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HomeMy WebLinkAboutHR Amended Compensation for the Elected City Clerk and Elected Part-Time City Attorney____________________________________________________________________________________ FOR CITY CLERK ONLY Council Meeting: 08/20/2018 Disposition: Resolution No. 14565 Agenda Item No: 6.h Meeting Date: August 20, 2018 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Human Resources Prepared by: Stacey Peterson, HR Director City Manager Approval: ________ TOPIC: AMENDED COMPENSATION FOR THE ELECTED CITY CLERK AND ELECTED PART-TIME CITY ATTORNEY SUBJECT: AMENDED RESOLUTION ESTABLISHING THE COMPENSATION AND WORKING CONDITIONS FOR THE ELECTED CITY CLERK AND ELECTED PART-TIME CITY ATTORNEY (JULY 1, 2018 THROUGH JUNE 30, 2020) RECOMMENDATION: Adopt Resolution. BACKGROUND: Similar to other non-safety groups, the elected City Clerk and elected part-time City Attorney were provided a 2% base wage increase for Fiscal Year (FY) 18/19 and FY 19/20 on July 2, 2018. (See Resolution No. 14541). This proposed amended salary resolution does not affect the salary increase approved by Resolution No. 14541. In addition to the base wage increase previously approved, the non-safety bargaining groups were also provided a one-time, non-pensionable payment of $4,000. These one-time payments for Local 1 & WCE were agreed to in exchange for changing their 3% health insurance inflator to tie to the Kaiser Bay Area Premium rate (from CPI), in addition to other changes to their health and welfare plan. The City is now requesting the same one-time payments for the elected City Clerk and elected part-time City Attorney. In exchange for the $4,000 one-time payment, the elected City Clerk and elected part-time City Attorney Resolution will be amended to tie their health inflator to the Kaiser Bay Area Premium rate increase up to a maximum of 3% each year . Their health inflator is currently tied to CPI not to exceed 3% for any given year. In addition, the amended resolution has been updated to reflect the 2% base wage increase to the City Clerk five step range approved on January 16, 2018, to correctly specify the newly established salary range for July 1, 2018 and July 1, 2019. The draft amended resolution was presented at the August 6, 2018 Council meeting for discussion and there were no public comments. Staff is returning with a final Amended Resolution Establishing the Compensation and Working Conditions for the Elected City Clerk and Elected Part-time City Attorney. ANALYSIS: The following reflects highlights of the recommended amended resolution revisions and is consistent with the guidelines authorized by the City Council. SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 1. Term of the Resolution: July 1, 2018 through June 30, 2020. 2. One-Time Payment: The following one-time payment is limited to the two year term of this resolution and is not scheduled to recur in the future: Job classes in this unrepresented elected City Clerk and elected part-time City Attorney resolution will receive a one-time, non-pensionable payment of $4,000 to revise the salary resolution section 2.a. to tie the 3% health inflator to the Kaiser Bay Area Premium rate increase up to a maximum of 3% each year. The $4,000 payment will be split as follows: $2,000 will be paid as a separate check on September 14, 2018 or with the pay period upon approval by the City Council, whichever occurs later, and $2,000 will be paid with the first pay period in July 2019. This payment will not contribute to Classic or PEPRA employees’ pensions and is subject to norm al payroll taxation. 3. Update to City Clerk Salary Range: The 2% base wage increase in the City Clerk five step range approved on January 16, 2018 is updated to correctly specify the newly established salary range for July 1, 2018, and July 1, 2019. The attached amended resolution includes all of the recommended changes. FISCAL IMPACT: On July 2, 2018, Council approved a projected cumulative total salary and benefit cost increase of $21,200 for the two-year term of the resolution. There is no budget impact from the correction to the salary range of the City Clerk as the 2 percent salary increase was included in the projected total cost in the original resolution approved on July 2, 2018. The cost of the one-time payments proposed by this amended resolution is $8,000. These one- time payments will not contribute to employee pension costs. The increase in compensation included in this resolution is in line with the City’s current budget projections, and is within the current salary growth assumptions used by MCERA in the most recent actuarial valuation which is used to establish pension contribution rates and measure pension liabilities. Funding for these positions is provided for in the City’s General Fund. OPTIONS: The City Council has the following options to consider in this matter: • Accept staff’s recommendation to adopt the resolution. • Adopt resolution with modifications. • Direct staff to return with more information • Take no action. RECOMMENDED ACTION: Staff recommends that the City Council adopt the Amended Resolution Establishing the Compensation and Working Conditions for the Elected City Clerk and Elected Part-time City Attorney (July 1, 2018 through June 30, 2020). ATTACHMENTS: Amended Resolution Establishing the Compensation and W orking Conditions for the Elected City Clerk and Elected Part-time City Attorney (July 1, 2018 to June 30, 2020) RESOLUTION NO. 14565 AMENDED RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL ESTABLISHING THE COMPENSATION AND WORKING CONDITIONS FOR THE ELECTED CITY CLERK AND ELECTED PART TIME CITY ATTORNEY (JULY 1, 2018 THROUGH JUNE 30, 2020) This Resolution shall constitute the amended compensation and conditions of employment for the elected City Clerk and elected part-time City Attorney for the period from July 1, 2018 through June 30, 2020. 1.SALARY a)Salary Increase Effective the pay period including July 1, 2018 and July 1, 2019, the City shall provide a 2.0% increase to the salary for the City Clerk and City Attorney in accordance with the charts below. MONTHLY SALARY Effective Date City Attorney July 1, 2018 $10,759 July 1, 2019 $10,974 Effective January 16, 2018, the City Clerk monthly salary schedule shall consist of five salary steps: Step A B C D E City Clerk $ 8,368 $ 8,786 $ 9,225 $ 9,687 $10,171 Effective July 1, 2018, the City Clerk monthly salary schedule shall be as follows: Step A B C D E City Clerk $ 8,535 $ 8,961 $ 9,410 $ 9,881 $10,375 Effective July 1, 2019, the City Clerk monthly salary schedule shall be as follows: Step A B C D E City Clerk $ 8,706 $ 9,141 $ 9,598 $ 10,079 $10,582 b)One-Time Payment: The following one-time payment is limited to the two-year term of this resolution and is not scheduled to recur in the future: Job classes in this unrepresented elected City Clerk and elected part-time City Attorney resolution will receive a one-time, non-pensionable payment of $4,000 to revise the salary resolution section 2.a. to tie the 3% health inflator to the Kaiser Bay Area Premium rate increase up to a maximum of 3% each year. The $4,000 payment will be split as follows: $2,000 will be paid as a separate check on September 14 or with the pay period upon approval by the City Council, whichever occurs 2 later, and $2,000 will be paid with the first pay period in July 2019. This payment will not contribute to Classic or PEPRA employees’ pensions and is subject to normal payroll taxation. c)Car Allowance An incumbent who holds the City Clerk’s office is eligible to receive a monthly car allowance of $350. 2.INSURANCE a)Health Insurance: Effective January 1, 2009, the City implemented a full flex cafeteria plan for active employees, in accordance with IRS Code Section 125. Active employees participating in the City’s full flex cafeteria plan, including the City Clerk and City Attorney, shall receive a monthly flex dollar allowance to purchase benefits under the full flex cafeteria plan. The monthly flex dollar allowance effective the paycheck of December 15, 2017 shall be: For employee only: $ 653.61 For employee and one dependent: $1,307.20 For employee and two or more dependents: $1,699.38 Flex dollar allowances shall increase on the December 15th paycheck of each subsequent year by up to a maximum of three percent (3%) on an annual basis, based on but not to exceed the Kaiser Bay Area premium rate increase for the upcoming calendar year. The City shall contribute to the cost of medical coverage for each eligible employee and his/her dependents, an amount not to exceed the California Public Employees’ Medical and Hospital Care Act (PEMHCA) contribution, as determined by CalPERS on an annual basis. This portion of the monthly flex dollar allowance is identified as the City’s contribution towards PEMHCA. The balance of the monthly flex dollar allowance (after the PEMHCA minimum contribution) may be used in accordance with the terms of the cafeteria plan to purchase health benefits or may be converted to taxable income. Conditional Opt-Out Payment: An employee may elect to waive the City’s health insurance coverage and receive the value of the Employee Only contribution as a monthly Opt-Out payment in accordance with the terms of the cafeteria plan, and the Affordable Care Act, if the employee complies with the following conditions: 1)The employee certifies that the employee and all individuals in the employee’s tax family for whom coverage is waived, have alternative Minimum Essential Coverage as defined by the Patient Protection and Affordable Care Act through a provider other than a federal marketplace, a state exchange, or an individual policy. 2)During the City’s annual open enrollment period, the employee must complete an annual written attestation confirming that the employee and the other members of the employee’s tax family are enrolled in alternative Minimum Essential Coverage. The employee agrees to notify the City no later than 30 days if the employee or other member(s) of the employee’s tax family lose coverage under the alternative Minimum Essential Coverage Plan. 3)The employee understands that the City is legally required to immediately stop conditional opt-out payments if the City learns that the employee and/or members of the employee’s family do not have the alternative Minimal Essential Coverage. The City reserves the right to modify at any time, the amount an employee is eligible to receive under this paragraph, if required by IRS Cafeteria Plan regulations, other legislation or Federal and/or California agency guidance. 3 Miscellaneous Allowance for Employees hired on or before January 1, 2009: The City shall pay to employees hired on or before January 1, 2009 a miscellaneous allowance in an amount equivalent to the difference between the employee’s benefit election for coverage under PEMHCA and their flex dollar allowance, if their benefit election under PEMHCA exceeds their flex dollar allowance. The miscellaneous allowance shall be treated as income. An employee may use the miscellaneous allowance to pay for health coverage on a pre-tax basis as defined under the City’s Cafeteria plan. b)Health Insurance for Retirees i)Elected or Appointed officials placed into office prior to April 1, 2007 and who retire from the Marin County Employees’ Retirement Association (MCERA) within 120 days of leaving their City of San Rafael elected position of City Clerk or City Attorney (and who comply with the appropriate retirement provisions under the MCERA laws and regulations) are eligible to continue in the City’s group health insurance program and receive the PEMHCA minimum contribution as determined by CalPERS on an annual basis. Longevity Payments: The City shall make a longevity payment equivalent to the difference between the PEMHCA minimum contribution and the premium cost of coverage for the retiree, the retiree’s spouse/registered domestic partner and/or qualified dependent children (as defined by PEMHCA) capped at the contribution the City makes towards the health coverage of an active City Attorney or City Clerk. The City‘s longevity contribution shall remain in effect during the lifetime of the retired City Attorney and City Clerk and their spouse/registered domestic partner or surviving spouse/registered domestic partner. As described in this subsection, the City shall reimburse retired elected or appointed officials and their spouses or registered domestic partners the Medicare Part B standard premium amount, as determined by the Centers of Medicare and Medicaid Services (CMS) on an annual basis. To initiate reimbursement, retirees must submit proof of payment of the Medicare Part B premiums to the Human Resources Department. If the Medicare Part B is deducted from social security, the retiree/spouse/domestic partner may submit a copy of the social security check, the Medicare Part B bill, or other relevant documentation. Reimbursements will be processed on a quarterly basis. This reimbursement shall remain in effect for the retired elected or appointed official’s life and that of the retired elected or appointed officials spouse/registered domestic partner or surviving spouse/registered domestic partner. ii)Elected or Appointed officials placed into office on or after April 1, 2007 and who retire from the Marin County Employees Retirement Association (MCERA) within 120 days of leaving their City of San Rafael elected position of City Clerk or City Attorney (and comply with the appropriate retirement provisions under the MCERA laws and regulations) are eligible to continue in the City’s group health insurance program. The City’s contribution towards the coverage of retirees under this subsection shall be the PEMHCA minimum contribution as determined by CalPERS on an annual basis. Longevity Payments: The City shall make a longevity payment equivalent to the difference between the PEMHCA minimum contribution and the premium cost of coverage, up to $600, for the retiree. The City shall not be responsible for making any contributions towards the cost of coverage of the retiree’s spouse, registered domestic partner or dependents. The City‘s longevity contribution shall cease upon the retired City Attorney or City Clerk’s death. iii)Elected or Appointed officials placed into office on or after January 1, 2009 Elected or Appointed officials placed into office on or after January 1, 2009, and who retire from the Marin County Employees Retirement Association (MCERA) within 120 days of leaving their 4 City of San Rafael position (and comply with the appropriate retirement provisions under the MCERS laws and regulations) are eligible to continue in the City’s group health insurance program. The City’s contribution towards the coverage of retirees under this subsection shall be the PEMHCA minimum contribution as determined by CalPERS on an annual basis. c)Life Insurance. The City shall provide a basic group life insurance plan in the amount of $250,000 at no cost to the employee. d)Disability Insurance. The City shall provide long term disability (LTD) insurance, at no cost to the City Clerk/City Attorney, with a benefit of two-thirds (2/3) of their respective monthly salaries, up to a maximum benefit of $7500 (reduced by any deductible benefits). e)Dental Insurance. The City shall make available to all employees an additional flex dollar allowance equal to $113 per month to purchase dental coverage under the City’s dental plan. The City shall pay dental premiums on behalf of the City Clerk/City Attorney and eligible dependents. f)Vision Plan. The City will contract for and pay for a vision plan for “employee plus dependent” vision benefits. g)Gym Reimbursement. The City Clerk and City Attorney are eligible to receive up to $16.50 per month reimbursement for paid gym memberships. Such reimbursement shall be reported as taxable income to the employee. 3)RETIREMENT a)Retirement Plan. The City shall provide the Marin County Employee Retirement Association 2.7% @ 55 retirement program to the City Clerk and City Attorney, subject to Marin County Employee Retirement Association procedures and regulations and applicable 1937 Act laws. This is based on an employee’s single highest year of compensation. Employees hired on or after July 1, 2011 will receive an MCERA retirement benefit at the formula 2% at 55, calculated based on the average of their three highest years of compensation, in accordance with MCERA regulations. The annual pension adjustment shall be a maximum of 2% COLA. Minimum retirement age is 55. Employees hired by the City on or after January 1, 2013 who are defined as “new members” of MCERA in accordance with the Public Employees’ Pension Reform Act (PEPRA) of 2013, shall be enrolled in the MCERA 2% @ 62 plan f or Miscellaneous members. The employee is responsible for paying the employee contribution of half of the total normal cost of the plan, as defined by MCERA, through a payroll deduction. Final compensation will be based upon the highest annual average compensation earnable during the thirty-six (36) consecutive months of employment immediately preceding the effective date of his or her retirement or some other period designated by the retiring employee. b)Employer Paid Member Contribution (EPMC). The City Clerk and City Attorney are responsible for the full cost of their own employee contribution rate as established by MCERA. Effective September 1, 2013, in accordance with MCERA and City administrative requirements, the City Attorney and City Clerk will pay an additional contribution of one percent (1%) of pensionable compensation toward the normal cost of pension provided by the Marin County Employees Retirement Association, in addition to the current employee contribution towards pension as determined by MCERA. The only employees excluded from this payment are long- 5 term City employees with thirty or more years of City service who no longer have to pay any employee contribution to the Marin County Retirement System. c)COLA. Participating members in the Marin County Employee Retirement Association will pay their full share of members’ cost of living rates as allowed under Articles 6 and 6.8 of the 1937 Retirement Act. Miscellaneous and safety member contribution rates include both the basic and COLA portions (currently 50% of the COLA is charged to members as defined in the 1937 Act). d)Management Allowance. As of September 16, 2015 the Management Allowance of 4.59% was rolled into base pay for the City Clerk and City Attorney. I, LINDSAY LARA, Clerk of the City of San Rafael, hereby certify that the foregoing resolution was duly and regularly introduced and adopted at a regular meeting of the City Council of said City the 20th day of August 2018 by the following vote, to wit: AYES: NOES: ABSENT: COUNCILMEMBERS: Bushey, Colin, Gamblin, McCullough & Mayor Phillips COUNCILMEMBERS: None COUNCILMEMBERS: None ________________________ LINDSAY LARA, CITY CLERK