HomeMy WebLinkAboutR-11064 establishing and adopting a Supplimental Employee Salary ScheduleRESOLUTION NO. 11064 (2019 Series)
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN LUIS
OBISPO, CALIFORNIA, ESTABLISHING AND ADOPTING A
SUPPLEMENTAL EMPLOYEE SALARY SCHEDULE AND
SUPERSEDING PREVIOUS RESOLUTIONS IN CONFLICT
WHEREAS, the California Fair Wages Act of 2016 requires periodic adjustments in the
state minimum wage; and
WHEREAS, the City of San Luis Obispo City Council has the exclusive authority to fix
the salaries and compensation of local officials and employees pursuant San Luis Obispo Charter
Section 711 ; and
WHEREAS, the City understands a qualified supplemental work force is instrumental to
its ability to provide consistent high-quality services and programs to the community; and
NOW, THEREFORE, BE IT RESOLVED, by the Council of the City of San Luis Obispo
as follows:
SECTION 1. The Supplemental Employee Salary Schedule attached hereto as Exhibit "A"
is hereby adopted.
SECTION 2. The Revised Supplemental Employee Policy attached hereto as Exhibit "B" is
hereby amended.
SECTION 3. All prior resolutions or policies governing those matters within the scope of
Exhibit A and B, as adopted and amended herein respectively, are hereby superseded and replaced
R 11064
Resolution No. 11064 (2019 Series) Page 2
SECTION 4. The City Council delegates authority to the Director of Finance make the
appropriate adjustments to accounts to reflect the compensation changes effective December 26,
2019.
Upon motion of Council Member Christianson, seconded by Vice Mayor Gomez, and on the
following vote:
AYES:
NOES:
ABSENT:
Council Member Christianson, Pease, Stewart, Vice Mayor Gomez and
Mayor Harmon
None
None
The foregoing resolution was adopted this 3rd day of December 2019.
ATTEST:
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the City
of San Luis Obispo, California, this \ ~'""tt,\ day of D-t._~ \ot-:v:: 2...6 \ <\ .
(j~aJ~.
Teresa Purrington
City Clerk
R 11064
B -SUPPLEMENTAL SALARY SCHEDULE 12-26-2019 e Supplemental Employee Salary Schedule
ID
Blue = P&R Positions
•=Classifications that work with children (AB 218
doesn't apply)
Accounting Assistant I 9132 918 $ 18.11 $ 18.46 $ 18.81 s 19 .37 $ 19 .92 $ 20.40 $ 20 .87 $ 21.39 s 21 .91
Administrative Aide I 9172 908 $ 14 .61 $ 14 .97 $ 15 .33 $ 15.68 $ 16.07 $ 16.46 $ 16 .78 $ 17.25 $ 17 .68
Administrative Aide II 9371 916 $ 17 .25 $ 17 .68 $ 18.11 $ 18.54 $ 18 .97 $ 19.45 $ 19 .92 $ 20.40 $ 20 .87
Administrative Specialist 9472 913 $ 16 .07 $ 16.46 $ 16 .86 $ 17.25 $ 17.68 $ 18 .11 $ 18.54 $ 18.97 $ 19 .45
Adult Sports Official 9265 912 $ 15 .68 $ 16.07 $ 16.46 $ 16.86 $ 17.25 $ 17 .68 $ 18.11 $ 18.46 $ 18 .81
Aquatics Specialist* 9461 916 $ 17 .25 $ 17.68 $ 18.11 $ 18.54 $ 18 .97 $ 19.45 $ 19.92 $ 20.40 $ 20.87
Associate Planner 9255 946 $ 33.74 $ 35 ,51 $ 37.39 $ 39.35 $ 41.43
Childcare Aide Emergency Sub Afternoon * 91615 970 $ 17 .01 $ 17.41 $ 17.66 $ 17.81 $ 18.26 $ 18.71 $ 19.16 $ 19.60 $ 20 .09
Childcare Aide Emergency Sub Morning* 91619 971 $ 20 .42 $ 20.90 $ 21 .19 $ 21 .38 $ 21.92 $ 22 .46 $ 22.99 $ 23.52 $ 24.11
Childcare Aide* 9161 902 $ 13.61 $ 13.93 $ 14.13 $ 14.25 $ 14 .61 $ 14.97 $ 15.33 $ 15.68 $ 16.07
Childcare Teacher Emergency Sub A ft ernoon* 92625 972 $ 19.60 $ 20.09 $ 20.58 $ 21.07 $ 21.56 $ 22 .10 $ 22.64 $ 23.08 $ 23 .51
Childcare Teacher Emergency Sub Morning* 92629 973 $ 23.52 $ 24 .11 $ 24.69 $ 25.28 $ 25 .88 $ 26 .52 $ 27 .17 $ 27.69 $ 28 .22
Childcare Teacher* 9262 912 $ 15.68 $ 16 .07 $ 16.46 $ 16.86 $ 17.25 $ 17.68 $ 18 .11 $ 18.46 $ 18 .81
Commissioner 9861 990 $ 75 .00
Community Services Specialist 9462 913 $ 16 .07 $ 16.46 $ 16 .86 $ 17.25 $ 17 .68 $ 18 .11 $ 18 .54 $ 18.97 $ 19.45
Development Review Arborist 9288 932 $ 25.25 $ 25.88 $ 26 .51 $ 27 .15 $ 27.78 $ 28 .47 $ 29 .16 $ 29 .73 $ 30 .30
Engineering Consultant 9332 980 $ 50 .00 $ 51 .56 $ 55.00 $ 65 .00 $ 75.00
Facilitles Aide Farmer's Marllet 9292 912 $ 15.68 $ 16.07 $ 16.46 $ 16 .86 $ 17.25 $ 17.68 $ 18.11 $ 18.46 $ 18 .81
Facillties Aide Pool 9293 912 $ 15.68 $ 16.07 $ 16.46 $ 16.86 $ 17.25 $ 17 .68 $ 18.11 $ 18.46 $ 18.81
f acilities Assistant 9264 904 $ 14.00 $ 14.13 $ 14 .25 $ 14.61 $ 14 .97 $ 15.33 $ 15.68 $ 16.07 $ 16.46
Facilities Specialist 9463 913 $ 16.07 $ 16.46 $ 16.86 $ 17.25 $ 17.68 $ 18 .11 $ 18.54 $ 18.97 $ 19.45
f acility Host 9162 900 $ 13 .00 $ 13.31 $ 13 .61 $ 13 .93 $ 14.25 $ 14 .61 $ 14 .97 $ 15.33 $ 15.68
Fire Inspector 9253 932 $ 25.25 $ 25 .88 $ 26.51 $ 27 .15 $ 27.78 $ 28 .47 $ 29.16 $ 29 .73 $ 30.30
Fire Intern 9151 902 $ 13.61 $ 13.93 $ 14.13 $ 14.25 $ 14 .61 $ 14.97 $ 15.33 $ 15.68 $ 16 .07
Flood Control Technician 9287 920 $ 18 .97 $ 19.45 $ 19.92 $ 20.40 $ 20.87 $ 21 .39 $ 21.91 $ 22.43 $ 22 .95
GIS Technician 9231 920 $ 18.97 $ 19.45 $ 19.92 $ 20.40 $ 20.87 $ 21 .39 $ 21.91 $ 22 .43 $ 22.95
Golf Maintenance Assistant* 9291 906 $ 14 .25 $ 14.61 $ 14.97 $ 15.33 $ 15.68 $ 16.07 $ 16.46 $ 16.78 '$ 17.10
Hazardous Materials Team Business Manager 9651 996 $ 28.00 $ 29 .00 $ 30.00
Head Childcare Teacher Emergency Sub Afternoon* 93605 974 $ 20 .09 $ 20 .58 $ 21 .07 $ 21 .56 $ 22 .10 $ 22 .64 $ 23.18 $ 23.71 $ 24.31
Head Childcare Teacher Emergency Sub Morning* 93609 975 $ 24 .69 $ 25.28 $ 25.88 $ 26.52 $ 27.17 $ 27.81 $ 28.46 $ 29.17 $ 29.88
Head Childcare Teacher* 9360 914 $ 16.46 $ 16.86 $ 17.25 $ 17.68 $ 18 .11 $ 18 .54 $ 18.97 $ 19.45 $ 19.92
Head Lifeguard* 9351 912 $ 15.68 $ 16.07 $ 16.46 $ 16.86 $ 17.25 $ 17.68 $ 18 .11 $ 18.46 $ 18 .81
Hydrant Maintenance Worker 9191 902 $ 13 .61 $ 13.93 $ 14.13 $ 14.25 $ 14.61 $ 14.97 $ 15.33 $ 15.68 $ 16.07
Intern I 9111 900 $ 13 .00 $ 13.31 $ 13.61 $ 13.93 $ 14.25 $ 14 .61 $ 14.97 $ 15.33 $ 15 .68
Intern II 9211 904 $ 14.00 $ 14 13 $ 14 .25 $ 14 .61 $ 14.97 $ 15 .33 $ 15.68 $ 16.07 $ 16.46
Intern Ill 9311 910 $ 15 .00 $ 15.34 $ 15.68 $ 16 .07 $ 16.46 $ 16 .86 $ 17.25 $ 17 .68 $ 18 .11
IT Assistant Help Desk 9232 920 $ 18.97 $ 19.45 $ 19.92 $ 20.40 $ 20.87 $ 21 .39 $ 21.91 $ 22.43 $ 22.95
Landscape Inspector 9282 924 $ 20.87 $ 21.39 $ 21.91 $ 22.43 $ 22 .95 $ 23 .53 $ 24.10 $ 24.57 $ 25 .04
Lead Parking Attendant 9471 908 $ 14.61 $ 14 .97 $ 15.33 $ 15.68 $ 16.07 $ 16 .46 $ 16.78 $ 17.25 $ 17.68
Legal Assistant I 9131 916 $ 17.25 $ 17.68 $ 18 .11 $ 18.54 $ 18.97 $ 19.45 $ 19.92 $ 20.40 $ 20 .87
Legal Assistant II 9233 920 $ 18.97 $ 19 .45 $ 19.92 $ 20.40 $ 20.87 $ 21 .39 $ 21 .91 $ 22.43 $ 22 .95
Lifeguard Dock Pay* 92519 900 $ 13.00
Lifeguard* 9251 906 $ 14.25 $ 14 .61 $ 14.97 $ 15.33 $ 15.68 $ 16.07 $ 16.46 $ 16.78 $ 17.10
Mutual Aid GS 11-15 9353 995 $ 36 .84 $ 44.16 $ 52 .51 $ 62 .05 $ 72.99
B -SUPPLEMENTAL SALARY SCHEDULE 12-26-2019
Mutual Aid GS 1-5 9153 993 $ 13 .04 $ 14.20 $ 16 .00 $ 17 .98 $ 20 .10
Mutual Aid GS 6-10 9254 994 $ 22.40 $ 24.90 $ 27 .57 $ 30.45 $ 33 .54
Pari(ing Booth Attendant 9271 902 $ 13.61 $ 13.93 $ 14 .13 $ 14.25 $ 14 .61 $ 14 .97 $ 15 .33 $ 15.68 $ 16.07
Par1(ing Enforcement Officer 9266 920 $ 18.97 $ 19.45 $ 19 .92 $ 20 .40 $ 20 .87 $ 21 .39 $ 21 .91 $ 22.43 $ 22 .95
Parking Meter Repair Worker 9286 924 $ 20 .87 $ 21 .39 $ 21 .91 $ 22.43 $ 22.95 $ 23 .53 $ 24 .10 $ 24.57 $ 25 .04
Parks Maintenance Aide I 9182 908 $ 14 .61 $ 14.97 $ 15.33 $ 15 .68 $ 16.07 $ 16.46 $ 16.78 $ 17.25 $ 17.68
Parks Maintenance Aide II 9281 916 $ 17 .25 $ 17.68 $ 18 .11 $ 18.54 $ 18.97 $ 19 .45 $ 19 .92 $ 20.40 $ 20.87
Police Operations Support Specialist 9212 912 $ 15 .68 $ 16.07 $ 16 .46 $ 16 .86 $ 17 .25 $ 17 .68 $ 18 .11 $ 18.46 $ 18 .81
Ranger Services Specialist* 9466 914 $ 16.46 $ 16.86 $ 17 .25 $ 17 .68 $ 18 .11 $ 18 .54 $ 18 .97 $ 19.45 $ 19 .92
Ranger Services Worker 9181 904 $ 14.00 $ 14.13 $ 14.25 $ 14 .61 $ 14.97 $ 15 .33 $ 15.68 $ 16 .07 $ 16.46
Rec Cashier* 9171 900 $ 13 .00 $ 13.31 $ 13.61 $ 13.93 $ 14.25 $ 14.61 $ 14.97 $ 15.33 $ 15 .68
Recording Secretary 9272 908 $ 14 .61 $ 14.97 $ 15 .33 $ 15 .68 $ 16.07 $ 16.46 $ 16 .78 $ 17.25 $ 17 .68
Senior Administrative Analyst 9333 948 $ 33 .99 $ 36.37 $ 38 .31 $ 40.33 $ 42.45
SNAP 9352 912 $ 15 .68 $ 16.07 $ 16 .46 $ 16 .86 $ 17.25 $ 17 .68 $ 18 .11 $ 18 .46 $ 18 .81
Special Swim Instructor* 9369 916 $ 17 .25 $ 17 .68 $ 18 .11 $ 18 .54 $ 18.97 $ 19.45 $ 19 .92 $ 20.40 $ 20 .87
Swim Instructor* 9263 912 $ 15 .68 $ 16.07 $ 16 .46 $ 16 .86 $ 17.25 $ 17 .68 $ 18.11 $ 18.46 $ 18.81
Transportation Planner Engineer I 9133 940 $ 30.55 $ 31 .32 $ 32 .08 $ 32 .85 $ 33 .61 $ 34.45 $ 35 .29 $ 36 .13 $ 36 .97
Tree Climber Assistant 9192 908 $ 14 .61 $ 14 .97 $ 15 .33 $ 15 .68 $ 16.07 $ 16.46 $ 16.78 $ 17.25 $ 17 .68
Wastewater Collection Operator 9283 924 $ 20.87 $ 21 .39 $ 21 .91 $ 22.43 $ 22.95 $ 23 .53 $ 24.10 $ 24 .57 $ 25.04
Water Quality Lab Aide 9141 908 $ 14 .61 $ 14 .97 $ 15 .33 $ 15 .68 $ 16.07 $ 16.46 $ 16.78 $ 17.25 $ 17 .68
Water Resources Technician 9241 936 $ 28 .14 $ 29 .61 $ 31. 18 $ 32 .81 $ 34 .54
WRRF Operator 9285 928 $ 22 .95 $ 23.53 $ 24.10 $ 24.68 $ 25.25 $ 25.88 $ 26 .51 $ 27 .15 $ 27 .78
Youth Services Specialist Emergencv Morning* 94649 976 $ 25 .88 $ 26 .52 $ 27 .17 $ 27 .81 $ 28 .46 $ 29.17 $ 29 .88 $ 30 .59 $ 31 .31
Youth Services Specialist* 9464 916 $ 17 .25 $ 17.68 $ 18 .11 $ 18 .54 $ 18 ,97 $ 19 .45 $ 19 .92 $ 20 .40 $ 20.87
Youth Sports Official* 9261 900 $ 13 .00 $ 13.31 $ 13.61 $ 13.93 $ 14.25 $ 14.61 $ 14 .97 $ 15.33 $ 15 .68
IT A ssistan t PERS Retiree 9931 962 $ 24 .10 $ 25.25 $ 26 .51 $ 27 .78 $ 28.78
Parki ng Coordinator PERS Retiree 9971 964 $ 25 .67 $ 26 .70 $ 28 .10 $ 29 .58 $ 31 .13
Parking En fo rcement Offi ce r PERS Retiree 9961 960 $ 21 .91 $ 22 .95 $ 24 .10 $ 25 .25 $ 26 .51
Supervising Adminsitrative Assistant PERS Retiree 9921 964 $ 25 .36 $ 26 .51 $ 27 .78 $ 29.16 $ 31 .13
Temp Senior Civil Engineer PERS Retiree 9932 966 $ 39 .33 $ 42 .93 $ 44 .53 $ 46.76 $ 49.13
Effective 12/26/2019
Supplemental Employee Policy
GENERAL POLICY
It is the policy of the City of San Luis Obispo to hire supplemental employees to meet
temporary needs of the City that result from emergencies, special projects of a short-
term nature, extra-help, seasonal work, un-programmed surges in workload, occasional
hours for an ongoing need, and to provide substitutes for or support to regular
employees to maintain optimal service levels.
Supplemental Employees shall be compensated on an hourly basis, supervised by
regular City staff (exceptions may be made in the Parks and Recreation Department)
and perform specific tasks as defined by the City.
Authorization for all supplemental employee hiring except in the Parks and Recreation
Department shall be approved in advance by both the department head or designee
and the Department of Human Resources via an HR Requisition Form. Compensation
for supplemental employees is to be in alignment with the City's supplemental salary
schedule.
ADMINISTRATION OF SUPPLEMENTAL EMPLOYEE POLICY
The Department of Human Resources shall be responsible for coordinating the
recruitment and selection of supplemental employees and administering the City's
Supplemental Employee Policy. The Parks and Recreation Department shall be
responsible for coordinating their department's recruitment and selection of
supplemental employees in accordance with this policy. Department heads and their
supervisory personnel are responsible for implementing the Supplemental Employee
Policy in their respective departments.
POSITION ANALYSIS
Seasonal Worker: Hired to work on a part or full-time basis during a season to respond
to an increase in demand.
Occasional: Hired to fill a temporary need over a specific period, such as backfilling a
Full Time Equivalent (FTE) that is out on leave/vacation/worker's comp, or to help with a
special project. Hired as needed to accommodate periods of increased workloads.
Irregular Schedule: Hired to respond to an increase in demand for a position that is not
an FTE. Number of hours worked in a fiscal year vary.
Limited Benefit Employee: Some Parks and Recreation supplemental employees are
eligible for time off and additional sick leave benefits . These employees receive paid
time off in the amount of 3% hours worked, up to a maximum accrual of 40 hours, and
accrue sick leave with pay at the rate of twelve days per year of continuous service.
Supplemental Employee Policy
Supplemental Employees Hired part-time to supplement the City's regular workforce
in a position that does not have an associated line-item position.
Contract Employee: These positions are for periods of employment typically greater
than six months but less than two years. Contract employees may receive some of the
same benefits as regular employees in the bargaining group their classification is within
if it is expressly written into their employment contract. Other contract employees may
have other negotiated benefits that differ from a bargaining unit.
Heath insurance (medical, dental, vision, life) is an optional benefit for contract
employees, offered at the department's discretion. City contribution is aligned
with equivalent employee group benefits.
TEMPORARY HIRING OF RETIREES
• Temporary full-time or temporary part-time employment of retirees under the
California Public Employees Retirement System (PERS) shall be permitted in
cases where temporary service is desired.
• The PERS retiree is limited to 960 hours per fiscal year. These hours include
periods of time worked for any PERS agency in the State of California. Under
no circumstances shall a PERS Retiree work for any PERS agency for more
than a total of 960 hours per fiscal year or be assigned to the City through a
temporary agency. Other limitations may apply, including the amount of
compensation that may be offered . Refer to CalPERS Emp loyment After
Retirement Handbook for further information.
Retired Annuitant: An employee that has retired from a CalPERS agency that meets
the criteria to work for less than 960 hours in a fiscal year. These criteria include:
• Hired to be used as extra-help
• Has specialized skills needed to perform the work
• Their retirement date must be 180 days before their hire date
Benefits
Supplemental Employee Health Contribution: Supplemental employees working
shifts greater than 30 hours per week or 130 hours per month on a continuous basis for
at least four months will be eligible for employee-only health insurance. The contribution
is adjusted annually to ensure affordability as defined by the Affordable Care Act (ACA).
Nationwide Retirement: The City of San Luis Obispo does not participate in Social
Security but has implemented a retirement system which satisfies the IRS and the
Social Security Act [20 CFR 1200(b)]. This shall be accomplished by the use of a
Deferred Compensation Plan eligible under section 457(b) of the Code . All employees
of the City of San Luis Obispo who are not eligible to participate in the Public
Employees Retirement System (CalPERS) must participate in this defined contribution
plan. Employee contribution is 7.5% of salary.
Revised December 2019 Page 2 of 11
Supplemental Employee Policy
CalPERS Retirement: Supplemental employees who have previously been enrolled in
CalPERS or exceed 1,000 paid hours in a fiscal year will be enrolled into CalPERS
(paid hours include regular, sick leave, overtime).
*For more information, please refer to Exhibit A
Paid Sick Leave: In compliance with California Law Assembly Bill 1522 -Healthy
Workplaces, Healthy Families Act of 2014 (AB 1522), effective July 1, 2015 the City will
provide all supplemental staff (with the exception of retired annuitants) paid sick leave at
the accrual rate of one (1) hour of sick leave for every 30 hours worked, up to three (3)
days or 24 hours of paid sick leave to be provided in a 12-month period. More details
can be found in the City's Paid Sick Leave Policy . Parks and Recreation Limited Benefit
(LBT) employees are pre-approve positions that are eligible for additional sick time
benefits. Each incumbent of an LBT position shall accrue sick leave with pay at the rate
of twelve days per year of continuous service . A department head shall require written
proof of illness from an authorized medical authority at the employee's expense for sick
leave use in excess of five (5) consecutive working days by personnel in his/her
department. Such proof may be required where there exists an indication of sick leave
abuse.
Personal Time-off (PTO): Parks and Recreation Limited Benefit (LBT) employees are
pre-approved positions that work over 1,000 hours per fiscal year and are eligible for
personal time off (PTO) benefits. These employees receive PTO in the amount of 3% of
hours worked, up to a maximum accrual of 40 hours which is cashed out upon
termination. PTO does not count towards hours worked for purposes of overtime
calculation.
RESPONSIBILITY FOR SUPPLEMENTAL RECRUITMENT & SELECTION
The Department of Human Resources shall be responsible for the application of the
Supplemental Employee Policy. From time to time the Human Resources Director and
City Manager may be required to make amendments to this policy to comply with
federal and state laws.
HUMAN RESOURCES DEPARTMENT
It shall be the responsibility of the Department of Human Resources to assist all
department heads and their staff in the recruitment and selection of all supplemental
staff and contract employees (except for Parks and Recreation) which includes:
• Advertising the position.
• Accepting, tracking and maintaining the applications.
• Scheduling pre-employment physical examinations (if required).
• Advising and assisting departments in solving performance problems or other
policy issues with supplemental employees.
• Orienting supplemental employees.
Revised December 2019 Page 3 of 11
Supplemental Employee Policy
Department Heads / Supervisors
The department heads I supervisors or designee have primary responsibility for the
implementation of the Supplemental Staff Policy within their departmenUdivision. It is
the responsibility of the department heads I supervisors or designee to:
• Determine if funding is available within the department budget to hire
supplemental help .
• Determine with the assistance of the Human Resources Department if a pre-
employment physical is needed.
• Schedule an orientation with the Human Resources Department on the first day
of employment. Parks and Recreation will orient their own supplemental
employees.
CRITERIA FOR SUPPLEMENTAL STAFF TO EXCEED 1,000 HOURS
Supplemental staff are not eligible for PERS retirement benefits unless they exceed
1,000 paid hours (regular, sick leave, OT) in a fiscal year or the employee has
previously qualified for PERS retirement. If the supplemental employee is projected to
exceed 1,000 hours, a City Manager report requesting approval to allow a supplemental
employee to exceed 1,000 hours in a fiscal year should be submitted and contain the
following information:
• Name, classification, and hire date of the supplemental employee.
• A discussion of the critical need for the employee to work more than 1 ,000 hours
in a fiscal year.
• A brief description of the employee's work assignment.
• Hours worked to date and estimated date employee will exceed 1,000 hours.
• The time frame of the expected need for this employee to work more than 1,000
hours per fiscal year.
• Training the department has invested in this employee .
• The recruitment difficulties the department has experienced, if any.
• The anticipated increases in costs for PERS retirement. Estimate the dollar
amount for the remainder of the current fiscal year and for the next full fiscal
year.
• Any alternatives, including hiring more supplemental employees to keep them
under the 1,000-hour limit.
• The consequences if the request is not approved .
• Other information to support the request.
See Appendix A for a sample City Manager Report.
BARGAINING UNIT
Supplemental staff are not covered by nor represented by any bargaining unit.
Revised December 2019 Page 4 of 11
Supplemental Employee Policy
COMPENSATION
Salary
All supplemental employees shall be paid in accordance with the Supplemental
Employee Sa lary Ranges . The starting step of pay can be assigned at the discretion of
the Department Head . Rationale for placing an employee above Step 1 will be specified
on the Personnel Action Form . If an employee is performing two different jobs within the
City , they will code their timecard with the appropriate account number for each different
job and submit a Personnel Action.
Overtime
Overtime is defined as all hours preauthorized by management and worked by the
supplemental employee more than forty (40) hours worked in a work period. All
overtime shall be authorized in writing by the department head or designee prior to
being worked . Overtime shall be compensated in cash at one and one half (1 1/2) times
the employee's regular rate of pay.
Criteria for Step Increase
Step increases shall not be automatic or simply a function of time in position.
Consideration for a step increase should be based on both the employee's satisfactory
performance and the accumulation of working 520 hours at a current step in their
current classification .
A discretionary increase may be considered prior to completion of 520 hours of City
employment to retain key skills. Any step increase recommended by the Department
Head must be in alignment with the City's Supplemental Employee Salary Ranges and
approved By Human Resources. Request for a discretionary increase must be
accompanied by written justification from the supervisor. Guidelines for discretionary
increases are set by each division and shall be applied equally.
Increases are not applied retroactively . Increases are not intended to imply long-term
continuation of employment, but to recognize performance and address retention of
critical skills and certifications to avoid unnecessary turnover costs. Increases larger
than one step must be accompanied by appropriate written justification and are allowed
one time within a salary range .
Salary Range Adjustments
Per the City's Compensation Philosophy, supplemental employee salary ranges will be
evaluated periodically for market competitiveness, effectiveness, and compliance with
State law.
Multiple Classifications
For employees working in multiple classifications , the department will need to list out all
classifications (including account, department, supervisor, pay rate) on a Personnel
Action Form.
Revised December 2019 Page 5 of 11
Supplemental Employee Policy
EVALUATIONS FOR CONTRACT EMPLOYEES
Contract employees with a term of more than one year will be evaluated using the
guidelines below. The format of evaluations is up to the discretion of the department;
they may use the evaluation template or write a memo.
Management/Exempt Employees
Within two weeks of employment , the supervisor will work with the employee to create
their goals. This will provide a framework within which the employee will be evaluated.
At the six-month mark an evaluation is recommended, but not required. An annual
evaluation will then be required for the duration of their contract , as well as updated
goals each year.
Non-Exempt Employees
Within two weeks of employment , the supervisor will work with the employee to set
expectations. This will provide a framework within which the employee will be evaluated .
At the six-month mark an evaluation is recommended, but not required. An annual
evaluation will then be required for the duration of their contract.
EMPLOYMENT OPPORTUNITY PROGRAM
Supplemental employees who meet the minimum qualifications are eligible to compete
for open positions as part of the Emp loyment Opportunities Program (EOP). The
Program is designed to give current employees a window of opportunity to apply for and
possibly transfer or promote into another classification when there is a vacancy prior to
the start of an outside recruitment.
TERMINATION
Per the Personnel Rules and Regulations (2.36.190 D 3) a supplemental employee may
be removed at any time without the right of appeal or hearing.
Revised December 2019 Page 6 of 11
Supplemental Employee Policy
Exhibit A
Type Duration Mandatory Benefits
Health Cont. PERS
Must offer upon hire if the Must enroll upon hire if they
employee will be working 30 are expected to exceed the
hours on average over a four-1,000-hour limit within a fiscal
FT <6 M No Contract month period. year.
Must offer if the employee Must enroll if the employee
works 30 hours on average exceeds the 1,000-hour limit
over a four-month period. within a fiscal year.
PT <6 M No Contract No enrollment required. No enrollment required .
Must offer upon hire if the Must enroll upon hire if they
employee will be working 30 are expected to exceed the
hours on average over a four-1,000-hour limit within a fiscal
<6 M No Contract month period. year.
FT Must offer if the employee Must enroll if the employee
works 30 hours on average exceeds the 1,000-hour limit
over a four-month period . within a fiscal year.
>6 M Contract Must offer upon hire. Must enroll -upon hire.
<6 M No Contract No enrollment required . No enrollment required .
Must offer upon hire if the Must enroll upon hire if they
employee will be working 30 are expected to exceed the
PT hours on average over a four-1,000-hour limit within a fiscal
>6 M Contract month period. year.
Must offer if the employee Must enroll if the employee
works 30 hours on average exceeds the 1,000-hour limit
over a four-month period. within a fiscal year.
FT >6 M Contract Must offer upon hire . Must enroll upon hire .
Must offer upon hire if the Must enroll upon hire if they
employee will be working 30 are expected to exceed the
hours on average over a four-1,000-hour limit within a fiscal
PT >6 M No Contract month period. year.
Must offer if the employee Must enroll if the employee
works 30 hours on average exceeds the 1,000-hour limit
over a four-month period . within a fiscal year.
Revised December 2019 Page 7 of 11
Supplemental Employee Policy
Appendix A -Sample City Manager Report
City Manager Report
roval A rover Name DateA roved
City Administration Approver's Initials Month/Day
Reviewer Routing List Reviewer Name Date Reviewed
Finance & Information Technology Reviewer Initials Month/Day
Human Resources Reviewer Initials Month/Day
DATE
FROM: Department Head, Department
PREPARED BY: Name, Position Title
SUBJECT: PERS Enrollment 1000 hours -Williamson
RECOMMENDATION
Authorize Part Time/Temporary Lifeguard Lindsey Williamson's enrollment in the PERS system
effective May 25 , 2017.
In this section you explain what you are asking for .
DISCUSSION
Background Information
Lindsey Williamson was hired on July 3, 2015 and presently works two different jobs for the
City: Lifeguard/City Worker 3 and Swim Instructor/ City Worker 4. On May 25, 2017 Lindsey
will exceed the 1,000-hour mark limitation on part time temporary employees and therefore must
be enrolled in PERS as of that date. To minimize ongoing costs, she could be terminated, and
another temporary employee hired that would not be in PERS.
This is where you include background information such as hire date, an overview of the
situation, or any other important information to understanding the situation. Below, you outline
specifics of why this occurrence happened I is happening, what needs to be done, and
alternatives to your recommendation.
Revised December 2019 Page 8 of 11
Supplemental Employee Policy
Significant staff transitions in Aquatics and Facilities in 2017 and Lindsey stepped up
Recruitment for Aquatics staff is an on-going struggle due in part to the number of weekly shifts
needing to be filled and the now recovered economy. In addition, the majority of staff are college
students whose work availability is dependent on their class schedules; therefore, they require a
work schedule that must change from quarter to quarter to "fit" their academic schedule.
Lindsey is a trained, available employee who has filled the gaps with scheduling for the past
year. In Aquatics, due to the low numbers of employees and slow recruitment, Lindsey was
asked to fill in for additional shifts as a swim instructor for swim lessons, lifeguards, and assist
incoming staff shadow shifts in May.
Why Will Staff Allow Lindsey Williamson to Exceed 1,000 hours in a Fiscal Year?
Because she is a great employee, and because May and June are the busiest months of the year
for Parks and Recreation, Lindsey has covered and will cover several extra shifts at the pool and
facilities. She was covering for sick staff in May (the stomach flu made the rounds) and one of
the only employees able to work these shifts. With the slow recruitment process, student
scheduling issues, and illnesses, the options are either to allow Lindsey to work the extra hours,
have regular staff work these shifts (taking away from their priorities and costing over twice as
much per hour), be understaffed which would result in a safety issue , or close the pool
altogether.
Why is it critical to authorize this employee to be enrolled in PERS?
l. We are legally required to enroll Lindsey in PERS because she will exceed 1,000 hours in
a fiscal year. Not enrolling her in PERS could subject the City to penalties that could far
exceed the additional cost of PERS.
In her Assigned Division continuity of staff and relationships is highly valued.
Lindsey has shown a passion for the Parks and Recreation Department. Her job duties include:
patron safety, recognizing and responding to emergencies, enforcing rules and regulations of the
facility, head lifeguard duties, swim lesson instruction, maintaining effective working
relationships with staff and the public, and assisting in lifeguard training. Lindsey is a "natural"
leader and brings a positive attitude to the programs. She is an excellent communicator and the
positive relationship she has cultivated with the children in her lessons and families is invaluable
and irreplaceable. Lindsey 's passion and devotion to quality programming and enriching
opportunities is evident in all she does. She is well liked by patrons of the pool, students she has
taught, and regular users of our facilities.
Significant training has been provided to this employee.
Along with being trained in general City policies and procedures, Lindsey has been trained in
over 80 hours of intensive and general training pertaining to Aquatics, including: First Aid and
CPR, Mandated Child Abuse Reporting procedures , emergency action plans, water rescue skills,
facility policies and procedures, facility safety checks, Active registration system.
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Longer term Lindsey would be a natural fit as a LBT.
Lindsey began working for the Parks and Recreation Department as a Lifeguard in Aquatics.
Once she met the requirements for the lifeguarding role, she was immediately assigned higher
designations and given more responsibility based on her exemplary work performance.
Currently, she is a head lifeguard who is being trained for upcoming department specialist
positions. Lindsey is dependable, committed, a self-starter and has exceeded all expectations.
Due to all of this Lindsey would be a natural fit for a future LBT (PERS budgeted) vacancy. If
the past is a guide, Parks and Rec experiences an average of one LBT vacancy a year (if not
more) due to promotions and other transitions. This succession planning effort allows for
program Supervisors to retain quality employees and provide programmatic consistency while
reducing recruitment and training costs. If this were to occur, future PERS costs for Lindsey
would be folded into her salary as PERS costs are included in the costs of limited benefit
temporary employees. Consequently, if the request is not approved, Lindsey would have to be
terminated resulting in the loss of consistent, hard-working, and quality employee. There would
be significant training costs associated with adding another staff member of Lindsey's caliber.
What alternatives are there, including hiring more temp employees in order to keep them
under the 1000-hour limit?
I. Increase tracking of all multiple division staff. Work with staff, in addition to
Supervisors, to better understand the limitations present by keeping employees under the
1000 hours threshold by scheduling fewer hours for the employee per division. Doing bi-
monthly Intellitime checks and balances once an employee is at or near 750 hours as
related to internal staff hour tracking.
2. Lower the Department Policy Restrictions on Hours Worked. Lower the stop work
threshold to 820 hours.
3. Hiring More Staff. Hiring more temporary employees for the aquatics program. This is
not desired as summer is the high season while the hours are cut dramatically in the off
season. It takes about a month from the time the position is opened to the employee's
start date, so if we started recruiting now it would be a position that would last for about
six weeks. This position would have to undergo rigorous training to comply with safety
standards and would not be worth the cost of the recruitment process for the short time
they are employed.
CONCURRENCES
The Human Resources Director concurs with the recommendations of this report.
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FISCAL IMP ACT
Assuming this employee remains an active part time employee in 2016-17 and in the current
position, and roughly the same number of hours the added annual cost would be approximately
$3,030. The projected increased cost of the proposed change for this employee can be
accommodated within the existing budget for temporary salaries for Parks and Recreation.
This is where you explain the direct fiscal impact of your recommendation, if there is any.
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