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CC - Item 4F - Annual Salary Survey Results and Adoption of Salary and Benefits ResolutionsROSEMEAD CITY COUNCIL STAFF REPORT TO: THE HONORABLE MAYOR AND CITY COUNCIL FROM: GLORIA MOLLEDA, CITY MANAGER N l . DATE: JULY 23, 2019 SUBJECT: ANNUAL SALARY SURVEY RESULTS AND ADOPTION OF SALARY AND BENEFITS RESOLUTIONS SUMMARY The City Council will consider approval of five salary and benefits Resolutions: General Service Unit; Middle Management, Professional, and Confidential Service Unit; Management Service Unit; Part -Time Salary Schedule; and a Comprehensive City-wide Salary Schedule for all City Classifications. The purpose of the annual salary and benefits resolution, is to ensure transparency and to implement modifications to the City's compensation system. Amendments to the Resolutions include salary range adjustments for various classifications as a result of the annual compensation survey in accordance with City policy and above referenced Resolutions. The amendments to the Resolution also include clarifying language that was approved in the 2018- 2020 Memorandum of Understanding (MOU) with the City of Rosemead Employee Association. DISCUSSION The existing MOU with the Rosemead Employee Association (REA) is current and will expire on June 30, 2020. The MOU, as well as City policy, defines an agreed upon process for the maintenance of the compensation plan, including an annual survey of "base" pay, as compared to defined comparable agencies. The agencies included in the survey are: City of Alhambra, City of Diamond Bar, City of Duarte, City of El Monte, City of La Mirada, City of La Puente, City of Montebello, City of Monterey Park, City of Paramount, City of Pico Rivera, City of San Dimas, City of San Gabriel and City of Temple City according to established policies and procedures. Employees eligible for an annual merit increase may receive a merit salary adjustment of up to 5% during the term of the agreement. The annual salary survey included a review of "base salary". As a result of the survey salaries for a total of thirty-nine (39) classifications were compared to similar classifications in the survey cities. Based on the survey results, the salary ranges for a number of classifications indicate a change in the range. Some of the findings would result in an increase to the top and bottom ends of a salary range, a decrease to the current AGENDA ITEM NO. 4.F City Council Meeting July 23, 2019 t Page 2 of 4 salary range, or an increase to the beginning of the salary range with a reduction to the top of the range. The results are attached. To ensure that the survey results do not adversely affect current employees, the survey range findings were only adopted for current vacant classifications. In cases where the current salaries of incumbents exceed the survey range findings, the current top step of the range will be maintained as the City has historically not reduced compensation for current employees as a result of the survey process. Where the salaries of incumbents are below the first step of the survey findings, it is recornmended that their salaries be increased accordingly. The recommendations are summarized below: Adopt survey findings for current vacant classifications of Associate Civil Engineer, Finance Manager, Office Specialist, Recreation Manager, and Senior Management Analyst. • Salary increase for incumbents currently below the first step of the survey range findings. • Adopt survey findings while maintaining the current top step of a salary range where the current salary of incumbent(s) currently exceeds the survey range findings. • The newly created classification of Civil Engineer Assistant did not have enough comparable survey data. Therefore, the recommended salary range has been set to be ten percent (10%) below the recommended salary range for Associate Civil Engineer. • The City Manager's compensation is 2.44% behind the labor market; no change is recommended as the City Manager's compensation is established by the City Council. • The Director of Parks & Recreation is 8.87% below the labor market. No changes are recommended as the Director salaries have historically been linked, and the City's practice is to compensate all Director's at the same rate of pay. The salary schedule for Part -Time classifications has been updated to reflect the addition of Code Enforcement Officer as a part-time classification. Additionally, the classification title for Weekend Maintenance Worker was changed to Maintenance Worker with a salary range reflective of survey data. The language revisions made to the Mid -Management and Management Resolutions were approved in the 2018-2020 Memorandum of Understanding (MOU) with the City of Rosemead Employee Association. Among the revisions are: Survey Cities: At the request of the REA, the cities of La Mirada and Paramount were added to the cities that are surveyed for labor market comparisons for annual salary range adjustments. City Council Meeting July 23, 2019 Page 3 of 4 Merit Increases: To further clarify what percentage of merit increases employees can be considered for, the numerical ratings that correspond to the performance ratings were added to the Merit Increase Table in the MOU. Employee Contribution to CalPERS: Historical language was included to track when and how the employee contribution to CalPERS membership changed from being paid by the City to complying with current law that requires that employees pay for their own contribution. Social Securi An article to communicate the current practice of the City and the employees' participation in Social Security was added to the MOU. Vacation and Sick Leave Banks. Language was added to clarify that negative vacation and sick leave banks are not allowed. In addition, language was also added to clarify that upon retirement, sick leave is converted to service credit in accordance with the CalPERS contract. Flexible Scheduling: Replacement of Amoeba language to Flexible scheduling on special events. The Part -Time Resolution revisions include updates to the language for Tuition Reimbursement to reflect the current pro -rated schedule for refunds to the City, and a correction to the medical benefit for 3/4 Part Time Team Members to change coverage from Kaiser (single party) to the lowest cost medical plan (single party). In addition, cleanup of language to reflect accurate limits of total hours each category of Part -Time staff may work in compliance with the Affordable Care Act and CalPERS regulations. Finally, an update was made to the amount provided via the Wellness Program from $250 to $150. Lastly, a Comprehensive City-wide Salary Schedule is presented for adoption and approval by Resolution which meets transparency and CalPERS requirements, and has been recommended by the City's legal counsel for compliance purposes. The Comprehensive City-wide Salary Schedule includes the recommended salary adjustments and staffing changes that were approved in the adopted FY2019-20 budget, retroactive to July 1, 2019. STAFF RECOMMENDATION It is recommended that the City Council adopt Resolution No. 2019-36 for General Service Unit; Resolution No. 2019-37 for Middle Management, Professional, and Confidential Service Unit; Resolution No. 2019-38 for Management Service Unit; Resolution No. 2019-39 for Part -Time Salary Schedule; and Resolution No. 2019-40 for Comprehensive City-wide Salary Schedule for all Regular Full-time City Classifications. FISCAL IMPACT The total estimated cost to implement the terms and conditions of these Resolutions are approximately $49,000 to cover full-time and part-time salary fiscal impacts. Staff is requesting appropriations from the following funds: General Fund Unassigned Fund Balance of $42,400, City Council Meeting July 23, 2019 Page 4 of Gas Tax Fund Balance of $1,000, Proposition A Fund Balance of $2,700, Proposition Fund C Balance of $2,500, and Measure R Fund Balance of $400. STRATEGIC PLAN IMPACT None PUBLIC NOTICE PROCESS This item has been noticed through the regular agenda notification process. Prepared by: Attachments: A. Salary Range Findings B. Resolution No. 2019-36 General Service C, Resolution No. 2019-37 Middle Management, Professional, and Confidential Service D. Resolution No. 2019-38 Management Service E. Resolution No. 2019-39 Part -Time Service F. Resolution No. 2019-40 City -Wide Comprehensive Salary Schedule Attachment A Salary Range Findings Accounting Specialist Gen $3,117 $4,302 $3,664 4,565 Administrative Analyst MMPC $4,793 $5,911 $4,793 $5,911 Administrative Assistant Gen $3,564 $4,918 $3,953 $4,873 Administrative Specialist MMPC $3,920 $5,410 $4,122 $5,370 Assistant Planner Gen $4,448 $6,139 $4,826 $6,020 Associate Civil Engineer MMPC $6,564 $8,054 Associate Planner MMPC $4,893 $6,753 $5,676 $6,969 City Engineer MMPC $8,221 $11,345 $8,221 $11,345 Civil Engineer Assistant Gen New class - No data Code Enforcement Officer Gen $3,948 $5,449 $4,300 $5,312 Code Enforcement Officer PT $22.78 $29.07 Deputy City Clerk MMPC $4,592 $6,213 $5,544 $6,758 Executive Assistant to the City Manager MMPC $4,452 $6,024 $4,904 $5,981 Facilities Technician Gen $3,458 $4,773 $3,880 $4,794 Finance Manager MMPC $8,033 $9,737 Housing Project Coordinator Gen $4,546 $6,274 $4,546 $6,274 Human Resources Manager MMPC $6,354 $8,596 $7,346 $9,089 Human Resources Specialist Gen $3,849 $5,313 $4,227 $5,211 Maintenance Lead Worker Gen $3,867 $5,337 $4,183 $5,160 Maintenance Worker Gen $3,094 $4,649 $3,548 $4,377 *Maintenance Worker PT $12.25 $15.63 $17.85 $22.78 Management Analyst MMPC $4,689 $6,470 $5,082 $6,243 Office Specialist Gen $2,851 $3,935 $3,031 $3,769 Planning & Economic Development Manager MMPC $7,496 $9,658 $7,973 $9,714 Public Safety Supervisor MMPC $5,991 $8,106 $5,991 $8,106 Public Works Inspector Gen $4991 $6080 Public Works Manager MMPC $7,022 $9,500 $7,729 $9,263 Public Works Superintendent MMPC $6,170 $8,515 $6,429 $7,939 Recreation Coordinator Gen $3,718 $5,030 $4,222 $5,131 Recreation Manager MMPC $6,607 $8,938 $7,046 $8,642 Recreation Supervisor MMPC $4,895 $6,755 $5,370 $6,573 Senior Accounting Specialist MMPC $3,896 $5,378 $4,106 $5,006 Senior Code Enforcement Officer MMPC $4,541 $6,266 $5,756 $6,858 Senior Management Analyst MMPC $5,158 $7,118 '` i:: $5,769 $7,035 Attachment B Resolution No. 2019-36 RESOLUTION NO. 2019-36 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROSEMEAD, CALIFORNIA, ESTABLISHING ANNUAL SALARY RANGES AND BENEFITS FOR CLASSIFICATIONS IN THE GENERAL SERVICES UNIT OF THE CITY OF ROSEMEAD WHEREAS, THE FOLLOWING classifications in the General Service of the City of Rosemead ("City") are critical to the efficient and effective operations of the City; WHEREAS, employees in these classifications are non-exempt under the provisions of the Federal Fair Labor Standards Act; and WHEREAS, the City Council desires to establish the compensation levels for classifications in General Service of the City; NOW THEREFORE, BE IT RESOLVED �derstanding tothat effective egnclude theginning salary ranges and 19, the City Council amend the existing Memorandum benefits for the classifications covered by this Resolution. SECTION 1: APPLICABILITY Full-time Team Members in the following classifications are covered by this Resolution: PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Rosemead on the 23rd day of July 2419. ATTEST: Ericka Hernandez, City Clerk Margaret Clark, Mayor APPROVE AS TO FORM: Rachel Richman, City Attorney STATE OF CALIFORNIA } COUNTY OF LOS ANGELES) § CITY OF ROSEMEAD ) I, Ericka Hernandez, City Clerk of the City Council of the City of Rosemead, California, do hereby certify that the foregoing City Council Resolution, No. 2019-30, was duly adopted by the City Council of the City of Rosemead, California, at a special meeting thereof held on the 23rd day of July, 2019, by the following vote, to wit: AYES: NOES: ABSENT: ABSTAIN: Ericka Hernandez, City Clerk Attachment C Resolution No. 2019-3 7 RESOLUTION NO. 2019-37 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, 2019, 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: Mid -Management, Professional & Confidential Service Unit Administrative Analyst Management Analyst Administrative Specialist Planning & Economic Development Mana er Associate Civil Engineer Public Safet Su ervisor Associate Planner Public Works Manager Ci En ineer Recreation Manager Deputy City Clerk Recreation Supervisor Executive Assistant to the Cit Mana er Senior Code Enforcement Officer Finance Manager Senior Management Anal st Human Resources Manager 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 (+/W5%) 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 (mean) 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. 4n a bi-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. 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 three -fold set of criteria and rationale: 1) contiguous geographic proximity to Rosemead; 2) full contract city status; and/or a sufficient number of comparable positions. The following cities will be surveyed on a periodic basis for comparison purposes: Alhambra La Mirada Paramount Temple City Diamond Bar La Puente Pico Rivera Duarte Montebello San Dimas El Monte Monterey Park San Gabriel 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, are based on merit through the annual performance evaluations. Based on the Team Member's performance rating on his/her performance evaluation, a Team Member is eligible for a merit increase. Team Members eligible for a merit increase will be eligible to receive up to a 5% merit increase during the term of this agreement. Team Member salaries may not exceed the maximum salary range within the respective job classification. Current Team Members whose salaries exceed the maximum salary range for the 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, 2014, the salary ranges of all positions that are "topped out" or exceed the maximum salary range for the classification will be surveyed on an annual basis. All other classifications will be surveyed bi-annually. All full-time Team Members are part of the Merit Based Compensation System. All Team Member salary increases, within the salary range, are based on merit through the annual performance evaluations. Based on the Team Member's performance overall rating on the performance evaluation, a Team Member is eligible for a merit increase. The following is the performance rating categories and percentage increases that a Team Member may be eligible for based upon funding for FY2018-2020: �� � W _-r,�" ray- �.r,-,^ ,r- m � x �r ,.' �r w'' ^.� /�'a" Unsatisfactor � r- .:J��.�' ✓rte-',��-a � rr"'.,�-.-:" �.,.✓" 2.4 a?� � ,�'v", v-�- r y� rNUNN�e 0% Needs Develo ment 2.9 0% Meets Expectations 3.0-3.4 3.5-3.9 2% 3% Exceed Expectations 4,0-4.5 4% Substantially Exceeds Expectations 4.6-5.0 5% The City will provide for merit increases up to 5% for the FY 2018-2020. SECTION 3: PERFORMANCE EVALUATION All Team Members will receive an annual performance evaluation. The City recognizes the importance of conducting timely evaluations. Supervisors, managers, and department directors must submit and conduct performance evaluations in a timely manner on the date the evaluations are due. Every effort must be made by the supervisors, managers, and department directors to submit timely evaluations. However, the City recognizes that when an emergency or an unforeseen circumstance arises, the expectation is to submit the evaluations as soon as practicable. Aside from an emergency or an unforeseen circumstance, in the event that a supervisor will not be able to complete an employee performance evaluation report in a timely manner, the supervisor shall notify the department director and request a time extension for completion of the performance evaluation report. An extension of two (2) weeks will be permitted for the supervisor to complete the evaluation. In addition, the supervisor must inform and notify the respective Team Member if the evaluation will not be completed on time. If a Team Member is out on an extended leave of absence, the performance evaluation will be extended out by the equal amount of time/duration the Team member is out on the leave of absence. An extended leave of absence is defined as thirty (30) days or longer. A probationary Team Member will receive an interim performance evaluation at six months from the date of hire. Interim performance evaluations are not linked to any merit adjustments or increases. ,SECTION 4: HEALTH INSURANCE PROVIDER The City contracts with California Public Employees' Retirement System (CaIPERS) to serve as the health insurance provider for the City. SECTION 5: CAFETERIA -STYLE HEALTH WELFARE & SAVINGS BENEFIT Effective July 1, 2016, the City will provide each full-time Team Member with $1,700 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 waive coverage and take the entire benefit as deferred compensation or cash, but must first show proof of group health insurance coverage through an individual, a spouse or family member's coverage through their employer and complete the Voluntary Decline of Health Care Offered Under City of Rosemead Group Plan form. SECTION 6: CHANGES TO HEALTHCARE LAWS The parties recognize that certain changes to State or Federal laws, programs, taxes or regulation including, but not limited to, the Affordable Care Act (ACA), may impact future medical plan offerings. In the event that such reform measures or resulting changes in the ACA altering the healthcare coverage, options, costs or other elements, the City may reopen Section 4,5, and 30 regarding medical insurance/benefits. SECTION 7: 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, and who retire from the City, an allocation of up to $1,0001 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, 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 $500/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 5. 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 will receive retiree health benefits in accordance with public employees' retirement Iaws and CalPERS. SECTION 8: RETIREMENT PROGRAM CALPERS Team Members will be enrolled in the City's retirement program through Ca1PERS. On July 1, 2007, the City began providing the 2.7%@55 benefit formula with one-year final compensation option with no cap. On July 1, 2010, the City implemented a 2 -tier system with changes for new hires only. All full- time new hires, hired on or after July 1, 2010, will be subject to 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. Under the Public Employees' Pension Reform Act of 2013 (PEPRA), effective January 1, 2013, all "new members" will be subject to the 2.0% @ age 62 benefit formula which also requires a three year final compensation {the highest average annual pensionable compensation earned by a member during a period of at least 36 months) with an early retirement age of 52. A "New Member" is defined as: 1. A new hire that is brought into Ca1PERS membership for the first time on or after January 1, 2013, and who has no prior membership in any other California public retirement system. 2. A new hire who is brought into CalPERS membership for the first time on or after January 1, 2013, and who is not eligible for reciprocity with another California public retirement system. 3. A member who established CalPERS membership prior to January 1, 2013, and who is hired by a different CaIPERS employer after January 1, 2013, after a break in service of greater than six months. Effective January 1, 2013, PEPRA prohibited employers from paying any portion of a "new member's" member contribution rate. All new members must pay 50% of total normal cost as Team Member contribution rate. Ca1PERS refers to all members that do not fit within the definition of a new member as "classic members". All existing CaIPERS members as of December 31, 2012, will retain the existing benefit levels for future service with the same employer. Effective January 1, 2013, PEPRA prohibited employers from paying any portion of a "new member's" member contribution rate. All non -classic California Public Employees' Retirement System (CaIPERS) members must pay 50% of total normal cost as employee contribution rate. By January 1, 2018, all "classic members" were required to contribute their full share up to 8% of the Team Member contribution of the CaIPERS rate. Effective July 1, 2014, all classic members enrolled in CaIPERS began paying 2% of salary to CaIPERS towards retiree benefits. In consideration of the member's 2% contribution towards CaIPERS, all classic members received a 2% increase in pay on July 1, 2014,. Effective July 1, 2015, all classic members enrolled in Ca1PERS began paying an additional 2% of salary to Ca1PERS towards retiree benefits for a total of 4%. In consideration of the member's 2% contribution towards CaIPERS, all classic members received a 2% increase in pay on July 1, 2014. Effective July 1, 2016, all classic members enrolled in CalPERS began paying an additional 2% of salary to CalPERS towards retiree benefits for a total of 6%. In consideration of the member's 2% contribution towards CalPERS, all classic members received a 2% increase in pay on July 1, 2014, Effective July 1, 2017, Tier 1 classic members began contributing an additional 2% to CaIPERS for a total of S%, and Tier 2 classic members began contribution an additional 1% for a total of 7%. In consideration of the member's additional contribution towards CalPERS, Tier 1 classic members received a 2% increase in pay and Tier 2 classic members received a 1 % increase in pay. SECTION 9: ENHANCED RETIREMENT PROGRAM: PUBLIC AGENCY RETIREMENT SERVICES PARS The City offers an enhanced retirement package through Public Agency Retirement Services (PARS) for all Team Members hired prior to July 1, 2010. Covered 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 is 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. All Team Members hired on or after July 1, 2010 are ineligible for the Enhanced Retirement Program through PARS in accordance with State law. PARS has been eliminated for all new full-time Team Members. SECTION 10: SOCIAL SECURITY The City deducts from each frill -time employee's paycheck, an amount as determined by law for the Federal Insurance Contributions Act (Social Security). In addition, the City contributes an additional amount at least equal to the employee's contribution. SECTION 11: EMPLOYER FUNDED DEFERRED COMPENSATION PROGRAM 401A For all full-time Team Members, the City set-up and began contributing into a deferred compensation account a percentage of the Team Member salary based on years of service. That funding formula is as follows: In accordance with State law, all Team Members hired on or after July 1, 2010 are ineligible for the employer funded deferred compensation program. The employer funded deferred compensation program has been eliminated for all new full-time Team Members. SECTION 12: VACATION ACCRUAL Full-time Team Members will receive vacation accruals as follows: �'SM gg ::..._. Years of Service Hours/Pa Period Hours/Year Days/Year Up to year 1 3.85 100 10 Year 1 Year 13 5.38 140 14 13+ 6.15 160 16 All full-time Team Members accrue 100 hours of vacation leave during their first year of service. 140 hours are 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 cease to accrue vacation hours when, in any pay period, they exceed two times their annual accrual as determined by their anniversary date. All vacation requests are to be pre -approved by the Department Director. Negative vacation banks or borrowing from future accruals will not be allowed. Vacation accruals will be determined by the percentage formula of actual hours in a paid status by the City. SECTION 13: 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 longterm 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 is eligible to have the City buyback up to 60 hours of accumulated unused vacation time. On July 1, 2011, the City established two (2) vacation banks as follows: Bank A: Vacation earned/accrued prior to June 30, 2011. 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 14: CITY -RECOGNIZED HOLIDAYS The following days are recognized and observed as paid holidays: 1. New Year's Day (January Ist) 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 are closed from noon on Christmas Eve to New Year's Day. If a Team Member elects to take the non -holidays off, he/she is required to utilize his/her own time. If a holiday falls on a Friday or Saturday, Team Members will observe that holiday on the preceding Thursday. If the holiday falls on a Sunday, Team Members will observe that holiday on the following Monday. At the discretion of the City Manager and based upon business needs, Team Members may be released at 12:00 p.m. on December 24th SECTION 15: FLOATING HOLIDAYS Team Members 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. In case a Team Member terminates employment with the City, he/she will forfeit any unused floating holidays. SECTION 16: ADMINISTRATIyF, LEAVE On January 1, Team Members are allocated an allotment of 60 hours per year of administrative leave. On July 1, 2011, the opportunity to sell back administrative leave was 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 are not utilized by December 31 of a calendar year will be lost. Furthermore, any administrative leave on the books for a terminating Team Member will be paid out at the Team Member's hourly rate at a prorated unit of administrative leave available by pay period. 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 17: PROBATIONARY PERIOD The probationary period, of one year (2080 supervised hours), shall be an integral part of the employment examination process and shall be utilized as an opportunity to closely observe the Team Member's work, to provide special training, to assist the Team Member in adjusting to the new position, and to reject any Team Member whose work performance, adaption, or personal conduct fails to meet required standards. A probationary Team member shall have no right of tenure and may be dismissed without cause, at any time, during the probationary period without right of appeal, grievance, or hearing. Probationary Team Members do not have property or vested rights in their positions with the City. All Team Members shall receive an interim performance report after completion of six (6) months of the probationary period. Satisfactory completion of probation is based on total performance during the entire probationary period. The City Manager may, in his/her sole discretion, extend the probationary period an additional 1040 hours (six (6) months). If a Team Member is out on an extended leave of absence, the probationary period will be extended out by the equal amount of time/duration the Team member is out on the leave of absence. SECTION 18: FLEXIBLE SCHEDULING Depending on a Team Member's area of assignment, an alternate work schedule may be arranged with Department Director approval. This could include the possibility of utilizing a flextime or telecommuting from an offsite location. Any prolonged telecommuting arrangement must be approved by the City Manager. Any alternate workweek must be approved, in writing, by the City Manager. SECTION 19: FLEXIBLE SCHEDULING ON SPECIAL EVENTS Based on economic or business necessity, all full-time Team Members are required to work special events with the ability to "flex" their hours to meet the human resources demands of the City's special events which include: • 4th of July Parade/Carnival/Fireworks Show • Fall Fiesta This condition exists in every week in which there is a special event. If an unscheduled event arises, the City Manager has the authority to implement an Alternative Work Schedule which allows for the "flexing" of hours within the same work period of the special event. Supervisors and department directors 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. In addition, an emergency disaster is exempt from a flexible scheduling and does not fall under the definition of special events. SECTION 20: 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. Amount Earned: All full-time, regular or probationary Team Members will accrue ten (10) hours of sick leave per month. Sick leave will 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. Sick leave accruals will be determined by the percentage formula of actual hours in a paid status by the City. A Team Member who works 80 hours on paid status per pay Exam 'le 1'period will accrue 4.62 hours/pay eriod. A Team Member who works 40 hours on paid status per pay period will accrue 2.31 hour/pay period (50% of 4.62 A Team Member who has a zero leave balance and takes an Exam e 3 extended leave of absence will not accrue an hours. Except for retirement, all unused sick leave hours will be forfeited when a Team Member separates from employment, voluntarily or involuntary. Upon retirement, a Team Member's unused sick leave hours will be converted to service credit as contracted with Ca1PERS . 2. Advanced Sick Leave: Sick leave time shall not be taken until such time has been accrued. 3. Utilization of Sick Leave Benefits: The right to utilize benefits under the sick leave provisions herein continues only during the period that the Team Member is employed by the City. All benefits hereunder terminate upon the Team Member leaving City service. A Team Member on military leave is not 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 is 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 director 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 is 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 must 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 Famil : A Team Member is allowed sick leave due to a 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 the immediate supervisor or management. 7. 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 will 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 sick leave, the Team Member must make every good faith effort to notify his 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 licensed 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 will 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 will 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 must provide a letter or documentation from the previous employer verifying accrued but uncompensated hours. A Team Member will not receive any 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 does not affect a Team Member's right to obtain sick leave credit with CalPERS. Any other balances or if a Team Member resigns or is dismissed will be forfeited. SECTION 21: BEREAVEMENT LEAVE In the event of the death 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 are entitled to forty (40) hours for bereavement leave per incident. SECTION 22: JURY LEAVE Team Members required to serve on a jury are entitled to their regular compensation for up to eighty (8 0) hours provided that fees for jury service are deposited to the Finance Department. SECTION 23: BILINGUAL PAY The City offers 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 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 (City Hall, Rosemead Community Recreation Center (RCRC), Garvey Community Center, Public Safety and Public Works). In the event that more than three (3) Team Members wish to apply for it, management will determine the top three (3) based upon positional need. Once certified, Team Members will receive a bilingual stipend of $75 per month. Any Team Member who is not certified by the City is not 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 must make a reasonable effort to accommodate and assist in a polite and professional manner. The City reserves the right to suspend bilingual pay if the Team Member is out on an extended leave of absence of more than 80 consecutive hours and is not physically present at work to provide bilingual services. SECTION 24: SHORT TERM DISABILITY/LONG TERM DISABILITY State Disability Insurance (SDI) is a partial wage replacement insurance in which the City does not participate in. However, for non -work related Team Member disabilities, the City offers Short -Term Disability (STD)/Long-Term Disability (LTD) to full-time Team Members. Workers compensation injuries are excluded from disability leave/insurance offered by the City. The City provides 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. Team Members will receive 66.67% or 2/3 of their pre -disability base salary (1 year average of W-2) with a waiting period of 15 calendar days before receiving their benefits and can last up to 11 weeks. 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 $1,848 per week. Family and Medical Leave Act (FMLA) will run concurrently with disability. The City provides 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, LTD is received only after STD has expired and the Team Member continues to be medically disabled. Team Members will receive 66.67% or 2/3 of their pre -disability 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. Family and Medical Leave Act (FMLA) runs concurrently with disability. Team Members have the option of receiving a full paycheck by utilizing his/her own leave time to subsidize the 113 while on disability. Disability will cover 2/3 or 66.67% of the pre -disability base salary based off of the W-2 (1 year average). However, when on disability, Team Members may not utilize sick leave. Team Members may use vacation, floating holiday, holiday, and/or compensatory time (if applicable). Leave Accrual rate will be based upon the hours utilized. All disability claim forms must be submitted to Human Resources on a timely basis. As a guideline, all claim forms should be submitted within 15 calendar days, All medical certifications or modifications to the medical certification must be submitted to Human Resources on a timely basis. Team Members are required to submit a Fitness for Duty -- Return From Leave Certification at least 2 working days prior to the date of return to the department director. Team Members may not return to work without this certification. SECTION 25: LIFE INSURANCE Team Members receive an accidental death and dismemberment and life insurance policy of $100,000. SECTION 26: TUITION REIMBURSEMENT The City will reinstate the tuition reimbursement program for FY 2018-2020 based upon availability of funding. Subject to City Manager approval, Team Members may attend and be reimbursed for part or all of the costs of educational and other training courses (up to $5,000 per fiscal year) which provide a benefit to the City provided there are budgeted funds for such approval by the City Council. The educational/training courses must be job-related leading towards a college or university degree or certificate and Team Members must remain with the City for three (3) years after the successful completion of class/course or must refund the amount received to the City on a `pro- rated basis. If a Team Member leaves employment (voluntarily or involuntarily) with the City, prior to the three (3) years after the completion of class/course, the Team Member must refund the amount received based upon the following pro -rated basis: ...0 inOleti; Less than one 1 Year Full Amount Received Less than two 2 ears 213 of Amount Received Less than three 3 ears 113 of Amount Received Team Members with prior approval by the City Manager, may be reimbursed for registration, cost of books, tuition, lab fees and parking for classes or instruction, provided such classes or instruction are related to the Team Member's assigned duties with the City. Reimbursement will be made only after a Team Member has satisfactorily completed the class or workshop with the grade of "C" or better or a "B" or better for graduate level courses and that proof of completion has been submitted and approved by the City Manager. In general, mandatory or required training time during working hours shall be considered part of the job. If the City directs a Team Member to attend a specific, job-related training course during non -working hours, Team Members may utilize flex time. All study time shall be considered completely voluntary. No overtime pay, additional pay or compensatory time shall be given unless advanced written approval is granted by the City Manager. There is no mileage reimbursement for travel to and from educational classes. Required forms must be completed and necessary documentation (receipts and grades) must be provided in order to receive reimbursement. Final and conclusive determinations of the reimbursement amount shall be made by the City Manager/Assistant City Manager after review of the request and recommendations by the Department Director. SECTION 27: WELLNESS PROGRAM The City provides the Wellness Reimbursement Program at $300 per fiscal year for FY2016- 2018. SECTION 28: 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. Loans are due and payable in full upon termination or separation of employment. SECTION 29: EMPLOYEE ASSISTANCE PROGRAM EAP) The City provides Team Members with access to the Employee Assistance Program (EAP). SECTION 30: ]FLEXIBLE SPENDING ACCOUNT SECTION 125 The City offers 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 31: DIRECT DEPOSIT Team Members are offered 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 32: AUTO ALLOWANCE 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. SECTION 33: CITY RIGHTS It is understood and agreed that the City retains all exclusive rights and authority to manage municipal services and the work force performing those services. It is agreed that during the term hereof, the City shall not be required to meet and confer on matters which are solely a function of management, including the right to: • Determine and modify the organization of City government and its constituent work units. • Determine the nature, standards, levels and mode of delivery of services to be offered to the public. • Determine the methods, means, and the number and kinds of personnel by which serves are to be,provided. • Determine whether goods or services shall be made or provided by the City, or shall be purchased, or contracted for. • Direct Team Members, including scheduling and assigning work, work hours, and overtime. • Establish Team Member performance standards and to require compliance therewith. • Discharge, suspend, demote, reduce in pay, reprimand, withhold salary increases and benefits, or otherwise discipline Team Members, subject to the requirement of applicable law. • Relieve Team Member from duty because of lack of work or lack of funds or for other legitimate reasons. • Implement rules, regulations, and directives consistent with law and specific provisions of this MOU. • Take all necessary actions to protect the public and carry out its mission in emergencies. • Determine the contents of job classifications. • Contract out and transfer work out of the bargaining unit. • Exercise complete control and discretion over its organization and the technology of performing its work. PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Rosemead on the 23rd day of July 2019. Margaret Clark, Mayor ATTEST: Ericka Hernandez, City Clerk APPROVED AS TO FORM: Rachel Richman, City Attorney STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES) § CITY OF ROSEMEAD ) I, Ericka Hernandez, City Clerk of the City Council of the City of Rosemead, California, do hereby certify that the foregoing City Council Resolution, No. 2019-37, was duly adopted by the City Council of the City of Rosemead, California, at a regular meeting thereof held on the 23rd day of July, 2019, by the following vote, to wit: AYES: NOES: ABSENT: ABSTAIN: Ericka Hernandez, City Clerk Attachment D Resolution No. 2019-38 RESOLUTION NO. 2019-38 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROSEMEAD, CALIFORNIA, ESTABLISHING ANNUAL SALARY RANGES AND BENEFITS FOR CLASSIFICATIONS IN THE MANAGEMENT SERVICE OF THE CITY OF ROSEMEAD WHEREAS, THE FOLLOWING classifications in the Management Service of the City of Rosemead ("City") are critical to the efficient and effective operations of the City, the City Council recognizes the management nature and responsibilities of the positions; and WHEREAS, employees in these classifications are exempt under the provisions of the Federal Fair Labor Standards Act and serve in an "at -will" employment capacity; NOW THEREFORE, BE IT RESOLVED that effective beginning July 1, 2019, the salary ranges and benefits for the affected classifications will be as follows: SECTION 1: APPLICABILITY Full-time Team Members in the following classifications are covered by this Resolution: Assistant City Manager Director of Community Development Director of Finance Director of Parks & Recreation Director of Public Works 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 (+h5%) 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. 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 three -fold set of criteria and rationale: 1) contiguous geographic proximity to Rosemead; 2) full contract city status; and/or a sufficient number of comparable positions. The following cities will be surveyed on a periodic basis for comparison purposes: Alhambra La Mirada Diamond Bar La Puente Duarte Montebello El Monte Monterey Park Paramount Temple City Pico Rivera San Dimas San Gabriel 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, are based on merit through the annual performance evaluations. Based on the Team Member's performance rating on his/her performance evaluation, a Team Member is eligible for a merit increase. Team Members eligible for a merit increase will be eligible to receive up to a 5% merit increase during the term of this agreement. Team Member salaries may not exceed the maximum salary range within the respective job classification. Current Team Members whose salaries exceed the maximum salary range for the 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, 2014, the salary ranges of all positions that are "topped out" or exceed the maximum salary range for the classification will be surveyed on an annual basis. All other classifications will be surveyed bi-annually. All full-time Team Members are part of the Merit Based Compensation System. All Team Member salary increases, within the salary range, are based on merit through the annual performance evaluations. Based on the Team Member's performance overall rating on the performance evaluation, a Team Member is eligible for a merit increase. The following is the performance rating categories and percentage increases that a Team Member may be eligible for based upon funding for FY2019-2020: The City will provide for merit increases up to 5% for the FY 2019-2020. Unsatisfactory 0.0-2.4 0% Needs Development 2.5-2.9 0% Meets Expectations 3.0-3.4 0 3% Exceed Ex ectations 4.0-4.5 4% Substantially Exceeds Expectations 4.6-5.0 5% The City will provide for merit increases up to 5% for the FY 2019-2020. SECTION 3: PERFORMANCE EVALUATION All Team Members will receive an annual performance evaluation. The City recognizes the importance of conducting timely evaluations. Supervisors, managers, and department directors must submit and conduct performance evaluations in a timely manner on the date the evaluations are due. Every effort must be made by the supervisors, managers, and department directors to submit timely evaluations. However, the City recognizes that when an emergency or an unforeseen circumstance arises, the expectation is to submit the evaluations as soon as practicable. Aside from an emergency or an unforeseen circumstance, in the event that a supervisor will not be able to complete an employee performance evaluation report in a timely manner, the supervisor shall notify the department director and request a time extension for completion of the performance evaluation report. An extension of two (2) weeks will be permitted for the supervisor to complete the evaluation. In addition, the supervisor must inform and notify the respective Team Member if the evaluation will not be completed on time. If a Team Member is out on an extended leave of absence, the performance evaluation will be extended out by the equal amount of time/duration the Team member is out on the leave of absence. An extended leave of absence is defined as thirty (30) days or longer. A probationary Team Member will receive an interim performance evaluation at six months from the date of hire. Interim performance evaluations are not linked to any merit adjustments or increases. SECTION 4: HEALTH INSURANCE PROVIDER The City contracts with California Public Employees' Retirement System (CaIPERS) to serve as the health insurance provider for the City. SECTION 5: CAFETERIA -STYLE HEALTH, WELFARE, & SAVINGs BENEFIT Effective July 1, 2016, the City will provide each full-time Team Member with $1,700 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 waive coverage and take the entire benefit as deferred compensation or cash, but must first show proof of group health insurance coverage through an individual, a spouse or family member's coverage through their employer and complete the Voluntary Decline of Health Care Offered Under City of Rosemead Group Plan form. SECTION 6: CHANGES TO THE HEATHCARE L.Aws The parties recognize that certain changes to State or Federal laws, programs, taxes or regulation including, but not limited to, the Affordable Care Act (ACA), may impact future medical plan offerings. In the event that such reform measures or resulting changes in the ACA altering the healthcare coverage, options, costs or other elements, the City may reopen Section 4,5, and 30 regarding medical insurance/benefits. SECTION 7: 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, and who retire from the City, an allocation of up to $1,0001 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, 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 $500/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 5. 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 will receive retiree health benefits in accordance with public employees' retirement laws and CalPERS. SECTION 8: RETIREMENT PROGRAM (CAL.PERS) Team Members will be enrolled in the City's retirement program through CalPERS. On July 1, 2007, the City began providing the 2.7%@55 benefit formula with one-year final compensation option with no cap. On July 1, 2010, the City implemented a 2 -tier system with changes for new hires only. All full- time new hires, hired on or after July 1, 2010, will be subject to 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. Under the Public Employees' Pension Reform Act of 2013 (PEPRA), effective January 1, 2013, all "new members" will be subject to the 2.0% @ age 62 benefit formula which also requires a three year final compensation (the highest average annual pensionable compensation earned by a member during a period of at least 36 months) with an early retirement age of 52. A "New Member" is defined as: 1. A new hire that is brought into CalPERS membership for the first time on or after January 1, 2013, and who has no prior membership in any other California public retirement system. 2. A new hire who is brought into CalPERS membership for the first time on or after January 1, 2013, and who is not eligible for reciprocity with another California public retirement system. 3. A member who established CalPERS membership prior to January 1, 2013, and who is hired by a different CalPERS employer after January 1, 2013, after a break in service of greater than six months. Effective January 1, 2013, PEPRA prohibited employers from paying any portion of a "new member's" member contribution rate. All new members must pay 50% of total normal cost as Team Member contribution rate. CaIPERS refers to all members that do not fit within the definition of a new member as "classic members". All existing CaIPERS members as of December 31, 2012, will retain the existing benefit levels for future service with the same employer. Effective January 1, 2013, PEPRA prohibited employers from paying any portion of a "new member's" member contribution rate. All non -classic California Public Employees' Retirement System (CaIPERS) members must pay 50% of total normal cost as employee contribution rate. By January 1, 2018, all "classic members" were required to contribute their full share up to 8% of the Team Member contribution of the CaIPERS rate Effective July 1, 2014, all classic members enrolled in CaIPERS began paying 2% of salary to CaIPERS towards retiree benefits. In consideration of the member's 2% contribution towards CaIPERS, all classic members received a 2% increase in pay on July 1, 2014,. Effective July 1, 2015, all classic members enrolled in CaIPERS began paying an additional 2% of salary to CaIPERS towards retiree benefits for a total of 4%. In consideration of the member's 2% contribution towards CaIPERS, all classic members received a 2% increase in pay on July 1, 2014. Effective July 1, 2016, all classic members enrolled in CaIPERS began paying an additional 2% of salary to CaIPERS towards retiree benefits for a total of 6%. In consideration of the member's 2% contribution towards CaIPERS, all classic members received a 2% increase in pay on July 1, 2014. Effective July 1, 2017, Tier 1 classic members began contributing an additional 2% to CaIPERS for a total of 8%, and Tier 2 classic members began contribution an additional 1% for a total of 7%. In consideration of the member's additional contribution towards CaIPERS, Tier 1 classic members received a 2% increase in pay and Tier 2 classic members received a I% increase in pay. SECTION 9: ENHANCED RETIREMENT PROGRAM (PARS The City offers an enhanced retirement package through Public Agency Retirement Services (PARS) for all Team Members hired prior to July 1, 2010. Covered 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 Members can accrue through PARS is 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. All Team Members hired on or after July 1, 2010 are ineligible for the Enhanced Retirement Program through PARS in accordance with State law. PARS has been eliminated for all new full-time Team Members. SECTION 10: SOCIAL SECURITY The City deducts from each full-time employee's paycheck, an amount as determined by law for the Federal Insurance Contributions Act (Social Security). In addition, the City contributes an additional amount at least equal to the employee's contribution. SECTION 11: EMPLOYER FUNDED DEFERRED COMPENSATION PROGRAM For all full-time Team Members, the City set-up and began contributing into a deferred compensation account a percentage of the Team Member salary based on years of service. That funding formula is as follows: In accordance with State law, all Team Members hired on or after July 1, 2010 are ineligible for the employer funded deferred compensation program. The employer funded deferred compensation program has been eliminated for all new full-time Team Members. SECTION 11: VACATION ACCRUAL Full-time Team Members will receive vacation accruals as follows: All full-time Team Members accrue 100 hours of vacation leave during their first year of service. 140 hours are 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 cease to accrue vacation hours when, in any pay period, they exceed two times their annual accrual as determined by their anniversary date. All vacation requests are to be pre -approved by the Department Director. Negative vacation banks or borrowing from future accruals will not be allowed. Vacation accruals will be determined by the percentage formula of actual hours in a paid status by the city. Years of Service Hours/Pay Period Hours/Year Days/Year Up to year 1 3.85 100 10 Year 1 —Year 13 5.38 140 14 13+ 6.15 160 16 All full-time Team Members accrue 100 hours of vacation leave during their first year of service. 140 hours are 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 cease to accrue vacation hours when, in any pay period, they exceed two times their annual accrual as determined by their anniversary date. All vacation requests are to be pre -approved by the Department Director. Negative vacation banks or borrowing from future accruals will not be allowed. Vacation accruals will be determined by the percentage formula of actual hours in a paid status by the city. SECTION 13: 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 is eligible to have the City buyback up to 60 hours (1 week) of accumulated unused vacation time. On July 1, 2011, the City established two (2) vacation banks as follows: Bank A: Vacation earned/accrued prior to June 30, 2011. Bank B: Vacation earnedlaccrued 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 14: CITY -RECOGNIZED HOLIDAYS The following days are recognized and observed as paid holidays: 1. New Year's Day (January 15t) 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 4t'') 6. Labor Day (the first Monday in September) 7. Veteran's Day (November 11th) 8. Thanksgiving Day 9. Christmas Day (December 25t') Non-essential City services and facilities are closed from noon on Christmas Eve to New Year's Day. If a Team Member elects to take the non -holidays off, he/she is required to utilize his/her own time. If a holiday falls on a Friday or Saturday, Team Members will observe that holiday on the preceding Thursday. If the holiday fails on a Sunday, Team Members will observe that holiday on the following Monday. At the discretion of the City Manager and based upon business needs, Team Members may be released at 12:00p.m. on December 24th. SECTION 15: FLOATING HOLIDAYS Team Members 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. In case a Team Member terminates employment with the City, he/she will forfeit any unused floating holidays. SECTION 16: ADMINISTRATIVE LEAVE On January 1, Team Members are allocated an allotment of 80 hours per year of administrative leave. On July 1, 2011, the opportunity to sell back administrative leave was 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 are not utilized by December 31 of a calendar year will be lost. Furthermore, any administrative leave on the books for a terminating Team Member will be paid out at the Team Member's hourly rate at a prorated unit of administrative leave available by pay period. 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 17: PROBATIONARY PERIOD All classifications under the Management Service Unit serve in an "at -will", exempt capacity. "At -will" employment is defined as an employment relationship in which a team member serves at the pleasure of the City Manager and may be dismissed, at any time, without cause and do not have the right of appeal, grievance, or hearing. At -will positions do not have property or vested rights and do not have a probationary period. SECTION 18: FLEXIBLE SCHEDULING Depending on a Team Member's area of assignment, an alternate work schedule may be arranged with Department Director approval. This could include the possibility of utilizing a flextime or telecommuting from an offsite location. Any prolonged telecommuting arrangement must be approved by the City Manager. Any alternate workweek must be approved, in writing, by the City Manager. SECTION 19: FLEXIBLE SCHEDULING ON SPECIAL EVENTS Based on economic or business necessity, all full-time Team Members are required to work special events with the ability to "flex" their hours to meet the human resources demands of the City's special events which include: • 4th of July Parade/Carnival/Fireworks Show • Fall Fiesta This condition exists in every week in which there is a special event. If an unscheduled event arises, the City Manager has the authority to implement an Alternative Work Schedule which allows for the "flexing" of hours within the same work period of the special event. Supervisors and department directors have the authority to approveldeny 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 31 St. Those hours must be used before the end of the calendar year or they will be forfeited. In addition, an emergency disaster is exempt from a flexible scheduling and does not fall under the definition of special events. SECTION 20: 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. Amount Earned: All full-time, regular or probationary Team Members will accrue ten (10) hours of sick leave per month. Sick leave will be earned, commencing on the first day of employment as a probationary Team Member, and accrued on a biweekly basis, Team Members may accumulate up to a maximum of 120 hours of sick leave with pay per year. Sick leave accruals will be determined by the percentage formula of actual hours in a paid status by the City. Except for retirement, all unused sick leave hours will be forfeited when a Team Member separates from employment, voluntarily or involuntary. Upon retirement, a Team Member's unused sick leave hours will be converted to service credit as contracted with CalPERS. 2. Advanced Sick Leave: Sick leave time shall not be taken until such time has been accrued. 3. Utilization of Sick Leave Benefits: The right to utilize benefits under the sick leave provisions herein continues only during the period that the Team Member is employed by the City. All benefits hereunder terminate upon the Team Member leaving City service. A Team Member on military leave is not 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 is 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 Managerldepartment director 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 is 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 must 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 is allowed sick leave due to a 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 the immediate supervisor or management. 7. 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 will 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 sick leave, the Team Member must make every good faith effort to notify his 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 will 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 will 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 must provide a letter or documentation from the previous employer verifying accrued but uncompensated hours. A Team Member will not receive any 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 does not affect a Team Member's right to obtain sick leave credit with CaIPERS. Any other balances or if a Team Member resigns or is dismissed will be forfeited. SECTION 21: BEREAVEMENT LEAVE In the event of the death 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 are entitled to forty (40) hours for bereavement leave per incident. SECTION 22: JURY LEAVE Team Members required to serve on a jury are entitled to their regular compensation for up to eighty (80) hours provided that fees for jury service are deposited to the Finance Department. SECTION 23: BILINGUAL PAY The City offers 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 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 (City Hall, Rosemead Community Recreation Center (RCRC), Garvey Community Center, Public Safety and Public Works). In the event that more than three (3) Team Members wish to apply for it, management will determine the top three (3) based upon positional need. Once certified, Team Members will receive a bilingual stipend of $75 per month. Any Team Member who is not certified by the City is not 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 must make a reasonable effort to accommodate and assist in a polite and professional manner. The City reserves the right to suspend bilingual pay if the Team Member is out on an extended leave of absence of more than 80 consecutive hours and is not physically present at work to provide bilingual services. SECTION 24: SHORT-TERM DISABILITY State Disability Insurance (SDI) is a partial wage replacement insurance in which the City does not participate in. However, for non -work related Team Member disabilities, the City offers Short -Term Disability (STD)/Long-Term Disability (LTD) to full-time Team Members. Workers compensation injuries are excluded from disability leavelinsurance offered by the City. The City provides 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. Team Members will receive 66.67% or 213 of their pre -disability base salary (1 year average of WW2) with a waiting period of 15 calendar days before receiving their benefits and can last up to 11 weeks. 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 $1,848 per week. Family and Medical Leave Act (FMLA) will run concurrently with disability. The City provides 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, LTD is received only after STD has expired and the Team Member continues to be medically disabled. Team Members will receive 66.67% or 213 of their pre -disability 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. Family and Medical Leave Act (FMLA) runs concurrently with disability. Team Members have the option of receiving a full paycheck by utilizing his/her own leave time to subsidize the 113 while on disability. Disability will cover 213 or 66.67% of the pre -disability base salary based off of the W-2 (1 year average). However, when on disability, Team Members may not utilize sick leave. Team Members may use vacation, floating holiday, holiday, and/or compensatory time (if applicable). Leave Accrual rate will be based upon the hours utilized. All disability claim forms must be submitted to Human Resources on a timely basis. As a guideline, all claim forms should be submitted within 15 calendar days. All medical certifications or modifications to the medical certification must be submitted to Human Resources on a timely basis. Team Members are required to submit a Fitness for Duty — Return From Leave Certification at least 2 working days prior to the date of return to the department director. Team Members may not return to work without this certification. SECTION 25: LIFE INSURANCE Team Members receive an accidental death and dismemberment and life insurance policy of $100,000. SECTION 26: TUITION REIMBURSEMENT The City will reinstate the tuition reimbursement program for FY 2019-2020 based upon availability of funding. Subject to City Manager approval, Team Members may attend and be reimbursed for part or all of the costs of educational and other training courses (up to $5,000 per fiscal year) which provide a benefit to the City provided there are budgeted funds for such approval by the City Council. The educational/training courses must be job-related leading towards a college or university degree or certificate and Team Members must remain with the City for three (3) years after the successful completion of class/course or must refund the amount received to the City on a pro -rated basis. If a Team Member leaves employment (voluntarily or involuntarily) with the City, prior to the three (3) years after the completion of class/course, the Team Member must refund the amount received based upon the following pro -rated basis: Less than one 1 year Full Amount Received Less than two 2 ears 213 of Amount Received Less than three 3 ears 113 of Amount Received Team Members with prior approval by the City Manager, may be reimbursed for registration, cost of books, tuition, lab fees and parking for classes or instruction, provided such classes or instruction are related to the Team Member's assigned duties with the City. Reimbursement will be made only after a Team Member has satisfactorily completed the class or workshop with the grade of "C" or better or a "B" or better for graduate level courses and that proof of completion has been submitted and approved by the City Manager. In general, mandatory or required training time during working hours shall be considered part of the job. If the City directs a Team Member to attend a specific, job-related training course during nonworking hours, Team Members may utilize flex time. All study time shall be considered completely voluntary. No overtime pay, additional pay or compensatory time shall be given unless advanced written approval is granted by the City Manager. There is no mileage reimbursement for travel to and from educational classes. Required forms must be completed and necessary documentation (receipts and grades) must be provided in order to receive reimbursement. Final and conclusive determinations of the reimbursement amount shall be made by the City Manager/Assistant City Manager after review of the request and recommendations by the department director. SECTION 27: WELLNESS PROGRAM The City provides the Wellness Reimbursement Program at $300 per fiscal year for FY2019- 2020. SECTION 28: 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. Loans are due and payable in full upon termination or separation of employment. SECTION 29: EMPLOYEE ASSISTANCE PROGRAM The City provides Team Members with access to the Employee Assistance Program (EAP) SECTION 30: FLEXIBLE BENEFIT PLAN SECTION 125 The City offers 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 31: DIRECT DEPOSIT Team Members are offered 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 32: AUTO ALLOWANCE Management Team Members may receive up to $500 per month based on business necessity as determined by the City Manager based upon the driving demands of the position. SECTION 33: CITY RIGHTS It is understood and agreed that the City retains all exclusive rights and authority to manage municipal services and the work force performing those services. It is agreed that during the term hereof, the City shall not be required to meet and confer on matters which are solely a function of management, including the right to: • Determine and modify the organization of City government and its constituent work units. • Determine the nature, standards, levels and mode of delivery of services to be offered to the public. • Determine the methods, means, and the number and kinds of personnel by which serves are to be provided. • Determine whether goods or services shall be made or provided by the City, or shall be purchased, or contracted for. • Direct Team Members, including scheduling and assigning work, work hours, and overtime. • Establish Team Member performance standards and to require compliance therewith. • Discharge, suspend, demote, reduce in pay, reprimand, withhold salary increases and benefits, or otherwise discipline Team Members, subject to the requirement of applicable law. • Relieve Team Member from duty because of lack of work or lack of funds or for other legitimate reasons. • Implement rules, regulations, and directives consistent with law and specific provisions of this MOU. • Take all necessary actions to protect the public and carry out its mission in emergencies. • Determine the contents of job classifications. • Contract out and transfer work out of the bargaining unit. • Exercise complete control and discretion over its organization and the technology of performing its work. PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Rosemead on the 23rd day of July 2019. ATTEST: Ericka Hernandez City Clerk Margaret Clark Mayor APPROVE AS TO FORM: Rachel Richman City Attorney STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES) § CITY OF ROSEMEAD ) I, Ericka Hernandez, City Clerk of the City Council of the City of Rosemead, California, do hereby certify that the foregoing City Council Resolution, No. 2019-38, was duly adopted by the City Council of the City of Rosemead, California, at a special meeting thereof held on the 23rd day of July, 2019, by the following vote, to wit: AYES: NOES: ABSENT: ABSTAIN: Ericka Hernandez, City Clerk Attachment E Resolution No. 2019-39 RESOLUTION NO. 2019-39 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROSEMEAD, CALIFORNIA, ESTABLISHING ANNUAL SALARY RANGES FOR PART-TIME CLASSIFICATIONS IN THE SERVICE OF THE CITY OF ROSEMEAD WHEREAS, THE FOLLOWING classifications in the Part -Time Service of the City of Rosemead ("City") are critical to the efficient and effective operations of the City; WHEREAS, employees in these classifications are non-exempt under the provisions of the Federal Fair Labor Standards Act and serve in an "at -will" capacity; and WHEREAS, the City Council desires to establish the compensation levels for classifications in Part -Time Service of the City; NOW THEREFORE, BE IT RESOLVED that effective beginning July 1, 2019, the salary ranges and benefits for the classifications covered by this Resolution are as follows: SECTION 1: APPLICABILITY Part -Time Team Members in the following classifications are covered by this Resolution: Part. Time Classifications. Administrative Intern Planning Technician Aquatic Attendant Preschool Teacher Assistant Pool Manager Public Works Inspector Code Enforcement Officer Public Works Inspector, Senior Community Services Officer Recreation Leader Lifeguard Recreation Leader, Senior Lifeguard/Swim Instructor Maintenance Worker ParkiLig Control Officer Youth Worker SECTION 2: PART-TIME CLASSIFICATIONS All part-time Team Members serve in an "at -will" employment capacity, do not serve a probationary period, and are exempt from the City's classified service. "At -will" employment is defined as an employment relationship in which a Team Member does not hold regular status, serves at the pleasure of the City Manager or appointing authority, and can be dismissed at any time without cause and without right of appeal. The part-time classifications in the City's system are included in this Part -Time Resolution. In addition, Team Members may be employed on a part-time basis in full-time job classifications at the corresponding hourly wage rate of the full-time classification. Such Team Members who are employed on a part-time basis in a full-time classification are also part of the "exempt service" and serve in an "at -will" capacity. SECTION 3: DESIGNATION OF PART-TIME TEAM MEMBERS All Team Members in the Part -Time Service of the City in the categories listed below, are employed in a temporary "at -will" capacity and serve at the pleasure of their respective Department Director. a. 3/4 Time Team Members: Upon approval of the City Manager, 3/4 Time Team Members, compensated at an hourly rate, may work up to thirty-two (32) hours per week and are scheduled to work up to 1,664 hours or more per fiscal year. 3/4 time Team Members may receive limited benefits and the City will pay benefits in accordance with the public employees' retirement laws and California Public Employees' Retirement System (CalPERS). b. Standard Part -Time Team Members: A budgeted position, compensated at an hourly rate, of less than 28 hours per week. Hours are not to exceed one thousand (1,000) hours per fiscal year. c, Seasonal Team Members: A budgeted position, compensated at an hourly rate and are employed only for a specified period of time throughout various seasons. A budgeted position, compensated at an hourly rate, and are employed to perform duties for a period of time not to exceed 6 months. Hours are not to exceed one thousand (1,000) hours per fiscal year. d. Administrative Intern, Recreation Leader Lifeguard -Swim Instructor, and Lifeguard: A budgeted position, compensated at an hourly rate or unpaid, and may work up to twenty-eight (28) hours per week. Hours are not to exceed 1,456 hours per fiscal year. (Under the City's agreement with CaIPERS, Administrative Interns are exempt from the 1,000 hour limitation for mandatory enrollment.) This position is not eligible for any benefits or Ca1PERS retirement. C. WAGE RATE SCHEDULE FOR PART-TIME TEAM MEMBERS In order to ensure the City's ability to recruit and retain qualified Team Members, the City will conduct periodic reviews of the hourly wage rates which shall be subject to City Council approval via Resolution. The Part -Time wage rate schedule is attached as an addendum to this Resolution. D. WAGE RATE ADJUSTMENTS BASED ON PERFORMANCE Based on the availability of funding established in the City's budget, part-time Team Members may be eligible to receive a wage rate increase within the established wage ranges based on a performance evaluation conducted at the time of the Team Member's wage anniversary date. A Team Member's wage rate may not exceed the maximum wage range that has been established for his/her respective job classification. A Team Member whose wage rate exceeds the maximum of the wage rate range for his/her job classification may be y -rated (frozen) and will not receive any merit increases until the wage range is adjusted based on the labor market survey comparisons. Wage rate adjustments are contingent upon the availability of funding within the City's budget. The allocation for the cost of the merit wage rate adjustments must be approved by the City Manager and incorporated into the budgetary process prior to the beginning of the fiscal year. E. PERFORMANCE REVIEW SYSTEM FOR PART-TIME TEAM MEMBERS Part-time Team Members shall receive performance reviews and merit adjustments on an annual basis. Recommended merit adjustments must be based upon written performance evaluations. Employees who meet or exceed expectations shall be eligible to be considered for a merit increase to the next step in the salary schedule for the classification to which assigned. F. PART-TIME BENEFITS a. 3/a Part -Time Team Members are eligible for the following benefits: • Medical: Lowest Cost Medical Plan for Single Party • Retirement: PERS • Wellness Reimbursement: The City may provide wellness reimbursement program participation at $150 per year based upon the availability of funding. • Tuition Reimbursement: Subject to City Manager approval, Team Members may attend and be reimbursed for part or all of the costs of educational and other training courses (up to $2,500 per fiscal year) which provide a benefit to the City and provided there are budgeted funds for such approval by the City Council. During the budget process, money will be included annually for educational reimbursement. The educational/training courses must be job-related leading towards a college or university degree or certificate and Team Members must remain with the City for three (3) years after the successful completion of class/course or must refund the amount received to the City on a pro- rated basis. If a Team Member leaves employment (voluntarily or involuntarily) with the City, prior to the three (3) years after the completion of class/course, the Team Member must refund the amount received based upon the following pro -rated basis: Less than one 1 year Full Amount Received Less than two 2 ears 213 of Amount Received Less than three 3 ears 113 of Amount Received Team Members with prior approval by the City Manager, may be reimbursed for registration, costs of books, tuition, lab fees and parking for classes or instruction, provided such classes or instruction are related to the Team Member's assigned duties with the City. Reimbursement will be made only after a Team Member has satisfactorily completed the class or workshop with the grade of C or better or equivalent completion and that evidence of same has been submitted and approved by the City Manager. In general, training time during working hours shall be considered part of the job. Unless the City directs a Team Member to attend a specific training course and the course is not available during work hours, training after hours shall be considered voluntary and no additional pay, overtime, or compensatory time shall be given by the City unless advance special written approval is granted. Study time shall be considered completely voluntary. There is no mileage reimbursement for travel to and from educational classes. Required forms must be completed and necessary documentation (receipts and grades) must be provided in order to receive reimbursement. Final and conclusive determinations of the reimbursement amount shall be made by the City Manager/Assistant City Manager after review of the request and recommendations by the Department Director and/or Human Resources. • Vacation Accrual Rate; 3/a time Team Members will be entitled to a paid vacation of 50 hours (5 days) upon date of hire. Team Members may begin taking accrued vacation after six months of employment. There is no vacation buyback for part-time Team Members. • Sick Leave Effective July 1, 2015, California law ("AB 1522") requires that all employees who have worked for more than 30 days for an employer be provided paid sick leave at the accrual rate of one hour of sick leave for every 30 hours worked, up to a minimum of 3 days or 24 hours of paid sick leave to be provided in a 12 -month period. An employee becomes eligible for paid sick leave after the 30"' day of employment. An employee will begin to accrue paid sick leave at the rate of one (1) hour of paid sick leave for every thirty (30) hours worked beginning July 1, 2015 or on the first day of employment whichever is later. An employee is not eligible to begin using any accrued paid sick leave until after ninety (90) days of employment with the City. An employee is only allowed to use up to a maximum of 3 days or 24 hours of paid sick leave in a 12 -month period. An employee can only accrue paid sick leave up to a cap of 5 days or 48 hours ongoing. Any unused accrued paid sick leave will carryover year to year while continuously employed. In accordance with California's Paid Sick Leave law, an employee may use accrued paid sick leave for one of the following reasons: • For the employee's own diagnosis, care, or treatment of an existing health condition or preventative care. • For the diagnosis, care, or treatment of an existing health condition or preventative care for an employee's family member, including: • Child (including a biological, adopted, or foster child, stepchild, legal ward, or a child to whom the employee stands in loco parentis.) • Spouse or Registered Domestic Partner. • Parent (including biological, adoptive, or foster parent, stepparent, or legal guardian of an employee or the employee's spouse or registered domestic partner, or a person who stood in loco parentis when the employee was a minor child.) • Grandparent. • Grandchild. • Sibling. • To obtain any relief or services related to being a victim of domestic violence, sexual assault, or stalking including the following with appropriate certification of the need for such services are: o A temporary restraining order or restraining order. o Other injunctive relief to help ensure the health, safety or welfare of themselves or their children. o To seek medical attention for injuries caused by domestic violence, sexual assault, or stalking. o To obtain services from a domestic violence shelter, program, or rape crisis center as a result of domestic violence, sexual assault, or stalking. o To obtain psychological counseling related to an experience of domestic violence, sexual assault, or stalking. o To participate in safety planning and take other actions to increase safety from future domestic violence, sexual assault, or stalking, including temporary or permanent relocation. Sick leave is not a leave which an employee may use at his/her discretion, but shall be allowed only in cases of actual illness, diagnosis, care or treatment of an existing health condition of an employee or employee's family member or preventative care for an employee or employee's family member, relief or services related to being a victim of domestic violence, sexual assault, or stalking and emergency or routine medical appointments. Sick leave may not be utilized for the purposes of trading shifts or rescheduling shifts. An employee shall provide reasonable advance notification (oral or written) of their need to use accrued paid sick leave to their direct supervisor if the need for paid sick leave use is foreseeable (e.g., doctor's appointment scheduled in advance). If the need for paid sick leave use is unforeseeable, the employee shall provide notice of the need for the leave to their supervisor as soon as is practicable. An employee who uses paid sick leave must do so with a minimum increment of two (2) hours of sick leave. Paid sick leave will not be considered hours worked for purposes of overtime calculation. An employee will not receive compensation for unused accrued paid sick leave upon termination, resignation, retirement or other separation from employment from the City. If an employee separates from City employment and is re -hired by the City within one year of the date of separation, previously accrued and unused pard sick leave hours shall be reinstated to the extent required by law. However, if a rehired employee had not yet worked the requisite 90 days of employment to utilize paid sick leave at the time of separation, the employee must still satisfy the 90 days of employment requirement collectively over the periods of employment with the City before any paid sick leave can be used. The City will not lend sick leave in advance of accrual. The City will not retaliate against an employee who utilizes paid sick leave. Any abuse of sick leave usage shall be grounds for disciplinary action up to and including dismissal, Bilingual Pay: The City will offer a bilingual pay program for eligible 3/4 time 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, % time positions 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. • Computer Purchase Program: The City provides a computer purchase Members. program that is available to 3/4 time Team b. Other part-time Team Members are not eligible for benefits, except for the following: • Retirement Enrollment in the Public Agency Retirement Services (PARS) 457 Alternate Retirement System 457 Plan. The City's contribution shall be 3.75%; and the Team Member's contribution shall be 3.75%. • Sick Leave Effective July 1, 2015, California law ("AB 1522") requires that all employees who have worked for more than 30 days for an employer be provided paid sick leave at the accrual rate of one hour of sick leave for every 3 0 hours worked, up to a minimum of 3 days or 24 hours of paid sick leave to be provided in a 12 -month period. An employee becomes eligible for paid sick leave after the 30' day of employment. An employee will begin to accrue paid sick leave at the rate of one (1) hour of paid sick leave for every thirty (30) hours worked beginning July 1, 2015 or on the first day of employment whichever is later. An employee is not eligible to begin using any accrued paid sick leave until after ninety (90) days of employment with the City. An employee is only allowed to use up to a maximum of 3 days or 24 hours of paid sick leave in a 12 -month period. An employee can only accrue paid sick leave up to a cap of b days or 48 hours ongoing. Any unused accrued paid sick leave will carryover year to year while continuously employed. In accordance with California's Paid Sick Leave law, an employee may use accrued paid sick leave for one of the following reasons: • For the employee's own diagnosis, care, or treatment of an existing health condition or preventative care. • For the diagnosis, care, or treatment of an existing health condition or preventative care for an employee's family member, including: • Child (including a biological, adopted, or foster child, stepchild, legal ward, or a child to whom the employee stands in loco parentis.) 0 Spouse or Registered Domestic Partner. • Parent (including biological, adoptive, or foster parent, stepparent, or legal guardian of an employee or the employee's spouse or registered domestic partner, or a person who stood in loco parentis when the employee was a minor child.) • Grandparent. • Grandchild. • Sibling. • To obtain any relief or services related to being a victim of domestic violence, sexual assault, or stalking including the following with appropriate certification of the need for such services are: o A temporary restraining order or restraining order. o Other injunctive relief to help ensure the health, safety or welfare of themselves or their children. o To seek medical attention for injuries caused by domestic violence, sexual assault, or stalking. o To obtain services from a domestic violence shelter, program, or rape crisis center as a result of domestic violence, sexual assault, or stalking. o To obtain psychological counseling related to an experience of domestic violence, sexual assault, or stalking. o To participate in safety planning and take other actions to increase safety from future domestic violence, sexual assault, or stalking, including temporary or permanent relocation. Sick leave is not a leave which an employee may use at his/her discretion, but shall be allowed only in cases of actual illness, diagnosis, care or treatment of an existing health condition of an employee or employee's family member or preventative care for an employee or employee's family member, relief or services related to being a victim of domestic violence, sexual assault, or stalking and emergency or routine medical appointments. Sick leave may not be utilized for the purposes of trading shifts or rescheduling shifts. An employee shall provide reasonable advance notification (oral or written) of their need to use accrued paid sick leave to their direct supervisor if the need for paid sick leave use is foreseeable (e.g., doctor's appointment scheduled in advance). If the need for paid sick leave use is unforeseeable, the employee shall provide notice of the need for the leave to their supervisor as soon as is practicable. An employee who uses paid sick leave must do so with a minimum increment of two (2) hours of sick leave. Paid sick leave will not be considered hours worked for purposes of overtime calculation. An employee will not receive compensation for unused accrued paid sick leave upon termination, resignation, retirement or other separation from employment from the City. If an employee separates from City employment and is re -hired by the City within one year of the date of separation, previously accrued and unused paid sick leave hours shall be reinstated to the extent required by law. However, if a rehired employee had not yet worked the requisite 90 days of employment to utilize paid sick leave at the time of separation, the employee must still satisfy the 90 days of employment requirement collectively over the periods of employment with the City before any paid sick leave can be used. The City will not lend sick leave in advance of accrual. The City will not retaliate against an employee who utilizes paid sick leave. Any abuse of sick leave usage shall be grounds for disciplinary action up to and including dismissal. PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Rosemead on the 23rd day of July 2019. ATTEST: Ericka Hernandez City Clerk Margaret Clark Mayor APPROVE AS TO FORM: Rachel Richman City Attorney STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES) CITY OF ROSEMEAD } I, Ericka Hernandez, City Clerk of the City Council of the City of Rosemead, California, do hereby certify that the foregoing City Council Resolution, No. 2019-39, was duly adopted by the City Council of the City of Rosemead, California, at a special meeting thereof held on the 23rd day of July, 2019, by the following vote, to wit: AYES: NOES: ABSENT: ABSTAIN: Ericka Hernandez, City Clerk Attachment F Resolution No. 2019-40 RESOLUTION NO. 2019-40 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROSEMEAD, CALIFORNIA, ESTABLISHING THE COMPREHENSIVE SALARY SCHEDULE FOR ALL FULL-TIME CLASSIFICATIONS IN THE CITY OF ROSEMEAD WHEREAS, THE FOLLOWING classifications in the City of Rosemead ("City") are critical to the efficient and effective operations of the City; WHEREAS, the City Council desires to establish the compensation levels for full-time classifications in the City; NOW THEREFORE, BE IT RESOLVED that effective beginning July 1, 2019, the City Council adopts the attached Comprehensive Salary Schedule for full-time employees of the C PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Rosemead on the 23rd day of July 2019. ATTEST: Ericka Hernandez, City Clerk Margaret Clark, Mayor APPROVE AS TO FORM: Rachel Richman, City Attorney STATE OF CALIFORNIA } COUNTY OF LOS ANGELES) § CITY OF ROSEMEAD ) I, Ericka Hernandez, City Clerk of the City Council of the City of Rosemead, California, do hereby certify that the foregoing City Council Resolution, No. 2019-40, was duly adopted by the City Council of the City of Rosemead, California, at a special meeting thereof held on the 23rd day of July, 2019, by the following vote, to wit: AYES: NOES: ABSENT: ABSTAIN: Ericka Hernandez, City Clerk CITY OF ROSEMEAD SALARY SCHEDULE EFFECTIVE DATE: JULY 1, 2019 .CLASSIFICATION . i' MONTHLY'' .. TITLE GROUP N11N MAX Accounting Specialist GENERAL $3,664 $4,565 Administrative Analyst ` MM,P & C $4,793 $5,911 Administrative Assistant GENERAL $3,953 $4,918 Administrative Specialist MM,P &'C .. $4;122 $5,410 . Assistant City Manager MANAGEMENT $10,812 $14,921 Assistant: Planner.. GENERAL` $4,826 $61139 Associate Civil Engineer MM,P & C $6,564 $8,054 Associate Planner MM,P & C $5;676. $6,969 City Clerk APPOINTED $8,613 $8,613 City Engineer MM,P & C $8,221 ;: $11,3.45 City Manager APPOINTED $16,968 $16,968 Civil.:Engin Assistant . GENERAL` $5,967 $7,322 Code Enforcement Officer GENERAL $4,300 $5,449 Deputy City Clerk MM,P & C $5,544 $6,758 Director of Community Development MANAGEMENT $9,824 $13,557 Directorof Finance. MANAGEMENT : ` $9;824 $13,557 Director of Parks & Recreation MANAGEMENT $9,824 $13,557 Director of. Public Works MANAGEMENT $9,824 $131557 Executive Assistant to the City Manager M.M,P &.C. $4,904 $6,024 Facillties:Technician GENERAL . $31880 $4,794 Finance Manager MM,P & C:: $8,033 $9,737 Housing Project. Coordinator GENERAL' $4;546.. $6,274 Human Resources Manager MM,P & C $7,346 $9,089 Human `ResourcesSpecialist .'` GENERAL $4;227 $5,313 Maintenance Lead Worker GENERAL $4,183 $5,337 Maintenance.Worker: GENERAL. $3154$ $4,6.49 Management Analyst MM,P & C $5,082 $6,243 Office Specialist: GENERAL $3;031 $3,789 Planning & Economic Development Manager MM,P & C $7,973 $9,714 P:ublicSafetySupervisor MM,P & C $51991 $$,106 Public Works Inspector: GENERAL' $4,9.91 $6,080 PublicWorks Manager ' lV1 M,P & G $7,729 $9,500 Recreation Coordinator GENERAL $4,222 $5,131 Recreation Manager MM1P.&`C $71046 $8,642 Recreation Supervisor MM,P & C $5,370 $6,755 A.' Senior ccounting.Specialist GENERAL` $4,106 $5,378 Senior Code Enforcement Officer MM,P & C $5,468 $6,858 Senior Management Analyst MM,P &'C $5,769 $7;035 am Ln t- o oo m Ln cn rn Ln oo m Ln Ln rn Ln o o o o. 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