SUMMARY OF BENEFITS
DEPUTY DIRECTORS
The positions of at-will Deputy Directors are:
Deputy City Manager (incumbent not at-will)
Deputy Director of Community Services, Parks & Recreation Deputy Director of Development Services (incumbent not at-will) Deputy Director of Finance
Deputy Director of Human Resources/Risk Management
Deputy Director of Public Works
Excerpts from relevant State statutes, City C ouncil Resolutions, and Administrative Policies are found in this document, and are organized alphabetically by subject matter.
ACTING PAY:
The City will grant Acting after an employee has worked in a higher classification for 20 consecutive work days or 20 non-consecutive work days in a 90 calendar day period. To receive Acting Pay, an employee must be fo rmally assigned the duties of the higher classification. This assignment must be confirmed by the processing of a Personnel Action Form (PAF). Acting Pay will be five percent (5%) above the employee’s current base salary rate or Step “A” of the Acting position Classification, whichever is greater, or otherwise, as determined by the City Manager
Subject to the conditions noted above, qualifyin g employees will receive Acting Pay for all days worked in an Acting position, i.e., after 20 consecutive work days or twenty (20) non- consecutive work days in a nine ty (90) calendar day period. The employee will receive Acting Pay retroactive to the first day of serving in the acting capacity.
Source: Resolution No. 97-62
ADDITIONAL DUTY PAY:
Additional Duty Pay may be provided to employ ees who are formally a ssigned the duties of a higher-level class for an extended period of time, anticipated to be in excess of two (2) weeks.
Such assignment will be confirmed by the processing of a Personne l Action Form by the employee’s Department Director. Additional Duty Pay will be granted as a percentage increase to the employees existing base salary only, and will not be less than the amount equal to the entry level salary of the higher level class fo r which the employee is performing duties, nor exceed the maximum salary at the top of the range of said class.
Source: Resolution No. 97-62
BENEFIT BANK:
Employees are provided with a Be nefit Bank for the purchase of medical, dental and/or vision insurance for themselves and their eligible depe ndents. The Benefit Bank total will be equal to the premium cost of HMO medical (at the Kaiser rate), dental and vision coverage for family coverage. Benefit bank change will become effective December 1, 2023. The Benefit Bank amount will be adjusted when new rates beco me effective December 1, 2024. Unused portions of the Benefit Bank will be paid out in the employee's regular paychecks as earned.
Source: Resolutions Nos. 85-54, 86-59, 87-83, 89-195, 91-102, 97-62, 98-40,
SUMMARY OF BENEFITS
DEPUTY DIRECTORS
Created June, 2023 2
2000-47, 2000-69, 2001-76, 2004-022, 2005-008, 2006-021, 2007-49, 2013-046, 2015-054, 2019-050
BEREAVEMENT LEAVE:
Employees are provided with a non-accruing bank of five (5) days (50 hours) for bereavement of an immediate family member.
An "immediate family member" for purposes of th is policy will include the following: spouse, domestic partner, parent, step-par ent, sibling, child, step-child, mother-in-law, brother-in-law, sister-in-law, daughte r-in-law, son-in-law, father-in-la w, grandparent, step-grandparent, grandchild, or any other relative residing within the employee's home.
Source: Resolution Nos. 2000-47, 2000-69, 2001-76, 2019-050
BILINGUAL PAY:
Employees are eligible to receive a $100 allowa nce per month (paid over 24 pay periods) for verbal fluency in any language, other than E nglish, that the Department Director deems necessary, including sign language
, under the following conditions:
a. Certification: A competency examination wi ll be developed and administered by the Human Resources/Risk Management Department to determine empl oyees’ proficiency.
Testing and its frequency are at the discretion of the City. An employee must pass the City’s competency examination to be eligible for Bilingual Pay. b. Department Director Approva l: To be eligible to take the City’s competency examination, an employee must be recommended by the Department Director. Eligibility for the opportunity to test for Bilingual Pay is solely at the employee’s Department Director’s discretion and is not subject to administrative appeal or challenge. The Department Director will make their recommendation based on an assessment of the need for the employee to use bilingu al skills on-the-job. In the event that an employee is approved for Bilingual Pay, then later changes assignment, classification, job duties, or is transferred or promoted, in any manner, a determination may be made by the employee’s Department Director that bilingual skills are no longer required for use on-the-job and this benefit will be removed from the employee with no right of appeal.
An additional $50 Bilingual allowance per month may be granted if the employee’s Department Director determines that the employee uses bilingual skills on an ongoing and consistent basis.
In the event that an employee is approved fo r bilingual pay, then late r changes assignment, classification, job duties, or is transferred or promoted, in any manner, a determ ination may be made by the employee’s Department Director that bili ngual skills are no l onger required for use on-the-job and this benefit will be removed from the employee with no right of appeal.
Source: Resolution Nos. 85-54, 87-83, 91-102, 97-62, 98-40, 2000-47, 2000-69, 2006-021, 2006-025
CERTIFICATE PAY
If a professional certificate is required as part of an employees’ job, it will be paid for in the same manner and subject to the same limits as the American Federation of St ate, County and Municipal Employees (AFSCME) employees.
SUMMARY OF BENEFITS
DEPUTY DIRECTORS
Created June, 2023 3
Certified Access Specialist (CASp) – Qualifying employees are eligible to receive $100 per month (paid over 24 pay periods) if they possess a current CASp certificate.
COMPUTER LOAN PROGRAM
Non-probationary employees are eligible to participate in a Computer Loan Program managed by the Finance Department.
COST OF LIVING ADJUSTMENT:
Increases to employees’ base wages/salary ranges for any represented positions are as follows:
Effective the beginning of the pay period including July 1, 2023: 4% Effective the beginning of the pay period including July 1, 2024: 4%
DEATH BENEFIT:
Employees are provided with $100,000 in life insurance coverage, payable to beneficiary(ies) on file in Human Resources/Risk Management Department at time of death.
In the event of an employee’s death, their bene ficiary(ies) will receive payment of all unused Leave Time at 100% except Sick Leave. Sick Leave Time will be paid out at the rate established by years of service. If the employee would have b een eligible for retirement using the definition in CalPERS, Sick Leave will be paid to the employee’s beneficiary(ies) at 100% cash out of the employee’s accrued Sick Leave on record.
In the event of an employee de ath, and such death is define d by the Workers’ Compensation system as an industrial death, the employee’s bene ficiary(ies) will receive 100% cash-out of the employee’s accrued sick leave on record.
Source: Resolution No. 2000-047, 2000-069
DEFERRED COMPENSATION PLAN:
A deferred compensation plan is available to all employees, providing ta x-deferred savings to serve as a retirement suppl ement. An employee may contribute to the City's designated deferred compensation plan up to the maximum annual amount allowed by federal and state law through a payroll deduction program.
City Contribution
The City-paid contribution to deferred compensa tion is $410 per month. The contribution will be placed in a deferred compensation account selected by the City. Loans are permitted.
Source: Resolution Nos. 86-59, 87-83, 98-40
“Catch-up” Provision
Pursuant to federal and state law, employe es attaining the minim um age of 47, who are within 3 years of their planne d retirement date, may take a dvantage of the 457 Deferred Compensation Plan "catch-up" provisions and allowances as defined in federal and state law.
To the extent allowed by fede ral and state law and the City 's deferred compensation plan administrator, the City will allow, during the three (3) years prior to an employee's planned retirement date, the conversion of accrue d Sick, Vacation, Sick Leave Conversion, Management, and Floating Holiday Leave hours to cash contribution at the employee's base rate of pay in effect at the time of conversion. Leave conversion contributions for the "457
SUMMARY OF BENEFITS
DEPUTY DIRECTORS
Created June, 2023 4
catch-up" shall normally be distributed over an employee's la st three (3) years prior to their planned retirement date. However, based on the total amount of "457 catch-up" contributions available to the employee, accumulated Sick Leave hours, and the employee's designated retirement date, "457 catch-up" contributions may occur over a shorter period of time prior to retirement. To be eligible to participate, the employee must be within 3 years of their planned retirement date, have "457 catch-u p" privileges available to them, be enrolled in the City- sponsored 457 Deferred Compensation Plan.
“Catch-up” – Sick Leave
Employees are not entitled to 100% cash-out of Sick Leave until completion of 5 years of service with the City as the final employer a nd either a qualified se rvice or disability retirement. The City will adva nce employees 47 years of age or older a cash-out of their accrued Sick Leave up to the indexed amount if they choose to utilize the “Catch Up” provision provided through the City’s 457 plan.
In the event an employee separates for any reason other than service or disability retirement from the City prior to being elig ible to receive 100% Sick Leav e pay, said employee will be required to reimburse the excess amount of Sick Leave previously paid out. The reimbursement will be deducted by the City from any or all earned funds available to the employee on separation, without it being necessary for the City to seek a civil judgment for the monies.
In order to participate, the employee will se lect the amount of Sick Leave they want transferred into deferred compensation at the be ginning of each of the 3 years. The amount can be a selected number of hours or a percentage of Sick Leave remaining at the end of the year. The employee’s Sick Leave balance wo uld then decrease comm ensurately with the amount of funds withdrawn.
The employee will continue to accrue Sick Leave hours at the normal rate while participating in this program. “Catch-up” hours advanced will be added back to the employee’s Sick Leave bank for the Sick Leave Program calculation.
“Catch-up”– Vacation Leave
In order to participate, the employee will se lect the amount of Vacation Leave they want transferred into deferred compensation at the be ginning of each of the 3 years. The amount can be a selected number of hours or a percentage of Vacation Leave remaining at the end of the year. The employee’s Vacation Leave ba lance would then decrease commensurately with the amount of funds withdrawn.
The employee maintaining their Vacation Leav e maximum would still be eligible for Vacation Leave incentives, such as Vacation Leave Conversion. The employee will continue to accrue Vacation Leave hours at the normal rate while participating in this program.
“Catch-up”– Other Leave Banks
In order to participate, the em ployee will select th e amount of other leav e (this may be Sick Leave Conversion, Management, an d/or Floating Holiday leave hour s) to be transferred into deferred compensation at the beginning of each of the three (3) years. The amount must be a
SUMMARY OF BENEFITS
DEPUTY DIRECTORS
Created June, 2023 5
selected number of hours of leave. The employee’s leave balance would then decrease commensurately with the amount of funds withdrawn.
“Age 50+ Catch-up”
In the calendar year and employee attains age 50 (or older), they may contribute an additional amount over the normal maximum contribution limit (per the IRS limit). The “Age 50 Catch-up” and “Pre-Retirement Catch-up” provisions may not both be used in the same calendar year. Employees may use accrued Si ck, Vacation, Management, and/or Floating Holiday leave hours to contribute this additional amount.
Contributions to the deferred compensation plan will be discontinued while an employee is receiving Workers’ Compensation payments.
Source: Resolution Nos. 98-09, 98-40, 2019-050
DEFINED CONTRIBUTION PLAN -- 401(a):
This plan, offered in addition to the existing 457 Deferred Compensation Plan, allows employees to defer additional income (beyond what is allo wed in the 457 Plan) as a means of accumulating greater savings for retirement. Participation is voluntary. Employees who elect to enroll in the 401(a) Plan contribute pr e-tax contributions in one of th e established amounts: 1% - 20% inclusive, 25%, or 100%. The City contributes $1 per pay period per pa rticipating employee.
An employee’s election to enroll in the 401(a) Plan is irrevocable. Loans are permitted.
Source: Resolution Nos. 2003-001, 2004-074
DIRECT DEPOSIT
All employees will have funds dir ectly deposited into an account they established for deposit of their payroll checks.
Source: Resolution No. 2019-050
DISABILITY:
The City will pay all premiums for the City-funded Short/Long Term Disability Program and provide it to all full-time, non-probationary employees, with a buy-down program to be effective on the 41st calendar day of disabili ty, with a provision to continue regular benefits and benefit accruals during the “buy-down” and Term Disabil ity coverage periods. Salary continuation effective on the 41st consecutive calendar day of disability will be at a rate of 100% of the employee’s base salary. Effective on the 61st consecutive calendar day of disability, salary continuation will be made at a rate of 66-2/3% of the employee’s base salary. The entire benefit period will not exceed five (5) years.
Source: Resolution No. 86-59
FLEXIBLE BENEFITS SPENDING PLAN:
A Section 125 - Flexible Benefits Spending Plan is available for employee contributions in accordance with IRS regulations.
Source: Resolution No. 2009-043, 2017-049
SUMMARY OF BENEFITS
DEPUTY DIRECTORS
Created June, 2023 6
FLOATING HOLIDAY TIME:
Employees are provided w ith 35 hours of Floating Holiday Time in July of each year (prorated for new hires following completion of 6 months of full-time/continuous service). This time off is used by the employee with the approval of their supervisor.
Employees may cash-out up to 35 hours of Floating Holiday Time, one (1) ti me per fiscal year, in a set number of hours, payable at the employ ee’s existing base rate of pay at the time of request. Payment will be made with the regular payroll check run nearest the request of the cash- out (requires minimum of 10 worki ng days prior to request). Any remaining Floating Holiday Time will be paid out in the final payroll check of each fiscal year.
Except for employees retiring from the City, employees resigning/separating from employment will have Floating Holiday Time credited on a prorated basis (2.916 hours per month), and amounts used/cashed out in excess of those they qualify for are owed back to the City upon separation. The difference will be deducted from the employee’s final check(s), or in the event that sufficient funds are not available, the empl oyee will be responsible to pay back the City within 14 calendar days from the date of separation.
Source: Resolution Nos. 85-54, 86-59, 87-83, 89-195, 97-62, 2000-47, 2000-69, Administrative Policy-Floating Holiday Time
HOLIDAYS:
The City has designated 12 ten-hour holidays as follows:
New Year’s Day Martin Luther King
Presidents Day Memorial Day
Independence Day Labor Day
Veterans Day Thanksgiving Day
Day following Thanksgiving Christmas Eve
Christmas Day New Year’s Eve
Employees must be paid for the regularly scheduled workda y which immediately follows a holiday in order to receive pa y for that holiday. When a holiday falls on a Saturday, the preceding Friday will be the holiday. When a holiday falls on a Sunday, the following Monday will be the holiday.
Source: Ordinance 2002-03; Resolution Nos. 85-54, 86-59, 96-86, 2001-76, 2019-050
HOLIDAY CLOSURE:
The City reserves the right to close non-safety facilities between Christmas Eve and New Year's Day. Employees may use accru ed Vacation, Floating Holidays, Sick Leave Conversion or remain in an unpaid leave status during this period.
The City shall have the discretion to adva nce Vacation time, which will be earned by the employee in the future, to thos e employees who request it and who do not have any current Vacation, Floating Holiday, or Sick Leave Conversion and do not wish to be in an unpaid leave status during the closure.
SUMMARY OF BENEFITS
DEPUTY DIRECTORS
Created June, 2023 7
Based on the organizational needs, certain classifications may be required to work during the holiday closure. This determination will be made by the Department Director.
HOLIDAY TIME COMPENSATION BANK:
When a City-designated holiday is observed on an employee’s scheduled day off, then said holiday hours shall be deposited within a holiday time compen sation bank. Holiday hours shall be utilized within 90 days after said hours appear in the employees’ leave bank.
Accrued holiday hours, which have not been utilized within the time restriction described herein, shall be removed from the records without further compensation.
If an employee’s written request to use the holid ay time is denied, then the above described 90 day time period shall be extended by 60 cal endar days from the date that the 90 th day expired.
An additional concurrent 60 calendar day extension may be approved until use of the holiday time is both granted and utilized, or stricken from the employee’s account.
Employees who have properly and timely initiated a written request to utilize a holiday, with said request being denied as described herein, shall not be compelled to utilize the holiday hours on a day which is unacceptable to the employee. The only circumstance in which an accumulated holiday shall be converted to cash, is where th e employee separates from City employment (for any reason) and has one or more accumulated holidays on account on the effective date of the separation. In such case, the ac cumulated holiday shall be convert ed to cash at the hourly rate existing at the time of separation and in an amount equivalent to the number of hours constituting a “workday” at the time of separation.
Source: Resolution No. 2016-047
JURY DUTY:
It is the policy of the City that no employee be compensated for jury service in excess of ten (10) working days during any fiscal y ear. A “working day” shall be defined as a regularly scheduled day of work for the affected employee.
For all jury service, employees ar e required to deliver a jury duty certification form at the end of the required jury duty to verify such service. Employees required to serve on a jury must report to work before and after jury duty provided ther e is an opportunity for at least one hour (1) of actual work time.
Source: Resolution No. 96-86, 2019-050
LICENSING RENEWAL FEE FOR REGISTERED ENGINEERS:
The City shall pay the employee cost of the re newal fee for Registrati on as a Professional Engineer in the State of California. If the employee who has been provided with fee payment resigns prior to the expiration of the license, the fee must be refunded to the City.
Source: Resolution No. 91-102
LIFE INSURANCE:
Employees are provided with a total of $100,000 in life insurance coverage.
See also Death Benefit section.
SUMMARY OF BENEFITS
DEPUTY DIRECTORS
Created June, 2023 8
Source: Resolution Nos. 85-54, 87-83, 2000-47, 2000-69
LONGEVITY PAY
Employees are eligible for longevity pay as a one-time lump sum payout as follows:
20 years of service - $1,000 paid in a lump sum at time of anniversary. 25 years of service - $1,500 paid in a lump sum at time of anniversary. 30 years of service - $2,000 paid in a lump sum at time of anniversary. 35 years of service - $2,500 paid in a lump sum at time of anniversary. 40 years of service - $3,000 paid in a lump sum at time of anniversary. 45 years of service - $3,500 paid in a lump sum at time of anniversary.
Employees will receive a one-time payment if currently having met one of the anniversaries above. For example, if an em ployee has worked for the City for 31 years, the employee would receive a one-time payment of $2,000. Upon reaching their 35 ye ar anniversary, the employee would receive Longevity Pay of $2,500.
MANAGEMENT LEAVE:
Employees are provided with 60 Management Leave hours in the first pay period in July of each fiscal year. Management Leave is non-accruing and shal l not be carried from one fiscal year to the next. Newly hired management employees or current employees promoted into management will receive a prorated Management Leave benefit.
Up to 30 hours of Management Leave may be ca shed out at any time during the fiscal year by making a request to the Finance Department. Employees shall use all management leave time no later than the ending date of the second payroll in June (this payroll period does not extend into July). Any unused Management Leave on record at the ending date of the second payroll in June will be cashed out, up to 30 hours maximum.
An additional 60 hours of Management Leave may be granted by the Department Director with a corresponding ability to convert these hours to cash.
Except for employees retiring from the City, employees resigning/separating from employment will have Management Leave credited on a prorat ed basis (5 hours per month), and amounts used/cashed out in excess of thos e they qualify for are owed back to the City upon separation.
The difference will be deducted from the employee’s final check(s), or in the event that sufficient funds are not available, the employee will be responsible to pay back the City within 14 calendar days from the date of separation.
Source: Resolution Nos. 85-54, 87-83, 97-62, 2000-047, 2000-69, 2007-049; Administrative Policy-Management Leave
MILEAGE REIMBURSEMENT:
The City shall use the standard rate establishe d by the Internal Revenue Service to calculate reimbursement for mileage.
Source: Resolution No. 96-86
SUMMARY OF BENEFITS
DEPUTY DIRECTORS
Created June, 2023 9
MILITARY LEAVE:
Under certain conditions, employees ordered to active duty may receive wa ge continuation and benefits for up to one year. Cost of living adjustments will be received and leave accruals will continue during the first year of ordered active duty.
(Military and Veterans Code section 395.01 et seq.; Resolution Nos. 85-54, 2001-66
PERFORMANCE EVALUATION:
Employees will receive an annual performance evaluation and consideration of a salary adjustment within the Merit Zone and the Outstanding Zone established by the date of hire.
Salary adjustments will be based on individual performance and contribution.
Source: Resolution No. 97-62
PERSONNEL FILE (RESPONSE TO DOCUMENTS PLACED WITHIN):
An employee is limited to 30 calendar days from service of an adverse document in which to respond to said document placed in his/her Personne l File. If the affected employee, or the affected employee’s representative, requires additio nal time to prepare a response, either party may, in writing, notify the Direct or of Human Resources/Risk Management and an additional 30 days extension will be granted.
Source: Resolution No. 2000-47
RECRUITMENT INCENTIVES:
For recommendation resulting in Sworn hire:
$2,000 at hire + $500 upon completion of probation for entry level; $4,000 at hire + $1,000 upon completion of probation for lateral.
For recommendation resulting in hire of Public Safe ty Dispatcher or Public Safety Dispatcher Supervisor:
$2,000 at hire + $500 at time of completion of probation.
NOTE: Any Police Department personnel who are as signed to the Backgrounds and Training Unit or who are given any work responsibility related to the recruitment and hiring of employees are not eligible for this benefit unless the recomm endation for hire is made independent of their duties as a Recruitment Team Member, i.e., outside of the work hours in which they are formally assigned to serve in th e capacity of “Recruiter”. In or der to receive incentive pay, the Recruitment Team Member must prepare a written memorandum to the Chief of Police, detailing the circumstances under which contact was made with the individual recommended for hire.
Upon the Chief’s review and approval of this s ubmission, in complianc e with the guidelines established for the Hiring Incentive Program, the Recruiter may receive the same hiring incentive compensation afforded to non-Recruitment Team Members.
Source: Resolution Nos. 2006-021, 2007-056, 2013-046
REHIRE POLICY:
Any employee who resigns from City employment and at the time of resignation is noted as being subject to rehire, and who is in fact rehired later than six (6) months after the effective date of resignation and then employed in his or her former cl assification, or in a position within the classification series held at the time of resignation and in a comparable or lower rank, shall serve
SUMMARY OF BENEFITS
DEPUTY DIRECTORS
Created June, 2023 10
the same probationary period that any new hire would otherwise serve and shall be otherwise subject to all terms and conditions of employment applicable to any newly hired employee. The only exception shall be that any employee rehired shall have th eir seniority level and leave accrual rates determined based upon the number of y ears of service with the City of Chino prior to the resignation.
Employees rehired by the City under the City’s Re hire Policy will be allowed to buy back any time cashed out at time of separation. Said buy b ack shall be at the hourly rate existing upon rehire. Sick leave on record at the time of separation that was not compensated for will be reinstated.
Source: Resolution Nos. 96-86, 97-62
RETIREMENT:
Retirement Plans – The City has a three-tier retirement plan as follows:
A. Employees hired before the contract amendment with CalPERS effective October 16, 2011, will continue to be eligible for the 2.7% at 55 Plan, with the single highest year final compensation.
B. Employees hired on or afte r the contract amendment with CalPERS effective October 16, 2011 will be enrolled in the 2% at 55 Plan, with a 3-year average final compensation.
C. Employees hired on or af ter January 1, 2013, will be enrolled in the 2% at age 62 (PEPRA) Plan with a 3-year average final compensation.
Member Contribution to CalPERS
Members will contribute the employee rate of c ontributions each payroll. All employee paid contributions to CalPERS will be made on a pre-tax basis, in accordance with IRS section 414 (h)(2) and CalPERS guidelines:
A. 2.7% at 55, if hired before October 16, 2011:
1) Employee contribution rate – 8% of reportable compensation.
B. 2% at 55, if hired on or after October 16, 2011:
1) Employee contribution rate – 7% of reportable compensation.
C. 2% at age 62 (PEPRA) if entering CalP ERS membership on or after January 1, 2013 1) Employee contribution rate – 7.25% of reportable compensation (subject to change).
Fourth Level 1959 Survivor Benefit – The City will pay all costs associated with this benefit.
Source: Resolution Nos. 1496, 85-54, 89-195, 91-102, 96-86, 97-62, 98-40, 98-50, 2000-47, 2000-69, 2006-021, 2011-30, 2015-054 and California Public Employee Pension Reform Act of 2013 (PEPRA)
RETIREMENT HEALTH SAVINGS (RHS) PLAN:
A Retirement Health Savings Plan is established in accordance with IRS regulations, consisting of employee contributions only.
Employees will contribute $25 per pay period on a pre-tax basis. Upon separation or retirement, employees will contribute 50% of all qualifying accrued Sick Leave to the plan.
Source: Resolution No. 2007-049
SUMMARY OF BENEFITS
DEPUTY DIRECTORS
Created June, 2023 11
SALARY ADJUSTMENTS:
All adjustments to an employee’s salary shall be made at the start of the pay period in which the salary adjustment becomes effective.
Source: Resolution Nos. 2000-47, 2000-69, Employee Handbook
SEPARATION FROM CITY:
At the discretion and approval of the Department Director, empl oyees may be allowed to extend their last day of employment through the use of leave time one (1) pay period beyond that day on which the employee actually reports to work.
Source: Resolution No. 97-62
SICK LEAVE:
Upon hire, employees will be credited with 30 hour s or three (3) days of Sick Leave, whichever is greater, which can be used following the completion of 90 days of continuous full-time employment. Following the 90
th day of employment, for each calendar month in which the employee is paid for more than two-thirds (2/3) of the working days in such month, employees accrue 10 hours of Sick Leave per month to a maximum accrual of 1,080 hours.
If an employee changes status (e.g. changes fro m full-time to part-time employment), or separates from this bargaining group, the employee will be subject to the new bargaining group’s MOU or Summary of Benefits.
Upon notice of resignation or re tirement from the C ity, any Sick Leave usage requested will require a doctor’s note or certification. If docum entation is not received, the employee will not receive payment for any Sick Leave hours used.
Source: Labor Code sections 233-234; Resolution Nos. 85-54, 86-59,2015-046; Administrative Policies-Sick Leave Usage--Examination & Treatment, Sick Leave Usage--Birth of Child, Use of Leave Time for Care of Family Members, Sick Leave Usage--Pre-Employment Physical Examination
SICK LEAVE BUY BACK:
At separation of employment the City will buy back a percentage of the employee’s accrued sick leave hours, at the hourly base rate of pay at th e time of separation. This benefit is contingent upon non-retirement, non-disc iplinary separation, and completi on of five (5) years full-time employment with the City.
Completed Years of Service % of Sick Leave Converted to Compensation
5 years 30%
10 years 35%
15 years 40%
20 or more years 45%
The City shall buy back 100% of the employee’s accrued Sick Leave hours for a service or disability retirement fo llowing five (5) years of full-time em ployment with the City as the final employer. The percentages may be adjusted in accordance with the Reti rement Health Savings Plan elections and provisions for affected individuals, per IRS regulations.
SUMMARY OF BENEFITS
DEPUTY DIRECTORS
Created June, 2023 12
Source: Resolution Nos. 85-54, 87-83, 2007-56
SICK LEAVE CONVERSION TO PERSONAL LEAVE:
For employees who have earned sick leave accrual benefits for one (1) fu ll fiscal year, Sick Leave may be converted to Personal Leave in accordance with the following schedule.
A
Sick Leave
Days (10 hours)
Earned
B
Annual Sick
Leave Days
(10 hours) Used
C
Personal Leave
Days (8 hours)
Conversion
D
Up to 56 hours of Sick
Leave in excess of 960
hours limit Converted to
Pay
12 days (120 hrs) 0 8 da ys (64 hrs) 0 + 64 + 56 = 120 hrs 11 days (110 hrs) 1 da y (10 hrs) 7 days (56 hrs) 10 + 56 + 54 = 120 hrs 10 days (100 hrs) 2 da ys (20 hrs) 6 days (48 hrs) 20 + 48 + 52 = 120 hrs 9 days (90 hrs) 3 da ys (30 hrs) 5 da ys (40 hrs) 30 + 40 + 50 = 120 hrs 8 days (80 hrs) 4 da ys (40 hrs) 4 days (32 hrs) 40 + 32 + 48 = 120 hrs 7 days (70 hrs) 5 da ys (50 hrs) 3 da ys (24 hrs) 50 + 24 + 46 = 120 h rs 6 days (60 hrs) 6 da ys (60 hrs) 2 da ys (16 hrs) 60 + 16 + 44 = 120 hrs
Personal Leave must be taken as time off with Department Director approval and may not be carried from one fiscal year to the next. C onverted Personal Leave that is not used will be credited to Sick Leave at the end of a fiscal year if credited hours do not exceed the 1,080 hours Sick Leave limit.
Source: Resolution Nos. 86-59, 91-102
SICK LEAVE HIRING INCENTIVE:
New employees may be eligible to be credited with 200 hours of Sick Leave employer so long as the prior employer did not compensate the employ ee for sick leave hours in the same amount or greater.
SICK LEAVE PROGRAM:
Employees having in excess of 96 0 hours of accumulated sick leav e on the last pay period in June will be paid in the final paycheck of th e fiscal year, an amount computed at the then existing hourly rate for each hour in excess of 960 hours, up to a maximum of 56 hours.
Source: Resolution Nos. 87-83, 91-102
SPECIAL COMPENSATION PAYMENT SCHEDULE:
Employees eligible to receive special compensation benefits which are a percentage of base pay, will receive compensation paid over 26 pay periods each fiscal year. All other special compensation, such as Bilingual Pay, will receive compensation paid over 24 pay periods each fiscal year. Special compensation will be report ed in accordance with app licable sections of the California Government Code , California Code of Regulations, and the City’s contract with the California Public Employee’s Retirement System.
Source: Resolution No. 2019-050
SUMMARY OF BENEFITS
DEPUTY DIRECTORS
Created June, 2023 13
TUITION ADVANCE PROGRAM:
Full-time, non-probationary employees who desire to enroll in an accredited college/university degree program or professional de velopment course, are eligible for tuition advancement up to a maximum of $3,500 per fiscal year. A Tuition A dvancement Form must be received by the Human Resources/Risk Management Department fo r review and approval before and advance will be provided. Budgeted funds must be availa ble to cover tuition advance and no expenditure beyond the approved budget allocation will be authorized to cover any amount of any employee’s educational expenses.
The non-probationary status requirement does not pertain to those employees who are considered to hold probationary status due to a promotio n into a new position in the City. Affected employees are required to complete one year of service with the City from the date of completion of course work to be eligible for this benefit. Individuals voluntarily separating from the City prior to completion of one year of service with the City from date of completion of course work will be required to reimburse the City for funds advanced to them under this program. Said reimbursement shall be deducted from any separation check to be distributed to the employee, no matter what the nature of the funds, without the necessity of a judgement being mandated on behalf of the City.
A college or university shall be defined as an institution accredited by the Western Association of Schools and Colleges Senior College and University Commission (WASC), the Accrediting Commission of Community and Junior Colleges (ACCJC), Northwest Commission on Colleges and Universities (NWCCU), Southern Asso ciation of Colleges and Schools Commission on Colleges (SACSCOC), Middle State Commission on Higher Education (MSCHE), New England Association of Colleges and Schools (NEASC) or an instituti on listed on the Higher Learning Commission (HLC). Other accreditations may be eligible upon review by the Human Resources Department.
Advanceable expenses will include books, tuition, pa rking and registration/enrollment fees. All required fees such as health-related fees, “g ym” fees and other misce llaneous fees, whether billed as “tuition” or otherwise required of the institution are eligible. Items such as paper, pens, notebooks, and printing fees will not be eligible.
Employees agree that upon accepting a tuition advance from the City, the employee is responsible to provide the City w ith verification of completion of class(es), grade(s) and receipts for expenses within 60 calendar days from the da te of final course work (as indicated on the request for tuition advance form submitted by the employee). In the event that the educational institution attended does not provi de the employee with verificati on of completion or grades or receipts within this 60 calendar days timefra me, the employee is responsible to notify the Director of Human Resources/Risk Management , in writing, of such and an additional 60 calendar days extension will be granted. In the event that an employee does not provide verification of completion of class(es), grade(s) a nd receipts for expenses at the end of either the initial 60 calendar days or at th e end of the extension of an a dditional 60 calendar days (to 120 calendar days total), the City will have the righ t to automatically make a payroll deduction from the employee's next regular payroll check in an amount equal to the amount of tuition funds advanced.
SUMMARY OF BENEFITS
DEPUTY DIRECTORS
Created June, 2023 14
Source: Resolution Nos. 85-54, 87-83, 89-195, 91-102,
96-86, 97-62, 2015-054
TUITION REIMBURSEMENT – ENHANCED PROGRAM:
Employees who have incurred otherwise reimbursable tuition cost in an amount greater than the maximum amount available shall be eligible to receive additional reimbursement to the extent that tuition reimbursement funds are available at the end of each fiscal year. No such distribution will be made until the conclusion of th e fiscal year in order to verify the number of employees making application fo r the enhanced benefit. Employees must submit a tuition reimbursement invoice to the Hu man Resources/Risk Management Department no later than May 1 of each year in order to participate in this enhanced program.
It shall remain the individua l employee’s responsibility to apply for and receive written authorization to participate in a tuition reimbursable course prior to any such enrollment.
Source: Resolution No. 96-86, 2015-054
VACATION LEAVE:
Maximum accrual of vacation is 400 hours. Upon termination of employment, accrued vacation will be paid at the employee’s then existing hourly rate of pay. New employees with less than six (6) months of City service are ineligible to receive Vaca tion Leave buy back. It is the responsibility of employees to schedule vacation time off for rest and rec uperation in order that earned vacation time in excess of 400 hours will not be removed from the records.
Months of Completed Service Annual Vacation Accrual
6 – 24 12 da ys p/year (10.0000 hours p/month)
25 – 48 15 da ys p/year (12.5000 hours p/month)
49 – 108 18 da ys p/year (15.0000 hours p/month)
109 – 120 19 da ys p/year (15.8333 hours p/month)
121+ 20 da ys p/year (16.6666 hours p/month)
Vacation leave will be taken at a time approved by the Department Director with due regard for the wishes of the employee and particular regard for the needs of the C ity. Unless otherwise provided by Department rules, em ployees must submit vacation requests to th eir supervisor at least seven (7) calendar days prior to the intende d start of vacation. No person will be permitted to work for compensation for the City during his/ her vacation except with prior approval of the City Manager or designated representative. In the event that one or more City holidays fall within an annual vacation leave, the holidays w ill not be charged as vacation leave; however, extension of the vacation leave for the period of such holiday(s) is subject to approval of the City Manager.
A temporary increase in the total vacation ho urs accrued (in excess of 400 hours) may be approved by the Department Dire ctor and notification to Finance to affect this temporary exception.
Source: Resolution Nos. 85-54, 86-59, 2005-008
SUMMARY OF BENEFITS
DEPUTY DIRECTORS
Created June, 2023 15
VACATION LEAVE BUY BACK:
At separation or retirement, 100% of accrued vacation leave, to a maximum of 400 hours, will be paid at the employee’s existing ba se rate of pay. New employees with less than six (6) months of service are ineligible to receive vacation leav e buy back. The percentages may be adjusted in accordance with the Retirement Health Savings Plan elections and provisions for affected individuals, per IRS regulations.
Source: Resolution No. 86-59, 2005-008
VACATION LEAVE CONVERSION:
Employees who have accumulated a minimum of 120 vacation hours may convert a maximum of 80 hours of vacation leave to pay per fiscal year. Employees may convert leave to pay in April and/or November of each year, calculated at the employee’s hourly base rate of pay at the time of conversion. Six (6) months prio r to date of conversion, half* the number of accrued leave hours requested, excluding sick leave, must have been taken as time off.
*This usage requirement is waived for “active” military personnel.
Source: Resolution Nos. 87-83, 89-195, 96-86, 98-40, 2006-021
WORKERS’ COMPENSATION PROGRAM:
Whenever any employee of the City is disabled whether temporarily or permanently by injury or illness arising out of, and in the course of, his/her duties the employee will be compensated as follows: On the first, second, and third day of the injury employees will use accrued Sick, Vacation, Floating Holiday, Management and/or Compensatory Leave Time for full salary continuance.
Commencing the fourth day of the injury, the City will continue the employee’s salary at a rate of 66-2/3% of the current monthly salary, less any applicable deductions (i.e., credit union, health insurance coverage), for a period not to ex ceed 12 months. If the di sability extends for a period beyond 14 calendar days th e City will credit the employee for the first three (3) days of Sick Leave used. If hospitalizatio n is required the firs t, second, and third days off are picked up by the City through the Workers’ Compensation program.
Source: Labor Code section 4850; Resolution No. 85-54
WORKERS’ COMPENSATION PREMIUM PAYMENT:
In the event of a work-related illness or injury, which results in a permanent disability settlement, the City will provide a 10% premium benefit payment provided the following occurs:
That the Workers’ Compensation Appeals Board approves the total settlement, including the 10% premium benefit.
That neither a “Notice of Claim” nor “App lication for Adjudicati on of claim” will have been filed or served against the City of Chino.
That the injured employee has diligently sought medical attention as prescribed by the treating physician(s) approved by the City.
That the injured employee and the City have employed the guidance of the State Department of Industrial Rela tions Office of Information and Assistance to resolve any outstanding issues or misunderstandings.
SUMMARY OF BENEFITS
DEPUTY DIRECTORS
Created June, 2023 16
Representation is a legal right recognized by statutory law. Nothing precludes an employee from retaining legal counsel or repres entation; however, the premium benefit offered is only available in cases handled without the involvement of lega l counsel. This is done in recognition of the cost savings that result in non-litigated cases that can be passed on to the ill or injured worker.
Source: Resolution No. 97-62
SAVINGS CLAUSE:
Should any clause in this Summary of Benefits be held invalid by la w and/or a court of competent jurisdiction, then only that clause will be stricken and the remainder of the Summary of Benefits will be in full force and effect.
MAINTENANCE OF EXISTING BENEFITS:
All wages, hours and other terms and conditions of employment no t specifically altered by this Agreement and presently enjoyed by the employees will remain in full force and effect during the term of this agreement unless determined by a court of law to be unlawful.
IMPLEMENTATION:
These benefits are subject to consideration and approval by the City Ma nager of the City of Chino and will only be implemented upon adoption by the City Council.