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Home My WebLink AboutFS 2012-12-04 Item 2C - Review - Non-Represented Position City of Tukwila Jim Haggerton, Mayor INFORMATIONAL MEMORANDUM TO: Mayor Haggerton Finance and Safety Committee FROM: Stephanie Brown,Human Resources Director DATE: November 28, 2012 SUBJECT: Non-Represented Position Review-Resolution No. 1769 ISSUE Resolution No. 1769 adopting the 2012 non-represented salary and benefits schedule requested a review and analysis be conducted by the end of 2012 of the non-represented positions identified in the 2012 market study that fell+/- 5% outside of the band of compensation be evaluated for reclassification. At the Finance and Safety Committee meeting held on August 21,the positions were identified and the information being presented in this memorandum is the outcome of the review. BACKGROUND The Human Resources staff identified six positions that fell+/- 5% outside of the band of compensation as a result of the 2012 Market Study. Given the recent adjustment to the non-represented wage schedule for 2012,these positions remain above or below the market from 16% above to-7%. (Attachment A) Those positions are: Administrative Secretary 1; Building Official; City Administrator; Court Administrator; Deputy City Clerk and Senior Engineer. There are two incumbents in the Administrative Secretary 1 classification, and four(4) in the Senior Engineer classification. As you know, the classification system is the Decision Band Method(DBM), and will be referred to hereinafter as DBM. The process involves each incumbent in the position complete a Position Description Questionnaire(PDQ). Then a desk audit is conducted,which provides an opportunity to verify the information submitted in the PDQ as this is an essential step to determine if the position duties have changed significantly to warrant a reclassification. Other considerations included in this review are education, experience, and knowledge, skills, and abilities. The third step of the process is to conduct an external review of similar positions with our comparison cities. The cities chosen for this review were used in the 2012 Market Study conducted internally and by an outside consultant they are: Auburn,Federal Way,Kent,Kirkland,Mountlake Terrace,Redmond, Renton, Bothell Issaquah,Lynnwood, Puyallup, and Sea-Tac. To ensure that there is a good match for comparison, at least 70% of the duties should match with the comparator position. During our analysis we discovered there were two or three cities that were not good matches for the positions being reviewed. This is due to varying factors ranging from greater responsibility, specialized knowledge, skills, licenses, supervision of staff and department size.Upon completion of the external review, an internal review is done to see where our internal positions align. The internal review process looks at positions that are banded together which also includes positions that are represented. The DBM system methodology recognizes six levels of decision making within an organization. The levels are from A-F. Positions at A band make decisions that affect the manner and speed in which an individual task is completed. These are typically entry level administrative/clerical positions. Positions at F band make decisions that affect the overall goals and direction of the organization,these positions are typically the CEO of the organization. Additional steps factored into the analysis are grading and sub grading used to determine the compensation range for the position. 23 INFORMATIONAL MEMO Page 2 According to compensation consultant, Bruce Lawson of Fox Lawson&Associates who recently conducted a workshop on job evaluation methods for the City Council, clarifies that industry standard is anything that is+/- 5% is considered to be at market; +/-10% is considered near market and+/- 15% is considered misaligned with market. Anything less than 10% is normally not considered to be out of alignment but above 10%would warrant examination. Other areas to look at when considering the competitive nature of current compensation are performance,turnover, and longevity. An example of this would be in the in the field of Engineering. At most cities surveyed including Tukwila,this is a challenging position to recruit for due to supply and demand. Keeping compensation competitive is why we are seeing these positions being at, or slightly above the market with our external comparators. Being competitive in salary helps to recruit and retain staff that have very specialized knowledge, skills and abilities. Our analysis and the evaluation that it was based on involved looking at each position individually, comparing it both externally with those comparable cities that match 70% of the duties, and internally with positions banded the same. Through this process,we have identified that two of the six positions should be reclassified. They are the Court Administrator, and the Administrative Secretary 1 position in the Parks &Recreation Department. The Court Administrator position has changed pursuant to the promulgation by the State of Washington of General Rule(GR)29. This has changed the reporting structure to provide accountability to the Presiding Judge, and provides direct oversight of the day to day operations to the Court Administrator. The Parks and Recreation Deputy Director position was eliminated from the Parks and Recreation department budget in 2010. The department has benefitted from the expertise of the current incumbent who has previous experience performing work at a higher level in the field, prior to becoming employed by Tukwila. Although the incumbent does not perform all of the duties of the Deputy Director, she is performing higher level duties that are beyond the current classification. There are no plans to fill this position in the near future. The other positions we reviewed are banded appropriately based upon our analysis. They are considered to be at market or near market based upon external comparators. The Human Resources staff will continue to ensure that our positions are appropriately benchmarked for future market studies and will re- evaluate those positions exceeding 10% above the market for appropriate placement into our compensation system. RECOMMENDATION This is being presented as information only and does not require further Council action. ATTACHMENT Attachment A Resolution No. 1769 E:IInfoMemoF&S 11-28-12.doc 24 Attachment A 2011 2012 2011 Top Market 2012 Top Market Position Title Step Average* Variance Step Average Variance Administrative Secretary 1 32.16 28.67 11% 34.22 28.90 16% Building Official 50.58 49.40 2% 52.26 49.78 5% City Administrator 71.13 75.45 -6% 73.48 78.42 -7% Court Administrator 41.37 46.31 -12% 44.02 46.87 -6% Deputy City Clerk 32.16 30.43 5% 34.221 29.99 12% Senior Engineer 1 50.581 47.32 6% 52.261 47.98 8% * 2011 Market Average data and variance taken from page#16 of the Ross report Prepared by HR Staff 7/30/12 25 26 • • City of u la Washington Resolution No. 1 J� 6.L7 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, UPDATING AND CLARIFYING THE NON-REPRESENTED EMPLOYEES' COMPENSATION AND ADOPTING THE NON-REPRESENTED SALARY SCHEDULE AND BENEFITS SUMMARY, EFFECTIVE JANUARY 1, 2012. WHEREAS, the Tukwila City Council has conducted a review of the non- represented employees' compensation system that was originally implemented in January 1998; and WHEREAS, the City Council recognizes that current economic conditions and forecasts are a consideration in actions that deal with the compensation of employees; and WHEREAS, the City Council has made a determination to review the non- represented compensation for even-numbered years and provide cost-of-living allowances (COLAs) in odd-numbered years; and WHEREAS, a compensation study has been conducted and the recommended non-represented wage schedule and benefit information has been prepared for implementation on January 1, 2012; and WHEREAS, recent economic conditions have caused the City to make budget cuts and, in recognition of requested and received concessions in the preceding budget to the City's normal non-represented salary plan process, the City Council has determined to implement a one-time process for 2012 that includes a 3.33% COLA for all non- represented employee ranges A11-F102, and a one-time adjustment to equalize ranges with the average wage of comparable jurisdictions' positions for bands A11—C42 and D62—E91. This one-time adjustment to achieve equalization shall not exceed 3% per band, irrespective of the comparable average; and W:\Word Processing\ResolutionsWon-Represented Employees Compensation-2012-rvsd 5-16-12 final SB:bjs Page 1 of 3 27 WHEREAS, these increases have been made based on the understanding that, by the end of 2012, City Administration will evaluate reclassification of the positions for which the market study demonstrated they fell +/- 5% . outside of the band compensation; and WHEREAS, the City Council requests that City Administration conduct a thorough review of employee compensation and benefit methods used by other employers and present a recommendation to the Council regarding whether the current compensation methodology should be changed and the reasons for the recommendation by the end of 2012; NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, HEREBY RESOLVES AS FOLLOWS: Section 1. Non-Represented Employees Wage Plan. The following statements have been used for the purpose of adopting the non-represented employees' wages for 2012. A. The following basic plan elements remain the same: 1. Decision Band Methodology (DBM) for creating classifications. 2. Market analysis using comparable jurisdictions' top-step wages. 3. Data was gathered through use of the "Association of Washington Cities (AWC) Salary and Benefits Survey", a publication that garners wide participation of our comparables. 4. Regression line analysis to establish the Control Point for each DBM rating. (Regression Line Analysis provided by Fox Lawson & Associates, LLC, based on Human Resources Department acquired market data). 5. Steps below the Control Point (Wage Schedule Top Step) are automatic as individuals move through the system. 6. Ranges for all bands (A11-F102) of the Decision Band Methodology have been established based on the City Council's recommendation for creating the 2012 wage schedule. 7. Positions within Decision Bands A11-C42 and D62-E91 will receive a 3% wage adjustment effective January 1, 2012. Positions within Decision Band C41 will receive a 2% wage adjustment effective January 1, 2012. 8. A COLA increase will be given to positions within Decision Bands A11— F102. The COLA increase shall be based on 90% of the Seattle-Tacoma-Bremerton Consumer Price Index (CPI-W) Average (June 2010 to June 2011). B. The Decision Band method of job evaluation will be used to establish classifications and the relative internal value and relationship of non-represented positions within the City of Tukwila for 2012. The City Council will evaluate City WAWord Processing\Resolutions\Non-Represented Employees Compensation-2012-rvsd 5-16-12 final sB:bjs Page 2 of 3 28 Administration's recommendations regarding continued use of the Decision Band Method in 2013. C. Merit will continue to be eliminated from the plan at this time and may be reconsidered as a plan,element in subsequent years. D. Step increases from the minimum to the control point for all positions shall be given annually on the employee's performance review date. There will be no step increases for employees at or above the control point. Section 2. Non-represented salary schedule, employee benefits summary and longevity pay plan. A. The "Non-Represented Salary Schedule —2012,"Attachment A hereto, shall be approved, effective January 1, 2012. B. The "Non-Represented Employee Benefits Summary — 2012," Attachment B hereto, shall be approved, effective January 1, 2012. C. The "Longevity Pay Plan for Non-Represented Employees — 2012," Attachment C hereto, shall be approved, effective January 1, 2012. PASSED BY THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, at a Regular Meeting thereof this day of j'Y1 12012. ATTEST/AUTH E NT I CATE D: v � Christy O'Flah rty, MMC, City C14A Verna Seal, Council President APPROVED AS TO FORM BY: Filed with the City Clerk: S4 -/J- Passed by the City Council: - Resolution Number: q Shell ers , City Attorney Attachments: -Attachment A, Non-Represented Salary Schedule—2012 -Attachment B, Non-Represented Employee Benefits Summary—2012 -Attachment C, Longevity Pay Plan for Non-Represented Employees — 2012 W:\Word Processing\ResolutionsWon-Represented Employees Compensation-2012-rvsd 5-16-12 final sB:bjs Page 3 of 3 29 30 Attachment A,Page 1 City of Tukwila Non-Represented Salary Schedule-2012 Classification Title Job Title Range Administrative Support Technician Administrative Support Technician Al2 Office Technician Human Resources Technician . B21 Office Specialist Administrative Secretary B22 Civil Service Secretary/Examiner Administrative Assistant Deputy City Clerk B2 Executive Secretary Administrative Secretary I Council Administrative Assistant Program Coordinator Systems Administrator C41 Human Resources Assistant Management Coordinator City Clerk C42 Court Administrator Police Records Manager Management Analyst Legislative Analyst Human Resources Analyst Public Works Analyst Program Administrator Internal Operations Manager C43 Public Works Coordinator Emergency Manager Program Manager Assistant City Administrator D61 Senior Engineer Building Official IT Manager Administrative Manager Maintenance Operations Manager D62 Assistant Director Deputy Community Development Director D63 Deputy Finance Director Deputy Public Works Director Deputy Parks&Recreation Director Department Manager Assistant Fire Chief D72 Assistant Police Chief City Engineer Department Administrator Economic Development Administrator E81 KG:ksn 5/9/2012 Page 1 of 6 31 Department Head Human Resources Director E83 DCD Director Finance Director IT Director Parks &Recreation Director Department Director Fire Chief E91 Police Chief Public Works Director City Administrator City Administrator F102 KG:ksn 5/9/2012 Page 2 of 6 32 Attachment A,Page 3 2012-Non-Represented Salary Structure 2012 Non-Represented Salary Structure (Monthly) DBM (Minimum) Rating_ Stan.1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 All 3,762 3,880 3,999 4,116 4,233 Al2 4,060 4,190 4,319 4,446 4,572 A13 4,369 4,503 4,640 4,777 -4,912 B21 4,563 4,734 4,907 5,077 5,252 B22 4,860 5,042 5,225 5,408 5,592 B23 5,153 5,347 5,541 5,734 5,931 B31 5,409 5,646 5,882 6,119 6,356 B32 5,840 6,096 6,353 6,609 6,866 AT C41 , V, `7,77 C42 6,354 6,6101 6,864 7,1-18 7,373 7,630 C43 6,637 6,903 1 7,170 7,435 7,700 7,969 c51 6,853 7,1601 7,468 7,777 8,083 8,395 C52 7,325 7,6541 7,984 8,314 8,645 8,905 9 5 06&� 7 972`� 8,,,�36JEi 69 D61 7 ....... D62 7,377 7,744 8,113 8,481 8,851 9,218 D63 7,635 8,017 8,399 8,782 9,164 9,544 D71 7,811 8,238 , 8,667 9,095 9,522 9,952 D72 8,197 8,6441 9,093 9,540 9,990 10,438 E81 8,283 8,697 9,113 9,524 9,969 10,416 10,843 E82 8,588 9,019 9,449 9,879 10,311 10,742 11,171 E83 8,840 9,284 9,724 10,168 10,609 11,052 11,495 E91 9,148 9,606 10,064 10,523 10,980 11,439 11,897 _6_2 9,525 1 10,004 10,482 10,958 11,436 11,914 12,391 F101 9,9091 10,404 10,899 11,397 11,894 12,387 12,884 F102 OJ: !,`I.,�:,:1217 3,T, 2012 Rates include a COLA increase of 3,33% and market rate adjustments as follows: 3% market adjustment for all bands except D61 and F102 2% market adjustment for C41 KG:ksn 5/9/2012 Page 3 of 6 33 Attachment B Non-Represented Employee Benefits-2012 Social Security (FICA): Social Security benefits shall be provided as contained in Section 2.52.010 of the Tukwila Municipal Code(TMC). State-Wide Employee Retirement System (PERS): Retirement shall be provided as contained in Section 2.52.020 of the TMC. Holidays:Holidays shall be provided as contained in Section 2.52.030 of the TMC. Regular part- time employees shall be entitled to benefits on a pro-rata basis. Sick Leave: Sick leave shall be provided as contained in Section 2.52.040 of the TMC. Regular part-time employees shall be entitled to benefits on a pro-rata basis. Medical Insurance: The City shall pay 100% of the 2012 premium for regular full-time employees and their dependents under the City of Tukwila self-insured medical/dental plan. Premium increases above 8% per year shall result in a modified plan document to cover the additional cost above 8%, or a premium shall be implemented for the difference, at the City's discretion. The City reserves the right to select all medical plans and providers. Regular part- time employees shall be entitled to benefits on a pro-rata basis.Employees who choose coverage under the Group Health Cooperative plan shall pay the difference between the City of Tukwila plan full-family rate and the rate charged to them by Group Health. Dental Insurance: The City shall provide 100% of the 2012 premium for the regular full-time employees and all dependents under the City of Tukwila self-insured medical/dental plan for dental coverage. Regular part-time employees shall be entitled to the same benefits on a pro- rata basis. Life Insurance: For regular full-time employees, the City shall pay the premium for Plan C (Multiple of annual earnings) or similar group life and accidental death and dismemberment insurance policy. Said plan shall be at 100% of annual earnings rounded up to the next$1,000. Regular part-time employees that work at least 20 hours per week shall be entitled to benefits on a pro-rata basis (per insurance program requirements). Vision/Optical To non-represented regular full-time employees and their dependents at the rate of $200 per person, to a maximum of $400 per family unit each year. Regular part-time employees and their dependents shall be entitled to benefits on a pro-rata basis. Disability Insurance: The City shall provide 100% of the premium for regular full-time employees for a comprehensive long-term disability policy. Regular part-time employees that work at least 20 hours per week shall be entitled to benefits on a pro-rata basis (per insurance program requirements). Health Reimbursement Arrangement/Voluntary Employee Benefit Association (HRA/VEBA): VEBA benefits shall be provided as contained in Resolution No. 1445 and as amended. Vacation: Following the sixth month of continuous employment, annual vacation leave of six full days (each day is calculated at eight hours,regardless of schedule worked) shall be granted. Thereafter, an additional day of annual leave shall accrue each month, up to a total of 12 days. Three additional days of annual leave shall be granted on the employee's anniversary date after the third,fourth and fifth years. After six years, the employee shall be granted one day per year additional annual leave to a maximum of 24 days per year. The maximum number of accrued hours is 384 or 48 days. KG:ksn 5/9/2012 Page 4 of 6 34 Years of Service Vacation Accrual Years of Service Vacation Accrual 0-1 years 12 days* 10 years 19 days 1-2 years 12 days 11 years 20 days 3-6 years 15 days 12 ears 21 days 7 years 16 days 13 years 22 days 8 years 17 days 14 years 23 days 9 years 18 da s 15 years 24 days (maximum *Six full days will be granted following the sixth month of continuous employment. (Days accrue at eight hours, regardless of schedule worked.) Regular part-time employees shall be entitled to benefits on a pro-rata basis. Uniform Allowance: An annual uniform allowance of $350 shall be granted to the following employees: Fire Chief, Assistant Fire Chief, Police Chief, Assistant Police Chief, and Records Manager. KG:ksn 5/9/2012 Page 5 of 6 35 Attachment C Longevity Pay Plan for Non-Represented Employees--2012 The monthly longevity flat rates shall be as follows for regular full-time employees after the completion of the number of years of full time employment with the City set forth below. Regular part-time employees shall receive longevity on a pro-rata basis. Completion of 5 years $75 Completion of 10 years 100 Completion of 15 years 125 Completion of 20 years 150 Completion of 25 years 175 Completion of 30 years 1 200 KG:ksn 5i9/2012 Page 6 of 6 36