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HomeMy WebLinkAboutRESO 6282•'. -"· O ~ ............. I Ai ,,~ ...:..1 r..,~ RESOLUTION NO. 6282 RESOLUTION OF THE COUNCIL OF THE CITY OF PALO ALTO ADOP'l'ING A COMPENSATION PLAN FOR MANAGEMENT PERSONNEL AND COUNCIL-APPOINTED OFFICERS ANO RESCINDING RESOLU- TION NO. 6180 AND RESOLUTION NO. 61~9 The Council of the City of Palo Alto does RESOLVE as follows: SECTION 1. Pursuant to the provisions of Section 12 of Article III of the Charter. of the City of Palo Alto, the CoQpenstion Plan as set forth in Exhibit "A" attached hereto and made a pare hereof by reference, is hereby adopted for management personnel and council- appointed officers effective June 23, 198~. SECTION 2. The Compensation Plan adopted herein shall be adminis- tered by the City Manager is accordance with the Meri~ System Rules and Regulations. SECTION 3. The Compensation Plan shall continue in effect until amended or revoked by the Council. SECTION 4. The Director of Finance is hereby authorized to imple- ment the Compensation Plan adopted herein in his preparation of forth- coming payrolls. He is further authorized to make changes in the title of employee classifications identified in the Table of Autho~ized Personnel contained in the 1984-85 budget if such titles have been changed by the Compensation Flan. SECTION 5. Resolution No. 6180, and Resolution No. 6199 are hereby res~inded. SECTION 6. The Council finds that this is not a project under the California EnviLonmental Quality Act and, therefore, no environmental impact assessment is necessary. INTRODUCED AND PASSED: July 23, 1984 AYES: Be:htel, Cobb, f-letcher, Klein, Levy, Renzel, Sutorius, Witherspoon) Woolley NOBS: None ABSTENTIONS: None ABSENT: None Cl nel ..,. CITY OF PALO AL'l'O ManC1gement c:.00 COuncil Appointees I ' Effective: Pay Pericrl including July 1, 1984 COM.PENSATIOO PLAN rUR 'IBE CITY OF PALO t'.L:'!D Manageriiert: Personnel SECTIOO I. MANAGE'MENI' SALARY PLAN TI'lis managsnent salary plan applies to all regular management µ:>sitions except Council Merobers and Council-appointed officers. t-k>twithstandirg this exception, the Council may ;luthorize Special Performance Premiuns for Council-appointed officers. F.ach Council-appointed officer shall be ~ res~ible decision~kPr Llnder this Plan for thOSe anployees in ~partrnents under his/her oontrol. A. Managanent Salary Policy The City's p:>licy for management salaries is to establish ard maintain a general salary structure based en marketplace norms ard internal job alignnent with broad salary grades and raBJes. Structures and rarges will be revi~ annually and updated as necessary based on marr9tplace survey data, internal relationships, and City financial conditions. Special needs of management categories includio;;J supervisors, aaninistrators, professionals aro managers will be addressed. Individual salary adjustments will be considered by the Council-appointed officer baSed on (1) performance factors includirg achievement of predetermined objectives: (2) pay structure adjustments1 and (3) City financial conditions. s. Basic Plan Elements Structure. 'Ihe salary plan will include a salary structure oonsisting of approximately fifty grades. F.ach grade will have a control point which is used for tudgetary ?JrPOSE!S. All rranagement µ'.)sitions will be assigned an appropriate pay grade based on salary sul'\o·ey data and internal rr~lationships.. All positions assigned to a pay grade will receive salaries Wiich are oo less than 25% belCM the control point ard oo t00re than 15\ above t.M control point. Actual salary within the range is determined by performance. The oormal '#Orki~ range within which JOOSt actual salaries will fall will be within±. 5% of the control point. f1ts needed canpetitive Marketplace studies will be rrade of lU-lS cities similar to Palo Alto in nl.ltlber of er.ployees, populatioo an:1 services provided. These studies will f<x..-us Oil general salary trends for groups of management i;:csiti'Xls such as first line supervisors, acininistrative, professional ariJ top management. Periodically, studies will roore specifically include position-by-position carparisons usiBJ ma.rkeeplaoe and internal relationship data. Dependir.J on the results of these studies, the entire pay grade structure may be adjusted or individual positions may be reassigned to different pay grades. Such adjustments will only affect the salary aaninistration franework. No irdividual salaries will be autcmatically changed because of structural adjustments. Salary Increases. All individual salary increases will be earned as a result of perfonnance, achievement of objectives, or growth within the positicn (for recent appoint:JTents) • Two types of increases may be earned. satisfactory and above performers may receive base pay increses {percentage of fixed dollar amounts added to base pay). GJidelines will be established for base pay increases. OOMPENSATIO'-J PLAN -MANAGE)IEN'f Page Two The secona rnss ible type of increase is in the fom of Special Performance Pt"emi\J'llS of fran 1-15% based on ac~ievenent of predetermined objectives establishPd under a performance planning and appraisal prograr~. Special Perfonnance Premiuns are open to all satisfactory and above performers. Requalif ication is oo<.:essary foe-each appraisal period. O=partment head r111d/or Council-appointed officer approval is required for all base pay increases and performance premiuns. All salaries~ both base pay and performnn~e prernilMs ~ nust fall within pay grade lunits. ~eting. Each year the City Manager will propose for Council n.pproval a salary budget incorporati~ the requests of eadl Council-app:::iinted officer which will include aOC>Unts sufficient to implement base pay increases and pPrformance premiLms. The salary increase budget will be based on the followirg factors: Carpetitive market, charv=ies in internal position relationships, and the City's ability to pay. Perfonnance Appr-?isal. J.:2te:anination of performance will be made annually by the Council-appointed officer and department heads. The followin;i questions will be addressed: Ic; the department, division, unit or activity meet.Lng ite objectiw~s? Is thP. employee perfonnir¥J as a manager in accorJana:! with prescribed duties and responsibilities of a manager? Employees who are appraised as satisfactory or above will be eligible for base pay arrl performance premiums accordin;J to established guidelines. The rranaganent performance plan will be developed by the en-ployee an:l hisjher supervisor prior to July of each year aro will cover the fiscal year. 'Ihe plan will require concurrence of the department head and/or the Council-appointed officer. Progress toward meeti~ objectives will be reviewed at least sani-annually& By July of the followin;:J year, supervisors wi!l make a final determinaticn oo performance ar:d will make salary reccmnendations to their deparbrent heads based oo salary payment guidelines. c. Mal.agement Salary Budget Authorization 1. Council-appointed officers are authorj zed to pay salaries in accordance with this plan to non-council-appointed management employees in an annunt not to exceed the a;;Jgregate of approved management [.X)Sitions ~eted at the control points indicated in Table I for t.00 fiscal year 1984-85. In addition, Council-appointed officers in ~gregate are authorized up to 2% of the 1984-85 management salary and benefit bud.Jet to apply t.O\oiard perfonnance premiuns for individual management anployees who qualify under the provisions of this Management salary Plan. 2. Individual management salaries authorized by the Council-appointed officer under the Management Salary Plan may not be less than 25% below nor t00re than 15% ab:>ve the a:>ntrol point for the individual positions salary grade authorized in Table 1 of this plan. A portion of the authorized salary rrtav be given in the form of Special Performance Prerniun..q base< ... on achiev'3'nent of objectives. ... a.MPENSATION PLAN -MANAGEMENT Page Three 3. 'l1le Council-appointed officers are authorized t0 ~tablish such ac.ininistrative rules as are necessary to implement the Management ::>alary Plan sunject to the limitations of the approved salary increase rudyet and the apprcNed grade and controi po\nt structure. 4. In the event a downward adjustment of a p:>sition grade assigrfTlent indicates a reduction in tre established salary of an individual employee, the Council-aPPJinted officer may, if circ\.l'!\Stances warrant, continue the salary for such ~loyee in an arrount in excess of the revised grade lir:tit for a reasonable period of time. SUch interim salary ril.tes shall be defined as •Y-rates. • SECTIOO II. SPECIAL a:»otPENSATIOO Personnel covered by this ~nsation plan, in addition to the salary set forth in the attached tables, may receive special canpensation as follows. Eligibility shall be in confonnance with the Merit Rules and Regulations and Administrative Directives issued by the City Manager for the ?Jrposes of clarificati0i1 an::l interpretation. A. Annual Adj11stment Annually, each employee wt ~ oolds a regular full-time appointment in the m.micipal service en er before July first aoo continues in such status throuyhtout the first day of Pay Period 25 (in December) shall receive, in additioo to the salary prescribed herein, a salary adjustment equal to one percent of the enployee's current annual salary; or at the enployee's q,Jtion and subject to managenent approval, 24 rours paid leave to be used prior to the January 31 following. Annual cwdjusbnents shall be pa:."Orated to reflect appointment f ran January l throu:Jh July of too current year, or interrupted service dlrirg the year. B. OVertime, \.«:>rki!!J out of Classification, and In-Lieu Holiday !:lay (lltpensatioo for overtime worlt, ari:i scheduled work on paid holidays, shall be in conformance with the Merit Rules and Regulations and Mninistrative Directives. 'Where manatJement enployees, on a terrporary basis, are assigned to perfor:m all significant <i.lties of a higher classification, the City Manager may authorize payment within the range of the higher classification. ~SATIOO PLAN -MANJIGEMENI' Page Four C. Court App9arances &"Worn Police Personnel appearing in oourt for the People shall be: C(]T\f>P.nSi'\ted as follows: Peril.Xi 1. Appearance on scheduled day off. 2. Any or all court time during scheduled shift, or court time is inme- diately beginning or followirg shift. 3. Appevance on scheduled work day but oot durirg, i\"ll'Rediately before or inlrEdintely after scheduled shift. D. Night Shift Premium Rate Time aoo one-half Straight time during shift, tiJTB aoo one- half for periods before or after scheduled shift. Tine aoo one-half· Min i.r:u.lM 4 hours None '2 hours ( 2 hcur Minimum may not run into shift time) Night shift differential shall be paid at the rate of 5% to reyular 1ull-time euployees wm are regularly scheduled to work between 6:00 p.m. and 8:00 a.m. Night shift pranillll will oot be paid for overt~:-E oours "'°rked or to Fire personnel assigned to shift duty. E. Uniform Purchase Plan -~rn Police and Fire Personnel Uniforms includirg cleanirg will t:::e provided with replacement pr01Tisions on an as-needed basis in oonformance with department J;X'.'licy. F. Group Insurance 1. Health Plcan The City shall pay all prernitm payments on behalf of employees W'lO are eligible far coverage under the liealth plans as described in Sub-sections (a) and (b). Any pranillll rate increases durirg t.he term of this cnnpensation plan shall be paid by the City. 'nle followin:J options will exist: a. f)rployee and dependent ooverage under the existing Kaiser Health Plan s Contract, includirg the Drug Plan III option. b. flnployee and dependent coverage under the existing City of Palo Alto ~loyees' Self-Insured Health Plan with major medical maxi.mun of $250,000 and pelvic examination benefit. -· . (X)MPE}.ISATIOO PLAN -MANAGEMENT Page Five The City shall, upon sutmittal of evidence of payment, reimburse up to S 183 per quart~r of medical plan premh.ms on behalf of !'Tlilnaqement "?!Tlployees who r~tir~ fran the City under service or dis~hility retirenents. The retiree rriay select any medical plan. Tre plan may cover eligible oopendents as defined under the City 11'nployees' Health Plan. No reimbursement will be made for plans providinJ benefit.~ other than iredical and :1ealth benefits. 2. Dental Plan The City shall pay all covered plan charges en behalf of employees and dependents of enploy3e5 woo are eligible for coverage aoo enrolled under L:,:3 existing City Dental Plan. 3. Basic Life Insurance The City shaJ 1 continue the basic life insurance plan as currently in effect for the t'9nn of this canpensatioo plan. 4. Long Term Disability Insurance The City shall oor.tinue the long term disability insurance plai1 currently in effect for the tenn of this ~nsatioo ~lan. Finployee coverage is subject to a voluntary payro 11 deduction of the insurance prerniun applicable to the first $2,000 of m::mthly salary for Plan B or the first $1,800 of monthly salary for Plan A: the City will pay premi~ in excess thereof. For those enployees wit.:10ut eligible dependents CCN'ered u00er the health plan provisions, the City will pay up to $8 per ircnth toward long term disability insurance premiuns. For those employees witoout eligible depender.ts covered under the dental plar. provisions, the City will pay ~ to $12 per rnnth toward long tenn disability insur.ance premilJDS. G. Police Department -Personnel Develo?nt Program Pursuant to aaninistrative ~les governing eligibility al')] qualification, thA follow'iny may be granted to S\l«)rn p:>lice personnel: ?.o.s.T. Intermediate Certificate: 5% above base salary P.o.s.T. ~vanced Certificate: 7 1/2% above base salary H. Ha!1agement Benefit Program All City staff manag~nt anployees are eligible for Sections 1, 2, 3 and 4 of +-.he Management Benefit Pra;Jram. City Council Members are eligible for Section 3a only. Specified anounts under this ~ram will be applied on a pro rata basis for eq>loyees wro are in a management pay status for less than the full fiscal year. . '. -. . .. . OJ.1Pa!SATIOO PLAN -MHlAGEMfNI' Page Six l. Professional Developrent -Reimbursement Reimbursement for authorized self-improvenent activitit."'S will be yrantoo up to a maximum of $~OU per fiscal year for each management employee and shall include the followir.J benefit item; as defined in Policy and Procedures No. 'l.-7; a. Civic and professional association nemberships b. Conference participation an:l travel expenses c. Educatiooi!l programs d. Professional and trade journal subscriptior.s e. O:x:tor-p".'escribed physical fitness proyran as indicated under 3b o~ this section 2. Professional Develq;ment -Sabb."l.tical Le~ve Authorized paid leaves of absence for up to one year will be granted in accordance with the following requirements: a. sabbatical leave progrcm shall be beneficial to tie ert\)loyee's job assigrment. b. An anployee's job assiyrroont activity shall be adequately covered during his absence with enphasis on the d~velopnent of subordinates. c. Tht.' leave of absence pericxi will be adequately ooordinated with departmental priorities arrl workload. d. Leave of absence sabbaticals should be based 0.1 internship exchanges, and/or loaned executive arrangements: scholastic and/or authorship proyrams; or educational travel-study plans. Leave of absence schedules will be app::>rtioned amon:J all levels of management and will be based on a.'1 evaluation of each erployee' s performance record. Each paid sabbatical leave will be limite.:i to a rnaximun of one year and oot more than two employees being on leave simultaneously. sabbat~cal leaves nust be cleared in advance arxi appro11ed by Council-appointed officers and Council. 3. f>ersonal Health Program -Physical r'itness a. All managenent atployees will receive physical examinations in accordance with Policy and Procedures No. 2-7. ... o..>MPENSATICN PLAN -MANAGD\ENT PatJe f ~ven h. In accordance with the reccmnendations of the medical doctoL" an anployee may undertake a prescribed physical fitness program. Eroployees pt'l.rticipating in this activity \"'ill be reimbursed under the Personal Developnent Prograi.1. 4. Excess Benefit Reimbursement Reimbursement for approved excess benefit expenses will be granted up to a maxi.mun of $1,500 per fiscal year each for the City Manager, City Attorney and City Clerk~ and $1,200 per fiscal year each for othec management errployees and shall include ~ followirg benefit items: a. Life aoo LTD insurance preni.\.lllS for City-sponsored plans. b. Excess medical/dental expenses for errployee aoo dependents which are not covered by existin:J City-sponsored plans. c. Excess selt-iJlt>rovement i terns which are otherwise apprcwerl but exceed the reimtursement limit under H.l. above. If the full excess benefit rei.rrbursement is not used durirg the fiscal yedr the difference between the anount used and the max:inun. (or pro rate rraxir.n.ri) may be applied at the ent>loyee's optial to deferred canpensatioo under the City Plan. I. Autarobile Expense Allowance For those enployees whose duties require exclusive use of a City autanobile, the City Manager (or in the case of CCuncil-a~inted officers, the City Council) may authorize payment 0f $235 per Jl'Dnth in lieu thereof. J. Parking in Civic Center Garage K. The City shall provide enployees parkirq privileges in the Civic Center Ga~age at oo cost to such eq>loyees. Expense Allo.mnce Per Pa~ Period Per Man.th (Approx.) Mayor $69.23 $150.00 Vice Mayor ~6.15 $100.00 City Manager $69.23 $150.00 City Attorney ~46.15 SlOO.lJiJ CDMPENSATIUll PLAN -MANAGE"MENI' Page t;ight L. H.eimbursement for Relocation Expens<a Policy Stat~nt The City ot Palo Alto will provide a Basic Relocation Henefits Package for all new managanent employees. In addition, upon the approval ot the City Manayer or designated subordinate, Relocation Her.efits will be available to mn-m,;na•Jement positions. Provisions of "Optional Benef.its" or portions thereof, are intended only for rare instances and require the approval of the City Manager. Procedure ~.:lif ications In order to qualify for relocation benefits, the following a::>nditions MUSt be met: l. The anploya:: must qualify for f'ovinq Expense Deductions as oontained in the Federal Tax Regulations for the year in which the move occurred. 2. Actual relocation, or contracts designed to establish a fixed cbnicilP., shall occur within six troriths of the initial date of employment. 3. Existing employees pranoted to a covered .[X>Sition are mt eligible. 4. Fecordkeeping requirements will paralJ ~l trose required for expense reimbursement for travel, conferences aiad rcwaetinys. 5. Provisions of optional benefits is contingent upon acceptance of a one-year employment oontract with the City. Failure t.o cnnplete the full cne-year term will require repayment of trose benefits on a pro-rata basis caTputed on the actual time of City service. Basic Pct:"kage 1. Employment Trip -Actual and reasonable expenses will be provided or reimbursed by the City fer travel costs, meals am lodgi~ for candidates out of the local area. 'nle local area is defined as all cities or to.-.11s located within a lOU mile radius of the City of Palo Alto. Travel costs reimburse.nent is restr.icted to the lesser of camion carrier rates or the established City rate for autanobile use. Costs for meals are restricted to the established City per diem rates. 2. En Rclute E><penses -Direct CC1T10011 carrier transportation will be provided in full for all family rcenbers. Autcm:>bile expenses are limited to t\rilO vehicles at the ~tablished City rate with a Mininun of 350 miles per day to he traveled. Per dien is all~ at established City rates foe employee and spouse/mate and at 50% of the anployee rate for dependents. Tri'lve 1 da15 allONed are limited to the actual mileage divided by 350 miles per day. Lodging is reimtursed in full on an actual and reasonable basis for all family members. .. .... . OJMP~SATIOO PLAN -MANPIGE>1ENI' Page Nine 3. Houseoold Goods ShiJ!t!ent -r,ull costs will be paid for the shipnent of all personal items nor:ma!ly considered "Household Goods." Items excluded include recreational vehicles, firewood, building materials, sand, toats, airpl.=tnes, arrl perishable items such as food or plants. Shipnent of up to t\rK> autarobiles is permitted. Storage of 00usehold gooiis will be provided for 3U days. 4. Professional Relocation Counselling -An a-Jency designated hy th~ City will provide help to tre enployee in their relocatioo efforts. Informatioo to r~ provided include$ iteMS such as financing, tone and rental locations, transportation, weather patterns, schools, recreation, etc. Optional Benefits 1. Disposal C"nd Purchase Costs -The City will cover ~ts that arise in the disposal and/or purchase of residences: a. Costs to br~ak an existing lease will be cxwered up to a total payr.ient of three times the current roc>nth1y rental rate. b. Peal estate ccmnissions up to 6% of the sales price. c. Non-recurrirg closill'J costs a. both purchase am sale ( .. Points" oo purchase of residence are specifically excluded). 2. Bridye Loa~ -The City will arrange for a 90 day interest-free loan up to 90% of an employee's equity in their current residence as determined by three independent appraisals. The asst.ned Fair Market Value will be the average of the b«> highest appraisals, providirYJ those ~raisals are within 5% of each other. 3. Mort.Qage Interest Differential Payments -The City will provide Interest Rate Differential Pa:yments u00er the guidelines of the Federal Uniform Real Property .Acquisition and Relocation Policies Act up to a nexirrun of $300/JtVnth for 36 ironths. 4. 11.tiscellaneous £xpenS€ -The ,City will pay Miscellaneous expenses associated with tre relocation. The ano.mt shall not exceed $1,000. CC»tPEl-ISATIOO PLAN -MANAGl:11ENT Page Ten ~. }'emporary Living Expense -Up to thirty (30) days temporary living expenses will be available under the following guidelines: L<;t1ging -100% of actual and reasonablP. costs for all family !Tlf!mbers, Per Diem -100% of the establ\shed City rates for err'{'loyee a~ sp::>use/mate and 50% of the e~tctblished City rate for dependents for the first 15 days; 50% of the established City rate for employee and spouse/mate and 25% of the established City rate for deperrlent~ over: the last 15 days. car Rental -Up t.o 30 days for a single vehicle is available unt:il such t~~ as the errployee's personal vehicle becanes available. 6. Househunting Expense -The City wili provide expenses or reimbursement for one rousehuntirg trip for both ~loyee ard spouse/mate. Tl"wa trip shall be limited to a nruc:inun of seven days. Travel expenses are J.irnited to the lesser of carrnon carrier rates OI the established City rate for autaTIObile use. Lodging is provided on an actual and reasonable basis. Per Diem expenses are allowed accordin;J to the established City rates. Expenses for children are rot covered. Regu.lations and Guidelines 1. 1be City Manager, or designated suborrlinate, will institute and revise internal procedures to assure the efficient delivery of ser:vic.35 t.o too new ~loyee and minimize costs to the City. This will include the determination· of whether direct City pa~nts, advance of funds or ~loyee reimbursement is nest appropriate for a given proJram element or enployee. 2. The City Man&ger, oc designated subordinate, will determine the appropriateness of inclusion of specific items in this program that Arise as a result of "grey area<>." 3. Expenses incurred by' the erployee during relocation which are rot covered are: a. Payments to friends for assistance. b. Autaoobile repairs. c. Costs incurred during the relocation b..lt rot directly related t...") personal transportatioo or forwardinJ of oouseho:!.d belODJings, i.e. uninsured losses during transit, entertairment expenses, etc. 4. BudgetirYJ of all Pelocation Expenses will occur in the Personnel and Utilities ~parL-nents. .. ~ . WMPENSATI~ PU\N -MAN/liliEMDn' Page Ele;en S. Up:m approval of the City Manager, prov is ion of benefits under tr.e ooct ion Houschunting Expenses an...~ Professional Relocation Counsellirg may be provided before an Er.lf>loyee formally accepts an offer of anplo~nt with the City. M. Retirement The City Shall "pick-up" (pay) seven percent (7%) of the E!llployee's mandatory Public etployees' Retirement SystEF (PERS) contribution. Such pick-up contributions shall be paid hy the City in lieu of employee contributions rx>twithstandirg the fact that such pick-up of contributions may be designated as errployee o::xttributions for purposes of PERS. This. provision shall apply to the City Manager, Attorney, Clerk Auditor and non-<huncil-appointed regular management anployees. Effective with the pay period includirg July 1, 1984 for sworn ix>lice and fit..oe management e11ployees tre City shall pick-up nire percent (9%) of tre employee's mandatory PERS contribution. CITY Of PALO ALTO CO"PENSATION PlAN ftANA'("(NT PE~SONll(L EffECTlVE JULY l• i ..... cuss GRAD( COr.TltOL •PPltOX APPttOX APPROX "u" TITLE Cot£ POINT AllU1UAL Bl-.!ICLY HltLY lOi! ACCOUNTIM' SUPV "a C? • .556 30 .. 100 i .. ua.eo .u.1 .. U1 Uft £"PlOYftENT 'ila 3 ........ lfl .. ltDO 1 .. WJD•OD i!D.DO li!3 un MUON SVCS 'ID 3•U5 37·1iii!7 hlt't7.i!O ll.lrt lDl Alft PERSONNEL SERV ltD 3 .. ns n .... i!!1 1 .. 110.i!D .u.o .. l?J, un PUBLIC .. OltlCS 113 ih .. 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