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HomeMy WebLinkAboutOrdinance 43-24RECORD OF ORDINANCES BARRETT BROTHERS - DAYTON, OHIO Form 6220S Ordinance No.43-24 Passed ; AMENDING VARIOUS SECTIONS OF ORDINANCE 15-17 (COMPENSATION PLAN FOR NON-UNION PERSONNEL) WHEREAS, Council has determined, upon the recommendation of the City Manager, that certain sections of the Compensation Plan for non-union personnel should be amended; and WHEREAS, Council has determined, that these amendments are necessary for the administrative and operational effectiveness of the City of Dublin; and WHEREAS, Council has determined that these amendments will enhance the City of Dublin’s competitive position in the labor market, thus aiding in the recruitment and retention of a talented, high quality workforce; and WHEREAS, Council desires that the City of Dublin remain an “Employer of Choice” in the Central Ohio region. NOW, THEREFORE, BE IT ORDAINED by the Council of the City of Dublin, State of Ohio, _“l_ of the elected members concurring that: Section 1. That Section 2 (Wage & Salary Structure/Administration), paragraph A. be amended as follows: Classification Pay Grade 1 | Exempt City Manager 1.1 Y Deputy City Manager 12 Y Classification Pay Grade 2 Chief Financial Officer/Director of Finance 2.1 Y Chief of Police 2.1 Y Director of Administrative Services 2d Y Director of Parks and Recreation 2.1 x Director of Community Planning and Development 2a Y Chief Communications and Public Relations Officer Z.2 Y Director of Engineering 2.2 Y Director of Innovation and Technology Ziad Y Classification Pay Grade 3 Deputy Chief of Police 3.1 Y Director of Communications and Marketing 3.1 Y Director of Economic Development 3.1 Y Director of Engineering 31 Y Director of Human Resources 3.1 bf Director of Information Technology cml Y Director of Innovation and Analytics Sul Y Director of Planning 3.1 Y Director of Public Service 3.1 Y Director of Transportation and Mobility Sel Y Clerk of Council/Director of Legislative Services 3.2 Y Deputy Director 3.2 Y Director of Asset Management and Quality Assurance 3.2 Y Director of Building Standards 3.2 Y Director of Capital Projects 3.2 Y Director of Community Events 3.2 Y RECORD OF ORDINANCES BARRETT BROTHERS - DAYTON, OHIO Form 6220S 43-24 2 of 5 Ordinance No. Passed _ Director of Court Services 3.2 ZL Director of Facilities and Fleet Management 3.2 bd Director of Finance Operations 3x2 Y Director of Outreach and Engagement 3.2 Y Director of Recreation Services 3.2 i Director of Taxation 3.2 td Director of Utilities and Stormwater 3.2 bd Court Administrator 22 nd Accounting Manager 3.3 ¥ Assistant to the City Manager 3.3 Y Budget Manager 3.3 Y Data and Analytics Manager 3.3 Y Deputy Director of Communications and Marketing 3.3 y. Human Resources Manager 3.3 Y Information Security Administrator 3.3 Y Information Technology Business Relationship Manager 3.3 Y Landscape Architect Manager 3.3 Y Network Operations Manager 3.3 Y Operations Manager 3.3 hd Planning Manager 3.3 Y Program Manager 3.3 Y Purchasing Manager a3 Y Senior Civil Engineer 3.3 Y Tax Manager 3.3 x Transportation Program Manager 5.3 Y Classification Pay Grade 4 Professional Standards Manager 4.1 Y Benefits Administrator 4.1 Y Civil Engineer II 4.1 Y Commercial Plans Examiner 4.1 i Communications Manager 4.1 Y Digital and Brand Manager 4.1 Y Fleet Manager 4.1 Y Landscape Architect 4.1 Y Network Engineer 4.1 4 Public Affairs Officer 4.1 Y Project Leader 4.1 Y Safety Administrator/Risk Manager 4.1 Y Senior Data Analyst 4.1 Y Senior Economic Development Administrator 4.1 Y Senior Planner 4.1 x. Systems and Applications Administrator 4.1 Y Talent and Culture Programs Manager 4.1 nf CAD Manager 4.2 Y Civil Engineer I 4.2 Y Communications Supervisor 4.2 ba Communications Systems Specialist 4.2 Y Deputy Clerk of Council 4.2 N Economic Development Administrator 4,2 Y Emergency Management Coordinator/Law Enforcement 42 Y Planner ; Events Administrator 4.2 Y Financial Analyst 4.2 Y Human Resources Business Partner 4.2 Zz RECORD OF ORDINANCES BARRETT BROTHERS - DAYTON, OHIO Form 6220S 43-24 3 of 5 Ordinance No. Passed _ ; Solutions Analyst 4.2 na Multi-Media Communications Strategist 4.2 bi Network Administrator 4.2 i Operations Administrator 4.2 ha Planner II 4.2 i Recreation Services Administrator 4.2 z Senior Building Inspector 4.2 N Senior Payroll Specialist 4.2 Ed Senior Public Information Officer 4.2 iL Senior Support Services Analyst 4.2 i Accountant 4,3 td Assistant Clerk of Council 4,3 N Building Inspector 4,3 N City Forester 4,3 id City Horticulturist 4.3 hd Code Enforcement Supervisor 4.3 bd Contract and Procurement Coordinator 4.3 N Corporate Tax Auditor 4.3 hd Digital and Graphic Designer 4,3 id Electrical Inspector 4,3 N Engineering Technician II 4.3 N Executive Assistant to the City Manager 4.3 N Facilities System Specialist 4,3 N Fleet Technician II 4,3 N Management Analyst 4.3 Y Performance Management Analyst 4.3 Y Payroll Specialist 4,3 al Planner I 4,3 vd Procurement and Contract Coordinator 4.3 N Public Information Officer 4,3 Y Public Safety Intelligence Analyst 4.3 Y Records Supervisor 4.3 N Residential Plans Examiner 4,3 N Support Services Analyst 4,3 N Classification Pay Grade 5 Adaptive Recreation Coordinator Bal N Administrative Support III 5.1 N Crew Supervisor 5.1 N Development Review Specialist II 5.1 N Diversion Officer 5.1 N Engineering Project Inspector 5A N Engineering Technician I 5.1 N Events Coordinator 5.1 i Human Resource Coordinator 5.4 id Infrastructure Asset Technician 5.1 N Maintenance Crew Supervisor 51 N Nature Education Coordinator Sal. wi Outreach and Engagement Coordinator 5.1 al Planning Technician om N Quality Control Manager Ga. N Recreation Operations Supervisor Bal bd Recreation Program Supervisor 5.1 id Review Services Coordinator 5.1 N Senior Accounting Specialist Bak N RECORD OF ORDINANCES BARRETT BROTHERS - DAYTON, OHIO Form 6220S 43-24 4of 5 Ordinance No. Passed , Theater Supervisor 5.1 = Accounting Specialist 5.2 N Administrative Support II 5.2 N Assistant Forester Biel N Assistant Horticulturist 5.2 N Auditor 5.2 N Code Enforcement Officer Biz N Court Clerk 5.2 N Development Review Specialist I 5.2 N Landscape Inspector 5.2 N Membership Services Coordinator 5.2 N Permit Technician 5.2 N Police Property Technician 5.2 N Records Technician II 5.2 N Recreation Operations Specialist 5.2 N Recreation Program Coordinator 5.2 N Zoning Inspector 5.2 N Accounting Assistant 5.3 N Events Assistant 5.3 N Forestry Worker 52 N Human Resources Assistant 5.0 N Records Retention Technician 5.3 N Records Technician I 5.3 N Classification Pay Grade 6 Administrative Support I 6.1 N Section 2. That section 5 (Holidays), paragraph F. be added as follows: Should a non-exempt employee serving in a non-permanent position be required to work on any of the above referenced observed holidays, such employee shall be paid at the rate of time and a half for all hours worked on such holiday. Section 3. That section 12 (Tuition Reimbursement), paragraph A. be amended as follows: All employees serving in Full-Time Permanent positions shall be eligible to participate in the City’s Tuition Reimbursement Program. Under this program, each employee shall be eligible for a maximum of Five-Seven Thousand Dollars ($75,000) in reimbursement per calendar year for fees and required textbooks, and courses of instruction voluntarily undertaken. Courses of instruction eligible for reimbursement under this program shall include courses necessary for job-related degree programs or courses of study not necessarily within a job-related degree program but which are still job related. In addition, only course work provided by a recognized institution (e.g. college, university, community college, post-secondary technical school, etc.) shall be eligible for reimbursement under this program. Section 4. Council hereby waives the competitive selection process as required by the Revised Charter of Dublin, Ohio, Article VI, Section 6.06 (a) in order to allow for the selection, promotion and reclassification of current employees to fill position(s) directly related to this specific reorganization and for the further reason of effective succession and transition. Section 5. That this Ordinance shall be effective on January 1, 2025. “u Passed this | $ day of Novemby , 2024. RECORD OF ORDINANCES BARRETT BROTHERS - DAYTON, OHIO Form 6220S 43-24 5 of 5 Ordinance No. Passed , [Ok Mayor — Presiding Officer Cler Kor Coyncil - (/ To: Members of Dublin City Council From: Megan D. O’Callaghan, City Manager Date: October 29, 2024 Initiated By: Jennifer Miglietti, Director of Human Resources Re: Ordinance 43-24 – Amending Various Sections of Ordinance 15-17 (Compensation Plan for Non-Union Personnel) Background As part of the preparation and review of the 2025 Operating Budget submission, the Director of Human Resources reviews the provisions of the Non-Union Compensation Plan Ordinance for needed revisions and updates. Certain positions have been identified to retitle and reclassify. The proposed amendment is needed to authorize these changes into the Non-Union Compensation Plan (Ordinance 15-17) so that they may be incorporated into the City’s administrative and payroll systems. Summary Attached for Council’s consideration is Ordinance No. 43-24, amending Ordinance 15-17 (Non- Union Compensation Plan). Adoption of this ordinance will accomplish the following objectives:  Review of the classification system and updated pay grades.  Update the list of authorized position titles to reflect the organizational structure in the 2025 Operating Budget proposal.  Ensure the compensation plan complies with current Federal and State law and governmental policies. The following highlights specific changes made to each section of the Compensation Plan for Non- Union Personnel. These changes are presented in the order of how they appear in the Non-Union Compensation Plan (Ordinance 15-17). Section 2. Wage and Salary Structure/Administration Paragraph A – It is proposed to make changes throughout this section. These include: 1) Below is a listing of the titles of positions in the classified service and regular positions that are unclassified, together with an assigned pay range pursuant to the City’s Code of Ordinances Chapter 33 - Human Resources sections 33.20 and 33.27. The following classifications are proposed: Chief Communications and Public Relations Officer Court Administrator Program Manager Purchasing Manager Office of the City Manager 5555 Perimeter Drive • Dublin, OH 43017-1090 Phone: 614.410.4400 • Fax: 614.410.4490 Memo Memo Ordinance 43-24, Amending Various Sections of Ord 15-17 (Comp Plan for Non-Union Personnel) October 29, 2024 Page 2 of 2 Senior Payroll Specialist Forestry Worker Section 5. HOLIDAYS Paragraph F. It is proposed to pay non-permanent employees time and a half for all holidays worked. Section 12. TUITION REIMBURSEMENT Paragraph A. It is proposed to increase tuition reimbursement to $7,000. Recommendation Staff recommends adoption of Ordinance 43-24, amending Ordinance 15-17, as previously amended, at the second reading/public hearing on November 18, 2024. It is further recommended that the competitive process be waived to allow for the reclassification of current employees to fill positions directly related to the proposed organizational structure and for effective succession and transition. Attachments: Exhibit A – Redlined Version of Ordinance 15-17, as amended, highlighting all proposed amendments contained in Ordinance 43-24. EXHIBIT A THIS DOCUMENT INCLUDES A CONSOLIDATION OF ALL AMENDMENTS TO ORDINANCE 15-17 (COMPENSATION PLAN FOR NON-UNION PERSONNEL) AMENDING ORDINANCES ARE (19-17, 76-17, 24-18, 75- 18, 65-19, 30-20, 13-21, 69-21,65-22, and 46-23 and 43-24.) SECTION 1. SCOPE OF PLAN A. The sections included in this ordinance shall hereby constitute the City “Compensation Plan” and this Plan shall supersede all previously enacted legislation relating to compensation and other related areas contained within the Plan. This “Compensation Plan” shall be applicable to all non-union personnel of the City and to City Council Members where so indicated. This Plan shall be administered by the management staff of the City of Dublin, pursuant to the provision of the Dublin Charter and the Dublin Codified Ordinances. SECTION 2. WAGE & SALARY STRUCTURE/ADMINISTRATION A. The following shall constitute the listing of City job classifications and corresponding pay grades. The specific budget for personnel authorized to occupy each job classification within each Department, Division or work unit is approved annually by Council in the Personnel Data sections appearing throughout the Operating Budget ordinance. Some positions identified below may be utilized in other departments than where they appear as authorized by Council. Classification Pay Grade 1 Exempt City Manager 1.1 Y Deputy City Manager 1.2 Y Classification Pay Grade 2 Chief Financial Officer/Director of Finance 2.1 Y Chief of Police 2.1 Y Director of Administrative Services 2.1 Y Director of Parks and Recreation 2.1 Y Director of Community Planning and Development 2.2 Y Chief Communications and Public Relations Officer 2.2 Y Director of Engineering 2.2 Y Director of Innovation and Technology 2.2 Y Classification Pay Grade 3 Deputy Chief of Police 3.1 Y Director of Communications and Marketing 3.1 Y Director of Economic Development 3.1 Y Director of Engineering 3.1 Y Director of Human Resources 3.1 Y Director of Information Technology 3.1 Y Director of Innovation and Analytics 3.1 Y Page 2 Director of Planning 3.1 Y Director of Public Service 3.1 Y Director of Transportation and Mobility 3.1 Y Clerk of Council/Director of Legislative Services 3.2 Y Deputy Director 3.2 Y Director of Asset Management and Quality Assurance 3.2 Y Director of Building Standards 3.2 Y Director of Capital Projects 3.2 Y Director of Community Events 3.2 Y Director of Court Services 3.2 Y Director of Facilities and Fleet Management 3.2 Y Director of Finance Operations 3.2 Y Director of Outreach and Engagement 3.2 Y Director of Recreation Services 3.2 Y Director of Taxation 3.2 Y Director of Utilities and Stormwater 3.2 Y Court Administrator 3.2 Y Accounting Manager 3.3 Y Assistant to the City Manager 3.3 Y Budget Manager 3.3 Y Data and Analytics Manager 3.3 Y Deputy Director of Communications and Marketing 3.3 Y Human Resources Manager 3.3 Y Information Security Administrator 3.3 Y Information Technology Business Relationship Manager 3.3 Y Landscape Architect Manager 3.3 Y Network Operations Manager 3.3 Y Operations Manager 3.3 Y Planning Manager 3.3 Y Program Manager 3.3 Y Purchasing Manager 3.3 Y Senior Civil Engineer 3.3 Y Tax Manager 3.3 Y Transportation Program Manager 3.3 Y Classification Pay Grade 4 Professional Standards Manager 4.1 Y Benefits Administrator 4.1 Y Civil Engineer II 4.1 Y Commercial Plans Examiner 4.1 Y Communications Manager 4.1 Y Digital and Brand Manager 4.1 Y Fleet Manager 4.1 Y Page 3 Landscape Architect 4.1 Y Network Engineer 4.1 Y Public Affairs Officer 4.1 Y Project Leader 4.1 Y Safety Administrator/Risk Manager 4.1 Y Senior Data Analyst 4.1 Y Senior Economic Development Administrator 4.1 Y Senior Planner 4.1 Y Systems and Applications Administrator 4.1 Y Talent and Culture Programs Manager 4.1 Y CAD Manager 4.2 Y Civil Engineer I 4.2 Y Communications Supervisor 4.2 Y Communications Systems Specialist 4.2 Y Deputy Clerk of Council 4.2 N Economic Development Administrator 4.2 Y Emergency Management Coordinator/Law Enforcement Planner 4.2 Y Events Administrator 4.2 Y Financial Analyst 4.2 Y Human Resources Business Partner 4.2 Y Solutions Analyst 4.2 Y Multi-Media Communications Strategist 4.2 Y Network Administrator 4.2 Y Operations Administrator 4.2 Y Planner II 4.2 Y Recreation Services Administrator 4.2 Y Senior Building Inspector 4.2 N Senior Payroll Specialist 4.2 Y Senior Public Information Officer 4.2 Y Senior Support Services Analyst 4.2 Y Accountant 4.3 Y Assistant Clerk of Council 4.3 N Building Inspector 4.3 N City Forester 4.3 Y City Horticulturist 4.3 Y Code Enforcement Supervisor 4.3 Y Contract and Procurement Coordinator 4.3 N Corporate Tax Auditor 4.3 Y Digital and Graphic Designer 4.3 Y Electrical Inspector 4.3 N Engineering Technician II 4.3 N Executive Assistant to the City Manager 4.3 N Page 4 Facilities System Specialist 4.3 N Fleet Technician II 4.3 N Management Analyst 4.3 Y Performance Management Analyst 4.3 Y Payroll Specialist 4.3 Y Planner I 4.3 Y Procurement and Contract Coordinator 4.3 N Public Information Officer 4.3 Y Public Safety Intelligence Analyst 4.3 Y Records Supervisor 4.3 N Residential Plans Examiner 4.3 N Support Services Analyst 4.3 N Classification Pay Grade 5 Adaptive Recreation Coordinator 5.1 N Administrative Support III 5.1 N Crew Supervisor 5.1 N Development Review Specialist II 5.1 N Diversion Officer 5.1 N Engineering Project Inspector 5.1 N Engineering Technician I 5.1 N Events Coordinator 5.1 Y Human Resource Coordinator 5.1 Y Infrastructure Asset Technician 5.1 N Maintenance Crew Supervisor 5.1 N Nature Education Coordinator 5.1 Y Outreach and Engagement Coordinator 5.1 Y Planning Technician 5.1 N Quality Control Manager 5.1 N Recreation Operations Supervisor 5.1 Y Recreation Program Supervisor 5.1 Y Review Services Coordinator 5.1 N Senior Accounting Specialist 5.1 N Theater Supervisor 5.1 Y Accounting Specialist 5.2 N Administrative Support II 5.2 N Assistant Forester 5.2 N Assistant Horticulturist 5.2 N Auditor 5.2 N Code Enforcement Officer 5.2 N Court Clerk 5.2 N Development Review Specialist I 5.2 N Landscape Inspector 5.2 N Page 5 Membership Services Coordinator 5.2 N Permit Technician 5.2 N Police Property Technician 5.2 N Records Technician II 5.2 N Recreation Operations Specialist 5.2 N Recreation Program Coordinator 5.2 N Zoning Inspector 5.2 N Accounting Assistant 5.3 N Events Assistant 5.3 N Forestry Worker 5.3 N Human Resources Assistant 5.3 N Records Retention Technician 5.3 N Records Technician I 5.3 N Classification Pay Grade 6 Administrative Support I 6.1 N B. The following shall constitute new City of Dublin pay grade and range structure for the job classifications shown in Section 2. A of this ordinance: Pay Grade Table 1.1 $202,000 - $242,400 $242,400 - $296,200 1.2 $149,400 - $179,300 $179,300 - $219,100 2.1 $127,600 - $153,100 $153,100 - $187,100 2.2 $115,800 - $139,000 $139,000 - $169,800 3.1 $105,900 - $127,100 $127,100 - $155,300 3.2 $97,700 - $117,300 $117,300 - $143,300 3.3 $90,500 - $108,500 $108,500 - $132,700 4.1 $78,200 - $93,900 $93,900 - $114,700 4.2 $67,600 - $81,100 $81,100 - $99,100 4.3 $58,800 - $70,600 $70,600 - $86,200 5.1 $51,600 - $61,900 $61,900 - $75,700 5.2 $45,200 - $54,200 $54,200 - $66,200 5.3 $44,000 - $52,700 $52,700 - $64,500 6.1 $38,600 - $46,300 $46,300 - $56,500 6.2 $34,100 - $40,900 $40,900 - $49,900 6.3 $30,500 - $36,600 $36,600 - $44,800 C. The “Market”, “Target”, and “Premium” range segments designated in the pay grade & range structure shall be defined as follows: Page 6 “Market” - a range of compensation associated with the basic knowledge, skills, and capabilities commonly found in the labor market or the performance of all job responsibilities consistent with general market expectations. “Target” - a range of compensation associated with extensive knowledge, expertise, skills, or capabilities or the performance of all job responsibilities that fully and consistently meets the high performance standards and core values of the City of Dublin. “Premium” - a range of compensation associated with unique, special, or exceptional knowledge, skills, capabilities or expertise, which may be in short supply due to market conditions, or performance that meets defined criteria of exceptional and premium value and which is widely recognized throughout the organization because of the value- added contribution it represents. This segment is only for a small percentage of the City workforce and placement within this segment shall be a rare occurrence. Pay Grade Premium 1.1 $296,200 - $350,100 1.2 $219,100 - $259,000 2.1 $187,100 - $221,100 2.2 $169,800 - $200,700 3.1 $155,300 - $183,600 3.2 $143,300 - $169,400 3.3 $132,700 - $156,800 4.1 $114,700 - $130,400 4.2 $99,100 - $112,600 4.3 $86,200 - $98,000 5.1 $75,700 - $86,000 5.2 $66,200 - $75,300 5.3 $64,500 - $73,300 6.1 $56,500 - $61,700 6.2 $49,900 - $54,500 6.3 $44,800 - $48,800 D. The City Manager shall have the authority to approve pay adjustments within the pay ranges established in this ordinance. These pay adjustments shall be based on the employee’s performance, conduct, and position in their pay range, as described below. 1. Employees in the “market” segment of their pay range, whose performance meets the City’s standards and who consistently demonstrate the core values of the organization, shall be eligible for larger and, if warranted by performance, Page 7 more frequent pay adjustments to move them into the “target” segment of their ranges within a reasonable period of time. 2. Employees in the “target” segment of their pay ranges shall be eligible for normal adjustments to remain competitive with the local job market, provided their performance meets the City’s standards and they consistently demonstrate the core values of the City. Once an employee reaches the maximum of their “target” segment, the employee shall no longer be eligible for pay adjustments unless they are approved for entrance into the “Premium” segment. 3. Employees who are approved for entrance into the “premium” segment of their pay range will be eligible for normal pay adjustments, provided they continue to meet defined criteria, continue to demonstrate a premium/value added contribution, and continue to demonstrate the core values of the organization. Gaining access to the “Premium” segment of the pay range shall be a very rare occurrence and only a small percentage of the workforce shall be approved for entrance into the “Premium” segment. Gaining access to the “premium” segment shall require the approval of the City Manager or designee, which shall be based on substantial justification. E. All pay adjustments within the existing or new wage & salary structure shall be subject to the funding levels authorized by Council within the adopted Annual Operating Budget and Appropriations. F. In the case of new appointments, a starting rate of compensation within the “market” or “target” segments of the range structure in Section 2, paragraph B shall be determined by the Director of Human Resources in consultation with the hiring manager or director and shall be based on the relative qualifications, expertise, skills, or capabilities of the successful candidate and the existing market conditions. A starting rate of compensation within the “premium” segment in the range structure shall require the approval of the City Manager or designee and shall be based on unique, special, or exceptional qualifications, expertise, knowledge, skill, or capabilities of the successful candidate and on existing market conditions. G. The listing of positions and classifications in Section 2, paragraph A and the pay ranges established in Section 2, paragraph B. shall be reviewed on a biennial basis by the Director of Human Resources and the Director of Finance and any adjustment deemed necessary shall be proposed by the City Manager or designee to Council in the form of an amendment to this ordinance. If adopted by Council, these pay ranges shall become effective with this ordinance or any subsequent ordinance amending this ordinance. H. Section 2, paragraphs A and B of this ordinance shall be amended as often as appropriate to include new job classifications, pay grades, and pay ranges. I. The City Manager or designee shall determine competitive, equitable compensation rates for Seasonal, Temporary, or other such casual employees of the City. Page 8 J. The City Manager or designee is hereby authorized to establish “Job Families” where appropriate for the job classifications listed in Section 2, paragraph A. SECTION 3. MAYOR, VICE MAYOR, COUNCIL MEMBER COMPENSATION A. The following shall be the annual rates of compensation for the Mayor, Vice Mayor and Council Members: Council Member Vice Mayor Mayor $11,250 $12,250 $15,750 SECTION 4. INSTANT BONUS PROGRAM A. All employees serving in Full-time permanent, Part-time permanent, Seasonal, Temporary, and Intermittent positions, not including interns, shall be eligible for a bonus in accordance with the following terms and conditions: 1. Each Department may give bonuses to reward an individual employee or a team of employees for an exceptional effort in implementing and completing a project or program that: (a) Significantly enhances the efficiency or effectiveness of the City operations, or; (b) Significantly exceeds expectations in the areas of performance or customer service, or; (c) Demonstrates innovation or creativity in government. 2. Bonuses shall be awarded immediately, not at the end of the year. 3. An individual employee may be eligible for one instant bonus in any calendar year. The maximum bonus amount shall not exceed $1,000.00... 4. Bonuses may be awarded upon written request of the employee’s supervisor, division director or department director, detailing the employee’s achievement and recommending a bonus amount. The bonus shall not be awarded unless approved by the department director and the City Manager or designee. 5. In the event the division director and department director believe that time off with pay would be a more effective reward for excellence under this program, and the time off will not negatively affect the operation of the division, the employee may be awarded up to eight (8) hours of paid leave in lieu of a monetary bonus. 6. The employee is not to be informed of the bonus until it is approved by the City Manager or designee. 7. To be eligible for a bonus, the employee must demonstrate a clearly Page 9 exceptional level of effort and achieve an outcome that is superior. 8. The department director must validate that enough funds remain in the department’s payroll budget to support the awarding of a bonus. SECTION 5. HOLIDAYS A. The following are hereby designated as the City of Dublin’s observed holidays: New Year’s Day Dr. Martin Luther King, Jr. Day President’s Day Memorial Day Juneteenth Independence Day Labor Day Veterans Day Thanksgiving Day Christmas Day B. Employees serving in Full-Time or Part-Time Permanent positions shall be compensated as follows when any of the above referenced holidays are observed on such an employee’s regularly scheduled work day: 1. Employees serving in Full-Time Permanent positions shall be paid for a maximum of eight (8) hours on each holiday. 2. Employees serving in Part-Time Permanent positions shall be paid prorated number of hours based on their average daily work rate. For example, a part- time employee who averages 6 hours per work day shall receive 6 hours of holiday pay. This average is determined by an average of hours worked per working day over the six pay periods prior to the pay period in which the holiday occurs. C. For non-exempt employees serving in Full-Time Permanent positions, should one of the above referenced holidays be celebrated on such an employee’s regularly scheduled day off, and such employee is not required to work the holiday, such employee shall take the next regularly scheduled work day off and receive eight (8) hours of holiday pay. If an employee is unable to take the next regularly scheduled work day off they shall receive eight (8) of hours compensatory time or eight (8) hours of holiday pay on the holiday. An employee on Sick Leave the workday before or after the holiday may be required to present a doctor’s certificate in order to receive credit for the eight (8) hours of holiday pay. D. When a non-exempt employee serving in a Full-Time Permanent position is required to work on a City observed holiday, the employee shall be entitled to eight hours of straight time pay plus double time pay (or Compensatory Time) for all hours worked. Page 10 E. Should a non-exempt employee serving in a Part-Time Permanent position be required to work on any of the above referenced observed holidays, such employee shall be paid at the rate of double time for all hours worked on such holiday. E.F. Should a non-exempt employee serving in a non-permanent position be required to work on any of the above referenced observed holidays, such employee shall be paid at the rate of time and a half for all hours worked on such holiday. F.G. Should the Federal or State government designate a specific date or day of the week for observation of one of the above listed holidays, the City will generally follow that designation. For employees assigned to a Monday through Friday work schedule (Saturday and Sunday off), when a holiday falls on a Saturday, the Friday immediately before the holiday shall be the observed day; should the holiday fall on a Sunday, the Monday immediately following the holiday shall be the observed day. For employees assigned to other than a Monday through Friday work schedule (Saturday and Sunday off), the holiday shall be celebrated on the calendar day on which the holiday actually falls. SECTION 6. PERSONAL LEAVE A. Effective the first pay period of each payroll calendar year, all existing employees serving in Full-Time Permanent positions, and who are in full pay status at such time (i.e. on duty or on approved leave with pay) shall receive five (5) days (40 hours) of Personal Leave. However, new employees appointed during the year shall receive a pro-rated allocation of Personal Leave in accordance with the following schedule: Timeframe Appointed Personal Leave Allocation January 1 through March 31 40 Hours (5 days) April 1 through June 30 32 Hours (4 days) July 1 through September 30 20 Hours (2.5 days) October 1 through November 30 8 Hours (1 day) December 1 or later None Personal Leave shall be used at the employee’s discretion, provided that it is approved in advance by the employee’s Department/Division Head via the use of the appropriate time keeping system. Personal Leave shall be used within the same payroll calendar year in which it is allocated and shall not be carried over to the next payroll calendar year. B. In the event that an employee is not in full pay status at the time Personal Leave is normally allocated to each employee, yet returns to full pay status at some point thereafter, the amount of that employee’s Personal Leave allocation shall be pro-rated. Page 11 (An employee on an approved disability leave receiving 70% of their normal wages/salary shall be regarded as being in full-pay status and would, therefore, receive the full Personal Leave allocation.) For every pay period the employee has been in less than full pay status, 1.54 hours of Personal Leave shall be deducted from the normal 40-hour annual allocation. C. In the event that an employee is laid off from City service, said employee shall be compensated for all unused personnel leave at the rate of pay in effect at the time of layoff. For any other form of separation, no compensation will be provided to the employee for unused personal leave. D. Personal Leave shall not be used to artificially extend the separation date of an employee who has resigned from employment with the City. The effective date of the employee’s resignation from employment shall be the same as the employee’s last day worked. E. Effective the first pay period in each payroll calendar year, all existing employees serving in Part-Time Permanent positions shall receive an amount of Personal Leave equal to the average number of hours worked per week in the previous 12 months. For example, if the employee averages 30 hours per week in the previous 12 months, then they shall receive 30 hours of Personal Leave. Employees who do not have a full 12 months of employment with the city, shall receive 16 hours of Personal Leave. However, new employees appointed during the year shall receive a pro-rated allocation of Personal Leave in accordance with the following schedule on their effective date of hire: Timeframe Appointed Personal Leave Allocation January 1 through June 30 16 Hours (2 days) June 30 through November 30 8 Hours (1 day) December 1 or later None Personal Leave shall be used within the same payroll calendar year in which it is allocated and shall not be carried over to the next payroll calendar year. SECTION 7. SICK LEAVE A. All employees serving in Full-Time Permanent positions shall be entitled to Sick Leave with pay for those reasons listed in Section 33.47 of the Dublin Codified Ordinances. B. Any employee of the City, other than an elective officer, who has an accrued but unused Sick Leave balance from the State of Ohio or any political subdivision of the State of Ohio, and who is eligible to earn Sick Leave with the City of Dublin, shall be entitled to have this accrued but unused Sick Leave balance from these employers transferred for use with the City of Dublin, provided that said employee is hired by the City of Dublin within ten (10) years after their date of resignation/separation from any of these past employers with the State or any political subdivision thereof. New employees hired on or after January 1, 2007, whose Sick Leave is transferred from another public employer, Page 12 must first use Sick Leave accrued with the City of Dublin prior to using their transferred balance. In addition, after January 1, 2007, any newly hired employee’s transferred Sick Leave, to include that previously accrued during former employment with the City of Dublin, shall not be eligible for conversion to a cash payment either on an annual basis or upon separation. C. For employees serving in Full-Time Permanent positions, Sick leave shall accrue at the rate of 2.77 hours per pay period (9 days/72 hours per year). An employee shall not earn the full Sick Leave accrual in a given pay period unless they are in full pay status for the entire pay period (i.e. on duty or on approved leave with pay). (An employee on an approved disability leave receiving 70% of their normal wages/salary shall be regarded as being in full-pay status and would, therefore, receive the full Sick Leave accrual.) In the event an employee is not in full pay status for an entire pay period, they shall accrue Sick Leave at the rate of .034 hours for each one (1) hour in full pay status during the pay period. D. For employees serving in Part-Time Permanent positions, the 9 days (72 hours) per year Sick Leave accrual shall be pro-rated (0.034 per hour) in relation to the average number of hours the employee works per week. Sick leave is not accrued for time worked over 40 hours in a workweek. E. If any employee fails to submit adequate proof of illness, injury, or death in the immediate family when requested by the City under the provisions of Section 33.47 of the Dublin Codified Ordinances; or in the event that such proof is submitted but does not provide satisfactory evidence, such leave shall be considered unauthorized leave and shall be without pay. F. An employee who separates service, (must not be terminated for “just cause”), shall be entitled to convert a portion their unused Sick Leave balance to a cash payment at time of separation. The rate of pay for such accrued unused Sick Leave shall be the employee’s standard hourly rate of pay at separation multiplied by one-third (1/3) of the total number of accrued unused Sick Leave hours requested, which were accrued as an employee of the City of Dublin, up to a maximum payment for 700 hours. The election to convert Sick Leave to cash must be made prior to separation of employment and this payment shall be part of the employee’s final pay. The number of unused sick leave hours that are converted to cash at this 1/3 rate, under this provision, are considered executed and therefore unavailable for transfer to any other State of Ohio agency or subdivision thereof. G. Sick leave shall accrue without limitation. H. At the end of each payroll calendar year, an employee may choose to convert a portion of their accrued but unused Sick Leave to a cash payment, subject to all of the following conditions: 1. The employee must have a minimum balance of 80 hours or more after conversion at the end of the payroll calendar year; Page 13 2. The employee may convert no more than 28 hours of Sick Leave to pay; 3. Sick Leave shall be converted at the rate of one (1) hour of Sick Leave to one (1) hour of pay at the straight time hourly rate of pay; 4. Once Sick Leave is converted to pay, it shall not be converted back to sick leave. Should an employee exercise this conversion option, it shall be their responsibility to provide notification to the Department of Finance in the prescribed manner, indicating the number of hours they wish to convert to cash, by the due date established by the City. The cash conversion shall then be paid to the employee in the first pay period in the new payroll calendar year. If the employee’s employment is terminated for any reason prior to the first pay period in the new calendar year, this provision shall not apply and the employee shall be subject to the provision of Section 7. F., above. I. If an employee is killed while performing their authorized, assigned job duties, their surviving spouse, or secondarily, their estate, shall be paid for one hundred percent (100%) of the value of the employee’s accrued but unused sick leave, at the standard hourly rate in effect at the time of death. The amount so paid shall constitute payment in full for all accrued and unused sick leave credited to the employee. SECTION 8. BEREAVEMENT LEAVE A. All employees serving in Full-Time Permanent positions shall be entitled to three (3) days of Bereavement Leave for each death of a family member. Family member is defined as spouse, son, daughter, brother, sister, father, mother, legal guardian, person who stands in place of a mother or father, grandmother, grandfather, grandson, granddaughter, mother-in- law, father-in-law, daughter-in-law, son-in-law, brother-in-law, sister-in-law, grandmother-in- law, grandfather-in-law, stepmother, stepfather, stepbrother, stepsister, stepson, stepdaughter, half-brother, half-sister, aunt, uncle, or any other relative living in the employee's home as specified in Section 33.48 (E) of the Dublin Codified Ordinances. SECTION 9. VACATION LEAVE A. All employees serving in Full-Time Permanent positions shall accrue Vacation Leave in accordance with the following schedule: Completed Years of Accrued Vacation Public Service Hours per Year 0 up to 1 Year 80 Hours 1 up to 4 Years 108 Hours 4 up to 9 Years 142 Hours 9 up to 15 Years 182 Hours 15 up to 20 Years 208 Hours 20 Years or more 246 Hours B. An employee who has prior public service with any type of federal, state government or any political subdivision thereof with the United States, may receive credit for their Page 14 prior service with these employers for the purpose of computing the amount of their vacation leave with the City of Dublin. The employee must notify the City within 30 days of hire and provide documented proof of prior public service within 90 days of hire with the City of Dublin. C. An employee shall not earn their full Vacation Leave accrual in a given pay period unless they are in full pay status (i.e. on duty or on approved leave with pay) in the entire pay period. In addition, an employee on approved disability leave shall not accrue Vacation Leave for the duration of such leave. In the event an employee is not in full pay status during the entire pay period, they shall accrue Vacation Leave on a pro-rated basis taking into account the number of hours in full pay status during the pay period and their rate of accrual at that given time. The formula for pro-rating the employee’s accrual under such circumstances shall be the number of hours in full pay status multiplied by the converted hourly accrual rate. D. Procedures governing the use and approval of vacation leave are contained within Section 33.46 of the Dublin Codified Ordinances. E. An employee with fewer than 11 completed years of public service may automatically carry over, from one payroll calendar year to another, a maximum of 160 hours of unused Vacation Leave. An employee with 11 through 19 years of completed public service may automatically carry over 200 hours of unused Vacation Leave from one payroll calendar year to another. An employee with 20 or more years of completed public service may automatically carry over 240 hours of unused Vacation Leave from one payroll calendar year to another. In the event that an employee is precluded from using Vacation Leave because they were on an approved disability leave, the City Manager or designee may allow such employee to carry over more Vacation Leave than the maximum normally allowable. Such authorization shall be obtained from the City Manager or designee in the advance of any such carry over. F. An employee who separates service with proper notice as outlined in the Code of Ordinances Chapter 33: Human Resources Policies, or layoff, or death of the employee, unused Vacation Leave shall be converted to a cash payment at the rate of 100%. In addition, the conversion of Vacation Leave is permitted on an annual basis in accordance with the following terms and conditions: 1. Divisional or Departmental Directors in the 1.1 – 3.2 pay grades shall be permitted to convert a maximum of 160 hours of unused Vacation Leave to cash at the end of each payroll calendar year. The calculation for the conversion of Vacation Leave under these circumstances shall be the Director’s calculated hourly rate of pay multiplied by the number of hours to be converted. 2. Employees below the Divisional or Departmental Director level shall be permitted to convert a maximum of 40 hours of their unused Vacation Leave at the end of the payroll calendar year if the employee has 11 or more years of completed public service and has a minimum Vacation Leave balance of 120 hours at the end of the payroll calendar year. The calculation for the conversion Page 15 of Vacation Leave under these circumstances shall be the employee’s normal hourly rate of pay multiplied by the number of hours to be converted. 3. Should an employee, other than Divisional or Departmental Directors, fail to use a minimum of 40 hours of Vacation Leave prior to the end of the payroll calendar year, they shall be ineligible for the conversion of any Vacation Leave at the end of the payroll calendar year. In the event that an eligible employee (director or non-director) wishes to exercise the above-mentioned conversion option at the end of a payroll calendar year, it shall be their responsibility provide notification to the Department of Finance in the prescribed manner, indicating the number of hours they wish to convert to cash, by the due date established by the City. The cash conversion shall be paid to the employee in the first pay period in the new payroll calendar year. G. If a non-exempt employee is ordered to work while on approved vacation leave, they shall be paid the rate of double-time, with a minimum guarantee of four (4) hours pay for each such call in. H. Vacation leave may be taken in minimum multiples of one-quarter hour. I. The City shall determine the method of crediting vacation leave. J. Vacation leave shall not be used to artificially extend the separation date of an employee who has resigned from employment with the City. The effective date of the employee’s resignation shall be the same as the employee’s last day worked. SECTION 10. LONGEVITY PAY A. All employees serving in Full-Time Permanent positions shall be entitled to longevity pay in accordance with the following schedule, provided that all complete years of service are consecutive and have been accumulated in Full-Time Permanent positions: Completed, Consecutive Years of Service in Full-Time Permanent Positions with the City of Dublin Amount Four (4) through Six (6) Years $950 Seven (7) through Ten (10) Years $1,150 Eleven (11) through Fourteen (14) Years $1,450 Fifteen (15) through Nineteen (19) Years $1,700 Twenty (20) or More Years $1,900 B. Employees shall become eligible for their longevity payment on the anniversary date of their appointment and must be in an active status on that date. The employee shall actually receive such longevity payment the following pay period and such payment Page 16 shall be in a lump sum included in the employee’s regular payroll deposit. The payroll deposit in which the longevity payment is included shall be taxed at the employee’s existing W-4 rate. C. In the event an employee is on Leave without Pay for more than six (6) months within the particular year for which the employee would normally be entitled to longevity pay, they shall forfeit their entitlement to such pay. SECTION 11. MEDICAL, DENTAL, VISION, LIFE INSURANCE BENEFITS A. The City shall make available group medical, prescription drug, dental, and vision benefits to all employees serving in Full-Time Permanent positions and their dependents and to all Council Members and dependents in accordance with the City’s Plan Documents. These benefits are described in full detail in the City’s Summary Plan Documents and are made available subject to the plan design and required deductibles, co-payments, co-insurance, and annual out-of-pocket maximums, etc. identified in the Summary Plan Documents. B. The City will provide health insurance coverage to Employees through a high deductible, health savings account (HSA). For employees and covered spouses (if applicable) enrolled in and meeting the requirements the City’s health management program (“Healthy by Choice Plus”), the City will make annual contributions to each participating employee’s health savings account based on the coverage level (single or family) and participation in the City’s Healthy by Choice (HBC) Plus program. The benefit plan provides participation-based and results-based wellness incentives to help offset the employee deductible amounts under this plan design ($2,500 – single coverage, $5,000 – family coverage). Each employee has the opportunity to earn results-based wellness incentives in relation to four key health factors (blood pressure, cholesterol, body mass index/waist circumference, non-tobacco use) in the form of additional financial contributions to their Health Savings Accounts (HSA’s). C. Effective January 1, 2018 the City’s Annual HSA contribution will become automatic and will no longer be tied to the Wellness Program. These automatic payments will occur over three equal installments in January, May and September to each employee’s Health Savings Account who are covered by the City Health Insurance Plan based upon the coverage level. The annual amounts will be: Single Coverage: $1,875 Family Coverage w/o Spouse: $3,750 Family Coverage w/Spouse: $3,750 Effective January 1, 2018 The City will charge a premium for medical coverage at the following base rates: Single Coverage: $1,875 Family Coverage w/o spouse: $1,875 Family Coverage w/ spouse: $3,750 Page 17 These premiums can be waived depending on the employee’s and spouses, if applicable, participation in the Healthy by Choice wellness program and meeting its associated standards as follows: Participation Based Premium Waiver Single Coverage: $750 Family w/o Spouse Coverage: $750 Family w/Spouse Coverage: $1,500 Results Based Premium Waiver $225 per health factor for blood pressure, cholesterol and tobacco-free status $450 per health factor for BMI/waist circumference Participating employees hired during the year shall have the City’s contribution to their HSA or HRA based on their participation of the HBC program in that initial year. The premium and waiver of the premium associated with the wellness program will be based on the enrollment period for the HBC program in the initial year. D. The City shall make available group term life insurance and accidental death and dismemberment insurance coverage to all employees serving in Full-Time Permanent positions in accordance with the City’s Plan Documents, with no contribution on the part of employee. The City shall provide coverage in the amount of 1.5 times the employee’s base annual compensation rate in effect as of December 31st of each year, with a minimum coverage level of $50,000 and a maximum coverage level of $150,000.00. E. The City shall make available group Short-Term Disability benefits to all employees serving in Full-Time Permanent positions. The benefits under this Short-Term Disability program shall begin after seven (7) consecutive work days of absence due to a disabling medical condition and shall provide disability income protection at 70% of normal wages/salary up to a maximum of 24 weeks for an approved disability, with the ability to supplement said disability income level up to 100% of normal wages/salary through the use of the employee’s Sick Leave, Personal Leave, Vacation Leave, or Compensatory Time banks. Employees on approved disability leave at 70% income replacement shall be regarded as being in full pay status and, therefore, they shall not be required to pay for the continuation of their Medical, Dental, and Vision benefits through the duration of the approved disability leave. Short Term Disability shall run concurrent to the provisions and entitlements provided by the Family Medical Leave Act (FMLA), if applicable. Short Term Disability Benefits paid to an employee over a lifetime shall not exceed one year (2,080 hours) maximum. Paperwork is required to be submitted within 10 (ten) working days of the qualifying event to be eligible for the short term disability program. SECTION 12. TUITION REIMBURSEMENT A. All employees serving in Full-Time Permanent positions shall be eligible to participate in the City’s Tuition Reimbursement Program. Under this program, each employee shall be eligible for a maximum of Five Seven Thousand Dollars ($75,000) in reimbursement Page 18 per calendar year for fees and required textbooks, and courses of instruction voluntarily undertaken. Courses of instruction eligible for reimbursement under this program shall include courses necessary for job-related degree programs or courses of study not necessarily within a job-related degree program but which are still job related. In addition, only course work provided by a recognized institution (e.g. college, university, community college, post-secondary technical school, etc.) shall be eligible for reimbursement under this program. B. All coursework subject to potential reimbursement shall be transmitted, in advance and through the employee’s Department/Division Head, to the Director of Human Resources for approval. The Department/Division Head shall provide a written recommendation concerning approval/disapproval of the request at time of transmittal to the Director of Human Resources. If practicable, an employee shall submit application for approval of the course work at least fifteen (15) days prior to commencement of the course of study. The Director of Human Resources shall evaluate the employee’s coursework/degree program for job-relatedness and shall notify the employee, in writing, regarding his approval/disapproval of said coursework/degree program on that basis. An employee may receive blanket approval for an entire degree program or a continuing course of study if all courses within the program are identified. If all or part of the program is approved, the employee need not reapply for approval for each course within the portion(s) approved. If the Director of Human Resources disapproves all or part of the program/coursework, the employee may appeal, in writing, such disapproval directly to the City Manager within 72 hours of notification from the Director of Human Resources. The City Manager or designee will issue a written decision on the employee’s appeal within ten (10) working days of receiving the appeal. C. Courses are to be taken on other than scheduled working hours, unless approval is obtained from the appropriate Department/Division Head, Director of Human Resources, and the City Manager or designee to take such courses on work time. D. Reimbursement shall be made upon successful completion of the course with a grade of C (2.00) or better. The employee shall submit an official transcript or certificate demonstrating successful completion of the course and a receipt from the institution confirming the employee has paid for tuition, fees, and required textbooks. Any financial assistance available to an employee shall be deducted from the amount of tuition reimbursement that would otherwise be applied. The employee shall not be reimbursed for incidental expenses such as paper or supplies, mileage, parking, meals, or other expenses other than tuition, fees, and required textbooks. E. In the event that an employee receives reimbursement under this program and voluntarily separates service with the City within the first year following reimbursement, they shall pay 100% of the reimbursement back to the City. Furthermore, in the event an employee voluntarily separates service during the second year following reimbursement, they shall pay 50% of the reimbursement back to the City. Should an employee have a tuition reimbursement payback obligation to the City, such obligation will be recouped by the City pursuant to the terms of a repayment agreement entered into between the City and the employee at the time of application. Any remaining obligations, if any, must be satisfied within one (1) year of the employee separation date. In addition to being indebted to the City of Dublin, which may result in collection Page 19 actions, failure to fully satisfy such obligation by the former employee may generate an adverse recommendation in response to future reference checks by prospective employers. SECTION 13. TEMPORARY WORK ASSIGNMENT A. When an employee is designated by a Director or the City Manager to perform higher- level duties outside the scope of their established job classification for a period of more than ten (10) consecutive work days, the employee shall be compensated at a higher rate of pay beginning on the eleventh (11th) day and extending for the duration of the assignment. However, if in the judgment of the City Manager, circumstances warrant a temporary pay supplement retroactive to the date the employee first assumed the higher-level duties, the City Manager or designee shall have the discretion to award such retroactively. Upon the determination to award a temporary pay supplement, the Director of Human Resources, in consultation with the Department Director, shall set an appropriate percentage increase reflective of the higher level duties to be performed not to exceed 10% of the employee’s current rate of pay. If unusual circumstances exist to justify a higher rate of pay an exception for unusual circumstances must be supported by substantial written justification and submitted to the City Manager for approval. Under no circumstances shall the increased rate of pay exceed the “target” maximum of the pay grade associated with the higher-level duties. When an employee is designated to perform the duties of a Director position on an interim basis, the City Manager or designee, on a case-by-case basis, shall have the discretion to award a temporary pay supplement in an amount greater than the normal pay adjustment established for that particular year, yet appropriate to the individual merits/circumstances of each situation. SECTION 14. OVERTIME/COMPENSATORY TIME A. Non-exempt employees whose normal workweek consists of 40 hours shall be compensated at the rate of time-and-one-half the non-exempt employee’s regular hourly rate of pay as per the Fair Labors Standard Act (FLSA). B. In accordance with the governing provisions of the FLSA the Director of Human Resources will determine the designation status of each position. All job classification designations of Exempt or Non-Exempt shall be annotated in the job descriptions located in the Division of Human Resources. C. Pursuant to the FLSA, the City shall grant a non-exempt employee compensatory time off in lieu of overtime pay, at the rate of time-and-one-half for each overtime hour worked, if the supervisor and employee agree prior to work commencing that compensatory time will be earned in lieu of cash compensation. Each non-exempt employee may accrue a maximum compensatory time bank of 160 hours and may not earn more than 160 hours of compensatory time in a calendar year. After a non- exempt employee has accrued this maximum compensatory time bank, and not used it as leave, all additional overtime for such employee shall be paid at the rate of time- and-one-half. If at the end of each payroll year, a non-exempt employee has 120 hours of compensatory time in their compensatory time bank, they shall be permitted Page 20 to convert up to 50 hours of compensatory time in said bank to cash. The calculation for converting Compensatory Time to cash shall be the employee’s established hourly rate of pay multiplied by the number of hours the employee desires to convert. In the event the employee wishes to exercise this option, it shall be their responsibility to provide notification to the Department of Finance in the prescribed manner specifying the number of hours they wish to convert to cash, by the due date established by the City. The cash conversion shall be paid in a lump sum in the employee’s regular payroll deposit in the first pay period in the new payroll calendar year. The payroll deposit in which this conversion payment is included shall be taxed at the employee’s existing W-4 rate. D. Pursuant to the Fair Labor Standards Act, an employee with accumulated compensatory time may request leave and shall be granted such leave so long as the granting of said leave does not unduly disrupt City operations. E. Pursuant to the Fair Labor Standards Act, all non-exempt employees shall, upon termination, be paid for all accumulated compensatory time at an hourly rate not less than the average rate received by the non-exempt employee over the last three (3) years of employment or the final regular hourly rate, whichever is greater. In the event of an employee’s death, such compensation shall be paid to the employee’s surviving spouse or, secondarily, his/her estate. F. When a non-exempt full time permanent employee is required or requested by an appropriate supervisor to work on the employee’s first or second regular day off within such employee’s scheduled workweek, the employee shall be compensated as follows. Employees shall be compensated at a rate of time-and-one-half (1½) for all authorized hours worked on their first regular day off. When an employee works with approval from an appropriate supervisor their second regular day off and the employee has actually worked or has been in paid status each of the previous six days, that employee shall be compensated at the rate of double-time for all hours worked on the second regular day off. The work period on the second day off must be separate and distinct from the previous six days and recorded by clocking in on the second regular day off. If an employee works their second regular day off and they have not met the above criteria, their second regular day off shall be compensated at the rate of time-and- one-half. When situations arise requiring an employee to clock in on the first regular day off prior to midnight and work crosses over midnight into the second regular day off, the rate of pay shall remain at time-and-one-half (1½) for the first 8 hours of work as this is considered one work period. Any hours worked in excess of 8 hours in this specific situation shall be compensated at the double-time rate. G. When a non-exempt employee is either called in or scheduled in advance for work by an appropriate supervisor, and the employee reports for said work more than 30 minutes after the completion of the regularly scheduled work hours, the employee shall be paid for a minimum of three (3) hours at the appropriate overtime rate or be credited with a minimum of three (3) hours of compensatory time at the appropriate rate. Page 21 H. Pursuant to the Fair Labor Standards Act, exempt employees are not entitled to overtime pay or formal compensatory time. However, the policy of the City shall be to allow Exempt personnel to take a limited amount of time off from their duties during normal business hours, if they have been required to devote considerable time in excess of the normally required time commitment associated with the nature of their positions, provided they comply with the administrative guidelines of the City Manager regarding taking such time off from their duties. SECTION 15. SHIFT DIFFERENTIAL A. On the effective date of this ordinance, shift differential pay shall be provided to full time nonexempt permanent employees as indicated below at a rate of $1.40 per hour with the exception of hours in paid status while on approved leave. B. For employees regularly assigned to first shift, shift differential shall not apply except when assigned to snow removal operations which runs from the 1st Tuesday of November through April. Because the implementation of snow shifts causes an actual change in work shifts, when employees regularly assigned to first shift work on snow removal operations, shift differential shall apply to those hours worked between 5 p.m. and 6:45 a.m. C. For employees regularly assigned to second or third shift, shift differential shall be applied to any hours worked. D. Shift differential pay shall be applicable to actual hours worked. Shift differential shall not be paid in addition to regular pay for any hours spent on approved paid leave, with the exception of leave due to mandatory training, which shall qualify for shift differential pay. Mandatory training is defined as classes/coursework where employee attendance is required by the Division/Department Director. Time spent in optional training programs shall not qualify for shift differential pay. If authorized overtime occurs in conjunction with the regular workday, the shift differential, if applicable, shall be paid for each hour of overtime worked as follows. If shift differential pay is applicable, and overtime occurs, the shift differential pay shall be added to the base hourly rate prior to computing the overtime rate. Shift differential pay will be paid on a bi-weekly basis and will not be cumulative under any circumstance. E. Due to requirements to meet minimum staffing levels in the 24-hour a day operations of the Northwest Regional Emergency Command Center (NRECC), shift differential shall apply to Communications Supervisors regularly assigned to first shift or an administrative shift only for those hours worked between 6:45 p.m. and 6:45 a.m. SECTION 16. ON DUTY PAY All full time non-exempt permanent employees may receive On Duty pay when placed into this status outside of their normal work hours pursuant to an Administrative Order issued by the City Manager or designee. The intent of this status/pay is to ensure responsiveness in the event of an emergency requiring the call in of employees outside of normal work hours. This Page 22 status shall end when the employee is actually engaged in work at which time the appropriate pay status will go into effect. The rate of pay when in an On Duty status shall be $1.05 per hour. SECTION 17. COMPENSATION AND BENEFITS ELIGIBILITY CHART The following chart is provided for quick reference when trying to determine compensation and benefits eligibility for the various workforce categories. This chart is not intended to replace the language contained in this ordinance and the applicable section should be referenced and read for further guidance. COMPENSATION/BENEFITS ELIGIBILITY CHART EMPLOYEE CATEGORY BENEFIT & SECTION OF COMPENSATION PLAN Full Time Permanent Part Time Permanent Non-Permanent (Temporary & Seasonal) Interns Instant Bonus (Section 4) Yes Yes Yes No Paid Holidays (Section 5) Yes Yes No No Personal Leave (Section 6) Yes Prorated No No Sick Leave (Section 7) Yes Prorated No No Bereavement Leave (Section 8) Yes No No No Vacation Leave (Section 9) Yes No No No Longevity Pay (Section 10) Yes No No No Medical, Dental, Vision, Life Insurance (Section 11) Yes No No No Tuition Reimbursement (Section 12) Yes No No No Overtime / Compensatory Time (Non-Exempt Only) (Section 14) Yes Yes Yes Yes Double Time Eligibility (Non-Exempt Only) (Section 14) Yes No No No Shift Differential (Non-Exempt Only) (Section 15) Yes No No No