Chapter 3.20


3.20.010    Job descriptions.

3.20.020    Administration of pay plan.

3.20.030    Official travel.

3.20.040    Restrictions on administration of pay plan.

3.20.010 Job descriptions.

Each job description shall include, but need not be limited to, the following information: The job title, a general statement of the duties and responsibilities of the position indicating those which are essential, a brief description of the job conditions and any entry level education, work experience, and other relevant skills that must be possessed by any person to be considered for the position, and the pay plan to which the position is assigned. The job description for a position that is filled on a temporary or part-time basis may be the job description that would have been applicable had the position been filled on a regular or full-time basis. Job descriptions are to be considered descriptive guidelines only and not as including all of the duties of the position allocated to a job. To the extent possible, job descriptions are to be kept current so that they reflect actual duties, responsibilities and minimum qualifications of all positions. These descriptions shall conform to Americans with Disabilities Act (ADA) requirements regarding essential and nonessential functions and physical qualifications. Copies of current job descriptions are to be made available in the borough clerk’s and borough manager’s office. [Ord. No. 956B, §1, 5-1-95. Code 1974 §30.40.005.]

3.20.020 Administration of pay plan.

(a)    The official pay plan shall consist of that schedule adopted by the assembly by resolution, plus the schedules included in all current collective bargaining agreements approved by the assembly. Each position in the classification plan will be assigned an appropriate grade in the compensation plan.

(b)    In recommending to which grade classes shall be assigned, the borough manager shall give appropriate consideration to the following:

(1)    Maintenance of equitable relationships between classes based on their relative duties and responsibilities;

(2)    The level of prevailing rates for comparable work in private and public employment; and

(3)    Available cost of living information.

(c)    The compensation schedule will contain rates for hourly, monthly, and annual full-time salaries. The differential between each grade is approximately one and one-half percent and the differential between each step is also approximately one and one-half percent.

(d)    The grade for each class represents the range of pay ranges for full-time regular employees, and reimbursement of an employee for expenses incurred in operating their private motor vehicle for the convenience of the borough shall not be deemed to be a part of total compensation.

(e)    The pay plan is to be used as a guide for recruiting and selecting applicants for employment, determining lines of promotion or demotion, developing employee training programs, determining the pay rate for various types of work, determining personnel costs and departmental budgets, and as a uniform way of referring to positions in the borough that is understood by all borough employees and the general public.

(f)    The borough manager is responsible for maintaining the pay plan to ensure that it reflects the current duties, responsibilities, and qualifications of each job description. When new positions are created, it is the borough manager’s duty to review the duties, responsibilities and qualifications of the positions. Whenever there are material changes in the duties, responsibilities, or qualifications of a position, the borough manager shall review the changes and shall make recommendations to the assembly of any necessary and appropriate changes in the pay rate. The borough manager shall also periodically review the entire pay plan and make any appropriate and necessary changes in job descriptions or recommend any other appropriate changes to the pay plan.

(g)    Whenever a new position is created or the duties of an existing position materially change, the appropriate department head shall provide to the borough manager a written, comprehensive job description describing in detail the duties, responsibilities and qualifications of the affected position indicating those which are essential. The borough manager shall investigate the suggested or actual duties, responsibilities and qualifications, and take whatever action may be appropriate or necessary to accurately maintain a job description and the pay plan.

(h)    The pay range assigned a non-union position shall be based upon other pay rates, the requisite duties, responsibilities, and entry level qualifications of the position, the rates of pay for similar work in the public and private sector, cost of living data, suggestions from department heads, borough financial policies and position, and any other relevant and nondiscriminatory considerations.

(i)    When a position is reassigned from one pay range to a higher or lower pay range, the method of filling the position shall be in accordance with this title. However, whenever the reassignment affects an incumbent employee, such employee may be appointed to the reassigned position upon the recommendation of the department head after approval by the borough manager. Such an appointment shall not be considered a demotion. Furthermore, whenever the new pay range is the result of the incumbent employee’s diligent and appropriate assumption of difficult and additional duties and responsibilities, so that the position warrants a higher pay range, the department head may recommend to the borough manager that such employee be appointed to the reassigned position without a probationary period. The borough manager shall consider the department head’s recommendation and make the final decision regarding how such a position shall be filled and at what level of compensation to place the employee on the reassigned pay range.

(j)    The pay plan is intended to provide appropriate and equitable compensation for all positions, taking into consideration those factors listed in subsection (f) of this section. The borough manager from time to time shall comprehensively study all factors affecting the level of pay rates and recommend appropriate adjustment in the pay plan.

(k)    Upon the recommendation of the borough manager, the borough assembly may approve the raising or lowering of ranges in the pay grade plan when it is in the best interests of the borough.

(l)    When recruiting and selecting applicants for employment the borough manager is authorized to assign an initial salary level at any point within the assigned pay range based on the employee’s experience, qualifications and education. An initial salary level outside the assigned pay range must be approved by the borough assembly.

(m)    Merit salary increases for regular positions in the borough shall be as prescribed by the applicable collective bargaining agreement or, in the case of non-union employees, by resolution.

(n)    No performance increase may place an employee at a higher salary level than the top of the assigned pay range for the position, unless specifically approved by the borough assembly.

(o)    Upon satisfactory completion of the probationary period, an employee not subject to the provisions of a collective bargaining agreement may at that time be granted a salary increase by the borough manager of one to two steps within the prescribed pay grade which is subject thereafter to a performance compensation adjustment.

(p)    Employees placed in an acting position for five days or more shall receive a temporary adjustment in salary of eight percent commencing on the fifth day.

After the thirtieth day in an acting capacity, the employee shall receive the salary equal to the first step of the salary range for the person they are acting on behalf of or the eight percent provided above, whichever is greater. For an employee acting in the position of the borough attorney, the borough clerk or the borough manager for more than 30 days, the salary shall be set by motion adopted by the assembly.

(q)    Each year as part of the budget process the borough manager shall submit to the assembly any proposed changes to the salary schedule which shall include, but not be limited to, cost of living increases.

(r)    The pay period shall end on the last day of each month. Employees shall be paid semimonthly by the fifth and twentieth day of each month. If payday falls on a holiday or weekend, employees shall be paid the preceding business day. [Ord. No. 1387, §1, 3-6-06; Ord. No. 1007, §1, 12-2-96; Ord. No. 956B, §1, 5-1-95. Code 1974 §30.40.010.]

3.20.030 Official travel.

(a)    Appointed officials and employees of the borough, while traveling on official business and away from the borough, shall comply with the most current administratively adopted guidelines. Elected officials shall comply with the Travel and Training Policy and Procedures effective January 19, 2009.

(b)    Employees who are required by job description or by written requirement of the borough manager to use their personal vehicle on a regular and continuing basis shall be reimbursed at the following rate:

(1)    All vehicle use on borough business shall be reported on a monthly mileage log, whether it is a borough or a personal vehicle.

In the case of personal vehicle use, the employees will be reimbursed the following month based on the following schedule:

Reimbursement will be based on the IRS rate.

(2)    Incremental cost of vehicle liability insurance incurred as a result of use of one personal vehicle per employee for borough business.

(3)    Actual expenses incurred for monthly parking at a lot, space, or garage designated and approved by the borough manager.

(4)    Employees who, with prior written authorization, must use their personal vehicles on borough business on an occasional or an intermittent basis shall be reimbursed for such use at the rate equal to IRS allowed rate for documented mileage driven on borough business, provided a written request for reimbursement is made not later than 30 business days after the date the personal vehicle is used on borough business.

(5)    Reimbursement will be made upon approval by the borough manager of vouchers submitted on the form specified by the manager.

(6)    Travel advances and preregistration for budgeted or authorized business meetings, conferences, seminars, training or educational sessions may be authorized by the borough manager. [Ord. No. 1507, §1, 1-19-09; Ord. No. 1341, §1, 3-7-05; Ord. No. 1311, §1, 6-7-04; Ord. No. 1084, §3, 1-18-99; Ord. No. 956B, §1, 5-1-95. Code 1974 §30.40.015.]

3.20.040 Restrictions on administration of pay plan.

Employee compensation beyond what is allowed in borough code, applicable collective bargaining agreements, or borough personnel policies shall first be authorized by the borough assembly. Should a supervisor authorize increases in compensation, temporarily or permanently, or manipulation of the pay plan to result in enhanced or balloon payments of compensation beyond the changes in rates approved by the assembly, such payments are unauthorized and may result in disciplinary action. [Ord. No. 1871S, §1, 3-11-19; Ord. No. 1754, §1, 5-4-15.]