City Council Staff Report Page 1 of 4 December 16, 2025 Staff Report
Agenda Item No. 4.4
DATE: December 16, 2025
TO: Honorable Mayor and Members of the City Council
FROM: Joan Malloy, City Manager
SUBJECT: Adopt a Resolution Approving and Adopting a Side Letter to the Memorandum of Understanding Between the City of Union City and the Union City Police Management Association, and a Side Letter to the Memorandum of Understanding Between the City of Union City and the Police Officers’ Association, for the Period of January 1, 2025, Through December 31, 2027, to Update Sections 4.00 and 4.9 (Respectively) Regarding Holidays
EXECUTIVE SUMMARY
Staff recommends that the City Council adopt the attached resolution approving and adopting the Side Letter to the Memorandum of Understanding (MOU) between the City of Union City (City) and the Police Management Association (PMA) and the Side Letter to the MOU between the City and the Police Officers’ Association (POA), for the period of January 1, 2025 through December 31, 2027, to update section 4.00 and 4.9 (respectively) regarding holidays.
These Side Letters document the City's historic practice regarding the administration of Holiday Pay for sworn and non-sworn employees of the police department.
STRATEGIC PLAN ALIGNMENT
This action supports Strategy 8 of Goal B, Governance and Organization Effectiveness, by ensuring that Holidays are competitive in retaining talented staff and providing an attractive recruiting environment.
BACKGROUND
The City and the PMA are parties to an existing MOU covering the period of January 1, 2025, through December 31, 2027 (herein “Existing PMA MOU”). Staff and the PMA have been negotiating in good faith for an agreement to a Side Letter to the PMA MOU. The City and the PMA have reached a tentative agreement on matters related to Section 4.00 Holidays to the Existing MOU, consistent with authority provided by the City Council, as reflected in the Existing PMA MOU.
Agenda Item No. 4.4
City Council Staff Report Page 2 of 4 December 16, 2025 3 3 DISCUSSION
The relevant revisions included in the Side Letters for Section 4.00 and Section 4.9 (respectively) regarding Holidays are as follows:
General Language Clean-Up and Corrections: These were made throughout the Side Letters regarding holidays, sentence structure, and punctuation.
SECTION 4.00 HOLIDAYS, PMA employees work in positions that require scheduled staffing without regard to holidays. Therefore, additional compensation will be given as they are normally required to work on approved holidays. Employees will receive one hundred forty-four (144) hours of regular Holiday time each fiscal year. The Holiday time must be taken as a cash benefit equivalent to 144 hours of pay, calculated at the employee’s base salary rate, and paid out in equal payments each pay period.
The designated holidays that are covered by the one-hundred forty-four (144) hours of Regular Holiday time are:
1. New Year’s Day
2. Martin Luther King Jr. Day
3. Presidents’ Day
4. Memorial Day
5. Juneteenth
6. Independence Day
7. Labor Day
8. Veterans Day
9. Thanksgiving Day
10. Friday after Thanksgiving
11. Christmas Eve
12. Christmas Day
The Holiday Pay benefit is special compensation added to the employee’s base salary, as specified in the Public Employees Retirement Law, Section 571(a)(5). Holiday Pay special compensation will be reported at the rate it was earned.
All members covered by the Police Management Association Memorandum of Understanding - SECTION 4.00 HOLIDAYS, will also receive twenty (20) hours of Floating Holiday time at the beginning of each fiscal year. The Floating Holiday hours must be used within the fiscal year earned and may not be accumulated or cashed out.
These additional twenty (20) Floating Holiday hours are not considered special compensation added to the employee’s base salary under the Public Employees Retirement Law, Section 571(a)(5).
SECTION 4.00 LEAVE ADMINISTRATION HOLIDAYS – 4.9 HOLIDAYS: POA employees work in positions that require scheduled staffing without regard to holidays.
Therefore, in lieu of time off for holidays observed by the City, each sworn employee shall be paid seventy-nine (79) hours of regular Holiday time for Sworn Employees, and each non-sworn employee shall be paid sixty-six (66) hours. The designated holidays that are covered by the seventy-nine (79) hours of Regular Holiday time for Sworn Employees and sixty-six (66) hours for Non-Sworn Employees include:
Agenda Item No. 4.4
City Council Staff Report Page 3 of 4 December 16, 2025 3 3 1. New Year’s Day
2. Martin Luther King Jr. Day
3. Presidents’ Day
4. Memorial Day
5. Juneteenth
6. Independence Day
7. Labor Day
8. Veterans Day
9. Thanksgiving Day
10. Friday after Thanksgiving
11. Christmas Eve
12. Christmas Day
The Holiday Pay benefit is special compensation added to the employee’s base salary, as specified in the Public Employees Retirement Law, Section 571(a)(5). Holiday Pay special compensation will be reported at the rate it was earned.
The remaining forty-seven (47) hours of Holiday Time (Sworn Employees) and sixty (60) hours of Holiday Time (Non-Sworn Employees) that is credited to their Holiday Time Bank on July 1st of each year, but per Public Employees Retirement Law: Section 571(a)(5), these hours are not considered special compensation that is added to the employee’s base salary.
These side letters will be effective retroactively to 1/1/2020.
FISCAL IMPACT
There will be no fiscal impact as a result of the approval of this Side Letter Agreement.
RECOMMENDATION
Staff recommends that the City Council adopt the attached resolution approving and adopting the Side Letter to the Memorandum of Understanding between the City of Union City and the Police Management Association for the period of January 1, 2025, through December 31, 2027, authorizing the City Manager to execute the Side Letter on behalf of the City.
Staff also recommends that the City Council adopt the attached resolution approving and adopting the Side Letter to the Memorandum of Understanding between the City of Union City and the Police Officers Association for the period of January 1, 2025, through December 31, 2027, authorizing the City Manager to execute the Side Letter on behalf of the City.
Agenda Item No. 4.4
City Council Staff Report Page 3 of 4 December 16, 2025 3 3 Agenda Item No. 4.4
City Council Staff Report Page 4 of 4 December 16, 2025 3 3 Prepared by: Jason Castleberry, Human Resources Director Submitted by: Jason Castleberry, Human Resources Director Attachments
1. Draft Resolution
2. Union City and POA Side Letter Agreement
3. Union City and POA Memorandum of Understanding
4. Union City and PMA Side Letter Agreement
5. Union City and PMA Memorandum of Understanding