HomeMy WebLinkAboutResolution No. 5290 RESOLUTION NO. 5290
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
DOWNEY ESTABLISHING THE COMPENSATION PAYABLE TO
CLASSIFICATIONS WITHIN THE MIDDLE MANAGEMENT SERVICE
WHEREAS, the City Council has given careful consideration to the
Management /Compensation Plan as recommended by the City Manager.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF DOWNEY DOES RESOLVE AS
FOLLOWS:
SECTION 1. Effective January 1, 1990, the Middle Management salary
schedule for division heads is amended as follows:
CLASSIFICATION MONTHLY RANGE
Assistant to the City Manager $4,007 - 4,890
Building Official 4,587 - 5,597
City Engineer 5,144 - 6,276
City Librarian 4,204 - 5,129
City Planner 4,631 - 5,651
Data Processing Manager 4,462 - 5,444
Equipment Maintenance Manager 3,321 - 4,051
Finance Manager 4,590 - 5,601
Fire Battalion Chief 4,675 - 5,703
Fire Marshal 4,675 - 5,703
Housing Manager 4,025 - 4,947
Personnel Director 4,913 - 5,995
Police Captain 5,025 - 6,132
Purchasing Manager 3,652 - 4,455
Recreation Manager 3,862 - 4,712
Social Services Manager 3,862 - 4,712
Superintendent of Physical Services 4,375 - 5,337
Superintendent of Water and Sanitation 4,375 - 5,337
Theatre Manager 4,204 - 5,129
Communications Supervisor 2,929 - 3,574
SECTION 2. All benefits currently or hereinafter provided to
classifications within the corresponding recognized bargaining units in the
City's classified service are approved for Middle Management personnel unless
otherwise specified. Middle Management employees are specifically excluded
from overtime compensation (exceptions are Fire Battalion Chiefs and Fire
Marshal) and education incentive pay (exceptions are Police Captains).
Employees who are appointed or promoted into the Middle Management service of
the City after December 31, 1983, shall not be eligible to receive the
Longevity Pay differentials provided to the classified personnel. All
benefits as prescribed by Resolution No. 4899 shall remain in force.
RESOLUTION NO. 5290
Page 2
SECTION 3. The Management Compensation Plan is hereby amended and
adopted as Attachment A.
SECTION 4. The City Clerk shall certify to the adoption of this
resolution and provide for the appropriate distribution thereof.
APPROVED AND ADOPTED this 8th day of May , 1990.
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'Mayor
ATTEST: Randall R. Barb
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City Clerk
I HEREBY CERTIFY that the foregoing resolution was duly adopted by the
City Council of the City of Downey at a regular meeting thereof held on
the 8th day of May , 1990, by the following vote to wit:
AYES: 5 Council Members: Hayden, Paul, Cormack, Boggs, Barb _
NOES: 0 Council Members: None
ABSENT: 0 Council Members: None
ABSTAINED: 0 Council Members: None ', t (, '� / ; !'�
C�lty Clerk
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Att.
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ATTACHMENT A
ADMINISTRATIVE REGULATIONS
OFFICE OF THE CITY MANAGER
Issued: January 24, 1984
Revised: March 11, 1986
Number: . 423 Revised: May 23, 1989
Sections: 1 - 7 Revised: May 8, 1990
Effective Date: May 8, 1990
SUBJECT: MANAGEMENT PERFORMANCE /COMPENSATION PLAN
1. PURPOSE. The purpose of this Administrative Regulation is to establish
salary administration guidelines for Executive Management and Middle
Management classifications pursuant to the following goals and objectives:
1.1 Promote better job performance and increased productivity by giving
recognition to the employee for individual level of performance.
1.2 Promote increased commitment to goals and objectives of the City
Council and the City Manager.
1.3 Strengthen the role of the supervisor in the Compensation Program.
1.4 Promote the philosophy of "team management" and increase employee
understanding of associated rules, responsibilities and loyalties.
1.5 Establish a system of compensation which results in appropriate
internal salary relationships and competitive salary rates.
2. AUTHORITY. City Council Resolution No. 4352.
3. APPLICATION. The Compensation Plan shall apply to all employees occupying
positions in classifications designated by the City Council as Executive
Management and Middle Management.
4. POLICY.
4.1 Establishment of Salary Ranges. The City Council shall adopt a
resolution identifying the minimum and maximum salary for each
Executive Management and Middle Management classification. The
salary ranges will have a spread of approximately 22% from the
minimum to maximum figures with no set steps in between.
Salary ranges shall be established to reflect the relative value of
positions taking into account both internal and external
considerations. Measures shall be taken to ensure that appropriate
internal relationships and alignments are maintained within the
organization. Accordingly, no supervisor shall receive less total
compensation than his /her highest paid subordinate if a similar
amount of time is worked. In addition, efforts will be made to
ensure that a competitive position within the labor market is
maintained for all classifications in order to attract and retain
highly qualified personnel.
CITY OF DOWNEY, CALIFORNIA
Administrative Regulation No. 423
Page 2
4.2 -1 Adjustment of Salary Ranges - Executive Management. The
salary ranges for Executive Management employees will be
reviewed, based on salary surveys and internal relationship
considerations, for possible adjustments to be effective in
the first pay period of September of every year. The salary
survey should be completed by August 15. The objective of
salary surveys will be to maintain City of Downey salaries at .
a competitive level within the relevant labor market as
defined in Section 7. of the Plan.
4.2 -2 Adjustment of Salary Ranges - Middle Management. The —
established salary ranges will be reviewed, based on benchmark
salary surveys and internal relationship considerations, for
possible adjustments to be effective in the first pay period
of January of even - numbered years (amended by Resolution No.
4715, adopted 3/11/86). In years in which the survey is
conducted, the results shall be available by the date of
February 28. The objective of salary surveys will be to
maintain City of Downey salaries at a competitive level within
the relevant labor market as defined in Section 7. of the
Plan. The benchmark positions to be surveyed will be selected
by the City Manager with input from the Management
Compensation Review Committee (as established in Section 6.).
Also, salary ranges shall be adjusted at such other times as
the City grants cost -of- living adjustments to the rank -and-
file employees unless the City Council directs to the
contrary. The amount of such cost -of- living adjustments
granted to the management classifications will be no less than
that granted to the predominant recognized bargaining unit in
the department to which the management position is assigned.
In such instances where salary ranges are increased for cost -
of- living purposes, the individual employee salaries will be
increased in proportion to the amount of the range adjustment,
provided that for reasons of unsatisfactory performance an
individual employee may be denied such an adjustment. All
salary range adjustments shall require the adoption of a
resolution by the City Council.
4.3 -1 Progression Within the Salary Range - Executive Management.
The minimum salary in the range would be appropriate for a new
employee who minimally satisfies job requirements. The top of
the range is reserved for employees who perform at the highest
level of proficiency that is expected.
Employees, both upon appointment and during the course of
their employment, may receive any salary amount not to exceed
the maximum of their range. Generally, each employee will be
reviewed for salary adjustments within their range annually
each September. Such adjustments shall be determined by the
City Manager and be effective at the beginning of the first
pay period in September. Employees may be granted salary
adjustments at other times with prior City Council approval.
Administrative Regulation No. 423
Page 3
The consideration for adjusting an employee's salary will be
changes in the cost of living and job performance as indicated
in a detailed corresponding Management Performance Evaluation
Report.
4.3 -2 Progression Within the Salary Range - Middle Management. The
minimum salary in the range would be appropriate for a new
employee who minimally satisfies job requirements. The top of
the range is reserved for employees who perform at the highest
level of proficiency expected.
Employees, both upon appointment and during the course of
their employment, may receive any salary amount not to exceed
the maximum of their range. Generally, a new employee is not
considered for a merit increase before 12 months of
employment. Thereafter, employees will be reviewed for merit
salary increases annually in conjunction with the employee's
anniversary date. However, employees will not be considered
for merit increases after reaching the end of the respective
salary range. Employees may be granted merit salary
adjustments more frequently than every 12 months with prior
City Manager approval.
The sole consideration in the granting of merit increases
shall be job performance, as indicated in a detailed
corresponding Management Performance Evaluation Report. The
following shall apply in the granting of merit salary
increases.
a. Merit salary adjustments for division managers shall be
made upon recommendation and approval of the concerned
department heads.
b. Merit adjustments must be approved by the City Manager. A
department head will provide their evaluation and proposed
merit adjustment to the City Manager prior to giving it to
the employee.
c. The amount of merit salary adjustment shall be directly
related to the employee's progress in satisfying
performance expectations. Generally, an employee who
performs meritoriously will receive a merit increase of
approximately 5 %. Adjustments up to 10% within the salary
range are permitted. Also, while salary adjustments w i l l
normally involve increases, reductions may be made in
instances of unsatisfactory performance.
Administrative Regulation No. 423
Page 4
d. After an employee reaches the top of the salary range, the
level of proficiency appropriate to that salary rate must
be maintained or the employee's salary may drop below the
maximum. This may occur through a direct salary reduction
or the employee may not be granted increases which may be
possible due to adjustments in the range.
All approved salary adjustments shall be implemented by
the submission of a Personnel Status Report (PSR) form to
the Personnel Office. The PSR and the corresponding —
evaluation shall be reviewed by the Personnel Director for
consistency with the provisions of the Plan.
4.4 Elimination of Merit Longevity Pay. Merit Longevity Pay
differentials shall be eliminated for all Executive and Middle
Management personnel hired or promoted in management /unclassified
service after the adoption of this Plan. Employees in Executive or
Middle Management positions prior to the adoption of this Plan shall
be "grandfathered" and will continue to be eligible for the merit
longevity pay increases provided to classified employees unless they
are promoted, in which case they will cease to be eligible for merit
longevity pay.
4.5 Exceptional Performance Pay. In order to recognize superior perform-
ance, an individual employee may be granted Exceptional Performance
Pay of up to 10% above his /her annual salary in the form of a one-
time, lump -sum payment. Exceptional Performance Pay awards are
separate from, and in addition to, the salary adjustments discussed
in Section 4, subsection 4.3, of this Plan. Exceptional Performance
Pay awards may be granted at any time during the year, and in no
event shall an employee receive awards totaling more than 10% of
his /her annual salary in any fiscal year period. Exceptional
Performance Pay is not an award for past service but for ongoing and
future expected exceptional performance. Awards will not be made to
employees who have informed the City of their intention to resign or
retire from City employment.
4.5 -1 The provision of Exceptional Performance Pay may be granted
when an employee's performance and value to the City clearly
exceed normal expectations. Examples of possible justifying
activities include:
a. Development of new programs which result in significant,
definable cost savings or improvements in City services
and efficiency.
b. Within the employee's area of responsibility, there is a
consistent, exceptionally high level of productivity with
repeated successful implementation of progressive and up-
to -date managerial systems.
Administrative Regulation No. 423
Page 5
c. Development of management or operational programs which
may be applied in units other than the one in which the
employee works.
d. Willingness to accept management or special assignments of
responsibilities which are atypical to the normal
functions of the employee's classification.
e. Implementation of cost saving measures in the form of
significant budget reductions without reducing
productivity and /or efficiency.
4.5 -2 Approval Process.
a. If it is determined by a department head that a Middle
Management employee is deserving of Exceptional
Performance Pay, such recommendation shall be forwarded to
the City Manager and the Management Compensation Review
Committee for review. Department heads may be granted
Exceptional Performance Pay upon recommendation of the
City Manager.
b. The City Council will review all proposed Exceptional
Performance Pay recommendations prior to implementation.
4.5 -3 Funding Mechanism. Funds for Exceptional Performance Pay will
come from, and in no event exceed, a special pool established
as follows:
a. Each September 1, the difference between actual operating
expenditures and operating revenues for the previous
fiscal year will be calculated. If the difference is
negative, then no pool will exist.
b. If the difference is positive, then 25% of such amount
will constitute the pool from which Exceptional
Performance Pay funds will be derived.
c. The pool amount will be available to fund Exceptional
Performance Pay for the twelve -month period from September
1 to August 31.
d. The Management Compensation Review Committee will be .
responsible for ensuring that the total amount of
Exceptional Performance Pay granted does not exceed the
available pool amount.
e. Operating expenditures and operating revenues will be
considered those operating expenditures and operating
revenues of the General Fund.
Administrative Regulation No. 423
Page 6
f. The pool will in no event exceed an amount equal to 5% of
the total current annual salaries of eligible management
employees.
4.5 -4 EliTibility. Employees in Executive and Middle Management
positions who receive Longevity Pay are not eligible to
receive Exceptional Performance Pay awards. However, such
employees may elect irrevocably to forfeit their Longevity Pay
in order to become eligible for Exceptional Performance Pay
awards. —
4.6 Performance Evaluation. The performance evaluation process will
entail a detailed planning process as well as a review of past
achievements and performance in various job behavior categories.
Both functions will be accomplished on the Management Performance
Evaluation Report.
4.6 -1 Planning. Upon initial appointment and annually thereafter,
the employee and his /her supervisor shall meet together and
prepare an agreed Performance Plan for the upcoming evaluation
period. The Performance Plan shall identify the specific
objectives to be accomplished during the upcoming evaluation
period, including dates of completion and the criteria to be
used in evaluating the employee's performance in achieving the
objectives.
4.6 -2 Review. At the conclusion of an evaluation period, the super-
visor shall review the Performance Plan and evaluate the
employee's performance according to the planned objectives and
standard behavior categories.
Annual Review Procedure. At least one month prior to the
employee's anniversary date, the Personnel Office will forward
a copy of the Management Performance Evaluation Report to the
employee's supervisor.
Step I - Review
a. The supervisor shall complete the review portions of the
Management Performance Evaluation Report including
detailed narrative comments on the employee's performance
during the past review period.
b. Upon completion of the report, the supervisor shall meet
with the employee to review and discuss the Management
Performance Evaluation Report and recommendation for any
corresponding salary adjustment. The employee should feel
free to propose any alterations or omissions which may be
pertinent to the report.
c. If alterations or additions are to be made, the Management
Performance Evaluation Report should be retyped to reflect
the modifications and prepared for signature.
Administrative Regulation No. 423
Page 7
d. The form should be signed by the supervisor and forwarded
to the employee for completion of the section entitled
"Overall Comments by Employee" and signature.
e. Complete a Personnel Status Report (PSR) reflecting any
salary adjustment, if appropriate.
f. Any recommendation for Exceptional Performance Pay must be
forwarded on a memorandum to the City Manager and the
-- Management Compensation Review Committee for review and
approval.
Step 2 - Planning. Shortly following the "review" meeting, the
supervisor will schedule a "planning" meeting with the employee to do
the following:
a. To reach a mutual understanding of the duties of the job
and how the job fits into the total work of the unit.
b. To establish performance goals or objectives expected
during the upcoming evaluation period.
c. To agree on how the employee's accomplishments will be
measured at the end of the upcoming evaluation period.
Although some discussion of past performance may be useful in this
meeting, the primary concern at this stage is on lanning, not on
evaluation. At the conclusion of this discussion, t e Performance
Plan should be typed on the appropriate section (final page) of the
Management Performance Evaluation Report which will be used for the
upcoming evaluation period.
5. APPEAL PROCEDURE.
5.1 An employee may appeal a recommended salary adjustment or performance
evaluation under the following circumstances.
5.1 -1 If the employee feels his /her job performance has not been
accurately documented in the performance review process.
5.1 -2 If the employee feels that the amount of recommended salary
adjustment is not appropriate.
5.2 The following procedure shall be followed in the event that an employee
wishes to file an appeal.
5.2 -1 The employee shall advise the supervisor of his /her concern and
shall attempt to resolve the matter with the supervisor. The
supervisor may require the employee to submit his /her concern in
writing.
Administrative Regulation No. 423
Page 8
5.2 -2 If the matter is not resolved through review with his /her
supervisor, the employee shall outline the specific concern in
writing and indicate that a review before the department head is
requested.
5.2 -3 If the matter is still not resolved, the employee may request a
review by the City Manager. The City Manager shall review the
matter and issue a decision.
5.2 -4 The decision of the City Manager is final. Executive Management
and Middle Management employees shall not have the right to
appeal a decision regarding salary adjustment and performance
evaluation to the Personnel Advisory Board.
6. MANAGEMENT COMPENSATION REVIEW COMMITTEE. A Management Team Committee
comprised of the Asssistant City Manager /General Services - Public Safety,
Assistant City Manager /Economic Development, Director of Community Services,
Director of Public Works, Chief of Police and Fire Chief will be accountable
to the City Manager and have the following charges:
6.1 To meet at least twice each fiscal year for the purpose of monitoring
the administration of this Plan in order to maintain consistency of
practice and to make recommendations or modifications where needed.
6.2 To review and comment on the surveys of salary ranges which are to be
conducted as outlined in Section 4.2 of this Plan.
6.3 To review, evaluate and comment to the City Manager on recommendations
for the provision of Exceptional Performance Pay for Middle Management
employees.
6.4 To monitor the Exceptional Performance Pay funding pool to determine if
adequate funds exist to ensure that awards granted from the funding —
pool do not exceed the authorized amount.
7. SALARY SURVEY AGENCIES. As stated in Section 4.2 of this Plan, compre-
hensive salary surveys shall be conducted to determine if range adjustments
are necessary. Criteria used in the selection of survey agencies shall
primarily emphasize population served, services offered and kind of
government. In addition, all agencies selected will be within the Los
Angeles -Long Beach - Anaheim Standard Metropolitan Statistical Area (SMSA).
The survey agencies which will be used are as follows:
Buena Park, Burbank, Compton, Costa Mesa, El Monte, Inglewood, Orange,
Santa Monica, West Covina, and Westminster
This list will be maintained in subsequent years in order to maintain
consistency. Any deletions or additions will be made only after sub-
stantial justification.
Administrative Regulation No. 423
Page 9
NOTE: The survey of the cities will compare "total compensation"
including salary, retirement, insurance benefits, automobile allowance,
executive leave and special services pay.
Gerald M. Caton Date
City Manager