HomeMy WebLinkAboutID-3011
City of Palo Alto (ID # 3011)
City Council Staff Report
Report Type: Action ItemsMeeting Date: 9/4/2012
September 04, 2012 Page 1 of 5
(ID # 3011)
Council Priority: City Finances
Summary Title: Management Comp Plan 2011-2013
Title: Adoption of Two Resolutions: (1) Adopting a New Compensation Plan for
Management and Professional and (2) Amending Chapter 9 of the Merit System
Rules and Regulations to Revise Rules Related to Probationary Periods
From: City Manager
Lead Department: Human Resources
Recommendation
Staff recommends that Council adopt the attached resolutions adopting a new compensation
plan (the “Plan”) for Management and Professional Personnel and Council Appointees effective
for the pay periods beginning July 1, 2012 and continuing in effect until revised, and amending
the Merit System Rules and Regulations to change the probationary period from six to twelve
months.
Background
The Management and Professional group includes approximately 202 active, full-time
employees who staff critical roles at the City by managing our services and finances.
Demographically this group is transitioning into retirement, with nearly one-half of City
employees eligible to retire within the coming five years. Connected with the changing face of
City staff is our desire to enhance the drive, innovation, and effectiveness of City employees
while providing a variety of benefits in a fiscally responsible manner. It is no longer a workable
paradigm to provide steady employment with a generous pension and health benefits in return
for narrowly focused jobs that are carried out with pleasant and courteous service. Dynamic
times call for a workforce choosing to serve the City in order to better their community and to
bring City services up to date with current good practices found in businesses and social
institutions around the world. Palo Alto is the center of innovation and technology solutions to
many of society’s needs. Therefore, the City must serve as a beacon of innovative government,
as well as leverage the incredible array of resources at our front door.
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Dynamic economic times also call for structural changes to City benefits, which have increased
in cost substantially in recent years, and are projected to continue increasing. The ratio of
benefits to salary has risen from 50 percent of salary in 2010 to 62 percent in 2012. Employee
commitment to take accountability for a portion of their own benefits costs is part of a fiscally
responsible total compensation plan. This Plan creates such structural benefit changes that will
serve the City in coming uncertain economic times and that also supports our culture shift to
encourage engaged and innovative 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 that is adopted by resolution of the Council. In an effort to lead in
addressing the City’s financial challenges, the Management and Professional group has
contributed over the past decade by implementing various cost-containing solutions including
receiving no salary increases in several years, capping health insurance at the Blue Shield rate
instead of the PERS Care rate, and changing eligibility requirements for retiree medical benefits.
In 2008-2009, the group helped the City to address a significant budget gap by eliminating the
Variable Management Compensation (VMC) benefit. In 2011, this group adopted an employee
contribution to pay for health plan premiums for actives and future retirees. All these
measures have been implemented in support of the City’s goal to create structural solutions to
curtail increasing employment costs while at the same time creating a supportive, accountable
and creative work environment. Complementary to these plan changes are additional budgeted
training funds that will be earmarked in department budgets for employee education and
development. Further to the goal of creating an innovative, learning culture for employees at
the City, the Human Resource Department is focused on leading culture change to support
engaged management and professional staff.
Discussion
This year, the City Manager recommends the following for the new Plan to be implemented in
two phases:
Phase 1
Effective on adoption:
“At-Will” status for key positions
• All newly hired and newly promoted department heads, assistant directors, deputy
directors, division managers and selected other positions will have “At-will” status. At-
will employees may be terminated or asked to resign at any time, with or without cause.
This status differs from the traditional “for cause” municipal employee who has due
process rights in his or her employment. As a policy promoting effective operation and
administration of City business, staff believes that leadership of departments should be
at will.
• This Plan provides that, upon involuntary termination, such employees are eligible for
severance equal to one month (4 weeks) of salary and benefits upon hire, plus 1 week
September 04, 2012 Page 3 of 5
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for each year of City of Palo Alto service, to a maximum of 12 weeks’ severance after 8
years’ service
• This provision does not retroactively change any current employee’s status. It is
applicable to employees newly hired and newly promoted into positions on the “At-will”
list.
Administrative updates
• In 2011, the City revised the administrative process for vacation cashout and accrual of
Management Annual Leave to calendar year from fiscal year accrual basis (no change to
the benefit)to ensure compliance with IRS regulations. Plan language was updated to
reflect these administrative changes.
Professional Development
• Eliminate individual use of Professional Development dollars to purchase of electronic
technology; instead use Professional Development budget for job training, development
courses, and educational materials that directly support learning related to job duties
and responsibilities
• Eliminate gym membership reimbursement
• Reduce amount per employee per year from $1,500 to $500
• Remaining $1,000 per employee will be allocated to Departments for training &
development to be determined by department head
Excess Benefit
• Include gym membership as an option in this fund
Phase 2
Effective after First Quarter of FY 13 (pay period beginning October 6, 2012):
Pension
• Employees to pay full amount of CalPERS employee contribution (7% or 8% or 9%
depending on retirement formula employee is enrolled in). Employees are currently
paying 2% of the employee contribution and the City is paying the balance.
Salary
• Salary increase (3%) to partially offset pension contribution costs
Medical cost sharing increase
• Employees to pay full 10% medical plan premium contribution, City to pay 90% of
second highest CalPERS plan
• Future retirees will pay the same contribution as actives as it changes from time to time
• All part-time employees to pay pro-rated contribution for benefits (medical, dental,
vision) (pro-ration previously limited to employees newly hired or assigned to part-time
schedules)
• Alternate medical plan cash out to be reduced to $284/month flat rate
September 04, 2012 Page 4 of 5
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Car Allowance
Car allowances for newly hired Directors are eliminated
Other minor changes in the compensation plan have been made in order to clarify existing
benefits, policies, or processes.
In addition, staff recommends adoption of the attached revision to Chapter 8 of the Merit
System Rules and Regulations to extend the probationary period for management employees
who are not hired into at-will classifications from 6 months to 12 months. During the
probationary period, an employee may be released from employment for any reason without
right of appeal, and staff has determined that 6 months is frequently not enough time for
managers to sufficiently evaluate performance. This change will provide managers ample time
for the opportunity to assess performance.
Resource Impact
This section primarily focuses on changes taking effect in FY 2013. These include financial
impacts as a result of the Pension employee contribution increase and the change to the full
ten percent paid employee medical premium contribution as well as medical contributions from
part-time employees.
The total savings expected from this agreement, driven primarily by employees paying an
increased share of pension costs and paying more of the healthercare costs, is $536,000 per
year citywide ($245,000 General Fund).
The implementation of the full 90/10 medical premium cost share plan effective on October 6,
2012 results in 9 months of medical premium savings for FY 13. On an annual basis, employee
contributions of a full 10 percent share are expected to save the City an estimated $109,000 per
year ($79,000 to General Fund) based on 2013 healthcare rates. The change in part-time
employees paying a pro-rated contribution for benefits will save the City $30,741 per year. The
reduction in alternate medical cashout to a flat rate will result in savings an estimated $175,000
per year.
The increase of employee-paid pension contributions to 7% or 8% results in savings of
$271,932 per year that partially offsets the salary increase.
Savings, or more accurately, avoided costs from implementation of the second tier 2.0% at 60
formula implemented last year for Management employees is not anticipated until FY13. Based
on a variety of assumptions and compared to the 2.7@55 retirement plan, the City will avoid
costs of $73,000 in FY 13 (a subset of the $235,000 savings for all of the non-safety employees.)
The annual avoided costs will rise $0.6 million in FY 2022 ($1.95 million for the entire non-
safety group.)
Policy Implications
September 04, 2012 Page 5 of 5
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The action recommended by this report is consistent with City Council direction.
Environmental Review (Not Applicable)
Attachments:
Reso Adopting Mgmt Comp Plan 2012 (PDF)
Reso Amending Merit Rules 2012 (PDF)
Management Prof Comp Plan 2012 (PDF)
Mgmt-Prof Comp Plan 2012 Redline (PDF)
Prepared By: Sandra Blanch, Assistant Director, Human Resources
Department
Department Head: Kathryn Shen, Director, Human Resources
City Manager Approval: ____________________________________
James Keene, City Manager
Not Yet Approved
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. 9156, 9180, and 9221
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 I, 2011 through June 30, 2013 or
until amended.
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.
revoked by the Council.
The Compensation Plan shall continue in effect until amended or
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 2011-2013 budget, if such titles have been
changed in the Compensation Plan.
SECTION 5. Resolution Nos. 9156,9180 and 9221 are hereby rescinded.
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120828 jb 8261966 I
Not Yet Approved
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
120828 jb 8261966 2
Not Yet Approved
Resolution No.
Resolution ofthe Council of the City of Palo Alto Amending
Chapter 9 of the Merit System Rules and Regulations to
Update the Requirements for Probationary Periods
The Council of the City of Palo Alto does RESOLVE as follows:
SECTION 1. Chapter 9 of the Merit System Rules and Regulations is hereby
amended to read as set forth in Exhibit "A", attached hereto and incorporated by reference.
SECTION 2. 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
120828 sh 8261892 1
Not Yet Approved
CHAPTER 9
PROBATIONARY STATUS
Sections:
901 Probationary period
902 Objective of probationary period
903 Employee performance reports
904 Rejection of probationer
905 Extension of probationary period
901. Probationary period for new employees. Original appointments to full-time or
part-time regular municipal service positions that are not designated as "at-will" shall be
tentative and subject to a probationary period of twelve months for management and confidential
employees, and as set forth in Chapters 14-16 (memoranda of agreement for represented
employees) for other employees.
902. Objective of probationary neriod. The probationary period shall be regarded as a
part of the testing process and shall be utilized for closely observing the employee's work, for
securing the effective adjustment of a new employee to his/her position, and for rejecting any
probationary employee whose performance does not meet the acceptable standards of work.
903. Employee performance reports. A report of performance of each probationary
employee shall be made by a department head and shown to the probationary employee on or
before expiration of the probationary period.
904. Rejection of probationer. During the probationary period a new employee may be
suspended, demoted or terminated at any time by the appointing authority without cause and
without right of appeal or to submit a grievance.
905. Extension of probationary period. If a probationary employee is absent from work
during the probationary period for a total of three work weeks or longer, the probationary period
shall be extended for a period commensurate with the duration of the absence in order to provide
the full amount of time to determine whether the employee has met the objectives of the
probationary period.
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CITY OF PALO ALTO
COMPENSATION PLAN
Management and Professional Personnel
And Council Appointees
Effective: Pay period including July 1, 2012 through June 30, 2013,
except where specifically noted.
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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 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. Actual salary
within the range is determined by experience and performance. The normal working range
where most actual salaries will fall will be within + 10% of the control point.
Competitive marketplace studies will be conducted as needed by surveying a maximum of
14 organizations similar to Palo Alto in number of employees, funding mechanisms,
population and services provided. These studies will focus on total compensation for
management positions such as first line supervisors, administrative, confidential,
professional and top management. Periodically, studies will include position-by-position
comparisons using market research and internal equity data. The results of these studies may
indicate that the entire pay grade structure be adjusted, that individual positions be
reassigned to different pay grades, or that no change takes place. Such adjustments will only
affect the salary administration framework. No individual salaries will be automatically
changed because of structural adjustments.
A department director may request that HR reevaluate a job or jobs in his or her department
based on significant and permanent changes in job content. In doing so the director will
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supply needed information and will provide a position description questionnaire as
requested. The Chief People Officer will respond to such requests within his or her
discretion.
2. Compensation Adjustment Authorization. In consultation with feedback received from the
Management and Professional Compensation Committee, the City Manager may propose as
part of the budget process for Council approval of a compensation adjustment based on (1)
competitive market data, (2) changes in internal position relationships, (3) the City's ability
to pay, and (4) a recommendation received from the Chief People Officer. For fiscal year
2013 the compensation adjustment to control point shall be three percent (3%) effective the
pay period including October 6, 2012. In addition, certain below-market positions will be
subject to equity adjustments at a future date based on Management Compensation Study
results and subject to Council approval.
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.
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 20% 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.
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;
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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.
Recommendations shall be forwarded to department heads and to the Chief People Officer
or appropriate Council appointed officer who will then determine individual fixed
adjustments according to the provisions of the compensation plan. This process should be
completed by September 30.
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 the applicable fiscal year.
2. Individual management and professional compensation authorized by a Council-appointed
officer under the Management and Professional Compensation Plan may not be less than
20% 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.
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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, 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 five percent (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. 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.
2. 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, under current law, 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 in the pay period including October 6, 2012, participating employees will
contribute 10% of the premium cost for the employee-selected plan, and the City shall
contribute 90%, with a maximum City contribution of 90% of the second highest plan. .
c) City medical premium contributions will be prorated for part-time employees based on
the number of hours per week the part-time employee is assigned to work.
d) 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.
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e) PERS Choice Reimbursement Plan
Will be eliminated effective January 1, 2013. 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 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 a final claim for the 2012 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.
3. 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 in the amount of 90% of the average monthly premium for one party, which is
$284.00.
4. Retiree Health Plan
a) Employees Hired Prior to January 1, 2004
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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.) The City’s contribution for an employee hired before January 1, 2004
who retires on or after March 30, 2011 shall be the same contribution amount it makes
from time to time for active City employees.
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 (10) years of service credit, provided at least five (5) of
those years were performed at the City of Palo Alto. After ten (10) 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.
5. Dental Plan
a) The City shall pay covered plan charges on behalf of all eligible employees and
dependents. (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 are considered dependents
under the plan.) Benefits for regular part-time employees hired or assigned to a part-time
schedule will be prorated in accordance with his/her percentage of a full- time work
schedule.
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
Composite (tooth covered) fillings for posterior teeth
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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.
6. 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).
7. 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.
8. 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.
9
9. 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. Vision benefits for regular part-time employees hired or
assigned to a part-time schedule will be prorated in accordance with his/her percentage
of a full- time work schedule.
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: five percent (5%) above base salary
P.O.S.T. Advanced Certificate: seven and a half (7 ½%) 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: three percent (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 five hundred dollars ($500) per fiscal year. A departmental training fund of
one thousand dollars per employee ($1,000) will be established for subject matter,
leadership or other training that the Department Director identifies as a need for employees
within that Department.
The following items are eligible for reimbursement:
a) Civic and professional association memberships
b) Conference participation and travel expenses, which must occur within the
compensation plan period.
c) Educational programs, books and videos, and tuition reimbursement designed to
maintain or improve the employee's skills in performing his or her job or future job
opportunities, should support the City’s mission or be necessary to meet the
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) Approval will be at discretion of department head and signature is required on
reimbursement form.
Amounts under this professional development program will be pro-rated in the first
year of employment or promotion into a position covered by this Compensation Plan
2. 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.
11
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.
3. Excess Benefit
This benefit is designed to meet the requirements of Section 125 of the Internal Revenue
Code, with exception of Gym or Health Club Membership. 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.
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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
(6) 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) 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) Gym or Health Club memberships. Provides reimbursement for annual or monthly
memberships, including personal trainers. Reimbursement of this expense is taxable
to the employee.
e) 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% 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 40-hour duty
schedule. Those assigned work schedules which are greater or lesser than 40 hours
will accrue sick leave at the ratio of their work schedule to 40 hours.
b) Employees may use up to 20 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
13
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 15 or more years of continuous service shall receive compensation for
unused sick leave hours in a sum equal to two and one-half percent (2½%) 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 (9) 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 48 hours or shift equivalent of sick leave at any time during the
first six (6) months of employment.
2. Management Annual Leave
a) Exempt Employees
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 (½) shift off for each 8 hours charged.
In 2012, the City will be transitioning this benefit from a fiscal to calendar year basis
for administrative purposes. Therefore, on July 1, 2012, employees will be credited
with 40 hours of annual leave for the period of July 1 to December 31, 2012.
Beginning in 2013 and each calendar year thereafter, employees will be credited with
80 hours of management annual leave.
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 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 year will be paid in cash unless a
different option as indicated above is elected by the employee.
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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. 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 (3) 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 (9) years. For employees completing less than nine (9) 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 (9), but less than fourteen (14) years. For employees completing nine (9), but
not more than fourteen (14) years continuous service; 160 hours vacation per year.
c) Fourteen (14), but less than nineteen (19) years. For employees completing fourteen
(14), but not more than nineteen (19) years continuous service; 180 hours vacation
leave per year.
d) Nineteen (19) or more years. For employees completing nineteen (19) or more years
continuous service; 200 hours vacation leave per year.
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e) Employees are eligible to cash out vacation accrual balances in excess of 80 hours.
An employee may cash out a minimum of eight (8) hours to a maximum of 120
hours of accrued vacation provided the employee has taken 80 vacation hours in the
previous 12 months and has followed the election procedures set forth in this section.
Employees must elect the number of vacation hours they will cash-out during the
next calendar year, up to the maximum of 120 hours. For the 2012 calendar vacation
year, employees will make their election for vacation hours to cash out no later than
November 1, 2012. The election will apply only to vacation hours that are accrued
in the next calendar year and that are eligible for cash-out.
The election to cash-out vacation hours in each designated year will be irrevocable.
This means that employees who elect to cash-out vacation hours must cash-out the
number of accrued hours pre-designates on the election form.
Employees who do not elect a cash-out amount by November 1 of the prior calendar
year will be deemed to have waived the right to cash out any leave in the following
tax year and will not be eligible to cash-out vacation hours in the next tax year
Employees who elect cash-out amounts may request a cash-out at any time in the
designated tax year by submitting a cash-out form to payroll. Payroll will complete
the cash-out upon request, provided the requested cash-out amount has accrued and
is consistent with the amount the employee pre-designated. If the full amount of
hours designated for cash-out is not available at the time of cash-out request, the
maximum available will be paid. For employees who have not requested cash-out of
the elected amount by November 1 of each year, Payroll will automatically cash-out
the elected amount in a paycheck issued on or after the payroll date including
November 1.
4. Bereavement
Leave of absence with pay of three (3) 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%@ 55 formula for non-safety members (from 2% @55).
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For miscellaneous employees hired on or after July 17, 2010, the City offers the CalPERS
retirement formula two percent (2.0%) of final salary at age sixty (60).
For Safety members, the City currently offers the CalPERS "3% at 50" full formula (Section
21362.2) benefit. Local Fire Safety members newly hired after 6/08/12 will be placed in the
3%@55 formula. As soon as administratively possible, the City intends to modify the Local
Police Safety formula for new hires to 3%@55 formula.
2. Employee PERS Share.
The City currently pays 6% of the employee’s CalPERS share for employees under the
2.7%@55, 5% for employees under the 2%@60 formula, and the full employee share for
those with public safety formulas.
a) Beginning with the pay period including October 6, 2012, employees under the
2.7%@55 retirement formula will pay the full eight percent (8%) employee
contribution.
b) Beginning with the pay period including October 6, 2012, employees subject to
the 2%@60 retirement formula shall pay the full seven percent (7%) employee
contribution.
c) Beginning with the pay period including October 6, 2012, Public Safety
employees will pay the full nine percent (9%) PERS employee contribution.
3. Final Compensation.
Final compensation for purposes of retirement shall be as set forth in the City’s contract with
CalPERS, including, when applicable, the Government Code Section 20692: Optional
Benefit.
4. 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.
N. COMMUTE INCENTIVES and PARKING
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. Alternative Commute Incentives: Employees who qualify may voluntarily elect one of the
following commute incentives for those using an eligible commute alternative on 60% or
more of their scheduled work days per month:
a) Public Transit and Vanpool. The City provides tax-free commute incentives up to the
current IRS limit, as may be amended from time to time, (currently $125/month) are
17
available through the Commuter Check Direct (CCD) website for employees using
Bay Area public transportation or riding in a registered vanpool at least 60% of their
scheduled work days. Administration of the Commuter Check benefit shall be
subject to the rules and regulations of the third- party administrator.
b) Bicycle. The City will provide employees with a tax-free incentive of $20 per month
to eligible employees who ride a bicycle to work.
c) Carpool. The City will provide with a taxable incentive of $30 per month to each
eligible employee in a carpool with two or more licensed drivers.
d) Walk. The City will provide employees with a taxable incentive of $20 per month to
eligible employees who walk to work.
O. AT-WILL STATUS
Certain Management and Professional Positions are designated as having “at-will” employment
status. “At-will” positions are intended to be of a limited duration and employees hired to fill
these positions shall have no constitutionally protected property or other interest in their
employment with the City. Notwithstanding any provision in the Merit System Rules and
Regulations or any other City rule, policy or procedure, at-will employees have no right to
continued employment or pre-or post-disciplinary due process and work at the will and pleasure
of the hiring authority (City Council, City Manager or Council-Appointed Officer). Work for
an at-will employee may be eliminated and/or the employee may be terminated, or asked to
resign, at any time, with or without cause, upon notice to that employee, and the employee may
resign at any time upon written notice to the hiring authority.
1. At-will Management & Professional positions.
Department heads hired after July 1, 2004 and prior to the date of adoption of this plan were
hired as at-will employees whose terms of employment are specified by an employment
contract that includes a severance package.
Effective on the date of adoption of this plan, new employees hired or promoted to
department head, assistant department director, and all other positions listed on Attachment
B shall be at-will employees.
At-will employees will be eligible for, and shall receive, all regular benefits (i.e., health
insurance, PERS contribution to the extent paid by City, etc.) and vacation, sick leave, and
management leave as are generally provided to management employees and described in
this compensation plan, as amended from time to time. At-will employees who are
terminated or asked to resign shall, upon execution of a release of all claims against the City,
be eligible for a severance payment equivalent to four (4) weeks of salary and benefits,
increasing after completion of the first full year of service by one (1) week for every
completed year of service, up to a maximum of 12 weeks. For example, an at-will employee
who has completed six (6) years of service would be eligible to receive ten (10) weeks of
severance (4 weeks plus 1 week for each year of service). No severance shall be paid if the
employee is terminated for serious misconduct involving abuse of his or her office or
18
position, including but not limited to waste, fraud, violation of the law under color of
authority, misappropriation of public resources, violence, harassment or discrimination. If
the employee is later convicted of a crime involving such abuse of his or her position the
employee shall fully reimburse the City as set forth in Government Code section 53243.3.
2. Provisional employees.
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 (2) 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.
3. Management fellows.
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 (1) year. A Management Fellow shall be PERS exempt, but may 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.
P. 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. 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.
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R. 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. 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.
T. MERIT RULES
The City will include members of the Management/Professional Compensation Committee in
discussions regarding revision of the Merit Rules and Regulations.
Class No.
/Job Code Title
Grade
Code
Control
Point
Approx
Annual
Approx
Biwkly Hourly
FLSA
Status
190 Accountant 47 6,836.04 82,032.45 3,155.09 39.44 NON-EXEMPT
50 Adm Pln & Comm Envrn 40 8,157.19 97,886.26 3,764.86 47.06 EXEMPT
76 Admin Assistant 70 6,514.68 78,176.13 3,006.77 37.59 EXEMPT
1009 Administrator, Refuse 40 8,157.19 97,886.26 3,764.86 47.06 EXEMPT
126 Assistant Director Community Services 90 12,475.36 149,704.32 5,757.86 71.97 EXEMPT
2007 Airport Manager 91 11,235.24 134,822.88 5,185.50 64.82 EXEMPT
1007 Assistant Director Human Resources 23 12,543.75 150,525.02 5,789.42 72.37 EXEMPT
1001 Assistant Director Planning & Comm Env 20 13,520.33 162,243.91 6,240.15 78.00 EXEMPT
1003 Assistant Director Utilities Engineering 19 13,872.04 166,464.48 6,402.48 80.03 EXEMPT
6 Assistant Director Utilities Operations 21 13,193.61 158,323.32 6,089.36 76.12 EXEMPT
1002 Assistant Director Utl Cust Support Svs 23 12,543.75 150,525.02 5,789.42 72.37 EXEMPT
2001 Assistant Director, Library Services 29 10,774.49 129,293.88 4,972.84 62.16 EXEMPT
111 Assistant Fire Chief 25 11,931.39 143,176.63 5,506.79 68.84 EXEMPT
132 Assistant Police Chief - Adv 19 13,872.04 166,464.48 6,402.48 80.03 EXEMPT
115 Asst Build Official 33 9,738.99 116,867.88 4,494.92 56.19 EXEMPT
108 Asst City Atty 26 11,626.09 139,513.13 5,365.89 67.07 EXEMPT
109 Asst City Clerk 44 7,371.64 88,459.65 3,402.29 42.53 EXEMPT
107 Asst City Mgr / Chief Operating Officer 14 17,117.78 205,413.31 7,900.51 98.76 EXEMPT
143 Asst Dir Public Wrks 23 12,543.75 150,525.02 5,789.42 72.37 EXEMPT
65 Asst Dir Ut/Res Mgmt 19 13,872.04 166,464.48 6,402.48 80.03 EXEMPT
73 Asst Director Adm Svcs 25 11,931.39 143,176.63 5,506.79 68.84 EXEMPT
10 Asst Director Planning & Comm Envrnmt 20 13,520.33 162,243.91 6,240.15 78.00 EXEMPT
168 Asst Fleet Mgr 41 7,955.44 95,465.30 3,671.74 45.90 EXEMPT
102 Asst Mgr WQCP 33 9,738.99 116,867.88 4,494.92 56.19 EXEMPT
30 Asst To City Mgr 32 9,987.16 119,845.90 4,609.46 57.62 EXEMPT
2004 Assistant Director Environmental Service 60 12,381.63 148,579.56 5,714.60 71.43 EXEMPT
2003 Principal Financial Analyst 35 9,258.74 111,104.91 4,273.27 53.42 EXEMPT
118 Chief Bld Official 26 11,626.09 139,513.13 5,365.89 67.07 EXEMPT
49 Director, Office of Management and Budget 88 13,002.72 156,032.64 6,001.26 75.02 EXEMPT
2008 Chief Communications Officer 92 12,712.26 152,547.12 5,867.20 73.34 EXEMPT
112 Chief Plg Official 27 11,342.23 136,106.71 5,234.87 65.44 EXEMPT
82 Chief Transp Off 27 11,342.23 136,106.71 5,234.87 65.44 EXEMPT
96 Claims Investigator 46 7,002.07 84,024.89 3,231.73 40.40 NON-EXEMPT
169 Comm Services Senior Program Manager 43 7,562.67 90,752.06 3,490.46 43.63 EXEMPT
24 Communication Specialist 43 7,562.67 90,752.06 3,490.46 43.63 EXEMPT
38 Communications Manager 35 9,258.74 111,104.91 4,273.27 53.42 EXEMPT
154 Community Service Manager 40 8,157.19 97,886.26 3,764.86 47.06 EXEMPT
83 Community Services Superintendent 40 8,157.19 97,886.26 3,764.86 47.06 EXEMPT
89 Contracts Administrator 39 8,366.07 100,392.86 3,861.26 48.27 EXEMPT
186 Coord Lib Circ 48 6,659.29 79,911.48 3,073.52 38.42 NON-EXEMPT
123 Cub Ctr & Hum Svc Div Mgr 28 11,067.28 132,807.33 5,107.97 63.85 EXEMPT
191 Deputy Chief/Fire Marshall 22 12,875.82 154,509.89 5,942.69 74.29 EXEMPT
9 Deputy City Attorney 36 9,032.00 108,383.97 4,168.61 52.11 EXEMPT
99 Deputy City Auditor 32 9,987.16 119,845.90 4,609.46 57.62 EXEMPT
71 Deputy City Clerk 51 6,175.47 74,105.62 2,850.22 35.63 EXEMPT
55 Deputy City Mgr Spec Proj 18 14,216.61 170,599.27 6,561.51 82.02 EXEMPT
52 Deputy Dir Adm Svcs 27 11,342.23 136,106.71 5,234.87 65.44 EXEMPT
75 Deputy Dir Pw Oprns 25 11,931.39 143,176.63 5,506.79 68.84 EXEMPT
159 Deputy Director Comm Svcs 31 10,249.60 122,995.23 4,730.59 59.13 EXEMPT
7 Deputy Director PCE/Chief Planning Off 25 11,931.39 143,176.63 5,506.79 68.84 EXEMPT
195 Deputy Director Technical Services Div 28 11,067.28 132,807.33 5,107.97 63.85 EXEMPT
20 Deputy Fire Chief 21 13,193.61 158,323.32 6,089.36 76.12 EXEMPT
60 Deputy Fire Chief 22 12,875.82 154,509.89 5,942.69 74.29 EXEMPT
1013 Development Center Manager 35 9,258.67 111,104.04 4,273.23 53.42 EXEMPT
City of PaloAlto
Management and Professional Compensation
Effective October 6, 2012 - 3% Increase to Control Point
Attachment A
Salary Schedule
Class No.
/Job Code Title
Grade
Code
Control
Point
Approx
Annual
Approx
Biwkly Hourly
FLSA
Status
City of PaloAlto
Management and Professional Compensation
Effective October 6, 2012 - 3% Increase to Control Point
1012 Development Services Director 25 11,931.52 143,178.24 5,506.86 68.84 EXEMPT
81 Dir Adm Svcs / Chief Financial Officer 15A 16,706.00 200,472.03 7,710.46 96.38 EXEMPT
72 Dir Comm Svcs 16 14,953.95 179,447.42 6,901.82 86.27 EXEMPT
133 Dir Human Resources 18 14,216.61 170,599.27 6,561.51 82.02 EXEMPT
128 Dir IT / Chief Information Officer 16 14,954.57 179,454.84 6,902.11 86.28 EXEMPT
131 Dir Libraries 21 13,193.61 158,323.32 6,089.36 76.12 EXEMPT
134 Dir Plan/Comm Envir 18 14,216.61 170,599.27 6,561.51 82.02 EXEMPT
135 Dir Pw/City Engr 16 14,953.95 179,447.42 6,901.82 86.27 EXEMPT
121 Dir Utilities 9 17,774.78 213,297.39 8,203.75 102.55 EXEMPT
2002 Division Head, Library Services 37 8,798.13 105,577.51 4,060.67 50.76 EXEMPT
1006 Division Manager, Recreations & Golf 26 11,626.09 139,513.13 5,365.89 67.07 EXEMPT
12 Emergency Svcs Coord 39 8,366.07 100,392.86 3,861.26 48.27 EXEMPT
2005 Emergency Services Director 61 11,828.52 141,942.24 5,459.32 68.24 EXEMPT
129 Engr Mgr - Electric 23 12,543.75 150,525.02 5,789.42 72.37 EXEMPT
120 Engr Mgr - WGW 23 12,543.75 150,525.02 5,789.42 72.37 EXEMPT
138 Executive Assistant 43 7,562.67 90,752.06 3,490.46 43.63 EXEMPT
1005 Executive Assistant to the City Manager 43 7,562.67 90,752.06 3,490.46 43.63 EXEMPT
139 Fire Chief 16 14,953.95 179,447.42 6,901.82 86.27 EXEMPT
127 Fleet Manager 34 9,501.54 114,018.53 4,385.33 54.82 EXEMPT
194 Golf & Parks Div Mgr 25 11,931.39 143,176.63 5,506.79 68.84 EXEMPT
163 Hearing Officer 43 7,562.67 90,752.06 3,490.46 43.63 EXEMPT
91 HR Business Analyst 37 8,798.13 105,577.51 4,060.67 50.76 EXEMPT
101 Human Resources Rep 49 6,495.05 77,940.55 2,997.71 37.47 EXEMPT
90 Landscape Architect/Park Planner 37 8,798.13 105,577.51 4,060.67 50.76 EXEMPT
69 Legal Services Administrator 40 8,157.19 97,886.26 3,764.86 47.06 EXEMPT
78 Library Services Manager 43 7,562.67 90,752.06 3,490.46 43.63 EXEMPT
171 Management Analyst 65 7,505.54 90,066.45 3,464.09 43.30 EXEMPT
167 Manager Employment 35 9,258.74 111,104.91 4,273.27 53.42 EXEMPT
21 Manager Energy Risk 22 12,875.82 154,509.89 5,942.69 74.29 EXEMPT
79 Mgr Accounting 32 9,987.16 119,845.90 4,609.46 57.62 EXEMPT
164 Mgr Comm Oper 31 10,249.60 122,995.23 4,730.59 59.13 EXEMPT
192 Mgr Comm Svc Fac 40 8,157.19 97,886.26 3,764.86 47.06 EXEMPT
84 Mgr Communications 38 8,576.74 102,920.85 3,958.49 49.48 EXEMPT
179 Mgr Cust Svc & Meter Reading 30 10,520.97 126,251.59 4,855.83 60.70 EXEMPT
63 Mgr Economic Development and Redevelopment 28 11,067.28 132,807.33 5,107.97 63.85 EXEMPT
185 Mgr Electric Oprns 27 11,342.23 136,106.71 5,234.87 65.44 EXEMPT
44 Mgr Emp Benefits 35 9,258.74 111,104.91 4,273.27 53.42 EXEMPT
45 Mgr Employee Relations 31 10,249.60 122,995.23 4,730.59 59.13 EXEMPT
93 Mgr Env Control Prog 36 9,032.00 108,383.97 4,168.61 52.11 EXEMPT
105 Mgr Fac Maint & Proj 32 9,987.16 119,845.90 4,609.46 57.62 EXEMPT
151 Mgr Human Res & Dev 35 9,258.74 111,104.91 4,273.27 53.42 EXEMPT
57 Mgr Inv Debt & Proj 31 10,249.60 122,995.23 4,730.59 59.13 EXEMPT
158 Mgr Lab Services 33 9,738.99 116,867.88 4,494.92 56.19 EXEMPT
175 Mgr Main Lib Svcs 34 9,501.54 114,018.53 4,385.33 54.82 EXEMPT
92 Mgr Maint Oper 35 9,258.74 111,104.91 4,273.27 53.42 EXEMPT
51 Mgr Planning 31 10,249.60 122,995.23 4,730.59 59.13 EXEMPT
95 Mgr Pur & Cntr Admin 32 9,987.16 119,845.90 4,609.46 57.62 EXEMPT
103 Mgr Real Property 31 10,249.60 122,995.23 4,730.59 59.13 EXEMPT
198 Mgr Risk & Benefits 31 10,249.60 122,995.23 4,730.59 59.13 EXEMPT
160 Mgr Solid Waste 31 10,249.60 122,995.23 4,730.59 59.13 EXEMPT
110 Mgr Tech Support 35 9,258.74 111,104.91 4,273.27 53.42 EXEMPT
87 Mgr Util Info Syst 34 9,501.54 114,018.53 4,385.33 54.82 EXEMPT
150 Mgr Util Mkt Svcs 30 10,520.97 126,251.59 4,855.83 60.70 EXEMPT
156 Mgr Util Oprns Wgw 29 10,774.49 129,293.88 4,972.84 62.16 EXEMPT
48 Mgr Util Telecomm 25 11,931.39 143,176.63 5,506.79 68.84 EXEMPT
178 Mgr Wqc Plant 23 12,543.75 150,525.02 5,789.42 72.37 EXEMPT
Class No.
/Job Code Title
Grade
Code
Control
Point
Approx
Annual
Approx
Biwkly Hourly
FLSA
Status
City of PaloAlto
Management and Professional Compensation
Effective October 6, 2012 - 3% Increase to Control Point
141 Mgr, Arts 41 7,955.44 95,465.30 3,671.74 45.90 EXEMPT
32 Mgr, IT 30 10,520.97 126,251.59 4,855.83 60.70 EXEMPT
2006 Mgr, IT Security 89 10,658.44 127,901.28 4,919.28 61.49 EXEMPT
1008 OES Coordinator 38 8,576.74 102,920.85 3,958.49 49.48 EXEMPT
172 Open Spc & Parks Div Mgr 78 11,104.77 133,257.24 5,125.28 64.07 EXEMPT
100 Performance Auditor 47 6,836.04 82,032.45 3,155.09 39.44 EXEMPT
147 Police Captain-Adv 23 12,543.75 150,525.02 5,789.42 72.37 EXEMPT
148 Police Chief-Adv 15 15,327.09 183,925.08 7,074.04 88.43 EXEMPT
149 Police Lieut-Adv 86 12,283.09 147,397.08 5,669.12 70.87 EXEMPT
77 Project Mgr Facilities 41 7,955.44 95,465.30 3,671.74 45.90 EXEMPT
2009 Project Mgr Trees 41 7,955.44 95,465.30 3,671.74 45.90 NON-EXEMPT
137 Rec & Yth Sc Div Mgr 26 11,626.09 139,513.13 5,365.89 67.07 EXEMPT
74 Safety Officer 43 7,562.67 90,752.06 3,490.46 43.63 EXEMPT
188 Senior Electrical Engineer 29 10,774.49 129,293.88 4,972.84 62.16 EXEMPT
157 Senior Human Resources Administrator 40 8,157.19 97,886.26 3,764.86 47.06 EXEMPT
14 Senior Management Analyst 35 9,258.74 111,104.91 4,273.27 53.42 EXEMPT
130 Senior Performance Auditor 39 8,366.07 100,392.86 3,861.26 48.27 EXEMPT
25 Senior Resources Planner 27 11,342.23 136,106.71 5,234.87 65.44 EXEMPT
117 Sr Accountant 39 8,366.07 100,392.86 3,861.26 48.27 EXEMPT
152 Sr Asst City Atty 20 13,520.33 162,243.91 6,240.15 78.00 EXEMPT
187 Sr Engineer 31 10,249.60 122,995.23 4,730.59 59.13 EXEMPT
199 Sr Financial Anlyst 39 8,366.07 100,392.86 3,861.26 48.27 EXEMPT
26 Sr Project Engineer 31 10,249.60 122,995.23 4,730.59 59.13 EXEMPT
53 Sr Project Manager 29 10,774.49 129,293.88 4,972.84 62.16 EXEMPT
64 Sr Resource Planner 29 10,774.49 129,293.88 4,972.84 62.16 EXEMPT
33 Sr Technologist 34 9,501.54 114,018.53 4,385.33 54.82 EXEMPT
13 Sr. Business Analyst 34 9,501.54 114,018.53 4,385.33 54.82 EXEMPT
11 Sr. Deputy City Attorney 32 9,987.16 119,845.90 4,609.46 57.62 EXEMPT
106 Sr. Executive Assistant 35 9,258.74 111,104.91 4,273.27 53.42 EXEMPT
70 Staff Asst To Cm 46 7,002.07 84,024.89 3,231.73 40.40 EXEMPT
27 Supervising Electric Project Engineer 34 9,501.54 114,018.53 4,385.33 54.82 EXEMPT
28 Supervising Project Engineer 36 9,032.00 108,383.97 4,168.61 52.11 EXEMPT
155 Supt Animal Services 40 8,157.19 97,886.26 3,764.86 47.06 EXEMPT
183 Supt Golf Course 34 9,501.54 114,018.53 4,385.33 54.82 NON-EXEMPT
173 Supt Parks 34 9,501.54 114,018.53 4,385.33 54.82 EXEMPT
165 Supt Pw Opns 31 10,249.60 122,995.23 4,730.59 59.13 EXEMPT
144 Supt Recreation 32 9,987.16 119,845.90 4,609.46 57.62 EXEMPT
43 Supv Animal Svcs 47 6,836.04 82,032.45 3,155.09 39.44 EXEMPT
85 Supv Bldg Inspection 39 8,366.07 100,392.86 3,861.26 48.27 EXEMPT
162 Supv Bldg Services 49 6,495.05 77,940.55 2,997.71 37.47 NON-EXEMPT
97 Supv Data Proc 36 7,869.75 94,436.95 3,632.19 45.40 NON-EXEMPT
47 Supv Elect Opns Prog 39 8,366.07 100,392.86 3,861.26 48.27 NON-EXEMPT
161 Supv Facil Mgt 40 8,157.19 97,886.26 3,764.86 47.06 EXEMPT
113 Supv Insp/Surv Pw 41 7,955.44 95,465.30 3,671.74 45.90 EXEMPT
22 Supv Open Space 42 7,767.98 93,215.78 3,585.22 44.82 EXEMPT
166 Supv Police Service 41 7,955.44 95,465.30 3,671.74 45.90 EXEMPT
174 Supv Public Works 40 8,157.19 97,886.26 3,764.86 47.06 NON-EXEMPT
58 Supv Rec Prog 42 7,767.98 93,215.78 3,585.22 44.82 EXEMPT
62 Supv Recycling Prog 48 6,659.29 79,911.48 3,073.52 38.42 EXEMPT
124 Supv Repro & Mail 51 6,175.47 74,105.62 2,850.22 35.63 EXEMPT
176 Supv Revenue Coll 47 6,836.04 82,032.45 3,155.09 39.44 EXEMPT
177 Supv Theatre Programs 43 7,562.67 90,752.06 3,490.46 43.63 EXEMPT
181 Supv Wqc Oper 37 8,798.13 105,577.51 4,060.67 50.76 EXEMPT
86 Urban Forester 35 9,258.74 111,104.91 4,273.27 53.42 EXEMPT
1011 Utilities Compliance Manager 29 10,774.49 129,293.88 4,972.84 62.16 EXEMPT
114 Utilities Supervisor 68 10,713.78 128,565.38 4,944.82 61.81 EXEMPT
Class No.
/Job Code Title
Grade
Code
Control
Point
Approx
Annual
Approx
Biwkly Hourly
FLSA
Status
City of PaloAlto
Management and Professional Compensation
Effective October 6, 2012 - 3% Increase to Control Point
184 Veterinarian 33 9,738.99 116,867.88 4,494.92 56.19 EXEMPT
146 Warehouse Supv 50 5,911.24 70,934.91 2,728.27 34.10 EXEMPT
39 Watershed Protection Manager 62 10,246.62 122,959.38 4,729.21 59.12 EXEMPT
Confidential Classifications
Class No.
/Job Code Title
Grade
Code
Control
Point
Approx
Annual
Approx
Biwkly Hourly
FLSA
Status
905 Human Rsrce Asst Cnf 82 5,741.63 68,899.58 2,649.98 33.13 NON-EXEMPT
903 Legal Sec-Conf 80 5,923.74 71,084.83 2,734.03 34.18 NON-EXEMPT
67 Secretary to City Attorney 67 7,191.33 86,295.91 3,319.07 41.49 NON-EXEMPT
1004 Senior Legal Secretary - Confidential 85 6,514.68 78,176.13 3,006.77 37.59 NON-EXEMPT
20
Attachment B
At-Will Positions
Management and Professional Unit
The intent of this provision under the Management/Professional Compensation Plan is to
designate classifications at the department head, assistant director, deputy director, and division
manager levels as at-will. The applicable Council Appointed Officer may designate newly
created positions at those levels not included on this list as at-will. Existing classifications that
shall be at-will include but are not limited to:
Department Heads- All departments
Assistant Directors- All departments
Deputy Directors- All departments
Division Managers
Administrative Services
Director, Administrative Services/Chief Financial Officer
Director, Office of Management & Budget
Assistant Director, Administrative Services
Chief Budget Officer
Manager, Accounting
Manager, Purchasing & Contract Administration
Manager, Real Property
City Attorney
Senior Assistant City Attorney
Assistant City Attorney
Sr. Deputy City Attorney
Deputy City Attorney
City Auditor
Deputy City Auditor
Sr. Performance Auditor
City Clerk
Assistant City Clerk
Deputy City Clerk
City Manager
Assistant City Manager/Chief Operating Officer
Deputy City Manager
Assistant to City Manager
Chief Communications Officer
Communications Manager
Manager, Economic Development
21
Community Services
Director, Community Services
Assistant Director, Community Services
Manager, Recreation & Golf
Manager, Open Space & Parks
Human Resources
Director of Human Resources/Chief People Officer
Assistant Director, Human Resources
Human Resources Manager
IT
Director, IT/Chief Information Officer
Information Technology Governance Manager
Information Technology Manager
Library
Director, Libraries
Assistant Director, Library Services
Division Head, Collection & Technical Services
Manager, Library Services
Planning & Community Environment
Director, Planning & Community Environment
Assistant Director, Planning & Community Environment
Division Manager, Advance Planning
Division Manager, Chief Building Official
Division Manager, Chief Planning Official
Division Manager, Chief Transportation Official
Division Manager, Development Services Director
Public Safety
Chief of Police/Director of Public Safety
Fire Chief /Assistant Public Safety Director
Assistant Police Chief
Emergency Services Director
Deputy Director – Technical Services Division (police department)
Deputy Fire Chief
Public Works
Director, Public Works/City Engineer
Assistant Director, Public Works – Environmental Services
Assistant Director, Public Works – Public Services
Assistant Director, Public Works – Engineering
Airport Manager
22
Water Quality Control Plant Manager
Utilities
Director, Utilities
Assistant Director Utilities Engineering*
Assistant Director Utilities Operations*
Assistant Director Utilities Customer Support Services*
Assistant Director Utilities/Resources Management*
Communications Manager*
Engineering Manager – Electric*
Engineering Manager –WGW*
Manager Customer Service & Meter Reading*
Manager Electric Operations*
Manager Utilities Mkt Services*
Manager Utilities Operations WGW*
Utilities Compliance Manager*
*Management positions up to and including Assistant Director in Utilities are represented
by UMPAPA and currently under negotiations
CITY OF PALO ALTO
COMPENSATION PLAN
Management and Professional Personnel
And Council Appointees
Effective: Pay period including July 1, 20102011 through June 30, 2013
through June 30, 2011 except where specifically noted
2
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 experience and performance. The normal working range
where most actual salaries will fall will be within + 510% 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, cCompetitive marketplace studies will be conducted as needed by surveying a
maximum of 12 14 mutually agreeable agencies organizations similar to Palo Alto in
3
number of employees, funding mechanisms, population and services provided.
These studies will focus on general salary trends for groups oftotal compensation for
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
research 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 tThe results of these studies may
indicate that , the entire pay grade structure may be adjusted, or that individual
positions may be reassigned to different pay grades, or that no change takes place.
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.
A department director may request that HR reevaluate a job or jobs in his or her
department based on significant and permanent changes in job content. In doing so
the director will supply needed information and will provide a position description
questionnaire as requested. The Chief People Officer will respond to such requests
within his or her discretion.
2. Compensation Adjustment Authorization. Each year, inIn consultation with
feedback received from the Management and Professional Compensation
Committee, the City Manager will may propose as part of the budget process for
Council approval of a compensation adjustment based (1) competitive market data,
(2) changes in internal position relationships, (3) the City’s ability to pay, and (4) a
recommendation received from the Chief People Officer. For fiscal year 2013 the
compensation adjustment to control point shall be 3% effective the pay period
including October 6, 2012. In addition, certain below-market positions will be
subject to equity adjustments at a future date based on Management Compensation
Study results and subject to Council approval.on recommendation received from the
4
Management/Professional Compensation Committee. For fiscal year 2010-2011 the
compensation adjustment to control point shall be 0%.
2.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.
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%20% 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:
5
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.
Recommendations shall be forwarded to department heads and to the Chief People
Officer or appropriate Council appointed officer.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 applicable
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 2520% 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."
6
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,
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
7
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.
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.
2.1. 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.
3.2. 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
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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 in the first period including October 6, 2012, April, 1, 2011, the City
and participating employees will contribute 10% of the premium cost for the
employee-selected plan and the City Shall contribute 90%, with a maximum City
contribution of 90% of the second highest plan. 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, 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)c) 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)d) 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
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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)e) PERS Choice Reimbursement Plan
Will be eliminated effective January 1, 2013. 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 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 onea final claim for the entire 2012plan 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.
4.3. Alternative Medical Benefit Program
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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 in the amount
of 90% of the average monthly premium for one party, which is $284.00. 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
The rates for 2011 are as follows:
One party: $301.00
Two parties: $602.00
Family: $783.00
5.4. 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, theThe City’s contribution for an employee hired
before January 1, 2004 who retires on or after March 30, 2011 shall be the
same contribution amount it makes from time to time for active City employees.
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
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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.
It is the intent of the City Manager and Management and Professional
Committee to have substantially the same health benefit as SEIU.
6.5. 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 hired or assigned to a part-time
schedule will be prorated in accordance with his/her percentage of a full-time
work schedule. 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
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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
Composite (tooth covered) fillings for posterior teeth
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.
7.6. 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).
8.7. Supplemental Life And AD&D Insurance
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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.
9.8. 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.
10.9. 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. Vision benefits for regular
part-Part time employees hired or assigned to a part-time schedule will be
prorated in accordance with his/her percentage of a full-time work schedule.
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
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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
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 Five Hundred dollars ($500)$1,500 per fiscal year. A
departmental training fund of One Thousand Dollars per employee ($1000) will be
established for subject matter, leadership or other training that the Department
Director identifies as a need for employees within the Department.
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
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b) Conference participation and travel expenses, which must occur within
the compensation plan period.
c) Educational programs, books and videos, and /tuition reimbursement
designed to . 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 the City’s mission or be
necessary to meet the educational requirements for qualification for
employment. 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.
e) 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 or promotion into a position covered by this Compensation Plan.
(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
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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 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.
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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.
3.2. 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.
4.3. Excess Benefit
This benefit is designed to meet the requirements of Section 125 of the Internal
Revenue Code with exception of Gym or Health Club Membership. 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
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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
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) Gym or Health Club Membership. Provides reimbursement for annual or
monthly memberships, including personal trainers. Reimbursement of this
expense is taxable to the employee.
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d)e) 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.
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.
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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 rRegular 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.
In 2012, the City will be transitioning this benefit from a fiscal to calendar year
basis for administrative purposes. Therefore, on July 1, 2012, employees will be
credited with forty (40) hours annual leave for the period of July 1 to December 31,
2012. Beginning in 2013 and each calendar year thereafter, employees will be
credited with 80 hours of management annual leave.
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
management leave for non-exempt employees in the management group, the City
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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.
e)e) Once each calendar year an employee Employees may are eligible to
cash out vacation accrual balances in excess of 80 hours. An employee
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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 and has followed the election procedures set forth in this section.
e)Employees must elect the number of vacation hours they will cash-out
during the next calendar year, up to the maximum of 120 hours. For the
20123 calendar vacation year, employees will make their election for vacation
hours to cash out no later than November 1, 2012. The election will apply
only to vacation hours that are accrued in the next calendar year and that
eligible for cash-out.
The election to cash-out vacation hours in each designated year will be
irrevocable. This means that employees who elect to cash-out vacation
hours must cash-out the number of accrued hours pre-designates on the
election form.
Employees who do not elect a cash-out amount by November 1 of the prior
calendar year will be deemed to have waived the right to cash out any leave
in the following tax year and will not be eligible to cash-out vacation hours in
the next tax year
Employees who elect cash-out amounts may request a cash-out at any time
in the designated tax year by submitting a cash-out form to payroll. Payroll
will complete the cash-out upon request, provided the requested cash-out
amount has accrued and is consistent with the amount the employee pre-
designated. If the full amount of hours designated for cash-out is not
available at the time of cash-out request, the maximum available will be paid.
For employees who have not requested cash-out of the elected amount by
November 1 of each year, Payroll will automatically cash-out the elected
amount in a paycheck issued on or after the payroll date including November
1.
4. Bereavement
Leave of absence with pay of three (3) 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.
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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 provideFor miscellaneous
employees hired on or after July 17, 2010, the City offers with the CalPERS
retirement formula two percent (2.0%) of final salary at age sixty (60).
For Safety members, the City currently offers the CalPERS “3% at 50” full formula
(Section 21362.2) benefit. Local Fire Safety members newly hired after 6/8/12 will
be placed in the 3%@55 formula. As soon as administratively possible, the City
intends to modify the Local Police Safety formula for new hires to 3%@55 formula.
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 currently pays
6% and of the employee's pays 2% of the 8% PERS employeeCalPERS share for
the 2.7% at @ 55, retirement benefit formula. 5% for employees under the
2%@60 formula, and the full employee share for those with public safety
formulas. 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.
a) For employees hired after the implementation of the 2%@60 retirement
formula pursuant to CMR 249:10, Beginning with the pay period including
October 6, 2012, employees under the 2.7%@55 retirement formula will
pay the full eight percent (8%) employee contribution. 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%).
b) Beginning with the pay period including October 6, 2012, employees
subject to the 2%@60 retirement formula shall pay the full seven percent
(7%) employee contribution.
b)c) Beginning with the pay period including October 6, 2012, Public Safety
employees will pay the full nine percent (9%) employee contribution.
3. Final Compensation. Final compensation for purposes of retirement shall be as
set forth in the City’s contract with CalPERS, including, when applicable, the
Government Code Section 20692: Optional Benefit. 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
5.4. 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.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. Employees who qualify may voluntarily elect one of the following commute
incentives for those using an eligible commute alternative on 60% or more of
their scheduled work days per month.
a) Public Transit and Vanpool. The City provides tax-free commute
incentives up to the current IRS limit, as may be amended from time to time,
(currently $125/month) are available through the Commuter Check Direct
(CCD) website for employees using Bay Area public transportation or riding
in a registered vanpool at least 60% of their scheduled work days.
Administration of the Commuter C heck direct benefit shall be the subject to
the rules and regulations of the third-part administer.
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b) Bicycle. The City will provide employees with a tax-able incentive of $20
per month to eligible employees who ride a bicycle to work.
c) Carpool. The City will provide with a taxable incentive o $30 per month to
each eligible employee in a carpool with two or more licensed drivers.
d) Walk. The City will provide employees with a taxable incentive of $20 per
month to eligible employees who walk to work.
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.
P.O. AT-WILL STATUS
Certain Management and Professional Positions are designated as having “at-will”
employment status. “At-will” positions are intended to be of a limited duration and
employees hired to fill these positions shall have no constitutionally protected property
or other interest in their employment with the City. Notwithstanding any provision in the
Merit System Rules and Regulations or any other City rule, policy or procedure, at-will
employees have no right to continued employment or pre-or post-disciplinary due
process and work at the will and pleasure of the hiring authority (City Council, City
Manager or Council-Appointed Officer). Work for an at-will employee may be eliminated
and/or the employee may be terminated, or asked to resign, at any time, with or without
cause, upon notice to that employee, and the employee may resign at any time upon
written notice to the hiring authority.
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1. At-will Management & Professional positions.
Department heads hired after July 1, 2004 and prior to the date of adoption of this
plan were hired as at-will employees whose terms of employment are specified by
an employment contract that includes a severance package.
Effective on the date of adoption of this plan, new employees hired or promoted to
department head, assistant department director, and all other positions listed on
Attachment B shall be at-will employees.
At-will employees will be eligible for, and shall receive, all regular benefits (i.e.,
health insurance, PERS contribution to the extent paid by City, etc.) and vacation,
sick leave, and management leave as are generally provided to management
employees and described in this compensation plan, as amended from time to time.
At-will employees who are terminated or asked to resign shall, upon execution of a
release of all claims against the City, be eligible for a severance payment equivalent
to four (4) weeks of salary and benefits, increasing after completion of the first full
year of service by one week for every completed year of service, up to a maximum
of 12 weeks. For example, an at-will employee who has completed six (6) years of
service would be eligible to receive ten (10) weeks of severance (4weeks plus 1
week for each year of service). No severance shall be paid if the employee is
terminated for serious misconduct involving abuse of his or her office or position,
including but not limited to waste, fraud, violation of the law under color of authority,
misappropriation of public resources, violence, harassment or discrimination. If the
employee is later convicted of a crime involving such abuse of his or her position the
employee shall fully reimburse the City as set forth in Government Code section
53243.3.
1.2. Provisional employees.
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.
2.3. Management fellows.
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
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exempt, but may 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.
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.P. 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.Q. 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.
S.R. MEAL ALLOWANCE
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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.
S. 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.T. 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.
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Attachment A
Salary Schedule
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Attachment B
At-Will Positions
Management and Professional Unit
The intent of this provision under the Management/Professional Compensation Plan is to
designate classifications at the department head, assistant director, deputy director, and division
manager levels as at-will. The applicable Council Appointed Officer may designate newly
created positions at those levels not included on this list as at-will. Existing classifications that
shall be at-will include but are not limited to:
Department Heads- All departments
Assistant Directors- All departments
Deputy Directors- All departments
Division Managers
Administrative Services
Director, Administrative Services/Chief Financial Officer
Director, Office of Management & Budget
Assistant Director, Administrative Services
Chief Budget Officer
Manager, Accounting
Manager, Purchasing & Contract Administration
Manager, Real Property
City Attorney
Senior Assistant City Attorney
Assistant City Attorney
Sr. Deputy City Attorney
Deputy City Attorney
City Auditor
Deputy City Auditor
Sr. Performance Auditor
City Clerk
Assistant City Clerk
Deputy City Clerk
City Manager
Assistant City Manager/Chief Operating Officer
Deputy City Manager
Assistant to City Manager
Chief Communications Officer
Communications Manager
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Manager, Economic Development
Community Services
Director, Community Services
Assistant Director, Community Services
Manager, Recreation & Golf
Manager, Open Space & Parks
Human Resources
Director of Human Resources/Chief People Officer
Assistant Director, Human Resources
Human Resources Manager
IT
Director, IT/Chief Information Officer
Information Technology Governance Manager
Information Technology Manager
Library
Director, Libraries
Assistant Director, Library Services
Division Head, Collection & Technical Services
Manager, Library Services
Planning & Community Environment
Director, Planning & Community Environment
Assistant Director, Planning & Community Environment
Division Manager, Advance Planning
Division Manager, Chief Building Official
Division Manager, Chief Planning Official
Division Manager, Chief Transportation Official
Division Manager, Development Services Director
Public Safety
Chief of Police/Director of Public Safety
Fire Chief /Assistant Public Safety Director
Assistant Police Chief
Emergency Services Director
Deputy Director – Technical Services Division (police department)
Deputy Fire Chief
Public Works
Director, Public Works/City Engineer
Assistant Director, Public Works – Environmental Services
Assistant Director, Public Works – Public Services
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Assistant Director, Public Works – Engineering
Airport Manager
Water Quality Control Plant Manager
Utilities
Director, Utilities
Assistant Director Utilities Engineering*
Assistant Director Utilities Operations*
Assistant Director Utilities Customer Support Services*
Assistant Director Utilities/Resources Management*
Communications Manager*
Engineering Manager – Electric*
Engineering Manager –WGW*
Manager Customer Service & Meter Reading*
Manager Electric Operations*
Manager Utilities Mkt Services*
Manager Utilities Operations WGW*
Utilities Compliance Manager*
*Management positions up to and including Assistant Director in Utilities are represented
by UMPAPA and currently under negotiations