HomeMy WebLinkAboutHR Merit Pay Award and Equity Adjustment for the District Manager-Engineer of the San Rafael Sanitation District____________________________________________________________________________________
FOR CITY CLERK ONLY
Council Meeting: February 3, 2025
Disposition: Resolutions 15367 x 15368
Agenda Item No: 4.c
Meeting Date: February 3, 2025
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Human Resources
Prepared by: Marissa Sanchez, Human
Resources Director
City Manager Approval: ______________
TOPIC: MERIT PAY AWARD AND EQUITY ADJUSTMENT FOR THE DISTRICT
MANAGER/ENGINEER OF THE SAN RAFAEL SANITATION DISTRICT
SUBJECT: RESOLUTION APPROVING A 5% MERIT PAY FOR DORIS TOY, DISTRICT
MANAGER/ENGINEER, SAN RAFAEL SANITATION DISTRICT (SRSD) AND
RESOLUTION APPROVING AND AUTHORIZING A 17% EQUITY ADJUSTMENT TO
THE DISTRICT MANAGER/ENGINEER POSITION EFFECTIVE JULY 1, 2024, AN
UPDATED SALARY SCHEDULE FOR UNREPRESENTED EXECUTIVE
MANAGEMENT TO REFLECT THE CHANGE, AND SUPPLEMENTAL BUDGET
APPROPRIATION
RECOMMENDATION:
Staff recommends that the City Council:
1.Approve a resolution to approve a 5% merit pay award effective July 1, 2024 – June 30, 2025, for
Doris Toy, District Manager/Engineer of the San Rafael Sanitation District; and
2.Approve a resolution to approve and authorize a 17% equity adjustment to the District
Manager/Engineer position and to modify the salary schedule for Unrepresented Executive
Management and authorize a supplemental budget appropriation of $50,651 within SRSD’s Fund
227 (Sewer Maintenance Fund), effective July 1, 2024.
BACKGROUND:
Section 3.8 of the City's Personnel Rules and Regulations allows for merit pay awards to employees at
the maximum step of their salary range who demonstrate exceptional performance. The section states
that such awards may be granted for up to five percent (5.0%) above and beyond the salary range and
may be effective for up to one year. Merit pay awards are intended to recognize meritorious performance
beyond the scope of regular duties and are not disciplinary in nature.
The San Rafael Sanitation District (SRSD) Board has recommended a five percent (5.0%) merit pay
award for Doris Toy, District Manager/Engineer, a city employee, in recognition of her outstanding
leadership and performance from July 2023 through June 2024. Section 3.8 of the City's Personnel Rules
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
and Regulations allows for such merit pay awards for employees who demonstrate extraordinary
performance beyond the scope of their regular duties. The City Manager is authorized to provide merit
pay to city employees, however for the SRSD District Manager position, City of San Rafael’s City Council
must approve the merit pay award because the District Manager/Engineer reports directly to the SRSD
Board, and not the City Manager.
The Unrepresented Executive Management Employee Group includes eleven positions assigned in
various City departments, including the SRSD. On July 17, 2024, the City Council authorized a three
percent (3.0%) base wage increase for the SRSD District Manager/Engineer, effective July 1, 2024.
The SRSD Board recommends the approval of a 17% equity adjustment for the District
Manager/Engineer position, effective July 1, 2024. This is in addition to the three percent (3.0%) base
wage adjustment that the City Council approved for the Unrepresented Executive Management Group
effective July 1, 2024. This recommendation to increase the compensation for the SRSD District
Manager/Engineer position addresses the ongoing gap between the City’s compensation for this position
and the broader labor market.
ANALYSIS:
Merit Pay Award
Doris Toy has served as the District Manager/Engineer of the SRSD since 2009 and has performed work
outside their typical duties over the past fiscal year. Despite increased responsibilities, including
managing both the duties of the District Manager/Engineer and those of the Senior Civil Engineer position
during a vacancy, Ms. Toy has successfully led several important projects for SRSD. The SRSD Board
reviewed her performance in March 2024 and has recommended the 5% merit pay award for one year.
Performance Highlights: The following accomplishments were highlighted by the SRSD Board in their
request for the merit pay award (Attachment 1):
• Operational Consolidation with CMSA: Doris led efforts to explore operational consolidation
with the Central Marin Sanitation Agency (CMSA), aimed at improving service delivery, retaining
staff, and enhancing cost efficiency.
• Sewer Pipe Repair and Replacement Projects: Under Doris's leadership, the SRSD exceeded
its annual goal for sewer pipe replacement, replacing 2.3 miles of sewer pipe, surpassing the 1.6-
mile target.
• Bayside Acres Project: Doris successfully initiated and managed the Bayside Acres project,
which involved upgrading the sewer system for 19 properties.
• Third Street Rehabilitation: Doris coordinated with the City of San Rafael to ensure SRSD’s
sewer infrastructure was repaired and replaced alongside major infrastructure improvements on
Third Street.
• Vacancy Management: Doris took on additional responsibilities during the Senior Civil Engineer
vacancy, continuing to manage and advance the SRSD’s projects despite staffing challenges.
Equity Adjustment
Labor Market Comparison: Over time, the compensation for the SRSD District Manager/Engineer has
fallen significantly behind comparable agencies in terms of total compensation, excluding retirement
costs. In comparison to the labor market average, these positions were 10% to 35% behind the market,
with executive-level compensation levels not keeping pace with inflation or market trends. In July 2024,
Council approved the equity increases for the Unrepresented Executive Management group with the
exception of the District Manager/Engineer position as that position required further review and analysis.
Need for Competitive Compensation: Despite periodic equity adjustments in recent years, the
compensation for these executive roles has not kept pace with the labor market. As a result, the City has
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3
faced difficulties in recruiting and retaining highly qualified individuals for these critical positions. A 17%
equity adjustment for the District Manager/Engineer position is proposed to bring compensation closer to
market levels and help ensure the City remains competitive in attracting and retaining top talent.
Impact on Retention and Recruitment: This equity adjustment will improve retention by reducing the
risk of turnover and help attract candidates with the necessary expertise and experience to lead the San
Rafael Sanitation District through complex challenges and opportunities.
Doris Toy has demonstrated exceptional leadership in managing the SRSD’s operations and in
overseeing critical infrastructure projects despite the additional challenges of staffing shortages and
strategic planning efforts. The City recognizes the need to offer competitive pay to retain and attract top
talent and recommends the 17% equity increase to the SRSD District Manager/Engineer position,
effective July 1, 2024.
FISCAL IMPACT:
The fiscal impact of this merit pay award has been accounted for in the SRSD’s budget for FY 2023-2024
and will be paid out of Fund 227 (Sewer Maintenance Fund). The City requests the authorization of a
supplemental budget appropriation of $50,651 within Fund 227 (Sewer Maintenance Fund) to cover the
cost of the 17% equity adjustment increase to the salary schedule for the District Manager/Engineer
position. Funding to support this supplemental budget appropriation is being provided by the SRSD
through the reimbursement provided to the City for the District’s personnel costs.
OPTIONS:
The City Council has the following options to consider on this matter:
1. Approve the resolution to authorize a 5% merit pay award to Doris Toy.
2. Approve the resolution to authorize the 17% equity adjustment with the recommended budget
augmentation.
3. Adopt both resolutions with modifications.
4. Direct staff to return with more information.
5. Take no action.
RECOMMENDED ACTION:
Staff recommends that the City Council:
1. Approve a resolution to approve a 5% merit pay award effective July 1, 2024 – June 30, 2025, for
Doris Toy, District Manager/Engineer of the San Rafael Sanitation District; and
2. Approve a resolution to approve and authorize a 17% equity adjustment to the District
Manager/Engineer position and to modify the salary schedule for Unrepresented Executive
Management and authorize a supplemental budget appropriation of $50,651 within SRSD’s Fund
227 (Sewer Maintenance Fund), effective July 1, 2024.
ATTACHMENTS:
1. Letter from Kate Colin, Chair, San Rafael Sanitation District Board (January 7, 2025)
2. Resolution Authorizing a 5% Merit Pay for Doris Toy, District Manager/Engineer
3. Resolution Authorizing a 17% equity adjustment for the District Manager/Engineer position
4. Unrepresented Executive Management Salary Schedule effective July 1, 2024
SAN RAFAEL SANITATION DISTRICT
DATE: January 7, 2025
TO: Director Sanchez, City of San Rafael Human Resources
FROM: Kate Colin, Chair, San Rafael Sanitation District
SUBJECT: FY2023-24 Merit Pay for Doris Toy, General Manager, San Rafael Sanitation District
Per Personnel Rules & Regulations, Rule 3.8, on behalf of the San Rafael Sanitation District (SRSD) Board,
I am requesting a 5% Merit Pay Award to Doris Toy for one (1) year in recognition of meritorious performance
in the scope of her regular duties from July 2023 – July 2024. The SRSD Board made this recommendation
based on Doris’s March 2024 performance evaluation.
In 2023, the Board began exploring an Operational Consolidation Agreement with Central Marin Sanitation
Agency (CMSA), and since then Doris has added many tasks to her daily workload. This was in addition to
performing Senior Civil Engineer duties while maintaining District Manager duties as the Senior Civil Engineer
position was vacant from April 2022 to November 2023 despite aggressive efforts to hire.
Notably, Doris worked on the following projects for the SRSD during this time period:
• Bayside Acres – This project is comprised of changing 19 properties to a new sewer lateral/pump
system. This project was identified in 20xx as a priority project and Doris commenced this huge
project.
• Sewer Pipe Repair and Replacement Project – The District’s stated goal is to replace 1.6 miles
of pipe every year. Doris and her team exceeded this goal and 2.3 miles of pipe was replaced.
• Third Street Rehabilitation – The City of San Rafael undertook (and completed) major
infrastructure improvements along Third Street. As the street was opened, it was imperative that
SRSD concurrently repair and replace its infrastructure (2,397 LF of sewer main and 430 LF of
sewer lateral).
• Operational Consolidation – The Board began exploration of an operational consolidation with
CMSA in 2023 to ensure that SRSD continues to provide excellent service to our ratepayers
while maintaining exceptional staff. As SRSD’s employee compensation are tied to the city’s;
SRSD has been unable to hire and retain engineers throughout recent years. In addition, cost
efficiency continues to be a priority for SRSD. The strategic planning to start this exploration has
been significant in terms of Doris’s time.
For FY2024, Doris was willing to do the necessary work requested by the Board as mentioned above. Doris’s
commitment to the District and the District’s employees have enabled the District to continue to exceed its
goals even with the addition of the strategic planning efforts. Therefore, the SRSD Board wishes to award
her with the 5% Merit Pay Award for a period of one (1) year.
Thank you in advance for consideration and approval of this matter.
RESOLUTION NO. 15367
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL
APPROVING A 5% MERIT PAY AWARD FOR DORIS TOY, DISTRICT
MANAGER/ENGINEER OF THE SAN RAFAEL SANITATION DISTRICT, FOR FISCAL YEAR
2023-2024 PERFORMANCE OF DUTIES
WHEREAS, Doris Toy, a City employee, has served as the District Manager/Engineer of the
San Rafael Sanitation District (SRSD) and has demonstrated outstanding leadership and
performance throughout Fiscal Year 2023-2024; and
WHEREAS, Doris Toy’s performance in fiscal year 2023-2024 includes successfully managing
several key projects such as the Bayside Acres sewer infrastructure project, exceeding the
SRSD’s sewer pipe repair and replacement goals, and leading the exploration of operational
consolidation with the Central Marin Sanitation Agency (CMSA); and
WHEREAS, Section 3.8 of the City’s Personnel Rules and Regulations allows for merit pay
awards for employees at the maximum step of their salary range in recognition of meritorious
performance beyond the scope of regular duties, and such awards may be granted up to 5%
above and beyond the salary range for a period of one year; and
WHEREAS, the SRSD Board has recommended the approval of a 5% merit pay award effective
July 1, 2024 – June 30, 2025, for Doris Toy in recognition of her contributions to the SRSD,
which has resulted in the District exceeding its goals and successfully managing an expanded
workload; and
WHEREAS, the City Manager is authorized to provide merit pay to city employees, however for
the SRSD District Manager position, City of San Rafael’s City Council must approve the merit pay
award because the District Manager/Engineer reports directly to the SRSD Board, and not the
City Manager; and
WHEREAS, the City Council has reviewed the request and concurs with the recommendation of
the SRSD Board; and
NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of San Rafael, that a
5% merit pay award for Doris Toy, District Manager/Engineer of the San Rafael Sanitation
District, is hereby approved, effective July 1, 2024 – June 30, 2025, in recognition of the work
performed outside of her typical duties in addition to her leadership on several important
projects for the San Rafael Sanitation District in Fiscal Year 2023-2024; and
BE IT FURTHER RESOLVED, that the merit pay award shall be effective for one year,
beginning in July 1, 2024, and shall be granted in accordance with Section 3.8 of the City’s
Personnel Rules and Regulations.
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
held on Monday, the 3rd day of February 2025, by the following vote to wit:
AYES: COUNCILMEMBERS: Bushey, Kertz, Llorens Gulati & Mayor Kate
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: Hill
LINDSAY LARA, City Clerk
RESOLUTION NO. 15368
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL
APPROVING A 17% EQUITY ADJUSTMENT TO THE DISTRICT MANAGER/ENGINEER
POSITION, A SUPPLEMENTAL BUDGET APPROPRIATION, AND AUTHORIZING THE
MODIFICATION OF THE SALARY SCHEDULE FOR UNREPRESENTED EXECUTIVE
MANAGEMENT
WHEREAS, the City of San Rafael recognizes the importance of offering competitive
compensation to attract and retain highly qualified individuals for key executive positions,
including the District Manager/Engineer of the San Rafael Sanitation District (SRSD); and
WHEREAS, a comprehensive labor market analysis has revealed that Executive-level positions
within the City, including the District Manager/Engineer, are 10% to 35% behind market
averages in terms of total compensation; and
WHEREAS, the SRSD Board has recommended a 17% equity adjustment for the District
Manager/Engineer position, effective July 1, 2024; and
WHEREAS, the proposed equity adjustment will improve the City’s ability to attract and retain
top talent, reduce the risk of turnover, and ensure the District Manager/Engineer position is
compensated at a level consistent with labor market trends; and
WHEREAS, the City’s commitment to competitive compensation will enable the District
Manager/Engineer to lead effectively through complex challenges and opportunities for the
benefit of the community; and
WHEREAS, the proposed equity adjustment will require a supplemental budget appropriation of
$50,651 from available SRSD Fund 227 (Sewer Maintenance Fund); and
WHEREAS, the City Council has reviewed the request and concurs with the recommendation of
the SRSD Board; and
NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of San Rafael, that a
17% equity adjustment to the District Manager/Engineer Position, is hereby approved, effective
July 1, 2024, and the City Manager or designee is authorized to adjust the salary schedule for
the unrepresented executive management consistent with this approval accordingly; and
BE IT FURTHER RESOLVED, that the City Council hereby authorizes a supplemental budget
appropriation of $50,651 from SRSD Fund 227 (Sewer Maintenance Fund) reflecting the cost of
the 17% equity adjustment, effective July 1, 2024, to the District Manager/Engineer position.
I, Lindsay Lara, Clerk of the City of San Rafael, hereby certify that the foregoing resolution was
duly and regularly introduced and adopted at a regular meeting of the City Council of said City
held on Monday, the 3rd day of February 2025, by the following vote to wit:
AYES: COUNCILMEMBERS: Bushey, Kertz, Llorens Gulati & Mayor Kate
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: Hill
__
LINDSAY LARA, City Clerk
EXHIBIT A
Grade Position A B C D E
2501 Assistant City Attorney 14,908$ 15,654$ 16,436$ 17,258$ 18,121$
2001 Assistant City Manager 20,829$ 21,871$ 22,964$ 24,112$ 25,318$
2502 Chief Assistant City Attorney 17,145$ 18,002$ 18,902$ 19,847$ 20,839$
2300 Director of Community & Economic Development 15,770$ 16,559$ 17,387$ 18,256$ 19,169$
4205 Director of Digital Service & Open Government 14,977$ 15,726$ 16,512$ 17,337$ 18,204$
2205 District Manager/Engineer (SRSD)16,413$ 17,234$ 18,095$ 19,000$ 19,950$
2140 Finance Director 14,772$ 15,510$ 16,286$ 17,100$ 17,955$
7101 Fire Chief 20,623$ 21,654$ 22,737$ 23,873$ 25,067$
1106 Human Resources Director 14,908$ 15,654$ 16,436$ 17,258$ 18,121$
2406 Library and Recreation Director 15,516$ 16,292$ 17,106$ 17,961$ 18,859$
6101 Police Chief 20,623$ 21,654$ 22,737$ 23,873$ 25,067$
2201 Public Works Director 16,075$ 16,879$ 17,723$ 18,609$ 19,540$
SAN RAFAEL UNREPRESENTED EXECUTIVE MANAGEMENT
SALARY SCHEDULE
Effective July 1, 2024
EXHIBIT A
Grade Position A B C D E
2501 Assistant City Attorney 15,952$ 16,750$ 17,587$ 18,466$ 19,390$
2001 Assistant City Manager 21,454$ 22,527$ 23,653$ 24,836$ 26,078$
2502 Chief Assistant City Attorney 18,345$ 19,262$ 20,225$ 21,236$ 22,298$
2300 Director of Community & Economic Development 16,716$ 17,552$ 18,430$ 19,351$ 20,319$
4205 Director of Digital Service & Open Government 16,325$ 17,141$ 17,998$ 18,898$ 19,843$
2205 District Manager/Engineer (SRSD)16,905$ 17,751$ 18,638$ 19,570$ 20,548$
2140 Finance Director 15,953$ 16,751$ 17,589$ 18,468$ 19,391$
7101 Fire Chief 21,241$ 22,303$ 23,419$ 24,590$ 25,819$
1106 Human Resources Director 16,250$ 17,063$ 17,916$ 18,812$ 19,752$
2406 Library and Recreation Director 16,602$ 17,432$ 18,304$ 19,219$ 20,180$
6101 Police Chief 21,241$ 22,303$ 23,419$ 24,590$ 25,819$
2201 Public Works Director 17,120$ 17,976$ 18,875$ 19,819$ 20,810$
SAN RAFAEL UNREPRESENTED EXECUTIVE MANAGEMENT
SALARY SCHEDULE
Effective July 1, 2025
EXHIBIT A
Grade Position A B C D E
2501 Assistant City Attorney 16,431$ 17,252$ 18,115$ 19,020$ 19,971$
2001 Assistant City Manager 22,098$ 23,203$ 24,363$ 25,581$ 26,860$
2502 Chief Assistant City Attorney 18,895$ 19,840$ 20,832$ 21,873$ 22,967$
2300 Director of Community & Economic Development 17,218$ 18,079$ 18,983$ 19,932$ 20,929$
4205 Director of Digital Service & Open Government 17,794$ 18,684$ 19,618$ 20,599$ 21,629$
2205 District Manager/Engineer (SRSD)17,412$ 18,283$ 19,197$ 20,157$ 21,165$
2140 Finance Director 17,230$ 18,091$ 18,996$ 19,945$ 20,943$
7101 Fire Chief 21,879$ 22,973$ 24,121$ 25,327$ 26,594$
1106 Human Resources Director 17,550$ 18,428$ 19,349$ 20,316$ 21,332$
2406 Library and Recreation Director 17,598$ 18,478$ 19,402$ 20,372$ 21,390$
6101 Police Chief 21,879$ 22,973$ 24,121$ 25,327$ 26,594$
2201 Public Works Director 17,634$ 18,516$ 19,441$ 20,413$ 21,434$
SAN RAFAEL UNREPRESENTED EXECUTIVE MANAGEMENT
SALARY SCHEDULE
Effective July 1, 2026
