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Item 8BAGENDA ITEM #3B OCTOBER 11, 2004 CITY OF ATLANTIC BEACH CITY COMMISSIONER MEETING STAFF REPORT AGENDA ITEM: Approval of the Local 630, White Collar union contract for the period October 1, 2004 through September 30, 20y05. SUBMITTED BY: George Foster, Human Resource Manager ~"O DATE: October 5, 2004 BACKGROUND: The City and Loca1630 White Collar union have agreed to the provisions of a new contract to be effective October 1, 2004. The key changes in the contract are: - General -Clarifies several issues and makes minor administrative changes/corrections within the contract. - Art 13.1(c) -Allows an employee to change their leave accrual limit in increments of 120 hours with no change to the minimum of 120 hours or to the maximum of 960 hours as provided to nonunion employees. "" - Art 13.1(e) -Allows employees to select optional cash in dates as opposed to current twice annual fixed dates as provided to nonunion employees. - Art 20.3 -Increases the employee contribution rate to pension plan by +1 %. - Art 20.3 -Reduces the pension multiplier, for new employees, from 2.85% to 2.5%. - Art 26.1 -Provides the same pay increase, effective October 1, 2004 for union members as provided to nonunion employees. BUDGET: Funds for these changes are currently within the budget. ATTACHMENTS: Articles with major changes (Articles 13, 20, 26, and Exhibit A) are attached. A copy of the complete contract is available within the City Clerk's office for review. Added items are in bold underlined with deleted items in RECOMMENDATION: That the City Commission approve the Loca1630, White Collar, union contract for the period October 1, 2004 through September 30, 2005. ~, CITY MANAGER: AGENDA ITEM #8B OCTOBER 11, 2004 ARTICLE 13 PERSONAL LEAVE HOURS 13.1 (a) The "Personal Leave Hours" concept is an advancement from the traditional vacation and sick leave system. Personal leave hours are not to be considered compensation for services rendered. All bargaining unit employees may be absent from work and still receive regular wages provided the employee has a Personal Leave or Compensatory Time balance, follows the procedures set forth in this Article) and receives prior approval from the employee's supervisor, or the appropriate Department Head or his designee. (b) When a Personal Leave Hour is used for illness or other emergencies, employees are required to notify their supervisor, or if he is unavailable) the appropriate Department Head of the nature of the illness or emergency as early as reasonably possible and no later than one (1) hour after starting time each day the employee intends to be absent, that the employee is unable to report to work because of illness or other emergency; however, employees on shift work must notify the supervisor or if he is unavailable the appropriate Department Head no later than one (1) hour before shift starting time. Except as stated above when an employee is planning to use seventeen (17) hours or more of Personal Leave Hours he must submit his request to take leave in writing to the appropriate Department Head or his designee at least five (5) calendar days prior to the first day of the intended absence. When an employee is planning to use less than 17 hours of Personal Leave Hours he must submit such request at least forty-eight (48) hours prior to the first ~. day of the intended absence. The appropriate Department Head or his designee shall respond to the request as soon as possible after receipt of the request. Personal Leave maybe taken in increments of fifteen (15) minutes or more. Approval of leave may be suspended if in the discretion of the appropriate Department Head such leave would pose a manpower shortage which would have an adverse effect on the operation of the Department, or if the notification requirements set forth in this Article are not followed. (c) Each employee is required to select a personal leave limit of 120, 240, 360, 480 600, 720, 840 or 960 hours that will best fit the employee's needs '""' Employees may change their Personal Leave limit in December of each year. Those that do not change their limit shall retain their previously established limit. Thereafter, employees must utilize their Personal Leave ~" Hours or the employee shall be automatically paid for all hours accumulated 25 i AGENDA ITEM #8B OCTOBER 11, 2004 that exceed their established maximum limit in accordance with Article 13.1(e). Employees who do not select a personal leave limit will be assigned a 960 hour limit. (d) For Personal Leave used for illness, the Employer always retains the right to require medical documentation of the illness. (e) For hours permissibly accumulated under this Article, the employee shall be automatically paid for all personal leave hours that exceed the personal leave limit as established by the employee. For the purpose of paying for accrued leave time, the Employer will automatically pay ~u~ ~-~^~^•~°^ *-_~^ ~l~~,a~~a~-Beeemm.--z---~ne~ for personal leave on the cash-in date(s) as selected by the employee. In December of each year, employees will have the option to select one of the following leave cash-in options: (1) first pay date in June and December, (2) first pay date in June only, or (3) first pay date in December only. Personal leave cashed in will be based upon the cash in date(s) as selected by the employee and the employee's personal leave account balance on the pay period that immediately precedes the designated cash-in date(s) as selected by the employee. Employees who do not select acash-in date(s) will retain their current cash-in date(s) option. (f) No Personal Leave Hours may accumulate to an employee who is in a non- pay status or utilizing donated leave. (g) Subject to the restrictions contained in this Agreement Personal Leave ~• Hours shall accumulate during each pay period and shall be credited to the employee at the end of the pay period. ~* (h) An eligible employee who resigns with at least two (2) weeks notice, is laid off, or whose employment has not been involuntarily terminated shall be paid for any unused accruals. rA 26 AGE~iDA ITEM #8B OCTOBER 11, 2004 ~"' (i) The accrual rate of Personal Leave Hours shall be determined as follows: Hours Per Total Annual ~"' Years Pay Period Hours Beg. 1st through 3rd yr. 5.81 151 ~""" Beg. 4th through 7th yr. 6.78 176 Beg. 8th through 11th yr. 8.31 216 Beg. 12th through 15th yr. 9.85 256 ~" Beg. of 16th year and over 10.47 272 27 AGENDA ITEM #8B OCTOBER 11, 2004 ARTICLE 20 INSURANCE 20.1 The City agrees to continue to provide employees with a group term life insurance policy. The City agrees to pay the premiums for such City provided coverage. 20.2 The City agrees to provide employees with the same basic group health insurance program as offered to other City employees. The City agrees to pay the same amount of premium for the same insurance coverage, including dependent coverage, for bargaining unit employees as it does for other City employees. 20.3 Effective upon necessary changes to the General Employees Pension Plan, employees participating within the City's General Employees Pension Plan shall have their pension contribution rate changed from two percent (2%) to three percent (3%) of salary. 20.4 Effective upon necessary changes to the General Employees Pension Plan, new employees will contribute three percent (3%) of salary and shall have their multiplier changed from two-point-eight-five percent (2.85%) to two-point-five percent (2.5%) of salary. 37 AGENDA ITEM #8B OCTOBER 11, 2004 ~* ARTICLE 26 WAGES 26.1 (a) Effective October 1, 20034, the salary ranges within Exhibit "A" shall be increased by three (3%) percent. Employees covered by this Agreement shall have their pay adjusted as follows: - If a probationary employee with less than six (6) months service, the employee's pay shall be adjusted by three percent (3%). - If employee has completed their initial probationary period and received an evaluation of "Meets Requirements" or above, they shall have their pay adjusted by six percent (6%) of the new midpoint for their pay grade. - If an employee does not receive at least a "Meets Requirements" overall evaluation, they shall not receive a pay adjustment a-~-~he - Employees who receive an overall rating of "Below Requirements" on their evaluation, or who believe the City did not follow the City's performance guidelines, may file a grievance utilizing the grievance procedures contained within Article 10. Bonuses. Employees of the bargaining unit are eligible to receive a bonus ~,,, based upon performance in accordance with the City's performance evaluation program guidelines. The pay grades and salary ranges for classifications within the bargaining unit are incorporated herein as Exhibit "A". Minimum Pay. In no case shall an employee's pay be established below the base pay for the grade of the position to which the employee is assigned. Maximum Pay. In no case shall an employee receive a pay increase that would result in the employee's pay exceeding the maximum pay for the grade of the position to which-the employee is assigned. Bonuses: Employees in the bargaining unit are eligible to receive a bonus based upon receiving an "Above Satisfactory" performance evaluation in 43 AGENDA ITEiVI #3B OCTOBER 11, 2004 accordance with the City's performance evaluation program. (b) Lon eg_vity: All eligible employees shall receive twenty-five ($25.00) *^ dollars per month for each five years served with the City up to and through the 20th year. This amount shall be in addition to the employee's base pay and paid as an "add pay". 26.2 The Job Classification/Grade Chart is set forth in attached Exhibit A. 26.3 Entrance Wage Determination: (a) Initial appointment to any position shall normally be made at the entrance rate of pay established for the position. Upon recommendation from the Department Head, the City Manager may approve the hire of a new employee at a rate of pay above the starting rate of pay. However, a new employee may only be hired at a rate above the entrance rate of pay established for the position i£ 1. The needs of the City make such hire action necessary and all other employees within the same classification have their base `~ salaries increased to be equal to that of the newly hired employee, or; '~ 2. The new employee has job related training and/or experience that clearly exceeds that of current employees. Prior to City Manager approval of initial pay under this provision, the City will notify the union, in writing, of the proposed action and allow the union three (3) workdays to provide comments. 26.4 Lateral Transfers: When an employee is either recruited to or assigned another job within the same salary grade and with essentially the same job responsibility level, they will remain at their current salary level and salary grade to which they are currently assigned. 26.5 Promotion: A promotion is the advancement of an employee from their current position to another open job, with greater responsibilities, in a higher pay grade. The promotion is based on documented, demonstrable increase in the scope of work. The granting of a different title alone, without a change in pay grade, does not warrant a promotional salary increase. (a) Salary Adjustment: An employee who receives a promotion to a higher salary grade (either by taking on a new position or the :~ employee's current position is reclassified to a higher salary grade) 44 AGENDA ITEM #8B OCTOBER 11, 2004 ~" should receive a salary increase at the time the promotion becomes effective, to a least the minimum of their new pay range or an .amount equal to the percentage difference between the current and '~ new grade midpoints, whichever is greater. (b) Calculating a Promotional Increase: Since a promotional increase is granted to recognize the assumption of additional job duties and responsibilities, the size of the increase is calculated as a function of the size of the promotion, rather than as a percentage of current salary. The formula used to calculate the promotional increase is as follows: New Midpoint -Current Midpoint =Promotion Increase Amount (%*} Current Midpoint or An increase to the minimum of the new pay grade, whichever is greater. * Not to exceed 12% unless required to bring employee's salary to the minimum of the new pay grade. 26.6 Demotion: Demotions are defined as reductions in job duties and responsibilities that result in a salary grade reduction. When an employee is demoted, the employee will receive a decrease in pay equal to the midpoint differential between the pay grade their job is currently assigned and the newly assigned pay grade. The formula used to calculate the salary decrease associated with a demotion is as follows: New Midpoint -Current Midpoint =Promotion Decrease Amount (%*) Current Midpoint or A decrease to the maximum of the new range, whichever is greater. Should the demotion be the result of non-disciplinary action (e.g., a reduction in force), the demoted employee shall receive the rate in the lower position classification pay range which provides the smallest ~. possible decrease in pay. Employees demoted for non-disciplinary reasons shall if possible be reassigned to other duties commensurate with his/her qualifications for the position. The Employer shall make the final ,~. decision as to reassignment of and pay for the employee in accord with the 45 AGENDA ITEM #8B OCTOBER 11, 2004 provisions of this section. 26.7 Evaluation for satisfactory service shall be standard in writing throughout the bargaining unit with each activity using the same evaluation form and procedure as that utilized for all non-union City employees. If the employee believes the evaluation procedure was not followed, they may invoke the grievance procedure and submit the grievance at Step 1. 26.8 Any employee covered by this Agreement who is temporarily required by the appropriate Department Head or his designee to substantially perform the duties of a higher classification and who is expected to perform such duties for a period that will exceed five (5) working days (40 hours) shall be eligible for Acting Capacity /Out of Position pay in accordance with City policy. 46 AGENDA ITEM #8B OCTOBER ll, 2004 GRD MIN 12 -8-3 8.60 13 --9:-93 9.36 EXHIBIT A CITY OF ATLANTIC BEACH JOB CLASSIFICATION/PAYGRADE EFFECTNE 10/O1/200~4 MID MAX TITLE x&4-2 ~-5~- Customer Service Representative 10.74 12.89 Police Records Clerk Property Evidence Records Clerk Recreation Leader -1-1-~ Accounts Payable Clerk 11.71 14.06 Police Records Specialist Receptionist /Building Permit Clerk Utility Billing Specialist 14 X9-2- }2~ X4.$7 Animal Control Officer 10.22 12.77 15.32 Recreation Coordinator Records Management Clerk 15 -~A-~2- x-58 ~ Emergency Communications Officer 11.14 13.92 16.70 Secretary (City Clerk) 16 -1-1-~'~ ~3 ~7 No positions within this grade 12.12 15.16 18.20 17 ~.?-5-3 ~-9:~~ 13.21 16.52 19.83 18 19 20 21 22 44:99 14.42 -1-59 18.02 2&-~9 21.62 4~5 15.71 4-9-:~ 19.64 X2-89 23.58 4~ 16.50 ~~ 22.00 27.49 4~ 17.98 ~8 23.98 2-9-1-9 29.97 49~ 20.14 ~-A~ 26.85 3~-53- 33.57 Administrative Assistant (Parks/Rec) Code Enforcement Officer Purchasing Agent No positions within this grade Accountant Computer Network Technician Deputy Building Official No positions within this grade Public Works Inspector Technical Designer Special Projects Manager 56 ~*