G4-01 (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.
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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,
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Ute, cQ . �GS�Q,1
Joyce\A. Parker
City Manager
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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
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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).
•
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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.
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City of Elgin Memorandum
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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.