HomeMy WebLinkAboutCC Resolution 13742 (Salary Mid-Management)RESOLUTION NO. 13742
RESOLUTION ESTABLISHING THE COMPENSATION AND WORKING CONDITIONS FOR
UNREPRESENTED MID -MANAGEMENT EMPLOYEES ("MID -MANAGERS")
(July 1, 2014 through June 30, 2016)
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, 2014 through June 30, 2016.
2. SALARY AND COMPENSATION GOALS
A. GOALS AND COMPENSATION DEFINITIONS
It is the goal of the City Council to try to achieve a total compensation package for all Mid -Managers that
is competitive compared to similar cities in our labor market. The survey cities are Fairfield, Hayward,
San Leandro, South San Francisco, Alameda, Napa, Novato and Santa Rosa. The Council's goal is to
attract and retain the most qualified Mid -Managers in accordance with the City's ability to pay.
Total Compensation for survey purposes shall be defined as: Top step salary (excluding longevity pay
steps), educational incentive pay, holiday pay, uniform allowance, employer paid deferred
compensation (except for such portion that may be part of employee cafeteria plan), employer's
contribution towards employees' share of retirement, employer's retirement contribution, employer
paid contributions toward insurance premiums for health, life, long term disability, dental and vision
plans, management allowance, and employer paid cafeteria/flexible spending accounts.
B. COMPENSATION SURVEYS
In order to measure progress towards the above -stated goal, the City shall survey the identified
Management benchmark positions (Exhibit B) to assess the related Mid -Management positions in the
final year of the Resolution in advance of discussions regarding a successor Resolution.
Identified benchmark positions from other agencies include positions that are filled as well as those
that may be unfilled, so long as the benchmark position is identified by the survey agency as being on
the salary schedule and having a job class description. Other city/agency positions are established as
benchmark positions in San Rafael's compensation survey based upon similar work and similar job
requirements.
The City shall review the benchmark and related survey data for accuracy and completeness. The
City shall provide the survey data to all Mid -Managers. During the term of this Resolution, Mid -
Managers agree to work with the City to identify and implement a new benchmark strategy such as an
alignment of Mid -Manager salaries with the respective department director.
C. SALARY INCREASES
Effective the pay period including July 1, 2014, the City will increase base wages for all employees by
3.0%.
Effective the pay period including July 1, 2015, the City will increase base wages for all employees by
3.0%.
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 Emplovees. Effective January 1, 2009, the City implemented a
full flex cafeteria plan for active employees, in accordance with IRS Code Section 125. Active
employees participating in the City's full flex cafeteria plan shall receive a monthly flex dollar
allowance to purchase benefits under the full flex cafeteria plan.
The monthly flex dollar allowance as of January 1, 2014 is:
Employee only: $ 589.26
Employee and one dependent: $ 1178.52
Employee and two or more dependents: $ 1532.08
The monthly flex dollar allowance effective with the paycheck of December 15, 20 14 is:
Employee only: $ 603.99
Employee and one dependent: $ 1207.98
Employee and two or more dependents: $ 1570.38
Flex dollar allowances shall increase on the December 15th paycheck of each subsequent year
by the healthcare component of the Consumer Price Index (CPI) as determined by CalPERS on
an annual basis. The increase to flex dollar allowances shall not exceed 3% for any given year.
The 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 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 CaIPERS 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 equivalent to the difference
between the PEMHCA minimum contribution and the premium cost of coverage for the
retiree, the retiree's spouse/registered domestic partner and/or qualified dependent children
(as defined by PEMHCA)up to $442 per month. The City's longevity contribution shall
remain in effect during the lifetime of the Mid -Manager and Mid -Manager's spouse/registered
domestic partner or surviving spouse/registered domestic partner.
b. Mid -Managers who retired on or after December 1, 2001 from the Marin County
Employees Retirement Association (MCERA) within 120 days of leaving their City of San
Rafael Mid -Management position (and who comply with the appropriate retirement
provisions under the MCERA laws and regulations) are eligible to receive upon retirement
the PEMHCA minimum contribution as designated by PEMHCA on an annual basis.
Longevity Payments: The City shall make a longevity payment equivalent to the difference
between the PEMHCA minimum contribution and the premium cost of coverage for the
retiree, the retiree's spouse/registered domestic partner and/or qualified dependent children
(as defined by PEMHCA) capped at the contribution the City makes towards the health
coverage of active Mid -Manager employees. The City's longevity contribution shall remain
in effect during the lifetime of the Mid -Manager and Mid -Manager's spouse/registered
domestic partner or surviving spouse/registered domestic partner.
As described in this subsection, the City shall reimburse retired Mid -Managers and their
spouses or registered domestic partners the Medicare Part B standard premium amount as
determined by the Centers of Medicare and Medicaid Services (CMS) on an annual basis.
To initiate reimbursement, retirees must submit proof of payment of the Medicare Part B
premiums to the Human Resources Department. If the Medicare Part B is deducted from
social security, the retiree/spouse/domestic partner may submit a copy of the social security
check, the Medicare Part B bill, or other relevant documentation. Reimbursements will be
processed on a quarterly basis. This reimbursement shall remain in effect for the retired
Mid -Manager's life and that of the retired Mid -Manager's spouse/registered domestic
partner or surviving spouse/registered domestic partner.
MID -MANAGERS HIRED ON OR AFTER APRIL 1, 2007
Mid -Managers who are hired on or after April 1, 2007, and who retire from the Marin County
Employees Retirement Association (MCERA) within 120 days of leaving their City of San
Rafael position (and comply with the appropriate retirement provisions under the MCERA
laws and regulations) are eligible to continue in the City's group health insurance program.
The City's contribution towards the coverage of retirees under this subsection (3.A.2.b.)
shall be the PEMHCA minimum contribution as determined by CaIPERS on an annual
basis.
Longevity Payments: The City shall make a longevity payment equivalent to the difference
between the PEMHCA minimum contribution and the premium cost of coverage, up to
$600, for the retiree. The City shall not be responsible for making any contributions
towards the cost of coverage of the retiree's spouse, registered domestic partner or
dependents. The City's longevity contribution shall cease upon the retired Mid -Manager's
death.
The City shall not be responsible for reimbursing retired Mid -Managers and/or their spouses
for any Medicare premiums paid by the retired Mid -Manager and/or the retired Mid -Manager's
spouse or surviving spouse.
MID -MANAGER HIRED ON OR AFTER JANUARY 1, 2009
Mid -Managers who are hired on or after January 1, 2009, and who retire from the Marin
County Employees Retirement Association (MCERA) within 120 days of leaving their City of
San Rafael position (and comply with the appropriate retirement provisions under the
MCERS laws and regulations) are eligible to continue in the City's group health insurance
program. The City's contribution towards the coverage of retirees under this subsection
(3.A.2.c) shall be the PEMHCA minimum contribution as determined by CalPERS on an
annual basis.
The City shall not be responsible for reimbursing retired Mid -Managers and/or their spouses
for any Medicare premiums paid by the retired Mid -Manager and/or the retired Mid -Manager's
spouse or surviving spouse.
The City shall additionally make available a retiree health care trust to enable these
employees to prefund retiree health care premiums while employed by the City. The
retiree health care trust shall be funded by the mandatory annual conversion of 50 hours of
sick time in service on July 1 of each year, provided an employee has a remaining balance
of 75 hours of sick leave after the conversion.
B. LIFE INSURANCE
The City shall provide a basic group life insurance plan equal to 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,
Effective September 1, 2013, in accordance with MCERA and City administrative requirements, all
Mid -Management employees will pay an additional contribution of one percent (1 %) of pensionable
compensation toward the normal cost of pension provided by the Marin County Employees
Retirement Association, in addition to the current employee contribution towards pension as
determined by MCERA.
The only employees excluded from this payment are long-term City employees with thirty or more
years of City service who no longer have to pay any employee contribution to the Marin County
Retirement System.
B. COLA
Mid -Managers participating in the Marin County Employee Retirement Association will pay their full
share of members' cost of living rates as allowed under Articles 6 and 6.8 of the 1937 Retirement Act.
Miscellaneous and safety member contribution rates include both the basic and COLA portions
(currently 50% of the COLA is charged to members as defined in the 1937 Act).
C. RETIREMENT PLAN
The City shall provide the Marin County Employee Retirement Association 2.7% @55 retirement
program to all miscellaneous Mid -Manager subject to Marin County Employee Retirement Association
procedures and regulations and applicable 1937 Act laws. This is based on an employee's single
highest year of compensation.
Employees hired on or after July 1, 2011 will receive an MCERA retirement benefit at the formula 2%
at 55, calculated based on the average of their highest three years of compensation, in accordance
with MCERA regulations. The annual pension adjustment shall be a maximum of 2% COLA.
Minimum retirement age is 55.
Employees hired by the City on or after January 1, 2013 who are defined as "new members" of
MCERA in accordance with the Public Employees' Pension Reform Act (PEPRA) of 2013, shall be
enrolled in the MCERA 2% @ 62 plan for Miscellaneous members. The employee is responsible for
paying the employee contribution of half of the total normal cost of the plan, as defined by MCERA,
through a payroll deduction. Final compensation will be based upon the highest annual average
compensation earnable during the thirty six (36) consecutive months of employment immediately
preceding the effective date of his or her retirement or some other period designated by the retiring
employee.
D. SERVICE CREDIT FOR SICK LEAVE
Mid -Managers who are eligible to accrue sick leave and who retire from the City of San Rafael, on or
after 07/01/95 and within 120 days of leaving City employment (excludes deferred retirements), shall
receive employment service credit (incorporated from Resolution #9414, dated July 17, 1995), for
retirement purposes only, for all hours of accrued, unused sick leave (exclusive of any sick leave
hours they are eligible to receive and they elect to receive in compensation 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 4.54% 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 and the City's compensation structure.
Additionally, the City will make a one-time Management Allowance contribution of 0.36% of annual
base salary in July 2014 and July 2015.
To comply with IRS rules, employees who had previously elected to have the City's Management
Allowance contributions deposited in a PARS account will have their contributions increased by the
new City contribution percentage. Employees who elected the cash option will similarly receive an
equivalent amount in cash.
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/vearlv
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 Pavment of Accrued Vacation Leave
A Mid -Manager who has taken at least ten (10) days of vacation in the preceding twelve (12)
months, may request that his/her accrued vacation, not to exceed fifty-two and 1/2 (52.5) hours,
be paid to him/her in cash. The request may be granted at the discretion of the City Manager.
Mid -Managers may not cash -in more than fifty-two and 1/2 (52.5) hours within any twelve (12)
month period.
C. ADMINISTRATIVE LEAVE
Mid -Managers shall receive 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-seven and one-half (37.5) hours for all represented job classes.
Unless otherwise designated, the normal business hours for vacation, sick and administrative leave
deduction and sick and administrative leave accrual purposes for Mid -Managers shall be 7.5 hours
per day.
B. DRUG FREE WORK PLACE
Ail Mid -Managers shall abide by the City's Drug and Alcohol Policy.
C. FURLOUGH PLAN
Mid -Managers endorse the Furlough Program described in Exhibit C attached to this Resolution.
D. PAY FOR PERFORMANCE EVALUATION SYSTEM
Mid -Managers shall be evaluated annually based upon the evaluation program adopted by the City
Council in October of 1996 and incorporated by reference herein.
E. OUTSIDE EMPLOYMENT
All Mid -Managers shall abide by the City's Outside Employment Policy.
F. CITY VEHICLE
Under limited circumstances, a city vehicle may be provided to a Mid -Manager if it is determined to be
needed to complete his/her job duties and upon approval of the City Manager.
G. UNIFORM ALLOWANCE
If required to wear a uniform which is not provided by the City, employee shall receive an annual
uniform allowance of $445 per year, paid in two installments, in June and December.
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
16th day of June, 2014 by the following vote, to wit:
AYES: COUNCILMEMBERS: Bushey, Colin, McCullough & Mayor Phillips
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: Connolly
ESTHER C. BEIRNE, CITY CLERK