HomeMy WebLinkAboutStaff Report 1407
City of Palo Alto (ID # 1407)
City Council Staff Report
Report Type: Consent Calendar Meeting Date: 4/4/2011
Summary Title: Mgmt Comp Plan 2010-2011
Title: Adoption of Two Resolutions: (1) Adopting a Compensation Plan for
Management and Professional Personnel and Council Appointees and
Rescinding Resolution Nos.,9001, 9047 and 9072and (2) Amending Section
1701 of the Merit System Rules and Regulations to Incorporate the 2010-
2011 Compensation Plan for Management and Professional Personnel and
Council Appointees
From: City Manager
Lead Department: Human Resources
Recommendation
Staff recommends Council adoption of the attached resolutions adopting a
compensation plan for Management and Professional personnel and Council
Appointees effective for the pay periods beginning July 1, 2010 and continuing
through June 30, 2011; and amending the Merit System Rules and Regulations to
incorporate the 2010-2011 compensation plan for Management and Professional
personnel.
Background
The Management and Professional group includes approximately 230 active, full-
time employees. The Management and Professional employees are unrepresented
and do not have a memorandum of agreement or other contract. The benefits for
this group are covered in a compensation plan which is adopted by resolution of
the Council. Over the last six years, the City has strived to contain increases in
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personnel-related costs in the Management and Professional group. In an effort
to lead in addressing the Citys financial challenges, the Management and
Professional group has contributed over the past several years by implementing
various solutions including receiving no salary increases in some years,
participating fully in a mandatory furlough, agreeing to a cap for health insurance
at the PERS Choice rate instead of the PERS Care rate, implementing prorated
benefits for new part-time Management and Professional employees, a two-tier
retiree health program, and changing eligibility requirements for retiree medical
benefits. In 2008-2009, the group cooperated to address the significant budget
gap by eliminating the Variable Management Compensation (VMC) benefit as
their contribution and structural solution to the Citys financial hardship.
Discussion
This year, after collaborating with the Management and Professional committee
and considering their input, the City Manager recommends the following for the
2010-11 compensation plan:
No salary increase
No VMC (eliminated as a structural change in 08-09 and 09-10)
Medical cost sharing -
The group requested time to suggest an alternative to the 90/10 cost share
plan that will apply to SEIU employees; however, an alternate healthcare
contribution plan was not approved; therefore the new 90/10 contribution
provisions established for SEIU will also apply to the Management and
Professional group
Revisions (described below) reflecting and related to updated FLSA
designations for 14 classifications
A program for Provisional employment when funding is available with the
purpose to create limited duration senior management level position(s) for
special projects work as designated by the City Managers Office.
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Based on an audit recommendation, the City conducted a study of all
management classifications to ensure that the overtime designation status under
the Fair Labor Standards Act (FLSA) was up-to-date. The FLSA dictates when an
employee position is exempt or not exempt from the requirements to pay
overtime. The update resulted in changed FLSA designations for 14 classifications
and implemented the measures described below to implement these changes. The
updates to the compensation plan include clean-up language to reflect these
changes.
Before the study was implemented, non-exempt and a very limited number of
exempt positions in the management group received management leave as well as
payment for any overtime worked. The audit recommended modifying this
approach so that management classifications only receive one benefit. Therefore,
the City is phasing-out elimination of the 80 hours of management leave for all
current non-exempt Management and Professional employees (those who earn
overtime) by 2014. The phasing out for current employees is designed to
minimize impacts to this small group and allow them to plan for this transition;
employees newly hired into non-exempt positions will earn overtime only.
Management Annual Leave (MAL) savings effective FY 2014 equals $38,000.
Similarly, management employees who had previously been designated non-
exempt (or otherwise received overtime) and are now exempt, no longer receive
overtime pay effective February 26, 2011. However, in recognition of the unique
duties that employees in this group may perform (typically urgent after hours
customer-service related issues in public works and utilities) and the financial
impact to employees from the removal of overtime, a call out pay provision was
added for situations involving real or potential loss of service, property or
personal danger. With the implementation of call out pay, the estimated, annual
overtime savings equals $117,000.
In addition, a special pay adjustment is being implemented for the Utility
Supervisors to recognize their frequent and critical 24/7 response to customers.
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The total compensation for this classification is significantly under market
(20.6%) and as a result the salary will be adjusted by ten percent, concurrent with
the removal of overtime pay.
Other minor changes in the compensation plan have been made in order to clarify
existing benefits, policies or processes.
Resource Impact
This section primarily focuses on changes taking effect in FY 2011. These include
impact as a result of the FLSA study changes and the 90/10 employer/employee
medical cost share formula beginning April 1, 2011. In addition to the estimated
overtime savings of $57,799 cited above for specific management employees who
are no longer eligible to receive overtime effective February 26, 2011, medical
and nominal pension savings are expected in FY 2011.
The implementation of the 90/10 medical premium cost share plan on April 1,
2010 for miscellaneous employees (excludes sworn safety employees in police and
fire departments) results in 3 months of medical premium savings. For this fiscal
year savings are estimated at $95,730. On an annual basis, employee
contributions are expected to save the City an estimated $370,000 based on 2011
healthcare rates. The City has committed to contributing to its retiree medical
insurance trust an amount not less than the amount of premiums paid by active
employees in the miscellaneous employee groups.
Savings, or more accurately, avoided costs from implementation of the second tier
2.0% at 60 formula implemented last year for miscellaneous employees is not
anticipated until FY 2013. Based on a variety of assumptions and compared to
the 2.7% at 55 retirement plan, the City will avoid costs of $103,000 in FY 2013.
The annual avoided costs will rise to $0.87 million in FY 2023 and to $3.9 million
in FY 2033.
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The pay adjustment for Utilities supervisors based on market analysis will increase
their total compensation effective February 26, 2011, totaling $47,332.80 for FY
2011.
Other changes due to elimination of management annual leave as cited in
Discussion section above, resulting from employees FLSA designation changing to
non-exempt status equal estimated savings of $38,000 in FY 2014.
Policy Implications
The action recommended by this report is consistent with City Council direction.
Environmental Review
This is not a project under the California Environmental Quality Act (CEQA).
Attachments:
RESO Adopting Mgt Comp Plan 2010-11 (DOC)
Mgmt-Prof Comp Plan 2011 (DOC)
Mgmt-Prof Comp Plan 2011 Red-Line (DOC)
Proposed Mgmt-Prof Comp Schedule April-2011-2 (PDF)
8261553 RESO Amending Merit System RR (Mgmt) 2010-11 (DOC)
Prepared By: Elizabeth Egli, Administrative Assistant
Department Head: Sandra Blanch,
City Manager Approval: James Keene, City Manager
* NOT YET APPROVED *
111009 sh 8261552 1
Resolution No. _____
Resolution of the Council of the City of Palo Alto Adopting a
Compensation Plan for Management and Professional
Personnel and Council Appointees and Rescinding
Resolution Nos. 9001, 9047, 9072
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 Management Compensation Plan, as set forth in Exhibit “A”
attached hereto and made a part hereof by reference, is hereby adopted for Management and
Professional Personnel and Council Appointees effective July 1, 2010 through June 30, 2011.
SECTION 2. The Compensation Plan as adopted 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 2010-2011 budget, if such titles have been
changed in the Compensation Plan.
SECTION 5. Resolution Nos. 9001, 9047 and 9072 are hereby rescinded.
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* NOT YET APPROVED *
111009 sh 8261552 2
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:
AYES:
NOES:
ABSENT:
ABSTENTIONS:
ATTEST:
___________________________ ______________________________
City Clerk Mayor
APPROVED AS TO FORM: APPROVED:
___________________________ ______________________________
Sr. Deputy City Attorney City Manager
______________________________
Director of Administrative Services
______________________________
Director of Human Resources
* NOT YET APPROVED *
Resolution No. ____
Resolution of the Council of the City of Palo Alto Amending
Section 1701 of the Merit System Rules and Regulations to
Incorporate the 2010-2011 Compensation Plan for
Management and Professional Personnel and Council
Appointees
The Council of the City of Palo Alto does RESOLVE as follows:
SECTION 1. Section 1701 of the Merit System Rules and Regulations is hereby
amended to read as follows:
“1701. Compensation Plan for Management and Professional
Personnel and Council Appointees incorporated by reference. That
certain Compensation Plan entitled “City of Palo Alto Compensation
Plan--Management and Professional Personnel and Council
Appointees,” effective the pay period including July 1, 2010 through
June 30, 2011, is hereby incorporated into these Merit System Rules and
Regulations by reference as though fully set forth herein. Said
Compensation Plan shall apply to all Management and Professional
employees and Council Appointees, except where specifically provided
otherwise herein.
In the case of conflict with this chapter and any other provisions of the
Merit System Rules and Regulations, this chapter will prevail over such
other provisions as to employees in classifications covered by said
Compensation Plan.”
SECTION 2. The changes to the Merit System Rules and Regulations provided
for in this resolution shall not affect any right established or accrued, or any offense or act
committed, or any penalty of forfeiture incurred, or any prosecution, suit, or proceeding pending
or any judgment rendered prior to the effective date of this resolution.
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110322 sh 8261553 1
* NOT YET APPROVED *
110322 sh 8261553 2
SECTION 3. 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:
AYES:
NOES:
ABSENT:
ABSTENTIONS:
ATTEST:
__________________________ _____________________________
City Clerk Mayor
APPROVED AS TO FORM: APPROVED:
__________________________ _____________________________
Sr. Deputy City Attorney City Manager
_____________________________
Director of Human Resources
_____________________________
Director of Administrative Services
CITY OF PALO ALTO
COMPENSATION PLAN
Management and Professional Personnel
And Council Appointees
Effective: Pay period including July 1, 2010
through June 30, 2011
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COMPENSATION PLAN FOR THE CITY OF PALO ALTO
Management and Professional Personnel
As used in this Plan, the term “Management and Professional” refers to all employees,
including Confidential employees, previously classified as “Management and Confidential”
by the City. This group will hereafter be identified as “Management and Professional”
personnel.
SECTION I. COMPENSATION
This section applies to all management and professional employees and does not include
Council Members or 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 PROFESSIONAL COMPENSATION POLICY
The City's policy for management and professional 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
1. Structure. The compensation plan includes separate multi-grade structures for
both management and professional employees. Each grade will have a control point
which is used for budgetary purposes. All management and professional positions
will be assigned an appropriate pay grade based on salary survey data and internal
relationships. All positions are assigned to a pay grade. Actual salary within the
range is determined by performance. The normal working range where most actual
salaries will fall will be within + 5% of the control point.
The City began a benchmarking survey in 2006 to establish an updated structure for
management and professional personnel. This survey is expected to be completed
in 2011. Upon the completion of the Management and Compensation study, any
equity adjustments will be addressed in the future.
As needed, and no less than every two years and commencing fiscal year 2005-
2006, competitive marketplace studies will be conducted by surveying a maximum of
12 mutually agreeable agencies similar to Palo Alto in number of employees,
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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, and no less often than
every four years, studies will include position-by-position comparisons using market
agencies and internal equity data. All studies conducted pursuant to this section
shall be completed by December 31st and in no event later than March 31 in order to
allow time for Committee review. 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.
An employee may request in writing a re-evaluation of his/her job based on
significant changes in job content or significant discrepancies between job content
and classification description, and which cannot be described as “other duties as
assigned.” The request must contain justification and may be made only during the
period of August 10 through September 10. A statement by management that a job
re-evaluation request will be submitted with the departmental budget does not
relieve an employee from the responsibility of submitting his/her own request during
this period. The HR Director or his designee will respond to such requests within
ninety (90) days, however, this timeline may be extended if necessary . If HR
approves change, the request will be forwarded to ASD who will determine if there is
sufficient funding to cover the cost of the change. If approved by ASD, the
reclassification will be sent to the City Manager for approval. If approved, the
change would be reclassified as part of the budget process and will require Council
approval. Any changes approved as part of the budget process will become
effective the first pay period of the following fiscal year, or, if not approved, the job
will be returned to its previous status.
2. Compensation Adjustment Authorization. Each year, in consultation with
feedback received from the Management and Professional Compensation
Committee, the City Manager will propose as part of the budget process for Council
approval a compensation adjustment based on recommendation received from the
Management/Professional Compensation Committee. For fiscal year 2010-2011 the
compensation adjustment to control point shall be 0%. In years when there is an
adjustment to control point, this adjustment will be available for those
management/professional employees who have received an overall rating of
"meets" or "exceeds" expectations on their annual review and who have not been on
a performance improvement plan during the preceding fiscal year. Nothing herein
shall preclude an employee's manager from awarding a control point adjustment
increase to an employee on a performance plan at a later date should employee's
performance improve. An additional one percent (1%) (half percent (.5%)
attributable to amount allocated in 2007-2008 plan and additional half percent (.5%)
allocated in 2008-2009 compensation plan) will be allocated toward equity
adjustments to address compaction problems as determined by the City Manager
and will be retroactive to July 1, 2007.
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In the future, the compensation adjustment request will be based on the following
factors: competitive market, changes in internal position relationships, and the
City's ability to pay. Council authorization is required prior to implementation by
the Director of Human Resources.
3. Base Compensation. Compensation for management and professional
employees includes bi-weekly base salary and is paid on a continuing basis. On a
fiscal year basis, the bi-weekly base salary must fall within pay grade limits of no
less than 25% below the control point and no more than 20% above the control
point.
Base salary increases are earned in accordance with administrative guidelines
based upon growth within the position and performance, which must meet or exceed
position standards, the salary structure and the City’s ability to pay.
The City Manager eliminated the Variable Management Compensation program
effective with the 2008-09 fiscal year.
4. Performance Planning and Appraisal. Performance appraisals will be conducted
at the end of each fiscal year during the months of July through September 30 each
year prior to determining individual employee fixed 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. The performance appraisals should be implemented in a
manner that will achieve the following objectives:
Define the employee’s job duties and expected level of performance for the next
review period to ensure that both the employee and supervisor have a clear
understanding of the employee’s role and responsibilities;
Evaluate and document past performance to serve as a basis for establishing
and obtaining future performance standards/objectives;
Facilitate two-way communication and understanding between the employee
and his or her supervisor;
Counsel and encourage employees to work toward a learning development plan
and realize their full potential;
Establish future work plan objectives.
Work plans should include job related projects or special goals related to regular job
duties when applicable. At the conclusion of the fiscal year (or review period),
supervisors shall make a final determination of the overall performance rating.
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Recommendations shall be forwarded to department heads or who will then
determine individual fixed adjustments according to the provisions of the
compensation plan. This process should be completed by September 30th.
C. MANAGEMENT AND PROFESSIONAL COMPENSATION ADJUSTMENT
AUTHORIZATION
1. Council-appointed officers are authorized to pay salaries in accordance with this
plan to non-Council-appointed management, and professional employees in an
amount not to exceed the aggregate of approved management and professional
positions budgeted at the control points in the Table of Organization for fiscal year
2010-11.
2. Individual management and professional compensation authorized by a Council-
appointed officer under the Management and Professional Compensation Plan may
not be less than 25% below nor more than 20% 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 Professional 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 professional positions including
Council Appointed Officers as applicable and including Council Members where 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
Compensation for overtime work shall be in conformance with the Merit Rules and
Regulations and Policies and Procedures.
B. IN LIEU HOLIDAY PAY
Employees who work a schedule where a regular day off falls on a holiday will be paid
for the hours they would have normally worked on that day. If the holiday falls on a
non-workday for an exempt employee, the employee may, with supervisory approval,
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take another day off within the pay period or the following pay period.
C. WORKING OUT OF CLASSIFICATION PAY
Where management and professional 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 for the specified time
frame. Working out of class pay is normally not to exceed 10% more than the
employee’s current salary and shall be documented on a Personnel Action Form, with a
description of the additional duties to be performed and an end date.
D. 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 $40 per day
Saturday, Sunday, Holidays $58 per day
E. CALL OUT PAY
Effective pay period beginning February 26, 2011, Exempt management and
professional classifications will be compensated for Call Out as outlined below with
Management approval (and will not be eligible for overtime pay). Call Out applies when:
(1) an employee previously left City premises, (2) is called back to the work location
outside of regularly scheduled working hours, and (3) the Call Back is for an emergency
arising out of situations involving real or potential loss of service, property or personal
danger. Employees called back will be expected to respond directly to the location of
the problem.
Compensation is per Call Out as reported on timecard and will be paid as follows:
Monday through Friday: $140 per day
Saturday and Sunday: $200 per day
F. 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., or to employees
who are temporarily assigned to work a full shift between 6:00 p.m. and 8:00 a.m.
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G. UNIFORM PURCHASE PLAN - SWORN POLICE, FIRE PERSONNEL, and OPEN
SPACE PERSONNEL
Uniforms including cleaning will be provided with replacement provisions on an as-
needed basis in conformance with department policy.
H. GROUP INSURANCE
1. Pursuant to the 09-10 Compensation Plan, the City, Management/Professional
Committee and all bargaining units formed a working committee to study alternatives
to the 90/10 “SEIU Plan”. The City Council did not adopt any alternative; therefore
the “SEIU plan” shall apply to the management and professional employees, CAO’s
and Council Members effective 4/1/2011, including active employees retiring after
March 31, 2011.
It is the intent of the City Manager and Management and Professional Committee to
have substantially the same health benefit as SEIU.
2. Effective Date of Coverage for New Employees
For newly-hired regular employees coverage begins on the first day of the month
following date of hire for the health plan, dental plan, vision care plan, long term
disability and life insurance plans if these benefits are elected.
3. Active Employee Health Plan
a) Based on an employee’s family status, the City shall pay up to the monthly
medical premium for the second most expensive plan among the existing
array of plans available during the term of this compensation plan on behalf
of eligible employees (including Council Appointed Officers and Council
Members) and dependents, except as provided in section b, below. Eligible
dependents include spouses, children under the age of 26 and never married
(natural, adopted, or stepchildren), economically dependent children, and
domestic partners registered with the Secretary of State. If PERS changes
the plans it offers, the City will continue to provide an equivalent benefit at an
equivalent cost.
b) Effective April, 1, 2011, the City and participating employees will share
equally each premium increase (beginning with increases effective
January 1, 2011) up to ten percent that occurs for the plan in which the
employee is enrolled at their respective level of enrollment (i.e. one party, two
party, family). If a given increase exceeds ten percent, the balance of that
increase will be paid by the City. If sufficient increases occur that the
employee portion of the premium for the plan in which he or she is enrolled
equals ten percent of the total premium at the employee’s level of enrollment,
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the employee’s share of further premium and increases shall be ten percent
and the City’s share shall be ninety percent.
c) Through December 31, 2010, the City agrees to offer a program to active
management and professional personnel (including Council Appointed
Officers and Council Members) enrolled in PERSCare prior to 1/6/07 who
elected the PERSChoice health plan in which the City will reimburse the
employee and/or dependents for any covered medical expense which
exceeds the $2 million Lifetime Maximum Benefit. The lifetime maximum was
eliminated from PERS health plans effective January 31, 2011; therefore,
excess coverage from the City will no longer be offered for expenses incurred
on or after January 1, 2011.
d) City medical premium contributions will be prorated for part-time employees
hired or newly assigned to a part-time work schedule on or after
January 1, 2010 based on the number of hours per week the part-time
employee is assigned to work.
e) Coverage for Domestic Partners:
(1) Domestic Partnership Registered with the California Secretary of
State: Employees may add their domestic partner as a dependent
to their elected health plan coverage if the domestic partnership is
registered with the Secretary of State.
(2) Domestic Partnership Not Registered with the California Secretary of
State: Domestic partners who meet the requirements of the City of
Palo 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 maximum monthly City employer
contribution for one-party coverage under the CalPERS Health
Benefits Program (or PORAC if a safety department employee) for
an employee covered under this agreement. Evidence of premium
payment will be required with request for reimbursement.
f) PERS Choice Reimbursement Plan
Management and Professional personnel enrolled in the PERS Choice
medical plan may submit a request for payment, as specified below, for non-
covered medical expenses, incurred during the period of January 1, through
December 31, of the plan year, that exceed $2,500. The maximum annual
reimbursement amount provided under this program is:
$700 for employees enrolled in the Employee-Only category;
$900 for employees enrolled in the Employee and One
Dependent category, and
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$1,100 for employees enrolled in the Family category.
Any amounts reimbursed to an individual under this program would be
included in the employee’s gross income and is not PERSable.
This program shall only reimburse employees for medical expenses that
are not reimbursed through any other means and meet the definition in
Section 213(d) of the Internal Revenue Code. (Examples of eligible
expenses include medical plan deductibles and co-payments, prescription
drugs, dental care, hearing care, and vision care.) However, in order to
have any expenses reimbursed under this program, the employee must
have allocated 100% ($2,500.00) of their 2010 calendar Excess Benefit
funds into the Medical FSA option during the election that occurred in
December 2009. In addition, all such reimbursements from the Excess
Benefit Program must have been solely for medical expenses, as defined by
Section 213(d) of the Internal Revenue Code. If the employee has
designated his/her Excess Medical funds for any other qualifying
expenses (i.e. dependent care, Professional Development, Deferred
Compensation contributions), the employee would not be eligible for
reimbursement under this program.
Employees may submit one claim for the entire plan year’s expenses
during January. Any amounts remaining from the PERS Choice
reimbursement plan after the claims for the plan year had been processed
shall be forfeited.
4. Alternative Medical Benefit Program
If a regular employee and/or the employee’s dependent(s) are eligible for medical
insurance through another employer-sponsored or association medical plan, the
employee may opt for alternative medical insurance coverage through the other
employer-sponsored or association plan and waives his/her right to the City of Palo
Alto’s medical insurance coverage for same individuals. Employees electing
alternative coverage and no City coverage will receive cash payments of
approximately half of the “average monthly premiums: for their medical insurance
coverage. “Averaged monthly premiums” are the average of the Kaiser HMO, Blue
Shield HMO and PERS Choice PPO premiums for the employee’s City medical
coverage available through the Public Employee Retirement System (PERS).
The rates for 2010 are as follows:
One party: $269.77
Two parties: $528.81
Family: $701.41
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The rates for 2011 are as follows:
One party: $301.00
Two parties: $602.00
Family: $783.00
5. Retiree Health Plan
a) Employees Hired Prior to January 1, 2004
Monthly City-paid premium contributions for a retiree-selected health plan
through the CalPERS Health Benefits Program will be made as provided
under the Public Employees” Medical and Hospital Care Act. The City’s
monthly employer contribution for each employee retiring on or after January
1,2007 and prior to March 31, 2011 shall be the amount necessary to pay for
the cost of his or her enrollment in a health benefits plan up to the monthly
premium for the second most expensive plan offered to management and
professional personnel during the contract term (among the existing array of
plans.)
For the 2010 calendar year, the City’s contribution toward dependent
coverage is 85% of the difference between the applicable “Employee and
One Dependent” or “Family” maximum employer contribution for active
management and professional personnel and the maximum employer
contribution for “Employee Only” coverage. For 2011 the City’s contribution
will increase to 90%. For 2011, the City’s contribution will increase to 95%.
b) Post – 1/1/04 Hires
For those Management and professional employees hired after January 1,
2004, the PERS law vesting schedule set forth in Government Code section
22893 will apply. Under that law, an employee is eligible for 50% of the
specified employer health premium contribution after ten years of service
credit, provided at least five of those years were performed at the City of Palo
Alto. After ten years of service credit, each additional service credit year
increases the employer contribution percentage by 5% until, at 20 years’
service credit, the employee will be eligible upon retirement for 100% of the
specified employer contribution and 90% of their dependent coverage. The
City of Palo Alto’s health premium contribution for eligible post – 1/1/04 hires
shall be the minimum contribution set by PERS under section 22893 based
on a weighted average of available health plan premiums.
Active employees retiring after March 30, 2011 will be subject to health
premium contributions as set forth in Resolution #8994, modification 8 and
section 3(b) of this Plan.
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It is the intent of the City Manager and Management and Professional
Committee to have substantially the same health benefit as SEIU.
6. Dental Plan
a) The City shall pay covered plan charges on behalf of all eligible employees
and dependents. (DDomestic partners who are either registered with the
Secretary of State or who meet the requirements of the City of Palo Alto
Declaration of Domestic Partnership, and are registered with the Human
Resources Department are considered dependents under the plan.)
Benefits for regular part-time employees will be prorated as follows:
Employees who will work less than full time, will receive prorated premium
costs for dental benefits in accordance with his/her percentage of a full-
time work schedule.
Part time employees currently receiving full benefits will not be impacted.
b) The City’s Dental Plan provides the following:
Maximum Benefits per Calendar Year- $2,000 per person
Lifetime Maximum for Orthodontics- The City will pay up to
$2,000.00 for orthodontia coverage (not included in annual dental
maximum)
Major Dental Services 50% UCR*
Orthodontics 50% UCR*
Basic Benefits (All other covered services)
First Calendar Year of Eligibility 70% UCR*
Subsequent Calendar Years 70%-100%
*Usual, Customary, and Reasonable
Effective 1/1/07 the City added composite (tooth covered) fillings for
posterior teeth to the dental plan.
For each dental plan member, the percentage of coverage for basic
benefits will begin at 70% for the first calendar year of coverage and
increase by 10% (up to a maximum of 100%) effective the first day of the
next calendar year as long as the member utilizes the plan at least once
during the current year. Per the Delta Dental contract effective
October 1, 2005, if the member does not utilize the plan during the current
year, the percentage of coverage for the next calendar year shall remain
unchanged from the current year.
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If a dental plan member ever loses coverage under the plan, the
applicable percentage of coverage for basic benefits provided during any
future period of coverage will commence at 70% as if the dental plan
member was a new enrollee. Examples of when a member might lose
coverage under the plan would include:
Employee goes on an unpaid leave of absence and elects not to pay
the required dental premiums for his/her family’s coverage during the
leave.
Employee elects to drop one or more covered dependents from the plan
during an open enrollment period so that they might be covered on a
spouse’s non-City of Palo Alto dental plan.
7. Basic Life Insurance
The City shall provide a basic group term life insurance with Accidental Death and
Dismemberment (AD&D) coverage, in an amount equal to the employee's annual
basic pay (rounded to the next highest $1,000) at no-cost to the employee. AD&D
pays an additional amount equal to the employee’s annual basic pay (rounded to the
next highest $1,000).
8. Supplemental Life And AD&D Insurance
An employee may, at his/her cost, purchase additional life insurance and additional
AD&D coverage equal to one- or two-times his or her annual salary. The maximum
amount of life insurance available to the employee is up to $325,000 and the
maximum amount of AD&D coverage available is up to $325,000.
9. Long Term Disability Insurance
a) The City shall provide long term disability (LTD) insurance with a benefit of
2/3 monthly salary, up to a maximum benefit of $10,000 per month. The
City shall pay the premium for the first $6,000 of base monthly salary. For
employees whose base monthly salary exceeds $6,000, the employee
shall pay the cost of the required premium based upon their monthly
salary between $6,000 and $15,000.
b) For employees whose base monthly salary exceeds $6,000 and who have
no eligible dependents covered under the City’s medical, dental or vision
plans, the City will pay up to $17.50 per month towards the employee’s cost
for LTD coverage.
10. Vision Care
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a) The City shall provide vision care coverage for employee and dependents.
Coverage is administered by Vision Service Plan (VSP). The plan provides
an exam every 12 months; lenses every 24 months; frames every 24
months, all subject to a $20 co-payment as defined in the Vision Services
Benefits Plan A schedule. Benefits for regular part-time employees will be
prorated as follows:
Employees hired after January 1, 2004, who will work less than full time,
will receive prorated premium costs for vision benefits in accordance with
his/her percentage of a full-time work schedule. Part time employees
currently receiving full benefits will not be impacted.
b) Effective July 1, 1996, dependents include eligible domestic partners who
are either registered with the Secretary of State or who meet the
requirements of the City of Palo Alto Declaration of Domestic Partnership,
and are registered with the Human Resources Department.
I. EMPLOYEE ASSISTANCE PLAN
The Employee Assistance Plan (EAP) provides employees with confidential personal
counseling, work and family related issues, eldercare, substance abuse, etc. In addition,
EAP programs provide a valuable tool for supervisors to refer troubled employees to
professional outside help. This service staffed by experienced clinicians is available to
employees and their dependents by calling a toll-free phone line 24 hours a day, seven
days a week. Guidance is also available online.
J. SAFETY DIFFERENTIALS
1. 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
2. Fire Department - EMT Differential
Pursuant to administrative rules governing eligibility and qualification, the following
may be granted to sworn Fire personnel:
EMT Differential: 3% above base salary
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K. MANAGEMENT and PROFESSIONAL BENEFIT PROGRAM
Management and professional employees are eligible for Sections 1, 2, 3, and 4 of the
Management Benefit Program. City Council Members are eligible for Section 3 only.
1. Professional Development - Reimbursement
The purpose of this program is to provide employees with resources to improve and
supplement their job and professional skills. Reimbursement for authorized self-
improvement activities may be granted each management and professional
employee up to a maximum of $1,500 per fiscal year. The following items are
eligible for reimbursement, and employees are encouraged to pursue activities
under subsections (a)-(d) as the top priority:
a) Civic and professional association memberships
b) Conference participation and travel expenses, which must occur within
the compensation plan period.
c) Educational programs/tuition reimbursement. The education must
maintain or improve the employee's skills in performing his or her job or
future job opportunities or be necessary to meet the express
requirements of the City or the requirements of applicable law. The
education to which the reimbursement relates should support a City
career path and 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 as defined by the City’s
travel expense report from the Policy & Procedures Manual Section 1-02
ASD.
d) Professional and trade journal subscriptions not to exceed 12 months.
e) Gym/health club memberships. Reimbursement of these expenses is
limited to the compensation plan year and taxable to the employee.
f) Effective July 1, 2009, purchase of job related computer hardware is
limited to one purchase every three (3) years. ipads, tablets, and similar
computing devices purchased on or after July 1, 2010 will be considered
“computer hardware” for purposes of this section. Purchase of other
peripheral hardware such as printers and monitors is limited once every
three years from the last date purchased after July 1, 2009. The size of
free standing monitors purchased are not to exceed 26 inches.
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Approval will be at discretion of department head and signature is
required on reimbursement form; and will be approved in pro-rated
amounts for computer and other hardware purchases. Reimbursement
of any of these expenses is taxable to the employee.
g) Internet access, computer software and telecommunication equipment
will be approved at discretion of department head. Reimbursement of
any of these expenses is taxable to the employee.
Amounts under this professional development program will be pro-rated in the first
year of employment (based on the number of pay periods remaining in the calendar
year) but will not be pro-rated upon separation of employment.: The maximum
amount for Professional Development reimbursement for employees who move into
a position covered by this compensation plan from a position under another City of
Palo Alto bargaining group will be the lesser of:
(1) $1,500 less any amounts they have received in the fiscal year of
their position change through any other City of Palo Alto Tuition
Reimbursement or Professional Development program; or
(2) An amount obtained by subtracting any amounts the employee may
have received in the fiscal year of their position change through any
other City of Palo Alto Tuition Reimbursement or Professional
Development program from the sum of:
(i) the number of months of the current fiscal year that the
employee served in previous bargaining unit and multiplying it
by one-twelfth of that unit’s Tuition Reimbursement or
Professional Development annual maximum benefit; and,
(ii) the number of months of the current fiscal year that the
employee will serve in the position covered by this
compensation plan multiplied by $125.
2. Professional Development Leave
Authorized paid leaves of absence for up to one year may 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
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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 professional 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.
3. Physical Examinations
All management and professional employees are eligible to receive an
annual physical examination as follows:
a) Use the periodic health exam benefit as provided under the PERS
Health Plan option you have selected. Each of the PERS Health Plans
provides for a periodic physical examination. The examination must be
performed by your primary care physician—unless he/she refers you to
another physician.
b) The types of tests and the frequency of the tests cannot exceed AMA
guidelines. The guidelines are a suggested minimum based on
research studies concerning preventative care. The judgment of your
physician is the final determinant for your care.
c) Any additional necessary asymptomatic tests that are required by your
physician that are not covered by your health plan, will be reimbursed by
the City. Any symptomatic tests will be covered under your PERS
Health Plan.
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The Reimbursement for Periodic Physical Exam Form is available on the Human
Resources Intranet site. This benefit will not be pro-rated.
4. Excess Benefit
This benefit is designed to meet the requirements of Section 125 of the Internal
Revenue Code. Every calendar year, each employee will be provided with $2,500
that they can designate among the following options:
a) Medical Flexible Spending Account (Medical FSA). Provides reimbursement
for excess medical/dental/vision, or expenses that are incurred by
employees and their dependents which are not covered or reimbursed by
any other source, including existing City-sponsored plans. This includes
prescribed medications and copayments as well as over-the-counter drugs,
including: antacids, allergy medicines, pain relievers and cold medicines.
However, nonprescription dietary supplements (e.g. vitamins, etc.) toiletries
(e.g. toothpaste), cosmetics (e.g. face cream), and items used for cosmetic
purposes (e.g. Rogaine) are not acceptable.
b) Dependent Care Flexible Spending Account (Dependent Care FSA).
Provides reimbursement for qualified 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
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maximum amount reimbursed under DCAP will be reduced by any
amount reimbursed under the Excess Benefit Plan.
c) Non-taxable Professional Development Spending Account.
Provides reimbursement for Non-Taxable professional development
expenses (e.g.,job-related training and education, seminars, training
manuals, etc.) to the extent they are not paid or reimbursed under any other
plan of the City.
d) Deferred Compensation.
Provides a one-time contribution to the employee’s City-sponsored 457
Deferred Compensation plan with either ICMA-RC or the Hartford.
Amounts designated by employees to either the Medical FSA, Dependent Care
FSA, or Professional Development options are done so on a “use –it-or-lose-it”
basis. This means that any amounts designated and not used by the end of the
calendar year (or end of the extended grace period for the medical FSA) will be
forfeited by the employee and returned to the plan.
Specified amounts under this benefit will be applied on a pro-rata basis for
employees who are part-time or who are in a management or professional pay
status for less than the full fiscal year. Such benefits will be pro-rated in the first
year of employment (based on hire date) but will not be pro-rated upon separation of
employment.
L. LEAVES
1. Sick Leave
a) Sick leave shall be accrued bi-weekly provided the employee has been in a
pay status for 50 percent or more of a bi-weekly pay period. Sick leave shall
be accrued at the rate of 3.7 hours per bi-weekly pay period for those
employees working a forty-hour duty schedule. Those assigned work
schedules, which are greater or lesser than forty hours will accrue sick leave
at the ratio of their work schedule to forty hours.
b) Employees may use up to twenty hours of sick leave per calendar year for
personal business. The scheduling of such leave is subject to the approval of
the appropriate level of Management.
c) Employees leaving the municipal service shall forfeit all accumulated sick
leave, except as otherwise provided by law and by Section 609 of the Merit
Rules and Regulations. In the event that notice of resignation is given, sick
leave may be used only through the day which was designated as the final
day of work by such notice.
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d) Employees that were hired before December 1, 1983 and who leave the
municipal service in good standing, or who die while employed in good
standing by the city, and who have fifteen or more years of continuous
service shall receive compensation for unused sick leave hours in a sum
equal to two and one-half percent of their unused sick leave hours
multiplied by their years of continuous service and their basic hourly rate of
pay at termination. Full sick leave accrual will be paid in the event of
termination due to disability. See Merit System Rules and Regulations,
Chapter 6, Section 609.
e) Up to nine days of sick leave per calendar year may be used for illness in
the immediate family, including a registered domestic partner.
f) Management and Professional employees eligible, as specified above if
hired before December 1, 1983, to be compensated for sick leave may
annually convert sick leave hours in excess of 600 to cash or deferred
compensation, according to the formula set forth above, up to a
maximum of $2,000 per fiscal year.
g) In accordance with the City Merit Rules and Regulations, a new employee
may, if necessary, use up to forty-eight hours or shift equivalent of sick leave
at any time during the first six months of employment.
2. Management Annual Leave
a) Exempt Employees
At the beginning of each fiscal year regular management and professional
employees will be credited with 80 hours of annual leave. This leave is granted in
recognition of the extra hours Management and Professional employees work
over their regular schedule. This leave 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; employees who have
used more than the pro-rated share at the time they leave City service shall be
required to repay the balance or have it deducted from their final check. 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.
b) Non-Exempt Employees
Based on an audit recommendation to eliminate payment of overtime as well as
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management leave for non-exempt employees in the management group, the City
is transitioning away from providing management leave to non-exempt
employees. As part of the transition, and in order to minimize impacts to current
employees, the City will phase-out elimination of the 80 hours of management
leave for all current non-exempt Management and Professional employees (those
eligible to earn overtime). Continuing through Fiscal year 2013-2014, there will be
no change to management leave benefits for current employees; these
employees will maintain their 80 hours of management leave and also receive pay
for any overtime hours worked. Beginning on July 1, 2014 all employees in non-
exempt positions will receive overtime pay for hours actually worked, but will no
longer receive management leave.
Employees hired into non-exempt management positions on or after February 26,
2011 will receive overtime only and will not be eligible for management leave.
3. Vacation
Vacation will be accrued when an employee is in pay status and will be credited on a
bi-weekly basis. Total vacation accrual at any one time may not exceed three times
the annual rate of accrual. Each eligible employee shall accrue vacation at the
following rate for continuous service performed in pay status:
a) Less than nine years. For employees completing less than nine years
continuous service: 120 hours vacation leave per year; provided that:
i) The City Manager is authorized to adjust department head annual
vacation accrual to provide for a maximum of 160 hours for those
hired between July 1, 1996 and June 30, 2001; and
ii) The City manager is authorized to adjust the annual vacation accrual
of employees hired on or after July 1, 2001, to provide up to 40
additional hours (i.e., to a maximum annual accrual of 160 hours) for
service with a prior employer.
b) Nine, but less than fourteen years. For employees completing nine, but
not more than fourteen years continuous service; 160 hours vacation
per year.
c) Fourteen, but less than nineteen years. For employees completing
fourteen, but not more than nineteen years continuous service; 180 hours
vacation leave per year.
d) Nineteen or more years. For employees completing nineteen or more
years continuous service; 200 hours vacation leave per year.
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e) Once each calendar year an employee may cash out vacation accrual
balances in excess of 80 hours. An employee may cash out a minimum
of 8 hours to a maximum of 120 hours of accrued vacation provided the
employee has taken 80 vacation hours in the previous 12 months.
4. Bereavement
Leave of absence with pay of three days may be granted an employee by the head
of his/her department in the event of death in the employee’s immediate family,
which is defined for purposes of this section as wife, husband, son, son-in-law, step-
son, daughter, daughter-in-law, step-daughter, mother, mother-in-law, father, father-
in-law, brother, brother-in-law, sister, sister-in-law, grandmother, grandmother-in-
law, grandfather, grandfather-in-law, grandchild, aunt, uncle, niece, nephew,
registered domestic partner, or a close relative residing in the household of
employee. Such leave shall be at full pay and shall not be charged against the
employee’s accrued vacation or sick leave. Requests for leave in excess of three
days shall be subject to the approval of a Council-Appointed Officer for employees
under his/her control.
M. RETIREMENT PENSION
1. Effective pay period inclusive of 1/6/07, the City’s Public Employees’ Retirement
System (PERS) benefits changed to the 2.7% at 55 formula for non-safety
members (from 2% at 55).
The City amended its contract with CalPERS to provide miscellaneous
employees hired on or after July 17, 2010 with the CalPERS retirement formula
two percent (2.0%) of final salary at age sixty (60).
2. Employee Share. Effective May 1, 1984, the City agreed to pay the 7% employee
contribution to PERS. Effective pay period inclusive of 1/6/07, the employee
share of the PERS contribution increased to 8% from 7%. The City pays 6% and
the employee pays 2% of the 8% PERS employee share for the 2.7 at 55
retirement benefit formula. This provision applies to Council-appointed officers
and all regular management and professional employees, except that for sworn
police and fire management employees the City shall continue to pay the
mandatory nine percent (9%) of the employee's PERS contribution. For
employees hired after the implementation of the 2%@60 retirement formula
pursuant to CMR 249:10, employees covered by that formula shall pay two
percent (2%) of pay toward the seven percent (7%) employee contribution and the
City shall pay (5%).
3. Final Compensation. Final compensation for purposes of retirement shall be as
set forth in the City’s contract with CalPERS, which provides that final
compensation may be the pay rate and special compensation during any
consecutive twelve month period.
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4. Notwithstanding subsection 2 above, if an employee designates his or her final
compensation period as the year of employment immediately preceding the
effective date of his or her retirement. upon filing a notice of retirement, the
amount of the PERS contribution as described above will be converted to a salary
adjustment of equal amount on a one-time irrevocable basis
5. Employee PERS contributions shall be made on a tax deferred basis, in
accordance 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.6. As of October 20, 2001 and March 9, 2002, the City provides
the Public Employees' Retirement System (PERS) Benefit, "3% at 50" full formula
(Section 21362.2) for safety members.
N. AUTOMOBILE EXPENSE ALLOWANCE
For those employees whose duties require use of a City automobile, the City Manager
(or in the case of Council-appointed officers, the City Council) may authorize payment
of up to $325 per month in lieu thereof.
O. COMMUTE INCENTIVES and PARKING
Employees who qualify may voluntarily elect one of the following commute incentives:
1. Civic Center Parking. Employees assigned to Civic Center and adjacent work
locations. The City will provide a Civic Center Garage parking permit.
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.
2. Public Transit. The City will provide monthly Commuter Checks worth the value
of:
$40 for employees traveling two 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 within one zone on Caltrain;
$35 for employees using VTA, and other buses.
These vouchers may be used toward the purchase of a transit pass.
3. Carpool. The City will provide $30 per month to each eligible employee in a
carpool with two or more licensed drivers.
4. Vanpool Program. The City will provide Commuter Checks worth the value up to
$60 to each employee voluntarily participating in the Vanpool Program. These
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may be used toward payment of the monthly cost of the vanpool. Employees
must fulfill the basic requirements of the Employee Commute Alternatives
Program to qualify.
5. Bicycle. The City will provide employees with $20 per month to eligible
employees who ride a bicycle to work.
6. Walk. The City will provide employees with $20 per month to eligible employees
who walk to work.
P. AT-WILL STATUS
Department heads hired after July 1, 2004 will be “At-Will” employees whose terms of
employment are specified by an employment contract. Any current department head
or the Assistant City Manager may elect to remain covered by the Merit Rules or to
become At-Will employees with an employment contract that shall include a
severance package. All current executive managers shall maintain all the benefits
they presently have or would have as a new executive manager.
The City has created a program for Provisional employment when funding is
available. The program’s purpose is to create limited duration senior management
level work for the City Manager’s Office or as designated by the City Manager. A
Provisional Employee will be an “at will” employee whose term of employment shall
be no more than two years. A Provisional Employee shall be exempt and not eligible
to earn overtime. A Provisional Employee will receive limited benefits as specified in
an Employment Agreement. Sections I and II of this Compensation Plan shall not
apply to Provisional Employees, except as specified by the City Manager.
Q. ADDITIONAL COMPENSATION FOR MAYOR AND VICE MAYOR
The Mayor shall receive $150 monthly, and the Vice Mayor $100 monthly to defray
additional expenses of these offices.
R. REIMBURSEMENT FOR RELOCATION EXPENSE
Policy Statement
The City of Palo Alto, in rare instances, may provide a Basic Relocation Benefits
Package for new management and professional employees, upon the approval of the
City Manager or designated subordinate. In addition, the provision of “Optional
Benefits” or portions thereof, may be extended for exceptional circumstances and
only the approval of the City Manager or designee, or for Council-appointed officers,
the City Council.
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The details of the Relocation Expense program are specified in the City’s Relocation
Expense policy.
S. MEAL ALLOWANCE
Management and professional employees assigned to attend night meetings are
eligible to receive reimbursement for up to $20.00 per dinner. This provision covers
only receipted meals actually taken and submitted for reimbursement.
T. REDUCTION IN WORKFORCE
The City will make every effort to follow the 2005 transition plan if a reduction in
workforce is necessary . The Management/Professional Compensation Committee
shall be involved in development of changes to the transition plan.
U. GRIEVANCES REGARDING COUNCIL APPOINTED OFFICERS
Notwithstanding the grievance procedures provided in Chapter 11 of the City of
Palo Alto’s Merit System Rules and Regulations, any Management and
Professional employee who is supervised by a Council Appointed Officer and has
a grievance against that Council Appointed Officer or regarding the conduct of that
Council Appointed Officer shall, following an attempt to resolve the grievance
pursuant to Step One (informal discussion), summarize the grievance regarding
the Council Appointed Officer in writing and submit it to the Director of Human
Resources for review and resolution using the methods he/she considers
appropriate.
V. MERIT RULES
The City will include members of the Management/Professional Compensation
Committee in discussions regarding revision of the Merit Rules and Regulations.
SECTION III. MANAGEMENT FELLOW PROGRAM
The City has created a program for Management Fellows when funding is available.
The program’s purpose is to create limited duration entry level positions for graduate
students. A management fellow will be an “at will” employee whose term of
employment shall be no more than one year. A Management Fellow shall be PERS
exempt, but will receive limited vacation, limited sick leave, limited health care benefits
and other limited benefits, as determined by the City Manager. Sections I and II of this
Plan shall not apply to Management Fellows, except as specified by the City Manager.
CITY OF PALO ALTO
COMPENSATION PLAN
Management and Professional Personnel
And Council Appointees
Effective: Pay period including July 1, 201009
through June 30, 20110
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COMPENSATION PLAN FOR THE CITY OF PALO ALTO
Management and Professional Personnel
As used in this Plan, the term “Management and Professional” refers to all employees,
including Confidential employees, previously classified as “Management and Confidential”
by the City. This group will hereafter be identified as “Management and Professional”
personnel.
SECTION I. COMPENSATION
This section applies to all management and professional employees and does not include
Council Members or 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 PROFESSIONAL COMPENSATION POLICY
The City's policy for management and professional 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
1. Structure. The compensation plan includes separate multi-grade structures for
both management and professional employees. Each grade will have a control point
which is used for budgetary purposes. All management and professional positions
will be assigned an appropriate pay grade based on salary survey data and internal
relationships. All positions are assigned to a pay grade. Actual salary within the
range is determined by performance. The normal working range where most actual
salaries will fall will be within + 5% of the control point.
The City began a benchmarking survey in 2006 to establish an updated structure for
management and professional personnel. This survey is expected to be completed
in 20110. Upon the completion of the Management and Compensation study, any
equity adjustments will be addressed in the future.
As needed, and no less than every two years and commencing fiscal year 2005-
2006, competitive marketplace studies will be conducted by surveying a maximum of
12 mutually agreeable agencies similar to Palo Alto in number of employees,
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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, and no less often than
every four years, studies will include position-by-position comparisons using market
agencies and internal equity data. All studies conducted pursuant to this section
shall be completed by December 31st and in no event later than March 31 in order to
allow time for Committee review. 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.
An employee may request in writing a re-evaluation of his/her job based on
significant changes in job content or significant discrepancies between job content
and classification description, and which cannot be described as “other duties as
assigned.” The request must contain justification and may be made only during the
period of August 10 through September 10. A statement by management that a job
re-evaluation request will be submitted with the departmental budget does not
relieve an employee from the responsibility of submitting his/her own request during
this period. The HR Director or his designee will respond to such requests within
ninety (90) days, however, this timeline may be extended if necessary . If HR
approves change, the request will be forwarded to ASD who will determine if there is
sufficient funding to cover the cost of the change. If approved by ASD, the
reclassification will be sent to the City Manager for approval. If approved, the
change would be reclassified as part of the budget process and will require Council
approval. Any changes approved as part of the budget process will become
effective the first pay period of the following fiscal year, or, if not approved, the job
will be returned to its previous status.
2. Compensation Adjustment Authorization. Each year, in consultation with
feedback received from the Management and Professional Compensation
Committee, the City Manager will propose as part of the budget process for Council
approval a compensation adjustment based on recommendation received from the
Management/Professional Compensation Committee. For fiscal year 201009-20110
the compensation adjustment to control point shall be 0%. In years when there is an
adjustment to control point, this adjustment will be available for those
management/professional employees who have received an overall rating of
"meets" or "exceeds" expectations on their annual review and who have not been on
a performance improvement plan during the preceding fiscal year. Nothing herein
shall preclude an employee's manager from awarding a control point adjustment
increase to an employee on a performance plan at a later date should employee's
performance improve. An additional one percent (1%) (half percent (.5%)
attributable to amount allocated in 2007-2008 plan and additional half percent (.5%)
allocated in 2008-2009 compensation plan) will be allocated toward equity
adjustments to address compaction problems as determined by the City Manager
and will be retroactive to July 1, 2007.
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In the future, the compensation adjustment request will be based on the following
factors: competitive market, changes in internal position relationships, and the
City's ability to pay. Council authorization is required prior to implementation by
the Director of Human Resources.
3. Base and Variable Compensation. Compensation for management and
professional employees includes bi-weekly base salary and is paid on a continuing
basis. On a fiscal year basis, the bi-weekly base salary must fall within pay grade
limits of no less than 25% below the control point and no more than 20% above the
control point.
Base salary increases are earned in accordance with administrative guidelines
based upon growth within the position and performance, which must meet or exceed
position standards, the salary structure and the City’s ability to pay.
The City Manager has eliminated the VMC Variable Management Compensation
program effective with the 2008-09 fiscal year., but it may be reinstated in future
compensation plans. Because VMC elimination is intended to yield structural cost
savings, any future reinstatement would require new offsetting structural savings to
be implemented in exchange.
4. Performance Planning and Appraisal. Performance appraisals will be conducted
at the end of each fiscal year during the months of July through September 30 each
year prior to determining individual employee fixed 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. The performance appraisals should be implemented in a
manner that will achieve the following objectives:
Define the employee’s job duties and expected level of performance for
the next review period to ensure that both the employee and supervisor have a
clear understanding of the employee’s role and responsibilities;
Evaluate and document past performance to serve as a basis for establishing
and obtaining future performance standards/objectives;
Facilitate two-way communication and understanding between the employee
and his or her supervisor;
Counsel and encourage employees to work toward a learning development
plan and realize their full potential;
Establish future work plan objectives.
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Work plans should include job related projects or special goals related to regular job
duties when applicable. At the conclusion of the fiscal year (or review period),
supervisors shall make a final determination of the overall performance rating.
Recommendations shall be forwarded to department heads or who will then
determine individual fixed adjustments according to the provisions of the
compensation plan. This process should be completed by September 30th.
C. MANAGEMENT AND PROFESSIONAL COMPENSATION ADJUSTMENT
AUTHORIZATION
1. Council-appointed officers are authorized to pay salaries in accordance with this
plan to non-Council-appointed management, and professional employees in an
amount not to exceed the aggregate of approved management and professional
positions budgeted at the control points in the Table of Organization for fiscal year
201009-110.
2. Individual management and professional compensation authorized by a Council-
appointed officer under the Management and Professional Compensation Plan may
not be less than 25% below nor more than 20% 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 Professional 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 professional positions including
Council Appointed Officers as applicable and including Council Members where 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 AND 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 and Procedures. Overtime eligible employees shall be paid at
the rate of time and one-half times the employees' basic hourly salary unless called out
for an emergency arising out of situations involving real or potential loss of service,
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property or personal danger, in which case additional pay will be at the rate of two times
the employees' basic hourly salary.
B. IN LIEU HOLIDAY PAYB.
Employees who work a schedule where a regular day off falls on a holiday will be paid
for the hours they would have normally worked on that day. If the holiday falls on a
non-workday for an exempt employee, the employee may, with supervisory approval,
take another day off within the pay period or the following pay period.
B.C. WORKING OUT OF CLASSIFICATION PAY
Where management and professional 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 for the specified time
frame. Working out of class pay is normally not to exceed 10% more than the
employee’s current salary and shall be documented on a Personnel Action Form, with a
description of the additional duties to be performed and an end date.
C.D. 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 $40 per day
Saturday, Sunday, Holidays $58 per day
E. CALL OUT PAY
Effective pay period beginning February 26, 2011, Exempt management and
professional classifications will be compensated for Call Out as outlined below with
Management approval (and will not be eligible for overtime pay). Call Out applies when:
(1) an employee previously left City premises, (2) is called back to the work location
outside of regularly scheduled working hours, and (3) the Call Back is for an emergency
arising out of situations involving real or potential loss of service, property or personal
danger. Employees called back will be expected to respond directly to the location of
the problem.
Compensation is per Call Out as reported on timecard and will be paid as follows:
Monday through Friday: $140 per day
Saturday and Sunday: $200 per day
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D.F. 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., or to employees
who are temporarily assigned to work a full shift between 6:00 p.m. and 8:00 a.m.
E.G. UNIFORM PURCHASE PLAN - SWORN POLICE, FIRE PERSONNEL, and
OPEN SPACE PERSONNEL
Uniforms including cleaning will be provided with replacement provisions on an as-
needed basis in conformance with department policy.
G. WINTER CLOSURE - 2009
The winter closure will be December24- January 1. Not all City facilities are closed
during the Winter Closure; employees must check with their supervisor to find out if the
closure is applicable to their positions. During the Winter Closure, employees may
elect to use paid leave balances such as management leave, vacation or holiday pay or
take time off without pay. Employees who wish to work during the Winter Closure
should make arrangements with their supervisors regarding work assignments.
G.H. GROUP INSURANCE
1. By March 1, 2010, Tthe Management and Professional Committee will proposed an
alternate health care contribution plan that provides comparable plan coverage and
cost savings to the health plan changes set forth in Modification 8 of Resolution
#8994 (the “SEIU plan.”), pPursuant to the 09-10 Compensation Plan,. T the City,
Management/Professional Committee and all bargaining units formed a working
committee to study alternatives to the 90/10 “SEIU Plan”. The parties will conclude
their study group by February 2011. Any alternative to the 90/10 “SEIU Plan must
be adopted by the City Council. In the event that the proposed alternative
contribution plan is not adopted by City Council, The City Council did not adopt any
alternative; therefore then the “SEIU plan” shall apply to the management and
professional employees, CAO’s and Council Members effective 4/1/2011, including
active employees retiring after March 31, 2011June 30, 2010.
It is the intent of the City Manager and Management and Professional Committee to
have substantially the same health benefit as SEIU.
2. Effective Date of Coverage for New Employees
For newly-hired regular employees coverage begins on the first day of the month
following date of hire for the health plan, dental plan, vision care plan, long term
disability and life insurance plans if these benefits are elected.
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3. Active Employee Health Plan
a) Based on an employee’s family status, the City shall pay up to the monthly
medical premium for the second most expensive plan among the existing
array of plans available during the term of this compensation plan on behalf
of eligible employees (including Council Appointed Officers and Council
Members) and dependents, except as provided in section b, below. Eligible
dependents include spouses, children under the age of 263 and never
married (natural, adopted, or stepchildren), economically dependent children,
and domestic partners registered with the Secretary of State. If PERS
changes the plans it offers, the City will continue to provide an equivalent
benefit at an equivalent cost.
b) Effective April, 1, 2011, the City and participating employees will share
equally each premium increase (beginning with increases effective January
1, 2011) up to ten percent that occurs for the plan in which the employee is
enrolled at their respective level of enrollment (i.e. one party, two party,
family). If a given increase exceeds ten percent, the balance of that increase
will be paid by the City. If sufficient increases occur that the employee portion
of the premium for the plan in which he or she is enrolled equals ten percent
of the total premium at the employee’s level of enrollment, the employee’s
share of further premium and increases shall be ten percent and the City’s
share shall be ninety percent.
c) Through December 31, 2010, Tthe City agrees to offer a program to active
management and professional personnel (including Council Appointed
Officers and Council Members) enrolled in PERSCare prior to 1/6/07 who
elected the PERSChoice health plan in which the City will reimburse the
employee and/or dependents for any covered medical expense which
exceeds the $2 million Lifetime Maximum Benefit. . The lifetime maximum
was eliminated from PERS health plans effective January 31, 2011;
therefore, excess coverage from the City will no longer be offered for
expenses incurred on or after January 1, 2011.
c)d) City medical premium contributions will be prorated for part-time
employees hired or newly assigned to a part-time work schedule on or after
January 1, 2010 based on the number of hours per week the part-time
employee is assigned to work.
d)e) Coverage for Domestic Partners:
(1) Domestic Partnership Registered with the California Secretary of
State: Employees may add their domestic partner as a dependent
to their elected health plan coverage if the domestic partnership is
registered with the Secretary of State.
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(2) Domestic Partnership Not Registered with the California Secretary of
State: Domestic partners who meet the requirements of the City of
Palo 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 maximum monthly City employer
contribution for one-party coverage under the CalPERS Health
Benefits Program (or PORAC if a safety department employee) for
an employee covered under this agreement. Evidence of premium
payment will be required with request for reimbursement.
e)f) PERS Choice Reimbursement Plan
Management and Professional personnel enrolled in the PERS Choice
medical plan may submit a request for payment, as specified below, for non-
covered medical expenses, incurred during the period of January 1, through
December 31, of the plan year, that exceed $2,500. The maximum annual
reimbursement amount provided under this program is:
$700 for employees enrolled in the Employee-Only category;
$900 for employees enrolled in the Employee and One
Dependent category, and
$1,100 for employees enrolled in the Family category.
Any amounts reimbursed to an individual under this program would be
included in the employee’s gross income and is not PERSable.
This program shall only reimburse employees for medical expenses that
are not reimbursed through any other means and meet the definition in
Section 213(d) of the Internal Revenue Code. (Examples of eligible
expenses include medical plan deductibles and co-payments, prescription
drugs, dental care, hearing care, and vision care.) However, in order to
have any expenses reimbursed under this program, the employee must
have allocated 100% ($2,500.00) of their 201009 calendar Excess Benefit
funds into the Medical FSA option during the election that occurred in
December November 20098. In addition, all such reimbursements from the
Excess Benefit Program must have been solely for medical expenses, as
defined by Section 213(d) of the Internal Revenue Code. If the employee
has designated his/her Excess Medical funds for any other qualifying
expenses (i.e. dependent care, Professional Development, Deferred
Compensation contributions), the employee would not be eligible for
reimbursement under this program.
Employees may submit one claim for the entire plan year’s expenses
during January. Any amounts remaining from the PERS Choice
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reimbursement plan after the claims for the plan year had been processed
shall be forfeited.
4. Alternative Medical Benefit Program
If a regular employee and/or the employee’s dependent(s) are eligible for medical
insurance through another employer-sponsored or association medical plan, the
employee may opt for alternative medical insurance coverage through the other
employer-sponsored or association plan and waives his/her right to the City of Palo
Alto’s medical insurance coverage for same individuals. Employees electing
alternative coverage and no City coverage will receive cash payments of
approximately half of the “average monthly premiums: for their medical insurance
coverage. “Averaged monthly premiums” are the average of the Kaiser HMO, Blue
Shield HMO and PERS Choice PPO premiums for the employee’s City medical
coverage available through the Public Employee Retirement System (PERS).
The rates for 2009 are as follows:
One party: $260.00
Two parties: $520.00
Family: $675.00
The rates for 2010 are as follows:
One party: $269.77
Two parties: $528.81
Family: $701.41
The rates for 2011 are as follows:
One party: $301.00
Two parties: $602.00
Family: $783.00
5. Retiree Health Plan
a) Employees Hired Prior to January 1, 2004
Monthly City-paid premium contributions for a retiree-selected health plan
through the CalPERS Health Benefits Program will be made as provided
under the Public Employees” Medical and Hospital Care Act. The City’s
monthly employer contribution for each employee retiring on or after January
1,2007 and prior to July 1, 2010March 31, 2011 shall be the amount
necessary to pay for the cost of his or her enrollment in a health benefits plan
up to the monthly premium for the second most expensive plan offered to
management and professional personnel during the contract term (among
the existing array of plans.)
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For the 201009 calendar year, the City’s contribution toward dependent
coverage is 850% of the difference between the applicable “Employee and
One Dependent” or “Family” maximum employer contribution for active
management and professional personnel and the maximum employer
contribution for “Employee Only” coverage. For 20110 the City’s contribution
will increase to 9085%. For 2011, the City’s contribution will increase to
950%.
b) Post – 1/1/04 Hires
For those Management and professional employees hired after January 1,
2004, the PERS law vesting schedule set forth in Government Code section
22893 will apply. Under that law, an employee is eligible for 50% of the
specified employer health premium contribution after ten years of service
credit, provided at least five of those years were performed at the City of Palo
Alto. After ten years of service credit, each additional service credit year
increases the employer contribution percentage by 5% until, at 20 years’
service credit, the employee will be eligible upon retirement for 100% of the
specified employer contribution and 90% of their dependent coverage. The
City of Palo Alto’s health premium contribution for eligible post – 1/1/04 hires
shall be the minimum contribution set by PERS under section 22893 based
on a weighted average of available health plan premiums.
Active employees retiring after June March 30, 2010 2011 will be subject to
health premium contributions as set forth in Resolution #8994, modification 8
and section 3(b) of this Plan.
It is the intent of the City Manager and Management and Professional
Committee to have substantially the same health benefit as SEIU.
6. Dental Plan
a) The City shall pay covered plan charges on behalf of all eligible employees
and dependents. (DDomestic partners who are either registered with the
Secretary of State or who meet the requirements of the City of Palo Alto
Declaration of Domestic Partnership, and are registered with the Human
Resources Department are considered dependents under the plan.)
Benefits for regular part-time employees will be prorated as follows:
Employees who will work less than full time, will receive prorated premium
costs for dental benefits in accordance with his/her percentage of a full-
time work schedule.
Part time employees currently receiving full benefits will not be impacted.
b) The City’s Dental Plan provides the following:
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Maximum Benefits per Calendar Year- $2,000 per person
Lifetime Maximum for Orthodontics- The City will pay up to
$2,000.00 for orthodontia coverage (not included in annual dental
maximum)
Major Dental Services 50% UCR*
Orthodontics 50% UCR*
Basic Benefits (All other covered services)
First Calendar Year of Eligibility 70% UCR*
Subsequent Calendar Years 70%-100%
*Usual, Customary, and Reasonable
Effective 1/1/07 the City added composite (tooth covered) fillings for
posterior teeth to the dental plan.
For each dental plan member, the percentage of coverage for basic
benefits will begin at 70% for the first calendar year of coverage and
increase by 10% (up to a maximum of 100%) effective the first day of the
next calendar year as long as the member utilizes the plan at least once
during the current year. Per the Delta Dental contract effective October 1,
2005, if the member does not utilize the plan during the current year, the
percentage of coverage for the next calendar year shall remain
unchanged from the current year.
If a dental plan member ever loses coverage under the plan, the
applicable percentage of coverage for basic benefits provided during any
future period of coverage will commence at 70% as if the dental plan
member was a new enrollee. Examples of when a member might lose
coverage under the plan would include:
Employee goes on an unpaid leave of absence and elects not to pay
the required dental premiums for his/her family’s coverage during the
leave.
Employee elects to drop one or more covered dependents from the plan
during an open enrollment period so that they might be covered on a
spouse’s non-City of Palo Alto dental plan.
7. Basic Life Insurance
The City shall provide a basic group term life insurance with Accidental Death and
Dismemberment (AD&D) coverage, in an amount equal to the employee's annual
basic pay (rounded to the next highest $1,000) at no-cost to the employee. AD&D
pays an additional amount equal to the employee’s annual basic pay (rounded to the
next highest $1,000).
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8. Supplemental Life And AD&D Insurance
An employee may, at his/her cost, purchase additional life insurance and additional
AD&D coverage equal to one- or two-times his or her annual salary. The maximum
amount of life insurance available to the employee is up to $325,000 and the
maximum amount of AD&D coverage available is up to $325,000.
9. Long Term Disability Insurance
a) The City shall provide long term disability (LTD) insurance with a benefit of
2/3 monthly salary, up to a maximum benefit of $10,000 per month. The
City shall pay the premium for the first $6,000 of base monthly salary. For
employees whose base monthly salary exceeds $6,000, the employee
shall pay the cost of the required premium based upon their monthly
salary between $6,000 and $15,000.
b) For employees whose base monthly salary exceeds $6,000 and who have
no eligible dependents covered under the City’s medical, dental or vision
plans, the City will pay up to $17.50 per month towards the employee’s cost
for LTD coverage.
10. Vision Care
a) The City shall provide vision care coverage for employee and dependents.
Coverage is administered by Vision Service Plan (VSP). The plan provides
an exam every 12 months; lenses every 24 months; frames every 24
months, all subject to a $20 co-payment as defined in the Vision Services
Benefits Plan A schedule. Benefits for regular part-time employees will be
prorated as follows:
Employees hired after January 1, 2004, who will work less than full time,
will receive prorated premium costs for vision benefits in accordance with
his/her percentage of a full-time work schedule. Part time employees
currently receiving full benefits will not be impacted.
b) Effective July 1, 1996, dependents include eligible domestic partners who
are either registered with the Secretary of State or who meet the
requirements of the City of Palo Alto Declaration of Domestic Partnership,
and are registered with the Human Resources Department.
H.I. EMPLOYEE ASSISTANCE PLAN
The Employee Assistance Plan (EAP) provides employees with confidential
personal counseling, work and family related issues, eldercare, substance abuse, etc. In
addition, EAP programs provide a valuable tool for supervisors to refer troubled
employees to professional outside help. This service staffed by experienced clinicians
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is available to employees and their dependents by calling a toll-free phone line 24 hours
a day, seven days a week. Guidance is also available online.
I.J. SAFETY DIFFERENTIALS
1. 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
2. Fire Department - EMT Differential
Pursuant to administrative rules governing eligibility and qualification, the following
may be granted to sworn Fire personnel:
EMT Differential: 3% above base salary
J.K. MANAGEMENT and PROFESSIONAL BENEFIT PROGRAM
Management and professional employees are eligible for Sections 1, 2, 3, and 4 of the
Management Benefit Program. City Council Members are eligible for Section 3 only.
1. Professional Development - Reimbursement
The purpose of this program is to provide employees with resources to improve and
supplement their job and professional skills. Reimbursement for authorized self-
improvement activities may be granted each management and professional
employee up to a maximum of $1,500 per fiscal year. The following items are
eligible for reimbursement, and employees are encouraged to pursue activities
under subsections (a)-(d) as the top priority:
a) Civic and professional association memberships
b) Conference participation and travel expenses, which must occur within
the compensation plan period.
c) Educational programs/tuition reimbursement. The education must
maintain or improve the employee's skills in performing his or her job or
future job opportunities, or be necessary to meet the express
requirements of the City or the requirements of applicable law. The
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education to which the reimbursement relates should support a City
career path and 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 as defined by the City’s
travel expense report from the Policy & Procedures Manual Section 1-02
ASD.
d) Professional and trade journal subscriptions not to exceed 12 months.
e) Gym/health club memberships. Reimbursement of these expenses is
limited to the compensation plan year and taxable to the employee.
f) Effective July 1, 2009, purchase of job related computer hardware is
limited to one computer purchase every three (3) years. ipads, tablets,
and similar computing devices purchased on or after July 1, 2010 will be
considered “computer hardware” for purposes of this section. Purchase
of other peripheral hardware such as printers and monitors is limited
once every three years from the last date purchased after July 1, 2009.
The size of free standing monitors purchased are not to exceed 26
inches. Approval will be at discretion of department head and signature
is required on reimbursement form; and will be approved in pro-rated
amounts for computer and other hardware purchases. Reimbursement
of any of these expenses is taxable to the employee.
g) Internet access, computer software and telecommunication equipment
will be approved at discretion of department head. Reimbursement of
any of these expenses is taxable to the employee.
Amounts under this professional development program will be pro-rated in the first
year of employment (based on the number of pay periods remaining in the calendar
year) but will not be pro-rated upon separation of employment.: The maximum
amount for Professional Development reimbursement for employees who move into
a position covered by this compensation plan from a position under another City of
Palo Alto bargaining group will be the lesser of:
(1) $1,500 less any amounts they have received in the fiscal year of
their position change through any other City of Palo Alto Tuition
Reimbursement or Professional Development program; or
(2) An amount obtained by subtracting any amounts the employee may
have received in the fiscal year of their position change through any
other City of Palo Alto Tuition Reimbursement or Professional
Development program from the sum of:
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(i) the number of months of the current fiscal year that the
employee served in previous bargaining unit and multiplying it
by one-twelfth of that unit’s Tuition Reimbursement or
Professional Development annual maximum benefit; and,
(ii) the number of months of the current fiscal year that the
employee will serve in the position covered by this
compensation plan multiplied by $125.
2. Professional Development Leave
Authorized paid leaves of absence for up to one year may be granted in accordance
with the following requirements:
1)a) Eligibility is subject to a minimum City service requirement of five years.
2)b) Compensation during the Professional Development Leave shall not
exceed 50% salary and full benefits.
3)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.
4)d) The Professional Development Leave program shall relate to the
employee's job assignment.
5)e) An employee's job assignment activity shall be adequately covered during
his/her absence with emphasis on the development of subordinates.
6)f) The leave of absence period shall be adequately coordinated with
departmental priorities and workload.
7)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 professional 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
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his/her subordinates. Professional Development Leaves granted in excess of 30
days shall be noticed to the Council.
3. Physical Examinations
All management and professional employees are eligible to receive an
annual physical examination as follows:
a) Use the periodic health exam benefit as provided under the PERS
Health Plan option you have selected. Each of the PERS Health Plans
provides for a periodic physical examination. The examination must be
performed by your primary care physician—unless he/she refers you to
another physician.
b) The types of tests and the frequency of the tests cannot exceed AMA
guidelines. The guidelines are a suggested minimum based on
research studies concerning preventative care. The judgment of your
physician is the final determinant for your care.
c) Any additional necessary asymptomatic tests that are required by your
physician that are not covered by your health plan, will be reimbursed by
the City. Any symptomatic tests will be covered under your PERS
Health Plan.
The Reimbursement for Periodic Physical Exam Form is available on the Human
Resources Intranet site. This benefit will not be pro-rated.
4. Excess Benefit
This benefit is designed to meet the requirements of Section 125 of the Internal
Revenue Code. Every calendar year, each employee will be provided with $2,500
that they can designate among the following options:
a) Medical Flexible Spending Account (Medical FSA). Provides reimbursement
for excess medical/dental/vision, or expenses that are incurred by
employees and their dependents which are not covered or reimbursed by
any other source, including existing City-sponsored plans. This includes
prescribed medications and copayments as well as over-the-counter drugs,
including: antacids, allergy medicines, pain relievers and cold medicines.
However, nonprescription dietary supplements (e.g. vitamins, etc.) toiletries
(e.g. toothpaste), cosmetics (e.g. face cream), and items used for cosmetic
purposes (e.g. Rogaine) are not acceptable.
b) Dependent Care Flexible Spending Account (Dependent Care FSA).
Provides reimbursement for qualified dependent care expenses under the
City's Dependent Care Assistance Program (DCAP), subject to the following
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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 under the Excess Benefit Plan.
c) c) Non-taxable Professional Development Spending Account.
Provides reimbursement for Non-Taxable professional development
expenses (e.g.,job-related training and education, seminars, training
manuals, etc.) to the extent they are not paid or reimbursed under any other
plan of the City.
d) Deferred Compensation.
Provides a one-time contribution to the employee’s City-sponsored 457
Deferred Compensation plan with either ICMA-RCE or the Hartford.
Amounts designated by employees to either the Medical FSA, Dependent Care
FSA, or Professional Development options are done so on a “use –it-or-lose-it”
basis. This means that any amounts designated and not used by the end of the
calendar year (or end of the extended grace period for the medical FSA) will be
forfeited by the employee and returned to the plan.
Specified amounts under this benefit will be applied on a pro-rata basis for
employees who are part-time or who are in a management or professional pay
status for less than the full fiscal year. Such benefits will be pro-rated in the first
19
year of employment (based on hire date) but will not be pro-rated upon separation of
employment.
L. K. LEAVES
1. 1. Sick Leave
a) Sick leave shall be accrued bi-weekly provided the employee has been in a
pay status for 50 percent or more of a bi-weekly pay period. Sick leave shall
be accrued at the rate of 3.7 hours per bi-weekly pay period for those
employees working a forty-hour duty schedule. Those assigned work
schedules, which are greater or lesser than forty hours will accrue sick leave
at the ratio of their work schedule to forty hours.
b) Employees may use up to twenty hours of sick leave per calendar year for
personal business. The scheduling of such leave is subject to the approval of
the appropriate level of Management.
1.c) Employees leaving the municipal service shall forfeit all accumulated sick
leave, except as otherwise provided by law and by Section 609 of the Merit
Rules and Regulations. In the event that notice of resignation is given, sick
leave may be used only through the day which was designated as the final
day of work by such notice.
d) Employees that were hired before December 1, 1983 and who leave the
municipal service in good standing, or who die while employed in good
standing by the city, and who have fifteen or more years of continuous
service shall receive compensation for unused sick leave hours in a sum
equal to two and one-half percent of their unused sick leave hours
multiplied by their years of continuous service and their basic hourly rate of
pay at termination. Full sick leave accrual will be paid in the event of
termination due to disability. See Merit System Rules and Regulations,
Chapter 6, Section 609.
e) Up to nine days of sick leave per calendar year may be used for illness in
the immediate family, including a registered domestic partner.
f) f) Management and Professional employees eligible, as specified above if
hired before December 1, 1983, to be compensated for sick leave may
annually convert sick leave hours in excess of 600 to cash or deferred
compensation, according to the formula set forth above, up to a
maximum of $2,000 per fiscal year.
g) g) In accordance with the City Merit Rules and Regulations, a new
employee may, if necessary, use up to forty-eight hours or shift equivalent of
sick leave at any time during the first six months of employment.
20
2. 2. Management Annual Leave
a) Exempt Employees
At the beginning of each fiscal year regular management and professional
employees will be credited with 80 hours of annual leave. This leave is granted in
recognition of the extra hours Management and Professional employees work
over their regular schedule. This leave 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; employees who have
used more than the pro-rated share at the time they leave City service shall be
required to repay the balance or have it deducted from their final check. 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.
b) b) Non-Exempt Employees
Based on an audit recommendation to eliminate payment of overtime as well as
management leave for non-exempt employees in the management group, the City
is transitioning away from providing management leave to non-exempt
employees. As part of the transition, and in order to minimize impacts to current
employees, the City will phase-out elimination of the 80 hours of management
leave for all current non-exempt Management and Professional employees (those
eligible to earn overtime). Continuing through Fiscal year 2013-2014, there will be
no change to management leave benefits for current employees; these
employees will maintain their 80 hours of management leave and also receive pay
for any overtime hours worked. Beginning on July 1, 2014 all employees in non-
exempt positions will receive overtime pay for hours actually worked, but will no
longer receive management leave.
Employees hired into non-exempt management positions on or after February 26,
2011 will receive overtime only and will not be eligible for management leave.
3. 3. Vacation
Vacation will be accrued when an employee is in pay status and will be credited on a
bi-weekly basis. Total vacation accrual at any one time may not exceed three times
the annual rate of accrual. Each eligible employee shall accrue vacation at the
following rate for continuous service performed in pay status:
a) Less than nine years. For employees completing less than nine years
21
continuous service: 120 hours vacation leave per year; provided that:
1.i) The City Manager is authorized to adjust department head annual
vacation accrual to provide for a maximum of 160 hours for those
hired between July 1, 1996 and June 30, 2001; and
2.ii) The City manager is authorized to adjust the annual vacation accrual
of employees hired on or after July 1, 2001, to provide up to 40
additional hours (i.e., to a maximum annual accrual of 160 hours) for
service with a prior employer.
b) Nine, but less than fourteen years. For employees completing nine, but
not more than fourteen years continuous service; 160 hours vacation
per year.
c) Fourteen, but less than nineteen years. For employees completing
fourteen, but not more than nineteen years continuous service; 180 hours
vacation leave per year.
d) Nineteen or more years. For employees completing nineteen or more
years continuous service; 200 hours vacation leave per year.
e) Once each calendar year an employee may cash out vacation accrual
balances in excess of 80 hours. An employee may cash out a minimum
of 8 hours to a maximum of 120 hours of accrued vacation provided the
employee has taken 80 vacation hours in the previous 12 months.
4. 4. Bereavement
Leave of absence with pay of three days may be granted an employee by the head
of his/her department in the event of death in the employee’s immediate family,
which is defined for purposes of this section as wife, husband, son, son-in-law, step-
son, daughter, daughter-in-law, step-daughter, mother, mother-in-law, father, father-
in-law, brother, brother-in-law, sister, sister-in-law, grandmother, grandmother-in-
law, grandfather, grandfather-in-law, grandchild, aunt, uncle, niece, nephew,
registered domestic partner, or a close relative residing in the household of
employee. Such leave shall be at full pay and shall not be charged against the
employee’s accrued vacation or sick leave. Requests for leave in excess of three
days shall be subject to the approval of a Council-Appointed Officer for employees
under his/her control.
22
M. L. RETIREMENT PENSION
1. Effective pay period inclusive of 1/6/07, the City’s Public Employees’ Retirement
System (PERS) benefits changed to the 2.7% at 55 formula for non-safety
members (from 2% at 55).
The City shall amended its contract with CalPERS to provide miscellaneous
employees hired on or after July 17, 2010 the effective date of the CalPERS
contract amendment with the CalPERS retirement formula two percent (2.0%) of
final salary at age sixty (60). The City will implement this change on January 1,
2010 or as soon thereafter as possible.
2. Employee Share. Effective May 1, 1984, the City agreed to pay the 7% employee
contribution to PERS. Effective pay period inclusive of 1/6/07, the employee
share of the PERS contribution increased to 8% from 7%. The City pays 6% and
the employee pays 2% of the 8% PERS employee share for the 2.7 at 55
retirement benefit formula. This provision applies to Council-appointed officers
and all regular management and professional employees, except that for sworn
police and fire management employees the City shall continue to pay the
mandatory nine percent (9%) of the employee's PERS contribution. For
employees hired after the implementation of the 2%@60 retirement formula
pursuant to CMR 249:10, employees covered by that formula shall pay two
percent (2%) of pay toward the seven percent (7%) employee contribution and the
City shall pay (5%).
3. Final Compensation. Final compensation for purposes of retirement shall be as
set forth in the City’s contract with CalPERS, which provides that final
compensation may be the pay rate and special compensation during any
consecutive twelve month period.
4. Notwithstanding subsection 2 above, if an employee designates his or her final
compensation period as the year of employment immediately preceding the
effective date of his or her retirement. upon filing a notice of retirement, the
amount of the PERS contribution as described above will be converted to a salary
adjustment of equal amount on a one-time irrevocable basis
5. Employee PERS contributions shall be made on a tax deferred basis, in
accordance 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.6. As of October 20, 2001 and March 9, 2002, the City provides
the Public Employees' Retirement System (PERS) Benefit, "3% at 50" full formula
(Section 21362.2) for safety members.
N. M. AUTOMOBILE EXPENSE ALLOWANCE
23
For those employees whose duties require use of a City automobile, the City Manager
(or in the case of Council-appointed officers, the City Council) may authorize payment
of up to $325 per month in lieu thereof.
O. N. COMMUTE INCENTIVES and PARKING
Employees who qualify may voluntarily elect one of the following commute incentives:
1. Civic Center Parking. Employees assigned to Civic Center and adjacent work
locations. The City will provide a Civic Center Garage parking permit.
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.
2. Public Transit. The City will provide monthly Commuter Checks worth the value
of:
$40 for employees traveling two 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 within one zone on Caltrain;
$35 for employees using VTA, and other buses.
These vouchers may be used toward the purchase of a transit pass.
3. Carpool. The City will provide $30 per month to each eligible employee in a
carpool with two or more licensed drivers.
4. Vanpool Program. The City will provide Commuter Checks worth the value up to
$60 to each employee voluntarily participating in the Vanpool Program. These
may be used toward payment of the monthly cost of the vanpool. Employees
must fulfill the basic requirements of the Employee Commute Alternatives
Program to qualify.
5. Bicycle. The City will provide employees with $20 per month to eligible
employees who ride a bicycle to work.
6. Walk. The City will provide employees with $20 per month to eligible employees
who walk to work.
8.Changes to commute incentives program. Revisions to this commute incentive
program are being developed to be considered and authorized by Council during
the 2010 fiscal year. Once the program changes are finalized, a meeting will be
scheduled to meet and discuss the revisions.
24
P. O. AT-WILL STATUS
Department heads hired after July 1, 2004 will be “At-Will” employees whose terms of
employment are specified by an employment contract. Any current department head
or the Assistant City Manager may elect to remain covered by the Merit Rules or to
become At-Will employees with an employment contract that shall include a
severance package. All current executive managers shall maintain all the benefits
they presently have or would have as a new executive manager.
The City has created a program for Provisional employment when funding is
available. The program’s purpose is to create limited duration senior management
level work for the City Manager’s Office or as designated by the City Manager. A
Provisional Employee will be an “at will” employee whose term of employment shall
be no more than two years. A Provisional Employee shall be exempt and not eligible
to earn overtime. A Provisional Employee will receive limited benefits as specified in
an Employment Agreement. Sections I and II of this Compensation Plan shall not
apply to Provisional Employees, except as specified by the City Manager.
P.Q. ADDITIONAL COMPENSATION FOR MAYOR AND VICE MAYOR
The Mayor shall receive $150 monthly, and the Vice Mayor $100 monthly to defray
additional expenses of these offices.
Q.R. REIMBURSEMENT FOR RELOCATION EXPENSE
Policy Statement
The City of Palo Alto, in rare instances, may provide a Basic Relocation Benefits
Package for new management and professional employees, upon the approval of the
City Manager or designated subordinate. In addition, the provision of “Optional
Benefits” or portions thereof, may be extended for exceptional circumstances and
only the approval of the City Manager or designee, or for Council-appointed officers,
the City Council.
The details of the Relocation Expense program are specified in the City’s Relocation
Expense policy.
R.S. MEAL ALLOWANCE
Management and professional employees assigned to attend night meetings are
eligible to receive reimbursement for up to $20.00 per dinner. This provision covers
only receipted meals actually taken and submitted for reimbursement.
S.T. REDUCTION IN WORKFORCE
The City will make every effort to follow the 2005 transition plan if a reduction in
workforce is necessary in 2009 or 2010. The Management/Professional
25
Compensation Committee shall be involved in development of changes to the
transition plan.
T.U. GRIEVANCES REGARDING COUNCIL APPOINTED OFFICERS
Notwithstanding the grievance procedures provided in Chapter 11 of the City of
Palo Alto’s Merit System Rules and Regulations, any Management and
Professional employee who is supervised by a Council Appointed Officer and has
a grievance against that Council Appointed Officer or regarding the conduct of that
Council Appointed Officer shall, following an attempt to resolve the grievance
pursuant to Step One (informal discussion), summarize the grievance regarding
the Council Appointed Officer in writing and submit it to the Director of Human
Resources for review and resolution using the methods he/she considers
appropriate.
U.V. MERIT RULES
The City will include members of the Management/Professional Compensation
Committee in discussions regarding revision of the Merit Rules and Regulations.
SECTION III. MANAGEMENT FELLOW PROGRAM
The City has created a program for Management Fellows when funding is available.
The program’s purpose is to create limited duration entry level positions for graduate
students. A management fellow will be an “at will” employee whose term of
employment shall be no more than one year. A Management Fellow shall be PERS
exempt, but will receive limited vacation, limited sick leave, limited health care benefits
and other limited benefits, as determined by the City Manager. Sections I and II of this
Plan shall not apply to Management Fellows, except as specified by the City Manager.
Class
No. /
Job
Code Title
Grade
Code
Control
Point
Approx
Annual
Approx
Biwkly
Approx
Hourly FLSA Status
190 Accountant 47 6,637 79,643 3,063 38.29 NON-EXEMPT
50 Adm Pln & Comm Envrn 40 7,920 95,035 3,655 45.69 EXEMPT
98 Adm Spec Events 40 7,920 95,035 3,655 45.69 EXEMPT
76 Admin Assistant 70 6,325 75,899 2,919 36.49 EXEMPT
1009 Administrator, Refuse 40 7,920 95,035 3,655 45.69 EXEMPT
126 Arts & Culture Div Mgr 29 10,461 125,528 4,828 60.35 EXEMPT
1007 Assistant Director Human Resources 23 12,179 146,141 5,621 70.26 EXEMPT
1001 Assistant Director Planning & Comm Env 20 13,127 157,518 6,058 75.73 EXEMPT
1003 Assistant Director Utilities Engineering 19 13,468 161,616 6,216 77.70 EXEMPT
6 Assistant Director Utilities Operations 21 12,810 153,712 5,912 73.90 EXEMPT
1002 Assistant Director Utl Cust Support Svs 23 12,179 146,141 5,621 70.26 EXEMPT
2001 Assistant Director, Library Services 29 10,461 125,528 4,828 60.35 EXEMPT
111 Assistant Fire Chief 25 11,584 139,006 5,346 66.83 EXEMPT
132 Assistant Police Chief - Adv 19 13,468 161,616 6,216 77.70 EXEMPT
115 Asst Build Official 33 9,456 113,464 4,364 54.55 EXEMPT
108 Asst City Atty 26 11,288 135,450 5,210 65.12 EXEMPT
109 Asst City Clerk 44 7,157 85,883 3,303 41.29 EXEMPT
107 Asst City Manager 14 16,619 199,430 7,670 95.88 EXEMPT
143 Asst Dir Public Wrks 23 12,179 146,141 5,621 70.26 EXEMPT
170 Asst Dir Ut/Adm Svcs 23 12,179 146,141 5,621 70.26 EXEMPT
119 Asst Dir Ut/Eng/Opn 19 13,468 161,616 6,216 77.70 EXEMPT
65 Asst Dir Ut/Res Mgmt 19 13,468 161,616 6,216 77.70 EXEMPT
73 Asst Director Adm Svcs 25 11,584 139,006 5,346 66.83 EXEMPT
10 Asst Director Planning & Comm Envrnmt 20 13,127 157,518 6,058 75.73 EXEMPT
168 Asst Fleet Mgr 41 7,724 92,685 3,565 44.56 EXEMPT
102 Asst Mgr WQCP 33 9,456 113,464 4,364 54.55 EXEMPT
88 Asst Planning Off 32 9,697 116,355 4,475 55.94 EXEMPT
30 Asst To City Mgr 32 9,697 116,355 4,475 55.94 EXEMPT
18 Battalion Chief - NonShift 28 12,714 152,568 5,868 73.35 NON-SHIFT
15 Battalion Chief - Reg/EMT 028E 13,061 156,728 6,028 75.35 NON-SHIFT
116 Battalion Chief - Shift 30 8,649 103,792 3,992 49.90 SHIFT
16 Battalion Chief - Shift/EMT 030E 8,885 106,621 4,101 51.26 SHIFT
118 Chief Bld Official 26 11,288 135,450 5,210 65.12 EXEMPT
128 Chief Information Officer 26 11,288 135,450 5,210 65.12 EXEMPT
7 Chief Planning & Transportation Official 25 11,584 139,006 5,346 66.83 EXEMPT
112 Chief Plg Official 27 11,012 132,142 5,082 63.53 EXEMPT
82 Chief Transp Off 27 11,012 132,142 5,082 63.53 EXEMPT
40 City Traffic Engr 31 9,951 119,413 4,593 57.41 EXEMPT
96 Claims Investigator 46 6,799 81,578 3,138 39.22 EXEMPT
169 Comm Services Senior Program Manager 43 7,343 88,109 3,389 42.36 EXEMPT
24 Communication Specialist 43 7,343 88,109 3,389 42.36 EXEMPT
38 Communications Manager 35 8,989 107,869 4,149 51.86 EXEMPT
154 Community Service Manager 40 7,920 95,035 3,655 45.69 EXEMPT
83 Community Services Superintendent 40 7,920 95,035 3,655 45.69 NON-EXEMPT
89 Contracts Administrator 39 8,123 97,469 3,749 46.86 EXEMPT
153 Coord Child Care 42 7,542 90,501 3,481 43.51 EXEMPT
41 Coord Environ Protec 027F 10,021 120,245 4,625 57.81 EXEMPT
186 Coord Lib Circ 48 6,466 77,584 2,984 37.30 NON-EXEMPT
123 Cub Ctr & Hum Svc Div Mgr 28 10,745 128,939 4,959 61.99 EXEMPT
191 Deputy Chief / Fire Marshall 22 12,501 150,010 5,770 72.12 EXEMPT
9 Deputy City Attorney 36 8,769 105,227 4,047 50.59 EXEMPT
99 Deputy City Auditor 32 9,696 116,355 4,475 55.94 EXEMPT
71 Deputy City Clerk 51 5,996 71,947 2,767 34.59 EXEMPT
55 Deputy City Mgr Spec Proj 18 13,803 165,630 6,370 79.63 EXEMPT
52 Deputy Dir Adm Svcs 27 11,012 132,142 5,082 63.53 EXEMPT
75 Deputy Dir Pw Oprns 25 11,584 139,006 5,346 66.83 EXEMPT
City of Palo Alto
Management and Professional Compensation 2011
Effective February 26, 2011
Proposed Mgmt-Prof Comp Schedule April-2011.XLS page 1 of 4
Class
No. /
Job
Code Title
Grade
Code
Control
Point
Approx
Annual
Approx
Biwkly
Approx
Hourly FLSA Status
City of Palo Alto
Management and Professional Compensation 2011
Effective February 26, 2011
159 Deputy Director Comm Svcs 31 9,951 119,413 4,593 57.41 EXEMPT
195 Deputy Director Technical Services Div 28 10,745 128,939 4,959 61.99 EXEMPT
20 Deputy Fire Chief 21 12,810 153,712 5,912 73.90 EXEMPT
60 Deputy Fire Chief 22 12,501 150,010 5,770 72.12 EXEMPT
81 Dir Adm Svcs 15 14,881 178,568 6,868 85.85 EXEMPT
72 Dir Comm Svcs 16 14,519 174,221 6,701 83.76 EXEMPT
133 Dir Human Resources 18 13,803 165,630 6,370 79.63 EXEMPT
131 Dir Libraries 21 12,810 153,712 5,912 73.90 EXEMPT
134 Dir Plan/Comm Envir 18 13,803 165,630 6,370 79.63 EXEMPT
135 Dir Pw/City Engr 16 14,519 174,221 6,701 83.76 EXEMPT
121 Dir Utilities 9 17,257 207,085 7,965 99.56 EXEMPT
2002 Division Head, Library Services 37 8,542 102,502 3,942 49.28 EXEMPT
1006 Division Manager, Recreations & Golf 26 11,288 135,450 5,210 65.12 EXEMPT
120 Engr Mgr - WGW 23 12,179 146,141 5,621 70.26 EXEMPT
138 Executive Assistant 43 7,343 88,109 3,389 42.36 EXEMPT
1005 Executive Assistant to the City Manager 43 7,343 88,109 3,389 42.36 EXEMPT
46 Financial Analyst 46 6,799 81,578 3,138 39.22 EXEMPT
139 Fire Chief 16 14,519 174,221 6,701 83.76 EXEMPT
127 Fleet Manager 34 9,225 110,698 4,258 53.22 EXEMPT
194 Golf & Parks Div Mgr 25 11,584 139,006 5,346 66.83 EXEMPT
163 Hearing Officer 43 7,342 88,109 3,389 42.36 EXEMPT
91 HR Business Analyst 37 8,542 102,502 3,942 49.28 EXEMPT
101 Human Resources Rep 49 6,306 75,670 2,910 36.38 EXEMPT
90 Landscape Architect / Park Planner 37 8,542 102,502 3,942 49.28 EXEMPT
69 Legal Services Administrator 40 7,920 95,035 3,655 45.69 EXEMPT
78 Library Services Manager 43 7,343 88,109 3,389 42.36 EXEMPT
171 Management Analyst 40 7,920 95,035 3,655 45.69 EXEMPT
167 Manager Employment 35 8,989 107,869 4,149 51.86 EXEMPT
21 Manager Energy Risk 22 12,501 150,010 5,770 72.12 EXEMPT
122 Manager Supply Res 23 12,179 146,141 5,621 70.26 EXEMPT
86 Managing Arborist 40 7,920 95,035 3,655 45.69 EXEMPT
79 Mgr Accounting 32 9,697 116,355 4,475 55.94 EXEMPT
49 Mgr Budget 31 9,951 119,413 4,593 57.41 EXEMPT
164 Mgr Comm Oper 31 9,951 119,413 4,593 57.41 EXEMPT
192 Mgr Comm Svc Fac 40 7,920 95,035 3,655 45.69 EXEMPT
84 Mgr Communications 38 8,327 99,923 3,843 48.04 EXEMPT
145 Mgr Comp Oper & Appl 31 9,951 119,413 4,593 57.41 EXEMPT
142 Mgr Competitive Assessment 29 10,461 125,528 4,828 60.35 EXEMPT
179 Mgr Cust Svc & Meter Reading 30 10,215 122,574 4,714 58.93 EXEMPT
140 Mgr Data Comm & Tele 31 9,951 119,413 4,593 57.41 EXEMPT
63 Mgr Economic Development and Redevelopme 28 10,745 128,939 4,959 61.99 EXEMPT
185 Mgr Electric Oprns 27 11,012 132,142 5,082 63.53 EXEMPT
44 Mgr Emp Benefits 35 8,989 107,869 4,149 51.86 EXEMPT
45 Mgr Employee Relations 31 9,951 119,413 4,593 57.41 EXEMPT
93 Mgr Env Control Prog 36 8,769 105,227 4,047 50.59 EXEMPT
39 Mgr Envrn Compliance 23 12,179 146,141 5,621 70.26 EXEMPT
105 Mgr Fac Maint & Proj 32 9,697 116,355 4,475 55.94 EXEMPT
35 Mgr Fire Protect 30 10,215 122,574 4,714 58.93 EXEMPT
151 Mgr Human Res & Dev 35 8,989 107,869 4,149 51.86 EXEMPT
57 Mgr Inv Debt & Proj 31 9,951 119,413 4,593 57.41 EXEMPT
158 Mgr Lab Services 33 9,456 113,464 4,364 54.55 EXEMPT
175 Mgr Main Lib Svcs 34 9,225 110,698 4,258 53.22 EXEMPT
92 Mgr Maint Oper 35 8,989 107,869 4,149 51.86 EXEMPT
51 Mgr Planning 31 9,951 119,413 4,593 57.41 EXEMPT
95 Mgr Pur & Cntr Admin 32 9,696 116,355 4,475 55.94 EXEMPT
103 Mgr Real Property 31 9,951 119,413 4,593 57.41 EXEMPT
Proposed Mgmt-Prof Comp Schedule April-2011.XLS page 2 of 4
Class
No. /
Job
Code Title
Grade
Code
Control
Point
Approx
Annual
Approx
Biwkly
Approx
Hourly FLSA Status
City of Palo Alto
Management and Professional Compensation 2011
Effective February 26, 2011
198 Mgr Risk & Benefits 31 9,951 119,413 4,593 57.41 EXEMPT
160 Mgr Solid Waste 31 9,951 119,413 4,593 57.41 EXEMPT
110 Mgr Tech Support 35 8,989 107,869 4,149 51.86 EXEMPT
87 Mgr Util Info Syst 34 9,225 110,698 4,258 53.22 EXEMPT
150 Mgr Util Mkt Svcs 30 10,215 122,574 4,714 58.93 EXEMPT
156 Mgr Util Oprns Wgw 29 10,461 125,528 4,828 60.35 EXEMPT
48 Mgr Util Telecomm 25 11,584 139,006 5,346 66.83 EXEMPT
68 Mgr Utility Rates 30 10,215 122,574 4,714 58.93 EXEMPT
178 Mgr Wqc Plant 23 12,179 146,141 5,621 70.26 EXEMPT
141 Mgr, Arts 41 7,724 92,685 3,565 44.56 EXEMPT
32 Mgr, It 30 10,215 122,574 4,714 58.93 EXEMPT
1008 OES Coordinator 38 8,327 99,923 3,843 48.04 EXEMPT
172 Open Spc & Parks Div Mgr 78 10,781 129,376 4,976 62.20 EXEMPT
100 Performance Auditor 47 6,637 79,643 3,063 38.29 EXEMPT
147 Police Captain-Adv 23 12,179 146,141 5,621 70.26 EXEMPT
148 Police Chief-Adv 15 14,881 178,568 6,868 85.85 NON-EXEMPT
149 Police Lieut-Adv 86 11,925 143,104 5,504 68.80 EXEMPT
77 Project Mgr - Facilities division 41 7,724 92,685 3,565 44.56 EXEMPT
77 Project Mgr - Tree division 41 7,724 92,685 3,565 44.56 NON-EXEMPT
137 Rec & Yth Sc Div Mgr 26 11,288 135,450 5,210 65.12 EXEMPT
74 Safety Officer 43 7,342 88,109 3,389 42.36 EXEMPT
188 Senior Electrical Engineer 29 10,461 125,528 4,828 60.35 EXEMPT
157 Senior Human Resources Administrator 40 7,920 95,035 3,655 45.69 EXEMPT
14 Senior Management Analyst 35 8,989 107,869 4,149 51.86 EXEMPT
130 Senior Performance Auditor 39 8,123 97,469 3,749 46.86 EXEMPT
25 Senior Resources Planner 27 11,012 132,142 5,082 63.53 EXEMPT
117 Sr Accountant 39 8,123 97,469 3,749 46.86 EXEMPT
152 Sr Asst City Atty 20 13,127 157,518 6,058 75.73 EXEMPT
187 Sr Engineer 31 9,951 119,413 4,593 57.41 EXEMPT
199 Sr Financial Anlyst 39 8,123 97,469 3,749 46.86 EXEMPT
26 Sr Project Engineer 31 9,951 119,413 4,593 57.41 EXEMPT
53 Sr Project Manager 29 10,461 125,528 4,828 60.35 EXEMPT
64 Sr Resource Planner 29 10,461 125,528 4,828 60.35 EXEMPT
33 Sr Technologist 34 9,225 110,698 4,258 53.22 EXEMPT
13 Sr. Business Analyst 34 9,225 110,698 4,258 53.22 EXEMPT
11 Sr. Deputy City Attorney 32 9,697 116,355 4,475 55.94 EXEMPT
106 Sr. Executive Assistant 35 8,989 107,869 4,149 51.86 EXEMPT
70 Staff Asst To Cm 46 6,799 81,578 3,138 39.22 EXEMPT
27 Supervising Electric Project Engineer 34 9,225 110,698 4,258 53.22 EXEMPT
28 Supervising Project Engineer 36 8,769 105,227 4,047 50.59 EXEMPT
155 Supt Animal Services 40 7,920 95,035 3,655 45.69 EXEMPT
183 Supt Golf Course 34 9,225 110,698 4,258 53.22 NON-EXEMPT
173 Supt Parks 34 9,225 110,698 4,258 53.22 EXEMPT
165 Supt Pw Opns 31 9,951 119,413 4,593 57.41 EXEMPT
144 Supt Recreation 32 9,697 116,355 4,475 55.94 EXEMPT
43 Supv Animal Svcs 47 6,637 79,643 3,063 38.29 EXEMPT
85 Supv Bldg Inspection 39 8,123 97,469 3,749 46.86 EXEMPT
162 Supv Bldg Services 49 6,306 75,670 2,910 36.38 NON-EXEMPT
97 Supv Data Proc 36 7,641 91,686 3,526 44.08 NON-EXEMPT
47 Supv Elect Opns Prog 39 8,123 97,469 3,749 46.86 NON-EXEMPT
161 Supv Facil Mgt 40 7,920 95,035 3,655 45.69 EXEMPT
113 Supv Insp/Surv Pw 41 7,724 92,685 3,565 44.56 EXEMPT
22 Supv Open Space 42 7,542 90,501 3,481 43.51 EXEMPT
166 Supv Police Service 41 7,724 92,685 3,565 44.56 EXEMPT
174 Supv Public Works 40 7,920 95,035 3,655 45.69 NON-EXEMPT
58 Supv Rec Prog 42 7,542 90,501 3,481 43.51 EXEMPT
Proposed Mgmt-Prof Comp Schedule April-2011.XLS page 3 of 4
Class
No. /
Job
Code Title
Grade
Code
Control
Point
Approx
Annual
Approx
Biwkly
Approx
Hourly FLSA Status
City of Palo Alto
Management and Professional Compensation 2011
Effective February 26, 2011
62 Supv Recycling Prog 48 6,465 77,584 2,984 37.30 EXEMPT
124 Supv Repro & Mail 51 5,996 71,947 2,767 34.59 EXEMPT
176 Supv Revenue Coll 47 6,637 79,643 3,063 38.29 EXEMPT
197 Supv Shop &Field Wgw 37 8,542 102,502 3,942 49.28 NON-EXEMPT
177 Supv Theatre Programs 43 7,343 88,109 3,389 42.36 EXEMPT
42 Supv Util Mtr Rd&Fld 37 8,542 102,502 3,942 49.28 EXEMPT
94 Supv Utl Constr-Inspect 41 7,724 92,685 3,565 44.56 EXEMPT
182 Supv Water Trans 37 8,542 102,502 3,942 49.28 EXEMPT
180 Supv WGW 37 8,542 102,502 3,942 49.28 EXEMPT
181 Supv Wqc Oper 39 8,123 97,469 3,749 46.86 EXEMPT
189 Supv Wtr Mtr/Crs Con 43 7,343 88,109 3,389 42.36 NON-EXEMPT
8 Transportation Manager 31 9,951 119,413 4,593 57.41 EXEMPT
23 Transportation Projects Mgr 36 8,769 105,227 4,047 50.59 EXEMPT
1011 Utilities Compliance Manager 29 10,461 125,528 4,828 60.35 EXEMPT
114 Utilities Supervisor tbd 10,403 124,821 4,801 60.01 EXEMPT
184 Veterinarian 33 9,456 113,464 4,364 54.55 EXEMPT
146 Warehouse Supv 50 5,739 68,869 2,649 33.11 EXEMPT
Confidential Classifications
Class
No. /
Job
Code Title
Grade
Code
Control
Point
Approx
Annual
Approx
Biwkly
Approx
Houlry FLSA Status
905 Human Rsrce Asst Cnf 82 5,574 66,893 2,573 32.16 NON-EXEMPT
903 Legal Sec-Conf 80 5,751 69,014 2,654 33.18 NON-EXEMPT
67 Secretary to City Attorney 67 6,982 83,782 3,222 40.28 NON-EXEMPT
1004 Senior Legal Secretary - Confidential 85 6,325 75,899 2,919 36.49 NON-EXEMPT
Proposed Mgmt-Prof Comp Schedule April-2011.XLS page 4 of 4