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HomeMy WebLinkAboutReso 109-15 Benefit Plan RESOLUTION NO. 109 - 15 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ADOPTING A BENEFIT PLAN IN ACCORDANCE WITH PERSONNEL RULES WHEREAS, the City Council adopts Personnel System Rules for employees of the City; and WHEREAS, the provision of employee benefits assists the City in attracting and retaining quality employees; and WHEREAS, the Personnel System Rules require the City Council to adopt a Benefit Plan; and WHEREAS, the identification of benefits in a single document will assist with the administration of the personnel system; and WHEREAS, the following benefit provisions shall be established in accordance with the City of Dublin Personnel Rules; and WHEREAS, the Benefit Plan was last adopted by Resolution No. 109-91 and subsequent amendments. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does hereby adopt the following benefits as a Benefit Plan. Section 1. Eligible Employees: All benefits shall apply to regular permanent full- and part- time employees of the City of Dublin, unless otherwise stated. The benefits outlined in this plan shall not be provided to temporary (part or full time), provisional or contract employees, or to individuals who provide services to the City pursuant to contract unless the contract explicitly provides for such benefits. Section 2. Medical Insurance: All eligible City employees who are members of the California Public Employees Retirement System (CaIPERS) shall be eligible to select from plans administered by the Public Employees Medical and Hospital Care Act (PEMHCA). a. Beginning with the January 1, 2014 premium, the City of Dublin will contribute a maximum of up to $1,426.83 per month premium, exclusive of administrative charges, towards medical insurance. If the cost of coverage exceeds the amount of the City contribution, the additional cost shall be paid by the employee through payroll deductions to the extent allowed by the Benefit Plan. b. Beginning with the January 1, 2016 premium, the City of Dublin will contribute a maximum of up to $1,680.00 per month premium, exclusive of administrative charges, towards medical insurance. If the cost of coverage exceeds the amount of the City contribution, the additional cost shall be paid by the employee through payroll deductions to the extent allowed by the Benefit Plan. Page 1 of 6 Section 3. In-Lieu Medical Premium Stipend: Effective July 1, 2015, subject to proof of other health coverage and completion of CaIPERS Health Form HBD12-A indicating same, eligible City employees who are members of the California Public Employees Retirement System (CaIPERS) and elect no health coverage under the Public Employees Medical and Hospital Care Act (PEMHCA) shall receive $350 per month as an in-lieu medical premium stipend. The in-lieu stipend shall be paid and reported pursuant to the Internal Revenue Code and is considered a non-reportable CaIPERS payment/benefit. Section 4: Dental Insurance: The City will contribute on behalf of each employee schedule to regularly work at least 30 hours per week, a maximum of the "full-family premium" per month to a dental insurance plan selected by the City. The City will contribute on behalf of each regular employee scheduled to work between 20 to 29 hours per week, a maximum of the "employee only" premium per month to a dental insurance plan selected by the City. Section 5: Vision Insurance: The City will contribute on behalf of each employee schedule to regularly work at least 20 hours per week, a maximum of the "employee only premium" per month to a vision insurance plan selected by the City. Section 6. Trust Fund/Health Reimbursement Account (HRA): a. Plan Limits: On July 1, 2011 through December 31, 2011, employees will have $450 limit for eligible reimbursements. The "Plan Year" will reset beginning on January 1, in which full-time employees shall have a limit of $900 per plan year for eligible reimbursements. Employees regularly scheduled to work between 20 and 40 hours per week shall have a pro-rated share based on hours regularly scheduled. b. Plan Year: The initial "Plan Year" shall cover reimbursements for eligible expenses incurred July 1, 2011 through December 31, 2011. Beginning on January 1, 2012 the "Plan Year" shall begin January 1 and end December 31 of each calendar year. c. Third Party Administrator (TPA)/Eligible Claims: Employees eligible for this benefit may request reimbursement through the third party administrator selected by the City. d. Administrative Rules: The reimbursement of any expenses pursuant to this section shall be contingent upon the fulfillment of requirements pursuant to provision of the Internal Revenue Code and the City's selected third party administrator Section 7. Flexible Spending Account: The City shall make available a Flexible Spending Account program (tax deferred employee contribution) that can be applied to specific expenses, e.g. health premiums, and medical, dental and vision expenses not covered by the insurance plan. The Flexible Spending Account is offered pursuant to provision of Section 125 of the Internal Revenue Code. All costs associated with the enrollment and administration of this account will be paid by the City. Section 8. Disability Insurance: The City will contribute on behalf of each regular employee scheduled to regularly work at least 20 hours per week, the total premium cost of a Long Term Disability Plan selected by the City. In addition, the City Manager shall be authorized to implement a short-term disability program, which would allow regular employees scheduled to work at least 20 hours per week, to purchase short-term disability insurance through payroll deductions, if such a plan is available. Page 2 of 6 Section 9. Life Insurance: The City will contribute on behalf of each full-time employee scheduled to regularly work at least 40 hours per week, the total premium cost of a $50,000 Term Life Insurance Policy selected by the City. In addition, the City Manager shall be authorized to implement a supplemental life insurance program, which would allow full-time employees to purchase additional term life insurance through payroll deductions, if such a plan is available. Section 10. Retirement: The City will provide the California Public Employees Retirement System 2.7% at age 55 (Section 21354.5 of the California Public Employees' Retirement System plan), effective August 20, 2005 and One Year Final Compensation (Section 20042 of the California Public Employees' Retirement System plan) to all eligible CaIPERS Classic employees. The City Council shall have the authority to amend the plan to include benefit options offered by the Public Employees Retirement System. Effective July 1, 2011, the City shall contribute zero (0%) to the Public Employees' Retirement System (PERS) on behalf of all covered employees. City employees shall pay 8% of the employees' contribution rate effective July 1, 2011. The City shall apply the provisions of Internal Revenue Code (IRC) 414(h) (2) to the eligible payroll deductions for employee PERS contributions so long as such provision remains available to the City. Effective October 20, 2012, and pursuant to Article 2 — Contract Provisions, Section 20516 of the California Public Employees Retirement Law (PERL) Employee Cost Sharing of Additional Benefits has been adopted up to a maximum of 4.072%. The City shall apply the provisions of Internal Revenue Code (IRC) 414(h) (2) to all eligible payroll deductions for employee CaIPERS contributions. Employee Cost Sharing of Additional Benefits shall be determined during a review of the February Consumer Price Index (CPI) — All Urban Wage Earnings and the City's Fiscal Year budget process; not to exceed the maximum of 4.072%. Effective January 1, 2013, the City shall comply with the California Public Employees' Pension Reform Act of 2013 (PEPRA). Eligible employees who join the City's CaIPERS retirement system on or after January 1, 2013, and are considered New CaIPERS members (as defined by CaIPERS) and shall have a retirement formula of 2% @ 62; 3-Year final compensation average and shall contribute their portion toward a new CaIPERS retirement tier as defined by law. Effective July 11, 2015, and pursuant the adoption of City Ordinance 1-2015 (June 2, 2015), the above variable sharing of additional benefits shall discontinue and pursuant to Article 2 — Contract Provisions, Section 20516 of the California Public Employees Retirement Law (PERL) Employee Sharing of Additional Costs shall be adopted to 7% for Classic local miscellaneous CaIPERS members and 3.05% for New local miscellaneous CaIPERS members. The City shall apply the provisions of Internal Revenue Code (IRC) 414(h) (2) to all eligible payroll deductions for employee CaIPERS contributions so long as such provision remains available to the City. Section 11. Deferred Compensation Plan: Participation in a variety of deferred compensation plans is offered. These shall be voluntary programs and the City will not contribute any funds on behalf of an employee. Participation is currently offered in a program administered by the International City Management Association/RC exclusively through December 2022. Section 12. Holidays: The following days shall be deemed holidays in accordance with the Personnel System Rules and the Resolution Establishing Management Positions Exempt from Competitive Service and Prescribing Leave Benefits for the Positions: Page 3 of 6 a) New Year's Day January 1 b) Martin Luther King Jr. Day Third Monday in January c) Washington's Birthday Third Monday in February d Memorial Day Last Monday in May e) Independence Day July 4 f) Labor Day First Monday in September g) Veteran's Day November 11 h) Thanksgiving Day Fourth Thursday in November I) Day following Thanksgiving Day following above j) Day preceding Christmas December 24 k) Christmas Day December 25 I) Day preceding New Year's Day December 31 m) Floating Holiday One floating holiday per calendar year, which shall be subject to the following restrictions: 1) Must be used during the calendar year and cannot be carried over; and 2) Requires advance approval of the Department Head and the City Manager. n) Designated Floating Holidays in 2010: On December 1, 2010, full- and part-time regular City employees shall be afforded three (3) designated floating holidays for the sole use on December 28-30, 2010. Eligible employees regularly scheduled to work between 20 and 40 hours per week shall have a pro-rated share based on hours regularly scheduled. Section 13. Education Reimbursement: Full-time and regular part-time employees shall be eligible to participate in an education reimbursement program. The City shall only reimburse the employee for courses undertaken which are job related, or are part of a job related course of study and/or degree program. The employee must obtain prior authorization from the City Manager and reimbursement will only be provided upon submittal of proof of satisfactory completion of the courses undertaken with a passing grade when applicable. The City will reimburse an amount equal to 75% of the employee's tuition and/or fees, (including books). For full-time employees, the amount reimbursed shall not exceed $1,400 per Fiscal Year; for employees scheduled to work between 20- 39 hours per week, the amount shall be pro-rated based on regularly scheduled hours. The payment of any reimbursements shall be contingent upon the fulfillment of reporting requirements established by the City Manager. Section 14. Employee Commute Alternative Program/Clipper Card: The City established an Employee Commute Alternative Program to help ease traffic congestion, improve air quality in the Bay Area and work to achieve less stressful commutes. The City supports this program by encouraging City employees to register with the 511 Regional Rideshare Program through www.511.org and by participating in the Alameda County Congestion Management Agency — Guaranteed Ride Home program. In October of 2006 the City will provide a $5.00 per day commute alternative cash incentive to all eligible employees pursuant to providing proper commute verification information. Beginning July 1, 2011, the City will enhance the Employee Commute Alternative Program by offering a transit benefit program through Metropolitan Transportation Commission (MTC) and the Clipper Program entitled Clipper Direct. The Clipper Direct program shall provide participating employees with pre-tax transit benefits. Page 4 of 6 Section 15. Car Allowance and Mileage Reimbursement: The following positions shall be eligible to receive the designated monthly allowance. The receipt of the car allowance pursuant to this section shall be full compensation for all operating costs excluding tolls, parking fees and out of Bay Area travel. a. Management Positions Receiving Monthly Allowance Eligible Positions Monthly Allowance Administrative Services Director/Finance Director $190 Assistant City Manager $190 Assistant Administrative Services Director/Budget $190 Assistant Director of Community Development $190 Assistant Parks and Community Services Director $190 Assistant Public Works Director/City Engineer $190 Chief Building Official $190 Community Development Director $190 Economic Development Director $190 Economic Development Director/PIO $190 Human Resources Director $190 Parks & Community Services Director $190 Planning Manager $190 Public Works Director/Assistant City Engineer $190 Public Works Transportation & Operations Mgr. $190 b. Miscellaneous Employees Receiving Car Allowance The following position shall be eligible to receive the designated monthly car allowance. Eligible Position Monthly Allowance Senior Civil Engineer $190 c. Operating Costs Employees whose services and compensation are provided for under separate agreement who receive a car allowance shall be eligible to receive 40 percent (rounded up to the nearest cent) of the amount recognized by the Internal Revenue Service for the use of a private vehicle as an operating cost. d. Mileage Reimbursement For employees not receiving a car allowance, when traveling on City business, the City will reimburse the amount recognized by the Internal Revenue Service for the use of a private vehicle. e. Out of Area Travel Reimbursement When traveling out of the area on City business, the City will reimburse the amount recognized by the Internal Revenue Service for the use of a private vehicle, or air transportation costs, whichever is less. f. Administrative Requirements The payment of any mileage reimbursements or car allowance shall be contingent upon the fulfillment of requirements established by the City's accounting procedures and other City rules and policies. Page 5 of 6 Section 16. Resident Registration Fees: Effective July 1, 2015, non-resident employees shall be granted Dublin resident fees and rates for City Parks and Community Services classes, trips and facility rentals; priority registration does not apply. Section 17. This Resolution shall be effective July 1, 2015, and shall replace Resolution 109-91 and all previous amendments adopted by the City Council which are in conflict. PASSED, APPROVED AND ADOPTED this 16TH day of June, 2015, by the following vote: AYES: Councilmembers Biddle, Gupta, Wehrenberg, and Mayor Haubert NOES: None ABSENT: Councilmember Hart ABSTAIN: None 4_ yor ATTEST: P City Clerk Reso No. 109-15,Adopted 6-16-15, Item 4.11 Page 6 of 6