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HomeMy Public PortalAbout07.30.86 VB MinutesPLAINFIELD VILLAGE BOARD OF TRUSTEES Special Meeting DATE: Jul~r 30, 1986 AT: Village Hall MEMBERS .OF BOARD PRESENT: W. Sharp, J. Bootz, J. Peterson, K. Callanan. OTHERS PRESENT: Chief Bennett, Mr. Hale, K. Dania, H. Pennington, J. Donahue, A, Martin, S. Binzen, K. Jenneman, -~ R. Miller, L. Schwab, M. Stafko, J. McDaniels, K. Krazus]ci. The meeting was called to order at 6:30 p.m. with the pledge to th.e .flag. Roll call was taken. J. Bootz moved to appoint W. Sharp as Mayor Pro Tem. Seconded by J. Peterson. There were no objections. • W. Sharp stated th.e Special Meeting was called for the purpose of salary review of employees. J, Peterson asked if there wexe any modifications to the draft of the Proposed Compensation Flan. Mr. Hale reported that the draft is still not final. The only real changes from the earlier draft are the salaries for the Public Works employees. After re-evaluation and resurvey had decided they were placed too high. in the proposed salary ranges. Starting with Water Superintendent and working down from there all five been modified. Water Superintendent down from 30 to 26, and then each one down four pegs after that. ~_-- This was based upon additional salary information and review of the internal consistency within the entire Village ~- structure. This is the only change in terms of recommended salary rates. The implementation cast in the fixst draft to the Village would be about 11.6. In this draft a 10.2 increase is indicated (Page 5) or a total effect of $2,816,00 for a 12-month period. Since the Village does not have enough. • ~ money the two-phase increase is still proposed, beginning September 1, 19$6 and the second phase in effect July 1, 1987. PLAINFIELD VILLAGE July 30, 1986 Page Two, BOARD OF TRUSTEES The total .effect (..Page 6) would }ae approximately $20,130.00 effective September 1, 1986 for a 10--month period through June 30, 1987, and an additional $18,660.00 for the 12 ,months from July 1, 1987 to June 30, 1988. J. Peterson suggested same modifications in Police Dispatchers in Table 5: Under 9/1/86 the first one at 825 (which is the $4.75 figure entry level) after six months change that to 850. The second figure is at 850 and would like to change that to 875. 900 remains the same. Th.e following, instead of 1050 would be 1025. What that does for the Communications Department under the column "impact" is that if you add up the four figures you will get 439. The modified figure would be 451. A difference of $12 a month. J. Peterson also stated that in discussion with. the Chief on this, in terms of where we are and our present needs, this would better serve the department at this time. Then the following year by 7/1/87 they are all adjusted to 1050. Mr. Hale was asked by J. Peterson haw you would deal with years already on the job. Mr. Hale said what this plan does is w disregard the differential between years of service. The people already employed and who are not yet at the 4th or 5th step have some growth potential. The performance evaluation system that is planned will allow an employee every six months the opportunity to be evaluated. And based upon the evaluation score they receive from either their supervisor or department head, that will determine whether or not they are eligible for any increase. No one who has not yet reached their maximum pay step will be eligible for a pay increase. The reason being that the plan is based upon a four- year period; it is a period of normal growth and development for any employee. The recommended evaluation plan will be able to identify people who have simply done their job, have done considerably more, and people who have far exceeded their job. Under the plan it is assumed that within the performance of the evaluation system that a person must receive an adequate or satisfactory evaluation to advance from Step A to B to C. Anything less than acceptable or satisfactory that person does not necessarily advance to the next step. It is not an automatic guarantee that every year you are worth X number of dollars. i J. Peterson asked Mr, Hale if we currently have employees who are not working in a proper job description. Mr. Hale stated PLATNFIELD VILLAGE July 30, 1986 Page. Three c: BOARD O,~' TRUSTEES he is aware of two instances. Manager position which happens Normally a Village Clerk is an. In this case she is an elected official. And since she does duties of a supervisor we term The. ,first one is the Office to be also the Village Clerk. elected part-time official. part--time and full-time perform, in our judgment, the that position Office 1~Zanager. The second one being the Administrative Services Supervisor in the Police Department. The person was formerly classified as a Clerk/Typist, or Police Records Clerk. Tt was the Ch.ief's recommendation and the Board's concurrence to have this position upgraded to be more of an administrative aide to the Chief, therefore the position is classified Administrative Services Supervisor. Mr. Hale reported that hopefully in about two weeks he will have a draft of the management report, and will have the entire personnel evaluation system; forms, instructions, how it fits into the pay. plan and how often it is done and by whom. P~1r. Hale also.. stated that in drafting the proposed salary ranges he surveyed 19 other communities ranging from 4,000 to 6,000 iri population. There was a short discussion on what is necessary to put these salary levels into effect. Mr. Hale stated that what we have tonight is only half of his report. He still has to give us the benefit package. J. Bootz stated he would like to have these salary levels approved at this meeting .and effective with the next pay period. W. Sharp felt that the Board could adopt these ply raises now, and .then at the next Board meeting ask our attorney if we should adopt this plan now or wait and adopt the whole plan in one ordinance. J. Bootz moved to adopt the salary schedule as listed on Table 5 of the Proposed Compensation Plan of ,Tuly, 1986 with the amendmehts for dispatchers as noted by J. Peterson. Seconded by J. Peterson. Vote by roll call. Callanan, yes; Boata, yes; Peterson, yes; Sharp, yes. 4 yes, 0 no. Matian carried. W. Sharp then read the recommended pay scale that was just adapted, and asked for any comments from the floor. PLAINFIELD VILLAGE BOARD Ok' TRUSTEES July 30, 1986 Page Four Chie£ Bennett brought up the Crossing Guard position. J. Peterson stated this i.s related to salaries. We have one crossing guard, and we need two. Fde axe not getting applications. Right now we are paying $6.60 per day ,for crossing guard. They come out three times a day. The Chief checked with other communities on this, and we would like to change ,the $6.60 per day to $10.00 per day. We already have permission to advertise., so what we would do is re-advertise the position at $10.00 a day so we can get that second crossing guard before school starts. J. Peterson moved that the Board make the salary of Crossing Guard $10.00 per day.. Seconded by J. Bootz. Vote by roll call. Callanan, yes; Bootz, yes; Peterson, yes; Sharp, yes. 4 yes, 0 no. Motion carried. K. Krazuski asked why the whole plan (pay increases.) could not be done in one year . J. Bootz responded because of the amount of dollars involved. . You would be increasing money spent on salaries $42,000.00 if you did it in one year. It just would not be practical. Mr. Hale stated the percent of increase per employee would average about 10.2. J. Peterson said that according to Mr. Hale's survey of the. 19 municipalities, that we compared c~.ose to the average in some job descriptions and in others were way out of balance. What we are trying to do this year is to get in-house equity, that is bring up those that are far below the average and then by the following year get everybody into the program so that we are paying competitive prices with other villages. J. Donahue stated that the 10~ will be broken down for the next two years that we're going to be increased to get up to the proposed level. Now what is going to happen next year when perhaps a 70 or whatever percent increase should go into effect as a general. increase? Is that going to be absorbed into the l0°s that is broken down this year? J. Bootz responded that will probably depend on the amount of dollars that is available next year. What I think John is talking about for example is the inflation rate. Currently it is very low, but in the event it did go high I would hope that would be taken into consideration. • PLAINFIELD VILLAGE July 30, 1986 Page Five BOARD OR TRUSTEES W. Sharp commented that if th.e inflation rate were 7~ or 8~ and our Village coffer is decreased by 100, I would say no. We do not know enough. about the future to make a blanket statement. J. Donahue stated if we're talking a 10~ increase over two years, then the employees are losing. Mr. Hale responded that that is the total impact budget -- l00 overall. If you were to adopt. the. entire .plan tonight, the total impact would be 100. Based upon this plan some people next year may not go anywhere from where they are now, and others will be playing catch.-up. W. Sharp stated that by the 1st of July of next year, or at least by the lst of August, if people have done their job well they may be entitled to a step raise, but it is not automatic. If you're evaluated well by your supervisor you can go into the next step plan. Finally, after four years there wi11 be merit evaluations rather than some kind of an automatic step that could be looked at. We have not accepted the step plan portion yet. What we're doing now is trying to get some equity into wages, trying to get some increases now. The rest of the plan will require some additional study to make sure those steps are what we all agree on. The step plan is just a proposal right naw. Someone in the audience asked why th.e pay increases were made effective Monday instead of waiting for September lst. J. Bootz responded that last year in discussing pay increases,. the Board had unofficially committed themselves to trying to have the next pay increase in July. In the process, July almost got away from us. .That is the reason T've asked to have it moved up from September.When Mr. Hale was doing the study he was using September because of the time it would take the Board to approve the plan. Our fiscal year begins and ends July lst. We've tried to put the budget into place before then so .that any increases in salary,. will take effect July 1st. The second step in this is July 1, 1987. A. Martin asked if you want July 1st why can't you make it retroactive to July lst? . W. Sharp responded this pretty much brings us up to budget increases. If we backed up a month it would put us over the budget figure. i• [7 PLAINFIELD VILLAGE BOARD Ok' 'T'RUSTEES July 30, 1.486 Page Six x, Miller asked if employees will have a chance .fox a raise every six months. W. Sharp responded that it is an annual increase, th.e actual merit pay would only be awarded annually. Our purpose for doing this tonight is strictly to get something on the books now that we can handle and try to be as equitable to the employees as we can. K. Callanan moved to adjourn. Seconded by J. Baotz. Voice vote. 4 yes., 0 no. Motion carried. 7:15 p.m, .... a J i a J