HomeMy WebLinkAboutJennifer Villasenor - 2018-09-17File #: 18-368
City of Huntington Beach
MEETING DATE: 10/1/2018
REQUEST FOR CITY COUNCIL ACTION
SUBMITTED TO: Honorable Mayor and City Council Members
SUBMITTED BY: Fred A. Wilson, City Manager
PREPARED BY: Michele Warren, Director of Human Resources
Subiect:
Adopt Ordinance No. 4160 amending the Huntington Beach Municipal Code by amending
Section 2.76.010 thereof related to exclusions from Competitive Service by adding the
Classification of Deputy Director of Community Development
(Approved for introduction September 17, 2018 - Vote: 7-0)
Statement of Issue:
Ordinance No. 4160 was introduced to amend Section 2.76.010 of the Huntington Beach Municipal
Code to add the classification of Deputy Director of Community Development. Resolution No. 2018-
54 modified the Non -Associated Salary Schedule and established the compensation for the
classification of Deputy Director of Community Development.
Financial Impact:
Funding for the Deputy Director of Community Development is included in the FY 2018-19 budget.
Recommended Action:
Adopt Ordinance No. 4160, "An Ordinance of the City of Huntington Beach Amending the Huntington
Beach Municipal Code by Amending Section 2.76.010 Thereof Related to Exclusions From the
Competitive Service" by adding the Deputy Director of Community Development.
Alternative Action(s):
Reject the Ordinance amendment to the Huntington Beach Municipal Code and direct staff
accordingly.
Attachment(s):
1. Ordinance No. 4160
2. Resolution 2018-54
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File #: 18-355 MEETING DATE: 9/17/2018
REQUEST FOR CITY COUNCIL ACTION
SUBMITTED TO: Honorable Mayor and City Council Members
SUBMITTED BY: Fred A. Wilson, City Manager
PREPARED BY: Michele Warren, Director of Human Resources
Subject:
Introduction of Ordinance No. 4160 amending the Huntington Beach Municipal Code by
amending Section 2.76.010 thereof related to. exclusions from Competitive Service by adding
the Classification of Deputy Director of Community Development; approval of Resolution No.
2018-54 modifying Salary and Benefits for Non- Represented Employees by adding the Deputy
Director of Community Development Classification and establishing the Compensation, and
authorizing the City Manager to execute the Employment Agreement between the City of
Huntington Beach and Jennifer Villasenor
Statement of Issue:
Ordinance No. 4160 is hereby introduced to amend Section 2.76.010 of the Huntington Beach
Municipal Code to add the classification of Deputy Director of Community Development. Resolution
No. 2018-54 modifies the Non -Associated Salary Schedule and establishes the compensation for the
classification of Deputy Director of Community Development. The City Manager is authorized to
execute the employment agreement between the City of Huntington Beach and Jennifer Villasenor
Financial Impact:
Funding for the Deputy Director of Community Development is included in the FY 2018-19 budget.
Recommended Action:
A) Approve for introduction Ordinance No. 4160, "An Ordinance of the City of Huntington Beach
Amending the Huntington Beach Municipal Code by Amending Section 2.76.010 Thereof Related to
Exclusions From the Competitive Service" by adding the Deputy Director of Community
Development; and,
B) Adopt Resolution No. 2018-54, "A Resolution of the City of Huntington Beach Modifying Salary
and Benefits for Non -Represented Employees by Adding the Deputy Director of Community
Development" classification and establishing the compensation; and,
C) Authorize the City Manager to execute the "Employment Agreement Between the City of
Huntington Beach and Jennifer Villasenor."
City of Huntington Beach Page 1 of 3 Printed on 9/12/2018
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File #: 18-355 MEETING DATE: 9/17/2018
Alternative Action(s):
Reject the Ordinance amendment to the Huntington Beach Municipal Code and direct staff
accordingly.
Analysis:
As part of the FY 2015/16 budget development process, the City Council approved the inclusion of
funding for a Deputy Director of Community Development classification. This action provided the
foundation for succession planning and strategic department and divisional re -alignment in
anticipation of the future retirement of the former department director. This action was deferred until
the onboarding of the current department director that recently took place in July of 2018.
Reporting directly to the Director of Community Development, the Deputy Director of Community
Development has broad authority for directing and coordinating Community Development
Department administration and operations through subordinate managers and supervisors. The
incumbent is responsible for directing and reviewing the work of the following sections: Permit and
Plan Check Services, Planning Services, Neighborhood Preservation and Code Enforcement
Services, and Building Inspection Services. The incumbent assumes full program responsibility
including decision making on key policy issues, establishing program goals and objectives, setting
program priorities, and allocating necessary staffing and other resources.
The position will be an employment contract/at-will employment appointment as part of the
classifications designated as Non-Represented/Non-Associated, and is not included as part of the
competitive service. The compensation for the Deputy Director of Community Development (job
description attached) is established at pay grade NA0840. The base annual compensation range is
$66.98 to $83.25 per hour/$139,312 to $173,160 annually. The City Manager has selected Jennifer
Villasenor for appointment to the position, effective the pay period beginning September 22, 2018.
Jennifer Villasenor has more than 18 years of experience in the area of Planning and Community
Development. Ms. Villasenor began her City of Huntington Beach career as an Associate Planner in
2006 and was promoted to Senior Planner in 2010 and thereafter was promoted to Planning
Manager in 2015. Prior to her employment with the City of Huntington Beach, Jennifer worked in
planning for the cities of El Monte, Rosemead, and Bell Gardens.
Environmental Status:
N/A
Strategic Plan Goal:
Enhance and Maintain City Service Delivery
Attachment(s):
1. Ordinance No. 4160
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File #: 18-355
MEETING DATE: 9/17/2018
2. Resolution No. 2018-54
3. Exhibit "A" Non -Associated Employees' Pay and Benefits Resolution No. 2016-50
4. Exhibit 1 - Non -Associated Executive Management Salary Schedule 09/17/18
5. Deputy Director of Community Development Classification Specification
6. Jennifer Villasenor Employment Agreement
7. Jennifer Villasenor Resume
City of Huntington Beach Page 3 of 3 Printed on 9/12/2018
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ORDINANCE NO. 4160
AN ORDINANCE OF THE CITY OF HUNTINGTON BEACH
AMENDING THE HUNTINGTON BEACH MUNICIPAL CODE BY AMENDING
SECTION 2.76.010 THEREOF RELATED TO
EXCLUSIONS FROM THE COMPETITIVE SERVICE
The City Council of the City of Huntington Beach does hereby ordain as follows:
SECTION 1. That Section 2.76.010 of the Huntington Beach Municipal Code entitled
"Exclusions From Competitive Service" is hereby amended to read follows:
2.76.010 Exclusions from Competitive Service
Pursuant to Section 403 of the City Charter, it is declared that all
Departments and appointive officers and employees of the City are
Included within the personnel system and the competitive service except:
A. Elective officers;
B. City Manager;
C. Assistant City Manager;
D. Members of appointive boards, commissions and committees;
E. Persons engaged under contract to supply expert, professional,
technical or other services;
F. Emergency employees who are hired to meet the immediate
requirements of the emergency;
G. Employees who are employed to work a regular schedule of less
than 1040 hours in any fiscal year;
H. Temporary employees;
I. Appointive department heads;
J. Appointive Deputy City Treasurer;
K. Ambulance operators;
L. Chief Assistant City Attorney;
M. Deputy Community Prosecutor; and
N. Deputy Director of Community Development.
SECTION 2. That this Ordinance shall become effective thirty (30) days after its
adoption.
PASSED AND ADOPTED by the City Council of the City of Huntington Beach at a
regular meeting thereof held on October 1
ATTEST:
City Clerk
, 2018.
b
Mayor
APPROVED AS TO FORM:
Attorney W
INITIATED AND APPROVED:
Ci
RESOLUTION NO. 2018-54
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HUNTINGTON BEACH
MODIFYING SALARY AND BENEFITS FOR NON -REPRESENTED EMPLOYEES BY
ADDING THE CLASSIFICATION DEPUTY DIRECTOR OF COMMUNITY
DEVELOPMENT
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, BE IT RESOLVED by the City Council of the City of Huntington
Beach 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 Deputy Director of Community Development shall
be as reflected in the Non -Associated Executive Management Salary Schedule —Exhibit 1.
SECTION 3. 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.
PASSED AND ADOPTED by the City Council of the City of Huntington Beach at a regular
meeting thereof held on the 17th day of September ,
2018
b
a
I
Mayor
REVIEWED AND APPROVED: INITIATED AND APPRO
of Human
APPROVED AS TO FORM:
for, City Attorney
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
Page 199
PASSED AND ADOPTED by the City Council of the City of Huntington Beach at a
regular meeting thereof held on the / E"6day of .2016.
REVIEW APPROVED : APP OVED A IjTO
FORM:
City lv�an "er �� ity�Attorney�/
IN " D AN' E
ireitor of hfuman Resources
RLS 6/27/16/16-5325/138993/MV 2
Page 200
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
Exhibit'W to Non -Associated Resolution No. 2016-50 i
Item 25. - zJ1 HB -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
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
Page'202
? 5 - �
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.
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 WORKITIME 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.
Pam 3'.'a
tem 7 to Non -Associated Resolution No. 2016-50 uR _r ��
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.
ExhiEi 2Wto Non -Associated Resolution No. 2016-50 uR
Ttem ? 5 -
NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION
i Health Plan Employee and Employer Contributions Chart for Non -Safety
Classifications inEXHIBIT 1
City pfHuntington Beach
2O1SHealth Premiums and Contributions
Effective pay period following final City Council approval
Medical Opt -Out: $466.65 per month ($215,38 bi-weekly)
"Safety Member" Health Premiums — Employer Contribution
Employees that are classified aa"safety member" bvthe California Public Employees'
Retirement System (Ca|PERS) may have access to the medical plans offered by
Ca|PERS as contracted by the City. In accordance with eligibility provisions, the
Police Chief and the Fire Chief may elect to enroll in the {}a|PERS health insurance
program offered by the City.
The City'smaximum monthly employer contributions for the Ca|PERS 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
(PEK4HCA)contribution.
ferO 75 pq) EAr,,0»Non-Associated Resolution No. 2O1S-5Ooo f^o
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).
E&13t'A" to Non -Associated Resolution No. 2016-50
TtPm ' 5 - I I
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:
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 Coveraqe for Retirees Not Eligible for the Citv 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.
Pac �'' to Non -Associated Resolution No. 2016-50
`em 25_ _ urz _���
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.
ExffiOft ' A"3to Non -Associated Resolution No. 2016-50
Item 75 - 1
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
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 describe
d
Pa9f to Non -Associated Resolution No. 2016-50
,em 25. - r3' NR-(,(,1-
NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION
All safety employees described as "classic" members shall pay to CalPERS 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)(2)
The City has adopted the CalPERS Resolution in accordance with IRS Code section
414(h)(2) to ensure that both the employee contribution and the City pickup of the
required member contribution are made on a pre-tax basis. However, ultimately, the tax
status of any benefit is determined by the law.
4. Pre -Retirement Optional Settlement 2 Death Benefit
Non -Associated employees shall be covered by the Pre -Retirement Optional Settlement
2 Death Benefit as identified in Section 21548 of the California Government Code when
approved by the City Council.
5. Fourth Level of 1959 Survivor Benefits
Non -Associated employees shall be covered by the Fourth Level of the 1959 Survivor
Benefit as identified in Section 21574 of the California Government Code.
6. VEBA Plan Requirements
a. Eligibility Defined
Effective December 23, 2009, all eligible Unrepresented Management Employees
with 25 years of continuous service to the City of Huntington Beach will participate in
the Plan. An eligible employee is an employee who works twenty (20) or more
hours per week and receives benefits.
Ex -igh `w"'to Non -Associated Resolution No. 2016-50 uD
hem 75 -1
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.
Pa ��" to Non -Associated Resolution No. 2016-50
tem 25_ 91"5 uR _rtiti_
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.
Exhit r `Wto Non -Associated Resolution No. 2016-50
Item ?. 5 - 11
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.
Item 25. Pac , .i;to Non -Associated Resolution No. 2016-50
- r7 HB -668.
NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION
2. Credit
Employees assigned to Non -Associated shall carry forward their sick leave balance and
shall no longer accrue sick leave credit.
3. Usage
Employees may use accrued sick leave for the same purposes for which it was used
prior to December 25, 1999. Sick leave shall not be used to extend absences due to
work related (industrial) injuries or illnesses, this provision shall be added to Personnel
Rule 18.10.
4. Payoff at Termination
a. Non Associated employees with continuous service with the City since November
20, 1978, shall be entitled to the following sick leave payoff plan:
At involuntary termination by reason of disability, or by death, or by retirement,
employees shall be compensated at their then current rate of pay for seventy-five
percent (75%) of all unused sick leave accumulated as of July 1, 1972, plus fifty
percent (50%) of unused sick leave accumulated subsequent to July 1, 1972, up to a
maximum of seven hundred and twenty hours (720) of unused, accumulated sick
leave, except as provided in paragraph V.C.5.d below.
Upon termination for any other reason, employees shall be compensated at their
then current rate of pay for fifty percent (50%) of all unused accumulated sick leave,
up to a maximum of 720 hours of such accumulated sick leave.
b. Non -Associated employees hired after November 20, 1978 shall be entitled to the
following sick leave payoff plan:
Upon termination, all employees shall be paid, at their then current salary rate, for
twenty-five percent (25%) of unused, earned sick leave to 480 hours accrued, and
for thirty-five percent (35%) of all unused, earned sick leave in excess of 480 hours,
but not to exceed 720 hours, except as provided in paragraph V.C.2.c below.
c. Except as provided in paragraph V.C.5.d below, no Non -Associated employee shall
be paid at termination for more than 720 hours of unused, accumulated sick lave.
However, employees may utilize accumulated sick leave on the basis of "last in, first
out," meaning that sick leave accumulated in excess of the maximum for payoff may
be utilized first for sick leave, as defined in Personnel Rule 18-8.
d. Non -Associated employees who had unused, accumulated sick leave in excess of
720 hours as of July 5, 1980, shall be compensated for such excess sick leave
remaining on termination under the formulas described in paragraphs V.C.5.a and b
above. In no event shall any employee be compensated upon termination for any
accumulated sick leave in excess of the "cap" established by this paragraph (i.e.,
720 hours plus the amount over 720 hours existing on July 5, 1980). Employees
may continue to utilize sick leave accrued after that date in excess of such "cap" on
a "last in, first out' basis. To the extent that any such "capped" amount of excess
sick leave over 720 hours is utilized, the maximum compensable amount shall be
correspondingly reduced. (Example: Employee had 1,000 hours accumulated. Six
months after July 5, 1980, employee had accumulated another 48 hours. Employee
EAT A"`to Non -Associated Resolution No. 2016-50 HB -669- Item 25. - 18
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).
Page �1v to Non -Associated Resolution No. 2016-50
=em 25_ - 19
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).
ExrNB t W to Non -Associated Resolution No, 2016-50
Ttem ? 5 - ?I
NON -ASSOCIATED EMPLOYEE PAY AND BENEFIT PROVISIONS
EXHIBIT 1
NON -ASSOCIATED EXECUTIVE MANAGEMENT SALARY SCHEDULE
EFFECTIVE SEPTEMBER 24, 2016 - 2.0% Increase
Pay
Starting
Control
High
Job No.
Description
Grade
Point
I
I Point I
I Point
EXECUTIVE MANAGEMENT
0591 lCity Manager NA0591 NA NA 128.29
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
IFire Chief
NA0015
85.82
95.51
106.31
0011
jPolice Chief
NA0011
85.82
95.52
106.31
ELECTED OFFICIALS
0016
City Attorney
NA0016
100.18
111.51
1
124.10
0017 �CityClerk
NA0017
69.94
77.85
86,66
ELECTED OFFICIALS PART-TIME
0018 (City Treasurer - PART-TIME I NA0018 11 74.64 1 1 83.07 1 1 92.46 1
CONTRACT NON -DEPARTMENT HEAD
Job No.
Description
Grade
A
B
C
D
E
0593
IChief Assistant City Attorney
NA0593
71.05
74.96
79.08
83.43
88.01
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.
Pao1 ' 7' to Non -Associated Resolution No. 2016-50
Item 25. - Z HB -672-
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 —
Ex"I h �A'to Non -Associated Resolution No. 2016-50
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
3 to Non -Associated Resolution No. 2016-50
tem 25.'3'1"-' HR -674-
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.
o �a ��0
E&BIT A" to Non -Associated Resolution No. 2016-50 HB -675-
Item 25. - 24
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.
Pic_ 1 ' to Non -Associated Resolution No. 2016-50
`em 25. - z5 uR -(�,
NON -ASSOCIATED EMPLOYEE PAY AND BENEFIT PROVISIONS
EXHIBIT 3 - 9180 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:
AIVI
i
C
ti Y
%
AIYi
d
FIR
<�Ai
X' V�`5£S
,.x`�
F4.-
�, 1./,:
Schedule
4
4
-
-
9 9
9
9 -
-
- -
9
9
9
9
4
4
B Schedule
-
-
-
-
9 9
9
9 4
4
- -
9
9
9
9
-
-
Exhii ii H'to Non -Associated Resolution No. 2016-50
urz_i�,7
Item ?5_ - ?_
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.
to Non -Associated Resolution No. 2016-50
tem 25
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 Lea
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.
Exi�itii 2!�"`to Non -Associated Resolution No. 2016-50
1tPm ?5 -
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.
Pa j'zv to Non -Associated Resolution No. 2016-50
tem 25. -9 _ uR �;,
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.
iWork Phone:
I
partment 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
Type of Accrued Leave: .Number of Hours I wish to Donate:
Vacation Hours of Vacation
Compensatory Time Hours of Compensatory Time
❑ General Leave Hours of General Leave
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 employees name (Last, First, MI):
Donor Signature:
Please submit to the Finance Department.
Date:
1
I
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
Page 228
Res. No. 2018-54
STATE OF CALIFORNIA
COUNTY OF ORANGE ) ss:
CITY OF HUNTINGTON BEACH )
I, ROBIN ESTANISLAU, the duly elected, qualified City Clerk of the
City of Huntington Beach, and ex-officio Clerk of the City Council of said City, do
hereby certify that the whole number of members of the City Council of the City of
Huntington Beach is seven; that the foregoing resolution was passed and adopted
by the affirmative vote of at least a majority of all the members of said City Council
at a Regular meeting thereof held on September 17, 2018 by the following vote:
AYES: Semeta, Posey, Delgleize, Peterson
NOES: O'Connell, Hardy, Brenden
ABSENT: None
RECUSE: None
4;� q4�dnzdw
City Clerk and ex-officio Clerk of the
City Council of the City of
Huntington Beach, California
EXHIBIT 1
NON -ASSOCIATED EXECUTIVE MANAGEMENT SALARY SCHEDULE
EFFECTIVE SEPTEMBER 17, 2018
Pay
Starting
Control
High
Job No.
.Description
Grade
Point
Point
Point
EXECUTIVE MANAGEMENT
0591 ICity Manager I NA0591 I I NA I I NA 1 128.29
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
95.51
106.31
0011
Police Chief
NA0011
85.82
95.52
106.31
ELECTED OFFICIALS
0016
City Attorney
NA0016
100.18
111.51
124.10
1
0017
City Clerk
NA0017
69.94
1 77.85
86.66
ELECTED OFFICIALS PART-TIME
0018 ICity Treasurer - PART-TIME I NA0018 1 1 74.641 1 83.071 1 92.46
CONTRACT NON -DEPARTMENT HEAD
Job No.
Description
Pay
Grade
A
B
C
D
E
0593
Chief Assistant City Attorney
NA0593
71.05
74.96
79.08
83.43
88.01
0699
Deputy Community Prosecutor
NA0699
43.20
45.58
48.08
50.73
53.52
0840
1 Deputy Director of Community Dev
I NA0840.
1
1 66.54
70.21
74.07
78.14
82.44
Per Ordinance 3855 adopted on 1/19/10, Building & Safety Department duties were combined with the Planning Department creating anew
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.
Per Ordinance 4105 and Resolution 2016-66 adopted on 10/17/16 the position of Deputy Community Prosecutor was established.
Per Ordinance 4160 and Resolution 2018-54 adopted on 09/17/18 the position of Deputy Director of Community Development was
established.
Page 229
CITY OF HUNTINGTON BEACH
CLASS SPECIFICATION
TITLE: DEPUTY DIRECTOR OF COMMUNITY DEVELOPMENT
COUNCIL APPROVAL:
SEPTEMBER 17, 2018
JOB CODE: 0840
EMPLOYMENT STATUS: REGULAR FULL-TIME
UNIT REPRESENTATION: NA
FLSA STATUS: EXEMPT
JOB SUMMARY
Under administrative direction, to assist the Director of Community Development in
planning, organizing and directing the activities of the Community Development
Department.
SUPERVISION RECEIVED AND EXERCISED
Reports to: Director of Community Development
Supervises: Building Manager, Code Enforcement Supervisor, Inspection Manager, and
Planning Manager
DISTINGUISHING CHARACTERISTICS
This single -position classification is designated as "at will" and is excluded from the
competitive service.
The Deputy Director of Community Development has broad authority for directing and
coordinating Community Development Department administration and operations
through subordinate managers and supervisors. The incumbent is responsible for
directing and reviewing the work of the following sections: Permit and Plan Check
Services, Planning Services, Neighborhood Preservation and Code Enforcement
Services, and Building Inspection Services. The incumbent assumes full program
responsibility including decision making on key policy issues, establishing program goals
and objectives, setting program priorities, and allocating necessary staffing and other
resources.
EXAMPLES OF ESSENTIAL DUTIES
• Assists the Director in planning, organizing and directing the activities of the
Community Development Department
• Ensures compliance with departmental programs and processes with local, State and
federal regulations, and other applicable requirements; analyzes, or directs the
analysis of, proposed legislation; laws, regulations, and other provisions to assess the
impact on departmental operations; interprets laws, regulations and legal provisions
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Page 230
CITY OF HUNTINGTON BEACH Suity
HiB
CLASS SPECIFICATION
TITLE: DEPUTY DIRECTOR OF COMMUNITY DEVELOPMENT
for departmental management; and evaluates and directs changes to department -
wide policies, procedures and practices
• Directs all information systems operations in the analysis design, implementation, and
maintenance of the Department's automated systems, defining long range data
processing systems requirements for the department, and consult with department
staff and other users on immediate and long term systems needs
• Selects, trains, motivates, and evaluates performance of assigned personnel;
provides or coordinates staff training, provides assistance in improving skills and
abilities; resolves staffing conflicts and works with employees to correct deficiencies;
implements discipline and termination procedures
• Directs, coordinates and reviews the work of the managers and supervisors
responsible for Permit and Plan Check Services, Current and Advanced Planning
Services, Neighborhood Preservation and Code Enforcement Services, and Building
Inspection Services to provide adequate coverage, ensure the accomplishment of
program goals and objectives, evaluate program requirements, needs and
accomplishments, authorize and review all special projects completed by staff,
evaluate program objectives and results
• Manages the activities of the Planning Commission
• Consults with program managers, supervisors and specialists on special conditions,
technical, administrative, legal and legislative issues and unusual field problems;
determines appropriate action for resolution of problems
• Oversees and coordinates the updates and maintenance of the Huntington Beach
zoning and subdivision ordinances and the City's building codes
• Works with the Director in coordinating and establishing priorities for requests for
information and assistance from elected officials, City Manager's Office, and other
government agencies
• Develops and maintains liaison relationships with Federal, State and County officials,
California Coastal Commission, community representatives and members of the
planning and building industries
• Directs the preparation of and reviews and consolidates the annual budget for the
Community Development department; recommends staffing levels; directs and
reviews expenditure controls
• Identifies sources of grant funds, writes grant proposals, and administers or oversees
grant awards
• Assists the Director of Community Development in advising the City Manager and City
Council regarding planning and development projects, recommendations and policies
• Attends leadership, management, supervisory and technical training to stay abreast
of industry best practices
• Develops processes to ensure business continuity in the event of a disaster
• Serves as department ombudsperson regarding public relations and information in
responding to citizen complaints and attempting resolution; addresses social media
issues
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Page 231
CITY OF HUNTINGTON BEACH
CLASS SPECIFICATION
TITLE: DEPUTY DIRECTOR OF COMMUNITY DEVELOPMENT
SU it
Hunfi ` 'j Beach
• Provides expertise on customer service efforts within the Department
• Works with other departments to coordinate and resolve various issues related to
department functions and operations
• Assumes the duties of the department head when the Director is absent
• Performs other related duties
The preceding duties have been provided as examples of the essential types of work
performed by positions within this job classification. The City, at its discretion, may add,
modify, change or rescind work assignments as needed.
MINIMUM QUALIFICATIONS:
Any combination of education, training, and experience that would likely provide the
knowledge, skills, and abilities to successfully perform in the position is qualifying. A
typical combination includes. -
Knowledge of:
— Principles, methods, and procedures of urban and regional planning
— California Environmental Quality Act and California Coastal Act
— Federal, State and local laws, regulations and rules governing planning
— Economic, governmental and legislative trends affecting urban land development
and environmental quality
— Physical, environmental, social and governmental factors involved in planning
— Principles and practices of management analysis and organizational design
necessary to formulate and implement policies and programs, and to determine
administrative and operational needs for a planning and building department
— Principles and practices of management, including training, directing, evaluating
and supervising subordinates
— Principles and practices of fiscal management, budget administration and control
necessary to plan develop and evaluate funding requirements; to prepare, present
and justify budget requests
— Customer service best practices
Ability to:
— Plan, organize, manage and direct the overall operations of t#e Planning Services,
Permit and Plan Check Services, Code Enforcement Services, Neighborhood
Preservation and Building Inspection Services
— Develop policies and procedures, administrative regulations, guidelines, practices
related to Community Development operations.
— Supervise, train and evaluate the work of staff through subordinate supervisors
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Page 232
CITY OF HUNTINGTON BEACH
CLASS SPECIFICATION
SU4
�r
TITLE: DEPUTY DIRECTOR OF COMMUNITY DEVELOPMENT
— Analyze, evaluate and direct the preparation of complex technical planning and
staff analyses, studies, reports and proposals; make recommendations and
presentations.
— Establish and maintain effective relations with public officials, City Council
members, the City Manager, and the general public.
— Understand, interpret and apply provisions of Federal, State and local legislation,
rules and regulations pertinent to the activities of the Planning and Building
Department.
— Prepare budget requests and control expenditures within budget authorization
Education: A Bachelor's degree from an accredited college or university in Architecture,
Urban Planning, Public Administration or other directly related field. A Masters degree
preferred.
Experience: Six (6) years increasingly responsible experience performing professional
planning and community development related work at a senior management level or
higher of which includes at least four (4) years' supervisory experience over professional
and administrative support staff.
Certifications/License: A valid California Class C driver's license and an acceptable
driving record are required by time of appointment. AICP Certification by the American
Planning Association preferred.
SPECIAL CONDITIONS
Employees regularly assigned/required to drive a city or personal vehicle in the course
and scope of work and/or receiving a vehicle allowance, shall be required to participate
in the DMV Employer Pull Notice program.
Public Employee Disaster Service Worker: In accordance with Government Code
Section 3100, all Huntington Beach city employees are required to perform assigned
disaster service worker duties in the event of an emergency or a disaster.
PHYSICAL TASKS AND ENVIRONMENTAL CONDITIONS
The incumbent must be able to meet the physical requirements of the job class and have
mobility, balance, coordination, vision, hearing and dexterity levels appropriate to the
duties to be performed.
Work is performed in a general office environment, requiring sitting for prolonged periods
of time; standing and walking to retrieve work files or to other departments or office
locations; leaning, bending and stooping to perform work behind a desk or to retrieve
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Page 233
CITY OF HUNTINGTON BEACH
CLASS SPECIFICATION II
TITLE: DEPUTY DIRECTOR OF COMMUNITY DEVELOPMENT
Su pity
a
Hu.0HT %Beach�
information; pushing, turning or twisting to move chair or body from desk; reaching to
place or retrieve files or open file drawers or cabinets; light grasping to hold a writing
instrument or documents; firm grasping as needed to lift and carry work files or operate
office equipment; finger dexterity to type on a computer keyboard; and, hearing and
speaking to answer the telephone or answer questions of co-workers and
subordinates. Work may necessitate some lifting, carrying, pushing and/or pulling of
objects and materials of light weight (5-10 pounds).
Reasonable accommodation(s) for an individual with a qualified disability will be
considered on a case -by -case basis.
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Page 234
EMPLOYMENT AGREEMENT BETWEEN
THE CITY OF HUNTINGTON BEACH AND JENNIFER VILLASENOR
THIS AGREEMENT is entered into this 17th day of September , 2018, between
the City of Huntington Beach, a California municipal corporation, subsequently called "City," and
Jennifer Villasenor, subsequently called "Villasenor."
RECITALS
The City Manager may, subject to the approval of the City Council, appoint a Deputy
Director of Community Development to assist the City, at such salaries or compensation as the
Council may by ordinance or resolution prescribe; and
The City, through the City Manager, desires to employ the services of Villasenor as a
Deputy Director of Community Development of the City of Huntington Beach; and
It is the desire of the City to provide certain benefits, establish certain conditions of
employment, and to set working conditions of Villasenor; and
It is the desire of the City to:
(1) Secure and retain the services of Villasenor and to provide inducement for her to
remain in such employment; and
(2) To provide a means for terminating Villasenor's service at such time as she may be
unable fully to discharge her duties due to disability or when City may otherwise desire to
terminate her employ; and
By entering this Agreement, Villasenor is giving up valuable property rights acquired by
virtue of being in the civil service system. However, by virtue of benefits guaranteed herein she
desires to accept employment as a Deputy Director of Community Development of the City.
12-3555 / 9-12-18 J Villasenor employment agreement I
NOW, THEREFORE, in consideration of the mutual covenants here contained, the parties
agree as follows:
SECTION 1. DUTIES. City agrees to employ Villasenor as a Deputy Director of
Community Development of the City to perform the functions and duties of that office as set forth
in the Class Specification attached hereto as Exhibit "A," the Municipal Code of the City of
Huntington Beach and the City Charter, and to perform other legally permissible duties and
functions as Deputy Director of Community Development as the Director of Community
Development shall from time to time assign. Villasenor shall devote her full attention and effort
to the office and perform the mentioned duties and functions in a professional manner.
SECTION 2. STATUS AND TERM.
(a) Villasenor shall serve for an indefinite term at the pleasure of the City Manager and
shall be considered an at -will employee of the City, commencing upon adoption of the Amended
Ordinance creating the position of Deputy Director of Community Development.
(b) Nothing in this Agreement shall prevent, limit or otherwise interfere with the right
of the City Manager to terminate the employment of Villasenor at any time, subject only to the
provisions set forth in Section 6, paragraphs (a), (b) and (c) of the Agreement.
(c) Nothing in this Agreement shall prevent, limit or otherwise interfere with the right
of Villasenor to resign at any time from her position with the City, subject only to the provisions
set forth in Section 6, paragraph (d), of the Agreement.
(d) Villasenor agrees to remain in the exclusive employ of City for an indefinite period
and shall neither accept other employment or become employed by any other employer without
the prior written approval of the City Manager until notice of resignation is given.
The term "employed" (and derivations of that term as used in the preceding paragraph)
shall include employment by another legal entity or self-employment. However, shall not be
construed to include occasional teaching, writing, consulting or military reserve service performed
on Villasenor's time off, and with the advance approval of the City Manager.
SECTION 3. SALARY. City agrees to pay Villasenor for her services rendered pursuant
to this Agreement at Range NA 0840, Step C 74.07 per hour/$154,066 annually, of the City's
12-3555 / 9-12-18 J Villasenor employment agreement 2
classification and compensation plan or resolutions or ordinances from time -to -time enacted that
govern such compensation for the position of Deputy Director of Community Development.
Villasenor shall receive the same salary adjustments and/or benefits conferred, if any, in the future
to other employees as governed by the Non -Associated Resolution then in effect.
SECTION 4. OTHER BENEFITS.
(a) In addition to the foregoing benefits, Villasenor shall also receive all such other
benefits that are generally applicable to Non -Associated Employees as set forth in Huntington
Beach City Council Resolution No. 2016-50 a copy of which is attached hereto as Exhibit "B"
and incorporated by the reference as though fully set forth herein. The benefits provided to
Villasenor pursuant to this section may be modified by City from time to time, upon enactment of
a successor resolution or ordinance that govern such benefits.
(b) Villasenor will be credited with those hours of General Leave previously accrued
in her civil servant position. Thereafter, Villasenor shall accrue General Leave in accordance with
the General Leave accrual provisions applicable to Non -Associated Employees and Villasenor
shall be credited 80 hours of Executive Leave on January 1 of each calendar year. Executive Leave
must be used in the same calendar year it is credited; unused Executive Leave may not be carried
forward to the next calendar year.
(c) Villasenor will remain enrolled in and will be entitled to the PERS Retirement Plan
benefits received by the City's miscellaneous employees (non-public safety management
employees), and such benefits will comply with all PERS regulations,
(d) By virtue of this Agreement, Villasenor will not be considered to have a break in
service from the City of Huntington Beach.
SECTION 5. ADMINISTRATIVE LEAVE. The City Manager may place Villasenor
on Administrative Leave with full pay and benefits at any time during the term of this Agreement.
SECTION 6. TERMINATION AND SEVERANCE PAY.
(a) Except as provided in subsection (b), in the event the City Manager terminates the
employment of Villasenor, and during such time that Villasenor is willing and able to perform her
duties under this Agreement, then City shall pay to Villasenor a severance payment equal to salary
12-3555 / 9-12-18 J Villasenor employment agreement 3
payments which Villasenor would have been receiving over a ninety (90) day period at Villasenor's
current rate of pay in effect on the day prior to the date of termination. In addition, for the lesser
of ninety (90) calendar days after the date of termination or the time Villasenor secures health and
medical insurance through attainment of comparable employment, City shall maintain and pay for
health, medical, disability, the continuation of retirement benefits and life insurance in such
amounts and on such terms as have been received by Villasenor and Villasenor's dependents at the
time of such termination. However, no other or additional benefits shall accrue during the ninety
(90) calendar -day period.
(b) Notwithstanding subsection (a) above, the following reasons shall constitute
grounds to terminate the employment of Villasenor without severance pay or the remedies outlined
above:
(i) a willful breach of this Agreement or the willful and repeated neglect by
Villasenor to perform duties that she is required to perform;
(ii) conviction of any criminal act relating to employment with City;
(iii) conviction of a felony.
(c) Prior to the time that the City Manager terminates Villasenor without severance pay
for any of the reasons set forth above, and only in that case, the City Manager shall provide
Villasenor with written notice of proposed termination which contains the reason and factual basis
for such action. Within ten days of such notice, Villasenor may request an opportunity to respond
to the reasons and factual basis provided by the City Manager. If such a request to respond is
made, the City Manager shall conduct a meeting, which may be informal in nature, at which
Villasenor may respond to the notice of proposed termination. At such meeting, Villasenor may
be represented by an attorney of her choice and present evidence or information relevant to the
reasons and factual basis set forth in the notice of proposed termination. Subsequently, the
decision of the City Manager as to whether reasons set forth in Section (b)(i) exist or do not exist
shall be final as between the parties.
(d) In the event, City at any time during the term of this Agreement, reduces the salary
of Villasenor from its then current year level, except as part of an across-the-board reduction for
all Non -Associated Employees of City, or in the event City refuses, following written notice, to
extend to Villasenor any non -salary benefit customarily available to all Non -Associated
Employees, or in the event Villasenor resigns following a suggestion, whether formal or informal,
12-3555 / 9-12-18 J Villasenor employment agreement 4
by the City Manager that she resign, then, in those events, Villasenor may, at her option, be deemed
to be "terminated" at the date of such reduction or such refusal to extend or such suggestion of
resignation within the meaning and context of the severance pay provision in paragraph (a) above;
provided that such option to be deemed terminated must be exercised by written notice from
Villasenor to the City Manager within ten (10) working days of notification of such reduction,
refusal to extend, or suggestion of resignation. In that event, the severance payment shall be
calculated from the date Villasenor exercises the option to be deemed terminated.
(e) In the event Villasenor voluntarily resigns her position, Villasenor shall give City
written notice at least thirty (30) days prior to the last workday, unless the City Manager and
Villasenor otherwise agree. Unless there is Agreement to the contrary, if Villasenor fails to
provide such notice to the City Manager, any right to accrued benefits for General Leave shall
terminate.
(f) It is understood that after notice of termination in any form, Villasenor and City
will cooperate to provide for an orderly transition. Specific responsibilities during such transition
may be specified in a written separation Agreement.
SECTION 7. PERFORMANCE EVALUATION. The Director of Community
Development shall review and evaluate in writing the performance of Villasenor at least once
annually with the first performance review occurring within the initial six (6) months of
employment. That review and evaluation shall be in accordance with specific criteria developed
in consultation with Villasenor and the Director of Community Development. Those criteria may
be added to or deleted from as the Director of Community Development may from time to time
determine, in consultation with Villasenor.
SECTION 8. PROFESSIONAL DEVELOPMENT. City agrees to budget and pay for
Villasenor's professional memberships as normally accorded to City Professional Planners.
Villasenor shall also receive paid leave, plus registration, travel and reasonable expenses for short
courses, conferences and seminars that are necessary for her personal development and, in the
judgment of the City Manager, for the good of the City, and subject to budget limitations and to
established travel policies and procedures.
12-3555 / 9-12-18 J Villasenor employment agreement 5
SECTION 9. FINANCIAL DISCLOSURE.
(a) Villasenor shall report to the City Manager any ownership interest in real property
within the County of Orange, excluding personal residence. Also, Villasenor shall report to the
City Manager any financial interest greater than Ten Thousand Dollars ($10,000) in value in a firm
doing work for City or from which City intends to make a purchase. Such reporting shall be made
in writing by Villasenor to the City Manager within ten (10) calendar days of the execution of this
Agreement and, further, within ten (10) calendar days of acquisition of that interest in real property.
Additionally, Villasenor shall report in writing to the City Manager any financial interest greater
than Ten Thousand Dollars ($10,000) in value in a firm doing work for City or from whom City
intends to make a purchase immediately upon notice of the intended work or purchase.
(b) In addition, Villasenor shall annually complete and file a Form 700 Statement of
Economic Interest with the City Clerk.
SECTION 10. INDEMNIFICATION. City shall defend and indemnify Villasenor against
any action, including but not limited to any: tort, professional liability claim or demand, or other
noncriminal legal, equitable or administrative action, whether groundless or otherwise, arising out of
an alleged act or omission occurring in the performance of Villasenor's duties as an employee or
officer of City, other than an action brought by City against Villasenor, or an action filed against City
by Villasenor. In addition, City shall pay the reasonable expenses for the travel, lodging, meals, and
lost worktime of Villasenor should Villasenor be subject to such, should an action be pending after
termination of Villasenor. City shall be responsible for and have authority to compromise and settle
any action, with prior consultation with Villasenor, and pay the amount of any settlement or judgment
rendered on that action. Villasenor shall cooperate fully with City in the settlement, compromise,
preparation of the defense, or trial of any such action.
SECTION 11. GENERAL PROVISIONS.
(a) The text herein, including recitals, shall constitute the entire Agreement between
the parties.
12-3555 / 9-12-18 J Villasenor employment agreement 6
(b) This Agreement shall become effective commencing upon adoption of the
Amended Ordinance creating the position of Deputy Director of Community Development.
(c) If any provision, or any portion of any provision, contained in this Agreement is
held unconstitutional, invalid, or unenforceable, the remainder of this Agreement, or any portion
of it, shall be deemed severable, shall not be affected and shall remain in full force and effect.
(d) No amendment of this Agreement shall be effective unless in writing and signed by
both parties here.
IN WITNESS WHEREOF, City has caused this Agreement to be signed and executed on
its behalf by its City Manager, and Villasenor has signed and executed this Agreement, both in
duplicate, the day and year first above written.
JENNIFER VILLASENOR:
CITY O i TIINGTON BEACH
CCity Manager
APPROVED AS T-UFORM:
ty Attorney
12-3555 / 9-12-18 J Villasenor employment agreement 7
Ezhib i t "A"
CITY OF HUNTINGTON BEACH
CLASS SPECIFICATION
TITLE: DEPUTY DIRECTOR OF COMMUNITY DEVELOPMENT
COUNCIL APPROVAL:
SEPTEMBER 17, 2018
JOB CODE: 0840
EMPLOYMENT STATUS: REGULAR FULL-TIME
UNIT REPRESENTATION: NA
FLSA STATUS: EXEMPT
JOB SUMMARY
Su pity
HB
Under administrative direction, to assist the Director of Community Development in
planning, organizing and directing the activities of the Community Development
Department.
SUPERVISION RECEIVED AND EXERCISED
Reports to: Director of Community Development
Supervises: Building Manager, Code Enforcement Supervisor, Inspection Manager, and
Planning Manager
DISTINGUISHING CHARACTERISTICS
This single -position classification is designated as "at will" and is excluded from the
competitive service.
The Deputy Director of Community Development has broad authority for directing and
coordinating Community Development Department administration and operations
through subordinate managers and supervisors. The incumbent is responsible for
directing and reviewing the work of the following sections: Permit and Plan Check
Services, Planning Services, Neighborhood Preservation and Code Enforcement
Services, and Building Inspection Services. The incumbent assumes full program
responsibility including decision making on key policy issues, establishing program goals
and objectives, setting program priorities, and allocating necessary staffing and other
resources.
EXAMPLES OF ESSENTIAL DUTIES
• Assists the Director in planning, organizing and directing the activities of the
Community Development Department
• Ensures compliance with departmental programs and processes with local, State and
federal regulations, and other applicable requirements; analyzes, or directs the
analysis of, proposed legislation; laws, regulations, and other provisions to assess the
impact on departmental operations; interprets laws, regulations and legal provisions
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Exhib i t "A"
CITY OF HUNTINGTON BEACH SurCity
CLASS SPECIFICATION Huner>V jlBnch
TITLE: DEPUTY DIRECTOR OF COMMUNITY DEVELOPMENT
for departmental management; and evaluates and directs changes to department -
wide policies, procedures and practices
• Directs all information systems operations in the analysis design, implementation, and
maintenance of the Department's automated systems, defining long range data
processing systems requirements for the department, and consult with department
staff and other users on immediate and long term systems needs
• Selects, trains, motivates, and evaluates performance of assigned personnel;
provides or coordinates staff training, provides assistance in improving skills and
abilities; resolves staffing conflicts and works with employees to correct deficiencies;
implements discipline and termination procedures
• Directs, coordinates and reviews the work of the managers and supervisors
responsible for Permit and Plan Check Services, Current and Advanced Planning
Services, Neighborhood Preservation and Code Enforcement Services, and Building
Inspection Services to provide adequate coverage, ensure the accomplishment of
program goals and objectives, evaluate program requirements, needs and
accomplishments, authorize and review all special projects completed by staff,
evaluate program objectives and results
• Manages the activities of the Planning Commission
• Consults with program managers, supervisors and specialists on special conditions,
technical, administrative, legal and legislative issues and unusual field problems;
determines appropriate action for resolution of problems
• Oversees and coordinates the updates and maintenance of the Huntington Beach
zoning and subdivision ordinances and the City's building codes
• Works with the Director in coordinating and establishing priorities for requests for
information and assistance from elected officials, City Manager's Office, and other
government agencies
• Develops and maintains liaison relationships with Federal, State and County officials,
California Coastal Commission, community representatives and members of the
planning and building industries
• Directs the preparation of and reviews and consolidates the annual budget for the
Community Development department; recommends staffing levels; directs and
reviews expenditure controls
• Identifies sources of grant funds, writes grant proposals, and administers or oversees
grant awards
• Assists the Director of Community Development in advising the City Manager and City
Council regarding planning and development projects, recommendations and policies
• Attends leadership, management, supervisory and technical training to stay abreast
of industry best practices
• Develops processes to ensure business continuity in the event of a disaster
• Serves as department ombudsperson regarding public relations and information in
responding to citizen complaints and attempting resolution; addresses social media
issues
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Page 231
Exhibit "A"
CITY OF HUNTINGTON BEACH Su City
HB
CLASS SPECIFICATION Hunuynj�
TITLE: DEPUTY DIRECTOR OF COMMUNITY DEVELOPMENT
• Provides expertise on customer service efforts within the Department
• Works with other departments to coordinate and resolve various issues related to
department functions and operations
• Assumes the duties of the department head when the Director is absent
• Performs other related duties
The preceding duties have been provided as examples of the essential types of work
performed by positions within this job classification. The City, at its discretion, may add,
modify, change or rescind work assignments as needed.
MINIMUM QUALIFICATIONS:
Any combination of education, training, and experience that would likely provide the
knowledge, skills, and abilities to successfully perform in the position is qualifying. A
typical combination includes:
Knowledge of:
— Principles, methods, and procedures of urban and regional planning
— California Environmental Quality Act and California Coastal Act
— Federal, State and local laws, regulations and rules governing planning
— Economic, governmental and legislative trends affecting urban land development
and environmental quality
— Physical, environmental, social and governmental factors involved in planning
— Principles and practices of management analysis and organizational design
necessary to formulate and implement policies and programs, and to determine
administrative and operational needs for a planning and building department
— Principles and practices of management, including training, directing, evaluating
and supervising subordinates
— Principles and practices of fiscal management, budget administration and control
necessary to plan develop and evaluate funding requirements; to prepare, present
and justify budget requests
— Customer service best practices
Ability to:
— Plan, organize, manage and direct the overall operations of the Planning Services,
Permit and Plan Check Services, Code Enforcement Services, Neighborhood
Preservation and Building Inspection Services
— Develop policies and procedures, administrative regulations, guidelines, practices
related to Community Development operations.
— Supervise, train and evaluate the work of staff through subordinate supervisors
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Page232
Exhibit"A"
CITY OF HUNTINGTON BEACH Surd i
HB
CLASS SPECIFICATION Hunbn9 n ;mac,,.
TITLE: DEPUTY DIRECTOR OF COMMUNITY DEVELOPMENT
— Analyze, evaluate and direct the preparation of complex technical planning and
staff analyses, studies, reports and proposals; make recommendations and
presentations.
— Establish and maintain effective relations with public officials, City Council
members, the City Manager, and the general public.
— Understand, interpret and apply provisions of Federal, State and local legislation,
rules and regulations pertinent to the activities of the Planning and Building
Department.
— Prepare budget requests and control expenditures within budget authorization
Education: A Bachelor's degree from an accredited college or university in Architecture,
Urban Planning, Public Administration or other directly related field. A Masters degree
preferred.
Experience: Six (6) years increasingly responsible experience performing professional
planning and community development related work at a senior management level or
higher of which includes at least four (4) years' supervisory experience over professional
and administrative support staff.
Certifications/License: A valid California Class C driver's license and an acceptable
driving record are required by time of appointment. AICP Certification by the American
Planning Association preferred.
SPECIAL CONDITIONS
Employees regularly assigned/required to drive a city or personal vehicle in the course
and scope of work and/or receiving a vehicle allowance, shall be required to participate
in the DMV Employer Pull Notice program.
Public Employee Disaster Service Worker: In accordance with Government Code
Section 3100, all Huntington Beach city employees are required to perform assigned
disaster service worker duties in the event of an emergency or a disaster.
PHYSICAL TASKS AND ENVIRONMENTAL CONDITIONS
The incumbent must be able to meet the physical requirements of the job class and have
mobility, balance, coordination, vision, hearing and dexterity levels appropriate to the
duties to be performed.
Work is performed in a general office environment, requiring sitting for prolonged periods
of time; standing and walking to retrieve work files or to other departments or office
locations; leaning, bending and stooping to perform work behind a desk or to retrieve
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Page 233
Fxhibit"A"
CITY OF HUNTINGTON BEACH Su, qit
CLASS SPECIFICATION Hunm ;Beach
TITLE: DEPUTY DIRECTOR OF COMMUNITY DEVELOPMENT
information; pushing, turning or twisting to move chair or body from desk; reaching to
place or retrieve files or open file drawers or cabinets; light grasping to hold a writing
instrument or documents; firm grasping as needed to lift and carry work files or operate
office equipment; finger dexterity to type on a computer keyboard; and, hearing and
speaking to answer the telephone or answer questions of co-workers and
subordinates. Work may necessitate some lifting, carrying, pushing and/or pulling of
objects and materials of light weight (5-10 pounds).
Reasonable accommodation(s) for an individual with a qualified disability will be
considered on a case -by -case basis.
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Exhibit" B"
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
Page 199
PASSED AND ADOPTED by the City Council of the City of Huntington Beach at a
regular meeting tliereof held on the / e"6day of , 2016.
REVIEW APPROVED: APP OVED A TO FORM:
L� 1
City Ivan er/ T-A City Attorney
of ITu' man Resources
A
RLS 6/27/16/16-5325/138993/MV 2
Page 200
Resolution No. 2016-50, Fxhibit "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......................................................................................
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
SECTIONIV — 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
SECTIONV — LEAVE BENEFITS................................................................................10
I Exhibit "A" to Non -Associated Resolution No. 2016-50
Item 25. -
HB -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.......................................................................................................... 1
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
Page 202
T4R _A;
Item 25- -
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.
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.
tem 25_ P821'A'to Non -Associated Resolution No. 2016-50 uR -(I;Q
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 workweek.
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.
DR13rVA"'to Non -Associated Resolution No. 2016-50 uR _ri;Q
Item 25. -
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
Plate .
Tier
Month)"y
Premium
Employer
Monthly
Contribution
Employee
Monthly
Con#ribu#ion
Employee
Bi-Weekly ;"
Con#ributi.on .
Kaiser
Single
466.65
466.65
0.00
0.00
Two -Party
1,022.11
974.36
47.75
22.04
Family
1,343.90
1,170.04
173.86
80.24
Blue Shield HMO
Single
671.00
640.76
30.24
13.96
Two -Party
1,466.00
974.36
491.64
226.91
Family
1,896.00
1,170.04
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
Family
1,927.00
1,314.31
612.69
282.78
Delta Dental PPO
Single
58.10
45.02
13.08
6.04
Two -Party
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
Single
25.12
0.00
25.12
11.59
Two -Party
25.12
0.00
25.12
11.59
Family
1 25.12
0.00
1 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 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.
iP.n-1 7 5 Page, �W to Non -Associated Resolution No. 2016-50 uR
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).
E)%Ii 2W to Non -Associated Resolution No. 2016-50 IUR _hr11
Ttem 25_ - 1
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:
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 Citv 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.
Pa �'`to
-elm 7 5 Non-Asson on -Associated Resolution No. 2016-50
_ — � I — _ — urn _���
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
Upon retirement, whether service c
employee shall be entitled to cause
in the City's group health insurance
premium rate in accordance with the
Budget Reconciliation Act of 1985
employee's expense and upon terms,
r disability connected, each Non Associated
elf, spouse and dependents to participate fully
program at the equivalent of the City's group
provisions specified by Consolidated Omnibus
(COBRA). Such participation shall be at
conditions and restrictions currently in effect.
Ex'�rb'''FL `Wto Non -Associated Resolution No. 2016-50
Ttem 25. - 1
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.
Pa '�9to Non -Associated Resolution No. 2016-50
`em 25. 29f ___ _ uP _111,11/1
NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION
b. All safety employees described as "classic" members shall pay to CalPERS 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 CaIPERS.
3. IRS Code Section 414(h)(2)
The City has adopted the CalPERS Resolution in accordance with IRS Code section
414(h)(2) to ensure that both the employee contribution and the City pickup of the
required member contribution are made on a pre-tax basis. However, ultimately, the tax
status of any benefit is determined by the law.
4. Pre -Retirement Optional Settlement 2 Death Benefit
Non -Associated employees shall be covered by the Pre -Retirement Optional Settlement
2 Death Benefit as identified in Section 21548 of the California Government Code when
approved by the City Council.
5. Fourth Level of 1959 Survivor Benefits
Non -Associated employees shall be covered by the Fourth Level of the 1959 Survivor
Benefit as identified in Section 21574 of the California Government Code.
6. VEBA Plan Requirements
a. Eligibility Defined
Effective December 23, 2009, all eligible Unrepresented Management Employees
with 25 years of continuous service to the City of Huntington Beach will participate in
the Plan. An eligible employee is an employee who works twenty (20) or more
hours per week and receives benefits.
ExTi'6R 2%Oto Non -Associated Resolution No. 2016-50 urt
Ttem 25_ - 1
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.
fem 25 _ Pal �' � to Non -Associated Resolution No. 2016-50
NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION
SECTION V — LEAVE BENEFITS
A. General Leave
I. 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.
Ex Eft "A' to Non -Associated Resolution No. 2016-50 LJD _/�(,7
TtPm ?.5 - l i
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 Pav 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.
Pa '��to Non -Associated Resolution No. 2016-50
`em �.5 - �f7 uR _��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
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
EAT A" to Non -Associated Resolution No. 2016-50 uR _�tiQ
Item ? 5 - 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).
FagP �1U to Non -Associated Resolution No. 2016-50
-em � 5 - 19 _ uR _tin
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).
Ekt "fir[ ,P to Non -Associated Resolution No. 2016-50 14P _A71
Ttem 25 _ - 21
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
ELECTED OFFICIALS PART-TIME
0018
Cit Treasurer - PART-TIME
NA0018
74.64
83.07
92.46
�Annual`Sala .. Not to;Exeeed $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.
Pa - 2 7, to Non -Associated Resolution No. 2016-50
tem 5 - 1
ing
Control
High
Grade
Point
Point
Point
0592
Assistant City Manager
NA0592
85.82
95.51
106.32
0009
Director of Building &Safe
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
Development Director
NA0589
80.82
89.97
100.13
_Community
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
City Attorney
NA0016
100.18
111.51
124.10
0017
City Clerk
NA0017
69.94
77.85
86.66
Job No.
Description
A
B
C
D
E
Grade
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 —
P-�= a
ExAll A to Non -Associated Resolution No. 2016-50 R ��
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
1 to Non -Associated Resolution No. 2016-50
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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.
E�h)TS7240to Non -Associated Resolution No. 2016-50 uR _A"7;
Ttem ? 5 - 7,
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.
r 'M _ 5 _ Pae5 k1 to Non -Associated Resolution No. 2016-50 uR 7r,
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:
AMI
Pali
AM
PtUI
4,£
ANl
PtJI
M
F `
F"Y>�'.
,
si
F `;
,
. s.._:_11..
_lU,
Tit
.
,.F.,,
Schedule
4
4
-
-
9
9
9
9
-
-
-
-
9
9
9
9
4
4
B Schedule
-
-
-
-
9
9
9
9
4
4
-
-
9
9
9
9
-
-
EA76lei 2A2to Non -Associated Resolution No. 2016-50 T-TR -C,77
Item 25. - I
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.
Fa �) 'to Non -Associated Resolution No. 2016-50
�em T� �.5 - uR _r,7R
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_
EAT13ff aA"to Non -Associated Resolution No. 2016-50 uR _h7q
Item 25_ - 2
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.
tem 25. a to Non -Associated Resolution No. 2016-50 NR _(I, �_
NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION
Voluntary Catastrophic Leave Donation Program
Leave Request Form
Requestor, Please Complete
According to the provisions of the Voluntary Catastrophic Leave Donation Program, I hereby request
donated vacation, general leave or compensatory time.
MY SIGNATURE CERTIFIES THAT:
• A Leave of absence in relation to a catastrophic illness or injury has been approved by my
Department; and
• I am not receiving disability benefits or Workers' Compensation payments.
ame: (Please Print or Type: Last, First, MI)
Work Phone: :Department:
I
ob Title: ;Employee ID#:
i
uester Signature:
partment Director Signature of Support:
ate:
ate:
Please submit this form to the Human Resources Office for processing.
E&62i� ` 5to Non -Associated Resolution No. 2016-50 uu _AQ 1
Ttem ?.5 - �
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)
Work 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
li❑ 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):
i
i
Donor Signature: 'Date:
Please submit to the Finance Department.
I
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
Paae 228
EXHIBIT 1
NON -ASSOCIATED EXECUTIVE MANAGEMENT SALARY SCHEDULE
EFFECTIVE SEPTEMBER 17, 2018
Pay
Starting
Control
High
Job No.
,Description
Grade
Point
Point
Point
EXECUTIVE MANAGEMENT
0591 ICity Manager I NA I I NA 1 128.29
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
95.51
106.31
0011
Police Chief
NA0011
85.82
95.52
106.31
ELECTED OFFICIALS
0016
City Attorney
NA0016
100.18
111.51
124.10
0017
City Clerk
NA0017
1 69.941
1 77.85
1 86.66
ELECTED OFFICIALS PART-TIME
1 0018 1City Treasurer- PART-TIME I NA0018 1 1 74.641 1 83.071 1 92.461
*Annual Salary Not to Exceed $51,812
CONTRACT NON -DEPARTMENT HEAD
Job No.
Description
Pay
Grade
A
B
C
D
E
0593
Chief Assistant City Attorney
NA0593
71.05
74.96
79.08
83.43
88.01
0699
Deputy Community Prosecutor
NA0699
43.20
45.58
48.08
50.73
53.52
0840
1 Deputy Director of Community Dev
I NA0840
1 66.54
70.21
74.07
78.14
82.44
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.
Per Ordinance 4105 and Resolution 2016-66 adopted on 10/17/16 the position of Deputy Community Prosecutor was established.
Per Ordinance 4160 and Resolution 2018-54 adopted on 09/17/18 the position of Deputy Director of Community Development was
established.
Page 229
Jennifer Villasenor
(714) 374-1661
jvillasenor@surfcity-hb.org
PROFESSIONAL EXPERIENCE
2015 — 2018 City of Huntington Beach Huntington Beach, CA
Planning Manager
• Oversee the day to day operations of the Advance Planning Division of the
Community Development Department
• Responsible for overall division planning and management, personnel
administration including training, selection and performance management, and
coordinating division work programs and priorities
• Coordinate planning activities related to the General Plan, Specific Plans,
Housing Element/affordable housing, CEQA, flood management and the Local
Coastal Program with other City departments and external agencies
• Represent the Community Development Department in the Director's absence
at Executive Team meetings, City Council and Planning Commission meetings
and other City boards and commissions
• Managed the comprehensive update to the Citywide General Plan
• Serve as liaison to various federal, State and county offices on development
matters such as coastal, environmental and general planning
• Assist in the Department budget process, including attending annual budget
meetings and providing input related to Planning Division current and future
work program priorities
2010-2014 City of Huntington Beach Huntington Beach, CA
Senior Planner
• Managed complex projects that included multiple entitlements and/or involved
environmental resource issues, extensive community outreach and a higher
degree of controversy including mixed use projects, general plan amendments,
specific plans and development agreements
• Managed consultant contracts for the preparation of environmental documents
and general plan amendments; prepared RFPs for contracts
• Prepared staff reports and made presentations to the City Council, Planning
Commission, and other boards and commissions
• Assisted the City Attorney's Office in the preparation of administrative records
for lawsuits involving planning projects
• Reviewed all environmental documents prepared by City and professional
consultants
• Assisted in the training and supervision of planning and support staff
2006 — 2010 City of Huntington Beach Huntington Beach, CA
Associate Planner
• Major projects include: Downtown Specific Plan Update (involves 336-acre
downtown area); Senior Center EIR and Development entitlements (involves
development of 45,000 square foot senior center in Central Park); Housing
Element Update; Boardwalk mixed use EIR and entitlements; various General
Plan, Local Coastal Program, Zoning Map and Zoning Text Amendments
Page 242
• Environmental Assessment Committee liaison responsible for reviewing all City
and outside agency environmental/CEQA documents
2003 — 2006 City of Bell Gardens Bell Gardens, CA
Associate Planner
• Project Planner for State certification of Housing Element Update
• Project Planner for major development projects including 72-unit affordable
senior housing and community center project; parcel assembly and
redevelopment of major intersection for the development of a 150,000 square
foot shopping center; Bicycle Casino remodel; affordable housing development
agreements; redevelopment projects; disposition and development
agreements; owner participation agreements; citywide zoning code update
• Presented projects at Planning Commission and City Council meetings
• Provided CEQA analysis for all projects
• Supervised subordinate planning and clerical staff
2001— 2003 City of Rosemead Rosemead, CA
Assistant Planner/GIS Technician
• Reviewed project proposals and development plans for zoning and other
City/State code compliance
• Prepared General Plan and zoning maps using GIS software
• Presented projects to Planning Commission
• Plan Review Committee Liaison
• Responsible for Planning Commission agenda scheduling
2000 - 2001 City of El Monte El Monte, CA
Planning Intern
• Answered inquiries related to planning and zoning at public counter and via
telephones; reviewed development plans and proposals
• Prepared staff reports for Planning Commission meetings
Fn1IrATION
University of California, Irvine
• B.A.: Environmental Analysis
• Campuswide Honors Program
• Anteater Recreation Center Planning Advisory Board
AREAS OF EXPERTISE
• California Environmental Quality Act
• California Housing Element law
• California Coastal Act
I FAnFRCNIP
• Former Vice -Chair — City of Santa Ana Redevelopment and Housing Commission
• Former Member -- City of Santa Ana Historic Resources Commission
• Past presenter— Robert Mayer Leadership Academy
Page 243
9/17/2018
SUCCESSION
PLANNING:
THE SILVER TSUNAMI
Demographic studies have revealed an
impending crisis awaits both the public and
private sectors as baby boomers retire over
the next decade
10,000 people per day reach retirement age
Vast amounts of institutional history is lost
via retirement
California and Orange County public sector
employers will be challenged to timelyfill
vacancies with high -performing qualified
talent
SUPPLEMENTAL
COMMUNICATION
Agenda Item No.• a - 3 5� 1
9/17/2018
REGTnkj A,L IMPprTC
As employer's rosters decline, the region will
be hard pressed to fill vacancies and recruit
new talent to the public sector
Colleges and universities are investing in
STEM and other cutting edge technological
careerfields that may not directly correlate
to work in the public sector
As a result, cities in the region will begin to
"cannibalize" from the combined talent pool
further worsening the situation
• In the City of Huntington Beach, an entire third of the workforce,
293 staff are eligible to retire today
• These retirements will be across all Departments, including 66
public safety employees
• The resultant impacts will affect both the workforce and local
community including:
• Loss of institutional memory within the organization
• Increases in overtime spending until vacancies are filled
• Productivityand performance delays as the organization
struggles to run several recruitments at once and perform
work done by now retired former employees
• Increased workloads until vacancies are filled
• Potential delays in providing service to the public
2
9/17/2018
36UCESSION PLANNING
Succession Planning is the science of maximizing an
organization's long term performance by:
Identifying high performing employees within the organization
Investing in training and education to elevate in-house talent
Developing smart and savvy recruiting techniques to attract new
talent
Eliminating or reducing administrative barriers for upward
advancement for both internal and external candidates
Re -engineering the organizational structure and promotional
practices to create opportunities for upward mobility within the
organization
Developing creative strategies to attract and reward high
performing employees
CURRENT HB
ORGANIZATIONAL CHANGES
Most departments do not have a "second in
command" structure, even within public
safety
As retirements become more frequent and
occur more quickly, this can lead to a
certain degree of organizational instability
Constantly needing to recruit from the
outside poses fiscal and administrative
challenges
f
WI
3
9/17/2018
CREATION OF '` DIREI CTOR
STRUCTURE WIT" rkl r", -r DEPUTY
DIRECTOR
The creation of a Deputy Director classification within the City will
allow the City to achieve the following performance improvements:
A clear and consistent chain of command structure for City
Departments
An identified "second in command" position thereby eliminating
confusion both internally and externally as to the position
responsible in the absence of a Director
Create an internal pathway of promotion for high performing staff
- A viable alternative for employees seeking upward mobility as
opposed to "finding a job somewhere else"
In anticipation of potential future retirements, the City has been creating
a clearer chain of command structure in certain City Departments
Three years ago, the City funded the concept of anew Deputy Director position in the
Community Development Department as reflected in the FY 2015/16 adopted budget; a
DRAFT classification was also created in 2015
This action was taken to create a succession plan due to the anticipated departure of
the Director within the successive one to two years 0
In late 2017, the incumbent Director retired and a nationwide search commenced for a
new Director
The position concept was not moved forward until this time to allow the new Director
to review the Department's organizational structure, and make recommendations for
improvements
Ell
9/17/2018
NEXT STEPS
To create a more refined chain of command
structure, and as part of the development of a
comprehensive succession plan for the
Community Development Department, Staff
recommends that the City Council approve the
following:
• Approve the Ordinance Modifying
the Municipal Code
• Approve the Resolution Creating a
New Deputy Director Classification
`` • Approve the Employment
Agreement for the Recommended
Candidate
5
9/17/2018