HomeMy WebLinkAbout4.8 Revisions to the Personnel SystemAgenda Item 4.8
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DUBLIN
CALIFORNIA
STAFF REPORT
CITY COUNCIL
DATE: September 5, 2023
TO: Honorable Mayor and City Councilmembers
FROM: Linda Smith, City Manager
SU B.JECT: Revisions to the Personnel System
Prepared by: Sarah Monnastes, Human Resources Director
EXECUTIVE SUMMARY:
The City Council will consider proposed changes to the City's current Personnel System. The
proposed adjustments are a result of the Employee Process conducted earlier this year, as well as
the need to revise the City's Classification Plan.
STAFF RECOMMENDATION:
Adopt the following: 1) Resolution Amending the Personnel System Rules; 2) Resolution
Amending the Benefit Plan in Accordance with Personnel Rules; 3) Resolution Amending the
Salary Plan for Full -Time Personnel and Management Positions Exempt from Competitive Service;
4) Resolution Amending the Classification Plan; and 5) Resolution Designating the Management
Positions Exempt from Competitive Service
FINANCIAL IMPACT:
The fiscal impact of the benefit enhancement proposed herein is approximately $492,046. Of that,
$151,500 is a one-time expense, and $340,546 is for on -going structural changes. However, due to
the fact most of the costs will not be incurred until January 1, 2024, the Fiscal Year 2023-24
budget impact is estimated to be $302,723.25. These costs will be incorporated into the Fiscal
Year 2023-24 mid -year budget review.
DESCRIPTION:
In recent months, the City Manager has been in discussions with City employees regarding City -
paid salaries and health and welfare benefits. These discussions, collectively known as the
Employee Process, were conducted to collaborate with employees about ways the City can
improve its benefit offerings to promote equity, inclusiveness, and diversity and to aid in our
recruitment and retention efforts. On May 9, 2023, and again on August 15, 2023, the City Manager
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met in Closed Session with the City Council as the Agency Negotiator to discuss and review the
Employee Process. As summarized below, the City Council will consider approving several
modifications to the City's Personnel System Rules, Benefit Plan, and Salary Plan pursuant to these
discussions.
In addition, modifications to the City's Class Plan and Management Positions Exempt from
Competitive Service are being proposed to add two new classifications to the City's list of
employees.
Personnel System Rules
The City has adopted rules for the administration of the City's Personnel System. As a result of the
Employee Process, the City Manager is recommending the following amendments to the Personnel
System Rules (Attachment 1):
• Add language regarding the cash -out of general leave.
• Convert Civic Service leave to a floating holiday.
• Add language defining workweeks such that the City can offer 9/80 schedule option to
employees.
• Add language clarifying the value of leaves for those on a 9/80 schedule.
In addition, the City Manager is recommending the following amendments to update the Rules
with current practices and to be compliant with Ca1PERS requirements:
• Add language regarding an employee's duty and obligation as a Disaster Service Worker.
• Update the following sections to be consistent with current City practice:
o Market Rate Adjustments
o Performance Pay Adjustments
o Salary Following Promotion
• Incorporate all leave language applicable to management employees by moving it from the
Resolution Designating Management Position Exempt from Competitive Service to the
Personnel System Rules. This will bring leave benefits for all employees into a single
document, making it more transparent to employees.
• Add language clarifying the distinction between Temporary Upgrade Pay and Special
Assignment Pay, for Ca1PERS purposes.
Benefit Plan
The City's Benefit Plan provides a summary of health and welfare benefits such as medical, dental,
vision, life, disability insurance, and retirement programs the City provides. As a result of the
Employee Process, the City Manager recommends the following amendments to the Benefit Plan
(Attachment 4):
• Market Rate Adjustments
o Salary range adjusted annually on July 1 based on the Consumer Price Index (CPI)
changes for the 12 months ending in February with a floor of 1% and a ceiling of
3.5%. Included for years 2023, 2024, 2025 and 2026.
o A one-time lump -sum payment of $1,500/per employee to acknowledge the recent
higher -than -normal CPI.
• Merit -Based Adjustments
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o Provided annually for the period of July 1, 2023, through June 30, 2026, of up to 3%,
based on employee's individual performance.
• Medical
o Beginning January 1, 2024, the City's contribution to medical will be based on the
employee's level of enrollment (i.e., employee only, two-party, or family plan).
Contributions will be $1,260/month for employee only, $2,255/month for two-party
plans, and $2,525 for family plans.
o For medical plan years 2025, 2026 and 2027, City contributions will increase by half
of the percent increase in Kaiser premiums at each level, except if the newly
calculated amount exceeds the actual rate of Kaiser for the given year. If this
situation occurs, the City contribution from the prior year will carry forward.
o Beginning January 1, 2024, the health in -lieu opt -out for medical will be based on
the level of insurance coverage the employee could receive if they were to enroll in a
City -sponsored medical plan; specifically, $250 for employee only, $450 for two-
party coverage, and $625 for family coverage.
• Dental
o Beginning January 1, 2024, the City will add an opt -out option for dental insurance
based on the level of coverage the employee could receive if they were to enroll in a
City -sponsored dental plan; specifically, $25 for employee only, $50 for two-party
coverage, and $75 for family coverage.
• Retirement
o Language changes to clarify benefit and employee contributions. No change to
benefits being offered or employee contributions amounts with the updates.
• Retiree Medical
o Add language that memorializes the current practice of annual increase. There is no
change to the current benefits being offered or who is eligible.
• Deferred Compensation
o Addition of a $50/month match for employees.
• Holidays
o Convert Civic Service Leave to a floating holiday and add one holiday for employees
to celebrate their cultural or religious holidays.
• Car Allowance
o Update list to reflect the following:
■ List in alphabetical order.
■ Add Principal Engineer.
■ Remove Planning Director.
o Add Communications Manager and Parks and Community Services Manager as these
classifications often are required to travel throughout the City to conduct City
business.
Salary Plan
Included in the City's Personnel System are Resolutions that address salary ranges for City
personnel. As part of the 2023 Employee Process, a total compensation survey was conducted for
benchmark classifications. Those classifications that were below the sixty-fifth (65th) percentile of
comparator agencies are being recommended to be brought to market. Attachment 7 amends
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ranges for Fiscal Year 2023-24 to reflect changes resulting from the total compensation survey as
well as adds ranges for the classifications of Accounting Manager and Principal Engineer.
The following ranges will increase by the stated percentage (top and bottom) as a result of the
total compensation survey:
ASSISTANT CITY MANAGER 5.68%
ASSISTANT DIRECTOR OF COMMUNITY DEVELOPMENT 3.67%
ASSISTANT FINANCE DIRECTOR 1.91%
ASSISTANT PARKS & COMMUNITY SERVICES DIRECTOR 1.59%
ASSISTANT PUBLIC WORKS DIRECTOR/CITY ENGINEER 6.44%
BUDGET ANALYST 4.04%
CHIEF BUILDING OFFICIAL 0.63%
CHIEF INFORMATION SECURITY OFFICER 25.79%
CITY CLERK 5.55%
CODE ENFORCEMENT OFFICER 1.66%
COMMUNITY DEVELOPMENT DIRECTOR 4.90%
DEPUTY CITY CLERK 1.14%
DEPUTY CITY MANAGER 6.32%
ECONOMIC DEVELOPMENT DIRECTOR 10.96%
ENVIRONMENTAL COORDINATOR 4.04%
ENVIRONMENTAL TECHNICIAN 2.03%
FINANCIAL ANALYST 4.04%
GIS COORDINATOR 5.92%
GRAPH DES & COMM COORDINATOR 20.04%
HOUSING SPECIALIST 4.04%
HUMAN RESOURCES DIRECTOR 10.96%
MAINTENANCE COORDINATOR 4.03%
MANAGEMENT ANALYST I 4.06%
MANAGEMENT ANALYST II 4.04%
PARKS & COMMUNITY SERVICES DIRECTOR 1.25%
PLANNING MANAGER 0.69%
PUBLIC WORKS DIRECTOR/ASSISTANT ENG 7.79%
SENIOR CODE ENFRCMNT OFFICER 0.65%
SENIOR MANAGEMENT ANALYST 4.04%
The following classifications are vacant and as a result of the total compensation survey will be
brought down to market position:
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PUBLIC WORKS TECHICIAN I -8.45%
PUBLIC WORKS TECHNICIAN II -7.52%
FINANCE TECHNICIAN II -4.91%
FINANCE TECHNICIAN I -4.91%
PUBLIC WORKS INSPECTOR -3.23%
ACCOUNTING MANAGER -0.99%
ASSISTANT TO THE CITY MANAGER -0.97%
Classifications over market will not be adjusted at this time and instead will be re-evaluated in
April 2024 to determine if the range should be adjusted based on CPI on July 1, 2024, or remain
consistent for Fiscal Year 2024-25. Employees' positions in these ranges will not be adjusted as a
result of these changes, except for two employees whose current salaries fall below the minimum
of the new range.
Classification Plan
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. Attachment 9 includes the following amendments:
• Updating the Classification Plan by adding the classification and job descriptions for
Accounting Manager. The Accounting Manager is a newly created classification as part of
the re -organization to the Finance Department. Governmental Accounting continues to
evolve and become more complex requiring a need for a higher -level accountant that can
specifically oversee the day-to-day supervision of accounting and finance technician
personnel by delegating, planning, and reviewing work to ensure the City's compliance
with all accounting standards. In addition, this position will be coordinating with the City's
outside auditor in preparing for upcoming changes to these standards, which are occurring
more frequently and are more complex in nature. This position will replace the vacant
Assistant Finance Director position allocated in the Fiscal Year 2023-24 budget.
• Updating the Classification Plan by adding a Principal Engineer classification and job
description. This position was added to the Fiscal Year 2023-24 budget and is responsible
for the Development Engineering section of Public Works, including budget creation,
supervision, recruitment, and consultant management. The current Senior Civil Engineer
will be reclassified to this management -level position, more accurately reflecting the
responsibilities and duties of the position.
• Updating the job description for the Graphic Design and Communications Coordinator.
Upon review of the job description, duties, and salary range, it was determined that the
work being performed by this classification is more appropriately classified as an exempt
position, rather than a non-exempt designation. To change this designation, the job
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specification had to be updated. While updating for FLSA designation, the specification was
also updated to reflect the current duties of the position more accurately.
Management Positions Exempt from Competitive Service
The City Council has adopted a resolution which lists the classifications that are exempt from
competitive service and prescribes leave benefits for these classifications. The City Manager
recommends moving the leave benefits included in the resolution to the City Personnel Rules for
consistency and transparency reasons. In addition, the updated resolution (Attachment 13) re-
states the classifications exempt from competitive service, including the addition of the newly
created Accounting Manager and Principal Engineer classifications.
STRATEGIC PLAN INITIATIVE:
None.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
The City Council Agenda was posted.
ATTACHMENTS:
1) Resolution Amending the Personnel System Rules
2) Exhibit A to the Resolution - Personnel System Rules
3) Exhibit B to the Resolution - Personnel Systems Rules (redline version)
4) Resolution Amending the Benefit Plan in Accordance with Personnel Rules
5) Exhibit A to the Resolution - Benefit Plan
6) Exhibit B to the Resolution - Benefit Plan (redline version)
7) Resolution Amending the Salary Plan for Full -Time Personnel and Management Positions
Exempt from Competitive Service
8) Exhibit A to the Resolution - Salary Plan
9) Resolution Amending the Classification Plan
10) Exhibit A to the Resolution - Accounting Manager Job Specification
11) Exhibit B to the Resolution - Principal Engineer Job Specification
12) Exhibit C to the Resolution - Updated Graphic Design and Communications Coordinator Job
Specification (redline version)
13) Resolution Designating the Management Positions Exempt from Competitive Service
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Attachment I
RESOLUTION NO. XX — 23
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 No. 111-20 and subsequent
amendments updating 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; and
WHEREAS, the City periodically amends the Personnel Rules to be current with City
practices, personnel law, benefit provisions, or conditions of employment; and
WHEREAS, the leave benefits for Management Employees Exempt from Competitive
Service was last adopted by Resolution 110-15, and subsequent amendments, but is now being
incorporated into the Personnel System Rules, for consistency and transparency purposes.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does
hereby amend the Personnel System Rules, attached hereto as Exhibit A, which shall
supersede the Personnel System Rules adopted by Resolution 111-20 and any subsequent
amendments.
BE IT FURTHER RESOLVED that the leave benefits for positions exempt from
competitive service previously outlined in Resolution No. 110-15, and subsequent amendments,
will be incorporated into the overall Personnel System Rules adopted by this resolution.
PASSED, APPROVED AND ADOPTED this 5th day of September 2023, by the following
vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Mayor
ATTEST:
City Clerk
Reso. No. XX-23, Item X.X, Adopted XX/XX/23 Page 1 of 1 206
Attachment 2
Exhibit A to the Resolution
City of Dublin
w
Personnel System Rules
Last Updated — September 5, 2023
207
Table of Contents
I. INTRODUCTION 1
2. EMPLOYER / EMPLOYEE RELATIONS 1
3. DEFINITION OF TERMS 1
4. CLASSIFICATION PLAN 4
5. RECRUITMENT AND SELECTION 5
6. PERFORMANCE EVALUATION PROGRAM 9
7. FITNESS FOR DUTY EVALUATIONS 10
8. PERSONNEL FILES 10
9. WAGE AND HOUR BENEFITS 11
10. WORKWEEK, CALL-BACK PAY, MEAL PERIODS, AND LACTATION BREAK 15
11. LEAVES 17
12. TRANSFERS 27
13. LAYOFF AND RECALL 27
14. EMPLOYEE SAFETY/VIOLENCE IN THE WORKPLACE 28
15. GRIEVANCE PROCEDURE 28
16. DISCIPLINE/GENERAL RULES OF CONDUCT 29
17. RESIGNATIONS 34
18. NON-DISCRIMINATION AND HARASSMENT 34
19. ACCOMMODATIONS FOR EMPLOYEE DISABILITIES 34
20. OUTSIDE EMPLOYMENT 35
21. VOLUNTEERS 35
22. DRUG AND ALCOHOL -FREE WORKPLACE 36
23. NEPOTISM 36
24. GIFTS AND GRATUITIES 36
25. USE OF INFORMATION AND ELECTRONIC SYSTEMS 37
26. DRESS CODE 37
27. USE OF CITY EQUIPMENT 38
28. TRAVEL AND TRAINING POLICY 38
29. MISCELLANEOUS 38
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1. INTRODUCTION
These Personnel Rules (hereafter "Rules") generally describe the employment
relationship between the City of Dublin (City) and its employees. The Rules apply to
all employees, except where otherwise indicated in these Rules, or where an
applicable memorandum of understanding (MOU), or Resolution, specifically
conflicts with a Rule. City Policies are in conjunction with the Rules. Each employee
will receive a copy of these Rules and related City Policies and is responsible for
reading and adhering to the Rules and Policies.
1.2. These Rules may be amended from time to time. However, in order to be effective,
the amendment must be in writing and approved by the City Council.
1.3. The City Manager, or designee is vested with the responsibility to interpret these
Rules in the event any provision of these Rules is deemed to be ambiguous.
2. EMPLOYER/ EM PLOYEE RELAT I O N S
2.1. The City's labor relations policies are governed by the Meyers-Milias-Brown Act
(MMBA), Government Code section 3500, et seq. The City has in place an
Employer -Employee Relations Resolution, which specifies the City's local rules,
rights and obligations regarding labor relations.
2.2. Under the City's Employer -Employee Relations Resolution, and the MMBA, the City
recognizes certain labor organizations as the exclusive representative for purposes
of labor negotiations. For non -represented employees, the City consults in good
faith with all employees regarding wages, hours, benefits, working conditions, and
other items of mutual interest and provides advance notice of certain matters as
specified in the City's Employer -Employee Relations Resolution. Such consultation
shall be in accordance with the law.
2.3. City Employee pay schedules and various health and welfare benefits are set forth in
the City's Salary and Benefit Plans and are adopted by the City Council.
2.4. Employees having questions concerning matters related to their classification, salary,
or health and welfare benefits may contact City's Human Resources directly.
3. DEFINITION OF TERMS
All words and terms used in this section and in any City Ordinance or Resolution dealing
with personnel policies or procedures shall be defined as they are normally and generally
defined in the field of personnel administration. For the purpose of convenience, however,
the following words and terms most commonly used are hereinafter defined:
3.1 "Advancement": A salary increase within the limits of a pay range established for a
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class."
3.2 "Allocation": The assignment of a single position to its proper class in accordance with
the duties performed, and the authority and responsibilities exercised.
3.3 "Appointing Authority": The appointing authority of employees in the Competitive
Service is the City Manager. The City Manager shall either approve the appointment,
removal, promotion or demotion of all City employees or authorize Department Heads
to appoint, remove, promote or demote in certain classes of positions subject to all
applicable personnel rules and regulations which may be adopted by Ordinance or
Resolution by the City Council.
3.4 "Class": All positions sufficiently similar in duties, authority, and responsibility, to
permit grouping under a common title with common standards of selection, transfer,
demotion, and salary.
3.5 "Classification Plan": The designation by City Resolution of the City Council of a title
for each class, together with the specifications for each class as prepared and
maintained by the City Manager, or designee.
3.6 "Class Specifications": A written description of a job classification, setting forth the
essential characteristics, knowledge, skills, abilities and the requirements of positions
allocated to the classification. Such documentation may also be referred to as a
Classification Description.
3.7 "Competitive Service": All positions of employment in the service of the City except
those excluded as specifically set forth in the Dublin Municipal Code Section 2.20.040
(Personnel System) and Council Resolution 84-08 (and any amendments thereto) or
its successor.
3.8 "Demotion": The movement of an employee from one class to another class having a
lower maximum base rate of pay.
3.9 "Domestic Partner". "Domestic Partner" as defined by the State of California in an
appropriate Code Section.
3.10 "Eligible": A person whose name is on an employment list.
3.12 "Employment List":
(a) Open employment list: A list of names of persons who have taken an open -
competitive examination for a class in the Competitive Service and have
qualified.
(b) Promotional employment list: A list of names of persons who have taken a
promotional examination for a class in the Competitive Service and have
qualified.
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3.13 "Examination":
(a) Open -competitive examination: An examination for a particular class which is
open to all persons meeting the qualifications for the class.
(b) Promotional examination: An examination for a particular class which is open
only to employees meeting the qualifications for the class.
3.14 "Full -Time Position": A position in the Competitive Service requires at least forty
(40) hours per week. A full-time position may be either temporary or regular.
3.15 "Immediate Family": Means parent, current spouse or domestic partner, child,
current stepchild, grandparent, brother, current stepbrother, current brother-in-
law, sister, current stepsister, current sister-in-law, current mother-in-law or
current father -in- law.
3.16 "Part -Time Position": A position having a work week of fewer hours than the work
week established for full-time positions. A part-time position may be either
temporary or regular.
3.17 "Personnel Ordinance": Ordinance which creates a personnel system and rules for
the City as codified in the Dublin Municipal Code Title 2.
3.18 "Position": A group of duties and responsibilities in the Competitive Service
requiring the full-time or part-time employment of one person.
3.19 "Probationary Period": A period to be considered an integral part of the
examination, recruiting, testing and selection process during which an employee is
required to demonstrate fitness for the position to which the employee is appointed
by actual performance of the duties of the position. During such period, an
employee is considered at -will and may be terminated at any time without cause.
3.20 "Promotion": The movement of an employee from one class to another class having
a higher maximum base rate of pay.
3.21 "Provisional Appointment": An appointment of a person who possesses the
minimum qualifications established for a particular class and who has been appointed
to a position in that class in the absence of available eligibles. In no instance shall a
provisional appointment exceed six (6) months.
3.22 "Recruitment":
(a) Open: A recruitment for a particular class which is open to all persons meeting
the qualifications for the classification.
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(b) Promotional: A recruitment for a particular class which is open only to
employees meeting the qualifications for the classification.
3.23 "Regular Employee": An employee in the Competitive Service who has successfully
completed the probationary period and has been retained as provided in these
Rules.
3.24 "Reinstatement": The restoration without examination of a former regular
employee or probationary employee to a classification in which the employee
formerly served as a regular non -probationary employee.
3.25 "Temporary Employee": An employee who is appointed to a temporary or a
permanent position for a limited period of time.
3.26 "Temporary Position": A full-time or part-time position of limited duration.
3.27 "Transfer": A change of an employee from one position to another position in the
same class or in a comparable class.
3.28 "Work Period": A normal work period shall begin at 12:01 a.m., Saturday and shall
end at 12:00 midnight on the following Friday. Alternate work periods may be
established in accordance with these rules.
4. CLASSIFICATION PLAN
4.1. The City maintains a set of job classification descriptions. Each job classification
description includes a class title and a general written description of the duties and
responsibilities. Classification descriptions are readily available electronically from
the City's Internet website, City's internal intranet website and are available upon
request to City Human Resources.
4.2. Job classification descriptions may be abolished or amended from time to time. In
addition, new job classification descriptions may be added to the City's classification
plan.
4.3. When the assigned duties of a position have been materially changed by the City so
as to necessitate reclassification, the affected employees(s) shall be allocated by the
City Manager or designee to a more appropriate class, whether new or already
created. Reclassifications shall not be used for the purpose of avoiding restrictions
concerning demotions and promotions, nor to effect a change in salary in the
absence of a significant change in assigned duties and responsibilities.
4.4. If employees believe they are performing work outside the scope of the
classification description covering their position, they should report the information,
in writing, to their immediate supervisor who will work with the Department Head
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and Human Resources to further evaluate the position.
4.5. The City may utilize temporary or emergency employees in such circumstances as
the City deems appropriate. These employees may be assigned to regular or
temporary full- or part-time positions during such periods.
5. RECRUITMENT AND SELECTION
5.1. Recruitment
5.1.1. The City may utilize any legitimate recruitment procedure for attracting
qualified applicants. Recruitments may be "promotional" or "open,"
depending on the City's needs.
5.1.2. Consistent with the best interests of the City, all vacancies in the
Competitive Service shall be filled by promotion from within the
Competitive Service, after a promotional examination has been given and a
promotional list established. The City will give reasonable notice to all
employees concerning the City's employment opportunities.
5.1.3. If, in the opinion of the City Manager or designee, it is in the best interest of
the City, a vacancy in a position may be filled by an open -competitive
examination instead of a promotional examination. In that event the City
Manager or designee shall arrange for an open -competitive examination and
for the preparation and certification of an open -competitive employment list.
5.2. Applicat ions for Employment
5.2.1. Each candidate shall complete those application forms designated by the City.
An applicant's failure to provide complete, truthful and accurate information
on all application materials shall be grounds for immediate disqualification in
the application process and may result in dismissal from employment.
5.2.2. As part of the pre -employment procedure, applicants may be required to
supply references, and a waiver, to enable a thorough background check,
including fingerprinting, by the City. The City has the right to conduct a
complete and exhaustive background investigation on all applicants seeking
employment with the City of Dublin to the extent permitted by law.
5.3. Disqualification or Rejection
5.3.1. The City may reject or disqualify applicants for any legitimate reason. In
addition, the City may permanently disqualify applicants from future
employment for good cause. In the event of permanent disqualification, the
City shall notify the applicant of the action, include a brief description of the
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reasons, and permit the applicant to appeal pursuant to the procedure
specified in these rules. The appeal submission will be maintained with the
application file, if requested by the appellant. The appeal procedure is not
available to applicants except in cases of permanent disqualification.
5.3.2. Criminal Conduct - Once a conditional job offer has been made, employers
are permitted to conduct a criminal history check. However, the City cannot
rescind the job offer based on an applicant's criminal history without going
through the following process:
I) Making an individualized assessment that justifies denying the applicant the
position. In making such determination, the appointing authority may
consider the following factors:
(a) the classification to which the person is applying or being certified
and whether the classification is unrelated to the conviction;
(b) the nature and seriousness of the offense;
(c) the circumstances surrounding the conviction;
(d) the length of time elapsed since the conviction;
(e) the age of the person at the time of conviction;
(f) the presence or absence of rehabilitation or efforts at
rehabilitation;
(g) contributing to social or environmental conditions.
2) Notifying the applicant in writing of a preliminary decision to take back the
offer;
3) Giving the applicant a chance to provide additional information; and
4) Notifying the applicant in writing of a final decision to take back the offer and
informing the applicant of the right to complain to California's Civil Right
Department (CRD).
5.3.3. An applicant who is disqualified for employment under this section may
appeal the determination of disqualification. Such an appeal must be in writing
and filed with the City Manager or designee within ten (10) days of the date
of the notice of disqualification. The City Manager or designee will hear and
determine the appeal within ninety (90) calendar days after it is filed. The
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determination of the City Manager or designee on the appeal is final.
5.4. Testing /Assessment Process
The City may utilize any legitimate method to determine the qualifications of applicants,
including, without limitation, written tests, oral examinations, panel interviews, assessment
centers and oral interviews. The City may list successful applicants on a "list of eligibles."
The list of eligibles will be maintained for the duration specified by the City.
5.5. Appointment
5.5.1. The City may appoint any qualified applicant from the list of eligibles to a
regular position in the classification for which the applicant is qualified.
Positions may be full-time, or part-time, depending on the needs of the City.
In the absence of a list of eligibles, the City may make temporary
appointments pending development of a new list. The City endeavors to
provide notice to all City employees at least one week in advance of new
employment opportunities.
5.5.2. The City in its discretion may permit lateral transfers to a vacant position.
The transfer shall be subject to the rules governing transfers. The City
endeavors to provide notice of vacant positions for at least one (I) week to
ensure opportunities for transfer.
5.5.3. The City may in its discretion cause a new list of eligibles to be generated in
the event the City believes that circumstances warrant a new list. Such
circumstances include, but not limited to the age of the eligible list; an
inadequate number of candidates; and changing job requirements.
5.5.4. In the absence of names of individuals willing to accept appointment from
appropriate employment lists, a provisional appointment may be made by the
appointing authority of a person meeting the minimum training and
experience qualifications for the position. This appointment may be made
during the period of suspension of an employee or pending final action on
proceedings to review suspension, demotion or discharge of an employee. A
provisional employee may be removed at any time without the right of
appeal or hearing.
5.5.5. A provisional appointee accrues the same benefits as probationary
employees. If a provisional appointee is selected for a full-time position with
the City, the time served as a provisional appointee is counted as time
toward the fulfillment of the required probationary period.
5.5.6. No special credit will be allowed in meeting any qualifications or in the giving
of any test or the establishment of any open competitive/promotional lists,
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for service rendered under a provisional appointment.
5.6. Probationary Period
5.6.1. Unless a different probationary period is specified in the employment
announcement, application, appointment documents or job specification,
upon beginning a job in a new classification of employment, employees in the
Competitive Service who are not at -will must serve a probationary period of
twelve (12) months. Periods of time during unpaid absences shall
automatically extend the probationary period by the number of days of the
absence. Further, periods of time on paid leave exceeding twenty (20)
working days shall extend the probationary period by that number of days
the probationary employee is on such leave. Only employees in the
Competitive Service who are not at -will employees are subject to
probationary periods. If the service of the probationary employee has been
satisfactory to the appointing authority, then the appointing authority shall
file with the City Manager or designee a statement in writing to such effect
and stating that the retention of such employee in the service is desired. If
such a statement is not filed, the employee will be deemed to be
unsatisfactory, and their employment terminated at the expiration of the
probationary period. Where a statement of satisfactory service has not been
filed, notice of the termination shall be served on the terminated employee
by the City Manager or designee after the expiration of the selection period.
5.6.2. The City may establish probationary periods exceeding twelve (12) months in
duration for positions involving duties and responsibilities that the City
believes warrant an extended probationary period. In that event, the City
will indicate the probationary period in the job announcement or other
application -related materials. Further, with respect to existing classifications,
the City must provide advance notice of the probationary period change to
the City employees in those classifications.
5.6.3. During the probationary period, probationary employees may be released
from City employment at any time, without cause, without right of appeal or
hearing. The City is not required to explain the reasons underlying the
release from probationary employment. If the City approves, the released
probationary employee may be appointed to any vacant position in a
classification in which the employee is qualified and performed satisfactorily
for at least one (I) year, subject to a new probationary period.
5.6.4. Promotional Probationary Period. When a regular employee is promoted, a
promotional probationary period shall begin on the effective date of the
promotion. During the probationary period of a promoted employee, the
Department Head may recommend that the employee be demoted to the
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former position, range, and salary if the employee's performance and/or
conduct do not meet the standards of the position to which the employee
was promoted. Such recommendation is subject to approval by the City
Manager or designee. Employees on promotional probation have no rights to
tenure in the promotional position and may be returned to their former
position without cause, without notice and without right of appeal or
hearing. If the former position is not vacant or not available, the employee on
promotional probation shall be separated from employment without the
right of appeal and placed on the eligibility list for the former position for a
twelve (12)-month period. Placement on an eligibility list does not guarantee
that the employee will be re -hired to the former position once that position
becomes available.
5.6.5. Probationary periods do not apply to "at -will" employment as defined in
these Rules, and can be terminated at any time, with or without cause and
without right of appeal or hearing.
5.7. At W ill
Certain positions in the City are designated "at -will." At -will positions are not
subject to the job protections described in these personnel rules, including
processes and rules for recruitment, discipline, termination, probationary periods,
testing, and appointment from eligible lists. At -will employees are subject to these
rules only to the extent that the rules set forth certain benefits and terms and
conditions of employment to which all employees are entitled pursuant to applicable
law. Other rules applicable to at -will employees are set forth in applicable Council
Resolutions. The employment of at -will personnel may be terminated at any time,
for any legal reason, and without any requirement of demonstrating "good cause,"
and without right of appeal or hearing. Nothing in these Rules affects or changes
the at -will nature of employment for the City.
6. PERFORMANCE EVALUATION PROGRAM
6.1. The City requires employees in the Competitive Service to undergo performance
evaluations periodically throughout their employment. The City shall prescribe
appropriate forms for completing performance evaluations.
6.2. The purpose of performance evaluations is to communicate to employees regarding
their work performance, and to provide employees an opportunity to discuss their
concerns regarding the same.
6.3. All employees shall receive a written performance evaluation six (6) months
following the date of hire or promotion. Thereafter, within thirty (30) days of each
anniversary date, a written employee performance evaluation will be completed.
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Employees may also be requested to complete a written self -evaluation of their
performance, for discussion with the employee's supervisor. In addition, a
performance evaluation may be prepared at any time, at the discretion of the
employee's supervisor.
6.4. Each performance evaluation will be discussed with the employee to identify areas
of successful performance and those which require improvement. The employee
may comment regarding their work performance, either in an attached written
statement or orally to the supervisor. Written statements submitted by the
employee will be included into the final evaluation document and filed.
The employee must sign the evaluation, which will signify that they are aware of the
contents. The employee's signature does not imply agreement with the contents of
the evaluation. If the employee refuses to sign the evaluation, a witness will sign as
acknowledgment the employee's refusal to sign the evaluation. All employee
evaluations will be signed by the employee's direct supervisor, the employee's
Department Head, and the City Manager, or designee.
6.5. Performance evaluations are kept in employee personnel files. Employees may
submit comments or rebuttals to their performance evaluations within thirty (30)
calendar days of issuance, and these documents will also be maintained in the
personnel files with the performance evaluations.
7. FITNESS FOR DUTY EVALUATIONS
All employees must be physically and mentally capable of performing the essential functions
of their jobs. The City, at its expense and selection, may require an employee to undergo a
fitness for duty evaluation based on any reasonable cause.
8. PERSONNEL FILES
8.1. The City maintains an official personnel file for each of its employees. Personnel files
contain personnel records deemed necessary for the administration of human
resources in the City.
8.2. Personnel files are available for inspection by employees within a reasonable time
after an employee's request and without loss of pay, provided that employees make
arrangements with their supervisor if the inspection occurs on duty. Upon written
request, employees may obtain copies of the materials subject to inspection. The
City may preclude inspection of certain information in accordance with the law,
such as background and other pre -employment information, and materials relating
to investigations.
8.3. The City maintains injury reports and confidential medical records in separate files.
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No information contained within an employee's personnel file will be released to a
third party unless a waiver has been signed by the employee, except as required by
law. Only those documents which have been specifically released by the employee
as shown in the waiver will be shown to the third party.
9. WAGE AND HOURBENEFITS
9.1. General Provisions
9.1.1. Wages and benefits are subject to approval by the City Council. Wages and
benefit schedules are contained in the City's Salary and Benefit Plans covering
the City's classifications. Employees having any questions about employment
classifications, wages and benefit schedules should contact City Human
Resources.
9.1.2. The City is committed to observing all its obligations under the Fair Labor
Standards Act ("FLSA"). These rules, as well as all applicable provisions in
memoranda of understanding, Council Resolutions, and all City pay practices,
shall comport with, and shall be interpreted to ensure the minimum
requirements of, the FLSA.
9.1.3. The City Manager or designee will designate a workweek for employees in
accordance with the law. The usual working hours for City employees shall
be 8:00 a.m. to 5:00 p.m. (including a one -hour unpaid lunch break) and a
normal workweek consists of forty (40) hours. Some departments may
require a different work schedule developed by the Department Head and
approved by the City Manager or designee. Alternative or flexible schedules
that result in a regular schedule of more than forty (40) hours in a workweek
are not permitted. Any flexible day(s) must be taken within the same
workweek, must be scheduled as not to interfere with assigned duties, and
are subject to approval by the Department Head and/or City Manager. All
alternative or flexible schedules must be reviewed prior to the effective date
to ensure compliance with FLSA.
9.1.4. Except when necessary to address an emergency or special circumstance,
employees who are entitled to overtime compensation under the law may
not work outside of regularly scheduled working hours or during unpaid
meal periods without the prior authorization of a supervisor. In any
emergency event, employees must report overtime work as soon as possible
after the work is performed. Violations of this rule may result in discipline,
up to and including termination of employment.
9.1.5. Overtime for eligible employees is any hours worked in excess of forty (40)
hours during a single workweek.
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9.1.6. Non-exempt employees, working in excess of the normal forty (40) hour
workweek, shall be paid at an hourly rate of one and one-half times the
regular hourly rate. Non-exempt employees may choose to be compensated
for overtime work through compensatory time off (CTO) at the rate of one
and one-half hours CTO per overtime hour worked instead of receiving cash
payment. The decision to receive overtime pay or CTO credit shall be made
at the end of the pay period in which the overtime is worked, provided the
employee has not accrued the maximum CTO allowed. Employees may not
convert CTO to overtime pay except at termination of employment or
change in eligibility for CTO accrual. CTO may be accrued up to a maximum
as established by these Rules.
9.1.7. For purposes of calculating overtime pay, holidays count as hours worked
within a workweek. Paid leaves do not count as hours worked within a
workweek. Employees eligible for overtime who take minutes at a City
Council, Commission or Committee meeting shall be compensated at one
and one-half times their hourly rate for the time they are attending the
meeting, regardless of the hours worked in the corresponding workweek.
9.1.8. The City designates as "FLSA Exempt" those employees who work in
professional, executive or administrative capacities and who are therefore
not entitled to overtime compensation under the FLSA.
9.1.9. In the case of civil disaster, state of extreme emergency or local peril, all
employees have the duty and obligation to perform emergency works upon
request of proper authority declaring such emergency. The overtime
procedures herein established shall not be in effect and compensation
procedures shall be determined at the time of such conditions by the City
Manager.
9.2. Compensation
9.2.1. Market Rate Adjustments:
All Market Rate Adjustments shall be based on changes in the Consumer
Price Index (CPI) or a total compensation salary survey, as determined by
the City Manager and approved by the City Council.
(a) As provided for in the salary and benefit plan, the City Manager is
authorized to assign salaries within a range. The range is adopted by
the City Council in the Salary Plan.
The Market Rate Adjustments are established on an annual basis,
pursuant to the Benefit Plan, and subject to approval by City Council.
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(b) Market Rate Adjustments shall be effective July I" annually.
(c) The Market Rate Adjustment shall be noted on the Personnel Action
Form that must be approved by the City Manager or designee.
9.2.2. Merit Adjustments:
Merit Adjustments are separate from Market Rate Adjustments and shall be
based entirely on employee performance.
(a) Each fiscal year, the City Manager or designee will determine the
maximum Merit Adjustment percentage based on the Council -
authorized Salary Plan for all regular employees regularly scheduled to
work twenty (20) or more hours per week.
(b) The City Manager or designee will notify all regular employees prior
to the start of the fiscal year the amount available for Merit
Adjustments.
(c) Any recommendation for a Merit Adjustment shall include a written
performance evaluation.
(d) An employee's performance is reported on a form designated by the
City Manager or designee. Where applicable, this evaluation also
includes input and observations from the employee's supervisor.
(e) Based upon the performance evaluation, the City Manager or
designee may authorize an additional Merit Adjustment, provided that
adjustment will not create a salary that is greater than the range
authorized in the adopted Salary Plan. The amount of the adjustment
shall be based on the evaluation presented and any other factors
indicating the employee's work performance.
(f) The effective date of any Merit Adjustment shall be noted on the
Personnel Action Form that must be approved by the City Manager
or designee.
9.2.3. Performance Pay Adiustments:
Performance Pay Adjustments are separate from Merit Adjustments and are
intended to provide limited pay adjustments given an employee's salary
position within the adopted pay range.
(a) An employee shall be eligible for a Performance Pay Adjustment
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annually, provided the other criteria in this section have been met.
This is to allow for a Performance Pay Adjustment in conjunction with
an employee's annual review related to the employee's anniversary
date.
(b) A Performance Pay Adjustment shall be a one-time wage increase,
which will not alter the pay range adopted pursuant to the adopted
Salary Plan.
(c) This adjustment may be granted to a regular employee scheduledto
work twenty (20) or more hours per week, if the evaluation process
followed under provisions for Merit Increases (Section 9.2.2) indicates
that the employee's performance is at a satisfactory level or above,
which would warrant a Performance Pay Adjustment beyond the
adopted salary range.
(d) A Performance Pay Adjustment shall be at the discretion of the City
Manager or designee and will be based on a written performance
evaluation and any other factors indicating the employee's work
performance.
(e) Performance Pay Adjustments shall be a one-time lump sum payment,
based on the score received on the performance evaluation. In
exceptional cases, the City Manager may authorize a Performance Pay
Adjustment which shall not exceed 9% of the employee's annual
salary. For purposes of this section, the employee's annual salary shall
be twelve (12) times the employee's monthly salary prior to the
adjustment.
(f) The effective date of any Performance Pay Adjustment shall be noted on
the Personnel Action Form that must be approved by the City Manager
or designee.
9.2.4. Salary Following Promotion:
When an employee is promoted to a position allocated to a classification with a
higher salary range, such employee shall generally be placed in the new salary
range 5.0% above the previous salary level. Upon recommendation of the
Department Director, the City Manager may approve assignment to any other
salary within the higher salary range, but never outside the salary range.
9.2.5. Temporary Upgrade/Special Assignment Pay:
a. Temporary Upgrade Pay
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Employees assigned to perform duties of an assignment, in writing by
the City Manager or designee, who pursuant to such assignment,
assumes and performs all of the ordinary day-to-day duties of a
position of a higher classification for at least thirty-one (31)
consecutive work days shall be paid an additional 5% of the regular
pay of their own classification, or the first step of the higher
classification in the classification plan whichever is greater, for all time
worked in the assigned higher classification
Temporary Upgrade Pay will be limited to 960 hours a fiscal year for
assignments in vacant positions qualifying for temporary upgrade pay.
Temporary Upgrade Pay is reportable to the California Public
Employee Retirement System (CaIPERS), as defined by CCR 57I (a)(3)
for classic CaIPERS members, to the extent allowed by law.
Work assignments shall not be changed for the sole purpose of
evading the requirement of providing temporary upgrade pay to an
employee who would otherwise be eligible. The effective date of any
change in assignment under this section shall be noted on a Personnel
Action Form that must be approved by the City Manager or designee.
A Personnel Action Form shall be generated upon the completion of
the acting pay status identifying regular pay of an employee's
classification prior to the acting pay authorization.
b. Special Assignment Pav
An employee who is temporarily assigned for a at least thirty-one (31)
consecutive workdays to perform significant additional duties outside the
scope of the job specification of the employee's classification, in addition
to the employee's regular job duties, will receive Special Assignment Pay
at a rate of five percent (5%) above the employee's base salary. This pay
is not reportable to CaIPERS.
10.W ORKW EEK, CALL-BACK PAY, MEAL PERIODS,
11.AN D LACTATION BREAK
10.1 Workweek
10.1.1 The City's standard workweek for full-time employees is forty (40) hours
per week, in a seven (7) day period. The workweek generally commences
at 12:01 a.m. every Saturday and is a regularly recurring seven (7) day
period ending at 12:00 midnight every Friday.
The workweek for employees on an alternative work schedule may be
modified based on individual schedules to accommodate forty (40) hours in
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a seven (7) day work period. For employees assigned to the 9/80 work
schedule, each employee's designated FLSA workweek shall begin exactly
four (4) hours after the start of the employee's regularly scheduled eight
(8) hour shift on the day of the week that corresponds to the employee's
alternating regular day off. The same day of the week shall be permanently
designated as the employee's alternating regular day off.
10.1.2 The City shall establish and may modify regular working hours for its
employees. The City may require employees to work overtime and to
perform standby responsibilities. Employees shall be responsible for
reporting to work on time and observing the work schedule established for
their department.
10.2 Call -Back Pay
When an employee, considered non-exempt for the purposes of the Fair Labor Standards
Act (FLSA), has completed a normal shift for the day, is on a regular day off, or is on paid
leave, and is called back to work, the employee will, upon reporting, receive a minimum of
two (2) hours work at the overtime rate (time and one-half), or if two (2) hours of work is
not furnished, a minimum of two (2) hours of pay at the overtime rate. Subsequent hours
worked under this section will be paid according to the overtime provision in Section 9 of
these Rules. This provision does not apply to instances in which the employee is called to
report before the regular starting time and is furnished work until the end of his/her
normal shift. The first two (2) hours of call back pay, per occurrence, cannot be taken as
compensatory time off and will be paid to the employee as a cash payment.
10.3 Meal Periods
Unless otherwise established for a department for particular employees, employees shall
receive a thirty (30) or sixty (60) minute meal period that shall not be compensated.
During the meal period, the non-exempt employee must be completely relieved of duties.
If the employee is authorized in advance and performs work during the meal period, the
employee shall be compensated. Meal periods may not be used to shorten the workday.
10.4 Lactation Break
An employee who wishes to express breast milk for her infant child during her scheduled work
hours will receive a reasonable amount of additional unpaid time beyond any compensated rest
period. Those desiring to take a lactation break must notify a supervisor prior to taking such a
break. Breaks may be reasonably delayed if they would "seriously disrupt" the City's operations
as those terms are used in Labor Code section 1032. Once a lactation break has been
approved, it should not be interrupted except for emergency or exigent circumstances.
For additional information concerning lactation accommodation, see the Lactation
Accommodation policy.
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11. LEAVES
11.1 Leave Overview
11.1.1. Employees are expected to be at work at scheduled times. To ensure
public accountability and the integrity of public service, all employees are
expected to account for their absences from work. Leave time is
chargeable in increments of one- quarter of an hour (1 /4) or fifteen (15)
minutes.
11.1.2. Scheduled leaves are subject to approval by the Department Head and
scheduled two (2) weeks in advance whenever possible, with due regard
for the City's service needs.
11.1.3. The City may employ any reasonable measure to ensure employees are
properly accounting for leaves, including requiring reasonable proof that
the basis for the leave is legitimate. Employees may be required to submit a
medical certification of sickness supporting a request for sick leave use
pursuant to these Rules and City policy. The City may require a fitness for
duty certification from any employee returning from leave. Abuse of leave
privileges, including working for a secondary employer while on sick leave,
may subject an employee to disciplinary action, up to and including
termination of employment.
11.1.4. Leave benefits are available only to regular, or probationary, employees
regularly scheduled to work more than 1,040 hours on an annual basis, but
not temporary part-time or "extra help" personnel unless otherwise noted.
11.2. General Leave
11.2.1. A General Leave Plan has been established for all employees regularly
scheduled to work more than 1,040 hours on an annual basis, in lieu of
traditional vacation and sick accrual programs. The City's General Leave
Plan conforms with the Healthy Family Act of 2014 (CA Paid Sick Leave).
General leave may be used for any leave purpose; however, the following
sections govern its use.
1 1.2.2 General leave falls into two categories:
(a) Scheduled Leave: Any leave which can be reasonably forecast or
anticipated (i.e., vacation leave), scheduled medical/dental
appointments, extended weekends, personal leave, etc.
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
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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.
(b) Unscheduled Leave/Paid Sick Leave: Any leave that is genuinely of an
unanticipated nature (i.e., leave due to illness); Unscheduled Leave
exceeding five (5) days may require a certificate indicating that the
employee was unable to work and may also be required to specify
whether the employee can return to work with or without
restrictions.
The use of unscheduled leave shall be reported on a form and manner
designated by the City Manager. In appropriate or excessive use of
unscheduled leave may be grounds for disciplinary action.
11.2.3. Employees accrue General Leave at the following rates:
(a) Full -Time employees in the Competitive Service accrue general leave
for each bi-weekly period of service, based on the years of service
with the City according to the schedule below. General leave shall be
accrued based on actual hours paid during the pay period. For
example, if an employee begins work on any date other than the first
working day of a bi-weekly pay period, or an employee takes any time
leave without pay, the amount of general leave earned in that period
is proportionate to the number of hours/days worked. The accrual of
general leave begins on the first day of work. The bi-weekly period
coincides with the payroll period established by the City.
Length of Service
Beginning with the first
month through 5`h year (60`h month)
Following the 5th year through the
10`h year (61 S` — 120`h month)
Following the 10`h year through the
15`h year (12 I st month —
180`h month)
Following the 15`h year
(I 8 I St month)
Leave Accrued Each
Bi-weekly Pay Period
(Based on 40 H rs. Paid)
6.77 Hours
8.31 Hours
8.92 Hours
9.54 Hours
Leave
Accrued Each
Year
22 days
27 days
29 days
31 days
(b) 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
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work, multiplied by the leave accrued per month, as shown in Sub -section
(a) above. For example, an eligible employee scheduled to work 20 hours
per week will accrue 50% of the accrual rate in Subsection (a) above, and
an employee scheduled to work 30 hours per week will accrue 75% of the
accrual rate shown in Subsection (a) above.
(c) Designated Management (i.e., At -will) Employees accrue general leave for
each bi-weekly period of service, based on the years of service with the
City according to the scheduled below, except that the City Manager shall
be granted the authority to assign general leave accrual rates for at -will
employees outside the denoted length of service. Exceptions to the
standard accrual rate will be considered based on length of service in
other organizations. General leave shall be accrued based on actual hours
paid during the pay period. For example, if an employee begins work on
any date other than the first working day of a bi-weekly pay period, or an
employee takes any time leave without pay, the amount of General leave
earned in that period is proportionate to the number of hours/days
worked. The accrual of general leave begins on the first day of work. The
bi-weekly period coincides with the payroll period established by the City.
Length of Service
Beginning with the first
month through 5th year (60th month)
Following the 5th year through the
10`h year (6 I S` — 120`h month)
Following the 10th year through the
15`h year (I 2 15C month —
180`h month)
Following the 15`h year
(I 8 151 month)
Leave Accrued Each
Bi-weekly Pay Period
(Based on 40 H rs. Paid)
7.38 Hours
8.31 Hours
8.92 Hours
9.54 Hours
Leave
Accrued Each
Year
24 days
27 days
29 days
31 days
11.2.4. No employee shall accrue more than 480 hours of general leave. When an
employee's unused leave balance reaches this limit, the employee shall no
longer accrue general leave until the balance falls below the maximum
accrual limit.
11.2.5. If, during the first twelve (12) 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 may only be provided
when it is in the best interest of the City and the following conditions are
met:
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(a) The request is in writing, stating the reason for the advance;
(b) The employee states the date of anticipated return.
(c) The advance of leave is part of a hiring process approved by the City
Manager.
(d) 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.
11.2.3 Any employee separating from City service who has accrued general leave
is entitled to be cashed out of their accrued, but unused, General leave at
the employee's hourly rate of pay at the time of separation. When separation
is caused by death of an employee, payment will be made to the spouse or
the estate of the employee or, in applicable cases, as provided by the Probate
Code of the State. General leave will be paid out at the employee's current
hourly rate at the time of termination for any unused general leave.
11.3 General Leave Cash Out
Annually, employees may elect to convert up to eighty (80) hours of accrued general leave
into a cash payment, at their base rate of pay in effect at the time of the cash -out.
Opportunities for general leave conversion will occur twice a year (May and December).
Eligibility is contingent on having at least one hundred (100) hours of general leave
remaining after the conversion.
Management employees will only be permitted to cash out a total of eighty (80) hours of
general leave and administrative leave, cumulatively, each calendar year. See Section 11.10
for information regarding administrative leave cash out.
11.3. Sick Leave
11.3.1. Part-time temporary employees are eligible to accrued sick leave in
accordance with the Healthy Family Act of 2014 (CA Paid Sick Leave).
11.3.2. Pursuant to the City's General Leave Plan, regular and probationary full-
time employees may earn sick leave only if the employee is ineligible to
accrue general leave due to reaching the maximum accrual limit. When a
regular or probationary employee has reached the maximum general leave
accrual, the employee accrues sick leave at the rate provided for general
leave. Once a regular and probationary employee's general leave accrual is
below the maximum accrual limit, the employee will no longer accrue sick
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leave and will begin accruing general leave.
11.3.3. Full-time regular and probationary employees may not accrue more than
360 hours of sick leave. When an employee's unused sick leave balance
reaches this limit, the employee is no longer eligible to earn sick leave.
11.3.4. Use of accrued sick leave hours, pursuant to the City's General Leave Plan
are not considered a right that may be used at an employee's discretion.
The use of sick leave hours is allowed only in case of necessity as defined
herein. An employee shall only be eligible to use sick leave hours, as defined
in by the General Leave Plan, in the following instances:
(a) For an employee's illness or injury when the illness/injury prevents the
employee from working. Leave exceeding five (5) days may require a
doctor's certification indicating that the employee was unable to
work.
(b) For an employee's dental, eye, or other physical or medical
examination or treatment by a licensed provider.
(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.
(d) For victims of domestic violence, sexual assault, or stalking to:
(i)
To obtain or attempt to obtain a temporary restraining order or
other court assistance to help ensure the health, safety, and welfare
of the employee or employee's child.
(ii) Obtain medical attention or psychological counseling; services from
a shelter; program or crisis center; or participate in safety planning
or other actions to increase safety. (Labor Code 2230(c);
233(b)(3)(A); 246.5(a)(2))
11.3.5. Employees who use sick leave hours, pursuant to the City's General Leave
Plan, will be required to file a request form with the City Manager or
designee stating the basis for the absence. The request must be on a form
developed and implemented by the City Manager or designee. Once an
employee has used half of the sick leave accrued, the City may, within its
discretion, request medial certification for any further sick leave use. The
medical provider may also be required to specify whether the employee
can return to work with or without restrictions. Such release of medical
information shall be in compliance with the law.
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11.3.6. If a finding of industrial disability is made in connection with California
Public Employees Retirement (CaIPERS), employees may not be permitted
to exhaust paid sick leave balances prior to retirement unless the City
Manager, at sole discretion, approves.
11.3.7. Any employee separating from the City service who has unused sick leave
hours, pursuant to the City's General Leave Plan, will not be compensated
for any sick leave hours remaining at the time of termination, unless
specified through an agreement.
11.4. Family Medical Leave (FMLA)/California Family Rights Act (CFRA)
In accordance with the Family and Medical Leave Act of 1993 (FMLA), "California Family
Rights Act" (CFRA), and Military Caregiving Leave, 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. Please reference the City's FMLA and CRFA policy for the
administering of the leaves.
11.5. Pregnancy Disability Leave
The City shall provide pregnancy disability leave to eligible employee in accordance with
applicable law. The City will follow the City's FMLA and CFRA policy to administer
Pregnancy Disability Leave.
11.6. Work Related Injury or Illness Leave
Work Related Injury or Illness Leave shall be granted only after the City's Workers'
Compensation administrator has declared the illness/injury to be compensabee under the
California Workers' Compensation law. The City may grant up to fifty (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 leave hours
may be 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. Only regular employees or probationary are eligible for Work Related Injury or
Illness Leave. Employees suffering injuries in the course and scope of their work may be
entitled to workers' compensation benefits. Employees having questions regarding this rule
should contact Human Resources.
11.7. 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
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injury. Employees may donate general leave and/or sick leave to another employee in
accordance with the City's Catastrophic Leave Administrative Policy.
11.8. Military Leave
Military Leave shall be granted in accordance with the provisions of state and federal law.
An employee requesting leave for this purpose must, whenever possible, provide in
advance the City Manager or designee, with a copy of the military orders specifying the
dates, site and purpose of the activity or mission. Within the limits of such orders, the City
may determine when the leave is to be taken and may modify the employee's work
schedule to accommodate the request for leave.
11.9. Jury Duty Leave
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 their supervisors informed of their
court schedule and provide proof of jury service to the City with their timesheet.
Employees 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.
11.10. Administrative Leave
Leave in recognition for being required to work hours beyond their regular hours of work
to fulfill their employment responsibilities, employees in the Competitive Service, who are
designated as FLSA Exempt under these Rules, will be granted on July ISt of each year forty
(40) hours of administrative leave Management employees will be granted 64 hours of
administrative leave.
(a) On December Is of each year, employees who receive administrative leave
may choose to be paid a maximum of 50% of their unused administrative leave (i.e.,
20 hours for Exempt employees, 32 hours for Management). Payment for this
administrative leave will be paid with the first pay period ending date after
December I St of each year.
(b) The use of administrative leave requires the approval of the employee's Department
Head and City Manager or designee prior to the absence. A request for scheduled
administrative leave should be submitted on a form designated by the City. The
employee who has available administrative leave and requests use of administrative
leave is permitted to use time off within a reasonable period after making a request
if use of leave does not unduly disrupt the operations of the City. Employees should
make every effort to submit requests to take administrative leave two (2) weeks
prior to the requested leave.
(c) On June 30th of each year, any unused leave is forfeited. Administrative leave
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has no cash value at separation.
11.11. Leave W it hout Pay
The City in its discretion may permit employees to be on leave without pay (LWOP) not
to exceed ninety (90) days. An extension of any leave of absence without pay beyond
ninety (90) days may be granted upon approval of the City Manager when such extension
of leave is in the best interest of the City. Employees in such status do not accrue 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 may take
personal leave without pay when required by law.
11.12. Bereavement Leave
The City grants bereavement leave to include leaves of absence with pay up to five (5)
workdays 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.
11.13. Holidays
The City observes the following legal holidays, which are available to those employed prior
to or on the date of the holiday:
(a) New Year's Day
(b) Martin Luther King Jr. Birthday
(c) Presidents Day
(d) Memorial Day
(e) Independence Day
(f) Labor Day
(g) Veteran's Day
(h) Thanksgiving Day
(i) Day After Thanksgiving
(j) Day Before Christmas
(k) Christmas
(I) Day Before New Year's Day
(m) See Benefit Plan for Floating Holidays
11.13.1 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 (2) 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
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the paragraph above. In such cases, the City Manager designates 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 Benefit
Plan.
11.13.2 If a non-exempt employee is required to work on a holiday, the employee
shall receive pay at time and one-half of their hourly rate for all hours
worked, in addition to the holiday pay provided for in this section.
11.13.3 The floating holidays are subject to supervisory approval and may not be
carried over to another calendar year and are lost unless used prior to the
end of the calendar year.
11.13.4 Part-time employees who occupy authorized half-time or three-quarter
time positions and are scheduled to work 20 hours or more per week on a
continuous basis shall receive prorated holiday pay for each recognized
holiday outlined in this Section, as follows: half-time employees shall receive
4 hours holiday pay; three-quarter time employees shall receive 6 hours of
holiday pay.
11.13.5 If a holiday falls on an employee's regularly scheduled day off, the employee
shall be credited eight (8) hours' time off with pay to either their general
leave or compensatory time banks.
11.13.6 Designated and floating holidays are credited as eight (8) hours each. If the
employee works a schedule with more than eight (8) hours in a workday,
the employee must use accumulated vacation or compensatory time to
provide the difference between eight (8) hours and the employee's normal
workday. As an alternative, the employee may make up the difference by
working the additional time, but only during the work week in which the
holiday fell.
11.14 Compensatory Time Off (CTO)
Non-exempt employees may choose to be compensated for overtime work through
compensatory time off (CTO) at the rate of one and one-half hours CTO per overtime
hour worked instead of receiving cash payment. CTO may be accrued up to a maximum of
100 hours for regular and probationary non-exempt employees. If an employee reaches the
maximum limit, they shall be compensated for all overtime worked. If an employee has
accrued any unused CTO at termination, the employee shall be paid for such unused CTO
at their regular rate of compensation at termination.
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11.15 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 immediate supervisor.
If an employee who is the parent or guardian of a child facing suspension from school is
summoned to the school to attend a portion of the school day in their child's classroom,
the employee should alert their supervisor or manager as soon as possible before leaving
work. In accordance with California Labor Code § 230.7, no adverse action will be taken
against an employee who takes time off for this purpose.
11.16 Voting 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. Employees must give notice to their immediate supervisors of their need to
take such time off as soon as practical.
11.17 Civic Service Leave
Effective September 2023, civic service leave is being discontinued, in exchange for floating
holiday. To convert from a leave type provided on a fiscal year to one given on a calendar year,
employees will forfeit 4 hours of the civic service leave granted July I, 2023, and the other 4
hours, if unused as the time of conversion, will be converted to additional floating holiday time
to be used during the 2023 calendar year. Any employee who has used more than 4 hours of
civic service leave at the time of conversion will have a reduction in floating holiday hours in
2024 that is proportionate to the excess civic service hours used prior to conversion.
11.18 Time Off for Immediate Family of Victims of Crime
Employees who are the immediate family members (spouse, child, stepchild, brother,
stepbrother, sister, stepsister, mother, stepmother, father, or stepfather) or registered
domestic partner of a victim of a violent or serious felony may take time off from work in
order to attend judicial proceedings related to that crime. The crime must be an offense
enumerated in Labor Code Section 230.5(a)(2).
11.19 Leave to Perform Emergency Duties or to Attend Related Training
An employee may take leave to perform duty as a volunteer firefighter, a reserve peace officer,
or emergency rescue personnel. However, the City does not have to provide this leave if the
employee's absence would hinder the City's availability to provide public safety or emergency
medical services.
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11.20 Unauthorized Leave or ,bb Abandonment
An unauthorized absence from the work site or failure to report to duty after a leave request
has been disapproved, revoked, or cancelled by the appointing authority, or at the expiration of
a leave, shall be without pay. Such absences may be grounds for disciplinary action, including
termination.
11.21 Relocation Expenses
The City Manager shall have the authority to negotiate on behalf of the City relocation
expenses for designated management employees, as identified in the Management Positions
Except from Competitive Service Resolution. Such expenses may include travel, interim
housing, storage, and other relocation expenses as deemed appropriate by the City Manager.
12.T RAN SFERS
12.1 A non -probationary City employee with at least satisfactory appraisal ratings may
request a transfer to a lateral or other lower -level vacant position in the City. The
transfer request may be initiated by submitting forms as prescribed by Human
Resources. The employee requesting a transfer must meet the minimum
qualifications for the vacant position and may be subject to interviews and other
pre -employment processes specified by the City. Following reasonable notice to
City employees, vacant positions may be filled through transfers rather than
appointments from eligible lists.
12.2 The City may initiate a transfer of a disabled employee who qualifies under
applicable disability laws but cannot perform the essential functions of their job
without reasonable accommodation. Such transfers will have priority over any
eligibles on an existing eligible list.
13. LAYOFF AND RECALL
13.1 Whenever in the sole judgment of the City Council it becomes necessary to abolish
any position that is held by a full-time regular employee due to a reorganization, or
lack of work or funds, the employee holding that position may be laid off or
demoted without disciplinary action and without the right of appeal. Whenever
possible, employees will be given at least thirty (30) days' notice of any layoff.
13.2 When a layoff involves a position classification held by more than one person, layoffs
will be made in a reverse order of seniority. Seniority will be determined by
including all periods of full-time regular service at or above the classification level
where the layoff is to occur.
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13.3. Persons laid off or demoted in accordance with this Rule will have their names kept
on a re-employment list for two (2) full years from the date of layoff or demotion.
The re-employment list will be used by the City when a vacancy arises in the same
or lower classification of position in the department where the layoff originally
occurred before seeking promotional and/or general applications from others.
13.4. This Rule does not apply to at -will, part-time or probationary employees.
14. EMPLOYEE SAFETYNIOLENCE IN THEW ORKPLACE
The City is committed to providing a safe and secure workplace and will not tolerate acts or
threats of violence in the workplace. (Labor Code § 6400.) The workplace includes any location
where City business is conducted, including vehicles and parking lots.
Safety is everyone's responsibility. All employees must use safe work practices and report
any unsafe conditions that may occur. Please become familiar with the City's Workplace
Violence Prevention policy.
15. GRIEVANCE PROCEDURE
15.1. The grievance procedure is intended to provide an avenue only for redress of
complaints that the City has in some manner violated any of the Personnel Rules.
15.2. The grievance appeal must be initiated by the employee (appellant) within fifteen
(15) calendar days of the facts giving rise to the appeal and must be submitted to
Human Resources. Failure to initiate an appeal within this time frame will result in
denial of the appeal as untimely and void. Human Resources may submit the appeal
for response as the first step to a directly involved supervisor or another
department representative.
15.3. Appeals must be in writing, signed by the affected appellant(s) and allege that the
City has violated a specific provision of these Rules. Appeals must contain the
specific facts upon which they are based. Appeals that fail to include these elements
may be rejected on that basis. An email may serve as a written appeal.
15.4. Human Resources will review the appeal and shall serve notice of a written
response within fifteen (15) calendar days of receipt of the appeal.
15.5. If the appellant is dissatisfied with the City's first response, the appellant may submit
an appeal to the City Manager. The appeal must be received by the City Manager
within fifteen (15) calendar days of Human Resources' decision.
15.6. The City Manager, or the City Manager's designee, will review the appeal and shall
serve notice of a written response within fifteen (15) calendar days of receipt of the
appellant's appeal. The City Manager's decision shall be final.
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15.7. No other grievance or appeal procedure may be used for matters within the scope
of this appeal procedure.
15.8. Exhaustion of this appeal procedure is intended to provide an informal avenue for
redress of complaints relating to these rules, and to give the City an opportunity to
investigate the complaint and correct any problems before they become more
serious.
16. DISCIPLINE/GENERAL RULES OF CONDUCT
16.1 General Rules of Conduct
It is expected that all employees shall render the best possible service to, and reflect credit
on, the City. Therefore, the highest standards of professional conduct are essential and
expected of all employees.
16.2 Disciplinary Actions
The City of Dublin may invoke the following types of disciplinary actions:
(a) Official Reprimand
(b) Suspension Without Pay
(c) Reduction in Pay
(d) Demotion
(e) Disciplinary Probation
(f) Discharge/Termination
16.3 Grounds for Discipline
16.3. I. Disciplinary measures may be taken for any good and sufficient cause.
City employees who are employed "at -will," or who are temporary or
probationary, are not subject to the requirement of good cause, and are
not entitled to pre -discipline procedures or appeals under these policies.
16.3.2. Good cause exists not only when there has been an improper act or
omission by an employee in the employee's official capacity, but when any
conduct by an employee brings discredit to the City, affects the
employee's ability to perform assigned duties, causes other employees'
inability to perform their duties, or involves any improper use of their
position for personal advantage or the advantage of others. Good cause
also exists if an employee is unable to perform the duties of their position
for an extended period. The type of disciplinary action depends on the
seriousness of the offense and the relevant employment history of the
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employee. Causes for disciplinary action against an employee may include,
but are not limited to, the following:
(a) Misstatements or omissions of fact in completion of the
employment application or to secure appointment to a
position with the City.
(b) Dishonesty; furnishing knowingly false information in the
course of the employee's duties and responsibilities.
(c) Inefficiency, incompetence, carelessness or negligence in the
performance of duties.
(d) Violation of safety rules.
(e) Violation of any of the provisions of these personnel rules and
regulations, department rules and regulations, City policies,
City ordinances or resolutions.
(f)
(g)
Inattention to duty.
Tardiness, overstaying lunch periods, or leaving early.
(h) Being under the influence of an intoxicating beverage or non-
prescription drug, or prescription drugs not authorized by the
employee's physician, while on duty or on City property, or
any other violations of the City's Drug and Alcohol -Free
Workplace policy.
(i)
Disobedience to proper authority, refusal or failure to perform
assigned work, to comply with a lawful order, or to accept a
reasonable and proper assignment from an authorized
supervisor.
(j) Unauthorized soliciting on City property.
(k) Unauthorized absence without leave; failure to report after
leave of absence has expired or after a requested leave of
absence has been disapproved, revoked or canceled; or any
other unauthorized absence from work.
(I) Conviction of a felony, or a misdemeanor involving moral
turpitude, or a violation of a federal, state or local law which
negatively impacts the employee's ability to effectively perform
their job or brings discredit to the City.
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(m) Discourteous and/or offensive treatment of the public or other
employees.
(n) Falsifying any City document or record.
(o) Misuse of City property; improper or unauthorized use of City
equipment or supplies; damage to or negligence in the care and
handling of City property.
(p) Theft or sabotage of City property.
(q) Sleeping on the job, except as specifically authorized.
(r) Accepting bribes or kickbacks.
(s) Intimidation or interference with the rights of any employee.
(t) Outside work or any other activity or conduct which creates a
conflict of interest with City work, which causes discredit to
the City, negatively impacts the effective performance of City
functions or is not compatible with good public service or
interests of the City service.
(u) Failure to obtain and/or maintain the necessary license or
certification specified for the position; failure to maintain
minimum qualifications for a position including required
licenses or certificates.
(v) Abusive or intemperate language toward or in the presence of
others in the workplace.
(w) Gambling on the job.
(x) Excessive absenteeism; inability to perform the duties of the
position.
(y) Conduct unbecoming a City employee.
(z) Any other conduct of equal gravity to the reasons enumerated
above as determined by the City.
The above reasons are indicative and not restrictive. Discharge, suspension,
demotion, reduction in pay or other discipline may be based on reasons
other than those specifically mentioned above.
16.4 Authority to Discipline
16.4.1. Any authorized supervisory employee may institute disciplinary action for
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cause against employees under their control in accordance with the
procedures outlined in these Rules.
16.4.2. The City in its discretion may place employees on Paid Administrative
Leave. Employees on such leave are subject to the City's instructions
during their normal working hours.
16.5. Procedure for Disciplinary Action
In the absence of a process in a Memorandum of Understanding (MOU), employees
covered by this Rule are governed by the following provisions.
16.6. Written Notice/ Pre -Discipline Meeting/ Final Action
16.6.1. Written Reprimands
The employee may submit a written response to the reprimand which
shall be placed in the employee's personnel file. There is no further right
of appeal to a written reprimand. For other discipline, the City shall issue
a written notice of intent to discipline (NOI), describing the intended
discipline, the basis for the discipline, and attaching any documents upon
which the discipline is based.
16.6.2. Minor Discipline
For other discipline that is less severe than a reduction in pay or
suspension of six (6) working days, the discipline may be imposed prior
to providing the employee a right to respond to the discipline. Within a
reasonable time after the discipline is imposed, or before the discipline is
imposed, within the City's discretion, the City must provide the
employee with NOI, which includes the reasons for the action, a copy of
the charges including materials upon which the action is based, and notice
of the employee's right to respond, orally or in writing, to the proposed
action. If the employee chooses to respond orally, the City Manager, or
designee, shall convene a meeting to review the employee's response and
position. The employee is entitled to have a representative of choice to
attend the meeting. If the City Manager (or designee) decides to reduce
the discipline, and if the employee has already served a disciplinary
suspension for the offense, the employee will be compensated
commensurate with the reduction in discipline. The City Manager's (or
designee's) decision is final and there is no further right of appeal.
16.6.3. Major Discipline
For discipline that is greater in severity than a reduction in pay or
suspension of five (5) working days, the employee shall receive notice of
the right to respond, either orally or in writing, before discipline is
imposed. If the employee wants to respond orally, the City will set a pre -
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discipline meeting (Skelly meeting) approximately one (I) week from the
date of the NOI, unless a different time and date is set by mutual
agreement.
For discipline that is greater in severity than a suspension of five (5)
working days, the City Manager, or designee, will convene a pre -discipline
meeting (Skelly) to review the employee's response and position before
imposing discipline. The employee is entitled to a representative of
choice, provided, however, that the inability of a particular representative
to attend the meeting is not the cause requiring a continuance of the
meeting. At the meeting, the employee will have the opportunity to
respond to the charges and to present any new information for
consideration by the City.
For discipline that is greater in severity than a suspension of five (5)
working days, at some reasonable time after the employee has been
provided an opportunity to respond to the NOI, the City shall issue a
final notice of decision to discipline (NOD). The NOD will include the
final decision, the effective date of the discipline and the facts upon which
the discipline is based and notice of the right of appeal.
16.7. Appeal
16.7.1. For discipline that is greater in severity than a suspension of five (5)
working days, employees have the right to appeal the NOD. The
employee's request for an appeal must be received within seven (7)
calendar days from the date of the NOD, or the right to appeal is waived
and the discipline becomes final. The request for an appeal of a NOD,
does not inhibit the NOD from being implemented.
16.7.2. The appeal will be heard by an outside impartial independent hearing
officer to be selected by the City.
The costs of the hearing officer will be borne by the City. The hearing
will be transcribed.
16.7.3. The hearing officer has the authority to convene the hearing, receive
evidence through testimony and documents and to make findings of fact
and recommendations about the discipline. The hearing officer may
recommend an outcome, but the final authority rests with the City
Manager. The hearing officer will make detailed findings of facts related to
the disciplinary charges in writing and serve a recommended decision on
the City and the employee. After consideration of the hearing officer's
recommended decision, the City Manager will issue a final decision in
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writing. The City Manager's decision is reviewable by administrative writ
of mandamus.
17. RESIGNATIONS
17.1. General Provisions
Employees are free to resign from their employment but are encouraged to give at least
two (2) weeks' notice. A resignation becomes effective upon the City's receipt of a written
notice of resignation. If no written resignation is tendered, but a resignation is indicated
orally, a resignation becomes effective upon the City's notice of acceptance of the
resignation. Once a resignation becomes effective, it is irrevocable except that the City
Manager may permit a resignation to be rescinded.
17.2. .bb Abandonment
A constructive resignation occurs when an employee has been absent from duty for three
(3) consecutive workdays without prior authorization, or failed to notice the department
of the absence, and did not respond to the City's inquires, if any, during the absence. The
City shall give the employee notice of such constructive resignation. Except for at -will or
probationary employees, regular employees who are separated from the City's service by
constructive resignation may utilize the City's Grievance Appeal procedure.
18. NON-DISCRIMINATION AND HARASSMENT
The City of Dublin is committed to providing an environment that is free from harassment
and discrimination of any kind, including sexual harassment and harassment based on race,
color, religion, creed, national origin, ancestry, age, citizenship status, physical or mental
disability, medical condition, genetic characteristics or information, marital status, sexual
orientation (including homosexuality, bisexuality, or heterosexuality), gender (including
gender identity and gender expression), pregnancy (including childbirth, breastfeeding, or
related medical conditions), military and veteran status, or membership in any other legally
protected category. Therefore, it is important that the City maintain an atmosphere
characterized by mutual respect in order to assure fair, courteous treatment for
employees and the public. Employees are responsible for reading and understanding the
City's Harassment, Discrimination, Retaliation, and Abusive Conduct Prevention policy.
19. ACCOMMODATIONS FOR EMPLOYEE DISABILITIES
Employees with a disability may request a reasonable accommodation for that disability.
Such requests should be submitted to the employee's Department Head, or Human
Resources. If the employee has a disability as defined under the Fair Employment and
Housing Act, the City will engage in an interactive process with the employee to determine
an appropriate accommodation for the employee in accordance with applicable law if
undue hardship does not result to the City's operations. To achieve the provisions of this
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section and the duties of the law, the City's efforts to reasonably accommodate the
employee take precedence over and preempt any other conflicting provisions or limitations
in these Rules, provided that the City will not terminate or permanently reassign any
regular employee to accommodate another employee. If the City determines that an
employee is not able to perform the essential functions of the job, with or without
reasonable accommodation, the City may remove the employee from their position and
apply for disability retirement for the employee if the employee is eligible. The City will
endeavor to retain the employee in an employed status until CaIPERS has made its
determination regarding the disability retirement application. However, the employee may
be in an unpaid status during this period if applicable paid leaves have been exhausted. If the
employee fails to cooperate in the disability retirement process, the City may separate the
employee from employment.
20. OUTSIDE EMPLOYMENT
City employees may not engage in any outside employment, enterprise or activity that the
City determines is in conflict with their duties and responsibilities, or any aspect of City
operations. An employee must submit a request for outside employment to their
Department Head. The Department Head shall provide a written decision to the
employee. The written decision will be provided to Human Resources.
21. VOLUNTEERS
21.1. General Provisions
21.1.1. The City may utilize volunteers for the delivery of City services. The use
of volunteers is subject to approval by the City Manager or designee.
Volunteers are subject to fingerprinting according to the City's
Fingerprinting of Employees and Volunteers policy.
21.1.2. Volunteers are not eligible for salaries, benefits or other compensation
unless specifically provided for by the City. Subject to approval by the
Department Head or City Manager, necessary equipment or uniforms
and reimbursement for approved actual expenses and mileage may be
provided.
21.2. Employee Volunteers
Subject to approval by the City Manager or designee, employees may volunteer to provide
services to the City outside of their normal duties provided they are not performing the
same or similar duties for which they are normally compensated, and the responsibilities
are occasional and sporadic. Employees engaging in such volunteer assignments are not
entitled to compensation. Volunteer time shall not be considered for the calculation of
overtime.
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22. DRUG AND ALCOHOL -FREE WORKPLACE
The City's workplace is a drug and alcohol -free workplace. Employees may not be at work
under the influence of alcohol or drugs, may not use or possess alcohol or drugs while on duty
or while on paid standby time and may not sell, manufacture, distribute or provide drugs to any
person while on duty. The City has no intention of interfering with the private lives of its
employees unless involvement with alcohol and other drugs on or off the job affects job
performance or public safety. The City encourages employees to voluntarily seek help with
drug and alcohol problems and offers a confidential Employee Assistance Program. Employees
are responsible for reading and understanding the City's Drug and Alcohol -Free
Workplace policy.
23. NEPOTISM
No employee, prospective employee, or applicant will be improperly denied employment
or benefits of employment on the basis of a relationship as defined below with another
employee or official of the City.
Nonetheless, the City retains the right to take appropriate steps to avoid inappropriate
working relationships among relatives, including married persons. For administrative
purposes, a relative is a spouse, domestic partner, child, stepchild, parent, grandparent,
grandchild, brother, sister, half-brother, half-sister, aunt, uncle, cousin, niece, nephew,
parent -in-law, brother-in-law, sister -in- law or any other individual related by blood or
marriage. The City retains its rightsto:
(a) Refuse to place one party under the direct or indirect supervision of the other party
of a relationship.
(b) Refuse to place both parties to a relationship in the same department, division, or
facility when such action has the potential for creating adverse impact on
supervision, safety, security, or morale, or involves potential conflicts of interest.
(c) Exclude one party to a relationship from contributing to, or recommending promotions,
assignments, performance evaluations, transfers or other personnel decisions of the
other party.
(d) Disqualify one party to a relationship for a position privy to confidential personnel
matters who has a relative already in the City's employment when the relationship
may compromise confidential information.
(e) Effect a transfer in the event the City learns of circumstances described above.
24. GIFTS AND GRATUITIES
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No employee of the City may solicit or accept, for self or family, favors, benefits, gifts or
gratuities under circumstances which might be construed by reasonable persons as
influencing the performance of the employee's governmental duties.
25. USE OF INFORMATION AND ELECTRONIC SYSTEMS
Electronic systems are all hardware, software, and other electronic communication or data
processing devices owned, leased, or contracted for by the City of Dublin and available for
official use by City employees. This use includes, but is not limited to, the Internet, E-mail,
voice -mail, cellular telephones, pagers, personal digital assistants, smartphones,
computers/laptops, telecommunications devices, video and audio equipment, wireless networks,
data systems telecommunications equipment, global positioning equipment, location devices,
transmission devices, data processing or storage systems, computer systems, servers, networks,
input/output and connecting devices, software, agency hosted social media, and documentation
that supports electronic communications services. Employees are responsible for reading and
understanding the City's Electronic System and Information, Social Media, and Remote
Computer Access policies.
26. DRESS CODE
Employees of the City are required to dress appropriately for the jobs they are performing.
Therefore, the dress regulations contained in this section shall be followed. The City
reserves the right to direct any employee who is dressed inappropriately for work to go
home and make appropriate changes to their work attire before returning to work.
(a) All clothing must be neat, clean and in good repair.
(b) Prescribed safety equipment must be worn or utilized where applicable.
(c) Footwear must be appropriate for the work environment and functions being
performed.
(d) Hair, beards, mustaches and sideburns must be maintained in a neat and well-
groomed fashion.
(e) Jewelry is acceptable except in areas where it constitutes a health or safety
hazard.
(f)
(g)
Good personal hygiene is required.
Dress must be appropriate to the work setting, particularly if the employee
deals with the public.
(h) Employees may be required to wear uniforms specified by the City. City
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G)
uniforms shall be worn in a professional manner.
Employees should be mindful of other employees' sensitivity to perfume and
other fragrances, and employees shall refrain from wearing fragrances that are
offensive or harmful to others.
27. USE OF CITY EQUIPMENT
No City -owned equipment, autos, trucks, instruments, tools, supplies, machines, or any
other item that is the property of the City may be used by an employee other than for City
business, unless the City Manager or designee approves in advance. No employee may
allow any unauthorized person to rent, borrow, or use any City property, except upon
prior written approval of the City Manager or designee. For further information, see the
City's Vehicle Use policy.
28. TRAVEL AND TRAINING POLICY
28.1. The City is committed to ensuring that its employees receive adequate training to
perform their jobs. Training and travel are subject to department approval. Training
opportunities that occur outside normal work hours require approval by the
Department Head. Overnight travel also requires approval by the Department
Head.
28.2. The City generally requires that training, and attendant travel, be scheduled in a way
that will minimize the City's overtime liability. From time to time, the City issues
policies that govern these areas. Employees must observe these policies.
28.3. City business travel shall be carried out in an efficient, cost-effective manner
resulting in the best value to the City. Telecommunications instead of travel should
be considered when possible. The City will pay or reimburse all business travel
related expenses based on reasonableness and on the actual amount of expense
incurred by the employee pursuant to the City's official Travel and Other Business
and Reimbursement of Expenses policy as may be amended. Employees having
questions about the City's travel and training policies should contact their
supervisor or the Administrative Services Department.
29. MISCELLANEOUS
29.1. City May Amend or Revise Rules and Policies
From time to time the City may adopt new or amended Rules and policies, after
appropriate consultation with the City employees.
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29.2. N o Contract
These Rules do not create a "contract" of employment between the City and any
employee. Public employment is statutory, not contractual.
29.3. Severability
If any part of these Rules is determined to be unconstitutional or illegal, such part
shall be severed from these Rules and the remaining Rules given full force and effect.
29.4. W ord U sage
The term "City" as used in these Rules refers to the City of Dublin. Responsibilities
and rights of the City under these Rules are exercised by the City Manager and may
be delegated by the City Manager.
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Attachment 3
Exhibit B to the Resolution
City of Dublin
Personnel System Rules
Last Updated — September 5. 2023
1
248
Attachment 3
Exhibit B to the Resolution
PERSONNELRU ES CITY OF I111Q1LIN
Table of Contents
I. INTRODUCTION 2
2. EMPLOYER / EMPLOYEE RELATIONS 3
3. DEFINITION OF TERMS 3
4. CLASSIFICATION PLAN 6
5. RECRUITMENT AND SELECTION 7
6. PERFORMANCE EVALUATION PROGRAM 11
7. FITNESS FOR DUTY EVALUATIONS 12
8. PERSONNEL FILES 12
9. WAGE AND HOUR BENEFITS 13
10. WORKWEEK. CALL-BACK PAY. MEAL PERIODS. 18
I I. AND LACTATION BREAK 18
12. LEAVES 19
I 2.TRANSFERS 30
13. LAYOFF AND RECALL 31
14. EMPLOYEE SAFETY/VIOLENCE IN THE WORKPLACE 32
15. GRIEVANCE PROCEDURE 32
16. DISCIPLINE/GENERAL RULES OF CONDUCT 33
17. RESIGNATIONS 37
18. NON-DISCRIMINATION AND HARASSMENT 38
19. ACCOMMODATIONS FOR EMPLOYEE DISABILITIES 38
20. OUTSIDE EMPLOYMENT 39
21. VOLUNTEERS 39
22. DRUG AND ALCOHOL -FREE WORKPLACE 39
23. NEPOTISM 40
24. GIFTS AND GRATUITIES 40
25. USE OF INFORMATION AND ELECTRONIC SYSTEMS 40
26. DRESS CODE 41
27. USE OF CITY EQUIPMENT 42
28. TRAVEL AND TRAINING POLICY 42
29. MISCELLANEOUS 42
1
249
1. INTRODUCTION 3
3. EMP!1QYER; EMPLOYEE RELATIQNE 2
3. C\FINITION OF TERMS 3
1. CzA&£IFKATION RAN 5
E. RECRVITMENT AN: EELECTIQN`
a. PERFORMANCE EVALUATION PROGR"AA 11
FITN\`SS FSR NTY EVALUATIONS 13
MRS-NN`! FILES 13
9. WAGE AND HO.''R 6ENEFITS 11
WORKWEEK CA i _BACK onv MEA PERIODS nND i CTnTION nnEAK 17
LEAVES 1P
13. TRAWcliC 33
13. LAYOFF ANC` RECALL 30
1'l. EMPLOYEE SAFETY/VIOLENCE IN TI-IE WORKPLACE 31
1E. CRIE\C1PICE PRQCED 'RE 31
16. DISCIPLINE/GENERAL RYLEA QF CQN`' l'CT 23
17\ RESIGNATISN.S 3E
18. NON DISCRIMINATION AND HARASSMENT 37-
19. ACCOMMODATIONS FOR EMPLQVEE DIEAINLITIES 27
3 \ Ql'TEIDE EMPL CYMENT 3tz•
31. \'QLL'NTEERE 2E
22. DRUG AND ALCOHC\ FREE WORKPLACE 38
23. NEPSTI9\1 30
24. GIFTS AND GFIAT1'ITISg 'C'
2E. L' E OF INFORMATION AND ELECTRONIC SYSTEME 2P
3E. DRESS C-OC\= 10
27. USE OF CITY EQUIPMENT 10
28. TRAVEL ANIC TRAININC- POLICY 11
3C\ MIECEL L ANEQ11. 11
11
I. INTRODUCTION
1.1. These Personnel Rules (hereafter "Rules") generally describe the employment
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relationship between the City of Dublin (City) and its employees. The Rules apply to
all employees, except where otherwise indicated in these Rules, or where an
applicable memorandum of understanding (MOU), or Resolution, specifically
conflicts with a Rule. City Policies are in conjunction with the Rules. Each employee
will receive a copy of these Rules and related City Policies and is responsible for
reading and adhering to the Rules and Policies.
1.2. These Rules may be amended from time to time. However, in order to be effective,
the amendment must be in writing and approved by the City Council.
1.3. The City Manager, or designee is vested with the responsibility to interpret these
Rules in the event any provision of these Rules is deemed to be ambiguous.
2. EMPLOYER / EMPLOYEE RELATIONS
2.1. The City's labor relations policies are governed by the Meyers-Milias-Brown Act
(MMBA), Government Code section 3500, et seq. The City has in place an
Employer -Employee Relations Resolution, which specifies the City's local rules,
rights and obligations regarding labor relations.
2.2. Under the City's Employer -Employee Relations Resolution, and the MMBA, the City
recognizes certain labor organizations as the exclusive representative for purposes
of labor negotiations. For non -represented employees, the City consults in good
faith with all employees regarding wages, hours, benefits, working conditions, and
other items of mutual interest and provides advance notice of certain matters as
specified in the City's Employer -Employee Relations Resolution. Such consultation
shall be in accordance with the law.
2.3. City Employee pay schedules and various health and welfare benefits are set forth in
the City's Salary and Benefit Plans and are adopted by the City Council.
2.4. Employees having questions concerning matters related to their classification, salary,
or health and welfare benefits may contact City's Human Resources directly.
2.4.
3. DEFINITION OF TERMS
All words and terms used in this section and in any City Ordinance or Resolution dealing
with personnel policies or procedures shall be defined as they are normally and generally
defined in the field of personnel administration. For the purpose of convenience, however,
the following words and terms most commonly used are hereinafter defined:
3.1 3.1 "Advancement": A salary increase within the limits of a pay range established for
a class."
3.1
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o
3.2
3.3
3.3
3.2 "Allocation": The assignment of a single position to its proper class in accordance
with the duties performed, and the authority and responsibilities exercised.
3.3 "Appointing Authority": The appointing authority of employees in the Ccompetitive
Sservice is the City Manager. The City Manager shall either approve the appointment,
removal, promotion or demotion of all City employees or authorize Department Heads
to appoint, remove, promote or demote in certain classes of positions subject to all
applicable personnel rules and regulations which may be adopted by Ordinance or
Resolution by the City Council.
3.1 3.1 "Class": All positions sufficiently similar in duties, authority, and responsibility, to
permit grouping under a common title with common standards of selection, transfer,
demotion, and salary.
3.4
3 3 "Classification Plan": The designation by City Resolution of the City Council of a
title for each class, together with the specifications for each class as prepared and
maintained by the City Manager, or designee.
3.5
3.6 3.6 "Class Specifications": A written description of a job classification, setting forth the
essential characteristics, knowledge, skills, abilities and the requirements of positions
allocated to the classification. Such documentation may also be referred to as a
Classification Description.
3.6
'2 7
3.7
3.7 "Competitive Service": All positions of employment in the service of the City except
those excluded as specifically set forth in the Dublin Municipal Code Section 2.20.040
(Personnel System) and Council Resolution 84-08 (and any amendments thereto) or
its successor.
3.E 3.E "Demotion": The movement of an employee from one class to another class
having a lower maximum base rate of pay.
3.8
219 2P. "Domestic Partner". "Domestic Partner" as defined by the State of California in
an appropriate Code Section.
3.9
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3.10 3.10 "Eliaible": A person whose name is on an employment list.
3.124 "Employment List":
(a) Open employment list: A list of names of persons who have taken an open -
competitive examination for a class in the Ceompetitive Sservice and have
qualified.
(b) Promotional employment list: A list of names of persons who have taken a
promotional examination for a class in the Ceompetitive Sservice and have
qualified.
(b)
3.132 _"Examination":
(a) Open -competitive examination: An examination for a particular class which is
open to all persons meeting the qualifications for the class.
(b) Promotional examination: An examination for a particular class which is open
only to employees meeting the qualifications for the class.
3.143 _"Full -Time Position": A position in the Ceompetitive Sservice requires at least forty
(40) hours per week. A full-time position may be either temporary or regular.
3.154 _"Immediate Family": Means parent, current spouse or domestic partner, child,
current stepchild, grandparent, brother, current stepbrother, current brother-in-
law, sister, current stepsister, current sister-in-law, current mother-in-law or
current father -in- law.
3.I 6& _"Part -Time Position": A position having a work week of fewer hours than the work
week established for full-time positions. A part-time position may be either
temporary or regular.
3.176 _"Personnel Ordinance":_ Ordinance which creates a personnel system and rules
for the City as codified in the Dublin Municipal Code Title 2.
3.187 _"Position": A group of duties and responsibilities in the Ceompetitive Sservice
requiring the full-time or part-time employment of one person.
3.198 _"Probationary Period": A period to be considered an integral part of the
examination, recruiting, testing and selection process during which an employee is
required to demonstrate fitness for the position to which the employee is appointed
by actual performance of the duties of the position. During such periodperiod, an
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employee is considered at -will and may be terminated at any time without cause.
3.20+9 "Promotion": The movement of an employee from one class to another class
having a higher maximum base rate of pay.
3.210 _"Provisional Appointment": An appointment of a person who possesses the
minimum qualifications established for a particular class and who has been appointed
to a position in that class in the absence of available eligibles. In no instance shall a
provisional appointment exceed six (6) months.
3.221- "Recruitment":
(a) Open: A recruitment for a particular class which is open to all persons meeting
the qualifications for the classification.
(b) Promotional: A recruitment for a particular class which is open only to
employees meeting the qualifications for the classification.
3.232 _"Regular Employee": An employee in the Ceompetitive Sservice who has successfully
completed the probationary period and has been retained as provided in these
Rules.
3.243 _"Reinstatement": The restoration without examination of a former regular
employee or probationary employee to a classification in which the employee
formerly served as a regular non -probationary employee.
3.254 _"Temporary Employee": An employee who is appointed to a temporary or a
permanent position for a limited period of time.
3.265 _"Temporary Position": A full-time or part-time position of limited duration.
3.276 _"Transfer": A change of an employee from one position to another position in the
same class or in a comparable class.
3.287 _"Work Period": A normal work period shall begin at 12:01 a.m., Saturday and shall
end at 12:00 midnight on the following Friday. Alternate work periods may be
established in accordance with these rules.
4. CLASSIFICATION PLAN
4.1. The City maintains a set of job classification descriptions. Each job classification
description includes a class title and a general written description of the duties and
responsibilities. Classification descriptions are readily available electronically from
the City's internet website, City's internal intranet website and are available upon
request to City Human Resources.
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4.2. Job classification descriptions may be abolished or amended from time to time. In
addition, new job classification descriptions may be added to the City's classification
plan.
4.3. When the assigned duties of a position have been materially changed by the City so
as to necessitate reclassification, the affected employees(s) shall be allocated by the
City Manager or designee to a more appropriate class, whether new or already
created. Reclassifications shall not be used for the purpose of avoiding restrictions
concerning demotions and promotions, nor to effect a change in salary in the
absence of a significant change in assigned duties and responsibilities.
4.4. If employees believe they are performing work outside the scope of the
classification description covering their position, they should report the information,
in writing, to their immediate supervisor who will work with the Department Head
and Human Resources to further evaluate the position.
4.5. The City may utilize temporary or emergency employees in such circumstances as
the City deems appropriate. These employees may be assigned to regular or
temporary full- or part-time positions during such periods.
5. RECRUITMENT AND SELECTION
S.I. Recruitment
5.1.1. The City may utilize any legitimate recruitment procedure for attracting
qualified applicants. Recruitments may be "promotional" or "open,"
depending on the City's needs.
5.1.2. Consistent with the best interests of the City, all vacancies in the
Ceompetitive Sservice shall be filled by promotion from within the
Ceompetitive Sservice, after a promotional examination has been given and a
promotional list established. The City will give reasonable notice to all of its
employees concerning the City's employment opportunities.
5.1.3. If, in the opinion of the City Manager or designee, it is in the best interest of
the City, a vacancy in a position may be filled by an open -competitive
examination instead of a promotional examination. In that event the City
Manager or designee shall arrange for an open -competitive examination and
for the preparation and certification of an open -competitive employment list.
5.2. Applications for Employment
5.2.1. Each candidate shall complete those application forms designated by the City.
An applicant's failure to provide complete, truthful and accurate information
on all application materials shall be grounds for immediate disqualification in
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the application process and may result in dismissal from employment.
5.2.2. As part of the pre -employment procedure, applicants may be required to
supply references, and a waiver, to enable a thorough background check,
including fingerprinting, by the City. The City has the right to conduct a
complete and exhaustive background investigation on all applicants seeking
employment with the City of Dublin to the extent permitted by law.
5.3. Disqualification or Rejection
5.3.1. The City may reject or disqualify applicants for any legitimate reason. In
addition, the City may permanently disqualify applicants from future
employment for good cause. In the event of permanent disqualification, the
City shall notify the applicant of the action, include a brief description of the
reasons, and permit the applicant to appeal pursuant to the procedure
specified in these rules. The appeal submission will be maintained with the
application file, if requested by the appellant. The appeal procedure is not
available to applicants except in cases of permanent disqualification.
5.3.2. Criminal Conduct - Once a conditional job offer has been made, employers
are permitted to conduct a criminal history check. However, the City cannot
rescind the job offer based on an applicant's criminal history without going
through the following process:
I) -Making an individualized assessment that justifies denying the applicant
the position. In making such determination, the appointing authority may
consider the following factors:
(a) the classification to which the person is applying or being certified
and whether the classification is unrelated to the conviction;
(a)
(b) the nature and seriousness of the offense;
(b)
(c) the circumstances surrounding the conviction;
(c)
(d) the length of time elapsed since the conviction;
(d)
(e) the age of the person at the time of conviction;
(e)
(f) the presence or absence of rehabilitation or efforts at
rehabilitation;
f)
(g) eurtrib'JtinRcontributing to social or environmental conditions.
2) Notifying the applicant in writing of a preliminary decision to take back the
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offer;
3) Giving the applicant a chance to provide additional information; and
4) Notifying the applicant in writing of a final decision to take back the offer and
informing the applicant of the right to complain to California's Civil Right
Department (CRD)-of Fair Ernrki,ment and Housing (DFEH).
5.3.3. An applicant who is disqualified for employment under this section may
appeal the determination of disqualification. Such an appeal must be in writing
and filed with the City Manager or designee within ten (10) days of the date
of the notice of disqualification. The City Manager or designee will hear and
determine the appeal within ninety (90) calendar days after it is filed. The
determination of the City Manager or designee on the appeal is final.
5.4. Testing 1 Assessment Process
The City may utilize any legitimate method to determine the qualifications of applicants,
including, without limitation, written tests, oral examinations, panel interviews, assessment
centers and oral interviews. The City may list successful applicants on a "list of eligibles."
The list of eligibles will be maintained for the duration specified by the City.
5.5. Appointment
5.5.1. The City may appoint any qualified applicant from the list of eligibles to a
regular position in the classification for which the applicant is qualified.
Positions may be full_ time, or part-time, depending on the needs of the
City. In the absence of a list of eligibles, the City may make temporary
appointments pending development of a new list. The City endeavors to
provide notice to all City employees at least one week in advance of new
employment opportunities.
5.5.2. The City in its discretion may permit lateral transfers to a vacant position.
The transfer shall be subject to the rules governing transfers. The City
endeavors to provide notice of vacant positions for at least one (I) week to
ensure opportunities for transfer.
5.5.3. The City may in its discretion cause a new list of eligibles to be generated in
the event the City believes that circumstances warrant a new list. Such
circumstances include, but not limited to the age of the eligible list; an
inadequate number of candidates; and changing job requirements.
5.5.4. In the absence of names of individuals willing to accept appointment from
appropriate employment lists, a provisional appointment may be made by the
appointing authority of a person meeting the minimum training and
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experience qualifications for the position. This appointment may be made
during the period of suspension of an employee or pending final action on
proceedings to review suspension, demotion or discharge of an employee. A
provisional employee may be removed at any time without the right of
appeal or hearing.
5.5.5. A provisional appointee accrues the same benefits as probationary
employees. If a provisional appointee is selected for a full-time position with
the City, the time served as a provisional appointee is counted as time
toward the fulfillment of the required probationary period.
5.5.6. No special credit will be allowed in meeting any qualifications or in the giving
of any test or the establishment of any open competitive/promotional lists,
for service rendered under a provisional appointment.
5.6. Probationary Period
5.6.1. Unless a different probationary period is specified in the employment
announcement, application, appointment documents or job specification,
upon beginning a job in a new classification of employment, employees in the
Ceompetitive Sservice who are not at -will must serve a probationary period
of twelve (12) months. Periods of time during unpaid absences shall
automatically extend the probationary period by the number of days of the
absence. Further, periods of time on paid leave exceeding twenty (20)
working days shall extend the probationary period by that number of days
the probationary employee is on such leave. Only employees in the
Ceompetitive Sservice who are not at -will employees are subject to
probationary periods. If the service of the probationary employee has been
satisfactory to the appointing authority, then the appointing authority shall
file with the City Manager or designee a statement in writing to such effect
and stating that the retention of such employee in the service is desired. If
such a statement is not filed, the employee will be deemed to be
unsatisfactory, and their employment terminated at the expiration of the
probationary period. Where a statement of satisfactory service has not been
filed, notice of the termination shall be served on the terminated employee
by the City Manager or designee after the expiration of the selection period.
5.6.2. The City may establish probationary periods exceeding twelve (I 2) months in
duration for positions involving duties and responsibilities that the City
believes warrant an extended probationary period. In that event, the City
will indicate the probationary period in the job announcement or other
application -related materials. Further, with respect to existing classifications,
the City must provide advance notice of the probationary period change to
the City employees in those classifications.
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5.6.3. During the probationary period, probationary employees may be released
from City employment at any time, without cause, without right of appeal or
hearing. The City is not required to explain the reasons underlying the
release from probationary employment. If the City approves, the released
probationary employee may be appointed to any vacant position in a
classification in which the employee is qualified and performed satisfactorily
for at least one (I) year, subject to a new probationary period.
5.6.4. Promotional Probationary Period. When a regular employee is promoted, a
promotional probationary period shall begin on the effective date of the
promotion. During the probationary period of a promoted employee, the
Department Head may recommend that the employee be demoted to the
former position, range, and salary if the employee's performance and/or
conduct do not meet the standards of the position to which the employee
was promoted. Such recommendation is subject to approval by the City
Manager or designee. Employees on promotional probation have no rights to
tenure in the promotional position and may be returned to their former
position without cause, without notice and without right of appeal or
hearing. If the former position is not vacant or not available, the employee on
promotional probation shall be separated from employment without the
right of appeal and placed on the eligibility list for the former position for a
twelve (I 2)-month period. Placement on an eligibility list does not guarantee
that the employee will be re -hired to the former position once that position
becomes available.
5.6.5. Probationary periods do not apply to "at -will" employment as defined in
these Rules, and can be terminated at any time, with or without cause and
without right of appeal or hearing.
5.7. At Will
Certain positions in the City are designated "at -will." At -will positions are not
subject to the job protections described in these personnel rules, including
processes and rules for recruitment, discipline, termination, probationary periods,
testing, and appointment from eligible lists. At -will employees are subject to these
rules only to the extent that the rules set forth certain benefits and terms and
conditions of employment to which all employees are entitled pursuant to applicable
law. Other rules applicable to at -will employees are set forth in applicable Council
Resolutions. The employment of at -will personnel may be terminated at any time,
for any legal reason, and without any requirement of demonstrating "good cause,"
and without right of appeal or hearing. Nothing in these Rules affects or changes
the at -will nature of employment for the City.
6. PERFORMANCE EVALUATION PROGRAM
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6.1. The City requires employees in the Ceompetitive $service to undergo performance
evaluations periodically throughout their employment. The City shall prescribe
appropriate forms for completing performance evaluations.
6.2. The purpose of performance evaluations is to communicate to employees regarding
their work performance, and to provide employees an opportunity to discuss their
concerns regarding the same.
6.3. All employees shall receive a written performance evaluation six (6) months
following the date of hire or promotion. Thereafter, within thirty (30) days of each
anniversary date, a written employee performance evaluation will be completed.
Employees may also be requested to complete a written self -evaluation of their
performance, for discussion with the employee's supervisor. In addition, a
performance evaluation may be prepared at any time, at the discretion of the
employee's supervisor.
6.4. Each performance evaluation will be discussed with the employee to identify areas
of successful performance and those which require improvement. The employee
may comment regarding their work performance, either in an attached written
statement or orally to the supervisor. Written statements submitted by the
employee will be included into the final evaluation document and filed.
The employee must sign the evaluation, which will signify that they are aware of the
contents. The employee's signature does not imply agreement with the contents of
the evaluation. If the employee refuses to sign the evaluation, a witness will sign as
acknowledgment the employee's refusal to sign the evaluation. All employee
evaluations will be signed by the employee's direct supervisor, the employee's
Department Head, and the City Manager, or designee.
6.5. Performance evaluations are kept in employee personnel files. Employees may
submit comments or rebuttals to their performance evaluations within thirty (30)
calendar days of issuance, and these documents will also be maintained in the
personnel files with the performance evaluations.
7. FITNESS FOR DUTY EVALUATIONS
All employees must be physically and mentally capable of performing the essential functions
of their jobs. The City, at its expense and selection, may require an employee to undergo a
fitness for duty evaluation based on any reasonable cause.
8. PERSONNEL FILES
8.1. The City maintains an official personnel file for each of its employees. Personnel files
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contain personnel records deemed necessary for the administration of human
resources in the City.
8.2. Personnel files are available for inspection by employees within a reasonable time
after an employee's request and without loss of pay, provided that employees make
arrangements with their supervisor if the inspection occurs on duty. Upon written
request, employees may obtain copies of the materials subject to inspection. The
City may preclude inspection of certain information in accordance with the law,
such as background and other pre -employment information, and materials relating
to investigations.
8.3.
The City maintains injury reports and confidential medical records in separate files.
No information contained within an employee's personnel file will be released to a
third party unless a waiver has been signed by the employee, except as required by
law. Only those documents which have been specifically released by the employee
as shown in the waiver will be shown to the third party.
9. WAGE AND HOUR BENEFITS
9.1. General Provisions
9.1.1. Wages and benefits are subject to approval by the City Council. Wages and
benefit schedules are contained in the City's Salary and Benefit Plans covering
the City's classifications. Employees having any questions about employment
classifications, wages and benefit schedules should contact City Human
Resources.
9.1.2. The City is committed to observing all-ef its obligations under the Fair Labor
Standards Act ("FLSA"). These rules, as well as all applicable provisions in
memoranda of understanding, Council Resolutions, and all City pay practices,
shall comport with, and shall be interpreted to ensure the minimum
requirements of, the FLSA.
9.1.3. The City Manager or designee will designate a workweek for employees in
accordance with the law. The usual working hours for City employees shall
be 8:00 a.m. to 5:00 p.m. (including a one -hour unpaid lunch break) and a
normal workweek consists of forty (40) hours. Some departments may
require a different work schedule developed by the Department Head and
approved by the City Manager or designee. Alternative or flexible schedules
that result in a regular schedule of more than forty (40) hours in a workweek
are not permitted. Any flexible day(s) must be taken within the same
workweek, must be scheduled as not to interfere with assigned duties, and
are subject to approval by the Department Head and/or City Manager. All
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9.2.
alternative or flexible schedules must be reviewed prior to the effective date
to ensure compliance with FLSA.
9.1.4. Except when necessary to address an emergency or special circumstance,
employees who are entitled to overtime compensation under the law may
not work outside of regularly scheduled working hours or during unpaid
meal periods without the prior authorization of a supervisor. In any
emergency event, employees must report overtime work as soon as possible
after the work is performed. Violations of this rule may result in discipline,
up to and including termination of employment.
9.1.5. Overtime for eligible employees Deis any hours worked in excess of forty
(40) hours during a single workweek.
9.1.6. Non-exempt employees, working in excess of the normal forty (40) hour
workweek, shall be paid at an hourly rate of one and one-half times the
regular hourly rate. Non-exempt employees may choose to be compensated
for overtime work through compensatory time off (CTO) at the rate of one
and one-half hours cw-rir timeCTO per overtime hour worked instead of
receiving cash payment. The decision to receive overtime pay or CTOcomp
time credit shall be made at the end of the pay period in which the overtime
is worked, provided the employee has not accrued the maximum CTOcomp
time allowed. Employees may not convert CTOeeirr time to overtime pay
except at termination of employment or change in eligibility for CTO accrual.
CTO may be accrued up to a maximum as established by these Rules.
9.1.7. For purposes of calculating overtime pay, holidays count as hours worked
within a workweek. Paid leaves do not count as hours worked within a
workweek. Employees eligible for overtime who take minutes at a City
Council, Commission or Committee meeting shall be compensated at one
and one-half times their hourly rate for the time they are attending the
meeting, regardless of the hours worked in the corresponding workweek.
9.1.8. The City designates as "FLSA Exempt" those employees who work in
professional, executive or administrative capacities and who are therefore
not entitled to overtime compensation under the FLSA.
9.1.8.9.1.9. In the case of civil disaster. state of extreme emergency or local peril.
all employees have the duty and obligation to perform emergency works
upon request of proper authority declaring such emergency. The overtime
procedures herein established shall not be in effect and compensation
procedures shall be determined at the time of such conditions by the City
Manager.
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9.2 Compensation
9.2.1. Market Rate Adjustments:
9.2.1. All Market Rate Adjustments shall be based on changes in the
Consumer Price Index (CPI) or an total compensation annual salary survey,
as determined by the City Manager and approved by the City Council.
(a) As provided for in the salary and benefit plan, the City Manager is
authorized to assign salaries within a range. The, which range is
adopted by the City Council in the Salary Plan.
(b)-The Market Rate Adjustments are aivivrt than he -established on an
annual basis, pursuant to the Benefit Plan, and subject to approval by
City Council. bascd on thc changc in thc cmployce'c mlary rangc from
one fiscal ycar to thc ncxt as dctcrmincd by a survcy and shall nat—
cxcocd 1% unlcss an cmploycc's actual ntlery falls morc than 1%
below thc bottom of thc new salary rangc.
(c)(b) Market Rate Adjustments shall be effective July I' annually.
(d)(c) The Market Rate Adjustment shall be noted on the Personnel
Action Form that must be approved by the City Manager or designee.
9.2.2. Merit Adiustments:
9.2.2. Merit Adjustments are separate from Market Rate Adjustments and
shall be based entirely on employee performance.
(a) Each fiscal year, the City Manager or designee will determine the
maximum Merit Adjustment percentage based on the Council -
authorized Salary Plan for all regular employees regularly scheduled to
work twenty (20) or more hours per week.
(b) The City Manager or designee will notify all regular employees prior
to the start of the fiscal year the amount available for Merit
Adjustments.
(c) Any recommendation for a Merit Adjustment shall include a written
performance evaluation.
(d) An employee's performance is reported on a form designated by the
City Manager or designee. Where applicable, this evaluation also
includes input and observations from the employee's supervisor.
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(e) Based upon the performance evaluation, the City Manager or
designee may authorize an additional Merit Adjustment, provided that
adjustment will not create a salary that is greater than the range
authorized in the adopted Salary Plan. The amount of the adjustment
shall be based on the evaluation presented and any other factors
indicating the employee's work performance.
(f) The effective date of any Merit Adjustment shall be noted on the
Personnel Action Form that must be approved by the City Manager
or designee.
9.2.3. Performance Pav Adiustments:
9.2.3. Performance Pay Adjustments are separate from Merit Adjustments
and are intended to provide limited pay adjustments given an employee's
salary position within the adopted pay range.
(a) An employee shall be eligible for a Performance Pay Adjustment
annually, provided the other criteria in this section have been met.
This is to allow for a Performance Pay Adjustment in conjunction with
an employee's annual review related to the employee's anniversary
date.
(b) A Performance Pay Adjustment shall be a one-time wage increase,
which will not alter the pay range adopted pursuant to the adopted
Salary Plan.
(c) This adjustment may be granted to a regular employee scheduled to
work twenty (20) or more hours per week, if the evaluation process
followed under provisions for Merit Increases (Section 9.2.2) indicates
that the employee's performance is at an exccrtie.. 1 superior_
satisfactory level or above, which would warrant a Performance Pay
Adjustment beyond the adopted salary range.
(d) A Performance Pay Adjustment shall be at the discretion of the City
Manager or designee and will be based on a written performance
evaluation and any other factors indicating the employee's work
performance.
(e) Performance Pay Adjustments shall be a one-time lump sum payment,
based on the score received on the performance evaluation. In
exceptional cases. the City Manager may authorize a Performance Pay_
Adiustment which shall not exceed 9% of the employee's annual
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salary. For purposes of this section, the employee's annual salary shall
be twelve (12) times the employee's monthly salary prior to the
adjustment.
(f) The effective date of any Performance Pay Adjustment shall be noted on
the Personnel Action Form that must be approved by the City Manager
or designee.
9.2.4. Salary Following Promotion:
When an employee is promoted to a position allocated to a classification with a
higher salary range. such employee shall generally be placed in the new salary
range 5.0% above the previous salary level. Upon recommendation of the
Department Director. the City Manager may approve assignment to any other
salary within the higher salary range. but never outside the salary range.
9.2.5. Temporary Upgrade/Special Assignment Pav:
a. Temporary Upgrade Pav
Employees assigned to perform duties of an assignment. in writing by
the City Manager or designee. who pursuant to such assignment.
assumes and performs all of the ordinary day-to-day duties of a
position of a higher classification for at least thirty-one (31)
consecutive work days shall be paid an additional 5% of the regular
pay of their own classification. or the first step of the higher
classification in the classification plan whichever is greater. for all time
worked in the assigned higher classification
Temporary Upgrade Pay will be limited to 960 hours a fiscal year for
assignments in vacant positions aualifving for temporary upgrade pay.
.
Temporary Upgrade Pay is reportable to the California Public
Employee Retirement System (CaIPERS). as defined by CCR 571(a)(3)
for classic CaIPERS members. to the extent allowed by law.
Work assignments shall not be changed for the sole purpose of
evading the reauirement of providing temporary upgrade pay to an
employee who would otherwise be eligible. The effective date of any
change in assignment under this section shall be noted on a Personnel
Action Form that must be approved by the City Manager or designee.
A Personnel Action Form shall be generated upon the completion of
the acting pay status identifying regular Day of an employee's
classification prior to the acting Day authorization.
b. Special Assignment Pay
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An employee who is temporarily assigned for a at least thirty-one (31)
consecutive workdays to perform significant additional duties outside the
scope of the iob specification of the employee's classification. in addition
to the employee's regular iob duties, will receive Special Assignment Pay
at a rate of five percent (5%) above the employee's base salary. This pay
is not reportable to CaIPERS.
(f)
I0.WORKWEEK, CALL-BACK PAY, MEAL PERIODS,
10,1 LAND LACTATION BREAK
I0.1 Workweek
10.1.1 The City's basic standard workweek for full_ time employees is forty (40)
hours per week, in a seven (7) day period. The workweek generally
commences at 12:01 a.m. every Saturday and is a regularly recurring seven
(7) day period ending at 12:00 midnight every Friday_
10.1.1 :The workweek for employees on an alternative work schedule
may be modified based on individual schedules to accommodate forty (40)
hours in a seven (7) day work period. For employees assigned to the 9/80
work schedule. each employee's designated FLSA workweek shall begin
exactly four (4) hours after the start of the employee's regularly scheduled
eight (8) hour shift on the day of the week that corresponds to the
employee's alternating regular day off. The same day of the week shall be
permanently designated as the employee's alternating regular day off.
10.1.2 The City shall establish and may modify regular working hours for its
employees. The City may require employees to work overtime and to
perform standby responsibilities. Employees shall be responsible for
reporting to work on time and observing the work schedule established for
their department.
I0.2 Call -Back Pay
When an employee, considered non-exempt for the purposes of the Fair Labor Standards
Act (FLSA), has completed a normal shift for the day, is on a regular day off, or is on paid
leave, and is called back to work, the employee will, upon reporting, receive a minimum of
two (2) hours work at the overtime rate (time and one-half), or if two (2) hours of work is
not furnished, a minimum of two (2) hours of pay at the overtime rate. Subsequent hours
worked under this section; will be paid according to the overtime provision in Section 9 of
these Rules. This provision does not apply to instances in which the employee is called to
report before the regular starting time and is furnished work until the end of his/her
normal shift. The first two (2) hours of call back pay, per occurrence, cannot be taken as
compensatory time off and will be paid to the employee as a cash payment.
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10.3 Meal Periods
Unless otherwise established for a department for particular employees, employees shall
receive a thirty (30) or sixty (60) minute meal period that shall not be compensated.
During the meal period, the non-exempt employee must be completely relieved of duties.
If the employee is authorized in advance and performs work during the meal period, the
employee shall be compensated. Meal periods may not be used to shorten the workday.
10.4 Lactation Break
An employee who wishes to express breast milk for her infant child during her scheduled work
hours will receive a reasonable amount of additional unpaid time beyond any compensated rest
period. Those desiring to take a lactation break must notify a supervisor prior to taking such a
break— _Breaks may be reasonably delayed if they would "seriously disrupt" the City's
operations as those terms are used in Labor Code section 1032. -Once a lactation break has
been approved, it should not be interrupted except for emergency or exigent circumstances.
For additional information concerning lactation accommodation, see the Lactation
Accommodation policy.
4-1,12. LEAVES
11.1 Leave Overview
11.1.1. Employees are expected to be at work at scheduled times. To ensure
public accountability and the integrity of public service, all employees are
expected to account for their absences from work. Leave time is
chargeable in increments of one- quarter of an hour (1/4) or fifteen (15)
minutes.
11.1.2. Scheduled leaves are subject to approval by the Department Head and
scheduled two (2) weeks in advance whenever possible, with due regard
for the City's service needs.
11.1.3. The City may employ any reasonable measure to ensure employees are
properly accounting for leaves, including requiring reasonable proof that
the basis for the leave is legitimate. Employees may be required to submit a
medical certification of sickness supporting a request for sick leave use
pursuant to these Rules and City policy. The City may require a fitness for
duty certification from any employee returning from leave. Abuse of leave
privileges, including working for a secondary employer while on sick leave,
may subject an employee to disciplinary action, up to and including
termination of employment.
11.1.4. Leave benefits are available only to regular, or probationary, employees
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regularly scheduled to work more than 1,040 hours on an annual basis, but
not temporary part-time or "extra help" personnel unless otherwise noted.
11.2. General Leave
11.2.1. A General Leave Plan has been established for all employees in thc
regularly scheduled to work more than 1,040 hours on
an annual basis, in lieu of traditional vacation and sick accrual programs. The
City's General Leave Plan conforms with the Healthy Family Act of 2014
(CA Paid Sick Leave). General leave may be used for any leave purpose;
however, the following sections govern its use.
11.2.2 General leave falls into two categories: Employee tdl givc at Icast two (2)
weeks' noticc of a Gcnerc.l Lcrvc rcquc3t. Em 2oyccs who tmrrtrrt-e-
cmployment etrail vat their accrucd but urrdvd-Gtex-Aml Lcavc at thc
cmploycc'c h►varl)• rate rt thc timc of serzarrtiu; from City scrvicc.
(a) Scheduled Leave: Any leave which can be reasonably forecast or
anticipated (i.e.,_ vacation leave), scheduled medical/dental
appointments, extended weekends, personal leave, etc.
(a) 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.
(b) Unscheduled Leave/Paid Sick Leave: Any leave that is genuinely of an
unanticipated nature (i.e., leave due to illness); Unscheduled Leave
exceeding five (5) days may require a certificate indicating that the
employee was unable to work and may also be required to specify
whether the employee can return to work with or without
restrictions—.
The use of unscheduled leave shall be reported on a form and manner
designated by the City Manager. In appropriate or excessive use of
unscheduled leave may be grounds for disciplinary action.
(b)
1 1.2.3. Employees accrue General Leave at the following rates:
(a) Full -Time employees in the Ceompetitive Sservice accrue gGeneral
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!Leave for each bi-weekly period of service, based on the years of
service with the City accordingaccordin2 to the schedule below.
General leave shall be accrued based on actual hours paid during the
pay period. For example. iff an employee begins work on any date
other than the first working day of a bi-weekly pay period, or an
employee takes any time leave without pay. the amount of gGeneral
!Leave earned in that period is proportionate to the number of
hours/days worked. The accrual of general leave begins on the first
day of work. The bi-weekly period coincides with the payroll period
established by the City._
{a)
Length of Service
Beginning with the first
month through 5`h year (60`h month)
Following the 5th year through the
10`h year (61 S` — 120`h month)
Following the 10`h year through the
15`h year (12 I St month —
180`h month)
Following the 15`h year
(181 St month)
Leave Accrued Each Leave
Bi-weekly Pay Period_ Accrued Each
(Based on 40 Hrs. Paid) Year
6.77 Hours 22 days
8.31 Hours
8.92 Hours
9.54 Hours
27 days
29 days
31 days
(b) For employees in the Ceompetitive Sservice 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. For example, an eligible employee scheduled to work 20 hours
per week will accrue 50% of the accrual rate in Subsection (a) above, and
an employee scheduled to work 30 hours per week will accrue 75% of the
accrual rate shown in Subsection (a) above. The regularly scheduled
number of wrrlc I1' ,Jro P:uat be dcsignatcd ev t! a Personnel Action Form.
(c) Designated Management (i.e.. At -will) Employees accrue general leave for
each bi-weekly period of service. based on the years of service with the
City according to the scheduled below. except that the City Manager shall
be granted the authority to assign general leave accrual rates for at -will
employees outside the denoted length of service. Exceptions to the
standard accrual rate will be considered based on length of service in
other organizations. General leave shall be accrued based on actual hours
paid during the pay period. For example. if an employee begins work on
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any date other than the first working day of a bi-weekly pav period. or an
employee takes any time leave without Day. the amount of General leave
earned in that period is proportionate to the number of hours/days
worked. The accrual of general leave begins on the first day of work. The
bi-weekly period coincides with the payroll period established by the City.
Length of Service
1Beginning with the first
month through 5th year (60th month)
1Following the 5th year through the
I Oth year (6 I s — 120`h month)
1Following the I Oth year through the
1 15`h year (I 2 15L month —
1 180`h month)
1Following the 15`h year
1(18 I s month)
Leave Accrued Each Leave
Bi-weekly Pay Period Accrued Each
(Based on 40 Hrs. Paid) Year
7.38 Hours 24 days
8.31 Hours 27 days
8.92 Hours 29 days
9.54 Hours 31 days
11.2.4. No employee shall accrue more than 480 hours of gGeneral (Leave. When
an employee's unused leave balance reaches this limit, the employee shall
no longer accrue gGeneral (Leave until the balance falls below the
maximum accrual limit.
1 1.2.5. If, during the first twelve (12) 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 may 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: and
(b) The employee states the date of anticipated return.
(c) The advance of leave is part of a hiring process approved by the City
Manager.
(d) 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.
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11.2.3 Any employee separating from City service who has accrued general leave
is entitled to be cashed out of their accrued, but unused, General leave at
the employee's hourly rate of pay at the time of separation. When separation
is caused by death of an employee. payment will be made to the spouse or
the estate of the employee or. in applicable cases. as provided by the Probate
Code of the State. General leave will be paid out at the employee's current
hourly rate at the time of termination for any unused general leave.
1 1.3 General Leave Cash Out
11.2.5.
Annually. employees may elect to convert up to eighty (80) hours of accrued general leave
into a cash payment, at their base rate of pay in effect at the time of the cash -out.
Opportunities for general leave conversion will occur twice a year (May and December).
Eligibility is contingent on having at least one hundred (100) hours of general leave
remaining after the conversion.
Management employees will only be permitted to cash out a total of eighty (80) hours of
general leave and administrative leave. cumulatively. each calendar year. See Section 11.10
for information regarding administrative leave cash out.
(-a) TIC, p rezt-r.-14421
(b)'a) Tk. cr-I-ploy& Yzti: rc -urr�.
(c)(2) The advance of leave pert e/— hi : -g prc — -3-&ripied=br
theMa rljer
O
(a)
Any Icavc tho.t !' advanced will be dcductcd fr m futurc accruals. If an
o reimiauroc thc City f r paid salary and
bcncfits which were n t earned by thc cmpl ycc.
11.2.6. Any cmploycc scp rating from City scrvicc who has accrucd General —Leave
cd by death
e the orvaa1Gr the estate of the
cmploycc or in applicable mom, provided by thc Probatc Codc of the
Statc. General Icavc will be paid c/a ct ;.hc cmrk yce's currcnt hourly rate
at tirrx afcrmirxttion for any unuscd general Icavc.
11.3. Sick Leave
11.3.1. _Part-time temporary employees are eligible to accrued sSick (Leave in
accordance with the Healthy Family Act of 2014 (CA Paid Sick Leave).
11.3.2. _Pursuant to the City's General Leave Plan, regular and probationary full -
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time employees may earn sSick heave only if the employee is ineligible to
accrue gGeneral (Leave due to reaching the maximum accrual limit. When
a regular or probationary employee has reached the maximum gGeneral
!Leave accrual, the employee accrues sick leave at the rate provided for
gGeneral (leave —_ Once a regular and probationary employee's gGeneral
!leave accrual is below the maximum accrual limit, the employee will no
longer accrue sSick (Leave and will begin accruing gGeneral (Leave.
11.3.3. _Full-time regular and probationary employees may not accrue more than
360 hours of sick leave. When an employee's unused sick leave balance
reaches this limit, the employee is no longer ineligible to earn sick leave.
11.3.4. _Use of accrued sick leave hours, pursuant to the City's General Leave Plan;
are not considered a right thatwhich may be used at an employee's
discretion. The use of sick leave hours is but arc allowed only in case of
necessity as defined herein. An employee shall only beis eligible to use sick
leave hours, as defined in by the General Leave Plan, in the following
instances:
(a) For an employee's illness or injury when the illness/injury prevents the
employee from working. Leave exceeding five (5) days may require a
doctor's certification indicating that the employee was unable to
work.
(b) For an employee's dental, eye, or other physical or medical
examination or treatment by a licensed provider.
(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.
(d) For victims of domestic violence, sexual assault, or stalking to:
(i)
To obtain or attempt to obtain a temporary restraining order or
other court assistance to help ensure the health, safety, and welfare
of the employee or employee's child.
(ii) Obtain medical attention or psychological counseling; services from
a shelter; program or crisis center; or participate in safety planning
or other actions to increase safety. (Labor Code 2230(c);
233(b)(3)(A); 246.5(a)(2))
11.3.5. _Employees who use sick leave hours, pursuant to the City's General Leave
Plan, will be required to file a request form with the City Manager or
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designee stating the basis for the absence. The request must be on a form
developed and implemented by the City Manager or designee. Once an
employee has used half of the sick leave accrued, the City may, within its
discretion, request medial certification for any further sick leave use. The
medical provider may also be required to specify whether the employee
can return to work with or without restrictions. Such release of medical
information shall be in compliance with the law.
11.3.6. If a finding of industrial disability is made in connection with California
Public Employees Retirement (CalPERS), employees may not be permitted
to exhaust paid sick leave balances prior to retirement unless the City
Manager, at sole discretion, approves.
11.3.7. _Any employee separating from the City service who has unused sick
(Leave hours, pursuant to the City's General Leave Plan, will not be
compensated for any sSick heave hours remaining at the time of
termination, unless specified through an individual employment agreement.
11.4. Family Medical Leave (FMLA)/California Family Rights Act (CFRA)
In accordance with the Family and Medical Leave Act of 1993 (FMLA), "California Family
Rights Act" (CFRA), and Military Caregiving Leave, 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. Please reference the City's FMLA and CRFA policy for the
administering of the leaves.
1 1.5. Pregnancy Disability Leave
The City shall provide pregnancy disability leave to eligible employee in accordance with
applicable law. The City will follow the City's FMLA and CFRA policy to administer
Pregnancy Disability Leave.
11.6. Work Related Injury or Illness Leave
Work Related Injury or Illness 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. The City may grant up to fifty (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 leave hours
may be 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. Only regular employees or probationary are eligible for Work Related Injury or
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Illness Leave. Employees suffering injuries in the course and scope of their work may be
entitled to workers' compensation benefits. Employees having questions regarding this rule
should contact Human Resources.
1 1.7. 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's Catastrophic Leave Administrative Policy.
11.8. Military Leave
Military Leave shall be granted in accordance with the provisions of state and federal law.
An employee requesting leave for this purpose must, whenever possible, provide in
advance -to the City Manager or designee, with a copy of the military orders specifying the
dates, site and purpose of the activity or mission—. Within the limits of such orders, the
City may determine when the leave is to be taken and may modify the employee's work
schedule to accommodate the request for leave.
11.9. Jury Duty Leave
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 their supervisors informed of their
court schedule and provide proof of jury service to the City with their timesheet.
Employees 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.
1 1.10. Administrative Leave
Leave in recognition for being required to work hours beyond their regular hours of work
to fulfill their employment responsibilities, An -employees, in the Ceompetitive Sservice,
who is -are designated- as FLSA Exempt -under these Rules, will be granted on July 1 Si= of
each year forty (40) hours of a Administrative !Leave_ in recognition for being required to
work hours beyond thcr.r rcgule.r hours of work to fulfill their emr2.oymcnt
respenoirilities:Management employees will be granted 64 hours of administrative leave.
(a) On December Is of each year, exempt employees who receive administrative
leave may choose to be paid -to a maximum of 50% twenty (20) hvirc of their
unused a Administrative !Leave (i.e., 20 hours for Exempt employees, 32 hours for
Management). Payment for this administrative leave will be paid with the first pay
period ending date after December I st of each year.
(b) The use of aAdministrative !Leave requires the approval of the employee's
Department Head and City Manager or designee prior to the absence. A request
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for scheduled a Administrative (Leave should be submitted on a form designated by
the City. The employee who has available a Administrative (Leave and requests use
of a Administrative leave is permitted to use time off within a reasonable period
after making a request if use of leave does not unduly disrupt the operations of the
City. Employees should make every effort to submit requests to take
a Administrative (Leave two (2) weeks prior to the requested leave.
(c) On June 30th of each year, any unused leave is or if an cmploycc tormin&tom
cmployment prim► tc Junc 304 cmployccs arc rcquircd to forfeited. any
unuscd ✓I&rccs of Aerik-.iritre.tivc Lcavc. Administrative leave has no cash
value at separation.
1 1.1 1. Leave Without Pay
The City in its discretion may permit employees to be on leave without pay (LWOP) not
to exceed ninety (90) days. An extension of any leave of absence without pay beyond
ninety (90) days may be granted upon approval of the City Council Manager when such
extension of leave is in the best interest of the City. Employees in such status do not
accrue 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 may take personal leave without pay when required by law.
1 1.12. Bereavement Leave
The City grants bereavement leave to include leaves of absence with pay up to five (5)
workdays 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.
11.13. Holidays
The City observes the following legal holidays, which are available to those employed prior
to or on the date of the holiday:
(a) New Year's Day
(b) Martin Luther King Jr. Birthday
(c) Presidents Day
(d) Memorial Day
(e) Independence Day
(f) Labor Day
(g) Veteran's Day
(h) Thanksgiving Day
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Day After Thanksgiving
Day Before Christmas
Christmas
Day Before New Year's Day
See Benefit Plan for Floating Holidays (two (2) right he/Jr b idays per
calendar ycar)
11.13.1 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 (2) 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 paragraph above. In such cases, the City Manager designates 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 Benefit
Plan.
11.13.2 _If a non-exempt employee is required to work on a holiday, the employee
shall be celyrfrrr.izrel rt-ruigIt tip ratc for the firrt tight (8) hours of work
and in addition, shall receive pay at time and one-half of their hourly rate
for all hours worked. in addition to the holiday Davy provided for in this
section. in licu of timc off for said holiday.
11.13.3 _The floating holidays are subject to supervisory approval and may not be
carried over to another calendar year and are lost unless used prior to the
end of the calendar year.
1 1.13.4 Part-time employees who occupy authorized half-time or three-auarter
time positions and are scheduled to work 20 hours or more per week on a
continuous basis shall receive prorated holiday pay for each recognized
holiday outlined in this Section. as follows: half-time employees shall receive
4 hours holiday Davy : three-auarter time employees shall receive 6 hours of
holiday pay.
1 1.13.5 If a holiday falls on an employee's regularly scheduled day off. the employee
shall be credited eight (8) hours' time off with Davy to either their general
leave or compensatory time banks.
11.13.6 Designated and floating holidays are credited as eight (8) hours each. If the
employee works a schedule with more than eight (8) hours in a workday .
the employee must use accumulated vacation or compensatory time to
Provide the difference between eight (8) hours and the employee's normal
workday. As an alternative. the employee may make uP the difference by
working the additional time. but only during the work week in which the
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holiday fell.
1 1.14: Compensatory Time Off (CTO)
Non-exempt employees may choose to be compensated for overtime work through
compensatory time off (CTO) at the rate of one and one-half hours CTOcemp time per
overtime hour worked instead of receiving cash payment. CTO may be accrued up to a
maximum of 100 hours for regular and probationary non-exempt employees. If an
employee reaches the maximum limit, they shall be compensated for all overtime worked.
If an employee has accrued any unused CTO at termination, the employee shall be paid for
such unused CTO at their regular rate of compensation at termination.
1 I.I5—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
gGeneral leave, floating holiday, aAdministrative !Leave or compensatory tJime for this
leave. Prior notice of the need for this leave must be given to the immediate supervisor.
If an employee who is the parent or guardian of a child facing suspension from school is
summoned to the school to attend a portion of the school day in their child's classroom,
the employee should alert their supervisor or manager as soon as possible before leaving
work. In accordance with California Labor Code § 230.7, no adverse action will be taken
against an employee who takes time off for this purpose.
I I.16: Voting 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. Employees must give notice to their immediate supervisors of their need to
take such time off as soon as practical.
11.17 Civic Service Leave
Civic Service Leave is available every Fiscal Ycar to employees for qualified volunteer service
during thc workwetic pur:rutrt to the Benefit Plan. On June 30th of each ycar, or if an
employee terminates cmployme t prior to June 20th, employee shall forfcit any unused balance -
of Civic Service Leave. Prier request of thc need for thin leave must be given to the immediate
superviaer. Said rcqucst firm shall be on a form developed and implemented by thc City
Manager or dcsigncc.
Effective September 2023. civic service leave is being discontinued. in exchange for floating
holiday. To convert from a leave type provided on a fiscal year to one given on a calendar year.
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employees will forfeit 4 hours of the civic service leave granted July I. 2023. and the other 4
hours. if unused as the time of conversion. will be converted to additional floating holiday time
to be used during the 2023 calendar year. Any employee who has used more than 4 hours of
civic service leave at the time of conversion will have a reduction in floating holiday hours in
2024 that is proportionate to the excess civic service hours used prior to conversion.
1 1.18: Time Off for Immediate Family of Victims of Crime
Employees who are the immediate family members (spouse, child, stepchild, brother,
stepbrother, sister, stepsister, mother, stepmother, father, or stepfather) or registered
domestic partner of a victim of a violent or serious felony may take time off from work in
order to attend judicial proceedings related to that crime. The crime must be an offense
enumerated in Labor Code Section 230.5(a)(2).
11.19 _Leave to Perform Emergency Duties or to Attend Related Training
An employee may take leave to perform duty as a volunteer firefighter, a reserve peace officer,
or emergency rescue personnel. However, the City does not have to provide this leave if the
employee's absence would hinder the City's availability to provide public safety or emergency
medical services.
1 1.2(h Unauthorized Leave or Job Abandonment
An unauthorized absence from the work site or failure to report to duty after a leave request
has been disapproved, revoked, or cancelled by the appointing authority, or at the expiration of
a leave, shall be without pay —_Such absences may be grounds for disciplinary action, including
termination.
1 1.21 Relocation Expenses
The City Manager shall have the authority to negotiate on behalf of the City relocation
expenses for designated management employees. as identified in the Management Positions
Except from Competitive Service Resolution. Such expenses may include travel. interim
housing. storage. and other relocation expenses as deemed appropriate by the City Manager.
12.TRANSFERS/ ACTING_ P Y
12.1- A non -probationary City employee with at least satisfactory appraisal ratings may
request a transfer to a lateral or other lower_ Ievel vacant position in the City. The
transfer request may be initiated by submitting forms as prescribed by Human
Resources. The employee requesting a transfer must meet the minimum
qualifications for the vacant position and may be subject to interviews and other
pre --employment processes specified by the City. Following reasonable notice to
City employees, vacant positions may be filled through transfers rather than
appointments from eligible lists.
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12.27 The City may initiate a transfer of a disabled employee who qualifies under
applicable disability laws but cannot perform the essential functions of their job
without reasonable accommodation. Such transfers will have priority over any
eligibles on an existing eligible list.
12.3. Acting Pay
Er*..oyc s rn- give to crfform dutics of en ce../..-,%nrnent, in writing by thc
City Manager or dcsigncc, whe rAirtmeet to such assignment, assumcs and
perferrr/3 ell of thc ordinary day to day dutics of a position of a highcr
classification fey et lzrzrt thirty; one (31) consecutive work days ohell 1;-c paid
an additienel E% thc rcguler p.y of their own classification, or thc first
step of the Kg!..x r classificati✓ it trc classifierAce; p) i whichever is grcatcr,
for ell time worked in the toigned highcr classification.
Wcrk moignrneenm. chrll n.24. !v changed for thc solc purposc of evading thc
tsq'Jirrr cnt of providing act31,1-, K.t; to an employee who wemle eAherwisc be
el g c. The effective datc of any changer ce,trignmcnt undcr this section
shall be notcd cry► r Pcvoonncl Action Form thin much. be approved by thc
Personnel Aatien m °hell be gcncratcd upon
thc completion of thc aeons p y c CA identifying regular p y of an
employee's classifiertix,n price tr., the ecting pay authra►iceticn.
13. LAYOFF AND RECALL
13.1 Whenever in the sole judgment of the City Council it becomes necessary to abolish
any position that is held by a full= -time regular employee due to a reorganization, or
lack of work or funds, the employee holding that position may be laid off or
demoted without disciplinary action and without the right of appeal. Whenever
possible, employees will be given at least thirty (30) days' notice of any layoff.
13.2 When a layoff involves a position classification held by more than one person, layoffs
will be made in a reverse order of seniority. Seniority will be determined by
including all periods of full-time regular service at or above the classification level
where the layoff is to occur.
13.3. Persons laid off or demoted in accordance with this Rule will have their names kept
on a re-employment list for two (2) full years from the date of layoff or demotion.
The re-employment list will be used by the City when a vacancy arises in the same
or lower classification of position in the department where the layoff originally
occurred before seeking promotional and/or general applications from others.
13.4. This Rule does not apply to at -will, part-time or probationary employees.
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14. EMPLOYEE SAFETY/VIOLENCE IN THE WORKPLACE
The City is committed to providing a safe and secure workplace and will not tolerate acts or
threats of violence in the workplace. (Labor Code § 6400.) The workplace includes any location
where City business is conducted, including vehicles and parking lots.
Safety is everyone's responsibility. All employees must use safe work practices and
report any unsafe conditions that may occur. Please become familiar with the City's
Workplace Violence Prevention policy.
15. GRIEVANCE PROCEDURE
15.1. _The grievance procedure is intended to provide an avenue only for redress of
complaints that the City has in some manner violated any of the Personnel Rules.
15.2. _The grievance appeal must be initiated by the employee (appellant) within fifteen
(15) calendar days of the facts giving rise to the appeal and must be submitted to
Human Resources. Failure to initiate an appeal within this time_frame will result in
denial of the appeal as untimely and void. Human Resources may submit the appeal
for response as the first step to a directly involved supervisor or another
department representative.
15.3. _Appeals must be in writing, signed by the affected appellant(s) and allege that the
City has violated a specific provision of these Rules. Appeals must contain the
specific facts upon which they are based. Appeals that fail to include these elements
may be rejected on that basis. An email may serve as a written appeal.
15.4. _Human Resources will review the appeal and shall serve notice of a written
response within fifteen (15) calendar days of receipt of the appeal.
15.5. _If the appellant is dissatisfied with the City's first response, the appellant may submit
an appeal to the City Manager. The appeal must be received by the City Manager
within fifteen (15) calendar days of Human Resources' decision.
15.6. _The City Manager, or the City Manager's designee, will review the appeal and shall
serve notice of a written response within fifteen (151 calendar days of receipt of the
appellant's appeal. The City Manager's decision shall be final.
15.7. _No other grievance or appeal procedure may be used for matters within the scope
of this appeal procedure.
15.8. _Exhaustion of this appeal procedure is intended to provide an informal avenue for
redress of complaints relating to these rules, and to give the City an opportunity to
investigate the complaint and correct any problems before they become more
serious.
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16. DISCIPLINE/GENERAL RULES OF CONDUCT
16.1. General Rules of Conduct
It is expected that all employees shall render the best possible service to, and reflect credit
on, the City. Therefore, the highest standards of professional conduct are essential and
expected of all employees.
16.2—Disciplinary Actions
The City of Dublin may invoke the following types of disciplinary actions:
(a) Official Reprimand
(b) Suspension Without Pay
(c) Reduction in Pay
(d) Demotion
(e) Disciplinary Probation
(f) Discharge/Termination
16.3—Grounds for Discipline
16.3.1. Disciplinary measures may be taken for any good and sufficient cause.
City employees who are employed "at -will," or who are temporary or
probationary, are not subject to the requirement of good cause, and are
not entitled to pre -discipline procedures or appeals under these policies.
16.3.2. Good cause exists not only when there has been an improper act or
omission by an employee in the employee's official capacity, but when any
conduct by an employee brings discredit to the City, affects the
employee's ability to perform assigned duties, causes other employees'
inability to perform their duties, or involves any improper use of their
position for personal advantage or the advantage of others. Good cause
also exists if an employee is unable to perform the duties of their position
for an extended period of time. The type of disciplinary action depends
on the seriousness of the offense and the relevant employment history of
the employee. Causes for disciplinary action against an employee may
include, but are not limited to, the following:
(a) Misstatements or omissions of fact in completion of the
employment application or to secure appointment to a
position with the City.
(b) Dishonesty; furnishing knowingly false information in the
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course of the employee's duties and responsibilities.
(c) Inefficiency, incompetence, carelessness or negligence in the
performance of duties.
(d) Violation of safety rules.
(e) Violation of any of the provisions of these personnel rules and
regulations, department rules and regulations, City policies,
City ordinances or resolutions.
(f) Inattention to duty.
(g) Tardiness, overstaying lunch periods, or leaving early.
(h) Being under the influence of an intoxicating beverage or non-
prescription drug, or prescription drugs not authorized by the
employee's physician, while on duty or on City property, or
any other violations of the City's Drug and Alcohol -Free
Workplace policy.
(i)
Disobedience to proper authority, refusal or failure to perform
assigned work, to comply with a lawful order, or to accept a
reasonable and proper assignment from an authorized
supervisor.
(j) Unauthorized soliciting on City property.
(k) Unauthorized absence without leave; failure to report after
leave of absence has expired or after a requested leave of
absence has been disapproved, revoked or canceled; or any
other unauthorized absence from work.
(I)
Conviction of a felony, or a misdemeanor involving moral
turpitude, or a violation of a federal, state or local law which
negatively impacts the employee's ability to effectively perform
their job or brings discredit to the City.
(m) -Discourteous and/or offensive treatment of the public or
other employees.
(n) Falsifying any City document or record.
(o) Misuse of City property; improper or unauthorized use of City
equipment or supplies; damage to or negligence in the care and
handling of City property.
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(p) Theft or sabotage of City property.
(q) Sleeping on the job, except as specifically authorized.
(r) Accepting bribes or kickbacks.
(s) Intimidation or interference with the rights of any employee.
(t) Outside work or any other activity or conduct which creates a
conflict of interest with City work, which causes discredit to
the City, negatively impacts the effective performance of City
functions or is not compatible with good public service or
interests of the City service.
(u) Failure to obtain and/or maintain the necessary license or
certification specified for the position; failure to maintain
minimum qualifications for a position including required
licenses or certificates.
(v) Abusive or intemperate language toward or in the presence of
others in the workplace.
(w) Gambling on the job.
(x) Excessive absenteeism; inability to perform the duties of the
position.
(y) Conduct unbecoming a City employee.
(z) Any other conduct of equal gravity to the reasons enumerated
above as determined by the City.
The above reasons are indicative and not restrictive. Discharge, suspension,
demotion, reduction in pay or other discipline may be based on reasons
other than those specifically mentioned above.
16.4: Authority to Discipline
16.4.1. Any authorized supervisory employee may institute disciplinary action for
cause against employees under their control in accordance with the
procedures outlined in these Rules.
16.4.2. The City in its discretion may place employees on Ppaid Administrative
Leave. Employees on such leave are subject to the City's instructions
during their normal working hours.
I6.5. Procedure for Disciplinary Action
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In the absence of a process in a Memorandum of Understanding (MOU), employees
covered by this Rule are governed by the following provisions.
16.6. Written Notice/ Pre -Discipline Meeting/ Final Action
16.6. I. Written Reprimands
The employee may submit a written response to the reprimand which
shall be placed in the employee's personnel file. There is no further right
of appeal to a written reprimand. For other discipline, the City shall issue
a written notice of intent to discipline (NOI), describing the intended
discipline, the basis for the discipline, and attaching any documents upon
which the discipline is based.
I6.6.2. Minor Discipline
For other discipline that is less severe than a reduction in pay or
suspension of six (6) working days, the discipline may be imposed prior
to providing the employee a right to respond to the discipline. Within a
reasonable time after the discipline is imposed, or before the discipline is
imposed, within the City's discretion, the City must provide the
employee with NOI, which includes the reasons for the action, a copy of
the charges including materials upon which the action is based, and notice
of the employee's right to respond, orally or in writing, to the proposed
action. If the employee chooses to respond orally, the City Manager, or
designee, shall convene a meeting to review the employee's response and
position. The employee is entitled teto have a representative of choice to
attend the meeting. If the City Manager (or designee) decides to reduce
the discipline, and if the employee has already served a disciplinary
suspension for the offense, the employee will be compensated
commensurate with the reduction in discipline. The City Manager's (or
designee's) decision is final and there is no further right of appeal.
16.6.3. Maior Discipline
For discipline that is greater in severity than a reduction in pay or
suspension of five (5) working days, the employee shall receive notice of
the right to respond, either orally or in writing, before discipline is
imposed. If the employee wants to respond orally, the City will set a pre -
discipline meeting (Skelly meeting) approximately one (I) week from the
date of the NOI, unless a different time and date is set by mutual
agreement.
For discipline that is greater in severity than a suspension of five (5)
working days, the City Manager, or designee, will convene a pre -discipline
meeting (Skelly) to review the employee's response and position before
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imposing discipline. The employee is entitled to a representative of
choice, provided, however, that the inability of a particular representative
to attend the meeting is not the cause requiring a continuance of the
meeting. At the meeting, the employee will have the opportunity to
respond to the charges and to present any new information for
consideration by the City.
For discipline that is greater in severity than a suspension of five (5)
working days, at some reasonable time after the employee has been
provided an opportunity to respond to the NOI, the City shall issue a
final notice of decision to discipline (NOD). The NOD will include the
final decision, the effective date of the discipline and the facts upon which
the discipline is based and notice of the right of appeal.
16.7. -Appeal
16.7. I. For discipline that is greater in severity than a suspension of five (5)
working days, employees have the right to appeal the NOD. The
employee's request for an appeal must be received within seven (7)
calendar days from the date of the NOD, or the right to appeal is waived
and the discipline becomes final. The request for an appeal of a NOD,
does not inhibit the NOD from being implemented.
16.7.2. The appeal will be heard by an outside impartial independent hearing
officer to be selected by the City.
The costs of the hearing officer will be borne by the City. The hearing
will be transcribed.
16.7.3. The hearing officer has the authority to convene the hearing, receive
evidence through testimony and documents and to make findings of fact
and recommendations about the discipline. The hearing officer may
recommend an outcome, but the final authority rests with the City
Manager. The hearing officer will make detailed findings of facts related to
the disciplinary charges in writing and serve a recommended decision on
the City and the employee. After consideration of the hearing officer's
recommended decision, the City Manager will issue a final decision in
writing. The City Manager's decision is reviewable by administrative writ
of mandamus.
17. RESIGNATIONS
17.1. General Provisions
Employees are free to resign from their employment but are encouraged to give at least
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two (2) weeks' notice. A resignation becomes effective upon the City's receipt of a written
notice of resignation. If no written resignation is tendered, but a resignation is indicated
orally, a resignation becomes effective upon the City's notice of acceptance of the
resignation. Once a resignation becomes effective, it is irrevocable except that the City
Manager may permit a resignation to be rescinded.
17.2. Job Abandonment
A constructive resignation occurs when an employee has been absent from duty for three
(3) consecutive workdays without prior authorization, or failed to notice the department
of the absence, and did not respond to the City's inquires, if any, during the absence. The
City shall give the employee notice of such constructive resignation. Except for at -will or
probationary employees, regular employees who are separated from the City's service by
constructive resignation may utilize the City's Grievance Appeal procedure.
18. NON-DISCRIMINATION AND HARASSMENT
The City of Dublin is committed to providing an environment that is free from harassment
and discrimination of any kind, including sexual harassment and harassment based on race,
color, religion, creed, national origin, ancestry, age, citizenship status, physical or mental
disability, medical condition, genetic characteristics or information, marital status, sexual
orientation (including homosexuality, bisexuality, or heterosexuality), gender (including
gender identity and gender expression), pregnancy (including childbirth, breastfeeding, or
related medical conditions), military and veteran status, or membership in any other legally
protected category. Therefore, it is important that the City maintain an atmosphere
characterized by mutual respect in order to assure fair, courteous treatment for
employees and the public. Employees are responsible for reading and understanding the
City's Harassment, Discrimination, Retaliation, and Abusive Conduct Prevention policy.
19. ACCOMMODATIONS FOR EMPLOYEE DISABILITIES
Employees with a disability may request a reasonable accommodation for that disability.
Such requests should be submitted to the employee's Department Head, or Human
Resources. If the employee has a disability as defined under the Fair Employment and
Housing Act, the City will engage in an interactive process with the employee to determine
an appropriate accommodation for the employee in accordance with applicable law if
undue hardship does not result to the City's operations. To achieve the provisions of this
section and the duties of the law, the City's efforts to reasonably accommodate the
employee take precedence over and preempt any other conflicting provisions or limitations
in these Rules, provided that the City will not terminate or permanently reassign any
regular employee to accommodate another employee. If the City determines that an
employee is not able to perform the essential functions of the job, with or without
reasonable accommodation, the City may remove the employee from their position and
apply for disability retirement for the cmploycc, ifemplovee if the employee is eligible. The
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City will endeavor to retain the employee in an employed status until CaIPERS has made its
determination regarding the disability retirement application. However, the employee may
be in an unpaid status during this period if applicable paid leaves have been exhausted. If the
employee fails to cooperate in the disability retirement process, the City may separate the
employee from employment.
20. OUTSIDE EMPLOYMENT
City employees may not engage in any outside employment, enterprise or activity that the
City determines is in conflict with their duties and responsibilities, or any aspect of City
operations. An employee must submit a request for outside employment to their
Department Head. The Department Head shall provide a written decision to the
employee. The written decision will be provided to Human Resources.
21. VOLUNTEERS
21.1. General Provisions
21.1.1. The City may utilize volunteers for the delivery of City services. The use
of volunteers is subject to approval by the City Manager or designee.
Volunteers are subject to fingerprinting according to the City's
Fingerprinting of Employees and Volunteers policy.
21.1.2. Volunteers are not eligible for salaries, benefits or other compensation
unless specifically provided for by the City. Subject to approval by the
Department Head or City Manager, necessary equipment or uniforms
and reimbursement for approved actual expenses and mileage may be
provided.
21.2. Employee Volunteers
Subject to approval by the City Manager or designee, employees may volunteer to provide
services to the City outside of their normal duties provided they are not performing the
same or similar duties for which they are normally compensated, and the responsibilities
are occasional and sporadic. Employees engaging in such volunteer assignments are not
entitled to compensation —_ Volunteer time shall not be considered for the calculation of
overtime.
22. DRUG AND ALCOHOL -FREE WORKPLACE
The City's workplace is a drug and alcohol -free workplace. Employees may not be at work
under the influence of alcohol or drugs, may not use or possess alcohol or drugs while on duty
or while on paid standby time and may not sell, manufacture, distribute or provide drugs to any
person while on duty —_The City has no intention of interfering with the private lives of its
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employees unless involvement with alcohol and other drugs on or off the job affects job
performance or public safety —_The City encourages employees to voluntarily seek help with
drug and alcohol problems and offers a confidential Employee Assistance Program
Employees are responsible for reading and understanding the City's Drug and Alcohol -Free
Workplace policy.
23. NEPOTISM
No employee, prospective employee, or applicant will be improperly denied employment
or benefits of employment on the basis of a relationship as defined below with another
employee or official of the City.
Nonetheless, the City retains the right to take appropriate steps to avoid inappropriate
working relationships among relatives, including married persons. For administrative
purposes, a relative is a spouse, domestic partner, child, step -child, parent, grandparent,
grandchild, brother, sister, half-brother, half-sister, aunt, uncle, cousin, niece, nephew,
parent -in-law, brother-in-law, sister -in- law or any other individual related by blood or
marriage. The City retains its rightsto:
(a) Refuse to place one party under the direct or indirect supervision of the other party
of a relationship.
(b) Refuse to place both parties to a relationship in the same department, division, or
facility when such action has the potential for creating adverse impact on
supervision, safety, security, or morale, or involves potential conflicts of interest.
(c) Exclude one party to a relationship from contributing to, or recommending promotions,
assignments, performance evaluations, transfers or other personnel decisions of the
other party.
(d) Disqualify one party to a relationship for a position privy to confidential personnel
matters who has a relative already in the City's employment when the relationship
may compromise confidential information.
(e) Effect a transfer in the event the City learns of circumstances described above.
24. GIFTS AND GRATUITIES
No employee of the City may solicit or accept, for self or family, favors, benefits, gifts or
gratuities under circumstances which might be construed by reasonable persons as
influencing the performance of the employee's governmental duties.
25. USE OF INFORMATION AND ELECTRONIC SYSTEMS
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City of Dublin Personnel Rules
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288
Electronic systems are all hardware, software, and other electronic communication or data
processing devices owned, leased, or contracted for by the City of Dublin and available for
official use by City employees. This use includes, but is not limited to, the Internet, E-mail,
voice -mail, cellular telephones, pagers, personal digital assistants, smartphones,
computers/laptops, telecommunications devices, video and audio equipment, wireless networks,
data systems telecommunications equipment, global positioning equipment, location devices,
transmission devices, data processing or storage systems, computer systems, servers, networks,
input/output and connecting devices, software, agency hosted social media, and documentation
that supports electronic communications services. Employees are responsible for reading and
understanding the City's Electronic System and Information, Social Media, and Remote
Computer Access policies.
26. DRESS CODE
Employees of the City are required to dress appropriately for the jobs they are performing.
Therefore, the dress regulations contained in this section shall be followed. The City
reserves the right to direct any employee who is dressed inappropriately for work to go
home and make appropriate changes to their work attire before returning to work.
(a) All clothing must be neat, clean and in good repair.
(b) Prescribed safety equipment must be worn or utilized where applicable.
(c) Footwear must be appropriate for the work environment and functions being
performed.
(d) Hair, beards, mustaches and sideburns must be maintained in a neat and well-
groomed fashion.
(e) Jewelry is acceptable except in areas where it constitutes a health or safety
hazard.
(f)
(g)
Good personal hygiene is required.
Dress must be appropriate to the work setting, particularly if the employee
deals with the public.
(h) Employees may be required to wear uniforms specified by the City. City
uniforms shall be worn in a professional manner.
Employees should be mindful of other employees' sensitivity to perfume and
other fragrances, and employees shall refrain from wearing fragrances that are
offensive or harmful to others.
(j)
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289
27. USE OF CITY EQUIPMENT
No City -owned equipment, autos, trucks, instruments, tools, supplies, machines, or any
other item that is the property of the City may be used by an employee other than for City
business, unless the City Manager or designee approves in advance. No employee may
allow any unauthorized person to rent, borrow, or use any City property, except upon
prior written approval of the City Manager or designee. For further information, see the
City's Vehicle Use policy.
28. TRAVEL AND TRAINING POLICY
28.1. The City is committed to ensuring that its employees receive adequate training to
perform their jobs. Training and travel are subject to department approval. Training
opportunities that occur outside normal work hours require approval by the
Department Head. Overnight travel also requires approval by the Department
Head.
28.2. The City generally requires that training, and attendant travel, be scheduled in a way
that will minimize the City's overtime liability. From time to time, the City issues
policies that govern these areas. Employees must observe these policies.
28.3. City business travel shall be carried out in an efficient, cost-effective manner
resulting in the best value to the City. Telecommunications instead of travel should
be considered when possible. The City will pay or reimburse all business travel
related expenses based on reasonableness and on the actual amount of expense
incurred by the employee pursuant to the City's official Travel and Other Business
and Reimbursement of Expenses policy as may be amended. Employees having
questions about the City's travel and training policies should contact their
supervisor or the Administrative Services Department.
29. MISCELLANEOUS
29.1. City May Amend or Revise Rules and Policies
From time to time the City may adopt new or amended Rules and policies, after
appropriate consultation with the City employees.
29.2. No Contract
These Rules do not create a "contract" of employment between the City and any
employee. Public employment is statutory, not contractual.
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290
29.3. Severability
If any part of these Rules is determined to be unconstitutional or illegal, such part
shall be severed from these Rules and the remaining Rules given full force and effect.
29.4. Word Usage
The term "City" as used in these Rules refers to the City of Dublin. Responsibilities
and rights of the City under these Rules are exercised by the City Manager and may
be delegated by the City Manager.
ACKNOWLEDGEMENT
❑ I ccrtify thct I h►r c rcccivcd and rcad thc contcnts of The City of G\.iblin'c Purser-ne Ruk‘s
2020.
_::Plo;«-tea :;:.:
Date:
Plcasc complctc thc fic,da hovc to confirm er.knuvlcdgcmcnt of thc personncl rulcs and
rcvarn thin p e t. !-lumen P.mv.►rca3 to humenrwourccs@dublin.ca.Eov.
Page 43 of 44
City of Dublin Personnel Rules
Revision Date: September 5. 2023
291
Attachment 4
RESOLUTION NO. XX - 23
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
AMENDING THE 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 adopted by Resolution 61-20, and subsequent
amendments.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does
hereby amend the Benefit Plan, attached hereto as Exhibit A, which shall supersede the Benefit
Plan adopted by Resolution 61-20 and any subsequent amendments.
BE IT FURTHER RESOLVED that the City of Dublin Benefit Plan, attached hereto as
Exhibit A, shall be effective July 1, 2023.
PASSED, APPROVED AND ADOPTED this 5th day of September 2023, by the following
vote:
AYES:
NOES:
ABSENT:
ABSTAIN
Mayor
ATTEST:
City Clerk
Reso. No. XX-23, Item X.X, Adopted XX/XX/2023 Page 1 of 1
292
Attachment 5
Exhibit A to the Resolution
City of Dublin
Employee Benefit Plan
Established — By 1, 2023
City of Dublin Benefit Plan
Revision Date: July I, 2023 293
Attachment 5
Exhibit A to the Resolution
Table of Contents
Section 1 — Eligible Employees: 1
Section 2 — Market Rate Adjustments and Consumer Price Index (CPI) Adjustments: 1
Section 3 — Merit -Based Salary Adjustments: 2
Section 4 — Performance Pay Adjustments: 2
Section 5 — Medical Insurance: 2
Section 6 — Flexible Benefit Program: 3
Section 7 — Alternative Benefit: 4
Section 8 — Dental Insurance• 5
Section 9 — Vision Insurance• 5
Section 10 — Trust Fund/Health Reimbursement Arrangement (HRA)- 5
Section 11 — Disability Insurance: 6
Section 12 — Life Insurance• 6
Section 13 — Retirement: 6
Section 14 — Retiree Health Reimbursement Arrangement (HRA): 7
Section 15 — Deferred Compensation Plan: 7
Section 16 — Holidays: 7
Section 17 — Education Reimbursement: 8
Section 18 — Wellness Reimbursement Program: 8
Section 19 — Employee Service Awards: 8
Section 20 — Employee Commute Alternative Program/Transit Commuter Program. 9
Section 21 — Car Allowance and Mileage Reimbursement: 9
Section 21 — Resident Registration Fees: 10
Section 22 — Effective Date• 10
City of Dublin Benefit Plan
Revision Date: July I, 2023 294
Section 1 — Eligible Employees:
All benefits shall apply to full-time employees of the City of Dublin, unless otherwise stated. The benefits
outlined in this plan shall not be provided to temporary (part- or full-time), provisional or contract
employees, or to individuals who provide services to the City pursuant to contract unless the contract
explicitly provides for such benefits.
Section 2 — Market Rate Adjustments and Consumer Price Index (CPI) Adjustments:
Effective July I, 2023, salary ranges (top and bottom) shall be adjusted based on the change in Consumer
Price Index (CPI) from February 2022 through February 2023 using the San Francisco -Oakland -San Jose
region (Urban Wage Earners and Clerical Workers) as published by the Bureau of Labor Statistics. The
maximum adjustment shall be no greater than three and one-half percent (3.5%), the minimum adjustment
will be one percent (1 %). Employee salaries will also be adjusted July I, 2023, based on the CPI results.
Additionally, a total compensation salary survey of benchmark classifications was conducted. Any
classification that was deemed to be under market was brought up to the 65th percentile of the City's
comparator cities. Individual employees will not be adjusted, unless their current salary falls below the
minimum of an adjusted range.
In recognition of historically high CPI values the last two years, employees will receive a one-time $1,500
stipend the first check paid out in January 2024.
Effective July I, 2024, salary ranges for most classifications (top and bottom) shall be adjusted based on
the change in Consumer Price Index (CPI) from February 2023 through February 2024 using the San
Francisco -Oakland -San Jose region (Urban Wage Earners and Clerical Workers) as published by the
Bureau of Labor Statistics. For those classifications that were over market in July of 2023, a total
compensation survey will be conducted in April of 2024. The maximum adjustment shall be no greater
than three and one-half percent (3.5%), the minimum adjustment will be one percent (1 %). Employee
salaries will also be adjusted July I, 2024, based on the CPI results, but in no event shall any adjustment
provided for in this section result in an employee earning a salary in excess of the top of the range for
their classification.
Effective July I, 2025, salary ranges for most classifications (top and bottom) shall be adjusted based on
the change in Consumer Price Index (CPI) from February 2024 through February 2025 using the San
Francisco -Oakland -San Jose region (Urban Wage Earners and Clerical Workers) as published by the
Bureau of Labor Statistics. For those classifications that continued to be over market in April of 2024, a
total compensation survey will be conducted in April of 2025. The maximum adjustment shall be no
greater than three and one-half percent (3.5%), the minimum adjustment will be one percent (1 %).
Employee salaries will also be adjusted July I, 2025, based on the CPI results, but in no event shall any
adjustment provided for in this section result in an employee earning a salary in excess of the top of the
range for their classification.
Effective July I, 2026, salary ranges for most classifications (top and bottom) shall be adjusted based on
the change in Consumer Price Index (CPI) from February 2025 through February 2026 using the San
Francisco -Oakland -San Jose region (Urban Wage Earners and Clerical Workers) as published by the
Page 1 of 10
City of Dublin Benefit Plan
Revision Date: July I, 2023 295
Attachment 5
Exhibit A to the Resolution
Bureau of Labor Statistics. For those classifications that continued to be over market in April of 2025, a
total compensation survey will be conducted in April of 2026. The maximum adjustment shall be no
greater than three and one-half percent (3.5%), the minimum adjustment will be one percent (1 %).
Employee salaries will also be adjusted July I, 2026, based on the CPI results, but in no event shall any
adjustment provided for in this section result in an employee earning a salary in excess of the top of the
range for their classification.
Section 3 — Merit -Based Salary Adjustments:
a) Annual adjustments in salary (based on the anniversary of the employee's date of hire or if
applicable, the anniversary date of the most recent promotion) shall be based upon employee
performance as determined by the performance evaluation. It is the duty of the supervisor and
Department Head to give a fair and unbiased evaluation based on job performance of the
employee.
b) For the period of July I, 2023, through June 30, 2027, employees will be eligible for an annual
merit increase of up to 2.5%, based on their performance as outlined in their annual review, with
an additional .5% at the discretion of the Department Director with agreement from the City
Manager, for a maximum of 3%.
c) In no event shall any salary adjustment result in an employee earning a salary in excess of the top
of the range of their classification.
Section 4 — Performance Pay Adiustments:
If applicable, performance pay adjustment increases will be consistent with increases outlined in Section 3.
Eligibility criteria is outlined in the City's Personnel Rules.
Section 5 — Medical Insurance:
All City employees who are members of the California Public Employees Retirement System (CaIPERS)
shall be eligible to select from plans administered by the Public Employees Medical and Hospital Care Act
(PEMCHA).
a. The City currently contracts with the California Public Employees' Retirement System
(CaIPERS) for the purpose of providing medical insurance benefits for active employees and
their eligible dependents, eligible retired employees, and eligible survivors of retired
employees. The eligibility of a dependent to participate in this program shall be in accordance
with the terms of the Public Employees' Medical and Hospital Care Act (PEMHCA). The
Eligibility of retired employees and survivors of retired employees to participate in this
program shall be in accordance with those provisions of the PEMHCA providing for
participation by CaIPERS annuitants.
b. Effective January I, 2016, the City's employer contribution towards medical insurance benefits
for each eligible employee shall be the minimum contribution amount required by Government
Page 2 of 10
City of Dublin Benefit Plan
Revision Date: July I, 2023 296
Attachment 5
Exhibit A to the Resolution
Section 22892. Contributions provided under this Section are required only to the extent
mandated by PEMHCA.
c. In the event CaIPERS requires a minimum employer payment in excess of the amount recited
above, the City shall pay such additional amounts as approved by the City Council. Because
CaIPERS may change carriers and plans, the City shall not be required to provide a specific
insurance coverage and shall only be required to provide those benefits as described in the
Benefit Plan so long as the city contracts for benefits with CaIPERS for medical insurance
benefits. The City shall provide each eligible annuitant, as defined by the PEMHCA, with an
employer contribution towards medical insurance benefits that is equal to any contribution
provided to active employees under the Benefit Plan and in accordance with Government
Code Section 22892.
Section 6 — Flexible Benefit Program:
The City shall make available a flexible benefit program (tax deferred employee contribution) that can be
applied to specific expenses, e.g., health premiums, and medical, dental, and vision expenses not covered
by the insurance plan. The City's plan is subject to the requirement and availability of Internal Revenue
Code Section 125, allowing employees to use pre-tax compensation for PEMHCA medical premiums,
eligible dependent care expenses, eligible uninsured medical expenses, or a combination thereof. All costs
associated with the enrollment and administration of an eligible employee's account shall be paid by the
City.
a. The City shall not treat contributions made to the program as compensation subject to
income tax withholding unless the Internal Revenue Service and/or the 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, therefore.
b. Contributions to the flexible benefit program shall be used only for payment of those benefits
that are available through the City's program. Any amount remaining after the Employee has
designated the portion of his or her flexible benefit (125 plan) contribution amount for the
purposes described in this Section shall be deemed forfeited.
c. Each eligible employee shall file an election in writing during the month of open enrollment for
medical insurance each year designating how the contributions in his or her flexible benefits
account are to be spent during the ensuing year. Thereafter, no changes to designations shall
be allowed until the enrollment of the following year, except for change for changes due to an
eligible qualifying event.
d. Each employee shall be responsible for providing immediate written notice to the Director of
Human Resources of designee of any changes to the number of his or her dependents which
would affect the amount of the City's payment into the program.
Page 3 of 10
City of Dublin Benefit Plan
Revision Date: July I, 2023 297
Attachment 5
Exhibit A to the Resolution
e. Beginning with the January I, 2023, premium, eligible employees shall receive up to $2,030 per
month toward the premium cost for CaIPERS health insurance based on the employee's annual
plan election less the amount of any contribution provided by the City directly to CaIPERS
under government Code Section 22892.
f. Beginning with the January I, 2024, premium, eligible employees shall receive a monthly
allowance up to the amounts listed below. Eligibility is based on the employee's plan selection
and participation level (e.g., employee only coverage, employee plus I dependent or employee
plus two or move), less the amount of any contribution paid under Section 2 above.
g.
Employee only = $1,260/month
Employee and I dependent = $2,255/month
Employee and 2 or more dependents = $2,525/month
For CaIPERS plan years 2025, 2026, and 2027, the City will increase the monthly contribution
outlined in Section 7(f) by half of the percent increase in Kaiser premiums at each level, except
if the newly calculated amount exceeds the actual rate of Kaiser for the given year. If this
situation occurs, the City contribution from the prior year will carry over.
h. The City shall continue to provide a flexible benefit program as provided in this Section unless
amended or repealed by the City Council.
Section 7 — Alternative Benefit:
Effective July I, 2015, subject to proof of other health coverage and completion of CaIPERS Health Form
HBD 12 indicating same, eligible City employees who are members of the California Public Employees
Retirement System (CaIPERS) and (I) elect to opt -out of receiving City contributions under Government
Code Section 22892; as described in Section 2b; (2) are not enrolled in a City -sponsored health insurance
plan as the dependent of another City employee; and (3) provide proof of medical insurance coverage
from a plan other than a City -sponsored plan shall receive an alternative benefit in the form of a cash
payment.
a. Effective July I, 2015, the amount of alternative benefit is $350 per month
elected each year during open enrollment or upon a qualifying event.
b. Effective January I, 2024, the amount of alternative benefit provided to an
on the level of insurance coverage that the employee could have received
enrolled in a City -sponsored health insurance plan, as follows:
c.
Employee only = $250/month
Employee and I dependent = $450/month
Employee and 2 or more dependents = $625/month
and benefit must be
employee is based
if the employee had
For the purpose of this Section, the term "dependent" shall mean a dependent eligible for
coverage under a CaIPERS medical plan.
Page 4 of 10
City of Dublin Benefit Plan
Revision Date: July I, 2023 298
Attachment 5
Exhibit A to the Resolution
d. Any cash payment provided under this Section shall be paid and reported to the Internal
Revenue Service (IRS) and the California Franchise Tax Board as compensation subject to
income tax withholding and is considered a non -reportable CaIPERS payment/benefit. Each
eligible employee shall be solely and personally responsible for any tax liability that may arise
out of receipt of the alternative benefits provided under this Section.
Section 8 — Dental Insurance:
The City will contribute on behalf of each employee schedule to regularly work at least 30 hours per
week, a maximum of the "full -family premium" per month to a dental insurance plan selected by the City.
The City will contribute on behalf of each regular employee scheduled to work between 20 to 29 hours
per week, a maximum of the "employee only" premium per month to a dental insurance plan selected by
the City.
Effective January I, 2024, in lieu of enrolling in a City -sponsored dental plan, employees may elect to opt -
out of dental for themselves and eligible dependent(s). The amount of alternative benefit provided to an
employee is based on the level of insurance coverage that the employee could have received if the
employee had enrolled in a City -sponsored dental plan, as follows:
Employee only = $25/month
Employee and I dependent = $50/month
Employee and 2 or more dependents = $75/month
For the purpose of this Section, the term "dependent" shall mean a dependent eligible for coverage under
the City -sponsored dental plan.
Any cash payment provided under this Section shall be paid and reported to the Internal Revenue Service
(IRS) and the California Franchise Tax Board as compensation subject to income tax withholding and is
considered a non -reportable CaIPERS payment/benefit. Each eligible employee shall be solely and
personally responsible for any tax liability that may arise out of receipt of the alternative benefits provided
under this Section.
Section 9 — Vision Insurance:
The City will contribute on behalf of each employee schedule to regularly work at least 20 hours per
week, a maximum of the "employee only premium" per month to a vision insurance plan selected by the
City.
Section 10 — Trust Fund/Health Reimbursement Arrangement (HRA):
a. Plan Limits: Beginning on calendar year January I, 2021, full-time, regular employees will have
a $1,000 limit for eligible reimbursements. Employees regularly scheduled to work between
20 and 30 hours per week shall have a pro -rated share based on hours regularly scheduled.
b. Plan Year: The "Plan Year" shall cover reimbursements for eligible expenses incurred
between January I and December 31 of the calendar year.
Page 5 of 10
City of Dublin Benefit Plan
Revision Date: July I, 2023 299
Attachment 5
Exhibit A to the Resolution
c. Third Party Administrator (TPAVEIigible Claims: Employees eligible for this benefit may
request reimbursement through the third -party administrator selected by the City.
d. Administrative Rules: The reimbursement of any expenses pursuant to this section shall be
contingent upon the fulfillment of requirements pursuant to the provision(s) of the Internal
Revenue Code and the City's selected third -party administrator.
Section 11 — Disability Insurance:
The City will contribute on behalf of each regular employee scheduled to regularly work at least 20 hours
per week, the total premium cost of a Long -Term Disability Plan selected by the City. In addition, the City
Manager shall be authorized to implement a short-term disability program, which would allow regular
employees scheduled to work at least 20 hours per week, to purchase short-term disability insurance
through payroll deductions, if such a plan is available.
Section 12 — Life Insurance:
The City will contribute on behalf of each full-time employee scheduled to regularly work at least 40
hours per week, 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 13 — Retirement:
For employees who are "Classic" members (as determined by CaIPERS), the City will provide the
California Public Employees Retirement System 2.7% at age 55 (Section 21354.5 of the California Public
Employees' Retirement System plan) retirement plan with the one-year final compensation (Section 20042
of the California Public Employees' Retirement System plan) benefit option. The City Council shall have
the authority to further amend the plan to include benefit options offered by the Public Employees
Retirement System. Effective July 1, 2011, classic members shall pay 8% of the employees' contribution
rate.
Effective January I, 2013, the City shall comply with the California Public Employees' Pension Reform Act
of 2013 (PEPRA). Eligible employees who join the City's CaIPERS retirement system on or after January I,
2013, and are considered "PEPRA" members (as defined by CaIPERS) and shall have a retirement formula
of 2%@ 62; 3-Year final compensation average and shall contribute their portion toward a new CaIPERS
retirement tier as defined by law.
Effective July I I, 2015, and pursuant the adoption of City Ordinance 1-2015 (June 2, 2015), employees
shall share in the City's CaIPERS costs by contributing a percentage of the employee's compensation
reportable to CaIPERS (i.e., "compensation earnable") towards the City's employer contribution, in
accordance with Government Code section 20516(f). Employees who are Classic CaIPERS members will
contribute 7%, and PEPRA CaIPERS members will contribute 3.05%.
Page 6 of 10
City of Dublin Benefit Plan
Revision Date: July I, 2023 300
Attachment 5
Exhibit A to the Resolution
The City shall apply the provisions of Internal Revenue Code (IRC) 414(h) (2) to all eligible payroll
deductions for employee CalPERS contributions so long as such provisions remain available to the City.
Section 14 — Retiree Health Reimbursement Arrangement (HRA):
The City shall make available a Retiree HRA account to eligible employees who were hired before January
1, 2016, and who retire from the City of Dublin while meeting the eligibility requirements for CalPERS
retiree health insurance as provide under PEMCHA laws.
a. Beginning on January I, 2016, the City's Retiree HRA Plan Year shall begin January I and end
December 3 I of each calendar year.
b. Beginning with January I, 2023, CalPERS premium year, eligible CaIPERS annuitants under the City
of Dublin's CalPERS health contract shall receive reimbursement up to $2,030 per month toward
the cost of CalPERS health insurance premiums. Reimbursement is provided in the form of cash to
the eligible CalPERS annuitant on a monthly basis based on the CalPERS annuitant's annual election
less the amount of any contribution provided by the City directly to CalPERS under Government
Code Section 22892. In no event, shall the City's total reimbursement exceed the amount
described in this section.
c. Beginning with January I, 2024, CalPERS premium year, an annual adjustment, equal to the
difference in the CalPERS Kaiser Family rate, not to exceed $100 per month, shall be provided.
d. Employees hired by the City on or after January I, 2016, are not eligible for the Retiree HRA as
defined in this section. The City's maximum contribution toward CalPERS retiree health coverage
shall be the PEMCHA minimum contribution as determined by CalPERS under Government Code
Section 22892.
Section 15 — Deferred Compensation Plan:
Participation in a variety of deferred compensation plans is offered. Participation in the City's deferred
compensation plan shall be voluntary, but for employees who choose to participate, effective January I,
2024, the City will match an employee's contribution to the 457 deferred compensation plan up to a
maximum of $50/month.
Section 16 — Holidays:
The following days shall be deemed holidays in accordance with the Personnel System Rules:
a)
b)
c)
d
e)
0
g)
New Year's Day
Martin Luther King Jr. Day
Washington's Birthday
Memorial Day
Independence Day
Labor Day
Veteran's Day
January I
Third Monday in January
Third Monday in February
Last Monday in May
July 4
First Monday in September
November I I
Page 7 of 10
City of Dublin Benefit Plan
Revision Date: July I, 2023 301
h) Thanksgiving Day
I) Day following Thanksgiving
j) Day preceding Christmas
k) Christmas Day
I) Day preceding New Year's Day
Attachment 5
Exhibit A to the Resolution
Fourth Thursday in November
Day following above
December 24
December 25
December 3 I
In addition to the designated holidays listed above, effective January I, 2021, employees shall be provided
two (2) floating holiday per calendar year. Effective January 1, 2024, in recognition of time off for
employees to celebrate their cultural or religious holidays, the City will provide two (2) additional floating
holidays, for a total of four (4).
Civic Service Leave will no longer be provided.
Floating holidays are subject to the following restrictions:
I) Must be used during the calendar year and cannot be carried over; and
2) Requires advance approval of the Department Head and the City Manager.
All holidays will be credited at eight (8) hours each for full-time employees. Part-time employees will
receive a pro -rated number of hours.
Section 17 — Education Reimbursement:
Full-time and regular part-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 or
are part of a job -related course of study and/or degree program. 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 75% of the employee's tuition and/or fees, (including books). For full-time
employees, the amount reimbursed shall not exceed $2,000 per Fiscal Year beginning July I, 2020; for
employees scheduled to work between 20-39 hours per week, the amount shall be pro -rated based on
regularly scheduled hours. The payment of any reimbursements shall be contingent upon the fulfillment of
reporting requirements established by the City Manager.
Section 18 — Wellness Reimbursement Program:
Beginning July I, 2020, the City shall provide a wellness reimbursement program of $25.00 per month to
all regular full-time and part-time employees. Eligible wellness expenses may include activities that
promote health, wellbeing and physical movement and/or exercise. Employees shall be reimbursed
biennially in December and June of each fiscal year.
Section 19 — Employee Service Awards:
Beginning July I, 2020, regular full-time and part-time employees may opt in for a cash service award in
the year in which they complete 10, 15, 20, and 25 years of service; cash award amounts are as follows:
10 years $500.00, 15 years $600.00, 20 years $800.00, 25 years $1,000.
Page 8 of 10
City of Dublin Benefit Plan
Revision Date: July I, 2023 302
Attachment 5
Exhibit A to the Resolution
Section 20 — Employee Commute Alternative Program/Transit Commuter Program:
The City established an Employee Commute Alternative Program to help ease traffic congestion, improve
air quality in the Bay Area and work to achieve less stressful commutes. The City supports this program
by encouraging City employees to register with the 51 I Regional Rideshare Program through
www.5 1 I .org and by participating in the Alameda County Congestion Management Agency - Guaranteed
Ride Home program. The City shall provide a $5.00 per day commute alternative cash incentive to all
eligible employees pursuant to providing proper commute verification information. In addition, the City
offers a pre -taxed Transit Commuter Program administered through third -party administrator
(WageWorks) for the cost of public transit. Both Commuter programs comply with SB 1 128, which
requires employers with 50 or more to offer at least one commuter benefit option to employees.
Section 21 — Car Allowance and Mileage Reimbursement:
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
Assistant City Manager
Assistant Director of Community Development
Assistant Finance Director
Assistant Parks and Community Services Director
Assistant Public Works Director/City Engineer
Capital Improvement Program Manager
Chief Building Official
Chief Information Security Officer
Communications Manager
Community Development Director
Deputy City Manager
Economic Development Director
Finance Director
Human Resources Director
Parks & Community Services Director
Parks & Community Services Manager
Planning Manager
Principal Engineer
Public Works Director/Assistant City Engineer
Public Works Manager
Public Works Transportation & Operations Manager
$190
$190
$190
$190
$190
$190
$190
$190
$190
$190
$190
$190
$190
$190
$190
$190
$190
$190
$190
$190
$190
b. Miscellaneous Employees Receiving Car Allowance
The following position shall be eligible to receive the designated monthly car allowance.
Page 9 of 10
City of Dublin Benefit Plan
Revision Date: July I, 2023 303
Attachment 5
Exhibit A to the Resolution
Eligible Position Monthly Allowance
Senior Civil Engineer $190
c. Operating Costs
Employees whose services and compensation are provided for under separate agreement
who receive a car allowance shall be eligible to receive 40 percent (rounded up to the nearest
cent) of the amount recognized by the Internal Revenue Service for the use of a private
vehicle as an operating cost.
d. Mileage Reimbursement
For employees not receiving a car allowance, when traveling on City business, the City will
reimburse the amount recognized by the Internal Revenue Service for the use of a private
vehicle.
e. Out of Area Travel Reimbursement
When traveling out of the area on City business, the City will reimburse the amount
recognized by the Internal Revenue Service for the use of a private vehicle, or air
transportation costs, whichever is less.
f. 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.
Section 21 — Resident Registration Fees:
Effective July I, 2015, non-resident employees shall be granted Dublin resident fees and rates for City Parks
and Community Services classes, trips and facility rentals; priority registration does not apply.
Section 22 — Effective Date:
The provisions of this Benefit Plan shall be administered in accordance with the regulations, policies and
procedures issued by the City Manager or designee which shall include, but not limited to, the method and
frequency of reimbursement to eligible employees for the benefit program(s) selected and appropriate
procedures for the verification of payment made pursuant to the Benefit Plan.
This Benefit Plan shall be effective July I, 2023, and shall supersede Resolution No. 115-10 and 61-20, all
amendment to, and any previous resolutions adopted by the City Council which are in conflict.
Page 10 of 10
City of Dublin Benefit Plan
Revision Date: July I, 2023 304
Attachment 6
Exhibit B to the Resolution
City of Dublin
Employee Benefit Plan
Established — lulu I. 2023
Page 1of15
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305
Attachment 6
Exhibit B to the Resolution
RESOLUTION NO. XX 24
A RESOI 1 ITION OF THE CITY COUNT I1
OF THE CITY OF DUBLIN
*************
AMCAII ING THE BENEFIT DI AN
IN ACCORDANCE WITH D
WHEREAS, thc City Council adrr a Pcroonncl Syatc n PPuIe for cmployccs of thc City; and
cmployccs; and
fita ec iat1 the City in etr*'reti.ng end mining quality
WHEREAS, thc Pcrsonncl Systcm Rulcs require the City Council to aderf e ✓ancfit Plen; ir,d
WHEREAS, thc idcntification of bcncfits in a singlc dorumaxtt will Rio` with the tdminiatret:on of
thc personncl systcm; and
fit provisiem 01E11 Ec cstablishcd in accordancc with thc City of
Dublin Pcrsonncl Rulcs; and
WHEREAS, thc Benefit Plen wti lee rdoptcd by Rcsolution I E I 1 E, end subscqucnt
area,dmcnts.
hcrcby amcnd thc following bcncfita r e Qcncfit Plan.
whet the f Dublin docs
Table of Contents
Section 1 - Eligible Employees: 1
Section 2 — Market Rate Adjustments and Consumer Price Index (CPI) Adjustments: 1
Section 3 — Merit -Based Salary Adjustments: 2
Section 4 — Performance Pay Adjustments: 2
Section 5 - Medical Insurance: 2
Section 6. Flexible Benefit Program: 3
Section 7 - Alternative Benefit: 4
Section 8 - Dental Insurance: 5
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Attachment 6
Exhibit B to the Resolution
Section 9 - Vision Insurance: 5
Section 10. Trust Fund/Health Reimbursement Arrangement (HRA): 5
Section 11. - Disability Insurance: 7
Section 12 - Life Insurance: 7
Section 13 - Retirement: 7
Section 14 -Retiree Health Reimbursement Arrangement (HRA): 8
Section 15 - Deferred Compensation Plan: 8
Section 16- Holidays: 9
Section 17 - Education Reimbursement: 9
Section 18 - Wellness Reimbursement Program: 10
Section 19 - Employee Service Awards: 10
Section 20 - Employee Commute Alternative Program/Transit Commuter Program: 10
Section 21 - Car Allowance and Mileage Reimbursement: 10
Section 21 - Resident Registration Fees. 11
Section 22 - Effective Date: 12
OAP; of Du)..in 1
1
Er e.cl ce 13chwoflt Plcn 1
ErterA-kt cd Iu'v I. 2023 1
Page 3 of 15
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Section 1 — — Eligible Emolovees:
All benefits shall apply to full-time employees of the City of Dublin, unless otherwise stated —_The
benefits outlined in this plan shall not be provided to temporary (part- or full-time), provisional or
contract employees, or to individuals who provide services to the City pursuant to contract unless the
contract explicitly provides for such benefits.
Section 2 — Market Rate Adjustments and Consumer Price Index (CPI) Adjustments:
Effective lulu I. 2023, salary ranges (top and bottom) shall be adiusted based on the change in Consumer
Price Index (CPI) from February 2022 through February 2023 using the San Francisco -Oakland -San lose
region (Urban Wage Earners and Clerical Workers) as published by the Bureau of Labor Statistics. The
maximum adiustment shall be no greater than three and one-half percent (3.5%). the minimum adiustment
will be one percent (1 %). Employee salaries will also be adiusted lulu I, 2023. based on the CPI results.
Additionally. a total compensation salary survey of benchmark classifications was conducted. Any
classification that was deemed to be under market was brought up to the 65th percentile of the City's
comparator cities. Individual employees will not be adiusted, unless their current salary falls below the
minimum of an adiusted range.
In recognition of historically high CPI values the last two nears. employees will receive a one-time $1.500
stipend the first check paid out in lanuary 2024.
Effective lulu I. 2024, salary ranges for most classifications (top and bottom) shall be adiusted based on
the change in Consumer Price Index (CPI) from February 2023 through February 2024 using the San
Francisco -Oakland -San lose region (Urban Wage Earners and Clerical Workers) as published by the
Bureau of Labor Statistics. For those classifications that were over market in luly of 2023, a total
compensation survey will be conducted in April of 2024. The maximum adiustment shall be no greater
than three and one-half percent (3.5%). the minimum adiustment will be one percent (1 %). Employee
salaries will also be adiusted luly I, 2024, based on the CPI results, but in no event shall any adiustment
provided for in this section result in an employee earning a salary in excess of the top of the range for
their classification.
Effective lulv I, 2025. salary ranges for most classifications (top and bottom) shall be adiusted based on
the change in Consumer Price Index (CPI) from February 2024 through February 2025 using the San
Francisco -Oakland -San lose region (Urban Wage Earners and Clerical Workers) as published by the
Bureau of Labor Statistics. For those classifications that continued to be over market in April of 2024, a
total compensation survey will be conducted in April of 2025. The maximum adiustment shall be no
greater than three and one-half percent (3.5%). the minimum adiustment will be one percent (1 %).
Employee salaries will also be adiusted luly I, 2025, based on the CPI results, but in no event shall any
adiustment provided for in this section result in an employee earning a salary in excess of the top of the
range for their classification.
Effective lulv I. 2026. salary ranges for most classifications (top and bottom) shall be adiusted based on
the change in Consumer Price Index (CPI) from February 2025 through February 2026 using the San
Francisco -Oakland -San lose region (Urban Wage Earners and Clerical Workers) as published by the
Page I of I
City of Dublin Benefit Plan
Revision Date: luly I. 2023 308
Attachment 6
Exhibit B to the Resolution
Bureau of Labor Statistics. For those classifications that continued to be over market in April of 2025. a
total compensation survey will be conducted in April of 2026. The maximum adiustment shall be no
greater than three and one-half percent (3.5%). the minimum adiustment will be one percent (I %).
Employee salaries will also be adiusted lulu I, 2026. based on the CPI results. but in no event shall any
adiustment provided for in this section result in an employee earning a salary in excess of the top of the
range for their classification.
Section 3 — Merit -Based Salary Adjustments:
a) Annual adiustments in salary (based on the anniversary of the employee's date of hire or if
applicable, the anniversary date of the most recent promotion) shall be based upon employee
performance as determined by the performance evaluation. It is the duty of the supervisor and
Department Head to give a fair and unbiased evaluation based on job performance of the
employee.
b) For the period of lulu I. 2023, through lune 30. 2027, employees will be eligible for an annual
merit increase of up to 2.5%. based on their performance as outlined in their annual review. with
an additional .5% at the discretion of the Department Director with agreement from the City_
Manager. for a maximum of 3%.
c) In no event shall any salary adiustment result in an employee earning a salary in excess of the top
of the range of their classification.
Section 4 — Performance Pay Adiustments:
If applicable. performance Day adiustment increases will be consistent with increases outlined in Section 3.
Eligibility criteria is outlined in the City's Personnel Rules.
Section 52 — —Medical Insurance:
All City employees who are members of the California Public Employees Retirement System (CaIPERS)
shall be eligible to select from plans administered by the Public Employees Medical and Hospital Care Act
(PEMCHA).
a. The City currently contracts with the California Public Employees' Retirement System
(CaIPERS) for the purpose of providing medical insurance benefits for active employees and
their eligible dependents, eligible retired employees, and eligible survivors of retired
employees. EligibilityThe eligibility of a dependent to participate in this program shall be in
accordance with the terms of the Public Employees' Medical and Hospital Care Act
(PEMHCA). EligibilityThe Eligibility of retired employees and survivors of retired employees to
participate in this program shall be in accordance with those provisions of the PEMHCA
providing for participation by CaIPERS annuitants.
b. Effective January I, 2016, the City's employer contribution towards medical insurance benefits
for each eligible employee shall be the minimum contribution amount required by Government
2 15
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Revision Date: lull, I. 2023
309
Attachment 6
Exhibit B to the Resolution
Section 22892. Contributions provided under this Section are required only to the extent
mandated by PEMHCA.
c. In the event CaIPERS requires a minimum employer payment in excess of the amount recited
above, the City shall pay such additional amounts as approved by the City Council. Because
CaIPERS may change carriers and plans, the City shall not be required to provide a specific
insurance coverage and shall only be required to provide those benefits as described in the
Benefit Plan so long as the city contracts for benefits with CaIPERS for medical insurance
benefits. The City shall provide each eligible annuitant, as defined by the PEMHCA, with an
employer contribution towards medical insurance benefits that is equal to any contribution
provided to active employees under the Benefit Plan and in accordance with Government
Code Section 22892.
Section 6 — Flexible Benefit Program:
The City shall make available a flexible benefit program (tax deferred employee contribution) that can be
applied to specific expenses. e.g.. health premiums. and medical. dental. and vision expenses not covered
by the insurance plan. The Citv's plan is subiect to the requirement and availability of Internal Revenue
Code Section 125. allowing employees to use pre-tax compensation for PEMHCA medical premiums.
eligible dependent care expenses. eligible uninsured medical expenses. or a combination thereof. All costs
associated with the enrollment and administration of an eligible employee's account shall be paid by the
City.
a. The City shall not treat contributions made to the program as compensation subiect to
income tax withholding unless the Internal Revenue Service and/or the Franchise Tax Board
indicates that such contributions are taxable income subiect 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. therefore.
b. Contributions to the flexible benefit program shall be used only for payment of those benefits
that are available through the Citv's program. Any amount remaining after the Employee has
designated the portion of his or her flexible benefit (125 plan) contribution amount for the
purposes described in this Section shall be deemed forfeited.
c. Each eligible employee shall file an election in writing during the month of open enrollment for
medical insurance each near designating how the contributions in his or her flexible benefits
account are to be spent during the ensuing year. Thereafter. no changes to designations shall
be allowed until the enrollment of the following year. except for change for changes due to an
eligible qualifying event.
d. Each employee shall be responsible for providing immediate written notice to the Director of
Human Resources of designee of any changes to the number of his or her dependents which
would affect the amount of the City's payment into the program.
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Attachment 6
Exhibit B to the Resolution
e. Beginning with the lanuary I. 2023. premium. eligible employees shall receive up to $2.030 per
month toward the premium cost for CaIPERS health insurance based on the employee's annual
plan election less the amount of any contribution provided by the City directly to CaIPERS
under government Code Section 22892.
f. Beginning with the lanuary I. 2024. premium. eligible employees shall receive a monthly
allowance UP to the amounts listed below. Eligibility is based on the employee's plan selection
and participation level (e.g.. employee only coverage. employee plus I dependent or employee
plus two or move). less the amount of any contribution paid under Section 2 above.
Employee only = $1.260/month
Employee and I dependent = $2.255/month
Employee and 2 or more dependents = $2.525/month
g. For CaIPERS plan years 2025, 2026, and 2027, the City will increase the monthly contribution
outlined in Section 7(f) by half of the percent increase in Kaiser premiums at each level, except
if the newly calculated amount exceeds the actual rate of Kaiser for the given year. If this
situation occurs, the City contribution from the prior near will carry over.
h. The City shall continue to provide a flexible benefit program as provided in this Section unless
amended or repealed by the City Council.
Section 7 — 3=Alternative Benefit:
Effective July I, 2015, subject to proof of other health coverage and completion of CaIPERS Health Form
HBD 12 indicating same, eligible City employees who are members of the California Public Employees
Retirement System (Ca1PERS) and (I) elect to opt -out of receiving City contributions under Government
Code Section 22892; as described in Section 2b; (2) are not enrolled in a City -sponsored health insurance
plan as the dependent of another City employee; and (3) provide proof of medical insurance coverage
from a plan other than a City -sponsored plan shall receive an alternative benefit in the form of a cash
payment.
a. Effective lulu I, 2015, Tthe amount of alternative benefit is $350 per month and benefit must
be elected each year during open enrollment or upon a qualifying event.
b. Effective lanuary I. 2024, the amount of alternative benefit provided to an employee is based
on the level of insurance coverage that the employee could have received if the employee had
enrolled in a City -sponsored health insurance plan, as follows:
Employee only = $250/month
Employee and I dependent = $450/month
Employee and 2 or more dependents = $625/month
c. For the purpose of this Section. the term "dependent" shall mean a dependent eligible for
coverage under a CaIPERS medical plan.
Page 4 of 15
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311
Attachment 6
Exhibit B to the Resolution
mod. Any cash payment provided under this Section shall be paid and reported to the Internal
Revenue Service (IRS) and the California Franchise Tax Board as compensation subject to
income tax withholding and is considered a non -reportable CalPERS payment/benefit. Each
eligible employee shall be solely and personally responsible for any tax liability that may arise
out of receipt of the alternative benefits provided under this Section.
Section 84 — : Dental Insurance:
The City will contribute on behalf of each employee schedule to regularly work at least 30 hours per
week, a maximum of the "full -family premium" per month to a dental insurance plan selected by the City:
_The City will contribute on behalf of each regular employee scheduled to work between 20 to 29 hours
per week, a maximum of the "employee only" premium per month to a dental insurance plan selected by
the City.
Effective lanuary I, 2024, in lieu of enrolling in a City -sponsored dental plan, employees may elect to opt -
out of dental for themselves and eligible dependent(s). The amount of alternative benefit provided to an
employee is based on the level of insurance coverage that the employee could have received if the
employee had enrolled in a City -sponsored dental plan, as follows:
Employee only = $25/month
Employee and I dependent = $50/month
Employee and 2 or more dependents = $75/month
For the purpose of this Section. the term "dependent" shall mean a dependent eli2ible for coverage under
the City -sponsored dental plan.
Any cash payment provided under this Section shall be paid and reported to the Internal Revenue Service
(IRS) and the California Franchise Tax Board as compensation subiect to income tax withholding and is
considered a non -reportable CaIPERS payment/benefit. Each eli2ible employee shall be solely and
personally responsible for any tax liability that may arise out of receipt of the alternative benefits provided
under this Section.
Section 9 — -Vision Insurance:
The City will contribute on behalf of each employee schedule to regularly work at least 20 hours per
week, a maximum of the "employee only premium" per month to a vision insurance plan selected by the
City.
Section 106 — Trust Fund/Health Reimbursement Arrangement (HRA):
a. Plan Limits: Beginning on calendar year January I, 2021, full-time, regular employees will have
a $1,000 limit for eligible reimbursements— _Employees regularly scheduled to work between
20 and 30 hours per week shall have a pro -rated share based on hours regularly scheduled.
b. Plan Year: The "Plan Year" shall cover reimbursements for eligible expenses incurred
between January I and December 31 of the calendar year.
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Attachment 6
Exhibit B to the Resolution
c. Third Party Administrator (TPAVEIigible Claims: Employees eligible for this benefit may
request reimbursement through the third -party administrator selected by the City.
d. Administrative Rules: The reimbursement of any expenses pursuant to this section shall be
contingent upon the fulfillment of requirements pursuant to the provision(s) of the Internal
Revenue Code and the City's selected third -party administrator.
Scction 7. Flenikitz ET -ending Accujnt. The City ('hell melee available a flcxiblc bcncfit program (tax
dcfcrrcd cmploycc erntrib' t:en) that can be applied to spccific cxpcnscs, c.g., p emiuma, end -
medical, do ttel, end vision cxpcnscs not covcrcd by the irxureneo pkn. Thc City'a pie n is aubieet tc the
requirement and aver.IekAliti; ,
compcnsation fer P-EMHCA mcdieel promiun' , eligible dcpcndcnt carc cxpcnscs, cligip),a uninsured
mcdical er a eemri.nat%cn thereof. API cysts rioociated with thc cnrollmcnt and tAminimret.iron-
of an cligible c\npl yccs acce4intAhell he paid by thc City.
a. Thc City shall not trcat erntririttcm made-te the pre rein ecmorxee n aub oct to
it eeme tail withholding unI xx the Interne! P& cnuc Scrvicc and/or thc Franchise Tr.
indicate(' thetrsuth eentribiitsons are t atr e-i-neerne sublet to withholding. Each cmploycc
('hell Eo oolcly and personally rcsponsiblc for any fcdere!, tc, or local taut litkAitri of thc
employee that mei erica vat of —the in ..cm ntation of this Scction or any pcnalty that mey-be
imposed, thcrcforc.
b. Cerrri'b tie►c to thc flexible bcncfit program shell !v used only for paymcnt of those bcncfits
that ere ereilebk. threuel the City's program. Any amount rcrr.ining after the EnT..Joycc has
�-ti gneteed the motion of his or hcr flcxiblc bcncfit (125 pkn) contribution amount for thc
purpose(' dogcriSed in this Eeeticir. &hell Ee deemed forfcitcd.
c. Each cligiblc cmployi ('hell file an cleerkn in writing during thc month of opcn cnrollmcnt for
mcdical iraurence cach ycar dcsignating how thc centrikafecrx3 in hia er her flcxiblc bcncfits
aee,c ant erne ktz K-^nt during thc ensuing ycar. Thcrcaftcr, no changcs to dcsignaticrx ('hell -
be allowed until the cnrollmcnt of thc following ycar, cxccpt for changc for changcs duc to an
cligiblc qualifying event.
d. Each employee shell rcsponsiblc for providing immcdiatc written notice to thc Director of
!-lumen Resources of dcsigncc of any changcs to the numErfr of hie u- hcr dcpcndcnts which
would affcct thc amount of thc City's paymcnt into the pregrem.
Beginning with the Jenurey I, 2023 premium, eligible employees shell receive uF tr $2,030 per
month toward thc pre.nium mist for Ce1P-EP.S heath irourence based on thc employee's annual
plan cicction lcss thc amount of any ccntrib' Lion providcd by thc City dircctly to CeIP-EP.S
. der g nt Cod„ Seetien 22Qo2
c. Thc City rhtell eee&inuc to providc a flcxiblc benefit pre<-5,rar,; es Provided in this Scction unlcss
amended er r'ealcd by thc City Council.
Page 6 of 15
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Attachment 6
Exhibit B to the Resolution
Section 11 8. — Disability Insurance:
The City will contribute on behalf of each regular employee scheduled to regularly work at least 20 hours
per week, the total premium cost of a Long -Term Disability Plan selected by the City. In addition, the
City Manager shall be authorized to implement a short-term disability program, which would allow regular
employees scheduled to work at least 20 hours per week, to purchase short-term disability insurance
through payroll deductions, if such a plan is available.
Section 129 — —Life Insurance:
The City will contribute on behalf of each full-time employee scheduled to regularly work at least 40
hours per week, 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 130 — —Retirement:
For employees who are "Classic" members (as determined by CaIPERS). Tthe City will provide the
California Public Employees Retirement System 2.7% at age 55 (Section 21354.5 of the California Public
Employees' Retirement System plan) retirement plan, cffcctivc Auguot 20,2005 with the-an-d Oone y-ear
fWinal cCompensation (Section 20042 of the California Public Employees' Retirement System plan) benefit
optionto all eligible cmployccs. The City Council shall have the authority to further amend the plan to
include benefit options offered by the Public Employees Retirement System.
Effcctivc July I, 201 I, thc City shall contributc zcro (0%) to thc Public Employees' Rctircmcnt Systcm
{PERS) en Pnhelf of all covered cmployccs.
Effective lulu I. 201 1. classic membersCity cmployccs shall pay 8% of the employees' contribution rate.
cffcctivc July I, 201 I. _The City ohc.11 etr.T. r; thc provisions of Interne! P.cvcnuc Codc (IRC) 4I4(h)(2) to
thc dcductions for eynp'.oyeo P-EP.S ecntribi.Rt:ons so long as such provision remains
available to thc City.
Effcctivc October 20, 2012, and J rauent tc Art'.cl 2 Contract Provisions, Scction 20516 of thc
Californie Pur2ic EmFJ.ayccs Rctircmcnt Law (PAP.!) ErnF)..oycc Crtat S'hrring of Additional Bcncfits has
bccn adopted up tc a rnwcimum of 4.072%. The City ohe11 &pp!; thc provisions of Intcrrnel Revenue Codc
(IRC) 414(h) (2) to ell vrrtk F yeAl er. ✓.actions for employee C IPEP.S eeetr%' 'tier.. En .2oycc Cost
Sharing of Additional Bcncfits shall be dctcrmincd during a review of the Februu.ry_Cc.rr✓j r Price Index
(CPI) All Utizh Wage Eernings and thc City's Fiscal Yce.rbudget r coc; net tc exceed the i' ximum sf
4.072%.
Effective January I, 2013, the City shall comply with the California Public Employees' Pension Reform Act
of 2013 (PEPRA). Eligible employees who join the City's CaIPERS retirement system on or after January I,
2013, and are considered dew"PEPRA"CeIREP.S members (as defined by CaIPERS) and shall have a
retirement formula of 2%@ 62; 3-Year final compensation average and shall contribute their portion
toward a new CaIPERS retirement tier as defined by law.
Page 7 of 15
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Attachment 6
Exhibit B to the Resolution
Effective July I I, 2015, and pursuant the adoption of City Ordinance 1-2015 (June 2, 2015), thc above
vGriehJ()herring of additicndl Ein1efito ohe11 discontinue and 'Jroutnt tr Article 2 Contract Provisions,
Scction 20516 of thc Califrrnir Pubbie En►r23yci Rail —mutt ! erv-(PAR!) Er r23yoo S.htring of Additional
€er�� ohdll Ex Gdoptcd to employees shall share in the City's CalPERS costs by contributing a percentage
of the employee's compensation reportable to CalPERS (i.e. "compensation earnable") towards the City's
employer contribution. in accordance with Government Code section 20516(fl. Employees who are
Classic CaIPERS members will contribute 7% for Classic local misccllancous CrIP-ERS mtimh4ro _and
PEPRA CalPERS members will contribution 3.05%. for Ncw local misccllancous CdPERS rnOE-n
The City shall apply the provisions of Internal Revenue Code (IRC) 414(h) (2) to all eligible payroll
deductions for employee CalPERS contributions so long as such provisions remains available to the City.
Section 141-- —Retiree Health Reimbursement Arrangement (HRA):
The City shall make available a Retiree HRA account to eligible employees who were hired before January
I, 2016, and who retire from the City of Dublin while meeting the eligibility requirements for CalPERS
retiree health insurance as provide under PEMCHA laws.
a. Beginning on January I, 2016, the City's Retiree HRA Plan Year shall begin January I and end
December 31 of each calendar year.
b. Beginning with the January I, 2023- CalPERS premium year, eligible CalPERS annuitants under the
City of Dublin's CalPERS health contract shall receive reimbursement up to $1,9002,030 per
month toward the cost of CalPERS health insurance premiums. Reimbursement is provided in the
form of cash to the eligible CalPERS annuitant on a monthly basis based on the CalPERS annuitant's
annual election less the amount of any contribution provided by the City directly to CalPERS
under Government Code Section 22892. In no event, shall the City's total reimbursement exceed
the amount described in this section.
b7c.Beginnin2 with lanuary I. 2024. CalPERS premium near. an annual adiustment. equal to the
difference in the CalPERS Kaiser Family rate. not to exceed $100 Der month. shall be provided.
Ed. Employees hired by the City on or after January I, 2016, are not eligible for the Retiree
HRA as defined in this section. The City's maximum contribution toward CalPERS retiree health
coverage shall be the PEMCHA minimum contribution as determined by CalPERS under
Government Code Section 22892.
Section 152, — Deferred Compensation Plan:
Participation in a variety of deferred compensation plans is offered. Participation in the City's deferred
compensation plan shall be voluntary, but for employees who choose to participate, effective lanuary I,
2024, the City will match an employee's contribution to the 457 deferred compensation plan up to a
maximum of $50/month. vdr,.rterry programs and thc City will not cu.rribijtc my funds on
Page 8 of 15
City of Dublin Benefit Plan
Revision Date: I u Iv I. 2023
315
Attachment 6
Exhibit B to the Resolution
'et.,Jtk,n is currently offcrcrd in a prcbrrm tdministcrcd by the Into nrt%rndl
City Management Association/RC exclusively thrv..rh December 2022.
Section 16 3— Holidays:
The following days shall be deemed holidays in accordance with the Personnel System Rules and the
Rcsolution Satth.iahing Manabo.nixtt P&ntscna Exinp` from Competitive Service and Prescribing Lcavc
Benefits for the Positions:
a)
b)
c)
d
e)
f)
g)
h)
I)
j)
k)
I)
New Year's Day
Martin Luther King Jr. Day
Washington's Birthday
Memorial Day
Independence Day
Labor Day
Veteran's Day
Thanksgiving Day
Day following Thanksgiving
Day preceding Christmas
Christmas Day
Day preceding New Year's Day
January I
Third Monday in January
Third Monday in February
Last Monday in May
July 4
First Monday in September
November I I
Fourth Thursday in November
Day following above
December 24
December 25
December 31
In addition to the designated holiday s listed above, effective Ianuary I, 2021, employees shall be provided
rr.) Floating Holiday Ttwo (2) floating holiday per calendar year effective Jerr,Jtmy I, 2021,
Effective lanuary I, 2024, in recognition of time off for employees to celebrate their cultural or religious
holidays, the City will provide two (2) additional floating holidays, for a total of four (4).
Civic Service Leave will no longer be provided-.
Floating holiday s are wh ch tun b, subject to the following restrictions:
I) Must be used during the calendar year and cannot be carried over; and
2) Requires advance approval of the Department Head and the City Manager.
All holiday s will be credited at eight (8) hours each for full-time employees. Part-time employees will
receive a pro -rated number of hours.
Section 17 — 4—Education Reimbursement:
Full-time and regular part-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 or
are part of a job -related course of study and/or degree program —_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 75% of the employee's tuition and/or fees, (including books). For full-time
employees, the amount reimbursed shall not exceed $2,000 per Fiscal Year beginning July I, 2020; for
employees scheduled to work between 20-39 hours per week, the amount shall be pro -rated based on
Page 9 of 15
City of Dublin Benefit Plan
Revision Date: lull, I. 2023
316
Attachment 6
Exhibit B to the Resolution
regularly scheduled hours. The payment of any reimbursements shall be contingent upon the fulfillment
of reporting requirements established by the City Manager.
Section 185 — Wellness Reimbursement Program:
Beginning July I, 2020, the City shall provide a wellness reimbursement program of $25.00 per month to
all regular full-time and part-time employees. Eligible wellness expenses may include activities that
promote health, wellbeing and physical movement and/or exercise. Employees shall be reimbursed
biennially anin December and June of each fiscal year.
Section 19 — 6Emplovee Service Awards:
Beginning July I, 2020, regular full-time and part-time employees may opt in for a cash service award in
the year in which they complete 10, 15, 20, and 25 years of service; cash award amounts are as follows:
10 years $500.00, 15 years $600.00, 20 Yyears $800.00, 25 years $1,000.
Section 20 — 1-7,Emplovee Commute Alternative Program/Transit Commuter Program:
The City established an Employee Commute Alternative Program to help ease traffic congestion, improve
air quality in the Bay Area and work to achieve less stressful commutes. The City supports this program
by encouraging City employees to register with the 511 Regional Rideshare Program through
www.5 I I .org and by participating in the Alameda County Congestion Management Agency - Guaranteed
Ride Home program —_The City shall provide a $5.00 per day commute alternative cash incentive to all
eligible employees pursuant to providing proper commute verification information. In addition, the City
offers a pre -taxed Transit Commuter Program administered through third -party administrator
(WageWorks) for the cost of public transit. Both Commuter programs comply with SB 1 128, which
requires employers with 50 or more to offer at least one commuter benefit option to employees.
Section 21 Car Allowance and Mileage Reimbursement:
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
Assistant City Manager $ 190
Assistant Director of Community Development Dircctor $ 190
Assistant Finance Director $ 190
Assistant Parks and Community Services Director $190
Assistant Public Works Director/City Engineer $ 190
Capital Improvement Program Manager $190
Chief Building Official $190
Page 10 of 15
City of Dublin Benefit Plan
Revision Date: July I. 2023
317
Attachment 6
Exhibit B to the Resolution
Chief Information Security Officer $190
Communications Manager $190
Community Development Director $ 190
Deputy City Manager $ 190
Economic Development Director $ 190
Finance Director $ 190
Human Resources Director $ 190
Planning Direor $ 190
Parks & Community Services Director $190
Parks & Community Services Manager $ 190
Planning Manager $ 190
Principal Engineer $190
Public Works Director/Assistant City Engineer $ 190
Public Works Manager $ 190
Public Works Transportation & Operations Manager $ 190
b. Miscellaneous Employees Receiving Car Allowance
The following position shall be eligible to receive the designated monthly car allowance.
Eligible Position Monthly_ Allowance
Senior Civil Engineer $ 190
c. Operating Costs
Employees whose services and compensation are provided for under separate agreement
who receive a car allowance shall be eligible to receive 40 percent (rounded up to the nearest
cent) of the amount recognized by the Internal Revenue Service for the use of a private
vehicle as an operating cost.
d. Mileage Reimbursement
For employees not receiving a car allowance, when traveling on City business, the City will
reimburse the amount recognized by the Internal Revenue Service for the use of a private
vehicle.
e. Out of Area Travel Reimbursement
When traveling out of the area on City business, the City will reimburse the amount
recognized by the Internal Revenue Service for the use of a private vehicle, or air
transportation costs, whichever is less—.
f. 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.
Section 21 Resident Registration Fees:
Page I I of I
City of Dublin Benefit Plan
Revision Date: I u Iv I. 2023
318
Attachment 6
Exhibit B to the Resolution
Effective July 1, 2015, non-resident employees shall be granted Dublin resident fees and rates for City Parks
and Community Services classes, trips and facility rentals; priority registration does not apply.
Section 22 — O-Effective Date:
The provisions of this Bbenefit Plan shall be administered in accordance with the regulations, policies and
procedures issued by the City Manager or designee which shall include, but not limited to, the method and
frequency of reimbursement to eligible employees for the benefit program(s) selected and appropriate
procedures for the verification of payment made pursuant to the Benefit Plan.
Section 21. This Benefit Plan resolution shall be effective July I, 20230 and shall supersede Resolution No.
151 151 15-10 and 61-20, all amendment to, and any previous resolutions adopted by the City Council which
are in conflict.
PASSED,PASSEWAPPROVEDANDADOPTE-D-t-his-1-6th day of Junc, 2020, by the following votc:
AYES:
NA€&
ABSENT.
ABSTAIN
ATTSCT
CkyClCl" k
Page 12 of 15
Mr)'®r
City of Dublin Benefit Plan
Revision Date: lull, I. 2023
319
Attachment 7
RESOLUTION NO. XX — 23
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
AMENDING THE SALARY PLAN FOR FULL-TIME PERSONNEL AND
MANAGEMENT POSITIONS EXEMPT FROM COMPETITIVE SERVICE
WHEREAS, the City Council has adopted a Salary & Benefit Plan pursuant to the
Personnel System Rules; and
WHEREAS, the City Council adopted Resolution No. 73-23 and subsequent amendments
which establish a Salary Plan for full-time personnel in accordance with the Personnel System
Rules; and
WHEREAS, the City Council adopted Resolution No. 74-23 and subsequent amendments
which establish a Salary Plan for full-time management positions exempt from competitive service
in accordance with the Personnel System Rules.
NOW, THEREFORE, BE IT RESOLVED that the following salary provisions shall be
established in accordance with the City's Personnel System Rules.
BE IT FURTHER RESOLVED that any City Council of the City of Dublin does hereby
amend the Salary Plan, attached hereto as Exhibit A, which shall supersede the salary provisions
contained in Resolution No. 73-23 or 74-23 and any subsequent amendments.
BE IT FURTHER RESOLVED that the changes contained herein shall be effective July 1,
2023.
PASSED, APPROVED AND ADOPTED this 5th day of September 2023, by the following
vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Mayor
ATTEST:
City Clerk
Reso. No. XX-22, Item X.X, Adopted XX/XX/22 Page 1 of 1 320
iI
DUBLIN
CALIFORNIA
City of Dublin
Salary Plan by Classification
Last Amendment Approved by City Council on September 5, 2023
JOB
CLASS
CODE
ELECTED OFFICIALS
JOB CLASSIFICATION
GROUP EFFECTIVE
CODE DATE
1000 MAYOR
100 12/20/2022
1005 COUNCIL
100 12/20/2022
EXECUTIVE MANAGEMENT
3005 CITY MANAGER
300 7/1/2023
3010 ASSISTANT CITY MANAGER
HOURLY HOURLY
MINIMUM MAXIMUM
Flat Amount
Flat Amount
Contract - Flat Amount
300 7/1/2023 $110.5075 I $138.1148
3020 CHIEF INFORMATION SECURITY OFFICER
300 7/1/2023
3025 CITY CLERK
$95.9623 $119.9515
300 7/1/2023 $72.1264 $90.1564
3030 COMMUNITY DEVELOPMENT DIRECTOR
300 7/1/2023
3055 DEPUTY CITY MANAGER
300 7/1/2023
3035 ECONOMIC DEVELOPMENT DIRECTOR
300 7/1/2023
3015
3040
3045
FINANCE DIRECTOR
HUMAN RESOURCES DIRECTOR
PARKS & COMMUNITY SERVICES DIRECTOR
300
300
300
7/1/2023
7/1/2023
7/1/2023
3050 PUBLIC WORKS DIRECTOR/ASSISTANT ENGINEER
MANAGEMENT EXEMPT
300 7/1/2023
4110 ACCOUNTING MANAGER
$98.8523 $123.5720
$99.4349
$97.1766
$97.1766
$97.1766
$96.8770
$124.2985
$121.4769
$121.4769
$121.4769
$121.0869
$100.8097 $126.0171
400 1 9/5/2023 $68.9607 l $86.2008
4005 ASSISTANT TO THE CITY MANAGER
400 7/1/2023
4015 ASSISTANT DIRECTOR OF COMMUNITY DEVELOPMENT 400 7/1/2023
4010 ASSISTANT FINANCE DIRECTOR
400 7/1/2023
4020
4025
4030
4035
4040
ASSISTANT PARKS & COMMUNITY SERVICES DIRECTOR
ASSISTANT PUBLIC WORKS DIRECTOR/CITY ENGINEER
CAPITAL IMPROVEMENT PROGRAM MANAGER
CHIEF BUILDING OFFICIAL
COMMUNICATIONS MANAGER
400
400
400
400
400
7/1/2023
7/1/2023
7/1/2023
7/1/2023
7/1/2023
4045 ENVIRONMENTAL & SUSTAINABILITY MANAGER 400 7/1/2023
4055 HUMAN RESOURCES MANAGER
400
$68.9686 $86.2152
$79.0875
$77.7448
$77.5007
$86.4632
$75.4534
$75.9288
$69.6436
$98.8593
$97.1810
$96.8758
$108.0855
$94.3151
$94.9093
$87.0597
$69.6441 $87.0597
7/1/2023 $69.6441
$69.6441
7/1/2023 $69.6441
7/1/2023 $69.6441
4060 INFORMATION SYSTEMS MANAGER
400 7/1/2023
4100 PARKS & COMMUNITY SERVICES MANAGER
4070 PLAN CHECK ENGINEER
400
400
$87.0597
$87.0597
$87.0597
$87.0597
MONTHLY MONTHLY
MINIMUM MAXIMUM
$2,125.23
r
$1,416.82
$28,586.44
$19,154.63 I $23,939.89
$16,633.46 $20,791.59
$12,501.91 $15,627.11
$17,134.39 $21,419.15
$17,235.38
$16,843.95
$16,843.95
$16,843.95
$16,792.01
$21,545.07
$21,055.99
$21,055.99
$21,055.99
$20,988.39
$17,473.69 $21,842.97
$11,953.20 $14,941.46
$11,954.56 $14,943.98
$13,708.50
$13,475.76
$13,433.46
$14,986.96
$13,078.59
$13,160.98
$12,071.56
$17,135.60
$16,844.71
$16,791.80
$18,734.82
$16,347.96
$16,450.94
$15,090.36
$12,071.65 $15,090.36
$12,071.65
$12,071.65
$12,071.65
$12,071.65
$15,090.36
$15,090.36
$15,090.36
$15,090.36
Exhibit A
ANNUAL ANNUAL
MINIMUM MAXIMUM
$25,502.76
$17,001.84
$343,037.24
$229,855.60 I $287,278.68
$199,601.48 $249,499.12
$150,022.86 $187,525.26
$205,612.68 $257,029.76
$206,824.54
$202,127.38
$202,127.38
$202,127.38
$201,504.16
$258,540.88
$252,671.90
$252,671.90
$252,671.90
$251,860.70
$209,684.28 $262,115.62
$143,438.36 $179,297.56
$143,454.74 $179,327.72
$164,502.00
$161,709.08
$161,201.56
$179,843.56
$156,943.02
$157,931.80
$144,858.74
$205,627.24
$202,136.48
$201,501.56
$224,817.84
$196,175.46
$197,411.24
$181,084.28
$144,859.78 $181,084.28
$144,859.78
$144,859.78
$144,859.78
$144,859.78
$181,084.28
$181,084.28
$181,084.28
$181,084.28
1of3
321
iI
DUBLIN
CALIFORNIA
City of Dublin
Salary Plan by Classification
Last Amendment Approved by City Council on September 5, 2023
JOB
CLASS JOB CLASSIFICATION
CODE
GROUP
CODE
EFFECTIVE
DATE
4075
PLANNING MANAGER
400
7/1/2023
4115
PRINCIPAL ENGINEER
400
9/5/2023
4080
PRINCIPAL PLANNER
400
7/1/2023
4085
PUBLIC WORKS MANAGER
400
7/1/2023
4095
PW TRANSPORT & OPERATIONS MGR
400
7/1/2023
4105
SPECIAL PROJECTS MANAGER
400
7/1/2023
EXEMPT CLASSIFICATIONS
5005
ACCOUNTANT
500
7/1/2023
5010
ASSISTANT CIVIL ENGINEER
500
7/1/2023
5015
ASSOCIATE CIVIL ENGINEER
500
7/1/2023
5020
ASSOCIATE PLANNER
500
7/1/2023
5025
BUDGETANALYST
500
7/1/2023
5030
DEPUTY CITY CLERK
500
7/1/2023
5035
ENVIRONMENTAL COORDINATOR
500
7/1/2023
5040
EXECUTIVE AIDE
500
7/1/2023
5045
FINANCIAL ANALYST
500
7/1/2023
5095
GIS COORDINATOR
500
7/1/2023
5105
GRAPHIC DESIGN & COMMUNICATIONS COORDINATOR
600
7/1/2023
5050
HOUSING SPECIALIST
500
7/1/2023
5100
MAINTENANCE COORDINATOR
500
7/1/2023
5055
MANAGEMENT ANALYST II
500
7/1/2023
5060
NETWORK SYSTEMS COORDINATOR
500
7/1/2023
5065
PARKS & FACILITIES DEVELOPMENT COORDINATOR
500
7/1/2023
5070
PLANS EXAMINER II
500
7/1/2023
5075
RECREATION SUPERVISOR
500
7/1/2023
5080
SENIOR ACCOUNTANT
500
7/1/2023
5085
SENIOR CIVIL ENGINEER
500
7/1/2023
5090
SENIOR MANAGEMENT ANALYST
500
7/1/2023
5021
SENIOR PLANNER
500
7/1/2023
HOURLY HOURLY
MINIMUM MAXIMUM
MONTHLY MONTHLY
MINIMUM MAXIMUM
Exhibit A
ANNUAL ANNUAL
MINIMUM MAXIMUM
$74.3995 I $93.0057 $12,895.94 $16,121.00 $154,751.22 $193,451.96
$75.4534
$94.3151
$13,078.59
$16,347.96
$156,943.02
$196,175.46
$69.6441 I $87.0597 $12,071.65 $15,090.36 $144,859.78 $181,084.28
$69.6441
$87.0597
$12,071.65
$15,090.36
$144,859.78
$181,084.28
$75.4534 I $94.3151 $13,078.59 $16,347.96 $156,943.02 $196,175.46
$69.6441 $87.0597
$12,071.65
$15,090.36
1 •
$144,859.78
$181,084.28
$53.9712 $67.4749 $9,355.02 $11,695.65 $112,260.20 $140,347.74
$54.9106
$68.6367
$9,517.84
$11,897.04
$114,214.10
$142,764.44
$63.8656 $79.8350 $11,070.04 $13,838.07 $132,840.50 $166,056.80
$53.9712
$67.4749 J
$9,355.02
$11,695.65
$112,260.20
$140,347.74
$61.8228 $77.2801 $10,715.94 $13,395.22 $128,591.32 $160,742.66
$47.0920
$58.8619 J
$8,162.61
$10,202.73
$97,951.36
$122,432.70
$53.7534 $67.2045 $9,317.25 $11,648.78 $111,807.02 $139,785.36
$46.5612
$58.1984 ]
$8,070.62
$10,087.72
$96,847.40
$121,052.62
$61.8228 $77.2801 $10,715.94 $13,395.22 $128,591.32 $160,742.66
$54.7247
$68.4189 ]
$53.7534 $67.2045 $9,317.25 $11,648.78 $111,807.02 $139,785.361
$9,485.62
$11,859.27
$113,827.48
$142,311.26
$61.8228
$77.2801
$10,715.94
$13,395.22
$128,591.32
$160,742.66
$53.7534 $67.2045 $9,317.25 $11,648.78 $111,807.02 $139,785.36
$53.7534
$67.2045
$9,317.25
$11,648.78
$111,807.02
$139,785.36
$51.6661 $64.5949 $8,955.46 $11,196.45 $107,465.54 $134,357.34
$53.9712
$67.4749
$9,355.02
$11,695.65
$112,260.20
$140,347.74
$51.6661 $64.5949 $8,955.46 $11,196.45 $107,465.54 $134,357.34
$52.6981
$65.8618
$9,134.34
$11,416.04
$109,612.10
$136,992.44
$59.4221 $74.2792 $10,299.84 $12,875.07 $123,598.02 $154,500.841
$71.5538
$89.4390
$12,402.65
$15,502.76
$148,831.80
$186,033.12
$61.8228 $77.2801 r $10,715.94 $13,395.22 $128,591.32 $160,742.61
$76.8871 J
$61.5048
$10,660.82 $13,327.10
$127,929.88
$159,925.22
2 of 3
322
sr�
DUBLIN
CALIFORNIA
City of Dublin
Salary Plan by Classification
Last Amendment Approved by City Council on September 5, 2023
JOB
CLASS
CODE
JOB CLASSIFICATION
GROUP EFFECTIVE
CODE DATE
NON-EXEMPT CLASSIFICATIONS
6005 ADMINISTRATIVE AIDE
600
7/1/2023
6010 ADMINISTRATIVE TECHNICIAN
600 7/1/2023
6015 ASSISTANT PLANNER
HOURLY HOURLY
MINIMUM MAXIMUM
$44.3326
$55.4265
$40.3083 $50.3799
MONTHLY MONTHLY
MINIMUM MAXIMUM
$7,684.32 $9,607.26
$6,986.76 $8,732.51
Exhibit A
ANNUAL ANNUAL
MINIMUM MAXIMUM
$92,211.86 $115,287.12
$83,841.16 $104,790.14
600 7/1/2023 $47.7986 $59.7337 $8,285.10 $10,353.85 $99,421.14 $124,246.20
6047 AUDIO -VIDEO SPECIALIST
600 7/1/2023
6020 CODE ENFORCEMENT OFFICER
$46.8559 $58.5590
$8,121.69 $10,150.23
$97,460.22 $121,802.72
600 7/1/2023 $43.7269 $54.6586 $7,579.33 $9,474.16 $90,951.90 $113,689.94
6025 ENVIRONMENTAL TECHNICIAN
600 7/1/2023
6030 FINANCE TECHNICIAN I
$45.6764 $57.1214
$7,917.24 $9,901.04
$95,006.86 $118,812.46
600 7/1/2023 $32.2132 $40.2666 $5,583.63 $6,979.55 $67,003.56 $83,754.58
6031 FINANCE TECHNICIAN II
600 7/1/2023
6045 INFORMATION SYSTEMS SPECIALIST
$35.8056 $44.7414
$6,206.31 $7,755.17
$74,475.70 $93,062.06
600 7/1/2023 $46.8559 $58.5590 $8,121.69 $10,150.23 $97,460.22 $121,802.72
6050 INFORMATION SYSTEMS TECH I 600 7/1/2023
6051 INFORMATION SYSTEMS TECH II
$38.6695 $48.3424
$6,702.71 $8,379.35
$80,432.56 $100,552.14
600 7/1/2023 $42.9694 $53.7154 $7,448.03 $9,310.67 $89,376.30 $111,727.98
6055 MANAGEMENT ANALYST I 600 7/1/2023
6060 OFFICE ASSISTANT I
$48.3959 $60.4838
$8,388.62 $10,483.85
$100,663.42 $125,806.20
600 7/1/2023 $28.6703 $35.8415 $4,969.51 $6,212.53 $59,634.12 $74,550.32
6061 OFFICE ASSISTANT II 600 7/1/2023
6065 PERMIT TECHNICIAN
$31.8608 $39.8225
$5,522.53 $6,902.57
$66,270.36 $82,830.80
600 7/1/2023 $40.3083 $50.3799 $6,986.76 $8,732.51 $83,841.16 $104,790.14
6070 PLANS EXAMINER I 600 7/1/2023
6075 PUBLIC WORKS INSPECTOR
$46.8559 $58.5591
$8,121.69 $10,150.25
$97,460.22 $121,802.98
600 7/1/2023 $47.6229 $59.5234 $8,254.63 $10,317.39 $99,055.58 $123,808.62
6080 PUBLIC WORKS TECHICIAN I 600 7/1/2023
6081 PUBLIC WORKS TECHNICIAN II
$38.9991 $48.7399
$6,759.85 $8,448.25
$81,118.18 $101,378.94
600 7/1/2023 $43.3323 $54.1554 $7,510.92 $9,386.93 $90,131.08 $112,643.18
6085 RECREATION COORDINATOR 600 7/1/2023
6090 RECREATION TECHNICIAN
$44.7676 $55.9849
$7,759.72 $9,704.05
$93,116.66 $116,448.54
600 7/1/2023 $40.3083 $50.3799 $6,986.76 $8,732.51 $83,841.16 $104,790.14
6095 SENIOR CODE ENFRCMNT OFFICER 600 7/1/2023
6100 SENIOR FINANCE TECHNICIAN
$48.1093 $60.1220
$8,338.94 $10,421.15
$100,067.24 $125,053.76
600 7/1/2023 $42.9694 $53.7154 $7,448.03 $9,310.67 $89,376.30 $111,727.98
6105 SENIOR OFFICE ASSISTANT 600 7/1/2023
6110 SENIOR PUBLIC WORKS INSPECTOR
$35.0441 $43.8033
$6,074.32 $7,592.56
$72,891.78 $91,110.76
600 7/1/2023 $54.1338 $67.6612 $9,383.18 $11,727.95 $112,598.20 $140,735.40
3 of 3
323
Attachment 9
RESOLUTION NO. XX — 23
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 amend job descriptions to the Classification
Plan.
NOW, THEREFORE, BE IT RESOLVED that Resolution No. 30-84 and subsequent
Resolutions shall be amended to include the following position:
Accounting Manager (Exhibit A)
Principal Engineer (Exhibit B)
NOW, THEREFORE, BE IT RESOLVED that Resolution No. 30-84 and subsequent
Resolutions shall be further amended to update the job specification of Graphic Design and
Communications Coordinator (Exhibit C).
BE IT FURTHER RESOLVED that this document shall become a part of the official
Classification Plan for the City of Dublin; and that the changes contained herein shall be
effective September 5, 2023.
PASSED, APPROVED AND ADOPTED this 5th day of September 2023, by the following
vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Mayor
ATTEST:
City Clerk
Reso. No. XX-23, Item X.X, Adopted XX/XX/23 Page 1 of 1 324
Title:
FLSA:
General Purpose:
Accounting Manager
Exempt/At-Will/Management
Attachment 10
Exhibit A to the Resolution
Date Adopted: 09/05/2023
Date Revised:
Under the direction of the Finance Director, plans, organizes, directs and coordinates the activities
of the Finance Department including payroll, financial reporting, audit procedures, maintenance of
accounting records, cash flow management, purchasing, fixed asset inventory, business license and
Deputy City Treasurer functions; to coordinate Finance Department activities with other divisions
and departments; and to provide highly complex staff assistance to the Director of Finance and in
the absence of the Director, assume the responsibility for all Finance Department operations.
Completes other related work as required.
Distinguishing Characteristics:
The Accounting Manager position is a management position responsible for directing, supervising
and participating in the activities of the Finance Department and provides highly responsible and
complex staff assistance to the Finance Director. Incumbents in this classification have a broad
range of independence within policy and procedural limitations and work under minimal
supervision. The incumbent is accountable to the Finance Director for the effective supervision of
personnel and the quality and efficiency of services directed. While the general parameters of the
job are defined, the employee is expected to select and put into effect work procedures and practices
which will lead to the effective and efficient accomplishment of Department goals.
Recommendations on the improvement of Department activities are expected. Individuals
appointed to this classification are At -Will Employees serving at the pleasure of the City Manager.
Supervision Received and Exercised:
Receive administrative direction from the Finance Director.
Exercise direct supervision over assigned supervisory, professional, technical, and clerical
personnel.
325
Attachment 10
Exhibit A to the Resolution
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 departmental goals, objectives, policies, and procedures.
Plan, organize and direct Finance Department activities including complex municipal accounting
operations such as accounts payable, accounts receivable, payroll, purchasing, treasury
disbursements and business license issuance and monitoring.
Direct, oversee and participate in the development of the Finance Department work plan; assign
work activities, projects and programs; monitor workflow; review and evaluate work products,
methods and procedures.
Perform as Deputy City Treasurer, identifying and coordinating investment opportunities in
conjunction with local and state laws and policies; participate in managing the City's investment
program, including financial planning and development of management strategies to monitor short -
and long-term financial stability.
Assist with internal control and auditing functions; ensure proper preparation of records for various
audits and assist independent auditors; direct and participate in the preparation of various fmancial
and statistical reports, including investment reports for the City Council and required State and
Federal reports.
Interpret pronouncements of authoritative organizations in the field of governmental accounting and
finance.
Exercise quality control over contents of various financial reports, ledgers, budgets, and other
financial documents
Recommend the appointment of personnel; provide or coordinate staff training; conduct
performance evaluations; implement discipline procedures as required; maintain discipline and high
standards necessary for the efficient and professional operation of the Finance Department.
Assist in reviewing various municipal service fees and rates including garbage rates, insurance
costs, and related cost issues; assist in operational administration of risk management activities as
assigned.
Build and maintain positive working relationships with co-workers, other City employees and the
public using principles of good customer service.
326
Attachment 10
Exhibit A to the Resolution
Represent the 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.
Perform related duties as assigned.
Minimum Qualifications:
Knowledge of:
Generally Accepted Accounting Principals (GAAP) and Government Accounting Standards Board
(GASB).
Principles and practices of municipal accounting, budgeting, auditing, financing, and investment
activities.
Principles and practices of leadership, motivation, team building and conflict resolution.
Pertinent local, State and Federal rules, regulations, and laws.
Modern office procedures and computer equipment.
Principles and practices of organizational analysis and management.
Budgeting processes, controls, and systems.
Principles and practices of supervision, training and personnel management.
Ability To:
Organize and direct the Finance Departments daily operations.
Perform complex work of the Department.
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 and department policies, procedures, rules, and regulations.
Supervise, train, and evaluate personnel.
Establish and maintain effective working relationships with those contacted in the course of work.
327
Attachment 10
Exhibit A to the Resolution
Communicate clearly and concisely, both orally and in writing.
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, 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. A typical way to obtain the knowledge and abilities would be:
Education: Equivalent to a Bachelor's degree from an accredited four-year college or university
with major course work in accounting, business or public administration, or a
related field. A current CPA License is highly desirable.
Experience: Four (4) years of increasingly responsible experience in municipal finance including
accounting and auditing, including two years of supervisory responsibility.
Licenses; Certificates; Special Requirements:
Possession of a valid California Class C Driver's License and Certificate of Automobile
Insurance for Personal Liability.
328
Title:
FLSA:
General Purpose:
Principal Engineer
Exempt/At-Will/Management
Attachment I I
Exhibit B to the Resolution
Date Adopted: 09/05/2023
Date Revised:
Under administrative direction, supervises the day-to-day responsibilities of a section of the
Engineering Division; performs professional engineering work; manages work processes associated
with functions assigned to the section; performs related duties as required.
Distinguishing Characteristics:
The Principal Engineer is a management level class requiring a high degree of professional skill and
knowledge in administering and evaluating complex engineering programs. The Principal Engineer
differs from the next lower class of Senior Civil Engineer, in that the Principal plans and directs the
engineering operations and staff and/or consultants within an assigned engineering section, whereas
the Senior is responsible for handling complex engineering projects. Incumbents serve as a
professional -level resource for organizational, managerial, and operational analyses and studies.
Performance of the work requires the use of considerable independence, initiative, and discretion
within broad guidelines.
Supervision Received and Exercised:
Receives administrative direction from assigned management personnel. Exercises direct
supervision over professional, technical, and administrative support staff.
Essential Duties and Responsibilities:
Recommend and implement section goals and objectives; establish performance standards and
methods for professional engineering work related to assigned section operations; develop and
implement policies and procedures.
Plan, develop and oversee the work of staff involved in activities related to assigned section
operations, such as public works engineering, drainage, development, utility operations and
maintenance, and related capital improvement projects.
329
Attachment I I
Exhibit B to the Resolution
Evaluate operations and activities of assigned section; determine section priorities; develop short
and long-range plans; implement improvements and modifications; prepare various reports on
operations and activities.
Direct and/or participate in the preparation of complex engineering studies and reports related to
public works, development, utilities, and capital improvement projects according to section
assignment; oversee coordination of assigned section activities with other city departments,
divisions, and sections, outside agencies, citizens, consultants, and developers.
Meet and confer with developers, contractors, engineers, and the general public regarding city
policies, regulations, and procedures.
Provide staff support to a variety of city boards, commissions, committees and industry specific
boards, including making presentations and ascertaining direction, when appropriate, for
implementation of approved recommendations.
Participate in budget preparation and administration; prepare cost estimates for budget
recommendations; and submit justifications for staff, a variety of engineering, utility, and related
capital improvement projects; monitor and control expenditures.
Participate in the selection of staff; coordinate staff training; conduct performance evaluations;
recommend discipline; implement discipline procedures as directed.
Periodically review progress of staff and consultants on assigned projects and check completed
work including reports, engineering designs, and completeness of construction work and
inspections.
Participate in the selection of consultants, negotiates fees, drafts agreements, outline project
objectives and City requirements, administers related contracts, and reviews and approves
engineering designs.
Conduct field reviews and inspections of proposed, underway, and completed projects.
Review and prepare land development plans, construction documents, encroachment permit
applications, Landscape Assessment District and transportation project designs as assigned;
check plans for accuracy, suitability, and completeness and make recommendations for revision
and improvement.
Develop conditions for development projects and other applications; work collaboratively with
planning and building functions; review work of subordinate engineers for completeness and
accuracy; develop recommendations for consideration within the development review process.
Prepare, monitor, service and administer grants and other competitive regional special funding;
secure funding; negotiate and oversee consulting and construction service contracts; and conduct
330
Attachment I I
Exhibit B to the Resolution
field inspections; ensure project related information is received by appropriate staff, public or
agency in a timely manner.
Resolve the most complex customer service issues related to engineering issues.
Answer questions and provide information to the public; investigate complaints and recommend
corrective action as necessary to resolve complaints.
Build and maintain positive working relationships with co-workers, other City Employees, and
the public using principles of good customer service.
Prepare reports for, attend, and make presentations for City Council, Planning Commission, and
other public and private groups.
Perform related duties as assigned.
Minimum Qualifications:
Knowledge of:
Principles and practices of professional engineering related to assigned function, which may include
public works and utilities, land development, construction, traffic engineering, and associated
capital improvement projects.
Modern land development options, Subdivision Map Act, and the urban planning process related to
land development.
Pertinent local, State, Federal rules, regulations, and laws, codes, ordinances, City functions,
policies, rules and regulations.
Principles and practices of safety management.
Principles and practices of supervision, training and personnel management.
Methods and techniques of mapping as related to engineering functions.
Modern office procedures, computer equipment, and software applications for word processing,
budget preparation and monitoring, project cost management, geographic information systems,
scheduling, and software related to specific department operations.
Principles and practices of research analysis and management.
Budgeting procedures and techniques.
Ability To:
331
Attachment I I
Exhibit B to the Resolution
Select and supervise staff, provide training and development opportunities, ensure work is
performed effectively, and evaluate performance in an objective and positive manner.
Assist in developing and implementing goals, objectives, practices, policies, procedures, and work
standards.
Provide administrative, management, and professional leadership for assigned engineering
programs.
Prepare, administer, and manage project budgets.
Manage and participate in complex engineering projects; evaluate alternatives; make sound
recommendations and prepare effective technical reports.
Negotiate scopes of work and contracts including planning studies, design contracts, maintenance
contracts, procurement of materials/equipment, performance guarantees, and construction contract
change orders.
Conduct independent project engineering.
Select and manage the work of consulting, engineering, and contracting firms.
Understand, interpret, and apply all pertinent laws, codes, regulations, policies, and procedures, and
standards relevant to work performed.
Effectively represent the department and the City in meetings with governmental agencies;
community groups; various business, professional, and regulatory organizations; and in meetings
with individuals.
Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
Use tact, initiative, prudence, and independent judgment within general policy, procedural, and
legal guidelines.
Effectively use computer systems, software applications, relevant to work performed, and modern
business equipment to perform a variety of work tasks.
Communicate clearly and concisely, both orally and in writing, using appropriate English grammar
and syntax.
Establish, maintain, and foster positive and effective working relationships with those contacted in
the course of work.
Physical Standards:
332
Attachment I I
Exhibit B to the Resolution
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, construction and
design plans, information and documents; operate a computer; operate an automobile to visit
project site and move across rough terrain and bridge scaffolding to review construction sites
prior to final completion; 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. A typical way to obtain the knowledge and abilities would be:
Education: Equivalent to a Bachelor's degree from an accredited four-year college or university
with major course work in civil engineering, traffic engineering, or a related field.
Master's degree in an appliable field is desirable.
Experience: Five (5) years of increasingly responsible experience in professional engineering,
including two (2) years of supervisory responsibility.
Licenses; Certificates; Special Requirements:
Possession of a valid California Class C drivers' license and Certificate of Automobile Insurance
for Personal Liability.
Possession of a current certificate of registration as a Professional Engineer with the State of
California.
333
Title:
FLSA:
General Purpose:
Attachment 12
Exhibit C to the Resolution
Date Adopted: 04-17-2012
Date Revised: 09-05-2023
Graphic Design and Communications Coordinator
Non -Exempt
Under administrative direction, develops and coordinates City or assigned Departmental marketing,
publication, and presentation materials to encourage positive customer contact, and ensure
consistent, credible, and professional communications are continuously developed within the City.
The Graphic Design and Communications Coordinator creates a variety of effective marketing
medium that heighten the visibility of specialized programs and/or increases public interest and
audience. This classification is expected to have broad knowledge of graphic art concepts,
techniques, and processes, including layout principles and aesthetic design concepts.
Distinguishing Characteristics:
This class is distinguished by its responsibility for planning, designing, creating, and producing a
wide variety of quality illustrative graphic artwork, printed and electronic materials, web pages of
varying degrees of complexity, and video communication activities.- The employee is expected to
have a broad knowledge of graphic art concepts, techniques, and processes including knowledge
e€, including layout principles and aesthetic design concepts. The incumbent is expected to
participate in the development ofdeveloning, marketing and promotional materials; develop, write
and edlitwriting, and editing promotional materials, including advertisements, press releases, and
marketing campaigns.- The Graphic Design and Communications Coordinator serves as a website
content manager and social media sranhic coordinator for the DepartmentCity, adhering to
established City policies and standards related to the content and look of website information.
Supervision Received and Exercised:
Receives administrative direction from the Heritage and Cultural ArtsCommunications Manager.
May exercise technical and functional supervision over part-time or contracted staff as appropriate.
Essential Duties and Responsibilities:
The following duties are normal typical 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.
1
334
Attachment 12
Exhibit C to the Resolution
Participate in the development ofdeveloning assigned programs' marketing/promotion strategy
marketing/promotion strategy of assigned program; ; establishes project goals and objectives;
Mmeets with City staff to identify project needs.
Eensure all artwork meets brand guidelines, requirements, and values.
Conceptualize, develop, design, and direct content that can scale across multiple channels, media,
and audiences.
Create -photography direction, typography, branding application, and design for multiple channels
in both digital and mitt,ntadiadigital and print media channels.
Has expertise in typography, composition, color, layout, design thinking, and content strategy.
Oversee the complete creative process of one or more pro_ects, combining technical and artistic
skills.
Create engaging designs and, —concepts, and sample layouts based on knowledge of layout principles,
and aesthetic design concepts.
Develop the overall layout and design of flyers, advertisements, website content, reports,
presentations, and other publications, which enhance the professional image and branding of
Department programs and services.
Produce promotional displays, packaging, and marketing brochures for products and services.
Design distinctive logos for products and services.
Develop signs, and signage systems, and other environmental graphics.
Administer web -site content and social media on behalf of the DepartmentCity.- Develop material
and content for iTnternet wWeb-pages, interactive media, and multimedia projects.
Assist Department City staff with the development ofdeveloning presentations using PowerPoint
and other presentation software.
Write, edit, prepare, and distribute informational materials, press releases, articles, and
presentations to inform the community and the organization of City issues, services, programs, and
events.
Writes and oversees video productions.
Prepare notes, instructions, and electronic files for vendors that responsible for producing will
produce final materials.
Survey, collect, and evaluate community participation, attendance, and satisfactionsatisfaction, and
overall results of specific measures and goals.
Develop partnerships and coordinate information with outside agencies to foster and develop
community services, events, and information.
2
335
Attachment 12
Exhibit C to the Resolution
Sechli cpo oors hipste enicr-ite-pfojects enters ser-SCereate presentation packets for
sponsorships and maintain sponsorship databases.
Develop and administer program budgets, and monitor expenditures and prepare related reports.
Ovcrsco3 part tines staff ao aofigncd and independent contractors.
Negotiate and manage agreements for contract services.
Prepares information and reports related t clitecgreent's fidgets.
Maintain records and prepare written promotion plans and reports.
Maintain a sufficient supply of inventory and materials that willo ensure that the Department City
meets the needs of its customers, clients, and the public.
Build and maintain positive working relationships with co-workers, other City employees,. and the
public using principles of good customer service.
Perform other duties as assigned.
Minimum Qualifications:
Knowledge of:
Modern marketing and public relations techniques and event promotion planning.
Medmx p'& ip;es of organization and ��lni otration.
Writing and editing techniques for a variety of audiences.
Developing or maintaining websites.
Proficient English language usage, spelling, punctuation, and grammar.
Basic supervisory and motivational techniques.
Knowledge of a varietyVarious esoftware applications used for graphic design and publication.
Methods and practices of program development and project management.
Principles and practices of effective business and marketing communications.
Ability to:
Interpret project needs and convert user -developed content into attractive print advertising and
electronic media.
Develop design concepts by gathering information and data to clarify design issues.
3
336
Attachment 12
Exhibit C to the Resolution
Design and paste-up camera-ready reports and brochures for in-house or contract printing projects;
oversee document reproduction process for quality and accuracy.
Think creatively, produce new ideas, and contribute to the overall project.
Take photographs using digi a1 and other cameras and prepare slides and/or PowerPoint
presentations.
Use innovation to redefine designs as needed to meet the-eanImints of cost and timecost and time
constraints.
Multi -task and work on more than one design project at a time.;
Sset priorities and meet deadlines; work in a fast -paced, team_ oriented environment.
Work well under pressure and quickly make responsible decisions; identify and resolve problems
quickly.
Demonstrate tact and good judgment in dealing with sensitive issues and situations.
Use a wide range of media, computer operating systems, and various software programs.
Proficiency with programs in the Adobe Creative Suites is desirable.
Produce accurate and high qualitykk duality_ work products.
Collect, evaluate, and interpret varied information and data, either in statistical, narrative, or verbal
form.
Keep abreast of developments in information technology and trends, particularly design programs
and hardware.
Oversee, train, and provide input tein the evaluation of part-time staff; assess activities of
independent contractors.
Establish and maintain effective working relationships; and work collaboratively with a team of
vendors and City staff.
Attend day, evening, and weekend meetings and events.
Communicate in an effective and concisc manncreffectively and concisely, both orally and in
writing.
Physical Standards:
The physical standards described are representative of those that mut bo i 1 by
cmployeesemplovees must meet to successfully perform the ocontiral functions of thic7J1txroperform
the essential functions of this class successfully.- Reasonable accommodations may be made to
enable individuals with disabilities to perform the essential functions.
4
337
Attachment 12
Exhibit C to the Resolution
An employee is regularly required to sit for long periods of time; intermittently stand, walk, bend,
climb, kneel, and twist while working on computer equipment, peripherals, and ancillary
equipment; perform simple grasping and fine manipulation; use telephone and write and use
keyboard to communicate; see small text and numbers on computer screen; routinely move
equipment weighing up to 30 pounds.
While performing duties, the employee is regularly required to read and interpret 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 are qualifying.- A typical way to obtain the knowledge and abilities would
be:
Education: Equivalent to an Associate of Arts degree from a recognized college or university
with major course working in graphics design, advertising, marketing,
photography, desktop publishing, and/or reprographics.- A Bachelor's Bachelor's
degree is highly desirable.
Experience: Three years of progressively responsible paid experience performing graphic
design work, including desktop publishing.
Training: Any software training related to Adobe Create Suites software programs or other
courses and certification programs, which are relevant to this job classification,
relevant to this iob classification are is desirable.
Licenses; Certificates; Special Requirements:
Possession of a valid California Class C drivers' a valid California Class C driver's license and
Certificate of Automobile Insurance for Personal Liability.
5
338
Attachment I3
RESOLUTION NO. XX — 23
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
DESIGNATING THE MANAGEMENT POSITIONS EXEMPT
FROM COMPETITIVE SERVICE
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. 110-15, and subsequent amendments, which establish Management Positions
and prescribes leave benefits for these positions; and
WHEREAS, it is necessary to periodically update the resolution to reflect new
classifications; and
WHEREAS, it is necessary to incorporate leave benefits for management positions except
from competitive service into the City's Personnel System Rules for consistency and transparency
purposes.
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 shall serve at the pleasure of the City
Manager, excepted as noted in Section 2.20.040 of the Ordinance (Personnel System).
1. Accounting Manager
2. Assistant City Manager
3. Assistant Director of Community Development
4. Assistant Finance Director
5. Assistant Parks & Community Services Director
6. Assistant Public Works Director/City Engineer
7. Assistant to the City Manager
8. Capital Improvement Program Manager
9. Chief Building Official
10. Chief Information Security Officer
11. City Clerk
12. Communications Manager
13. Community Development Director
14. Deputy City Manager
15. Economic Development Director
16. Environmental & Sustainability Manager
17. Finance Director
18. Human Resources Director
19. Human Resources Manager
20. Information Systems Manager
21. Parks & Community Services Director
22. Parks & Community Services Manager
23. Plan Check Engineer
Reso. No. XX-23, Item X.X, Adopted XX/XX/2023 Page 1 of 2 339
Attachment I3
24. Planning Manager
25. Principal Engineer
26. Principal Planner
27. Public Works Director/Assistant Engineer
28. Public Works Manager
29. Public Works Transportation & Operations Manager
30. Special Projects Manager
BE IT FURTHER RESOLVED that the leave benefits for positions exempt from competitive
service previously outlined in Resolution No. 110-15, and subsequent amendments, will be
incorporated into the overall Personnel System Rules adopted by Resolution No. XX-23 and no
longer reside with this resolution.
BE IT FURTHER RESOLVED that the changes contained herein shall be effective
September 5, 2023.
PASSED, APPROVED AND ADOPTED this 5th day of September 2023, by the following
vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Mayor
ATTEST:
City Clerk
Reso. No. XX-23, Item X.X, Adopted XX/XX/2023 Page 2 of 2 340