HomeMy WebLinkAbout2011-07-18_cityofsanrafael_b8b184395bce0b47c213e9024ec14c78CITY OF Agenda Item No: 3L
n. Meeting Date: July 18, 2011
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Management Services
Prepared by:
Leslie Loomis, Human Resources Director (SG) City Manager Approval:
SUBJECT: RESOLUTION ESTABLISHING THE COMPENSATION AND WORKING CONDITIONS FOR MID -
MANAGEMENT EMPLOYEES (Effective July 1, 2011 through June 30, 2013)
RECOMMENDATION: Adopt resolution
BACKGROUND: Since 2007, the City of San Rafael has had to make significant budget balancing decisions to
deal with the impacts of the national recession. Some of the personnel -related steps taken to help address the
City's deficit include work furloughs, an early retirement program, a hiring freeze, layoffs and other actions. At
the July 5, 2011 meeting, the City Council adopted the budget for FY 2011-2012 which included a 4% total
compensation reduction across all bargaining units for the term of the upcoming labor contracts. The key issues
of current negotiations have centered around pension reform, compensation reductions through a reduced work
schedule, and other more immediate cost -reducing measures and revenue generating programs.
The Unrepresented Mid -Management group includes 28 managers in non -safety positions. For the past two
fiscal years, Mid -Management employees and other non -safety groups have participated in a 13 day furlough
equivalent to a 5% reduction in pay each fiscal year. The current Resolution between the City and
Unrepresented Mid -Management Employees covers a one year period from July 1, 2010 to June 30, 2011.
Informational meetings have been held with the employees in this group during which options were discussed
regarding the compensation authority granted by the City Council for the period being discussed. It was the
decision of this group to present the attached resolution to the City Council for approval of a two-year salary and
benefit resolution as summarized below.
Representatives from both the City and Mid -Management employees recognize the burden of the rising cost of
employer pension contributions and other employee compensation costs and have worked diligently throughout
this negotiation process to address this issue. The items summarized below outline concessions made by
Unrepresented Mid -Management employees to participate in the 4% total compensation reduction requested by
the Council and meet the City's goals for pension cost reduction.
ANALYSIS / SUMMARY: The following reflects highlights of the tentative agreement between the City and the
Unrepresented Mid -Managers' group:
1. Term of the Agreement: July 1, 2011 through June 30, 2013 (2 -year contract)
2. Total Compensation Savings: 4%
FOR CITY CLERK ONLY
File No.:
Council Meeting:
Disposition:
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Paae: 2
3. Permanent Work Schedule Reduction:
The work week will reflect thirty-six (36) hours. This will result in a reduction in salary as reflected in the
attached salary schedule.
4. Furloughs:
All full-time employees will be subject to fifteen (15) hours of furlough per fiscal year for the term of this
resolution.
5. Pension Reform:
Eligible employees hired after July 1, 2011 will receive an MCERA retirement benefit at the formula 2% at age
55, calculated based on the average of their three highest years of compensation, in accordance with MCERA
regulations. The annual pension adjustment shall be a maximum of two percent (2%) COLA.
A four percent across-the-board compensation reduction represents a significant understanding of the City's
financial condition by its employees. Considerably more staffing reductions would need to have been made
without the agreement of our City's employees to reduce their compensation. By doing so, the employees
played a very significant role in reducing the impact to City services.
FISCAL IMPACT: As stated above, the City Council approved the Fiscal Year 2011-12 budget including a 4%
total compensation reduction for all bargaining units. This reduction was projected to save approximately $1.4
million in overall costs. This Resolution reflects a 4% total compensation reduction and is therefore a part of the
overall $1.4 million in personnel cost savings.
G�iFIN: kf1:1►111 &'3
• Unrepresented Mid -Management Salary Schedule for July 1, 2011 to June 30, 2013
OPTIONS:
• Accept staff's recommendation and adopt the resolution
• Seek additional information from staff and postpone a decision on this Resolution
• Reject recommendation
ACTION REQUIRED: Adopt the resolution approving the Resolution between the City of San Rafael and
Unrepresented Mid -Management employees for a period of two years (July 1, 2011 through June 30, 2013).
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL ESTABLISHING
THE COMPENSATION AND WORKING CONDITIONS FOR
UNREPRESENTED MID -MANAGEMENT EMPLOYEES ("MID -MANAGERS")
(Effective July 1, 2011 through June 30, 2013)
1. MID -MANAGEMENT EMPLOYEES
The Mid -Management Employees of the City of San Rafael are the Mid -Management Job
Class Titles ("Mid -Managers", herein) enumerated in Exhibit A, attached hereto and
incorporated herein. This Resolution shall constitute the compensation and conditions of
employment for the Mid -Managers for the period from July 1, 2011 through June 30, 2013.
2. SALARY AND COMPENSATION GOALS
A. GOALS AND COMPENSATION DEFINITIONS
It is the goal of the City Council to try to achieve a total compensation package for all Mid -
Managers that is competitive compared to similar cities in our labor market. The survey cities
are Fairfield, Hayward, San Leandro, South San Francisco, Alameda, Napa, Novato and Santa
Rosa. The Council's goal is to attract and retain the most qualified Mid -Managers in
accordance with the City's ability to pay.
Total Compensation for survey purposes shall be defined as: Top step salary (excluding
longevity pay steps), educational incentive pay, holiday pay, uniform allowance, employer
paid deferred compensation (except for such portion that may be part of employee cafeteria
plan), employer's contribution towards employees' share of retirement, employer's retirement
contribution, employer paid contributions toward insurance premiums for health, life, long
term disability, dental and vision plans, management allowance, and employer paid
cafeteria/flexible spending accounts.
B. COMPENSATION SURVEYS
In order to measure progress towards the above -stated goal, the City shall survey the
identified Management benchmark position's (Exhibit B) to assess the related Mid -
Management positions in the final year of the Resolution in advance of discussions regarding
a successor Resolution.
Identified benchmark positions from other agencies include positions that are filled as well as
those that may be unfilled, so long as the benchmark position is identified by the survey
agency as being on the salary schedule and having a job class description. Other
city/agency positions are established as benchmark positions in San Rafael's compensation
survey based upon similar work and similar job requirements.
The City shall review the benchmark and related survey data for accuracy and completeness.
The City shall provide the survey data to all Mid -Managers. During the term of this
Resolution, Mid -Managers agree to work with the City to identify and implement a new
benchmark strategy such as an alignment of Mid -Manager salaries with the respective
department director.
C. SALARY INCREASES
1. July 1, 2011 Salary Increase. Effective. July 1, 2011 the City shall provide a 0.0%
salary increase (Exhibit C) to the pay range for all Mid -Management classifications
covered by this Resolution.
2. July 1, 2012 Salary Increase. Effective July 1, 2012 the City shall provide a 0.0%
salary increase (Exhibit C) to the pay range for all Mid -Management classifications
covered by this Resolution.
3. INSURANCE
Health & Dental Insurance benefits are prorated for part-time employees in accordance with
the percentage of full-time work schedule. Domestic partners who are registered with the
Secretary of State and same-sex spouses are considered dependents under these benefits.
Pertinent taxes will be applied to coverage provided to registered domestic partners and same
sex spouses as required by federal and state laws.
A. HEALTH INSURANCE
1. Health Insurance for Active Employees. Effective January 1, 2009, the City
implemented a full flex cafeteria plan for active employees, in accordance with IRS Code
Section 125. Active employees participating in the City's full flex cafeteria plan shall
receive a monthly flex dollar allowance to purchase benefits under the full flex cafeteria
plan. The monthly flex dollar allowance effective January 1, 2011 is:
Employee only: $ 539.25
Employee and one dependent: $ 1078.51
Employee and two or more dependents: $ 1402.07
Flex dollar allowances shall increase on the December 15th paycheck of each
subsequent year by the healthcare component of the Consumer Price Index (CPI) as
determined by CalPERS on an annual basis. The increase to flex dollar allowances shall
not exceed 3% for any given year.
The City shall make available to employees an additional flex dollar allowance to fund a
basic "employee plus dependent" vision plan to be determined by the City.
The City shall contribute to the cost of medical coverage for each eligible employee and
his/her dependents, an amount not to exceed the California Public Employees' Medical
and Hospital Care Act (PEMHCA) contribution, as determined by CalPERS on an
annual basis. This portion of the monthly flex dollar allowance is identified as the
City's contribution towards PEMHCA. The balance of the monthly flex dollar
allowance (after the PEMHCA minimum contribution) may be used in accordance with
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the terms of the cafeteria plan to purchase other benefits or may be converted to
taxable income. For example, in calendar year 2010, a single employee's monthly flex
dollar allowance for health is $523.54, of that amount, $105.00 has been designated
by CalPERS as the City's monthly PEMHCA contribution. The balance of $418.54
may be used to purchase other coverage as offered through the cafeteria plan or may
be converted to taxable income.
If an employee has health insurance coverage through a spouse/dependent or a
former employer and provides proof of other coverage to the Human Resources
Department, the employee may elect to waive the City's health insurance coverage
and elect to use flex dollars in accordance with the terms of the cafeteria plan.
Miscellaneous Allowance for Employees hired on or before January 1, 2009:
The City shall pay to employees hired on or before January 1, 2009 a miscellaneous
allowance in an amount equivalent to the difference between the employee's benefit
election for coverage under PEMHCA and their flex dollar allowance, if their benefit
election under PEMHCA exceeds their flex dollar allowance. The miscellaneous
allowance shall be treated as income. An employee may use the miscellaneous
allowance to pay for health coverage on a pre-tax basis as defined under the City's.
Cafeteria plan.
2. Health Insurance for Retirees
MID -MANAGERS HIRED PRIOR TO APRIL 1, 2007
a. For Mid -Managers who retired before December 1, 2001, the City's contribution to
retiree medical premiums shall be the PEMHCA minimum contribution as designated
by PEMHCA on an annual basis.
Longevity Payments: The City shall make a longevity payment to the City's 401(h)
account on a monthly basis. The City's monthly contribution towards the 401(h)
account shall be the difference between the PEMHCA minimum contribution and
the premium cost of coverage for the retiree, the retiree's spouse/registered
domestic partner and/or qualified dependent children (as defined by PEMHCA)up to
$442 per month. The City's contribution to the City's 401(h) account shall remain in
effect during the lifetime of the Mid -Manager and Mid -Manager's spouse/registered
domestic partner or surviving spouse/registered domestic partner.
b. Mid -Managers who retired on or after December 1, 2001 from the Marin County
Employees Retirement Association (MCERA) within 120 days of leaving their City of
San Rafael Mid -Management position (and who comply with the appropriate
retirement provisions under the MCERA laws and regulations) are eligible to receive
upon retirement the PEMHCA minimum contribution as designated by PEMHCA on
an annual basis.
Longevity Payments: The City shall make a longevity payment to the City's 401(h)
account on a monthly basis. The City's monthly contribution towards the 401(h)
account shall be the difference between the PEMHCA minimum contribution and
the premium cost of coverage for the retiree, the retiree's spouse/registered
domestic partner and/or qualified dependent children (as defined by PEMHCA)
capped at the contribution the City makes towards the health coverage of active
Mid -Manager employees. The City's contribution to the City's 401(h) account shall
remain in effect during the lifetime of the Mid -Manager and Mid -Manager's
spouse/registered domestic partner or surviving spouse/registered domestic partner.
As described in this subsection, the City shall reimburse retired Mid -Managers and
their spouses or registered domestic partners the Medicare Part B standard
premium amount, (i.e. $96.40 for 2009), as determined by the Centers of Medicare
and Medicaid Services (CMS) on an annual basis. The City shall reimburse the
cost of Medicare Part B standard premiums once the City receives proof of
payment of the Medicare Part B premiums by the retired Mid -Manager and/or the
retired Mid -Manager's spouse/registered domestic partner or surviving
spouse/registered domestic partner. This reimbursement shall remain in effect for
the retired Mid -Manager's life and that of the retired Mid -Manager's
spouse/registered domestic partner or surviving spouse/registered domestic
partner.
MID -MANAGERS HIRED ON OR AFTER APRIL 1, 2007
Mid -Managers who are hired on or after April 1, 2007, and who retire from the Marin
County Employees Retirement Association (MCERA) within 120 days of leaving
their City of San Rafael position (and comply with the appropriate retirement
provisions under the MCERA laws and regulations) are eligible to continue in the
City's group health insurance program. The City's contribution towards the
coverage of retirees under this subsection (3.A.2.b.) shall be the PEMHCA
minimum contribution as determined by CalPERS on an annual basis.
Longevity Payments: The City shall make a longevity payment to the City's 40.1(h)
account on a monthly basis. The City's monthly contribution towards the 401(h)
account shall be the difference between the PEMHCA minimum contribution and
the premium cost of coverage, up to $600, for the retiree. The City shall not be
responsible for making any contributions towards the cost of coverage of the
retiree's spouse, registered domestic partner or dependents. The City's contribution
to the City's 401(h) account shall cease upon the retired Mid -Manager's death.
The City shall not be responsible for reimbursing retired Mid -Managers and/or their
spouses for any Medicare premiums paid by the retired Mid -Manager and/or the
retired Mid -Manager's spouse or surviving spouse.
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MID -MANAGER HIRED ON OR AFTER JANUARY 1, 2009
Mid -Managers who are hired on or after January 1, 2009, and who retire from the
Marin County Employees Retirement Association (MCERA) within 120 days of
leaving their City of San Rafael position (and comply with the appropriate retirement
provisions under the MCERS laws and regulations) are eligible to continue in the
City's group health insurance program. The City's contribution towards the
coverage of retirees under this subsection (3.A.2.c) shall be the PEMHCA minimum
contribution as determined by CalPERS on an annual basis.
The City shall not be responsible for reimbursing retired Mid -Managers -and/or their
spouses for any Medicare premiums paid by the retired Mid -Manager and/or the
retired Mid -Manager's spouse or surviving spouse.
B. LIFE INSURANCE
The City shall provide a basic group life insurance plan equal to his/her annual salary at no cost
to the employee.
C. LONG-TERM DISABILITY INSURANCE
The City shall provide long term disability (LTD) insurance, at no cost to the employee, with a
benefit of two-thirds (2/3) of the employee's monthly salary, up to a maximum benefit of $7500
(reduced by any deductible benefits).
D. DENTAL INSURANCE
The City shall make available to employees, an additional flex dollar allowance equal to $113
per month to purchase dental coverage under the City's dental plan. The City shall pay dental
premiums on behalf of the employee and eligible dependents.
E. EMPLOYEE ASSISTANCE PLAN
The City provides an Employee Assistance Program (EAP) with confidential personal
counseling on work and family related issues such as eldercare, substance abuse, etc.
Supervisors may also utilize the EAP to refer employees to counselors for work related
assistance.
4. RETIREMENT
A. EMPLOYER PAID MEMBER CONTRIBUTION (EPMC)
Each Mid -Manager is responsible for paying the full cost of their employee contribution rate as
established by the Marin County Employee Retirement Association.
B. COLA
Mid -Managers participating in the Marin County Employee Retirement Association will pay
their full share of members' cost of living rates as allowed under Articles 6 and 6.8 of the
1937 Retirement Act. Miscellaneous and safety member contribution rates include both the
basic and COLA portions (currently 50% of the COLA is charged to members as defined in
the 1937 Act).
C. RETIREMENT PLAN
The City shall provide the Marin County Employee Retirement Association 2.7% @55
retirement program to all miscellaneous Mid -Manager subject to Marin County Employee
Retirement Association procedures and regulations and applicable 1937 Act laws. This is
based on an employee's single highest year of compensation.
Employees hired on or after July 1, 2011 will receive an MCERA retirement benefit at the
formula 2% at 55, calculated based on the average of their highest three years of
compensation, in accordance with MCERA regulations. The annual pension adjustment
shall be a maximum of 2% COLA. Minimum retirement age is 55.
D. SERVICE CREDIT FOR SICK LEAVE
Mid -Managers who are eligible to accrue sick leave and who retire from the City of San
Rafael, on or after 07/01/95 and within 120 days of leaving City employment (excludes
deferred retirements), shall receive employment service credit (incorporated from Resolution
#9414, dated July 17, 1995), for retirement purposes only, for all hours of accrued, unused
sick leave (exclusive of any sick leave hours they are eligible to receive and they elect to
receive in compensation for at the time of retirement, pursuant to Section 5 A. of this
Resolution).
This provision will no longer be available to Mid -Managers hired after June 30, 2009.
E. MANAGEMENT ALLOWANCE
Pursuant to Resolution No. 10657, the City established a Defined Contribution Retirement Plan
for Mid -Managers. All rules related to this plan shall be governed by the Plan document as
amended. Current contribution is three percent (3%) of base salary. Eligible employees
shall have a one-time option of electing an employer contribution (pre-tax) to their PARS
account or an after tax payment in the form of a management allowance. The City shall make
Plan changes, as required from time to time, in order to have the Defined Contribution
Retirement Plan remain in compliance with then existing IRS regulations.
5. LEAVES OF ABSENCE
A. SICK LEAVE
Mid -Managers shall earn sick leave credits at the rate of one (1) working day per month
commencing with the date of employment. Accrued sick leave may be used during their
probationary period.
Mid -Managers who leave City service in good standing shall receive compensation (cash in) of
all accumulated, unused sick leave based upon the rate of three percent (3%) for each year
of service up to a maximum of fifty percent (50%) of their sick leave balance. In the event of
•
the death of an employee, payment for unused sick leave (based upon the previously stated
formula) shall be paid to the employee's designated beneficiary.
Mid -Managers may accrue unlimited sick leave for usage purposes. However, a maximum of
one thousand, two hundred hours (1,200) accrual applies for cash -in purposes at the time of
City separation.
Mid -Managers may use sick leave prior to completion of probation. In recognition of Mid -
Managers' exempt status under FLSA, time off for sick leave purposes shall not be deducted
from a Mid -Manager's sick leave accrual, unless the employee is absent for the full work day.
Use of sick leave for work-related injuries or illnesses shall not be required when it is
determined by the treating physician that this status is permanent and stationary.
B. VACATION LEAVE
1. Vacation Accrual - Vacation is accrued when an employee is on pay status and is
credited on a bi-weekly basis. Eligible employees accrue vacation at the following
rate for continuous service performed in' pay status:
Years of service
Leave Accrual rate/yearly
1-5 years
15 days
6 years
16 days
7 years
17 days
8 years
18 days
9 years
19 days
10 years
20 days
11 years
21 days
12 years
22 days
13 years
23 days
14 years
24 days
15 plus years
25 days
In recognition of Mid -Managers' exempt status under FLSA, time off for vacation leave
purposes shall not be deducted from a Mid -Manager's vacation accrual unless the
employee is absent for the full work day.
2. Administration of Vacation Leave
The City Manager may advance vacation leave to a Mid -Manager; prior approval is
required. Mid -Managers may accrue a maximum of 250 hours of vacation. Vacation
leave accrual shall resume once the employee's accumulated vacation leave balance
falls below the accrual limit of 250 hours. Mid -Managers who terminate their
employment shall be paid in a lump sum for all accrued vacation leave earned prior to
the date of termination. Mid -Managers may not utilize accrued vacation, administrative
leave time, or personal leave time to extend their retirement date and service credit at
the end of their city service.
3. Annual Option for Payment of Accrued Vacation Leave
A Mid -Manager who has taken at least ten (10) days of vacation in the preceding twelve
(12) months, may request that his/her accrued vacation, not to exceed fifty-two and 1/2
(52.5) hours, be paid to him/her in cash. The request may be granted at the discretion of
the City Manager. Mid -Managers may not cash -in more than fifty-two and 1/2 (52.5)
hours within any twelve (12) month period.
C. ADMINISTRATIVE LEAVE
Mid -Managers shall receive seven (7) Administrative Leave days each calendar year subject to
the approval of the department director and the City Manager. An additional three (3) days may
be granted at the discretion and with approval of the department director and the City Manager.
Unused Administrative Leave shall not carry over from one calendar year to the next, nor shall
unused Administrative Leave balances be paid to a Mid -Manager upon his/her resignation.
In recognition of exempt status under FLSA time off for Administrative leave purposes shall not
be deducted from a Mid -Manager's administrative leave accrual, unless the employee is absent
for the full work day.
D. HOLIDAYS
City shall provide eleven designated holidays and two floating holidays per calendar year to
Mid -Managers. The hours for the floating holidays are automatically added to an employees'
vacation accrual on a semi-annual basis.
E. BEREAVEMENT LEAVE
In the event of the death of a Mid -Manager's spouse, child, parent, brother, sister, in-law(s),
relative who lives or has lived in the home of the employee, and/or another individual who has
a legal familial relationship to the employee and resided in the employee's household, the City
shall provide bereavement leave up to a maximum of three (3) days within the state and five (5)
days out-of-state.
F. CATASTROPHIC LEAVE
All Mid -Managers shall abide by the City's Catastrophic Leave Policy.
6. EMPLOYMENT TERMS
A. HOURS OF WORK
The WORK WEEK will reflect thirty-six (36) hours for all represented job classes. Unless
otherwise designated, the normal business hours for vacation, sick and administrative leave
deduction and sick and administrative leave accrual purposes for Mid -Managers shall be 7.5
hours per day. The 36 hour work week will be implemented as soon as possible, but no later
than July 16, 2011 and will be in effect until the last pay period of June 2013. This reduction in
hours will result in a 4% reduction in salary as reflected in Exhibit B.
B. DRUG FREE WORK PLACE
All Mid -Managers shall abide by the City's Drug and Alcohol Policy.
C. FURLOUGH PLAN
Mid -Managers endorse the Furlough Program described in Exhibit D attached to this
Resolution. For the term of this resolution, all employees will be subject to fifteen (15) hours of
furlough per fiscal year. The Mandatory Time Off (MTO) provision of the Furlough Program
described in Exhibit C, including "Other Terms and Conditions", will be suspended until the last
pay period of June 2013.
D. PAY FOR PERFORMANCE EVALUATION SYSTEM
Mid -Managers shall be evaluated annually based upon the evaluation program adopted by the
City Council in October of 1996 and incorporated by reference herein.
E. OUTSIDE EMPLOYMENT
All Mid -Managers shall abide by the City's Outside Employment Policy
F. CITY VEHICLE
Under limited circumstances, a city vehicle may be provided to a Mid -Manager if it is
determined to be needed to complete his/her job duties and upon approval of the City
Manager.
I, ESTHER C. BEIRNE, Clerk of the City of San Rafael, hereby certify that the foregoing
resolution was duly and regularly introduced and adopted at a regular meeting of the Council of
said City held on the 18th day of July, 2011 by the following vote, to wit:
AYES: COUNCILMEMBERS:
NOES: COUNCILMEMBERS:
ABSENT: COUNCILMEMBERS:
ESTHER C. BEIRNE, CITY CLERK
July 1, 2011
Mid -Management Job Class Group
Accounting Supervisor
Assistant Director of Community Services
Assistant Library Director
Assistant Public Works Director/City Engineer
Assistant to the City Manager
Associate Civil Engineer
Chief Building Official / Fire Marshal
Deputy City Attorney 1/II
Deputy Fire Marshall
Economic Development Coordinator
Emergency Services Manager
Events Coordinator
Information Technology Manager
Parking Services Manager
Parks Superintendent
Planning Manager
Principal Planner
Public Works Administrative Manager
Recreation Supervisor
Senior Civil Engineer (SRSD)
Senior Recreation Supervisor
Sewer Maintenance Superintendent
Street Maintenance Superintendent
Exhibit A
W:\Management Services- WorkFile\HR- WorkFile\Human Resources\MOU'SWOU's 2011\Mid-Mgmt\MM 11-13_Exh AJob class group.xls
7/14/20113:07 PM
Exhibit B
Management Position Benchmark Job Classes for
Mid -Management Positions
Community Services Director
Library Director
Public Works Director
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MID -MANAGEMENT SALARY RESOLUTION
EXHIBIT "D"
FURLOUGH PROGRAM
Both the City of San Rafael and the Mid -Management Group employees recognize the current
economic condition of the State of California and the City of San Rafael. Through this recognition
and in a cooperative spirit the City of San Rafael and these employees have worked expeditiously
on the development of a Furlough Program. This Agreement does not mean the City will
necessarily implement furloughs; but in the event it is necessary to implement due to continued
economic problems in the City, of San Rafael the procedures for this Furlough Program shall
provide for both Voluntary Time Off (herein described as VTO) and Mandatory Time Off (herein
described as MTO).
Voluntary Time Off (VTO).
The needs of the City and the respective departments (as determined by the Department Director
and City Manager) will need to be considered in the actual granting of VTO. Any VTO time
granted and the resulting savings will have a corresponding impact on the time needed through
MTO.
1. An employee's VTO time would count in determining how many hours of MTO an
employee needed to take during the fiscal year.
2. Employees who take VTO at a time other than when MTO is taken by other employees will
have to take vacation leave, compensatory time off or leave without pay if the MTO results
in the closure of the department.
Mandatory Time Off (MTO).
MTO will be taken by the employee during the MTO period when feasible in their respective
department (as determined by the Department Director and City Manager). The City will attempt
to schedule MTO time in blocks of days (between Christmas and New Years) or individual days
next to scheduled holidays and/or weekends.
1. Employees may not take paid vacation time in lieu of designated MTO time.
2. MTO time shall be considered time in pay status for the accrual of leave and eligibility for
holidays. MTO time will not impact health, dental and life insurance benefits. At this time
MTO time will impact Marin County retirement contributions; but if the Marin County
Retirement Association changes it policy on this the City will, effective the first of the
month following notice from the Marin County Retirement Association, make the
necessary change in the program's administration to correspond with the change in the
policy. Any employee who notifies the City no later than 07/30/11 of their retirement date
and retires from the Marin County Retirement System during FY 11-12 shall be exempted
from the MTO requirements. If said employee did not retire during FY 11-12 as stated,
said employee would be docked in pay an amount equivalent to the number of MTO hours
taken by other represented employees.
3. MTO time shall apply toward time in service for step increases, completion of probation,
and related service credit.
Page 1 of 2
MID -MANAGEMENT SALARY RESOLUTION
EXHIBIT "D"
4. Other Terms and Conditions:
a. The MTO program shall be limited to a maximum five percent (5%)reduction in work
hours/pay for the fiscal year. When the maximum MTO reduction (5%) is
implemented, the involved employee shall be credited with three (3) days of float time.
b. Float Time accrued through the MTO Program must be taken in the fiscal year
following the furlough, with supervisory approval, or the leave will be forfeited. The
float days have no cash value upon termination of employment. If an employee is laid
off before having the opportunity to take unused furlough induced float time, said
employee would be eligible to take the unused furlough induced float time during the
thirty -day layoff notice period.
c. Should the City of San Rafael experience a financial windfall during the fiscal year that
furloughs are implemented, the City agrees to re -open discussions on this Furlough
Program.
d. The City agrees that it will attempt to distribute the dollar value of any MTO time
implemented equally over the remaining number of pay periods in the fiscal year.
Page 2 of 2