HomeMy WebLinkAbout890049.tiff RESOLUTION
RE: APPROVE DEPARTMENT OF SOCIAL SERVICES 1989 COMPENSATION PLAN
AND AUTHORIZE CHAIRMAN TO SIGN
WHEREAS, the Board of County Commissioners of Weld County,
Colorado, pursuant to Colorado statute and the Weld County Home
Rule Charter, is vested with the authority of administering the
affairs of Weld County, Colorado, and
WHEREAS , the Board has been presented with a 1989
Compensation Plan for the Department of Social Services, and
WHEREAS, after study and review, the Board deems it advisable
to approve said Plan, a copy being attached hereto and
incorporated herein by reference.
NOW, THEREFORE, BE IT RESOLVED by the Board of County
Commissioners of Weld County, Colorado, that the 1989 Compensation
Plan for the Department of Social Services be, and hereby is,
approved.
BE IT FURTHER RESOLVED by the Board that the Chairman be, and
hereby is, authorized to sign said Plan.
The above and foregoing Resolution was, on motion duly made
and seconded, adopted by the following vote on the 9th day of
January, A.D. , 1989 .
7) ` ' BOARD OF COUNTY COMMISSIONERS
ATTEST: /rlll /,J}'11i1,,v�l x °/� WELD COUNTY, COLORADO
Weld County Qlerk and Recorder -4-e- 1"
and Clerk to the Board C.W. Kirby, Ch rman
6 BYYnA=7,Ic�.ce� 24- � Jadqueline Johnison, Pro-Tem
Deputy County(Clerk
/ EXCUSED
APPROVED AS TO FORM: Gene R. Brantner
George Kenn
County Attorney t
GoYd aL�y
/72
.SS GG // � ! 890049
COLORADO DEPARTMENT OF SOCIAL SERVICES NUMBER
1575 SHERMAN ST. , DENVER, COLORADO 80203-1714 MS 88-6-R
AGENCY LETTER CROSS REFERENCE
NUMBER NONE
DIVISION OR OFFICE: Merit System DATE: Octobe 21., 1988
SUBJECT AREA:
Merit System ' ISION (OFF CE? IRECTOR
SUBJECT: �• LL/1�
1989 COUNTY OPTIONS AS 1j.� OR
�!`�
TYPE: Response Reauired C
PURPOSE
This agency letter requests county departments of social services to submit their
1989 pay plans to the Merit System office by January 20, 1989.
BACKGROUND
Staff Manual Volume II allows county departments to annually review and select
options regarding compensation, holiday leave, hours of work, etc. This agency
letter covers all options available for 1989. Based upon State salary survey data,
recommendations by the Policy Advisory Committee (PAC), Directors District meetings
and the Merit System Council , and discussions with the State Board of Social
Services there will be no annual salary adjustments for 1989.
PROCEDURES
The signatures of both the chairman of the Board of County Commissioners and the
County Social Services Director are required for official implementation of county
selections. Please allow sufficient time for review to meet the deadline of
January 20, 1989, as no extensions will be granted. If your fully completed options
package has not arrived in the Merit System office by January 20, 1989, the county
pay plan for 1988 will be extended through 1989.
If revisions to your pay plan are made, please review the changes against all
positions to assure that the options you implement have no unplanned effect on any
positions throughout the year.
To ensure accurate selection of available options, please contact your Merit System
personnel analyst if you need assistance in completing this questionnaire. After
all selections have been made, all requested addendums attached, and all required
signatures obtained, the original is to be forwarded to:
Colorado Department of Social Services
Merit System Division
1575 Sherman Street, 1st Floor (.7.)Denver, Colorado 80203
EFFECTIVE DATE: January 1 , 1989 rte,
SUPERSEDES: County Letter 87-293-A
CONTACT PERSON: The Merit System personnel analyst assigned to your county,
866-3900
890049
HOURS OF WORK AND HOLIDAYS C :RVED 1989
A. Number of hours in the County Department' s official work week:
/-7 35 hours /-7 37 1/2 hours / X/ 40 hours
B. Which of the following holidays will be observed by your Department in
1989? Of those listed, but not observed by your Department put "not
applicable" (n/a) in the "County Will Observe" column. (The following
are legal holidays to be observed by the State in 1989. )
•
HOLIDAY DATL DAY COUNTY WILL OBSERVE
New Years Day Jan 2 Monday Jan. 2
M.L. King' s Birthday Jan 16 Monday -
Presidents ' Day Feb 20 Monday Feb. 20
Memorial Day May 29 Monday May 29
Independence Day Jul 4 Tuesday Jul . 4
Labor Day Sep 4 Monday Sep. 4
Columbus Day Oct 9 Monday -
Veterans' Day Nov 10 Friday Nnv 10
Thanksgiving Day Nov 23 Thursday Nnv 2't-24
Christmas Day Dec 25 Monday Dec. 25-26
C. Please indicate holidays, other than .thos.e listed, to be observed by your
county:
HOLIDAY PAAU DAY
Noa'E
890049
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II. SALARY PLAN 1989
• A. Establishing Minimum and Maximum Steps
Establishing your minimum and maximum steps should be done very carefully
and in full consideration of appropriate recruitment and retention issues
such as market conditions, recruitment experiences from previous years,
attrition, and employee relations. Entry steps may be established at
steps 1 through 8. It is recommended that your maximum step be
established at no lower than step 11 . Step 11 is considered to be the
market rate based on our pay plans and salary survey data for all
classified positions in our system.
If your entry step is raised in an occupational group from that
established in 1988, current employees at the lower step in that
occupational group must be raised to the new entry step. If you lower
the maximum step in an occupational group from that established in 1988,
employees above the new maximum step in that occupational group will
remain at their current step and will be ineligible for salary increases
until their salaries are within the new range.
See attached policy for 1989 concerning market adjustment to the right.
ENTRY MAXIMUM
OCCUPATIONAL GROUP
STEP TEP
1 . Clerical/Data Processing/Paraprofessional 5 9
2. Data Entry Operators 5 9
3. Technical/Paralegal/Investigative 5 9
4. Professional Administrative 5 9
5. Data Processing Professional 9
6. Prof. Soc. Svcs. & Ancillary �— q
County Director's monthly salary as of
January 1 , 1989. $ *
Is there an anticipated change in the
Director's salary in 1989? __t__Yes _____No
If so, what? $
* Director' s salary information will be forwarded when available.
890049
-3-
•
Weld Counts
Effective January 1, 1989, Weld Colorado Merit employees on step four through
eight will receive a market adjustment of one step to the right on the salary
. matrix.
Provided an employee does not exceed the maximum step of nine, an employee
will receive a one step increase after 6, 12, 36, and 60 months. Their
overall evaluation must be a standard or above to receive this merit increase.
890049
OCCUPATIONAL GROUPS
• 1 . Clerical /Data Processing/Paraprofessional
Account Clerk Account Clerk Supervisor
Clerk Case Services Aide Supervisor
Case Services Aide Clerical Supervisor
Computer Operator Computer Operator Supervisor
Data Control Clerk Data Control Supervisor
Home Services Aide Data Operations Supervisor
Mail Clerk Home Services Aide Supervisor
Microfilmer Switchboard Supervisor
Reproduction Equipment Operator Warehouseman Supervisor
Secretary
Staff Assistant
Stenographer
Storekeeper
Switchboard Operator
Typist
Warehouseman
Word Processor
2. Data Entry Operators
Data Entry Operator I Data Operations Supervisor
Data Entry Operator II
3. Technical/Paralegal /Investigative
Investigative Technician Income Maintenance Technician Superv.
Income Maintenance Technician Legal Technician Supervisor
Fee Assessment Technician Recovery Supervisor
Legal Technician
Recovery Technician
4. Professional Administrative
Accountant Volunteer Services Administrator
General Management Assistant Supervisor Social Srvs. Investigations
Housing Coordinator Assistance Payment Administrator
Management Analyst Administrator Management Services
Personnel Officer Associate Manager
County Social Services Investigator Deputy Director
Staff Development Coordinator IV—D Administrator
Personnel Administrator
Social Services Administrator
Staff Development Administrator
Support Services Administrator
5. Data Processing Professional
Computer Programmer Data Processing Spvr/Administrator
Systems Analyst
6. Professional Soc. Srvs . & Ancillary
Medical Social Work Coordinator Employment Counselor Supervisor
Employment Counselor Social Services Supervisor
Volunteer Services Coordinator Volunteer Services Supervisor
Social Caseworker
Social Services Nurse
Social Services Specialist 890049
-4-
B. Pav Increases Based on Seniority/Performance
All counties are encouraged to select a form of incentive pay. Plans
may include any combination of the options listed below.
In accordance with Volume II, Sections 2.221 .2, 2.221 .3, and 2.221 .4,
regarding pay increases, incentive pay must be applied consistently and
made available to all classified Merit System employees. Under no
circumstance shall any form or combination of incentive pay (including
cash bonus(es) result in an employee receiving more than the annual
maximum salary (step 17) for the salary grade that applies to the
position as shown on the Salary Conversion Chart, Volume II, Section
2.271 .
County Departments may award incentive pay in the form of a step
increase or cash bonus.
1 . Step Increase: (to be granted on anniversary date)
a. Seniority Based
/ I Yes /X% No County will grant step increases based on
seniority. (See Rule 2.221 .3)
If yes, please list criteria used to determine such increases,
the number of steps accompanying such periods, and any
additional criteria:
b. Performance Based
/ / Yes /Xl No County will allow performance based step
increases.
If yes, please list criteria used to determine such increases
(i .e. , evaluation criteria, number of steps to be granted, and
any other criteria pertinent to your plan):
2. Cash Bonus
/r7 Yes /_/ No County will institute a cash bonus pay program
based on performance.
If yes, please explain your bonus plan, including the amounts and
the criteria. Cash bonuses may be in a set amount, e.g. , $500.00
or a percent of monthly or annual salary. Bonuses are to be paid
on the employee's anniversary date or dates specified by the county
department subsequent to the anniversary date:
See attached.
-5- 8O049
7102 Weld County Department of Social Services — Pay for Performance
(Cash Bonus) Policy
Introduction: Pay for Performance is a system developed by Weld
County to provide a method of compensating employees based on the
quantity and quality of work performed.
Objectives of the overall Pay for Performance system include:
* Equity: To assure that all eligible employees have an
opportunity to compete and receive the rewards of the system.
o Productivity: To maintain a system that rewards performance
and productivity.
"Bonus Awards" are part of the Pay for Performance concept. The
Colorado Merit System allows counties local options in
compensating County Social Service employees. The Weld County
Board has decided to extend this benefit to County Social Service
employees.
These awards are established to reward the Department's top
employee performers. Employees with average or marginal job
performances are not eligible for a bonus award.
A unique and specific bonus evaluation form is used to document
and justify individual bonuses. Supervisors will complete the
evaluation form. Division Heads and the Director will review with
the authority to approve, reject, modify. The Commissioner
Coordinator for the Department will review and approve, modify, or
reject the Department's recommendations.
Bonus Award — Elements/Procedures
Funding: The WCDSS pays bonuses from the administrative
allocation provided by the State Department of Social Services.
The County provides a minimum of 20Z matching funds. The County
Board determines the dollar amount available for bonuses each
year. Restricted or limited funding from the State and/or County
may affect bonus awards in any year.
Eligibility: To be eligible for a bonus award consideration, an
employee must have been in full time County employment for one
year, not be in probationary or trial status (except for
promotion) , and must have received an overall evaluation of "Above
Standard" in his/her most recent Merit System Service Evaluation.
Exception: Although, it is expected that the supervisor will
normally use the last regularly scheduled Service Evaluation to
determine bonus eligibility, if a "Standard" or below employee has
shown substantial improvement in his/her performance since the
last regular rating, and if the performance improvement (and a
revised rating) precedes the date of bonus evaluation by 6 months,
then the employee may be eligible for Bonus consideration.
Employee Notification: Each employee receives a copy of the
performance criteria for his/her position and any changes to this
criteria as they are made.
890049
7102 Weld County Department of Social Services Pay for Performance
(Cash Bonus) Policy (Continued)
Bonus Frequency: Bonuses may be awarded either once or twice per
-- year. Award dates are June 30 to be paid by July 31st, -end
December 31st to be paid by January 31st, for twice per year
distribution. Should the Department choose an annual (once per
year) distribution, the bonus would be provided by January 31st
for the preceding January through December time period.
Bonus Distribution: No more than 50% of the Department's
supervisors may receive a bonus at any one time.
If the Department chooses semi-annual bonus distribution,
employees determined eligible for the first 6 months of the
calendar year may be considered for a bonus the second half (6
months) of the year. However, an employee ineligible for or not
awarded a bonus for the first six month period may not become
eligible or have a bonus award for the last six months unless
there is vacant eligible bonus slots to be filled.
To accommodate "New" high performers for the last six months, the
Department may leave some bonus slots unused during the first six
months.
The Department will make appropriate allocations to Divisions or
units based upon performance and productivity. The Director,
part-time, hourly, and probationary employees may not receive
bonuses.
Bonus Award Amounts: The amount of each award is established by
the Director after review of recommendations made by supervision.
An award may not be less than $50.00.
Bonus Appraisal Process: Bonus evaluations are completed by
Supervision in June and/or December of each year. A unique bonus
evaluation form will used with specific and appropriate job
related evaluation criteria. Every effort is made to ensure the
evaluation criteria is objective and equitable and that these
procedures will be consistently applied.
Bonus amounts and employee selection are subject to management
discretion within these rules. Bonus award amounts and bonus
evaluations are not appealable.
Supervisors are limited by the 50% rules in recommending bonuses.
Bonus Award evaluation criteria, competently applied, should allow
for identification of top performers in the measurement period.
Review Process: The Director will review and approve all Bonus
Award recommendations. The County Board, in turn, reviews and
approves/rejects the Director's recommendations.
Added 4/88
890049
3. Anniversary Dates and/or Step Increase Options
•
a. County departments have three options regarding changes in
anniversary dates and/or step increases following a promotion.
Please select one of the following options:
X Promotions do not affect anniversary dates or step
increases. If applicable, employees will be granted a
step increase(s) on their established anniversary date
regardless of the date of the promotion (even if the
promotion occurs on the anniversary date) .
Promotions do not affect anniversary date but promoted
employees will be ineligible for a step increase(s) on
their anniversary date following a promotion. (This
could possibly mean that an employee would have to wait
up to 23 months before being granted another step
increase. )
♦ Employees receive a new anniversary date commensurate
with a promotion. The new date will be the first
working day of the month if the promotion is effective
on the first working day of the month or the anniversary
date will be the first of the following month if the
promotion occurred after the first working day.
Promoted employees will be eligible for a step increase
on their new anniversary date in 1990 provided no
further classification changes are made.
b. / / Yes /X7 No ♦ To implement a pay for performance plan
which includes variable step increases and/or
cash bonuses, the county will change the
anniversary date for all employees to one
common date, provided that this change is
equitably applied to all employees. (Before
chosing this option, please contact your
personnel analyst.) Please attach a copy of
your incentive pay criteria including
implementation plan.
♦ These options required rule changes which are scheduled for final reading
before the State Board of Social Services on November 4, 1988.
C. Other Salary—Related Options
1 . Six Month Increase
a. / Yes / / No Six month increase will be granted to new
employees.
Criteria:
b. Ig/ Yes / / No Six month increase will be granted to
employees who go back to county entry step as
a result of a promotion.
-6- 890049
2. Preseniority Sten
/ I Yes /17 No County will use a preseniority step.
Explain what the preseniority step is; how long employees remain on
that step before advancing to the seniority step. If as a result of
a promotion, an employee is back—stepped (a) from seniority step to
preseniority step or a step in between both of these steps; (b) from
a preseniority step to a lower step, how will the employee advance
back to the preseniority step.
3. Demotion Compensation
/ X/ Yes / / No See Volume II, 2.246.2, paragraph 2. In cases of
demotions for cause or at the request of the
incumbent, the county will freeze the incumbent' s
pay at the save pay rate until such time as the
incumbent would have attained such step had the
demotion not occurred.
4. Probationary/Trial Service Policy
Volume II, Sections 2.421-2.422, require that employees serve a
probationary or trial service period of no more than twelve months.
Please explain your policy on the following:
a. Length of time and/or criteria new employees serve a
probationary period. nee Year
b. Length of time and/or criteria employees serve trial service
period. One year unless requested by ethe department
for a shorter period.
c. If a probationary employee is promoted, will the employee be
granted permanent status in the first job profile prior to
promotion to the new job profile? No
5. Policy on Sick Leave for Family Members
Volume II, Section 2.822, requires that each county appointing
authority develop a policy to govern the use of accrued sick leave if
medical treatment, pregnancy, illness or injury involving a member of
an employee's immediate family for whom the employee has the
responsibility to provide care and for whom the employee's presence
is medically necessary.
Policy: An employee may use up to five days per year of
sick leave for immediate family members.
—7— 890049
III. POLICY/INFORMATION UPDAT.
• This section allows counties to report information or policy changes from what
has previously been reported to the Merit System.
A. / / Yes LX/ No Grievance procedures, Volume II, Section 2.610.
If yes, please attach a copy of your revised grievance
procedures.
' B. / / Yes /X/ No Overtime Policy, Volume II, Section 2.245. (See
County Letter #86-312—A dated November 21 , 1986.)
If yes, please attach a copy of your revised overtime
policy.
C. / / Yes LX/ No Performance and Appraisal Plan, Volume II, Section
2.520. If yes, please attach a copy of your revised
performance and appraisal plan.
D. / / Yes /X/ No Withdrawal of Resignations, Volume II, Section 2.711 .
If yes, please attach a copy of your policy.
E. / / Yes /X/ No On—call appointments, Volume II, Section 2.424.
Please provide a list of all persons employed in these
positions and their job titles.
F. Sick and Annual Accrual Rate (Applies only to counties on 35 or
37-1/2 hour work week)
/ / Yes /77 No The county will convert from hourly to daily accrual
rates as provided in Volume II, Sections 2.811 and
2.821 .
G. Conversion of Sick Leave to Annual Leave —
/X/ Yes / / No The county will convert accumulated sick leave on a
two for one ratio to personal/annual leave. This is
allowed only after 100 or more sick leave days have
been accumulated and shall not exceed the maximum
allowable accumulation of personal/annual leave as
provided in Volume II, Section 2.825.
H. Reinstatement of Sick Leave
/ / Yes / X/ No The county will reinstate sick leave to employees
reinstated into the Merit System. Volume II, Sections
2.428 and 2.826 provide for reinstatement up to 30
days of sick leave. If less than 30 days will be
reinstated, please explain.
Explanation:
—3-
890049
IV. BENEFITS 1989
Please indicate what benefits your County will offer employees:
A. Health Insurance ma NO
Full—time Merit System Employees X —
Part—time Merit System Employees X
Other County Employees X
Amount to be contributed by County to Merit System
Employees: Single $ 59.00
Two $ 59.00
Family $ 59.00
B. Dental Insurance
Merit System Employees —
Other County Employees X —
Amount to be contributed by County to Merit System
Employees: Single $ Included with Health Ins.
Two
Family $
C. Life Insurance
X
Merit System Employees X
Other County Employees —
Amount to be contributed by County to Merit System
Employees: $ '3n¢ per 1 ,000 of insurance.
D. County Retirement Plan
If the County plans to offer a retirement plan please provide information
regarding;
County Contribution 6% Gross Salary
Employee Contribution 6% Gross Salary
Vesting Period 10 Years
Retirement Criteria
years of service
other Service plus aae must eoual 80.
E. Other Benefits
* Use of county automobile —
Salary Supplement
* Investigators 890049
-8a-
V. REWIRED SIGNATURES 198S
County Name Wall County Number 62
ezzat---z.-4J41-11771-1 /272 rfr
Coun? )Social Services Director Date
Chairperson, County Commissioners Date
C^ TY CLFn / .ID n. CORDER
i-, d :.LZP.I: TO i�
rS77 County'
ei
Ui y County Clerc
SEND ORIGINAL TO MERIT SYSTEM; RETAIN COPY OF THIS DOCUMENT AND ALL
ATTACHMENTS FOR YOUR RECORDS.
•
•
Date Received by Merit System
—9— 890049
VI. SIGNATURE AUTHORITY FOR MERIT SYSTEM PERSONNEL TRANSACTIONS
Please complete the following to officially designate employee(s) authorized
to sign all Merit System forms.
County Name Weld County Number 62
County designee appointing authority None
(Name)
?L/ � ' /��z f
Coun Social Servic s Director (signature) Date
The director has approved the above designee to sign the following: (please
check which apply)
NA MS 7
NA- MS 12
NA MS 18
A14 20 FORMS
b'6 Coded Eligible List
Date Received by Merit System
Please use a separate sheet for each designee. If this form is not returned
and on file with the Merit System office, all Merit System forms will require
the signature of your County Director.
—10- 890049
mEmORAnDUm
Wilk To Bill Kirby oeSBDecember 28, 1988
Board of County Commisioners
COLORADO F.°mGene McKenna, Director, Social Services
Subject. Weld County Department of Social Services Compensation
Plan, 1989 CY
Bill,
Request Board approval and the Chairs' signature for the enclosed
Compensation Plan for this Department.
This Plan, in this format, is required by the Colorado State Department of
Social Services. The 1989 Plan was discussed and approved during our County
budget sessions. Funds are available in the approved 1989 Budget.
The Compensation Plan is the same as the Board approved for the current year
(1988) except:
° The Plan provides for a 2 1/2% Market Adjustment increase for staff
effective 1/1/89, to keep pace with other County employees. This is
effected by raising the steps Weld County uses from steps 4 through 8
to steps 5 through 9 on the State Salary Matrix Chart. Staff falling
within these steps will receive the 2 1/2% (one step) increase. Staff
that are currently on step 9 or higher will not receive an increase.
Anniversary or "Merit Increases" of 2 1/2% are also available for those
employees that fall with the 5 - 9 step range.
We are available to discuss this plan in detail should you wish. If no
further review is necessary, request that the Board Chair sign the report
and return to me so that we can take the next step and forward to the State
Department.
Thanks.
EMcK:jac
cc: Don Warden
Pat Persichino
Enclosures
894;049
ATTACHMENTS
I. Colorado State Department of Social Service Letter
#MS-88-6-R. Instructs Counties to provide 1989 County Pay
Plan. Due to State 1/20/89.
II. Completed 1989 CY Compensation Plan, including options.
Prepaed by WCDSS for Board review and approval. Due to
CSDSS, 1/20/89.
890049
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