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HomeMy WebLinkAbout19-02 • • RESOLUTION No. 19-02 A RESOLUTION OF THE CITY COUNCIL OF THE TOWN OF LOS ALTOS HILLS AMENDING THE TOWN'S EMPLOYEE BENEFIT LISTING WHEREAS, the City Manager recommends that the Employee Benefits be amended as shown in the attached Exhibit A, including the following modification to current benefits: Provide for a vision plan for each employee and that employee's dependents. WHEREAS, the City Council has considered such recommendations and desires to establish employee benefits in order to attract and retain a quality staff for the Town of Los Altos Hills; NOW THEREFORE, the City Council of the Town of Los Altos Hills does hereby approve the employee benefits, presented as Exhibit A and attached hereto. REGULARLY PASSED AND ADOPTED this 7th day of Feb; 2002. / BY: I i ayor Pr• Tern l • ut;u.) City Clerk TOW1\1 OF LtIS,. ALTOS- HILLS EMPLOYEE BENEFITS ADOPTED BY THE CITY COUNCIL February 7, 2002 Employee benefits are not vested (with the exception of retirement benefits after five years). The Town reserves the right to repeal, amend and add to any of these benefits as deemed appropriate. Vacation Leave I. General Description Vacation leave consists of paid time off for full time employees as well as some part time _. employees (see "Eligibility below). Vacation leave is earned and accrued with each pay period worked. II. Eligibility • Regular, full-time employeesand part-time employees who regularly work an average of twenty hours per week or more are eligible for this benefit. Parttime employees who work less than twenty hours per week, temporary employees and retired employees are not eligible for this benefit. ' III. Benefit The amount of vacation earned each year is determined by the length of time worked for ; the Town. Vacation is accrued on a semi-monthly basis and is computed according to the following schedule for full time employees: Years of Service Annual Vacation Days Earned 0-5 12 6-10 15 11 and above 20 Part time employees who work twenty hours or more per week earn a pro-rated number of vacation days based upon the average number of hours worked per week divided by 40. IV. Method of Administration The maximum number of vacation hours that may be accrued by an employee is 240. If vacation hours are not used and the balance reaches 240 hours, no further vacation hours are accrued until the balance drops to less than 240 hours. No provision shall be made for "payout" of accrued vacation hours. Use of vacation time must be requested in advance and approved by a Department Head or City Manager. An employee may only use vacation hours which they have previously accrued. Use of vacation time in increments of less than four hours is discouraged. If employment with the Town is terminated for any reason, the employee will be paid for the balance of their accrued vacation hours at their-current salary rate. • Employee Benefits 2 02/07/2002 Sick Leave I: General Description Sick leave is paid leave time which may be used when an employee is ill. Sick leave may ' also be used by an employee to care for an injured or sick member of their immediate family. U. Eligibility employees Regular, full-time and part-time employees who regularly work an average of g twenty hours per week or more are eligible for this benefit.. Part-time employees who work less than twenty hours per week, temporary employees and retired employees are not eligible for this benefit. III. Benefit . Full time employees earn 12 days (1 day/month).of paid sick leave for eachyearwith the Town. Sick leave is earned on a pro-rated basis by regular part-time employees who work more than twenty hours per week. Sick leave may be used to care for a sick or injured member of an employee's immediately family,, or to .discharge..customary obligations arising out of the death of a member of their immediate family. In the case of a death in the immediate family, up to 3 days of bereavement leave may be granted by the City Manager, which will not be subtracted from an accumulated sick leave balance. IV. Method of Administration To use sick leave, the employee must have their supervisor's approval. Employees must contact their supervisor at the beginning of the work day during which they are ill. If an employee is absent on sick leave for more than three days, a supervisor may request that the employee submit a statement from their doctor. Earned sick leave hours can be accrued without limit. benefit is for the described uses for this benefitno payment value is The sick leave only; associated with sick leave hours accrued. Therefore, if employment is terminated with the Town for any reason, no payment will be made to the employee for any balance of accrued sick leave hours. Compensatory Time Policy (Comp Time) I. General Description . Comp time is that time accrued by a non-exempt employee as a result of working overtime approved by the supervisor. Employee Benefits 3' 02/07/2002 ID . • II. Eligibility Regular, full-time employees are eligible for comp time if the work is determinedto be "overtime work" and is approved by the employee's supervisor. III. Benefit - When a non-exempt employee is required to work "overtime" as defined in the Town's Personnel Policy Manual, that employee shall be compensated for those hours worked, either through overtime pay at a rate of one-and-one-half times the employee's regular rate per hour, or through compensatory time off(comp time) at a rate of one-and-one-half times the number of hours worked. III. Method of Administration Employees may bank comp time hours accrued, to be used as time off at a later date. Use of comp time hours must be approved by their supervisor. A supervisor may deny the request for use of comp time hours as time off if it is determined that use of said leave time has a material negative impact on the operations of that department. Employees may accumulate comp time hours during the course of the year, but may not carry over a balance of more than 150 comp time hours from one fiscal year to the next. This carry over requirement will be phased in such that the limit of comp time carry over for the end of FY 1998/99 will be 240 hours and the carry over limit at the_end of FY 1999/2000 and thereafter will be 150 hours. Hours that can not be carried over will be i current rate. If employment with the Town is terminated for paid to the employee at their any reason, the employee will be paid for the balance of their accrued comp time hours at their current salary rate. ADMINISTRATIVE LEAVE , I. General Description Administrative'leave is any type of leave for which pay is received by management . employees other than vacation, sick leave and holidays. II. .Eligibility The following positions are considered management employees: • City Manager • City Engineer/Public Works Director • Planning Director - • Public Works Manager • Administrative Services Director Employee Benefits. 4 02/07/2002 III. Benefit Administrative leave provides an additional number of leave hours for Department Heads and the City Manager, who are not eligible to receive overtime pay. Department Heads and Managers receive seven days of administrative leave per calendar year. The City Manager'sadministrative leave is set by contract. IV. Method of Administration This benefit is earned and accrued with each pay period worked during the calendar year at the rate of seven days a year. Use of administrative leave is at the discretion of the City Manager, with no carryover from one year to the next. Jury Duty I. General Description • Jury duty leave consists of paid leave for service as a juror. II. Eligibility . Regular, full-time employees and part-time employees who regularly work twenty hours per week or more are eligible for this benefit. Part-time employees who work less than twenty hours per week, temporary and retired employees are not eligible for this benefit. III. Benefit • Leave with pay is granted for jury duty service, however, an employee must pay to the Town any compensation received for jury service. Mileage compensation for jury duty service may be retained. IV. Method of Administration . Paid leave for jury duty is approved upon proof of service and surrender of compensation for jury duty to the Town. Leave Without Pay Leave without pay is discouraged and is not considered a benefit. The City Manager may, however, grant leave without pay for a limited time for urgent or substantial personal. reasons. Leave accruals and other employee benefits will be suspended or pro-rated (if applicable) during any period of leave without pay. Employee Benefits 5 02/07/2002 • . Military The provisions of the California Military and Veterans Codegovernsthe military leave of the Town. This is not considered.a Town benefit. Holidays I. General Description Thereare twelve holidays per year recognized by the Town for which employees receive paid time off. Town Hall is closed on these days. Town employees receive twelve paid holidays each year as shown below. II. Eligibility •.. Regular, full-time employees and part-time employees who regularly work an average of 20 hours per week or more are eligible for this benefit. Part-time employees who work less than twenty hours per week; temporary employees and retired employees are not eligible for this benefit. . III. Benefit The holidays observed by the Town are as follows: • New Year's Day ' - January I. • Martin Luther King Day Third Monday in January • Presidents'Day Third Monday in February • Memorial Day Last Monday in May • Independence Day July 4 • Labor Day First Monday in September • Columbus Day Second Monday in October • • Veterans'Day '. November 11 • Thanksgiving Day Fourth Thursday in November • Day after Thanksgiving Fourth Friday in November • Christmas Eve Day December 24 , • Christmas Day - December 25 IV. Method of Administration Town Hall is closed on all holidays. Regular, full-time employees are paid their equivalent salary for an eight hour work day for each Town holiday. Regular, part-time employees who work twenty hours per week or more are paid a pro-rated amount for the holiday. Holiday leave does not accrue. If a holiday falls on a Saturday, an employee receives the preceding Friday off from work. If a holiday falls on a Sunday, the employee receives the following.Monday off. When anemployee takes a vacation,during which a ' Employee Benefits, - 6 02/07/2002 .( holiday occurs, the employee will be compensated for the holiday using the holiday benefit; compensation for the holiday is not charged against their accrued vacation time. Health Plans I. General Description The cost of health insurance premiums is paid by the.Town for employees and their dependents. Employees have the choice of several plans enabling them to seek the best program for their family's needs. II. Eligibility Regular, full-time employees and their eligible dependents are covered by this benefit. Part-timeemployees who regularly work 20 hours per week or more and their dependents are eligible for a pro-rated share of payment of their health insurance premium payment: This benefit continues for employees who retire directly from the Town, assuming that the retiree enrolls for Medicare coverage, if eligible. The spouse of an eligible retiree, also may receive this benefit. III. Benefit Through the California Public Employees Retirement System, employees are offered a choice of Health Maintenance Organizations, Preferred Organizations and "Association" plans. The list of health care providers is on file with the Finance Department and may change in number and makeup over time. The cost of these plans varies, depending on the employee's plan selection and the number of dependents insured. The Town contributes an amount equal to the average amount of health insurance premiums offered in each category of coverage (i.e. 1 person, 2 persons, and 3 or more persons) for each employee's health insurance premium. IV. Method of Administration The Town's contribution toward an employee's health insurance premium is calculated for -each category of coverage by determining the average premium amount for each category. A new maximum contribution amount is calculated each time PERS adjusts their premium rates, and is adopted by resolution of the City Council. If an employee selects a health care plan with a premium amount higher than this maximum contribution, the balance of the premium must be paid by the employee through payroll deductions. During periods of paid leaves or leave covered by the Town's Family and Medical Leave policy, the Town will continue it's maximum contribution toward an employee's health insurance premium. If an employee is on leave without pay due to a non-job related injury or a serious illness, that employee's health insurance premium will continue to be paid by the Town to the extent that they are paid while the employee is on the job, until 90 days after the employee has been absent from service. This timeperiod corresponds to Employee Benefits 7 02/07/2002 . ® • the beginning of an employee's long term disability leave benefit. Payment of the premium after that time is the responsibility of the employee. Dental Plan I. General Description The Town's dental plan consists of direct payment or reimbursement for employee and dependent dental costs, up to a defined maximum for each fiscal year. II. Eligibility. Regular, full-time employees are eligible for dental benefits. This benefit also covers dental work'of the dependents of eligible employees. Dependents, for the'purposes of this benefit, are defined as an employee's spouse and children (including children that the employee is the legal guardian of) who are 18 years old or younger. Part-time employees who regularly work twenty hours per week or more are eligible for a pro-ratedshare of the maximum dental benefit. Part-time employees who regularly work less than twenty hours per week, temporary and retired employees are not eligible for this benefit. III. Benefit Dental benefits.to Town employees consists of direct payment or reimbursement of dental costs for employees and their dependents, for a maximum annual benefit of$800. IV.Method of Administration This benefit is administered on a.fiscal year basis. Employees may elect to pay for dental care directly and seek reimbursement from the Town by submitting the required Town dental forms to the Finance Department. An employee may also elect to have their dentist bill the Town directly for dental care received. The Town tracks the amount each employee has been reimbursed in a year, paying no more than the`maximum benefit amount in any fiscal year. Newly hired.employees must work at leastsix months of a fiscal year to be eligible for this.benefit. The benefit is then pro-rated for the number of months worked in that fiscal year. However, the employee may receive reimbursement for any eligible dental expenses incurred subsequent to his/her employment date. . Vision Plan I. General Description The cost of vision insurance premiums is paid by the Town for employees and their dependents. , Employee Benefits 8 -02/07/2002 • • • II.. Eligibility Regular, full-time employees are eligible for this benefit. This benefit also covers vision services for the dependents of eligible employees. Dependents, for thepurposesof this benefit, are defined as an employee's spouse and children (including children thatthe employee is the legal guardian of) who are 18 years old or younger. Part-time employees who regularly work twenty hours per week or more are eligible for a pro-rated share of the maximum vision benefit. Part-time employees who regularly work less than twenty hours per week, temporary and retired employees are not eligible for this benefit. III. Benefit Employees are offered the vision plan through Vision Service Plan. IV. Method of Administration The Town's contribution toward an employee's vision insurance premium is calculated for. . each category of coverage—employee or employee and family. Life,and Accidental Death and Dismemberment Insurance I. General Description The Town provides employees with an. amount of life, insurance determined by. the - employee's annual salary. Accidental Death and Dismemberment coverage is also;, provided at no cost to the employee. II. Eligibility Regular, full-time employees and part-time employees who regularly work an average of twenty hours per week or more are eligible for this benefit. Part-time employees who work less than twenty hours per week, temporary and retired employees are not eligible for this benefit. , III: Benefit The Town pays the premium for regular full-time employees life insurance as well as their accidental death and dismemberment insurance. Under these policies, each full-time employee is provided coverage for the lump sum amount of the nearest one thousand. dollar increment ,above an employee's yearly gross salary. The City Manager.'slife insurance amount is set by contract. IV. Method of Administration The Finance Department calculates and pays the premiums for each-employee based on their salary. Disbursement of the benefits are made by the insurance provider and would Employee Benefits 9 02/07/2002 be paid to the beneficiary named by the employee at the time of hire or by any subsequent notice. Lone Term Disability Insurance I. General Description Long term disability insurance is an insurance policy for the protection of an employee's salary in the event of a disabling event which prevents an employee from performing their job.. II. Eligibility Regular, full-time employees and part-time employees who regularly work an average of twenty hours per week or more are eligible for this benefit. Part-time employees who work less than twenty hours per week, temporary and retired employees are not eligible for this benefit. III. Benefit ' Employees are insured against long-term disability through third-party insurance which "provides 60 percent of an employee's monthly earnings to a maximum benefit of $5000.00 per month, in the event of a disability which occurs outside of the work place. Workers Compensation insurance provides coverage for on-the-job injuries. Coverage begins 90 days following a disabling event and continues to an end date determined by your age. IV.Method of Administration This benefit is administered by the third party insurance provider. The Town pays the insurance premiums. Benefit payments begin three months after a disabling event, subject to the provisions of the policy.' Family Medical Leave Act Employees:of the Town are subject to the provisions of the Federal: Family Medical Leave Act. This act is not considered a town benefit. Additional details of this Act are, contained in the Personnel Policy Manual. Workers' Compensation I. General Description Through worker's compensation, employees are insured against losses due to job-related illness or injury.. Under this ABAG-administered program, medical expenses are paid Employee Benefits: 10 02/07/2002 • and, while disabled, employees are eligible for weekly compensation basedon their salary. II. Eligibility Regular, full-time employees and part-timeemployees and temporary employees are eligible for this benefit. Retired employees are not eligible for this benefit. III. Benefit When an employee suffers an eligible workers, compensation injury, the employee is eligible for receipt of 2/3 of his/her salary or $490 per week, whichever is lower, as well as authorized health care costs, through the workers compensation claim. Employees on workers' compensation leave may use accrued sick leave to supplement any monetary difference between their normal rate of pay and workers compensation's temporary disability benefits. IV. Method of Administration. Workers compensation claims are administered for the Town by ABAG. All on-the-job _ _ injuries must be reported to, ABAG,immediately. When an employee makes, a workers compensation claim, the claim must be submitted to the Town on the appropriate claim form supplied by ABAG, and must be accompanied with verification of the injury by a physician as well as the recommendation that the employee be absent from work for a certain length of time to allow recovery from the injury. ABAG makes the determination as .towhether, a claim is eligible for payment and which medical bills are eligible for reimbursement. Deferred Compensation I. General Description . Town employees are eligible to participate in approved deferred compensation .plans through payroll deductions. These deductions are forwarded to the appropriate institution by the Finance Department at the time that each payroll is issued. II. Eligibility Regular, full-time employees and part -time employees who regularly work twenty hours per week or more are eligible for this benefit. Part-time employees who work less than twenty hours per week, temporary and retired employees are not eligible for this benefit. III. Benefit The two companies that are approved by the Town to administer this benefit are the Hartford Insurance Group and thea ICMA Retirement Trust Corporation. Deferred Employee Benefits 11 02/07/2002 , • compensation is self-funded with no contribution from the Town unless otherwise stipulated by contract. Employees who elect to participate have an amount deducted from each paycheck deposited directly into their deferred compensation account. The maximum annual contribution established by currentfederal law is $11,000 or 25% of an employee's annual earnings, whichever is less. IV. Method of Administration Deferred compensation transactions are handled at the time that payroll is run. Deductions from an employee's gross pay are deposited in the appropriate account and are itemized on the employee's check stub. Taxable income at year end is based on an employee's post-deduction, gross pay., Federal and State income taxes are not calculated or withheld on amounts deposited in employee deferred compensation accounts, as they are deferred until withdrawals from the account begins (usually upon retirement). Credit Union All Town employees are eligible to become members of the. Santa Clara County Employee's Credit Union. The advantages of the programs offered to member employees are typical of credit union membership, at no cost to the Town. Employee Assistance Program I. General Description The Employee Assistance Program is a confidential referral service for help in dealing with many kinds of personal problems that an employee may have. This program is an effective manner to deal with employee issues that, while affecting employee performance, are beyond the scope of management's. control. The services provided would;include counseling, crisis intervention, training and consultation. II. Eligibility Regular, full time employees and part time employees who regularly work twenty hours . 'per week or more are eligible for this benefit. Part time employees who work less than twenty'hours per week, temporary and retired employees are not eligible for this benefit. III. Benefit The Town provides an Employee Assistance Program called. CONCERN, through El Camino Hospital. The program offers assessment, counseling, 24-hour crisis intervention, child/elder care services, legal and financial resources, management consultation, supervisor training and employee workshops. Employee Benefits. 12 02/07/2002 • , IV. Method of Administration CONCERN offers a fee-for-service pay plan, where services are bundled into a case rate which varies depending on how many free visits are offered to employees.. Employees may confidentially use the services of CONCERN withoutprior approval of a Town supervisor or City Manager. El Camino Hospital then bills the Town for the service provided. Uniforms • I. General Description • Public Works Crew members are supplied with Town uniforms and appropriate safet y gear. The footwear necessaryfor work in varying terrain is also provided. II. Eligibility Regular, full-time,public works crew members are eligible for this benefit. III. Benefit Each crew member is provided with six clean shirts and six clean pairs of pants per week, which serve as.uniforms. Crew members are also allotted one pair of work boots per year which are charged to the Town's account. IV. Method of Administration. These items are budgeted for in the Public Works budget as supplies and are not included in the benefits budget. Uniforms are purchased by the Town and are laundered weekly. Shoes are purchased by each crew member from the Red.Wing:Shoe Company store no more than once per year and are charged to the Town account. Retirement I. General Description The Town's retirement program provides employees with compensation through their retirement years in anamount which is based upon years of service, age of employee at the beginning of their retirement and highest compensation during their tenure. II. Eligibility All regular, full-time and part-time employees who work twenty hours per week or more are members of the Public Employees,Retirement System. Temporary employees may also enroll in the PERS program, but must pay the employee's portion of the retirement contribution. Employee Benefits 13 02/07/2002 _ • III. Benefit The Town contributes an employer share of retirement contribution basedon the gross salary for each eligible employee, and also pays the employee's share of the retirement contribution. The employee's share is equal to 7% of their yearly gross salary. No deduction is made from an employees ,earnings for this retirement benefit, unless a temporary elects to participate in the PERS program. In that case, the employee would make their own contribution to the plan. Employees of the Town do not pay into the Social Security system. • The Town's contract with CalPERS provides service retirement benefits under the "2% at 55" formula.; The formula uses a multiplier of x %, times the number of years service, to determine retirement benefits at a given age. For example, under the 2% at 55 formula, a retiree with 10 years of service retiring at age 55 would receive an annual retirement benefit of 20% of his/her final (adjusted) annual salary. The earliest retirement date is age 50, with at least 5 years of service. The table below shows the "benefit factor", or • multiplier for the 2% at 55 plan. 2% @ 55 Retirement • Percent Age Per Year X . 50 1.426 51 1.522 52 1.628 53 1.742 54 1.866 55 2 000 56 2.052 ' 57 2.104 58 2.156 59 2.210 60 2.262 61 2.314 62 2.366 63 and over 2.418 IV. Method of Administration The Finance Department makes the appropriate payment to PERS (Public Employee Retirement System) with each payroll cycle. PERS keeps detailed records of each employees account and sends annual statements to all employees at the end of the fiscal year. Once an employee retires, PERS administers the retirement benefit to the former Employee Benefits, 14 02/07/2002 employee. PERS offers many retirement planning workshops throughout the year to assist employees with retirement planning decisions. Details regarding the accrual and disbursement of retirement benefits can be discussed directly with a PERS representative. • • • Employee Benefits 15 02/07/2002