HomeMy WebLinkAbout2000-10-17; City Council; 15930; Management Compensation And BenefitsI- 16 Cl=f OF CARLSBAD - AGEWA BILL (sj-3, &@
MODIFICATIONS TO THE MANAGEMENT
COMPENSATION AND BENEFITS PLAN
RECOMMENDED ACTION:
Adopt Resolution No. $l&)O 037 modifying the Management Compensation and Benefits
Plan to 1) formalize the transition of the management employees to the CalPERS Health
Program, 2) revise the schedule of paid holidays for general management employees, 3)
clarify the holiday schedule for employees represented by the Carlsbad Police Management
Association (CPMA) and 4) make minor language changes to bring the Management
Compensation and Benefits Plan into compliance with current practice.
ITEM EXPLANATION:
Health Insurance
On August 8,2000, the City Council adopted Resolution No. 2000-261 adopting the
California Public Employees’ Retirement System (CalPERS) Health Program for
management employees. The aforementioned resolution formalized the City’s intent to allow
management employees to enrol1 in the CalPERS Health Program and set the City’s
contribution for each affected employee or annuitant at a maximum of $16.00 per month. The
attached resolution formalizes the transition to the CalPERS Health Program and provides
greater detail as to how health benefits under this new program will be administered for both
active and retired management employees. In addition, the resolution clarifies the health
insurance options available to the City Manager and City Attorney.
Holiday Schedule - General Management
On March 7,2000, the City Council adopted Resolution No. 2000-71 approving a
Memorandum of Understanding (MOU) with the Carlsbad City Employees’ Association
(CCEA). One of the items in this MOU was a change to the schedule of paid holidays for
2001. Lincoln’s Birthday and Washington’s Birthday were eliminated as individual holidays
and Presidents’ Day and Martin Luther King, Jr.‘s Birthday were added as scheduled holidays
effective calendar year 200 1.
It is staffs recommendation that the City Council authorize a change to the Management
Compensation and Benefits Plan to revise the schedule of paid holidays for all management
employees (except those represented by the Carlsbad Police Management Association
(CPMA)) so that it matches the schedule of paid holidays for CCEA represented employees.
Holiday Schedule - Police Management
The City’s long-standing practice is to allow employees represented by the Carlsbad Police
Management Association (CPMA) to be paid for the same holidays that employees
represented by the Carlsbad Police Officers’ Association (CPOA) are paid. It is staffs
recommendation that the City Council authorize a change to the Management Compensation
Plan to add language that clarifies this practice.
Page 2 of AB# /q 730
Language Revisions
It is further recommended that additional provisions of the Management Compensation and
Benefits Plan be revised to bring them into compliance with existing laws and/or current
practice. These provisions include Management Leave and Sick Leave Conversion. A
strikeout version reflecting these changes is attached as Exhibit 2.
FISCAL IMPACT:
It is estimated that the transition to the CalPERS Health Program will have little or no fiscal
impact and that the City’s costs for health insurance to cover management employees will not
increase as a result of this transition. There is no fiscal impact associated with revising the
holiday schedule as outlined above because this action does not increase the number of paid
holidays.
EXHIBITS:
1. Resolution No. 2000- 3\q (including the revised Management Compensation and
Benefits Plan)
2. Underlined/Strikeout Copy of the Management Compensation and Benefits Plan
3. Amendment No. 02 to Agreement Letter of Understanding between the City Council of
the City of Carlsbad and the City Manager
4. Amendment No. 02 to Agreement Letter of Understanding between the City Council of
the City of Carlsbad and the City Attorney
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RESOLUTION NO. 2000-319
MODIFICATIONS TO THE MANAGEMENT COMPENSATION
AND BENEFITS PLAN.
WHEREAS, the City Council adopted Resolution No. 2000-261 adopting the
California Public Employees’ Retirement System (CalPERS) Health Program for
management employees; and
WHEREAS, the City Council wishes to formalize the transition to the CalPERS
Health Program and to provide greater detail as to how health benefits under this new
program will be administered for both active and retired management employees; and
WHEREAS, the City Council wishes to clarify the health insurance options
available to the City Manager and the City Attorney by amending Section VII OTHER
SUPPLEMENTAL BENEFITS of its contracts with the City Manager and the City
Attorney; and
WHEREAS, the City Council adopted Resolution No. 2000-71 approving a
Memorandum of Understanding (MOU) with the Carlsbad City Employees’ Association
(CCEA) that contained a revision of the list of scheduled paid holidays; and
WHEREAS, it is the intention of the City Council that management employees
and employees represented by CCEA have the same holiday schedule; and
WHEREAS, the City’s long-standing practice is to allow employees represented
by CPMA to be paid for the same holidays that employees represented by the Carlsbad
Police Officers’ Association (CPOA) are paid; and
WHEREAS, the City Council desires to have a Management Compensation and
Benefits Plan that complies with existing laws and reflects current practice.
NOW, THEREFORE BE IT RESOLVED by the City Council of the City of
Carlsbad as follows:
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1. That the above recitations are true and correct.
2. That the City Council hereby amends Section 3, Health Benefits and Section
3, Health Insurance for Retirees to formalize the transition to the CalPERS Health
Program and to provide greater detail as to how health benefits under this program will be
administered for both active and retired management employees.
3. That the letter of understanding between the City Council and City Manager
dated August 10, 1999 is amended as forth in “Amendment No. 02 to Agreement Letter of
Understanding” attached to this resolution.
4. That the letter of understanding between the City Council and City Attorney
dated August 10, 1999 is amended as forth in “Amendment No. 02 to Agreement Letter of
Understanding” attached to this resolution.
5. That the City Council hereby amends Section 3, Holidays, of the Management
Compensation and Benefits Plan to combine Lincoln’s Birthday and Washington’s
Birthday into one Presidents’ Day holiday and to include Martin Luther Ring, Jr.‘s
Birthday as a scheduled holiday effective calendar year 2001.
6. That the City Council hereby amends Section 3, Holidays, of the Management
Compensation and Benefits Plan to add language that clarifies that employees represented
by the Carlsbad Police Management Association (CPMA) will be paid for the same
holidays that employees represented by the Carlsbad Police Officers’ Association are
paid.
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7. That the City Council hereby amends Section 3, Management Leave and
Section 3, Sick Leave Conversion of the Management Compensation and Benefits Plan to
bring these provisions into compliance with existing laws and/or current practice.
PASSED, APPROVED AND ADOPTED at a regular meeting of the Carlsbad
City Council, held on this 17th day of October , 2000, by the following vote, to
wit:
AYES:Council Members Lewis, Hall, Finnila, Nygaard and Kulchin
NOES: None
ABSENT: None
ATTEST:
(SEW
- ? EXHIBIT 2
MANAGEMENT COMPENSATION AND BENEFITS PLAN
SECTION 1: INTRODUCTION
This attachment constitutes the Management Compensation and Benefits Plan, which contains
three parts: 1) an introduction, 2) a brief overview of how management performance will be
evaluated and how compensation levels will be determined, and 3) a schedule of management
benefits.
A. Definitions
1. Management Employees - Management employees are defined as those employees
whose classifications are listed on the Management Salary Structure.
2. City Council Appointed Employees - The City Manager and City Attorney are hired
by and responsible directly to the City Council. The salaries for these positions shall
be set by the City Council. The City Manager and City Attorney will not be subject
to the provisions of the Performance Management and Compensation program as
outlined in Section 2 of this attachment. The schedule of management benefits (as
outlined in Section 3 of this attachment) will apply to these positions, except as
otherwise provided by the City Council.
SECTION 2: PERFORMANCE MANAGEMENT AND COMPENSATION SYSTEM
OVERVIEW
The City Council has delegated its authority to the City Manager (and City Attorney, for
management employees in the City Attorney’s Office)’ to administer a Performance
Management and Compensation System for management employees under the following general
guidelines.
The system is comprised of two major components:
l Performance Management - emphasizing an employee development approach to
performance appraisal, comprised of:
3 Alignment of individual contributions with organizational direction,
s Development and demonstration of competencies in the job, and
a Measurement of levels of accomplishment of goals
’ Hereafter, all references to the City Manager include, with regard to management employees in the City Attorney’s
Office, the City Attorney.
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l Compensation - based on a market driven approach to compensation, comprised of:
z Market based salary structure
a Base pay
3 Incentive Pay
PERFORMANCE MANAGEMENT
The Performance Management Cvcle
The Performance Management Cycle coincides with the fiscal year and includes three separate
phases: Performance Planning, Performance Update, and Performance Review.
Maior Components of Performance Manapement
The two major components upon which a management employee’s performance is based are:
l the development and demonstration of specific competencies, and
l the accomplishment of goals.
Management Competencies -
All management employees are reviewed and evaluated based on how well they can
develop and demonstrate specific competencies. Competencies are the knowledge, skills,
abilities, and behaviors that are essential to the success of each management employee.
Goals -
Goals describe how the individual’s contribution links and aligns with their department’s
goals and objectives and ultimately with those of the City Council. Goals are set at the
beginning of the performance management cycle, and employees are evaluated at the end
of the cycle as to how well they accomplished their assigned tasks for the year.
Link to Compensation
An employee’s performance, as evaluated against the selected competencies, is rewarded by a
base pay adjustment. Base pay adjustments are ongoing and are added to the employee’s annual
salary. An employee’s performance, as evaluated against the achievement of annual goals, is
rewarded by an incentive award. Incentive payouts are one-time cash payments to an employee
which do not recur automatically from year to year. Both the base pay increases and the
incentive payments comprise the cash compensation available to management employees.
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COMPENSATION
The Performance Management and Compensation System is based upon a market based
approach to compensation, comprised of:
. l A market based salary structure
l A base pay program based on the development and demonstration of
competencies
l An incentive pay program based on the measurable achievement of specific
goals
Market Based Salarv Structure - Base Pav Program
The Management Salary Schedule, attached hereto as Attachment A, establishes a salary grade
for each management classification. The City Manager is delegated authority to place employees
at any salary within the range, as determined by the appointee’s knowledge, skills and abilities.
The area of the salary grade between the minimum and the bottom of the market range is
intended for inexperienced new hires.
The Human Resources Department will conduct an annual survey of a reasonable number of
comparable agencies in San Diego County. Job content, job classification and salary information
on each City of Carlsbad classification will be compared with appropriate classifications in the
comparator group. The City Council delegates to the City Manager the authority to assign job
classifications to a specific salary grade, based on both benchmark salary information and
internal relationships within the organization. Changes to the “minimum” and “market range” of
each salary grade within this structure shall be approved by the City Council.
The City Council determines the budget amount to be spent on management base pay increases
for each fiscal year, and the base pay increase percentages will be determined after all of the
performance ratings have been determined. All base pay increases are prospective. Management
employees whose current salary is above the maximum of the market range for their assigned
salary grade shall continue to be paid at that base rate until their salary falls within the market
range, and until such time shall not be eligible for base pay increases.
INCENTIVE PAY PLAN
The Incentive Pay plan is provided in addition to the Base Pay plan.
All management employees are eligible for incentive pay, regardless of their position in the
salary range. All management employees’ salary above base pay is unfixed and uncertain until
completion of the evaluation and award process annually, in which the incentive portion, if any,
is determined for each management employee.
Employees earn the incentive based on their achievement of goals established during the
performance management process. For each goal, achievement is rated based on one of three
performance levels: Threshold, Target or Optimum.
Unlike base pay increases which are determined at the end of the performance management
cycle, the potential incentive percentages will be made public at the beginning of the
performance review cycle. Incentive awards are expressed as a percentage of base pay. The City
Council will determine the annual amount to be budgeted for management incentive pay, and an
Incentive Pay matrix will be distributed to all management employees. This matrix will change
from year to year based on the City’s economics, market data, and demographics. At the end of
the fiscal year and upon completion of the review process, incentive awards will be granted to
employees based on their level of goal accomplishment during the performance management
cycle. No management employee shall be awarded incentive compensation in an amount greater
than 10% of that employee’s base salary.
The City Manager will periodically provide the City Council with progress reports on the
operation of the Performance Management and Compensation System.
SECTION 3: SCHEDULE OF BENEFITS
Life Insurance
All management employees shall receive City paid life insurance in an amount equal to two
times the basic yearly earnings. To determine benefits, the amount of insurance is rounded to the
next higher $1,000 multiple, unless the amount equals a $1,000 multiple. Supplemental Life, at
an amount equal to City paid life insurance, is available at the employee’s cost. Dependent life is
also available at the employee’s cost.
Former CMWD management employees shall receive Group Term Life Insurance, Accidental
Death and Dismemberment, and Dependent Life Insurance as contained in their Individual
Agreement.
Retirement
All management employees shall participate in the California Public Employees’ Retirement
System (CalPERS). The specific retirement formula applied will be determined based on
whether the position is deemed safety or miscellaneous. All positions not deemed eligible for
safety retirement will be deemed miscellaneous under the CalPERS system. Optional benefits
unique to the City of Carlsbad’s contract with CalPERS are outlined in the Coverage Key of the
CalPERS Procedures Manual. A copy of this manual is kept on file in the Human Resources
Department.
Retirement Contribution
All management employees shall have their portion of the retirement contribution to the
California Public Employees’ Retirement System paid by the City. The specific retirement
formula applied will be determined based on whether the position is deemed safety or
miscellaneous. All positions not deemed eligible for safety retirement will be deemed
miscellaneous under the CalPERS system.
Manapement Leave
Management employees, except Police Lieutenants, are exempt from overtime requirements
under the Fair Labor Standards Act. Management employees in the City are paid on a salary
basis versus an hourly basis. Pursuant to FLSA regulation 29 CFR Section 541.5da, the City can
make deductions from salary or leave accounts for partial day absences for personal reasons or
sickness because the City has a policy and practice of requiring its employees to be accountable
to the public that they have earned their salaries. A partial day absence is an absence of less than
the employee’s regular work day. Pursuant to FLSA regulation 29 CFR Section 541.118 (a)(2)
and (a)(3), the City may make salary or leave reductions based upon full day absences.
Partial day or full day absences shall be first charged against the exempt employee’s vacation,
sick, or executive leave account. In the event the exempt employee does not have sufficient time
in his/her leave account to cover the absence, deductions without pay will be made on full I days only S
0 Vacation
All management employees shall earn vacation on the following basis:
Beginning with the first (1 st) working day through the completion of five
(5) full calendar years of continuous service - 80 hours/year (3.08 hours
biweekly).
Beginning the sixth (6th) year of employment through the completion of
ten (10) full calendar years of continuous service - 120 hours/year (4.62
hours biweekly).
Beginning the eleventh (11 th) year of employment through the completion
of eleven (11) full calendar years of continuous service - 128 hours/year
(4.92 hours biweekly).
Beginning the twelfth (12th) year of employment through the completion
of twelve (12) full calendar years of continuous service - 136 hours/year
(5.23 hours biweekly).
Beginning the thirteenth (13th) year of employment through the
completion of thirteen (13) full calendar years of continuous service - 144
hours/year (5.54 hours biweekly).
Beginning the fourteenth (14th) year of employment through the
completion of fifteen (15) full calendar years of continuous
service - 152 hours/year (5.84 hours biweekly).
Beginning the sixteenth (16th) year of continuous employment, vacation
time shall be accrued, and remain at a rate of 160 hours for every full
calendar year of continuous employment thereafter (6.15 hours biweekly).
Management employees with comparable service in local government agencies
may be granted credit for such service for the purpose of computing vacation at
the discretion of the City Manager. All management employees shall be
permitted to earn and accrue up to and including three hundred and twenty (320)
hours of vacation, and no employee will be allowed to earn and accrue vacation
hours in excess of the three hundred and twenty (320) hour maximum.* The City
Manager shall be responsible for the granting of vacation to all management
personnel, except in the case of the City Attorney’s Office, where the City
Attorney shall be responsible for granting vacation.
* If there are unusual circumstances that would require an employee to exceed the vacation
accrual maximum, he/she must submit a request in writing to the Department Head and the City
Manager. The Department Head and the City Manager may grant such a request if it is in the
best interest of the City. Requests will be handled on a case-by-case basis and will be
considered only in extreme circumstances.
Former CMWD management employees shall earn and accrue vacation up to and
including the maximum as contained in their Individual Agreement.
l Vacation Conversion
Each December, management employees (including Police Lieutenants and Police
Captains) will be allowed to voluntarily convert up to 80 hours of accrued
vacation to cash, provided that they have used 80 hours of vacation during the
calendar year.
0 Executive Leave
All management personnel, except former CMWD management employees and
the position of Police Lieutenant, shall receive 56 hours per fiscal year for
executive leave. Persons employed in the position of Police Lieutenant are not
eligible to receive executive leave because they receive overtime at the rate of
time and one-half for actual hours worked. The 56 hours will be credited at the
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beginning of each fiscal year to individual leave balances. This leave must be
used within the same fiscal year.
The City Manager is authorized to provide ten (10) additional hours of executive
leave per year to any management employee who is required to work extended
hours due to emergencies such as fires, storms, floods, or other emergencies.
l Sick Leave
Twelve (12) days of sick leave are accrued per year. Accumulation is unlimited
(employees cannot receive payment for unused sick leave).
0 Bereavement Leave
An employee may use up to an equivalent of three work days of paid leave if
required to be absent from duty due to the death of a member of the employee’s
immediate family. Additional time off may be authorized by the Department
Head and charged to accrued vacation or treated as leave without pay.
The “immediate family” shall be defined as: spouse, child, parent, sibling,
grandparents; the aforementioned either natural, legally adopted, step or
in-law, or any person over which the employee acts as legal guardian, or a
verifiable current member of the immediate household.
The employee may be required to submit proof of relative’s death before final
approval of leave with pay is granted.
0 Leave of Absence
1. Leave of Absence Without Pay
A. General Policy
Any employee may be granted a leave of absence without
pay pursuant to the recommendation of his/her Department Head
and the approval of the City Manager.
A leave without pay may be granted for any of the following
reasons:
1. Illness or disability.
2. To take a course of study which will increase the
employee’s usefulness on return to his/her position in the
City service.
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3. For personal reasons acceptable to the City Manager and
Department Head.
B. Authorization Procedure
Requests for leave of absence without pay shall be made upon
forms prescribed by the City Manager and shall state specifically
the reason for the request, the date when the leave is desired to
begin, the probable date of return, and the agreement to reimburse
the City for any benefit premiums paid by the City during the leave
of absence. The request shall normally be initiated by the
employee, but may be initiated by his/her Department Head, and,
upon written recommendation of the Department Head that it be
granted, modified or denied, shall be promptly transmitted to the
City Manager. A copy of any approved request for leave of
absence without pay shall be delivered promptly to the Directors of
Finance and Human Resources.
C. Length of Leave and Extension
A leave of absence without pay may be made for a period not to
exceed six months, unless otherwise approved by the City
Manager. The procedure for granting extensions shall be the same
as that in granting the original leave provided that the request for
extension is made no later than fourteen (14) calendar days prior to
the expiration of the original leave.
D. Return From Leave
When an employee intends to return from an authorized leave of
absence without pay either before or upon the expiration of such
leave, he/she shall contact his/her Department Head at least
fourteen (14) calendar days prior to the day he/she plans to return.
The Department Head shall promptly notify the City Manager of
the employee’s intention. The employee shall return at a rate of
pay not less than the rate at the time the leave of absence began.
E. Effect of Leave Without Pav
An employee shall utilize all his/her vacation, and/or sick leave (if
applicable) prior to taking an authorized leave of absence without
Pay-
A prorata reduction of normal annual vacation and sick leave
accruals shall be applicable to an approved absence without pay.
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Any absence without pay constitutes a break of continuous service
with the City. The granting of any leave without pay exceeding
two full scheduled pay periods shall cause the employee’s salary
anniversary date and calculation of full-time continuous service to
be extended by the number of calendar days for which such leave
has been granted less the first two full pay periods of such leave.
An employee’s accumulation of sick leave and vacation leave will
cease after the completion of two (2) full scheduled pay periods in
which the employee has not received compensation due to a leave
of absence without pay. Accrual will be reinstituted beginning the
first day of the first full pay period after the employee has returned
to work.
F. Leave Without Pay - Insurance Pavments and Privileges
An employee on leave without pay may continue his/her City
insurance benefits by reimbursing the City for the costs of
insurance on a monthly basis during the period of the leave.
Failure to reimburse the City for such benefits during the term of a
leave of absence will result in the employee’s coverage terminating
on the first day following the month in which the last payment was
received.
An employee on leave of absence without pay shall not have all of
the privileges granted to regular employees.
a Pregnancy Disability Leave
An employee disabled by pregnancy shall be allowed to utilize a combination of
accrued sick leave and vacation time and leave without pay to take a leave for a
reasonable period of time, not to exceed four months. An employee shall utilize
all accrued leave prior to taking leave without pay. Reasonable period of time
means that period during which the employee is disabled on account of
pregnancy, childbirth, or related conditions.
An employee who plans to take a leave pursuant to this article shall give the City
reasonable notice of the date the leave shall commence and the estimated duration
of the leave.
a Family and Medical Leave of Absence (FMLA)
An employee may be granted a FMLA of up to 12 weeks in a 12 month period for
one or more of the following reasons:
- for the birth/placement of a child for adoption or foster care,
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- to care for an immediate family member with a serious health condition, or
- to take medical leave when the employee is unable to work because of a
serious condition.
FMLA may be paid or unpaid and may be granted concurrently and in
conjunction with other leave and benefit provisions. Specific details regarding the
provisions of this leave are available by contacting the Human Resources
Department.
l Militarv Leave
Military leave shall be authorized in accordance with the provisions of State and
Federal law. The employee must furnish satisfactory proof to his/her Department
Head, as far in advance as possible, that he/she must report to military duty.
a Jury Duty
When called to jury duty, an employee, having provided at least five working
days written notice, shall be entitled to his/her regular compensation. Employees
released early from jury duty shall report to their supervisor for assignment for the
duration of the shift. Employees shall be entitled to keep mileage reimbursement
paid while on jury duty.
A Department Head may, at his/her sole discretion, contact the court and request
an exemption and/or postponement of jury service on behalf of an employee.
Employees released early from jury duty shall report to their supervisor for
assignment for the duration of the work day. At the discretion of the supervisor,
an employee may be released from reporting back to work if an unreasonable
amount of the work day remains in light of travel time to the job site after release.
Health Insurance for Retirees
Effective January 1,2001, management employees will be covered by the Public
Employees’ Medical and Hospital Care Act and will be eligible to participate in the
California Public Employees’ Retirement System (CalPERS) Health Program.
Management employees who retire from the City, either service or disability, shall be
eligible to continue their enrollment in the CalPERS Health Program when they retire,
provided that the individual is enrolled at the time of separation from employment and
their effective date of retirement is within 120 days of separation. The City will contribute
up to a maximum of sixteen dollars ($16.00) per month toward the cost of each retiree’s
enrollment in the CalPERS Health Program. Direct authorization may be established for
automatic deduction of payments for health insurance administered by CalPERS.
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Employees who retire from the City, either service or disability, shall be eligible to continue to
participate in the City’s dental and/or vision he&h insurance programs. The cost of such
dental and/or vision health insurance for the employee and eligible dependents shall be borne
solely by the employee. The City shall not charge the COBRA administrative cost to the
retirees.
In order to qualify for this benefit, the retiree must have a minimum of five (5) years of City
service and be a minimum of fifty (50) years old.
The retiree must make arrangements with the City to prepay his/her monthly premiums for
dental and/or vision insurance and must keep such payments current to ensure continued
coverage.
A retiree who does not choose continued coverage upon retirement-, is not
eligible to return to the CalPERS G-t+ health insurance program or the City’s dental or vision
insurance programs.
Sick Leave Conversion
Any management employee who has accrued and maintains a minimum of one hundred (100)
hours of sick leave shall be permitted to convert up to twelve (12) days of sick leave and
uncompensated sick leave to vacation at a ratio of three (3) sick leave days per one (1) day of
vacation. The sick leave conversion option will be provided during the first week of each fiscal
year. Conversion can only be made in increments of full day vacation days. Employees will not
be allowed to convert sick leave to vacation if such conversion would put them over the
vacation accrual maximum of three hundred and twenty (320) hours. m
Former CMWD management employees per their Individual Agreement, have the option to sell
back 100% of accumulated sick leave in excess of 250 hours at their current rate. The City, at its
discretion, may purchase any accumulated sick leave from any of these referenced management
employees at the current rate.
Separation Compensation
All management employees involuntarily separated from the City service due to budget
cutbacks, layoffs, contracting out of service or for other reasons not due to misconduct which
would justify involuntary separation shall receive one month’s salary computed at the employee’s
actual salary at the time of separation.
Holidavs
All management employees, except for employees represented by the Carlsbad Police
Management Association +L, shall be paid holidays in accordance
with the schedule of eleven (11) holidays and one (1) floating holiday, as established by the City
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approval of the Department Head.
The scheduled paid holidays that will be official City holidays for 2000 shall be as follows:
New Year’s Day Columbus Day
Lincoln’s Birthday Veteran’s Day
Washington’s Birthday Thanksgiving Day
Memorial Day Thanksgiving Friday
Independence Day Christmas Day
Labor Day MLK (Floating Holiday)
The scheduled paid holidays that will be official City holidays for 2001 and beyond shall be
as follows:
New Year’s Day Columbus Day
Martin Luther King’s Birthday Veteran’s Day
Presidents’ Day Thanksgiving Day
Memorial Day Thanksgiving Friday
Independence Day Christmas Day
Labor Day One (1) Floating Holiday
All employees represented by the Carlsbad Police Management Association (CPMA) shall
be paid for the same holidays that employees represented by the Carlsbad Police Officers’
Association (CPOA) are paid. Police Lieutenants shall receive holiday pay at the rate of time . . and one-half for each of the scheduled holidays i The
Lieutenant in charge of the police investigations division shall receive time and one-half only for
al-l holidays actually worked.
Health Benefits
Management employees will participate in a flexible benefits program which includes
medical insurance, dental insurance, vision insurance and flexible spending accounts
(FSAs). Each of these components is outlined below.
Medical Insurance
Effective January 1,2001, management employees will be covered by the Public
Employees’ Medical and Hospital Care Act and will be eligible to participate in the
California Public Employees’ Retirement System (CalPERS) Health Program. Under the
CalPERS Health Program, the City will contribute up to a maximum of sixteen dollars
($16.00) per month toward the cost of each employee’s health insurance. If electing to
enrol1 for medical benefits, the employee must select one medical plan from the variety of
medical plans offered. Effective January 1,2001, the City will contribute the following
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monthly amounts (called “Benefits Credits”) on behalf of each active management
employee and eligible dependents toward the payment of 1) medical premiums under the
CalPERS Health Program, 2) contributions in the name of the employee to the City’s
flexible spending account(s), 3) contributions of some or all of the premium for dental
coverage or vision coverage:
(a) For employees with “employee only” coverage, the City shall
contribute two hundred sixty-two dollars ($262) per month. If the
actual total premiums exceed the aggregate of sixteen dollars ($16)
and two hundred sixty two dollars ($262), the employee will pay the
difference.
(b)
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For employees with “employee plus one dependent” coverage, the City
shall contribute five hundred twelve dollars ($512) per month. If the
actual total premiums exceed the aggregate of sixteen dollars ($16)
and five hundred twelve dollars ($512), the employee will pay the
difference.
For employees with “employee plus two or more dependents”
coverage, the City shall contribute six hundred seventy-nine dollars
($679) per month. If the actual total premiums exceed the aggregate
of sixteen dollars ($16) and six hundred seventy-nine dollars ($679),
the employee will pay the difference.
Under no circumstances will any unused Benefits Credits as outlined above be paid to the
employee in cash. If the amount contributed by the City (Benefits Credits) exceeds the cost
of the medical and dental insurance purchased by the employee, the employee will have the
option of using any “excess credits” to purchase vision insurance or to contribute to a
healthcare or dependent care flexible spending account (FSA).
Dental Insurance
Management employees will be eligible to enrol1 in a City-sponsored dental plan. Should
an employee elect to enrol1 for medical benefits, he/she must also enrol1 in dental coverage
at the same coverage level (employee only, employee plus one dependent, employee plus two
or more dependents) as medical insurance.
Vision Insurance
Management employees will be eligible to enrol1 in a City-sponsored vision insurance plan.
Employees may elect to purchase vision insurance or to opt out of the vision insurance
program. If the decision is made to purchase vision insurance, a management employee
may purchase vision insurance at any level of coverage (employee only, employee plus one
dependent, employee plus two or more dependents).
Opt Out Provision
Management employees who do not wish to participate in the CalPERS Health Program
will have the choice of opting out of the City’s medical insurance program, provided they
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can show that they are covered under another insurance program. Employees who elect
this option will be given a reduced City contribution amount (Benefits Credits) of one
hundred fifty dollars ($150) per month to be used toward the purchase of dental insurance,
vision insurance, or as a contribution to a flexible spending account. The City contribution
amount of one hundred fifty dollars ($150) per month will be granted to any employee who
elects to opt out of the CalPERS Health Program, regardless of the employee’s level of
coverage (employee only, employee plus one dependent, employee plus two or more
dependents). Under no circumstances will any unused Benefits Credits as outlined above
be paid to the employee in cash.
Former CMWD management employees shall receive Medical, Dental and Vision, and Retiree
Medical as contained in their Individual Agreement.
Annual Phvsical Examination and/or Phvsical Fitness Testing
All management employees, excluding former CMWD management employees, shall be eligible
for reimbursement of up to the amount of four hundred fifty dollars ($450) during each fiscal
year to pay the cost of an employee’s annual physical examination and/or physical fitness testing.
The annual physical examination may be completed by a physician of the employee’s choice.
Each employee claiming reimbursement shall be required to submit original receipts to the
Human Resources Department in lieu of submitting them to the insurance company for payment.
The annual physical examination offered to management employees provides physical fitness
testing and information regarding lifestyle changes that promote optimum health. Program
components include, but are not limited to: Computerized Heart Risk Profile, Complete Blood
Profile, Nutritional Assessment, Diet Program, Body Measurements, Lung Assessment,
Consultations, etc.
Long-Term Disabilitv Insurance (LTDl
Long-term disability is available for all management personnel after 30 days of disability. The
LTD premium cost is paid by the City.
Former CMWD management employees shall receive LTD benefits as contained in their
Individual Agreement.
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Accidental Death and Dismemberment
This is a voluntary program available to any employee who chooses to participate. Employees
may select among various levels of coverage which cover accidents and death. The City will pay
one-third (l/3) of the cost, the employee pays two-thirds (2/3) and 100% of dependent coverage.
Deferred Compensation
The City shall provide deferred compensation plan(s) which may be utilized by any management
employee. The City reserves the right to accept or reject any particular plan and to impose
specific conditions upon the use of any plan.
Former CMWD management employees may voluntarily participate in the Deferred
Compensation Plan as contained in their Individual Agreement. The City matches former
CMWD employee contributions up to a maximum of 7.5% of the employee’s earnings.
Drup and Alcohol Policy
It is the policy of the City of Carlsbad to provide a work environment free from the effects of
drugs and alcohol consistent with the directives of the Drug Free Workplace Act. This policy is
applicable to all employees covered by the Management Compensation and Benefits Plan. A
copy of this policy is available in the Human Resources Department.
As a provision of this policy, the City provides a voluntary Employee Assistance Program (EAP)
to assist employees who seek help for substance abuse or other personal problems affecting work
or family life. This program is available to employees and their family members and offers 24-
hour access to confidential professional EAP assistance for emergency or urgent situations. The
toll free number is 800 999-7222. For more specific information, contact the Human Resources
Department.
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AMENDMENT NO. 02 TO AGREEMENT
LETTER OF UNDERSTANDING
This Amendment is entered into and effective as of the 23rd day of
s, 2000, amending the agreement dated August lo,1999 by and between the
City Council of the City of Carlsbad (hereinafter “Council”) and Raymond R. Patchett,
the City Manager (hereinafter “City Manager”).
RECITALS
WHEREAS, the initial agreement, dated November 2 1,1996 identified with
particularity the employment agreement between Council and City Manager; and
WHEREAS, the initial agreement was amended on August 10, 1999; and
WHEREAS, the parties to this aforementioned agreement desire to alter Section
VII OTHER SUPPLEMENTAL BENEFITS; and
WHEREAS, this section is amended to read as shown on Exhibit “A” to this
amendment,
NOW, THEREFORE, in consideration of these recitals and the mutual covenants
contained herein, Council and City Manager hereby agree as follows:
1. That the Letter of Understanding dated November 21, 1996 approved by City
Council Resolution No. 96-394, which was amended on August 10, 1999 by City Council
Resolution No. 99-280, is amended as shown on Exhibit “A”.
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2. Except for this amendment, all other terms and conditions of said Letter of
Understanding remain unchanged and in full force and effect.
DATED: 10/20/00
DATED: 10/23/00
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Exhibit “A”
AMENDMENT NO. 02 TO
AGREEMENT LETTER OF UNDERSTANDING
BETWEEN THE CITY COUNCIL AND THE CITY MANAGER
SECTION VII OTHER SUPPLEMENTAL BENEFITS
The City Manager shall accrue vacation leave and sick leave as provided for under
existing City policy.
All other actions taken by the City Council relating to fringe benefits for
management employees shall be considered actions granting the same to the City
Manager, except that the City Manager may decline any fringe benefits to the extent
permitted or authorized by law, City policy, or this agreement. As used herein, fringe
benefits include but are not limited to vacation, sick leave, educational benefits as they
existed on the date of the approval of this contract, holidays, retirement (PERS), benefits
and payments, health insurance, dental insurance, long-term disability insurance, and life
insurance. The City Manager may elect to participate in any of the medical insurance
programs offered by the City.
The City shall contribute to the City Manager’s Deferred Compensation
account the maximum amount permitted by law (currently $8,000) and, if so requested by
the City Manager, the amounts permitted under the so-called “catch-up provisions” as
authorized under the Internal Revenue Code section 457 provisions.
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AMENDMENT NO. 02 TO AGREEMENT
LETTER OF UNDERSTANDING
! This Amendment is entered into and effective as of the 24TH day of
I ,2000, amending the agreement dated August 10, 1999 by and between the October
City Council of the City of Carlsbad (hereinafter “Council”) and Ronald R. Ball, the City
Attorney (hereinafter “City Attorney”).
RECITALS
WHEREAS, the initial agreement, dated November 21, 1996 identified with
particularity the employment agreement between Council and City Attorney; and
WHEREAS, the parties to this aforementioned agreement desire to alter Section
VII OTHER SUPPLEMENTAL BENEFITS; and
WHEREAS, this section is amended to read as shown on Exhibit “A” to this
amendment,
NOW, THEREFORE, in consideration of these recitals and the mutual covenants
contained herein, Council and City Attorney hereby agree as follows:
1. That the Letter of Understanding dated November 21, 1996 approved by City
Council Resolution No. 96-395, which was amended on August 10, 1999 by City
Council Resolution No. 99-279, is amended as shown on Exhibit “A”.
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2. Except for this amendment, all other terms and conditions of said Letter of
Understanding remain unchanged and in full force and effect.
DATED: 10/24/00
DATED: 15 -& &z3CJ.
By:
RONALD R. BALL, City Attorney
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Exhibit “A”
AMENDMENT NO. 02 TO
AGREEMENT LETTER OF UNDERSTANDING
BETWEEN THE CITY COUNCIL AND THE CITY ATTORNEY
SECTION VII OTHER SUPPLEMENTAL BENEFITS
The City Attorney shall accrue vacation leave and sick leave as provided for under
existing City policy.
All other actions taken by the City Council relating to fringe benefits for
management employees shall be considered actions granting the same to the City
Attorney, except that the City Attorney may decline any fringe benefits to the extent
permitted or authorized by law, City policy, or this agreement. As used herein, fringe
benefits include but are not limited to vacation, sick leave, educational benefits as they
existed on the date of the approval of this contract, holidays, retirement (PERS), benefits
and payments, health insurance, dental insurance, long-term disability insurance, and life
insurance. The City Attorney may elect to participate in any of the medical insurance
programs offered by the City.
The City shall contribute to the City Attorney’s Deferred Compensation
account the maximum amount permitted by law (currently $8,000) and, if so requested by
the City Attorney, the amounts permitted under the so-called “catch-up provisions” as
authorized under the Internal Revenue Code section 457 provisions.
Notwithstanding any annual or lifetime cap or otherwise, in-home medical
benefits shall not be reduced below those existing on June 1,1999 except where deemed
medically necessary and appropriate by Employee’s doctor or upon written request by
Employee.
MANAGEMENT COMPENSATION AND BENEFITS PLAN
SECTION 1: INTRODUCTION
This attachment constitutes the Management Compensation and Benefits Plan, which contains
three parts: 1) an introduction, 2) a brief overview of how management performance will be
evaluated and how compensation levels will be determined, and 3) a schedule of management
benefits.
A. Definitions
1. Management Employees - Management employees are defined as those employees
whose classifications are listed on the Management Salary Structure.
2. City Council Appointed Employees - The City Manager and City Attorney are hired
by and responsible directly to the City Council. The salaries for these positions shall
be set by the City Council. The City Manager and City Attorney will not be subject
to the provisions of the Performance Management and Compensation program as
outlined in Section 2 of this attachment. The schedule of management benefits (as
outlined in Section 3 of this attachment) will apply to these positions, except as
otherwise provided by the City Council.
SECTION 2: PERFORMANCE MANAGEMENT AND COMPENSATION SYSTEM
OVERVIEW
The City Council has delegated its authority to the City Manager (and City Attorney, for
management employees in the City Attorney’s Office)’ to administer a Performance
Management and Compensation System for management employees under the following general
guidelines.
The system is comprised of two major components:
l Performance Management - emphasizing an employee development approach to
performance appraisal, comprised of:
3 Alignment of individual contributions with organizational direction,
j Development and demonstration of competencies in the job, and
ti Measurement of levels of accomplishment of goals
’ Hereafter, all references to the City Manager include, with regard to management employees in the City Attorney’s
Office, the City Attorney.
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l Compensation - based on a market driven approach to compensation, comprised of:
a Market based salary structure
a Base pay
q Incentive Pay
PERFORMANCE MANAGEMENT
The Performance Manaeement Cycle
The Performance Management Cycle coincides with the fiscal year and includes three separate
phases: Performance Planning, Performance Update, and Performance Review.
Maior Components of Performance Management
The two major components upon which a management employee’s performance is based are:
a the development and demonstration of specific competencies, and
l the accomplishment of goals.
Management Competencies -
All management employees are reviewed and evaluated based on how well they can
develop and demonstrate specific competencies. Competencies are the knowledge, skills,
abilities, and behaviors that are essential to the success of each management employee.
Goals -
Goals describe how the individual’s contribution links and aligns.with their department’s
goals and objectives and ultimately with those of the City Council. Goals are set at the
beginning of the performance management cycle, and employees are evaluated at the end
of the cycle as to how well they accomplished their assigned tasks for the year.
Link to Compensation
An employee’s performance, as evaluated against the selected competencies, is rewarded by a
base pay adjustment. Base pay adjustments are ongoing and are added to the employee’s annual
salary. An employee’s performance, as evaluated against the achievement of annual goals, is
rewarded by an incentive award. Incentive payouts are one-time cash payments to an employee
which do not recur automatically from year to year. Both the base pay increases and the
incentive payments comprise the cash compensation available to management employees.
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COMPENSATION
The Performance Management and Compensation System is based upon a market based
approach to compensation, comprised of:
l A market based salary structure
l A base pay program based on the development and demonstration of
competencies
l An incentive pay program based on the measurable achievement of specific
goals
Market Based Salarv Structure - Base Pay Prowam
The Management Salary Schedule, attached hereto as Attachment A, establishes a salary grade
for each management classification. The City Manager is delegated authority to place employees
at any salary within the range, as determined by the appointee’s knowledge, skills and abilities.
The area of the salary grade between the minimum and the bottom of the market range is
intended for inexperienced new hires.
The Human Resources Department will conduct an annual survey of a reasonable number of
comparable agencies in San Diego County. Job content, job classification and salary information
on each City of Carlsbad classification will be compared with appropriate classifications in the
comparator group. The City Council delegates to the City Manager the authority to assign job
classifications to a specific salary grade, based on both benchmark salary information and
internal relationships within the organization. Changes to the “minimum” and “market range” of
each salary grade within this structure shall be approved by the City Council.
The City Council determines the budget amount to be spent on management base pay increases
for each fiscal year, and the base pay increase percentages will be determined after all of the
performance ratings have been determined. All base pay increases are prospective. Management
employees whose current salary is above the maximum of the market range for their assigned
salary grade shall continue to be paid at that base rate until their salary falls within the market
range, and until such time shall not be eligible for base pay increases.
INCENTIVE PAY PLAN
The Incentive Pay plan is provided in addition to the Base Pay plan.
All management employees are eligible for incentive pay, regardless of their position in the
salary range. All management employees’ salary above base pay is unfixed and uncertain until
completion of the evaluation and award process annually, in which the incentive portion, if any,
is determined for each management employee.
Employees earn the incentive based on their achievement of goals established during the
performance management process. For each goal, achievement is rated based on one of three
performance levels: Threshold, Target or Optimum.
Unlike base pay increases which are determined at the end of the performance management
cycle, the potential incentive percentages will be made public at the beginning of the
performance review cycle. Incentive awards are expressed as a percentage of base pay. The City
Council will determine the annual amount to be budgeted for management incentive pay, and an
Incentive Pay matrix will be distributed to all management employees. This matrix will change
from year to year based on the City’s economics, market data, and demographics. At the end of
the fiscal year and upon completion of the review process, incentive awards will be granted to
employees based on their level of goal accomplishment during the performance management
cycle. No management employee shall be awarded incentive compensation in an amount greater
than 10% of that employee’s base salary.
The City Manager will periodically provide the City Council with progress reports on the
operation of the Performance Management and Compensation System.
SECTION 3: SCHEDULE OF BENEFITS
Life Insurance
All management employees shall receive City paid life insurance in an amount equal to two
times the basic yearly earnings. To determine benefits, the amount of insurance is rounded to the
next higher $1,000 multiple, unless the amount equals a $1,000 multiple. Supplemental Life, at
an amount equal to City paid life insurance, is available at the employee’s cost. Dependent life is
also available at the employee’s cost.
Former CMWD management employees shall receive Group Term Life Insurance, Accidental
Death and Dismemberment, and Dependent Life Insurance as contained in their Individual
Agreement.
Retirement
All management employees shall participate in the California Public Employees’ Retirement
System (CalPERS). The specific retirement formula applied will be determined based on
whether the position is deemed safety or miscellaneous. All positions not deemed eligible for
safety retirement will be deemed miscellaneous under the CalPERS system. Optional benefits
unique to the City of Carlsbad’s contract with CalPERS are outlined in the Coverage Key of the
CalPERS Procedures Manual. A copy of this manual is kept on file in the Human Resources
Department.
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Retirement Contribution
All management employees shall have their portion of the retirement contribution to the
California Public Employees’ Retirement System paid by the City. The specific retirement
formula applied will be determined based on whether the position is deemed safety or
miscellaneous. All positions not deemed eligible for safety retirement will be deemed
miscellaneous under the CalPERS system.
Manapement Leave
Management employees, except Police Lieutenants, are exempt from overtime requirements
under the Fair Labor Standards Act. Management employees in the City are paid on a salary
basis versus an hourly basis. Pursuant to FLSA regulation 29 CFR Section 541.5d, the City can
make deductions from salary or leave accounts for partial day absences for personal reasons or
sickness because the City has a policy and practice of requiring its employees to be accountable
to the public that they have earned their salaries. A partial day absence is an absence of less than
the employee’s regular work day. Pursuant to FLSA regulation 29 CFR Section 541.118 (a)(2)
and (a)(3), the City may make salary or leave reductions based upon full day absences.
Partial day or full day absences shall be first charged against the exempt employee’s vacation,
sick, or executive leave account. In the event the exempt employee does not have sufficient time
in his/her leave account to cover the absence, deductions without pay will be made on full days
only.
l Vacation
All management employees shall earn vacation on the following basis:
Beginning with the first (1st) working day through the completion of five
(5) full calendar years of continuous service - 80 hours/year (3.08 hours
biweekly).
Beginning the sixth (6th) year of employment through the completion of
ten (10) full calendar years of continuous service - 120 hours/year (4.62
hours biweekly).
Beginning the eleventh (11 th) year of employment through the completion
of eleven (11) full calendar years of continuous service - 128 hours/year
(4.92 hours biweekly).
Beginning the twelfth (12th) year of employment through the completion
of twelve (12) full calendar years of continuous service - 136 hours/year
(5.23 hours biweekly).
Beginning the thirteenth (13th) year of employment through the
completion of thirteen (13) full calendar years of continuous service - 144
hours/year (5.54 hours biweekly).
Beginning the fourteenth (14th) year of employment through the
completion of fifteen (15) full calendar years of continuous
service - 152 hours/year (5.84 hours biweekly).
Beginning the sixteenth (16th) year of continuous employment, vacation
time shall be accrued, and remain at a rate of 160 hours for every full
calendar year of continuous employment thereafter (6.15 hours biweekly).
Management employees with comparable service in local government agencies
may be granted credit for such service for the purpose of computing vacation at
the discretion of the City Manager. All management employees shall be
permitted to earn and accrue up to and including three hundred and twenty (320)
hours of vacation, and no employee will be allowed to earn and accrue vacation
hours in excess of the three hundred and twenty (320) hour maximum.* The City
Manager shall be responsible for the granting of vacation to all management
personnel, except in the case of the City Attorney’s Office, where the City
Attorney shall be responsible for granting vacation.
* If there are unusual circumstances that would require an employee to exceed the vacation
accrual maximum, he/she must submit a request in writing to the Department Head and the City
Manager. The Department Head and the City Manager may grant such a request if it is in the
best interest of the City. Requests will be handled on a case-by-case basis and will be
considered only in extreme circumstances.
Former CMWD management employees shall earn and accrue vacation up to and
including the maximum as contained in their Individual Agreement.
a Vacation Conversion
Each December, management employees (including Police Lieutenants and Police
Captains) will be allowed to voluntarily convert up to 80 hours of accrued
vacation to cash, provided that they have used 80 hours of vacation during the
calendar year.
l Executive Leave
All management personnel, except former CMWD management employees and
the position of Police Lieutenant, shall receive 56 hours per fiscal year for
executive leave. Persons employed in the position of Police Lieutenant are not
eligible to receive executive leave because they receive overtime at the rate of
time and one-half for actual hours worked. The 56 hours will be credited at the
beginning of each fiscal year to individual leave balances. This leave must be
used within the same fiscal year.
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The City Manager is authorized to provide ten (10) additional hours of executive
leave per year to any management employee who is required to work extended
hours due to emergencies such as fires, storms, floods, or other emergencies.
l Sick Leave
Twelve (12) days of sick leave are accrued per year. Accumulation is unlimited
(employees cannot receive payment for unused sick leave).
l Bereavement Leave
An employee may use up to an equivalent of three work days of paid leave if
required to be absent from duty due to the death of a member of the employee’s
immediate family. Additional time off may be authorized by the Department
Head and charged to accrued vacation or treated as leave without pay.
The “immediate family” shall be defined as: spouse, child, parent, sibling,
grandparents; the aforementioned either natural, legally adopted, step or
in-law, or any person over which the employee acts as legal guardian, or a
verifiable current member of the immediate household.
The employee may be required to submit proof of relative’s death before final
approval of leave with pay is granted.
a Leave of Absence
1. Leave of Absence Without Pay
A. General Policy
Any employee may be granted a leave of absence without
pay pursuant to the recommendation of his/her Department Head
and the approval of the City Manager.
A leave without pay may be granted for any of the following
reasons:
1. Illness or disability.
2.
3.
To take a course of study which will increase the
employee’s usefulness on return to his/her position in the
City service.
For personal reasons acceptable to the City Manager and
Department Head.
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B. Authorization Procedure
Requests for leave of absence without pay shall be made upon
forms prescribed by the City Manager and shall state specifically
the reason for the request, the date when the leave is desired to
begin, the probable date of return, and the agreement to reimburse
the City for any benefit premiums paid by the City during the leave
of absence. The request shall normally be initiated by the
employee, but may be initiated by his/her Department Head, and,
upon written recommendation of the Department Head that it be
granted, modified or denied, shall be promptly transmitted to the
City Manager. A copy of any approved request for leave of
absence without pay shall be delivered promptly to the Directors of
Finance and Human Resources.
C. Length of Leave and Extension
A leave of absence without pay may be made for a period not to
exceed six months, unless otherwise approved by the City
Manager. The procedure for granting extensions shall be the same
as that in granting the original leave provided that the request for
extension is made no later than fourteen (14) calendar days prior to
the expiration of the original leave.
D. Return From Leave
When an employee intends to return from an authorized leave of
absence without pay either before or upon the expiration of such
leave, he/she shall contact his/her Department Head at least
fourteen (14) calendar days prior to the day he/she plans to return.
The Department Head shall promptly notify the City Manager of
the employee’s intention. The employee shall return at a rate of
pay not less than the rate at the time the leave of absence began.
E. Effect of Leave Without Pay
An employee shall utilize all his/her vacation, and/or sick leave (if
applicable) prior to taking an authorized leave of absence without
Pay.
A prorata reduction of normal annual vacation and sick leave
accruals shall be applicable to an approved absence without pay.
Any absence without pay constitutes a break of continuous service
with the City. The granting of any leave without pay exceeding
two full scheduled pay periods shall cause the employee’s salary
anniversary date and calculation of full-time continuous service to
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be extended by the number of calendar days for which such leave
has been granted less the first two full pay periods of such leave.
An employee’s accumulation of sick leave and vacation leave will
cease after the completion of two (2) full scheduled pay periods in
which the employee has not received compensation due to a leave
of absence without pay. Accrual will be reinstituted beginning the
first day of the first full pay period after the employee has returned
to work.
F. Leave Without Pav - Insurance Payments and Privileges
An employee on leave without pay may continue his/her City
insurance benefits by reimbursing the City for the costs of
insurance on a monthly basis during the period of the leave.
Failure to reimburse the City for such benefits during the term of a
leave of absence will result in the employee’s coverage terminating
on the first day following the month in which the last payment was
received.
An employee on leave of absence without pay shall not have all of
the privileges granted to regular employees.
l Pregnancy Disability Leave
An employee disabled by pregnancy shall be allowed to utilize a combination of
accrued sick leave and vacation time and leave without pay to take a leave for a
reasonable period of time, not to exceed four months. An employee shall utilize
all accrued leave prior to taking leave without pay. Reasonable period of time
means that period during which the employee is disabled on account of
pregnancy, childbirth, or related conditions.
An employee who plans to take a leave pursuant to this article shall give the City
reasonable notice of the date the leave shall commence and the estimated duration
of the leave.
0 Family and Medical Leave of Absence (FMLA)
An employee may be granted a FMLA of up to 12 weeks in a 12 month period for
one or more of the following reasons:
- for the birth/placement of a child for adoption or foster care,
- to care for an immediate family member with a serious health condition, or
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- to take medical leave when the employee is unable to work because of a
serious condition.
FMLA may be paid or unpaid and may be granted concurrently and in
conjunction with other leave and benefit provisions. Specific details regarding the
provisions of this leave are available by contacting the Human Resources
Department.
l Military Leave
Military leave shall be authorized in accordance with the provisions of State and
Federal law. The employee must furnish satisfactory proof to his/her Department
Head, as far in advance as possible, that he/she must report to military duty.
l Duty Jury
When called to jury duty, an employee, having provided at least five working
days written notice, shall be entitled to his/her regular compensation. Employees
released early from jury duty shall report to their supervisor for assignment for the
duration of the shift. Employees shall be entitled to keep mileage reimbursement
paid while on jury duty.
A Department Head may, at his/her sole discretion, contact the court and request
an exemption and/or postponement of jury service on behalf of an employee.
Employees released early from jury duty shall report to their supervisor for
assignment for the duration of the work day. At the discretion of the supervisor,
an employee may be released from reporting back to work if an unreasonable
amount of the work day remains in light of travel time to the job site after release.
Health Insurance for Retirees
Effective January 1,2001, management employees will be covered by the Public Employees’
Medical and Hospital Care Act and will be eligible to participate in the California Public
Employees’ Retirement System (CalPERS) Health Program. Management employees who retire
from the City, either service or disability, shall be eligible to continue their enrollment in the
CalPERS Health Program when they retire, provided that the individual is enrolled at the time of
separation from employment and their effective date of retirement is within 120 days of
separation. The City will contribute up to a maximum of sixteen dollars ($16.00) per month
toward the cost of each retiree’s enrollment in the CalPERS Health Program. Direct authorization
may be established for automatic deduction of payments for health insurance administered by
CalPERS .
Employees who retire from the City, either service or disability, shall be eligible to continue to
participate in the City’s dental and/or vision insurance programs. The cost of such dental and/or
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vision insurance for the employee and eligible dependents shall be borne solely by the employee.
The City shall not charge the COBRA administrative cost to the retirees.
In order to qualify for this benefit, the retiree must have a minimum of five (5) years of City
service and be a minimum of fifty (50) years old.
The retiree must make arrangements with the City to prepay his/her monthly premiums for dental
and/or vision insurance and must keep such payments current to ensure continued coverage.
A retiree who does not choose continued coverage upon retirement is not eligible to return to the
CalPERS health insurance program or the City’s dental or vision insurance programs.
Sick Leave Conversion
Any management employee who has accrued and maintains a minimum of one hundred (100)
hours of sick leave shall be permitted to convert up to twelve (12) days of sick leave and
uncompensated sick leave to vacation at a ratio of three (3) sick leave days per one (1) day of
vacation. The sick leave conversion option will be provided during the first week of each fiscal
year. Conversion can only be made in increments of full day vacation days. Employees will not
be allowed to convert sick leave to vacation if such conversion would put them over the vacation
accrual maximum of three hundred and twenty (320) hours.
Former CMWD management employees per their Individual Agreement, have the option to sell
back 100% of accumulated sick leave in excess of 250 hours at their current rate. The City, at its
discretion, may purchase any accumulated sick leave from any of these referenced management
employees at the current rate.
Separation Compensation
All management employees involuntarily separated from the City service due to budget cutbacks,
layoffs, contracting out of service or for other reasons not due to misconduct which would justify
involuntary separation shall receive one month’s salary computed at the employee’s actual salary
at the time of separation.
Holidays
All management employees, except for employees represented by the Carlsbad Police
Management Association, shall be paid holidays in accordance with the schedule of eleven (11)
holidays and one (1) floating holiday, as established by the City Council. The floating holiday
may be used at the discretion of the employee with prior approval of the Department Head.
The scheduled paid holidays that will be official City holidays for 2000 shall be as follows:
New Year’s Day Columbus Day
Lincoln’s Birthday Veteran’s Day
Washington’s Birthday Thanksgiving Day
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Memorial Day Thanksgiving Friday
Independence Day Christmas Day
Labor Day MLK (Floating Holiday)
The scheduled paid holidays that will be official City holidays for 2001 and beyond shall be as
follows:
New Year’s Day
Martin Luther King’s Birthday
Presidents’ Day
Memorial Day
Independence Day
Labor Day
Columbus Day
Veteran’s Day
Thanksgiving Day
Thanksgiving Friday
Christmas Day
One (1) Floating Holiday
All employees represented by the Carlsbad Police Management Association (CPMA) shall be
paid for the same holidays that employees represented by the Carlsbad Police Officers’
Association (CPOA) are paid. Police Lieutenants shall receive holiday pay at the rate of time
and one-half for each of the scheduled. The Lieutenant in charge of the police investigations
division shall receive time and one-half only for holidays actually worked.
Health Benefits
Management employees will participate in a flexible benefits program which includes medical
insurance, dental insurance, vision insurance and flexible spending accounts (FSAs). Each of
these components is outlined below.
Medical Insurance
Effective January 1,2001, management employees will be covered by the Public Employees’
Medical and Hospital Care Act and will be eligible to participate in the California Public
Employees’ Retirement System (CalPERS) Health Program. Under the CalPERS Health
Program, the City will contribute up to a maximum of sixteen dollars ($16.00) per month toward
the cost of each employee’s health insurance. If electing to enrol1 for medical benefits, the
employee must select one medical plan from the variety of medical plans offered.
Effective January 1,2001, the City will contribute the following monthly amounts (called
“Benefits Credits”) on behalf of each active management employee and eligible dependents
toward the payment of 1) medical premiums under the CalPERS Health Program, 2)
contributions in the name of the employee to the City’s flexible spending account(s), 3)
contributions of some or all of the premium for dental coverage or vision coverage:
(4 For employees with “employee only” coverage, the City shall contribute
two hundred sixty-two dollars ($262) per month. If the actual total
premiums exceed the aggregate of sixteen dollars ($16) and two hundred
sixty two dollars ($262), the employee will pay the difference.
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(b)
(4
For employees with “employee plus one dependent” coverage, the City
shall contribute five hundred twelve dollars ($512) per month. If the
actual total premiums exceed the aggregate of sixteen dollars ($16) and
five hundred twelve dollars ($512), the employee will pay the difference.
For employees with “employee plus two or more dependents” coverage,
the City shall contribute six hundred seventy-nine dollars ($679) per
month. If the actual total premiums exceed the aggregate of sixteen
dollars ($16) and six hundred seventy-nine dollars ($679), the employee
will pay the difference.
Under no circumstances will any unused Benefits Credits as outlined above be paid to the
employee in cash. If the amount contributed by the City (Benefits Credits) exceeds the cost of
the medical and dental insurance purchased by the employee, the employee will have the option
of using any “excess credits” to purchase vision insurance or to contribute to a healthcare or
dependent care flexible spending account @A).
Dental Insurance
Management employees will be eligible to enrol1 in a City-sponsored dental plan. Should an
employee elect to enrol1 for medical benefits, he/she must also enrol1 in dental coverage at the
same coverage level (employee only, employee plus one dependent, employee plus two or more
dependents) as medical insurance.
Vision Insurance
Management employees will be eligible to enrol1 in a City-sponsored vision insurance plan.
Employees may elect to purchase vision insurance or to opt out of the vision insurance program.
If the decision is made to purchase vision insurance, a management employee may purchase
vision insurance at any level of coverage (employee only, employee plus one dependent,
employee plus two or more dependents).
Opt Out Provision
Management employees who do not wish to participate in the CalPERS Health Program will
have the choice of opting out of the City’s medical insurance program, provided they can show
that they are covered under another insurance program. Employees who elect this option will be
given a reduced City contribution amount (Benefits Credits) of one hundred fifty dollars ($150)
per month to be used toward the purchase of dental insurance, vision insurance, or as a
contribution to a flexible spending account. The City contribution amount of one hundred fifty
dollars ($150) per month will be granted to any employee who elects to opt out of the CalPERS
Health Program, regardless of the employee’s level of coverage (employee only, employee plus
one dependent, employee plus two or more dependents). Under no circumstances will any
unused Benefits Credits as outlined above be paid to the employee in cash.
Former CMWD management employees shall receive Medical, Dental and Vision, and Retiree
Medical as contained in their Individual Agreement.
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Annual Physical Examination and/or Physical Fitness Testing
All management employees, excluding former CMWD management employees, shall be eligible
for reimbursement of up to the amount of four hundred fifty dollars ($450) during each fiscal
year to pay the cost of an employee’s annual physical examination and/or physical fitness testing.
The annual physical examination may be completed by a physician of the employee’s choice.
Each employee claiming reimbursement shall be required to submit original receipts to the
Human Resources Department in lieu of submitting them to the insurance company for payment.
The annual physical examination offered to management employees provides physical fitness
testing and information regarding lifestyle changes that promote optimum health. Program
components include, but are not limited to: Computerized Heart Risk Profile, Complete Blood
Profile, Nutritional Assessment, Diet Program, Body Measurements, Lung Assessment,
Consultations, etc.
Low-Term Disabilitv Insurance (LTD)
Long-term disability is available for all management personnel after 30 days of disability. The
LTD premium cost is paid by the City.
Former CMWD management employees shall receive LTD benefits as contained in their
Individual Agreement.
Accidental Death and Dismemberment
This is a voluntary program available to any employee who chooses to participate. Employees
may select among various levels of coverage which cover accidents and death. The City will pay
one-third (l/3) of the cost, the employee pays two-thirds (2/3) and 100% of dependent coverage.
Deferred Compensation
The City shall provide deferred compensation plan(s) which may be utilized by any management
employee. The City reserves the right to accept or reject any particular plan and to impose
specific conditions upon the use of any plan.
Former CMWD management employees may voluntarily participate in the Deferred
Compensation Plan as contained in their Individual Agreement. The City matches former
CMWD employee contributions up to a maximum of 7.5% of the employee’s earnings.
Drw and Alcohol Policy
It is the policy of the City of Carlsbad to provide a work environment free from the effects of
drugs and alcohol consistent with the directives of the Drug Free Workplace Act. This policy is
applicable to all employees covered by the Management Compensation and Benefits Plan. A
copy of this policy is available in the Human Resources Department.
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As a provision of this policy, the City provides a voluntary Employee Assistance Program (EAP)
to assist employees who seek help for substance abuse or other personal problems affecting work
or family life. This program is available to employees and their family members and offers 24-
hour access to confidential professional EAP assistance for emergency or urgent situations. The
toll free number is 800 999-7222. For more specific information, contact the Human Resources
Department.
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