HomeMy WebLinkAboutNon Associated - Non Represented Employees - 2007-01-16P6;
Council/Agency Meeting Held: b p
Deferred/Continued to:
A proved ❑ Conditionally Approved ❑ Denied
Aowi0h,4, AV LAA�E EA)
Si Ieyks Si ture
Council Meeting Date: -Z) 1/16/2007
Department ID Number: ADCS-07-02
CITY OF HUNTINGTON BEACH
REQUEST FOR CITY COUNCIL ACTION
SUBMITTED TO: HONORABLE MAYOR AND C TY COUNCIL MEMBERS
SUBMITTED BY: PEOPE L"tt
Y ADMINISTRATOR
PREPARED BY: P ELOP CULB�Y ADMINISTRATOR
SUBJECT: ADOPT RESOLUTION TO MODIFY SALARY & HEALTH BENEFITS
FOR NON -REPRESENTED (NON -ASSOCIATED) EMPLOYEES
Statement of Issue, Funding Source, Recommended Action, Alternative Action(s), Analysis, Environmental Status, Attachment(s)
Statement of Issue:
Should the Resolution that authorizes the salary and benefits for non -represented (Non -
Associated) employees be modified?
Funding Source:
Funding is included in the Fiscal Year 2006/2007 budget. The estimated cost to implement
this Resolution for Fiscal Year 2006/2007 is $263,947, and $87,982 in Fiscal Year
2007/2008.
The estimated cost does not include any potential increases for the classifications listed in
Exhibit 1 of the Non -Associated Resolution and excludes any potential increases to the
elected Executive Management positions listed in Exhibit 2 of the Non -Associated
Resolution.
Recommended Action: Motion to:
Adopt Resolution No. 2007-8 , a Resolution of the City Council of the City of Huntington
Beach modifying salary and benefits for non -represented employees.
Alternative Action(s):
Do not approve the Resolution and maintain the current salary and health benefits for non -
represented (Non -Associated) employees and direct staff accordingly.
REQUEST FOR CITY COUNCIL ACTION
MEETING DATE: 1/16/2007 DEPARTMENT ID NUMBER: ADCS-07-02
Analysis:
The resolution for
modified in Section
modifications have
language.
the non -represented
I — Pay and Section
been made to other
(Non -Associated) employees has been primarily
III — Health and Other Insurance Benefits. Limited
sections of the resolution to update and/or clarify
Salaries and Health Benefits have been modified per the classification groups identified in
Exhibits 1, 2 and 3 of the Non -Associated Resolution.
Exhibit 1
The classifications in Exhibit 1 include all non -represented (Non -Associated)
exempt, non -executive employees (excluding the Deputy City Treasurer position).
The classifications identified in Exhibit 1 of the Non -Associated Resolution shall
receive the same salary and health benefits as determined by the Memorandum of
Understanding (MOU) between the City and the Management Employees
Organization (MEO) upon ratification of such MOU by the City Council.
The existing salary ranges for these classifications (in effect as of September 24,
2005) are reflected in Exhibit 1 of the Non -Associated Resolution.
Non -Associated employees are non -represented (not in a recognized bargaining
unit) and thus there is no representative response to report.
Exhibit 2
The classifications in Exhibit 2 include non -represented (Non -Associated) Executive
Management employees.
Salary Study
At the City Administrator's request, the Executive Management team formed a
committee that researched and recommended appropriate market comparisons and
parameters of the salary study. The Executive Management team recommended,
the City Administrator agreed and the City Council approved that the study would
include the salary ranges of Executive Managers as well as the City's contribution
for the employees share of PERS. Based upon agency size, geographic proximity,
similarity in services and geographic recruitment area, the City Council approved the
list of recommended cities for the study: Anaheim, Costa Mesa, Fremont, Garden
Grove, Glendale, Irvine, Newport Beach, Oceanside, Oxnard, Pasadena, Santa Ana
and Santa Barbara.
The City engaged the services of Labor Management Success, Inc. to conduct the
market research of the study and provide a recommendation based upon the
consultant's findings. The consultant found the relationship between Executive
-2- 1/10/2007 4:21 PM
REQUEST FOR CITY COUNCIL ACTION
MEETING DATE: 1/16/2007 DEPARTMENT ID NUMBER: ADCS-07-02
Management salaries within the City to be an important factor when evaluating any
market adjustment.
The consultant recommended realigning and adjusting Executive Management
salary ranges to address both market and internal equity considerations that
includes a 4% cost of living adjustment. The consultant also recommended that the
steps in the ranges for Executive Management classifications be eliminated and
replaced with a salary range that contains a start point, control point and high point.
This change will enable the City Administrator to utilize an executive performance
management process that includes both an assessment and reward system.
Non -Associated Executive Management employees are non -represented (not in a
recognized bargaining unit) and thus there is no representative response to report.
Proposed salary changes for non -represented (Non -Associated) Executive
Management employees include the following:
Effective with the City Council approval of the Non -Associated
Resolution and during calendar year 2007, the City Administrator is
authorized to set the salaries of the non -elected Executive
Management classifications identified in Exhibit 2, based upon
performance and market data, at any rate at or below the control point
of the designated salary range. This salary adjustment for the
Executive Management classifications includes a 4% (four percent)
cost of living adjustment;
2. Effective January 1, 2008, the City Administrator is authorized to
increase the salary of Executive Management by any percentage, not
greater than 5% (five percent), based upon performance at their
annual review and market data; any cost of living adjustment for
Executive Management must be approved by the City Council;
3. No salary above the control point may be offered to a prospective or
new Executive Manager without City Council approval;
4. No salary of an existing Executive Manager may be increased above
the control point for that classification prior to January 1, 2008;
5. Proposed salary ranges for Executive Management classifications are
listed in Exhibit 2 of the Non -Associated Resolution.
Exhibit 3
The classifications in Exhibit 3 include only non -represented (Non -Associated), non-
exempt employees (including the Deputy City Treasurer position).
-3- 1/10/2007 5:14 PM
REQUEST FOR CITY COUNCIL ACTION
MEETING DATE: 1/16/2007 DEPARTMENT ID NUMBER: ADCS-07-02
Proposed salary ranges for the non -represented (Non -Associated), non-exempt
employees (including Deputy City Treasurer) are listed in Exhibit 3 of the Non -
Associated Resolution and include the following:
- 4% wage increase effective January 16, 2006
Non -Associated employees are non -represented (not in a recognized bargaining
unit) and thus there is no representative response to report.
Health and Other Insurance Benefits
The classifications identified in Exhibits 2 and 3 of the Non -Associated Resolution will
receive the following effective January 16, 2006:
- 10% increase to employer contributions to medical insurance
- 5% increase to employer contributions to dental insurance
- 5% increase to employer contributions to vision insurance
The classifications identified in Exhibit 1 of the Non -Associated Resolution shall receive the
same health benefits as determined by the Memorandum of Understanding (MOU)
between the City and the Management Employees Organization (MEO) upon ratification of
such MOU by the City Council.
Environmental Status: Not applicable
Attachment(s):
-4- 1/10/2007 4:21 PM
ATTACHMENT #1
PROPOSED CHANGES TO PAY AND BENEFITS FOR NON -REPRESENTED,
NON -ASSOCIATED EMPLOYEES RESOLUTION
Proposed Changes in Pay
FY 2006/2007
FY 2007/2008
Estimated Cost for
Comments
and Benefits
Estimated Cost
Estimated Cost:
1/16/07 — 12/31/07
a.) Base Salary*
a.) Base Salary*
a.) Base Salary*
Estimated cost does not
b.) Salary Driven
b.) Salary Driven
b.) Salary Driven
include any potential
Costs**
Costs**
Costs**
increases for the Non-
c.) Total Cost***
c.) Total Cost***
c.) Total Cost***
Associated exempt, non -
executive group (excluding
Deputy City Treasurer) and
excludes any potential
increases to the elected
Executive Management
positions.
01 /16/07 —12/31 /07
4% wage increase effective
a.) $36,040
a.) $12,013
a.) $48,053
1/16/07
b.) $7907
b.) $2,636
b.) $10,543
c.) $43:947
c.) $14,649
c.) $58,596
Increase to Executive a.) $165,861 a.) $55,287 a.) $221,148
Management Salary ranges b.) $36,390 b.) $12,130 b.) $48,520
(excluding elected Executive c.) $202,251 c.) $67,417 c.) $269,668
Management positions)
4% wage increase includes
only non-exempt
employees and the Deputy
City Treasurer
Figures reflect increase to
"control point" to Executive
Management salaries
(excluding elected
Executive Management
positions)
* Base salary is the cost of raising salary or benefits
*` Salary driven costs are the additional costs associated with raising base salary, which include employer taxes, worker's compensation and retirement
Total costs are estimated upon cost information available in 2006/2007
**** N/A means Not Applicable
Page 1 of 4
PROPOSED CHANGES TO PAY AND BENEFITS FOR NON -REPRESENTED,
NON -ASSOCIATED EMPLOYEES RESOLUTION
Proposed Changes in Pay
FY 2006/2007
FY 2007/2008
Estimated Cost for
Comments
and Benefits
Estimated Cost
Estimated Cost:
1/16/07—12/31/07
a.) Base Salary*
a.) Base Salary*
a.) Base Salary*
Estimated cost does not
b.) Salary Driven
b.) Salary Driven
b.) Salary Driven
include any potential
Costs**
Costs**
Costs**
increases for the Non-
c.) Total Cost***
c.) Total Cost***
c.) Total Cost***
Associated exempt, non -
executive group (excluding
Deputy City Treasurer) and
excludes any potential
increases to the elected
Executive Management
positions.
Increase employer
contributions for medical by
10%, increase employer
contributions for dental by
5% and increase employer
contributions to vision by
5% beginning 1/16/07
$17,749 $5,916 $23,665 Increases to employer
contributions for health
include Executive
Management (excluding
elected Executive
Management positions),
non-exempt employees and
the Deputy City Treasurer
* Base salary is the cost of raising salary or benefits
* Salary driven costs are the additional costs associated with raising base salary, which include employer taxes, worker's compensation and retirement
**" Total costs are estimated upon cost information available in 2006/2007
**** N/A means Not Applicable
Page 2 of 4
PROPOSED CHANGES TO PAY AND BENEFITS FOR NON -REPRESENTED,
NON -ASSOCIATED EMPLOYEES RESOLUTION
Proposed Changes in Pay
FY 2006/2007
FY 2007/2008
Estimated Cost for
Comments
and Benefits
Estimated Cost
Estimated Cost:
1/16/07 — 12/31/07
a.) Base Salary*
a.) Base Salary*
a.) Base Salary*
Estimated cost does not
b.) Salary Driven
b.) Salary Driven
b.) Salary Driven
include any potential
Costs**
Costs**
Costs**
increases for the Non-
c.) Total Cost***
c.) Total Cost***
c.) Total Cost***
Associated exempt, non -
executive group (excluding
Deputy City Treasurer) and
excludes any potential
increases to the elected
Executive Management
positions.
Update to Executive
N/A
N/A
N/A
Language updated to
Management salary
reflect new salary schedule
schedule
administration (start point,
control point and high
point)
Non -Associated exempt
N/A
N/A
N/A
Language added to state
non -executive group
that this group shall receive
(excluding Deputy City
the same salary and health
Treasurer position)
benefits as determined by
the MOU between the City
and the Management
Employees Organization
(MEO) upon ratification of
such MOU by City Council
* Base salary is the cost of raising salary or benefits
* Salary driven costs are the additional costs associated with raising base salary, which include employer taxes, worker's compensation and retirement
*'* Total costs are estimated upon cost information available in 2006/2007
**** N/A means Not Applicable
Page 3 of 4
PROPOSED CHANGES TO PAY AND BENEFITS FOR NON -REPRESENTED,
NON -ASSOCIATED EMPLOYEES RESOLUTION
Proposed Changes in Pay
FY 2006/2007
FY 2007/2008
Estimated Cost for
Comments
and Benefits
Estimated Cost
Estimated Cost:
1/16/07—12/31/07
a.) Base Salary*
a.) Base Salary*
a.) Base Salary*
Estimated cost does not
b.) Salary Driven
b.) Salary Driven
b.) Salary Driven
include any potential
Costs**
Costs**
Costs**
increases for the Non-
c.) Total Cost***
c.) Total Cost***
c.) Total Cost***
Associated exempt, non -
executive group (excluding
Deputy City Treasurer) and
excludes any potential
increases to the elected
Executive Management
jj
positions.
Includes limited non-
N/A
N/A
N/A
Update by revising
substantive changes
language to clarify or by
removing language that no
is longer applicable.
st; P +pos�.:i11 es,
!„
$20 ,91
aw 2Q
20'I
\
! sY 6 3s
i\
28
t'�\l1:.
op My
/X
r,
r
�
\
,
* Base salary is the cost of raising salary or benefits
** Salary driven costs are the additional costs associated with raising base salary, which include employer taxes, worker's compensation and retirement
*** Total costs are estimated upon cost information available in 2006/2007
**** N/A means Not Applicable
Page 4of4
PROPOSED CHANGES TO PAY AND
BENEFITS FOR
NON -REPRESENTED, NON -ASSOCIATED
EMPLOYEES RESOLUTION
Employees in Non -Associated Employees Resolution: 52
SUMMARY OF
PROVISIONS
INCLUDING ESTIMATED COSTS
I. WAGE INCREASES
➢ Eff. the start of the pay period FY 2006/07 Estimated Cost:
that includes 1/16/07, Base Salary* $ 36,040
4% wage increase includes Salary Driven Cost** $ 7,907
non-exempt employees and Total Est. Cost*** $ 43,947
the Deputy City Treasurer
FY 2007/08 Estimated Cost:
Base Salary* $ 12,013
Salary Driven Cost** $ 2,636
Total Est. Cost*** $ 14,649
* Base Salary is the cost of raising salary
** Salary Driven Costs are the additional costs associated with raising base
salary, which include employer taxes, workers compensation and
retirement
*** Total estimated costs are based upon cost information available in
2006/2007
****N/A means Not Applicable
I. WAGE INCREASES - Continued
➢ Increase to Executive FY 2006/07 Estimated Cost:
Management Salary ranges Base Salary* $165,861
➢ (excluding elected Executive Salary Driven Cost** $ 36,390
Management positions) Total Est. Cost*** $202,251
FY 2007/08 Estimated Cost:
Base Salary* $ 55,287
Salary Driven Cost** $ 12,130
Total Est. Cost*** $ 67,417
* Base Salary is the cost of raising salary
** Salary Driven Costs are the additional costs associated with raising base
salary, which include employer taxes, workers compensation and
retirement
*** Total estimated costs are based upon cost information available in
2006/2007
****N/A means Not Applicable
II. HEALTH BENEFITS
Effective 1/16/07, the City's contribution for medical shall increase 10%, the
City's contribution for dental shall increase 5%, and the City's contribution
for vision shall increase 5%.
FY 2006/2007
$17,749
FY 2007/2008
$ 5,916
Total Estimated Cost for
Period of Resolution
$23,665
SUMMARY OF PROVISIONS
NO MEASURABLE COST
CONSIDERATIONS
III. CONTRACT LANGUAGE UPDATES
• Update to Executive Management
salary schedule
• Non -Associated exempt non -executive
group (excluding Deputy City Treasurer
position)
• Includes limited non -substantive
changes
Total Cost Summary
Estimated Cost for 01/16/07—12/31/07
I. Wages
Base Salary
$269,201
Salary Driven Costs
$ 59,063
Total Est. Cost
$328,264
ll. Health Benefits
$ 23,665
Base Salary
$269,201
TOTAL ESTIMATE
Salary Driven Costs
$ 82,728
Total Est. Cost
$351,929
ATTACHMENT #2
NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION
TABLE OF CONTENTS
EXHIBIT A - NON-ASSOCL4TED EMPLOYEES PAYAND BENEFIT PROVISIONS
43
SECTIONI PAY
43
A. Salary Schedule
3
B. Direct Deposit
3
C. Education Reimbursement
D. Shorthand Skill Pay
E. Assigned Vehicle/Auto Allowance
1. Department Heads
2. Designated Division Heads
3. Others
F. Bilingual Skill
G. Process Owner Assignment Pay
H. Acting Assignment
SECTION II — HOURS OF WORKIOVERTIME/TIME OFF
A. Designated FLSA Work Week
B. Compensatory Time/Administrative Leave/Executive Leave
C. Flexible and Alternative Work Schedules
SECTION III — HEAL THAND OTHER INSURANCE BENEFITS
A.
1.
2.
3.
4.
B.
C.
D.
E.
F.
G.
H.
Health Insurance
Medical, Dental and Vision Insurance _
City and Employee Paid Health Insurance
Medical Cash Out
Section 125 Plan
53
534
5— 4
534
534
634
634
633
5
735
k
7-36
736
83-7
7
—7
—7
10
11
Life and Accidental Death and Dismemberment Insurance 14344
Long Term Disability Insurance 14R4
City Paid Physical Examinations 12
Miscellaneous 15M
Retiree Medical Coverage for Retirees Not Eligible for the City Medical Retiree Subsidy
16M
Post-65 Supplemental Medicare Coverage 163"
Increase in Annual Maximum Benefit for Dental PPO Plan 13
SECTION IV — RETIREMENT
A. Benefits
1. Public Employees' Retirement System
2. Self -Funded Supplemental Retirement Benefit
3. Medical Insurance for Retirees
4. Health Savings Account for Post Retirement Health Insurance
5. Two Percent (2%) at Age 55 Formula
173M
1731-3
173k3
1734-3
17-3 44
14
17344
DRAFT 2007 NA Resolution 1-5-07
NON -ASSOCIATED EMPLOYEES PAY AND BENEFIT PROVISIONS
6.
7.
8.
Three Percent (3%) at Age 50 Formula
Pre -Retirement Optional Settlement 2 Death Benefit
Fourth Level of 1959 Survivor Benefits
_14
18344
18344
B. Public Employees' Retirement System Reimbursement and Reporting 183474
1. Employees' Contribution 18344
SECTION V — LEAVE BENEFITS 183M
A. General Leave 1834-5
1. Accrual 18345
2. Eligibility and Approval 19345
3. Leave Benefit Entitlements 1934 5
4. Conversion to Cash 19345
B. Holidays and Pay Provisions 203"
C. Sick Leave 2131-7
1. Accrual 17
2. Credit 17
3. Usage 17
4. Pay Off at Termination 17
D. Bereavement Leave 22M
E. Voluntary Catastrophic Leave Donation Program 18
SECTION VI — RETIREE S UBSID Y MEDICAL PLAN 22349
SECTION VII — RULES GOVERNING LAYOFF, REDUCTION IN LIEU OF LAYOFF
AND RE-EMPLOYMENT
23349
A.
Part 1- Layoff Procedures
233P
1.
General Provisions:
23-3 9
2.
Service Credit:
23349
3.
Transfer or Reduction to Vacancies in Lieu of Layoff:
243,19
4.
Order of Layoff:
25324
5.
Notification of Employees:
25324
B.
Part 2 - Bumping Rights
26M
1.
Voluntary Reduction or Bumping in Lieu of Layoff:
2632-2
2.
Reinstatement/Reemployment Lists
26322
3.
Qualifications Appeal
27323
4.
Qualifications Appeal Hearing:
273-13
C. Part 3 - Reemployment _
1. Reemployment:
2. Status on Reemployment:
SECTION VIII - MISCELLANEOUS
A. Collection of Payroll Overpayments
B. Uniforms and CalPERS Reporting
EXHIBIT I - NON -ASSOCIATED SALARY SCHEDULE
W—W,
27324
28324
25
25
25
30326
EXHIBIT 2 - NON -ASSOCIATED SALAR Y SCHED ULE 303-26
EXHIBIT 3 - NON -ASSOCIATED SALARY SCHEDULE 303-26
EXHIBIT 4F - RETIREE MEDICAL PLAN 3132-7
DRAFT 2007 NA Resolution 1-5-07
NON -ASSOCIATED EMPLOYEES PAY AND BENEFIT PROVISIONS
EXHIBIT 5D - 9180 WORK SCHEDULE
EXHIBIT 6E
VOL UNTARY CATASTROPHIC LEA VE DONATION
40333
35
DRAFT 2007 NA Resolution 1-5-07
NON -ASSOCIATED EMPLOYEES PAY AND BENEFIT PROVISIONS
EXHIBIT A
NON -ASSOCIATED EMPLOYEE PAY AND BENEFIT PROVISIONS
SECTION I — PAY
A. Salary Schedule
1. Effective the first full pay period following City Council adoption of the Non -
Associated Resolution, all current Non -Associated employees shall receive the
salaries as identified in Exhibits 1, 2 and 3 except for those elected and at -will
employees identified in Exhibit 2._a four „oF„o„+ (4 ) ,.,,no
2. The City Council shall set the salaries of the elected executive
management positions identified in Exhibit 2, at any rate within the
designated salary range
3. The City Administrator is authorized to set the salaries of the non -elected
executive management positions identified in Exhibit 2, at any rate at or
below the control point of the designated salary range. The City
Administrator 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 and no salary of an
existing employee may be set or increased above the designated salary
control point prior to January 1, 2008.
43. Those employees identified in Exhibit 1 shall receive the same salary increases
and health care contribution benefits as determined by the Memorandum of
Understanding ("MOU") between the City and the Management Employees'
Organization upon ratification of the MOU by City Council.
...
..,
.,
...WIN
0110.
ee
DRAFT 2007 NA Resolution 1-5-07
.I--,—e . 1.22 Ann
NON -ASSOCIATED EMPLOYEES PAY AND BENEFIT PROVISIONS
B. Direct Deposit
All Non -Associated employees are required to utilize direct deposit of payroll
checks.
C. Education Reimbursement
Upon approval of the Department Head and the Human Resources Manager,
permanent employees may be compensated for courses from accredited
educational and vocational institutions. Tuition reimbursement shall be limited to
job related courses or job related educational degree objectives and requires prior
approval by the Department Head and Human Resources Manager.
Education costs shall be reimbursed to permanent employees on the basis of a full
refund for tuition, books, parking (if a required fee) and any other required fees
upon presentation of receipts. However, the maximum reimbursement shall be not
more than one thousand five hundred dollars ($1,500) in any fiscal year period.
Reimbursements shall be made when the employee presents proof to the Human
Resources Manager that he/she has successfully completed the course with a
grade of "C" or better; or a "Pass" if taken for credit.
D. Shorthand Skill Pay
Effective December 21, 2002 the city shall end shorthand skill pay. All employees
receiving shorthand skill pay prior to December 21, 2002 shall continue to receive
shorthand skill pay. Those employees receiving shorthand skill pay have
successfully passed a shorthand skills test and receive additional compensation in
the amount of forty-six dollars and fifteen cents ($46.15) per bi-weekly pay period.
Shorthand skills will not be required for positions classified as Executive Assistant,
Administrative Assistant, and Administrative Secretary (Confidential).
E. Assigned Vehicle/Auto Allowance
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.
2. Designated Division Heads
Non -Associated employees who were Division Heads assigned a city vehicle as
of July 2, 1983 shall have the option of an assigned city vehicle or an
automobile allowance in the amount of one hundred sixty one dollars and fifty-
four cents ($161.54) per bi-weekly pay period plus reimbursement for out-of-
town travel at the approved mileage rate. Effective September 24, 2005, the
auto allowance shall be increased to two hundred seven dollars and sixty-nine
cents ($207.69) bi-weekly.
DRAFT 2007 NA Resolution 1-5-07
NON -ASSOCIATED EMPLOYEES PAY AND BENEFIT PROVISIONS
3. Others
Non -Associated employees who are regularly required to travel to perform
official city business, but do not have an assigned vehicle or automobile
allowance, shall be provided with a vehicle for such business.
F. Bilingual Skill
Permanent employees who are required by their Department Head to use Spanish,
Vietnamese, or Sign Language skills as part of their job assignment, shall be paid
an additional five -percent (5%) of their base hourly rate in addition to their regular
bi-weekly salary. Permanent employees may accept assignments utilizing bilingual
skills in other languages on a short-term assignment with approval by the City
Administrator. Such employees shall receive the additional five percent (5%) for
every bi-weekly pay period that the assignment is in effect. In order to be eligible
for said compensation, employee's language proficiency will be tested and certified
by the Human Resources Manager or designee. The special pay shall be
effective the first full pay period following certification as verified to the
Department Head in writing by the Human Resources Manager or designee.
G. Process Owner Assignment Pay
Those employees performing assignments designated by the city as "process
owner" assignments shall receive pay equal to ten percent (10%) of the
employee's base hourly rate.
Process owner assignments are designated by the employee's department head
and approved by the City Administrator or designee. Designated employees
are responsible for JD Edwards applications setup, design, troubleshooting and
training. Process owners have system coordination responsibilities as
distinguished from users of the system.
H. Acting Assignment
If a permanent employee is formally assigned to work in a higher classification on a
temporary basis for greater than three (3) consecutive weeks, the employee shall
be compensated at a rate which is at least five and one-half percent (5 1/2%)
above their pay step, but such pay increase shall not be greater than ten percent
(10%) and not to exceed the top step of the pay range for all hours worked in the
higher classification.
In the event a non-exempt employee is assigned to act in a classification that is
exempt from overtime, the employee shall retain all special pays of their permanent
non-exempt classification and shall receive compensation for hours worked over
forty (40) hours in the designated Federal Labor Standards Act (FLSA) work week
on a hour for hour basis. Such pay shall be paid to the employee or credited to
compensatory time as approved by the Department Head or designee. In the event
DRAFT 2007 NA Resolution 1-5-07
NON -ASSOCIATED EMPLOYEES PAY AND BENEFIT PROVISIONS
of a permanent promotion or transfer to an FLSA exempt classification, all
compensatory time shall be cashed out prior to the promotion or transfer at the
employee's current FLSA regular rate of pay in the non-exempt classification.
Acting assignments are not intended to exceed six months, unless extraordinary
circumstances warrant an extension as recommended and approved by the Human
Resources Manager. Under no circumstances shall an acting assignment exceed
one year nor shall it be considered a reclassification or a promotion.
SECTION II — HOURS OF WORK/OVERTIME/TIME OFF
A. Designated FLSA Work Week
For payroll purposes, each non-exempt employee shall be assigned a designated
FLSA work week for the calculation of overtime. This designated FLSA work week
shall not change unless extraordinary circumstances require a change in the
employee's regular work schedule due to operational need. A change in the
designated FLSA workweek shall be recommended by the Department Head and
approved by the Human Resources Manager.
B. Compensatory Time/Administrative Leave/Executive Leave
Non -Associated non-exempt employees shall receive overtime pay or
compensatory time for hours worked over forty (40) hours in a designated work
week at time and one half (1 Y2) of the employee's FLSA regular rate of pay. The
employee's supervisor shall determine if employee receives overtime pay or
compensatory time. The employee's supervisor shall approve the scheduling of
compensatory time used.
Once per fiscal year an employee may cash out up to sixty (60) hours of
compensatory time. The employee shall give payroll two (2) weeks advance
notice of their decision to exercise such option.
Non -Associated exempt employees shall not be eligible for overtime
compensation. Non -Associated exempt employees, other than department
heads, shall be credited with forty (40) hours of administrative leave upon
working forty (40) hours beyond their normal work schedule in each calendar
year. Department heads may grant additional administrative leave to Non -
Associated exempt employees who work more than seventy-five (75) hours of
overtime per year.
Exempt department heads shall be credited with eighty (80) hours of executive
leave per year.
C. Flexible and Alternative Work Schedules
DRAFT 2007 NA Resolution 1-5-07
NON -ASSOCIATED EMPLOYEES PAY AND BENEFIT PROVISIONS
With supervisor and Department Head approval, Non -Associated Civic Center (city
hall and police department) employees may flex regular scheduled start times
between the hours of 7:00 a.m. to 9:00 a.m. Flex schedules shall not reduce
service to the public, departmental effectiveness, productivity and/or efficiency as
determined by the City Administrator or designee.
All employees will be required to take a one -hour lunch break each work shift
regardless of work schedule.
Non -Associated Civic Center (city hall and police department) employees will have
the option of working a 5/40 or 9/80 work schedule with supervisor and department
head approval. In order to maintain service to the public, departmental
effectiveness, productivity and/or efficiency a department head may assign an
employee a different work schedule that is in compliance with the requirements of
the Fair Labor Standards Act (FLSA) with City Administrator approval.
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 59, 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 Administrator or designee.
SECTION III — HEALTH AND OTHER INSURANCE BENEFITS
A. Health Insurance
1. Medical, Dental and Vision Insurance
The city shall continue to make available group medical, dental and vision
benefits to all Non -Associated employees.
2. City and Employee Paid Health Insurance
The City and the employee shall pay for health insurance premiums for
employees and qualified dependent(s) effective the first of the month following
the employee's hire date. The employee payroll deduction for premium
contributions shall be deducted on a pre-tax basis. Such deductions shall be
aligned with the effective date of coverage and the ending date of coverage upon
employment separation. The employee's payroll deduction amount shall begin
no later than the first full pay period following the effective date of coverage and
DRAFT 2007 NA Resolution 1-5-07
NON -ASSOCIATED EMPLOYEES PAY AND BENEFIT PROVISIONS
pro -rated for coverage through the end of the month in which employment was
separated.
r
.. PS "10,1141...
Ka+ser
FmaReRte
iTfl/tt7:.;
EE
_ Fe +` n-r mGrc
■ -Lb -
■ - . ■ - .
: M _ ..
® •
DRAFT 2007 NA Resolution 1-5-07
NON -ASSOCIATED EMPLOYEES PAY AND BENEFIT PROVISIONS
................ .
1_0
-
...
T ,.
'
OWN�� �_QM
EE $0-.-Q88
F=E + 2 ^" �#Ge $448-48 $53-�� $33-96 $6-96
i. Health Plan Employee and Employer Contributions Chart for Classifications
in EXHIBIT 1A .
DRAFT 2007 NA Resolution 1-5-07
NON -ASSOCIATED EMPLOYEES PAY AND BENEFIT PROVISIONS
The employee and employer contribution rates shall remain in effect unless
otherwise modified pursuant to Section I, A. 4.
ii. Health Plan Employee and Employer Contributions Chart for Classifications
in EXHIBITS 244 & 30 .
Employer Contributions effective January 16, 2007
DRAFT 2007 NA Resolution 1-5-07
NON -ASSOCIATED EMPLOYEES PAY AND BENEFIT PROVISIONS
iiiv. "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 CalPERS as contracted by the City. In
accordance with eligibility provisions, the Police Chief and the Fire Chief
may elect to enroll in the CalPERS health insurance program offered by
the City.
The City's maximum monthly employer contributions for the CalPERS
health insurance program is set forth in the chart below. The amounts
listed below include the mandated Public Employees' Medical and Hospital
Care Act (PEMHCA) contribution. rev b e jaRuaFy 1, �0threuo
DesernbeF 31, 2005--.
Employer contribution rates effective January 16 2007
DRAFT 2007 NA Resolution 1-5-079RAFF
NON -ASSOCIATED EMPLOYEES PAY AND BENEFIT PROVISIONS
iv. Tie -Employees shall not be entitled to the difference between the
employer -contribution and the premiums for insurance plan(s) selected by
the employee.
v. 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, ii, and iii above. and pIaR at the yeaF 2005 level
DRAFT 2007 NA Resolution 1-5-07
NON -ASSOCIATED EMPLOYEES PAY AND BENEFIT PROVISIONS
The employee and employer contribution rates set forth in section i above
shall remain in effect unless otherwise modified pursuant to Section I A. 4
above.
The employee and employer contributions rates set forth in sections ii and
iii above shall remain in effect in 2008 and beyond unless otherwise
modified by a URN the Gity GOURGil adepts asuccessor Non -Associated
Resolution.
—tThe City's contribution caps will remain in place On 2006 and beyoRd,
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 the Administrative SeGes
DepaFt neat Employee Benefits), they may elect to discontinue city medical
coverage and receive ninety-two dollars and thirty-one cents ($92.31) bi-weekly_
4. Section 125 Plan
This plan allows employees to use pre-tax salary to pay for regular childcare,
adult dependent care and/or medical expenses.
B. Life and Accidental Death and Dismemberment Insurance
Each Non -Associated employee shall be provided with $50,000 life insurance
and $50,000 accidental death and dismemberment insurance paid for by the city.
Each employee shall have the option, at his/her own expense, to purchase
additional amounts of life insurance and accidental death and dismemberment
insurance to the extent provided by the city's current providers. Evidence of
insurability is contingent upon total participation in additional amounts.
C. Long Term Disability Insurance
This program provides for each incident of illness or injury, a waiting period of
thirty (30) calendar days during which the Non -Associated employee may use
accumulated sick leave, general leave, compensatory time off, administrative
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
DRAFT 2007 NA Resolution 1-5-07
NON -ASSOCIATED EMPLOYEES PAY AND BENEFIT PROVISIONS
maximum benefit period for disability due to injury or illness shall be to age sixty-
five (65).
Days and months refer to calendar days and months. Benefits under the plan
are integrated with sick leave, Worker's Compensation, Social Security and other
non -private program benefits to which the employee may be entitled. Disability
is defined as: "The inability to perform all of the duties of regular occupation
during two years and thereafter the inability to engage in any employment or
occupation, for which he/she is fitted by reason of education, training or
experience." Rehabilitation benefits are provided in the event the individual, due
to disability, must engage in other occupation. Survivor's benefits continue the
plan payment for three (3) months beyond death. A copy of the plan is on file in
the Human Resources Division.Adrnonm6trat.ve SeNiGes Depa +., e-n
D. City Paid Physical Examinations
Non -Associated employees shall be provided, once every two years, with a city
paid physical examination comparable to the current pre -placement class
physical examination or reimbursed the amount authorized for said physical
examination. No more than one-half of the eligible employees shall receive
examinations in any one fiscal year. Said exam shall be comprehensive in
nature and shall include:
1. A complete medical history, physical exam and review of results by physician.
2. Health testing including vision, hearing, breathing, chest x-ray and stress
EKG.
3. Laboratory test including standard chemical test, blood count, HDL, urinalysis
and stool test for blood.
E. Miscellaneous
When a Non -Associated employee is on a leave of absence without pay for
reason of medical disability, the city shall maintain the city paid insurance
premiums during the period the employee is in a non -pay status for the length of
said leave, not to exceed twenty-four (24) months.
DRAFT 2007 NA Resolution 1-5-07
NON -ASSOCIATED EMPLOYEES PAY AND BENEFIT PROVISIONS
F. Retiree Medical Coverage for Retirees Not Eligible for the City Medical Retiree
Subsidy Plan
Employees who retire from the City after January 1, 2004 and are granted a
retirement allowance by the California Public Employees' Retirement System
and are not eligible for the City's Retiree Subsidy Medical Plan may choose to
participate in City sponsored medical insurance plans until the first of the month
in which they turn age sixty-five (65).
The retiree shall pay the full premium for City sponsored medical insurance for
themselves and/or qualified dependents without any City subsidy.
Employees who retire from the City and receive a retirement allowance from the
California Public Employees' Retirement System and are not eligible for the
City's Retiree Subsidy Medical Plan and choose not to participate in City
sponsored medical insurance upon retirement permanently lose eligibility for this
insurance.
However, if a retiree who is not eligible for the City's Retiree Subsidy Medical
Plan chooses not to participate in city sponsored medical insurance plans
because the retiree has access to other group medical insurance, and
subsequently loses eligibility for that group medical insurance, the retiree and
their qualified dependents will have access to city sponsored medical insurance
plans reinstated.
Eligibility for Retiree Medical Coverage terminates the first of the month in which
the retiree or qualified dependent turns age sixty-five (65).
G. Post-65 Supplemental Medicare Coverage
Retirees who are participating in the Retiree Subsidy Medical Plan as of January
1, 2004 and all future retirees who meet the criteria to participate in City
sponsored medical insurance, with or without the Retiree Medical Subsidy Plan,
may participate in City sponsored medical insurance plans that are supplemental
to Medicare, after a contract is in place between the City and a health insurance
provider.
A retiree or qualified dependent must choose to participate in City sponsored
medical insurance plans that are supplemental to Medicare beginning the first of
the month in which the retiree or qualified dependent turns age sixty-five (65).
The retiree shall pay the full premium to participate in City sponsored medical
insurance plans that are supplemental to Medicare for themselves or qualified
dependents without any City subsidy.
Retirees or qualified dependents, upon turning age 65, who choose not to
participate in City sponsored medical insurance plans that are supplemental to
Medicare permanently lose eligibility for this insurance.
DRAFT 2007 NA Resolution 1-5-07
NON -ASSOCIATED EMPLOYEES PAY AND BENEFIT PROVISIONS
H. morase OR Annual Maximum Benefit for Dental PPO Plan
Effective January 1, 2005, the Dental PPO plan maximum annual benefit shall
be $2, 000.
SECTION IV — RETIREMENT
A. Benefits
Public Employees' Retirement System
Non -Associated employees shall be entitled to retirement benefits appropriate to
his/her class as defined in the contract between the Board of Administration,
Public Employees' Retirement System and the City Council of the City of
Huntington Beach.
2. Self -Funded Supplemental Retirement Benefit
In the event a Non -Associated employee member elects Option #2
(Section 21456) or Option #3 (Section 21457) 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. 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.
3. Medical Insurance for Retirees
a. Upon retirement, whether service or disability connected, each Non
Associated employee shall be entitled to cause self, spouse and dependents
to participate fully in the city's group health insurance program at the
equivalent of the city's group premium rate in accordance with the provisions
specified by Consolidated Omnibus Budget Reconciliation Act of 1985
(COBRA). Such participation shall be at employee's expense and upon
terms, conditions and restrictions currently in effect.
b. As an alternative to the benefit described in paragraph IV.A.3.a above, the
city will provide a financial contribution towards the cost of retiree medical
premiums as described in Section VI.
4. Health Savings Account for Post Retirement Health Insurance
As soon as practicable, the City shall implement a qualified health savings
account plan for the purpose of allowing employees to voluntarily fund post
medical retirement health premiums.
5. Two Percent (2%) at Age 55 Formula
DRAFT 2007 NA Resolution 1-5-07
NON -ASSOCIATED EMPLOYEES PAY AND BENEFIT PROVISIONS
Non -Associated employees classified as "miscellaneous" employees are
covered by the two percent at age 55 formula (2% @ 55) as identified in Section
21354 of the California Government Code.
6. Three Percent (3%) at Age 50 Formula
Non -Associated employees classified as "safety" employees are covered by the
three percent at age 50 formula (3% @ 50) as identified in Section 21362.2 of
the California Government Code.
7. 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.
8. 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.
B. Public Employees' Retirement System Reimbursement and Reporting
Employees' Contribution
Non -Associated employees shall be reimbursed bi-weekly in an amount equal to
7% of the employee's base salary (9% for safety employees) as a pickup of the
employee's contribution or portion of such contribution to the Public Employees'
Retirement System (PERS). The above PERS pickup is not base salary but is
done pursuant to Section 14(h)(2) of the Internal Revenue Code.
SECTION V — LEAVE BENEFITS
A. General Leave
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.
DRAFT 2007 NA Resolution 1-5-07
NON -ASSOCIATED EMPLOYEES PAY AND BENEFIT PROVISIONS
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. Members shall not be
permitted to take general leave in excess of actual time earned. Members shall
not accrue general leave in excess of six hundred forty (640) hours. Employees
may not use their general leave to advance their separation date on retirement or
other separation from employment.
3. Leave Benefit Entitlements
The City shall comply with all State and Federal leave benefit entitlement laws.
An eligible employee on an approved leave shall be allowed to use applicable
earned Sick Leave, General Leave, Compensatory Time, Administrative Leave or
Executive Leave for serious and non -serious family or personal health issues.
For more information on employee leave options contact the Human Resources
Division.
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) of general leave
benefits per fiscal year. The employee shall give payroll two (2) weeks
advance notice of their decision to exercise such option.
c. One Week Minimum Vacation Requirement
The City Administrator 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.
DRAFT 2007 NA Resolution 1-5-07
NON -ASSOCIATED EMPLOYEES PAY AND BENEFIT PROVISIONS
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 pay period prior to
the employee's last day of employment.
B. Holidays and Pay Provisions
1. Permanent full-time 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.
4. A permanent half-time (1/2) or three quarter -time (3/4) Non -Associated employee
shall have the holiday paid as time off with a pro -rated amount of four (4) or six
(6) hours, respectively.
5. In the event a Non -Associated "non-exempt" employee is assigned to work on
the day of the holiday recognized by the City, whether it is or is not the
employee's regularly scheduled work day the employee shall have the holiday
paid at the straight time rate unless FLSA overtime provisions apply.
6. In the event that a Non -Associated "exempt" employee is required to work on the
holiday recognized by the City, the holiday hours shall be credited to the
employee's general leave bank. Approval of this transaction shall be handled by
the Department Head or designee in the payroll period that includes the holiday
worked.
DRAFT 2007 NA Resolution 1-5-07
NON -ASSOCIATED EMPLOYEES PAY AND BENEFIT PROVISIONS
7. If a holiday falls on a
approval from the De
another day off during
with general leave the
work shift.
C. Sick Leave
Non -Associated employee's scheduled day off and with
partment Head or designee, the employee may take
the same work week as the holiday or opt to be credited
number of hours of the employee's regularly scheduled
1. Accrual — No employee shall accrue sick leave.
2. Credit — Employees assigned to Non -Associated shall carry forward their sick
leave balance and shall no longer accrue sick leave credit.
3. Usage — Employees may use accrued sick leave for the same purposes for
which it was used prior to December 25, 1999. Sick leave shall not be used to
extend absences due to work related (industrial) injuries or illnesses, this
provision shall be added to Personnel Rule 18.10.
4. Pay Off 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
DRAFT 2007 NA Resolution 1-5-07
NON -ASSOCIATED EMPLOYEES PAY AND BENEFIT PROVISIONS
in excess of the maximum for payoff may be utilized first for sick leave, as
defined in Personnel Rule 18-8.
d. Non -Associated employees who had unused, accumulated sick leave in
excess of 720 hours as of July 5, 1980, shall be compensated for such
excess sick leave remaining on termination under the formulas described in
paragraphs V.C.5.a and b above. In no event shall any employee be
compensated upon termination for any accumulated sick leave in excess of
the "cap" established by this paragraph (i.e., 720 hours plus the amount over
720 hours existing on July 5, 1980). Employees may continue to utilize sick
leave accrued after that date in excess of such "cap" on a "last in, first out"
basis. To the extent that any such "capped" amount of excess sick leave
over 720 hours is utilized, the maximum compensable amount shall be
correspondingly reduced. (Example: Employee had 1,000 hours
accumulated. Six months after July 5, 1980, employee had accumulated
another 48 hours. Employee is then sick for 120 hours. Employee's
maximum sick leave "cap" for compensation at termination is now reduced
by 72 hours to 928.)
D. Bereavement Leave
Employees shall be entitled to bereavement leave not to exceed twenty-four (24)
hours in each instance of death in the immediate family. Immediate family is
defined as father, mother, sister, brother, spouse, children, grandfather,
grandmother, stepfather, stepmother, step grandfather, step grandmother,
grandchildren, stepsisters, stepbrothers, mother-in-law, father-in-law, son-in-law,
daughter-in-law, brother-in-law, sister-in-law, stepchildren, or wards of which the
employee is the legal guardian.
E. Voluntary Catastrophic Leave Donation Program
Under certain conditions, an employee may donate leave time to another employee
in need. The program is outlined in Exhibit 6€.
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 40.
DRAFT 2007 NA Resolution 1-5-07
NON -ASSOCIATED EMPLOYEES PAY AND BENEFIT PROVISIONS
SECTION VII — RULES GOVERNING LAYOFF, REDUCTION IN LIEU
OF LAYOFF AND RE-EMPLOYMENT
The following procedures shall not apply to Department Heads and the Assistant City
Administrator.
A. Part 1 - Layoff Procedures
1. General Provisions:
a. Whenever it is necessary because of lack of work or funds to reduce the staff
of a city department, employees may be laid off pursuant to these rules.
b. Whenever an employee is to be separated from the competitive service
because the tasks assigned are to be eliminated or substantially changed
due to management -initiated changes, including but not limited to automation
or other technological changes, it is the policy of the city that steps be taken
by the Human Resources Division on an interdepartmental basis to assist
such employee in locating, preparing to qualify for, and being placed in other
positions in the competitive service. This shall not be construed as a
restriction on the city government in effecting economies or in making
organizational or other changes to increase efficiency.
c. A department shall reduce staff by identifying which positions within the
department are to be eliminated.
d. The employee who has the least city-wide service credit in the class within
the department shall have city-wide transfer rights in the class pursuant to
Part 1., Section 3., Transfer or Reduction to Vacancies in Lieu of Layoffs, or
within the occupational series pursuant to Part 2, Bumping Rights.
e. If a deadline within this procedure falls on a day the City Hall is closed, the
deadline shall be the next day City Hall is open.
2. Service Credit:
a. Service credit means total time of full-time continuous service within the city
at the time the layoff is initiated, including probation, paid leave or military
leave. Permanent part-time employees earn service credit on a pro rata
basis.
b. Except as required by law, leaves of absence without pay shall not earn
service credit.
c. As between two or more employees who have the same amount of service
credit, the employee who has the least amount of service in class shall be
deemed to be the least senior employee.
DRAFT 2007 NA Resolution 1-5-07
NON -ASSOCIATED EMPLOYEES PAY AND BENEFIT PROVISIONS
3. Transfer or Reduction to Vacancies in Lieu of Layoff:
a. In lieu of layoff, a transfer within class shall be offered to an employee(s) with
the least amount of service credit in the class designated for staff reduction
within a department subject to the following:
1) The employee has the necessary qualifications to perform the duties of
the position.
2) The employee shall be given the opportunity, in order of service credit, to
accept a transfer to a vacant position in the same class within the city,
provided the employee has the necessary qualifications to perform the
duties of the position.
3) If no position in the same class is vacant, the employee shall be given
the opportunity, in order of service credit, to transfer to the position in the
same class that is held by an incumbent in another department with the
least amount of service credit whose position the employee has the
necessary qualifications to perform.
a) If an employee(s) is not eligible for transfer within the employee's
class, the employee shall be offered, in order of service credit, a
reduction to a vacant position in the next lower class within the city in
the occupational series in lieu of layoff provided the employee has
the necessary qualifications to perform the duties of the position.
b) If the employee refuses to accept a transfer or reduction pursuant to
A. or B., above, the employee shall be laid off.
c) If the employee(s) in the class with the least amount of service credit
is in the position(s) to be eliminated or displaced by transfer, the
employee shall be offered bumping rights, pursuant to Part 2.
d) Any employee who takes a reduction to a position in a lower class
within the occupational series in lieu of layoff shall be placed on the
reinstatement/re-employment list(s) pursuant to Part 3., Re-
employment.
DRAFT 2007 NA Resolution 1-5-07
NON -ASSOCIATED EMPLOYEES PAY AND BENEFIT PROVISIONS
4. Order of Layoff:
a. Prior to implementing a layoff, vacant positions that are authorized to be filled
shall be identified by citywide occupational series. If the employee refuses to
accept a position pursuant to Section 3., above, the employee shall be laid
off.
b. No promotional probationary employee or permanent employee within a class
in the department shall be laid off until all temporary, non -permanent part-
time and non -promotional probationary employees in the class are laid off.
Permanent employees whose positions have been eliminated may exercise
citywide bumping rights to a lower class in the occupational series pursuant
to Part 2.
c. When a position in a class and/or occupational series is eliminated, any
employee in the class who is on authorized leave of absence or is holding a
temporary acting position in another class shall be included for determining
order of service credit and be subject to these layoff procedures as if the
employee was in his or her permanent position.
5. Notification of Employees:
a. The Human Resources Division shall give written notice of layoff to the
employee by personal service or by sending it by certified mail to the last
known mailing address at least fifteen (15) days prior to the effective date of
the layoff. Normally notices will be served on employees personally at work.
b. Layoff notices may be initially issued to all employees who may be subject to
layoff as a result of employees exercising voluntary reduction/bumping rights.
c. The notice of layoff shall include the reason for the layoff, the effective date of
the layoff, the employee's hire date and the employee's service credit
ranking. The notice shall also include the employee's right to bump the
person in a lower class with the least service credit within the occupational
series provided the employee possesses the necessary qualifications to
successfully perform the duties in the lower class and the employee has
more service credit than the incumbent in the lower class.
d. The written layoff notice given to an employee shall include notice that he or
she has seven (7) calendar days from the date of personal service, or date of
delivery of mail if certified, to notify the Human Resources Manager in writing
if the employee intends to exercise the employee's bumping rights, if any,
pursuant to Part 2., Bumping Rights.
e. Whenever practicable, any employee with the least amount of service credit
in a lower class within an occupational series which is identified for work force
reduction shall also be given written notice that such employee may be
DRAFT 2007 NA Resolution 1-5-07
NON -ASSOCIATED EMPLOYEES PAY AND BENEFIT PROVISIONS
41
bumped pursuant to Part 2. This notice shall include the items referred to in
3., above.
f. If an employee disagrees with the city's computation of service credit or listed
date of hire, the employee shall notify the Human Resources Manager as
soon as possible but in no case later than five (5) calendar days after the
personal service or certified mail delivery. Disputes regarding date of hire or
service credit shall be jointly reviewed by the Human Resources Manager
and the employee and/or the employee's representative as soon as possible,
but in no case later than five (5) calendar days from the date the employee
notifies the Human Resources Manager of the dispute. Within five (5)
calendar days after the dispute is reviewed, the employee shall be notified in
writing of the decision.
Part 2 - Bumping Rights
1. Voluntary Reduction or Bumping in Lieu of Layoff:
a. A promotional probationary employee or permanent employee who receives a
layoff notice may request a reduction to a position in a lower class within the
occupational series provided the employee possesses the necessary
qualifications to perform the duties of the position.
b. Employees electing reduction under A. above, shall be reduced to a position
authorized to be filled in a lower class within the employee's occupational
series. The employee may reduce to a lower class in his/her occupational
series by 1) filling a vacancy in that class, or 2) if no vacancy exists, displacing
the employee in the class with the least service credit, whose position the
employee has the necessary qualifications to perform. A displaced employee
shall have bumping rights.
c. An employee who receives a layoff notice must exercise bumping rights within
seven (7) calendar days of receipt of the notice as specified in Part 1. Failure to
respond within the time limit shall result in a reputable presumption that the
employee does not intend to exercise any right of reduction or bumping to a
lower class. The employee must carry the burden of proof to show that the
employee's failure to respond within the time limits was reasonable. If the
employee establishes that failure to respond within the time limit was
reasonable, to the Human Resources Manager's satisfaction, the employee
shall be permitted to exercise bumping rights but shall not be reinstated to a
paid position until the employee to be bumped has vacated the position. If the
employee disagrees with the Human Resources Manager's decision, the
employee may appeal pursuant to the provisions of Sections 3 and 4 below.
2. Reinstatement/Re-employment Lists
Any employee who takes a reduction to a position in a lower class within the
occupational series in lieu of layoff shall be placed on the reinstatement/re-
employment list pursuant to Part 3. Re-employment
DRAFT 2007 NA Resolution 1-5-07
NON -ASSOCIATED EMPLOYEES PAY AND BENEFIT PROVISIONS
3. Qualifications Appeal
Any employee who is denied a reduction to a position in a lower class within the
occupational series on the basis that the employee does not possess the
necessary qualifications to successfully perform the duties of the lower position
may appeal the decision. The appeal shall be filed with the Human Resources
Manager within five (5) calendar days of the employee's receipt of written notice of
the decision and reason(s) for denial. The employee's appeal shall be in writing
and shall include supporting facts or documents supporting the appeal.
4. Qualifications Appeal Hearing:
a. Upon receipt of an appeal, the Human Resources Manager shall contact a
mediator from the California State Mediation and Conciliation Service to
schedule a hearing within two (2) weeks after receipt of the appeal. If the
California State Mediation and Conciliation Service is not available within that
time frame, the parties shall mutually select a person who is available within
the time frame. If the California State Mediation and Conciliation Service and
the person mutually selected are not available within the time frame, the parties
shall select the earliest date either is available to conduct the hearing. The
parties shall split the cost, if any, of the hearing officer. In addition, the parties
shall meet within three (3) workdays to attempt to resolve the dispute. If the
dispute remains unresolved, the parties shall endeavor in good faith to submit
to the hearing officer a statement of all agreed upon facts relevant to the
hearing.
b. Appeal hearings shall be limited to two (2) hours, except as otherwise agreed
by the parties or directed by the hearing officer.
c. The hearing officer shall attempt to resolve the dispute by mutual agreement if
possible. If no agreement is reached, the hearing officer shall render a
decision at the conclusion of the hearing, which shall be final and binding.
C. Part 3 — Re -Employment
1. Re -Employment:
a. Employees who are laid off or reduced to avoid layoff shall have their names
placed upon a re-employment list, for each class in the occupational series, in
seniority order at or below the level of the class from which laid off or reduced.
b. Names of persons placed on the re-employment lists shall remain on the list for
two (2) years from the date of layoff or reduction.
c. Vacancies shall be filled from the re-employment list for a class, starting at the
top of the list, providing that the person meets the necessary qualifications for
the position.
DRAFT 2007 NA Resolution 1-5-07
NON -ASSOCIATED EMPLOYEES PAY AND BENEFIT PROVISIONS
d. Names of persons are to be removed from the re-employment list for a class if
on two (2) occasions they decline an offer of employment or on two (2)
occasions fail to respond to offers of employment in a particular class within five
(5) calendar days of receipt of written notice of an offer. Any employee who is
dismissed from the city service for cause shall have his or her name removed
from all re-employment lists.
e. Re-employment lists shall be available affected employees upon reasonable
request.
Qualifications appeals involving re-employment rights shall be resolved in the
same manner as that identified in Part 2., Section 4.
2. Status on Re -Employment:
a. Persons re-employed from layoff within a two (2) year period from the date of
layoff shall receive the following considerations and benefits:
1) Service credit held upon layoff shall be restored, but no credit shall be added
for the period of layoff.
2) Prior service credit shall be counted toward sick leave and vacation
accruals.
3) Employees may cash in sick leave upon layoff or at any time after layoff in
the manner and amount set forth in existing Non -Associated employee
benefit provisions. Sick leave shall be paid to an employee when the re-
employment list(s) expire(s), if not previously paid.
4) Upon reinstatement the employee may have his or her sick leave re -credited
by repayment to the city the cashed amount. Sick leave accumulation of
less than 480 hours shall be restored upon re-employment.
5) The employee shall be returned to the salary step of the classification held at
the time of the layoff and credited with the time previously served at that step
prior to being laid off.
6) The probationary status of the employee shall resume if incomplete.
b. Employees who have reduced to avoid layoff and are returned within two (2)
years to their former class shall be placed at the salary step of the class they
held at the time of reduction and have their merit increase eligibility date
recalculated.
DRAFT 2007 NA Resolution 1-5-07
NON -ASSOCIATED EMPLOYEES PAY AND BENEFIT PROVISIONS
SECTION VIII — 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 Administrator or designee and as adopted by the City Council. Unauthorized
compensation payments shall not constitute a past practice (1/03/05).
B. Uniforms and CalPERS Reporting
The City provides uniforms to active duty employees in the classifications of Police
Chief and Fire Chief. These employees are required to wear a standard uniform for
appearance, uniformity, and public recognition purposes.
The City will report to the California Public Employees' Retirement System (CaIPERS)
the average annual cost of uniforms as special compensation for each eligible
employee in accordance with Title 2, California Code of Regulations, Section 571(a)(5).
DRAFT 2007 NA Resolution 1-5-07
LW
cd
cc
d
NON -ASSOCIATED EMPLOYEES PAY AND BENEFIT PROVISIONS
EXHIBIT 1
NON -ASSOCIATED SALARY SCHEDULE
EFFECTIVE September 24, 2005
Job
Type
Description
Pay
Grade
A
B
C
D
E
9/25/05
0005
Admin Analyst NA
513
$28.17
$29.72
$31.35
$33.07
ja4.89
0062
Admin Analyst Principal NA
560
35.61
$37.57
$39.64
$41.82
144.12
0063
Admin Analyst Sr NA
541
$32.40
$34.18
$36.06
$38.04
140.13
0078
Assistant City Attorne
630
$50.49
$53.27
$56.20
$59.29
JQ2.55
0064
Budget Analyst Senior
541
$32.40
$34.18
$36.06
$38.04
140.13
0471
Community Relations Officer
560
$35.61
37.57
$39.64
$41.82
144.12
0006
Human Resources Mana er
609
$45.47
$47.97
$50.61
153.39
156.33
0443
Payroll Analyst
521
129.33
$30.94
$32.64
$34.43
JaQ.32
0453
Personnel Analyst
515
$28.45
$30.01
$31.66
$33.40
JL5.24
0060
Personnel Analyst Principal
560
ja5.61
$37.57
$39.64
$41.82
144.12
0464
Personnel Analyst Senior
541
32.40
$34.18
$36.06
$38.04
40.13
0054
Risk Mana er
592
$41.77
$44.07
$46.49
$49.05
151.75
0484
Senior DeputV City Attorne
621
$48.27
$50,93
$53.73
$56.68
159.80
DRAFT 2007 NA Resolution 1-5-07 32
NON -ASSOCIATED EMPLOYEES PAY AND BENEFIT PROVISIONS
EXHIBIT 2
NON -ASSOCIATED EXECUTIVE MANAGEMENT SALARY SCHEDULE
EFFECTIVE January 16, 2007
Job
Type
Description
Pay
Grade
Startina
Control
High
1/16/07
0510
Deputy City Administrator
703
72.68
80.90
90.04
0009
Director of Building & Safety
681
$65.12
72.48
80.68
0014
Director of Communit Services
697
JZg..53
78.50
87.38
0008
Director of Econ Development
681
$65.12
72.48
80.68
0479
Director of Info Services
681
J65..12
72.48
80.68
0021
Director of Planning
681
JQ5.12
72.48
80.68
0010
Director of Public Works
697
JLO.53
78.50
87.38
0518
Finance Director
697
$70.53
78.50
87.38
0015
Fire Chief
709
74.88
83.35
122.77
0011
Police Chief
709
JZ4.88
IL3.35
92.77
0016
CityAttorne
740
87.41
19729
1108.29
0017
City Clerk
668
jq1.03
67.93
75.61
0018
City Treasurer
668
61.03
67.93
75.61
A
B
C
D
E
0007 IDirector
of Library Services
668
JU.03
64.39
JE.93
JL1.67
75.61
DRAFT 2007 NA Resolution 1-5-07 33
NON -ASSOCIATED EMPLOYEES PAY AND BENEFIT PROVISIONS
EXHIBIT 3
NON -ASSOCIATED SALARY SCHEDULE
EFFECTIVE January 16, 2007
Job
Type
Description
Pay
Grade
A
B
C
D
E
1/16/07
0278
Administrative Assistant
466
22.28
23.51
24.80
26.16
27.60
0466
Administrative Secretary NA
437
19.28
20.34
21.46
22.64
23.89
0517
De uty CityTreasurer NA
597
42.82
45.18
47.66
50.28
53.05
0061
Executive Assistant
486
24.62
25.97
27.40
28.91
$30.50
0447
Payroll Technician
444
19.96
21.06
22.22
23.44
24.73
0279
Personnel Assistant
438
19.38
20.45
21.57
22.76
24.01
0446
Senior Payroll Technician
463
21.94
1 23.15
24.42
25.76
27.18
DRAFT 2007 NA Resolution 1-10-07 34
NON -ASSOCIATED EMPLOYEES PAY AND BENEFIT PROVISIONS
EXHIBIT 4C
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:
1. 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.
DRAFT 2007 NA Resolution 1-5-07
NON -ASSOCIATED EMPLOYEES PAY AND BENEFIT PROVISIONS
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. _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
DRAFT 2007 NA Resolution 1-5-07
NON -ASSOCIATED EMPLOYEES PAY AND BENEFIT PROVISIONS
MISCELLANEOUS PROVISIONS
A. Eli ibili :
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 Administrative Services Department shall
notify covered retirees of this opportunity each year.
3. Years of service computed for the Retiree Subsidy Medical Plan are
actual years of completed service with the City of Huntington Beach.
B. Benefits:
1. Retiree Subsidy Medical Plan includes Managed Health Network
(MHN), Prescription Card System (PCS), Orange County Foundation
for Medical Care (OCFMC) and Medical Stop Loss insurance.
2. City Plans are the primary payer for active employees age 65 and
over, with Medicare the secondary payer. Retirees age 65 and over
have no City Plan options and are eligible only for Medicare.
3. Premium payments are to be received at least one month in advance
of the coverage period.
C. Subsidies:
1. The subsidy payments will pay for:
a. Retiree Subsidy Medical Plan.
b. HMO.
c. Part A of Medicare for those retirees not eligible for paid PartA.
2. Subsidy payments will not pay for:
a. Part B Medicare.
b. Regular City Employee Indemnity Plan.
c. Any other employee benefit plan.
d. Any other commercially available benefit plan.
e. Medicare supplements
DRAFT 2007 NA Resolution 1-5-07
NON -ASSOCIATED EMPLOYEES PAY AND BENEFIT PROVISIONS
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.
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.
DRAFT 2007 NA Resolution 1-5-07
NON -ASSOCIATED EMPLOYEES PAY AND BENEFIT PROVISIONS
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.
DRAFT 2007 NA Resolution 1-5-07
NON -ASSOCIATED EMPLOYEES PAY AND BENEFIT PROVISIONS
EXHIBIT 5D - 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 Administrator 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:
yeee�a
��eee�
�nnaa0000aaaa0000nn
�aaaaoo�ooaamooaa
D. A/B Schedule Changes — FLSA non-exempt employees cannot change schedules
without prior approval of their supervisor, Department Head, and the Human
Resources Manager or designee. The purpose of this authorization is to review the
impact on overtime. FLSA exempt employees may change A/B schedules at the
beginning of any pay period with supervisor and Department Head approval.
DRAFT 2007 NA Resolution 1-5-07
NON -ASSOCIATED EMPLOYEES PAY AND BENEFIT PROVISIONS
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 Administrator, Department Head or designee may require such
service from any of said employees.
OVERTIME DEFINED
FLSA Non -Exempt Employees — All non-exempt employees under the 9/80 work schedule
shall earn overtime for all hours worked after the first forty (40) hours in an FLSA work
week (Friday 12:00:00 p.m. to Friday 11:59:59 a.m.) as required under FLSA. Employees
are required to obtain supervisor authorization prior to working any overtime.
1. Overtime Compensation — As stated in the Non -Associated Resolution.
2. Compensatory Time — As stated in the Non -Associated Resolution.
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. Administrative Leave — As stated in the Non -Associated Resolution.
4. Executive Leave — As stated in the Non -Associated Resolution.
5. Bereavement Leave — As stated in the Non -Associated Resolution.
6. Holidays - As stated in the Non -Associated Resolution.
7. 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.
DRAFT 2007 NA Resolution 1-5-07
NON —ASSOCIATED EMPLOYEES PAY AND BENEFIT PROVISIONS
EXHIBIT 6€
.._
r2rc OF
..
_
T.
DRAFT 2007 NA Resolution 1-5-07
NON -ASSOCIATED EMPLOYEES PAY AND BENEFIT PROVISIONS
ie
...........
:
■_ ■aila■_
DRAFT 2007 NA Resolution 1-5-07
NON -ASSOCIATED EMPLOYEES PAY AND BENEFIT PROVISIONS
DRAFT 2007 NA Resolution 1-5-07
NON -ASSOCIATED EMPLOYEES PAY AND BENEFIT PROVISIONS
EXHIBIT 6 — 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
0 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
DRAFT 2007 NA Resolution 1-5-07
NON -ASSOCIATED EMPLOYEES PAY AND BENEFIT PROVISIONS
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.
Employees wanting to make donations will submit an Authorization for Donation to
the Human Resources Division (oavroll).
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 Division on questions regarding employee
participation in this program.
DRAFT 2007 NA Resolution 1-5-07
NON -ASSOCIATED EMPLOYEES PAY AND BENEFIT PROVISIONS
Voluntary Catastrophic Leave Donation Program
Leave Request Form
Requestor, Please Complete
Accordina to the provisions of the Voluntary Catastrophic Leave Donation Proaram. I herebv reauest
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.
Phone:
uester Sianature:
artment Di
�-�
.HumanRai Aces Manager SiA Vie`
w�
i' � ;
Please submit to the Human Resources Division for processing.
DRAFT 2007 NA Resolution 1-5-07
NON -ASSOCIATED EMPLOYEES PAY AND BENEFIT PROVISIONS
Voluntary Catastrophic Leave Donation Program
Leave Donation Form
Donor, please complete
---- -- -----
�onor Name: (Please Print or Tyne: Last, First, MI)
iN �ork Phone:
Donor Job Title:
Type of Accrued Leave: Hours I wish to Donate:
❑ Vacation Hours of Vacation
F1 Comoensatory 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:
,Eli aiblerecir)lent employee's name(Last, First, Ml):
Donor Si nature:
Please submit to Pavroll in the Human Resources Division.
DRAFT 2007 NA Resolution 1-5-07-DR,A-FT 2007 NA Pe6e'64%R 1 ra 0-6-220G)5 06 NIA Rosol-finn Fnnl 3 A C)5;fl
ATTACHMENT #3
RESOLUTION NO. 2007-8
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF HUNTINGTON BEACH MODIFYING SALARY
AND BENEFITS FOR NON -REPRESENTED EMPLOYEES
WHEREAS, the City Council of the City of Huntington Beach desires to modify salary
and benefits for non -represented employees upon adoption of this resolution,
NOW, THEREFORE, 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.
SECTION 2. Except as modified, existing benefits shall remain in effect.
SECTION 3. Any resolution in conflict herewith, whether by minute action or
resolution of the City Council heretofore approved, is hereby repealed.
PASSED AND ADOPTED by the City Council of the City of Huntington Beach at a
regular meeting thereof held on the 11 hth day of Ja nitary , 200_7_.
REVIEWED AND APPROVED:
City Admin trator
9
APPROVED AS TO FORM:
A4,�� - M r
(J. ty Attorney
INLTWED AND APPROVED:
C��
Deputy City Administrator -City Services
06-782/6732
Resolution No. 2007-8
NON -ASSOCIATED EMPLOYEES PAY AND BENEFIT§ §15I2 1 W
TABLE OF CONTENTS
EXHIBIT A - NON -ASSOCIATED EMPLOYEES PAY AND BENEFIT PROVISIONS... 4
SECTIONI PAY..............................................................................................................
4
A.
SALARY SCHEDULE.................................................................................................
4
B.
DIRECT DEPOSIT....................................................................................................
4
C.
EDUCATION REIMBURSEMENT..................................................................................
4
D.
SHORTHAND SKILL PAY...........................................................................................
5
E.
ASSIGNED VEHICLE/AUTO ALLOWANCE....................................................................
5
1. Department Heads.................................................................................................................. 5
2. Designated Division Heads.................................................................................................... 5
3. Others..................................................................................................................................... 5
F.
BILINGUAL SKILL.....................................................................................................
5
G.
PROCESS OWNER ASSIGNMENT PAY........................................................................
6
H.
ACTING ASSIGNMENT.............................................................................................. 6
SECTION 11- HOURS OF WORK/OVERTIME/TIME OFF ............................................. 6
A.
DESIGNATED FLSA WORK WEEK............................................................................ 6
B.
COMPENSATORY TIME/ADMINISTRATIVE LEAVE/EXECUTIVE LEAVE ............................. 7
C.
FLEXIBLE AND ALTERNATIVE WORK SCHEDULES....................................................... 7
SECTION III - HEALTH AND OTHER INSURANCE BENEFITS ................................... 8
A.
HEALTH INSURANCE................................................................................................ 8
1. Medical, Dental and Vision Insurance................................................................................... 8
2. City and Employee Paid Health Insurance............................................................................ 8
3. Medical Cash Out................................................................................................................
12
4. Section 125 Plan..................................................................................................................
12
B.
LIFE AND ACCIDENTAL DEATH AND DISMEMBERMENT INSURANCE .............................
12
C.
LONG TERM DISABILITY INSURANCE.......................................................................
12
D.
CITY PAID PHYSICAL EXAMINATIONS......................................................................
13
E.
MISCELLANEOUS...................................................................................................13
F.
RETIREE MEDICAL COVERAGE FOR RETIREES NOT ELIGIBLE FOR THE CITY MEDICAL
RETIREESUBSIDY.................................................................................................
13
G.
POST-65 SUPPLEMENTAL MEDICARE COVERAGE ....................................................
14
H.
INCREASE IN ANNUAL MAXIMUM BENEFIT FOR DENTAL PPO PLAN ............................
14
SECTION IV - RETIREMENT......................................................................................14
A.
BENEFITS.............................................................................................................14
1. Public Employees' Retirement System................................................................................
14
2. Self -Funded Supplemental Retirement Benefit...................................................................
15
3. Medical Insurance for Retirees............................................................................................
15
FINAL 2007 NA Resolution 1-10-07 i
NON -ASSOCIATED EMPLOYEES PAY AND BENEFI*W�Wbiibld
4. Health Savings Account for Post Retirement Health Insurance..........................................15
5. Two Percent (2%) at Age 55 Formula................................................................................. 15
6. Three Percent (3%) at Age 50 Formula...............................................................................15
7. Pre -Retirement Optional Settlement 2 Death Benefit..........................................................16
8. Fourth Level of 1959 Survivor Benefits............................................................................... 16
B. PUBLIC EMPLOYEES' RETIREMENT SYSTEM REIMBURSEMENT AND REPORTING .........
16
1. Employees' Contribution.....................................................................................................16
SECTION V - LEAVE BENEFITS................................................................................16
A. GENERAL LEAVE...................................................................................................
16
1. Accrual.................................................................................................................................16
2. Eligibility and Approval........................................................................................................17
3. Leave Benefit Entitlements..................................................................................................17
4. Conversion to Cash.............................................................................................................
17
B. HOLIDAYS AND PAY PROVISIONS............................................................................
18
C. SICK LEAVE..........................................................................................................
19
1. Accrual.................................................................................................................................19
2. Credit...................................................................................................................................
19
3. Usage..................................................................................................................................19
4. Pay Off at Termination.........................................................................................................19
D. BEREAVEMENT LEAVE...........................................................................................
20
E. VOLUNTARY CATASTROPHIC LEAVE DONATION PROGRAM .......................................
20
SECTION VI - RETIREE SUBSIDY MEDICAL PLAN .................................................
20
SECTION VII - RULES GOVERNING LAYOFF, REDUCTION IN LIEU OF LAYOFF
ANDRE-EMPLOYMENT..............................................................................................
21
A. PART 1 - LAYOFF PROCEDURES.............................................................................
21
1. General Provisions: .............................................................................................................
21
2. Service Credit: .....................................................................................................................
21
3. Transfer or Reduction to Vacancies in Lieu of Layoff: ........................................................
22
4. Order of Layoff: .................................................................................................................... 22
5. Notification of Employees: ................................................................................................... 23
B. PART 2 - BUMPING RIGHTS....................................................................................
24
1. Voluntary Reduction or Bumping in Lieu of Layoff: ............................................................. 24
2. Reinstatement/Reemployment Lists.................................................................................... 24
3. Qualifications Appeal........................................................................................................... 24
4. Qualifications Appeal Hearing: ............................................................................................ 25
C. PART 3 - RE-EMPLOYMENT....................................................................................
25
1. Re-employment: ..................................................................................................................
25
2. Status on Re-employment: ..................................................................................................
26
SECTION VIII - MISCELLANEOUS..............................................................................
26
A. COLLECTION OF PAYROLL OVERPAYMENTS............................................................. 26
B. UNIFORMS AND CALPERS REPORTING.................................................................. 27
EXHIBIT 1 - NON -ASSOCIATED SALARY SCHEDULE ............................................. 28
EXHIBIT 2 - NON -ASSOCIATED SALARY SCHEDULE ............................................. 29
FINAL 2007 NA Resolution 1-10-07 ii
NON -ASSOCIATED EMPLOYEES PAY AND BENEFI*V.996tbfl?34
EXHIBIT 3 - NON -ASSOCIATED SALARY SCHEDULE ............................................. 30
EXHIBIT 4 - RETIREE MEDICAL PLAN...................................................................... 31
EXHIBIT 5 - 9/80 WORK SCHEDULE.......................................................................... 36
EXHIBIT 6 - VOLUNTARY CATASTROPHIC LEAVE DONATION ............................. 39
FINAL 2007 NA Resolution 1-10-07 iii
NON -ASSOCIATED EMPLOYEES PAY AND BENEF&%,& Igya2 -8
EXHIBIT A
0
N
SECTION I — PAY
Salary Schedule
1. Effective the first full pay period following City Council adoption of the Non -
Associated Resolution, all current Non -Associated employees shall receive the
salaries as identified in Exhibits 1, 2 and 3 except for those elected and at -will
employees identified in Exhibit 2.
2. The City Council shall set the salaries of the elected executive management
positions identified in Exhibit 2, at any rate within the designated salary range.
3. The City Administrator is authorized to set the salaries of the non -elected
executive management positions identified in Exhibit 2, at any rate at or below
the control point of the designated salary range. The City Administrator 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 and no salary of an existing employee may be set or
increased above the designated salary control point prior to January 1, 2008.
4. Those employees identified in Exhibit 1 shall receive the same salary increases
and health care contribution benefits as determined by the Memorandum of
Understanding ("MOU") between the City and the Management Employees'
Organization (MEO) upon ratification of the MOU by City Council.
Direct Deposit
All Non -Associated employees are required to utilize direct deposit of payroll
checks.
Education Reimbursement
Upon approval of the Department Head and the Human Resources Manager,
permanent employees may be compensated for courses from accredited
educational and vocational institutions. Tuition reimbursement shall be limited to
job related courses or job related educational degree objectives and requires prior
approval by the Department Head and Human Resources Manager.
Education costs shall be reimbursed to permanent employees on the basis of a full
refund for tuition, books, parking (if a required fee) and any other required fees
upon presentation of receipts. However, the maximum reimbursement shall be not
more than one thousand five hundred dollars ($1,500) in any fiscal year period.
Reimbursements shall be made when the employee presents proof to the Human
Resources Manager that he/she has successfully completed the course with a
grade of "C" or better; or a "Pass" if taken for credit.
FINAL 2007 NA Resolution 1-10-07 4
NON -ASSOCIATED EMPLOYEES PAY AND BENEFIAeR�WtIfOg
D. Shorthand Skill Pay
Effective December 21, 2002 the city shall end shorthand skill pay. All employees
receiving shorthand skill pay prior to December 21, 2002 shall continue to receive
shorthand skill pay. Those employees receiving shorthand skill pay have
successfully passed a shorthand skills test and receive additional compensation in
the amount of forty-six dollars and fifteen cents ($46.15) per bi-weekly pay period.
Shorthand skills will not be required for positions classified as Executive Assistant,
Administrative Assistant, and Administrative Secretary (Confidential).
E. 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.
2. Designated Division Heads
Non -Associated employees who were Division Heads assigned a city vehicle as
of July 2, 1983 shall have the option of an assigned city vehicle or an
automobile allowance in the amount of one hundred sixty one dollars and fifty-
four cents ($161.54) per bi-weekly pay period plus reimbursement for out-of-
town travel at the approved mileage rate. Effective September 24, 2005, the
auto allowance shall be increased to two hundred seven dollars and sixty-nine
cents ($207.69) bi-weekly.
3. Others
Non -Associated employees who are regularly required to travel to perform
official city business, but do not have an assigned vehicle or automobile
allowance, shall be provided with a vehicle for such business.
F. Bilingual Skill
Permanent employees who are required by their Department Head to use Spanish,
Vietnamese, or Sign Language skills as part of their job assignment, shall be paid
an additional five -percent (5%) of their base hourly rate in addition to their regular
bi-weekly salary. Permanent employees may accept assignments utilizing bilingual
skills in other languages on a short-term assignment with approval by the City
Administrator. Such employees shall receive the additional five percent (5%) for
every bi-weekly pay period that the assignment is in effect. In order to be eligible
for said compensation, employee's language proficiency will be tested and certified
by the Human Resources Manager or designee. The special pay shall be
effective the first full pay period following certification as verified to the
Department Head in writing by the Human Resources Manager or designee.
FINAL 2007 NA Resolution 1-10-07
NON -ASSOCIATED EMPLOYEES PAY AND BENEFIT4W9?iL'd1ibW
G. Process Owner Assignment Pay
Those employees performing assignments designated by the city as "process
owner" assignments shall receive pay equal to ten percent (10%) of the
employee's base hourly rate.
Process owner assignments are designated by the employee's department head
and approved by the City Administrator or designee. Designated employees
are responsible for JD Edwards applications setup, design, troubleshooting and
training. Process owners have system coordination responsibilities as
distinguished from users of the system.
H. Acting Assignment
If a permanent employee is formally assigned to work in a higher classification on a
temporary basis for greater than three (3) consecutive weeks, the employee shall
be compensated at a rate which is at least five and one-half percent (5 1/2%)
above their pay step, but such pay increase shall not be greater than ten percent
(10%) and not to exceed the top step of the pay range for all hours worked in the
higher classification.
In the event a non-exempt employee is assigned to act in a classification that is
exempt from overtime, the employee shall retain all special pays of their permanent
non-exempt classification and shall receive compensation for hours worked over
forty (40) hours in the designated Federal Labor Standards Act (FLSA) work week
on a hour for hour basis. Such pay shall be paid to the employee or credited to
compensatory time as approved by the Department Head or designee. In the
event of a permanent promotion or transfer to an FLSA exempt classification, all
compensatory time shall be cashed out prior to the promotion or transfer at the
employee's current FLSA regular rate of pay in the non-exempt classification.
Acting assignments are not intended to exceed six months, unless extraordinary
circumstances warrant an extension as recommended and approved by the Human
Resources Manager. Under no circumstances shall an acting assignment exceed
one year nor shall it be considered a reclassification or a promotion.
SECTION II — HOURS OF WORK/OVERTIME/TIME OFF
A. Designated FLSA Work Week
For payroll purposes, each non-exempt employee shall be assigned a designated
FLSA work week for the calculation of overtime. This designated FLSA work week
shall not change unless extraordinary circumstances require a change in the
employee's regular work schedule due to operational need. A change in the
designated FLSA workweek shall be recommended by the Department Head and
approved by the Human Resources Manager.,
FINAL 2007 NA Resolution 1-10-07 6
NON -ASSOCIATED EMPLOYEES PAY AND BENEFIT4ekk9D6Wf?8N
B. Compensatory Time/Administrative Leave/Executive Leave
Non -Associated non-exempt employees shall receive overtime pay or
compensatory time for hours worked over forty (40) hours in a designated work
week at time and one half (1 Y2) of the employee's FLSA regular rate of pay. The
employee's supervisor shall determine if employee receives overtime pay or
compensatory time. The employee's supervisor shall approve the scheduling of
compensatory time used.
Once per fiscal year an employee may cash out up to sixty (60) hours of
compensatory time. The employee shall give payroll two (2) weeks advance
notice of their decision to exercise such option.
Non -Associated exempt employees shall not be eligible for overtime
compensation. Non -Associated exempt employees, other than department
heads, shall be credited with forty (40) hours of administrative leave upon
working forty (40) hours beyond their normal work schedule in each calendar
year. Department heads may grant additional administrative leave to Non -
Associated exempt employees who work more than seventy-five (75) hours of
overtime per year.
Exempt department heads shall be credited with eighty (80) hours of executive
leave per year.
C. Flexible and Alternative Work Schedules
With supervisor and Department Head approval, Non -Associated Civic Center (city
hall and police department) employees may flex regular scheduled start times
between the hours of 7:00 a.m. to 9:00 a.m. Flex schedules shall not reduce
service to the public, departmental effectiveness, productivity and/or efficiency as
determined by the City Administrator or designee.
All employees will be required to take a one -hour lunch break each work shift
regardless of work schedule.
Non -Associated Civic Center (city hall and police department) employees will have
the option of working a 5/40 or 9/80 work schedule with supervisor and department
head approval. In order to maintain service to the public, departmental
effectiveness, productivity and/or efficiency a department head may assign an
employee a different work schedule that is in compliance with the requirements of
the Fair Labor Standards Act (FLSA) with City Administrator approval.
FINAL 2007 NA Resolution 1-10-07 7
Resolution No. 2007-8
NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION
1. 5/40 Work Schedule
The 5/40 work schedule shall be defined as working five (5) eight (8) hour days
Monday through Friday each week with a one -hour lunch during each work shift,
totaling a forty (40) hours work week.
2. 9/80 Work Schedule
The 9/80 work schedule, as outlined in Exhibit 5, 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 Administrator or designee.
SECTION III — HEALTH AND OTHER INSURANCE BENEFITS
A. Health Insurance
1. Medical, Dental and Vision Insurance
The city shall continue to make available group medical, dental and vision
benefits to all Non -Associated employees.
2. City and Employee Paid Health Insurance
The City and the employee shall pay for health insurance premiums for
employees and qualified dependent(s) effective the first of the month following
the employee's hire date. The employee payroll deduction for premium
contributions shall be deducted on a pre-tax basis. Such deductions shall be
aligned with the effective date of coverage and the ending date of coverage upon
employment separation. The employee's payroll deduction amount shall begin
no later than the 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.
FINAL 2007 NA Resolution 1-10-07
Resolution No. 2007-8
NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION
i. Health Plan Employee and Employer Contributions Chart for Classifications
in EXHIBIT 1.
The employee and employer contribution rates shall remain in effect unless
otherwise modified pursuant to Section I, A. 4.
FINAL 2007 NA Resolution 1-10-07 9
Resolution No. 2007-8
NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION
ii. Health Plan Employee and Employer Contributions Chart for Classifications
in EXHIBITS 2 & 3.
Employer Contributions effective January 16, 2007
FINAL 2007 NA Resolution 1-10-07 10
Resolution No. 2007-8
NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION
iii. "Safety Member' Health Premiums — Employer Contribution
Employees that are classified as "safety member" by the California Public
Employees' Retirement System (CaIPERS) may have access to the
medical plans offered by CaIPERS as contracted by the City. In
accordance with eligibility provisions, the Police Chief and the Fire Chief
may elect to enroll in the CaIPERS health insurance program offered by
the City.
The City's maximum monthly employer contributions for the CaIPERS
health insurance program is set forth in the chart below. The amounts
listed below include the mandated Public Employees' Medical and Hospital
Care Act (PEMHCA) contribution.
Employer contribution rates effective January 16, 2007
iv. Employees shall not be entitled to the difference between the employer
contribution and the premiums for insurance plan(s) selected by the
employee.
FINAL 2007 NA Resolution 1-10-07 11
NON -ASSOCIATED EMPLOYEES PAY AND 13ENEFIT,4i1&'d1i _'
v. 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, ii, and iii above.
The employee and employer contribution rates set forth in section i above
shall remain in effect unless otherwise modified pursuant to Section I, A. 4
above.
The employee and employer contributions rates set forth in sections ii and
iii above shall remain in effect in 2008 and beyond unless otherwise
modified by a successor Non -Associated Resolution.
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 Employee Benefits), they may
elect to discontinue city medical coverage and receive ninety-two dollars and
thirty-one cents ($92.31) bi-weekly.
4. Section 125 Plan
This plan allows employees to use pre-tax salary to pay for regular childcare,
adult dependent care and/or medical expenses.
B. Life and Accidental Death and Dismemberment Insurance
Each Non -Associated employee shall be provided with $50,000 life insurance and
$50,000 accidental death and dismemberment insurance paid for by the city. Each
employee shall have the option, at his/her own expense, to purchase additional
amounts of life insurance and accidental death and dismemberment insurance to the
extent provided by the city's current providers. Evidence of insurability is contingent
upon total participation in additional amounts.
C. Long Term Disability Insurance
This program provides for each incident of illness or injury, a waiting period of thirty (30)
calendar days during which the Non -Associated employee may use accumulated sick
leave, general leave, compensatory time off, administrative 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).
FINAL 2007 NA Resolution 1-10-07 12
NON -ASSOCIATED EMPLOYEES PAY AND 13ENEFIT4ek"?5L 6�
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 Division.
D. City Paid Physical Examinations
Non -Associated employees shall be provided, once every two years, with a city paid
physical examination comparable to the current pre -placement class physical
examination or reimbursed the amount authorized for said physical examination. No
more than one-half of the eligible employees shall receive examinations in any one
fiscal year. Said exam shall be comprehensive in nature and shall include:
1. A complete medical history, physical exam and review of results by physician.
2. Health testing including vision, hearing, breathing, chest x-ray and stress EKG.
3. Laboratory test including standard chemical test, blood count, HDL, urinalysis and
stool test for blood.
E. Miscellaneous
When a Non -Associated employee is on a leave of absence without pay for reason of
medical disability, the city shall maintain the city paid insurance premiums during the
period the employee is in a non -pay status for the length of said leave, not to exceed
twenty-four (24) months.
F. Retiree Medical Coverage for Retirees Not Eligible for the City Medical Retiree
Subsidy Plan
Employees who retire from the City after January 1, 2004 and are granted a
retirement allowance by the California Public Employees' Retirement System and are
not eligible for the City's Retiree Subsidy Medical Plan may choose to participate in
City sponsored medical insurance plans until the first of the month in which they turn
age sixty-five (65).
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.
FINAL 2007 NA Resolution 1-10-07 13
NON -ASSOCIATED EMPLOYEES PAY AND BENEFIT§Rtv,I@9LbTJbI48
However, if a retiree who is not eligible for the City's Retiree Subsidy Medical Plan
chooses not to participate in city sponsored medical insurance plans because the
retiree has access to other group medical insurance, and subsequently loses eligibility
for that group medical insurance, the retiree and their qualified dependents will have
access to city sponsored medical insurance plans reinstated.
Eligibility for Retiree Medical Coverage terminates the first of the month in which the
retiree or qualified dependent turns age sixty-five (65).
G. Post-65 Supplemental Medicare Coverage
Retirees who are participating in the Retiree Subsidy Medical Plan as of January 1,
2004 and all future retirees who meet the criteria to participate in City sponsored
medical insurance, with or without the Retiree Medical Subsidy Plan, may participate in
City sponsored medical insurance plans that are supplemental to Medicare, after a
contract is in place between the City and a health insurance provider.
A retiree or qualified dependent must choose to participate in City sponsored medical
insurance plans that are supplemental to Medicare beginning the first of the month in
which the retiree or qualified dependent turns age sixty-five (65).
The retiree shall pay the full premium to participate in City sponsored medical insurance
plans that are supplemental to Medicare for themselves or qualified dependents without
any City subsidy.
Retirees or qualified dependents, upon turning age 65, who choose not to participate in
City sponsored medical insurance plans that are supplemental to Medicare
permanently lose eligibility for this insurance.
H. Annual Maximum Benefit for Dental PPO Plan
Effective January 1, 2005, the Dental PPO plan maximum annual benefit shall be
$2,000.
SECTION IV — RETIREMENT
A. Benefits
1. Public Employees' Retirement System
Non -Associated employees shall be entitled to retirement benefits appropriate to
his/her class as defined in the contract between the Board of Administration,
Public Employees' Retirement System and the City Council of the City of
Huntington Beach.
FINAL 2007 NA Resolution 1-10-07 14
NON -ASSOCIATED EMPLOYEES PAY AND l3ENEFITS' 'fJLLbT1b '
2. Self -Funded Supplemental Retirement Benefit
In the event a Non -Associated employee member elects Option #2
(Section 21456) or Option #3 (Section 21457) 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. 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.
3. Medical Insurance for Retirees
a. Upon retirement, whether service or disability connected, each Non
Associated employee shall be entitled to cause self, spouse and dependents
to participate fully in the city's group health insurance program at the
equivalent of the city's group premium rate in accordance with the provisions
specified by Consolidated Omnibus Budget Reconciliation Act of 1985
(COBRA). Such participation shall be at employee's expense and upon
terms, conditions and restrictions currently in effect.
b. As an alternative to the benefit described in paragraph IV.A.3.a above, the
city will provide a financial contribution towards the cost of retiree medical
premiums as described in Section VI.
4. Health Savings Account for Post Retirement Health Insurance
As soon as practicable, the City shall implement a qualified health savings
account plan for the purpose of allowing employees to voluntarily fund post
medical retirement health premiums.
5. Two Percent (2%) at Age 55 Formula
Non -Associated employees classified as "miscellaneous" employees are
covered by the two percent at age 55 formula (2% @ 55) as identified in Section
21354 of the California Government Code.
6. Three Percent (3%) at Age 50 Formula
Non -Associated employees classified as "safety" employees are covered by the
three percent at age 50 formula (3% @ 50) as identified in Section 21362.2 of
the California Government Code.
FINAL 2007 NA Resolution 1-10-07 15
NON -ASSOCIATED EMPLOYEES PAY AND BENEFIT§eWk'§6Wf
7. 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.
8. 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.
B. Public Employees' Retirement System Reimbursement and Reporting
1. Employees' Contribution
Non -Associated employees shall be reimbursed bi-weekly in an amount equal to
7% of the employee's base salary (9% for safety employees) as a pickup of the
employee's contribution or portion of such contribution to the Public Employees'
Retirement System (PERS). The above PERS pickup is not base salary but is
done pursuant to Section 14(h)(2) of the Internal Revenue Code.
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
FINAL 2007 NA Resolution 1-10-07 16
NON -ASSOCIATED EMPLOYEES PAY AND BENEFIT,4LV1"1W
2. Eligibility and Approval
General leave must be pre -approved except for illness, injury or family sickness,
which may require a physician's statement for approval. General leave accrued
time is to be computed from hiring date anniversary. Members shall not be
permitted to take general leave in excess of actual time earned. Members shall
not accrue general leave in excess of six hundred forty (640) hours. Employees
may not use their general leave to advance their separation date on retirement or
other separation from employment.
3. Leave Benefit Entitlements
The City shall comply with all State and Federal leave benefit entitlement laws.
An eligible employee on an approved leave shall be allowed to use applicable
earned Sick Leave, General Leave, Compensatory Time, Administrative Leave or
Executive Leave for serious and non -serious family or personal health issues.
For more information on employee leave options contact the Human Resources
Division.
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) of general leave benefits per fiscal year. The
employee shall give payroll two (2) weeks advance notice of their decision to
exercise such option.
c. One Week Minimum Vacation Requirement
The City Administrator 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.
FINAL 2007 NA Resolution 1-10-07 17
NON -ASSOCIATED EMPLOYEES PAY AND BEN EFIT§kftftbLVTjd&g
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 pay period prior to
the employee's last day of employment.
B. Holidays and Pay Provisions
1. Permanent full-time 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.
4. A permanent half-time (1/2) or three quarter -time (3/4) Non -Associated employee
shall have the holiday paid as time off with a pro -rated amount of four (4) or six
(6) hours, respectively.
5. In the event a Non -Associated "non-exempt" employee is assigned to work on
the day of the holiday recognized by the City, whether it is or is not the
employee's regularly scheduled work day the employee shall have the holiday
paid at the straight time rate unless FLSA overtime provisions apply.
6. In the event that a Non -Associated "exempt" employee is required to work on the
holiday recognized by the City, the holiday hours shall be credited to the
employee's general leave bank. Approval of this transaction shall be handled by
the Department Head or designee in the payroll period that includes the holiday
worked.
FINAL 2007 NA Resolution 1-10-07 18
NON -ASSOCIATED EMPLOYEES PAY AND BENEFIT§e99'6L ff8W_
7. If a holiday falls on a Non -Associated employee's scheduled day off and with
approval from the Department Head or designee, the employee
another day off during the same work week as the holiday or opt to
with general leave the number of hours of the employee's regularly
work shift.
C. Sick Leave
1. Accrual
No employee shall accrue sick leave.
2. Credit
may take
be credited
scheduled
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. Pay Off 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
FINAL 2007 NA Resolution 1-10-07 19
NON -ASSOCIATED EMPLOYEES PAY AND BENEFIT.4NftF3Lb-fi8h_'
excess of 480 hours, but not to exceed 720 hours, except as provided in
paragraph V.C.2.c below.
c. Except as provided in paragraph V.C.5.d below, no Non -Associated
employee shall be paid at termination for more than 720 hours of unused,
accumulated sick lave. However, employees may utilize accumulated sick
leave on the basis of "last in, first out," meaning that sick leave accumulated
in excess of the maximum for payoff may be utilized first for sick leave, as
defined in Personnel Rule 18-8.
d. Non -Associated employees who had unused, accumulated sick leave in
excess of 720 hours as of July 5, 1980, shall be compensated for such
excess sick leave remaining on termination under the formulas described in
paragraphs V.C.5.a and b above. In no event shall any employee be
compensated upon termination for any accumulated sick leave in excess of
the "cap" established by this paragraph (i.e., 720 hours plus the amount over
720 hours existing on July 5, 1980). Employees may continue to utilize sick
leave accrued after that date in excess of such "cap" on a "last in, first out"
basis. To the extent that any such "capped" amount of excess sick leave
over 720 hours is utilized, the maximum compensable amount shall be
correspondingly reduced. (Example: Employee had 1,000 hours
accumulated. Six months after July 5, 1980, employee had accumulated
another 48 hours. Employee is then sick for 120 hours. Employee's
maximum sick leave "cap" for compensation at termination is now reduced
by 72 hours to 928.)
D. Bereavement Leave
Employees shall be entitled to bereavement leave not to exceed twenty-four (24)
hours in each instance of death in the immediate family. Immediate family is
defined as father, mother, sister, brother, spouse, children, grandfather,
grandmother, stepfather, stepmother, step grandfather, step grandmother,
grandchildren, stepsisters, stepbrothers, mother-in-law, father-in-law, son-in-law,
daughter-in-law, brother-in-law, sister-in-law, stepchildren, or wards of which the
employee is the legal guardian.
E. Voluntary Catastrophic Leave Donation Program
Under certain conditions, an employee may donate leave time to another employee
in need. The program is outlined in Exhibit 6.
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 4.
FINAL 2007 NA Resolution 1-10-07 20
NON -ASSOCIATED EMPLOYEES PAY AND 13ENEFIT4W6&b`IfBW-
SECTION VII — RULES GOVERNING LAYOFF, REDUCTION IN LIEU
OF LAYOFF AND RE-EMPLOYMENT
The following procedures shall not apply to Department Heads and the Assistant City
Administrator.
A. Part 1 - Layoff Procedures
1. General Provisions:
a. Whenever it is necessary because of lack of work or funds to reduce the staff
of a city department, employees may be laid off pursuant to these rules.
b. Whenever an employee is to be separated from the competitive service
because the tasks assigned are to be eliminated or substantially changed
due to management -initiated changes, including but not limited to automation
or other technological changes, it is the policy of the city that steps be taken
by the Human Resources Division on an interdepartmental basis to assist
such employee in locating, preparing to qualify for, and being placed in other
positions in the competitive service. This shall not be construed as a
restriction on the city government in effecting economies or in making
organizational or other changes to increase efficiency.
c. A department shall reduce staff by identifying which positions within the
department are to be eliminated.
d. The employee who has the least city-wide service credit in the class within
the department shall have city-wide transfer rights in the class pursuant to
Part 1., Section 3., Transfer or Reduction to Vacancies in Lieu of Layoffs, or
within the occupational series pursuant to Part 2, Bumping Rights.
e. If a deadline within this procedure falls on a day the City Hall is closed, the
deadline shall be the next day City Hall is open.
2. Service Credit:
a. Service credit means total time of full-time continuous service within the city
at the time the layoff is initiated, including probation, paid leave or military
leave. Permanent part-time employees earn service credit on a pro rata
basis.
b. Except as required by law, leaves of absence without pay shall not earn
service credit.
c. As between two or more employees who have the same amount of service
credit, the employee who has the least amount of service in class shall be
deemed to be the least senior employee.
FINAL 2007 NA Resolution 1-10-07 21
NON -ASSOCIATED EMPLOYEES PAY AND BENEFIT&49WLLf1iW
3. Transfer or Reduction to Vacancies in Lieu of Layoff:
a. In lieu of layoff, a transfer within class shall be offered to an employee(s) with
the least amount of service credit in the class designated for staff reduction
within a department subject to the following:
1) The employee has the necessary qualifications to perform the duties of
the position.
2) The employee shall be given the opportunity, in order of service credit, to
accept a transfer to a vacant position in the same class within the city,
provided the employee has the necessary qualifications to perform the
duties of the position.
3) If no position in the same class is vacant, the employee shall be given
the opportunity, in order of service credit, to transfer to the position in the
same class that is held by an incumbent in another department with the
least amount of service credit whose position the employee has the
necessary qualifications to perform.
a) If an employee(s) is not eligible for transfer within the employee's
class, the employee shall be offered, in order of service credit, a
reduction to a vacant position in the next lower class within the city in
the occupational series in lieu of layoff provided the employee has
the necessary qualifications to perform the duties of the position.
b) If the employee refuses to accept a transfer or reduction pursuant to
A. or B., above, the employee shall be laid off.
c) If the employee(s) in the class with the least amount of service credit
is in the position(s) to be eliminated or displaced by transfer, the
employee shall be offered bumping rights, pursuant to Part 2.
d) Any employee who takes a reduction to a position in a lower class
within the occupational series in lieu of layoff shall be placed on the
reinstatement/re-employment list(s) pursuant to Part 3., Re-
employment.
4. Order of Layoff:
a. Prior to implementing a layoff, vacant positions that are authorized to be filled
shall be identified by citywide occupational series. If the employee refuses to
accept a position pursuant to Section 3., above, the employee shall be laid
off.
b. No promotional probationary employee or permanent employee within a class
in the department shall be laid off until all temporary, non -permanent part-
time and non -promotional probationary employees in the class are laid off.
Permanent employees whose positions have been eliminated may exercise
FINAL 2007 NA Resolution 1-10-07 22
NON -ASSOCIATED EMPLOYEES PAY AND BENEFI*096t6Tf0"N
citywide bumping rights to a lower class in the occupational series pursuant
to Part 2.
c. When a position in a class and/or occupational series is eliminated, any
employee in the class who is on authorized leave of absence or is holding a
temporary acting position in another class shall be included for determining
order of service credit and be subject to these layoff procedures as if the
employee was in his or her permanent position.
5. Notification of Employees:
a. The Human Resources Division shall give written notice of layoff to the
employee by personal service or by sending it by certified mail to the last
known mailing address at least fifteen (15) days prior to the effective date of
the layoff. Normally notices will be served on employees personally at work.
b. Layoff notices may be initially issued to all employees who may be subject to
layoff as a result of employees exercising voluntary reduction/bumping rights.
c. The notice of layoff shall include the reason for the layoff, the effective date of
the layoff, the employee's hire date and the employee's service credit
ranking. The notice shall also include the employee's right to bump the
person in a lower class with the least service credit within the occupational
series provided the employee possesses the necessary qualifications to
successfully perform the duties in the lower class and the employee has
more service credit than the incumbent in the lower class.
d. The written layoff notice given to an employee shall include notice that he or
she has seven (7) calendar days from the date of personal service, or date of
delivery of mail if certified, to notify the Human Resources Manager in writing
if the employee intends to exercise the employee's bumping rights, if any,
pursuant to Part 2., Bumping Rights.
e. Whenever practicable, any employee with the least amount of service credit
in a lower class within an occupational series which is identified for work
force reduction shall also be given written notice that such employee may be
bumped pursuant to Part 2. This notice shall include the items referred to in
3, above.
If an employee disagrees with the city's computation of service credit or listed
date of hire, the employee shall notify the Human Resources Manager as
soon as possible but in no case later than five (5) calendar days after the
personal service or certified mail delivery. Disputes regarding date of hire or
service credit shall be jointly reviewed by the Human Resources Manager
and the employee and/or the employee's representative as soon as possible,
but in no case later than five (5) calendar days from the date the employee
notifies the Human Resources Manager of the dispute. Within five (5)
calendar days after the dispute is reviewed, the employee shall be notified in
writing of the decision.
FINAL 2007 NA Resolution 1-10-07 23
NON -ASSOCIATED EMPLOYEES PAY AND BENEFIT&k996 TON s
B. Part 2 - Bumping Rights
1. Voluntary Reduction or Bumping in Lieu of Layoff:
a. A promotional probationary employee or permanent employee who receives a
layoff notice may request a reduction to a position in a lower class within the
occupational series provided the employee possesses the necessary
qualifications to perform the duties of the position.
b. Employees electing reduction under A. above, shall be reduced to a position
authorized to be filled in a lower class within the employee's occupational
series. The employee may reduce to a lower class in his/her occupational
series by 1) filling a vacancy in that class, or 2) if no vacancy exists, displacing
the employee in the class with the least service credit, whose position the
employee has the necessary qualifications to perform. A displaced employee
shall have bumping rights.
c. An employee who receives a layoff notice must exercise bumping rights within
seven (7) calendar days of receipt of the notice as specified in Part 1. Failure to
respond within the time limit shall result in a reputable presumption that the
employee does not intend to exercise any right of reduction or bumping to a
lower class. The employee must carry the burden of proof to show that the
employee's failure to respond within the time limits was reasonable. If the
employee establishes that failure to respond within the time limit was
reasonable, to the Human Resources Manager's satisfaction, the employee
shall be permitted to exercise bumping rights but shall not be reinstated to a
paid position until the employee to be bumped has vacated the position. If the
employee disagrees with the Human Resources Manager's decision, the
employee may appeal pursuant to the provisions of Sections 3 and 4 below.
2. Reinstatement/Re-employment Lists
Any employee who takes a reduction to a position in a lower class within the
occupational series in lieu of layoff shall be placed on the reinstatement/re-
employment list pursuant to Part 3. Re-employment
3. Qualifications Appeal
Any employee who is denied a reduction to a position in a lower class within the
occupational series on the basis that the employee does not possess the
necessary qualifications to successfully perform the duties of the lower position
may appeal the decision. The appeal shall be filed with the Human Resources
Manager within five (5) calendar days of the employee's receipt of written notice of
the decision and reason(s) for denial. The employee's appeal shall be in writing
and shall include supporting facts or documents supporting the appeal.
FINAL 2007 NA Resolution 1-10-07 24
Resolution No. 2007-8
NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION
4. Qualifications Appeal Hearing:
a. Upon receipt of an appeal, the Human Resources Manager shall contact a
mediator from the California State Mediation and Conciliation Service to
schedule a hearing within two (2) weeks after receipt of the appeal. If the
California State Mediation and Conciliation Service is not available within that
time frame, the parties shall mutually select a person who is available within
the time frame. If the California State Mediation and Conciliation Service and
the person mutually selected are not available within the time frame, the
parties shall select the earliest date either is available to conduct the hearing.
The parties shall split the cost, if any, of the hearing officer. In addition, the
parties shall meet within three (3) workdays to attempt to resolve the dispute.
If the dispute remains unresolved, the parties shall endeavor in good faith to
submit to the hearing officer a statement of all agreed upon facts relevant to
the hearing.
b. Appeal hearings shall be limited to two (2) hours, except as otherwise agreed
by the parties or directed by the hearing officer.
c. The hearing officer shall attempt to resolve the dispute by mutual agreement if
possible. If no agreement is reached, the hearing officer shall render a
decision at the conclusion of the hearing, which shall be final and binding.
C. Part 3 — Re -Employment
1. Re -Employment:
a. Employees who are laid off or reduced to avoid layoff shall have their names
placed upon a re-employment list, for each class in the occupational series, in
seniority order at or below the level of the class from which laid off or reduced.
b. Names of persons placed on the re-employment lists shall remain on the list for
two (2) years from the date of layoff or reduction.
c. Vacancies shall be filled from the re-employment list for a class, starting at the
top of the list, providing that the person meets the necessary qualifications for
the position.
d. Names of persons are to be removed from the re-employment list for a class if
on two (2) occasions they decline an offer of employment or on two (2)
occasions fail to respond to offers of employment in a particular class within five
(5) calendar days of receipt of written notice of an offer. Any employee who is
dismissed from the city service for cause shall have his or her name removed
from all re-employment lists.
e. Re-employment lists shall be available affected employees upon reasonable
request.
FINAL 2007 NA Resolution 1-10-07 25
NON -ASSOCIATED EMPLOYEES PAY AND BENEFIT9*986J`W
f. Qualifications appeals involving re-employment rights shall be resolved in the
same manner as that identified in Part 2., Section 4.
2. Status on Re -Employment:
a. Persons re-employed from layoff within a two (2) year period from the date of
layoff shall receive the following considerations and benefits:
1) Service credit held upon layoff shall be restored, but no credit shall be added
for the period of layoff.
2) Prior service credit shall be counted toward sick leave and vacation
accruals.
3) Employees may cash in sick leave upon layoff or at any time after layoff in
the manner and amount set forth in existing Non -Associated employee
benefit provisions. Sick leave shall be paid to an employee when the re-
employment list(s) expire(s), if not previously paid.
4) Upon reinstatement the employee may have his or her sick leave re -credited
by repayment to the city the cashed amount. Sick leave accumulation of
less than 480 hours shall be restored upon re-employment.
5) The employee shall be returned to the salary step of the classification held
at the time of the layoff and credited with the time previously served at that
step prior to being laid off.
6) The probationary status of the employee shall resume if incomplete.
b. Employees who have reduced to avoid layoff and are returned within two (2)
years to their former class shall be placed at the salary step of the class they
held at the time of reduction and have their merit increase eligibility date
recalculated.
SECTION VI11— 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
FINAL 2007 NA Resolution 1-10-07 26
NON -ASSOCIATED EMPLOYEES PAY AND BENEFIT&ft�, 1&jy7?3h-8
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 Administrator or designee and as adopted by the City Council. Unauthorized
compensation payments shall not constitute a past practice (1/03/05).
B. Uniforms and CalPERS Reporting
The City provides uniforms to active duty employees in the classifications of Police
Chief and Fire Chief. These employees are required to wear a standard uniform for
appearance, uniformity, and public recognition purposes.
The City will report to the California Public Employees' Retirement System (CaIPERS)
the average annual cost of uniforms as special compensation for each eligible
employee in accordance with Title 2, California Code of Regulations, Section 571(a)(5).
FINAL 2007 NA Resolution 1-10-07 27
NON -ASSOCIATED EMPLOYEES PAY AND BENEFIA1 LUTION
EXHIBIT 1
NON -ASSOCIATED SALARY SCHEDULE
EFFECTIVE September 24, 2005
Job
Type
Description
Pay
Grade
9/25/05
A
B
C
D
E
0005
Admin Analyst NA
513
$28.17
$29.72
$31.35
$33.07
$34.89
0062
Admin Analyst Principal NA
560
$35.61
$37.57
$39.64
$41.82
$44.12
0063
Admin Analyst Sr NA
541
$32.40
$34.18
$36.06
$38.04
$40.13
0078
lAssistant City Attorney
630
1 $50.49
$53.27
$56.20
$59.29
$62.55
0064
Budget Analyst Senior
541
$32.40
$34.18
$36.06
$38.04
$40.13
0471
Community Relations Officer
560
$35.61
$37.57
$39.64
1 $41.82
$44.12
0006
Human Resources Manager
609
$45.47
$47.97
$50.61
$53.39
$56.33
0443
Payroll Analyst
521
1 $29.33
$30.94
$32.64
$34.43
$36.32
0453
Personnel Analyst
515
$28.45
$30.01
$31.66
$33.40
$35.24
0060
Personnel Analyst Principal
560
$35.61
$37.57
$39.64
$41.82
$44.12
0464
Personnel Analyst Senior
541
$32.40
$34.18
$36.06
$38.04
$40.13
0054
Risk Manager
592
$41.77
$44.07
$46.49
1 $49.05
$51.75
0484
Senior Deputy City Attorney
621
$48.27
$50.93
$53.73
$56.68
$59.80
FINAL 2007 NA Resolution 1-10-07 28
NON -ASSOCIATED EMPLOYEE PAY AND BENEFIT M6Vfs1ONS7-g
EXHIBIT 2
NON -ASSOCIATED EXECUTIVE MANAGEMENT SALARY SCHEDULE
EFFECTIVE January 16, 2007
Job
Type
Description
Pay
Grade
1/16/07
Starting
Point
Control
Point
High
Point
0510
Deputy City Administrator
703
$72.68
$80.90
$90.04
0009
Director of Building & Safety
681
$65.12
$72.48
$80.68
0014
Director of Community Services
697
$70.53
$78.50
$87.38
0008
Director of Econ Development
681
$65.12
$72.48
$80.68
0479
Director of Info Services
681
$65.12
$72.48
$80.68
0021
IDirector of Planning
681
1 $65.12
$72.48
$80.68
0010
Director of Public Works
697
$70.53
$78.50
1
$87.38
0518
Finance Director
697
$70.53
$78.50
$87.38
0015
Fire Chief
709
$74.88
$83.35
$92.77
0011
Police Chief
709
$74.88
$83.35
$92.77
0016
City Att rney
740
$87.41
$97.29
$108.29
0017
City Clerk
668
$61.03
$67.93
$75.61
0018
City Treasurer
668
$61.03
$67.93
$75.61
A
B
C
D
E
0007 IDirector
of Library Services
668
$61.03
$64.39
$67.93
$71.67
$75.61
FINAL 2007 NA Resolution 1-10-07 29
NON -ASSOCIATED EMPLOYEE PAY AND BENEFIT �oltgo7-8
EXHIBIT 3
NON -ASSOCIATED SALARY SCHEDULE
EFFECTIVE January 16, 2007
Job
Type
Description
Pay
Grade
1/16/07
A
B
C
D
E
0278
Administrative Assistant
466
$22.28
$23.51
$24.80
$26.16
$27.60
0466
Administrative Secretary NA
437
$19.28
$20.34
$21.46
$22.64
$23.89
0517
Deputy City Treasurer NA
597
$42.82
$45.18
$47.66
1 $50.28
$53.05
0061
IlExecutive Assistant
486
$24.62
$25.97
$27.40
$28.91
$30.50
0447
IPayroll Technician
444
$19.96
$21.06
$22.22
$23.44
$24.73
0279
Personnel Assistant
438
$19.38
$20.45
$21.57
$22.76
1 $24.01
0446
Senior Payroll Technician
463
$21.94
$23.15
$24.42
$25.76
$27.18
FINAL 2007 NA Resolution 1-10-07 30
NON -ASSOCIATED EMPLOYEES PAY AND BENEFIT9'§1 '§&W6k'
EXHIBIT 4
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:
1. 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
1. 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.
FINAL 2007 NA Resolution 1-10-07 31
NON -ASSOCIATED EMPLOYEES PAY AND BENEFIT bRft� M8
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. 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
FINAL 2007 NA Resolution 1-10-07 32
NON -ASSOCIATED EMPLOYEES PAY AND BENEFITgekog&Lb�B_
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 Administrative Services Department shall notify covered
retirees of this opportunity each year.
3. Years of service computed for the Retiree Subsidy Medical Plan are actual
years of completed service with the City of Huntington Beach.
B. Benefits:
1. Retiree Subsidy Medical Plan includes Managed Health Network (MHN),
Prescription Card System (PCS), Orange County Foundation for Medical
Care (OCFMC) and Medical Stop Loss insurance.
2. City Plans are the primary payer for active employees age 65 and over, with
Medicare the secondary payer. Retirees age 65 and over have no City Plan
options and are eligible only for Medicare.
3. Premium payments are to be received at least one month in advance of the
coverage period.
C. Subsidies:
1. The subsidy payments will pay for:
a. Retiree Subsidy Medical Plan.
b. HMO.
c. Part A of Medicare for those retirees not eligible for paid PartA.
2. Subsidy payments will not pay for:
a. Part B Medicare.
b. Regular City Employee Indemnity Plan.
c. Any other employee benefit plan.
d. Any other commercially available benefit plan.
e. Medicare supplements
FINAL 2007 NA Resolution 1-10-07 33
NON -ASSOCIATED EMPLOYEES PAY AND l3ENEFIT4V&61 &'
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.
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.
FINAL 2007 NA Resolution 1-10-07 34
NON -ASSOCIATED EMPLOYEES PAY AND BENEFITft9!§bLVrfW
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.
FINAL 2007 NA Resolution 1-10-07 35
NON -ASSOCIATED EMPLOYEE PAY AND BENEFIT kbVf§i sW'_'
EXHIBIT 5 - 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 Administrator 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:
. , - o oae0000e eve00000 0
a aaaeeeee ea-�eeea a
FINAL 2007 NA Resolution 1-10-07 36
NON -ASSOCIATED EMPLOYEES PAY AND BEN EFITA996 66V-g
D. A/B Schedule Changes
FLSA non-exempt employees cannot change schedules without prior approval of
their supervisor, Department Head, and the Human Resources Manager or
designee. The purpose of this authorization is to review the impact on overtime.
FLSA exempt employees may change A/B schedules at the beginning of any pay
period with supervisor and Department Head 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 Administrator, Department Head or designee may require such service from
any of said employees.
OVERTIME DEFINED
FLSA Non -Exempt Employees — All non-exempt employees under the 9/80 work schedule
shall earn overtime for all hours worked after the first forty (40) hours in an FLSA work
week (Friday 12:00:00 p.m. to Friday 11:59:59 a.m.) as required under FLSA. Employees
are required to obtain supervisor authorization prior to working any overtime.
1. Overtime Compensation — As stated in the Non -Associated Resolution.
2. Compensatory Time — As stated in the Non -Associated Resolution.
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. Administrative Leave — As stated in the Non -Associated Resolution.
4. Executive Leave — As stated in the Non -Associated Resolution.
5. Bereavement Leave — As stated in the Non -Associated Resolution.
6. Holidays - As stated in the Non -Associated Resolution.
FINAL 2007 NA Resolution 1-10-07 37
Resolution No. 2007-8
NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS RESOLUTION
7. 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.
FINAL 2007 NA Resolution 1-10-07 38
NON -ASSOCIATED EMPLOYEES PAY AND BENEFIT&ft�ftN&8
EXHIBIT 6 - 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.
FINAL 2007 NA Resolution 1-10-07 39
NON -ASSOCIATED EMPLOYEES PAY AND BENEFIT&ft6b1LNfW
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.
Employees wanting to make donations will submit an Authorization for Donation to
the Human Resources Division (payroll).
All donation forms submitted to payroll will be date stamped and used in order
received for each bi-weekly pay period. Multiple donations will be rotated in order to
insure even use of time from donors. Any donation form submitted that is not
needed will be returned to the donor.
6. Other
Please contact the Human Resources Division on questions regarding employee
participation in this program.
FINAL 2007 NA Resolution 1-10-07 40
NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS'W998LUTI0"N'
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.
Please submit this form to the Payroll Unit/Human Resources Division.
FINAL 2007 NA Resolution 1-10-07 41
NON -ASSOCIATED EMPLOYEES PAY AND BENEFITS'kf°9&I bdW_'
Voluntary Catastrophic Leave Donation Program
Leave Donation Form
Donor, please complete
Donor Name: (Please Print or Type: Last, First, MI)
Work Phone:
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:
ligible recipient employee's name (Last, First, MI):
r Signature:
;Date:
Please submit to Payroll in the Human Resources Division.
FINAL 2007 NA Resolution 1-10-07 42
Res. No. 2007-8
STATE OF CALIFORNIA
COUNTY OF ORANGE ) ss:
CITY OF HUNTINGTON BEACH )
1, JOAN L. FLYNN the duly elected, qualified City Clerk of the City of
Huntington Beach, and ex-officio Clerk of the City Council of said City, do hereby
certify that the whole number of members of the City Council of the City of
Huntington Beach is seven; that the foregoing resolution was passed and adopted
by the affirmative vote of at least a majority of all the members of said City Council
at an regular meeting thereof held on the 16th day of January, 2007 by the
following vote:
AYES: Bohr, Carchio, Cook, Coerper, Green, Hansen, Hardy
NOES: None
ABSENT: None
ABSTAIN: None
CitVlerk and ex-officio Uerk of the
City Council of the City of
Huntington Beach, California
RCA ROUTING SHEET
INITIATING DEPARTMENT:
ADMINISTRATION
SUBJECT:
PAY AND BENEFITS RESOLUTION FOR
NON -ASSOCIATED EMPLOYEES
COUNCIL MEETING DATE:
January 16, 2007
RCA ATTACHMENTS
STATUS
Ordinance (w/exhibits &legislative draft if applicable)
Attached
❑
Not A plicable
Resolution (w/exhibits & legislative draft if applicable)
Attached
Not Applicable
❑
Tract Map, Location Map and/or other Exhibits
Attached
❑
Not Applicable
Contract/Agreement (w/exhibits if applicable)
Attached
❑
(Signed in full by the City Attorney)
Not Applicable
Subleases, Third Party Agreements, etc.
Attached
❑
(Approved as to form by City Attorney)
Not Applicable
Certificates of Insurance (Approved by the City Attorney)
Attached
❑
Not Applicable
Fiscal Impact Statement (Unbudgeted, over $5,000)
Attached
❑
Not Applicable
Bonds (If applicable)
Attached
ot Applicable
Staff Report (If applicable)
Attached
❑
Not Applicable
Commission, Board or Committee Report (If applicable)
Attached
❑
Not Applicable
Findings/Conditions for Approval and/or Denial
Attached
❑
Not Applicable
EXPLANATION
1Y R ♦ b
RCA Author: R. Mayne and P. Ahumada
CITY SERVICES
Human Resources Division
DATE: January 16, 2007
TO: City Clerk
FROM: Bob Halle
SUBJECT: Late Communication
An error was found on the date of Exhibit 3. The date reads 1-1-07 and
should read 1-16-07. We are replacing E7.95, page 30 of the final resolution
and E7.48 page 34 of the legislative draft.
Thank you in advance for your help.
Attachments:
Page 30 of Final Draft
Page 34 of Legislative Draft
0-0 /n /2-) Z,<�/ COr4-/-76/J
JE: - --�L
NON -ASSOCIATED EMPLOYEE PAY AND BENEFIT PROVISIONS
EXHIBIT 3
NON -ASSOCIATE DULE
EFFECTI E January 1, 2007
Job
Type
Description
Pay
Grade
1/16/07
A
B
zC
D
E
0278
Administrative Assistant
466
$22.28
$23.51
f $24.80
$26.16
$27.60
0466
Administrative Secretary NA
437
$19.28
$20.3
$21.46
$22.64
$23.89
0517
Deput City Treasurer NA
597
$42.82
$45 8
$47.66
$50.28
$53.05
0061
Executive Assistant
486
$24.62
$ 97
$27.40
$28.91
$30.50
0447
Payroll Technician
444
$19.96
21.06
$22.22
$23.44
$24.73
0279
Personnel Assistant
438
$19.38
$20.45
$21.57
$22.76
$24.01
0446
Senior Payroll Technician
463
$21.9
$23.15
$24.42
$25.76
$27.18
FINAL 2007 NA Resolution 1-10-07 30
NON -ASSOCIATED EMPLOYEES PAY AND BENEFIT PROVISIONS
EXHIBIT 3
NON -ASSOCIATED SAI A DULE
EFFECTIVIOanuary 1, 200
e-,--l!'D ,
Job
Type
Description
Pav
Grade
A
B
C
D
E
1/16/07
0278
Administrative Assistant
466
22.28
23.51
24.80
26.16
27.60
0466
Administrative Secretgry NA
437
19.28
20.3
21.46
22.64
23.89
0517
De ut Cit Treasurer NA
597
42.82
. 8
47.66
50.28
53.05
0061
Executive Assistant
486
24.62
5.97
)�qj
27.40
28.91
30.50
0447
Payroll Technician
444
19.96
.06
22.22
23.44
24.73
0279
Personnel Assistant
438
19.38
20.45
21.57
22.76
24.01
0446
Senior Payroll Technician
463
21.
23.15
24.42
25.76
27.18
DRAFT 2007 NA Resolution 1-5-07 34