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HomeMy WebLinkAboutHR MOU Police Mid-Management 2007n CITY OF SAN RAFAEL P. O. Box 151560 San Rafael, CA 94915-1560 Phone (415) 485-3070 FAX (415) 459-2242 TDD (415) 485-3198 Agenda Item No: 10 Meeting Date: March 5, 2007 REPORT TO MAYOR AND CITY COUNCIL SUBJECT: Memorandum of Understanding (MOU) pertaining to compensation and working conditions between the CVn fael and the San Rafael Police Mid -Management Associ Submitted by: )'& CZ11 Y i Approved by: Nancy Mackie, E onomic Development Director Ken Nordhoff, City Manager RECOMMENDATION: Adopt resolution approving the Memorandum of Understanding (MOU) between the City of San Rafael and the San Rafael Police Mid -Management Association. SUMMARY/BACKGROUND: The San Rafael Police Mid -Management Association and the City negotiating team reached an agreement on a three-year agreement that includes the following: I. Term of Agreement: J Q n A three (3) year agreement beginning July 1, 2006 through June 30, 2009. r Ocn z W o ° ~I II. sa. Compensation: J LL ry N,IU r E General Wage increases: zz E 0 ° 0 z O .. a=m a. Year 1, retroactive to pay period beginning Sept. 1, 2006: 4.0% s3 T b. Year 2, effective pay period beginning July 1, 2007: 3.0% yQo c. Year 3, effective pay period beginning July 1, 2008: 3.0% WzF � c o =a Compensation Surveys and Revenue Sharing: Key components in this M Z 2 W section of the MOU include: r -W a. Compensation surveys have been discontinued. 00Z< b. Revenue sharing will not apply in a deficit budget. o=2 c. If revenues are available and if there is not a deficit and if total a _ compensation does not reach CPI (not to exceed 6%), salaries will ,j C O OCJ. aaan be raised to bring total compensation to meet CPI (or 6%). C d. Revenue sharing increases go into effect in January of each year. a o Uniform Allowance. Increase of $460 per year. III. Employee Benefits: City Contribution to Employee Health Insurance: Monthly contributions per chart below. Paycheck Effective Health Base Flexible Total Date Benefits July 1- April 15, 2007 $ 489 $ - $ 489 March 1, 2007 $ 513 $ 49 $ 562 Dec. 15, 2007 $ 539 $ 108 $ 647 Dec. 15, 2008 $ 566 $ 178 $ 744 Retiree Medical. City contribution to monthly retiree medical to be increased from up to $489 to a maximum of $513, $539, and $566 over the contract term. Vacation. A new fixed vacation cap is established. Tied into the cap is a one time, City-wide buy down of accrued vacation above the cap. Employees will not accrue vacation over the new cap. IV. City Policies. Consistent with other bargaining units to date, this bargaining unit has agreed to new city policies for Outside Employment and Catastrophic Leave. In addition, agreement has been reached to discuss options with Retiree Health for new employees as part of the Employee Benefits Committee discussions. FISCAL IMPACT: Over the course of this three-year agreement the total compensation costs (salaries and benefits) will increase by $98,200 for this bargaining group. This increase is in line with the compensation authority granted to the City's team for these negotiations. OPTIONS: The City Council can accept staffs recommendation and adopt the resolution or seek additional information from staff and postpone a decision on this Memorandum of Understanding or the City Council can direct the City's negotiations team back to the table with this bargaining group with a change in authority. ACTION REQUIRED: The City Council adopts the resolution approving the renewal of the Memorandum of Understanding with the San Rafael Police Mid -Management Association for a period of three years (July 1, 2006 through June 30, 2009). RESOLUTION NO. 12- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AMENDING RESOLUTION NO 11190 PERTAINING TO THE COMPENSATION AND WORKING CONDITIONS FOR THE SAN RAFAEL POLICE MID -MANAGEMENT ASSOCIATION. (3 year MOU from July 1, 2006 through June 30, 2009). WHEREAS, the City of San Rafael and the San Rafael Police Mid -Management Association, have met and conferred with regard to wages, hours and working conditions in accordance with the provisions of the Meyers-Milias-Brown Act; and WHEREAS, a Memorandum of Understanding dated February 22, 2007, and consisting of 23 pages and Exhibits has been executed by duly authorized representatives for both parties; follows: NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of San Rafael as Section 1: From and after the date of adoption of this Resolution, the City of San Rafael and the San Rafael Police Mid -Management Association, shall utilize the Memorandum of Understanding effective July 1, 2006, as the official document of reference respecting compensation and working conditions for Police Department personnel represented by the Police Mid - Management Association; Section 2: The schedules describing classes of positions and salary ranges attached as Exhibit A through D, to said Memorandum of Understanding, together with the Memorandum of Understanding itself are hereby adopted and both shall be attached hereto and incorporated in full. I, JEANNE M. LEONCINI, 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 on Monday, the 5th day of March, 2007 by the following vote, to wit: AYES: COUNCILMEMBERS: Cohen, Heller, Miller, Phillips & Mayor Boro NOES: COUNCILMEMBERS: None ABSENT: COUNCILMEMBERS: None JAVNE M. LEONCINI, CITY CLERK COPY aok' Memorandum of Understanding between San Rafael Police Mid -Management Association and City of San Rafael July 1, 2006 through June 30, 2009 ORIGINAL Table of Contents CHAPTER 1. GENERAL PROVISIONS I.I. INTRODUCTION 1.1.1. Scope of Agreement 1.1.2. Term 1.2. RECOGNITION 1.2.1. Bargaining Unit 1.2.2. Available Copies 1.3. DISCRIMINATION 1.3.1. In General 1.3.2. Association Discrimination 1.4. ASSOCIATION RIGHTS_ 1.4.1. Employee Representatives 1.4.2. Dues Deduction 1.4.3. Release Time 1.5. CITY RIGHTS 1.5.1. Defined City Rights CHAPTER 2. COMPENSATION 2.1. DEFINITIONS 2.1.1. Base Salary Increase 2.1.2. Total Compensation 2.1.3. Contract Compensation Increases_ 2.1.4. Consumer Price Index (CPI) 2.1.5. Net Change in General Fund Balance 2.1.6. General Tax Revenues n 4 4 4 4 4 4 4 2.2. REVENUE SHARING INCREASE 5 2.2.1. Conditions and Calculation for Revenue Sharing 5 2.2.2. Schedule 5 2.3. COMPENSATION PLAN 6 2.3.1. Pay Dates 6 2.4. SALARY STEP INCREASE 6 2.5. MERIT STEP INCREASE 2.6. ADDITIONAL PAY 2.6.1. Educational Incentive 2.6.2. Bilingual Pay 2.6.3. Shift Differential 2.7. PROBATIONARY PERIOD 2.7.1. Purpose of Probation 2.7.2. Length of Probationary Period_ 2.7.3. Rejection During Probation 2.7.4. Notification of Rejection 2.7.5. Extension of Probationary Period 2.7.6. Regular Status 6 7 7 7 7 8 8 8 8 8 8 8 Table of Contents 2.7.7. Promotion of Probationary Employee 8 2.7.8. Unsuccessful Passage of Promotional Probation 8 CHAPTER 3. HEALTHAND WELFARE 8 3.1. INSURANCE 8 A. Active Employees Health, Life and Long Term Disability 8 B. Retirees Health Insurance 9 3.2. RETIREMENT 9 3.2.1. City Paid Employee Retirement 9 3.2.2. Retirement Plans 9 3.2.3. Member Cost of Living Rates 11 3.3. DENTAL INSURANCE 10 3.4. VACATION LEAVE 10 3.4.1. Eligibility 10 3.4.2. Rate of Accrual 10 3.4.3. Administration of Vacation Leave 11 3.4.4. Vacation Cash In 11 3.4.5. Vacation Cap 11 3.5. SICK LEAVE ISSUES 12 3.5.1. Eligibility 12 3.5.2. Accumulation. 12 3.5.3. Use of Sick Leave 12 3.5.4 Sick Leave Service Credit Option 12 3.5.5. Advance of Sick Leave 12 3.5.6. Upon Termination of Employment 13 3.6. ADMINISTRATIVE LEAVE 13 3.7. HOLIDAYS 13 3.8. OTHER LEAVES 13 3.8.1. Bereavement Leave 13 3.8.2. Military Leave 14 3.8.3. Leave of Absence Without Pay 14 3.8.4. Industrial Injury Leave 14 3.8.5. Jury Duty 14 3.8.6. Medical Leave of Absence 14 3.8.7. Absent Without Authorized Leave 15 3.8.8. Catastrophic Leave 15 CHAPTER 4. HOURS OF WORK 15 4.1. WORK WEEK 15 4.2. ALTERNATIVE WORK SCHEDULES 15 CHAPTER S. TERMS AND CONDITIONS OF EMPLOYMENT 15 5.1. DEMOTION 15 5.2. SUSPENSION 16 Table of Contents 5.3. TERMINATION OF EMPLOYMENT 16 5.3.1. Resignation 16 5.3.2. Termination - Lay off 16 5.3.3. Termination - Disciplinary Action 16 5.3.4. Retirement 16 5.3.5. Rejection During Probation 16 CHAPTER 6. DISCIPLINARYACTION 16 6.1. AUTHORITY 16 6.2. DEFINITION 16 6.3. CAUSES FOR DISCIPLINARY ACTION 16 6.4. APPEALS 17 6.5. CITY MANAGER AND ARBITRATION 17 CHAPTER 7. GRIEVANCE PROCEDURE 18 7.1. DEFINITION 18 7.2. INITIAL DISCUSSIONS 18 7.3. REFERRAL TO CITY MANAGER 18 7.4. CITY MANAGER AND ARBITRATION 18 CHAPTER 8. REDUCTIONIN FORCE 19 CHAPTER 9. MISCELLANEOUS 19 9.1. EMPLOYER-EMPLOYEE RESOLUTION 19 9.2. UNIFORM ALLOWANCE 19 9.3. OUTSIDE EMPLOYMENT 19 9.4. GRATUITIES/SOLICITATION OF CONTRIBUTIONS 19 9.5. RETURN OF CITY EQUIPMENT 20 9.6. POLITICAL ACTIVITY 20 9.7. EMPLOYMENT OF RELATIVES 20 9.8. RULES AND POLICIES 20 9.8.1. Personnel Rules 20 9.8.2. Drug And Alcohol Policy 20 9.8.3. Temporary Modified Duty Policy Statement 21 9.8.4. City Vehicle Use 22 CHAPTER 10. RULES GOVERNING M.O.U. 22 10.1. EXISTING LAWS, REGULATIONS AND POLICIES 22 10.2. STRIKES AND LOCKOUTS 22 10.3. FULL UNDERSTANDING, MODIFICATION, WAIVER 23 10.4. PREVAILING RIGHTS 23 IM Table of Contents 10.5. SEVERABILITY 23 10.6. SUCCESSOR NEGOTIATIONS 23 I This Memorandum of Understanding is entered into pursuant to the provisions of Section 3500, et.seq.of the Government Code of the State of California. The parties have met and conferred in good faith regarding wages, hours and other terms and conditions of employment for the employees in said representative unit, and have freely exchanged information, opinions and proposals and have reached agreement on all matters relating to the employment conditions and employer-employee relations of such employees. This Memorandum of Understanding shall be presented to the City Council of the City of San Rafael as the joint recommendation of the undersigned parties for salary and employee benefit adjustments for the period commencing July 1, 2006 and ending June 30, 2009. CHAPTER 1. GENERAL PROVISIONS 1.9. INTRODUCTION 1.1.1. Scope of Agreement The salaries, hours, fringe benefits and working conditions set forth have been mutually agreed upon by the designated bargaining representatives of the City of San Rafael (herein -after called "CITY") and the San Rafael Police Mid -Management Association (herein -after called "ASSOCIATION") and shall apply to all employees of the City working in the classifications and bargaining unit set forth herein (See Exhibit "A"). In accepting employment with the City of San Rafael, each employee agrees to be governed by and to comply with the City's Personnel Ordinance, City's Personnel Rules and Regulations, City's Administrative Procedures, and Police Department Rules & Regulations, General Orders and Procedures. 1.1.2. Term This agreement shall be in effect from July 1. 2006 through June 30, 2009. 1.2. RECOGNITION 1.2.1. Bargaining Unit City hereby recognizes Association as the bargaining representative for purpose of establishing salaries, hours, fringe benefits and working conditions for all employees within the San Rafael Police Mid -Management Association Bargaining Unit (As referenced in Exhibit "A" attached). 1.2.2. Available Copies Both City and Association agree to keep duplicate originals of this agreement on file in a readily accessible location available for inspection by any City employee, or member of the public, upon request. 1.3. DISCRIMINATION 1.3.1. In General The parties to this contract agree that they shall not, in any manner, discriminate against any person whatsoever because of race, color, age, religion, ancestry, national origin, sex, sexual preference, marital status, medical condition or disability. Any employee who believes they are being discriminated against should refer to the City of San Rafael's Harassment Policy for the process of receiving an internal administrative review of their complaint. This administrative procedure shall be used as the internal complaint procedure in lieu of the grievance procedure outlined in this MOU (Chapter 7). 1.3.2. Association Discrimination No member, official, or representative of the Association shall, in any way suffer any type of discrimination in connection with continued employment, promotion, or otherwise by virtue of membership in or representation of Association. 1.4. ASSOCIATION RIGHTS 1.4.1. Employee Representatives The Association shall by written notice to the City Manager designate certain of its members as Employee Representatives. 1.4.2. Dues Deduction City agrees, upon written consent of the employee involved, to deduct dues, as established by the Association, from the salaries of its members. The sums so withheld shall be remitted by City along with a list of employees who have had said dues deducted. The provisions specified above shall not apply during periods of separation from the representative Bargaining Unit by any such employee, but shall reapply to such employee commencing with the next full pay period following the return of the employee to the representative Bargaining Unit. The term separation includes transfer out of the Bargaining Unit, layoff, and leave without pay absences with a duration of more than five (5) working days. 1.4.3. Release Time One hundred (100) hours per calendar year shall be provided for union release time, apart from MMB activity, with ten days advance notice and approval of the Chief of Police. Any additional hours shall be granted only with ten days advance notice and approval of the Chief of Police. 1.5. CITY RIGHTS 1.5.1. Defined City Rights The City reserves, retains, and is vested with, solely and exclusively, all rights of management which have not been expressed abridged by specific provision of this Memorandum of Understanding or by law to manage the City, as such rights existed prior to the execution of this Memorandum of Understanding. The sole and exclusive rights of management, as they are not abridged by this Agreement or by law, shall include, but not be limited to, the following rights: 1. To manage the City generally and to determine the issues of policy. 2. To determine the existence or non-existence of facts which are the basis of the management decision. 3. To determine the necessity of organization or any service or activity conducted by the City and expand or diminish services. K 4. To determine the nature, manner, means, technology, and extent of services to be provided to the public. 5. Methods of financing. 6. Types of equipment or technology to be used. 7. To determine and/or change the facilities, methods, technology, means and size of the work force by which the City operations are to be conducted. 8. To determine and change the number of locations, relocation's and types of operations, processes and materials to be used in carrying out all City functions including, but not limited to, the right to contract for or subcontract my work or operation of the City. 9. To assign work to and schedule employees in accordance with requirements as determined by the City, and to establish and change work schedules and assignments. 10. To relieve employees from duties for lack of work or similar non -disciplinary reasons. 11. To establish and modify productivity and performance programs and standards. 12. To discharge, suspend, demote or otherwise discipline employees for proper cause in accordance with the provisions and procedures set forth in City Personnel rules and Regulations. 13. To determine job classifications and to reclassify employees. 14. To hire, transfer, promote and demote employees for non -disciplinary reasons in accordance with this Memorandum of Understanding and the City's Personnel Rules and Regulations. 15. To determine policies, procedures and standards for selection, training, and promotion of employees. 16. To establish employee performance standards including, but not limited to quality and quantity standards; and to require compliance therewith. 17. To maintain order and efficiency in its facilities and operations. 18. To establish and promulgate and/or modify rules and regulations to maintain order and safety in the City which are not in contravention with this Agreement. 19. To take any and all necessary action to cavy out the mission of the City in emergencies. Nothing contained within Article 1.5, City Rights, is intended to, in any way, supersede or infringe upon the rights of the recognized employee Association as provided under applicable Federal and State law, including, but not limited to California State Government Code Sections 3500 through 3510 inclusive. CHAPTER 2. COMPENSATION 2.1 DEFINITIONS 2.1.1 Base Salary Increase Base salary increase shall be defined as an increase to general wages, excluding any benefit increases. Salary increases for all bargaining unit positions are established in the salary tables as Exhibits "A" - "C" and included as part of this MOU for the term of this agreement, the following base salary increases shall be applied on the identified effective date: For fiscal year 06/07, retroactive to September 1, 2006 an across the board salary range increase to all represented job classes of 4.0%. For fiscal year 07/08, effective July 1, 2008 an across the board salary range increase to all represented job classes of 3.0%. For fiscal year 08/09, effective July 1, 2007 an across the board salary range increase to all represented job classes of 3.0%. 2.1.2 Total Compensation Total Compensation 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, and employer paid cafeteria/flexible spending accounts. 2.1.3 Contract Compensation Increases Includes the total of salary and benefit changes or increases over the term of this MOU. The Association and City agree that Contract Compensation Increases identified in this MOU (excluding Revenue Sharing) total the following: Fiscal Year 2006-07 - 3.6% Fiscal Year 2007-08 - 3.4% Fiscal Year 2008-09 - 3.5% 2.1.4 Consumer Price Index (CPI) The CPI shall be the percentage change in the San Francisco -Oakland -San Jose Area All Urban Consumer index as published by the Bureau of Labor Statistics for the one year period ending the month of October 2006 and each October thereafter during the term of the contract. 2.1.5 Net Change in General Fund Balance This is a figure which describes whether the City achieved a positive change in the General Fund for the preceding fiscal year. It is determined by the City's audited financial statements and presented as "net change in fund balance" in the City's published statements. 2.1.6 General Tax Revenues General Tax Revenues shall be defined to include the following taxes: Sales Tax, Property Tax (Secured, Unsecured and Unitary), Motor Vehicle License Fees, Property Transfer Tax, Hotel Occupancy Tax, Business License Tax and Franchise Fees. No other revenue sources of the City will be included in this definition. L, If General Tax Revenues of the City for each fiscal year of this contract exceed General Tax Revenues of the City for the prior fiscal year as adjusted by 75% of the total compensation increases provided for the fiscal year (for purposes of this calculation, the total compensation figure shall be the same for all bargaining units in the City: 3.0% in FY 2006-2007, 3.5% in FY 2007- 2008, and 4.0% in FY 2008-2009), then the members of the bargaining unit shall be entitled to apply 1.0% of one-half (1/2) of the excess of fiscal year General Tax Revenues over prior fiscal year General Tax Revenues adjusted for 75% of the total compensation increases (as listed above in this section) provided to members in the fiscal year, for a Revenue Sharing Salary increase. 2.2. REVENUE SHARING INCREASE 2.2.1. Conditions and Calculation for Revenue Sharing Employees in the bargaining unit positions defined in this MOU shall receive Revenue Sharing Increases, effective January 1 of each year of the contract, in addition to the Contract Compensation Increase, if the following conditions are met: a. If the CPI increase, as defined in Section 2.1.4, is greater than the Contract Compensation Increase and, b. If General Tax Revenues have resulted in revenues being available for distribution, based upon the formulas defined in Section 2.1.6, and, c. The "net change in General Fund Balance", as defined in Section 2.1.5, as presented in the previous year's annual audit, is positive. If all of the above three conditions are met, then a Revenue Sharing salary increase shall be paid prospectively, in accordance with the schedule below, to bring the combination of the Contract Compensation Increase and the Revenue Sharing Increase up to the level of the CPI, however, in no event shall the Combined Contract Compensation Increase and Revenue Sharing Increase exceed 6% for the fiscal year under review. The calculation for Revenue Sharing shall be based on a cumulative CPI for the preceding years of the contract compared to the cumulative Contract Compensation Increase for the same period of the contract. 2.2.2 Schedule a. September 7th- General Tax Revenues. The City shall make known to the Association if General Tax Revenues have grown from the prior fiscal year on September 7"' of each year of this contract. If no growth in General Tax Revenues has taken place, there shall be no Revenue Sharing for that fiscal year of the contract. b. November 1St - Net Change in General Fund Balance. By November 1st of each year, the City shall make known to the Association whether there is a positive change in the General Fund Balance. If there is not, then no Revenue Sharing shall take place for that fiscal year. If there is no growth in General Tax Revenues, this notice to the Association of General Fund Balance will not take place. c. November 30th - CPI. The City shall identify the CPI for the fiscal year ending October of each year and make the figure known to the Police Association by November 18th. If there is no growth in General Tax Revenues, or if there is no positive change in the General Fund Balance, then no CPI measurement will take place. d. January 1St — Base Monthly Pay Increases — January 1St pay period start date (for paycheck date of January 31S) for Revenue Sharing Salary increases. W1 2.3. COMPENSATION PLAN The Compensation Plan adopted by the City Council shall provide for salary schedules, rates, ranges, ascending salary steps for all members of the Association and any other special circumstances or items related to the total compensation paid employees. Each position within the classified services shall be allocated to an appropriate classification in the compensation plan on the basis of duties and responsibilities. Each classification shall be assigned a three step salary range with corresponding ascending salary rates assigned to each step. All persons entering the classified service shall be compensated in accordance with the salary plan then in effect. All initial employment shall be at the first step of the salary step schedule. The City Manager or his/her designee may authorize, upon the recommendation of the Chief of Police, placement at an appropriate higher salary when, in his/her opinion, it is necessary to obtain(ing) qualified personnel or when it appears that the education or experience of a proposed employee is substantially superior to the minimum requirements of the class and justifies beginning salary in excess of the first step. 2.3.1. Pay Dates City employees are paid twice per month on the 15th and the last working day of the month. When a holiday falls on a pay day, the pay day will be transferred to the following day of regular business unless the Finance Division is able to complete the payroll by the previous work day. The method of the distributing payroll shall be established by the Director of Management Services or his designee. 2.4. SALARY STEP INCREASE An employee shall be considered for a step increase annually until the top step has been reached. Advancement to a higher salary within a salary step schedule may be granted for continued satisfactory service by the employee in the performance of his/her duties. Salary step advancement shall be made only upon the recommendation of the Chief of Police concerned, with the approval of the City Manager or his/her designee, and are not automatic, but based on acceptable work performance. Accelerated salary step increases may be granted an employee based upon the recommendation of the Chief of Police and approval of the City Manager for exceptional job performance. 2.5. MERIT STEP INCREASE Employees at the maximum step of their salary step schedule may be granted a merit performance step increase of up to five percent (5%) above and beyond their top salary step. A merit step increase may be effective for up to one (1) year. A merit step increase may be withdrawn after the specified period of time and is not a disciplinary action and is not appealable. Merit step increases may be granted in recognition of meritorious performance beyond the scope of regular duties and in response to extraordinary conditions. Management and Mid -Management employees shall be evaluated annually based on the evaluation program adopted by the City Council in October of 1996 and incorporated by reference herein. 1 Z6. ADDITIONAL PAY 2.6.1. Educational Incentive The Educational Incentive for Police Captain and Police Lieutenant is included in the base salary. 2.6.2. Bilingual Pay Full Fluency Program A five percent (5%) bilingual pay incentive shall be paid to designated bilingual employees. Conversational Fluency Program A Conversational Fluency Bilingual Program is established which will entitle designated employees to a conversational bilingual incentive of $50 per month. Foreign Language Pay Provisions The City will pay, in advance, any authorized training or educational costs related to an employee becoming fluent in a foreign language up to an amount equal to the cost of the One Twelve USA Program. Employees enrolled in such bilingual training are obligated to reimburse the City through payroll deductions over a period of three (3) years for one half the cost of any such education after the completion of such course. The employee is obligated to reimburse the City for the full amount of such education costs if he/she drops out of the education program or does not successfully pass the certification test. In the event an employee must reimburse the full amount, reimbursement shall be through payroll deductions over the course of three (3) years or in full upon separation. Within the limits established in items 1 and 2 of this section, to qualify for either the Full or Conversational Programs, employees must be certified as proficient in a language deemed to be of work related value to the Police Department as determined by the Chief of Police and approved by the City Manager by established standards. It is agreed that full fluency or conversational proficiency certification may be obtained by passing a standardized departmental test (to be developed by the department) or fluency certification issued by an agency approved by the Chief of Police. Conversational proficiency certification may be obtained by an employee achieving a Certificate of Completion from One Twelve USA, or passing a departmental conversational test, or a conversational certification issued by an agency approved by the Chief of Police. Fluency in more than one foreign language does not entitle an employee to more than the 5% bilingual pay differential. Both parties agree to annual re -certification of proficiency to continue eligibility for the bilingual differential. Shift assignments and distribution of bilingual employees shall be at the discretion of the Chief of Police. 2.6.3. Shift Differential A five percent (5%) shift differential shall be paid for Police Lieutenant regularly scheduled to work fifty percent (50%) or more of their shift after 5:00 p.m. Shift differential shall not be considered an additional percentage on salary for personnel involved, but shall apply only to hours actually worked; e.g., differential does not apply to sick leave, vacation or compensatory time, but does include overtime for employees regularly assigned to the swing or graveyard shifts. The current operational policies and provisions for shift rotation and assignment remain in effect. 2.7. PROBATIONARY PERIOD 2.7.1. Purpose of Probation Each employee shall serve a period of probation beginning on the date of appointment. Such period shall be for the purpose of determining the employee's ability to perform satisfactorily the duties prescribed for the position. 2.7.2. Length of Probationary Period The probationary period on original and promotional appointments shall be for twelve (12) months. 2.7.3. Rejection During Probation During the probationary period, an employee may be rejected at anytime by the Chief of Police without the right of appeal. 2.7.4. Notification of Rejection On determining that a probationary employee's work is not satisfactory, the Chief of Police shall notify the Personnel Officer in writing of his/her intention to reject the employee. After discussion with the Personnel Officer, the Chief of Police shall notify the employee in writing of his/her rejection. 2.7.5. Extension of Probationary Period The probationary period shall not be extended except in the case of extended illness or injury or compelling personal situation during which time the employee was unable to work. In such cases, the probationary period may be extended for the length of time the ill or injured employee was unable to work. 2.7.6. Regular Status Regular status in the assigned (new) position shall commence with the day following the expiration date of the probationary period. 2.7.7. Promotion of Probationary Employee An employee serving a probationary period may be promoted to a position in a higher position classification provided he/she is certified from the appropriate Eligible List. The employee promoted in this manner shall serve a new probationary period for the position to which employee is promoted and the new probationary period and promotional appointment shall be effective the same date. 2.7.8. Unsuccessful Passage of Promotional Probation An employee who does not successfully pass his/her promotional probationary period shall be reinstated to the position in which the employee held regular status prior to his/her promotion and all previous rights and privileges restored. Provided, however, that if the cause for not passing the promotional probationary period was sufficient grounds for dismissal, the employee shall be subject to dismissal without reinstatement to the lower position. CHAPTER I HEALTH AND WELFARE 3.1. INSURANCE A. Active Employees Health, Life and Long Term Disability 0 1. The City shall contribute toward City offered health insurance premiums for active employees in accordance with the chart below. Paycheck Effective Health Base Flexible Total Date Benefits July 1- April 15, 2007 $ 489 $ - $ 489 March 1, 2007 $ 513 $ 49 $ 562 Dec. 15, 2007 $ 539 $ 108 $ 647 Dec. 15, 2008 $ 566 $ 178 $ 744 Active employees will have a Flexible Spending Account as listed in the chart above that may be used to pay for excessive, over the base level above, employee cost(s) to enroll in City offered group Accident, Life and Disability insurance plans. Selection of coverage must include the $5,000 basic group life insurance program and the employee's basic health plan (unless employee can provide proof of other health insurance coverage). 2. The City shall pay the full cost of the employee's enrollment in the City provided life insurance plans (Basic plan: $5,000 term policy and Supplemental plan: term policy equal to one times the employee's annual base pay. NOTE: In this instance, base pay means salary as listed in the salary resolution). 3. Upon reasonable advance notice to the Association, the City shall have the option of either contracting with the Public Employees Retirement System (PERS) Health Benefits Division for health insurance or contracting directly with some or all of the providers of health insurance under the PERS program; provided, however, contracting directly with the providers shall not cause any material reduction in insurance benefits for active or retired employees from those benefits available under the PERS program; and provided further such contracting shall not cause a material increase in premiums for either the City or the employees. There shall be no requirement for the City to meet and confer upon the City's exercising the option described above in accordance with the provisions of this paragraph. B. Retirees Health Insurance Employees retiring from the City of San Rafael and within 120 days of leaving City employment shall receive up to $489 per month contribution toward the cost of the health insurance plan they are enrolled in through the City. Effective with the paycheck date of March 30, 2007 this amount will increase from up to $484 per month to up to $513 per month, effective with the paycheck date of 12/15/07 this amount will increase up to $539 per month, and effective with the paycheck date of 12/15/08, this amount will increase up to $566 per month. 3.2 RETIREMENT 3.2.1. City Paid Employee Retirement Bargaining unit members shall pay the full share of the employee's contribution to the Marin County Retirement System. 3.2.2 Retirement Plans i*1 The City shall provide the Marin County Employee Retirement Association 3% at 55 retirement program to all safety members, as defined under the 1937 Act Government Code Section 31664, subject to Marin County Employee Retirement Association procedures and regulations and applicable 1937 Act laws that govern such plans. The City shall provide the Marin County Employee Retirement Association 2.7% at 55 retirement program to all miscellaneous members, as defined under the 1937 Act Government Code Section 31676, subject to Marin County Employee Retirement Association procedures and regulations and applicable 1937 Act laws that govern such plans. 3.2.3 Member Cost of Living Rates Bargaining unit members who are eligible to participate 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 (50% of COLA is charged to members as defined in the 1937 Act). 3.3. DENTAL INSURANCE The City will provide a dental insurance program providing 100% coverage for diagnostic and preventative care, $25 deductible on corrective care (80/20) per patient per calendar year and orthodontic coverage (50/50); and 80/20 coverage of casts, crowns, and restorations in accordance with the plan document of the provider. On January 1, 2003, the coverage limit increased from $1,000 to $1,500 (no change in coverage limit for orthodontic services). 3.4. VACATION LEAVE 3.4.1. Eligibility Annual vacation with pay shall be granted to each eligible employee. Vacation leave accrued shall be prorated for those employees working less than full time. Employees will be permitted to use accrued vacation leave after six (6) months of employment subject to the approval of the Chief of Police. 3.4.2. Rate of Accrual Vacation benefits shall accrue during the probationary period. Each regular full time employee (part —time regular are prorated) shall commence to accrue vacation at the following rate for continuous service. Years of Service Leave Accrual rate/ ear 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 years plus 25 days 10 3.4.3. Administration of Vacation Leave The City Manager, upon the recommendation of the Chief of Police, may advance un -accrued vacation to any permanent regular and part time employee. If the employee leaves City employment before accruing the used vacation leave, said employee will reimburse the City of the advanced vacation leave. In recognition of exempt status from FLSA, time off for vacation leave purposes shall not be deducted from the employees' accrual, unless the employee is absent for the full work day. The time at which an employee may use his/her accrued vacation leave and the amount to be taken at any one time, shall be determined by the Chief of Police with particular regard for the needs of the City, but also, insofar as possible, considering the wishes of the employee. In the event that one or more City holidays fall within an annual vacation leave, such holidays shall not be charged as vacation leave, and the vacation leave shall be extended accordingly. Employees who terminate their employment shall be paid in a lump sum for all accrued vacation leave earned prior to the effective date of termination. 3.4.4. Vacation Cash In One -Time Vacation Buy -Down: As of December 31, 2006, the City will require a one time vacation buy -down for those employees whose vacation accrual is above of 225 hours. This one time buy -down will bring employees under the vacation cap as defined in Section 3.4.5 allowing for additional accrual time. This one time payment was made with the second pay check in February of 2007. This one time payment will not affect the employee's ability to participate in the annual vacation cash in for 2007 and subsequent years. Vacation Conversion: An employee is eligible to request a conversion of vacation time to a cash payment in accordance with the following: A employee who has taken at least ten (10 ) days of vacation in the preceding twelve (12) months and has accrued vacation during that time may request up to seven days of vacation conversion. Such requests may be granted at the discretion of the City Manager. 3.4.5. Vacation Cap No employee may accrue more than 250 hours vacation leave. Vacation accruals will resume once the employee's accumulated vacation balance falls below the allowable cap limit. Employees may, for special situations, i.e., extended medical leave, request an increase in their cap. Each request would need to be in writing, submitted through the department, and receive the approval of the Chief of Police and the City Manager. Such requests would be reviewed on a case-by-case basis and would be evaluated based on the reason for the request. This additional vacation accrual could not exceed one-half of the employee's regular annual vacation accrual. In no case would the addition over the cap be extended beyond one additional year. 3.5. SICK LEAVE ISSUES 3.5.1. Eligibility Sick leave with pay shall be granted to each eligible employee. Sick leave shall not be considered as a privilege which an employee may use at his/her discretion, but shall be allowed only in case of necessity and actual sickness or disability. The employee is required to notify employee's immediate supervisor or Chief of Police according to department Rules and Regulations at the beginning of his/her daily duties. Every employee who is absent from his/her duties for two (2) consecutive work days shall file with the Personnel Officer, a physician's certificate or the employee's personal affidavit verifying the employee's eligibility for sick leave. The inability or refusal by said employee to furnish the requested information, as herein required, shall constitute good and sufficient cause for disciplinary action, including dismissal. In recognition of exempt status from FLSA, time off for sick leave purposes shall not be deducted from the employee's account, unless the employee is absent for the full work day. 3.5.2. Accumulation All eligible full time employees shall earn sick leave credits at the rate of one (1) working day per month commencing with the date of employment. Unused sick leave may be accumulated to an amount not to exceed one hundred fifty (150) working days. The sick leave accrual rate is prorated for eligible part time employees. The cap on sick leave accrual, 150 days, does not apply for accrual purposes but does apply for sick leave separation payoff purposes. 3.5.3. Use of Sick Leave An employee may use accrued sick leave during their probationary period. An employee eligible for sick leave with pay shall be granted such leave for the following reasons: (1) Personal illness or illness within the immediate family (immediate family under 3.5.3.(1) is defined as employee's spouse, dependent children and/or employee's parents, not in-laws), or physical incapacity resulting from causes beyond the employee's control; or (2) Enforced quarantine of the employee in accordance with community health regulations. (3) Medical appointments that cannot be scheduled during non -working hours shall be charged to sick leave, unless the employee is a sworn Police Officer. Except that in 1) and 2) above, an employee may not use sick leave for a work related injury and/or illness once said employee has been determined permanent and stationary. 3.5.4. Sick Leave Service Credit Option Employees who are eligible to accrue sick leave and who retire from the City of San Rafael, on or after July 1, 2002, and within 120 days of leaving City employment (excludes deferred retirement), shall receive employment service credit, for retirement purposes only, for all hours of accrued, unused sick leave (exclusive of any sick leave hours said employee is eligible to receive and elects to receive in compensation at the time of retirement, pursuant to Sick leave payoff Section MOU). 3.5.5. Advance of Sick Leave Whenever circumstances require, and with the approval of the City Manager, sick leave may be taken in advance of accrual up to a maximum determined by the City Manager, provided that any 12 employee separated from the service who have been granted sick leave that is un -accrued at the time of such separation shall reimburse the City of all salary paid in connection with such un - accrued leave. 3.5.6. Upon Termination of Employment By resignation, retirement or death, an employee who leaves the City in good standing shall receive compensation for all accrued, 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. 3.6. ADMINISTRATIVE LEAVE Mid -Management employees in this Association shall receive seven (7) Administrative Leave days each calendar year subject to the approval of the department head and the City Manager. An additional three (3) days may be granted at the discretion and with approval of the department head and the City Manager. Unused Administrative Leave does not carry over from one calendar year to the next, nor are unused balances paid off upon an employee's resignation. In recognition of exempt status from FLSA time off for Administrative leave purposes shall not be deducted from employee's accrual, unless the employee is absent for the full work day. 3.7. HOLIDAYS The following holidays will be observed: New Years Day Martin Luther King Da Washington's Birthday Lincoln's Birthday Cesar Chavez Day Memorial Da Independence Day Labor Da Admission Day Veteran's Da Thanksgiving Day Day after Thanksgiving I Christmas Day I All represented employees in this Association shall receive straight time compensation for every holiday worked or which falls on a regularly scheduled day off in each given year which all other employees receive as time off Said compensation shall be paid twice each year on the first pay period of December and the first pay period of June. All represented employees in this Association shall have the discretion of either work the holiday, take the holiday off, or use vacation or administrative leave to take the holiday off and still receive compensation (subject to normal leave approval procedures within the Department.) 3.8. OTHER LEAVES 3.8.1. Bereavement Leave In the event of the death of an employee's spouse, child, parent, brother, sister, in-laws, relative who lives or has lived in the home of the employee to such an extent that the relative was considered a member of the immediate family, and/or another individual who has a legal familial relationship to the employee and resided in the employee's household, up to three (3) days of accrued sick leave within the State and up to five (5) days of accrued sick leave out-of-state, may be granted for bereavement leave so the employee may attend the funeral. 13 In the case where the death involves an individual who had such a relationship with the employee, as defined above, the employee shall sign a simple memo describing the relationship and submit this to the Chief of Police as part of the request for bereavement leave. 3.8.2. Military Leave Military leave shall be granted in accordance with the State of California Military and Veteran's Code as amended from time to time. All employees entitled to military leave shall give the City Manager and the Chief of Police an opportunity within the limits of military regulations, to determine when such leave shall be taken. 3.8.3. Leave of Absence Without Pay Leave of absence without pay may be granted by the City Manager upon the written request of the employee. Applicable accrued leave must be exhausted prior to the granting of leave without pay. Applicable benefits do not accrue during times of leave without pay and Police Officer status is removed. 3.8.4. Industrial Injury Leave For benefits under Workers Compensation, an employee should report any on the job injury to his/her supervisor as soon as possible, preferably within twenty-four (24) hours. The City Manager's office coordinates benefits for Worker's Compensation claims. For further information, see the Industrial Accidents and Injuries section of the City's Injury and Illness Prevention Program. All regular, full time employees of the City who have suffered any disability arising out of, and in the course of their employment as defined by the Worker's Compensation Insurance and Safety Act of the State of California, and who are receiving or shall receive compensation from the City's insurance carrier for such disability, and during the first seven (7) days after such disability when compensation is not paid by the insurance carrier, shall be entitled to remain absent from duty with pay until such time as they are able to return to duty or some other final disposition is made of their case, provided, however, compensation leave payments shall not exceed the following limitations: SAFETY EMPLOYEES Compensation leave payments shall not exceed the employee's regular full pay for the first twelve (12) calendar months. Worker's Compensation checks from the City's Worker's Compensation Administrator due the employee will be made payable to the City of San Rafael and the employee. After said check is properly endorsed, it shall be deposited with the City Treasurer. 3.8.5. Jury Duty Employees required to report to jury duty shall be granted a leave of absence with pay from their assigned duties until released by the court, provided that the employee provides advance notice to the Chief Of Police and remits to the City all per diem service fees except mileage or subsistence allowance within thirty days from the termination of such duty. 3.8.6. Medical Leave of Absence Upon depletion of sick leave and any other accrued paid leave, an employee may be granted a medical leave of absence without pay for a period not exceeding sixty days by the City Manager. If the employee is unable to return to work at the end of this period, he or she must request further medical leave in writing with a doctor's statement which will be subject to the approval of the City 14 Manager. If further leave is not granted, and the employee is unable/unwilling to return to full duty, the employee's service with the City shall be considered terminated. 3.8.7. Absent Without Authorized Leave An unauthorized absence of an employee for three consecutive work days shall constitute an automatic resignation from City service. 3.8.8 Catastrophic Leave All employees of the Police Department should refer to City policy #140.19 regarding Catastrophic Leave. CHAPTER 4. HOURS OF WORK 4.1. WORK WEEK The established work week for the Police Department shall be 0001 hours Sunday through 2400 hours Saturday. Job classifications covered by this Memorandum of Understanding would be scheduled to work during normal business working hours, Monday through Friday. 4.2. ALTERNATIVE WORK SCHEDULES Alternative work schedules which include a total of 2080 annual working hours, if mutually agreed to by the Association and the Chief of Police, may be implemented for designated trial periods of time. During these trial periods, the work unit's effectiveness, sick leave usage and workers compensation claims shall be evaluated. During the trial period, either party shall have the right to terminate the alternative work schedule with seven days notice to the other party. CHAPTER 5. TERMS AND CONDITIONS OF EMPLOYMENT 5.1. DEMOTION The City Manager or his/her designee may demote an employee when the following occurs: (A) The employee fails to perform his/her required duties. (B) The need for a position which an employee fills no longer exists; (C) An employee requests such a demotion. No employee shall be demoted to a classification for which he/she does not possess the minimum qualifications of the position at the time of demotion. When the action is initiated by the City Manager or his/her designee, written notice of demotion shall be provided to an employee at least ten (10) working days before the effective date of the demotion, and a copy filed with the Personnel Office. Withholding a salary step increase or withdrawing a merit step increase within or above the salary range of the employee's position shall not be deemed a demotion. Disciplinary demotion action shall be in accordance with Chapter 6, "Disciplinary Action." 15 5.2. SUSPENSION The City Manager may suspend an employee from a position at any time for a disciplinary purpose. Intended suspension action shall be reported immediately to the Personnel Officer, and shall be taken in accordance with Chapter 6, "Disciplinary Action." 5.3. TERMINATION OF EMPLOYMENT 5.3.1. Resignation An employee wishing to leave the City service in good standing shall file with his/her immediate supervisor, at least fourteen (14) days before leaving the service, a written resignation stating the effective date and reason for leaving. A copy of the resignation shall be forwarded to the City Manager and Personnel Office. 5.3.2. Termination - Lay off The City Manager or his/her designee may terminate an employee because of changes in duties or organization, abolition of position, shortage of work or funds, or completion of work for which employment was made. 5.3.3. Termination - Disciplinary Action An employee may be terminated at any time for disciplinary action, as provided in Chapter 6, "Disciplinary Action." 5.3.4. Retirement Retirement from the City services shall, except as otherwise provided, be subject to the terms and conditions of the City's contract as amended from time to time, with the Marin County Retirement System. 5.3.5. Rejection During Probation An employee may be terminated from their position during the probationary period of their initial appointment to the City's classified service without Right of Appeal. CHAPTER 6. DISCIPLINARY ACTION 6.9. AUTHORITY The City shall have the right to discharge or discipline any employee for dishonesty, insubordination, drunkenness, incompetence, negligence, failure to perform work as required or to observe the Department's safety rules and regulations or for engaging in strikes, individual or group slowdowns or work stoppages, or for violating or ordering the violation of the Memorandum of Understanding. 6.2. DEFINITION Disciplinary action shall mean discharge/dismissal, demotion, reduction in salary, and suspension resulting in loss of pay. 6.3. CAUSES FOR DISCIPLINARY ACTION The City may discipline or discharge an employee for the following: A. Fraud in securing appointment. 16 B. Negligence of duty. C. Violation of safety rules. D. Unacceptable attendance record including tardiness, overstaying lunch or break periods. E. Possession, distribution or under the influence of alcoholic beverages, non-prescription or unauthorized narcotic or dangerous drugs during working hours. F. Inability, unwillingness, refusal or failure to perform work as assigned, required or directed. G. Unauthorized soliciting on City property or time. H. Conviction of a felony or conviction of a misdemeanor involving moral turpitude. I. Unacceptable behavior toward (mistreatment or discourteousness to) the general public or fellow employees or officers of the City. J. Falsifying employment application materials, time reports, records, or payroll documents or other City records. K. Disobedience to proper authority. L. Misuse of City property. M. Violation of any of the provisions of these working rules and regulations or departmental rules and regulations. N. Disorderly conduct, participation in fights, or brawls. O. Dishonesty or theft. P. Establishment of a pattern of violations of any City policy or rules and regulations over an extended period of time in which a specific incident in and of itself would not warrant disciplinary action, however, the cumulative effect would warrant such action. Q. Failure to perform to an acceptable level of work quality and quantity. R. Insubordination. S. Other acts inimicable to the public service. 6.4. APPEALS If an employee feels he or she has been unjustly disciplined/discharged, he or she shall have the right to appeal his or her case through the appropriate procedure (Chapter 7). Such appeal must be filed with the City Manager by the employee in writing within five (5) working days from the date of the discipline/discharge and unless so filed the right of appeal is lost. 6.5. CITY MANAGER AND ARBITRATION The employee (Appellant) may submit the appeal directly to the City Manager or may request arbitration. If arbitration is requested, representatives, of the City and the employee (Appellant) shall meet promptly to select a mutually acceptable arbitrator. The fees and expenses of the arbitrator and of a court reporter shall be shared equally by the Association and the City. A hearing before the arbitrator shall be held within sixty days of the selection of the arbitrator unless the arbitrator's schedule does not so permit. The arbitrator shall not have the power to amend or modify either party's position, but shall rule on the merits of each party's case as presented during the hearing. Decisions of the Arbitrator on matters properly before them shall be final and binding on the parties hereto, to the extent permitted by the Charter of the City. 17 In addition to the arbitrators proposed by the State Mediation and Conciliation Service, the parties shall be free to select from a pool of arbitrators mutually selected by the City and the Association. CHAPTER 7. GRIEVANCE PROCEDURE 7.1. DEFINITION A grievance is any dispute which involves the interpretation or application of any provision of this Memorandum of Understanding. 7.2. INITIAL DISCUSSIONS Any employee who believes that he or she has a grievance may discuss his or her complaint with the Chief of Police or with such management official as the Chief of Police may designate. If the issue is not resolved within five (5) working days in the Department, or if the employee elects to submit his or her grievance directly to an official of the employee organization which is formally recognized as the representative of the classification of which he or she is assigned, the procedures hereafter specified may be invoked. 7.3. REFERRAL TO CITY MANAGER Any employee or any official of the employee organization which have been formally recognized by the City and which has jurisdiction over any position directly affected by the grievance may notify the City Manager and Police Chief in writing that a grievance exists, and in such notification, state the particulars of the grievance, and, if possible, the nature of the determination which is desired. No grievance may be processed under subsection 7.4 below which has not first been heard and investigated in pursuance of subsection 7.2. A grievance which remains unresolved thirty (30) calendar days after it has been submitted in writing may be referred to the next step. Any time limit may be extended to a definite date by mutual agreement of the Association and the appropriate management representative. 7.4. CITY MANAGER AND ARBITRATION If the grievance is not resolved in the previous step, the grievant, the Association, or the City may, after completion of the previous step in the grievance procedure, submit the grievance directly to the City Manager, or may request arbitration. If arbitration is requested, representatives of the City and the Association shall meet promptly to select a mutually acceptable arbitrator. The fees and expenses of the arbitrator and of a court reporter shall be shared equally by the Association and the City. Each part, however, shall bear the cost of its own presentations, including preparation and post hearing briefings, if any. No Arbitrator shall entertain, hear, decide or make recommendations on any dispute involving a position over which a recognized employee organization has jurisdiction unless such dispute falls within the definition of grievance as hereinabove set forth in paragraph (1) of this Section. Proposals to add to or change this Memorandum of Understanding or written agreement or addenda supplementary hereto shall not be grievable and nor proposal to modify, amend or terminate this Memorandum of Understanding, not any matter or subject under this Section; and no Arbitrator shall have the power to amend or modify this Memorandum of Understanding or written agreements or addenda supplementary hereto or to establish any new terms or conditions of employment. No changes in the Memorandum of Understanding or interpretations thereof will be recognized unless agreed to by the City Manager and the Association. 18 A hearing before the arbitrator shall be held within 60 days of the selection of the arbitrator unless the arbitrator's schedule does not so permit, and the arbitrator shall render a decision which is binding on the parties hereto, to the extent permitted by the Charter of the City. CHAPTER 8. REDUCTION IN FORCE In reduction of forces, the last employee appointed within the represented classification shall be the first employee laid off, and in re -hiring, the last employee laid off shall be the first employee re- hired until the list of former employees is exhausted, provided that the employee retained or re- hired is capable, in the opinion of the City, to perform the work required. An employee laid off from City services prior to being re -hired must pass the physical examination administered by a City - appointed physician and must pass the background check administered by the Police Department. The names of employees laid off shall be placed on a Re-employment Eligible List as hereinafter specified. The Re-employment Eligible List shall consist of names of employees and former employees having probationary or permanent status who were laid off in that classification. The rank order on such lists shall be determined by relative seniority as specified above. Such list shall take precedence over all other eligible lists in making appointments to the classification in which the employee worked. The name of any person laid off shall continue on the appropriate Re-employment Eligible List for a period of one (1) year after it is placed thereon. The names of any eligible employees on a Re- employment eligible List shall be automatically removed from said list at the expiration of the appropriate period of eligibility. CHAPTER 9. MISCELLANEOUS 9.1. EMPLOYER-EMPLOYEE RESOLUTION The City and the Association agree to abide by the City of San Rafael's Employer -Employee Relations Resolution. 9.2. UNIFORM ALLOWANCE The represented classification will receive a uniform allowance for each six (6) months of service ending June 30 and December 31. Effective July 1, 2006, the uniform allowance will be $530.00 ($1060.00 per year). A pro -rated portion of the allowance may be given for the first and last six (6) months of service upon recommendation of the Police Chief and approval of the City Manager or their designee. 9.3. OUTSIDE EMPLOYMENT All employees of the Police Department should refer to City policy #140.07regarding outside employment. 9.4. GRATUITIES/SOLICITATION OF CONTRIBUTIONS All employees of the Police Department should refer to Departmental Rule and Regulation 300.48 and 300.50 for the rules and procedures related to gratuities/solicitation. "iEf 9.5. RETURN OF CITY EQUIPMENT Upon termination of employment, all tools, equipment, and other City property assigned to any employee shall be returned. 9.6. POLITICAL ACTIVITY The political activity of City employees shall comply with pertinent provisions of State and Federal Law. 9.7. EMPLOYMENT OF RELATIVES The City retains the right: 1. To refuse to place one party to a relationship under the direct supervision of the other party to a relationship where such has the potential for creating adverse impact on supervision, safety, security or morale. 2. To refuse to place both parties to a relationship in the same department, division or facility where such has the potential for creating adverse impact on supervision, safety, security, or morale, or involves potential conflicts of interest. 9.8. RULES AND POLICIES 9.8.1. Personnel Rules This Association accepts the revised Personnel Rules and Regulations presented in a documented dated 4/91. 9.8.2. Drug And Alcohol Policy The City and Association jointly recognize alcoholism and drug abuse as illnesses which may be treatable. The parties are concerned regarding alcoholism and drug problems which cause poor attendance and unsatisfactory employment related performance and/or which may pose a danger to employees or the public. Therefore, the City and Association endorse the concept of a drug free work place. Possession and/or sale of illegal drugs, use of illegal drugs or misuse of prescribed drugs or alcohol, or being under the influence of drugs or alcohol while on the job is strictly prohibited. Employees violating this policy are subject to discipline, up to and including termination. When reasonable cause (relates to readiness and/or ability to perform job responsibilities) exists, the City may require employees to submit to a medical examination, including but not limited to a urine or blood analysis, to determine whether the employee is using drugs or alcohol. Said testing shall occur on City time and be paid for by the City. An employee's failure to submit to a medical examination will be considered an act of insubordination, and therefore, subject to disciplinary action. Depending on the circumstances causing the order for medical examination, employees testing positive may be subject to discipline, up to and including termination. Upon being informed that the employee tested positive, the employee may request a meeting with the Human Resources Manager and the Chief of Police to review the test results and provide the employee's explanation for such results. Employees are encouraged to voluntarily participate in the City sponsored employee assistance program (EAP). However, EAP participation may be a City -mandated alternative to disciplinary action arising out of a violation of the City's drug and alcohol policy. 20 As a course of participating in the EAP on a mandated basis, an employee may be required to enter into a "return to work agreement," with the City. Said agreement shall stipulate ongoing freedom from drug and/or alcohol use as a condition of continued employment. Employees who seek voluntary assistance for alcohol and/or substance will not be disciplined for seeking such assistance. Requests from employees to the Chief of Police for such assistance shall remain confidential and shall not be revealed to other employees or management personnel, who do not have a need to know, without the employee's consent. Employees enrolled in substance abuse programs shall be subject to all Employer rules, regulations and job performance standards with the understanding that an employee enrolled in such a program is receiving treatment for an illness. An employee who is disciplined/discharged for inappropriate alcohol and/or drug use may appeal such action pursuant to Chapter 7.4 of the Memorandum of Understanding. 9.8.3. Temporary Modified Duty Policy Statement The purpose of this temporary modified duty program is to minimize the losses of productive time, while at the same time reintroducing the employee to work sooner to prevent deterioration of skills, facilitate recovery and reduce income loss. Modified duty assignments will be structured so that employees are not placed in a duty status that would aggravate or re -incur an injury or illness. Modified duty assignments are to be limited to temporary periods and are not to be used to create a permanent modified duty assignment. 1. Coverage Any employee who suffers a temporary and partial disability due to an industrial or non- industrial injury or illness will be covered by this modified duty program. 2. Determination/Required Reports a. Modified Duty assignments may be made following evaluation and determination by the department head. The determination will be based on available medical information, and consultation with the employee or the affected supervisor. Determination will also be based on the needs of the City and the impact of modified duty departmental operations. b. After the initial report, updated medical reports shall be submitted to the department head at two week intervals, or at other agreed upon intervals, for as long as the employee is off work. Reports will be required for all industrial or non- industrial injuries or illnesses regardless of whether or not a modified duty assignment has been made. C. Reports will be evaluated by the department head for purposes of continuing or terminating a current modified duty assignment or to determine when to commence a modified duty assignment. 3. Modified Duty Assignments - Definitions/Restrictions a. Modified duty assignments may consist of reduced work hours, limited work or any combination thereof. b. Modified duty assignments will not adversely affect the employee's normal wage rate or retirement benefits. C. Modified duty assignments will be within the employee's assigned department and will involve work which is consistent with the duties of the employee's classification. 21 d. When feasible, modified duty assignments will be during the employee's normal shift and duty hours. However, if it is determined that no useful work will be performed during the normal shift or duty hours, the employee will be assigned modified duty during normal office hours of 8:00 a.m. to 5:00 p.m. Monday through Friday. e. Specific modified duty assignments will be developed based upon a case by case review of the medical restrictions, so as not to aggravate or reincur an injury or illness. f. Employees will not be placed in modified duty assignments that, in the normal course of events, will require that they provide direct field emergency response. 4. Holidays/Vacations a. Holidays shall be observed in accordance with the modified duty assignment work hours and work week. That is, if an employee is assigned to work hours in a department, division, or operating unit where employees in that work unit take the holiday off, so shall the modified duty employee. If the employee is assigned to work hours on a work holiday, so shall the modified duty employee. Compensation for holidays shall be in accordance with applicable Memorandum of Understanding or the Personnel Rules and Regulations. b. Employees assigned to modified duty shall take their assigned (selected) vacation as normally scheduled. Vacations shall cover the same number of duty and calendar days as would have been enjoyed by the employee if they had remained on full duty. Employees may reschedule their assigned (selected) vacation with the approval of the department head, provided the rescheduling does not result in increased costs or lost time to the City for relief personnel to cover the rescheduled vacation. 5. Return to Full Duty Employees will be returned to full duty as soon as possible following medical certification that the employee is able to resume the full duties of his or her classification. 9.8.4. City Vehicle Use The City agrees to allow all currently represented classified positions (Police Captain, Police Lieutenant, and Police Support Services Manager), covered by this agreement, the use of department vehicles, as practiced on the date the M.O.U. was adopted by the City Council, for FY 91-92, as they are expected to respond to emergencies. During the term of this contract the Chief of Police and members of this Association shall meet and confer on the development of a specific policy related to City Vehicle Use. CHAPTER 10. RULES GOVERNING M.O.U. 90.9. EXISTING LAWS, REGULATIONS AND POLICIES This M.O.U. is subject to all applicable laws. 90.2. STRIKES AND LOCKOUTS During the term of this M.O.U., the City agrees that it will not lock out employees, and the Association agrees that it will not encourage or approve any strike or slowdown growing out of any dispute relating to the terms of this Agreement. The Association will take whatever lawful steps are necessary to prevent any interruption of work in violation of this Agreement, recognizing with the City that all matters of controversy within the scope of this Agreement shall be settled by 22 established procedures set forth in the City's charter, ordinances, and regulations, as may be amended from time to time. 10.3. FULL UNDERSTANDING, MODIFICATION, WAIVER A. The parties jointly represent to the City Council that this M.O.U. set forth the full and entire understanding of the parties regarding the matters set forth herein. B. Except as specifically otherwise provided herein, it is agreed and understood that each party hereto voluntarily and unqualifiedly waives its right, and agrees that the other shall not be required, to meet and confer with respect to any subject or matter covered herein, not as to wages or fringe benefits during the period of the term of this M.O.U. The foregoing shall not preclude the parties hereto from meeting and conferring at any time during the term of this Agreement with respect to any subject matter within the scope of meeting and conferring for a proposed M.O.U. between the parties to be effective on or after July 1, 2006. 10.4. PREVAILING RIGHTS All matters within the scope of meeting and conferring which have previously been adopted through rules, regulations, ordinance or resolution, which are not specifically superseded by this M.O.U., shall remain,.in full force and effect throughout the term of this Agreement. 10.5. SEVERABILITY If any article, paragraph or section of this M.O.U. shall be held to be invalid by operation of law, or by any tribunal of competent jurisdiction, or if compliance with or any enforcement of any provision hereof be restrained by such tribunal, the remainder of this M.O.U. shall not be affected thereby, and the parties shall enter into meet and confer sessions for the sole purpose of arriving at a mutually satisfactory replacement for such article, paragraph or section. 10.6. SUCCESSOR NEGOTIATIONS Both parties agree to begin the meet and confer process no later than April 1, 2006, regarding the terms and conditions applicable to a M.O.U. effective July 1, 2006. The process will be initiated by the San Rafael Police Mid -Managers Association through the submittal of upcoming contract requests it wishes to be considered. 23 SAN RAFAEL POLICE MID- MANAGEMENT�$S CIATION Cl OF SAW AFAEL By By Mike Keller, Police Captain 41rrn Sc utz, Assistan City Manager JeffPprapiipli, Police Captai Nancy Mackle, Economic Development Director L r Assi tant to the ity Manage Date 2-2-/ 0 7 Datey42 c) -7 24 MEMORANDUM OF UNDERSTANDING CITY OF SAN RAFAEL SAN RAFAEL POLICE MID -MANAGEMENT ASSOCATION List of Exhibits Exhibit A Salary Schedule 09/01/06 Exhibit B Salary Schedule 07/01/07 Exhibit C Salary Schedule 07/01/08 Exhibit D Benchmark and Internal Relationship CC) LO coco LO N N W r— O 0 n N — 603 CY) CV cD 4 O ( CL r- O E9 00 Ef3 M 1� C) U v N04 n � 6s U) O LO N O 00 O m 0 pp pp w � �_ U) .0 X W O Nt y Q CL a� O c 0 R 0 N '0 N Q L C 0 (9 41 (u d C IM C (0 C N N CD t4 m co c C w (B X- 2 CD 0 co V p N C a. c `II c 0 a v .n cu m n n +-� m E U fn m D � U U U LU v) CD 0 a a0 _w s x LU :; J, co 0o cn N U) (D 0- D) U') LO W C ci 64 EA 69 O M LO 0) In In O M O VI - C) C D) 0- a) a) t3 GF+ 00 CD co O fl— f— 0o cc) (D U o ci ca 60 ami a) ca U co O N 00 N co N N m C D) 00 69 c1J Q N 64 J, m v � Y Ucucu cn E E O U N a) co m C C 03 iru asci ca aa) U a) a� U U O .O CL a ca C N 2 N () 0 it a) V- 0 CL n. CO 0) U_ O a rn CD 00 Q ti 0- 4) U) m v � Y Ucucu cn E E O U N a) co m C C 03 iru asci ca aa) U a) a� U U O .O CL a ca C N 2 N () 0 it a) V- 0 CL n. CO 0) U_ O a M 00 LO ti N Cn N co 00 W N O CA rn h LO co co 0 co CY) C'7 Q. (1) ~- V C5 �3 G CO M M M CD CD CY) U ` _ cc 10 rn 60. Cao Vym ao rn v rn o U') c1r) in m o of ao D_ T- 691CO 60. � :Q L X W Z o eo � Q Go CL c 0 iv .� 0 (D cn N p Q s � C cu 4)CD C N M Cn m cu c R C CU cn CU V V .rN c (n 0 c cu c V NCD co CDcu ca- CL d +-� N U � co tea/ N .i� r Qi Qi CU s c Z. A2 LUV) a a0 a San Rafael Police Mid Managers Association MOU Exhibit "D" Benchmark Relationships Job Class Title Police Captain Police Lieutenant Benchmark Relationship Benchmark Benchmark -15% Police Support Services Mgr. Benchmark - 27% CITY OF SAN RAFAEL ROUTING SLIP / APPROVAL FORM INSTRUCTIONS: USE THIS FORM WITH EACH SUBMITTAL OF A CONTRACT, AGREEMENT, ORDINANCE OR RESOLUTION BEFORE APPROVAL BY COUNCIL / AGENCY. SRRA ..,....RC,r �w SR CAGENDA ITEM NO. DATE OF MEETING: _3/5/07 FROM: Nancy Mackle DEPARTMENT: Economic Development RECEIVED DATE: 2/22/07 FEB 2 2 2007 IriTv ArmR51Rv TITLE OF DOCUMENT: .Wemorandum of Understanding (MOU) pertaining to compensation and working conditions between the City of San Rafael and the San Rafael Police Mid -Management Association Department H ad (signature) *** *** *** *** *** *** *** *** *** *** *** *** *** *** *** *** (LOWER HALF OF FORM FOR APPROVALS ONLY) APPROVED AS COUNCIL / AGENCY AGENDA ITEM: Manager (signature) NOT APPROVED RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AMENDING RESOLUTION NO 11190 PERTAINING TO THE COMPENSATION AND WORKING CONDITIONS FOR THE SAN RAFAEL POLICE MID -MANAGEMENT ASSOCIATION. (3 year MOUfrorn July 1, 2006 through June 30, 2009). WHEREAS, the City of San Rafael and the San Rafael Police Mid -Management Association, have met and conferred with regard to wages, hours and working conditions in accordance with the provisions of the Meyers-Milias-Brown Act; and WHEREAS, a Memorandum of Understanding dated February 22, 2007, and consisting of 23 pages and Exhibits has been executed by duly authorized representatives for both parties; follows: NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of San Rafael as Section 1: From and after the date of adoption of this Resolution, the City of San Rafael and the San Rafael Police Mid -Management Association, shall utilize the Memorandum of Understanding effective July 1, 2006, as the official document of reference respecting compensation and working conditions for Police Department personnel represented by the Police Mid - Management Association; Section 2: The schedules describing classes of positions and salary ranges attached as Exhibit A through D, to said Memorandum of Understanding, together with the Memorandum of Understanding itself are hereby adopted and both shall be attached hereto and incorporated in full. I, JEANNE M. LEONCINI, 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 on Monday, the 5th day of March, 2007 by the following vote, to wit: AYES: COUNCILMEMBERS: NOES: COUNCILMEMBERS: ABSENT: COUNCILMEMBERS: JEANNE M. LEONCINI, CITY CLERK .