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Home My WebLink About4.13 PersonnelSys Revision CI'TY CLERK File #700-40 AG EN DA S'rATE M ENT CITY COUNCIL MEETING DATE: July l, 2003 SUBJECT: Revisions to the Personnel System Report Prepared by: ~lulie Carter, Assistant to the City Manager ATTACHMENTS: 1. Resolution Amending the Personnel Rules 2. Amendment to Resolution Establishing Management Positions Exempt from Competitive Service and Prescribing Leave Benefits for the Positions RECOMMENDATION: ~ Adopt Resolutions FINANCIAL STATEMEN .'T~ Based on a current employee census the cost associated with the proposed changes to add Administrative Leave and increase General Leave accruals vary depending on employee usage. Funds have been included in the Fiscal Year 2003-2004 Budget to cover costs associated with the implementation of these benefit enhancements. DESCRIPTION: Each year, .the City Manager's Office conducts a wage and benefit survey of approximately 35 Bay Area local government agencies. This survey is performed in an effort to keep the City's wage and benefit structure competitive with the market in which the City competes for labor. Based on the survey data the following revisions to the Personnel System are proposed.. PERSONNEL SYSTEM RULES The City Council has adopted rules for the administration of the City's Personnel System. Based on the market survey and on discussions with City employees, the following amendments to the Personnel System Rules are proposed (Attachment 1): A. RULE XIV. COMPENSATION AND BENEFITS - Section 8. "Administrative Leave" In recognition that the City's exempt and designated employees are required to work hours beyond their regular hours of work to fulfill their employment and/or management responsibilities, the City Manager recommends establishing an administrative leave program. Consistent with the City's current use of administrative time off and the City's market survey, the City Manager recommends the following: Exempt 40 h0~S 20 h0~S Designmed Management [ 64 horns [ 32 hours COPIES TO: ITEM NO. _~ B. RULE XVII. LEAVE - Section 4. "General Leave Accrual" Each full-time employee in the competitive service shall accrue General Leave for each bi-weekly period of service, based on the years of service with the City. As proposed and based on the City's survey data, the City Manager recommends increasing the General Leave accrual by two additional days of General Leave for employees covered by the City's Personnel System Rules with 5 or more years of service. It is important to note that the City only provides General Leave to employees as opposed to a traditional sick and vacation leave program. The proposed amendments to the Personnel System Rules are shown in Attachment 1; all-remaining sections of this document would remain in tact. RESOLUTION PRESCRIBING LEAVE BENEFITS FOR MANAGEMENT POSITIONS EXEMPT FROM COMPETITIVE SERVICE The City Council has adopted a Resolution that prescribes leave benefits for those employees who are exempt from the competitive service. This Resolution addresses all types of leave including General and Administrative Leave. If the City Council approves the above changes to the Personnel Rules relating to Administrative Leave, it will also be necessary to make the corresponding amendment to the Management Leave Resolution. Accordingly, it is proposed that Section 21. "Administrative Leave" be amended to include the provision of 64 hours of administrative leave of which said designated Managers may choose to be paid for one-half (32 hours) of their unused administrative leave on the first pay day in December of each year. The proposed amendments are shown in Attachment 2; all remaining sections of this document would remain in tact. CONCLUSION It is recommended that the City Council review the proposed changes to the City's Personnel System and adopt the necessary Resolutions. RESOLUTION NO. - 03 ~ ~ A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN AMENDING THE PERSONNEL SYSTEM RULES WHEREAS, the City Council is authorized to adopt rules for the administration of the City's personnel system; and WHEREAS, the City Council adopted Resolution 141-90 and subsequent amendments establishing the Personnel System rules; and WHEREAS, the objective of these rules is to facilitate efficient and economical services to the public and provide for an equitable system of personnel management in municipal government. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does hereby amend the Personnel System Rules as follows: RULE XIV. COMPENSATION AND BENEFITS Section 8. "Administrative Leave": An employee who is designated as exempt trader Section 4 above, shall on July 1 st of each year be granted 40 hours of Administrative Leave in recognition that said exempt employees are required to work hours beyond their regular hours of work to fulfill their employment responsibilities. On December 1 st of each year, as defined, exempt employees may choose to be paid for one-half (20 hours) of their unused Administrative Leave. Payment for said Administrative Leave shall be paid with the first pay ending date after December 1 st of each year. The use of Administrative Leave requires the approval of the employee's Department Head and City Manager prior to the absence. A request for scheduled Administrative Leave should be submitted on a form designated by the City Manager. The employee who has available Administrative Leave and requests use of Administrative Leave shall be permitted to use such time off within a reasonable period after making request if such use does not unduly disrupt the operations of the City. Employee should make every effort to submit requests to take Administrative Leave two weeks prior to the requested leave. On June 30th of each year employees shall forfeit any unused balances of Administrative Leave. BE IT FURTHER RESOLVED that the City Council of the City of Dublin does hereby further amend the Personnel System Rules as follows: RULE XVIII. LEAVE Section 4. "General Leave Accrual": Depending on the longevity of the employee, the amount of general leave accrued shall be as denoted in the appropriate section below: ATTACHMENT 1 a. Full-Time Employees: Each full-time employee in the competitive service shall accrue general leave for each bi-weekly period of service, based on the years of service with the City. If an employee begins his/her service on any date other than the first working day of a bi-weekly 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. However, use of leave shall not begin until after one (1) month of service, except as noted in Section 10. The bi-weekly period shall coincide with the payroll period established by the City Council. Length of Service Leave Accrued Each Leave Accrued Bi-Weekly Period Each Year Beginning with the first month 6.77 Hours 22 days of service through the fifth year (60th month) Following the fifth year 8.31 Hours 27 days through the tenth year (61st month - 120th month) Following the tenth year 8.92 Hours 29 days Through the fifteenth year (121st month - 180th month) Following the fifteenth year 9.54 Hours 31 days (181 st month and beyond) BE IT FURTHER RESOLVED that the changes contained herein shall be effective July 1, 2003. PASSED, APPROVED AND ADOPTED this 1st day of July 1, 2003. AYE S: NOES: ABSENT: ABSTAIN: Mayor ATTEST: City Clerk RESOLUTION NO. - 03 A RESOLUTION OF THE CITY COUNCIL OF TIlE CITY OF DUBLIN AMENDING THE MANAGEMENT POSITIONS EXEMPT FROM COMPETITIVE SERVICE RESOLUTION WHEREAS, the City Council has adopted a Personnel Ordinance; and WHEREAS, Section 4(3) of the Ordinance exempts Department Heads and other Management Positions from the Competitive Service; and WHEREAS, in accordance with the City's Personnel Ordinance, the City Council adopted Resolution No. 142-90 and subsequent Resolutions which establishes Management Positions and defines benefits for those positions; and WHEREAS, it is necessary to periodically update changes to the benefit policy to reflect new practices. NOW, THEREFORE, BE IT RESOLVED that Section 21 of Resolution No. 142-90 and subsequent Resolutions which establishes Management Positions and defines benefits for those positions shall be amended as follows: Section 21. "Admhaistrative Leave": An employee who is defined as a designated management employee under this Resolutiorh shall on July 1 st of each year be granted 64 hours of Administrative Leave in recognition that said designated management employees are required to work hours beyond their regular hours of work to fulfill their management responsibilities~ On December 1 st of each year, as defined, designated management employees may choose to be paid for one-half (32 hours) of their unused Administrative Leave. Payment for said Administrative Leave shall be paid with the first pay ending date after December 1 st of each year. The use of Administrative Leave requires the approval of the employee's Department Head, as applicable, and City Manager prior to the absence. A request for scheduled Administrative Leave should be submitted on a form designated by the City Manager. The employee who has available Administrative Leave and requests use of Administrative Leave shall be permitted to use such time off within a reasonable period after making request if such use does not unduly disrupt the operations of the City. Employee should make every effort to submit requests to take Administrative Leave two weeks prior to the requested leave. On June 30th of each year employees shall forfeit any unused balances of Administrative Leave. ATTACHN]ENT 2 BE IT FURTHER RESOLVED that the changes contained herein shall be effective July 1, 2003. PASSED, APPROVED AND ADOPTED this 1st day of July, 2003. AYES: NOES: ABSENT: ABSTAIN: Mayor ATTEST: City Clerk K2/G/7- 1-03/resos-personn¢l.d{)c (Item 4.13-2)