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CC Resolution No. 9901 Resolution No. 9901 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CUPERTINO AMENDING THE UNREPRESENTED COMPENSATION PROGRAM WHEREAS, the City Council desires to modify the Unrepresented Compensation Program and; NOW, THEREFORE BE IT RESOLVED that the Unrepresented Compensation Program be amended as shown in Attachment "A" which is incorporated in this resolution by this reference. PASSED AND ADOPTED at a regular City Council meeting of the City of Cupertino this 7th day of July, 1997, by the following vote: VOTE AYES: Burnett, NOES: None ABSENT: None ABSTAIN: None MEMBERS OF THE CITY COUNCIL Chang, Dean, Sorensen, Mayor Bautista ATTEST: City~ APPROVED: for,~L-~t~ ;f ~upertino Unrepresented Employees Compensation Program July 7, 1997 City of Cupertino Unrepresented Employees Compensation Program Table of Contents Policies Policy No. 1 Policy No. 2 Policy No. 3 Policy No. 4 Policy No. 5 Policy. No. 6 Policy No. 7 Policy No. 8 .Policy No. 9 Policy No. 10 Policy No. 11 Policy No. 12 Policy No. 13 Policy No. 14 Policy No. 15 Policy No. 16 Policy No. 17 Attachment I Page Program Purpose and Definitions for Liability 1 Schedule of Pay Grades and Other Salary Benefit 2 Definition 3 Automobile Allowances and Mileage Reimbursements 6 Association Memberships and Professional Publications 7 Overtime Worked 8 Health Benefits Plan -- Employer Contribution 9 Flexible Holidays 10 Life and Long Term Disability Insurance 11 Deferred Compensation 12 Public Employee Retirement System Contribution 13 Dental Insurance -- Employer Contribution 14 Administrative Leave 15 Employee Assistance Program 16 Public Service Credit -- Vacation Accumulation 17 Housing Assistance Program 18 Vision Insurance 19 Unrepresented Classification Salary Ranges 20 Policy No. 1 PROGRAM PURPOSE AND DEFINITIONS FOR ELIGIBILITY It is. the City of Cupertino policy that those persons holding positions hereinafter defined and designated as either management or confidential positions shall be eligible for participation under the Unrepresented Employees Compensation Program as hereby adopted by action of the City Council and as may be amended or as otherwise modified from time to time. It is the stated purpose of this Compensation Program to give recognition to and to differentiate those eligible employees from represented employees who achieve economic gain and other conditions of employment through negotiation. It is the intent that through this policy and those which are adopted or as may be modified or rescinded from time to time such recognition may be given. Eligibility for inclusion with this Compensation program is limited to persons holding positions as management or confidential employees as defined under section 2.52.290 of the Cupertino Municipal Code. These are as designated by the Appointing Authority and may be modified as circumstances warrant. The positions in the following classifications have been designated as unrepresented. MANAGEMENT AND CONFIDENTIAL CLASSIFICATIONS: Classification Title Accountant Accounting Technician Administrative Secretary Building Official City Clerk City Manager City Planner Deputy City Attorney Deputy City Clerk Director of Administrative Services Director of Community Development Director of Parks and Recreation Director of Public Works Environmental Programs Manager Human Resources Manager Human Resources Technician Information Technology Manager Public Information Officer Public Works Projects Manager Public Works Supervisor Recreation Supervisor Service Center Manager Secretary to the City Attorney Secretary to the City Manager Traffic Engineer Adopted by the Action of the City Council April 1, 1974 Revised: 10/74, 3/78, 6/81, 6/82, 7/85, 7/87, 1/89, 7/89, 7/90, 4/91, 5/91, 7/92, 6/95, 6/96, 7/97 Policy No. 2 SCHEDULES OF PAY GRADES AND OTHER SALARY RATES It is the City of Cupertino policy that eligible persons under this Compensation Program shall be compensated for services rendered to and on behalf of the City on the basis of equitability of pay for duties and responsibilities assigned, meritorious service and comparability with similar work in other public and private employment in the same labor market; all of which is contingent upon the City's ability to pay consistent with its fiscal policies. As rates of pay and schedule of pay grades developed through meet and confer processes are subject to the underlying provisions of the Pay Plan for administration purposes, so are those rates of pay and schedule of pay grades included herein as a part of this Compensation program. The inclusion herein of said rates and schedules does not affect any effective dates or otherwise reflect on the approval processes required but is shown as an integral part of this Program for completeness of record. Adopted by Action of the City Council April 1, 1974 Revised 8/78, 7/79, 6/80, 7/92, 6/95 Policy No. 3 DEFINITIONS Policy A. Management Personnel It is the City of Cupertino policy that eligible persons, other than the City Manager, under this Compensation Program shall be reimbursed in accordance with the schedules, terms, and conditions as set forth herein for attendance at conferences, meeting, and training sessions as defined below for each. It is the intent of this policy to encourage the continuing education and awareness of said persons in the technical improvements and innovations in their fields of endeavor as they apply to the City. One means of implementing this encouragement is through a formal reimbursement schedule for authorized attendance at such conferences, meetings, and training session. B. Non-Management Personnel When authorized by a Department Head, a non-management person may attend a conference, meeting or training session subject to the stated terms and conditions included herein for each with payment toward or reimbursement of certain expenses incurred being limited to authorized actual costs thereof. II. Definitions A. Budgetary Limitations Funding capability for payment toward or reimbursement of expenses incurred for attendance at conferences, meetings, and training sessions shall be limited to the amount appropriated as a line item for each applicable amount. B. Conferences A conference is an annual meeting of a work related organization the membership of which may be held in the name of the City or individual. C. Local Area A local area is that within an approximate 100 mile radius or two hours drive of the City. D. Meetings A "meeting" shall mean a convention, conference, seminar, workshop, meal or like assembly having to do with municipal government operation. An employee serving on a panel for interviews of job applicants shall not come under this definition. E. Training Session A training session is any type of seminar or workshop the attendance at which is for the purpose of obtaining information ora work related nature to benefit the City's operations or to enhance the attendee's capabilities in the discharge of assigned duties and responsibilities. III. REIMBURSEMENT SCHEDULE A. Registration Registration fees for authorized attendance at a meeting or training session will be paid by the City. B. Transportation When an expenditure is authorized or is eligible for reimbursement the City will pay transportation costs from an attendee's home to the destination and return on the basis of the costs for the nearest route by air at the air coach fare. Transportation costs also may include limousine or taxi service to and from the attendee's home and the airport or for airport or destination parking charges for personal automobiles so parked when such is used in lieu of travel by air. Use of a personal automobile for City business shall be reimbursed at a rate per mile then in effect for such use except in no case shall it exceed air coach fare. Request for car rentals must have prior approval by the City Manager for reimbursement. Reimbursement for use of a personal automobile on City business within a local area will not be made so as to Supplement that already being paid to those persons receiving a monthly mileage allowance. C. Hotel Payments toward or reimbursement of hotel or lodging expenses is limited to the actual cost of the room. Such payments or reimbursements shall not be made for hotel or lodging expense when incurred within the local area. Exceptions to this requirement shall be for attendance at the Annual League of California Cities Conference and for those nights when attendance at other conferences, meetings, and training session official functions would preclude the return to the City by the attendee within two hours after the end of the normal working day. D. Expenses Payments toward or reimbursement of expenses at such functions shall be limited to the actual costs consistent with the application of reasonable standards. Costs of special luncheon or dinner meetings or other programs on the agenda and not covered by registration fees may be paid or reimbursed in addition to this daily allowance when approved by the City Manager. The authorized average daily rate of other expenses shall not exceed $50.00 for attendance at conferences, meetings, or training sessions. No payments shall be made unless, where available, receipts are kept and submitted for all expenses incurred. When receipts are not available, qualifying expenditures shall be reimbursed upon signing of an affidavit or expenditure. No payment shall be made for any expenses incurred which are of a personal nature or not within a standard of reasonableness for the situation as may be defined by the City Manager. IV. ATTENDANCE AUTHORIZATION A. Budgetary Limitations Notwithstanding any attendance, authorization contained herein, reimbursement for expenses incurred or expenditures made relative to conferences, meeting or training sessions shall not exceed the budgetary limitations. B. Conference Attendance Attendance at all conferences or seminars by employees must be approved by the Department Head or the City Manager. C. Meetings Any employee, management, or non-management, may attend a meeting when authorized by the Department Head. D. Training Seminars Any employee, management, or non-management, may attend a training session when authorizes by the Department Head. FUNDING A. Appropriation Policy It shall be the policy of the City of Cupertino to appropriate funds subject to availability of resources. B. Training Sessions Payments toward or reimbursement of expenses incurred in attendance at training sessions will be appropriated annually through the budget process. There also will be an appropriation to the Department of Parks and Recreation each year to be used as payment toward or reimbursement of expenses incurred for its in-service training program. Excluded from this funding capability is that amount to be determined each year and appropriated to the Human Resources Division for costs incurred in training programs of a general nature and applicable to all employees. Revised 7/83, 7/85, 7/87, 7/88, 7/91, 7/92 Policy No. 4 AUTOMOBILE ALLOWANCES AND MILEAGE REIMBURSEMENTS It is City of Cupertino policy that eligible persons under this Compensation Program shall be compensated fairly for the use of personal automotive vehicles on City business. In many instances the use of personal vehicles is a condition of employment due to the absence of sufficient City owned vehicles for general transportation purposes. It is not intended, howev.er, that such a condition of employment should work an undue hardship. For this reason, the following policies apply for mileage reimbursements. Those persons who occasionally are required to use their personal automobiles for City business shall be reimbursed for such use are an appropriate rate established by the City Council. Submission of reimbursement request must be approved by the Department Head. An exception to the foregoing paragraph shall be for the City Manager, Department Heads, Recreation Supervisors, Public Information Officer, Traffic Engineer, and Building Official. The salaries of those identified reflect an allowance for the use of personal automotive vehicles. The identified persons shall be eligible for reimbursements for travel which exceeds two hundred miles round trip. Adopted by Action of the City C6uncil April 1, 1974 Revised 7/74, 5/79, 6/80, 7/81, 8/84, 7/87, 1/89, 7/90, 7/92, 6/96, 7/97 Policy No. 5 ASSOCIATION MEMBERSHIPS AND PROFESSIONAL PUBLICATIONS It is. City of Cupertino policy that eligible persons under this Compensation Program shall be entitled to City sponsored association memberships as well as receiving subscriptions to professional and technical publications. Such sponsorship, however, shall be conditioned upon several factors as set forth below. Each association for which membership is claimed must be directly related to the field of endeavor of the person to be benefited. Each claim for City sponsored membership shall be submitted by or through the Department Head with their concurrence to the City Manager for approval. Memberships in associations as sponsored by the City shall be limited to not more than one person for each association except as may otherwise be authorized by the City Manager in unusual cases. Any one person may however, be eligible for sponsored membership in more than one association should such be considered warranted by the City Manager. Subscriptions to or purchase of professional and technical publications may be provided at City expenses when such have been authorized by the Department Head providing the subject matter and material generally contained therein are related to municipal governmental operations. Adopted by the Action of the City Council April 1, 1974 Revised 7/92 Policy No. 6 OVERTIME WORKED Management and non-represented professional employees are ineligible for overtime payments for time worked in excess of what otherwise would be considered as a normal work day or work week for other employees. However, no deduction from leave balances are made when such an employee is absent for less than a regular work day. Nothing in this policy precludes the alternative work schedule, which may include an absence of a full eight hour day, when forty hours have been worked in the same seven day work period. Adopted by Action of the City Council April 1, 1974 Revised 6/80, 7/91, 7/92, 6/96, 7/97 Policy No. 7 HEALTH BENEFITS PLAN -- EMPLOYER CONTRIBUTION It is the policy of the City of CuPertino to provide group hospital and medical insurance under which employees in Management and Confidential positions and their dependents may be covered. The purpose of this program is to promote and preserve the health of employees and their families through comprehensive health plans available only through employer sponsorship. Although the premium cost for the insurance provided remains the ultimate responsibility of the employee in these positions, the City shall contribute an amount of $420.00 per employee per month towards the premium or pay the full cost of the premium if less than this amount. If the premium amounts for any employee covered by this policy are less than $420.00 per month, the difference between the premium amount and $420.00 will be contributed by the City to a deferred compensation account in the employee's name until the maximum contribution allowed by law is satisfied, and then as part of bi-weekly compensation in accordance with Policy No. 10 of this plan and the regulations of the compensation deferment program of the City. Enrollment in the plan or plans made available pursuant to this policy shall be in accordance with Personnel Rules of the City and the provisions of the contract for such insurance between the City and carder or carders. Adopted by Action of the City Council September 16, 1974 Revised 7/75, 7/76, 7/77, 8/78, 7/79, 6/80, 6/81, 6/82, 7/83, 7/84, 7/81, 7/88, 7/89, 7/90, 7/91, 7/92, 6/95, 7/97 Policy No. 8 FLEXIBLE HOLIDAYS It is the policy of the City of Cupertino to recognize days of historical and national significance as holidays of the City without loss of pay or benefits. Recognizing the desirable times throughout the year, it is the policy of the City of Cupertino to provide days off in lieu of holidays for management and confidential employees at such times as are convenient for each employee and supervisor, when such policy is compatible with the workload and schedule of the City. Employees occupying these positions shall be provided 20 hours per calendar year as a non-work time with full pay and benefits in addition to those holidays set forth in Section 8.1 of the Rules on Conditions of Employment. For payroll purposes, each such in-lieu-of time off shall be recorded as holiday leave. Adopted by Action of the City Council July 7, 1975 Revised 6/80, 6/89, 7/92 10 Policy No. 9 LIFE AND LONG TERM DISABILITY INSURANCE It is the policy of the City of Cupertino to make available group insurance for Management and Confidential employees that will mitigate the personal and family financial hardships resulting from continuing disability that prevents an employee from performing gainfully in his or her occupation. It is further the policy of the City of Cupertino to provide life insurance benefits in a mount of two and one half times the employee's annual salary to a maximum of $250,000.00. Employees occupying unrepresented positions may enroll in the disability income program and the life insurance program offered if eligible under the contract provisions of the policy and the personnel rules of the City. The full cost of premiums for these programs shall be paid by the City for such employees. Adopted by Action of the City Council September 16, 1976 Revised 7/76, 6/80, 6/81, 6/82, 6/92 11 Policy No. 10 DEFERRED COMPENSATION It is the policy of the City of CUPertino to provide equitable current compensation and reasonable retirement security for management and confidential employees for services performed for the City. The City participates in State and Federal retirement systems and deferred compensation plans have been established. Both the employee and employer may make contributions from current earnings to these plans. The purpose of this policy is to promote means by which compensation may be provided in such manner and form to best meet requirements of the City and the 'needs of individual employees, thereby increasing the ability to attract and retain competent management and confidential employees. The City shall maintain and administer means by which employees in these positions may defer portions of their current earnings for future utilization. Usage of such plans shall be subject to such agreement, rules and procedures as are necessary to properly administer each plan. Employee contributions to such plans may be made in such mounts as felt proper and necessary to the employee. Employer contributions shall be made pursuant to Unrepresented Employees Compensation Plan policies number 7 or 10 or in such other form as determined desirable and proper by the City Council. Adopted by the Action of the City Council July 7, 1975 Revised 6/80, 7/87, 7/92 12 Policy No. 11 PUBLIC EMPLOYEE RETIREMENT SYSTEM CONTRIBUTION It is the policy of the City of Cupertino to pay the eligible employee's contribution rate to the Public Employees Retirement System not to exceed seven percent (7%) of the applicable salary. Adopted by Action of the City Council June, 1981 Revised 6/87, 6/89, 7/90, 7/91, 7/92 13 Policy No. 12 DENTAL INSURANCE -- EMPLOYER CONTRIBUTION It is the policy of the City of Cupertino to provide dental insurance under which employees in Management and Confidential positions and their dependents may be covered. The purpose of this program is to promote and preserve the health of employees. The premium cost for the insurance provided by the City shall not exceed $63.57 per month per employee. Enrollment in the plan or plans made available pursuant to this policy shall be in accordance with Personnel Rules of the City and the provisions of the contract from such insurance between the City and carrier or carriers. Adopted by Action of the City Council July 1, 1983 Revised 7/87, 7/88, 7/89,~7/90, 7/91, 7/92, 6/95 14 Policy No. 13 ADMINISTRATIVE LEAVE The City Manager, City Attorney, and department heads shall receive forty (40) hours of administrative leave with pay. The administrative leave must be taken prior to the end of the second pay period in December of each calendar year. If any administrative leave hours are not taken, hours not taken will be paid at the base hourly rate during the first pay period of January of the new calendar year. Adopted by Action of the City Council July, 1988 Revised 7/92, 7/97 15 Policy No. 14 EMPLOYEE ASSISTANCE PROGRAM It is the policy of the City of Cupertino to provide an Employee Assistance Program for the benefit of Management and Confidential employees and their eligible dependents. The purpose of this program is to provide professional assistance and counseling concerning financial, legal, Pre-retirement, and other matters of a personal nature. Adopted by Action of the City Council June 17, 1996 16 Policy No. 15 PUBLIC SERVICE CREDIT -- VACATION ACCUMULATION The City Manager, City Attorney, and department heads shall earn vacation hours under the same vacation accumulation schedule as all other employees. Credit shall be provided for previous public sector service time on a year-for-year basis as to annual vacation accumulation. Credit shall only be given for completed years of service. Public service credit shall not apply to any other supplemental benefit. The affected employees will have the responsibility of providing certification as to previous public sector service. Adopted by Action of the City Council July 7, 1997 17 Policy No. 16 HOUSING ASSISTANCE PROGRAM Housing assistance will be offered to new department heads pursuant to Resolution No. Adopted by the Action of the City Council July 7, 1997 18 Policy No. 17 VISION INSURANCE It is the policy of the City of Cupertino to provide vision insurance under which employees in Management and Confidential positions and their dependents may be covered. The purpose of this program is to promote and preserve the health of employees. The premium cost for the insurance provided by the City shall not exceed $13.90 per month per employee. Enrollment in the plan or plans made available pursuant to this policy shall be in accordance with Personnel Rules of the City and the provisions of the contract from such insurance between the City and carrier or carriers. Adopted by Action of the City Council July 1997 19 Attachment I City of Cupertino Listing of Unrepresented Classifications by Salary Rate or Pay Grades City Council and Planning Commission Compensation Effective June 23, 1997 20 City of Cupertino Classes of Position City Council and Planning Commission Effective June 23, 1997 The salaries, wages or rates of pay for those officers and employees whose positions are not subject to a pay grade within the Schedule of Pay Grades, according to the Pay Plan, are set forth below. Only the City Council can modify these rates. Classification Approximate Monthly Salary Range City Manager Director of Administrative Services Director of Parks and Recreation Director of Community Development Director of Public Works City Attorney Members of the City Council Members of the Planning Commission Pay Grade $10,752 401 $7104-$8638 403 $6680-$8119 405 $6680-$8119 405 $7472-$9082 406 $10,148 408 $510 409 $50/mtg, max.$200/month 410 21 City of Cupertino Classes of Positions by Pay Grade Confidential Classifications Effective June 23, 1997 Classification Accountant Accounting Technician Administrative Secretary Deputy City Attorney Deputy City Clerk GIS Data Base Coordinator Human Resources Technician Secretary to the City Attorney Secretary to the City Manager Approximate Monthly Salary Range $3755-$4565 $3485-$4236 $3129- $3803 $3812-$4633 $3129-$3803 $3681-$4474 $3485-$4236 $3423-$4160 $3423-$4160 Pay Grade 664 649 626 667 626 660 649 644 644 22 City of Cupertino Classes of Positions by Pay Grade Management Classifications Effective June 23, 1997 Classification Building Official City Clerk City Planner Environmental Programs Manager Facility Supervisor Human Resources Manager Information Technology Manager Public Information Officer Public Works Projects Manager Public Works Supervisor Recreation Supervisor Service Center Manager Traffic Engineer Approximate Monthly Salary Range $5709- $6940 $4632-$5630 $5709-$694O $4170-$5068 $4275-$5197 $5459-$6636 $4632-$5630 $4632-$5630 $4170-$5068 $4275-$5197 $4067-$4944 $5709-$6940 $5709-$6940 Pay Grade 581 524 581 518 521 544 635 635 518 523 513 581 581 23 Salary Step Listing (Effective June 23, 1997) Management Classifications PayGrade A B C D E 513 4067 4271 4484 4708 4944 518 4170 4378 4597 4827 5069 523 4275 4489 4713 4949 5197 524 4632 4863 5106 5362 5630 544 5459 5732 6019 6320 6636 581 5709 5995 6295 6609 6940 Confidential Classifications :payGrade A B C D E 626 ' 3129 3285 3449 3622 2803 644 3423 3594 3773 3962 4160 649 3485 3659 3842 4034 4236 660 3681 3865 4058 4261 4474 664 3755 3943 4140 4347 4565 667 3812 4003 4203 4413 4633 24