HomeMy WebLinkAbout38. 12-97FEBRUARY 28, 2012 12 -97 RESOLUTION
(CARRIED 6 -1 LOST LAID OVER WITHDRAWN )
PURPOSE: APPROVE EMPLOYEE HANDBOOK UPDATES
INITIATED BY: HUMAN RESOURCES DIVISION
BE IT RESOLVED by the Common Council of the City of Oshkosh that the
attached updates for the Employee Handbook Section 109 (7) subsections a, d, e, f and
g for City of Oshkosh are hereby approved retroactively, effective 1/1/2012 and the
proper City officials are hereby authorized to execute and deliver the handbook updates
in substantially the same form as attached hereto, any changes in the execution copy
being deemed approved by their respective signatures, and said City officials are
authorized and directed to take those steps necessary to implement the terms and
conditions of the handbook updates.
BE IT FURTHER RESOLVED by the Common Council of the City of Oshkosh
that this Employee Handbook update to Section 109 (7) subsections a, d, e, f and g for
City of Oshkosh supersedes all previous versions of these sections of the Employee
Handbook.
CITY HALL
215 Church Avenue
P.O. Box 1130
Oshkosh. Wisconsin /°+ Oshkosh
54303 -1130 City of Oshkos
O f
Memorandum
Date: February 22, 2012
To: Mark Rohloff, City Manager
From: John Fitzpatrick, Assistant City Manager 1 Director of Administrative Services
Re: Employee Handbook Update: Salary Administration 1 Salary Adjustment
As we transition to new pay structures that result from the classification and
compensation study it is necessary to make minor modifications to the salary
administration section of our employee handbook es order to
place as the concept of red human
circling and also so that future salary add
resource actions will provide for internal equity.
These changes need to be made regardle independent sfwhich of act'on the option
the Council selects and can be approve d
compensation study.
Specifically, the revisions to the language are primarily focused on the concept that
employees who are promoted, demoted, reallocated, reclassified, reinstated or recalled
will not exceed the pay rate of the highest paid employee in the classification they will
be entering. Exceptions to this idea that are also included in these updates are
promotions, and reclassifications 1 reallocations to higher pay ranges where pay
increases are required to provide incentive for these movements. The portions that are
being modified and 1 or augmented in this update are: Section 109 (7) subsections a, d,
e,f and g.
I have provided the revised sections of the handbook for your information, am asking
that the effective date of these language changes be made retroactive to 111!12 and
hope this information will be helpful let me know everyone in
or any of the Council Members
Please review these materials and Y
may have any additional questions in regard to this subject. Thank you.
Attachment: Updated Employee Handbook Section 109 (7) subsections a, d, e, f and g
A
7. Salary Ad'ustmerut
a. General - The salary schedule shall be reviewed annually to consider overall
changes of salaries inside the organization, the labor market and economic
conditions. If a general adjustment is given, it may be made either on a straight
percentage basis, a flat dollar amount, or a combination of the two. Such
adjustments shall normally be effective January 1. If the City utilizes a step based
pay system, movement from one step to the next will occur on the employee's
anniversary date of hire into their current classification and only after receiving an
acceptable review of their per
from their supervisor. When an
employee's salary exceeds their existing pay range maximum the em ployee's pay
is defined as "red circled ". A red circled employee will not be eligible for further
base - accumulating pay increases until his/her salary is within the salary range for
their existing position.
b. Special - Individuals whose salaries are substantially below the level called for by
in
the labor market and the individual's performance, may be
on given ainiin increase
of
addition to that called for elsewhere in these guidelines, up
the Supervisor, Director of Administrative Services, and City Manager provided
sufficient funds have been made available through the budgeting process by the
Common Council.
c. Transfers - Employees in good standing may request to be considered for transfer
to another position in the City which is vacant. Such requests shall be made to the
Director of Administrative Services. When employees transfer within the same
classification or pay range, they will receive no salary adjustment-
d. Promotion - Employees who are promoted from one class to another having a
higher pay range will be granted a salary increase of 5% or the pay step of the
new range that provides an increase of at least 5 %, or the minimum of the higher
range, whichever is greater. In the event of a promotion of two or more salary
grades, the increase will be at least 8 %, or the pay step of the new range that
provides an increase of at least 8 %, but not to exceed 14 %, or the minimum of the
higher range, whichever is greater. Promoted employees will not exceed the pay
rate of the highest paid employee in their new classification, unless that rate is
less than or equal to their former rate.
e. Demotion - Demotions may be made in lieu of layoff, as a disciplinary measure or
can be voluntary. Demotions must be approved in advance by the Director of
Administrative Services and the City Manager.
When employees are demoted, the following provisions apply:
i• involuntary - An employee who is demoted for non - voluntary reasons but
unrelated to performance will retain his/her present salary if the salary
exceeds the new range maximum. If the present salary falls within the new
range, the employee will be placed in the new range at their current salary.
However, employees who are involuntarily demoted will not exceed the
pay rate of the highest paid employee in their new classification. As long
as an employee's salary exceeds the new range maximum, the employee
will not be eligible for further base - accumulating pay increases until
his/her salary is again within the salary range for the new position.
ii. Voluntary --- An employee who takes a voluntary demotion will retain
his/her present salary unless that salary exceeds the maximum rate of pay
for the new position in which case the employee's salary will be adjusted
to the new maximum. However, employees who voluntarily demote will
not exceed the pay rate of the highest paid employee in their new
classification. An employee may only continue to receive a rate of pay in
excess of that maximum upon the recommendation of the Department
Head and approval of the Director of Administrative Services and the City
Manager. If the ernployce continues to receive a rate of pay in excess of
the maximum salary range, the employee will not be eligible for further
base - accumulating pay increases until his /her salary is again within the
salary range for the new position.
iii. Related to Performance — An employee who is demoted for performance
reasons will retain his /her present salary unless that salary exceeds the
maximum rate of pay for the new position in which case the employee's
salary will be adjusted to the new maximum. However, these employees
will not exceed the pay rate of the highest paid employee in their new
classification.
f. Reallocation/Reclassification - When an allocation of a position has been changed
as a result of changes in the duties assigned to the position, the organizational
structure of a department or logical and gradual changes in the duties and
responsibilities of the position, such change in grade will be considered to be a
reallocation or reclassification.
When employees are reallocated or reclassified the following provisions apply:
Employees who are reallocated or reclassified to a higher pay grade will
be granted a salary increase of 5% or the pay step of the new range that
provides an increase of at least 5 %, or the minimum of the higher range,
whichever is greater. In the event of the reclassification of two or more
salary grades, the increase will be at least 8 %, or the pay step of the new
range that provides an increase of at least 8 %, but not to exceed 10 %, and
then movement to the next closest step that provides an increase, or the
minimum of the higher range, whichever is greater. Employees who are
reallocated /reclassified to a higher pay grade will not exceed the pay rate
of the highest paid employee in their new classification, unless that rate is
less than or equal to their former rate.
ii. If a position is reallocated or reclassified to a classification in a lower
salary range and the salary of the employee exceeds the maximum of the
new range, the employee will be placed in the new range, the employee
will be placed in the new class and will retain his/her current salary.
However, employees who are reallocated or reclassified to a lower pay
grade will not exceed the pay rate of the highest paid employee in their
new classification. As long as an employee's salary exceeds the new range
maximum the employee will not be eligible for further base - accumulating
pay increases until his/her salary is again within the salary range for the
new position.
g. Recall /Reinstatement - When the employees are recalled to a position with a
lower or higher pay grade, they shall be paid according to their experience and
qualifications within the pay grade in which they will be employed, Employees
who are recalled will not exceed the pay rate of the highest paid employee in their
new classification. When employees are reinstated to their former position, they
shall normally be paid at the rate of the position they are returning to,
commensurate with the level at the time of separation unless significant
experience was obtained since separation which enhances the value of the
employee to the City. In such instances, a higher rate may be paid up to the
maximum for that position. However, employees who are reinstated will not
exceed the pay rate of the highest paid employee in their classification,