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HomeMy WebLinkAbout4.8 Revisions to Personnel System boo-�.o CITY OF DUBLIN AGENDA STATEMENT CITY COUNCIL MEETING DATE: September 26 , 1988 SUBJECT Revisions to the Personnel System EXHIBITS ATTACHED o Resolution Amending Rule XVII of the Personnel Rules Relating to Leave o Resolution Designating Positions and Defining Leave Benefits o Revised 1988-89 Position Allocation Plan o Resolution Amending the Classification Plan o Resolution Establishing a Benefit Plan o Resolution Establishing a Full-Time Salary Plan o Resolution Establishing a Part-Time Salary Plan RECOMMENDATION Adopt the Resolutions and revised Position Allocation n Plan; authorize budget transfer. from Contingent (j Reserve to the various City Operating Accounts to accommodate those salary and fringe benefit changes provided for in the attached documents as well as the City Manager Agreement for Service adopted by the Council on September 12 , 1988 . FINANCIAL STATEMENT: Sufficient funds have been allocated in the Contingent Reserve. DESCRIPTION The City Personnel System is governed by several resolutions . Each resolution addresses speci_fi_c topics . the Staff Report will discuss the changes to the system based on the resolution which is affected. Amendment of Personnel Rules Staff is proposing an amendment to the personnel rules which governs the leave provided to employees (Rule XVII ) . In reviewing the current health and welfare benefits provided to employees , a deficiency was noted in the event of a longterm disability. The current policy allows employees to accumulate a maximum of 45 days of general leave . Once the limit is reached , the employee does not earn general leave. The concept of general leave is that it is provided in lieu of vacation and sick leave . The maximum accumulation limit restricts the City ' s financial exposure when an employee with accumulated leave terminates service. However, in the event that the employee has saved their leave as protection from a catastrophic event , a shortfall can occur prior to the provision of benefits through the City' s Long Term Disability Insurance Program. The proposal provides for employees who have reached the maximum accrual of general leave to earn sick leave . The sick leave could only be used after all general leave was exhausted . In addition, the sick leave accrued would not he compensable upon termination. It is only anticipated that long term , employees will be eligible to benefit from this change. The reason for this is that the amount of leave earned is based on years of service. The sick leave will also have a maximum accrual of 45 days. The rule has also been modified to reflect the accrual of leave on a bi- weekly basis . The current rule states that it is accrued on a monthly basis . This change is necessary to identify the accrual consistently with the computerized payroll system. Staff would recormnend the adoption of the Resolution which amends Rule XVII. ---------------------------------------------------------------------------- COPIES TO: ITEM NO. /4 Establishment of Exempt Management Positions & Pr.escr. ibi.ng Leave Benefits The Personnel Ordinance exempts specific positions from the competitive service. A separate resolution identifies these positions and describes leave benefits provided to the exempt positions . Staff has prepared a revised resolution which rescinds resolution No. 86-87 . The proposed resolution designates the Assistant City Manager position among the designated Department Head and Management employees . The addition of this position is discussed below. The resolution also revises the leave benefits for these employees as discussed above . The primary changes include the provision of limited sick leave and changes the accrual of leave to a bi-weekly basis . Staff recommends that the City Council adopt the iesolution rescinding Resolution No. 86-87 . Assistant City Manager As part of this year ' s Personnel Salary and Fr. i_nge Benefit Review, it is recommended that the City ' s Position Allocation Schedule -be modified to add the position of Assistant City Manager and delete the position of Assistant to the City Manager ( see attached) . A resolution adding the Job Description for the position of Assistant City Manager to the City ' s Job Classification Plan is also proposed for City Council consideration ( see attached) . Benefit Plan As provided for in the Personnel Rules , the City Hanager has reviewed the employee benefit plan. A comprehensive survey was conducted of agencies with which the City must compete for employees . The Benefit Plan is used to familiarize new employees with all benefits provided. Therefore , the Staff Report will only higlili_ght those areas which represent a change to the prior plan. In accordance with action taken by the City Council at their meeting on August 8 , 1988 , the maximum City contribution will be increased to not exceed $338 per month . The actual amount paid is dependent on the plan selected by the employee and whether the employee is also covering eligible dependents . Historically , the average City contribution when reviewing the amount paid for all employees is significantly less than the limit established in the benefit Plan. The supplemental Dental/Vision/Health Care Trust Fund has been amended to reflect a shortened "plan year. " The City currently self-insures certain dental and vision coverage benefits . The current plan year is not consistent with the City' s Fiscal Year. The proposed Benefit Plan would adjust the benefit year for 1988-89 , in a manner which would allow all future plan years to be the same as the City ' s Fiscal_ Year_ . The maximum benefit available in the 1988-89 plan year has been reduced to reflect the 10 month coverage period. The eligible claims which can be paid from the trust Fund benefit described in Section 4 have been modified. The modification will allow reimbursement of dependent optical expenses and payment of certain health insurance deductibles . The maximum amount which can be paid from the trust fund in a single year is limited. Historically, the amount expended has been less than the maximum amount allowable . The provision of retirement benefits have been revised as described in Section 7 . The revision involves the City ' s payment of the employee contribution rate to the Public Employees ' Retirement System ( PERS ) . In reviewing market survey data, 26 agencies which were used are also members Of PERS. the survey indicated that 81 percent of the agencies paid the employee contribution to the retirement system. This has become a typical benefit among many public agencies . The current employee contribution rate is 7 percent of the employees ' salary. The employer contribution rate fluctuates each year depending on the contributions required to' satisfy the outstanding liabilities , as determined by the retirement system ' s actuaries . -2- The proposed benefit plan includes the addition of Martin Luther King Jr Day as a recognized holiday. Employees will receive the holiday with pay and City Offices will be closed. The City Manager reviewed the holiday policies of nearby agencies . Of the nine agencies surveyed, which includes B local agencies plus Alameda County, six of the agencies recognize Martin Luther King Jr Day. The car allowance provided to Department Heads has been modified. In the past , Department Heads received an operating allowance in addition to the monthly allowance . The proposed plan provides for an increase in the monthly allowance of $15.00 per month and the elimination of the operating allowance for those positions . The proposed plan also lists the Assistant City Manager position as a recipient of a car allowance . The benefit plan as proposed provides employee benefits consistent with the market area. Staff would recommend that the City Council adopt the resolution. Personnel Salary Modifications - The City Manager has met with full-time employees to eva uate conditions of employment . One component of this annual review is to determine competitive salary levels . The proposed salaries are based on market conditions determined by a survey of comparable positions in similar agencies . The salary ranges of regular positions have also been established giving consideration to the relationship of each position to others in the organization. The ability to recruit and retain quality personnel requires the City ' s .salary policies be competitive with other agencies . The proposed 'Salary Plan also contains a recommended salary range for a new classification. The new position is Assistant City Manager. Staff has also provided a recommended salary range for the Administrative Assistant position which was included in the adopted 1988-89 City 11anager ' s Budget . The job description for this position is already included in the City ' s Classification Plan. Staff has also reviewed the part-time salary ranges in relationship with the market . Minor modifications have been made to seven positions on the schedule . The modifications will not directly affect current salaries . Employee salaries can only be modified upon completion of a satisfactory performance review. The establishment of all salary ranges only provides the minimum and maximum salary to be paid. to an individual in a particular. position. All movement within the range is based on performance . Based on a comprehensive survey of the represented positions , Staff recommends that the City Council adopt the resolutions establishing full- time and part-time salaries . Conclusion Staff would recommend that the City Council review the proposed modifications and adopt the necessary resolutions and the 1988-89 Position Allocation Plan. I -3- RESOLUTION NO. - 88 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN AMENDING RULE XVII OF THE PERSONNEL RULES WHICH RELATE TO LEAVE BENEFITS AS ADOPTED IN RESOLUTION NO. 85-87 WHEREAS, the City Council adopted Resolution No. 85-87 which established Personnel System Rules; and WHEREAS, Rule XVII describes leave benefits to be provided to employees; and- WHEREAS, the adopted rules provide only limited benefits to employees who may suffer a long term disability; and WHEREAS, the ability to recognize long term service to an organization and provide appropriate benefits can enhance the ability to retain dedicated employees; and WHEREAS, the rate of leave accrual needed to be adjusted to reflect the cycle used by the computerized payroll system. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does hereby amend Resolution No. 85-87 by rescinding Rule XVII and replacing the rule with the language contained in Exhibit A, attached hereto and by reference made a part hereof. BE IT FURTHER RESOLVED that this amendment shall be incorporated as a part of the City of Dublin Personnel Rules. PASSED, APPROVED AND ADOPTED this 26th day of September, 1988. AYES: NOES: ABSENT: Mayor ATTEST: City Clerk 1 EXHIBIT A RULE XVII . LEAVE Section 1. "Purpose" : 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, bereavement leave, etc. General leave may be used for any leave purpose, however, its use shall be governed by the following sections. 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 these rules. 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. , sick leave, bereavement leave, etc. Section 3 . "Use of General Leave" : Scheduled Leave requires the approval of the employee' s Department Head and City Manager 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 may be grounds for disciplinary action. Section 4 . "General Leave Accrual" : - Depending on the status of the employee, the amount of general leave accrued shall be as denoted in the appropriate section below: 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 their 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 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 . Page 1 Length of Service Leave Accrued Each Bi-Weekly Period Beginning with the first month of service through the fifth 6. 15 Hours year (60th month) Following the fifth year through the tenth year (61st 7 .08 Hours month - 120th month) Following the tenth year (121st month) 7 .69 hours b. Employees Scheduled to Work 20-40 Hours Per Week: For employees in the competitive service scheduled to work between 20 and 40 hours per week, the pro=rata share to be accrued will be the percentage of a regular 40 hour .work week which they are scheduled to work, multiplied by the leave accrued per month, as shown in Sub-section a. above. The regularly scheduled number of work hours must be designated on the Personnel Action Form. C. Management Employees: Management employees subject to the provisions of the Personnel Ordinance shall accrue general leave for each bi-weekly 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 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 1 month of service, except as noted in Section 10 . The accrual shall be in accordance with the following schedule: Length of Service Leave Accrued Each Bi-Weekly Period Beginning with the first month of service through the fifth 6.77 Hours year ( 60th month) Following the fifth year through the tenth year ( 61st 7 . 69 Hours month - 120th month) Following the tenth year (121st month) 8.31 hours Section 5 . "General Leave Maximum Accrual" : No employee shall accrue more than 360 hours of general leave. When an employee' s unused leave balance reaches this limit, such employee shall no longer accrue general leave until the balance falls below the maximum accrual limit. Section 6. "Sick Leave Accrual" : When an 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. Page 2 Section 7. "Sick Leave Maximum Accrual" : No 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 may be used at an employee's discretion, but shall be allowed only in case of necessity. An employee shall only be eligible to use the sick leave hours when the employee has exhausted all General Leave accrued. Sick leave hours may be used for: a. An employee's illness or injury. (Leave for more than 5 days will require a doctor's certificate indicating that the employee was ill and has been treated. The doctor shall also 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 illness, accident, medical appointments, or other related occurrences. Section 9 . "Sick Leave Reporting" : Employees who use sick leave hours will be required to file a personal declaration with the City Manager stating the cause of absence. Said declaration shall be on a form developed and implemented by the City Manager. Section 10 . "General Leave Advance" : If, during the first three months of employment, an employee exhausts all leave accrued, the City Manager may advance an 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 anticipated return. Any leave which is advanced will be deducted from future accruals. If an employee terminates employment prior to repayment of the advanced leave, the cost shall be deducted from the final paycheck. Section 11 . "Compensation for General Leave at Termination" : Any employee separating from the City service who has accrued general leave shall be entitled to terminal pay in lieu 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. Terminal pay will be paid at the employee' s current hourly rate at time of termination, for any unused general leave. Page 3 Section 12. "No Compensation for Sick Leave at Termination": Any employee 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 13 . "Military Leave" : Military Leave shall be granted in accordance with the provisions of State Law. All employees entitled to military leave under this section shall give the appointing power an opportunity within the limits of military regulations to determine when such leave shall be taken. Section 14. "Jury Duty" : Every full-time employee eligible for leave benefits who is called or required to serve as a trial juror upon notification and proper verification submitted to his/her department head, shall be entitled to be absent from his/her duties with the City during the period of such service or while necessarily being present in court as a result of such call. The employee shall be required to reimburse the City for any pay received for jury duty, in exchange for receiving regular salary from the City. Any amount which is paid to the employee as travel reimbursement while on jury duty shall be retained by the employee. Section 15 . "Leave of Absence Without Pay" : The City Manager, in his/her unrestricted discretion, may grant a regular or probationary employee a leave of absence, without pay, benefits or seniority. Any leave of absence which is approved shall. not exceed 90 days. An extension of any leave of absence beyond 90 days may be granted upon approval of the City Council when it is in the best interest of the City. In cases where a leave of absence without pay is requested by a female employee on account of pregnancy, up to four months leave without pay may be granted, in accordance with applicable laws. A leave of absence requires that the employee make a written request setting forth the reason for the request and the date the employee expects to return to work. The approval of any leave of absence shall also be in writing. Upon expiration of regularly approved leave, or within a reasonable period of time after notice to return to duty, the employee shall be reinstated in the position held at the time leave was granted. The employee shall reimburse the City for the cost of any City-provided insurance policies which cover the employee and/or dependents during the course of the leave. Failure on the part of an employee on leave to return to duty promptly at its expiration, or within a reasonable time after notice, shall be deemed to be discharged. The depositing in the United States mail of a first class letter, postage paid, addressed to the employee' s last known place of address, shall be reasonable notice. Page 4 RESOLUTION NO. - 88 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN RESCINDING RESOLUTION NO. 86-87 AND ESTABLISHING MANAGEMENT POSITIONS EXEMPT FROM COMPETITIVE SERVICE AND PRESCRIBING LEAVE BENEFITS FOR THE POSITIONS WHEREAS, the City Council has adopted a Personnel Ordinance; and WHEREAS, Section 4(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 personnel rules, including the description of leave benefits; and WHEREAS, the City Council has adopted Resolution No. 86-87 which established management positions and prescribed leave benefits for those positions; and WHEREAS, due to the addition of a management position and a change in employee leave benefits, it is appropriate to rescind Resolution No. 86-87 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, except as noted in Section 4 (e) of the Personnel Ordinance. A. The Department Head and Management Employees shall include: 1 . Administrative Services/Finance Director 2 . Assistant City Manager 3 . Assistant to the City Manager 4 . Planning Director 5 . Public Works Director/City Engineer 6. Recreation Director B. The following leave benefits shall be provided to employees identified above. Section 1. "Purpose" : a. General Leave: A general leave plan shall be established for all employees in lieu of traditional vacation leave, sick leave, bereavement leave, etc. General leave may be used for any leave purpose, however, its use shall be governed by the following sections . Page 1 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 these rules. 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. , sick leave, bereavement leave, etc. Section 3 . "Use of General Leave" : Scheduled Leave requires the approval of the employee' s Department Head and City Manager 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 may be grounds for disciplinary action. Section 4 . "General Leave Accrual" : - The amount of general leave accrued shall be as denoted below: a. Management Employees: Management employees shall accrue general leave for each bi-weekly 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 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 1 month of service, except as noted in Section 10 . The accrual shall be in accordance with the following schedule: Length of Service Leave Accrued Each Bi-Weekly Period Beginning with the first month of service through the fifth 6.77 Hours year (60th month) Following the fifth year through the tenth year ( 61st 7 . 69 Hours month - 120th month) Following the tenth year (121st month) 8. 31 hours Page 2 Section 5 . "General Leave Maximum Accrual" : No employee shall accrue more than 360 hours of general leave. When an employee' s unused leave balance reaches this limit, such employee shall no longer accrue general leave until the balance falls below the maximum accrual limit. Section 6. "Sick Leave Accrual" : When an 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 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 may be used at an employee' s discretion, but shall be allowed only in case of necessity. An employee shall only be eligible to use the sick leave hours when the employee has exhausted all General Leave accrued. Sick leave hours may be used for: a. An employee' s illness or injury. (Leave for more than 5 days will require a doctor' s certificate indicating that the employee was ill and has been treated. The doctor shall also 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 illness, accident, medical appointments, or other related occurrences. Section 9 . "Sick Leave Reporting" : Employees who use sick leave hours will be required to file a personal declaration with the City Manager stating the cause of absence. Said declaration shall be on a form developed and implemented by the City Manager. Section 10 . "General Leave Advance" : If, during the first three months of employment, an employee exhausts all leave accrued, the City Manager may advance an 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 anticipated return. Any leave which is advanced will be deducted from future accruals . If an employee terminates employment prior to repayment of the advanced leave, the cost shall be deducted from the final paycheck. Page 3 Section 11 . "Compensation for General Leave at Termination": Any employee separating from the City service who has accrued general leave shall be entitled to terminal pay in lieu 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, ih applicable cases, as provided by the Probate Code of the State. Terminal pay will be paid at the employee's current hourly rate at time of termination, for any unused general leave. Section 12. "No Compensation for Sick Leave at Termination" : Any employee 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 13. "Military Leave" : Military Leave shall be granted in accordance with the provisions- of State Law. All employees entitled to military leave under this section shall give the appointing power an opportunity within the limits of military regulations to determine when such leave shall be taken. Section 14 . "Jury Duty" : Every full-time employee eligible for leave benefits who is called or required to serve as a trial juror upon notification and proper verification submitted to his/her department head, shall be entitled to be absent from his/her duties with the City during the period of such service or while necessarily being present in court as a result of such call. The employee shall be required to reimburse the City for any pay received for jury duty, in exchange for receiving regular salary from the City. Any amount which is paid to the employee as travel reimbursement while on jury duty shall be retained by the employee. Section 15. "Leave of Absence Without Pay": The City Manager, in his/her unrestricted discretion, may grant a regular or probationary employee a leave of absence, without pay, benefits or seniority. Any leave of absence which is approved shall not exceed 90 days. An extension of any leave of absence beyond 90 days may be granted upon approval of the City Council when it is in the best interest of the City. In cases where a leave of absence without pay is requested by a female employee on account of pregnancy, up to four months leave without pay may be granted, in accordance with applicable laws. A leave of absence requires that the employee make a written request setting forth the reason for the request and the date the employee expects to return to work. The approval of any leave of absence shall also be in writing. Upon expiration of regularly approved leave, or within a reasonable period of time after notice to return to duty, the employee shall be reinstated in the position held at the time leave was granted. The employee shall reimburse the City for the cost of any City-provided insurance policies which cover the employee and/or dependents during the course of the leave. Failure on the part of an employee on leave to return to duty promptly at its expiration, or within Page 4 a reasonable time after notice, shall be deemed to be discharged. The depositing in the United States mail of a first class letter, postage paid, addressed to the employee's last known place of address, shall be reasonable notice. BE IT FURTHER RESOLVED that Resolution No. 86-87 is hereby rescinded. PASSED, APPROVED AND ADOPTED this 26th day of September, 1988. AYES: NOES: ABSENT: Mayor ATTEST: City Clerk Page 5 REVISED 1988-89 POSITION ALLOCATION PLAN Proposed amendment September 26, 1988 PROPOSED 1987-88 PROPOSED 1987-88 1988-89 ALLOCATED 1988-89 ALLOCATED CHANGE TO TOTAL CITY ADD'L CITY CONTRACT CONTRACT 1988-89 DEPARTMENT CLASSIFICATION POSITIONS POSITIONS POSITIONS POSITIONS ALLOCATION City Manager City Mgr/City Clerk 1 1 Asst City Mgr 0 1# 1 Asst to City Mgr 1 (-1)# 0 Secretary to City Mgr/ Deputy City Clerk 1 1 Clerk Typist/Recptnst 1 1 Personnel Consultant 1 (-1) 0 Administrative Assistant 0 1 1 Legal Services City Attorney 1 1 (Meyers, Nave, Assistant City Attorney 1 1 Riback & West) Administrative Admin Svcs/Finance Dr 1 1 Services Finance Technician 1 1 Account Clerk (Part-Time) 0 1 1 Police Services Lieutenant 1 1 (Alameda County Patrol Sergeant 5 5 Sheriff's Dept) Detective Sergeant 4 4 Patrol Officer 13 13 Traffic Officer 2 2 Specialist Clerk 2 2 Data Input Clerk 0 1 1 Crime Prevention Asst 1 1 (Part-Time) Public Works/ Public Works Dr/City Administration Engineer 1 1 Secretary 1 1 Maintenance Supervisor (MCE) 1 1 Public Works Foreman/Crew Leader 1 1 (MCE Corp) Laborer/Maintenance Worker 5 5 Park Maintenance Foreman/Crew Leader 0 1 1 (MCE Corp) Laborer/Maintenance Worker 1 3 4 PROPOSED 1987-88 PROPOSED 1987-88 1988-89 ALLOCATED 1988-89 'ALLOCATED ' CHANGE TO TOTAL CITY ADD'L CITY CONTRACT CONTRACT 1988-89 DEPARTMENT CLASSIFICATION POSITIONS POSITIONS POSITIONS POSITIONS ALLOCATION Recreation Recreation Director 1 1 Recreation Supervisor 1 1 Recreation Coordinator/ 3/4 Time-Senior Citizen Program 1 1 Recreation Coordinator/ 2/3 Time - Sports Pgm 1 1 Secretary 1 1 Clerk Typist/Recptnst Planning Planning Director 1 1 Senior Planner 2 2 Associate Planner 1 1 Secretary 1 1 Clerk Typist/Recptnst 1 1 Zoning Investigator 1 1 Contract Planner 0 1 1 Planning Intern (Part- Time) 1 (-1) 0 Building & Safety Chief Building Official 1 1 (Taugher & Building Inspector 2 2 Associates) Secretary 1 1 Engineering Public Works Inspector 1 1 2 (Santina & Assistant City Engineer 1 1 Thompson, Inc.) TOTAL - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 74 ACTUAL 1987-88 RECOMMENDED 1988-89 ACTUAL 1987-88 RECOMMENDED 88-89 CITY POSITIONS CITY POSITIONS CONTRACT POSITIONS CONTRACT POSITIONS 24 25 44 49 NOTE: With the exception of Legal Services, all of the designated personnel perform duties directly from City facilities. This listing does not account for the temporary part-time Recreation Staff which varies between 30-35 additional employees. Santina & Thompson (Engineering), MCE Corporation (Public Works), and Police Services have additional employees who perform work under contract to the City of Dublin at off-site locations. The City of Dublin provides personnel, labor relations, workers' compensation, and administrative support for the Dougherty Regional Fire Authority. The Authority has 53 employees who are not included above since this represents a separate entity. RESOLUTION NO. - 88 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN AMENDING THE CLASSIFICATION PLAN WHEREAS, in accordance with the Personnel System Rules, the City Council adopted Resolution No. 30-84 and subsequent amendments which comprise the Classification Plan; and WHEREAS, the growth of the City's internal staff and individual responsibilities has necessitated a reorganization of the administrative functions. NOW, THEREFORE, BE IT RESOLVED that Resolution No. 30-84 and subsequent amendments shall be further amended to include the following classification and attached job description. BE IT FURTHER RESOLVED that this document shall become a part of the official classification plan for the City of Dublin. Assistant City Manager Exhibit A PASSED, APPROVED AND ADOPTED this 26th day of September, 1988. AYES: NOES: ABSENT: Mayor ATTEST: City Clerk EXHIBIT A ASSISTANT CITY MANAGER Definition The Assistant City Manager is a Management position exempt from the competitive service. The Assistant City Manager serves as the principal assistant to the City Manager performing responsible administrative duties and acting as City Manager in the absence of the City Manager. Example of Duties Serves as the principle assistant to the City Manager providing advice and assistance on matters associated with the day-to-day management of municipal operations; makes presentations to City Council, City Commissions and community groups as required; serves as the City Manager's designee for administering the- Personnel System for the City and the Dougherty Regional Fire Authority; serves as the City's Risk Manager; responsible for the City's public information activities; responsible for public service contract review and administration; assists in the preparation of the Budget and Capital Improvement Program; assists in the development and implementation of policies and procedures; represents the City Staff in both intraagency and intergovernmental matters in the absence of the City Manager; supervises City Manager's office staff as assigned; and performs any other related duties as required. Qualifications Education and Experience A Bachelor's Degree from an accredited college or university majoring in Public or Business Administration or a related field. A Master's Degree in Public or Business Administration is desirable. A minimum of six (6) years of increasingly responsible professional governmental management experience. Knowledge and Abilities The Assistant City Manager must have knowledge of the concepts, principles and practices associated with municipal administration, including fiscal, personnel, and office management; knowledge of research methodology; ability to conduct, analyze and make recommendations on variety of administrative activities; ability to effectively supervise and coordinate the work of assigned personnel; learn and effectively apply related City and departmental policies, procedures and regulations related to municipal activities; understanding of and ability to carry out all aspects of personnel administration including, but not limited to development of job classifications, salary and fringe benefit administration, testing and recruitment, labor relations, etc. ; ability to prepare written budget input and operate within budget allocations; communicate effectively both verbally and in writing; establish and maintain cooperative and effective relationships with those contacted in the course of work. License Requires a valid California Class III driver's license to be secured prior to employment and maintained current as a condition of employment. RESOLUTION NO. - 88 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ************************** ADOPTING A BENEFIT PLAN IN ACCORDANCE WITH PERSONNEL RULES WHEREAS, the City Council adopts Personnel System Rules for employees of the City; and WHEREAS, the provision of employee benefits assists the City in attracting and retaining quality employees; and WHEREAS, the Personnel System Rules require the City Council to adopt a Benefit Plan; and WHEREAS, the identification of benefits in a single document will assist with the administration of the personnel system; and WHEREAS, the following benefit provisions shall be established in accordance with the City of Dublin Personnel Rules; and WHEREAS, the Benefit Plan was last amended in September of 1987 . NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does hereby adopt the following benefits as a Benefit Plan: Section 1. Eligible Employees: All benefits shall apply to full- time employees of the City of Dublin, unless otherwise stated. The provision of benefits outlined in this plan shall not apply to temporary employees . Section 2 . Medical *Insurance: All City employees who are members of the Public Employees Retirement System (PERS) shall be eligible to select from plans administered by the Public Employees Medical and Hospital Care Act. Beginning with the August, 1988 premium, the City will contribute a maximum of $338 per month, exclusive of administrative charges towards medical insurance. If the cost of coverage exceeds the amount of the City contribution, the additional cost will be paid by the employee through payroll deductions or to the extent allowed by Section 4 of the Benefit Plan. Section 3 . Dental Insurance: The City will contribute on behalf of each employee scheduled to regularly work at least 30 hours per week, a maximum of $49 .17 per month to a dental insurance plan selected by the City. Section 4 . Supplemental Dental/Vision/Health Care Reimbursement Trust Fund: a. Plan Limits: Full-time employees shall have a limit of $500 in "plan year 1988-89" for eligible reimbursements. Page 1 Employees regularly scheduled to work between 20 and 40 hours per work week shall have a limit of $250 for "plan year 1988-89" for eligible reimbursements. For "1989-90 plan year" full-time employees shall have a limit of $600 per plan year and employees regularly scheduled to work between 20 and 40 hours per work week shall have a limit of $300 per plan year for eligible reimbursements. b. Plan Year: The 1988-89 plan year shall cover reimbursements for eligible expenses incurred between September 1, 1988 and June 30, 1989 . The 1989-90 plan year shall cover reimbursements for eligible expenses incurred between July 1 , 1989 and June 30, 1990 . C. Eligible Claims: Employees eligible for this benefit may request reimbursement- for the following expenses provided that they have not exceeded their Plan limit for the corresponding "plan year" . i . Qualified dental expenses and co-payments incurred by an employee or any of the employee's qualified dependents, provided expenses are not paid either by the City provided dental insurance, or any dual coverage provided by an employee's spouse. ii . Reimbursement to an employee for optical exams and appliances incurred by the employee or any of the employee' s qualified dependents. iii . Co-payment of a health insurance premium under a City offered program which exceeds the City contribution identified in Section 2 . Also, payment of employee or dependent medical expense under the deductible amount for employees enrolled in an indemnity plan. d. Administrative Rules : The reimbursement of any expenses pursuant to this section shall be contingent upon the fulfillment of requirements established by the City's accounting procedures and other rules or policies established by the City Manager. Section 5 . Disability Insurance: The City will contribute on behalf of each regular employee scheduled to regularly work at least 30 hours per week, the total premium cost of a Long Term Disability Plan selected by the City. Section 6 . Life Insurance: The City will contribute on behalf of each full-time employee scheduled to regularly work at least 40 hours per week (excluding the position of City Manager) , the total premium cost of a $50, 000 Term Life Insurance Policy selected by the City. In addition, the City Manager shall be authorized to implement a supplemental life insurance program, which would allow full-time employees to purchase additional term life insurance through payroll deductions, if such a plan is available. Section 7 . Retirement: Page 2 The City will provide the California Public Employees Retirement System 2% at age 60 plan to all eligible employees. The City Council shall have the authority to amend the plan to include benefit options offered by the Public Employees Retirement System. Beginning September 26, 1988, the City shall contribute to the Public Employees' Retirement System (PERS) on behalf of all covered employees, seven percent (7 . 0%) of the employee contribution required by PERS. Contributions made pursuant to this section shall be reported as "employee contributions being made by the contracting agency" . Said contributions shall not apply in the case of temporary, provisional, or contract employees, unless the contract explicitly states that the City is to pay the employee' s contribution rate required by PERS. The aforesaid contribution shall not be considered as a part of an employee's salary for the purpose of computing straight time earnings, compensation for overtime worked, or the City' s contributions to PERS; nor shall such contribution be taken into account in determining the level of any other benefit which is a function of or percentage of salary. The City will not treat these contributions as compensation subject to income tax withholding unless the Internal Revenue Service or Franchise Tax Board indicates that such contributions are taxable income subject to withholding. Each employee shall be solely and personally responsible for any federal, state or local tax liability of the employee that may arise out of the implementation of this section or any penalty that may be imposed therefor. Section 8. Credit Union: The City Manager shall have the authority to arrange with an appropriate credit union for membership to be offered to eligible employees. The credit union shall retain the right to define an eligible employee. Section 9 . Deferred Compensation Plan: Participation in a deferred compensation plan(s) is offered. This shall be a voluntary program and the City will not contribute any funds on behalf of an employee. Section 10 . Holidays: The following days shall be deemed holidays in accordance with the Personnel System Rules: a) New Year' s Day January 1 b) Martin Luther King Jr. Day Third Monday in January c) Washington' s Birthday Third Monday in February d) Memorial Day Last Monday in May e) Independence Day July 4 f) Labor Day First Monday in September g) Veteran' s Day November 11 h) Thanksgiving Day Fourth Thursday in November i) Day following Thanksgiving Day following above j ) Day preceeding Christmas December 24 k) Christmas Day December 25 1) Day preceeding New Year' s Day December 31 Page 3 Section 11. Education Reimbursement: Full-time employees shall be eligible to participate in an education reimbursement program. The City shall only reimburse the employee for courses undertaken which are job related. The employee must obtain prior authorization from the City Manager and reimbursement will only be provided upon submittal of proof of satisfactory completion of the courses undertaken with a passing grade when applicable. The City will reimburse an amount equal to one-half of the employees tuition and/or fees, (including books) however, the amount reimbursed shall not exceed $500 per fiscal year. The payment of any reimbursements shall be contingent upon the fulfillment of reporting requirements established by the City Manager. Section 12 . Car Allowance: The following positions 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 Positions Receiving Monthly Allowance Eligible Positions Monthly Allowance Administrative Services/Finance Director $190 Assistant City Manager $190 Planning Director $190 Public Works Director/City Engineer $190 Recreation Director $190 b. Miscellaneous Employees Receiving Car Allowance The following position shall be eligible to receive the designated monthly car allowance. Eligible Position Monthly Allowance Public Works Inspector $100 C. Operating Costs Miscellaneous employees noted in Section (b) and employees whose services and compensation are provided for under separate agreement who receive a car allowance shall be eligible to receive $ . 10 (ten cents) per mile driven as an operating cost, unless said contract explicitly excludes payment of operating expenses. d. Out of Area Travel Reimbursement When traveling out of the area on City business, the , City will reimburse $ . 25 (twenty-five cents) per mile for the use of a private vehicle or air transportation costs, whichever is less. e. Administrative Requirements The payment of any mileage reimbursements or car allowance shall be contingent upon the fulfillment of requirements established by the City' s accounting procedures and other rules and policies. Page 4 Section 13 . This resolution shall supersede Resolution No. 107-86 and any previous resolutions adopted by the City Council which are in conflict. PASSED, APPROVED AND ADOPTED this 26th day of September, 1988, by the following vote: AYES: NOES: ABSENT: Mayor ATTEST: City Clerk Page 5 RESOLUTION NO. - 88 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ESTABLISHING A SALARY PLAN FOR FULL-TIME PERSONNEL IN ACCORDANCE WITH THE PERSONNEL RULES WHEREAS, the City Council has adopted a Salary & Benefit Plan pursuant to the Personnel System Rules; and WHEREAS, competitive salary provisions which will attract and retain quality employees are important to the organization; and WHEREAS, it is desirable to update salary provisions for use within the City' s personnel system. NOW, THEREFORE, BE IT RESOLVED that the following salary provisions shall be established in accordance with the City of Dublin Personnel Rules: BE IT FURTHER RESOLVED that any previously enacted salary provisions shall be superseded by this resolution. ARTICLE I: SALARY PROVISIONS SECTION A: REGULAR EMPLOYEES EXEMPT FROM FAIR LABOR STANDARDS ACT (FLSA) OVERTIME PROVISIONS Employees covered under this section shall be paid a monthly salary within the following ranges with the exclusion of any Performance Pay Adjustment granted in accordance with the Personnel Rules. In the event of a part- ; time appointment, the employee shall be compensated on an hourly basis. Monthly Monthly Hourly Hourly Minimum Maximum Minimum Maximum Administrative Assistant to the $2786 $3483 $16. 07 $20 .09 City Manager Administrative Services/Finance $4005 $5007 $23. 11 $28.89 Director Assistant City Manager $4352 $5440 $25. 11 $31 .38 Assistant to the City Manager $3410 $4263 $19.67 $24.59 Associate Planner $2801 $3501 $16. 16 $20 . 20 Planning Director $4051 $5064 $23 .37 $29 . 22 Public Works Director/City Engineer $4512 $5640 $26.03 $32.54 Recreation Director $3464 $4330 $19 .98 $24.98 Recreation Supervisor $2322 $2903 $13 . 40 $16.75 Secretary to the City Manager/ $2528 $3160 $14. 58 $18.23 Deputy City Clerk Senior Planner $3286 $4108 $18.96 $23 .70 Page 1 SECTION B: REGULAR EMPLOYEES COVERED BY OVERTIME PROVISIONS IN THE FLSA Employees covered under this section shall be `paid hourly wages within the following ranges with the exclusion of any Performance Pay Adjustment granted in accordance with the Personnel Rules. The monthly salaries are shown for informational purposes only. Monthly Monthly Hourly Hourly Minimum Maximum Minimum Maximum Clerk Typist/Receptionist $1734 $2168 $10.00 $12.51 Finance Technician $2081 $2601 $12.01 $15.01 Public Works Inspector $2667 $3334 $15 .39 $19. 23 Recreation Coordinator $2146 $2683 $12.38 $15.48 Secretary $2081 $2601 $12.01 $15.01 PASSED, APPROVED AND ADOPTED this 26th day of September, 1988, by the following vote: AYES: NOES: ABSENT: Mayor ATTEST: City Clerk Page 2 RESOLUTION NO. - 88 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ***************** ESTABLISHING A SALARY PLAN FOR PART-TIME PERSONNEL WHEREAS, the City Council has adopted Resolution No. 10-88 Establishing a Salary Plan for Part-Time Personnel; and WHEREAS, competitive salary provisions which will attract and retain quality employees are important to the provision of public services; and WHEREAS, it is desirable to update salary provisions for part-time employees in the City' s personnel system. NOW, THEREFORE, BE IT RESOLVED that the part-time salary provisions enacted in Resolution No. 10-88 shall be superseded by this resolution. BE IT FURTHER RESOLVED that the following part-time hourly salary provisions shall be established in accordance with the City of Dublin Personnel Rules: Part-Time Employees Minimum Maximum Aquatics Coordinator $12.00 $15 . 48 Assistant Pool Manager $ 6.50 $ 9 . 00 Building Attendant $ 5.00 $ 7 .00 Cashier $ 4.50 $ 5 . 50 Clerk Typist - Part-Time $ 4.50 $ 7 .50 Crime Prevention Specialist $10 .00 $16. 00 Lifeguard $ 4.50 $ 6.00 Planning Intern $ 5.00 $10.00 Pool Manager $ 8.00 $11 . 00 Preschool Aide $ 5.00 $ 7 . 00 Preschool Instructor $ 7 .00 $10 . 00 Recreation Intern $ 5 .00 $10 .00 Recreation Leader I $ 4.50 $ 5 .50 Recreation Leader II $ 5.50 $ 7 . 00 Recreation Specialist $ 5. 00 $15 . 00 Senior Recreation Leader $ 7.00 $ 9 . 00 Swim Instructor $ 5.25 $ 7 . 50 PASSED, APPROVED AND ADOPTED this 26th day of September, 1988, by the following vote: AYES: NOES: ABSENT: Mayor ATTEST: City Clerk