RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PASADENA ADOPTING
THE SALARY RESOLUTION TO ESTABLISH SALARY AND BENEFITS FOR NON-
REPRESENTED MANAGEMENT CLASSIFICATIONS
THE CITY COUNCIL OF THE CITY OF PASADENA RESOLVES AS
FOLLOWS:
SECTION 1. That the attached Non-Represented Management Salary Resolution is adopted, replacing all prior resolutions in their entirety, effective July 15, 2024.
Adopted at themeeting of the City Council on theday of
.12024 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Approved-as to form:
Lesley
Assistant City Attorney
Mark Jomsky
City Clerk
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1 ATTACHMENT B
City of Pasadena
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Non-Represented Management
Salary Resolution
Resolution No.
Non-Represented Management
Salary Resolution No.
Article 1. NON-REPRESENTED CLASSIFICATIONS..........................................................................3 Level 1 - Deputy Director Level Positions - At-will & confidential..............................................3 Level 2- Management-At-will & confidential ..........................................................................3 Level 3- Police Management.....................................................................................................^ Level 4-Confidential-At-will....................................................................................................4 Article 2. COMPENSATION............................................................................................................5 Salary............................................................................................................................................5 Movement within the Salary Range ............................................................................................6 Anti-Compaction Pay...................................................................................................................6 Lead Worker/Supervisor Premium..............................................................................................? Special Assignment Pay ...............................................................................................................7
1. Bilingual Pay...................................................................................................................?
2. Temporary Upgrade Pay (Acting Assignments).............................................................? Education Incentive Pay...............................................................................................................8
1. Police Department.........................................................................................................8
2. Fire Department ............................................................................................................8 Article 3. HOURS OF WORK/WORK SCHEDULES...........................................................................8 Work Schedules...........................................................................................................................8 Hours of Work..............................................................................................................................8 Partial Day Absences for Exempt Employees ..............................................................................9 Overtime for Exempt Employees.................................................................................................9 Article 4. LEAVES OF ABSENCE......................................................................................................9 Vacation......................................................................................................................................^ Sick Leave...................................................................................................................................10 Sick Leave Accrual......................................................................................................................11 Holidays .....................................................................................................................................12 Bereavement Leave................................................................................................................... 13 Jury Duty.................................................................................................................................... 13 Management Time Off............................................................................................................... 14 Workers' Compensation............................................................................................................ 14 Military Leave ............................................................................................................................15 Parental Leave ...........................................................................................................................15 Family Medical Leave.................................................................................................................15 1 Non-Represented Management
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Compensatory Time................................................................................................................... 15 Articles. BENEFITS......................................................................................................................16 Life Insurance.............................................................................................................................16 Dental Plan.................................................................................................................................16 Vision Care.................................................................................................................................16 Health Insurance/Employee Option Benefit Fund (EOBF) ........................................................16 Retiree Medical Trust Fund-Safety Sworn ..............................................................................20 State Disability Insurance (and Paid Family Leave) ...................................................................20 Short-Term & Long-Term Disability...........................................................................................21 Tuition Reimbursement.............................................................................................................21 Professional/Personal Allowance..............................................................................................21 Transportation...........................................................................................................................22
1. Auto Allowance............................................................................................................22
2. City Provided Vehicle...................................................................................................22
3. Mileage Reimbursement .............................................................................................22
4. Prideshare Program.....................................................................................................22 Cell Phone/Smart Phone............................................................................................................22 Annual Physical Examination.....................................................................................................22 Uniform Allowance....................................................................................................................23 Housing Assistance & Relocation ..............................................................................................23 Articles. DISCIPLINE ...................................................................................................................24 Article?. GRIEVANCE..................................................................................................................24 Definition...................................................................................................................................24 Guidelines..................................................................................................................................24 Grievance Procedure.................................................................................................................25
1. Step 1 (Department Director/Human Resources).......................................................25
2. Step 2 (City Manager or designee (City Attorney or City Clerk, when applicable) .....25 Articles. LAYOFF.........................................................................................................................26 Article 9. ADMINISTRATIVE REASSIGNMENT.............................................................................^? Article 10. SEVERANCE..................................................................................................................28 2 Non-Represented Management
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Article 1. NON-REPRESENTED CLASSIFICATIONS
Level 1 - Deputy Director Level Positions - At-will & confidential The following classifications are identified as confidential at-will classifications and require a fully executed employment agreement prior to appointment to the position:
Assistant Chief Information Officer
Assistant General Manager of Water & Power
Chief Assistant City Attorney
Chief Assistant City Prosecutor
Deputy City Manager
Deputy Director of Public Works / City Engineer
Deputy Director of Parks, Recreation & Community Services Deputy Director of Libraries & Information Services
Deputy Director of Planning & Community Development
Deputy Director of Transportation
Deputy Finance Director
Deputy Finance Director/City Treasurer
Deputy Fire Chief
Deputy Police Chief
Deputy Director of Public Health
Economic Development Director
Health Officer
Public Information Officer
Individuals in these classifications, as of December 1, 2014, who are not currently employed with an employment contract, are grandfathered with respect to the at-will and employment contract requirement. Future appointments to these classifications will result in employment contracts.
Level 2 - Management - At-will & confidential
The following classifications are considered management at-will confidential classifications:
Assistant City Attorney
Assistant to the City Manager
Benefits Supervisor
Budget Administrator
Controller
Deputy City Attorney
Emergency Services Manager
Finance & Management Services Administrator
Fire Administrator
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Fiscal Services Administrator
Human Resources Manager
Internal Audit Manager
Parks Administrator
Payroll Services Manager
Principal Administrative Analyst (when assigned to City Manager's Office, Finance/Budget or Finance/Admin)
Principal Human Resources Analyst
Public Works Administrator
Power Distribution Manager
Purchasing Administrator
Risk and Insurance Administrator
Risk Manager
Safety Officer
Senior Assistant City Clerk
Utility Operational Technology Manager
Workers' Compensation Supervisor
Individuals in these classifications, as of December 1, 2014 who are not currently at-will, are grandfathered with respect to the at-will requirement. The individual in the classification of Risk and Insurance Administrator as of July 1,2024, is grandfathered with respect to the at-will requirement. Future appointments to these classifications will result in at-will employment status.
Level 3 - Police Management
Police Commander
Police Civilian Commander
Police Administrator
Level 4 - Confidential - At-will
City Council District Liaison
City Attorney Investigator
Executive Assistant to the Mayor/City Council
Legal Administrative Supervisor
Administrative Analyst (when assigned to City Manager's Office, Mayor's Office, Finance/Budget or City Attorney)
ERP Business Systems Analyst
ERP Project Manager
Executive Assistant (assigned to City Manager's Office, Human Resources, and/or Finance)
Human Resources Analyst
Senior Executive Assistant (when assigned to City Manager's Office, Human Resources, and/or Finance)
Senior Administrative Analyst (when assigned to City Manager's Office 4 Non-Represented Management
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Finance/Budget or City Attorney)
Senior Human Resources Analyst
Senior Internal Auditor
Individuals in these classifications, as of December 1, 2014 who are not currently at-will, are grandfathered with respect to the at-will requirement. Future appointments to these classifications will result in at-will employment status.
All compensation, benefits, leaves of absence and other provisions are identified for full- time employees (2080 hours per year). Employees who are less than full time and are regularly scheduled to work at least 20 hours per week receive a pro-rata amount of the compensation, benefits, leaves of absence, and other provisions at 75%, 50% (whichever is closest to the authorized FTE (e.g., .75, .50)).
Article 2. COMPENSATION
Salary
1. Effective July 15, 2024, the salary range of all classifications will be increased by 3.5%.
Employees with rates of pay less than or equal to the control rate will receive a base pay increase of 3.5% effective July 15, 2024.
2. Effective July 15, 2024, the following classifications will receive additional internal and/or market-based equity increases as follows:
a. Administrative Analyst (C): 8.83%
b. hluman Resources Analyst: 8.83%
c. Senior Administrative Analyst (C): 4.79%
d. Senior Human Resources Analyst: 4.79%
e. Legal Administrative Supervisor: 19.01%
f. Benefits Supervisor: 1.67%
g. Principal Administrative Analyst (C): 1.67%
h. Principal Human Resources Analyst: 1.67%
Workers' Compensation Supervisor: 11.16%
j. Risk and Insurance Administrator: 7.51%
k. Purchasing Administrator: 7.78%
I. Budget Administrator: 0.86%
m. hluman Resources Manager: 0.86%
n. Police Civilian Commander: 17.15%
o. Deputy Fire Chief: 1.50%
p. Deputy Police Chief: 0.50%
q. Police Commander: 0.50%
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3. Effective September 9, 2024, the salary range for all classifications will be increased by 1%. Employees with rates of pay less than or equal to the control rate will receive a base pay increase of 1% effective September 9, 2024.
4. The salary ranges for non-represented management classifications are identified in Exhibit I. The minimum of the salary range will be established as 20% below the control rate.
Movement within the Salary Range
Individuals are eligible for movement within the established salary range during the annual performance evaluation process as determined by his/her supervisor and with approval of his/her department director. During the annual performance evaluation process, an individual demonstrating the ability to consistently meet expectations for the position which results in accomplishments achieved during the review period are eligible for salary increases up to the control rate.
An individual demonstrating the ability to consistently meet expectations for the position will receive a 3% increase in annual base pay no more than once every twelve months. Directors (and City Attorney and City Clerk, when applicable) may grant up to a total of 7% increase in annual base pay up to the salary control rate for employees whose performance consistently exceeds expectations or who has completed significant projects that have department-wide or citywide impact as noted in their performance evaluation.
Sworn Police managers who have completed their probationary period shall receive annual performance evaluations on their anniversary date each year and are eligible for movement through the salary range in accordance with the provisions established in this resolution.
Probationary sworn Police managers are eligible for a merit increase upon completion of their probationary period and receiving a meets expectations or higher performance evaluation rating.
Anti-Compaction Pay
1. When the maximum salary for a classification covered under this resolution is less than ten percent (10%) above the maximum salary of a subordinate classification, the City Manager (City Attorney and City Clerk, when applicable) may grant anti- compaction pay in an amount that will establish a ten percent (10%) differential.
2. Completion ofanAnti-Compaction Pay Authorization form will be required to identify the compaction issues that warrant such pay. Individuals receiving anti-compaction pay will be reviewed not less than annually to determine if the pay should continue.
3. Anti-compaction pay is not recognized by CalPERS as reportable compensation for purposes of determining retirement benefits.
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Lead Worker/Supervisor Premium
In the event one employee is assigned a lead or supervisory role over a group of employees in the same classification or subordinate classifications, the City Manager (City Attorney or City Clerk, when applicable) may authorize Lead Worker/Supervisor Pay in the amount of 5% to 10% of base salary. Lead Worker/Supervisor pay will not be granted to more than one employee in a particular work group. This pay shall not be provided to compensate for additional work outside of normal work hours, nor shall it be pay for extraordinary performance.
To the extent permitted by law, this pay is special compensation and shall be reported as such pursuant to Title 2 CCR, Section 571 (a)(l) Incentive Pay.
Special Assignment Pay
1. Bilingual Pay
Employees in classifications where bilingual skills will be used as part of job duties and who pass the City's bilingual proficiency exam may be eligible to receive bilingual pay of $90 per month.
Bilingual pay for employees in the classifications of Deputy Fire Chief, Deputy Police Chief and Police Commander is $140 per month.
To the extent permitted by law, this pay is special compensation and shall be reported as such pursuant to Title 2 CCR, Section 571 (a)(4) Special Assignment Pay - Bilingual Premium.
2. Temporary Upgrade Pay (Acting Assignments)
Employees may be assigned on a temporary basis to assume the full duties of a higher level position when that position is temporarily vacant due to an extended leave of absence or scheduled to be filled following the completion of a recruitment process.
Acting assignments will be filled in accordance with the Acting Assignments Policy located in the City's Manual of Personnel and Administrative Rules.
Employees in acting assignment will receive 5% of base pay as acting pay. Employees acting in the capacity of a department director will receive 10% of base pay as acting pay.
To the extent permitted by law, this is special compensation and shall be reported as such pursuant to Title 2 CCR Section 571(a)(3) Temporary Upgrade Pay as special compensation.
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Education Incentive Pay
1. Police Department
Employees in the classifications of Police Commander who possess a POST Management certificate will receive additional compensation in the amount of 5% of base salary.
Employees in the classification of Deputy Police Chief who possess a POST Management certificate or Master's degree will receive additional compensation in the amount of 3% of base salary.
To the extent permitted by law, this pay is special compensation and shall be reported as such pursuant to Title 2 CCR, Section 571 (a)(2) Education POST Certificate.
2. Fire Department
Employees in the classification of Deputy Fire Chief who possess the Office of the State Fire Marshal Executive Chief Fire Officer certification or a Master's degree will receive additional compensation in the amount of 3% of base salary.
To the extent permitted by law, this pay is special compensation and shall be reported as such pursuant to Title 2 CCR, Section 571 (a)(2) Education Incentive.
Article 3.HOURS OF WORK/WORK SCHEDULES
Work Schedules
All classifications are assigned to work a 5/8 or the 9/80 alternative work schedule. Work schedules may be adjusted to meet operational needs. Alternative work schedules otherthan the 9/80 may be considered based upon service delivery and/or operational effectiveness and must be approved in writing by the Department Director and submitted to Human Resources.
Hours of Work
All classifications covered by this salary resolution are designated as exempt under the Fair Labor Standards Act. It is expected that employees work a minimum of forty hours per work week and any additional hours that may be required to fulfill the responsibilities and work assignments of the position. Classifications designated as exempt are not eligible for overtime, unless authorized under the salary resolution. 8 Non-Represented Management
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The City Manager or a department director may adjust work hours at any time to meet operational needs.
Partial Day Absences for Exempt Employees
1. The intent of the partial day absence rule is to allowforsomeflexibility for exempt employees, while still recognizing the principle of public accountability. Public accountability means that employees are expected to work their regular work schedule, and should not regularly be absent for less than three hours per day. If an employee needs to occasionally be absent for less than three hours on a working day, he/she will not have to use leave, but will be expected to complete his/her work.
2. Employees who are absent from work for three hours or more of their regularly assigned work schedule are required to utilize appropriate accrued leave time to covertheir absence. If accrued leave time is unavailable, the time will be recorded as leave without pay.
3. Exempt employees should be averaging at least forty hours a week of work, with the 9/80 schedule that is eighty hours in a pay period along with any additional hours that may be required to fulfill the responsibilities of the position.
4. Partial day absences are subject to supervisor approval, whether use of leave time is required or not. The use of vacation, sick leave and MTO require advance approval. Flexibility of an exempt employee's work hours may or may not be granted based on operational need including the need for supervisors to be available to supervise non-exempt staff and/or to provide service to the public and internal customers.
Overtime for Exempt Employees
The City Manager may, at his/her discretion and upon the request of a department director, approve (in advance) overtime at straight time base pay or time and one-half base pay for exempt employees. Overtime will only be considered due to significant staff shortages, the need for staffing due to extraordinary circumstances, or to provide service to the public that requires mandatory staffing.
Article 4. LEAVES OF ABSENCE
Vacation
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1. Vacation accrual and maximum:
Years of
continuous service
Hours accrued
per pay period
Annual
Accrual
Vacation
Maximum Accrual
Hire date to completion
of five years
3.0880 hours160 hours
Six years - completion of
10 years
4.62120 hours240 hours
11 years4.92128 hours256 hours
12 years5.23136 hours272 hours
13 years5.54144 hours288 hours
14 years5.85152 hours304 hours
15 years6.15160 hours320 hours
a. New employees may be authorized to begin employment at the six year accrual rate with the approval of the City Manager (City Attorney or City Clerk, when applicable) as long as the accrual rate does not exceed the rate of vacation earned at the individual's prior employer. b. Upon reaching the maximum accrual, employees will cease earning vacation until use of vacation brings the accrual below the maximum. If an employee has requested to use vacation and the request has been denied resulting in the employee reaching his/her maximum, the department director may authorize a cash out of vacation up to a maximum of forty hours. Inability to use vacation as a result of a leave of absence does not constitute a denial of a request to use vacation leave. c. Employees who use forty hours of accrued leave (e.g., vacation, floating holiday or management time off) in the prior calendar year are allowed to cash out up to eighty hours of vacation once per calendar year at the base hourly rate of pay.
d. Vacation use is subject to supervisor/department director approval. e. Upon separation from employment, any accrued but unused vacation will be paid to the employee at the base hourly rate of pay with the final paycheck.
Sick Leave
1. Sick leave may be granted for personal illness or injury; absences for medical, dental, and/or vision care appointments.
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2. Every employee who is unable to report to work for his/her scheduled shift because of a need to use sick leave, shall either call, or have someone call his/her supervisor proceeding the time he/she is scheduled to report to work to report the absence. If a supervisor doesn't answer at the time of the call, a contact phone number shall be left as part of the message regarding the absence.
3. The Department Director or his/her designee has the authority to approve sick leave for department employees.
4. Employees requesting to use sick leave for four consecutive business days or longer shall submit a signed verification of the need for absence due to illness/injury or the need to care for an immediate family member. The verification must be provided by the personal physician, osteopath, chiropractor, or Christian Science practitioner attending to the employee or immediate family member, and presented to the employees' supervisor before returning to work.
5. Employees who while on vacation become ill/injured and who provide a doctor's verification of illness/injury prior to returning to work that verifies that leave for injury or illness in excess of four days was required, may request that the vacation time be substituted with sick leave. Such requests are subject to approval by the Department Director.
Sick Leave Accrual
Sick leave will accrue as follows:
1. Employees are eligible to accrue on a per pay period basis, up to eighty (80)hours of sick leave per year (3.08 hours per pay period) up to a maximum of 2080 hours.
2. Accrued and unused sick leave will not be cashed out upon separation from employment.
3. Employees who retire from the City may convert up to 2080 hours of accrued and unused sick leave to CalPERS service credit, provided that the effective date of retirement from CalPERS is within 120 days of separation from the City.
4. Each calendar year, employees may use up to one-half of his/her annual accrual (40 hours) for family sick leave purposes (for family members as identified in California Labor Code Section 233).
5. Upon promotion to a classification covered by this Resolution, employees who have reserve or extended sick leave will have those hours transferred to the 11 Non-Represented Management
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accrued sick leave bank (up to the 2080 max) and then those banks will be eliminated.
Holidays
1. The following eleven days shall be observed as holidays for non-sworn employees:
a. January 1;
b. The third Monday in January;
c. February 12;
d. the third Monday in February;
e. the last Monday in May;
f. July 4;
g. The first Monday in September;
h. November 11;
The fourth Thursday in November;
j. The day following the fourth Thursday in November; and k. December 25
2. Holidays have a value equal to the regularly scheduled hours of work on the day the holiday is observed.
3. If any of the foregoing holidays falls on a Saturday, the holiday will be observed on the preceding Friday. If the preceding Friday is a regularly scheduled day off as identified as the 9/80 plan closed Friday, the holiday hours will be added to the floating holiday bank in the pay period that the holiday occurs. If any of the foregoing holidays falls on a Sunday, the holiday will be observed on the following Monday.
4. Due to the operational scheduling needs of the Police and Fire Department, sworn safety employees receive pay (in lieu of time off) at the base hourly rate of pay for their regularly scheduled hours for each of the eleven City designated holidays during the pay period in which the holiday is observed.
To the extent permitted by law, this pay is special compensation and shall be reported as such pursuant to Title 2 CCR, Section 571 (a)(5) Holiday Pay.
5. All non-represented management employees will receive nine floating holiday hours with the pay period that includes January 1st of each calendar year. Floating holiday accrual is capped at fifty-four (54) hours. Should an individual be at the accrual maximum, no additional floating holiday hours will be granted until such time as the accrual is below fifty-four (54) hours.
6. Non-sworn employees who are required to work a shift that begins on a holiday 12 Non-Represented Management
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that falls on a regular workday may request to receive the value of the regularly scheduled hours as floating holiday hours and receive regular pay for working on the holiday. Requests for floating holiday hours must be approved by the Department Director prior to the designated holiday.
7. At the time of separation from employment, earned but unused holiday hours will be paid to the employee with the final paycheck at the employee's base hourly rate of pay.
8. The City will recognize Cesar Chavez Day (March 31) and Juneteenth (June 19) as City holidays upon agreement with all bargaining groups. Simultaneously, Lincoln's Birthday (February 12) and Washington's Birthday will be combined and observed as President's Day (third Monday in February).
Bereavement Leave
Employees absent from leave due to bereavement at the time of death of an immediate family member (spouse, child, step-child, parent, parent of spouse, grandparent, sibling,, or registered domestic partner) may receive regular compensation for a maximum of three days. Three working days shall be defined as three regular workdays under the employee's regular work schedule. Employees may request an additional two working days off per incident using their own accrued leave banks (vacation, MTO, sick, and/or floating holiday) or unpaid leave. Employees may use bereavement leave for up to three (3) months after the death of their immediate family member.
Under special circumstances, the department director, within his/her discretion may authorize bereavement leave forthe death of an individual not specified as an employee's immediate family member, as herein defined.
Jury Duty
1. 2.
If an employee is required to be absent from work to report for jury duty, the employee will notify his/her supervisor of the absence as soon as possible, including, a phone message the night before if the employee finds out via a phone recording that he/she must report the next day.
There will be no reduction in pay for an employee who is required to be absent from work for jury duty. Jury duty includes time in court awaiting assignment or release. In those cases in which the employee is released by the court with four or more hours remaining in his/her regular work hours, the employee will report for duty as soon as possible and work the balance of the work day. By returning to work, the employee will receive a full day's pay, and shall pay to the City any amount received from the court for the jury duty, excluding mileage. 13 Non-Represented Management
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3. In those cases in which the employee is not released by the court with four or more hours remaining in his/her regular work day, the employee need not return to work. The employee shall receive the full day's pay, and shall pay to the City any amount (if applicable) received from the court for jury duty, excluding mileage.
4. Employees will submit proof of jury service to their supervisor.
Management Time Off
•'
All exempt employees are eligible to receive forty (40) hours of Management Time Off (MTO) with the pay period that includes January 1st of each calendar year. The department director may grant additional MTO hours up to a maximum of forty (40) hours in a calendar year. Additional MTO hours granted over 18 hours will require approval from Human Resources and City Manager or Assistant City Manager. MTO hours cannot exceed eighty (80) hours.
Upon reaching the maximum of eighty hours, no additional MTO may be granted. MTO hours may be used in hourly increments. At the time of separation, earned but unused MTO hours will be paid with the final paycheck at the employee's hourly based rate of pay.
New employees and/or those promoted to eligible classifications will receive an initial pro-rated amount of MTO based on date of hire as follows:
Individuals hired/promoted January 1-March 30th receive 40 hours Individuals hired/promoted April 1 -June 30th receive 30 hours Individuals hired/promoted July 1 - September 30th receive 20 hours Individuals hired/promoted October 1 - December 31st receive 10 hours Workers' Compensation
1. The City will comply with the workers' compensation laws of the State of California.
2. Safety employees are eligible for workers' compensation benefits as provided under labor code section 4850.
3. For non-safety employees, if eligible, FMLA/CFRA runs concurrently with workers' compensation leave.
4. For non-safety employees, in addition to the benefits provided under the law, for workers' compensation claims which have been accepted by the City, the City will supplement workers' compensation temporary disability payments to provide 14 Non-Represented Management
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salary continuance in an amount equal to 70% of the base pay of the employee (less any required state and/or federal taxes). Claims that have been denied are not eligible for this benefit.
5. For non-safety employees, supplemental payments will begin from the date of accepted injury and will continue for a period of time not to exceed six (6) months.
Employees who may return to work with work restrictions and who are offered modified/light duty which is consistent with the employee's work restrictions, as determined by his/her treating physician or workers' compensation physician, will discontinue receiving supplemental payments.
6. If an employee returns to work or is able to return to work in a modified/light duty capacity and has not received the full six (6) months of supplemental payments and subsequently needs to be off work again for the same workplace injury/illness, the employee will be eligible for supplemental payments not to exceed a cumulative total of six (6) months for the same injury/illness.
7. Additional information regarding this benefit is available in the City of Pasadena Procedures Manual of Personnel and Administrative Rules, Section 9. A-Workers' Compensation Policy.
Military Leave
Military leave will be granted and paid in accordance with the law and with the City's personnel policy on military leave.
Parental Leave
Employees are eligible for benefits pursuant to Pregnancy Disability Leave, California Family Rights Act (CFRA), and/or the Federal Family Medical Leave Act (FMLA), when applicable, for purposes of parenthood leave (e.g., pregnancy, childbirth, adoption, or foster care placement). The department director may grant additional unpaid leaves of absence, with no additional benefits, for an additional period of up to four months for parenthood leaves (including employees of both genders) when such leave will not have a detrimental effect in maintaining operational needs.
Family Medical Leave
The City provides leave benefits pursuant to the Family Medical Leave Act (FMLA) and California Family Rights Act (CFRA).
Compensatory Time
Promotions to a non-represented management position require that any accrued and 15 Non-Represented Management
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unused compensatory time off be cashed out at the base rate of pay or regular rate of pay (if applicable) of the classification immediately prior to appointment of a non- represented classification. Non-represented management employees, except Police Supervisor and Forensic Supervisor, are not eligible to earn compensatory time off.
Article 5.BENEFITS
Life Insurance
The City will provide life insurance and accidental death and dismemberment coverage in the amount of $150,000 for each employee who works thirty (30) or more hours per week.
Dental Plan
The City will contribute 100% of the employee only PPO premium for dental coverage.
For employees who cover a dependent, the City wilt contribute up to an additional $80.00 per month toward the dental care premium. In no case shall an employee receive more than the amount of the premium forthe dental plan he/she is enrolled in.
Vision Care
The City offers vision care plans for employees. Enrollment in vision care is optional and the premiums are paid entirely by the employee.
Health Insurance/Employee Option Benefit Fund (EOBF)
The City of Pasadena participates in the CalPERS Medical program (per the Public Employee Medical and Hospital Care Act - "PEMhlCA"). For employees enrolled in a CalPERS medical plan, the City contributes an Employee Option Benefit Fund (EOBF) allowance that is used to offset health premium costs and includes the statutory PEMHCA minimum (per Government Code section 22892).
TierHired by the City on or
Before December 31, 2014
Hired by the City on or
After January 1, 2015
Employee Only$1,239.11$738.29
Employee + 1$1,476.58$1,476.58
Employee + 2 or more$1,919.55$1,919.55
For employees hired by the City on or before December 31, 2014, increases to each tier (employee only, EE+1, EE+2) will only occur when the premium for the CalPERS Region 3 for Blue Shield Access+ or Kaiser exceed the current allowance. The allowance in each tier will equal the lower of the Region 3 Blue Shield Access+ or Kaiser premium but shall not 16 Non-Represented Management
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be lowered below the 2014 allowance.
Employees hired by the City on or after January 1, 2015, will receive an EOBF allowance (including the statutory minimum) that equals the premium of Blue Shield Access+ or Kaiser (Region 3) whichever is tower for the tier in which they enroll (employee only, employee+1, employee+2).
Conditional Opt-Out Allowance; To the extent permitted by law, employees who elect to opt out of medical coverage offered by the City because they have provided proof of qualifying group medical coverage will receive an opt out allowance as listed below:
EOBF Opt-Out Allowance
Employees Hired on or before November 4, 2012 $1,120.11 Employees Hired on or After November 5, 2012 $400
The EOBF opt-out allowance shall be designated to the employee's deferred compensation account. Employees may elect to have 65% of the EOBF Opt Out allowance paid as cash in lieu of depositing the total allowance to a deferred compensation account offered by the City.
Retirement
1. Miscellaneous Employees
a. Retirement benefits shall be provided as currently specified under the City of Pasadena's contract with Public Employees' Retirement System. b. Individuals employed by the City of Pasadena on or before December 31, 2012 and employees hired on or after January 1, 2013 who have less than a six month break in CalPERS covered service or are members of an agency with reciprocity, are provided the following retirement benefits:
Miscellaneous 2.5% @ 55 benefit formula.
ii. Final compensation based upon the highest annual average compensation earnable during the 36 months of employment immediately preceding the effective date of his/her retirement or some other period designated by the retiring employee.
iii. Employees pay the 8% employee/member contribution on a pre-tax basis.
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iv. In addition to the requisite member contribution, effective November 13, 2017, employees will contribute 1% of pensionable compensation toward retirement on a pre-tax basis as cost-sharing under Government Code 20516(f).
c. Individuals hired on or after January 1, 2013 who are "new members" as defined in the Public Employees' Pension Reform Act of 2013 (PEPRA), are provided the following retirement benefits:
i. Miscellaneous 2% @ 62 benefit formula.
ii. Final compensation based upon the highest annual average compensation earnable during the 36 months of employment immediately preceding the effective date of his/her retirement or some other period designated by the retiring employee.
iii. For the requisite member contribution, employees will pay one- half of the total normal cost toward retirement on a pre-tax basis.
The normal cost is established by CalPERS on an annual basis and is subject to change. As of July 1, 2024, half of the normal cost is
7.75%.
d. The City contracts for the following optional benefits which apply to all miscellaneous employees:
1959 Survivor Benefit Level 4 (Section 21574)
ii. Pre-Retirement Option 2W Death Benefit (Section 21548) iii. Pre-Retirement Death Benefits to Continue After Remarriage Survivor (Section 21551)
iv. $500 Retired Death Benefit (Section 21620)
v. 2% Annual Cost of Living Allowance Increase (Section 21329) vi. Unused Sick Leave Credit (Section 20965)
vii. Military Service Credit (Section 21024)
of
2. Safety Employees
a. Retirement benefits shall be provided pursuant to the City of Pasadena's contract with the California Public Employees' Retirement System (CalPERS) and in accordance with CalPERS regulations.
b. Individuals employed bythe City of Pasadena on or before December 31, 2012 and unit members hired on or after January 1, 2013 who have less than a six month break in CalPERS covered service or who are members of an agency with reciprocity, are provided the following retirement benefits:
18 Non-Represented Management
Salary Resolution No.
i. Safety 3% @ 55 retirement formula (Section 21363.1)
ii. Final Compensation Period - One Year (Section 20042) iii. Safety employees pay nine percent (9%) of the member contribution on a pre-tax basis.
iv. In addition to the requisite member contribution, effective November 13, 2017, employees will contribute 1.5% of pensionable compensation toward retirement on a pre-tax basis as cost-sharing under Government Code 20516(f).
c. Individuals hired on or after January 1, 2013 who are "new members" as defined in the Public Employees' Pension Reform Act of 2013 (PEPRA), are provided the following retirement benefits:
i. Safety 2.7% @ 57 retirement formula
ii. Final Compensation period - Three Years. Final compensation based upon the highest annual average compensation earnable during the 36 consecutive months of employment immediately preceding the effective date of his or her retirement or some other period designated by the retiring employee.
For the requisite member contribution, employees will pay one-halfofthe total normal cost toward retirement on a pre-tax basis. The normal cost is established by CalPERS on an annual basis and is subject to change. As of July 1, 2019, half of the normal cost is 11.75%. As of July 1, 2024, half of the normal cost is 13%.
d. The City contracts for the following optional benefits which apply to all safety employees:
i. 1959 Survivor Benefit Level 4 (Section 21574)
ii. Pre-Retirement Option 2W Death Benefit (Section 21548) iii. Pre-Retirement Death Benefits to Continue After Remarriage of Survivor (Section 21551)
iv. Post Retirement Survivor Allowance (Section 21624/26/28) v. Post-Retirement Survivor Allowance to Continue After Remarriage (Section 21635)
vi. $500 Retired Death Benefit (Section 21620)
vii. 2% Annual Cost of Living Allowance Increase (Section 21329) viii. Unused Sick leave Credit (Section 20965)
19 Non-Represented Management
Salary Resolution No.
Retiree Medical Trust Fund - Safety Sworn
The City shall contribute 3% of base pay for employees in the classification of Deputy Police Chief, Deputy Fire Chief, Police Commander, and Police Lieutenant for the purpose of contributing to a post-retirement medical fund. Employees who are members of the Public Safety Employees Benefits Trust and who are promoted to the rank of Police Lieutenant, Police Commander or Deputy Police Chief on or after January 1, 2008, shall remain members in the trust as provided in plan documents.
If an employee is hired into the classification of Deputy Police Chief or Police Commander on or after January 1, 2008, the City's contributions shall be remitted to the Pasadena Non-Represented Management Post-Employment Health Plan, a health reimbursement arrangement plan.
Employees who are members of the Pasadena Fire Fighters Association Benefit Trust and who are promoted to the classification of Deputy Fire Chief on or after December 1, 2017 shall remain members in the trust as provided by plan documents.
If an employee is hired into the classification of Deputy Fire Chief on or after October 1, 2016, the City's contributions shall be remitted to the Pasadena Non-Represented Management Post-Employment Health Plan, a health reimbursement arrangement plan.
The employees or their trust fund administrators shall be solely responsible for maintaining and allocating funds from the trust fund, and shall indemnify and hold harmless the City from any of its actions or lack of actions in administering this fund.
Funds allocated to the medical trust shall be considered as salary for purposes of compensation comparisons.
State Disability Insurance (and Paid Family Leave)
Effective pay period beginning September 9, 2024, the City approves Non-Represented Management's participation in the Employment Development Department's State Disability Insurance (SDI) program. The current cost of participating in this program is
1.1% of earnings and will be paid by the employee. Employees may not receive more than 100 percent of normal earnings when receiving SDI or PFL benefits and pay from the City.
In the event of a disability that is non-industrial or where industrial causation has yet to be determined, or for time taken to care for a seriously ill family member, or to bond with a new child, employees shall apply for SDI/PFL benefits in a timely manner.
The City wilt continue to pay the employer share of the premiums for medical vision, 20 /
Non-Represented Management
Salary Resolution No.
dental and life insurance coverage on behalf of a qualified regular full or part-time employee who is receiving SDI for the period of time that he/she has and utilizes leave accruals to fully integrate or for the period of time he/she is on approved FMLA/CFRA leave, whichever period is longer.
SDI benefits will be integrated with accrued leave accruals as follows:
a. Employees must promptly inform departmental payroll clerks of their SDI benefit amount and provide documentation of receipt for which he/she is eligible. b. Employees' pay, including leave accruals and/or SDI benefits shall not exceed the employee's regular gross pay. Gross pay is made up of regular base pay and bilingual pay, as applicable. Employees must integrate all required leave to equal 100% of their full-time equivalent position.
c. Upon exhaustion of sick leave, other accumulated leave will be integrated with weekly SDI benefits.
Short-Term & Long-Term Disability
1. The City will provide a short-term disability plan with the following benefit provisions:
a. A thirty (30) calendar day elimination period.
b. The premium will be paid by the City.
c. The weekly benefit wilt be 66 2/3% of base wages up to a maximum of $2,200 for a maximum oftwenty-two (22) weeks.
d. The benefit is taxable.
e. Employees must use accrued sick leave prior to becoming eligible for benefits.
2. The City will provide a LongTerm Disability plan with an elimination period ofone- hundred and eighty days (180). The City will continue to pay the premium of the basic long-term disability plan.
3. Employees may elect to purchase (at their own expense) supplemental long-term disability coverage.
Tuition Reimbursement
Employees may request Tuition Reimbursement pursuant to the City's Tuition Reimbursement Policy up to $5,000 per fiscal year.
Professional/Personal Allowance
1. Employees are eligible for an annual lump sum payment of $1,000 included with the second paycheck in March. The allowance is provided as follows:
21 Non-Represented Management
Salary Resolution No.
2. The allowance is designed for professional and/or personal development and may be used at the employees' discretion. This allowance is taxable and is not reportable to CalPERS as special compensation.
Transportation
1. Auto Allowance
The City Manager (City Attorney or City Clerk, when applicable) may authorize an auto allowance of $400 per month ($184.62 biweekly) for individuals who regularly drive during the work day as part of his/her regular duties or who may be required to respond to frequent calls to return to work during off-duty hours and do not have access to use a City vehicle.
2. City Provided Vehicle
The City Manager may authorize a City vehicle be issued to an employee in lieu of the auto allowance. Employees who are issued City vehicles must comply with the City's vehicle policy. Employees who are issued a City vehicle may not receive an auto allowance or mileage reimbursement at any time except pursuant to the non-local travel policy.
3. Mileage Reimbursement
Employees who do not receive an auto allowance and who are unable to use a City issued vehicle for work purposes are eligible for mileage reimbursement for use of his/her personal vehicle for City travel (excluding home to work travel) pursuant to the City's policy on mileage reimbursement.
4. Prideshare Program
Employees must participate in the Prideshare program as identified in the City's Personnel Manual of Policies and Procedures. Solo drivers are required to pay $35 per month ($17.50 per pay period). Non-Solo drivers have benefits provided per the policy.
Employees who follow the exceptions to the program (e.g., by using public transit or walking or riding a bicycle to work) do not have to pay the per month fee.
Cell Phone/Smart Phone
Employees may be provided a city issued cell phone/smart phone or a stipend pursuant to Manual of Personnel & Administrative Rules.
Annual Physical Examination
Employees in Level 1, 2 and 3 classifications are eligible for reimbursement of up to $500 22 Non-Represented Management
Salary Resolution No.
per calendar year for an annual physical examination by a qualified medical physician.
Reimbursement for a Computed Tomography (CT) or Electron Beam Tomography (EBT) scan may also qualify for reimbursement up to the $500 annual maximum. Employees must submit receipts of expenses on the Annual Physical Exam form no later than January 31st following the year in which the expense was incurred.
Uniform Allowance
1. Sworn Police Managers
The City shall provide a uniform allowance to employees in the classifications of Deputy Police Chief and Police Commander who are required to wear a city uniform in the course of his/her employment as recommended bythe department director and approved by the City Manager. The uniform allowance is $1,000 per year. Employees are responsible for cleaning and maintaining the uniforms.
To the extent permitted by law, this uniform allowance is special compensation and shall be reported as such pursuant to Title 2 CCR, Section 571 (a)(5) Uniforms.
2. Sworn Fire Managers
The City shall provide uniforms for employees in in the classification of Deputy Fire Chief who are required to wear a city uniform in the course of his/her employment as recommended by the department director and approved by the City Manager.
The value of uniforms is $1,000 per year. Employees are responsible for cleaning and maintaining the uniforms.
To the extent permitted by law, this pay is special compensation and shall be reported as such pursuant to Title 2 CCR, Section 571 (a)(5) Uniforms.
Housing Assistance & Relocation
Individuals in a Level 1 classification who are on an employment contract may be eligible for relocation expenses as identified in the contract for relocating to the City of Pasadena.
Relocation expenses may include moving assistance (transportation of household items), travel costs for house-hunting, and temporary housing assistance for a period not to exceed three months. The City Manager (City Attorney or City Clerk, when applicable) may negotiate housing assistance and relocation reimbursement for employees not on an employment contract up to a maximum of $5,000.
Pursuant to the 2017 Tax Cuts and Job Act, relocation expense reimbursements are subject to applicable payroll taxes (Medicare, Federal Income, and State Income taxes).
Therefore, the applicable taxes will be withheld at the time of reimbursement. In addition, the reimbursement amount(s) and withheld taxes wilt reflect in the employee's Form W- 23 Non-Represented Management
Salary Resolution No.
2 totals.
Article 6.DISCIPLINE
The City may take disciplinary action for cause. Disciplinary action shall only include written reprimands, suspension, reduction in pay, demotion and termination.
Article 7.GRIEVANCE
Definition
1. Grievance - a dispute between an employee or employees and the City regarding an interpretation or application of the terms of this salary resolution or the City's Manual of Personnel & Administrative Rules. Employees not designated as at-will may file a grievance to appeal a disciplinary action.
Guidelines
1. At-will employees are not subject to the grievance process and may work with his/her supervisor to resolve workplace issues.
2. Individuals who are not at-will may file a grievance without jeopardizing the employee's employment. A grievance shall not be filed to establish new rules and regulations, change prevailing ordinances or resolutions, nor circumvent existing avenues of relief where appeal procedures have been prescribed.
3. An employee may select one of the following methods of representation. To most effectively utilize the grievance procedure, the method selected should generally be used throughout the processing of the grievance. The employee may:
a. Be self-represented
b. Be represented by another person
4. Once a grievance is presented and formal notification has been given to the department that the employee will be represented by another person in the grievance proceedings, then that representative shall be governed by this policy.
The representative shall be entitled to:
a. Notification of the time and place of the grievance proceedings and the opportunity to be present at such proceedings.
b. A copy of any written decisions or communications to the employee concerning the grievance proceedings.
24 Non-Represented Management
Salary Resolution No.
5. A grievance may be initiated only by the employee concerned, except as otherwise provided herein.
6. An earnest and sincere effort shall be made by all parties to cooperate in the prompt resolution of a grievance in an amicable manner. The time limits may be extended when mutually agreed upon in writing between the appropriate parties.
If the employee, or the employee's representative, fails to proceed with the grievance within any of the time limits specified herein, the grievance shall be considered settled on the basis of the last decision rendered.
7. This is the sole and exclusive method for resolving grievances.
Grievance Procedure
1. Step 1 (Department Director/Human Resources)
The employee shall present the grievance in writing to his/her department director. If the employee has elected to be represented, assistance by the representative can be utilized in filing/appealingthe grievance.
The written grievance must contain a complete statement of the complaint (including the policy or resolution provision alleged to be violated), the facts upon which it is based, and the remedy being requested. The grievance form shall be signed and dated by the employee and filed within fourteen (14) calendar days following the event or events on which the grievance is based.
The department director and the Director of Human Resources, or their designated representatives, shall attempt to resolve the grievance and shall arrange a meeting with the employee and appropriate representative. A decision, in writing, shall be given to the employee within fourteen (14) calendar days following the receipt of the written appeal or conclusion of the appeal meeting, whichever is later.
If the employee is not satisfied with the Step 1 decision, upon indicating areas of specific disagreement, appeal of the grievance to Step 2 for resolution may be made.
2. Step 2 (City Manager or designee (City Attorney or City Clerk, when applicable) If the grievance has been properly processed and is not satisfactorily resolved at Step 1, the employee may appeal the grievance to Step 2. The appeal shall be in writing, shall be signed by the employee, and shall be submitted to the Director of Human Resources within fourteen (14) calendar days of the written decision at Step 1.
25 Non-Represented Management
Salary Resolution No.
Article 8.
If the employee is being represented, the employee may be assisted by a representative in the appeal.
Within fourteen (14) calendar days after receivingthe notice to appeal a grievance to Step 2, a meeting shall be arranged between the employee and the City Manager or designee (City Attorney or City Clerk, when applicable).
The City Manager or designee (City Attorney or City Clerk, when applicable) shall hold a hearing on the issue, or issues submitted, and shall render a written opinion within 30 days following the closing of the hearing unless the period has been mutually extended in writing. The decision of the City Manager or designee (City Attorney or City Clerk, when applicable) is final and binding on the parties.
LAYOFF
The City Manager shall have the authority to accomplish a reduction in force.
A. The retention of non-rep management employees within an affected department, or appropriate subdivision thereof, shall be based on:
1. The needs of the department for retained skills and capabilities;
2. The demonstrated capability of each employee to contribute to the department's effectiveness, as may be evidenced by performance evaluations and other supervisory evaluations of job performance.
B. A non-rep management employee to be laid off shall be given written notice thereof at least two weeks before the effective date of layoff. The City Manager (City Attorney or City Clerk, when applicable) may relieve the employee of further duties at any time after the notice is given, hlowever, the employee shall receive full pay for any remaining portion of the two-week notification period.
C. Employees who may be laid off shall be certified to available vacancies for which they qualify.
D. At the time of layoff, management employees may request to be placed on a reemployment list for 12 months provided their performance evaluation is rated "meets expectations" or better and shall be certified to vacancies occurring in their job classification or classification series, if qualified.
E. Employees who are laid off may remain in a lay-off status for a maximum of 12 months and will be given the following consideration with regard to their accumulated benefits:
1. Employees will not continue to accumulate any longevity-based benefit during the 26 2.
Non-Represented Management
Salary Resolution No.
period that they are laid off but will retain any benefits accumulated to the date of layoff.
Employee retirement and insurance benefits cease at the time of and will not be paid during a layoff period.
3. If reinstatement is made, all rights and benefits will be restored as a regular employee from the date of first appointment within the period of the most recent continuous service, with an appropriate adjustment for the time that was not actually worked on the job.
4. Laid-off employees will have the option of receiving payment for any accumulated vacation within the provisions of the respective policies, at any time during the layoff period. Such payments will be made in one sum.
5. Laid-off employees who are not recalled within the 12-month period will be completely separated from the City service and will automatically receive payment for any accumulated vacation which has not been previously claimed.
6. Employees laid off pursuant to this Section shall be entitled to one month's compensation for each year of City service not to exceed six (6) months' pay. These payments shall be made on a monthly basis and shall end if the employee is re- employed by the City.
Article 9. ADMINISTRATIVE REASSIGNMENT
A. After exhausting the layoff provisions set forth above, if a regular status employee is subject to involuntary layoff or displacement, the City Manager, in consultation with the Director of hluman Resources, may reassign the impacted employee to a vacant position in a classification other than his/her own, based on the employee's knowledge, skills, abilities and work performance. Such reassignment shall be temporary and shall not exceed one year.
B. In all cases of administrative reassignment, whether to a lower, higher, or equivalent level classification, employees must take a qualifying examination to be eligible for regular status in the classification. This examination may be non-competitive and shall occur no less than three months and no more than one year from the beginning of the administrative reassignment. When the employee is satisfactorily performing the full duties and responsibilities of the reassigned position and has qualified for the classification based on examination, he/she may be formally appointed to the position.
C. Employees who are administratively reassigned will serve the normal probationary period for the classification in which they are placed, beginning with the date the administrative reassignment becomes effective. If formal appointment is not achieved within one year 27 Non-Represented Management
Salary Resolution No.
form the date of reassignment, the employee may be laid off or separated from City employment. Such employee may exercise all options and rights applicable to the classification from which previously laid off or displaced.
D. If the reassignment is to a classification with an equivalent or higher maximum salary, the employee will retain his/her present classification, salary and benefits until he/she has qualified based upon examination. If the reassignment is to a classification with a lower maximum salary, the employee will assume the new classification title and corresponding benefits. The employee's salary shall not exceed the maximum allowable in the classification to which reassigned. At the time an employee is formally appointed to a higher classification through the examination process, his/her salary and benefits may be adjusted as appropriate to the new classification.
Article 10.SEVERANCE
The severance provision only applies to individuals on an employment contract (Level 1) or those at-will employees (Level 2 & 4) who serve at the pleasure of the City Manager (City Attorney or City Clerk, when applicable). At-will employees can be dismissed with or without cause. Should the City dismiss an at-will employee after 90 calendar days of employment, the employee shall receive a lump sum severance payment equal to three months base pay and three months of medical and dental COBRA premiums at City expense (as long as the employee is enrolled in a City-sponsored CalPERS medical plan and/orCity-sponsored dental plan at the time of separation). At-will employees dismissed on or before their 90th calendar day of employment are not eligible to receive severance pay.
At-will employees who voluntarily resign or retire, who are convicted of a felony, or who are terminated for negligence or misconduct are not eligible to receive severance or city- paid COBRA.
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