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HomeMy WebLinkAbout55-10 RESOLUTION No. 55-10 A RESOLUTION OF THE CITY COUNCIL OF THE TOWN OF LOS ALTOS HILLS AMENDING THE ADOPTED EMPLOYEE COMPENSATION PLAN AND PERSONNEL RULES AND REGULATIONS WHEREAS, the Town of Los Altos Hills has received and responded to the 2009-2010 Santa Clara County Civil Grand Jury Report— Cities Must Rein In Unsustainable Employee Costs; and WHEREAS, the 2009-2010 Santa Clara County Civil Grand Jury Report recommends that cities modify adopted salary schedules to reduce the incremental increases between salary steps to slow growth of employee salaries; and WHEREAS, the City Council of the Town of Los Altos Hills has discussed the Civil Grand Jury's recommendation and now desires to amend the Employee Compensation Plan to replace minimum incremental salary increases with salary ranges specifying a bottom and top salary in a manner similar to private industry; and WHEREAS, the City Council of the Town of Los Altos Hills provides the City Manager with the sole discretion to award merit based salary adjustments at any level within the City Council adopted salary ranges; NOW THEREFORE, the City Council of the Town of Los Altos Hills does hereby approve and adopt amendments to the Employee Compensation Plan and Personnel Rules and Regulations as set forth in Exhibit A attached hereto. REGULARLY PASSED AND ADOPTED this 1S`h day of November, 2010. BY: 16eh"'e Kerr, Mayor ATTEST Karen Jost, rty Cl k • EXHIBIT A Town of Los Altos Hills Classification &Compensation Plan CLASSIFICATION AND COMPENSATION PLAN The purpose of the compensation plan is to outline the compensation package for eligible employees and their eligible dependents. Eligibility is determined by Section 7.7 of the Town's Personnel Rules and Regulations unless otherwise defined in the benefit description. 1.0 AUTHORIZED CLASSIFICATIONS AND SALARIES 1.1 Monthly Salary Schedule by Permanent Employee Classification Effective November 19, 2010 Salary Range Bottom Top'k City Manager's Office City Manager Set by contract City Clerk $ 7,494 $ 9,109 Public Safety Officer 4,461 5,423 Parks&Recreation Sup. 4,638 5,638 Community Srvs.Coordinator 4,638 5,638 Barn Manager 4,353 5,291 Administrative Services strati v Finance Director $ 10,044 $ 12,209 Finance Manager 6,501 7,902 Office Specialist H 4,003 4,866 Office Specialist I 3,543 4,306 Planning and Building Planning Director $ 10,044 $ 12,209 Senior Planner 6,501 7,902 Associate Planner 5,801 7,051 Assistant Planner 5,191 6,310 Building Official 6,191 7,525 Planning/Building Tech. 4,318 1 5,248 Public Works Public Works Director $ 11,160 $ 13,565 Associate Engineer 6,291 7,647 Assistant Engineer 5,414 6,581 Engineering Technician 4,866 5,915 Maintenance Superintendent 6,028 7,327 Maintenance Worker III 4,353 5,291 Maintenance Worker II 3,957 4,810 Maintenance Worker I 3,503 4,258 1 Proposed Amendment, 11-18-10 Town of Los Altos Hills Classification &Compensation Plan 1 .2 Meritorious Range At the City Manager's discretion, an employee at Step—€top salary on the Salary Range may be awarded a monthly salary in the merit^r;^��� r�^noof up to 5% above top salary in recognition of exemplary performance. Meritorious awards may be revoked by the City Manager, at any time and without cause, and automatically expire at the end of each fiscal year. 1.3 Temporary and Part-Time Employee Salaries Temporary and Part-Time employees are paid an hourly rate equivalent to the monthly rate for permanent employees in a like classification at a step commensurate with the employee's experience. If there is no related permanent employee classification, the City Manager shall set a temporary rate not to exceed $25.00 per hour. 2.0 LEAVE Administrative Leave — See Section 6.11 Bereavement Leave — See Section 6.8 Catastrophic Leave — See Section 6.3 Compensatory Time (Comp Time) — See Section 6.6 Family and Medical Leave Act (FMLA) — See Section 6.12 Holidays — See Section 6.4 Jury Duty— See Section 6.7 Leave Without Pay— See Section 6.14 Military Leave — See Section 6.9 Pregnancy Disability Leave — See Section 6.13 Sick Leave — See Section 6.2 Vacation Leave — See Section 6.5 Proposed Amendment 11-18-10 2 • Town of Los Altos Hills Personnel Rules and Regulations 2.28 "Reclassification" The reassignment of a position from one class to a different class in accordance with a re-evaluation of the minimumualifications, duties and responsibilities of q p the position. 2.29 "Registered Domestic Partner' Individual who is registered, along with another person, with the California Secretary of State as Domestic Partners. 2.30 "Regular Employee" An employee who has successfully completed the introductory period and has been retained with regular status as hereafter provided in these Rules. 2.31 "Reinstatement" The re-employment without examination of a former employee. 2.32 "Rejection" The separation of an employee from the service during the introductory period. 2.33 "Salary Step-Advancement" A salary increase of „no eF mere step within the limits of the pay range established for a classification. 2.34 "Salary Steig-Reduction" A salary decrease within the limits of the pay range established for a classification. 2.35 "Suspension" The temporary separation from the service of an employee without pay for disciplinary purposes. 2.36 "Temporary Appointment" An appointment to a position of limited duration of a person who possesses the minimum qualifications established for a particular class. 2.37 "Temporary Position" A full-time or part-time position of limited duration. 2.38 "Termination" The separation of an employee from the Town service because of retirement, resignation, layoff, death or dismissal. 2.39 "Town" The Town of Los Altos Hills. • • Town of Los Altos Hills Personnel Rules and Regulations list. If, in his/her judgment, it is in the Town's best interest, the City Manager may arrange an examination which is both open and promotional. When an employee is promoted, his/her salary shall be that approved by the City Manager, except that the salary shall be "step-`nr the range Which i8 at least equal to or higher in salary than the employee's present base salary. 4.8 CONDUCT OF SELECTION PROCESS The City Manager or designee may prepare and administer or contract with any competent agency or individual for the administration of any part of the selection process, as he/she deems most appropriate. 4.9 SCORING AND QUALIFYING GRADE Failure in one part of the examination, or to meet established standards described in the job announcement, will be grounds for declaring such applicant as failing in the entire examination or as disqualified for subsequent parts of an examination. A candidate's final score in a given examination shall be the average of the scores on each competitive part of the examination on which the applicant qualified, weighted as shown in the examination announcement. 4.10 NOTICE OF RESULTS Each applicant shall be notified by mail of the examination results, including the final earned score and ranking on the eligible list, if applicable. 4.11 ELIGIBLE LIST After completion of any open or promotional examination, the City Manager or designee shall prepare an eligible list consisting of the names of candidates who passed the entire selection process, arranged in order of final standing, from the highest to the lowest. Notwithstanding any other provision of these rules, if there are less than three (3) names on an eligible list, the City Manager may declare such list void and fill the position(s) by any method permitted by these Personnel Rules, including, but not limited to, undertaking new recruiting and selection procedures. Eligible lists shall become effective upon the approval by the City Manager. 4.12 ELIGIBLE LIST DURATION Eligible lists shall remain in effect for twelve (12) months, unless the City Manager abolishes the list, the list is exhausted or extended by the City Manager. The City Manager may abolish or extend the list at any time prior to the expiration of the list if he/she determines that it is in the best interest of the Town to do so. • • Town of Los Altos Hills Personnel Rules and Regulations SECTION 5 EMPLOYMENT STATUS 5.1 INTRODUCTORY EMPLOYMENT All original. and promotional appointments to non-management positions (see Section 5.2) shall be tentative and subject to an introductory period of one (1) year of actual and continuous service from the date of appointment. 5.1.1 Introductory Period Obiective The introductory period shall be regarded as a part, of the testing process and shall be used for closely observing the employee's work to determine the employee's fitness for the position. 5.1.2 Resection Durinq Introductory Period An employee may be rejected at any time during the introductory period without cause and without the right of appeal or grievance. 5.1.3 Introduction Period After Promotion On accepting a promotion, an employee serves a new introductory period of six (6) months of actual and continuous service. An employee does not acquire regular status in the promotional position until the successful completion of this introductory period. If the employee fails to satisfactorily complete the introductory period in the promotional position, the employee shall be entitled to return to the position held prior to promotion at the range and step—sal�held prior to promotion. The employee is not entitled to notice, a hearing, a right of appeal, or grievance if rejected during introduction. Performance reports shall be prepared for every employee during his/her introductory period pursuant to these Rules. The Performance report for the final three months of introduction for any employee shall be prepared in time to be forwarded by the department head to the City Manager to be received at least fifteen (15) days prior to the last day of the introductory period. This Performance report shall be accompanied by the Personnel Action Form on which employee shall either be recommended for rejection prior to the end of the introductory period or recommended for approval as a regular employee commencing at the end of the introductory period. • • Town of Los Altos Hills Personnel Rules and Regulations will accord the employee an increase of at least five percent over his/her current regular compensation. 7.6.2 Call Out Pay Should an employee need to respond to a call during off-duty hours, he/she will be compensated for hours worked at their regular hourly rate or overtime rate as applicable. Employees will be compensated for a minimum of two (2) hours for each response to a call out. 7.6.3 Salary&ted-Placement/Advancement The Compensation Plan is designed to establish a reasonable range of wages for each position of employment, and allows for adequate budgetary appropriations be made for salary costs each fiscal year. The plan provides flexibility in wages in order to compensate for an employee's increased competence, experience and value added to the organization. Ferr this reasGR, s ries are toh^�isten�rtwith the appliGable steps the-Ge -laR. No salary advancement shall be made so as to exceed any maximum rate established in the Compensation Plan for the employee's position. 7.6.3.1 Initial Step-Placement New employees or those assigned to new classifications shall be assigned t^ that salary within the range for the classification which the City Manager, with recommendation from the appropriate department head, finds to be most appropriate according to the experience, past performance, educational accomplishments and other qualifications of the employee concerned, provided adequate budgetary appropriations exist. 7.6.3.2 Salary S#ep-Advancement Advancement fr^m step to—stela-within a salary range may, but will not automatically, occur at intervals of one (1) year in length effective with each satisfactory performance review. An exception may be made for newly hired or promoted employees, who shall have a salary advancement review six (6) months after their date of initial hire or promotion. The salary advancement review shall be contingent upon recommendation of the City Manager, based upon his/her review of the employee's performance, including but not limited to review of the following factors: increased service value of an employee to the Town, as exemplified by recommendations of his/her department head, performance • • Town of Los Altos Hills Personnel Rules and Regulations records, special projects accomplished, training undertaken, or other pertinent evidence. In the event an employee is denied a step- I3N increase on the basis of unsatisfactory performance, the City Manager may at any time during the ensuing year approve the increase effective on the date of approval, based upon a satisfactory performance review. Failure to receive a salary step-increase shall not be considered disciplinary action, and is not subject to any right of appeal or grievance process. 7.6.4 Work Week The basic work week for full-time, non-exempt employees shall be forty (40) hours, rendered in units of eight (8) hours per day in a work-week which begins on Sunday at midnight and ends on the consecutive Sunday at midnight. At the discretion of the City Manager, alternative work schedules may be offered. For those employees participating in a "9/80" work schedule, the work week will begin at noon on the day the employee is scheduled to work eight hours and will end at noon on the day they are scheduled to be off. 7.6.5 Pay Day Pay day shall be at least twice monthly, on the 15th and last day of the month. In the event that this day falls on a weekend or holiday, pay day will be the preceding work day. 7.6.6 Preparation of Payroll The payroll shall be prepared under the direction of the City Manager in accordance with the Compensation Plan. No changes in the names or salaries on the payroll shall be made unless written instruction is received from the City Manager. 7.6.7 Meal Period A meal period up to one (1) hour, non-compensated, shall be provided all employees who work at least eight (8) hours in one day. With prior approval of the City Manager, the meal period may be reduced to forty-five (45) minutes or thirty (30) minutes. The minimum meal period shall be thirty 30 minutes. 7.7 ELIGIBILITY FOR BENEFITS 0 Town of Los Altos Hills Personnel Rules and Regulations SECTION 8 PERFORMANCE EVALUATIONS 8.1 PERFORMANCE EVALUATION PROVISIONS All employees should receive an annual performance review on or near their anniversary date, whether or not a atep-eFpay increase is being considered. The City Manager shall provide a method of reporting of individual employee performance which relates to quantity and quality of work, ability, reliability, discipline, attendance and other factors. The City Manager shall prescribe forms for such performance evaluations and shall be responsible for assuring that such evaluations are adequate to provide information to both the employee and the Town for the purposes set forth in this section. An employee must have a satisfactory performance evaluation in order to be eligible for a salary increase or promotion. Deficiencies in performance by an employee may result in a decrease in salary, suspension, demotion or dismissal. Department heads shall rate the performance of each employee; provided, however, that the department heads may delegate the responsibility for rating the performance of specified employees in their departments to that employee's supervisor. Interim reports may be completed as necessary when changes in work performance occur. Each employee shall be informed in such reports of his or her strengths and weaknesses. Each performance report shall be discussed with the employee. The employee must sign the report, acknowledging that his performance evaluation has been reviewed with him or her. Such signature shall not necessarily mean he or she fully endorses the contents of said report. Neither the performance evaluation process nor the performance reports shall be subject to any grievance and/or appeal procedure.