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HomeMy WebLinkAboutReso 94-340 - Rescinding Reso 94-186 12/03/94; establishing new Misc Emp Benefit Policies for unrepresented Emp not covered by MOU, Effective 12/04/94 RESOLUTION NO. 94- : y o A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF REDDING (1) RESCINDING RESOLUTION NO. 94-186 EFFECTIVE MIDNIGHT, DECEMBER 3, 1994, AND (2) ESTABLISHING NEW MISCELLANEOUS EMPLOYEE BENEFIT POLICIES FOR UNREPRESENTED EMPLOYEES NOT COVERED BY A MEMORANDUM OF UNDERSTANDING, EFFECTIVE DECEMBER 4, 1994. WHEREAS, the City Council has studied the current City of Redding Miscellaneous Employee Benefit Policies for unrepresented employees not covered by a memorandum of understanding; and WHEREAS, staff has recommended that Resolution No. 94-186 be rescinded effective midnight, December 3 , 1994; and that for the reasons set forth in the accompanying Report to City Council new City of Redding Miscellaneous Employee Benefit Policies for unrepresented employees, as attached, be established effective December 4, 1994; and WHEREAS, the Council deems it to be in the best interests of the City of Redding to adopt such recommendation; NOW, THEREFORE, IT IS HEREBY RESOLVED by the City Council of the City of Redding that ( 1) Resolution No. 94-186 be rescinded effective midnight, December 3 , 1994; and ( 2) the City of Redding Miscellaneous Employee Benefit Policies attached hereto and incorporated herein by reference be and hereby are approved, effective December 4, 1994, as the City' s Miscellaneous Employee Benefit Policies for employees not covered by the provisions of a memorandum of understanding. I HEREBY CERTIFY that the foregoing Resolution was introduced, read, and adopted at a regular meeting of the City Council on the 6th day of December, 1994, by the following vote: AYES: COUNCIL MEMBERS: P. Anderson, McGeorge, Murray and R. Anderson NOES: COUNCIL MEMBERS: None ABSENT: COUNCIL MEMBERS: Kehoe ABSTAIN: COUNCIL MEMBERS: None OBERT C. ANDERSON, Mayor City of Redding `J A ST: FORMPROVED: �. CONNIE STROHMAYEV City Clerk RANDALL A. HAYS City Attorney -i CITY OF REDDING MISCELLANEOUS EMPLOYEE BENEFIT POLICIES i CITY OF REDDING MISCELLANEOUS EMPLOYEE BENEFIT POLICIES TABLE OF CONTENTS ARTICLE PAGE GRIEVANCE PROCEDURE . . . . . . . . . . . . . . . . . . 3 INDUSTRIAL INJURY . . . . . . . . . . . . . . . . . . . 5 EMPLOYEE STATUS . . . . . . . . . . . . . . . . . . . . 7 WAGES AND CLASSIFICATIONS . . . . . . . . . . . . . . . 10 HOURS AND OVERTIME . . . . . . . . . . . . . . . . . . 12 LEAVE OF ABSENCE . . . . . . . . . . . . . . . . . . . 14 EXPENSES . . . . . . . . '. . . . . . . . . . . . . . . . 15 SICK LEAVE . . . . . . . . . . . . . . . . . . . . . . 18 HOLIDAYS . . . . . . . . . . . . . . . . . . . . . . . 20 VACATIONS . . . . . . . . . . . . . . . . . . . . . . . 22 GROUP INSURANCE . . . . . . . . . . . . . . . . . . . . 26 RETIREMENT . . . . . . . . . . . . . . . . . . . . . . 28 ADMINISTRATIVE LEAVE . . . . . . . . . . . . . . . . . 29 CONTINUING EDUCATION . . . . . . . . . . . . . . . . . 31 FUNERAL LEAVE . . . . . . . . . . . . . . . . . . . . . 32 JURY DUTY . . . . . . . . . . . . . . . . . . . . . . . 33 UNIFORM ALLOWANCE . . . . . . . . . . . . . . . . . . . 34 PROGRAM FOR REDDING IMPROVEMENT & DEVELOPING EXCELLENCE 35 Resolution. No. 94- Page 3 Date Adopted: December 6 , 1994 Date Effective : December 4 , 1994 GRIEVANCE PROCEDURE Any grievance which may arise between a regular employee or their representative and the City with respect to the interpretation or application of any of the terms and conditions of employment, and with respect to such matters as the alleged discriminatory or arbitrary discharge, demotion or discipline of an individual employee, shall be determined by the provisions of this procedure, except that such matters which are included in the definition of impasse as set forth in Resolution No . 4217 are not a grievance . Establishment of employee wage rates are excluded from this procedure. This Grievance Procedure will not be applicable to any items not covered by City Council approved resolution. Probationary employees shall not be entitled to invoke the Grievance Procedure with regard to matters of discharge or demotion . This shall not, however, prevent a probationary employee from exercising any other rights under this procedure. Every employee designated by the City to hear the grievance of a subordinate shall have the authority to settle that grievance . Step 1 : The initial step in the adjustment of a grievance shall be a discussion between the employee or their representative and the immediate Supervisor directly involved, Division Head or Department Director as applicable, who will answer within ten ( 10) days . This step shall be started within thirty (30) days of the date of the action complained of or the date the grievant became aware of the incident which is the basis for the grievance . This step may be taken during the working hours of the employee. Step 2 : If a grievance is not resolved in the initial step, the second step shall be a discussion between either the employee or their representative and the Director of Personnel Services who shall answer within ten ( 10) days . This step shall be taken within ten ( 10) days of the date of the Department Director' s answer in Step 1 . The foregoing steps may be supplemented by written presentations as well as the oral discussions required above. Step 3 : If a grievance is not resolved in the second step of this procedure, the third step shall be the presentation of the grievance, in writing, by the employee or their representative, to the City Manager who shall answer, in writing, within ten ( 10) days . The third step shall be taken within ten ( 10) days of the date of the answer in Step 2 . Step 4 : ( a) If a grievance is not resolved in the third step of this procedure, the fourth step shall be referral by either the City or the employee or their representative to arbitration, or the employee may Resolution No. 94- Page 4 Date Adopted: December 6 , 1994 Date Effective : December 4 , 1994 elect, at his or her option, to appeal to the City Council in private or public personnel session pursuant to the authority contained in the Redding Municipal Code . The fourth step shall be taken within twenty ( 20 ) days of the date of the answer in Step 3 . (b) An Arbitrator shall be appointed on each occasion that a grievance is submitted to arbitration. In the event that City and the employee or their representative are unable to agree on the selection of an Arbitrator, they shall request the State of California Mediation and Conciliation Service to nominate five ( 5 ) persons to be the Arbitrator . The City and the employee or their representative each will alternately challenge two ( 2 ) of such nominees , the party having the first challenge to be determined by lot . The remaining nominee shall be accepted as the Arbitrator and their compensation and expenses shall be borne equally by the City and the employee . Notwithstanding the foregoing, the City and the employee may, by mutual consent, agree on a single arbitrator to hear grievances , on the same cost sharing basis . The City and the employee shall pay the compensation and expenses of their respective appointees and witnesses . At the employee' s or their representative' s request, the City shall release employees from duty to participate in arbitration proceedings . (c) The Arbitrator shall hold such hearings and shall consider such evidence as to the Arbitrator appears necessary and proper. The decision of the Arbitrator shall be final and binding on City and the aggrieved employee and their representative, provided that such decision does not in any way add to, disregard or modify any of the provisions of City policies , resolutions or ordinances . Failure by the employee to meet any of the aforementioned time limits as set forth in Steps 1 , 2, 3 and 4 (a) will result in forfeiture; except, however, that the aforementioned time limits may be extended by mutual agreement. Grievances settled by forfeiture shall not bind either party to an interpretation of City policies , resolutions or ordinances, nor shall such settlements be cited by either party as evidence in the settlement of subsequent grievances . Resolution No. 94- Page 5 Date Adopted: December 6 , 1994 Date Effective : December 4 , 1994 INDUSTRIAL INJURY 1 . Except for those employees who are covered by the provisions of California Labor Code Section 4850 or a Memorandum of Understanding, whenever any regular employee who is a member of the Public Employees ' Retirement System is disabled, whether temporarily or permanently, by injury or illness arising out of and in the course of the employee ' s duties , which comes within the application of the Workers ' Compensation and Insurance Chapters of the State Labor Code, the employee shall become entitled, regardless of the employee ' s period of service with the City to compensation at the rate of eighty-five percent ( 85%) of the employee' s regular salary, in lieu of temporary disability payments , if any, which would be payable under the State Labor Code, for the period of such disability but not exceeding six (6 ) months or until such earlier date as the employee is retired on permanent disability pension . At the conclusion of six ( 6 ) months of receipt of supplemental benefits at the rate of eight-five ( 85 ) percent of regular salary, any regular employee who is still unable to return to work and is still receiving temporary disability indemnity payments shall become entitled to receive supplemental benefits at the rate of seventy percent ( 700) of the employee' s regular salary for the period of such disability but not exceeding six ( 6 ) months or until such earlier date as the employee is retired on permanent disability pension through the Public Employees ' Retirement System. In consideration of this benefit, the regular employee shall pay over to the City any temporary or permanent disability compensation received, whether from Workers ' Compensation, employee group insurance benefits or unemployment compensation benefits provided for under State law, and shall affirmatively assist the City in obtaining any such benefits to which the employee may be entitled but has not yet received arising out of such disability, but such payment from the employee to the City from such sources shall not exceed in amount the supplemental benefits paid to the employee by the City in accordance with the provisions of this paragraph. 2 . An employee who is absent by reason of industrial disability may be returned to work by the City and given temporary light duties within the employee' s ability to perform, with the consent of the employee' s physician. The duration of any such period of temporary work shall be determined by City. Such employee shall be compensated at the then current rate of pay of the employee' s regular classification while engaged in such temporary duties . The City may require an employee being considered for return to work after an absence caused by disability or illness to submit to a medical examination by a physician or physicians approved by City for the purpose of determining that such employee is physically and mentally fit and able to perform the duties of the employee' s position without hazard to the employee, or to fellow employees , or to the employee ' s own permanent health. Resolution No. 94- Page 6 Date Adopted: December 6 , 1994 Date Effective : December 4 , 1994 3 . If a third party is found to be responsible for the employee ' s industrial injury and the employee recovers a judgment in damages from said third party, then all supplemental benefits received as provided for in Section 1 not already repaid from the other sources mentioned in Section 1 shall be repaid to the City by the employee . 4 . Vacation and sick leave shall be accrued while a regular employee is absent from work as a result of a job related disability and receiving the supplemental benefits to Workers ' Compensation temporary disability compensation as set forth in Section 1 or the benefits of Section 4850 of the Labor Code of the State of California for the period of such disability, but not exceeding one ( 1 ) year. All regular and probationary employees who are receiving Workers ' Compensation temporary disability benefits , may nevertheless, at their option, maintain their group insurance coverage during the period in which they are receiving temporary disability compensation for up to a maximum of a cumulative total of five ( 5 ) years . Holidays which occur during the period for which an employee is receiving temporary disability compensation shall not be recognized by such employee for compensation purposes . Resolution No . 94- Page 7 Date Adopted: December 6 , 1994 Date Effective : December 4 , 1994 EMPLOYEE STATUS 1 . Except for those employees who are covered by the provisions of a Memorandum of Understanding, employees will be designated as regular, probationary, part-time regular, full-time temporary, part-time temporary, part-time, or City Council Members , depending upon the purpose for which they are hired and their length of continuous service with the City. 2 . A regular employee is one who has completed a probationary period as outlined in section 3 , below. 3 . A probationary employee is defined as an employee hired for a full-time position that has been regularly established as an authorized position and is of indeterminate duration. A probationary employee shall receive not less than the minimum rate for the job and shall be eligible for sick leave pay, vacation pay, holiday pay, retirement plan participation, insurance coverage and items of a similar nature, as the employee becomes eligible, but shall not be given preferential consideration for promotion or transfer or be eligible for a leave of absence . Upon completion of one ( 1 ) year of continuous full-time service with the City, a probationary employee shall be given the status of a regular employee . An employee ' s probationary period shall be extended by the duration of any unpaid absence of ten ( 10) or more consecutive work days . A probationary period may also be extended at the discretion of City management for a period not to exceed six (6 ) months for the purpose of enabling a more extensive review and evaluation of a probationary employee prior to the employee attaining regular status . A probationary employee shall be notified in writing of such an extension not less than ten ( 10) working days prior to the expiration of the probationary period. 4 . A full-time temporary employee is defined as an employee hired for occasional or seasonal work for a period not to exceed six ( 6 ) months . A full-time temporary employee shall receive not less than the minimum rate for the job but shall not be eligible for sick leave pay, holiday pay, vacation pay, insurance coverage, retirement plan participation, or items of a similar nature, nor shall the employee accrue seniority, or promotion and transfer rights, or leave of absence rights . If a full-time temporary employee is reclassified to probationary status, the employee shall be credited with all continuous service in determining eligibility for such benefits as may accrue to the employee in the employee' s new status . 5 . A part-time regular employee is defined as an employee who has one ( 1 ) year, or more, seniority with the City in full-time employment as a probationary and regular employee, and who is subsequently recategorized, without a break in service, to work less than full-time . A part-time regular employee shall receive not less than the minimum rate for the job, and shall be eligible for sick leave pay, vacation Resolution No . 94- Page 8 Date Adopted: December 6 , 1994 Date Effective : December 4 , 1994 pay, holiday pay, retirement plan participation ( as governed by the Public Employees ' Retirement System) , insurance coverage (pursuant to group insurance contract provisions ) , and seniority accrual , but shall not be given preferential consideration for promotion or transfer nor shall the employee be eligible for supplemental benefits for industrial injury, funeral leave pay, jury duty pay, or items of a similar nature . If a part-time regular employee is reclassified to regular status , the employee shall be credited with all continuous service in determining eligibility for such benefits as may accrue to the employee in the employee ' s new status . 6 . A job share employee is defined as an employee who shares a full-time, budgeted position with another employee. A job share employee who has not served an official probationary period with the City shall be subject to a probationary period of one ( 1 ) year; a probationary period may be extended at the discretion of City management for a period not to exceed six ( 6 ) months for the purpose of enabling a more extensive review and evaluation of a probationary employee prior to the employee attaining regular status . Job share employees shall typically not work less than twenty ( 20) hours per week. A job share employee shall receive not less than the minimum rate for the job, and on a prorated basis, shall be eligible for sick leave pay, vacation pay, holiday pay, retirement plan participation, insurance coverage, and items of a similar nature, but shall not be given preferential consideration for promotion or accrue transfer rights . The job share employee shall contribute one-half ( 500) of the group insurance program premiums as applicable. If a job share employee changes status to full- time regular status , the employee shall be credited with all continuous service in determining eligibility for such benefits as may accrue to the employee in the employee ' s new status . Job share employees shall be required to sign a City approved contract stipulating the specific conditions and restrictions of the job share arrangement . 7 . A part-time temporary employee is defined as an employee hired for occasional or seasonal work or for employment of less than eight ( 8 ) hours per day or less than five ( 5 ) days per week, or whose work period is not regularly scheduled, and who normally works less than one-half ( 1/2 ) time. A part-time temporary employee shall receive not less than the minimum rate for the job, but shall not be eligible for sick leave pay, holiday pay, vacation pay, or items of a similar nature, nor shall the employee normally be eligible for insurance coverage or retirement plan participation, nor shall the employee accrue seniority, or promotion and transfer rights , or leave of absence rights . If a part- time temporary employee is reclassified to full-time temporary or probationary status, the employee shall not be credited with the employee' s service as a part-time temporary employee in determining eligibility for benefits , if any, as may accrue to the employee in the employee' s new status . Resolution No . 94- Page 9 Date Adopted: December 6 , 1994 Date Effective : December 4 , 1994 8 . A part-time employee is defined as an employee hired for occasional or seasonal work or for employment of less than eight ( 8 ) hours per day or less than five ( 5 ) days per week, or whose work period is not regularly scheduled, and who normally works less than one-half ( 1/2 ) time . A part-time employee shall receive not less than the minimum rate for the job, but shall not be eligible for sick leave pay, holiday pay, vacation pay, or items of a similar nature, nor shall the employee be eligible for insurance coverage, however this category will require an employee to become a member of the Public Employees ' Retirement System. The employee shall not accrue seniority, or promotion and transfer rights , or leave of absence rights . This classification of employee status will not be used for new hires but solely for the purpose of employees changing status from that of a part- time temporary. Further, such reclassification will only be accomplished by approval of the Director of Personnel Services and the City Manager. If a part-time employee is reclassified to full-time temporary or probationary status , the employee shall be credited with the employee ' s service as a part-time employee in determining eligibility for benefits , if any, as may accrue to the employee in the employee ' s new status . 9 . A City Council member is defined as an elected officer elected by the citizens of the City of Redding. Resolution No. 94 Page 10 Date Adopted: December 6 , 1994 Date Effective : December 4 , 1994 WAGES AND CLASSIFICATIONS 1 . The following provisions shall only apply to those employees other than part-time employees and other than those covered by the provisions of a Memorandum of Understanding. 2 . Except as otherwise provided, employees shall be paid the wage established for their classification. Upon initial appointment to a classification an employee shall normally be paid the lowest wage rate for that classification. An employee may, however, be paid a wage rate above the lowest wage rate if circumstances justify it . When an employee is appointed to a classification which has a wage range overlapping the wage range of the employee ' s previous classification, the employee shall be paid at the wage rate of the classification to which the employee is being appointed, which is next higher to the employee ' s present wage rate, but not more than the top wage rate of the classification to which the employee is appointed. Step increases require Department Director and City Manager approval and may be granted as follows : After thirteen ( 13 ) full pay periods of employment at Salary Step 1 , an employee may be advanced to Salary Step 2 . After twenty-six ( 26 ) full pay periods of employment at Salary Step 2 , an employee may be advanced to Salary Step 3 . After twenty-six ( 26) full pay periods of employment at Salary Step 3 , an employee may be advanced to Salary Step 4 . After twenty-six ( 26 ) full pay periods of employment at Salary Step 4 , an employee may be advanced to Salary Step 5 . A full pay period as used herein is defined as one in which the employee works or is paid for time off for at least half of the regularly scheduled work hours . 3 . Wages shall be paid at bi-weekly intervals on Thursdays at the end of the employee' s work period after 12 : 00 noon for a pay period ending no earlier than the preceding Saturday. If a pay day falls on a holiday, payments shall be made on the preceding workday. 4 . When an employee is temporarily assigned to work in a classification lower than the employee' s regular classification, the employee' s rate of pay will not be reduced. 5 . Effective July 1 , 1987 , shift differential shall be paid as follows to Police Lieutenants : Watch I (Graveyard) 1800-0400 hours $ . 75 per hour Watch II (Days) 0800-1700 hours $ . 00 per hour Watch III ( Swings ) 1300-2400 hours $ . 50 per hour Resolution No . 94- Page 11 Date Adopted: December 6 , 1994 Date Effective : December 4 , 1994 6 . Effective June 24 , 1990 , shift differential shall be paid to Police Records Division clerical personnel and the Supervisor- Communication/Records as follows : 1600-2400 hours 3-1/20 2400-0800 hours 5% Effective December 4 , 1994 , shift differential shall be paid to emplovees at the Redding Power Plant , as defined above , for their work hours that overlap the defined shift differential eligibility periods . 7 . Effective June 23 , 1991 , shift differential shall be paid to any unrepresented personnel working a regular schedule as follows : 1600-2400 hours 3-1/2% 2400-0800 hours 5% 8 . Effective January 7 , 1990 , POST and educational incentives shall be added to the base pay of those regular Police Sworn Employees who qualify as follows : 2 . 5% plus $100 . 00* - AA or AS degree, or sixty (60) semester units , or a POST Intermediate Certificate. 5 . 0% plus $100 . 00* - BA or BS degree, or one hundred twenty ( 120) semester units or a POST Advance Certificate. * The annual $100 . 00 additional educational incentive to be effective July 3 , 1994 , will be added to either the two and one half percent ( 2 1/20) or the five percent ( 5%) educational incentive; but not both. The initial eligibility for the annual $100 . 00 will be paid on the next scheduled payment date . The annual payment will be on a separate check and paid during the second pay period in July. 9 . Effective September 2 , 1990, $800 . 00 per year will be added to base pay for an A.A. degree in Fire Science or Fire Science Technology for Fire management personnel . 10 The City Manager may, based upon outstanding job performance, grant an exempt employee a one time salary increase up to ten percent ( 10%) above the top of the salary range for a period not to exceed one ( 1 ) year. This one time increase is not cumulative and the employee would revert to the employee' s regular salary rate at the end of the one year period. Resolution No . 94- Page 12 Date Adopted: December 6 , 1994 Date Effective : December 4 , 1994 HOURS AND OVERTIME 1 . The following provisions shall only apply to those employees not covered by provisions of a Memorandum of Understanding. 2 . All regular employees will receive full time employment for each workweek employed, provided they report for duty and are capable of performing their work. This is not to be interpreted that the city does not retain the right to lay off or release employees on account of lack of work or other valid reason at the end of the workweek. 3 . Each employee shall report for work at the employee ' s regularly established headquarters and shall return thereto at the conclusion of the day' s work and the time spent in traveling between such headquarters and the job site shall be considered as time worked. 4 . A workweek is defined to consist of seven ( 7 ) consecutive calendar days , Sunday through Saturday, and except as otherwise provided, a basic workweek is normally defined to consist of five ( 5 ) consecutive workdays of eight ( 8) hours each. The basic workweek may begin on any day of the week or at any hour of the day during the workweek. Shift employees may be assigned any hour and/or days of work . 5 . Except as otherwise provided herein, overtime is defined as ( a) time worked in excess of forty ( 40) or sixty ( 60 ) hours as applicable in a workweek, (b) time worked in excess of eight ( 8)-, ar ten ( 10) . or twelve ( 12) hours as applicable on a scheduled workday, (c) time worked on a non-workday, (d) time worked outside of regular hours on a workday, and (e) time worked on a holiday. overtime shall be computed to the nearest one-quarter ( 1/4 ) hour. For part-time employees , other than fire suppression or twenty-four ( 24 ) hour shift employees, overtime is defined as time worked in excess of forty ( 40 ) hours in a workweek. For part-time fire suppression or twenty-four ( 24 ) hour shift employees overtime is defined as time worked in excess of two hundred forty ( 240) hours in a work period. A work period is defined as it is for other regular twenty-four ( 24 ) hour shift employees . Such definition is presently set forth in 9 . 2 (b) of the Memorandum of Understanding between the City of Redding and Local Union 1934 International Association of Fire Fighters as it was amended effective June 29, 1975 . 6 . Overtime compensation shall be paid at a rate equivalent to one and one-half ( 1-1/2 ) times the regular rate of pay, or at the employee' s option, providing it is legally permissible and has City approval, the employee may elect to receive time off with pay at the rate of one and one-half hours off for each overtime hour worked. For non-exempt employees , compensatory time off with pay shall be scheduled in the same manner as vacations are normally scheduled. The maximum i Resolution No. 94- Page 13 Date Adopted: December 6 , 1994 Date Effective : December 4 , 1994 accumulated compensatory time an employee may keep on the books at any time shall be limited to a maximum of two hundred forty ( 240) hours , as outlined in the Fair Labor Standards Act amendments of 1985 , before the City must provide overtime pay. 7 . Officers and exempt employees shall not receive any compensation for overtime work, except for exempt employees of the Fire Department when on duty for the State Office of Emergency Services . In those situations the exempt employee shall receive the difference, if any, between the employee ' s regular salary and the State payment when in State Service on a regularly scheduled workday and on a non-workday the employee shall receive the State payment . 8 . Employees who are entitled to overtime pay and who are required to report for work on their non-workdays , or on holidays they are entitled to have off, or outside of their regular hours on workdays , shall be paid overtime compensation for the actual time worked, but in no event for less than two ( 2 ) hours compensation. If an employee who is called out for such work outside of the employee' s regular hours on a workday continues to work into the employee' s regular hours, the employee shall be paid overtime compensation only for the actual time worked. If an employee performs overtime work immediately following the end of the employee' s regular shift, the employee shall be paid overtime compensation only for the actual time worked. e e► , Resolution No . 94- Page 14 Date Adopted: December 6 , 1994 Date Effective : December 4 , 1994 LEAVE OF ABSENCE 1 . Except for those employees who are covered by the provisions of a Memorandum of Understanding, leave of absence may be granted to regular employees by the City Manager for urgent and substantial reasons , up to a maximum of one year, providing satisfactory arrangements can be made to perform the employee' s duties without undue interference with the normal routine of work. Inability to return to work after an employee' s sick leave has been exhausted will be considered as an urgent and substantial reason and in such cases a leave will be granted. 2 . A leave will commence on and include the first workday on which the employee is absent and terminates with and includes the workday preceding the day the employee returns to work. 3 . All applications for leave of absence shall be made in writing except when the employee is unable to do so. The conditions under which an employee will be restored to employment on the termination of leave of absence shall be clearly stated by the City in conjunction with the granting of a leave of absence. Upon an employee' s return to work after a leave of absence, they will be reinstated to the employee ' s former position and working conditions , providing that the employee is capable of performing the duties of the employee ' s former position, except that if there has been a reduction of forces or the employee' s position has been eliminated during said leave, the employee will be returned to the position the employee would be in, had the employee not been on a leave of absence . 4 . An employee' s status as a regular employee will not be impaired by such leave of absence and the employee' s seniority will accrue . 5 . If an employee fails to return immediately on the expiration of the employee' s leave of absence or if the employee accepts other full-time employment while on leave, the employee will thereby forfeit the leave of absence and terminate the employee' s employment with the City. 6 . An employee on a leave of absence as provided herein shall not accrue vacation or sick leave benefits nor maintain group insurance coverage . An employee may, however, at the employee ' s option and expense, maintain group insurance coverage providing the full monthly premium is received by the City Treasurer on or before the first day of the month for which the premium is intended. Notwithstanding the above, however, if the leave of absence is as a result of exhaustion of sick leave benefits an employee' s group insurance may be maintained for up to three ( 3 ) calendar months on the normal premium-sharing formula, providing the employee pays the employee' s share of the premium on a timely basis . Resolution No . 94- Page 15 Date Adopted: December 6 , 1994 Date Effective : December 4 , 1994 EXPENSES 1 . The following provisions shall apply only to those persons and employees not covered by the provisions of a Memorandum of Understanding to provide a fair and equitable means of reimbursing expenses incurred while conducting City business . City business is a direct result of employment with or representation of the City. It includes traveling to authorized meetings , seminars , training sessions , luncheons and other events approved by the Department Director. 2 . Where City business requires that an employee commute to or from work in a City owned or leased vehicle, that employer provided vehicle can not be used for any personal purposes . The value of this benefit is to be included in the assigned employee ' s gross wages at a rate established by the Internal Revenue Services ( IRS) . 3 . Whenever employees use their personal vehicles for City business at the City' s convenience, reimbursement will be at the rate of twenty-five cents ( $ . 25 ) per mile. 4 . Whenever employees use their personal vehicle for the employee' s/employer' s convenience for out of City travel on official City business , the total allowance for transportation shall in no case exceed the cost of tourist-class air passage if such service is available . (This would include any additional expenses that would be incurred for lodging, per diem allowances , meals and other expenses . ) If air service is not available, the allowance for use of a personal vehicle, shall be subject to authorization by the Director of Finance . 5 . The City is not responsible for any loss or damage, operating maintenance or repair expenses to personal vehicles used on City business . 6 . Travel time will be allowed on the same basis as if the employee had traveled by air. The employee will charge to the City only the time that would have been required to make the trip using airline transportation. All time in excess of air travel time will be charged to the employee. Exceptions may be authorized by the Director of Finance in cases where it is beneficial to the City for the employee to use their personal vehicle . 7 . An exempt employee who is required to change residence to accommodate the employee' s employment with the City may be compensated for moving expenses, under special circumstances, subject to approval by the City Manager. 8 . Employees who have a temporary work assignment at such distance that it is impractical for them to return to their regular place of abode will be allowed actual personal expenses for board and lodging for the duration of such assignment provided they board and Resolution No . 94- Page 16 Date Adopted: December 6 , 1994 Date Effective : December 4 , 1994 lodge at places to be approved by the City. The time spent by such employees in traveling to such temporary assignment at its beginning, to and from home on holidays and weekends , and from such temporary assignment at its conclusion and any reasonable expense incurred thereby will be paid by the City. 9 . For Council members , elected officials , appointed members of City commissions , and all officers and exempt employees a maximum per diem allowance of eighty-five dollars ( $85 . 00 ) per day ( 24 hour period) shall be paid while such persons are traveling on official City business . Per diem includes three ( 3 ) meals (breakfast, lunch and dinner) and overnight lodging. 10 . Where the per diem allowance listed in Section 9 is inadequate, an actual claim for reimbursement may be made . Receipts must be provided for all expenditures where reimbursement is requested. 11 . An optional meal allowance may be paid at the following rates : Dinner $17 . 50 Lunch 8 . 50 Breakfast 6 . 00 Meal allowance is included in an individual ' s gross wages as determined by the Internal Revenue Service ( I .R. S . ) . 12 . When meals are included in the registration fees or transportation charges, adjustment of the per diem or meal allowance will be made. 13 . Payments for meals will be reimbursed at actual cost if that amount is equal to or less than that specified in Section 11 . Unusual circumstances may justify a larger amount . Any request for more than the normal meal allowance must be accompanied by a written explanation as to the reason for the excess and will be subject to approval by the Director of Finance. Alcoholic beverages are not a reimbursable expense and should be paid for separately by the employee . Receipts for meals must be provided in order to obtain reimbursement. 14 . Reimbursement of meal expenses for other than employees incurred while conducting business on behalf of the City shall be allowed provided itemized receipts are submitted detailing the guest' s name, position, and organization. Such expenses shall be limited to advisory boards, commissions , and such other guests at meetings or conferences as reasonably borne by City expense as recommended by the Department Director and approved by the Director of Finance . Resolution No . 94- Page 17 Date Adopted: December 6 , 1994 Date Effective : December 4 , 1994 15 . Reimbursement for reasonable costs other than meals and lodging incurred for the following incidental expenses shall be permitted providing such expenses are justified and itemized: Registration Tips and other gratuities Taxi, bus and other local transportation fares Business telephone calls and telegrams Other justifiable incidental expenses 16 . Employees will be reimbursed for actual expenses only. Any savings realized by employees by ride sharing, lower accommodation costs , etc . , shall accrue to the City. Resolution No . 94- Page 18 Date Adopted: December 6 , 1994 Date Effective : December 4 , 1994 SICK LEAVE 1 . Except for those employees who are covered by the provisions of a Memorandum of Understanding, sick leave with pay shall be accumulated for each regular, probationary, and part-time regular employee at the rate of forty six thousandths ( . 046 ) of an hour for each regular hour worked, or on paid leave . Accrual rate approximately one ( 1 ) day per month. ) 2 . Sick leave shall be allowed for a non-work related absence due to : ( a) the inability of an employee to be present or perform the employee ' s duties because of personal illness , off-duty injury, or confinement for medical treatment; (b) personal medical or dental appointments , which are impractical to schedule outside of regular working hours; ( c ) the need to be present during childbirth, surgery, critical illness or injury involving members of the immediate family as defined in Funeral Leave policies for up to forty ( 40) hours per incident . Sick leave to include mental or physical illness . (d) family sick leave up to twenty-four ( 24 ) hours per calendar year for members of the immediate family as defined in the Funeral leave policy. Notwithstanding the foregoing forty ( 40) hour limitation, sick leave with pay shall be granted to the twenty-four ( 24 ) hour shift employees for the time necessary to be absent up to a maximum amount that has the same ratio to the maximum amount allowed for other City employees as set forth above as the average number of work hours per week for 24-hour shift employees has to the number of work hours per week for other City employees . For exempt employees no deductions for less than a day shall be made . For 24 hour shift employees the definition of a work day shall be 24 hours . 3 . Management may require satisfactory evidence of sickness or disability before payment for sick leave will be made . The City may also require an employee requesting to return to work after sick leave or leave of absence for medical reasons to submit to a medical examination by a physician or physicians approved by City for the purpose of determining that such employee is physically fit and able to perform the duties of the employee' s former position without hazard to the employee, or to fellow employees , or to the employee ' s own permanent health. Such examination or examinations shall be at the sole expense of the City. 4 . If a holiday which an employee is entitled to have off with pay occurs on a workday during the time an employee is absent on sick leave, the employee shall receive pay for the holiday as such, and it shall not be counted as a day of sick leave. 5 . In the event an employee exhausts all paid leave as a result of an illness or injury, and subject to the approval of the employees Department Director, Director of Personnel and the City Manager, such employee may be advanced sick leave from his or her future accruals up Resolution No . 94- Page 19 Date Adopted: December 6 , 1994 Date Effective : December .4 , 1994 to 80 hours per incident . The 80 hour limit will be adjusted for 24 hour shift employees in the same ratio as the average number of work hours per week for 24 hour shift employees has to the number of work hours per week for other City employees . Once the employee returns to duty, sick leave accrual hours will be applied to the negative sick leave account until it is zero. Should the employee terminate City employment with a negative sick leave balance appropriate adjustments would be made to final paid leave cash pay-outs or other City monies owed the employee . 6 . Any employee who after ten ( 10) years of service to the City terminates employment shall be paid at the employee ' s regular pay rate for thirty-three and one-third percent ( 33 1/30) of the employee ' s accumulated sick leave hours reduced by the amount of any bonus vacation hours the employee has previously received pursuant to Section 2 of the City' s vacation policy. For employees with fifteen ( 15 ) years or more but less than twenty ( 20 ) years of service, the percentage set forth above shall be increased to forty-five percent ( 450) . For employees with twenty ( 20) years or more service, the percentage set forth above shall be increased to sixty percent ( 60%) . An employee may, however, at the employee' s option, elect to waive the foregoing benefit and in lieu thereof receive credit for said unused sick leave toward the employee ' s retirement benefit through the Public Employee' s Retirement System, pursuant to the contract between the City of Redding and the Public Employees ' Retirement System. Resolution No . 94- Page 20 Date Adopted: December 6 , 1994 Date Effective : December 4 , 1994 HOLIDAYS 1 . Except for those employees who are covered by the provisions of a Memorandum of Understanding, or who are assigned to twenty-four ( 24 ) hour shifts , regular and probationary employees , except as otherwise provided herein, shall be entitled to have the following holidays off with pay: Fixed Holidays : A) January 1st (New Year' s Day) B) The third Monday in February (George Washington' s Birthday) C) The last Monday in May (Memorial Day) D) July 4th E ) First Monday in September (Labor Day) F) Thanksgiving Day G) Friday after Thanksgiving Day H) The last four ( 4 ) work hours before Christmas I ) December 25th (Christmas Day) Floating Holidays: A) Lincoln Day B) Employee' s Birthday C) Columbus Day D) Veterans Day If any of the foregoing holidays falls on a Sunday, the Monday following shall be observed as the holiday, except by those employees who are regularly scheduled to work on Sunday other than on an overtime basis . Employees who are regularly scheduled to work on Sundays shall observe such holidays on Sunday. If any of the foregoing holidays falls on a Saturday, the preceding Friday shall be observed as the holiday, except by those employees who are regularly scheduled to work on Saturday other than on an overtime basis . Employees who are regularly scheduled to work on Saturdays shall observe such holidays on Saturday. If any of the foregoing holidays falls on any day from Monday through Friday, inclusive, and that day is a regularly scheduled non-workday for Resolution No . 94- Page 21 Date Adopted: December 6 , 1994 Date Effective : December 4 , 1994 an employee, such employee shall be entitled to receive another workday off with pay, to be scheduled in the same manner as vacation days are normally scheduled. Notwithstanding the foregoing an employee may observe the employee' s birthday holiday on the employee' s birthday or anytime during the pay period in which the birthday occurs , or the holiday may be deferred and scheduled as vacations are normally scheduled. The holidays known as Lincoln Day, Columbus Day, and Veterans Day shall be scheduled by employees and the employee ' s supervisors in the same manner as vacations are normally scheduled. When an employee is required to work on a floating holiday the employee shall receive pay at the straight time rate . 2 . Notwithstanding the foregoing, employees may be scheduled to work on holidays , in which event any such employee will , in addition to holiday pay, be compensated therefore at the overtime rate of pay for all time worked on such days . An employee may, however, at their option, elect to observe that holiday at another time , to be scheduled in the same manner as vacation days are normally scheduled, in which event, any such employee will only be compensated for time worked on that day at the overtime rate of pay and shall not receive holiday pay for such day. 3 . If an employee is in a non-pay status on both workdays immediately adjacent to the holiday, the employee shall not receive pay for the holiday. 4 . Part-time regular employees shall not observe the foregoing holiday provisions, but shall accrue holiday pay on a prorated basis at the rate of forty-eight thousandths ( . 048 ) of an hour for each regular hour worked or on paid leave. 5 . Effective December 1990, Fire Management regular and probationary twenty-four ( 24 ) hour shift employees shall receive compensation for holidays without regard for when holidays occur nor whether or not an employee actually works on any holidays and regardless of the number of holidays other City employees observe. Such holiday compensation shall be at the employee ' s regular hourly pay rate with forty-eight (48) hours paid in December of 1990 . An additional forty- four ( 44 ) hours for eligible twenty-four ( 24 ) hour shift employees shall become effective June 23 , 1991 . Payment in June, 1991 will be ninety- two ( 92 ) hours and the payment in each June thereafter will be ninety- two ( 92 ) hours , with the payment in December remaining at forty-eight ( 48) hours . For those employees who do not work the full six (6) months prior to the payment due date, such holiday compensation shall be prorated. a • Resolution No . 94- Page 22 Date Adopted: December 6 , 1994 Date Effective : December 4 , 1994 VACATIONS 1 . Except for those employees who are covered by the provisions of a Memorandum of Understanding, regular, probationary, and part-time regular employees of the City shall accrue vacations with pay up to 500 hours ( Fire Management 24-hour shift employees shall accrue vacation pay up to 700 hours ) as follows : A) At the rate of thirty-nine thousandths ( . 039 ) of an hour for each regular hour worked, or on paid leave, from the date of employment through the one hundred fourth ( 104th) full pay period of employment . (Accrual rate approximately two ( 2 ) weeks per year up to four (4 ) years of services . ) B) At the rate of fifty-eight thousandths ( . 058) of an hour for each regular hour worked, or on paid leave, from the one hundred fourth ( 104th) full pay period through the two hundred thirty-fourth ( 234th) full pay period of employment . (Accrual rate approximately three ( 3 ) weeks per year after four ( 4 ) years of service . ) C) At the rate of sixty-eight thousandths ( . 068) of an hour for each regular hour worked, or on paid leave, from the two hundred thirty-fourth ( 234th) full pay period through the three hundred sixty- fourth ( 364th) full pay period of employment. (Accrual rate approximately three and one-half ( 3-1/2 ) weeks per year after nine ( 9 ) years of services . ) D) At the rate of seventy-seven thousandths ( . 077 ) of an hour for each regular hour worked, or on paid leave, from the three hundred sixty-fourth (364th) full pay period of employment through the four hundred ninety-fourth (494th) full pay period of employment . (Accrual rate approximately four ( 4 ) weeks per year after fourteen ( 14 ) years of service . ) E) At the rate of eighty-seven thousandths ( . 087 ) of an hour for each regular hour worked, or on paid leave, from the four hundred ninety-fourth (494th) full pay period through the six hundred twenty- fourth (624th) full pay period of employment. (Accrual rate approximately four and one-half (4-1/2 ) weeks per year after nineteen ( 19 ) years of service . ) F) At the rate of ninety-six thousandths ( . 096 ) of an hour for each regular hour worked, or on paid leave, from and after the six hundred twenty-fourth (624th) full pay period of employment . (Accrual rate approximately five ( 5 ) weeks per year after twenty-four ( 24 ) years of service . ) G) A full pay period as used herein is defined as one in . which the employee works or is paid for time off for at least half of the regularly scheduled work hours . Resolution No . 94- Page 23 Date Adopted: December 6 , 1994 Date Effective : December 4 , 1994 H) For purposes of establishing the number of pay periods and therefore the vacation accrual rate as set forth in ( a) through ( f) above , previous periods of full-time regular employment with the City shall be used, including probationary periods which resulted in attainment of regular employee status . I ) Effective January 1 , 1991 , the maximum vacation time which can be accrued by a regular employee is five hundred ( 500) hours . J) Effective January 1 , 1990, for one time only, vacation hours accumulated in excess of five hundred ( 500) hours will be retained in a separate time bank to be used by the employee in the same manner as regular vacation time . Vacations hours retained in the time bank will not be lost upon effective date of the vacation maximum. On January 1 , 1991 , earned vacation hours in excess of the five hundred ( 500 ) hours maximum will not be accumulated. Between January 1 , 1990 and January 1 , 1991 , employees who are at the five hundred ( 500 ) hours maximum should endeavor to reduce their vacation balance by an amount greater than their annual vacation accrual . For such employees , during the above dates , used vacation time and vacation cash outs will be deducted from the employee ' s regular vacation account . K) It is City policy that employees take their normal vacation each year at such time or times as may be approved by the Department. L) In the event of departmental cancellation of a previously scheduled vacation or of a paid leave of absence due to industrial injury where such employee would exceed the maximum vacation accrual , the accumulation of vacation hours may exceed the five hundred ( 500) hours maximum. In the event of a paid leave of absence due to an illness or injury that is not job related, the City Manager may approve the accumulation of vacation hours in excess of the five hundred (500 ) hours maximum. whenever such excess accruals occur, the employee shall have one year from the date the vacation was cancelled or from the date the employee returns to work from illness or injury to utilize the excess accrual . Any excess accrual that remains at the end of such period shall be forfeited. 2 . Vacation cannot be accrued while an employee is in a non-pay status . 3 . Vacations will be scheduled throughout the calendar year. Employees with greater seniority will be given preference over those with less seniority in the selection of a vacation period, provided, however, that if the senior employee splits his/her vacation by requesting less than a full year' s allowance to be scheduled on Resolution No . 94- Page 24 Date Adopted: December 6 , 1994 Date Effective : December 4 , 1994 consecutive workdays , the employee ' s preferential rights shall only apply on one period in that calendar year prior to all other employees being given consideration in the selection of their first choice vacation period. 4 . The City shall not require an employee to take vacation in lieu of sick leave or leave of absence on account of illness . 5 . If a holiday which an employee is entitled to have off with pay occurs on a workday during the employee ' s vacation period, such employee will be entitled to an additional day of vacation and will be compensated for same. 6 . For exempt employees no deductions for less than a day shall be made . For 24 hour shift employees the definition of a work day shall be 24 hours . 7 . Employees whose employment with the City is terminated for any reason shall , at the time of termination, receive any unused vacation period previously earned. 8 . For Management employees , whenever any employee has accrued one hundred twenty ( 120) hours or more vacation allowance as set forth in Section 1 ( a-h) , the City will , at the employee ' s option, compensate the employee for up to forty (40) hours of accumulated vacation during any fiscal year. For Management employees , whenever any employee has accrued two hundred forty ( 240) hours or more of vacation allowance as set forth in Section 1 (A-H) , the City will , at the employee' s option, compensate the employee for up to eighty (80) hours of accumulated vacation during any fiscal year. For twenty-four ( 24 ) hour shift employees, the numbers set forth above shall be increased proportionately by the same amount as the relationship of the twenty- four ( 24 ) hour shift employee' s average fifty-six ( 56 ) hour week has to forty (40) hours per week for other employees . 9 . There is hereby established a voluntary vacation donation program in which any unrepresented employee (herein referred to in this policy as the donor) may donate unused vacation hours to another unrepresented employee (herein referred to in this policy as the recipient) ; such donation will be made on the basis of value (dollar basis) so that vacation hours from the donor will be converted to dollars and then to the appropriate vacation hour level for the recipient . The recipient will be required to meet the criteria of having exhausted all paid leave due to injury or illness and not be eligible for long term disability benefits . Nor shall such recipient be eligible for this program as a result of a Worker' s Compensation injury. Donated hours will be posted on a date of receipt basis until the recipient need is met. Resolution No . 94- Page 25 Date Adopted: December 6 , 1994 Date Effective : December 4 , 1994 Unrepresented employees requesting to take advantage of this program as a recipient will make application on an approved form signed by their Department Manager, Director of Personnel , and the City Manager. Unrepresented employees wishing to donate vacation hours can do so on forms for this use in the Personnel Office . All donations will be treated on a confidential basis . Resolution No. 94- Page 26 Date Adopted: December 6 , 1994 Date Effective : December 4 , 1994 GROUP INSURANCE 1 . Except for those employees covered by the provisions of a Memorandum of Understanding, all regular and probationary employees are eligible to participate in a group insurance benefit program effective the first day of employment except for long term disability insurance which shall be effective upon the first day of the month following completion of one ( 1 ) year' s employment . City Council members may participate in the City' s group health insurance program in the same manner as regular and probationary employees . The City shall pay the full cost of the program for both employees and dependents , with the exception of job share employees who shall contribute one-half of the group insurance program premium as applicable . The highlights of the benefits are : 1 ) Life Insurance: Twice annual salary for employee, $3 , 000 for employee' s dependents . 2 ) Health Benefits : $100 deductible per person per year except for accidents which shall have none; but shall have a maximum benefit of $500 . 00 for each accident; 800 payable for first $5 , 000 of eligible charges, except for hospital charges which are 100% payable; 100% thereafter up to one million dollars lifetime limit; professional fees based upon U. C. R. ; normal typical exclusions and limitations. 3 ) Dental Benefits : No deductible and 100% of U.C. R. for prevention; no deductible and 50% up to $2 , 000 per lifetime per person for orthodontia; $25 deductible and 80% of U.C. R. up to $2 , 000 per person per year for all other eligible charges . 4 ) Long Term Disability: After three (3 ) months 60% of employee' s salary integrated with all other income benefits payable to age 65 . The City will pay for sworn Police management employees the same amount toward long term disability benefits as is paid for miscellaneous employees . 5 ) Vision Care : City shall pay for a vision care plan for employees only. Effective January 1 , 1990, dependent coverage will be provided. This plan shall be Plan A available from the California Vision Service . This plan has a $25 deductible, provides for an examination every twelve ( 12 ) months, lenses every twenty-four ( 24 ) months , and frames every twenty-four ( 24 ) months . Resolution No . 94- Page 27 Date Adopted: December 6 , 1994 Date Effective : December 4 , 1994 2 . The City will pay fifty percent ( 50%) of the group medical insurance program premium for each retiree and dependents , if any, presently enrolled and for each retiree in the future who goes directly from active status to retirement and continues the group medical insurance without a break in coverage . Payments by the City will be discontinued upon the death of the retiree or upon termination of group medical insurance coverage. The City will not contribute payments on behalf of any retiree except as set forth above . Following the death of a retiree the surviving spouse, if any, may continue the insurance at his/her own expense. 3 . City will reimburse costs not covered by the City' s health benefit plan for the first twelve ( 12 ) visits for treatment of mental and nervous disorders , provided the employee submits the necessary documentation to support the expense and a request for reimbursement to the Director of Personnel Services . Resolution No . 94- Page 28 Date Adopted: December 6 , 1994 Date Effective : December 4 , 1994 RETIREMENT PROGRAM 1 . All regular and probationary employees are covered by a State of California Public Employees ' Retirement System program pursuant to an existing contract with the Public Employees ' Retirement System. Elected officers may elect membership in the Public Empl,:yees ' Retirement System pursuant to Government Code Section 20361 . The City pays seven percent ( 7%) of the employee ' s normal contribution to the Public Employees ' Retirement System. 2 . For sworn public safety employees not covered by the provisions of a Memorandum of Understanding and covered by a State of California Public Employees ' Retirement System program pursuant to an existing contract with the Public Employees ' Retirement System, the major features are: For Police Management Employees : Effective June 30 , 1985 , the City provided the two percent ( 2%) at age fifty ( 50) benefit formula; normal retirement age fifty ( 50) ; one ( 1 ) year' s compensation in formula; 1959 Survivors Benefits; Post-Retirement Survivors allowance; credit for unused sick leave; fifty percent ( 500) ordinary disability benefit; City pays seven percent ( 7%) of employee' s cost; and military service credit . The City-paid percentage of the employee ' s normal contribution to the Public Employees ' Retirement System is credited to the members ' contribution account and will be refunded to the member upon termination if they withdraw from the retirement system and requests a refund. Effective January 1 , 1989 the City shall begin paying nine percent ( 9%) of the employee' s cost of the retirement system. For Fire Management Employees : Effective June 29 , 1986 , the City provided the two percent ( 2%) at age fifty ( 50) benefit formula; normal retirement age fifty ( 50) ; one ( 1 ) year' s compensation in formula; 1959 Survivors Benefits; Post-Retirement Survivors allowance; credit for unused sick leave; fifty percent ( 500) ordinary disability benefit; City pays seven percent ( 7%) of employee' s cost; and military service credit. The City-paid percentage of the employee ' s normal contribution to the Public Employees ' Retirement System is credited to the members ' contribution account and will be refunded to the member upon termination if they withdraw from the retirement system and requests a refund. Effective August 7 , 1988 , the City will increase its payment of the employee ' s cost to eight percent (8%) , and effective June 25 , 1989 the City will increase its payment of the employee ' s cost to nine percent ( 9%) . 3 . Upon retirement of Police Chief, Police Captain, Police Lieutenant, or Police Training Supervisor, the employee may choose to have any accrued benefit payout due, all or in part, paid in the next calendar year following the date of retirement. Resolution No . 94- Page 29 Date Adopted: December 6 , 1994 Date Effective : December 4 , 1994 ADMINISTRATIVE LEAVE Administrative Leave is designed to recognize and compensate for work in excess of forty ( 40 ) hours per week by exempt employees . while administrative leave is not based on overtime hours worked on an hour- for-hour basis , it does allow employees to take paid time off in recognition of time worked in excess of forty ( 40 ) hours per pay period. Effective December 23 , 1990 the Administrative Leave Policy shall be as follows : 1 ) Department Directors may grant up to forty (40 ) hours per year to designated exempt employees who commit a minimum of forty ( 40) hours per calendar year beyond regular work hours . Department Director recommendations shall be authorized by the City Manager. AND 2 ) Based upon a recommendation of a Department Director, the City Manager may grant up to an additional forty (40) hours leave per year for designated exempt employees who commit a significant number of hours to a specific project or projects that go beyond what is normally expected and to recognize outstanding contributions to the management team and to the City. The following rules shall apply to usage of Administrative Leave: A) Administrative leave may not be carried over to any subsequent year, if not used in the year of its allocation and shall not be compensable if not utilized. B) Administrative leave may not be taken in conjunction with vacation leave . In other words , administrative leave must be utilized independently of vacation leave . C) Administrative leave may not be used in increments of more than two ( 2 ) days ( sixteen hours ( 16 ) ) at a time without prior approval of the City Manager. D) Administrative leave may not be taken for the purpose of conducting outside employment or self employment. E) For exempt employees no deductions for less than a day shall be made . For 24 hour shift employees the definition of a work day shall be 24 hours . Resolution No . 94- Page 30 Date Adopted: December 6 , 1994 Date Effective : December 4 , 1994 The granting of administrative leave shall coincide with the City' s payroll periods . Therefore , administrative leave will be granted on the payroll period closest to January 1 and shall be used by the end of the last payroll period of December of each year. Resolution No . 94- Page 31 Date Adopted: December 6 , 1994 Date Effective : December 4 , 1994 CONTINUING EDUCATION Eligible City of Redding employees who complete authorized courses taken for credit with a passing grade may, upon application, be reimbursed for the following expenses : ( 1 ) tuition, and ( 2 ) cost of required textbooks . Textbooks for which reimbursement payments are made shall become the property of the City of Redding. These textbooks will be placed in the Personnel Department library to complement this program. Employees must obtain prior approval from their Department Director, the Director of Personnel Services and the City Manager . Reimbursement under this program shall be limited to one hundred dollars ( $100 . 00) per semester. Resolution No . 94- Page 32 Date Adopted: December 6 , 1994 Date Effective : December 4 , 1994 FUNERAL LEAVE 1 . Except for those employees who are covered by the provisions of a Memorandum of Understanding, regular and probationary employees who are absent from work due to the death of a member of the employee ' s "immediate family" shall receive compensation at the regular rate of pay for the time necessary to be absent from work, but not to exceed forty ( 40 ) working hours . "Immediate family" as used herein includes only employee' s spouse; children, grandchildren, brothers , sisters , parents, or grandparents of either spouse; or other persons who are living in the employee' s immediate household. Notwithstanding the foregoing, funeral leave with pay shall be granted to twenty-four ( 24 ) hour shift employees for the time necessary to be absent for up to a maximum amount that has the same ratio to the maximum amount allowed for other City employees , as set forth above, as the average number of work hours per week for twenty-four ( 24 ) hour shift employees has to the number of work hours per week for other City employees . 2 . Regular and probationary employees who are absent from work to attend the funeral of a person other than an immediate family member shall receive compensation at the regular rate of pay for the time necessary to be absent from work, but not to exceed one ( 1 ) regularly scheduled work day. •� f Resolution No . 94- Page 35 Date Adopted: December 6 , 1994 Date Effective : December 4 , 1994 PROGRAM FOR REDDING IMPROVEMENT AND DEVELOPING EXCELLENCE ( P . R. I .D . E . ) POLICY : It is the policy of the City of Redding to encourage its employees to develop ideas and suggestions as to how the City could improve operations and thereby improve service to the public . PROGRAM: Accordingly, a P .R. I .D.E . award is hereby established under the guidelines described in this policy. COMMITTEE : A ,judging Committee will be formed comprised of representatives of the five ( 5 ) bargaining groups and two unrepresented employees for a total composition of seven ( 7 ) . The members will be selected and assigned by the City Manager and serve for a period of one year. To insure continuity, four initially appointed committee members will serve an extended term of eighteen months . The determination of those members serving an eighteen month term will be made by the committee . The remaining three members will serve a term of one year. A quorum will consist of At least four members . PROCEDURE : Employees may submit suggestions in the form of a one page description or outline describing the suggestion and a summary of benefits expected to accrue to City operations . In judging ideas submitted, the committee will consider factors such as expected improvements in productivity and service to the public , innovation and safety. The committee will not consider ideas which: 1) Call attention to a problem but do not offer any solutions . 2 ) Concerns issues covered by memoranda of understanding, i . e . , wages , hours or working conditions. 3 ) Are deemed by the committee as being impractical or inconsequential. 4 ) Are determined to be within the suggester' s job scope or expected duties. 5) If more information is requested from suggester and the suggester fails to respond within. 60 calendar days, the suggestion will not be considered. Resolution No . 94- Page 36 Date Adopted: December 6 , 1994 Date Effective : December 4 , 1994 All suggesters will receive a response on the status of their suggestion after each meeting. All finalist will receive a certificate . Prior to a final decision on the award winner, the Committee will have a determination from the City Manager that every effort will be made to have the suggestion implemented. EMPLOYEE OF THE QUARTER : Upon receipt of a proposal , the program coordinator in the Personnel Department will send an evaluation report with a copy of the proposal form to the applicable department director for a technical opinion on the suggestion and then return it to Personnel . In addition, supervisors may recommend that awards be given to employees who have contributed significantly to improving City service with a specific suggestion which has been implemented by the Department . Such recommendations shall be submitted to the suggestion committee via the appropriate department director. The Committee will select an employee of the quarter based upon submitted suggestions . The selected candidate will be awarded eight ( 8 ) hours of additional vacation time . If there is more than one ( 1 ) suggester per suggestion, the award will be prorated among those selected. EMPLOYEE OF THE YEAR : At the end of the fourth ( 4th) quarter, an employee of the year will be chosen from the pool of the four previous quarterly winners . The selected employee will receive an additional forty (40) hours of vacation time . If there is more than one ( 1) suggester per suggestion, the award will be prorated among those employees . PRESENTATIONS: Employees selected each quarter will be featured in the Redding Report and the Dialogue and will be presented with a resolution of appreciation at the regularly scheduled City Council meeting. The committee will meet in regular session at least once each quarter. Additional meetings may be called at the discretion of the Chairman (elected by a majority of committee members ) and/or Program Coordinator. The Committee will suggest topics for the quarter through the Dialogue, however, suggestions can be submitted on any topic . Resolution No . 94- Page 33 Date Adopted: December 6 , 1994 Date Effective : December 4 , 1994 JURY DUTY 1 . Except for those employees who are covered by the provisions of a Memorandum of Understanding, a regular or probationary, or full- time temporary employee who is summoned for jury duty and is thus unable to perform the employee' s regular duties will be paid for the time lost at the employee' s regular rate of pay. 2 . Whenever any employee is subpoenaed to testify in court as a result of the employee ' s employment and is thus unable to perform the employee ' s regular duties , the employee shall be paid for all regular time lost. 3 . All monies received by an employee for Jury fee, Witness fee or any other such compensation as covered in this section shall be submitted directly to the City Treasurer upon receipt . This would not include reimbursements to the employee for any out of pocket expenditures ( i . e . , mileage, meals , lodging, etc . ) Resolution No . 94- Page 34 Date Adopted: December 6 , 1994 Date Effective : December 4 , 1994 UNIFORM ALLOWANCE Except for those employees covered by a Memorandum of Understanding, a uniform allowance shall be granted to those miscellaneous sworn and non-sworn employees required to wear a uniform as part of their normal job duties as opposed to occasional ceremonial functions , as follows : Animal Control $350 Fire Miscellaneous Employees $350 Fire Chief $400 Assistant Fire Chief $400 Fire Marshal $400 Battalion Chief - shift Commander $400 Deputy Fire Marshal $400 Assistant Fire Marshal $400 Police Miscellaneous Employees $350 Parking Violation Officer $375 Police Chief $500 Police Captain $500 Police Lieutenant $500 Police Training Supervisor $700 The uniform allowance for Police Chief, Police Captain and Police Lieutenant will increase to $550 for fiscal year 1987/88 , $600 for fiscal year 1988/89 : and increase an additional $100 . 00 to be effective for fiscal year 19.4/95 . The uniform allowance for Fire Management employees will increase to $450 on July 1 , 1989 . The uniform allowance for Parking Violation Officers ' will increase to $375 on September 30, 1990. The uniform allowance is normally paid in July of each year and is for the purpose of maintenance and replacement of uniforms for the ensuing fiscal year. The allowance is not a reimbursement for the prior year. The first clothing allowance shall be a prorated amount for that period of time from the employee' s date of employment to the following July 1 . The City shall pay the reasonable cost of repair or replacement of uniforms , glasses , watches or other personal property up to two hundred dollars ( $200 . 00 ) damaged in the course of employment. This provision does not apply to items lost or damaged as a result of negligence of the employee . Resolution No . 94- Page 37 Date Adopted: December 6 , 1994 Date Effective : December 4 , 1994 RESUBMITTALS : Suggestions which are not implemented may be resubmitted after two years . Suggestions which were already rejected and subsequently implemented within two years may be resubmitted for an award. APPEALS : If a suggestion is rejected by the department director as being impractical and thus has not been implemented, the employee making the suggestion may appeal directly to the committee as to why the suggestion is practical . If there continues to be a dispute between the committee and the department director over the value and or practicality of a suggestion, the matter shall be referred to the City Manager for a final and binding decision. ELIGIBILITY : This program is open to all employees regardless of status . Separate resolution authorizes granting paid time off to part time and temporary employees not eligible for paid vacation leave and who are selected to receive an award under this program.