Ordinance 65-22
To: Members of Dublin City Council
From: Megan O’Callaghan, City Manager
Date: November 1, 2022
Initiated By: Jennifer Miglietti, Director of Human Resources
Re: Ordinance 65-22 – Amending Various Sections of Ordinance 15-17
(Compensation Plan for Non-Union Personnel)
Background
As part of the preparation and review of the 2023 Operating Budget submission, the Director of
Human Resources reviews the provisions of the Non-Union Compensation Plan Ordinance for
needed revisions and updates. This review resulted in several updates including any reference of
his/him/her/he/she to be replaced with gender-neutral terms and any reference to action from the
City Manager has been updated to allow for “or designee” where appropriate.
Additionally, the City Manager identified positions to reclassify in furtherance of the organizational
changes advanced to Council as part of the proposed 2023 Operating Budget. The proposed
amendment is needed to authorize these changes into the Non-Union Compensation Plan
(Ordinance 15-17) so that they may be incorporated into the City’s administrative and payroll
systems.
Summary
Attached for Council’s consideration is Ordinance No. 65-22, amending Ordinance 15-17 (Non-
Union Compensation Plan). Adoption of this ordinance will accomplish the following objectives:
Update the list of authorized position titles to reflect the proposed organizational changes
in the 2023 Operating Budget submission.
Biennial review of the classification system and updated pay grades.
Ensure the compensation plan complies with current Federal and State law and
governmental policies.
The following highlights specific changes made to each section of the Compensation Plan for Non-
Union Personnel. These highlights are presented in the order of how they appear in the Non-Union
Compensation Plan (Ordinance 15-17).
Section 2. Wage and Salary Structure/Administration
Paragraph A – It is proposed to make changes throughout this section. These include:
1) Removing 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 and replacing it with a listing of the titles of all positions in the
classified service and all regular positions that are unclassified, together with an assigned
Office of the City Manager
5555 Perimeter Drive • Dublin, OH 43017-1090
Phone: 614.410.4400 • Fax: 614.410.4490 Memo
Memo Ordinance 65-22 Amending Various Sections of Ord 15-17 (Compensation Plan for Non-Union
Personnel)
November 1, 2022
Page 2 of 4
pay range pursuant to the City’s Code of Ordinances Chapter 33 - Human Resources
sections 33.20 and 33.27. The actual organizational structure is reflected annually in the
Operating Budget as passed by Council. The following is proposed:
a. Retitle the Assistant City Manager/Chief Strategy and Innovation Officer to Director
of Administrative Services and maintain the same pay grade of 2.1.
b. Create a CAD Manager at a pay grade of 4.2.
c. Create Communications Systems Specialist at pay grade of 4.2.
d. Retitle the Data Manager to Data and Analytics Manager and maintain the same pay
grade of 4.3.
e. Remove the Deputy City Manager/Chief Finance and Development Officer.
f. Retitle the Deputy City Manager/Chief Operating Officer to Deputy City Manager and
maintain the same pay grade of 1.2.
g. Retitle the Deputy Director of Finance to Director of Finance Operations and
maintain the same pay grade of 3.2.
h. Create a Director of Community Development at a pay grade of 2.1.
i. Retitle the Director of Asset Management and Support Services to Director of Asset
Management and Quality Assurance and maintain the same pay grade of 3.2.
j. Retitle the Director of Finance to Chief Finance Officer/Director of Finance and
maintain the same pay grade of 2.1.
k. Retitle the Director of Performance Analytics to Director of Innovation and
Performance Analytics and maintain the same pay grade of 3.1.
l. Reclassify the Events Coordinator pay grade from 5.2 to 5.1.
m. Retitle the Forensic Intelligence Support Analyst to Public Safety Intelligence Analyst
and maintain the same pay grade of 4.3.
Paragraphs B & C – It is proposed to update the pay grade table after an extensive biennial review
of market pay data. The overarching goal of this review is to continue the City’s ability to attract and
retain a talented, high-quality workforce. Consistent with the methodology used every two years in
establishing the pay range, the proposed 2023 pay range structure in the attached legislation is
supported by extensive market pay data. Market pay data was gathered and analyzed for several
hundred different jobs in the combined Columbus market, which represented over 10,000
incumbents. The private sector market data was obtained from the Mercer Survey for the Columbus
Memo Ordinance 65-22 Amending Various Sections of Ord 15-17 (Compensation Plan for Non-Union
Personnel)
November 1, 2022
Page 3 of 4
region, while the public sector data was obtained from the Mid-Ohio Regional Planning Commission’s
Salary Survey and the State of Ohio compensation structure. These are the same sources from which
market data was gathered in our previous reviews.
Section 4. INSTANT BONUS PROGRAM
Paragraph A. 3. - It is proposed to increase the typical bonus award from $250 to $500.
Section 5. HOLIDAYS
Paragraph C. - It is proposed to add the option for employees who are required to work a
holiday to choose if they take the next regularly scheduled work day off or, if that is not possible
(which is often the case with Communication Supervisors), extended the option of receiving eight
(8) hours of compensatory time or holiday pay.
Section 7. SICK LEAVE
Paragraph F. – It is proposed that an employee who separates service in “good standing” be
clarified to state “an employee who separates service (must not be terminated for “just cause”) for
the purpose of converting sick leave upon separation.
Section 9. VACATION LEAVE
Paragraph A. It is proposed to increase the hours of vacation for employees with 0 to 1
completed year of public service from 40 hours to 80 hours.
Paragraph B. It is proposed to add “Federal Government in the United States” to the listing of
prior public service to be more inclusive of all public service for vacation accrual calculations. It is
also proposed to remove the requirement of public service being relevant to the nature of the
service being provided to the City of Dublin.
Paragraphs C. & D. It is proposed paragraphs C. and D. are removed so that all newly hired
employees are no longer required to have a waiting period before accruing or using vacation.
Paragraph F. It is proposed to clarify the word “separation” and add the definition of “resignation
in good standing” to clarify eligibility for converting vacation to pay.
Paragraph F. 3. It is proposed to remove language regarding the date converted vacation leave
for pay is paid (currently it is paid out at the last pay period of the payroll calendar year) and add
language stating leave is paid in the first pay of the new payroll calendar year. This will allow the
Chief Financial Officer the ability to identify and address financial needs at the beginning of a
payroll calendar year as opposed to trying to resolve it during year end close out.
Section 11. MEDICAL, DENTAL, VISION, LIFE INSURANCE BENEFITS
Paragraph B. It is proposed to remove a reference to Family coverage w/o a spouse due to it
being irrelevant to our current program and practice.
Paragraph C. It is proposed to remove this paragraph due to it being irrelevant with our current
program and practice.
Memo Ordinance 65-22 Amending Various Sections of Ord 15-17 (Compensation Plan for Non-Union
Personnel)
November 1, 2022
Page 4 of 4
Paragraph E. It is proposed to add a statement that short-term disability application paperwork
be received within 10 (ten) calendar days of a qualifying event in order to be eligible for the
program.
Section 12. TUITION REIMBURSEMENT
Paragraph A. It is proposed to increase tuition reimbursement from $3,000 to $5,000 per
calendar year.
Paragraph B. It is proposed to increase the amount of time from five (5) to ten (10) working
days for the City Manager or designee to respond to an employee appeal regarding tuition
reimbursement.
Section 14. OVERTIME/COMPENSATORY TIME
Paragraph A. It is proposed to remove language regarding the payment of overtime after eight
(8) hours of work. It is also proposed to add language stating employees receive overtime after
meeting the requirement of 40 hours per week under the Fair Labors Standard Act (FLSA).
Paragraph B. It is proposed to remove language referencing overtime after eight (8) hours of
work based on the recommendation of changes in paragraph A.
Paragraph C. It is proposed to add clarifying language regarding how employees convert
compensation time, the due date, and the date on which converted time is paid.
Section 15. SHIFT DIFFERENTIAL
Paragraph A. It is proposed to increase the shift differential from $1.10 to $1.40.
Section 17. COMPENSATION AND BENEFITS ELIGIBILITY CHART
It is proposed to add language clarifying that double time and shift differential eligibility is for non-
exempt only employees.
Recommendation
Staff recommends adoption of Ordinance 65-22, Amending Ordinance 15-17, as previously
amended, at the second reading/public hearing on November 14, 2022. It is further
recommended that the competitive process be waived 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.
Attachments:
Exhibit A – Redlined Version of Ordinance 15-17, as amended, highlighting all proposed
amendments contained in Ordinance 65-22.
Page 3
EXHIBIT A
THIS DOCUMENT INCLUDES A CONSOLIDATION OF ALL AMENDMENTS
TO ORDINANCE 15-17 (COMPENSATION PLAN FOR NON-UNION
PERSONNEL) AMENDING ORDINANCES ARE (19-17, 76-17, 24-18, 75-
18, 65-19, 30-20, 13-21, 69-21 and 65-22.)
SECTION 1. SCOPE OF PLAN
A. The sections included in this ordinance shall hereby constitute the City “Compensation
Plan” and this Plan shall supersede all previously enacted legislation relating to
compensation and other related areas contained within the Plan. This “Compensation
Plan” shall be applicable to all non-union personnel of the City and to City Council
Members where so indicated. This Plan shall be administered by the management staff
of the City of Dublin, pursuant to the provision of the Dublin Charter and the Dublin
Codified Ordinances.
SECTION 2. WAGE & SALARY STRUCTURE/ADMINISTRATION
A. The following shall constitute the listing of City job classifications and corresponding
pay grades., The specific budget for personnel authorized to occupy each job
classification within each Department, Division or work unit is approved annually by
Council in the Personnel Data sections appearing throughout the Operating Budget
ordinance. Some positions identified below may be utilized in other departments than
where they appear as authorized by Council.
Classification Pay Grade 1
City Manager 1.1
Deputy City Manager 1.2
Classification Pay Grade 2
Chief Finance Officer/Director of Finance 2.1
Chief Information Officer 2.1
Chief of Police 2.1
Director of Community Development 2.1
Director of Administrative Services 2.1
Director of Parks and Recreation 2.1
Classification Pay Grade 3
Deputy Chief of Police 3.1
Director of Communications and Public Information 3.1
Director of Economic Development 3.1
Director of Engineering 3.1
Director of Human Resources 3.1
Deleted: AND
Deleted: grouped by major office, department,
subordinate divisions in which they primarily would
appear or categorically by function, as appropriate,
covered by this Compensation Plan.
Page 4
Director of Information Technology 3.1
Director of Innovation and Performance Analytics 3.1
Director of Planning 3.1
Director of Transportation and Mobility 3.1
Technical Services Bureau Commander 3.1
Clerk of Council/Director of Legislative Services 3.2
Deputy Director 3.2
Director of Building Standards 3.2
Director of Community Events 3.2
Director of Court Services 3.2
Director of Facilities and Fleet Management 3.2
Director of Finance Operations 3.2
Director of Outreach and Engagement 3.2
Director of Public Service 3.2
Director of Recreation Services 3.2
Director of Taxation 3.2
Budget Manager 3.3
Chief Accountant 3.3
Data and Analytics Manager 3.3
Human Resources Manager 3.3
Information Security Administrator 3.3
Information Technology Business Relationship Manager 3.3
Landscape Architect Manager 3.3
Network Operations Manager 3.3
Operations Manager 3.3
Planning Manager 3.3
Senior Civil Engineer 3.3
Tax Manager 3.3
Classification Pay Grade 4
Accreditation Manager 4.1
Benefits Administrator 4.1
Civil Engineer II 4.1
Commercial Plans Examiner 4.1
Communications Manager 4.1
Digital and Brand Manager 4.1
Fleet Manager 4.1
Information Technology Project Leader 4.1
Network Engineer 4.1
Public Affairs Officer 4.1
Safety Administrator/Risk Manager 4.1
Senior Data Analyst 4.1
Senior Economic Development Administrator 4.1
Page 5
Senior Planner 4.1
Systems and Applications Administrator 4.1
Talent Development and Training Manager 4.1
CAD Manager 4.2
Civil Engineer I 4.2
Communications Supervisor 4.2
Communications Systems Specialist 4.2
Deputy Clerk of Council 4.2
Economic Development Administrator 4.2
Emergency Management Coordinator/Law Enforcement
Planner 4.2
Events Administrator 4.2
Financial Analyst 4.2
Human Resources Business Partner 4.2
Information Security Analyst 4.2
Multi-Media Communications Strategist 4.2
Network Administrator 4.2
Operations Administrator 4.2
Planner II 4.2
Recreation Services Administrator 4.2
Senior Building Inspector 4.2
Senior Public Information Officer 4.2
Senior Support Services Analyst 4.2
Accountant 4.3
Assistant Clerk of Council 4.3
Building Inspector 4.3
City Forester 4.3
City Horticulturist 4.3
Code Enforcement Supervisor 4.3
Contract and Procurement Coordinator 4.3
Corporate Tax Auditor 4.3
Digital and Graphic Designer 4.3
Electrical Inspector 4.3
Engineering Technician II 4.3
Executive Assistant to the City Manager 4.3
Facilities System Specialist 4.3
Fleet Technician II 4.3
Landscape Architect 4.3
Management Analyst 4.3
Payroll Specialist 4.3
Planner I 4.3
Procurement and Contract Coordinator 4.3
Public Information Officer 4.3
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Public Safety Intelligence Analyst 4.3
Records Supervisor 4.3
Residential Plans Examiner 4.3
Support Services Analyst 4.3
Classification Pay Grade 5
Adaptive Recreation Coordinator 5.1
Administrative Support III 5.1
Crew Supervisor 5.1
Development Review Specialist II 5.1
Diversion Officer 5.1
Engineering Project Inspector 5.1
Engineering Technician I 5.1
Events Coordinator 5.1
Human Resource Coordinator 5.1
Infrastructure Asset Technician 5.1
Maintenance Crew Supervisor 5.1
Nature Education Coordinator 5.1
Outreach and Engagement Coordinator 5.1
Planning Technician 5.1
Quality Control Manager 5.1
Recreation Operations Supervisor 5.1
Recreation Program Supervisor 5.1
Review Services Coordinator 5.1
Senior Accounting Specialist 5.1
Theater Supervisor 5.1
Accounting Specialist 5.2
Administrative Support II 5.2
Assistant Forester 5.2
Assistant Horticulturist 5.2
Auditor 5.2
Code Enforcement Officer 5.2
Court Clerk 5.2
Development Review Specialist I 5.2
Landscape Inspector 5.2
Membership Services Coordinator 5.2
Permit Technician 5.2
Police Property Technician 5.2
Records Technician II 5.2
Recreation Operations Specialist 5.2
Recreation Program Coordinator 5.2
Zoning Inspector 5.2
Accounting Assistant 5.3
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Events Assistant 5.3
Human Resources Assistant 5.3
Records Retention Technician 5.3
Records Technician I 5.3
Classification Pay Grade 6
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
Deleted: CITY COUNCIL¶...
Deleted: Pay Grade
Deleted: Market
Deleted: Target
Deleted: 1.1
Deleted: $141,200
Deleted: -
Deleted: $169,500
Deleted: $169,500
Deleted: -
Deleted: $207,100
Deleted: 1.2
Deleted: $125,900
Deleted: -
Deleted: $151,100
Deleted: $151,100
Deleted: -
Deleted: $184,600
Deleted: 2.1
Deleted: $110,600
Deleted: -
Deleted: $132,700
Deleted: $132,700
Deleted: -
Deleted: $162,100
Deleted: 2.2
Deleted: $101,000
Deleted: -
Deleted: $121,200
Deleted: $121,200
Deleted: -
Deleted: $148,100
Deleted: 3.1
Deleted: $ 91,400
Deleted: -
Deleted: $109,700
Deleted: $109,700
Deleted: -
Deleted: $134,100
Deleted: 3.2
Deleted: $ 84,200
Deleted: -
Deleted: $101,000
Deleted: $101,000
Deleted: -
Deleted: $123,400
Deleted: 3.3
Page 8
Pay
Grade Market Target
1.1 $173,400 - $208,000 $208,000 - $254,300
1.2 $137,700 - $165,200 $165,200 - $201,900
2.1 $119,100 - $142,900 $142,900 - $174,600
2.2 $108,400 - $130,100 $130,100 - $159,000
3.1 $98,700 - $118,400 $118,400 - $144,700
3.2 $90,900 - $109,100 $109,100 - $133,400
3.3 $84,300 - $101,100 $101,100 - $123,600
4.1 $74,300 - $89,100 $89,100 - $109,000
4.2 $64,400 - $77,300 $77,300 - $94,400
4.3 $56,200 - $67,500 $67,500 - $82,400
5.1 $49,500 - $59,400 $59,400 - $72,700
5.2 $43,500 - $52,200 $52,200 - $63,800
5.3 $40,800 - $49,000 $49,000 - $59,800
6.1 $36,100 - $43,300 $43,300 - $53,000
6.2 $32,300 - $38,700 $38,700 - $47,400
6.3 $29,300 - $35,200 $35,200 - $43,000
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.
Deleted: 5.3
Deleted: $ 37,700
Deleted: -
Deleted: $ 45,200
Deleted: $ 45,200
Deleted: -
Deleted: $ 55,200
Deleted: 6.1
Deleted: $ 33,700
Deleted: -
Deleted: $ 40,400
Deleted: $ 40,400
Deleted: -
Deleted: $ 49,400
Deleted: 6.2
Deleted: $ 30,500
Deleted: -
Deleted: $ 36,600
Deleted: $ 36,600
Deleted: -
Deleted: $ 44,800
Deleted: 6.3
Deleted: $ 28,100
Deleted: -
Deleted: $ 33,800
Deleted: $ 33,800
Deleted: -
Deleted: $ 41,300
Deleted: Pay Grade
Deleted: Premium
Page 9
Pay Grade Premium
1.1 $254,300 - $300,500
1.2 $201,900 - $238,600
2.1 $174,600 - $206,400
2.2 $159,000 - $187,900
3.1 $144,700 - $171,000
3.2 $133,400 - $157,600
3.3 $123,600 - $146,100
4.1 $109,000 - $123,800
4.2 $94,400 - $107,300
4.3 $82,400 - $93,700
5.1 $72,700 - $82,600
5.2 $63,800 - $72,500
5.3 $59,800 - $68,000
6.1 $53,000 - $57,800
6.2 $47,400 - $51,700
6.3 $43,000 - $46,900
Deleted: 1.1
Deleted: $207,100
Deleted: -
Deleted: $244,800
Deleted: 1.2
Deleted: $184,600
Deleted: -
Deleted: $218,200
Deleted: 2.1
Deleted: $162,100
Deleted: -
Deleted: $191,600
Deleted: 2.2
Deleted: $148,100
Deleted: -
Deleted: $175,050
Deleted: 3.1
Deleted: $134,100
Deleted: -
Deleted: $158,500
Deleted: 3.2
Deleted: $123,400
Deleted: -
Deleted: $145,900
Deleted: 3.3
Deleted: $114,500
Deleted: -
Deleted: $135,300
Deleted: 4.1
Deleted: $103,200
Deleted: -
Deleted: $117,300
Deleted: 4.2
Deleted: $ 89,800
Deleted: -
Deleted: $102,000
Deleted: 4.3
Deleted: $ 78,700
Deleted: -
Deleted: $ 89,400
Deleted: 5.1
Deleted: $ 69,600
Deleted: -
Deleted: $ 79,100
Deleted: 5.2
Deleted: $ 61,400
Deleted: -
Page 10
D. The City Manager shall have the authority to approve pay adjustments within the pay
ranges established in this ordinance. These pay adjustments shall be based on the
employee’s performance, conduct, and position in their pay range, as described below.
1. Employees in the “market” segment of their pay range, whose performance
meets the City’s standards and who consistently demonstrate the core values
of the organization, shall be eligible for larger and, if warranted by performance,
more frequent pay adjustments to move them into the “target” segment of their
ranges within a reasonable period of time.
2. Employees in the “target” segment of their pay ranges shall be eligible for
normal adjustments to remain competitive with the local job market, provided
their performance meets the City’s standards and they consistently demonstrate
the core values of the City. Once an employee reaches the maximum of their
“target” segment, the employee shall no longer be eligible for pay adjustments
unless they are approved for entrance into the “Premium” segment.
3. Employees who are approved for entrance into the “premium” segment of their
pay range will be eligible for normal pay adjustments, provided they continue
to meet defined criteria, continue to demonstrate a premium/value added
contribution, and continue to demonstrate the core values of the organization.
Gaining access to the “Premium” segment of the pay range shall be a very rare
occurrence and only a small percentage of the workforce shall be approved for
entrance into the “Premium” segment. Gaining access to the “premium”
segment shall require the approval of the City Manager or designee, which shall
be based on substantial justification.
E. All pay adjustments within the existing or new wage & salary structure shall be subject
to the funding levels authorized by Council within the adopted Annual Operating Budget
and Appropriations.
F. In the case of new appointments, a starting rate of compensation within the “market”
or “target” segments of the range structure in Section 2, paragraph B shall be
determined by the Director of Human Resources in consultation with the hiring
manager or director and shall be based on the relative qualifications, expertise, skills,
or capabilities of the successful candidate and the existing market conditions. A starting
rate of compensation within the “premium” segment in the range structure shall require
the approval of the City Manager or designee and shall be based on unique, special, or
exceptional qualifications, expertise, knowledge, skill, or capabilities of the successful
candidate and on existing market conditions.
G. The listing of positions and classifications in Section 2, paragraph A and the pay ranges
established in Section 2, paragraph B. shall be reviewed on a biennial basis by the
Director of Human Resources and the Director of Finance and any adjustment deemed
necessary shall be proposed by the City Manager or designee to Council in the form of
an amendment to this ordinance. If adopted by Council, these pay ranges shall become
effective with this ordinance or any subsequent ordinance amending this ordinance.
Deleted: his/her
Deleted: his/her
Deleted: he/she is
Page 11
H. Section 2, paragraphs A and B of this ordinance shall be amended as often as
appropriate to include new job classifications, pay grades, and pay ranges.
I. The City Manager or designee shall determine competitive, equitable compensation
rates for Seasonal, Temporary, or other such casual employees of the City.
J. The City Manager or designee is hereby authorized to establish “Job Families” where
appropriate for the job classifications listed in Section 2, paragraph A.
SECTION 3. MAYOR, VICE MAYOR, COUNCIL MEMBER COMPENSATION
A. The following shall be the annual rates of compensation for the Mayor, Vice Mayor and
Council Members:
Council Member Vice Mayor Mayor
$11,250 $12,250 $15,750
SECTION 4. INSTANT BONUS PROGRAM
A. All employees serving in Full-time permanent, Part-time permanent, Seasonal,
Temporary, and Intermittent positions, not including interns, shall be eligible for a
bonus in accordance with the following terms and conditions:
1. Each Department may give bonuses to reward an individual employee or a
team of employees for an exceptional effort in implementing and completing
a project or program that:
(a) Significantly enhances the efficiency or effectiveness of the City
operations, or;
(b) Significantly exceeds expectations in the areas of performance or
customer service, or;
(c) Demonstrates innovation or creativity in government.
2. Bonuses shall be awarded immediately, not at the end of the year.
3. An individual employee may be eligible for one instant bonus in any calendar
year. The maximum bonus amount shall not exceed $1,000.00; however, the
typical bonus will be in the area of $500.00.
4. Bonuses may be awarded upon written request of the employee’s supervisor,
division director or department director, detailing the employee’s achievement
and recommending a bonus amount. The bonus shall not be awarded unless
approved by the department director and the City Manager or designee.
5. In the event the division director and department director believe that time
off with pay would be a more effective reward for excellence under this
program, and the time off will not negatively affect the operation of the
division, the employee may be awarded up to eight (8) hours of paid leave in
Deleted: $250.00
Page 12
lieu of a monetary bonus.
6. The employee is not to be informed of the bonus until it is approved by the
City Manager or designee.
7. To be eligible for a bonus, the employee must demonstrate a clearly
exceptional level of effort and achieve an outcome that is superior.
8. The department director must validate that enough funds remain in the
department’s payroll budget to support the awarding of a bonus.
SECTION 5. HOLIDAYS
A. The following are hereby designated as the City of Dublin’s observed holidays:
New Year’s Day
Dr. Martin Luther King, Jr. Day
President’s Day
Memorial Day
Juneteenth
Independence Day
Labor Day
Veterans Day
Thanksgiving Day
Christmas Day
B. Employees serving in Full-Time or Part-Time Permanent positions shall be compensated
as follows when any of the above referenced holidays are observed on such an
employee’s regularly scheduled work day:
1. Employees serving in Full-Time Permanent positions shall be paid for a
maximum of eight (8) hours on each holiday.
2. Employees serving in Part-Time Permanent positions shall be paid prorated
number of hours based on their average daily work rate. For example, a part-
time employee who averages 6 hours per work day shall receive 6 hours of
holiday pay. This average is determined by an average of hours worked per
working day over the six pay periods prior to the pay period in which the holiday
occurs.
C. For non-exempt employees serving in Full-Time Permanent positions, should one of the
above referenced holidays be celebrated on such an employee’s regularly scheduled
day off, and such employee is not required to work the holiday, such employee shall
take the next regularly scheduled work day off and receive eight (8) hours of holiday
pay. If an employee is unable to take the next regularly scheduled work day off they
shall receive eight (8) of hours compensatory time or eight (8) hours of holiday pay on
the holiday. An employee on Sick Leave the workday before or after the holiday may
Deleted: ¶
¶
¶
¶
¶
Page 13
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.
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(An employee on an approved disability leave receiving 70% of their normal
wages/salary shall be regarded as being in full-pay status and would, therefore, receive
the full Personal Leave allocation.) For every pay period the employee has been in less
than full pay status, 1.54 hours of Personal Leave shall be deducted from the normal
40-hour annual allocation.
C. In the event that an employee is laid off from City service, said employee shall be
compensated for all unused personnel leave at the rate of pay in effect at the time of
layoff. For any other form of separation, no compensation will be provided to the
employee for unused personal leave.
D. Personal Leave shall not be used to artificially extend the separation date of an
employee who has resigned from employment with the City. The effective date of the
employee’s resignation from employment shall be the same as the employee’s last day
worked.
E. Effective the first pay period in each payroll calendar year, all existing employees
serving in Part-Time Permanent positions shall receive an amount of Personal Leave
equal to the average number of hours worked per week in the previous 12 months.
For example, if the employee averages 30 hours per week in the previous 12 months,
then they shall receive 30 hours of Personal Leave. Employees who do not have a full
12 months of employment with the city, shall receive 16 hours of Personal Leave.
However, new employees appointed during the year shall receive a pro-rated allocation
of Personal Leave in accordance with the following schedule on their effective date of
hire:
Timeframe Appointed Personal Leave Allocation
January 1 through June 30 16 Hours (2 days)
June 30 through November 30 8 Hours (1 day)
December 1 or later None
Personal Leave shall be used within the same payroll calendar year in which it is
allocated and shall not be carried over to the next payroll calendar year.
SECTION 7. SICK LEAVE
A. All employees serving in Full-Time Permanent positions shall be entitled to Sick Leave
with pay for those reasons listed in Section 33.47 of the Dublin Codified Ordinances.
B. Any employee of the City, other than an elective officer, who has an accrued but unused
Sick Leave balance from the State of Ohio or any political subdivision of the State of
Ohio, and who is eligible to earn Sick Leave with the City of Dublin, shall be entitled to
have this accrued but unused Sick Leave balance from these employers transferred for
use with the City of Dublin, provided that said employee is hired by the City of Dublin
within ten (10) years after their date of resignation/separation from any of these past
employers with the State or any political subdivision thereof. New employees hired on
or after January 1, 2007, whose Sick Leave is transferred from another public employer,
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must first use Sick Leave accrued with the City of Dublin prior to using their transferred
balance. In addition, after January 1, 2007, any newly hired employee’s transferred
Sick Leave, to include that previously accrued during former employment with the City
of Dublin, shall not be eligible for conversion to a cash payment either on an annual
basis or upon separation.
C. For employees serving in Full-Time Permanent positions, Sick leave shall accrue at the
rate of 2.77 hours per pay period (9 days/72 hours per year). An employee shall not
earn the full Sick Leave accrual in a given pay period unless they are in full pay status
for the entire pay period (i.e. on duty or on approved leave with pay). (An employee
on an approved disability leave receiving 70% of their normal wages/salary shall be
regarded as being in full-pay status and would, therefore, receive the full Sick Leave
accrual.) In the event an employee is not in full pay status for an entire pay period,
they shall accrue Sick Leave at the rate of .034 hours for each one (1) hour in full pay
status during the pay period.
D. For employees serving in Part-Time Permanent positions, the 9 days (72 hours) per
year Sick Leave accrual shall be pro-rated (0.034 per hour) in relation to the average
number of hours the employee works per week. Sick leave is not accrued for time
worked over 40 hours in a workweek.
E. If any employee fails to submit adequate proof of illness, injury, or death in the
immediate family when requested by the City under the provisions of Section 33.47 of
the Dublin Codified Ordinances; or in the event that such proof is submitted but does
not provide satisfactory evidence, such leave shall be considered unauthorized leave
and shall be without pay.
F. An employee who separates service, in good standing (must not be terminated for “just
cause”), shall be entitled to convert a portion their unused Sick Leave balance to a cash
payment at time of separation. The rate of pay for such accrued unused Sick Leave
shall be the employee’s standard hourly rate of pay at separation multiplied by one-
third (1/3) of the total number of accrued unused Sick Leave hours requested, which
were accrued as an employee of the City of Dublin, up to a maximum payment for 700
hours. The election to convert Sick Leave to cash must be made prior to separation of
employment and this payment shall be part of the employee’s final pay. The number
of unused sick leave hours that are converted to cash at this 1/3 rate, under this
provision, are considered executed and therefore unavailable for transfer to any other
State of Ohio agency or subdivision thereof.
G. Sick leave shall accrue without limitation.
H. At the end of each payroll calendar year, an employee may choose to convert a portion
of their accrued but unused Sick Leave to a cash payment, subject to all of the following
conditions:
1. The employee must have a minimum balance of 80 hours or more after
conversion at the end of the payroll calendar year;
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2. The employee may convert no more than 28 hours of Sick Leave to pay;
3. Sick Leave shall be converted at the rate of one (1) hour of Sick Leave to one
(1) hour of pay at the straight time hourly rate of pay;
4. Once Sick Leave is converted to pay, it shall not be converted back to sick leave.
Should an employee exercise this conversion option, it shall be their responsibility to
provide notification to the Department of Finance in the prescribed manner, indicating
the number of hours they wish to convert to cash, by the due date established by the
City. The cash conversion shall then be paid to the employee in the first pay period in
the new payroll calendar year. If the employee’s employment is terminated for any
reason prior to the first pay period in the new calendar year, this provision shall not
apply and the employee shall be subject to the provision of Section 7. F., above.
I. If an employee is killed while performing their authorized, assigned job duties, their
surviving spouse, or secondarily, their estate, shall be paid for one hundred percent
(100%) of the value of the employee’s accrued but unused sick leave, at the standard
hourly rate in effect at the time of death. The amount so paid shall constitute payment
in full for all accrued and unused sick leave credited to the employee.
SECTION 8. BEREAVEMENT LEAVE
A. All employees serving in Full-Time Permanent positions shall be entitled to three (3)
days of Bereavement Leave for each death of a family member. Family member is defined as
spouse, son, daughter, brother, sister, father, mother, legal guardian, person who stands in
place of a mother or father, grandmother, grandfather, grandson, granddaughter, mother-in-
law, father-in-law, daughter-in-law, son-in-law, brother-in-law, sister-in-law, grandmother-in-
law, grandfather-in-law, stepmother, stepfather, stepbrother, stepsister, stepson,
stepdaughter, half-brother, half-sister, aunt, uncle, or any other relative living in the
employee's home as specified in Section 33.48 (E) of the Dublin Codified Ordinances.
SECTION 9. VACATION LEAVE
A. All employees serving in Full-Time Permanent positions shall accrue Vacation Leave in
accordance with the following schedule:
Completed Years of Accrued Vacation
Public Service Hours per Year
0 up to 1 Year 80 Hours
1 up to 4 Years 108 Hours
4 up to 9 Years 142 Hours
9 up to 15 Years 182 Hours
15 up to 20 Years 208 Hours
20 Years or more 246 Hours
B. An employee who has prior public service with any type of federal, state government
or any political subdivision thereof with the United States, may receive credit for their
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prior service with these employers for the purpose of computing the amount of their
vacation leave with the City of Dublin. The employee must notify the City within 30
days of hire and provide documented proof of prior public service within 90 days of
hire with the City of Dublin.
C. An employee shall not earn their full Vacation Leave accrual in a given pay period unless
they are in full pay status (i.e. on duty or on approved leave with pay) in the entire pay
period. In addition, an employee on approved disability leave shall not accrue Vacation
Leave for the duration of such leave. In the event an employee is not in full pay status
during the entire pay period, they shall accrue Vacation Leave on a pro-rated basis
taking into account the number of hours in full pay status during the pay period and
their rate of accrual at that given time. The formula for pro-rating the employee’s
accrual under such circumstances shall be the number of hours in full pay status
multiplied by the converted hourly accrual rate.
D. Procedures governing the use and approval of vacation leave are contained within
Section 33.46 of the Dublin Codified Ordinances.
E. An employee with fewer than 11 completed years of public service may automatically
carry over, from one payroll calendar year to another, a maximum of 160 hours of
unused Vacation Leave. An employee with 11 through 19 years of completed public
service may automatically carry over 200 hours of unused Vacation Leave from one
payroll calendar year to another. An employee with 20 or more years of completed
public service may automatically carry over 240 hours of unused Vacation Leave from
one payroll calendar year to another. In the event that an employee is precluded from
using Vacation Leave because they were on an approved disability leave, the City
Manager or designee may allow such employee to carry over more Vacation Leave than
the maximum normally allowable. Such authorization shall be obtained from the City
Manager or designee in the advance of any such carry over.
F. An employee who separates service, in good standing (must not be terminated for “just
cause”), 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 in the 1.1 – 3.2 pay grades shall be permitted to convert a maximum
of 160 hours of unused Vacation Leave to cash at the end of each payroll
calendar year. The calculation for the conversion of Vacation Leave under these
circumstances shall be the Director’s calculated hourly rate of pay multiplied by
the number of hours to be converted.
2. Employees below the 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
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Deleted: , if the nature of said service is relevant to
the nature of his/her service with the City of Dublin
Deleted: <#>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.¶
Deleted: <#>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. ¶
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employment
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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, they shall be ineligible for the conversion of any Vacation Leave at the
end of the payroll calendar year.
In the event that an eligible employee (director or non-director) wishes to exercise the
above-mentioned conversion option at the end of a payroll calendar year, it shall be
their responsibility provide notification to the Department of Finance in the prescribed
manner, indicating the number of hours they wish to convert to cash, by the due date
established by the City. The cash conversion shall be paid to the employee in the first
pay period in the new payroll calendar year.
G. If a non-exempt employee is ordered to work while on approved vacation leave, they
shall be paid the rate of double-time, with a minimum guarantee of four (4) hours pay
for each such call in.
H. Vacation leave may be taken in minimum multiples of one-quarter hour.
I. The City shall determine the method of crediting vacation leave.
J. Vacation leave shall not be used to artificially extend the separation date of an
employee who has resigned from employment with the City. The effective date of the
employee’s resignation shall be the same as the employee’s last day worked.
SECTION 10. LONGEVITY PAY
A. All employees serving in Full-Time Permanent positions shall be entitled to longevity
pay in accordance with the following schedule, provided that all complete years of
service are consecutive and have been accumulated in Full-Time Permanent positions:
Completed, Consecutive Years of
Service in Full-Time Permanent
Positions with the City of Dublin
Amount
Four (4) through Six (6) Years $950
Seven (7) through Ten (10) Years $1,150
Eleven (11) through Fourteen (14) Years $1,450
Fifteen (15) through Nineteen (19) Years $1,700
Twenty (20) or More Years $1,900
B. Employees shall become eligible for their longevity payment on the anniversary date of
their appointment and must be in an active status on that date. The employee shall
actually receive such longevity payment the following pay period and such payment
shall be in a lump sum included in the employee’s regular payroll deposit. The payroll
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employee on the scheduled pay date at the
conclusion of the last pay period in the payroll
calendar year.
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deposit in which the longevity payment is included shall be taxed at the employee’s
existing W-4 rate.
C. In the event an employee is on Leave without Pay for more than six (6) months within
the particular year for which the employee would normally be entitled to longevity pay,
they shall forfeit their entitlement to such pay.
SECTION 11. MEDICAL, DENTAL, VISION, LIFE INSURANCE BENEFITS
A. The City shall make available group medical, prescription drug, dental, and vision
benefits to all employees serving in Full-Time Permanent positions and their
dependents and to all Council Members and dependents in accordance with the City’s
Plan Documents. These benefits are described in full detail in the City’s Summary Plan
Documents and are made available subject to the plan design and required deductibles,
co-payments, co-insurance, and annual out-of-pocket maximums, etc. identified in the
Summary Plan Documents.
B. The City will provide health insurance coverage to Employees through a high
deductible, health savings account (HSA). For employees and covered spouses (if
applicable) enrolled in and meeting the requirements the City’s health management
program (“Healthy by Choice Plus”), the City will make annual contributions to each
participating employee’s health savings account based on the coverage level (single or
family) and participation in the City’s Healthy by Choice (HBC) Plus program. The
benefit plan provides participation-based and results-based wellness incentives to help
offset the employee deductible amounts under this plan design ($2,500 – single
coverage, $5,000 – family coverage). Each employee has the opportunity to earn
results-based wellness incentives in relation to four key health factors (blood pressure,
cholesterol, body mass index/waist circumference, non-tobacco use) in the form of
additional financial contributions to their Health Savings Accounts (HSA’s).
C. Effective January 1, 2018 the City’s Annual HSA contribution will become automatic and
will no longer be tied to the Wellness Program. These automatic payments will occur
over three equal installments in January, May and September to each employee’s
Health Savings Account who are covered by the City Health Insurance Plan based upon
the coverage level. The annual amounts will be:
Single Coverage: $1,875
Family Coverage w/o Spouse: $3,750
Family Coverage w/Spouse: $3,750
Effective January 1, 2018 The City will charge a premium for medical coverage at the
following base rates:
Single Coverage: $1,875
Family Coverage w/o spouse: $1,875
Family Coverage w/ spouse: $3,750
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Deleted: <#>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. ¶
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These premiums can be waived depending on the employee’s and spouses, if
applicable, participation in the Healthy by Choice wellness program and meeting its
associated standards as follows:
Participation Based Premium Waiver
Single Coverage: $750
Family w/o Spouse Coverage: $750
Family w/Spouse Coverage: $1,500
Results Based Premium Waiver
$225 per health factor for blood pressure, cholesterol and tobacco-free status
$450 per health factor for BMI/waist circumference
Participating employees hired during the year shall have the City’s contribution to their
HSA or HRA based on their participation of the HBC program in that initial year. The
premium and waiver of the premium associated with the wellness program will be
based on the enrollment period for the HBC program in the initial year.
D. The City shall make available group term life insurance and accidental death and
dismemberment insurance coverage to all employees serving in Full-Time Permanent
positions in accordance with the City’s Plan Documents, with no contribution on the
part of employee. The City shall provide coverage in the amount of 1.5 times the
employee’s base annual compensation rate in effect as of December 31st of each year,
with a minimum coverage level of $50,000 and a maximum coverage level of
$150,000.00.
E. The City shall make available group Short-Term Disability benefits to all employees
serving in Full-Time Permanent positions. The benefits under this Short-Term Disability
program shall begin after seven (7) consecutive work days of absence due to a disabling
medical condition and shall provide disability income protection at 70% of normal
wages/salary up to a maximum of 24 weeks for an approved disability, with the ability
to supplement said disability income level up to 100% of normal wages/salary through
the use of the employee’s Sick Leave, Personal Leave, Vacation Leave, or
Compensatory Time banks. Employees on approved disability leave at 70% income
replacement shall be regarded as being in full pay status and, therefore, they shall not
be required to pay for the continuation of their Medical, Dental, and Vision benefits
through the duration of the approved disability leave. Short Term Disability shall run
concurrent to the provisions and entitlements provided by the Family Medical Leave
Act (FMLA), if applicable. Short Term Disability Benefits paid to an employee over a
lifetime shall not exceed one year (2,080 hours) maximum. Paperwork is required to
be submitted within 10 (ten) working days of the qualifying event to be eligible for the
short term disability program.
SECTION 12. TUITION REIMBURSEMENT
A. All employees serving in Full-Time Permanent positions shall be eligible to participate
in the City’s Tuition Reimbursement Program. Under this program, each employee shall
be eligible for a maximum of Five Thousand Dollars ($5,000) in reimbursement per Deleted: Three
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calendar year for fees and required textbooks, and courses of instruction voluntarily
undertaken. Courses of instruction eligible for reimbursement under this program shall
include courses necessary for job-related degree programs or courses of study not
necessarily within a job-related degree program but which are still job related. In
addition, only course work provided by a recognized institution (e.g. college, university,
community college, post-secondary technical school, etc.) shall be eligible for
reimbursement under this program.
B. All coursework subject to potential reimbursement shall be transmitted, in advance and
through the employee’s Department/Division Head, to the Director of Human Resources
for approval. The Department/Division Head shall provide a written recommendation
concerning approval/disapproval of the request at time of transmittal to the Director of
Human Resources. If practicable, an employee shall submit application for approval of
the course work at least fifteen (15) days prior to commencement of the course of
study. The Director of Human Resources shall evaluate the employee’s
coursework/degree program for job-relatedness and shall notify the employee, in
writing, regarding his approval/disapproval of said coursework/degree program on that
basis. An employee may receive blanket approval for an entire degree program or a
continuing course of study if all courses within the program are identified. If all or part
of the program is approved, the employee need not reapply for approval for each
course within the portion(s) approved. If the Director of Human Resources disapproves
all or part of the program/coursework, the employee may appeal, in writing, such
disapproval directly to the City Manager within 72 hours of notification from the Director
of Human Resources. The City Manager or designee will issue a written decision on
the employee’s appeal within ten (10) working days of receiving the appeal.
C. Courses are to be taken on other than scheduled working hours, unless approval is
obtained from the appropriate Department/Division Head, Director of Human
Resources, and the City Manager or designee to take such courses on work time.
D. Reimbursement shall be made upon successful completion of the course with a grade
of C (2.00) or better. The employee shall submit an official transcript or certificate
demonstrating successful completion of the course and a receipt from the institution
confirming the employee has paid for tuition, fees, and required textbooks. Any
financial assistance available to an employee shall be deducted from the amount of
tuition reimbursement that would otherwise be applied. The employee shall not be
reimbursed for incidental expenses such as paper or supplies, mileage, parking, meals,
or other expenses other than tuition, fees, and required textbooks.
E. In the event that an employee receives reimbursement under this program and
voluntarily separates service with the City within the first year following reimbursement,
they shall pay 100% of the reimbursement back to the City. Furthermore, in the event
an employee voluntarily separates service during the second year following
reimbursement, they shall pay 50% of the reimbursement back to the City. Should an
employee have a tuition reimbursement payback obligation to the City, such obligation
will be recouped by the City pursuant to the terms of a repayment agreement entered
into between the City and the employee at the time of application. Any remaining
obligations, if any, must be satisfied within one (1) year of the employee separation
date. In addition to being indebted to the City of Dublin, which may result in collection
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actions, failure to fully satisfy such obligation by the former employee may generate
an adverse recommendation in response to future reference checks by prospective
employers.
SECTION 13. TEMPORARY WORK ASSIGNMENT
A. When an employee is designated by a Director or the City Manager to perform higher-
level duties outside the scope of their established job classification for a period of more
than ten (10) consecutive work days, the employee shall be compensated at a higher
rate of pay beginning on the eleventh (11th) day and extending for the duration of the
assignment. However, if in the judgment of the City Manager, circumstances warrant
a temporary pay supplement retroactive to the date the employee first assumed the
higher-level duties, the City Manager or designee shall have the discretion to award
such retroactively. Upon the determination to award a temporary pay supplement, the
Director of Human Resources, in consultation with the Department Director, shall set
an appropriate percentage increase reflective of the higher level duties to be performed
not to exceed 10% of the employee’s current rate of pay. If unusual circumstances
exist to justify a higher rate of pay an exception for unusual circumstances must be
supported by substantial written justification and submitted to the City Manager for
approval. Under no circumstances shall the increased rate of pay exceed the “target”
maximum of the pay grade associated with the higher-level duties. When an employee
is designated to perform the duties of a Director position on an interim basis, the City
Manager or designee, on a case-by-case basis, shall have the discretion to award a
temporary pay supplement in an amount greater than the normal pay adjustment
established for that particular year, yet appropriate to the individual
merits/circumstances of each situation.
SECTION 14. OVERTIME/COMPENSATORY TIME
A. Non-exempt employees whose normal workweek consists of 40 hours shall be
compensated at the rate of time-and-one-half the non-exempt employee’s regular
hourly rate of pay as per the Fair Labors Standard Act (FLSA).
B. In accordance with the governing provisions of the FLSA the Director of Human
Resources will determine the designation status of each position. All job classification
designations of Exempt or Non-Exempt shall be annotated in the job descriptions
located in the Division of Human Resources.
C. Pursuant to the FLSA, the City shall grant a non-exempt employee compensatory time
off in lieu of overtime pay, at the rate of time-and-one-half for each overtime hour
worked, if the supervisor and employee agree prior to work commencing that
compensatory time will be earned in lieu of cash compensation. Each non-exempt
employee may accrue a maximum compensatory time bank of 160 hours and may not
earn more than 160 hours of compensatory time in a calendar year. After a non-
exempt employee has accrued this maximum compensatory time bank, and not used
it as leave, all additional overtime for such employee shall be paid at the rate of time-
and-one-half. If at the end of each payroll year, a non-exempt employee has 120
hours of compensatory time in their compensatory time bank, they shall be permitted
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hour workdays who work or are in paid status in
excess of eight (8) hours on any workday,
Deleted: for each overtime hour worked.
Deleted: ¶
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. ¶
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to convert up to 50 hours of compensatory time in said bank to cash. The calculation
for converting Compensatory Time to cash shall be the employee’s established hourly
rate of pay multiplied by the number of hours the employee desires to convert. In
the event the employee wishes to exercise this option, it shall be their responsibility
to provide notification to the Department of Finance in the prescribed specifying the
number of hours they wish to convert to cash, by the due date established by the
City. The cash conversion shall be paid in a lump sum in the employee’s regular
payroll deposit in the first pay period in the new payroll calendar year. The payroll
deposit in which this conversion payment is included shall be taxed at the employee’s
existing W-4 rate.
D. Pursuant to the Fair Labor Standards Act, an employee with accumulated
compensatory time may request leave and shall be granted such leave so long as the
granting of said leave does not unduly disrupt City operations.
E. Pursuant to the Fair Labor Standards Act, all non-exempt employees shall, upon
termination, be paid for all accumulated compensatory time at an hourly rate not less
than the average rate received by the non-exempt employee over the last three (3)
years of employment or the final regular hourly rate, whichever is greater. In the
event of an employee’s death, such compensation shall be paid to the employee’s
surviving spouse or, secondarily, his/her estate.
F. When a non-exempt full time permanent employee is required or requested by an
appropriate supervisor to work on the employee’s first or second regular day off within
such employee’s scheduled workweek, the employee shall be compensated as follows.
Employees shall be compensated at a rate of time-and-one-half (1½) for all authorized
hours worked on their first regular day off. When an employee works with approval
from an appropriate supervisor their second regular day off and the employee has
actually worked or has been in paid status each of the previous six days, that employee
shall be compensated at the rate of double-time for all hours worked on the second
regular day off. The work period on the second day off must be separate and distinct
from the previous six days and recorded by clocking in on the second regular day off.
If an employee works their second regular day off and they have not met the above
criteria, their second regular day off shall be compensated at the rate of time-and-
one-half. When situations arise requiring an employee to clock in on the first regular
day off prior to midnight and work crosses over midnight into the second regular day
off, the rate of pay shall remain at time-and-one-half (1½) for the first 8 hours of
work as this is considered one work period. Any hours worked in excess of 8 hours in
this specific situation shall be compensated at the double-time rate.
G. When a non-exempt employee is either called in or scheduled in advance for work by
an appropriate supervisor, and the employee reports for said work more than 30
minutes after the completion of the regularly scheduled work hours, the employee
shall be paid for a minimum of three (3) hours at the appropriate overtime rate or be
credited with a minimum of three (3) hours of compensatory time at the appropriate
rate.
Deleted: his/her
Deleted: to forward a memorandum to the
Department of Finance
Deleted: he/she wishes
Deleted: prior to the end of the year
Deleted: then
Deleted: , 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.
Page 24
H. Pursuant to the Fair Labor Standards Act, exempt employees are not entitled to
overtime pay or formal compensatory time. However, the policy of the City shall be
to allow Exempt personnel to take a limited amount of time off from their duties during
normal business hours, if they have been required to devote considerable time in
excess of the normally required time commitment associated with the nature of their
positions, provided they comply with the administrative guidelines of the City Manager
regarding taking such time off from their duties.
SECTION 15. SHIFT DIFFERENTIAL
A. On the effective date of this ordinance, shift differential pay shall be provided to full
time nonexempt permanent employees as indicated below at a rate of $1.40 per hour
with the exception of hours in paid status while on approved leave.
B. For employees regularly assigned to first shift, shift differential shall not apply except
when assigned to snow removal operations which runs from the 1st Tuesday of
November through April. Because the implementation of snow shifts causes an actual
change in work shifts, when employees regularly assigned to first shift work on snow
removal operations, shift differential shall apply to those hours worked between 5 p.m.
and 6:45 a.m.
C. For employees regularly assigned to second or third shift, shift differential shall be
applied to any hours worked.
D. Shift differential pay shall be applicable to actual hours worked. Shift differential shall
not be paid in addition to regular pay for any hours spent on approved paid leave, with
the exception of leave due to mandatory training, which shall qualify for shift differential
pay. Mandatory training is defined as classes/coursework where employee attendance
is required by the Division/Department Director. Time spent in optional training
programs shall not qualify for shift differential pay. If authorized overtime occurs in
conjunction with the regular workday, the shift differential, if applicable, shall be paid
for each hour of overtime worked as follows. If shift differential pay is applicable, and
overtime occurs, the shift differential pay shall be added to the base hourly rate prior
to computing the overtime rate. Shift differential pay will be paid on a bi-weekly basis
and will not be cumulative under any circumstance.
E. Due to requirements to meet minimum staffing levels in the 24-hour a day operations
of the Northwest Regional Emergency Command Center (NRECC), shift differential shall
apply to Communications Supervisors regularly assigned to first shift or an
administrative shift only for those hours worked between 6:45 p.m. and 6:45 a.m.
SECTION 16. ON DUTY PAY
All full time non-exempt permanent employees may receive On Duty pay when placed into this
status outside of their normal work hours pursuant to an Administrative Order issued by the
City Manager or designee. The intent of this status/pay is to ensure responsiveness in the
event of an emergency requiring the call in of employees outside of normal work hours. This
status shall end when the employee is actually engaged in work at which time the appropriate
Deleted: 1.10
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pay status will go into effect. The rate of pay when in an On Duty status shall be $1.05 per
hour.
SECTION 17. COMPENSATION AND BENEFITS ELIGIBILITY CHART
The following chart is provided for quick reference when trying to determine compensation
and benefits eligibility for the various workforce categories. This chart is not intended to
replace the language contained in this ordinance and the applicable section should be
referenced and read for further guidance.
COMPENSATION/BENEFITS ELIGIBILITY CHART
EMPLOYEE CATEGORY
BENEFIT & SECTION OF
COMPENSATION PLAN
Full Time
Permanent
Part Time
Permanent
Non-Permanent (Temporary
& Seasonal)
Interns
Instant Bonus
(Section 4) Yes Yes Yes No
Paid Holidays
(Section 5) Yes Yes No No
Personal Leave
(Section 6) Yes Prorated No No
Sick Leave
(Section 7) Yes Prorated No No
Bereavement Leave
(Section 8) Yes No No No
Vacation Leave
(Section 9) Yes No No No
Longevity Pay
(Section 10) Yes No No No
Medical, Dental, Vision, Life
Insurance
(Section 11)
Yes No No No
Tuition Reimbursement
(Section 12) Yes No No No
Overtime / Compensatory
Time
(Non-Exempt Only)
(Section 14)
Yes Yes Yes Yes
Double Time Eligibility
(Non-Exempt Only)
(Section 14)
Yes No No No
Shift Differential
(Non-Exempt Only)
(Section 15)
Yes No No No