City Council Workshop or Special Called Meeting

CITY COUNCIL WORKSHOP WEDNESDAY - JANUARY 25, 2023 - 5:30 PM Notice of AGENDA City Council Chamber/Municipal Courtroom 2801 Ranch Road 1869 Liberty Hill, TX 78642 Angela Jones Crystal Mancilla Amanda L Young Will Crossland Chris Pezold Liz Branigan LIVE VIDEO ACCESS AND RECORDINGS The live video link will be on the City's Facebook page. Following the meeting, the link for the live meeting will be removed. The recording of the meeting will be placed on the City's webpage: www.libertyhilltx.gov PLEASE SILENCE YOUR CELL PHONES 1) CALL TO ORDER AND ESTABLISH QUORUM 2) REGULAR AGENDA a) Presentation and Report by Public Sector Personnel Consultants representative Sam Heinz, regarding Liberty Hill employee salary survey, as commissioned by City Council 7-27-22. (HR Director James Harris) Liberty Hill Wrap-Up Presentation.pptx Salary Survey 1-25-2023 By department salary and benefits combined.pdf 3) ADJOURNMENT 1 The City Council, Boards, and Commissions reserve the right to reconvene, recess, realign, change the order of business, or adjourn into Execu ve Session at any me during the course of the mee ng, prior to adjournment, to discuss any item listed above, as authorized by Texas Government Code Sec on §551.071 (Consulta on with A orney), §551.072 (Delibera ons about Real Property), §551.073 (Delibera ons about Gi s and Dona ons), §551.074 (Personnel Ma ers), §551.076 (Delibera ons about Security Devices), and §551.087 (Development). In compliance with the Americans with Disabili es Act, the City of Liberty Hill will provide reasonable accommoda on for persons a ending mee ngs. To be er serve you, requests need to be received 48 hours prior to the meeting. Contact the City Secretary at 512-778-5449 – Extension 125. POSTING CERTIFICATION: I, ELAINE SIMPSON – CITY SECRETARY – CITY OF LIBERTY HILL certify that the attached notice of meeting was duly posted on the bulletin board at City Hall located at 926 Loop 332, Liberty Hill, Texas 78642 and on the City website (www.libertyhilltx.gov) on the ______ day of ____________________, 202_ at ______. Elaine Simpson – City Secretary. REMOVAL CERTIFICATION: I ELAINE SIMPSON – CITY SECRETARY – CITY OF LIBERTY HILL certify that the attached notice of meeting was removed from the bulletin board at City Hall located at 926 Loop 332, Liberty Hill, Texas 78642 on the ______ day of __________________, 202_ at _______. INITIALS _______ 2  CITY COUNCIL WORKSHOP CITY COUNCIL WORKSHOP WEDNESDAY - JANUARY 25, 2023 2801 Ranch Road 1869 - Liberty Hill AGENDA ITEM 2.a Presentation and Report by Public Sector Personnel Consultants representative Sam Heinz, regarding Liberty Hill employee salary survey, as commissioned by City Council 7-27-22. (HR Director James Harris) 3  Findings and Recommendations of the Classification and Compensation Study and Recommended FY 2023 Salary Plan For the City of Liberty Hill, TX December 2023 4 Classification and Compensation Study Scope • Planning • Employee Briefings and PAQ Handout • Job Analysis and Classification Study • Market Survey and Analysis of External Competitiveness • Discussion of Salary Schedule Design • Market-Sensitive Range Recommendations Referencing Survey Data • Analysis of Internal Alignment • Fiscal Impact of Proposed Salary Plan • Implementation Recommendations • Rewrite Job Descriptions with information from PAQ’s 5  Study Phases Sept. • Meet with City Manager and HR Director to discuss project 2022 timeline and goals • Introduce study to employees; distribute Position Analysis Questionnaires Oct. • PAQ’s completed; review job titles and classification system 2022 • Confirm comparator agencies; solicit information, begin market survey Nov. • Survey completed; discuss pay plan design; assign all 2022 positions to market-sensitive ranges referencing survey data; perform review of internal alignment • Provide a cost estimate for implementation of new pay plan Dec. 2022 • Presentation to City Council and final reporting 6 Classification Review Process Employee Participation • Employees were invited to complete either an individual or group PAQ • PAQ’s or job descriptions were used to identify the number and level of distinct occupations at the City • Employee classifications were reviewed to verify their classification was appropriate based on duties described in the PAQ Management Participation • Proposed classifications reviewed by Human Resources Director • Feedback was evaluated and incorporated into classification plan where appropriate 4 7 Job Analysis – Classification Process Position Analysis Questionnaire • Used as basis for identification of: • Occupations • Job families • Job series (levels) • Development of job descriptions Proper Classification • Foundation for sound pay practices • Titles should describe the work being performed • Titles should be consistent with industry standards 5 8 Classification Review Findings 47 distinct occupations in the City 25 positions retain current title 18 positions to receive minor title modification 4 new titles created to reflect current job duties and responsibilities 6 9 Market Survey and Analysis of External Competitiveness • Market competitors include employers that the city competes with to obtain and retain qualified employees • Jobs being compared not the employers • Solicited Pay Plans, Organizational Charts, and Job Descriptions to aid in the process of job matching • Private sector data included where applicable 7 10 Market Competitors Bee Cave, City of Leander, City of Bell, County of Manor, City of Burnet, City of Marble Falls, City of Burnet, County of Pflugerville, City of Cedar Park, City of Round Rock, City of Georgetown, City of Taylor, City of Hutto, City of Williamson, County of Lakeway, City of Private sector data from the Economic Research Institute for the Central Texas region Director and Managerial position matches excluded or adjusted for scope from cities with >50K population 8 11 Selection of Benchmark Positions • Benchmark positions are those jobs that are commonly found at most of the competitor employers • No such thing as a “perfect match” • Benchmarks are defined as 70% similar duties, responsibilities, and Knowledge, Skills, and Abilities (KSAs) • Data collected for 45 current positions • Additional levels benchmarked for future reference as city continues to grow 9 12 Example of a Benchmark Survey Worksheet Variance Survey Irving Market City of Irving Current Job Title Survey Organization Job Class Midpoint Midpoint $ % Utility Heavy Equipment Operator $42,456 $45,026 -$2,570 -6.05% Heavy Equipment Operator II Denton $51,927 Sr Equipment Operator Fort Worth $48,170 Pw Heavy Equip Oper-Water Carrollton $46,923 Pub Works Equip Operator, Sr Plano $46,461 Heavy Equipment Operator II Garland Market $45,344 Heavy Equipment Operator Richardson Average $44,640 Heavy Equipment Operator II Frisco $44,508 Heavy Equipment Operator Dallas $44,244 Heavy Equip Opr III Arlington $43,334 Heavy Equipment Operator Lewisville $43,333 Equipment Operator II Mesquite $42,744 Heavy Equipment Op-Wtr Dist Grand Prairie $42,562 Current Rank Public Sector Average: $45,349 Heavy Equipment Operator Regional Private Sector $44,702 Private Sector Average: $44,702 Prevailing Rate: $45,026 10 13  Salary Schedule • The City adopted a formal salary schedule in the previous budget cycle. This salary schedule has been in use for new hires, but not in use for all positions in the organization. Recommend full implementation of the salary schedule. • Current Salary Schedule consists of: • 15 ranges • 20 Steps, “A” through “T” • Varying distance between the midpoints of each range • 75% range width A B C D E F G H I J K L M N O P Q R S T ANNUAL ANNUAL ANNUAL ANNUAL ANNUAL ANNUAL ANNUAL ANNUAL ANNUAL ANNUAL ANNUAL ANNUAL ANNUAL ANNUAL ANNUAL ANNUAL ANNUAL ANNUAL ANNUAL ANNUAL Range PO3 $28,891 $29,765 $30,659 $31,574 $32,302 $33,488 $34,507 $35,526 $36,608 $37,690 $38,834 $39,998 $41,184 $42,432 $43,701 $45,011 $46,363 $47,757 $49,192 $50,669 Range PO4 $31,408 $32,344 $33,322 $34,320 $35,360 $36,421 $37,502 $38,626 $39,790 $40,976 $43,035 $43,472 $44,782 $46,114 $47,507 $48,942 $50,419 $51,938 $53,498 $55,099 Range PO5 $34,091 $35,110 $36,171 $37,253 $38,376 $39,520 $40,706 $41,933 $43,181 $44,491 $45,822 $47,195 $48,610 $50,066 $51,563 $53,123 $54,725 $56,368 $58,053 $59,800 Range PO6 $31,107 $38,230 $39,374 $40,539 $41,766 $43,014 $44,304 $45,635 $47,008 $48,422 $49,878 $51,355 $52,915 $54,496 $56,118 $57,803 $59,530 $61,318 $63,149 $65,042 Range PO7 $40,498 $41,704 $42,973 $44,262 $45,573 $46,946 $48,360 $49,816 $51,293 $52,832 $54,434 $56,056 $57,741 $59,467 $61,256 $63,086 $66,227 $68,224 $70,262 $72,363 Range PO8 $44,491 $45,822 $47,195 $48,610 $50,066 $51,584 $53,123 $54,725 $56,368 $58,053 $59,800 $61,589 $63,440 $65,333 $67,080 $69,306 $71,386 $73,528 $75,733 $78,000 Range PO9 $49,005 $50,482 $51,979 $53,539 $55,162 $56,805 $58,510 $60,278 $62,088 $63,939 $65,853 $67,829 $69,867 $71,968 $74,131 $76,357 $78,624 $80,974 $83,408 $85,925 Range PO10 $50,502 $52,021 $53,581 $55,182 $56,846 $58,552 $60,299 $62,109 $63,981 $65,894 $67,870 $69,909 $72,010 $74,173 $76,398 $78,686 $81,037 $83,470 $85,966 $88,546 Range PO11 $56,492 $58,177 $59,924 $61,734 $63,585 $65,499 $67,454 $69,472 $71,573 $73,715 $75,920 $78,208 $80,538 $82,971 $85,446 $88,005 $90,646 $93,371 $96,158 $99,050 Range PO12 $63,300 $65,187 $67,142 $69,160 $71,240 $73,382 $75,587 $77,854 $80,184 $82,576 $85,072 $87,610 $90,251 $92,955 $95,742 $98,613 $102,066 $105,123 $108,285 $111,530 Range PO13 $70,900 $73,008 $75,213 $77,459 $79,789 $82,181 $84,635 $87,173 $89,794 $92,498 $95,264 $98,114 $101,067 $104,104 $107,224 $110,448 $114,317 $117,749 $121,285 $124,925 Range PO14 $79,400 $81,785 $84,219 $86,757 $89,357 $92,040 $94,806 $97,635 $100,568 $103,584 $106,704 $109,907 $113,194 $116,584 $120,099 $123,698 $128,024 $131,872 $135,824 $139,901 Range PO15 Range PO16 $89,000 $99,600 $91,644 $104,728 $94,411 $107,869 $97,240 $111,093 $100,152 $114,421 $103,147 $117,874 $106,246 $121,410 $109,429 $125,050 $112,715 $128,794 $116,105 $132,662 $119,579 $136,635 $123,178 $140,733 $126,859 $144,955 $130,666 $149,302 $134,597 $153,795 $138,632 $158,392 $143,478 $163,946 $147,784 $168,854 $152,214 $173,930 $156,790 $179,150 11 Range PO17 $111,600 $114,940 $118,394 $121,930 $125,590 $129,376 $133,255 $137,238 $141,357 $145,600 $149,968 $154,461 $159,099 $163,883 $168,792 $173,846 $179,941 $185,349 $190,902 $196,622 Range PO18 $125,000 $128,731 $132,600 $136,573 $140,670 $144,893 $149,240 $153,712 $158,330 $163,072 $167,981 $173,014 $178,194 $183,539 $189,051 $194,730 $201,545 $207,605 $213,824 $220,251 14  Range Assignments • Positions assigned to the range whose midpoint is closest to the market midpoint. • Example: • Administrative Assistant – Market Midpoint $47,479 Range Step A Step B Step C Step D Step E Step F Step G Step H Step I Step J Midpoint PO5 $34,612 $36,342 $38,159 $40,067 $42,071 $44,174 $46,383 $48,702 $51,137 $53,694 $44,153 PO6 $36,342 $38,159 $40,067 $42,071 $44,174 $46,383 $48,702 $51,137 $53,694 $56,379 $46,361 PO7 $38,159 $40,067 $42,071 $44,174 $46,383 $48,702 $51,137 $53,694 $56,379 $59,198 $48,679 • Market Midpoint is closest to the midpoint of Range 6; 12 Assign the Administrative Assistant position to Range 6 15 Internal Equity/Internal Alignment • Use survey data as primary guide for range placement. • Also consider how positions relate to one another within the organization, which positions the organization values similarly. • As responsibilities increase, so should the range. • General Rule of thumb: • At least 10-15% (2-3 ranges) between sequential job series. • At least 20-25% (4-5 ranges) between supervisors and direct reports. • Encourage career progression and progression within job families/series. • Additional levels and positions surveyed and modeled out for future reference 13 16 Implementation Steps • Adopt the Proposed Job Classification Recommendations • Fully implement and integrate all employees into the salary schedule • Implement the market-sensitive Range Assignments proposed for each position in the City • Estimated cost to implement market-sensitive ranges for all employees: $62,889, or 1.5% of current payroll • Cost stems from two sources: • Moving any employee whose current salary is below the proposed range minimum up to minimum (1 employee) • Placing each employee on the step that is closest to, but not less than, their current salary Total cost when adding TMRS/FICA/Medicare: $71,737 14 17 Questions/Comments? 15 18  City of Liberty Hill Annual Salary Adjustment Costs Including TMRS, FICA, and Medicare per Salary Survey - January 2023 By Department Row Labels Sum of Total Costs Administration 10-10 $ 11,267 Police 10-20 22,198 Municipal Court 10-30 1,738 Development Services 10-35 15,753 Parks & Rec 10-40 717 Streets & Drainage 10-46 2,221 Wastewater Treatment 50-50 13,568 Water 52-70 4,276 Grand Total $ 71,737 By Fund General Fund 10 $ 53,893 Wastewater Fund 50 13,568 Water Fund 52 4,276 Grand Total $ 71,737 FY 2023 Budget Fund Revenue Expenses Over/(Under) General * $ 9,821,615 $ 9,380,474 $ 441,141 Wastewater 12,070,500 8,321,444 3,749,056 Water 4,068,500 2,117,199 1,951,301 Grand Total $ 25,960,615 $ 19,819,117 $ 6,141,498 *Expenses includes the costs for the recently approved Park Maintenance Technician position and increase of pay for Director of Communications and Community Engagement 19