HomeMy WebLinkAboutHR Temporary Employee Salary BenefitsAgenda Item No: 3.9
Meeting Date: July 7, 2014
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Management Services
Prepared by: Deirdre Dolan, HR Director' City Manager Approval:
SUBJECT: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL
RESCINDING RESOLUTION NO. 12779, AND ADOPTING A REVISED TEMPORARY,
SEASONAL, RETIREE, AND FIXED -TERM EMPLOYEES SALARY AND BENEFIT PLAN
RECOMMENDATION: Adopt Resolution to make minor modifications to and amend the salary
schedule for Temporary, Seasonal, Retiree, and Fixed -Term Employees by rescinding
Resolution Number 12779 adopted by the City Council on July 6, 2009, and to approve a new
Temporary, Seasonal, Retiree, and Fixed -Term Employees Salary and Benefit Plan and salary
schedule to comply to comply with State minimum wage requirements effective July 1, 2014
and July 1, 2016.
BACKGROUND: The State minimum wage is increasing to $9.00 per hour effective July 1,
2014 and to $10.00 per hour effective July 1, 2016. Certain of the City's temporary job
classifications have beginning salary steps that will be below the State minimum wage as of
July 1, 2014 and July 1, 2016.
The proposed new Salary and Benefit Plan, set forth in Exhibit "A" attached to the proposed
Resolution has job descriptions, classification definitions and salary schedules for Temporary,
Seasonal, Retiree, and Fixed -Term Employees that comply with the minimum wage laws and is
consistent, with minor modifications, with the Benefit Plan set forth in the prior Resolution. The
prior resolution on the Temporary, Seasonal, Retiree, and Fixed -Term Employees Salary and
Benefit Plan needs to be rescinded to establish a new comprehensive Benefit Plan for such
employees.
ANALYSIS: On July 6, 2009, the Council adopted Resolution Number 12779 which amended
the compensation for Part -Time, Temporary, Seasonal and Fixed -Term Employees to provide
for CPI adjustments in the salary schedule for such employees in future fiscal years, if it is
financially prudent to do so as determined by the City Manager based upon projected budget
conditions.
FOR CITY CLERK ONLY
File No.: .._ `, - .X:
Council Meeting: .I -I I i °
Disposition: . j JLC, LC,
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
The salary schedule for Part -Time, Temporary, Seasonal and Fixed Term Employees provides
several salary steps for each job classification, and is not in need of a CPI adjustment at this
time in order to maintain a competitive salary structure. However, due to the increase in the
State minimum wage effective July 1, 2014 and again on July 1, 2016, the beginning salary
steps for two such positions (Pool Attendant and Recreation Leader) need to be increased to
meet the minimum wage requirements. These same positions will need to be further increased
to meet the July 1, 2016 minimum wage requirements.
In addition, minor modifications have been made to the language in the resolution to provide for
more clarity and ease of administration for the Temporary, Seasonal, Retiree and Fixed Term
Employee classifications.
FISCAL IMPACT: The fiscal impact will be minimal as approximately eight part-time seasonal
employees will receive a salary increase of no more than $0.07 to $0.50 per hour to equal
minimum wage.
OPTIONS: The City Council can accept staff's recommendation and adopt the Resolution,
seek additional information from staff, and/or postpone a decision.
ACTION REQUIRED: Adopt the Resolution.
ATTACHMENTS:
ATTACHMENT: Resolution
Exhibit A: Temporary, Seasonal, Retiree or Fixed -Term Employees Salary and Benefit Plan
Exhibit B: Temporary/Seasonal/Retiree/Fixed-Term Employee Salary Schedule Effective July
1, 2014
Exhibit C: Temporary/Seasonal/Retiree/Fixed-Term Employee Salary Schedule Effective July
1, 2016
RESOLUTION NO. 13766
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL RESCINDING
RESOLUTION NO. 12779, AND ADOPTING A REVISED TEMPORARY, SEASONAL,
RETIREE, AND FIXED -TERM EMPLOYEES SALARY AND BENEFIT PLAN
WHEREAS, on July 6, 2009, the City Council adopted Resolution 12779 revising the
Temporary, Seasonal, Retiree, and Fixed -Term Employees Salary and Benefit Plan; and
WHEREAS, due to the increase in the State minimum wage to $9.00 per hour effective
July 1, 2014, and again to $10.00 per hour effective January 1, 2016, the City needs to increase
the rate of pay in the salary schedule authorized to take place on July 1, 2014 and January 1,
2016 for Temporary, Seasonal, Retiree and Fixed -Term Employees; and
WHEREAS, there is a need to adopt a revised Temporary, Seasonal, Retiree, and
Fixed -Term Employees Salary and Benefit Plan, incorporating minor changes in order to update
job classifications and clarify the administration of these classifications.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of San Rafael as
follows:
(1) That Resolution number 12779 is rescinded;
(2) That the Temporary, Seasonal, Retiree, and Fixed -Term Employees Salary and
Benefit Plan attached as Exhibit "A" hereto, including the Salary Schedules effective
July 1, 2014 and January 1, 2016 attached thereto, are adopted for the classifications
identified therein;
(3) That the Temporary, Seasonal, Retiree and Fixed -Term Employees covered by the
foregoing Salary and Benefit Plan shall be paid on an hourly basis at the rates
established in the aforementioned salary schedule, only for time actually worked.
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 on Monday, the 7th day of July 2014, by the following vote, to wit:
AYES: COUNCILMEMBERS: Bushey, Connolly, McCullough & Mayor Phillips
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: Colin
-... &QU ktL4 ,
ESTHER C. BEIRNE, CITY CLERK
EXHIBIT A
TEMPORARY, SEASONAL, RETIREE OR FIXED -TERM EMPLOYEES
SALARY AND BENEFIT PLAN
DEFINITION
Temporary, Seasonal, Retiree, and Fixed -Term employees serve important roles in supporting City
business. These positions perform job duties and provide city services that are outside of the regular
classified services. All positions covered by this resolution are at -will and as such serve at the pleasure
of the appointing authority and may be removed at any time without cause and without right of appeal.
Temporary, Seasonal, or Fixed Term employees who wish to secure a regular position with the City
must compete in the applicable recruitment and examination process for any such regular position.
Seasonal
Seasonal is defined as those employees who perform specific job responsibilities that are for a
specific period of time. The period is typically for a period of four (4) months or less. Seasonal
employees often work in recreation or park programs. Seasonal employees may work a maximum
of 1000 hours in a fiscal year.
Retiree
Retirees who return to fill temporary or seasonal positions may work a maximum of 960 hours per
fiscal year. Once the retiree employee reaches 960 hours in a fiscal year, he/she shall no longer
be eligible to work for the City until the next fiscal year.
Temporary
Temporary positions do not have the same title as classified City positions (those covered by a City
MOU) and may not exceed 1,000 hours in a fiscal year.
Department Heads or designee has the authority to make temporary appointments provided there
are sufficient funds in the department. Temporary appointments are typically made to meet short-
term employment needs such as peak workload, illness, vacations of full time employees, or
pending the establishment of a new eligibility list.
There are four types of Temporary Appointments:
A. Standard Temporary Appointment:
Appointment to one of the temporary job classifications listed in this resolution for a
specific purpose that is of temporary nature.
B. Special Appointment: Special temporary appointments to perform work outside an
existing City classification and for which no temporary job classification exists may be
made under special circumstances. When the individual has a unique combination of
expertise, background and skills and is needed to help the department respond to a priority
work issue.
C. Emergency Appointment: Temporary appointment of an employee to prevent stoppage
of public business, loss of life, or damage to persons or property, or when qualified
personnel cannot be readily obtained due to emergency conditions. An employee
appointed in this category need not meet the minimum qualifications of the job.
D. Per Diem: Per Diem is defined as those temporary employees who are not regularly
scheduled to work but serve in an as -needed capacity. Per Diem employees are typically
on a list to be called when needed. Per Diem temporary appointments are made to one on
the temporary classifications listed in this resolution.
Fixed -Term
Fixed -Term is an appointment of an employee to an allocated and Fixed -Term position with an
expected end date. Fixed -Term positions are established due to limits on grant funding or other known
limits to the position's duration, and are not subject to the 1,000 hour per year limit on working hours.
Employees appointed to Fixed -Term appointments must accept the position with the understanding
that continued appointment is contingent upon grant funds and job performance. Fixed -Term
appointments may be made for up to a three year period and may be extended by approval of the City
Manager.
SALARY. BENEFITS. WORK HOURS. AND CLASSIFICATION
Sala
It is the intent of the City of San Rafael to compensate Temporary, Seasonal, Retiree and Fixed -Term
employees at a rate of pay similar to that of regular employees performing like work. The hourly rate is
based upon the level of duties performed. The attached Temporary/Seasonal/Retiree/Fixed-Term
Salary Schedule lists the hourly rates of pay for each position.
Benefits
Temporary, Seasonal, and Retiree employees do not receive benefits with the exception of a
retirement plan. Participation in a retirement plan is mandated by Federal Law and San Rafael enrolls
hourly employees in the Public Agency Retirement System (PARS). Under PARS, employees covered
by this resolution contribute 3.75% of their salary in to the retirement plan and the City contributes the
same amount. Contributions are tax-deferred. Retiree employees do not participate in PARS.
Fixed -Term employees also participate in the PARS retirement plan, and in addition receive a the
following basic benefits package: health and dental insurance on a pro -rated basis up to a maximum of
$600 per month, five (5) sick days per year and ten (10) vacation days per year. Upon termination, any
accrued vacation leave will be paid out to the employee, but accrued sick leave will not.
Hours Worked
Temporary and Seasonal employees covered by this resolution may not work more than 1,000 hours in
a fiscal year, unless they work in Police or Fire in a position that is staffed 24 hours per day.
Employees in these positions (dispatch and police records) may work up to 1,250 hours in a calendar
year. (Retirees under the 1937 Retirement Act working in any positions may not exceed the 960 hours
per fiscal year limit. Fixed term employees are not subject to the 1,000 hour per fiscal year limit.
Work Week and Overtime
Temporary, Seasonal, Retiree, and Fixed -Term employees who are non-exempt are eligible to receive
overtime pay in accordance with the Fair Labor Standards Act (FLSA). Overtime is paid when the
employee works in excess of 40 hours per week. The week period is defined as Sunday at 12:01 am to
the following Saturday at 11:59pm.
Classification
Following is a list of the positions covered by this resolution. Department Heads may appoint from one
of these positions at any point in the salary range based on the qualifications of the person filling the
temporary, seasonal, or Fixed -Term position.
Temporary/Seasonal/Retiree/Fixed-Term Job Descriptions
Accounting Temp I
Performs routine basic accounting duties including maintenance of journal vouchers, accounting
records, subsidiary and general ledger entries, fixed asset record documentation, payroll time-
keeping, accounts and grants receivables, audit preparation; financial, budgeting and statistical
reports.
Accounting Temp II:
Performs more complex accounting tasks with more independence and prepares financial and
statistical reports with a minimum of supervision.
Administrative Specialist
Provides responsible work on complex administrative assignments. Researches and compiles a
variety of informational materials, types drafts and finished documents including confidential
materials, brief instructions, or written materials. Organizes and maintains files and records,
schedules appointments, and arranges for facilities and supplies. Five years of responsible
secretarial or office administrative experience is typically required.
Advanced Professional Temp (exempt)
Typically performs specialized professional work of greater complexity and more autonomy than
the Professional Temp position. Responsibilities of an advanced professional temp are similar to
those of a management position and may involve supervision.
Aquatics Specialist
Under general supervision of the Pool Manager or Recreation Supervisor, the Aquatics Specialist is
responsible for pool safety, assisting with staff training and scheduling, staff supervision, daily
administrative duties, sanitation and public relations of the pool facility. The Aquatic Specialist is in
charge of the pool in the absence of the Pool Manager or Recreation Supervisor. A minimum of two
years pool guarding experience, current certifications as required for the position including,
lifeguard training, CPR for the Professional Rescuer and A.E.D. training. Water Safety Instruction
certification is desirable. Knowledge of: Aquatic facility safety principals and injury prevention
strategies.
Aquatics Temp
Responsible for the enforcement of all rules and regulations pertaining to the safety and well being
of pool users and patrons. Responsibilities include maintains health and safety standards,
performs, emergency rescue techniques and renders first aid to the injured, performs routine
maintenance and custodial duties. Incumbent must possess a current Lifeguard Certification which
includes CPR for the Professional Rescuer, First Aid and Automated External Defibrillator.
Child Care Temp
Works with the children in the childcare program to carry out the day-to-day activities of the pre-
school or elementary childcare programs. Responsible for assisting in planning and scheduling
activities. Prior experience working with children is preferred. Must pass a fingerprinting exam prior
to appointment.
Clerical Temp
Provides clerical support to a department or division. Duties include record keeping, filing, and
receptionist duties including answering phones and setting up meetings. Performs word processing
from tapes, brief instructions or written material.
Dispatchers (Fire or Police)
Operates emergency dispatching equipment to communicate with the public and Department
personnel for the purpose of receiving, interpreting, and transmitting information essential to the
delivery of emergency fire and medical services. Responsibilities include operation of Department
telephone and radio communication equipment to receive and transmit information essential to the
delivery of emergency police, fire, and/or medical services, maintenance of radio logs and other
related records, assists in preparing, checking and indexing reports, operate personal computers
and related software, provide information to the public, and related duties as required.
Events Specialist
Assists in set up, delivery, and breakdown of sound equipment, stages, band equipment, lighting,
tents, generators and display equipment. Provides guest services such as making
announcements, operating soundboards, and lighting equipment. May supervise maintenance
crews and security at events. Special Events Assistants work independently and must be able to
manage multiple tasks at a time to trouble -shoot and to make sound decisions. Requires the ability
to move heavy equipment.
Facility Attendant
Under general direction of the Community Services Supervisor, this position is responsible for
supervision of a Community Center during assigned work hours. Job duties includes the
supervision of front counter/reception area, managing daily registration process, set-up and
breakdown of equipment for scheduled activities, custodial and cleaning including but not limited to
emptying trash, vacuuming, cleaning windows, cleaning restrooms, etc. Opening and securing
facility before and after building use and interacting with instructors, clients and general public.
Bilingual in Spanish and/or Vietnamese desired.
Intern
These positions provide work -experience to students who are interested in gaining entry-level
experience in a profession of interest. Interns perform support tasks including research, surveys,
data collection, drafting reports, and other related administrative tasks.
Law Clerk
Assists the City Attorney's office research legal decisions and other related publications. Writes
summaries and provides related support to the attorneys.
Maintenance Temp
Performs a variety of manual and semiskilled tasks involved in the maintenance, improvement and
operation of the City's sewage pumping stations and gravity sewer lines, and/or construction,
repair, maintenance, and cleaning of streets, sidewalks, other concrete structures, storm drainage
or related Public Works facilities.
Office Aide
Answers phones, prepares letters and reports, keeps schedules up-to-date, processes mail,
performs payroll related functions, and other miscellaneous duties.
Paraprofessional Temp
A paraprofessional temp is trained or knowledgeable of a specific field and is qualified to provide
assistance to the work of a professional.
This position provides general service and information to the public, is responsible for the upkeep,
presentation, and general operations, of all City parking areas. Duties include assisting the public
at all City parking locations, providing general information about the City of San Rafael, and specific
information about rates, locations, and various programs. Operates all parking equipment and
collects parking fees and provides change to customers, maintains records of transactions and
parking activities, prepares cash deposits and delivers to designated drop areas, and may include
basic parking enforcement duties of a limited nature.
Police Records & Communications Specialist Temp
Performs routine duties of Records Specialist including answering phones, entering calls for service
into CAD, assisting customers at public counter, processing all forms of police records and reports.
Police Regulatory Officer Temp
Maintains files for all regulatory services within the purview of the police department. This includes
massage permits, alarm permits, concealed weapons permits, massage parlor inspections and
testing, conducting background checks on body workers and fingerprints job applicants.
Community Services Officer Temp
Performs routine police reporting duties, including crime scene investigation, maintains training
records, manages training schedules and reservations, assists the COPPs manager, maintains
regulatory alarm permit program, prepares statistical information through the PD records
management system, guest speaking engagements, maintains a fair booth at the Marin County
fair, and assists with crime prevention programs.
Pool Attendant
Under general supervision, Pool Attendants are responsible for receiving and processing daily pool
admissions, season passes, operating the cash register and maintaining security and accuracy of
funds. Essential and important duties include: answers phones and handles customer service,
ensures customer sign in and checks identification, creates and maintains good working relations
with the public and staff, handles financial transactions at the pool including but not limited to class
registration, season pass purchases, daily admission and swim diaper sales, ensures accuracy of
daily attendance and financial transactions, and assists in an emergency and renders first aid. Must
have a certificate in American Red Cross CPR for the Professional Rescuer, First Aid and
Automated External Defibrillator.
Pool Manager
The Pool Manager is responsible for the organization and supervision of the City's aquatics
program. Duties include the development and management of group and private swim lesson
programs, managing pool schedules, develop staff training and curriculum, lead staff trainings and
work directly with course instructors, pool party users and outside user groups. Provides direction
and motivation to part time staff. This position receives direction from the Recreation Supervisor.
Professional Temp
Performs job duties that require a form of specialization which typically requires a Bachelors degree
or equivalent work experience. Appointment to professional temp positions are typically made to
mid -management level positions. They require some degree of a specialized profession and job
knowledge.
Recreation Leader
Maintains a safe and enjoyable environment for recreation program participants. Responsibilities
include planning, conducting and supervising activities such as organized games, group singing, art
projects, field trips, and other activities for children ages 3 to 15 in a recreational/park setting.
Recreation Specialist
Under the supervision of a Recreation Coordinator or Recreation Supervisor provides leadership
and functional supervision to a recreation program, activity or service; directs and/or leads the
activities of a program, activity or service; organizes and implements program elements and
oversees participants, and performs related work as required. This is a higher level position as
distinguished from the Recreation Leader utilized in the Community Services Department. This
class is distinguished from the entry-level Recreation Leader by responsibility for on-site
coordination of a specific program area. A minimum of a BA in recreation or related field or the
equivalent experience is required.
Sports Official
Umpires and/or referees sporting events sponsored by the City of San Rafael.
Substitute Library Assistant
Checks material in and out, answers simple questions, creates new patron accounts, and performs
circulation tasks as needed.
Substitute Library Page
Shelves incoming material, maintains the shelves in order, and assists library staff as needed. This
is an entry-level position.
Substitute Librarian
Performs professional -level library public service work, including answering reference questions,
providing readers' advisory, providing technical assistance, and presenting programs.
Swim Instructor
Under general supervision, is responsible for the instruction of swim lesson programs. Swim
Instructors must be able to demonstrate skills for class taught and must ensure the safety of all
swimmers in their class. Swim Instructors maybe assigned to teach group or private lessons for
children 6 months through adults. Instructors are required to assist as needed in an emergency at
the pool. Must possess current Lifeguard Certification with includes CPR for the Professional
Rescuer, First Aid and Automated External Defibrillator. American Red Cross Water Safety
Instructor highly desirable.
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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 / SRCC AGENDA ITEM NO.
DATE OF MEETING: July 7,2014
FROM: Deirdre Dolan, Human Resources Director
DEPARTMENT: Human Resources / Management Services
DATE: June 25, 2014
TITLE OF DOCUMENT: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL
RESCINDING RESOLUTION NO. 12799, AND ADOPTING A REVISED TEMPORARY, SEASONAL,
RETIREE, AND FIXED -TERM EMPLOYEES SALARY AND BENEFIT PLAN
Department Head (signature)
(LOWER HALF OF FORM FOR APPROVALS ONLY)
APPROVED AS COUNCIL / AGENCY
AGENDA ITEM:
rr
City Manager (signature)
APPROVED AS TO FORM:
City Attorney (signature) f,
0
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL RESCINDING
RESOLUTION NO. 12779, AND ADOPTING A REVISED TEMPORARY, SEASONAL,
RETIREE, AND FIXED -TERM EMPLOYEES SALARY AND BENEFIT PLAN
WHEREAS, on July 6, 2009, the City Council adopted Resolution 12779 revising the
Temporary, Seasonal, Retiree, and Fixed -Term Employees Salary and Benefit Plan; and
WHEREAS, due to the increase in the State minimum wage to $9.00 per hour effective
July 1, 2014, and again to $10.00 per hour effective January 1, 2016, the City needs to increase
the rate of pay in the salary schedule authorized to take place on July 1, 2014 and January 1,
2016 for Temporary, Seasonal, Retiree and Fixed -Term Employees; and
WHEREAS, there is a need to adopt a revised Temporary, Seasonal, Retiree, and
Fixed -Term Employees Salary and Benefit Plan, incorporating minor changes in order to update
job classifications and clarify the administration of these classifications.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of San Rafael as
follows:
(1) That Resolution number 12779 is rescinded;
(2) That the Temporary, Seasonal, Retiree, and Fixed -Term Employees Salary and
Benefit Plan attached as Exhibit "A" hereto, including the Salary Schedules effective
July 1, 2014 and January 1, 2016 attached thereto, are adopted for the classifications
identified therein;
(3) That the Temporary, Seasonal, Retiree and Fixed -Term Employees covered by the
foregoing Salary and Benefit Plan shall be paid on an hourly basis at the rates
established in the aforementioned salary schedule, only for time actually worked.
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 on Monday, the 7th day of July 2014, by the following vote, to wit:
AYES: COUNCILMEMBERS:
NOES: COUNCILMEMBERS:
ABSENT: COUNCILMEMBERS:
ESTHER C. BEIRNE, CITY CLERK