his or her assigned duties and responsibilities. b. Analyze the duties and responsibilities of each covered position. c. Compare the relative level of difficulty and responsibility of each covered position, using the established County's job evaluation factors and point factor system. d. Recommend the comparable employers to be included in the labor market survey (about 10). e. Complete the labor market survey of the final employers identified, incorporating a job comparison element in the survey rather than relying on position titles. i Update the class specifications for each covered position. g. Develop recommended salary grade assignments for each position as noted in objective 3 above. h. Discuss and review the positions' responsibilities and draft salary grade assignments and draft class specifications with the Manager, Assistant Managers and Personnel Director. i. Develop a draft study report covering the review and results. Review with the Manager, Assistant Managers and Personnel Director. j. Deliver a final study report with recommended salary grade assignments and updated class specifications. k. As requested, attend a Board of Commissioners' meeting to explain the study results and/or answer questions. Timing The study is to be completed in time for the County to complete a pay equity analysis of the results as needed and to incorporate the results in the budget process for 2000- 01. 2. The projected needed completion time is the end of February 2000. Staff Used Orange County requires that the study be conducted by a senior level, experienced consultant. Wekonsul.doc September 17, 1999 16 ATTACHMENT 4 17 Department Head Pay Equity Survey - Work Tools NAME: DEPT: DATE: 1) What is the size of your office in square feet? Square Feet 2) Do you have a window in your office? Yes No 3) Do you have meeting space in your office that could accommodate 3-4 people? Yes No 4) Do you have a meeting area in your department that could accommodate 3-4 or more people? Yes No 5) Do you have access to a conference /meeting room in your building? Yes No 6) Do you have a computer in your office? Yes No 7) Do you have access to the internet on the computer in your office? Yes No DHfinalsur Department Head Pay Equity Survey - Work Tools 8) Do you have a personal printer in your office, or do you share a printer with the others in your department? . personal printer share with department If you share with the department, how far is the printer from your office? feet 9) Do you have a copier in your department? Yes No a. If no, how far is the nearest copier? feet b. How many departments share this copier? departments 10) Do you have a fax machine in your department? Yes No a. If no, how far do you have to go to use a fax machine? feet b. How many departments share this fax machine? departments c. Do you need a fax machine in your department? Yes No DMnalsur 18 Department Head Pay Equity Survey - Work Tools 19 11) Do you have access to a County provided cellular phone? Yes No a. If no, do you need access to a cellular telephone? Yes No b. If yes, please state reason(s). 12) Is your department assigned a County car? Yes No If no, do you have access to a County car at your building site? Yes No 13) Do you need greater access to a County car than you currently have? Yes No If yes, please describe need? 14) Other comments /needs? Wfinelsur