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HomeMy WebLinkAboutRESO 8000follows: RESOLUTION NO. 8000 RESOLUTION OF THE COUNCIL OF THE CITY OF PALO ALTO ADOPTING A COMPENSATION PLAN FOR MANAGEMENT AND CONFIDENTIAL PERSONNEL AND COUNCIL APPOINTED OFFICERS AND RESCINDING RESOLUTION 7890, 7897' 7902, 7907' 7914, 7927' 7945, and 7966 NOS. 7958 The Council of the City of Palo Alto does RESOLVE as SECTION 1. Pursuant to the provisions of Section 12 of Article III of the Charter of the City of Palo Alto, the Compensation Plan, as set forth in Exhibit "A" attached hereto and made a part hereof by reference, is hereby adopted for management and confidential personnel and Council appointed officers effective retroactive to the pay period including July 1, 2000. SECTION 2. The Compensation Plan as adopted herein shall be administered by the City Manager in accordance with the Merit 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 Administrative Services hereby is ·authorized to implement the Compensation Plan adopted herein in his preparation of forthcoming payrolls. He is further authorized to make changes in the titles of employee classifications identified in the Table of Authorized Personnel contained in the 2000-2001 budget, if such titles have been changed in the Compensation Plan. SECTION 5. Resolution Nos. 7890, 7897~ 7902, 7907, 7914, 792~, 7945, 7958 and 7966 are hereby rescinded. II II II II 001002 cl 0032379 1 '' SECTION 6. The Council finds that this is not a project under the. California Environmental Quality Act, and, therefore, no environmental impact assessment is necessary. INTRODUCED AND PASSED: September 18, 2000 AYES: BEECHAM, BURCH, EAKINS, FAZZINO, KLEINBERG, KNISS, LYTLE NOES: MOSSAR, OJAKIAN ABSENT: ABSTENTIONS: ~~·~ City Clerk APPROVED AS TO FORM: ~~tJ.~ Senior Asst. City Attorney Services 001002 cl 0032379 2 CITY OF PALO ALTO COMPENSATION PLAN Management and Confidential Personnel And Council Appointees Effective: Pay period including July 1, ~ 2000 through June 30, 2000 2001 Amended: March 8, 1999 October 25, 1999 Exhibit 11 A11 COMPENSATION PLAN FOR THE CITY OF PALO ALTO Management and Confidential Personnel SECTION I. COMPENSATION This section applies to all regular management and confidential positions except Council Members and Council-appointed officers. Notwithstanding this exception, the Council may authorize Variable Management Compensation for Council-appointed officers. Each Council-appointed officer shall be the responsible decision-maker under this Plan for those employees in departments under his/her control. A. Management and Confidential Compensation Policy · · The City's policy for management and confidential compensation is to establish and maintain a general structure based on marketplace norms and internal job alignment with broad compensation grades and ranges. Structures and ranges will be reviewed annually and updated as necessary based on marketplace survey data, internal relationships, and City financial conditions. Individual compensation adjustments will be considered by the Council-appointed officer based on ( 1) performance factors including achievement of predetermined objectives; (2) pay structure adjustments; and (3) City financial conditions. B. Basic Plan Elements Structure. The compensation plan includes separate multi-grade structures for both management and confidential employees. Each grade will have a control point which is used for budgetary purposes. All management and confidential positions will be assigned an appropriate pay grade based on salary survey data and internal relationships. All positions assigned to a pay grade will receive compensation which is no less than 25% below the _contrql point anc~ _no more than ~ above the control point. Actual salary within the range is determined by performance. The normal working range within which most actual salaries will fall will be within.± 5% of the control point. As needed competitive marketplace studies will be made of 1 0-15 agencies similar to Palo Alto in number of employees, population and services provided. These studies will focus on general salary trends for groups of management positions such as first line supervisors, administrative, confidential, professional and top management. Periodically, studies will more specifically include position-by-position comparisons using marketplace and internal relationship data. Depending 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 administration framework. No individual salaries will be automatically changed because of structural adjustments. 1 Fixed and Variable Compensation. Management compensation includes fixed bi-weekly salary and Variable Management Compensation (VMC). Fixed bi-weekly salary is paid on a continuing basis. Variable Management Compensation is a one-time cash award in an amount not to exceed 4-5-% of the position control point. On a fiscal year basis, the sum of both compensation components must fall within pay grade limits of no less than 25% below the control point and no more than 4-5-% above the control point. Fixed salary increases may be earned in accordance with administrative guidelines based on growth within the position and performance which meets or exceeds position standards. In addition, employees may earn Variable Management Compensation by meeting or exceeding objectives established under the annual performance planning and appraisal system. Variable Management Compensation requalification is necessary for each appraisal period. Compensation Adjustment Authorization. Each year the City Manager will propose for Council approval a compensation adjustmet:lt authorization incorporating the requests of each Council- appointed officer which will include amounts sufficient to implement base pay increases and Variable Management Compensation. The compensation adjustment authorization will be based on the following factors: competitive market, changes in internal position relationships, and the City's ability to pay. Performance Planning and Appraisal. Performance planning and appraisal will be conducted at least annually by the Council-appointed officers and department heads prior to reviewing individual employee fixed and variable compensation. This process includes both review of previous performance plan and preparation of the performance plan for the next planning period (usually the fiscal year).' Performance plans are jointly prepared by the employee and supervisor with the concurrence of the department head or Council-appointed officer. The performance plans shall contain measurable objectives which place special emphasis on position description duties or specific assignments. Progress toward meeting objectives shall be monitored periodically. At the conclusion of the fiscal year (or review period), supervisors shall make a final determination of general performance and performance plan achievement. Such determinations and recommendations shall be forwarded to department heads or council-appointed officers,who will then determine individual fixed and variable compensation adjustments according to the provisions of the compensation plan. G. Management and Confidential Compensation Adjustment Authorization 1. Council-appointed officers are authorized to pay salaries in accordance with this plan to non-Council-appointed management and confidential employees in an amount not to exceed the aggregate of approved management and confidential positions budgeted at the control points indicated in the attached Tables for fiscal year 1999 00 In addition, for fiscal year 1999 00 Council-appointed officers in agg are authorized up to 3% of the management and confidential salary and benefit budget for the fiscal year, plus unused Variable Management Compensation funds from the previous fiscal year to apply toward Variable Management ·Compensation for individual management and confidential employees who qualify under the provisions of this Management and . Confidential Compensation Plan. 2 ·· 2. Individual management and confidential fixed and variable compensation authorized by a · Council-appointed officer under the Management and Confidential Compensation Plan may not be less than 25% below nor more than -1-5-% above the control point for the individual position grades authorized in Table I of this plan. 3. The Council-appointed officers are authorized to establish such administrative rules as are necessary to implement the Management and Confidential Salary Plan subject to the limitations of the approved compensation adjustment authorization and the approved grade and control point structure. 4. In the event a downward adjustment of a position grade assignment indicates a reduction in the established salary of an individual employee, the Council-appointed officer may, if circumstances warrant, continue the salary for such employee in ah amount in excess of the revised grade limit for a reasonable period of time. Such interim salary rates shall be defined as "Y-rates." SECTION II. SPECIAL COMPENSATION This section applies to all eligible regular management and confidential positions except as otherwise indicated. Eligibility shall be in conformance with the Merit Rules and Regulations and Administrative Directives issued by'the City Manager for the purposes of clarification and interpretation. A. Overtime, Working Out of Classification, In-Lieu Holiday Pay Compensation for overtime work, and scheduled work on paid holidays for certain designated non-exempt employees shall be in conformance with the Merit Rules and Regulations and Policies arid Procedures. Overtime eligible employees shall be paid at the rate of time and one- halftimes the employees' basic hourly salary unless called out for an emergency arising out of . situations involving real or potential loss ofservice, property or personal danger, in which case additional pay will be at the rate of two times the employees' basic hourly salary. Where management employees, on a temporary basis, are assigned to perform all significant duties of a higher classification, the City Manager may authorize payment within the range of the higher classification. B. Stand-by Pay Employees eligible for overtime may be entitled to stand-by pay, approved by the City Manager on a case by case basis, in extreme circumstances involving unavailability of non-management staff. Compensation is as follows: Monday through Friday Saturday, Sunday, Holidays 3 $40 per day $58 per day C. Night Shift Premium Night shift differential shall be paid at the rate of 5% to regular full-time employees who are regularly assigned to shift work between 6:00 p.rri. and 8:00a.m. Night shift premium will not be paid for overtime hours worked or to Fire personnel assigned to shift duty. D. Uniform Purchase Plan-Sworn Police and Fire Personnel Uniforms including cleaning will be provided with replacement provisions on an as-needed basis in conformance with department policy. E. Group Insurance 1. Health Plan The City shall pay all premium payments on behalf of employees and dependents who are eligible for the employee-selected Public Employees' Medical and Hospital Care Act (PEMHCA) optional plan. a) Retiree Medical Provisions 1) Monthly City-paid premium contributions for a retiree-selected PEMHCA optional plan will be made as provided under the Public Employees' Medical and Hospital Care Act. .. b) .. Active_ ~_mployee Domestic Partners_ 1) Effective July 1, 1996, active employee domestic partners who meet the requirements of the City ofPalo Alto Declaration of Domestic Partnership, and are registered with the Human Resources Department, will be eligible for reimbursement of the actual monthly premium cost of an individual health plan, not to exceed the average monthly premium cost of individual coverage under the PEMHCA health plans. Evidence of premium payment will be required with request for reimbursement. 2. Dental Plan a) The City shall pay covered plan charges on behalf of all eligible employees and dependents. The maximum benefits per calendar year shall be $2,000. In addition, the City will provide 50% of"usual, customary and reasonable" charges up to $1500 lifetime maximum for orthodontic benefits. b) Effective July 1, 1996, dependents will include domestic partners, as defined under Section E. 1. b). 4 3. Basic Life Insurance 5. ·Long Term Disability Insurance 6. Vision Care a) The City shall provide vision care coverage for employee and dependents. Coverage is equivalent to the $20 deductible Vision Services Plan A. b) Effective July 1, 1996, dependents will include under Section E. 1. b). F. Safety Differentials 1. Police Department -Personnel Development Program domestic partners, as defined Pursuant to administrative rules governing eligibility and qualification, the following may be granted to sworn police personnel: · · P.O.S.T. Intermediate Certificate: 5% above base salary P.O.S.T. Advanced Certificate: 7 1/2% above base salary 2. Fire Department -EMT Differential 5 Pursuant to administrative rules governing eligibility and qualification, the following may be granted to sworn Fire personnel: EMT Differential: 2% above base salary Management Benefit Program All City staff management and confidential employees are eligible for Sections 1, 2, 3, 4 and 5 of the Management Benefit Program. City Council Members are eligible for Section 3a only. Specified amounts under this program will be applied on a pro rata basis for employees who are part time or in a management or confidential pay status for less than the full fiscal year. 1. Professional Development -Reimbursement Reimbursement for authorized self-improvement activities may be granted each management employee up to a maximum of$ 1 ,500 per fiscal year. The following items are eligible for reimbursement: a. Civic and professional association memberships b. Conference participation and travel expenses c. Educational programs/tuition reimbursement. The education must maintain or improve the er:nployee's skills in performing his or her job, or be necessary to meet the express requirements of the City or t~e requirements of applicable law. The education to which the reimbursement relates must not be part of a program qualifying the employees for another trade or business; or be necessary to meet the minimum educational requirements for qualification for employment. Permissible educational expenses are refresher courses, courses dealing with current developments, academic or vocational courses, as well as the travel expenses associated with the courses. d. Professional and trade journal subscriptions. f. 2. Professional Development Leave Authorized paid leaves of absence for up to one year will be granted in accordance with the following requirements: 6 3. ' . a. Eligibility is subject to a· minimum City service requirement of five years. b. Compensation during the Professional Development Leave shall not exceed 50% salary and full benefits. c. When granted a Professional Development Leave shall require an employee commitment of at least two-years' service following return from the Leave. To the extent the full two-year commitment is not fulfilled, the employee shall re-pay the City a pro rata amount of the salary paid during the Leave based on the percentage of the two-year commitment not fulfilled. d. The Professional Development Leave program shall relate to the employee's job assignment. e. An employee's job assignment activity shall be adequately covered during his/her absence with emphasis on the development of subordinates. f. The leave of absence period shall be adequately coordinated with departmental priorities and workload. g. Professional Development Leaves shall be based on internship exchanges, and/or loaned executive arrangements; scholastic and/or authorship programs; or educational travel-study plans. Leave of absence schedules will be apportioned among all levels of management and confidential employees and will be based on an evaluation of each employee's performance record. Each paid sabbatical leave will be limited to a maximum of one year and not more than two employees being on leave simultaneously. Sabbatical leaves must be cleared in advance and approved by a Council-appointed · officer for his/her subordinates. Professional Development Leaves granted in excess of 30 days shall be noticed to the Council. All management and confidential employees are eligible to receive periodic physical examinations in accordance with administrative procedures. b. Subject to Internal Revenue Service regulations and with the written prescription of a medical doctor, an employee may be reimbursed for a personal health program as treatment for a. diagnosed injury or illness. This activity will be reimbursed under G.1 (e) above. 4. Excess Benefit Reimbursement Reimbursement for approved excess benefit expenses will be granted up to a maximum of $2,500, per fiscal year each for management and confidential employees and shall include the following benefit items: 7 a. Life insurance premiums for City-sponsored plans, subject to federal and state tax limitations. b. covered expenses for employee and dependents which are not by existing City-sponsored plans. c. Excess professional development items which are otherwise approved, to the extent they are not paid or reimbursed under any other plan of the City. d. Dependent care expenses under the City's Dependent Care Assistance Program (DCAP), subject to the following limits: Dependent care expenses will be reimbursed only to the extent 'that the amount of such expenses reimbursed under this Management Benefit Program, when ·added to the amount (if any) of annual dependent care expenses that the participant has elected under the City's Flexible Benefits Plan, do not exceed the maximum permitted under the DCAP. 1) The annual amount submitted for reimbursement cannot exceed the income of the lower-paid spouse. 2) The expenses must be employment-related expenses for the care of one or more dependents who are under 13 years of age and entitled to a dependent deduction under Internal Revenue Code section 151 (e) or a dependent who is physically or mentally incapable of caring for himself or herself. 3) The payments cannot be made to a child under 19 years of age or to a person claimed as a dependent. 4) If the services are provided by a dependent care center, the center must comply with all state and local laws and must provide care for more than six individuals (other than a resident of the facility). 5) Dependent care expenses not submitted under this section are eligible under the City Dependent Care Assistance Plan (DCAP). However, the maximum amount reimbursed under DCAP will be reduced by any amount reimbursed u·nder the Excess Benefit Plan. If the full excess benefit reimbursement is not used during the fiscal year, the difference between the amount used and the maximum (or pro rate maximum) may be applied at the employee's option to deferred compensation under the City Plan(s). Notwithstanding the foregoing, no expense shall be reimbursed under this Excess Benefit Reimbursement program unless the payment of such reimbursement will be nontaxable to the recipient under the applicable income tax laws, as they may be in effect from time to time. 8 5. Management Annual Leave At the beginning of each fiscal year regular management and confidential employees will be credited with e4 II hours of annual leave which may be taken as paid time off, added to vacation accrual (subject to vacation accrual limitations), taken as cash or taken as. deferred compensation. When time off is taken under this provision, 1 0-hour shift workers will receive one shift off for each 8 hours charged; 24-hour shift workers will receive one- half shift off for each 8 hours charged. Entitlement under this provision will be reduced on a prorated basis for part-time status, or according to the number of months in paid status during the fiscal year. Unused balances as of the end of the fiscal year will be paid in .cash unless a different option as indicated above is elected by the employee. H. Automobile Expense Allowance For those employees whose duties require exclusive use of a City automobile, the City Manager (or in the case of Council-appointed officers, the City Council) may authorize payment of $325 per month in lieu thereof. · I. Commute Incentives and Parking Employees who qualify may voluntarily elect one of the following commute incentives: Civic Center Parking. Employees assigned to Civic Center and adjacent work locations. The City will provide a Civic Center Garage parking permit. New employees hired after June 30, 1994 may initially receive a parking permit for another downtown lot, subject to the availability of space at the Civic Center Garage. Public Transit. The City will provide monthly Commuter Checks worth the value of: $40 for employees traveling three or more zones on Caltrain; $40 for employees using the Dumbarton Express, BART, the ACE train or a commuter highway vehicle; $35 for employees traveling less than three zones on Caltrain; $35 for employees using VTA, and other buses. These vouchers may be used toward the purchase of a monthly transit pass. Carpool. The City will provide carpool vouchers worth the value of $30 per month to each eligible employee in a carpool with two or more licensed drivers. These vouchers may be used a designated service stations toward the purchase of fuel and other vehicle-related expenses. Vanpool Pilot Program. The City will provide Commuter Checks worth the value up to $60 of their share ofthe vehicle lease cost to each employee voluntarily participating in the Vanpool Pilot Program. These vouchers may be used toward payment ofthe monthly cost 9 Bicycle. The City will provide bicycle vouchers worth the value of $20 per month to eligible employees who ride a bicycle to wprk. These vouchers may be used at designated bicycle shops for related bicycle equipment and expenses. Walk. The City will provide walker vouchers worth the value of $20 per month to eligible employees who walk to work. These vouchers may be used at designated stores for expenses related to walking such as footwear and related accessories. J. Expense Allowance Mayor Vice Mayor Per Pay Period $92.31 $23.08 Per Month (Approx.) $200.00 $50.00 K. REIMBURSEMENT FOR RELOCATION EXPENSE Policy Statement The City of Palo Alto will provide a Basic Relocation Benefits Package for all new management employees. In addition, upon the approval of the City Manager or designated subordinate, Relocation Benefits will be available to non-management positions. Provisions of "Optional Benefits" or portions thereof, are intended only for rare instances and require the approval of the City Manager or designee, or for Council-appointed officers, the City Council. Procedure Qualifications In order to qualify for relocation benefits, the following conditions must be met: 1. Actual relocation, or contracts designed to establish a fixed domicile, shall occur within one year of the initial date of employment. 2. Existing employees promoted to a covered position are not eligible. 3. Record-keeping requirements will parallel those required for expense reimbursement for travel, conferences and meetings. 4. Provision of Optional Benefits is contingent upon completion of a minimum of two years' City employment unless a longer term is specified. Provision of Additional Relocation 10 Benefits for Council-Appointed Officers. Assistant City Manager and Department Heads is contingent upon completion of a minimum of five years' City employment. Failure to com.plete the minimum term will require repayment of those benefits on a pro-rata basis computed on the actual time of City service. Acceptance of relocation benefits by an employee does not constitute a commitment by the City to any minimum term of employment. Basic Package 1. Professional Relocation Counseling -An agency designated by the City will provide relocation information and counselling to the employee. Information to be provided includes items such as a personalized cost-of-living. analysis, home and rental locations, transportation, weather patterns, schools, recreation, etc. 2. En Route Expenses -Direct common carrier transportation will be provided in full for ·~ill family members. Automobile expenses are limited to two vehicles at the established City rate with a minimum of 350 miles per day to be traveled. Per diem is allowed at established City rates for employee and spouse/mate and at 50 percent of the employee rate for dependents. Travel days allowed are limited to the actual mileage divided by 350 miles per day. Lodging is reimbursed in full on an actual and reasonable basis for all family members. 3. Household Goods Shipment-Full costs will be paid for the· shipment of all personal items normally considered "Household Goods." Items excluded include recreational vehicles, firewood, building materials, sand, boats, airplanes, and perishable items such as food or plants. Shipment of up to two automobiles is permitted. Storage of household goods will be provided for 30 days. Optional Benefits 1. Sale and Purchase Costs -The City will reimburse costs that arise in the sale and/or purchase of residences including: a. Real estate commissions on the sale of the former residence up to six (6) percent of the sales price. b. The employee's portion of non-recurring closing costs on both sale and purchase of residences limit~d to the following: Title Insurance Policy and Escrow Fees Loan and Assumption Fees Private Mortgage Insurance City and County Transfer Taxes Tax Service, Notary and Recording Fees Credit and Appraisal Reports Property Survey Fees Inspection Fees 11 c. "Points" on purchase of residence are specifically excluded. · 2. Miscellaneous Expense-The City will reimburse miscellaneous expenses associated with the relocation. The amount shall not exceed $2,000. 3. Temporary Living Expense -Up to thirty (30) days' temporary living expenses will be available under the following guidelines: a. Lodging -100 percent of actual and reasonable costs for all family members. b. Per Diem - 1 00 percent of the established City rates for employee and spouse/mate, and 50 percent of the established City rate for dependents for the first 15 days; 50 percent of the established City rate for employee and spouse/mate, and 25 percent of the established City rate for dependents over the last 15 days. c. Car Rental -Up to 30 days for a single vehicle is available until such time as the employee's personal vehicle becomes available. 4. House Hunting Expense -The City will reimburse expenses for one house hunting trip for both employee and spouse/mate. The trip shall be limited to a maximum of seven days. Travel expenses are limited to the resser of common carrier rates or the established City rate for automobile use. Lodging is provided on an actual and reasonable basis. Per diem expenses are allowed according to the established City rates. Expenses for children are not covered. 5. Expenses for Renters -The City may reimburse the following expenses for employees moving from or into rental housing: a. Costs arising from the need to break an existing lease up to a total payment of three times the current monthly rental rate. b. The first and last month's rent to a maximum of $3,500 rental accommodation. on a Palo Alto area Additional Relocation Benefits for Council-Appointed Officers, Assistant City Manager and Department Heads As part of an employment offer, additional relocation benefits may be authorized by the City Council for Council.:appointed officers or the City Manager, Assistant City Manager or department heads. If consideration for additional benefits is requested by a final candidate, the City will provide the candidate through an agency designated by the City, a pre-hire reloQation assistance analysis. This analysis will include: An assessment of the value of the home in the existing location and an estimate of the proceeds that the candidate will realize from the sale, an analysis and recommendations of the new home purchase or rental, loan assistance options and their cost to the City, and area counseling as provided for in Item 4. of the Basic Package. Once this analysis is complete, the appointing authority will design a relocation assistance package based upon the individual's needs and 12 circumstances, and the recommendations from the Pre-Hire Analysis. The program may consist of any of the elements from the Basic Package and/or the Optional Benefits as well as those described below. All direct City loans are subject to City Council authorization. 1. Marketing Management Program -If mutually agreed upon by both parties, the new GAO/Assistant City Manager/department head may work with an agency designated by the City to market his/her home in the old location through a "Marketing Management Program". The purpose of this program is to provide the City and the new official with a realistic projection of the funds that will be available for housing in the new location and to expedite the sale of the house in the old location. 2. Direct City Loans -The City may extend mortgage loans to new GAO/Assistant City Manager/department heads as part of a relocation assistance package. The two loan options are: a. Adjustable Rate Mortgage -This loan may be secured by a first or second deed of trust and may be fully amortized or for interest only. The interest rate will be set at 1/4 percent above the City's earning rate on its investment portfolio and will be adjusted annually. The term of the loan will be set by the City Council for a period not to exceed 15 years, but will be due and payable within six months of termination of employment for whatever reason. b. Shared Appreciation Loan-This loan may be secured by a first or second deed of trust and may be fully amortized or for interest only. The interest rate is set at five (5) percent. Additionally, the GAO/Assistant City Manager/department head is required to pay deferred · interest equal to a portion of the future appreciation. That portion is determined by the proportion of the original City loan to the original house price. For example, if the City provided a loan amounting to 40 percent of the value of the home purchased, the employee would be required to pay 40 percent of net appreciation, if any, as deferred interest on the loan (net appreciation means appreciation after selling costs are deducted from sales price). The term of the loari will be set by the City Council for a period not to exceed 15 years, but will be due and payable within six months of termination of employment for whatever reason. Location of Property-To qualify for a Direct City Loan, the home being purchased must be located within a twenty-mile radius of the Civic Center, excluding property west of Skyline Boulevard (Highway 35). · Loan Limits -Direct City Loans cannot exceed four times the annual salary of the lendee/employee. 3. Short Term Interest Buy-Down-The City may pay a portion of the interest for the first three years on a loan obtained by the GAO/Assistant City Manager/department head from a commercial lender. The City's portion of this "buy-down" is greatest in the first year and declines by 50 percent the second and third year with the lendee paying the full interest rate on the loan beginning with the fourth year. The "buy-down" for the first year will be 2 percent, unless otherwise determined by City Council. 13 4. Additional Purchase Costs-For GAO/Assistant City Manager/ department heads only, "points" on the purchase of a new residence are eligiblefor inclusion in this program. 5. Rental Subsidy -If it is determined that by choice, or for whatever reason, the new GAO/Assistant City Manager/ department head will be a long-term renter, the City may provide rental subsidies up to a maximum of $500/month for 48 months. Regulations and Guidelines 1. The City Manager, or designated subordinate, will institute and revise internal procedures to assure the efficient delivery of services to the new employee and minimize costs to the City. This will include the determination of whether direct City payments, advance of funds or employee. reimbursement is most appropriate3 for a given program element or employee. ·-2. The City Manager, or designated subordinate, will determine the appropriateness of inclusion of specific items for reimbursement under this program. 3. Expenses incurred by the employee during relocation which are not covered are: a. Payments to friends for assistance. b. Automobile repairs. c. Costs incurred during the relocation but not directly related to personal transportation or forvvarding of household belongings, i.e. uninsured losses during transit, entertainment expenses, etc. 4. Budgeting of all relocation expenses will occur in the Human Resources and Utilities Departments. 5. Upon approval of the City Manager, provision of benefits under the section House Hunting Expenses and Professional Relocation Counselling may be provided before an employee formally accepts an offer of employment with the City. L. Retirement 1. The City shall pay the mandatory seven percent (7%) employee Public Employees• Retirement System (PERS) contribution. Such employer paid contributions shall be paid by the City in lieu of employee contributions notwithstanding the fact that such employer payment of contributions may be designated as employee contributions for purposes of PERS. This provision shall apply to Council-appointed officers and all regular management and confidential employees, except that for sworn police and fire management employees the City shall pay the mandatory nine percent (9%) of the employee's PERS contribution. 2. Notwithstanding subsection 1. above, upon filing a notice of retirement, the 7% City-paid PERS contribution (9% for sworn police and fire management personnel) will be converted 14 to a salary adjustment of equal amount on a one-time irrevocable basis for the final twelve months immediately prior to retirement. Employee PERS contributions shall be made on a tax deferred basis, in accordan·ce with Section 414(h)(2) of the Internal Revenue Code. All provisions of this subsection are subject to and conditioned upon compliance with IRS regulations. · 3. Effective 1-1-99, the City will provide benefits under the Public Employees' Retirement System 2% at age 55 formula. M. Sick Leave Conversion Management employees hired on or before December 1, 1983 who have 15 or more years of continuous service, 600 or more hours of accumulated unused sick leave and otherwise qualify under Sections 604 and 609 of the Merit System Rules and Regulations, may convert sick leave hours in excess of 600 to cash or deferred compensation, according to the formula set forth in Section 609. The maximum amount of such conversion is $2,000 per fiscal year. N. Meal Allowance Management employees assigned to attend night meetings are eligible to receive reimbursement for actual expenses up to the dinner rate limit established in Policy and Procedures 1-2 for out- of-town meetings. This provision covers only receipted meals actually taken. 0. Vacation Vacation will be accrued when an employee is in pay status and will be credited on a bi-weekly basis. Such accrual and credit may not exceed three times the annual rate of accrual. Each eligible employee shall accrue vacation at the following rate for continuou~ service performed in pay status: (a) Less than four years. For employees completing less than four years continuous service: two calendar weeks vacation leave per year, except that the City Managers authorized to credit new employees with up to two additional weeks per year for service with a prior employer. (b) Four, but less than nine years. For employees completing four, but not more than nine years continuous service: three calendar weeks vacation per year. (c) Nine, but less than fourteen years. For employees completing nine, but not more than fourteen years continuous service; 160 hours vacation per year. (d) Fourteen. but less than nineteen years. For employees completing fourteen, but not more than nineteen years continuous service; 180 hours vacation leave per year. · 15 (e) Nineteen or more years. For employees completing nineteen or more years continuous service; 200 hours vacation leave per year. P. Employee Referral Program Effective March, 8, 1999 and subject to administrative policies a·nd procedures, the Employee Referral Program provides cash award in the amount of $1500 for the referral, and subsequent hiring, of qualified candidates for designated positions which have been identified as difficult to fill by the Director of Human Resources. An initial award of ($750) will be given to the referring employee when a referral candidate· is hired. The remaining balance ($750) will be credited at the successful completion of the new employee's probationary period, provided that the referring employee and new hire are still active employees. This is an 18-month trial program. Q. Backup Child Car~ The City of Palo Alto·. will provide Backup Child Care through a third-party provider, in accordance with the "City of Palo Alto Backup Child Care Plan." 16 CT216 Da.te: 09!12/00 . Conpany 1 CITY OF.PALO ALTO Pas.e 1 Time: 16:03 COMPENSATION PLAN Schedule: CONF CONFIDENTIAL JULY 1, 2000 Effective: 07/01/2000 Class Grade ·control Approx Approx Approx NIJII Title Code Point Amual Bi\lkly . Hourly 904 EXEC SECRETARY-CONF 80 4,454 53,456 "2,056.00. 25.70 '1!'· 905 HUMAN RSRCE ASST CNF 82 3,926 . 47,112 1,812.00 22.65 903 LEGAL· SEC-CONF 80 4,454. 53,456 2,056.00 ·25.70 L .,. '··· CT216 Date: 09/12/00 Conpany 1 CITY OF PALO ALTO Page 7 Time: 16:17 COMPENSATION PLAN Schedul:e: MANAGEMNT MANAGEMENT -JULY 1, 2000 Effective: 07/01/2000 Class Grade Control ~pprox Approx Approx ""' Nllll Title Code Point Annual BiWkly Hourly 197 SUPV SHOP &FIELD WGW 37 6,617 79t414 3,054.40 38.18 177 SUPV :rHEATRE' .PROGMS 43 5,688 68,265 . 2,625.60 32.82 042 SUPV UTIL MTR RD&FLD 43 5,688 68,265 . 2,625.60 32.82 094 SUPV UTL CONSTINSP 41 5,985 71,822 2,762·.40 34.53 182 SUPV WATER TRANS 37 6,617 79,414 . 3,054.40 38.18 180 ·SUPV WGW 37 6,617 79,414 3,054.40 38.18. 181 SUPV WQC OPER 40 6,136 73,632 2,832.00 35.40 189 SUPV WTR MTR/CRS CON 43 5,688 68,265 2,625 .• 60. 32.82 056 TECHNOLOGIST 38 6,451· 77,417 2,977.60 37.22 036 UTIL KEY ACCT REP 42 5,843 70,116 2,696.80 33.71 037 UTIL MKT ANALYST 46 5,265 63,.190 2,430~40 ·30.38 184 VETERINARIAN 33 . 7,325 87,900 3,380.80 42 •. 26 146 WAREHOUSE SUPV 50 4,763 .57,158 2,198.40 27.48 216 Date: 09!12/00 Company 1 CITY OF. PALO ALTO . Page 6 Time: 16:17 COMPENSATION· PLAN Schedule: MANAGEMNT MANAGEMENT -JULY 1, 2000 ffective: 07/01/2000 lass Grade Control . Approx Approx Approx Title Code Point Annual BiYkly Hourly '0 STAFF ASST TO CM 46 5,265 63,190 2,430.~0 30.38 '!!-· 5 SUPT.ANIMAL SERVICES 40 6,136 73,632 2,832.00 . 35.40 SUPT GOLF COURSE 38 6,451 77,417 2,977.60 37.22 SUPT OPEN SPCE & SCI 35 6,961 83(532 .3,212~80 40.16 SUPT PARKS .38 6,451 77,417 2·,977..60. 37.22 65 SUPT · P\1 OPNS 37 6,617 79,414 3,054.40 38.18 ~ SUPT RECREATION 34 7,146 85,758 3,298.40 41.23 43· SUPV AN I MAL SVCS so 4,763. 57,158. 2,198.40 27.48 85 SUPV BLDG INSPECTION 39 6,293 75,524 2,904.80 36.31 62 SUPV BLDG SERVICES 49 4,884 58,614 2,254.40 28.18 ~7 SUPV DATA PRQC 36 ·6,79~ 81,536 3, 136.01) 39.20 ~7 SUPV ELECT OPNS PROG 39 6,293 75,524 2,904.80 36~31 14 SUPV ELECT SYSTEMS 33 7,325 87,900 3,380.80' 42.2~ 61 SUPV FACIL MGT 41 5,985 •71;822 2,762.40 34.53 '· 83 SUPV GOLF COURSE 42 5,843 70,116 2,.696.80 33.71 ~ 13 SUPV INSP/SURV P\1 41 5,985 71,822 2,762.40 34.53 69 SUPV JR MUSI:UM 45 5,406 64,875 2,495.20 31.19 78 SUPV LIBRARIAN 43 5,688 68,265 . 2,625.60. 32.82 54 SUPV PARKS 42 5,843 70,116 2,696.80 33.71 S6 SUPV'POLICE SERVICE 43 5,688 68,265 2,625.60 32.82 r4 SUPV PUBLIC YORKS . 4~ 5,985 71,822 2~762.40 34.53 58 SUPV REC PROG 44 5,543 66,518 2,558.40 31.98 S2 SUPV RECYCLING PROG 51 4,645 55,744 . 2,144.00 26.80 ~4 SUPV REPRO~ MAIL 51 4,645 55,744 2,144.00 26.80 r6 SUPV REVENUE COLL 47 5,142 61,713 2;373.60 . 29.67 .,. .. , .;i CT216 Date: 09/12/00· company 1 CITY OF PALO ALTO Page 5 Time: 16:17 COMPENSATION PLAN Schedule: MANAGEMNT MANAGEMENT-JULY1, 2000 Effective: 07/01/2000 Class Grade Control 'Approx Ajlprox · Approx 'to· Nun Title Code Point Annual BiWkly H~rly 178 MGR WQC PLANT 24 9,195 110,344 4,244.00 53.05 141 MGR, ARTS 43 5,688 68,265 2,625.60 32.82 032 .MGR, ~T 31 7,708 92,497 3,557.60. 44.47 163 PARKING EXAMINER 43 5,688 68,265 2,625.60 32.82 196 PAYROLL ANALYST 72 3,9~6 47,112 1,812.00 22.65 147 POLICE CAPTAIN-ADV 23 9,434 113,214 4,354.40 54.43 148 POLICE CHIEF-ADV 15 11,528 138,.340. 5,320.80 66.51 149 POL.ICE .LIEUT-ADV 29 8,103. 97,240 3,740.00 46.75 077 PROJECT MGR 41 5,985 71,822 . 2,762.40 34.53 038 PUBLIC COMMUN OFF 41 5,985 71,822 2,.762.40 34.53 198 RISK MANAGER 35 6,961' 83,532 3,212.80 40.16 014 SAFETY OFFICER 43 5,688 68,265 2,625.60 32.82 117 SR ACCOUNTANT 39 6,293 75,524 2,904.80' 36.31 152 SR ASST CITY ATTY. 20 10,169 122,033 4,693.60 58.67 130 SR AUDITOR 39 6,293 75,524 2,'904.80 36.31 193 SR BUYER 46. 5,265 63,190 2,430.40 30.38 187 SR ENGINEER ·31 7,708 92,497 3,557.60 44.47 106 SR EXEC ASST 35 6,961 83,532 3,212.80 40.16 199 SR FINANCIAL ANLYST 39 6,293 75,524 21904.80 36.31 034 SR MKT ANALYST 39 6,293 75,524 2,904.80 36.31 188 SR POWER ENGINEER 29 8,103 97,240 3,740.00 46.75 053 SR PROJECT MANAGER 29 8,103 97,240 3,740.00 46.75 064 _SR RESOURCE PLANNER 29 8,103 97,240 3,740.00 46.75 033 SR TECHNOLOGIST 35 6,96~ 83,532 3,212.80 40.16 . 190 STAFF ACCouNTANT 47 5,142 61,713 2,373.60 -29.67 216 Date: 09/12/00 Cc:lq)any 1 CITY OF PALO ALTO Page 4 Time: 16:17 COMPENSATION PLAN Schedule: MANAGEMNT MANAGEMENT -JULY 1, 2000 ffective: 07/01/2000 ass ,; Grade Control Approx Approx Appr.ox Title Code Point Annual BiWkly Hourly 4 MGR EMP BENEFITS 35-6,961 83-,532 3,212.80 40.16 .... 5 MGR EMP REL & CMP 35 6,961 83;532 3,212.80 40.16 7 MGR EMPLOYMENT 35 6,961 83,532 3,212.80 40.16 .. MGR ENV CONTROL PROG .39 6,293 75,524 2,904.80 '36.31 9 MGR ENVRN COMPLIANCE 24. 9,195 110,344 4,244.00 53.05 5 MGR FAC MAINT & PROJ 32 7,512" 90,147 3,467.20 43.34 5 MGR FIRE PROTECT 30 7,912 94,952 3,65~.00 45.65 MGR FLD·& CUST SVC 32 7,512 90~ 147 3~467.20 43.34 1 MGR HUMAN RES & DEY 35 6,961 83,532. 3,212.80 40.16 .. 7 MGR 1NV DEBT &.PROJ 31 7,708 92,497 3,557.60 44~47 8 MGR LAB SERVICES 34 7,146 85,758 3,298.40 41.23 5 MGR MAIN LIB SVCS 36 6,794 81,536 3,136.00 39.20 '2 MGR MAINT OPER 37 6,617 79,414• 3,054.40 38.·18 i1 MGR PLANNING 32 7,512 90,147 3.,467.20 . 43.34 14 MGR PUBLIC REL 38 6,451• 77,~17 . 2,977.60 37.22" 15 MGR PUR & CNTR ADMIN 32 7,512 90,147 3,467.20 43.34 13 MGR REAL PROPERTY 31 . 7,708 "92,497 3,557.60 44.47 10 MGR SOLID WASTE 37 6,617 79.414 3,054.40 38.18 !2 MGR SUPPLY RES 23 9,434 113,214 4,354.40 54.43 0 MGR TECH·SUPPORT 36 . 6,794 81,536. 3,136.00 39.20 7 MGR UTIL INFO SYST 34 7,146 85,758 3,298.40 41.23 0 MGR UTJL MKT SVCS 32 7,512 9.0~ 147 3,467.20 43.34 6 . MGR UTIL OPRNS WGW 29· 8,103 97,240 . 3,740.00 46.75 8 MGR UTIL TELECOMM 27 8,531 102,377 . 3,937.60· 49.22 8 MGR UTILITY RATES 32 7,512 90,147 3,467.20 43.34 CT216 Date: 09/12/00 COIJ1:lany 1 CITY OF PALO ALTO Page 3 ·Time: 16:17 .COMPENSATION PLAN Schedule: MANAGEMNT MANAGEMENT -JULY 1, 2000 Effective: Oi/01/2000 Class. Grade Control· •Approx Approx Approx .... Nun Title Code Point Amual BiWicly Hourly: 131 DIR LIBRARIES 23 9,434 113,214 . 4,354.40 54.43 194 DiR PARKS & GOLF CRS 27 8,531 102,377 3,937.60 •49.22 134 DIR PLAN/COMM ENVIR 18 10,694 128,336 4,936.00 61.70 135 DIR PW/CITY ENGR .16 11,247 . 134,971 5,.191.20 ·64.89 137 DIR REC & OPEN SPC 26 8;746 104,956 4,036.80 50.46 121 DIR UTILITIES 9 13,369 160,430 6,170.40 77.13 129 ENGR MGR ··ELECTRIC 23 9,434 113,214 4,354.40 54.43 120 ENGR MGR · WGW 23 9,434 113,214 .. 4,354.40 54.43 138 . EXECUTIVE ASSISTANT 43 5,688 . 68,265 2,625.60 32.82 046 FINANCIAL ANALYST 46 5,265 63,190 2,430.40 30.38 139 FIRE CHIEF 17 10,968 1~1,622 5,062.40 63.28 127 FLEET MANAGER 36 6,794 81,536 3,136.00 39.20. 101 HUMAN RESOURCES REP 43 5,688 ·68,265 2,625.60 32.82 069, LEGAL ADMINISTRATOR 40 6,136 73,632. 2,832.00 35.40 26.80 j 080 MANAGEMENT ASSISTANT 51 4,645 55,744 2,144.00 086 MANAGING ARBORIST 41 5,.985 71,822 2,762.40 34 .. 53 079 MGR ACCOUNTING 32 7,512 90,147 3,467.20. 43.34 049 MGR BUDGET 31 7,708 92,497 3,557.60 44.47 164 MGR COMM OPER 31 7,708 92,497 3,557.60 44~47 192 MGR COMM SVC FAC 42 5;843 70,116 2,696.80 33.71 145 MGR COMP OPER &·APPL 31 7,708 92,497 3,551.60 44.47 142 .MGR COMPETITIVE ASSE 29• 8,103 97,240 3,740.00 46.75 140 MGR DATA COMM & TELE 31 7,708 92,497 3,557.60 44.47 063 MGR ECONOMIC RES 28. 8,323 99,881 3,841.60 48.02 185 MGR ELECTRIC OPRNS 27. 8,531 102,377 3,937.60 49.22 ) ' '216 Date: 09!15!00 Caq)any .1 CITY OF PALO·ALTO Page 1 Time: 09:29 · 'COMPENSATION PLAN :chedule: MANAGEMNT MANAGEMENT • JULY 1, 2000 ffective: 07/01/2000 ass Grade. Control Approx. Approx Approx rn Title Code Point Annual' BiWkly Hourly 'i'· 7 . ADM tillMAN RES 40 6;136 73,632 2,~2.00 35.40 s. ADM .HUMAN SVCS 37 6,~17 79~~14 3,054.40 38.18 ] ADM PLN & COMM ENVRN 40 6,136 73,632 2,832.00 35.40 . jl ADM POLICE 40 6,136 73,632 . 2,832.00 35.40 · ADM ~LIC WORKS · 40 6,136 73,632 2,832.00 35.40 ~ ADM·SPEC EVENTS 42 5,843 70,116 2,696.80 33.71 ADM UTILITIES 40 6,136 . 73,632. '2,832.00 35.40 ADM ZONING 32 7,512 90,147 3,467.20 43.34 ADMIN ASSISTAN.T ~ 70· 4,454 53,456 2,056.00 25.70 AlC~ITECT/PK PLANNER .. 39 6,293 75,524 2,904.80 36.31 ASST BUILD OFFICIAL 33 7,325 87,900 3,380.80 42.26 .. · ASST CHIEF POLICE-AD· 1~· 10,434 _125,216 4,816.00 60.20 ~SST CITY ATJY · 26 8,746 104,956 4,036.80 . 50.46. ASST CITY CLERK 4lt 5,543 66,518 2,5-58.40 31.98 ASST CITY MANAGER . 1fr. 11,810 141,731 5,451.20 68.14 ASST DIR PUBLIC tiRICS 23 9,434 113,214 4,354.40 54.43 ASST DIR ut:/ADM sVCS 23 9~434 113,214 4,354.40 5~.43 ASST DIR .UTJENG/OPN 19. 10,434 125,216 4,816.00 60.20 ASST·DIR UT/RES MGMT 19 10,434 125,216 4,816.00 60.20, ·ASST DI.RECTOR ADM SV 25. 8,971 107,660 4,140.80 51.76 ASST FIRE CHIEF 25 8,971 107;660 4,140.80 51.76 ASST FLEET MGR· 43 5,688 68,265 2_,625.60 32.82 ASST MGR WCP ' 34 .7,.146 85,758. 3,298.40 41.23. ASST PLANNING OFF 32 7,5.12 90,147 3,467!20 43.34 AUDITOR 47 5,142 61,713 2,373~60 -29.67 .... .. T216 Date: 09/12/00 Coq38ny 1 CITY OF PALO ALTO Page 2 Time: 16:17 . COMPENSATION PLAN Schedule: MANAGEMNT . MANAGEMENT -JULY 1 , 2000 Effective: 07/01/2000 lass Grade Control Approx Approx Approx LID Title .Code Point Anr1ual Bi\lkly Hourly 91 BUSINESS ANALYST 38 6,451 77,417 2,977.60 37.22 18 CHIEF BLD OFFICIAL 27 8,531 102,377 3,937.60 49.22 28 CHIEF INFO OFFICER 27 8,531 102,377 3,937.60 49.22 12 CHIEF PLG OFFICIAL 27 8,531 102~377 3,937.60 49.22 S2 CHIEF TRANSP OFF 27 8,531 102,377 3,937.60 49.22 r.o CITY TRAFFIC.ENGR 31 7,708 92,497 3,ssr.60 44.47 25 CLAIMS !NV/PARALEGAL 46 5,265 . 63,190 2,430.40 30·.38 89 CONTRACTS ADM 39 6,293 75,524 2,904.80 36.31 53 COORD CHILD CARE 44 5,543 66,518 2,558.40 . 31.98 ~1 COORD ENVIRON PROTEC 30 7,912 94,952 3,652.00 45.65 !16 COORD LIB CIRC 48 5,009 60,112 2,312~00 28.90· ~5 COORD POL "TECH SVCS 29 8,103 97,240 3,740.00 46.75 56 COORD PUB WKS PROJ ·46 5,265 63,190 2,430.40 30.38 !i1 COORD UTILITY PROJ 43 5·,~ .68,265 2,625.60 32.82 ~ DEPUTY CITY AUDITOR 32 7,512 90,147 3,467.20 43.34 r1 DEPUTY CITY CLERK 51 . 4,645 55,744 2,144.00 26.80 i5 DEPUTY CITY MGR SPEC 18 10,694 128,336 4,936.00 61.70 i2 DEPUTY DIR ADM SVCS 27 8,531 102,377 3,937.60 49.22 75 DEPUTY DIR PW OPRNS 27 8,531 102,377 3,937.60 49.22 i9 DEPUTY DIRECTOR COMM 31 7,708 92,497 3,557.60 44.47 ;o DEPU1Y.FIRE CHIEF 24 9,195 110,344 4,244.00 53.o5 11 DIR ADM SVCS 16 11,247 134,971 5,191.20 64.89 ..... !6 D~R ARTS & CULTURE 29 8,103 97,240 3,740.00 46.75 '2 DIR CQMM.SVCS 18. ' 10,694 128,336 4,936.00 61.70 ;3 DIR HUMAN RESOURCES 18 10,694 128,336 4,936.00 61.70 "'