FAIRFAX TOWN COUNCIL MEETING
SUPPLEMENTAL STAFF REPORT
1 SUPPLEMENT TO AGENDA ITEM #9
MEETING DATE: April 3, 2024
PREPARED FOR: Mayor and Town Council
PREPARED BY: Jeffrey Beiswenger, Planning and Building Services Director SUBJECT: Supplement to Agenda Item #9 Adopt a Resolution creating new job classifications for Building Official and Building Inspector and amending annual salary schedule for fiscal year 2023-24.
RECOMMENDATION
Minor revisions and corrections have been made to this staff report, the Building Official job description, the Building Inspector job description, and the salary schedule.
ATTACHMENT
Staff report and attachments
FAIRFAX TOWN COUNCIL MEETING
STAFF REPORT
SUPPLEMENT TO AGENDA ITEM #9
MEETING DATE: April 3, 2024
PREPARED FOR: Mayor and Town Council
PREPARED BY: Jeffrey Beiswenger, Planning and Building Services Director SUBJECT: Supplement to Agenda Item #9 Adopt a Resolution creating new job classifications for Building Official and Building Inspector and amending annual salary schedule for fiscal year 2023-24.
RECOMMENDATION
Adopt a Resolution creating new job classifications for Building Official and Building Inspector and amending annual salary schedule for fiscal year 2023-24.
BACKGROUND
The Town currently has an approved job description for a Chief Building Official / Public Works Manager. This position is in the FY 23/24 budget, but the job classification is outdated and needs to be updated and replaced. The job responsibilities of this position no longer need to include the Public Works Manager duties. Public Works has been established as a separate department.
The Town does not have a Building Inspector position. This is a typical position that most jurisdictions have available to complete routine inspections – typically reporting to a Building Official or the directly to a department director. While Fairfax does not have the workload to justify both a building official and a building inspector, having both job classifications provides some advantages, described later in this staff report.
The current Chief Building Official / Public Works Manager is expected to retire at some point within the next year and the establishment of the new job classification will allow for recruitment efforts to begin in earnest.
DISCUSSION
Staff recommends that both job descriptions for the Building Official and the Building Inspector, included as exhibits to the resolution, and related pay ranges are added to the Town’s list of potential job opportunities. This will provide flexibility and will aid in recruitment efforts and increase the Town’s ability to hire new employees to fill vacant positions. This goal is to continue to enable the Town to provide efficient building inspection services.
Staff would recommend hiring either a Building Official or a Building Inspector, but not both. The position of Building Official is highly competitive and could be challenging to fill. Recent recruitment efforts in other nearby jurisdictions have failed or have taken multiple attempts. Recruitment efforts for a Building Inspector could be more successful, since this is a larger labor pool, but the Town would need to supplement this position with a consultant that could serve as the Town’s Building Official on an as-needed basis.
2 To meet various state and federal building code related requirements, certifications are necessary.
The International Code Council offers certifications for many of the certifications required by the State. It is important that any newly hired Building Official or Building Inspector have certifications or are positioned to obtain certifications within a year. Due to the classwork and training involved it can sometimes take a few years for individuals to obtain the certifications, so the preference would be to hire a person with some or all of the required credentials already in place. The Town can also supplement Town staff with consultants that have certifications, but the preference would be to have credentialled personnel in-house. The following are required to approve most building permits:
• Certification as a Building or Combination Inspector by the International Code Council. • Certification as a Building Official by the International Code Council. • Certification as an Access Specialist (CASp) by the Division of the State Architect.
Recommended Pay Ranges
Staff has researched other nearby jurisdictions to compare salary ranges (Table 1). Having a competitive salary will increase the chances of a successful recruitment process.
Table 1
Salary Comparisons with other jurisdictions
Position Building Official* Inspector*
Fairfax Chief Building Official /Public Works Manager
(Current)
$11,485 n/a
Fairfax (Proposed)
- Building Official $13,500
- Building Inspector $9,500
San Anselmo
- Building Official $13,325
- Building Inspector $9,704
Corte Madera
- Building Official $13,842**
- Building Inspector $9,329
Mill Valley
- Building Official $12,332
- Building Inspector 2 $9,097
- Senior Building Inspector $11,210
Larkspur
- Building Official $13,882
Sausalito
- Chief Building Official $12,161
- Building Inspector $10,186
* Monthly salaries. Top of range for comparison. Titles and job responsibilities vary. ** Corte Madera included a $20,000 hiring bonus for the first year.
The current salary for the Fairfax Building Official is below market and Staff recommends that the pay range is increased. Fairfax does not currently have a job classification for a Building Inspector 3 so this salary should also be set to be competitive with other jurisdictions. The following salary ranges for the building official are based on Larkspur and Corte Madera salaries, which have both recently filled the position successfully. The salary range for the building inspector are based on the average of the similar sized jurisdictions. Staff recommends believes that the following salary ranges are competitive and could lead to a successful recruitment:
• Building Official: $11,661 to $13,500 monthly / $139,932 to $162,000 annual • Building Inspector: $8,206 to $9,500 monthly / $98,472 to $114,000 annual CalPERS requires the Town Council to adopt a salary schedule by resolution. Each time salaries change, or positions are added, the Town must adopt a new resolution amending the salary schedule to reflect the changes.
FISCAL IMPACT
The budget for FY23-24 includes funding for the Chief Building Official / Public Works Manager position within Fund 01 (General Fund), 321 (Building Inspection & Permits). The Building Official salary is paid from Budget item 01-321-401.
The recommendation is that the top salary step for this position is increased from $137,820 for the current budgeted Chief Building Official / Public Works Manager position to $162,000 for the newly created Building Official position to be comparable to other jurisdictions in the area. This would be an increase of $24,180 annually. A Building Inspector would potentially be hired if recruitment for a Building Official failed and at a top salary of $114,000. This would have reduced impact on the budget for permanent staff. However, any cost savings would likely be offset through the use of a consultant with the required Building Official credential as a staff supplement.
ATTACHMENT
Resolution of the Town Council of the Town of Fairfax Adopting New Job Classifications for Building Official and Building Inspector and Amending Annual Salary Schedule for Fiscal Year 2023-24
RESOLUTION 24 - __
A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF FAIRFAX
ADOPTING NEW JOB CLASSIFICATIONS FOR BUILDING OFFICAL AND BUILDING INSPECTOR AND AMENDING ANNUAL SALARY SCHEDULE FOR FISCAL YEAR 2023-24 WHEREAS, the Town provides building permitting services and requires building code professionals with appropriate State recognized certifications; and WHEREAS, the Town currently has a job classification for Chief Building Official / Public Works Manager which is outdated and needs to be updated; and
WHEREAS, the Town seeks to create a new Building Official and Building Inspector job descriptions that match the needs of the Town and includes the necessary qualifications and State certification requirements; and
WHEREAS, CalPERS regulations require the Town Council to adopt a salary schedule and at a duly noticed public meeting held on July 12, 2023, the Town Council adopted Resolution No. 23-39 adopting an Annual Salary Schedule for Fiscal Year 2023-2024, which was most recently amended at a duly notice public meeting on February 7, 2024 when the Town Council adopted Resolution 24-12; and WHEREAS, at a duly noticed public meeting April 3, 2024, the Town Council considered new job classifications for building Official and Building Inspector, and salary ranges for both positions.
NOW, THEREFORE, BE IT HEREBY RESOLVED that the Town Council of the Town of Fairfax adopts Job Classification for Building Official (Exhibit A); Job Classification for Building Inspector (Exhibit B); and an updated Salary Schedule which incorporates the salary ranges for both positions (Exhibit C) attached hereto and incorporated herein.
The foregoing Resolution was duly passed and adopted at a Regular Meeting of the Town Council of the Town of Fairfax held in said Town on the 3rd day of April 2024, by the following vote, to wit:
AYES:
NOES:
ABSENT:
____________________________
Barbara Coler, Mayor
ATTEST:
________________________________
Christine Foster, Deputy Town Clerk
Attachments:
Exhibit A – Job Classification for Building Official
Exhibit B - Job Classification for Building Inspector
Exhibit C - Updated Salary Schedule
TOWN OF FAIRFAX
Department of Planning & Building Services
BUILDING OFFICIAL JOB DESCRIPTION
POSITION DESCRIPTION
To provide administrative and technical oversight for all building construction work occurring within the Town through permit application, plan review, permit issuance, and building inspection; to ensure compliance with State-adopted construction and accessibility standards and related Town ordinances and regulations; to coordinate assigned activities with other Town departments, and outside agencies; and to provide highly responsible and complex administrative support to the Planning & Building Services Director (Director).
DISTINGUISHING CHARACTERISTICS
This is a single position, manager level classification. The position receives direction from the Director and the Town Manager. The position may supervise technical and administrative staff. The employee exercises discretion in applying general goal and policy statements and in resolving organizational and service delivery problems.
EXAMPLES OF DUTIES AND RESPONSIBILITIES
Responsible for all services and activities of the Department related to building and encroachment permit activity including permit application, plan review, permit issuance, and building inspection to insure compliance with the building, electrical, plumbing, housing, sign and mechanical codes, State Title 24 requirements, disabled access regulations, and related provisions of the municipal code; administer, interpret and enforce the provisions of the building standards codes and other municipal regulations as they apply to building matters.
Review construction plans, specifications and engineering calculations to determine compliance with adopted codes, ordinances and laws; prepare written correspondence relating to corrections and deficiencies in plan submittals.
Perform field inspections of commercial and residential buildings during various stages of construction to verify that construction, alterations, maintenance, structural, plumbing, electrical, and mechanical work is conducted in compliance with provisions of codes and approved plans and specifications.
Advise, investigate and resolve the most technical and political complaints and inquiries; review new products or methods of construction for suitability; prepare and recommend modifications to building code provisions.
Building Official Job Description
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Perform review of residential properties offered for sale; review file records for relevant construction histories.
Issue permits for new construction activities; calculate fees and verify validity of state licensing for contractors who are obtaining permits.
Confer with design professionals, contractors, and property owners regarding construction and code requirements; research, interpret and explain adopted codes, ordinances and laws; refer the public to appropriate sources for assistance.
Investigate and resolve complaints relating to code and ordinance requirements; inspect dangerous buildings and coordinate abatement actions pursuant to Town codes; confer with the Town Attorney on legal action; negotiate and resolve significant and controversial issues.
Operate and maintain a building permit tracking system; enter inspection, plan review, and permit status records. Issue certificates of occupancy for new and altered buildings.
May supervise the work of assigned personnel; provide or coordinate staff training; assign and review work; work with staff to correct deficiencies; conduct employee evaluations.
Prepare ordinance documentation for code adoption proceedings; make presentations to the Town Manager, Town Council, commissions, and boards and prepare necessary reports.
Coordinate and oversee consultant plan review and inspection activities to ensure timely completion of work, accuracy, and conformance with adopted codes, ordinances and laws.
Serve as a liaison for the with other Town departments, contractors, builders, engineers, developers, architects, outside agencies and the public in acquiring and providing information and coordinating services and activities.
Develop customer handout and information packets related to construction, code and ordinance requirements; prepare and maintain accurate records, documents and transmittals for record files.
Provide responsible staff assistance to the Director; prepare and present reports and other necessary correspondence; participate in providing technical presentations to the Town Manager, Town Council, and various groups and agencies.
Stay abreast of new trends, innovations, and regulations in the fields of plans examining and building inspection.
NECESSARY QUALIFICATIONS
Knowledge of:
• Principles and practices of administration and budget management for a comprehensive building inspection and plan review program.
• Pertinent Federal, State, and municipal laws, codes, ordinances and regulations related to building, construction and zoning.
• Principles of architectural, structural, and energy design, soils analysis and engineering mathematics.
Building Official Job Description
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• Methods, materials and techniques used in building construction. • Installation methods for electrical, plumbing and mechanical systems and equipment. • Occupational hazards and standard safety practices necessary in construction work areas. • English usage, spelling, grammar and punctuation.
Ability to:
• Provide administrative and professional leadership and direction on building code related issues on behalf of the Department; supervise, train and evaluate staff. • Analyze, interpret and check complex plans, specifications, calculations, laws, and regulations.
• Comprehend and interpret moderately complex engineering calculations and make arithmetical computations quickly and accurately.
• Apply proper inspection techniques and use field inspection tools accurately to detect deviations from approved plans, regulations, and adopted codes and ordinances; apply regulations and codes and ordinances consistently among projects. • Interpret and apply pertinent federal, state and local laws, regulations, codes, ordinances and procedures and enforce same with firmness and tact. • Advise the public on various ordinances and requirements related to code construction. • Prepare ordinances and code amendments; prepare and maintain records and comprehensive technical reports.
• Research, analyze, and evaluate new methods and procedures. Schedule appointments and utilize time in an efficient and effective manner.
• Establish, maintain and foster positive and harmonious working relationships with those contacted in the course of work; communicate clearly and concisely, both orally and in writing.
REQUIRED EDUCATION AND EXPERIENCE
Any combination equivalent to experience and training that would provide the required knowledge, skills, and abilities would be qualifying. A typical way to obtain the knowledge, skills, and abilities would be:
Experience: Five years of increasingly responsible experience in the design, construction, plan review and inspection of public, commercial, industrial and residential buildings.
Training: Equivalent to the completion of the twelfth grade supplemented by vocational training or college course work in architecture, construction technology, civil engineering or a related field.
License or Certificate: Possession of certification as a Building Official from the International Code Council (ICC). Possession of certification as a Plans Examiner from the ICC. Possession of, or ability to obtain, an appropriate, valid driver's license. Possession of Certified Access Specialist Program (CASp) certification is desirable, but not required.
Special Requirements: Essential duties require the following physical skills and work environment:
Ability to perform on-site field inspections including exertion of a moderate amount of physical effort Building Official Job Description
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to stoop, crouch, climb, and lift in performance of assigned duties; ability to work around building materials in a safe manner; may be subject to uncomfortable working conditions including exposure to dust, noise, heat or cold; requires the ability to operate a motor vehicle to travel to different sites and locations.
TOWN OF FAIRFAX
Department of Planning & Building Services
BUILDING INSPECTOR JOB DESCRIPTION
POSITION DESCRIPTION
Under supervision, perform building inspection duties at all levels of construction and or review construction plans to ensure compliance with adopted building, plumbing, electrical, mechanical, zoning, and other applicable laws, codes and policies; read and interpret specifications, plans, building codes; prepare inspection reports and plan review comments; represent the Town while performing field inspections and office duties and perform related work as required.
DISTINGUISHING CHARACTERISTICS
This is a journey-level class of the building inspector and plans examiner series. This position works under general supervision and is fully competent to perform combination inspections and reviews at various levels of complexity, exercising independent judgement and discretion based on code knowledge and standard practices. Incumbents are expected to be skilled in one or more trades and possess understanding and code research skills sufficient to confirm applicable codes are accurately followed. The primary role of this position is to perform inspections and possible plans review for a variety of residential, commercial, and industrial construction projects.
Receives supervision from the Building Official or the Planning & Building Services Director (Director). Exercises no official supervisory duties; may provide technical assistance and direction to permit technicians and front counter staff regarding code compliance communications and related practices.
EXAMPLES OF DUTIES AND RESPONSIBILITIES
Responsible for interacting professionally with the public including property owners, contractors, architects, engineers, and developers on matters pertaining to codes and regulations.
Inspect and or review plans for existing and new residential, commercial, and industrial buildings for compliance with all relevant state laws, local codes, and regulations in coordination with fellow departments and agencies. Review encroachment permits for compliance with Town regulations.
Review construction and alteration plans for buildings including residential, commercial and industrial structures for compliance with adopted codes.
Prepare detailed inspection reports and notices for corrections or violations as required, and input data into the permit tracking system of the building permit process.
Building Inspector Job Description
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Perform building plan reviews and revisions of construction documents for permit applications and plans as needed in coordination with staff.
Effectively research adopted codes, referenced standards and information in order to make sound and reasonable decisions and communicate clearly and concisely both orally and in writing with the public and fellow professionals.
Enforce the maintenance of safety, fire, accessibility and health related code requirements in coordination with Fire Department, Police and Environmental Health, Code Enforcement and other public service agencies in order to fulfill the purpose and intent of adopted codes.
Stay informed of new trends, innovations and code updates in the Building Code and construction industry by attending professional training and continuing education classes as necessary.
Operate and properly utilize office equipment, technology and Town resources in the discharge of assigned duties within the guidelines of municipal code and Departmental policies.
Perform related duties and responsibilities as assigned.
Performs work as a designated Disaster Service Worker in accordance with California state law during times of emergency.
NECESSARY QUALIFICATIONS
Knowledge of:
• Principles and common practices of building code inspection, plan review and permitting processes.
• Fundamentals of building design and engineering technology used in the construction industry.
• Pertinent Federal, State, and municipal laws, codes, ordinances and regulations related to building, construction and zoning.
• Principles of architectural, structural, and energy design, soils analysis, engineering and methods, materials and techniques used in building construction. • Installation methods for electrical, plumbing and mechanical systems and equipment. • Modern office procedures and equipment.
• Occupational hazards and standard safety practices necessary in construction work areas. • Safe driving principles and practices.
• English usage, spelling, grammar and punctuation.
Ability to:
• Analyze, interpret and check complex plans, specifications, calculations, laws, and regulations.
• Comprehend and interpret moderately complex engineering calculations and make mathematical computations quickly and accurately.
• Apply proper inspection techniques and use field inspection tools accurately to detect deviations from approved plans, regulations, and adopted codes and ordinances; apply regulations and codes and ordinances consistently among projects.
Building Inspector Job Description
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• Interpret and apply pertinent federal, state and local laws, regulations, codes, ordinances and procedures and enforce same with firmness and tact. • Organize, establish priorities, and set goals and objectives. • Identify and define technical problems.
• Apply principles of logic and scientific reasoning to develop and evaluate alternative courses of action and determine appropriate solutions.
• Effectively communicating to the public various ordinances and requirements related to code construction.
• Properly utilize the permit/inspection tracking system for the Department. • Schedule appointments and utilize time in an efficient and effective manner. • Establish, maintain and foster positive and harmonious working relationships with those contacted in the course of work; communicate clearly and concisely, both orally and in writing.
• Exercise good judgment, flexibility, creativity, and sensitivity in response to changing situations and needs.
• Communicate clearly and concisely, both orally and in writing; prepare complete and accurate reports.
REQUIRED EDUCATION AND EXPERIENCE
Depending on duties assigned, two years of recent and continuous building inspection or plan review experience that includes enforcing structural, electrical, mechanical and plumbing code requirements. ICC Certification could substitute for length of experience.
Equivalent to the completion of the twelfth grade supplemented by vocational training or college course work in architecture, construction technology, civil engineering or a related field.
Any combination equivalent to experience and training that would provide the required knowledge, skills, and abilities would be qualifying. A typical way to obtain the knowledge, skills, and abilities would be:
Licenses or Certificates: Certification as a Building or Combination Inspector and / or Plans Examiner by the ICC (International Code Council) with the ability to obtain and renew additional ICC Building Inspector certifications relevant to duties as a condition of continued employment. Certified Access Specialist program (CASp) certification is desirable, but not required.
Special Requirements: Essential duties require the following physical skills and work environment:
Ability to perform on-site field inspections including exertion of a moderate amount of physical effort to stoop, crouch, climb, and lift in performance of assigned duties; ability to work around building materials in a safe manner; may be subject to uncomfortable working conditions including exposure to dust, noise, heat or cold; requires the ability to operate a motor vehicle to travel to different sites and locations.
Ability to work in a standard office environment; requires the ability to exert a small amount of physical effort in sedentary to light work involving moving from one area of the office to another, as well as between Town Hall offices and onsite field inspections; requires sufficient hand/eye coordination to perform semi-skilled repetitive movements, such as data entry, and/or use of Building Inspector Job Description
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calculators, computer keyboard and other equipment assigned for use by building staff; to exert moderate amount of physical effort involving lifting and moving of office or field related equipment.
Ability to work in a field environment on construction sites with regular exposure to construction materials, uneven ground or surfaces, water, hazardous materials, noise, chemicals, weather and related environmental conditions. Ability to operate motor vehicle in a safe manner. Ability to walk, stand, sit, kneel, crouch, crawl, climb ladders, and work in confined spaces as needed.
REPRESENTED EMPLOYEES: FT PT UNIT LOW HIGH LOW HIGH
TOWN MANAGER
DEP TOWN CLERK/ASST TO THE TOWN MGR
1.00 NOTE 1 19,754 19,754 237,053 237,053
PUBLIC WORKS DIRECTOR 1.00 MGMT 14,335 16,594 172,019 199,130 PLANNING & BUILDING DIRECTOR 1.00 MGMT 13,561 15,698 162,727 188,374 DEP TOWN CLERK/ASST TO THE TOWN MGR 1.00 MGMT 11,036 12,776 132,436 153,312 FINANCE DIRECTOR 1.00 MGMT 11,036 12,776 132,436 153,312 CHIEF BUILDING OFFICIAL/PW MGR 1.00 MGMT 9,921 11,485 119,054 137,825 BUILDING OFFICIAL (NEW) MGMT 11,661 13,500 139,932 162,000 BUILDING INSPECTOR (NEW) MGMT 8,206 9,500 98,472 114,000 PRINCIPAL PLANNER 1.00 MGMT 9,429 10,915 113,151 130,981 SENIOR PLANNER - MGMT 8,480 9,816 101,759 117,791
ASSOCIATE PLANNER - MGMT 6,781 7,851 81,376 94,215
ASSISTANT PLANNER 2.00 MGMT 6,195 7,171 74,336 86,052
CLIMATE ACTION COORDINATOR 0.50 MGMT 8,057 9,327 96,688 111,929 RECREATION AND COMMUNITY SERVICE MGR 0.70 MGMT 7,802 9,032 93,622 108,389
MANAGEMENT ANALYST
ASSISTANT TO THE TOWN MANAGER ASSISTANT
- MGMT 7,434 8,606 89,213 103,270
MARKETING AND COMMUNICATION SPECIALIST - MGMT 7,434 8,606 89,213 103,272 ACCOUNTANT II 0.80 MGMT 7,432 8,603 89,188 103,235
ACCOUNTANT I - MGMT 6,420 7,432 77,041 89,188
COMMUNITY RESOURCES COORD 0.50 MGMT 5,759 6,666 69,105 79,997 DEP TOWN CLERK/ADMIN ANALYST 1.00 - CONF 6,812 8,694 81,744 104,328 SENIOR MAINTENANCE WORKER 2.00 SEIU 5,615 7,167 67,381 86,002 MAINTENANCE WORKER III 1.00 SEIU 5,009 6,393 60,108 76,711 MAINTENANCE WORKER II - SEIU 4,727 6,033 56,727 72,400
MAINTENANCE WORKER I 1.00 SEIU 4,500 5,743 54,002 68,914 ADMINISTRATIVE ASSISTANT II 1.00 SEIU 4,737 6,046 56,845 72,556 ADMINISTRATIVE ASSISTANT - SEIU 4,634 5,914 55,613 70,971 POLICE CHIEF 1.00 NOTE 1 15,906 15,906 190,877 190,877
POLICE LIEUTENANT - POA 10,172 12,982 122,063 155,786
POLICE SERGEANT 3.00 POA 8,387 10,705 100,649 128,457
POLICE CORPORAL 1.00 POA 7,402 9,447 88,828 113,370
POLICE OFFICER 6.00 0.25 POA 7,050 8,998 84,598 107,973 POLICE SERVICES TECH/CSO 1.00 POA 5,590 7,135 67,085 85,620 DISPATCHER 5.00 1.00 POA 5,590 7,135 67,085 85,620
OTHER PART-TIME EMPLOYEES: LOW HIGH
RET SPEC HELP SPECIAL PROJ 0.20 58.10 74.15
SUMMER CAMP COUNCILOR 14.49 31.05
POLICE CADET (2) 0.25 26.69 26.69
FINANCE OFFICE ASSISTANT
POLICE CADET (2) ACCOUNTANT I/II(2)
0.10 16.88 19.54
TOTAL FULL-TIME EQUIVALENT (FTE) 32.50 3.80
HOURLY
NOTE: Certain elected positions: (5) COUNCILMEMBERS and (1) TREASURER are paid $300/mo Table includes all authorized positions including those which are frozen or vacant Salaries shown are "Base Wages" and do not include incentive, overtime, premium pay
note 1 - Employment Agreement
*Approved 10-06-2022 and represents a 3.5% COLA for Unrepresented Employee Groups (Management, Confidential, some Part-time positions) and a 4% COLA for SEIU & POA
TOWN OF FAIRFAX
SALARY SCHEDULE
FOR FISCAL YEAR 2023/24
EFFECTIVE 07/1/23 (REV 2/7/24, 4/3/24)
EXHIBIT A
FULL TIME EQUIV MONTHLY ANNUAL