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2024-04-16 VI. C. Exhibit 6, Longevity Award Amendment• MINUTE FII. MEMORANDUM TO: Mayor Watford & City Council DATE: April 15, 2024 FROM: HR Generalist Prince %:.r SUBJECT: Proposed amendments to the Personnel Policies & Procedures, Longevity Service Awards. Attached are the proposed amendments we are asking the City Council to adopt in relation to the Longevity Service Awards policy as adopted by the Council on February 20, 2024. The proposed amendments add a new section to Chapter 3, Employee Benefits, and are noted as Revision footer number 16. Key content, that should be included in the new policy, was inadvertently left out of the previous version. We are only requesting these specific amendments be considered at this time. A comprehensive review of the handbook is in progress and additional amendments will be forthcoming. E LONGEVITY SERVICE AWARDS 16 • The City encourages career service by offering monetary longevity service awards to all full-time employees who have served the City for at least ten continuous years of employment. Effective October 1 2023 longevity service awards, which are based on the length of service shall be awarded as follows: 1. Ten Years: Employees who complete ten years of service shall receive an award equal to one percent of their current annual salary. 2. Fifteen Years: Employees who complete fifteen years of service shall receive an award equal to two percent of their annual salary. 3. Twenty Years: Employees who complete twenty years of service shall receive an award equal to three percent of their current annual salary. 4. Twenty -Five Years: Employees who complete twenty-five years of service shall receive an award equal to four percent of their current annual salary. 5, Thirty Years: Employees who complete thirty years of senlice shall receive an award equal to five percent of their current annual salary. 6. Thirty -Five Years: Employees who complete thirty-five years of service shall receive an award equal to six percent of their current annual salary. 7. Forty Years: Employees who complete forty years of service shall receive an award equal to seven percent of their current annual salary. 8. The term "full-time employee" shall include the following elected official: 'City Clerk. 9. The term "continuous service" shall include only years of actual full-time service in the employment of the City without interruption. *elected until January 3, 2027, will then be appointed by the Mayor and City Council. Longevity service awards shall also be awarded to elected officials who have served for at least ten years. These awards, which are based on length of service shall be awarded as follows: 1. Ten Years: Elected officials who complete ten years of service shall receive an award of $250.00. 2. Fifteen Years: Elected officials who complete fifteen years of service shall receive an award of $500.00. 3. Twentv Years: Elected officials who completed twenty years of service shall receive an award of $750.00. 4. Twenty -Five Years: Elected officials who complete twenty-five years of service shall receive an award of 1000.00. 5. Thirty Years: Elected officials who complete thirty years of service shall receive an award of $1,250.00. 6. Thinty-Five Years: Elected officials who complete thirty-five years of service shall receive an award of $1,500.00. 7. Forty Years: Elected officials who complete forty years of service shall receive an award of $1,750.00. 8. The term "elected official', for this purpose only, includes the following elected officials: City Council Members. 9, The term "years of service", for this purpose only, includes total years of service even if not continuous. o VIII. NEW BUSINESS A. Mr. Rob Williamson, of Evergreen Consulting, submitted a 16 -slide power point presentation [a copy of which has been incorporated in the official minute file and labeled as Exhibit 91, which provided the results and recommendations after they completed a classification and compensation study. The goal is to bring all employees' salaries into the new market competitive pay ranges. The data from the external equity analysis by surveying the market to determine competitive salary wages provided 18 current employees' salaries are below the minimum salary range. Mr. Williamson is recommending the City Council adopt the proposed numeric pay grades and market competitive pay ranges. Reassign classification to pay grades based on the market results and internal ' equity. Select an implementation methodology that aligns with the compensation philosophy, reduces competitive disadvantages, and aligns with the financial priorities of the City. Approve employees within their newly recommended market competitive pay ranges. The cost to bring the 18 employees to the minimum salary would be $23,631.86. Administrator Ritter requested the Council consider approving these salary changes effective in the current Fiscal Year. Then, the City Council could later discuss how to best phase in the option of implementing tenure parity, that would adjust 45 employees' salaries and bring those to the average medium salary with a cost of $220,459.67 or implementing comparative ratio option that would adjust 58 employees' salaries at a cost of $279,39.83. There are a few additional steps Mr. Williamson and his staff need to complete before the project is closed out. Consensus of the Council was to revisit the request at the next meeting in order to give them time to review the content and requested Administrator Ritter provide the list of the 18 employees and salary information, as well as provide a comparison of the current budget salary spreadsheet with job titles with the newly proposed pay grades and salaries. B. Motion by Council Member Jarriel, second by Vice Mayor Clark to have Staff draft the appropriate document amending the employee longevity service awards policy, using Option 3 [as presented in Exhibit 81. with the addition of starting it at 10 years at 1 percent, then every five years thereafter increasing 1 percent each time, with a maximum at 40 years at 7 percent. The new policy will be retroactive as of October 1, 2023. Motion Carried with Mayor Watford voting no. A motion was made by Vice Mayor Clark, second by Council Member Jarriel, to have Staff draft the ' appropriate document amending the employee longevity service awards for the Mayor and Council to be awarded a flat rate, starting at $250.00 for 10 -years and increasing by $250.00 every five years thereafter, with a maximum at 40 years. Motion Carried Unanimously. C. Administrator Ritter and Council Member Chandler reported on their tour of the Advanced Biomedical Sanitations Waste Facility in Opa-locka. The staff was gracious, and the facility was clean but cramped. The owner continues to be interested in purchasing property within the City's Commerce Center to move and expand their business. R was the consensus of the Council to authorize Administrator Ritter to negotiate the proposal for Council consideration. D. Item Added. Motion by Council Member Chandler, second by Vice Mayor Clark, to approve spending $170,000.00 of the American Recovery Act funds for SE 8t^ AVE Stormwater Phase It Drainage Project [as presented in Exhibit 101. Motion Carried Unanimously. IX. CITY ATTORNEY UPDATE • Finalized review of documents for Bridgewater on Taylor Creek plat. • Finalized the review of the Master Development Agreement for Park Street Commerce Center plat. • The smoke-free parks proposed ordinance has been drafted and sent to City Staff. • Responded to questions regarding issues with food trucks being permanent instead of mobile. • Provided an overview of recent litigation filed related to the nets Financial Disclosure Form 6 requirement. X. CITY ADMINISTRATOR UPDATE • Will be meeting at Attorney Fumero's office next week to review and shore up loose ends on a few projects. • The new lake and stormwater improvements in the City's Commerce Center are close to being completed. • Reminded everyone the annual Battle of Okeechobee Reenactment is this weekend and a family event worth attending. FEBRUARY 20, 2024, CITY COUNCH. REGULAR MEETING, PAGE 3 OF 4 • • MINUTE FILE REVISED Exhibit 6 04M-6/2024- AM 4Hfi/2024AM . Ll b . MEMORAN1)UM TO: Mayor Watford & City Council DATE:: April 8, 2024 FROM: HR Generalist Prince SUBJECT: Proposed amendments to the Personnel Policies & Procedures, Longevity Service Awards Attached are the proposed amendments we are asking the City Council to adopt in relation to the Longevity Service Awards policy as adopted by the Council on February 20, 2024. The proposed amendments add a new section to Chapter 3, Employee Benefits. Should you have any questions or concerns, kindly IE�t me know prior to the meeting so that I may have sufficient time to address the issue. CHAPTER THREE EMPLOYEE BENEFITS PAID HOLIDAYS 4,9,16 The City Council each year designates the holidays which are observed. At present there are twelve (12) days off with pay. If a holiday falls on a Saturday, it will be observed on the preceding Friday. If a holiday falls on a Sunday, it will be observed on the following Monday. An employee on paid annual or sick leave when the holiday is observed will not have that day charged to their accrued leave account. The following days will be observed as paid holidays: New Year's Day Martin Luther King, Jr. Day Good Friday National Memorial Day Independence Day Labor Day Veterans Day Thanksgiving Day and Christmas Eve Employee's Birthday the Friday after Christmas Day 2. If you are required to work a holiday you will receive an additional day's pay or a day off at a designated time. Eligibility Full-time probationary or regular employees (who have that date as a regularly scheduled workday) are eligible for paid holidays. Also an employee must not have been absent without leave on the work day before or after the holiday, unless there is a medical emergency and a doctor's excuse is provided to the Department Head upon the employees' return the next working day, or unless the employee is on leave of absence without pay. Those not eligible for paid holidays are temporary, emergency employees or school crossing guards, either full-time or part-time and employees on leave without pay or employees on Worker's Compensation. Alternatives 14 Employees who are eligible for paid holidays and are either required to work due to the essential nature of their positions or who have the designated holiday as a normal day off in the Friday through Thursday work week [Police Department see Ch. 5 for workweek], shall: 1. Receive an alternate day off with pay within the same work week for non- shift employees. 2. Be paid the normal day's pay for that holiday in addition to the pay received for the hours worked. The Department Head will make this determination. Shift Employees An employee who is required to work on a holiday in addition to the regular schedule will be granted the alternatives above and will not be paid the time and a half (1'/2) overtime rate for the hours worked. • 0 RETIREMENT PLAN The City has a retirement plan for regular employees. The cost is shared by the City, and/or State and the employee. Each employee contributes a percentage of their base salary into their retirement account as approved by the City Council, except Police Officers contribute a percentage of their total compensation as provided by Florida Statute. The City contributes to the retirement accounts of the General employees. Vested rights for these employees are obtained after five (5) years of continuous service. The State (and if necessary the City) contributes to the retirement accounts of the Police and Fire Department employees. Vested rights for these employees are obtained after ten (10) years of continuous service. Special Pay Plan (Accrued Leave Benefits)10'11 1. In the event an employee who is otherwise eligible for retirement benefits and annual leave and sick leave, upon separation, elects for early retirement prior to age 591/2, an additional retirement benefit to that retiree shall be paid by the City to the retiree the difference of the retirees Social Security and Medicare obligation, currently 7.65 percent, and the amount of the penalty imposed by IRS regulations, currently 10 percent. In the event future regulations should change the percentages of Social Security and Medicare obligations and penalties for early retirement, this agreement to reimburse a retiree shall continue, adjusted at the then- current percentages. 2. The benefits provided by Resolution No. 2016-06 shall only apply to those sums for annual and sick leave taken by the employee and deposited in the City Special Pay Plan mandated by Resolution No. 2016-04, and no other retirement benefit. 3. In the event the City should opt out of the Special Pay Plan set forth in Resolution No, 2016-04 in the future, then the benefits provided by the Resolution shall cease without further action by the City Council. 457 DEFERRED COMPENSATION PLAN 8 The City Council adopted a 457 Deferred Compensation Plan by Resolution No. 2007-05 to be administered by the International City Managers Association Retirement Corporation. The purpose of this strictly voluntary Plan is to give employees another avenue to set aside additional money for retirement, or for their own savings. The Plan is by contributions from the employee only. GROUP HEALTH INSURANCE Group Health Insurance is available for all regular employees and their families. The City pays the full premium for the employee and a designated amount for any dependent coverage. Payment for the dependent coverage is made by a payroll deduction from the employee. Federal Cobra Law An employee leaving the service of the City may continue the Group Health Insurance for a period of eighteen (18) months by paying the premiums directly to the insurance company upon completion of an application obtained from Human Resources. City retirees are eligible to participate in the City's Group Health Insurance Plan as provided by law. (Florida Statute 112.0801) GROUP LIFE AND DISABILITY INSURANCE 14 The City provides a paid life insurance policy for general employees. The City provides a paid life and accidental death and dismemberment insurance policy for its Police Officers and Firefighter& pursuant to Florida Statutes. A non -job connected disability insurance is provided for all full-time City employees. JOB CONNECTED INJURY BENEFITS 15 The City provides Worker's Compensation Insurance benefits to any employee injured as a result of job duties. The City will secure immediate medical attention for an injured employee and furnish competent medical services. The insurance plan provides for complete payment for medical services, hospital charges and related therapy or treatment. The City will pay the employee's regular weekly salary less applicable deductions the first seven (7) days an employee has been temporarily disabled. Worker's Compensation will pay benefits for periods exceeding seven (7) days. The employee will receive the difference between what the Worker's Compensation benefit pays and his/her normal salary equaling one hundred percent (100%) of his/her normal salary if the injury is attributable to the employee's occupation in the City and is considered as such under the Workers Compensation Statute of the State of Florida and its rules and regulations. This difference in Workers Compensation benefits and normal salary shall be provided up to ninety (90) days from the date of injury. Extensions beyond 90 days may be made by the City Council, in increments up to ninety (90) days. The employee will reimburse the City if the amount paid exceeds one hundred percent (100%) of normal salary. This may be accomplished by the employee making a cash payment to the City. Specific details can be provided by Human Resources. An employee who is injured as a result of job duties and is classified permanently totally disabled by Worker's Compensation will be entitled to leave with full pay, commencing from the date that the employee is so classified by the State, which will be reduced by the benefits paid to the employee by the insurance carrier for a maximum of ninety (90) calendar days. The paid disability leave must be recommended by the employee's Department Head and authorized by the City Council. An employee who remains permanently totally disabled after the allowed maximum disability leave may elect to receive weekly payments charged first to accrued sick leave then to accrued annual leave account. These amounts will be reduced by the disability benefits paid to the employee by the insurance carrier, or an employee classified as permanently totally disabled may elect to immediately cash out any accrued sick leave or annual leave. • 0 EDUCATION REIMBURSEMENT 6,14,15 The City Council adopted a Education Reimbursement Contract Program. This program applies to full-time, part- time employees, and Police Auxiliary Officers with less than 10 years of service with the City. A contract will be entered into when the position held by the employee requires them to attend training, education, certification programs, or classes, as a pre -requisite to continued employment with the City. The contract provides for the City to advance the costs or reimburse costs of the required training, education, or classes, including program fees, materials, travel, lodging, per diem, or other related expenses. The employee and/or Auxiliary Officer agrees to remains as a full-time employees with the City for a continuous period of three -years for sworn law enforcement and/or Auxiliary Officers or two years for non -sworn Police Department and general employees following the completion of the specific training, education, or certification. Contracts are available in the Human ResourcesOffice and are to be fully executed before the employee registers or attend classes. UNIFORMS FURNISHED 14 The City furnishes uniforms to the employees of the Public Works and Police Departments. LONGEVITY SERVICE AWARDS 16 The City encourages career service by offering monetary longevity service awards to all full-time employees who have served the City for at least ten years of employment. Longevity service awards, which are based on the length of service, shall be awarded as follows: 1. Ten Years: Employees who complete ten years of service shall receive an award equal to one percent of their current annual salary. 2. Fifteen Years: Employees who complete fifteen years of service shall receive an award equal to two percent of their annual salary. 3. Twenty Years: Employees who complete twenty years of service shall receive an award equal to three percent of their current annual salary. 4. Twenty -Five Years: Employees who complete twenty-five years of service shall receive an award equal to four percent of their current annual salary. 5. Thirty Years: Employees who complete thirty years of service shall receive an award equal to five percent of their current annual salary. 6. Thirty -Five Years: Employees who complete thirty-five years of service shall receive an award equal to six percent of their current annual salary. 7. Forty + Years: Employees who complete forty years of service and for every five years after, shall receive an award equal to seven percent of their current annual salary. 0 • r MEMORANDUM TO: Mayor Watford & City Council DATE: April 8, 2024 t0ft'._ITE FILE Exhibit 6 04/16/2024 FROM: HR Generalist Prince SUBJECT: Proposed amendments to the Personnel Policies & Procedures, Longevity Service Awards Attached are the proposed amendments we are asking the City Council to adopt in relation to the Longevity Service Awards policy as adopted by the Council on February 6, 2024. The proposed amendments add a new section to Chapter 3, Employee Benefits. Should you have any questions or concerns, kindly let me know prior to the meeting so that I may have sufficient time to address the issue. CHAPTERTHREE EMPLOYEE BENEFITS PAID H0LIDAYS 4,s,16 The City Council each year designates the holidays which are observed. At present there are twelve (12) days off with pay. If a holiday falls on a Saturday, it will be observed on the preceding Friday. If a holiday falls on a Sunday, it will be observed on the following Monday. An employee on paid annual or sick leave when the holiday is observed will not have that day charged to their accrued leave account. The following days will be New Year's Day National Memorial Day Veterans Day Employee's Birthday observed as paid holidays: Martin Luther King, Jr. Day Independence Day Thanksgiving Day and the Friday after Good Friday Labor Day Christmas Eve Christmas Day 2. If you are required to work a holiday you will receive an additional day's pay or a day off at a designated time. Eligibility Full-time probationary or regular employees (who have that date as a regularly scheduled workday) are eligible for paid holidays. Also an employee must not have been absert without leave on the work day before or after the holiday, unless there is a medical emergency and a doctor's excuse is provided to the Department Head upon the employees' return the next working day, or unless the employee is on leave of absence without pay. Those not eligible for paid holidays are temporary, emergency employees or school crossing guards, either full-time or part-time and employees on leave without pay or employees on Worker's Compensation. Alternatives 14 Employees who are eligible for paid holidays and are either required to work due to the essential nature of their positions or who have the designated holiday as a normal day off in the Friday through Thursday work week [Police Department see Ch. 5 for workweek], shall: 1. Receive an alternate day off with pay within the same work week for non- shift employees. 2. Be paid the normal day's pay for that holiday in addition to the pay received for the hours worked. The Department Head will make this determination. Shift Employees An employee who is required to work on a holiday in addition to the regular schedule will be granted the alternatives above and will not be paid the time and a half (1'/2) overtume rate for the hours worked. • 0 RETIREMENT PLAN The City has a retirement plan for regular employees. The cost is shared by the City, and/or State and the employee. Each employee contributes a percentage of their base salary into their retirement account as approved by the City Council, except Police Officers contribute a percentage of their total compensation as provided by Florida Statute. The City contributes to the retirement accounts of the General employees. Vested rights for these employees are obtained after five (5) years of continuous service. The State (and if necessary the City) contributes to the retirement accounts of the Police and Fire Department employees. Vested rights for these employees are obtained after ten (10) years of continuous service. Special Pay Plan (Accrued Leave Benefits) 10'" 1. In the event an employee who is otherwise eligible for retirement benefits and annual leave and sick leave, upon separation, elects for early retirement prior to age 59'/2, an additional retirement benefit to that retiree shall be paid by the City to the retiree the difference of the retirees Social Security and Medicare obligation, currently 7.65 percent, and the amount of the penalty imposed by IRS regulations, currently 10 percent. In the event future regulations should change the percentages of Social Security and Medicare obligations and penalties for early retirement, this agreement to reimburse a retiree shall continue, adjusted at the then- current percentages. 2. The benefits provided by Resolution No. 2016-06 shall only apply to those sums for annual and sick leave taken by the employee and deposited in the City Special Pay Plan mandated by Resolution No. 2016-04, and no other retirement benefit. 3. In the event the City should opt out of the Special Pay Plan set forth in Resolution No. 2016-04 in the future, then the benefits provided by the Resolution shall cease without further action by the City Council. 457 DEFERRED COMPENSATION PLAN 8 The City Council adopted a 457 Deferred Compensation Plan by Resolution No. 2007-05 to be administered by the International City Managers Association Retirement Corporation. The purpose of this strictly voluntary Plan is to give employees another avenue to set aside additional money for retirement, or for their own savings. The Plan is by contributions from the employee only. GROUP HEALTH INSURANCE Group Health Insurance is available for all regular employees and their families. The City pays the full premium for the employee and a designated amount for any dependent coverage. Payment for the dependent coverage is made by a payroll deduction from the employee. Federal Cobra Law An employee leaving the service of the City may continue the Group Health Insurance for a period of eighteen (18) months by paying the premiums directly to the insurance company upon completion of an application obtained from Human Resources. City retirees are eligible to participate in the City's Group Health Insurance Plan as provided by law. (Florida Statute 112.0801) GROUP LIFE AND DISABILITY INSURANCE 14 The City provides a paid life insurance policy for general employees. The City provides a paid life and accidental death and dismemberment insurance policy for its Police Officers and Fig, „ef;ghteFs pursuant to Florida Statutes. A non -job connected disability insurance is provided for all full-time City employees. JOB CONNECTED INJURY BENEFITS 15 The City provides Worker's Compensation Insurance benefits to any employee injured as a result ofjob duties. The City will secure immediate medical attention for an injured employee and furnish competent medical services. The insurance plan provides for complete payment for medical services, hospital charges and related therapy or treatment. The City will pay the employee's regular weekly salary less applicable deductions the first seven (7) days an employee has been temporarily disabled. Worker's Compensation will pay benefits for periods exceeding seven (7) days. The employee will receive the difference between what the Worker's Compensation benefit pays and his/her normal salary equaling one hundred percent (100%) of his/her normal salary if the injury is attributable to the employee's occupation in the City and is considered as such under the Workers Compensation Statute of the State of Florida and its rules and regulations. This difference in Workers Compensation benefits and normal salary shall be provided up to ninety (90) days from the date of injury. Extensions beyond 90 days may be made by the City Council, in increments up to ninety (90) days. The employee will reimburse the City if the amount paid exceeds one hundred percent (100%) of normal salary. This may be accomplished by the employee making a cash payment to the City. Specific details can be provided by Human Resources. An employee who is injured as a result of job duties and is classified permanently totally disabled by Worker's Compensation will be entitled to leave with full pay, commencing from the date that the employee is so classified by the State, which will be reduced by the benefits paid to the employee by the insurance carrier for a maximum of ninety (90) calendar days. The paid disability leave must be recommended by the employee's Department Head and authorized by the City Council. An employee who remains permanently totally disabled after the allowed maximum disability leave may elect to receive weekly payments charged first to accrued sick leave then to accrued annual leave account. These amounts will be reduced by the disability benefits paid to the employee by the insurance carrier, or an employee classified as permanently totally disabled may elect to immediately cash out any accrued sick leave or annual leave. EDUCATION REIMBURSEMENT 6,14,15 The City Council adopted a Education Reimbursement Contract Program. This program applies to full-time, part- time employees, and Police Auxiliary Officers with less than 10 years of service with the City. A contract will be entered into when the position held by the employee requires them to attend training, education, certification programs, or classes, as a pre -requisite to continued employment with the City. The contract provides for the City to advance the costs or reimburse costs of the required training, education, or classes, including program fees, materials, travel, lodging, per diem, or other related expenses. The employee and/or Auxiliary Officer agrees to remains as a full-time employees with the City for a continuous period of three -years for sworn law enforcement and/or Auxiliary Officers or two years for non -sworn Police Department and general employees following the completion of the specific training, education, or certification. Contracts are available in the Human Resources Office and are to be fully executed before the employee registers or attend classes. UNIFORMS FURNISHED 14 The City furnishes uniforms to the employees of the Public Works and Police Departments. LONGEVITY SERVICE AWARDS 16 The City encourages career service by offering monetary longevity service awards to all full-time employees who have served the City for at least ten years of employment. Longevity service awards, which are based on the length of service, shall be awarded as follows: 1. Ten Years: Employees who complete ten years of service shall receive an award equal to one percent of their current annual salary. 2. Fifteen Years: Employees who complete fifteen years of service shall receive an award equal to two percent of their annual salary. 3. Twenty Years: Employees who complete twenty years of service shall receive an award equal to three percent of their current annual salary. 4. Twenty -Five Years: Employees who complete twenty-five years of service shall receive an award equal to four percent of their current annual salary. 5. Thirty Years: Employees who complete thirty years of service shall receive an award equal to five percent of their current annual salary. 6. Thirty -Five Years: Employees who complete thirty-five years of service shall receive an award equal to six percent of their current annual salary. 7. Forty + Years: Employees who complete forty years of service, and for every five years after, shall receive an award equal to seven percent of their current annual salary.