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HomeMy WebLinkAboutRESO7505RESOLUTION NO. 7505 RESOLUTION OF THE COUNCIL OF THE CITY OF PALO ALTO AMENDING THE COMPENSATION PLAN FOR MANAGEMENT AND CONFIDENTIAL PERSONNEL AND COUNCIL APPOINTED OFFICERS ADO'rr;D BY RESOLUTION NO. 7351 TO AMEND THE MANAGEMENT BENEFIT PROGRAM 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 for Management and Confidential Personnel and Council Appointed Officers, adopted pursuant to Resolution No. 7351, is hereby amended as shown in Exhibit "A", attached hereto and incorporated herein by reference. SECTION 2. The Director of Finance is authorized to implement the amended Compensation Plan benefits as set forth in Section 1. SECTION 4. 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: May 1, 1995 AYES: ANDERSEN, HUBER, MCCOWN, ROSENBAUM, SCHNEIDER, SIMITIAN, WHEELER NOES: ABSENT: FAZZINO, KNISS ABSTENTIONS: ATTEST: Cit, Clerk APPROVED: APPROVED AS TO FORM: C enior Asst. City Attorney yor. or of Finance • Director of Human Resources N_ 950419 lac 0031115 EXHIBIT "A" CITY OF PALO ALTO COMPENSATION PLAN Management and Confidential Personnel and Council Appointees EFFECTIVE: Pay period including July 1, 1994 through June 30, 1995 AMENDED: May 1, 1995 • 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. . 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 control point and no more than 15% 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 10-15 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. 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 COMPENSATION PLAN MANAGEMENT AND CONFIDENTIAL PERSONNEL -AND COUNCIL -APPOINTEES Page 2 Management Compensation is a one-time cash award in an amount not to exceed 15% 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 15% 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 Adiustment Authorization. Each year the City Manager will propose for Council approval a compensation adjustment 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 topay. 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. C. Management and Confidential Compensation Adiustment 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 1994-95. In addition, for fiscal year 1994-95, Council -appointed officers in aggregate 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 • COMPENSATION PLAN MANAGEMENT AND CONFIDENTIAL PERSONNEL AND COUNCIL -APPOINTEES Page 3 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. 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 15% 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 an 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. Annual Adjustment Annually, each employee who holds a regular full-time appointment in the municipal service on or before July first and continues in such status throughout the first day of Pay Period 25 (in December) shall receive, in addition to the salary prescribed herein, a salary adjustment equal to one percent of the employee's current annual salary; or at the employee's option and subject to management approval, 24 hours paid leave to be used prior to the January 31 following. Annual adjustments shall be prorated to reflect appointment from January 1 through July of the current year, or interrupted service during the year. B. Overtime, Working Out of Classification, and In -Lieu Holiday Pay_ Compensation for overtime work, and scheduled work on paid holidays, shall be in conformance with the Merit Rules and Regulations and Administrative Directives. Where management employees, on a temporary basis, are assigned to perform all significant duties of a higher COMPENSATION PLAN MANAGEMENT AND CONFIDENTIAL PERSONNEL AND COUNCIL -APPOINTEES Page -4 classification, the City Manager may authorize payment within the range of the higher classification. 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.m. and 8:00 a.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. 2. Dental Plan 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. 3. Basic Life Insurance The City shall provide a basic life and AD & D insurance plan in an amount equal to the employee's annual basic compensation (rounded to the next highest $1,000). 4. Lona Term Disability Insurance The City shall provide long term disability insurance with a benefit of 2/3 monthly salary to a maximum of $6,000. Premiums for salaries between of $6,000 and $9,000 per month are paid by the employee. COMPENSATION PLAN MANAGEMENT AND CONFIDENTIAL PERSONNEL AND COUNCIL -APPOINTEES Page 5 . Vision Care The City shall provide vision care- coverage for employee and dependents. Coverage is equivalent to the $20 deductible Vision Services Plan A. F. Police Department - Personnel Development Program 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 G. 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 $500 per fiscal year, except that unused reimbursement allowance may be carried forward from the previous fiscal year to a maximum allowance (current and carryover) of $1,000 per fiscal year. The following items as defined in Policy and Procedures No. 2-7 are eligible for reimbursement: a. Civic and professional association memberships b. Conferenceparticipationand travel expenses c. Educational programs/tuition reimbursement. The education must maintain or improve the employee's skills in performing his or her job, or be necessary to meet the express requirements of the City or the 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 dealingwithcurrent developments, academic or vocational courses, k ep; : w>, fated d 3i7tr , as well as the travel expenses associa ed with he courses. • COMPENSATION PLAN MANAGEMENT AND CONFIDENTIAL PERSONNEL AND COUNCIL -APPOINTEES Page 6 d. Professional and trade journal subscriptions e. Physician -prescribed personal health program as indicated under 3b of this section. 2. Professional Development Leave Authorized paid leaves of absence for up to one year will be granted in accordance with the following requirements: 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. 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. g• 3. Personal Health Program - Physical Fitness a. All management and confidential employees will receive physical examinations in accordance with policy and Procedures No. 2-7. COMPENSATION PLAN MANAGEMENT AND CONFIDENTIAL PERSONNEL AND COUNCIL -APPOINTEES Page 7 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 $1,850 per fiscal year each for management and confidential employees and shall include the following benefit items: a. Life insurance premiums for City -sponsored plans, subject to federal and state tax limitations. b. Excess medical/dental expenses for employee and dependents which are not covered by existing City -sponsored plans. c. Excess professional development items which are otherwise approve :., �.. .., ' of . i cr.f.N,.l": a VC. d. Dependent care expenses according to the following general provisions: 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 under the Excess Benefit Plan. COMPENSATION PLAN MANAGEMENT AND CONFIDENTIAL. PERSONNEL AND COUNCIL -APPOINTEES Page 8 . 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). 5. lanagement Annual Leave At the beginning of each fiscal year regular management and confidential employees will be credited with 40 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, 10 -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 $300 per monthin 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 July 1, 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 to $20. These vouchers may be used toward the purchase of a monthly transit pass. Carpool. The City will provide carpool vouchers worth the value of $20 per month to each eligible employee in a carpool with two or more people. These vouchers may be used a designated service stations toward the purchase of .fuel and other vehicle -related expenses. Bicycle. The City will provide bicycle vouchers worth the value of $20 per month to eligible employees who ride a bicycle to work. COMPENSATION -PLAN - MANAGEMENT AND CONFIDENTIAL PERSONNEL AND COUNCIL -APPOINTEES Page 9 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 $69.23 $46.15 Per Month (Approx.) $150.00 $100.00 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 therec.f, 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 Oualifications 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 Benefits for. Council -Appointed Officers. Assistant City Manager and Department Heads is contingent upon _ompletion of a minimum of five years' COMPENSATION PLAN MANAGEMENT AND CONFIDENTIAL PERSONNEL AND COUNCIL -APPOINTEES Page 10 City employment. Failure to complete 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 Counselling -- 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 all 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 limited 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 COMPENSATION PLAN MANAGEMENT AND CONFIDENTIAL PERSONNEL AND COUNCIL -APPOINTEES Page 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 - 100 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 reiburse 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 lesser 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 on a Palo Alto area rental accommodation. 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 relocation 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 COMPENSATION PLAN MANAGEMENT AND CONFIDENTIAL PERSONNEL AND COUNCIL -APPOINTEES Page 12 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 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. $arketinq Management Program - If mutually agreed upon by both parties, the new CAO/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 CAO/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 CAO/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 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. Location of Proparty - 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). COMPENSATION PLAN MANAGEMENT AND CONFIDENTIAL PERSONNEL AND COUNCIL -APPOINTEES Page 13 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 CAO/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. 4. Additional Purchase Costs - For CAO/Assistant City Manager/ department heads only, "points" on the purchase of a new residence are eligible for inclusion in this program. 5. Rental Subsidy - If it is determined that by choice, or for whatever reason, the new CAO/Assistant City Manager/ department head will be a long-term renter, the City may prc v ide 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 appropriate 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 forwarding 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 COMPENSATION PLAN MANAGEMENT AND CONFIDENTIAL PERSONNEL AND COUNCIL -APPOINTEES Page 14 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 to a salary adjustment of equal amount on a one-time irrevocable basis for the final twelve months immediately prior to retirement, provided that all of the following conditions are met: a. The employee must have at least 20 years of PERS member service credit as of the date of retirement; as an alternative. employees hired prior to August 15, 1988, may qualify by attaining the age of 55 at the date of retirement or attaining the PERS benefit factor of at least 75%. b. Twelve months prior to retirement the employee must give notice to the City for a retirement date certain. c. During the 12 -month conversion period, the employee shall pay PERS employee contributions. Provisions will be implemented as soon as possible to allow for these contributions to be made on a tax -deferred basis. d. All provisions of this subsection are subject to and conditioned upon compliance with IRS regulations. 3. In order to continue after June 30, 1994, the provisions of paragraph 2 above, as soon as possible, the City will contract with PERS to provide "Reporting the Value of Employer -Paid Member Contributions as Compensation in Employees' Final Compensation Period by Contract Amendment (Government Code Section 20615.5)." 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 COMPENSATION PLAN MANAGEMENT AND CONFIDENTIAL PERSONNEL AND COUNCIL -APPOINTEES Page 15 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.