City of Big Bear Lake, Department of Water and Power POLICY Benefits and Working Conditions for Unrepresented Employees Date Established: March 15, 2011 Date Last Amended: August 26, 2014 SECTION A. TRAINING REIMBURSEMENT... 2 SECTION B. FIELD AND OFFICE CERTIFICATION... 2 SECTION C. TUITION REIMBURSMENT... 2 SECTION D. UNIFORMS AND SAFETY EQUIPMENT... 3 SECTION E. LEAVE PROVISIONS... 3 SECTION F. WAGES & SALARY... 7 SECTION G. PREVAILING BENEFITS... 8 SECTION H. ADVANCEMENT AND PROMOTION... 8 SECTION I. PROBATIONARY PERIOD... 9 SECTION J. FAMILY CARE LEAVE... 9 SECTION K. DRESS CODE... 10 SECTION L. BENEFITS... 10 Benefits and Working Conditions for Unrepresented Employees Page 1 of 12
BENEFITS AND WORKING CONDITIONS FOR UNREPRESENTED EMPLOYEES The following provisions apply to all unrepresented exempt employees, except where noted: SECTION A. TRAINING REIMBURSEMENT Employees required by the DWP to participate in any training program or job required development during normal working hours shall do so at the DWP s expense. All fees for Department-required training including continuing education for currently held certifications shall be fully paid by the DWP. Those expenses incurred, including meals, mileage, books and materials will also be reimbursed. Employees will either be provided with a DWP vehicle for transportation to and from classes or reimbursed for mileage. Reimbursements for all training must be approved in advance by the General Manager or his/her designee. Reimbursements are made upon successful completion of the training. SECTION B. FIELD AND OFFICE CERTIFICATION If the employee successfully completes approved training, DWP will reimburse for registration fees and books; provide transportation to/from class or provide mileage reimbursement at the DWP option; and employee will receive regular compensation for training during regular business hours. Upon the earning of a certificate, on the second payday of November of each year, DWP will make an annual certification payment of five hundred dollars ($500) to each field and office employee whose classification requires the maintenance of at least a Grade 1 certification in either water distribution or water treatment, and four hundred dollars ($400) to each field and office employee who maintains a current Grade 1 certification in either water distribution or water treatment whose classification does not require the certification. The DWP will pay one hundred dollars ($100) for each additional certificate beyond the first certificate an employee earns. SECTION C. TUITION REIMBURSMENT The Employer will provide tuition reimbursement and reimbursement of other direct expenses to include required textbooks, laboratory fees and parking fees, but shall not include travel time, mileage, transportation, meals, paper supplies and other miscellaneous costs for job-related education or career development upon receipt of proof of successful completion of an approved course. Prior to initiation of course work, the employee shall receive General Manager approval that such course work is directly related to a departmental service-related field endeavor. Employee shall follow DWP procedures and guidelines for the tuition reimbursement program. The course must be satisfactorily completed with a minimum grade C or equivalent. Reimbursement shall be made at the rate of one hundred percent (100%), to a maximum of two thousand two hundred and fifty dollars ($2,250) per fiscal year. Benefits and Working Conditions for Unrepresented Employees Page 2 of 12
SECTION D. UNIFORMS AND SAFETY EQUIPMENT Any uniform and safety items required by the Employer shall be provided by the Employer. The DWP shall provide uniforms and laundering service at no cost to any employee required to wear a uniform. The Employer will not provide laundry service for DWP-provided jackets and T- shirts. The DWP will pay (in a separate check during the second pay period of July) one hundred and sixty-three dollars ($163) per field employee, per fiscal years, for work boots, to be spent during the fiscal year. An additional twenty-five dollars ($25) will be paid per fiscal year to employees required to purchase safety work boots (i.e., steel-toe or chemical-resistant). Eye glasses will be replaced if the loss or damage is through no fault of their own. The DWP will reimburse non-field employees up to one-hundred dollars ($100) per calendar year for the purchase of approved office wear. The DWP will have the logo embroidered at the DWP s cost. SECTION E. LEAVE PROVISIONS 1. Holiday Leave a. Fixed Holidays All employees in regular positions shall be entitled to the following fixed holidays: New Year's Day Martin Luther King Day President s Day Memorial Day Independence Day Labor Day Veteran s Day Thanksgiving Day Day after Thanksgiving Day before Christmas Christmas Day Day before New Year s Day If a fixed holiday falls on Saturday, the holiday shall be observed on Friday. If a fixed holiday falls on Sunday, the holiday shall be observed on Monday. b. Employees must actually work a full shift the last scheduled workday before and the first scheduled work day after a fixed holiday to receive holiday pay, unless the employee is on approved paid leave. Any request for sick leave in conjunction with a fixed holiday must be supported by a doctor's certificate, if requested by the General Manager or designee. c. When a fixed holiday falls within a vacation period, the holiday time shall not be charged against an employee's earned vacation benefits. d. Whenever the fixed holiday falls on an employee's regularly scheduled day off, the employee shall either be paid or accrue, on an hour-for-hour basis, up to a total of eight (8) hours holiday time. e. When an employee is assigned an alternative work schedule (i.e. 9/80 or 4/10 work schedule), he/she shall be entitled to take all of the aforementioned designated holidays at full pay, not to exceed eight (8) hours for any one (1) day. If an employee, assigned to an alternative work schedule, and their regular work day is longer than eight (8) hours, that employee may, with management approval and if work is available, make up the Benefits and Working Conditions for Unrepresented Employees Page 3 of 12
additional hour(s) (one (1) additional hour for a 9/80 work schedule and two (2) additional hours for a 4/10 work schedule) for that holiday during the work week that included said holiday. 2. Personal Leave The DWP will grant each unrepresented employee two (2) personal days per year to be booked the first payday of October each year. 3. Compulsory Leave If, in the opinion of the General Manager, employees are unable to perform the duties of their position for physical or psychological reasons, an examination may be required by a physician or other competent authority designated by the General Manager. If the examination report shows the employee to be in an unfit condition to perform the duties required of the position, the General Manager shall have the right to compel such employee to take sufficient leave of absence with or without pay, to be temporarily assigned to another position without reduction in compensation, and/or follow a prescribed treatment regimen until medically qualified to return to unrestricted duty. At the employee s expense, the employee may request a second opinion by a physician, psychologist or competent authority of the employee s choice. 4. Military Leave Affected employees shall be entitled to all rights concerning military leave, provided in the Military and Veterans' Code Section 395 et seq. and any amendment thereto. 5. Examination Time Employees in regular positions with regular status at the time of application shall be entitled to a reasonable amount of time off with pay for the purpose of taking promotional examinations or for selection interviews related to DWP employment. Employees are responsible for notifying and obtaining approval from their immediate supervisor prior to taking such leave. Such time off shall not be charged against any accumulated leave balances and shall be compensated at the employee's base hourly rate. 6. Benefit Date For the purpose of step advancements, sick and vacation leave accrual, the benefit date is defined as follows for each employee: a. If the first working day of the pay period was worked, then the benefit date will be the first day of that pay period; b. If not, it shall be the first day of the next pay period. 7. Blood Donations Once every six (6) months, employees in regular positions who donate blood without receiving compensation for such donation may have up to two (2) hours off with pay with prior approval of the immediate supervisor for each donation. This benefit shall not be Benefits and Working Conditions for Unrepresented Employees Page 4 of 12
charged to any accumulated leave provided; however, if the employee is unable to work, any time in excess of two (2) hours may be charged to accumulated sick leave or be taken as leave without pay. 8. Sick Leave Employees working in regular positions shall accrue such leave at the rate of 3.385 hours per pay period. There shall be no maximum limit on the amount of sick leave that can be accrued. Sick leave may be drawn in the event the employee has a health issue or as provided for in Family Care Leave (Article 15). The DWP shall provide twenty-five percent (25%) percent payoff of unused sick leave upon termination after five (5) years of continuous service in a regular position. After ten (10) years of continuous service from date of hire in a regular position and upon retirement, death or separation, an employee or the estate of a deceased employee will be paid for unused sick leave balance according to the following formula: Sick Leave Balance as of Separation Cash Payment % of Hours of Sick Leave Balance 480 hours or less 30% 481 to 600 hours 35% 601 to 720 hours 40% 721 to 840 hours 45% 841 to 960 hours 50% Employees who receive a disability retirement due to permanent incapacity to work shall be entitled to one hundred percent (100%) cash payment of any unused sick leave balances, computed at their then current base hourly rate, if they elect an early retirement in lieu of exhausting such accrued sick leave balances. In no event shall any employee, except those receiving a disability retirement, receive compensation under this Section in excess of five hundred (500) hours pay computed at the then current base hourly rate of said employee 9. Vacation Leave Employees working in regular positions shall accrue vacation under the following schedule: Term of Service Benefit Date Annual Vacation Allowance (Accrual Rates Per Pay Period) Maximum Allowed Unused Balance From Date of Hire & 80 hours (3.08/pay period) 160 hours through 5 years (1-5) Over 5 years & 120 hours (4.62/pay period) 240 hours through 10 years (6-10) Over 10 years (11+) 160 hours (6.15/pay period) 320 hours Benefits and Working Conditions for Unrepresented Employees Page 5 of 12
Accrued vacation time may be used after completion of thirteen (13) pay periods of continuous service. One hundred percent (100%) payoff of unused vacation time upon termination. 10. Occupational Injury or Illness For employees off work due to occupational injury or illness, the employer shall supplement workers' compensation up to full take-home pay for six (6) pay periods. This six (6) pay period supplement may be used up to a maximum of six (6) pay periods in every four (4) year period starting January 1, 1995. After such time, the employee may augment their workers' compensation payment with accrued leave and/or comp time. 11. Bereavement leave The DWP will grant each unrepresented employee three (3) days bereavement leave upon the death of the unrepresented employee s immediate family member. This paid leave shall not be deducted from sick leave, is non-cumulative (does not accrue over time), and is per event. For bereavement purposes the immediate family member is defined as husband, wife, father, mother, sister, brother, son, daughter, mother-in-law, father-in-law, sister-in-law, brother-inlaw, grandparent, grandchild, and such other persons whose relationship to the employee is essentially similar to the aforesaid relationships. The General Manager may approve additional bereavement at his or her discretion. 12. Administrative Leave Exempt employees shall earn forty (40) administrative leave hours annually to be booked the second payday of January each year. 13. Leave Buyouts Employees may cash out certain leave hours twice per year (June and November). Requests for June leave buyouts shall be submitted to the Payroll Department on a request form by May 10 and will be paid on the first payday of June. Requests for November leave buyouts shall be submitted to the Payroll Department on a request form by October 10 and will be paid on the first payday of November. Employees may buyout up to 40 hours of sick leave per year, but must maintain a minimum sick leave balance of eighty (80) hours after the buyout. Employees may buyout up to an unlimited number of vacation leave hours per year, but must maintain a minimum vacation leave balance of sixty-four (64) hours after the buyout. Employees may buyout up to an unlimited number of personal leave hours per year, but must maintain a minimum personal leave balance of sixteen (16) hours after the buyout. Employees may buyout up to one-hundred and twenty (120) hours of comp-time leave per year; no minimum comp-time leave balance is required after the buyout. Employees may buyout up to 40 hours of administrative leave per year; no minimum administrative leave balance is required after the buyout. Benefits and Working Conditions for Unrepresented Employees Page 6 of 12
Employees may request to have the leave hours used in the calendar year to be counted towards satisfying each minimum balance requirement. SECTION F. WAGES & SALARY 1. Review Date Every employee will be reviewed immediately prior to their anniversary date. Any step increases shall take place during the first pay period following the anniversary date. All step increases are contingent upon receipt of at least a standard performance evaluation rating for the review period. Changes in status, such as promotions, shall change the employee s anniversary date to the effective date of the status change. 2. Salary Adjustments Performance Evaluations may or may not result in a salary adjustment. All salary adjustments are recommended by immediate supervisors. Adjustments are not discussed with the employee until the evaluation is approved by the General Manager. Adjustments may not be made beyond the maximum step in the applicable salary range. 3. Salary Range All salaries for unrepresented exempt positions shall be increased by the established Consumer Price Index (November October annualized average of the CPI for Urban Wage Earners and Clerical Workers; for the Los Angeles-Riverside-Orange County, CA area; All items; 12-Month Percent Change). All salaries for unrepresented positions shall be increased by the established CPI above effective the first pay-period that ends in January, 2014, provided that the minimum salary increase shall be two percent (2%) and the maximum salary increase shall be three percent (3%). All salaries for unrepresented positions shall be increased by the established CPI above effective the first pay-period that ends in January, 2015, provided that the minimum salary increase shall be two percent (2%) and the maximum salary increase shall be three percent (3%). All salaries for unrepresented positions shall be increased by the established CPI above effective the first pay-period that ends in January, 2016, provided that the minimum salary increase shall be two percent (2%) and the maximum salary increase shall be three percent (3%). 4. Longevity Pay Regular employees who have worked for the DWP and/or City more than 10,400 base hours (5 [five] or more years) shall receive a lump sum payment each year equaling one percent (1%) of their current base salary each year during the first payday in June of the Calendar year in which they qualify. Regular employees who will have worked for the Employer more than 20,800 and less than 31,200 base hours (at least ten [10] years but less than fifteen [15] years) Benefits and Working Conditions for Unrepresented Employees Page 7 of 12
shall receive a lump sum payment each year equaling two percent (2%) of their current base salary during the first payday in June of the Calendar year in which they qualify. Regular employees who have worked for the DWP and/or City for 31,200 base hours (fifteen [15] or more continuous years) will no longer receive a lump sum payment each year equaling two percent (2%) of their current base pay after receiving their lump sum payment in the year they complete 31,199 hours. Instead the employee will receive an additional two and one-half percent (2.5%) increase to the employee s hourly wage. Regular employees who have worked for the DWP and/or City for 41,600 base hours (twenty [20] or more continuous years) will receive an additional two and one-half percent (2.5%) increase to the employee s hourly wage above the two and one-half percent (2.5%) increase received at the 31,200 hours (fifteen or more continuous years) mark. These increases will take effect on the first pay period after they have reached the required hours of continuous service. If an employee terminates his/her employment before their longevity payout date, but have reached the required hours to receive longevity pay, the employee will receive their longevity pay on their final check. Exempt employees may elect to receive longevity pay in a lump sum annual payment concurrent with the first payday of June each year. SECTION G. PREVAILING BENEFITS 1. Continuing in Effect It is understood and agreed that there exists, in written or unwritten form, certain personnel rules, policies, practices and benefits (including specifically, the City of Big Bear Lake Personnel Rules and Regulations) which shall continue in effect except for those provisions modified by mutual agreement of both parties or imposed in accordance with applicable laws. 2. Reasonable Notice In cases of proposed changes by other than mutual agreement, the employees shall be given reasonable notice and consulted with prior to these changes. SECTION H. ADVANCEMENT AND PROMOTION 1. Step Advancement Advancement to the "B" step of the salary schedule shall be automatic upon receipt of a satisfactory work performance evaluation after completion of a ten (10) month probationary period. Additional advancements ( B to C and C to D and D to E ) shall be after one (1) year from date of last change in step pay, subject to the employee receiving at least an overall rating of satisfactory or better in their annual performance review. The employer may wish to institute a new merit pay system for unrepresented employees in the future. Benefits and Working Conditions for Unrepresented Employees Page 8 of 12
2. Promotion When a regular employee is promoted to a position carrying a higher salary range and the employee's current salary step is within the new salary range, the rate of compensation at the next pay period shall be one (1) step higher than the rate the employee would have received had he/she remained in the former position. This is provided the employee has had at least six (6) months of continuous service in the former position, or positions, at the same or higher salary rates. In all other cases, the promoted employee shall receive the entrance rate of the new classification range. 3. Out of Class Pay Employees who perform duties of a higher classification for more than fifteen (15) working days, consecutively, shall be paid out of class pay of five percent (5%) above the current salary of said employee for the time the duties are performed beyond the initial fifteen (15) days. Employees working out of class shall continue to be eligible for step increases in their current position, subject to the employee receiving at least an overall rating of satisfactory or better in their annual performance review. SECTION I. PROBATIONARY PERIOD The probationary period for new hires will be ten (10) months. For employee promotions, probation shall be for six (6) months. Employees promoted to classifications in which they previously received out of class pay shall have their time working out of class applied to the probationary period subject to the employee receiving at least an overall rating of satisfactory or better in their most recent annual performance review. DWP employees transferred laterally to a similar paying position shall not be required to serve a probationary period and shall maintain their anniversary dates subject to the employee receiving at least an overall rating of satisfactory or better in their most recent annual performance review. SECTION J. FAMILY CARE LEAVE The Employer agrees to comply with applicable provisions of the Federal Family and Medical Leave Act (FMLA) and the California Family Rights Act (CFRA), and in accordance therewith, has adopted the Family Leave Policy as set forth in the Personnel Rules and Regulations. For the purpose of the Policy Regarding Benefits and Working Conditions for Unrepresented Employees those policies/practices referred to in Article No. I, Section E, paragraph 8, immediate family is defined as husband, wife, father, mother, sister, brother, son, daughter and such other persons whose relationship to the employee is essentially similar to the aforesaid relationship. Benefits and Working Conditions for Unrepresented Employees Page 9 of 12
SECTION K. DRESS CODE Managers and supervisors shall ensure that all employees comply with the Dress Code Policy. 1. Provisions The DWP professional atmosphere is maintained, in part, by the image that employees present to residents, customers and vendors. Employees are asked to use their common sense with regard to their dress and appearance and are expected to present a professional image. The employee should dress according to the requirements of his/her position. Attention should be paid to safety, DWP image and customer interaction. If there are any questions as to what constitutes proper attire within a given department, the supervisor or General Manager should be consulted. Listed below are the guidelines that will be used for all DWP employees with regard to the appropriate work attire. 2. Guidelines An employee's personal appearance, when completing their job and interacting with the public, reflects upon the DWP. As such, the DWP needs its employees to be as neat and clean as possible given their working conditions. Employees should observe good habits of grooming and personal hygiene. Any article of clothing displaying cartoons or language, except for the DWP logo, is not to be worn. Employees who have uniforms furnished by the DWP are reminded that such uniforms are not a substitute for personal attire. These uniforms should only be worn during working hours unless specific approval is received from the General Manager or his/her designee. In the event that inappropriate attire is worn to work, the employee may be asked to leave the workplace and promptly return to work in the appropriate attire. The DWP shall reasonably reimburse office employees whose clothing is damaged during the normal course of business through no fault of their own. SECTION L. BENEFITS 1. Cafeteria Allowance The DWP shall provide a cafeteria allowance to each unrepresented exempt employee in the amount of $1,653.84 per month. The allowance is provided to assist employees in paying for medical and dental insurance coverage for the employee and their eligible dependents. The DWP will endeavor to maintain medical and dental insurance benefits and co-payments comparable with current medical and dental insurance benefits and co-payments. If at renewal comparable insurance benefits are not available/practical or too expensive, the DWP may make changes to the insurance benefits (e.g. co-pay, deductible) in order to control the cost of the medical and dental insurance premiums. Benefits and Working Conditions for Unrepresented Employees Page 10 of 12
If the medical and dental insurance premiums for the selected plans increase beyond the established cafeteria allowance above, the employee will be responsible for paying the difference through pre-tax payroll deductions. Employees who take no medical and/or dental coverage through the DWP shall be eligible for the Alternative Insurance Benefit Program. Eligible employees who are able to secure medical and/or dental insurance coverage through their spouse or other source may waive coverage. The employee shall sign a waiver form provided by the Human Resources Department and may take the unused portion of their cafeteria allowance as cash-in-lieu compensation in their regular paycheck. All new employees starting after January 1, 2006 will be required to participate in the DWP provided medical and dental insurance plans, unless they are able to show proof of medical and/or dental coverage from a spouse or other source. 2. Life Insurance, Vision Insurance, and Flu Shots DWP will provide each unrepresented exempt employee a term life insurance policy of fifty thousand dollars ($50,000), and an additional fifty thousand dollars ($50,000) of Accidental Death & Dismemberment coverage.. The premium is to be paid by the DWP. Additional Life insurance is available to employees and their dependents at the employee s expense. If the Employer does not provide flu shots, the employer will contribute twenty-five dollars ($25) toward receipt of off-site flu shots. DWP will provide each employee and their eligible dependents with vision insurance. The premium is to be paid by the DWP. 3. Payment During Sick Leave The Employer will continue to pay the monthly contribution to the medical, dental care and life insurance program for each employee who is on an approved paid leave of absence for reasons of illness or injury. When the employee's sick leave expires, the Employer shall continue to pay health, dental care and life insurance premiums for a period not to exceed eight (8) weeks for employees in good standing, with approval of General Manager. After such time, employees must follow paragraph 6 below. 4. Payment of Premium for Other Leaves of Absence Employees on an approved leave of absence for reasons other than illness or industrial injury, referred to in paragraph 5 above, may, by advance payment of their premium for the extent of their group insurance coverage, continue to be covered by the group policies in effect. Such arrangements should be made with the DWP prior to the employee going on leave. Benefits and Working Conditions for Unrepresented Employees Page 11 of 12
5. Payment of Premium for Workers' Compensation Leave Employer will pay health and dental contribution for each month or fraction thereof so long as the employee or DWP is supplementing workers' compensation payment to a full paycheck to the employee. The Employer will pay the health insurance premium for an employee only, while on workers' compensation leave, up to six (6) months after which time employees who wish to continue coverage must follow paragraph 6 above. 6. Retirement All regular employees participate in the San Bernardino County Employees' Retirement Association (SBCERA). The DWP will assume a portion of the employees contribution according to the following schedule: The DWP will reduce its current portion of the employee contribution to the San Bernardino County Employees Retirement Association by 2%, and employees will increase their employee contribution by 2% effective the first pay-period that ends in January, 2014. (e.g., if employee currently contributes 0%, then employee will contribute 2%, and the DWP contribution made on behalf of the employee will be reduced by 2%) The DWP will reduce its then current portion of the employee contribution to the San Bernardino County Employees Retirement Association by another 2%, and employees will increase their employee contribution by another 2% effective the first pay-period that ends in January, 2015. (e.g., if employee currently contributes 2%, then employee will contribute 4%, and the DWP contribution made on behalf of the employee will be reduced another 2%) The DWP will reduce its then current portion of the employee contribution to the San Bernardino County Employees Retirement Association by another 2%, and employees will increase their employee contribution by another 2% effective the first pay-period that ends in January, 2016. (e.g., if employee currently contributes 4%, then employee will contribute 6%, and the DWP contribution made on behalf of employee will be reduced by another 2%) SBCERA member contribution rate changes that occur each July will be absorbed by the employee, except for the positions of General Manager, Administrative Manager, Water Superintendent, Contracts and Water Conservation Manager, and Transmission and Distribution Supervisor. The DWP assumes the employee Survivor Benefit contribution amount for the positions of General Manager, Administrative Manager, Water Superintendent, Contracts and Water Conservation Manager, and Transmission and Distribution Supervisor. 7. Auto Allowance The positions of General Manager and Water Superintendent will continue to receive the same allowance until such time as it is adjusted by the General Manager and approved by the Board of Commissioners. The amount of the automobile allowance is $600 per month. Benefits and Working Conditions for Unrepresented Employees Page 12 of 12