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HomeMy WebLinkAboutRESO 6317. .. --.. • RESOLUTION NO. 6317 RESOLUTION OF THE COUNCIL OF THE CITY OF PALO ALTO AMENDING THE COMPENSATION PLAN FOR MANAGEMENT PER- SONfllEL AND COUNCIL-APPOINTED OFFICERS ADOPTED BY RESOLUTION NO. 6303 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 Compensation Plan adopted by Resolution No. 6303 is hereby amended effective October 15, 1984. · SECTION 2. Tl:e Compensation Plan as adopted by Resolution No. 6303 is amended as set forth in Exhibit RA" attached hereto and incor- porated herein by reference. SECTION 3. Except as amended herein, all of the terms and provi- sions of Resolution No. 6303 shall remain in full force and effect. SECTION 4. The Council finds that this is not a project under the California Environmental Quality Act and, therefore, no environmental impact assessmant is necessary. INTRODUCED AND PASSED: October 15, 1984 AYES: Bechtel, Cobb, Fletcher, Klein, Levy, Renzel, Sutorius, Woolley NOES: None ABSTENTIONS: None ABSENT: Witherspoon :;Y'htw,il~~ Assistant City ~;F-J---- APPROVED: ¢=-~r if· .. ·- CITY OF PAID AL'ro Management and Council App?intees Effective: Pay Period including July 1 1984 .Amended: AuguSt 27, 1984 October 15; 1984 WMPENSA.ClOO H..AN l'UR niE CITY OF PALO ALTO Management Personnel SECTIOO I. MANAGD4m'r SALARY PLAN This managerent salary plan applies to all regular nanager.tent p:>sitions except Council Members and Council-appointed officers. NotwithstandinJ this exception, the council may authorize Special Performance Premiun.~ for Council-appointed officers. F.ach Council-appointed cff icer shall be the responsible decision-Maker under this Pl an for thoSe employees in departments under his/her oontrol. A. Managenent salary Policy The City's policy for management salaries is to establish and maintain a general salary structure based oo marketplace nonrs aoo internal job aligrinent with broad salary grades and ranges. Structures and rarqes will be reviewed annually and updated as necessary based on matketplaoe survey data, internal relationshi~-s, and City financial conditions. Special needs of management categories including supervisors, adnir.istrators, professionals aro managers will be addressed. Individual salary adjustments will be <X>nsidered by the Council-aR,X>inted officer based on (1) performance factors includin.J achievement of predetennined objectives; (2) pay structure a:ijusbnents: and (3) City financial conditions. B. Basic Plan Elements Structure. 'The salary plan will include a salary structure oonsisting of approximately fifty grades. Each grade will have a control point which is used for b.Jdgetary p.n:p:>Ses. All rna~nt p:>sitions will be assigned an appropriate pay grade based oo salary survey data aoo internal relationships. All t:0sitions assigned to a pay grade will receive salaries which are ro less than 25% below the control point and oo ltk)!"e than 15% abcwe too control point. Actual salary within the range is detennined bj -performance~ 1be rormal working range within which nvst actual salaries will fall will t::e within~ 5% of the control point. As needed cx:II\")etitive marketplace studies will be nade of 10-15 cities similar to Palo Alto in nult>er of eq>loyees, populatioo am services provided. These studies will focus on general salary trends for groups of management p:>sitions such as first line supervisors, aministrative, professional a.00 tq:> management. Periodically, studies will m:>re specifically include position-by-position carparisons usi?YJ marketplace and internaI relationship data. Dependirg oo the results of these studies, the entire pay grade structure may be adjusted or individual p:::>sitions may be reassigned to different P3Y grades. Sud"I a<ijusbuent.i; will atly affect the salary aaninistration fr~rk. No inc:iividual salaries will be autanatically changed because of structural adjustments. Salaz:::x: Increases. All individual salary increases will t-e earned as a result of performance, achievement of objectives, or growth within the positim {for recent appointments). Two types of increases may be earned. Satisfactory and Bl:X'Ne performers may re<'!eive base pay increses (percentage of fixed dollar moounts added to base pay}. Q.Jidelines will be established for base pay increases~ OJMPrnSATICN PLAN -MANAGEMENT Page 1"""° The second p:lSSible type of increase is in the fol:T:l of ~pecial Performance Premiuns of from 1-15\ based on achievement of predeterni~ objectives est.at>lished undec a performance planning and appraisal pro-Jrar:l. Special Performance Preni\..llS are open to all satisfactory an:.1 above performers. Requa.lific&tion is recessary for each appraisal perioo. ~partment head ~nd/or Council-appointed officer approval is required for all base pay increases and performance prEr.lil.ITlS. All salaries, both base pay and perfol'l.13rn::e pranil.Jlls, nust fall within pay grade limits. Budgeting. Each year the City Manager will propose for Council approval a salary budget incorporati?'lJ the requests of each COUncil-appointed officer which will include cr.ounts sufficient to ii1lplement base pay increases ard pE'!rformance pranil.rns. The salary increase budget will be based on the followin;i factors: Canpetitive market, changes in internal position relationships, and the City's ability to pay. Performance Appraisal. Determination of performance will be rade annually by the Council-appointed officer and department headr. Tl"e follCMirg questions will be addressed: Is the department, division, unit or activity meeting its objectivP.s? Is the employee. perfonnir.J as a manager in accordance with prescribe:l duties and responsibilities of a manager? atipl0yees whv are appraised as satisfactory or above will be eligible for base pay am performance pret:\iurrs accoro; :-=-i to established guidelines. 11'1.e management performance plan will be developed by the employee am his/her supervisor prior to July of each year ard will cover the fiscal year. The plan will require concurrence of the dep3.rtment head and/or the Council-appointed officer. Progress toiard meetirq objectives will be reviewed at least semi-annually. By July of the following year, supervisors will make a final detennination on perfonnance ard will make salary recaimendations to their department heads based on salary payment guidelines. C. Maf1!9ement Salary BIJdget Authorization 1. Council-appointed officers are authorized to pay salar.ies in accordance with this plan to non-council-appointed management E!li>loyees in an annunt not to exceed the aggregate of approved management µlSi tions budgeted at the control points indicated in Table I for the fiscal year 1984-65. In addition, Council-appointed officers in aJgregate are authorized up to 2% of the 1984-85 management salary arrl benefit budget to apply tc:Mard perfonnance premiuns for individual rranagernent enployees ~o qualify under the provisions of this ~anent Salary Plan. 2. Individual management salaries authOrized by t.lie Council-a~inted officer under tre Management salary Plan may not be less than 25% relCM nor more than 15\ above the control IX'int for the individual p::>Sitions ~lary grade authori~ed in Table I of this plan. A portion of the authorized salary May be given in the form of Special Performance Premit.Jns ba&Jd on achievaMnt of objectives. ' . . . . .. cuu>~SATIO'il PLAN -M.ANN3EMENT Page Three 3. The Council-appointed officers are authorized to establish such aaninistrative rules as are necessary to i.nplenent the Management Salary Plan subject to the limitations of the approved salary increase b.ldyet and t.t-ie approved grade am control point structure. 4. In the event a downward crljustment of a position grade assigl"l'lent indicates a reduction in the established salary of an indiviC:ual ef!'Ployee, the Council-appointed officer may, if circ\.r\Stances warrant, continue the salary for such en\>loyee in an am'.)unt in excess of the revised grade lir.tit for a reasonable period of time. Such interim salary rates shall be defined as "Y-rate~.· SECrlOO 11. SPECIAL o.»tPENSATIOO Personnel covered by this cx:ripensation plan, in addition to the salary set forth in the attached tabl~s, rnay receive special ccmpensation as follows. Eligibility shall be in confonnance with the Merit Rules and .Regulations and AdMinistrative Directives issued by the City Manager for the purposes of clarificaticn arrl interpretation. A. Annual Adjustment Annually, each enployee \llllo oolds a i:egular full-time appointment in the nunicipal service on or before July first ard continues in such status throughtout the first day of Pay Pericxi 25 (in December) shall receive, in addition to the salary prescribed herein, a salary adjustment equal to one percent of the anployee's current annual salary: or at the employee's option and subject to managenent approval, 24 :oours paid leave to oo used prior to the January 31 following. Annual adjust:Jnents shall be prorated t.o reflect appointment f ran January l through July of the current year, or interrupted service durirg the year. B. OVertime, ~rkif9 Out of Classification, and In-Lieu Holiday Pay Q:l'lpensatioo for overtime w:)rk, and scheduled work ai paid holidays, shall be in conformance with the Merit Rules and Regulations and Adninistrative Directives. »Jere management employees, oo a tenp:>rary basis, a.re assignerl to perform all significant cl.lties of a higher classification, the City Manager rr.ay authorize payment within the range of the higher classification. OJMP~SATION PLAN -MANAGEMENI' Page Four c. court .Appearances . ' .. S\ti1orn Police Personnel appearing in court for the People shall be CCIT\pens~ted as follows: Period 1. Appearance on scheduled day off. 2. Any or all court time durin.;i scheduled shift, or oou.rt time is inme- diately beginnirlJ or following shi'ft. 3. ~pearance on scheduled work day rot oot during, inrnediately before or imnediately after scheduled shift. D. Night Shift Premium Rate Time aoo one-half Straight time during shift, tine and one- half foe periods before or after scheduled shift. Ti.ma and 011.a-half Minir.ruM 4 hours None 2 hours (2 hour Minir.wn may not run in to shift tir.ie) Night shift differential shall te paid at the rate of 5% to re<:,.Jular full-time employees woo are regularly scheduled to work between 6:00 p.m. and 8:00 a.n. Night shift premi1..1n will n:>t be paid for overtime tours worked or to Fire personnel assigned to shift duty. E. Uniform Purchase Plan -~rn Police and Fire Personnel Uniforms includirg cleanirg will be provided with replacement provisions on an as-needed basis in conformance with department p:>licy. F. Group Insurance 1. Heal th Plan The City shall pay all premit1n payments on behalf of employees W'lo are eligible for cOV'erage under the health plans as described in sub-sections (a) and (b). Any premii.J'!I rate increases during the term of this ccrripensation plan shall be paid by the City. The followil'"kJ options will exist: a. Elnployee and dependent ooverage under the existinsJ Kaiser Health Plan S Contract, includirYJ the Drug Plan III option. b. Flnployee and defiendent coverage under the existing City of Palo Alto ~loyees' self-Insured Health Plan with major medical maxi.ml.Jn of $250,000 and ~lvic examination benefit. .. .. . ·.' ~SAT!~ PLAN -MANAGf>tENI' P.=age five Tile City shall, upon subnittal of evidence of payment, reimburse up to $183 per quarter of medical plan premil.lll.S on behalf of management E!f!'{>loyees "'1ho retire fran the City under service or disability retirements. The retiree may select any medical plan. The plan may o::Ner eligible dependents as def inerl under the City Employees' Health Plan. No reimbursement will be made for plans providin;, benefits other than nedical and health benefits. 2. Dental Plan The City shall pay all oovered plan charges on behalf of anployees and depenrients of eu"ployees wto are eligible for CO\Terage an:i enrolls:i under the existing City ~ntal Plan. 3. Basic Life Insurance The City shall continue the basic life insurance plan as currently in effect for the term of this oanpensatiat plan. 4. !s1lQ Term Disability Insurance The City shall continue the long term dj.sability insurance plan currently in effect for the tem of this ca.ipensatioo plan. Employee ccveraye is subject to a voluntary payroll deduction of the insurance preMiun applicable to the first $2,000 of monthly salary for Plan B or the first $1,800 of roonthly salary for Plan A; the City will pay premil111S in excess thereof. For trK>se eq:>loyees witoout eligible dependents C01Tered under the health plan provisions, the City will pay up to $8 per r:onth t:.crward long term 1Hsability insurance premiJ'!l.S. For t.OOse er.t>loyees witoout eligible dependents covered under the dental plan provisions, the City will pay tp to $12 per ron.th toward lorg term disability insurance premiuns. G. Police Department -Personnel Devel~nt Program Pursuant to adninistrative rules governirg eligibility and qualification, the followinJ may be granted to si«>rn µ:>lice personnel: P.O.S.T. Intermediate Certificate: 5% abOve base salary P.O.S.T • .Advanced Certificate: 7 1/2% above base salary H. Management Benefit Program All City staff m..1nagement anployees are eligible for Sections 1, 2, 3 and 4 of the Management Benefit Program. City Council Members are eligible for ~tion 3a only. Specified anr:xmts under this pro;;iram will be cq;>plied on a frO rata tesis for enplO'Jees wtD a.re in a management pay status fer less than the full fiscal year. OJMPENSATIOO PLA"l -MANAGEMENT Page Six 1. Professional Develorrnent -Reimbursement ... Reimbursement for author.' zed self-i.rrq;>r0venent activities will be yrantoo up to a rnax.i.rrun of SSOU per fiscal yea.r for each mana9errent anployee ano shall include the followio.; benefit items as defined in Pol icy and Procedurns No. 2-7: a. Civic and professional association rremberships b. Conference participaticn arrl travel expenses c. Educational prOJrams d. Professi~nal and trade journal subscriptions e. Dxtor-prescribed physical fitness pro.:iram as indicated under 3b of this section 2. Professional Devel~nt -Sabbatical Leave Authorized paid leaves of absence for up to one year will be granted in accordance with the following requirer.'lents: a. Sabbatical leave progrcrn shall be beneficial to w enployee"s job assignnent • .b. An snployee's job assiyrn:int activity shall be adequately oovered during his absence with enphasis on the aevelopnent of subordinates. c. The lea,1e of absence period will be adequately coordinated with departmental priorities anj l#Orkload. d. Leave of absence sabbaticais should be based en internship exchanges, and/or loaned executive arrangements; scholastic and/or authorship prQJrams; or educational travel-study plans. Leave of absence schedules will be app::>rtioned arnorg all levels of management and will be based on an evaluation of each ~loye.e's perfo:mance record. Each paid sabbatical leave will be limited to a maximun of one year acw::l. oot more than tW'O enployees being on leave sirrultaneously. sabbatical leaves 111Jst be cleared in advance aoo approved by C.ouncil-appointed officers and COUncil. 3. Personal Health Pr29ram -Ph_ysical Fitness a. All management errployees will r~eive phlfSical examinations in accordance with ?olicy and Procedures No. 2-7. ... CXMPDGATIOO PIAN -~ Page Seven b. In accordance with the recarmendations of the medical doctor an enployee may undertillke a prescribed physical fitness program. ~loyees participating in this activity will be reimbursed umer the Personal Developoent Program. 4. Excess Benefit Reinblrsement Reimbursement for ~ed excess benefit expenses will be granted up to a maxinun of $1, 700 per fiscal year each for the City Manager.-City Attorney, City Clerk and City At.ditor; and $1,200 per fiscal year each for other management enpley~ am shall inclOOe the following benefit items: a. Life and L'ID insurance premhms for City-sponsored plans. b. Excess medical/dental expenses f<"t" errployee am dependents which are not C011ered by existin; City-spJnSOred plans. c. Excess self-illprovement items whidl are otherwise approved but exceed the reimbursement 1 ilni t urder B. 1 • above. If the full exC'eSS benefit re.imburseD:?nt is not used duri?XJ the fiscal year the differenoe between the cm:iunt used ard the maxinun (or pro rate maxi.nun) Btl!IJ be applied at the enpl.oyee's option to deferred ca!petlSatim under the City Plan. I. Autanobile Expense Allowance For those enplayees W1ose duties require exclusive use of a City autan:X:iile, the City Manager (or in the case of Cooncil-appointed offia;rs, the City Council) may authorize payment of $235 per llJl'lth in lieu thereof. J. Parking in Civic Center Gal:~ K. 'lhe City shall pr01ide euployees parking privileges in the Civic Centel:' Garage at no CQSt to such aployees. ~~ AllowaOC'e Per P~ Period Per Month {Approx.) Mayor $69.23 $150.00 Vice Mayor $46.15 $100.00 City Manager $69.23 $150.00 City Attorney $69.23 $150.00 City Auditcr $46.15 $100.00 OOMPENSATilN PLAN -MAN.AGEMENI' Page Eight L. Reimbursement for Relocation Expense Polic:Y Statement The City of Palo Alto will provide a Basic Relocation ~nefits Package for all new management employees. In addition, upon the approval ot the City Manayer or designated subordinate, 'Relocation ~nefits will be available to JY)n-manaJement p:>sitions. Provisions of "Optional Benefits" or portions thereof, are intended only for rare instances and require the approval of the City Manag~r. Procedure Qualifications In order to qualify for relocation benefits, the following oonditions nust be ~t: l. The anployee must qualify for 1-bving Expense Deductio11s 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 <}T.licilA, shall occur within six rronths of the initial date of employment. 3. Ej{istirYJ employees praOC>ted. to a covere<l position are O)t eligible. 4. Recordkeepiog requirements will parallel toose requiroo for expense reimbursement for travel, conferences and neetir¥JS. 5. Provisions of optional benefits is contingent upon acceptance of a one-year employment ex>ntract with the City. Failure to canpJete t.he full one-year tenn will require repayment of those benefits on a pro-rata basis cc:r:puted on the actual time of City service. Basic Pack~ 1. F.mployrnent Tri_p -Actual and reasonable expenses will be provided or reimbursed by the City for travel costs, meals aoo lodginJ for candid1'tes out of the local area. 'Ihe local area is defined as a.U cities or towns located within a lOU mile radius of the City of Palo Alto. Travel costs reimbursement is restricted to the lesser of o::rrnxl can·ier rates or the established City rate for autarobile use. Costs for meals are restricted to the established City per diem rates. 2. en Route EJ<eenses -Direct caim:>n carrier transportation will be provided in full for all family members. Autatvbile expenses are limited to tw::> vehicles at the established City rate with a Minimun of 3!>0 miles per day to be traveled. Per dien is allowed at established City rates for ~loyee and spouse/mate and at 50% of the enployee rate for dependents. Travel days allCMed are limited to the actual mileage divided by 350 miles per day. LodginJ is reimbursed in full on an i'tCtual and reasonable basis for all family members. .. • ~~-----~~-------------------------- CMPDISATION PI.AN -MANAGE:MF.NT Page Nine 3. !!..ousehold Goods Shipnent -Full costs will be paid for the shipnent of all ["'?rsonal itert5 nonnally considered •Household Goods." !tens excluded include recreational vehicles, firei.KX>d, building materials, sand, boats, eirpl~nes, an:i perishable items such as food or plants. Shi~nt of up to two autarobiles is permitted. Storage of rouseoold goods will be provided for 30 days. 4. Professional Relocation Counselling_ -An agency designated by the City will provide help to the eq>loyee in their relocation efforts. Informatioo to be provided includes i~ s~ich as financi0:1, l"f:tne and rental locations, transportation, weather patterns, sctx>ols, recreation, etc. 5}?tional Benefits 1. Disposal and Purchase Costs -The City ...-· _l cover oosts that arise in the disposal and/or purchase Of residences: a. Costs to break an exishrg lease will be covered up to a total paynent of three times the current sronthly rental rate. b. Real estate ccmnissions up to 6% of the sales price. c. Non-recurri~ closirv;J CXJSts m both purchase am sale ("Points" on purchase of residence are specifically e~cluded). 2. Bricye Loan -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 ~ three independent appraisals. 'I1le ass\.l'leC Fair Market Value will be tl'v3 average of the two highest appraisals, providing those appraisals are within 5% of ~ch other. J. Mot;tgage Interest Differential Pa;'!!'!nts -The City will provide Interest Rate Differential Payments under the guidelines of the Federal uniform Real Property Acquisition and Relocation Policies Act up to a maxirun of $300/lftJflth for 36 months. 4. Miscellaneous Expense -The City will pay MiSCP-llaneous expenses associated with the relocation. 1be am:>Unt shall not exceed $1,000. a.»1PENSATIOO PLAN -MANAGJ:2.1ENf Page Ten ~. Tarp?rarv Living Expense -Up to thirty ( 30) days temporary living expenses will be available under the follorwir¥J guidelines: I...odging -100% of actual and reasonable costs for all family ~~s. Per Diem -100% of the established City rates for errrployee arrl spouse/mate and 50% of the established 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 dependentR CNer the last 15 days. car Rental -Up to 30 days for a single vehicle is available until such ti.Joo as the arployee's personal vehicle becanes available. 6. H~sehunting Expense -The City will provide expenses or reimbursemant for one househunting trip for both enployee ard spouse/matP.. The trip shall be limited to a maxi.rrum of seven days. Travel expenses are limited to the lesser of camtOO carrier rates or the established City rate for autcrobile use. tmging is provided on an actual and reasonable basis. Per Diel'!l expenses are allowed according to the established City rates. Expenses for children are rot covered. ~ulations ana Guidelines 1. The City Manager, or designated subordinate, will institute and revise internal procedures to assure the efficient delivery of services t.o the new employee and minimize costs to the City. This will include the determination· of whether direct City payments, advance of furrls or employee reiw.bursement is nvst appropriate for a given program elerrent or anployee. 2. The City MalL'!ger, or designated subordinate, will determine the appropriateness of inclusion of spec;fic items in this program that arise as a result of "grey areas." 3. Expenses incurred by the anployee during relocation ...tlich are rot C011ered are: a. Payments to friends for assistance. b. Autcrrobile repairs. c. Costs incurred during the relocation oot rot oirectly related to personal transportation or forwarding of household belof'lJi~s, i.e. uninsured losses during transit, entertairrnent expenses, etc. 4. ~ting of all Relocation Expenses wi 11 occur in the Personnel a00 Utilities Department!;. •' . CXJ4PENSATICl-J PIAN -MANAGD!Em' Page Eleven S. Upon approval of the City Manager, provision of benefits under the section Househunting Expenses and Professional Relocation Counselling may be provided before an etplcyee formally accepts an offer of enployment with the City. M. ~tirenEnt 'l'he City shall "pick~p· {pay) seven percent (7%) of the E!nl'loyee's nandatory Public &rployees' Aetirement system (PERS) contribution. SJch pick-up contributions shall be paid by the City in lieu of E!IT\)loyee contributions notwithstanding the fact that such pick-up of cr"ltriootions rrey be designated as enployee C'Ol"ltrirutions for purposes of PERS. This provision shall apply to the City Manager, Attorney, Clerk, Auditor and non-COUncil-appointed regular manaJenent etf'loyees. Effe<..~ive with the pay period including July 1, 1984 for sw:>rn police and fire nenagenent enployees tl'te City shall pick-up nine percent ( 9%) of the en-ployee 's mandatory PERS cootriootion. CITY OF PALO ALTO COMPENSATION PLAN Council-Appointed and Elected Officers APPROX. APPROX. MONTHLY CLASS CODE TITLE ANNUAL SALARY 001 City Councilperson 4,800 40n 002 City Manager 77,575 6464 003 City Attorney 63,250 5271 004 City Auditor 46,000 3834 005 City Clerk 41,357 3448 BI-WEEKLY HOURLY 184.62 2983.20 37.29 2432.80 30.~1 1769.60 22.12 1591. 20 19.89 TABLE I Page Twelve EFFECTIVE DATE PAY PERIOD INCLUDING January 1, 1982 July l 1 1984 July 11 1984 October 2, 1984 July 1, 1984 ... ' . ' . CJTY Of PALO ALTO CO"PCNSATJON Pl.AH "AHt.CrtENT POSOMNEL UfECTlVE ... uu i. ..... , .. CLASS 'UDE U'-UOL liPPRU APPftOll APPROX "!;" TITLE COIE POINT ANNUAL 8I-t11UY KRL.'I ),Qi! accou1ntN' SUPV 'ti c?1155~ 30 .. 700 l•IAD.60 ,&,'4. 7'9 11.1 A tft EftPUYflEMT i1. 3111flolo 111.~oo hi.OD.DO i!D. Oil li!3 Ufl HUUN SVCS '40 ~hU5 11.1oa1 hll'47.C!D u.o .. lDJ. 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