HomeMy WebLinkAbout2002-02-04 City Council (5)City of Palo Alto
City Manager’s Report
3
TO:HONORABLE CITY COUNCIL
FROM:CITY MANAGER DEPARTMENT:HUMAN RESOURCES
DATE:
SUBJECT:
FEBRUARY 4, 2002 CMR: 134:02
APPROVAL OF RESOLUTION AMENDING SECTION 1801 OF
THE MERIT SYSTEM RULES AND REGULATIONS REGARDING
THE MEMORANDUM OF AGREEMENT BETWEEN THE CITY
OF PALO ALTO AND THE PALO ALTO FIRE CHIEFS’
ASSOCATION, AND RESOLUTION ADOPTING COMPENSATION
PLAN FOR FIRE CHIEFS’ ASSOCIATION MANAGEMENT
PERSONNEL
RECOMMENDATION
Staff recommends that Council:
1. Approve the attached resolution amending Section 1801 of the Merit System Rules
and Regulations regarding the Memorandum of Agreement between the City of Palo
Alto and the Fire Chiefs’ Association management personnel.
2. Adopt a Compensation Plan for the Fire Chiefs’Association management personnel
effective for the pay periods including July 1, 2000 through June 30, 2003.
BACKGROUND
The City’s agreement with the Fire Chiefs’ Association management personnel which
represents six fire management positions expired on June 30, 2000. During the last
several months, City staff members and members of the Fire Chiefs’ Association
management personnel have been negotiating a new contract and have reached a tentative
agreement.
DISCUSSION
The agreement closely tracks the provisions of the Memorandum of Agreement with the
International Association of Fire Fighters (IAFF, Local 1319), including the provision for
the Public Employees’ Retirement System (PERS) benefit, known as the "3% at 50" full
formula (Section 21362.2) for safety members. The new Memorandum of Agreement
and Compensation Plan for the Fire Chiefs’ Association provides for salary range
adjustments of 5% effective July 01, 2000, 2% effective January 1, 2001, 5% July 1,
CMR: 134:02 Page 1 of 1
2001 and 5% July 1, 2002 as well as adjustments to EMT differentials and minimal
benefit changes as stated in the agreement as attached.
RESOURCE IMPACT
The costs for the proposed Fire Chief’s Compensation Plan control point increases are
$45,366 (effective July 1, 2000), $9,527 (effective January 1, 2001), $48,111 (effective
July ~, 2001), and $50,516 (effective July 1, 2002). The 2001-02 Adopted Budget
includes full funding in the General Fund salary contingency for the amounts to be paid
in the current fiscal year.
As estimated by CalPERS, the annual costs of the 3% at 50 benefit is approximately 12%
of Fire Chiefs salary expense or $121,239. The 2001-02 Adopted Budget includes full
funding of this benefit, as the current employer PERS contribution rate is below the
amount budgeted. Future year funding of this benefit may be required if the employer
PERS contribution rate increases above the budget level.Other compensation plan
changes are cost neutral.
POLICY IMPLICATIONS
This recommendation does not represent any change to existing City policies.
ENVIRONMENTAL REVIEW
This is not a project under the California Environmental Quality Act (CEQA).
ATTACHMENTS
1. Resolution of the Council of the City of Palo Alto Amending Section 1801 of the
Merit System Rules and Regulations Regarding the Memorandum of Agreement
Between the City of Palo Alto and the Palo Alto Fire Chiefs’ Association
2.Resolution of the Council of the City of Palo Alto Adopting a Compensation Plan for
Palo Alto Fire Chiefs’ Association management personnel.
PREPARED BY:
APPROVED BY:
Helen Del Grosso, Manager Employee Relations & Compensation
JAY NDS
Director of Human Resources
CITY MANAGER APPROVAL:
EMILY HARRISON
Assistant City Manager
Page 2 of 2CMR: 134:02
RESOLUTION NO.
RESOLUTION OF THE COUNCIL OF THE CITY OF PALO
ALTO AMENDING SECTION 1801 OF THE MERIT SYSTEM
RULES AND REGULATIONS REGARDING THE MEMORANDUM
OF AGREEMENT BETWEEN THE CITY OF PALO ALTO AND
THE PALO ALTO FIRE CHIEFS’ ASSOCIATION
The Council of the City of Palo Alto does RESOLVE as
follows:
SECTION i. Section 1801 of the Merit System Rules and
Regulations is hereby amended, to read as follows:
"1801. Memorandum of agreement incorporated by
reference. That certain Memorandum of Agreement
by and between the City of Palo Alto and the
Palo Alto Fire Chiefs’ Association, consisting
of Preamble and Articles I through XX, being 8
(eight) pages in length, for a term commencing
July i, 2000, ~and expiring June 30, 2003, is
hereby incorporated into these Merit System
Rules and Regulations by reference as though
fully set forth herein. Said memorandum shall
apply to all employees in classifications
represented by said Palo Alto Fire Chiefs’
Association, except where specifically provided
otherwise herein.
In the case of conflict with this chapter and
any other provisions of the Merit System Rules
and Regulations, this chapter will prevail over
such other provisions as to employees
represented by said Palo Alto Fire Chiefs’
Association."
SECTION 2. The changes provided for in this resolution
sha!l not affect any right established or accrued, or any
offense or act committed, or any penalty of forfeiture incurred,
or any prosecution, suit, or proceeding pending or any judgment
rendered prior to the effective date of this resolution.
//
//
020129 cl 8120254 ’1
SECTION 3. The Council finds that this is not a
project under the California Environmental Quality Act and,
therefore, no environmental impact assessment is necessary.
INTRODUCED AND PASSED:
AYES:
NOES:
ABSENT:
ABSTENTIONS:
ATTEST:
City Clerk
APPROVED AS TO FORM:
Mayor
APPROVED:
Senior Asst. City Attorney City Manager
Director of Human Resources
Director of Administrative
Services
Fire Chief
020129 cl 8120254 2 <i
MEMORANDUM OF AGREEMENT
CITY OF PALO ALTO AND PALO ALTO FIRE CHIEFS’ ASSOCIATION
July, ~000 throuqh June, 201~3
PREAMBLE
This Memorandum of Agreement between the City of Palo Alto, hereinafter referred to as the "City", and
the Palo Alto Fire Chiefs’ Association, hereinafter referred as the "Association", has been prepared and
entered into in accordance with Title I, Division 4, Chapter 10, Sections 3500-3510 of the California
Government Code and Chapter 12 of the City of Palo Alto Merit System Rules and Regulations.
ARTICLE I - RECOGNITION
Section 1. The City recognizes the Association as the exclusive representative of an employee group
consisting solely of the classifications of Battalion Chief--56 Hour Assignment, Battalion Chief---40 Hour
Assignment, Fire Marshal (~_~i~~til."~une:~30;200!) and Chief Officer-Emergency ,M~d!c~l
Operations, who are regularly employed by the City.
ARTICLE II - NO DISCRIMINATION
Section 1. The Association and the City hereby agree that there shall be no discrimination because of
race, color, age, handicap, sex, national origin, sexual orientation, political or religious affiliation under
this Agreement. There shall be no discrimination in employment conditions or treatment of employees on
the basis of membership or nonmembership in the Association, or participation in the lawful activities of
the Association.
Section 2. The Association and the City hereby agree to protect the rights of all employees to exercise
their free choice to join the Association and to abide by the express provisions of applicable State and
local laws.
ARTICLE III - PAYROLL DEDUCTIONS
Section 1. The City shall deduct Association membership dues and other mutually agreed upon payroll
deductions from the bi-weekly pay of member employees. The dues deduction must be authorized in
writing by the employee on an authorization card acceptable to the Association and the City. The City
shall remit the deducted dues to the Association as soon as possible after deduction.
ARTICLE IV - NO STRIKES
Section 1. The Association, its representatives, or members, shall not engage in or cause,
instigate, encourage, sanction, or condone a strike, withholding of services, leave of
absence abuse, work stoppage or work slowdown of any kind against the City of Palo Alto
or its citizens by employees covered under this Agreement. No employee shall refuse to
cross any picket line in the conduct of Fire Department business, nor shall the Association,
its representatives or members discriminate in any way toward anyone who refuses to
participate in a strike, or any of the job actions cited above.
ARTICLE V - SALARY PROVISIONS
Section 1. Salary Range Adjustments.
a. #ffect!ye-wlth.;,t.he-~pay. per~od:!,ncludln, g.3uly:~;.1.i _20,Qo,~.a~.Syo
d,,~-~.:E,ffect~ve w~th,the .pay period.: nc ud~ngduly:l;2OO2,’:a.-SYo’~ncrease~w~llbeapphe~,to.the
e.During the term of this agreement a 16% differential will be maintained between E-step
Captain and Battalion Chief--56 Hour Assignment control point.
Section 2. EMT Differential.
Effective beginning with the pay period including January 1, 1999, employees in represented
classifications who maintain EMT certification will receive a 2% differential in addition to their base salary.
~he:;~,d_!~fei, ential:,w~ll~:~ncreasel fro ,re:2 ’~ ~to 2,.5~ yo e~fect~ve w~th ,,the~paypenod :~c udln.g ,-J U~I~I,,! ;~"~200~!~i and
2
ARTICLE Vl - HOLIDAYS
Section 1. 56-Hour Work Week Assiqnments.
Employees assigned to a 56-hour work week schedule will receive 5.75 hours straight time regular pay
per pay period in lieu of holidays to a maximum payment of 149.5 hours per year.
Section 2. 40-Hour Work Week Assiqnments.
Employees assigned to a 40-hour work week schedule will receive paid holidays in accordance with
Sections 517 and 518 of the Merit System Rules and Regulations.
ARTICLE VII - VACATION ACCRUAL
Vacation will be accrued when an employee is in a pay status and will be credited on a bi-weekly basis.
Such accrual balance and credit may not exceed three times the annual rate of accrual. Accrual rates
are by work week assignments as indicated in Section 1 and Section 2 below. Such accrual rate~ ar~
~,,~.,.,~,v~.. ~,,~,, ~,,~ r.,~.~.] rJ~=,v~ ,,,~,~.~.~ ~,y ,~ ,~ .
Section 1. 56-Hour Work Week Assiqnments.
Employees assigned to a 56-hour work week schedule (24-hour shift) will accrue vacation at the following
rate for continuous service performed in a pay status.
a.For employees completing less than four years continuous service, the accrual rate shall be five duty
shifts per year.
b.For employees completing four, but less than nine years continuous service, the accrual rate shall be
eight duty shifts per year.
c.For employees completing nine, but less than 14 years continuous service, the accrual rate shall be
10 duty shifts per year.
d.For employees completing 14, but less than 19 years continuous service, the accrual rate shall be 11
duty shifts per year.
e.For employees completing 19 or more years continuous service, the accrual rate shall be 12 duty
shifts per year.
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Section 2. 40-Hour Work Week Assiqnments.
Personnel assigned to a 40-hour work week schedule will accrue vacation
continuous service performed in a pay status.
a.
at the following rate for
For employees completing less than four years continuous service, the accrual rate shall be 80 hours
per year.
b. For employees completing four, but less than nine years continuous service, the accrual rate shall be
120 hours per year.
c. For employees completing nine, but less than 14 years continuous service, the accrual rate shall be
160 hours per year.
For employees completing 14, but less than 19 years continuous service, the accrual rate shall be
180 hours vacation leave per year.
For employees completing nineteen or more years continuous service, the accrual rate shall be 200
hours vacation leave per year.
ARTICLE I~ - OVERTIME COMPENSATION FOR BATTALION CHIEF CLASSIFICATIONS
Employees in the FLSA exempt Battalion Chief classification~ will be paid overtime at the rate of time
and one-half for hours authorized and worked in excess of the work week schedule (56 hours or 40 hours
as scheduled). Shift personnel ass!gned to overtime relief duty in addition to their regular 56-hour shift
schedule shall receive Overtime compensation at a rate of one and one-half times the employee’s basic
56-hour rate for all hours of the relief duty shift. Required off-duty training will be compensated at the
rate of one and one-half times the basic 40-hour rate, and emergency callback will be compensated at
the rate of one and one-half times the basic 40-hour rate to a maximum of eight hours, and at a rate of
one and one-half times the basic 56-hour rate for those hours in excess of eight hours. All overtime
hours must be pre-authorized by the Fire Chief or designee.
future ....... I of
!
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ARTICLE X - MANAGEMENT ANNUAL LEAVE--CHIEF OFFICER EMERGENCYOPERATIONS~
AND FIRE MARSHAL
,,~t the be g ~nn~n g of each fiscal y ear e!~,g,_~..~,~ble em p Io yees w~ll be credited w=th
81~ hours of annual leave which may be taken as paid time off, added to vacation accrual (subject to
vacation accrual limitations), taken as cash or taken as deferred compensation. When t!mo off 18 t~k~n
~ Entitlement un~r t~is provision ~ill ~ r~u~ on ~ promt~ ~sis for p~-tim~ status, or
~or~ing to t~ number of months in p~i~ status ~uring t~ fiso~l y~r. Unus~ ~l~n~s ~s of t~ ~n~
of t~ fiscal ~r will ~
employee. ~#~tr~d~l~Ve.a~crUa~ !~’.be~dis~qonti,~-~f~~:t~e’ ~jr~M~aE~ai ~dl~ssifi,~~
ARTICLE Xl - PROFESSIONAL DEVELOPMENT- REIMBURSEMENT
Reimbursement for authorized self-improvement activities may be granted each management employee
up to a maximum of $1,500 per fiscal year. The following items are eligible for reimbursement:
Civic and professional association memberships
Conference participation and travel expenses
Educational programs/tuition reimbursement. The education must maintain or improve the
employee’s skills in performing his or her job, or be necessary to meet the express requirements of
the City or the requirements of applicable law. The education to which the reimbursement relates
must not be part of a program qualifying the employees for another trade or business; or be
necessary to meet the minimum educational requirements for qualification for employment.
Permissible educational expenses are refresher courses, courses dealing with current
developments, academic or vocational courses, as well as the travel expenses associated with the
courses.
eo
Professional and trade journal subscriptions.
S’~ .,ect~tod.n.terna! Reve~lue ~Serwce.,r.egulati0ns .and w~t the.~wr~tte ’pres.£npt~o ~fi~a.~med~c~l
d~gto~:~?~.a?e~ !# e’e’.ma.’.--.be~ire~ml~ursed .for;a.- ersonal~.i3ealth~
P~u[chase of job related computer software and hardware,
5
ARTICLE Xll - EXCESS BENEFIT REIMBURSEMENT
Reimbursement for approved excess benefit expenses will be granted up to a maximum of $2,500 per
fiscal year each for management and confidential employees and shall include the following benefit
items:
a. Life insurance premiums for City-sponsored plans, subject to federal and state tax limitations.
Excess medical/dental expenses for employee and dependents, which are not covered by
existing City-sponsored plans.
Excess professional development items, which are otherwise approved, to the extent they are
not paid or reimbursed under any other plan of the City.
do 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.
ARTICLE Xlll - PHYSICAL EXAMS
Physical fitness medical examinations for all represented employees will be provided in accordance
with the Fire Department Physical Fitness Program General Order
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A, RTICI~E ~,XVI,~~- ,ACTIVE EMPLOYEE DOMESTIC PARTNERS
ARTICLE,XvIi : CITY OPTIONS
ARTICLE xVIil - RESIDENCY
For purposes of emergency response availability, represented employees shall live within 90 miles travel
distance of the city limits of Palo Alto. This provision shall not apply to represented employees
appointed to the Battalion Chief classification prior to 1990.
ARTICLE XlX - FULL UNDERSTANDING
Section 1. The Memorandum of Agreement contains the full and entire understanding of the parties
regarding the matters set forth herein.
Section 2. Severability. Should any of the provision herein contained be rendered or declared invalid
by reason of any State or Federal legislation, or by ruling of any court of competent jurisdiction, such
invalidation of such part or portion of this Memorandum of Agreement shall not invalidate the remaining
portions hereof, and they shall remain in full force and effect, insofar as such remaining portions are
severable.
Section 3. It is the intent of the parties that ordinances, resolutions, rules and regulations enacted
pursuant to this Memorandum of Agreement be administered and observed in good faith.
Section 4. Nothing in this Memorandum of Agreement shall preclude the parties from mutually agreeing
to meet and confer on any subject with the scope of representation during the term of this agreement.
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ARTICLE XX - DURATION
This Memorandum of Agreement shall become effective July 1, ~i0,0,0~ and remain in effect until June 30,
200~.
EXECUTED:
FOR:
PALO ALTO FIRE CHIEFS’ ASSOCIATION
FOR:
CITY OF PALO ALTO
s/Tony Spitaleri s/Jay Rounds
s/Donald Dudak s/Ruben Grijalva
s/George McDonald
s/Dan Lindsey
RESOLUTION NO.
RESOLUTION OF THE COUNCIL OF THE CITY OF PALO
ALTO ADOPTING A COMPENSATION PLAN FOR PALO ALTO
FIRE CHIEFS’ASSOCIATION MANAGEMENT PERSONNEL
AND RESCINDING RESOLUTION NO. 8011
The Council of the City of Palo Alto does RESOLVE as
follows:
SECTION I. Pursuant to the provisions of Section 12 of
Article III of the Charter of the City of Palo Alto, the
Compensation Plan, as set forth in° Exhibit "A" attached hereto
and made a part hereof by reference, is hereby adopted for the
Palo Alto Fire Chiefs’ Association management personnel
effective retroactively to the pay period including
July i, 2000, through June 30, 2003.
SECTION 2. The Compensation Plan adopted herein shall
be administered by the City Manager in accordance with the Merit
System Rules and Regulations.
SECTION 3. The Compensation Plan shall continue in
effect until amended or revoked by the Council.
SECTION 4. The Director of Administrative Services
hereby is authorized to implement the Compensation Plan adopted
herein in the preparation of forthcoming payrolls.
II
II
II
II
II
II
II
SECTION 5.Resolution No. 8011 is hereby rescinded.
020128 cl 8120253
SECTION 6.
under the California Environmental Quality Act
no environmental impact assessment is necessary.
INTRODUCED AND PASSED:
AYES:
NOES:
ABSENT:
ABSTENTIONS:
ATTEST:
The Council finds that this is not a project
and, therefore,
City Clerk
APPROVED AS TO FORM:
Mayor
APPROVED:
Senior Asst. City Attorney City Manager
Director of Human Resources
Director of Administrative
Services
Fire Chief
020128 cl 8120253 2
CITY OF PALO ALTO
COMPENSATION PLAN
Fire Chiefs Association
Manaqement Personnel
Effective:Pay period including July 1, -1-999 2000
through June 30, 2~00 2003
COMPENSATION PLAN FOR THE CITY OF PALO ALTO
Fire Chiefs Association Mana.qement Personnel
SECTION I. COMPENSATION
This section applies to all regular Fire Chief Association management classifications
including Battalion Chief, Chief Officer-Emergency Operations and Fire Marshall (only until
June 30, 2001).
A.Mana.qement Compensation Policy
The City’s policy for Management 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 City Manager based
on (1) performance factors including achievement of predetermined objectives; (2)
pay structure adjustments; and (3) City financial conditions.
B.Basic Plan Elements
Structure. The compensation plan includes a pay grade structure for each
classification. Each classification assigned to a pay grade will receive compensation
which is no less than 25% below the control point and no more than -I-,=5-% 20% above
the control point. Actual salary within the range is determined by performance. The
normal working range within which most actual salaries will fall will be within + 5% of
the control point.
As needed, the entire pay grade structure may be adjusted or individual
classifications may be reassigned to different pay grades. Such adjustments will only
affect the salary administration framework. No individual salaries will be
automatically changed because of structural adjustments.
Fixed and Variable Compensation. Management compensation includes fixed bi-
weekly salary and Variable Management Compensation (VMC). Fixed bi-weekly
salary is paid on a continuing basis. Variable Management Compensation is a one-
time cash award in an amount not to exceed ~ 20% of the position control point.
On a fiscal year basis, the sum of both compensation components must fall within
pay grade limits of no less than 25% below the control point and no more than -14=5%
20% above the control point.
Fixed salary increases may be earned in accordance with administrative guidelines
based on growth within the position and performance which meets or exceeds
position standards. In addition, employees may earn Variable Management
Compensation by meeting or exceeding objectives established under the annual
performance planning and appraisal system. Variable Management Compensation
requalification is necessary for each appraisal period.
Compensation Adjustment Authorization. Each year the. City Manager will propose
for Council approval a compensation adjustment authorization which will include
amounts sufficient to implement base pay increases and Variable Management
Compensation.
SalaryRan.qe Adiustments.
a.Effective with the pay period including July 1, 2000, a 5% increase will be
applied to the control points of all represented classes. ,
bo Effective with the pay period including January 1,2001, a 2% increase will be
applied to the control points of all represented classes. .
c.Effective with
applied to the
d.Effective with
applied to the
the pay period including July 1, 2001, a 5% increase will be
control points of all represented classes. ’ ~
the pay period including July 1, 2002, a 5% increase will be
control points of all represented classes.
e.During the term of this agreement a 16% differential will be maintained between
E-step Captain and Battalion Chief-56 Hour Assignment control point. ’
Performance Planninq and Appraisal. Performance planning and appraisal will be
conducted at least annually by the Fire Chief prior to reviewing individual employee
fixed and variable compensation. This process includes both review of previous
performance plan and preparation of the performance plan for the next planning
period (usually the fiscal year). Performance plans are jointly prepared by the
employee and supervisor with the concurrence of the Fire Chief. The performance
plans shall contain measurable objectives which place special emphasis on position
description duties or specific assignments. Progress toward meeting objectives shall
be monitored periodically. At the conclusion of the fiscal year (or review period),
supervisors shall make a final determination of general performance and
performance plan achievement. Such determinations and recommendations shall be
forwarded to the Fire Chief who will then determine individual fixed and variable.
compensation adjustments according to the provisions of the compensation plan.
C.Mana.qement Compensation Adiustment Authorization
The City Manager is authorized to pay salaries in accordance with this plan to
management employees in an amount not to exceed the aggregate of approved
positions budgeted at the control points indicated in the attached Tables. In
addition, for each fiscal year the City Manager is authorized up to 3% of the
management salary and benefit budget for the fiscal year, plus unused Variable
Management Compensation funds from the previous fiscal year to apply toward
Variable Management Compensation for individual management employees
who qualify under the provisions of this Compensation Plan.
Individual management fixed and variable compensation authorized by the City
Manager under this Compensation Plan may not be less than 25% below nor
more than 4-,=5% 20% above the control point for the individual position grades
authorized in the Tab of this plan.
The City Manager is authorized to establish such administrative rules as are
necessary to implement this Compensation Plan subject to the limitations of the
approved compensation adjustment authorization and the approved grade and
control point structure.
In the event a downward adjustment of a position grade assignment indicates a
reduction in the established salary of an individual employee, the City Manager
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 covered classifications as specifically 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
~,~.,v~ ~,,,,~,~,~.~.,~,, .,~ ,~ ~ ~,,~ ,~,~..,~,~ ~,.~ vv~,,~,, ~,v~, v, .,,~
*;~ P!~n, Employees in the FLSA exempt Battalion Chief classifications
will be paid overtime at the rate of time and one-half for hours authorized and worked
in excess of the work week schedule (56 hours or 40 hours as scheduled). Shift
personnel assigned to overtime relief duty in addition to their regular 56-hour shift
schedule shall receive ove~ime compensation at a rate of one and one-half times the
4
employee’s basic 56-hour rate for all hours of the relief duty shift. Required off-duty
training will be compensated at the rate of one and one-half times the basic 40-hour
rate, and emergency callback will be compensated at the rate of one and one-half
times the basic 40-hour rate to a maximum of eight hours, and at a rate of one and
one-half times the basic 56-hour rate for those hours in excess of eight hours. All
overtime hours must be pre-authorized by the Fire Chief or designee.
Holidays
Employees assigned to a 56-hour work week schedule will receive 5.75 hours straight
time regular pay per pay period in lieu of holidays to a maximum payment of 149.5
hours per year.
Employees assigned to a 40-hour work week schedule will receive paid holidays in
accordance with Sections 517 and 518 of the Merit System Rules and Regulations.
EMT Differential
Effective beginning with the pay period including January 1, 1999, employees in
represented classifications who maintain EMT certification will receive a 2% differential
in addition to their base salary. The differential will increase from 2% to 2.5% effective
with the pay period including July 1,2001, and from 2.5%to 3% effective with the pay
period including July 1,2002,
D. Uniform Purchase Plan
Uniforms including cleaning will be provided with replacement provisions on an as-
needed basis in conformance with department policy.
E. Group Insurance
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, life insurance
and long term disability plans if these benefits are elected.
1. Health Plan
The City shall pay all premium payments on behalf of employees and
dependents who are eligible for the employee-selected Public Employees’
Medical and Hospital Care Act (PEMHCA) optional plan.
a) Retiree Medical Provisions
1)Monthly City-paid premium contributions for a retiree-selected PEMHCA
optional plan will be made as provided under the Public Employees’
Medical and Hospital Care Act.
b)Active Employee Domestic Partners
Effective July 1,2001, active employee 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 m,,er-age
maximum monthly premium cost of individual coverage under the
PEMHCA health plans. Evidence of premium payment will be required
with request for reimbursement.
2. Dental Plan
a)The City shall pay covered plan charges on behalf of all eligible employees
and dependents. The maximum benefits per calendar year shall be
$2,000. In addition, the City will provide 50% of "usual, customary-and
reasonable" charges up to $1,500 lifetime maximum for orthodontic
benefits. Effective July 1,2001, dental implants in.conjunction with-one or
more missing natural teeth, and removal of implants will be covered as a
Major Dental Service at 50% usual, customaryand reasonable (UCR.)
b)Dependents will include domestic partners, as defined under Section E. 1.
b). Active Employee Domestic Partners.
3. Basic Life Insurance
The City shall provide a basic life and AD & D insurance plan in an amount
equal to the employee’s annual basic compensation (rounded to the next
highest $1,000).
4. Lon.q Term Disability Insurance
The City shall provide long term disability insurance with a benefit of 2/3
monthly salary to a maximum of $6,000. Premiums for salaries between $6,000
and $9,000 per month are paid by the employee.
5.Vision Care
a)The City shall provide vision care coverage for employee and dependents.
Coverage is equivalent to the $20 deductible Vision Services Plan A.
b)Dependents will include domestic partners, as defined under Section E. 1.
b). Active Employee Domestic Partners.
6.City Options
At City’option during the life of this agreement and if otherw!se aya!!able: _
¯Pursuant to a PERS contract amendment, the. City.~may i.mplement a
retiree medical vesting schedule for new employees hired after the
effective date of the PERS contract amen,dment. . .- " ~
¯The City may offer, on a voluntary basis, an incentive in lieu of City-paid
dependent or family medical coverage. ~
F.Mana.qement Benefit Pro,qram
Specified amounts under this program will be applied on a pro rata basis for
employees who are part time or in a management pay status for less than the full
fiscal year.
1.Professional Development- Reimbursement
Reimbursement for authorized self-improvement activities may be granted each
management employee up to a maximum of $1,500 per fiscal year. The
following items are eligible for reimbursement:
a.Civic and professional association memberships
b.Conference participation and travel expenses
Educational programs/tuition reimbursement. The education must maintain
or improve the employee’s skills in performing his or her job, or be
necessary to meet the express requirements of the City or the
requirements of applicable law. The education to which the reimbursement
relates must not be part of a program qualifying the employees for another
trade or business; or be necessary to meet the minimum educational
requirements for qualification for employment. Permissible educational
expenses are refresher courses, courses dealing with current
developments, academic or vocational courses, as well as the travel
expenses associated with the courses.
d. Professional and trade journal subscriptions.
eo Subject to Internal Revenue Service regulations and with the written
prescription of a medical doctor, an employee may be reimbursed for a
personal health program as treatment for a diagnosed injury or illness.
Purchase of job related computer software and hardware, internet access,
telecommunications equipment and home office equipment/furniture.
Reimbursement for any of these expenses is taxable to the employee.
f.g.Physician-Prescribed Personal Health Program as indicated under 3b of
this section.
2.Professional Development Leave
Authorized paid leaves of absence for up to one year will be granted in accordance
with the following requirements:
a.Eligibility is subject to a minimum City service requirement of five years.
b.Compensation during the Professional Development Leave shall not
exceed 50% salary and full benefits.
Co 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 activ.ity shall be adequately covered during
his/her absence with emphasis on the development of subordinates.
f.The leave of absence period shall be adequately coordinated with
departmental priorities and workload.
Professional Development Leaves shall be based on internship exchanges,
and/or loaned executive arrangements; scholastic and/or authorship
programs; or educational travel-study plans.
Leave of absence schedules will be apportioned among all levels of
management employees and will be based on an evaluation of each
employee’s performance record. Each paid sabbatical leave will be limited to a
8
maximum of one year and not more than two employees being on leave
simultaneously. Sabbatical leaves must be cleared in advance and approved
by the City Manager for his/her subordinates. Professional Development
Leaves granted in excess of 30 days shall be noticed to the Council.
3. Personal Health Pro.qram - Physical Fitness
a.Physical fitness medical examinations for all represented employees will be
provided in accordance with Fire Department Physical Fitness Program
General Order.
Subject to Internal Revenue Service regulations and with the written
prescription of a medical doctor, an employee may be reimbursed for a
personal health program as treatment for a diagnosed injury or illness.
This activity will be reimbursed under
F. 1 (f) above.
4.Excess Benefit Reimbursement
Reimbursement for approved excess benefit expenses will be granted up to a
maximum of $2,500, per fiscal year each for Fire Chiefs Association employees
and shall include the following benefit items:
a.Life insurance premiums for City-sponsored plans, subject to federal and
state tax limitations.
b.Excess medical/dental expenses for employee and dependents which are
not covered by existing City-sponsored plans.
c.Excess professional development items which are otherwise approved, to
the extent they are not paid or reimbursed under any other plan of the City.
do 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)
4)
The payments cannot be made to a child under 19 years of age or to a
person claimed as a dependent.
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.
If the full excess benefit reimbursement is not used during the fiscal year, the
difference between the amount used and the maximum (or pro rate maximum)
may be applied at the employee’s option to deferred compensation under the
City Plan(s).
Notwithstanding the foregoing, no expense shall be reimbursed under this
Excess Benefit Reimbursement program unless the payment of such
reimbursement will be nontaxable to the recipient under the applicable income
tax laws, as they may be in effect from time to time.
5.Manaqement Annual Leave
Eligibility for management, annual leave is limited to 40-,hour employees not
eligible for overtime in the classifications of Chief Officer-Emergency Operations
and Fire Marshal. ’-"’-"" ...... ~÷h ÷~, ....... r~,,,4 ~,-,,-h.,4;,~,~ f..~,, t t 99?, At the
beginning of each fiscal year eligible,,,~-,,.,,r ....~o, ’~, ,,,.,,,,~...,,,,~, ,.÷ employees will be
credited with 64 80 hours of annual leave which may be taken as paid time off,
added to vacation accrual (subject to vacation accrual limitations), taken as
cash or taken as deferred compensation.
I:;~_h.....h;f’l- ....rL- ......;11 F, .........÷,~,4 ~+ ÷h,-, ,~’~_h ......÷,~ Entitlement
under this provision will be reduced on a prorated basis for part-time status, or
according to the number ot months Jn paid status during the fiscal year.
Unused balances as of the end of the fiscal year will be paid in cash unless a
]0
different option as indicated above is elected by the employee. Management
Annual Leave accrual will be discontinued for ~"~’~ ......,.~ooo~f~,.o÷~,-,,~ ,-,.,.,.,~,,~ h,~,,, t a ~ aaa the Fire Marshal classification effective
with the pay period including July 1,2001.
G.Commute Incentives and Parkinq
Employees who qualify may voluntarily elect one of the following commute incentives:
Civic Center Parking. Employees assigned to Civic Center and adjacent work
locations. The City will provide a Civic Center Garage parking permit. New
employees hired after June 30, 1994 may initially receive a parking permit for
another downtown lot, subject to the availability of space at the Civic Center
Garage.
Public Transit. The City will provide monthly Commuter Checks worth the
value of:
$60 for employees participating in a City of Palo Alto employee administered
commuter highway vehicle;
$40 for employees traveling three or more zones on Caltrain;
$40 for employees using the Dumbarton Express, BART, the ACE train or a
commuter highway vehicle;
$35 for employees traveling less than three zones on Caltrain;
$35 for employees using VTA, and other buses.
These veuehers commuter checks may be used toward the purchase of a
monthly transit passes, or the cost of participation in commuter highway
vehicles.
Carpool. The City will provide carpool vouchers worth the value of $30 per
month to each eligible employee in a carpool with two or licensed drivers.
Bicycle. The City will provide..,v~v,..h; ....~ ...............,,..,~h .............,.,*h ÷h,..,,.. value v, ’-’f $20 per
month bicycle subsidies to eligible employees who ride a bicycle to work,
]]
Walk. The City will provide wn!ker ......v..~.v, ,.~,.." ....... .....,., ,"~’ ÷~’,,.., .... ...,..~ .... ~,~ $20 per month
walker subsidies to eligible employees who walk to work. ~h, ,,~ ......... .~,,~,~ ,,,~~ .......
REIMBURSEMENT FOR RELOCATION EXPENSE
Policy Statement
The City of Palo Alto will provide a Basic Relocation Benefits Package for all new
management employees.
Provisions of "Optional Benefits" or portions thereof, are intended only for rare
instances and require the approval of the City Manager or designee.
Procedure
Qualifications
In order to qualify for relocation benefits, the following conditions must be met:
Actual relocation, or contracts designed to establish a fixed domicile, shall occur
within one year of the initial date of employment.
Existing employees promoted to a covered position are not eligible.
Record-keeping requirements will parallel those required for
reimbursement for travel, conferences and meetings.
expense
Provision of Optional Benefits is contingent upon completion of a minimum of
two years’ City employment unless a longer term is specified. Failure to
complete the minimum term will require repayment of those benefits on a pro-
rata basis computed on the actual time of City service. Acceptance of
relocation benefits by an employee does not constitute a commitment by the
City to any minimum term of employment.
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Basic Package
Professional Relocation Counselinq - An agency designated by the City will
provide relocation information and counseling to the employee. Information to
be provided includes items such as a personalized cost-of-living analysis, home
and rental locations, transportation, weather patterns, schools, recreation, etc.
En Route Expenses - Direct common carrier transportation will be provided in
full for all family members. Automobile expenses are limited to two vehicles at
the established City rate with a minimum of 350 miles per day to be traveled.
Per diem is allowed at established City rates for employee and spouse/mate
and at 50 percent of the employee rate for dependents. Travel days allowed
are limited to the actual mileage divided by 350 miles per day. Lodging is
reimbursed in full on an actual and reasonable basis for all family members.
Household Goods Shipment - Full costs will be paid for the shipment of all
personal items normally considered "Household ,Goods." Items excluded
include recreational vehicles, firewood, building materials, sand, boats,
airplanes, and perishable items such as food or plants. Shipment of up to two
automobiles is permitted. Storage of household goods will be provided for 30
days.
Optional Benefits
Sale and Purchase Costs - The City will reimburse costs that arise in the sale
and/or purchase of residences including:
a.Real estate commissions on the sale of the former residence up to six (6)
percent of the sales price.
b.The employee’s portion of non-recurring closing costs on both sale and
purchase of residences limited to the following:
¯Title Insurance Policy and Escrow Fees
¯Loan and Assumption Fees
¯Private Mortgage Insurance
¯City and County Transfer Taxes
¯Tax Service, Notary and Recording Fees
¯Credit and Appraisal Reports
¯Property Survey Fees
¯Inspection Fees
c."Points" on purchase of residence are specifically excluded.
Miscellaneous Expense - The City will reimburse miscellaneous expenses
associated with the relocation. The amount shall not exceed $2,000.
Temporary Livin.q Expense - Up to thirty (30) days’ temporary living expenses
will be available under the following guidelines:
a.Lodc~inc~ - 100 percent of actual and reasonable costs for all family
members.
bo Per Diem - 100 percent of the established City rates for employee and
spouse/mate, and 50 percent of the established City rate for dependents
for the first 15 days; 50 percent of the established City rate for employee
and spouse/mate, and 25 percent of the established City rate for
dependents over the last 15 days.
c.Car Rental - Up to 30 days for a single vehicle is available until such time
as the employee’s personal vehicle becomes available.
House Huntin.q Expense - The City will reimburse expenses for one house
hunting trip for both employee and spouse/mate. The trip shall be limited to a
maximum of seven days. Travel expenses are limited to the lesser of common
carrier rates or the established City rate for automobile use. Lodging is
provided on an actual and reasonable basis. Per diem expenses are allowed
according to the established City rates. Expenses for children are not covered.
Expenses for Renters - The City may reimburse the following expenses for
employees moving from or into rental housing:
bo
Costs arising from the need to break an existing lease up to a total
payment of three times the current monthly rental rate.
The first and last month’s rent to a maximum of $3,500 on a Palo Alto area
rental accommodation.
Re.qulations and Guidelines
The City Manager, or designated subordinate, will institute and revise internal
procedures to assure the efficient delivery of services to the new employee and
minimize costs to the City. This will include the determination of whether direct City
payments, advance of funds or employee reimbursement is most appropriate for a
given program element or employee.
14
The City Manager, or designated subordinate, will determine the appropriateness of
inclusion of specific items for reimbursement under this program.
3.Expenses incurred by the employee during relocation which are not covered are:
a.Payments to friends for assistance.
Automobile repairs.
Costs incurred during the relocation but not directly related to personal
transportation or forwarding of household belongings, i.e. uninsured losses
during transit, entertainment expenses, etc.
Budgeting of all relocation expenses will occur in the Human Resources and Utilities
Departments.
Upon approval of the City Manager, provision of benefits under the section House
Hunting Expenses and Professional Relocation Counseling may be provided before
an employee formally accepts an offer of employment with the City.
I.Retirement
The City shall pay the mandatory nine percent (9%) employee Public
Employees’ Retirement System (PERS) contribution. Such employer paid
contributions shall be paid by the City in lieu of employee contributions
notwithstanding the fact that such employer payment of contributions may be
designated as employee contributions for purposes of PERS.
Notwithstanding subsection 1. above, upon filing a notice of retirement, the 9%
City-paid PERS contribution will be converted to a salary adjustment of equal
amount on a one-time irrevocable basis for the final twelve months immediately
prior to retirement. Em.ployee 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.
Effective October 20, 2001, the Public Employees’ Retirement System (PERS)
Benefit, known as the "3% at 50" full formula (Section 21362.2) for safety
members, was placed into effect by PERS contract amendment.
J.Sick Leave Conversion
Management employees hired on or before December 1, 1983 who have 15 or more
years of continuous service, 600 or more hours of accumulated unused sick leave
Ko
Lo
and otherwise qualify under Sections 604 and 609 of the Merit System Rules and
Regulations, may convert sick leave hours in excess of 600 to cash or deferred
compensation, according to the formula set forth in Section 609. The maximum
amount of such conversion is $2,000 per fiscal year.
Meal Allowance
Management employees assigned to attend night meetings are eligible to receive
reimbursement for actual expenses up to the dinner rate limit established in Policy
and Procedures 1-2 for out-of-town meetings. This provision covers only receipted
meals actually taken.
Vacation
Employees assigned to a 40-hour work week schedule will accrue vacation at the
following rate for continuous service performed in a pay status.
a For employees completing less than four years continuous service the accrual
rate shall be 80 hours per year.
b For employees completing four, but less than nine years continuous service the
accrual rate shall be 120 hours per year.
For employees completing nine, but less than fourteen years continuous service
the accrual rate shall be 160 hours per year.
For employees completing fourteen, but less than nineteen years continuous
service the accrual rate shall be 180 hours leave per year.
e For employees completing nineteen or more years continuous service the
accrual rate shall be 200 hours leave per year.
Employees assigned to a 56-hour work week ~chedule (24-hour shift) will accrue
vacation at the following, rate for continuous service performed in a pay status.
a For employees completing less than four years continuous service, the
accrual rate shall be five duty shifts per year.
b For employees completing four, but less than nine years continuous service,
the accrual rate shall be eight duty shifts per year.
For employees completing, nine, but less than 14 years continuous service,
the accrual rate shall be 10 duty shifts per year.
d For employees completing 14, but less than 19 years continuous service,
the accrual rate shall be 11 duty shifts per year.
e For employees completing 19 or more years continuous service, the accrual
rate shall be 12 duty shifts per year.
Vacation Cash Out .::
Once each calendar year an employee may cash out eight or more hours of ~ - ~.
vacation accrual in excess of 80 hours (or five duty shifts), to a maximum ofS0 ~:~- ::
hours (or five duty shifts), provided that the employee has taken as vacation in the
previous 12 months at least the number of hours cashed out.
M. N.Employee Referral Proqram
Effective March 8, 1999, and subject to administrative policiesand procedures, the
Employee Referral Program provides cash award in the amount of $1,500 for the
referral, and subsequent hiring, of qualified candidates for designated positions which
have been identified as difficult to fill by the Director of Human Resources. Whon 3~ ..o,~,4~,4o÷,~ ~o ~.~,4 ÷~,-, An initial award ($750) will appea-~ be given to the
referring employee when a referral candidate is hired o~ ÷. ....~ ....., .......~,,.~. o~~’ ’" "’ ’ ’1"’’.)’ "" "" T-’~"3’’’ ’’~’" "~’t~x3blc incomo. The remaining balance ($750) will be credited at the successful
completion of the new employee’s probationary period, provided that the referring
employee and new hire are still active employees.
O.Backup Child Care
The City of Palo Alto will provide Backup Child Care through a third-party provider, in
accordance with the "City of Palo Alto Backup Child Care Plan."
City of Palo Alto Compensation Plan
Palo Alto Fire Chiefs Association-40 Hour Rates
Effective with Pay Period Including 07/01/00
Class Grade Control Approx Approx Approx
Num Title Code Point Annual Bi-Wkly Hrly
066 Chief Off-Emeg Oper 28 8,349 100,183 3,853 48.16
116 Battalion Chief Shift 30 7,951 95,407 3,670 45.87
116R Battalion Chief Non-Shift 28 8,349 100,183.3,853 48.16
191 Fire Marshall 28 8,349 100,183 3,853 48.16
066E Chief Off-Emeg Oper-EMT 28 8,516 102,186 3,930 49.13
116E Battalion Chief EMT Shift 30 8,110 97,315 3,743 46.79
116RE Battalion Chief EMT Non-Shift 28 8,516 102,186 3,930 49.13
191E Fire MarshalI-EMT 28 8,516 102,186 3,930 49.13
Effective with Pay Period Including 01/01/01
Class Grade Control Approx Approx Approx
Num Title Code Point Annual Bi-Wkly Hrly
066 Chief Off-Emeg Oper 28 8,516 102,186 3,930 49.13
116 Battalion Chief Shift 30 8,110 97,315 3,743 46.79
116R Battalion Chief Non-Shift 28 8,516 102,186 3,930 49.13
191 Fire Marshall 28 8,516 102,186 3,930 49.13
066E Chief Off-Emeg Oper-EMT 28 8,686 104,230 4,009 50.11
116E Battalion Chief EMT Shift 30 8,272 99,262 3,818 47.72
116RE Battalion Chief EMT Non-Shift 28 8,686 104,230 4,009 50.11
191 E Fire MarshalI-EMT 28 8,686 104,230 4,009 50.11
~,3..~,’~’~’,’,’~ -_?-.’L.~:<F :" ~,~’"-’~,,~"~ ,~ ’~L~2~t%~.’2~-w~@7~"
Effective with Pay Period Including 07/01/01
Class Grade
Num Title Code
066 Chief Off-Emeg Oper 28
116 Battalion Chief Shift 30
116R Battalion Chief Non-Shift 28
Control Approx Approx Approx
Point Annual Bi-Wkly Hrly
8,941 107,296 4,127 51.58
8,515 102,181 3,930 49.13
8,941 107,296 4,127 51.58
066E Chief Off-Emeg Oper-EMT 28 9,165
116E Battalion Chief EMT Shift 30 8,728
116RE Battalion Chief EMT Non-Shift 28 9,165
Effective with Pay Period Including 07/01/02
Class Grade Control
Num Title Code Point
066 Chief Off-Emeg Oper 28 8,941
116 Battalion Chief Shift 30 8,515
116R Battalion Chief Non-Shift 28 8,941
109,978 4,230 52.87
104,736 4,028 50.35
109,978 4,230 52.87
Approx Approx Approx
Annual Bi-Wkly Hrly
107,296 4,127 51.58
102,181 3,930 49.13
107,296 4,127 51.58
066E Chief Off-Emeg Oper-EMT 28 9,165
116E Battalion Chief EMT Shift 30 8,728
116RE Battalion Chief EMT Non-Shift 28 9,165
109,978 4,230 52.87
104,736 4,028 50.35
109,978 4,230 52.87