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98-96 Ordinance AMENDED _......,u.. RECORD OF ORDINANCES Dayton Legal Blank Co. Form No. 30043 Ordinance No. ___~~,-2~---<~-~ended) P assed----------- _____________n___________ ------ ____19 ---- --- AN ORDINANCE REPEALING ORDINANCE NO. 23-93 "..... ("COMPENSATION PLAN") AND ALL AMENDMENTS THERETO (ORDINANCE NOS. 01_94,40-94,45-94,12-95,51-95,06-96 AND 94-96) I L AND ADOPTING IN LIEU THEREOF A NEW COMPENSATION PLAN FOR THE CITY OF DUBLIN. WHEREAS, Council has determined, after the completion of a Classification & Compensation Study, that a new wage and salary structure should be adopted for non-bargaining unit personnel of the City; and, WHEREAS, Council has also determined that certain other compensation items within the "Compensation Plan" should be enhanced; and WHEREAS, Council believes it is beneficial to repeal Ordinance No. 23-93, and any amendments thereto (as referenced above), for the purpose of consolidating all effective provisions regarding compensation into a single piece oflegislation referred to as the new "City Compensation Plan"; and WHEREAS, Council believes that this new "Compensation Plan" will place the City of Dublin in a competitive posture with respect to the marketplace, thus aiding in the recruitment and retention of a highly qualified, highly effective staff; r- NOW, THEREFORE BE IT ORDAINED by the Council of the City of Dublin, State of L Ohio, a- of the elected members concurring that: SECTION 1. The sections that follow 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-bargaining unit personnel of the City and to City Council Members where so indicated. Wages and benefits for bargaining unit personnel are governed by separate collective bargaining agreements for each respective bargaining unit. This "Compensation Plan" shall not be applicable to employees serving in positions who are included in any proposed bargaining unit, as identified in a "Request for Recognition" presently under consideration before the State Employment Relations Board (SERB), or any other appropriate bargaining unit. Wages and benefits for such proposed bargaining unit personnel shall remain at their existing levels pending a determination by SERB on the majority status, or lack thereof, concerning the employee organization seeking to represent those employees in the proposed bargaining unit. This Plan shall be administered by the City Manager and the Director of Human Resources & Procurement, pursuant to the provisions of the Dublin Charter and the Dublin Codified Ordinances. SECTION 2. WAGE & SALARY STRUCTURE/ADMINISTRA TION "..... A. The following schedule includes a complete listing of City job classifications and .... corresponding pay grades, grouped categorically by function, covered by this Compensation Plan: Building Regulation Classification Title Pay Grade Residential Plans Examiner 4 Permit Coordinator 5 Building Inspector 6A Electrical Inspector 6A Director II, Building Standards 11 RECORD OF ORDINANCES Dayton Legal Blank Co. Form No. 30043 Ordinance NO.m_~__-__~~__j~~~tJ P assed__________ ____ _____________________ _________19_______ rage L. Clerical/Secretarial r Classification Title P~ Grade Clerical Specialist I 2 ! L Clerical Specialist II 3 Administrative Secretary 4 Executive Secretary 5 Criminal Justice Classification Title Pay Grade Intake Coordinator 4 Court Clerk 4 Court Security/Community Service Officer 6A Diversion Officer 6A Probation Officer 7B Director I, Court Services 10 Community Relations Classification Title Pay Grade Communication Relations Specialist 7B Special Events Specialist 7B ,.... Director I, Community Relations 10 I .... Engineering Classification Title Pay Grade Electrical Worker 4 Engineering Assistant 4 Engineering Project Inspector 5 Engineering Program Specialist 5 Traffic Signal Technician 5 Civil Engineer 8 Assistant Director, Engineering 9 Director II, Engineering 11 Finance/Accounting Classification Title Pay Grade Accounting Technician I 3 Accounting Technician II 4 Financial Analyst 6B ,...... Director I, Taxation 10 Assistant Director, Finance 10 .... Director III, Finance 12 General Management/Administration Classification Title P~ Grade Management Assistant 8 lL'8I~:,,'I!\IlMIl!IlI --".,~<,--'.....,., RECORD OF ORDINANCES Dayton Legal Blank Co. Form No. 30043 Ordinance No. _5~__~0J.eJj~~ P assed____________ _________ _____________ __________19_____ --- r(l.~t: :J GraphicslDesia=n Classification Title Pay Grade ".... G.I.S./CAD Technician 5 i ! i ...... Human Resources. Procurement & Risk Management Classification Title Pay Grade Human Resource Specialist 7B Procurement Specialist 7B Risk Management Specialist 7B Director II, Human Resources & Procurement 11 Information Systems Classification Title Pay Grade Information Systems Technician 5 Information Systems Manager 9 Law Enforcement Classification Title Pay Grade Chief Communications Technician 6A Police Lieutenant 11 Chief of Police 12 ,... I Lea=islative ...... Classification Title Pay Grade Assistant Clerk of Council 4 Clerk of Council 7B Parks & Recreation Classification Title Pay Grade Recreation Program Supervisor 7B Administrative Services Supervisor 7B Recreation Services Administrator 9 Director II, Parks & Recreation 11 Planning. Development & Zoning Classification Title Pay Grade Code Enforcement Officer 4 Development Review Specialist 6A ,..... Economic Development Coordinator 8 Landscape Planner 7B .... Planner I 8 Planner II 9 Director II, Planning 11 Director of Development 13 """"---..-",~.",-""_..,,,,,-~~ RECORD OF ORDINANCES Dayton Legal Blank Co. Form No. 30043 . ~~-~0 ~ Passedn___num _____________ ______n_____________19 u___u_ Ordmance No. ___, _ ________n ~ Q,5'" "t (Amended) Service. Maintenance. Streets. Utilities. Grounds & Facilities ".... Classification Title Pay Grade Facility Supervisor 5 ....... Forester 7A Horticulturist 7A Maintenance Supervisor 8 Director II, Streets & Utilities 11 Director II, Grounds & Facilities 11 Director III, Service 12 In accordance with the provisions contained in Section 33.25(c) of the Dublin Codified Ordinances, the City Manager may, at his discretion, establish the classification title of Assistant City Manager to be used In conjunction with any existing Department/Division Head classification title and designate the incumbent employed within such classification to serve in this joint capacity at the pleasure of the City Manager. Under such conditions, the incumbent designated to serve in such capacity shall assume the title of Assistant City Manager in conjunction with his/her existing regular job title. If under the aforementioned conditions, the City Manager desires to reassign the pay grade and range of the effected classification, such reassignment shall be subject to the approval of Council by Ordinance amending Section 2 A. and B. of the "Compensation Plan". r B. The following schedule includes a listing of pay grades with their corresponding pay ranges for the job classifications specified in Section 2 A. ~ Pay Grade Pay Range 1 $18,673 - $28,010 2 $20,374 - $30,561 3 $22,230 - $33,345 4 $24,255 - $36,383 5 $26,465 - $39,698 6A $28,876 - $43,314 6B $29,279 - $43,919 7A $31,507 - $47,260 7B $31,944 - $47,915 8 $34,851 - $52,276 9 $38,022 - $57,033 10 $41,482 - $62,223 11 $45,257 - $67,886 12 $49,375 - $74,062 13 $53,869 - $80,802 C. Effective December 8, 1996, employees within the job classifications listed herein, ,...... whose base rates of pay fall below the minimum of the pay ranges for their respective -- job classifications, shall have their base rates of pay adjusted to the minimum of their respective pay ranges plus receive a 5% "technical adjustment". Effective December 8, 1996, all employees within the job classifications listed herein, whose base rates of pay fall within the minimum to maximum parameters of their respective pay ranges, shall be entitled to a 5% "technical adjustment" in their base rates of pay. D. The starting annual rate of pay, upon appointment to any position within one of the aforementioned job classifications specified in Section 2A., shall be determined by the Director of Human Resources & Procurement in consultation with the particular DepartmentlDivision Head in question and shall be based on the relative qualifications of the candidate and the existing market conditions. Said starting annual rate of pay -~'''':--,. "--"..".,,,,,,,,-~_.....,..... RECORD OF ORDINANCES Dayton Legal Blank Co. Form No. 30043 . ~~~~~ ~ Passed_______ n _ m___m _____________________n__19________ Ordmance No ._______0________._______ ri:l.~t; ::> shall be recommended to the City Manager for final approval. No starting rate shall be less than the minimum nor exceed the maximum of the established pay range for that r particular job classification. ! E. The City Manager shall have the authority to approve "merit" pay increases within the \.... aforementioned pay ranges specified in Section 2B. Said "merit" pay increases shall be determined based on a written evaluation of the individual employee's job performance by the employee's supervisor and Department/Division Head. Said evaluation shall be accompanied by a pay Increase recommendation from the employee's Department/Division Head which, in no instance, shall exceed 5.0%. Said evaluation and recommendation shall be processed on the appropriate forms as prescribed by the Director of Human Resources & Procurement or the City Manager. F. The City Manager shall also have the authority to approve "equity" pay adjustments when, in the judgement of the City Manager, there exists an inequity in a particular employee's pay level relative to the pay level of other equally qualified and productive employees within the same job classification. Said "equity" pay increase adjustments shall be based on a written evaluation of the employee's performance by the employee's supervisor and Department/Division Head and a written pay increase adjustment recommendation from said Department/Division Head. Said evaluation and recommendation shall be processed on the appropriate forms as prescribed by the Director of Human Resources & Procurement or the City Manager. G. The City Manager shall have the authority to approve either "merit" pay increases or [ "equity" pay adjustments at any point after the completion of a new employee's probationary period or, in the case of existing employees, at any point during the year as recommended by the employee's Department/Division Head and the Director of Human Resources & Procurement. H. All pay increases shall be subject to the ability of the annual budget and appropriations to fund these increases. I. The type of payroll system and the payroll schedule shall be determined by the City Manager in consultation with the Director of Finance and the Director of Human Resources & Procurement. J. The pay ranges listed in Section 2. B. of this Ordinance shall be reviewed on a biennial basis by the Director of Human Resources & Procurement and the City Manager for the purpose of proposing inflationary adjustments to said ranges. Any inflationary adjustments deemed necessary shall be proposed to Council in the form of an Ordinance and if approved by Council, shall be effective January I of that particular year. K. Sections 2A. and 2B. of this ordinance shall be amended as often as appropriate to include new job classifications, pay grades, and pay ranges. r- L. The City Manager shall determine equitable compensation rates for Seasonal, ~ Temporary, Intermittent, Emergency, and Part-Time positions with the minimum being ... the prevailing Federal "Minimum Wage". SECTION 3. DEPARTMENT/DIVISION HEAD PERFORMANCE BONUS PLAN A. Department/Division Heads at the maximum of their respective pay ranges who, in the judgement of the City Manager, meet certain performance standards/objectives, shall be eligible, on an annual basis, for a lump sum bonus. ,,~ "'...- _..~-,..~--~--..=~-~".'" , RECORD OF ORDINANCES Dayton Legal Blank Co. Form No. 30043 Ordinance NO.m_~~_-_ll~j!~ P assedn_m_n_u nn_mm___m_nm __ ______m_19 _nm__ rag~ 0 B. Eligibility to receive this lump sum performance bonus and the amount of this bonus shall be determined by the following criteria: r Performance Annual Bonus ~ .... Standard (% of Annual Base Salary) Very Effective 5% Extremely Effective 7.5% Exceptional 10% C. The above performance standards are defined as follows: Very Effective - performance which exceeds what would be required of a qualified, experienced individual in the position. Extremely Effective - performance which greatly exceeds what would be required of a qualified, experienced individual in the position. Exceptional - performance which is clearly superior to what would be required of a qualified, experienced individual in the position. SECTION 4. MAYOR. VICE MAYOR & COUNCIL COMPENSATION A. The following annual rates of pay for the Mayor, Vice Mayor and Council Members [ shall become effective on the date this legislation legally takes effect: Council Member Vice Mayor Mayor $9,000 $10,000 $13,500 SECTION 5. HOLIDAYS A. All employees serving in full-time or part-time permanent positions shall receive paid time off for the following observed holidays, based on the number of hours they are scheduled to work on the day on which the holiday is observed: New Years's Day President's Day Memorial Day Independence Day Labor Day Dr. Martin Luther King, Jr. Day Veteran's Day Thanksgiving Day Christmas Day ... B. In the event that a non-exempt employee, serving in a full-time permanent position, is ~ required to work on any of the aforementioned observed holidays, that employee shall ~ be entitled to: 1. straight time pay for all hours worked if eight (8) hours or less are worked, and the appropriate overtime rate for any hours worked in excess of eight (8) hours; 2. at the employee's option, eight (8) hours payor eight (8) hours compensatory time at the straight time rate; and '_~",1"':y . P'lUU~ - '~;h ~ ---~- RECORD OF ORDINANCES Dayton Legal Blank Co. Form No. 30043 Ordinance NO.m_9-~__~'1_~__~~~ Passed__________,___mm _m_m_m____ ___m_m_19___m__ Ci:l.gt:: I 3. one hour of compensatory time at the straight time rate for each two (2) hours worked, to a maximum offour (4) hours compensatory time. [ C. In the event that a non-exempt employee, serving in a part-time permanent position, is required to work on any of the aforementioned observed holidays, that employee shall be paid at the rate of double-time for all hours worked on that holiday. D. In the event that the Federal and/or State government(s) shall designate a specific day of the week or a specific date for any of the aforesaid holidays, then City holidays will be observed in accordance with said designation. E. In the event that any of the aforesaid holidays should fall on a Saturday, the Friday immediately preceding shall be observed as the holiday. In the event that any of the aforesaid holidays should fall on a Sunday, the Monday immediately succeeding shall be observed as the holiday. SECTION 6. PERSONAL LEAVE A. Effective January 1 of each year, all 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 four (4) days (32) hours of Personal Leave. However, in the event an individual is appointed on or after November 1 of any given year, that individual shall receive only one (1) day of Personal Leave. Personal Leave shall be used at the employee's discretion, provided that it is approved in advance by the r employee's Department/Division Head via the use of a Leave Request Form. Personal Leave shall be used within the same calendar year in which it is allocated and shall not ~ be carried over to the next calendar year. B. In the event 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. For every pay period the employee has been in less than full pay status, 1.25 hours of personal leave shall be deducted from the normal 32 hour annual allocation. C. In the event that an employee is laid off from City service, said employee shall be compensated for all unused personal leave at the rate of pay in effect at the time of lay- off. In the event that an employee is terminated or resigns from City service, said employee shall also be compensated for all unused personal leave at the rate of pay in effect at the time of termination or resignation, with the exception that said employee will not be eligible for such compensation if said employee is terminated or resigns within his/her first six (6) months of employment. Furthermore, in the event that an employee resigns or separates service without providing at least ten (10) calendar days written notice prior to his/her last working day, said employee shall forfeit his/her right to compensation for such unused personal leave. ~ 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 RECORD OF ORDINANCES Dayton Legal Blank Co. Form No. 30043 Ordinance NO.n_Ct3u-j_~____~ P assed__________u ______ ____n__________ m _____mn19 -------- rage l) 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. "..., C. Sick leave shall accrue at the rate of 5.54 hours per pay period. I ...... D. 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). In the event an employee is not in full pay status for the entire pay period, he/she shall accrue sick leave at the rate of .069 hours for each one (1) hour in full pay status during the pay period. 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. In the event of a death in the immediate family, an employee shall be entitled to up to three (3) consecutive days of sick leave for a funeral service and/or burial and an additional two (2) days of sick leave for such services out of state, if needed for these purposes. Additional days off may be approved at the discretion of the City Manager. G. Sick leave shall accrue without limitation. ,- H. After at least ten (10) complete years (i.e. 120 months) of continuous service with the t City, employees who are laid off or who quality for retirement benefits under the Public ~ Employee's Retirement System, and actually retire from City service, shall be entitled to receive payment for accrued unused sick leave. The rate of pay for such accrued unused sick leave shall be at 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. Total payment under this provision shall not exceed 540 hours. In the event an employee dies while in the employ of the City, except as provided for in the section immediately following, and the employee qualifies for his/her respective retirement, his/her spouse, or secondarily, his/her estate, shall be paid the aforementioned rate of redemption for accrued unused sick leave. 1. If an employee is killed while performing hislher 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. V ACA TION LEAVE A. All employees serving in Full-Time Permanent positions shall be entitled to vacation fII""'Il leave with pay based upon the following schedule: ..... Complete Years of Accrued Vacation Public Service Hours Per Y ear o Years - 1 Year 40 Hours 2 Years - 4 Years 108 Hours 5 Years - 10 Years 140 Hours 11 Years - 15 Years 168 Hours 16 Years - 20 Years 186 Hours 21 Years or more 216 Hours ,,,,;,~~'j~ ,~ RECORD OF ORDINANCES Dayton Legal Blank Co. Form No. 30043 . q~-q~ ~ Passedmnnm___m___mmmm_m m____n19_m____ Ordmance NO.m____'nnmmm_ rCl.g~' B. An employee of the City, 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, if the nature of said service is relevant to the nature of his/her service 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 8B. above, shall not, within the first six (6) months of his /her employment with the City, accrue or use vacation leave and, during the remaining six (6) months of his/her first year of employment, said employee shall accrue and be entitled to use up to a maximum of 40 hours of vacation leave. D. A new employee of the City, with more than one (1) year of prior public service as identified under Section 8B. above, shall be entitled to accrue vacation leave immediately upon appointment, pursuant to the schedule identified in Section 8A., provided that proper verification of said prior public service is received by the City, and said employee 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 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 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 with Section 33.46 of the Dublin Codified Ordinances. G. An employee may automatically carry over, from one calendar year to another, a maximum of 160 hours of vacation leave previously earned but not used. H. Employees are encouraged to utilize this benefit for the purpose for which it is intended - e.g. rest, relaxation, travel, etc. Employees below the Department Head, Assistant Department Head, and Division Head level shall not be permitted to receive payment for accrued vacation leave in lieu of actual usage, except when an employee resigns from employment, is terminated by the City, dies, or is laid off However, in addition to the above conditions under which employees shall be permitted to receive payment for accrued vacation leave, employees at the Department Head, Assistant Department Head, and Division Head level shall be permitted to receive payment for accrued vacation leave at the end of each calendar year. In any case where payment for accrued vacation leave is permitted in lieu of actual usage, the maximum amount of vacation leave for which the employee may receive payment shall not exceed 160 hours. The ....- calculation for converting vacation leave to cash shall be the employee's converted ..... hourly rate of pay multiplied by the number of hours to be converted. In the event a Department Head, Assistant Department Head, or Division Head wishes to exercise the above mentioned conversion option at the end of a calendar year, 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 first pay period in the new calendar year. The cash conversion shall then be paid to the employee on the scheduled pay date at the conclusion of the second pay period in the new year. ~~~ " ,..,,'_""~""""",."" """"''''''_'",'M'~'~~'''''''''~,"__'_'''' .-~,.__._-~ -~,....-< I , RECORD OF ORDINANCES Dayton Legal Blank Co. Form No. 30043 Ordinance NO.n__q_~_-__~~n_~ Passed____________ m__ __m________mn ______m_19________ .c ao~ .lV I. ff a non-exempt employee is ordered to work while on approved vacation leave, he/she "",.... shall be paid the rate of double-time, with a minimum guarantee of four (4) hours pay for each such call in. .... 1. Vacation leave may be taken in minimum multiples of one-quarter hour. K. The City shall determine the method of crediting vacation leave. SECTION 9. LONGEVITY PAY A. All employees serving in Full-Time Permanent positions shall be entitled to longevity pay based upon the following schedule, if all complete years of service with the City have been accumulated in Full-Time Permanent positions: Complete Years of Service In Full-Time Permanent Positions With The City of Dublin Amount Four (4) through Six (6) $525.00 Seven (7) through Ten (10) $675.00 Eleven (11) through Fourteen (14) $775.00 Fifteen (15) through Nineteen (19) $875.00 Twenty (20) or more $950.00 ,.... B. Longevity pay shall be issued during the pay period in which the employee's anniversary ....., date of appointment falls. The employee shall be paid in a lump sum which shall be included in his/her normal payroll check for that particular pay period. In the event the employee wishes to receive his/her longevity pay on December 15th of the year, he/she must deliver a memorandum directly to the payroll clerk, at least thirty (30) days prior to his/her anniversary date, requesting such payment. Any memorandum requesting a change in payment date to December 15th shall remain in effect until otherwise amended by the employee. 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 10. MEDICAL . DENTAL. VISION. AND LIFE INSURANCE A. The City shall make available group medical, prescription drug, dental, and vision benefits to all employees and dependents and all Council Members and dependents in accordance with the City's Plan Document. Said benefits will be those described in the City's Plan Document and be made available with no contribution on the part of the employee other than the required deductibles, co-payments, co-insurance, and annual ,. out-of-pocket maximum identified in the Plan Document. -- B. All employees serving in Full-Time Permanent positions shall be entitled to group term life and accidental death and dismemberment insurance coverage with no contribution on the part of the employees. The City shall provide said insurance coverage in the amount of $40,000 for each employee. SECTION 11. TRAVELffiXPENSERE~BURSEMENT A. Whenever an employee is authorized to engage in or to undertake official business for the City, that employee shall be reimbursed for reasonable and necessary expenses and ,..",..-, - . ' ,Ul,~ -""",-.'''''''-'.- -'~.'f"""""""""'~ - '. .~,...~,~ -"'~=~,_.. ~ . RECORD OF ORDINANCES Dayton Legal Blank Co. Form No. 30043 . 9~ ~q(p k~ Passednnm 'm.__.nm nnmnmmn oonmn.19unm. Ordmance NO.nun.'nmmnm. rage 11 travel. If practicable, the employee shall be allowed the use of a City vehicle for travel. If not practicable, reimbursement for authorized use of a personal automobile shall be ""... at the standard rate per mile set by the Internal Revenue Service. The City Manager is L hereby authorized to establish and implement reasonable regulations regarding reimbursement for expenses and travel. SECTION 12. TUITION REIMBURSEMENT PROGRAM 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 Two Thousand Five Hundred Dollars ($2,500) 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. No reimbursement shall be approved for correspondence courses. 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 & Procurement for approval. The Department/Division Head shall provide a written recommendation concerning approvaVdisapproval of the request at time of ,... transmittal to the Director of Human Resources & Procurement. If practicable, an i employee shall make application for approval of coursework at least fifteen (15) days ... prior to commencement of the course of study. The Director of Human Resources & Procurement shall evaluate the employee's coursework/degree program for job- relatedness and shall notifY the employee, in writing, regarding his approvaVdisapproval 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 all or part of the program/coursework is disapproved by the Director of Human Resources & Procurement, the employee may appeal, in writing, said disapproval directly to the City Manager within 72 hours of notification from the Director of Human Resources & Procurement. The City Manager will issue a written decision on the employee's appeal within five (5) working days of receiving said 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 & Procurement, and the City Manager to take such courses on work time. D. Reimbursement shall be made upon successful completion of the course with a grade of C (2.00) or better. The employee shall submit an official transcript or certificate ..... demonstrating successful completion of the course and a receipt from the institution ... confirming the employee has paid for tuition, fees, and required textbooks. Any financial assistance available to an employee shall be deducted from the amount of tuition reimbursement that would otherwise be payable. 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 an employee receives reimbursement under the program and voluntarily separates service with the City within the first year following reimbursement, he/she shall pay 100% of the reimbursement amount back to the City. Furthermore, in the RECORD OF ORDINANCES Dayton Legal Blank Co. Form No. 30043 Ordinance NO.m___~_~__-_q~n_A~ Passed___m____ ._mmmnnm_mnm nm_m_19 -----.-- rage u. event an employee voluntarily separates services during the second year following reimbursement, he/she shall pay 50% of the reimbursement amount back to the City. "... SECTION 13. OVERTIME/COMPENSA TORY TIME I ... A. Non-exempt employees who work or are in paid status in excess offorty (40) hours in any work week, 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. Pursuant to the Fair Labor Standards Act, the City shall grant a non-exempt employee compensatory time off in lieu of overtime pay, at the rate of time-and-one-half for each overtime hour worked, if that employee so desires. Each non-exempt employee may accumulate a maximum compensatory time bank of 240 hours. After a non-exempt employee has accrued this maximum compensatory time bank, and not used it as leave, all additional overtime for such employee shall be paid at the rate of time- and- one-half If at the end of each calendar year (December 31), a non-exempt employee has 240 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 first pay period in the new calendar year. The cash conversion shall then be paid in the form of r- a separate payroll check and shall be forwarded to the employee on the scheduled pay L date at the conclusion of the second pay period in the new year. C. 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 as determined by the non-exempt employee's supervisor, Department/Division Head, and the City Manager. D. 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. E. When a non-exempt employee is required by an appropriate supervisor to work on the seventh consecutive day within his or her scheduled work week, that employee shall be compensated at the rate of double time for each hour worked. A work week normally consists of forty (40) hours based on five (5) consecutive eight hour work days followed by two (2) consecutive days off r-- F. 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 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 compensatory time at the appropriate rate. G. Pursuant to the Fair Labor Standards Act, exempt employees are not entitled to overtime payor 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, - . ~, -. . ~,,,,,,-~,-,'"'"'~<''''''''-'',,",,,,P''' .'..-,-~' ..I::Il] RECORD OF ORDINANCES Dayton Legal Blank Co. Form No. 30043 Ordinance No.. nu9~..:'.~~m~ Passed.mmm.. nn.mmmmnnmu.mnn.19..n... ri:l.~\j 1.) provided that they comply with the administrative guidelines of the City Manager regarding taking such time off from their duties. r SECTION 14. TEMPORARY WORK ASSIGNMENT ...... A. When an employee is designated to perrorm the duties of a higher level job classification for a period of more than five (5) consecutive work days, said employee shall be compensated at a rate of pay commensurate with that higher level job classification for all hours during which said employee perrorms such duties. Said rate of pay shall be within the higher level classification's established pay range and shall be set either at the minimum of said higher level classification's pay range or at a point 10% greater than the employee's standard rate of pay, whichever is greater. However, said increased rate of pay shall not exceed the maximum of the higher level classification's pay range. SECTION 15. This Ordinance shall take effect and be in force on the earliest date permitted by law. Passed this l!..ib.- day of ;tJ () lJ~mbeY', 1996. ,... ~~ i ...... ATTEST: ~J- ~ Clerk of Council I .hereby (()r!if~ that wpies of t~1S Ord:na!1re~L!Ht:81l were posted in the CIty of Dublin In accordance wij~ Section 731.25 of till) 0'110 Revised Code. ~ CL-~~ Clerk of Council, Oublin, Ohio r '-' t:\per\kstloffice\wp61Iords\98-96 "'~""""_~,"""""'~,~',".C~",~~~~.~~,~_'__~_M"'.C_____'" 'M \ N T E R MEMO 0 F F I C E ~''',,",,, To: Members of Dublin City Council ~ ~ From: Timothy C. Hansley, City Manager ! Subject: Technical Amendments to Ordinance No. 98-96 (New Compensation Plan) Date: October 31, 1996 By: David L. Harding, Director of Personnel & Purchasing ~ As mentioned during the October 21, 1996 Council Meeting, Staff recommends that two technical amendments be made to Ordinance No. 98-96. These proposed amendments involve the title of Ordinance 98-96 and Section 2.C. on page 4. Attached for your consideration are an amended title page and an amended page 4 of Ordinance No. 98-96. Amendments to the title page involve the Ordinance numbers listed in the title. Several ordinance numbers were inadvertently omitted from the parenthetical listing in the title. Although the title of the Ordinance clearly contains verbiage which repeals all previously enacted ordinances related to the "Compensation Plan", Staff feels the numbers of such ordinances should be listed for tracking purposes. The title of Ordinance No. 98-96 has therefore been amended to include Ordinance numbers 40-94, 45-94, 06-94, and 94-96. - Amendments to page 4 involve clarification to the language in Section 2.C. referring to the 5% technical adjustment to which employees would be entitled under the "Plan". The language in the - original version does not limit the 5% technical adjustment to employees whose salaries would be either moved to the minimum of their ranges or whose salaries fall within the minimum to maximum parameters of the their pay ranges. You will recall from earlier discussion with the PAS Consultant regarding the findings/recommendations in the Classification/Compensation Study, that in two cases, certain individuals' salaries were above the maximum of the new pay range recommended for their job classifications. As Mr. Seufert explained, for these individuals the practice of "red-lining" has been recommended, where the employee's salary would be frozen until which time the range, through inflationary adjustments or re-grading, eventually "catches up" to the employee's salary. The original language in Section 2.C. does not allow for this scenario, which could bestow an unintended enrichment on employees falling into this situation. Staff believes the clarification made to the language in amended Section 2.C. more clearly addresses the City's intent in this regard and limits this unintended enrichment. Should you have any questions regarding these technical amendments, please contact me or Mr. Harding. TCH/DLH/kst t:lper\kstlofficelwp61 \dIhldh045 ",... j ~,-,...-,-,",,,,,~..,,.-......,~-,,,,,,,,,~,.-",..---.~~,",,,,-.'~--=,,,",,..,.....-,~,,,,,,,,,,,,, ,.. , ~ -"I, ,r'nUf! ,':;i. 'T- I ,.-' ..,',...;,""o_',-'-"..',',.',"".,"_,_''-''~ p "- "- C 0 V E R FAX s H E E T flIf"-"""" To: Members of Dublin City Council Fax #: '- Subject: Page 4 of Ordinance 98-96 Date: October 18, 1996 Pages: 2, including this cover sheet. COMMENTS: Attached is a "CORRECTED PAGE 4" for Ordinance 98-96 that was distributed in the Council packet on October 17, 1996. Page 4 of the original ordinance contains a clerical error - Pay Grade 7B was inadvertently omitted from Section B during word processing. Please discard original page 4 and replace it with "CORRECTED PAGE 4". The original of "CORRECTED PAGE 4" will be provided to Anne Clarke for inclusion into the original of the Ordinance. I apologize for any inconvenience this has caused. For reference purposes, please note that A's and B's are used to differentiate the ranges applicable to Exempt and Non-Exempt classifications. "A" is applicable to Non-Exempt classifications, "B" is applicable to Exempt classifications. ... - From the desk of... David L. Harding Director of Personnel & Purchasing City of Dublin 6665 Coffman Road Dublin, OH 43017 (614) 761-6500 Fax: (614) 889-0740 ...... -- -<~--,_.""-,-"'""- I N T E R MEMO 0 F F I C E e<',,,,,,, To: Members of Dublin City Council From: Timothy C. Hansley, City Manager I - Subject: Ordinance No. 98-96 ("City Compensation Plan") Date: October 17, 1996 By: David L. Harding, Director of Personnel & Purchasing DtA- Attached for your consideration is Ordinance No. 98-96 adopting a new "Compensation Plan" for the City of Dublin. Adoption of this legislation would accomplish four primary objectives: · to implement a new wage/salary structure which would place the City in a more competitive posture, aid in the recruitment and retention of a highly qualified, highly effective Staff, and which would appropriately compensate Staff at a level which recognizes the goals, objectives, expectation levels and pressures under which Staff must function; · to implement a new compensation structure for Members of City Council which would not only recognize the complexity of issues which a Council in a high profile, growth-oriented community must address, but also recognizes the commitment level Council Members are required to exhibit in addressing such issues; - · to consolidate all existing compensation provisions into a single piece of legislation for "housekeeping" purposes, which would provide for easier reference and more efficient - administration of the "Plan"; and, · to enhance the City's benefit package in five areas of the "Plan", which would not only aid in recruitment and retention efforts but would also establish parity between bargaining unit and non-bargaining unit personnel. With respect to the new wage/salary structure, the attached legislation embraces the findings and recommendations brought forth by the Classification & Compensation Study performed by Public Administration Service (PAS) and, in my judgment, truly recognizes the commitment/dedication that Staff demonstrates in accomplishing goals and objectives, in meeting high expectation levels, and in functioning under considerable pressure. In many respects, the expectations, goals, objectives, and pressures under which Staff in Dublin must perform are well above average and it is my belief that the wage/salary structure contained in the attached legislation is commensurate with such goals, objectives, and expectations. ....... ."~9,",~~..,~ .;' "';"."'-"";''-.'', '^"'.',..;"'-~^-".... --'~ : ~",~' Members of Dublin City Council Page 2 October 17, 1996 Regarding the new compensation structure for Council Members, Council, under the authority of Section 3.08 of the Revised Charter, conducted a thorough analysis of the existing compensation levels relative to other communities and determined that the existing compensation levels, last - revised in 1980, should be amended. Given the complexity of issues Council has been required to address during the 1980's and 1990's and the commitment level that has been required to .... effectively address such issues, amendments to the Council compensation structure has been long overdue. With respect to the consolidationf'housekeeping" objective, several ordinances have been adopted over the past three years amending certain provisions of the base ordinance (Ordinance No. 23-93) originally adopted in 1993. This has led to the necessity to consult several ordinances in order to track changes in policy with respect to employee compensation. From a reference standpoint, this has made administration of the "Plan" more cumbersome than it needs to be. Consolidation of all compensation provisions into one document will make the task of referencing such provisions and the administration of the "Plan" easier and more efficient in the future. In regard to the objective of enhancing certain areas of the benefits package, enhancements in five areas of the benefits package are being proposed at this time. These enhancements would not only aid in recruitment and retention efforts but would also establish parity between bargaining unit personnel covered by the F.O.P., Capital City Lodge #9 Collective Bargaining Agreement and non-bargaining unit personnel. Each of these enhancements relate directly to enhancements agreed to in the F.O.P., Capital City Lodge #9 Agreement which was ratified in May 1996. (A benefits survey of other Central Ohio jurisdictions completed by Staff during the F.O.P., Capital City Lodge #9 negotiations revealed that the City's benefits in these specific areas could have - been more competitive, hence these enhancements were agreed to by the City.) The City has historically followed the practice of carrying over certain benefit enhancements from the F. O.P. Agreement that would be applicable to non-bargaining unit personnel of the City. These - enhancements involve the Sick Leave conversion amount upon retirement or layoff in Section 7.H., the Vacation Leave schedule in Section 8.A., the Longevity Pay schedule in Section 9.A., the Life Insurance amount in Section to.B., and the Tuition Reimbursement amount in Section t2.A. Each of these enhancements is highlighted below: · Enhancement of the Sick Leave conversion upon retirement or layoff in Section 7.H. involves a 60 hour increase in the amount of hours an employee may convert to cash from 480 to 540. · Enhancement of the Vacation Leave schedule in Section 8.A. involves an 8 hour increase in the number of vacation hours accrued at the 11-15 year level from 160 hours to 168 hours; an 8 increase in the number of vacation hours at the 16-20 year level from 178 hours to 186 hours; and an 8 hour increase in vacation hours at the 21 year and above level from 208 hours to 216 hours. Please note that no enhancement is being proposed at ..... '~~"^,_.,',-""-""---~-. Members of Dublin City Council Page 3 October 17, 1996 competitive at these levels. . Enhancement of the Longevity Pay schedule in Section 9.A. involves a $50.00 increase ~.. in the longevity amount at the 7-10 year level from $625.00 to $675.00; a $50.00 increase in the longevity amount at the 11-14 year level from $725.00 to $775.00; a $50.00 - increase in the longevity amount at the 15-19 year level from $825.00 to $875.00; and a $25.00 increase at the 20 year and above level from $925.00 to $950.00. No enhancement is being proposed at the 4-6 year level of the schedule as the City's schedule is already competitive at this level. . Enhancement of the Life Insurance amount in Section 10.D. involves a $10,000 increase in the amount of term life insurance coverage from $30,000 to $40,000. . Enhancement of the Tuition Reimbursement amount in Section 12.A. involves a $400.00 increase in the reimbursement amount for which an employee is eligible on an annual basis from $2,100 to $2,500. In conclusion, Staff believes that adoption of the attached legislation will place the City in a competitive posture with respect to the marketplace and will aid in the recruitment and retention of a highly qualified, highly effective Staff; therefore, Staff recommends the adoption of Ordinance 98-96. - - r ~ - "'-....'" n ,. _l,:;, li","," ~ ;L'j 'ern' li iff \itj:' ( .:u Ll ~ '';;'''''''.','''~e'e'',":'"="""'.:.",,,_i...;~' , , I N T E R MEMO 0 F F I C E ~ To: Members of Dublin City Council ~ ....... From: Timothy C. Hansley, City Manager I ~ Subject: Technical Amendments to Ordinance No. 98-96 (New Compensation Plan) Date: October 31, 1996 By: David L. Harding, Director of Personnel & Purchasing ~ As mentioned during the October 21, 1996 Council Meeting, Staff recommends that two technical amendments be made to Ordinance No. 98-96. These proposed amendments involve the title of Ordinance 98-96 and Section 2.C. on page 4. Attached for your consideration are an amended title page and an amended page 4 of Ordinance No. 98-96. Amendments to the title page involve the Ordinance numbers listed in the title. Several ordinance numbers were inadvertently omitted from the parenthetical listing in the title. Although the title of the Ordinance clearly contains verbiage which repeals all previously enacted ordinances related to the "Compensation Plan", Staff feels the numbers of such ordinances should be listed for tracking purposes. The title of Ordinance No. 98-96 has therefore been amended to include Ordinance numbers 40-94,45-94,06-96, and 94-96. - Amendments to page 4 involve clarification to the language in Section 2.C. referring to the 5% technical adjustment to which employees would be entitled under the "Plan". The language in the ..... original version does not limit the 5% technical adjustment to employees whose salaries would be either moved to the minimum of their ranges or whose salaries fall within the minimum to maximum parameters of the their pay ranges. You will recall from earlier discussion with the PAS Consultant regarding the findings/recommendations in the Classification/Compensation Study, that in two cases, certain individuals' salaries were above the maximum of the new pay range recommended for their job classifications. As Mr. Seufert explained, for these individuals the practice of "red-lining" has been recommended, where the employee's salary would be frozen until which time the range, through inflationary adjustments or re-grading, eventually "catches up" to the employee's salary. The original language in Section 2.C. does not allow for this scenario, which could bestow an unintended enrichment on employees falling into this situation. Staff believes the clarification made to the language in amended Section 2.C. more clearly addresses the City's intent in this regard and limits this unintended enrichment. Should you have any questions regarding these technical amendments, please contact me or Mr. Harding. TCH/DLH/kst tlperlkstloflicelwp611dlhldh045 ~