2017/04/25 City Council Resolution 2017-048RESOLUTION NO. 2017-048
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROHNERT PARK
APPROVING AND ADOPTING AN OUTLINE OF CERTAIN CONDITIONS OF
EMPLOYMENT, FRINGE BENEFITS, AND SALARY FOR THE CONFIDENTIAL
UNIT FOR THE PERIOD OF APRIL 30, 2017 THROUGH JUNE 30, 2021
WHEREAS, staff has prepared a final Outline of Certain Conditions of Employment,
Fringe Benefits, and Salary for the Confidential Unit;
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Rohnert
Park that it does hereby approve and adopt the Outline of Certain Conditions of Employment,
Fringe Benefits, and Salary for the Confidential Unit, which is attached hereto as Exhibit "A" and
incorporated by this reference.
BE IT FURTHER RESOLVED that the City Manager is hereby authorized and directed
to execute documents pertaining to same for and on behalf of the City of Rohnert Park.
DULY & REGULARLY ADOPTED this 25`I' day of April, 2017.
CITY OF ROHNERT PARK
ake Maolfenzie, Mayor
ATTEST:
k oAnnc M. Buergler, Ci4 Clerk
Attachment: Exhibit A
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EXHIBIT A
OUTLINE
OF CERTAIN CONDITIONS OF EMPLOYMENT,
FRINGE BENEFITS, AND SALARY
FOR THE CONFIDENTIAL UNIT
EFFECTIVE April 30, 2017 – JUNE 30, 2021
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TABLE OF CONTENTS
1. HOURS, DAYS, AND PERIOD OF WORK ............................................................................ 4
2. OVERTIME/COMPENSATORY TIME FOR NON-EXEMPT EMPLOYEES ........................... 4
2.1 Rate of Overtime Compensation .................................................................................. 4
2.2 Compensatory Time Off ................................................................................................ 4
2.3 Call Back ......................................................................................................................... 5
3. EXEMPT EMPLOYEES .......................................................................................................... 5
3.1 Administrative Leave - Exempt Employees ..................................................................... 5
4. HOLIDAYS .............................................................................................................................. 5
4.2 Proclaimed Holidays ..................................................................................................... 6
4.3 Day of Mourning or Special Observance .................................................................... 6
4.3 Floating Holiday ............................................................................................................. 6
6. MILITARY LEAVE ................................................................................................................... 7
7. OTHER FRINGE BENEFITS .................................................................................................. 7
7.1 Fringe Benefit Administration ...................................................................................... 7
7.2 Catastrophic Leave ........................................................................................................ 8
7.3 Family Medical Leave .................................................................................................... 8
7.4 Light or Limited Duty ..................................................................................................... 8
7.5 Americans with Disabilities Act ................................................................................... 8
7.6 Payment to Beneficiary ................................................................................................. 8
7.7 Health Insurance ............................................................................................................ 9
7.9 Adoption Benefit .......................................................................................................... 11
7.10 Bereavement Leave ..................................................................................................... 11
7.11 Funeral Benefit ............................................................................................................. 12
7.12 Long-Term Disability Insurance ................................................................................. 12
7.13 Life Insurance ............................................................................................................... 12
7.14 Deferred Income........................................................................................................... 12
7.15 Retired, Deceased and/or Permanently and Totally Disabled Employees ........... 13
7.16 Retiree Health benefits For Employees Hired On or After July 1, 2007 .................. 15
7.17 Education and Training ............................................................................................... 15
7.18 Longevity Pay ............................................................................................................... 16
7.19 Educational Incentive Pay .......................................................................................... 16
7.20 Retirement Programs .................................................................................................. 17
7.21 Dependent Care Assistance Program ....................................................................... 18
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7.22 Health Care Tax-Free Dollar Account Program ........................................................ 18
7.23 Hearing Aid Benefit ..................................................................................................... 18
8. SALARY & MISCELLANEOUS PAYS ................................................................................. 18
8.1 Salary Adjustment ....................................................................................................... 18
8.2 Bilingual Pay ................................................................................................................ 19
8.3 Paychecks .................................................................................................................... 19
8.4 Pay Change Effective Dates ....................................................................................... 19
9. ALCOHOL AND DRUGS ...................................................................................................... 19
9.1 Alcoholic Beverages or Other Drugs ......................................................................... 20
9.2 Off Duty Hours ............................................................................................................. 20
9.3 Prescription Drugs ...................................................................................................... 20
10. SMOKING ............................................................................................................................. 20
11. RESIDENCY .......................................................................................................................... 20
13. USE OF CITY FACILITIES ................................................................................................... 20
14. MANAGEMENT RIGHTS ...................................................................................................... 21
15. WORK CURTAILMENT (NO STRIKE CLAUSE) ................................................................. 21
16. PERSONNEL RULES AND REGULATIONS ....................................................................... 21
17. TERM OF OUTLINE.............................................................................................................. 21
18. INVALIDATION ..................................................................................................................... 21
18.1 Suspension of Outline ................................................................................................. 22
18.2 Replacement ................................................................................................................. 22
19. NON-DISCRIMINATION ....................................................................................................... 22
20. PERSONNEL FILES ............................................................................................................. 22
21. EMPLOYEE PERFORMANCE EVALUATIONS .................................................................. 22
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This Outline is a document that describes conditions of employment, fringe benefits and
salary for employees in the Confidential Unit.
The Confidential Unit currently consists of employees occupying the classifications of:
Accounting Services Supervisor
Administrative Assistant – Confidential
Deputy City Clerk
Human Resources Analyst
Human Resources Technician
Human Resources Technician Trainee
Payroll/Fiscal Specialist
Executive Assistant to the City Manager
Senior Management Analyst
Senior Payroll/Fiscal Specialist
Supervising Accountant
1. HOURS, DAYS, AND PERIOD OF WORK
Generally, hours, days and period of work shall be as follows:
(a) Regular Workday - The regular workday is eight (8), nine (9), or ten (10)
hours of work, or variations as may be determined from time to time by
mutual agreement of an employee and his/her supervisor.
(b) Regular Days of Work - The regular workweek for all employees shall
consist of five (5) days, Monday through Friday. As may be determined
from time to time by mutual agreement of an employee and his/her
supervisor, the employee may volunteer for a workweek other than defined
in this section.
(c) Regular Work Period - A regular work period shall be forty (40) hours to be
worked within the established seven (7) day work period.
2. OVERTIME/COMPENSATORY TIME FOR NON-EXEMPT EMPLOYEES
2.1 Rate of Overtime Compensation
Overtime compensation at the rate of one and one-half times the
employee's regular hourly rate shall be paid for all hours worked;
(a) In excess of forty (40) hours in any workweek.
(b) On any Saturday or Sunday, or Holiday as defined by this
Outline.
2.2 Compensatory Time Off
A maximum of eighty (80) hours of compensatory time off may be accrued
by an employee by mutual agreement of the employee and the Supervisor.
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2.3 Call Back
Employees who are called back to work after having left the work site shall
be entitled to double time, with a minimum of two (2) hours' double time
pay.
3. EXEMPT EMPLOYEES
Section 2 shall not apply to those positions that are exempt under the Fair Labor
Standards Act, specifically the Accounting Services Supervisor, Deputy City Clerk,
Human Resources Analyst, Executive Assistant to the City Manager, Supervising
Accountant and Senior Analyst. This list is subject to change due to position
reclassifications or the creation of new classifications.
3.1 Administrative Leave - Exempt Employees
The exempt employees in the Confidential Unit shall receive fifty (50) hours
of Administrative Leave on July 1, 2017 and each July 1st thereafter for the
duration of this Outline. Up to twenty (20) hours of unused Administrative
Leave may be paid in cash or its equivalent value applied towards an
approved benefit program. Requests for pay of this leave shall be
submitted to the City Manager on or before June 1, 2018 and each June
1st thereafter for the duration of this Outline Payment shall be made no
more than 30 days subsequent to the approval of the request by the City
Manager. Any unused Administrative Leave hours remaining as of June
30, 2018 and each June 30th thereafter for the duration of this Outline shall
be forfeited.
4. HOLIDAYS
Employees will receive the following twelve and one-half (12½) holidays annually.
For each holiday, employees shall receive 8 hours of holiday pay. Employees with
alternate schedules that include shifts in excess of 8 hours will only receive 8 hours
of holiday pay. Employees will supplement paid holiday with accrued leave time
to account for holiday absences. Employees with alternate schedules that include
shifts less than 8 hours which fall on an observed holiday shall use the excess paid
holiday time within the same pay period. Employees with alternate schedules who
are not scheduled to work when a holiday falls shall use the paid holiday time within
the same pay period. Employees covered by this section shall not be denied the
use of paid holiday time during the pay period in which the holiday occurs.
4.1 Holidays Observed
The holidays observed by the City will be:
“Independence Day,” July 4
The first Monday in September, "Labor Day"
The second Monday in October, "Columbus Day"
"Veteran's Day," November 11
The fourth Thursday in November, "Thanksgiving Day"
Day after "Thanksgiving"
12:00 Noon to 5:00 p.m. on December 24
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“Christmas Day,” December 25
“New Years Day”, January 1
The third Monday in January, "Martin Luther King, Jr. Day"
Friday proceeding "President's Day,"
The third Monday in February, "President's Day"
The last Monday in May, "Memorial Day"
4.2 Proclaimed Holidays
Every day proclaimed by the President, Governor or Mayor of the City as a
public holiday and made applicable to City employees shall be observed
by the City.
4.3 Day of Mourning or Special Observance
Each day that the Governor declares a day of mourning or special
observance as a holiday for State employees shall be observed by the City
if the declaration makes it applicable to City employees.
4.3 Floating Holiday
In addition to the recognized holidays identified in Section 4.1, each eligible
employee shall be allocated one floating holiday (equivalent to 8 hours for
a full-time employee) per fiscal year on July 1st. Each employee hired
prior to July 1 of each year shall be entitled to the floating holiday.
Employees hired between July 1 and December 31 will receive 8 hours of
floating holiday time. Employees hired between January 1 and June 30 will
receive 4 hours of floating holiday time in the fiscal year in which they were
hired. The floating holiday must be taken prior to June 30th of each year.
The floating holiday will not be carried over from year to year and there
shall be no cash value for the floating holiday during employment or upon
separation from the City.
5. Annual Leave Program
Effective July 1, 2011 employees shall accrue monthly the following Annual Leave:
Length of Service
Monthly Accrual
Rate
Annual Leave
Allowance
0-2 Years 12.67 hours 152 hours
3-5 Years 14.00 hours 168 hours
6-10 Years 16.00 hours 192 hours
11-15 Years 18.00 hours 216 hours
16+ Years 19.33 hours 232 hours
a) Effective July 1, 2011, employees shall not accrue any form of sick leave
or disability wage, non-industrial or industrial. However, employees who
have accrued fully-paid hours under either the sick leave or Disability Wage
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Plan for non-industrial illness and injury shall retain the balance of such
hours accumulated as of July 1, 2011. Half-pay hours accumulated as
provided by the Disability Wage Plan will be converted to fully-paid hours
(balance divided by 2), and credited to the balance of each employee
covered by the disability wage plan. Employees in the Disability Wage Plan
who have not received their 2011 anniversary allotment of 40 hours of full-
pay disability wage at the time of conversion will receive this additional 40
hours upon conversion. Paid leave for approved absence due to injury or
illness may be charged against this balance at the employee’s discretion.
Upon retirement from the City of Rohnert Park, an employee may convert
any remaining sick leave balance to service credits pursuant to CalPERS
regulations and procedures.
b) Annual Leave hours may be used to provide paid time off for any approved
absence, including, but not limited to vacation and illness. When Annual
Leave is used for sick leave purposes, the City may require the employee
to submit substantiating evidence of illness if a demonstrable pattern of
abuse or evidence of suspected fraud is identified.
c) An employee may accumulate Annual Leave credits up to a maximum of
550 hours of Annual Leave. Accrual shall cease until the Annual Leave
balance falls below the cap.
d) Accumulated Annual Leave shall be converted to cash upon separation
from City service.
e) The City will provide a short-term disability insurance program which
includes income replacement of 60% and benefits coordination to
employees.
6. MILITARY LEAVE
The City grants military leave and any related benefits maintenance, job seniority
and retention rights to all employees for service in a uniformed service in
accordance with state and federal law. The employee must notify his/her
supervisor of upcoming military duty as soon as he/she becomes aware of his/her
obligation.
7. OTHER FRINGE BENEFITS
7.1 Fringe Benefit Administration
The City reserves the right to select the insurance carrier(s) or to self-
administer any of the fringe benefit programs provided. All benefits
provided under this section (Section 7) are subject to the characteristics of
each individual benefit program.
The value or availability of the benefits provided in this Outline as originally
worded or as amended from time to time may depend on their tax treatment
by the State or Federal government or the decisions of other government
agencies or departments, such as, but not limited to, the Public Employees'
Retirement System. The City will endeavor to obtain the most favorable
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treatment legally possible from these other governmental entities.
However, the City makes no representation concerning the value of such
benefits to unit members or how they will be taxed or otherwise treated by
other agencies or departments. The City's obligations under this Outline
are limited to the direct cost of providing the salary and benefits as
described in this Outline. The City shall have no additional financial
obligation, even if the tax or other treatment of such salary or benefits by
other agencies or departments reduces or eliminates their value to the
employee.
(a) Regular part-time employees' fringe benefits shall be as provided in
City Council Resolution No. 80-140, adopted August 11, 1980, a
copy of which is attached hereto.
(b) The City will continue all employee benefits and pay the appropriate
premiums, as specified by law, or in the City's Personnel Rules and
Regulations.
(c) Employees may continue certain employee benefits during an
authorized leave without pay for the period of the authorized leave
by making payment to the City for said benefits.
(d) If there is any inconsistency between this section and the Personnel
Rules and Regulations, the Personnel Rules and Regulations shall
govern.
7.2 Catastrophic Leave
Leave benefits shall be provided as outlined in the Amended Catastrophic
Leave Program, a copy of which is attached hereto, approved by City
Council Resolution No. 2001-270 adopted December 11, 2001.
7.3 Family Medical Leave
Employees may request a leave of absence under the California Family
Rights Act (CFRA) and/or the Federal Family Medical Leave Act (FMLA).
Requests for family and medical leave shall comply with the requirements
of the CFRA and/or the FMLA.
7.4 Light or Limited Duty
Employees injured or ill from either on-the-job (industrial) or off-the-job
(non-industrial) causes may, at the City's sole discretion, be assigned to
light, limited, or modified duty. This may involve duties that differ from the
normal work duties of the employee. By virtue of this paragraph, the City
does not intend to create any permanent light, limited or modified positions.
7.5 Americans with Disabilities Act
The City recognizes it has an obligation under law to comply with the
Americans with Disabilities Act (ADA) and disability provisions of the
California Fail employment and Housing Act (FEHA).
7.6 Payment to Beneficiary
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Upon death of an employee, any unused annual and compensatory leave
shall be paid to the employee's surviving spouse or beneficiary. In the
absence of a spouse or beneficiary, any unused annual and compensatory
leave shall be paid to the primary beneficiary specified by the employee on
the employee's enrollment beneficiary card for City-provided life insurance.
7.7 Health Insurance
The City shall provide health insurance programs as described in this
section. The City reserves the right to provide these insurance programs
by self-insurance, through an insurance company or by any other method
which provides the coverage outlined. Any premiums paid by the employee
eligible for Section 125 will be deducted from the employee’s pay on a pre-
tax basis.
(a) Health Insurance - The City shall offer employees and their eligible
dependents, a health insurance program under the terms set forth
below:
1) For the term of this Outline employees will have a choice of
Kaiser Permanente (Traditional $20 Co-Pay Plan,
Traditional $40 Co-Pay Plan and HSA); REMIF Self Insured
Plans (Traditional $250 and $500 Deductible Plans and
HSA); Sutter Health Plans, or any other comparable health
plan offered by the City.
2) City will contribute up to the following amount per month
toward the cost of employee medical insurance premiums
for City’s offered health plans at the employee’s enrollment
level:
Enrollment
Level
7/1/2017
- 6/30/18
2018-
2019
2019-
2020
2020-
2021
Employee
Only
(Single)
$500 $500 $515 $530
Employee +
1 (Two
Party)
$1,000 $1,000 $1,030.00 $1,060
Employee +
2 (Family)
$1,400 $1,400 $1,450.00 $1,500
3) The City shall provide a copy of the summary description of
all health care programs offered by the City to each
employee upon request.
4) Regular part-time employees may elect to participate in
health insurance plans and the City will contribute a pro-rata
amount (based on the allocation of the position) towards the
premium. The part-time employee will be responsible for the
balance of the premium through payroll deductions.
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(b) Alternate Benefit - Employees who opt out of medical coverage
are eligible to receive an alternate benefit in the amount of $350 per
month (provided as specified below) if they satisfy the following
conditions:
1) The employee must provide proof of and attest to having
minimum essential coverage as defined by the Internal
Revenue Service (IRS) through another group health plan
(or other plan deemed acceptable by the IRS) for the
employee and for all individuals for whom the employee
reasonably expects to claim a personal exemption
deduction for the taxable plan year to which the opt out
payment applies;
2) The employee must provide the City with proof of and
attestation to coverage every plan year. Such proof and
attestation must be provided at the time the employee first
wishes to opt out of City-provided medical insurance, and
during Open Enrollment each year thereafter, so long as the
employee wishes to continue to opt out of City provided
medical coverage.
This alternate benefit shall be provided as a contribution to the
employee’s deferred compensation account or for the purchase of
supplemental life insurance and/or any other eligible benefit
program approved and authorized by the City. The alternate benefit
program meets all requirements for exclusion from “regular rate”
calculations.
(c) Joint Commitment to Affordable Health Care –Ninety (90) days
prior to open enrollment, parties will work together to review
preliminary health care rates and discuss any potential changes to
plan design to reduce costs. However, changes necessitated by
REMIF’s transition from fully insured plans to self-insured plans are
outside the scope of this outline.
(d) Dental Insurance- The City shall offer employees and their eligible
dependents, dental insurance benefits under the terms as set forth
below:
1) The City shall provide a copy of the summary description
of the dental program offered by the City to each employee
upon request.
2) In general, the program includes basic dental insurance
coverage of payment to Delta Dental PPO network dentists
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of the indicated percentage up to the maximum of $2,000
for each eligible person per year for the following benefits:
i. One hundred percent (100%) of the cost of diagnostic
and preventative care.
ii. Eighty-five percent (85%) of the cost of basic dental
services.
iii. Eighty-five percent (85%) of the cost of crowns and
restorations.
iv. Fifty percent (50%) of the cost of prosthodontics.
v. Two thousand dollar ($2,000) maximum benefit for
dental services per person per year.
vi. Fifty percent (50%) of the cost of orthodontics with a
one thousand five hundred dollar ($1,500) lifetime
maximum benefit per person.
vii. Services rendered by dentists outside of the Delta
Dental PPO network (including Delta Dental Non-
PPO Dentists) are covered at a reduced rate; are
subject to the limitation of section (v) above and a one
thousand five hundred dollar ($1,500) lifetime
maximum orthodontic benefit per person.
(e) Vision Insurance -The City shall offer employees and their eligible
dependents, a vision insurance program under the terms as set
forth below:
1) The City shall pay the applicable monthly premiums and
any increases during the term of this Outline. Premiums
will be set by the insurer, or if self-insured by the City,
using fiscally prudent methods. The City shall provide a
copy of the summary description of the vision insurance
program offered by the City to each employee upon
request.
2) In general, the program includes an eye examination once
each twelve (12) months, lenses once each twelve (12)
months, and frames once each twenty-four (24) months.
An employee may purchase contact lenses in lieu of the
benefits summarized above. For details, allowances and
restrictions, refer to the Plan documents.
7.9 Adoption Benefit
The City will provide one-thousand dollars ($1,000) per child cash benefit
to employees adopting minor children to help offset the cost of adoption..
7.10 Bereavement Leave
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(a) A regular employee shall be paid up to twenty-four (24) hours of
bereavement leave when there is a death in their immediate family.
(b) Immediate family in this case means: spouse, domestic partner,
father, father-in-law, mother, mother-in-law, brother, brother-in-law,
sister, sister-in-law, child (including step-children), step-parents,
aunts, uncles, grandparents, grandparent-in-law, grandchildren,
relationships in loco-parentis, and close personal relationships with
the approval of the City Manager or his/her designee.
7.11 Funeral Benefit
The City will provide fifty percent (50%) co-payment, not to exceed two
thousand dollars ($2,000), for funeral expenses for an employee or their
spouse only. This funeral benefit will be considered secondary to and shall
be coordinated with any and all other funeral benefits that may be payable
to employee or spouse.
7.12 Long-Term Disability Insurance
The City shall provide, at no premium cost to employees, long-term
disability income protection insurance coverage. The basic benefit shall be
sixty-six and two-thirds percent (66-2/3%) of the employee's monthly base
pay with a maximum benefit of five thousand three hundred and thirty three
dollars ($5,333) per month. In no event shall the employee receive more
than full salary. The benefits provided under this section are subject to the
characteristics of the individual program. The waiting period for the above
long-term disability benefits plan shall be ninety (90) days.
7.13 Life Insurance
(a) The City will continue to provide, at no premium cost to employees,
fifty thousand dollars ($50,000) life insurance coverage for
employees and one thousand dollars ($1,000) for dependents. This
coverage includes accidental death and dismemberment benefits.
(b) The City will allow, subject to the insurance carrier's approval, any
employee to purchase, at his/her own cost, additional life insurance
coverage under the City's group program.
7.14 Deferred Income
The City will continue to make available to the employees a deferred
income program, now being administered by Nationwide Retirement
Solutions and International City Management Association (ICMA) or a
similar program with another institution acceptable to the City.
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7.15 Retired, Deceased and/or Permanently and Totally Disabled
Employees
This Section 7.15 (including subsections) applies only to employees hired
prior to July 1, 2007, and providing continuous City service since that time.
The language in this section has been revised for the purposes of
administrative clarification, and does not represent a change in benefits
provided to current employees or retirees.
(a) Definition of Terms
1) Eligible Employee” means any regular full-time or regular part-
time benefited employee hired by the City before July 1, 2007,
and who actively participates in and contributes to the CalPERS
Retirement System, and who will be entitled, when eligible, to
receive a retirement allowance from CalPERS.
2) “Retired Employee” or “Retiree” is a regular full-time or regular
part-time benefited City employee hired before July 1, 2007
who retires from the City and thereafter receives a retirement
allowance from CalPERS. Retirement includes service
retirement or disability retirement from the City of Rohnert Park.
3) “Continuous City service” is defined as being continuous
regular full-time or regular part-time benefited City employment
for calculating length of continuous service and service credit.
Part-time (non-benefited) employment and approved unpaid
leaves will not be used in calculating length of continuous
service under this section. Any separation from City
employment will void any previous accrual towards length of
continuous service for purposes of this section, unless
otherwise waived by the City Manager and due to extenuating
circumstances. Layoffs with subsequent restoration and
approved City paid leaves do not constitute separation from
City service (and therefore will not void any previous accrual
towards length of continuous service) for the purpose of this
section.
(b) Retirement Health Benefits For Employees Hired Prior to
July 1 2007
1) Retirement Medical Benefits
Eligible Employees had the option to opt out of the retirement
medical benefit provided previously, and all employees hired
before July 1, 2007 who are currently in the unit elected to opt out,
and are therefore covered by the provisions below.
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Eligible Employees hired before July 1, 2007 received the following
Retirement Medical Benefit, which is fully vested. Eligible
Employees who elected this opt-out option shall not be subject to
any retiree medical cost-sharing requirements (i.e., normal cost)
during the term of their employment.
(i) The City established a Retiree Health Savings Account
(RHSA) in the eligible employee’s name for the Eligible
Employee. The City contributed $2,000.00 per year of
Continuous City Service into the RHSA. For purposes of the
service credit calculation, eligible employees received
service credit on a pro rata basis by month and days of
service as of January 1, 2015.
(ii) Upon retirement from the City, the City will provide the
Retired Employee with $500 per month for the cost of
retirement healthcare premiums and qualified health care
expenses until the Retired Employee reaches the age of
Medicare eligibility. These funds shall be provided to each
member on a pre-tax basis (to the extent permitted by law),
through a Retiree Health Care Reimbursement Account
(RHRA). In the event of the Retired Employee’s death, the
benefits provided by the City to the Retired Employee under
this section will not continue for the survivors or dependent
children of the Retired Employee.
(iii) Retired Employees may participate at their own expense
in the City’s group health insurance, subject to applicable
group health insurance plan requirements.
2) Dental and Vision Benefits For Eligible Employees
Upon retirement, City will provide/offer and pay on behalf of
Retired Employees, the premium benefit(s) as provided for active
employees at the time of retirement for dental care and vision
care benefits for Retired Employees and one eligible dependent
until the Retired Employee reaches the age of Medicare eligibility
or elects to leave the City dental and vision system. Calculation of
premium benefit will be prorated for regular, part-time employees.
(i) In the event of the retired employee’s death, the benefits
provided by the City to the Retired Employee under this
section will not continue for the survivors or dependent
children of the Retired Employee.
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(ii) Any Retired Employee who, after retirement from the City,
becomes employed elsewhere and is covered by dental or
vision care benefits by his/her new employer, said
coverage provided by the City to the retired employee will
be considered secondary to the coverage provided by
his/her new employer, his/her new employer’s coverage
shall be considered primary. Retired employees are
required to notify the City’s Human Resources Department
of any additional insurance coverage from new employers.
7.16 Retiree Health benefits For Employees Hired On or After July 1, 2007
Beginning July 1, 2014, on a going forward basis, regular full-time or part-
time benefited City employees hired on or after July 1, 2007 shall be
eligible for the benefits described below in lieu of the benefits described in
Section 7.15(b) above:
a) Effective July 1, 2014, the City will increase the contribution
from $75.00 per month to $100.00 per month for active
employees in paid status to a Retiree Health Savings
Account (RHSA). The monthly contribution will end upon the
employee’s date of retirement or separation from the City.
b) The City’s contribution to an employee’s RHSA shall be
considered vested as to an employee terminating City
employment with five (5) or more consecutive years of City
service.
c) Calculation of the monthly contribution will be prorated for
regular part-time employees. No employee contribution is
required.
d) Subject to the eligibility criteria of REMIF and/or insurance
plans, employees hired after June 30, 2007 may participate
as retirees at their own expense in the City's group health
insurance.
7.17 Education and Training
The City desires to encourage employees to advance their education and
training. The City will provide an education and training assistance
program to provide reimbursement to employees for tuition, books and
parking costs only for attending and completing, with a satisfactory grade
(C or better), courses in the adult high school program, at Santa Rosa
Junior College, at Sonoma State University or any other accredited
educational institution acceptable to the City. All courses or classes for
which reimbursement will be requested must be previously approved by
the Department Head and the Human Resources Director prior to the start
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of said classes and approval requested on the appropriate City form. For
general guidance, acceptable courses will be those courses which are
necessary to receive a Bachelor, Master, Doctorate degree or that apply
to the receipt of a professional certification. The maximum allowed amount
reimbursable for tuition is one thousand dollars ($1,000) per instructional
period plus books and materials, with a total reimbursable amount not to
exceed three thousand dollars ($3,000) per calendar year.
7.18 Longevity Pay
The City shall continue to provide longevity pay to employees based on
continuous years of service, as defined immediately below:
Completed Years of Service Pay Percentage Increases
5 years………………………………………..…………….2%
For each completed year thereafter………………….1/2 %
The maximum longevity pay percentage to be paid shall be ten percent
(10%) of base pay. The "completed years of service" will be determined
on January 1st and July 1st only and not on an employee's employment
anniversary date. For employees hired after 10/10/95, the longevity
program as outlined above does not apply.
7.19 Educational Incentive Pay
(a) Bachelor’s Degree
The City will provide a $50.00 per month stipend to an employee
possessing a Bachelor of Science or Arts Degree under the following
terms and conditions:
1) An employee must have been hired after 10/10/95 and not be
eligible for longevity pay as outlined in Section 7.17.
2) The Bachelor of Science or Arts Degree is not a minimum
qualification or educational requirement in the employee's class
specification.
(b) Master’s Degree
The City will provide a $50.00 per month stipend to an employee
possessing a Master of Science or Arts Degree under the following
terms and conditions:
OUTLINE-Confidential April 30, 2017 through June 30, 2021 Page 17
1) An employee must have been hired after 10/10/95 and not be
eligible for longevity pay as outlined in Section 7.17.
2) The Master of Science or Arts Degree is not a minimum
qualification or educational requirement in the employee's class
specification.
(c) By providing educational incentive pays, the City does not infer, intend
or agree to meet and confer or meet and consult over minimum
qualifications or educational requirements for any position covered by
this Outline. The City at its sole discretion, and as its exclusive right,
determines position qualifications.
7.20 Retirement Programs
a) Effective July 1, 2007, the City will provide the California Public
Employees’ Retirement System (CalPERS) two and seven tenths
percent (2.7%) at fifty-five (55) retirement program to miscellaneous
member employees. Effective July 1, 2011, the City will provide the
California Public Employees’ Retirement System (CalPERS) two percent
(2.0%) at fifty-five (55) program to miscellaneous member employees
hired after July 1, 2011. Effective August 1, 2011, all employees,
regardless of program, will pay the required member contribution.
i. The City will continue to provide the "one-year highest
compensation" optional provision in its contract with CaIPERS.
ii. The City will absorb any employer contribution rate increases
for miscellaneous members required by CaIPERS.
iii. The City will continue to provide for a 2.0% annual maximum
cost-of-living increase for employees hired after December 31,
2007. Employees hired prior to December 31, 2007 shall be
eligible for the 5.0% annual maximum cost-of-living allowance
increase as defined in Section 21335.
b) New Employees Hired On or After January 1, 2013 Who Are New
Members of the CalPERS System
i. Effective January 1, 2013, the City will provide the CalPERS two
percent (2.0%) at sixty-two (62), highest three year average
program to new miscellaneous employees (who meet the
definition of a new member under PEPRA) hired on or after
January 1, 2013.
ii. Effective January 1, 2013, such new miscellaneous member
employees hired on or after January 1, 2013, shall contribute at
least fifty percent (50%) of the normal cost rate to CalPERS.
OUTLINE-Confidential April 30, 2017 through June 30, 2021 Page 18
iii. Pensionable compensation does not include monies paid to
new miscellaneous members for bonuses, uniform allowance,
overtime allowance or reimbursement for housing and vehicles,
or any ad hoc or one-time payments pursuant to Government
Code Section 7522.34(c).
c) The City makes no representation concerning the value of this benefit
or how it may be taxed or treated by other agencies either presently or
in the future. The City's obligation under this section is limited to the
direct cost of providing the benefit as described. The City shall assume
no further or additional financial obligation even if an outside agency
imposes or determines there to be a financial obligation for the City or
the employee.
d) Benefits provided are subject to CalPERS regulations and relevant law.
7.21 Dependent Care Assistance Program
The City will continue to provide the Dependent Care Assistance Program
(DCAP) as authorized by the lnternal Revenue Service for the set-aside of
employee pre-tax dollars for childcare as approved by the lnternal
Revenue Service (IRS) and the California Franchise Tax Board.
7.22 Health Care Tax-Free Dollar Account Program
The City will continue to provide the Health Care Tax-Free Dollar Account
Program as authorized by the lnternal Revenue Service for the set-aside
of employee pre-tax dollars for the cost of monthly health care premiums
as well as eligible unreimbursed medical expenses, as approved by the
lnternal Revenue Service (IRS) and the California Franchise Tax Board.
7.23 Hearing Aid Benefit
The City will reimburse an employee eighty-five percent (85%) with a
lifetime maximum of three thousand dollars ($3,000) for hearing aid
device(s).
8. SALARY & MISCELLANEOUS PAYS
8.1 Salary Adjustment
(a) Effective the pay period beginning April 30, 2017 employees shall
receive a five and one half percent (5.5%) increase to base salary.
(b) Effective the first day of the pay period that includes July 1, 2018,
employees shall receive a two and one half percent (2.5%) increase
to base salary.
OUTLINE-Confidential April 30, 2017 through June 30, 2021 Page 19
(c) Effective the first day of the pay period that includes July 1, 2019,
employees shall receive a two and one half percent (2.5%) increase
to base salary.
(d) Effective the first day of the pay period that includes July 1, 2020,
employees shall receive a three percent (3%) increase to base
salary.
8.2 Bilingual Pay
Special compensation shall be given to employees in the Rohnert Park
Confidential Unit who possess bilingual skills when the City designates a
position or person as bilingually proficient. Such an employee shall
demonstrate a language proficiency of job-related terminology acceptable
to the Supervisor and the City Manager. Thereafter, the employee shall be
entitled to bilingual pay at the rate of one hundred dollars ($100) per month.
Said employee shall be subject to re-testing. Bilingual designation shall be
at the sole discretion of the City.
8.3 Paychecks
When the City acquires the technology to do so, the City may distribute
paychecks/Automatic Deposit Notices to employees electronically on
payday. Employees requesting a physical paycheck may pick it up on break
or lunchtime at the City Hall front counter on payday.
8.4 Pay Change Effective Dates
Any and all pay changes provided to employees, including but not limited
to step increases, special pay provisions, promotions, classification
changes, or similar pay increases shall become effective as follows: if the
effective date of the change is in the first week of the pay period the
increase will be effective on the first day of the pay period that includes the
effective date of the change. If the effective date is in the second week of
the pay period the change will be effective the first day of the subsequent
pay period.
9. ALCOHOL AND DRUGS
The City and the Confidential Unit agree to continue to work together to assist any
employees who have an alcohol, alcohol related, drug, or substance abuse
problem. It is mutually acknowledged that continued cooperative efforts will give
employees a much better opportunity to recover from this very serious health
problem.
OUTLINE-Confidential April 30, 2017 through June 30, 2021 Page 20
Since certain City employees are required to drive City vehicles, to think clearly
and act responsibly as well as use various types of equipment, and it is known that
drinking alcoholic beverages or taking certain drugs may slow a person’s reflexes
and ability to think clearly. The probability of having an accident is increased after
drinking alcohol or taking certain drugs. The City recognizes that this situation
could place the employee as well as co-workers and the public at risk of injury.
9.1 Alcoholic Beverages or Other Drugs
Alcoholic beverages, or other drugs which affect an employee's ability to
drive or function safely, shall not be used by employees during their
assigned regular workday, nor while on assigned standby duty.
9.2 Off Duty Hours
If an employee who has been drinking alcohol or using a drug which may
impair the employee's ability to drive or function safely receives a call to
return to work during off duty ours, the employee must decline the request
to work.
9.3 Prescription Drugs
Employees using prescription drugs which affect the employee's ability
to work safely must inform their supervisor and may be assigned to other
appropriate duties or required to take leave.
10. SMOKING
The City maintains as a clearly expressed condition of employment that employees
refrain from smoking.
11. RESIDENCY
This program is eliminated effective July 1, 2011. Employees receiving residency
stipends of $60.00 per month as of this date may retain them unless they fail to
meet the condition of residing within the City of Rohnert Park. Should such an
employee lose eligibility, no re-entry to the program is permitted.
12. GRIEVANCE POLICY AND PROCEDURE
The City will comply with the grievance procedure as outlined in Resolution No.
79-22, adopted February 13, 1979, a copy of which is attached hereto. Failure to
meet any timeline or specifically comply with any other requirement of the
grievance procedure constitutes a specific waiver and is a bar to further
consideration of the grievance.
13. USE OF CITY FACILITIES
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Employees and their spouse or domestic partner, and eligible dependents (as
defined in IRS Fact Sheet FS-2005-7), will be allowed to participate with no fee
imposed in open gym time, to use the weight room and locker room facility at the
Sports Center when such facilities are open, and to participate in the Lap Swim
Program conducted at the City's swimming pools. In the event that the City
determines that such use of the Sports Center or pools by employees, their spouse
or domestic partner, and/or their dependents adversely impacts the public's access
to these facilities, the City may revoke this access and require payment of a fee.
14. MANAGEMENT RIGHTS
Except as limited in this Outline and applicable State laws, the exclusive rights of
the City shall include, but not be limited to, the right to determine the organization
of city government and the purpose and mission of its departments and agencies,
to determine the nature, levels and mode of delivery and to set standards of service
to be offered to the public; and through its management officials to exercise control
and discretion over its organization and operations; to establish and effect
administrative regulations which are consistent with law and the specific provisions
of this Outline; to direct its employees and establish employee performance
standards and to require compliance therewith; to take disciplinary action; to
discharge, suspend, reduce in pay, reprimand, withhold salary increases and
benefits, or otherwise discipline employees subject to the requirements of
applicable laws; to lay off its employees whenever their positions are abolished, or
whenever necessary because of lack of work or lack of funds, or other legitimate
reasons; to determine whether goods or services shall be made, purchased, or
contracted for; to determine the methods, means, and numbers and kinds of
personnel by which the City's services are to be provided, including the right to
schedule and assign work and overtime; to otherwise act in the interest of efficient
service to the City; and to take all necessary actions to protect the public and carry
out its mission in emergencies.
15. WORK CURTAILMENT (NO STRIKE CLAUSE)
Under no circumstances shall any employee individually or collectively cause,
sanction, honor or engage in any strike, sit-down, stay-in, sick-out, slow-down,
speed-up, work to rule or any other type of job action, curtailment of work,
restriction of production or restriction of service during the term of this Outline.
16. PERSONNEL RULES AND REGULATIONS
The City agrees to meet and confer with the Rohnert Park Confidential Unit on any
updates or changes to the Personnel Rules & Regulations.
17. TERM OF OUTLINE
This Outline shall become effective on April 30, 2017 through June 30, 2021.
18. INVALIDATION
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18.1 Suspension of Outline
If during the term of this Outline, any item or portion thereof of this Outline
is held to be invalid by operation of any applicable law, rule, regulation,
or order issued by governmental authority or tribunal of competent
jurisdiction, or if compliance with or enforcement of the item or portion
thereof shall be restrained by any tribunal, such provision of this Outline
shall be immediately suspended and be of no effect hereunder so long
as such law, rule, regulation, or order shall remain in effect. Such
invalidation of a part or portion of this Outline shall not invalidate any
remaining portion which shall continue in full force and effect.
18.2 Replacement
In the event of suspension or invalidation of any article or section of this
Outline, the City agrees, that except in an emergency situation, to arrive
at a satisfactory replacement for such article or section.
19. NON-DISCRIMINATION
The City acknowledges that in receiving the benefits afforded by this Outline, no
person shall in any way be favored or discriminated against to the extent prohibited
by law.
20. PERSONNEL FILES
An employee or his/her duly authorized representative has the right to inspect his
or her personnel file maintained by the City. Employees have the right to respond
in writing to anything contained or placed in their personnel file and any such
responses shall become part of the personnel file.
21. EMPLOYEE PERFORMANCE EVALUATIONS
Employees have the right to respond in writing to the evaluation report should they
so desire. Said responses should be submitted to the reviewer no later than thirty
(30) days after the evaluation interview.
OUTLINE-Confidential April 30, 2017 through June 30, 2021 Page 23
Incorporated by Reference. The following are incorporated in this Outline by reference:
City Council Resolution No. 79-22, adopted February 13, 1979 - Grievance Policy and Procedure
City Council Resolution No. 80-140, adopted August 11, 1980 - Regular P/T Employees’ Fringe
Benefits
City Council Resolution No. 2001-270, adopted December 11, 2001 – Catastrophic Leave
City's Personnel Rules & Regulations
OUTLINE-Confidential April 30, 2017 through June 30, 2021 Page 24
INDEX
A
Administrative Leave ∙ 5
Adoption Benefits ∙ 10
Alcoholic Beverages or Other Drugs ∙ 21
Alternate Benefit ∙ 9
Americans with Disabilities Act ∙ 8
Annual Leave Program ∙ 6
B
Bereavement Leave ∙ 11
Bilingual Pay ∙ 21
C
Call back ∙ 4
CalPERS ∙ 19
Catastrophic Leave ∙ 8
Compensatory Time ∙ 4
D
Days of Work ∙ 4
Deferred Income Plan ∙ 12
Dental insurance ∙ 9
Dependent Care Assistance Program ∙ 20
E
Education reimbursement ∙ 17
Educational Incentive Pay ∙ 18
Employee Performance Evaluations ∙ 24
Exempt Employees ∙ 5
F
Family Medical Leave ∙ 8
Fringe Benefits
Administration ∙ 7
Funeral Benefit ∙ 11
G
Grievance Policy and Procedure ∙ 22
H
Health Care Tax Free Dollar Account Program ∙ 20
Health insurance ∙ 8
Hearing Aid Benefit ∙ 20
Holidays
Observed ∙ 5
Hours of Work ∙ 4
L
Life Insurance ∙ 11
Light or Limited Duty ∙ 8
Longevity Pay ∙ 18
Long‐Term Disability Insurance ∙ 11
M
Management Rights ∙ 22
Medical insurance ∙ 9
Military leave ∙ 7
Modified duty ∙ See Light or limited duty
N
Non‐discrimination ∙ 23
Non‐smoking Status ∙ 22
O
Off Duty Hours
OUTLINE-Confidential April 30, 2017 through June 30, 2021 Page 25
Alcohol and other Drugs ∙ 21
Overtime Time ∙ 4
P
part‐time employees' fringe benefits ∙ 8
Paychecks ∙ 21
Period of Work ∙ 4
Personnel Files ∙ 23
Personnel Rules and Regulations ∙ 23
Prescription Drugs ∙ 21
R
Residency ∙ 22
Retiree Health Savings Account ∙ 14
Retiree medical ∙ 15
Retiree medical insurance ∙ 15
Retirement Programs ∙ 19
S
Short-term disability insurance program ∙ See
Annual Leave Program
sick leave ∙ See Annual Leave Program
Smoking ∙ 22
T
Term of Outline
Effective Date ∙ 23
Termination Date ∙ 23
Training reimbursement ∙ 17
U
Use of City Facilities ∙ 22
Use of City's swimming pools ∙ 22
Use of Sports Center ∙ 22
V
Vacation leave ∙ See Annual Leave Program
Vsion insurance ∙ 10