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2015-37 J RESOLUTION NO.2015-37 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE AMDNEDING T H E STATEMENT OF BENEFITS WHEREAS, the City Council is authorized and directed under the provisions of Chapter 2.24 of the Grand Terrace Municipal Code to adopt provisions for compensation of personnel created in said Municipal Code Chapter; and, WHEREAS, the objectives of the Statement of Benefits are to attract to municipal service the best and most competent persons available and to provide for an equitable system of personnel compensation; and, WHEREAS, at the same time, within the limits of administrative feasibility, considerable latitude shall be given to the City Manager in the interpretation and application of these benefits so that they are applied equitably; and, WHEREAS, from time to time these benefits must be revised due to budgetary changes. NOW, THEREFORE; THE CITY COUNCIL OF THE CITY OF GRAND TERRACE DOES HEREBY RESOLVE, DETERMINE AND ORDER AS FOLLOWS: Section 1: The Statement of Benefits, attached' hereto as Exhibit A, are hereby adopted. Section 2: Resolution 2015-10 is hereby rescinded.. PASSED, APPROVED AND ADOPTED by the City Council of Grand Terrace at a regular meeting held on the 8th day of December, 2015 by the following vote: AYES: Council Members Mitchell,Hussey, Wilson, Mayor Pro Tern Robles, Mayor McNaboe NOES: None ABSENT: None ABSTAIN: None ATTEST. Pa Darc Mc a or RESOLUTION NO. 2015-37 PAGE 1 OF 12 DECEMBER 8, 2015 APPROVED AS TO FORM: chard�LAdams, II City Attorney I, PAT JACQUEZ-NARES, CITY CLERK of the City of Grand Terrace, do hereby certify Ahat the foregoing Resolution was introduced and adopted at a regular meeting of the City Council held on the 24th day of November, 2015 by the following vote: AYES: Council Members Mitchell, Hussey, Wilson, Mayor Pro Tem.Robles, Mayor McNaboe NOES: None ABSENT: None ABSTAIN: None RESOLUTION NO. 2015-37 PAGE 2 OF 12 DECEMBER 8, 2015 City of Grand Terrace Employee Statement of Benefits December 8, 2015 I. Retirement A. CalPERS - The City of Grand Terrace provides retirement benefits through the California Public Employees Retirement System (Ca1PERS). All regular employees budgeted a minimum of 20 hours per week shall be enrolled in this Plan. 1. The City's current formula is 2.7% at 55,' for employees hired prior to January 1, 2013. 2. All employees hired after January 1, 2013 and who are eligible under the Public Employees Pension Reform Act (PEPRA) shall be enrolled in the 2% at 60 retirement formula. 3. All other employees hired after January 1, 2013 shall be enrolled in the 2%at 62 retirement formula in accordance with PEPRA. 4. The City pays 1.418% of the 8% Member Contribution to Ca1PERS Retirement for all employees enrolled prior to January 1, 2013. All employees ( enrolled after January 1, 2013 shall pay the full Member Contribution. 5. The retirement contract also includes the following provisions: Available to Employees Before After Enrolled 01/01/2013 01/01/2013 Single Highest Year Yes No Three Year Final No Yes Compensation 1959 Survivor Benefit (4h Yes Yes Level) Military Service Credit Yes Yes B. 457 Deferred Compensation - All employees shall be entitled to participate in the City's 457 Deferred Compensation Plan. C. Alternate Retirement System - Except where required by law or by contract, all employees budgeted less than 20 hours per week or employees who have been placed on the City payroll on a temporary basis shall participate in the City's Alternate Retirement System(ARS). 1. The ARS plan is provided in lieu of participation in Social Security, and as such shall be updated as necessary to comply with current regulations. RESOLUTION NO. 2015-37 PAGE 3 OF 12 DECEMBER 8, 2015 II. Leaves. A. Bereavement Leave—See Sick Leave. B. Comp Time—All employees shall be allowed to accrue compensatory time (comp time) in lieu of overtime pay. Comp time shall be computed in accordance with current FLSA and State of California guidelines. The maximum accrual shall be 80 hours. C. Management Leave — On January 1 of each year, beginning with the January 1 st immediately following the first anniversary or employment, exempt employees shall receive 80 hours management leave in addition to other leaves. This management leave must be used during the fiscal year in which it is received, or it will be lost. Newly hired exempt employees shall receive a prorated amount of Management Leave. D. Maternity/Bonding Leave—Maternity and/or Bonding Leave shall be provided to employees in accordance with State and'Federal Law under the Family Medical Leave Act (FMLA), the California Family Rights Act (CFRA) and the Pregnancy Disability Law(PDL). E. Personal Leave - Part-time Child Care employees budgeted for 20 or more hours per week, and non-exempt full-time Child Care employees receive personal leave on an accrual basis. This leave may be used for vacation or sick time. This time can be used as it is earned. 1. Earned personal leave will be credited upon completion of the first six months of continuous service and every pay period thereafter. 2. Employees shall accrue personal leave according to the same schedule and rules as apply to vacation leave for City Hall employees. F. Sick Leave — Sick,leave with pay shall be granted to all probationary and regular employees budgeted to work a minimum of 20 hours per week. Sick leave is not available to non-exempt Child Care employees. 1. Full-Time Employees shall accrue sick leave according to the following schedule: Type of Employee Received Per Received per Pay Period Annum City Hall — Non-Exempt Regular Full-Time Employee, 3.69 96 hours Exempt Employee Child Care N/A N/A 2. Regular Part-Time Employees budgeted at least 20 hours per week shall _ receive sick leave accruals on a pro-rata basis. RESOLUTION NO. 2015-37 PAGE 4 OF 12 DECEMBER 8, 2015 3. Employees may not accrue more than 480 hours of Sick Leave. t 4. Any employee whose current accrued Sick Leave is in excess of 480 hours shall retain the hours they currently have. No additional hours will be accrued until their Sick Leave bank drops below 480 hours. 5. Any employee who separates from the City after five (5) years of service, for reasons other than disciplinary cause, shall be compensated for 40% of all unused sick leave. 6. Family Sick Leave — An employee shall be entitled to use up to half of their annual sick leave accruals to care for a child or spouse who is injured or ill. 7. Bereavement Leave —An employee may use up to 3 days of sick leave in any twelve-month period as bereavement leave for the death of a family member. A family member is defined as a spouse/domestic partner, parent, sibling, child, grandchild, or grandparent of the employee or of the employee's spouse/domestic partner. 8. Options on Retirement — Ca1PERS rules have additional provisions for unused sick leave. All employees who are retiring under the CalPERS plan are eligible to participate in such provisions in accordance with the Ca1PERS regulations which are current at the time of the employee's retirement. 9. Reimbursement for Unused Sick Leave During Employment— Suspended (See Furlough Provisions) a) Any regular full-time regular employee who has used 40 hours or less sick leave during the calendar year shall be entitled to be reimbursed for up to 40 hours of unused accrued sick leave so long as the employee's remaining accrued sick leave balance does not fall below 80 hours as a result of the reimbursement. b) Regular part-time employees that are budgeted to work 20 or more hours per week shall be entitled to be reimbursed for a percentage of their accrued sick leave based on a prorated percentage of hours worked as compared to 40 hours for a full-time employee so long as the employee's remaining accrued sick leave balance does not fall below the same prorated percentage of 80 hours. c) Reimbursement for accrued sick leave for a calendar year shall not be available to employees terminating on or before December 31 of that same calendar year. _ d) Sick Leave Sell Back Form - In order to receive reimbursement for accrued sick leave, all eligible employees shall complete a Sick Leave RESOLUTION NO. 2015-37 PAGE 5 OF 12 DECEMBER 8, 2015 Sell Back Form, which is available in the Human Resources office. The completed form must be provided to the Personnel Officer by no later than the first week of January of the following calendar year. G. Vacation - Each regular full-time and regular part-time employee budgeted for 20 or more hours per week, with the exception of non-exempt Child Care employees, shall be credited with annual vacation leave according to their number of years of service as follows: 1. Full-Time Employees shall accrue vacation leave according to the following schedule. Years Received Per Received Type of Employee of Pay Period per Service Annum City Hall — Non-Exempt Regular Full-Time Employee, 1-5 3.08 80 hours Exempt Employee City Hall — Non-Exempt Regular Full-Time Employee, 6 - 10 4.62 120 hours Exempt Employee City Hall — Non-Exempt Regular Full-Time Employee, l l+ 6.15 160 hours Exempt Employee Child Care N/A N/A N/A 2. Regular Part-Time Employees budgeted at least 20 hours per week shall receive accruals on a pro-rata basis. 3. Earned vacation will be credited upon completion of the first six months of continuous service and every pay period thereafter. 4. Employees may not accrue more than 480 hours of vacation leave. 5. In the event an employee who has served continuously for at least twelve months does not take all of the vacation to which they are entitled in any year, the employee shall be allowed to accumulate the balance, to be taken in a subsequent year. 6. No employee shall be granted a vacation leave period greater than the amount of available vacation accruals. 7. Each employee shall take a minimum of one work week off each year. RESOLUTION NO. 2015-37 PAGE 6 OF 12 DECEMBER 8, 2015 III. Holidays A. The City of Grand Terrace observes the following holidays for City Hall, Child Care, &Exempt employees: New Year's Day Veteran's Day Martin Luther King's Birthday Day before Thanksgiving President's Day Thanksgiving Day Memorial Day Christmas Eve Independence Day Christmas Day Labor Day New Year's Eve Columbus Day 2 Floating Holidays 1. For Full-Time Employees credited with Floating Holiday Leave after April 14, 2015, a floating holiday shall equal 8 hours. 2. Part-Time Employees budgeted at least 20 hours per week shall receive floating holidays on a pro-rata basis. 3. Any employee scheduled to work on a City Holiday and who works the holiday, shall be credited with additional floating holiday hours equal to the hours actually worked on the holiday. 4. At the City Manager's discretion, floating holidays may be used for the closure of City Hall during the Christmas holidays. 5. In order to receive Holiday Pay, an employee must be in a paid status on the day before and the day after the holiday. IV. Employee Health Plan A. City of Grand Terrace Employee Health Plan includes major medical, dental, and vision insurances; the Employee Assistance Program, and the Cafeteria Plan. To be considered a part of the City's Employee Health Plan, the City must have a negotiated contract with the benefit provider to include specific rates for City of Grand Terrace employees. B. All regular employees budgeted 20+ hours per week are eligible to participate in the City's Employee Health Plan. C. The Benefit Allowance as paid under the City's Cafeteria Plan is intended to offset the employee's out-of-pocket expenses under this plan. D. All aspects of the Employee Health Plan are eligible for continuation under Federal COBRA regulations. Further, if the employee qualifies for such, the major medical insurance may be eligible for further continuation provisions under Cal-COBRA. RESOLUTION NO. 2015-37 PAGE 7 OF 12 DECEMBER 8, 2015 1. Eligibility—All individuals who meet the following criteria are eligible to participate in the Employee Health Plan. a) City of Grand Terrace employees budgeted for 20 or more hours a week. b) Spouse or registered domestic partner of a participating employee. c) Legally qualifying dependents of a participating employee and/or of the employee's spouse or registered domestic partner. d) Spouse/registered domestic partner/dependents may only participate in the coverage options under this plan for which a City of Grand Terrace employee is also an enrolled participant; ie, if a dependent wishes to have medical coverage under this plan, the employee must also be enrolled in medical coverage. E. Cafeteria Plan. The City of Grand Terrace maintains a Section 125 Cafeteria Plan. The Cafeteria Plan includes the following options: 1. Benefit Allowance. As a part of the Cafeteria Plan, the City of Grand Terrace pays a Benefit Allowance to employees to offset the cost of purchasing pre- and post-tax benefits as allowed under Section 125 of the IRS Code. a) Any portion of the Benefit Allowance not utilized by the employee for the purchase of benefits shall be considered taxable income to the employee. b) Such allowance is paid according to the following schedule: Years of % of Salary Type of Employee Service Received City Hall — Non-Exempt, Regular N/A $500.00/month Employee, Full-Time ($6,000 annually) Exempt Employee City Hall — Non-Exempt, Regular N/A $250/month Employee Part-Time, ($3,000 annually) Child Care— Regular Employee, Non- N/A $166.67/month exempt, Full-Time ($2,000 annually) Child Care— Regular Employee, Non- N/A 83.34/month exempt Part-Time ($1,000 annually) c) Child Care Employees on staff in a part-time, benefits eligible position on July 1, 2015 shall be grandfathered in accordance with the provisions of Section VII. Grandfathered Provisions. - RESOLUTION NO. 2015-37 PAGE 8 OF 12 DECEMBER 8, 2015 2. Pre-Taxing Insurance Premiums. Eligible employees may choose to pre- tax premiums for any/all of their insurances which are purchased through payroll deduction, except as noted below: a) Life insurance premiums may only be pre-taxed to the extent permitted by current IRS regulations. b) The City does not permit employees to pre-tax the premiums of any disability insurance product. 3. Flexible Spending Accounts (FSA). Employees may contribute pre-tax dollars to the following FSA options: a) Medical Reimbursement Account b) Dependent Care Reimbursement Account c) Adoption Assistance Account d) The type(s) of FSAs available is determined by the IRS and is thus subject to change by the Federal Government. e) FSA's are subject to annual contribution limits as established by the IRS. f) Expenses paid from an FSA may not be claimed as a deduction on an employee's tax return. F. Major Medical Insurance — The City is currently contracted with CalPERS for major medical insurance. In accordance with the terms of the contract, the City shall pay for insurance for an eligible employee as follows: Type of Employee Years of Amount Paid Service City Hall — Non-Exempt N/A Amount equal to Regular Employee budgeted the Net Value 20+hours, Plan, Employee Exempt Employee Only Coverage Child Care — Non-Exempt N/A Set by CalPERS Regular Employee, budgeted in accordance 20+hours with GC §22892 (2) G. Dental Insurance — The City has contracted for a choice of either an HMO or a PPO plan. Premiums are paid by the employee. RESOLUTION NO. 2015-37 PAGE 9 OF 12 DECEMBER 8, 2015 H. Vision Insurance - The City has contracted for Vision Insurance. Premiums are - paid by the employee. I. Employee Assistance Plan - The City offers an Employee Assistance Plan at no cost to the employee. The Employee Assistance Program provides confidential counseling referrals and other services to employees. V. Other Insurances The City is contracted for the following additional insurance plans. These insurance plans are available to all regular employees budgeted 20 or more hours per week and are not considered a part of the Employee Health Plan. A. Life Insurance - The City provides basic term life insurance for employees and their eligible dependents subject to the following limits: 1. Employee-Amount equal to covered annual earnings. 2. Dependent- $3,000.00 B. Short Term Disability - The City offers a voluntary short term disability plan to all regular employees budgeted 20 or more hours per week. This coverage is paid by the employee.C. Long Term Disability- The City offers a voluntary long term disability plan to all regular employees budgeted 20 or more hours per week. This coverage is paid by the employee. D. Supplemental Insurances - The City's Section 125 Plan provider may offer supplemental insurance plans to City employees. The City does not negotiate for rates on these supplemental plans. Supplemental plans are not considered part of the City's benefit package. Employees may pay for these plans by payroll deduction. Employees may pre-tax their premiums for these plans as allowed by IRS regulations. VI. Additional Pays A. Bilingual Pay - Employees who have qualified under the Personnel Rules as being fluent in Spanish shall receive $50.00 per month. At the City Manager's discretion, other languages that are deemed a business necessity shall also qualify for Bilingual Pay. B. On-Call Pay-Employees placed in an on-call status for a period of one (1) week shall receive their choice of either 9 hours of regular time or 9 hours of straight comp time for that week. On-call staff called out after their normal working shift will be paid a minimum of two (2) hours in accordance with the Personnel Rules. RESOLUTION NO. 2015-37 PAGE 10 OF 12 DECEMBER 8, 2015 7 C. Vehicle Allowance—Vehicle Allowance shall be paid to Department Heads at the rate of$300 per month. VII. Grandfathered Provisions A. Longevity Pay—$100 per month for full-time employees with 10 years of service prior to June 30, 2010. Part-time employees with 10 years of service prior to June 30, 2010 receive a prorated amount depending on hours worked. This applies only to employees in Continuous Service since June 30, 2010. B. Child Care Credit — Employees already receiving the Child Care Credit prior to June 30, 2010 shall be eligible to continue receiving a 50% discount for their child care expense up to a maximum of $4,000 per year. This applies only for the child(ren) receiving the credit prior to April 14, 2015 and only if the Employee has remained in Continuous Services since June 30, 2010. This benefit will be charged to the covered employee's department. C. Benefit Allowance --Child Care Employees on staff in a part-time, benefits eligible position on July 1, 2015 shall receive a $1,400/year Benefit Allowance. This provision shall remain in place only if the employee remains in Continuous Service in a part-time, benefits eligible position. If an employee ceases to be in a part-time, benefits eligible status, they will be covered by the same terms as a new-hire in the new status would receive (if any). -" D. Longevity Medical Benefit- Full-time, non-exempt, Child Care employees with 10 years of service prior to June 30, 2010 and who were already receiving the benefit on June 30, 2010, are entitled to additional compensation for medical insurance equal to the amount of the CalPERS NetValue Plan, Single Coverage. Effective July 1, 2015, said compensation is provided as follows: a. Eligible Employees received an hourly wage increase equal to the value of the 2015 CalPERS NetValue Plan, Single Coverage ($485.41) minus the City- paid amount for Child Care Employees ($122.00). b. As premiums change, eligible employees shall receive an additional Benefit Allowance amount equal to the current premium for the CalPERS NetValue Plan, Single Coverage, minus the amount listed above. c. Such benefit allowance amount shall be adjusted on the same pay period as the premium change. VIII. Employees Hired Under Employment Agreement A. Employees who are working under an Employment Agreement approved by the City Council may be subject to different employment benefit provisions than those contained in this Statement of Benefits. RESOLUTION-NO. 2015-37 PAGE 11 OF 12 DECEMBER 8, 2015 IX. Furlough Provisions ,— The City, of Grand Terrace employees are under mutually agreed-furlough provisions. - These provisions are a temporary cost savings measure and shall remain in force as follows until such time as the budget permits abolishing this section. A. City Hall Employees—City Hall employees have agreed to the following: 1. No Merit Increases—Became effective July 1, 2009. 2. No COLA(Cost of Living Adjustment)—Became effective July 1, 2009. 3. Sick Leave Sell Back Program Suspended — Became effective July 1, 2010. 4. Ten Percent (10%) Reduction in Hours —Became effective May 17, 2010. This changed employee hours from 40/week to 36/week. This resulted in a 10% decrease in work schedule, wages, and benefits based on wages. This applies to full-time employees only. 5. Part-Time Employees —No work week reduction for part-time employees with no benefits; or for part-time employees for which such a reduction would terminate a current benefit(e.g. health insurance). i B. Child Care Employees—Child Care employees have agreed to the following: 1. No Merit Increases—Became effective July 1, 2009. 2. No COLA (Cost of Living Adjustment)--Became effective July 1, 2009. 3. Sick Leave Sell Back Program Suspended — Became effective July 1, 2010. RESOLUTION NO. 2015-37 PAGE 12 OF 12 DECEMBER 8, 2015