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HomeMy WebLinkAboutMINUTES - 07252006 - C.34 TO: BOARD OF SUPERVISORS ?�f CONTRA FROM: Lori Gentles, Director of Human Resources COSTA DATE: July 25, 2006 w° COUNTY SUBJECT: Benefits Authorized for East Contra Costa Fire Protection District Unrepresented Safety Management Employees for the Period July, 1, 2006 and until Further Order . 3 SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATION: Adopt attached Resolution No. 2006/455 regarding benefits for East Contra Costa Fire Protection District Unrepresented Safety Management employees effective July 1, 2006 and until further Order of the Board. FISCAL IMPACT: Cost neutral. This Resolution formalizes the benefit package now being offered to the Unrepresented Safety Management employees in the East Contra Costa Fire Protection District. BACKGROUND: The November 2002 consolidation of the Bethel Island, East Diablo, and Oakley Fire Protection Districts- recommend that employees and employee benefits be transferred to the new East Contra Costa Fire Protection District. This Resolution is the formal document recognizing the benefits that are being offered. r CONTINUED ON ATTACHMENT: X YES SIGNATURE 4ECOMMENDATION OF COUNTY ADMINISTRATOR RECOMME D N OF BOARD COMMITTEE _,APPROVE OTHER r lily SIGNATURE(S): ACTION OF B A ON V�y eW t oLL�J�U APPROVED AS RECOMMENDED X_ OTHER VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE AND CORRECT UNANIMOUS(ABSENT fid ' ) COPY OF AN ACTION TAKEN AND ENTERED ON THE AYES: NOES: MINUTES OF THE BOARD OF SUPERVISORS ON THE DATE ABSENT: ABSTAIN: SHOWN. J} [' ���y Orig. Dept: Human Resources Department ATTESTED i — �7� as ) aCD(' cc: County Administrator JOHN B.CULLEN,CLERK OF THE BOARD OF County Counsel SUPERVISORS AND COUNTY ADMINISTRATOR Auditor-Controller East Contra Costa Fire Protection District BY ,DEPUTY M382(10/88) THE BOARD OF SUPERVISORS OF CONTRA COSTA COUNTY, CALIFORNIA Adopted this Order on `Z' t!3 asl aC00 by the following vote: AYES: Uilkema,Piepho,DeSaulnier,Glover and Gioia NOES: None ABSENT: None ABSTAIN: None SUBJECT: Benefits Authorized for East Contra RESOLUTION NO. 2006/455 Costa Fire Protection District Unrepresented Safety Management Employees for the Period July 1, 2006 and Until Further Order The Contra Costa County Board of Supervisors acting solely in its capacity as governing Board of the East Contra Costa Fire Protection District RESOLVES THAT: Effective July 1, 2006 and until further Order of the Board, the Board adopts the following program of benefits for East Contra Costa Fire Protection District Unrepresented Safety Management employees in the classifications listed below. JOB' ,TI 'JOB CobE. 8FH3 BATTALION CHIEF 40-ECCFPD 8F-11_2 —BATTALION CHIEF-ECCFPD 8FA2 FIRE CHIEF-ECCFPD 817134 FIRST ASSISTANT FIRE CHIEF 40-ECCFPD 8F131 FIRST ASSISTANT FIRE CHIEF 56-ECCFPD Unless otherwise expressly provided, this Resolution is subject to the provisions of appropriate Administrative and Personnel Bulletins; the 1937 County Employees Retirement Act; the County Salary Regulations; and the County Personnel Management Regulations. Unrepresented Safety Management employees include employees in Classified, Exempt and Project classifications. This Resolution is organized to distinguish (1) those general Fire District benefits provide to Unrepresented Safety Management employees and (11) those benefits provided exclusively to the Fire Chief. Unless otherwise expressly provided, benefits under this Resolution are authorized only for permanent and project employees who work full-time or,part-time, twenty (20) or more hours each week. I HEREBY CERTIFY THAT THIS IS A TRUE AND CORRECT COPY OF AN ACTION TAKEN AND ENTERED ON THE MINUTES OF THE BOARD OF SUPERVISORS ON THE DATE SHOWN. Orig. Dept: Human Resources Department '�'Lkttj cc: County Administrator ATTESTED County Counsel JOHN B.CULLEN,CLERK OF THE BOARD OF Auditor-Controller SUPERVISORS AND COUNTY ADMINISTRATOR East Contra Costa Fire Protection District BY DEPUTY RESOLUTION NO. 20061455 TABLE OF CONTENTS Resolution No. 2006/455 I. BENEFITS FOR UNREPRESENTED SAFETY MANAGEMENT EMPLOYEES 1. Leaves With and Without Pay 1.10 Holidays (list of holidays observed by the District) 1.11 Definitions 1.12 Holidays 1.13 Holidays - Flexible and Alternate Work Schedules 1.14 Holidays - Part-Time Employees 1.15 No Overtime Pay, Holiday Pay, or Comp Time 1.16 Personal Holiday Credit 1.20 Vacation 1.30 Sick Leave 1.40 Part-time Employees 1.50 Family Care Leave 1.60 Leave Without Pay-Use of Accruals 2. Health and Dental Benefits 2.10 Health Plan Coverages 2.11 County Health and Dental Plan Contribution Rates 2.12 Life Insurance Benefit Under Health and Dental Plans 2.13 Supplemental Life Insurance 2.14 Health Plan Coverages and Provisions 2.15 Retirement Coverage 2.16 Dual Coverage 2.17 Family Member Eligibility Criteria 2.18 Catastrophic Leave Bank 2.19 Health Care Spending Account 2.20 PERS Long-Term Care 2.21 Dependent Care Assistance Program 3. Mileage Reimbursement 4. Retirement Contribution 5. 414H2 Participation 6. Training 6.10 Career Development Training Reimbursement 6.11 Management Development Policy i RESOLUTION NO. 2006/455 7. Bilingual Pay Differential 8. Higher Pay for Work in a Higher Classification 9. Other Terms and Conditions of Employment 9.10 Overtime Exempt Exclusion 9.11 Overtime 9.12 Length of Service Credits 9.13 Mirror Classifications 9.14 Deep Classes 9.15 Administrative Provisions 10. Management Longevity Pay 11. Deferred Compensation Incentive 12. Annual Management Administrative Leave 13. Management Life Insurance 14. Vacation Buy Back 15. Professional Development Reimbursement 16. Sick Leave Incentive Plan 17. Video Display Terminal (VDT) Users Eye Examination 18. Long-Term Disability Insurance 19. Uniform Allowance 20. Fire management Educational Allowance Program 21. Fire Services Emergency Recall and Standby Differential 22. Executive Professional Development Reimbursement II. BENEFITS FOR FIRE CHIEF 23. Executive Automobile Allowance 24. Executive Live Insurance ii RESOLUTION NO. 2006/455 I. BENEFITS FOR UNREPRESENTED SAFETY MANAGEMENT EMPLOYEES IN THE EAST CONTRA COSTA FIRE PROTECTION DISTRICT 1. Leaves With and Without Pay: 1.10 Holidays: The District will observe the following holidays during the term covered by this Resolution: New Year's Day Labor Day Martin Luther King Jr. Day Veteran's Day Washington's Birthday Thanksgiving Day Memorial Day Day after Thanksgiving Independence Day Christmas Day Such other days as the Board of Supervisors may designate by Resolution as holidays. 1.11 Definitions: Workweek: The workweek begins at 12:00 a.m. (midnight) on Monday and ends at 11:59 p.m. on Sunday. Regular Work Schedule: The regular work schedule is eight (8) hours per day, Monday through Friday, inclusive, for a total of forty (40) hours per week. Flexible Work Schedule: A flexible work schedule is when the employee is regularly scheduled to work other than eight (8) hours per day between Monday and Friday, inclusive. The 9/80 schedule and the 4/10 schedule are two examples of flexible work schedules. 1.12 Holidays: Employees on regular, flexible, and alternate work schedules are entitled to observe a holiday (day off work), without a reduction in pay, whenever a holiday is observed by the District. Any holiday observed by the District that falls on a Saturday is observed on the preceding Friday and any holiday that falls on a Sunday is observed on the following Monday. 1.13 Holidays — Flexible and Alternate Work Schedules: When a holiday falls on the regularly scheduled day off of any employee who is on a flexible or alternate work schedule, the employee is entitled to take the day off, without a reduction in pay, in recognition of the holiday. These employees are entitled to request another day off within the same work week in recognition of their regularly scheduled day off. The requested day off must be within the same work week as the holiday and it must be pre-approved by the employee's supervisor. If the day off is not approved by the supervisor, it is lost. 1.14 Holidays — Part-Time Employees: Permanent, part-time employees are entitled to observe a holiday (day off work) in the same ratio as the number of hours in the part-time employee's weekly schedule bears to forty (40) hours. 1.15 No Overtime Pay, Holiday Pay, or Comp Time: Unrepresented, management and exempt employees are not entitled to receive overtime pay, holiday pay, overtime compensatory time, or holiday compensatory time. Employees who are unable or not permitted to observe a holiday (take the day off), are authorized to receive overtime pay ONLY IF the employee is on the Overtime Exempt Exclusion List (see Section 9). 1.16 Personal Holiday Credit: Employees are entitled to accrue two (2) hours of personal paid holiday credit each month. This time is prorated for part-time employees. No employee may accrue more than forty (40) hours of personal holiday credit. On separation from District service, employees are paid for any unused personal holiday credits at the employee's then current rate of pay, up to a maximum of forty (40) hours. In observance of holidays, 1 RESOLUTION NO. 2006/455 fifty-six (56) hour employees accrue four (4) hours of personal holiday credit per month, up to a maximum accrual of eighty (80) hours. 1.20 Vacation: Employees are entitled to accrue paid vacation credit not to exceed the maximum cumulative hours as outlined below. Increased accruals begin on the first of the month following the month in which the employee qualifies. 40-Hour Employees Monthly Maximum Accrual Cumulative Length of Service Hours Hours Under 11 years 10 240 11 years 10-2/3 256 12 years 11-1/3 272 13 years 12 288 14 years 12-3/2 304 15 through 19 years 13-1/3 320 20 through 24 years 16-2/3 400 25 through 29 years 20 480 30 years and up 23-1/3 -560 56-Hour Employees Monthly Maximum Accrual Cumulative Length of Service Hours Hours Under 11 years 14 336 11 years 15 360 12 years 16 384 13 years 17 408 14 years 18 432 15 through 19 years 19 456 20 through 24 years 24 576 25 through 29 years 28 672 30 years and up 33 792 1.30 Sick Leave: Employees are entitled to accrue paid sick leave in accordance with the provisions of the County Salary Regulations and District Personnel Bulletin No. 21 (Sick Leave Policy). 1.40 Part-Time Employees: Part-time employees are entitled to accrue paid vacation and sick leave credit on a pro-rata basis. 1.50 Family Care Leave: The provisions of Section 1006.3 of the Personnel Management Regulations and Resolution No. 94/416, as amended, relating to Leaves of Absence and Family Care Medical Leave apply to all employees covered by this Resolution. 1.60 Leave Without Pay-Use of Accruals: The provisions of Section 1006.6 of the Personnel Management Regulations, as amended, relating to use of accruals while on leave without pay, apply to all employees covered by this Resolution. 2. Health and Dental Benefits: 2.10 Health Plan Coverages: Effective January 1, 2000, the District will provide the . medical and dental coverage for Management, Exempt, and Unrepresented employees and for their eligible family members, expressed in one of the Health Plan contracts and one of the Dental Plan contracts between the County and the following providers: 2 RESOLUTION NO. 2006/455 a. Contra Costa Health Plans (CCHP), Plan A b. Contra Costa Health Plans (CCHP), Plan B C. Kaiser Foundation Health Plan d. Health Net HMO e. Health Net PPO f. Delta Dental g. PMI Delta Care Dental 2.11 County Health and Dental Plan Contribution Rates: The District will pay the following, proportions of the monthly premium charge for employees and for their eligible family members: a. Contra Costa County Health Plans, Plan A, ninety-eight percent (98%). b. Contra Costa County Health Plans, Plan B, ninety percent (90%). C. Kaiser Foundation Health Plan, eighty percent (80%). d. Health Net HMO, eighty percent (80%). e. Health Net PPO, sixty-six and 27/100 percent (66.27%), provided that the District will pay only fifty percent (50%) of any premium increase after January 1, 2000. f. Delta Dental and PMI Delta Care Dental when combined with Contra Costa County Health Plans, Plan A or Plan B, ninety-eight percent (98%). g. Delta Dental when combined with Kaiser Foundation Health Plan, Health Net HMO or Health Net PPO, seventy-eight percent (78%). h. PMI Delta Care Dental when combined with Kaiser Foundation Health Plan, Health Net HMO, or Health Net PPO, seventy-eight percent (78%). i. Delta Dental or PMI Delta Care Dental not combined with any health plan, one hundred percent (100%) less one cent ($.01). 2.12 Life Insurance Benefit Under Health and Dental Plans: For employees who are enrolled in the County's program of medical or dental coverage, term life insurance in the amount of seven thousand five hundred dollars ($7,500) will be provided by the County as part of the District's contribution to the cost of medical or dental coverage. 2.13 Supplemental Life Insurance: In addition to the life insurance benefits provided by this resolution, employees may subscribe voluntarily and at their own expense for supplemental life insurance. Employees may subscribe for an amount not to exceed five hundred thousand dollars ($500,000) guaranteed issue provided the election is made within the required enrollment periods. 2.14 Health Plan Coverages and Provisions: The following provisions are applicable regarding County Health Plan participation: a. Health, Dental and Life Participation by Other Employees: Permanent part-time employees working nineteen (19) hours per week or less and permanent-intermittent employees may participate in the County Health or Dental plans (with the associated seven thousand five 3 RESOLUTION NO. 2006/455 hundred dollars [$7,500] life insurance benefit) at the employee's full expense. b. Employee Contribution Deficiencies: The District's contribution to the Health Plan premium is payable for any month in which the employee is paid. If an employee's compensation in any month is not sufficient to pay the employee share of the premium, the employee must make up the difference by remitting the unpaid amount to the Auditor-Controller. The responsibility for this payment rests with the employee. c. Leave of Absence: The District will continue to pay the District share of health care premiums for enrolled employees who are on an approved paid or unpaid leave of absence for a period of thirty days (30) or more provided the employee's share of the health care premium is paid by the employee. 2.15 Retirement Coverage: a. Upon retirement, employees and their eligible family members may remain in their County health/dental plan, but without District-paid life insurance coverage, if immediately before their proposed retirement, the employees and dependents are either active subscribers to one of the County contracted health plans or if while on authorized leave of absence without pay, they have retained continuous group or individual conversion membership during the leave period. For the term of this Resolution, the District will make the medical and dental plan contributions expressed in Section 2.11 for such retired employees and their eligible family members. b. Employees Who File For Deferred Retirement: Employees, who resign and file for a deferred retirement and their eligible family members, may continue in their County group health and dental plan under the following conditions and limitations. 1. Health and dental coverage during the deferred retirement period is totally at the expense of the employee, without any District contributions. 2. Life insurance coverage is not included. 3. To continue health and dental coverage, the employee must: i. be qualified for a deferred retirement under the 1937 Retirement Act provisions; ii. be an active member of a County group health and/or dental plan at the time of filing their deferred retirement application and elect to continue plan benefits; iii. be eligible for a monthly allowance from the Retirement System and direct receipt of a monthly allowance within twenty-four (24) months of application for deferred retirement; and iv. file an election to defer retirement and to continue health benefits hereunder with the County Benefits Division within thirty (30) days before separation from District service. 4. Deferred retirees who elect continued health benefits hereunder and their eligible family members may maintain continuous membership in their County health and/or dental plan group during the period of deferred retirement by paying the full premium for health and dental coverage on or before the 11th of each month, to the Contra Costa County Auditor-Controller. When the deferred retirees begin to receive retirement benefits, they will qualify for the same health and/or dental plan coverage and District subvention to which retirees who did not defer retirement are entitled. 4 RESOLUTION NO. 2006/455 5. Deferred retirees may elect continued health benefits hereunder after retirement and may elect not to maintain participation in their County health and/or dental plan during their deferred retirement period, in which case they and their eligible family members will qualify for the same coverage and District subvention in any County health and/or dental plan when they begin to receive retirement benefits as retirees who did not defer retirement are entitled, provided such reinstatement to a County group health and/or dental plan will only occur following a three (3) full calendar month waiting period after the month in which their retirement allowance commences. 6. Employees who elect deferred retirement will not be eligible in any event for County health or dental plan subvention unless the member draws a monthly retirement allowance within twenty-four (24) months after separation from District service. 7. Deferred retirees and their eligible family members are required to meet the same eligibility provisions for health/dental plans as active/retired employees. 2.16 Dual Coverage: a. If a husband and wife both work for the County/District and one (1) of them is laid off, the remaining employee, if eligible, will be allowed to enroll or transfer into the health coverage combination of his/her choice. b. An eligible employee who loses medical or dental coverage through a spouse will be allowed to enroll or transfer into the County contracted health coverage combination of his/her choice within thirty (30) days of the date coverage is no longer afforded under the spouse's plan. 2.17 Family Member Eligibility Criteria: The following persons may be enrolled as the eligible Family Members of a medical or dental plan Subscriber: a. The Subscriber's Spouse. b. The Subscriber's Domestic Partner. C. The following children, provided that the child is dependent, unmarried and under twenty-five (25) years of age: 1. The natural or legally adopted child of a subscriber or the subscriber's spouse or domestic partner, including newborn children and children placed in the physical custody of a member for adoption. In the case of an adopted child, proof of eligibility by a court adoption order and a copy of a United States income tax return showing.the child as a dependent may be required. 2. A foster child for whom the subscriber or the subscriber's spouse or domestic partner is the legal guardian and primary source of support. Nevertheless, foster children who are eligible for Medi-Cal coverage are not eligible for coverage under the County health plans. In the case of a foster child, proof of eligibility by a copy of a Social Service Foster Care Agreement and a letter from the Employment and Human Services Department verifying that the child is not eligible for Medi-Cal coverage, will be required. 3. For dependents aged nineteen (19) to twenty-five (25), a statement may be required to verify that the child is legally dependent in accordance with Internal Revenue Service requirements. 5 RESOLUTION NO. 2006/455 4. Attainment of limiting age will not terminate coverage of a child while the child is and continues to be both (a) incapable of self- sustaining employment by reason of mental retardation or physical handicap and (b) chiefly dependent upon the Member for support and maintenance, provided the proof of such incapacity and dependency is furnished to the Plan Administrator by the Subscriber within the thirty-one (31) days of the child's twenty-fifth (25th) birthday and annually thereafter, if required by the Plan Administrator. 2.18 Catastrophic Leave Bank: All employees are included in the Catastrophic Leave Bank and may designate a portion of accrued vacation, compensatory time, holiday compensatory time or floating holidays to be deducted from the donor's existing balances and credited to the bank or a specific eligible employee. a. The County Human Resources Department operates a Catastrophic Leave Bank which is designed to assist any County/District employee who has exhausted all paid accruals due to a serious or catastrophic illness, injury, or condition of the employee or family member. The program establishes and maintains a Countywide bank wherein any employee who wishes to contribute may authorize that a portion of his/her accrued vacation, compensatory time, holiday compensatory time or floating holiday be deducted from those account(s) and credited to the Catastrophic Leave Bank. Employees may donate hours either to a specific eligible employee or to the bank. Upon approval, credits from the Catastrophic Leave Bank may be transferred to a requesting employee's sick leave account so that employee may remain in paid status for a longer period of time, thus partially ameliorating the financial impact of the illness, injury or condition. Catastrophic illness or injury is defined as a critical medical condition, a long-term major physical impairment or disability which manifests itself during employment. b. The plan is administered under the direction of the Director of Human Resources. The Human Resources Department is responsible for receiving and recording all donations of accruals and for initiating transfer of credits from the Bank to the recipient's sick leave account. Disbursement of accruals will be subject to the approval of a six (6) member committee composed of three (3) members appointed by the County Administrator and three (3) members appointed by the majority representative employee organizations. The committee will meet as necessary to consider all requests for credits and will make determinations as to the appropriateness of the request. The committee will determine the amount of accruals to be awarded for employees whose donations are non-specific. Consideration of all requests by the committee will be on an anonymous requester basis. C. Hours transferred from the Catastrophic Leave Bank to a recipient will be in the form of sick leave accruals and will be treated as regular sick leave accruals. d. To receive credits under this plan, an employee must have permanent status, must have exhausted all time off accruals to a level below eight (8) hours total, have applied for a medical leave of absence and have medical verification of need. e. Donations are irrevocable unless the donation to the eligible employee is denied. Donations may be made in hourly blocks with a minimum donation of not less than four (4) hours from balances in the vacation, holiday, floating holiday, compensatory time, or holiday compensatory time accounts. Employees who elect to donate to a specific individual will have seventy-five percent (75%) of their donation credited to the individual and twenty-five percent (25%) credited to the Catastrophic Leave Bank. 6 RESOLUTION NO. 2006/455 f. Time donated will be converted to a dollar value and the dollar value will be converted back to sick leave accruals at the recipient's base hourly rate when disbursed. Credits will not be on a straight hour-for- hour basis. All computations will be on a standard 173.33 hour basis, except that employees on other than a forty (40) hour week will have hours prorated according to their status. g. Each recipient will be limited to a total of one thousand forty (1040) hours or its equivalent per catastrophic event; each donor will be limited to one hundred twenty (120) hours per calendar year. h. All appeals from either a donor or recipient will be resolved on a final basis by the Director of Human Resources. i. No employee has any entitlement to catastrophic leave benefits. The award of Catastrophic Leave is at the sole discretion of the committee, both as to amounts of benefits awarded and as to persons awarded benefits. Benefits may be denied, or awarded for less than six (6) months. The committee may limit benefits in accordance with available contributions and choose from among eligible applicants on an anonymous basis those who will receive benefits, except for hours donated to a specific employee. In the event a donation is made to a specific employee and the committee determines the employee does not meet the Catastrophic Leave Bank criteria, the donating employee may authorize the hours to be donated to the bank or returned to the donor's account. The donating employee has fourteen (14) calendar days from notification to submit his/her decision regarding the status of their donation, or the hours will be irrevocably transferred to the Catastrophic Leave Bank. j. Any unused hours transferred to a recipient will be returned to the Catastrophic Leave Bank. 2.19 Health Care Spending Account: After six (6) months of permanent employment, employees may elect to participate in a Health Care Spending Account (HCSA) Program designated to qualify for tax savings under Section 125 of the Internal Revenue Code, but such savings are not guaranteed. The HCSA Program allows employees to set aside a pre- determined amount of money from their pay, not to exceed three thousand dollars ($3,000) per year, of before tax dollars, for health care expenses not reimbursed by any other health benefits plan. HCSA dollars can be expended on any eligible medical expenses allowed by Internal Revenue Code Section 125. Any unused balance is forfeited and cannot be recovered by the employee. 2.20 PERS Long-Term Care: The District will deduct and remit monthly premiums to the PERS Long-Term Care Administrator for employees who are eligible and voluntarily elect to purchase long-term care at their personal expense through the PERS Long-Term Care Program. 2.21 Dependent Care Assistance Program: The District will offer the option of enrolling in a Dependent Care Assistance Program (DCAP) designed to qualify for tax savings under Section 129 of the Internal Revenue Code, but such savings are not guaranteed. The program allows employees to set aside up to five thousand dollars ($5,000) of annual salary (before taxes) per calendar year to pay for eligible dependent care (child and elder care) expenses. Any unused balance is forfeited and cannot be recovered by the employee. 3. Mileage Reimbursement: The District will pay a mileage allowance for the use of personal vehicles on District business at the rate allowed by the Internal Revenue Service (IRS) as a tax deductible expense, adjusted to reflect changes in this rate on the date it becomes effective or the first of the month following announcement of the changed rate by the IRS, whichever is later. 7 RESOLUTION NO. 2006/455 4. Retirement Contribution: Pursuant to Government Code Section 31581.1, the District will pay fifty percent (50%) of the retirement contributions normally required of employees. Effective January 1, 2001, pursuant to the United States Code, Title 26, Subtitle A, Chapter 1, Subchapter D, Part 1, Subpart B, Section 414 (h) (2), the following Retirement Contribution Procedure is implemented: A. In accordance with Resolution No. 2001/226 the employee's base pay was increased by 3.9%. This amount is one-half (1/2) the average retirement percentage rate paid by members (not including cost-of-living program contribution). B. The employee is responsible for one hundred percent (100%) of the normal contribution required of the employee. The contribution is deducted from the employee's earnings pretax based on the individual employee's retirement contribution percentage, based on age of entry into the retirement system. Employees are responsible for payment of the employee's contribution for the retirement cost-of-living program as determined by the Board of Retirement of the Contra Costa County Employees' Retirement Association without the District paying any part of the employee's share. The District will pay the remaining one-half(1/2) of the retirement cost-of-living program contribution. 5. 4141-112 Participation: The District will continue to implement Section 414(h) (2) of the Internal Revenue Code which allows the County Auditor-Controller to reduce the gross monthly pay of employees by an amount equal to the employee's total contribution to the County Retirement System before Federal and State income taxes are withheld, and forward that amount to the County Retirement System. This program of deferred retirement contribution will be universal and non- voluntary as is required by statute. 6. Training: 6.10 Career Development Training Reimbursement: All full-time employees are eligible for career development training reimbursement not to exceed six hundred fifty dollars ($650) per fiscal year. The reimbursement of training expenses includes books and is governed by any Administrative Bulletins on Travel or Training. 6.11 Management Development Policy: Employees are authorized to attend professional training programs, seminars, and workshops, during normal work hours at the discretion of their Fire Chief, for the purpose of developing knowledge, skills, and abilities, in the areas of supervision, management, and County/District policies and procedures. Up to thirty (30) hours of such training time is recommended annually. a. The District is encouraged to provide for professional development training exceeding thirty (30) hours annually for people newly promoted to positions of direct supervision. b. To encourage personal and professional growth, the District provides reimbursement for certain expenses incurred by employees for job- related training (required training and career development training/education). Provision for eligibility and reimbursement is identified in Administrative Bulletin 112.9. C. The Fire Chief is responsible for authorization of individual professional development reimbursement requests. Reimbursement is through the regular demand process with demands being accompanied by proof of payment (copy of invoice or canceled check). 7. Bilingual Pay Differential: A monthly salary differential will be paid to incumbents of positions requiring bilingual proficiency as designated by the Fire Chief and the Director of Human Resources. The differential will be prorated for employees 8 RESOLUTION NO. 2006/455 working less than full time and/or on an unpaid leave of absence during any given month. The differential is sixty-five dollars ($65.00) per month. Designation of positions for which bilingual proficiency is required is the sole prerogative of the County/District, and such designations may be amended or deleted at any time. 8. Higher Pay for Work in a Higher Classification: The County Salary Regulations notwithstanding, when an employee is required to work in a higher paid classification, the employee will receive the higher compensation for such work, pursuant to the County Salary Regulations, plus any differentials and incentives the employee would have received in his/her regular position. Unless the Board has by Resolution otherwise specified, the higher pay entitlement will begin on the 41st consecutive hour in the assignment. 9. Other Terms and Conditions of Employment: 9.10 Overtime Exempt Exclusion: Employees in unrepresented, management, and exempt classifications are overtime exempt and are not eligible for overtime pay, holiday pay, overtime compensatory time, or holiday compensatory time. Instead, these employees are awarded Annual Management Administrative Leave in recognition of the extra burden their job responsibilities may sometimes place on their work schedules. However, unrepresented, management, and exempt employees may be made eligible for overtime pay if their names are placed on the Overtime Exempt Exclusion List by the County Administrator's Office. Employees on the Overtime Exempt Exclusion List are authorized to receive overtime pay only. These employees are NOT eligible for holiday pay, overtime compensatory time, or holiday compensatory time. Employees on the Overtime Exempt Exclusion List are also NOT eligible for Annual Management Administrative Leave for the quarter they are on the Overtime Exempt Exclusion List. The policies and procedures for the Overtime Exempt Exclusion List are set forth in the County Administrator's memo of November 6, 2002 as may be amended. Employees may be approved for placement on the Overtime Exempt Exclusion List if and when they are assigned to a special or temporary project or task that requires persistent, excess work hours, without relief from their regular job duties. Overtime pay will not be authorized as a means to address normal staffing or operational issues. 9.11 Overtime: Employees on the Overtime Exempt Exclusion List will be compensated at the overtime rate. Overtime shall only be paid in the following situation: A. On an as needed basis determined by the Fire Chief or his/her designee. 9.12 Length of Service Credits: Length of service credit dates from the beginning of the last period of continuous County/District employment, including temporary, provisional and permanent status and absences on an approved leave of absence; except that when an employee separates from a permanent position in good standing and is subsequently reemployed in a permanent County/District position within two (2) years from date of separation, the period of separation will be bridged. Under these circumstances, the service credits will include all credits accumulated at time of separation but will not include the period of separation. The service credits of an employee are determined from employee status records maintained by the Human Resources Department. 9.13 Mirror Classifications: As determined in the sole discretion of the Director of Human Resources, employees in unrepresented job classifications that mirror management, represented or unrepresented job classifications may receive the salary and fringe benefits that are received by employees in the mirror classifications. 9 RESOLUTION NO. 2006/455 9.14 Deep Classes: No provision of this Resolution regarding terms and conditions of employment supersedes any provision in any Deep Class Resolution. 9.15 Administrative Provisions: The County Administrator may establish guidelines, bulletins or directives as necessary to further define or implement the provisions of this resolution. 10. Management Longevity Pay: Employees who have completed ten (10) years of appointed service for the County/District will receive a two and one-half percent (2.5%) longevity differential. 11. Deferred Compensation Incentive: The District will contribute sixty dollars ($60) per month to each employee who participates in the County's Deferred Compensation Plan. To be eligible for this incentive, the employee must contribute to the deferred compensation plan as indicated below. Employees with Qualifying Monthly Contribution Current Monthly Base Contribution Required to Maintain Salary of: Amount Incentive Program Eligibility $2,500 and below $250 $50 $2,501 — 3,334 $500 $50 $3,335 —4,167 $750 $50 $4,168 — 5,000 $1,000 $50 $5,001 — 5,834 $1,500 $100 $5,835 — 6,667 $2,000 $100 $6,668 and above $2,500 $100 Employees who discontinue contributions or who contribute less than the required amount per month for a period of one (1) month or more will no longer be eligible for the sixty dollar ($60) District supplement. To reestablish eligibility, employees must again make a Base Contribution Amount as set forth above based on current monthly salary. Employees with a break in deferred compensation contributions either because of an approved medical leave or an approved financial hardship withdrawal will not be required to reestablish eligibility. Further, employees who lose eligibility due to displacement by layoff, but maintain contributions at the required level and are later employed in an eligible position, will not be required to reestablish eligibility. 12. Annual Management Administrative Leave: A. On January 1St of each year, full-time unrepresented, management, and exempt employees in paid status will be credited with sixty (60) hours of paid Management Administrative Leave. Employees on a fifty-six (56) hour shift schedule shall be credited with seventy-seven (77) hours of paid administrative leave. This time is non-accruable and all balances will be zeroed out on December 31 st.of each year. Permanent part-time employees and employees hired after January 1 shall have such leave prorated based upon position hours. This administrative leave is provided in recognition of those situations outside of fifty-six (56) hour overtime compensation above. Chief Officers are expected to work additional hours without receiving overtime pay, such as when responding to emergencies, attending various meetings and working on programs. B. Permanent part-time employees are eligible for Management Administrative Leave on a prorated basis, based upon position hours. Permanent- intermittent employees are not eligible for Management Administrative Leave. C. Employees appointed (hired or promoted) to unrepresented, management, or exempt positions are eligible for Management Administrative Leave on the first day of the month following their appointment date and will receive Management Administrative Leave on a prorated basis for that first year. 10 RESOLUTION NO. 2006/455 D. Unrepresented, management, and exempt employees on the Overtime Exempt Exclusion List are authorized to receive overtime pay; therefore, their Management Administrative Leave will be reduced by twenty-five percent (25%) each time the employee is on the List. The twenty-five percent (25%) reduction will be deducted from the employee's current leave balance, but if there is no balance, it will be deducted from future awarded annual Management Administrative Leave. 13. Management Life Insurance: Employees are covered at District expense by term life insurance in the amount of forty seven thousand dollars ($47,000) in addition to the insurance provided under Section 2.12. 14. Vacation Buy Back: A. Employees may elect payment of up to one-third (1/3) of their annual vacation accrual, subject to the following conditions: (1) the choice can be made only once in a twelve (12) month period; (2) payment is based on an hourly rate determined by dividing the employee's monthly salary by 173.33 for a 40-hour employee or 242.66 for 56-hour employees; and (3) the maximum number of vacation hours that may be paid in any calendar year is one-third (1/3) of the annual accrual. B. Where a lump-sum payment is made to employees as a retroactive general salary adjustment for a portion of a calendar year that is subsequent to the exercise by an employee of the vacation buy-back provision herein, that employee's vacation buy-back will be adjusted to reflect the percentage difference in base pay rates upon which the lump-sum payment was computed, provided that the period covered by the lump-sum payment includes the effective date of the vacation buy-back. 15. Professional Development Reimbursement: Employees (excluding Fire Chief and Assistant Chief(s)), are eligible for reimbursement of up to five hundred twenty-five dollars ($525) for each two (2) year period beginning January 1, 2006 for memberships in professional organizations, subscriptions to professional publications, attendance fees at job-related professional development activities and purchase of job-related computer hardware and software from a standardized County-approved list or with the Fire Chief approval, provided each employee complies with the provisions of the Computer Use and Security Policy adopted by the Board of. Supervisors and the applicable manuals. In order to receive reimbursement, the employee must have been in an eligible classification when the expense was incurred. In order to receive reimbursement for the 2006-2007 period, the expense must have been incurred between January 1, 2006 through December 31, 2007, inclusive. Each professional development reimbursement request must be approved by the Fire Chief and submitted through the regular demand process. Demands must be accompanied by proof of payment (copy of invoice or canceled check). 16. Sick Leave Incentive Plan: Employees may be eligible for a payoff of a part of unused sick leave accruals at separation. This program is an incentive for employees to safeguard sick leave accruals as protection against wage loss due to time lost for injury or illness. Payoff must be approved by the Director of Human Resources, and is subject to the following conditions: A. The employee must have resigned in good standing. B. Payout is not available if the employee is eligible to retire. C. The balance of sick leave at resignation must be at least seventy percent (70%) of accruals earned in the preceding continuous period of employment, excluding any sick leave use covered by the Family and Medical Leave Act, the California Family Rights Act, or the California Pregnancy Disability Act. D. Payout is by the following schedule: 11 RESOLUTION NO. 2006/455 Years of Payment Payment of Unused Continuous Service Sick Leave Payable 3 — 5 years 30% 5 — 7 years 40% 7 plus years 50% E. No payoff will be made pursuant to this section unless the Contra Costa County Employees' Retirement Association has certified that an employee requesting a sick leave payoff has terminated membership in, and has withdrawn his or her contributions from, the Retirement Association. F. It is the intent of the Board of Supervisors that payments made pursuant to this section are in lieu of County retirement benefits resulting from employment by this County or by Districts governed by this Board. 17. Video Display Terminal (VDT) Users Eve Examination: Employees are eligible to receive an annual eye examination on District time and at District expense provided that the employee regularly uses a video display terminal at least an average of two (2) hours per day as certified by the Fire District. Employees certified for examination under this program must make their request through the Benefits Service Unit of the County Human Resources Department. Should prescription VDT eyeglasses be prescribed for the employee following the examination, the District agrees to provide, at no cost, basic VDT eyewear consisting of a ten dollar ($10) frame and single, bifocal or trifocal lenses. Employees may, through individual arrangement between the employee and the employee's doctor and solely at the employee's expense, include blended lenses and other care, services or materials not covered by the Plan. 18. Long-Term Disability Insurance: The County will continue the Long-Term Disability Insurance program with a replacement limit of eighty-five (85%) of total monthly base earnings reduced by any deductible benefits. 19. Uniform Allowance: The monthly uniform allowance for all employees in classes for which a uniform is required shall be fifty dollars ($50) per month. 20. Fire Management Educational Allowance Program: Employees in the specified Fire District management classifications who posses the certificates or educational degrees set forth below and/or meet the continuing educational requirements set forth below, are eligible for professional development educational allowances under the conditions set forth below. This program is intended to encourage the professional development of eligible Fire District Management personnel. Only the following classifications are eligible to participate in this educational allowance program: Fire Chief—ECCFPD First Assistant Fire Chief 40—ECCFPD First Assistant Fire Chief 56—ECCFPD Battalion Chief—ECCFPD Battalion Chief 40-ECCFPD Only the following job-related certificates and degrees are eligible for this program: A. A Certificate of Achievement in Fire Technology, Business Administration, Management and Supervision, or a related field from an accredited college. B. An Associated of Arts or Science Degree from an accredited college with a major in Fire Technology, Business Administration, Management and Supervision, or a related field. C. A Chief Officer Certificate issued by the Office of the State Fire Marshals. 12 RESOLUTION NO. 2006/455 D. A Baccalaureate Degree from an accredited college or university with a major in Business, Public Administration, or a related field. All allowances will be designated as either temporary or permanent and will be awarded in increments of two and one-half percent (2.5%) times the employee's base rate of pay. The combined temporary and permanent educational allowances awarded to any employee may not exceed seven and one-half percent (7.5%) times the employee's base rate of pay. The following conditions must be satisfied in order to earn the designated allowance: Temporary Allowance A temporary allowance of two and one-half percent (2.5%) times the employee's base rate of pay may be awarded for annually completing at least forty (40) hours of pre-approved education or training or at least three (3) pre-approved college semester units (or equivalent quarter units), or a pre-approved combination thereof, in pursuit of any one of the certificates or degrees set forth in options A. through D. above or as pre-approved by the Fire Chief. A temporary allowance is effective for a period of only twelve (12) months, commencing on the first day of the month after proof of completion of course work is received and approved by the Fire Chief or designee. Temporary allowances automatically terminate at the end of month twelve (12). Permanent Allowances A permanent allowance of two and one-half percent (2.5%) times the employee's base rate of pay may be awarded for possession of one (1) of the certificates or degrees set forth in options A. through D. above. Only one (1) two and one-half percent (2.5%) permanent allowance is available within this category. In the alternative, a permanent allowance of five percent (5%) may be awarded for possession of those certificates or degrees in the following combinations only: (1) options B. and C. or (2) options A. and D. An employee receiving the five percent (5%) permanent allowance may not also receive the two and one-half percent (2.5%) permanent allowance. This program is subject to appropriate administrative guidelines and controls promulgated by the Fire Chief and approved by the Director of Human Resources to ensure that the standards set forth herein are met. Verification of eligibility must be by the Fire Chief or designee. Payment of any of the allowances set forth herein begins on the first day of the month following the month in which-the Fire Chief verifies eligibility for that allowance. 21. Fire Services Emergency Recall and Standby Differential: Effective the first of the month following the effective date of this resolution, each employee assigned to standby and emergency recall duty for a minimum of two (2) weeks each month is eligible for a salary differential in the amount of five percent (5%) times the employee's base rate of pay. Each employee assigned to standby and emergency recall duty for one (1) week in each four (4) consecutive week period is eligible to receive a differential in the amount of two and one-half percent (2.5%) times the employee's base rate of pay. 22. Executive Professional Development Reimbursement: In lieu of the benefits provided in Section 15, the Fire Chief and Assistant Chief(s) are eligible for reimbursement of up to eight hundred twenty-five dollars ($825) for each two (2) year period beginning January 1, 2006 for memberships in professional organizations, subscriptions to professional organizations, subscriptions to professional publications, attendance fees at job-related professional development activities and purchase of job-related computer hardware and software from a standardized County-approved list or with Fire Chief approval, provided each employee complies with the provisions of the Computer Use and Security Policy 13 RESOLUTION NO. 2006/455 adopted by the Board of Supervisors and the applicable manuals. In order to receive reimbursement, the employee must have been in an eligible classification when the expense was incurred. In order to receive reimbursement for the 2006-2007 period, the expense must have been incurred between January 1, 2006 through December 31, 2007, inclusive. II. BENEFITS FOR FIRE CHIEF The Fire Chief receives the benefits provided under Part I and the following additional benefits: 23. Executive Automobile Allowance: Effective July 1, 2006, the Fire Chief is eligible to receive $450 per month automobile allowance, plus mileage, at the rate per mile allowed by the Internal Revenue Service (IRS) as a deductible expense in lieu of receiving an automobile for district business. Receipt of the automobile allowance requires the Fire Chief to furnish a private automobile for District business. 24. Executive Life Insurance: In lieu of the insurance provided under Section 13, the Fire Chief is covered, at District expense, by term life insurance in the amount of fifty thousand dollars ($50,000), additional to the insurance provided under Section 2.12. 14 RESOLUTION NO. 2006/455