HomeMy WebLinkAboutItem 4.03 Personnel SystemCITY CLERK #700-40
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: May '16, 2000
SUBJECT:
Revisions to the Personnel System
Report Prepared by: Julie Carter, Assistant to the City Manager
ATTACHMENTS:
Resolution Amending the Personnel Rules
Amendment to Resolution Establishing Management Positions
Exempt from Competitive Service and Prescribing Leave
Benefits for the Positions
RECOMMENDATION: t~~)W Adopt Resolutions
FINANCIAL STATEMENT;
Based on the current number and status of employees, costs
associated with the proposed changes associated with increasing
General Leave accrual will vary depending on employee longevity
and leave usage; and costs associated with the addition of
Compensatory Time will be minimal.
DESCRIPTION: Each year, the City Manager's Staff conducts a wage and benefit
survey of approximately 30 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):
RULE XIV. COMPENSATION AND BENEFITS - Section 6. "Method of Compensation" The City of
Dublin currently provides overtime for regular and probationary non-exempt employee, working in excess
of a normal 40 hour work period. As proposed, regular non-exempt and probationary non-exempt
employees may choose to be compensated for overtime work through compensatory time off (comp time)
at the rate of one and one-half hours comp time per overtime hour worked instead of receiving cash
payment. The decision to receive overtime pay or comp time credit shall be made at the end of the pay
period in which the overtime is worked. Employees may not convert comp time to overtime pay except at
termination of employment. Comp time may be accrued up to a maximum of 24 hours for regular and
probationary non-exempt employees. If an employee has accrued any unused comp time at termination,
the employee shall be paid for such unused comp time at his/her regular rate of compensation at
termination.
COPIES TO:
ITEM NO.
RULE XVII. LEAVE - Section 3. "Use of General Leave and Comp Time" In accordance with granting
the accrual of comp time. There must also be a method for comp time use. As proposed, the use of comp
time requires the approval of the employee's Department Head and City Manager prior to the absence. A
request for scheduled comp time should be submitted on a form designated by the City Manager. The
employee who has accrued cOmp time and requests use of comp time 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. Every effort should be made to submit requests to take comp time two weeks prior to the
requested leave.
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 the creation of
a new tier of general leave accrual to include two additional days of General Leave for employees with 15
or more years of service as follows:
Leave Accrued Each Leave Accrued
Length of Service Bi-Weekly Period Each Year
Following the fifteenth year
(181st month)
8.935 Hours 29 days
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
Leave, Administrative Time Off and Sick Leave.
If the City Council approves the above changes to the Personnel Rules relating to General Leave, it will
also be necessary to make the corresponding amendment to the management leave Resolution.
Accordingly, it is proposed that Section 4. General Leave Accrual be amended to include the provision for
accrual beyond 15 years of service. 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 Resoluti6ns.
RESOLUTION NO. - 00
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 6. "Method of Compensation": Regular and probationary non-exempt employees, working in
excess of normal 40 hour work period, shall be paid at an hourly rate of one and one half times the regular
hourly rate. Regular non-exempt and probationary non-exempt employees may choose to be compensated
for overtime work through compensatory time off (comp time) at the rate of one and one-half hours comp
time per overtime hour worked instead of receiving cash payment. The decision to receive overtime pay or
comp time credit shall be made at the end of the pay period in which the overtime is worked. Employees
may not convert comp time to overtime pay except at termination of employment. Comp time may be
accrued up to a maximum of 24 hours for regular and probationary non-exempt employees. If an
employee has accrued any unused comp time at termination, the employee shall be paid for such unused
comp time at his/her regular rate of compensation at termination.
RULE XVII. LEAVE
Section 3. "Use of General Leave and Comp Time": 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. Employees should make every effort to submit requests to take scheduled leave 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.
ATTACHMENT 1
The use of comp time requires the approval of the employee's Department Head and City Manager prior to
the absence. A request for scheduled comp time should be submitted on a form designated by the City
Manager. The employee who has accrued comp time and requests use of comp time shall be permitted to
use such time offwithin 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 comp time two
weeks prior to the requested leave.
Section 4. "General Leave Accrual": Depending on the status of the employee, the amounts of general
leave accrued shall be as denoted in the appropriate section below:
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.
Leave Accrued Each Leave Accrued
Len~h of Service Bi-Weekly Period Each Year
Beginning with the first month
of service through the fifth year
(60th month)
6.77 Hours 22 days
Following the fifth year
through the tenth year
(61~ month - 120th month)
7.69 Hours 25 days
Following the tenth year
through the fifteenth year
(121* month - 180th month)
8.31 Hours 27 days
Following the fifteenth year
(181~ month)
8.935 Hours 29 days
PASSED, APPROVED AND ADOPTED this 16th day of May, 2000.
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
City Clerk
K2/G/5-16-00/reso-amendmles.doc
Mayor
RESOLUTION NO. - 00
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
AMENDING THE RESOLUTION 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 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. 142-90 and subsequent amendments
which establish management positions and prescribed leave benefits for these positions; and
WHEREAS, due to changes in the City's leave policy, it is appropriate to amend Resolution No.
142-90 and subsequent resolutions.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does hereby
amend the Resolution Establishing Management Positions Exempt from Competitive Service and
Prescribing Leave Benefits for the Positions as follows:
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; 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
Beginning with the first month of service
through the fifth year (60th month)
Leave Accrued Each
Biweekly Period
7.39 hours
Leave Accrued
Each Year
24 days
Follo~wing the fifths,year through the tenth year
(61~ month - 120~ month)
8.31 hours
27 day
Following the tenth year through
the fifteenth year (121a month - 180t~ month)
Following the fifteenth year (181~t month)
8.92 hours
9.54 hours
29 days
31 days
ATTACHMENT 2
PASSED, APPROVED AND ADOPTED this 16th day of May, 2000.
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
Mayor
City Clerk
K2/G/5-16-00/reso-exempt-vacam.doc