HomeMy WebLinkAboutApril 6, 2015 WORKSHOPJEFFERSONVILLE CITY COUNCIL WORKSHOP
Monday, April 6, 2015
City Council Chambers
The Common Council of the City of Jeffersonville met in a workshop on Monday, April 6, 2015. Council
President Gill called the meeting to order at 5:30 pm and on the roll call members present were:
Councilperson Smith, Councilperson Wadsworth, Councilperson Sellers, Councilperson Webb,
Councilperson Julius, Councilperson Owen, and Councilperson Samuel, Councilperson Zastawny.
APPROVAL OF THE AGENDA:
Councilperson Samuel made a motion to APPROVE the Workshop agenda, with Councilperson Zastawny
seconding, PASSING on a vote of 9-0.
Agenda Item:
1. Kim Calabro — 2015 -OR- An Ordinance Amending 2014 -OR -54 Fixing the Salaries of
Appointed Officers and Employees for All the Departments of the City of Jeffersonville, Clark
County, Indiana for the Year 2015. Human Resources Director Kim Calabro presented the
changes within the Salary Ordinance explaining the highlighter items in yellow is a change
and a strike will be removing from the salary ordinance. Ms. Calabro started with following
changes:
Animal Shelter (page3) - Administrative Assistant II and pay grade 3, Kennel Attendant from
to 2 and pay grade 1, Kennel Attendant — Part time from 4 to 5 and pay grade 1, adding the
position of Animal Control Services Coordinator pay grade 3. Director Green specified the
first new position of Animal Control Services Coordinator pay grade 3 the cost to be offset by
Fund 101-021 cuts and increase in fees as proposed in recent ordinances. Second new
position Administrative Assistant II from Administrative with added responsibilities such as;
Restaurant Fundraisers, Parking lot for Thunder, Muttigrees Programs with in Greater Clark
County Schools.
Vehicle Maintenance (page 3) - Director of Vehicle Maintenance from pay grade 5 to pay grade 5
this doesn't reflect a change in salary just pay grade. This was a recommendation from Parkland HR
Services, LLC to bring this Director position in line with other Director positions in the City. Skilled
Labor — Diesel Mechanic from 7 to 6 add the position of Emergency Equipment Installation Technician
at pay grade 4.
1
Parks & Recreation Division (page 4) — Director Calabro and Parks Director Northam reviewed the
changes reflected under Parks - Maintenance Supecvisef Parks changed to Manager Greenspace pay
grade same, strike Supervisor of Athletic Programs and Leagues change to Athletic Programs &
Leagues Manager same pay grade, strike _ _ - - : _ . ' °. to
Recreation Programs & Aquatic Center Manager from pay grade 4 to 5, strike Special Event and
to Special Events & Riverstage Manager from pay grade 4 to 5 the salaries in
the raises of pay grades will not change. General Laborer I from 8 to 9 with the additional labor
position for the Greenspace Team. Engineer Andy Crouch explained the Drainage Department has
been paying for two seasonal employees and one full time through Drainage, the Drainage Board is
willing to transferring funds and pay but would like to have a number in order pay Parks for a position
this will need to be approved by the drainage board. Ms. Calabro referred to the Memo dated 2/26
that is included with the ordinance discussing these positions.
Police Department — Civilian (Page 4) - Strike Police Dispatch and Police Dispatch PT.
Police Department —and Fire Department Rank (page 5) Memo from October or November 2014
after the contract negotiations were completed to reflect the changes in the salary ordinance. The
SBOA Auditor stated that the contract would trump the ordinance and the Police and Fire could be
removed from the salary ordinance. Council discussed and decided they would like these two
departments to remain in the ordinance. Director Calabro went through the changes, Chief of Police
pay grade 7, Assistant Chief to pay grade 6, Patrolman 2015 Base $47,555.04, Probationary Officer 2
to 3 years — 5%, 1-2 years -10%, 0-1 year -15%. Councilperson Smith asked the question "When Ms.
Gross goes to market where she obtains her information?" Ms. Gross stated she looks at comparable
salaries Councilperson Samuel asked if there is ever a chief's position hired outside of the
departments and would not receive longevity pay it might be hard to lure someone to accept the
position, Ms. Gross stated a person could be brought in above midpoint. Director Calabro explained
when employees are given raises the chiefs and assistant chiefs receive the raise. Fire Chief
pay grade 7, Deputy Fire Chief pay grade 6, Firefighter 2015 base $47,555.04, Firefighter 1st Class
3+years — 0%, 2 to 3 years -5%, 1 to 2 years — 10%, Probationary Firefighter 0 to 1 year -15%. •
Wastewater Department (Page 6) Under Administration strike Executive Assistant changed to
Administrative Assistant II, strike Wastewater from Air Control Specialist, and strike Contraction
Inspecter, Collection System added Manager Collection System pay grade 6. (Page 7) Strike
Fefeman, strike 44ti-lit-y-Workkef, add Construction Utility Worker (4). Maintenance Utility
Maintenance Technician (3) strike - .. - - - - - . Councilperson Samuel asked
Director Ashack if these are new positions and Director Ashack replied no.
Section II A. Strike
their respective
Assistant Chiefs of
first class stated in their respective union contracts.
Seasonal Positions (Page 10) Strike sci t ,.,+ Pool Manage.
Section II K. strike PERF replace with INPRS Indiana Public Retirement Fund
2
PARKLAND HR SERVICES, LLC
TO: Kim Calabro, Director of Human Resources, City of Jeffersonville
FROM: Liz Gross, Owner, ParkLand HR (502.417.4890) elizabethgross(aparklandhr.com
SUBJECT: Police and Fire Chiefs/Assistants' market pay rates and pay grade recommendation.
DATE: 2/6/15
Kim
Based on my review of the market surveys summarized below, and the City's current pay grades and pay ranges, I recommend the Chiefs positions
to be assigned Pay Grade 7 (2014 Ordinance) and the Assistant Chiefs be assigned Pay Grade 6. Note that the market base pay averages are within
about 1.5 to 2% for Chiefs actual base pay; however, assistants actual base pay for police is 3.6% above market average and 7.2% above for fire. My
recommendations are based on market averages, not actual base pay.
These pay grades will work for the existing staff as their pay falls within the pay ranges for the grades. They could receive increases until they
topped/capped out. However, given that actual base pay is higher than market and that the current pay ranges are probably in need of 2-4%
adjustments, the Assistants' current pay will place them at 80% of the pay range and the Chiefs at 60%.
I am not sure how the City would handle a "new" hire in these roles as the past practice for police and pay has been a percent of the "entry" level
officer (150/140). This is roughly mid -point for these pay grades. Are they willing to 'hire" below the midpoint? If the city wants to place these
jobs in the pay grade we will need to discuss how to transition from current pay calculation to the use of a pay grade system. For instances, do you
make an exception for police and fire and allow the starting rate range to be higher? Also the issue of longevity bonuses for police and fire may
need to be considered as that greatly affects actual compensation.
On a side note, the longevity bonus in some form appears to be offered by other cities, it is the amount of the bonus for police and fire that
appears very high for Jeffersonville and Seymour compared to other 2"d class cities who reported this data in 2014. Only 5 class 2 cities reported in
2014. I found it interesting that the largest cities, Fort Wayne and Indy had very modest bonuses relatively speaking. Indy did not report for 2013
and was not on the data for 2014 because they are class 1. I looked back on 2012 data for them. It may be worth researching further to see what
other Class 2 Cities pay for longevity for police and fire, if at all.
Surveys
Pdioe Chef
Pdice Asst
Lat6evttyBeY
at 10 YRS
at 20 YR3
-
Fire Chief
Fire Asst
Longevity
at 10 YRS
Longevity
at 20 YRS
IACT-Anderson-2012-Adj to 2014
$ 67,371
$ 64,106
$ 2,000
$ 4,000
$67,540
$ 64,272
$ 1,625
$ 3,250
IACT-Kokomo-2012-Adj to 2014
$ 74,144
$ 1,100
$ 2,100
$73,765
$ 69,222
$ 1,100
$ 2,100
IACT-Lafayette-2012-Adj to 2014
$ 74,179
.$ 66,528
Yes
Yes
$74,179
$ 69,189
Yes
Yes
IACT-Mishwauka-Actual 2014
$ 67,496
$ 62,249
No
No
$67,064
$ 61,820
No
No
TACT-TerreHaute-2012 Adj to 2014
$ 67,962
$ 59,062
$ 1,985
$ 3,970
$68,487
$ 58,103
$ 2,007
$ 4,014
IACT Fort Wayne Actual 2014
$ 1,000
$ 2,500
$ 1,100
$ 2,500
IACT Seymour Actual 2014
$ 4,609
$ 9,218
$ 4,609
$ 9,218
BLS -May 2013 AVG LouMetro F-LineSup ADJ to 2014
$ 68,248
$ 51,755
BLS -May 2013 AVG India na F-IineSup ADJ to 2014
$ 65,066
$ 58,344
Lou -Metro Police Lieutenants AVG Jan 2015
$ 74,817
Lou -Metro -Police Sergeants AVG Jan 2015
$ 64,148
Lou -Metro District Fire Chiefs Jan 2015
t
$72,752
Payscale AVG, ADJ for Jeffersonville Jan 2015
$ 62,928
Variance
btw
Chief/Asst
568,080
Variance
btw
Chief/Asst
Survey Averages
$ 69,842
$ 64,201
9%
$70,267
$ 61,815
14%
Jeffersonville 2015 Base
$ 71,332
$ 66,577
7%
$71,332
$ 66,577
7%
Jeffersonville Dec 2014 Longevity AVG
$ 9,140
$ 7,997
$ 8,231
$ 5,787
Jeffersonville base + Longevity estimate AVG
$ 80,472
$ 74,574
$79,563
$72,364
% Variance Jeff Base Pay v. Surveys
2.1%
Survey Average
3.6%
Base Pay
for Chiefs
$70,055
1.5%
7.2%
Survey Average Base Pay for Assistant Chiefs
$63,008
PARKLAND HR SERVICES, LLC
TO: Kim Calabro, Director of Human Resources, City of Jeffersonville
FROM: Liz Gross, Owner, ParkLand HR (502.417.4890) elizabethgross@parklandhr,com
SUBJECT: Parks Department Job and Pay Grade Review & General Recommendations for Pay Grade Structure
DATE: 2/26/15
Kim
In my discussions with you and the Director of Parks, Paul Northam, following the development of the Greenspace Manager job
description and my recommended pay grade classification, we initially Identified Jobs that would be affected by the creation of this
new position. Obviously the Maintenance Manager position would need revision as it no longer had the added responsibilities for
greenspace as well as the Crew Leader roles as they would be assigned to one or the other functional area. During that review and
discussion of the department structure and pay grades I realized that the City had a potential pay/job value equity issue within the
Parks department. The Maintenance Manager is already a pay grade 5 and I had recommended the same pay grade for the
Greenspace Manager; however, the remaining direct reports are in pay grade 4 (Aquatics, Athletics and Special Events) and the Field
House supervisor Is In pay grade 3. A review of the job descriptions and further clarification from Paul on the scope and oversight
responsibilities of these positions and the recognition that 3 of these positions had female incumbents, has resulted in my strong
recommendation that with the addition/approval of the Greenspace Manager position, the following pay grade reclassification occur
for these Park positions:
• Athletic Programs & Leagues Manager from pay grade 4 to 5
• Special Events Manager from pay grade 4 to 5
• Recreation Programs & Aquatic Center from 4 to 5
• Field House Supervisor form 3 to 4 (Note: Crew Leaders (all male), a comparable scope/oversight position, are pay grade 4)
Job Title
Education
Work Experience
Scope -Program
Supervise/oversee
Maintenance Manager
BA
5 years; 3 supervisory
All greenspace for City
Crew leader; 8 laborers
Greenspace Manager
BA
5 years; 3 supervisory
All Park/Rec Faculties
and sport field
maintenance .
Crew leader; 2 Skilled labor,
5 laborers
Athletic Programs & Leagues
Manager
BA
5 ears 3 su erviso
y p supervisory*
All Recreation programs
for youth and adults
Fieldhouse Supervisor and
8 laborers p
Special Events Manager
BA
5 years; work with
volunteer workforce*
River Stage events and
Thunder over Louisville
Seasonal workforce of
about 20
Recreation Programs &
Aquatic Center Manager
BA
*
5 years; 3 supervisory
Aquatic Center &
q
Community based
Recreation programs
Seasonal crew of about 80
employees (life guards,
concession workers) And 3
ECenter
.11
is staff
Field House Supervisor
BA
None specified
Fieldhouse Recreation
programs/activities
With Manager, oversees 8
laborers
ese position is 3 to 5 years, I recommend setting the ssame/comparable requirements for each manager positions
It is my understanding that realigning these positions within the City's pay grade system will not Impact current pay rates as all the
incumbents pay levels are already within the pay range for the recommended pay grade. Thus the impact of these pay grade
realignments would correct a potential pay equity issue and not result in pay adjustments, but simply provide the incumbents a
potential for a higher "top -end" or maximum pay rate.
During my review of the Park positions and the City's pay grade system, I identified a few other items that should be considered:
1. Move the Director of Vehicle Maintenance position from pay grade 5 to 6. From a strictly external pay market view, this
position has a tower "value" than other Director positions in pay grade 6; however, one could argue that from an internal
value view and the relative scope, oversight, education/years' experience required that it is better aligned with pay grade 6.
It is currently the only Director in pay grade 5.
2. Previously, I have recommended that kennel attendants be placed in the same pay grade as the general laborers, like the
Director of Vehicle Maintenance, the external market may be somewhat lower, the relatively low dollar Impact of such a
change would likely have a marked positive impact on turnover and recruitment. With more states and the federal
government supporting initiatives to increase the minimum wage to $10 per hour, the city would be well served to be
proactive and eliminate the pay grade 113 and move the attendants into the same pay grade as the general laborers.
3. The City's Pay Grade system is based on pay data collected and analyzed in 2012. If the City chooses not to "go to market"
and utilize updated salary data/surveys for updating the pay ranges, I would suggest considering a 'blanket" shift of all pay
ranges. Not reviewing and/or adjusting pay ranges periodically will lead to less competitive pay practices and the resulting
difficulty in attracting and maintaining talent for the City. A quick look at average pay rate changes since the 2012 survey
data indicates an average increase of 6 to 7%.
Let me know If you are needing additional Information or if I can clarify any of the information/recommendations provided in this
memo. I have also attached an updated pay grade sheet indicating the changes I have recommended previously. I'm not certain if
my sheet contains all the new jobs that have been added since 2013, your ay need to verify against your records.
ParkLand HR Servlces, LLC 2
PARKLAND HR SERVICES, LLC
TO: Len Ashack, Director, and Lori Kearney, Assistant Director of Wastewater, City of Jeffersonville
FROM: Uz Gross, Owner, ParkLand HR (502.417.4890) elizabethgrossc6 parklandhr.com
SUBJECT: WastewaterJob Description updates and Pay Grade Realignments
DATE: 3/19/15
Len and Lori
Given the extent of the work done with wastewater job descriptions and the changes we have discussed concerning job elimination
and pay grade realignments, I thought ft would be beneficial to summarize these changes/updates. The proposed new position of
Manager of Collection Systems "kicked -off this extended review and updating of all wastewater job descriptions. The majority of
the job descriptions had last been created and/or reviewed In 2011. Changes in the organizational structure of wastewater
department and the addition of new positions over that time frame necessitated the need for a complete overview. Below is a
summary of the changes and the proposed changes for Wastewater Jobs and pay grade assignments.
Activity/Action
q
Detail/Notes
General Review of all Current Job Descriptions
33
Review/Update of Pay Grade; Update Supervisor/Reporting & EE04;
Review & Update Requirements/Qualifications
Write New Job Description & Determine Pay Grade
1
Manager of Collection Systems
Combine two jobs Into one description
1
Construction Inspector and CS Construction Inspector
Review and Revise Job Duties
6
• Collection Systems Supervisor
• Plant Operations Supervisor
• Laboratory and Pretreatment Manager
• Administrative Assistant II (replaces executive assistant)
• Construction Inspector
• Collection System maintenance Crew Leader
Update/Revise Job Titles
4
• "Foreman" changed to Crew Leader (2)
• Oder Control updated to Air Control Spedalist
• Utility Worker II to Construction Utility Worker
Pay Grade Realignments
3
• Utility Maintenance Technician I from PG 3 to PG 2
• Utility Maintenance Technician II from PG 4 to PG 3
• Collection Systems Utility Worker PG 3 to PG 2
Archive/Delete Jobs
4
• Executive Assistant (Job Duties are aligned with AAII)
• Solids Handling Utility Worker
• Utility Worker I (Only one level now with requirements and duties
of the former Utility Worker II, New title Is Construction Utility
Worker
• Collection System Construction Inspector (job duties merged with
Construction Inspector)
Recommended Updates for 2015, pending effective dates
2
• Phase out Utility Maintenance Technician I, transition all openings
to "level II" technician requirements and job duties. Use new job
title of Utility Maintenance Technician.
• Eliminate position of Collection System Maintenance Crew
Leader. Supervisory/delegation duties can be managed by
Supervisor of Collection Systems. With new Manager of CS role
and the associated restructuring of CS, position of Crew Leader is a
redundant layer of supervision.
PARKLAND HR SERVICES, LLC
TO: Kim Calabro, Director of Human Resources, City of Jeffersonville
FROM: Liz Gross, Owner, ParkLand HR (502.417.4890) elizabethgross@parklandhr.com
SUBJECT: Parks Department Job and Pay Grade Review & General Recommendations for Pay Grade Structure
DATE: 2/26/15
Kim
In my discussions with you and the Director of Parks, Paul Northam, following the development of the Greenspace Manager job
description and my recommended pay grade classification, we initially identified jobs that would be affected by the creation of this
new position. Obviously the Maintenance Manager position would need revision as it no longer had the added responsibilities for
greenspace as well as the Crew Leader roles as they would be assigned to one or the other functional area. During that review and
discussion of the department structure and pay grades I realized that the City had a potential pay/job value equity issue within the
Parks department. The Maintenance Manager is already a pay grade 5 and I had recommended the same pay grade for the
Greenspace Manager; however, the remaining direct reports are in pay grade 4 (Aquatics, Athletics and Special Events) and the Field
House supervisor is in pay grade 3. A review of the job descriptions and further clarification from Paul on the scope and oversight
responsibilities of these positions and the recognition that 3 of these positions had female incumbents, has resulted in my strong
recommendation that with the addition/approval of the Greenspace Manager position, the following pay grade reclassification occur
for these Park positions:
• Athletic Programs. & Leagues Manager from pay grade 4 to 5
• Special Events Manager from pay grade 4 to 5
• Recreation Programs & Aquatic Center from 4 to 5
• Field House Supervisor form 3 to 4 (Note: Crew Leaders (all male), a comparable scope/oversight position, are pay grade 4)
Job Title
Education
Work Experience
Scope -Program
Supervise/oversee
Maintenance Manager
BA
5 years; 3 supervisory
All greenspace for City
Crew leader; 8 laborers
Greenspace Manager
BA
5 years; 3 supervisory
All Park/Rec Faculties
and sport field
maintenance
Crew leader; 2 Skilled labor,
5 laborers
Athletic Programs & Leagues
Manager
g
BA
*
5 years; 3 supervisory
All Recreation programs
for youth and adults
Fieldhouse Supervisor and
8 laborers
Special Events Manager
BA
5 years; work with
volunteer workforce*
River Stage events and
Thunder over Louisville
Seasonal workforce of
about 20
Recreation Programs &
Aquatic Center Manager
BA
5 years; 3 supervisory*Community
Aquatic Center &
based
Recreation programs
Seasonal crew of about 80
employees (life guards,
concession workers) And 3
Ellis Center staff
Field House Supervisor
*T,
BA
None specified
Fieldhouse Recreation
programs/activities
With Manager, oversees 8
laborers
k
urrent worexperience for these posrnon is 3 to 5 years, I recommend setting the same/comparable requirements for each manager positions
It is my understanding that realigning these positions within the City's pay grade system will not impact current pay rates as all the
incumbents pay levels are already within the pay range for the recommended pay grade. Thus the impact of these pay grade
realignments would correct a potential pay equity issue and not result in pay adjustments, but simply provide the incumbents a
potential for a higher "top -end" or maximum pay rate.
During my review of the Park positions and the City's pay grade system, I identified a few other items that should be considered:
1. Move the Director of Vehicle Maintenance position from pay grade 5 to 6. From a strictly external pay market view, this
position has a lower "value" than other Director positions in pay grade 6; however, one could argue that from an internal
value view and the relative scope, oversight, education/years' experience required that it is better aligned with pay grade 6.
It is currently the only Director in pay grade 5.
2. Previously, I have recommended that kennel attendants be placed in the same pay grade as the genaI laborers, like e
Director of Vehicle Maintenance, the external market may be somewhat lower, the relatively low dollar impact of such a
change would likely have a marked positive impact on turnover and recruitment. With more states and the federal
government supporting initiatives to increase the minimum wage to $10 per hour, the city would be well served to be
proactive and eliminate the pay grade lb and move the attendants into the same pay grade as the general laborers.
3. The City's Pay Grade system is based on pay data collected and analyzed in 2012. If the City chooses not to "go to market"
and utilize updated salary data/surveys for updating the pay ranges, I would suggest considering a 'blanket" shift of all pay
ranges. Not reviewing and/or adjusting pay ranges periodically will lead to less competitive pay practices and the resulting
difficulty in attracting and maintaining talent for the City. A quick look at average pay rate changes since the 2012 survey
data indicates an average increase of 6 to 7%.
Let me know if you are needing additional information or if I can clarify any of the information/recommendations provided in this
memo. I have also attached an updated pay grade sheet indicating the changes I have recommended previously. I'm not certain if
my sheet contains all the new jobs that have been added since 2013, your ay need to verify against your records.
ParkLand HR Services, LLC 2
Director Calabro affirmed this section was added due to the fact during the SBOA audit there is not
an ordinance or resolution voted on by the Council approving the raises in 2013 as stated in Section II
N Section 11 N: Amending 2013 -OR -45 for the approved bonuses of $750 for full time employees
hired before July 1, 2013 and $250 for part time employees hired prior to July 1, 2013. Employees
hired after July 1, 2013 received no bonus.
Council President Gill thanked Ms. Calabro and others present for their meeting with the Council in
workshop and vote will be taken at the Council meeting.
ADJOURNMENT: With no further business, Councilperson Smith made the motion to ADJOURNED,
seconded by Councilperson Owen passing on a vote of 9-0. Meeting adjourned at 5:45 P.M.
APPROVED BY:
Lisa ill, President
ATTEST:
Vicki Conlin, City Clerk
3