Ordinance 13-21
To: Members of Dublin City Council
From: Dana L. McDaniel, City Manager
Date: March 16, 2021
Initiated By: Jennifer Miglietti, Director of Human Resources
Re: Ordinance 13-21 - Amending Various Sections of Ordinance 15-17
(Compensation Plan for Non-Union Personnel) for certain personnel
restructuring and adjusting the operating budget accordingly
Background
With the recent transition in the Office of the Clerk of Council, staff recommends, with input from
the new Clerk of Council, that the Clerk of Council be added to the non-union compensation plan,
Ordinance 15-17, with a modification to the title, which more accurately describes the work. The
Office of the Clerk of Council will be renamed the Division of Legislative Services.
As part of the re-organization in 2020, the creation a Management Analyst “Program” was
intended to be a launching pad for a career in municipal government with a vision toward
developing future leaders in local government here in the City of Dublin or elsewhere. The
Management Analyst roles were proposed to support the Office of the City Manager, and the two
Deputy City Managers. There are currently two Management Analyst positions approved in the
operating budget and a third position is necessary to support this vision. In doing this, there is no
longer a need for the Government and International Relations Manager under the Office of the City
Manager. Therefore, staff recommends this position be made a Management Analyst in support of
the Deputy City Manager/Chief Finance and Development Officer. Given the transition of this role
and the number of ongoing and upcoming projects, this position will be very beneficial in support
of this Deputy City Manager.
The proposed amendment is needed to authorize the changes made as part of this addition to the
ordinance 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. As a result,
two changes to Section 14 - Overtime/Compensatory Time are included. These two changes are
necessary to ensure legal compliance under the Fair Labor Standard Act (FLSA).
Summary
Attached for your consideration is Ordinance No. 13-21, amending Ordinance No. 15-17 (Non-
Union Compensation Plan). Adoption of this ordinance will accomplish the following objectives:
Update the list of authorized job descriptions to reflect proposed position and
organizational changes reflected in the appointment of the Clerk of Council.
Ensure the compensation plan is in compliance with current Federal and State law and
Office of the City Manager
5555 Perimeter Drive • Dublin, OH 43017-1090
Phone: 614.410.4400 • Fax: 614.410.4490 Memo
Memo re. Ordinance 13-21
March 16, 2021
Page 2 of 3
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
Paragraphs A – It is proposed to make changes to the title of the Office of the Clerk of Council,
and add the position of the Clerk of Council to the Classification and Compensation Plan. These
include:
1) Under the Office of the Clerk of Council it is proposed to add the Clerk of Council/Director
of Legislative Services with a (3.2) paygrade. It is also proposed to rename the Office of
the Clerk of Council to the Division of Legislative Services.
Section 14. Overtime/Compensation Time
Paragraph C - It is proposed to add the Clerk of Council/Director of Legislative Services to
the Exempt positions under the Executive Classification. It is also proposed to remove the Senior
Data Analyst from the Non-Exempt position category and add it to the Exempt Administrative
category. Under the Administrative category, it is proposed to delete the Government and
International Relations Manager.
Budgetary Impact of Personnel Changes in the Office of the City Manager
This ordinance removes the Government and International Relations Manager position with
the intent to increase the number of Management Analyst positions in the Office of the City
Manager from one to two. The estimated annual salary and benefit costs for these positions are:
$137,377 for the Government and International Relations Manager and $103,550 for the
Management Analyst. This change would reduce budgeted personnel related expenditures by
$33,827 annually for 2022 and future years. For 2021, this change would increase personnel
related expenditures by an estimated $68,343.
With regard to budgeting for this increase, as Council will recall the Government and
International Relations Manager position was unfunded in the Office of the City Manager. Because
of staffing vacancies and other personnel related changes in the Office of the City Manager as
compared to the 2021 Operating Budget, the salary related expenditures associated with this
position can likely be absorbed within the current budget. The benefits related increases,
particularly the potential increase in health insurance of up to $19,273, will need to be evaluated
as part of the citywide evaluation of budget to actual health care related spending. This analysis
and any corresponding budget transfers are currently planned to occur in the third quarter
supplemental. The intended outcome is to transfer funding from divisions where health care
elections (family, single, decline) were over-budgeted as compared to actual elections to divisions
were the reverse occurred while minimizing or eliminating any overall budgetary increase.
Memo re. Ordinance 13-21
March 16, 2021
Page 3 of 3
Staff Recommendation
Staff recommends adoption of Ordinance 13-21 and the approval of a second Management
Analyst with the associated operating budget increase in the Office of the City Manager at the
second reading/public hearing on April 12, 2021.
Attachments:
Exhibit A – Redlined Version of Ordinance 15-17, as amended, highlighting all proposed
amendments contained in Ordinance 13-21.
13-21
AMENDING VARIOUS SECTIONS OF ORDINANCE 15-17
(COMPENSATION PLAN FOR NON-UNION PERSONNEL) FOR
CERTAIN PERSONNEL RESTRUCTURING AND ADJUSTING
THE OPERATING BUDGET ACCORDINGLY
WHEREAS, Council has determined, upon the recommendation of the City Manager, that
certain sections of the Compensation Plan for non-union personnel should be amended;
and
WHEREAS, Council has determined, that these amendments are necessary for the
administrative and operational effectiveness of the City of Dublin; and
WHEREAS, Council has determined that these amendments will enhance the City of
Dublin’s competitive position in the labor market, thus aiding in the recruitment and
retention of a talented, high quality workforce; and
WHEREAS, Council desires that the City of Dublin remain an “Employer of Choice” in the
Central Ohio region.
NOW, THEREFORE, BE IT ORDAINED by the Council of the City of Dublin, State of
Ohio, ____ of the elected members concurring that:
Section 1. Section 2 (Wage & Salary Structure/Administration), paragraph A., City
Council, Office of the Clerk of Council, of Ordinance No. 15-17 be amended by adding the
Clerk of Council/Director of Legislative Services at pay grade (3.2) as follows:
CITY COUNCIL
Office of the Clerk of Council Division of Legislative Services
Classification Pay Grade
Clerk of Council/Director of Legislative
Services
3.2
Deputy Clerk of Council 4.2
Assistant Clerk of Council 4.3
Section 2. Section 2 (Wage & Salary Structure/Administration), paragraph A., Office of
the City Manager, of Ordinance No. 15-17 be amended by deleting the Government and
International Affairs Manager at pay grade (3.3) as follows:
OFFICE OF THE CITY MANAGER
Classification Pay Grade
City Manager 1.1
Deputy City Manager/Chief Finance and
Development Officer
1.2
Assistant City Manager/Chief Strategy
and Innovation Officer
2.1
Chief Information Officer 2.1
Government and International Affairs
Manager
3.3
Management Analyst 4.3
13-21 Page 2 of 2
Section 3.
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:
Administrative Positions Add/Delete:
Clerk of Council/Director of Legislative Services
Government and International Relations Manager
Senior Data Analyst
Non-Exempt Positions Delete:
Senior Data Analyst
Section 22. This Ordinance shall be effective on May 12, 2021.
Passed this ________ day of ________________, 2021.
_________________________________________
Mayor – Presiding Officer
ATTEST:
__________________________________________
Clerk of Council
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 65-19, and 30-20.)
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 Division of Legislative Services
Classification Pay Grade
Clerk of Council/Director of Legislative
Services
3.2
Deputy Clerk of Council 4.2
Assistant Clerk of Council 4.3
30XX-210 (Amended)13-21 Page 2
OFFICE OF THE CITY MANAGER
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
DIVISIONS REPORTING TO THE ASSISTANT CITY MANAGER/
CHIEF STRATEGY AND INNOVATION OFFICER
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
Classification Pay Grade
City Manager 1.1
Deputy City Manager/Chief Finance and
Development Officer
1.2
Assistant City Manager/Chief Strategy
and Innovation Officer
2.1
Chief Information Officer 2.1
Government and International Relations
Manager
3.3
Management Analyst 4.3
30XX-210 (Amended)13-21 Page 3
Division of Human Resources
Division of Information Technology
Classification Pay Grade
Director of Information Technology 3.1
Network Operations Manager 3.3
Information Security Administrator 3.3
Information Technology Project Leader 4.1
Network Engineer 4.1
Network Administrator 4.2
Support Services Analyst 4.3
Division of Performance Analytics
Classification Pay Grade
Director of Performance Analytics 3.1
Data Manager 3.3
Senior Data Analyst 4.1
Data Analyst 4.3
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
30XX-210 (Amended)13-21 Page 4
DEPUTY CITY MANAGER/CHIEF OPERATING OFFICER
Classification Pay Grade
Deputy City Manager / Chief Operating Officer 1.2
Director of Parks and Recreation 2.1
Landscape Architect Manager 3.3
Landscape Architect 4.3
Maintenance Crew Supervisor 5.1
DIVISIONS REPORTING TO THE DIRECTOR OF PARKS AND RECREATION
Division of Recreation Services
Division of Community Events
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
Classification Pay Grade
Director of Community Events 3.2
Events Administrator 4.2
Events Coordinator 5.2
Events Assistant 5.3
30XX-210 (Amended)13-21 Page 5
Division of Outreach and Engagement
DIVISIONS REPORTING TO THE DEPUTY CITY MANAGER/CHIEF OPERATING OFFICER
Division of Public Service
Division of Asset Management and Support Services
Classification Pay Grade
Director of Asset Management and Support
Services
3.2
Contract and Procurement Coordinator 4.3
Engineering Technician I 5.1
Crew Supervisor 5.1
Management Analyst 5.1
Division of Engineering
Classification Pay Grade
Director of Outreach and Engagement 3.2
Volunteer Resources Coordinator 5.2
Nature Education Coordinator 5.1
Classification Pay Grade
Director of Public Service 3.2
Operations Administrator 4.2
City Horticulturist 4.3
City Forester 4.3
Maintenance Crew Supervisor 5.1
Assistant Horticulturist 5.2
Assistant Forester 5.2
Classification Pay Grade
Director of Engineering 3.1
Deputy Director 3.2
Senior Civil Engineer 3.3
Civil Engineer II 4.1
Construction Manager 4.1
30XX-210 (Amended)13-21 Page 6
Division of Transportation and Mobility
Division of Facilities and Fleet Management
Operations Administrator 4.2
Engineering Technician II 4.3
Civil Engineer I 4.3
Engineering Technician I 5.1
Engineering Project Inspector 5.1
Classification Pay Grade
Director of Transportation and Mobility 3.1
Deputy Director 3.2
Civil Engineer II 4.1
Maintenance Crew Supervisor 5.1
Classification Pay Grade
Director of Facilities and Fleet Management 3.2
Fleet Manager 4.1
Operations Administrator 4.2
Fleet Technician II 4.3
Facilities System Specialist 4.3
Maintenance Crew Supervisor 5.1
Quality Control Manager 5.1
30XX-210 (Amended)13-21 Page 7
DEPARTMENT OF FINANCE
Finance/Accounting/Tax
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
DEPARTMENTS AND DIVISIONS REPORTING TO DEPUTY CITY MANAGER/CHIEF FINANCE
AND DEVELOPMENT OFFICER
Division of Economic Development
Division of Building Standards
Classification Pay Grade
Director of Economic Development 3.1
Senior Economic Development Administrator 4.1
Economic Development Administrator 4.2
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
30XX-210 (Amended)13-21 Page 8
Division of Planning
POLICE DEPARTMENT
Development Review Specialist II 5.1
Review Services Coordinator 5.1
Development Review Specialist I 5.2
Permit Technician 5.2
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
30XX-210 (Amended)13-21 Page 9
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)
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:
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
30XX-210 (Amended)13-21 Page 10
Pay Grade Table
Pay
Grade Market Target
1.1 $141,200 - $169,500 $169,500 - $207,100
1.2 $125,900 - $151,100 $151,100 - $184,600
2.1 $110,600 - $132,700 $132,700 - $162,100
2.2 $101,000 - $121,200 $121,200 - $148,100
3.1 $ 91,400 - $109,700 $109,700 - $134,100
3.2 $ 84,200 - $101,000 $101,000 - $123,400
3.3 $ 78,100 - $ 93,700 $ 93,700 - $114,500
4.1 $ 70,400 - $ 84,400 $ 84,400 - $103,200
4.2 $ 61,200 - $ 73,400 $ 73,400 - $ 89,800
4.3 $ 53,600 - $ 64,400 $ 64,400 $ 78,700
5.1 $ 47,500 - $ 57,000 $ 57,000 - $ 69,600
5.2 $ 41,900 - $ 50,200 $ 50,200 - $ 61,400
5.3 $ 37,700 - $ 45,200 $ 45,200 - $ 55,200
6.1 $ 33,700 - $ 40,400 $ 40,400 - $ 49,400
6.2 $ 30,500 - $ 36,600 $ 36,600 - $ 44,800
6.3 $ 28,100 - $ 33,800 $ 33,800 - $ 41,300
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.
30XX-210 (Amended)13-21 Page 11
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
Pay Grade Premium
1.1 $207,100 - $244,800
1.2 $184,600 - $218,200
2.1 $162,100 - $191,600
2.2 $148,100 - $175,050
3.1 $134,100 - $158,500
3.2 $123,400 - $145,900
3.3 $114,500 - $135,300
4.1 $103,200 - $117,300
4.2 $ 89,800 - $102,000
4.3 $ 78,700 - $ 89,400
5.1 $ 69,600 - $ 79,100
5.2 $ 61,400 - $ 69,800
5.3 $ 55,200 - $ 62,800
6.1 $ 49,400 - $ 53,900
6.2 $ 44,800 - $ 48,800
6.3 $ 41,300 - $ 45,000
30XX-210 (Amended)13-21 Page 12
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
30XX-210 (Amended)13-21 Page 13
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.
30XX-210 (Amended)13-21 Page 14
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
30XX-210 (Amended)13-21 Page 15
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.
30XX-210 (Amended)13-21 Page 16
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.
30XX-210 (Amended)13-21 Page 17
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 a minimum balance of 80 hours or more after
conversion at the end of the payroll calendar year;
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.
30XX-210 (Amended)13-21 Page 18
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 each death of a family member. Family member is defined as
spouse, son, daughter, brother, sister, father, mother, legal guardian, person who stands in
place of a mother or father, grandmother, grandfather, grandson, granddaughter, mother-in-
law, father-in-law, daughter-in-law, son-in-law, brother-in-law, sister-in-law, grandmother-in-
law, grandfather-in-law, stepmother, stepfather, stepbrother, stepsister, stepson,
stepdaughter, half-brother, half-sister, aunt, uncle, or any other relative living in the
employee's home as specified in Section 33.48 (E) of the Dublin Codified Ordinances.
SECTION 9. VACATION LEAVE
A. All employees serving in Full-Time Permanent positions shall accrue Vacation Leave in
accordance with the following schedule:
Completed Years of Accrued Vacation
Public Service Hours per Year
0 up to 1 Year 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 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.
30XX-210 (Amended)13-21 Page 19
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.
30XX-210 (Amended)13-21 Page 20
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:
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
30XX-210 (Amended)13-21 Page 21
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.
30XX-210 (Amended)13-21 Page 22
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 spouses, if
applicable, participation in the Healthy by Choice wellness program and meeting its
associated standards as follows:
Participation Based Premium Waiver
Single Coverage: $750
Family w/o Spouse Coverage: $750
Family w/Spouse Coverage: $1,500
Results Based Premium Waiver
$225 per health factor for blood pressure, cholesterol and tobacco-free status
$450 per health factor for BMI/waist circumference
Participating employees hired during the year shall have the City’s contribution to their
HSA or HRA based on their participation of the HBC program in that initial year. The
premium and waiver of the premium associated with the wellness program will be
based on the enrollment period for the HBC program in the initial year.
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 31st 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
30XX-210 (Amended)13-21 Page 23
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.
30XX-210 (Amended)13-21 Page 24
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 (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 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.
30XX-210 (Amended)13-21 Page 25
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:
30XX-210 (Amended)13-21 Page 26
EXEMPT POSITIONS
Executive Administrative
City Manager
Deputy City Manager/Chief Operating Officer
Deputy City Manager/Chief Finance and
Development Officer
Assistant City Manager / Chief Strategy and
Innovation Officer
Chief Information Officer
Chief of Police
Clerk of Council/Director of Legislative Services
Deputy Chief of Police
Deputy Director of Finance
Deputy Director, Engineering
Deputy Director, Transportation and Mobility
Director of Asset Management & Support
Services
Director of Building Standards
Director of Communications and Public
Information
Director of Community Events
Director of Court Services
Director of Economic Development
Director of Engineering
Director of Facilities and Fleet Management
Director of Finance
Director of Human Resources
Director of Information Technology
Director of Outreach and Engagement
Director of Parks and Recreation
Director of Performance Analytics
Director of Planning
Director of Public Service
Director of Recreation Services
Director of Taxation
Director of Transportation and Mobility
Police Lieutenant
Tech Service Bureau Commander
Accreditation Manager
Accountant
Adaptive Recreation Coordinator
Budget Manager
Benefits Administrator
City Forester
City Horticulturist
Chief Accountant
Clerk of Council
Code Enforcement Supervisor
Communications Manager
Digital and Brand Manager
Digital and Graphic Designer
Economic Development Administrator
Emergency Mgt. Coord./Law Enf. Planner
Engineering Manager
Event Administrator
Event Coordinator
Financial Analyst
Fleet Manager
Government and International Relations Manager
Human Resource Manager
Human Resource Business Partner
Human Resource Coordinator
Landscape Architect Manager
Management Analyst
Membership Services Coordinator
Multi-Media Communications Specialist
Nature Education Coordinator
Operations Administrator
Operations Manager
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 Data Analyst
Senior Economic Development Administrator
Senior Planner
Senior Public Information Officer
Tax Manager
Theater Supervisor
Talent Development and Training Manager
Tax Manager
Volunteer Resources Coordinator
30XX-210 (Amended)13-21 Page 27
Wellness and Benefits Coordinator
Recreational Professional & Computer-Related
Civil Engineer I
Civil Engineer II
Construction Manager
Commercial Plans Examiner
30XX-210 (Amended)13-21 Page 28
Data Manager
Information Technology Project Leader
Network Administrator
Network Engineer
Network Operations Manager
Senior 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:
NON-EXEMPT POSITIONS
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
Executive Assistant to the City Manager
Facilities Systems Specialist
Fleet Technician II
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
30XX-210 (Amended)13-21 Page 29
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 (1½) for all authorized
hours worked on their first regular day off. When an employee works with approval
from an appropriate supervisor their second regular day off and the employee has
actually worked or has been in paid status each of the previous six days, that employee
shall be compensated at the rate of double-time for all hours worked on the second
regular day off. The work period on the second day off must be separate and distinct
from the previous six days and recorded by clocking in on the second regular day off.
If an employee works their second regular day off and they have not met the above
criteria, their second regular day off shall be compensated at the rate of time-and-
one-half. When situations arise requiring an employee to clock in on the first regular
day off prior to midnight and work crosses over midnight into the second regular day
off, the rate of pay shall remain at time-and-one-half (1½) for the first 8 hours of
work as this is considered one work period. Any hours worked in excess of 8 hours in
this specific situation shall be compensated at the double-time rate.
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
30XX-210 (Amended)13-21 Page 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 1st Tuesday of
November through April. Because the implementation of snow shifts causes an actual
change in work shifts, when employees regularly assigned to first shift work on snow
removal operations, shift differential shall apply to those hours worked between 5 p.m.
and 6:45 a.m.
C. For employees regularly assigned to second or third shift, shift differential shall be
applied to any hours worked.
D. Shift differential pay shall be applicable to actual hours worked. Shift differential shall
not be paid in addition to regular pay for any hours spent on approved paid leave, with
the exception of leave due to mandatory training, which shall qualify for shift differential
pay. Mandatory training is defined as classes/coursework where employee attendance
is required by the Division/Department Director. Time spent in optional training
programs shall not qualify for shift differential pay. If authorized overtime occurs in
conjunction with the regular workday, the shift differential, if applicable, shall be paid
for each hour of overtime worked as follows. If shift differential pay is applicable, and
overtime occurs, the shift differential pay shall be added to the base hourly rate prior
to computing the overtime rate. Shift differential pay will be paid on a bi-weekly basis
and will not be cumulative under any circumstance.
E. Due to requirements to meet minimum staffing levels in the 24-hour a day operations
of the Northwest Regional Emergency Command Center (NRECC), shift differential shall
apply to Communications Supervisors regularly assigned to first shift or an
administrative shift only for those hours worked between 6:45 p.m. and 6:45 a.m.
30XX-210 (Amended)13-21 Page 31
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/BENEFITS ELIGIBILITY CHART
EMPLOYEE CATEGORY
BENEFIT & SECTION OF
COMPENSATION PLAN
Full Time
Permanent
Part Time
Permanent
Non-Permanent (Temporary
& Seasonal)
Interns
Instant Bonus
(Section 4) Yes Yes Yes No
Paid Holidays
(Section 5) Yes Yes No No
Personal Leave
(Section 6) Yes Prorated No No
Sick Leave
(Section 7) Yes Prorated No No
Bereavement Leave
(Section 8) Yes No No No
Vacation Leave
(Section 9) Yes No No No
Longevity Pay
(Section 10) Yes No No No
Medical, Dental, Vision, Life
Insurance
(Section 11)
Yes No No No
Tuition Reimbursement
(Section 12) Yes No No No
Overtime / Compensatory
Time
(Non-Exempt Only)
(Section 14)
Yes Yes Yes Yes
Double Time Eligibility
(Section 14) Yes No No No
Shift Differential
(Section 15) Yes No No No