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Ordinance 015-17RECORD OF ORDINANCES Dayton Legal Blank, Inc. Ordinance No. 15-17 Passed Form No. 30043 . zo AN ORDINANCE UPDATING THE NON -UNION COMPENSATION PLAN FOR THE CITY OF DUBLIN AND REPEALING ORDINANCE NO. 73 -06 ( "COMPENSATION PLAN ") AND ALL AMENDMENTS THERETO (ORDINANCES 21 -07, 88-07,69-08f 97 -08, 84 -09, 23-10,49-10f 74 -12, 18 -12, 56 -13, 99 -13, 24 -14, 46 -14, 02 -15, 24 -15, 31 -15, 82 -15, 19 -16, 51 -16, 03 -17)0 WHEREAS, the City of Dublin has engaged the services of a professional consultant to perform a Classification & Compensation Study for the City of Dublin; and WHEREAS, Council has determined, after the completion of the Classification & Compensation Study, that an update to the compensation system should be implemented for non -union personnel of the City; and WHEREAS, Council has determined that the current compensation system requires revision and updates to maintain the City of Dublin's competitive position in the labor market, thus aiding in the recruitment and retention of a talented, achievement - oriented workforce; and WHEREAS, Council has determined that the compensation plan requires revision to remain compliant with recent changes to Federal and /or State law, policy and court rulings; and WHEREAS, Council desires that the City of Dublin remain an "Employer of Choice" in the Central Ohio region; and WHEREAS, Council has determined that certain other items within the "Compensation Plan" should be amended; and WHEREAS, Council has determined that it is beneficial to repeal Ordinance No. y3 -06, and any amendments thereto, for the purpose of consolidating all effective provisions regarding compensation into a single piece of legislation referred to as the "Compensation Plan." NOW, TH EFORE, BE IT ORDAINED by the Council of the City of Dublin, State of Ohio, !of the elected members concurring that: SECTIOV`' 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, grouped by major office, department, subordinate divisions in which they primarily would appear or categorically by function, as appropriate, covered by this Compensation Plan. 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. Dayton Legal Blank, Inc. Ordinance No. 15 -17 RECORD OF ORDINANCES Form No. 30043 Page 2 of 24 Passed . 20 CITY COUNCIL Classification Pay Grade Deputy Clerk of Council 5.1 OFFICE OF THE CITY MANAGER Classification Pay Grade City Manager 1.0 Assistant City Manager 2.0 Director Strategic Initiatives /Special Projects 2.0 Senior Project Manager 3.3 Management Assistant 4.3 Criminal Justice Classification Pay Grade Court Administrator 4.1 Diversion Officer 5.1 Court Clerk 5.2 Records Management Tech 5.3 Division of Community Relations Classification Pay Grade Director of Community Relations 3.1 Web Administrator 4.1 Public Affairs Officer 4.1 Senior Public Information Officer 4.2 Web Developer 4.3 Public Information Officer 4.3 Division of Human Resources Classification Pay Grade Director of Human Resources 3.1 Human Resource Manager 3.3 Safety Administrator /Risk Manager 4.1 Benefits Administrator 4.1 Talent Development and Training Manager 4.1 Human Resource Business Partner 4.3 Human Resource Coordinator 5.1 Wellness and Benefits Coordinator 5.1 Risk Management Assistant 5.2 Human Resource Assistant 5.3 Dayton Legal Blank, Inc. Ordinance No. 15-1% RECORD OF ORDINANCES Form No. 30043 Page 3 of 24 Passed .20 DEPARTMENT OF PUBLIC WORKS Office of the Director of Public Works Classification Pay Grade Director of Public Works 2.0 Infrastructure Asset Management Engineer 3.3 Engineering Technician I 5.1 Engineering Project Inspector I 5.1 Contract and Procurement Coordinator 5.1 Division of Engineering Classification Pay Grade Director of Engineering 3.1 Engineering Manager 3.3 Senior Civil Engineer 4.1 Civil Engineer II 4.2 Engineering Technician II 4.3 Civil Engineer I 4.3 Engineering Technician I 5.1 Engineering Project Inspector 5.1 Electrical Worker 5.3 Division of Streets & Utilities Operations Classification Pay Grade Director of Streets & Utilities Operations 3.2 Operations Administrator 4.2 Maintenance Crew Supervisor 5.1 Division of Facilities Management Classification Pay Grade Facilities Manager 3.3 Operations Administrator 4.2 Facilities System Specialist 4.3 Maintenance Crew Supervisor 5.1 Division of Fleet Management Classification Pay Grade Fleet Manager 3.3 Fleet Administrator 4.2 Dayton Legal Blank, Inc. Ordinance No. 15 -17 RECORD OF ORDINANCES Form No. 30043 Page 4 of 24 Passed , 20 DEPARTMENT OF PARKS & RECREATION Parks & Recreation Classification Title Pay Grade Director of Parks and Recreation 2.0 Landscape Architect 4.1 Division of Parks Operations Classification Pay Grade Director of Park Operations 3.2 Operations Administrator 4.2 City Horticulturist 4.3 City Forester 4.3 Nature Education Coordinator 5.1 Public Arts Specialist 5.2 Contract Specialist 5.2 Assistant Horticulturist 5.2 Assistant Forester 5.2 Recreation Services Classification Pay Grade Director of Recreation Services 3.2 Recreation Services Administrator 4.2 Membership Services Supervisor 5.1 Recreation Program Supervisor 5.1 Recreation Operations Supervisor 5.1 Theater Supervisor 5.1 Recreation Program Coordinator 5.2 Adaptive Recreation Coordinator 5.2 Recreation Operations Specialist 5.2 Division of Events Administration Classification Pay Grade Events Manager 3.3 Events Administrator 4.2 Events Coordinator 5.2 Events Assistant 5.3 Volunteer Resources Classification Pay Grade Volunteer Administrator 4.2 Dayton Legal Blank, Inc. Ordinance No. 15 -17 RECORD OF ORDINANCES Form No. 30043 Page 5of24 Passed , 20 DEPARTMENT OF DEVELOPMENT Development Classification Pay Grade Director of Development 2.0 Division of Economic Development Classification Pay Grade Director of Economic Development 3.2 Economic Development Administrator 4.2 Division of Building Standards Classification Pay Grade Director of Building Standards 3.2 Commercial Plans Examiner 4.2 Senior Building Inspector 4.2 Building Inspector 4.3 Electrical Inspector 4.3 Review Service Analyst 4.3 Residential Plans Examiner 4.3 Development Review Specialist II 5.1 Development Review Specialist I 5.2 Division of Planning Classification Pay Grade Director of Planning 3.1 Planning Manager 3.3 Senior Planner 4.1 Planner II 4.2 Planner I 4.3 Planning Technician 5.1 Code Enforcement Supervisor 5.1 Zoning Inspector 5.2 Code Enforcement Officer 5.2 Landscape Inspector 5.2 RECORD OF ORDINANCES Dayton Legal Blank, Inc. Form No. 30043 15 -17 Page 6 ®f 24 Ordinance No. Passed .20 POLICE DEPARTMENT Classification Pay Grade Chief of Police 2.0 Technical Services Bureau Commander 3.1 Police Lieutenant 3.1 Communications Manager 4.1 Accreditation Manager 4.1 Emergency Management Coordinator /Law Enforcement Planner 4.2 Communications Supervisor 4.2 Police Property Technician 5.2 Court Liaison 5.2 DEPARTMENT OF FINANCE Finance /Accounting /Procurement Classification Pay Grade Director of Finance 2.0 Director of Taxation 3.2 Deputy Director of Finance 3.2 Budget Manager 3.3 Chief Accountant 3.3 Tax Manager 3.3 Financial Analyst 4.2 Accountant 4.3 Payroll Specialist 4.3 Accounting Specialist 5.2 Accounting Assistant 5.3 Procurement Assistant 6.1 Dayton Legal Blank, Inc. Ordinance No. 15 -17 RECORD OF ORDINANCES Passed Page V of 24 DEPARTMENT OF INFORMATION TECHNOLOGY Classification Pay Grade Chief Information Officer 2.0 Information Technology Manager 3.3 Network Operations Manager 3.3 GIS Administrator 4.1 Information Technology Project Leader 4.1 Network Administrator 4.2 Network Engineer 4.2 Support Services Administrator 4.1 Software Application Specialist 4.3 Senior GIS Analyst 4.3 Senior Support Services Analyst 4.3 GIS Analyst 5.1 Support Services Analyst 5.1 Form No. 30043 _,20. ADMINISTRATIVE SUPPORT STAFF (Authorized throughout City in accordance with Annual Operating_ Budget1 Classification Pay Grade Executive Administrative Support Professional 4.3 Administrative Support III 5.1 Administrative Support II 5.2 Administrative Support I 6.1 Dayton Legal Blank, Inc. 15 -17 Ordinance No. RECORD OF ORDINANCES Form No. 30043 Page 8of24 Passed _ .20 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 M ��k a et Target Premium 1 $141,200 - $169,500 $169,500 - $207,100 $207,100 - $244,800 2 $110,600 - $132,700 $1.32,700 m $162,100 $162,100 - $191,600 3.1 $ 91,400 - $109,700 $109,700 - $134,100 $134,100 - $158, 500 3.2 $ 84, 200 - $101,000 $101,000 - $123,400 $123,400 - $145,900 3.3 $ 78,100 - $ 93,700 $ 93,700 - $114,500 $114,500 - $ 135,300 4.1 $ 70,400 - $ 84,400 .$ 84,400 - $103,200 $103,200 - $117,300 4.2 $ 61,200 - $ 73,400 $ 73,400 - $ 89,800 $ 89,800 - $102,000 4.3 $ 53,600 - $ 64,400 $ 64,400 $ 78,700 $ 78,700 - $ 89,400 5.1 $ 47, 500 - $ 57, 000 $ 57, 000 - $ 69,600 $ 69, 600 - $ 79,100 5.2 $ 41,900 - $ 50,200 $ 50,200 - $ 61,400 $ 61,400 - $ 69,800 5.3 $ 37,700 - $ 45,200 $ 45,200 - $ 55,200 $ 55,200 - $ 62,800 6.1 $ 33,700 - $ 40,400 $ 40,400 - $ 49,400 $ 49,400 - $ 53,900 6.2 $ 30,500 - $ 36,600 $36,600 - $ 44,800 $44,800 - $ 481800 6.3 $ 28,100 - $ 33,800 $ 33,800 - $ 41,300 $41,300 - $ 45,000 C. The "Market ", "Target ", and "Premium" range segments designated in the pay grade & range structure shall be defined as follows: "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. "Tar et" - 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. 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 his /her 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, more frequent pay Dayton Legal Blank, Inc. Ordinance No. 15 -17 RECORD OF ORDINANCES Form No. 30043 Page 9 of 24 Passed � 20 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 his /her "target" segment, the employee shall no longer be eligible for pay adjustments unless he /she is 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, 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 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 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 shall determine competitive, equitable compensation rates for Seasonal, Temporary, or other such casual employees of the City. J. The City Manager is hereby authorized to establish " "Job Families" where appropriate for the job classifications listed in Section 2, paragraph A. Dayton Legal Blank, Inc. 15 -17 Ordinance No. RECORD OF ORDINANCES Form No. 30043 Page 10 of 24 Passed , 20 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 $11,250 Vice Mayor $12,250 SECTION 4. INSTANT BONUS PROGRAM Mayor $15,750 A. All employees serving in Full -time permanent, Part -time permanent, Seasonal, Temporary, and Intermittent positions 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 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; however, the typical bonus will be in the area of $250.00. 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. 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 division director should not inform the employee of the bonus until it is approved by the department director and City Manager. 7. To be eligible for a bonus, the employee must demonstrate a clearly 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. RECORD OF ORDINANCES Dayton Legal Blank, Inc. Form No. 30043 15 -17 Page 11 of 24 Ordinance No. Passed , ?0 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 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 receive eight (8) hour of compensatory time at the straight time rate, provided such employee was not absent without authorized leave on either the workday before or after 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 compensatory time. 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. 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. F. 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. Dayton Legal Blank, Inc. 15 -17 Ordinance No. RECORD OF ORDINANCES SECTION 6, PERSONAL LEAVE Form No. 30043 Page 12 of 24 Passed . 20 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. (An employee on an approved disability leave receiving 70% of his /her 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: RECORD OF ORDINANCES Davton Legal Blank. Inc. Form No. 30043 15 -17 Page 13 of 24 Ordinance No. Passed , 2( Timeframe Appointed Personal Leave Allocat January 1 through June 30 16 Hours (2 days) June 30 through November 30 8 Hours (1 (lay) December 1 or later None Personal Leave shall be used within the same payroll calendar year it is allocated and shall not be carried over to the next payroll calendar, SECTION 7, SICK LEAVE A. All employees serving in Full -Time Permanent positions shall be entitlE Leave with pay for those reasons listed in Section 33.47 of the Dublir Ordinances. 03 Any employee of the City, other than an elective officer, who has ar 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 his /her 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, must first use Sick Leave accrued with the City of Dublin prior to using his /her transferred balance. In addition, after January 1, 2007, any newly hired employee's transferred Sick Leave 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, dick 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 he /she is 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 his /her 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, he /she 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 in relation to the average number of hours the employee works per week. 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, in good standing (employee's separation must not be for ""just cause "), shall be entitled to convert a portion of his /her 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 rage of pay at separation multiplied by one -third (1/3) of the total number of accrued unused Sick Leave hours up to a maximum payment for 700 hours. Dayton Legal Blank, Inc. 15 -17 RECORD OF ORDINANCES Ordinance No. Passed G. Sick leave shall accrue without limitation. Form No. 30043 Page 14 of 24 20 H. At the end of each payroll calendar year, an employee may choose to convert a portion of his /her accrued but unused Sick Leave to a cash payment, subject to all of the following conditions: 1. The employee must have 40 hours or less of Sick Leave usage for the past 12 months as of the end of the first pay period in December (FMLA protected leave exempted); 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 his /her responsibility to provide notification to the Department of Finance in the prescribed manner, indicating the number of hours he /she wishes 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 his /her authorized, assigned job duties, his /her surviving spouse, or secondarily, his /her 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 the death of a family member's: 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, 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: RECORD OF ORDINANCES Dayton Legal Blank, Inc. Form No. 30043 15 -17 Page 15 of 24 Ordinance No. Passed , 20, Completed Years of Public Service 0 up to 1 Year 1 up to 4 Years 4 up to 9 Years 9 up to 15 Years 15 up to 20 Years 20 Years or more Accrued Vacation F==lours per Year 40 Hours 108 Hours 142 Hours 182 Hours 208 Hours 246 Hours B. An employee who has prior public service with any state government or any political subdivision thereof, may receive credit for his /her prior service with these employers for the purpose of computing the amount of his /her vacation leave with the City of Dublin, if the nature of said service is relevant to the nature of his /her service with the City of Dublin. The employee must notify the City within 30 days of hire and provide documented goof of prior public service within 90 days of hire with the City of Dublin. C. Anew employee of the City with less than one (1) year of prior public service as identified under Section 8 B above, shall not, within the first six (6) months of his /her employment with the City, use vacation leave and, during the remaining six (6) of his /her first year of employment, said employee shall be entitled to use up to a maximum of 40 hours of vacation leave. D. Anew employes of the City with more than one (1) year of prior public service as identified under Section 8 B above, shall be entitled to use vacation leave after the mid -point of his /her probationary period. E. An employee shall not earn his /her full Vacation Leave accrual in a given pay period unless he /she is 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, he /she 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 his /her 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. F. Procedures governing the use and approval of vacation leave are contained within Section 33.46 of the Dublin Codified Ordinances. G. 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 he /she was on an approved disability leave, the City Manager may allow such employee to carry over more Vacation Leave than the maximum normally allowable. Such authorization shall be obtained from the City Manager in the advance of any such carry over. H. Upon separation or termination of employment, 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: RECORD OF ORDINANCES Dayton Legal Blank, Inc. Ordinance No. 15 -17 Passed Form No. 30043 Page 16 of 24 20 1. Employees at the Executive level, as identified in Section 14 C of this ordinance under the "Executive" heading, 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 Executive 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 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 those at the Executive Level, fail to use a minimum of 40 hours of Vacation Leave prior to the end of the payroll calendar year, he /she 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 his /her responsibility provide notification to the Department of Finance in the prescribed manner, indicating the number of hours he /she wishes to convert to cash, by the due date established by the City. The cash conversion shall be paid to the employee on the scheduled pay date at the conclusion of the last pay period in the payroll calendar year. I. If a non - exempt employee is ordered to work while on approved vacation leave, he /she shall be paid the rate of double -time, with a minimum guarantee of four (4) hours pay for each such call in. J. Vacation leave may be taken in minimum multiples of one - quarter hour. K. The City shall determine the method of crediting vacation leave. L. 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: Competed, Consecutive Years of Service in Fu I I -Tome Permanent Positions with the City of Dublin Amount Four 4 through Six 6 Years $950 Seven 7 through Ten 10 Years $1,150 Fleven 11 through Fourteen 14 Years 11450 Fifteen 15 through Nineteen 19 Years $1,700 Twenty 20 or More Years $1,900 RECORD OF ORDINANCES Dayton Legal Blank, Inc. Form No. 30043 15 -17 Page 17 of 24 Ordinance No. _ Passed 20 B. Employees shall become eligible for their longevity payment in the pay period in which the employee's anniversary date of appointment falls. The employee shall actually receive such longevity payment the following pay period and such payment 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, he /she shall forfeit his /her 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, $3,750 — family coverage w/o spouse in 2017 only, $5,000 — Family coverage w/o spouse in 2018 and beyond, $5,000 — family coverage). Each employe has the opportunity to yarn 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 (RBA's). C. Tobacco Use Premium Surcharge. A tobacco use premium surcharge of 15% of the premium equivalent based on the level of single coverage for tobacco use if either the employee or covered spouse uses tobacco. In the event that both the employee and the spouse use tobacco, then a premium surcharge of 15% of the premium equivalent based the level of single coverage shall be separately applied to both the employee and the spouse. The employee and /or spouse may make a request for an alternative standard during open enrollment and the City will work with an employee (and, if they wish, the employee's doctor) to earn the same reward by different means. This tobacco use premium will be waived for the tobacco user if the tobacco user successfully participates in an alternative standard as prescribed under the City's "Healthy by Choice" program. If coverage is elected and an alternative standard is not requested and completed, then the premium surcharge for tobacco use will be charged through payroll deduction evenly over the year. D. In 2017, The City's annual HSA contribution for each participating employee shall be: Participation - Based Single Coverage: $1,125 Family Coverage w/o Spouse: $1,125 Family Coverage: $2,250 Dayton Legal Blank, Inc. Ordinance No. 15 -17 RECORD OF ORDINANCES Form No. 30043 Page 18 of 24 Passed .20 Results — Based $150 per health factor per employee and per spouse for blood pressure, cholesterol, and tobacco free status. $300 per health factor per employee and per spouse for BMI /Waist Circumference Both the employee and covered spouse must enroll in and meet the requirements of the City's health management program (, "Healthy by Choice Plus', to qualify for the annual contribution based on family coverage. An employee who has a spouse also employed by the City has two options: (1) elect one family coverage plan through either the employee or spouse's position, or (2) or both elect single coverage. If either employee or spouse has dependent children, they must elect the first option. Note: In 2017 only, those employees who have Family Coverage and no spouse on the plan will receive an additional HSA /HRA contribution of $937.50 that is not in any way tied to the wellness program E. 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 These premiums can be waived depending on the employee's and spouse's, 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. F. 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 RECORD OF ORDINANCES Dayton Legal Blank, Inc. Form No. 30043 15 -17 Page 19 of 24 Ordinance No. _ Passed , 20 as of December 31s' of each year, with a minimum coverage level of $50,000 and a maximum coverage level of $150,000.00. G. 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. SECTION 12. TUITION REIMBURSEMENT A. All employees serving in Full -Time Permanent positions shall be eligible to participate in the City' Tuition Reimbursement Program. Under this program, each employee shall be eligible for a maximum of Three Thousand Dollars ($3,000) 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. 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 make application for approval of the course work at least fifteen (15) (lays prior to commencement of the course of shady. 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 will issue a written decision on the employee's appeal within five (5) 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 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 RECORD OF ORDINANCES Davton Legal Blank, Inc. Form No. 30043 15 -17 Page 20 of 24 Ordinance No. _ Passed 20 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, he /she 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, he /she shall pay 50% of the reimbursement back to the City. Should an employee have a tuition reimbursement payback obligation to the City, such obligation must be satisfied within one (1) year of the employee's separation date. 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 his /her 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 shall have the discretion to award such retroactivity. Upon the determination to award a temporary pay supplement, a percentage rate increase shall be awarded in an amount; not to exceed the normal pay adjustment percentage established for the year in which the need for the temporary pay supplement occurs, unless unusual circumstances exist to justify a higher rate of pay. Any exception for unusual circumstances must be supported by substantial written justification. 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, 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 based on five (5) consecutive eight (8) hour workdays who work or are in paid status in excess of eight (8) hours on any workday, shall be compensated at the rate of time - and - one -half the nonexempt employee's regular hourly rate of pay for each overtime hour worked. B. Non - Exempt employees who are on an approved Alternative Work Schedule, pursuant to an Administrative Order issued and controlled by the City Manager in keeping with Section 33.44 of the Dublin Codified Ordinances, who work or are in a paid status in excess of their normally approved work hours for that workday, usually nine (9) or ten (10) hours, shall be compensated at the rate of time - and - one -half the non - exempt employee's regular hourly rate of pay for each overtime hour worked. Dayton Legal Blank, Inc. Ordinance No. RECORD OF ORDINANCES Form No. 30043 15 -17 Page 21 of 24 Passed , 20, C. In accordance with the governing provisions of the Fair Labor Standards Act (F.L.S.A.), the following job classifications have been designated as Exem t under one of the following exemption categories, and the employees serving in these classifications do not receive overtime compensation or formal compensatory time: Executive Administrative City Manager Accreditation Manager Assistant City Manager Accountant Director of Community Relations Adaptive Recreation Coordinator Director of Human Resources Budget Manager Benefits Administrator Director of Finance City Forester Deputy Director of Finance City Horticulturist Director of Taxation Chief Accountant Code Enforcement Supervisor Chief of Police Communications Manager Police Lieutenant Court Administrator Tech Service Bureau Commander Economic Development Administrator Director of Development Economic Development Manager Director of Econ. Dev. Emergency Mgt. Coord. /Law Enf. Director of Building Standards Planner Director of Planning Engineering Manager Event Administrator Director of Public Works Event Coordinator Director of Engineering Event Manager Director of Streets & Utilities Operations Facilities Manager Financial Analyst Chief Information Officer Fleet Administrator Fleet Manager Director of Parks and Recreation GIS Administrator Director of Parks Operations Human Resource Manager Director of Recreation Services Human Resource Business Partner Human Resource Coordinator Director of Strategic Initiatives /Special Projects Landscape Architect Management Assistant Membership Services Supervisor Nature Education Coordinator Operations Administrator Payroll Specialist Planner I Planner II Planning Manager Public Information Officer Public Affairs Officer Recreation Operations Supervisor Recreation Program Coordinator Recreation Program Supervisor Recreation Services Administrator Safety Administrator /Risk Manager Senior Planner Senior Project Manager Senior Public Information Officer Support Services Administrator Tax Manager Theater Supervisor Talent Development and Training Manager Tax Manager Volunteer Administrator Website Administrator Website Developer Wellness and Benefits Coordinator Dayton Legal Blank, Inc. Ordinance No. 15 -11 Y RECORD OF ORDINANCES Passed Fnrm Nn '10(U l Recreational Professional & Computer- ReOated Seasonal Recreation Staff Civil Engineer I Civil Engineer II Commercial Plans Examiner Information Technology Manager Information Technology Project Leader Infrastructure Asset Management Engineer Network Administrator Network Engineer Network Operations Manager Senior Civil Engineer Software Application Specialist Support Services Administrator In accordance with the governing provisions of the Fair Labor Standards Act (F.L.S.A.), the following job classifications have been designated as Non - Exempt and the employees serving in these classifications are entitled to overtime compensation or formal compensatory time: Accounting Assistant Accounting specialist Administrative Support I Administrative Support II Administrative Support III Assistant Forester Assistant Horticulturist Building Inspector Code Enforcement Officer Communications Supervisor Contract and Procurement Coordinator Contract Specialist Court Clerk Court Liaison Crew Supervisor Deputy Clerk of Council Development Review Specialist I Development Specialist II Diversion Officer Electrical Inspector Electrical Worker Engineering Technician I Engineering Technician II Engineering Project Inspector Events Assistant Executive Administrative Support Professional Facilities Systems Specialist GIS Analyst Landscape Inspector Planning Technician Police Property Technician Procurement Assistant Pudic Art Specialist Records Management Technician Recreation operations Specialist Residential Plans Examiner Review Services Analyst Risk Management Assistant Senior Building Inspector Senior GIS Analyst Support Services Analyst Zoning Inspector D. Pursuant to the Fair Labor Standards Act, 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 that employee so desires. Each non - exempt employee may accumulate a maximum compensatory time bank of 240 hours. 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 RECORD OF ORDINANCES Dayton Legal Blank, Inc. Form No. 30043 Ordinance No. _ Passed Page 23 of 24 , 20 time in his /her compensatory time bank, he /she shall be permitted 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 his /her responsibility to forward a memorandum to the Department of Finance specifying the number of hours he /she wishes to convert to cash, prior to the end of the payroll year. The cash conversion shall then be paid in a lump sum in the employee's regular payroll deposit, which shall be forwarded to the employee on the scheduled pay date at the conclusion of the first pay period in the new year. The payroll deposit in which this conversion payment is included shall be taxed at the employee's existing W -4 rate. E. 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. F. 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. G. When a non - exempt employee is required 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 (1 -1/2) 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. 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. H. 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. I. 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 as indicated below at a rate of $1.10 per hour with the exception of hours in paid status while on approved leave. B. For employees, to include crew and communications supervisors, regularly Davton Leal Blank. Inc. Ordinance No. 15 -17 RECORD OF ORDINANCES Form No. 30043 Page 24 of 24 Passed .20 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. 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, to include crew and communications supervisors, 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. SECTION 16. ON DUTY PAY All employees serving in a Crew supervisor position in the Departments of Public Works and /or Parks &Recreation 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. The intent of this status /pay is to ensure responsiveness in the event of an emergency requiring the call in of maintenance workers outside of normal work hours. This status shall end when a Crew Supervisor 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. This ordinance shat I be effective 30 days from the day of passage by Council. P� sed this � day, of , 2017. Mayor — Presidi�'� Offices ATTEST: Clerk of Council Office of the Clt-yr Manager T 5200 Emerald Parkway* Dublin, 01143017-1090 Cl*:-y- of D u-.b'1,1*,n Phone: 614-410-4400 * Fax: 614-410-4490 Members of Dublin City Council Dana L. McDaniel, City Mana;t Date: February 23,, 2017 Ini"U"ated By: Homer C. Rogers,, Jr., Director of Human Resources [�M ,!Ie: Ordinance 15-17 — Replacing the Non-Union Compensation Plan (Ordinance 73-06) In 2006,, Ordinance 73-06, the Non-Union Compensation Plan, was passed by Council replacing Ordinance 98-96,, which consolidated it with its then twenty-one (21) subsequent amendments. Since that time, Ordinance 73-06 has been amended an additional twenty (20) times without a consolidation of the amendments being produced. Attached for your consideration is Ordinance No. 15-17 replacing Ordinance No. 73-06 ("'Compensation Plan" for non-union personnel). Adoption of this ordinance will accomplish the following objectives: a Consolidate all amendments made to the Compensation Plan since 2006. Incorporate updates to the compensation plan not only in terms of updating the pay tabltz and classification of positions, but in terms of policy and associated procedures. Ensure the compensation plan is in compliance with current Federal and State law and governmental policies. The following highlights specific changes made to each section of the Compensation Plan. NOTE: These highlights are presented in order of how they appeared in the former ordinance (Ord 73-06). The resulting replacement ordinance (Ord 15-17) is sequenced as identified in the following highlights. Memo re. Ord. 15-17— Replacing Ordinance 73-06, Non-Union Compensation Plan February 23, 2017 Page 2 of 7 H ea d n _q Added a "Whereas" statement regarding compliance with recent change Federal/State law. Policy and court rulings. All other changes are administrative in nature. This section was previously deleted. All subsequent sections will be renumbered accordinglA It is proposed to eliminate this entire section, as it refers to a car allowance to Directors that is no longer offered. Subsequent sections will be renumbered accordingly. It is proposed to eliminate this entire section, as it refers to a "one time only" lump sum bonus for all employees that was paid in 2006. The City does not offer this as a form of compensation any longer. Subsequent sections will be renumbered accordingly. Memo re. Ord. 15-17— Replacing Ordinance 73-06, Non-Union Compensation Plan February 23, 2017 Page 3 of 7 It is proposed to eliminate this entire section, as it refers to a "one time only" minimum pay increase as part of moving to a new compensation system. Subsequent sections will be renumbered accordingly. No change other than renumbering to Section 3. In addition to renumbering to Section 5: 6j* 7Z En adon to renumbering to Section 6: Subsectl'on A - The proposed change recognizes the fact that the City has an automated time keeping system that accommodates the submission of time off requests and eliminates the need for a form. Subsecti"on E — It is proposed to allow those who are serving on Part-Time Permanent positions to earn Personal Leave on a proportional rate to the average hours worked per week over the course of the previous 12 months as of the end of the payroll calendar year. Currently, employees in this work force segment only earn 16 hours of Personal Leave, regardless of average hours actually worked. This means that an employee who averages 30 hours per week only gets Memo re. Ord. 15-17— Replacing Ordinance 73-06, Non-Union Compensation Plan February 23, 2017 Page 4 of 7 16 hours of Personal Leave per year, while Full time employees earn 40 hours per year. Allowingi, proportional rate for part-time employees would increase consistency versus the full-time staff in how Personal Leave is earned. .Sgctl*on 11. Sick Leave In addition to renumbering to Section 7,-,- Subsection B — Inserted a date of January 1,, 2007 in a couple places in order to preserve the effective date of the paragraph. Subsection H — The proposed change clarifies language to allow the Department of Finance to control and adjust the procedures for converting sick leave to cash. Further, it establishes that an employee must be currently active to receive sick leave conversion under this subsection. In addition to renumbering to Section 8: In addition to renumbering to Section 9: Subsection proposed to revise the table prescribing vacation accrual rates to more accurately reflect how vacation time is actually accrued in the City of Dublin. This will not change how the City has historically and currently credits Vacation time accruals. Subsection B — This proposal requires new City of Dublin employees to provide notice of prior public service within 30 days and then provide documentation thereof within 90 days of becoming employed with the City. There have been instances of employees waiting several years before Memo re. Ord. 15-17— Replacing Ordinance 73-06, Non-Union Compensation Plan February 23, 2017 Page 5 of 7 disclosing this information and then requesting retroactive adjustments. The Human Resources Department is also including this verification in their onboarding of new employees. Subsection H,,a,, — This change specifically defines employees and the "'Executive Level" who are permitted to convert up to 160 hours of unused vacation leave to cash at the end of each payroll year. Subsection Hc. — It is proposed to eliminate employees at the "Executive level" from this constraint blocking the conversion of vacation hours if the employee falls to use at least 40 hour of vacation time during payroll calendar year. Those at the Executive level have higher expectations for availability and may not be able to use a minimum of 40 hours of vacation in a tiven year. Subsection H — The proposed change clarifies language to allow the Department of Financ to control and adjust the procedures for converting vacation time to cash. I This section was previously deleted. All subsequent sections will be renumbered accordingly. In addition to renumbering to Section 10,: Subsection proposed to revise the table increasing the amounts for Longevity Pay, This will make the rate for non-union employees consistent with unionized employees who fall under the United Steelworker current collective bargaining agreement. The total financial imp ac across the entire City is $55,.000 including what was previously agreed to under the new United Steelworkers contract. This cost was anticipated in the 2017 Operating Budget. I Eel MiNVI; In addition to renumbering to Section 11: Suffisection C — It is proposed to add this language to establish how Tobacco Use Premium surcharge is determined and charged. Memo re. Ord. 05-17— Replacing the Compensation Plan February 23, 2017 Page 6 of 7 Subsection C — It is proposed to add thi's language to establish how Tobacco Use Premium surcharge is determined and charged. Subsection G — It is proposed to add language ensuring Short Term Disability will run concurrent to the provisions and entitlement made available under the Family Medical Leave (FMLA) 19 No changes other than renumb ring to Section 12, t fl,"ja No changes other than renumbering to Section 13: In addition to renumbering to Section 15: Memo re. Ord. 15-17— Replacing Ordinance 73-06, Non-Union Compensation Plan February 23, 2017 Page 7 of 7 5, Staff recommends adoption of Ordinance 15-17 repealing and replacing Ordinance 73-06 and all subsequent amendments. Exhibit A — Redline Version of Proposed Ordinance 15-17 highlighting all currently proposed updates EXHIBIT A (Redline of proposed Replacement of Ordinance 73 -06) X615 -17 AN ORDINANCE UPDATING"^^ ^TING " NEW THE NON -UNION COMPENSATION PLAN FOR THE CITY OF DUBLIN AND REPEALING ORDINANCE NO. 98 9673 -06 ( "COMPENSATION PLAN") AND ALL AMENDMENTS THERETO , 9{r, 21- 07,88- 07,69 -08, 97- 08,84- 09,23- 10,49- 10,74- 12,18- 12,56- 13,99 - 13,24 - 14,46 -14,2- 15,24- 15,31- 15,82- 15,19 -16, 51- 16, 03 -17). WHEREAS, the City of Dublin has engaged the services of a professional consultant to perform a Classification & Compensation Study for the City of Dublin; and WHEREAS, Council has determined, after the completion of the Classification & Compensation Study, that an upgate to the i9ew compensation system should be implemented for non -union personnel of the City; and WHEREAS, Council has determined that the ±?ew current compensation system requires revision and updates to maintain epkeigee the City of Dublin's competitive position in the labor market, thus aiding in the recruitment and retention of a talented, achievement - oriented workforce; and WHEREAS, Council has determined that the compensation plan requires revision to remain compliant with recent changes to Federal and /or State law, policy and rulings; and WHEREAS, Council desires that the City of Dublin remain an "Employer of Choice" in the Central Ohio region; and WHEREAS, Council has determined that certain other items within the "Compensation Plan" should be amended; and WHEREAS, Council has determined that it is beneficial to repeal Ordinance No. 9673-06, and any amendments thereto, for the purpose of consolidating all effective provisions regarding compensation into a single piece of legislation referred to as the eew "Compensation Plan." NOW, THEREFORE, BE IT ORDAINED By the Council of the City of Dublin, State of Ohio, of the elected members concurring that: 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, grouped by maw, Uffice, Department, Subordinate Divisions in which they primarily would appear or categorically by function, e as appropriate, covered by this Compensation Plan. The specific budget for personnel authorized to occupy each iob classification within each xx -17 Page 2 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. CITY COUNCIL Classification Pay Grade Deputy Clerk of Council 5.1 OFFICE OF THE CITY MANAGER Classification Pay Grade City Manager 1.0 Assistant City Manager 2.0 Director Strategic Initiatives /Special Projects 2.0 Senior Project Manager 3.3 Management Assistant 4.3 Criminal Justice Classification Pay Grade Court Administrator 4.1 Diversion Officer 5.1 Court Clerk 5.2 Records Management Tech 5.3 Division of Community Relations Classification Pay Grade Director of Community Relations 3.1 Web Administrator 4.1 Public Affairs Officer 4.1 Senior Public Information Officer 4.2 Web Developer 4.3 Public Information Officer 4.3 Division of Human Resources Classification Pay Grade Director of Human Resources 3.1 Human Resource Manager 3.3 Safety Administrator /Risk Manager 4.1 Benefits Administrator 4.1 Talent Development and Training Manager 4.1 Human Resource Business Partner 4.3 Human Resource Coordinator 5.1 Wellness and Benefits Coordinator 5.1 xx -17 Risk Management Assistant 5.2 Human Resource Assistant 5.3 DEPARTMENT OF PUBLIC WORKS Office of the Director of Public Works Classification Pay Grade Director of Public Works 2.0 Infrastructure Asset Management Engineer 3.3 Engineering Technician I 5.1 Engineering Project Inspector 5.1 Contract and Procurement Coordinator 5.1 Division of Engineering Classification Pay Grade Director of Engineering 3.1 Engineering Manager 3.3 Senior Civil Engineer 4.1 Civil Engineer II 4.2 Engineering Technician II 4.3 Civil Engineer I 4.3 Engineering Technician I 5.1 Engineering Project Inspector 5.1 Electrical Worker 5.3 Division of Streets & Utilities Operations Classification Pay Grade Director of Streets & Utilities Operations 3.2 Operations Administrator 4.2 Maintenance Crew Supervisor 5.1 Division of Facilities Management Classification Pay Grade Facilities Manager 3.3 Page 3 xx -17 Operations Administrator 4.2 Facilities System Specialist 4.3 Maintenance Crew Supervisor 5.1 Division of Fleet Management Classification Pay Grade Fleet Manager 3.3 Fleet Administrator 4.2 DEPARTMENT OF PARKS & RECREATION Parks & Recreation Classification Title Pay Grade Director of Parks and Recreation 2.0 Landscape Architect 4.1 Division of Parks Operations Classification Pay Grade Director of Park Operations 3.2 Operations Administrator 4.2 City Horticulturist 4.3 City Forester 4.3 Nature Education Coordinator 5.1 Public Arts Specialist 5.2 Contract Specialist 5.2 Assistant Horticulturist 5.2 Assistant Forester 5.2 Recreation Services Classification Pay Grade Director of Recreation Services 3.2 Recreation Services Administrator 4.2 Membership Services Supervisor 5.1 Recreation Program Supervisor 5.1 Recreation Operations Supervisor 5.1 Theater Supervisor 5.1 Recreation Program Coordinator 5.2 Adaptive Recreation Coordinator 5.2 Page 4 xx -17 Recreation Operations Specialist 5.2 Division of Events Administration Classification Pay Grade Events Manager 3.3 Events Administrator 4.2 Events Coordinator 5.2 Events Assistant 5.3 Volunteer Resources Classification Pay Grade Volunteer Administrator 4.2 DEPARTMENT OF DEVELOPMENT Development Classification Pay Grade Director of Development 2.0 Division of Economic Development Classification Pay Grade Director of Economic Development 3.2 Economic Development Administrator 4.2 Division of Buildina Standards Classification Pay Grade Director of Building Standards 3.2 Commercial Plans Examiner 4.2 Senior Building Inspector 4.2 Building Inspector 4.3 Electrical Inspector 4.3 Review Service Analyst 4.3 Residential Plans Examiner 4.3 Page 5 xx -17 Page 6 Development Review Specialist II 5.1 Development Review Specialist I 5.2 Division of Planning Classification Pay Grade Director of Planning 3.1 Planning Manager 3.3 Senior Planner 4.1 Planner II 4.2 Planner I 4.3 Planning Technician 5.1 Code Enforcement Supervisor 5.1 Zoning Inspector 5.2 Code Enforcement Officer 5.2 Landscape Inspector 5.2 POLICE DEPARTMENT xx -17 Classification Pay Grade Chief of Police 2.0 Technical Services Bureau Commander 3.1 Police Lieutenant 3.1 Communications Manager 4.1 Accreditation Manager 4.1 Emergency Management Coordinator /Law Enforcement Planner 4.2 Communications Supervisor 4.2 Police Property Technician 5.2 Court Liaison 5.2 DEPARTMENT OF FINANCE Finance /Accounting /Procurement Classification Pay Grade Director of Finance 2.0 Director of Taxation 3.2 Deputy Director of Finance 3.2 Budget Manager 3.3 Chief Accountant 3.3 Tax Manager 3.3 Financial Analyst 4.2 Accountant 4.3 Payroll Specialist 4.3 Accounting Specialist 5.2 Accounting Assistant 5.3 Procurement Assistant 6.1 DEPARTMENT OF INFORMATION TECHNOLOGY Page 7 xx -17 Classification Pay Grade Chief Information Officer 2.0 Information Technology Manager 3.3 Network Operations Manager 3.3 GIS Administrator 4.1 Information Technology Project Leader 4.1 Network Administrator 4.2 Network Engineer 4.2 Support Services Administrator 4.1 Senior GIS Analyst 4.3 Senior Support Services Analyst 4.3 GIS Analyst 5.1 Support Services Analyst 5.1 Page 8 ADMINISTRATIVE SUPPORT (Authorized throuahout City in accordance with Annual Operating Budget) Classification Pay Grade Executive Administrative Support Professional 4.3 Administrative Support III 5.1 Administrative Support II 5.2 Administrative Support I 6.1 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: &rade Market Prey murn xx -17 Page 9 � 1 $1;!4,399 - $155,99 $155,99 - $1S9,699 $1S9,699 - $ 29 99 2 $193,999 - $1;!3,699 $1;!3,699 - $151,999 $151,999 - $1 8;599 34 $ 83,999 - $ 99,599 $ 99,599 - 9g 9g - $113,899 '..-. $ ?996 - $ 9;!,399 $9 399 - $ 999 $ 999 - $133,199 33 $ 89 - $ 86,;Z99 $ 86,;Z99 - 1955,,999 $195,999 44 $ 65,6699 - $Z8 899 $;Z8 899 - $ 96 -399 96,389 - 199,196 421 55,999 - $ 69,699 $ 69,699 - $ 85,999 85,,999 - $ 96,699 43 $ 53 99 - 61,599 $ 63 599 - $ 5,199 &6 - $ 85,199 45,£99 - $ 55,999 $ 55,999 - $ 6;99 6;99 - $Z6 499 5-.2 $ 19,199 - $ 18,599 $ 18,599 - $ 59,399 59,399 - 6;z 999 rK4 $36 89 - $ 11,999 $ 11,999 - $ 53,899 553,899 - $ 61,199 64 $ 33,599 - $ 49,199 $ 49,199 - $ 49,199 49,199 - $ 53,599 63 $39,599 - $36,699 36,66999 - $ 11,899 11,899 - $ 45,899 63 $ 8 96 - $33,899 $33596 - $ 11,399 4 - $ 15,,999 Pay Market Target Premium Grade xx -17 Page 10 1 $141,200 - $169,500 $169,500 - $207,100 $207,100 - $244,800 2 $110,600 - $132,700 $132,700 - $162,100 $162,100 - $191,600 3.1 $ 91,400 - $109,700 $109,700 - $134,100 $134,100 - $158,500 3.2 $ 84,200 - $101,000 $101,000 - $123,400 $123,400 - $145,900 3.3 $ 78,100 - $ 93,700 $ 93,700 - $114,500 $114,500 - $135,300 4.1 $ 70,400 - $ 84,400 $ 84,400 - $103,200 $103,200 - $117,300 4.2 $ 61,200 - $ 73,400 $ 73,400 - $ 89,800 $ 89,800 - $102,000 4.3 $ 53,600 - $ 64,400 $ 64,400 $ 78,700 $ 78,700 - $ 89,400 5.1 $ 47,500 - $ 57,000 $ 57,000 - $ 69,600 $ 69,600 - $ 79,100 5.2 $ 41,900 - $ 50,200 $ 50,200 - $ 61,400 $ 61,400 - $ 69,800 5.3 $ 37,700 - $ 45,200 $ 45,200 - $ 55,200 $ 55,200 - $ 62,800 6.1 $ 33,700 - $ 40,400 $ 40,400 - $ 49,400 $ 49,400 - $ 53,900 6.2 $ 30,500 - $ 36,600 $36,600 - $ 44,800 $ 44,800 - $ 48,800 6.3 $ 28,100 - $ 33,800 $ 33,800 - $ 41,300 $ 41,300 - $ 45,000 C. The "Market ", "Target ", and "Premium" range segments designated in the pay grade & range structure shall be defined as follows: "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. 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 his /her 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, 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 xx -17 Page 11 reaches the maximum of his /her "target" segment, the employee shall no longer be eligible for pay adjustments unless he /she is 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 f :!z== '.fist_'. =- __ eempe-satien pFejeE` teai:ft t: Manac , 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 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 �L_ staff _I___:[:__a:_._ o_ __ .__.___a:_._ ._.._:__a a__.v basis y _.._ ___.. _.___...___._.. __ __--�_..___._.. �._,___ ___...t a Director of Human Resources and the Director of Finance and any adjustment deemed necessary shall be proposed by the City Manager 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 ordinanctgaiguefy 1 ef the fellewing yeaF. 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 shall determine competitive, equitable compensation rates for Seasonal, Temporary, or other such casual employees of the City. J. The City Manager is hereby authorized to establish "Job Families" where appropriate for the job classifications listed in Section 2, paragraph A. • _ _ _ -- _ _ _ILL/ !!_AID !�RA!_1.......-- ---- -- 1 ORION 111901"affift 141,4W • _ _ _ -- _ _ _ILL/ !!_AID !�RA!_1.......-- ---- -- 1 xx -17 Page 12 ..e_e:ye On 2997 This _hell be _ "eme a:.v_ _._I.;i ___......e.__e as _ a.._.__:a:_._ a_ the _f the new .._._ge _a...._a...._ and __.v.__.___a:_._ _.._a_ SECTION - -. 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 48. INSTANT BONUS PROGRAM A. All employees serving in Full -time permanent, Part -time permanent, Seasonal, Temporary, and Intermittent positions shall be eligible for a bonus in accordance with the following terms and conditions: 1. Each Department may give iggepeq-feF 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 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; however, the typical bonus will be in the area of $250.00. 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. 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 itimp benus, Of On 2997. This be "eme tinge sting itimp sting benus shall met be pait ef the eiggpleyee's base eeiggpensatien and shall be a .. toigge eme enly" SECTION - -. 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 48. INSTANT BONUS PROGRAM A. All employees serving in Full -time permanent, Part -time permanent, Seasonal, Temporary, and Intermittent positions shall be eligible for a bonus in accordance with the following terms and conditions: 1. Each Department may give iggepeq-feF 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 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; however, the typical bonus will be in the area of $250.00. 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. 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 itimp benus, Of On 2997. This be "eme tinge sting applieeble) she" a SECTION - -. 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 48. INSTANT BONUS PROGRAM A. All employees serving in Full -time permanent, Part -time permanent, Seasonal, Temporary, and Intermittent positions shall be eligible for a bonus in accordance with the following terms and conditions: 1. Each Department may give iggepeq-feF 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 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; however, the typical bonus will be in the area of $250.00. 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. 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 xx -17 Page 13 operation of the division, the employee may be awarded up to eight (8) hours of paid leave in lieu of a monetary bonus. The FxemetaF 6. The division director should not inform the employee of the bonus until it is approved by the department director and City Manager. 7. To be eligible for a bonus, the employee must demonstrate a clearly 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. theFe will be me adelotmenal feinds available te that department w9til th-e „a ealemdaF yea.. SECTION . 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 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 #era 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 receive eight (8) hour of compensatory time at the straight time rate, provided such employee was not absent without authorized leave on either the workday before or after 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 compensatory time. 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 xx -17 Page 14 Compensatory Time) for all hours worked. „_ --- of the eve FefeFeigeed ...e Fkd_.. _.._h e.v._Ieyee _hell Feeeiye! _ TI RSA January 1 through March 31 I! R —AW�TJ MEN April 1 through June 30 32 Hours (4 days) July 1 through September 30 __a_..., tinge at the _a.._:_ht tinge .._a_. _._J (I) I tinge pay feF all hews weFked; and, 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. GF. 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 648. 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 ..._ _.._h eiggple nee /_ I_..I.. _eheduleJ J_y ff _.._h e.v._Ieyee _hell ..ee� :..�. Fegei a (I) I tinge pay feF all hews weFked; and, 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. GF. 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 648. 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 xx -17 Page 15 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 est ' effiftthe 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. (An employee on an approved disability leave receiving 70% of his /her 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 2 days (16 h......,.) of rf....seig_.I I ea,,,_an amount of Personal Leav< <mdai 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 . 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. Family - -_._b___ f__ the _..______ _f this ___a:__ _I__ :__I..J__ 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 xx -17 Page 16 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 his /her 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 � , whose Sic Leave is transferred from another public employer, must first use Sick Leave accrued with the City of Dublin prior to using his /her transferred balance. In addition after January 1, 2007-- -- a "_d- the date this legislatien legally takes ef€eet, any newly hired employee's transferred Sick Leave 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 he /she is 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 his /her 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, he /she 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 in relation to the average number of hours the employee works per week. 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. 1 -.F. An employee who separates service, in good standing (employee's separation must not be for "just cause'), shall be entitled to convert a portion of his /her 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 up to a maximum payment for 700 hours. FLG. Sick leave shall accrue without limitation. GH. At the end of each payroll calendar year, an employee may choose to convert a portion of his /her accrued but unused Sick Leave to a cash payment, subject to all of the following conditions: 1. The employee must have 40 hours or less of Sick Leave usage for the past 12 months as of the end of the first pay period in December (FMLA protected leave exempted); 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; xx -17 Page 17 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 his /her responsibility to provide notification to the Department of Finance in the prescribed manner, indicating � the number of hours he /she wishes 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 subiect to the provision of Section 7. F., above. +-FI. If an employee is killed while performing his /her authorized, assigned job duties, his /her surviving spouse, or secondarily, his /her 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 mber's: spouse, a---==`-'._ �a4m 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, or any other relative living in the employee's home as specified in Section 33.48 (E) of the Dublin Codified Ordinances. SECTION . VACATION LEAVE A. All employees serving in Full -Time Permanent positions shall accrue Vacation Leave in accordance with the following schedule: Completed Years of Public Service Accrued Vacation Hours per Year 0 up to 1 Year _ 40 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 state government or any political subdivision thereof, may receive credit for his /her prior service with xx -17 Page 18 these employers for the purpose of computing the amount of his /her vacation leave with the City of Dublin, if the nature of said service is relevant to the nature of his /her service 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. A new employee of the City with less than one (1) year of prior public service as identified under Section 8 iLl, paragraph B above, shall not, within the first six (6) months of his /her employment with the City, use vacation leave and, during the remaining six (6) of his /her first year of employment, said employee shall be entitled to use up to a maximum of 40 hours of vacation leave. D. A new employee of the City with more than one (1) year of prior public service as identified under Section 8 4i, paragraph B above, shall be entitled to use vacation leave after the mid -point of his /her probationary period. E. An employee shall not earn his /her full Vacation Leave accrual in a given pay period unless he /she is 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, he /she 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 his /her 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. F. Procedures governing the use and approval of vacation leave are contained within Section 33.46 of the Dublin Codified Ordinances. G. 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 he /she was on an approved disability leave, the City Manager may allow such employee to carry over more Vacation Leave than the maximum normally allowable. Such authorization shall be obtained from the City Manager in the advance of any such carry over. H. Upon separation or termination of employment, 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: a. Employees at the Executive DiFeeteF level, as identified in Section 14. C. under the Executive heading, 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. b. Employees below the Executiv °eDiFeeteF 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 xx -17 Page 19 the conversion 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. c. Should an employee, below the Executive Level, (^!F__`__-!=:• =! eF ` =! ^! =`° !&,,e!) fail to use a minimum of 40 hours of Vacation Leave prior to the end of the payroll calendar year, he /she 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 his /her responsibility provide notification to the Department of Finance in the prescribed manner, indicating the number of hours he /she wishes to convert to cash, by the due date established by the C� a_ [_....: ^�J � .: -!u =_ - __..__a a_ al,_ n___.i.v__a _[ �!_ ^___ ____:[.•:__ al,_ ......v L_.. _f L_...._ L_ /_L_ ...:_L__ a_ __._.._.t a_ ___L .-..:_.. a_ the end _f the L:.._a pay peFied in DeeengbeF. The cash conversion shall therrbe paid to the employee on the scheduled pay date at the conclusion of the last pay period in the payroll calendar year. I. If a non - exempt employee is ordered to work while on approved vacation leave, he /she shall be paid the rate of double -time, with a minimum guarantee of four (4) hours pay for each such call in. 1. Vacation leave may be taken in minimum multiples of one - quarter hour. K. The City shall determine the method of crediting vacation leave. L. 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 "" ". 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 $950739 -.Gg Seven 7 through Ten 10 Years $115095g-:gg Eleven (11) through Fourteen (14) Years $1�450�g g Fifteen (15) through Nineteen (19) Years $1700.1- 8 g g Twenty (20) or More Years $1900.1_ g: A B. Employees shall become eligible for their longevity payment in the pay period in which the employee's anniversary date of appointment falls. The employee xx -17 Page 20 shall actually receive such longevity payment the following pay period and such payment shall be in a lump sum included in the employee's regular payroll depositekeek. The payroll depositekeek 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, he /she shall forfeit his /her entitlement to such pay. SECTION 114. 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{demestie pa, and to all Council Members and dependents,''- `--'._ pa:t-_- 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. The City will provide health insurance coverage to Employees through a high deductible, health savings account (HSA). For employees and covered spouses 3mestie paitmeF (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, $3,750 — family coverage w/o spouse in 2017 only, $5,000 — Family Covereage w/o spouse in 2018 and beyond, $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. Tobacco Use Premium Surcharae. A tobacco use premium surcharge of 15% of the premium equivalent based on the level of single coverage for tobacco use if either the employee or covered spouse uses tobacco. In the event that both the employee and the spouse use tobacco, then a premium surcharge of 15% of the premium equivalent based the level of single coverage shall be separately applied to both the employee and the spouse. The employee and /or spouse may make a request for an alternative standard during open enrollment and the City will work with an employee (and, if they wish, the employee's doctor) to earn the same reward by different means. This tobacco use premium will be waived for the tobacco user if the tobacco user successfully participates in an alternative standard as prescribed under the City's "Healthy by Choice" program. If coverage is elected and an alternative standard is not requested and completed, then the premium surcharge for tobacco use will be charged through payroll deduction evenly over the year. D. In 2017, The City's annual HSA contribution for each participating employee shall be: Participation - Based Single Coverage: $1,125 Family Coverage w/o Spouse: $1,125 Family Coverage: $2,250 xx -17 Page 21 Results — Based $150 per health factor per employee and per spouse for blood pressure, cholesterol, and tobacco free status. $300 per health factor per employee and per spouse for BMI /Waist Circumference Both the employee and covered spouse must enroll in and meet the requirements of the City's health management program ("Healthy by Choice Plus'l, to qualify for the annual contribution based on family coverage. An employee who has a spouse also employed by the City has two options: (1) elect one family coverage plan through either the employee or spouse's position, or (2) or both elect single coverage. If either employee or spouse has dependent children, they must elect the first option. Note: In 2017 only, those employees who have Family Coverage and no spouse on the plan will receive an additional HSA /HRA contribution of $937.50 that is not in any way tied to the wellness program E. 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 These premiums can be waived depending on the employee's and spouse's, 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. xx -17 Page 22 the On the ___h _...p._,__ and __._.__ _p____,__...___._ partneF ..leis_ _..Fell and .flee_ by the has _p____,__...___._ paFtmeiz else _...p._,__ _._, _.._ _p_._.._. (1) _.___ _.._ , . _......, __. _. _�_ �._.. _...__�.. _. _.. _. ells _... �._, __ _. _�_____�__...___._ �_. _.. _. _ if r__._._.., _. (2) _. _sell else_ single .. __._._.g_. _Fell_. _...r._,__ _. _r__.__,__...___._ paitneF has __p_..__.._ _...._. _.., they .Flee_ else_ the ... __ _p_. _... 9-. F 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 31't of each year, with a minimum coverage level of $50,000 and a maximum coverage level of $150,000.00. EG. 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 Familv Medical Leave Act (FMLA), if applicable SECTION 126. TUITION REIMBURSEMENT A. All employees serving in Full -Time Permanent positions shall be eligible to participate in the City' Tuition Reimbursement Program. Under this program, each employee shall be eligible for a maximum of Three Thousand Dollars ($3,000) 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. 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 xx -17 Page 23 time of transmittal to the Director of Human Resources. If practicable, an employee shall make 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 will issue a written decision on the employee's appeal within five (5) 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 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, he /she 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, he /she shall pay 50% of the reimbursement back to the City. Should an employee have a tuition reimbursement payback obligation to the City, such obligation must be satisfied within one (1) year of the employee's separation date. 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 -7. 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 his /her 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 (11t1) 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 shall have the discretion to award such retroactivity. Upon the determination to award a temporary pay supplement, a percentage rate increase shall be awarded in an amount not to exceed the normal pay adjustment percentage established for the year in which the need for the temporary pay supplement occurs, unless unusual circumstances exist to justify a higher rate of pay. Any exception for unusual circumstances must be supported by substantial written justification. 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 xx -17 Page 24 duties of a Director position on an interim basis, the City Manager, 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 145. OVERTIME /COMPENSATORY TIME A. Non-exempt employees whose normal workweek consists of 40 hours based on five (5) consecutive eight (8) hour workdays who work or are in paid status in excess of eight 8 €eFty (19) hours on 4n any workdayweek, shall be compensated at the rate of time - and - one -half the non - exempt employee's regular hourly rate of pay for each overtime hour worked. B. Non - Exempt employees who are on an approved Alternative Work Schedule, pursuant to an Administrative Order issued and controlled by the City Manager in keeping with Section 33.44 of the Dublin Codified Ordinances, who work or are in a paid status in excess of their normally approved work hours for that workday, usually nine (9) or ten (10) hours, shall be compensated at the rate of time - and - one -half the non - exempt employee's regular hourly rate of pay for each overtime hour worked. {tC. In accordance with the governing provisions of the Fair Labor Standards Act (F.L.S.A.), the following job classifications have been designated as Exempt under one of the following exemption categories, and the employees serving in these classifications do not receive overtime compensation or formal compensatory time: Executive I Administrative xx -17 Page 25 City Manager Accreditation Manager Assistant City Manager Accountant Director of Community Relations Adaptive Recreation Coordinator Director of Human Resources Budget Manager Benefits Administrator Director of Finance City Forester Deputy Director of Finance City Horticulturist Director of Taxation Chief Accountant Code Enforcement Supervisor Chief of Police Communications Manager Police Lieutenant Court Administrator Tech Service Bureau Commander Economic Development Administrator Director of Development Economic Development Manager Director of Econ. Dev. Emergency Mgt. Coord. /Law Enf. Director of Building Standards Planner Director of Planning Engineering Manager Event Administrator Director of Public Works Event Coordinator Director of Engineering Event Manager Director of Streets & Utilities Operations Facilities Manager Financial Analyst Chief Information Officer Fleet Administrator Fleet Manager Director of Parks and Recreation GIS Administrator Director of Parks Operations Human Resource Manager Director of Recreation Services Human Resource Business Partner Human Resource Coordinator Director of Strategic Initiatives /Special Projects Landscape Architect Management Assistant Membership Services Supervisor Nature Education Coordinator Operations Administrator Payroll Specialist Planner I Planner II Planning Manager Public Information Officer Public Affairs Officer Recreation Operations Supervisor Recreation Program Coordinator Recreation Program Supervisor Recreation Services Administrator Safety Administrator /Risk Manager Senior Planner Senior Project Manager Senior Public Information Officer Support Services Administrator Tax Manager Theater Supervisor Talent Development and Training Manager Tax Manager Volunteer Administrator Website Administrator Website Developer Wellness and Benefits Coordinator Recreational Professional & Computer - Related Seasonal Recreation Staff Civil Engineer I Civil Engineer II Commercial Plans Examiner Information Technology Manager Information Technology Project Leader xx -17 Page 26 Infrastructure Asset Management Engineer Network Administrator Network Engineer Network Operations Manager Senior Civil Engineer Software Application Specialist Support Services Administrator In accordance with the governing provisions of the Fair Labor Standards Act (F.L.S.A.), the following job classifications have been designated as Non - Exempt and the employees serving in these classifications are entitled to overtime compensation or formal compensatory time: Accounting Assistant Accounting Specialist Administrative Support I Administrative Support II Administrative Support III Assistant Forester Assistant Horticulturist Building Inspector Code Enforcement Officer Communications Supervisor Contract and Procurement Coordinator Contract Specialist Court Clerk Court Liaison Crew Supervisor Deputy Clerk of Council Development Review Specialist I Development Specialist II Diversion Officer Electrical Inspector Electrical Worker Engineering Technician I Engineering Technician II Engineering Project Inspector Events Assistant Executive Administrative Support Professional Facilities Systems Specialist GIS Analyst Landscape Inspector Planning Technician Police Property Technician Procurement Assistant Public Art Specialist Records Management Technician Recreation Operations Specialist Residential Plans Examiner Review Services Analyst Risk Management Assistant Senior Building Inspector Senior GIS Analyst Support Services Analyst Zoning Inspector 6-.D. Pursuant to the Fair Labor Standards Act, 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 that employee so desires. Each non - exempt employee may accumulate a maximum compensatory time bank of 240 hours. 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 his /her compensatory time bank, he /she shall be permitted 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 his /her responsibility to forward a memorandum to the Department of Finance specifying the number of hours he /she wishes to convert to cash, prior to the xx -17 Page 27 end of the payroll year. The cash conversion shall then be paid in a lump sum in the employee's regular payroll depositekeek, which shall be forwarded to the employee on the scheduled pay date at the conclusion of the first pay period in the new year. The payroll depositeheek in which this conversion payment is included shall be taxed at the employee's existing W -4 rate. 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. 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. When a non - exempt employee is required by an appropriate supervisor to work on the employee's first or second regular day off seyenth-�) - seeutive day 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 (1 -1/2) 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. 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. ,ffa : ,� == . ". = th) """'..toy-e day of we..I. such employee -hall be eemp- _- -ted at the .. -t- of (71) eemseetitive day. Fe ......._ - - -- of this -- -t:-._ the -- ..-_th (71) eemse- ..t:..- J_., -hall h- eensodeFed t- -t-.i at 12!99 midnight and end at 11 .5th ._ FLH. 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. GI_ 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 159. SHIFT DIFFERENTIAL A. On the effective date of this ordinance, shift differential pay shall be provided as indicated below at a rate of $1.10 per hour with the exception of hours in paid status while on approved leave. xx -17 Page 28 B. For employees, to include crew and communications supervisors, regularly assigned to first shift, shift differential shall not apply except when assigned to snow removal operations which runs from the 1't Tuesday of November through April. 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, to include crew and communications supervisors, 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 coniunction 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. RIM xx -17 Page 29 I SECTION 16 — ON DUTY PAY All employees serving in a Crew Supervisor position in the Departments of Public Works and /or Parks & Recreation 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. The intent of this status /pay is to ensure responsiveness in the event of an emergency requiring the call in of maintenance workers outside of normal work hours. This status shall end when a Crew Supervisor 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 -217 T-Whis ordinance shall be effective 30 days from the day of passage by Council. e..J:.__._ee _hall be a ffeeti e n._..:I 1 2917. Passed this day of ____________1 2017. Mayor — Presiding Officer ATTEST: Clerk of Council On On i on On gFemeldeeighteF, On m9etheF law, fatheF On law, daughteF On law, sem law, bFetheF law, sisteF law, gFamdmqetheF law, gramdfatheF law, stepmetheF, i ___p_.__.._., ___p_.___., ___p__.., ___r___g..__., .._.. _.__.._., .._.. _.___., eF any __.._. SECTION 16 — ON DUTY PAY All employees serving in a Crew Supervisor position in the Departments of Public Works and /or Parks & Recreation 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. The intent of this status /pay is to ensure responsiveness in the event of an emergency requiring the call in of maintenance workers outside of normal work hours. This status shall end when a Crew Supervisor 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 -217 T-Whis ordinance shall be effective 30 days from the day of passage by Council. e..J:.__._ee _hall be a ffeeti e n._..:I 1 2917. Passed this day of ____________1 2017. Mayor — Presiding Officer ATTEST: Clerk of Council