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HomeMy WebLinkAbout2012-11-27; City Council; 21053; Performance Management Compensation SystemCITY OF CARLSBAD - AGENDA BILL AB# 91 nfi3 PERFORMANCE MANAGEMENT AND COMPENSATION SYSTEM FOR MANAGEMENT CLASSIFICATIONS DEPT. HEMh^fH^ MTG. 11/27/12 PERFORMANCE MANAGEMENT AND COMPENSATION SYSTEM FOR MANAGEMENT CLASSIFICATIONS CITY ATTY. cX^ DEPT. HR PERFORMANCE MANAGEMENT AND COMPENSATION SYSTEM FOR MANAGEMENT CLASSIFICATIONS CITY MGR. RECOMMENDED ACTION: Adopt Resolution No. 2012-256 amending the Management Salary Structure, establishing a Base Pay Increase Matrix to provide for base pay increases for eligible unrepresented management employees and employees represented by the Carlsbad Police Management Association (CPMA), increasing the Health "Benefits Credits" for unrepresented management employees, decreasing the CalPERS Employer Paid Member Contribution (EPMC) and eliminating the floating holiday for unrepresented management employees and revising sections ofthe Management Compensation and Benefits Plan (Exhibit 1) to reflect current practice. Adopt Resolution No. 2012-257 amending the city's CalPERS Employer Paid Member Contribution (EPMC) for local safety and local miscellaneous employees who are unrepresented management employees, elected officials and appointed officials. ITEM EXPLANATION: A formal Perfonnance Management and Compensation System for management employees was established in 1997. This system uses a market-based approach to setting compensation levels for management employees and rewards employee perfonnance (when funding is authorized by the City Council) for the demonstration of competencies and the achievement of goals. Management Salary Structure: One key element of the system is the management salary structure. Covering all management jobs, the management salary structure reflects competitive pay ranges for jobs assigned to each pay grade and provides the basis for equitable pay decisions. Each year, the management salary structure is reviewed to ensure that salary ranges for management classifications in the City of Carisbad remain competitive with salaries paid by other local government agencies. The City Council's philosophy is to adjust the management salary structure as necessary to reflect changing market conditions. If the Council elects to adjust the salary structure, this does not result in individual salary increases for management employees. This year's market survey supports movement of the management salary structure upward by five percent (5%). Attachment A, the Management Salary Structure, has been updated to reflect this movement. Base Pay Increases: The amount of money used to fund the base pay matrix is set by the City Council on an annual basis and is based on the City's economics and other factors as detennined by the City Council. DEPARTMENT CONTACT: Debbie Porter 760/602-2441 debbie.porter@carisbadca.gov FOR CITY CLERKS USE ONLY. COUNCIL ACTION: APPROVED CONTINUED TO DATE SPECIFIC • DENIED CONTINUED TO DATE UNKNOWN • CONTINUED • RETURNED TO STAFF • WITHDRAWN • OTHER-SEE MINUTES • AMENDED • Page 2 At the end of each fiscal year, performance appraisals are completed for all unrepresented management and CPMA employees, and each employee's annual pay increase is determined by taking into consideration two factors: 1. Performance 2. Position in the salary range Base pay increases are calculated using a Base Pay Matrix: July 2012 Base Pay Matrix Position in Salary Range Performance Rating Below Market Range Within Market Range Exceeds Expectations A (5%) B (4.5%) Achieves Expectations C (4%) D (3.5%) Needs Improvement 0% 0% After all performance ratings are determined, the dollar amount approved by the City Council is spread appropriately to employees whose performance ratings and position in the range assigns them to cells A, B, C and D in the above Base Pay Matrix. Because the intent is to move high-performing employees who are paid below market range into the range as quickly as possible, the percentage granted to employees in cell A will be greater than the percentage granted to employees in cell B. Similarly, increases granted to employees rated in cell C will be higher than those granted to employees in cell D. The actual base pay salary adjustments to be given to management employees (in cells A, B, C and D) is not computed until all management performance reviews have been completed. However, at no time will the collective base pay increases granted to management employees exceed the budgeted amount authorized by the City Council. The above Base Pay Matrix will result in individual base pay adjustments ranging from 0% to 5% with an average base pay adjustment of 3.9%. Any base pay increases granted will be effective the pay period that includes July 1, 2012. Health Benefits Credits: On an annual basis, the City Council reviews the monthly amount the City will contribute on behalf of each active management employee in the form of "Benefits Credits". In order to share the increase in Health insurance premiums. City Council will increase the monthly Benefits Credits effective January 1, 2013 by the following additional amounts: 1) $26 for employees with "employee only" coverage, 2) $50 for employees with "employee plus one dependent" coverage, 3) $65 for employees with "employee plus two or more dependents" coverage and 4) $14 for employees who do not wish to participate in the CalPERS Health Program and, therefore, exercise the "Opt Out Provision". Retirement: The City Council has expressed its desire for all employees to pay their full share of the employee retirement contribution. Effective the pay period that includes December 1, 2012, the City Council will decrease the Employer Paid Member Contribution (EPMC) from 3.5% to 0% for all unrepresented management employees, elected officials and appointed officials. Page 3 Floating Holiday: Currently, management employees have 12 paid holidays per year. One of those holidays is designated as a "floating holiday" which means the employee selects one day each flscal year on which they will receive paid time off. Recent surveys show that the public sector has more paid holidays than the private sector. In order to reduce paid holidays. City Council will eliminate the floating holiday for unrepresented management employees effective July 1, 2013. Other Revisions to Reflect Current Practice: The remaining language changes outlined in Exhibit 2 reflect recent changes resulting from implementation of a daily timekeeping system and other current administrative pracflces. The attached resolution supersedes Resolution No. 2009-217 dated August 18, 2009 in its entirety. Exhibit 1, the Management Compensation and Benefits Plan, reflects the changes to the Management Compensation and Benefits Plan described above. FISCAL IMPACT: There is no cost related to adjusting the Management Salary Structure. The estimated annual cost of the above Base Pay Matrix for management employees for all funds is approximately $630,000, which includes salary and related benefits. The reduction ofthe CalPERS Employer Paid Member Contribution from 3.5% to 0% for unrepresented management employees, elected officials and appointed officials will save the city approximately $460,000 annually. For FY 2012-13, the retroactive increase from the Base Pay Matrix and the reduction mid- year of the CalPERS Employer Paid Member Contribution will result in a net budgetary impact of approximately $390,000 citywide. The General Fund impact in FY 2012-13 is approximately $322,000 and is requested to be funded from Council Contingency. The impact for FY 2012-13 on all other city funds totals approximately $68,000 and new appropriations are being requested which will be funded from the fund balances of each respective fund. Fund balances are sufficient to allow for the additional appropriations. The estimated annual cost of increasing the Health Benefits Credits effective January 1, 2013 is approximately $76,000. Sufficient funds for that increase have already been included in the Fiscal Year 2012-13 Adopted Budget. The elimination of the floaflng holiday effective July 1, 2013 for all unrepresented management employees will result in a savings of approximately $2,300 per year related to the additional pay Fire Battalion Chiefs receive in lieu of time off on a floating holiday. This savings will be reflected in the Fiscal Year 2013-14 Adopted Budget. There is no fiscal impact due to the sections ofthe Management Compensation and Benefits Plan that were amended to reflect current practice. ENVIRONMENTAL IMPACT: The proposed action does not qualify as a "project" under the California Environmental Quality Act (CEQA) per State CEQA Guidelines Secfion 15378 as it does not result in a direct or reasonably foreseeable indirect physical change in the environment. -2 Page 4 EXHIBITS: 1. Resolufion No. 2012-256 with its Exhibit 1: Management Compensafion and Benefits Plan and Attachment A: Management Salary Structure 2. Strikeout copy of the Management Compensation and Benefits Plan 3. Resolufion No.. 2012-257 amending the city's CalPERS Employer Paid Member Contribution (EPMC) for local safety and local miscellaneous employees who are unrepresented management employees, elected officials and appointed officials. 4 1 RESOLUTION NO. 2012-256 2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, AMENDING ^ THE MANAGEMENT SALARY STRUCTURE, ESTABLISHING A BASE PAY MATRIX TO PROVIDE FOR BASE PAY INCREASES FOR ELIGIBLE 5 MANAGEMENT EMPLOYEES, INCREASING HEALTH BENEFIT CREDITS, DECREASING THE 6 CALPERS EMPLOYER PAID MEMBER CONTRIBUTION, ELIMINATING THE FLOATING 7 HOLIDAY AND REVISING THE MANAGEMENT COMPENSATION AND BENEFITS PLAN TO ^ REFLECT CURRENT PRACTICE WHEREAS, City Council has authorized the City Manager to administer a Peri'ormance Management and Compensafion Plan for employees in management classiflcations; and WHEREAS, the compensafion program that has been designed provides for a market survey of eleven public agencies and a management salary structure based on 9 10 11 12 13 14 15 the market data gathered from the agencies in the survey market; and 16 WHEREAS, the survey data gathered indicates that an adjustment to the 17 management salary structure is justified; and WHEREAS^ the City Council wishes to fund a base pay program for 19 20 21 22 23 24 granted are based on performance; and 25 WHEREAS, the City Council has the authority to set the amount of Health 26 "Benefits Credits" that the City will contribute on behalf of each active management 27 employee; and management employees which rewards the development and demonstrafion of competencies on the job; and WHEREAS, the City Council wishes to support a Peri'ormance Management and Compensation System for management employees in which all compensation increases 28 1 WHEREAS, the City Council intends to decrease the Employer Paid Member 2 Contribution (EPMC) for unrepresented management employees, elected officials and appointed officials; and WHEREAS, the City Council intends to eliminate the Floafing Holiday for unrepresented management employees; and WHEREAS, in order to reflect current practice, the Management Compensation and Benefits Plan requires modification. 3 4 5 6 7 8 9 NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of 10 Carlsbad, California, as follows: 11 1. That the above recitations are true and correct. 12 13 14 15 16 implement base pay increases for management employees effecfive July 1, lg 2012, based on peri'ormance during the previous fiscal year and a base pay 19 matrix that results in an average base pay adjustment of 3.9%, to be paid in 20 accordance with the Management Compensation Plan. 4. That the City Council authorizes the Finance Director to transfer $322,000 from Council Contingency to the respective General Fund departments to be used to provide for the difference between the cost of the July 1, 2012 base pay increases for management employees and the budgetary savings from the decrease to the retirement benefits for management employees effective the pay 2. That adjustments to the Management Salary Structure as reflected in Attachment A of Exhibit 1 (Management Compensation and Benefits Plan) are hereby approved. 3. That the City Council hereby authorizes the Human Resources Director to 21 22 23 24 25 26 2y period that includes December 1, 2012 28 1 5. That the City Council hereby authorizes the Finance Director to adjust the Fiscal ^ Year 2012-13 budgets for the Non-General Funds by appropriafing a total of $68,000 in the affected funds to be used to provide for the difference between the cost of the July 1, 2012 base pay increases for management employees and the budgetary savings from the decrease to the retirement benefits for management employees effective the pay period that includes December 1, 2012. 3 4 5 6 7 8 9 6. That Exhibit 1, the Management Compensation and Benefits Plan, as approved, 10 contains revisions to the Health Benefits, Retirement, Holidays and other 11 provisions, and supersedes Resolution No. 2009-217 adopted August 18, 2009. 7. That the Fiscal Year 2012-13 budgets will be adjusted to reflect the net 13 budgetary savings that results from the decrease to the refirement benefits. 14 // 15 " 16 17 18 19 20 21 22 23 24 25 26 27 28 1 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 PASSED, APPROVED AND ADOPTED at a Regular Meefing ofthe City Council of the City of Carisbad on the 27th day of November, 2012, by the following vote to wit: AYES: NOES: Council Members Hall, Kulchin, Blackburn, Douglas, Packard None. ABSENT: None. MATT KALL, Mayor ATTEST: LOR^^E MrmOOD, 0% Clerk Karen R. Kundtz, Assistant City Clerk (SEAL) Exhibit 1 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. Except as to those management employees subject to an applicable law, all management employees are considered "at-will" and have no property rights to their position. At will employment with the City may be terminated at any time by either party, with or without cause, for any reason or no reason whatsoever, and with or without advance notice. At will employees do not have the right to appeal. 2. Carlsbad Police Management Association - The City of Carlsbad recognizes the Carlsbad Police Management Association (CPMA) as the exclusive majority representative for the classifications of Police Lieutenant and Police Captain, pursuant to the petition for formal recognition submitted on January 24, 1983 and approved April 22, 1983, in accordance with the Carlsbad Municipal Code. 3. City Council Appointed Employees - The City Manager and City Attomey 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 Attomey 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 Attomey, for management employees in the City Attomey's Office)' to administer a Performance Management and Compensation System for management employees, including CPMA represented employees, under the following general guidelines. ' Hereafter, all references to the City Manager include, with regard to management employees in the City Attomey's Office, the City Attomey. 1 Revised 11/27/12 q The system is comprised of two major components: • Performance Management - emphasizing an employee development approach to performance appraisal, comprised of: => Alignment of individual contributions with organizational direction, => Development and demonstration of competencies in the job, and => Measurement of levels of accomplishment of goals • Compensation - based on a market driven approach to compensation, comprised of: => Market based salary stmcture => Base pay => Incentive Pay PERFORMANCE MANAGEMENT The Performance Managenient Cycle The Performance Management Cycle coincides with the fiscal year and includes three separate phases: Performance Planning, Performance Update, and Performance Review. Major Components of Performance Management The two major components upon which a management employee's performance is based are: • the development and demonstration of specific competencies, and • 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 begirming 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. Revised 11/27/12 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 time to time. Both the base pay increases and the incentive payments comprise the cash compensation available to management employees. COMPENSATION The Performance Management and Compensation System is based upon a market based approach to compensation, comprised of • A market based salary structure • A base pay program based on the development and demonstration of competencies • An incentive pay program based on the measurable achievement of specific goals Market Based Salary 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 intemal relationships within the organization. Changes to the "minimum" and "market range" of each salary grade within this stmcture 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 ofthe 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. Revised 11/27/12 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 cam the incentive based on their achievement of goals established during the performance management process. For each goal, achievement is determined by the supervisor. 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 ofthe performance review cycle. Incentive awards are expressed as a percentage of base pay. The City Council will determine the aimual 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 time to time 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 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 and Voluntary Benefits 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. The City provides various voluntary benefits available at the employee's cost. Employees may select among various levels of coverage. For information regarding these benefits, contact the Human Resources Department at 760-602-2440. Former CMWD management employees shall receive Group Term Life Insurance, Accidental Death and Dismemberment, and Dependent Life Insurance as contained in their Individual Agreement. Revised 11/27/12 Retirement All management employees shall participate in the Califomia 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 contract between the city and CalPERS. A copy of this contract is kept on file in the Human Resources Department. Management employees who are considered fire safety employees are eligible for the same retirement benefit formula and are subject to the same optional retirement benefits described in the City of Carlsbad CalPERS safety contract as those provided to employees represented by the Carlsbad Firefighters' Association, Inc. Unrepresented swom police management employees are eligible for the same retirement benefit formula and are subject to the same optional retirement benefits described in the City of Carlsbad CalPERS safety contract as those provided to employees represented by the Carlsbad Police Officers'Association. The City has contracted with CalPERS for the following retirement benefits: a) Miscellaneous Tier 1 (employees entering miscellaneous membership for the first time prior to November 28, 2011) - retirement formula shall be 3% @ 60; single highest year final compensation. b) Miscellaneous Tier 2 (employees entering miscellaneous membership for the first time on or after November 28, 2011) - retirement formula shall be 2% @ 60; three year average final compensation. c) Safety Tier 1 (employees entering safety membership for the first time prior to October 4, 2010) - retirement formula shall be 3% @ 50; single highest year final compensation. d) Safety Tier 2 (employees entering safety membership for the first time on or after October 4, 2010) - retirement formula shall be 2% @ 50; three year average final compensation. Employees entering membership on or after January 1, 2013 and who are subject to the Califomia Public Employees' Pension Reform Act of 2013 (PEPRA) will have the following retirement benefits: a) Miscellaneous employees - retirement formula shall be 2% @ 62; three year average final compensation. b) Safety employees - retirement formula shall be 2.7% @ 57; three year average final compensation. Employee Retirement Contribution The employee retirement contribution will be made on a pre-tax basis by implementing provisions of section 414(h)(2) of the Intemal Revenue Code (IRC). Revised 11/27/12 Effective with the first payroll period including December 1, 2012, the Employee Paid Member Contribution (EPMC) shall be reduced from 3.5% to 0% for all unrepresented management employees. Employees shall make the following employee retirement contributions through payroll deductions: • First tier miscellaneous employees shall pay 8%, • Second tier miscellaneous employees shall pay 7% and • First and Second tier safety employees shall pay 9%. Employee contributions for employees entering membership on or after January 1, 2013 and subject to the Califomia Public Employees' Pension Reform Act of 2013 (PEPRA) will be determined by CalPERS. Management Leave Management employees are exempt from overtime requirements under the Fair Labor Standards Act. Fire Battalion Chiefs are exempt from overtime requirements under FLSA, however. Fire Battalion Chiefs that are required to work a 24-hour shift/112 hours per bi-weekly pay period schedule are paid straight time for overtime when they are covering the duty for a Battalion Chief on leave. 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 eamed 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. • Vacation Every management employee shall accme vacation leave for each calendar year of actual continuous service dating from the commencement of said service, with such time to be accmed on a daily (calendar day) basis. Vacation leave can be used in 15 minute increments. All management employees (except Fire Battalion Chiefs that work 112 hours per bi-weekly pay period) shall cam 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 - 13 minutes/day. Beginning the sixth (6th) year of employment through the completion of ten (10) full calendar years of continuous service - 20 minutes/day. Revised 11/27/12 Beginning the eleventh (11th) year of employment through the completion of eleven (11) full calendar years of continuous service - 21 minutes/day. Begirming the twelfth (12th) year of employment through the completion of twelve (12) full calendar years of continuous service - 22 minutes/day. Beginning the thirteenth (13th) year of employment through the completion of thirteen (13) full calendar years of continuous service - 24 minutes/day. Beginning the fourteenth (14th) year of employment through the completion of fifteen (15) full calendar years of continuous service - 25 minutes/day. Beginning the sixteenth (16th) year of continuous employment, vacation time shall be accrued, and remain at a rate of 26 minutes/day for every full calendar year of continuous employment thereafter. Management employees with comparable service in local govenmient 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 cam and accme up to and including three hundred and twenty (320) hours of vacation, and no employee will be allowed to cam and accme 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 Attomey's Office, where the City Attomey shall be responsible for granting vacation. * If there are unusual circumstances that would require an employee to exceed the vacation accmal maximum, he/she must submit a request in writing to the Department Head and the City Manager or Designee. The Department Head and the City Manager or Designee 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 accme vacation up to and including the maximum as contained in their Individual Agreement. Fire Battalion Chiefs that work 112 hours per bi -weekly pay period shall eam and accme vacation up to and including the maximum commensurate with Carlsbad Firefighters' Association (CFA) represented employees that work 112 hours per bi-weekly pay period. Vacation Conversion Each Febmary, management employees will be allowed to voluntarily convert up to 80 hours of accmed vacation to cash, provided that they have used 80 hours of vacation during the prior calendar year. Fire Battalion Chiefs that work 112 hours Revised 11/27/12 per bi-weekly pay period will be allowed to voluntarily convert up to 112 hours of accmed vacation to cash, provided that they have used 112 hours of vacation during the prior calendar year. Executive Leave All management personnel, except former CMWD management employees, shall receive 56 hours per fiscal year for executive leave. 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. 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. Sick Leave Sick leave can be used in 15 minute increments. Sixteen (16) minutes of sick leave are accmed per calendar day. Accumulation is unlimited (employees cannot receive payment for unused sick leave). Fire Battalion Chiefs that work 112 hours per bi-weekly pay period shall accme sick leave commensurate with CFA represented employees that work at 112 hours per bi-weekly pay period. 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 sick leave or, when no accmed leave is available, treated as leave without pay. The "immediate family" shall be defined in the personnel mles and regulations. The employee may be required to submit proof of relative's death before final approval of bereavement leave is granted. 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 approval of his/her Department Head for less than 8 Revised 11/27/12 k9 two calendar weeks. If the duration of the leave of absence will be longer, the approval of the City Manager or his/her designee is required. An employee shall utilize all his/her vacation, e-time and/or sick leave (if applicable) prior to taking an authorized leave of absence without pay. 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 retum to his/her position in the City service. 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 in writing and shall state specifically the reason for the request, the date when the leave is desired to begin, the probable date of retum, 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, if applicable, shall be promptly transmitted to the City Manager or his/her designee for approval. A copy of any approved request for leave of absence without pay with a duration equal to or greater than two calendar weeks 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. Revised 11/27/12 n D. Retum From Leave When an employee intends to retum 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 retum. The Department Head shall promptly notify the Human Resources Department of the employee's intention. The employee shall retum at a rate of pay not less than the rate at the time the leave of absence began. E. Effect of Leave Without Pay A prorata reduction of normal aimual vacation and sick leave accmals 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 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. Accmal will be reinstituted beginning the first day after the employee has retumed to work. F. Leave Without Pay - Insurance Payments and Privileges An employee on leave without pay may continue his/her City insurance benefits by reimbursing the City for the employee's costs of insurance on a monthly basis during the period ofthe 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. Upon the employee's retum to paid status, any sums due to the City shall be repaid through payroll deductions. This applies to sums due for insurance as well as other payment plans entered into between the City and the employee (e.g., computer loan). Upon eligibility for COBRA, the employee will be notified of the opportunity to continue benefit coverage via the COBRA process. 10 Revised 11/27/12 An employee on leave of absence without pay shall not have all of the privileges granted to regular employees (e.g., holiday pay), unless required by law. Pregnancy Disability Leave Pregnancy Disability Leave shall be authorized and/or administered in accordance with the provisions of State and Federal law. An employee disabled by pregnancy shall be allowed to utilize a combination of accmed 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 accmed 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. Family and Medical Leave of Absence (FMLA) An employee may be granted a FMLA of up to 12 weeks ina 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 - 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. Military Leave Military leave shall be authorized in accordance with the provisions of State and Federal law. The employee must fumish satisfactory proof to his/her Department Head, as far in advance as possible, that he/she must report to military duty. Jury Duty When called to jury duty, an employee shall be entitled to his/her regular compensation. Employees released early from jury duty shall report to their 11 Revised 11/27/12 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 Califomia 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 or eligible to enroll in a CalPERS medical plan at the time of separation from employment and their effective date of retirement is within 120 days of separation. The City will contribute the minimum amount per month required under Govemment Code Section 22892 of the PEMHCA toward the cost of each retiree's enrollment in the CalPERS Health Program. 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 vision insurance for the retiree and eligible dependents shall be home solely by the retiree. The City shall not charge the COBRA administrative cost to the retirees. A retiree who does not choose continued coverage upon retirement, or drops coverage, is only eligible to retum to the City's dental and vision insurance program during open enrollment periods. The City will invoice the retiree for his/her monthly premiums for dental and/or vision insurance and the retiree must keep such payments current to ensure continued coverage. Sick Leave Conversion Any management employee who has accmed 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 accmal maximum. 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 12 Revised 11/27/12 20 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 shall be paid holidays in accordance with the schedule of eleven (11) holidays and one (1) floating holiday, as established by the City Council. Fire Battalion Chiefs are subject to the same holiday schedule that is outlined for management employees. However, they are compensated for holidays in the same manner as CFA represented employees that work 112 hours per bi-weekly pay period. The floating holiday may be used at the discretion of the employee with prior approval of the Department Head. As of July 1, 2013, the floating holiday shall be eliminated for all management employees. The scheduled paid holidays that will be official City holidays 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 Only employees who are on paid status on their last scheduled work day before a holiday shall be entitled to the paid holiday except where otherwise required by law. 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 Management employees will be covered by the Public Employees' Medical and Hospital Care Act (PEMHCA) and will be eligible to participate in the Califomia Public Employees' Retirement System (CalPERS) Health Program. The City will pay on behalf of all management employees and their eligible dependents and those retirees mentioned in the section of this document titled, "Health Insurance for Retirees," the minimum amount per month required under Govemment Code Section 22892 of the PEMHCA for medical insurance through the Califomia 13 Revised 11/27/12 Public Employees' Retirement System (CalPERS). If electing to enroll for medical benefits, the employee must select one medical plan from the variety of medical plans offered. Effective January 1, 2012, 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: (a) For employees with "employee only" coyerage, the City shall contribute five hundred forty-one ($541) per month that shall include the mandatory payments to CalPERS. If the actual total premiums exceed the City's total contributions, the employee will pay the difference. (b) For employees with "employee plus one dependent" coverage, the City shall contribute one thousand thirty-two dollars ($ 1,032) per month that shall include the mandatory payments to CalPERS. If the actual total premiums exceed the City's total contributions, the employee will pay the difference. (c) For employees with "employee plus two or more dependents" coverage, the City shall contribute one thousand three hundred fifty-six dollars ($1,356) per month that shall include the mandatory payments to CalPERS. If the actual total premiums exceed the City's total contributions, the employee will pay the difference. Effective January 1, 2013, 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: (a) For employees with "employee only" coverage, the City shall contribute five hundred sixty-seven ($567) per month that shall include the mandatory payments to CalPERS. If the actual total premiums exceed the City's total contributions, the employee will pay the difference. (b) For employees with "employee plus one dependent" coverage, the City shall contribute one thousand eighty-two dollars ($1,082) per month that shall include the mandatory payments to CalPERS. If the actual total premiums exceed the City's total contributions, the employee will pay the difference. (c) For employees with "employee plus two or more dependents" coverage, the City shall contribute one thousand four hundred twenty-one dollars ($1,421) per month that shall include the mandatory payments to 14 Revised 11/27/12 ?2. CalPERS. If the actual total premiums exceed the City's total contributions, 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 enroll in a City-sponsored dental plan. Should an employee elect to enroll for medical benefits, he/she must also enroll 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 enroll 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. Effective January 1, 2012, employees who elect this option will be given a reduced City contribution amount (Benefits Credits) of two hundred ninety-four dollars ($294) per month, that shall include the mandatory payments to CalPERS, 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 two hundred ninety-four dollars ($294) 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). Effective January 1, 2013, employees who elect this option will be given a reduced City contribution amount (Benefits Credits) of three hundred eight dollars ($308) per month, that shall include the mandatory payments to CalPERS, 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 three hundred eight dollars ($308) 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). 15 Revised 11/27/12 13 All active management employees who work three quarter-time or less will receive prorated benefit credits 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 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. Long-Term Disability Insurance (LTD) Long-term disability is available for all management personnel (except management personnel who are considered fire safety employees) after 30 days of disability. The LTD premium cost is paid by the City. Employees shall be entitled to combine accumulated vacation leave or e-time with LTD payments for the purpose of achieving the equivalent of their pre-disability salary to the extent allowed by law during any period of nonindustrial disability. Accumulated sick leave may not be combined with LTD payments. Under no circumstances shall the combination of accumulated leave and LTD payments exceed the employee's pre-disability salary. Former CMWD management employees shall receive LTD benefits as contained in their Individual Agreement. 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. The City agrees to work with the City's deferred compensation provider (currently ICMA Retirement Corporation) to maintain a personal loan provision for all management employees. It 16 Revised 11/27/12 2V is acknowledged that the City will assist in the administration of this benefit but that the City has no liability if an employee should default on the repayment of such a loan. 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 eamings. Drug and Alcohol Policy It is the policy of the City of Carlsbad to provide a work environment free from the effects of dmgs and alcohol consistent with the directives of the Dmg 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. For more specific information, contact the Human Resources Department or visit the City's intranet site. Reporting Value of Uniforms to CalPERS Effective May 31, 2010, all fire management employees who are required to wear City-provided uniforms will have the amount of $17.31 reported to CalPERS bi-weekly as special compensation related to the monetary value of the required uniforms, excluding boots. 17 Revised 11/27/12 Attachment A JOB TITLE Management Salary Stmcture (Base Pay) FY 2012/13 GRADE MINIMUM MARKET RANGE Assistant City Manager 8 $ 130,500 $150,200 - $ 189,300 Deputy City Manager 8 Fire Chief 8 Police Chief 8 Assistant City Attomey 7 $ 113,500 $130,000 - $ 162,300 Community & Economic Dev. Director 7 Finance Director 7 Fire Division Chief 7 Housing & Neighborhood Svcs Director 7 Human Resources Director 7 Information Technology Director 7 Library and Cultural Arts Director 7 Police Captain 7 Parks and Recreation Director 7 Property & Environmental Mgmt. Dir. 7 Transportation Director 7 Utilities Director 7 Assistant Finance Director 6 $ 92,900 $106,800 - $ 134,700 Assistant Utilities Director 6 Building & Code Enforc. Manager 6 City Communications Manager 6 City Traffic Engineer 6 City Planner 6 Deputy City Attomey 6 Economic Development Manager 6 Engineering Manager 6 Fire Battalion Chief 6 Fire Marshal 6 Information Technology Manager 6 Municipal Property Manager 6 Police Lieutenant 6 Public Works Manager 6 Development Services Manager 5 $ 84,700 $95,200 - $ 116,600 Emergency Medical Services (EMS) Paramedic Nurse Coordinator 5 Environmental Programs Manager 5 Facilities Manager 5 Finance Manager 5 Finance Payroll Information Technology Mgr 5 Revised 11/27/2012 2So Attachment A JOB TITLE Management Salary Structure (Base Pay) FY 2012/13 GRADE MINIMUM MARKET RANGE Geographic Info. Systems Manager 5 Human Resources Manager 5 Municipal Projects Manager 5 $ 84,700 $95,200 - $ 116,600 Park Development Manager 5 Police Communications Manager 5 Principal Planner 5 Public Safety Info. Technogy Manager 5 Public Works Superintendent 5 Recreation Services Manager 5 Risk Manager 5 Senior Engineer 5 Utilities Superintendent 5 Cultural Arts Manager 4 $ 70,000 $78,800 - $ 96,200 Constmction Manager 4 Deputy Library Director 4 Emergency Preparedness Coordinator 4 Housing Program Manager 4 Public Information Officer 4 Records Manager 4 Senior Accountant 4 Senior Management Analyst 4 Video Production Manager 4 Community Relations Manager 3 $ 62,300 $69,900 - $ 85,400 Management Analyst 3 Principal Librarian 3 Public Works Supervisor 3 Utilities Supervisor 3 Aquatic Supervisor 2 $ 55,400 $62,500 - $ 76,200 Assistant City Clerk 2 Associate Analyst 2 Benefits Administrator 2 Gallery Curator 2 Media Services Specialist 2 Recreation Area Manager 2 Secretary to City Attomey 2 Secretary to City Council 2 Secretary to City Manager 2 Revised 11/27/2012 17 Attachment A JOB TITLE Management Salary Stmcture (Base Pay) FY 2012/13 GRADE MINIMUM MARKET RANGE Communications Coordinator 1 $ 50,400 $56,900 - $ 69,200 Community Arts Coordinator 1 Community Volunteer Coordinator 1 Management Assistant 1 Revised 11/27/2012 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 v^ll 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 Stmcture. Except as to those management employees subject to an applicable law, all management employees are considered "at-will" and have no property rights to their position. At will employment with the City may be terminated at any time by either party, with or without cause, for any reason or no reason whatsoever, and with or v^thout advance notice. At will employees do not have the right to appeal. 2. Carlsbad Police Management Association - The City of Carlsbad recognizes the Carlsbad Police Management Association (CPMA) as the exclusive majority representative for the classifications of Police Lieutenant and Police Captain, pursuant to the petition for formal recognition submitted on January 24, 1983 and approved April 22, 1983, in accordance with the Carlsbad Municipal Code. 3. City Council Appointed Employees - The City Manager and City Attomey 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 Attomey 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 othenvise 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 Attomey, for management employees in the City Attomey's Office)^ to administer a Performance Management and Compensation System for management employees, including CPMA represented employees, under the following general guidelines. ^ Hereafter, all references to the City Manager include, with regard to management employees m the City Attomey's Office, the City Attomey. 1 Revised 11/27/12 1 The system is comprised of two major components: • Performance Management - emphasizing an employee development approach to performance appraisal, comprised of: => Alignment of individual contributions v^th organizational direction, => Development and demonstration of competencies in the job, and => Measurement of levels of accomplishment of goals • Compensation - based on a market driven approach to compensation, comprised of: => Market based salary stmcture => Base pay => Incentive Pay PERFORMANCE MANAGEMENT The Performance Management Cycle The Performance Management Cycle coincides with the fiscal year and includes three separate phases: Performance Planning, Performance Update, and Performance Review. Major Components of Performance Management The two major components upon which a management employee's performance is based are: • the development and demonstration of specific competencies, and • 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. Revised 11/27/12 3o 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 time to time. Both the base pay increases and the incentive payments comprise the cash compensation available to management employees. COMPENSATION The Performance Management and Compensation System is based upon a market based approach to compensation, comprised of: • A market based salary stmcture • A base pay program based on the development and demonstration of competencies An incentive pay program based on the measurable achievement of specific goals Market Based Salary 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 ofthe 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 ofCarlsbad classification will be compared v^th 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 intemal relationships within the organization. Changes to the "minimum" and "market range" of each salary grade within this stmcture shall be approved by the City Council. The City Council determines the budget amoimt to be spent on management base pay increases for each fiscal year, and the base pay increase percentages will be determined after all ofthe 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. Revised 11/27/12 For 2011, the City Council has determined that Management omployoes will receive a 3 percent salary increase, beginning the pay period that includes December 1, 2011, except as noted below: Employees whose most recent performance evaluation documented a below standard level of performance will not receive an increase. Employees whose salaries are already at tho top of the salary range for their position will receive a one time payment equal to 3 percent of their salary, but no salary increase. Employees w^hose salaries are within 1 or 2 percentage points of the top ofthe salary range for their position will receive a salary increase to the top of the salary range and the remaining amount as a one time payment. 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 eam the incentive based on their achievement of goals established during the performance management process. For each goal, achievement is yate^ baned on one of tw^o performance levels: Threshold or Target.determined by the supervisor. 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 ofthe 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 time to time 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 and Voluntary Benefits All management employees shall receive City paid life insurance in an amount equal to two times the basic yearly eamings. 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 Revised 11/27/12 ^2. an amount equal to City paid life insurance, is available at the omployoo's cost. Dependent life is also available at the employee's cost. The City provides various voluntary benefits available at the employee's cost. Employees may select among various levels of coverage. For information regarding these benefits, contact the Human Resources Department at 760-602-2440. 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 AU management employees shall participate in the Califomia 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 v^th CalPERS are outiined in the Coverage Key of the CalPERS Procedures Manualcontract between the city and CalPERS. A copy of this manual contract is kept on file in the Human Resources Department. Management employees who are considered fire safetv employees are eligible for the same retirement benefit formula and are subject to the same optional retirement provisionsbenefits described in the Citv of Carlsbad CalPERS safetv contract as those provided to emplovees represented bv the Carlsbad Firefighters' Association. Inc. Unrepresented swom police management employees are eligible for the same retirement benefit formula and are subiect to the same optional retirement benefits described in the City of Carlsbad CalPERS safety contract as those provided to employees represented by the Carlsbad Police Officers'Association. The Citv has contracted with CalPERS for the following retirement benefits: a) Miscellaneous Tier 1 (employees entering miscellaneous membership for the first time prior to November 28, 2011) - retirement formula shall be 3% @ 60; single highest year final compensation. b) Miscellaneous Tier 2 (employees entering miscellaneous membership for the first time on or after November 28, 2011) - retirement formula shall be 2% @ 60; three year average final compensation. c) Safety Tier 1 (employees entering safety membership for the first time prior to October 4, 2010) - retirement formula shall be 3% (d), 50; single highest year final compensation. d) Safety Tier 2 (employees entering safety membership for the first time on or after October 4, 2010) - retirement formula shall be 2% (g) 50; three year average final compensation- Employees entering membership on or after January 1, 2013 and who are subject to the Califomia Public Employees' Pension Reform Act of 2013 (PEPRA) will have the following retirement benefits: Revised 11/27/12 3-3 a) Miscellaneous employees - retirement formula shall be 2% fg), 62; three year average final compensation. b) Safety employees - retirement formula shall be 2.7% (d), 57; three year average final compensation. Employee Retirement Contribution All management employees, other than management employees who are considered fire safety employees, shall have all seven percent (IVo) of their portion ofthe retirement contribution to the Califomia Public Employees' Retirement System paid by tho City until tho pay period that includes January 1, 2005. The specific retirement formula applied will be determined based on whether the position is deemed safety or miscellaneous. All positions not doomed eligible for safety retirement will bo doomed miscellaneous under the CalPERS system. Management cmployoco who arc considered fire safety cmployoca arc eligible for the oamo retirement benefit formula and arc subject to the oamo retirement proviQiono dcocribod in the City of Carlsbad CalPEP^S safety contract as those provided to cmployoco represented by the Carlsbad Firefighters' Association, Inc. For swom fire management employees, the City will contract with the Califomia Public Employees' Retirement System (CalPERS) to provide tho "3^0 @ 50" retirement benefit effective the pay period inclusive of January 1, 2001 Effective the pay period inclusive of January 1, 2001, the City will pay on behalf of all swom fire management employees eight percent (8^0) ofthe employee's retirement contribution to CalPERS. Effective tho pay period inclusive of Januar>^ 1, 2001 each swom fire management employee will pay the additional one percent (l^o) employee retirement contribution to CalPERS. Tho one percent employee retirement contribution will be made on a pre tax basis. A two tier retirement plan will apply to all swom members entering membership for the first time in a City ofCarlsbad fire safety classification on or after October 1, 2010. The terms ofthe second tier shall include the following: a. 2% @ 50 formula b. 3 year Final Average Eamings (FAE) for final componsation calculation A. Effective January 1, 2005, tho City will contract with CalPERS to provide tho "3^0 @ 60" retirement benefit for Management employees who are considered miscellaneous. Effective tho pay period inclusive of January 1, 2005, the City will pay on behalf of all miscellaneous management omployoes seven percent (7^0) of the employee's retirement contribution to CalPERS. Effective the pay period inclusive of Januar>^ 1, 2005, each miscellaneous management employee will pay the additional one percent (l^o) employee retirement contribution to CalPERS. This one percent employee retirement contribution will be made on a pre tax basis by implementing provisions of section 111 (h)(2) ofthe Intemal Revenue Code (IRC). Reduction in Employer Paid Member Contributions (EPMC): Effective with tho first payroll period including Docombor 1, 2011, tho EPMC referenced above shall be reduced to 3.5^0 Revised 11/27/12 ^1 3^' for all management employees. First tier non safety employees shall malce employee contributions of 1.5% through payroll deductions. Since the statutor>^ employee contribution for Second tier non safet>^ employees (as described below) is 7%, those employees shall make employee contributions of 3.5S^o through payroll deductions. All safety employees shall malce employee contributions of 5.5^0 through payroll deductions. The employee retirement contribution will be made on a pre-tax basis by implementing provisions of section 414(h)(2) ofthe Intemal Revenue Code (IRC). Effective with the first payroll period including December 1, 2012, the Employee Paid Member Contribution (EPMC) shall be reduced from 3.5% to 0% for all unrepresented management employees. Employees shall make the following employee retirement contributions through payroll deductions: • First tier miscellaneous employees shall pay 8%, • Second tier miscellaneous employees shall pay 7% and • First and Second tier safety employees shall pay 9%. Employee contributions for employees entering membership on or after January 1, 2013 and subiect to the California Public Employees' Pension Reform Act of 2013 (PEPRA) will be determined by CalPERS. B. Second tier of retirement benefits for employees hired after November 27, 2011: The City shall amend its contract with CalPERS pursuant to Government Code Section 20175 to provide a second tier of retirement benefits for all employees hired after November 27, 2011 or as soon as administratively possible thereafter. The second tier shall have the following key components: —Retirement Formula shall be 2% @ 60 (Government Code Section 21353); and three year average final compensation (Government Code Section 20037). Management Leave Management employees are exempt from overtime requirements under the Fair Labor Standards Act. Fire Battalion Chiefs are exempt fi-om overtime requirements under FLSA, however. Fire Battalion Chiefs that are required to work a 24-hour shift/112 hours per bi-weekly pay period schedule are paid straight time for overtime when they are covering the duty for a Battalion Chief on leave. 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 fi'om 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 eamed 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 Revised 11/27/12 in his/her leave account to cover the absence, deductions without pay will be made on full days only. • Vacation Every management employee shall accme vacation leave for each calendar year of actual continuous service dating from the commencement of said service, with such time to be accmed on a daily (calendar day) basis. Vacation leave can be used in 15 minute increments. All management employees (except Fire Battalion Chiefs that work 112 hours per bi-weekly pay period) shall eam vacation on the following basis: Beginning v^th the first (1 st) working day through the completion of five (5) full calendar years of continuous service -13 minutes/day80- 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 - 20 minutes/day420- hours/year (1.62 hours biweekly). Beginning the eleventh (11th) year of employment through the completion of eleven (11) full calendar years of continuous service - 21 minutes/day 128 hours/year (1.92 hours biw^eekly). Beginning the twelfth (12th) year of employment through the completion of twelve (12) full calendar years of continuous service - 22 minutes/day 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 - 24 minutes/daylll hours/year (5.51 hours biweekly). Beginning the fourteenth (14th) year of employment through the completion of fifteen (15) full calendar years of continuous service - 25 minutes/day 152 hours/year (5.81 hours biweekly). Beginning the sixteenth (16th) year of continuous employment, vacation time shall be accrued, and remain at a rate of 26 minutes/day 160 hours for every full calendar year of continuous employment thereafter (6.15 hours biw^eekly). 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 eam and accme up to and including three hundred and twenty (320) hours of vacation, and no employee will be allowed to eam and accme vacation 8 Revised 11/27/12 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 Attomey's Office, where the City Attomey shall be responsible for granting vacation. * If there are unusual circumstances that would require an employee to exceed the vacation accmal maximum, he/she must submit a request in vmting to the Department Head and the City Manager or Designee. The Department Head and the City Manager or Designee may grant such a request ifit 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 eam and accme vacation up to and including the maximimi as contained in their Individual Agreement Fire Battalion Chiefs that work a-112 hours per bi -weekly pay period shall eam and accme vacation up to and including the maximum commensurate with Carlsbad Firefighters' Association (CFA) represented employees that work 112 hours per bi-weekly pay period. Vacation Conversion Each DecemberFebmary, management employees will be allowed to voluntarily convert up to 80 hours of accmed vacation to cash, provided that they have used 80 hours of vacation during the prior calendar year as defined by the 26 pay periods in that calendar year. Fire Battalion Chiefs that work 112 hours per bi- weekly pay period will be allowed to voluntarily convert up to 112 hours of accmed vacation to cash, provided that they have used 112 hours of vacation during the prior calendar year as defined by tho 26 pay periods in that calendar y ^Lii • Executive Leave All management personnel, except former CMWD management employees, shall receive 56 hours per fiscal year for executive leave. 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. 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. Sick Leave Sick leave can be used in 15 minute increments. Sixteen (16) minutes Twelve (12) days of sick leave are accmed per ye^calendar day. Accumulation is unlimited (employees cannot receive payment for unused Revised 11/27/12 3-^ sick leave). Fire Battalion Chiefs that work 112 hours per bi-weekly pay period shall accme sick leave commensurate with CFA represented employees that work at 112 hours per bi-weekly pay period. Bereavement Leave An employee may use up to an equivalent of three work days of paid leave if required to be absent fi'om 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 accmed vacation or sick leave or-, when no accmed leave is available, treated as leave without pay. The "immediate family" shall be defined in the personnel mles and regulationsas: spouse, child, parent, sibling, grandparents, grandchild, registered domestic partner; 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 bereavement leave with pay is granted. 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 approval of his/her Department Head ^for less than two calendar weeks. If the duration of the leave of absence will be longer, d-the approval of the City Managerv or his/her designee is required. An employee shall utilize all his/her vacation, e-time and/or sick leave (if applicable) prior to taking an authorized leave of absence without pay. A leave v^thout 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 rettrni to his/her position in the City service. 10 Revised 11/27/12 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 in vyriting and shall state specifically the reason for the request, the date when the leave is desired to begin, the probable date of retum, 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 deniedif applicable, shall be promptly transmitted to the City Manager or his/her designee for approval. A copy of any approved request for leave of absence without pay with a duration equal to or greater than two calendar weeks 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. Retum From Leave When an employee intends to retum 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 retum. The Department Head shall promptly notify the City ManagerHuman Resources Department of the employee's intention. The employee shall retum 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 talcing an authorized leave of absence without pay. 11 Revised 11/27/12 5^ A prorata reduction of normal annual vacation and sick leave accmals 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 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. Accmal will be reinstituted beginning the first day of the first full pay period after the employee has retumed to work. F. Leave Without Pay - Insurance Payments and Privileges An employee on leave without pay may continue his/her City insurance benefits by reimbursing the City for the employee's 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. Upon the employee's retum to paid status, any sums due to the City shall be repaid through payroll deductions. This applies to sums due for insurance as well as other payment plans entered into between the City and the employee (e.g., computer loan). Upon eligibility for COBRA, the employee will be notified of the opportunity to continue benefit coverage via the COBRA process. An employee on leave of absence without pay shall not have all of the privileges granted to regular emplovees (e.g., holiday pay), unless required by law. Pregnancy Disability Leave Pregnancy Disability Leave shall be authorized and/or administered in accordance with the provisions of State and Federal law. An employee disabled by pregnancy shall be allowed to utilize a combination of accmed 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 accmed leave prior to taking 12 Revised 11/27/12 </o 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. • Family and Medical Leave of Absence (FMLA) An employee may be granted a FMLA of up to 12 weeks ina 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 - 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. • Military Leave Military leave shall be authorized in accordance with the provisions of State and Federal law. The employee must fumish satisfactory proof to his/her Department Head, as far in advance as possible, that he/she must report to military duty. • Jury Duty When called to jury duty, an employee 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 fi'om 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 fi'om reporting back to work if an unreasonable amoimt of the work day remains in light of travel time to the job site after release. Health Insurance for Retirees 13 Revised 11/27/12 9 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 Califomia Public Employees' Retirement System (CalPERS) Health Program. Management employees who retire fi'om 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 or eligible to enroll in a CalPERS medical plan at the time of separation fi-om employment and their effective date of retirement is within 120 days of separation. The City will contribute the minimum amoimt per month required under Govemment Code Section 22892 of the PEMHCA 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 vision insurance for the employee retiree and eligible dependents shall be borne solely by the employeeretiree. The City shall not charge the COBRA administrative cost to the retirees. A retiree who does not choose continued coverage upon retirement, or drops coverage, is only eligible to retum to the City's dental and vision insurance program during open enrollment periods. 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 will invoice the retiree for to prepay his/her monthly premiums for dental and/or vision insurance and the retiree must keep such payments current to ensure continued coverage. Sick Leave Conversion Any management employee who has accmed 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 accmal maximum. 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 firom any of these referenced management employees at the current rate. Separation Compensation All management employees involuntarily separated fi'om the City service due to budget cutbacks, layoffs, contracting out of service or for other reasons not due to misconduct which 14 Revised 11/27/12 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 shall be paid holidays in accordance with the schedule of eleven (11) holidays and one (1) floating holiday, as established by the City Council. Fire Battalion Chiefs are subject to the same holiday schedule that is outlined for management employees. However, they are compensated for holidays in the same manner as CFA represented employees that work 112 hours per bi-weekly pay period. The floating holiday may be used at the discretion of the employee with prior approval of the Department Head. As of July 1, 2013, the floating holiday shall be eliminated for all management employees. The scheduled paid holidays that will be official City holidays 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 Only employees who are on paid status on their last scheduled work day before a holiday shall be entitled to the paid holiday except where otherwise required bv law. 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 Management employees will be covered by the Public Employees' Medical and Hospital Care Act (PEMHCA) and will be eligible to participate in the Califomia Public Employees' Retirement System (CalPERS) Health Program. The City will pay on behalf of all management employees and their eligible dependents and those retirees mentioned in the section of this document titled, "Health Insurance for Retirees," the minimum amount per month required under Govemment Code Section 22892 of the PEMHCA for medical insurance through the Califomia Public Employees' Retirement System (CalPERS). If electing to enroll for medical benefits, the employee must select one medical plan fi-om the variety of medical plans offered. Effective January 1, 2011, 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) 15 Revised 11/27/12 V3 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 five hundred thirty ($530) per month that shall include the mandatory payments to CalPERS. If the actual total premiums exceed the City's total contributions, the employee will pay the difference. (fe) For employees with "employee plus one dependent" coverage, the City shall contribute one thousand eleven dollars ($1,011) per month that shall include the mandatory payments to CalPERS. If the actual total premiums exceed the City's total contributions, the employee will pay the difference. (e) For employees with "employee plus two or more dependents" coverage, the City shall contribute one thousand three hundred twenty eight dollars ($1,328) per month that shall include the mandatory payments to CalPERS. If the actual total premiums exceed the City's total contributions, the employee will pay the difference. Effective January 1, 2012, 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: (a) For employees with "employee only" coverage, the City shall contribute five hundred forty-one ($541) per month that shall include the mandatory payments to CalPERS. If the actual total premiums exceed the City's total contributions, the employee will pay the difference. (b) For employees with "employee plus one dependenf coverage, the City shall contribute one thousand thirty-two dollars ($1,032) per month that shall include the mandatory payments to CalPERS. If the actual total premiums exceed the City's total contributions, the employee will pay the difference. (c) For employees with "employee plus two or more dependents" coverage, the City shall contribute one thousand three hundred fifty-six dollars ($1,356) per month that shall include the mandatory payments to CalPERS. If the actual total premiums exceed the City's total contributions, the employee will pay the difference. Effective January 1, 2013, 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: 16 Revised 11/27/12 (a) For employees with "employee only" coverage, the Citv shall contribute five hundred sixty-seven ($567) per month that shall include the mandatory payments to CalPERS. If the actual total premiums exceed the City's total contributions, the employee will pay the difference. (b) For employees with "employee plus one dependenf coverage, the City shall contribute one thousand eighty-two dollars ($1,082) per month that shall include the mandatory payments to CalPERS. If the actual total premiums exceed the City's total contributions, the employee will pay the difference. (c) For employees with "employee plus two or more dependents" coverage, the City shall contribute one thousand four hundred twenty-one dollars ($1,421) per month that shall include the mandatory payments to CalPERS. If the actual total premiums exceed the City's total contributions, 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 enroll in a City-sponsored dental plan. Should an employee elect to enroll for medical benefits, he/she must also enroll 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 enroll 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. Effective January 1, 2011, employees w^ho elect this option will be given a reduced City contribution amount (Benefits Credits) of two hundred eighty eight dollars ($288) per month, that shall include the mandator}^ payments to CalPERS, to be used toward the purchase of dental insurance, vision insurance, or as a contribution to a flexible spending account. The City 17 Revised 11/27/12 contribution amount of two hundred eighty eight dollars ($288) per month will be granted to any employee w^ho 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). Effective January 1, 2012, employees who elect this option will be given a reduced City contribution amount (Benefits Credits) of two hundred ninety-four dollars ($294) per month, that shall include the mandatory payments to CalPERS, 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 two hundred ninety-four dollars ($294) 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). Effective January 1, 2013, employees who elect this option will be given a reduced City contribution amount (Benefits Credits) of three hundred eight dollars ($308) per month, that shall include the mandatory payments to CalPERS, to be used toward the purchase of dental insurance, vision insurance, or as a contribution to a flexible spending account. The Citv contribution amount of three hundred eight dollars ($308) 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). All active management employees who work three quarter-time or less will receive prorated benefit credits 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 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 18 Revised 11/27/12 Profile, Nutritional Assessment, Diet Program, Body Measurements, Lung Assessment, Consultations, etc. Long-Term Disability Insurance (LTD) Long-term disability is available for all management personnel (except management personnel who are considered fire safety employees) after 30 days of disability. The LTD premium cost is paid by the City._ Employees shall be entitled to combine accumulated vacation leave or e-time with LTD payments for the purpose of achieving the equivalent of their pre-disability salary to the extent allowed by law during any period of nonindustrial disability. Accumulated sick leave mav not be combined with LTD payments. Under no circumstances shall the combination of accumulated leave and LTD payments exceed the employee's pre-disability salary. Former CMWD management employees shall receive LTD benefits as contained in their Individual Agreement. Accidental Death and Dismemberment This is a voluntar>^ program available to any employee w^ho chooses to participate. Employees may select among various levels of coverage which cover accidents and death. The City will pay one third (1/3) 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. The City agrees to work with the City's deferred compensation provider (currently ICMA Retirement Corporation) to implement maintain a personal loan provision for all management employees as soon as administratively possible. It is acknowledged that the City will assist in the administrative set upadministration of this benefit but that the City has no liability if an employee should default on the repayment of such a loan. 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 eamings. Drug and Alcohol Policv It is the policy of the City of Carlsbad to provide a work environment free fi'om the effects of dmgs and alcohol consistent with the directives of the Dmg 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. 19 Revised 11/27/12 Hi 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. For more specific information, contact the Human Resources Department or visit the City's intranet site. Reporting Value of Uniforms to CalPERS Effective May 31, 2010, all fire management employees who are required to wear City-provided uniforms will have the amount of $17.31 reported to CalPERS bi-weekly as special compensation related to the monetary value of the required uniforms, excluding boots. 20 Revised 11/27/12 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20. 21 22 23 24 25 26 27 28 RESOLUTION NO. 2012-257 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, AMENDING THE CITY'S CALPERS EMPLOYER PAID MEMBER CONTRIBUTION (EPMC) FOR UNREPRESENTED MANAGEMENT EMPLOYEES, ELECTED OFFICIALS AND APPOINTED OFFICIALS WHEREAS, the City Council of the City of Carisbad has the authority to implement Government Code Section 20691; and WHEREAS, the Retirement section ofthe Management Compensafion and Benefits Plan applies to unrepresented management employees, elected officials and appointed officials, and specifically provides for a portion of the normal member contributions to be paid by the City; and WHEREAS, the City Council intends to modify the Retirement section of the Management Compensation and Benefits Plan to decrease the Employer Paid Member Contribufion (EPMC); and WHEREAS, the City Council has identified the conditions described below for reduction ofthe EPMC. • This benefit shall apply to all in the following groups and this benefit shall consist of the City paying the related percentage of the normal member contributions as EPMC as noted: Employee Group Effective Date EPMC Percentage 1. Unrepresented Miscellaneous Management Employees 11/26/2012 0% 2. Unrepresented Safety Management (Police and Fire) Employees 11/26/2012 0% 3. Elected Officials 11/26/2012 0% 4. Appointed Officials 11/26/2012 0% NOW, THEREFORE BE IT RESOLVED by the City Council of the City of Carisbad as follows: 1. That the above recitations are true and correct. /// ^7 1 2. That the City Council wishes to comply with Secfion 20691 by adopting this 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 resolufion. 3. That the City Council elects to pay Employer Paid Member Contributions (EPMC), as set forth above. /// SD 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 PASSED, APPROVED AND ADOPTED at a Regular Meefing of the City Council of the City of Carisbad on the 27th day of November, 2012, by the following vote to wit: AYES: NOES: Council Members Hall, Kulchin, Blackburn, Douglas, Packard None. ABSENT: None. MATT IflALL, Mayor ATTEST: LORFWNE Karen R. Kundtz, (SEAL) _ Clerk istant City Clerk <^r3t o/<