Piedmont City Council
November 4, 2024

City of Piedmont

COUNCIL AGENDA REPORT
DATE: November 4, 2024
TO: Mayor and Council
FROM: Rosanna Bayon Moore, City Administrator
SUBJECT: Consideration of a Resolution to Reclassify the Aquatics Coordinator Classification to the Recreation Program Coordinator, Approve the Job Classification and Set Employment Terms for the Revised Recreation Program Coordinator Classification, and Rescind Resolution 97C-2021 and Adopt a Resolution Approving A Policy Statement Regarding the Unrepresented Recreation/Childcare Employees Group Compensation and Setting Forth Other Terms and Conditions of Employment _______________________________________________________________________________

RECOMMENDATION
It is recommended that the City Council move to approve a Resolution to reclassify the Aquatics Coordinator Classification to the Recreation Program Coordinator Classification, revise the Recreation Program Coordinator Classification, add available certification pay for Recreation Program Coordinators assigned to aquatics, and rescind Resolution 97C-2021 and Adopt a Resolution approving a policy statement regarding the Unrepresented Recreation/Childcare Employees Group Compensation and setting forth other terms and conditions of employment.

BACKGROUND
A job classification serves as a fundamental document for personnel employed by the City of Piedmont. It defines supervisory relationships, key responsibilities, required skills and qualifications, the work environment, and other essential aspects of the position. Once established, it is considered best practice to periodically review job classifications to ensure they remain aligned with evolving agency needs and staffing models.

The City of Piedmont Civil Service Commission met on Monday, October 21, 2024, to consider reclassifying the Aquatics Coordinator Classification to the Recreation Program Coordinator classification. The Recreation Program Coordinator classification covers coordinators assigned to oversee childcare, sports, facility operations and rentals, recreation classes, cultural activities, enrichment programs and services, and special events. With this change, the Recreation Program Coordinator classification will be revised to include coordinators assigned to aquatics and the Aquatics Coordinator job classification will no longer exist. The Civil Service Commission recommended approval of the updated job classification.

Furthermore, the City currently offers Recreation Supervisors assigned to aquatics a 2% differential if they obtain and maintain a First Aid for Public Safety Personnel (Title 22) Certification and 2% for an American Red Cross Water Safety Instructor Certification. To incentivize employees to be educated in pool operations and safety, staff proposes extending these certification differentials to Recreation Program Coordinators assigned to aquatics, in addition to a 1% pay differential for each of the following certifications: Certified Pool Operator or Aquatics Facility Operator Certification; American Red Cross Lifeguarding with CPR/AED for the Professional Rescuer and First Aid Certification; and American Red Cross Lifeguard Instructor (revised 2024 version) Certification. The updated classification would enable Recreation Program Coordinators assigned to aquatics with these certifications to receive maximum differential pay of a total of 7%.

The Recreation Program Coordinator position is a member of the Unrepresented Recreation/Childcare Employees Group. The attached Resolution supersedes Resolution 97C-2021 and sets forth the terms and conditions of employment for that unit and reflects the available certification pay.

CITY ATTORNEY REVIEW
The City Attorney has reviewed the staff report.

FISCAL IMPACT
The Aquatics Coordinator classification was originally budgeted at $6,789 per month. The Recreation Program Coordinator assigned to the Piedmont Pool will be filled at a maximum of $7,187 per month, if an employee obtains all of the certifications for the differential pay.

ATTACHMENT

1. Resolution to Reclassify the Aquatics Coordinator Classification to the Recreation Program Coordinator, Approve Job Classification and Set Employment Terms for the Revised Recreation Program Coordinator Classification, and Rescind Resolution 97C2021 and Adopt a Resolution Approving a Policy Statement Regarding the Unrepresented Recreation/Childcare Employees Group Compensation and Setting Forth Other Terms and Conditions of Employment;
Exhibit A – Job Classification for the Recreation Program Coordinator; Exhibit B – Resolution for the Recreation/Childcare Employees Group.

By: Stacy A. Jennings, Human Resources Administrator
Chelle Putzer, Recreation Director
Agenda Report Page 2
RESOLUTION NO.______

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PIEDMONT TO RECLASSIFY THE

AQUATICS COORDINATOR CLASSIFICATION TO THE RECREATION PROGRAM

COORDINATOR, APPROVE THE JOB CLASSIFICATION AND SET EMPLOYMENT TERMS FOR

THE REVISED RECREATION COORDINATOR CLASSIFICATION, AND RESCIND RESOLUTION 97C-2021 AND ADOPT A RESOLUTION APPROVING A POLICY STATEMENT REGARDING THE

UNREPRESENTED RECREATION/CHILDCARE EMPLOYEES GROUP COMPENSATION AND SETTING FORTH OTHER TERMS AND CONDITIONS OF EMPLOYMENT.

WHEREAS, City staff has recommended reclassifying the Aquatics Coordinator classification to the Recreation Program Coordinator classification; and
WHEREAS, City staff has recommended that Recreation Program Coordinators assigned to aquatics receive a 2% pay differential if they obtain and maintain a certification for completing an American Red Cross First Aid for Public Safety Personnel (FAFPSP) Course that complies with Title 22 of the California Code of Regulations, Section 100017, a 2% pay differential if they obtain and maintain the American Red Cross Water Safety Instructor Certification, a 1% pay certification differential if they obtain and maintain either the Certified Pool Operator or Aquatics Facility Operator Certifications, a 1% pay differential if they obtain and maintain the American Red Cross Lifeguarding with CPR/AED for the Professional Rescuer and First Aid, and a 1% pay differential if they obtain and maintain the American Red Cross Lifeguard Instructor (revised 2024 version) Certification; and WHEREAS, the Recreation Program Coordinator classification is a member of the Unrepresented Recreation/Childcare Employees and so Resolution 97C-2021 will be rescinded and a new Resolution will be approved and adopted to reflect the reclassification of the Aquatics Coordinator classification and to include the new differential certification pays available to the Recreation Program Coordinator classification.

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Piedmont does hereby resolve, declare, determine and order as follows:

1. The above recitals are correct and are incorporated into this resolution as findings of the City Council.

2. The revised job classification for the Recreation Program Coordinator, attached hereto as Exhibit “A”, is hereby approved.

3. The City Council rescinds Resolution 97C-2021.

4. The City Council approves and adopts the Revised Resolution attached hereto as Exhibit “ B”.
[END OF RESOLUTION]
Attachment 1 Agenda Report Page 3

RECREATION PROGRAM COORDINATOR

DEFINITION
Under general supervision, plans, organizes, coordinates, and oversees a variety of recreation activities for individuals of all ages and abilities within an assigned program including community sports, seniors program, aquatics, special events, and related programs; obtains contract services; coordinates or schedules the use of facilities; monitors facilities for maintenance or safety concerns; assists in coordination of City events; provides administrative support and assistance to the Recreation Supervisor; fosters cooperative working relationships with various public and private groups; and performs related work as required.

SUPERVISION RECEIVED AND EXERCISED
Receives general supervision from the Recreation Supervisor. May exercise technical and functional supervision of part-time staff, contract instructors and/or volunteers.

CLASS CHARACTERISTICS
This is the journey-level class within the Recreation classification series responsible for organizing, inspecting, conducting, and coordinating a variety of recreation activities to ensure that facilities and programs are safe and effective and provide the highest level of customer satisfaction for public use.

Incumbents regularly work on tasks that require discretion and independent judgment. Assignments are given with general guidelines and incumbents are responsible for establishing objectives, timelines, and methods to deliver services. This class is distinguished from Recreation Supervisor in that the latter is the full supervisory-level class and has responsibility for formulating policy, developing goals and objectives, monitoring and administering program budgets, and directing operations for multiple programs.

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 so that qualified employees can perform the essential functions of the job.
 Coordinates, oversees, and participates in day-to-day operations within an assigned program area such as aquatics, sports, enrichment activities, facility rentals or events; performs tasks in accordance with City rules, regulations, policies, and procedures.
 Organizes aquatics, recreation, sports, and enrichment activities for all ages, including negotiating and contracting with instructors, acquiring adequate facilities, and evaluating programs and classes.  Administers the automated program for aquatics, events, sports, or recreational activity registrations and program fees for school and recreation facilities; oversees rental and registration activities, bills clients, and ensures accurate recordkeeping for program receipts.  Oversees and coordinates team selection and scheduling of games and practice times for a variety of sports programs; and communicates with parents and participants regarding team selection.

Exhibit A to Attachment 1 Agenda Report Page 4
 Plans, staffs, supervises, and implements assigned special events; meets with prospective clients to tour facilities; develops instructional packets for event staff including providing logistical details to ensure events proceed as planned.
 Selects, supervises, and reviews the work of part-time, seasonal, and/or temporary employees and volunteers in area of assignment; provides training; and prepares work schedules.  Implements and monitors City procedures with respect to participant safety.  Inspects and monitors assigned program area facilities and equipment on a regular basis and recommends maintenance and repair as needed.
 Estimates costs of and orders supplies and materials for assigned program area; maintains records of purchase orders; initiates payment for contract services and troubleshoots payment issues; and monitors expenditures and revenues.
 Transports, issues, receives, and controls the use of recreational or sports equipment and supplies; monitors equipment inventories and recommends procurement of items as needed.  Opens, secures, and cleans facilities before and after program use; prepares facilities and sets up equipment for scheduled recreational activities/events.  Assists in coordination of citywide events such as the Harvest Festival and 4th of July Parade  Participates in the development and implementation of goals, objectives, policies, and priorities for area of assignment; evaluates programs and recommends improvements or modifications and ensures the programs are reflective of the community’s needs, the City’s and Division’s overall goals, policies, and ordinances, and in compliance with applicable federal, state, local, facility, and safety rules, regulations, and guidelines.
 Develops and maintains positive and collaborative relationships with community groups, residents, and school representatives, in the development and coordination of assigned program area.  Acts as a representative to patrons and residents regarding questions, problems, concerns, and activities in the provision of recreation program operations, activities, and services, in person and by email or telephone; resolves problems and/or refers to them to a supervisor.  Sets up and uses a variety of recreational, educational, cleaning, and other equipment related to assigned program as well as standard office equipment.
 Performs other duties as assigned.

QUALIFICATIONS
Knowledge of:
 Theories, principles, methods, and materials used in planning, implementing, and maintaining a variety of recreation and leisure activities and sports programs for individuals of all ages and abilities.  Principles, practices, and service delivery needs related to facility reservations and event planning for various events such as sporting events, parties, graduations, weddings, and other events.  Principles and practices of employee and volunteer supervision, including work planning, assignment, direction, review, and training.
 Basic principles and practices of contract administration.  Recreational, cultural, age-specific, and social needs of the community.  Applicable regulations and rules related to the program and facility to which assigned.  Standard office practices and procedures, including recordkeeping, business mathematics, and basic computer applications related to the work.
 Safety principles and practices, including basic first aid and adult and child cardiopulmonary resuscitation (CPR) methods.
 Recordkeeping practices.
 Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.

Exhibit A to Attachment 1 Agenda Report Page 5
Aquatics Assignment Only
 Principles, practices, methods, equipment, materials, and tools used in maintenance and repair of swimming pools, equipment, and facilities.
 Principles and practices of pool water testing and proper chemical water treatments.

Ability to:
 Plan, organize, direct, supervise, and evaluate the work of assigned staff.  Supervise, select, train, motivate and evaluate the work of part-time staff in work and safety procedures.  Prepare facilities for use for aquatics, recreation, sports, enrichment classes, and events such as graduations, weddings, and other events.
 Interpret, apply, and explain applicable laws, policies, procedures, rules, regulations and organizational priorities related to assigned program areas.
 Maintain accurate records and files and account for fees received.  Handle medical emergencies and injuries in a calm and effective manner, including providing basic first aid and adult and child CPR.
 Maintain facilities and equipment in a clean, safe and secure manner.  Use English effectively to communicate in person, over the telephone, and in writing.  Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
 Establish and maintain effective working relationships with those contacted in the course of the work.

Education and Experience:

Any combination of training and experience, which would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

Equivalent to an associate degree from an accredited college or university with major coursework in recreation, leisure services, or a related field and three (3) years of experience providing direct service in a variety of aquatics, recreation, sports, or event coordination activities. A bachelor’s degree is desirable and may be substituted for one (1) year of the required experience.

Licenses and Certifications:
 Possession of, or ability to obtain, a valid California Driver’s License by time of appointment.  Must possess or obtain prior to the completion of the probationary period First Aid and CPR Certificates.
 For Aquatics related program areas, incumbents must maintain the following certifications throughout employment:
o Certified Pool Operator or Aquatics Facility Operator o American Red Cross Lifeguarding with CPR/AED for the Professional Rescuer and First Aid o American Red Cross Lifeguard Instructor (revised 2024 version) If possession at time of hire is not in place, certifications shall be obtained within four (4) months of employment.

The following certifications are highly encouraged:
o American Red Cross Water Safety Instructor
o First Aid for Public Safety Personnel (Title 22)
Exhibit A to Attachment 1 Agenda Report Page 6

PHYSICAL DEMANDS
Must possess mobility to work in a standard office and/or sports facility setting and use standard office and/or recreation equipment, including a computer, to operate a motor vehicle, and to visit various City and meeting sites. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment and push and pull drawers open and closed to retrieve and file information. Strength is needed to lift and carry recreation equipment weighing up to 50 pounds for extended periods of time; and flexibility to lift, carry, push, pull, or move objects. May involve significant standing, walking, pushing, bending and/or pulling to participate in recreation activities. Visual acuity sufficient to perform computer work and other essential functions of the position. Hearing and speech to communicate in person, before groups, and over the telephone.

Aquatics Assignment Only:

In addition to the Physical Demands listed above, must possess the ability to perform work that may involve lifting children and adults, in and out of the pool up to 150 pounds or more with assistance, pulling a cover over the pool surface with assistance, and lifting, straightening, and moving pool deck furniture and equipment. Must possess the mobility to stand, stoop, reach, bend, climb, and swim, while in swimwear or uniform. Must be in good physical condition to stay in water for prolonged periods of time, work in extreme heat and/or cold, and the outdoors. Vision, which may be corrected; and hearing, which must be in a normal range as measured by a standard audiogram, should be good enough to see and hear adults and children in life and/or health safety endangering situations.

ENVIRONMENTAL ELEMENTS
Employee works in an office environment with moderate noise levels as well as outdoors and may be exposed to inclement weather conditions; hot and cold temperatures. Incumbent may be exposed to blood and body fluids rendering First Aid and CPR and may be exposed to chlorine, acids, and other chemicals at aquatics facilities. Employee may interact with challenging staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

WORKING CONDITIONS
May be required to work a varied schedule of hours, which may include evenings and/or weekends, as needed. Must be fingerprinted for submission to the California Department of Justice in order to work with children.

Civil Service Commission: 10/21/24
City Council: 11/4/24
Exhibit A to Attachment 1 Agenda Report Page 7
RESOLUTION NO. ________OF THE CITY COUNCIL OF THE CITY OF PIEDMONT APPROVING

A POLICY STATEMENT REGARDING THE UNREPRESENTED RECREATION/CHILDCARE

EMPLOYEES GROUP COMPENSATION AND SETTING FORTH OTHER TERMS AND CONDITIONS OF EMPLOYMENT.

BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PIEDMONT AS FOLLOWS:

SECTION 1 – POLICY STATEMENT REGARDING RECREATION/CHILDCARE GROUP The Recreation/Childcare Employee Group shall be composed of the following classifications of employment:

Assistant Childcare Program Coordinator
Recreation Program Coordinator
Although primarily assigned to programs and service functions, these Recreation/Childcare employees are expected to frequently work additional hours necessary to fulfill their special responsibilities, and provide the best of care to the community.

SECTION 2 -HOURS OF WORK

2.1 Workday and Workweek
The regular workweek shall consist of seven (7) consecutive twenty-four (24) hour periods beginning at 12:01 a.m. on Sunday and ending at 12:00 midnight on the following Saturday. The regular daily work schedule for the Recreation/Childcare Group employees shall be eight (8) hours. The regular weekly work schedule for Recreation/Childcare Group employees shall be forty (40) hours, and full-time employees on a regular schedule shall work a minimum workweek of forty (40) hours in a seven (7) consecutive day period.

2.2 Meal Periods
A meal period shall be granted to each employee during the shift and shall be scheduled as close as possible to the middle of the shift. Such a meal period shall be one (1) hour.

2.3 Overtime
Overtime work is work that is performed in excess of the regular daily work schedule or the regular weekly work schedule and which is authorized by the employee’s supervisor. Paid holidays, vacation leave and paid sick leave shall count as time worked for the purpose of computing weekly overtime.

Exhibit B to Attachment 1 Agenda Report Page 8

2.4 Compensatory Time Off
Employees working overtime may elect, with the permission of their Department Head, to receive compensatory time off in lieu of overtime pay. Compensatory time off shall be accrued at the rate of one and one-half (1-1/2) hours for each hour worked. Compensatory time off may be accumulated to a maximum of two hundred and ninety (290) hours. Employees desiring to utilize compensatory time off may do so with the permission of their Department Head.

2.5 Work Performed During Disaster
As required by law, all City employees are disaster service workers, subject to such disaster service activities as may be assigned to them by the City or by law.

SECTION 3 – WAGES AND CLASSIFICATION

3.1 Equity Adjustment
Effective July 1, 2021, wages in effect on June 30, 2021 shall be increased by 14.6% for the Assistant Childcare Program Coordinator and Recreation Program Coordinator.

3.1.1 Minimum Wages
Wages for each classification in the Recreation/Childcare Employees Group are shown in Appendix A. The rates of pay shown in Appendix A reflect the following cost-of-living increases during the term of this Resolution:
• 3% effective July 1, 2021. This increase shall be applied after the equity adjustment described in 3.1.
• 3% effective July 1, 2022
• 3.25% effective July 1, 2023
• 3.25% effective July 1, 2024
If, during the term of this Resolution, any other bargaining unit is offered a cost of living increase greater than the increases shown above for the same fiscal year, then the difference between the increase for the other bargaining unit and the increase provided under this Resolution will take effect for the Recreation/Childcare Group.

3.2 Eligibility for Advancement in Pay
Subject to approval as described below, employees shall usually advance from Step 1 through Step 7 in accordance with the time-in-step requirements outlined in Appendix A. The time-in-step requirements shall apply before an employee is eligible for advancement in pay. When an employee demonstrates outstanding job performance, the City may advance the employee to the next step before the employee completed the time-in-step requirements.

Advancement in pay when approved shall be effective at the beginning of the first pay period immediately following completion of the time-in-step requirement outlined in Appendix A. If an employee is on leave without pay for more than one month, the period shall be deducted from accumulated time-in-step.

Exhibit B to Attachment 1 Agenda Report Page 9

3.3 Attaining Advancement
An employee, in order to be advanced in steps, must demonstrate that advancement is merited on the basis of job performance. Advancements shall not be approved solely because employees are eligible according to time-in-step requirements. Good attitude and personal conduct, work accomplished, conscientious attendance, safety alertness, efforts at self-improvement, and other factors of individual achievement must be evident as appropriate to the position.

3.4 Use of Performance Ratings in Determining Whether Step Advancement is Merited Performance ratings shall guide supervisors and Department Heads in determining whether step advancements have been earned and should be recommended to the City Administrator.

Performance ratings shall be completed by the supervisor for each employee on an annual basis, or sooner as necessary.

3.5 Withholding Step Advancement
Department Heads have the authority and responsibility to recommend to the City Administrator that step advancements be withheld if they are not merited. Department Heads shall keep their employees informed about their job performance, giving good work its proper recognition and deficient work all possible guidance and assistance toward improvement.

3.6 Working Out of Classification
An employee temporarily assigned to an acting assignment in a higher job classification will receive a higher rate of pay for that assignment. The employee will receive a ten percent (10%) differential, effective on the first day of the assignment.

3.7 Call-Back Pay
Employees called to work on his or her day off or at a time other than their regular shift shall receive a minimum of four (4) hours of compensation. This call-back pay does not apply to extra time worked contiguous with the employee’s regularly scheduled shift.

All time actually worked during this call-back time shall be paid at the applicable overtime rate.

All time in addition to actual working time shall be paid at straight time to a combined maximum of four (4) hours.

If the employee works more than four (4) hours of call-back, the total time worked shall be paid at the overtime rate. Additional hours of call-back time at the straight time shall not be applicable.

3.8 Certification Pay
Food Safety Certification: An employee who obtains a food safety certificate from the Alameda County Environmental Health Department will receive an annual payment of $250.

Recertification is required every three years to maintain the certification pay. The City will pay the registration fee for certification (for one course and exam) and the fee for recertification (one time every three years).

Childcare Education Certificate: A one percent (1%) differential shall be paid to Recreation/Childcare employees who obtain a professional development certificate approved by Exhibit B to Attachment 1 Agenda Report Page 10
the City and related to the needs of children served by City recreation/childcare programs. The City will pay the registration fees for a certificate course approved by the City.

Recreation Program Coordinator (Aquatics Assignment Only):

An additional differential of two percent (2%) will be paid to Recreation Program Coordinators assigned to aquatics who obtain and maintain certification for completing an American Red Cross First Aid for Public Safety Personnel (FAFPSP) Course and that complies with Title 22 of the California Code of Regulations, Section 100017.

An additional differential of two percent (2%) will be paid to Recreation Program Coordinators assigned to aquatics who obtain and maintain the American Red Cross Water Safety Instructor Certification.

An additional differential of one percent (1%) will be paid to Recreation Program Coordinators assigned to aquatics who obtain and maintain either the Certified Pool Operator Certification or the Aquatics Facility Operator Certification. The certification differentials earned for the Certified Pool Operator Certification and the Aquatics Facility Operator are not cumulative and employees shall only earn a total of a one percent (1%) differential if they have both the Certified Pool Operator Certification and the Aquatics Facility Operator Certification.

An additional differential of one percent (1%) will be paid to Recreation Program Coordinators assigned to aquatics who obtain and maintain the American Red Cross Lifeguarding with CPR/AED for the Professional Rescuer and First Aid Certification.

An additional differential of one percent (1%) will be paid to Recreation Program Coordinators assigned to aquatics who obtain and maintain the American Red Cross Lifeguard Instructor (revised 2024 version) Certification.

All of the direct costs associated with obtaining and maintaining these certifications shall be paid by the City. All certification differentials are calculated based on the employee’s base rate of pay.

Employees shall obtain certifications outside of work hours.

SECTION 4 – PROBATIONARY PERIOD
All new employees shall serve a probationary period of one (1) year. Any approved leave of absence during the probationary period shall not be counted towards fulfilling the probationary requirement and such probationary period shall be extended accordingly. During the probationary period, an employee may be discharged with or without cause and without any appeal rights.

SECTION 5 – RETIREMENT BENEFITS

5.1 Retirement Plan
The City contracts with the California Public Employees Retirement System (CalPERS) for employee retirement benefits, and all eligible employees covered by this Resolution are CalPERS members.

Exhibit B to Attachment 1 Agenda Report Page 11

5.1.1 Retirement — Employees Hired Before August 21, 2012 This Section 5.1.1 shall apply to employees hired before August 21, 2012, who are contributing members of CalPERS (Tier 1).

A. Final Compensation Based on the Single Highest Year
For purposes of determining a retirement benefit, final compensation for employees covered by this section 5.1.1 shall be based on the single highest year.

B. 3.0% @ 60 Pension Formula
The 3.0% at 60 pension formula shall be available to all employees covered by this section 5.1.1 who are contributing members of CalPERS.

C. Required Employee Contribution
Employees covered by this section 5.1.1 will contribute the employee contribution amount established by CalPERS for the 3.0% @ 60 Pension Formula. (The CalPERS required employee contribution amount was 8% as of the date of this Resolution.)
In the event employee contribution rates are adjusted by CalPERS during the term of this Resolution, any increased employee contribution above 8% will be paid by employees when the CalPERS increase is effective.

D. Additional Required Employee Contribution
In addition to the required employee contribution, employees covered by this section 5.1.1 will contribute an additional amount as follows:

The Employees and the City previously agreed that if the City’s total employer contribution rate for Tier 1 employees is more than 14.025%, the amount above 14.025% will be shared equally between the City (50%) and the Tier 1 employees (50%) (“Employer Contribution Rate Formula”). This Employer Contribution Rate Formula shall continue upon the expiration of this Resolution.

For Tier 1 employees, the total employee contribution maximum cap shall not exceed 14% (“Maximum Cap”). This 14% Maximum Cap includes: (a) The existing 8% employee contribution; and (b) Any additional cost sharing of the employer contribution that may result from application of the Employer Contribution Rate Formula. The Maximum Cap of 14% shall continue upon the expiration of this Resolution, except employees shall be required to pay any increases to the CalPERS-established employee contribution amount, as set forth in Section C.

Exhibit B to Attachment 1 Agenda Report Page 12

5.1.2 Retirement — Employees Hired On or After August 21, 2012 and Employees Hired After January 1, 2013 With Pension Reciprocity
This section 5.1.2 shall apply to employees hired on or after August 21, 2012, and employees hired after January 1, 2013 with pension reciprocity who are contributing members of CalPERS (Tier 2).

A. Final Compensation Based on Three Year Average
For purposes of determining a retirement benefit, final compensation for employees covered by this section 5.1.2 shall be based on the employee’s highest three-year average.

B. 2.0% @ 60 Pension Formula
The 2.0% at 60 pension formula shall be available to all employees covered by this section 5.1.2 who are contributing members of CalPERS.

C. Required Employee Contribution
Employees covered by this section 5.1.2 will contribute the employee contribution amount established by CalPERS for the 2.0% @ 60 Pension Formula. (The required employee contribution amount was 7% as of the date of this Resolution):

In the event employee contribution rates are adjusted by CalPERS during the term of this Resolution, any increased employee contribution above 7% will be paid by employees when the CalPERS increase is effective.

D. Additional Required Employee Contribution
In addition to the required employee contribution, employees covered by this section 5.1.2 will contribute an additional amount as follows:

The Employees and the City previously agreed that if the City’s total employer contribution rate for Tier 2 employees is more than 14.025% the amount above

14.025% will be shared equally between the City (50%) and the Tier 2 employees (50%) (“Employer Contribution Rate Formula”). This Employer Contribution Rate Formula shall continue upon the expiration of this Resolution.

For Tier 2 employees, the total employee contribution maximum cap shall not exceed 8% (“Maximum Cap”). This 8% Maximum Cap includes: (a) The existing 7% employee contribution; and (b) Any additional cost sharing of the employer contribution that may result from application of the Employer Contribution Rate Formula. The Maximum Cap of 8% shall continue upon the expiration of this Resolution, except employees shall be required to pay any increases to the CalPERS-established employee contribution amount, as set forth in Section C.

Exhibit B to Attachment 1 Agenda Report Page 13

5.1.3 Retirement — Employees Hired On or After January 1, 2013 Without Pension Reciprocity
This Section 5.1.3 shall apply to employees hired on or after January 1, 2013, without pension reciprocity, who are contributing members of CalPERS (Tier 3).

A. Final Compensation Based on Three Year Average
For purposes of determining a retirement benefit, final compensation for employees covered by this section 5.1.3 shall be based on the employee’s highest three-year average.

B. 2.0% @ 62 Pension Formula
The 2.0% at 62 pension formula shall be available to all employees covered by this section 5.1.3 who are contributing members of CalPERS.

C. Required Employee Contribution
Employees covered by this section 5.1.3 will contribute 50% of normal costs as established by CalPERS for the 2.0% @ 62 Pension Formula. The required contribution amount was 6.75% as of the date of this Resolution.

In the event employee contribution rates are adjusted by CalPERS during the term of this Resolution, the employee contribution will be recalculated based upon the updated required employee contribution rate established by CalPERS.

5.1.4 Retirement – All Employees
The City will maintain the IRS 414(h)(2) provision allowing the employee to defer State and Federal income taxes on their CalPERS contributions.

5.2 ICMA Deferred Compensation
Employees shall be able to participate voluntarily in the City of Piedmont deferred compensation 457 plan, administered by ICMA.

SECTION 6 – HOLIDAYS

6.1 Holidays Observed
There shall be twelve (12) designated paid holidays:

January 1 New Year’s Day
Third Monday in January Martin Luther King, Jr. Birthday Third Monday in February President’s Day
Last Monday in May Memorial Day
July 4 Independence Day
Exhibit B to Attachment 1 Agenda Report Page 14
First Monday in September Labor Day
November 11 Veteran’s Day
Fourth Thursday in November Thanksgiving Day
Friday after Thanksgiving
December 24 Christmas Eve
December 25 Christmas Day
Employee’s Birthday
One floating holiday on a day mutually agreeable between the individual employee and the Department Head.

Any day proclaimed by the City Council as a holiday for city employees will be observed.

All holidays shall be taken or paid for during the calendar year in which they fall.

Each employee eligible for the above holidays shall be paid 8.0 hours at the employee’s regular straight time hourly rate for each holiday. If the employee works a modified work schedule, the employee shall have the option of working the number of hours above the 8.0 hours of holiday pay in order to account for a full work day, or shall have the option of using time from the employee’s leave bank in order to be paid for a full work day. Any hours worked in order to account for a full work day on the holiday will be paid at the employee’s straight time hourly rate.

6.2 Employee’s Birthday
The employee’s birthday, which is presently a paid holiday, may be celebrated on a date other than that on which the birthday falls, subject to approval of the Department Head. Such alternative day shall be taken in the calendar year in which the birthday occurs. Failure to take the holiday within the calendar year shall result in forfeiture of the holiday.

6.3 Holidays To Be Observed On Workdays
In the event that any holiday listed above shall fall on a Saturday, such holiday shall be observed on the preceding Friday. In the event that any holiday listed above shall fall on a Sunday, such holiday shall be observed on the following Monday.

SECTION 7 – VACATION LEAVE

7.1 Vacation Accrual Rates
Employees shall accrue vacation leave as follows:
1 through 4 years 88 hours per year
5 through 8 years 120 hours per year
9 through 11 years 136 hours per year
12 through 14 years 152 hours per year
15 through 18 years 160 hours per year
19 through 22 years 176 hours per year
23 years and after 200 hours per year
Exhibit B to Attachment 1 Agenda Report Page 15
The City Administrator has sole authorization to credit newly hired and current employees with additional time for relevant service with a prior employer, up to a maximum of five (5) years.

7.2 Date When Vacation Accrual Starts
Vacation accrual shall begin to accrue as of the date of employment. In the event the date of employment is not the first (1st) day of the pay period, then the vacation credit for that pay period shall be prorated in accordance with the actual time worked in the pay period.

7.3 Holiday Falling During Vacation
In the event that a holiday specified above occurs during a period of authorized vacation leave, said holiday shall be charged as a holiday, not a day of vacation leave.

7.4 Accumulation
An employee shall be allowed to accumulate a maximum of two (2) years vacation accrual at any one (1) time.

7.5 Vacation Sellback
An employee may elect to convert for payment in cash a maximum of forty (40) hours unused vacation days each City fiscal year (from July 1 to June 30), provided that eighty (80) hours have been used in the fiscal year the vacation sellback takes place. The time is computed at the employee’s current salary rate, provided adequate funds are available in the effected department’s budget as determined by the City Administrator.

SECTION 8 – SICK LEAVE

8.1 Accrual
An employee shall accrue sick leave at the rate of five (5) hours for each pay period of service.

8.2 Usage
Employees are entitled to use their earned sick leave benefits to be off work without the loss of compensation under the following conditions:

A. For the employee's own illness or injury or for the illness or injury of the employee’s family member. For purposes of this Section, “family member” is defined as a biological, adopted, or foster child; stepchild; legal ward, or a child to whom the employee stands in loco parentis; a biological, adoptive, or foster parent; stepparent, or legal guardian of an employee, or a person who stood in loco parentis when the employee was a minor child; spouse; registered domestic partner*; grandparent; grandchild; or sibling.

B. For the employee's receipt of required medical or dental care or consultation or for the required medical or dental care or consultation of the employee’s family member.

C. For employees who are victims of domestic violence, sexual assault or stalking as specified in state law.

Exhibit B to Attachment 1 Agenda Report Page 16
D. The Recreation Director may require medical certification or other substantiating evidence of illness for any period for which such leave is sought. Such requests shall not be made on an arbitrary or discriminatory basis.

E. Each hour of illness or injury shall be deducted from the employee's accumulated sick leave benefits.

F. Employees shall be entitled to use a maximum of 60 hours of accumulated sick leave in any calendar year to attend to the illness of a sick family member as defined in Section

8.2(A).
*A registered domestic partnership requires filing an Affidavit of Domestic Partnership with the Secretary of State.

8.3 Catastrophic Leave Program
Classified employees may be eligible to receive donations of paid leave as described in the City’s Personnel Rules.

SECTION 9 - LEAVES

9.1 Bereavement Leave
In the case of death within the immediate family of an employee, such employee shall be entitled to leave from duty with pay for a period of up to three (3) working days. The immediate family of an employee, for the purpose of this Section, shall be defined as: Spouse, mother, father, stepparent, sister, brother, child, grandmother, grandfather, mother-in-law, father-in-law, brotherin-law, son-in-law, sister-in-law, daughter-in-law, grandchildren and registered domestic partner.

Bereavement leave is in addition to and separate from vacation or sick leave provided in this Resolution.

In the event of a death in the employee’s family outside of the immediate family as provided above, an employee may apply to the City Administrator and request bereavement leave.

9.2 Leave Of Absence Without Pay
An employee desiring a leave of absence without pay from his/her employment for any reason shall secure written permission from the City Administrator. Requests for leave shall not be unreasonably denied.

During any approved leave of absence the employee shall not engage in gainful employment unless authorized to do so by the written permission of the City Administrator. The City Administrator may terminate any employee who violates the terms and conditions of the written permission for leave or extension thereof. The maximum leave of absence shall be for one (1) year.

Exhibit B to Attachment 1 Agenda Report Page 17

9.3 Military Leave
Employees who are called upon to perform active annual training duty or temporary special services as a member of an Armed Forces reserve and who lose time from their regular scheduled workweek shall be paid the difference between the pay received from the federal or state government for such reserve duty and their normal weekly earnings not to exceed two (2) weeks annually. Employees should refer to City policy for additional information on military leave granted pursuant to the Family Medical Leave Act and the California Family Rights Act.

9.4 Jury Duty
An employee required to serve as a juror in a civil or criminal action pending in a court of the State of California or any Federal Court convening in the State of California or any employee required to report for the selection of a jury in any of these courts shall receive pay for the time such service requires his/her absence from work; provided, however, that the city may require proof of the time such service was required and any monies received for jury service shall be remitted to the City; provided, further, that the employee shall report to work if the employee is released from jury service prior to 5:00 P.M. and does not have to report for jury service the following day. An employee required to serve as a juror shall not have his or her regular starting or quitting time changed as a result of being called for jury service.

9.5 Pregnancy Disability Leave
Pregnancy Disability Leave shall be granted in accordance with federal, state and local law.

Pregnancy disability leave is a leave of absence necessitated by an employee’s medical disability that is attributable to pregnancy, childbirth or related medical conditions. It includes leave needed for prenatal care, prenatal complications, and morning sickness.

Employees may take up a maximum of four months (88 work days for a full time employee) of pregnancy disability leave per pregnancy. Medical certification is required, and the length of the pregnancy disability leave will depend on the medical necessity for the leave. An employee shall be entitled to use sick leave, vacation or leave without pay to the cumulative total of four (4) months.

Except where medical circumstances preclude such notice, an employee who plans to take pregnancy leave shall give the City at least thirty (30) days advance notice where practicable, and an estimate of the duration of her absence when such information is available to her.

Pregnancy disability also is a “serious health condition” under the FMLA so that, for employees who qualify for FMLA medical leave, health insurance will continue to be paid by the City for at least a combined total of 12 work weeks in any 12-month period.

The employee shall notify the City at least twenty (20) working days prior to her return from pregnancy leave of her intention to return to work, and provide the City with satisfactory written verification from a physician or other licensed health care practitioner of her ability to return to work.

For additional information about pregnancy leave, see the City Personnel Rules.

Exhibit B to Attachment 1 Agenda Report Page 18

9.6 Family And Medical Leave
Employees are eligible for unpaid leave under the federal Family and Medical Leave Act (FMLA) and the California Family Rights Act (CFRA). The provisions of this Resolution will be applied in conformance with the provisions of FMLA and the CFRA in effect at the time the leave is granted and in conformance with City policies and practice. Employees should refer to the City’s Personnel Rules for additional information.

SECTION 10 - HEALTH PLANS AND LIFE INSURANCE

10.1 Flexible Benefit Plan
Effective January 1, 1993, pursuant to Section 125, Section 105, Section 106 and Section 129 of the Internal Revenue Code, the City established the City of Piedmont Flexible Benefit Plan to provide taxable and non-taxable benefits to its employees and to permit employees to choose which of the benefits they wish to receive.

The City shall maintain the Flexible Benefit Plan which includes accounts for health care expenses, dependent care expenses and premium contributions. The City may pay the employer contribution toward medical premiums (less the statutorily mandated PEMHCA minimum paid directly to CalPERS) through the Flexible Benefit Plan. The parties understand that the City’s use of the Flexible Benefit Plan as a vehicle for its premium contributions does not change the City or employee’s contribution to medical insurance premiums as described in this Section 10.

10.2 Hospitalization and Medical Care
Effective January 1, 1997, the City began providing CalPERS medical program benefits to active employees and retirees in accordance with the Public Employees’ Medical and Hospital Care Act (“PEMHCA”).

10.2.1 Basic City Contribution
For all employees and retirees, the City pays the PEMHCA statutory minimum contribution toward medical insurance benefits, as required by CalPERS, and as determined by CalPERS under Government Code Section 22892.

10.2.2 Supplemental City Contribution
In addition to the basic City contribution, the City shall contribute a supplemental amount toward medical insurance premiums as described below.

The City and employees share the cost of medical insurance premiums. The City’s maximum contribution toward the monthly premium costs of an employee’s medical benefits is based on the 2021 CalPERS Kaiser Bay Area premiums plus fifty percent (50%) of subsequent annual premium increases for the CalPERS Kaiser Bay Area premiums and includes the PEMHCA statutory minimum.

For the 2021 plan year, the City’s monthly contributions towards eligible employees’ elected medical coverage, inclusive of the basic City contribution of the PEMHCA statutory minimum contribution, are as follows:

Exhibit B to Attachment 1 Agenda Report Page 19
• Employee only: $813.64
• Employee +1: $1,627.28
• Employee +family $2,115.46
Each plan year, the City shall adjust its contributions towards the monthly premium costs of an employee’s medical benefits by an amount equal to fifty percent (50%) of any increase in the above-mentioned 2021 monthly premium rates for the CalPERS Kaiser Bay Area plan at all coverage levels (i.e., employee only, employee + 1 and employee + family). Employees are responsible for the remaining fifty percent (50%) of any premium increases for the CalPERS Kaiser Bay Area plan. Employees electing medical plans and coverage levels that exceed the City’s maximum contribution are responsible for paying the difference through automatic payroll deduction.

10.2.3 Opt Out Election
Effective May 1, 2018, an employee who has medical insurance coverage as a result of being an eligible dependent of another City employee, who has medical insurance coverage as an eligible dependent of a person employed elsewhere, or who otherwise has medical insurance coverage, may elect not to participate in the medical insurance plans offered by the City and may elect to receive $500 per month in lieu of the amount the City would otherwise contribute for medical insurance for the employee. To elect cash in lieu, the employee must sign a waiver of medical insurance coverage provided by the City and provide proof of medical insurance coverage to Human Resources annually before the end of the open enrollment period.

10.3 Dental Plan
The City shall pay the cost of providing each eligible employee and his/her eligible dependents dental care benefits under a group insurance plan. Orthodontic care is included in the group policy, and covers up to 70% of the cost for adults and children (lifetime maximum of $5,000).

10.4 Vision Plan
The City shall provide and pay the cost of providing each eligible employee and his/her eligible dependents vision coverage under a group insurance plan.

10.5 Life Insurance and Accidental Death and Dismemberment Insurance The City shall pay the cost of providing each employee with a group term life insurance policy in effect at the time of this resolution in an amount equal to twice the employee’s gross salary, rounded to the nearest one thousand dollar ($1,000) increment. The City shall also provide and pay for Accidental Death and Dismemberment insurance. The City’s payment shall cease upon the employee’s separation from City service, but the employee may elect to retain such policy (if conversion is available) at his/her sole expense.

10.6 Disability Insurance
The City shall continue in effect at no cost to the employee, the salary continuance disability insurance policy in effect at the time of this resolution or any other such successor program which provides essentially comparable benefit, providing disability benefits equal to sixty (60) percent of Exhibit B to Attachment 1 Agenda Report Page 20
any employee’s current gross salary following a sixty (60) day absence due to non-job related injury or illness.

Effective January 1, 2002, the Recreation/Childcare Employees Group elected to have State Disability Insurance (SDI) withholding. Employee’s wages are subject to State Disability Insurance withholding under Section 710.5 of the California Unemployment Insurance Code.

10.7 Employee Assistance Plan
The City shall provide an Employee Assistance Plan at no cost to the employee.

10.8 Alternative Coverage
In the event that it may be possible to provide an alternative life insurance, dental coverage, or vision coverage providing comparable or superior benefits without additional cost to the city or the employees, the City may substitute or add alternate plans and or insurance carriers.

10.9 Retiree Medical Insurance - Employees Hired Before May 1, 2018

10.9.1 For current employees hired before May 1, 2018, who retire from the City while meeting the eligibility requirements for CalPERS retiree health insurance, the City shall pay directly to CalPERS the PEMHCA minimum as determined by CalPERS under Government Code Section 22892. In addition, the City shall make available a Retiree Health Reimbursement Arrangement (HRA). Through the HRA, the City will continue to provide to eligible CalPERS annuitants monthly contributions for medical insurance premiums according to the following formula: (# of years City has contracted w/PEMHCA) x (5%) x (City’s contribution for active employees).

The City’s contribution for annuitants is adjusted annually according to this formula and the annual adjustment to the minimum monthly employer contribution cannot exceed $100.00. The amount paid by the City on behalf of annuitants and/or their eligible survivors shall increase annually under this formula until the City’s contributions for annuitants and active employees are the same.

For 2021, the City’s contributions for annuitants are as follows:

Kaiser Premium: Total
Employer
Contribution
% of
Premium
Retiree Pays
Employee $813.64 $813.64 100.00% $0.00
Employee +
1 $1,627.28 $1,627.28 100.00% $0.00
Employee +
Family
$2,115.46 $2,115.46 82.59% $368.20

10.9.2 Effective August 1, 2012, all active employees who will be eligible for retiree medical benefits described in this Section 10.9 will have the City reduce their pay by $50 semiExhibit B to Attachment 1 Agenda Report Page 21 monthly by payroll deduction and have the City contribute such amounts to retiree benefits.

10.10 Retiree Medical - Employees Hired On or After May 1, 2018 For employees hired on or after May 1, 2018, the City’s maximum contribution toward CalPERS retiree medical coverage shall be the PEMHCA minimum contribution as determined by CalPERS under Government Code Section 22892. Employees hired on or after May 1, 2018, are not eligible for the Retiree HRA described in Section 10.9.

SECTION 11 - LAYOFF
An employee being laid off shall receive thirty (30) calendar days notice of his/her layoff. Should the City Council elect to have a reduction in personnel, the affected employee(s) who have completed one or more year(s) of service shall receive 30 days severance pay.

A laid off employee shall have the right of recall to their former position for a period of one year following the layoff. Said employee must keep the city notified of his/her current address.

SECTION 12 - MISCELLANEOUS PROVISIONS

12.1 Professional Development Reimbursement
The City shall reimburse an employee for tuition and books for courses of study taken at an approved and accredited college or junior college during non-work hours. Additionally, the City encourages and supports staff to pursue, during non-work hours, professional development training in order to increase their job skills and knowledge for their current position or advancement opportunities. A variety of professional development activities can be reimbursed, such as fees for workshops, seminars, or adult school classes.

To be eligible for approval for reimbursement, the subject matter content of the course must be related to the employee’s work assignment, promotional opportunities, transfer opportunities, or the course is required for the attainment of a degree or certificate program. The maximum reimbursement amount is one thousand five-hundred dollars ($1,500) per fiscal year.

The employee must have his/her request approved by the department head and/or City Administrator, which approval is subject to available budgeted funds, prior to enrolling in the course in order for the employee to be assured of reimbursement. Upon completion of the course, the employee must submit appropriate receipts, along with a copy of the grade sheet or certificate indicating attendance in, or a passing grade, in order to be eligible for reimbursement.

12.2 Coordination With Personnel Rules
This statement of compensation and benefits Resolution shall be considered supplemental to the provisions of the City Personnel Rules, which are hereby made part of this document by reference thereto. In the event of any conflict between the Personnel Rules and this statement of benefits Resolution the former shall prevail.

Exhibit B to Attachment 1 Agenda Report Page 22

12.3 Class B Operators License
At the discretion of the City, the City may require the employees of this Group to hold a Class B vehicle operator’s license. In the event that an employee is required to hold a Class B vehicle operator’s license, the City shall pay all of the direct costs associated with acquiring and maintaining such license.

12.4 Child Care Programs
The children of the employees covered by this Resolution are eligible to attend the Skipping Stones, Kinder Konnex, Camp Everything and Schoolmates program at no charge. Eligibility to attend these programs are based upon availability.

12.5 Employee Parking Passes
Full time employees are eligible for employee parking passes. Due to limited employee parking spaces, employees will first attempt to park in the designated recreation parking lot, located at the corner of Magnolia and Bonita Avenue.

Exhibit B to Attachment 1 Agenda Report Page 23
Appendix A
Recreation/Childcare Group
Effective 7/1/2021
%
Increase
Step 1
0-12 Mo
Step 2
13-24 Mo
Step 3
25-36 Mo
Step 4
37-48 Mo
Step 5
49-60 Mo
Step 6
61-72 Mo
Step 7
Thereafter
Asst Childcare Program Coordinato14.6% + 3% $4,569 $4,796 $5,036 $5,288 $5,553 $5,826 $6,117 Recreation Program Coordinator 14.6% + 3% $4,569 $4,796 $5,036 $5,288 $5,553 $5,826 $6,117 Effective 7/1/2022
%
Increase
Step 1
0-12 Mo
Step 2
13-24 Mo
Step 3
25-36 Mo
Step 4
37-48 Mo
Step 5
49-60 Mo
Step 6
61-72 Mo
Step 7
Thereafter
Asst Childcare Program Coordinato 3% 4,706 4,940 5,187 5,447 5,720 6,001 6,301 Recreation Program Coordinator 3% 4,706 4,940 5,187 5,447 5,720 6,001 6,301 Effective 7/1/2023
%
Increase
Step 1
0-12 Mo
Step 2
13-24 Mo
Step 3
25-36 Mo
Step 4
37-48 Mo
Step 5
49-60 Mo
Step 6
61-72 Mo
Step 7
Thereafter
Asst Childcare Program Coordinato 3.25% $4,859 $5,101 $5,356 $5,624 $5,906 $6,196 $6,506 Recreation Program Coordinator 3.25% $4,859 $5,101 $5,356 $5,624 $5,906 $6,196 $6,506 Effective 7/1/2024
%
Increase
Step 1
0-12 Mo
Step 2
13-24 Mo
Step 3
25-36 Mo
Step 4
37-48 Mo
Step 5
49-60 Mo
Step 6
61-72 Mo
Step 7
Thereafter
Asst Childcare Program Coordinato 3.25% 5,017 5,267 5,530 5,807 6,098 6,397 6,717 Recreation Program Coordinator 3.25% 5,017 5,267 5,530 5,807 6,098 6,397 6,717 BE IT FURTHER RESOLVED that Resolution No. 97C-2021 is hereby rescinded, and that this Resolution shall constitute the sole statement of compensation and benefits for the Recreation/Childcare Employees Group through June 30, 2025.

I certify that the foregoing resolution was passed and adopted at a regular meeting of the Piedmont City Council on November 4, 2024, by the following vote:

Ayes:

Noes:

Absent:

Attest:_____________________________________
Anna Brown, City Clerk
Exhibit B to Attachment 1 Agenda Report Page 24