HomeMy WebLinkAboutItem 3b - Resolution No. 7014 regarding Fringe Benefitsooa
STAFF REPORT
Administrative Services Department
DATE: March 18, 2014
TO: Mayor and City Council
FROM: Dominic Lazzaretto, City Manager
Hue C. Quach, Administrative Services Director
SUBJECT: RESOLUTION No. 7014 PROVIDING FOR FRINGE BENEFITS AND
RELATED COMPENSATION FOR CITY COUNCIL, EXECUTIVE
MANAGEMENT, MANAGEMENT, AND UNREPRESENTED
EMPLOYEES OF THE CITY OF ARCADIA
Recommendation: Adopt
SUMMARY
The purpose of this Resolution is to consolidate various management and
unrepresented employee benefit resolutions into a single document that provides
greater transparency and easier administration. Resolution No. 7014 also proposes
cost of living adjustments (COLAs) totaling 8.5% for Executive Management,
Management, and Unrepresented Confidential employees over the period of April 1,
2014, through June 30, 2018. The COLAs are proposed to increase as follows: 2.0%
increases effective April 1, 2014, July 1, 2015, and July 1, 2016, and a 2.5% increase
effective July 1, 2017. Minor increases to medical benefits similar to those provided to
represented employees as well as other minor amendments that are technical and non-
financial in nature are also proposed.
It is recommended that the City Council adopt Resolution No. 7014 establishing
compensation and related benefits for City Council, Executive Management,
Management, Unrepresented Confidential, and Unrepresented Employees.
DISCUSSION
During the months of November and December of 2013, the City Council approved
labor agreements with all employee labor groups for the period of April 1, 2014, through
June 30, 2018. Presented for City Council consideration is a fringe benefit and
compensation resolution that covers City Council, Executive Management,
Management, and Unrepresented Employees for the same period as those of the
employee labor groups using the same general compensation framework. Resolution
No. 7014 proposes a cost of living adjustment (COLA) increase totaling 8.5% for
Executive Management, Management, and Confidential Employees over the period of
Resolution providing for Fringe Benefits and Related Compensation
for City Council, Executive Management, Management, Unrepresented
Confidential, and Unrepresented Employees
March 18, 2014
Page 2 of 3
April 1, 2014, through June 30, 2018. The COLAs are proposed to increase as follows:
2.0% increases effective April 1, 2014, July 1, 2015, and July 1, 2016, and a 2.5%
increase effective July 1, 2017. The salary schedules for the classifications covered by
this Resolution are set forth on Exhibit "A ". Additionally, proposed are increases to
monthly medical benefits as summarized in the table below.
Monthlv Medical Allowance Increases
Classification
Effective
Effective
Effective
04/01/14
07101/15
07/01/16
City Council and Non - Safety Executive Management
$ 77
$ 77
$ 77
Public Safety Executive Management and Public Safety
$ -
$ 16.50
$ 33
Management
Non - Safety Management
$ 43
$ 43
$ 43
Confidential Unrepresented Employees
$ 38
$ 38
$ 38
As part of the medical fringe benefit allowance summarized above, Public Safety
Executive and Public Safety Management employees will receive monthly retiree
medical contributions of $100 for "Tier II" members and will be allowed to sell back to
the City an additional 20 hours of vacation time as part of the vacation buy -back
program. This is primarily due to the work schedules that these groups work under,
which prevents their ability to fully use all vacation hours earned before losing them.
The resolution also proposes changes to sections pertaining to Law Enforcement
Recruits (Unrepresented Employees). Effective April 1, 2014, the benefit allowance is
set to $462 per month; this allowance increases to $478.50 effective July 1, 2015; and
then to $511.50 effective July 1, 2016. Law Enforcement Recruits traditionally receive
benefits at 50% of a police officer's allowance. These proposed changes will ensure that
this custom continues.
Changes to Section 32 affecting Holidays are proposed to correct what is believed to be
an oversight in past resolutions. In previous fringe benefit resolutions, this section
granted a total of 8 hours to Management (and all other City employees) for Christmas
Eve (4 hours) and New Year's Eve (4 hours) but only provided a total of 4 hours to
Executive Management. The proposal is to grant the same total of 8 holiday hours to all
City employees.
The other main purpose for presenting this resolution is to have a single source of
reference for all approved fringe benefits for management and unrepresented
employees. Currently, there are at least 15 separate resolutions depicting benefits that
will be contained within the proposed resolution. Resolution No. 7014 also contains
minor language changes to provide clarity, ease administration, and increase
transparency.
Resolution providing for Fringe Benefits and Related Compensation
for City Council, Executive Management, Management, Unrepresented
Confidential, and Unrepresented Employees
March 18, 2014
Page 3 of 3
FISCAL IMPACT
The salary and benefits adjustments provided under this Resolution are estimated to
increase the total City Budget by an estimated $891,756 over the next four years, or an
average of $222,939 annually. Using the City's 5 year financial model, sufficient
revenue is expected to be available to fund these costs.
RECOMMENDATION
It is recommended that the City Council adopt Resolution No. 7014 providing for
compensation and related benefits for City Council, Executive Management,
Management, and Unrepresented Employees.
Approved_
Dominic Lazzt
City Manager
Attachments: Exhibit "A" — Salary Schedule
Resolution No. 7014
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2
E
E
S
RESOLUTION NO. 7014
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
ARCADIA, CALIFORNIA, PROVIDING FOR FRINGE BENEFITS AND
RELATED COMPENSATION FOR CITY COUNCIL, EXECUTIVE
MANAGEMENT, MANAGEMENT, AND UNREPRESENTED
EMPLOYEES OF THE CITY OF ARCADIA
WHEREAS, City Council Resolution No. 5608 sets forth various fringe benefits
and related compensation for officials, officers, management, and unrepresented
Employees of the City (the Fringe Benefits Resolution); and
WHEREAS, Section 36 of (the Fringe Benefits Resolution) provides for
amendment and modification by City Council approved resolutions that direct inclusion
of any changes as part of said Resolution; and
WHEREAS, the City Council adopted various amendments and adjustments to
the Fringe Benefits Resolution, including, but not necessarily limited to Resolution Nos.
6539, 6584, 6020, 6083, 6116, 6241, 6243, 6244, 6370, 6371, 6444, 6474, 6626, and
6746; and
WHEREAS, the City Council wishes to incorporate all salaries, benefits, and
other employment - related terms for City Council, Executive, Management and
Unrepresented Confidential Employees that were approved in prior resolutions into a
single document for the purpose of efficiency and improved management of benefits
and compensation considerations; and
WHEREAS, salaries, benefits, and other employment - related terms for City
Council, Executive, Management and Unrepresented Confidential Employees are
proposed for adjustments for the period of April 1, 2014, through June 30, 2018.
1
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF ARCADIA,
CALIFORNIA, DOES HEREBY FIND, DETERMINE, AND RESOLVE AS FOLLOWS:
SECTION 1. PURPOSE
The purpose of this resolution is to consolidate the presentation of fringe benefit
information by incorporating previously adopted resolutions concerning City Council,
Executive Management, Management, and Unrepresented Employees into a single
document. By adopting this Resolution, it is the City Council's intent that all previous
resolutions be superseded.
SECTION 2. DEFINITIONS
As used herein and in the general salary resolution, the following terms shall
have the following meanings:
"Classification" shall mean a group of positions having sufficiently similar duties,
responsibilities, and qualifications to be designated by the same descriptive title,
and as to which the same salary range may be made to apply with equity.
"Employee" shall mean a full -time budgeted employee of the City of Arcadia.
"Employment Date" shall mean the period of continuous full -time employment
from and after such employment date shall be used in computing longevity pay,
sick leave, and vacation and shall be the starting point for determining salary
step increases.
"Executive Management Employee" shall mean an unrepresented management
Employee who is the head of a City Department. Employees who are in the
Classification of Development Services Director, Public Works Services Director,
Administrative Services Director, Recreation and Community Services Director,
2
Library and Museum Services Director, Assistant City Manager, and similar
Classifications as they may be added or amended over time small be considered
Executive Management Employees in the Miscellaneous category. Employees
who are in the Classification of Police Chief, Fire Chief, and similar
Classifications as they may be added or amended over time shall be considered
Executive Management Employees in the Safety category.' Also known as
"Department Director °.2 3
"Management Employees" shall mean those full -time Employees having
responsibility for formulating, administering, or managing the implementation of
City policies who are unrepresented and who are not Executive Management
Employees. Typical Employees in the Classification of Management Aide,
Recreation Supervisor, Human Resources Analyst, Crime Analyst, Maintenance
Contracts Officer, Police Records Manager, Senior Human Resources Analyst,
Senior Management Analyst, Transportation Services Manager, Assistant
Director of Recreation and Community Services, Chief Deputy City
Clerk/Records Manager, Communications Marketing & Special Projects
Manager, Accounting Supervisor, General Services Superintendent, Library
Services Manager, Utilities Superintendent, Principal Civil Engineer, Building
Official, Fire Marshal, Economic Development Manager, Financial Services
Manager/Treasurer, Human Resources Administrator, Community Development
Administrator, Deputy Director of Development Services /City Engineer, and
similar Classifications as they may be added or amended over time shall be
This definition was added to delineate Executive Mgmt from Mgmt.
2 Deleted definition of General Employees.
3 Deleted definition of Permanent part -time Employees.
3
considered Management Employees in the Miscellaneous category. Typical
Employees in the Classification of Police Lieutenant, Fire Battalion Chief, Deputy
Fire Chief, Police Captain, and similar Classifications as they may be added or
amended over time shall be considered Management Employees in the Safety
category.
"Miscellaneous Employees" shall mean those employees who are not involved in
law enforcement, fire suppression, the protection of public safety, or employed in
a position designated by law as local safety.
"Recognized Employee Organization" means an Employee organization which
has been formally acknowledged by the City as the Employee organization that
represents Employees in designated classifications in an appropriate
representation unit.
"Safety Employees" shall mean those employees who are involved in law
enforcement, fire suppression, the protection of public safety, or who are
employed in a position designated by law as local safety.
"Salary_ Advancement" shall mean an increase in salary from current step to a
higher step within the same salary range based upon performance and
continuous service in the same class.
"Unrepresented Confidential Employee" shall mean any benefitted Employee
(receiving CalPERS and a benefit allowance) that is not an Executive or
Management Employee, is not represented by a recognized Employee
organization, and typically handles confidential matters as a course of their job
duties. Classifications in this group include Executive Assistant assigned to the
W
City Manager's Office, Human Resources Technician, and similar Classifications
as they may be added or amended over time (referred to as Confidential herein).
"Unrepresented Employee" shall mean any Employee that is not an Executive or
Management Employee and is not represented by a recognized Employee
organization. This includes the position of Law Enforcement Recruit.4
SECTION 3. COMPENSATION
The salary schedules for Classifications covered by this resolution are set forth in
Exhibit A and incorporated herein. The City agrees to increase base salaries of
Executive Management, Management, and Unrepresented Confidential Employees
covered by this resolution by 2.0% effective April 1, 2014, 2.0% July 1, 2015, 2.0% July
1, 2016, and 2.5% July 1, 2017.
SECTION 4. SALARY STEP ADVANCEMENT
a) The advancement through the salary steps shall be based upon performance
and continuous service in the same classification. The percentage between
steps is approximately 2.5 %. Employees will advance in their rates of
compensation two steps (approximately 5.0 %) on their anniversary dates. The
following schedule is the continuous service time required for each step:
A Step to C Step: 6 months
All other Steps: 12 months
For Department Heads reporting directly to the City Manager, the advancement
through the salary steps shall be based on performance without regard to the
continuous service time requirements cited above. The rate of advancement
shall be from 0 to 7.5 %, or no movement to a maximum of three steps. Pursuant
a This definition was added to include Law Enforcement Recruits.
5
to the City Charter Section 809, evaluation of the Library and Museum Services
Director shall be by the Library Board; however, the City Manager shall provide
input into the process.
b) Salary step advancements may be withheld or delayed by the appointing
authority if an Employee's performance does not merit such advancement.
C) With the approval of the City Manager, an Employee may be hired at any step
within the salary range applicable to the position.
d) The City Manager shall have the authority to advance an Employee's salary step
within that Employee's salary range when the purpose is to correct an existing
inequity or give recognition to exceptional performance.
SECTION 5. PROMOTIONAL STEP ADVANCEMENT
a) When an Employee is promoted, their pay shall advance to the lowest salary
step in the higher salary classification range such that it will provide not less than
a 5% increase in compensation, unless the top step in such range provides less
than a 5 %, or two step, increase.
b) When an Employee is promoted to a higher classification, the date of the
promotion shall be used in determining the date of the future step increases.
SECTION 6. OVERTIME
a) When necessary to perform essential work, a Department Director may require
Management and Unrepresented Employees to work at any time other than
during regular working hours until such work is accomplished.6 Management and
Executive Management Employees are generally considered positions that are
Authorized per Reso #6113.
s Revised language to eliminate reference to general Employees.
0
exempt from standard overtime rules. Job specifications for each Classification
shall clearly state whether the position is considered exempt. Employees that
are not exempt from standard overtime rules and are required to work hours
which cause the Employee to be in a work status in excess of 40 hours in a
designated work week shall be paid at the rate of time and one -half the
Employee's regular rate of pay. The Department Director may permit an
Employee to accumulate compensatory time in lieu of paid overtime; however,
the Employee shall not be permitted to accumulate more than 100 hours of
compensatory time at any time.'
b) Fire Battalion Chiefs working in excess of a 56 hour work week shall receive
overtime at straight time for operational assignments as defined by the Fire
Chief, and are eligible for Management Leave. No other Management
Employees are eligible to receive any form of overtime compensation for
additional hours worked, except as stated in Section 8.8
SECTION 7. RETIREMENT
a) EMPLOYEES HIRED BEFORE JULY 1, 2011
The City contracts with the State of California Public Employees Retirement
System (CaIPERS) for the classifications contained in this Agreement. The plan shall
include the following options:
1. Miscellaneous Employees - 2.5% @ 55 retirement formula (Government
Code §21354.4); Public Safety Employees - 3% @ 50 retirement formula
(Government Code §21362.2);
Deleted sections B, C & D in Reso #5608 as they pertain to general Employees.
8 Authorized per Reso #6474.
7
2. Single highest year final compensation (Government Code §20042);
3. Post Retirement Survivor Continuance;
4. Credit for Unused Sick Leave (Government Code §20965);
5. 1959 Survivors Benefit for which each Employee contributes ninety -three
cents ($.93) per pay period;
6. Third level 1959 Survivors Benefit allowance (Government Code §21573);
7. Military service credit as public service option (Government Code §21024). It
is agreed and understood that the Employee is responsible for paying for this
benefit; The City agrees to allow members to participate in a pre -tax payroll
deduction plan for service purchases;
8. Provided the Employee signs a waiver releasing and holding the City
harmless, from any liability, whatsoever, the City agrees to allow members to
use funds from their deferred compensation (457 Plan) toward the pre -tax
payroll deduction plan for service credit purchases;
9. Special compensation items shall be reported to CaIPERS in accordance with
applicable law;
10. Employees shall make contributions to offset a portion of the City's costs
related to CaIPERS retirement benefits. The Employee cost - sharing will be
accomplished through pre -tax deductions in the manner contemplated by
Government Code §20516(f). It is recognized that the IRS has yet to take a
position on the pre -tax status of deductions made under §205160 and in the
event that, subsequent to the effective date of this provision, the IRS
determines that such deductions do not qualify for pre -tax status, Employees
will be notified and the provisions set forth herein will be reviewed by the City
Manager and City Council. The cost sharing arrangement will be
implemented as follows:
Miscellaneous Employees: Employees will pay seven percent (7 %) of
PERSable compensation to CalPERS retirement via payroll deduction
toward the City's Employer Contribution to CalPERS, and said amount will
be allocated to the employer's account.
Public Safety Employees: Employees will pay nine percent (9 %) of
PERSable compensation to CalPERS retirement via payroll deduction
toward the City's Employer Contribution to CalPERS, and said amount will
be allocated to the employer's account.
11. In addition to the foregoing cost sharing payments, Miscellaneous Employees
shall continue to pay one percent (11%) of the member contribution to
CalPERS.
12. The City shall continue to pay the cost of the Employees' member
contribution (EPMC) to CalPERS in the amount of seven percent (7 %) for
Miscellaneous Employees and nine percent (9 %) for Public Safety Employees
and shall continue to report that as additional compensation pursuant to
§20636(c)(4) of the Government Code. Further, said amount will be allocated
to the Employee's retirement account.
13. The Pre - Retirement Option 2W Death Benefit (Government Code §21548).
Pursuant to §20516(f) (Employee Sharing Cost of Additional Benefits),
Employees will split the cost of this benefit with the City through pre -tax
17
deductions in the manner contemplated by §20516(f) of the Government
Code. It is recognized that the IRS has yet to take a position on the pre -tax
status of deductions made under §20516(f) and in the event that, subsequent
to the effective date of this provision, the IRS determines that such
deductions do not qualify for pre -tax status, Employees will be notified and
this provision shall be reviewed by the City Manager and City Council.
Employees shall pay for one -half of the cost of this optional benefit, which
was determined to be a total of 0.276% for Miscellaneous and 0.220% for
Public Safety Employees. The cost - sharing arrangement will be implemented
as follows:
Miscellaneous Employees: Employees will pay one hundred thirty eight
thousandths of a percent (0.138 %) of PERSable compensation to
CalPERS retirement via payroll deduction, and the City will pay one
hundred thirty eight thousandths of a percent (.138 %) of PERSable
compensation to CalPERS retirement.
Public Safety Employees: Employees will pay one hundred ten
thousandths of a percent (0.110 %) of PERSable compensation to
CalPERS retirement via payroll deduction; and the City will pay one
hundred ten thousandths of a percent (0.110 %) of PERSable
compensation to CaIPERS retirement.
10
b) EMPLOYEES HIRED ON OR AFTER OCTOBER 9 2011 OTHER THAN NEW
CalPERS MEMBERS HIRED AFTER JANUARY 1 2013
The City contracts with the State of California Public Employees Retirement
System (CaIPERS) for the classifications contained in this Agreement. The plan shall
include the following options:
1. Miscellaneous Employees - 2.0% @ 60 retirement formula (Government
Code §21363.1); Public Safety Employees - 3% @ 55 retirement formula
(Government Code §21363.1);
2. Three (3) year average final compensation period (Government Code
§20037);
3. Post Retirement Survivor Continuance;
4. Credit for Unused Sick Leave (Government Code §20965);
5. 1959 Survivors Benefit for which each Employee contributes ninety -three
cents ($.93) per pay period;
6. Third level 1959 Survivors Benefit allowance (Government Code §21573);
7. Military service credit as public service option (Government Code §21024).
The Employee is responsible for paying for this benefit; The City agrees to
allow members to participate in a pre -tax payroll deduction plan for service
purchases;
S. Provided the Employee signs a waiver releasing and holding the City
harmless, from any liability, whatsoever, the City agrees to allow members to
use funds from their deferred compensation (457 Plan) toward the pre -tax
payroll deduction plan for service credit purchases;
11
9. Special compensation items shall be reported to CalPERS in accordance with
applicable law;
10. Miscellaneous Employees will pay the full seven percent (7 %) member
contribution to CalPERS via payroll deduction; Public Safety Employees will
pay the full nine percent (9 %) member contribution to CalPERS via payroll
deduction.
11. The Pre - Retirement Option 2W Death Benefit (Government Code §21548).
Pursuant to §20516(f) (Employee Sharing Cost of Additional Benefits),
Employees shall split the cost of this benefit with the City through pre -tax
deductions in the manner contemplated by §20516(f) of the Government
Code. It is recognized that the IRS has yet to take a position on the pre -tax
status of deductions made under §20516(f) and in the event that, subsequent
to the effective date of this provision, the IRS determines that such
deductions do not qualify for pre -tax status, the Employees will be notified
and this provision shall be reviewed by the City Manager and City Council.
Employees shall pay for one -half of the cost of this optional benefit which was
determined to be a total of 0.276% for Miscellaneous and 0.220% for Public
Safety. The cost - sharing arrangement will be implemented as follows:
Miscellaneous Employees: Employees will pay one hundred thirty eight
thousandths of a percent (0.138 %) of PERSable compensation to
CalPERS retirement via payroll deduction; and the City will pay one
hundred thirty eight thousandths of a percent (0.138 %) of PERSable
compensation to CalPERS retirement.
12
Public Safety Employees: Employees will pay one hundred ten
thousandths of a percent (0.110 %) of PERSable compensation to
CalPERS retirement via payroll deduction; and the City will pay one
hundred ten thousandths of a percent (0.110 %) of PERSable
compensation to CalPERS retirement.
c) NEW CalPERS MEMBERS HIRED ON OR AFTER JANUARY 1, 2013
The City contracts with the State of California Public Employees Retirement
System (CalPERS) for the classifications contained in this Agreement. The plan shall
include the following options:
1. Miscellaneous Employees -- 2.0% @ 62 retirement formula (Government
Code §7522.20); Public Safety Employees — 2.7% at age 57 retirement
formula (Government Code §7522.25(d));
2. Three (3) year average final compensation period (Government Code
§20037);
3. Post Retirement Survivor Continuance;
4. Credit for Unused Sick Leave (Government Code §20965);
5. 1959 Survivors Benefit for which each Employee contributes ninety -three
cents ($.93) per pay period;
6. Third level 1959 Survivors Benefit allowance (Government Code §21573);
7. Military service credit as public service option (Government Code §21024).
The Employee is responsible for paying for this benefit; The City agrees to
allow members to participate in a pre -tax payroll deduction plan for service
purchases;
13
8. Provided the Employee signs a waiver releasing and holding the City
harmless, from any liability, whatsoever, the City agrees to allow members to
use funds from their deferred compensation (457 Plan) toward the pre -tax
payroll deduction plan for service credit purchases;
9. Special compensation items shall be reported to CalPERS in accordance with
applicable law;
10. Miscellaneous Employees will pay 50% of the normal cost, currently at six
and three quarters percent (6.75 %), for member contributions to CalPERS on
a pre -tax basis via payroll deduction (Government Code §7522.30);
11. Public Safety Employees will pay 50% of the normal cost, currently at twelve
percent (12 %), for member contributions to CalPERS on a pre -tax basis via
payroll deduction (Government Code §7522.30);
12. The Pre - Retirement Option 2W Death Benefit (Government Code §21548).
Pursuant to §20516(f) (Employee Sharing Cost of Additional Benefits),
Employees shall split the cost of this benefit with the City through pre -tax
deductions in the manner contemplated by §20516(f) of the Government
Code. It is recognized that the IRS has yet to take a position on the pre -tax
status of deductions made under §20516(f) and in the event that, subsequent
to the effective date of this provision, the IRS determines that such
deductions do not qualify for pre -tax status, Employees will be notified and
this provision shall be reviewed by the City Manager and City Council.
Employees shall pay for one -half of the cost of this optional benefit which was
14
determined to be a total of 0,276% for Miscellaneous and 0.220% for Public
Safety. The cost - sharing arrangement will be implemented as follows:
Miscellaneous Employees: Employees will pay one hundred thirty eight
thousandths of a percent (0.138 %) of PERSable compensation to
CalPERS retirement via payroll deduction; and the City will pay one
hundred thirty eight thousandths of a percent (0.138 %) of PERSable
compensation to CalPERS retirement.
Public Safety Employees: Employees will pay one hundred ten
thousandths of a percent (0.110 %) of PERSable compensation to
CalPERS retirement via payroll deduction; and the City will pay one
hundred ten thousandths of a percent (0.110 %) of PERSable
compensation to CalPERS retirement.
d) City Council, Executive, and Management Employees shall have access to the
City's established 457 Deferred Compensation Program and the 1RC 401(a)
defined contribution plan. All administration costs associated with the 401 (a)
plan shall be paid by the City.9
SECTION 8. SPECIAL ASSIGNMENT PAY
a) Employees in the classifications of Police Captain and Police Lieutenant
assigned to outside reimbursable special details (as approved by the City
Manager), including but not limited to race track traffic control duties, shall be
9 Added Sections 6 a), b) & c); Section 6 a) authorized via multiple resolutions; (b) was authorized per
Reso #6083 & #6241; Section 6 (c) reference to 401 A Plan was authorized per Reso #6243 & #6244 and
revised per Reso #6371.
15
compensated at 6 hours of straight time at the rate of a top step Police Sergeant
with an Advanced Post Certificate and Special Assignment Pay (currently 5 %).10
b) A Battalion Chief in the Fire Department, assigned to the position of Battalion
Chief/Fire Marshal in the Fire Prevention Division shall receive an additional 10%
of pay per pay period in addition to their base salary during the period of the
assignment as Battalion Chief/Fire Marshal."
SECTION 9. STABILITY PAY/LONGEVITY PAY
a) Stability Pay
This feature of the Pay Plan was intended to encourage stability of employment
by recognizing years of service with compensation. The plan pays $25 per year
for each year of consecutive service up to a maximum of twenty (20) years of
service. Management Employees that were hired before July 1, 1982, and have
five (5) years of consecutive service are eligible for Stability Pay. All
Management Employees hired on or after July 1, 1982, are not eligible for
stability pay. The following schedule is used to calculate Stability Pay:
Completed Years of Service Amount
20 $500
Cash stability payments are made once a year between December 1 and
December 10 only to Employees on the payroll as of December 1. Stability
payments will be paid on a pro -rata basis to those Employees that retired or are
laid off prior to December 1, provided they meet all eligibility requirements. 12
10 Original language in #5608, revised by Reso #6020 & #6474; proposed language change per CM.
,1 Original language authorized by Reso # 6020 and revised by #6243.
12 Original language per Reso #5608 and revised in #6539.
16
b) Longevity Pay
Effective January 1, 2009, a Longevity Pay benefit will be provided to Executive,
Management, and Confidential Employees based on the following formula:
Completed Years of Continuous Service
5- 9Years
10 — 14 Years
15 Years and beyond
Amount Per Pay Period
$42.02
$63.04
',:- �.
The Longevity Pay benefit is effective the pay period an Employee reaches 5, 10,
or 15 years of continuous employment with the City. 13
SECTION 10. ACTING PAY
a) A Management or Confidential Employee who is required, in writing, to work
more than 5 working days in a higher classification, which is vacant due to sick
leave, family medical leave, injury leave, vacation leave, termination, retirement,
or for any other reason as approved by the City Manager, shall receive the
following acting pay retroactive to the first day of the assignment:
1. Five (5) percent above their current rate of pay or A step of the higher
classification, whichever is higher; or any step within the classification as
approved by the City Manager; or
2. Should such percentage exceed the top step of the range for the higher
classification, the Employee shall receive compensation at the top step of the
higher classification.
13 Authorized per Reso #6539.
17
3. Nothing contained herein shall apply to an Employee who is being trained by
the City to qualify for a higher classification or who temporarily assumes some
of the duties of a higher position.
If an acting assignment exceeds or is expected to exceed thirty (30) calendar
days, the acting Employee will receive the fringe benefits of said position for the
duration of the assignment as applicable and as determined by the City
Manager. 14
SECTION 11. TUITION REIMBURSEMENT
Employees shall be eligible for tuition advancement or reimbursement who have
completed at least one probationary period in the Classified Service, or one year of
continuous service if employment is "at- will," subject to the conditions below. To qualify
for tuition advancement /reimbursement, a Tuition Loan/ Reimbursement Form must be
submitted and pre- approved by the Employee's Department Head and Human
Resources Administrator, before the course(s) begin.
Tuition loan or reimbursement shall only be for "job- related" courses, specialized
training, or degree programs that are directly related to the Employee's position as
determined by the City Manager or designee.
The Tuition Loan /Reimbursement Program will operate on a fiscal year basis (July 1
through June 30) and shall be subject to the availability of funds as determined by the
City. The maximum loan or reimbursement amount shall be $4,126 for undergraduate
courses and $5,062 for graduate courses per fiscal year. Eligible fees include tuition, on
campus parking fees, and textbooks. All other fees are subject to approval by the City
Manager. School supplies are not reimbursable,
14 Original language in Reso #5608 — revised with proposed changes.
All course work must be completed while employed by the City of Arcadia with a
passing grade of "C" or equivalent when numerical score or pass /fail grade is given. If
the Employee either does not receive a "C" or better or for any reason does not finish
the class, the advance is due and payable.
Any Employee who voluntarily retires or terminates employment or is terminated
for disciplinary cause within one year from the completion of a class or classes shall
refund all tuition paid under this provision for those specific classes unless they were
required to attend by the appointing power. An Employee who separates employment
and who received tuition advancement and did not complete a class or classes within
one (1) year from the advancement, shall refund all tuition advanced and be subject to
the provisions outlined in the Advanced Tuition Participation and Loan Agreement.
Employees who retire on a Disability or Industrial Disability Retirement or are laid off
shall not be required to refund tuition fees under this provision.
The City reserves the right to investigate any school and approve or disapprove it
for advancement or reimbursement if such action appears warranted. Courses must be
taken at an accredited education institution, which is defined as any college or university
which has been accredited by a recognized government or professional accrediting
body (as determined by the City). Additionally, the City reserves the right to deny any
course(s), specialized training, or degree programs determined by the City Manager to
be non -job related. "5
SECTION 12. UNIFORMS
a) At the beginning of the fiscal year, Employees in the classification of Police Chief,
Police Captain, and Police Lieutenant shall receive a check in the amount of
,s Original language per Reso #5608; revised in #6584 and #6746.
19
$750 for the purchase of safety equipment in lieu of being reimbursed for these
items. Additionally, $647 annually shall be reported to CalPERS as special
compensation for Uniform Allowance. Said uniform allowance is incorporated in
the Employee's base salary figure listed in Exhibit A. This amount shall be
prorated if hired or promoted after the start of the fiscal year.
b) Uniform allowance of $655 annually will be reported to CalPERS as special
compensation for Employees in the classification of Fire Chief, Deputy Fire Chief,
and Battalion Chief. This amount shall be prorated if hired or promoted after the
start of the fiscal year. Said uniform allowance is incorporated in the Employee's
base salary figure listed in Exhibit A,'s
SECTION 13. AUTO ALLOWANCE
Subject to the City Manager's sole discretion, Executive Management Employees
may receive either a City provided vehicle or an auto allowance of up to $350 per
month, depending on duties and requirements of the position. Any benefits provided
under this section are considered taxable per IRS Code, See IRS Publication 463,
Travel, Entertainment, Gift, and Car Expenses for more information concerning taxation
of this benefit.
SECTION 14. MILEAGE
Mileage is reimbursed for travel in connection with City business and shall be
paid in accordance with the prevailing IRS rate. Prior approval must be obtained from
the immediate supervisor or Department Head. If travel is required frequently during a
month, reimbursement shall be made once per month. Completed mileage forms shall
16 Authorized in Reso # 6082 and revised per Reso # 6370, # 6444 and # 6626; revised to include Police
Chief.
20
be submitted to the Department Head consistent with the applicable administrative
policy." Except as expressly authorized by the City Manager, Employees receiving an
Auto Allowance described in Section 13 will not qualify for mileage reimbursements
described herein.
SECTION 15. HEALTHIDENTALIVISION
a) Health, Dental, and Vision benefits will be provided to City Council, Executive,
Management, and Unrepresented Confidential Employees as follows:
Health 1 Dental I Vision Benefit Allowance (per Month)
Classification
Effective
Effective
Effective
April 1, 2014
July
1, 2015
July 1, 2016
Miscellaneous Executive
$
1,250
$
1,327
$ 1,404
Management
Public Safety Management & Public
$
1,173
$
1,159.50
$ 1,222.50
Safety Executive Management
Miscellaneous Management
$
1,216
$
1,259
$ 1,302
Unrepresented Confidential
$
$97
$
934
$ 972
Employees
The City shall pay up to the maximum allowance per month per Employee. If the
City's contribution exceeds the cost of Employee only coverage, the difference shall
be contributed toward the cost of dependent coverage or to the Employee in cash
or a combination of both. The Employee has the option of having any amount in
excess of the premium contributed to the Employee's account in the City's deferred
compensation plan instead of receiving cash. Dependent enrollment will require
proof of eligibility for dependent status such as marriage, birth and adoption
certificate.
"Authorized per Reso # 5608.
21
b) The City shall provide City Council, Executive, Management and Confidential
Employees with the option to participate in the City's Section 125 Cafeteria Plan in
lieu of the contributions provided in Section A. as follows:
1. CaIPERS Health Program: The City will contribute the minimum employer
contribution required pursuant to Government Code §22892(b) ( "Minimum
Contribution ") per month per Employee for health insurance.
2. Dental Insurance: Mandatory enrollment: The City will contribute the
Employee only cost for Delta Care USA insurance per month ( "Dental
Contribution ") toward one of two dental plans. Additional coverage may be
purchased through the Optional Benefits allocation.
3. Optional Benefits: Subject to the mandatory contributions to the CalPERS
Heath Program minimum contribution and the mandatory dental insurance
enrollment premium as specified in above paragraphs 1 and 2, , the City shall
contribute the remaining amount of Employee's health and dental insurance
benefit allowance through a contribution to an Internal Revenue Code §125
Cafeteria Plan as follows:
Health 1 Dental 1 Vision Benefit Allowance (per Month)
Classification
Effective
Effective
Effective
April
1, 2014
July
1, 2015
July
1, 2016
Miscellaneous Executive
$
1,250
$
1,327
$
1,404
Management
Public Safety Management & Public
$
1,173
$
1,189.50
$
1,222.50
Safety Executive Management
Miscellaneous Management
$
1,216
$
1,259
$
1,302
Unrepresented Confidential
$
897
$
934
$
972
Employees
The Employee may receive this amount in cash or may elect to use coverage
for themselves or their dependents for City- approved benefits options, including
but not limited to, dental insurance, supplemental life insurance, optional long
22
term disability insurance, or to their deferred compensation plan. Any monies
received in cash will be considered as taxable income. The Employee's
exercise of the option to use the difference toward dependent health
coverage or the deferred compensation plan is subject to the conditions
controlling enrollment periods and eligibility established by the respective
plans or carriers. Dependent enrollment will require proof of eligibility for
dependent status including social security number, marriage, birth, and/or
adoption certificates.
4. The City shall provide each Employee with a vision plan, with the City paying
the premium. The vision plan will be Vision Service Plan, Option B. The City
will pay the premium up to the cost of the family plan.
C) For the classification of Law Enforcement Recruit, the City shall pay toward the
monthly health and dental insurance premium cost of a City health insurance
plan to each Employee enrolled in a health and dental insurance plan, provided
the City's contribution does not exceed the cost for insurance. City contributions
will be as follows:
i. Effective April 1, 2014: $462.00
ii. Effective July 1, 2015: $478.50
iii. Effective July 1, 2016: $511.50
If the City's contribution exceeds the cost of Employee only coverage, the
difference may be contributed toward the cost of dependent coverage or paid in
cash or to the Employee's account in the City's Deferred Compensation Plan, at
the Employee's option. If the premium cost of a health and dental plan exceeds
23
the City's contribution, the Employee shall pay through payroll deduction the
difference between the monthly premium and the amount contributed by the City.
Law Enforcement Recruits shall be allowed to participate in the Optional Benefits
Plan.'
SECTION 16. LIFE INSURANCE.
a) The City shall provide the City Council with Group Term Life and AD &D
insurance in the amount of $35,000.
b) Executive and Management Employees shall be provided Group Term Life and
AD &D insurance equal to their annual salary rounded off to the nearest (next
highest) one thousand dollars, plus an additional $25,000 Term Life and AD &D
policy.
c) The City shall provide Confidential and Unrepresented Employees with Group
Term Life and AD &D insurance in the amount of $25,000.
d) An optional Employee -paid Group Term Life insurance policy shall be offered to
all full -time Executive, Management, Confidential, and Unrepresented
Employees. Employees may purchase an amount of insurance up to the lesser
of $750,000 or 5 times the Employee's annual salary in $10,000 increments.
Employees may cover their spouse up to $500,000 in multiples of $5,000.
Dependent children may be covered up to $10,000 in multiples of $2,500. A
reduction in coverage generally begins at age 70 for all policies.
'$ Added Health /Dental /Vision insurance language with limits set by Reso #5865 & #6584 & ACEA
amounts for Unrepresented Confidential Employees.
24
SECTION 17. LONG TERM DISABILITY INSURANCE
a) The City shall provide Executive, Management, and Confidential Employees with
Group Long Term Disability Insurance. If an Employee becomes disabled, the
City paid coverage will pay the Employee 50% of the first $2,600 of their basic
monthly earnings, subject to a maximum of $1,300 per month (waiting period
required).
b) An optional Employee -paid Group Long Term Disability "buy -up benefit" shall
also be offered to Executive, Management, and Confidential Employees. By
electing to purchase the "buy -up benefit" Employees may increase the benefit
percentage to 60% of their basic monthly earnings up to $8,000 per month.
c) Executive and Management Employees will receive 0.5% of their annual salary
that may be used to buy additional long term disability insurance from the City's
provider to achieve up to $8,000 per month maximum long term disability
benefits coverage. If the Employee does not desire additional long -term disability
or there is a portion of the 0.5% remaining, the Employee may apply part of or all
of this 0.5% of annual salary benefit to the Employee's deferred compensation
account with the City's deferred compensation program, or take this amount as
additional compensation.19
19 Authorized per Reso #5608 & revised by #6244 & additional revisions reflecting improved plan.
25
SECTION 18. RETIRED HEALTH INSURANCE
a) RETIREE MEDICAL. - EMPLOYEES HIRED BEFORE JULY 1 2011
Tier II Retirees. Except as noted below, for Employees hired before July 1, 2011,
and retiring from the City on or after January 1, 2012 ( "Tier li Retirees "), the City
agrees to provide a Premium Payment for the purpose of purchasing health
coverage offered through CalPERS for the Tier 11 Retiree and their spouse in an
amount not to exceed the monthly premium applicable to the coverage level for
the retiree (i.e., Employee Only or Employee + Spouse) in the amount of $505.63
for Employee Only or $1,011.26 for Employee + Spouse.
Exception: Effective April 1, 2014, Tier 11 retired Public Safety Employees in the
Executive and Management classifications will receive monthly premiums in an
amount not to exceed $605.63 for Employee Only and $1,111.26 for Employee +
Spouse.
The Premium Payment shall be payable in the following form: (1) Public
Employees' Medical and Hospital Care Act ( "PEMHCA ") Minimum contribution
payable directly to Ca1PERS, and (2) a reimbursement to the Tier 11 Retiree equal
to difference between the cost of the plan in which the Tier 11 Retiree enrolls,
subject to the foregoing cap, and the PEMHCA Minimum contribution
(`Reimbursement "). If a retiree enrolls in a more expensive plan, they will be
responsible for payment of any premium in excess of the capped amount. The
Reimbursement shall cease for the Tier 11 Retiree upon eligibility for Medicare
coverage, and the Reimbursement shall cease for the spouse upon eligibility for
Medicare coverage, or after 15 years, whichever occurs first.
26
Tier 11 Retirees must be "eligible retirees" in order to receive the benefits
described in this paragraph.
In order to qualify as eligible for retiree medical premium Reimbursement,
Executive Management Employees who retire from the City on a service,
disability, or industrial disability retirement must have a minimum of 15 years of
public service, of which at least 5 continuous years of service are with the City of
Arcadia.
In order to qualify as eligible for retiree medical premium Reimbursement,
Management and Confidential Employees who retire on a service, disability, or
industrial disability retirement must have a minimum of 1,000 hours of
accumulated sick leave at the date of retirement, except for Fire Safety
Management Employees, who shall have a minimum of 1,500 hours.
Payment will cease for the eligible retiree once the Employee is eligible for
Medicare coverage. Payment will cease for the spouse upon eligibility for
Medicare coverage or after 15 years, whichever occurs first.
In order to be eligible for retiree health coverage, the Employee, and if
applicable, the Employee's spouse, must be enrolled in a City - sponsored health
plan as of the retiree's last day of work and maintain eligibility to continue in the
CalPERS Health Program as stipulated by CalPERS. In the event an eligible
retiree or spouse is unable to secure coverage under the City's health insurance
plan, the City agrees to reimburse the retiree for the cost of alternative coverage
up to the cost of the Employee Only, or if applicable Employee + Spouse, health
27
insurance monthly premium of $505.63 for Employee Only or $1,011.26 for
Employee + Spouse, except for those Employees who are in the Executive
Public Safety and Public Safety Management Classifications, which shall receive
up to the maximum of $605.63 for Employee Only and $111.26 for Employee +
Spouse. To obtain reimbursement from the City, the retiree must submit
sufficient proof to the City that they have obtained alternative coverage and have
made the necessary premium payments. The retiree shall also notify the City
immediately if such alternative coverage is cancelled or otherwise ceases. The
retiree shall solely be responsible for obtaining and maintaining such alternative
coverage.
A Management or Confidential Employee who has fewer than 1,000 hours of
accumulated sick leave at the date of retirement (or less than 1,500 hours for
Fire Safety Management) may become eligible for the retiree health benefit by
paying the City an amount equal to the Employee's daily pay rate at the time of
retirement times the number of hours needed to meet the 1,000 hours of
accumulated sick leave requirement with the following restrictions:
i. The Employee must have reached age 55 (50 for Fire Safety
Management). This requirement is not applicable if the Employee is
retiring due to disability or industrial disability retirement; and
ii. The Employee must have worked full -time continuously for the City of
Arcadia for a minimum of 15 years; and
iii. The Employee would be limited to purchasing a maximum of 350 hours of
sick leave (525 hours for Fire Safety Management) provided, however,
upon verification of information from a qualified medical provider that an
Employee has substantially depleted the Employee's sick leave accrual
due to an absence or absences caused by a serious illness or injury
suffered by the Employee or a family dependent living in the Employee's
household, this purchase limitation of 350 hours will be excused.20
b) RETIREE MEDICAL - EMPLOYEES HIRED ON OR AFTER JULY 1, 2011
Tier III Retirees, For Employees hired on or after July 1, 2011, that retire from
the City and who remain enrolled in a CalPERS health plan after retirement
( "Tier III Retiree "), the City will pay no more than the PEMHCA Minimum
contribution. Tier III Retirees shall not be reimbursed or otherwise receive
payment from the City for health insurance premiums in excess of the PEMHCA
Minimum contribution.
SECTION 19. PHYSICAL EXAMINATIONS — MANAGEMENT
Miscellaneous Executive and Management Employees shall receive a City -paid
biannual comprehensive physical medical examination. Public Safety Executive
Management and Management Employees shall receive the physical annually. The
City shall establish the terms and conditions of the physical examination.2'
SECTION 20. LEAVES OF ABSENCE
a) Miscellaneous Leaves of Absence
Upon the written request of an Employee stating the reasons therefore, the
appointing power with the approval of the City Manager shall have power to grant
leaves of absence with or without pay, subject to the following restrictions:
20 Authorized per Reso #5608 and revised by #6371, #6539 & #6584.
" Authorized per Reso #5608.
Q
1. Length. Leave of absence with or without pay may be granted for a period
not to exceed one (1) year with the exception that military leaves may be
granted for the duration of a war or national emergency or as required by the
Military and Veteran's Code.
2. Reason. A leave of absence may be granted, provided the Employee meets
all other requirements set forth in this rule, who desires to attend school or
college or to enter training to improve the quality of his service, who enters
military service of the United States, who is temporarily incapacitated by
illness, or who presents some other reasons equally satisfactory.
3. Right to Return The granting of a leave of absence without pay confers upon
the Employee the right to return to their classification before or at the
expiration of their leave of absence. Therefore, a leave of absence shall be
granted only to an Employee who intends to return to their classification with
the City. An Employee who fails to report for work at the end of an approved
leave will be deemed to have voluntarily resigned.
4. Service Record. A request for leave of absence will not be considered unless
the Employee presenting the request has a satisfactory service record.
5. An Employee granted a leave of absence may be required by the appointing
power or the City Manager to obtain and present a fitness for duty certification
from a health care provider that the Employee is able to resume work. Failure
to provide such certification will result in denial of restoration.
6. The granting of a leave of absence of thirty (30) days or less, with or without
pay, shall not constitute an interruption of service within the meaning of this
30
subsection. The granting of a leave of absence with or without pay of more
than thirty (30) days shall constitute an interruption of service unless, in the
action granting such leave of absence, it is provided that such leave of
absence shall not constitute an interruption of service.
7. The City shall continue to provide health, dental, life, and disability insurance
for an Employee granted a leave of absence for up to 30 calendar days. It
shall be the responsibility of the Employee who wishes to continue any
insurance coverage beyond the 30 calendar days to notify Human Resources
of their intent to continue coverage and remit the full monthly premium for any
coverage to the Administrative Services Department. However, if an
Employee has accrued leaves and uses a minimum of 40 hours of leave per
pay period, the City will continue normal health insurance contributions. The
aforementioned leaves must be permissible with the specific use
requirements of such leave.
b) Family Care and Medical Leaves
Upon the written request of an Employee stating the reasons therefore, the
appointing power with the approval of the City Manager shall have power to grant
Family Care & Medical Leaves. In accordance with the Federal Family and
Medical Leave Act ( "FMLA ") and the California Family Rights Act ( "CFRA "), the
City of Arcadia will provide family and medical leave for eligible Employees. The
leave policy is formally set out in the City's Family Medical Leave Administration
Manual.
31
In order to be eligible for leave, an Employee must be employed in a full -time
status for over 12 months or have been employed for at least 1,250 hours during
the 12 month period immediately preceding the commencement of leave.
Employees having a serious medical condition or requesting leave to care for a
family member with a serious medical condition must provide the City with an
appropriate medical certification and, if the Employee does not request FMLA
leave, the City may place an Employee on FMLA leave for leaves over one week
of absence.22
SECTION 21. VACATION ACCRUAL
a) Miscellaneous Executive Management Employees, with the exception of
temporary appointments, shall accumulate vacation with pay beginning with the
first full pay period of employment at the rate of 4.616 hours per pay period
during the first five years of continuous full -time employment with the City; at the
rate of 5.231 hours per pay period between the Employee's fifth and tenth
anniversary date of continuous full -time employment; and at the rate of 6.154
hours per pay period after ten years of continuous full -time employment with the
City. Additionally, Miscellaneous Executive Management Employees shall
accumulate vacation at the rate of 6.154 hours per pay period after they have
served 20 years in paid public service with all public agencies including at the
City of Arcadia and any other public service organization where they were
employed, subject to the written approval of the City Manager.
b) Safety Executive Management Employees, and Employees in the classifications
of Police Captain, Police Lieutenant, and Deputy Fire Chief, with the exception of
22 Leaves of absence authorized by Reso #5608 with minor revisions.
32
temporary appointments, shall accumulate vacation with pay beginning with the
first full pay period of employment at the rate of 4.616 hours per pay period
during the first ten years of continuous full -time employment with the City; at the
rate of 6.77 hours per pay period between the Employee's eleventh and fifteenth
anniversary date of continuous full -time employment; at the rate of 7.69 hours
per pay period after fifteen years of continuous full -time employment with the
City. Additionally, upon hire, Safety Executive Management Employees with 20
years of paid public service with any public agencies including the City of Arcadia
and any other public service organization, subject to the written approval of the
City Manager, shall accumulate vacation at the rate of 7.69 hours per pay period.
c) Miscellaneous Management and Confidential Employees , with the exception of
temporary appointments, shall accumulate vacation with pay beginning with the
first full pay period of employment at the rate of 3.077 hours per pay period
during the first five years of continuous full -time employment with the City; at the
rate of 4.616 hours per pay period between the Employee's fifth and tenth
anniversary date of continuous full -time employment; at the rate of 5.231 hours
per pay period between the Employee's tenth and fifteenth anniversary date of
continuous full -time employment; and at the rate of 6.154 hours per pay period
after fifteen years of continuous full -time employment with the City.
d) Battalion Chiefs in the Fire Department on a 24 -hour shift shall accumulate
vacation with pay beginning with the first full pay period of employment, at the
rate of 6.924 hours per pay period during the first ten years of continuous full-
time employment with the City, at the rate of 10.154 hours per pay period
33
between the Employee's tenth and fifteenth anniversary date of continuous full-
time employment; and at the rate of 11.076 hours per pay period after the
completion of fifteen years of continuous full -time employment with the City.
e) Law Enforcement Recruits shall not accrue vacation leave.zs
SECTION 22. VACATION LEAVE
a) Executive and Management Employees shall take a minimum of 50% of their
vacation days earned during the calendar year prior to the end of that calendar
year.
b) Executive Management Employees and Employees in the classifications of
Police Captain, Police Lieutenant, and Deputy Fire Chief shall be allowed to
accumulate the remaining 50% of their vacation time up to the amount
accumulable in 65 pay periods or 500 hours if the Employee has reached the
maximum accrual rate. All other Management Employees and Confidential
Employees shall be allowed to accumulate the remaining 50% of their vacation
time up to the amount accumulable in 65 pay periods. Employee Once an
Employee has accumulated this amount, no more vacation will be accrued by the
Employee until the Employee's accrual has been reduced below this maximum
amount.
c) When through work circumstances and needs of the job, an Employee has been
unable to utilize vacation time and this has not been a pattern or practice for that
Employee, the City Manager for good cause may approve excess accumulated
vacation carried forward into the next fiscal /calendar year.
23 Vacation accrual was authorized by Reso #5608 and revised by Reso #6243, #6244, #6370 & #6626.
34
d) Employees may sell back vacation time each calendar year at the hourly rate
earned at the time the Employee opts to sell the time back subject to the
following limitations:
Miscellaneous Executive Management Employees: Up to 120 hours
Miscellaneous Management Employees: Up to 80 hours24
Safety Executive Management Employees: Up to 140 hours
Police Safety Management Employees: Up to 100 hours
Fire Safety Management Employees:
• Deputy Fire Chief up to 100 hours
■ Fire Battalion Chief (40 hour work week) up to 100
• Fire Battalion Chief (56 hour work week) up to 150 hours.
Confidential Employees: Up to the amount of vacation taken during the
year, by the date of the request, not to exceed a maximum of 80 hours in the
calendar year.
SECTION 23. SICK LEAVE
a) Executive, Management, and Confidential Employees, with the exception of
temporary appointments, assigned to a 40 hour workweek, shall accrue sick
leave beginning with the first full pay period of employment on the basis of 3.693
hours for each pay period of service completed with the City. Management
Employees assigned to a 56 hour workweek, with the exception of temporary
appointments, shall accrue sick leave beginning with the first full pay period of
24 Vacation Leave was authorized by Reso #5608 and revised by Reso #6584 & #6626.
35
employment on the basis of 5.54 hours for each pay period of service completed
with the City.
b) Executive and Management Employees shall be allowed unlimited accumulation
of sick leave. Confidential Employees may accumulate up to a maximum of
1,500 hours.
c) The appointing power and City Manager may require a medical examination by a
physician of any Employee during absence on account of illness of such
Employee.
d) Sick leave means authorized absence from duty of an Employee who is
temporarily disabled and unable to work due to a medical condition or due to a
scheduled medical or dental appointment during regular working hours. Every
effort shall be made to schedule appointments during non- working hours.
e) Sick leave may be used for a family dependent who is seriously ill. Sick leave
may also be used when the Employee's family dependent requires the
Employee's presence at the dependent's medical or dental appointment during
regular working hours. Every effort shall be made to schedule appointments
during non - working hours. Family dependents shall include only dependents
currently residing in the Employee's household, or the Employee's minor children
unless approved by the City Manager.
f) The appointing power and City Manager may require evidence of the reason for
any Employee's absence caused by illness or death in the immediate family of
the Employee during the time for which sick leave is requested.
we
g) In case of absence due to illness, the Employee shall notify their Department
Head in accordance with departmental rules and explain the nature of the illness.
The appointing power and City Manager may deny or revoke sick leave if the
illness or injury for which it is taken is caused or substantially aggravated by
compensated outside employment.
h) Upon appointment, the City Manager may grant Department Heads a bank of
sick leave, not to exceed ninety -six (96) hours .2,5 This bank will be pro -rated for
newly appointed Department Heads using five years as the maximum
employment period and using 20% for each full year of employment. For
example, a newly appointed Department Head that has been employed by the
City for two years would be eligible for 40% of the 96 hours (rounded up to the
next whole number).
SECTION 24. BEREAVEMENT LEAVE
At the time of death, or where death appears imminent, in the immediate family,
an Employee, with the exception of temporary appointments, may be granted a leave of
absence with pay, upon approval of the appointing power and the City Manager.
Immediate family is defined as the spouse, the Employee or Employee's spouse's
mother or stepmother, father or stepfather, brother or sister, child or stepchild,
grandparents, grandchildren, domestic partner, or any relative of the Employee or
Employee's spouse residing in the same household. Such leave, up to four (4) working
days at one time [or six (6) working days if travel outside of the following Counties is
required: Imperial, Kern, Los Angeles, Orange, Riverside, San Bernardino, San Diego,
25 Sick Leave authorized by Reso #5608 and revised to eliminate reference to general Employees and
clarify prorated benefit.
37
Santa Barbara, San Luis Obispo, and Ventura], shall not be charged against sick or
other leave. If more than the maximum days of Bereavement Leave provided in this
Section is granted at one time, that amount over the limit shall be charged against sick
or other leave. For Employees assigned to 24 hours shifts, a "day" means 12 hours or
112 shift. 26
SECTION 25. MANAGEMENT LEAVE
Executive and Management Employees shall be provided between zero (0) and
eighty (80) hours of Management Leave per fiscal year on a pro -rata basis as
determined by the City Manager. This determination shall be based upon work
circumstances, needs of the position, and frequency of required attendance at after -
hour meetings and conferences. Such leave time is not accumulable, nor will
compensation be paid in lieu thereof under any circumstances. When through work
circumstances and needs of the job, an Employee has been unable to utilize
Management Leave and this has not been a pattern or practice for that Employee, the
City Manager, for good cause, may approve excess accumulated Management Leave
carried forward in the next fiscal year.27
SECTION 26. WORKERS' COMPENSATION
In those instances where an Executive, Management, or Confidential Employee
is injured on duty and the injury is so recognized by the Workers' Compensation Act, the
City of Arcadia, or the Workers' Compensation Appeal Board, such Employee shall be
paid a combination of Workers' Compensation benefits and salary which will result in
payment to the Employee of a sum equal to gross base salary. This sum will be paid for
26 Bereavement Leave authorized by Reso #5608 and revised by changing 27 hours to 3 working days.
27 Authorized per Reso #5608 and revised by #6474 (BC's); eliminated pre -1994 language.
38
such time as the Employee is absent from duty because of such injury up to a maximum
of one year for Executive and Management and 10 months for Confidential Employees
from and after the date of such injury. Lost time due to an injury on duty shall not be
charged against an Employee's accumulated sick leave.28
SECTION 27. JURY LEAVE
When an Employee is called or required to serve as a juror, attendance shall be
deemed a leave of absence with full pay for up to 10 days per year. All days in excess
of 10 days will not be compensated. The Employee shall remit to the City all fees
received except mileage. For Employees assigned to an alternate work week, pay for
jury duty shall not be provided on regularly scheduled days off. The Employee shall be
entitled to keep the fee paid for scheduled days off. Employees on Jury Service shall
provide documentation that verifies attendance. If, after reporting for Jury Service, it is
determined that the Employee's services are not required and the Employee is
dismissed for the day, then the Employee, time permitting, is required to return to the
job. Employees who cannot verify Jury Service attendance and Employees who do not
return to work shall be subject to disciplinary action.29
SECTION 28. COURT WITNESS LEAVE
An Employee who is subpoenaed or required to appear in court as a witness
shall be deemed to be on leave of absence. With approval of the appointing power and
City Manager, an Employee may be granted leave with pay during their required
28 Authorized per Reso #5608 and revised to exclude Law Enforcement Recruits.
29 Authorized per Reso #5608.
39
absence. The Employee shall remit to the City fees received except mileage. A paid
leave of absence shall not be granted for time spent in Court on personal cases.30
SECTION 29. MILITARY LEAVE
Military leave shall be granted in accordance with the provisions of the applicable
California State Law. All Employees entitled to military leave shall give the Department
Head the right within the limits of military necessity and regulations to determine when
such leave shall be taken.
If the Employee taking such leave for military service has been in the employ of
the City for one (1) year or more, immediately preceding the date from which leave
begins, they shall be allowed their regular salary or compensation for a period of not
more than thirty (30) days in any calendar year or during any continuous leave of
absence. If such Employee has been in the employ of the City for less than one (1)
year immediately preceding the date upon which such leave of absence begins, such
leave granted under this Section shall be without pay.
Upon requesting military leave, the Employee must complete the required forms
and submit a copy of their military orders to the City Manager through their appointing
power.
The foregoing limitations on leave of absence do not apply to Employees who
are drafted or receive order to military duty for extended periods of time during war or
national emergencies.
Every Employee who has been on extended military duty shall report back for the
performance of the duties of their employment within ninety (90) days after their
discharge or release from military duty. Failure to do so shall be reason for termination
30 Authorized per Reso #5608.
�,
of their employment. Acceptance of extended military duty on a voluntary basis shall be
reason for termination of City employment.
Prior to being returned to employment from military leave, Employees shall
submit other than a dishonorable discharge and take and pass the required medical
examination by a physician designated by the City Manager. A returning Employee
shall submit an honorable discharge and pass the required medical examination, or they
shall not be entitled to return to their employment with the City. Employees on extended
military leave shall not lose or accumulate sick leave, vacation, seniority or other
privileges because of such leave.
SECTION 30. LEAVE DONATIONS — INJURY/ILLNESS/DISABILITY
a) Upon verification of information from a medical authority that an Employee or an
Employee's family dependent living within their household, or the Employee's
minor child, has been stricken by a serious /catastrophic illness or injury, and
upon verification that the Employee is in danger of having their accumulated paid
leave time depleted, an Employee may request, and the appointing power and
City Manager may determine that an Employee is eligible to receive donations of
accumulated vacation /compensatory time.
b) Upon determination that an Employee is eligible, a notice shall be distributed to
all Employees advising that accumulated vacation leave or compensatory time
hours may be donated to the eligible Employee.
c) The minimum number of hours that may be donated by an Employee is one (1)
hour. The maximum donation by the Employee is eighty (80) hours. Only full -
hour increments of leave time are transferable. Donation of time is limited to
41
accrued vacation or compensatory time, and does not include accrued sick
leave, holidays, or any other accumulated leave.
d) The Employee to whom the vacation /compensatory time is donated will be
credited at the salary rate of the recipient, not the donor. Donated hours shall be
converted to the dollar rate of the donor then transferred to hours at the
recipient's rate.
e) The donation of leave hours is irreversible. However, should the person
receiving the donation not use all donated leave for the catastrophic illness /injury,
the donor will not be charged for any unused hours.
f) An Employee may not donate leave hours which would reduce their own total
accrued leave balance of vacation, compensatory time, sick leave, and
management leave to less than 160 hours.
g) If any Employee is caring for a family dependent living within their household, or
the Employee's minor child, their time away from work on donated leave shall not
exceed 12 weeks in a 12 month period. A 12 month period is defined as a rolling
period measured backward from the date leave is taken and continuous with
each additional leave day taken.31
SECTION 31. LEAVE DEDUCTIONS
Executive, Management, and Confidential Employees shall be deducted leave
time (either sick, vacation, floating holiday, or management leave as appropriate) for
absences from work for periods of less than a day (a full daily shift).sz
31 Authorized by Reso #5608 and revised by #6401
32 Authorized by Reso #5608 and revised by #6020.
42
SECTION 32. HOLIDAYS
a) Executive, Management, and Confidential Employees other than Fire Safety
Management Employees shall be allowed eight (8) hours (unless otherwise
stated) of full pay for the following holidays:
New Year's Day — January 1
President's Day — The third Monday in February
Memorial Day — The last Monday in May
Independence Day — July 4
Labor Day — The first Monday in September
Veteran's Day — November 11
Thanksgiving Day — The fourth Thursday in November
The Friday following the fourth Thursday in November
Christmas Eve — December 24 — (4 hours)
Christmas Day - December 25
New Year's Eve — December 31 — (4 hours)
Floating Holiday — In lieu of Martin Luther King's Birthday
Floating Holiday — In lieu of Admission Day
Floating Holiday — (not assigned to a specific holiday)
Every day appointed by the City Council for a public fast, thanksgiving, or
holiday.
b) Whenever New Year's Day (January 1) Independence Day (July 4), Veteran's
Day (November 11), or Christmas Day (December 25) falls on a Saturday or
43
Sunday, the Friday preceding or the Monday following, respectively, shall be
designated as the holiday.
c) Floating holidays are to be scheduled by the Employee in the same manner as
vacation leave and do not carry over into subsequent fiscal years. Failure to
timely schedule the days off shall result in their loss. If the City adopts Dr. Martin
Luther King's birthday as a fixed Citywide holiday, the floating holiday based
thereon shall cease and the eligible Employee shall receive the fixed Citywide
holiday.
d) Full -time Employees in the Executive, Management, and Confidential unit
employed on July 1 of the fiscal year shall conditionally accrue sixteen (16) hours
of floating holiday for the aforementioned Holidays. If the Employee uses floating
holiday leave and separates from City employment before the date upon which
the floating holiday is designated (Dr. Martin Luther King's birthday and/or
Admission Day), said floating holiday leave shall be repaid to the City through
payroll deduction or deducted from the Employee's vacation leave bank.
Employees hired after the beginning of the fiscal year shall accrue floating
holidays only if the Employee is employed before the date on which the floating
holiday is based (Dr. Martin Luther King's birthday and/or Admission Day). As an
example, an Employee hired on July 15, would receive a floating holiday for both
holidays for that fiscal year. However, if that same Employee was hired on
March 15, the Employee would not receive any floating holiday benefit for that
fiscal year.
11
e)
f)
g)
h)
A non- exempt Employee required to work or attend a class or function on any
holiday allowed by this Section shall be paid for the holiday, and in addition, shall
be compensated in accordance with the applicable overtime rules. A holiday
allowed by this Section occurring during any leave of absence shall be added to
the number of working days' leave of absence to which such Employee is
entitled.
Executive Management, and Confidential Employees assigned to an alternate
work week may use accrued vacation time, accrued compensatory time, floating
holiday time, or unpaid leave to make up the difference between the provided
hours of holiday pay and the actual number of regularly scheduled working hours
for a designated holiday.
Executive, Management, and Confidential Employees who are assigned to an
alternate work schedule shall receive one (1) extra hour of holiday for any holiday
that falls on a scheduled work day of nine (9) hours or more. For example, if a
holiday falls on a day that an Employee is scheduled to work nine (9) hours, the
Employee shall receive nine (9) hours of holiday pay.
Management Employees assigned to the Fire Department and working a 56 hour
work week shall be limited to allow the following twelve (12) hour holidays:
New Year's Day
Labor Day
Martin Luther King Jr. Day Admission Day
President's Day Columbus Day
Cesar Chavez Day Thanksgiving Day
Independence Day The Day After Thanksgiving
45
Labor Day Christmas
In lieu of time off, the position of Battalion Chief working a 56 hour work week
shall receive 144 hours of regular rate of pay.
i) The positions of Police Captain and Police Lieutenant have the option of
receiving up to twenty -five (25) hours of floating holiday pay in cash in lieu of
taking the time off.33
SECTION 33. SEVERANCE PAY
a) An Employee, with the exception of temporary appointments and Department
Heads, whose position is abolished or vacated by a reduction in work load or lack
of funds, and has at least one (1) year of consecutive full -time service with the
City shall receive, upon termination, severance pay. Severance pay shall be a
lump sum payment equal to 1 /5t" of an Employee's previous month's salary times
the number of years of consecutive service, not to exceed ten (10) years of
service. Additionally, the City shall: 1) contract with a mental health carrier to
provide transitional counseling services to affected Employees for up to three (3)
months; and 2) contract with a displacement service provider to provide
professional guidance and assistance for the laid off Employee in their
employment search for up to three (3) months. The displaced Employee shall
also receive one full month of paid health insurance (at the Employee's current
coverage) in addition to any coverage remaining in the month of layoff.
b) A Department Director whose position is abolished or vacated by a reduction in
work load or lack of funds, or who is involuntarily removed from their position and
33 Authorized by Reso #5608 and revised by Reso #6243, # 6244, #6444 & #6626; revised to reflect
elimination of General Employees and Fire Techs and proposing 25 hours of FHOL available for sell back
to PC & PL instead of 24 (they are provided with 25 hours of FHOL).
A
has at least one (1) year of consecutive full -time service with the City may
receive, upon termination, severance pay. Severance pay as authorized by the
City Manager, shall be a lump sum payment, and can be any amount up to six
(6) months' salary. The displaced Employee shall also receive paid health
insurance (at the Employee's current coverage) in addition to any coverage
remaining in the month of layoff or termination. The amount of paid health
insurance coverage shall be equal to the length of the severance pay that was
granted under this paragraph. At the discretion of the City Council, the
severance pay and continuation of health benefits may be increased for an
additional period of time. sa
SECTION 34. WORK DAY SCHEDULES
A work day shall be defined as an 8 -hour period for all City Employees, with the
exception that Fire Employees assigned to 24 -hour shift; a day means a 12 -hour period.
A work day may be defined differently if an Employee is assigned to an alternative work
schedule. An Employee who changes between an 8 -hour and a 12 -hour day shall have
leave hours recalculated on the basis of the number of hours worked.35
SECTION 35. Y- RATING — MANAGEMENT EMPLOYEES
Y- Rating occurs when a position is reclassified to a lower salary range and where
an incumbent Employee continues to hold their current salary until the "Y- rating"
process brings the Employee's salary to the top step of the new salary range for that
position. Y- rating shall not be permissible for Executive Management Employees.
34 Authorized per Reso #5608 and revised by Reso #6438.
35 Authorized by Reso #5608.
47
If a Y -Rated salary of an Employee is greater than 7.5% higher than the top step
of a newiy - established salary range, then the Y -Rated salary shall be reduced by up to
5% the first pay period in January, and up to 5% the first pay period in July, until the
range of the Y -Rated salary is 7.5% greater than the top step of the new salary range.
The Y -Rated salary range of an Employee that is 7.5% or less greater than the top step
of the newly - established salary range shall not receive any adjustment until such time
that the top step of the new salary range is greater than the Y -Rated salary range. 36
SECTION 36. FRINGE BENEFITS — ELIGIBILITY
The City Council, Executive, Management, Confidential Employees, and
Unrepresented benefitted Employees, as defined in Section 2 (including only those
Employees who at minimum receive CalPERS Retirement Benefits and Health
Insurance contributions) not represented by a recognized Employee organization, with
the exception of temporary appointments, shall be entitled to receive the benefits
provided by the City of Arcadia as specified in the Resolution adopting said benefits .37
SECTION 37. PRIOR RESOLUTIONS
This Resolution shall consolidate past fringe benefit resolutions adopted
concerning City Council, Executive, Management, and Unrepresented Employees into a
single source reference enabling better management and administration of employment
benefits for affected Employees. The adoption of this Resolution supersedes all prior
resolutions referenced within this document.
36 Authorized by Reso #5608.
37 Authorized by Reso #5608 and revised to eliminate references to General Employees and Permanent
part -time Employees.
M
SECTION 38. AMENDMENTS
Any modifications or amendments to the terms of this Resolution shall be
implemented by a City Council approved Resolution directing inclusion of the
modification or amendment as part of this Resolution.sa
SECTION 39. The City Clerk shall certify to the adoption of this Resolution.
Passed, approved and adopted this day of 2014.
City Clerk
APPROVED AS TO FORM:
Stephen P. Deitsch
City Attorney
38 Authorized by Reso #5608.
&I
Mayor of the City of Arcadia