Attachment B CPS HR Proposal Rancho Palos Verdes Class and Comp Study_6-30-14
City of Rancho Palos Verdes
Classification and Compensation Study
PROPOSAL
June 30, 2014
Your Path to Performance
SUBMITTED BY:
GERALYN GORSHING
Director
CPS HR Consulting
241 Lathrop Way
Sacramento, CA 95815
P: 916-471-3373
F: 916-561-8472
ggorshing@cpshr.us
Tax ID: 68-0067209
www.cpshr.us
Proposal to the City of Rancho Palos Verdes
Classification and Compensation Study
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Table of Contents
Introduction .............................................................................................. 1
Understanding ............................................................................................. 1
CPS HR’s Philosophy and Approach ........................................................ 1
Ongoing Technical Support Approach .................................................. 2
General Scope of Work .......................................................................... 2
Work Plan .................................................................................................. 2
Classification Project Approach and Work Plan Tasks .......................... 2
Schedule ................................................................................................. 11
Fee and Costs ........................................................................................ 13
Capabilities and Qualifications .......................................................... 14
Relevant Experience ................................................................................ 14
Classification/Compensation Studies for Government Agencies ............ 14
A Sample Study ......................................................................................... 15
Proposed Consulting Team ..................................................................... 15
References ................................................................................................. 17
Appendices ............................................................................................ 19
Appendix A—Sample PDQ with FLSA and ADA .................................. 20
Appendix B—Internal Equity Analysis Flow Chart ................................ 37
Appendix C—Sample Study Reports ..................................................... 38
Appendix D—Resumes............................................................................. 87
Proposal to the City of Rancho Palos Verdes
Classification and Compensation Study
Page | 1
Introduction
Understanding
CPS HR understands that the City of Rancho Palos Verdes (City) is looking to retain a consulting
firm to conduct a city‐wide classification and compensation study. The City’s last review was
more than 10 years ago.
The City is a contract city with a population of 42,000, which provides a variety of municipal
services, including solid waste collection, construction and maintenance of streets and other
infrastructure, planning and zoning activities, recreational activities, and an extensive system of
public parks, open space and trails.
The City’s classification plan encompassing approximately 50 classifications requires an update.
There is a need for revised class specifications that are in line with current changes and
requirements in the law and that reflect current job duties and requirements of the position,
including physical requirements and essential job functions to comply the American with Disabilities
Act (ADA). There is also a need for the development of a classification structure that reflects the
City’s overall classification and compensation strategy and includes the clear definition of terms and
the development of career ladders for full‐time and part‐time employees.
The City’s compensation plan also needs to be reviewed and updated. In 2002, the City Council
adopted a resolution establishing salary ranges for all competitive and management employee
positions at the 75th percentile of reported data for the cities surveyed. Since FY 2002‐2003,
the City adjusted the salary ranges based on the March Consumer Price Index (CPI) to maintain
its desired market position.
In May 2010, Staff conducted a salary survey from a pool of 38 Southern California cities, of
which 13 cities were found to deal with similar issues and have similar organizational and fiscal
structure. The survey results indicated that Rancho Palos Verdes salary ranges were, on
average, 3.44% below the 75th percentile. Since FY 2010‐2011 no adjustments have been made
to the compensation plan.
CPS HR’s Philosophy and Approach
Our approach to consulting can be summarized in the following four statements:
CPS HR believes that building a solid foundation for human resource management will best
support an organization’s efforts to achieve its mission and goals. We view the human
resources function as a systems model that integrates success factors and best practices
across the human resources span of control, while aligning with the external and internal
factors that support its solid foundation. The use of this systems approach eliminates or
mitigates the unintended consequences of making decisions which place human resources
programs in silos, rather than on a continuum.
Proposal to the City of Rancho Palos Verdes
Classification and Compensation Study
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CPS HR fully understands that classification and compensation studies require an iterative,
collaborative and flexible approach, rather than an approach based on imposing change,
and our work plans are designed to be inclusionary and collaborative with all City
stakeholders.
Classification and compensation systems should be designed to serve as a foundation for an
organization over many years, through both good and bad economic times. We believe our
greatest strength is our ability to work with our clients to develop well thought out systems
which will withstand changing operational and economic conditions.
We view our clients as our business partners; our goal is to form strong and collaborative
partnerships with our clients to assist them in achieving their missions. It is through such
partnerships that CPS HR achieves our own mission of transforming human resources
management in the public sector.
Ongoing Technical Support Approach
When the project is concluded, we continue to work for you by making sure that any questions
or concerns you have on issues that arose during the course of the study, or any questions on
study outcomes, continue to be answered without incurring a fee. We make ourselves
available by telephone to respond to any such questions for six months after the final report
has been issued at no additional cost to our clients.
General Scope of Work
The scope of work for this engagement is to complete a comprehensive agency‐wide
classification and compensation study for the City. Approximately 50 classifications
representing approximately 54 full‐time and 30 part‐time employees are encompassed
within this study. The work plan we present on the following pages incorporates our
approach to the study and details the tasks necessary to provide a quality outcome.
Work Plan
Classification Project Approach and Work Plan Tasks
As a general concept for any study, ongoing management of a relatively simple, well‐
delineated and valid classification plan is an important organizational goal. Through the use
of such a plan, an organization should be able to identify and maintain consistent structural
relationships, develop equitable compensation plans and have substantial protection
against inappropriate “out‐of‐class” complaints. When conducting a classification review,
the overarching aspects of these important factors should be taken into consideration.
Proposal to the City of Rancho Palos Verdes
Classification and Compensation Study
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Classification Concepts and Allocation Factors – As the foundation upon which all
classification and compensation decisions are based, there should be underlying
concepts that clearly identify how levels of work are titled, differences within these job
levels and how different levels are distinguished. Allocation factors should be
established and utilized consistently throughout each analysis.
Defensibility – This requires that any classification methodology, irrespective of
where the methodology is used, must stand on its own merits under the scrutiny of
multiple stakeholders.
Comprehensiveness and Clarity – The classification structure should be comprehensive
and inclusive of all functional areas and levels of work. It should also be clear, concise
and understood not only by those who administer it, but those affected by the
classification decisions. While this may not satisfy all employees or their management
on final classification recommendations, it is easier to gain acceptance if the process is
transparent and employees and management recognize the reasoning behind the
broader classification decision.
Administration – A good classification plan balances “ease of administration” with
position validity. Classification plan administrative tasks should not be so cumbersome
or complex that they hinder timely and efficient ongoing maintenance.
Timeliness – For classification decisions to be accepted by both employees and
management, classification decisions must be timely. The longer classification decisions
take, the more employee and managerial dissatisfaction with the system is likely to occur.
Accountability – The human resources function and its classification decisions are not
without regular challenge. Therefore, in order for any plan to be effective, there must
be accountability and integrity at all levels of the process.
The classification work plan outlined in this section is intended to define all tasks within this
comprehensive classification study from employee orientation sessions to final reports; and the
types of deliverables associated with the task.
Classification Work Plan Tasks
Task 1 – Receive Background Materials. Upon contract award CPS HR will request background
information from the City in order to ensure our Project Manager is prepared for the initial
project meeting. Typical items requested are the current classification plan and concepts,
classification specifications, organization charts, personnel policies and procedures, and any
other documentation relating to the study.
Task 2 – Develop Job Evaluation Tools. CPS HR will develop tools to ensure valid information is
gathered, analyzed, and documented consistently. This activity includes finalizing a Position
Description Questionnaire (PDQ) for approval by the City and distribution to study participants.
Proposal to the City of Rancho Palos Verdes
Classification and Compensation Study
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Each PDQ is designed to capture specific information, and to be used in studies with multiple
analytical goals such as position allocation and classification specification
development/revisions. While a sample PDQ is presented in Appendix A, CPS HR will work with
the City to design a PDQ which meets your specific study needs.
Task 2 Deliverable: Customized PDQ
Task 3 – Initial Project Meetings. The CPS HR Project Manager will meet with the City’s Internal
Project Manager, and designated key stakeholders to initiate the project, and to confirm study
goals, objectives, and methodologies. During this meeting, CPS HR and the City will discuss and
agree upon a communication plan for this study, since open and consistent communications are
key elements in project acceptance and success.
Task 4 – Conduct Orientation Sessions. The CPS HR Project Manager will draft a memorandum
to all employees included in the study and invite them to attend a study orientation session.
The purpose of these sessions is to (i) communicate study goals, methodology and processes;
(ii) provide the PDQ and explain to employees how the document should be completed; (iii)
explain the role of employees, supervisors and managers in the study; and (iv) respond to any
and all employee questions on the study process. These tasks and processes are critical in
gaining employee understanding, trust, and acceptance of the study. Where possible, human
resources staff should attend one of these meetings to familiarize themselves with employee
questions and the responses to those questions.
Task 5 – PDQ Completion. All study employees will have the opportunity to complete a PDQ to
provide information on the duties, responsibilities, qualifications, typical working conditions,
and physical requirements of their position. Each incumbent’s supervisor will then review the
PDQ to ensure that the incumbent has accurately and sufficiently captured all pertinent
information. Department heads should also have an opportunity to review and approve these
documents for accuracy and completeness.
Task 6 – Receive and Review PDQs/Prepare for Interviews. The CPS HR Project Team will
thoroughly review each PDQ to obtain an understanding of the duties and responsibilities assigned
to each position. Job audit interview questions for study employees will be developed based upon
the results of the documentation review. CPS HR project team members will develop an interview
schedule and will coordinate the schedule with the City’s designated staff member (this individual
will assume responsibility for coordinating the interview schedule with CPS HR and the study
employees, notifying employees of their allotted time and date, making changes to the schedule,
notifying all parties concerned, and for reserving any conference rooms).
Task 7 – Conduct Job Evaluation interviews. In addition to the written PDQ’s, CPS HR will
conduct job audit interviews with a representative sampling of study employees to ensure CPS
HR has a complete understanding of the duties and responsibilities assigned to each position.
CPS HR’s budget assumes that position audits will be conducted with all incumbents in single
Proposal to the City of Rancho Palos Verdes
Classification and Compensation Study
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position classifications and a representative sample (approximately 50%) of study employees in
multiple position classifications to ensure a comprehensive understanding of the bodies of work
across the different City departments. This would mean a total of approximately 44 employees
will be interviewed. Interviews with supervisors/or managers may also be held to further clarify
information documented on their subordinate employees’ PDQ’s. For planning purposes, each
individual interview is approximately 30 minutes and supervisor or manager interviews range
from 45 minutes to an hour.
Task 8 – FLSA Analysis. In addition, the team will analyze the duties and responsibilities of each
position and provide recommendations to ensure compliance with FLSA exempt/non‐exempt
designations. Each position will be thoroughly reviewed based on the duties, responsibilities,
scope of authority and span of control for purposes of determining whether it is exempt or non‐
exempt under the Federal Labor Standards Act. We will provide a brief write‐up on any
positions that we find are mis‐designated and summarize all other position designations in
table format. The CPS HR Project Team will prepare a summary report in a table format
presenting the following information:
Employee name
Current classification
Current FLSA status
Recommended FLSA status
Exemption type (if applicable)
Brief summary on the rationale for the exemption (if applicable)
Task 8 Deliverable: FLSA Recommendations
Task 9 – Analyze Classification Data/ Prepare and Present Draft Classification Report. The
Project Team will analyze all information collected from the incumbents and his/her
supervisor/manager, and any comparator interviews, to identify the job level, scope,
typical duties, requisite knowledge, skills, abilities, and other job‐related characteristics.
This analysis will be used to make recommendations on how the study position(s) should be
allocated within the City’s classification structure; however, there are sometimes instances
where there is no current classification to which a position can be assigned. In that case,
after consultation with the City’s Internal Project Manager, CPS HR may recommend the
introduction of a new classification.
The Project Team will revise/develop any current or new classification specifications in a
manner aligned with the City’s format to ensure consistency in standards; we anticipate the
classification specification would encompass the following sections:
a) General definition of the classification
b) Statement of supervision received and exercised
Proposal to the City of Rancho Palos Verdes
Classification and Compensation Study
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c) Essential function statements
d) Knowledge, skills and abilities statements
e) Required education and experience statements
f) Required special training, licensure, or certifications
g) Physical requirements
h) Working environment or conditions
i) Exempt/Non‐Exempt designation
The Project Team will then prepare a Draft Classification Report which will include the
methodology, classification concepts, findings, allocation recommendations for each position
and any new or revised classification specifications. To mitigate project costs, a review of these
findings can be conducted via a conference call if needed.
Task 9 Deliverable: Draft Classification Report and Classification Specifications
Task 10 – Prepare Final Classification Report and Classification Specifications and Present to
City Council. Once the City has reviewed the draft documents and provided feedback, an
original, an electronic copy in Word format and the requested number of copies of the Final
Classification Report and classification specifications will be submitted to the City’s Internal
Project Manager. The CPS HR Project Manager will present the final classification study report
to the City Council.
Task 10 Deliverable: Final Classification Report and Classification Specifications /Presentation
to the City Council
Task 11 – Classification and Compensation System Training/Documentation. At the
conclusion of the study, the CPS HR Project Manager will conduct a training session on the
development and maintenance of the classification and compensation plans. It is CPS HR's
standard practice for trainings of this nature to conduct a one‐day training session with the
City’s designated staff to provide more comprehensive details on the classification and
compensation study processes, methodologies, deliverables, implementation, and ongoing plan
administration. The goal of this training day will be to assist the City’s designated staff in
understanding the job evaluation process and provide the City with the tools and
understanding of those tools to allow for the continued maintenance and further development
of the classification and compensation systems going forward.
Task 11 Deliverable: Custom training materials, including classification plan implementation
and maintenance manual.
Proposal to the City of Rancho Palos Verdes
Classification and Compensation Study
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Compensation Project Approach and Tasks
The general purpose of a compensation study is to identify pay trends for specific jobs within
the market, and to determine how a client’s salaries are aligned within the market. In these
studies, the role of the consultant is to conduct the necessary research and market analyses
which are aligned with best practices, and to then provide sound and defensible
recommendations to our clients on pay levels for jobs.
The compensation work plan outlined in this section is intended to define all tasks within a
comprehensive compensation study from labor market selection to final reports, and the types
of deliverables associated with the task
Compensation Work Plan Tasks
Task #1 – Review the City’s Background Materials. Upon contract execution, CPS HR will
request background information from the City in order to ensure the Project Manager is
prepared for the initial meeting. Typical material requests for compensation studies include
salary schedules, benefits summaries, compensation policies and procedures, classification
specifications, and any other documents relevant to the study.
Task #2 – Initial Project Meeting/Labor Market Agency and Benchmark Selection. The CPS HR
Project Manager will meet with the City’s Internal Project Manager and stakeholders to discuss
the study methodologies, deliverables, timelines, communication and data collection methods.
The budget prepared for this compensation study assumes that a maximum of twenty four
classifications will be surveyed within an identified labor market of no more than twelve
agencies. During this same on‐site visit the CPS HR Project Manager will conduct a workshop
with these key stakeholders to discuss the following elements of compensation policy:
Labor Market Agency Selection ‐ This section of the workshop focuses on the typical
labor market selection criteria and the process by which CPS HR will evaluate and
prepare recommendations for the City’s labor market agencies; such selection criteria
typically includes:
Geographic Proximity
Size of the organization (measures may include number of employees
or population)
Services provided
Past labor market agency practices
Cost of Living/Cost of Wages
Additional workshop topics are
Use of private sector data
Labor market position (i.e. median, mean or other percentile)
Proposal to the City of Rancho Palos Verdes
Classification and Compensation Study
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Benchmark classifications to be selected based on the following criteria:
They should be classifications for which counterparts can readily be
found in surveyed employers so that sufficient compensation data can be
gathered. Classifications which have a large number of comparables
from other agencies are generally selected as benchmark classifications.
Benchmark classifications should have significant relationships to other
classifications in their occupational group. This ensures that they will
make good reference points in relating and establishing salaries for other
classifications within their occupational groups.
Using the selection criteria, the CPS HR Project Team will conduct research on potential labor
market agencies and will provide the City with a memorandum detailing the recommended
agencies and benchmark classifications to be used in the study.
Task 2 Deliverable: Draft Labor Market Agency and Benchmark Survey Classifications
Recommendations
Task #3 – Design, Develop and Distribute the Survey Instrument. The CPS HR Project Team
will develop a comprehensive survey instrument to ensure the effective collection of salary and
benefits information from each of the survey agencies. The survey instrument will include a brief
description of each of the survey classifications with a request for the minimum and maximum
monthly salary for each. CPS HR’s survey instrument is designed to be completed electronically or, if
need be, in hard copy.
Task 3 Deliverable: Survey instrument
Task #4 – Review, Analyze and Validate Labor Market Survey Data. To ensure our clients
receive the most accurate data for their study, CPS HR does not solely rely on the
completed surveys received from the labor market agencies without checking the validity of
the submission. Thus, in conjunction with the survey instrument received from each labor
market agency, the Project Team will review any additional survey agency background
materials such as copies of classification specifications, organization charts, staffing
information, and other useful materials to substantiate the accuracy of the comparability of
the matches. It is critical that the Project Team review such documents since titles alone
can often be misleading and should not be relied upon. Further, CPS HR is committed to
attaining full participation from the labor market agencies, either through obtaining each
agency’s agreement to complete the survey, and/or by the Project Team’s completion of
surveys as needed. Once the Project Team has completed their survey analysis tasks, the
Project Manager will audit the final data as part of our quality review process.
In order to determine whether a match from a labor market agency is comparable to the City’s
benchmark, CPS HR utilizes a whole job analysis methodology; this commonly used
methodology analyzes the job as a whole, rather than by individual factors, by evaluating the
Proposal to the City of Rancho Palos Verdes
Classification and Compensation Study
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core duties and responsibilities, the nature and level of work performed, and the minimum
qualifications to determine whether the classification is comparable enough to be utilized as a
match. The methodology recognizes slight differences in duties assigned to matches from
other labor market agencies which do not impact the type, nature and level of work performed.
Matches should not be so broad that they include classifications performing dissimilar work, or
work done at a higher or lower level but they also should not be so narrow that they exclude
matches doing comparable work, with slight differences in work that do not change the level
and nature of work.
Task #5 – Design and Develop Data Spreadsheets. CPS HR will develop an individual data sheet
for each survey classification that presents the comparable classification used in each agency
with the relevant data associated with that classification, such as the salary range minimum and
maximum. The labor market data analyses will be conducted based upon the labor market
position affirmed within the City’s compensation philosophy (e.g. median, mean, or other
percentile). Each comparable match for each survey classification is reported in the relevant
data sheet for full disclosure and review by others. We find this level of transparency in
matching provides for a better understanding and acceptance of study results.
Task 5 Deliverable: Individual data sheets for each survey classification
Task #6 – Prepare Draft Compensation Report. The Project Team will develop a Draft
Compensation Report detailing the results of the labor market survey. This draft report will
comprise the following:
Scope of the study
Labor market agencies, including the methodology utilized to identify the
recommended agencies
Study benchmarks, including the methodology utilized to identify benchmarks.
Labor market data analysis/methodologies
Results of the base salary survey
The CPS HR Project Manager will meet with the City’s Internal Project Manager and key
stakeholders to discuss the Draft Compensation Report and to respond to any questions,
comments or concerns on the report.
Task 6 Deliverable: Draft Compensation Report
Task #7 – Conduct Internal Equity Analysis/ Prepare Draft Salary Recommendations. A
comprehensive and balanced pay program is the result of the analysis of external labor market
data, combined with an analysis of important internal relationships that reflect the City’s value
system of jobs. With the whole job methodology, the internal pay relationship analysis for non‐
Proposal to the City of Rancho Palos Verdes
Classification and Compensation Study
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benchmark classifications will involve a number of steps in order to arrive at sound and
equitable relationships. Among others, the most important of these will include:
Analysis of existing and historical pay relationships
Development of consistent, uniform and realistic guidelines for determining internal
relationships including span of control, nature and level of work performed and
related components
Recommendation of equitable and appropriate internal relationship differentials based
on the above
Below is the methodology CPS HR utilizes for establishing salary levels for benchmark and non‐
benchmark classifications in our compensation studies. This methodology would be applied to
all City study classifications.
The first step is to conduct a comprehensive review of the survey results to identify
benchmark classifications to be used in the salary setting process.
The second step is to establish salary recommendations for these benchmark
classifications by setting the salary level based on the market data.
The third step is to conduct a comprehensive review of the City’s current internal alignment
differentials to determine what their practices are, and if they should be adjusted.
The fourth step is to apply recommended internal differentials within job families to
build the salary recommendations for classifications which have significant relationships
to each other because they are in the same job series or family.
The fifth step is to determine what classifications remain that are not benchmark
classifications and are also not part of a job series or family. These classifications are then
reviewed to determine what classification(s) is the subject classification currently internally
aligned with and whether that relationship should be changed. Evaluation factors include
the nature and level of work performed, as well as the minimum qualifications.
The five steps are followed for each classification within the pay plan. A depiction of this work
flow process is presented in Appendix B. The salary recommendations for each study
classification will display the following information:
Classification title
Current monthly salary range maximum
Recommended monthly salary range maximum
The percentage difference and/or dollar amount difference between the current and
recommended monthly salary range maximum
This information will provide the City with the percentage and dollar amount of any increase on
a classification‐by‐classification basis.
Proposal to the City of Rancho Palos Verdes
Classification and Compensation Study
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Task 7 Deliverable: Draft Salary Recommendations
Task #8 – Assist the City in the Development of an Implementation Strategy. CPS HR will work
with the City to develop an implementation plan for study results, which may include a phased
implementation schedule. This plan will be designed taking into consideration both the City’s
available resources and priorities.
Task #9 – Research and Resolve Issues/Prepare the final Compensation Report and Present to
City Council. Based upon the City’s review of the Draft Compensation Report, the Project Team
will follow up and resolve any outstanding compensation issues. Hard and electronic copies of
the Final Compensation Report will be delivered to the City, and the CPS HR Project Manager
will present the compensation study report to the City Council at the same time that she
presents the classification study report.
Task 9 Deliverable: Final Compensation Report/Presentation to the City Council
Schedule
We understand that the City expects to award a contract by late July 2014 and desires the
Classification and Compensation Study to be completed within three to four (3‐4) calendar
months. This is essentially a timeline of approximately sixteen (16) weeks. Based upon the
work plan presented within this proposal, we anticipate a study of this nature could be
completed within the timeline established.
Our time frames are based upon the assumption that the selected labor market agencies will
provide the information required within the specified time frame and that the City will be able to
review, comment on, and approve study products within agreed upon time frames. During the
study, the CPS HR’s Project Manager will provide the City’s Internal Project Manager with interim
status reports weekly on project progress and will assess any impacts on the timeline.
Task # Classification Study Week #
Task 1 Receive Background Materials
Upon contract
execution
Task 2 Develop Job Evaluation Tools Week 1
Task 3 Initial Project Meetings Week 3
Task 4 Conduct Orientation Sessions Week 3
Task 5 PDQ Completion Weeks 4 to 7
Task 6 Receive and Review PDQs/Prepare for Interviews Week 8
Task 7 Conduct Job Evaluation interviews Week 10
Proposal to the City of Rancho Palos Verdes
Classification and Compensation Study
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Task # Classification Study Week #
Task 8 Conduct FLSA Analysis Week 12
Task 9
Analyze Classification Data/ Prepare and Present Draft
Classification Report Week 14
Task 10
Prepare Final Classification Report and Classification
Specifications and present to the City Council Week 16
Task 11
Conduct classification and compensation system training
session for designated staff Week 16
Task # Compensation Study Week #
Task 1 Review the City’s Background Materials
Upon contract
execution
Task 2
Initial Project Meeting/Labor Market Agency and Benchmark
Selection Week 3
Task 3 Design, Develop and Distribute the Survey Instrument Week 5
Task 4 Review, Analyze and Validate Labor Market Survey Data Weeks 7 to 9
Task 5 Design and Develop Data Spreadsheets Week 9
Task 6 Prepare Draft Compensation Report Week 11
Task 7
Conduct Internal Equity Analysis/ Prepare Draft Salary
Recommendations Week 13
Task 8 Assist the City in Developing an Implementation Plan Week 14
Task 8
Research and Resolve Issues/Prepare the Final Compensation
Report and present the City Council Week 16
Proposal to the City of Rancho Palos Verdes
Classification and Compensation Study
Page | 13
Review of Sample Agreement
CPS HR staff has reviewed the City’s sample agreement and we can accept the terms and
conditions set forth in it with only minor exceptions that we respectfully request and hope the
City is amenable to discussion of this language during contract negotiations. They are:
Article 3.4‐Insurance: The insurance policies do not contain cancellation provisions for the
certificate holder and the certificate cannot include this wording. The cancellation clause will
read: CANCELLATION: Should any of the above described policies be cancelled before the
expiration date thereof, notice will be delivered in accordance with the policy provisions.
Article 3.6 Insurance. The primary wording is not available on the Workers' Comp policy.
Article 3.1 Indemnification purports to shift risk beyond our coverage. CPS HR is a Joint
Powers Agency within the State of California and as such we request that
indemnification be limited to public liability.
Fee and Costs
To complete the City’s Classification and Compensation Study as described in this proposal, CPS HR
is proposing fixed professional service fees of $40,000 and an estimated $2,775 in expenses.
CPS HR will bill professional service fees on a monthly basis and any incurred expenses as a
direct pass‐through.
Other approaches may be discussed that will alter the cost of the project. The methods,
approach and timelines described in this proposal as well as the cost estimate have been
prepared as accurately as possible based upon the services requested and study objectives
described in the information provided to CPS HR. The total cost reflects the steps and time
necessary to conduct the study in a sound, thorough and sustainable manner, including
important input and review by the City’s Internal Project Manager and designated stakeholders
to accomplish the study objectives. If changes or additional services are required, we will be
happy to discuss changes to the project activities, schedule and/or cost estimate.
Rates for Additional Services
A rate schedule is presented below for any additional work desired by the City that is not
specified in the work plans prepared for this proposal.
Labor Categories Hourly Rate
Project Manager $120
Project Consultant $105
Technical Support $60
Proposal to the City of Rancho Palos Verdes
Classification and Compensation Study
Page | 14
Capabilities and Qualifications
Relevant Experience
CPS HR is an innovative, client‐centered human resources and management consulting firm
specializing in solving the unique problems and challenges faced by government and non‐profit
agencies. As a self‐supporting public agency, we understand the needs of public sector clients
and have served as a trusted advisor to our clients for more than 25 years. We offer expertise
in the areas of classification and compensation, organizational strategy, recruitment and
selection, and training and development.
CPS HR currently has a staff of 80+ full‐time employees and more than 1,200 subject matter
experts and contract employees who have a wide variety of government, public, and private
sector human resources experience for clients across the country and throughout California.
CPS HR is headquartered in Sacramento, California.
Classification/Compensation Studies for Government Agencies
Throughout our history, CPS HR has developed relationships across a spectrum of public
agencies in city, county, state and federal government, as well as special districts and non‐profit
organizations. We leverage these relationships to develop and conduct comprehensive
compensation studies. Below is a part list of our clients with a focus on local government in
California for which CPS HR has provided classification and/or compensation studies.
PARTIAL CLIENT LIST – LOCAL GOVERNTMENT IN CALIFORNIA
CLASSIFICATION AND/OR COMPENSATION STUDIES
(Past 5‐Years)
Agency Name Agency Name
City and County of San Francisco, CA City of American Canyon, CA
City of Ashland, OR City of Bell, CA
City of Berkeley, CA City of Brawley, CA
City of Burbank, CA City of Indio, CA
City of Las Vegas, NV City of Murrieta, CA
City of Redding, CA City of Rio Dell, CA
City of Rocklin, CA City of Sacramento, CA
City of San Jose, CA City of Santa Ana, CA
City of Soledad, CA City of Tehachapi, CA
City of Vallejo, CA City of Vista, CA
County of Glenn, CA County of Imperial, CA
County of Monterey, CA County of Orange, CA
Proposal to the City of Rancho Palos Verdes
Classification and Compensation Study
Page | 15
County of Placer County, CA County of Sacramento, CA
County of San Diego, CA County of San Joaquin, CA
County of Stanislaus, CA County of Ventura, CA
Greater Los Angeles County Vector
Control District , CA
Los Angeles Department of Water
and Power, CA
Inland Valley Development Agency/San
Bernardino International Airport, CA
Los Angeles County Employees
Retirement Association, CA
Imperial Irrigation District, CA Mojave Water Agency, CA
San Diego County Water Authority, CA Orange County Transportation
Authority, CA
A Sample Study
It is our policy not to share client‐specific reports; however, we think the City will find the
sample Classification Study Report and a sample Compensation Study Report that we provide in
Appendix C insightful. In addition, as part of the reference check, we encourage the City to
request such documents directly from these clients if they would like to see a tailored report.
The reports presented in Appendix C generally describe the sections, topics, narrative,
methodologies and analyses in each report area. These are then tailored specifically to each
client’s classification or compensation plan.
Proposed Consulting Team
CPS HR has assembled a uniquely qualified team of professionals to serve as project resources
for the City. Each of these team members has broad and deep experience in public sector
classification and total compensation systems and analysis. CPS HR has the expertise and
resources for this project so we do not have any subcontractors on our team.
We have selected Ms. Jill Engelmann to be the Project Manager for this study because of the strong
project management skills and depth of experience with studies of this nature that she possesses.
She will serve as the main point of contact for the City’s Internal Project manager, and will manage
CPS HR’s project team; provide oversight for project assignments as well as manage the timeline
and budget for project assignments throughout the duration of the contract. The consultants we
have assigned for work under this contract are listed in the table below.
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Key Relevant Experience
Ms. Engelmann has served as project
manager for various classification and
compensation studies including the
recently completed study for the
City of Santa Ana as well as the
Los Angeles County Employees
Retirement Association and the
City of Rio Dell. She provided overall
planning, direction and coordination of
projects, led staff teams and worked
closely with client representatives.
A brief biography of the Project Manager is presented below. Resumes for each team member
are provided in Appendix D.
About the Project Manager
Ms. Jill Engelmann will serve as the Project Manager for
this project. She has more than 25 years of professional
and management experience in public sector Human
Resources. Her work and project management
experience includes work in the areas of compensation
and classification, job analysis, employee recruitment
and selection, performance management, employee
and management training and development, employee
relations; and personnel policy development. Ms.
Engelmann has worked as a CPS HR consultant for the
last 15 years.
Prior to joining CPS HR, Ms. Engelmann spent five
years for Sacramento County and prior to that she
worked in the human resources department for the
City of Sacramento.
The CPS HR Project Manager will facilitate all onsite meetings with the City’s Project
Representative and stakeholders, coordinate and review all documents and serve as the
City’s main contact for the study.
PROPOSED CPS HR TEAM—STAFF EXPERTISE AT A GLANCE
CPS HR Consultant Name Classification Compensation
Jill Engelmann, MA, SPHR, Project Manager
Monica Garrison Reusch, MBA, Project Consultant
Felicia T. Clayton, MS, MA, Project Consultant
Susan Meibaum, Project Consultant
Ariele Rodriguez, MA, Project Consultant
CPS HR confirms that the team proposed for this project (listed in this table) is committed to and
available throughout the proposed duration of this engagement.
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The following table provides a breakdown of the estimated number of total project hours
allocated to the Project Manager, Project Consultants, and Technical/Administrative Support.
Consultant Classification Project Hours Travel Hours1
Project Manager 103 18
Project Consultant 219 6
Project Technical Staff 60 0
References
We list below and on the following page five government agency clients for current and completed
classification and/or compensation related studies conducted within the past five years.
Los Angeles County Employees Retirement Association (LACERA)
Contact: Ms. Annette Cleary Phone: (626) 564‐6000 E-mail: acleary@lacera.com
Address: 300 N. Lake Avenue, Ste. 630, Pasadena, CA 91101
Services Provided: In 2013, CPS HR Consulting was engaged to conduct a classification and
total compensation study for 48 positions within LACERA’s Information Technology Division and
18 agency‐wide management positions. The total compensation study consisted of 23
benchmark classifications, surveying 11 comparable labor market agencies. Draft classification
and total compensation reports have been submitted for LACERA’s review and CPS HR has met
with LACERA’s Human Resources Director and Executive Management to discuss the study
findings and recommendations. The various phases of this project were completed on time and
within the project budget.
Jill Engelmann served as Project Manager and Monica Garrison‐Reusch served as a
Project Consultant.
County of Ventura – Human Resources
Contact: Ms. Lisa Yoshimura, Manager HR Compensation and Training Phone: (805) 654‐2419
E-mail: lisa.yoshimura@ventura.org Address: 800 South Victoria, Ventura, CA
Services Provided: CPS HR has been retained to conduct a classification and compensation
study of 285 finance positions throughout the County to evaluate the classification structure
1 Travel Hours to be billed at one‐half the cited hourly rate.
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and make recommendations as needed, allocate study positions into the classification
structure, prepare classification specifications and conduct a salary study of finance benchmark
classifications. The project was only recently initiated and to date CPS HR has conducted
multiple employee orientation sessions and management meetings.
Jill Engelmann and Felicia Clayton served as Project Consultants on this project.
City of Santa Ana
Contact: Ellen Smiley, Compensation Manager Phone: (714) 647‐5358 E-mail:
esmiley@santa‐ana.org Address: 20 Civic Center Plaza, Santa Ana, CA 90254
Services Provided: In 2013, CPS HR Consulting was engaged to conduct a classification and
total compensation study for 48 positions within LACERA’s Information Technology Division and
18 agency‐wide management positions. The total compensation study consisted of 23
benchmark classifications, surveying 11 comparable labor market agencies. Draft classification
and total compensation reports have been submitted for LACERA’s review and CPS HR has met
with LACERA’s Human Resources Director and Executive Management to discuss the study
findings and recommendations. The various phases of this project were completed on time and
within the project budget. In 2013, CPS HR Consulting was engaged to conduct a total
compensation study for the City’s mid‐management group consisting of 50 benchmark
classifications, surveying 8 labor market agencies and a compensation study for the City’s
water resources group consisting of thirteen benchmark classifications, surveying 8 labor
market agencies. This project was completed on time and within budget.
Jill Engelmann served as Project Manager and Monica Garrison Reusch and Ariele Rodriguez
served as Project Consultants
City of Rio Dell
Contact: Jim Stretch, City Manager Phone: (707) 764‐3532 E-mail: davidhillzone@aol.com
Address: 63330 Pine Avenue, Bell, CA 90201
Services Provided: CPS HR completed an agency‐wide classification and total compensation
study for the City in 2010, and received very positive feedback from the city. Since then, we
have also completed various follow‐up classification and compensation studies as positions are
added or reassigned. All projects were completed within the agreed‐upon timeframes. We are
currently updating this study.
Jill Engelmann served as Project Manager and Ariele Rodriguez served as Project Consultant.
City of Roseville, Electric Utility Department
Contact: Michelle Bertolino, Director Phone: (916) 774 – 5636 E-mail: mbertolino@roseville.ca.us
Address: 2090 Hilltop Circle, Roseville, CA 95747
Services Provided: The City of Roseville's Electric Utility Department (Roseville Electric)
requested that CPS HR conduct an agency‐wide total compensation study. We developed a
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comprehensive survey that captured information regarding compensation, benefits, staffing
levels, and general pay practices. The survey was distributed to other public and private utilities
in the client's identified labor market. From review and analysis of the survey responses and
the information collected within the client's organization, CPS HR provided a report with the
results of the total compensation analysis, with specific comparison of base pay, additional
compensation, benefits, and other pay practices such as apprentice programs and planned
overtime. The total compensation report enabled the client to determine their current
competitive standing in the labor market and identify needed adjustments. The project was
completed on time and within budget.
Jill Engelmann served as Project Manager and Monica Garrison Reusch served as
Project Consultant.
Appendices
Beginning on page 20, we include the following appendix items:
Appendix A—Sample PDQ with FLSA and ADA
Appendix B—Internal Equity Analysis Flow Chart
Appendix C—Sample Study Reports
Appendix D— Resumes
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Appendix A—Sample PDQ with FLSA and ADA
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Appendix B—Internal Equity Analysis Flow Chart
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Appendix C—Sample Study Reports
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Appendix D—Resumes
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Jill Engelmann, MA, SPHR
Profile
Ms. Engelmann has more than 25 years of professional and management experience in public
sector Human Resources, including experience in the areas of compensation and classification,
job analysis, employee recruitment and selection, performance management, employee and
management training and development, employee relations; and personnel policy
development. She has worked as a CPS HR consultant for the last 15 years, where she has
managed or completed a wide variety of projects in all of the areas listed above. Long term
assignments with CPS HR clients have included the El Dorado Hills Fire Department, California
Independent System Operator, Northern California Power Agency, and United Way.
Ms. Engelmann’s previous experience includes more than five years with Sacramento County
where she managed the Exam Development and Administration Division. Previous experience
also includes working as a generalist, performing the full range of human resources functions
for Sacramento Municipal Utility District and the City of Sacramento.
Employment History
Project Consultant, CPS HR Consulting
Personnel Program Manager, Sacramento County Department of Human Resources
Senior Personnel Analyst, Sacramento County Department of Human Resources
Human Resources Analyst, Sacramento Municipal Utility District
Personnel Analyst, City of Sacramento Department of Personnel
Professional Experience
Acted as the Human Resources Manager on long term assignments with El Dorado Hills
Fire Department, Northern California Power Agency and the United Way, California
Capital Region. In these assignments Ms. Engelmann managed all Human Resources
activities, including employee relations, training, benefits, recruitment, compensation,
and personnel policy development. In all assignments she was responsible for
developing or revising, presenting, and administering a performance management
program.
Has project manager experience on multiple large and small classification,
compensation and exam development projects for public sector agencies, including a
nine month classification study of 1,800 clerical positions for Sacramento County, an
agency‐wide classification and compensation project for El Dorado Irrigation District,
and a total compensation and organizational review project for the City of Roseville’s
Electric Utility Department. Provided overall planning, direction and coordination of
projects, led staff teams and worked closely with client representatives.
Served as Project Manager and/or Project Consultant on dozens of compensations
studies including: Monterey County, City of Roseville Electric Utility, Western Area
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Power Administration, City of Rio Dell, Northern California Power Agency, El Dorado
Irrigation District, Los Angeles Department of Water and Power, Sacramento Municipal
Utility District, El Dorado Hills Community Services District, City of Ashland and most
recently, the City of Santa Ana.
Completed recruitment and selection projects, including job analysis, recruitment
activities, development of selection instruments [structured interview questions,
written exams, job simulation exams, assessment center exercises] for a wide range of
job classes, including engineering, IT positions, management, law enforcement,
scientific; for a wide range of clients.
Developed and conducted training on various Human Resources topics, including Exam
Development and Administration, Recruitment, Hiring and Interviewing for Supervisors,
Sexual Harassment Prevention.
Managed the Exam Development and Administration Division for Sacramento County.
This division included a large professional and technical staff that provided all
recruitment and testing services for an organization of 10,000 employees. As Manager,
Ms. Engelmann was responsible for the division budget, supervision of staff, and the
development, interpretation and enforcement of policies and procedures.
Education
MA (with honors), Industrial/Organizational Psychology, California State
University, Sacramento
BA (with honors), Psychology, California State University, Stanislaus
Senior Professional in Human Resources Certification (SPHR)
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Felicia T. Clayton, MS, MA
Profile
Ms. Clayton is a Project Consultant with CPS HR Consulting. She has more than 20 years of
human resource experience with a diverse background across all boundaries of public, private
and non‐profit organizations. Her human resource experience includes but is not limited to
Classification and Compensation, Mediation & Dispute Resolution, Employee & Industrial
Relations, Project Management, and Talent Management, which includes Recruitment, Staffing
and Selection and Training & Development.
Employment History
Consultant, CPS HR Consulting
Principal HR Analyst, Metropolitan Water District of So. Cal.
HR Analyst, Los Angeles Metropolitan Transportation Authority
Professional Expert, Los Angeles Unified School District
Personnel Supervisor, Japan Life, International
Professional Experience
Served as Project Manager for district‐wide classification study and the redesign of
compensation system impacting 1800+ employees; developed action plans,
facilitated focus group meetings, directed project staff and oversight of work
performed by consultants.
Acted as lead; monitored all daily transactions relating to promotions, and
reclassifications.
Coordinated and reviewed work assignments of employees; monitored workflow;
assessed workload distribution; met with staff to identify and resolve problems,
concerns and issues.
Identified opportunities for improving service delivery methods and procedures.
Assisted management with developing and implementing goals, objectives, policies and
priorities including recommending innovative procedures.
Met with employee representatives to resolve grievances and/or disputes.
Served as subject matter expert providing technical support to management on
interpretation and application of negotiated memoranda of understandings and district
policies affecting wage, hour, classification and physical working conditions.
Designed and implemented a job audit database/tracking system.
Conducted recruitment and selection for represented and unrepresented positions;
developed written examinations and administered all other aspects of the hiring
process; managed temporary employee program.
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Coached managers on preparing and conducting performance evaluation reviews;
project lead for redesign of the performance appraisal and review process; prepared
and reviewed performance/corrective action plans for consistency and accuracy.
Certification and Specialty Areas
Certification, Industrial Relations, Loyola Marymount University, Los Angeles, California
Mediator/Facilitator/Conciliator, Office of the LA City Attorney, Dispute Resolution
Program
Education
MS, Culture and Communication, Trinity International University, Deerfield, Illinois
MA, Criminal Justice Administration, California State University Los Angeles, LA, California
BA, Interdisciplinary Studies, California State University Dominguez Hills, Carson, California
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Monica Garrison Reusch, MBA
Profile
Ms. Garrison Reusch has more than ten years of human resource program experience, all of
which have been spent serving as either a team consultant or Project Manager on projects
working with public sector agencies. Ms. Garrison Reusch’s primary professional focus over the
last several years has been on classification and compensation practices. She has served as
either a team member or Project Manager on varied projects including large scale studies done
for the County of Bernalillo, the Eastern Municipal Water District, Imperial Irrigation District,
and the California State Department of Personnel Administration and smaller specialized
studies for agencies such as the Sacramento Municipal Utilities District, the Los Angeles
Department of Water and Power, Orange County and the City of Bell.
Employment History
Project Consultant, CPS HR Consulting
Consultant, CPS HR Consulting
Administrative Analyst, CPS HR Consulting
Professional Experience
Provides a broad range of human resources services to public agencies as Project
Consultant for CPS HR Consulting; has conducted projects for various jurisdictions,
primarily classification and compensation studies.
Serves as project consultant, lead or manages small‐, medium‐ and large‐scale
compensation projects for public sector agencies including, state agencies, counties,
cities and special districts. Ms. Garrison Reusch specializes in compensation projects
focusing on both base salary and total compensation analysis studies. Ms. Garrison
Reusch has participated on project teams for both large and small scale compensation
studies, including recent large studies performed for the following agencies: Los
Angeles Department of Water and Power, CA Department of Water Resources, CA
Department of Food and Ag, and the City of Bell. Ms. Garrison Reusch has also served
as lead consultant on several studies including recent work done for Bernalillo County,
NM and past large statewide total compensation studies performed for the State of
California.
Serves as a project consultant performing classification studies and organizational
analysis; performs participant and management briefings; distribute, collect and analyze
questionnaires; conduct employee and staff audits; prepare recommendation reports
and respond to study appeals; conduct in depth survey and analysis of organizational
structure and past organizational practices.
Provides training and facilitation experience includes developing training materials and
training public employees at varying levels on classification and compensation topics.
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Education
MBA, Golden Gate University, Sacramento, CA.
BS, University of Southern California, Los Angeles, CA
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Susan Meibaum
Profile
Ms. Meibaum is a Project Consultant with CPS HR Consulting. She has more than 20 years of
compensation and classification experience. She has worked for medium and large US and global
organizations as well as local government and a non‐profit. She has extensive experience in
designing merit, incentive and bonus programs; compensation market benchmarking, data
analysis; and position classification. She is a seasoned project manager, who is able to manage
complex projects with long timeframes (six to 12 months).
Ms. Meibaum advises clients on compensation options and best practice. She also provides
training and guidance on implementation.
Employment History
Project Consultant, CPS HR Consulting
Compensation & Classification Consultant, City of Carlsbad
Sr. Manager Global Compensation & Benefits, Gemological Institute of America
Compensation Manager, WilmerHale
Compensation Consultant, Comair
International Compensation & Benefits Consultant, Convergys
Senior Compensation Analyst, American International Group (AIG)
Senior Compensation Advisor, Hess Corporation
European Compensation Analyst, Citibank
Professional Experience
Proficient in designing and implementing a job evaluation process that is based on
position competencies and skill requirements; and that fits the requirements of the
organizational structure. Able to recommend job titling standards that reflect the
public‐sector or nonprofit sector. Compensation administration expertise includes
completing job audits and Fair Labor Standards Act (FLSA) audits; reviewing and
updating job descriptions.
Works with clients to develop and implement compensation policies and philosophies
that tie back to the organizational and human resources goals and objectives. Designs
surveys and templates to gather and analyze compensation and benefits data, and
market intelligence. Reviews, validates and evaluates compensation and benefits data.
Makes compensation recommendations and highlights opportunities for change.
Designs and develops merit, incentive and bonus programs. Also, skilled at designing
and developing salary range structures.
Provides organizational strategy services to include consulting with the client to ensure
that compensation goals, philosophy and policies reflect the organization and human
resources vision and strategy.
Has developed training presentation materials in compensation terminology and
principals. Has delivered training to human resource and/or senior management on the
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implementation of new compensation programs and policies. Has advised clients on
compensation options and provided training and knowledge transfer.
Has served as Project Manager on small project groups working on complex projects
with long timeframes (six months to a year). Experienced in developing project goals,
scope, timelines and deliverables.
Compensation‐related work Ms. Meibaum did prior to joining CPS HR includes:
Management compensation analysis; City of Carlsbad. Evaluation of existing
management salary ranges including compiling data from selected agencies,
regression analysis and levelling of positions.
Global compensation initiative; Gemological Institute of America (GIA).
Researched, recommended and agreed a compensation philosophy: a new pay
structure, grading, job evaluation and titling standards for US and global
locations. Documented all new processes and procedures.
Survey data analysis; Gemological Institute of America (GIA). Sourced suitable
compensation survey data for each location/business; and completed analysis of
competitiveness of base salary and total compensation. The results were used
as part of the annual compensation planning cycle.
Compensation benchmark study; WilmerHale. Completed a compensation and
benefits benchmark study of the International offices, including Germany, UK
and Belgium.
Compensation market benchmark study; Comair. Assessed the competitiveness
of Comair base salaries and incentives and recommended actions where gaps
existed. Matched jobs to appropriate survey (industry specific or local market)
and agreed analysis parameters.
Global compensation and benefits project; Convergys. Researched, wrote and
agreed a global compensation and benefits philosophy to set the compensation
and benefits standards worldwide.
Salary ranges; Convergys. Developed salary ranges for overseas countries where
they did not previously exist.
Education
BS in Business Administration, Bath University
Professional Associations
WorldatWork
Professional Certification and Awards
Institute of Personnel Management, Stage 2, South West London College
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Ariele Rodriguez, MA
Profile
Ms. Rodriguez is a Project Consultant with CPS HR Consulting. She has over 10 years of Human
Resource experience as well as significant experience in instruction and management in public,
non‐profit and for‐profit environments. Ms. Rodriguez is a knowledgeable and user‐friendly
human resource professional dedicated to supporting efficient, open, and productive work
environments which leverage human capital and foster employee engagement.
Employment History
Project Consultant, CPS HR Consulting
Human Resources Specialist, Alta California Regional Center
Faculty, University of Phoenix
Service Manager, Wells Fargo Bank
Human Resources Assistant, Macy’s
Competency Areas
Served in a supporting role on classification projects including job auditing and
interviewing incumbents to identify similarities and differences. In previous jobs, has
made recommendations to executive management for combining or separating specific
jobs and job categories. A careful listener who sees the big picture as well as intricacies
in individual tasks within the scope of the employer’s organizational structure.
Served in a supporting role on compensation projects including collecting and compiling
compensation and benefits information for like‐agencies for comparison and making
recommendations to executive management for changes to the compensation schedule.
Analytic thinker comfortable with data collection and analysis.
Has significant employee relations experience in labor relations with bargaining unit,
grievances, performance management, corrective action, and workplace investigations
including sexual harassment and hostile work environment. In previous positions has
represented executive management and leadership team in grievances and employment
disputes including arbitration. Approachable and collaborative communicator who
seeks win‐win outcomes for employees and employer.
Has significant experience facilitating and performing human resource foundation
material and activities including fundamentals of HR, management communication,
recruitment, and employee relations.
Served in a supporting role as an organizational strategist implementing administrative
and operational strategic measures. Provided forecasting, employee perspectives, and
recommendations to executive management to assist in creating, reassessing, and
achieving employer’s mission and vision.
Has conducted candidate screening and selection for a variety of positions including
executive management. Strong judge of character talented in matching candidates with
particular positions and supervisor styles/preferences.
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Has served as trainer and facilitator including development and delivery of university
curriculum and management training. Style of instruction is participatory, Socratic,
clear, and supportive.
Served as project management on some classification, candidate selection strategy, new
performance evaluation, and new job description projects. Deadline driven,
accountable, and effective in engaging partners and achieving buy‐in in the project
management process.
Education
M.A. Organizational and Instructional Communication Studies
B.A. Interpersonal and Small Group Communication Studies
Professional Associations (Only those relevant to your work with CPS HR)
Society for Human Resource Management (SHRM)
Sacramento Area Human Resource Association (SAHRA)
Professional Certification and Awards (current and relevant)
Basic Mediation Skills Certification