HomeMy WebLinkAbout4.06 Personnel System Revisions or nU,��
19 82 STAFF REPORT CITY CLERK
` CITY COUNCIL File #720-60
DATE: September 15, 2015
TO: Honorable Mayor and City Councilmembers
FROM: Christopher L. Foss, City Manager "
SUBJECT: Revisions to the Personnel System
Prepared by Julie E. Carter, Human Resources Director
EXECUTIVE SUMMARY:
The City Council will consider proposed changes to the City's current Personnel System. The
proposed modifications will significantly reduce the City's other post-employment benefit
obligations (OPEB) for future retirees.
FINANCIAL IMPACT:
The proposed modifications to the City's contract with the California Public Employees'
Retirement System (CaIPERS) for the provision of health benefits under Government Code
Section 22920 will significantly reduce the City's other post-employment benefit obligations
(OPEB). Recent actuarial studies of the proposed Benefit Plan revisions, as required by the
Government Accounting Standards Board (GASB), illustrate a projected savings of $1.3 million
over a 15-year period.
Sufficient funds have been authorized in the Fiscal Year 2015-2016 Budget to provide the City
paid and health reimbursement arrangements as described herein.
RECOMMENDATION:
Staff recommends the City Council adopt the following Resolutions: (1) Resolution Electing To
Rescind Health Benefit Vesting Under Section 22893 Of the Public Employees' Medical and
Hospital Care Act; (2) Resolution Fixing Employer's Contribution At An Equal Amount For
Employees and Annuitants Under the Public Employees' Medical and Hospital Care Act; and (3)
Resolution Adopting A Benefit Plan In Accordance With Personnel Rules,
Reviewed By
Assistant City Manager
DESCRIPTION:
The City currently contracts with the California Public Employees' Retirement System
(CaIPERS) for the provision of health benefits under Government Code Section 22920 and is
Page 1 of 3 ITEM NO. 4.6
subject to the Public Employees' Medical and Hospital Care Act (PEMCHA) laws. The City is
required by CaIPERS to contribute the same premium amount for current (active) employees as
it does for eligible retired employees (CaIPERS annuitants). At the conclusion of the City's
recent employee process discussions, the City Manager met in Closed Session with the City
Council as the Agency Negotiator to discuss and review the employee process. Pursuant to the
employee process discussions, the City Council will consider approving several modifications to
the contact with CaIPERS under Government Code Section 22920 and amend the City's Benefit
Plan.
In order for the City to achieve the projected post-retirement benefit savings, CaIPERS health
benefit vesting must be rescinded. Attachment 1 rescinds health benefit vesting under Section
22893 of PEMHCA and lifts the vesting requirement of employees who were first hired on or
after April 1, 2004 as originally established by City Council Resolution 28-04.
The next step in the process includes the adoption of a CaIPERS Resolutions fixing the
employer's contribution at an equal amount under PEMHCA. Attachment 2 sets the City's
contribution to the minimum contribution amount required by Government Code Section 22892.
In calendar year 2016, the minimum contribution is $125 per month.
AMENDMENT TO THE BENEFIT PLAN
The City's Personnel System Rules require the City Council adopt a Benefit Plan. The City's
Benefit Plan identifies various health and welfare benefits that assist the City in attracting and
retaining quality employees. The City's Benefit Plan is maintained in a single source document
which provides greater control over administration and amendments.
For the past two years, the City has provided a maximum of $1,426.83 per month, per eligible
active employee and eligible (non-vesting) CaIPERS retiree, towards individually selected
CaIPERS medical plan coverage. Premium amounts that exceed the City's maximum are paid
directly by the employee under an Internal Revenue Service (IRS) Section 125 cafeteria plan or
by eligible CaIPERS retirees through their CaIPERS retiree warrant check and/or the
Complementary Annuitant Premium Program (CAPP) run by CaIPERS. If the employees' and/or
retirees' selected health plan premium is less than the maximum, the employee does not
receive a cash-out of the difference. Based on the recent employee process, the City will
increase benefit plan to $1,680 per month effective January 1, 2016; less the amount of any
contribution provided by the City directly to CaIPERS under Government Code Section 22892.
Under the employee process proposal and to address existing eligible retirees, also known as
CaIPERS annuitants, beginning January 1, 2016, eligible CaIPERS annuitants shall participate
in a Health Reimbursement Arrangement (HRA) and receive an automatic reimbursement for
actual costs associated with their selected CaIPERS health plan premium less the amount of
any contribution provided by the City directly to CaIPERS under Government Code Section
22892; in no event shall the sum of the City's HRA exceed $1,680 per month during calendar
year 2016. The purpose of the City's HRA is to continue the subsidy of CaIPERS medical
premiums for existing retirees and those current active employees who may become eligible for
this benefit as CaIPERS retirees. City employees hired on or after January 1, 2016 who
become eligible for CaIPERS retirement will be subject the limits provided under Government
Codes Section 22892, as described above. A complete summary of the proposed amended
Benefit Plan is provided in Attachment 3 in accordance with the City's Personnel System Rules.
Page 2 of 3
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
Not applicable.
ATTACHMENTS: 1. Resolution Electing to Rescind Health Benefit Vesting Under Section
22893 of the Public Employees' Medical and Hospital Care Act
2. Resolution Fixing the Employer's Contribution at an Equal Amount
for Employees and Annuitants Under the Public Employees' Medical
and Hospital Care Act
3. Resolution Adopting a Benefit Plan in Accordance with Personnel
Rules
Page 3 of 3
RESOLUTION NO. XX-15
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN
*************************
ELECTING TO RECIND HEALTH BENEFIT VESTING UNDER SECTION 22893 OF THE
PUBLIC EMPLOYEES' MEDICAL AND HOSPITAL CARE ACT
WHEREAS, the City of Dublin is a contracting agency under Government Code Section
22920 and subject to the Public Employees' Medical and Hospital Care Act (the "Act"); and
WHEREAS, the City desires to rescind post-retirement health benefits vesting
requirements; and
WHEREAS, eligible employees first hired on or after April 1, 2004 will no longer be
subject to vesting as established by City Council Resolution 28-04; and
WHEREAS, the California Public Employees Retirement System (CaIPERS) requires
the City Council of the City of Dublin adopt a form specific Resolution.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does
hereby adopt the attached Resolution, in CaIPERS format, and directs the City Manager to file
with the CaIPERS Board a verified copy of the adopted Resolution.
PASSED, APPROVED AND ADOPTED this 15th day of September, 2015.
AYES:
NOES:
ABSENT:
ABSTAIN:
Mayor
ATTEST:
City Clerk
ATTACHMENT 1
RESOLUTION NO. XX-2015
ELECTING TO RESCIND HEALTH BENEFIT VESTING UNDER SECTION 22893
OF THE PUBLIC EMPLOYEES' MEDICAL AND HOSPITAL CARE ACT
WHEREAS, (1) City of Dublin is a contracting agency under Government Code Section
22920 and subject to the Public Employees' Medical and Hospital Care Act(the "Act");
and
WHEREAS, (2) City of Dublin is a contracting agency has filed a resolution with the
Board of the California Public Employees' Retirement System to provide a
post red rem ent health benefits vesting requirement to employees who retire for service
in accordance with Government Code Section 22893; and
RESOLVED, (a) City of Dublin elects to rescind postretirement health benefits
vesting requirements;and be it further
RESOLVED, (b) That employees first hired on or after April 1,2004 will no longer be subject to
vesting as established by Resolution No. 28-04; and be it further
RESOLVED, (c) City of Dublin has fully complied with any and all applicable provisions of Government fI
Code Section 7507 in electing the benefits set forth above; and be it further
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RESOLVED, (d} That the participation of the employees and annuitants of City of Dublin shall be subject {
to determination of its status as an "agency or instrumentality of the state or political
subdivision of a State"that is eligible to participate in a governmental plan within the
meaning of Section 414{d}of the Internal Revenue Code, upon publication of final
Regulations pursuant to such Section. If it is determined that City of Dublin would not
qualify as an agency or instrumentality of the state or political subdivision of a State
under such final Regulations, the California Public Employees' Retirement System may
be obligated, and reserves the right to terminate the health coverage of all participants
of the employer; and be it further
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RESOLVED, (e) That the executive body appoint and direct, and it does hereby appoint and direct, the
City Manager to file with the Board a verified copy of this resolution, and to perform on
behalf of City of Dublin all functions required of it under the Act.
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Adopted at a regular meeting of the Dublin City Council at Dubin, California,this 15th
day of September, 2015.
Signed:
Mayor, City of Dublin
Attest:
City Clerk, City of Dublin
VESTING 22893-RESCIND ALL(REV.512015)
RESOLUTION NO. XX-15
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN
*************************
FIXING THE EMPLOYER CONTRIBUTION AT AN EQUAL AMOUNT FOR EMPLOYEES
AND ANNUITANTS UNDER THE PUBLIC EMPLOYEES' MEDICAL AND HOSPITAL CARE
ACT
WHEREAS, the City of Dublin is a contracting agency under Government Code Section
22920 and subject to the Public Employees' Medical and Hospital Care Act (the "Act"); and
WHEREAS, Government Code Section 22892(a) provides that a contracting agency
subject to the Act shall fix the amount of the employee contribution by Resolution; and
WHEREAS, the California Public Employees Retirement System (CaIPERS) requires
the City Council of the City of Dublin adopt a form specific Resolution.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does
hereby adopt the attached Resolution, in CaIPERS format, and directs the City Manager to file
with the CaIPERS Board a verified copy of the adopted Resolution.
PASSED, APPROVED AND ADOPTED this 15th day of September, 2015.
AYES:
NOES:
ABSENT:
ABSTAIN:
Mayor
ATTEST:
City Clerk
ATTACHMENT 2
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RESOLUTION NO. XX-2015
FIXING THE EMPLOYER CONTRIBUTION AT AN EQUAL AMOUNT FOR EMPLOYEES AND ANNUITANTS
UNDER THE PUBLIC EMPLOYEES' MEDICAL AND HOSPITAL CARE ACT
WHEREAS, (1) City of Dublin is a contracting agency under Government Code Section
22920 and subject to the Public Employees' Medical and Hospital Care Act(the "Act"); €
and
WHEREAS, (2) Government Code Section 22892(a) provides that a contracting agency subject to Act
shall fix the amount of the employer contribution by resolution; and
WHEREAS, (3) Government Code Section 22892(b) provides that the employer contribution shall be an
equal amount for both employees and annuitants, but may not be less than the amount I
prescribed by Section 22892(b) of the Act; and
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RESOLVED, (a) That the employer contribution for each employee or annuitant shall be the amount
necessary to pay the full cost of his/her enrollment, including the enrollment of family
members, in a health benefits plan or plans up to a maximum of the PEMHCA Minimum
per month, plus administrative fees and Contingency Reserve Fund assessments;and be
it further
RESOLVED, (b) City of Dublin has fully complied with any and all applicable provisions
of Government Code Section 7507 in electing the benefits set forth above; and be it
further
RESOLVED, (c) That the participation of the employees and annuitants of
City of Dublin shall be subject to determination of its status as an "agency or
instrumentality of the state or political subdivision of a State" that is eligible to
participate in a governmental plan within the meaning of Section 414(d) of the Internal
Revenue Code, upon publication of final Regulations pursuant to such Section. If it is
determined that City of Dublin would not qualify as an agency or instrumentality of the
state or political subdivision of a State under such final Regulations, CaIPERS may be
obligated, and reserves the right to terminate the health coverage of all participants of
the employer.
RESOLVED, (d) That the executive body appoint and direct, and it does hereby appoint and direct,
the City Manager to file with the Board a verified copy of this resolution, and to perform
on behalf of City of Dublin all functions required of it under the Act.
Adopted at a regualr meeting of the City Council of the City of Dublin at Dublin,
California,this 15th day of September, 2015.
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Signed:
Mayor, City of Dublin
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Attest:
City Clerk, City of Dublin
CHANGE-ALL,EQUAL, 1 FIXED(REV.512015)
RESOLUTION NO. XX - 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 (CalPERS) shall be eligible to select from plans administered by the Public
Employees Medical and Hospital Care Act (PEMHCA).
a. The City currently contracts with the California Public Employees' Retirement System (CalPERS) for
the purpose of providing medical insurance benefits for active employees and their eligible
dependents, eligible retired employees, and eligible survivors of retired employees. Eligibility of a
dependent to participate in this program shall be in accordance with the terms of the Public
Employees' Medical and Hospital Care Act (PEMHCA). Eligibility of retired employees and
survivors of retired employees to participate in this program shall be in accordance with those
provisions of the PEMHCA providing for participation by CalPERS annuitants.
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b. Effective January 1, 2016, the City's employer contribution towards medical insurance benefits for
each eligible employee shall be the minimum contribution amount required by Government Code
Section 22892. Contributions provided under this Section are required only to the extent mandated
by the PEMHCA. During the calendar year 2016, the City shall provide an employer contribution of
$125.00 per month to CaIPERS for each eligible active employee towards the purchase of medical
insurance benefits provided by CaIPERS.
c. In the event CaIPERS requires a minimum employer payment in excess of the amount recited above,
the City shall pay such additional amounts as approved by the City Council. Because CaIPERS may
change carriers and plans, the City shall not be required to provide a specific insurance coverage and
shall only be required to provide those benefits as described in the Benefit Plan so long as the City
contracts for benefits with CaIPERS for medical insurance benefits. The City shall provide each
eligible annuitant, as defined by the PEMHCA, with an employer contribution towards medical
insurance benefits that is equal to any contribution provided to active employees under the Benefit
Plan and in accordance with Government Code Section 22892.
Section 3. Alternative Benefit: 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 (1) elect to opt-out of receiving City
contributions under Government Code Section 22892; as described in Section 2b; (2) are not enrolled in a
City-sponsored health insurance plan as the dependent of another City employee; and (3) provide proof of
medical insurance coverage from a plan other than a City-sponsored plan shall receive an alternative benefit
in the form of a cash payment.
a. The amount of alternative benefit is $350 per month and benefit must be elected each year during
open enrollment or upon a qualifying event.
b. Any cash payment provided under this Section shall be paid and reported to the Internal Revenue
Service (IRS) and the California Franchise Tax Board as compensation subject to income tax
withholding and is considered a non-reportable CaIPERS payment/benefit. Each eligible
employee shall be solely and personally responsible for any tax lability that may arise out of
receipt of the alternative benefits provided under this Section.
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 Arrangement (HRA):
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ATTACHMENT 3
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 Benefits: The City shall make available a flexible benefit 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 City's plan is subject to the requirement and
availability of Internal Revenue Code Section 125, allowing employees to use pre-tax compensation for
PEMCHA medical premiums, eligible dependent care expenses, eligible uninsured medical expenses, or a
combination thereof. All costs associated with the enrollment and administration of an eligible employees
account shall be paid by the City.
a. The City shall not treat contributions made to the program as compensation subject to income tax
withholding unless the Internal Revenue Service and/or the Franchise Tax Board indicates that such
contributions are taxable income subject to withholding. Each employee shall be solely and
personally responsible for any federal, state, or local tax liability of the employee that may arise out
of the implementation of this Section or any penalty that may be imposed therefore.
b. Contributions to the flexible benefit program shall be used only for payment of those benefits that are
available through the City's program. Any amount remaining after the Employee has designated the
portion of his or her flexible benefit (125 Plan) contribution amount for the purposes described in this
Section shall be deemed forfeited.
c. Each eligible employee shall file an election in writing during the month of open enrollment for
medical insurance each year designating how the contributions in his or her flexible benefits account
are to be spent during the ensuing year. Thereafter, no changes to designations shall be allowed until
the enrollment of the following year, except for changes due to an eligible qualifying event.
d. Each employee shall be responsible for providing immediate written notice to the Director of Human
Resources or designee of any change to the number of his or her dependents which would affect the
amount of the City's payment into the program.
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e. Beginning with the January 1, 2016 premium, eligible employees shall receive up to $1,680 per
month toward the premium cost for CaIPERS health insurance based on the employee's annual plan
election less the amount of any contribution provided by the City directly to CaIPERS under
Government Code Section 22892.
f The City shall continue to provide a flexible benefit program as provided in this Section unless
amended or repealed by the City Council.
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.
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
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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. Retiree Health Reimbursement Arrangement (HRA): The City shall make available a Retiree
HRA account to eligible employees who were hired before January 1, 2016, and who retire from the City of
Dublin while meeting the eligibility requirements for CaIPERS retiree health insurance as provide under
PEMCHA laws.
a. Beginning on January 1, 2016, the City's Retiree HRA Plan Year shall begin January 1 and end
December 31 of each calendar year.
b. Beginning with the January 1, 2016 CaIPERS premium, eligible CaIPERS annuitants under the City
of Dublin's CaIPERS health contract shall receive reimbursement up to $1,680 per month toward the
cost of CaIPERS health insurance premiums. Reimbursement is provided in the form of cash to the
eligible CaIPERS annuitant on a monthly basis based on the CaIPERS annuitant's annual election less
the amount of any contribution provided by the City directly to CaIPERS under Government Code
Section 22892. In no event, shall the City's total reimbursement exceed the amount described in this
section.
c. The reimbursement of any CaIPERS retiree medical premium expenses pursuant to this section shall
be contingent upon the fulfillment of requirements pursuant to provision of the Internal Revenue
Code, the City's and/or the City's selected third party administrator. Retirees are solely responsible
for any tax consequences associated with the receipt of benefits under this section.
d. Employees hired by the City on or after January 1, 2016, are not eligible for the Retiree HRA as
defined in this section. The City's maximum contribution toward CaIPERS retiree health coverage
shall be the PEMCHA minimum contribution as determined by CaIPERS under Government Code
Section 22892.
Section 12. 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 13. 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:
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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
1) Day preceding New Year's Day December 31
m) Floating Holiday One floating holiday per calendar year, this 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 14. 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 15. 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. 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
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Direct. The Clipper Direct program shall provide participating employees with pre-tax transit benefits.
Effective July 1, 20115, the City shall provide a $5.00 per day commute alternative cash incentive to all
eligible employees pursuant to providing proper commute verification information.
Section 16. 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
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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.
£ 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.
Section 17. 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 18. The provisions of this Benefit Plan shall be administered in accordance with the regulations,
policies and procedures issued by the City Manager or designee which shall include, but not be limited to,
the method and frequency of reimbursement to eligible employees for the benefit program(s) selected and
appropriate procedures for the verification of payment made pursuant to the Benefit Plan.
Sectionl9. This Resolution shall be effective September 15, 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 15'' day of September, 2015.
AYES:
NOES:
ABSENT:
Mayor
ATTEST:
City Clerk
8
ATTACHMENT 3