10 Staff Report - Confidential and Temporary/Hourly Employees~pW N op
!ps GAZpS COUNCIL AGENDA REPORT
DATE: August 1, 2006
MEETING DATE: 8/7/06
ITEM NO: I
TO: MAYOR AND TOWN COUNCIL
FROM: DEBRA J. FIGONE, TOWN MANAGER
SUBJECT: CONFIDENTIAL AND TEMPORARY/HOURLY EMPLOYEES
A. ADOPT RESOLUTION APPROVING THE CONFIDENTIAL
. COMPENSATION PLAN AND SALARY SCHEDULE
B. ADOPT RESOLUTION APPROVING THE TEMPORARY/HOURLY
EMPLOYEE SALARY SCHEDULE
RECOMMENDATION:
1. Adopt resolution approving the Confidential Compensation Plan -and Salary Schedule
2. Adopt resolution approving the Temporary/Hourly Employee Salary Schedule
BACKGROUND:
Salary schedules for the Town's unrepresented Confidential and Temp/Hourly employees are
adopted and amended periodically by resolution. Confidential employees are fully benefited,
consistent with employees represented by the Town Employees' Association (TEA) and
Temp/Hourly employees work fewer-than 1040 hours in a fiscal year and do not receive benefits.
Council approval is required to update salaries because unrepresented employees do not bargain,
nor do they have Memoranda of Agreements with pre-approved salary adjustments in the same
manner as represented employees.
DISCUSSION:
Foundational to the Town's compensation philosophy are the principles of equal pay for equal
work and the necessity to maintain a strong competitive position in the labor market to attract
and retain highly qualified personnel. Consistent with these principles, it recommended that
Confidential and Temp/Hourly salary schedules be adopted to match the hourly rates for
represented employees in comparable classifications or to the local labor market if a. comparable
represented classification does not exist..
PREPARED BY: MI PORTILLO
Human Resources Director
NAMGR\AdminWorkFiles\2006 Council Reports\Conf & Hourly SalniesTCReport8.7.06.dcc
. A
Reviewed by: Assistant Town Manager. Town Attorney
Clerk Administrator _inance Community Development
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: ADOPT RESOLUTION APPROVING COMPENSATION FOR
CONFIDENTIAL AND TEMP/HOURLY EMPLOYEES
August 1, 2006
Specific changes incorporated in the recommended salary schedules include the following:
Confidential Employee Salary Schedule: The recommended salary schedule for Confidential
employees reflects a 1 % increase as provided to TEA employees. In addition, the j ob title of
"Executive Assistant to the Town Manager" is revised on the schedule to match the budget as
adopted by Council earlier this year.
Temp/Hourly Employee Salary Schedule: The recommended salary schedule for Temp/Hourly
employees eliminates unused classifications, incorporates minor changes in job titles, and
updates hourly rates to match comparable represented classifications or match local market rates
if comparable classes do not exist. It should be noted that Temp/Hourly rates were set at 91.5%
of comparable represented classifications in past years. However, the recommended salary
schedule as attached, establishes the hourly rates at 100% of the comparable represented
classifications, to more closely align with the Town's pay principles.
FISCAL IMPACT:
The adopted budget for FY 2006/07 includes funding to support the recommended adjustments
for Confidential and Temp/Hourly salaries.
Attachments:
1. Resolution approving the Confidential Compensation Plan and Salary Schedule
2. Resolution approving the Temporary/Hourly Employee Salary Schedule
RESOLUTION
RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF LOS GATOS
APPROVING THE CONFIDENTIAL COMPENSATION PLAN AND SALARY SCHEDULE
WHEREAS, it is necessary to adopt and amend a compensation plan and salary schedule
periodically for Confidential employees because unrepresented employees do not bargain, nor do they
have Memoranda of Agreements with pre-approved salary adjustments in the same manner as
represented employees.
WHEREAS, foundational to the Town's compensation philosophy are the principles of
_equal _pay_ for_ equal work and the. necessity to maintain_ a strong competitive_ position in the _labor
market to attract and retain highly qualified personnel.
WHEREAS, consistent with the Town's compensation principles, it is necessary to adjust
salaries for Confidential employees to align with represented employees in comparable classifications
or to the local labor market if a comparable represented classification does not exist.
RESOLVED, by the Town Council of the Town of Los Gatos, County of Santa Clara,
State of California, that the Confidential Compensation Plan (Exhibit A) and Salary Schedule (Exhibit
B), a copy of which.is attached hereto, is hereby approved.
PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of Los
Gatos, California, held on the 7th day of August, 2006 by the following vote:
COUNCIL MEMBERS:
AYES:
NAYS:
ABSENT:
ABSTAIN:
MAYOR OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
ATTEST:
CLERK ADMINISTRATOR OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
NAMGR\AdminWorkFiles\2006 Council Reports\Confidential Salary Resolution July 2006.doc ATTACHMENT I
EXHIBIT A
TOWN OF LOS GATOS
CONFIDENTIAL EMPLOYEES
COMPENSATION PLAN
Updated August 2006 Deleted: FY 2004-2005¶
Formatted: Centered
Deleted: ¶
Confidential Employee Compensation Plan
Updated August 2006
Page 1
PURPOSE
To establish a program and guidelines for a confidential employee compensation plan
pursuant to the following goals and objectives:
• Establish a system for the payment of confidential employees which results in
appropriate salary-contribution relationships and competitive salary rates.
• Recognize the distinct character of confidential positions and incumbents as
opposed to grouping them with other employees for salary purposes.
Deleted: FY 2004-2005 & FY 2005-
2006
• Establish a system where salary serves as an effective tool for promoting better
j job performance.
• Promote the further identification of confidential employees and understanding of
associated roles, loyalties, and responsibilities.
APPLICATION
This compensation plan shall apply to all employees occupying positions designated as
Confidential.
1. EMPLOYMENT
a. Step Placement for New Hires
The Town will determine the salary and wage rate for new hires.
b. At-will Employment
Confidential positions in the Town are at-will. Either the Town or the
employee may terminate the employer-employee relationship at any time
for any reason.
C. Performance Evaluations
Performance evaluations take place at least annually prior to the
anniversary date of the employee's date of hire or the date the employee -
entered their classification. Performance evaluations shall be discussed
with the employee prior to the evaluation being completed. Employees-x
shall sign their individual performance evaluations as evidence of
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discussion having taken place; employee signature does not necessarily
imply agreement with the evaluation. An employee may attach separate
written comments to his/her evaluation.
d. Step Advancement
Consideration for advancement from step to step within a range shall
occur at intervals of one (1) year in length effective on each anniversary
date. The annual performance evaluation will be the basis for step
advancement. Such advancement to the next step shall only be
authorized if the supervisor and department manager find that the
employee is satisfactorily performing the duties of their position as
---reflected in theannual evaluation.-If-the employee's performance is not
satisfactory as determined by the supervisor's annual evaluation, the
department manager shall deny advancement to the next step. The
department manager has the option, at their discretion, based on a
recommendation by the supervisor, to recognize improving performance
by granting or denying a half-step increase in lieu of denying the
advancement to the next step for unsatisfactory performance.
If the employee's performance is exceptional as determined by the annual
evaluation, the department manager with the approval of the Town
Manager has the discretion to grant a two step or one and one-half step
increase. It is intended that this be used sparingly so that it can be
reserved to recognize the truly exceptional employee who is achieving
journey level status in their classification (i.e. fully capable of performing
all duties of the position) and can perform at the same level as an
employee with the years of experience required to achieve advancement
to the new step if they had advanced one step each year.
- -
f. Promotions
Formatted: Indent: Left: 0"
--Deleted: e.. Bonus Procram¶
Employees desiring promotion or change of job classification shall keep
an interest card on file with the Human Resources Department. The Town
shall determine the method for the selection of Town employees.
Qualified employees who participate in a Town examination process shall
be allowed time off from their regularly scheduled work. There shall be no
overtime paid for participation in an examination.
g. Work Day/Week
The normal work day is defined as no more than eight (8), nine (9), 3ten--
(10), or eleven (11) consecutive hours of work time, with a single lunch
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Deleted: FY 2004-2005 & FY 2005-
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break. A normal work day shall be followed by a minimum of ten (10)
hours off.
The work week is defined as forty (40) hours of work during any,
consecutive seven (7) day period. A minimum of one (1) forty-eight (48)
hour period without scheduled work shall be provided to each employee
during any consecutive seven (7) day period. Flex-time work schedules
consistent with the definitions of normal work day and normal work week
may be assigned by the Town at its sole discretion. The Town shall
provide no less than seventy-two (72) hours notice to affected employees
regarding a change in regular work schedules. Flex-days shall be
identified and approved by the Department Head and Town Manager as
-
part -of the approval- -of__ a flex-time-Work schedule as well as the
designation of the forty-eight (48) hour-period without scheduled work.
Employees may also make requests for temporary changes to their
normal work schedule. In those cases, the employee's schedule may
change with the approval of the employee's department head (e.g. an
earlier start and end of shift or a change in the number of hours per day),
so long as that change does not result in overtime liability to the Town.
The Town may alter work schedules without notice during emergency
situations.
h. Layoff Notification
A minimum thirty (30) calendar days notice shall be provided to any
employee that is laid off.
Outside EmploVment
Outside employment of Confidential employees shall be governed by
California Government Code Sections 1125 -1128. The Town may
develop and apply regulations to assure compliance. Outside
employment shall be reviewed and approved by the Department Head and
Town Manager on an annual basis.
2. SALARY AND OTHER COMPENSATION
Town Compensation Policies
(1) Total compensation to be used in the analysis of all Town compensatiok--
(2) Marketplace consideration in establishing compensation.
(3) Average or above-average total compensation for all Town classifications.
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(4) No reduction in individual employee total compensation levels.
(5) Final determination on changes in compensation based on Town's ability
to pay.
Compensation
The salary schedules listed in Appendix A shall be effective~July 30, 2006. Deleted: August 29, 2004, October
24, 2004, and June 19, 2005
b. Overtime
With the approval of the Town Manager, and when necessary to perform
essential work, a Department Head may require an employee to work at
- any time other-than -during regular working -hours-until such-work -Is-----
completed. Overtime is scheduled solely at the discretion of the Town.
An employee directed by his/her Department Head or the Town Manager
to work in excess of forty (40) hours in a designated work week, shall be
compensated at the rate of one and one-half times the employee's regular
hourly rate. Hours charged to available paid leave, shall be counted as
time worked for computation of overtime payments. Compensatory time
can not be used in the pay-period in which it is earned. Compensatory
time off shall not be regarded as hours worked for the purposes of
overtime calculation.
A Department Head or the Town Manager may permit an employee to
take compensatory time in lieu of paid overtime. With Department Head
approval, employees shall be permitted to accumulate compensatory time
only to a maximum of sixty (60) hours. When the maximum level of
compensatory time is reached, overtime shall be paid.
The Town will attempt to avoid scheduling overtime that conflicts with an--
employee's personal plans unless it cannot be avoided
c. Call Back
A minimum of three (3) hours pay or its equivalent in compensatory time
off, at the rate of time and one-half, shall be guaranteed for any employee,
who, after leaving his/her place of duty, is required to return to duty
without advance notice of at least fourteen (14) calendar days.
Formatted: Tabs: Not at 0" + 0.5"
Deleted: ¶
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There will be a three (3) hour minimum at the call back overtime rate for
Town commission/council meetings which begin (2) two hours or more -
than either the start of or end of the employee's regularly scheduled
With Department Head approval an employee may flex their schedule at
the straight-time rate in-lieu of the call back provision of this paragraph.
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Confidential Employee Compensation Plan
,Updated August 2006
Page 5
Deferred Compensation
Deleted: FY 2004-2005 & FY 2005-
2006
A Town program of deferred compensation shall be available to
Confidential employees. The Town makes no representation on the merit
of either the plan or any of the investment products or instruments which
may be offered by the plan. The responsibility for evaluating the
investment options within the plan is the responsibility of the individual
participant.
e. Out-of-Classification Pay
- It-is the intent of the-Tow whenever-possible; fo avoid working an
employee out of classification for a prolonged period of time.
Compensation for out=of-classification work shall be an additional 5% of
the regular pay of the employee's permanent classification or the first step
of the higher classification, whichever is greater. Employees appointed to
work out-of-class will receive out-of-classification pay beginning the first
day of the out-of-classification assignment. Performance of duties as part
of a vacation relief does not automatically qualify as out-of-classification.
For purposes of this section, an out-of-classification assignment is defined
as the full time performance of the essential functions of an authorized,
funded, permanent position in another classification by a qualified
employee. "Essential functions" shall be as defined in the Essential
Functions section of the appropriate job specification.
Any employee who believes they are working out-of-class may request a
review of their classification.
Bilinaual Incentive Pa
Employees filling classifications specifically requiring bilingual ability and
passing the Town's certified examination shall be compensated at 2.5%
above the normal compensation range for the regular classification. The
provision of bilingual pay will be evaluated annually in a manner
prescribed by the Town, and continued or discontinued based on
operational need. If bilingual pay is discontinued, the effective date shall
be the beginning of the first full pay period in January.
Holiday Compensation
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(1) Employees will receive eight (8) hours of regular pay when
scheduled to have the holiday off (eight [8] hours total). If the
employee's scheduled day off occurs on a recognized Town
holiday, the employee will receive eight (8) hours of holiday pay
(e.g. eight hours in addition to all time worked or paid in the pay
period). In lieu of receiving eight (8) hours of holiday pay, an
employee may elect to receive eight (8) hours of compensatory
time.
(2) Employees who are required to work on a holiday will be
compensated as follows:
(a) Workday
If the holiday occurs on a normally scheduled workday, the
employee will receive eight (8) hours of holiday pay and time
and one-half for the hours actually worked on the holiday
(twenty [20] hours total).
(b) Day eff
If the holiday occurs on a normally scheduled day off, the
employee will receive eight (8) hours of holiday pay and
eight (8) hours of straight time plus time and one-half for the
hours actually worked on the holiday (twenty-eight [28] hours
total.)
(3) Notwithstanding any other provision of this section, employees who
have voluntarily requested and received approval to work an
alternate or flexible work-work schedule shall:
(a) Use accrued vacation time, accrued comp. time, or personal
leave to make up the difference between the provided eight
hours of holiday pay and the actual number of regularly
scheduled working hours on a designated holiday. For
example, if a holiday falls on a day the employee is
scheduled to work nine (9) hours, he/she shall receive eight
(8) hours of holiday pay and be required to use other
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b Receive eight ht 8 hours of floating holiday pay when a
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holiday has no cash value and must be used by the end of
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the fiscal year in which it is ranted or it shall be forfeited.
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h. Testimony for Town Matters
Compensation for an employee subpoenaed to provide testimony for
Town related matters and participation in any legal matter required as a
result of working for the Town will be reviewed on a case by case basis.
3. PAYROLL/PAYCHECKS
Pavroll Periods
-K--biweekly payroll-period-shall be used subject to the following condition:
Employee pay shall not be withheld more than seven (7) calendar days following
the end of the payroll period; however, overtime may appear on the next payroll
period if it is worked following the submittal of time sheets, or during a pay period
with a Town holiday which requires early submittal of time sheets and early
distribution (before Friday) of pay checks. This may also occur at the end of the
fiscal or calendar year.
Paychecks
The Town shall provide an optional electronic check deposit system for use by
employees. Every effort will be made to make paychecks available to employees
as soon as checks are signed and ready for distribution.
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Confidential Employee Compensation Plan
,Updated August 2006-
Page 8
4. HOLIDAYS
The following shall be observed as eight (8) hour holidays for Confidential
employees:
January 1 st (New Year's Day)
The 3rd Monday in January (Martin Luther King's Birthday)
The 3rd Monday in February (President's Day)
The last Monday in May (Memorial Day)
July 4th (Independence Day)
The first Monday in September (Labor Day)
Thanksgiving Day
The-Friday following--T-hanksgiving-Day---- -
December 25th (Christmas Day)
Four (4) hours each on December 24 and 31
Every day declared a holiday by the President or Governor, subject to the
Mayor also proclaiming the day as a holiday.
Holidays which fall on Saturday shall be observed on the Friday prior, and
holidays which fall on Sunday shall be observed on the following Monday.
5. INSURANCE PROGRAMS
a. Life Insurance
Town shall pay premiums on minimum coverage of $50,000 and
$50,000 Accidental Death benefit. Additional life insurance may be
purchased by the employee.
b. Disability Insurance
The Town will provide a Short Term Disability policy effective the 8th
calendar day; coverage of 60% of weekly earning up to maximum of
$1300/week for 12-weeks. Long Term Disability benefits begin on the
91st day of disability; coverage of 60% of monthly earnings up to a
maximum of $6000/month.
C. Workers' Compensation
Deleted: FY 2004-2005 & FY 2005-
2006
Employees who sustain illness or injury arising out of and in the course
of their Town employment shall receive benefits equal to those -
mandated by the State. of California plus the difference between State_x
mandated benefits and the equivalent of 100% of the individual's regular
salary, 'if any, paid by the Town for the first thirty (30) calendar days of
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Updated August 2006 _ _ _
9
Page absence. Town shall deduct leave balances from the employee's
accrued sick leave, accumulated overtime, vacation leave, and annual
leave (in that order) for all Town paid compensation. An employee may
at his/her discretion advise the Town that he/she does not wish to be
compensated at a level above the State-mandated benefits. In such
case, the Town would provide no.further compensation and there would
be no charge to leave balances. An employee without leave balances
shall only be paid State mandated benefits. Effective the 31st day of
disability, the employee may elect to supplement the State mandated
benefits with the Town's Short Term/Long Term Disability Insurance.
STD benefits will be reduced by the amount of periodic payments the
employee is entitled to through Worker's Compensation.
d. Liability Insurance
The Town shall continue to maintain a liability insurance policy covering
all Town employees in the execution of their official duties.
e. Employee Assistance Program
The Town shall contract to provide an Employee .Assistance Program
and the premiums shall be paid by the Town.
f. Unemployment Insurance
The Town will provide State mandated unemployment insurance benefits
through a reimbursement program.
g. Vision Plan
Employees shall be enrolled in the Town's vision-care health plan (VSP
Plan B, with $20 co-pay). The Town shall pay for employee-only
coverage. At their own cost, employees may enroll eligible dependents
upon hire, during open enrollment and/or when a qualifying event
occurs.
h. Retirement Health Savings Plan
Deleted: FY 2004-2005 & FY 2005-
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Subject to the issuance of a private letter ruling from the I.R.S., the
Town will establish a Retirement Health Savings Plan through ICMA or
similar vendor, by December 20, 2004. Contributions to such plan shall
be made by employees and shall be voluntary.
x------°-----
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CASH ALLOCATION PLAN
For employees hired prior to November 15, 2004, the Town shall provide the
following cash allocation for benefits: effective July 1, 2004 $794.09 per month-
effective January 1, 2005, $800 per month. Employees hired on after November
15, 2004, shall be provided a cash allocation for benefits of $400 per month.
Benefits that can be purchased through the cash allocation plan include medical,
dental and vision insurance. These benefits are available on a pre-tax basis. If
the premium cost of the health plan exceeds the Town contribution, the
employee shall pay through payroll deduction the difference between the monthly
premium and the amount contributed by the Town. With the exception of dental
insurance, there will be an anriual open-enrollment period.
Upon proof of alternate medical coverage, employees may choose to receive
part or all of their cash allocation in cash. Any amount received as cash is
taxable. Employees electing to receive cash have the option of receiving two (2)
equal payments in December and June each year, or of receiving payment in the
first two paychecks of each month (twenty-four [24] times a year).
Pre-tax benefits available in the program are medical, vision, and dental
insurance. Medical benefits are available through the Public Employee's
Retirement Health Benefits Program. Dental insurance is available through Delta
Dental Plan. Vision insurance is available through VSP.
7. FAMILY MEDICAL INSURANCE PLAN
In lieu of the cash allocation provided above in Section 6, employees may elect
to receive from the Town a contribution toward the monthly medical insurance
premiums equal to the cost of family coverage for Kaiser Medical Insurance
Program (Bay Area rates) provided through the California Public Employees'
Retirement System Health Benefit Medical Program. If the premium cost of the
health plan exceeds the Town contribution, the employee shall pay through
payroll deduction the difference between the monthly premium and the amount
contributed by the Town. The employee shall forfeit any balance should the
Town's contribution exceed the cost of the premium.
Deleted: FY 2004-2005 & FY 2005-
2006
Employees choosing this option in lieu of the cash allocation provided in Section
6, will also be provided up to $65 per month toward the cost of dental coverage.
If the premium cost of the dental plan exceeds the Town contribution, the
employee shall pay through payroll deduction the difference between the monthly
premium and the amount contributed by the Town. The employee shall fogeitY------
any balance should the Town's contribution exceed the cost of the premium.
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Employees choosing this option shall not receive the cash allocation described in
Section 6. Pre-tax benefits available in the program are medical, vision, and
dental insurance. Medical benefits are available through the Public Employee's
Retirement Health Benefits Program. Dental insurance is available through Delta
Dental Plan. Vision insurance is available through VSP.
8. PUBLIC EMPLOYEES' RETIREMENT SYSTEM (P.E.R.S.)
a. 2% at 55
The Town's contract with the Public Employees' Retirement System
(PERS)--includes- the--20/o-at-55---retirement-formula--for eligible
Miscellaneous Town employees (regular employees).
b. EPMC Conversion
Effective June 25, 2000, the Town ceased its participation in the Public
Employees' Retirement System "Employer Paid Member Contribution"
(EPMC) provision. Concurrently, the Town began paying in salary to
Confidential employees the equivalent dollar amount of the former EPMC
(7% of salary). Employees shall be responsible for making their own
PERS member contributions. The Town also has adopted a Resolution
materially the same as that recommended by the Public Employees'
Retirement System to implement the provisions of 414 (h) (2) of the
Internal Revenue Code (IRC). This Resolution applies to all Confidential
employees
9. BENEFITS ACCRUAL/PAYMENT & APPLICATION
There shall be no accrual or payment of benefits during unauthorized leave,
suspension without pay, or leave without pay except as mandated by Federal
and State regulations.
Employee benefits shall be prorated to a level equal to the regularly scheduled
hours. For example, an employee working a regular schedule of 32 hours per
week will earn 80% of the benefits provided to an employee working a regular
schedule of 40 hours per week.
N:VIy1GR\AdminWorkFiles\2006 Council Reports\Coirfidential Employees Comp Plan July 2006 \a markups..doc
8/1/2006
Deleted: FY 2004-2005 & FY 2005-
2006
Deleted: N:\PSL\Run-rKu rent\Mgrot
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I Compensation Plan Sept 2006.doc
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clrpts\Confidential Employees '
Compensation Plan Nov 2004.doc
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Compensation Plan Sept 2006.doc
Confidential Employee Compensation Plan
Updated-August 2 - 006 -
Page 12
10. VACATION AND LEAVES
a. Vacation Schedulinq
All vacation and annual leave scheduling is subject to the approval of the
Town. Employees are required to request time off in advance. The earlier
requests are submitted, the greater likelihood the request will be honored.
Every attempt will be made by the Town to honor pre-approved vacations.
If a pre-approved vacation is canceled due to the scheduling needs of the
Town, the Town will reimburse the employee for verified deposits for non-
reimbursable reservations. All verifications must be submitted prior to the
vacation formally being canceled.
b. Vacation Accrual
Vacation shall be accrued as follows:
0 to 36 months - 10 days per year (3.08 hours per pay period)
37 to 60 months - 16 days per year (4.92 hours per pay period)
61 to 120 months - 21 days per year (6.46 hours per pay period)
121 to 180 months - 23 days per year (7.08 hours per pay period)
181 months & over - 25 days per year (7.70 hours per pay period)
Maximum accrual shall be 310 hours. If an employee has reached the
maximum accrual level, no more vacation will be accrued until the accrual
level is reduced below the maximum amount.
Employees are eligible to cash-out eighty (80) hours of vacation accruals
twice each year in May and November. Income from the cash outs will be
included in the first payroll check of June and December. Employees, at
their option, may convert accrued vacation leave (not annual leave) to sick
leave on an hour for hour basis once per fiscal year. Employees must
request this conversion in writing to the Finance Department which will
have thirty (30) business days to make the requested change. . .
C. Sick Leave
Sick leave shall accumulate at the rate of eight (8) hours per month (3.70
hours per pay period); to a maximum of one-thousand (1000) hours. The
Town may require employees to provide a doctor's statement as proof of
illness for any use of sick leave beyond one (1) working day.
Deleted: FY 2004-2005 & FY 2005-
2006
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Compensation Plan Sept 2006.doc
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Compensation Plan Nov 2004.doe
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8!1/2006
Confidential Employee Compensation Plan
F Jpdated August 2006
Page 13
Sick Leave Cash-Out Program
- Deleted: FY 2004-2005 & FY 2005-
2006
Employees who terminate employment with. the Town, or once a year in
December, may cash-out their accumulated sick leave as follows:
1 - 59 months at 25%
60 - 119 months at 37.5%
120 months or more at 50%
In order to be eligible for the sick leave cash-out program, an employee
must have a sick leave accrual balance of at least 150 hours after the
annual cash-out. Employees working less than full-time shall have the
150-hour-balance-pro-rated,-based on hours-worked--Employees-who -
terminate with a sick leave balance of at least 150 hours may cash-out
their entire balance pursuant to the schedule above.
Employees hired prior to November 15, 2004, upon retirement, may.
convert 100% of their accumulated sick leave to a dollar equivalent at their
hourly rate of pay at the time of retirement. This amount shall be held in
an account. The employee's portion of medical payment will be withheld
from their monthly retirement payment by P.E.R.S.. The Town agrees to
pay the retiree quarterly in advance on the first pay period of January,
April, July, and October of each year after retirement. The first payment
will be prorated to the nearest quarter. The retiree's portion of medical
payments will be paid from this account by the Town until. all monies are
depleted from the account or the retiree dies, whichever occurs first.
This account will not accrue interest and will not be paid in cash to the
retiree or any beneficiaries. The retiree shall be responsible for 100% of
their share of future medical insurance payments once the account is
exhausted.
The Town has elected to participate under the Public Employees' Medical
and Hospital Care Act, and pursuant to that Act, the Town's contribution
for each retired employee or survivor shall be increased annually as
specified in Resolution No. 1991-194.
e. Personal Leave
Twenty-four (24) hours will be available per calendar year. Personal leave
may not be accumulated from year-to-year nor is it subject to cash-out at
any time. Any unused personal leave at the end of the calendar year shall
be forfeited.
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Compensation Plan Nov 2004.doc
Inserted: N:1PSL\Rutni\Current\M t
& Unrep Sala ies\Conf & Hourly
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Compensation Plan Sept 2006.doc
Confidential Employee Compensation Plan
Updated August 2006
Page 14
Medical/Maternity/Family Leave
Deleted: FY 2004-2005 & FY 2005-
2006
Medical, maternity and family leaves and benefits shall be granted in
accordance with State and Federal law, including the continuation of
employee salary and benefits. The Town may, at its discretion, approve
leave beyond the specific amount provided by law.
g. Bereavement Leave
A maximum of five (5) days is available for death of each member of the
immediate family. Immediate family is defined as parent, spouse, child,
dependent, sibling, and grandparent by blood or marriage.
h. Disaster Leave
Leave is available for employees for disasters declared by Federal, State,
County, or Town officials if those disasters affect all or a portion of the
area within twenty (20) miles of Town Hall. Leave is subject to scheduling
by the Town. Employees shall be allowed to charge time off to
accumulated overtime, vacation hours, sick leave hours or annual leave
hours (in that order).
Military Leave
Military leave and benefits shall be granted in accordance with State and.
Federal law, including the continuation of employee salary and benefits.
Jury Duty
Employee salary and benefits are to be continued during periods of Court-
assigned jury duty. If an employee receives compensation from the
Courts, the employee shall return to the Town all compensation received
for jury duty, except mileage or travel related compensation.
k. Leave Without Pay
Leave without pay shall be subject to approval of the Town Manager upon
recommendation of the appropriate department head. An employee who is
on leave without pay shall not earn any employment benefits (including,
but not limited to such benefits as vacation leaves, annual leaves, medical
benefits, sick leaves, retirement credits for time employed or seniority ;
entitlement of any kind) for the duration of such leave. An employee who
is on leave without pay will have the ability to continue medical, dental and_
vision coverage at their own expense in accordance with the Town's
administrative policy on benefit continuation.
r- -
,i Deleted: N:\PSL\Rumi\Current\Mgmt.
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Compensation Plarr Sept 2006.doc
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cli-pts\Confidentiai Employees
Compensation Plan Nov 2004.doc
J
Inserted:. t: SL\RumACurrent\Mgrnt
& Unrep Salaries\Conf & Hourly
Salaries\Confidential Employees
Compensation Plan Sept 2006.doc
N:\IvIGR\AdmiiiWorkF,iles\2006 Council Reports\Ccnfidentiai Employees Comp Plan July 2006 \v markupdoc.
8/1/2006
Confidential Employee Compensation Plan
EUpdated August 2006
Page 15
Vacation, sick leave, annual leave,-or time worked shall not be used
intermittently during an extended leave to interrupt a determination that an
employee is on leave with no pay. In accordance with State and Federal
law, no employee on maternity or family leave will be disadvantaged with
respect to seniority entitlement.
Leave Balances
Vacation, annual leave, and accumulated overtime will be paid off upon
resignation, retirement, or dismissal at 100% of value effective the last full
work-day -with the-Town. Sick leave may be cashed out as described
above in Section d.
In the event of an employee's death, vacation, annual leave, and
accumulated overtime leave balances shall be paid to the employee's
estate.
M. Catastrophic Time Bank
Deleted: FY 2004-2005 & FY 2005-
2006
If an employee, or an employee's spouse, significant. other, or child-------- Formatted: Indent: Left: 1", Tabs:
becomes catastrophically ill or injured, the employee may request that a 1", Left + Not at O.5"
catastrophic time bank be established. If the employee is not capable, a
Department Head, after consulting with and receiving approval from an
employee's family member, may request that a catastrophic time bank be
established. The request shall be in writing and shall be directed to the
Town Manager. The bank will enable other employees to donate accrued
CTO, vacation, annual leave, or sick leave to the requesting employee.
All donations must be made in writing on a form prescribed by the Town
and shall be limited to no more than four (4) hours per donation, in one (1)
hour increments. Donations to an established catastrophic time bank are
final and shall not be returned to the donor., Deleted: q
11. MISCELLANEOUS ISSUES
a. Mileage Reimbursement
Employees using personal vehicles on official Town business shall be
reimbursed at the mileage rate established by the I.R.S. Private vehicles
used for Town business shall comply with all applicable California Vehicle
Code Sections commencing with Section 16430 through 16484 pertairking._'__
to "Insurance or Proof of Ability to Respond to Damages."
NAv1G12\AdminWorkFi1es\2006 Council Itepoorts\Cotrtidenbiil Eiiiplo ye} es Comp Plan July 2006 w markups.doc
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Compensation Plan Sept 2006.doc
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Compensation Plan Nov 2004.doc
Inserted: N:\PSL\Runi\Current\Mgmt
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Compensation Plan Sept 2006.doc
Confidential Employee Compensation Plan
Updated August 2006 Deleted: FY 2004-2005 & FY 2005-
E----- - -
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Compensation Plan Nov 2004.doc
Inserted: N:\PSL\Rmni\CwTent\Mgmt
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Compensation Plan Sept 2006.doc
NA'v MAdminWorkFiles\2006 Council Reports\Conrdential Employees Comp Plui July 2006 w markup aloe
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EXHIBIT B
TOWN OF LOS GATOS
RANGE AND STEP TABLE
(Effective July 30, 2006)
Confidential
Salary Schedule
RANGE
STEP 1
STEP 2
STEP 3
STEP 4
STEP 5
STEP 6
-_2138 -
----$20.12---
----$21.13
-$22.19
$23.30---
_ ----$24.46
$26,26---
2276
$23.10
$24.26
$25.47
$26.74
$28.08
$30.06
2373
$25.45
$26.72
$28.06
$29.46
$30.94
$33.06
2398
$26.10
$27.40
$28.77
$30.21
$31.72
$33.88
2511
$29.22
$30.68
$32.21
$33.82
$35.51
$37.87
Incentive pay (e.g. bilingual pay) is equal to 2.5% above the regular compensation.
Confidential employees receive a 5% differential rate above the TEA equivalent range.
Lead pay.is equal to 5.0% above the regular compensation
Class Code
Position
Equivalent TEA Range
1200
Deputy Clerk
2138
1725
Office Clerk
2138
1700
Human Resources Specialist
2276
4950
Secretary/Chief of Police
2276
1150
Senior Deputy Clerk
2276
1300
Secretary/Town Attorney
2373
1450
Executive Assistant to Town Manager
2398
1650
Administrative Analyst
2511
1350
Legal Assistant
2511
1620
Accountant
2511
Reflects 1% increase
N-.\MGR1AdminWorkFiles\2006 Council Reports\Confidential Salary Schedule July 2006.xis
RESOLUTION
RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF LOS GATOS
APPROVING THE TEMPORARYMOURLY EMPLOYEE SALARY SCHEDULE
WHEREAS, the Town employs Temporary/Hourly unbenefitted employees to work limited
hours on an as-needed basis.
WHEREAS, it is necessary to adopt and amend a salary schedule for Temporary/Hourly
employees because unrepresented employees do not bargain, nor do they have Memoranda of Agreements
with pre-approved salary ad;ustments 4 the same manner as represented ernployees.
WHEREAS, foundational to the Town's compensation philosophy are the principles of
equal pay for equal work and the necessity to maintain a strong competitive position in the labor market to
attract and retain highly qualified personnel.
WHEREAS, to align with the Town's pay principles, it is appropriate to pay
Temporary/Hourly employees hourly rates up to 100% of comparable represented classifications or at
local labor market rates if a comparable represented classification does not exist.
RESOLVED, by the Town Council of the Town of Los Gatos, County of Santa Clara, State
of California, that the Temporary/Hourly Classification Table, a copy of which is attached hereto, is
hereby approved.
PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of Los
Gatos, California, held on the 7th day of August, 2006 by the following vote:
COUNCIL MEMBERS:
AYES:
NAYS:
ABSENT:
ABSTAIN:
MAYOR OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
ATTEST:
CLERK ADMINISTRATOR OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA ATTACHMENT 2
NAIMGR\AdminWorkFiles\2006 Council Reports\Temp Hourly Salary Resolution July 2006.doe
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