TO: Marion County Budget Committee. FROM: Joshua Graves, Compensation Board Member Amy Rose Fish, Human Resources Manager

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3 BOARD OF COMMISSIONERS Sam Brentano Janet Carlson Kevin Cameron CHIEF ADMINISTRATIVE OFFICER John Lattimer BUSINESS SERVICES DIRECTOR Colleen Coons-Chaffins Telephone: (503) Fax: (503) DIVISIONS: Administration Facilities Management Human Resources Risk Management April 3, 2017 TO: Marion County Committee FROM: Joshua Graves, Compensation Board Member Amy Rose Fish, Human Resources Manager RE: Recommendations of the Marion County Compensation Board Below you will find information regarding the 2017 compensation board. The compensation board is governed by ORS The Marion County Board of Commissioners appoints individuals who have indicated a willingness to volunteer their time to the Marion County Compensation Board. The compensation board is responsible for the annual review of compensation paid to elected officials and determining whether adjustments in compensation are warranted. The compensation board currently consists of five members who are knowledgeable in personnel and compensation practices. The compensation board adopted guidelines, which govern its work. The compensation board practices are attached. The compensation board reviewed information from market comparables and evaluated whether the current salary for elected officials needs to be adjusted to better align with the market. Market data sheets are attached (see Exhibit A). You will note that the compensation board included Polk County when evaluating market alignment for the Treasurer position. This was done due to the compensation board practices and guidelines indicating that not only the type of work but population and budget should be considered. The compensation board reviewed County cost-of-living adjustment (COLA) data for all employee units represented and non-represented. Recommendations: Market Review Adjustments After review of the total salary data for each elected official, the compensation board is recommending that the Assessor and County Clerk each receive a 1.5% salary increase, the Commissioners receive a 4.0% salary increase, the District Attorney receive a 1.0% salary increase, and no change in the current salary for all of the other elected officials. These recommendations reflect the board s consideration of the current economic status and the comparable salaries of each elected position. Printed on Recycled Paper Reduce Reuse Recycle Recover 555 Court Street NE, Suite 4250 Salem, OR PO Box Salem, OR

4 Compensation Board Memo April 3, 2017 Page 2 Cost-of-Living Adjustment (COLA) The compensation board is recommending all of Marion County s elected officials to receive a 1% COLA July 1, 2017, in alignment with the non-represented employees scheduled COLA. The compensation board defers to the budget committee to determine what is most appropriate. Below shows new total salary standing for each elected official if market recommendations approved. Note: This does not include 1% COLA recommendations. Elected Official * Relative to Market Assessor (3.40%) County Clerk (3.06%) Commissioners (3 incumbents) (4.60%) District Attorney (2.86%) Justice of the Peace 6.93% Sheriff 0.02% Treasurer (2.36%) * = base pay + allowances + retirement contributions (See Exhibit A)

5 Marion County Compensation Board 2017 Summary of Recommendations The compensation board is recommending to the board of commissioners the following: Market Review Adjustments For the Justice of the Peace, Sheriff and Treasurer: no change in salary; For the Assessor and County Clerk: additional 1.5% total salary increase; For the Board of Commissioners: additional 4.0% total salary increase; and For the District Attorney: additional 1.0% total salary increase Cost-of-Living Adjustment (COLA) A 1.0% COLA in alignment with non-represented employees for all Marion County elected officials effective July 1, 2017.

6 Elected Position: Assessor Number of Base Clackamas County 1 404,980 $5,637, $9, % $ % $10,216 Deschutes County* 176,635 $3,273, $8, % $ % $9,565 Jackson County** 213,765 $2,501, $9, % $ % $10,310 Lane County 1 * (Assessment & Taxation Director) 365,940 $5,961, $8, % $ % $9,672 Marion County*** 333,950 $4,408, $8, % $0 7.50% $9, ,330 $4,343, $8,969 $9,941 Difference from the mean ($620) ($465) % Difference from the mean -7.43% -4.90% 1 Position includes tax collection *Deschutes County is a 3% match, all elected officials receive a $75 monthly allowance, does not have tax collection duties; Lane County - the assessment and taxation director receives a cell phone stipend, personal digital assistant (PDA) stipend and a monthly vehicle allowance for a total of $535 per month **Jackson County - newly elected Assessor, does not have tax collection duties; base salary is at top step; cell phone allowance of $ for FY ***Marion County - incumbent is in a different pay plan and receives compensation credit in lieu of pay Exhibit A 1

7 Elected Position: Assessor Number of Base Clackamas County 1 404,980 $5,637, $9, % $ % $10,216 Deschutes County* 176,635 $3,273, $8, % $ % $9,565 Jackson County** 213,765 $2,501, $9, % $ % $10,310 Lane County 1 * (Assessment & Taxation Director) 365,940 $5,961, $8, % $ % $9,672 Marion County*** 333,950 $4,408, $8, % $0 7.50% $9, ,330 $4,343, $8,969 $9,941 Difference from the mean ($499) ($327) % Difference from the mean -5.89% -3.40% Includes March 7, 2017, salary recommendations by the Marion County Compensation Board. Exhibit A 2

8 Elected Position: County Clerk Number of Base Clackamas County 404,980 $1,741, $8, % $ % $9,153 Deschutes County* 176,635 $885,266 8 $8, % $ % $8,986 Jackson County* 213,765 $104,446 8 $7, % $ % $8,285 Lane County** 365,940 $387, $8, % $0 2.00% $9,550 Marion County*** 333,950 $1,236, $7, % $0 7.50% $8, ,330 $779, $8,218 $8,994 Difference from the mean ($640) ($393) % Difference from the mean -8.44% -4.56% *Deschutes County is a 3% match, all elected officials receive a $75 monthly allowance; Jackson County - cell phone allowance of $ for FY 16-17, base salary is at top step **Lane County - County Clerk is not an elected position ***Marion County - incumbent is in a different pay plan and receives compensation credit in lieu of pay Exhibit A 3

9 Elected Position: County Clerk Number of Base Clackamas County 404,980 $1,741, $8, % $ % $9,153 Deschutes County* 176,635 $885,266 8 $8, % $ % $8,986 Jackson County* 213,765 $104,446 8 $7, % $ % $8,285 Lane County** 365,940 $387, $8, % $0 2.00% $9,550 Marion County*** 333,950 $1,236, $7, % $0 7.50% $8, ,330 $779, $8,218 $8,994 Difference from the mean ($529) ($267) % Difference from the mean -6.88% -3.06% Includes March 7, 2017, salary recommendations by the Marion County Compensation Board. Exhibit A 4

10 Elected Position: Commissioner Number of Base Clackamas County* (5) 404,980 $2,734, $7, % $ % $8,453 Deschutes County* (3) 176,635 $406,519 2 $7, % $ % $8,141 Jackson County** (3) 213,765 $661,048 2 $9, % $ % $10,710 Lane County* (5) 365,940 $704,324 6 $7, % $ % $7,995 Marion County*** (3) 333,950 $1,907, $7, % $0 7.50% $8, ,330 $1,126, $7,894 $8,825 Difference from the mean ($735) ($699) % Difference from the mean % -8.60% ( ) Denotes number of commissioners *Clackamas County - only 2 commissioners receive a $75 technology allowance. Effective 2/7/17, the Chair receives $7,611. Other commissioners receive $7,462; Deschutes County is a 3% match, all elected officials receive a $75 monthly allowance; Lane County - commissioners receive a cell phone stipend, personal digital assistant (PDA) stipend and a monthly vehicle allowance for a total of $535 per month, and do not receive deferred compensation **Jackson County - Chair receives $8,360, other commissioners receive $5,703; base salary is at top step, each commissioner receives a car allowance of $4,800 for FY 16-17; cell phone allowance of $ for FY ***Marion County - base salary incorporates value of compensation credits Exhibit A 5

11 Elected Position: Commissioner Number of Base Clackamas County* (5) 404,980 $2,734, $7, % $ % $8,453 Deschutes County* (3) 176,635 $406,519 2 $7, % $ % $8,141 Jackson County** (3) 213,765 $661,048 2 $9, % $ % $10,710 Lane County* (5) 365,940 $704,324 6 $7, % $ % $7,995 Marion County*** (3) 333,950 $1,907, $7, % $0 7.50% $8, ,330 $1,126, $7,894 $8,825 Difference from the mean ($461) ($388) % Difference from the mean -6.20% -4.60% Includes March 7, 2017, salary recommendations by the Marion County Compensation Board. Exhibit A 6

12 Elected Position: District Attorney Number of Base Clackamas County* 404,980 $10,194, $14, % $0 6.27% $14,608 Deschutes County* 176,635 $5,315, $12, % $ % $12,862 Jackson County* 213,765 $3,474, $12, % $ % $12,630 Lane County* 365,940 $10,037, $13, % $ % $13,262 Marion County** 333,950 $9,366, $12, % $0 7.50% $12, ,330 $7,255, $13,077 $13,341 Difference from the mean ($543) ($496) % Difference from the mean -4.33% -3.86% NOTE: Base and total salaries include State of Oregon monthly salary of $10,232. *Deschutes County is a 3% match, all elected officials receive a $75 monthly allowance; Jackson County - cell phone allowance of $ for FY 16-17, base salary is at top step; Lane County - commissioners receive a cell phone stipend, personal digital assistant (PDA) stipend and a monthly vehicle allowance for a total of $535 per month **Marion County - base salary incorporates value of compensation credits Exhibit A 7

13 Elected Position: District Attorney Number of Base Clackamas County* 404,980 $10,194, $14, % $0 6.27% $14,608 Deschutes County* 176,635 $5,315, $12, % $ % $12,862 Jackson County* 213,765 $3,474, $12, % $ % $12,630 Lane County* 365,940 $10,037, $13, % $ % $13,262 Marion County** 333,950 $9,366, $12, % $0 7.50% $12, ,330 $7,255, $13,077 $13,341 Difference from the mean ($418) ($371) % Difference from the mean -3.30% -2.86% Includes March 7, 2017, salary recommendations by the Marion County Compensation Board. Exhibit A 8

14 Elected Position: Justice Number of Base (hourly) Clackamas County* (1 FTE) 404,980 $1,067, $ % $0 6.27% $53 Deschutes County* 0.60 FTE) 176,635 $458,984 4 $ % $0 3.00% $49 Jackson County* 213,765 $391,358 5 $ % $0 0.00% $41 Lane County 0.50 FTE) 365,940 No Match Marion County (1 FTE)** 333,950 $630,218 7 $ % $0 7.50% $51 290,330 $639, $44 $48 Difference from the mean $2 $4 % Difference from the mean 3.34% 6.93% NOTE: Some Justices are attorneys, some are not. Being an attorney is not a requirement under ORS *Clackamas County justice of the peace receives a $40 monthly technology allowance; Deschutes County is a 3% match, all elected officials receive a $75 monthly allowance; Jackson County - cell phone allowance of $ for FY 16-17, base salary is at top step **Marion County - incumbent is in a different pay plan and receives compensation credit in lieu of pay Exhibit A 9

15 Elected Position: Sheriff Number of Base Clackamas County 404,980 $76,465, $14, % $0 6.27% $15,885 Deschutes County* 176,635 $30,550, $11, % $ % $12,864 Jackson County** 213,765 $20,866, $11, % $0 0.00% $12,003 Lane County* 365,940 $35,276, $10, % $0 2.00% $11,535 Marion County*** 333,950 $39,604, $11, % $0 7.50% $13, ,330 $40,789, $11,972 $13,072 Difference from the mean ($452) $3 % Difference from the mean -3.92% 0.02% *Deschutes County is a 3% match, all elected officials receive a $75 monthly allowance; Lane County - the sheriff also receives an additional 6% certification pay and 5% lead worker pay **Jackson County's Sheriff was recently appointed in January 2017; base salary is at top step; issued a county owned cell phone and vehicle ***Marion County - base salary incorporates value of compensation credits Exhibit A 10

16 Clackamas County (1 FTE) 2017 Marion County Compensation Board Elected Position: Treasurer with Polk County Number of Base 404,980 $713,258 6 $9, % $ % $10,367 Deschutes County* 176,635 No Match Jackson County* (1 FTE) 213,765 No Match Lane County* 365,940 No Match Linn County (1 FTE) 122,315 $272,901 2 $7, % $ % $8,119 Polk County* 79,730 $213,655 4 $6, % $0 0.00% $7,261 Marion County** 333,950 $262,998 2 $7, % $0 7.50% $8, ,727 $493,080 4 $7,893 $8,582 Difference from the mean ($506) ($198) % Difference from the mean -6.85% -2.36% *Deschutes County's Finance Director/Treasurer handles tax collector duties; Jackson County's Finance Director is not an elected official, handles Treasurer duties, and does not receive a stipend for those duties; Lane County's Financial Manager handles Treasurer duties along with other functions to include management of and Planning as well as Finance, receives 2% employer contributions for deferred compensation; Linn County - phone reimbursement of $360 per year; Polk County's Treasurer also serves as a Officer and Tax Collector, this county is transitioning their Treasurer into a non-elected position and may not be a comparator going forward **Marion County - base salary incorporates value of compensation credits Exhibit A 11

17 MARION COUNTY COMPENSATION BOARD PRACTICES 1. Review purpose and statutory requirements for the compensation board. 2. Review the budget information presented by the budget officer and its impact on the county. 3. Review benefit plan changes for upcoming year and how they relate to similar jurisdictions. 4. Review job duties and responsibilities of the elected officials to determine if there have been any material changes in the scope of the responsibilities. 5. When reviewing salaries for elected officials, the compensation board considers compensation not just base salary. 6. Compare compiled market data with elected official s current salary to determine if a base salary adjustment is warranted before considering any type of cost of living adjustment (COLA). External market data should be provided with at least three comparators. Job duties and responsibilities for comparables should match as closely as possible and should be from jurisdictions that are similar in geographic size, population, and annual budget. Internal data should include relevant information for department heads, number of employees, budget, experience, licenses, registration, pay, benefits, job specifications, etc. When deemed appropriate by Marion County or the Board, private sector data should also be gathered on positions as similar as possible in scope and responsibility for each elected official position. 7. When making recommendations for compensation changes, the target salary is the mean compensation for the comparators. 8. Make recommendations for adjustments that would affect compensation. Determine if salary adjustments are warranted for significant and material changes in the scope of responsibilities and duties. adjustments may be warranted for any salary that is above or below the mean. 9. Review scope of responsibilities/duties to see if there is any significant impact to the volume of work delegated to the incumbent s department due to the unique proximity of administering a county department within the state capital, proximity to major traffic corridors such as I-5 and other relevant factors related to the responsibilities and duties. Determine the justification for deviating from the mean as it relates to proximity issues. Determine the value, as a percentage of compensation, of any base pay adjustment as it relates to proximity issues. 10. All elected officials general salary adjustments (COLA percentage) and the timing for implementation of such an increase is directly tied to whatever Marion County s department directors receive. 1

18 When COLA increases are approved, the amount of the increase will be applied to the elected officials base pay to the extent that it does not exceed 5% above the market mean. 11. The compensation board prefers not to reduce compensation while an incumbent is in their current term of office, notwithstanding a significant change in job duties. 12. The compensation board will reconvene at any time an elected position becomes vacant, a vacancy is anticipated or at the natural conclusion of an elected term to review compensation for that position. Approved: 5/18/04 Reviewed: 3/15/05 3/16/06 3/7/07 3/20/07 2/28/08 3/5/09 3/1/10 2/13/12 2/25/13 2/27/14 5/13/15 5/6/16 3/7/17 Revised: 3/16/06 2

19 BEFORE THE BOARD OF COMMISSIONERS FOR MARION COUNTY, OREGON In the matter of referring the Marion County ) Compensation Board s Recommendation to ) the Marion County Committee ) for Fiscal Year ) ORDER No. This matter came before the Marion County Board of Commissioners at its regularly scheduled public meeting on Wednesday, April 12, 2017, to consider the Marion County Compensation Board s recommendation for the compensation schedule for the county s elective officers for fiscal year WHEREAS, in accordance with ORS (2) and (3), the Marion County Compensation Board has prepared and approved by majority vote a recommended compensation schedule for the county elective officers and has submitted the recommended compensation schedule to the board of commissioners; and WHEREAS, the board has authority to refer the compensation board s recommended compensation schedule to the Marion County Committee for its consideration, and pursuant to ORS the compensation of elective county officers can only be changed with county budget committee approval; now, therefore, IT IS HEREBY ORDERED that the Marion County Compensation Board s recommended compensation schedule for the county s elective officers attached as Exhibit A be referred to the Marion County Committee. Date at Salem, Oregon, this day of 20. MARION COUNTY BOARD OF COMMISSIONERS Chair Commissioner Commissioner