1 TO: City Council
FROM: Ryan Smoot, City Manager
MEETING DATE: May 2, 2023
SUBJECT: Resolutions Amending Compensation Plan for Full-Time Non-Represented Employees for the period of July 1, 2022 – June 30, 2024, and Amending the List of Positions for FY 22-24
RECOMMENDATION
Adopt resolutions amending the Compensation Plan for Full-Time Non-Represented Employees for the period of July 1, 2022 – June 30, 2024; amending the List of Positions for Fiscal Year 22-24 adding the position of Accountant; and adopting the Accountant Job Classification.
BACKGROUND/ANALYSIS
Payroll Functions
In December of 2022 the City’s Finance Supervisor retired leaving a vacancy in the Administrative Services Department. Since that time, the Administrative Services Director has been handling payroll-related duties in addition to her normal job duties.
As part of the classification study that was completed last year, it was recommended by Koff and Associates that once the Finance Supervisor position became vacant that it be reclassified to Payroll Specialist which more accurately reflects the duties performed by the position. The City conducted a recruitment for this position and was not successful in finding a candidate (the majority of candidates had limited public sector payroll experience).
Today more than ever, public payroll is becoming more complex in its implementation. In addition to standard payroll entries, the incumbent employee responsible for payroll must also have a strong working knowledge of benefits withholdings, wage garnishments, worker’s compensation claims, voluntary deductions, preparation of quarterly and annual federal and state tax reports, processing of various retirement benefits and related CalPERS report and documentation submittals.
Item No. 7i
CITY OF LOMITA
CITY COUNCIL REPORT
2 After further evaluation/analysis, we found that a number of cities utilize an Accountant (that specializes in payroll) to handle these duties. The Accountant position is a journey level classification with a higher educational and experience requirement as compared to the Payroll Specialist. By authorizing this position, we expect to have a solid recruitment and subsequent successful new hire. The Accountant position will also assist the Administrative Services Department with other finance-related duties.
Vacation Accrual Amendment for Certain Non-Represented Positions Currently, the City has two categories of vacation accrual for non-represented employees (executive management and other non-represented). The executive management vacation accrual is based on total years of service with all public agencies. The non-represented vacation accrual is based on total years of service with only Lomita. As part of this amendment, it is recommended that vacation accrual for all non-represented positions be based on total years of service with all public agencies consistent with the executive management vacation accrual group (with a slightly lower vacation accrual rate) in order to enhance retention and recruiting efforts going forward.
POLICY AMENDMENTS FOR NON-REPRESENTED EMPLOYEES
The policies below would be amended for the non-represented employee group as part of the revisions to their comp plan. In the future, as we finalize the process of meeting and conferring with the represented employees a side letter with these groups will be brought back for Council consideration that includes these policy amendments.
Bereavement Policy Amendment
Pursuant to the State’s amended bereavement law (AB1949) which took effect on January 1, 2023, the City’s Bereavement Policy for non-represented employees has been amended to be consistent with state law. A total of five (5) bereavement days (4 paid days for out-of-state travel and 3 paid days for in-state) may be taken for an eligible event.
Employees may use other accrued leave including sick leave for the additional days up to 5. The bereavement days may be taken within 3 months. The City is currently working on a side letter with the represented employees to amend their bereavement policy.
Use of Personal Holiday Hours
Current City policy requires the use of accrued personal holiday hours to be used by June 30th in the fiscal year accrued. Recommendation would be to eliminate this requirement and establish a cap of 80 hours for a personal holiday bank. Any existing accrued personal holiday hours would be carried over into this bank effective July 1, 2023.
OPTIONS:
1) Provide alternative direction.
3 ATTACHMENTS
1) Resolution No. 2023-08 for a Compensation Plan for Full-Time Non-Represented Employees
2) Resolution No. 2023-09 Amending the List of Authorized Positions for Fiscal Year 22-23
3) Accountant Job Classification
FISCAL IMPACT
There will be an annual salary savings of $1,709/month or $20,508 annually (at Step 1) with the reclassification of the Finance Supervisor to Accountant (Payroll).
Prepared by: Approved by:
___________________________
Gary Y. Sugano Ryan Smoot
Assistant City Manager City Manager
RESOLUTION NO. 2023-08
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LOMITA,
CALIFORNIA, APPROVING A COMPENSATION PLAN FOR
NONREPRESENTED EMPLOYEES FOR FISCAL YEARS 2022-23
THROUGH 2024-25 AND RESCINDING RESOLUTION NO. 2022-33
WHEREAS, Section 36506 of the Government Code requires the City Council to prescribe the time and method of payment of salaries and wages of officers and employees of the City.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF LOMITA DOES HEREBY RESOLVE, DETERMINE AND ORDER AS FOLLOWS:
SECTION 1. The Compensation Plan for Non-Represented Employees, attached hereto is approved in its entirety shall be effective July 1, 2022 through June 30, 2025, replacing Resolution No. 2022-33 unless otherwise amended or rescinded.
SECTION 2. The Mayor, or presiding officer, is hereby authorized to affix his/her signature to this Resolution signifying its adoption and the City Clerk, or her duly appointed deputy, is directed to attest thereto.
PASSED, APPROVED AND ADOPTED this 2
nd day of May 2023.
Barry Waite, Mayor
ATTEST
_____________________________________
Kathleen Horn, Gregory, MMC, City Clerk
APPROVED AS TO FORM:
_____________________________________
Trevor Rusin, City Attorney
Attachment No 1
Resolution No. 2023-08
2 COMPENSATION PLAN FOR NON-REPRESENTED EMPLOYEES
This compensation plan is entered into between the City of Lomita (City) and the FullTime Non-Represented Employees. This plan shall not apply to Lomita City Employees Association represented employees.
ARTICLE 1. APPLICABLE EMPLOYEES
Section 1.1. The following City employees shall constitute the full-time non-represented classifications:
Accountant
Administrative Services Director
Assistant City Manager
Chief Water Operations Manager
City Clerk
Community and Economic Development Director
Deputy City Clerk
Management Analyst
Parks and Recreation Director
Public Works Director
Public Works Superintendent
Recreation and Facilities Manager
Recreation Manager
Senior Accountant
Senior Human Resources Analyst
Senior Management Analyst
Resolution No. 2023-08
3 ARTICLE 2. COMPENSATION AND HOURS
COST OF LIVING ADJUSTMENT (COLA)
Section 2.1. Effective the first full pay period after July 1, 2022, full-time represented employees as listed in Article I shall be entitled to a 3.5% base salary increase.
Section 2.2a. Effective the first full pay period after July 1, 2023, full-time represented employees as listed in Article I shall be entitled to a 2% base salary increase.
Section 2.2b. Effective the first full pay period after July 1, 2024, full-time represented employees as listed in Article I shall be entitled to a 2% base salary increase.
SALARY RANGES AND CLASS TITLES
Section 2.3. The attached exhibits (1-4) are assigned to classes covered by this comp plan effective the first full pay period after July 1, 2022, through June 30, 2025. Effective the first full pay period after July 1, 2022, the new salary schedule (Exhibit 1) would be implemented for purposes of placing positions within the new salary schedule. Exhibit 2 would be implemented for purposes of the 3.5% COLA effective the first full pay period after July 1, 2022. Exhibits 3 and Exhibits 4 would be effective the first full pay period after July 1, 2023, and July 1, 2024.
Salary Schedule Title
42 Accountant
69 Administrative Services Director
74 Assistant City Manager
52 Chief Water Operations Manager
52 City Clerk
68 Community & Economic Dev. Director
37 Deputy City Clerk
39 Management Analyst
66 Parks and Recreation Director
70 Public Works Director
52 Public Works Superintendent
53 Recreation and Facilities Manager
50 Recreation Manager
48 Senior Accountant
46 Senior Human Resources Analyst
45 Senior Management Analyst
Resolution No. 2023-08
4 ARTICLE 3. BENEFITS
INSURANCE CONTRIBUTION (CAFETERIA PLAN)
(Does not apply to part-time employees.)
Section 3.1. The City will contribute based on a sliding scale per Section 4.2 a specific dollar amount each month to each full-time employee to be used toward the purchase of the following benefits for the employee and the employee's dependents:
• Health Insurance
• Dental Insurance
• Vision Insurance
• Life Insurance
• Long Term Care Insurance
Each employee is required to purchase a health insurance plan unless the employee provides evidence of other health insurance coverage.
Commencing July 1, 2005, half (50%) of the total contribution amount as provided by the City for insurance benefits, not used by the employee for such benefits may be contributed to the employee's ICMA deferred compensation account upon written option by the employee to the Human Resources Officer.
CAFETERIA PLAN SUMMARY
Section 3.2. Following the first full pay period starting on July 1, 2022, the City shall increase its contribution to the employee cafeteria plan for benefits including insurance as follows:
Employees with 2+ Dependents for Medical or Dental Insurance The City shall contribute an additional $100 per month to the employee cafeteria plan, for a total of $1,305 per month.
Employees with 1 Dependent for Medical or Dental Insurance The City shall contribute an additional $100 per month to the employee cafeteria plan, for a total of $1,265 per month.
Employee Only for Medical or Dental Insurance
The City shall contribute an additional $100 per month to the employee cafeteria plan, for a total of $1,243 per month.
Employees with Spouse Coverage or No Health Insurance through the City The City shall contribute an additional $100 per month to the employee cafeteria plan for a total of $1,220 per month.
Section 3.3. Effective the first full pay period starting on July 1, 2023, the City shall increase its contribution to the employee cafeteria plan for benefits including insurance as follows:
Resolution No. 2023-08
5 Employees with 2+ Dependents for Medical or Dental Insurance The City shall contribute an additional $100 per month to the employee cafeteria plan, for a total of $1,405 per month.
Employees with 1 Dependent for Medical or Dental Insurance The City shall contribute an additional $100 per month to the employee cafeteria plan for a total of $1,365 per month.
Employee Only for Medical or Dental Insurance
The City shall contribute an additional $100 per month to the employee cafeteria plan for a total of $1,343 per month.
Employees with Spouse Coverage or No Health Insurance through the City The City shall contribute an additional $100 per month to the employee cafeteria plan for a total of $1,320 per month.
Section 3.4. Effective the first full pay period starting after July 1, 2024, the City shall increase its contribution to the employee cafeteria plan for benefits including insurance as follows:
Employees with 2+ Dependents for Medical or Dental Insurance The City shall contribute an additional $100 per month to the employee cafeteria plan, for a total of $1,505 per month.
Employees with 1 Dependent for Medical or Dental Insurance The City shall contribute an additional $100 per month to the employee cafeteria plan for a total of $1,465 per month.
Employee Only for Medical or Dental Insurance
The City shall contribute an additional $100 per month to the employee cafeteria plan for a total of $1,443 per month.
Employees with Spouse Coverage or No Health Insurance through the City The City shall contribute an additional $100 per month to the employee cafeteria plan for a total of $1,420 per month.
RETIREMENT AND PRE-TAX OF EMPLOYEE CONTRIBUTIONS
Section 3.4a. Employee Retirement Contributions.
Effective the first full pay period starting after July 1, 2017, all full-time represented employees in the Tier 1 group (2.5%@55 retirement formula) hired prior to February 19, 2012 shall pay the full 8% of the employee’s PERS contribution.
Full-time employees in the Tier 2 (2%@60) and Tier 3 (PEPRA – 2%@62) retirement groups pay their full employee contribution, currently 7% for Tier 2 and 50% of the normal cost of retirement for Tier 3. Employee contributions shall continue to be collected on a pre-tax basis.
RETIREMENT COST SHARING
Resolution No. 2023-08
6 Section 3.4b. Effective the first full pay period starting after July 1, 2018, the parties agree pursuant to Government Code section 20516(a),(f), that each Tier 1 employee shall share the cost of the employer CalPERS contributions at the rate of 0.5% which shall be made through payroll deductions. The .5% cost sharing shall be in addition to the retirement contribution in Section 3.4a. No cost sharing for Tier 2 and 3 employees.
Effective the first full pay period starting after July 1, 2019, the parties agree pursuant to Government Code section 20516(a),(f), that each Tier 1 employee shall share the cost of the employer CalPERS contributions at the rate of an additional 0.5% (for a total of 1%) which shall be made through payroll deductions. The 1% cost sharing shall be in addition to the retirement contribution in Section 3.4a. No cost sharing for Tier 2 and 3 employees.
RETIREMENT FORMULA SUMMARY
Section 3.5. The following table lists the City’s 3 retirement tiers and corresponding retirement formula.
Tier Formula
Tier 1 (those employees hired prior to February 19,
2012)
2.5%@55
Tier 2 (classic members* as defined by PERS and
employees hired between February 19, 2012 to
December 31, 2012)
2%@60
Tier 3 (PEPRA – those employees hired on or after
January 1, 2013)
2%@62
*A classic member is an employee who first established CalPERS membership prior to January 1, 2013, and who is rehired by a different CalPERS employer without a break in service of greater than six months.
Applicable to Tier 1
Final Average Compensation Period – 1 Year
Applicable to Tiers 2 and 3
Final Average Compensation Period – 3 Years
Applicable to All Tiers
Fourth Level 1959 Survivor Benefit – The City will pay all costs associated with this benefit.
RETIREE HEALTH
Section 3.6. Full-time employees hired prior to March 11, 2015 who retire from the City Resolution No. 2023-08
7 of Lomita shall be eligible for employee-only health coverage. City shall pay employeeonly monthly premiums for the employee’s preferred plan (based on employee’s place of residence and region, e.g., Los Angeles, etc.) from the contracting agencies annual list provided by CalPERS. Upon turning age 65, the City shall pay the Supplement/Managed Medicare Monthly Rate contribution employee-only monthly premiums for the employee’s preferred plan from the contracting agencies annual list provided by CalPERS.
For employees (who retire from Lomita) hired prior to April 1, 1986, the City will pay employee-only monthly health care premiums. Employees in this category who are not otherwise qualified and do not pay into Medicare will not have their employee-only monthly health-care premiums reduced to the Supplement/Managed Medicare Monthly Supplement Rate upon turning age 65.
Employees hired on or after March 11, 2015 who retire from the City of Lomita shall be eligible for the Public Employees Medical and Hospital Care Act (PEMHCA) minimum that may be applied towards retiree employee only health insurance cost.
DISABILITY INSURANCE (Does not apply to part-time employees.) Section 3.7. For competitive service employees, probationary employees, and members of the Administrative Services Unit or Field Services Unit, the City shall provide and pay for short-term and long-term disability insurance.
WORKERS' COMPENSATION
Section 3.8. In the event that a regular employee incurs a job-related accident or injury while in the conduct of official City business, the employee may integrate his/her Workers' Compensation payments with the use of sick leave and/or vacation leave.
During any pay period, the sum of the workers' compensation payments, sick leave, and vacation leave cannot be greater than the employee's salary.
DEFERRED COMPENSATION AND MISSION SQUARE RETIREMENT (FORMERLY
ICMA) DEFERRED COMPENSATION LOAN PROGRAM
Section 3.9. All City employees are eligible for the Deferred Compensation Program. All contributions will be made by the employees, except as provided in Section 4.1.
Section 3.10. Employees have the option to participate in the Mission Square Retirement employee loan program relative to the City's deferred compensation program. Employees wishing to participate in the program may apply directly to Mission Square Retirement and will be subject to their requirements. Under current guidelines, employees may not borrow greater than ½ of their fund balance and would be required to pay any loan balance upon separation from the City.
Resolution No. 2023-08
8 FLEXIBLE SPENDING ACCOUNT
Section 3.11. The City will provide employees a voluntary “Flexible Spending Account”.
The Flexible Spending Account is offered pursuant to the provision of Section 125 of the Internal Revenue Code. This account has been established to permit employees to pay for certain authorized expenses such as health insurance premium co-pays, health insurance deductible, and childcare services from pre-tax dollars. (a) Enrollment in the Plan for current employees is required every Plan Year and is limited to the annual open enrollment period or no later than sixty (60) days following the date of becoming eligible due to a mid-year Change in Status event. (b) Eligible employees may contribute, on a pre-tax basis, to a flexible spending account, each bi-weekly pay period up to the established amount pursuant to the IRC annual maximum. An employee election to participate in the Plan shall be irrevocable for the remainder of the Plan year. Once a salary reduction has begun, in no event will changes to elections or discontinuation of contributions be permitted during the Plan year except to the extent permitted under Internal Revenue Service rulings and regulations and with the City’s Plan Document. (c) Any unused amounts remaining in an employee’s account at the end of the Plan Year must be forfeited except that the City may permit an employee to carry over unused amounts to be used in the following Plan Year in accordance with the City’s Medical Expense Reimbursement Plan Document and the IRC regulations.
WELLNESS STIPEND
Section 3.12. Employees will be provided an annual stipend of $150 towards wellness related programs. These include a health club membership, smoking cessation, weight loss, fitness trackers, etc. The City Manager and/or his designee shall make determinations for items not listed.
TRAINING OF EMPLOYEES
Section 3.13. (Tuition reimbursement does not apply to part-time employees.) Purpose of Training Program and Policy. It is the Policy of the City of Lomita to develop maximum efficiency in the performance of official duties by City employees by providing for the training of employees in the performance of their official duties, and by assisting them in fulfillment of their duties and responsibilities as well-informed citizens of the community.
The Personnel Officer shall monitor training programs, provide support and assistance to department directors in the administration of internal training programs, and submit recommendations to the City Manager. The development of a continuous program of post-entry training as a part of the normal operation of City administration shall be encouraged. All other things being equal, priority consideration shall be given to training opportunities sponsored by and conducted within the City.
Resolution No. 2023-08
9 Tuition Reimbursement. The City will provide to employees up to $2,000 per fiscal year per employee for tuition reimbursement for courses which relate to their job assignment, or when they are pursuing a degree in a major with potential value to the City. The completion date of the class shall be used in determining the fiscal year in which the benefit shall apply. To be eligible, an employee must be a regular employee and have completed at least one year of service with the City; receive no other duplicate benefits under any student aid programs; receive prior written approvals by the employee's supervisor on a form approved by the City Manager before registering for class, provide the Personnel Officer· with evidence of satisfactory completion of a course within thirty (30) days (a "C" grade or better or a "pass" in a pass/fail grading system); and forward to the Personnel Officer all classroom materials for which City reimbursement is being requested.
The City may withhold from an employee's final paycheck sums equal to any amounts which have been reimbursed after course completion if an employee resigns or retires prior to two years per the schedule below.
Effective July 1, 2016, Employees who separate from the City prior to two years after receiving such reimbursement shall pay back the City at the following ratios: 1) Between 0 and 6 months – 100%; 2) Between 6 months and 1 year – 75%; and 3) Between 1 year and 2 years – 50%.
GROUP LIFE INSURANCE POLICY
Section 3.14. The City shall provide a group life insurance policy to all represented and non-represented employees in the amount of fifty thousand dollars ($50,000). New hires will be eligible for this benefit on the first of the month following employment.
ARTICLE 4. VACATION AND LEAVE
ANNUAL VACATION ACCRUAL RATE
Section 4.1. t Vacation Leave Accrual. Paid vacation leave for the positions listed below shall accrue based on combined years of full-time employment with the City and with other public agencies (e.g., cities, counties, public utilities, special districts, etc.). The following positions shall be eligible for vacation leave per this section: Administrative Services Director, Assistant City Manager, City Clerk, Community and Economic Development Director, Parks and Recreation Director and Public Works Director. Paid vacation shall accrue for department directors, on a bi-weekly basis, at the rates shown below:
Service Years 1-5:
Resolution No. 2023-08
10 During the first five years of service, eligible positions as listed above shall earn vacation leave with pay from the first date of employment at the rate often (10) days each year. Probationary employees (other than promotional probationary employees) cannot use paid vacation unless otherwise authorized by the City Manager. Thus, for every one year of service through the fifth year of service, such employee is entitled to eighty (80) paid vacation hours annually.
Service Years 6-20:
Beginning with the sixth year, eligible positions as listed above shall earn vacation at the rates, in days per year, shown below:
Years of Service Annual Vacation Hours
0-5 80
5+-9 120
10-14 160
15-20 200
20+ 240
Service Years 20 and thereafter:
Beginning with the twentieth year of service such employees shall earn vacation at the rate of 240 hours each year.
Section 4.2. Paid vacation leave shall accrue, on a bi-weekly basis, at the rates shown below (for positions not listed in Section 4.1). Paid vacation leave for the positions listed below shall accrue based on combined years of full-time employment with the City and with other public agencies (e.g., cities, counties, public utilities, special districts, etc.). The following positions shall be eligible for vacation leave per this section:
Accountant, Chief Water Operations Manager, Deputy City Clerk, Management Analyst, Public Works Superintendent, Recreation and Facilities Manager, Recreation Manager and Senior Accountant, Senior Human Resources Analyst and Senior Management Analyst.
Service Years 1-5:
During the first five years of employment, employees earn vacation leave with pay from the first date of employment at the rate of eighty hours each year. Probationary employees (other than promotional probationary employees) cannot use paid vacation unless otherwise authorized by the City Manager. Thus, for every one year of service through the fifth year of employment an employee is entitled to eighty hours paid vacation annually.
Service Years 6-20:
Resolution No. 2023-08
11 Beginning after the completion of five years of service and continuing through the twentieth year of service, an employee shall earn vacation at the rates, in hours per year, shown below:
Years of Service Vacation Hours Earned
0-5 80
5+-9 120
10-15 160
16 168
17 176
18 184
19 192
20+ 200
VACATION LEAVE BALANCE, ACCRUAL AND CESSATION OF ACCRUAL Section 4.3. No employee may accumulate more than 320 hours of vacation. The City will notify any employee approaching the maximum accumulation. An employee will stop accruing vacation leave when his or her accumulated vacation balance reaches 320 hours. An employee shall not accrue additional vacation leave until the employee uses vacation time and his or her accumulated vacation leave balance again falls below 320 hours. Vacation leave should be used when possible within the year following the year in which it is earned. When an employee leaves City service the balance of any earned and unused vacation days will be paid at the employee's current rate of pay.
ADMINISTRATIVE LEAVE
Section 4.4. The positions of Chief Water Operations Manager, Deputy City Clerk, Management Analyst, Public Works Superintendent, Recreation Manager, Senior Accountant, Senior Human Resources Analyst and Senior Management Analyst will receive forty (40) hours of administrative leave each calendar year. The full forty (40) hours shall be credited to the employee in January of each year. Administrative leave may be taken as time off with pay during the year. Any unused administrative leave will be paid off on the last payday in December of each year. New employees who are eligible for this leave, shall accrue administrative leave on the first of the month following the date of employment. The amount accrued in the first year of employment shall be on a prorated basis.
MANAGEMENT LEAVE
Section 4.5. The positions of Administrative Services Director, Assistant City Manager, City Clerk, Community and Economic Development Director, Parks and Recreation Director, Public Works Director, Recreation and Facilities Manager, will receive seventytwo (72) hours of management leave each calendar year. The full seventy-two (72) hours shall be credited to the employees in January of each year.
Resolution No. 2023-08
12 Management leave may be taken as time off with pay during the year. Any unused management leave will be paid off on the last payday in December of each year. New employees, who are eligible for this leave, shall accrue management leave on the first of the month following the date of employment. The amount accrued in the first year of employment shall be on a prorated basis.
HOLIDAYS (DOES NOT APPLY TO PART-TIME EMPLOYEES)
Section 4.6. Employees shall have the following holidays as vacation with pay:
• New Year's Day (January 1st)
• Martin Luther King Day (3rd Monday in January)
• President’s Day (3rd Monday in February)
• Memorial Day (last Monday in May)
• Independence Day (July 4th)
• Labor Day (1st Monday in September)
• Veteran's Day (November 11th)
• Thanksgiving Day (4th Thursday in November)
• Friday after Thanksgiving
• Christmas Eve (1/2 day)
• Christmas Day (December 25th)
• Up to four working days from December 26 to December 31 during the holiday closure (see Section 5.7 - Holiday Closure).
• One Personal Holiday (Floating)
PERSONAL HOLIDAY BALANCE, ACCRUAL AND CESSATION OF ACCRUAL Section 4.65. No employee may accumulate more than 80 hours of personal holiday.
The City will notify any employee approaching the maximum accumulation. An employee will stop accruing personal holiday hours when his or her accumulated balance reaches 80 hours. An employee shall not accrue additional personal holiday until the employee uses personal holiday time and his or her accumulated personal holiday balance again falls below 80 hours. When an employee leaves City service the balance of any earned and unused personal holiday hours will be paid at the employee's current rate of pay.
HOLIDAY CLOSURE
Section 4.7. Starting in 2016, the City will be closed between December 25 and January
1. Starting in 2016, Columbus Day will no longer be a recognized city holiday and starting in 2017, Lincoln’s Birthday will no longer be a recognized city holiday. The City will provide up to four days of paid vacation during the closure. Should a particular year include only 3 working days between Christmas Day and New Year’s Day, each employee will be credited with one floating holiday.
Resolution No. 2023-08
13 SICK LEAVE
Section 4.8. Sick Leave Generally. The granting of sick leave shall be determined by the following rules:
1) Sick leave with pay for employees shall accrue in accordance with Subsection (4) below.
2) In addition to the reasons identified in Subsection (4) below, an employee eligible for sick leave with pay shall be granted such leave for the following reasons:
a) Personal illness or physical incapacity.
b) Enforced quarantine of the employee in accordance with community health regulations.
c) Doctor and dental appointments.
d) Maternity leave. Employees shall be able to apply sick leave to maternity leave in the amount of their accrued sick leave to date. An employee may only use sick pay for the period of medical disability.
e) Paternity leave up to a maximum of forty hours per individual situation. 3) Sick leave may not be taken until after it has been accrued. 4) Competitive service employees, probationary employees, and members of the Administrative Services Unit or Field Services Unit, shall accrue sick leave with pay, on a bi-weekly basis, at a rate of 9 hours for each month of employee service, and any such leave accrued but unused in any year shall be credited to the following year. Observed holidays occurring during the sick leave shall not be counted as a day of such leave. Sick leave is not a right which an employee may use at his/her discretion. Accumulated sick leave may only be used in case of necessity and actual personal sickness or disability, or up to twelve days of accumulated sick leave per fiscal year may be used to care for the employee's ill child, spouse, parent, parent-in-law, registered domestic partner, sibling or grandparent. a) An employee must call within thirty (30) minutes after the regular starting time of his/her assigned shift and report to his/her supervisor. b) Except in extraordinary circumstances, failure to call within the thirty (30) minute time limit is a basis for denying use of sick leave.
c) Sick leave pay will not be granted to an employee who fails to call as directed, even if accrued, unused sick leave is available.
d) A doctor's statement will be required prior to returning to work if an employee is absent for three (3) days or more.
e) Failure to validate an absence in Sub-Paragraph (4)(d) above with a doctor's statement is grounds for denying use of sick leave. The employee has an obligation to keep his/her supervisor informed as to his/her condition and whereabouts at all times.
f) Any employee who misses work due to illness or injury, shall, upon return to work, fill out an absence report indicating his/her illness or injury and the reason he or she felt they could not report for work.
Resolution No. 2023-08
14 g) In cases of suspected abuse of sick leave, a supervisor may require a doctor's statement for any illness. Continued abuse will be cause for discipline. 5) Once an employee has accumulated 480 hours of sick leave, the City may thereafter at the option of the City and employee, each year, elect to buy back one-half of each year's accumulated sick leave. The compensation will be equal to the employee's usual straight time hourly rate of pay times the number of hours bought back.
SICK LEAVE DONATION POLICY
Section 4.9. Per the Personnel Rules (currently Section 5.3, paragraph 2) FAMILY CARE LEAVE (Does not apply to part-time employees.) Section 4.10. Per page 67 of the Personnel Rules (Family and Medical Care Leave Policy).
BEREAVEMENT LEAVE (Does not apply to part-time employees) Section 4.11 Competitive service employees, probationary employees, members of the Administrative Services Unit, and members of the Field Services Unit are eligible for bereavement leave. Employees shall be eligible for a maximum of five (5) days bereavement leave for the death of a member of the employee’s immediate family.
For travel less than 300 miles, employees shall be eligible for a maximum of three (3) days of paid bereavement leave and two (2) days of unpaid bereavement leave for the death of a member of the employee’s immediate family.
For travel greater than 300 miles, employees shall be eligible for a maximum of four (4) days of paid bereavement leave and one (1) day of unpaid bereavement leave for the death of a member of the employee’s immediate family. Employees may substitute their accumulated vacation/comp time leave, personal holiday leave, and/or available sick leave for unpaid bereavement days. Bereavement leave shall be completed within three (3) months of the date of death of a family member and leave days need not be taken consecutively. Immediate family is limited to a parent, step-parent, spouse, child, stepchild, brother, sister, uncle, aunt, mother-in-law, father-in-law, grandfather, grandmother, grandchild, son-in-law or daughter-in-law, regardless of residence.
If an employee is required to be absent beyond the maximum number of days listed above, additional days must be charged against accumulated vacation/comp time leave.
The employee, if requested by manager or human resources, within 30 days of the first day of the leave, shall provide documentation of the death of the family member.
Documentation includes, but is not limited to, a death certificate, a published obituary, or written verification of death, burial, or memorial services form a mortuary, funeral home, burial society, crematorium, religious institution, or governmental agency.
Resolution No. 2023-08
15 MILITARY LEAVE
Section 4.12. Military leave shall be granted in accordance with the provisions of Chapter 7, Division 2, Part I, of the California Military and Veterans' Code. All employees entitled to military leave shall give the appointing authority an opportunity within the limits of military regulations to determine when such leave shall be taken.
JURY DUTY LEAVE (Does not apply to part-time employees) Section 4.13. Employees required to serve as a juror shall be compensated for the difference between their normal salary and the compensation for jury duty, less travel pay, during the period of such service, provided that the employee does not serve more than once in any calendar year. To be eligible for City compensated jury duty leave, employees must provide the Personnel Officer with evidence of jury duty service, including the hours and days thereof, from the Court. In the event such evidence is not provided, any time missed may be deducted from the employee's vacation time or offset from future earnings. During their jury duty leave, night shift employees will be transferred to the day shift.
Deposit in the United States mail of a first-class letter, postage paid, addressed to the employee's last known place of residence, shall be reasonable notice.
ARTICLE 5. SAVINGS CLAUSE
Section 5.1. Should any provision of this agreement, or an application thereof, be unlawful by virtue of any federal, state, or local laws and regulations, or by court decision, such provision shall be effective and implemented only to the extent permitted by law, regulation, or court decision. But in all other respects, the provisions shall continue in full force and effect.
RESOLUTION NO. 2023-09
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LOMITA, CALIFORNIA, AMENDING RESOLUTION NO. 2022-31, AND
ESTABLISHING A COMPENSATION PLAN FOR EMPLOYEES FOR
THE FISCAL YEAR COMMENCING JULY 1, 2022, AND ENDING JUNE 30, 2024
WHEREAS, Section 37206 of the California Government Code requires the City Council to prescribe the time and method of paying salaries and wages of officers and employees of the City; and
WHEREAS, the City Council has determined that it is necessary for the efficient operation and management of the City that rules and regulations be established prescribing sick leave, vacation, leaves of absence and other regulations for the employees and officers of the City; and
WHEREAS, it is necessary from time to time to establish comprehensive wage and salary schedules and to fix the rates and compensation to be paid officers and employees of the City as well as other regulations; and WHEREAS, Resolution 81-56, as amended, sets forth the Rules and Regulations regarding the payment of salaries, sick leaves, vacations, leaves of absence and other regulations related to full-time employees of the City.
NOW, THEREFORE, the City Council of the City of Lomita does resolve, determine and order as follows:
SECTION 1. The salary schedule listed in Section III and the authorized positions and salary range schedule listed in Section IV of Resolution 2022-31 is hereby amended as indicated on the attached Exhibit A for the fiscal year commencing on July 1, 2022, and ending on June 30, 2024.
The City Clerk shall attest and certify to the passage and adoption of this Resolution and thereupon the same shall take effect and be in force and effect in accordance with its terms.
Attachment No 2
Resolution No. 2023-09
PASSED, APPROVED AND ADOPTED this 2
nd day of May 2023.
______________________________
Barry Waite, Mayor
ATTEST:
_____________________________________
Kathleen Horn Gregory, MMC, City Clerk
APPROVED AS TO FORM:
______________________________
Trevor Rusin, City Attorney
CITY OF LOMITA - FISCAL YEAR 2022-2024
SECTION IV - AUTHORIZED FULL TIME POSITIONS AND SALARY SCHEDULES Department Position Title Salary Schedule F/T
City Manager's Dept. City Councilmembers N/A N/A
City Manager N/A 1
Assistant City Manager 74 1
City Clerk 52 1
Recreation & Facilities Manager 53 1
Recreation Manager 50 1
Senior Management Analyst 45 1
Management Analyst 39 1
Senior Human Resources Analyst 46 1
Recreation Supervisor 39 1
Deputy City Clerk 37 1
Administrative Analyst 33 1
Management Assistant 28 0.5
Administrative Assistant (City Clerk's) 24 1
Maintenance Worker II 24 1
Administrative Assistant (Recreation) 24 1
Maintenance Worker I 20 1
Total Department 15.5
Administrative Services Administrative Services Director 69 1 Senior Accountant 48 1
Accountant (Payroll) 42 1
Accounting Technician 27 1
Accounting Assistant 24 2
Total Department 6
Community Development Community & Economic Dev. Director 68 1 Associate Planner 44 1
Assistant Planner 36 1
Code Enforcement Officer II 35 1
Management Assistant 28 0.5
Total Department 4.5
Public Works Public Works Director 70 1
Senior Civil Engineer 55 1
Chief Water Operator Manager 52 1
PW Superintendent - Streets/Trees/Park 52 1
Associate Engineer 49 1
Engineering Technician 33 1
PW Lead Worker Streets & Trees 36 1
PW Lead Worker Park Maintenance 36 1
Water Treatment Plant Operator 35 2
Water Service Technician II 27 4
Maintenance Worker II 24 4
Administrative Analyst 33 1
Water Service Technician I 23 1
Maintenance Worker I 20 4
Total Department 24
Total City 50
May 2023
FLSA: Non-Exempt
ACCOUNTANT
DEFINITION
Under general supervision, performs a variety of complex professional accounting duties, including transaction recordation, auditing, analyzing, and verifying fiscal records and reports, prepares financial and statistical reports, providing information to City staff regarding accounting practices and procedures, and reconciling general ledger accounts; assists in preparing the City’s annual budgets; performs detailed technical and specialized payroll support duties in the preparation and processing of the City's payroll; performs complex, difficult, and paraprofessional accounting work of a technical nature; processes, codes, enters, and retrieves confidential payroll data; operates computerized accounting systems involving a broad range of record keeping functions; processes personnel transactions making appropriate adjustments or changes in the payroll system; generates and balances payroll reports and records; performs accounting and analytical duties for capital projects, water utility, fixed assets, and year-end audit; prepares accounting reports and schedules; and performs related work as required.
SUPERVISION RECEIVED AND EXERCISED
Receives general supervision from assigned supervisory or management personnel. Exercises no direct supervision over staff.
CLASS CHARACTERISTICS
This journey level classification is responsible for independently performing diverse and specialized accounting functions in support of the Administrative Services Department; and performing technical and specialized duties in support of the City’s payroll processing. Positions at this level exercise judgment and initiative in their assigned tasks, receive only occasional instruction or assistance as new or unusual situations arise, and are fully aware of the operating procedures and policies of the work unit.
EXAMPLES OF TYPICAL JOB FUNCTIONS (Illustrative Only)
Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations where appropriate so qualified employees can perform the essential functions of the job.
➢ Processes, calculates, and maintains records of a variety of payroll actions, including new-hire set up, retroactive pay, benefits withholdings, wage garnishments, Worker’s Compensation claims, and final paychecks and pay-offs based on appropriate provisions; processes personnel transactions making appropriate adjustments/changes in the payroll system; performs a wide variety of routine and complex accounting functions such as reconciliation and financial analysis, financial reporting, and records storage and retrieval;
➢ Maintains employee records for voluntary and non-voluntary deductions; prepares payroll warrants and wire transfers; prepares reports and payments for various tax, financial, and insurance organizations. ➢ Receives, reviews, verifies, and processes time recording documents to prepare payroll for City employees; audits such documents for completeness, accuracy, and compliance with rules and regulations; prepares and balances payroll reports and records. ➢ Reconciles and prepares federal and state payroll taxes including tax deposits, quarterly reports, annual reports, W-2 forms, tax restatements, and re-filings; prepares quarterly federal and state tax reports. ➢ Prepares reports and payments for employee retirement benefits; reconciles and prepares payments for employee benefits including insurance coverage; applies and ensures compliance with applicable tax Attachment No 3
Accountant
laws and rulings with regard to earnings and employee benefits programs; performs a variety of financial and statistical reports; journal entries and reconciles general ledger and subsidiary expenditure and revenue accounts;
➢ Assists departments and employees by providing payroll information; explains procedures; answers labor contract questions pertaining to payroll.
➢ Implements provisions and associated changes in Memoranda of Understanding (MOUs) in the payroll system.
➢ Assists in completing employment verifications, Workers’ Compensation salary statements, and disability inquiries; coordination and preparation of annual financial audits, single audit, special audits, and fiscal year-end tasks; developing, implementing, and maintaining administrative policies and procedures.
➢ Maintains a variety of files and records related to the City's payroll system and general accounting techniques and procedures; reconciles transactions and data as directed; records changes and resolves differences; maintains the accuracy of accounting and financial records. ➢ Posts and balances data to various general ledger accounts, registers, journals, and logs according to established accounting techniques and procedures.
➢ Interprets, explains, and applies general and governmental accounting and auditing principles and procedures, laws, and regulations affecting the financial operations of municipal government. ➢ Checks and tabulates statistical and financial data.
➢ Observes and complies with all City and mandated safety rules, regulations, and protocols. ➢ Performs other duties as assigned.
QUALIFICATIONS
Knowledge of:
➢ Modern principles, practices, and methods of public and governmental accounting and financing, including program budgeting, general accounting, auditing, and their application to municipal operations; laws, rules, regulations, procedures, and office practices related to the processing and recording of payroll and financial transactions related to employee benefits. ➢ Public agency finance and accounting functions.
➢ Payroll processes and techniques.
➢ Employee benefits processes as they relate to payroll. ➢ Governmental Accounting Standards Boards (GASB) and Generally Accepted Accounting Principles (GAAP).
➢ Record keeping, information processing requirements, and rules and policies related to the production of an employee payroll.
➢ Payroll reporting and payment requirements of various federal and state agencies and benefit providers. ➢ Applicable federal, state, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility, including the City’s various Memoranda of Understanding and related contracts and documents.
➢ Principles and practices of auditing payroll documents; fund accounting and recordkeeping. ➢ Basic mathematical principles and statistical methods. ➢ City and mandated safety rules, regulations, and protocols. ➢ Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.
Accountant
➢ The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
➢ Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.
Ability to:
➢ Develop, prepare, maintain, analyze, record, document, and audit various financial transactions and documents in accordance with established procedures and draw sound conclusions; recognize and implement improvements.
➢ Interpret, apply, explain, and ensure compliance with applicable federal, state, and local laws, rules, regulations, policies, and procedures of accounting, payroll processing, employee recordkeeping, employee benefits, memoranda of understanding, pay and benefits resolutions, and employment contracts.
➢ Work independently with a minimum of supervision.
➢ Understand and carry out oral and written instructions. ➢ Review payroll and other financial documents for completeness and accuracy. ➢ Review, post, balance, reconcile, and maintain accurate and confidential payroll records. ➢ Work closely with staff to maintain a high level of integrity and confidentiality when dealing with sensitive and complex payroll issues.
➢ Prepare clear, complete, and concise financial statements, reports, and other written correspondence. ➢ Establish, maintain, and research payroll and related accounting records and files. ➢ Make accurate arithmetic, financial, and statistical computations; operate a ten-key by touch at a rate sufficient to perform the duties of the position.
➢ Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work. ➢ Establish and maintain a variety of filing, recordkeeping, and tracking systems. ➢ Understand, interpret, and apply all pertinent laws, codes, regulations, City’s administrative policies and procedures, and standards relevant to work performed. ➢ Use tact, initiative, prudence, and independent judgment within general policy and procedural guidelines.
➢ Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments. ➢ Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.
➢ Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
➢ Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
Education and Experience:
Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:
Education:
➢ Equivalent to a bachelor’s degree from an accredited college or university with major coursework in accounting, finance, or a related field.
Experience:
➢ Minimum of three (3) years of increasingly responsible public sector experience performing payroll related duties and governmental accounting.
Accountant
Licenses and Certifications:
➢ None.
PHYSICAL DEMANDS
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment.
Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 15 pounds.
ENVIRONMENTAL CONDITIONS
Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.