HomeMy WebLinkAboutNon-Represented Employees - Non Associated - 2016-07-05 (2)JJ Dept. ID HR 16-021 Page 1 of 2
Meeting Date: 7/18/2016
7 4_4z
CITY OF HUNTINGTON BEACH
REQUEST FOR. CITY COUNCIL ACTION
MEETING DATE: 7/18/2016
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 2016-50 modifying Salary and Benefits for Non -Represented
Employees Including the Elected City Attorney, City Clerk, and City Treasurer
and repeal Resolutions 2007-6, 2010-106 and 2014-94
Statement of Issue:
It is proposed that the Non -Associated Resolution governing compensation and benefits for non -
associated employees be modified to reflect a 2.0% cost -of -living adjustment, a one-time allocation
of $3,800 per non -associated employee into a 457 deferred compensation account, and $200
additional city -paid contributions towards health plan premiums.
Financial Impact: Funding for the implementation of the fiscal items contained in the Non -
Associated Resolution will come from the General Fund. The annualized fiscal impact for FY
2015/16 and FY 2016/17 is estimated by Finance to be $164,000. No additional appropriation is
requested for FY 2015/16 as appropriate funding has been set aside. The associated costs for FY
2016/17 will be incorporated into the FY 2016/17 proposed budget.
Recommended Action:
A) Adopt Resolution 2016-50, "A Resolution of the City Council of the City of Huntington Beach
Modifying Salary and Benefits for Non -Represented Employees Including the Elected City Attorney,
City Clerk, and City Treasurer;" and,
B) Repeal Resolution 2007-6, Resolution 2010-106 and Resolution 2014-94.
Alternative Action(s):
Do not approve the proposed modifications to the Resolution for Non Associated employees and
direct staff to propose an alternate action.
Analysis:
Non Associated employees will receive a cost -of -living adjustment of 2% effective the beginning of
the pay period that includes October 1, 2016.
Highlights from the listing of other proposed pay and benefit changes include the following:
• $200 monthly city -paid contribution increase, per medical plan, per medical tier
• $3,800 one-time only contribution to 457 deferred compensation account
Item 25. - 1 HB -652-
Dept. ID HR 16-021 Page 2 of 2
Meeting Date: 7/18/2016
There were appropriate modifications to a variety other provisions including, but not limited to,
general clean-up language.
A summary of these and all other proposed modifications and provisions are included as Exhibit "A".
Environmental Status:
N/A
Strategic Plan Goal:
Enhance and maintain City service delivery
Attachment(s):
1. Resolution 2016-50, "A Resolution of the City Council of the City of Huntington Beach
Modifying Salary and Benefits for Non -Represented Employees Including the Elected City
Attorney, City Clerk, and City Treasurer"
xB -653- Item 25. - 2
RESOLUTION NO. 2016-50
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HUNTINGTON BEACH
MODIFYING SALARY AND BENEFITS FOR NON -REPRESENTED EMPLOYEES
INCLUDING THE ELECTED CITY ATTORNEY, CITY CLERK, AND CITY TREASURER
WHEREAS, the City Council of the City of Huntington Beach desires to modify the
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:
SECTION 1. Salaries and Benefits for Non -Represented employees shall be as reflected
in Exhibit "A", attached hereto and incorporated by this reference.
SECTION 2. The salary range for the elected City Attorney, City Clerk and City
Treasurer shall be modified as reflected in the Non -Associated Executive Management Salary
Schedule —Exhibit 1.
SECTION 3. Benefits for the elected City Attorney, City Clerk and City Treasurer shall
be as reflected in Exhibit "A", attached hereto and incorporated by this reference.
SECTION 4. Resolution 2007-6, Resolution 2010-106, and Resolution 2014-94 are
hereby repealed.
SECTION 5. Any existing provisions in conflict with the foregoing, whether by minute
action or resolution of the City Council, are hereby repealed.
SECTION 6. All other benefits and salary ranges established and reflected in the Non -
Associated Employees Pay and Benefits Resolution 2016-50, shall continue unless modified by
City Council action.
RLS 6/27/16/16-5325/138993/MV
PASSED AND ADOPTED by the City Council of the City of Huntington Beach at a
regular meeting thereof held on the / 'day of f , 2016.
REVIEW APPROVED: APP OVED A TO FORM:
--,
City -n r T%^ City Attorney MV
of Human Resources
RLS 6/27/16/16-5325/138993/MV 2
Ai
NON -ASSOCIATED 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
D.
Deferred Compensation......................................................................................1
SECTION II — HOURS OF WORK/OVERTIME/TIME OFF.............................................1
A.
EXECUTIVE LEAVE...................................................................................................
1
B.
FLEXIBLE AND ALTERNATIVE WORK SCHEDULES........................................................
2
1. 5/40 Work Schedule....................................................................................................................2
2. 9/80 Work Schedule....................................................................................................................2
3. Alternative Work Schedule..........................................................................................................2
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........................................................................................................................4
4. Section 125 Plan.........................................................................................................................4
B.
LIFE AND ACCIDENTAL DEATH AND DISMEMBERMENT INSURANCE ...............................
4
C.
LONG-TERM DISABILITY INSURANCE.........................................................................
4
D.
CITY -PAID PHYSICAL EXAMINATIONS........................................................................
5
E.
MISCELLANEOUS.....................................................................................................5
F.
RETIREE MEDICAL COVERAGE FOR RETIREES NOT ELIGIBLE FOR THE CITY MEDICAL
RETIREE SUBSIDY PLAN.................................................................................................
5
G.
POST-65 SUPPLEMENTAL MEDICARE COVERAGE......................................................
6
SECTION IV — RETIREMENT.........................................................................................
6
A.
BENEFITS...............................................................................................................
6
1. Self -Funded Supplemental Retirement Benefit..........................................................................6
2. Medical Insurance for Retirees...................................................................................................6
B.
PUBLIC EMPLOYEES' RETIREMENT SYSTEM CONTRIBUTIONS AND REPORTING ............
7
1. Miscellaneous Unit Members.....................................................................................................7
2. Safety Unit Members...................................................................................................................7
3. IRS Code 414(h)(2)..................................................................................................8
4. Pre -Retirement Optional Settlement 2 Death Benefit.................................................................8
5. Fourth Level of 1959 Survivor Benefits........................................................................................8
6. VEBA Plan Requirements...........................................................................................................8
SECTION V — LEAVE BENEFITS................................................................................10
I Exhibit "A" to Non -Associated Resolution No. 2016-50 i
Item 25. - 5 xB -656.
NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION
A. GENERAL LEAVE................................................................................................... 10
1. Accrual......................................................................................................................................10
2. Eligibility and Approval.............................................................................................................10
3. Leave Benefit Entitlements.......................................................................................................10
4. Conversion to Cash..................................................................................................................10
B. HOLIDAYS AND PAY PROVISIONS............................................................................ 11
C. SICK LEAVE.......................................................................................................... 11
1. Accrual......................................................................................................................................11
2. Credit.........................................................................................................................................12
3. Usage........................................................................................................................................12
4. Payoff at Termination................................................................................................................12
D. BEREAVEMENT LEAVE........................................................................................... 13
E. VOLUNTARY CATASTROPHIC LEAVE DONATION PROGRAM ........................................ 13
SECTION VI - RETIREE SUBSIDY MEDICAL PLAN..................................................13
SECTION VII - MISCELLANEOUS...............................................................................13
A. COLLECTION OF PAYROLL OVERPAYMENTS............................................................. 13
B. UNIFORMS AND CALPERS REPORTING.................................................................. 14
EXHIBIT 1 - NON -ASSOCIATED SALARY SCHEDULE.............................................15
EXHIBIT 2 - RETIREE MEDICAL PLAN......................................................................16
EXHIBIT 3 - 9/80 WORK SCHEDULE.......................................................................... 20
EXHIBIT 4 - VOLUNTARY CATASTROPHIC LEAVE DONATION ............................. 22
Exhibit "A" to Non -Associated Resolution No. 2016-50 ii
TAR _A;7
Ttem 2.5 - - E
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.
D. Deferred Compensation
Effective the beginning of the pay period following City Council approval of this resolution,
each employee covered by this resolution, including the City Attorney, City Clerk and City
Treasurer, shall receive a one-time deposit to the employee's 457 Deferred Compensation
account in the amount of $3,800.00.
This shall be a single, one-time only deposit. All appropriate Federal and State legal
mandates regarding the tax -treatment of this one-time deposit shall apply.
SECTION 11— 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.
-Pm 7 5 _ _ 7 "A" to Non -Associated Resolution No. 2016-50
NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION
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
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
A. Health Insurance
1. Medical, Dental and Vision Insurance
The City shall continue to make group medical, dental and vision benefits available 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 Non -Associated Resolution No. 2016-50 uR -r1r1G
Ttem ?.5 - i
NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION
i. Health Plan Employee and Employer Contributions Chart for Non -Safety
Classifications in EXHIBIT 1
City of Huntington Beach
2016 Health Premiums and Contributions
Effective pay period following final City Council approval
Non-Associated/Non-Safety
Monthly
Employer ,Employee Employee `
Tee �; 3hilontly Month%%Ba Weekly
Premium{ x ;_. §
u' Grnbu#ton ;, Coratr�but�on Contnbutlotii
Single 466.65 466.65 0.00 0.00
Kaiser Two -Party 1,022.11 974.36 47.75 22.04
Family 1,343.90 1,170.04 173.86 80.24
Single 671.00 640.76 30.24 13.96
Blue Shield HMO Two -Party 1,466.00 974.36 491.64 226.91
Family 1,896.00 1,170.04 725.96 335.06
Single 736.00 736.00 0.00 0.00
Blue Shield PPO Two -Party 1,555.00 1,135.78 419.22 193.49
Family 1,927.00 1,314.31 612.69 282.78
Single 58.10 45.02 13.08 6.04
Delta Dental PPO Two -Party 108.60 85.91 22.69 10.47
Family 143.20 122.18 21.02 9.70
Single 30.11 30.11 0.00 0.00
Delta Care HMO Two -Party 51.19 51.19 0.00 0.00
Family 78.29 78.29 0.00 0.00
Single 25.12 0.00 25.12 11.59
VSP Vision Two -Party 25.12 0.00 25.12 11.59
Family 25.12 0.00 25.12 11.59
Medical Opt -Out: $466.65 per month ($215.38 bi-weekly)
ii. "Safety Member" Health Premiums - Employer Contribution
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 current City of Huntington Beach Non -
Associated Safety Health Premiums and Contributions Chart. The amounts listed
therein include the mandated Public Employees' Medical and Hospital Care Act
(PEMHCA) contribution.
tPm 1) 5 _ q "A" to Non -Associated Resolution No. 2016-50 uu _��n_
NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION
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 $200
per plan, per tier, effective following City Council approval of this resolution.
The employee and employer contributions rates set forth in sections i and ii above
shall remain in effect in 2017 and beyond unless otherwise modified by a successor
Non -Associated Resolution. Employee and City Contributions subject to change as
a result of City Council approval.
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), 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 benefits for each incident of illness or injury after 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).
Exhibit "A" to Non -Associated Resolution No. 2016-50 HB -661-
Item 25. - 10
NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION
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.
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 Subsidv 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.
'em 25. - 11 to Non -Associated Resolution No. 2016-50 T-NR -66?_
NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION
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 the
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.
Exhibit "A" to Non -Associated Resolution No. 2016-50 PTI
Item 25. - L
NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION
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
1. Miscellaneous 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 (CalPERS), Section 21354 of the California
Government Code.
b. Miscellaneous bargaining unit "classic members" shall pay to CalPERS as part of
the required member retirement contribution eight percent (8%) of pensionable
income. This provision shall not sunset.
c. The City shall contract with CalPERS 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 resolution.
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 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 (CalPERS), Section 21362.2 of the California
Government Code.
Pm 75 _ i i"to Non -Associated Resolution No. 2016-50 uu _rr t
NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION
b. All safety employees described as "classic" members shall pay to CaIPERS as part
of the required member retirement contribution nine percent (9%) of pensionable
income. This provision shall not sunset.
c. The City shall contract with CalPERS 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 resolution.
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)
2) Final compensation will be based on the highest annual average compensation
earnable during the 36 consecutive months immediately preceding the effective
date of 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
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.
Exhibit "A" to Non -Associated Resolution No. 2016-50 T-TR
Item 25 - - 1 z
NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION
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
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.
tem 25_ - 15 to Non -Associated Resolution No. 2016-50 TAR
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:
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
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. Employees shall not be permitted to take general
leave in excess of actual time earned. Employees 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 Non -Associated Resolution No. 2016-50 uu -AAA
TtPm 7 5 - 1 F
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.
-f ,.m 7 S
-7"to Non -Associated Resolution No. 2016-50 uu _��Q
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
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 Non -Associated Resolution No. 2016-50 RR -hh9-
Item 25. - I
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).
Item 25. - 19 " to Non -Associated Resolution No. 2016-50 HB -670
NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION
B. Uniforms and CalPERS RgP2rtinq
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 Non -Associated Resolution No. 2016-50 HB -671- Item 25. - 20
NON -ASSOCIATED EMPLOYEE PAY AND BENEFIT PROVISIONS
EXHIBIT 1
NON -ASSOCIATED EXECUTIVE MANAGEMENT SALARY SCHEDULE
EFFECTIVE SEPTEMBER 24, 2016 - 2.0% Increase
Pay
Start
Job No.
Description
EXECUTIVE MANAGEMENT
0591
Cit Manager
NA0591
NA
NA
128.29
DEPARTMENT HEADS
ELECTED OFFICIALS
4
I
ELECTED OFFICIALS PART-TIME
0018
Cit Treasurer - PART-TIME
NA0018
74.64
83.07
92.46
'Annual Sala Not to Exceed $51,812
CONTRACT NON -DEPARTMENT HEAD
Pay
Historical changes to Non -Associated position titles:
Per Ordinance 3855 adopted on 1/19/10, Building & Safety Department duties were combined with the Planning
Department creating a new position of Director of Planning and Building.
Per Resolution 2010-106 adopted on 12/20/10 the City Treasurer was established as a part-time position.
Per Ordinance 3906 adopted on 2/7/11 amended the title of City Administrator to City Manager.
Per Ordinance 3959 adopted on 10/01/12, the position of Chief Assistant City Attorney was established.
Per Resolution 2012-95 adopted on 12/17/12 the title of Deputy City Manager was changed to Assistant City Manager.
Per Ordinance 4086 adopted 4/18/16: the position of Finance Director was changed to Chief Financial Officer, the Director
of Information Services was changed to Chief Information Officer and the Director of Planning and Building was changed to
Community Development Director.
tem 25. - 21 " to Non -Associated Resolution No. 2016-50
ing
Control
High
Grade
Point
Point
Point
0592
Assistant City Manager
NA0592
85.82
95.51
106.32
0009
Director of Building & Safety
NA0009
74.64
83.07
92.46
0014
Director of Community Services
NA0014
74.64
83.07
92.46
0008
Director of Economic Development
NA0008
74.64
83.07
92.46
0574
Director of Human Resources
NA0574
74.64
83.07
92.46
0479
Chief Information Officer
NA0479
74.64
83.07
92.46
0007
Director of Libra Services
NA0007
69.94
77.85
86.66
0589
Community Development Director
NA0589
80.82
89.97
100.13
0010
Director of Public Works
NA0010
80.82
89.97
100.13
0518
Chief Financial Officer
NA0518
80.82
89.97
100.13
0015
Fire Chief
NA0015
85.82
95.51
106.31
0011
Police Chief
NA0011
85.82
95.52
106.31
0016
Cit Attorney
NA0016
100.18
111.51
124.10
0017
City Clerk
NA0017
69.94
77.85
86.66
Job No.
Description
Grade
A
B
C
D
E
0593
Chief Assistant City Attorney
NA0593
71.05
74.96
79.08
83.43
88.01
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 —
Exhibit "A" to Non -Associated Resolution No. 2016-50 VTR _r 7;
Item 25. - 2:
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
r 'M 7 5 _ - 7 "to Non -Associated Resolution No. 2016-50 t=TR _r7d
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. The 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. The 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
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.
Exhibit "A" to Non -Associated Resolution No. 2016-50 VTR -h75.
Item 25. - 2,
NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION
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.
-P,m 7.5 _ - 7 5 " to Non -Associated Resolution No. 2016-50 T-TR _A7A
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 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:
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Exhibit "A" to Non -Associated Resolution No. 2016-50 urz _A77
Ttem 2.5 _ - 2(
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.
`em ? 5 _ - ?7 " to Non -Associated Resolution No. 2016-50 UP -r7Q
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.
Exhibit "A" to Non -Associated Resolution No. 2016-50 uR _r,70
Ttem 75 - ?, �
NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION
Employees wanting to make donations will submit a Leave Donation Form to the Finance
Department (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.
`em 25 _ - 29 " to Non -Associated Resolution No. 2016-50 u
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
• 1 am not receiving disability benefits or Workers' Compensation payments.
ame: (Please Print or Type: Last, First, MI)
uester Signature:
rtment Director Signature of Support:
Please submit this form to the Human Resources Office for processing.
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)
---._____
�----------------- _------------
ork Phone:
Donor Job Title:
Type of Accrued Leave:
Number of Hours I wish to Donate:
❑ Vacation
Hours of Vacation
[❑ Compensatory Time
; Hours of Compensatory Time
iEl General Leave
Hours of 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:
i
Please submit to the Finance Department.
Item 25. - 31 " to Non -Associated Resolution No. 2016-50 HB -682-
Res. No. 2016-50
STATE OF CALIFORNIA
COUNTY OF ORANGE ) ss:
CITY OF HUNTINGTON BEACH )
I, ROBIN ESTANISLAU the duly appointed, 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 18, 2016 by the
following vote:
AYES: O'Connell, Sullivan, Hardy, Delgleize
NOES: Posey, Peterson
OUT OF ROOM: Katapodis
ABSTAIN: None
City Clerk and ex-officio Clerk of the
City Council of the City of
Huntington Beach, California
Dept. ID HR 16-019 Page 1 of 2
Meeting Date: 7/5/2016
CITY OF HUNTINGTON BEACH
REQUEST FOR. CITY COUNCIL ACTION
MEETING DATE: 7/5/2016
SUBMITTED TO: Honorable Mayor and City Council Members
SUBMITTED BY: Fred A. Wilson, City Manager
PREPARED BY: Michele Warren, Director of Human Resources
SUBJECT: Approve the Introduction of Proposed Modifications to the Non -Associated
Resolution
Statement of Issue:
It is proposed that the Non -Associated Resolution governing compensation and benefits for non -
associated employees be modified to reflect a 2% cost -of -living adjustment, a one-time allocation of
$3,800 per non -associated employee into a 457 deferred compensation account, and $200
additional city -paid contributions towards health plan premiums.
Financial Impact:
Funding for the implementation of the fiscal items contained in the Non -Associated Resolution will
come from the General Fund. The annualized fiscal impact for FY 2015/16 and FY 2016/17 is
estimated by Finance to be $164,000. No additional appropriation is requested for FY 2015/16 as
appropriate funding has been set aside. The associated costs for FY 2016/17 will be incorporated
into the FY 2016/17 proposed budget.
Recommended Action:
Approve the proposed modifications to the Non -Associated Resolution and authorize the City
Manager to present the modified Resolution to City Council for final approval.
Alternative Action(s):
Do not approve the modifications to the Resolution for Non Associated employees and direct staff to
propose an alternate action.
Analysis:
Non Associated employees will receive a cost -of -living adjustment of 2% effective the beginning of
the pay period that includes October 1, 2016.
Highlights from the listing of other proposed pay and benefit changes include the following:
$200 monthly city -paid contribution increase, per medical plan, per medical tier
$3,800 one-time only contribution to 457 deferred compensation account
There were appropriate modifications to a variety other provisions including, but not limited to,
general clean-up language.
A summary of these and all other proposed modifications and provisions are included as Exhibit "A."
HB -285- Item 13. - 1
Dept. ID HR 16-019 Page 2 of 2
Meeting Date: 7/5/2016
Environmental Status:
N/A
Strategic Plan Goal:
Improve long-term financial sustainability
Develop, retain, and attract quality staff
Attachment(s):
1. Draft Resolution modifying Salary and Benefits for Non -Represented Employees
2. PowerPoint Presentation
Item 13. - 2 HB -286-
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RESOLUTION NO. 2016-50
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HUNTINGTON BEACH
MODIFYING SALARY AND BENEFITS FOR NON -REPRESENTED EMPLOYEES
INCLUDING THE ELECTED CITY ATTORNEY, CITY CLERK, AND CITY TREASURER
WHEREAS, the City Council of the City, of Huntington Beach desires to modify the
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:
SECTION 1. Salaries and Benefits for Non -Represented employees shall be as reflected
in Exhibit "A", attached hereto and incorporated by this reference.
SECTION 2. The salary range for the elected City Attorney, City Clerk and City
Treasurer shall be modified as reflected in the Non -Associated Executive Management Salary
Schedule —Exhibit 1.
SECTION 3. Benefits for the elected City Attorney, City Clerk and City Treasurer shall
be as reflected in Exhibit "A", attached hereto and incorporated by this reference.
SECTION 4. Resolution 2007-6, Resolution 2010-106, and Resolution 2014-94 are
hereby repealed.
SECTION 5. Any existing provisions in conflict with the foregoing, whether by minute
action or resolution of the City Council, are hereby repealed.
SECTION 6. All other benefits and salary ranges established and reflected in the Non -
Associated Employees Pay and Benefits Resolution 2016-50, shall continue unless modified by
City Council action.
RLS 6/27/16/16-5325/138993/MV
PASSED AND ADOPTED by the City Council of the City of Huntington Beach at a
regular meeting thereof held on the day of , 2016.
Mayor
REVIEWED AND APPROVED:
City Manager
RLS 6/27/16/16-5325/138993/MV 2
EXHIBIT A
NON -ASSOCIATED 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
D.
Deferred Compensation
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.......................................................................
76
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 ....................................................
87
SECTION IV — 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...............................................................................................98
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............................................................................114-9
6.. VEBA Plan Requirements....................................................................................................10
SECTION V — LEAVE BENEFITS............................................................................13-1-2
A. GENERAL LEAVE ............................... .... ..._ ---- .................... -- --- . .. 1342-
1. Accrual............................................................................................................................. 12
Exhibit "A" to N/A Resolution Leepslative Draft 1
NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION
2. Eligibility and Approval.........................................................................................................12
3. Leave Benefit Entitlements..................................................................................................12
4. Conversion to Cash.........................................................................................................134-2
B. HOLIDAYS AND PAY PROVISIONS........................................................................
14-1-3
C. SICK LEAVE......................................................................................................
14-4-3
1. Accrual.............................................................................................................................
13
2. Credit....................................................................................................................................14
3. Usage...................................................................................................................................14
4. Payoff at Termination...........................................................................................................14
D. BEREAVEMENT LEAVE.......................................................................................
1645
E. VOLUNTARY CATASTROPHIC LEAVE DONATION PROGRAM ........................................
15
SECTION VI - RETIREE SUBSIDY MEDICAL PLAN..............................................1645
SECTION VII - 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 - 9/80 WORK SCHEDULE...................................................................... 262-3
EXHIBIT 4 - VOLUNTARY CATASTROPHIC LEAVE DONATION
............................. 25
Exhibit "A" to N/A Resolution Le(nslative Draft v.l
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
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.
D. Deferred Compensation
Effective the beginning of the pay period following City Council approval of this resolution,
each employee covered by this resolution, including the City Attorney, City Clerk and City
Treasurer, shall receive a one-time deposit to the employee's 457 Deferred Compensation
account in the amount of $3,800.00.
1. This shall be a single, one-time only deposit. All appropriate Federal and State legal
mandates regarding the tax -treatment of this one-time deposit shall apply.
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
Exhibit "A" to N/A Resolution
0
NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION
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
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 "_i" to N/A Resolution
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NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION
Kaiser
Single
466.65
466.65
0.00
0.00
Two-Parfv
1,022.11
974.36
47.75
22.04
Family
1,343.90
1,170.04
173.86
80.24
Blue Shield HMO
Sin _ Ice
671.00
640.76
30.24
13.96
Two-Parfv
1,466.00
974.36
491.64
226.91
Family
1,896.00
1,1 00.04
725.96
335.06
Blue Shield PPO
Single
736.00
736.00
0.00
0.00
Two-party
1,555.00
1,135.78
419.22
193.49
Famil
1,927.00
1,314.31
612.69
282.78
Delta Dental PPO
Single
58.10
45.02
13.08
6.04
Two-Parfv
108.60
85.91
22.69
10.47
Family
143.20
122.18
21.02
9.70
Delta Care HMO
Single
30.11
30.11
0.00
0.00
Two -Party
51.19
51.19
0.00
0.00
Family
78.29
78.29
0.00
0.00
VSP Vision
Sin- Ice
25.12
0.00
25.12
11.59
Two-Parfv
25.12
0.00
25.12
11.59
Family
25.12
0.00
25.12
11.59
Medical Opt -Out: $466.65 per month ($215.38 bi-weekly)
"Safety Member" Health Premiums - Employer Contribution
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.
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Exhibit "A" to N/A Resolution
- -MY
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NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION
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
$a-98200 per plan, per tier, effective jaRuaFy ' 2016 following City Council approval
of this resolution.
The employee and employer contributions rates set forth in sections i and ii above
shall remain in effect in 20167 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), 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
Exhibit "A" to N/A Resolution
NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION
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.
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).
Exhibit "A" to N/A Resolution
NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION
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.
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
Exhibit "A" to N/A Resolution
NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION
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 (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. F=#eetiye of the hegir,r ORg of the p a e.d of L ly 19, 2014, felle.. ing Gity GE) nGil
appFaval of this 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 e„a ins
agFeemeRt.
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 "Nevi' 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.
Exhibit "A" to NSA Resolution
NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION
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 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. E#eGtbye at the he gi.,RPRg 9f the Pay o E)d of h my 19, 2014, fOlIE)WORg City GE) IRGil
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 eRd 9f thiS_
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 "Nevi' 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)
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, "nevi' 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
Exhibit "A" to N/A Resolution 10
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.
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
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
Exhibit "A" to N/A Resolution 11
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.
Exhibit "A" to NSA Resolution 12
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:
Years of Service
Annual.General Leave
Biweekly General Leave
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.
Exhibit "1" to N/A Resolution 14
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. Usa e
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 15
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).
Exhibit "A" to N/A Resolution 16
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 17
Exhibit "A" to N/A Resolution
18
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
NA
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 1
City Treasurer -*PART-TIME
NA0018
73.18
81.44
90.65
CONTRACT NON -DEPARTMENT HEAD
0593 1 Chief Assistant Ci
NA0593
63.33 1 66.81 1 70.48 1 74.35 1 78.44 1
Exhibit "A" to N/A Resolution
19
NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION
DRAFT EXHIBIT 1
NON -ASSOCIATED EXECUTIVE MANAGEMENT SALARY SCHEDULE
EFFECTIVE SEPTEMBER 24, 2016
2.0% Increase
Jo
No.
Description
Grade
_
Starting
_
Control
_
High
Point
Point
Point
DEPARTMENT HEADS
OE
92
Assistant City Manager
NA0592
85.82
95.51
106.32
OC
09
Director of Building & Safety
NA0009
74.64
74.64
74.64
83.07
92.46
14
IDirector of Community Services
NA0014
83.07
83.07
92A6
92.46
-OC
OC
08
Director of Economic Develo ment
NA0008
OE
74
Director of Human Resources
NA0574
74.64
83.07
92.46
0
79
lChief Information Officer
NA0479
74.64
69.94
83.07
77.85
92.46
86.66
0
07
Director of Lib[aM Services
NA0007
OE
89
Community Development Director
NA0589
80.82
89.97
100.13
-OC
10
IDirector of Public Works
NA0010
80.82
89.97
89.97
95.51
95.52
100.13
OE
18
Chief Financial Officer
NA0518
80.82
100.13
OC
15
Fire Chief
NA0015
85.82
106.31
106.31
0
11
Police Chief
NA0011
85.82
ELE6TED OFFICIALS -
OC
16
City Attorney
NA0016
100.18
111.51
124.10
OC
17
City Clerk
NA0017
69.94
77.85
86.66
Exhibit "A" to N/A Resolution 20
NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION
CO RACT NON -DEPARTMENT HEAD pal
Per rdinance 3855 adopted on 1 19 10 Building& SafetyDepartment duties were combined with the Planning
De rtment creating a new position of Director of Planning and Building.
Per rdinance 4086 adopted 4 18 16: the position of Finance Director was changed to Chief Financial Officer, the
Dire or of Information Services was changed to Chief Information Officer and the Director of Planningand Building
was changed to CommunityDevelopment Director.
Per desolution 2010-106 adopted on 12/20/10 the City Treasurer was established as a part-time position.
Per rdinance 3906 adopted on 2 7 11 amended the title of CityAdministrator to Cit Manager
Per ouncil action on 11 19 12 the position of Chief Assistant CityAttorneywas established
Per esolution 2012-95 adopted on 12 17 12 the title of Deputy CityManager was changed to Assistant CityManager
Exhibit "A" to N/A Resolution 21
Jo
No,`
Description
Grade
-
A
B
C
D
' E
5 3
Chief Assistant City Attorney
NA0593
71.05
74.96
79.08
83.43
88.01
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 often (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 -
Exhibit "A" to N/A Resolution 22
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 23
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
Exhibit' A" to N/A Resolution 24
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 NSA Resolution 25
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 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:
Exhibit "A" to N/A Resolution 26
���eeeee�
ease
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 NSA Resolution 27
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.
Exhibit "A" to N/A Resolution 28
NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION
Employees wanting to make donations will submit aR Awtherizatiop f44P Leave Donation
Form to the H maR ResoUFGes Di isieR Finance Department (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 29
NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION
Voluntary Catastrophic Leave Donation Program
Leave Request Form
Reguestor, 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
• 1 am not receiving disability benefits or Workers' Compensation payments.
Name: (Please Print or Type: Last, First, MI)
ork Phone: Department:
�ob Title: JEmployee ID#:
I
Requester Signature:
(Date:
I
Department Director Signature of Support:
IDate:
1
N
55
Please submit this form to the Human Resources Office for
processing.
Exhibit "A" to N/A Resolution 30
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) _
i
1Nork Phone:
i
Donor Job Title:
,Type of Accrued Leave: ;Number of Hours I wish to Donate:
1❑ Vacation ! Hours of Vacation
1❑ Compensatory Time Hours of Compensatory Time
'❑ General Leave Hours of 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 Finance Department.
Exhibit "A" to N/A Resolution 31
EXHIBIT 1
DRAFT EXHIBIT 1
NON -ASSOCIATED EXECUTIVE MANAGEMENT SALARY SCHEDULE
EFFECTIVE SEPTEMBER 24, 2016
2.0% Increase
Job No. Description Pay Starting Control I I High
Grade I I Point Point Point
EXECUTIVE MANAGEMENT
0591 City Manager NA0591 NA NA 1 88.29
DEPARTMENT HEADS
0592
Assistant City Manager
NA0592
85.82
95.51
106.32
0009
Director of Building & Safety
NA0009
74.64
83.07
92.46
0014
Director of Community Services
NA0014
74.64
83.07
92.46
0008
Director of Economic Development
NA0008
74.64
83.07
92.46
0574
Director of Human Resources
NA0574
74.64
83.07
92.46
0479
Chief Information Officer
NA0479
74.64
83.07
92.46
0007
Director of Library Services
NA0007
69.94
77.85
86.66
0589
Community Development Director
NA0589
80.82
89.97
100.13
0010
Director of Public Works
NA0010
80.82
89.97
100.13
0518
Chief Financial Officer
NA0518
80.82
89.97
100.13
0015
Fire Chief
NA0015
85.82
106.31
0011
Police Chief
NA0011
85.82
a--]
106.31
ELECTED OFFICIALS
0016
City Attorney
NA0016
100.18
111.51
124.10
0017
City Clerk
NA0017
69.94
77.85
86.66
ELECTED OFFICIALS PART-TIME
0018 1City Treasurer- PART-TIME I NA0018 1 1 74.641 1 83.071 1 92.461
CONTRACT NON -DEPARTMENT HEAD
Pay
Job No.
Description
A
B
C
D
E
Grade
593
Chief Assistant City Attorney
NA0593
1 71.05
74.96
79.08
83.43
88.01
Per Ordinance 3855 adopted on 1/19/10, Building & Safety Department duties were combined with the Planning
Department creating a new position of Director of Planning and Building.
Per Ordinance 4086 adopted 4/18/16: the position of Finance Director was changed to Chief Financial Officer, the Director
of Information Services was changed to Chief Information Officer and the Director of Planning and Building was changed to
Community Development Director.
Per Resolution 2010-106 adopted on 12/20/10 the City Treasurer was established as a part-time position.
Per Ordinance 3906 adopted on 2/7/11 amended the title of City Administrator to City Manager
Per Council action on 11/19/12, the position of Chief Assistant City Attorney was established
Per Resolution 2012-95 adopted on 12/17/12 the title of Deputy City Manager was changed to Assistant City Manager
ATTACHMENT #2
ouncil Meeting
07/05/16
SUCCESSOR MOU
HBFA - Successor MOU
Firefighters
c# Firefighter/Paramedics
Fire Engineers
11
Fire Captains
Term — 21 months
October 1, 2015 — June 30, 2017
Medical
Single/Opt-Out - $500
Two Party - $815
Family - $1,325
HBFA - Successor MOU
Wages
io2% Wage Increase Effective October 2016
Minimum Staffing
Keep current minimum staffing language,
with changed SUNSET date of June 30,
2017.
Estimated Cost = $112781177
Non -Associated
Elected
City Attorney
City Clerk
City Treasurer
Assistant City Manager
Chief Assistant City Attorney
Chief Financial Officer
Chief Information Officer
City Manager
Community Development Director
Community Services Director
Fire Chief
Human Resources Director
Library Services Director
Police Chief
Public Works Director
I� Non -Associated
t Medical
$200 per plan/per tier`
g Deferred Compensation
$3,800 one-time only contribution*
COLA
u¢ 2% effective October 2016
Estimated Cost = $1641000
`Police Chief to mirror PMA via subsequent modification to employment agreement