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Non-Union Compensation Classification SchedulecrTYoF City of Kalispell Kill�`®i<� � p® Post Office Box 1997 - Kalispell, Montana 59903 - 1Z f � Telephone: (406) 758-7701 Fax: (406) 758-7758 MONTANA TO: Mayor Fisher and Members of Council FROM: Jane Howington DATE: August 1, 2011 RE: Position Classification and Salary Matrix for Non -Union Employees Problem Statement Over the past several years the city has struggled financially, due in part, to the economic downturn. One of the methods of cutting expenses during this time was to freeze compensation for non -union personnel. While this helped in the short term, it also created a difficult compression problem between union and non -union positions. The second major personnel issue facing the city is an imbalance of internal equity and the misplacement of positions within the current classification system. This has resulted over a period of years as positions have been individually re-classified or the evaluation tool used to create a position's classification ranking was Iimited in its sensitivity to some major ranking factors. Background The first salary classification plan was conducted in 1991 using a consultant that reviewed or revised all job descriptions and built the matrix off a point -factoring system. In 2003/2004 the city again hired a consultant to review all position descriptions and revise the matrix system based on both internal and external equity. To maintain the effectiveness of this matrix it was meant to be adjusted annually or with every COLA given to non -union personnel. Over the years it appears that two things impacted how the current classification matrix became imbalanced. In approving the annual salary schedule it appears the city council adjusted the upper end of the matrix, but not the lower end. The result of this increased the minimum to maximum spread in each grade and created a large overlap. As time goes on this makes it very difficult to move in any successive order through the matrix and provides problems with positions being placed in the wrong grades. The second problem impacting the effectiveness of the current classification matrix has been the individual alterations to various positions within the matrix without regard to maintaining like positions in the same grade. While this practice has been stopped, the long term impact has created major difficulties in continuing to use the current structure. The last time the current classification matrix was adjusted occurred in 2008 when the non -union employees received a 4% COLA. Since then, non -union positions have been frozen while union positions have continued to receive negotiated increases. Over time this has created some difficult compression issues including situations where some union employees are earning a higher wage than their supervisors. Without addressing the morale issue this causes, it also creates a problem with succession planning and moving employees up through the career ranks internally. An example of this can be seen in the police department. Since 2008, non -union employees have not had a COLA. During that same time police union personnel received 4% in 2009 and 4% in 2010. The result of this enabled the sergeants (union) to make a higher wage than the lieutenants (non -union) providing a disincentive for officers to seek job advancement and in some cases providing an incentive for our upper management employees to move back into union ranks. Proposal The classification matrix and salary schedule should be revised to consolidate grades, place like positions into the same grade, narrow the salary ranges in each grade, and implement a method to eliminate compression situations between union and non -union positions. To accomplish this a multi -phase process is proposed as follows: Phase 1: The current classification matrix should be consolidated from the current 19 grades to 6 grades. The city manager position should be eliminated from the matrix as it is a contractual position. The attached classification matrix shows the proposed consolidation and combines like positions into the same grade using similar terminology. Several positions have been under -classified and this proposal would move them into the appropriate grades. The cost to accomplish this part of the fast phase is approximately $19,100. Unless the classification matrix and salary schedule move in unison with the union salary adjustments, the compression issue will not be resolved. Annual adjustment to the non -union classification matrix to reflect the increases in the collective bargaining contractual agreements would accomplish this goal. For the current fiscal year (2011/12) union step increases are 1.3%. The cost to accomplish this part of the first phase is approximately $36,600. Phase 2: The consolidated pay bands should be narrowed within each range. This would help reduce the overlap in grades and begin moving the classification matrix toward a progressive organizational model. In the implementation of narrowing the pay bands, several positions will "fall off' the bottom of their pay band while a smaller number of positions will be over the maximum of their pay band. The positions over will be "frozen" until the pay band catches up to them, but the positions that are below the minimum should be moved up. The cost to accomplish moving positions up to the minimum of the narrowed pay bands is $79,200. This could be implemented over a 5 to 7 year period with the highest annual cost being the first year at approximately $17,500. Phase 3: A pay for performance merit system of personnel evaluations should be implemented. The city does employ a performance evaluation method currently, but it is not adequate to move people through the organization strategically. The city has not had the funds in the past several years to provide increases to the non -union personnel, but this is a great time to modify the evaluation system so if and when funds become available in the future the city pays for performance not for existence. The other elements of this phase will be the ongoing monitoring and evaluation of the system and the position rankings. The cost to accomplish this phase is minimal for the development of an evaluation tool as well as the monitoring aspect. The cost for merit would be determined annually by council through the budgetary process. Grade i PROPOSED SALARY MATRIX - PHASE 1 Consolidated Salary Range Mid point EXAMPLE GIS Specialist $ 38,500 $ 51,800 $45,100 IGIS Specialist Le al Secretn $ 38,500 $ 51,800 $45,100 Legal Secretary Administrative Specialist $ 38,500 $ 51,800 $45,100 Office Coordinator (Police, Court, PW, Planning, Parks) Grade 2 Consolidated Salary Range Mid point Revolving Loan Fund Manager $ 45,500 $ 61,200 $53,300 Manager (Revolving Loan, CD) Community Development Manager $ 45,500 $ 61,200 $53,301 Community Development Manager Chemist 2 $ 45,500 $ 61,200 $53,300 Chemist 2 Assessment Coordinator $ 45,500 $ 61,200 $53,300 Assessment Coordinator Planner 2 $ 45,500 $ 61,200 $53,300 Planner 2 Asst Civil Engineer $ 45,500 $ 61,200 1 $53,300 jAsst Civil Engineer Pa roll & HR Technician 1 $ 45,500 $ 61,200 1 $53,300 IPayroll & HR Technician Grade 3 Consolidated Salary Range Mid point Senior Civil Engineer $ 50,600 $ 68,300 $59,500 Senior Civil. Engineer Parks & Recreation Su erintendent $ 50,600 $ 68,300 $59,500 Superintendent - Parks, Const, PW - (WWTP, Budget Resource.. Sr. Project) Building Official $ 50,600 $ 68,300 $59,500 Building Official Senior Planner $ 50,600 $ 68,300 $59,500 Senior Planner Grade 4 Consolidated Salary Range Mid Point Airport Manager $ 56,500 $ 76,300 $66,400 Airport Manager Assistant City Attorney $ 56,500 $ 76,300 $66,400 Assistant City Attorney WWTP Water Resource Manager $ 56,500 $ 76,300 $66,400 WWTP Water Resource Manager Police Lieutenant - Detectives $ 56,500 $ 76,300 $66,400 Police Lieutenant - (Detectives, Patrol) Treasurer $ 56,500 $ 76,300 $66,400 Treasurer Grade 5 Consolidated Salary Range Mid Point Assistant Chief (Police, Fire) $ 58,500 $ 82,000 $70,200 Assistant Chief (Police, Fire) City Engineer $ 58,500 $ 82,000 $70,200 City Engineer Adjutant Attorney $ 58,500 $ 82,000 $70,200 Adjutant Attorney Assistant Finance Director $ 58,500 $ 82,000 $70,200 Assistant Finance Director Grade 6 Consolidated Salary Range Mid Point Directors $ 65,400 $ 102,500 $93,950 PW, HR, Parks, Finance, Planning, 1T) City Clerk $ 65,400 $ 102,500 $83950 City Clerk Jude $ 65,400 $ 102,500 $83,950 Judge City Attorney $ 65,400 $ 102,500 $93,950 City Attorney Chief (Fire & Police) $ 65,400 $ 102,500 $83,950 Chief (Fire & Police) CURRENT SALARY MATRIX STRUCTURE PAY GRADE Classification I Title Salary Range Mid -Point 101 Departmental Secretary $ 30.757 $ 41,521 $36,139 102 Administrative Specialist $ 32,506 $ 43,884 $38,195 Deputy City Clerk $ 32,506 $ 43,884 $38,195 103 Legal Secretary $ 34,356 $ 46,381 $40,369 Legal Secretary $ 34,356 $ 46,381 $40,369 Admin Asst. to the City Manager $ 34,356 $ 46,381 $40,369 Media Specialist $ 34,356 $ 46,381 $40,369 104 Community Development Specialist I $ 36,311 $ 49,021 $42,666 Planning Office Supervisor $ 36,311 $ 49,021 $42,666 Payroll & HR Technician $ 36,311 $ 49,021 $42,666 CD/City Manager Assistant $ 36,312 $ 49,021 $42,666 Aquatic Coordinator $ 36,312 $ 49,021 $42,666 105 Planner $ 38,378 $ 51,809 $45,094 Planner 2 $ 38,378 $ 51,809 $45,094 Admin Coordinator $ 38,378 $ 51,809 $45,094 Records Management Specialist -Police $ 38,378 $ 51,809 $45,094 Surveyor $ 38,378 $ 51,809 $45,094 Community Development Specialist 11(half time) $ 38,378 $ 51,809 $45,094 GIs Specialist $ 38,378 $ 51,809 $45,094 Admin. Coordinator $ 38,378 $ 51,809 $45,094 106 $ 40,550 $ 54,759 $47,655 $ 40,550 $ 54,759 $47,654 107 Chemist I $ 42,870 $ 57,761 $50,316 Chemist 1 $ 42,870 $ 57,761 $50,316 Municipal Court Admin. $ 42,870 $ 57,761 $50,316 Senior Surveyor $ 42,870 $ 57,761 $50,316 Asst Civil Engineer $ 42,870 $ 57,761 $50,316 Assessment Coordinator $ 42,870 $ 57,761 $50,316 108 Community Development Manager $ 45,309 $ 61,168 $53,239 Revolving Loan Fund Manager $ 45,309 $ 61,168 $53,238 Associate Civil .Engineer $ 45,309 $ 61,168 $53,238 Associate Civil Engineer $ 45,309 $ 61,168 $53,238 Deputy Finance Director $ 45,309 $ 61,168 $53,238 Chemist $ 45,309 $ 61,168 $53,238 Chemist 2 $ 45,309 $ 61,168 $53,238 Treasurer $ 45,309 $ 61,168 $53,238 109 Design Tech/Project Manager $ 47,889 $ 64,648 $56,269 WWTP Manager $ 47,888 $ 64,648 $56,268 Senior Planner $ 47,888 $ 64,648 $56,268 Senior Planner $ 47,888 $ 64,648 $56,268 Construction Manager $ 47,888 $ 64,648 $56,268 Construction Manager $ 47,888 $ 64,648 $56,268 Lab Supervisor $ 47,888 $ 64,648 $56,268 PAY GRADE Classification / Title Salary Range Mid -Point 110 Building Official $ 50,613 $ 68,327 $59,470 Senior Project Manager - Public Works $ 50,613 $ 68,327 $59,470 Public Works Superintendent $ 50,613 $ 68,327 $59,470 Water Operations Superintendent $ 50,613 $ 68,327 $59,470 Budget Resource Manager $ 50,613 $ 68,327 $59,470 Senior Project Manager - Public Works $ 50,613 $ 68,327 $59,470 Parks & Recreation Superintendent $ 50,613 $ 68,327 $59,470 Parks & Recreation Superintendent $ 50,613 $ 68,327 $59,470 Senior Civil Engineer $ 50,613 $ 68,327 $59,470 Senior Civil Engineer $ 50,613 $ 68,327 $59,470 1 1 I Police Lieutenant - Detectives $ 53,492 $ 72,215 $62,854 Police Lieutenant - Patrol $ 53,492 $ 72,215 $62,854 Assistant City Engineer $ 53,492 $ 72,215 $62,854 Assistant City Attorney $ 53,492 $ 72,215 $62.854 112 WWTP Water Resource Manager $ 56,537 $ 76,324 $66,431 IT Director $ 56,537 $ 76,324 $66,430 Airport Manager $ 56,537 $ 76,324 $66,430 Assistant Finance Director $ 56,537 $ 76,324 $66,430 City Engineer $ 56,537 $ 76,324 $66,430 113 Assistant Police Chief $ 58,509 $ 81,913 $70,211 Assistant Fire Chief/Operations $ 58,509 $ 81,913 $70,211 Assistant Fire Chief/Prevention $ 58,509 $ 81,913 $70,211 Adjutant Attorney $ 58,509 $ 81,913 $70,211 City Clerk $ 58,509 $ 81,913 $70,211 Director of Human Resources $ 58,509 $ 81,913 $70,211 Deputy Public Works Director $ 58,509 $ 81,913 $70,211 114 Director of Community Development $ 61,839 $ 86,575 $74,207 Director of Parks & Recreation $ 61,839 $ 86,575 $74,207 115 Finance Director $ 65,357 $ 91,501 $78,429 Police Chief $ 65,357 $ 91,501 $79,429 Fire Chief $ 65,357 $ 91,501 $78,429 Planning Director $ 65,357 $ 91,501 $78,429 Judge $ 65,357 $ 91,501 $78,429 116 Public Works Director $ 69,077 $ 96,707 $82,892 117 City Attorney $ 73,007 $ 102,210 $97,609 118 Reserved $ 77,162 $ 108.027 $92,595 t 19 ICity Mana er $ 95,000 $ 125,0001 $110,000