HomeMy WebLinkAboutHR Mid-Management Compensation 2016 Discussionclry a� Agenda Item No: 4.d Meeting Date: August 15, 2016 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Management Services Prepared by: Stacey Peterson, HR Director City Manager Approval: TOPIC: COMPENSATION FOR UNREPRESENTED MID -MANAGEMENT EMPLOYEES SUBJECT: DISCUSSION AND CONSIDERATION OF A RESOLUTION PERTAINING TO COMPENSATION AND WORKING CONDITIONS FOR SAN RAFAEL UNREPRESENTED MID -MANAGEMENT EMPLOYEES ("MID -MANAGERS") (JULY 1, 2016 THROUGH JUNE 30, 2018) RECOMMENDATION: Direct staff to return with a final Resolution for approval BACKGROUND: The unrepresented Mid -manager bargaining group includes approximately 22 positions assigned in various City departments. These managers support ongoing services and operations around the City and through the recession have helped to absorb workload as City positions were reduced. The unrepresented Mid -management resolution expired on June 30, 2016. The recommended 2% base wage increase for the unrepresented Mid-mangement group is the same as that already approved by the City Council for other non -safety bargaining groups for Fiscal Year (FY) 16/17 and FY 17/18. The modest addition of administrative leave to the benefit package reflects the recognition that many of these managers work additional hours to address ongoing operational priorities above and beyond their regularly scheduled hours. ANALYSIS: The following reflects highlights of the recommended resolution revisions and is consistent with the guidelines authorized by the City Council. 1. Term of the Resolution: July 1, 2016 through June 30, 2018 2. Salary Increase: Job classes in this unrepresented Mid -managers group will receive a 2.0% base wage increase effective July 1, 2016 and a 2.0% increase effective July 1, 2017. 3. One -Time Payment: The unrepresented Mid -managers will receive a Health Cost Increase Offset payment in the amount of $2,500, split as follows: $1,250 will be paid in the first paycheck in September FOR CITY CLERK ONLY File No.: 7-3 Council Meeting: 08/15/2016 Disposition: Staff to return with final resolution SAN RAFAEL CITY COUNCIL AGENDA REPORT / Paee: 2 2016, and $1,250 will be paid in September 2017. This one-time payment will not be included in the Full Flex Cafeteria Plan, will not contribute to employees' pensions, is subject to normal payroll taxation and may be used by each mid -manager to address their own unique health care cost needs. This payment is limited to the two years cited in the resolution and is not scheduled to recur in the future. 4. Administrative Leave: Considering the additional workload and coverage that mid - managers have assumed due to the more conservative staffing model in the City, the administrative leave benefit has been increased from seven (7) days (52.5 hours) to ten (10) days (75 hours). In addition to the major items discussed above, several other minor revisions were made to the expired resolution provisions and/or clean up items with little or no significant cost. The attached redline resolution includes all of the recommended changes. FISCAL IMPACT: The current total annual salary and benefit cost to the City for the 22 Mid -managers is $4,375,544. The additional ongoing incremental cost of the recommended resolution beyond the FY 15/16 budget is: Incremental Incremental FY 2016-17 FY 2017-18 Wages: Base Salary (2%) $51,463 $52,492 Annual % change (2%) (2%) Other costs: Pension* $24,766 $25,262 Taxes (Medicare, W/C) $ 1.317 $ 1.344 Total Incremental Cost $77,546 $79,098 *This pension cost results only from the wage increase and does not include the cost of associated MCERA rate changes. The terms and conditions of the pension benefit plan remains unchanged. The projected total salary and benefit cost increase for the items specified above is $234,190 for the two year term. In addition, there is a cost of $55,000 in one-time payments. 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: SAN RAFAEL CITY COUNCIL AGENDA REPORT / Paee: 3 Direct staff to return at the next meeting with a resolution seeking approval of the compensation and work conditions for the Mid -managers. Direct staff to return with more information. RECOMMENDED ACTION: Staff recommends that the City Council take public comments and direct staff to return at the next meeting with a resolution seeking approval of the compensation and working conditions for the Unrepresented Mid-Mangement group (July 1, 2016 through June 30, 2018). ATTACHMENTS: Draft resolution specifying the compensation and working conditions for the Unrepresented Mid-Mangement group July 1, 2016 to June 30, 2018 RESOLUTION NO. RESOLUTION ESTABLISHING THE COMPENSATION AND WORKING CONDITIONS FOR UNREPRESENTED MID -MANAGEMENT EMPLOYEES ("MID -MANAGERS") (July 1, 20164 through June 30, 20186) 1. MID -MANAGEMENT EMPLOYEES The Mid -Management Employees of the City of San Rafael are the Mid -Management Job Class Titles ("Mid -Managers", herein) enumerated in Exhibit A, attached hereto and incorporated herein. This Resolution shall constitute the compensation and conditions of employment for the Mid -Managers for the period from July 1, 20164 through June 30, 20186. 2. SALARY AND COMPENSATION GOALS A. GOALS AND COMPENSATION DEFINITIONS It is the goal of the City Council to try to achieve a total compensation package for all Mid -Managers that is competitive compared to similar cities in our labor market. The survey cities are Fairfield, Hayward, San Leandro, South San Francisco, Alameda, Napa, Novato and Santa Rosa. The Council's goal is to attract and retain the most qualified Mid -Managers in accordance with the City's ability to pay. Total Compensation for survey purposes shall be defined as: Top step salary (excluding longevity pay steps), educational incentive pay, holiday pay, uniform allowance, employer paid deferred compensation (except for such portion that may be part of employee cafeteria plan), employer's contribution towards employees' share of retirement, employer's retirement contribution, employer paid contributions toward insurance premiums for health, life, long term disability, dental and vision plans, management allowance, and employer paid cafeteria/flexible spending accounts. B. COMPENSATION SURVEYS In order to measure progress towards the above -stated goal, the City shall survey the identified Management benchmark positions (Exhibit B) to assess the related Mid -Management positions in the final year of the Resolution in advance of discussions regarding a successor Resolution. Identified benchmark positions from other agencies include positions that are filled as well as those that may be unfilled, so long as the benchmark position is identified by the survey agency as being on the salary schedule and having a job class description. Other city/agency positions are established as benchmark positions in San Rafael's compensation survey based upon similar work and similar job requirements. The City shall review the benchmark and related survey data for accuracy and completeness. The City shall provide the survey data to all Mid -Managers. During the term of this Resolution, Mid - Managers agree to work with the City to identify and implement a new benchmark strategy such as an alignment of Mid -Manager salaries with the respective department director. C. SALARYINCREASES Effective the pay period including July 1, 20146, the City will increase base wages for all employees by 62.0%. Effective the pay period including July 1, 20167, the City will increase base wages for all employees by 62.0%. ONE-TIME PAYMENT The unrepresented Mid -managers will receive a Health Cost Increase Offset payment in the amount of $2,500, split as follows: $1,250 will be paid in the first pavcheck in September 2016, and $1,250 will be paid in September 2017. This one-time pavment will not be included in the Full Flex Cafeteria Plan, will not contribute to emplovees' pensions, is subiect to normal oavroll taxation and may be used by each mid-manaaer to address their own unique health care cost needs. This Pavment is limited to the two vears cited in the resolution and is not scheduled to recur in the future_ 3. INSURANCE Health & Dental Insurance benefits are prorated for part-time employees in accordance with the percentage of full-time work schedule. Domestic partners who are registered with the Secretary of State and same-sex spouses are considered dependents under these benefits. Pertinent taxes will be applied to coverage provided to registered domestic partners and same sex spouses as required by federal and state laws. A. HEALTH INSURANCE Health Insurance for Active Emplovees. 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 shall receive a monthly flex dollar allowance to purchase benefits under the full flex cafeteria plan. The monthly flex dollar allowance effective the pavcheck of December 15, 2015 shall be: For emolovee onlv: $ 618.49 For emolovee and one dependent: $1,236.97 For employee and two or more dependents: $1,608.07 rg:T-::6T.S7n Ii[SQGT.�if TfifilfTS €rnpleyoo only $ 6K-1-26 Employee aR d ene rdeneni-lont: 11722 Employee and twe er mere rdenenrdontc: 1632.9,9 Employee enl). 603.99 Emnleyee and ene denenrdont: 129798 Emnleyee and twe er mere denenrdontc: 1670.38 Flex dollar allowances shall increase on the December 15th paycheck of each subsequent year by the healthcare component of the Consumer Price Index (CPI) as determined by CalPERS on an annual basis. The increase to flex dollar allowances shall not exceed 3% for any given year. The G cy� chcll mclig available to employees an addi+ieRal flex dollar -aIlowaRGe to fi incl Q. 6aois "employee plus dependent" vision plan t^ he determined by the Gifii The monthly flex dollar allowance may be used in accordance with the terms of the cafeteria plan to purchase medical insurance, taken in the form of cash to contribute to a deferred compensation (457) plan, or may be converted to taxable income. Conditional Opt -Out Pavment: An emolovee may elect to waive the Citv's health insurance coverage and receive the value of the Emplovee Only contribution as a monthly Opt -Out Pavment in accordance with the terms of the cafeteria plan, and the Affordable Care Act, if the emolovee complies with the following conditions: 1) The emolovee certifies that the emolovee and all individuals in the emplovee's tax familv for whom coverage is waived, have alternative Minimum Essential Coverage as defined by the Patient Protection and Affordable Care Act throuah a provider other than a federal marketplace, a state exchange, or an individual policv. 2) Durina the Citv's annual open enrollment period, the emplovee must complete an annual written attestation confirming that the emplovee and the other members of the emplovee's tax familv are enrolled in alternative Minimum Essential Coverage. The emplovee aarees to notifv the Citv no later than 30 days if the emplovee or other member(s) of the emplovee's tax familv lose coverage under the alternative Minimum Essential Coverage Plan. 3) The emplovee understands that the Citv is legally required to immediatelv stop conditional opt -out pavments if the Citv learns that the emplovee and/or members of the emplovee's familv do not have the alternative Minimal Essential Coverage. The Citv reserves the richt to modifv at anv time, the amount an emplovee is eligible to receive under this paragraph, if required by IRS Cafeteria Plan regulations, other leaislation or Federal and/or California aaencv auidance. The City shall Gentribute to the GGSt of med!Gal Goverage for eaGh eligible employee and hisiher depeRdonts, an SmgUn+ no+ to exreerd the r`alifornia Public Employees' Mediral and 1-1 ni+ol Care AGt (PEMHGA) ^ontributione as determined by GaIPERS on an annual bates. This partien of the monthly flex rdellar allewanre is identified as the City's rontributign tewards PEMH `4 The balance of the monthly flex rdellar allewanre (after the PEA44 'A minimum sontributia-R) may he used in arrorrdanre with the terms of the nafeteria plan to purrhase Tither benefits or may he GGRyer+erd to taxable -mamma. For example, rdin Galenar year 2010, a single employee's monthly flex dollar allewanre�Tcaalth is $5223.61, .9f that amount, $195 n�s `b''e��ef��''n`"'ldJJesignaterd by CaflP-ERS as the city's monthly DEMI-G r`ontrlbuti9R. The balance g used f "13.61 msy he serd to piirrhase other reyerage as offered three igh the cafeteria plan or may he neRV8rterd to ts)(sble in�rrcvmr If an empleyee has health insursn^e GGverage through a spec ise/rdepenrdent or a former employer anrd preyildes preef of ether neyerage to +ho LJr,jn-\.an Rases ernes Department +he empleyee may elent to VV_Aiye the Gi+y'c hoclth Inourcn^e reyerage and elan+ to i tie flex rdellars in annorldanne With the terms of the oafe+oric plcn. 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. 2. Health Insurance for Retirees MID -MANAGERS HIRED PRIOR TO APRIL 1, 2007 a. For Mid -Managers who retired before December 1, 2001, the City's contribution to retiree medical premiums shall be the PEMHCA minimum contribution as designated by PEMHCA 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)up to $442 per month. The City's longevity contribution shall remain in effect during the lifetime of the Mid -Manager and Mid -Manager's spouse/registered domestic partner or surviving spouse/registered domestic partner. b. Mid -Managers who retired on or after December 1, 2001 from the Marin County Employees Retirement Association (MCERA) within 120 days of leaving their City of San Rafael Mid -Management position (and who comply with the appropriate retirement provisions under the MCERA laws and regulations) are eligible to receive upon retirement the PEMHCA minimum contribution as designated by PEMHCA 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 active Mid -Manager employees. The City's longevity contribution shall remain in effect during the lifetime of the Mid -Manager and Mid -Manager's spouse/registered domestic partner or surviving spouse/registered domestic partner. As described in this subsection, the City shall reimburse retired Mid -Managers 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 Mid -Manager's life and that of the retired Mid -Manager's spouse/registered domestic partner or surviving spouse/registered domestic partner. MID -MANAGERS HIRED ON OR AFTER APRIL 1, 2007 Mid -Managers who are hired 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 position (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 (3.A.2.b.) 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 Mid -Manager's death. The City shall not be responsible for reimbursing retired Mid -Managers and/or their spouses for any Medicare premiums paid by the retired Mid -Manager and/or the retired Mid -Manager's spouse or surviving spouse. MID -MANAGER HIRED ON OR AFTER JANUARY 1, 2009 Mid -Managers who are hired on or after January 1, 2009, and who retire from the Marin County Employees Retirement Association (MCERA) within 120 days of leaving their 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 (3.A.2.c) shall be the PEMHCA minimum contribution as determined by CalPERS on an annual basis. The City shall not be responsible for reimbursing retired Mid -Managers and/or their spouses for any Medicare premiums paid by the retired Mid -Manager and/or the retired Mid -Manager's spouse or surviving spouse. The City shall additionally make available a retiree health care trust to enable these employees to prefund retiree health care premiums while employed by the City. The retiree health care trust shall be funded by the mandatory annual conversion of 50 hours of sick time in service on July 1 of each year, provided an employee has a remaining balance of 75 hours of sick leave after the conversion. B. LIFE INSURANCE The City shall provide a basic group life insurance plan equal to hisihor annual mlaryin the amount of $150,000 at no cost to the employee. C. LONG-TERM DISABILITY INSURANCE The City shall provide long term disability (LTD) insurance, at no cost to the employee, with a benefit of two-thirds (2/3) of the employee's monthly salary, up to a maximum benefit of $7500 (reduced by any deductible benefits). D. DENTAL INSURANCE The City shall make available to 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 employee and eligible dependents. E. VISION PLAN The Citv will contract for and pav for a vision plan for "employee plus dependent" vision benefits. F. EMPLOYEE ASSISTANCE PLAN The City provides an Employee Assistance Program (EAP) with confidential personal counseling on work and family related issues such as eldercare, substance abuse, etc. Supervisors may also utilize the EAP to refer employees to counselors for work related assistance. 4. RETIREMENT A. EMPLOYER PAID MEMBER CONTRIBUTION (EPMC) Each Mid -Manager is responsible for paying the full cost of their employee contribution rate as established by the Marin County Employee Retirement Association. Effective September 1, 2013, in accordance with MCERA and City administrative requirements, all Mid -Management employees 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-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. B. COLA Mid -Managers participating 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). C. RETIREMENT PLAN The City shall provide the Marin County Employee Retirement Association 2.7% @55 retirement program to all miscellaneous Mid -Manager 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 highest three 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 for 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. D. SERVICE CREDIT FOR SICK LEAVE Mid -Managers who are eligible to accrue sick leave and who retire from the City of San Rafael, on or after 07/01/95 and within 120 days of leaving City employment (excludes deferred retirements), shall receive employment service credit (incorporated from Resolution #9414, dated July 17, 1995), for retirement purposes only, for all hours of accrued, unused sick leave (exclusive of any sick leave hours they are eligible to receive and they elect to receive in compensation for at the time of retirement, pursuant to Section 5 A. of this Resolution). This provision will no longer be available to Mid -Managers hired after June 30, 2009. E. MANAGEMENT ALLOWANCE As of September 16, 2015 the Management Allowance of 4.54% was rolled into base pav for all Unrepresented Mid-Manaaement emplovees. Pursu=nt t3 esel, Mien No 10657, t Gi : iablWig d a n Definerd �'ontributieQ�r Retiremont Plum fer Mid - Managers. All FulesTelated to thio plcn ohc! he geyernerd by tho Plen dont w emended: GUFFeRt sontribu`ion io 1.Wlo of base Dalory. Eligible enpleyees shall have aa-eRe tiF; e ept electing an emnleyer GontribuVan (pre tax) to their PARS aGGE)unt or an aftor tr)c pcy4l4ont in t%le ffeerm of c mansgeroentca- IIT rlewaRGe. The -vitt ohcll mcka Plcn e#angoo, co req, redfree-tetin erider to have the Defined n Gontrib�,`ieR�r Retorernont Plcn romcin in somplicnGe with then existing IRS regulations and the City's Gemnensatien Stn iGt ire Ardditienally, they will make a ene_tome Management �^rannen of 0.361,"f �# eroent Alleee-eontn utscnnuc base salary in lily 2014 and lily 2045-. Te Gemnly With IRS rul s, ennpioyees who had nrevieusly electedtem havetheGeis MaRagerReRt AllewaRGezontribL. ions rdenesited in a PARS-aGGeunt will have their eontribu, ienS iRGrease,d by the new City ontribLqion perGentago. Employees whe ele^te,d the Gash entien will oimilcrlyYew Geive aR equivalent amen int in Goch 5. LEAVES OF ABSENCE A. SICK LEAVE Mid -Managers shall earn sick leave credits at the rate of one (1) working day per month commencing with the date of employment. Accrued sick leave may be used during their probationary period. Mid -Managers who leave City service in good standing shall receive compensation (cash in) of all accumulated, unused sick leave based upon the rate of three percent (3%) for each year of service up to a maximum of fifty percent (50%) of their sick leave balance. In the event of the death of an employee, payment for unused sick leave (based upon the previously stated formula) shall be paid to the employee's designated beneficiary. Mid -Managers may accrue unlimited sick leave for usage purposes. However, a maximum of one thousand, two hundred hours (1,200) accrual applies for cash -in purposes at the time of City separation. Mid -Managers may use sick leave prior to completion of probation. In recognition of Mid -Managers' exempt status under FLSA, time off for sick leave purposes shall not be deducted from a Mid - Manager's sick leave accrual, unless the employee is absent for the full work day. Use of sick leave for work-related injuries or illnesses shall not be required when it is determined by the treating physician that this status is permanent and stationary. B. VACATION LEAVE 1. Vacation Accrual - Vacation is accrued when an employee is on pay status and is credited on a bi-week! semi-monthly basis. Eligible employees accrue vacation at the following rate for continuous service performed in pay status: Years of service Leave Accrual rate/vearly 1-5 years 15 days 6 years 16 days 7 years 17 days 8 years 18 days 9 years 19 days 10 years 20 days 11 years 21 days 12 years 22 days 13 years 23 days 14 years 24 days 15 plus years 25 days In recognition of Mid -Managers' exempt status under FLSA, time off for vacation leave purposes shall not be deducted from a Mid -Manager's vacation accrual unless the employee is absent for the full work day. 2. Administration of Vacation Leave The City Manager may advance vacation leave to a Mid -Manager; prior approval is required. Mid -Managers may accrue a maximum of 250 hours of vacation. Vacation leave accrual shall resume once the employee's accumulated vacation leave balance falls below the accrual limit of 250 hours. Mid -Managers who terminate their employment shall be paid in a lump sum for all accrued vacation leave earned prior to the date of termination. Mid -Managers may not utilize accrued vacation, administrative leave time, or personal leave time to extend their retirement date and service credit at the end of their city service. The vacation accrual may be increased to a maximum of 300 hours at the discretion of the Citv Manager. 3. Annual Option for Pavment of Accrued Vacation Leave A Mid -Manager who has taken at least ten (10) days of vacation in the preceding twelve (12) months, may request that his/her accrued vacation, not to exceed fifty-two and 1/2 (52.5) hours, be paid to him/her in cash. The request may be granted at the discretion of the City Manager. Mid -Managers may not cash -in more than fifty-two and 1/2 (52.5) hours within any twelve (12) month period. C. ADMINISTRATIVE LEAVE Mid -Managers shall receive ten (10) seven (7) Administrative Leave days (75 hours) each calendar year subject to the approval of the Ddepartment Ddirector and the City Manager. An additional three (3) days may be granted at the discretion and with approval of the department director and the City Manager. Unused Administrative Leave shall not carry over from one calendar year to the next, nor shall unused Administrative Leave balances be paid to a Mid -Manager upon his/her resignation. In recognition of exempt status under FLSA time off for Administrative leave purposes shall not be deducted from a Mid -Manager's administrative leave accrual, unless the employee is absent for the full work day. D. HOLIDAYS City shall provide eleven designated holidays and two floating holidays per calendar year to Mid - Managers. The hours for the floating holidays are automatically added to an employees' vacation accrual on a semi-annual basis. E. BEREAVEMENT LEAVE In the event of the death of a Mid -Manager's spouse, child, parent, brother, sister, in-law(s), relative who lives or has lived in the home of the employee, and/or another individual who has a legal familial relationship to the employee and resided in the employee's household, the City shall provide bereavement leave up to a maximum of three (3) days within the state and five (5) days out-of-state. F. CATASTROPHIC LEAVE All Mid -Managers shall abide by the City's Catastrophic Leave Policy. 6. EMPLOYMENT TERMS A. HOURS OF WORK The WORK WEEK will reflect thirty-seven and one-half (37.5) hours for all represented job classes. Unless otherwise designated, the normal business hours for vacation, sick and administrative leave deduction and sick and administrative leave accrual purposes for Mid -Managers shall be 7.5 hours per day. B. DRUG FREE WORK PLACE All Mid -Managers shall abide by the City's Drug and Alcohol Policy. C. FURLOUGH PLAN Mid -Managers endorse the Furlough Program described in Exhibit C attached to this Resolution. D. PAY FOR PERFORMANCE EVALUATION SYSTEM Mid -Managers shall be evaluated annually based upon the evaluation program adopted by the City Council in October of 1996 and incorporated by reference herein. E. OUTSIDE EMPLOYMENT All Mid -Managers shall abide by the City's Outside Employment Policy. F. CITY VEHICLE Under limited circumstances, a city vehicle may be provided to a Mid -Manager if it is determined to be needed to complete his/her job duties and upon approval of the City Manager. G. UNIFORM ALLOWANCE If required to wear a uniform which is not provided by the City, employee shall receive an annual uniform allowance of $445 per year, paid in two installments, in June and December. H. GYM REIMBURSEMENT EmDlovees are eligible to receive up to $16.50 per month reimbursement for paid avm memberships. Such reimbursement shall be reported as taxable income to the emDlovee. I, ESTHER C. BEIRNE, 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 Council of said City held on the 46t day of September 2016du4e-,2444 by the following vote, to wit: AYES: COUNCILMEMBERS: NOES: COUNCILMEMBERS: ABSENT: COUNCILMEMBERS: ESTHER C. BEIRNE, CITY CLERK ATTACHMENT A SAN RAFAEL UNREPRESENTED MID -MANAGEMENT SALARY SCHEDULE Effective July 1, 2016 Grade Position A B C D E 7315 Accounting Manager $ 8,198 $ 8,608 $ 9,038 $ 9,490 $ 9,965 8106 Assistant Director of Community Services $ 8,923 $ 9,370 $ 9,838 $ 10,330 $ 10,846 2125 Assistant Library Director $ 8,923 $ 9,370 $ 9,838 $ 10,330 $ 10,846 2202 Assistant Public Works Director/ City Engineer $ 10,633 $ 11,165 $ 11,723 $ 12,309 $ 12,924 2124 * $ 8,934 $ 9,380 $ 9,849 $ 10,342 $ 10,859 2302 Chief Building Official $ 9,881 $ 10,375 $ 10,894 $ 11,439 $ 12,011 1105 Deputy City Attorney 1 $ 8,955 $ 9,403 $ 9,873 $ 10,367 $ 10,885 1109 Deputy City Attorney II $ 9,874 $ 10,367 $ 10,886 $ 11,430 $ 12,001 2120 Deputy Fire Marshall $ 8,411 $ 8,831 $ 9,273 $ 9,736 $ 10,223 7313 Economic Development Coordinator $ 8,115 $ 8,521 $ 8,947 $ 9,394 $ 9,864 2128 Economic Development Manager $ 8,923 $ 9,370 $ 9,838 $ 10,330 $ 10,846 7117 Emergency Services Manager $ 7,918 $ 8,313 $ 8,729 $ 9,166 $ 9,624 9005 Events Coordinator $ 7,175 $ 7,534 $ 7,910 $ 8,306 $ 8,721 4201 Information Technology Manager $ 10,633 $ 11,165 $ 11,723 $ 12,309 $ 12,924 2703 Parking Services Manager $ 8,115 $ 8,521 $ 8,947 $ 9,394 $ 9,864 7312 Parks Superintendent $ 7,918 $ 8,313 $ 8,729 $ 9,166 $ 9,624 2116 Planning Manager $ 9,087 $ 9,542 $ 10,019 $ 10,520 $ 11,046 9453 Principal Planner $ 8,115 $ 8,521 $ 8,947 $ 9,394 $ 9,864 1202 Public Works Administrative Manager $ 8,115 $ 8,520 $ 8,946 $ 9,394 $ 9,863 8103 Recreation Supervisor $ 6,801 $ 7,141 $ 7,498 $ 7,873 $ 8,267 2206 Senior Civil Engineer (SRSD) $ 9,404 $ 9,874 $ 10,368 $ 10,886 $ 11,431 2105 Senior Management Analyst* $ 7,732 $ 8,118 $ 8,524 $ 8,951 $ 9,398 2132 Senior Network Administrator $ 8,923 $ 9,370 $ 9,838 $ 10,330 $ 10,846 8102 Senior Recreation Supervisor $ 7,507 $ 7,882 $ 8,276 $ 8,690 $ 9,124 7310 Sewer Maintenance Superintendent $ 7,918 $ 8,313 $ 8,729 $ 9,166 $ 9,624 7311 Street Maintenance Superintendent $ 7,918 $ 8,313 $ 8,729 $ 9,166 $ 9,624 *Job title authorized to be used in WCE bargaining group. This position will be reclassed to a new PW management job class ATTACHMENT A SAN RAFAEL UNREPRESENTED MID -MANAGEMENT SALARY SCHEDULE Effective July 1, 2017 Grade Position A B C D E 7315 Accounting Manager $ 8,362 $ 8,780 $ 9,219 $ 9,680 $ 10,164 8106 Assistant Director of Community Services $ 9,102 $ 9,557 $ 10,035 $ 10,537 $ 11,063 2125 Assistant Library Director $ 9,102 $ 9,557 $ 10,035 $ 10,536 $ 11,063 2202 Assistant Public Works Director/ City Engineer $ 10,846 $ 11,388 $ 11,957 $ 12,555 $ 13,183 2124 $ 9,112 $ 9,568 $ 10,046 $ 10,549 $ 11,076 2302 Chief Building Official $ 10,079 $ 10,583 $ 11,112 $ 11,668 $ 12,251 1105 Deputy City Attorney 1 $ 9,134 $ 9,591 $ 10,070 $ 10,574 $ 11,103 1109 Deputy City Attorney 11 $ 10,071 $ 10,575 $ 11,103 $ 11,658 $ 12,241 2120 Deputy Fire Marshall $ 8,579 $ 9,008 $ 9,458 $ 9,931 $ 10,428 7313 Economic Development Coordinator $ 8,277 $ 8,691 $ 9,126 $ 9,582 $ 10,061 2128 Economic Development Manager $ 9,102 $ 9,557 $ 10,035 $ 10,537 $ 11,063 7117 Emergency Services Manager $ 8,076 $ 8,480 $ 8,904 $ 9,349 $ 9,816 9005 Events Coordinator $ 7,318 $ 7,684 $ 8,068 $ 8,472 $ 8,895 4201 Information Technology Manager $ 10,846 $ 11,388 $ 11,957 $ 12,555 $ 13,183 2703 Parking Services Manager $ 8,277 $ 8,691 $ 9,126 $ 9,582 $ 10,061 7312 Parks Superintendent $ 8,076 $ 8,480 $ 8,904 $ 9,349 $ 9,816 2116 Planning Manager $ 9,269 $ 9,733 $ 10,219 $ 10,730 $ 11,267 9453 Principal Planner $ 8,277 $ 8,691 $ 9,126 $ 9,582 $ 10,061 1202 Public Works Administrative Manager $ 8,277 $ 8,691 $ 9,125 $ 9,582 $ 10,061 8103 Recreation Supervisor $ 6,937 $ 7,284 $ 7,648 $ 8,031 $ 8,432 2206 Senior Civil Engineer (SRSD) $ 9,592 $ 10,072 $ 10,575 $ 11,104 $ 11,659 2105 Senior Management Analyst* $ 7,887 $ 8,281 $ 8,695 $ 9,130 $ 9,586 2132 Senior Network Administrator $ 9,102 $ 9,557 $ 10,035 $ 10,537 $ 11,063 8102 Senior Recreation Supervisor $ 7,657 $ 8,040 $ 8,442 $ 8,864 $ 9,307 7310 Sewer Maintenance Superintendent $ 8,076 $ 8,480 $ 8,904 $ 9,349 $ 9,816 7311 Street Maintenance Superintendent $ 8,076 $ 8,480 $ 8,904 $ 9,349 $ 9,816 *Job title authorized to be used in WCE bargaining group. This position will be reclassed to a new PW management job class ROUTING SLIP / APPROVAL FORM INSTRUCTIONS: Use this cover sheet with each submittal of a staff report before approval by the City Council. Save staff report (including this cover sheet) along with all related attachments in the Team Drive (T:) --> CITY COUNCIL AGENDA ITEMS 4 AGENDA ITEM APPROVAL PROCESS 4 [DEPT - AGENDA TOPIC] Agenda Item # Date of Meeting: 8/15/2016 From: Stacey Peterson Department: Human Resources Date: 8/5/2016 Topic: Resolution for Mid -Managers Compensation Subject: Discussion and Consideration of Resolution approving compensation and working conditions for Mid -Management Employees "Mid -Managers" (July 1, 2016 through June 30, 2018) Type: ❑ Resolution ❑ Ordinance ❑ Professional Services Agreement ❑ Other: Discussion and Consideration APPROVALS ® Finance Director Remarks: MM -approved ® City Attorney Remarks: LG -Approved 8/9/16 ® Author, review and accept City Attorney / Finance changes Remarks: SP - ready for CM review 8-9-16 ® City Manager Remarks: