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HomeMy WebLinkAboutReso. 1987 - 313 - Rescinding resolution no. 87-281 effective 12 midnight october 17 1987 abd establishing a new personnel policy Y 410 RESOLUTION NO. B'-6j5 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF REDDING (1) RESCINDING RESOLUTION NO. 87-281 EFFECTIVE 12 MIDNIGHT, OCTOBER 17 , 1987 ; AND (2) AND ESTABLISHING A NEWT PERSONNEL POLICY FOR UNREPRESENTED EMPLOYEES NOT COVERED BY A MEMORANDUM OF UNDERSTANDING EFFECTIVE OCTOBER 18 , 1987 . WHEREAS , the City Council has studied the current personnel policies for unrepresented employees not covered by aIMemorandum of Understanding; and WHEREAS, staff has recommended that Resolution No 87-281 be rescinded effective 12 midnight, October 17 , 1987 , and ,that a new Personnel Policy of the City of Redding for unrepresented employees be established effective October 18 , 1987 , as set forth in Exhibit "A" attached hereto and incorporated herein; and WHEREAS, the City Council deems it to be in the best • interests of the City of Redding to adopt such recommendations; NOW, THEREFORE, BE IT RESOLVED by the City Counlcil of the City of Redding, pursuant to the authority established by the Redding Municipal Code, as follows : 1 . That Resolution No. 87-281 be and hereby is rescinded effective 12 midnight, October 17 , 1987 ; and 2 . That the aforesaid Exhibit "A" attached hereto and incorporated herein by reference be and hereby is approved, effective October 18 , 1987 , as the City' s Personnel Policy Res . 87-313 Rescinded by 88-A3 , 1 /5/88 ti • • (incorporated into one document) for employees not covered by the u provisions of a Memorandum of Understanding. I HEREBY CERTIFY that the foregoing Resolution was 9 introduced and read at a regular meeting of the City ;Council of the City of Redding on the 20th day of October, 1987 , and was duly adopted at said meeting by the following vote: AYES : COUNCIL MEMBERS : Carter, Fulton, Gard, Johannesen, . & Dahl NOES: COUNCIL MEMBERS: None ABSENT: COUNCIL MEMBERS : None ABSTAIN: COUNCIL MEMBERS: None (:--idk-2.41....i ' 'I MIKE DAHL, Mayor City of Redding ATTEST: r-dearQ4C46-61 ETHEL A. NICHOLS, City Clerk FO PPROVED: GGG[:eA H RA DALL A. HAYS, City Attorney II -2- I • . .' , . f II il 1 !! MISCELLANEOUS EMPLOYEE BENEFIT RESOLUTION !I ,.. 11 II !! i I , d - ----,..--- 17 77'7 7 7 Tr)7 e,,,,,,-., t,.,,,,, „,,,, ,...A 1 si,..,;.. il. °La--yl, 'i. II it i•„Liii-i i : 1 . Resolution No. 87- , Page 2 Date Adopted: October 20, 1987 Date Effective: October 18, 1987 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 dischage, demotion or discipline of an individual employee, shall be determined by the provisions of this procedure, except tha-Osuch 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 applicableto any items not covered by City Council approved resolution. Probationary employees shall not be entitled to invoke the Grievance Procedure with regard to matters ofjjdischarge or demotion. This shall not, however, prevent alprobationary 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 Head 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 oflthe incident which is the basis for the grievance. This step *tay 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 Head' 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. it 4 0 Resolution No. 87- , Page 3 Date Adopted: October 20, 1987 Date Effective: October 18, 1987 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 elect, at his dr� her option, to appeal to the City Council in private or pubilic 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 . 1 (b) An Arbitrator shall be appointed on each occasion that a grievance is submitted to arbitration. uIn 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. 87- , Page 4 Date Adopted: October 20, 1987 Date Effective: October 18, 1987 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 their duties, which comes within the application of the Workers ' Compensation and Insurance Chapters of the Statue Labor Code, they shall become entitled, regardless of their period of service with the City to compensation at the rate of eighty-five percent (85%) of their 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 they are retired on permanent disability pension. At the conclusion of six (6) months of receipt of1supplemental 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 (70%) of their 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 benefitsUprovided for under State law, and shall affirmatively assist the City in obtaining any such benefits to which they 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 their 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 thencurrent rate of pay of their 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 andiimentally fit Resolution No. 87- , Page 5 Date Adopted: October 20, 1987 Date Effective: October 18, 1987 and able to perform the duties of their position without hazard to themself, or to their fellow employeesor to their own permanent health. 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 forhin 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 ofha 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. i ii II it 411 u Resolution No. 87- , Page 6 Date Adopted: October 20, 1987 Date Effective: October 18, 1987 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 temporaryo, part-time permanent, 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 beieligible for sick leave pay, vacation pay, holiday pay, retirement plan participation, insurance coverage and items of a similar nature, as they become eligible, but shall ilnot 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. 4 . A full-time temporary employee is defined as an employee hired for occasional or seasonal worklifor 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 they accrue seniority, or promotion and transfer rights, or leave of absence rights. If a full-time temporary employee is reclassified to probationary status, they shall be credited with all continuous service in determining eligibility for such benefits as may accrue to them in their 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. l A part-time regular employee shall receive not less than theIminimum rate for the job, and shall be eligible for sick leave pay, vacation pay, holiday pay, retirement plan participation (as governed by the Public Employees ' Retirement System) , II Resolution No. 87- , Page 7 Date Adopted: October 20, 1987 Date Effective: October 18, 1987 insurance coverage (pursuant to group insurance contract provisions) , and seniority accrual, but shall, not be given preferential consideration for promotion or ctransfer nor shall they be eligible for supplemental benefits for industrial injury, emergency leave pay, jury/ duty pay, or items of a similar nature. If a part-time regular employee is reclassified to regular status, they shall be credited with all continuous service in determining eligibility for such benefits as may accrue to them in their new'Istatus. 6. 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 they normally bejeligible for insurance coverage or retirement plan participation, nor shall they 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, they shall not be credited with their service as a part-time temporary employee in determining eligibility for benefits, if any, as may accrue to them in their new status. 7. A part-time permanent employee is defined as an employee hired for occasional or seasonal work or for employment of less than eight (8) hours per dayior 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 permanent 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 they be eligible for insurance coverage, however this category will require an employee to become a member of the Public Employees ' Retirement System. They 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 permanent employee is reclassified to full-time temporary or probationary status, they shall be creditedJi with their service as a part-time employee in determining eligibility for benefits, if any, as may accrue to themOin their new status. •• Resolution No. 87- , Page 8 Date Adopted: October 20, 1987 Date Effective: October 18, 1987 8 . A City Council member is defined as an elected officer elected by the citizens of the City of Redding. Ii I ' • III • • I Resolution No. 87- , Page 9 Date Adopted: October 20, 1987 Date Effective: October 18, 1987 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, bel 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 their previous classification, they shall be paid at the wage rate of the classification to which they are being appointed, which is next higher to their present wage rate, but not more than the top wage rate of the classification to which they are appointed. Step increases require Department Head 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 5e A full pay period as used herein is defined as one in whichthe employee works or is paid for time off for at least Fialf 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 Fridays for a pay period ending nolearlier 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 their regular classification, their 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 $x. 75 per hour Watch II (Days) 0800-1700 hours $. 00 per hour Watch III (Swings) 1300-2400 hours $i.50 per hour o Resolution No. 87- , Page 10 Date Adopted: October 20, 1987 Date Effective: October 18, 1987 6 . Effective January 1, 1988, incentive pay in the amount of $100 per month shall be paid to those regular sworn Police Management employees who have either a POST Advanced Certificate, a Bachelor of Arts or Science Degree or both. 7. The City Manager may, based upon outtstanding job performance, grant an exempt employee a onel time salary increase up to ten percent (10%) above the toplof the salary range for a period not to exceed one (1) year. IiThis one time increase is not cumulative and the employee would revert to their regular salary rate at the end of the one year period. it ii • • II Resolution No. 87- , Page 11 Date Adopted: October 20, 1987 Date Effective: October 18, 1987 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. h 3. Each employee shall report for work at their 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. 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) or ten (10) hours as applicable on a scheduled workday, (c) time worked on a non-workday, (d) time worked outside of regular hours on a workday, 'land (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 onehand one-half II • • Resolution No. 87- , Page 12 Date Adopted: October 20, 1987 Date Effective: October 18, 1987 it 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 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 no91t 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 their 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 their regular hours on a workday continues to work into his regular hours I he shall be paid overtime compensation only for the actual time worked. If an employee performs overtime work immediately following the end of their regular shift, they shall be paid overtime compensation only for the actual time worked. tl II II II 1 • !! Resolution No. 87- , Page 13 Date Adopted: October 20, 1987 Date Effective: October 18, 1987 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 absenceishall 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 their former position and working conditions, providing that they are capable of performing the duties of (their former position, except that if there has been a reduction of forces or their position has been eliminated during said leave, they will be returned to the position they would be in, had they 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 their seniority will accrue. 5 . If an employee fails to return immediately on the expiration of their leave of absence or if they accept other full-time employment while on leave, they ;will thereby forfeit the leave of absence and terminate their employment with the City. 11 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 their 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 • Resolution No. 87- , Page 14 Date Adopted: October 20, 1987 Date Effective: October 18, 1987 maintained for up to three (3) calendar monthson the normal premium-sharing formula, providing the employee pays their share of the premium on a timely basis. II it ii it it • • Resolution No. 87- , Page 15 Date Adopted: October 20, 1987 Date Effective: October 18, 1987 EXPENSES 1 . The following provisions shall applyronly to those persons and employees not covered by the provisions of a Memorandum of Understanding to provide a fair land equitable means of reimbursing expenses incurred while conducting City business. City business is a direct result iof employment with or representation of the City. It includes traveling to authorized meetings, seminars, training sessions, luncheons and other events approved by the Department Head. 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 bel 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 an employee uses their personavehicle for City business at the City' s convenience, reimbpl rsement will be at the rate of twenty-one cents ($. 21) per mile. 4 . Whenever an employee uses their personal vehicle for the employees/employers 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 *hat 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. Whenever an employee uses their personal aircraft for City business at the City's convenience, reimbursement will be at the rate of thirty cents ($. 30) per statute mile and shall require prior approval 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 employe will charge to the City only the time that would have been required to make the trip using airline transportation.11 All time in excess of air travel time will be charged to !the employee. Exceptions may be authorized by the Director bf Finance in cases where it is beneficial to the City for the employee to use their personal vehicle. • • ' Resolution No. 87- , Page 16 Date Adopted: October 20, 1987 Date Effective: October 18, 1987 7. An exempt employee who is required to; change their residence to accommodate their 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'lto 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 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 sixty;five dollars ($65 . 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 $15. 00 Lunch 7. 00 Breakfast 5. 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 peddiem 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 • • it Resolution No. 87- , Page 17 Date Adopted: October 20, 1987 Date Effective: October 18, 1987 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 Head and approved by the Director of Finance. 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 accruejjto the City. it • • Resolution No. 87- , Page 18 Date Adopted: October 20, 1987 Date Effective: October 18, 1987 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 nox -work related absence due to: (a) the inability of an employee to be present or perform their 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 wiorking hours; (c) the need to be present during childbirth, surgery, critical illness or injury involving members ofi�the immediate family as defined in Funeral Leave policies for !up to one (1) regularly scheduled workday per incident. For 0_1 Management employees, up to forty (40) hours per incident. Sick leave to include mental or physical illness. 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 off 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 their former position without hazard to themself, or to fellow employees, or to their 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, they shall receive pay for the holiday as such, and it shall not be counted as a day of sick leave. 5. 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 1/3%) 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 (45%) . For employees with twenty (20) years or more II • • ii Resolution No. 87- , Page 19 Date Adopted: October 20, 1987 Date Effective: October 18, 1987 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. li ii • 1 Resolution No. 87- , Page 20 Date Adopted: October 20, 1987 Date Effective: October 18, 1987 HOLIDAYS ii 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, jregular 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 ail 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 afire regularly scheduled to work on Sundays shall observe suchl 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 Saturdayj. If any of II it • • Resolution No. 87- , Page 21 Date Adopted: October 20, 1987 Date Effective: October 18, 1987 the foregoing holidays fall on any day from Monday through Friday, inclusive, and that day is a regularly scheduled non-workday for 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 their birthday holiday on their birthday or anytime during the pay period in which the birthday occurs, or the holiday may be deferred and scheduled as vacationsare normally scheduled. The holidays known as Lincoln Day, Columbus Day, and Veterans Day shall be scheduled by employees and their supervisors in the same manner as vacations are normally scheduled. When an employee is required to work on a floating holiday they 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 their holiday pay, be compensated therefor at the overtime rate of payl 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 employeel 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 sjtatus on both workdays immediately adjacent to the holiday, they 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. � 1 II • Resolution No. 87- , Page 22 Date Adopted: October 20, 1987 Date Effective: October 18, 1987 II 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 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 0) 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 threeland 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 se'rvice. ) 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. II ii S Resolution No. 87- , Page 23 Date Adopted: October 20, 1987 Date Effective: October 18, 1987 H) For purposes of establishing thelnumber 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. 2. In each of the first five (5) calendar 'years; except for the first calendar year, following the employee 's employment date an employee who has used twenty-four (24) hours or less of paid sick leave in the preceding year shall be entitled to eight (8) hours of bonus vacation in addition to any vacation allowance the employee is entitled to as set forth in Section 1 . In the tenth (10th) calendar year Ifollowing an employee 's employment date and in each fifth (5th) calendar year thereafter an employee who has used one hundred twenty 120) hours or less of sick leave during the five preceding calendar years shall be entitled to forty (40) hours of bonus vacation in addition to the vacation allowance the employee is entitled to as set forth in Section lj�. The bonus vacation, as herein provided, vests on the first day of each year in which an employee qualifies for a bonus vacation. An employee acquires no right to all or any partl of the bonus vacation unless such employee works in the calendar year in which it is granted. (Effective January 1, 19821. ) 3 . Vacation cannot be accrued while an employee is in a non-pay status. 4 . Vacations will be scheduled throughout the calendar year. Employees with greater seniority will be given preference over those with less seniority in theselection of a vacation period, provided, however, that if the senior employee splits their vacation by requesting less than a full year' s allowance to be scheduled on consecutive workdays, their 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. II 5 . The City shall not require an employee to take their vacation in lieu of sick leave or leave of absence on account of illness. 6 . 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. 411 Resolution No. 87- , Page 24 Date Adopted: October 20, 1987 Date Effective: October 18, 1987 7. Employees whose employment with the City is terminated for any reason shall, at the time ofltermination, receive any unused vacation period previously earned. 8 . For Management employees, whenever anylemployee 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 swern--Pe+iee Management employees, � whenever any employee has accrued two hundred forty (240) hours or more of vacation allowance as set forth in Section 1 (AIH) , the City will, at the employee 's option, compensate the11employee for up to eighty (80) hours of accumulated vacation during any fiscal year. ii it • III Resolution No. 87- , Page 25 Date Adopted: October 20, 1987 Date Effective: October 18, 1987 GROUP INSURANCE 1 . Except for those employees covered by the provisions of a Memorandum of Understanding, all Irregular 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. 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; 80% 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 UIIC.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 $1,500 per lifetime per person for orthodontia; $25 deductible and 80% of U.C.R. up to $1,500 per person per year for all other eligible charges. 4) Long Term Disability: After three (3) six-{6} 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) Per--swarm--Pel ee-Management-empleyees; ,Vision Care: E€feetive-Apf11-197-1984;--tie City shall pay for a vision care plan for employees only. Thus plan shall be Plan A available from the California Vision Service. This plan is a $25 deductible plan which provides for an examination every twelve 1 (12) months, lenses every twenty-four (24) months, and frames every twenty-four (24) months. 2. The City will pay fifty percent (50%) hof the group medical insurance program premium for each j;retiree and II • • Resolution No. 87- , Page 26 Date Adopted: October 20, 1987 Date Effective: October 18, 1987 y 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 ofi�a retiree the surviving spouse, if any, may continue the insurance at their own expense. 3. Per-swam-Peliee-management-emgleyees; the City will reimburse costs not covered by the City' s health benefit plan for the first twelve (12) visits for treatment lof 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. II II II II Resolution No. 87- , Page 27 Date Adopted: October 20, 1987 Date Effective: October 18, 1987 II 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 Employees ' 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 andicovered 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 (20at 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 (50%) ordinary disability benefit; City pays seven percent (7%) of employee's cost; and military service credit. The City-paid seven percent I (7%) of the employee' s normal contribution to the Public Employees' Retirement System is credited to the members ' Icontribution 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 x(50) ; one (1) year' s compensation in formula; 1959 Survivors Benefits; Post-Retirement Survivors allowance; credit for unused sick leave; fifty percent (50%) ordinary disability benefit; City pays seven percent (7%) of employee's cost; and military service credit. The City-paid seven percent (7%) of the employee's normal contribution to the Public Employees ' Retirement System is credited to the members ' Icontribution account and will be refunded to the member upon termination if they withdraw from the retirement system and requests a refund. II II ii . J • Resolution No. 87- , Page 28 Date Adopted: October 20, 1987 Date Effective: October 18, 1987 ADMINISTRATIVE LEAVE As of the first day of each calendar year,,' forty (40) hours of administrative leave with pay shall be allocated to the City Manager and to each position listed hbelow. Such allocated leave may not be carried over to any subsequent year, if not used in the year of its allocation, and also shall not be compensable if not used. For clarification purposes, those positions covered by these provisions as of June 29 , 1986, are: City Clerk City Treasurer City Manager Assistant City Manager City Attorney Director of Public Works II Director of Planning and Community Development Director - Electric Utility Chief of Police Fire Chief Director of Parks and Recreation Director - General Services Director of Finance Director of Personnel Services Director - Data Processing Airports Director Auditorium Director Convention and Visitors Bureau Director Director - Utility/Customer Services Museum Director Electric Utility Operations Manager Engineering Manager Assistant City Engineer Superintendent - Public Works Superintendent - Waste Treatment Resources Manager Field Foreman - Electric Utility Police Captain Senior Planner Assistant Fire Chief Fire Marshal Building Official Housing Administrator Police Lieutenant Accounting Manager Deputy Fire Marshal Battalion Chief-Shift Commander Recreation Superintendent Risk Manager Resolution No. 87- , Page 29 Date Adopted: October 20, 1987 Date Effective: October 18, 1987 Assistant Fire Marshal Assistant Director - General Services Foreman - Parks Foreman - Public Works Deputy City Attorney Deputy City Clerk Deputy City Treasurer General Foreman - Water General Foreman - Public Works Foreman - Sewers A) Administrative leave may not be taken inn conjunction with vacation leave. In other words, adminisltrative leave must be utilized independently of vacation leave'. B) Administrative leave may not be used in increments of more than two days (16 hours) at a time without prior approval by the City Manager. C) Administrative leave may not be taken for the purpose of conducting outside employment. Whenever any person other than one holding a covered position is first appointed to a covered position, they shall be allocated a prorated amount of administrative leave at that time, which has the same ratio to that time period between their appointment date and the end of the calendar year as a full year's allocation has to one year. It is the intent of the City Council that those persons holding a position covered by these provisions shall devote as much time to their positions as may be necessary for the efficient operation of the City government without compensation for overtime work. li ii II • • • Resolution No. 87- , Page 30 Date Adopted: October 20, 1987 Date Effective: October 18, 1987 .I 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 approv4 from their Department Head, the Director of Personnel Services and the City Manager. Reimbursement under this program shall be limited to one hundred dollars ($100. 00) per semester. ii ii • h • Resolution No. 87- , Page 31 Date Adopted: October 20, 1987 Date Effective: October 18, 1987 'I FUNERAL LEAVE 1 . Except for those employees who are covered by the provisions of a Memorandum of Understanding;l, 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 pap 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. 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. { II Ij Ii y' • • Resolution No. 87- , Page 32 Date Adopted: October 20, 1987 Date Effective: October 18, 1987 JURY DUTY 1 . Except for those employees who are covered by the provisions of a Memorandum of Understanding, a regular or probationary employee who is summoned for jury duty and is thus unable to perform their regular duties will be paid for the time lost at their regular rate of pay. 2 . Whenever any employee is subpoenaed testify in court as a result of their employment and is thus unable to perform their regular duties, shall be paid for all regular time lost. Resolution No. 87- , Page 33 Date Adopted: October 20, 1987 Date Effective: October 18, 1987 it UNIFORM ALLOWANCE Except for those employees covered by a Memorandum of Understanding, a uniform allowance shall be grantedto 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 $334 Assistant Fire Chief $334 Fire Marshal $334 Battalion Chief - Shift Commander $334 Deputy Fire Marshal $334 Assistant Fire Marshal $334 Police Miscellaneous Employees $350 Police Captain $500 Police Lieutenant $500 The uniform allowance for Police Captain and Police Lieutenant will increase to $550 for fiscal year 1987/88 and $600 for fiscal year 1988/89. 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 jof 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.