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Me!,opo!;!," T..",po,!."O" Au!hori" Metro One Gateway Plaza Los Angeles , CA 90012-2952 213. 922. 2000 Tel metro. net BOARD MEETING DECEMBER 13 2004 SUBJECT: RECONCILIATION AND RATIFICATION OF ACTUAL SALARIES WITH FYOS ESTIMATED AVERAGE SALARIES ACTION: APPROVE RECONCILIATION OF ACTUAL SALARIES WITH ESTIMATED AVERAGE SALARIES AND RATIFY ACTUAL SALARIES THAT EXCEEDED ESTIMATED AVERAGE SALARIES RECOMMENDATION A. Approve reconciliation of actual salaries , effective March 1 , 2004 through July 2 , 2004 of twenty- three (23) non-contract positions that exceed the estimated average salaries attached to the FYOS Budget Board Report; and B. Ratify salaries of twelve (12) non-contract positions (Attachment 1), effective July 2 2004 through November 30 , 2004 , that exceed the FYOS estimated average salaries. ISSUE At its February 26 , 2004 meeting, the Board adopted the Position Authorization and Compensation Policy (Policy). The Policy requires that a list of estimated average salaries for every classification be provided to the Board when it adopts the annual budget. The salaries used for the report for the PYOS Budget were calculated based on salaries as of February 2004 and not as of July 1, 2004. As a result , the salaries of some non-contract positions exceed the estimated average salaries provided to the Board at the time of Budget adoption. Staff is asking the Board to approve a reconciliation of the salaries that exceed the estimated average salaries as of July 1 , 2004 , and to ratify the salaries of non-contract personnel transactions that exceeded the FYOS estimated average salaries after July 1 , 2004. FINANCIAL IMPACT There will be no impact to the FYOS Budget for the total annual cost of $57, 584 of the twelve (12) salaries that exceed the FYOS estimated average salaries because other personnel transactions resulted in offsetting salary savings. BACKGROUND Under the Policy, the budgeted number of positions and estimated salary and benefits costs for each classification , listed by department , is included when the annual budget is presented to the Board. The estimated salaries are based on salaries of incumbents on the date that the salaries are captured for the report. For vacant positions , the midpoint of the salary range for the classification is used. For the FYOS Budget , estimated average salary calculations were based on salaries as of February 2004.
Transcript
  • Me!,opo!;!," T..",po,!."O" Au!hori"

    Metro

    One Gateway PlazaLos Angeles , CA 90012-2952

    213. 922.2000 Telmetro. net

    BOARD MEETINGDECEMBER 13 2004

    SUBJECT: RECONCILIATION AND RATIFICATION OF ACTUAL SALARIES WITHFYOS ESTIMATED AVERAGE SALARIES

    ACTION: APPROVE RECONCILIATION OF ACTUAL SALARIES WITH ESTIMATEDAVERAGE SALARIES AND RATIFY ACTUAL SALARIES THAT EXCEEDEDESTIMATED AVERAGE SALARIES

    RECOMMENDATION

    A. Approve reconciliation of actual salaries , effective March 1 , 2004 through July 2 , 2004of twenty-three (23) non-contract positions that exceed the estimated average salariesattached to the FYOS Budget Board Report; and

    B. Ratify salaries of twelve (12) non-contract positions (Attachment 1), effective July 22004 through November 30 , 2004, that exceed the FYOS estimated average salaries.

    ISSUE

    At its February 26 , 2004 meeting, the Board adopted the Position Authorization andCompensation Policy (Policy). The Policy requires that a list of estimated average salaries forevery classification be provided to the Board when it adopts the annual budget. The salariesused for the report for the PYOS Budget were calculated based on salaries as of February2004 and not as of July 1, 2004. As a result, the salaries of some non-contract positionsexceed the estimated average salaries provided to the Board at the time of Budget adoption.Staff is asking the Board to approve a reconciliation of the salaries that exceed the estimatedaverage salaries as of July 1 , 2004, and to ratify the salaries of non-contract personneltransactions that exceeded the FYOS estimated average salaries after July 1 , 2004.

    FINANCIAL IMPACT

    There will be no impact to the FYOS Budget for the total annual cost of $57,584 of the twelve(12) salaries that exceed the FYOS estimated average salaries because other personneltransactions resulted in offsetting salary savings.

    BACKGROUND

    Under the Policy, the budgeted number of positions and estimated salary and benefits costsfor each classification , listed by department, is included when the annual budget ispresented to the Board. The estimated salaries are based on salaries of incumbents on thedate that the salaries are captured for the report. For vacant positions , the midpoint of thesalary range for the classification is used. For the FYOS Budget, estimated average salarycalculations were based on salaries as of February 2004.

  • DISCUSSION

    Actual salaries are dynamic due to terminations, resignations , promotions and demotions;consequently, the estimated salaries presented to the Board are a "snapshot" of salaries onthe date that the report is prepared. Because of daily personnel changes , actual salaries mayvary from estimated average salaries due to promotions, demotions, external hires andlateral transfers , which are described in more detail below.

    There have been 236 non-contract personnel transactions from March 1 , 2004, after adoptionof the Policy, through November 30 2004. Of these , 201 or 85% have been under the FYOSestimated average annual salaries for the positions and 35 or 15% have exceeded theestimated average salaries for the positions. During the March 1- July 1 2004 period, two(2) individuals received a salary increase not related to a promotion. One was due todifficulties in recruiting the position and the other was due to a processing error.

    Promotions

    Human Resources, in partnership with the hiring department, uses a guideline of 5% pergrade increase to determine salary increases for promotions. Typically, the salary increase isbelow the amount budgeted for the position. However, the following circumstances maywarrant a salary increase to an amount that exceeds the estimated average salary that wasreported to the Board when the budget was adopted:

    Applying the 5% per grade increase guideline to the employee s current salary resultsin a proposed salary above the estimated average salary for the position.The estimated average salary is less than the salary of one or more of the employeesthat they will directly supervise.The promotion candidate is currently underfilling the position for which they arebeing promoted, and the estimated average salary for that position is their currentsalary.

    Demotions

    Human Resources , in partnership with the hiring department, uses a guideline of 5% pergrade decrease to determine salary decreases for demotions. Internal demotions are rareand usually result in a salary below the amount budgeted for the position. However, thefollowing circumstances may warrant a salary decrease to an amount above the estimatedaverage salary for the position:

    A salary reduction of 5% per grade from the employee s current salary exceeds theestimated average salary for the position. Reducing the demoted employee s salary tothe estimated average salary, i. , more than 5% per grade may cause employeemorale issues.The demotion results from an organizational change, not a performance issue, anddoes not warrant a salary reduction.

    Non-contract Salary Reconciliation and Ratification Page 2

  • External Hires

    Human Resources partners with the hiring department to determine an appropriate salaryoffer for an external hire. Salary offers are determined based on a comparison of thecandidate s experience and qualifications against others in the same classification. Typically,salary offers are at or below the amount budgeted for the position , as well as at or below themidpoint of the applicable salary range. The salary offered to an external candidate isusually between 5% and 10% above their current salary. However, the followingcircumstances may exist that require a salary offer above the amount budgeted for theposition:

    1) The candidate s current salary is higher or slightly lower than the amount budgeted forthe position, and the candidate is unwilling to accept a reduction in payor an increase ofless than 5% above their current salary.

    2) A higher salary for the candidate is warranted to ensure internal pay equity within theclassification.

    3) A market imbalance is occurring that warrants a higher level of pay for the candidate.This typically occurs during periods where certain positions are hard to fill as a result ofmarketplace labor supply/demand imbalances (Le. , ITS positions during the mid-late1990s).

    Lateral Transfers

    The salary of the employee who is transferring into a vacant position at the same pay gradein another department is greater than the estimated average salary for the position.

    Processing of Salary Variances

    Salary offers that are below the estimated salary for the position are within the approvalauthority of the Director of Human Resources and the hiring official. When HumanResources recommends a salary that exceeds the estimated salary for the position due to thecircumstances described above , the Chief of the Strategic Business Unit (SBU) must concurwith the proposed salary and agree to absorb the cost in the current budget.

    Reduction in Force (RIF)

    Due to the RIF , we made organizational changes to accommodate the needs of individualdepartments. We attempted to place RIF'd individuals in positions for which they werequalified, and in many cases for which they were overqualified, in order to retain theirexpertise and knowledge. Individual departments also reorganized with lower staffinglevels , keeping their most qualified individuals.

    Reconciliation and Ratification Summary

    The matrix on the next page summarizes the personnel transactions that resulted invariances from the estimated average salaries reported to the Board for the FYOS Budget.Staffbelieves that these changes were within the Policy because the salaries provided to the

    Non-contract Salary Reconciliation and Ratification Page 3

  • Board when the budget was adopted were average estimates and that the salary ranges allowflexibility so that merit pay increases respond to superior employee performance , to externalmarket pressures and to allow internal equity.

    SUMMARY OF ESTIMATED AVERAGE SALARY RECONCILIATIONS RATIFICATIONS

    Salary Reconciliation (Personnel Transactions 03/01/04 07/01/04)Net Under/

    No. Over Avg. No. Under Est. (Over) Est. Avg.Actions Est. Salaries Avg. Salaries Total SalariesNew Hires -ProratedIncrease $70,476(Attachment 2)PromotionsDemotionsTransfers -

    ProratedIncrease 21S(Attachment 3)New HiresPromotions,Rehires

    , &

    Increases $71,203(Attachment 4)Demotions &LateralTransfers - RIFRelated ($74 451)(Attachment 5)TotalReconciliations 153 176 $72 443Percent 13% 87% 100%

    Salary Ratifications (Personnel Transactions After 7/1/04)New HiresPromotionsRehires , EquityAdjustment $425 358(Attachment 6)

    Reconciliations RatificationsTotal 201 236 $497,801Percent 15% 85% 100%

    Non-contract Salary Reconciliation and Ratification Page 4

  • NEXT STEPS

    Staff will conduct a one-year assessment of existing procedures as we prepare next yearbudget and will bring back any proposed changes to the Board.

    Prepared by: Stefan Chasnov, Director, Human Resources

    Attachments:

    1. List of Non-contract Positions with Salaries to be Ratified2. New Hires with Prorated Increases3. Promotions , Demotions , Transfers with Pro-rated Increases4. New Hires , Promotions, Rehires & Equity AdjustmentsS. Demotions & Lateral Transfers - RIF Related6. New Hires, Promotions, Rehires & Equity Adjustments to be Ratified

    Non-contract Salary Reconciliation and Ratification Page 5

  • dratDon OttExecutive Officer, Administration

    ;;r sChief Executive Officer

    Non-contract Salary Reconciliation and Ratification Page 6

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    Prep

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    Yes

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    AL

    PR

    OG

    RA

    MM

    ING

    9899

    - T

    RA

    NS

    P P

    LNG

    MG

    R II

    I50

    0.32 $

    964.

    463.

    Yes

    4440

    - 000

    01 G

    RA

    NT

    S M

    AN

    AG

    EM

    EN

    T &

    AD

    MIN

    9900

    - T

    RA

    NS

    P P

    LNG

    MG

    R IV

    944.48 $

    064.

    119.

    Yes

    5110

    -000

    01 A

    CC

    OU

    NT

    ING

    1003

    - A

    CC

    OU

    NT

    AN

    T00

    0.00 $

    954.

    954.

    Yes

    5211

    -000

    01 P

    EN

    SIO

    N &

    BE

    NE

    FIT

    S52

    09 -

    BE

    NE

    FIT

    S T

    EC

    HN

    ICIA

    N00

    1.92 $

    502.

    500.

    Yes

    5211

    -000

    01 P

    EN

    SIO

    N &

    BE

    NE

    FIT

    S52

    09 -

    BE

    NE

    FIT

    S T

    EC

    HN

    ICIA

    N00

    1.60 $

    502.

    (499

    .60)

    Rou

    ndin

    g

    5310

    -000

    01 R

    ISK

    MA

    NA

    GE

    ME

    NT

    8011

    - W

    RK

    RS

    CO

    MP

    AN

    ALY

    ST

    666.53 $

    637.

    9704

    7Y

    es

    5310

    - 000

    01 R

    ISK

    MA

    NA

    GE

    ME

    NT

    8022

    - W

    RK

    RS

    CO

    MP

    SU

    PV

    892.48 $

    6010

    070

    8.Y

    es

    5310

    -000

    01 R

    ISK

    MA

    NA

    GE

    ME

    NT

    8011

    - W

    RK

    RS

    CO

    MP

    AN

    ALY

    ST

    38,7

    92.17 $

    637.

    844.

    Yes

    5310

    -000

    01 R

    ISK

    MA

    NA

    GE

    ME

    NT

    8011

    -WRKRS COMPANALYST

    85074 $

    637.

    786.

    Yes

    Prep

    ared

    By

    Hum

    an R

    esou

    rces

    November 30

    , 200

    4Pa

    ge 1

    of2

  • New

    Hire

    s, P

    rom

    otio

    ns, L

    ater

    als

    and

    Reh

    ires

    (Jul

    y to

    Nov

    embe

    r 20

    04)

    Attachment 6

    5310

    -000

    01 R

    ISK

    MA

    NA

    GE

    ME

    NT

    8022

    - W

    RK

    RS

    CO

    MP

    SU

    PV

    001.44 $

    601.

    (2,4

    00.4

    4)O

    utsi

    de C

    andi

    date

    Com

    pens

    atio

    n

    Com

    petit

    iven

    ess

    5310

    - 000

    01 R

    ISK

    MA

    NA

    GE

    ME

    NT

    8012

    - S

    R W

    OR

    KE

    RS

    ' CO

    MP

    AN

    ALY

    ST

    58,0

    00.80 $

    949.

    051.

    80)

    Out

    side

    Can

    dida

    te C

    ompe

    nsat

    ion

    Com

    petit

    iven

    ess

    5310

    - 000

    01 R

    ISK

    MA

    NA

    GE

    ME

    NT

    8012

    - S

    R W

    OR

    KE

    RS

    ' CO

    MP

    AN

    ALY

    ST

    500.60 $

    56,9

    49.

    13,4

    48.4

    0Y

    es

    5310

    -000

    01 R

    ISK

    MA

    NA

    GE

    ME

    NT

    8022

    - W

    RK

    RS

    CO

    MP

    SU

    PV

    509.84 $

    601.

    091.

    Yes

    5310

    -000

    01 R

    ISK

    MA

    NA

    GE

    ME

    NT

    8011

    - W

    RK

    RS

    CO

    MP

    AN

    ALY

    ST

    40, 5

    99.88 $

    637.

    037.

    Yes

    5310

    -000

    01 R

    ISK

    MA

    NA

    GE

    ME

    NT

    1216

    - A

    DM

    INIS

    TR

    AT

    IVE

    AID

    E33

    4.40 $

    381.

    0004

    6.Y

    es

    5310

    -000

    01 R

    ISK

    MA

    NA

    GE

    ME

    NT

    8012

    - S

    R W

    OR

    KE

    RS

    ' CO

    MP

    AN

    ALY

    ST

    900.

    949.

    48.

    Yes

    5310

    -000

    01 R

    ISK

    MA

    NA

    GE

    ME

    NT

    8011

    - W

    RK

    RS

    CO

    MP

    AN

    ALY

    ST

    601.

    248

    , 637

    .35

    .Y

    es

    5410

    -000

    01 R

    EV

    EN

    UE

    CO

    MP

    LIA

    NC

    E10

    38 -

    RE

    VE

    NU

    E A

    UD

    IT S

    UP

    V63

    6.96 $

    340.

    296.

    96)

    Was

    in 'A

    ctin

    g' R

    ole

    for

    Ove

    r 1

    year

    5610

    -000

    01 O

    FF

    ICE

    OF

    MA

    NA

    GE

    ME

    NT

    & B

    UD

    GE

    T10

    50 -

    DIR

    , BU

    DG

    ET

    001.60 $

    351.

    0034

    9.40

    Yes

    6010

    -000

    01 E

    XE

    CU

    TIV

    E O

    FF

    ICE

    , AD

    MIN

    IST

    RA

    TIO

    N12

    12-

    SRA

    DM

    INA

    NA

    LY

    ST14

    1.28 $

    756.

    614.

    Yes

    6240

    -000

    01 E

    MP

    LOY

    ME

    NT

    , CO

    MP

    EN

    SA

    TIO

    N &

    HR

    IS52

    06 -

    HU

    MA

    N R

    ES

    OU

    RC

    ES

    SU

    PV

    855.36 $

    353.

    0011

    ,497

    .Y

    es

    6240

    -000

    01 E

    MP

    LOY

    ME

    NT

    , CO

    MP

    EN

    SA

    TIO

    N &

    HR

    IS52

    17 -

    SR

    HR

    AN

    ALY

    ST

    55,0

    01.4

    4 $

    756.

    754.

    Yes

    6240

    -000

    01 E

    MP

    LOY

    ME

    NT

    , CO

    MP

    EN

    SA

    TIO

    N &

    HR

    IS52

    15 -

    HU

    MA

    N R

    ES

    OU

    RC

    ES

    AS

    ST

    38, 5

    00.8C $

    023.

    522.

    Yes

    6240

    -000

    01 E

    MP

    LOY

    ME

    NT

    , CO

    MP

    EN

    SA

    TIO

    N &

    HR

    IS86

    02 -

    SE

    NIO

    R S

    EC

    RE

    TA

    RY

    000O

    C $

    193.

    193.

    Yes

    6310

    -000

    01 C

    ON

    TR

    AC

    T A

    DM

    IN- O

    PS

    /RLN

    G S

    TO

    CK

    IFS

    P/S

    RV

    2403

    - S

    R C

    ON

    TR

    AC

    T A

    DM

    NS

    TR

    001.76 $

    424.

    6,42

    2.Y

    esSE

    CT

    OR

    S

    6330

    -000

    01 IN

    VE

    NT

    OR

    Y M

    AN

    AG

    EM

    EN

    T62

    18 -

    MA

    TE

    RIE

    L P

    LNG

    MG

    R50

    1.12 $

    827.

    674.

    12)

    Pro

    mot

    ed fr

    om H

    ighe

    r-P

    ayin

    g A

    FS

    CM

    E

    posi

    tion

    6450

    -000

    01 D

    ES

    IGN

    ST

    UD

    IO84

    11-

    GR

    APH

    ICD

    ESI

    GN

    ER

    001.44 $

    260.

    258.

    Yes

    6810

    - 000

    01 C

    OR

    PO

    RA

    TE

    SA

    FE

    TY

    8031

    - D

    IR, C

    OR

    PO

    RA

    TE

    SA

    FE

    TY

    105

    000.

    087.

    913.

    48)

    Dif

    ficu

    lt-la

    -Rec

    ruit

    Posi

    tion

    6810

    -000

    01 C

    OR

    PO

    RA

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    TY

    8008

    - S

    R IN

    DS

    TR

    L H

    YG

    IEN

    IST

    000.

    622.

    621.

    Yes

    8640

    -000

    01 E

    ST

    IMA

    TIN

    G64

    04 -

    CO

    ST

    ES

    TIM

    AT

    OR

    001.76 $

    119.

    117.

    Yes

    9210

    -000

    01 IN

    FO

    RM

    AT

    ION

    MA

    NA

    GE

    ME

    NT

    5404

    - S

    YS

    TE

    MS

    PR

    OJE

    CT

    MG

    R50

    0.00 $

    241.

    741.

    Yes

    9220

    -000

    01 O

    PE

    RA

    TIO

    NS

    & S

    ER

    VIC

    E D

    ELI

    VE

    RY

    3807

    - E

    NG

    INE

    ER

    000.00 $

    311.

    311.

    Yes

    9220

    -000

    01 O

    PE

    RA

    TIO

    NS

    & S

    ER

    VIC

    E D

    ELI

    VE

    RY

    5404

    - S

    YS

    TE

    MS

    PR

    OJE

    CT

    MG

    R34

    3.20 $

    036.

    692.

    Yes

    9220

    -000

    01 O

    PE

    RA

    TIO

    NS

    & S

    ER

    VIC

    E D

    ELI

    VE

    RY

    4612

    - T

    ELE

    CO

    M A

    NA

    LYS

    T56

    ,700

    .80 $

    56,8

    87.

    186.

    Yes

    425.

    357.

    Bud

    aet V

    aria

    nce.

    7/0

    4 . 1

    1/04

    Prep

    ared

    By

    Hum

    an R

    esou

    rces

    November 30

    , 200

    4Pa

    ge 2

    of2


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