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Res. No. 033-05-12012 (1)RESOLUTION NO.33-05-12012 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF SOUTH MIAMI,FLORIDA,AUTHORIZING THE CITY MANAGER TO ENTER INTO A CONTRACT CONSISTENT WITH THE TERMS IN THE ATTACHED PROPOSAL WITH CODY &ASSOCIATES TO PERFORM A COMPARABLE WAGE STUDY FOR AN AMOUNT NOT TO EXCEED $13,500.00 PROVIDING AN EFFECTIVE DATE. WHEREAS,theCity Commission previously gave approval fortheCityManagertoenterintoa contractwithColin,Baenziger&Associatesforacomparablewagestudy;and WHEREAS,upon review ofthe preliminary draft from Colin,Baenziger &Associates itwas determined thatthestudydidnot meet the criteria delineated inthe Request for Proposal oras outlined in their proposal:and WHEREAS,duetothefailure of Colin,Baenziger&AssociatestoperformsatisfactorilytheCity administrationstilldoesnothaveacomprehensiveorworkablestudyforuseinsalarydetermination issues;and WHEREAS,atthetime of theRFP.proposalshadbeenrequestedandreceivedfromthe following companies:Cody&Associates.HRMP Management Partners and MGT of America:and WHEREAS,itwas determined thatCody&Associatesprofferedaproposaltoperformthesalary survey,which would include alljob classifications and which meets the outlined criteria. NOW,THEREFORE BEIT RESOLVED BY THE MAYOR AND CITY COMMISSION OF SOUTH MIAMI,FLORIDA.THAT: Section1.TheCityManagerbe,and hereby is,authorized toenterintoacontractconsistent withthetermsintheattachedproposalwithCody&Associatestoperformacomparablesalarysurvey foran amount notto exceed $13,500,which amount istobepaidfromthe City's General Fund Contingency Account,#001-2100-519-9920,withacurrentbalanceof$44,735.75. Section 2.This resolution shalltake effect immediately upon approval. PASSED AND ADOPTED this /O dayof J-onuary ,2005. ATTEST:APPROVED: CITY CLERK READ AND APPROVED AS TO FORM:Commission Vote: Mayor Mary Scott Russell: Vice Mayor Velma Palmer: Commissioner Randy G.Wiscombe: Commissioner Marie Birts-Cooper: Commissioner Craig Z.Sherar: 4-0 Yea Yea absent Yea Yea CITY OF SOUTH MIAMI INTER-OFFICE MEMORANDUM South Miami AMmeifcaCity MIW To:Maria MenendeA City Clerk Date:March 02,2006 From:Jeanette NdvaWbU /•Subject:Cody and Associates - Human ResourclM Resolution No:33-05-12012 This memo isto advise you thata change was made onthe account number under resolutionnumber:33-05-12012.Pleasemakethechangetoreflectthefollowing accounts tobe utilized to pay for the Cody and Associates invoice inthe amount $13,500. Account as follows:2100 519 9920 with a current balance of $78,981 2100 519 9950 with a current balance of $4,500 0000 369 3000 with a current balance of $3,563 Pleaseadviseshouldyouhaveanyquestionsinthisregard. CC:City Manager ECEIVEIJ MAR 06 2006 ** CITY CLERK'S OFFICE To:Adriana Hussein, Interim Finance Director From:Jeanette Nav; Human Reso CC:City Manager CITY OF SOUTH MIAMI INTER-OFFICE MEMORANDUM Date:March 02,2006 South Miami AMneristGQr miir Subject:CodyandAssociates Resolution No:33-05-12012 This memo isto advis&^ou that a change was made amending the account number on resolution 33-05-12012 (approved on 03/10/05).The fimds (PO was never submitted)and the funds werenever encumbered inthe fiscal year 2005 budget;therefore,causing this toobe applied towards the2006 fiscal year. Should you have any questions in this regard,please do not hesitate to contact the undersigned. Telephone: departmenttQTj^^? aumntnmtm W City of South Miami 6130 Sunset Drive,SouthMiami,Florida 33143 (305)663-6339 Fax:(305)667-7806 REQUISITION J-LFor Check _°For Purchase Order ij/foffllk CONFIRMATION: fax:Contact name: No. DELIVERTQ: 4795 S9 6130 9W 72 Stmt D 4795 SW 75 Avenue REQUIRED DELIVERY DATE:ASAP INFORMATION TO BB FURNISHED BYDEPARTMENT FOR PlttCHASINO^COENT s* 'Finance Dept 1 b)Minutes of September 27,2005 (Final Budget 2 Hearing) 3 4 Moved by Commissioner Wiscombe,seconded by Commissioner 5 Sherar,the motion to approve the minutes of September 27,Final 6 Budget Hearing,2005 passed by a 5-0 vote: 7 8 Commissioner Wiscombe:Yea 9 Commissioner Sherar:Yea 10 Vice Mayor Palmer:Yea 11 Commissioner Birts-Cooper:Yea 12 Mayor Russell:Yea 13 14 2.City Manager's Report: 15 16 a)Letter from Susan Redding 17 18Ms.Davis read a letter from Susan Redding addressed to the 19 Mayor,the Commission,and the City Manager. 20 21 _j^b)Presentation of the classification and pay plan 22 s study by Cody &Associates. 23 24 Nick Pellegrino,Principal Partner with Cody &Associates, 25Inc.,conducted the presentation for the "Classification and Pay 26 Study."At the conclusion ofhis presentation,Mr.Pellegrino 27 responded to questions posed by the Commission for clarification. 28He explained that the main objective of the study isto make sure 29thatthe City is offering wages that would retain its people not 30 just for the present but for the future.He said that he finds 31the salaries to be average and very conservative. 32 33Ms.Davis also pointed outthat also the purpose ofthe 34 study was asthe result ofsome concerns expressed by the 35 Commission and by some residents thatthe employees were being 36 paid too much and thattheir salary ranges were higher than those 37of comparable cities.Therefore,she was requested to conduct 38 this type of study. 39 40 With no more comments orquestions,this presentation 41 concluded. 42 43 b)Notification of Grant Award for Sunday's on Sunset 44 45Ms.Davis said tobe pleased to advise the Commission that 46wehave received agrantintheamountof$3,562forour "Sundays 47 on Sunset"from the Miami-Dade County Department of Cultural 48 Affairs. 49 REGULAR CITY COMMISSION MINUTES -October 18,2005 \ Cody &Associates,Irt£. MANAGEMENT CONSULTANTS 305JackDrive Cocoa Beach,Florida 32931 (321)783-3720;FAX (321)783-4353 ""v $^w.LJ E-mail:CodyAssociates@aol.com Jijju ^ 4/j INVOICE BILL TO::CiTl^of SowTTM Ki4^a*•« i /KTT/v).5^4 ^"m*£*>fc.ii-*;H.k»M^a»*m* Bill Date Consulting Service Description i^Mcf (LLA-SStpiofTco^o +W^PU-O SluQ>u REMIT TO: Amount of Service R(5"oO TOTAL DUE: Mr.N.E.Pellegrino Principal Partner CODY &ASSOCIATES,INC. 305 Jack Drive CocoaBeach,Florida 32931 oiPAnrmm P.0.NUM-3£ roQL'IS:r:ON,\Uw QUA*mft FEB 2?2008 FINANCE DEP7". •^t5 AMOUNT DUE I ^>;$6 0 l^,S"ba RESOLUTION NO.33-05-1201 2 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF SOUTH MIAMI,FLORIDA,AUTHORIZING THE CITY MANAGER TO ENTER INTO A CONTRACT CONSISTENT WITH THE TERMS IN THE ATTACHED PROPOSAL WITH CODY &ASSOCIATES TO PERFORM A COMPARABLE WAGE STUDY FOR AN AMOUNT NOT TO EXCEED $13,500.00 PROVIDING AN EFFECTIVE DATE. WHEREAS,the City Commission previously gave approval for the City Manager to enter into a contract with Colin',Baenziger &Associates for a comparable wage study;and WHEREAS,upon review of the preliminary draft from Colin,Baenziger &Associates it was determined that the'study did not meet the criteria delineated in the Request for Proposal or as outlined in theirproposal;and WHEREAS,due to the failure of Colin,Baenziger &Associates toperform satisfactorily the City administration still'does not have a comprehensive or workable study for use in salary determination issues;and WHEREAS,at the time of the RFP,proposals had been requested and received from the following companies:Cody &Associates,HRMP Management Partners and MGT ofAmerica;and WHEREAS,it was determined that Cody &Associates proffered a proposal to perform the salary survey,which would include all job classifications and which meets the outlined criteria. NOW,THEREFORE BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF SOUTH MIAMI,FLORIDA,THAT: Section 1.The City Manager be,and hereby is,authorized to enter into a contract consistent with the terms in the attached proposal with Cody &Associates to perform a comparable salary survey foran amount notto exceed $13,500,which amount istobepaid from theCity's General Fund Contingency Account,#001-2100-519-9920,with a current balance of $44,735.75. Section 2.This resolution shall take effect immediately upon approval. PASSED AND ADOPTED this /O day of January ,2005. ATTEST: -CITY CLERK READ AND APPROVED AS TO FORM: QfljV ATT6RNEY APPROVED: Commission Vote:4-0 Mayor Mary Scott Russell:yea Vice Mayor Velma Palmer:Yea Commissioner Randy G.Wiscombe:absent Commissioner Marie Birts-Cooper:Yea Commissioner Craig Z.Sherar:Yea FEB 27 '2006 FINANCE DEPT. GM201S02 CITY OF SOUTH MIAMI Account Balance/Description Inquiry 2/23/06 15:55:14 Position to 2006 Type options,press Enter. l=Select 8=*Imaging 9=Graph Opt Account 001-2100- 001-2100- 001-2100- 001-2100 001-2100 001-2100 001-2100 001-2100 001-2100 001-2100 001-2100 Number -519.99-20 -519.99-23 -519.99-24 -519.99-25 -519.99-26 -519.99-27 -519.99-28 -519.99-29 -519.99-30 -519.99-31 -519.99-32 Budget 99,222.00 40,000.00 102,534.00 60,765.00 10,000.00 95,000.00 Starting character(s) Actual 15,265.70 52,278.74 10,000.00 Balance 83,956.30 40,000.00 50,255.26 60,765.00 95,000.00 F3=Exit F7=Account description F17=Subset F18=Top F19=Bottom F21=Totailing F22=Accountbalancereport This is a subsetted list. FEB 27 2006 FINANCE DEPT. >GM201S02 CITY OF SOUTH MIAMI Account Balance/Description Inquiry 15:54:58 Position to 2005 Starting character(s) Type options,press Enter. l=Select 8=Imaging 9=6raph Opt Account 001-2100- 001-2100- 001-2100- 001-2100- 001-2100- 001-2100- 001-2100- 001-2100- 001-2100- 001-2100 001-2100 Number -519.99-20 •519.99-23 -519.99-24 -519.99-25 •519.99-26 -519.99-27 -519.99-28 -519.99-29 -519.99-30 -519.99-31 -519.99-32 Budget 116,203.00 96,777.00 37,000.00 27,500.00 84,000.00 65,000.00 Actual 104,549.18 96,777.00 37,000.00 26,139.37 84,000.00 65,000.00 F3=Exit F7=Account description F17=Subset F18=Top F21=Totailing F22=Account balancereport This is a subsetted list. Balance 11,653.82 1,360.63 F19=Bottom FEB 272006 fINANCEjDEPTj GM200I13 CITY OF SOUTH MIAMI 3/02/06 FiscalYear2006 Accbunt Balance Inquiry 15:41:35 Account number ...:1-2100-519.99-20 Fund :001 GENERAL FUND Department :21 NON-DEPARTMENTAL Division :00 NON-DEPARTMENTAL Activity basic ...:51 GENERAL GOVERNMENT Sub activity ....:9 MOBLEY BUILDING-MAINTENCE Element :99 OTHER USES Object :20 GENERAL CONTINGENCY Original budget :100,000 Revised budget ....:99,222 02/13/2006 Actual expenditures -current .:.00 Actual expenditures -ytd ...:6,837.95 Unposted expenditures :8,602.75 Encumbered amount :.00 Unposted encumbrances :.00 Pre-encumbrance amount :.00 Total expenditures &encumbrances:15,440.70 15.6% Unencumbered balance :83,781.30 84.4 F5=Encumbrances F7=Project data F8=Misc inquiry F9=Misc update F10=Detail trans Fll=Acct activity list F12=Cancel F24=More keys (jLls GM200I13 Fiscal Year 2006 Account number Fund Department .. Division ... Activity basic Sub activity . Element ... Object .... Original budget CITY OF SOUTH MIAMI Account Balance Inquiry 1-2100-519.99-50 001 GENERAL FUND 21 NON-DE PARTMENTAL 00 NON-DE PARTMENTAL 51 GENERAL GOVERNMENT 9 MOBLEY BUILDING-MAINTENCE 99 OTHER USES 50 RESERVE FOR ENCUMBRANCES :4,500 3/02/06 15:41:48 Actual expenditures -current Actual expenditures -ytd Unposted expenditures .. Encumbered amount .... Unposted encumbrances .. Pre-encumbrance amount .. Total expenditures &encumbrances Unencumbered balance F5=Encumbrances F7=Project data F10=Detail trans Fll=Acct activity list .00 .00 .00 .00 .00 .00 .00 0.0% 4,500.00 100.0 F8=Misc inquiry F9=Misc update F12=Cancel F24=More keys CITY OF SOUTH MIAMI OFFICE OF THE CITY MANAGER INTER-OFFICE MEMORANDUM South Miami 2001 To:HonorableMayor,Vice Mayor andCity Commission Date:March 10,2005 From:Maria V.Davis City Manager .~*Subject:Agenda Item #_ L-O Commission Meeting Re:ComparativeSalary Survey 6 Request A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF SOUTH MIAMI,FLORIDA,AUTHORIZINGTHE CITY MANAGER TO ENTER INTO A CONTRACT CONSISTENT WITH THE TERMS IN THE ATTACHED PROPOSAL WITH CODY &ASSOCIATES TO PERFORM A COMPARABLE WAGE STUDY FOR AN AMOUNT NOT TO EXCEED $13,500.00 PROVIDING AN EFFECTIVE DATE. Background and Analysis Several months ago,theCity Commission gave approval for the City Manager to enter into a contract with Colin,Baenziger &Associates for a comparable wage study.Upon review of the preliminary draft from Colin,Baenziger &Associates it was determined that the study did not meet our expectations or address the items that we had agreed upon.For this reason,we are requesting approval to select another company to perform the study.Proposals were requested and received fromthe following companies: Cody &Associates HRMP Management Partners MGT of America Upon review of all the proposals,it was determined that Cody &Associates should be selected to perform thisstudy.Thiswouldbe for an amount notto exceed $13,500,tobe paid from theCity's General Fund Contingency Account,#001 -2100-519-9920,withacurrent balance of $44,735.75 RECOMMENDATON We recommend approval. -... Cody &Associates,Inc. MANAGEMENT CONSULTANTS 305 Jack Drive,Cocoa Beach,Florida 32931 (321)783-3720;FAX (321)783-4353 E-mail:CodyAssociates@aol.com January 24,2005 Ms.Maria V.Davis City of South Miami City Manager City ofSouthMiami Dear Ms.Davis: Cody &Associates,Inc.is pleased to submit this Proposal to conduct an Pay and Classification Plan Study. The approach to the project and detailed work plan is included in this proposal.We understand andg£gS the BJgtfi Sf SSBJCSS remiested and the assistance yon require in the.Pay and Classification Plan Study. Codu &Associates,Inc.is well qualified to perform this project because of our expenence inScfinTsS^tudies for many other cities and governmental clients mthe State.WeunderstendZrSXgionallabormarketaswellasstatewidetrendsincompensationandjobanalysis systems having recently completed studies for various cities mall regions mthe State. Thank you for the opportunity to assist you in this study.We look forward to discussing our proposal withyouingreaterdetail. The person who is authorized to make representations for Cody &Associates,Inc.is N.E.Pellegrino, Principal Partner;Address:305 Jack Drive,Cocoa Beach,FL 32931;(321)783-3720. This proposal will be valid for a period of ninety (90)days. Respectfully Submitted, N.E.Pellegrino (^_j Principal Partner VIII FEESCHEDULE The tota.cost torthe Pay and Cassation P.an Study wi„beThideen Thousand Five Hundred Dollars ($13,500.00). This includes all fees and expenses for the Study. 28 Cody&Associates,Inc. CITY OF SOUTH MIAMI OFFICE OF THE CITY MANAGER INTER-OFFICE MEMORANDUM South Miami AU-AmerteaCfty WWW 2001 To:Honorable Mayor,ViceMayor andCity Commission Date:March 10,2005 From:Maria V.Davis City Manager Subject:AgendaItem #6 Commission Meeting Re:Comparative Salary Survey Request A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF SOUTH MIAMI,FLORIDA,AUTHORIZING THE CITY MANAGER TO ENTER INTO A CONTRACT CONSISTENT WITH THE TERMS IN THE ATTACHED PROPOSAL WITH CODY &ASSOCIATES TO PERFORM A COMPARABLE WAGE STUDY FOR AN AMOUNT NOT TO EXCEED $13,500.00 PROVIDING AN EFFECTIVE DATE. Background and Analysis Several months ago,the City Commission gave approval forthe City Manager toenterintoa contract with Colin,Baenziger &Associates for a comparable wage study.Upon review ofthe preliminary draft from Colin,Baenziger &Associates it was determined that the study did not meet our expectations or address the items thatwehad agreed upon.Forthis reason,weare requesting approval to select another company to perform the study.Proposals were requested and received fromthe following companies: Cody &Associates HRMP Management Partners MGT of America Upon review ofallthe proposals,it was determined that Cody &Associates should be selected to perform this study.Thiswouldbe for an amount not to exceed $13,500,tobe paid from theCity's General Fund Contingency Account,#001-2100-519-9920,withacurrentbalanceof $44,735.75 RECOMMENDATON We recommend approval. Cody &Associates,Inc MANAGEMENT CONSULTANTS 305Jack Drive,Cocoa Beach,Florida 32931 (321)783-3720;FAX (321)783-4353 E-mail:CodyAssociates@aol.com January 24,2005 Ms.Maria V.Davis City ofSouth Miami City Manager City ofSouthMiami Dear Ms.Davis: Cody &Associates,Inc is pleased to submit this Proposal to conduct an Pay and aassification Plan Study. The approach to tbe projert and detaued work pta ^ran perform th»^of servi"*remiested »nfl Hip,assistance vou require in the Pay and Classification Plan Study. Cody &Associates,Inc.is well qualified to perform this project because of our experience in conducting similar studies for many other cities and governmental clients mthe State.We understand your local and regional labor market as well as statewide trends in compensation and job analysis systems having recently completed studies for various cities in all regions in the State. Thank you forthe opportunity to assist you in this study.We look forward to discussing ourproposal withyouingreaterdetail. The person who is authorized to make representations for Cody &Associates,Inc is N.E.Pellegrino, Principal Partner,Address:305 Jack Drive,Cocoa Beach,FL 32931;(321)783-3720. This proposal will bevalid for a period ofninety (90)days. Respectfully Submitted, N.fe.Pellegrino [^J Principal Partner PAY AND CLASSIFICATION PLAN STUDY Cityof South Miami Cody &Associates,Inc. MANAGEMENT CONSULTANTS 305Jack Drive;CocoaBeach,Florida32931 (321)783-3720;FAX (321)783-4353 E-mail:CodyAssociates@aol.com N.E.Pellegrino,Principal Partner PROPOSAL FOR A PAYANDCLASSIFICATIONPLAN STUDY City of South Miami Table of Contents Page Section LETTER OF TRANSMITTAL I COMPANY QUALIFICATIONS 1 II REFERENCES 2 III PROJECT TEAM CREDENTIALS 8 IV SUPPORT REQUIRED 10 V GOALS AND OBJECTIVES 11 A EVALUATION AND ANALYSIS OF JOBS 11 B.JOB SPECIFICATIONS 11 C.SALARY POLICY 12 D.COMPENSATION PLAN STRUCTURE 12 E.METHOD OF IMPLEMENTING COMPENSATION RECOMMENDATIONS .13 F.ATTAINMENT OF GOALS 13 Page Section VI CONSULTANTS APPROACH TO THE PROJECT 14 VII A.INTRODUCTION AND PROJECT ORIENTATION I5 B.COORDINATION WITH THE STAFF 15 C.POINT FACTOR JOB EVALUATION SYSTEM 16 D.POSITION DESCRIPTION QUESTIONNAIRES 18 E.EMPLOYEE INTERVIEWS/POSITION EVALUATIONS 19 F.PREPARATION OF JOB DESCRIPTIONS 21 G.SALARY SURVEY/MARKET PRICING 21 H.FAIR LABOR STANDARDS ACT REVIEW 22 I.FRINGE BENEFIT ANALYSIS 22 J INTERPRETATION OF SALARY DATA 23 K.DEVELOPMENT OF PAY GRADES AND SALARY STRUCTURE 23 L ANALYSIS OF POST MAXIMUM RECOMMENDATIONS &PROGRAMS....23 M.COMPENSATION METHODOLOGY 23 N.PREPARATION OF REPORT 24 O.STAFF AND EMPLOYEE ORIENTATION AND TRAINING 24 P.EMPLOYEE COMMUNICATION SUMMARY 24 Q.INTERNAL REVIEW AND RESPONSE 25 R.IMPLEMENTATION AND FOLLOW-UP ASSISTANCE 26 TENTATIVE TIME SCHEDULE 27 VIII FEE SCHEDULE 28 APPENDIX A POSITION DESCRIPTION QUESTIONNAIRES (PDQ) APPENDIXBCLIENTLIST I • COMPANY QUALIFICATIONS Cody &Associates,Inc.is a Florida based and incorporated management consulting company established in 1969.Our offices are located in Cocoa Beach and Lakeland,Florida.We also have offices in Georgia,and Washington,D.C.area.The Cocoa Beach location will be the primary office for this project. Cody &Associates,Inc.has provided Wage,Salary and Classification services to over 750 clients including industry and businesses;municipal,county,and state government agencies;public school systems;colleges and universities;trade associations;treatment centers;housing authorities;and, utility authorities intheStateof Florida. Our company is known for its outstanding work product and works very closely with our clients to resolve their problems and fulfill their needs.Cody &Associates,Inc.communicates with our clients to render a personalized management consulting service.Each consulting project is under the directionofa Principal Partnerofthe firm. Cody &Associates,Inc.-1- II REFERENCES Over the past twenty-nine (29)years Cody &Associates,Inc.has conducted approximately 750 similar studies for the public sector employees.All projects were successfully completed on schedule and within budget. The following reference list is submitted by Cody &Associates,Inc.to represent clients where similar studies (classification/compensation)have been performed within the past two years.The Consultant invites you to contact any of the following clients to verify our experience and quality of our work product. CITY OF BUSHNELL Mr.Vincente R.Ruano,City Manager 219NorthMarket Street;Bushnell,Florida33513 CITY OF NEW PORT RICHEY Jeff Sutton,Directorof Personnel 5919 Main St.;NewPort Richey,Florida 34652 CITY OF PALMETTO Ms.Sharon Jones,H.R.Director P.O.Box419;Palmetto,Florida 34220 CITY OF PALM COAST Ms.Oel Wmgo,Assistant City Manager P.O.Box354610;Palm Coast,Florida 32135-4610 CITY OF ROCKLEDGE James P.McKnight,City Manager 1600 Huntington Lane;Rockledge,Florida 32956 2 Cody&Associates,Inc. (352)793-2591 (727)841-4500 (941)723-4570 (386)446-7610 (321)690-3978 CITY OF DADE CITY LauraBeagles,Assistant City Manager P.O.Box 1355;Dade City,FL33526 CITYOF WEST MELBOURNE Steve Ziarno,H.R.Director 2285 Minton Rd.;West Melbourne,FL 32904 CITY OF SATELUTE BEACH MikeCrotty,City Manager 564Cassia Boulevard;Satellite Beach,Florida 32937 CITY OF HOLMES BEACH Richard Ashley,Treasurer 5801 Marine Dr.;Holmes Beach,Florida 34217 CITY OF WINTER HAVEN Mischell Strayer,Director of Administration P.O.Box2277;WinterHaven,Florida 33883 CITY OF LYNN HAVEN John Lynch,City Manager 825Ohio Ave.;Lynn Haven,Florida 32444 CITY OF CHIEFLAND Mr.Ed Smith,City Manager 214 East PariAve;Chiefland,Florida 32624 CITY OF WINTER SPRINGS Ron McLemore,City Manager 1126 EastStateRoad434;Winter Springs,Florida 32708 CITYOFZEPHYRHILLS Steve Spina,City Manager 5335 Eighth Street;Zephyrhills,Florida 33540 Cody&Associates,Inc. (352)523-5050 (321)727-7700 (321)773-4407 (941)708-5800 (863)291-5613 (850)265-2121 (352)493-6711 (407)327-1800 (813)788-2313 SMALL COUNTIES TECHNICAL ASSISTANCE SERVICES Mr.James Parrish,Project Manager 100 South Monroe Street;Tallahassee,Florida 32301 BAY COUNTY Joy Bates,Assistant County Manager P.O.Box 1818;Panama City,Florida 32402 INDIAN RIVER COUNTY Mr.James E.Chandler,County Administrator 1840 25th Street;Vero Beach,Florida 32960 JEFFERSON COUNTY Mr.Carl D.Boatwright,Clerk ofthe Circuit Court P.O.Box 1069;Monticello,Florida 32344 PASCO COUNTY Barbara DeSimone,H.R.Director 7530 Little Road;New Port Richey,Florida 34654 PUTNAM COUNTY L.Wayne McClain,Personnel &General Services Director P.O.Box758;Palatka,Florida32178-0758 SUMTER COUNTY Bernard Dew,County Administrator 209 North Florida Street;Bushnell,Florida 33513 VOLUSIA COUNTY (Includes all Constitutional Offices) Mike Lary,HumanResources Director 123 West IndianaAvenue;Deland,Florida32720 BAY COUNTY CLERK OF COURTS Ronnie Wheathersbee,DeputyClerk P.O.Box2269;Panama City,Florida32401 4 Cody&Associates,Inc. (850)922-4300 (850)784-4015 (561)567-8000 (850)342-0218 (727)847-8115 (904)329-0218 (352)793-0200 (386)736-5951 (850)763-9061 PUTNAMCOUNTYCLERKOF COURTS Edward Brooks,Clerk of Courts P.O.Box758;Palatka,Florida 32178 BREVARD COUNTY PROPERTY APPRAISER JimFord,Property Appraiser 400SouthStreet;Titusville,Florida32780 MONROE COUNTY PROPERTYAPPRAISER Ervin Higgs,PropertyAppraiser 500WhiteheadStreet;Key West,Florida 33040 OSCEOLACOUNTYPROPERTYAPPRAISER Bob Day,PropertyAppraiser P.O.Box 422366;Kissimmee,Florida 32742-2366 CHARLOTTE COUNTY TAX COLLECTOR VickieL.Potts,Tax Collector 18500 Murdock Circle;PortCharlotte,Florida 33948 PASCO COUNTY TAX COLLECTOR Mike Olson,Tax Collector P.O.Box 1145;NewPort Richey,Florida 34291-1145 INDIAN RIVER COUNTY SHERIFF Mr.RoyRaymond,Sheriff 405541st Avenue;Vero Beach,Florida 32960-1808 MANATEE COUNTY SHERIFF RayThompson,ChiefBudget Officer 515 11th Street West;Bradenton,Florida 34205-7727 ORANGE COUNTY SHERIFF Mary Gouvellis,SheriffDepartment 2450 West 33rd Street;Orlando,Florida 32829 5 Cody&Associates,Inc. (904)329-0361 (321)264-6700 (305)292-3420 (407)847-1350 (941)743-1345 (352)847-8165 (561)569-6700 (941)747-3011 (407)836-3700 PASCO COUNTY SHERIFF Personnel Director 8700 Citizen Drive;New Port Richey,Florida 34654 WALTON COUNTY SHERIFF Ralph Johnson,Sheriff 117 Montgomery Circle;DeFuniak Springs,Florida 32435 CITYOF GAINESVILLE HOUSING AUTHORITY JohnE.Cherry,ExecutiveDirector P.O.Box 1468;Gainesville,Florida32602 LAKE WORTH DRAINAGE DISTRICT Carol W.Connolly,Treasurer 1301 Military Trail;Delray Beach,FL 33484 CITYOFFORTPIERCE UTILITIES AUTHORITY Douglas Giel,Human Resources Director P.O.Box 3191;Ft.Pierce,Florida 33450 KEYS ENERGY SERVICES/UTILITY BOARD SuzanneGreiger,HumanResources Director 10001 James Street;KeyWest,Florida33040 EMERGENCY MEDICALFOUNDATION,INC.. Ms.Mary Jane Maira,Human Resources Manager 112CarswellAvenue;Holly Hill,Florida 32117 MONROEMOSQUITO CONTROL DISTRICT Mr.Edsel M.Fussell,Director 5224CollegeRoad;Key West,Florida 33040 CENTRAL FLORIDA COMMUNITY COLLEGE Charles R.Dassance,President P.O.Box 1388;Ocala,Florida 32678-1388 6 Cody&Associates,Inc. (727)847-5878 (850)892-8186 (352)378-6433 (561)498-5363 (772)466-1600 (305)295-1001 (386)252-4900 (305)292-7190 (352)237-2111 LAKECITY COMMUNITY COLLEGE Gary Boettcher,Human Resources Director P.O.Box 1030;Lake City,Florida 32025 OKALOOSA-WALTON COMMUNITY COLLEGE Nancy Murphy,Human Resources Director 100 College Boulevard;Niceville,Florida 32578 ST.PETERSBURG JUNIOR COLLEGE Dr.CarlM.Kuttler,Jr.,President P.O.Box 13489;St.Petersburg,Florida 33733 SEMINOLE COMMUNITY COLLEGE Claudia Salvano,Personnel Director 100 Weldon Boulevard;Sanford,Florida 32773-6199 JACKSONVILLEAIRPORTAUTHORITY Rosa Beckett,Director of Administrative Services 14201 Pecan Park Road East,Jacksonville,Florida 32218 Cody&Associates,Inc. (904)752-1822 (850)729-5365 (813)341-3204 (407)323-1450 (904)741-2346 Ill PROJECT TFAM CREDENTIALS It is important that you know the specific consultants to be assigned to the day-to-day conduct of the study.Rgnardless of the «™«f the oroani^tinn selected,the consultants on the job will set the thPme for the final product.Our resources will be organized in the following manner for this assignment: NICHOLAS E.pfi IFGRINO.Principal Partner,has a B.S.from Florida Southern College and a Master's Degree in Administration from the University of Miami.Nick will function as the Project Team Manager. Mr.Pellegrino has been a Partner since 1970 and specializes in the areas of personnel administration,organization and management studies,performance evaluation programs, supervisory training,management development and productivity studies.Nick works out of our Cocoa Beach Office,which will be the primary work site for the study. He has worked with over 750 local clients in Florida as our Project Manager and has installed over 700 studies and projects. Nick's background includes over 35 years experience in human resource management positions with industry and government.He has served as an Employee Relations Manager for a large international airline,a major electronics industry,various government agencies,and a large public hospital. Mr.Pellegrino's specific responsibilities on this project: -DirecttheProjectManagementPlan -Work directly with the Client's staff ona day-to-day basis. -Authority tospeak for the Consultant in all study areas. -Conduct the on-site analysis and develop recommendations. -Direct the data collection. 8 Cody&Associates,Inc. GEORGE F.CODY,Senior Partner,has a B.S.in Business Administration from Syracuse University. Mr.Cody has been a Senior Partner of Cody &Associates,Inc.since 1969.He has participated in over 450 projects with governments,the private sector,school districts and colleges either serving as Project Manager or having been involved in the final product. His experience includes serving as afull-time management consultant for over40years,specializing in human resources management,operational analysis,performance evaluation analysis, organizational and special management studies. Mr.Cody's specific responsibilities on this project: -Assist in the overall direction ofthe Project Management Plan. -Work directly with the Client's staff on a day-to-day basis. -Authority to speak for the Consultant in all study areas. -Conduct on-site data collection and develop recommendations. Wayne Guthrie Senior Consultant,has a Bachelors in Business Administration from Lander University, Greenwood,South Carolina.Wayne works out of our Cocoa Beach Office. Wayne has fifteen (15)years of professional experience in Human Resources management, compensation,job analysis,employee relations,performance evaluation and organizational analysis Over the years,Wayne has worked on many studies for Cody &Associates,Inc.Wayne has been a managing partner in our Washington,D.C.office for six years and has recently relocated to Florida. Mr.Guthrie's specific responsibilities onthis project: -Assist in the overall direction oftheProject Plan. -Work directly with the client's staff. -Conduct data collection. -Authority to speak for the Consultant in all study areas. Mr.Guthrie will devote95%ofhistimetothis project IV Cody&Associates,Inc. SUPPORT REQUIRED The Consultant will only need informational assistance noted below. 1.DATAAND INFORMATION It is requested that the agency furnish the following information to the Consultant,(if available): a.Current organizational and staffing charts of each department. b.Current classification plan andbenefit plan. c.Personnel policies,rules,regulations,and budgets impacting the Study. d.Lists of all personnel,their classifications,and time in grade. e.Current Job Descriptions. Nootherdirectsupportis required. 10 Cody &Associates,Inc. ftOALS AND OBJECTIVES The following is a summary of the goals and objectives involved in conducting the proposed position classification and compensation study for your employees: EVALUATION AND ANALYSIS OFJOBS 1.Athorough review of all positions to insure they are properly classified,titled and combined into the compensation plan. 2.If appropriate,through consolidation,merger,elimination and/or other accepted means,reducethenumberofclassifications. 3.Establish careerpaths for various classification groupings. 4.Develop criteria and procedures for the incorporation of new positions and maintenance of the classification plan. S.JOB SPECIFICATIONS All job specifications will be reviewed,rewritten and/or updated.Special attention will be given to ensure that the specifications are in compliance with the Americans With Disabilities Act,EEO,comparable worth issues,Equal Pay Act,Police Certification requirements andother pertinent laws. C.SALARY POUCY 11 Cody&Associates,Inc. Recommend a program for consideration and adoption by the City setting forth: 1.The level at which the competitive position shouldbe maintained in relation tothose employers in the competing labor markets in order to attract qualified personnel. 2.The level at which the competitive position shouldbe maintained in orderto retain competent employees. 3.The appropriate internal wage/fringe benefit mix. D.COMPENSATIONPLAN STRUCTURE Review andmake recommendations onthe following aspects ofthe Compensation Plan structure: EXISTING SALARY SCHEDULES 1.Review current composition and rationale ofthe existing salary schedule andmakerecommendationsregardingany changes (consolidations, eliminations,etc.)that may bedeemedappropriateand/ornecessary. 2.Modify theexistingpaygradeschedule. 3.Review the pay compression problems and/or concerns (where appropriate). 4.Recommend various increases to employees based onjob performance and/or acquisition of additional skills,training or certifications. 12 Cody&Associates,Inc. 5.Recommend feasibility ofother compensation benefits and/or program such as bonuses,longevity,etc.for employees who have reached the maximum oftheir range and are still productive. E.METHOD OF IMPLEMENTING COMPENSATION RECOMMENDATIONS An implementation plan will be developed.The Consultant's recommendations will provide for alternative/multi-year methods or techniques of implementation. F.ATTAINMENTOF GOALS The attainment ofthe above goals and objectives will improve effective management,planning,productivity and achievement by: 1.Reducingturnoverandrelatedcosts. 2.Improving employee morale due to an up-to-date compensation system. 3.Increasing service levels by recognizing and rewarding performance. 4.Relating pay levels tothe appropriate labor market. 5.Eliminating inequitiesinthepaysystem. 6.Provide an inventory and descriptions of City jobs with updated class specifications. 7.Develop an equitable and competitive benefits package and internal mix. 13 Cody &Associates,Inc. VI CONSULTANT'S APPROACH TO THE PROJECT This section describes the work plan that Cody &Associates,Inc.will utilize for the project and includes specific tasks or steps.Our consultants will work closely with your staff to ensure that they have complete understanding ofthe study. In the proposed work plan the following tasks will be included: A.Introduction andProjectOrientation B.Coordinationwith the Staff C.PointFactorJobEvaluation System D.Position Description Questionnaires E.Employee Interviews/Position Evaluations F.Preparation ofJob Descriptions G.Salary Survey/Market Pricing H.Fair Labor Standards Act Review I.Fringe BenefitAnalysis J.Interpretation ofSalaryData K.Development of Pay Grades and Salary Structure L.Analysis of Post Maximum Recommendations and Programs M.CompensationMethodology N.PreparationofReport O.Employee Communication Summary P.Internal Review and Response Q.Implementation and Follow-up Assistance 14 Cody&Associates,Inc. A.INTRODUCTION AND PROJECT ORIENTATION 1.The Consultant will conduct initial meetings with the management staff.Cody & Associates,Inc.will discuss the current classification and pay plan,philosophy of compensation and pay administration and other specific areas of the project. 2.Our staff will conduct group meetings with supervisors and key employees to explain the objectives and approach tothe study. 3.All employees should be notified of the study by a letter from the City requesting cooperation and explaining the scope of the project.The consultant can hold group meetings with all employees to explain the objectives and approach to the study and answer employee concerns,if desired,by the City. B.COORDINATION WITH THE STAFF 1.Cody &Associates,Inc.will meet with City staff assigned to this project to clarity and finalize the scope ofworkandtimetable. 2.The Consultant will meet with City staff to discuss the job analysis system tobe employed,andotherprojectelements. 3.The City staff and the Consultant will discuss the benchmark positions and appropriate labor market to be surveyed during the study. 4.The present salary administration program will be reviewed during these meetings. 15 Cody&Associates,Inc. POINT FACTOR JOB EVALUATION SYSTEM 1.BASIC CONCEPTS a.The Cody &Associates,Inc.Point Factor Job Evaluation System is a logical, systematic and orderly method of gathering facts about jobs.It requires the application of value judgments in a standardized and understandable way. The objective is to insure consistency and equity of results in evaluating jobs. b.One purpose of this quantitative job evaluation system is to set the value of a position by determining a numerical score for each job based on job-related tasks,dutiesand conditions of work performed. c.Positions are evaluated by a trained technician based on the content ofthe work performed without regard to the sexor race of the worker.The system concentrates onthe content of work ratherthan characteristics ofthe incumbent such as education or personal qualifications. d.Positions which require approximately equal levels of skills,efforts, responsibilities and working conditions are placed into the same level for job difficulty comparisons.The comparable difficulty ofa position is therefore measured withina organization unitor agency. e.The point factor comparison cross compares jobs against all other positions intheorganizationusingalljobfactors. ADVANTAGES OF OUR SYSTEM a.Our system assures the objectivity ofthe approach,because all positions are compared against the same factors. b.The system eliminates sexual and cultural bias and addresses issues of comparable worth. 16 Cody&Associates,Inc. e. The point factor system is less subject to manipulation from within the organization and it is designed to be free of bias. Our Point Factor Job Evaluation System includes the ability to relate compensation directly to the labor market by comparing positions of approximately equal point values. The System assures that all major job-related factors contributing to job value are considered inthe relative grading of positions. This Point Factor System makes it much easier to compare dissimilar types of positions because each is broken down into elements or factors that are common toall positions. A conversion to dollars can be directly made on the basis of any wage or salary system determined to be appropriate for the organization. This Point Factor Job Evaluation System facilitates effective personnel administration in that it requires job related facts and proof of required job responsibilities and characteristics before a change in the classification and/orthegradecanbemade. This Point Factor System is used to evaluate individual positions when there are questions as to whether the position belongs in one class or another. The position evaluation can then be studied to determine the class in which the position belongs or whether a new class is required. The System can be used for validating requests for changes in relative grading of classes or for creation of new or revised classes. 17 Cody&Associates,Inc. 3.nFftCRIPTION OF THE JOB FVA1 NATION SYSTEM a.All jobs are evaluated by a trained technician by assigning points to each factor using asetofjob related factors. b.These factors are recognized criteria used to measure knowledge and skill requirements,supervision,responsibility for policy and methods,effect of actions,personal contacts on the job,responsibility for records and reports, and mental,physical and environmental demands. c.Arange of degree levels is possible within each factor.The higher points correspond with higher degrees of difficulty and responsibility. d.The job related factors represent what is professionally considered to be "of value"in determining jobworth. e.This Point Factor Job Evaluation System is similar to job evaluation systems used for many years in both the private and public sectors.The system used by Cody &Associates,Inc.has been updated to include state-of-the-art technology and trends in comparable worth determination. f.The major function of the Point Factor Job Evaluation System is to make explicit which components of work are valued by the employer and to allow forthe quantitative measurement of these components.It assists in justifying the policy of the employer with regard to pay and job value in an orderly system. D.POSITION DESCRIPTION QUESTIONNAIRES 1.Cody &Associates,Inc.will provide a Position Description Questionnaire (PDQ)to be used in the job analysis and evaluation of positions (Appendix A). 2.The Position Description Questionnaire will be submitted to and completed by all of the employees included in the study. 18 Cody&Associates,Inc. 3.The PDQ will request employees to explain their position,duties,responsibilities and related job data. 4.Questionnaires will also be completed for all proposed and/or vacant positions. 5.The employee-originated Position Description Questionnaires will be routed to the supervisor of the employee for comments relating to the assigned job content of the position. 6.Management and supervisory staff will be asked to make comments concerning the duties of the position without discussing the abilities of the incumbent. EMPLOYEE INTERVIEWS/POSITION EVALUATIONS 1.The objectives of the employee interviews will be to evaluate position duties, responsibilities and functions.Job audits will be made to: a.Determine the relationship and comparable worth ofeach position to others inthe City's organizationalstructure. b.Analyze the features of each position which distinguishes the levels of difficulty and responsibility between it and other positions in the Study. c.Supplement job information not clear in the Position Description Questionnaire. d.Gain a more detailed understanding ofthe levels of responsibility in each unit. e.Receive input from incumbents regarding the type of work and scope of duties assigned. f.Receive information from the managers and supervisors about the relative levelsof difficulty ofjobsundertheir supervision. 19 Cody&Associates,Inc. 2.Cody &Associates,Inc.will meet with diriment directors division heads and management personnel in a group to clarify questions relating to the study. 3.Employee interviews will then be conducted by our staff.The Consultant will intervieweachdepartmenthead. 4.Each position will be evaluated either through a job audit,observation of work, analysis of the PDQ,discussion with the supervisor,or a combination of these job analysis methods. 5.Positions will be analyzed utilizing the Point Factor Job Evaluation System.Cody & Associates,Inc.will evaluate each position based only on the job-related factors required to perform the duties of the position. 6.The Consultant will develop the structure for the Classification Plan based on results ofthe job analysis and evaluation. 7.The Consultant will identify and re-label mislabeled positions. 8.Out of place or mis-classified positions will be identified and relocated. 9.Each position will be given a quantitative rating based upon our Point Factor Job Evaluation System. 10.All positions will be tentatively allocated (assigned)by our staff to specific classes based on the job analysis phase.The tentative allocation lists and job rankings will then be reviewed with the City's management staff.If further study of certain jobs or survey data is requested by the City at this time,the Consultant will accomplish this task withinthe scope ofthestudy. 11.All changes in classifications and pay grades will also include proposed conversion methods for adopting the changes into the proposed system. 12.Conversion methods will include the financial costs to the City of the various placements and possible other problems associated with placements. 20 Cody&Associates,Inc. 13.Recommendations will be developed regarding employees who are topped out in theirpresent classification. F.PREPARATION OF JOB DESCRIPTIONS 1 The Study will insure that job descriptions match actual duties performed on the job. The Consultant will insure that the minimum qualifications are job related, nondiscriminatory and that the same standards of classifications are used across the various City departments. 2.All job descriptions affected by the classification review will be updated.The format will be designed with City staff during the study. 3 The job descriptions will comply with all State and Federal guidelines,including the Standards for a Merit System of Personnel Administration (Office of Personnel Management),the Department of Labor,Health and Human Services,the Equal Opportunity Commission Guidelines,the Americans With Disabilities Act,and Police Certification requirements.The descriptions will be job related,without false barriers for employment or promotion,and pertain specifically to the tasks of the job.The minimum qualifications will be realistic and defensible. 4.Drafts of the position descriptions will be submitted to the City for review prior to finalization.The Consultant will also provide completed descriptions on acompatible computerdiskette. G.SALARY SURVEY/MARKET PRICING The objective of this survey will be to determine what must be provided in terms of salaries in order to be competitive with other employers recruiting in your labor market. 1 The Consultant will select "benchmark"classes from the classification plan to utilize in the salary survey.These jobs will represent a cross-section of occupations and pay levels within the pay system.The benchmarks will include those occupations which can be accurately compared with other employers included in the survey. 21 Cody&Associates,Inc. In cooperation with the appropriate staff,the relevant labor market to be surveyed will be identified.Some positions may be recruited in the local operating area and will be surveyed in the region.Jobs,which are recruited on a statewide or regional basis, will be identified and data collected from the appropriate employers. Cody &Associates,Inc.will compile a list of salary survey participants.The Consultant will organize any required mailing to statewide or regional employers, including the initial contact with participants and mailing of any survey instrument utilized. H.FAIR LABOR STANDARDS ACT REVIEW The consultants will analyze each job using the short and long test in the Fair Labor Standards Act to determine which jobs are exempt or non-exempt from overt«me compensation.The results will be included in the overall recommended pay plan. /.FRINGE BENEFIT ANALYSIS 1.OBJECTIVE Cody &Associates,Inc.conduct afringe benefit survey to compare benefits provided by the City to its employees with those provided by other comparable public and private agencies. 2.APPROACH a. The consultant will survey employee fringe benefits in the same labor market as utilizedfor the wage and salary survey. Based on the survey data,Cody &Associates,Inc.will develop employee benefit comparisons and proposals for consideration. Innovative benefit plans will be discussed where programs are found to be feasible and program costsare reasonable. 22 Cody&Associates,Inc. J.INTERPRETATION OF SALARY DATA This is the most important step in the salary schedule design.Since the Consultant works with employers in.all regions of the State and has conducted several similar stud,es for many Florida governmental agencies,Cody &Associates,Inc.understands what jobs are comparable,regardless of titles assigned. The Consultant will provide areport showing results of the salary data and various statistical analysis of the information compiled.After analysis and interpretation of the salary survey, results will be reviewed with the staff. K. £_ DEVELOPMENT OF PAY GRADES AND SALARY STRUCTURE 1. 4. Based on the job evaluation and analysis of the salary survey data,Cody & Associates,Inc.will design asalary structure for all jobs.This step will transform the data from the salary survey into specific salary ranges that progress in a regular manner across all levels. Salary compression and other pay related problems will be addressed during this step.Recommendations will be developed to alleviate these conditions. If requested,the Consultant will develop aseparate salary/compensation plan forthe senior management group and bargaining unit employees. The Consultant will review the tentative salary ranges and pay grade assignments with the staff. ANALYSIS OF POST MAXIMUM RECOMMENDATIONS AND PROGRAMS The consultant will recommend alternative methods/programs to deal with employees who have reached the maximum of their pay range.This will aide the agency in the retention of long term employees who are still productive and valuable to the organization. M.COMPENSATION METHODOLOGY 23 Cody&Associates,Inc. The consultant will review the methodology for calculating compensation including regular, incentives,holiday,call-back,overtime pay,etc. N.PREPARATION OF REPORT Cody &Associates,Inc.will prepare and present areport which will include all the details of the project.The final products will include: Detailed discussion of the methodology used in the study and the ultimate findings. Recommendations including the Classification Plan and Salary Schedule. 3.Recommended SalaryPlan. 4.Job Description Manual (under separate cover). 5.Implementation methods and timetable. O.STAFF AND EMPLOYEE ORIENTATION AND TRAINING The staff of the Personnel Department will receive orientation and training by Cody & Associates,Inc.inthe following areas: 1 Methodology used in developing the classification system; 2.Job analysis techniques utilizing the Point Factor Job Evaluation System; 3.Principles of the proposed Compensation Plan and how to maintain it;and, 4.Cody &Associates,Inc.will also be on call during the year to assist further in this process. P.EMPLOYEE COMMUNICATION SUMMARY 1.Cody &Associates,Inc.will conduct a meeting of aH management and key employees to explain the objectives and approach to the study. 24 Cody &Associates,Inc.