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HomeMy WebLinkAboutMINUTES - 04152008 - SD.6 TO: BOARD OF SUPERVISORS tiEA1 CONTRA FROM: Lori Gentles, Director of Human Resources COSTA P, # DATE: April 15, 2008 �`� -- �� COUNTY �!SRu_ SUBJECT: Compensation and Benefits Authorized for Contra Costa County Fire Protection District Unrepresented Fire Safety Management Employees SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATION: Adopt attached Resolution No. 2008/218 which supersedes Resolution No. 2003/518 regarding Compensation and Benefits for Contra Costa County Fire Protection District Unrepresented Fire Safety Management Employees. FISCAL IMPACT: Costs associated with changes is $31,199 and will be included in the Fire District budget. BACKGROUND: Effective upon adoption, this Resolution supersedes and replaces Board of Supervisors' Resolution No. 2003/518, which was adopted on September 9, 2003. It includes the following changes and additions: 1. Section 1.11 Definitions has been modified to add a definition of the workweek for employees on 9/80 schedules. 2. The life insurance coverage in Section 2.16 Life Insurance Program has been increased from $7,500 to $10,000. 3. The allowable contribution to a health care spending acc (Section 2.23 Healt Care Spending Account) has been increased from $3,000 to $5,000. CONTINUED ON ATTACHMENT: X YES SIGNATURE: COMMENDATION OF COUNTY ADMINISTRATOR RECOMMEN41ATION OF BOARD COMMITTEE v4PROVE OTHER SIGNATURES : ` t / ACTION OF B AR ON /S �P APPROVED AS RECOMMENDED y OTHER VOTE OF SUPERVISORS �( I HEREBY CERTIFY THAT THIS IS A TRUE AND CORRECT ,\ UNANIMOUS(ABSENT 1 COPY OF AN ACTION TAKEN AND ENTERED ON THE AYES: NOES: MINUTES OF THE BOARD OF SUPERVISORS ON THE DATE ABSENT: ABSTAIN: SHOWN. Orig.Dept: Human Resources Department-Lori Gentles(5-1766) ATTESTED cc: Human Resources Department JO N B.CULLEN,CL RK OF TrIE BOARD OF County Administrator SUPERVISORS AND COUNTY ADMINISTRATOR County Counsel Auditor-Controller All County Departments B ,DEPUTY M382(10/88) Board of Supervisors Page 2 April 15, 2008 4. Sections 4.11 and 4.12 have been added. 5. The reimbursement for career development training has been increased from $650 to $750 (Section 6.10). 6. Bilingual pay has been increased from $80 to $100 (Section 7). 7. Section 10.11 Fifteen Years of Service has been added to provide a 2.5% longevity differential for fifteen (15 years of service). 8. The annual management administrative leave has been increased from 60 to 70 hours (Section 12). 9. The life insurance coverage in Section 13 Management Life Insurance has been increased from $47,000 to $57,000. 10. The professional development reimbursement for the covered classifications other than the Fire Chief and the Assistant Chief(s) has been increased from $525 to $625 and automation connectivity, support, and subscription fees for computer hardware/software have been explicitly excluded from eligibility for reimbursement (Section 15 Professional Development Reimbursement). 11. The professional development reimbursement for the Fire Chief and the Assistant Chief(s) has been increased from $825 to $925 and automation connectivity, support, and subscription fees for computer hardware/software have been explicitly excluded from eligibility for reimbursement (Section 22 Executive Professional Development Reimbursement). 12. The automobile allowance for the Fire Chief has been increased from $450 per month to $600 per month, but the payment of mileage is now limited to travel outside of Contra Costa County (Section 23 Executive Automobile Allowance). 13. The life insurance coverage for the Fire Chief has. been increased from $50,000 to $60,000 (Section 24 Executive Life Insurance). 14. Section 2.21 clarified the definition of Family Member Eligibility Criteria. 15. The deferred compensation incentive in Section 11 Deferred Compensation Incentive was increased from $60 to $85. 16. The classification of Assistant Fire Chief — Group I was added to Section 4.11 Enhanced Retirement Benefits. I HE BUAKU.UI- 5UF I=KVI5UK5 UF UUN I KA UUP I A WUN I T, IrHLIrUKNIH Acting solely in its capacity as the Governing Board of the ' Contra Costa County Fire Protection District Adopted this Order on /S , by the following vote: AYES: T — � NOES: ABSENTpjvl—e ABSTAIN: SUBJECT: Compensation and Benefits for Contra ) RESOLUTION NO. 2008/218 Costa County Fire Protection District ) Unrepresented Fire Safety Management ) Employees ) The Contra Costa County Board of Supervisors acting solely in its capacity as governing Board of the Contra Costa County Fire Protection District RESOLVES THAT: Effective upon adoption by the Board of Supervisors, and continuing to June 30, 2010, and until further Order of the Board, the Board adopts the following program of compensation and benefits for Contra Costa County Fire Protection District Unrepresented Safety Management employees. Except for Section 3 of Resolution No. 2002/615, this Resolution supersedes all previous resolutions providing compensation and benefits for the employees in classifications listed below, including but not limited to Resolution No. 2003/518. Job Code; Job Title RPB-1 i Assistant Fire Chief-Exempt RPBA Assistant Fire Chief-Group I RJGA . Fire Marshal RPA1 Fire Chief-Contra Costa RWHA Fire Training Chief RJHC Supervising Fire Inspector Unless expressly provided otherwise, 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 in two parts to distinguish (Part 1) those general Fire District benefits provided to unrepresented safety management employees and (Part II) those benefits provided exclusively to the Fire Chief. Unless otherwise expressly provided, compensation and 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. Orig Dept.: Human:Resources Department-Lori Gentles(335-1766) cc: County Administrator's Office County Counsel-Vickie L..Dawes Auditor—Controller-Elizabeth Verigin Contra Costa County Employees'Retirement Association RESOLUTION NO. 2008/218 I. BENEFITS FOR UNREPRESENTED SAFETY MANAGEMENT EMPLOYEES IN THE CONTRA COSTA COUNTY 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: 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 an 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 (2) examples of flexible work schedules. Workweek for Employees on Regular and 4/10 Schedules: For employees on regular and 4/10 work schedules, the workweek begins at 12:01 a.m. on Monday and ends at twelve midnight on Sunday. Workweek for Employees on 9/80 Schedules: For employees on 9/80 schedules, the workweek begins on the same day of the week as the employee's 8 hour work day and regularly scheduled 9/80 day off. The start time of the workweek is 4 hours and one (1) minute after the start time of the 8 hour work day. The end time of the workweek is 4 hours after the start time of the 8 hour work day. The result is a workweek that is a fixed and regularly recurring period of seven consecutive 24-hour periods (168 hours). 1 RESOLUTION NO. 2008/218 1.12 Holidays: Employees on regular or flexible 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 Work Schedules: When a holiday falls on the regularly scheduled day off of any employee who is on a flexible 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. If the approved day off is a nine (9) hour workday, the employee must use one (1) hour of non-sick-leave accruals. If the approved day off is a ten (10) hour workday, the employee must use two (2) hours of non-sick-leave accruals. If the employee does not have any non-sick-leave accrual balances, leave without pay. (AWOP) will be authorized. 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 schedule bears to forty (40) hours. 1.15 No Overtime Pay, Holiday Pay, or Comp Time: 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 9.10). 1.16 Personal Holiday Credit: Employees are entitled to accrue two (2) hours of personal 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. 2 RESOLUTION NO. 2008/218 1.17 Vacation: Employees are entitled to accrue paid vacation credit not to exceed the maximum cumulative hours as follows: 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 1.18 Sick Leave: Employees are entitled to accrue paid sick leave credit in accordance with the provisions of the County Salary Regulations and District Personnel Bulletin No. 21 (Sick Leave Policy) adopted on August 10, 1995, as periodically amended. 1.19 Part-Time Employees: Part-time employees are entitled to accrue paid vacation and sick leave credit on a pro-rata basis. 1.20 Family Care Leave: The provisions of Section 1006.3 of the Contra Costa County 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. 1.21 Leave Without Pay - Use of Accruals: The provisions of Section 1006.6 of the Contra Costa County 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, 2002, the District will substitute for the existing health benefit contracts, group health benefits through the California Public Employees' Retirement System (CaIPERS) for all permanent full-time employees. 3 RESOLUTION NO. 2008/218 Thereafter, the CaIPERS program, as regulated by the Public Employees' Medical and Hospital Care Act (PEMHCA), controls on all issues, including but not limited to eligibility, benefit levels and cost. 2.11 Contra Costa Health Plan (CCHP): Because CCHP has met the minimum standards required under PEMHCA and is approved as an alternative CaIPERS plan option, employees and COBRA counterparts may elect to enroll in CCHP under the CaIPERS plan rules and regulations. 2.12 Health Plan Contribution: The District's contribution to the CalPERS monthly health plan premiums for coverage hereunder are as provided below. Any Health Plan premium charges greater than the District's contributions identified below are paid by the employee. The District will contribute up to the following maximum monthly amounts [not to exceed eighty-seven percent (87%) of the CaIPERS Kaiser premium at each level (employee only, employee + one, employee + two or more)] toward the covered employee's CaIPERS or CaIPERS Alternate Plan CCHP premium. In the event, in whole or in part, that the above amounts are greater than one hundred percent (100%) of the applicable premium of any plan, the District's contribution will not exceed one hundred'percent (100%) of the applicable plan premium. 2.13 Dental Program: Existing County group Dental Plans (Delta and PMI Delta Care) are available to all permanent employees. 2.14 Dental Contribution: The District's contribution to the monthly dental plan premiums are as provided below. These contributions are provided only for permanent full-time employees. Any increases in dental plan costs greater than the District's contributions identified below occurring during the term of this Resolution are to be paid by the employee. 1. Delta and -PMI Delta Care: District will contribute seventy-eight percent (78%) toward the monthly dental premium and ninety-eight percent (98%) for those enrolled in CaIPERS CCHP Alternate Plan. 2. Dental Only: Employees who elect dental coverage as stated above without health coverage will pay one cent ($.01) per month for such coverage. 4 RESOLUTION NO. 2008/218 2.15 Rate Information: The County Benefits Service Unit will make dental-plan rate information and, to the extent possible, CalPERS health plan rate information available to employees and departments, upon request. In addition, the County Benefits Service Unit will publish and distribute to. employees and departments information about rate changes as they occur during the year. 2.16 Life Insurance Program: For employees who are enrolled in the County's program of medical or dental coverage, term life insurance in the amount of ten thousand dollars ($10,000) will be provided by the County as part of the District's contribution to the cost of medical or dental coverage. 2.17 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. 2.18 Premium Payments: Employee participation in any health, dental, or life insurance plan is contingent upon the employee authorizing payroll .deduction by the County of the employee's share of the premium cost. The District's contribution to health plan and dental plan monthly premiums are payable as follows: a. CaIPERS PLAN (Includes Alternate CCHP Plan): The District's contribution to the health plan premium is payable one month in advance. 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 amount delinquent to the Auditor-Controller. The responsibility for this payment rests solely with the employee. b. DENTAL AND LIFE INSURANCE PLAN: The District's contribution to the dental and life insurance premium is payable monthly. 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 delinquent amount to the Auditor- Controller. The responsibility for this payment rests solely with the employee. c. Extended Coverage: An-employee on approved leave without pay for more than thirty (30) days may continue his/her health/dental/life 5 RESOLUTION NO. 2008/218 insurance coverage provided that the employee pays his/her share of the monthly premium during said leave. An employee not eligible for continued coverage may convert to individual health plan coverage (if available) or continue group coverage subject to the provisions of the Consolidated Omnibus Budget Reconciliation Act (COBRA), plus any administrative fees, for the option selected. The entire cost of coverage must be paid at the time and place specified by CaIPERS health plans and by the District for the dental plans. An employee who terminates District employment is covered through the first day of the month following termination for CaIPERS plans and through the last day of the month in which he/she is paid for District dental plans. Employees who terminate District employment may continue . Group Health/Dental plan coverage to the extent provided by the COBRA laws and regulations. 2.19 Retirement Coverage: a. Eligibility for health and/or dental coverage as a retiree or retiree's survivor is set forth in Administrative Bulletin No. 407.4, as periodically amended. 2.20 Dual Coverage: a. CaIPERS Health Plan: Employees must adhere to the rules established by CaIPERS. b. Dental Plans: (1) In the event that a husband and wife, who both work for the District, becomes ineligible for coverage,.the remaining eligible member will be allowed to (a) enroll in a dental plan, if not currently enrolled, or (b) add the spouse and/or dependent(s) to their existing plan coverage provided they do so within thirty (30) days of the date coverage is no longer afforded under the spouse's plan. (2) In the event a spouse who does not work for the District becomes ineligible for. coverage, the District employee will be allowed to enroll in a dental plan, if not currently enrolled, or add the spouse and/or dependent(s) to their existing plan coverage provided they do so within thirty (30) days of the date coverage is no longer afforded under the spouse's plan and evidence of the termination of coverage is provided by the spouse's employer. 6 RESOLUTION NO. 2008/218 2.21 Family Member Eligibility Criteria: The following dependents of an enrolled employee are eligible for health, dental, and supplemental life coverage: a. Legal Spouse b. Qualified domestic partner (qualified domestic partner enrollment requires the completing and submitting certification forms that are available,in the Employee Benefits Service Unit) c. Unmarried children who are dependent on you, your spouse, or qualified domestic partner, for support who are: i. Under age 19; ii. Age 19 and over, who are qualifying dependent children as defined by the Internal Revenue Service in Publication 501; iii. Disabled child who is over age 19, unmarried, incapable of sustaining employment due to a physical or mental handicap that existed prior to the child's attainment of age 19 and is your dependent as defined by the Internal Revenue Service. The definition of dependent children includes natural children, step- children, adopted children, and any children specified in a Qualified Medical Child Support Order or similar court approved or mandated document. 2.22 Catastrophic Leave Program: All employees are included in the District's Program and may designate a portion of their accrued vacation, administrative leave or personal holiday credit to be deducted from existing balances and credited to a specific eligible employee. To utilize this program, all recipient requests must be submitted to the Fire Chief for review and recommendation to the County Administrator. The County Administrator will make final decision as to approval or denial of the request to use accruals in the Catastrophic Leave Bank. 2.23 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 five thousand dollars ($5,000) 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. 7 RESOLUTION NO. 2008/218 2.24 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. 2.25 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. 4. Retirement Benefits: 4.10 Contribution: Pursuant to Government Code Section 31581.1, the District will pay fifty percent (50%) of the retirement contributions normally required of employees. Such payments are for the period of March 16, 2000 to December 31, 2000. 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. The employee's base pay is increased by 3.9%. This amount is-one- half ('/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. C. 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 8 RESOLUTION NO. 20081218 Association without the District paying any part of the employee's share. The District will pay the remaining one-half ('/2) of the retirement cost-of- living program contribution. 4.11 Enhanced Retirement Benefits: The retirement formula of"3 percent at 50" applies to employees in the following classifications: Fire Chief-Contra Costa (RPA1) Assistant Fire Chief-Exempt (RPB1) Assistant Fire Chief-Group I (RPBA) Fire Marshal (RJGA) Fire Training Chief (RWHA) Supervising Fire Inspector (RJHC) The cost-of-living adjustment (COLA) tothe retirement allowances of these employees will not exceed three percent (3%) per year. The final compensation of these employees will be based on a twelve (12) month salary average. Each employee will pay nine percent (9%) of his/her retirement base to pay part of the employer's contribution for the cost of these enhanced safety retirement benefits. Such' payments will be made . on a pre-tax basis in accordance with applicable tax laws. "Retirement base" means base salary and other payments, such as salary differential and flat rate pay allowances, used to compute retirement deductions. 4.12 Employees with More Than 30 Years of Continuous Service as Safety Members: Beginning on January 1, 2008 and pursuant to Government Code section 31664.1, current and future employees in classifications that are governed by this Resolution and designated by the Contra Costa County Employees' Retirement Association as safety members with credit for more than thirty (30) years of continuous service as safety members, will not make payments from their retirement base to pay part of the employer's contribution towards the cost of the enhanced safety retirement benefit. 5. 4141-112 Participation: The District will continue to implement Section 414(h) (2) of the Internal Revenue Code which allows the 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 Retirement System. This program of deferred retirement contribution is universal and non-voluntary, as it is required by law. 9 RESOLUTION NO. 2008/218 6. Training 6.10 All full-time employees ' are eligible for career development training reimbursement not to exceed seven hundred fifty dollars ($750) 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: Priority is given to professional training programs offered through the County Training Institute. Other related and appropriate training/education resources approved by the District are also allowable. c. 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. d. 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 Contra Costa County Director of Human Resources. The differential will be prorated for employees working less than full time and/or on an unpaid leave of absence during any given month. The differential is one hundred dollars ($100.00) per month. The designation of positions for which bilingual proficiency is required is the sole prerogative of the District/County, and such designations may be amended or deleted at any time. 10 RESOLUTION NO. 2008/218 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 415` consecutive hour in the assignment. 9. Other Terms and Conditions of Employment 9.10 Overtime Exempt Exclusion: Employees in unrepresented 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 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. 9.11 Overtime: Employees on the Overtime Exempt Exclusion List will be compensated at one and one-half (1.5) times their base rate of pay (excluding differentials) for authorized work exceeding eight (8) hours in a day or forty'(40) hours in a week. 9.12 Length of Service Credits: Length of service credit will date 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 re- employed 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. 11 RESOLUTION NO. 2008/218 9.13 Mirror Classifications: As determined by 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 comparable mirror classifications. 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: .10.10 Ten Years of Service: Employees who have completed ten (10) years of service for the District are eligible to receive a two and one-half percent (2.5%) longevity differential effective on the first day of the month following the month in which the employee qualifies for the ten (10) year service award. 10.11 Fifteen Years of Service: Employees who have completed fifteen (15) years of service for the District are eligible to receive an additional two and one- half percent (2.5%) longevity differential effective on the first day of the month following the month in which the employee qualifies for the fifteen (15) year service award. For employees who completed fifteen (15) years of service on or before January 1, 2008, this longevity differential will be paid prospectively only from January 1, 2008. 11. Deferred Compensation Incentive: The District will contribute eighty five dollars ($85) 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 Base Monthly Contribution Current Monthly 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 12 RESOLUTION NO. 2008/218 $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 eighty five dollar ($85) 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 1" of each year, full-time employees will be credited with seventy (70) hours.of paid Management Administrative Leave. This time is non-accruable and all balances will be zeroed-out on December 31 of each year. B. Permanent part-time employees are eligible for Management Administrative Leave on a prorated basis, based upon their position hours. Permanent- intermittent employees are not eligible for Management Administrative Leave. C. Employees appointed (hired or promoted) to unrepresented management 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. D. 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 fifty seven thousand dollars ($57,000) in addition to the insurance provided under Section 2.16. 13 RESOLUTION NO. 2008/218 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 each calendar year; (2) payment is based on an hourly rate determined by dividing the employee's monthly salary.by 173.33; 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 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: With the exceptions of the Fire Chief and the Assistant Chief(s), employees are eligible for reimbursement of up to six hundred twenty-five dollars ($625) for calendar year 2008 and for each two (2) year period thereafter, 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 (excludes automation connectivity, support, or subscription fees) from a standardized County-approved list or with Fire Chief approval, provided each employee complies with the provisions of the County's Computer Use and Security Policy adopted by the Board of Supervisors and manuals. In order to receive reimbursement, the employee must have been in an eligible classification when the expense was incurred. Individual professional development reimbursement requests must be approved by the Fire Chief. Reimbursement will occur through the regular demand process with demands being 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. 14 RESOLUTION NO. 2008/218 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: 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 pursuant to this section preclude County retirement benefits resulting from employment by this County/District governed by the Board. 17. Video Display Terminal (VDT) Users Eye 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 in force the Long- Term Disability Insurance program with a replacement limit of eighty-five (85%) of total monthly. base earnings reduced by any deductible benefits. 15 RESOLUTION NO. 2008/218 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 possess 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—Contra Costa (RPA1) Assistant Fire Chief—Exempt (RPB1) Fire Marshal (RJGA) Fire Training Chief (RWHA) Supervising Fire Inspector (RJHC) 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. © A Chief Officer Certificate issued by the Office of the State Fire Marshal. (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: 16 RESOLUTION NO. 2008/218 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 © 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 September 1, 2002, 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 17 RESOLUTION NO. 2008/218 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 nine hundred twenty-five dollars ($925) for calendar year 2008 and for each two (2) year period thereafter, 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 (excludes automation connectivity, support, or subscription fees) from a standardized County-approved list or with Fire Chief approval, provided each employee complies with the provisions of the County's Computer Use and Security Policy adopted by the Board of Supervisors and manuals. In order to receive reimbursement, the employee must have been in an eligible classification when the expense was incurred. Individual professional development reimbursement requests must be approved by the Fire Chief. Reimbursement will occur through the regular demand process with demands being accompanied by proof of payment (copy of invoice or cancelled check). Certifications regarding compliance with County's Computer Use and Security Policy may be required. II. BENEFITS FOR FIRE CHIEF As the Chief Officer of the Fire District, the Fire Chief receives the benefits provided under Part I and the following additional benefits: 23. Executive Automobile Allowance: Effective the first day of the month following adoption of this resolution by the Board of Supervisors, the Fire Chief is eligible. to receive a six hundred dollar ($600) per month automobile allowance, plus mileage for miles driven outside of Contra Costa County, at the rate per mile allowed by the Internal Revenue Service (IRS) as a deductible expense. Receipt of the automobile allowance means that the Fire Chief must 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 sixty thousand dollars ($60,000), additional to the insurance provided under Section 2.16. 18 RESOLUTION NO. 2008/218 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. ATTESTED: JOHN CULLEN, Clerk of the Board of Supervisors and County Administrator B D ( Deputy 19 RESOLUTION NO. 2008/218