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HomeMy Public PortalAbout1983_06_08_O020The To~vn of Leesburg in Virginia PRESENTED June 8. 1983 AMENDED June8( 1983 ORDINANCE NO. 83-0-20 ADOPTED June 8, 1983 AN ORDINANCE: AMENDING CHAPTER 12.1 OF THE TOWN CODE REGARDING MANA~EMENT LEVEL COMPENSATION AND EVALUATION PLAN WHEREAS, a recent survey of seventeen Washington area jurisdictions indicates that pay ranges for Leesburg's management level positions are generally below pay ranges for comparable positions; and WHEREAS, changes in the compensation and evaluation procedures for management personnel in the service of the town are necessary to assure that the town can attract, retain and motivate talented people: THEREFORE, ORDAINED by the Council of the Town of Leesburg in Virginia as follows: SECTION I. Sec. 12.1-3. (a) Section 12.1-3 of the Town Code is amended to read as follows: Application All positions in the service of the Town are divided into the following categories for purposes of applicability to these rules: (1) Council and Boards (aa) (bb) (cc) (dd) (ee) (fl) (gg) (hh) Mayor and Council Planning Commission Board of Zoning Appeals Board of Architectural Review Airport Commission Cable Television Advisory Commission Economic Development Advisory Committee Other Town boards, commissions and committees (2) Council-appointed Positions (3) Officers. (aa) Career <i) (ii) (iii) <iv) 6h&e~-e~-~e&~ee D~ee~e~-o~-¥~nanee (v) (vi) (bb) (i) <ii) Deputy or Assistant Manasers Department Directors Part-time (i) Fire Marshal :(ii) E~§~ee~ (ii) Attorney (4) Employees. (aa) Career (bb) Full-time seasonal (cc) Part-time (b) (c) Those positioms enumerated in paragraph (a)(1) above, shall be exempt from the provisions of these rules. These rules shall apply uniformly to all other positions in the service of the Town unless otherwise provided herein. (d) These rules ahall not limit or prohibit the Town Council from executing agreements with any officer as defined in paragraph (a)(2) above, covering provisions regarding benefits, compensation or any other condition of employment. Such agreements shall supersede only those rules which are in conflict with provisions of agreement. SECTION II. Section 12.1-13 of the Town,Code is amended to ~ead as follows: Section 12.1-13. Application The terms of this Article shall not apply to the following positions and categories of positions: (a) Town Manager (b) The service increment and merit pay provisions~dftthis Article em½y shall not apply to part-time officers, full-time officers, pae~-~me emp~oyees¥ and seasonal employees. All other provisions apply to full-time officersw SECTION III. Section 12.1-16 of the Town Code is amended to read as follows: Section 12.1-16. Administration of..Compensation Plan (a) The rates of pay established in the compensation Plan are gross annual compensation for full-time service in the various classifications. The regular hours of work fomffull-time service are established as 35 hours per week for office personnel and 40 hours per week for outside personnel. Office personnel shall include employees in the executive-managerial occupational group and the administrative-clerical occupational group. Outside personnel includes law enforcement, technical, construction and supervisory occupational groups. The Town Manager shall determine the proper inclusion of positions within the office personnel group or outside personnel group. (b) Employees' hourly rates shall be determined from the compensation plan based upon the number of regular hours of work assigned the position. The hourly rate of pay for employees appointed on a part time basis shall reflect, when praticable, the hourly rate determined for the applicable pay grade for the position based on the hours worked. (c) The town manager shall include in his proposed fiscal year budget any recommended changes to the compensation plan for consideration by the Town Council. (~) Deductions from employee gross pay to cover federal and state income taxes, contributions for retirement systems, and for employee disability income, hospitalization and surgical insurance premiums are authorized. (e) Compensation shall be payable in appropriate installments every other Friday for compensation earned through ~my-e~-~Re-p~ev~m-WeRmesRmy midnisht of the previous Sunday. SECTION IV. follows: Section 12.1-17 of the Town Code is amended to read as Section 12.1-17. Pay Determination (a) Entrance Pay. The entrance pay rate for new employees shall normally be fixed at the minimum step rates within the pay ranges provided for the position, except that compensation of employees with exceptional qualifications beyond the minimum required, may be fixed at higher amounts within the respective range when there are no available candidates at the entrance rate. No appointment shall be made above the minimum where equally qualified town employees earn less or equally qualified applicants are available at a lower star~ing rate. No e~mployee shall receive an entrance pay rate below the minimum pay rate prescribed for the class to which he is appointed. (b) In~rade Service Increments. Classified service employees appointed after the adoption of these rules or employees who have not completed twelve months of town service shall be eligible for service increments upon completion of six months and twelve months of acceptable service from the date of their appointment. Service increments shall be within the amount fixed for the applicable employees next step within the employee's class. After twelve months of service, career employees shall be eligible for service increments on July 1 of each year. Not- withstanding the above, in no instance shall eligibility for service increments occur at less than three month intervals. (1) No service increment shall be granted above the maximum rate prescribed for the pay step by the compensation plan. (d) -4- (2) Service increments shall not be granted automatically, but will be based on satisfactory work performance. Employees shall receive service increments upon the recommendation of the appropriate department head in an amount within the next assigned pay step. The Town Manager may approve, deny or adjust such service increment recommendations received from department heads. The amounts approved shall be within the maximum amount appropriated for that purpose in the current fiscal year budget. (3) Not more than one each full service increment may be granted to an employee during any fiscal year or twelve month period except as otherwise provided herein. (4) Employees who receive less than a three percent service increment shall be eligible for an additional service increase of up to the remaining balance in the employee's step, after six months has elapsed from the unsatisfactory evaluation. Performance Bonuses. Employees mm~-o~ee~m are eligible for annual performance bonuses paid as follows: (1) The awards shall be made in January of each year by' the Manager from annual appropriations approved for the purpose by the Council. (2) The awards shall be in denominations of $250 and $500 with not more than two$250 and five $500 awards made annually. (3) Department directors shall make written recommendations by January 15 eachyear of employees within their departments whose exceptional performance justifies special recognition. (4) In general, performance bonuses shall be awarded to employees mmR o~ee~m who have personally conceived and suggested a pro'¢edur~~ or device which has resulted in substantially greater operating efficiency or a marked decrease in operating expenses; or the employee has performed extensive collateral duties or has continually completed difficult work assignments which have significantly increased the efficiency and effectiveness of his department; or has subsequent to town employment completed the mequirements for an associate's bachelor'm, master's or doctorate degree or other substantial educational achievement relating to his position or has otherwise provided exceptional service to the town. Other Pay rate adjustments. The following personnel actions shall also affect the pay status of an employee: (1) Promotion. When an employee is promoted from one class to another having a higher pay range, he shall receive an increase of not less than two percent. Promotions do not affect an employee's eligibility for service increments or merit increases. (2) Demotion. When an employee is demoted for cause from one class to another having a lower pay range, he shall be placed at a step within a lower pay range which provides at least a two percent reduction in pay. When an employee is demoted for administrative purposes through no fault of the employee, his pay shall be reduced to a maximum rate in the lower pay range or he shall continue at his current rate of pay, whichever is lower. -5- (e) (3) Layoff. When an employee, following layoff, is re-employed in the same class in which he was laid off, he may be placed in the same pay step he occupied at the time of layoff. When an employee is re-employed in a class having a lower pay range, his rate of pay shall be the same as that he received at the time of layoff, provided that the pay rate is within the range of a lower class; otherwise, his rate of pay should be reduced to the maximum of the pay range in the lower class. Any employee re-employed under the provisions of these rules shall receive credit for previous service for purposes of pay and benefits. (4) Reinstatement. An employee who resigns in good standing and is reinstated within one year from the date of resignation, may be placed in the same pay step within the class from which he resigned, or such other step in a lower class which equals or exceeds his previous rate of pay. Vacation leave accrual rates shall be based on prior years of service. (5) Position reatassification. When an employee's position is re- classified to a higher grade within the classification plan, he shall be placed in the minimum step within the class, which equals or exceeds his previous rate of pay. (6) M~rit. New employees who complete six months of town service are eligible for permanent pay adjustments in the form of merit increases of up to 5% of their current gross salary'. Merit increases are awarded based on the same performance criteria established in Section 12.1-17(c) of these rules. Overtime (i) All employees except ~epe~ememe-kee~m officers shall receive overtime psy or, at the discretion of the town manager, compensatory time off for the time worked (calculated to,the nearest 15 minutes) in excess of 80-hours per bi-weekly payroll period. £Nertime pay shall be at the rate of one and one-half times regular pay. Compensatory time shall be earned at the rate of one and one-half hour for each overtime hour worked. For purposes of determining overtime, time spent on authorized paid leave shall, be counted as time worked. Notwithstanding the above, employees on paid vacation or sick leave required to report to work during their regular hours shall have the time worked deducted from the vacation leave or sick leave previously authorized. (2) All employees called to work outside their regular work hours shall receive credit for at least one hour's work except employees assigned town vehicles on a 24-hour basis who shall not be credited for the first hour of any call back. (3) As regular compensation for department heads includes amounts f6r overtime in performance of duties in excess of the regular work week, which may include attendance at meetings of the town boards and commissions, emergencies, and other job related activities, such personnel are not eligible for overtime pay and compensatory time as provided in this article. Such personnel are permitted when authorized by the ~anager to take the time from regular work hours when needed for personal affairs without deducting said time from vacation leave, so long as such time does not adversely affect the performance of the department head's duties and responsibilities. This section does not apply to personal illnesses. SECTION V. Article 5 of the Town Code is amended by adding a new section to be known as Section 12.1-17.3 to read as follows: Section 12.1-17.3. Management Level Pay Plan (a) Career officers' pay shall be set by the manager within the respective pay range established for the respective positions by the council. Career officers are eligible for up to five percent pay rate increases within grade effective July 1 and January 1 and any other pay rate adjustments approved by council for all employees~ subject to appropriations made by the council. (b) Full-time officers are eli$ible for up to five percent pay rate increase six months after appointment. (c) Career officers' pay rates shall be set following performance evaluations conducted by the manager in accordance with Sec. 12.1-25.1 of the Town Code. (d) The manager shall, advise the council of ,officers' pay rates set as provided herein. SECTION VI. Article 9 of the Town Code is amended by adding a new section to be known as Section 12.1-25.1 to read as follows: Section 12.1-25.1. Management Level Evaluation Procedures (a) The manager shall conduct semi-annual written performance evaluations of all career officers and written performance evaluationsof all full- time officers six months afte~ appointment. The manager~in consultation with each officer~ shall prepare goals for each department and area of responsibility. The manager shall prepare a management level evaluation procedure usin8 general executive standards and goals to judge officer performance and submit it and amendments to the council. (b) Executive standards established for each position shall include the following general criteria and others established by the manager from time. to time. (1) Policy execution. (2) Supervision and leadership. (3) Planning and budgeting. (4) Community relations and external communications. SECTION VII. This ordinance shall be in effect beginning July 1, 1983. PASSED this 8th day of June , 1983. Robert E. Sevila, Mayor Town of Leesburg ATTEST: Clerk of ~uncil