Trustees voted Nov. 17 to adopt a package of procedural changes for non‑represented employee pay adjustments after a lengthy discussion about transparency, committee oversight and employee retention.

The Administrator outlined the pay‑range system that governs non‑represented positions, the internal controls (position authorizations, pay ranges and an overall salary budget) and the equity/market adjustment process. He told the board that four pay adjustments had been made in 2025 and that the administration wanted documented procedures added to the employee handbook and an approval‑request form included in the packet.

Concerns from trustees and public commenters focused on several themes: whether the General Government & Finance (GGF) committee’s votes were being respected; the optics of mid‑year market adjustments after a GGF vote; and the need for timely decisions when competitive offers threaten to make retention difficult. Trustee Jen Miller said she was disappointed earlier committee recommendations were not followed and urged stronger checks. Others, including Trustee Pieper, argued the administrator needs limited authority to make timely adjustments to retain staff.

After motions and amendments, the board adopted the following: add procedures to the employee handbook documenting the adjustment process; require the village administrator to report any approved adjustments to the Village President and the entire GGF committee (not just the chair); and allow the village administrator to approve adjustments up to $10,000, with larger adjustments (and director‑level salaries) coming before the board. The board also agreed the adjustment‑request form will be finalized and attached to the revised handbook for additional review by GGF.

Separately, the board approved the 2026 merit pay plan (a 3.5% merit pool, cost $229,000) consistent with the adopted budget.

What this means: small, non‑director market or equity adjustments up to $10,000 can be approved administratively but must be reported to GGF; higher dollar adjustments and director‑level pay changes will require board approval. The handbook language and form will be added and circulated for committee review.