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4.08 Personnel System Rev
o~,DU~~r~ CITY CLERK ~~1 File # ^©©0^'^.~-0 ~- ~ -~ az 700 - d ,C~l~ ~~LIFO~'~1~ AGENDA STATEMENT CITY COUNCIL MEETING DATE: November 4, 2008 SUBJECT: Revisions to the Personnel System Report Prepared by: Julie Carter, Assistant to the City Manager ATTACHMENTS: 1. Resolution Amending the Classification Plan 2. Resolution Amending the Salary Plan 3. Resolution Amending the Benefit Plan 4. Resolution Amending the Management Positions Exempt from Competitive Service and Prescribing Leave Benefits for Designated Positions RECOMMENDATION: Adopt Resolutions FINANCIAL STATEMENT: No Fiscal Year 2008/2009 financial impact. DESCRIPTION: The City's personnel system is governed by several documents. Each document addresses a specific set of issues. The Staff report identifies proposed changes to the City's current personnel system. As discussed below, these proposed adjustments are based on the need to add and modify job classifications in the City's Classification, Salary and Benefit Plans and update Management Positions Exempt from Competitive Service and Prescribing Leave benefits for designated positions to be consistent with the City's recently adopted Personnel System Rules. CLASSIFICATION PLAN AMENDMENT Pursuant to the City's Personnel System Rules, a job description must be adopted for each classification in the organization. The job description typically includes key elements, knowledge, skills, abilities and requirements of the position. The job descriptions make up the City's Classification Plan. The current job description for the Administrative Services Director position was adopted on April 4, 1986, and revised on November 16, 1999. The proposed changes are based on the need to update the adopted classification to reflect requirements of the City's Municipal Code 2.10.010. The Municipal Code requires that a position for Finance Director be established in order to perform duties as described in the California Government Code Sections 40802, 40804, 40805, 36522 and Chapter 4 of Division 3 of Title 4 of the Government Code, commencing with Section 37200. The job description has been included in Attachment 1; Exhibit A for adoption. The proposed format in Exhibit A is consistent with periodic changes made to the City's Classification Plan and will reflect that the Administrative Services Director also serves as Finance Director to meet the needs of the Municipal Code. The Senior Civil Engineer and Assistant to the City Manager job descriptions have been updated to follow the City Classification Plan's current format as shown in Exhibit B and C. The previous job descriptions were adopted in August 13, 1990 and July 21, 1998, respectively. The job descriptions have been included I ~ ~ ITEM NO. • ~I in the Resolution (Attachment 1) for adoption. The modifications to the Senior Civil Engineer classification are proposed to reflect current Americans with Disabilities Act (ADA) language as required by law. The modifications to the Assistant to the City Manager classification were done at the request of the City Manager to fill a vacancy in the Economic Development Division of the City Manager's Office. The Assistant to the City Manager classification substitutes the position of Economic Development Director but does not rescind the Director position entirely. The proposed format in Exhibit B and C are consistent with periodic changes made to the City's Classification Plan. With the modifications made to the Assistant to the City Manager classification the City Manager requested that the classification of Human Resources Director be created and taken to market for applicable salary recommendation and alignment within the City's existing Salary Plan (Attachment 2). Exhibit D to Attachment 1 is the newly created classification of Human Resources Director. The proposed format in Exhibit D is consistent with periodic changes made to the City's Classification Plan and reflects that the Human Resources Director also serves as designated Personnel Officer. BENEFIT PLAN AMENDMENT The Human Resources Director classification will be designated as management and exempt from the City's competitive service system. Department Head positions receive a monthly $190 car allowance. In order to identify this position as management and exempt a separate resolution must be adopted that establishes the benefits for such management positions. The Resolution in Attachment 3 designates the newly created position of Human Resources Director as exempt and defines specific benefits. MANAGEMENT POSITIONS EXEMPT FROM COMPETITIVE SERVICE AMENDEMENT The attached Resolution in Attachment 4 is a proposed amendment to the City's Management Positions Exempt from Competitive Service Plan (Resolution 142-90). The City's Personnel System Rules were approved on June 3, 2008. It is now appropriate to amend Resolution 142-90 referring to leave benefits for designated management positions. No other significant revisions were made. Staff recommends that the City Council adopt the Resolutions. o? ~ 02 1~ 3fl RESOLUTION NO. - 08 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN AMENDING THE CLASSIFICATION PLAN WHEREAS, in accordance with the City's Personnel System Rules, the City Council adopted Resolution No. 30-84 and subsequent resolutions which comprise the Classification Plan; and WHEREAS, it is necessary to periodically add job descriptions in the Classification Plan. NOW, THEREFORE, BE IT RESOLVED that Resolution No. 30-84 and subsequent resolutions shall be further amended to include the following revised job descriptions: Administrative Services Director/Director of Finance (Exhibit A) Senior Civil Engineer (Exhibit B) Human Resources Director (Exhibit C) Assistant to the City Manager (Exhibit D) BE IT FURTHER RESOLVED that these documents shall become a part of the official Classification Plan for the City of Dublin; and that the changes contained herein shall be effective November 4, 2008. PASSED, APPROVED AND ADOPTED this 4th day of November, 2008. AYES: NOES: ABSENT: ABSTAIN: ATTEST: Mayor City Clerk ATTACHMENT 1 Exhibit~A O`~ ti' L ti ~l~ ^\~/~ Date Adopted: 04/04/1986 Date Revised: 11/04/2008 Title: Administrative Services Director/Director of Finance FLSA: Exempt General Purpose: To direct, plan, organize, and administer the activities and operations of the Administrative Services Department, which is comprised of the Finance /Accounting Division including management of the City's Treasury function; and the Information Technology Division; to coordinate department activities with other City departments and outside agencies; and to .provide highly responsible and complex administrative assistance to the City Manager. Distinguishing Characteristics: This is an Executive Management/Department Head class with full responsibility for the management of multiple function service delivery areas within the City. Reports to and receives direction from the City Manager or designee. Employees at this level receive administrative direction from the City Manager or designee in terms of goals. Department Head positions are reviewed in terms of results. Essential Duties and Responsibilities: Develop, plan and implement department goals and objectives; develop and administer policies and procedures. Plan and direct the activities of an Administrative Service Department; supervise and coordinate department activities with those of other departments and outside agencies and organizations. Provide administrative assistance to the City Manager; prepare and present reports to the City Council and various committees and commissions regarding the City's fiscal, treasury and budget practices, policies, and procedures. Direct and manage the City's Information Technology Division including computer operations, systems administration, telecommunication and peripheral equipment. Direct, oversee and participate in the development of the Department's work plan; assign work activities, projects and programs; monitor workflow; review and evaluate work products, methods and procedures. Serve as City Treasurer pursuant to local ordinances, budget officer and financial advisor overseeing financial forecasting, investment management, and related financial activities. Exhib2bit A ~~ c.~ This position shall be designated as the Finance Director to perform statutory duties as may be stated in the California Government Code and / or the City of Dublin Municipal Code Chapter 2.10. Under direction of the City Manager, prepare and coordinate the citywide operating and capital improvement budgets. Direct and oversee the analysis and reports regarding the City's current and future financial needs. Develop and administer the Department's budget; forecast additional funds needed for staffing, equipment, materials and supplies; monitor and approve expenditures; implement mid-year adjustments. Select, train, supervise, evaluate, and discipline personnel; provide or coordinate staff training. Represent the Department to outside groups and organizations; participate in outside community and professional groups and committees providing technical assistance as necessary. Respond to and resolve difficult and sensitive citizen inquiries and complaints. Review and interpret applicable government regulations and requirements. Research and prepare administrative reports and studies; prepare written correspondence as necessary. Direct the negotiation and execution of a variety of contracts and agreements; participate in negotiations with developers for the development and construction of City facilities and other private/public projects. Receive and review reports from staff members and take appropriate action. Attend professional workshops, seminars and conferences. Perform related duties as assigned. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class. Minimum Qualifications: Knowledge of: Principles and practices associated with municipal administration, including fiscal, information systems and office management. Principles and practices of municipal finance, budget preparation and administration. Principles practices and techniques of public administration, with an emphasis in municipal finance. Federal, state and local laws, regulations and court decisions applicable to assigned areas of responsibility. Exhibit A~ , (~ Organizational and management practices as applied to the analysis and evaluation of programs, policies and operational needs. Principles and practices of organization, administration, supervision and personnel management. Principles and practices of statistical research methods and forecasting fees and charges. Principles of supervision, training and performance evaluation. Principles of community and public relations. Customer service techniques and public speaking. Ability To: Plan, direct and control the administration and operations of a department. Develop and implement department policies and procedures. Gain cooperation through discussion and persuasion. Successfully develop, control and administer department budget and expenditures. Analyze problems; identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals. Identify and respond to public, City Council and commission/committee issues and concerns. Interpret and apply City, Federal, State and local policies, procedures, rules and regulations. Communicate clearly and concisely, orally and in writing. Supervise, train and evaluate assigned personnel. Establish and maintain effective working relationships with those contacted in the course of work. Physical Standards: The physical standards described are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. An employee is regularly required to sit at desk and in meetings for long periods of time; talk or hear, in person, in meetings and by telephone; use hands and fingers to handle, feel or operate standard office equipment; and reach with hands and arms. Intermittently, twist to reach equipment surrounding desk; walk to observe department activities; bend and squat to perform file searches; perform simple grasping and fine manipulation; use telephone and write or use a keyboard to communicate through written means; operate an automobile to attend various meetings and workshops. While performing duties, the employee is regularly required to use written and oral communication skills; analyze community service, budget and technical reports; interpret and evaluate staff reports; know laws, regulations and codes; observe performance and evaluate staff; problem solve community service issues; remember personnel rules, legal and Exhibit A~ code requirements; and explain and interpret codes, policies and procedures; interact with City management, other governmental officials, contractors, vendors, employees and the public. Training and Experience: Any combination equivalent to education and experience is likely to provide the required knowledge and abilities. A typical way to obtain the knowledge and abilities would be: Education: Graduation for an accredited college or university with a bachelor's degree in finance, public or business administration or a related field. A Master's degree is preferred. Experience: Six years of professional and responsible experience in municipal finance management or municipal administration, including at least three years in a supervisory capacity. Licenses; Certificates; Special Requirements: Possession of a valid California Class C drivers' license, and Certificate of Automobile Insurance for Personal Liability. Exhibit B~ ~~ ti~~ \ ~~1~ \~/.;' Date Adopted: 08/13/1990 Date Revised: 11/04/2008 Title: Senior Civil Engineer FLSA: Exempt General Purpose: The Senior Civil Engineer serves under the general direction of the Public Works Director and/or City Engineer. The position is responsible for providing professional journey level engineering assistance to the City. Particular emphasis may be in the areas of general engineering, transportation planning, traffic engineering, subdivision and private development plan checking, assessment district engineering, permit issuance, capital project planning, design and construction management, and public works inspection services. Essential Duties and Responsibilities: The following duties are normal for this classification. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class. Coordinates and manages responsible engineering and construction work in conjunction with municipal public works projects. Reviews engineering plans, specifications, subdivision maps and related engineering documents. Oversees the plan review and inspection activities of private development improvements. Coordinates and manages the City's Capital Improvement Program. Approves project plans and specifications in the City Engineer's absence. Assists in preparing operating and capital improvement program budgets. Supervises both City and contract employees. Represents the City on various local and regional committees relating to transportation and engineering issues. Prepares reports and grant applications. Supervises and coordinates contract agreements and activities including various engineering and inspection services. Coordinates engineering work with other departments, consultants, contractors, developers and property owners. Exhibit B ~~ ~~ Develops work schedules, assigns tasks,. and evaluates performance of various professional and technical staff. Performs other duties as required. Minimum Qualifications: Knowledge of: " Civil engineering, practices and procedures. Local and state laws governing land development, public projects and assessment districts. Techniques and materials commonly used in the construction and maintenance of public projects. Customer service techniques. Accepted principles of supervision and of work organization. Ability To• Perform engineering work expected of a registered civil engineer. Review and analyze engineering and capital improvement projects and programs. Prepare and review department budgets, contracts, reports and related engineering documents. Present clear and concise verbal and written reports. Deal effectively with representatives from public and private agencies and with the general public in coordinating activities and resolving problems. Effectively direct the work of subordinate employees. Physical Standards: The physical standards described are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. An employee is regularly required to sit for long periods of time; talk or hear, in person, in meetings and by telephone; use hands and fingers to handle, feel or operate standard office equipment; and reach with hands and arms. The employee is frequently required to bend and twist to reach files, walk and stand. While performing duties, the employee is regularly required to use written and oral communication skills; read and interpret complex data, information and documents; analyze and solve problems; interact with City management, other governmental officials, contractors, vendors, employees and the public. Training and Experience: Any combination equivalent to education and experience is likely to provide the required knowledge and abilities. Atypical way to obtain the knowledge and abilities would be: Exhibit B Education: A Bachelor's degree from an accredited college or university in Civil Engineering or related field. Additional formal education is desirable. Experience: A minimum of four years of full-time professional civil engineering and supervisory experience required. Public agency experience desirable. Licenses; Certificates; Special Requirements: Requires Professional Engineer License in the State of California. Possession of a Traffic Engineering license is highly desirable for the position of Senior Civil Engineer (Traffic). Possession of a valid California Class C drivers' license and Certificate of Automobile Insurance for Personal Liability. Exhibit C J d ti~~~ 1 ~- --il~/ \V/A Date Adopted: 7/21/1998 Date Revised: 11/4/2008 Title: Assistant to the City Manager FLSA: Exempt General Purpose: To plan, organize, direct and coordinate the activities of the Economic Development Division within the Office of the City Manager, including economic development and redevelopment activities, public information, legislative analysis, and special assignments; to coordinate economic development, redevelopment and public outreach activities with other divisions and departments, and to provide highly complex staff assistance to the City Manager and/or Assistant City Manager. Distinguishing Characteristics: This classification is distinguished from other City job classifications in that incumbents work as a member of the City Manager's Staff, performing complex and sensitive administrative work on programs with City-wide implications, and oversees the Economic Development Division. Incumbents have considerable latitude for the exercise of independent judgment, particularly when representing the City with other agencies, boards and commissions, and community groups. Persons appointed to the Assistant to the City Manager classification are at-will employees. This position reports to and receives direction from the Assistant City Manager. Supervision Received and Exercised: Receives administrative direction from the Assistant City Manager. Exercises direct supervision over assigned professional, technical, clerical and contract personnel. Essential Duties and Responsibilities: The following duties are normal for this classification. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class. Develop and implement divisional goals, objectives, policies and procedures. Exhibit C la ~~ ~~ Direct, oversee and participate in the development of the Economic Development Division work plan; assign work activities, projects and programs; monitor work flow; review and evaluate work products, methods and procedures. Prepare the Economic Development Division budget; assist in budget implementation; participate in the forecast of additional funds needed for staffing, equipment, materials and supplies; administer the approved budget; may prepare Capital Improvement Project/Program budgets as related to areas of assignment. Plan, organize and direct economic development and redevelopment activities including development and implementation of strategies and programs to encourage business retention and attraction. Represent the City in a variety of community outreach activities and public education programs including participating as a contributing member of designated community organizations, committees/project teams and work groups. Represent the Division and Department to outside agencies and organizations; participate in outside community and professional groups and committees; provide technical assistance as necessary. Research and prepare technical and administrative reports; prepare written correspondence. Develop and conduct economic studies, needs assessment, research and financial analyses; research and analyze business and community demographics; establish, compile and update an economic development database that includes a real estate inventory, land costs and lease rates, and related records related to private sector business operations. Develop and implement techniques, strategies, programs and promotional materials to stimulate commercial, industrial and related business activity; develop financial incentives and resources thorough coordination with State and Federal government, the business community, and other groups. Create, coordinate and/or contribute to a variety of written publications such as the City Newsletter, Department brochures, fact sheets and other publications. Assist departments with the material content associated with the City's website Prepare media releases covering City programs and projects, governmental activities and matters of general interest to the community. Design and implement marketing campaigns to promote City services, activities, programs and special events. Advise City Manager, City Council and management staff on effective public information methods and procedures; develop training programs for staff on effective media relations. Exhibit C ~/a ~~ Work directly with members of the local media as the media liaison on specific issues, when appropriate, and deliver communications designed to control local issues identified in the media/community relations program. Write articles and develop other methods for the City to receive regional, State and national recognition for local programs and services. Prepare speeches and presentation for the Mayor and City Council. Serve as public information officer during emergency operations. Represent the division and City Manager's Office to outside agencies and organizations; participate in outside community and professional groups and committees; provide technical assistance as necessary. Build and maintain positive working relationships with co-workers, other City employees and the public using principles of good customer service. Perform related duties as assigned. Minimum Qualifications: Knowledge of• Principles and practices of economic development and redevelopment including business recruitment and attraction, real estate, land development and related financing alternatives. Principles, practices and techniques for design and implementation of public affairs, public information and community programs. Practices and techniques used in disseminating information to the public through various media channels. Methods and techniques for creating effective media and public relations materials. Modern communication and marketing concepts, techniques and procedures. Operations and functioning of local media such as newspapers, radio and television. The organization and functions of local government. Pertinent local, State and Federal rules, regulations and laws. Modern office procedures and computer equipment. Exhibit C ~a ~ ~ Budgeting procedures and techniques. Principles and practices of supervision, training and personnel management. Ability To• Organize and direct the Economic Development Division operations of the City Manager's Office. Perform complex work related to economic development and redevelopment activities. Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals. Gain cooperation through discussion and persuasion. Interpret and apply City policies, ordinances, laws, procedures, rules and regulations as related to economic development and redevelopment. Deal effectively with City staff and representatives of various public and private agencies; Maintain effective working relationships with the media. Prepare written material regarding local government activities and programs. Coordinate the public information program with other City Departments to present a clear and concise description of activities, programs and events. Train, educate and advise City Staff and Elected Officials in effective ways to make public presentations and develop and implement constructive media relations. Write with sufficient clarity to produce clear, concise and readable copy on a wide variety of topics. Prepare and administer a municipal budget. Supervise, train and evaluate personnel, as appropriate. Effectively use a personal computer to produce a wide variety of written and graphic material and information for external and internal distribution. Work a flexible schedule including evening and weekend hours. .Handle pressure of deadlines and work on several projects or processes at the same time. Communicate clearly and concisely, both orally and in writing.. Exhibit C f3 ~~ Physical Standards: The physical standards described are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. An employee is regularly required to sit for long periods of time; talk or hear, in person, in meetings and by telephone; use hands and fingers to handle, feel or operate standard office equipment; hand writing and use of keyboard to communicate; see small text and numbers; intermittently move equipment weighing 20 pounds or less. The employee is frequently required to, bend and twist to reach files, walk and stand. While performing duties, the employee is regularly required to use written and oral communication skills; read and interpret complex data, information and documents; analyze and solve problems; interact with City management, other governmental officials, contractors, vendors, media personnel, employees and the general public. An employee is regularly required to sit for long periods of time; intermittently stand, walk, bend, and twist to reach equipment .around desk; perform simple grasping and fine manipulation; use telephone, Use written and oral communications skills; read and interpret complex data, information and documents; analyze and solve problems; observe and interpret people and situations; learn and apply new information or skills; perform highly detailed work on multiple, concurrent tasks with constant interruptions; work under intensive and constantly changing deadlines and interact with those encountered in the course of work. Training and Experience: Any combination equivalent to education and experience is likely to provide the required knowledge and abilities. Atypical way to obtain the knowledge and abilities would be: Education: Equivalent to a Bachelor's degree from an accredited college or university with major course work in business or public administration, economics, urban planning, public relations, communications, journalism or a closely related field. A Master's degree is preferred. Experience: Four years of increasingly responsible full-time professional experience in economic or business development involving program development; business attraction, retention and marketing; real estate development; commercial property brokerage; experience working for a government agency developing and implementing a public information program is highly desirable. Training: Any recent training, such as academic courses and certification programs, which are relevant to this job classification. Licenses; Certificates; Special Requirements: Possession of a valid California Class C Driver's License and Certificate of Automobile Insurance for Personal Liability. Exhibit D ~~~ ~i~ ~~ Date Adopted: 11/4/08 Date Revised: Title: FLSA: General Purpose: Human Resources Director Exempt I~ ~J The Human Resources Director is a Department Head, under the administrative direction of the City Manager or his/her designee. This position is responsible for the management, supervision and operation of the Human Resources Division of the City Manager's Office; provides direction for departmental divisions and related programs; performs administrative and managerial work related to carrying out City and division goals, objectives, and priorities; and performs related work as required. Distinguishing Characteristics: This is an Executive Management/Department Head class with full responsibility for the management of multiple function service delivery areas within the City. Reports to and receives direction from the City Manager or his/her designee. Employees at this level receive administrative direction from the City Manager in terms of goals. Department Head positions are reviewed in terms of results. Persons appointed to this classification are At Will Employees serving at the pleasure of the City Manager. As designated by the City Manager, this position serves as the City's Personnel Officer. Supervision Received and Exercised: Receives administrative direction from the City Manager. Exercises general direction over management and supervisory staff and general supervision over technical, professional and administrative staff. Essential Duties and Responsibilities: The following duties are normal for this classification. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class. Exhibit D~~ J5 ~P Directs Division activities such as personnel merit system administration, recruitment, testing and selection, classification and compensation, employee relations, employee benefits, workers' compensation administration, illness and injury prevention plan and maintenance of centralized personnel file and records.. Plans and directs ,all activities necessary to provide Human Resources management services to City Departments. Develops and makes recommendations to the City Manager and operating departments on creating, revising, or abolishing various rules, policies and procedures relating to personnel matters. Advises executive and management staff regarding sound Human Resources practices and encourages the use and application of such practices and techniques in resolving operating problems. Administer the City's position classification, salary plan, and benefit systems. Serves as the City's Safety Officer, Chair the City-wide Safety Committee to ensure compliance with applicable laws and rules and performs all related functions including coordination of the City's Injury and Illness Prevention Program (IIPP). Oversee the City's Risk Management activities, including pooled municipal liability program, property insurance, and crime bond; and insure City's compliance with risk management best practices program. Manages the development and implementation of the Human Resources Division goals, objectives, policies and priorities in accordance with City policy; Counsels and advises the City Manager, Department Heads, employee representatives, and others on employee relations and risk management matters. Investigate staffing problems and provide guidance for problem solving and disciplinary action. Directs the preparation and administration of the department's work program. Directs the preparation and presentation of the department's budget; monitors expenditures and compliance. Coordinates and directs the City's labor relations process with City employees. Administers employee disciplinary, grievance and complaint procedures. Exhibit D ~~ ~ ~~~ Manages the activities and reviews the work of subordinate personnel engaged in employee development, employment, recruitment and examination, classification, compensation, benefits administration, and employee relations. Monitors compliance with federal, state and local equal employment opportunity laws and regulations. Implement any necessary revisions and amendment to ordinances and resolution relating to personnel matters. Develops and direct new employee orientation, employee development, and employee training and recognition programs. Attends conferences to remain current on professional issues and related legislation. Performs required duties under the City's disaster response plan. Prepares correspondence to other human resource agencies, regulatory agencies, represented groups, etc. Assists the City Manager, as a member of the City's executive management team, in the overall administrative and policy planning process of the City. Participates in Human Resource related activities with local, regional, and statewide organizations and confers with outside agencies and organizations on a wide variety of personnel management matters. Performs other related duties as assigned. Minimum Qualifications: Knowledge of: Modern and highly complex principles and practices of human resources program and administration. Concepts and elements of employee benefit and workers' compensation programs including necessary liaison with claims administrators, brokers and insurance companies. Organizational and management practices as applied to the analysis and evaluation of programs, policies, and operational needs. Pertinent Federal, State and local laws, regulations, codes, ordinances, and policies applicable to human resources management. E~chibit D ~ ~~ ~ ~ Statistical concepts and methods, research organization, problem solving techniques, budget processes, management and resource allocation. . Principles and practices of leadership, motivation, mentoring, team building, and conflict resolution. Insurance principles and practices. Supervision and performance appraisal techniques and systems. Effective public speaking. Pertinent computer and other equipment use and related software/program applications.. Ability To• Organize and direct the Central Services Division operations of the City Manager's Office. Use a computer and common software in the performance of job responsibilities. Effectively formulate and administer sound Human Resources departmental policies and procedures for City's and departmental personnel programs. Set work standards and priorities for staff; effectively use staff in a proactive way; conduct periodic performance reviews, mentor, coach and provide clear and concise direction to staff; recommend corrective action when necessary. Exercise considerable judgment, resourcefulness, leadership and tact in dealing with City employees, Councilmembers, organizations, agencies and the general public. Handle sensitive Human Resources matters including disciplinary issues, reclassification, employee problems, employee relation issues and grievances. Analyze and make sound recommendations for resolving controversial inter and intra-departmental personnel problems. Properly interpret and make decisions in conformance with pertinent Federal, State and local laws and regulations governing personnel practices and in accordance with City rules and policies. Physical Standards: The physical standards described are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. /~xhibit D ~~ An employee is regularly required to sit for long periods of time; talk or hear, in person, in meetings and by telephone; use hands and fingers to handle, feel or operate standard office equipment; and reach with hands and arms. The employee is frequently required to, bend and twist to reach files, walk and stand and occasionally lift up to 20 pounds. While performing duties, the employee is regularly required to use written and oral communication skills; read and interpret complex data, information and documents; analyze and solve problems; interact with City management, other governmental officials, contractors, vendors, employees and the public. Training and Experience: Any combination equivalent to education and experience is likely to provide the required knowledge and abilities. Atypical way to obtain the knowledge and abilities would be: Education: Bachelor's degree from an accredited college or university in human resource management, business administration or a closely related field. Master's degree is highly desired. Experience: Six years of broad and extensive experience in human resources activities, three years of which must be at a division management level or higher including supervisory responsibility. Licenses; Certificates; Special Requirements: Must be willing to work such hours as are necessary to accomplish the job requirements; travel to attend meetings, seminars and conferences. Classification requires the possession and continued maintenance of a valid class "C" California driver's license for operating a motor vehicle and Certificate of Automobile Insurance for Personal Liability. 19~3a RESOLUTION NO. -08 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN AMENDING THE SALARY PLAN -FULL-TIME WHEREAS, in accordance with the City's Personnel System Rules, the City Council adopted Resolution No. 86-O1 and subsequent Resolutions which establish a Salary Plan for full-time management positions exempt from competitive service in accordance with the City's Personnel System Rules. NOW, THEREFORE, BE IT RESOLVED that the position of Human Resources Director shall be added and covered under Article I, Sectiori A of the Salary Plan; and BE IT FURTHER RESOLVED that the position Human Resources Director shall be paid a monthly salary within the following range with the exclusion of any Performance Pay Adjustment granted in accordance with the adopted Personnel System Rules: Human Resources Director: $9,942 - $12,428 BE IT FURTHER RESOLVED that this document shall become a part of the official Salary Plan for the City of Dublin; and that the changes contained herein shall be effective November 4, 2008. PASSED, APPROVED AND ADOPTED this 4th day of November, 2008. AYES: NOES: ABSENT: ABSTAIN: Mayor ATTEST: City Clerk ATTACHMENT 2 v? D `-~~~ RESOLUTION NO. - 08 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN AMENDING THE BENEFIT PLAN WHEREAS, the City Council has adopted a Personnel Ordinance in which Section 2.20.040.E~of the Ordinance exempts Department Heads and other Management Positions from Competitive Service; and WHEREAS, in accordance with the City's Personnel Ordinance, the City Council adopted Resolution No. 142-90, 109-91 and subsequent Resolutions which establishes Management Positions and defines benefits for those positions; and WHEREAS, it is necessary to periodically update the Resolution to reflect new classifications. NOW, THEREFORE, BE IT RESOLVED that the position of Human Resources Director shall be designated as a Management Position under the City's Personnel Ordinance; and BE IT FURTHER RESOLVED that the position of Human Resources Director shall be granted benefits in accordance with City Resolution 109-91, as amended; and added to the list of Management Positions eligible for car allowance and monthly reimbursement as provided in Section 12 as follows: Section 12. Car Allowance and Mileage Reimbursement: The following position shall be eligible to receive the designated monthly allowance. The receipt of the car allowance pursuant to this section shall be full compensation for all operating costs excluding tolls, parking fees and out of area travel. a. Management Position Receiving Monthly Allowance Eligible Positions Human Resources Director Monthly Allowance $190 BE IT FURTHER RESOLVED that the changes contained herein shall be effective November 4, 2008. PASSED, APPROVED AND ADOPTED this 4th day of November, 2008. AYES: NOES: ABSENT: ABSTAIN: Mayor ATTEST: City Clerk ATTACHMENT 3 ~i RESOLUTION NO. - 08 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ESTABLISHING MANAGEMENT POSITIONS EXEMPT FROM COMPETITIVE SERVICE AND PRESCRIBING LEAVE BENEFITS FOR THE POSITIONS RESOLUTION WHEREAS, Section 2.20.040.E of the Ordinance exempts Department Heads and other Management positions from the competitive service; and WHEREAS, the exemption from competitive service also exempts these employees from the City's Personnel System Rules, including the description of leave benefits; and WHEREAS, the City Council has adopted Resolution 142-90 and subsequent amendments which establish Management positions and prescribes leave benefits for these positions; and WHEREAS, due to changes in the City's leave policy, it is appropriate to rescind Resolution 142- 90 and establish a new policy. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin, in accordance with the Ordinance Establishing a Personnel System, designates the positions identified below as exempt from competitive service and will serve at the pleasure of the City Manager, excepted as noted in Section 2.20.040 of the Ordinance (Personnel System). A. The Department Head and Management Employees shall include: 1. Administrative Services Director/Director of Finance 2. Assistant City Manager 3. Assistant Director of Parks & Community Services 4. Assistant to the City Manager 5. Building Official 6. City Clerk 7. City Engineer 8. Community Development Director 9. Economic,Development Director 10. Finance Manager 11. Heritage & Cultural Arts Manager 12. Human Resources Director 13. Information Systems Manager 14. Parks & Community Services Director 1 S. Parks & Community Services Manager 16. Parks & Facilities Development Manager 17. Planning Director 18. Planning Manager 19. Public Works Director/Assistant City Engineer 20. Public Works Manager B. The following leave benefits shall be provided to employees identified above: Section 1. "Pu ose" A. General Leave: A General Leave Plan shall be established for all employees regularly scheduled to work more than 1,040 hours on an annual basis, in lieu of traditional vacation leave, sick leave, etc. General leave may be used for any leave purpose; however, the following sections shall govern its use. Employees who terminate employment shall be ATTACHMENT 4 a~ ~ ~,; cashed out of their accrued but unused general leave at the employee's hourly rate at the time of separation from City service. B. Sick Leave: Sick leave shall not be considered as a right which may be used at an employee's discretion, but shall be allowed only in case of necessity and actual personal sickness or disability, in accordance with this resolution. Section 2. "General Leave Categories": There shall be two categories of general leave as outlined below: A. Scheduled Leave: Any leave which one can reasonably forecast or anticipate, i.e., vacation leave, scheduled medical/dental appointments, extended weekends, personal leave, etc. B. Unscheduled Leave: Any leave that is genuinely of an unanticipated nature (i.e. leave due to illness), etc. Section 3. "Use of General Leave": Scheduled Leave requires the approval of the City Manager or designee prior to the absence. A request for scheduled leave should be submitted on a form designated by the City Manager. The employee shall be given due regard in selecting a convenient period to take scheduled leave, provided it is not in direct conflict with the best interest of the City. Every effort should be made to submit requests two weeks prior to the requested leave. The use of unscheduled leave shall be reported on a form and in a manner designated by the City Manager. Inappropriate or excessive use of unscheduled leave maybe grounds for disciplinary action. Section 4. "General Leave Accrual": The amount of general leave accrued shall be as denoted below, except that the City manager shall be granted authority to assign general leave accrual rates for appointed employees covered under this Resolution outside of the denoted length of service: Management Employees: Management employees shall accrue general leave for each biweekly period of service, based on the years of service with the City. If an employee begins their service on any date other than the first working day of a biweekly pay period, the amount of general leave earned in that period shall be proportionate to the number of days worked. The- accrual of leave shall begin on the first day of service. The accrual shall be in accordance with the following schedule: Length of Service Leave Accrued Each Leave Accrued Biweekly Period Each Year Beginning with the first month of service through the fifth year (60th month) Following the fifth year through the tenth year (61st month - 120th month) Following the tenth year through the fifteenth year (121 S month - 180th month) Following the fifteenth year (181st month) 7.39 hours 24 days 8.31 hours 27 days 8.92 hours 29 days 9.54 Hours 31 days Section 5. "General Leave Maximum Accrual": No management employee shall accrue more than 360 hours of general leave. When an employee's unused leave balance reaches this limit, such employees shall no longer accrue general leave until the balance falls below the maximum accrual limit. .ATTACHMENT 4 a ., •,.,.,r .- Section 6. "Sick Leave Accrual": When a management employee has reached the maximum accrual stated in Section 5 above, the employee shall accrue Sick Leave at the rate provided for General Leave in Section 4. Sick Leave shall only be earned for such time as the employee is ineligible to accrue General Leave due to the maximum accrual limit. Section 7. "Sick Leave Maximum Accrual": No management employee shall accrue more than 360 hours of sick leave. When an employee's unused sick leave balance reaches this limit, the employee shall no longer be eligible to earn sick leave. Section 8. "Use of Sick Leave Hours": Use of sick leave hours shall not be considered as a right which maybe used at an employee's discretion, but shall be allowed only in case of necessity. Designated Management employees shall. only be eligible to use the sick leave hours in the following instances: A. Sick leave hours may be used for an employee's illness or injury when the illness/injury prevents the employee from working. Leave exceeding five days may require a doctor's certificate indicating that the employee was unable to work. The doctor may also be required to specify whether the employee can return to work with or without restrictions. B. An employee's dental, eye, or other physical or medical examination or treatment by a licensed practitioner. C. For family medical purposes when a member of the employee's immediate family is involved. This shall include the family member's illness, accident, medical appointments, or other related occurrences. Section 9. "General Leave Advance": If, during the first twelve (12) months of employment, a management employee exhausts all leave accrued, the City Manager may advance the employee up to forty (40) hours of general leave. An advance shall only be provided when it is in the best interest of the City and the following conditions are met: A. The request is in writing, stating the reason for the advance; B. The employee states the date of the anticipated return; C. The advance of leave is part of a hiring process approved by the City Manager. Any leave that is advanced will be deducted from future accruals. If an employee terminates employment prior to repayment of the advanced leave, the employee is required to reimburse the City for paid salary and benefits which were not earned by the employee. Section 10. "Compensation for General Leave at Termination": Management employees separating from the City service who has accrued general leave shall be entitled to pay of such general leave. When separation is caused by death of any employee, payment shall be made to the spouse or the estate of such employee, or in applicable cases, as provided by the Probate Code of the State. General leave will be paid at the employee's current hourly rate at time of termination, for any unused general leave. Section 11. "No Compensation for Sick Leave at Termination": Management employees separating from the City service who has unused sick leave hours will not be compensated for any such sick leave hours remaining at the time of termination. Section 12. "Military Leave": Military Leave shall be granted in accordance with the provisions of state and federal law. In addition, in compliance with California Military & Veterans Code section 395.10, the City shall provide to a spouse or domestic partner of a member of the Armed Forces, National Guard, or Reserves up to 10 days unpaid leave during a qualified leave period when the employee's spouse or domestic partner is home on leave from a period of military conflict. Management employees must make specific requests for such leave and provide information to the City necessary for the City to determine that such leave is warranted, pursuant to Military & Veterans Code section 395.10. Employees ATTACHMENT 4 a~ ~~ ~~, using leave pursuant to this section are required to use any accrued paid leaves (such as general leave) concurrently with such unpaid leave. Section 13. "Jury Duty Leave": Management employees summoned by state or federal court to jury duty shall be entitled to full pay during the period of jury service. Employees must keep the City Manager or designee informed of their court schedule, and shall provide proof of jury service to the City with their timesheet. Employees shall pay any fees received for jury service to the City, except for mileage reimbursement. Jury Duty Leave does not count towards hours worked for purposes of calculating overtime. Section 14. "Leave of Absence Without Pay": The City in its discretion may permit management employees to be on leave without pay (LWOP) not to exceed 90 days. An extension of any leave of absence without pay beyond 90 days may be granted upon approval of the City Council when such extension of leave is in the best interest of the City. Employees in such status do not accrue vacation or other benefits, or receive service credit and may be required to pay for portions or all health and welfare benefits/premiums during the period of their leave without pay status. Employees shall be entitled to take personal leave without pay when required by law. Section 15. "Bereavement Leave": The City shall grant bereavement leave to include leaves of absence with pay up to three (3) days where a member of the employee's or spouse's or domestic partner's immediate family dies.. The City in its discretion may require some proof that a death in the family has occurred. Bereavement leave is available only within thirty (30) days of a death in the family, unless the employee has made arrangements with the City regarding its use at a later date. Section 16. "Holidays": Designated Management employees observe the same legal holidays as defined in the City's Personnel System Rules and are available to those employed prior to or on the date of the holiday: In the event that a holiday falls on a Saturday, the preceding Friday shall be a holiday. In the event a holiday falls on a Sunday, the following Monday shall be a holiday. In cases where one of two consecutive holidays falls on a weekend day (e.g., the Day before Christmas and Christmas Day/the Day before New Year's and New Year's Day) a conflict may occur with the above. In such cases, the City Manager shall designate the day(s) to be observed as a holiday(s) in lieu of the holiday(s), which falls on Saturday and/or Sunday. The City Manager's designation shall not result in the observation of more total holidays than are approved in the City's Benefit Plan. Section 17. "Employees Regularly Scheduled to Work 20 to 40 Hours Per Week": Management employees. scheduled to regularly work between 20 and 40 hours per week shall receive apro-rata share of holiday compensation. The pro-rata share shall be determined by the percentage of a regular 40 hour week which they are scheduled to work. The regularly scheduled number of work hours shall be designated on the Personnel Action Form. Section 198. "Family Medical Leave": In accordance with the Family and Medical Leave Act of 1993 (FMLA) and the "California Family Rights Act" (CFRA), eligible employees may take up to a total of twelve (12) work weeks of family and medical leave during a twelve (12) month period for a qualifying event. FMLA/CFRA leave may only be taken for the following reasons: 1. To care for the employee's child after birth; 2. As a result of the placement of a child with the employee in connection with the adoption or foster care of the child; 3. To care for the employee's spouse, domestic partner, son or daughter, or a parent who has a serious health condition; or 4. For a serious health condition that makes the employee unable to perform his/her job. ATTACHMENT 4 zs ~~~j 5. Military Family Leave -- to attend to any "qualifying exigency" arising out of the fact that the spouse, domestic partner, son, daughter or parent of the employee is on active military duty or has been notified of an impending call or order to active military duty in the Armed Forces. This type of leave is provided in compliance with the National Defense Authorization Act for FY 2008 (NDAA) which amends the FMLA. Until the term "qualifying exigency" is defined by published U.S. Department of Labor regulation, the City, in its sole discretion, shall determine the circumstances which constitute a qualifying exigency. Examples of "qualifying exigency" are (a) the need to make arrangements for child care arising from the absence of the service member on military duty; and (b) the need to assist the service member in making necessary financial or legal arrangements prior to leaving for active military duty. Employees must make a specific written request for such leave, stating the reasons for such leave. Such leave may be granted by the City on a case by case basis under the specific circumstances. In addition, in accordance with NDAA, an eligible employee shall be entitled to up to a maximum of 26 workweeks of leave during a 12-month period to care for a family member who is a member of the Armed Forces who is undergoing medical treatment, recuperation or therapy for a serious injury or illness incurred in line of duty in active duty in the Armed Forces. Leave for this purpose shall only be available during a single 12-month period. During this single 12-month period, the employee shall be entitled to a maximum combined total of 26 workweeks of leave for both this type of leave and Family Care and Medical Leave. However, this shall not limit the availability of Family Care and Medical Leave during any other 12-month period. If leave is requested for the birth, adoption or foster care placement of a child of the employee, leave must be concluded within one year of the birth or placement of the child. An employee is entitled to leave for one of these purposes for at least one day, but less than two weeks duration on any two occasions, or a minimum duration of two weeks. The maximum duration of combined leave for both a husband and wife (or domestic partners) working for the City is limited to a total of twelve (12) working weeks if leave is taken for the birth or placement for adoption or foster care of the employees' child. A. "Eli ig bility": Management employees are eligible for leave pursuant to this rule if the employee has been employed with the City for at least 12 months and has actually worked for at least 1,250 hours during the 12-month period immediately preceding the commencement of the leave. In addition to the requirements above, to be eligible for Military Family Leave to care for an injured service member, the employee must be a spouse, domestic partner, son, daughter, parent or next of kin of a covered service member. The service member's medical condition must warrant the participation of the employee to provide supervision or care during the entire period of leave. B. "Notification": Management employees shall provide the City as much notice as possible of their need for FMLA/CFRA leave. If the leave is foreseeable, thirty (30) days notice is required. In addition, if an employee knows that he/she will need leave in the future, but does not know the exact date(s), the employee shall inform the City Manager or designee of the estimated time when the leave will be needed. Violation of the provisions of this policy may result in a delay of the granting of the leave. Employees may be required to periodically report on their status and intent to return to work. C. "Medical Certification': Management employees who request leave for their own serious health condition or to care for a child, parent, spouse or domestic partner who has a serious health condition may be required to provide written certification from the health care provider of the individual requiring care. If the leave is for the employee's own serious ATTACHMENT 4 ~~o ~~!~ health condition, the certification must include a statement that the employee is unable to work at all or unable to perform the essential functions of his/her position. If the leave is to care for a family member who is a member of the Armed Forces who is undergoing medical treatment, recuperation or therapy for a serious injury or illness incurred in line of duty in active duty in the Armed Forces, the employee may be required to provide written certification from the Armed Forces regarding the condition of the individual requiring care, consistent with Department of Labor guidelines. Management employees must provide the certification prior to when the leave begins. If the leave is unforeseeable, certification must be provided within 15 calendar days after the notification of the need for the leave. Violation of the provisions of this policy may result in a delay of the granting of the leave until the required certification is provided. If the City has reason to doubt the validity of a certification, the City may require a medical opinion of a second health care provider chosen and paid for by the City. If the second opinion is different from the first, the City may require the opinion of a third provider jointly approved by the City and employee, but paid for by the City. The opinion of the third health care provider will be binding. If an employee requests leave intermittently (a few days or hours at a time) or on a reduced leave schedule to care for an immediate family member with a serious health condition, the employee must provide medical certification that such leave is medically necessary. "Medically necessary" is defined as a medical need for the leave and that the leave can best be accomplished through an intermittent or reduced leave schedule. D. "Use of Accrued Leaves": Management employees must use their available accrued leaves, if applicable, (until the leaves are exhausted) concurrently with FMLA/CFRA leave. After sick leave is exhausted, the employee must use all accrued general leaves concurrently with FMLA/CRFA leave. If available accrued leave are exhausted, leave under this policy is unpaid. If the employee takes a leave of absence for any reason which is FMLA/CFRA qualifying, the City may designate that leave as running concurrently with the employee's 12-week FMLA/CFRA leave entitlement and the City's Maternity Leave provisions (as applicable); provided that the City will notify the employee at the time of the designation. E. "Continuation of Benefits": For the duration of the 12-workweek leave pursuant to this rule, the City shall maintain its payment for the employee's health insurance under its group health plan. The City may require the employee to reimburse the City for these costs for the entire leave period if the employee fails to return to work at the conclusion of the leave, provided that the failure to return to work is for a reason other than: (a) the continuation, recurrence or onset of a serious health condition; or (b) the City Manager or designee waives the requirement owing to some circumstances beyond the control of the employee. An employee .who exhausts his or her entitlement to this 12 workweeks of health plan coverage while on Military Family Leave shall not be entitled to any additional 12 workweeks of health plan coverage under the FMLA. Other group insurance coverage and retirement benefits shall be continued in accordance with the provisions of the applicable group insurance Accrual of Benefits While on Leave: Employees will not accrue benefits while in an unpaid leave status, including accrual of general leave, sick leave or seniority. F. "Reinstatement": Upon expiration of leave, an employee is entitled to be reinstated to the position of employment held when leave commenced, or to a comparable position with equivalent employment benefits, pay and other terms and conditions of employment if the former one is abolished during the period of leave and the employee would otherwise not have been laid off. Employees have no greater rights to reinstatement, benefits and other ATTACHMENT 4 2~~~~ conditions of employment than if the employee had been continuously employed during the leave period. As a condition of reinstatement of an employee whose leave was due to the employee's . own serious health condition, the employee must obtain and present afitness-for-duty certification from the health care provider that the employee is able to resume work. Failure to provide such certification will result in denial of reinstatement. G. "Definitions": For the purposes of this section, the following definitions apply. (a) "12-Month Period": A rolling period measured backward from the date leave is taken and continuous with each additional leave day taken. (b) "Child": A child under the age of 18 years, or 18 years or older who is incapable of self-care in three or more of the activities or instrumental activities of daily living, such as grooming and hygiene, bathing, dressing, eating, cooking, cleaning, taking public transportation, etc. (c) "Parent": The biological parent of an employee or an individual who stands or stood in loco parentis (in place of a parent) to an employee when the employee was a child. This term does not include parents-in-law. (d) "Spouse": a husband or wife as defined or recognized under California State law for purposes of marriage. (e) "Domestic Partner": means domestic partner as defined under California Family Code section 297. (f) "Serious Health Condition": An illness, injury, impairment, or physical or mental condition that involves: (1) any period of incapacity or treatment in connection with a hospital, hospice or residential medical care facility; (2) any period of incapacity requiring absence from work, of more than three calendar days, that also involves continuing treatment by (or under the supervision of) a health care provider; (3) continuing treatment of a health care provider for a chronic or long-term health condition that is incurable or so serious that, if not treated, would likely result in a period of incapacity of more than three calendar days; or (4) for prenatal care by a health care provider. Continuing treatments include two or more visits to a health care provider; two or more treatments by a health care practitioner on referral from, or under the direction of a health care provider; or a single visit to a health care provider that results in a regimen of continuing treatment under the supervisor of the health care provider. (g) "Health Care Provider": A medical practitioner authorized to practice medicine in the State of California and performing within the scope of their practice as defined under state law, or as otherwise defined in the Family and Medical Leave Act. In addition, the following definitions apply for Military Family Leave: (a) "Covered service member" means a member of the Armed Forces, including a member of the National Guard or Reserves, who is undergoing medical treatment, recuperation, or therapy, is otherwise in outpatient status, or is otherwise on the temporary disability retired list, for a serious injury or illness. (b) "Serious injury or illness" means an injury or illness incurred by the service member in line of duty on active duty in the Armed Forces that may render the service member medically unfit to perform the duties of the service member's office, grade, rank or rating. ATTACHMENT 4 ~~~~ (c) "Outpatient status" means the status of a service member assigned to (a) a military medical treatment facility as an outpatient; or (b) a unit established for the purpose of providing command and control of members of the Armed Forces receiving medical care as outpatients. (d) "Next of kin" means the nearest blood relative of the service member. In the event that a conflict arises between this article and federal or state law or regulations, or if some aspect of the Family and Medical Leave is not covered by this article, the federal and state law and regulations will prevail. Section 20. "Pregl ancy Disability/Parental Leave": The City shall provide pregnancy disability leave to management employees in accordance with applicable law. An employee who is disabled by pregnancy may take up to sixteen (16) weeks off work (including both paid and unpaid leave) for pregnancy disability, childbirth or related medical conditions. The employee may also be eligible for intermittent leave or a reduced work schedule during her pregnancy if medically necessary. Employee must notify the City Manager or designee of any medical restrictions caused by the pregnancy. The City may require that the employee provide medical certification indicating there is a medical need for the employee to take the time off or receive accommodation while continuing to work. Pregnancy disability leave qualifies for leave under the Family and Medical Leave Act (FMLA) but not under the California Family Rights Act (CFRA). During pregnancy disability leave, the employee is entitled to FMLA benefits in accordance with the FMLA. After the employee's pregnancy disability ends, the employee is eligible for CFRA leave for an additional twelve (12) weeks, to care for a newborn. The City may require that the employee provide a medical certification indicating when the pregnancy disability ended. In addition to the 12-week FMLA/CFRA leave, upon request by the employee, the City may grant additional leave without pay of up to four (4) weeks for the employee to care for a newborn child or newly placed adopted or foster child. Requests for this additional leave beyond the first twelve weeks of FMLA/CFRA leave for newborn care may be granted within the discretion of the City in consultation with the employee's Department Head with approval by the City Manager or designee. Employees on pregnancy disability or parental leave retain employee status with the City. The leave shall not constitute a break in service, and the employee shall be eligible to receive all other employment benefits to the same extent and under the same conditions as apply to FMLA/CFRA leave and LWOP in general. If the leave is unpaid and does not qualify for FMLA or CFRA benefits, the employee shall reimburse the City for the cost of any City-provided insurance policies that cover the employee and/or dependents during the course of the leave. Employees are required to utilize all accrued paid leaves prior to going on leave without pay status. If mutually agreed to by the City and the employee, sick leave may also be used for maternity leave purposes. Coordination of benefits and leave shall be handled by the City's Personnel Officer. Section 21. "Administrative Leave": Management employees shall on July 1St of each year be granted 64 hours of Administrative Leave in recognition that said Management employees are required to work hours beyond their regular hours of work to fulfill their employment responsibilities. A. On December 1St of each year, as defined, Management employees may choose to be paid to a maximum of 32 hours of their unused Administrative Leave. Payment for said administrative leave shall be paid with the first pay period ending date after December 1 sc of each year. B. The use of Administrative Leave requires the approval of the City Manager or designee prior to the absence. A request for scheduled Administrative Leave should be submitted on a form designated by the City. Management employees who have available Administrative Leave and requests use of Administrative Leave shall be permitted to use such time off within a reasonable period after making a request if such use does not unduly disrupt the operations of the City. Employees should make every effort to submit requests to take Administrative Leave two weeks prior to the requested leave. ATTACHMENT 4 a~ ~.. C. On June 30t'' of each year, or if an employee terminates employment prior to June 30th, employees shall forfeit any unused balances of Administrative Leave. Section 22. "Work Related Injury or Illness Leave": The City may grant up to 50 hours of paid time off (per incident) for an employee to attend ongoing medical care/treatment during work hours in conjunction with a work related injury/illness. Use of work-related injury or illness leave hours shall not be considered as a right that may be used at an employee's discretion, but shall be allowed only in case of necessity. Employees who use disability leave hours maybe required to provide a written explanation to the City Manager or designee stating the cause of absence and report the hours as instructed on their timesheets. Said explanation shall be on a form developed and implemented by the City Manager or designee. Disability leave shall be granted only after the City's Workers' Compensation administrator has declared the illness/injury to be compensable under the California Workers' Compensation law. Only regular employees are eligible for disability leave. Employees suffering injuries in the course and scope of their work maybe entitled to workers' compensation benefits. Employees having questions regarding this rule should contact the Personnel Officer. Section 23. "Catastrophic Illness Leave ": Upon approval of the City Manager or designee, a catastrophic sick leave bank may be established for the benefit of an employee incapacitated by an extreme or severe illness or injury. Employees may donate general leave and/or sick leave to another employee in accordance with the City of Dublin Catastrophic Leave Administrative Policy (AP 06-1998) as may be amended and subject to the conditions listed below: A. All regular employees of the City of Dublin (part-time and full-time) who have successfully completed one year of paid service shall be eligible to request catastrophic leave due to their own serious illness or injury, or serious illness or injury to an immediate family member as defined in Section 1 of the City's Catastrophic Leave Administrative Policy. B. Eligible employees may request leave donations after all leaves have been (or are expected to be) exhausted. C. An employee requesting catastrophic leave must receive the recommendation of his/her Department Head, and the approval of the City Manager or designee. Catastrophic Leave maybe approved up to a maximum of 45 workdays in a calendar year. D. An employee receiving catastrophic leave shall remain on "paid status" for the purposes of normal payroll deductions (i.e., state and federal taxes, retirement, health and benefit contributions, wage attachments and assignments, etc.). E. While using catastrophic leave hours, the employee will continue to accrue general leave hours. F. While using catastrophic leave, the employee will retain paid employee status with the City; the leave shall not constitute a break in service; and the employee shall be eligible to receive all other employment benefits to the same extent and under the same conditions as a paid employee. G. Upon termination of employment, return to work, or death, all unused catastrophic leave hours shall be returned to the City's "Catastrophic Leave Bank." The recipient shall have no claim upon unused catastrophic leave credits. H. Catastrophic Leave shall not be used in conjunction with short or long-term disability benefits; Workers' Compensation leave; or light, limited or restricted duty. ATTACHMENT 4 3n~~~ Section 24. "School Leave": Employees who are parents, guardians or grandparents of a child in kindergarten through grade 12 may take up to forty (40) hours per year, not exceeding eight (8) hours in a month, to participate in the child's school activities. The employee must use accrued general leave, floating holiday, administrative leave or compensatory time for this leave. Prior notice of the need for this leave must be given to the City Manager or designee. Section 25. "Votin Time": Employees will be granted time off with pay to vote in any general, direct primary or presidential primary election in accordance with the provisions of the Elections Code section 14000. Management employees must give prior notice to the City Manager or designee of their need to take such time off. Section 26. "Relocation Expenses": The City Manager shall have the authority to negotiate on behalf of the City relocation expenses for appointed employees covered under this Resolution. Such expenses may include travel, interim housing, storage, and other relocation expenses as deemed appropriate by the City Manager. PASSED, APPROVED AND ADOPTED this 4th day of November, 2008. AYES: NOES: ABSENT: ABSTAIN: ATTEST: City Clerk Mayor ATTACHMENT 4