HomeMy WebLinkAboutResolution No. 00-C151RESOLUTION NO. 00—C151
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF AZUSA
ESTABLISHING THE COMPENSATION AND BENEFITS FOR THE
EXECUTIVE MANAGEMENT POSITIONS EFFECTIVE AUGUST 1,
2000 THROUGH JULY 31, 2004
THE CITY COUNCIL OF THE CITY OF AZUSA DOES RESOLVE AS FOLLOWS:
WHEREAS, it is customary for the Management of the City of Azusa to receive, on a
periodic basis, proposals for amendments to the memoranda and/or Resolutions that govern the
compensation, benefits and working conditions of City employees, and
WHEREAS, the Executive Management employees of the City of Azusa are not covered
by a meet -and -confer process; and
l
WHEREAS, the City Council acknowledged the Executive Management employees within
the various departments of the City of Azusa, and occupying the classifications as listed in the
Compensation and Benefits Memorandum Covering Executive Management Positions attached hereto; and
WHEREAS, the City of Azusa has received the proposals for amendment and updating of
compensation and benefits for the upcoming 4 years for those employees who are represented by formally
recognized units; and
WHEREAS, it is appropriate to consider how these same issues apply to the Executive
Management employees; and
WHEREAS, the new Compensation and Benefits Memorandum Covering Executive
Management Positions for the period of August 1, 2000 through July 31, 2004, is attached hereto,
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Azusa does
hereby pass the Compensation and Benefits Memorandum Covering Executive Management Positions
attached hereto, and directs the representatives of Management to affix their signatures thereon.
shall certify the passage c this Resolution.
this 18/ day,0f December, 2000.
I HEREBY CERTIFY that the foregoing Resolution was duly passed by the City Council of
the City of Azusa at a regular meeting thereof held on the 18T" day of December, 2000.
AYES: COUNCILMEMBERS: HARDISON, STANFORD, ROCHA, BEEBE, MADRID
NOES: COUNCILMEMBERS: NONE
ABSENT: COUNCILMEMBERS: NONE
ASSISTANT CITY CLERK
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°COMPENSATION-AND�BENEFITS? MEMORANDUM`•
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TABLE OF CONTENTS
1. TERM OF COMPENSATION AND BENEFITS MEMORANDUM .......................... 1
2. TOTAL COMPENSATION......................................................... 1
3. NON-DISCRIMINATION.......................................................... 1
4. CITY RIGHTS .................................................................. 2
5. SEPARABILITY................................................................. 3
6. MAINTENANCE OF EXISTING BENEFITS ........................................... 3
7. WORKWEEK AND TIMEKEEPING INTERVAL ........................................ 3
8. SALARY....................................................................... 4
9. ADDITIONAL COMPENSATION.................................................... 4
9.1. Automobiles.............................................................. 4
9.2 Bilingual Pay.............................................................. 4
9.3. Deferred Compensation (City -paid) ............................................ 5
9.4. Educational Incentive Pay ................................................... 5
9.5. Longevity Pay............................................................. 5
10. FLEXIBLE BENEFIT PLAN ........................................................ 5
11. LEAVE TYPES / DAYS OFF .......................................................
6
11.1. Administrative Leave .......................................................
6
11.2. Bereavement Leave ........................................................
6
11.3. Holidays.................................................................
7
11.4. Floating Holidays..........................................................
7
11.5. Industrial Leave...........................................................
7
11.6. Sick Leave...............................................................
8
11.7. Vacation Leave...........................................................
10
12.
DAMAGE TO PERSONAL EFFECTS ...............................................
10
13.
EMPLOYEE ASSISTANCE PLAN ..................................................
10
14.
LAYOFF OR RECLASSIFICATION.................................................
10
15.
LICENSE RENEWAL...........................................................
11
16.
LIFE INSURANCE ..............................................................
11
17.
RETIREMENT .................................................................
11
17.1 Optional Benefits.........................................................
11
17.2. Health Insurance During Retirement ..........................................
11
17.3. Lump Sum Option for Health Insurance During Retirement ........................
12
18.
TUITION REIMBURSEMENT.....................................................
12
19.
COMPUTER LOAN PROGRAM ...................................................
14
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CITY OF AZUSA
COMPENSATION AND BENEFITS MEMORANDUM
COVERING THE EXECUTIVE MANAGEMENT EMPLOYEES
August 1, 2000, through July 31, 2004
This Compensation and Benefits Memorandum is with reference to the following facts:
(1) The Azusa Executive Management Employees are those personnel (hereinafter referred to as
"employees") employed by the City of Azusa (hereinafter referred to as "City"), and occupying
classifications in Exhibit "A." All benefits, other than Salary, shall apply to the employees occupying
the classifications in "Exhibit A," except for Chief of Police.
(2) The Chief of Police shall have benefits commensurate with those enumerated in the Memorandum
of Understanding between the City and the Azusa Police Management Association except for
Education Incentive which shall be $438 per month for possession of a master's degree from an
accredited college or university in an academic subject appropriate to law enforcement administration,
and not a simple membership in a professional organization. An employee will be entitled to only one
(1) increment of education incentive pay regardless of the number of qualifying degrees or certificates
he or she possesses.
(3) In the interest of maintaining harmonious relations between the City and the employees, an authorized
representative of the City has met and discussed wages, hours and other terms and conditions of
employment with the affected employees.
(4) The authorized representatives of the City and the employees have reached an understanding as to
certain changes in wages, hours and other terms and conditions of employment of the affected
employees which shall be submitted to the City Council of the City of Azusa for approval and
implementation of these changes by appropriate ordinance, resolution, or other lawful action.
Therefore, subject to the approval and implementation by the City Council of the City, the wages,
hours, and other terms and conditions of employment for all affected employees shall be as follows:
TERM OF COMPENSATION AND BENEFITS MEMORANDUM
The term of this Compensation and Benefits Memorandum (Memorandum) shall commence August 1, 2000, and
shall continue in full force and effect until July 31, 2004.
2. TOTAL COMPENSATION
As a matter of philosophy, the City recognizes that compensation consists of terms and conditions of employment
other than those represented solely by salary. Further, the City recognizes that the changes in wages, hours and
other terms and conditions of employment as set forth in this Compensation and Benefits Memorandum constitute
additions to the total compensation received by affected employees.
3. NON-DISCRIMINATION
3.1. Protection of Rights
The parties mutually recognize and agree to protect the rights of all employees hereby to join and/or participate
in protected activities or to refrain from joining or participating in protected activities in accordance with
Government Code Section 3500, et seg.
3.2. Anti -Discrimination
The City shall not discriminate against any employee because of race, color, sex, age, national origin, political
or religious opinions or affiliations. The City shall comply with any final order of the federal or state agency or
CITY OF AZUSA, COMPENSATION & BENEFITS MEMORANDUM FOR EXECUTIVE MANAGERS,8-1-2000 THRU 731-2004
court of competent jurisdiction requiring a modification or change in any provision or provisions of this
Memorandum in compliance with state or federal anti -discrimination laws.
4. CITY RIGHTS
4.1. Management Rights
The City reserves, retains and is vested with, solely and exclusively, all rights of Management which have not
been expressly abridged by specific provision(s) of this Compensation and Benefits Memorandum or by law
to manage the City, as such rights existed prior to the execution of this Compensation and Benefits
Memorandum. The sole and exclusive rights of Management, as they are not abridged by this Compensation
and Benefits Memorandum or by law, shall include, but not be limited to, the following:
4.1.1 To manage the City generally and to determine the issues of policy.
4.1.2 To determine the existence or nonexistence of facts which are the basis of the Management
decision.
4.1.3 To determine the necessity and organization of any service or activity conducted by the City
and expand or diminish services.
4.1.4 To determine the nature, manner, means, and technology, and extent of services to be
provided to the public.
4.1.5 To determine methods of financing.
4.1.6 To determine types of equipment or technology to be used.
4.1.7 To determine and/or change the facilities, methods, technology, means, and size of the work
force by which the City operations are to be conducted.
4.1.8 To determine and change the number of locations, relocations, and types of operations,
processes and materials to be used in carrying out all City functions including, but not limited
to, the right to contract for or subcontract any work or operations of the City.
4.1.9 To assign work to and schedule employees in accordance with requirements as determined
by the City and to establish and change work schedules and assignments.
4.1.10 To relieve employees from duties for lack of funds or lack of work or similar nondisciplinary
reasons
4.1.11 To establish and modify productivity and performance programs and standards.
4.1.12 To discharge, suspend, demote or otherwise discipline employees for proper cause.
4.1.13 To determine job classification and to reclassify employees.
4.1.14 To hire,transfer, promote or demote employees for nondisciplinary reasons in accordance with
this Compensation and Benefits Memorandum and applicable Resolutions and Codes of the
City.
4.1.15 To determine policies, procedures and standards for selection, training and promotion of
employees.
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4.1.16 To estab I ish employee performance standards including, but not I imited to, quality and quantity
standards and to require compliance therewith.
4.1.17 To maintain order and efficiency in its facilities and operation.
4.1.18 To establish and promulgate and/or modify rules and regulations to maintain order and safety
in the City which are not in contravention with this Agreement.
4.1.19 To take any and all necessary action to carry out the mission of the City in emergencies.
4.2. Conformance with Rules
The City shall have the right to exercise the rights provided in sections "9" through "16" of the Management
rights clause, in accordance with the City of Azusa Rules of the Civil Service System and exercise these rights
in conformance with the Civil Service rules.
5. SEPARABILITY
Should any provisions of this Compensation and Benefits Memorandum be found to be inoperative, void, or invalid
by a court of competent jurisdiction, all other provisions of this Compensation and Benefits Memorandum shall
remain in full force and effect for the duration of this Compensation and Benefits Memorandum.
6. MAINTENANCE OF EXISTING BENEFITS
Except as provided herein, all wages, hours and economic terms and conditions of employment presently enjoyed
by employees shall remain in full force and effect during the entire term of this Compensation and Benefits
Memorandum.
WORKWEEK AND TIMEKEEPING INTERVAL
7.1. Workweek
The regular workweek for all employees covered by this agreement shall be forty (40) hours for a seven (7) day
period beginning at 12:01 a.m. each Sunday and shall consist of four (4) days a week and ten (10) hours per
day Monday through Thursday.
7.1.1 Notwithstanding 7.1, the City may maintain a five, eight-hour days per week schedule for
employees currently assigned to such a schedule. Further, the City may assign a five, eight-
hour per week schedule to employees preferring to work such a schedule.
7.1.2 During the first year of the agreement, the parties agree to discuss additional work week
alternatives that will enable the City to provide services on an expanded basis to best meet the
public's needs
7.2. Workday
The workday will consist of ten and one half (10Y2) hours with lunch and breaks to be scheduled in light of the
departmental policy. The City reserves the right to determine the beginning and ending times of the work day.
7.3. Timekeeping Interval
In compliance with FLSA, the minimum timekeeping interval shall be one (1) ten (10) hour day.
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8. SALARY
The base monthly salary of each employee shall be according to the information contained in Exhibit "A," of this
Compensation and Benefits Memorandum. However, the administrative approval for Acting Pay, required under
Section 4.2.9 of the Rules of the Civil Service System of the City of Azusa, shall not be granted to Executive
Management position classifications.
8.1 Salaries Effective 8-1-2000
The current base monthly salaries of employees in the unit covered by this document are set forth in "Exhibit
A"
8.2 Cost of Living Increases
8.2.1 Effective July 1, 2001, each employee shall receive a cost of living increase in the base monthly
salary based on the March to March change in the Consumer Price index (as measured by the
Los Angeles - Riverside -Orange County CA, CPI -U, All items) to a maximum of 4%.
8.2.2 Effective July 1, 2002, each employee shall receive a cost of living increase in the base
monthly salary based on the March to March change in the Consumer Price index (as measured
by the Los Angeles - Riverside -Orange County CA, CPI -U, All items) to a maximum of 5%.
8.2.3 Effective July 1, 2003, each employee shall receive a cost of living increase in the base
monthly salary based on the March to March change in the Consumer Price index (as measured
by the Los Angeles - Riverside -Orange County CA, CPI -U, All items) to a maximum of 6%.
8.3. Automatic Payroll Deposit
The City will continue to offer Automatic Payroll Deposit in cooperation with any bank that utilizes the Automated
Clearing House service.
9. ADDITIONAL COMPENSATION
9.1. Automobiles
Employees can take a City vehicle home when it must be used either before or after the commute for
attendance at a meeting or other City -related function, or for the purpose of making the employee
available for emergency response. Director of Utilities and Police Chief may use a City vehicle to
commute to and from work.
9.2 Bilingual Pay
The City shall pay an additional $100 per month to personnel demonstrating a proficiency in the Spanish
language if they are assigned and required to speak and translate the Spanish language in performance
of their duties.
An additional payment of $100 per month shall be paid to those who are proficient in written Spanish as
well. Such payment is conditional upon demonstration of Spanish language proficiency by a qualified
third -party examiner.
Employees may apply for bilingual pay at any time; however, examinations shall be conducted semi-
annually.
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CITY OF AZUSA, COMPENSATION & BENEFITS MEMORANDUM FOR EXECUTIVE MANAGERS,8-1-2000 THRU 7-31-2004
9.3. Deferred Compensation (City -paid)
The City shall provide $90 per month in deferred compensation to each employee.
9.4. Educational Incentive Pay
All employees who possess a master's degree from an accredited college or university in an academic subject,
or a numbered certificate issued by a State or professional organization, appropriate to his/her job description,
and not a simple membership in a professional organization, shall receive education incentive pay in the amount
of $121 per month. An employee shall be entitled to only one (1) increment of education incentive pay
regardless of the number of qualifying degrees or certificates he or she possesses.
9.5. Longevity Pay
Employees shall receive Longevity Pay as follows:
The monthly Longevity Pay for employees shall be in accordance with the following schedule
10 yrs = $150
15 yrs = $250
20 yrs = $350
Notwithstanding the foregoing, employees currently receiving a higher dollar amount of longevity pay than
the amount provided for above shall continue to receive the higher dollar amount until eligible for an
increase based on the schedule set forth above.
10. FLEXIBLE BENEFIT PLAN
10.1. Definition
Effective August 1, 1993, the City's existing Cafeteria Benefit Plan (CBP) was converted to an IRS Section 125
Flexible Benefit Plan (FBP) administered by either the City or its designee.
10.2. Amount of Monthly Benefit
Effective January 1, 2001, the City will maintain the Flexible Benefit Plan (FBP) at seven hundred thirty-one
dollars ($731) per month for each employee. This plan can be used by the employee to pay, to the extent
available, for qualified benefits as determined by the IRS. The employee understands that, in the event the total
premiums and/or expenses for qualified benefits selected by him/her exceed the amount of the FBP, the excess
shall be deducted from pre-tax wages of the employee.
10.2.1. Yearly Increase
Effective January 1, 2002, the City will increase the Flexible Plan contribution in an amount equal to the
average percentage increase for the basic plan premium for Health Maintenance Organizations (HMOs)
under the CalPERS insurance program, not to exceed 8 percent
Effective January 1, 2003, the City will increase the Flexible Plan contribution in an amount equal to the
average percentage increase for the basic plan premium for Health Maintenance Organizations (HMOs)
under the CalPERS insurance program, not to exceed 8 percent
Effective January 1, 2004, the City will increase the Flexible Plan contribution in an amount equal to the
average percentage increase for the basic plan premium for Health Maintenance Organizations (HMOs)
under the CalPERS insurance program, not to exceed 8 percent
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10.3. Eligibility
In order for an employee to be eligible for the FBP in any given month, he/she must be on payroll on the first
work day (excluding recognized paid City holidays) of that month.
A new employee will be eligible for the full FBP if he/she begins work on the first work day (excluding recognized
paid City holidays) of the month. An employee whose date of hire is on the second work day (excluding
recognized paid City holidays) of the month or thereafter will not be eligible for the FBP for that month.
If an employee does not meet the qualifying work time in any given month, arrangements must be made with
the Finance Department to reimburse the City for any benefits that have already been paid out on the
employee's behalf for that month. The Finance Department will notify the employee if he/she has not met the
qualifying work time for eligibility for the FBP.
10.4. Termination
The City will not be responsible for payment of any qualified benefits on behalf of the employee following the
month of termination. If an employee represented by the Association wishes to continue his/her qualified
benefits, advance payment for such qualified benefits will be deducted from the employee's final pay.
11. LEAVE TYPES / DAYS OFF
11.1. Administrative Leave
Employees shall receive seventy (70) hours per year of Administrative Leave beginning on July 1.
An Employee Leave Request must be approved by the appropriate City Manager prior to the use of
Administrative Leave and such leave may not be carried over into the next fiscal year or cashed in if not used.
Unused Administrative Leave may, however, be converted to Vacation Leave. An employee who wishes to
convert accrued unused Administrative Leave to Vacation Leave shall notify the Finance Department any time
before June 15 of the desired conversion. For the 1995-96 fiscal year only, the prior year's unused
Administrative Leaveshall be automatically converted to Vacation Leaveat the end of the fiscal year. Otherwise
it is the responsibility of the employee to request conversion. For the duration of this Memorandum, unused
accrued Administrative Leave will be carried over.
Administrative Leave shall be granted with due regard for the employee's wishes and the operational needs of
the City.
11.2. Bereavement Leave
An employee may be permitted to take up to forty (40) hours of Bereavement Leave in the event of the death
of a member of his or her immediate family. "Immediate family" member is herewith defined as a mother, father,
brother, sister, spouse, child, mother-in-law, father-in-law, grandparents or relative living within the employee's
household. Persons in loco parentis may also be considered under certain circumstances. Such leave shall
not be charged against the employee's Sick Leave or Vacation.
In addition to Bereavement Leave, an employee may request up to twenty (20) hours of Sick Leave in the event
of the death of an immediate family member. Such leave shall be charged against the employee's accrued Sick
Leave balance and shall be considered in calculating his or her ability to convert the balance.
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CITY OF AZUSA, COMPENSATION & BENEFITS MEMORANDUM FOR EXECUTIVE MANAGERS,8-1-2000 THRU 7-31-2004
11.3. Holidays
11.3.1. Designated Holidays
The employee shall receive time off with pay for the following holidays but only if the employee is paid for
the workday that precedes or follows the holiday. If a holiday falls on an employee's scheduled day off,
the employee shall receive the holiday on the next scheduled business day.
The dates upon which these holidays shall be observed are listed below:
Holiday Schedule
Month
2000-
2001
2001-
2002
2002-
2003
2003-
2004
2004-
2005
Independence Day
July
4
4
7*
5*
Labor Day
Sept
4*
3*
2*
1*
Columbus Day
Oct
9*
8*
14*
13*
Veteran's Day
Nov
13*
12*
11*
11
Thanksgiving Day
Nov
23
22
28
27
Christmas Day
Dec
25*
25
25
25
New Year's Day
Jan
1*
1
1
1
Martin Luther King Day
Jan
15*
21*
20*
19
President's Day
Feb
19*
18*
17*
16
Memorial Day
May
28*
27*
26*
31
*=Monday
11.4. Floating Holidays
The City shall provide two (2) floating holidays of ten (10) hours each. All floating holidays shall be
requested in advance from the City Manager. Enough employees shall remain at work during floating
holidays so that the City's business may be conducted.
Floating holidays shall accrue on July 1 and must be taken by the following June 30, or the hours will
be forfeited. Otherwise it is the responsibility of the employee to make use of his or her holidays on a
timely basis.
Effective August 1, 2000, each employee will be given a one-time bonus of one floating holiday.
11.5. Industrial Leave
A regular employee who is temporarily or permanently incapacitated as a result of injury or illness determined
to be compensable under the Workers' Compensation Act shall be granted Industrial Leave under the following
terms and conditions:
11.5.1 An employee granted Industrial Leave shall continue to be compensated at his regular rate of
pay in lieu of temporary disability payments.
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11.5.2 Should it be determined that an employee's illness or injury did not arise in the course of the
employee's employment with the City or that the employee is not temporarily or permanently
incapacitated or disabled as a result of the injury or illness, then the employee's accrued or, if
insufficient, future Sick Leave shall be charged to reimburse the City for any payments made
to the employee pursuant to (1) above.
11.5.3 An Industrial Leave of up to ninety (90) calendar days shall be authorized for each injury or
illness determined to be compensable under the Workers' Compensation Act. Paid leave may
be continued subject to review by the City Council at the end of such ninety (90) calendar day
period to a maximum of one (1) calendar year. Supporting medical documentation must
accompany such requests for leave and be submitted thirty (30) days prior to expiration date.
11.5.4 Except as provided in (2) above, no employee shall have accrued Sick Leave deducted while
onIndustrial Leave. Vacation and Sick Leave shall accrue for an employee onIndustrial Leave.
11.5.5 Industrial Leave shall expire when one of the following conditions occurs:
11.5.5.1 Employee is able to return to work to his/her regular position.
11.5.5.2 The day before the employee is retired or separated for disability. The employee's
"retirement date" shall be the first of the month after all of the following occur and
are determined by the California Public Employees' Retirement System:
11.5.5.2.1 The employee's condition is determined to be permanent or of an
extended duration.
11.5.5.2.2 The degree of disability precludes continued employment by the
employee in his present position.
11.5.5.3 After fifty-two (52) weeks of industrial disability payments.
11.5.6 Physicians maybe assigned in compliance with the Health and Safety Code and the Workers'
Compensation Laws of the State of California (Ref.: Section 4600 - Labor Code.)
11.6. Sick Leave
11.6.1. Accrual and Use
Employees shall accrue Sick Leave at the rate of ten hours per month for each calendar month of paid
employment, with unlimited accumulation. Sick Leave shall not be taken in units of less than one day.
Sick Leave taken as Personal Business is not to exceed a maximum of forty (40) hours during any one
(1) year. Personal Business means those items of personal business that can only be taken care of
during regular working hours of the employee. Personal Business Leave shall be approved or
disapproved by the City Manager in accordance with this section. Departments are to use the earning
code PB for this purpose. Personal Business shall be debited against the employee's Sick Leave
balance but Sick Leave taken as Personal Business Leave shall not be taken into consideration for the
purposes of the Sick Leave cash -in program or with regard to employee performance evaluations.
11.6.2. One -Fourth Conversion
If the employee has used more than three, but not more than six days of Sick Leave, including time
spent on Personal Business or Bereavement, he or she would have the following options:
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CITY OF AZUSA, COMPENSATION & BENEFITS MEMORANDUM FOR EXECUTIVE MANAGERS,8-1-2000 THRU 7-31-2004
11.6.2.1 Carry over the accrual and add it to his or her Sick Leave balance.
11.6.2.2 Convert, only to the extent that his/her balance is more than zero at the beginning of the
new year, one-fourth of the accrual to vacation or convert one-fourth to cash (but no
combination of these two); unused, unconverted leave would then be added to the
employee's Sick Leave balance.
11.6.3. One -Third Conversion
If the employee has used no more than three days of Sick Leave, including time spent on personal
business or bereavement, he or she would have the following options:
11.6.3.1 Carry over the accrual and add it to his or her Sick Leave balance.
11.6.3.2 Convert, only to the extent that his/her balance is more than zero at the beginning of the
new year, one-third of the accrual to vacation or convert one-third of it to cash (but no
combination of these two); unused or unconverted leave would then be added to the
employee's Sick Leave balance.
A decision to convert Sick Leave according to the policies stated shall be made by March 31
11.6.4. Conversion to Cash upon Separation
Upon separation due to death (if he or she had attained permanent status) the employee's estate may
receive fifty percent (50%), or voluntary retirement (if he or she has been employed by the city a
minimum of ten (10) years) of his or her accrued Sick Leave balance in cash.
Upon disability retirement with at least five (5) years of service with the City of Azusa, the employee may
convert fifty percent (50%) of his or her accrued Sick Leave balance to cash.
Upon voluntary separation with less than ten (10) cumulative years of service with the City of Azusa, the
employee may convert fifty percent (50%) of his or her accrued Sick Leave balance to cash for hours
in excess of three -hundred twenty (320) hours to a maximum payment of two hundred forty (240) hours.
Upon voluntary separation with at least twenty (20) years of service with the City, employee may convert
seventy-five percent (75%) of his or her accrued Sick Leave balance to cash.
In case of layoff, the employee shall be allowed to convert 100% of his or her accrued Sick Leave
balance to cash.
Upon voluntary separation with at least twenty-five (25) cumulative years of service with the City of
Azusa, the employee may convert one -hundred percent (100%) of his or her accrued Sick Leave
balance to cash.
11.6.5. Conversion to Service Credit Upon Retirement
Pursuant to the terms of the City's contract, as amended, with the Public Employees' Retirement
System, upon voluntary retirement the employee may convert 100% of his or her accrued Sick Leave
balance, less any amount converted to cash under the provisions of Section 11.5.4., to retirement
service credit.
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CITY OF AZUSA, COMPENSATION & BENEFITS MEMORANDUM FOR EXECUTIVE MANAGERS,8-1-2000 THRU 7-31-2004
11.7. Vacation Leave
11.7.1. Required Usage and Carryover
Leave will be credited on a "per -pay -period" basis. Employees shall be required to use one-half (Y2) of
their annual vacation accrual yearly. Employees shall be able to carry over Vacation accrual from one
year to the next, cumulatively, up to a maximum of seventy-eight (78) times the then -current pay period
rate of Vacation accrual. This maximum is waived, however, until July 31, 2004. At that time, if the
employee has Vacation accrual at, or in excess of, the cap, the employee's Vacation accrual balance
shall be paid down to 52 times the then -current pay period rate of Vacation accrual. Commencing on
July 31, 2004, if the employee's balance is at or above the maximum, no further Vacation shall be
accrued until the employee's balance drops below the maximum. In special cases where it has not been
possible, due to workload or other factors, for the employee to use his or her Vacation before reaching
a maximum, it shall be within the City Manager's authority to authorize cash payment in lieu of time off.
11.7.2. Cash -In Policy
Employees covered by this Compensation and Benefits Memorandum may convert vacation time to
cash with administrative approval.
11.7.3. Accrual
Vacation Leave shall accrue as follows:
Through the 5th year of employment
120 hours
Through the 6th year of employment
128 hours
Through the 7th year of employment
136 hours
Through the 8th year of employment
144 hours
Through the 9th year of employment
152 hours
Through the 10th year of employment
160 hours
Through the 11th year of employment
168 hours
Through the 12th year of employment
176 hours
Through the 13th year of employment
184 hours
Through the 14th year of employment
192 hours
Through the 15th year of employment
200 hours
Through the 16th year of employment
210 hours
12. DAMAGE TO PERSONAL EFFECTS
If, in the course of business, an employee's personal clothing or effects are accidentally damaged or destroyed, the
employee may submit a claim for reimbursement for up to one hundred dollars ($100).
Employee will submit claim to their department head for his or her recommendation to the City Manager for his or
her consideration.
13. EMPLOYEE ASSISTANCE PLAN
The City will continue to maintain the Employee Assistance Plan.
14. LAYOFF OR RECLASSIFICATION
The City agrees that in the event Executive employees are laid off from their employment or are reclassified to a
lesser classification, a minimum of forty-five (45) calendar days notice will be given to each individual affected
employee. Such notice shall be in writing and signed by the City Manager.
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15. LICENSE RENEWAL
The City agrees to pay the cost of maintaining certifications and licenses that are necessary to maintain the minimum
requirements for the licensee's job.
16. LIFE INSURANCE
The City shall provide term life insurance equal to annual salary plus $50,000.
17. RETIREMENT
The City shall continue its contract with the California Public Employees' Retirement System (CalPERS), at
the"2% @ 55 full formula" plan. The City shall also maintain the increased level of the 1959 Survivor Benefit.
The City shall continue to pay both the "employee" and "employer" share of the cost.
17.1 Optional Benefits
17.1.1 The City's contract with the CalPERS includes the additional benefit of Service Credit for
Unused Sick Leave.
17.1.2 The City's contract with the CalPERS includes participation in the two-year Golden Handshake
program as authorized by the State Legislature.
17.1.3 The City's contractwith CalPERS includes the Employer -paid Member Contribution in Base Pay
During the Final Compensation Period. The City pledges to request retroactive credit for any
employee who is already in their final compensation period on 7/1/96 and wants retroactive
credit.
17.1.4. PERS Service Credit for Military Service
The City's contract with the CalPERS includes the provisions of Section 21024, Military Service Credit as
Public Service. Eligible employees with qualifying military service can contact CalPERS and arrange to
be billed for the service credit.
17.2. Health Insurance During Retirement
17.2.1 Fifteen (15) Years of Service
For Executive employees who, at the time of retirement from the City of Azusa, have attained the age of
fifty (50) and have at least fifteen (15) cumulative years of service with the City of Azusa, the City will
reimburse the employee, until the employee passes away, an amount equal to fifty percent (50%) of the
single -coverage premium in the employee's comprehensive health insurance plan.
17.2.2 Twenty (20) Years of Service
For Executive employees who, at the time of retirement from the City of Azusa, have attained the age of
fifty (50) and have at least twenty (20) cumulative years of service with the City of Azusa, the City shall
reimburse the employee, until the employee passes away, an amount equal to seventy-five percent (75%)
of the single -coverage premium in the employee's comprehensive health insurance plan.
172.3 Twenty-five (25) Years of Service
For Executive employees who, at the time of retirement from the City of Azusa, have attained the age of
fifty (50) and have at least twenty five (25) cumulative years of service with the City of Azusa, the City shall
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reimburse the employee until the employee passes away, an amount equal to one hundred percent
(100%) of the single -coverage premium in the employee's comprehensive health insurance plan.
The amount of the City's contribution shall vary, up or down, depending upon the employee's choice of health
insurance carrier and its periodic changes in its rates. If a retired employee maintains health insurance other
than a Ca1PERS plan, the maximum amount the City will pay for the insurance premium will not exceed the
single premium for the PERSCare plan. The minimum contribution (currently $16 per month) that the City pays
directly shall be considered to be part of that portion paid by the City.
17.3. Lump Sum Option for Health Insurance During Retirement
As an irrevocable option, not later than 30 days after separation from employment with the City of Azusa, an
employee may choose to receive in a lump sum the present value of his or her health insurance during
retirement, to the extent that he or she is so entitled (amount to be determined by actuarial tables and will vary
with age, years of service and other factors). The present value calculation shall be based upon the monthly
premium for PERSCare insurance or for the plan in which the employee is actually enrolled, whichever is higher.
18. TUITION REIMBURSEMENT
18.1. Objective
The tuition reimbursement program is designed to encourage employees to continue their self -development by
enrolling in approved classroom courses which will:
18.1.1. Educate them in new concepts and methods in their occupational field and prepare them to
meet the changing demands of their job.
18.1.2. Help prepare them for advancement to positions of greater responsibility in the City of Azusa.
18.2. Eligibility
18.2.1. All regularly appointed employees are eligible to receive tuition reimbursement. Courses must
commence after appointment and be in excess of the educational standards for the position.
An example of this would be job-related college or university courses when the specification for
the classification calls for high school graduation.
18.2.2. Courses must be (except where noted below in paragraphs 18.3.3. and 18.3.4.) traditional
classroom courses taken at colleges or universities and approved by the Western Association
of Schools and Colleges. Credits given for non -classroom assignments such as life
experience, military training, and professional training are not reimbursable.
18.2.3. Coursework must be related to the employee's current occupation or to a City classification to
which the employee may reasonably expect promotion within the next five years.
18.3. Courses may be eligible if they:
18.3.1. Are above the educational requirements of the position as noted in the position specification
and are not taken to acquire skills, knowledge and abilities which the employee was deemed
to have when appointed the position.
18.3.2. Do not duplicate training which the employee has already had or which is to be provided in-
house.
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18.3.3. Do not duplicate previously taken courses unless special approval has been granted by the
Human Resources Division and the City Manager.
18.3.4. Are required for the completion of the pre -approved job-related major. An example would be
general education or elective requirements for the major as stated in the school catalog.
Remedial courses or those taken as required for a non -approved major shall not be eligible.
18.3.5. Include completed engineering review courses taken at accredited institutions for which an
academic grade or units of academic credit are not given. These courses must prepare
candidates fora certificate, license or registration issued by the California Board of Registration
for Professional Engineers. The employee must receive the certificate or license from this
Board to be eligible for reimbursement, which will be granted for a maximum of 2 courses per
certificate, license or registration.
18.3.6. Lead to a City -approved certificate, license or registration. Reimbursement may be made for
any examination fees required to successfully obtain the certificate, license or registration.
Reimbursement for eligible expenses will be made after obtaining the license, certificate or
registration.
18.3.7. Are not taken on City time and must be certified that they are taken on the employee's off-duty
time.
18.3.8. Are part of a bona -fide curriculum of the study of a foreign language for which the City pays an
incentive.
18.3.9. Have been approved by the City Manager or his/her designee before commencement of the
class.
18.4. Reimbursement
18.4.1. The City shall reimburse employees for tuition, registration fees and texts required for the
eligible courses. Expenses for parking,travel,meals, processing fees, transcript fees, materials
and any other costs are not reimbursable.
18.4.2. Employees shall be reimbursed up to the dollar amount charged for the same number of units
per term by California State University system.
18.4.3. In order to be reviewed, each application must state exactly which units or credits the employee
is applying for and whether the courses submitted are core courses or recommended electives
for the approved major.
18.4.4. Reimbursement shall be made upon completion of the course with a minimum final grade of "C"
or its equivalent, i.e., a pass in a pass/fail course will be considered equivalent to a "C". No
reimbursement shall be made for audited or incomplete courses.
18.4.5. Employees must submit from the attendant institution an original certification of fees paid and
grade achieved in order to have their application considered for reimbursement. These
documents must accompany the reimbursement application form in order to be processed.
18.4.6. Application for reimbursement must be submitted within three months of the completion of the
approved course in order to be considered for reimbursement.
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18.4.7. Upon termination from employment, employees shall be required to reimburse the City for any
funds received under this program for courses completed during the last 24 months of
employment. This payback provision does not apply to employees laid off by the City or who
separate as a result of a City/departmental reorganization.
19. COMPUTER LOAN PROGRAM
19.1. The Computer Loan Plan described below shall be made available to full time regular employees.
Eligibility is limited to employees who have completed their initial probation period with the City.
19.2. The equipment configuration shall be appropriate to the employee's position and career with the City.
19.3. It is the employee's responsibility to negotiate the price for the equipment and to bring a copy of the
order/quote to the City for approvalrp IOr to purchase.
19.4. The employee shall apply for a loan with the City on a City provided loan application. If the employee
qualifies, the City will fund the loan on an interest free basis. Loan payments must be by payroll
deduction. Each loan payment period shall not exceed two years and the aggregate value of all loan(s)
shall not exceed $5,000 per employee. In order for an employee to receive a loan under the Plan for
equipment upgrades for purchase of equipment components, the employee must certify that he/she
already owns the remaining components required to constitute a computer system.
19.5. The plan will not apply to any equipment purchased prior to November 1, 1993.
19.6. Any remaining loan balance must be paid in full at time of separation of employment. Payment will be
made directly and/or by deduction from the last paycheck. In the event an outstanding balance remains,
the employee is responsible for making payment arrangements. The failure to make full payment will
obligate the employee to pay the City's attorneys fees in any restitution process.
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EXHIBIT A
EXECUTIVE
MONTHLY SALARY
EFFECTIVE
7-1-1999 THROUGH 6-30-2001
CLASSIFICATION
RANGE
Step 1
Step 2 1
Step 3
Ste 4
Assistant City Manager
2539
$6,437.20
$6,765.15
$7,109.51
$7,471.06
$7,850.70
Associate Director of Recreation & Parks
2220
$4,602.86
$4,833.00
$5,074.65
$5,328.39
$5,594.81
Chief of Police
2622
$7,563.51
$7,941.70
$8,338.78
$8,755.70
$9,193.50
Director Of Community Development
2573
$6,845.08
$7,193.45
$7,559.17
$7,943.24
$8,346.47
Director Of Finance
2539
$6,437.20
$6,765.15
$7,109.51
$7,471.06
$7,850.70
Director of Human Resources/Personnel Officer
2505
$6,027.15
$6,334.11
$6,656.69
$6,995.71
$7,351.99
Director of Library & Community Services
2516
$6,157.04 1
$6,471.32
$6,801.35
$7,147.85
$7,511.72
Director Of Utilities
2722 1
$8,664.59 1
$9,103.88
$9,565.16
$10,049.50
$10558.05
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CITY OF AZUSA COMPENSATION AND SALARY MEMORANDUM
COVERING EXECUTIVE MANAGEMENT POSITIONS
8-1-2000 through 7-31-2004
/- Vk` l 1-,q %dr
Rick Bole, City Manager
Dottie Wallace, Human Resources
Officer Date