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CC - 2012-28 - Establishing Annual Salary Ranges and Benefits for Middle Management, Professional, and Confidential ServicesRESOLUTION NO. 2012-28 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROSEMEAD, CALIFORNIA, ESTABLISHING ANNUAL SALARY RANGES AND BENEFITS FOR CLASSIFICATIONS IN THE MIDDLE MANAGEMENT, PROFESSIONAL, AND CONFIDENTIAL SERVICE OF THE CITY OF ROSEMEAD WHEREAS, THE FOLLOWING classifications in the Middle Management, Professional and Confidential Service of the City of Rosemead ( "City ") are critical to the efficient and effective operations of the City, the City Council recognizes the management, supervisory, professional and /or confidential nature of their positions; and WHEREAS, employees in these classifications are exempt under the provisions of the Federal Fair Labor Standards Act; and WHERAS, the City Council desires to establish the compensation levels for classifications in Middle Management, Professional, and Confidential Service of the City; NOW THEREFORE, BE IT RESOLVED that effective beginning July 1, 2012, the salary ranges and benefits for the classifications covered by this Resolution are as follows: SECTION 1: APPLICABILITY Full -time Team Members in the following classifications are covered by this Resolution: SECTION 2: COMPENSATION SALARY RANGE ADJUSTMENTS BASED ON LABOR MARKET COMPARISONS A basic tenet of the compensation system is that the City will not provide annual across - the -board "cost of living adjustments" (COLA). Rather, the City will annually adjust salary ranges to the "target" of 95% of the average prevailing wage rates for similar occupations in the survey cities, provided that the City has the financial budgeted resources to do so. (Salary range adjustments will not result in automatic salary increases for Team Members unless the Team Member's salary rate is below the bottom of the salary range). This target of 95% of the average is based on the professionally recognized principle that a deviation of plus or minus five percent ( +/ -5 %) constitutes a "competitive position" in the labor market. This is particularly true when total compensation and benefit variations are taken into account. Such determinations on salary range adjustments would be made on a classification -by- classification basis as dictated by labor market conditions and the City's ability to pay. The "target" of 95% of the average prevailing wage rates will be determined by calculating the average mid- point base pay of the survey cities. The selected pay range will then be reduced by five percent (5 %) in recognition of the City's rich benefits allowance and the principle that +/ -5% of the average constitutes a "competitive" position in the labor market. On an annual basis, the non - benchmark to benchmark linkages will be reviewed. If a Team Member's base salary is below the adjusted minimum salary range of his /her classification, his /her salary will be adjusted to the minimum salary range in the range for that classification. No range adjustments will be implemented for calendar year 2012. SURVEY CITIES In order to determine the prevailing salary rates in the local labor market, the following survey cities have been selected based on a two -fold set of criteria and rationale: 1) contiguous geographic proximity to Rosemead; and /or 2) full contract city status in eastern Los Angeles County. The following cities will be surveyed on a periodic basis for comparison purposes: Alhambra La Mirada San Dimas Commerce La Puente San Gabriel Diamond Bar Montebello South El Monte Duarte Monterey Park Temple City El Monte Paramount Lakewood Pico Rivera TEAM MEMBER SALARY ADJUSTMENTS WITHIN SALARY RANGE BASED ON JOB PERFORMANCE The City's pay- for - performance system allows a Team Member to obtain a percentage merit salary increase consistent with his /her annual performance evaluation. All Team Member salary increases, within the salary range, will be based on merit through the annual performance evaluations. Based on the Team Member's performance score on his /her performance evaluation, a Team Member will be eligible for a merit increase. Merit increases may not exceed five percent (5 %). Team Member salaries may not exceed the maximum salary range within his /her respective job classification. Current Team Members whose salaries exceed the maximum salary range for his /her job classification will be y -rated (frozen) and will not receive any merit increases until the salary ranges are adjusted based on the labor market survey comparisons. Effective July 1, 2010, all full -time Team Members will be part of the 0 % -5% Merit Based Compensation System. All Team Member salary increases, within the salary range, will be based on merit through the annual performance evaluations. Based on the Team Member's performance score on his /her performance evaluation, a Team Member will be eligible for a merit increase. Team Member salaries may not exceed the maximum salary range within his /her respective job classification. The following is the performance rating categories and percentage increases that a Team Member may be eligible for based upon funding: The City will suspend merit increases for the FY 2012 -2013. The City will revisit merit increases for FY 2013 -2014 based on the availability of funding. SECTION 3: HEALTH INSURANCE PROVIDER The City shall contract with CaIPERS to serve as the health insurance provider for the City of Rosemead. SECTION 4: CAFETERIA -STYLE HEALTH, WELFARE, & SAVINGS BENEFIT Beginning July 1, 2008, the City will provide each full -time Team Member with $1,600 per month for use towards enrolling in any of the City offered health plans, dental plans, and vision plans. Any unused remainder can be put into a deferred compensation plan, taken as a taxable cash disbursement, or used for the purchase of any City sponsored insurance, long -term care, or long -term saving program. Team Members can also choose to take the entire benefit as deferred compensation or cash, but must first show proof of health insurance through another source. SECTION 5: RETIREMENT HEALTH PLAN For all full -time Team Members hired on or before July 1, 2007, who have 20 years or more of service with the City of Rosemead, and who retire from the City, an allocation of up to $1,000 / month will be given to pay for health care benefits for the duration of their retirement. If the health insurance program selected by the Team Member costs more than $1,000 / month, the City will only cover the first $1,000 / month of the cost of the selected program. Once the Team Member reaches age 65 or becomes eligible for Medicare coverage, the Team Member will transition to Medicare coverage, with the City picking up the remaining cost of health insurance coverage up to a maximum of $1,000 / month. For all full -time Team Members hired on or before July 1, 2007, who have 12 -19 years of service with the City of Rosemead, and who retire from the City, an allocation of up to $500 / month will be given to pay for health care benefits for the duration of their retirement. If the health insurance program selected by the Team Member costs more than $5001 month, the City will only cover the first $500 / month of the cost of the selected program. The above retirement health contributions will only be in effect for full -time Team Members employed with the City as of July 1, 2007. When Team Member reaches 65 years of age, or becomes eligible for Medicare, said Team Members will transition to Medicare coverage and the City will continue to contribute towards the cost of health care coverage during the duration of the Team Members retirement according to the program as defined in Section 10. Furthermore, it is expressly noted that the retirement health contribution can be used towards health coverage for the Team Member, their spouse, and / or any eligible dependent. Team Members hired after July 1, 2007 shall receive retiree health benefits in accordance with public employees' retirement laws and CaIPERS. SECTION 6: RETIREMENT PROGRAM (PERS) Team Members will be enrolled in the City's retirement program through CaIPERS. Effective July 1, 2007, the City will begin providing the 2.7 % @55 benefit with one -year final compensation option with no cap. In addition, the City will continue to contribute the Team Member's share to the retirement system. Effective July 1, 2010, the City will implement a 2 -tier system with changes for new hires only. All full -time new hires will be at the 2 % @55 formula with one -year final compensation option. All existing full -time Team Members hired prior to July 1, 2010 will remain at the 2.7 @55 formula. SECTION 7: ENHANCED RETIREMENT PROGRAM (PARS) The City will continue offering an enhanced retirement package through PARS for all existing Team Members hired prior to July 1, 2010. Full -time Team Members who retire from Rosemead after working 20 years for the City will have their pension formula enhanced to 3 % @55, with the provision that the maximum pension allowance that Team Member's can accrue through PARS will be 90% of their final pay. The PARS retirement pension is limited to 90% of their final pay. Team Members must be at least 55 years of age to qualify for PARS. Effective July 1, 2010, the enhanced retirement package through PARS will no longer be offered to full -time new hires. The PARS enhancement will be phased out. SECTION 8: EMPLOYER FUNDED DEFERRED COMPENSATION PROGRAM For all full -time Team Members, the City will set -up and begin contributing into a deferred compensation account a percentage of the Team Member salary based on years of service. That funding formula will be as follows: ■ 0 — 4 Years: 1 % of salary contributed into a deferred compensation account. ■ 5 — 9 Years: 2% of salary contributed to a deferred compensation account. ■ 10 —14 Years: 3% of salary contributed to a deferred compensation account. ■ 15 —19 Years: 4% of salary contributed to a deferred compensation account. ■ 20+ Years: 5% of salary contributed to a deferred compensation account. Effective July 1, 2010, the employer funded deferred compensation program will be eliminated for all new full -time Team Members. SECTION 9: VACATION ACCRUAL Full -time team members shall receive vacation accruals as follows: All full -time Team Members will accrue 100 hours of vacation leave during their first year of service. 140 hours will be accrued for Team Members with one year of service, up to (but not over) 13 years. For Team Members with over 13 years of service (13 +) the accrual rate is 160 hours. Team members will cease to accrue vacation hours when in any pay period they exceed two times their annual accrual as determined by their anniversary date. All full -time Team Members will be entitled to a paid vacation following one year of employment. Team Members may begin taking accrued vacation after six months of employment. SECTION 10: VACATION BUYBACK In order to encourage team members to take regular vacations on an annual basis and to partially limit the growth of the City's long -term liability of team member accrued vacation hours upon separation of employment, the City has established the following criteria for vacation buyback. Once per calendar year, a full -time Team Member will be eligible to have the City buyback up to 40 hours (1 week) of accumulated unused vacation time. Effective July 1, 2011, the City will establish two (2) vacation banks as follows: Bank A: Vacation earned /accrued until June 30, 2011 (existing balance). Bank B: Vacation earned /accrued after July 1, 2011 (Subject to a 2 year cap). For the purposes of vacation buyback, all Team Members must utilize Bank A prior to utilizing Bank B. However, if there are no hours accrued in Bank A, Team Members may utilize Bank B. SECTION 11: CITY-RECOGNIZED HOLIDAYS The following days shall be recognized and observed as paid holidays: 1. New Year's Day (January 1st) 2. Martin Luther King's Birthday (the third Monday in January) 3. Presidents' Birthday (the third Monday in February) 4. Memorial Day (the last Monday in May) 5. Independence Day (July 4th) 6. Labor Day (the first Monday in September) 7. Veteran's Day (November 11th) 8. Thanksgiving Day 9. Christmas Day (December 25th) Non - essential City services and facilities will be closed from Christmas to New Year's Day. If the Team Member elects to take the non - holidays off, he /she will be required to utilize his /her own time. If a holiday is to fall on a Friday or Saturday, Team Members will observe that holiday on the preceding Thursday. If the holiday is to fall on a Sunday, Team Members will observe on. the following Monday. SECTION 12: FLOATING HOLIDAYS Team Members will receive 20 hours of floating holiday per calendar year. Those hours must be used before the end of the calendar year or they will be forfeited. ARTICLE 13: ADMINISTRATIVE LEAVE On January 1, Team Members will be allocated an allotment of 60 hours per year of administrative leave. Effective July 1, 2011, the opportunity to sell back administrative leave will be eliminated. The use of administrative leave will be limited to no more than one (1) day /shift intervals /increments. Team members will not be able to supplant/combine administrative leave with vacation. The only exception will be from Christmas to New Year's Day when non - essential City services and facilities will be closed. Any administrative leave hours that have not been utilized by December 31 of a calendar year will be lost. Furthermore, any administrative leave on the books for a terminating Team Member shall be paid out at the Team Member's hourly rate at the time of termination. Any existing full -time Team Members who were eligible for administrative leave entitlements prior to July 1 2010 under the terms of the administrative leave clause will continue to be eligible for said entitlements. SECTION 14: FLEXIBLE SCHEDULING Depending on a Team Member's area of assignment, an alternate work schedule may be arranged given Department Director approval. This could include the possibility of utilizing a flextime or telecommuting from an offsite location. Any prolonged telecommuting arrangements shall require approval of the City Manager. Any alternate workweek must be approved, in writing, by the City Manager. ARTICLE 15: AMOEBA ORGANIZATION The City will become an "amoeba organization ". An amoeba is defined as a small single cell organism that changes its shape in response to its environment. Rosemead will become a small, fast - responding, organizationally nimble, customer - focused city with the capability to make rapid and coordinated organizational changes to accomplish service delivery objectives. We will emphasize a customer service culture within the organization where all full -time employees function as "front line service - delivery' providers. ARTICLE 16: AMOEBA FLEX WEEKS Based on economic or business necessity, all full -time employees will be required to work special events with the ability to "flex" the hours to meet the human resources demands of the City's special events which include: • Lunar New Year Family Festival • Community Yard Sale /Emergency Preparedness Fair • Easter "Egg "stravaganza • Memorial Day Service • 4th of July Parade /Carnival /Fireworks Show • Summer Concerts in the Park • Fall Fiesta • 9/11 Memorial Service • Holiday Tree Lighting Ceremony This condition shall exist in every week in which there is a special event. If an unscheduled event arises, the City Manager has the authority to implement an Amoeba Flex Week. The "flexing" of hours must fall within the same work period of the special event. Supervisors and department directors shall have the authority to approve /deny or reschedule "flex" hours so that appropriate staff coverage is maintained for operational needs and continued City service. If a holiday falls on a day of the week that would have been a normal workday, the hours worked up to ten (10) will be banked which must be used by December 31St. Those hours must be used before the end of the calendar year or they will be forfeited. SECTION 17: SICK LEAVE A full -time Team Member who is incapacitated from the performance of such Team Member's duties by reason of a non - service related illness or injury, pregnancy, legal requirements of public health officials or for reasons specified in the Family and Medical Leave (FMLA) are eligible for sick leave. 1. Amount Earned: All full -time, regular or probationary Team Members of the City shall accrue ten (10) hours of sick leave per month. Sick leave shall be earned, commencing on the first day of employment as a probationary Team Member, and accrued on a bi- weekly basis. Team Members may accumulate up to a maximum of 120 hours of sick leave with pay per year. A new Team Member cannot utilize sick leave within the first thirty (30) days of employment. Team Members retiring from the City may have the option to sell back sick leave to purchase up to one (1) additional year of service time from CaIPERS. Any other sick leave balance or if the Team Member leaves employment, voluntarily or involuntarily, will be forfeited. 2. Advanced Sick Leave: Sick leave time shall not be taken until such time as it has been accrued. 3. Utilization of Sick Leave Benefits: The right to utilize benefits under the sick leave provisions herein shall continue only during the period that the Team Member is employed by the City. All benefits hereunder shall terminate upon the Team Member leaving City service. A Team Member on military leave shall not be granted sick leave during the military leave period. Team Members are not eligible to utilize sick leave benefits within the first thirty (30) days of employment. Sick leave is not a leave which a Team Member may use at his /her discretion, but shall be allowed only in cases of actual sickness or disability which make it impossible or inadvisable for the Team Member to perform normal work assignments /functions. Sick leave may be utilized for dental or medical appointments, medical assessments and /or due to a serious illness in the immediate family. The City Manager /Department Head may deny or revoke sick leave if the incapacitation for which it is taken is caused or substantially aggravated by compensated outside employment. If a Team Member is absent from work for more than three (3) working days without notifying his /her direct supervisor or Department, the Team Member may be dismissed from City service for being absent without official leave. Any abuse of sick leave usage shall be grounds for disciplinary action up to and including dismissal. 4. Illness During Vacation Leave: Team Members who become ill while on approved vacation leave may request from his /her supervisor to have vacation time converted to sick leave. Verification of illness may be required prior to approval. 5. Notification to Supervisor: Any Team Member needing to be absent because of sickness or other physical disability shall notify the appropriate Department Director or immediate supervisor at least one (1) day prior to such absence if circumstances permit, or within one (1) hour before the start of his /her regular shift when prior notice cannot be given. 6. Sick Leave Authorized Due to Illness in Family A Team Member shall be allowed sick leave due to serious illness in the immediate family. The definition of "family" defined under the Family and Medical Leave Act (FMLA) policy will be utilized. In the event of a serious illness in the immediate family, a certificate of such illness and the need for the Team Member's absence by the acceptable medical authority may be required by the Department Director. In such case, the Team Member must be able to produce a verifying certification upon request by management. Return to Work Following Illness: The Department Director may require a Team Member to submit to a medical and /or psychiatric examination by a physician designated by the City before permitting the Team Member to return to work after the Team Member has been on sick leave. If the results of any such examination indicate that the Team Member is unable to perform assigned duties, or if performance of those duties will expose others to infection, the Team Member shall be placed on sick leave, or leave without pay after all sick leave has been used, until adequate medical evidence is submitted that the Team Member is competent to perform assigned duties or will not subject others to the infection. 8. Medical Certificate Requirement: In order to be paid for time while absent from duty on sick leave, the Team Member must make every good faith effort to notify his /her immediate supervisor prior to the start of the Team Member's work day. The Department Director may request, for cause, a certificate issued by a licenses physician or other satisfactory proof of illness before sick leave is granted. The Department Director may also choose a licensed physician to conduct a physical examination at City expense. Any Team Member who makes application for sick leave may be required by either the Department Director or City Manager to file a certificate signed by a duly and regularly licensed physician authorized to practice medicine or may be required to submit a personal statement which states the Team Member was incapacitated from performing the duties of the position for each day that sick leave is requested. Authority shall also be given to the physician signing the certificate, to disclose to the City Manager or the Department Director, information relating to sick leave. Sick leave shall be granted when the application for sick leave is approved by the Department Director or the City Manager. 9. Transfer of Sick Leave: New Team Members may bring with them /transfer up to two hundred (200) hours of sick leave from their previous employer provided the previous employer did not otherwise compensate the Team Member for said hours. The new Team Member shall provide a letter or documentation from the previous employer verifying accrued but uncompensated hours. A Team Member shall not receive payment for unused accumulated sick leave upon dismissal of employment or retirement (either disability or regular). A Team Member may not use sick leave to extend a retirement (either disability or regular) or dismissal date. This prohibition shall not affect a Team Member's right to obtain sick leave credit with PERS. Any other balances or if a Team Member resigns or is dismissed will be forfeited. SECTION 18: BEREAVEMENT LEAVE In the event of the death of a member of a Team Member's immediate family (defined as spouse, parent, step - parent, grandparent, sibling, children, grandchildren, mother -in -law, father -in -law, sister -in -law, brother -in -law, registered domestic partner or child of a registered domestic partner), Team Members will be entitled to four (4) paid days off for bereavement leave per incident. SECTION 19: JURY LEAVE Team Members required to serve on a jury will be entitled to their regular compensation for up to 80 hours provided that fees for jury service are deposited to the finance department. SECTION 20: BILINGUAL PAY The City will offer a bilingual pay program for eligible Team Members who consistently utilize other languages to translate during the normal course of work. To qualify, Team Members must pass the test developed or utilized by the City for the following recognized languages: Spanish, Vietnamese, Cantonese, and /or Mandarin. A maximum of three (3) positions per language per site may be certified to receive bilingual pay by the City. It will be applicable at all primary sites (RCRC, Garvey Center, Public Safety and Maintenance Yard). In the event that more than three Team Members wish to apply for it, management will determine the top three (3) based upon positional need. Once certified, Team Members shall receive a bilingual stipend of $75 per month. Any Team Member who is not certified by the City shall not be required to use a language other than English. However, when a member of the public, requests assistance in a language other than English, our Team Members shall make a reasonable effort to accommodate and assist in a polite and professional manner. SECTION 21: SHORT -TERM DISABILITY The City will provide Team Members with a short -term disability plan to protect against cases where a non - work- related illness or injury is sustained which results in an inability to work for a short period of time. In these cases, Team Members will receive 66.67% of their base salary (1 year average of W -2) with a waiting period of 15 days. Team Members will receive continued payment until the Team Member is medically able to return to work, or has to begin utilizing long term disability, or until the Team Member reaches the age of 65, whichever comes first. The maximum short -term disability benefit amount will be $1848 per week. SECTION 22: LONG -TERM DISABILITY The City will provide Team Members with a long -term disability plan to protect against cases where a non - work- related illness or injury is sustained which results in an inability to work for a long period of time. In these cases, Team Members will receive 66.67% of their base salary with a 90 day waiting period. Team Member will receive continued payment until the Team Member is medically able to return to work, or until the Team Member reaches the age of 65, whichever comes first. The maximum long -term disability benefit amount will be $8,000 per month. SECTION 23: LIFE INSURANCE Team Members will receive an accidental death & dismemberment and life insurance policy of $100,000. SECTION 24: TUITION REIMBURSEMENT The City will suspend the tuition reimbursement program for FY 2012 -2013. The City will revisit the tuition reimbursement program for FY 2013 -2014 based upon the availability of funding. SECTION 25: WELLNESS PROGRAM The City will suspend the Wellness Program for FY 2012 -2013. The City will revisit the wellness reimbursement program at $500 per year for FY 2013 -2014 based upon the availability of funding. SECTION 26: COMPUTER PURCHASE PROGRAM The City provides a computer purchase program for all full -time Team Members as outlined in the Administrative Policy No. 30 -09 approved by the City Manager. Full -time Team Members are eligible for this program after the completion of the probationary period. SECTION 27: EMPLOYEE ASSISTANCE PROGRAM The City will provide Team Members with access to the Employee Assistance Program (EAP). SECTION 28: FLEXIBLE BENEFIT PLAN (SECTION 125) The City will offer Team Members a flexible benefit plan which will allow individuals to pay for certain expenses (child care, unreimbursed medical expenses, insurance premiums) with pre -tax dollars. SECTION 29: DIRECT DEPOSIT Team Members will be provided with an option to authorize the automatic deposit of each paycheck into an individual's checking, savings or credit union account. Payroll checks will not be issued in advance. SECTION 30: AUTO ALLOWANCE Mid - Management Team Members may receive up to $300 per month based on business necessity as determined by the City Manager based on the driving demands of the position. Any existing full -time Team Members who were eligible for auto allowance prior to July 1, 2010 under the terms of the Auto Allowance clause will continue to be eligible. PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Rosemead on the 22 ^d day of May 2012. Sandra Armenta Mayor ATTEST: G o�na Molleda City Clerk APPROVED AS TO FORM: Rachel Richman City Attorney City of Rosemead Mid - Management Professional Confidential Services Salary Ranges and Job Classifications Effective July 1, 2012 Administrative Specialist 1 $3,533 1 $4,779 Human Resources Manager $5,809 $7,859 Management Analyst $4,214 $5,701 Finance Manager 1 $5,809 $7,859 City Planner 1 $5,954 $8,055 Recreation Supervisor 1 $4,214 $5,701 Public Safety Minimum Maximum Code Enforcement Officer, Senior 1 $3,817 $5,165 Assistant Director of Public Works $5,667 $7,667 Civil Engineer $5,134 $6,946 Public Works Superintendent $4,214 $5,701 STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) SS. CITY OF ROSEMEAD ) I, Gloria Molleda, City Clerk of the City of Rosemead, do hereby certify that the foregoing Resolution No. being 2012 -28: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROSEMEAD, CALIFORNIA, ESTABLISHING ANNUAL SALARY RANGES AND BENEFITS FOR CLASSIFICATIONS IN THE MIDDLE MANAGEMENT, PROFESSIONAL, AND CONFIDENTIAL SERVICE OF THE CITY OF ROSEMEAD was duly and regularly approved and adopted by the Rosemead City Council on the 22nd of May, 2012, by the following vote to wit: Yes: Alarcon, Armenta, Clark, Low, Ly No: None Abstain: None Absent: None loria Molleda City Clerk