CC Resolution No. 19-088 Amending the Elected Officials' Compensation Program RESOLUTION 19-088
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CUPERTINO
AMENDING THE ELECTED OFFICIALS' COMPENSATION PROGRAM
WHEREAS, the City Council desires to amend the Elected Officials'
Compensation Program.
NOW, THEREFORE, BE IT RESOLVED that the Elected Officials' Compensation
Program be amended, which is incorporated in this resolution by this reference
and attached as Exhibit A.
PASSED AND ADOPTED at a regular meeting of the City Council of the City of
Cupertino this 16th day of July, 2019 by the following vote:
Vote Members of the City Council
AYES: Scharf, Chao, Paul, Sinks, Willey
NOES: None
ABSENT: None
ABSTAIN: None
SIGNED:
A� ty
Steven Scharf,Mayor Date
City of Cupertino
ATTEST:
Grace Schmidt, City Clerk Date
Exhibit A
City of Cupertino
ELECTED OFFICIALS' COMPENSATION PROGRAM
Policy No. 1 ?
PROGRAM PURPOSE AND DEFINITIONS FOR ELIGIBILITY
It is City of Cupertino policy that those certain persons holding positions
hereinafter defined and designated as elected official positions shall be eligible for
participation under the Elected Officials Compensation Program as hereby adopted by
action of the City Council and as same may be amended or as otherwise modified from
time to time.
Eligibility for inclusion with this Compensation program is limited to persons
holding positions as elected officials. These are designated by the voters and may be
modified as circumstances warrant.
The position in the following classification has been designated as elected official.
ELECTED OFFICIAL CLASSIFICATIONS:
Classification Title
City Council Member
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Adopted by Action of the
City Council, July 2013
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City of Cupertino
ELECTED OFFICIALS COMPENSATION PROGRAM
Policy No. 2
SALARY SCHEDULE
As rates of pay are set forth under the Cupertino Municipal Code 2.16.020, and
hereby adopted by action of the City Council, so are those rates of pay 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.
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Adopted by Action
of the City Council
July, 2013, October
2016
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City of Cupertino
ELECTED OFFICIALS COMPENSATION PROGRAM
Policy No. 3
TRAINING AND CONFERENCES
1. POLICY
It is City of Cupertino policy that members of the City Council and the Council's
commissions and committees, shall be reimbursed or receive a direct advance according
to the schedules, terms and conditions as set forth herein for the expenses authorized
below. This policy is established in accordance with California Government Code
Sections 53232.2 and 53232.3.
111. AUTHORIZED EXPENSES
The City Council and their commission and committee members can receive
reimbursements or advances toward actual and necessary expenses incurred by
participating in the following activities or events:
1. Communicating with representatives of regional, state and national government
on City adopted policy positions;
2. Attending seminars, conferences, and training to improve skill and information
levels;
3. Participating in regional, state and national organizations whose activities affect
the City's interests (such as the League of California Cities);
4. Attending International Conferences, budget limited to $2,500 per fiscal year,
provided there is a benefit to the City;
5. Attending City events;
1. Attending functions of other local civic or community organizations where there is
a clear nexus between the event and the member's attendance as an official
representative of the City. Purely social events, service club dues and meals, and
political or charitable contributions or events would be excluded. For purposes of
this section, reimbursable fundraisers and events include, but are not limited to,
Cupertino Union School District,Fremont Union High School District,Foothill-De
Anza Community College District, Silicon Valley Leadership Group, Cupertino
American Cancer Society (ACS) Relay for Life and Cupertino Chamber of
Commerce activities.
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The City will not reimburse or advance payment toward expenses including, but not
limited to:
1. The personal portion of any trip;
2. Family expenses, including those of a partner when accompanying Council or
commission member on City related business, as well as child or pet related
expenses.
3. Entertainment expenses, including theatre, shows, movies, sporting events, golf,
spa treatments,etc.
4. Meals and entertainment paid on behalf of third parties outside of the City;
5. Gifts of any kind for any purpose;
6. Alcoholic beverages;
7. Non-mileage personal automobile expenses including repairs,insurance,
gasoline, traffic citations;and
8. Personal losses incurred while on City business.
IV. BUDGETARY LMTATIONS
Reimbursement or advancement of expenses shall not exceed budgetary limitations.
Changes in appropriations will be done through the budget process.
V. REIMBURSEMENT AND ADVANCE SCHEDULE
A. Intent
This schedule is written with the intent that the City Councilmember, commissioner, or
committee member will make every effort to find the lowest possible cost to the City for
traveling on City business. For example, if paying for parking at the airport is less
expensive than paying for a taxi or airport shuttle, then officials should drive their car
and park at the airport; or if renting a car is lower than taking taxis at the out-of-town
location, then a car should be rented. Air reservations should be booked in advance to
obtain discounted fares. The following procedures apply whether the expense is being
paid through a reimbursement or a direct advance.
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B. Local Area
s
The local area is defined to be within Santa Clara and San Mateo Counties and within a
40 mile distance from Cupertino when traveling to Alameda County.
C. Registration
The City will pay the registration fee for authorized attendance at a convention,
conference, seminar or meeting.
D. Transportation
The City will pay transportation costs on the basis of the lowest cost intent stated in
paragraph A. Eligible transportation costs include airfare (with coach fare being the
maximum), van or taxi service to and from the attendee's home and airport, destination
or airport parking charges, taxi and shuttle services at the out-of-town location, trains,
tolls, or rental cars.Use of a personal automobile for City business shall be reimbursed or
advanced at the rate per mile in effect for such use, except in no case shall it exceed air {
coach fare if the vehicle is being used for getting to the destination. Government or group
rates offered by a provider of transportation must be used when available.
E. Lodging
Hotel or lodging expenses of the City official resulting from the authorized event or
activity defined in this policy will be reimbursed or advanced if the lodging and event
occur outside the local area. Not covered will be lodging expenses related to person(s) V
who are accompanying the City member, but who themselves are not on City business.
In this instance, for example, the difference between single and multiple occupancy rates
for a room will not be reimbursed.
Where the lodging is in connection with a conference or other organized educational
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activity, City-paid lodging costs shall not exceed the maximum group rate published by
the conference or activity sponsor, providing that lodging at the group rate is available at
the time of booking. If the group rate at the conference hotel is not available, then the
non-conference lodging policy described in the next paragraph should be followed to
find another comparable hotel.
Where lodging is necessary for an activity that is not related to a conference or other
organized educational activity, reimbursement or advances shall be limited to the actual
cost of the room at a group or government rate. In the event that,a group or government
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rate is not available, lodging rates that do not exceed the median price for lodging for that
area and time period listed on travel websites like www.hotels.com, www.expedia.com
or an equivalent service shall be eligible for reimbursement or advancement.
F. Meals
1. No Conference
The actual cost of a meal can be claimed, within a standard of reasonableness, but
receipts must be kept and submitted for the expense incurred.
2. As Part of a Conference
When City officials are attending a conference or other organized educational
activity, they shall be reimbursed or advanced for meals not provided by the activity,
on an actual cost basis. The actual cost rate shall follow the rules described in the
meals with no conference paragraph.
G. Other Expenses
Payments toward or reimbursement of other expenses related to authorized activities or
events shall be limited to the actual costs consistent with the application of reasonable
standards. Receipts must be kept and submitted for all expenses.
VI. DIRECT CASH ADVANCE POLICY
From time to time, it may be necessary for a City official to request a direct cash advance
to cover anticipated expenses while traveling or doing business on the City's behalf.Such
request for an advance should be submitted to the City Manager or Department Head no
less than seven days prior to the need for the advance with the following information: 1)
Purpose of the expenditure; 2) The anticipated amount of the expenditure (for example,
hotel rates, meal costs, and transportation expenses); and 3) The dates of the expenditure.
An accounting of expenses and return of any unused advance must be reported to the
City within 30 calendar days of the official's return on the expense report described in
Section VII.
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VII. EXPENSE REPORT REQUIREMENTS
All expense reimbursement requests or final accounting of advances received must be g
approved by the City Manager or Department Head, on forms determined by the Finance
Department, within 30 calendar days of an expense incurred, accompanied by a business
purpose for all expenditures and a receipt for each item other than mileage. The report
will be a public record subject to disclosure under the Public Records Act.
VIII. REPORTS TO CITY COUNCIL OR COMMISSIONS
At the next regular City Council or commission meeting, each councilmember or
commissioner shall briefly report on publicly noticed meetings attended at City expense.
If multiple members attended the meeting, a joint report may be made.
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IX. POLICY VIOLATIONS
Violations of this policy including falsifying expense reports may result in any or all of
the following: (1)loss of reimbursement privileges, (2) demand for restitution to the City,
(3) civil penalties of up to$1,000 per day and three times the value of the resources used,
and 4) prosecution for misuse of public resources.
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Revised 7/83, 7/85, 7/87, 7/88, 7/91, 7/92, 12/07, 7/10
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City of Cupertino
ELECTED OFFICIALS' COMPENSATION PROGRAM
Policy No. 4
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. Those persons who occasionally are required to use their personal automobiles
for City business shall be reimbursed for such use at the established IRS rates. Submission
of reimbursement requests must be approved by the City Manager.
Adopted by Action of the City Council
July, 2013
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City of Cupertino
ELECTED OFFICIALS' COMPENSATION PROGRAM
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 the 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 j
membership shall be submitted with their concurrence to the City Manager for approval.
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Subscriptions to or purchase of professional and technical publications may be
provided at City expense when such have been authorized by the City Manager
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providing the subject matter and material generally contained therein are related to
municipal governmental operations.
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Adopted by Action of
the City Council
July, 2013 i
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City of Cupertino
ELECTED OFFICIALS' COMPENSATION
PROGRAM
Policy No. 7
HEALTH BENEFITS PLAN-CITY
CONTRIBUTION
It is the policy of the City of Cupertino to provide group hospital and medical
insurance under which the elected official 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 the amounts
listed below towards the premium or pay the full cost of the premium if less than the
stated amounts. If the premium amounts for any employee covered by this policy are
less than the amounts listed below per month, the difference between the premium
amount and the stated amounts will be retained by the City.
Effective City Max Health City Max *Dental City Total Max
January 1, 2020 Contribution Contribution Contribution
Employee 848.87 126.78 975.65
Employee+1 1,443.09 126.78 1,569.87
Employee+2 1,876.01 126.78 2,002.79
January 1, 2021 City Max Health City Max *Dental City Total Max
Contribution Contribution Contribution
Employee 891.32 126.78 1,018.10
Employee+1 1,515.24 126.78 1,642.02
Employee+2 1,969.81 126.78 2,096.59
January 1, 2022 City Max Health City Max *Dental City Total Max
Contribution Contribution Contribution
Employee 935.88 126.78 1,062.66
Employee+1 1,591.01 126.78 1,717.79
Employee+2 2,068.31 126.78 2,195.09
Health In Lieu Payments
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The City shall provide a payment of$375 per month in lieu of health care premiums,for Elected
Officials who provide proof of alternate coverage. This payment shall be in the form of a contribution
to the employee's deferred compensation plan.
*Dental Coverage:Effective the first month after Council adoption of MOU, dental coverage is
capped at$2,500.00 per dependent per annual plan year for the term of this contract. 9
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Adopted by Action of
the City Council
July, 2013, October 2016, July 2019
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City of Cupertino
ELECTED OFFICIALS' COMPENSATION PROGRAM
Policy No. 9
LIFE INSURANCE
It is the policy of the City of Cupertino to provide life insurance benefits to the
elected officials to a maximum of$16,000.
The elected officials may enroll in 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 individuals.
Adopted by Action of
the City Council
July,2013
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City of Cupertino
ELECTED OFFICIALS COMPENSATION PROGRAM
Policy No. 10
DEFERRED COMPENSATION
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It is the policy of the City of Cupertino to provide equitable current compensation
and reasonable retirement security for the elected officials for services performed for the
City.The City participates in the California Public Employees'Retirement System(PERS) 1
and deferred compensation plans have been established.Both the elected official and City
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 the requirements of the City and the needs of the elected officials. .
The City shall maintain and administer means by which the elected officials in
these positions may defer portions of their current earnings for future utilization. Usage
of such plans shall be subject to such agreements, rules and procedures as are necessary
to properly administer each plan. Individual contributions to such plans may be made in
such amounts as felt proper and necessary to the elected official. The City contributions
shall be as determined by the City Council.
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Adopted by Action of
the City Council
July, 2013 1
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City of Cupertino
ELECTED OFFICIALS COMPENSATION PROGRAM
Policy No. 11
PUBLIC EMPLOYEES' RETIREMENT SYSTEM CONTRIBUTION
A. Council Members occupying office on or before December 29, 2012 Only:
For Council Members occupying office on or before December 29, 2012, the City has
contracted with CalPERS for a 2.7% @55 retirement formula.
Effective in the first full pay period in July 2017, each employee shall pay the full 8.0%
of applicable salary of the employee's contribution towards CalPERS.
B. Council Members occupying office on December 30 2012 or December 31, 2012 or a
current CalPERS employee who qualifies as a classic member under CalPERS
Reguulations Only.
For Council Members hired on December 30, 2012 or December 31, 2012 or a current
CalPERS employee who qualifies as a classic member under CalPERS Regulations only
the City has contracted with Ca1PERS for a 2.0% @ 60 retirement formula, three year
average compensation
Effective January 1, 2017, the City shall not pay the employee's contribution rate to the
California Public Employees Retirement System (CalPERS) and each employee shall pay
the full 7% of applicable salary of the employee's contribution towards CalPERS.
C. For Council members occupying office on of after Tanuary 1, 2013, or former
CaIPERS employees that do not qualify as Classic employees hired by the City of
Cupertino on or after January 1,2013
For Council Members occupying office on or after January 1, 2013 CalPERS,has by
statute implemented a 2% @ 62 formula, three year average and employees in this
category shall pay 50% of the normal cost rate as determined by CalPERS.
Adopted by Action of
the City Council
July, 2013, October
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2016,July 2019
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City of Cupertino
ELECTED OFFICIALS' COMPENSATION PROGRAM
Policy No. 12
DENTAL INSURANCE - CITY CONTRIBUTION
It is the policy of the City of Cupertino to provide dental insurance under which
the elected official positions and their dependents may be covered.
The premium cost for the insurance provided by the City shall not exceed$126.78*
per month per individual. 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 carrier or carriers.
*Dental Coverage: Effective the first month after Council adoption of agreement, dental
coverage is capped at$2,500.00 per dependent per annual plan year for the term of this
contract.
Adopted by Action of
City Council
July, 2013, October 2016,July 2019
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City of Cupertino
ELECTED OFFICIALS COMPENSATION PROGRAM
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 the elected officials 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.
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Adopted by Action of the City Council
July, 2013
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City of Cupertino
ELECTED OFFICIALS' COMPENSATION PROGRAM
Policy No. 17
VISION INSURANCE—CITY CONTRIBUTION
It is the policy of the City of Cupertino to provide vision insurance under which
employees and their dependents may be covered.
The premium cost for the insurance provided by the City shall not exceed $14.94
per month per employee.Enrollment in the plan or plans made available pursuant to this
policy shall be in accordance with the provisions of the contract between the City and
carrier or carriers providing vision insurance coverage,
Adopted by Action of the City Council
July, 2013
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City of Cupertino
ELECTED OFFICIALS' COMPENSATION PROGRAM
Policy No. 18
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Technology Policy
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Each City Councilmember is provided a technology allowance in the amount of$4,000 per
four-year term. Technology equipment includes, but is not limited to, desktop PD, laptop,
tablet, cell phone, printer, and Microsoft Office suite. Purchases shall be consistent with
the City's Council Technology Policy.
An amount not to exceed $100 per month (non-taxable) shall be reimbursed for monthly
service charges (i.e. phone and data) for equipment purchased under this policy.
Adopted by Action of the City Council
July, 2019
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City of Cupertino
City Council
and
Planning Commission
Compensation
Effective January 1, 2017
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CITY OF CUPERTINO CITY COUNCIL
AND PLANNING COMMISSION
EFFECTIVE January 1, 2017
The salaries, wages or rates of pay for members of the City Council and Planning
Commission are set forth below. Only the City Council can modify these rates.
Members of the City Council $737.54/month
Members of the Planning Commission* $50.00/meeting (maximum$200 monthly)
Effective first full pay period in July 2017
Members of the City Council $743.07/month
Members of the Planning Commission* $50.00/meeting (maximum$200 monthly)
*Benefits as set forth in this document do not apply to members of the Planning
Commission.
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