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Ordinance 065-19BARRETT BROTHERS_- DAYTON, OHIO 65-19 Ordinance No. RECORD OF ORDINANCES Passed AN ORDINANCE AMENDING VARIOUS SECTIONS OF ORDINANCE 15-17 (COMPENSATION PLAN FOR NON-UNION PERSONNEL) Form 6220S WHEREAS, Council has determined, upon the recommendation of the City Manager, that certain sections of the Compensation Plan for non-union personnel should be amended; and WHEREAS, Council has determined, that these amendments are necessary for the administrative and operational effectiveness of the City of Dublin; and WHEREAS, Council has determined that these amendments will enhance the City of Dublin's competitive position in the labor market, thus aiding in the recruitment and retention of a talented, high quality workforce; and WHEREAS, Council desires that the City of Dublin remain an "Employer of Choice" in the Central Ohio region. NOW, HEREFORE, BE IT ORDAINED by the Council of the City of Dublin, State of Ohio, of the elected members concurring that: Sec:ti_1. That Section 2 (Wage & Salary Structure/Administration), paragraph A., Office of the City Manager, of Ordinance No. 15-17 be amended by Changing the pay grade of the City Manager, adding onto the title of the Assistant City Manager and eliminating the Director of Strategic Initiatives /Special Projects as follows: OFFICE OF THE CITY MANAGER Classification Title Pay Grade City Manager 1.1 Assistant City Manager/Chief Strategy and Innovation Officer 2.1 M;nzr_tnr_ nf- Ctrnt P 't; ntm A =k 1 P rejee_tS Section 2. That Section 2 (Wage & Salary Structure/Administration), paragraph A., Division of Communications and Public Information, of Ordinance No. 15-17 be amended by adding the position of Multi -Media Communications Specialist at the pay grade of (4.2) as follows: Division of Communications and Public, Information Classification Title Pay Grade Multi -Media Communications Specialist 4.2 Section 3. That Section 2 (Wage & Salary Structure/Administration), paragraph A., Department of Information Technology, of Ordinance No. 15-17 be amended by adding the positions of Director of Performance Analystics at pay grade (3.1) and an Information Security Administrator at pay grade (3.3) as follows: Department of Information Technology. Classification Title Pay Grade Director of Performance Analytics 3.1 Information Securi Administrator 3.3 Section 4. That Section 2 (Wage &Salary Structure/Administration), paragraph A., of Ordinance No. 15-17 be amended by adding the Office of the Deputy City Manager /Chief Operating Officer and adding the position of Deputy City Manager /Chief Operating Officer at pay grade (1.2) as follows: RECORD OF ORDINANCES BARRETT BROTHERS - DAYTON, OHIO 65-19 Pae 2 of 3 Or�dlnc nce No. Passed , OFFICE OF THE DEPUTY CITY MANAGER/ CHIEF OPERATING OFFICER Classification Title Pay Grade Deputy City Manager/Chief Operating Officer 1 1.2 Form 6220S Section 5. That Section 2 (Wage & Salary Structure/Administration), paragraph A. of Division of Facilities Management, Ordinance No. 15-17 be amended by adding a Quality Control Manager at pay grade (5.1) as follows: Division of Facilities Management Classification Title Pay Grade Quality Control Manager 5.1 Section 6. That Section 2 (Wage &Salary Structure/Administration), paragraph A., of Ordinance No. 15-17 be amended by adding the Office of the Deputy City Manager /Chief of Finance and Development and adding the position of Deputy City Manager /Chief of Finance and Development at pay grade (1.2) as follows: OFFICE OF THE DEPUTY CITY MANAGER_L CHIEF FINANCE AND DEVELOPMENT OFFICER Classification Title Pay Grade Deputy City Manager /Chief Finance and Development Officer 1.2 Section 7. That Section 2 (Wage & Salary Structure/Administration), paragraph A Division of Economic Development, of Ordinance No. 15-17 be amended by adding the position of Senior Economic Development Administrator at pay grade (4.1) as follows: Division of Economic Development Classification Title Pay Grade Senior Economic Development Administrator 4.1 Section 8. That Section 2 (Wage & Salary Structure/Administration), paragraph A., Police Department, of Ordinance No. 15-17 be amended by adding the position of Operations Management at pay grade (3.3) as follows: POLICE DEPARTMENT Classification Title Pay Grade Operations Manager 3.3 Section 9_ That Section 2 (Wage & Salary Structure/Administration), paragraph B., Pay Grade Table of Ordinance No. 15-17 be amended by changing Pay Grade (1) to (1.1) and inserting a new Pay Grade (1.2) with associated Market, Target and Premium pay ranges as follows: Pay Grade Table Pay Grade Market Target g Premium 1. � $141,200 - $169,r500 $169,500 - $207,100 $207,100 - $244,800 1.2 $125,900 - $151,100 $151,100 - $184,600 $184r600 - $218,200 Section 10. That Section 7 (Sick Leave), paragraph F of Ordinance No. 15-17 be amended by adding language to the existing paragraph as follows: BARRETT BROTHERS - DAYTON. OHIO Ordinance No. 65-19 RECORD OF ORDINANCES ,Page 3of3 Passe Form 6220S 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 requested, which were, accrued as an employee of the City of Dublin, up to a maximum payment for 700 hours. The election to convert Sick Leave to cash must be made prior to separation of employment and this payment shall be part of the employee's final pay. The number of unused sick leave hours that are converted to cash at this 1/3 rate, under this provision, are considered executed and therefore unavailable for transfer to any other State of Ohio agency or subdivision thereof. Section 11, That Section 14 (Overtime/Compensatory Time), paragraph C of Ordinance No. 15-17 be amended by adding and deleting positions to and from the tables of Exempt Positions and Non -Exempt Positions as follows: Executive Positions Add/Delete: Deputy City Manager/ Chief of Finance and Development Deputy City Manager/Chief Operating Officer Assistant City Manager/Chief of Strategic Plans and Innovation Director of Performance Analytics in Administrative Positions Add: Senior Economic Development Administrator Multi -Media Communications Specialist Operations Manager Professional & Computer Related Add: Information Security Administrator Non -Exempt Positions Add: Quality Control Manager Sion 12. Council hereby waives the competitive selection process as required by the Revised Charter of Dublin, Ohio, Article VI, Section 6.06 (a) in order to allow for the selection, promotion and reclassification of current employees to fill position(s) directly related to this specific reorganization and for the further reason of effective succession and transition. Section 13. That this Ordinan shall be effective on January 1, 2020. r Pas �(/this �� d c9 iJ��'��'�'1�2019. ayor — Presidhhg ATTEST: Clerk of Council 7City of Dublin Office of the City Manager 5200 Emerald Parkway • Dublin, OH 43017-1090 Phone: 614.410.4400 • Fax: 614.410.4490 To: Members of Dublin City Council From: Dana L. McDaniel, City Manager Date: October 28, 2019 Initiated By: Homer C. Rogers, Jr., Director of Human Resources Re: Ordinance 65-19 — Amending Various Sections of Ordinance 15-17 (Compensation Plan for Non -Union Personnel) Background Memo As part of the preparation and review of the 2020 Operating Budget submission, the City Manager has identified positions that are key to a reorganization designed to promote succession planning at the highest levels of the organization and to improve alignment and prioritization. In addition, the various Directors identified positions to propose for addition to the City's organizational structure in their respective areas. These new positions were advanced to Council for consideration for funding as part of the 2020 Operating Budget during the various committee meetings. The proposed amendment is needed to authorize the addition of these positions into the Non -Union Compensation Plan (Ordinance 15-17) so that they may be incorporated into the City's administrative and payroll systems. In addition, the Director of Human Resources reviews the provisions of the various sections of the Non -Union Compensation Plan Ordinance for recommended revisions and updating. Because of this review, there is one recommended revision pertaining to Sick Leave conversions. Summary Attached for your consideration is Ordinance No. 65-19, amending Ordinance No. 15-17 (Non - Union Compensation Plan). Adoption of this ordinance will accomplish the following objectives: • Facilitate succession planning for the City by executing a high level reorganization of key leadership positions within the City structure • Update the list of authorized job descriptions to reflect proposed position and organizational changes reflected in the 2020 Operating Budget submission • Incorporate updates to the Compensation Plan to accurately reflect and clarify City policy related to sick leave conversions. • 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 for Non - Union Personnel (Ord. 15-17). Section 2. Wage and Salary Structure/Administration Memo Ordinance 65-19 Amending Various Sections or Ord 15-17 (Compensation Plan for Non -Union Personnel) October 28, 2019 Page 2 of 4 Paragraphs A & B — It is proposed to make changes throughout these two paragraphs of this section, which reflect the recommendations of the City Manager and subordinate Directors for reorganization of the Departments and/or Divisions. These proposed changes include the following: 1) As per the City Manager's discussion with City Council regarding succession planning, the City Manager recommends reorganization by adding two positions to the Classification and Compensation Plan. These include: a) Deputy City Manager/Chief Finance and Development Officer (Pay Grade 1.2) — This position will oversee the finance and development departments and associated divisions. This person will have general oversight of, but NOT serve as the City's Director of Finance. The Director of Finance position will remain and be appointed and ratified by the City Manager and Council separately as per the City Charter. b) Deputy City Manager/Chief Operations Officer (Pay Grade 1.2)- This position will oversee all areas of the existing Public Works and Parks & Recreation Departments and have significant responsibility regarding capital projects. The creation of these position titles demonstrates the interaction with and focus on the development of these individuals regarding strategic leadership and interactions with the City Manager and Council on policy and legislative matters in addition to general administrative responsibilities. The Deputy City Managers will act as City Manager in the absence of the City Manager. The City of Dublin previously had a similar structure with Deputy City Manager titles so it is not unfamiliar to the City's employees. 2) In order to accommodate the creation of the two Deputy City Manager positions articulated above, the Pay Grade Table in paragraph B needs to be updated. Specifically, pay grade 1 is recommended to be changed to 1.1 and a new pay range of 1.2 is proposed. The new pay grade of 1.2 will be set at the midpoint between 1.1 and 2.1. 3) The City Manager proposes to alter the Assistant City Manager position title to: Assistant City Manager/Chief Strategy and Innovation Officer (Pay Grade 2.1) This position will have responsibility for overseeing IT, Human Resources, Courts, and a new office of Performance Analytics and Innovation. This position will also continue to assist the City Manager with special projects and support to the City Manager and Council relative to their retreats and tracking progress on Council Goals. This position will act as City Manager in the absence of the City Manager should neither Deputy City Managers be available. These positions and that of the Chief of Police will serve as Department Directors in accordance with Article VI City Departments and Personnel Systems of the Revised Charter of Dublin, Ohio. 4) The position of Director of Strategic Initiatives/Special Projects is proposed for elimination as deemed no longer necessary. Memo Ordinance 65-19 Amending Various Sections or Ord 15-17 (Compensation Plan for Non -Union Personnel) October 28, 2019 Page 3 of 4 5) In the Division of Communications and Public Information, it is proposed to reclassify one Public Information Officer (Pay Grade 4.3) to a Multi -Media Communications Specialist (4.2). This position more closely matches the functions currently being performed and represent a capability that needs to be preserved in order to support the long term Communications & Public Information Strategy for the City. 6) It is proposed to reclassify a current position (to be determined) from the Department of Information & Technology to create a Director of Performance Analytics (Pay Grade 3.1) in order to facilitate the City's long term success in Strategic Planning. This position will be critical to establishing the performance metrics and tools needed to inform sound decision making while becoming more predictive about the future success of the City. 7) In order to meet the critical need of the City to defend itself against cyber threats, an Information Security Administrator (Pay Grade 3.3) is proposed in the Department of Information Technology. 8) In the Division of Facilities Management, a Quality Control Manager (Pay Grade 5.1) is proposed in order to oversee the quality of work provided by contract custodial services and to conduct more frequent inspections of work performed by City Staff. The work of this position will primarily focus on buildings and areas frequented by the public, but will cover all City owned buildings. 9) In the Police Department, an Operations Manager (Pay Grade 3.3) is proposed and is a direct result of the agreement for the City of Dublin to provide dispatch services to the City of Worthington. This new position will be part of the 8 positions funded by the City of Worthington for the NRECC expansion and will provide oversight to the expanded operation. Section 7. Sick Leave Subsection F. — It is proposed to revise the language by adding language, which clarifies that when an employee, who separates from the City in good standing, decides to convert an amount of sick leave to cash, then that converted sick leave will no longer be available for transfer to another State of Ohio agency or subdivision thereof. This is consistent with State of Ohio and all surrounding local municipality policies. Some departing employees have questioned the current policy, as written, as this specific caveat was not articulated therein. Recommendation Staff recommends adoption of Ordinance 65-19, Amending Ordinance 15-17, as previously amended, at the second reading/public hearing on November 18, 2019. It is further recommended that the competitive process be waived in order to allow for the selection, promotion and reclassification of current employees to fill positions(s) directly related to this specific reorganization and for effective succession and transition. This waiver request includes the filling Director of Human Resources position, which is currently authorized and not part of the submitted amendment to the Non -Union Compensation Plan. If the waiver is granted, the Director of Human Resources positions will become vacant on January 1, 2020. Memo Ordinance 65-19 Amending Various Sections or Ord 15-17 (Compensation Plan for Non -Union Personnel) October 28, 2019 Page 4 of 4 Attachments: Exhibit A — Redlined Version of Ordinance 15-17, as amended, highlighting all proposed amendments contained in Ordinance 65-19. EXHIBIT A THIS DOCUMENT INCLUDES A CONSOLIDATION OF ALL AMENDMENTS TO ORDINANCE 15-17 (COMPENSATION PLAN FOR NON-UNION PERSONNEL) AMENDING ORDINANCES ARE (19-17, 76-17, 24-18, 75-18, AND THE PROPOSED 65-19) 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 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. CITY COUNCIL Office of the Clerk of Council Classification Pay Grade Deputy Clerk of Council 4.3 OFFICE OF THE CITY MANAGER Classification Pay Grade City Manager 1.1 Assistant City Manager/Chief Strategy and Innovation Officer 2.1 Court Clerk 5.2 Government and International Relations Manager 3.3 Management Assistant 4.3 Division of Court Services Classification Pay Grade Director of Court Services 3.2 Diversion Officer 5.1 Court Clerk 5.2 Records Retention Technician 5.3 Division of Communications and Public Information Classification Pay Grade Director of Communications and Public Information 3.1 Digital and Brand Manager 4.1 Public Affairs Officer 4.1 Senior Public Information Officer 4.2 Multi -Media Communications Specialist 4.2 Digital and Graphic Designer 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 4.2 Human Resource Coordinator 5.1 Wellness and Benefits Coordinator 5.1 Risk Management Assistant 5.2 Human Resource Assistant 5.3 DEPARTMENT OF INFORMATION TECHNOLOGY Classification Pay Grade Chief Information Officer 2.1 Director of Information Technology 3.1 Director of Performance Analytics 3.1 Network Operations Manager 3.3 Data Manager 3.3 Information Security Administrator 3.3 Information Technology Project Leader 4.1 Network Engineer 4.1 Senior Data Analyst 4.1 Network Administrator 4.2 Data Analyst 4.3 Support Services Analyst 4.3 OFFICE OF THE DEPUTY CITY MANAGER / CHIEF OPERATING OFFICER Classification I Pay Grade Deputy City Manager / Chief Operating Officer 1.2 DEPARTMENT OF PUBLIC WORKS Office of the Director of Public Works Classification Pay Grade Director of Public Works 2.1 Infrastructure Asset Management Engineer 3.3 Engineering Technician I 5.1 Engineering Project Inspector 5.1 Contract and Procurement Coordinator 4.3 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 5.2 Division of Street & Utilities Operations Classification Pay Grade Director of Street & Utilities Operations 3.2 Operations Administrator 4.2 Maintenance Crew Supervisor 5.1 Division of Facilities Manaaement Classification Pay Grade Director of Facilities Management 3.2 Operations Administrator 4.2 Facilities System Specialist 4.3 Maintenance Crew Supervisor 5.1 Quality Control Manager 5.1 Division of Fleet Manaaement Classification Pay Grade Director of Fleet Management 3.2 Fleet Administrator 4.2 DEPARTMENT OF PARKS & RECREATION Office of the Director of Parks & Recreation Classification Title Pay Grade Director of Parks and Recreation 2.1 Landscape Architect Manager 3.3 Landscape Architect 4.3 Maintenance Crew Supervisor 5.1 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 Maintenance Crew Supervisor 5.1 Assistant Horticulturist 5.2 Assistant Forester 5.2 Division of Recreation Services Classification Pay Grade Director of Recreation Services 3.2 Recreation Services Administrator 4.2 Recreation Program Supervisor 5.1 Recreation Operations Supervisor 5.1 Theater Supervisor 5.1 Adaptive Recreation Coordinator 5.1 Membership Services Coordinator 5.2 Recreation Program Coordinator 5.2 Recreation Operations Specialist 5.2 Division of Community Events Classification Pay Grade Director of Community Events 3.2 Events Administrator 4.2 Events Coordinator 5.2 Events Assistant 5.3 Division of Outreach and Enaaaement Classification Pay Grade Director of Outreach and Engagement 3.2 Volunteer Resources Coordinator 5.2 OFFICE OF THE DEPUTY CITY MANAGER / CHIEF FINANCE AND DEVELOPMENT OFFICER Classification Pay Grade Deputy City Manager/Chief Finance and Development Officer 1.2 DEPARTMENT OF FINANCE Finance/Accountina/Procurement Classification Pay Grade Director of Finance 2.1 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 Corporate Tax Auditor 4.3 Senior Accounting Specialist 5.1 Accounting Specialist 5.2 Accounting Specialist -Tax 5.2 Auditor 5.2 Accounting Assistant 5.3 Procurement Assistant 6.1 DEPARTMENT OF DEVELOPMENT Office of the Director of Development Classification Pay Grade Director of Development 2.1 Division of Economic Development Classification Pay Grade Director of Economic Development 3.2 Senior Economic Development Administrator 4.1 Economic Development Administrator 4.2 Division of Buildina Standards Classification Pay Grade Director of Building Standards 3.2 Commercial Plans Examiner 4.1 Senior Building Inspector 4.2 Building Inspector 4.3 Electrical Inspector 4.3 Residential Plans Examiner 4.3 Development Review Specialist II 5.1 Review Services Coordinator 5.1 Development Review Specialist I 5.2 Permit Technician 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 Code Enforcement Supervisor 4.3 Planning Technician 5.1 Zoning Inspector 5.2 Code Enforcement Officer 5.2 Landscape Inspector 5.2 POLICE DEPARTMENT Classification Pay Grade Chief of Police 2.1 Deputy Chief of Police 2.2 Technical Services Bureau Commander 3.1 Police Lieutenant 3.1 Operations Manager 3.3 Communications Manager 4.1 Accreditation Manager 4.1 Emergency Management Coordinator/Law Enforcement Planner 4.2 Communications Supervisor 4.2 Records Supervisor 4.3 Police Property Technician 5.2 Records Technician II 5.2 Records Technician I 5.3 ADMINISTRATIVE SUPPORT STAFF (Authorized throughout City in accordance with Annual Operating Budget) Classification Pay Grade Executive Assistant to the City Manager 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: PAY GRADE TABLE Pay Grade Market Target Premium 1.1 $141,200 - $169,500 $169,500 - $207,100 $207,100 - $244,800 1.2 $125,900 - $151,100 $151,100 - $184,600 $184,600 - $218,200 2.1 $110,600 - $132,700 $132,700 - $162,100 $162,100 - $191,600 2.2 $101,000 - $121,200 $121,200 - $148,100 $148,100 - $175,050 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 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. SECTION 3. MAYOR, VICE MAYOR, COUNCIL MEMBER COMPENSATION A. The following shall be the annual rates of compensation for the Mayor, Vice Mayor and Council Members: Council Member Vice Mayor Mayor $11,250 $12,250 $15,750 SECTION 4. INSTANT BONUS PROGRAM A. All employees serving in Full-time permanent, Part-time permanent, Seasonal, Temporary, and Intermittent positions, not including interns, shall be eligible for a bonus in accordance with the following terms and conditions: 1. Each Department may give bonuses to reward an individual employee or a team of employees for an exceptional effort in implementing and completing a project or program that: (a) Significantly enhances the efficiency or effectiveness of the City operations, or; (b) Significantly exceeds expectations in the areas of performance or customer service, or; (c) Demonstrates innovation or creativity in government. 2. Bonuses shall be awarded immediately, not at the end of the year 3. An individual employee may be eligible for one instant bonus in any calendar year. The maximum bonus amount shall not exceed $1,000.00; 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 employee is not to be informed of the bonus until it is approved by the 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. 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 take the next regularly scheduled work day off and receive eight (8) hours of holiday pay. An employee on Sick Leave the workday before or after the holiday may be required to present a doctor's certificate in order to receive credit for the eight (8) hours of holiday pay. D. When a non-exempt employee serving in a Full -Time Permanent position is required to work on a City observed holiday, the employee shall be entitled to eight hours of straight time pay plus double time pay (or Compensatory Time) for all hours worked. 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. SECTION 6. PERSONAL LEAVE A. Effective the first pay period of each payroll calendar year, all existing employees serving in Full -Time Permanent positions, and who are in full pay status at such time (i.e. on duty or on approved leave with pay) shall receive five (5) days (40 hours) of Personal Leave. However, new employees appointed during the year shall receive a pro -rated allocation of Personal Leave in accordance with the following schedule: Timeframe Appointed Personal Leave Allocation January 1 through March 31 40 Hours (5 days) April 1 through June 30 32 Hours (4 days) July 1 through September 30 20 Hours (2.5 days) October 1 through November 30 8 Hours (1 day) December 1 or later None Personal Leave shall be used at the employee's discretion, provided that it is approved in advance by the employee's Department/Division Head via the use of the appropriate time keeping system. Personal Leave shall be used within the same payroll calendar year in which it is allocated and shall not be carried over to the next payroll calendar year. B. In the event that an employee is not in full pay status at the time Personal Leave is normally allocated to each employee, yet returns to full pay status at some point thereafter, the amount of that employee's Personal Leave allocation shall be pro -rated. (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: Timeframe Appointed Personal Leave Allocation January 1 through June 30 16 Hours (2 days) June 30 through November 30 8 Hours (1 day) December 1 or later None Personal Leave shall be used within the same payroll calendar year in which it is allocated and shall not be carried over to the next payroll calendar year. SECTION 7. SICK LEAVE A. All employees serving in Full -Time Permanent positions shall be entitled to Sick Leave with pay for those reasons listed in Section 33.47 of the Dublin Codified Ordinances. B. Any employee of the City, other than an elective officer, who has an accrued but unused Sick Leave balance from the State of Ohio or any political subdivision of the State of Ohio, and who is eligible to earn Sick Leave with the City of Dublin, shall be entitled to have this accrued but unused Sick Leave balance from these employers transferred for use with the City of Dublin, provided that said employee is hired by the City of Dublin within ten (10) years after 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, to include that previously accrued during former employment with the City of Dublin, shall not be eligible for conversion to a cash payment either on an annual basis or upon separation. C. For employees serving in Full -Time Permanent positions, Sick leave shall accrue at the rate of 2.77 hours per pay period (9 days/72 hours per year). An employee shall not earn the full Sick Leave accrual in a given pay period unless 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 (0.034 per hour) in relation to the average number of hours the employee works per week. Sick leave is not accrued for time worked over 40 hours in a workweek. E. If any employee fails to submit adequate proof of illness, injury, or death in the immediate family when requested by the City under the provisions of Section 33.47 of the Dublin Codified Ordinances; or in the event that such proof is submitted but does not provide satisfactory evidence, such leave shall be considered unauthorized leave and shall be without pay. F. An employee who separates service, 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 requested, which were accrued as an employee of the City of Dublin, up to a maximum payment for 700 hours. The election to convert Sick Leave to cash must be made prior to separation of employment and this payment shall be part of the employee's final pay. The number of unused sick leave hours that are converted to cash at this 1/3 rate, under this provision, are considered executed and therefore unavailable for transfer to any other State of Ohio agency or subdivision thereof. G. Sick leave shall accrue without limitation. H. At the end of each payroll calendar year, an employee may choose to convert a portion of 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 S. BEREAVEMENT LEAVE A. All employees serving in Full -Time Permanent positions shall be entitled to three (3) days of Bereavement Leave for each death of a family member. Family member is defined as spouse, son, daughter, brother, sister, father, mother, legal guardian, person who stands in place of a mother or father, grandmother, grandfather, grandson, granddaughter, mother-in- law, father-in-law, daughter-in-law, son-in-law, brother-in-law, sister-in-law, grandmother -in- law, grandfather -in-law, stepmother, stepfather, stepbrother, stepsister, stepson, stepdaughter, half-brother, half-sister, aunt, uncle, or any other relative living in the employee's home as specified in Section 33.48 (E) of the Dublin Codified Ordinances. SECTION 9. VACATION LEAVE A. All employees serving in Full -Time Permanent positions shall accrue Vacation Leave in accordance with the following schedule: Completed Years of 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 Hours 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 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 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 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: 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. 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 10. LONGEVITY PAY A. All employees serving in Full -Time Permanent positions shall be entitled to longevity pay in accordance with the following schedule, provided that all complete years of service are consecutive and have been accumulated in Full -Time Permanent positions: Completed, Consecutive Years of Service in Full -Time Permanent Positions with the City of Dublin Amount Four 4 through Six 6 Years 950 Seven 7 through Ten 10 Years $1,150 Eleven 11 through Fourteen 14 Years $1,450 Fifteen 15 through Nineteen 19 Years $1,700 Twenty 20 or More Years $1,900 B. Employees shall become eligible for their longevity payment on the anniversary date of their appointment and must be in an active status on that date. The employee shall actually receive such longevity payment the following pay period and such payment 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, $5,000 — Family Coverage w/o spouse , $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 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. 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. E. 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. F. The City shall make available group Short -Term Disability benefits to all employees serving in Full -Time Permanent positions. The benefits under this Short -Term Disability program shall begin after seven (7) consecutive work days of absence due to a disabling medical condition and shall provide disability income protection at 70% of normal wages/salary up to a maximum of 24 weeks for an approved disability, with the ability to supplement said disability income level up to 100% of normal wages/salary through the use of the employee's Sick Leave, Personal Leave, Vacation Leave, or Compensatory Time banks. Employees on approved disability leave at 70% income replacement shall be regarded as being in full pay status and, therefore, they shall not be required to pay for the continuation of their Medical, Dental, and Vision benefits through the duration of the approved disability leave. Short Term Disability shall run concurrent to the provisions and entitlements provided by the Family Medical Leave Act (FMLA), if applicable. Short Term Disability Benefits paid to an employee over a lifetime shall not exceed one year (2,080 hours) maximum. 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) 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 will be recouped by the City pursuant to the terms of a repayment agreement entered into between the City and the employee at the time of application. Any remaining obligations, if any, must be satisfied within one (1) year of the employee separation date. In addition to being indebted to the City of Dublin, which may result in collection actions, failure to fully satisfy such obligation by the former employee may generate an adverse recommendation in response to future reference checks by prospective employers. SECTION 13. TEMPORARY WORK ASSIGNMENT A. When an employee is designated by a Director or the City Manager to perform higher- level duties outside the scope of 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 retroactively . Upon the determination to award a temporary pay supplement, the Director of Human Resources, in consultation with the Department Director, shall set an appropriate percentage increase reflective of the higher level duties to be performed not to exceed 10% of the employee's current rate of pay. If unusual circumstances exist to justify a higher rate of pay an exception for unusual circumstances must be supported by substantial written justification and submitted to the City Manager for approval. Under no circumstances shall the increased rate of pay exceed the "target" maximum of the pay grade associated with the higher-level duties. When an employee is designated to perform the duties of a Director position on an interim basis, the City Manager, 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 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. 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 Exempt under one of the following exemption categories, and the employees serving in these classifications do not receive overtime compensation or formal compensatory time: EXEMPT POSITIONS Executive Administrative City Manager Accreditation Manager Assistant City Manager / Chief Strategy and Accountant Innovation Officer Adaptive Recreation Coordinator Deputy City Manager/Chief Finance and Budget Manager Development Officer Benefits Administrator Deputy City Manager/Chief Operating Officer City Forester Director of Communications and Public City Horticulturist Information Chief Accountant Clerk of Council Director of Human Resources Code Enforcement Supervisor Director of Court Services Communications Manager Digital and Brand Manager Director of Finance Digital and Graphic Designer Deputy Director of Finance Senior Economic Development Director of Taxation Administrator Economic Development Administrator Chief of Police Emergency Mgt. Coord./Law Enf. Planner Deputy Chief of Police Engineering Manager Police Lieutenant Event Administrator Tech Service Bureau Commander Event Coordinator Financial Analyst Director of Development Fleet Administrator Director of Economic Development Government and International Director of Building Standards Relations Manager Director of Planning Human Resource Manager Human Resource Business Partner Director of Public Works Human Resource Coordinator Director of Engineering Landscape Architect Manager Director of Street & Utilities Operations Management Assistant Director of Fleet Management Membership Services Coordinator Director of Facilities Management Multi -Media Communications Specialist Nature Education Coordinator Chief Information Officer Operations Manager Director of Information Technology Operations Administrator Director of Performance Analytics Payroll Specialist Planner I Director of Parks and Recreation Planner II Director of Parks Operations Planning Manager Director of Recreation Services Public Information Officer Director of Community Events Public Affairs Officer Director of Outreach and Engagement Recreation Operations Supervisor Recreation Program Coordinator Recreation Program Supervisor Recreation Services Administrator Safety Administrator/Risk Manager Senior Planner Senior Public Information Officer Tax Manager Theater Supervisor Talent Development and Training Manager Tax Manager Volunteer Resources Coordinator Wellness and Benefits Coordinator Recreational Professional & Computer -Related Seasonal Recreation Staff Civil Engineer I Civil Engineer II Commercial Plans Examiner Data Manager Information Security Administrator Information Technology Project Leader Infrastructure Asset Management Engineer Network Administrator Network Engineer Network Operations ManagerSenior Civil Engineer 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 Corporate Tax Auditor Accounting Specialist — Tax Administrative Support I Administrative Support II Administrative Support III Assistant Forester Assistant Horticulturist Auditor Building Inspector Code Enforcement Officer Communications Supervisor Contract and Procurement Coordinator Court Clerk Court Liaison Crew Supervisor Data Analyst 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 Facilities Systems Specialist Landscape Architect Permit Technician Planning Technician Police Property Technician Quality Control Manager Records Retention Technician Records Supervisor Records Technician II Records Technician I Recreation Operations Specialist Residential Plans Examiner Review Services Coordinator Risk Management Assistant Senior Accounting Specialist Senior Building Inspector Senior Data 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 the supervisor and employee agree prior to work commencing that compensatory time will be earned in lieu of cash compensation. Each non-exempt employee may accrue a maximum compensatory time bank of 160 hours and may not earn more than 160 hours of compensatory time in a calendar year. After a non-exempt employee has accrued this maximum compensatory time bank, and not used it as leave, all additional overtime for such employee shall be paid at the rate of time -and -one-half. If at the end of each payroll year, a non-exempt employee has 120 hours of compensatory time in 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 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 payroll 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 fulltime permanent employee is required or requested by an appropriate supervisor to work on the employee's first or second regular day off within such employee's scheduled workweek, the employee shall be compensated as follows. Employees shall be compensated at a rate of time -and -one-half (11/2) 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. The work period on the second day off must be separate and distinct from the previous six days and recorded by clocking in on the second regular day off. If an employee works their second regular day off and they have not met the above criteria, their second regular day off shall be compensated at the rate of time -and - one -half. When situations arise requiring an employee to clock in on the first regular day off prior to midnight and work crosses over midnight into the second regular day off, the rate of pay shall remain at time -and -one-half (11/2) for the first 8 hours of work as this is considered one work period. Any hours worked in excess of 8 hours in this specific situation shall be compensated at the double-time rate. 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 to full time nonexempt permanent employees 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 regularly assigned to first shift, shift differential shall not apply except when assigned to snow removal operations which runs from the lit Tuesday of November through April. Because the implementation of snow shifts causes an actual change in work shifts, when employees regularly assigned to first shift work on snow removal operations, shift differential shall apply to those hours worked between 5 p.m. and 6:45 a.m. C. For employees regularly assigned to second or third shift, shift differential shall be applied to any hours worked. D. Shift differential pay shall be applicable to actual hours worked. Shift differential shall not be paid in addition to regular pay for any hours spent on approved paid leave, with the exception of leave due to mandatory training, which shall qualify for shift differential pay. Mandatory training is defined as classes/coursework where employee attendance is required by the Division/Department Director. Time spent in optional training programs shall not qualify for shift differential pay. If authorized overtime occurs in conjunction with the regular workday, the shift differential, if applicable, shall be paid for each hour of overtime worked as follows. If shift differential pay is applicable, and overtime occurs, the shift differential pay shall be added to the base hourly rate prior to computing the overtime rate. Shift differential pay will be paid on a bi-weekly basis and will not be cumulative under any circumstance. E. Due to requirements to meet minimum staffing levels in the 24-hour a day operations of the Northwest Regional Emergency Command Center (NRECC), shift differential shall apply to Communications Supervisors regularly assigned to first shift or an administrative shift only for those hours worked between 6:45 p.m. and 6:45 a.m. SECTION 16. ON DUTY PAY All full time non-exempt permanent employees may receive On Duty pay when placed into this status outside of their normal work hours pursuant to an Administrative Order issued by the City Manager. The intent of this status/pay is to ensure responsiveness in the event of an emergency requiring the call in of employees outside of normal work hours. This status shall end when the employee is actually engaged in work at which time the appropriate pay status will go into effect. The rate of pay when in an On Duty status shall be $1.05 per hour. SECTION 17. COMPENSATION AND BENEFITS ELIGIBILITY CHART The following chart is provided for quick reference when trying to determine compensation and benefits eligibility for the various workforce categories. This chart is not intended to replace the language contained in this ordinance and the applicable section should be referenced and read for further guidance. COMPENSATION/6ENEFITS ELIGI6ILITYCHART EMPLOYEE CATEGORY BENEFIT & SECTION OF Full Time Part Time Non -Permanent (Temporary & Interns COMPENSATION PLAN Permanent Permanent Seasonal Instant Bonus Yes Yes Yes No (Section 4) Paid Holidays Yes Yes No No (Section 5) Personal Leave Yes Prorated No No (Section 6) Sick Leave Yes Prorated No No (Section 7) Bereavement Leave Yes No No No (Section 8) Vacation Leave Yes No No No (Section 9) Longevity Pay Yes No No No (Section 10) Medical, Dental, Vision, Life Insurance Yes No No No (Section 11) Tuition Reimbursement Yes No No No (Section 12) Overtime / Compensatory Time Yes Yes Yes Yes (Non -Exempt Only) (Section 14) Double Time Eligibility (Section 14) Yes No No No Shift Differential (Section 15) Yes No No No