RPVCCA_CC_SR_2014_02_18_05_MOU_Between_RPV_and_Employees_AssociationCITY OF RANCHO PALOS VERDES
MEMORANDUM
TO:
FROM:
DATE:
SUBJECT:
REVIEWED:
HONORABLE MAYOR & CITY COUNCIL MEMBERS
PETER BROWN, LABOR RELATIONS CONSULTANT
STEVEN LARSON, LABOR RELATIONS CONSULTANT
FEBRUARY 18, 2014
ADOPTION OF BASELINE MEMORANDUM OF
UNDERSTANDING BETWEEN THE RANCHO PALOS
VERDES EMPLOYEES ASSOCIATION AND CITY OF
RANCHO PALOS VERDES
CAROLYNN PETRU, ACTING CITY MANAGE~
RECOMMENDATION
Adopt Resolution No. 2014-_, a Resolution of the City Council of the City of Rancho
Palos Verdes, adopting the Memorandum of Understanding between the City of
Rancho Palos Verdes and the Rancho Palos Verdes Employees Association.
BACKGROUND
On October 18, 2011, the City Council adopted Resolution No. 2011-85 which granted
formal recognition to the newly formed Rancho Palos Verdes Employees Association
(RPVEA) as an employee organization and majority representative of a bargaining unit
of non-management employees under the Myers-Milias-Brown Act (MMBA). Since that
time staff, City Attorney staff and Labor Relations consultant have been researching all
the existing City documents, policies, resolutions and rules that have contained all the
existing working conditions and benefits of the City employees over the last forty years.
They have compiled, from all the above sources, a single document to serve as the
baseline Memorandum of Understanding agreement which includes all the current
working conditions, salaries and benefits. The City Council directed the City's
negotiating team (Peter Brown and Steve Larson) to meet with the employee
association to reach a tentative agreement for this "baseline" MOU.
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Adoption of Baseline Memorandum of Understanding -RPVEA
February 18, 2014
Page 2
After numerous meetings, both parties have now reached a tentative agreement on this
"baseline" document. The employee association has conducted a meeting and a
ratification vote of its members to approve the MOU agreement. The next step is for
the City Council to adopt the proposed "baseline" agreement and attached Resolution.
DISCUSSION
The attached Memorandum of Understanding (MOU) contains all the existing employee
working conditions, salaries and benefits that have been approved by City Councils
over the forty year history of the City. This MOU now sets the baseline for working
conditions, salaries and benefits from which all future MOU's will be negotiated.
Once this MOU has been adopted by the City Council, negotiations for a successor
agreement will begin with the employee association for FY 2013-14 and beyond.
FISCAL IMPACT
There is no additional fiscal impact related to the adoption of this Memorandum of
Understanding since all it does is captures all the existing working conditions and
benefits related to the Rancho Palos Verdes Employee Association bargaining group.
The FY 2013-14 annual cost of the salaries and benefits for this unit is approximately
$ 5,018,200.
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RESOLUTION NO. 2014-_
A RESOLUTION OF THE COUNCIL OF THE CITY OF
RANCHO PALOS VERDES ADOPTING THE
MEMORANDUM OF UNDERSTANDING BETWEEN THE
CITY OF RANCHO PALOS VERDES AND THE RANCHO
PALOS VERDES EMPLOYEES ASSOCIATION
WHEREAS, pursuant to the Meyers-Milias-Brown Act, Government Code
§§ 3500 -3511, the City Council adopted Resolution No. 2011-85 acknowledging the
Rancho Palos Verdes Employees Association ("Association") as the recognized majority
representative in a bargaining unit of full-time, non-management employees in
designated classifications; and
WHEREAS, representatives of the City and Association have met and conferred
over the terms of a baseline Memorandum of Understanding ("MOU") memorializing the
existing wages, benefits and other terms and conditions of employment; and
WHEREAS, representatives of the City and Association reached tentative
agreement on the terms of the baseline MOU, as set forth in the written MOU attached
to this resolution; and
WHEREAS, the Association has approved the attached MOU based on the
ratification of its membership; and
WHEREAS, Government Code § 3505.1 provides for such an agreement to be
presented to the City Council for its determination;
NOW, THEREFORE, THE COUNCIL OF THE CITY OF RANCHO PALOS
VERDES RESOLVES AS FOLLOWS:
Section 1. The attached baseline Memorandum of Understanding expiring June
30, 2014, attached to and incorporated by reference in this resolution, is hereby
adopted.
Section 2. The City Manager and/or the City Manager's designee are authorized
to take any administrative actions necessary to implement the MOU and shall
administer the terms of the MOU on behalf of the City.
PASSED, APPROVED AND ADOPTED, this 18th day of February, 2014.
Mayor
ATTEST:
City Clerk
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STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) ss.
CITY OF RANCHO PALOS VERDES )
I, Carla Morreale, City Clerk of the City of Rancho Palos Verdes, certify that the
foregoing resolution was adopted by the Council of the City of Rancho Palos Verdes at
a regular meeting held on the 18th day of February, 2014.
AYES:
NAYS:
ABSENT:
ABSTAIN:
City Clerk
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MEMORANDUM OF UNDERSTANDING
City of Rancho Palos Verdes
and
Rancho Palos Verdes Employees Association
Expires on June 30, 2014
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ARTICLE
RPVE ASSOCIATION I CITY
MEMORANDUM OF UNDERSTANDING
TABLE OF CONTENTS
PAGE
I. TERM .......................................................................................................... 1
II. DEFINITION OF TERMS.................................................................................. 1
III. MANAGEMENT RIGHTS..................................................................................... 4
IV. REGULAR COMPENSATION, PERFORMANCE EVALUATIONS
COMPENSATION ........................................................................... 4
V. OVERTIME COMPENSATION .............................................................................. 6
VI. RESTRICTED FRINGE BENEFITS ........................................................................ 7
VII. INCENTIVE PROGRAM........................................................................................ 11
VIII. EMPLOYEE EXPENSES ................................................................... 11
IX. PROBATIONARY PERIOD AND PROCEDURES .............................................. 12
X. LEAVES .................................................................................................................. 13
XI. LAYOFF .................................................................................................................. 20
XII. SCHEDULES, HOURS, ATTENDANCE AND BREAKS ................................... 20
XIII. GRIEVANCE PRODECURES ............................................................................... 21
XIV. DISCIPLINE PRODECURES ................................................................................ 24
XV. MISCELLANEOUS PRODECURES ...................................................................... 29
XVI. ADMINISTRATIVE INSTRUCTIONS AND DEPARTMENT
POLICIES AND PROCEDURES .......................................................... 30
XVII. WRITTEN NOTICE .......................................................................... 30
XVIII. OUTSIDE EMPLOYMENT ................................................................ 31
XIX. AGENCY SHOP .............................................................................. 31
XX. SEVERABILITY ............................................................................. 31
XXL JOB DESCRIPTION ......................................................................... 31
XXII. SHARED FULL TIME POSITIONS ...................................................... 31
XXIII. INTERNET USE AND ELECTRONIC MAIL. ......................................... 33
EXHIBITS
A. LIST OF CLASSIFICATIONS IN BARGAINING UNIT ...................................... 35
B. CITY SALARY SCHEDULE .................................................................................. 36
C. AGENCY SHOP AGREEMENT ............................................................................. 37
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MEMORANDUM OF UNDERSTANDING
City of Rancho Palos Verdes
and
Rancho Palos Verdes Employees Association
Pursuant to the requirements of the Meyers-Milias-Brown Act ("MMBA," commencing at
California Government Code § 3500) the City of Rancho Palos Verdes ("City") has recognized
the Rancho Palos Verdes Employees Association ("RPVEA") as the majority or exclusive
representative, as those terms are interchangeably used under the MMBA, in a unit of non-
management, full-time employees in the classifications listed on Exhibit "A" to this MOU.
I. Term
This Memorandum of Understanding ("MOU") represents the wages, hours and other
terins and conditions of employment in effect when RPVEA requested and was granted
recognition by the City Council. Those items that are mandatory subjects of bargaining
under the applicable legal standards will remain in effect until revised by the parties or
otherwise changed as permitted under the applicable legal standards.
This Memorandum of Understanding ("MOU") will be effective from the date of City
Council approval and will expire on June 30, 2014, otherwise expressly provided in this
MOU.
II. Definition of Terms
A. Whenever used in this MOU, the following terms shall have the meanings set
forth below:
1. CITY: The City of Rancho Palos Verdes.
2. CITY MANAGER: The duly appointed City Manager of the City of
Rancho Palos Verdes or his/her designee.
3. CLASSIFICATION: A position or positions assigned to the same job title.
4. COMPETITIVE SERVICE: The competitive service established by
Section 2.46.040 of the Rancho Palos Verdes Municipal Code.
5. CONTINUOUS EMPLOYMENT/SENIORITY: Total full-time spent in
the employ of the City, including all days of attendance at work, and approved
leaves of absence whether paid or non-paid, but shall not include unauthorized
absences, time spent between employment with the City, suspensions or layoffs of
more than thirty (30) days.
6. DAY: Unless otherwise indicated, day means calendar day.
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7. DEMOTION (Disciplinary): A change in employment status from one
classification to another having a lower rate of pay and/or change in duties which
are allocated to a class having a lower maximum rate of pay for disciplinary
reasons. A disciplinary demotion may be temporary or permanent.
8. DISMISSAL: The discharge of the employee from City service for
disciplinary reasons. Discharge and dismissal are used interchangeably in this
MOU.
9. EMPLOYEE: A competitive service employee as defined in Municipal
Code Section 2.46.040 and compensated through the City payroll who is either:
1) regularly scheduled to work forty (40) or more hours per week; or, 2) who
shares an existing full-time position with another employee so that the
combination of hours that each employee works totals forty ( 40) or more hours
per week, and who has successfully completed the probationary period as
hereinafter provided in these Rules. Employee also does not include elective
officials, members of appointed boards, commissions, and committees, City
Council-appointed City officers, independent contractors, part-time employees,
temporary employees, emergency employees, management employees or
volunteers.
10. EVALUATION DATE: The date in which an employee is scheduled to
receive his/her performance review.
a) The date on which a probationary employee has completed not less
than six (6) months of service within a job classification,
b) The date on which a regular employee has completed one (1) year
of service within a job classification and annually thereafter.
c) The evaluation date shall be adjusted as required for any break in
service, or adjusted in accordance with the merit increase schedule
outlined in Rule V.
11. EXEMPT EMPLOYEE: An employee whose duties and salary exempt
him/her from the overtime pay provisions of the federal Fair Labor Standards Act
(FLSA).
12. MANAGEMENT EMPLOYEE or MANAGER: The Deputy City
Manager and Department Heads as defined in the Management Employee
Personnel Rules or so designated either in a class specification or by the City
Manager.
13. NONEXEMPT EMPLOYEE: An employee who is subject to the overtime
pay and compensatory time off provisions of the federal Fair Labor Standards
Act.
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14. PERSONNEL OFFICER: The City Manager shall serve as the Personnel
Officer as outlined in Municipal Code Section 2.46.030.
15. PROBATIONARY EMPLOYEE: An employee who is employed with the
City during his/her initial-hire, transfer or promotional probationary period, or
extension thereof.
a) An initial-hire probationary employee is an employee who (1) is
serving a probationary period, and (2) has not previously been employed
by the City, or (3) has previously been employed by the City but who is
re-employed after a break in service.
b) A transfer probationary employee is a City employee who has been
transferred to an equivalent job classification in a different department and
who is serving a probationary period.
c) A promotional probationary employee is a City employee who has
been promoted to a higher job classification requiring different skills and
who is serving a probationary period.
16. PROBATIONARY PERIOD: A period of time not less than six (6)
months of service, as defined in Municipal Code Section 2.46.070, which is an
integral part of the examination, recruiting, testing and selection process of
employment. During the probationary period, an employee is required to
demonstrate his/her fitness for the position to which he/she is tentatively
appointed, including promotional or transfer appointments, by actual performance
of the duties of the position.
17. REDUCTION IN PAY (Discipline): A change in the salary of an
employee to a lower rate within the same salary range for disciplinary reasons.
18. RULES: The Competitive Service Employee Personnel Rules.
19. SUSPENSION (Disciplinary): The temporary separation of the employee
from City service without pay for disciplinary purposes for a period not to exceed
thirty (30) days per occurrence.
20. TERMINATION: The cessation of employment with the City for non-
disciplinary reasons such as, but not limited to, layoff, resignation, or failure to
successfully complete the initial-hire probationary period.
21. VERBAL REPRIMAND: An oral warning that may be given to the
employee in the event that a deficiency in performance or conduct is not of
sufficient magnitude to warrant a more formal disciplinary action.
22. WRITTEN REPRIMAND: A written statement relating to an action or
omission which meets the grounds for disciplinary action, indicating that there is
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cause for dissatisfaction with the employee's services and that further disciplinary
measures may be taken if the cause is not corrected.
23. WORKDAY: Any day, Monday through Friday, except holidays, when
City Hall administrative offices are open for business.
24. WORK WEEK: A regular schedule of forty ( 40) hours in a seven day
period, the scheduling of which may vary from time to time based on the
workforce needs of the City as determined by the City Manager. For overtime
calculation purposes, the "workweek" is defined as the seven (7) day 168 hour
regularly recurring period for each employee. For employees who work the 9/80
work schedule, their workweek shall begin exactly four hours after their start time
on the day of the week which is their alternating regular day off (typically
Friday). For employees who work a work schedule other than a 9/80, their
workweek shall begin at 12:00 a.m. on Sunday through 11 :59 p.m. on the
following Saturday.
III. Management Rights
The City, through the City Council, possesses the sole right to operate the City and all
management prerogatives remain vested with the City through the City Council and City
Manager. In this context, except as specifically limited by express provision of this
MOU, all management prerogatives, powers, authority and functions, whether heretofore
exercised, and regardless of the frequency or infrequency of their exercise, shall remain
vested exclusively with the City. It is expressly recognized that these rights, include, but
are not limited to, the right to hire, direct, assign or transfer an employee or probationary
employee; the right to lay off employees or probationary employees; the right to
determine and change staffing levels and work performance standards; the right to
determine the content of the workday, including without limitation, workload factors; the
right to determine the quality and quantity of services to be offered to the public, and the
means and methods of offering those services, the right to contract or subcontract City
functions, including any work performed by employees or probationary employees; the
right to discipline employees, including the right to reprimand, suspend, reduce in pay,
demote and/or terminate employees; the right to relieve employees or probationary
employees of duty, demote, dismiss or terminate employees or probationary employees
for non-disciplinary purposes; the right to consolidate City functions; the right to
determine City functions; the right to implement, modify and delete rules, regulations,
resolutions and ordinances; the right to establish, change, combine wages or eliminate
jobs, job functions and job classifications; the right to establish or change wages and
compensation; the right to introduce new or improved procedures, methods, processes or
to make technological changes; and the right to establish and change shifts, schedules of
work, and starting and quitting times.
IV. Regular Compensation, Performance Evaluations
Compensation shall be determined from a salary schedule of ranges established by
Resolution of the City Council, as listed on Exhibit "B" to this MOU. Each range spread
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shall be approximately thirty percent (30%) from the bottom of the range to the top of the
range. During the annual budget deliberations, the City Council shall establish a pool of
funds to be used by the City Manager for employee merit increases if general fund
reserves are estimated to be sufficient to cover the cost associated with such a merit pool.
During the term of this MOU either party may reopen negotiations on the topic of
compensation. The Association shall not be precluded from proposing compensation
modifications retroactive to July 1, 2012. This reopener obligates both parties to agree to
negotiate on the topic of compensation if requested by the other side.
A. Initial Employment
The rate of compensation for initial employment in any classification shall be determined
by the City Manager at his/her sole discretion based upon the experience, education,
ski~ls and ability of the employee.
B. Performance Evaluation
A probationary employee shall receive a probationary performance evaluation at the
conclusion of the probationary period, or any extension thereof. Each regular employee
shall receive a performance evaluation after completing one (1) year of service within a
job classification and annually thereafter. The evaluation date shall be adjusted as
required by any break in service, transfer or promotion.
C. Merit Advance within a Range
The only reason for advancement within a range shall be meritorious performance in an
employee's assigned duties:
1. Except as allowed in this section, probationary employees will not be
eligible for merit advancement at the conclusion of the probationary period.
2. Meritorious performance shall be determined by the overall rating on the
employee's performance evaluation.
3. Merit increases shall be based on meritorious service and granted only if
sufficient funding is available within the City Manager's merit pool. Granted
increases shall be effective on the same day in which the employee's evaluation
date falls, whether or not the performance evaluation is conducted on the
evaluation date.
4. An employee may be advanced within his/her range, in accordance with
the merit pay program, as determined annually by the City Manager.
All proposed advancements shall be recommended by the Department Head and
approved by the City Manager before becoming effective. The City Manager
shall make a final determination on all proposed merit increases based upon the
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overall rating on the employee's evaluation, the Department Head's
recommendation and the funds available in the City Manager's merit pool.
5. When an employee demonstrates exceptional ability and proficiency, such
employee may be advanced within his/her range with the approval of the City
Manager, in his/her sole discretion, within available funding, following
recommendation by the Department Head, without regard to the minimum length
of service provisions contained in this section. Advancements under this section
shall not change the employee's regular evaluation date.
D. Promotional Advancement
When an employee is promoted from employment in one classification to employment in
a classification assigned a higher salary range, advancement shall be to a level within the
higher classification as will accord such employee an increase of at least five percent
(5%) over his/her current rate of compensation, provided that the salary does not exceed
the maximum amount of compensation within the new salary range.
E. Acting Pay
An employee who, by written assignment by his/her Department Head or the City
Manager, performs the duties of a position with a higher salary classification than that in
which he/she is regularly employed, shall receive compensation specified for the position
to which he/she is assigned if he/she performs the duties for a period of one (1) calendar
month or more. The employee shall be compensated at a level within the higher
classification as will accord such employee an increase of at least 5 percent (5%) over
his/her current rate of compensation, provided that the salary does not exceed the
maximum amount of compensation within the new salary range. Such compensation
shall be retroactive to the first day of the assignment through the duration of the
assignment.
F. Top of the Range
In no case shall an employee's regular salary exceed the maximum of the range
established by Resolution of the City Council.
V. Overtime Compensation
A. Work Schedule
When necessary to perform work, nonexempt employees and nonexempt probationary
employees may be required to work at a time other than during, or in excess of, forty ( 40)
hours in the work week.
1. Overtime shall be defined as any combination of actual hours worked and
paid leave, which exceeds forty ( 40) hours in any work week.
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2. Work in excess of forty ( 40) hours in the workweek requires written
approval of the nonexempt employee's Department Head or the City Manager.
Whenever possible, the employee shall obtain the Department Head's or the City
Manager's written approval in advance.
B. Overtime Compensation
Nonexempt employees and nonexempt probationary employees shall receive overtime
compensation or compensatory time off in accordance with the federal Fair Labor
Standards Act. Accordingly, nonexempt employees and nonexempt probationary
employees shall be paid one and one-half (1 Yz) times their regular rate of pay or receive
compensatory time off at one and one half (1 Yz) hours for all hours worked in excess of
forty ( 40) in the work week.
C. Compensatory Time
Nonexempt employees and nonexempt probationary employees may elect to be credited
with compensatory time off in lieu of paid overtime at the time such overtime is recorded.
Such compensatory time shall be at the rate of one and one half (1 Yz) hours for each hour
of overtime worked. Compensatory time may not be accumulated to exceed forty ( 40)
hours.
1. The taking of all compensatory time off shall first be approved by the
nonexempt employee's or nonexempt probationary employee's Department Head
or the City Manager and shall be granted in accordance with the work force needs
of the City and the federal Fair Labor Standards Act.
2. Compensatory time may be used for medical appointments.
3. Compensatory time may be used for pregnancy disability leave and other
leave provided pursuant to the federal and California family and medical leave
statutes.
4. Upon termination or dismissal from employment, nonexempt employees
and nonexempt probationary employees shall be paid for accumulated
compensatory time up to a maximum amount which may be accumulated under
the provisions of this MOU, in accordance with federal and state law.
VI. Restricted Fringe Benefits
During the term of this MOU, no changes shall be made to the Restricted Fringe Benefits
currently offered by the City. Costs associated with these plans are subject to change at
any time without notice to the employer. The City also provides insurance programs as
mandated by state and federal regulations for employees covered by this MOU. For
example, the City provides workers' compensation and unemployment insurance to all
employees in accordance with California law.
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A. Health Insurance
On the first day of the month following the first day of employment, all employees are
eligible to participate in the City's group medical, dental, vision and employee assistance
program (EAP) insurance plans. The City will pay the monthly insurance premium costs
for all full-time employees and 50% of the cost for all eligible dependents. It is the
employee's responsibility to notify the City Manager's Office within thirty (30) days of
the following changes in eligibility:
• Change in marital status
• Birth of a child
• Legal adoption of a child
• Dependent status change
Employees selecting the high deductible preferred provider organization (PPO) plan
option with health savings account (HSA) will receive City contributions to the HSA
toward the PPO deductible in an amount established by resolution of the City Council
paid at intervals as established by the City. The current annual HSA payment is $3,000
for employee only and $6,000 for employee plus one dependent or family, with
contributions to the HSA made on approximately January and April 1.
Full-time employees providing proof of medical coverage comparable to City health
insurance coverage may decline City coverage and receive an in-lieu payment in an
amount established by resolution of the City Council. That amount is fifty-percent (50%)
of the lowest plan available to employees.
B. Post Retirement Health Savings Plan
Employees may also participate in the Post Retirement Health Savings Plan. The Plan is
funded via a one percent (1 %) employee deduction and a matching City contribution (for
fiscal year 13-14 in the amount of $54.81 per month.). The City contribution will be
increased annually by the CPI-U each fiscal year (March to March).
C. COBRA
The City currently falls under the mandates of the Consolidated Omnibus Budget
Reconciliation Act (COBRA) of 1986, as amended in 1988. If an employee or dependent
loses covered group health plan coverage under COBRA qualifying circumstances, they
may be eligible for continuation coverage, as provided under COBRA. Election of
continuation coverage must be timely made, typically within 60 days of termination. To
maintain coverage, the City must be reimbursed for the costs of insurance plus an
administrative fee of 2% no later than the first of each month preceding coverage or as
otherwise provided by COBRA.
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D. Employee Assistance Program
The City's Employee Assistance Program can refer employees to qualified professional
counselors who can help the employee and their eligible family member resolve personal
problems that can affect their health, family life, abilities and desire to excel at work.
E. Section 125 Flexible Benefits Plan
On the first day of the month following six full months of employment, employees can
elect to enroll in the City's flexible Benefits Plan. The Section 125 plan allows
employees to withhold a portion of their paycheck on a pre-tax basis. The money is then
used to pay for health expenses not covered by their respective insurance providers or for
reimbursement of the employee's dependent care expenses, such as day care, throughout
the year. Employees should calculate their deductions and track their expenses carefully,
as any unused portion at the end of the year is forfeited.
F. Life Insurance
Employees are eligible for life insurance on the first of the month following their first day
of employment with the City. The City pays the entire premium on a life insurance
policy with a benefit of twice the employee's annual salary, up to a maximum benefit of
$350,000.
G. Accidental Death and Dismemberment
Employees are eligible for AD&D insurance on the first day of the month following their
first day of employment with the City. The City pays the entire premium on an AD&D
insurance policy. The benefit amount is based on the actual loss, up to a maximum
benefit of $350,000.
H. Short Term Disability Insurance
All employees are required to participate in the California State Disability Insurance
(SDI) program, which provides partial salary replacement benefits when an employee is
disabled due to a non-work related illness or injury. The program is funded by employee
payroll deductions from the employee's bi-weekly paycheck until a cap established by
the State is reached. The benefits and terms are established by the State.
I. Long Term Disability Insurance
On the first day of the month following six full months of employment, eligible
employees are covered by the City's long term disability insurance program, which
provides partial salary benefits when an employee is disabled due to a non-work related
illness of injury. The City pays the employee's entire premium. Long term disability
insurance does not become effective until an eligible employee has been unable to work
for more than 90 days. Benefits are provided at a rate of 66.6667% of an employee's
monthly earnings, up to a maximum benefit of $10,000 per month.
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J. California Public Employees' Retirement System (CalPERS)
Eligible employees are automatically enrolled as members of the City's retirement
system. The retirement plan is provided under contract with CalPERS. The City pays
the employer portion of the CalPERS contribution, as determined by CalPERS. The
employee pays the employee portion, as determined by statute and CalPERS contract. In
the event of any conflict between this summary and either the City's contract with
CalPERS or law, the contract or law, as applicable, will prevail.
1. Current employees who entered CalPERS membership under the City's plan prior
to October 6, 2012 will continue to be subject to the City's formula of 2.5%@55
with final compensation determined by the average of the 12 highest paid
consecutive months (single highest year).
2. New Employees first entering membership under the City's plan on or after
October 6, 2012 who are not new members under (3) below will be subject to the
second tier benefit formula of 2%@60 based on the average monthly pay rate for
the 36 highest paid consecutive months (3 year final compensation).
3. Pursuant to the Public Employees' Pension Reform Act of 2012 (PEPRA), on and
after January 1, 2013 "new members," as defined under PEPRA, will be subject to
the reform tier benefit formula of 2%@62 based the average monthly pay rate for
the 36 highest paid consecutive months (3 year final compensation) and other
PEPRA required terms. In addition, new members will be required to pay one
half (1/2) of the total normal cost rate for their pension benefit. That rate is
determined by CalPERS and will be communicated to the Association once it is
known by the City. As defined by PEPRA, a "new member" is:
a) An individual who becomes a member of any public retirement system for
the first time on or after January 1, 2013, and who was not a member of
any other public retirement system prior to that date.
b) An individual who becomes a member of a public retirement system for
the first time on or after January 1, 2013, and who was a member of
another public retirement system prior to that date, but who was not
subject to reciprocity, as provided under PEPRA.
c) An individual who was an active member in a retirement system and who,
after a break in service of more than six months, returned to active
membership in that system with a new employer.
K. Deferred Compensation
In addition to the City's CalPERS retirement program, the City's deferred compensation
program (457 plan) allows employees to save and invest a portion of their salary today on
a tax-deferred basis, in order to supplement their future retirement benefits. All
employees are eligible to participate in the program.
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L. Tuition Reimbursement
The City provides a tuition reimbursement program to encourage employees to pursue
professional growth and development through accredited academic coursework. All
employees who have completed probation are eligible to participate in the program. The
course must be related to work within city government and class time must not interfere
with the employee's normal duties, unless specifically authorized by the City Manager.
A passing grade, or a certificate of completion for courses that do not bear credit, is
required to receive payment. The maximum amount of reimbursement in a fiscal year
shall not exceed $500 per employee participating in the program and is subject to final
authorization by the City Manager. The total amount of funds available for the tuition
reimbursement program is established each year by the City Council as part of the City's
operating budget.
M. Workers' Compensation and Unemployment Insurance
1. Coverage: The City provides workers' compensation and unemployment
insurance to all employees, in accordance with California law.
2. On-the-Job Injuries: All injuries suffered during working hours must be
reported, in writing, immediately to the Department Head or City Manager.
Unless there is an emergency, a City referral form must be obtained from the
Personnel office before visiting a doctor. Upon returning to work from all on-the-
job injuries, employees and probationary employees must have an approved
return to work certificate signed by the attending doctor.
VII. Incentive Program
A. From time to time, the City Manager may grant an incentive pay award to any
employee or probationary employee in recognition for extraordinary work.
1. The City Manager shall determine the amount of incentive pay per
employee award. However, in no case shall the incentive pay exceed five percent
(5%) of an employee's base salary.
2. Employees or probationary employees shall be limited to no more than
two (2) incentive pay awards in a twelve (12) month period.
The total amount of funds available for the incentive program is established each
year by the City Council as part of the City's operating budget.
VIII. Employee Expenses
A. Mileage and Parking Expenses
An employee or probationary employee who is required to use his/her private automobile
for City assignments shall be reimbursed for mileage at the current standard mileage rate
set by the Internal Revenue Service and actual parking expenses.
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1. All claims for mileage and parking reimbursement shall first be approved
in writing by the employee's or probationary employee's Department Head or the
City Manager, and shall be filed on forms and in accordance with the procedures
established by the City Manager.
2. Employees and probationary employees using their private automobile for
City business shall supply the Personnel Officer with a Certificate of Insurance
stating that their private automobile is covered by public liability and property
damage insurance of not less than the amount required in the procedures
established by the City Manager, established in coordination with the City's
liability coverage pool.
IX. Probationary Period and Procedures
A. Objective of the Probationary Perio,d
The probationary period shall be regarded as part of the selection and evaluation process.
The City shall closely observe the probationary employee's work performance during the
probationary period.
B. Duration of the Probation Period
All initial-hire and promotional appointments shall be tentative and subject to a
probationary period of not less than six (6) months actual service. The City Manager
may extend a probationary period up to six (6) additional months of actual service.
Wherever possible, the City Manager shall give the probationary employee written notice
of the extension of the probationary period ten (10) days before its expiration. The
written notice shall state the reason for the extension. Failure to give the probationary
employee notice of the extension prior to the expiration of the initial probationary period
shall automatically extend the period. The length of the automatic extension without a
written notice shall not exceed a period of over thirty (30) days.
C. Termination oflnitial Hire Probationary Employee
During or at the conclusion of the initial-hire probationary period, or any extension
thereof, the City Manager, after consultation with the probationary employee's
Department Head, where practical, may terminate an initial hire probationary employee
without cause, and without a hearing or right of appeal.
D. Procedures: Regular Appointment Following Probationary Period
The City Manager shall be notified in writing two (2) weeks prior to the expiration of any
probationary period. After consultation with the probationary employee's Department
Head and immediate supervisor, the City Manager shall determine whether:
1. The initial-hire probationary employee shall become a regular employee;
2. The initial-hire probationary employee shall be terminated or discharged;
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3. The transfer probationary employee's transfer shall be confirmed;
4. The transfer probationary employee's transfer shall be rejected;
5. The promotional probationary employee's promotion shall be confirmed;
6. The promotional probationary employee's promotion shall be rejected, or
7. The employee's initial, transfer or promotional probationary period shall
be extended.
E. Rejection Following Transfer or Promotion
Any probationary employee rejected during or at the conclusion of a probationary period
following a transfer or promotional appointment shall be reinstated to the classification
from which the employee was transferred or promoted unless (a) charges are filed and the
employee is dismissed from employment in the manner provided in this MOU, (b) there
is no vacancy in such position, or ( c) the employee is terminated from employment due to
a layoff or other basis. If there is no vacancy, the employee may request to be placed on
a reemployment list.
X. Leaves
1. Time spent by an employee on an approved paid leave shall not be
construed as a break in service or employment, and rights accrued at the time the
leave is granted shall be retained by the employee. Additionally, a leave of
absence, with pay or without pay, granted to any employee shall not create a
vacancy in the position. For the duration of any such leave of absence, the duties
of the position may be performed by another employee from the competitive
service on an acting assignment, an independent consultant or a temporary
employee, provided that any person so assigned shall possess the minimum
qualifications for such position.
2. Except as otherwise permitted by law, all requests for leave shall be in
writing, and shall be sent to the City Manager or his/her designee. The request
shall include the expected start and end dates of the leave, and any medical
certifications required by the provisions of this MOU or City Policy. An
employee shall provide as much advance notice of the need for leave as
practicable. Generally, when the need for the leave is foreseeable, the employee
shall try to provide at least ten (10) days notice prior to the commencement of the
leave. Failure to provide advance notice of the need for leave may be grounds for
delaying the start of the leave.
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A. Vacation Leave
1. Employees are entitled to accrue paid vacation leave under the following
schedule:
Length of Emgloyment Vacation Accrual Rates Maximum Accumulation
Beginning of pt month 6.67 hours per month 160 hours
through 2 years
Beginning of 3rd year through 8 hours per month 192 hours
5 years
Beginning of 6th year through 10 hours per month 240 hours
15 years
Beginning
more
of 16th year and 8 additional hours per year for Twice the annual accrual not
each year of service up to a to exceed 320 hours (i.e. 256,
maximum of 160 hours per 272, 288, 304 or 320 hours, as
year applicable)
2. After completion of the initial-hire probationary period, the employee will
be credited with vacation leave earned during the probationary period. The
employee shall be entitled to take such leave upon the completion of the initial-
hire probationary period or extension thereof. However, an initial-hire
probationary employee may utilize accrued vacation leave prior to the completion
of the probationary period with the written approval of the City Manager.
3. Vacation leave may be accumulated to a maximum of two years' worth of
accrued vacation leave. For specific amounts, see table above. Once an
employee reaches the maximum vacation leave which may be accumulated, the
employee shall cease to accrue any further vacation leave until the amount
accumulated falls below the maximum.
4. The scheduling of vacation leave must be approved in advance by the
employee's Department Head or the City Manager. Employees shall submit a
written request to schedule vacation leave to the employee's Department Head or
the City Manager within a reasonable amount of time prior to the desired date and
may be granted in accordance with the work force needs of the City.
5. Employees will have the option to be paid for vacation leave that exceeds
the maximum allowed by this MOU if a requested vacation leave is received and
denied by the employee's Department Head and the City Manager due to the
work force needs of the City, not less than thirty (30) days prior to exceeding the
maximum accrual.
6. Employees shall not be granted, and accordingly are not entitled to take,
vacation leave in advance of its accrual.
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7. Upon termination or dismissal from employment, employees and
probationary employees shall be paid for accumulated vacation leave up to a
maximum amount which may be accumulated pursuant to this MOU.
8. Vacation leave may be used for medical appointments, pregnancy
disability leave and leave pursuant to the federal and California family and
medical leave statutes.
B. Sick Leave
1. Employees and probationary employees earn paid sick leave at the rate of
eight (8) hours for each full calendar month of continuous employment with the
City including time served in probationary status.
2. Probationary employees are eligible to use paid sick leave during their
probationary period.
3. Unused sick leave may be accumulated to a maximum of seven hundred
twenty (720) hours.
4. In order to receive paid sick leave, an employee or probationary employee
must notify his/her supervisor at the earliest possible time, generally before 8:30
a.m. on the day that the leave will be used. Such notice shall provide the fact and
the reason for the leave and duration of the leave. Failure to provide reasonable
notice will be cause for denial of sick leave with pay for the period of the absence.
Written verification of the cause of absence may be required by the Department
Head or City Manager.
5. Employees and probationary employees shall not be granted, and
accordingly are not entitled to take, paid sick leave in advance of its accrual.
6. Employees and probationary employees who use more than twenty-seven
(27) consecutive sick hours shall be required to furnish a physician's certificate
stating that the employee is able to safely return to work. A physician's
certification may be requested if a supervisor has reason to believe that sick leave
is being abused. Regardless of the length of the sick leave used, the supervisor has
the authority to determine if the employee is abusing the sick leave benefit.
7. Sick leave may be used for medical appointments, pregnancy disability
leave, leaves provided pursuant to the federal and California family and medical
leave statutes and to care for an employee's spouse, child(ren), parent(s) or
spouse's child(ren) or parent(s) due to illness.
8. Upon termination or dismissal from employment, employees and
probationary employees shall not be granted, and accordingly are not entitled to
be paid for accumulated sick leave.
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9. This section shall be interpreted and applied in a manner consistent with
applicable federal and California law.
C. Wellness Leave
Employees and probationary employees are eligible to earn four and one half ( 4 Yz) hours
of paid wellness leave for ten (10) consecutive weeks of perfect attendance without using
any sick leave time.
1. Prospectively, the ten (10) week period shall be calculated from June 2,
1991.
2. A maximum of nine (9) hours of wellness leave may be accumulated.
3. Upon termination or dismissal from employment, employees and
probationary employees shall not be granted, and accordingly are not entitled to
be paid for wellness leave.
4. Wellness leave may be used for pregnancy disability leave and leaves
provided under the federal and California family and medical leave statutes.
D. Bereavement Leave
Paid bereavement leave shall not be considered accrued leave which an employee or
probationary employee may use at his/her discretion, but is granted by reason of the death
of a member of the employee's or probationary employee's immediate family, consisting
of an employee's or probationary employee's spouse and employee's or probationary
employee's or their spouse's child, parent, sibling, stepparent, stepchild and grandparent.
An employee or probationary employee may take a maximum of three (3) working days
of bereavement leave each time a death occurs within an employee's or probationary
employee's immediate family. In order to receive paid bereavement leave, the employee
or probationary employee must notify his/her Department Head or the City Manager at
the earliest possible time, generally before 8:30 a.m. on the day that the leave is first
requested. In the event the employee or probationary employee must travel out of state in
connection with the bereavement, the employee or probationary employee shall be
allowed two (2) additional working days of bereavement leave for each incident.
E. Jury Duty
1. Employees and probationary employees called for jury duty shall give the
Department Head or City Manager reasonable advance written notice of the
his/her obligation to serve.
2. Employees and probationary employees will be paid their regular wages,
less jury duty pay (other than mileage or subsistence allowances) or may elect to
forfeit the jury duty warrant to the City and receive full City wages.
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3. Written evidence of jury duty attendance shall be presented to the
Personnel Officer.
4. Employees and probationary employees shall continue to report to work
on those days when excused from jury duty, and on which the employee or
probationary employee can work at least four (4) hours during his/her regular
workday.
F. Leave of Absence without Pay
The City Manager, after consultation with the employee's or probationary employee's
Department Head, may grant an employee or probationary employee leave of absence
without pay for a period not to exceed four (4) months in accordance with the work force
needs of the City. Additionally, the City Manager may apply such conditions as he/she
deems warranted in the best interest of the City. No such leave shall be granted except
upon written request of the employee or probationary employee. Leave under this section
shall only be granted to an employee or probationary employee under circumstances
where the employee or probationary employee is not otherwise eligible for pregnancy
disability leave or family and medical leave as provided under applicable law and
Sections 8 (Pregnancy Disability Leave) and 11 (Family and Medical Leave). Approval
shall be in writing and a copy filed with the Personnel Officer.
1. A leave of absence without pay shall not be construed as a break in service
or employment, however, paid leave benefits, increases in salary, and other
similar benefits shall not accrue to a person granted such leave during the period
of absence.
2. Use of a leave of absence without pay for a purpose other than that
requested may be cause for forfeiture of reinstatement rights. Failure on the part
of an employee or probationary employee on leave to report to work promptly at
its expiration may be cause for discharge.
3. An employee or probationary employee reinstated after a leave of absence
without pay shall receive that same step in the salary range that he/she received
when the leave of absence began. Time spent on such leave without pay shall not
count towards service for increases within the salary range, and the employee's or
probationary employee's evaluation date shall be set forward one (1) month for
each thirty (30) consecutive days taken.
4. The City shall maintain group health insurance coverage for an employee
or probationary employee (including dependent coverage) while the employee or
probationary employee is taking a medical leave of absence under this section at
the level and under the conditions coverage would have been provided by the City
if the employee or probationary employee had not taken such leave. In the event
an employee or probationary employee does not return to work following the
leave, the City reserves the right to recover the premiums or other sums the City
paid for group health insurance coverage during the period of the leave.
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5. The employee or probationary employee is responsible to pay the entire
cost of all applicable health and life insurance premiums and other insurance
premiums (such as long term disability and accidental death and dismemberment)
during a non-medical leave of absence without pay that exceeds thirty (30) days.
In addition, in advance of taking the leave, the employee or probationary
employee must make written arrangements with the Finance Department to pay
for the costs of such coverage. Premiums shall be paid within the time specified
by the City or as otherwise required by the applicable insurance or benefit
program.
6. If the leave of absence without pay was for medical reasons, prior to
resuming regular duties, an employee or probationary employee shall furnish the
Personnel Officer a physician's certificate stating that the employee is able to
return to work.
G. Military Leave
Military leave and military spouse leave shall be granted in accordance with applicable
federal and California law.
H. Paid Holiday Leave
1. Subject to the restrictions described below, nonexempt employees and
nonexempt probationary (new-hire, transfer and promotional) employees shall
receive paid leave at his/her straight hourly rate for the following designated City
holidays:
a) The last Monday in May;
b) July 4th;
c) The first Monday in September
d) The fourth Thursday in November
e) The day after the fourth Thursday in November
f) The period between and including December 24 and January 1
(Saturdays and Sundays or other non-work days excepted); and
g) One day as a floating holiday, which shall be designated yearly by
the City Manager.
2. Exempt employees and exempt probationary employees shall receive paid
leave for the designated City holidays outlined above. At his/her discretion, the
City Manager may grant extra compensation or in lieu time off to exempt
employees and exempt probationary employees who are required to work on a
holiday.
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3. If July 4th falls upon a Saturday, the Friday before is the observed holiday,
and if the date falls upon a Sunday, the Monday following is the observed
holiday.
4. In order to be eligible for holiday pay, an employee or probationary
employee must work the last scheduled workday before and the first scheduled
workday after the holiday unless the employee or probationary employee is taking
approved paid leave.
5. If a holiday falls during an employee's or probationary employee's
approved vacation leave period, the employee or probationary employee shall be
paid for the holiday and shall not be charged with a vacation day for the day the
holiday is observed.
6. If a holiday falls during an employee's or probationary employee's
approved sick leave period, the employee or probationary employee will be paid
for the holiday and will not be charged with a sick day for the day the holiday is
observed.
7. Employees and probationary employees on non-paid leave of absence for
any reason are ineligible for holiday benefits for holidays that are observed during
the period they are on a non-paid leave of absence.
8. Regardless of the number of hours worked during the work week,
nonexempt employees and nonexempt probationary employees who work on a
designated City holiday shall be paid their regular hourly rate and one and one
half (1 Yz) times their regular hourly rate of pay for all hours worked on the
holiday or receive credit for the equivalent number of hours worked of
compensatory time off at one and one half (1 Yz) hours of compensatory time off
for all hours worked on the holiday.
9. Upon termination or dismissal from employment, employees and
probationary employees shall not be granted, and accordingly are not entitled to
be paid for a :floating holiday.
I. Family and Medical Leave
Family and medical leave will be granted in accordance with the City's Family and
Medical Leave Policy and applicable law.
J. Other Leaves
The City Manager shall grant such other leaves as are required by law. Except as
otherwise provided by law or by circumstances beyond the employee's control,
employees shall request such leave and obtain approval in advance. All such leaves shall
be unpaid, unless otherwise required by law or this MOU, but employees may use
otherwise applicable paid-leave benefits to remain in paid status.
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XI. Layoff
Whenever in the judgment of the City Council it becomes necessary in the interest of
economy, because the necessity for a position no longer exists or other legitimate
purpose, the City Council may abolish any position in the competitive service; and the
employee or probationary employee holding such position or employment may be laid off
without taking disciplinary action and without the right of appeal. Except as otherwise
determined by the City Council, the City Manager, when it becomes necessary in the
interest of economy, because the necessity for a position no longer exists or for other
legitimate purpose, may abolish any position or employment in the Competitive Service
and may lay off an employee holding such position or employment without taking
disciplinary action and without right of appeal.
A. The order of the layoff of employees and/or probationary employees shall be
est~blished by seniority in the employee's classification.
B. Employees or probationary employees to be laid off shall be given at least ten
(10) working days prior notice, equivalent pay if laid off immediately, or a combination
of notice and pay totaling ten (10) working days if laid off with less than ten (10)
working days notice.
C. An employee, promotional probationary employee, or transfer probationary
employee who is subject to layoff may request a reduction to a lower job classification
within the same occupational series in the layoff unit provided the employee, promotional
probationary employee or transfer probationary employee possesses seniority, an
acceptable performance and attendance record, and has the ability to perform the
remaining work available without further training. The reduction shall be made only in
cases where there is a vacant position in the layoff unit.
D. The names of employees and probationary employees laid off or demoted in lieu
of layoff shall be placed on re-employment lists for those job classifications requiring
basically the same qualifications, duties and responsibilities of the class from which the
layoff or demotion in lieu of layoff was made.
XII. Schedules, Hours, Attendance and Breaks
A. Work Schedule
The work schedule at City Hall is a 9/80 schedule. Employees work a 9-hour day, 7:30
AM to 5:30 PM, Monday through Thursday. Staff is divided into two teams, the "A"
Team and the "B" Team, which alternate working every other Friday. For employees
who work the 9/80 work schedule, their workweek shall begin exactly four hours after
their start time on the day of the week which is their alternating regular day off (typically
Friday). During their Fridays "on," employees work an 8-hour day, from 7:30 AM to
4:30 PM. City Hall offices remain open with at least one person in each department on
duty to answer questions and to receive visitors. It is up to each Department Head to
decide how best to divide his or her staff so that sufficient staff coverage is available on
Fridays.
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When a team's Friday "off' falls on a City Holiday, that team takes the prior work day
off instead. For example, if Christmas Eve falls on a Friday, the team that would have
had that Friday off takes the Thursday off instead. At the beginning of each calendar
year, the "A" and "B" Teams alternate which one takes the first Friday of the year off
following the return to work from the City's Winter Holiday Break. Employees are
generally not allowed to switch Fridays, however, the Department Head may grant
permission to do so, but only if to do so would not cause the employee to earn overtime
as a result of the switch, if circumstances warrant and the staffing needs of the
Department can still be met. An employee's supervisor and/or Department Head shall set
the hourly work schedule and work day for that employee. In the absence of other
arrangements, working hours are 7:30 AM to 5:30 PM, Monday through Thursday and
7:30 AM to 4:30 PM every other Friday, with one hour for lunch.
1. Lunch. Lunch periods for office employees should be scheduled between
11 :00 AM and 2:00 PM and are generally expected to be limited to one hour,
except when City business is conducted during that time period. Department
Heads have the responsibility for scheduling lunch periods for their employees.
2. Breaks. The City allows every employee to take two 15 minutes break
periods per day. Breaks for office employees are not to be taken outside the Civic
Center area without permission of the Department Head. In addition, eating food
in the public areas is generally not accepted. Employees in the field may suit the
time of work break to the situation at hand, recognizing that they are City
representatives in all daily activities. Scheduling of breaks will be at the
discretion of the Department Head.
B. Attendance
Regular and prompt attendance is an important aspect of every employee's job. When
compelling personal reasons necessitate absence from work, the employee shall request
permission from your manager/supervisor in advance. If illness or other type of
emergency causes an unscheduled absence, employees must notify their supervisor
and/or Department Head as soon as possible on the first day of absence and thereafter on
a daily basis, unless directed otherwise by their supervisor and/or Department Head.
Failure of an employee, who is absent without leave, to return to work within 24 hours of
notice to return, or failure to request leave of absence within the same period, shall be
cause of disciplinary action, which may lead to discharge. Employees who leave during
work hours without first notifying and receiving prior approval from their supervisor or
Department Head of their whereabouts are subject to appropriate disciplinary action.
In addition, an employee or probationary employee who is absent from work voluntarily
or involuntarily for more than nine (9) hours without written authorization and who does
not present a written explanation acceptable to the City Manager as to the cause of the
employee's absence, shall be considered as having voluntarily resigned from the City
employment as of the last day worked.
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XIII. Grievance Procedures
A. Purpose of Grievance Procedure
The grievance procedure shall be used to resolve employee or probationary
employee complaints concerning the express terms and condition of employment
with the City. Except for oral warnings and written reprimands, the grievance
procedure shall not be used for resolving any complaint concerning disciplinary
action.
Except as otherwise provided in this MOU, the grievance procedure may be
utilized to resolve alleged:
(1) Improper application of rules, regulations and procedures;
(2) Unfair treatment, including coercion, restraint and reprisal;
(3) Improper procedures utilized in employee layoff;
(4) Discrimination because of race, color, religion, creed, sex, sexual
orientation, pregnancy, national origin, ancestry, age (40 and over),
marital status, disability, alienage, citizenship status or medical
condition (cancer-related); or because of any other statutorily or
constitutionally impermissible basis.
(5) Any manner affecting an employee's or probationary employee's:
a. Work schedule;
b. Fringe benefits;
c. Holidays;
d. Vacation;
e. Sick Leave;
f. Retirement;
(6) Any other matter regarding the terms and conditions of employment.
B. Informal Discussion of Grievance
1. When an employee or probationary employee has a grievance, the
employee or probationary employee shall first informally discuss the matter with
the employee's or probationary employee's immediate supervisor within five (5)
working days from the date of the incident or decision generating the grievance.
If, after a discussion with the immediate supervisor, the grievance has not been
satisfactorily resolved, the employee or probationary employee shall have the
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right to informally discuss the grievance with the supervisor's immediate
superior. The informal discussion with the supervisor's immediate superior shall
occur within ten (10) working days from the date of the incident or decision
generating the grievance. If, after such a discussion, the grievance has not been
satisfactorily resolved, the employee or probationary employee shall have the
right to file a formal grievance.
2. If an employee's or probationary employee's grievance is with his/her
immediate supervisor or the supervisor's immediate superior, and such employee
or probationary employee reasonably believes that such grievance will not be
resolved at that level, he/she may proceed to the next step of the grievance
procedure.
C. Formal Grievance Procedure
The formal grievance procedure shall be used to resolve an employee's or probationary
employee's grievance not satisfactorily resolved by informal discussion or otherwise
allowed by this Rule.
1. An employee or probationary employee shall have the right to present a
formal grievance in writing to the City Manager within fifteen (15) working days
from the date of the incident or decision generating the grievance. All formal
grievances shall state the reasons for the complaint and the employee's suggested
solution.
2. A formal grievance shall be timely presented to the City Manager. When
the employee or probationary employee presents a formal grievance to the City
Manager, the City Manager shall discuss the grievance with the employee or
probationary employee. Within fifteen (15) working days after receipt of the
formal grievance, the City Manager shall render a written decision. The decision
of the City Manager shall resolve the grievance and no further review of the
subject matter of the grievance shall be permitted.
D. General Procedures
1. The employee or probationary employee and the City have the right to
representation at any step in the grievance process.
2. Any grievance not filed or taken to the next step by the employee or
probationary employee within the specified time limits shall be deemed settled on
the basis of the last decision, and not subject to further reconsideration. By
mutual agreement and for good cause, reasonable extensions of time may be
given in writing to the employee or probationary employee by the City Manager
at any step in the grievance procedure.
3. An employee or probationary employee who has filed a grievance shall
suffer no discrimination for filing the grievance.
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XIV. Discipline Procedures
A. Cause for Discipline
Each of the following constitutes cause for discipline of any employee. It is the intent of
these procedures to include as a cause for discipline any action or non-action by an
employee which impedes or disrupts the performance of the City and its organizational
component units, is detrimental to employees or public safety, violates properly
established rules and procedures or adversely affects the reputation of the City, its
officers or employees. Examples of causes for discipline include, but are not limited to:
1. Any violation of any written rule or regulation promulgated by City
related to conduct or performance.
2. Fraud in securing appointment.
3. Incompetence.
4. Inefficiency.
5. Neglect of duty.
6. Dishonesty or lying to a supervisor or superior.
7. Violation of any law relating to conflicts of interest, whether contractual
or financial.
8. Use, possession, purchase, sale, manufacture, distribution, transportation
or dispensation of controlled substances or alcohol while on duty or on City
premises, except for the use of prescribed controlled substances (1) as directed by
the licensed health care provider prescribing controlled substances and in
accordance with the manufacturer's directions, and (2) in a manner not otherwise
in violation of these procedures.
9. The use of any substance, controlled or purchased over-the-counter, which
impairs the employee's performance of his/her duties.
10. Unexcused absences.
11. Conviction of a felony or conviction of a misdemeanor involving moral
turpitude, including but expressly not limited to, any conviction for any offense
set forth in the City of Rancho Palos Verdes Policy for conducting Criminal
Background Checks and Securing Received Criminal History Information. A
plea or verdict of guilty or nolo contendere to a charge of a felony or any offense
involving moral turpitude is deemed to be a conviction within the meaning of this
section.
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12. Defrauding the City by making a false claim for compensation, benefits or
reimbursements.
13. Making a false Workers' Compensation Claim against the City.
14. Improper political activity which prevents the employee or other
employees from the efficient performance of employment with the City, or which
has a disruptive effect on the efficiency or integrity of the City service of the
department in which such employee is employed.
15. Failure or refusal to cooperate with supervisory personnel or other
employees.
16. Misuse or misappropriation of City property or funds.
17. Gambling for money or articles of value on City property or during
working hours.
18. Tardiness.
19. Abuse of sick leave privileges.
20. Excessive absenteeism, which impairs the City's ability to provide
services or function effectively or efficiently.
21. Refusal to take and subscribe any oath or affirmation which is required by
law in connection with his/her employment.
22. Refusing to report on official call of emergency.
23. Violation of departmental rules and regulations.
24. Intentionally misrepresenting information or facts m any statement,
declaration or affidavit duly required of an employee.
25. Failure or refusal to carry out a lawful order or directive of a supervisor.
26. Asking, receiving or agreeing to receive any bribe, gratuity or reward of
any kind upon any understanding that any employee's action shall be influenced
thereby, or shall be given in any particular manner, or upon any particular
question or matter upon which any employee may be required to act in the
employee's capacity; or attempting by menace, deceit, suppression of truth, or any
corrupt means to influence any employee to commit any act, conduct or omission
which is clearly inconsistent, incompatible, in conflict with, or inimical to the best
interests of the City.
27. Failure to observe or comply with safe working standards, to endanger, to
injure, or to damage public property or the private property of any employee or
25
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member of the public through negligent, improper or careless conduct or use of
equipment; or to permit such actions on the part of any employee under his/her
supervision or control.
28. Conduct disrespectful to the public, elected and appointed City officials,
supervisors, superiors, Department Heads, City Manager, Deputy City Manager
or members of City boards and commissions.
29. Failure to report any criminal conviction and/or arrest pending final
adjudication as required by the City of. Rancho Palos Verdes Policy for
Conducting Criminal Background Checks and Securing Received Criminal
History Information.
In the event that the City imposes disciplinary action for cause, including but not limited
to any of the above acts or omissions, the employee shall have the right to contest or seek
review of the disciplinary action or the basis thereof, in accordance with procedures set
forth in this MOU.
B. Types of Disciplinary Action
Disciplinary actions include reprimands, suspensions, demotions, reductions in pay and
dismissal, as defined below:
1. Verbal Reprimand. An oral warning that may be given to the employee in
the event that a deficiency in performance or conduct is not of sufficient
magnitude to warrant a more formal disciplinary action. A written record may be
made of such conferences and placed in the employee's personnel file with a copy
provided to the employee. Verbal reprimands are not subject to appeal.
However, the employee has the right to place in his/her personnel file a written
response or rebuttal to any written record of verbal reprimand, provided that such
response or rebuttal is submitted for inclusion in the file within thirty (30) days of
the employee's receipt of the written record.
2. Written Reprimand. A written statement relating to an action or omission
which meets any of the grounds for disciplinary action listed in these procedures,
indicating that there is cause for dissatisfaction with the employee's services and
that further disciplinary measures may be taken if the cause is not corrected. The
written statement shall be placed in the employee's personnel file, with a copy
provided to the employee. Written reprimands are not subject to appeal.
However, the employee has the right to place in his/her personnel file a written
response or rebuttal to any written statement, provided that such response or
rebuttal is submitted for inclusion in the personnel file within thirty (30) days of
the employee's receipt of the written statement.
3. Suspension. The temporary separation of the employee from City service
without pay for disciplinary purposes for a period not to exceed thirty (30) days
per occurrence.
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4. Demotion. A change in employment status from one position to another
having a lower rate of pay and/or change in duties which are allocated to a class
having a lower maximum rate of pay for disciplinary reasons. The disciplinary
demotion may be temporary or permanent.
5. Reduction in Pay. A change in the salary of an employee to a lower rate
within the same salary range for disciplinary reasons.
6. Dismissal. The discharge of the employee from City service for
disciplinary reasons. Discharge and dismissal are used interchangeably in these
procedures.
C. Disciplinary Procedures
1. When an employee is to. be suspended, demoted, reduced in pay or
dismissed, a preliminary written notification shall be provided to the employee.
The written notice shall include:
a) The charges against the employee and reasons for the proposed
disciplinary action to be taken;
b) The proposed disciplinary action to be taken;
c) Copies of the charges and materials on which the proposed action
is based; and,
d) A statement advising the employee that, before any proposed
disciplinary action takes effect, the employee or his/her representative has
the right to respond orally or in writing within five (5) working days from
the employee's receipt of the written notice.
2. Within ten (10) working days after the employee has had the opportunity
to respond, the employee shall be notified in writing of any disciplinary action to
be taken and the effective date of such disciplinary action.
D. Appeal of Disciplinary Action
1. An employee who has been suspended, demoted, reduced m pay or
dismissed for disciplinary reasons may appeal the disciplinary action.
2. In order to appeal the disciplinary action, the employee must file a written
notice of appeal with the City Manager for a hearing within ten ( 10) working days
after having been furnished with a copy of the notice of disciplinary action.
E. Time of Hearing
The hearing on the employee's appeal shall be conducted within ninety (90) days after
the employee's filing of the written notice of appeal with the City Manager. The time
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limit may be extended by the City Manager for good cause and by agreement of the
employee and the City Manager.
F. Hearing Procedure
The following procedure shall govern hearings on appeals of disciplinary action:
I. The City Manager may conduct the hearing or the City Manager may
designate any third party to conduct the hearing. If the City Manager files the
written statement to discipline an employee that works directly for the City
Manager, then the Deputy City Manager may conduct the hearing or the Deputy
City Manager may designate any third party to conduct the hearing.
2. Hearings shall be conducted in the manner most conducive to
determination of the truth, and the City Manager shall not be bound by technical
rules of evidence. Decisions made shall not be invalidated by informality in the
proceedings.
3. The City Manager shall make arrangements to have the hearing
transcribed or recorded to preserve the proceedings and testimony. The employee
may obtain a copy of the transcript or recording upon written request.
4. The City Manager shall determine the relevancy, weight and credibility of
all testimony and evidence.
5. The City Manager shall base his/her findings and decision on the
preponderance of the evidence presented.
6. The Department Head shall have the burden of proof. Each side will be
permitted an opening statement and closing argument. The Department Head
shall first present its witnesses and evidence to support the charges and
disciplinary action. The employee shall then present his/her witnesses in defense.
The Department Head may thereafter present witnesses and evidence in rebuttal.
7. Each side will be allowed to examine and cross-examine witnesses. All
witnesses shall testify under oath. The City Manager may question any witness.
8. Both the Department Head and the employee may be represented by a
designee or by legal counsel. The City Manager may obtain the legal advice of
the City Attorney in performing the function of the hearing officer.
9. The City Manager shall, if requested by either side, subpoena witnesses
and/or require the production of documents or other material evidence.
10. The City Manager may, during a hearing, grant a continuance for any
reason believed to be important to the reaching of a fair and proper decision.
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11. Within thirty (30) days after the conclusion of the hearing, the City
Manager shall prepare and serve on both sides a written decision setting forth the
charges found to be sustained, and the reasons therefore, and the propriety of the
disciplinary action imposed. The City Manager may sustain, reject or modify the
disciplinary action imposed. If the City Manager sustains the employee, all or
part of any loss of the employee's full compensation may be ordered restored.
G. Finality of City Manager's Decision
The decision of the City Manager shall be final and conclusive.
H. Judicial Review
Any legal action to challenge any decision of the City Manager must be filed in a court of
competent jurisdiction no later than ninety (90) days following the date the City
Manager's written decision becomes final as provided in California Code of Civil
Procedure Section 1094.6.
XV. Miscellaneous Procedures
A. Transfers
Transfers are permitted, subject to written consent of the Department Heads involved and
the City Manager. Such changes are authorized only from one (1) position to another in
the same class or to a position in another class having the same maximum salary limit and
involving the performance of similar duties and requiring substantially the same
qualifications.
B. Reclassification
The duties of positions that have changed materially may be allocated to a more
appropriate class by the City Manager. An incumbent meeting the new qualifications of
the reclassified position shall move with the position.
C. Re-Employment List
Names of persons laid off or demoted in lieu of layoff in accordance with these
procedures may be carried on a re-employment list(s), prepared and maintained by the
Personnel Officer, for a period of six (6) months, unless extended by the City Manager at
his/her sole discretion.
1. Persons who refuse re-employment shall be removed from the list.
2. Persons who are appointed to permanent positions of the same level,
whether in the City or another agency, as that which was demoted or laid off shall
be removed from the list.
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3. Persons who fail to respond to a notice of re-employment mailed to the
last known address within ten (10) working days from the date in which the notice
was mailed shall be removed from the list.
D. Reinstatement
With the written approval of the City Manager, a former employee or probationary
employee may be reinstated (1) to his/her former position, if vacant; or, (2) to a vacant
position in the same comparable class; provided that the employee or probationary
employee left the City's employ less than one (1) year prior to seeking reinstatement.
The City Manager may require that a reinstated employee or probationary employee
serve an initial-hire probationary period.
E. Dress
Dress should be appropriate for the position held and t~sks to be completed. If a uniform
is required, it should be well maintained and work correctly. "Friday" dress may be
casual as long as clean and neat-appearing and responsive to the employee's daily
schedule of business contacts.
XVI. Administrative Instructions and Departmental Policies and Procedures:
A. Administrative Instructions: Without limiting the application of other
Administrative Instructions, unless otherwise inconsistent with this MOU or the law, all
employees are subject to the Employee Handbook dated February 2004 and
Administrative Instructions 2-02 (Office Procedure), 2-03 (Workers' Compensation
Claims Procedures), 2-05 (Attendance), 2-09 (Gifts), 2-11 (Tuition Reimbursement
Program), 2-12 (Outside Employment), 2-13 (Pets), 2-14 (Bulletin Boards), 7-01 (Safety
Program), 8-01 (Use of City Vehicles), 8-02 (Use of Employee Vehicle for City
Business), 8-05 (Computer Network Use), 8-07 (Electronic Mail and Internet Use) to the
extent such instructions are not inconsistent with this MOU. Copies of the current
Employee Handbook dated February 2004 and the current Administrative Instructions are
available in the Administrative Instruction Manual and from the Human Resources
Office.
B. Departmental Policies and Procedures: Where a department or work group has
adopted employment and workplace policies, procedures or other instructions, employees
within that group are subject to those policies, procedures and instructions. This
includes, but is not limited to Department of Planning, Building and Code Enforcement
Department Procedures Manual.
XVII. Written Notice
Any written notice required to be given by the provisions of this MOU, unless herein
otherwise specifically provided, may be given either by personal service or by mail. In
the case of service by mail, the notice must be deposited in the United States mail, in a
sealed envelope, with postage prepaid; addressed to the person on whom it is to be
served; at the address in any notice given by him/her of his/her last known address, and,
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if there be no last known address, then addressed to him/her at the City (if still associated
with the City in some capacity). Service by mail shall be deemed complete at the time of
the deposit in the mail.
XVIII. Outside Employment
Employees and probationary employees shall be allowed to engage in employment other
than their job with the City, with the understanding that City employment is the highest
priority and such employment does not interfere with the performance of assigned duties
and does not constitute a conflict of interest. The employee or probationary employee
must notify the City Manager in writing regarding their outside employment.
XIX. Agency Shop
The Agency Shop Agreement between the City and RPVEA is attached as Exhibit "C"
and applies to all unit members as provided in its terms.
XX. Severability
If any provisions of this MOU are declared to be illegal or unenforceable by a court of
competent jurisdiction, the remaining provisions of the MOU will continue in full force
and effect.
XXL Job Description
Class Specifications: The classification plan shall consist of job specifications, which
shall set forth a descriptive title, typical duties and responsibilities, essential functions of
the position, and the training, experience, and other qualifications necessary or desirable
for the effective performance of each position within a classification.
XXII. Shared Full Time Positions:
From time to time, the City Manager may allow two (2) qualified employees to share the
duties and responsibilities associated with one ( 1) existing full-time position. The
employees sharing the full-time position shall have the same job title and shall be
employed in the same department. The City Manager shall have the ability to
discontinue a shared full-time position at any time and without any right of appeal.
Participation is contingent upon the two (2) employees entering into an agreement with
the City at the time of appointment, which sets forth the rules and procedures of the job
sharing agreement. The agreement shall include, but is not limited to, the minimum
length of the commitment to job share by the employees, the weekly schedule or regular
number of hours to be worked by each employee (generally, each employee shall work
twenty (20) hours per week or a combination of forty ( 40) hours per week, although
alternative schedules may be approved by the City Manager), the minimum amount of
notice required from the employee to terminate job sharing, and the procedure to be
followed if the shared position is discontinued by the City Manager. The employees that
share full-time positions shall be subject to these Rules, except that employment benefits
shall be applied as follows:
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OVERTIME COMPENSATION: Shared-position employees shall not be
eligible to receive overtime compensation unless they individually work more
than forty ( 40) hours a week. The number of hours worked in any given week
shall not be calculated as an aggregate of both employees' hours worked.
COMPENSATORY TIME: Shared-position employees shall not be eligible to
receive compensatory time in lieu of paid overtime unless they individually work
more than forty ( 40) hours a week. The number of hours worked in any given
week shall not be calculated as an aggregate of both employees' hours worked.
VACATION LEA VE: Each shared-position employee is entitled to accrue paid
vacation leave as a percentage of that employee's total number of hours worked
each month, based on the following schedule:
Length of Continuous Employment
Beginning of 1st month through 2 years
Beginning of 3rd year through 5 years
Beginning of 6th year through 15 years
Beginning of 16th year and more
Vacation Accrual Rates
3.85% of the hours worked per month
4.62% of the hours worked per month.
5.77% of the hours worked per month
4 additional hours per year for each year of
service up to a maximum of 80 hours per
year
Each shared-position employee may accumulate a maximum of two (2) years'
worth of accrued vacation leave. The maximum of two (2) years' worth of
accrued vacation leave shall be calculated by taking the employee's then
applicable schedule or regular number of hours, extended forward over two years.
The employee's then applicable vacation rate from the above schedule shall be
applied to determine the maximum vacation leave which may be accumulated.
Once an employee reaches the maximum vacation leave which may be
accumulated, the employee shall cease to accrue any further vacation leave until
the amount accumulated falls below the maximum. In the event an employee's
schedule or regular number of hours is reduced, the City Manager or his/her
designee shall grant the employee a reasonable period of time, not to exceed one
(1) year, to reduce the employee's accumulated vacation leave below the
maximum.
SICK LEA VE: Each shared-position employee shall earn sick leave at the rate of
five percent (5%) of the hours that the employee worked for each full calendar
month of continuous employment with the City, including time served in
probationary status. Unused sick leave may be accumulated to a maximum of
three hundred sixty (360) hours.
ALL OTHER LEA VE: Each shared-position employee shall be eligible to use
bereavement leave, jury duty, leave of absence without pay, pregnancy disability
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leave, military leave, paid holiday leave and administrative leave (if applicable),
family and medical leave and other leave, as set forth in Rule VII, except that
each employee shall only be entitled to use such leave in the amount of hours that
the employee normally would have been scheduled to work that day or week, as
applicable.
HEAL TH INSURANCE: The City shall pay a proportional share of the
medical, dental, vision insurance premiums for the shared-position employee and
dependent care premium based on the number of hours that the employee worked
per week, unless coverage is refused by the employee. If health coverage or
dependent coverage is accepted by the employee, they shall pay the remaining
balance of any insurance premiums.
LIFE INSURANCE: The City shall pay the entire premium of the employee's
life insurance premium, at twice the employee's annual salary. Annual salary
shall be based on the regular number of hours per week each employee is
scheduled to work, as adjusted annually, according to the City's normal
procedures.
LONG TERM DISABILITY: The City shall pay the entire premium of the
employee's long term disability insurance policy.
ACCIDENTAL DEA TH AND DISMEMBERMENT: The City shall pay the
entire premium of the employee's accidental death and dismemberment insurance
policy.
MEDICARE: The City shall pay the federal mandatory contribution for each
shared-position employee.
XXIII. Internet Use and Electronic Mail
Employees are allowed to use City computers for legal Internet and electronic mail
access. However, personal use is to be kept to a minimum. No employee is allowed to
download information from an unknown source. The City of Rancho Palos Verdes
reserves the right to review any and all information contained on all City computers and
no personal privacy is granted or guaranteed. Any illegal use of the Internet on any City
computer may result in disciplinary action, which may include termination.
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Rancho Palos Verdes Employees Association City of Rancho Palos Verdes
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RPVE ASSOCIATION I CITY
MEMORANDUM OF UNDERSTANDING
INDEX
Article Section#
Accidental Death Insurance VI G
Acting Pay IV E
Administrative Instructions XVI
Agency Shop XIX
Attendance XII B
Bereavement Leave x D
Compensation -Regular IV
Compensatory Time v c
COBRA VI c
Deferred Compensation VI K
Definition of Terms II
Disciplinary Action XIV B
Disciplinary Appeal Process XIV D
Disciplinary Procedure XIV c
Discipline -Types of XIV B
Dress xv E
Employee Assistance Program VI D
Employee Expenses -Mileage/Parking VIII A
Family Medical Leave x I
Fringe Benefits VI
Grievance Procedure XIII
Health Insurance VI A
Holiday Leave -Paid x H
Incentive Pay Program VII
Internet Use & Electronic Mail
Job Descriptions XXI
Jury Duty x E
Leaves -General Provisions x
Layoff Process XI
Leave of Absence without Pay x F
Life Insurance VI F
Long-Term Disability VI I
Management Rights III
Meals & Rest Breaks XII A
Merit Advancement IV c
Military Leave x G
Other Leaves x J
Article Section#
Page#
9
6
30
31
21
16
4
7
8
10
1
26
27
27
26
30
9
11
19
7
21
8
18
11
33
31
16
13
20
17
9
9
4
20
5
18
19
Page#
5-41
Outside Employment XVIII 31
Overtime Compensation v B 7
Performance Evaluations IV B 5
Post Retirement Health Savings Plan VI B 8
Pregnancy Leave x A 15
Probationary Period IX 12
Probationary Period-Duration IX B 12
Probationary Period-Rejection IX E 13
Probationary Period -Termination IX c 12
Promotional Advancement IV D 6
Reclassification xv B 29
Re-Employment List xv c 29
Regular Appointment Following Probation IX D 12
Reinstaten;ient xv D 30
Retirement Plans -CalPERS VI J 10
Section 125 Flexible Benefit Plan VI E 9
Severability Clause xx 31
Shared Full Time Position XXII 31
Short Term Disability Plan VI H 9
Sick Leave x B 15
Term of Agreement I 1
Top of Range IV F 6
Transfer xv A 29
Tuition Reimbursement VI L 11
Unemployment Insurance VI M 11
Vacation Leave x A 14
Wellness Leave x c 16
Workers' Compensation VI M 11
Work Schedule -Overtime Compensation v 6
Work Schedule XII A 20
Written Notice XVII 30
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