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HomeMy WebLinkAboutCity of Huntington Beach - 2014-07-07Dept. ID HR 14-018 Page 1 of 2 Meeting Date: 12/15/2014 CITY OF HUNTINGTON BEACH REQUEST FOR. CITY COUNCIL ACTION MEETING DATE: 12/15/2014 SUBMITTED TO: Honorable Mayor and City Council Members SUBMITTED BY: Fred A. Wilson, City Manager PREPARED BY: Michele Warren, Director of Human Resources SUBJECT: Adopt Resolution No. 2014-92 approving the 2014 Holiday Closure for Non -Associated Employees and authorize execution of a Side Letter Agreement Statement of Issue: Many Orange County cities close their facilities for a designated period through the winter holidays. Approval is required to post a closure notice to the public. The 2014 Holiday Closure period would encompass two half business days and two full business days, including early closure at noon Wednesday, December 24, full -day closure on Friday, December 26, early closure at noon Wednesday, December 31, 2014, and full -day closure on Friday, January 2, 2015. Thursday, December 25, 2014, and Thursday, January 1, 2015, are City -observed holidays. Financial Impact: De-minimus impact due to employee use of accrued leave -banks for the limited Holiday Closure period. Recommended Action: A) Adopt Resolution No. 2014-92, "A Resolution of the City Council of the City of Huntington Beach Closing All Non -Essential City Services to the Public From Noon, Wednesday, December 24, 2014, and all day Friday, December 26, 2014, and From Noon, Wednesday, December 31, and all day Friday, January 2, 2015, in Addition to the City Recognized Holidays of Thursday, December 25, 2014, (Christmas) and Thursday, January 1, 2015, (New Years Day) Amending the Salary and Benefits Resolution (Resolution 2014-32) for Non -Represented Employees by Adopting the Side Letter Agreement;" and, B) Authorize the City Manager to execute the Side Letter Agreement. Alternative Action(s): Have City services remain open to the public except for the City recognized holidays of Christmas (12/25/2014) and New Year's Day (1/1/2015). Analysis: Staff is recommending closing all non -essential City services to the public for the period from noon December 24, 2014, all day December 26, 2014, noon December 31, 2014, and all day January 2, 2015, in addition to the city -observed holidays of Christmas Day (12/25/14) and New Year's Day (01 /01 /15). Non -Associated employees would use an appropriate time bank (compensatory time/general leave) to account for the holiday closure period. It will be at the discretion of the City Manager, based xB -1 1 5- Item 9. - I Dept. ID HR 14-018 Page 2 of 2 Meeting Date: 12/15/2014 upon service delivery to the public, whether employees may be authorized to work during this time as some services may require employees to report to work during the period of holiday closure. All Non -Associated employees (Executive Management/Department Heads) will participate in the Holiday Closure in a manner comparable to MEA (Municipal Employees Association) and MEO (Management Employees Organization) employees. The Public Information Office will provide widespread notification to the public including, but not limited to, informing the press, notification via the City's website, e-mail communication to Boards and Commissions, publication in the City Manager's Weekly Report, and the December Community Connection. Environmental Status: N/A Strategic Plan Goal: Develop, retain, and attract quality staff Attachment(s): 1. Resolution No. 2014-92, "A Resolution of the City Council of the City of Huntington Beach Closing All Non -Essential City Services to the Public From Noon, Wednesday, December 24, 2014, and all day Friday, December 26, 2014, and From Noon, Wednesday, December 31, and all day Friday, January 2, 2015, in Addition to the City Recognized Holidays of Thursday, December 25, 2014, (Christmas) and Thursday, January 1, 2015, (New Years Day) Amending the Salary and Benefits Resolution (Resolution 2014-32) for Non - Represented Employees by Adopting the Side Letter Agreement," including Exhibit "A" — The Side Letter Agreement Item 9. - 2 KB -116- RESOLUTION NO. 2014-92 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HUNTINGTON BEACH CLOSING ALL NON -ESSENTIAL SERVICES TO THE PUBLIC FROM NOON, WEDNESDAY, DECEMBER 24, 2014 AND ALL DAY FRIDAY, DECEMBER 26, 2014, AND FROM NOON, WEDNESDAY, DECEMBER 31, AND ALL DAY FRIDAY, JANUARY 2, 2015 IN ADDITION TO THE CITY RECOGNIZED HOLIDAYS OF THURSDAY, DECEMBER 25, 2014 (CHRISTMAS) AND THURSDAY, JANUARY 1, 2015 (NEW YEARS DAY) AMENDING THE SALARY AND BENEFITS RESOLUTION (RESOLUTION 2014-32) FOR NON - REPRESENTED EMPLOYEES BY ADOPTING THE SIDE LETTER AGREEMENT. WHEREAS, the City of Huntington Beach elects to implement a holiday closure for the period of noon, Wednesday December 24, 2014, through and including Friday, December 26, 2014 (which includes Christmas Day, December 25, 2014) and noon New Year's Eve, Wednesday December 31, 2014 through and including Friday, January 2, 2015 (including New Year's Day, Thursday, January 1, 2015), which will result in City Hall and other non -essential City of Huntington Beach operations being closed to the public over the specified closure period; and WHEREAS, on July 7, 2014, the City Council of Huntington Beach adopted Resolution No. 2014-32 for the purpose of modifying salary and benefits for non -represented employees; NOW, THEREFORE, IT IS HEREBY RESOLVED by the City Council of the City of Huntington Beach as follows: Section 1. The Holiday Closure attached hereto as Exhibit A is approved and adopted. Section 2. The Holiday Closure modifies Resolution No 2014-32 between the City of Huntington Beach and Non -Represented employees. PASSED AND ADOPTED by the City Council of the City of Huntington Beach at a regular meeting thereof held on the 15th day of December , 2014. REVI AND APPROVED: P VED: CiVdag,er ector of Human Resources Exhibit A - Reso 2014-92 City of Huntington Beach 2014 HOLIDAY CLOSURE Non-Associated/Non- Represented A. Holiday Closure i. Noon, Wednesday, December 24, 2014, Friday, December 26, 2014, Noon, Wednesday, December 31, 2014, and Friday, January 2, 2015, will be known and referred to as "Holiday Closure" for the dates specified. ii. Employees will not report to work (unless specifically requested to do so) during the Holiday Closure, and unless obligated to report, will be required to take accrued leave time off to account for the Holiday Closure time. iii. Employees will use approved leave accruals (general leave or executive leave) to account for the time away from work during the Holiday Closure. iv. The City may require (at the request of the City Manager), that certain employees work a regular or partial schedule on one or more of the Holiday Closure days. Any employee required to work during any portion of the Holiday Closure may elect to take the equivalent time off between January 2, 2015 and March 27, 2015 with City Manager approval. B. Time Accounting i. All employees not required to report to work during the Holiday Closure will be required to account via payroll, as set forth below, for the appropriate accrued leave time associated with the Holiday Closure. The payroll accounting options for the Holiday Closure include use of leave accruals (general leave or executive leave). Payroll accounting for the Holiday Closure not specifically listed herein must be approved by the City Manager. iii. Employees required to work during any portion of the Holiday Closure will be paid their regular salary for time worked and may elect to account for the equivalent amount of Holiday Closure hours via approved alternative/equivalent time off. iv. All Holiday Closure leave hours are to be accounted for via payroll as of the pay period ending January 2, 2015. Any Holiday Closure hours taken as time off and not accounted for via payroll as of the pay period ending January 2, 2015, shall be accounted for in the following order until all Holiday Closure hours are accounted for: 1. Executive Leave 2. General Leave vi. Employees separating from City service must reconcile all unaccounted Holiday Closure hours at time of separation. Time will be accounted for in the following order until all Holiday Closure hours are accounted for: l . Executive Leave 2. General Leave Exhibit A - Reso 2014-92 C. Scheduling - Flex Day/Holiday Closure Day Substitute Employees assigned to Schedule A flex schedule will have that flex day attributed to Friday, December 26, 2014 Holiday Closure day and other accrued leave will not be required to account for this day. Employees assigned to Schedule B flex schedule will have that flex day attributed to Friday, January 2, 2015, Holiday Closure day and other accrued leave will not be required to account for this day. IN WITNESS WHEREOF, the parties have caused thisAY me/Jnt to be executed on �EGO�7 /s / 4 . // . ty Ma Dated: AP E. Gates C?y Attorney Dated Res. No. 2014-92 STATE OF CALIFORNIA COUNTY OF ORANGE ) ss: CITY OF HUNTINGTON BEACH ) I, JOAN L. FLYNN the duly elected, qualified City Clerk of the City of Huntington Beach, and ex-officio Clerk of the City Council of said City, do hereby certify that the whole number of members of the City Council of the City of Huntington Beach is seven; that the foregoing resolution was passed and adopted by the affirmative vote of at least a majority of all the members of said City Council at a Regular meeting thereof held on December 15, 2014 by the following vote: AYES: O'Connell, Katapodis, Hardy, Sullivan, Delgleize, Peterson NOES: None ABSENT: Posey ABSTAIN: None L Dept. ID HR 14-005 Page 1 of 3 Meeting Date: 7/7/2014 CITY OF HU NTINGTON BEACH REQUEST FOR. CITY COUNCIL ACTION MEETING DATE: 7/7/2014 SUBMITTED TO: Honorable Mayor and City Council Members SUBMITTED BY: Fred A. Wilson, City Manager PREPARED BY: Michele Warren, Director of Human Resources SUBJECT: Adopt Resolution No. 2014-32, approving and implementing modifications to salary and benefits for non -represented employees Statement of Issue: The Non -Associated Resolution governing compensation and benefits for non -associated employees is proposed to be modified to reflect increased employee -paid contributions to CalPERS of 8% for classic Miscellaneous members, and 9% for classic Safety members; a wage adjustment of 3.75% effective the beginning of the pay period following City Council approval, a 2.0% wage adjustment effective the beginning of the pay period that includes October 1, 2014, a one-time reallocation of the employee/employer contributions towards health plan premiums, effective August 1, 2014, and an increase in the employer contribution to health of $100 per month effective January 2015. The retirement and wage modifications mirror those of MEA. The 2014 health plan adjustments reflect the redistribution of current costs; the 2015 medical plan adjustment is parallel to M EA. Additionally, a request from the City Clerk that the City Council consider and approve a modification to compensation as the compensation of the elected City Clerk can only be modified by an action of the Council. The compensation of the City Clerk has remained at the Starting Point of the salary schedule since January 2007. The City Clerk is requesting that Council consider modification of the City Clerk's compensation from the Starting Point of the pay range to the Control Point of the pay range, effective the pay period beginning August 2, 2014. This is a modification of 11.29%. Financial Impact: Funding for the implementation of the fiscal items contained in the Non -Associated Resolution will come from the General Fund. The annualized net fiscal impact for FY 2013/14 and FY 2014/15 is estimated by Finance to be $170,624. Department budgets will absorb costs of approximately $21,502 for FY 2013/14. No additional appropriation is required for FY 2013/14. Costs for FY 2014/15 will be built into the proposed budget. Adjustments to the City Clerk's compensation will come from the General Fund, and will be absorbed within the City Clerk's FY 13/14 and FY 14/15 budget. The ongoing annualized fiscal impact for the requested compensation change is estimated to be $15,787. The impact to the FY 2013/14 budget year is de-minimis, and is estimated to be $2,715. No additional appropriation is required for FY 13/14. I-IB _-�7;_ Item 11. - 1 Dept. ID HR 14-005 Page 2 of 3 Meeting Date: 7/7/2014 Recommended Action: A) Adopt Resolution No. 2014-32, "A Resolution of the City Council of the City of Huntington Beach Modifying Salary and Benefits for Non -Represented Employees;" and, B) Approve the City Clerk's compensation adjustment request to move from the Start Point of the pay range to the Control Point of the pay range. Alternative Action(s): Do not approve the modifications to the Resolution for Non -Associated employees and direct staff to propose an alternate action. Do not approve the City Clerk's request for compensation adjustment. Analysis: In concert with the City Council Strategic Plan objective regarding employee -paid contributions to CalPERS, Non -Associated Miscellaneous employees will contribute 8% and Safety employees will contribute 9% to CalPERS. Non -Associated employees will receive a wage adjustment of 3.75% following City Council approval and a 2.0% wage increase effective the beginning of the pay period that includes October 1, 2014. Non -Associated employees last received a general wage increase in December 2008. Highlights from the listing of proposed pay and benefit changes include the following: Retirement Contributions • "Classic" Miscellaneous employees of this unit shall contribute 8% to the employee share of the member contribution to CalPERS effective the beginning of the pay period following City Council approval. • "Classic" Safety employees of this unit shall contribute 9% to the employee share of the member contribution to CalPERS effective the beginning of the pay period following City Council approval. • "New" Miscellaneous and Safety employees of this unit covered by the Public Employees Pension Reform Act (PEPRA) will contribute 50% of the normal cost as required by CalPERS law. Wage Increases • 3.75% wage increase effective the beginning of the pay period following City Council approval. • 2.0% wage increase effective the beginning of the pay period that includes October 1, 2014. Health Premiums and Contributions Modifications were implemented reallocating portions of the employer -paid contributions for Vision/Dental towards Medical. Employees will bear the full cost of vision insurance premiums at each tier (single/two-party/family) as part of the cost -sharing reallocation. The fiscal impact of the reallocation for FY 13/14 is de-minimus (less than $1,800) and will be absorbed by the Human Resources department budget without exceeding the department's budget allocation or creating the need for additional appropriation. For the benefit year commencing January 1, 2015, the monthly City contribution to medical (only) will be increased $100.00. This is comparable to that granted to MEA. Retiree Medical Subsidy Language was added permitting married spouses to each receive the subsidy, whether listed as an enrollee or a dependent on any City -sponsored medical plan. This is a no -additional cost item. (This program was closed to new entrants in December 2009.) Item 11. - 2 M B -2 74- Dept. ID HR 14-005 Page 3 of 3 Meeting Date: 7/7/2014 There were appropriate modifications to a variety other provisions including, but not limited to, incorporation of previously adopted Non -Associated Resolution language modifications, and general clean-up language. A summary of these and all other negotiated provisions are included as Exhibit "A". Environmental Status: N/A Strategic Plan Goal: Improve long-term financial sustainability Develop, retain and attract quality staff Attachment(s): 1. Legislative Draft 2. Resolution No. 2014-32, "A Resolution of the City Council of the City of Huntington Beach Modifying Salary and Benefits for Non -Represented Employees" 11B -275- Item 11. - 3 dzW i Y may, '� s a s y}:. - _ A .: � � i NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION EXHIBIT A - NON -ASSOCIATED EMPLOYEES PAY AND BENEFIT PROVISION................................................................................................... 'I SECTIONI PAY..............................................................................................................'I A. SALARY SCHEDULE................................................................................................. 1 B. DIRECT DEPOSIT..................................................................................................... 1 C. ASSIGNED VEHICLE/AUTO ALLOWANCE.................................................................... 1 1. Department Heads..................................................................................................................1 SECTION II — HOURS OF WORK/OVERTIME/TIME OFF.............................................'I A. EXECUTIVE LEAVE................................................................................................... 1 B. FLEXIBLE AND ALTERNATIVE WORK SCHEDULES........................................................ 1 SECTION III — HEALTH AND OTHER INSURANCE BENEFITS ................................... 2 A. HEALTH INSURANCE................................................................................................ 2 1. Medical, Dental and Vision Insurance...................................................................................2 2. City and Employee Paid Health Insurance............................................................................2 3. Medical Cash Out...................................................................................................................7 4. Section 125 Plan.................................................................................................................... 7 B. LIFE AND ACCIDENTAL DEATH AND DISMEMBERMENT INSURANCE ............................. 10 C. LONG-TERM DISABILITY INSURANCE....................................................................... 10 D. CITY -PAID PHYSICAL EXAMINATIONS........................................................................ 8 E. MISCELLANEOUS...................................................................................................11 F. RETIREE MEDICAL COVERAGE FOR RETIREES NOT ELIGIBLE FOR THE CITY MEDICAL RETIREE SUBSIDY PLAN........................................................................................ 11 G. POST-65 SUPPLEMENTAL MEDICARE COVERAGE .................................................... 11 SECTION IV — RETIREMENT.......................................................................................'12 A. BENEFITS............................................................................................................... 9 1 . 9 2. Self -Funded Supplemental Retirement Benefit..................................................................... 9 3. Medical Insurance for Retirees.............................................................................................. 9 B. PUBLIC EMPLOYEES' RETIREMENT SYSTEM CONTRIBUTIONS AND REPORTING ............ 9 14. 2.5 PeFGeRt 2t Age 55 FermulaMiscellaneous Unit Members.................................................12 25. 310%) at Age 59 Form6qaSafetv Unit Members...........................................10 3. IRS Code 414 h 2 46. Pre -Retirement Optional Settlement 2 Death Benefit............................................................ 5. Fourth Level of 1959 Survivor Benefits.. .................................................................................. 15 6.9. VEBA Plan Requirements..................................................................................................12 Eligibility13efine�................................................................................ ................... ,..-12 ....................... ......... .........-12 ....................................................... ............. ..... ...... Leave payeut -12 t' i _ i 1 .....7. _: -................._............................................._....._....._.................._......................................._.._.........._...., ..�_..�..:; I3...�....,:�_Yf`rLe..i_�p.T.�r.....i{...._ .Y...x-.(:.)..-rlrr;�r:-;4c r+ �.p}............_............................ .._......... ................_........_.............._....._......{..........................................._... .................._. a /EXHIBIT A To Non -Associated Resolution Leg Draft 07-07-14. doex 14TA _-)7A_ NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION 44, .............................................................................................. tio4 -15 kldeMR44-. t -15 ............................... 16 ........................................16 SECTION V — LEAVE BENEFITS................................................................................16 A. GENERAL LEAVE................................................................................................... 16 1. Accrual.................................................................................................................................10 2. Eligibility and Approval.........................................................................................................11 3. Leave Benefit Entitlements..................................................................................................17 4. Conversion to Cash.............................................................................................................17 B. HOLIDAYS AND PAY PROVISIONS............................................................................ 18 C. SICK LEAVE.......................................................................................................... 18 1. Accrual.................................................................................................................................12 2. Credit....................................................................................................................................12 3. Usage...................................................................................................................................12 4. Payoff at Termination...........................................................................................................12 D. BEREAVEMENT LEAVE........................................................................................... 19 E. VOLUNTARY CATASTROPHIC LEAVE DONATION PROGRAM ........................................ 13 SECTION VI — RETIREE SUBSIDY MEDICAL PLAN .................................................. 20 SECTION VII - MISCELLANEOUS...............................................................................14 A. COLLECTION OF PAYROLL OVERPAYMENTS............................................................. 14 B. UNIFORMS AND CALPERS REPORTING.................................................................. 14 EXHIBIT 1 - NON -ASSOCIATED SALARY SCHEDULE.............................................15 EXHIBIT 2 - RETIREE MEDICAL PLAN......................................................................18 EXHIBIT 3 - 9/80 WORK SCHEDULE.......................................................................... 29 EXHIBIT 4 - VOLUNTARY CATASTROPHIC LEAVE DONATION ............................. 24 ;.........: ;:::...:..,o..._ . ...................... .....................__............. ...._................................ .... ............._............. .1 i._� lac..-.,h.t�4_ a F 47-!—} N 1 /EXHIBIT A To Non -Associated Resolution Leg Draft 07-07-14. d ocx Item 11. - NON -ASSOCIATED EMPLOYEES PAY AND BENEFIT PROVISIONS EXHIBIT A SECTION I — PAY A. Salary Schedule All current Non -Associated employees shall receive the salaries as identified in Exhibit 1. -The City Council shall set the salaries of the elected executive management positions identified in Exhibit 1, at any rate within the designated salary range. 2. -.The The amity-Adm�n,;r�t City Manager is authorized to set the salaries of the non - _ elected executive management positions identified in Exhibit 1 at any rate at or below the control point of the designated salary range. The Cgy-A&4 a C Manager is authorized to increase the salary by any percentage not greater than 5% based upon performance at annual review and market data; however, no salary for a new employee may be set above the control point at any time without City Council approval. B. Direct Deposit All Non -Associated employees are required to utilize direct deposit of payroll checks. C. Assigned Vehicle/Auto Allowance 1. Department Heads Appointed Department Heads and the City Clerk, City Treasurer, and City Attorney shall have the option of an assigned City vehicle or an auto allowance in the amount of two hundred thirty dollars and seventy-seven cents ($230.77) per bi-weekly pay period plus reimbursement of out-of-town travel at the approved mileage rate. SECTION II — HOURS OF WORK/ TIME OFF A. Executive Leave Non -Associated exempt employees shall not be eligible for overtime compensation. Exempt department heads shall be credited with eighty (80) hours of executive leave per calendar year. B. Flexible and Alternative Work Schedules 1. 5/40 Work Schedule The 5/40 work schedule shall be defined as working five (5) eight (8) hour days Monday through Friday each week with a one -hour lunch during each work shift, totaling a forty (40) hours work week. 2. 9/80 Work Schedule The 9/80 work schedule, as outlined in Exhibit 3, shall be defined as working nine (9) days for eighty (80) hours in a two week pay period by working eight (8) days at nine (9) NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION hours per day and working one (1) day for eight (8) hours (Friday), with a one -hour lunch during each work shift, totaling forty (40) hours in each FLSA designated work week. The 9/80 work schedule shall not reduce service to the public, departmental effectiveness, productivity and/or efficiency as determined by the City -AdT 4R4stratorCity Manager or designee. 3. Alternative Work Schedule Non -associated employees may elect any alternative work schedule approved by the City AdrRiRistFatGCity Manager or designee. SECTION III — HEALTH AND OTHER INSURANCE BENEFITS A. Health Insurance 1. Medical, Dental and Vision Insurance The City shall continue to make available group medical, dental and vision benefits to all Non -Associated employees. 2. City and Employee Paid Health Insurance The City and the employee shall pay for health insurance premiums for employees and qualified dependent(s) effective the first of the month following the employee's hire date. The employee payroll deduction for premium contributions shall be deducted on a pre- tax basis. Such deductions shall be aligned with the effective date of coverage and the ending date of coverage upon employment separation. The employee's payroll deduction amount shall begin no later than the beginning of the first full pay period following the effective date of coverage and pro -rated for coverage through the end of the month in which employment was separated. Exhibit "A" to N/A Resolution T-TR-')7()- Item 11. NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION i. Health Plan Employee and Employer Contributions Chart for Classifications in EXHIBIT 1 tPm 1 1 _ R `A" to N/A Resolution VTR _ )R(1 NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION • M­ �1411 011 M-16-m- DRAFT 2014 Health Premiums and Contributions Effective 8/1/2014 Non -Associated Exhibit "A" to N/A Resolution 44P _') 5z 1 Item 11. - 1. NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION Medicai Opt -Out: $340.76 per month (or $157.27 bi-wk! tPm 1 1 _ i n"to N/A Resolution 121tim,ft NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION ii. Member" Health Premiums — Employer Contribution _"Safety Employees that are classified as "safety member' by the California Public Employees' Retirement System (CaIPERS) may have access to the medical plans offered by CaIPERS as contracted by the City. In accordance with eligibility provisions, the Police Chief and the Fire Chief may elect to enroll in the CaIPERS health insurance program offered by the City. The City's maximum monthly employer contributions for the CaIPERS health insurance program is set forth in the chart below. The amounts listed below include the mandated Public Employees' Medical and Hospital Care Act (PEMHCA) contribution. 'a, \. .. -E-QNL-v_ 5407.02 S73.1..740 432._.64 $43-P,,00 S360:60 24.-87 $5B.31. $22-33 EE *.._I Q-9 $4-462:39 � 6� S7-24. � EE+24 R MORE $�-�-.�� 5.4.;� $4-;�- 4� �� {a4 99 6 9 7 S 46 S?,z:32 c Ts y� �" xW �eJ Y r �`:-„".' WE � � k h� ( ��t3'Kr"''`�f�#�' 'PP4P � S .F, i•""S'4'�l" �^:."=, ... .. 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Si4tole 34646 304-43 44-73 689 Kalcer Two_Pa.rt. 69.2� °3v 6.1..?..:06 8.1..:32 37.53 Faaa+ly 940 54 792 44.8.34 54.6a &Wgie 388-83 30 4-43 97-40 40 Plue- Shield ...ki.M.Q Two -Party 84-7-:37 6.1..1..:0.6 236.34 1.0.9.0.7. Family 1-996.88 7-92-20 304 F�& 440 62 Q. Bdue-��Neid--PP--B Sirr}I2. 507--93 44 —45 96.78 44 67 139.Gg Two -Party 1:073.84 772:48 301.36 Consolidated Family 4- 330-84- 936.47" 394-34 442.90 M :. RM � Single 57.86 45.02 42.84 5.93 Delta-9enta4-PP0 Two-P.a.rt 108:02 85.91. 22.:.4-1 10.20 .amigy 1.4.2._36 1-22.48 20.48 9,31 Single 24:87 24:-15 0:-72 0:33 Delta -Care -HMO TtnGc Party 4.2...2.9 4.1..,0.7 1..:22 0.56 Family 64-67 62:80 1-:87 0:86 `.. % ` �' '�• ... ... . \ =^ ` , f 1. Y g;." \ �..•�\ S44" 22� 4-8--46 4-47 2-06 VS.P TW'0—Pa4#_a 22_,C�l3 4-$46 447- 2--06 Fa i,y 2— -g ftPm 1 1 _ 1 to N/A Resolution 1 1R _,)Rd_ NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION 2014 Health Premiums and Contributions Effective 8/1/2014 Non -Associated - Safety PERS - Anthem HMO Select Two -Par Family Single PERS Anthem HMO Traditional Two -Par Fami! �. angle PERS Blue Shield HMO Two -Par Familv Sin le PERS Blue Shield NetValue Two -Par Family Sin le PERS Health Net Salud v Mas Two -Par Familv �.. Single PERS Health Net SmartCare Two -Par Familv ... \ys Sin le PERS United healthcare Two -Par Family 17 457.17 914.34 118�8.64 489.82 979.64 1273.53 da �. 568.51 1137.02 1478.13 PERS Single 602.79 Kaiser Two -Part 1205.58 Familv 1567.25 Sin le 612 25 mg-Partymg-Earty 1224.50 Familv 1591.85 Sin !e 586.32 yq:Earty 1172.64 Familv 1524.43 Sirs n+o- Far uB -_28>. t .. I3i-Weekly „« .4 Contrib 340.76 196.23 90.57 674.36 399.62 184.44 870.04 526.13 242.83 340.76 251.44 116.05 674.36 510.04 235.40 870.04 669.68 309.08 `. :,. 340.76 202.45 93.44 674.36 412.06 190.18 R7n n4 542.31 250.30 340.76 116.41 53.73 674.36 239.98 110.7E 870.04 318.60 147.0E ;;... 40 340.76 149.06 68.80 674.36 305.28 140.9( 870.04 403.49 186.2: 340.76 227.75 10- 674.36 462.66 213.5z 870.04 608.09 280.6E moo.,; �� 340.76 180.25 83.19 674.36 367.66 169.E 674.36 531.22 245,18 870.04 697.21 321.79 > a " " 450.48 161.77 74.66 835.78 388.72 179.41 1014.31 577.54 266.56 .= 450.48 135.84 62.70 835.78 336.86 155.47 1014.31.. 510.12 235,44, 450 48 187. 74 86.65 835.78 440.66 203.38 1014.31 645.06 297.72 Item 11. - 13 NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION Single f 34.00 450.48 183.52 PORAC Two -Party 1186.00 835.78 350.22 Family 1507.00 1014.31 492.69 Single 65.00 45.02 19.98 Delta Dental PPO Two -Part 121.40 85.91 35.49 Family 16000 122.18 37.82 Single 28.88 28.88 0.00 0.00 Delta Care HMO Two -Part 49.10 49A 0 0.00 0.00 Family 75.10 75.10 0.00 0.00 Sinale 25.94 0.00 25.94 11.97 VSP Vision T_wo-Party 25.94 0.00 25.94 11.97 Family 25.94 0.00 25.94 11.97 Medical Opt -Out: $340.76 per month (or $157.27 bi-wkly) iii. Employees shall not be entitled to the difference between the employer contribution and the premiums for insurance plan(s) selected by the employee. iv. Future Premiums The City "caps" its contributions toward monthly group medical, dental and vision plan premiums by category (EE, EE + 1, and EE + 2 or more) as outlined in sections i and ii above. The City agrees to increase the contribution toward monthly group medical by $100 per plan, per tier, effective January 1, 2015. The employee and employer contributions rates set forth in sections i+ and ii+ above shall remain in effect in 2099154 and beyond unless otherwise modified by a successor Non -Associated Resolution. The City's contribution caps for dental and vision in effect as of August 1, 2014 shall not be increased. The City's contribution caps will remain in place, even if premium increases result in these additional costs being borne by the employee. 3. Medical Cash Out If an employee is covered by a medical program outside of a City -provided program (evidence of which must be supplied to Human Resources), they employee may elect to discontinue City medical coverage and receive the monthly value of the City's contribution to the lowest cost employee -only medical pjan de4 paid bi-weekly. 4. Section 125 Plan Employees shall be eligible to participate in a City -approved Section 125 Flexible Spending Account Plan the same as all other eligible employees, as provided by IRS Item 11. - 14"loI/Ax"o'°tron I1B -28 - NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION law. This plan allows employees to use pre-tax salary to pay for regular childcare, adult dependent care and/or medical expenses. B. Life and Accidental Death and Dismemberment Insurance Each Non -Associated employee shall be provided with $50,000 life insurance and $50,000 accidental death and dismemberment insurance paid for by the City. Each employee shall have the option, at his/her own expense, to purchase additional amounts of life insurance and accidental death and dismemberment insurance to the extent provided by the City's current providers. Evidence of insurability is contingent upon total participation in additional amounts. C. Long -Term Disability Insurance This program provides for each incident of illness or injury, a waiting period of thirty (30) calendar days during which the Non -Associated employee may use accumulated sick leave, general leave, executive leave pay. Subsequent to the thirty-(30) day waiting period, the employee will be covered by an insurance plan paid for by the City providing sixty-six and two- thirds percent (66 2/3%) of the first $12,500 of the employee's basic monthly earnings up to a maximum monthly benefit of $8,332.50. The maximum benefit period for disability due to injury or illness shall be to age sixty-five (65). Days and months refer to calendar days and months. Benefits under the plan are integrated with sick leave, Worker's Compensation, Social Security and other non -private program benefits to which the employee may be entitled. Disability is defined as: "The inability to perform all of the duties of regular occupation during two years and thereafter the inability to engage in any employment or occupation, for which he/she is fitted by reason of education, training or experience." Rehabilitation benefits are provided in the event the individual, due to disability, must engage in other occupation. Survivor's benefits continue the plan payment for three (3) months beyond death. A copy of the plan is on file in the Human Resources Department. D. City -Paid Physical Examinations Non -Associated employees shall be provided, once every two years, with a City -paid physical examination comparable to the current pre -placement class physical examination or reimbursed the amount authorized for said physical examination. No more than one-half of the eligible employees shall receive examinations in any one fiscal year. Said exam shall be comprehensive in nature and shall include: 1. A complete medical history, physical exam and review of results by physician. 2. Health testing including vision, hearing, breathing, chest x-ray and stress EKG. 4. Laboratory test including standard chemical test, blood count, HDL, urinalysis and stool test for blood. Flxhibit "A" to N/A Resolution TNR -7 � 7- Item 11. - 1 NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION E. Miscellaneous When a Non -Associated employee is on a leave of absence without pay for reason of medical disability, the City shall maintain the City -paid insurance premiums during the period the employee is in a non -pay status for the length of said leave, not to exceed twenty-four (24) months. F. Retiree Medical Coverage for Retirees Not Eligible for the City Medical Retiree Subsidy Plan Employees who retire from the City after January 1, 2004, and are granted a retirement allowance by the California Public Employees' Retirement System and are not eligible for the City's Retiree Subsidy Medical Plan may choose to participate in City -sponsored medical insurance plans until the first of the month in which they turn age sixty-five (65). The retiree shall pay the full premium for City -sponsored medical insurance for themselves and/or qualified dependents without any City subsidy. Employees who retire from the City and receive a retirement allowance from the California Public Employees' Retirement System and are not eligible for the City's Retiree Subsidy Medical Plan and choose not to participate in City -sponsored medical insurance upon retirement permanently lose eligibility for this insurance. However, if a retiree who is not eligible for the City's Retiree Subsidy Medical Plan chooses not to participate in City -sponsored medical insurance plans because the retiree has access to other group medical insurance, and subsequently loses eligibility for that group medical insurance, the retiree and their qualified dependents will have access to City -sponsored medical insurance plans reinstated. Eligibility for Retiree Medical Coverage terminates the first of the month in which the retiree or qualified dependent turns age sixty-five (65). G. Post-65 Supplemental Medicare Coverage Retirees who are participating in the Retiree Subsidy Medical Plan as of January 1, 2004 and all future retirees who meet the criteria to participate in City -sponsored medical insurance, with or without the Retiree Medical Subsidy Plan, may participate in City -sponsored medical insurance plans that are supplemental to Medicare, after a contract is in place between the City and a health insurance provider. A retiree or qualified dependent must choose to participate in City -sponsored medical insurance plans that are supplemental to Medicare beginning the first of the month in which the retiree or qualified dependent turns age sixty-five (65). The retiree shall pay the full premium to participate in City -sponsored medical insurance plans that are supplemental to Medicare for themselves or qualified dependents without any City subsidy. Retirees or qualified dependents, upon turning age 65, who choose not to participate in City - sponsored medical insurance plans that are supplemental to Medicare permanently lose eligibility for this insurance. �i"to N/A Resolution IJQ -7QQ NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION SECTION IV — RETIREMENT A. Benefits • W - ea. -It- N -•- -51 elm _.. 1. -2. Self -Funded Supplemental Retirement Benefit In the event a Non -Associated employee member elects Option #1, #2, #2W, #3, #3W or #4 of the Public Employees' Retirement law, the City shall pay the difference between such elected option and the unmodified allowance which the member would have received for his or her life alone as provided in California Government Code sections 21455, 21456, 21457, and 21548 as said referenced Government Code sections exist as of the date of this agreement. This payment shall be made only to the member (Non -Associated employee), shall be payable by the City during the life of the member, and upon that member's death, the City's obligation shall cease. Unless previously excluded by employment or resolution, eligibility for this benefit is limited to employees hired before December 27, 1997. 2. --3. Medical Insurance for Retirees a. Upon retirement, whether service or disability connected, each Non Associated employee shall be entitled to cause self, spouse and dependents to participate fully in the City's group health insurance program at the equivalent of the City's group premium rate in accordance with the provisions specified by Consolidated Omnibus Budget Reconciliation Act of 1985 (COBRA). Such participation shall be at employee's expense and upon terms, conditions and restrictions currently in effect. b. As an alternative to the benefit described in paragraph IV.A.23.a above, the City will provide a financial contribution towards the cost of retiree medical premiums as described in Section VI. B. Public Employees' Retirement System Contributions and Reporting 1.4. PERS 2.5°-5-5-Miscellaneous Unit Members fAMIS- - - .. - - - - s - . " Wil E++. ct; n st7af--e- f-P...ER-S-. Exhibit "A" to N/A Resolution T-TR -'?RQ- Item 11. - 1 / NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION a. The Citv shall provide all miscellaneous em to ees described as "classic members by the Public Employees' Pension Reform Act of 2013 — "PEPRA" with that certain retirement program commonly known and described as the "2.5% at age 55 plan" which is based on the retirement formula as set forth in the California Public Em to ees' Retirement S stem PERS Section 21354 of the California Government Code. b. Effective at the beginning of the pay period of July,,19 2014, following City Council approval of this MOU all miscellaneous bar ainin unit "classic members" shall Pav to PERS as part of the required member retirement contribution eight percent 8% of pensionable income. This provision shall not sunset at the end of this agreement. c. The Cit shall contract with PERS to have retirement benefits calculated based upon the "classic" employee's highest one fear's compensation, pursuant to the provisions of Section 20042 (highest single year). d. The obligations of the City and the retirement lights of em to ees as provided in this Article shall survive the term of this MOU e. For "New" Members within the meaninq of the California Public Employees' Pension Reform Act of 2013. 1) New Members shall be governed bar the two percent at age 62 (2% 62) retirement formula set forth in Government Code section 7522.20. 2 Final compensation will be based on the highest annual average compensation earnable during the 36 consecutive months immediately precedingthe effective date of his or her retirement or some other 36 consecutive month period designated by the member. 3 Effective January 1 2013 "new" members as defined by PEPRA and determined by_CaIPERS shall contribute one half (50%) of the normal cost as established by CalPERS. 2. 5. ° Safet Unit Members - - cs- :.�'.-. t ^ -, n,^�i (`"f(! nn,^6 r•: {�rnn cn� nh 4t^. �"-�.�.N)���� �:�- ���d. d..t h a ±-in-.4Aes...S.epte i b a 3C ..2OI-1- tPm 1 1 _ I R " to N/A Resolution TAR _,)Qfl NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION S�et§� yee fak, a# 2Ot?9- 1 � ffeur,,,,a era � p it a) The City shall provide all safety employees described as "classic" members by the Public Employees' Pension Reform Act of 2013 — "PEPRA" with that certain retirement ro ram common) known and described as the "3% at age 50 plan" which is based on the retirement formula as set forth in the California Public Employees' Retirement System (PERS). Section 21362.2 of the California Government Code. b) Effective at the beainnina of the oav period of Julv 19, 2014, following Cit Council approval of this MQU, all safety employees described as "classic" members shall pay to PERS as art of the re uired member retirement contribution nine percent 9% of pensionable income. This provision shall not sunset at the end of this agreement. c) The City shall contract with PERS to have retirement benefits calculated based upon the "classic" employee's highest one year's com ensation. pursuant to the provisions of Section 20042 (highest single year). d) The obli ations of the Citv and the retirement rights of employees as provided in this Article shall survive the term of this MQU e For "New" Members within the mea iing of the California Public Em to ees' Pension Reform Act of 2013. 1 New Members shall be governed by the two and seven tenths percent at age 57 2.7% 57 retirement formula set forth in Government Code section 7522.25(d 2 Final compensation will be based on the highest annual avera e compensation earnable during the 36 consecutive months immediate) precedinq the effective date of his or her retirement or some other 36 consecutive month period designated by the member. 3 Effective Janua 1, 2013 "new" members as defined by PEPRA and determined b CaIPERS shall contribute one half 50°I° of the normal cost, as established by CalPERS. 3. IRS Code Section 414 h 2 The City has adopted the CalPERS Resolution in accordance with IRS Code section 414(h)(2) to ensure that both the employee contribution and the City pickup of the required member contribution are made on a re -tax basis. However, ultimate) the tax status of anv benefit is determined by the law. 4. 6-Pre-Retirement Optional Settlement 2 Death Benefit Exhibit "A" to N/A Rcsolution TAR -741 - Item 11. - 1 NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION Non -Associated employees shall be covered by the Pre -Retirement Optional Settlement 2 Death Benefit as identified in Section 21548 of the California Government Code when approved by the City Council. -4.7-. Fourth Level of 1959 Survivor Benefits Non -Associated employees shall be covered by the Fourth Level of the 1959 Survivor Benefit as identified in Section 21574 of the California Government Code. 5.8. VEBA Plan Requirements a. Eligibility Defined Effective December 23, 2009, all eligible Unrepresented Management Employees with 25 years of continuous service to the City of Huntington Beach will participate in the Plan. An eligible employee is an employee who works twenty (20) or more hours per week and receives benefits. b. Employee Contributions c. Leave Payout Each eligible unrepresented management employee shall designate all leave payouts to be rolled over to his/her VEBA Plan account based on the established range upon separation from City employment. d. Participant Account A separate account is maintained for each contributing eligible unrepresented management employee, which documents the employee's contributions and disbursements. Contributions to a VEBA plan account as well as any disbursements to cover nonreimbursed, post -tax medical care expenses are both tax free. Eligible benefits subject to reimbursement by the Plan shall be limited to long-term care expenses and nonreimbursed medical premiums, co -pays, prescribed drug expenses and other medical care costs as that term is defined by the Internal Revenue Code Section 213. e. Administrative Fees Any Plan administrative fees will be deducted from interest on the total Plan investments. An eligible unrepresented management employee's Plan account is subject to a monthly administrative fee for expenses related to recordkeeping, claims processing, and claims reimbursement. The fee will first be deducted from interest on total plan investments, and then deducted, if necessary, from the employee's individual account. f. Dispute Resolution This Resolution and any disputes arising under or in connection with this Resolution shall not be subject to any dispute resolution procedures in the City's Personnel f 'M — toN/A Resolution AR _7Q7 NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION Rules, nor shall this Resolution and any such dispute relating thereto be subject to the jurisdiction of the City's Personnel Board for any reason whatsoever. g. Indemnification All Unrepresented Management Employees agree to indemnify and hold the City of Huntington Beach harmless against any claims made of any nature and against any suit instituted against the City arising from this Resolution, including, but not limited to, claims arising from an employee's participation in VEBA or from any salary reduction initiated by the City for VEBA contributions. 3 Z_ -_ .. .. -- -,- .. . . -- ..0 .. J. _ -- r. -M ^ -.-_ MOV SECTION V — LEAVE BENEFITS A. General Leave 1. Accrual Employees will accrue General Leave at the accrual rates outlined below. General leave may be used for any purpose, including vacation, sick leave, and personal leave. General leave for non -associated employees shall be accrued as follows: Years of Service Annual General Leave Allowance Biweekly General Leave Allowance First through Fourth Year 176 hours 6.77 Fifth through Ninth Year 200 hours 7.69 Tenth through Fourteenth Year 224 hours 8.62 Fifteenth Year and Thereafter 1 256 hours 1 9.85 Exhibit "A" to N/A Resolution Item 11. - 2 NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION 2. Eligibility and Approval General leave must be pre -approved except for illness, injury or family sickness, which may require a physician's statement for approval. General leave accrued time is to be computed from hiring date anniversary. Members shall not be permitted to take general leave in excess of actual time earned. Members shall not accrue general leave in excess of six hundred forty (640) hours. Employees may not use their general leave to advance their separation date on retirement or other separation from employment. 3. Leave Benefit Entitlements The City shall comply with all State and Federal leave benefit entitlement laws. An eligible employee on an approved leave shall be allowed to use applicable earned Sick Leave, General Leave, or Executive Leave for family or personal health issues. For more information on employee leave options contact the Human Resources Department. 4. Conversion to Cash a. Pay Off at Termination An employee shall be paid for unused general leave upon termination of employment at which time such terminating employee shall receive compensation at their current salary rate for all unused, earned general leave to which they are entitled up to and including the effective date of their termination. b. Conversion to Cash Two times during each fiscal year, each permanent employee shall have the option to convert into a cash payment or deferred compensation up to a total of one hundred -twenty (120) general leave benefit hours per fiscal year. The employee shall give payroll two (2) weeks advance notice of their decision to exercise such option. c. One Week Minimum Vacation Requirement The Gity Administr-aWCitv Manager may require certain positions which handle money or transfer funds to take a minimum of one week, (i.e., five consecutive work days) paid vacation each calendar year. d. Deferred Compensation Contribution at Time of Separation The value of any unused earned leave benefits may be transferred to deferred compensation at separation (including retirement), but only during the time that the employee is actively employed with the City. The latest opportunity for such transfer must be the beginning of the pay period prior to the employee's last day of employment. tp.m _ to N/A Resolution T_TR _7QQ NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION B. Holidays and Pay Provisions 1. Non -Associated employees shall receive the following legal holidays as of the first pay period following adoption of the Non -Associated Resolution paid in full per the employee's regularly scheduled work shift: (1) New Year's Day (January 1) (2) Martin Luther King Day (third Monday in January) (3) Presidents Day (third Monday in February) (4) Memorial Day (last Monday in May) (5) Independence Day (July 4) (6) Labor Day (first Monday in September) (7) Veteran's Day (November 11) (8) Thanksgiving Day (fourth Thursday in November) (9) The Friday after Thanksgiving (10) Christmas Day (December 25) 2. Any day declared by the President of the United States to be a national holiday or by the Governor of the State of California to be a state holiday and adopted as an employee holiday by the City Council of the City of Huntington Beach. 3. For Civic Center holiday closure purposes, holidays which fall on Sunday shall be observed the following Monday, and those falling on Saturday shall be observed the preceding Friday. C. Sick Leave 1. Accrual No employee shall accrue sick leave. 2. Credit Employees assigned to Non -Associated shall carry forward their sick leave balance and shall no longer accrue sick leave credit. 3. Usage Employees may use accrued sick leave for the same purposes for which it was used prior to December 25, 1999. Sick leave shall not be used to extend absences due to work related (industrial) injuries or illnesses, this provision shall be added to Personnel Rule 18.10. 4. Payoff at Termination a. Non Associated employees with continuous service with the City since November 20, 1978, shall be entitled to the following sick leave payoff plan: At involuntary termination by reason of disability, or by death, or by retirement, employees shall be compensated at their then current rate of pay for seventy-five percent (75%) of all unused sick leave accumulated as of July 1, 1972, plus fifty Exhibit "A" to N/A Resolution HR Item 11. - 2. NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION percent (50%) of unused sick leave accumulated subsequent to July 1, 1972, up to a maximum of seven hundred and twenty hours (720) of unused, accumulated sick leave, except as provided in paragraph V.C.5.d below. Upon termination for any other reason, employees shall be compensated at their then current rate of pay for fifty percent (50%) of all unused accumulated sick leave, up to a maximum of 720 hours of such accumulated sick leave. b. Non -Associated employees hired after November 20, 1978 shall be entitled to the following sick leave payoff plan: Upon termination, all employees shall be paid, at their then current salary rate, for twenty-five percent (25%) of unused, earned sick leave to 480 hours accrued, and for thirty-five percent (35%) of all unused, earned sick leave in excess of 480 hours, but not to exceed 720 hours, except as provided in paragraph V.C.2.c below. c. Except as provided in paragraph V.C.5.d below, no Non -Associated employee shall be paid at termination for more than 720 hours of unused, accumulated sick lave. However, employees may utilize accumulated sick leave on the basis of "last in, first out," meaning that sick leave accumulated in excess of the maximum for payoff may be utilized first for sick leave, as defined in Personnel Rule 18-8. d. Non -Associated employees who had unused, accumulated sick leave in excess of 720 hours as of July 5, 1980, shall be compensated for such excess sick leave remaining on termination under the formulas described in paragraphs V.C.5.a and b above. In no event shall any employee be compensated upon termination for any accumulated sick leave in excess of the "cap" established by this paragraph (i.e., 720 hours plus the amount over 720 hours existing on July 5, 1980). Employees may continue to utilize sick leave accrued after that date in excess of such "cap" on a "last in, first out" basis. To the extent that any such "capped" amount of excess sick leave over 720 hours is utilized, the maximum compensable amount shall be correspondingly reduced. (Example: Employee had 1,000 hours accumulated. Six months after July 5, 1980, employee had accumulated another 48 hours. Employee is then sick for 120 hours. Employee's maximum sick leave "cap" for compensation at termination is now reduced by 72 hours to 928.) D. Bereavement Leave Employees shall be entitled to bereavement leave not to exceed twenty-four (24) hours in each instance of death in the immediate family. Immediate family is defined as father, mother, sister, brother, spouse, children, grandfather, grandmother, stepfather, stepmother, step grandfather, step grandmother, grandchildren, stepsisters, stepbrothers, mother-in-law, father-in-law, son-in-law, daughter-in-law, brother-in-law, sister-in-law, stepchildren, or wards of which the employee is the legal guardian. E. Voluntary Catastrophic Leave Donation Program Under certain conditions, an employee may donate leave time to another employee in need. The program is outlined in Exhibit &4. tpM _ 7Q ' to N/A Resolution UP 1C}(, NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION SECTION VI — RETIREE SUBSIDY MEDICAL PLAN An employee who has retired from the City shall be entitled to participate in the City - sponsored medical insurance plans in accordance with the Retiree Subsidy Medical Plan as outlined in Exhibit 2. Employees hired on or after December 1, 2009, shall not be eligible for this benefit. SECTION VII — MISCELLANEOUS A. Collection of Payroll Overpayments In the event that a payroll overpayment is discovered and verified, and considering all reasonable factors including the length of time that the overpayment was made and if and when the employee could have reasonably known about such overpayment, the City shall take action to collect from the employee the amount of overpayment(s). Such collection shall be processed by payroll deduction over a reasonable period of time considering the total amount of overpayment. In the event the employee separates from employment during the collection period, the final amount shall be deducted from the last payroll check of the employee. If applicable, the balance due from the employee shall be communicated upon employment separation if the last payroll check does not sufficiently cover the amount due the City. It shall be the responsibility of the employee and the City to periodically monitor the accuracy of compensation payments or reimbursements due to the possibility of a clerical oversight or error. The City reserves the right to also collect compensation overpayments caused by or the result of misinterpretation of a pay provision by non -authorized personnel. The interpretation of all pay provisions shall be administered by the G4 Ada+ t City Manager or designee and as adopted by the City Council. Unauthorized compensation payments shall not constitute a past practice (1/03/05). B. Uniforms and CalPERS Reporting The City provides uniforms to active duty employees in the classifications of Police Chief and Fire Chief. These employees are required to wear a standard uniform for appearance, uniformity, and public recognition purposes. The City will report to the California Public Employees' Retirement System (CaIPERS) the average annual cost of uniforms as special compensation for each eligible employee in accordance with Title 2, California Code of Regulations, Section 571(a)(5). Exhibit "A" to N/A Resolution uR ,C,.,_ Item 11. - 1 NON -ASSOCIATED EMPLOYEE PAY AND BENEFIT PROVISIONS Iff.0h.190.0 UN Elm of FAM li • • AA! °�- �•a - s rt It ,;,fir tPm 1 1 _ 7Fi NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION EXHIBIT 1 NON -ASSOCIATED EXECUTIVE MANAGEMENT SALARY SCHEDULE EFFECTIVE JULY 19 2©14 3.75% Increase (1.750/6 for Police Chief Z,. �? v k a, rt,041 � � ��or trol 3 ` 1 , � �f3escr_�t��tA f'� � CYGh11T1XM RAAK1AC:GM1ZAIT 0591 I City Manager NAQ591 NA NA 123.31_ ncoNDT11/1CA1T U=ArlC 0510 Assistant Citv Mana er NA0510 - - m - - - - 82.49 _ _ _ _ _ 91.81 79.85 _ _ _ 102.19 0009 Director of Building & Safet NA0009 71.74 88.87 0014 Director of Communitv Services NAOQ14 71.74 79.85 79.85 88.87 88..87 0008 0574 Director of Economic Develment Director of Human Resources NA0008 NA0574 71.74 71.74 79.85 79.85 88.87 0479 Director of Information Services NA0479 71.74 88.87 0007 Director of Librar Services NA0007 67.23 74.82 83.29 96.25. 0021 001 C 0518 Director of Planning and Bu_iiding Director of Public Works Finance Director NA0021. NA0010 NA0518 77.69 86.48, 77.69, 77.69 86.48 96.25 86.48 96.25 001 Fire Chief NA0015 82.49 91.81 102.19 0011 Police Chief NA0011 82.49 91.81 102.19 C1rv1nCC1r'1A1 C 001 City Attorney Citv Clerk NA0016 _ - 96.29 107.17 119.28 0017 NA0017 67.23 74.82 83.29 Exhibit "A" to NSA Resolution 11B _299- Item 11 . - 2 NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION EXHIBIT 1 NON -ASSOCIATED EXECUTIVE MANAGEMENT SALARY SCHEDULE EFFECTIVE SEPTEMBER 272014 2.0% Increase f �,, hX .• � Elr Cht a ;• `Li Ea.[ i ii. ji � ., , b i Desr�trn .: Graclo ` Porgy f F P4435 t t ,,... a � v. i• .. « '. R ... »,.> rafts �: r �.sxr.:• it x, i F,A� EXEC,UTIVE MANAGEMENT F-c 591 I f itv Manager NA0591 NA NA Fl25.77 510 Assi§j2gLqL Manager NA0510 µ µ m _ - _ µ 84.14 _ _ _ 93.64 104.24 90.65 009 Director of Building & Safet NA0009 73.18 81.44 014 Director of Community Services NA0014 73.18 81.44 90.65 008 Director of Econoent NA0008 73.18 81.44 90.65 574 Director of Human Resources NA0574 73.18 81.44 90.65 479 Director of Information Services NA0479 73.18 81.44 90.65 007 Director of Libra[Services NA0007 68.57 76.32 84.96 021 Director of Plan nin and Buildinq NA0021 79.24 88.21 98.17 010 Director of Public Works NA0010 79.24 88.21 98.17 518 Finance Director NA0518 79.24 88.21 98.17 015 Fire Chief NA0015 84.14 93.64 104.24 011 Police Chief NA0011 84.14 93.65 104.23 Ft F _TIM nPFIMAI 1.q _ 016 Citv Attorne NA0016 - - 98.22 109.32 121.67 84.96 017 Citv Clerk NA0017 68.57 76.32 t 2I Pa# 593 Chief Assistant City Attorney NA0593 63.33 66.81 70.48 74.35 78.44 Item 11. - 28 „to N/A Resolution HB - }00- NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION EXHIBIT 2 RETIREE MEDICAL PLAN An employee who has retired from the City shall be entitled to participate in the City sponsored medical insurance plans and the City shall contribute toward monthly premiums for coverage in an amount as specified in accordance with this Plan, provided: A. At the time of retirement the employee has a minimum of ten (10) years of continuous full time City service or is granted an industrial disability retirement; and B. At the time of retirement, the employee is employed by the City; and C. Following official separation from the City, the employee is granted a retirement allowance by the California Public Employees' Retirement System. The City's obligation to pay the monthly premium as indicated shall be modified downward or cease during the lifetime of the retiree upon the occurrence of any one of the following: On the first of the month in which a retiree or dependent reaches age 65 or on the date the retiree or dependent can first apply and become eligible, automatically or voluntarily, for medical coverage under Medicare (whether or not such application is made) the City's obligation to pay monthly premiums may be adjusted downward or eliminated. Benefit coverage at age 65 under the City's medical plans shall be governed by applicable plan document. 2. In the event of the death of any employee, whether retired or not, the amount of the retiree medical insurance subsidy benefit which the deceased employee was receiving at the time of his/her death would be eligible to receive if he/she were retired at the time of death, shall be paid on behalf of the spouse or family for a period not to exceed twelve (12) months. D. Schedule of Benefits Minimum Eligibility for Benefits With the exception of an industrial disability retirement, eligibility for benefits begins after an employee has completed ten (10) years of continuous full time service with the City of Huntington Beach. Said service must be continuous unless prior service is reinstated at the time of his/her rehire in accordance with the City's Personnel Rules. Employees hired on or after December 1 2009 shall not be eligible for this benefit. 2. Disability Retirees Industrial disability retirees with less than ten (10) years of service shall receive a maximum monthly payment toward the premium for health insurance of $121. Payments shall be in accordance with the stipulations and conditions, which exist for all retirees. Payment shall not exceed dollar amount, which is equal to the full cost of premium for employee only. Exhibit "A" to N/A Resolution 14R -10]- Item 11. - 21 NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION 3. Marital Status — Married retirees eligible for benefits under the Retiree Medical Subsidy Plan may each receive the benefit earned pursuant to Section 4 — Maximum Monthly Subsidy Payments whether enrolled individually as the plan enrollee or whether enrolled as a dependent on any City -sponsored medical plan. a. In the case where a retiree is married to a City employee (active or retired) who is not an unrepresented/non-associated employee or retiree, this provision shall remain applicable. b. This provision shall apply to State of California registered domestic partners the same as married spouses. fam 1 1 _ 'In" to N/A Resolution I-TQ _ W) NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION 43. Maximum Monthly Subsidy Payments Payment amounts may be reduced each month as dependent eligibility ceases due to death, divorce or loss of dependent child status. However, the amount shall not be reduced if such reduction would cause insufficient funds needed to pay the full premium for the employee and the remaining dependents. In the event no reduction occurs and the remaining benefit premium is not sufficient to pay the premium amount for the employee and the eligible dependents, said needed excess premium amount shall be paid by the employee. All retirees, including those retired as a result of disability whose number of years of service prior to retirement, exceeds ten (10) years of continuous full time service, shall be entitled to maximum monthly payment of premiums by the City for each year of completed City service as follows: Maximum Monthly Payment for Retirements After: Years of Service Subsid 10 $121 11 136 12 151 13 166 14 181 15 196 16 211 17 226 18 241 19 256 20 271 21 286 22 300 23 315 24 330 25 344 Exhibit "A" to N /A Resolution u R -101- Item 11. - 3 NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION MISCELLANEOUS PROVISIONS A. Eligibility: 1. The effective start-up date of the Retiree Subsidy Medical Plan for the various employee groups shall be the first of the month following retirement date. 2. A retiree may change plans, add dependents, etc., during annual open enrollment. The Human Resources Department shall notify covered retirees of this opportunity each year. 3. Years of service computed for the Retiree Subsidy Medical Plan are actual years of completed service with the City of Huntington Beach. B. Benefits: 1. Retiree Subsidy Medical Plan includes any City sponsored medical plan offered by the City to active and/or retired unrepresented/non-associated employees Managed 2. City Plans are the primary payer for active employees age 65 and over, with Medicare the secondary payer. Retirees age 65 and over have no City Plan options and are eligible only for Medicare. 3. Premium payments are to be received at least one month in advance of the coverage period. C. Subsidies: 1. The subsidy payments will pay for: a. Retiree Subsidy Medical Plan. b. HMO. c. Part A of Medicare for those retirees not eligible for paid Part A. 2. Subsidy payments will not pay for: a. Part B Medicare. 126. Any other employee benefit plan. 1 cd. Any other commercially available benefit plan. de. Medicare supplements D. Medicare: tPm 11 _ 'I) " to N/A Resolution T TR _1 ()d NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION 1. All persons are eligible for Medicare coverage at age 65. Those with sufficient credit quarters of Social Security will receive Part A of Medicare at no cost. Those without sufficient credited quarters are still eligible for Medicare at age 65, but will have to pay for Part A of Medicare if the individual elects to take Medicare. In all cases, Part B of Medicare is paid for by the participant. 2:5. When a retiree and his/her spouse are both 65 or over, and neither is eligible for paid Part A of Medicare, the subsidy shall pay for Part A for each of them or the maximum subsidy, whichever is less. 3. When a retiree at age 65 is eligible for paid Part A of Medicare and his/her spouse is not eligible for paid Part A, the spouse shall not receive subsidy. When a retiree at age 65 is not eligible for paid Part A of Medicare and his/her spouse who is also age 65 is eligible for paid Part A of Medicare, the subsidy shall be for the retiree's Part A only. E. Cancellation: 1. For retirees/dependents eligible for paid Part A of Medicare, the following cancellation provisions apply: a. Coverage for a retiree under the Retiree Subsidy Medical Plan will be eliminated on the first day of the month in which the retiree reaches age 65. If such retiree was covering dependents under the Plan, dependents will be eligible for COBRA continuation benefits effective as of the retiree's 65th birthday. b. Dependent coverage will be eliminated upon whichever of the following occasions comes first: 1) After 36 months of COBRA continuation coverage, or 2) When the covered dependent reaches age 65 in the event such dependent reaches age 65 prior to the retiree reaching age 65. c. At age 65 retirees are eligible to make application for Medicare. Upon being considered "eligible to make application," whether or not application has been made for Medicare, the Retiree Subsidy Medical Plan will be eliminated. 2. See provisions under "Benefits," "Subsidies," and "Medicare" for those retirees/dependents not eligible for paid Part A of Medicare. 3. Retiree Subsidy Medical Plan and COBRA participants shall be notified of non- payment of premium by means of a certified letter from Employee Benefits in accordance with provisions of the Non -Associated Resolution. 4. A retiree who fails to pay premiums due for coverage and is in arrears for sixty (60) days shall be terminated from the Plan and shall not have reinstatement rights. Exhibit "A" to N/A Resolution 1411 Item 11. - I NON -ASSOCIATED EMPLOYEE PAY AND BENEFIT PROVISIONS EXHIBIT 3 - 9/80 WORK SCHEDULE This work schedule is known as "9/80". The 9/80 work schedule is designed to be in compliance with the requirements of the Fair Labor Standards Act (FLSA). In the event that there is a conflict with the current rules, practices and/or procedures regarding work schedules and leave plans, then the rules listed below shall govern. 9/80 WORK SCHEDULE DEFINED The 9/80 work schedule shall be defined as working nine (9) days for eighty (80) hours in a two week pay period by working eight (8) days at nine (9) hours per day and working one (1) day for eight (8) hours (Friday), with a one -hour lunch during each work shift, totaling forty (40) hours in each FLSA work week. The 9/80 work schedule shall not reduce service to the public, departmental effectiveness, productivity and/or efficiency as determined by the Git-y Ad 4n!&tr-.�City Manager or designee. A. Forty (40) Hour FLSA Work Week The actual FLSA workweek is from Friday at mid -shift (p.m.) to Friday at mid -shift (a.m.). No employee working the 9/80 work schedule will be able to flex their Friday start time nor the time they take their lunch break, which will be from 12:00 p.m. to 1:00 p.m. on Fridays. All employee work shifts will start at 8:00 a.m. on their Friday worked. The start of the FLSA workweek is 12:00 noon Friday. B. Two Week Pay Period The pay period for employees starts Friday mid -shift (p.m.) and continues for fourteen (14) days until Friday mid -shift (a.m.). During this period, each week is made up of four (4) nine (9) hour work days (thirty-six (36) hours) and one (1) four (4) hour Friday and those hours equal forty (40) work hours in each work week (e.g. the Friday is split into four (4) hours for the a.m. shift, which is charged to work week one and four (4) hours for the p.m. shift, which is charged to work week two). C. A/B Schedules To continue to provide service to the public every Friday, employees are to be divided between two schedules, known as the "A" schedule and the "B" schedule, based upon the departmental needs. For identification purposes, the "A" schedule shall be known as the schedule with a day off on the Friday in the middle of the pay period, or, "off on payday", the "B" schedule shall have the first Friday (p.m.) and the last Friday (a.m.) off, or "working on payday". An example is listed below: AMPS `�� AF Pam. ., 4 .�" 9 9 9 - - - - 9 9 9 9 4 , 4 Schedule 4 - - 9 B Schedule - - - - 9 9 9 9 4 4 - - 9 9 9 9 - - tam _ id =, LTD _'2tl(, NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION D. A/B Schedule Changes FLSA exempt employees may change A/B schedules at the beginning of any pay period with supervisor or sty d'a 4N_s r- rCity Manager approval. E. Emergencies All employees on the 9/80 work schedule are subject to be called to work any time to meet any and all emergencies or unusual conditions which, in the opinion of the Ad1-s iRistFa City Manager, or designee may require such service from any of said employees. LEAVE BENEFITS When an employee is off on a scheduled workday under the 9/80 work schedule, then nine (9) hours of eligible leave per workday shall be charged against the employee's leave balance or eight (8) hours shall be charged if the day off is a Friday. All leaves shall continue under the current accrual, eligibility, request and approval requirements. 1. General Leave — As stated in the Non -Associated Resolution. 2. Sick Leave —As stated in the Non -Associated Resolution. 3. Executive Leave — As stated in the Non -Associated Resolution. 4. Bereavement Leave — As stated in the Non -Associated Resolution. 5. Holidays - As stated in the Non -Associated Resolution. 6. Jury Duty — The provisions of the Personnel Rules shall continue to apply, however, if an FLSA exempt employee is called to serve on jury duty during a normal Friday off, Saturday, or Sunday, or on a City holiday, then the jury duty shall be considered the same as having occurred during the employees day off work, therefore, the employee will receive no added compensation. Exhibit "A" to N/A Resolution T-TR - 107_ Item 11. - 3, NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION Guidelines EXHIBIT 4 - VOLUNTARY CATASTROPHIC LEAVE DONATION 1. Purpose The purpose of the voluntary catastrophic leave donation program is to bridge employees who have been approved leave time to either; return to work, long-term disability, or medical retirement. Permanent employees who accrue vacation, general leave or compensatory time may donate such leave to another permanent employee when a catastrophic illness or injury befalls that employee or because the employee is needed to care for a seriously ill family member. The leave -sharing Leave Donation Program is Citywide across all departments and is intended to provide an additional benefit. Nothing in this program is intended to change current policy and practice for use and/or accrual of vacation, general, or sick leave. 2. Definitions Catastrophic Illness or Injury - A serious debilitating illness or injury, which incapacitates the employee or an employee's family member. Family Member - For the purposes of this policy, the definition of family member is that defined in the Family Medical Leave Act (child, parent, spouse or domestic partner). 3. Eligible Leave Accrued compensatory, vacation or general leave hours may be donated. The minimum donation an employee may make is two (2) hours and the maximum is forty (40) hours. 4. Eligibility Permanent employees who accrue vacation or general leave may donate such hours to eligible recipients. Compensatory time accrued may also be donated. An eligible recipient is an employee who: Accrues vacation or general leave; Is not receiving disability benefits or Workers' Compensation payments; and Requests donated leave. 5. Transfer of Leave The maximum donation credited to a recipient's leave account shall be the amount necessary to ensure continuation of the employee's regular salary during the employee's period of approved catastrophic leave. Donations will be voluntary, confidential and irrevocable. Hours donated will be converted into a dollar amount based on the hourly wage of the donor. The dollar amount will then be converted into accrued hours based on the recipient's hourly wage. An employee needing leave will complete a Leave Donation Request Form and submit it to the Department Director for approval. The Department Director will forward the form to Human Resources for processing. Human Resources, working with the department, will send out the request for leave donations. tPm 1 1 6 " to N/A Resolution UP _ ;nR NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION Employees wanting to make donations will submit an Authorization for Donation to the Human Resources Division (payroll). All donation forms submitted to payroll will be date stamped and used in order received for each bi-weekly pay period. Multiple donations will be rotated in order to insure even use of time from donors. Any donation form submitted that is not needed will be returned to the donor. 6. Other Please contact the Human Resources Department with questions regarding employee participation in this program. Exhibit "A" to N/A Resolution HB --09- Item 11. - 37 � NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION Voluntary Catastrophic Leave Donation Program Leave Request Form Requestor, Please Complete According to the provisions of the Voluntary Catastrophic Leave Donation Program, I hereby request donated vacation, general leave or compensatory time. MY SIGNATURE CERTIFIES THAT: ® A Leave of absence in relation to a catastrophic illness or injury has been approved by my Department; and • I am not receiving disability benefits or Workers' Compensation payments. ster Signature: Please submit this form to the Human Resources Department. Item 11. - 3 8 , to N/A Resolution HB _ 3 1 NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION Voluntary Catastrophic Leave Donation Program Leave Donation Form Donor, please complete Donor Name: (Please Print or Type: Last, First, MI) fork Phone: ionor Job Title: ype of Accrued Leave: ] Vacation ] Compensatory Time ] General Leave I understand that this voluntary donation of leave credits, once processed, is irrevocable; but if not needed, the donation will be returned to me. I also understand that this donation will remain confidential. I wish to donate my accrued vacation, comp or general leave hours to the Leave Donation Program for: Eligible recipient employee's name (Last, First, MI) ,Donor Signature: Date: Please submit to the Human Resources Department. Exhibit "A" to NSA Resolution NR-111 NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION KIM "AT - 6 e - - 101 • - tPm 11 - 40 " to N/A Resolution U n 11 NON -ASSOCIATED EMPLOYEE PAY AND BENEFIT PROVISIONS _®- fly• � - fl - s ® :: s� � _ FHB -� 1 �- Item 11. - 41 NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION ..,�-_ y, ,.,_ • � as -• -� •a tP.M 1 1 _ 47 " to N/A Resolution uR _,1-I ATTACHMENT #2 RESOLUTION NO. 2014- 32 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HUNTINGTON BEACH MODIFYING SALARY AND BENEFITS FOR NON -REPRESENTED EMPLOYEES WHEREAS, the City Council of the City of Huntington Beach desires to modify salary and benefits for non -represented employees upon adoption of this resolution, NOW, THEREFORE, the City Council of the City of Huntington Beach does hereby resolve as follows: 1. Salaries and benefits for Non -Represented employees shall be as reflected in Exhibit A, attached hereto and incorporated by this reference. 2. Except as modified herein existing benefits shall remain in effect. 3. Any resolution in conflict herewith, whether by minute action or resolution of the City Council heretofore approved, is hereby repealed. PASSED AND ADOPTED by the City Council of the City of Huntington Beach at a regular meeting thereof held on the 7.th day of July_____.________,_20.14._____..__._._____ of Human Resources X (lAI T A - A& -SOLU_77.0 _) NON -ASSOCIATED EMPLOYEES EMPLOYEES PAY AND BENEFITS RESOLUTION EXHIBIT A - NON -ASSOCIATED EMPLOYEES PAY AND BENEFIT PROVISION...................................................................................................1 SECTIONI PAY..............................................................................................................1 A. SALARY SCHEDULE................................................................................................. 1 B. DIRECT DEPOSIT..................................................................................................... 1 C. ASSIGNED VEHICLE/AUTO ALLOWANCE.................................................................... 1 1. Department Heads..................................................................................................................1 SECTION II - HOURS OF WORK/OVERTIME/TIME OFF.............................................1 A. EXECUTIVE LEAVE................................................................................................... 1 B. FLEXIBLE AND ALTERNATIVE WORK SCHEDULES........................................................ 1 SECTION III - HEALTH AND OTHER INSURANCE BENEFITS .................................... 2 A. HEALTH INSURANCE................................................................................................. 2 1. Medical, Dental and Vision Insurance...................................................................................2 2. City and Employee Paid Health Insurance............................................................................ 2 3. Medical Cash Out...................................................................................................................6 4. Section 125 Plan.................................................................................................................... 6 B. LIFE AND ACCIDENTAL DEATH AND DISMEMBERMENT INSURANCE ............................... 6 C. LONG-TERM DISABILITY INSURANCE......................................................................... 6 D. CITY -PAID PHYSICAL EXAMINATIONS........................................................................ 6 E. MISCELLANEOUS.....................................................................................................7 F. RETIREE MEDICAL COVERAGE FOR RETIREES NOT ELIGIBLE FOR THE CITY MEDICAL RETIREE SUBSIDY PLAN.......................................................................................... 7 G. POST-65 SUPPLEMENTAL MEDICARE COVERAGE...................................................... 7 SECTIONIV - RETIREMENT......................................................................................... 8 A. BENEFITS............................................................................................................... 8 1. Self -Funded Supplemental Retirement Benefit..................................................................... 8 2. Medical Insurance for Retirees..............................................................................................8 B. PUBLIC EMPLOYEES' RETIREMENT SYSTEM CONTRIBUTIONS AND REPORTING ............ 8 1. Miscellaneous Unit Members.................................................................................................8 2. Safety Unit Members............................................................................................................ 9 3. IRS Code 414(h)(2)...........................................................................................10 4. Pre -Retirement Optional Settlement 2 Death Benefit..........................................................10 5. Fourth Level of 1959 Survivor Benefits................................................................................10 6.. VEBA Plan Requirements....................................................................................................10 SECTION V - LEAVE BENEFITS................................................................................12 A. GENERAL LEAVE................................................................................................... 12 1. Accrual.................................................................................................................................12 2. Eligibility and Approval.........................................................................................................12 I Exhibit "A" to N/A Resolution Item 11. - 44 HB 1 6- NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION 3. Leave Benefit Entitlements..................................................................................................12 4. Conversion to Cash.............................................................................................................12 B. HOLIDAYS AND PAY PROVISIONS............................................................................ 13 C. SICK LEAVE.......................................................................................................... 13 1. Accrual...........................................................................:.....................................................13 2. Credit....................................................................................................................................14 3. Usage...................................................................................................................................14 4. Payoff at Termination...........................................................................................................14 D. BEREAVEMENT LEAVE........................................................................................... 15 E. VOLUNTARY CATASTROPHIC LEAVE DONATION PROGRAM ........................................ 15 SECTION VI - RETIREE SUBSIDY MEDICAL PLAN..................................................15 SECTIONVII - MISCELLANEOUS...............................................................................15 A. COLLECTION OF PAYROLL OVERPAYMENTS............................................................. 15 B. UNIFORMS AND CALPERS REPORTING.................................................................. 16 EXHIBIT 1 - NON -ASSOCIATED SALARY SCHEDULE.............................................17 EXHIBIT 2 - RETIREE MEDICAL PLAN......................................................................19 EXHIBIT 3 - 9180 WORK SCHEDULE.......................................................................... 23 EXHIBIT 4 - VOLUNTARY CATASTROPHIC LEAVE DONATION ............................. 25 Exhibit "A" to N/A Resolution uR -3] 7- Item 11. - 4: NON -ASSOCIATED EMPLOYEES PAY AND BENEFIT PROVISIONS EXHIBIT A SECTION I — PAY A. Salary Schedule All current Non -Associated employees shall receive the salaries as identified in Exhibit 1. 2. The City Council shall set the salaries of the elected executive management positions identified in Exhibit 1, at any rate within the designated salary range. 3. The City Manager is authorized to set the salaries of the non -elected executive management positions identified in Exhibit 1 at any rate at or below the control point of the designated salary range. The City Manager is authorized to increase the salary by any percentage not greater than 5% based upon performance at annual review and market data; however, no salary for a new employee may be set above the control point at any time without City Council approval. B. Direct Deposit All Non -Associated employees are required to utilize direct deposit of payroll checks. C. Assigned Vehicle/Auto Allowance 1. Department Heads Appointed Department Heads and the City Clerk, City Treasurer, and City Attorney shall have the option of an assigned City vehicle or an auto allowance in the amount of two hundred thirty dollars and seventy-seven cents ($230.77) per bi-weekly pay period plus reimbursement of out-of-town travel at the approved mileage rate. SECTION II — HOURS OF WORK/ TIME OFF A. Executive Leave Non -Associated exempt employees shall not be eligible for overtime compensation. Exempt department heads shall be credited with eighty (80) hours of executive leave per calendar year. B. Flexible and Alternative Work Schedules 1. 5/40 Work Schedule The 5/40 work schedule shall be defined as working five (5) eight (8) hour days Monday through Friday each week with a one -hour lunch during each work shift, totaling a forty (40) hours work week. 2. 9/80 Work Schedule The 9/80 work schedule, as outlined in Exhibit 3, shall be defined as working nine (9) days for eighty (80) hours in a two week pay period by working eight (8) days at nine (9) hours per day and working one (1) day for eight (8) hours (Friday), with a one -hour tAm 1 1 - AAi"to N/A Resolution uR ; 1 Q NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION I'1 lunch during each work shift, totaling forty (40) hours in each FLSA designated work week. The 9/80 work schedule shall not reduce service to the public, departmental effectiveness, productivity and/or efficiency as determined by the City Manager or designee. 3. Alternative Work Schedule Non -associated employees may elect any alternative work schedule approved by the City Manager or designee. SECTION III — HEALTH AND OTHER INSURANCE BENEFITS Health"Insurance 1. Medical, Dental and Vision Insurance The City shall continue to make available group medical, dental and vision benefits to all Non -Associated employees. 2. City and Employee Paid Health Insurance The City and the employee shall pay for health insurance premiums for employees and qualified dependent(s) effective the first of the month following the employee's hire date. The employee payroll deduction for premium contributions shall be deducted on a pre-tax basis. Such deductions shall be aligned with the effective date of coverage and the ending date of coverage upon employment separation. The employee's payroll deduction amount shall begin no later than the beginning of the first full pay period following the effective date of coverage and pro -rated for coverage through the end of the month in which employment was separated. Exhibit "A" to N/A Resolution uR_)IQ_ Item 11. - 4' T NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION the mandated Public Employees' Medical and Hospital Care Act (PEMHCA) contribution. 2014 Health Premiums and Contributions Effective 8/1/2014 Non -Associated - Safety Exhibit "A" to N/A Resolution HB -, Item 11. - 49 �2I-_ NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION Medical Opt Out Benefit: $340.76 per month (or $157.27 bi-weekly) Employee and City Contributions subject to change as a result of contract negotiations iii. Employees shall not be entitled to the difference between the employer contribution and the premiums for insurance plan(s) selected by the employee. iv. Future Premiums The City "caps" its contributions toward monthly group medical, dental and vision plan premiums by category (EE, EE + 1, and EE + 2 or more) as outlined in sections i and ii above. The City agrees to increase the contribution toward monthly group medical by $100 per plan, per tier, effective January 1, 2015. The employee and employer contributions rates set forth in sections i and ii above shall remain in effect in 2015 and beyond unless otherwise modified by a successor Non -Associated Resolution. The City's contribution caps for dental and vision in effect as of August 1, 2014 shall not be increased. The City's contribution caps will remain in place, even if premium increases result in these additional costs being borne by the employee. Item 11. - 50"to N/A Resolution HB _322- NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION 3. Medical Cash Out If an employee is covered by a medical program outside of a City -provided program (evidence of which must be supplied to Human Resources), the employee may elect to discontinue City medical coverage and receive the monthly value of the City's contribution to the lowest cost employee -only medical plan paid bi-weekly. 4. Section 125 Plan Employees shall be eligible to participate in a City -approved Section 125 Flexible Spending Account Plan the same as all other eligible employees, as provided by IRS law. This plan allows employees to use pre-tax salary to pay for regular childcare, adult dependent care and/or medical expenses. B. Life and Accidental Death and Dismemberment Insurance Each Non -Associated employee shall be provided with $50,000 life insurance and $50,000 accidental death and dismemberment insurance paid for by the City. Each employee shall have the option, at his/her own expense, to purchase additional amounts of life insurance and accidental death and dismemberment insurance to the extent provided by the City's current providers. Evidence of insurability is contingent upon total participation in additional amounts. C. Long -Term Disability Insurance This program provides for each incident of illness or injury, a waiting period of thirty (30) calendar days during which the Non -Associated employee may use accumulated sick leave, general leave, executive leave pay. Subsequent to the thirty-(30) day waiting period, the employee will be covered by an insurance plan paid for by the City providing sixty-six and two- thirds percent (66 2/3%) of the first $12,500 of the employee's basic monthly earnings up to a maximum monthly benefit of $8,332.50. The maximum benefit period for disability due to injury or illness shall be to age sixty-five (65). Days and months refer to calendar days and months. Benefits under the plan are integrated with sick leave, Worker's Compensation, Social Security and other non -private program benefits to which the employee may be entitled. Disability is defined as: "The inability to perform all of the duties of regular occupation during two years and thereafter the inability to engage in any employment or occupation, for which he/she is fitted by reason of education, training or experience." Rehabilitation benefits are provided in the event the individual, due to disability, must engage in other occupation. Survivor's benefits continue the plan payment for three (3) months beyond death. A copy of the plan is on file in the Human Resources Department. D. City -Paid Physical Examinations Non -Associated employees shall be provided, once every two years, with a City -paid physical examination comparable to the current pre -placement class physical examination or reimbursed the amount authorized for said physical examination. No more than one-half of the eligible employees shall receive examinations in any one fiscal year. Said exam shall be comprehensive in nature and shall include: A complete medical history, physical exam and review of results by physician. 2. Health testing including vision, hearing, breathing, chest x-ray and stress EKG. Exhibit "A" to N/A Resolution NR _ ; ; _ Item 11. - 5 NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION 3. Laboratory test including standard chemical test, blood count, HDL, urinalysis and stool test for blood. E. Miscellaneous When a Non -Associated employee is on a leave of absence without pay for reason of medical disability, the City shall maintain the City -paid insurance premiums during the period the employee is in a non -pay status for the length of said leave, not to exceed twenty-four (24) months. F. Retiree Medical Coverage for Retirees Not Eligible for the City Medical Retiree Subsidy Plan Employees who retire from the City after January 1, 2004, and are granted a retirement allowance by the California Public Employees' Retirement System and are not eligible for the City's Retiree Subsidy Medical Plan may choose to participate in City -sponsored medical insurance plans until the first of the month in which they turn age sixty-five (65). The retiree shall pay the full premium for City -sponsored medical insurance for themselves and/or qualified dependents without any City subsidy. Employees who retire from the City and receive a retirement allowance from the California Public Employees' Retirement System and are not eligible for the City's Retiree Subsidy Medical Plan and choose not to participate in City -sponsored medical insurance upon retirement permanently lose eligibility for this insurance. However, if a retiree who is not eligible for the City's Retiree Subsidy Medical Plan chooses not to participate in City -sponsored medical insurance plans because the retiree has access to other group medical insurance, and subsequently loses eligibility for that group medical insurance, the retiree and their qualified dependents will have access to City -sponsored medical insurance plans reinstated. Eligibility for Retiree Medical Coverage terminates the first of the month in which the retiree or qualified dependent turns age sixty-five (65). G. Post-65 Supplemental Medicare Coverage Retirees who are participating in the Retiree Subsidy Medical Plan as of January 1, 2004 and all future retirees who meet the criteria to participate in City -sponsored medical insurance, with or without the Retiree Medical Subsidy Plan, may participate in City -sponsored medical insurance plans that are supplemental to Medicare, after a contract is in place between the City and a health insurance provider. A retiree or qualified dependent must choose to participate in City -sponsored medical insurance plans that are supplemental to Medicare beginning the first of the month in which the retiree or qualified dependent turns age sixty-five (65). The retiree shall pay the full premium to participate in City -sponsored medical insurance plans that are supplemental to Medicare for themselves or qualified dependents without any City subsidy. Item I I S 7 " to N/A Resolution uR ;1)11 NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION Retirees or qualified dependents, upon turning age 65, who choose not to participate in City - sponsored medical insurance plans that are supplemental to Medicare permanently lose eligibility for this insurance. SECTION IV — RETIREMENT A. Benefits 1. Self -Funded Supplemental Retirement Benefit In the event a Non -Associated employee member elects Option #1, #2, #2W, #3, #3W or #4 of the Public Employees' Retirement law, the City shall pay the difference between such elected option and the unmodified allowance which the member would have received for his or her life alone as provided in California Government Code sections 21455, 21456, 21457, and 21548 as said referenced Government Code sections exist as of the date of this agreement. This payment shall be made only to the member (Non - Associated employee), shall be payable by the City during the life of the member, and upon that member's death, the City's obligation shall cease. Unless previously excluded by employment or resolution, eligibility for this benefit is limited to employees hired before December 27, 1997. 2. Medical Insurance for Retirees a. Upon retirement, whether service or disability connected, each Non Associated employee shall be entitled to cause self, spouse and dependents to participate fully in the City's group health insurance program at the equivalent of the City's group premium rate in accordance with the provisions specified by Consolidated Omnibus Budget Reconciliation Act of 1985 (COBRA). Such participation shall be at employee's expense and upon terms, conditions and restrictions currently in effect. b. As an alternative to the benefit described in paragraph IV.A.2.a above, the City will provide a financial contribution towards the cost of retiree medical premiums as described in Section VI. B. Public Employees' Retirement System Contributions and Reporting Miscellaneous Unit Members a. The City shall provide all miscellaneous employees described as "classic members by the Public Employees' Pension Reform Act of 2013 — "PEPRA" with that certain retirement program commonly known and described as the "2.5% at age 55 plan" which is based on the retirement formula as set forth in the California Public Employees' Retirement System (PERS), Section 21354 of the California Government Code. b. Effective at the beginning of the pay period of July 19, 2014, following City Council approval of this MOU, all miscellaneous bargaining unit "classic members" shall pay to PERS as part of the required member retirement contribution eight percent (8%) of pensionable income. This provision shall not sunset at the end of this agreement. Exhibit "A" to N/A Resolution PR _ �? 1�_ Item 11. - 5: NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION c. The City shall contract with PERS to have retirement benefits calculated based upon the "classic employee's highest one year's compensation, pursuant to the provisions of Section 20042 (highest single year). d. The obligations of the City and the retirement rights of employees as provided in this Article shall survive the term of this MOU. e. For "New" Members within the meaning of the California Public Employees' Pension Reform Act of 2013. 1) New Members shall be governed by the two percent at age 62 (2% @ 62) retirement formula set forth in Government Code section 7522.20. 2) Final compensation will be based on the highest annual average compensation earnable during the 36 consecutive months immediately preceding the effective date of his or her retirement, or some other 36 consecutive month period designated by the member. 3) Effective January 1, 2013, "new" members as defined by PEPRA and determined by CalPERS, shall contribute one half (50%) of the normal cost as established by CalPERS. 2. Safety Unit Members a. The City shall provide all safety employees described as "classic" members by the Public Employees' Pension Reform Act of 2013 — "PEPRA" with that certain retirement program commonly known and described as the "3% at age 50 plan" which is based on the retirement formula as set forth in the California Public Employees' Retirement System (PERS), Section 21362.2 of the California Government Code. b. Effective at the beginning of the pay period of July 19, 2014, following City Council approval of this MOU, all safety employees described as "classic" members shall pay to PERS as part of the required member retirement contribution nine percent (9%) of pensionable income. This provision shall not sunset at the end of this agreement. c. The City shall contract with PERS to have retirement benefits calculated based upon the "classic" employee's highest one year's compensation, pursuant to the provisions of Section 20042 (highest single year). d. The obligations of the City and the retirement rights of employees as provided in this Article shall survive the term of this MOU e. For "New" Members within the meaning of the California Public Employees' Pension Reform Act of 2013. 1) New Members shall be governed by the two and seven tenths percent at age 57 (2.7% @ 57) retirement formula set forth in Government Code section 7522.25(d) Item I I 54. " to N/A Resolution LTD _ :1 r NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION 2) Final compensation will be based on the highest annual average compensation earnable during the 36 consecutive months immediately preceding the effective date of his or her retirement, or some other 36 consecutive month period designated by the member. 3) Effective January 1, 2013, "new" members as. defined by PEPRA and determined by CalPERS, shall contribute one half (50%) of the normal cost, as established by CalPERS. 3. IRS Code Section 414(h)(2) The City has adopted the CalPERS Resolution in accordance with IRS Code section 414(h)(2) to ensure that both the employee contribution and the City pickup of the required member contribution are made on a pre-tax basis. However, ultimately, the tax status of any benefit is determined by the law. 4. Pre -Retirement Optional Settlement 2 Death Benefit Non -Associated employees shall be covered by the Pre -Retirement Optional Settlement 2 Death Benefit as identified in Section 21548 of the California Government Code when approved by the City Council. 5. Fourth Level of 1959 Survivor Benefits Non -Associated employees shall be covered by the Fourth Level of the 1959 Survivor Benefit as identified in Section 21574 of the California Government Code. 6. VEBA Plan Requirements a. Eligibility Defined Effective December 23, 2009, all eligible Unrepresented Management Employees with 25 years of continuous service to the City of Huntington Beach will participate in the Plan. An eligible employee is an employee who works twenty (20) or more hours per week and receives benefits. b. Employee Contributions c. Leave Payout Each eligible unrepresented management employee shall designate all leave payouts to be rolled over to his/her VEBA Plan account based on the established range upon separation from City employment. d. Participant Account A separate account is maintained for each contributing eligible unrepresented management employee, which documents the employee's contributions and disbursements. Contributions to a VEBA plan account as well as any disbursements to cover nonreimbursed, post -tax medical care expenses are both tax free. Eligible benefits subject to reimbursement by the Plan shall be limited to long-term care expenses and nonreimbursed medical premiums, co -pays, prescribed drug Exhibit "A" to N/A Resolution TAR _ ;? 7_ Item 11. - 5 NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION expenses and other medical care costs as that term is defined by the Internal Revenue Code Section 213. e. Administrative Fees Any Plan administrative fees will be deducted from interest on the total Plan investments. An eligible unrepresented management employee's Plan account is subject to a monthly administrative fee for expenses related to recordkeeping, claims processing, and claims reimbursement. The fee will first be deducted from interest on total plan investments, and then deducted, if necessary, from the employee's individual account. f. Dispute Resolution This Resolution and any disputes arising under or in connection with this Resolution shall not be subject to any dispute resolution procedures in the City's Personnel Rules, nor shall this Resolution and any such dispute relating thereto be subject to the jurisdiction of the City's Personnel Board for any reason whatsoever. g. Indemnification All Unrepresented Management Employees agree to indemnify and hold the City of Huntington Beach harmless against any claims made of any nature and against any suit instituted against the City arising from this Resolution, including, but not limited to, claims arising from an employee's participation in VEBA or from any salary reduction initiated by the City for VEBA contributions. to N/A Resolution 1=TTI NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION SECTION V — LEAVE BENEFITS A. General Leave 1. Accrual Employees will accrue General Leave at the accrual rates outlined below. General leave may be used for any purpose, including vacation, sick leave, and personal leave. General leave for non -associated employees shall be accrued as follows: Annual General Lease Biweekly General Leave , Years of Service r gllowance Allowance. First through Fourth Year 176 hours 6.77 Fifth through Ninth Year 200 hours 7.69 Tenth through Fourteenth Year 224 hours 8.62 Fifteenth Year and Thereafter 256 hours 9.85 2. Eligibility and Approval General leave must be pre -approved except for illness, injury or family sickness, which may require a physician's statement for approval. General leave accrued time is to be computed from hiring date anniversary. Members shall not be permitted to take general leave in excess of actual time earned. Members shall not accrue general leave in excess of six hundred forty (640) hours. Employees may not use their general leave to advance their separation date on retirement or other separation from employment. 3. Leave Benefit Entitlements The City shall comply with all State and Federal leave benefit entitlement laws. An eligible employee on an approved leave shall be allowed to use applicable earned Sick Leave, General Leave, or Executive Leave for family or personal health issues. For more information on employee leave options contact the Human Resources Department. 4. Conversion to Cash a. Pay Off at Termination An employee shall be paid for unused general leave upon termination of employment at which time such terminating employee shall receive compensation at their current salary rate for all unused, earned general leave to which they are entitled up to and including the effective date of their termination. b. Conversion to Cash Two times during each fiscal year, each permanent employee shall have the option to convert into a cash payment or deferred compensation up to a total of one hundred -twenty (120) general leave benefit hours per fiscal year. The employee shall give payroll two (2) weeks advance notice of their decision to exercise such option. Exhibit "A" to N/A Resolution Item 11. - 5 NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION c. One Week Minimum Vacation Requirement The City Manager may require certain positions which handle money or transfer funds to take a minimum of one week, (i.e., five consecutive work days) paid vacation each calendar year. d. Deferred Compensation Contribution at Time of Separation The value of any unused earned leave benefits may be transferred to deferred compensation at separation (including retirement), but only during the time that the employee is actively employed with the City. The latest opportunity for such transfer must be the beginning of the pay period prior to the employee's last day of employment. B. Holidays and Pay Provisions 1. Non -Associated employees shall receive the following legal holidays as of the first pay period following adoption of the Non -Associated Resolution paid in full per the employee's regularly scheduled work shift: (1) New Year's Day (January 1) (2) Martin Luther King Day (third Monday in January) (3) Presidents Day (third Monday in February) (4) Memorial Day (last Monday in May) (5) Independence Day (July 4) (6) Labor Day (first Monday in September) (7) Veteran's Day (November 11) (8) Thanksgiving Day (fourth Thursday in November) (9) The Friday after Thanksgiving (10) Christmas Day (December 25) 2. Any day declared by the President of the United States to be a national holiday or by the Governor of the State of California to be a state holiday and adopted as an employee holiday by the City Council of the City of Huntington Beach. 3. For Civic Center holiday closure purposes, holidays which fall on Sunday shall be observed the following Monday, and those falling on Saturday shall be observed the preceding Friday. C. Sick Leave 1. Accrual No employee shall accrue sick leave. T to N/A Resolution T-TR : ; NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION 2. Credit Employees assigned to Non -Associated shall carry forward their sick leave balance and shall no longer accrue sick leave credit. 3. Usage Employees may use accrued sick leave for the same purposes for which it was used prior to December 25, 1999. Sick leave shall not be used to extend absences due to work related (industrial) injuries or illnesses, this provision shall be added to Personnel Rule 18.10. 4. Payoff at Termination a. Non Associated employees with continuous service with the City since November 20, 1978, shall be entitled to the following sick leave payoff plan: At involuntary termination by reason of disability, or by death, or by retirement, employees shall be compensated at their then current rate of pay for seventy-five percent (75%) of all unused sick leave accumulated as of July 1, 1972, plus fifty percent (50%) of unused sick leave accumulated subsequent to July 1, 1972, up to a maximum of seven hundred and twenty hours (720) of unused, accumulated sick leave, except as provided in paragraph V.C.5.d below. Upon termination for any other reason, employees shall be compensated at their then current rate of pay for fifty percent (50%) of all unused accumulated sick leave, up to a maximum of 720 hours of such accumulated sick leave. b. Non -Associated employees hired after November 20, 1978 shall be entitled to the following sick leave payoff plan: Upon termination, all employees shall be paid, at their then current salary rate, for twenty-five percent (25%) of unused, earned sick leave to 480 hours accrued, and for thirty-five percent (35%) of all unused, earned sick leave in excess of 480 hours, but not to exceed 720 hours, except as provided in paragraph V.C.2.c below. c. Except as provided in paragraph V.C.5.d below, no Non -Associated employee shall be paid at termination for more than 720 hours of unused, accumulated sick lave. However, employees may utilize accumulated sick leave on the basis of "last in, first out," meaning that sick leave accumulated in excess of the maximum for payoff may be utilized first for sick leave, as defined in Personnel Rule 18-8. d. Non -Associated employees who had unused, accumulated sick leave in excess of 720 hours as of July 5, 1980, shall be compensated for such excess sick leave remaining on termination under the formulas described in paragraphs V.C.5.a and b above. In no event shall any employee be compensated upon termination for any accumulated sick leave in excess of the "cap" established by this paragraph (i.e., 720 hours plus the amount over 720 hours existing on July 5, 1980). Employees may continue to utilize sick leave accrued after that date in excess of such "cap" on a "last in, first out" basis. To the extent that any such "capped" amount of excess sick leave over 720 hours is utilized, the maximum compensable amount shall be correspondingly reduced. (Example: Employee had 1,000 hours accumulated. Six months after July 5, 1980, employee had accumulated another 48 hours. Employee Exhibit "A" to N/A Resolution THR -> 3 1- Item 11. - 5 NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION is then sick for 120 hours. Employee's maximum sick leave "cap" for compensation at termination is now reduced by 72 hours to 928.) D. Bereavement Leave Employees shall be entitled to bereavement leave not to exceed twenty-four (24) hours in each instance of death in the immediate family. Immediate family is defined as father, mother, sister, brother, spouse, children, grandfather, grandmother, stepfather, stepmother, step grandfather, step grandmother, grandchildren, stepsisters, stepbrothers, mother-in-law, father-in-law, son-in-law, daughter-in-law, brother-in-law, sister-in-law, stepchildren, or wards of which the employee is the legal guardian. E. Voluntary Catastrophic Leave Donation Program Under certain conditions, an employee may donate leave time to another employee in need. The program is outlined in Exhibit 4. SECTION VI — RETIREE SUBSIDY MEDICAL PLAN An employee who has retired from the City shall be entitled to participate in the City - sponsored medical insurance plans in accordance with the Retiree Subsidy Medical Plan as outlined in Exhibit 2. Employees hired on or after December 1, 2009, shall not be eligible for this benefit. SECTION VII — MISCELLANEOUS A. Collection of Payroll Overpayments In the event that a payroll overpayment is discovered and verified, and considering all reasonable factors including the length of time that the overpayment was made and if and when the employee could have reasonably known about such overpayment, the City shall take action to collect from the employee the amount of overpayment(s). Such collection shall be processed by payroll deduction over a reasonable period of time considering the total amount of overpayment. In the event the employee separates from employment during the collection period, the final amount shall be deducted from the last payroll check of the employee. If applicable, the balance due from the employee shall be communicated upon employment separation if the last payroll check does not sufficiently cover the amount due the City. It shall be the responsibility of the employee and the City to periodically monitor the accuracy of compensation payments or reimbursements due to the possibility of a clerical oversight or error. The City reserves the right to also collect compensation overpayments caused by or the result of misinterpretation of a pay provision by non -authorized personnel. The interpretation of all pay provisions shall be administered by the City Manager or designee and as adopted by the City Council. Unauthorized compensation payments shall not constitute a past practice (1 /03/05). T rPm _ �n to N/A Resolution T-M _ : : NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION B. Uniforms and CalPERS Reporting The City provides uniforms to active duty employees in the classifications of Police Chief and Fire Chief. These employees are required to wear a standard uniform for appearance, uniformity, and public recognition purposes. The City will report to the California Public Employees' Retirement System (CaIPERS) the average annual cost of uniforms as special compensation for each eligible employee in accordance with Title 2, California Code of Regulations, Section 571(a)(5). Exhibit "A" to N/A Resolution Item 11. - 61 NON -ASSOCIATED EMPLOYEE PAY AND BENEFIT PROVISIONS EXHIBIT 1 NON -ASSOCIATED EXECUTIVE MANAGEMENT SALARY SCHEDULE EFFECTIVE JULY 19, 2014 3.75% Increase (1.75% for Police Chief ) EXECUTIVE MANAGEMENT 0591 1 City Manager NA0591 NA NA 123.31 DEPARTMENT HEADS 0510 Assistant City Manager NA0510 82.49 91.81 102.19 0009 Director of Building & Safety NA0009 71.74 79.85 88.87 0014 Director of Community Services NA0014 71.74 79.85 88.87 0008 Director of Economic Development NA0008 71.74 79.85 88.87 0574 Director of Human Resources NA0574 71.74 79.85 88.87 0479 Director of Information Services NA0479 71.74 79.85 88.87 0007 Director of Library Services NA0007 67.23 74.82 83.29 0021 Director of Planning and Building NA0021 77.69 86.48 96.25 0010 Director of Public Works NA0010 77.69 86.48 96.25 0518 Finance Director NA0518 77.69 86.48 96.25 0015 Fire Chief NA0015 82.49 91.81 102.19 0011 Police Chief NA0011 82.49 91.81 102.19 ELECTED OFFICIALS 0016 CityAttorney NA0016 96.29 107.17 119.28 0017 Citv Clerk NA0017 67.23 74.82 83.29 ELECTED OFFICIALS PART-TIME 0018 City Treasurer - *PART-TIME NA0018 71.74 _ 79.85 88.87 f`f1A1TPAf`T KitAl-r1PPARTMPAIT WI=An s. Job Descrip Grade A B C D E Notion d., : 0593 Chief Assistant City Attorney NA0593 62.08 65.50 69.10 72.89 76.90 Item 11. - 62 » to N/A Resolution HB -334- NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION EXHIBIT 1 NON -ASSOCIATED EXECUTIVE MANAGEMENT SALARY SCHEDULE EFFECTIVE SEPTEMBER 27, 2014 2.0% Increase EXECUTIVE MANAGEMENT 0591 1 City Manager NA0591 NA I NA 1 1 125.77 DEPARTMENT HEADS 0510 Assistant City Manager NA0510 84.14 93.64 104.24 0009 Director of Building & Safety NA0009 73.18 81.44 90.65 0014 Director of Community Services NA0014 73.18 81.44 90.65 0008 Director of Economic Development NA0008 73.18 81.44 90.65 0574 Director of Human Resources NA0574 73.18 81.44 90.65 0479 Director of Information Services NA0479 73.18 81.44 90.65 0007 Director of Library Services NA0007 68.57 76.32 84.96 0021 Director of Planning and Building NA0021 79.24 88.21 98.17 0010 Director of Public Works NA0010 79.24 88.21 98.17 0518 Finance Director NA0518 79.24 88.21 98.17 0015 Fire Chief NA0015 84.14 93.64 104.24 0011 Police Chief NA0011 84.14 93.65 104.23 ELECTED OFFICIALS 0016 City Attorney NA0016 98.22 109.32 121.67 0017 City Clerk NA0017 68.57 76.32 84.96 ELECTED OFFICIALS PART-TIME 0018 City Treasurer - *PART-TIME NA0018 73.18 81.44 90.65 CONTRACT NON -DEPARTMENT HEAD 0593 1 Chief Assistant City Attorn NA0593 63.33 1 66.81 1 70.48 1 74.35 1 78.44 Exhibit "A" to N/A Resolution HB -335- Item 11. - 63, NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION EXHIBIT 2 RETIREE MEDICAL PLAN An employee who has retired from the City shall be entitled to participate in the City sponsored medical insurance plans and the City shall contribute toward monthly premiums for coverage in an amount as specified in accordance with this Plan, provided: A. At the time of retirement the employee has a minimum of ten (10) years of continuous full time City service or is granted an industrial disability retirement; and B. At the time of retirement, the employee is employed by the City; and C. Following official separation from the City, the employee is granted a retirement allowance by the California Public Employees' Retirement System. The City's obligation to pay the monthly premium as indicated shall be modified downward or cease during the lifetime of the retiree upon the occurrence of any one of the following: On the first of the month in which a retiree or dependent reaches age 65 or on the date the retiree or dependent can first apply and become eligible, automatically or voluntarily, for medical coverage under Medicare (whether or not such application is made) the City's obligation to pay monthly premiums may be adjusted downward or eliminated. Benefit coverage at age 65 under the City's medical plans shall be governed by applicable plan document. 2. In the event of the death of any employee, whether retired or not, the amount of the retiree medical insurance subsidy benefit which the deceased employee was receiving at the time of his/her death would be eligible to receive if he/she were retired at the time of death, shall be paid on behalf of the spouse or family for a period not to exceed twelve (12) months. D. Schedule of Benefits Minimum Eligibility for Benefits With the exception of an industrial disability retirement, eligibility for benefits begins after an employee has completed ten (10) years of continuous full time service with the City of Huntington Beach. Said service must be continuous unless prior service is reinstated at the time of his/her rehire in accordance with the City's Personnel Rules. Employees hired on or after December 1, 2009 shall not be eligible for this benefit. 2. Disability Retirees Industrial disability retirees with less than ten (10) years of service shall receive a maximum monthly payment toward the premium for health insurance of $121. Payments shall be in accordance with the stipulations and conditions, which exist for all retirees. Payment shall not exceed dollar amount, which is equal to the full cost of premium for employee only. 3. Marital Status — Married retirees eligible for benefits under the Retiree Medical Subsidy Plan may each receive the benefit earned pursuant to Section 4 — I rid. " to N/A Resolution uR : 2 t lA�Illi 1 1 . V 1 NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION Maximum Monthly Subsidy Payments, whether enrolled individually as the plan enrollee or whether enrolled as a dependent on any City -sponsored medical plan. a. In the case where a retiree is married to a City employee (active or retired) who is not an unrepresented/non-associated employee or retiree, this provision shall remain applicable. b. This provision shall apply to State of California registered domestic partners the same as married spouses. 4. Maximum Monthly Subsidy Payments Payment amounts may be reduced each month as dependent eligibility ceases due to death, divorce or loss of dependent child status. However, the amount shall not be reduced if such reduction would cause insufficient funds needed to pay the full premium for the employee and the remaining dependents. In the event no reduction occurs and the remaining benefit premium is not sufficient to pay the premium amount for the employee and the eligible dependents, said needed excess premium amount shall be paid by the employee. All retirees, including those retired as a result of disability whose number of years of service prior to retirement, exceeds ten (10) years of continuous full time service, shall be entitled to maximum monthly payment of premiums by the City for each year of completed City service as follows: Maximum Monthly Payment for Retirements After: Years of Service,_ Subsidy 10 $121 11 136 12 151 13 166 14 181 15 196 16 211 17 226 18 241 19 256 20 271 21 286 22 300 23 315 24 330 25 344 Exhibit "A" to N/A Resolution HB _;; 7_ Item 11. - 6. NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION MISCELLANEOUS PROVISIONS A. Eligibility: 1. The effective start-up date of the Retiree Subsidy Medical Plan for the various employee groups shall be the first of the month following retirement date. 2. A retiree may change plans, add dependents, etc., during annual open enrollment. The Human Resources Department shall notify covered retirees of this opportunity each year. 3. Years of service computed for the Retiree Subsidy Medical Plan are actual years of completed service with the City of Huntington Beach. B. Benefits: 1. Retiree Subsidy Medical Plan includes any medical plan offered by the City to active and/or retired unrepresented/non-associated employees and retirees. 2. City Plans are the primary payer for active employees age 65 and over, with Medicare the secondary payer. Retirees age 65 and over have no City Plan options and are eligible only for Medicare. 3. Premium payments are to be received at least one month in advance of the coverage period. C. Subsidies: 1. The subsidy payments will pay for: a. Retiree Subsidy Medical Plan. b. HMO. c. Part A of Medicare for those retirees not eligible for paid Part A. 2. Subsidy payments will not pay for: a. Part B Medicare. b. Any other employee benefit plan. c. Any other commercially available benefit plan. d. Medicare supplements D. Medicare: 1. All persons are eligible for Medicare coverage at age 65. Those with sufficient credit quarters of Social Security will receive Part A of Medicare at no cost. Those without sufficient credited quarters are still eligible for Medicare at age 65, but will have to Item 11. - 66 „ to N/A Resolution LTD ''_ : Q NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION pay for Part A of Medicare if the individual elects to take Medicare. In all cases, Part B of Medicare is paid for by the participant. 2. When a retiree and his/her spouse are both 65 or over, and neither is eligible for paid Part A of Medicare, the subsidy shall pay for Part A for each of them or the maximum subsidy, whichever is less. 3. When a retiree at age 65 is eligible for paid Part A of Medicare and his/her spouse is not eligible for paid Part A, the spouse shall not receive subsidy. When a retiree at age 65 is not eligible for paid Part A of Medicare and his/her spouse who is also age 65 is eligible for paid Part A of Medicare, the subsidy shall be for the retiree's Part A only. E. Cancellation: 1. For retirees/dependents eligible for paid Part A of Medicare, the following cancellation provisions apply: a. Coverage for a retiree under the Retiree Subsidy Medical Plan will be eliminated on the first day of the month in which the retiree reaches age 65. If such retiree was covering dependents under the Plan, dependents will be eligible for COBRA continuation benefits effective as of the retiree's 65th birthday. b. Dependent coverage will be eliminated upon whichever of the following occasions comes first: 1) After 36 months of COBRA continuation coverage, or 2) When the covered dependent reaches age 65 in the event such dependent reaches age 65 prior to the retiree reaching age 65. c. At age 65 retirees are eligible to make application for Medicare. Upon being considered "eligible to make application," whether or not application has been made for Medicare, the Retiree Subsidy Medical Plan will be eliminated. 2. See provisions under "Benefits," "Subsidies," and "Medicare" for those retirees/dependents not eligible for paid Part A of Medicare. 3. Retiree Subsidy Medical Plan and COBRA participants shall be notified of non- payment of premium by means of a certified letter from Employee Benefits in accordance with provisions of the Non -Associated Resolution. 4. A retiree who fails to pay premiums due for coverage and is in arrears for sixty (60) days shall be terminated from the Plan and shall not have reinstatement rights. Exhibit "A" to N/A Resolution RB _ ;9_ Item 11. - 6 NON -ASSOCIATED EMPLOYEE PAY AND BENEFIT PROVISIONS EXHIBIT 3 - 9/80 WORK SCHEDULE This work schedule is known as "9/80". The 9/80 work schedule is designed to be in compliance with the requirements of the Fair Labor Standards Act (FLSA). In the event that there is a conflict with the current rules, practices and/or procedures regarding work schedules and leave plans, then the rules listed below shall govern. - 9/80 WORK SCHEDULE DEFINED The 9/80 work schedule shall be defined as working nine (9) days for eighty (80) hours in a two week pay period by working eight (8) days at nine (9) hours per day and working one (1) day for eight (8) hours (Friday), with a one -hour lunch during each work shift, totaling forty (40) hours in each FLSA work week. The 9/80 work schedule shall not reduce service to the public, departmental effectiveness, productivity and/or efficiency as determined by the City Manager or designee. A. Forty (40) Hour FLSA Work Week The actual FLSA workweek is from Friday at mid -shift (p.m.) to Friday at mid -shift (a.m.). No employee working the 9/80 work schedule will be able to flex their Friday start time nor the time they take their lunch break, which will be from 12:00 p.m. to 1:00 p.m. on Fridays. All employee work shifts will start at 8:00 a.m. on their Friday worked. The start of the FLSA workweek is 12:00 noon Friday. B. Two Week Pay Period The pay period for employees starts Friday mid -shift (p.m.) and continues for fourteen (14) days until Friday mid -shift (a.m.). During this period, each week is made up of four (4) nine (9) hour work days (thirty-six (36) hours) and one (1) four (4) hour Friday and those hours equal forty (40) work hours in each work week (e.g. the Friday is split into four (4) hours for the a.m. shift, which is charged to work week one and four (4) hours for the p.m. shift, which is charged to workweek two). C. A/B Schedules To continue to provide service to the public every Friday, employees are to be divided between two schedules, known as the "A" schedule and the "B" schedule, based upon the departmental needs. For identification purposes, the "A" schedule shall be known as the schedule with a day off on the Friday in the middle of the pay period, or, "off on payday", the "B" schedule shall have the first Friday (p.m.) and the last Friday (a.m.) off, or "working on payday". An example is listed below: _s, 2M VW, ftam _ _ 9 9 9 - - - - 9 9 9 9 4 4 Schedule 4 4 - - 9 B Schedule - - - - 9 9 9 9 4 4- - 9 9 9 9 NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION D. A/B Schedule Changes FLSA exempt employees may change A/B schedules at the beginning of any pay period with supervisor or City Manager approval. E. Emergencies All employees on the 9/80 work schedule are subject to be called to work any time to meet any and all emergencies or unusual conditions which, in the opinion of the City Manager, or designee may require such service from any of said employees. LEAVE BENEFITS When an employee is off on a scheduled workday under the 9/80 work schedule, then nine (9) hours of eligible leave per workday shall be charged against the employee's leave balance or eight (8) hours shall be charged if the day off is a Friday. All leaves shall continue under the current accrual, eligibility, request and approval requirements. 1. General Leave — As stated in the Non -Associated Resolution. 2. Sick Leave — As stated in the Non -Associated Resolution. 3. Executive Leave — As stated in the Non -Associated Resolution. 4. Bereavement Leave — As stated in the Non -Associated Resolution. 5. Holidays - As stated in the Non -Associated Resolution. 6. Jury Duty — The provisions of the Personnel Rules shall continue to apply, however, if an FLSA exempt employee is called to serve on jury duty during a normal Friday off, Saturday, or Sunday, or on a City holiday, then the jury duty shall be considered the same as having occurred during the employees day off work, therefore, the employee will receive no added compensation. Exhibit "A" to N/A Resolution HB - 341- Item 11. - 61 NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION EXHIBIT 4 - VOLUNTARY CATASTROPHIC LEAVE DONATION Guidelines 1. Purpose The purpose of the voluntary catastrophic leave donation program is to bridge employees who have been approved leave time to either; return to work, long-term disability, or medical retirement. Permanent employees who accrue vacation, general leave or compensatory time may donate such leave to another permanent employee when a catastrophic illness or injury befalls that employee or because the employee is needed to care for a seriously ill family member. The leave -sharing Leave Donation Program is Citywide across all departments and is intended to provide an additional benefit. Nothing in this program is intended to change current policy and practice for use and/or accrual of vacation, general, or sick leave. 2. Definitions Catastrophic Illness or Injury - A serious debilitating illness or injury, which incapacitates the employee or an employee's family member. Family Member - For the purposes of this policy, the definition of family member is that defined in the Family Medical Leave Act (child, parent, spouse or domestic partner). 3. Eligible Leave Accrued compensatory, vacation or general leave hours may be donated. The minimum donation an employee may make is two (2) hours and the maximum is forty (40) hours. 4. Eligibility Permanent employees who accrue vacation or general leave may donate such hours to eligible recipients. Compensatory time accrued may also be donated. An eligible recipient is an employee who: • Accrues vacation or general leave; • Is not receiving disability benefits or Workers' Compensation payments; and • Requests donated leave. 5. Transfer of Leave The maximum donation credited to a recipient's leave account shall be the amount necessary to ensure continuation of the employee's regular salary during the employee's period of approved catastrophic leave. Donations will be voluntary, confidential and irrevocable. Hours donated will be converted into a dollar amount based on the hourly wage of the donor. The dollar amount will then be converted into accrued hours based on the recipient's hourly wage. An employee needing leave will complete a Leave Donation Request Form and submit it to the Department Director for approval. The Department Director will forward the form to Human Resources for processing. Human Resources, working with the department, will send out the request for leave donations. Item I I . - 70 to N/A Resolution LTD _:A) NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION Employees wanting to make donations will submit an Authorization for Donation to the Human Resources Division (payroll). All donation forms submitted to payroll will be date stamped and used in order received for each bi-weekly pay period. Multiple donations will be rotated in order to insure even use of time from donors. Any donation form submitted that is not needed will be returned to the donor. 6. Other Please contact the Human Resources Department with questions regarding employee participation in this program. Exhibit "A" to N/A Resolution HB -343- Item 11. - 7 NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION Voluntary Catastrophic Leave Donation Program Leave Request Form Requestor, Please Complete According to the provisions of the Voluntary Catastrophic Leave Donation Program, I hereby request donated vacation, general leave or compensatory time. MY SIGNATURE CERTIFIES THAT: • A Leave of absence in relation to a catastrophic illness or injury has been approved by my Department; and • I am not receiving disability benefits or Workers' Compensation payments. Please submit this form to the Human Resources Department. Item I I '77 "to N/A Resolution uR 1� I n NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION Voluntary Catastrophic Leave Donation Program Leave Donation Form Donor, please complete Type of Accrued Leave: Number of Hours I wish to Donate: ❑ Vacation Hours of Vacation ❑ Compensatory Time Hours of Compensatory Time ❑ General Leave Hours of General Leave 7-1 I understand that this voluntary donation of leave credits, once processed, is irrevocable; but if not needed, the donation will be returned to me. I also understand that this donation will remain confidential. I wish to donate my accrued vacation, comp or general leave hours to the Leave Donation Program for: Eligible recipient employee's name (Last, First, MI): Donor Signature:Date: Please submit to the Human Resources Department. Exhibit "A" to N/A Resolution Res. No. 2014-32 STATE OF CALIFORNIA COUNTY OF ORANGE ) ss: CITY OF HUNTINGTON BEACH ) I, JOAN L. FLYNN the duly elected, qualified City Clerk of the City of Huntington Beach, and ex-officio Clerk of the City Council of said City, do hereby certify that the whole number of members of the City Council of the City of Huntington Beach is seven; that the foregoing resolution was passed and adopted by the affirmative vote of at least a majority of all the members of said City Council at a Regular meeting thereof held on July 7, 2014 by the following vote: AYES: Katapodis, Hardy, Shaw, Boardman, Sullivan, Carchio NOES: Harper ABSENT: None ABSTAIN: None r City Council of the City of Huntington Beach, California