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HomeMy WebLinkAboutG4-01 (2) Ordinance No. G4-01 AN ORDINANCE ESTABLISHING A PAY PLAN FOR CERTAIN APPOINTED OFFICERS AND EMPLOYEES OF THE CITY OF ELGIN BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS: Section 1. That there is hereby established the following schedule of standard salary ranges for part time and seasonal employees : Single Rate Positions 970 Temp P.W. Laborer $11.79 977 Crossing Guard $ 9.85 867 Victim Asst. Coord. $13.13 979 Community Ser. Asst. $ 9.47 971 Police Reserves (Base) $13.13 971 Asst. Com. Serv. Coord $13 .13 972 Public Safety Tele Comm. $19.00 979 Parking Control Officer $ 9.47 973 Relief Admin. Sec. $13.63 978 Undergrad Intern 974 Relief Secretary $11.66 Box Office Coord 975 Hemmens Technician $13.77 980 Trades Inspector $20.73 976 Intern (Year Round) $10.34 981 General Inspector $17.29 848 Accounting Technician $15.07 982 Asst. Clerk Typist $13.61 710 Historic Preserver $16.79 726 Plan Examiner $25.12 Gang Analysis Clerk $ 9.50 Court Security Officer $14.81 978 Bi-Lingual Interpreter $ 9.54 Community Relations Asst. $13.25 Seasonal Gang Intervention Asst. $12.13 983 P.T. Planner $24.69 Year Round Positions I II III IV V 913 Hemmens Operator $ 9.52 $ 9.97 $10.49 $11.02 $11.34 901 Secretary $ 9.50 $ 9.95 $10.47 $11.00 $11.32 916 Hemmen's Box Office $ 9.10 $ 9.50 $ 9.95 $10.47 $11.00 Clerk Account Clk/ Payroll Clk 903 Clk Typ/Police/ $ 8.59 $ 8.95 $ 9.42 $ 9.87 $10.17 904 Clerk $ 7.90 $ 8.28 $ 8.71 $ 9.15 $ 9.43 904 Switchboard Op. $ 7.90 $ 8.28 $ 8.71 $ 9.15 $ 9.43 905 Maintenance Worker $ 7.85 $ 8.21 $ 8.64 $ 9.11 $ 9.40 907 Janitor $ 7.60 $ 8.06 $ 8.52 $ 8.98 $ 9.24 908 Water Lab Worker $ 7.43 $ 7.83 $ 8.20 $ 8.58 $ 8.83 909 Parking Attendants $ 7.07 $ 7.43 $ 7.83 $ 8.23 $ 8.48 859 Head Usher $ 7.43 $ 7.83 $ 8.20 $ 8.58 $ 8.83 Hemmens Ticket $ 7.43 $ 7.83 $ 8.20 $ 8.58 $ 8.83 Collector Seasonal and Summer Positions I II III IV 920 Seasonal Ground Worker $ 8.76 $ 9.22 $ 9.64 $10.03 920 Parks Laborer (25 hrs wkly) $ 8.76 $ 9.22 $ 9.64 $10.03 923 Summer Laborer $ 7.22 $ 7.60 $ 8.06 $ 8.52 924 Summer Janitor/Maint. $ 6.60 $ 7.01 $ 7.37 $ 7.73 926 Staff Aides (Sum Intern/Eng) $ 7.75 $ 8.14 $ 8.71 $ 9.29 927 Activity/Program Aides - Summer $ 5.78 $ 6.14 $ 6.47 $ 6.78 928 Bicycle Patrol $ 7.07 $ 7.43 $ 7.83 $ 8.23 929 Summer Clerical $ 6.90 $ 7.20 $ 7.60 $ 7.97 Temporary/Seasonal Recreational Staff I II III IV KDK Program Coordinator $16.29 950 Instructors $12.99 Conducts varied adult and youth instructional classes. Requiring special skills or training. 940 Instructors $11.13 Conducts varied adult and youth instructional classes 941 League and Camp Directors $12.54 Directs major sports leagues 942 Program Director $11.78 Directs major recreation programs involving activity supervisors or co-director of sports leagues 943 Assistant Instructor $10.85 Assists at adult and youth instructional classes of sports instructional program. 944 Activity Supervisor $ 9.42 $ 9.87 $10.40 $10.93 Supervises activity programs 945 Leaders/Counselors $ 7.83 $ 8.20 $ 8.65 $ 9.15 Assists at activity programs facilities or recreational 946 Attendants $ 6.69 $ 7.07 $ 7.43 $ 7.81 Attends the public at movies, cashiers, score keepers, concession sales, and ice rinks. 947 Program Aide $ 5.78 $ 6.14 $ 6.47 $ 6.78 Helps at various recreation programs including starter and locker rooms. 948 Clubhouse Attendants $ 7.43 $ 7.83 $ 8.20 $ 8.58 949 Golf Starters and Rangers $ 7.07 $ 7.43 $ 7.83 $ 8.23 Temporary/Seasonal Aquatic/Rec Staff I II III IV 960 Program Coordinator $12.54 Pool, softball and rec. 961 Facility Manager-Pool $12.13 Head Lifeguard $10.35 Assistant Head Lifeguard $ 8.80 963 Life Guards - WSI Certified $ 6.73 $ 7.06 $ 7.41 $ 7.77 Section 2. That there is hereby established the following benefit program for permanent (non-seasonal) part-time employees averaging 20 or more hours per week: 1. Vacation - One week per year (calculated in hours as the average number of hours worked per week by the eligible part-time employee) . 2. Sick Leave or Medical Insurance - Eligible part-time employees may choose between the annual accrual of three (3) four hour sick days or participation in the city's comprehensive major medical insurance program for employee and dependents provided to other city employees with the eligible part-time employee paying fifty percent (50%) of the premium costs for such medical insurance coverage. 3. Holidays - Nine (9) holidays, consisting of New Year's Day, Martin Luther King Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, the day after Thanksgiving, one-half day on Christmas eve, Christmas day, and one-half day on New Year's eve (calculated in hours as four hours for each holiday and two hours for each half holiday) . Section 3. That all ordinances in conflict with the provisions of this ordinance are hereby repealed. Section 4. That this ordinance shall be in full force and effect as of December 17, 2000. s/ Ed Schock Ed Schock, Mayor Presented: January 10, 2001 Passed: January 10, 2001 Vote: Yeas: 4 Nays: 0 Recorded: January 11, 2001 Published: Attest: S/ Dolonna Mecum Dolonna Mecum, City Clerk • oCIF f< D ` ' ,�� City of Elgin Agenda Item No. E it! L 1 July 6, 2001 G LI oil .! rp :La 11 I 10 N !PM N! TO: Mayor and Members of the City Council FINANCIALLY STABLE CITY GOVERNMENT EFFICIENT SERVICES. AND QUALITY INFRASTRUCTURE FROM: Joyce A. Parker, City Manager SUBJECT: Community Development Block Grant (CDBG) Program Coordinator Position PURPOSE The purpose of this memorandum is to provide the Mayor and members of the City Council with information to consider the addition of a CDBG Program Coordinator position to the City' s staff . BACKGROUND The administrative needs of managing the CDBG program continue to grow, particularly with new lead-based paint regulations and U. S . Department of Housing and Urban Development (HUD) reporting requirements . Local HUD management has frequently recommended that the City hire an additional staff person to assist in administering the CDBG program. To meet this need, the City Council recently approved the use of $49, 100 in 2001-2002 CDBG funds for this purpose . The allocation increased the program management budget to $149, 100, or 14% of grant funds, which is below the 20% cap for administration. The addition of one full-time staff position to the Planning and Neighborhood Services Department is requested to provide the personnel needed to assist with CDBG program management responsibilities and other community planning activities . To offset the General Fund expense for this additional position, other City personnel who have worked on the CDBG program, yet have never charged their time to the program, will now have a portion of their salaries applied to the administration budget . This budget change will more fairly allocate actual program administration expenses to the CDBG budget . COMMUNITY GROUPS/INTERESTED GROUPS CONTACTED (01- Victor Thornton, Director, Community Planning Department, HUD • CDBG Program Coordinator Position row July 6, 2001 Page 2 Yik . FINANCIAL IMPACT Salaries and benefits totaling $143 , 100, as well as $6, 000 in miscellaneous expenditures, will now be charged to the CDBG Fund (number 230) . There are sufficient monies available within the CDBG Fund to pay for these administrative expenses. Salaries and benefits totaling $43 , 100, as well as $6, 000 in miscellaneous expenditures, will now be charged to the CDBG Fund (number 230) . There are sufficient monies available within the CDBG Fund to pay for these administrative expenses . LEGAL IMPACT \I\J' hl/m ordinance amendment would be required. ALTERNATIVES To approve the addition of a CDBG Coordinator position to the City' s staff or not approve the addition of a CDBG Coordinator rft. position and reallocate the $49, 100 in CDBG funds to another eligible CDBG activity. RECOMMENDATION The recommendation is that the Mayor and members of the City Council approve the CDBG Coordinator position and an amendment to the Pay Plan Ordinance No.G3-01, as appropriate . Respectfully submitted, t % Ute, cQ . �GS�Q,1 Joyce\A. Parker City Manager JAP/jaw r Ir" • • 5 Part Ill: Overall Evaluation and Conclusions In summary, the city has met its Consolidated Plan priorities of providing decent and safe housing to low- and moderate-income households. In addition, the city provided funds to help rehabilitate public facilities and parks located in low- and moderate- income neighborhoods or where a majority of the participants are low- and moderate- income. For the second year, the Planning Department participated in the homeless Continuum of Care. Two homeless providers located in Elgin were successful under the 1999 SuperNOFA and are now implementing their projects. We await the results of the 2000 homeless SuperNOFA that should be forthcoming prior to the end of this calendar year. The continuum care process helps address a need that you have identified in your Plan. We continue to recommended that the City hire one additional staff person to assist Janice Ward and Bob Richardson in the administration of the CDBG program. Our monitoring visit that is documented in my letter dated December 1, 1999, details the areas that were not receiving sufficient attention. We continue to maintain that two staff . persons are not sufficient to effectively operate a $1 million CDBG program that encompasses a wide variety of activities. As mentioned, there is plenty of room under the CDBG administrative budget line item to hire an additional person. rik In terms of upcoming activities, the annual HUD consultation meeting with Elgin is tentatively scheduled for December or January. Brenda Shavers and/or Pat Sullivan from the HUD Community Builder office will be contacting you soon to schedule this gathering. Also, as mentioned, Mr. Nunn will conduct an on-site monitoring review sometime during the summer of 2001 to follow-up on the issues from the 1999 monitoring visit We request that you share this letter with the citizens of your community and we invite your response within 30 days of the date of this letter. If you have any questions or comments, please contact Valton Nunn, Community Planning and Development Representative, at (312) 353-1696, ext. 2709. Sincerely, / Victor H. Thornton Director rik • • PROJECT APPLICATION CITY OF ELGIN CDBG PROGRAM 2001-2002 PROGRAM YEAR Date of Submittal 12/1/00 Submitting Agency/Organization City of Elgin Planning,and Neighborhood Services Department Project Name CDBG Program Administration Project Address City-wide Contact Person: rk Name Mark Biernacki, Community Development Manager Address City of Elgin. Planning and Neighborhood Services Department, 150 Dexter Ct. City Elgin State Illinois Zip Code 60120 Telephone 847-931-5910 Fax and/or E-mail 847-931-6075 rik • elm' Statement of Purpose: Provide below or attach a written statement describing the type of project proposed for funding and the need for the proposed project. CDBG funds are traditionally used to pay program administration costs related to the planning and execution of community development activities assisted under the CDBG program. Administration costs include personnel costs required for the overall program management, coordination, monitoring, and reporting activities. Public information expenditures that promote citizen participation and fair housing activities are eligible as administration costs. An increase in the number of personnel to administer the CDBG program from 1.0 FTE to 1.5 FTE (not including the 1.0 FTE—Rehabilitation Specialist that is funded under program delivery costs for the Residential Rehabilitation Grant Program)is proposed. This increase is in response to additional program management responsibilities and HUD's request that Elgin consider devoting more resources toward the administration of the CDBG program. The addition of one FTE to the Planning and Neighborhood Services Department will provide the personnel needed not only to assist with CDBG program management responsibilities on a half-time basis and but also perform other community planning duties on a half-time basis. One-half of the salary for the FTE will be charged to the CDBG program. In addition to this staff cost,other City personnel who have worked on the CDBG program,yet have never charged their time to the program, will now have a portion of their salaries applied to the administration budget. This budget change will lessen the reliance on the General Fund for CDBG related expenses. A proposal is attached for a more detailed description of personnel and the budget for administration. • ' Twenty-percent (20%)of grant funds can be used for program administration purposes. Since the City of Elgin anticipates receiving $1,026,000 in CDBG funds for program year 2001-2002, the maximum expenditure for administration is $205,200. However, the City is currently applying $100,000 to administration expense-s which is 9.7% of grant funds. An increase of$49,100 for staffing and expenses will increase the administration budget to $149,100 which is 14% of grant funds. Low&Moderate Income Benefit Statement: Explain how the proposed project benefits low and moderate income persons, households or neighborhoods. Please describe the method used to calculate the benefit. Provide supporting material, as necessary. The focus of the CDBG'pro.gram is to primarily benefit the low and moderate income community. Costs that are charged to program administration are presumed to meet the CDBG national objective of assisting low and moderate income persons, households and areas. Eligible Activity Designation: Identify the eligible activity which qualifies the project for funding under the CDBG Program. Please refer to the list of categories in Section 2.4, Eligible Activities of this document. This activity is eligible for funding as Program Administration Costs pursuant to 570.206(a)(1). • rbb' Project Cost Estimate: Provide cost information below and/or attach additional cost estimate summaries. Project Cost Elements Estimated Cost 1. Supplemental Program Administration $ 43,100 2. Public Infatiliation, Other Expenditures $ 6,000 3. Total Estimated Cost $ 49,100 Other Project Funding Sources and Amounts: Funding Source Amount of Funding 1. CDBG Program $ 100,000 2. (elk' OF Eq,. e City of Elgin Memorandum EDit.15*. December 20, 2000 TO: Jim Nowicki, General Services Manager Sean Steagall, Assistant City Manager FROM: Mark Biernacki, Community Development Manager SUBJECT: CDBG/General Fund Staffing The administrative needs of managing the CDBG program continue to grow(particularly now with the new lead based paint regulations). HUD continues to request that we add staff to more adequately administer the voluminous paperwork (see attached). I would like to accommodate this need,and yet balance such with all other needs and the availability elluk of resources. To do so, I will be proposing to the City Manager and the City Council the attached staffing outline to become effective July 1,2001. Please note that in adding 1.0 FTE to the Planning and Neighborhood Services Department,I can increase the staffing for CDBG purposes from 1.0 to 1.5 FTEs, and do so without impacting the General Fund. Please review and offer any comments you may have. This will be part of a package of materials to be presented to the City Council at their January 3, 2001 special meeting at which they will be reviewing the upcoming year's CDBG proposals. • f I. Purpose glik To increase the number of personnel to administer the CDBG program from 1.0 FTE to 1.5 FTE (not including the 1.0 FTE - Rehabilitation Specialist that is funded under program delivery costs of the residential rehab component). This is in response to HUD's request that Elgin consider devoting more resources toward the administration of the CDBG program. II. Background General Fund CDBG Total Duties & Activities Duties &Activities FTE Current 1_0 (Sr. Planner) 1.0 1.0 1.0 Proposed 0.5 (Sr. Planner) 0.5 (Sr. Planner) 1.0 1.0 (CDBG Coordinator) 1.0 0.5 1.5 2.0 III. Financing f A. Position General Fund CDBG Fund Total Senior Planner $ 41,175 $ 41,175 $ 82,350 (61,000+benefits) CDBG Coordinator 0 60,750 $ 60,750 ($45,000+benefits) $ 41,175 $ 101,925 $ 143,100 B. The $41,175 increase costs in the general fund are to be offset by the following personnel charging the following estimated hours to the CDBG fund. Community Development Manager(15% of time) 300 hrsx$50/hr=15,000+benefit=$20,250 Administrative Secretary(25% of time) 500 hrsx$18/hr=9,000+benefit =$12,150 Clerk/Typist (50% of time) 250 hrsx$ 7/hr= 1,750+N/A =$ 1,750 Intern(eliminated) - 500 hrs/x$10/hr= 5,000+N/A =$ 5,000 Misc. charges - -- -- _$ 2,025 $41,175 CDBG PROGRAM COORDINATOR GENERAL DEFINITION AND CONDITIONS OF WORK: Performs intermediate professional work pertaining to community planning and revitalization.Work is performed under direction of the Community Development Director. The described work typically is conducted in an office environment and is subject to inside environmental conditions. The work is sedentary requiring the exertion of up to 10 pounds of force occasionally and a negligible amount of force frequently or constantly to move objects. This job requires the use of hands to forger, handle, feel and reach and involves repetitive motions. Vocal communication is required for expressing or exchanging ideas by means of the spoken word. Hearing is required to perceive information at normal spoken word levels. Visual acuity is required for preparing and analyzing written or computer data,determining the accuracy and thoroughness of work and observing general surroundings and activities. A valid driver's license is required in order to attend occasional meetings outside of the worker's office. ESSENTIAL FUNCTIONS/TYPICAL TASKS Administering all aspects of the City of Elgin's federally funded CDBG Program including program development and implementation, proposal evaluations and funding recommendations. Coordinating with the U.S. Department of Housing and Urban Development(HUD)to assure compliance with federal regulations. Assisting organizations with project implementation and management. Assists the general public and elected/appointed officials with all CDBG related inquiries; Reviews and evaluates project proposals to assist with the decision-making process and to maximize benefits to the low and moderate income population; Interprets and applies federal regulations,policies and procedures; Prepares grant applications, sub-recipient agreements, requests for proposal,bid packages and public notifications; Drafts resolutions,ordinances,reports,memorandums and letters as needed to administer the CDBG program; Prepares reports as required by HUD including the annual Action Plan, Environmental Review Record and the Consolidated Annual Performance Evaluation Report (CAPER) as well as the five-year Consolidated Plan and Impediments to Fair Housing Report; Monitors sub-recipient performance and compliance with HUD regulations; Maintains financial management of CDBG projects; Reports on project performance and budget status in HUD's Integrated Disbursement Information System(IDIS); Performs related tasks as assigned. KNOWLEDGE,SKILLS AND ABILITIES: General knowledge of Federal grant regulations and guidelines;general knowledge of planning principles,community development and public administration; ability to plan, organize and conduct difficult research projects; ability to communicate clearly and effectively in oral and written presentations;ability to establish and maintain effective working relationships with associates, officials in local, state and federal government,representatives of other agencies, and members of the general public and the private sector;ability to compile,analyze and evaluate data;ability to prepare various reports for presentation and distribution;ability to read technical materials and apply to various situations;skills in personal computer applications including Word Perfect,Microsoft Word,Excel and Quattro Pro software;skills in operating general office equipment. EDUCATION AND EXPERIENCE: Bachelor's degree from an accredited college or university in Urban and Regional Planning,Public Administration,or related field(Master's degree in planning or related field is preferred),and Experience in professional planning and federal grant programs(experience in Community Development Block Grants is preferred),or a combination of education,training and experience which provides the required knowledge,skills and abilities to perform the essential functions of the job. June 11, 2001 To:Nick Oriti From: Mark Biernacki Re: CDBG Coord. or Position Could the HR department review the attached and make a recommendation on the appropriate salary range within the management pay schedule?This position was tentatively approved when the Council recently awarded this coming years Block Grants. My hope is that this be set at a range Grade 11 C. Doing so would also help maintain internal equity with the associate planners, neighborhood planners, and other similar positions in the Community Development Group Thanks Nick. I hope to place this on the COW agenda for the first meeting in July. . . r6- June 13, 2001 To : Mark Biernacki From: Nick Oriti Subj : CDBG Coordinator I have received your letter of 6-11-01, requesting a review of the position material describing the job requirements of the CDBG position. After reviewing the data you sent and comparing the position requirements with similar positions within the city, we recommend that this position be slotted at a grade 11-C. The basis for this recommendation is that a four year degree plus some experience is required and secondly, the position is ranked at a "coordinator" 40., level and fits very nicely with other personnel holding the same level of responsibilities. I have attached and am sending back to you the entire package which you sent to me. If I can be of any further assistance, please let me know.