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HomeMy WebLinkAbout4.08 PersonnelSysRev '.. e e CITY OF DUBLIN AGENDA STATDIE.NT CITY COUNCIL MEETING DATE: February 27, 1995 Revisions to Personnel System (Prepared by: Lou Ann Riera-Texeira, Assistant to the city Manager) 11. / Personnel 2. Resolution Amending the Benefit Plan ~ 3. Resolution Amending Personnel Rules IJ' 4. Amendment to Resolution Establishing Management Positions Exempt from Competitive Service and , Prescribing Leave Benefits for the positions .. " RECOMMENDATION: Adopt Resolutions SUBJECT: EXHIBITS: Resolution Establishing a Salary Plan for Full-Time FINANCIAL STATEMENT: This action will not require any increase to the 1994-95 budget. DESCRIPTION: The City's Personnel System is governed by several documents. Each document addresses a specific topic. The staff report identifies changes to the personnel system. As presented below, proposed adjustments are based on a comprehensive survey of other agencies and on discussions with with City employees. THE SALARY PLAN Included in the city's Personnel System are resolutions which address salary ranges for both part-time and full time personnel. The attached salary plan (Exhibit 1) contains proposed salary ranges for full time personnel. · The proposed salary ranges are based on market conditions determined by a comprehensive survey of comparable positions in similar agencies. Each year, the City Manager's Office conducts a wage and benefit survey of nearly 40 Bay Area local government agencies in an effort to keep the city's wage and benefit structure competitive with the market in which the City competes for labor. The recommended salary ranges are based on the average of the agencies surveyed. The salary ranges also take into account the relationship of each position to others in the organization (e.g., the relationship between Assistant, Associate and Senior Planner). The salary ranges provide a minimum and maximum salary to be paid for each position. The city of Dublin utilizes a pay for performance system. Thus, all movement within the salary range is based on performance. The proposed modifications to the Salary Plan do not automatically increase actual salaries. Employees' salaries can only be modified upon completion of a satisfactory performance review. Thus, modifications to the Salar~ Plan will only impact current salaries at the time of a performance reVlew. The city Manager and his staff have met with all regular employees to discuss the proposed salary ranges. Based on these discussions and on the market survey, staff recommends that the City Council adopt the attached resolution establiShing a Salary Plan for full time employees (Exhibit 1). THE BENEFIT PLAlf The city's Personnel System Rules require the city council to adopt a Benefit Plan. The Plan provides a summary of the city's benefit programs including medical, dental, life and disability insurance, retirement, holidays, car allowance and travel expenses, and participation in deferred compensation and credit union programs. Once again, the city Manager's staff has conducted a market survey com~aring the city's benefit ~ackage to the market avera9'e. In addltion, the city Manager has dlscussed the benefit issues wlth City employees. The following outlines the section(s) of the Benefit Plan where changes are proposed. All remaining sections would remain in tact. CITY CLERK FILE D1IQlQ]-{2]Q] 4~ -, .._. ',.... r: .. e e Section 10 - Holidavs - The city of Dublin currently provides full time regular employees with 12 designated paid holidays per year (regular part-time employees receive a pro-rated share). In accordance with the market average and with the employees' request, it is proposed that the Benefit Plan be amended to include one floating holiday. As proposed, the floating holiday shall be allocated and must be used during the calendar year and is non-compensable upon termination from the city. A resolution amending the Benefit Plan to add one floating holiday is attached (Exhibit 2). PERSOR.NEL RULES The city council has adopted rules for the administration of the city's personnel system. Once again, based on the market survey and on discussions with city employees, the following amendments to the Personnel System Rules are proposed: RULE XIV COMPENSATION AND BENEFITS section 8. "Administrative Time Off" The Personnel Rules currently provide employees exempt from overtime, Administrative Time Off (ATO). ATO is designed to compensate those employees, who consistently work in excess of normal working hours, with additional leave time. The current language restricts the useage of ATO to no more than 8 hours ner use. Employees have requested that this limitation be lifted in order to provide greater flexibility. It is recommended that this section of the Personnel Rules be amended to remove the 8 hour limitation. RULE XVII LEAVE The Personnel Rules currently include provisions regarding the accrual and use of General Leave and sick Leave. Briefly, the city's current policy allows employees to accrue up to 360 hours of General Leave. When an employee has reached the maximum accrual of 360 hours of General Leave, the employee then begins to accrue Sick Leave. Under the current policy, the use of Sick Leave is per~tted only after the employee has exhausted all General Leave. Employees have requestd that this restriction be amended to allow the use of Sick Leave in the event of an illness or injury which prevents the employee from working more than five consecutive work days. It is proposed that. Rule XVII, section 8 - "Use of Sick Leave Hours" be amended to . provide for access to Sick Leave hours in the event of an illness or injury which prevents the employee from working more than five consecutive work days. The proposed modifications to the Personnel System Rules are presented in Exhibit 3. All remaining sections of the Personnel Rules would remain in tact. RESOLUTION PRESCRIBING LEAVE BENEFITS FOR MANAGEMENT POSITIONS EXEMPT FROM COMPETITIVE SERVICE' The city council has adopted a resolution which benefits for those employees who are exempt from service. This resolution addresses all types of General Leave, Administrative Time Off and Sick Leave. prescribes leave the competitive leave inCluding If the city council approves changes to the Be~efit Plan and perso~~e~ Rules relating to Administrative Time Off and Slck Leave,. as descrl e above, it will also be necessary to make th~ corre~pO~dlng amendments to the management leave resolution. Accordlngly, lt ~s.propo~ed t~at Section 8. "Use of Sick Leave Hours" and Section 21 "Admlnlstratlve Tlme Off" be amended as previously discussed. The proposed. amendmenis t ~re shown in Exhibit 4. All remaining sections. ?f the Reso u lon prescribing Lea~e Benefits ~or. Management Posltlons Exempt From Competitive SerVlce would remaln ln tact. CONCLUSION It is recommended that the city council review the proposed changes to the city's Personnel System and adopt the necessary resolutions. .''''',,- .1 . I. e RESOLUTION NO. - 95 e A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN **************** ESTABLISHING A SALARY PLAN FOR FULL-TIME PERSONNEL IN ACCORDANCE WITH THE PERSONNEL RULES WHEREAS, the City Council has adopted a Salary & Benefit Plan pursuant to the Personnel System Rules; and WHEREAS, the City Council adopted Resolution No. 17-94 and subsequent amendments which establish a Salary Plan for full-time personnel in accordance with the Personnel Rules; and NOW, THEREFORE, BE IT RESOLVED that the following salary prOVisions shall be established in accordance with the City of Dublin Personnel System Rules. BE IT FURTHER RESOLVED that any previous enacted salary provisions contained in Resolution No. 17-94 and subsequent amendments shall be superseded by this Resolution. ARTICLE I: SALARY PROVISIONS . SECTION A: REGULAR EMPLOYEES EXEMPT FROM FAIR LABOR STANDARDS ACT (FLSA) OVERTIME PROVISIONS Employees covered under this Section shall be paid a monthly salary within the following ranges with the exclusion of any Performance Pay Adjustment granted in accordance with the Personnel Rules. IN THE EVENT THAT IT IS DEElaD BY THE CITY MANAGER TO BE IN THE BEST INTEREST OF THE CITY, TEMPORARY APPOINTMENTS OF NO MOlUi! THAN 6 MONTHS, WHElUi! THE WORK ASSIGNMENTS ARE SUCH THAT THEY CAN BE COMPLETED WITH LESS THAN A 40 HOUR WORK WEEK, MAY BE APPROVED BASED UPON THE HOURLY RATES. THE TOTAL SALARY PAID FOR suca WORK SHALL NOT BE LESS THAN THE "SALARY TEST" REQUllUi!D FOR AN EXEMPTION UNDER FLSA. Monthly Monthly Hourly Hourly Minimum Maximum Minimum Maximum * Administrative Assistant $3,397 $4,247 $19.60 $24.50 Assistant City Manager/Adminis- $5,634 $7,043 $32.50 $40.63 trative Services Director Assistant Civil Engineer $3,674 $4,592 $21. 20 $26.49 Assistant to the City Manager $4,301 $5,376 $24.81 $31.02 Associate Planner $3,607 $4,509 $20.81 $26.01 City Clerk $3,931 $4,914 $22.68 $28.35 Economic Development Manager $4,189 $5,236 $24.17 $30.21 * Finance Manager $4,186 $5,232 $24.15 $30.18 Planning Director $5,316 $6,645 $30.67 $38.34 Public Works Director/City $5,983 $7,478 $34.52 $43.14 Engineer Recreation Director $ 5,265 $6,582 $30.38 $37.97 Recreation Supervisor $3,254 $4,067 $18.77 $23.46 * Secretary to the City Manager/ $2,933 $3,666 $16.92 $21.15 Deputy City Clerk Senior Civil Engineer $5,017 $6,271 $28.94 $36.18 Senior Planner $4,028 $5,035 $23.24 $29.05 * Classification is currently vacant. EXHIBIT 1 . ....-, e e SECTION B: REGULAR EMPLOYEES COVERED BY OVERTIME PROVISIONS OF FLSA. Employees covered under this Section shall be paid hourly wages within the following ranges with the exclusion of any Performance Pay Adjustment granted in accordance with the Personnel Rules. The monthly salaries are shown for informational purposes only. Monthly Monthly Hourly Hourly Minimum Maximum Minimum Maximum Administrative Secretary $2,671 $3,338 $15.41 $19.26 Administrative Aide $2,938 $3,672 $16.95 $21.18 Assistant Planner $3,061 $3,826 $17.66 $22.07 Community Safety Assistant $3,061 $3,826 $17.66 $22.07 Engineering Technician $3,046 $3,807 $17.57 $21.96 * Finance Technician I $2,428 $3,035 $14.01 $17.51 Finance Technician II $2,671 $3,338 $15.41 $19.26 Heritage Center Manager $2,662 $3,328 $15.36 $19.20 Management Assistant $3,088 $3,860 $17.82 $22.27 * Office Assistant I $1,938 $2,423 $11.18 $13.98 Office Assistant II $2,132 $2,665 $1,.30 $15.38 Public Works Inspector $3,350 $4,188 $19.33 $24.16 Recreation Coordinator $2,662 $3,328 $15.36 $19.20 Secretary $2,428 $3,035 $14.01 $17.51 * Classification is currently vacant. PASSED, APPROVED AND ADOPTED this 27th day of February, 1995. AYES: NOES: ABSENT: ABSTAIN: Mayor ATTEST: City Clerk H Drive!Salary!RESO$95.DOC e e RESOLUTION NO. - 95 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ************** AMENDING THE BENEFIT PLAN WHEREAS, the Personnel System Rules require the city council to adopt a Benefit Plan; and WHEREAS, the Benefit Plan prescribes the current benefits provided to regular employees by the City. NOW, THEREFORE, BE IT RESOLVED that the City council of the city of Dublin does hereby amend Resolution No. 109-91 and subsequent resolutions to include the following: section 10. 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: a) New Year's Day b) Martin Luther King, Jr. Day c) Washington's Birthday d) Memorial Day e) Independence Day f) Labor Day g) Veteran's Day h) Thanksgiving Day i) Day Following Thanksgiving j) Day Preceeding Christmas k) Christmas Day I) Day Preceeding New year's Day m) Floating Holiday January 1 Third Monday i~January Third Monday in February Last Monday in May July 4 First Monday in September November 11 Fourth Thursday in November Day FOllowing Above December 24 December 25 December 31 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. PASSED, APPROVED AND ADOPTED this 27th day of February, 1995. AYES: NOES: ABSENT: ABSTAIN: Mayor city Clerk EXHIBIT 2 .' .....,~ e e RESOLUTION NO. - 95 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ************** AMENDING THE PERSONNEL SYSTEM RULES WHEREAS, the city council is authorized to adopt rules for the administration of the personnel system; and WHEREAS, the city council has adopted Resolution 141-90 and subsequent amendments establishing Personnel System Rules; and WHEREAS, the objective of these rules is to facilitate efficient and economical services to the public and to provide for an equitable system of personnel management in municipal government. NOW, THEREFORE, BE IT RESOLVED that the City council of the city of Dublin does hereby amend the Personnel System Rules as follows: RULE XIV. COMPENSATION AND BENEFITS . section 8. "Administrative Time Off" - At the discretion of the city Manager, and upon the recommendation of the department head where applicable, an employee who is designated as exempt under Section 4 above, may be granted Administrative Time Off. The employee shall have consistently worked in excess of normal working hours, excluding incidental overtime, which is described as one (1) hour or less. RULE XVII. LEAVE section 8. "Use of Sick Leave Hours" - Use of sick leave hours shall not be considered as a right which may be used at an employee's discretion, but shall be allowed only in case of necessity. An employee shall only be eligible to use sick leave hours in the following instances. sick leave hours may be used for: a. An employee's illness or injury when the illness/injury prevents the employee from working more than five (5) consecutive work days. (Leave exceeding five days may require a doctor's certificate indicating that the employee was unable to work. The doctor may also be required to specify whether the employee can return to work with or without restrictions). Further, sick leave hours may be used when an employee has exhausted all General Leave in the following circumstances: a. An employee illness or injury. b. An employee's dental, eye or other physical or medical examination or treatment by a licensed practitioner. c. For family medical purposes when a member of the emplo~ee's immediate family is involved. This shall include illness, accldent, medical appointments, or other related occurrences. EXHIBJITI 3 ,. I" ~~.... e e PASSED, APPROVED AND ADOPTED this 27th day of February, 1995. AYES: NOES: ABSENT: ABSTAIN: Mayor city Clerk . e e RESOLUTION NO. - 95 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ************** AMENDING RESOLUTION NO. 142-90 ESTABLISHING MANAGEMENT POSITIONS EXEMPT FROM COMPETITIVE SERVICE AND PRESCRIBING LEAVE BENEFITS FOR THE POSITIONS WHEREAS, the City council has adopted a Personnel Ordinance; and WHEREAS, section 4(e) of the Ordinance exempts Department Heads and other management positions from the competitive Service; and WHEREAS, the exemption from competitive Service also exempts these employees from the Personnel Rules, including the description of leave benefits; and WHEREAS, the City council has adopted Resolution No. 142-90 and subsequent resolutions which establish management positions and prescribe leave benefits for those positions; and . WHEREAS, due to changes in the Personnel Rules and Benefit Plan, it is appropriate to amend Resolution No. 142-90. NOW, THEREFORE, BE IT RESOLVED that the city Council of the city of Dublin does hereby amend Resolution No. 142-90 as follows: section 8. '''Use of Sick Leave Hours" - Use of sick leave hours shall not be considered as a right which may be used at an employee's discretion, but shall be allowed only in case of necessity. An employee shall only be eligible to use sick leave hours in the following instances. sick leave hours may be used for: a. An employee's illness or injury when the illness/injury prevents the employee from working more than five (5) consecutive work days. (Leave exceeding five days may require a doctor's certificate indicating that the employee was unable to work. The doctor may also be required to specify whether the employee can return to work with or without restrictions). Further, sick leave hours may be used when an employee has exhausted all General Leave in the following circumstances: a. An employee illness or injury. b. An employee's dental, eye or other physical or medical examination or treatment by a licensed practitioner. c. For family medical purposes when a member of the emplo~ee's immediate family is involved. This shall include illness, accldent, medical appointments, or other related occurrences. section 21. "Administrative Time Off" - At the discretion of the City Manager, and upon the recommendation of the department head where applicable, an employee who is designated as exempt under Section 4 above, may be granted Administrative Time Off. The employee shall have consistently worked in excess of normal working hours, excluding incidental overtime, which is described as one (1) hour or less. :EXHIBIT 4 (" . ~ , . e e PASSED, APPROVED AND ADOPTED this 27th day of February, 1995. AYES: NOES: ABSENT: ABSTAIN: Mayor City Clerk .