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12-09-80 Workshop , , \ \ \ , , \ ! \ \ '. I COUNCIL WORKSHOP MEETING Agenda December 9, 1980 7:00 p.m. 1. Walk-ons - Delray Beach Country Club (from November 25, 1980 meeting) . 2. Water and Sewer Service Agreement - Delray Medical Center. 3. Final plat - Abbey Delray South. 4. Conditional Use - Gary Berman Quik Servo 5. Hamlet Streets - City vs Private. 6. Report Dated November 14, 1980 - Planning and zoning Board. 7. Quit Claim Deed - Tahiti Cove. 8. Fire Pumper Specifications (from November 4, 1980 meeting). 9. Traffic Signalization - N.E. 8th Street/FEC Railroad (from October 28, 1980 and subsequent meetings). 10. Pay Plan Guidelines. 11. Christmas Bonus. 12. Repairs - Gleason Bathhouse. 13. Engineering Fees - Island Drive Bridge. 14. Appointment - civil Service Board. ~ I I MEMORANDUM TO: City Manager JLflR~~~ FROM: ProjManager,Country Club DATE: December 2, 1980 RE: Starting Times: Country Club Since the City's acquisition of Delray Beach Country Club, certain starting time controls have been in effect. After five months of research of the situation, a new set of controls were instituted on November 19, 1980. This new system was activated to try to establish a more equitable base where anyone wanting to play this Municipal Golf Course would have an equal opportunity. To eliminate situations where several foursomes would be vying for one open time, creating disgruntled customers, open times were eliminated. It was also found that members were getting the greater portion of open times, causing inequities. So that all ~oncerned would have ecfuit~-;--;~~~';~ations are now being taken by telephone only fro~ A.M'-through 9:00 A.M. After 9:00 A.M., starting times may be made by telephone or at the Starter's Booth, thus eliminating lines forming at 5:30 A.M. at the Starter's Station. It was found that golfers living close by had a distinct advantage, and that women golfers were reluctant to arise at 4:30 in the morning and drive in the dark. Also, to accomodate more golfers, the Golf Course was made available to players at 7:00 A.M. for tee off, instead of the usual 7:30 A.M. that was1n effect until November 19, 1980. Starting times were tightened from 8 minutes to 7 minutes to provide approximately an additional 87 minutes of time available added to the 30 minutes created by opening at 7:00 A.M., with additional 1 hour and 57 minutes, at optimum, 64 additional players per day can be put on the Golf Course than before under the previous starting time system. In order to facilitate this plan, golfers are asked to be signed up and ready to play 15 minutes before their allowed tee off time. While this plan may not be a panacea, we feel that it MEMORANDUM TO: City Council FROM: City Manager SUBJECT: PAY PLAN GUIDELINES - WORKSHOP AGENDA ITEM 10 DATE: December 8, 1980 Attached hereto is a copy of revised pay plan guidelines considered to be an improvement over the 1979 version which I would like to implement. The big change is with regard to how the departmental performance increase is handled and is what triggered the rewriting of the 'guidelines. While doing it, the entire guidelines were thoroughly reviewed and several changes that I consider to be important im- provements were made. I am sending you herewith a copy of the old guidelines (Attach- ment #2) as well as a copy of the revision (Attachment #1) for ready comparison. Basic changes are as follows: 1) Definition and Applicability tightened up. 2) (a) Economy performance adjustment to be effective as of the beginning of the fiscal year, as has always been the actual practice. The old guidelines called for the Economy increase to be given at the same time the Employee and Departmental increases are given, which I still think would be better, but the problems of transitioning to it may not be worth it. (b) Provides more definitive stipulations, transitions all employees to the performance pay plan during the 1980-81 fiscal year and assigns the topping out date as the pay adjustment date for topped out employees. (c) The Departmental performance increase is changed from a percentage increase that is added to regular compensation as a continuing payment, and which (because of it being a continuing payment) is not given to the topped out em- ployees, to Giving the payment in a single lump sum amount (for the one year, only, for which it is earned) and giving it to the topped out employees on the same basis as to other ,employees (which would be technically acceptable if it is not continuing compensation). This should remove the biggest talking point of and objection to the performance pay plan. In fact it has been the only point of major Memorandum to City Council, Subject: Pay Plan Guidelines _ Workshop Agenda Item 10 December 8, 1980 -Page Two criticism that has come to my attention and this change should eliminate it without technically flawing the plan (as would be the case if the compensation were given above top out pay on a continuing basis). 3) The big change here is that promotions would not alter the pay adjustment date, as has been true in the past, and would be a big improvement. Miscellaneous clarifications are also made which should make administration of the plan easier and more uniform throughout the City organization. ~~~ J. ELDON MARIOTT JEM:nr Encl cc: City Attorney /11"1;1('1//1 Elvr 11..1... PAY PLAN GUIDELINES City of Delray Beach - Effective October 1, 1980 These guidelines are for the administration of the City's Pay Plan based on Performance Performance of the Economy... Performance of the Employee Performance of the Department 1) Performance Pay Plan. The City's so-called Merit pay plan was replaced by a Per- formance pay plan in 1979 that reflects minimum and maximum compensation, only, for each pay grade for pay determination purposes. Compensation increases shall be variable, based on performance. These guidelines are applicable to regular, full-time employees, only. 2) Annual Pay Adjustments shall be made as follows: a) Economy Performance. The Economy performance adjustment is to be determined by Council budget adoption, is to be- come effective as of October 1st, the beginning of the fiscal year, and is to be paid to all employees. The maximum pay rate for topped-out positions shall b'r--tn- creased to the extent necessary to accommodate payment of Economy adjustments. b) Employee Performance. The Employee performance adjustment shall be determined by the Administration, shall be vari- able to a maximum of 5% and shall be granted annually on the employee's pay adjustment anniversary date except that the compensation of new employees starting at the minimum salary for the position shall be subject to adjustment consideration after six months' employment and annually thereafter. . The pay adjustment anniversary date for employees hired prior to October 1, 1979 shall be the employee's next merit increase eligibility date reflected by the old (merit) pay plan, however, if such date falls after the 1980-81 fiscal year the monthly date shall be moved forward into the 1980-81 fiscal year for the purpose of establishing the employee's pay adjustment anniversary date. ~ Performance Pay Plan Guidelines October 1, 1980 Page Two The pay adjustment review date for employees hired on or after October 1, 1979 shall be annually on the anniver- sary date of their employment, subject to the above noted modification for new employees. · The anniversary date for an employee who has topped out shall be the anniversary date of topping out. c) Department Performance. The Department performance payment percent shall be determined by the City Manager and may be variable frOm department to department to a maximum payment of 2%. · The Department performance payment shall be paid in a lump sum amount as of the employee's pay adjustment anniversary date, the amount of such payment to be determined by multi- plying the employee's ann~al rate of pay by the performance increase currently assigned to the employee's department in accordance with the following formula: Full payment for at least one year's City service immediately preceding the employee's pay adjustment anniversary date. Half payment for at least six month's but less than one year's City service immediately preceding the employee's pay adjustment anniversary date. · The Department performance payment shall be paid only to those employees receiving an Employee performance increase and to those topped-out employees jUdged to be worthy of an Employee performance increase but who are prevented from receiving it because of being topped-out. 3) promotion/Demotion/Reclassification/Incentive Pay Policy. · Promotions. The normal pay increase for a promotion shall be 5%, but may be varied up or down due to extenuating circumstances, however, compensation shall not be less than the minimum pay for the attained position. · Demotions. The normal pay decrease for a demotion shall be the percentage pay difference between the pay grade of the position from which demoted and the pay grade of the position to which assigned, but may be varied, depending upon circumstances. · Reclassifications. Reclassifications may be made solely for the purpose of increasing or decreasing the maximum pay for the position or may be made both for increasing the maximum , Performance Pay Plan Guidelines October 1, 1980 Page Three pay for the position and for increasing current pay by the amount of the percentage differential between the old and new pay grades or any percentage of same. · Incentive. An incentive increase may be given at any time. The granting of incentive increases shall continue to be severely restricted and shall be given only in those in- stances when considered to be truly warranted. · Promotions, Demotions, Reclassifications and Incentive increases shall not alter the employee's pay adjustment anniversary date. , A--r--rAcIf-""'6YT +F 2- PERFORNANCE PAY PLAN city of Delray Beach - Effective October 1, 1979 Dated: October 3, 1979 (Revised June 20, 1980) This Pay Plan is based on Performance Performance of the Economy... Performance of the Employee... Performance of the Department... 1) New Pay Plan. Replace the so-called Merit/step Increase pay plan with a Performance pay plan reflecting the minimum and maximum compensation, only, for each pay grade. o Eliminate all Steps. o Performance pay plan to initially reflect present compensation rate, except as revised. . Compensation shall not be higher than the maximum rate for the employee's pay grade. o Compensation increases shall be variable, based on Performance. 2) Pay Adjustments after full implementation, for cost of living, de- partmental and employee performance increases shall be a combined single adjustment and shall be made annually on the anniversary date of the employee, except that the compensation of new employees starting at the minimum salary for the position shall be subject to adjustment consideration after six months' employment and annually thereafter. . The pay adjustment anniversary date shall be the employee's next merit increase eligibility date reflected by the old pay plan, whether in 1979-80 or later, and annually thereafter. o The anniversary date for an employee who has topped out shall be the anniversary date of employment. 3) Annual Pay Adjustment; The annual percentage of salary pay adjust- ment for each employee shall be the aggregate of the following: a) Economy Performance - Percent to be determined by Council bud- get adoption and shall be paid to all employees. The maximum pay for topped-out positions shall be increased to the extent necessary to permit payment of the Economy adjustment. " Per.fo~~ance Pay Plan Effective October 1, 1979; Dated: October 3, 1979 Page T\vo b) Employee Performance - Percent to be determined by the Ad- ministration, which shall be variable to a maximum of 5%. c) Department Performance - Percent to be determined by the City Manager, which shall be variable to a maximum of 2% and shal~ be paid only to those receiving an Employee Performance in- crease. 4) Implementation. The performance pay p~an shall be effective'as of October 1, 1979, for the 1979-80 fiscal year, except that the Economy increase for all employees shall be effective as of , October 1, 1979 instead of on the employee's an~iversary date. A decision with respect to gearing the Economy increase into the performance pay plan's employee anniversary date for the 1980-81 fiscal year shall be made prior to October 1, 1980. 5) Unchanged. Reclassification, incentive increase and pay plan revision and maintenance policy shall remain unchanged with the exception of replacement of the 5% increment with a variable increment and annual revie\v of all salaries. .' " MEMORANDUM TO: City Council FROM: Ci ty Manager SUBJECT: CHRISTMAS BONUS - WORKSHOP AGENDA ITEM 11 DATE: December 8, 1980 It is my understanding and Mr. Young and Mrs. bonus to the following from budget workshop that Mr. Bird proposed Durante agreed to change the Christmas two-part bonus arrangement: Each Employee - $50.* Topped Out Employees - Departmental Increase. (* There was conversation about whether it should be $50 or $100. My notes indicate $50, however, I am not certain as I was trying to write and listen at the same time.) Mr. Bird's plan was a substitution for my Longevity proposal dated August 1980 (copy attached, EXHIBIT A, the second page of which shows in column 1 the City's Christmas bonus plan of prior years). My purpose here is not an attempt to resurrect my plan, although I still consider it to be infinitely better than the one agreed upon. My purpose is two-fold: 1) to get clarification if $50 is to be the amount and to recommend that the City pay the social security and income taxes so the employee will receive a round figure amount, and 2) to point out that only 43 (actual count of topped out) employees, about 10% of the total, would be eligible for the second part of the bonus under the above plan. I think this second feature should be dropped in favor of implementation of the new guidelines that speak to the former plight of the topped out employees which I believe Mr. Bird was attempting to address. ~ c;2~ J. ELDON MARIOTT JEM:nr Encl cc: City, Attorney EX!fIC1r; A LONGEVITY PAY August 1980 Longevity compensation shall be paid in a lump sum amount in December to each regular, full-time em- ployee as follows: Full Longevity shall be paid to each employee having at least a year's continuous service as of December 1st. Longevity pay shall be equal to .15 percent (.0015) of the employee's annual salary rate as of December 1st for each full year of continuous service prior to December 1st, subject to the minimum payment being $100 and the maximum payment being based on the number of years that determine maximum vacation eligibility (currently 12 years) . Partial Longevity shall be paid to each employee having at least two months but less than one year's continuous service as of December 1st. The partial longevity payment shall be $50. ~ LONGEVITY PAY/CHRISTMAS BONUS COMPARISON August 1980 Present CHRISTMAS BONUS Proposed LONGEVITY PAY Full Bonus-One Year's Service 2-1/2 days' pay (20 hours) Full Longevity Pay-One Year's Service .15% (.0015) of annual salary per year of service (12 years maximum = 1.8%) $20 Minimum $50 Minimum Eligible: Full-Time, Part- Time, Temporary Eligible: Full-Time, only 1980-81 Approximate cost: $63,223 1980-81 Approximate Cost: $63,013 -'