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HomeMy WebLinkAboutCity Council Resolution 15-037 _ Approving Compensation and terms of Employment for Unrepresented EmployeesSaratoga City Council Resolution No. 15-037 - Exhibit A Page 1 of 6   CITY OF SARATOGA UNREPRESENTED CLASSIFICATIONS COMPENSATION AND TERMS OF EMPLOYMENT I. INTRODUCTION This Resolution establishes the compensation and other terms for benefited regular full- time unrepresented job classifications that are not included in a collective bargaining agreement, memorandum of understanding, or employment contract. Unrepresented classifications are subject to the City's Personnel Rules and Policies adopted by the City Council and are subject to the terms in this Resolution (except as modified by subsequent personnel rules and policies and resolutions, if any, applicable to such an unrepresented, regular, full-time employee). The terms in this document, once adopted by the City Council, supersede the terms in the 2011 Resolution (Resolution No. 11-071) effective as of July 1, 2015, or on the effective date noted for each term. II. UNREPRESENTED JOB CLASSIFICATIONS City Clerk / Assistant to the City Manager Finance Manager Human Resources Manager Parks Division Manager Streets and Fleets Division Manager Human Resources Technician Any other job classification determined not appropriate to be included in a represented bargaining unit. III. COST OF LIVING ADJUSTMENT Each employee shall receive an annual cost-of-living adjustment of no less than one percent (1.0%) and no greater than two and one-half percent (2.5%) as based upon the annual average for the 12 month period of January 1 to December 31 of the U.S. Department of Labor, Bureau of Labor Statistics, "All Urban Consumers (CPI- U)" for the "San Francisco-Oakland-San Jose" region. If the annual average falls below one percent (1.0%), each employee shall nevertheless receive a minimum one percent (1.0%) cost-of-living adjustment; if the above Index increases above two and one-half percent (2.5%), each classification shall nevertheless receive a maximum two and one-half percent (2.5%) cost-of- living adjustment. Saratoga City Council Resolution No. 15-037 - Exhibit A Page 2 of 6   IV. EMPLOYEE BENEFITS A. Health and Dental Premium Contributions Effective July 1, 2015 through December 31, 2015, for employees hired prior to 7/1/2011, the City pays the monthly premium, at the tier of coverage selected by the employee, up to a maximum of the highest cost HMO. Effective July 1, 2015 through December 31, 2015, for employees hired on or after 7/1/2011, the City contribution towards the total monthly health plan cost is the following: $600 for Employee Only, $1,200 for Employee Plus One, and $1,500 for Employee Plus Two (Family). Effective January 1, 2016, the City will provide a monthly health insurance contribution for each employee’s selected level of coverage as follows in the chart below: Employee Employee Plus One Employee Plus Two (Family) $800.00 $1,600.00 $2,080.00 The City’s monthly health insurance contribution will be adjusted annually as follows. 1. Prior to the beginning of the CalPERS open enrollment period, the City will compare the average monthly cost of all plans offered in the next calendar year for each level of coverage (Employee, Employee + 1, and Employee +2) with the current year average monthly costs for each level of coverage. The average will be calculated by adding the cost for each plan at the same level of coverage and then dividing by the number of plans. 2. If the average cost for a level of coverage in the next calendar year will exceed the average cost for the same level in the current year, then the City’s monthly contribution for that level of coverage will be increased by 50% of the difference of the two yearly averages. 3. If the average cost for a level of coverage in the next calendar year is below the average cost for the same level in the current year, then the City monthly contribution for that level of coverage will not change. The adjusted City contribution for each level of coverage for the next calendar year will be provided to the employees prior to the beginning of the open enrollment period and become effective on January 1 of each year. Examples: (1) The 2016 (base year) City monthly contribution for the family level of coverage is $2,080 and the average cost of all plans at the family level offered in 2017 will be $2,366. The City’s monthly contribution will be increased to $2,168 ($2,366 - $2,190 = $176, 50% of the $176 difference = an increase of $88). The employee would pay the balance of $88 for the Saratoga City Council Resolution No. 15-037 - Exhibit A Page 3 of 6   plan selected. (2) The 2017 average monthly contribution for the family level of coverage is $2,168 and the average cost of all plans at the family level offered in 2018 will be $2,554. The City’s monthly contribution for 2018 would be increased from $2,168 (the 2017 rate) to $2,262 ($2,554 - $2,366 = $188, 50% of the $188 difference = an increase of $94). The employee would pay the balance of $94 for the plan selected. If an employee selects a health insurance plan with a monthly premium above the City contribution, the employee will pay the amount above the City contribution as a pre-tax payroll deduction. The CITY contributes 100% of the dental premium for regular, full-time employees. B. Health and Dental -In-Lieu Payments An employee who completes and submits required documents (1) to prove that the employee has other health insurance coverage and (2) to waive City-provided health insurance coverage will receive a payment per month of $350.00 as additional taxable wages. The employee must complete and submit any required documents and provide proof of other health insurance coverage during open enrollment (in or around October) to be eligible for the cash-in-lieu payment beginning the following January 1. Only qualifying events as defined by law allow employees to make a change to their health, dental, and/or in-lieu enrollment elections during the year (outside of the annual open enrollment period). Any employee who declines to accept coverage in the Dental Plan, evidenced by signing a waiver form, shall receive a monthly in-lieu payment of $25.00. V. PTO CASH-OUT OPTION A PTO Cash-Out Option will not be made other than at the time of termination, except for the optional PTO cash-out plan described as follows: If an employee has used the required minimum of 80 accrued hours of PTO in the prior fiscal year, the employee is eligible to cash out up to a maximum of 200 accrued hours of PTO per fiscal year on approximately September 1 and/or March 1. An employee must maintain a minimum balance of 200 hours of accrued PTO after the cash out. VI. ADMINISTRATIVE LEAVE Administrative Leave is compensated time off given to regular, full-time exempt employees of the CITY. This leave shall be taken in a manner consistent with Paid Saratoga City Council Resolution No. 15-037 - Exhibit A Page 4 of 6   Time Off (PTO). Use of administrative leave is a privilege and is provided in recognition that CITY projects often require employees to devote whatever hours are necessary, irrespective of a regular scheduled workweek, to fulfill the obligations of the job. Sixty-five (65) hours of Administrative Leave is granted to the following exempt employees: City Clerk / Assistant to the City Manager Finance Manager Human Resources Manager Parks Division Manager Streets and Fleets Division Manager Administrative leave cannot be carried over from year to year, and must be used by June 30th of the fiscal year in which it was provided. Administrative Leave must be exhausted prior to using PTO. VII. RETIREMENT (PERS) The CITY is a contracting agency of the California Public Employees Retirement System (PERS). Regular employees become members immediately upon employment and become vested after five years of full-time service. Tier 1: CalPERS Retirement Plan of 2%@55 for Employees Hired Before July 1, 2011: The CITY, through its contract with PERS, provides for retirement benefits for any employee hired before July 1, 2011 as defined by the 2%@55 retirement plan formula (contract effective date: September 1, 1999). The City’s 2%@55 contract with PERS includes Government Code 20042 – the final compensation is the average full-time monthly pay rate for the highest 12 consecutive months. As of July 1, 2011, each employee covered by the 2%@55 retirement plan formula will pay 7% of the employee’s compensation on a pre-tax basis for the employee’s 7% fixed share of the CalPERS defined benefit retirement program. Tier 2: CalPERS Retirement Plan of 2%@60 for Employees Hired July 1, 2011 Through December 31, 2012: Each employee covered by the 2%@60 plan will pay 7% of the employee’s compensation on a pre-tax basis. New Hire CalPERS Retirement Plan For Employee Hired January 1, 2013 and After: Any employee hired on or after January 1, 2013, who does not meet the exceptions as specified in state law to be a “classic” member of PERS, will receive the following 3rd tier retirement option: a) A retirement plan of 2% at 62 as required by state law (PEPRA). Saratoga City Council Resolution No. 15-037 - Exhibit A Page 5 of 6   b) Each employee will pay on a pre-tax basis 100% of the employee’s contribution as determined by PERS toward the CalPERS 2%@62 retirement plan. An employee hired after January 1, 2013 who meets an exception under state law to be a “classic” member of PERS will receive the second tier plan of 2% at 60 noted above. VIII. PERFORMANCE INCENTIVE COMPENSATION Employees hired prior to July 1, 2011 who have remained at Step 5 for five (5) years may be eligible for an additional five percent (5%) of pay following receipt of a cumulative rating of meets expectations or greater during the anniversary employee performance evaluation. Five (5) years after meeting the criteria for the initial performance incentive compensation described above, a qualified employee -- that is an employee who has remained at five percent (5%) above the top of his/her same salary range -- may be eligible for an additional salary increase of five percent (5%), for a maximum of 10% above Step 5 following receipt of a cumulative rating of meets expectations or greater during the anniversary employee performance evaluation. IX. WORKING CONDITIONS The City operates on a 9/80 work schedule determined by the City Manager where a full-time work week, constitutes forty (40) hours within seven consecutive 24 hour days, also defined as one hundred sixty-eight (168) hours. Employees on a 9/80 schedule are scheduled to work 8 nine hour days, 1 eight hour day, and have one day off every two weeks. An employee's workweek begins in the middle of the employee's 8 hour day and the employee's day off is on the same day of the week in the following week. For example, the standard 9/80 work schedule is as follows: Sunday Monday Tuesday Wednesday Thursday Friday Saturday 4 (end) off 9 9 9 9 4 (start) off off (end) off 9 9 9 9 off (start) off 4 (end) off 9 9 9 9 4 off (start) off (end) off 9 9 9 9 off off (start) Saratoga City Council Resolution No. 15-037 - Exhibit A Page 6 of 6   The City Manager has discretion to require Unrepresented employees to work a schedule different from the standard 9/80 schedule including a schedule that is not 9/80. Fridays when the City is not open for business are referenced as "off-Fridays." The work period (pay period) is the period encompassing two consecutive workweeks. A holiday furlough will exist whereby the CITY operations are closed from December 24 through January 1 of every year. Two furlough days shall be compensated as a regular day’s salary. To be paid for a furlough day, an employee must be on paid status the week of the furlough with the City. All part-time employees and employees on short-term disability shall receive furlough pay on a pro-rata basis. For any remaining furlough days, employees shall utilize their available balances (earned paid time off or earned compensatory time), if applicable. Employees that utilize unpaid leave due to an insufficient leave balance shall maintain regular benefit status. Employees may not utilize unpaid leave prior to exhausting their available balances, except with prior written authorization signed by the City Manager.