A. FY25 APPROPRIATIONS LIMIT $ 102,160,237
B. ADJUSTMENT FACTORS
1. City Population Growth 1.0018
2. California Per Capita Income 1.0644
Total Adjustment % 1.0663
C. ANNUAL ADJUSTMENT 6,774,850
D. FY25 REVISED APPROPRIATION LIMIT $ 108,935,087
A. PROCEEDS OF TAXES:
Property Tax $ 26,311,354
Sales & Use Tax 13,179,800
Transactions & Use Tax 14,841,584
Property Transfer Tax 638,282
Transient Occupancy Tax 2,441,856
Interest Earned on Proceeds of Taxes 418,005
Total Proceeds of Taxes $ 57,830,881
B. EXCLUSIONS:
Debt Service (5,208,255)
C. APPROPRIATIONS SUBJECT TO LIMITATION $ 52,622,626
D. CURRENT YEAR LIMIT $ 108,935,087
E. OVER (UNDER) LIMIT $ (56,312,461)
A. FY26 APPROPRIATIONS LIMIT $ 108,935,087
B. ADJUSTMENT FACTORS
1. City Population Growth 1.0006
2. California Per Capita Income 1.0495
Total Adjustment % 1.0501
C. ANNUAL ADJUSTMENT 5,460,883
D. FY26 APPROPRIATION LIMIT $ 114,395,970
A. PROCEEDS OF TAXES:
Property Tax $ 27,915,949
Sales & Use Tax 14,125,622
Transactions & Use Tax 14,944,000
Property Transfer Tax 638,282
Transient Occupancy Tax 2,596,366
Interest Earned on Proceeds of Taxes 1,168,304
Total Proceeds of Taxes $ 61,388,523
B. EXCLUSIONS:
Debt Service (5,089,858)
C. APPROPRIATIONS SUBJECT TO LIMITATION $ 56,298,665
D. CURRENT YEAR LIMIT $ 114,395,970
E. OVER (UNDER) LIMIT $ (58,097,305)
FISCAL YEAR 2026-27 APPROPRIATIONS SUBJECT TO LIMITATION
CITY OF SAN RAMON APPROPRIATION LIMIT CALCULATION
FISCAL YEAR 2025-26 REVISED APPROPRIATIONS LIMIT
FISCAL YEAR 2025-26 APPROPRIATIONS SUBJECT TO LIMITATION EXHIBIT 2
FISCAL YEAR 2026-27 APPROPRIATIONS LIMIT
Attachment C
Reference Material
Proposition 4 (Gann Appropriation Limit) Analyses
The Gann Appropriation Limit began as a ballot initiative approved by California voters in 1979 and was modified by Proposition 111, passed in 1990. Its purpose is to limit the amount of tax proceeds that state and local governments are allowed to spend each year. The Gann Appropriation limit appears in California State Constitution Article XIIIB.
Annually, the City must adopt a resolution to approve the appropriations limit based on actual appropriations in FY 1978-79, adjusted by:
1. Changes in population, and
2. Changes in the Per Capita cost of living (personal income growth or inflation factor).
Fiscal Year 2022/23 2023/24 F2024/25 2025/26 2026/27
Growth Factors
1. City Population Growth ratio 0.9952 0.9914 0.9972 1.0018 1.0006
2. California Per Capita Cost of Living ratio 1.0755 1.0444 1.0362 1.0644 1.0495 Total Adjustment % 1.0703 1.0354 1.0333 1.0663 1.0501
GANN Appropriation Limit 95,486,122 98,868,065 102,160,237 108,935,087 114,395,970 Appropriations Subject to Limitation 33,721,527 36,572,046 37,959,451 52,622,626 56,298,665 Unused Appropriation Limit 61,764,595 62,296,019 64,200,786 56,312,461 58,097,305 The following graph represents a trend analysis of the appropriations limit versus the appropriations subject to limitation for the last five fiscal years. The City expects to remain under its appropriations limit well into the future. -
20 40
60 80
100
120
2023 2024 2025 2026 2027
Millions
Gann Appropriation Limit History
GANN Appropriation Limit Appropriations Subject to Limitation
City Council Staff Report
Item No. 9.1.
Date: May 26, 2026
To: San Ramon City Council
From: Megan O'Donoghue, Director
Subject: Resolution No. 2026-067 - Authorizing Execution of the Memorandum of Understanding between the City of San Ramon and the Service Employees International Union, Local 1021
Executive Summary:
Following Council direction, City staff and representatives of the Services Employees International Union, Local 1021 (SEIU) successfully negotiated a new Memorandum of Understanding (MOU), with a four-year term commencing on July 1, 2026, and expiring on June 30, 2030. The new MOU includes updated provisions related to compensation and work schedules.
Recommendation:
The City Council’s role is to consider executing the MOU between the City of San Ramon and SEIU for the contract term of July 1, 2026, through June 30, 2030.
Background:
The existing contract between the City and SEIU is scheduled to expire on June 30, 2026, prompting the City Council to direct staff to initiate negotiations beginning in February 2026. The City Manager designated the Human Resources Director as the City's lead negotiator with direct support from essential executive management staff. Regular bargaining sessions occurred throughout the Spring, the two parties reached an agreement, and the terms of the new MOU were ratified by SEIU members in May 2026.
The resulting contract establishes a four-year term (July 1, 2026 – June 30, 2030) and includes several key updates related to compensation, work schedules, and specialty pays.
Notably, the contract transitions away from the City’s prior practice of adjusting salary ranges based on salary surveys and the Consumer Price Index (CPI); instead, the parties agreed to a fixed salary range increase of three percent (3%) each year of the contract. This update is beneficial for both parties in that City staff are better able to budget and forecast costs over the life of the contract and SEIU members are guaranteed a set increase to their
salary ranges. Additional significant updates include the creation of a specialty pay for Class A and Class B commercial driver license (CDL) holders, clarification of the City’s safety shoe purchase program, and revisions to the Alternate Work Schedule (AWS) program, pay differentials, definitions, and layoff procedures.
Fiscal Impact:
The newly negotiated SEIU contract is expected to cost $861,810, covering four (4) years and including projected benefit costs. These figures are based on the fifty-four (54) represented positions that were filled at the time of negotiations.
Year One costs are projected to total $151,732 and cover costs from July 1, 2026, through June 30, 2027. These monies are included in the FY27 proposed budget being presented to the City Council on May 26, 2026, in all the funding sources to which these positions are currently charged.
Future budgets will include the following amounts obligated by this contract:
July 1, 2027-June 30, 2028 $143,431
July 1, 2028-June 30, 2029 $245,644
July 1, 2029-June 30, 2030 $321,003
Alternative Option(s):
Alternative actions that the City Council could take include:
1. Reject the MOU and direct staff to resume negotiations with SEIU Local 1021.
Because the two parties met and agreed to the contract terms in good faith, the City could be accused of regressive or “bad faith” bargaining.
2. Approve the MOU with modifications, requiring additional negotiation and union ratification. Because the two parties met and agreed to the contract terms in good faith, the City could be accused of regressive or “bad faith” bargaining.
Next Steps:
Council's approval of this item will ratify the agreement and execute the MOU. The executed MOU will be distributed to affected parties and posted on the City’s Intranet and on the City’s web page for access by others.
Attachment(s):
A. Resolution No. 2026-067
B. Proposed MOU with SEIU, 2026-2030
ATTACHMENT A
RESOLUTION NO. 2026-067
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAMON
AUTHORIZING EXECUTION OF THE MEMORANDUM OF UNDERSTANDING BETWEEN
THE CITY OF SAN RAMON AND THE SERVICE EMPLOYEES INTERNATIONAL UNION, LOCAL 1021
WHEREAS, a Memorandum of Understanding (MOU) between the City of San Ramon and the Service Employees International Union, Local 1021 (SEIU) will expire on June 30, 2026; and
WHEREAS, the City of San Ramon and SEIU have been negotiating in good faith since February 2026 in attempts to agree to a new MOU; and WHEREAS, through the negotiations process, the City of San Ramon and SEIU have agreed to the terms and conditions of a new MOU regarding compensation, benefits, work hours, and other terms and conditions of employment for employees represented by SEIU; and
WHEREAS, the new MOU includes a three percent (3%) increase to the salary ranges of represented job classifications each year of the contract; and WHEREAS, the new MOU also includes the creation of a specialty pay for Class A and Class B commercial driver license (CDL) holders, clarification of the City’s safety shoe purchase program for represented employees, and revisions to the Alternate Work Schedule (AWS) program, pay differentials, definitions, and layoff procedures; and WHEREAS, this new Memorandum of Understanding shall remain in full force and effect from July 1, 2026 through June 30, 2030.
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of San Ramon does hereby authorize the execution of the Memorandum of Understanding between the City of San Ramon and the Service Employees International Union, Local 1021.
PASSED, APPROVED, AND ADOPTED, at the meeting of May 26, 2026, by the following votes:
AYES:
NOES:
ABSENT:
ABSTAIN:
Resolution No. 2026-067
____________________________
Mark Armstrong, Mayor
ATTEST:
____________________
Joan Snashall, City Clerk
CITY OF SAN RAMON
SERVICE EMPLOYEES
INTERNATIONAL UNION
LOCAL 1021
MEMORANDUM OF UNDERSTANDING
July 1, 2026 to June 30, 2030
ATTACHMENT B
Table of Contents
DEFINITIONS ................................................................................................................. 1 Section 1 RECOGNITION ........................................................................................... 2
1.1 Union Recognition.....................................................................................................................2
1.2 City Recognition.........................................................................................................................2 Section 2 NO DISCRIMINATION................................................................................. 2 Section 3 UNION SECURITY...................................................................................... 3
3.1 Maintenance of Membership....................................................................................................3
3.2 Hold Harmless ...........................................................................................................................3
3.3 Dues Deduction .........................................................................................................................3
3.4 New Employee Orientation and Disclosure of Employee Contact Information........................3 Section 4 UNION RIGHTS .......................................................................................... 5
4.1 Visitation Rights.........................................................................................................................5
4.2 Negotiating Team......................................................................................................................5
4.3 Bulletin Boards ..........................................................................................................................5
4.4 Meeting Space...........................................................................................................................5
4.5 Stewards/Officers......................................................................................................................5
4.6 Right to Representation ............................................................................................................6
4.7 Personnel Files...........................................................................................................................6 Section 5 CITY RIGHTS.............................................................................................. 6 Section 6 PROBATIONARY PERIOD ......................................................................... 7
6.1 Probationary Period ..................................................................................................................7
6.2 Employee Performance Report.................................................................................................7
6.3 Dismissal of Newly Hired Employees ........................................................................................8
6.4 Demotion of Promoted Employees...........................................................................................8 Section 7 COMPENSATION ....................................................................................... 8
7.1 Merit System .............................................................................................................................8
7.2 Salary and Wage Plan................................................................................................................8
7.3 Salary Adjustments....................................................................................................................9
7.4 Salary Following Promotion ....................................................................................................10
7.5 Salary Following Demotion......................................................................................................10
7.6 Salary Following Transfer........................................................................................................10
7.7 Revision of Salary Ranges........................................................................................................10
ii
7.8 Salary on Reclassification of Positions.....................................................................................10
7.9 Salary for Work Performed in a Higher Classification – Temporary Upgrade and Temporary Additional Duties Pay..............................................................................................................................11 a. Temporary Upgrade Pay..........................................................................................................11
7.10 Designation of Beneficiary ......................................................................................................12
7.11 Differential for Traffic Signal Specialists, Traffic Signals Coordinators and Shop Coordinators 12 7.12 Commercial Driver’s License Differential................................................................................12 Section 8 HOURS OF WORK AND OVERTIME COMPENSATION ......................... 13
8.1 Hours Worked .........................................................................................................................13
8.2 Alternate Work Week..............................................................................................................13
8.3 Meal and Rest Periods.............................................................................................................14
8.4 7-Day Work Period ..................................................................................................................14
8.5 Overtime Policy .......................................................................................................................14
8.6 Overtime Compensation ........................................................................................................15 a. Overtime - Conditions of Civil Disaster or Local Peril..............................................................15 b. Pay Periods..............................................................................................................................15 Section 9 STANDBY AND CALLBACK PAY ............................................................. 15
9.1 Standby Status and Standby Pay .............................................................................................15
9.2 Call Out Procedure ..................................................................................................................16 Section 10 HOLIDAYS............................................................................................. 16
10.1 Holidays...................................................................................................................................16
10.2 Employee Eligible for Holiday Pay ...........................................................................................17
10.3 Employees Required to Work on Holiday ...............................................................................17 Section 11 VACATION............................................................................................. 17
11.1 Eligibility ..................................................................................................................................17
11.2 Vacation Accrual......................................................................................................................17
11.3 Use of Vacation .......................................................................................................................18
11.4 Maximum Accumulation .........................................................................................................18
11.5 Vacation at Termination..........................................................................................................19
11.6 Holidays Falling During Vacation.............................................................................................19 Section 12 SICK LEAVE .......................................................................................... 19
12.1 Statement of Policy .................................................................................................................19
12.2 Accrual.....................................................................................................................................20
iii
12.3 Accumulation...........................................................................................................................20
12.4 Use...........................................................................................................................................20
12.5 Depletion of Sick Leave ...........................................................................................................20
12.6 Leave Chargeable to Sick Leave...............................................................................................21
12.7 Sick Leave Conversion .............................................................................................................22
12.8 Workers' Compensation Disability Payments.........................................................................23
12.9 On The Job Injury.....................................................................................................................24
12.10 Off The Job Injury ....................................................................................................................24 Section 13 OTHER LEAVES OF ABSENCE............................................................ 24
13.1 Personal Leave of Absence without Pay .................................................................................24
13.2 Family Care and Medical Leave...............................................................................................25
13.3 Pregnancy Disability Leave of Absence ...................................................................................25
13.4 Death in Immediate Family (Bereavement Leave)..................................................................25
13.5 Military Leave of Absence .......................................................................................................26
13.6 Military Reserve Training ........................................................................................................26
13.7 Subpoena.................................................................................................................................26
13.8 Jury Duty..................................................................................................................................27
13.9 Medical Leave/Work Related..................................................................................................27
13.10 Return from Leave...................................................................................................................27
13.11 Unauthorized Leave of Absence..............................................................................................27 Section 14 LAYOFFS.............................................................................................. 27
14.1 City Council Action...................................................................................................................27
14.2 Order of Layoffs.......................................................................................................................27
14.3 Displacement Rights................................................................................................................29
14.4 Notification of Displacement...................................................................................................29
14.5 Reemployment........................................................................................................................29 Section 15 EMPLOYEE BENEFITS......................................................................... 30
15.1 Retirement Plan.......................................................................................................................30
15.2 Disability Insurance .................................................................................................................32
15.3 Health/Life Insurance Program ...............................................................................................32
15.4 Core-Flex Cafeteria Benefit Plan – Active Employees.............................................................32
15.5 Employer Minimum Share.......................................................................................................32
15.6 City Monthly Contribution Amounts – Active Employees.......................................................32
15.7 Opt-Out of Medical and/or Dental Plan..................................................................................33
iv
15.8 Opt-Out Rates..........................................................................................................................33
15.9 Dental Care..............................................................................................................................34
15.10 Vision Plan ...............................................................................................................................34
15.11 Life and AD&D Insurance.........................................................................................................34
15.12 COBRA - Continuation of Health Coverage .............................................................................34
15.13 Deferred Compensation..........................................................................................................34
15.14 Flexible Spending Program - Section 125................................................................................34
15.15 Mileage Reimbursement/Allowance.......................................................................................34
15.16 Adoption Benefit.....................................................................................................................35
15.17 Retiree Medical .......................................................................................................................35 Section 16 UNIFORMS ............................................................................................ 36
16.1 Uniforms..................................................................................................................................36
16.2 Safety Shoes............................................................................................................................37 Section 17 DISCIPLINARY PROCEEDINGS........................................................... 37
17.1 Causes for Disciplinary Action .................................................................................................37
17.2 Types of Disciplinary Action ....................................................................................................38
17.3 Persons by Whom Disciplinary Action May Be Taken.............................................................38
17.4 Disciplinary Action Procedure .................................................................................................38
17.5 Right of Post-Disciplinary Appeal - Procedure ........................................................................40
17.6 Waivers/Withdrawal of Appeal...............................................................................................41
17.7 Effect of Certain Disciplinary Action Interpretive....................................................................41 Section 18 GRIEVANCE PROCEDURE .................................................................. 42
18.1 Definition.................................................................................................................................42
18.2 Procedural Steps......................................................................................................................42
18.3 Other Provisions......................................................................................................................44 Section 19 SAFETY ................................................................................................. 44
19.1 Safety Committee Appointment .............................................................................................44
19.2 Injury and Illness Prevention Program....................................................................................44 Section 20 ALCOHOL AND DRUG TESTING REQUIREMENTS FOR
COMMERCIAL MOTOR VEHICLE DRIVERS .............................................................. 44 Section 21 SEPARABILITY AND SAVINGS ............................................................ 44 Section 22 REOPENER ........................................................................................... 45 Section 23 TERM AND EFFECT.............................................................................. 45
v
7/1/2026 – 6/30/2030
DEFINITIONS
Regular Full-Time Employee
Regular Full-Time Employee shall mean a person employed by the City in a full-time capacity, who has successfully completed a probationary period, and has been retained according to the provisions of the Personnel Rules and Regulations.
Probationary Employee
Probationary Employee shall mean an employee working a test period during which they are required to demonstrate their fitness to perform the duties of the class or position to which they are appointed by actual performance of those duties.
• A newly-hired probationary employee is an employee serving a probationary period immediately following hire. This includes a person who has previously completed a probationary period but has had more than a three (3) month break in service from the City. • A promoted probationary employee is an employee serving a probationary period following promotion.
Appointing Authority
Appointing Authority shall mean the City Manager or designee.
Temporary Employee
Temporary Employee shall mean any person appointed to a temporary position or temporarily appointed to a permanent position. Temporary position means an authorized position budgeted or established for a designated period of time on an hourly, daily, weekly, or seasonal basis. A temporary employee shall not work more than 999 hours per fiscal year, including overtime work.
Temporary employees are not covered by the terms and conditions set forth in this Memorandum of Understanding.
7/1/2026 – 6/30/2030
MEMORANDUM OF UNDERSTANDING
BETWEEN
CITY OF SAN RAMON
AND
SERVICE EMPLOYEES INTERNATIONAL UNION, LOCAL 1021
This Memorandum is entered into pursuant to the provisions of Section 3500, et. seq., of the Government Code of the State of California.
The parties have met and conferred in good faith regarding wages, hours, and other terms and conditions of employment for the employees in said representation unit, and have freely exchanged information, opinions and proposals and have endeavored to reach agreements on all matters relating to the employment conditions and employer-employee relations of such employees.
This Memorandum of Understanding shall be presented to the City Council as the joint recommendation of the undersigned parties and shall remain in full force and effect from July 1, 2026, to June 30, 2030.
Section 1 RECOGNITION
1.1 Union Recognition
The City of San Ramon (“City”) hereby recognizes Service Employees International Union, Local 1021, as the exclusively recognized representative of regular full-time employees in the Maintenance Technician I, Maintenance Technician II, Maintenance Specialist, Maintenance Coordinator, Electrician I and Electrician II classifications, excluding all employees in the following categories: temporary; managerial; supervisory; and confidential.
1.2 City Recognition
The City Manager, or any person or organization duly authorized by the City Manager, is the representative of the City of San Ramon, hereinafter referred to as the "City" in employer-employee relations.
Section 2 NO DISCRIMINATION
Discrimination or harassment based on an individual’s protected classification is prohibited. “Protected Classification” includes age, sex (including gender, gender identity, gender expression, transgender, pregnancy, and breastfeeding), religion, color, disability, genetic characteristics or information, race, national origin, ancestry, citizenship status, marital status, military or veteran status, medical condition, or sexual orientation (including homosexuality, bisexuality, or heterosexuality) or any other protected classification as defined by law.
7/1/2026 – 6/30/2030
The City and the Union shall not interfere with, intimidate, restrain, coerce, or discriminate against employees because of the exercise of their rights under the Meyers Milias Brown Act.
Section 3 UNION SECURITY
3.1 Maintenance of Membership
Those employees electing Union membership shall complete a union membership form and submit to SEIU Local 1021 for processing. Those employees electing union membership shall pay the usual and customary monthly dues and assessments as established by the Union.
3.2 Hold Harmless
The Union shall indemnify and hold the City harmless against any liability arising from any and all claims, demands, or suits, or any other actions relating to the City’s compliance with Section 3, including claims relating to the Union’s use of monies collected under this agreement, except where such claims are related solely to the alleged negligence of the City in erroneously deducting an amount of money in the absence of fault by the Union.
3.3 Dues Deduction
Bargaining unit members may authorize dues deductions by completing and submitting the authorization form to SEIU Local 1021. For each bargaining unit member who submits such authorization form, the City shall deduct on a bi-weekly basis from each member’s wages the amount of Union dues specified by the Union. Dues deducted by the City will be forwarded to the Union within fifteen (15) days of the date the deduction was made.
Remittance of dues shall be accompanied by a list containing name, classification, and amount of money deducted from each employee.
3.4 New Employee Orientation and Disclosure of Employee Contact Information The City of San Ramon (“City”) and SEIU Local 1021 (hereinafter "Union”), jointly referred to as "parties," enter into this Agreement to implement the terms of Government Code sections 3555-3559. The parties agree that the terms of this Agreement are incorporated into the existing MOU between them by specific reference and, further, that this Agreement will be incorporated into the body of a successor MOU when agreement is reached on such successor MOU.
The parties acknowledge that this Agreement, once implemented by both parties, fully complies with and exhausts the parties' obligation to negotiate the terms and conditions of new employee orientation access and disclosure of employee contact information pursuant to Government Code Section 3557. Due to such agreement, compulsory arbitration pursuant to Government Code Section 3557 is waived for so long as this Agreement is in effect.
7/1/2026 – 6/30/2030
New Employee Orientation
This shall apply to all new employees hired after the date of this Agreement who are appointed to a classification within the bargaining unit for which the Union is recognized as the exclusively recognized employee organization.
The parties acknowledge that the City provides a new employee orientation meeting ("orientation") to all new employees hired by the City but does not distinguish between bargaining units in conducting the orientation. The Union will be provided not less than 10 calendar days' advance notice of the time, date and location of the orientation, including the name and number of bargaining unit employees in attendance. An exception to the 10 calendar days' advance notice requirement is if there is an urgent need for meeting in less than 10 calendar days' that is critical to the City's operations and is not reasonably foreseeable. In the event a union representative is not available based on the short notice, a mandatory and in-person half (1/2) hour make up session will occur during regular working hours and onsite without loss in compensation.
The Union will be given thirty (30) minutes at the end but also part of the new employee orientation meeting to present Union membership information to employees in the Union's bargaining unit. Employees will attend the new employee orientation including the portion of the orientation conducted by the Union. The meeting will be in a room designated by the City and will take place during regular working hours and be on-site. No more than two (2) representatives of the Union may present the information to the employees. This could include a Chapter board member, officer, or steward and a Union representative designated by the Union.
Designated Union representatives who are City employees and are conducting the orientation may attend and travel to and from the orientation on paid leave not to exceed one (1) hour per orientation provided the Union provides Human Resources with the employee's name at least seven (7) calendar days prior to the orientation. Employees shall be released for this purpose unless unusual operational needs interfere with the release, in which case the employee and the Union will be provided with a written explanation of why the employee could not be released. In the event the Union designated employee is denied release due to operational needs, the Union shall be allowed to designate an alternate representative for the orientation.
Management representatives shall excuse themselves and not be present during the Union portion of the orientation. The Union agrees in its portion of the orientation not to engage in speech that could cause substantial disruption or material interference with City activities.
Information Provided
The parties hereby incorporate by reference the entirety of Government Code section 3558 and all statutes referenced therein. Any information that is required to be provided thereunder will be furnished to the Union by way of a digital file via email to the email address designated by the Union. The City will provide the Union any information that is
7/1/2026 – 6/30/2030
required to be provided on a quarterly basis rather than the interval stated in Government Code section 3558.
Either party may grieve a violation of this article to the extent permitted by the terms of the applicable MOU Grievance Policy.
Section 4 UNION RIGHTS
4.1 Visitation Rights
Union Officials and representatives shall be granted access to the work locations for the purpose of performing their duties pursuant to this agreement. Such officials and representatives shall not enter any work location without prior approval of the Department Head, City Manager, or designee. Access shall be restricted so as not to interfere with normal operations of the department or with established safety or security requirements.
4.2 Negotiating Team
The City shall allow four (4) members of the Union bargaining team reasonable time off without loss of compensation or other benefits when formally meeting and conferring with representatives of the City on matters within the scope of representation. Team members shall not leave a work site to attend such meetings without approval of the Department Head or designee. Meetings shall be scheduled by mutual agreement between the City and the Union Representatives.
4.3 Bulletin Boards
The City shall provide reasonable space on a bulletin board at the central work site for the purpose of posting Union literature. Postings shall be dated, and shall identify SEIU Local 1021 sponsoring the posting. All postings shall be removed by Local 1021 in a timely manner. Postings shall not contain slanderous or libelous material.
4.4 Meeting Space
Upon request by the Union and subject to availability and with reasonable notice to the City, the City shall make available conference rooms at the Service Center for the purpose of holding Union meetings.
4.5 Stewards/Officers
Employees who are official representatives of the Union shall be given reasonable time off with pay to attend meetings with management representatives; to be present at hearings where matters within the scope of representation are considered; to testify or appear as the designated representative of SEIU 1021 in PERB settlement conferences, hearings, or other proceedings before PERB in matters relating to an unfair practice charge. Such employee representatives shall submit written or oral requests for excused absences to the Public Works Director or designee at least two (2) calendar days in advance of the scheduled
7/1/2026 – 6/30/2030
meeting unless the representative is provided with less than two (2) calendar days’ notice.
In such case, the representative shall provide notice as soon as is possible prior to the meeting. No more than two (2) employees shall be excused during the same time period.
The Union shall submit a list of officers and stewards of the Union to the Public Works Director, City Manager, and Human Resources and shall notify the same persons in writing of any changes in Union officers and/or stewards. The list shall indicate the designated representative for purposes of official contact by the City.
4.6 Right to Representation
An employee, upon the employee's request, shall be entitled to have one (1) employee Union steward and the Union Field Representative present during any meeting which is disciplinary or a meeting which the employee reasonably believes may result in disciplinary action. The parties agree to cooperate in the scheduling of meetings to ensure the attendance of a steward and Union representative.
4.7 Personnel Files
There shall be one (1) official personnel file. An employee shall be permitted to review their personnel file provided the employee makes a request twenty-four (24) hours prior to the time the employee wishes to review the file. A representative of Human Resources shall be present during the review of the file. A Union representative, with written permission from the employee and twenty-four (24) hours’ notice to the City, shall be permitted to review the employee's personnel file. An employee shall be entitled to receive copies of any material in their personnel file or any material that will be submitted to the personnel file. Written reprimands more than three years from the date of issuance shall not be considered for future disciplinary actions.
4.8 Notice
The Union shall be provided copies of all notices to employees related to discipline which results in a loss of pay, subject to advance permission from the employee receiving the discipline.
Section 5 CITY RIGHTS
It is understood and agreed that the City retains all of its powers and authority to manage municipal services and the work force performing those services.
It is agreed that the following rights shall remain solely a function of management except as may be limited by this agreement and/or by applicable state and federal law:
a. Determine and modify the organization of City government and its constituent work units.
b. Determine the nature, standards, levels, and mode of delivery of services to be offered to the public.
7/1/2026 – 6/30/2030
c. Determine the methods, means, and the number and kinds of personnel by which services are to be provided.
d. Determine whether goods or services shall be made or provided by the City, or shall be purchased, or contracted for.
e. Direct employees, including scheduling and assigning work, work hours, and overtime.
f. Establish employee performance standards and require compliance therewith. g. Discharge, suspend, demote, reduce in pay, reprimand, and withhold salary increases and benefits, or otherwise discipline employees, subject to the requirements of applicable law.
h. Relieve employees from duty because of lack of work or lack of funds or for other legitimate reasons.
i. Implement rules, regulations, and directives consistent with law and the specific provisions of this Memorandum of Understanding.
j. Take all necessary actions to protect the public and carry out its mission in emergencies.
To the extent that management's exercise of these rights enumerated above impacts the employees' terms and conditions of employment, the City is not relieved of its obligation to meet and confer with the Union and its bargaining group on these impacts as required by law.
Section 6 PROBATIONARY PERIOD
6.1 Probationary Period
All new appointments and reappointments shall be tentative and subject to a probationary period dated from the time of appointment to a regular full-time position. The probationary period shall be for a twelve (12) month period of actual service. The probationary period for a promotion shall be six (6) months; however, employees who flex promote from Maintenance Technician I to Maintenance Technician II upon completion of the Maintenance II book will not be subject to a probationary period. The City Manager, upon written request of the Department Head, may grant an extension of the probationary period up to a maximum of six (6) months beyond the end of such probationary period, for a maximum total probation of eighteen (18) months in the case of a new appointment and twelve (12) months in the case of a promotion. The City shall notify the Union when an extension of the probationary period is granted by the City Manager.
6.2 Employee Performance Report
Each probationary employee shall have their performance evaluated at the sixth (6th) month
7/1/2026 – 6/30/2030
period and at the twelve (12) month period or at more frequent intervals when deemed necessary by the appointing authority if an employee is not meeting standards. Such evaluations shall be reported in writing and in a form approved by the City Manager.
6.3 Dismissal of Newly Hired Employees
During the probationary period, a newly hired employee may be suspended, demoted, or dismissed at any time by the appointing authority without the right of appeal. Notification of dismissal in writing shall be served on the newly hired employee and a copy filed with Human Resources.
6.4 Demotion of Promoted Employees
An employee who is promoted to a new position in a higher classification may be demoted to their previous position at any time during the probationary period without recourse to right of appeal. Upon such demotion, the employee shall be returned to the position which they held prior to the promotion and shall be placed at the salary level held prior to the promotion.
Section 7 COMPENSATION
7.1 Merit System
In order to properly compensate an employee, adjustments in salary shall be based on a merit system. Adjustments shall not be automatic, but shall depend upon performance evaluation. All merit adjustments are recommended by the Department Head and approved by the City Manager.
Each year during the term of this agreement, the City will provide training to supervisors who conduct performance evaluations. The training shall include a review of the requirements for conducting a fair and objective evaluation.
If an employee who receives a performance rating they dispute, the employee may request a meeting with the Department Head within fifteen (15) working days to discuss their concerns. An employee with a “does not meet standards” may request a meeting with the City Manager as a final step. The employee may provide a written response that will be attached to the evaluation and placed in the employee’s personnel file. The employee has a right to representation and to present any evidence at any meetings described above.
7.2 Salary and Wage Plan
The City Manager shall administer the Compensation Plan for employees. a. All initial employment shall be at a salary level which is within the salary range for the classification for which the employee is hired.
b. New employees who are hired shall be placed on the salary scale. All initial employment shall be at a salary level which is within the salary range for the
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classification for which the employee is hired. No employee shall be hired at or promoted to a level below the salary range minimum.
c. Effective dates for the purpose of performance review and merit adjustments will be on the anniversary of the date of hire or, if applicable, the anniversary dates of the most recent promotion or reclassification.
d. Employees will be evaluated for performance-based merit adjustments thirty (30) days prior to their anniversary date.
7.3 Salary Adjustments
Adjustments in salary shall be based upon employee performance as determined by the performance evaluation. It is the duty of the supervisor and Department Head to give a fair and unbiased evaluation based on job performance of the employee. Salary increases shall be effective on the anniversary of the date of hire or, if applicable, the anniversary date of the most recent promotion.
a. Adjustments in salary shall be determined as follows:
Effective the first full pay period following City Council approval of a successor MOU in 2026, or July 1, 2026, whichever is later, salary ranges (top and bottom) shall be adjusted by three percent (3%).
Effective July 1, 2027, salary ranges (top and bottom) shall be adjusted by three percent (3%).
Effective July 1, 2028, salary ranges (top and bottom) shall be adjusted by three percent (3%).
Effective July 1, 2029, salary ranges (top and bottom) shall be adjusted by three percent (3%).
b. Employee Increases
1. Employees who receive a “Does Not Meet Standards” (less than 3.00 score) evaluation are ineligible for any adjustment.
2. For the period of July 1, 2026 through June 30, 2030, employees who receive a “Meets Standards” or higher evaluation shall receive an increase in pay based on their rating as follows:
Exemplary Score of 4.50 to 5.00 6.0% & 3 performance days Exceeds Standard Score of 4.00 to 4.49 6.0%
Meets Standard Score of 3.50 to 3.99 5.0%
Score of 3.00 to 3.49 4.0%
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3. In no event shall any salary adjustment result in an employee earning salary in excess of the top of the range of their classification.
7.4 Salary Following Promotion
a. When an employee is promoted to a position allocated to a classification with a higher salary range, such employee shall be placed in the new salary range five percent (5%) above the previous salary level.
b. Upon recommendation of the Department Director, the City Manager may approve assignment to any other salary within the higher salary range. c. Assignment shall not be made outside the salary range. d. A performance evaluation shall be completed prior to the completion of a six (6) month probationary period in the promoted classification to determine regular status.
e. The employee’s annual performance review schedule shall change to the effective date of the promotion.
7.5 Salary Following Demotion
a. In the case of the demotion of an employee, such employee shall be moved to the employee's salary prior to the promotion.
b. The employee's annual performance review schedule shall be maintained and there shall be no additional probationary period.
7.6 Salary Following Transfer
In the case of the transfer of an employee from one position to another in the same classification or to another classification to which the same salary range is applicable, the employee shall remain at the same pay level and shall retain the same annual performance review schedule. There shall be no additional probationary period.
7.7 Revision of Salary Ranges
When a salary range for a given classification is revised as a result of the collective bargaining process, those employees holding positions in affected classifications shall not have a salary which falls below the range assigned for the classification.
7.8 Salary on Reclassification of Positions
If an employee is reclassified to a higher paid position, the employee shall be placed in the salary range of the new classification at the same amount as the employee’s salary prior to the reclassification plus a 3.5% increase in salary. The employee’s annual performance
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review date shall change to the effective date of the reclassification. There shall be no additional probationary period.
7.9 Salary for Work Performed in a Higher Classification – Temporary Upgrade and Temporary Additional Duties Pay
a. Temporary Upgrade Pay
On occasion an employee may be temporarily required to perform duties of another classification with a higher salary range due to illness, vacation, leave of absence, etc.
To qualify for Temporary Upgrade Pay, an employee must perform the full duties of the upgraded position. In such cases, the employee's salary will be adjusted to compensate for the higher level of duties.
In order to receive adjusted compensation for working in a higher classification the employee must be assigned, assume and perform substantially all the duties and responsibilities of the position, and perform them for at least one week (five consecutive working days, without regard to the calendar week).
Adjusted compensation for working in a higher classification shall consist of a flat five percent (5%) increase above the employee's current salary or the lowest salary within the higher salary range, whichever is greater, but not to exceed the maximum of the range established for the higher classification.
Each case will be evaluated on an individual basis and recommendation for compensation for work in a higher classification will be made by the Department Head and approved by the City Manager. Such approval should be made in advance whenever possible.
Temporary Upgrade Pay will be limited to nine hundred and sixty (960) hours in a fiscal year for assignments in vacant positions during an active recruitment for a permanent appointment. The City will report Temporary Upgrade Pay, as defined by CCR 571(a)(3) for classic CalPERS members, to the extent allowed by law, or unless disallowed by CalPERS.
b. Temporary Additional Duties Pay
An employee who is temporarily assigned for a minimum of one (1) work week to perform significant additional duties outside the scope of the job specification of the employee’s classification, in addition to the employee’s regular job duties, will receive Temporary Additional Duties Pay at a rate of five percent (5%) above the employee’s base salary.
Merit increases in salary that occur, as provided in Section 7, while an employee is assigned Temporary Additional Duties Pay or Temporary Upgrade Pay shall be applied to the employee’s base salary in their base classification. When an employee in a Temporary Additional Duties or Temporary Upgrade assignment is promoted, the salary increase shall be calculated from base salary from the position the employee is promoted from.
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c. Shift Differential
An employee who is scheduled to work a shift in which the majority of the hours occur after nine (9) p.m. and before seven (7) a.m. shall receive an additional five percent (5%) shift differential for hours worked while assigned to that shift. The parties recognize that the shift differential may not be reportable as special compensation to CalPERS, unless it is for a shift to which an employee is routinely and consistently assigned. If the shift differential is paid on an overtime basis, the parties recognize that it is not reportable as special compensation to CalPERS.
7.10 Designation of Beneficiary
When termination is caused by the death of the employee, pay for unused vacation shall be paid to the beneficiary the employee has designated. Such designation shall be in writing, signed by the employee and filed with Human Resources. If the employee is married and designates a beneficiary other than the spouse for more than fifty percent (50%) of the benefits payable, the signature of the spouse also shall be required on the designation. In the event an employee has not designated a beneficiary, the payment shall be made to the estate of the employee.
7.11 Differential for Traffic Signal Specialists, Traffic Signals Coordinators and Shop Coordinators
Employees in the Maintenance Specialist Classification who work as Traffic Signal Specialists and are routinely and consistently assigned to replace street lamps from an aerial bucket shall receive an additional five percent (5%) differential.
Employees in the Maintenance Coordinator Classification who work as Traffic Signal Coordinators and are routinely and consistently assigned to replace street lamps from an aerial bucket shall receive an additional five percent (5%) differential.
The Shop Coordinator in the assignment as of July 1, 2026 shall receive an additional five percent (5%) differential for the duration of the incumbent’s assignment. Following removal of the current incumbent from the Shop Coordinator assignment, future Shop Coordinators will not be eligible for the differential.
7.12 Commercial Driver’s License Differential
All employees assigned to the Commercial Driver’s License (CDL) pool who are required to hold and maintain a CDL shall be reimbursed for all cost(s) of licensing including the cost of endorsements. Employees assigned to the CDL pool to hold and maintain a CDL, shall be provided paid time (including travel time) to take all tests related to maintaining a CDL.
Effective the first full pay period following City Council approval of this successor MOU in 2026, up to two (2) employees who assigned by the Division Manager to the CDL pool who obtain and maintain a Class B driver’s license with an air brakes endorsement or a passenger endorsement. will receive differential pay of three percent (3%) base pay.
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Effective the first full pay period following City Council approval of this successor MOU in 2026, up to two (2) employees assigned by the Division Manager to the CDL pool who obtain and maintain a Class A driver’s license with an air brakes endorsement will receive differential pay of five percent (5%) base pay.
Effective the first full pay period following City Council approval of this successor MOU in 2026, up to one (1) additional employee with a Class B driver’s license with an air brakes endorsement or a passenger endorsement, and up to one (1) additional employee with Class A driver’s license with an air brakes endorsement will be on the waitlist and will receive one percent (1%) base salary while on the waitlist for a CDL assignment. Employees on the waitlist will commit to filling a CDL assignment when it becomes available. Employees on the waitlist are eligible for reimbursement of licensing costs.
It is the intent of the parties that the commercial driver’s license differential is not reportable as special compensation to CalPERS.
Section 8 HOURS OF WORK AND OVERTIME COMPENSATION
8.1 Hours Worked
The regular work hours for employees shall be five (5) consecutive shifts of seven and onehalf (7.5) work hours in a seven (7) day work period for a total of thirty-seven and one-half (37.5) hours. Each shift shall be seven and one half (7.5) consecutive hours.
Employees on Alternative Work Schedules will work schedules as outlined in Section 8.2.
8.2 Alternate Work Week
Alternate work schedules are in place to accommodate the needs of the department. Work schedules may include the following:
Four (4) consecutive days of 9.375 hours of work per day for a total of 37.5 hours in a 7- day work period followed by five (5) consecutive days of seven and one-half hours for a total of 37.5 hours in the next 7-day work period. The regular day off in the alternating 4- day week will be assigned by management. The start time for this schedule shall not be earlier than 7 am, or no earlier than 6 am on the seasonal schedule, except by management approval.
Four (4) consecutive days of nine and one-third (9.375) hours of work per day over a seven (7) day pay period totaling thirty-seven and one half (37.5) hours. The seven days will include four (4) consecutive shifts and three (3) consecutive days off. Each shift shall be nine and one-third (9.375) consecutive hours. The start time for this schedule shall not be earlier than 7 am, or no earlier than 6 am on the seasonal schedule, except by management approval. Schedules requiring four (4) days of 9.375 hours of work shall alternate between
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two 9.37-hour days consisting of nine (9) hours and twenty-two (22) minutes of work, and two 9.38-hour days consisting of nine hours and twenty-three (23) minutes of work.
The alternate work schedule shall not impact the City’s operational hours in order to remain open five (5) days of the week. Alternate work schedules are subject to periodic review by the Department Head. Employees interested in participating in the alternate work schedule must have an “Exemplary” or “Exceeds Standards” performance rating. Department Head and City Manager approval is required for program participation, and the employee can be removed from the alternate work schedule at the City’s discretion. Alternate work schedules are intended to benefit the organizational operations of the City and are subject to the discretion of the Department Head.
Management will give a sixty (60) day notice of any changes to employees working a seasonal schedule or alternate work schedule. Shorter notice may be provided in case of the need to cover unforeseen staff absences, or in case of emergencies requiring temporary staffing changes.
8.3 Meal and Rest Periods
All work shifts shall include a thirty (30) minute unpaid duty-free meal period. In addition, work hours shall include one fifteen (15) minute paid rest period for each four (4) hours worked. Unless circumstances require, an employee shall be entitled to an uninterrupted rest period.
8.4 7-Day Work Period
The workweek for employees as defined by the Fair Labor Standards Act is a regular recurring period of 168 hours in the form of seven (7) consecutive 24-hour periods. The typical work period for all City of San Ramon employees represented by SEIU, Local 1021, begins at 12:00 a.m. Monday and ends at 11:59 p.m. Sunday.
8.5 Overtime Policy
It is the policy of the City to avoid the necessity for overtime work. When overtime work is necessary, such overtime shall be authorized in advance by the Department Head or their designated representative, but shall be kept at a minimum.
FLSA Overtime: Fair Labor Standards Act (FLSA) overtime is defined as hours worked in excess of forty (40) hours actually worked in the defined 7-day work period.
Contractual Overtime: Contractual overtime shall be defined as any time worked beyond thirty-seven and one-half (37.5) hours in any work week. In case of less than thirty-seven and one-half (37.5) hours worked in a workweek, due to vacation, holidays, sick leave, or other paid or unpaid leave, employees who work approved additional hours shall be paid overtime compensation for those hours paid in excess of seven and one-half (7.5) hours per workday (or their regularly scheduled workday, whichever is longer) and thirty-seven and one-half (37.5) hours in a workweek. Such overtime shall be paid at an hourly rate of one and one half (1.5) times the regular hourly rate, except the rate for overtime paid under this
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paragraph (contractual overtime) will not include monies received for medical opt-out payments.
8.6 Overtime Compensation
Employees working in excess of a normal thirty-seven and one-half (37.5) hour work week will be paid at an hourly rate of one and one half (1.5) times the regular hourly rate (1/75th of the employee's biweekly pay).
8.7 Compensatory Time Off
As an alternative to receiving cash, employees may choose to be compensated for overtime work through compensatory time-off (comp time) at the rate of one and half (1.5) hours comp time per overtime hour worked instead of receiving cash payment. The decision to receive overtime pay or compensatory time credit shall be made at the end of the pay period in which the overtime is worked. There is no provision for converting compensatory time to overtime pay except at termination. Compensatory time may be accrued up to a maximum of two hundred forty (240) hours per employee.
If an employee has any unused accrued comp time at termination, the employee will be paid for such unused comp time at their regular rate of compensation at termination. a. Overtime - Conditions of Civil Disaster or Local Peril In case of civil disaster, state of extreme emergency or local peril, the procedure for payment of overtime may be suspended temporarily by the City Manager for the period of the emergency. During such period, the City Manager shall determine the compensation procedure. However, such procedure shall not change the rate of overtime compensation. b. Pay Periods
Payday shall be every other Friday (bi-weekly) for the 2-week period ending two (2) Sundays prior to the payday.
Section 9 STANDBY AND CALLBACK PAY
9.1 Standby Status and Standby Pay
When it is necessary to require an employee to leave word where they can be reached for emergency call out or other services during a specified period of time, other than scheduled hours of work, such employee shall be considered on standby status. The following provisions apply to standby status:
Compensation:
a. An employee on stand-by status shall be paid at the rate of fifteen percent (15%) of the employee's straight time rate of pay for all hours spent on standby.
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b. If an employee is called out for an emergency while on standby status and is required to report back to work, they will be compensated for a minimum of two (2) hours work at one and one half (1.5) times the regular hourly pay rate. Any time worked in addition to the two-hour minimum will be compensated at one and one half (1.5) times the normal hourly rate for each additional hour or fraction thereof. The fifteen percent (15%) standby pay will stop from the time the employee is called out to the time the employee returns to standby status. Work time shall commence from the time the employee is called to work until the time the employee returns home. c. Employees called back to work after midnight may elect to arrive at work that same day an amount of time past the normal starting time equivalent to the time worked past midnight. If an employee elects to exercise this privilege, they must notify the supervisor in advance of the normally scheduled workday or within one half hour (30 minutes) of normal start time. If it is deemed to be detrimental to the operation of the City to grant this time off, the supervisor may deny the request. Employees who use this option will be paid the regular hourly rate for hours actually worked that day.
9.2 Call Out Procedure
Employees may be called out during other than normal work hours to perform necessary work. In the event that an employee is called back to work before or after normal working hours, they will be compensated for a minimum of two (2) hours work at one and half (1.5) times their normal rate of pay. Any time worked in addition to the minimum two (2) hours will be compensated at one and half (1.5) times the normal hourly rate of pay for each additional hour or fraction thereof. Work time shall commence from the time the employee is called to work until the time the employee returns home.
Section 10 HOLIDAYS
10.1 Holidays
The following holidays are recognized as regular holidays for pay purposes. Regular and probationary full-time employees shall have the following days off with pay:
* New Year's Day * Veteran's Day
* Martin Luther King Jr. Day * Thanksgiving Day
* President's Day * Day After Thanksgiving
* Memorial Day * Christmas Day
* Independence Day * One-half Day (afternoon)
* Labor Day on either Christmas Eve or New Year's Eve
* Two discretionary holidays, plus effective
January 1, 2023, one additional discretionary
holiday in recognition of Juneteenth
Discretionary holidays are granted on a calendar year basis and must be used during that year. Discretionary days may be scheduled with twenty-four (24) hours’ notice to, and approval by, the supervisor or Department Head. There is no provision for accrual beyond the calendar year, and employees shall not be paid for unused discretionary holidays at the
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time of separation from the City service.
When any day recognized as a holiday by the City falls on a Sunday, the following Monday shall be considered the holiday. When any day recognized as a holiday by the City falls on a Saturday, the preceding Friday shall be considered the holiday.
An employee who wishes to be excused from work in observance of a religious holiday (not listed as a "Regular Holiday for Pay Purposes") shall request approval of such absence from the employee's Department Head. If approved, such time off shall be charged against the employee's accumulated compensatory time, discretionary holidays, or vacation leave.
10.2 Employee Eligible for Holiday Pay
Employees who are on pay status both the work day before and the work day after a holiday shall be entitled to receive time off with pay at their straight time rate for the holidays listed above. All employees receive seven and one-half (7.5) hours of holiday pay. If the employee works a schedule with more than seven and one-half (7.5) hours in a workday, the employee must use accumulated vacation or compensatory time to provide the difference between seven and one-half (7.5) hours and the employee's normal work day.
10.3 Employees Required to Work on Holiday
Any employee eligible for holiday pay who is required to work on a day designated as a holiday under the provision of this Memorandum of Understanding, or on such other day as authorized by the City, shall receive holiday pay in accordance with Section 10.2 above.
In addition, the employees shall be paid for all hours worked on said holiday at the rate of one and one-half (1.5) times the regular hourly rate of pay.
When a day designated as a holiday under the provisions of this Memorandum of Understanding or such other day as authorized by the City falls on a normally assigned day off of an employee who is eligible for holiday benefits, said employee shall receive holiday pay in accordance with Section 10.2. In lieu of cash for said holiday, employee may choose to receive seven and one-half (7.5) hours of compensatory time.
Section 11 VACATION
11.1 Eligibility
Regular full-time and regular part-time employees shall be eligible to take accrued paid vacation at their current rate of pay. Vacation time off shall not exceed the amount of vacation time the employee has actually accrued.
11.2 Vacation Accrual
All vacation accruals are calculated based on a 7.5 hour working day. Each regular full time and probationary employee shall accrue vacation at the following rate for continuous service performed as follows:
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a. 1st through 4th year of service
Twelve (12) working days of vacation during each complete year of service. (1 day [7.5 hours] per month)
b. Beginning the 5th year through 9th year of service
Fifteen (15) working days of vacation during each complete year of service. (1.25 days [9.375 hours] per month)
c. Beginning the 10th year through 14th year of service Twenty (20) working days of vacation during each complete year of service. (1.66 days [12.45 hours] per month)
d. Beginning the 15th year through the 19th year of service Twenty-two (22) working days of vacation during each complete year of service. (1.83 days [13.725 hours] per month)
e. Beginning the 20th year of service:
Twenty-five (25) working days of vacation during each complete year of services. (2.083 days [15.625 hours] per month)
As a recruitment incentive, and with City Manager approval, the City may provide a supplemental grant of vacation hours to be immediately available to a new hire, may frontload vacation for a new hire, and/or may recognize years of service in a related job classification with another agency in determining the employee’s vacation accrual rate, up to a maximum of five (5) years of service.
Employees must be in a paid status to accrue vacation leave. Vacation accrual shall begin with the date of employment and shall accrue bi-weekly for each employee based on their date of employment.
11.3 Use of Vacation
Vacation shall be scheduled as far in advance as possible, and at least one (1) week in advance, with the employee's supervisor or Department Head. An employee shall submit a request to their supervisor or Department Head. Approval by the Department Head or designee is required prior to taking vacation time off. The Department Head or designee shall respond to the employee within seven (7) calendar days after submission of the request. Vacation leave shall not be used beyond the time accrued.
11.4 Maximum Accumulation
Employees shall be allowed to accumulate vacation up to but no more than two (2) times their annual accrual, pursuant to Section 11.2 above, Upon approval by the City Manager, an employee may be allowed to continue to accrue vacation beyond the maximum accumulation, should the employee's vacation request be denied due to an emergency
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(natural disaster, etc.) which is beyond the employee's control. An employee allowed to continue to accrue vacation beyond the maximum accumulation will be given a specific time period by the City Manager to use vacation to reduce their accumulation to the allowable amount or the amount over the maximum accumulation will be forfeited.
11.5 Vacation at Termination
A regular full-time or new hire probationary employee whose employment with the City terminates shall be paid for that part of their vacation accumulation that remains unused at the time of termination. Payment for unused vacation shall be made at the rate of pay in effect for the employee at the time of termination.
When an employee retires from City services, the employee may extend their last day worked by using an amount of vacation leave as paid time off in an amount equal to their annual accrual prior to their CalPERS retirement date, if desired. For example, an employee with between fifteen (15) to nineteen (19) years of City Service upon retirement may use up to one hundred sixty-five (165) hours of vacation prior to their last day worked.
11.6 Holidays Falling During Vacation
When a day designated and observed by the City as a holiday occurs on a day on which an employee is taking vacation, such employee shall not be charged as using vacation for that day. The employee's compensation for that day shall be holiday pay and he/she shall not be paid or charged for vacation.
Section 12 SICK LEAVE
12.1 Statement of Policy
Paid sick leave is an employee benefit of time off granted to an employee in cases of personal illness or accident, medical or dental treatment, or as authorized in Section 12.6 of this Section. The employee shall make notification by contacting the designated voicemail box prior to or within one (1) hour after the time set for reporting to work on the each day of such leave, unless the employees has approved continuous leave and/or has provided a note from their health care practitioner regarding an extended absence. The voice mail message shall state the employee’s name, the date of absence, and affirm that they are calling out sick.. Any employee who is absent from work due to sick leave shall not engage in any activity or work which would inhibit their ability to return to work at the earliest possible time.
Employees may not use sick leave unless they are truly sick or they have another lawful reason for using sick leave. Excessive intermittent use of sick leave is defined as a frequent pattern of one or two days after the work week begins or before it ends. Use of sick leave for valid reasons shall not be considered abuse.
If the City suspects that an employee has engaged in inappropriate use of sick leave, the immediate supervisor will notify the employee in writing that the City suspects abuse. The notice will also invite the employee to explain, rebut or refute the abuse claim. If the City
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determines that the employee engaged in inappropriate use of sick leave, the immediate supervisor shall give the employee a written notice which shall describe what actions it expects the employee to take to correct the problem.
If the City suspects sick leave abuse, the supervisor’s written notice may require the employee to provide a written statement from a healthcare practitioner stating that the sick leave taken was for a qualifying reason. An employee may also be required to provide a written statement from the attending health care practitioner or dentist for use of sick leave that exceeds one-half of the employee’s annual sick leave accrual. The supervisor may take disciplinary action if the employee failed to fulfill the expectations described in the written notice.
12.2 Accrual
Sick leave shall be accrued at the rate of seven and one-half (7.5) hours per calendar month for each month that a regular full-time and probationary employee has worked.
As a recruitment incentive, and with City Manager approval, the City may provide a supplemental grant of sick leave hours to be immediately available to a new hire, and/or may frontload sick leave for a new hire.
Employees will not accrue sick leave while in unpaid regular pay status.
12.3 Accumulation
Accrued sick leave may be accumulated without limit for use purposes.
12.4 Use
Sick leave may be used by the employee for purposes contained in this Article. As stated in Section 12.1 of this Article, a written health care practitioner's statement may be required before approval of sick leave pay. In the event of continued, regular absence requested as sick leave, an employee may be further counseled by the Department Head and required to see the City's physician at no cost to the employee. Pay for approved sick leave shall be authorized until the employee's accumulated total sick leave hours have been exhausted and at such time the employee shall receive no further pay for sick leave.
An employee shall be granted time off chargeable to sick leave for a visit to a health care practitioner or dentist or to accompany an “Immediate Family Member” as defined in Section 12.6(a).
An employee shall have their accumulated sick leave balance reduced by an amount equal to the number of sick leave hours for which pay is received.
Abuse of sick leave, i.e., used for unauthorized purposes, may result in disciplinary action.
12.5 Depletion of Sick Leave
In the event of an employee's continued illness after depletion of their sick leave, such absence may, with the approval of the Department Head, be charged to vacation time
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accrued. Upon depletion of leave benefits, a medical leave without pay shall be governed by the conditions contained in Section 13 of this Memorandum of Understanding.
In the event an employee depletes their sick leave and all other accrued leave, they may be eligible to apply for the City’s Catastrophic Leave Program or Voluntary Leave Donation Program. For specific information on either of these programs, please see the Catastrophic Leave Bank Policy and Voluntary Leave Donation Policy.
12.6 Leave Chargeable to Sick Leave
An employee may be granted time off with pay for the following:
a. Absence due to the diagnosis, care, or treatment of an existing health condition of the employee or the diagnosis, care, or treatment of an existing health condition of a member of the employee's immediate family. Family member is defined as the employee’s child, parent, spouse, registered domestic partner, grandparent, grandchild, sibling, or designated person. An existing health condition may include an employee’s birth of a child or the birth of a child by an employee’s immediate family member, which requires care by the employee.
A designated person means any individual related by blood or whose association with the employee is the equivalent of a family relationship. The designated person may be identified by the employee at the time when the employee requests paid sick leave with the approval of the City Manager or their designee, and the City may limit an employee to one (1) designated person per 12-month period for paid sick leave. b. For an employee who is a victim of domestic violence, sexual assault, stalking, or other crime in order for the employee to engage in any of the following activities: (1) obtain or attempt to obtain a temporary restraining order or other court assistance to help ensure the health safety or welfare of the employee or their covered family member; or (2) obtain medical attention or psychological counseling, services from a shelter, program or crisis center, or (3) participate in safety planning or other actions to increase safety.
c. Absence beyond five (5) days due to the death of a member of the employee's immediate family, as defined in Section 12.6(a).
d. Absence due to child bonding in conjunction with CFRA leave, if the employee has exhausted all available accrued leaves (vacation, discretionary holidays, performance days, etc.).
e. For an employee who is a Victim of a qualifying crime, to obtain any relief, including but not limited to, a temporary restraining order, restraining order, or other injunctive relief, to help ensure the health, safety, or welfare of the Victim, to appear in court to comply with a subpoena or other court order as a witness in any judicial proceeding, or
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for an employee who is a Victim or has a Family Member who is a Victim of a Qualifying Act of Violence for purposes listed in Gov. Code § 12945.8(b)(1)-(10).
Such time off shall be considered as sick leave and shall be charged against the accumulated sick leave of the employee.
12.7 Sick Leave Conversion
a. Annual Conversion
Annually in October, regular full-time employees will be given the opportunity to elect if they want to convert a portion of unused sick leave at the end of the following calendar year. Employees will have the option to:
1. Convert up to seventy-five (75) hours of accrued sick leave to cash at a conversion ratio based on years of service. To be eligible, at time of payment, the employee must have a balance of two hundred and twentyfive (225) hours of sick leave after the cash out occurs;
2. Convert thirty-seven and one-half (37.5) hours of accrued sick leave at their base hourly rate to their 457 Deferred Compensation Plan. In order to be eligible, at time of conversion, the employee must have a sick leave balance of 150 hours after the conversion; or
3. Not participate in the conversion option.
Employees’ elections are irrevocable. If an employee does not meet the minimum balance requirements at time of cash out/conversion, their election will be cancelled. Cash outs/conversions will occur the first pay check in December in the calendar year following election.
An employee’s failure to provide an election form will be deemed as a waiver to participate in plan for the following year.
The conversion ratios are as follows:
Service Requirement Conversion Ratio
Less than 5 years of uninterrupted service 25%
5 to 10 years of uninterrupted service 33%
More than 10 years of uninterrupted service 50%
Example: An employee with eight (8) years of service wants to convert seventy-five (75) hours of sick leave. Based on the employee’s years of service, their conversion ratio is 33%. As a result, seventy-five (75) hours of sick leave will be deducted from their sick leave bank, and they will get paid out for 24.75 hours at their base hourly rate, and the remaining 50.25 hours will be forfeited.
7/1/2026 – 6/30/2030
b. Conversion at Retirement or Termination of Employment Regular full-time employees will be granted the opportunity to convert unused sick leave for pay upon retirement, or at resignation or termination of employment in good standing. To be eligible to convert unused sick leave to pay at retirement or separation, the employee must give the City a minimum of ten (10) working days’ advance notice of retirement or separation.
Employees who wish to convert their unused sick leave for pay upon retirement, or at resignation or termination of employment in good standing, will be allowed to "cash in" all unused sick leave accrued.
Up to the time of the employee's final paycheck, all accrued sick leave may be converted to cash. The conversion ratios are as follows:
Service Requirement Conversion Ratio
Between 1 and 5 years of uninterrupted service 25%
5 to 10 years of uninterrupted service 33%
More than 10 years of uninterrupted service 50%
At retirement, the percentage of leave not sold back will be reported to CalPERS for additional service credit.
As an alternative to the cash option identified above, employees who retire from the City within one hundred twenty (120) days of separation from the City may choose to convert one hundred percent (100%) of their unused sick leave that has not been cashed out to CalPERS service credit as provided under Government Code section 20965.
Payroll taxes for cash out or conversion option will be calculated in accordance with IRS rules.
12.8 Workers' Compensation Disability Payments
An employee receiving temporary disability payments under the Workers’ Compensation Laws may use accumulated sick leave, followed by vacation, performance time or discretionary time once sick leave is exhausted, in order to continue to maintain their regular income. Under such circumstances, the employee shall be paid the difference between their full salary and the disability payments received. Accumulated sick leave, followed by vacation, performance time or discretionary time once sick leave is exhausted, shall be charged in proportion to the amount of their full salary paid by the City during such period of disability. During FMLA/CFRA leave, such integration shall be at the employee’s option. Following expiration of FMLA/CFRA leave, such integration shall be required. The City agrees to maintain compliance with obligations under Workers’ Compensation laws, as well as FMLA/CFRA.
7/1/2026 – 6/30/2030
Payments for permanent disability awarded pursuant to a Workers’ Compensation claim are to be retained by the employee, it being ruled by State Compensation Insurance Fund that such awards by the Commission are recompense for the permanent disability suffered by the employee.
12.9 On The Job Injury
An employee injured in the course of employment must report the accident to their supervisor. The supervisor is responsible for submitting a statement signed by the employee and giving all details within twenty-four (24) hours of the accident.
When an employee is off work as the result of a valid on-the-job injury or illness sustained in the service of the City, the City shall continue their pay in the amount of their monthly rate for up to but no longer than six (6) work weeks or until the time which the City of San Ramon's workers’ compensation disability plan comes into effect, whichever date is earlier. The City shall pay only that amount necessary to make up the difference between the employee's monthly rate and the amount payable to the employee as temporary disability payments from the Workers’ Compensation Insurance Plan of the City. Such pay shall be considered as on-the-job injury leave and shall not be charged to any other accrued leave. Upon approval of the claim, Total Temporary Disability (TTD) payments will be applied retroactive to the date of the injury or illness, and may be substituted for the supplement payments (i.e., TTD will reimburse the City for the supplement payments).
If the claim is not approved and/or TTD payments are not applicable to the claim, the employee’s sick leave, and other applicable leaves in the event that sick leave has been exhausted, will be charged dating back to the date of the injury or illness, in keeping with the City’s leave provisions.
After six (6) work weeks, the employee may choose to supplement payments from the Workers’ Compensation Insurance Plan of the City with accumulated sick leave, vacation, performance time, discretionary time, and/or compensatory time. In no case shall the total amount of payment made to the employee exceed the base salary for the position.
During the time that an employee is off work as the result of a valid on-the job injury, the employee will retain their normal anniversary date.
12.10 Off The Job Injury
Any injury/illness occurring other than in the service of the City may be compensated for through the provisions of the short-term/long-term disability insurance plan provided by the City.
Section 13 OTHER LEAVES OF ABSENCE
13.1 Personal Leave of Absence without Pay
Upon recommendation of the Department Head, the City Manager may grant an employee
7/1/2026 – 6/30/2030
a leave of absence without pay, unrelated to any legally protected leaves, in cases of emergency or where such absence would not be contrary to the best interests of the City.
No such leave shall be granted except upon written request on the authorization form, and the approval must be in writing. Requests should be made as far in advance as practical.
Such leave shall not exceed four (4) calendar months’ duration. An employee must use all applicable, accrued paid leave before going into unpaid status. Loss of service credit will occur for the duration of the leave; no benefit credit will be accrued toward vacation or sick leave unless required by law. During the personal leave of absence without pay approved under this section, City contributions to employee insurance benefits will remain in effect. Employees will be required to pay the employee share of benefit costs, including the cost of supplemental life insurance and other optional benefits, in a timely manner as determined by the City in order to maintain benefit coverage during the leave of absence.
Performance review and the employee’s anniversary date will be deferred by the number of days of leave in excess of two (2) weeks during the personal leave of absence. The employee’s performance review will be rescheduled upon return to work. Time spent on a personal leave of absence without pay shall not count toward seniority within the classification.
13.2 Family Care and Medical Leave
Employees may be eligible for leave under the Family Medical Leave Act (FMLA) and/or the California Family Rights Act (CFRA). The administration of any FMLA or CFRA leave provided for under this provision shall be in accordance with the provisions of the FMLA and the CFRA. Leave provided under this section may run concurrently with other leaves provided, as designated by the Human Resources Department. Additional information regarding available leave benefits is set forth in City’s Family and Medical Leave Policy.
13.3 Pregnancy Disability Leave of Absence
Employees may be eligible for leave under the California Pregnancy Disability Leave Law (PDLL). The administration of any leave given under the PDLL shall be in accordance with the provisions of the PDLL. Leave provided under this provision may run concurrently with other leaves provided. Additional information regarding available leave benefits is set forth in the City’s Family and Medical Leave Policy.
13.4 Death in Immediate Family (Bereavement Leave)
Employees shall be granted up to five (5) working days leave with pay by the Department Head in the event of death in the immediate family of the employee. For the purposes of bereavement leave, family is defined as a spouse, child of either spouse, stepchild, parent of either spouse, stepparent of either spouse, sibling, grandparent, grandchild, registered domestic partner, parent-in-law, niece/nephew, sibling-in-law, or designated person. The use of bereavement leave for a designated person is limited to one use per rolling 12-month period.
7/1/2026 – 6/30/2030
Bereavement leave does not need to be taken concurrently but must be taken within three (3) months of the date of death. Additional time off in excess of five (5) days may be taken by an employee with prior approval of their Department Head and the City Manager. Such additional time off is to be charged in the following order:
a. Accumulated sick leave.
b. Accumulated vacation leave.
c. Accumulated compensatory time.
d. Discretionary days.
e. Leave of absence without pay.
13.5 Military Leave of Absence
Military leave shall be granted in accordance with the provisions of State and Federal Law.
All employees entitled to military leave shall give the appointing authority an opportunity, within the limits of military regulations, to determine when such leave shall be taken.
Whenever possible, the employee involved shall notify their department of such leave requested at least ten (10) working days in advance of the beginning date of such leave.
Upon termination of military leave, the employee, in accordance with applicable law, may return to their classification without loss of seniority or other benefits.
13.6 Military Reserve Training
Employees attending the two (2) week Camp Sessions or other required training held by branches of the military are paid the difference between their regular City base salary and military base salary received for up to thirty (30) calendar days per fiscal year provided by the California Military and Veterans Code, except as provided by law. Employees should notify their Department Head as soon as their dates of training are known and submit a copy of their military orders. These sessions do not constitute breaks in employment, and benefits accrue as usual.
13.7 Subpoena
Employees who are subpoenaed to appear as witnesses on behalf of the Federal Government or any of its agencies, the State of California or any of its agencies, or the City of San Ramon or any of its agencies, shall be granted a leave of absence, upon presentation of the subpoena to the Department Head or designee. Said employees shall receive full pay for such appearances, provided the employee remits to the City all fees as soon as received by the employee for such appearances.
Compensation for expenditures of the employee, for mileage or subsistence allowances, shall not be considered as a fee and shall be retained by the employee.
7/1/2026 – 6/30/2030
13.8 Jury Duty
Employees required to report for jury duty shall be granted leave for such purpose, upon presentation of jury notice to the Department Head or their designee. Said employees shall receive full pay for the time served on a jury, provided the employee remits to the City all fees as soon as received by the employee for such duties. Compensation for mileage or subsistence allowances shall not be considered as a fee and shall be retained by the employee.
13.9 Medical Leave/Work Related
All employees are covered by Workers' Compensation as required by law. Employees shall be provided leave consistent with these laws.
13.10 Return from Leave
Upon expiration of an approved leave, an employee is entitled to be restored to the position of employment held when the leave commenced, or to an equivalent position, unless the employee’s position is subject to layoff.
13.11 Unauthorized Leave of Absence
Unauthorized leave of absence shall be considered as days, or portion of days, not worked in which the employee was scheduled to work. Unauthorized leave will be deducted from the employee's pay in an amount equivalent to the time absent. An unauthorized leave of absence will result in disciplinary action. Unauthorized leave of absence for more than three (3) days shall be cause for termination of employment.
Section 14 LAYOFFS
14.1 City Council Action
The City Council shall determine which position(s) shall be eliminated within the organization. Human Resources shall determine and notify the employee(s) to be laid off as a result of the eliminated position(s).
14.2 Order of Layoffs
To determine which employee is to be laid off as a result of an eliminated position, Human Resources shall use the following procedure:
a. Prepare a list of every employee in the affected classification. (A classification is defined as a position or group of positions sufficiently similar in duties and responsibilities in which the same title, qualifications, test of fitness and salary range can be applied.)
b. Determine which employee(s) within the classification will be laid off.
7/1/2026 – 6/30/2030
If there is only one (1) employee in the classification, that employee shall be given a layoff notice.
If there are two (2) or more employees within the same classification, Human Resources shall apply the following order in determining which employee shall be laid off:
First, temporary employees in the classification shall be laid off. The City Manager shall determine which temporary employee(s) shall be laid off.
Second, if there are no temporary employees in the classification, the following system shall be applied to all other employees.
1. Employees shall receive points based upon the most recent five (5) years of annual Performance Evaluation rating based on the following system:
Does Not Meet Standards/Needs Improvement 0
Meets Standards/Satisfactory 1
Exceeds Standards/Excellent 2
Exemplary Performance Deserving of Special Recognition/Superior 3
2. Employees shall receive one (1) point for each year of City service (seniority). Service credited points shall be prorated for partial years of service.
3. The sum of (a) the annual Performance Evaluation ratings and (b) the years of service will be combined to determine the score of each employee.
4. Employees shall be laid off based upon their score, with the employee with the lowest scores being the first to be laid off.
5. If two or more employees have the same scores, employees shall be laid off in inverse order of their annual Performance Evaluation rating total.
If the above process still results in a tie, layoff will be determined by seniority in City service.
c. Seniority shall be defined as follows:
As determined by official City payroll records, all service in the employ of the City shall be counted toward the establishment of an employee's City seniority service ranking including temporary, regular part-time, probationary, and regular full-time, as well as obligatory leaves for military service while an employee of the City.
Loss of service credit will occur for the period of a leave of absence without pay.
Less than full-time service will be consolidated in equivalencies of full-time service for the purpose of establishing City seniority service ranking. Time off as a result of formal disciplinary action will be subtracted from the City seniority service score.
7/1/2026 – 6/30/2030
14.3 Displacement Rights
An employee designated to be laid off shall receive written correspondence with at least a minimum thirty-day layoff notification and displacement rights. An employee scheduled to be laid off may displace as follows:
a. An employee with a lower score as determined in Section 14.2(b) in the same department in a lower classification for which the laid off employee is qualified. In such a case, the affected employee shall displace the employee with the lowest score (as determined in Section 14.2(b) above) within said classification. b. (2) An employee with a lower rank score (as determined in Section 14.2(b) above) in any department in a lower classification in which the affected employee once held regular status. In such a case, the affected employee shall displace the employee with the lowest score within said classification.
14.4 Notification of Displacement
An employee scheduled to be laid off must request displacement in writing to Human Resources within seven (7) working days of receipt of notice of layoff. An employee displacing to a lower or related classification shall be placed at the salary tier representing the least loss of pay. In no case shall the salary be increased above the amount received in the classification from which the employee was laid off.
Employees assuming a lower or related classification shall serve a probationary period in the new classification unless they previously have completed a probationary period in the classification.
14.5 Reemployment
The names of employees laid off or displaced shall be entered on a reemployment list in the inverse order specified in Section 14.2. As reemployment opportunities become available in the classification from which the employee was laid off, the employees on the list, commencing with the highest score, shall be offered return to those positions. An employee’s name will remain on a reemployment list for two (2) years from the date of the employee’s layoff.
Laid-off or displaced employees will be notified of reemployment opportunities by certified mail at the last official known address of the laid-off or displaced employee. It shall be the responsibility of the laid-off or displaced employee to inform the City in writing of any changes in their address.
The laid-off or displaced employee must notify Human Resources of their acceptance within five (5) work days of receipt of the mailing as reflected on the postal service certified return receipt. The employee shall be notified of such time limit in the written reemployment offer. Failure to contact the designated City official within such period shall be deemed as rejection of the vacant position and will remove the employee from the reemployment list.
7/1/2026 – 6/30/2030
Section 15 EMPLOYEE BENEFITS
15.1 Retirement Plan
a. Tier 1: Employees hired before July 1, 2012 shall participate in the California Public Employees Retirement System (CalPERS), 2.7% at age 55, calculated based on single highest year compensation. The plan includes the 4th Level 1959 Survivor’s Benefit.
1. Employer-Paid Member Contributions (“EPMC”): The City shall pay the full cost of the employee’s eight percent (8%) normal member contribution towards CalPERS and shall report the same percentage (8%) to CalPERS as “special compensation” for purposes of calculating as employee’s “final compensation” in accordance with Government Code Section 20042.
2. Cost-Sharing: Tier One Employees shall share in the City’s CalPERS costs by contributing eight percent (8%) of the employee’s compensation reportable to CalPERS (i.e. “compensation earnable”) towards the City’s employer contribution, in accordance with Government Code section 20516(f).
3. Effective with the start of the first pay period on or after July 1, 2018, employees shall contribute an additional one percent (1%) of the employee’s compensation earnable toward the employer’s pension contribution rate for a total employee contribution of nine percent (9%).
4. Effective with the start of the first pay period on or after July 1, 2019, employees shall contribute an additional one percent (1%) of the employee’s compensation earnable toward the employer’s pension contribution rate for a total employee contribution of ten percent (10%).
5. Effective with the start of the first pay period on or after July 1, 2020, employees shall contribute an additional one percent (1%) of the employee’s compensation earnable toward the employer’s pension contribution rate for a total employee contribution of eleven percent (11%). b. Tier 2: Employees hired on or after July 1, 2012 and who are “classic members” (i.e. those employees not meeting the definition of “new member” under the California Public Employees’ Pension Reform Act of 2013 (“PEPRA”) shall participate in the California Public Employees Retirement Systems (CalPERS),
2.0% at age 60, calculated based on the highest three-year average compensation.
The plan includes the 4th Level 1959 Survivor’s Benefit.
1. Employer-Paid Member Contributions (“EPMC”): Effective September 11, 2012, the City shall pay the full cost of the employee’s seven percent (7%) normal member contribution towards CalPERS and shall report the same percentage (7%) to CalPERS as “special compensation” for purposes of
7/1/2026 – 6/30/2030
calculating as employee’s “final compensation” in accordance with Government Code Section 20042.
2. Cost-Sharing: Tier Two Employees shall share in the City’s CalPERS costs by contributing seven percent (7%) of the employee’s compensation reportable to CalPERS (i.e. “compensation earnable”) towards the City’s employer contribution, in accordance with Government Code section 20516(f).
3. Effective with the start of the first pay period on or after July 1, 2018, employees shall contribute an additional one percent (1%) of the employee’s compensation earnable toward the employer’s pension contribution rate for a total employee contribution of eight percent (8%).
4. Effective with the start of the first pay period on or after July 1, 2019, employees shall contribute an additional one percent (1%) of the employee’s compensation earnable toward the employer’s pension contribution rate for a total employee contribution of nine percent (9%).
5. Effective with the start of the first pay period on or after July 1, 2020, employees shall contribute an additional one percent (1%) of the employee’s compensation earnable toward the employer’s pension contribution rate for a total employee contribution of ten percent (10%). c. Tier 3: Employees hired on or after January 1, 2013 and classified as a “new member” of CalPERS as defined in PEPRA are responsible for paying one-half of the normal cost of the retirement plan and subject to the reportable annual compensation limit per Government Code Section 7522.10.
1. Effective with the start of the first pay period on or after July 1, 2018, employees will pay an additional one percent (1%) towards the employer’s pension contribution, above the rate determined by CalPERS.
2. Effective with the start of the first pay period on or after July 1, 2019, employees will pay an additional one percent (1%) towards the employer’s pension contribution, for a total of two percent (2%), above the rate determined by CalPERS.
3. Effective with the start of the first pay period on or after July 1, 2020, employees will pay an additional one percent (1%) towards the employer’s pension contribution, for a total of three percent (3%), above the rate determined by CalPERS.
d. Pursuant to IRS Code Section 414 (h) (2), these contribution payments shall be made on a pre-income tax basis.
e. The City does not participate in the Social Security Plan with the exception of the mandatory Medicare (FICA) deduction.
7/1/2026 – 6/30/2030
15.2 Disability Insurance
During the term of this agreement, the City shall provide major long-term disability insurance for employees. The cost for this insurance shall be paid for by the City. The maximum amount of the insured monthly salary shall be ten thousand dollars ($10,000).
All other provisions of the plan shall remain unchanged.
15.3 Health/Life Insurance Program
The City of San Ramon shall continue to contract with California Public Employees Retirement to make available to eligible City of San Ramon employees the CalPERS Medical Insurance Program, subject to the provisions below:
15.4 Core-Flex Cafeteria Benefit Plan – Active Employees The City of San Ramon will establish and maintain a “core-flex” benefit plan. The “core” shall consist of the CalPERS Medical Plan (Bay Area Rates) and the existing dental plan.
15.5 Employer Minimum Share
Under CalPERS rules, the City will contribute the following amounts as the “employer minimum share” per employee per month toward the health plan:
2026 $162
Subsequent Years As determined by CalPERS
15.6 City Monthly Contribution Amounts – Active Employees For full-time, active employees enrolled in City-provided medical insurance, the City will contribute up to 100% of the premium for the CalPERS Region One Kaiser plan for the employee’s elected level of coverage, or the actual premiums, whichever is less. This contribution includes the CalPERS Medical Plan “employer minimum share” (as noted in Section 15.5). contribution towards the election of medical and dental benefits in the plan, or the actual premiums whichever is less. For calendar year 2026, these amounts are as follows:
Coverage Level Dental
Plan
Medical
Plan
Total City
Contribut
ions
Employee Only $62.60 $1,168.86 $1,231.46
Employee + 1 $109.10 $2,337.72 $2,446.82
7/1/2026 – 6/30/2030
Employee + 2 or
more
$181.60 $3,039.04 $3,220.64
The above monthly amounts are based on the 2026 premium rates for the City’s dental plan and the Kaiser CalPERS premium rates. Employees electing enrollment in a CalPERS medical plan with premium rates greater than the Kaiser CalPERS premium rates shall contribute the difference between the Kaiser CalPERS plan for the coverage level elected and the actual premium cost of the medical plan selected for the coverage level elected
15.7 Opt-Out of Medical and/or Dental Plan
Employees electing not to enroll in the “Core-Flex” plan (i.e., who wish to waive enrollment in the City-provided medical insurance plan) must attest annually to the satisfaction of the City their enrollment and the enrollment of all individuals in the employee’s tax family in another group medical plan that provides minimum essential coverage.
Employees electing not to enroll in the City dental plan and electing to receive cash in lieu of City-provided dental insurance coverage must annually demonstrate enrollment in another dental plan.
Employees who provide required proof shall receive opt-out premiums as set forth in Section 15.9 below for opting out of the City medical and/or dental insurance plans. In the event both spouses are employed by the City and are eligible for enrollment in the CoreFlex plan, one employee may elect not to enroll in the medical and dental plan and will receive the employee only opt-out rate if enrolled under the spouses medical and dental coverage.
15.8 Opt-Out Rates
Effective January 1, 2023, the opt-out rates will be as follows, based on the employee’s status and eligibility during the active benefit plan year, in accordance with Internal Revenue Code timelines and qualifying events:
Employee Rate: Medical $300+/- dental $50 =$350/monthly maximum Two-party Rate: Medical $400+/- dental $75 = $475/monthly maximum Family Rate: Medical $500+/- dental $100 = $600/monthly maximum Re-enrollment in the medical and/or dental plan shall only be allowed based on a qualifying event as defined by the IRS Codes or during an open enrollment period. Employees electing to opt-out of the medical or dental plan may do so only during an open enrollment period and must annually provide proof of alternative coverage which meets the ACA definition of minimally essential coverage to maintain their opt-out status.
7/1/2026 – 6/30/2030
15.9 Dental Care
Effective January 1, 2023, the City shall provide employees and eligible dependents with a dental insurance plan with an annual benefit cap of two thousand five hundred dollars ($2,500) and the level of benefits in effect as of January 1, 2012. The City shall pay the full premium cost of the plan for the employee and eligible dependents
15.10 Vision Plan
The City shall provide employees with a vision insurance plan with the level of benefits in effect as of January 1, 2022. The City shall pay the full premium cost of this plan for the employee and eligible dependents.
15.11 Life and AD&D Insurance
The City shall provide to each employee an employer-paid life and AD&D insurance policy with maintenance of the same levels of coverage as currently exist, which is a maximum pay out of two (2) times employee’s base annual salary up to five hundred thousand dollars ($500,000). Employees shall be eligible for coverage upon their first day of employment as a regular employee.
15.12 COBRA - Continuation of Health Coverage
As required by the Consolidated Omnibus Budget Reconciliation Act of 1985 (COBRA) the City's health insurance plans provide for continuation of group health coverage to employees and eligible family members, upon a qualifying event, at the employee or family member’s expense according to the provisions set forth in COBRA.
15.13 Deferred Compensation
Employees may participate in the deferred compensation plan in accordance with the guidelines of that plan as long as such a plan is offered to any employees through the City.
15.14 Flexible Spending Program - Section 125
The City shall make an annual contribution (first pay period of each calendar year) of five hundred dollars ($500) to a flexible spending account for each employee. Any employee hired after January 1 shall have a prorated amount contributed into an account in the employee’s name.
15.15 Mileage Reimbursement/Allowance
Whenever an employee is required to use a private vehicle in the conduct of City business, such employee is entitled to reimbursement for actual mileage. Mileage is reimbursed at the rates prescribed by the IRS. Also, in the event of an accident while using a private vehicle on City business, the employee's insurance will be primary; however, the City will cover the employee's deductible cost.
7/1/2026 – 6/30/2030
15.16 Adoption Benefit
Adoption assistance benefits will be provided to all employees. An employee who adopts a child will be eligible to receive reimbursement for eligible expenses from the City for fifty percent (50%) of the costs related to the adoption up to a maximum reimbursement of five thousand dollars ($5,000), subject to the terms of the City’s Cafeteria Plan Document.
15.17 Retiree Medical
a. For employees hired before July 1, 2006, medical, dental and vision premium payments shall be made on behalf of employees + spouse/domestic partner who retire from the City of San Ramon based on the following formula:
0 to 3 years of service No payment
4 to 7 years of service 50% of the cost of premiums
8 to 11 years of service 75% of the cost of premiums
12 years of more of service 100% of the cost of premiums b. For employees hired after July 1, 2006, medical, dental and vision premium payments shall be made on behalf of employees only who retire from the City of San Ramon based on the following formula:
Upon completion of 5 years of service 25% of the cost of the premiums After 5 years Additional 5% for each year of
Service so that at the end of 20
years of service 100% of the cost
of premiums
c. For employees hired after July 1, 2014, the City will contribute an amount equal to 3% of the employee’s salary to a Retirement Health Savings Plan with MissionSquare while employed with the City to be used to purchase a medical, dental, and/or vision plan. This will replace participation in the defined benefit retiree health plan.
d. Retiree Medical Insurance
Under CalPERS rules, the City will directly contribute the “employer minimum share” toward the cost of retiree medical coverage through CalPERS and make such payment on behalf of the retiree directly to CalPERS each month. Additional City contribution will be made to eligible retirees each month based on the applicable schedule provided in Section 15.18 (a) and 15.18 (b).
e. Medicare Eligible Retirees
CalPERS rules provide for the continued enrollment in the CalPERS medical insurance plan when a retiree reaches Medicare eligibility and requires the City to
7/1/2026 – 6/30/2030
continue to pay the “employer minimum share” payment for the retiree who continues enrollment in a CalPERS Medical plan. Upon reaching Medicare eligibility, CalPERS rules require the retiree to enroll in a CalPERS Supplement/Managed Medicare Plan. San Ramon City Council Resolution 2007 – 189 provides that retirees may receive a reimbursement of up to $461.51 (2022 rate) per month adjusted annually by 2% (in some cases an additional $461.51 per month for a spouse) to purchase a Medicare supplemental insurance policy and to pay for dental and vision coverage.
Upon reaching Medicare eligibility, and contingent upon continued enrollment in the CalPERS Medical Insurance program, the City will reimburse the eligible retiree the difference between the amount the retiree is eligible to receive to purchase a Medicare Supplement and other available health benefits, pursuant to the San Ramon City Council Resolution 2007 -189, for the purchase of a Medicare supplement and the “employer minimum share.” For example, if the Medicareeligible retiree receives $461.51 (2022 rate) per month (and meets the remaining eligibility requirements for receiving a City payment), the retiree will receive $461.51 per month less the “employer minimum share” (which will be paid by the City directly to CalPERS on behalf of the retiree) resulting in no net reduction in the payments made by the City of San Ramon, provided the retiree provides evidence of coverage for other benefits such as dental, vision, etc. f. Method of Payment for Coverage
The current system of retiree payment and any City reimbursement to the retiree shall be made through a Health Reimbursement Arrangement (HRA). Eligible retirees shall be required to provide the City of San Ramon with the appropriate authorization form upon retirement from the City and at other times after retirement if required to administer the retiree medical benefit.
Section 16 UNIFORMS
16.1 Uniforms
The City shall pay the full cost of employee uniforms and safety equipment. Each employee shall receive uniforms consisting of eight (8) shirts, eight (8) pairs of pants/shorts, hat(s) and jacket(s) upon initial employment. In the event these uniforms are damaged in the course of work or are worn out as a result of normal wear, the uniforms shall be replaced at no cost to the employee. For employees defined as classic by CalPERS, the City will report up to six hundred fifteen dollars ($615) per year to CalPERS as the value of providing these uniforms.
For Electricians and Signal Techs defined as classic by CalPERS, the City will report up to three thousand dollars ($3,000) per year to CalPERS as the value of providing these uniforms.
7/1/2026 – 6/30/2030
16.2 Safety Shoes
Annually each employee shall be provided with safety shoes and orthopedic inserts upon request (limited to one pair per pair of boots purchased in the fiscal year) through a selected vendor that meets the specifications and requirements designated for their duties and work assignments and the cost shall be borne by the City up to four hundred fifty dollars ($450) per fiscal year. The employee may be provided the option to have the shoe re-soled at the expense of the City. Safety shoes purchased by the City shall be worn in accordance with the Department Rules and Regulations.
Section 17 DISCIPLINARY PROCEEDINGS
17.1 Causes for Disciplinary Action
Employees may be disciplined for just cause including but not limited to the following:
a. Fraud in securing appointment or making a false statement on an application for employment.
b. Incompetence, inefficiency or neglect of duty.
c. Insubordination, willful disobedience.
d. Dishonesty.
e. Being under the influence of drugs or alcohol while on duty. f. Illegal possession or use of narcotics or controlled substances. g. Unauthorized leave of absence.
h. Conviction of a felony or conviction of a misdemeanor involving moral turpitude. i. Discourteous treatment of the public or other employees. j. Illegal political activity in violation of the California Government Code. k. Abuse or misuse, or appropriation for personal use, of City property. l. Violation of any of the provisions of the Personnel Rules and Regulations, Departmental Rules and Regulations, and/or this Memorandum of Understanding. m. Any willful act of conduct undertaken in bad faith, either during or outside of duty hours, which is of such a nature that it causes discredit to the agency, the employee's department or division.
n. Outside employment not specifically authorized by the appointing authority or its designee.
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17.2 Types of Disciplinary Action
Types of disciplinary action, which may be taken, in order of severity, are: dismissal, disciplinary demotion, disciplinary suspension, written reprimand, or an appropriate combination of these disciplinary actions. The aforementioned types of disciplinary action are defined as follows:
a. Dismissal
The discharge of an employee from City service.
b. Disciplinary Demotion
A permanent change in classification of an employee to a position of lower responsibility and pay for unsatisfactory performance or disciplinary reasons. c. Disciplinary Suspension
The temporary suspension of an employee from City service, without compensation, for a period not to exceed thirty (30) calendar days in any one (1) calendar year.
d. Written Reprimand
Notification in writing to the employee that there is a cause for dissatisfaction with the employee's services and/or misconduct and that further disciplinary measures may be taken if the cause is not corrected.
17.3 Persons by Whom Disciplinary Action May Be Taken
The City Manager, Department Head, or designee may take disciplinary action against an employee under their control for one or more of the causes for discipline specified in Section 17.1. The employee shall be informed of the disciplinary action to be taken within two weeks after the completion of the City's investigation.
17.4 Disciplinary Action Procedure
a. Pre-Disciplinary Action Procedure
Disciplinary action, which would result in loss of employee salary, shall conform to the following procedural safeguards prior to imposition of disciplinary action:
1. Notice
Written notice of the proposed disciplinary action shall be served upon the employee.
2. Reasons
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Reasons shall be cited for the proposed disciplinary action.
3. Charge and Material
A copy of the charges and access to material upon which the action is based shall be included.
4. Employee Response
The employee shall have the right to respond, either orally or in writing, to the authority initially imposing the disciplinary action.
The above stated notice and charges shall be served upon the employee either personally or by certified mail. The charges shall be detailed so as to give the employee fair opportunity to review and respond to the charges.
Upon receipt of the notice and charges, the employee shall have not less than three (3) working days within which to respond in writing or to request an informal non-evidentiary hearing before the person by whom disciplinary action was taken and/or the Department Head. The purpose of this hearing is to allow the employee's representative and/or the employee to make any representations believed relevant to the case. The hearing shall be held as expeditiously as possible but not more than three (3) working days after the request for hearing unless there is an agreement to extend by both parties. The hearing shall be subject to taping or transcription.
An employee may be relieved from duty and placed on paid leave pending the final decision of the proposed action if such leave is necessary to protect the public service or public interest.
b. Final Disciplinary Action Procedure
Disciplinary action causing loss of employee salary and any other form of discipline shall be imposed in accordance with the following procedure: A written notice shall be served on the employee and filed with the City Manager with a copy to Human Resources as soon as reasonably possible, but not later than five (5) working days after the date discipline is imposed. The notice shall be served on the employee either personally or by certified mail and shall include:
1. A statement of the nature of the disciplinary action;
2. The effective date of the action;
3. A statement of the cause for the discipline and citing the rule(s) violated; and
4. A copy of Section 17.5 of this Article.
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5. Said notice may include conditions or future actions to be taken.
17.5 Right of Post-Disciplinary Appeal - Procedure
An employee shall have the right of appeal from any disciplinary action taken under this article. Such appeal must be filed in writing with the Department Head with a copy to Human Resources within ten (10) calendar days after receipt of written notice of such disciplinary action. The appeal must state specifically the issue(s) in controversy and the facts upon which the issue(s) is based. The Department Head will respond within ten (10) days of receipt of the appeal. If the employee is not satisfied with the Department Head's review, the employee may appeal to the City Manager.
Such appeal must be filed in writing with the City Manager with a copy to Human Resources and the Department Head within ten (10) calendar days of receipt of the Department Head's response. In the case of suspensions of three (3) days or more, the City Manager may conduct, upon the employee's request, an independent review of the discipline imposed for the purpose of affirming, modifying or reversing the discipline. The City Manager will respond within ten (10) calendar days of receipt of the appeal.
If the employee is not satisfied with the City Manager's review, the employee may appeal the matter to the City Council. The appeal shall be made in writing to Human Resources within fourteen (14) calendar days of receipt of the City Manager's decision. The City Council shall assign the appeal to an advisory arbitrator who shall be selected by mutual agreement between the City Manager and the Union.
The fees and expenses of the advisory arbitrator and of a court reporter shall be shared equally by the Union and the City. Each party, however, shall bear the cost of its own presentation.
The advisory arbitrator shall conduct a hearing and identify the facts in the case. The advisory arbitrator shall present written findings and a recommended decision as to the discipline to the Union and the City Council. The City Council shall review the written findings and recommended decision and make a final decision on the matter. The City Council may affirm, revoke or modify the findings, recommendations, or disciplinary action taken. The City Council shall take such action within thirty (30) days of receipt of the advisory arbitrator’s presentation. The decision of the City Council shall be final and binding upon both parties. There is no process for reconsideration.
The City will mail a copy of the final written findings and decision, along with a proof of service of mailing that confirms that each of the parties and each of the parties’ representatives were mailed the final written findings and decision. It shall be the responsibility of the employee to inform the City of their address. A copy of the decision shall also be provided to the Human Resources Director. Pursuant to Code of Civil Procedure section 1094.6, the parties have ninety (90) days from the date of the proof of service of mailing of the written findings and decision to appeal the agency’s decision on the appeal to the Superior Court.
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17.6 Waivers/Withdrawal of Appeal
Notwithstanding any provisions in this article, any time limit or stage of procedure herein provided may be waived upon consent of both parties involved.
At any time after an appeal has been filed, an employee shall have the right to withdraw their appeal by written notification to the City Manager.
Failure of the employee to file an appeal within the period specified constitutes a waiver of appeal.
Failure of the employee to appear at the hearing shall be deemed a withdrawal of their appeal and the action of the Department Head shall be final.
17.7 Effect of Certain Disciplinary Action Interpretive a. Suspension
An employee suspended from the City service shall forfeit all rights, privileges, and salary, except that the employee shall not forfeit their health plan, pension, longterm disability, nor life insurance while on suspension.
Suspension without pay shall not exceed thirty (30) calendar days, nor shall any employee be penalized by suspension for disciplinary reasons for more than thirty (30) calendar days in any fiscal year.
b. Discharge
An employee who has been discharged from City service shall be paid salary accumulated to the effective date of termination, and any accrued compensatory time or vacation leave.
c. Demotion
An employee who has been demoted shall be reduced from a position in one classification to a position in a lower classification having lesser duties and responsibilities and a lower maximum rate of pay for disciplinary purposes. d. Official Reprimand
An employee who has been issued an official reprimand shall be given a written notice, and a copy shall be placed in the employee's personnel file. The employee shall sign an acknowledgment that they have received a copy of the written notice or note that they have refused to sign the official reprimand.
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Section 18 GRIEVANCE PROCEDURE
18.1 Definition
A grievance is a complaint or problem, which arises from the application and/or interpretation of this Memorandum of Understanding.
For the purpose of the grievance procedure, a “Working Day” shall mean a day on which City Hall is open to the public for business.
18.2 Procedural Steps
Any grievance arising from the application and/or interpretation of this Memorandum of Understanding, wherever possible, should be considered within the Department.
Step 1 – Immediate Supervisor Review
When a grievance, as defined in this Section, arises, it shall be submitted in writing to the immediate supervisor by the employee or the employee’s representative or steward within ten (10) working days of when the employee had knowledge or should have had knowledge of the action or incident causing the grievance. Should the employee fail to submit their grievance to the attention of the supervisor within ten (10) working days of when the employee had knowledge or should have had knowledge of the action or incident causing their grievance, it shall be considered as a waiver by the employee of their right to submit the grievance.
The written statement of the grievance shall contain the following information:
a. A description of the specific grounds of the grievance, including but not limited to facts necessary to support the grievance, name(s), date(s) and place(s) necessary for a complete understanding of the grievance;
b. A listing of the provisions of the Memorandum of Understanding which are alleged to have been violated; and
c. A listing of the specific relief, remedy or action requested of the City to resolve the grievance.
The supervisor must take action on the grievance and notify the grievant or the grievant’ s representative of their action or decision in writing within ten (10) working days from the date the grievance was submitted.
If the matter is one, which can be adjusted by the immediate supervisor to the satisfaction of the employee, this shall terminate the grievance.
Step 2 – Department Head Review
If the matter cannot be adjusted or settled by the immediate supervisor within ten (10)
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working days from the date of the Step 1 submission, or if the grievant is still dissatisfied after the decision of the immediate supervisor, they may submit their grievance in writing to the Department Head. The grievance must be submitted to the Department Head within ten (10) working days from the date of the supervisor's decision or the grievance shall be terminated.
The Step 2 grievance shall contain a concise statement concerning the basis for the appeal and shall include a copy of the original grievance.
The Department Head shall confer with the grievant, the supervisor and such other persons as may be necessary to gather all the facts and to find a solution. The Department Head must take action and notify the grievant of their action or decision in writing within ten (10) working days from the date the grievance was submitted.
Step 3 – City Manager Review
If the grievant is not satisfied after the Step 2 Department Head's decision, within ten (10) working days of the date of the Department Head's decision the grievant may file an appeal in writing with the City Manager. Failure of the grievant to file such an appeal within the ten (10) day period shall terminate the grievance.
The appeal to the City Manager shall contain a concise statement concerning the basis for the appeal and shall include a copy of the original grievance and the appeals.
Upon receiving the written request, within ten (10) working days the City Manager shall discuss the grievance with the grievant, their representative, if any, and all principals involved for the purpose of resolving the grievance. The City Manager must take action and notify the grievant of their action or decision within ten (10) working days from the date of the Step 3 meeting.
Step 4 - Arbitration
In the event the parties hereto are unable to reach a mutually satisfactory accord on any grievance which arises during the term of this agreement, such grievance shall be submitted to an impartial arbitrator.
A request for arbitration shall be submitted in writing to Human Resources within ten (10) working days of the City Manager's decision.
The impartial arbitrator shall be designated by mutual agreement between the Union and the City Manager.
The fees and expenses of the arbitrator and of a court reporter shall be shared equally by the Union and the City. Each party, however, shall bear the cost of its own presentation.
Decisions of arbitrators on matters properly before them shall be final and binding on the parties hereto.
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Proposals to add or change this agreement shall not be arbitrable and no proposal to modify, amend or terminate this agreement, nor any matter or subject arising out of or in connection with such proposal, may be referred for arbitration under this section. No arbitrator shall have the power to amend or modify this agreement or to establish any new terms or conditions of employment.
18.3 Other Provisions
All grievances involving or concerning the payment of compensation shall be initially filed in writing with Human Resources. The written grievance shall contain the same information as required at Step 1. In the case of grievances involving compensation, only grievances which allege that employees are not being compensated in accordance with the provisions of this agreement shall be considered as grievances. Such grievance shall be filed within ten (10) working days of when the employee had knowledge or should have had knowledge of the incident causing their grievance. Failure to file the grievance within this ten (10) working day period shall be considered as a waiver by the employee of their right to submit the grievance.
If an employee receives an overpayment by the City, the City may obtain reimbursement by payroll deduction(s). Typically, such repayment shall occur over a schedule equal to the amount of time over which the overpayment occurred. However, at the employee’s request, the City may extend such repayment over a longer period of time, to be determined by the mutual agreement of the employee and the Administrative Services Director.
Section 19 SAFETY
19.1 Safety Committee Appointment
The Union may appoint one (1) employee representative to the Department Safety Committee.
19.2 Injury and Illness Prevention Program
The City will provide a comprehensive Injury and Illness Prevention Program (IIPP) which is designed to prevent workplace accidents, injuries and illnesses.
Section 20 ALCOHOL AND DRUG TESTING REQUIREMENTS FOR
COMMERCIAL MOTOR VEHICLE DRIVERS
The City and the Union have agreed on implementation of “Alcohol and Drug Testing Policy” as provided in the City Policy and Procedures as of October 14, 2024.
Section 21 SEPARABILITY AND SAVINGS
If any provision of this Agreement is held invalid by a court of competent jurisdiction, such provision shall be inoperative, but all other provisions shall not be affected thereby and shall continue in full force and effect.
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Section 22 REOPENER
Changes in state or federal law that impact the terms of this Agreement shall be grounds for re-opening the specific section(s) impacted.
At any time during the term of this Memorandum of Understanding, the Union may reopen negotiations on the subject of disciplinary appeals.
Section 23 TERM AND EFFECT
This Memorandum of Understanding shall remain in full force and effect from July 1, 2026 to June 30, 2030.
Dated: ____________________________
City of San Ramon Service Employees International Union, Local 1021 ____________________________
Steven Spedowfski, City Manager Saad Muhammad, SEIU Local 1021 Field Representative
Attest:
Luis Valencia, Chapter President
____________________________ ____________________________________ Joan Snashall, City Clerk Peter Masiak, SEIU Local 1021 East Bay Director
_____________________________________
David Canham, SEIU Local 1021
Executive Director of Field and Programs
City Council Staff Report
Item No. 9.2.
Date: May 26, 2026
To: San Ramon City Council
From: Steven Spedowfski, City Manager
Martin Lysons, City Attorney
Christina Franco, Deputy City Manager
Subject: Review and Discussion of the Use of City Flagpoles and Display of Flags Policy (Council-Approved under Resolution No. 2021-066) Executive Summary:
The City’s Use of City Flagpoles and Display of Flags Policy, originally adopted in 2021, establishes standards for authorized flag displays and the limited circumstances under which commemorative flags may be flown. In April 2026, the City Council directed that the policy be revisited, prompting a review by the Policy Committee. Based on that review, the Committee has recommended updates for Council consideration and identified two governance options for managing commemorative flag approvals—either maintaining ongoing authorization unless reconsidered or requiring annual reauthorization each January. Staff is presenting these recommendations, along with proposed procedures for annual, if selected, and unscheduled commemorative flag requests and display durations.
Recommendation:
Receive the report and provide direction to staff.
Background:
On May 11, 2021, the City Council adopted Resolution No. 2021-066 approving the Use of City Flagpoles and Display of Flags Policy. The policy establishes guidelines for:
• Flags authorized to fly on City-owned flagpoles and flag-stands • Half-staff protocols
• Conditions under which commemorative flags may be displayed • Prohibitions of flags representing political, religious, for-profit, or foreign entities The adopted policy reflects previous City Council direction, including guidance regarding government speech, commemorative flag requests, and permitted display locations. The policy became effective upon adoption through Resolution No. 2021-066.
Council Direction to Revisit the Policy
At the April 14, 2026, City Council meeting, the Council directed that the Use of City Flagpoles and Display of Flags Policy be returned to the Policy Committee for review and discussion. The request did not specify recommended changes but indicated a desire to revisit the policy.
Policy Committee Review
At the May 6, 2026 special Policy Committee meeting, the Committee was asked to evaluate whether any amendments to the City’s Use of City Flagpoles and Display of Flags Policy are appropriate based on current Council priorities, community feedback, operational needs, or developments that have occurred since the policy was adopted in 2021. Following its review, the Policy Committee has provided recommended revisions for City Council consideration, as outlined in Attachment A.
Summary of Recommended Policy Revisions
The Committee recommends reaffirming that City flagpoles are not a forum for public expression and that only the City may authorize what flags are displayed. The updated policy restates and clarifies which government and nationally recognized flags may be displayed, including the United States, California, City of San Ramon, POW/MIA, and Blue Star flags, as well as commemorative flags associated with these entities.
The Committee further recommends adopting strengthened language requiring the City to follow all applicable federal and state directives regarding flag etiquette and half-staff observances, including official orders issued by the President and the Governor.
The Policy Committee also discussed the need to clarify the voting threshold required for approving commemorative flag displays. As part of its review, the Committee recommended updating the policy language to specify that all flag display authorizations be approved by a simple majority of the City Council.
Additional recommended changes include limiting commemorative flag displays to no more than two at a time. The Committee also recommends clarifying that the commemorative flagpole may be used to recognize nationally and state-designated awareness and heritage months, including but not limited to American Heart Month, Women’s History Month, Asian Pacific American Heritage Month, and National Hispanic Heritage Month.
The Committee also recommends maintaining content restrictions prohibiting commemorative flags representing political organizations, for-profit entities, religious organizations, or other nations. The City would remain responsible for ensuring the appropriate flag design unless otherwise directed by the Council.
Options for Managing Commemorative Flag Approvals
Finally, the Committee recommends presenting the Council with two options for ongoing
management of annually displayed commemorative flags:
Option 1 – Ongoing Authorization Until Reconsideration
Under Option 1, all Council-approved commemorative flags would remain authorized in perpetuity unless a Councilmember requests reconsideration. Option 1 provides long-term consistency and avoids repetitive annual approvals. However, it may limit opportunities for regular review and public comment, and may allow outdated or no-longer-desired commemorations to remain in place without active Council oversight.
Option 2 – Annual Reauthorization
Under Option 2, all commemorative flags would require annual reauthorization at the first regular City Council meeting each January. The annual consideration of commemorative flags would occur each January at the first regularly scheduled City Council meeting, during which the Council conducts a review of all commemorative flag requests proposed for display in the upcoming calendar year. This discussion, held under New Business to ensure transparency and consistency with the City’s Use of City Flagpoles and Display of Flags Policy, allows Councilmembers to introduce proposed flags and evaluate each request in light of current Council priorities, community feedback, and the criteria established in the adopted policy.
Following deliberation, the Council would take action at the same meeting to approve or deny the annual display schedule by resolution, identifying the authorized commemorative flag(s) and their designated display periods. This concurrent review and approval process ensures that all commemorative flag displays reflect the City’s official sentiments, uphold government speech principles, and support orderly and timely administration of display periods. Option 2 ensures annual Council review, maintains active oversight of all commemorative displays, and allows for timely adjustments based on evolving community values; however, it may result in repeated discussions of previously approved flags.
Staff recommends that the City Council discuss each option and provide direction on the preferred approach.
Unscheduled Requests
The Policy Committee also discussed how unscheduled requests should be handled in relation to the annual review process, noting that circumstances may arise in which a community member, through a Councilmember, wishes to propose a new commemorative flag after the yearly schedule has been approved. To address this, the Committee recommended clarifying that, in addition to the annual consideration, a Councilmember may bring forward a request at any time during the year to display an additional flag that meets the criteria of the policy.
Duration of Display
The Policy Committee also discussed the need for additional clarification regarding how long commemorative flags should be displayed, particularly in situations where multiple flags are approved for the same month or when a display period differs from the standard
monthly rotation. Under the proposed clarification, commemorative flags would generally be displayed on a monthly basis—raised on the first business day following the start of the month and removed on the first business day following the end of the month. However, the Committee affirmed that the City Council may adjust the duration of any display through the authorizing resolution, allowing flexibility to tailor display periods as appropriate.
When more than one flag is approved for a given month, the Council would provide direction to staff on the specific display term for each flag to ensure orderly scheduling and clear implementation, similar to how the most recent flag requests were handled.
Fiscal Impact:
There are no anticipated fiscal impacts associated with discussing potential amendments to the policy. Any changes may carry cost implications.
Alternative Option(s):
Option 1: Maintain the Current Policy
The City will continue operating under the existing commemorative flag display policy without changes.
Option 2: Revise the Policy
The City will update or modify the current commemorative flag display policy, with revisions determined by the City Council.
Next Steps:
If directed by the City Council, staff will prepare updated policy language and return to the City Council for adoption on the Consent Calendar.
Attachment(s):
A. Use of City Flagpoles and Display of Flags Policy Draft with Track Changes
CITY OF SAN RAMON
Use of City Flagpoles
and
Display of Flags Policy
COMMEMORATIVE
DRAFT 2026
CITY OF SAN RAMON
CITY COUNCIL POLICY
DATE: July XX, 2020
Effective: July XX, 2020
SUBJECT: DISPAY OF FLAGS POLICY
PURPOSE:
This Policy serves to establish guidelines for the display of flags on City of San Ramon owned flagpoles, flag-stands, and other City-owned property. The Display of Flags Policy shall become effective upon the date designated by the Council Resolution adopting this policy.
ADOPTING RESOLUTION: 2026-XXX (attached)
USE OF CITY FLAGPOLES
AND
DISPLAY OF FLAGS POLICY
PURPOSE
This policy serves to establish guidelines for the display of flags on City of San Ramon owned flagpoles, flag-stands, and other City-owned property.
GENERAL POLICY
The City’s flagpoles and flag-stands are not intended to serve as a forum for free expression by the public. Only the City may place or fly a flag on City’s flagpoles, flagstands, or City-owned property.
The City shall fly flags of government agencies and national symbols officially recognized by the United States and the State of California and located within the United States including, but not limited to:
1. The Flag of the United States
2. The Flag of the State of California
3. The Flag of the City of San Ramon
4. The POW/MIA flag which is recognized as a national symbol by Congress. (32 U.S.C. § 902.)
5. The Blue Star Flag which is recognized as a national symbol by Congress. (36 U.S.C. § 179.)
6. Commemorative Flags of the United States, the State of California, and the City of San Ramon
This above provisions apply only to the City’s flag poles and flag-stands.
HALF-STAFF PROTOCOL FOR FLAGS AT CITY FACILITIES
It shall be the policy of the City of San Ramon to raise, lower and display the Flag of the United States, the Flag of the State of California, and the Flag of the City of San Ramon Flag which are located at all City facilities in accordance with proper flag etiquette and all applicable federal and state of California protocols. This includes full compliance with official directives issued by the President of the United States and the Governor of California regarding the lowering of flags to half-staff, as well as adherence to established procedures for the respectful handling, display, and care of each flag. respect for the flag.
COMMEMORATIVE FLAG DISPLAY
The City Council shall only consider a request to display a commemorative flag if the request is made by a member of the San Ramon City Council.
The City shall display commemorative flags only if authorized by the City Council as an expression of the City’s official sentiments, as determined by a simple majority of the Council. Any such authorization shall be given at a duly noticed meeting of the City Council. The City Council shall discuss the appropriateness of the request under New Business and consider adopting a resolution authorizing the display of a commemorative flag at least 14 days prior to the display period.
Commemorative flags shall be displayed for a period of time that is reasonable or customary for the subject that is to be commemorated, but no longer than thirty-one (31) continuous days.
Commemorative flags shall be displayed exclusively on the San Ramon City Hall marquee digitally and on the Commemorative a flagpole at the corner of Alcosta Boulevard and Bollinger Canyon Road.
Commemorative flag Multiple requests shall be handled on a first- come, first- served basis. No more than one two commemorative flags may shall be displayed at the same time. concurrently.If more than two requests are received, the City Council will consider the additional requests on an ad-hoc basis.
The commemorative flagpole may be used to recognize nationally and state-designated awareness and heritage months, including but not limited to American Heart Month, Women’s History Month, Asian Pacific American Heritage Month, and National Hispanic Heritage Month.
Commemorative flags representing political organizations, for-profit organizations, religious organizations, or other nations shall be prohibited from being displayed.
Unless otherwise decided by the a simple majority of the Council, it shall be the responsibility of the City to ensure the appropriate design is displayed.
Option 1: All Council approved annually displayed commemorative flags will be approved perpetuity until a Councilmember submits a request to consider the commemorative flag in questions.
Option 2: All council approved annual displayed commemorative flags will be reauthorized annually at the first regular city council meeting in January of every year.
City Council Staff Report
Item No. 9.3.
Date: May 26, 2026
To: San Ramon City Council
From: Steven Spedowfski, City Manager
Christina Franco, Deputy City Manager
Subject: Consideration of Amendments to City Council Meeting Rules: Meeting End Time and Closed Session Timing
Executive Summary:
This report presents options for the City Council to consider regarding meeting efficiency, including the potential adoption of a required 10:00 PM adjournment time and the scheduling of Closed Sessions prior to regular meetings. In response to a Councilmember request, staff has outlined procedural tools, unfinished business handling methods, and timesaving measures that align with the current council meeting rules (Resolution No. 2019-097). Council direction is requested on whether to pursue these changes, implement alternative approaches, or maintain current meeting practices.
Recommendation:
City Council to consider:
1. Provide direction on establishing a required 10:00 PM adjournment time for regular City Council meetings and procedures for handling unfinished business when meetings end at that time.
2. Provide direction on potential time-saving measures to streamline meetings, such as limits on proclamations, presentations, and Council updates.
3. Review and provide direction on scheduling Closed Sessions before the start of regular City Council meetings.
Background:
The City Council approved Resolution No. 2019-097, which currently governs Council meeting procedures and establishes an automatic adjournment time of 11:00 PM, unless extended by the Council in 30 minute increments.
At its February 10, 2026 Council meeting during Matters Initiated, Council requested to agendize a policy amendment discussion to adopt an earlier mandatory adjournment time of 10:00 PM. The rationale behind the proposed amendment was to improve meeting efficiency, reduce late night deliberations, and provide more predictable end times for the public, staff, and Council.
To support this request, staff evaluated possible procedural adjustments consistent with existing meeting rules and Council practices. The following options are not presented in any order of preference and do not reflect staff opinions. They are provided solely as information for the City Council to consider or to prompt additional options for discussion.
Option 1: Adopt a Mandatory 10:00 PM Meeting End Time
Under this option, the Council would amend the Rules of Conduct so that:
• Regular meetings must adjourn at 10:00 PM, unless extended in 30 minute increments by a majority of the Council.
• The City Clerk would monitor time and notify the Mayor as the cut-off approaches. • Any item not reached or not completed by 10:00 PM would be handled under one of the options described below.
Pros for consideration: Provides a predictable end time for public transparency, reduces staff overtime and fatigue, encourages more focused and efficient discussion Cons for consideration: May lead to more frequent continuation of agenda items, some agendas may require additional advance planning or rebalancing Option 2: Maintain the Current 11:00 PM Policy (No Changes) This option retains the existing rule in Resolution No. 2019-097, which requires meetings to end at 11:00 PM unless extended by a majority in 30 minute increments.
Pros for consideration: Provides flexibility and requires minimal procedural changes Cons for consideration: Does not address the underlying concern prompting this update Unfinished Business Handling Options (Applicable if 10:00 PM End Time is Adopted) If the Council chooses a 10:00 PM adjournment, then Council should also consider adopting one or more of the following procedural tools:
A. Automatically Continue Remaining Items to the Next Regular Meeting • Items not heard or concluded would be placed at the beginning of the next regular City Council meeting’s agenda.
• Ensures predictability but may cause agenda congestion.
B. Call a Special Meeting to Complete Time-Sensitive Items • Consistent with the special meeting provisions in Resolution No. 2019-097, which allow special meetings upon request of the Mayor or three Councilmembers. • Provides flexibility for urgent matters.
C. Prioritize or “Time-Box” Agenda Items
• The Council may assign time limits to specific items at the start of the meeting. • Items exceeding the time limit would automatically continue.
D. Mayor to Adjust the Order of Business
Existing rules allow reordering with unanimous consent. • Enables Council to hear critical items earlier in the evening.
Potential Time-Saving Measures
To support a potential 10:00 PM meeting end time, staff identified several practical efficiency measures that align with the current council meeting rules (Resolution No. 2019- 097) and Council practices. These options are provided solely to facilitate Council discussion and are not presented in any order of preference, nor do they reflect staff recommendations. They are intended to offer points for consideration and to help the Council explore possible approaches or identify additional ideas.
1. Limits on Presentations and Proclamations
• Establish a maximum (e.g., one proclamation and one presentation per meeting). • Defer non-time sensitive recognitions to quarterly presentations or community events.
2. Councilmember Updates
Current practice allows verbal updates, however, Council could choose to limit the updates
in one or both ways:
• Only Council assignments for which members receive a stipend would be included in verbal updates; or
• Require all Council updates to be submitted in writing for inclusion in the agenda packet, rather than orally reported out at a meeting.
3. Structured Staff Presentations
• Standardize presentations to a maximum of 15 minutes unless otherwise approved by the City Manager.
5. Time Limits on Council Debate (If Desired)
Under Robert’s Rules, the Council may adopt debate limits such as:
• Two rounds of comments per Councilmember
• Maximum of three minutes per Councilmember per round
6. Consent Calendar Enhancement
• Expand the categories of items eligible for consent, where legally permissible. • Require Council to request removal of items prior to the meeting when feasible.
7. Prioritize pre meeting briefings
• Encourage brief, optional Council Q&A with staff before the meeting, reducing clarifying questions during the public meeting itself.
8. Change Council Start Time to 6:00 PM
Scheduling Closed Sessions Prior to Regular Meetings
Additionally, the item referral requested that the City Council consider scheduling Closed Sessions before the start of regular City Council meetings. This approach is consistent with practices used in many jurisdictions. The following points are provided to assist the Council in evaluating whether this adjustment would support overall meeting flow and predictability.
Pros for consideration: Reduces the likelihood of late-night closed session discussions
following lengthy public meetings, and allows the community to hear closed session reportouts in real time during the regular meeting Cons for consideration: Would require councilmembers and staff to arrive earlier, and time-sensitive closed session matters may still require a post-meeting session This item provides the City Council with an opportunity to review the current meeting procedures and consider whether adjustments are warranted to support more predictable and efficient meetings. The options outlined above are intended to assist the Council in evaluating the potential adoption of a 10:00 PM adjournment time, the scheduling of closed sessions prior to regular meetings, approaches for handling unfinished business, and additional measures that may streamline meeting operations. Staff requests Council direction on these matters so that any desired amendments to the current council meeting rules or related practices may be prepared for future consideration.
Fiscal Impact:
Any potential fiscal impacts are unknown at this time and would depend on the specific direction provided by the City Council.
Alternative Option(s):
1. Conduct a Pilot Program Instead of a Permanent Rule Change Rather than immediately amending the current council meeting rules, the Council could direct staff to implement a temporary 3–6 month pilot using a 10:00 PM target end time, enhanced time management practices, or adjusted Closed Session scheduling.
2. Delegate Time Management Authority to the Mayor Without Changing the End Time The Council may choose to maintain the current 11:00 PM rule but provide clearer direction that the Mayor should: reorder items proactively; enforce time limits on presentations or debate; and encourage concise discussion.
3. Implement Only Select Time-Saving Measures
If the Council does not wish to change the meeting end time or closed session schedule, it may still adopt individual efficiency tools, such as:
• Limits on proclamations or presentations
• Written Council updates
• Standardized staff presentation lengths
• Expanded consent calendar use
4. Take No Action (Status Quo)
The Council may choose to maintain the existing 11:00 PM adjournment rule and current meeting practices.
• No amendments to the Rules of Conduct would be made.
• Staff would continue to manage agendas under existing procedures. • The Council could revisit the topic at any time if concerns persist.
Next Steps:
If the Council provides direction to proceed, staff will:
• Prepare revisions to Resolution No. 2019-097 to be approved on the Consent Calendar at the next regular Council meeting.
• Implement operational adjustments as approved
Attachment(s):
A. Resolution No. 2019-097