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HomeMy WebLinkAbout25C - AGMT - SEIU PTCS MOUPODIUM CITY COUNCIL MEETING DATE: APRIL 1, 2014 AGREEMENT WITH THE SERVICE EMPLOYEES INTERNATIONAL UNION — PART -TIME CIVIL SERVICE K �, wk: CLERK�OF COUNCIL • , • • `. f ik ak , CONTINUED TO MWEI[NETINT159. Approve a consolidated Memorandum of Understanding with the Service Employe employment, subject to non-substantive changes approved by the City Manager and C Attorney, through ! 2015. The provisions of this agreement include: 1) Work Schedule: PTCS employees may work an average of 20 -39 hours per week and may not exceed 160 hours in any two consecutive pay periods based on departments' business needs. 2) Salaries: PTCS employees' salaries will be increased 1 % retroactive to 7/1113. 3) CaIPERS: PTCS employees' PERS contribution will be increased by 1% retroactive to 7/1/13. 4) Health Insurance: The City will increase the contribution for Health Insurance to cover 75% of the premium costs for the employee and any dependents. The contribution amount will be set at the 2014 CaIPERS rates or at the rate of the lowest cost HMO, whichever is greater. 25C -1 2014 April 1, Page 2 5) Dental Insurance: The City will contribute up to 75% of the premium costs based on the Met rife HMO plan; the Delta Dental PPO (Single Rate) or the lowest cost dental HMO, whichever is highest. 6) Sick Leave: The provisions set forth in the Full 'Time MOU with respect to the use of sick leave during the Workers' Comp waiting period will be incorporated into the PTCS MOU, 7) Eligibility List: The City will memorialize its practice of submitting names of employees wishing to convert to full -time position to any department hiring for vacancies in the classification. 4) Overtime Definition: The parties agree to delete reference to 8 hours per day threshold for overtime and codify the 40 hours per week threshold. Al 10) Uniform Allowance: Discontinue reporting imputed allowance to CALPERS as compensation-no change in practice of providing uniforms. 11) Joint Labor Management Teams: Add discussion of salary schedule formattstructure to existing listing of teams. FISCAL. IMPACT It is estimated that this agreement will result in $20,000 in Fiscal Year 2013 -2014 and an additional cost of $80,000 in Fiscal Year 2014 -2015. Edward S. aya Executive Director Personnel Services Department 25C -2 { {. JULY 19 2013 - JUNE 309 2015 LETTER OF AGREEMENT CITY OF SANTA ANA AND SANTA ANA CITY EMPLOYEES, CHAPTER 1939/ SERVICE EMPLOYEES INTERNATIONAL UNION LOCAL 721 PART TIME CIVIL SERVICE EMPLOYEE REPRESENTATION UNIT 25C -3 LETTER OF AGREEMENT BETWEEN THE CITY OF SANTA ANA AND SANTA ANA CITY EMPLOYEES, CHAPTER 1939/ SERVICE EMPLOYEES INTERNATIONAL UNION LOCAL 721 FOR FISCAL YEARS 2013 -14 THROUGH 2014 -15 PART TIME CIVIL SERVICE EMPLOYEE REPRESENTATION UNIT TABLE OF CONTENTS ARTICLE SUBJECT PAGE ARTICLE I RECOGNITION 3 ARTICLE 11 NON - DISCRIMINATION CLAUSE 3 ARTICLE III ATTENDANCE, HOUR LIMITS, AND NUMBER OF EMPLOYEES 3 ARTICLE IV SALARIES 4 ARTICLE V ASSIGNMENT & OTHER SPECIAL PAY ADDITIVES 8 ARTICLE VI OVERTIME 18 ARTICLE VII TRAINING & EDUCATIONAL ASSISTANCE PROGRAM - NOT APPLICABLE 20 ARTICLE VIII HOLIDAYS 20 ARTICLE IX VACATION 22 ARTICLE X OTHER LEAVES OF ABSENCE 23 ARTICLE XI EMPLOYEE INSURANCE 27 ARTICLE XII RETIREMENT 28 ARTICLE XIII TOOL REIMBURSEMENT POLICY 30 ARTICLE XIV UNIFORM MAINTENANCE 30 ARTICLE XV SAFETY 30 ARTICLE XVI RESIDENCY 31 ARTICLE XVII GRIEVANCE REVIEW PROCEDURE 32 ARTICLE XVIII UNION RIGHTS 33 ARTICLE XIX DUES DEDUCTION & INDEMNIFICATION 36 ARTICLE XX CITY RIGHTS 37 ARTICLE XXI STRIKES & WORK STOPPAGES 39 ARTICLE XXII LAYOFFS 39 ARTICLE XXIII MISCELLANEOUS PROVISIONS 40 ARTICLE XXIV SOLE & ENTIRE AGREEMENT 45 ARTICLE XXV WAIVER OF BARGAINING DURING THE TERM OF THIS AGREEMENT 45 ARTICLE XXVI EMERGENCY WAIVER PROVISION 46 ARTICLE XXVII SEPARABILITY PROVISION 46 ARTICLE XXVIII TERM OF AGREEMENT 46 ARTICLE XXIX RATIFICATION & EXECUTION 46 EXHIBIT A BASIC SALARY & WAGE SCHEDULE 49 EXHIBIT B ASSIGNMENT OF CLASSES REPRESENTED BY SANTA ANA CITY EMPLOYEES CHAPTER 1939 SERVICE EMPLOYEES INTERNATIONAL UNION LOCAL 721 51 EXHIBIT C RESO 81 -75 57 2 25C -4 ARTICLE I 1.0 RECOGNITION 1.1 Pursuant to the provisions of the Meyers - Milias -Brown Act, Government Code Section 3500, et sec., the City of Santa Ana (hereinafter called the "City ") has recognized the Santa Ana City Employees Chapter 1939 /Service Employees International Union Local 721 (hereinafter called the "Union ") as the recognized representative of the bargaining unit which includes Part Time Civil Service personnel employed by the City of Santa Ana in classifications listed in Exhibit `B ". 1.2 During the term of this Agreement, no substantive issue of representation shall be raised contrary to this recognition except as provided in Resolution No. 81 -75, the Employer - Employee Relations Resolution of the City of Santa Ana. ARTICLE II 2.0 NON - DISCRIMINATION CLAUSE 2.1 The City and the Union agree that they shall not discriminate against any employee because of race, color, sex, age, national origin or alienage, sexual orientation, gender identity, gender expression, political or religious opinions or affiliations, or union membership, and that all jobs are open to males and females. The City and the Union shall reopen any provision of this Agreement for the purpose of complying with any order of a Federal or State agency or court of competent jurisdiction requiring a modification or change in any provision or provisions of this Agreement in compliance with State or Federal anti - discrimination laws. 2.2 Whenever reference is made to the masculine gender, it shall be understood to include the feminine gender, unless expressly stated otherwise. ARTICLE III 3.0 ATTENDANCE, HOUR LIMITS, AND NUMBER OF EMPLOYEES 3.1 Attendance. Employees covered by this Agreement shall be in attendance at their work during hours prescribed by the Department Head or his /her designee(s) and shall not absent themselves without approval of the Department Head or his/her designee(s). 3.2 Hour Limits. Persons appointed to a Part Time Civil Service position work an average of 20 - 39 hours per week. NOTE: Pay periods for Part Time Civil Service employees nm from the 101 of the month, through the 25th of the same month, and from the 26 °h of the month through the 106' of the following month. 3 25C -5 3.3 Number of Employees. The number of Part Time Civil Service positions during the term of this Agreement shall not exceed: Fifteen (15) in the Library Department Ten (10) in the Parks, Recreation, and Community Services Department Twelve (12) in all other departments Should an adjustment to these numbers be requested by either party during the term of this Agreement, the parties agree to meet and confer regarding this matter. 3.4 Hourly Conversion. Whenever reference is made to a required number of days, months, or years for Full Time Civil Service employees in this Article, an equivalent number of hours shall be substituted to satisfy an equivalent requirement for Part Time Civil Service employees as defined in Section 3.2 of this Agreement. ARTICLE IV 4.0 SALARIES 4.1 Basic Compensation Plan. There is hereby established a basic compensation plan for all Part Time Civil Service personnel who are now employed or will in the future be employed in any of the designated classifications of employment represented by the Union as listed in this Agreement and its attachments. 4.2 Salary Schedule. The basic salary schedule is attached hereto in a matrix format as Exhibit "A" and made a part hereof as though set forth in full herein. Such salary schedule provides numerous salary rate ranges, each comprised of six (6) steps or rates of pay. The respective rate ranges are identified by a three digit number. The steps within each range are identified by the letters "AA" through "E" inclusive, with Step "AA" being the lowest step in the range. For Part Time Civil Service employees, the purpose of each step and length of service required for advancement to the next step within a particular salary rate range is summarized as follows: AA Step - Normal beginning pay rate. A Step - After 1040 hours in next lower step. Also optional hiring rate. B Step - After 2080 hours in next lower step. Also optional hiring rate. C Step - After 2080 hours in next lower step. Also optional hiring rate. D Step - After 2080 hours in next lower step. Is maximum hiring rate. E Step - Merit rate. After 3120 hours in next lower step. Specific regulations governing advancement within salary rate ranges for Part Time Civil Service employees are set forth in Section 4.8 of this Agreement. 4 25C -6 4.3 Salaries. A. Effective July 1, 2013, the base salary of employees covered by this Agreement shall be increased by two (2) salary rate ranges (approximately I%). B. Effective July 1, 2013, Miscellaneous employees covered by this Agreement shall contribute an additional one percent (1 %) of their salary for a total of nine percent (9 %) toward the employer cost of the 2.7% at 55 retirement benefit. To the extent permitted by Ca1PERS and Internal Revenue Service regulations, this 1% contribution shall be implemented through payroll deduction on a pre -tax basis. C. The parties agree that the City will not have to issue retroactive checks because the employee's PERS contribution is being increased by the same amount. D. The assignment of classes to salary rate ranges is listed in Exhibit B and made a part hereof as though set forth herein. 4.4 Application of Basic Compensation Plan. The salary rate ranges contained in Section 4.2 and Exhibit "B" are monthly salary rate ranges. However, all employees working in classifications of employment covered by this Agreement shall be compensated at an hourly rate. The regular rate of pay shall be computed as provided for by the Fair Labor Standards Act (FLSA. Any hourly rate of pay, defined as the regular hourly rate of pay, shall be computed by dividing the monthly salary rate by 173.33. In determining the hourly rate as herein provided, computation shall be made to the nearest whole cent and a computation resulting in an even one -half cent shall fix the rate at the next higher whole cent. 4.5 Probation. The probationary period shall be the hourly equivalent of one (1) year (2080 hours) from the date of appointment from an open eligible list (new hire) or a reappointment eligible list (rehire) and the hourly equivalent of six (6) months (1040 hours) from the date of appointment from a promotional eligible list. 4.6 Beginning Rates. A new employee of the City of Santa Ana shall be paid the rate shown as Step "AA" in the salary rate range allocated to the class of employment for which he or she has been hired. In special instances where such new employee possesses unique and exceptional educational training and /or experience qualifications, the Department Head, under whom the employee will serve, may submit a written request and justification to the City Manager for authorization to place such new employee on Step "A," "B," "C," or "D" within the allocated salary rate range, provided that such employee shall be assigned such salary step upon the commencement of his or her service in the classification of employment to which the salary rate range applies and such assignment having once been made shall remain in effect until the said employee shall be entitled to advance to the next salary step in accordance with the further provisions of this Article. 5 25C -7 4.7 Service. The word "service" as used in this Agreement shall be deemed to mean continuous, full time service or an equivalent number of hours (one (1) year = 2080 hours; six months = 1040 hours) in the classification in which the employee is being considered for salary advancement, service in a higher classification or service in a classification allocated to the same salary rate range and having generally similar duties and requirements. Employees hired after the first (1St) working day of the month shall not be credited with "time in service" for that month when determining the length of service required for salary step advancement. A lapse of service by an employee for a period of time longer than thirty (30) calendar days by reason of resignation, quit, or discharge, shall serve to eliminate the accumulated length of service time of such employee for the purposes of this Agreement, and such employee reentering the service of the City shall be considered as a new employee, except when he or she is being or will be reappointed within one (1) year and placed in the same salary step in the appropriate salary rate as he or she was at the time of termination of employment. "Resignation, quit, or discharge" for purposes of this section shall mean separating from Part Time Civil Service City employment altogether, not leaving one position to accept appointment to another position in an unrelated classification outside the career ladder. 4.8 Advancement Within Ranges. A. Length of Service Advancements. After the salary of an employee has been first established and fixed under this plan, such employee shall be advanced from Step "AA" to Step "A," from Step "A" to Step `B," from Step `B" to Step "C," or from Step "C" to Step "D," whichever is the next higher step to that on which the employee has been previously paid, effective the first day of the month following the date of completion of the length of service required for such advancement as provided in Section 4.2 and Exhibit A hereof. B. Merit Advances. An employee shall be considered for advancement from Step "D" to Step "E" upon the completion of the required length of service as provided in Section 4.2 and Exhibit A hereof; the effective date of such merit increase, if granted, shall be on the first (lst) day of the month following the completion of such required length of service. Advancement to Step "E" may be granted only for continued meritorious and efficient service and continued improvement by the employee in the effective performance of the duties of his or her position. Such merit advancement shall require the following: 1. There shall be on file in the office of the Executive Director of Personnel Services a copy of each periodic performance appraisal report required to be made on the employee by the Civil Service Rules and Regulations and /or the City Manager during the period of service time of such employee subsequent to his or her last salary advancement. 2. The Department Head, at least twenty (20) calendar days prior to the anticipated completion of such employee's required length of service, shall file with the City Manager a statement recommending the granting or denial of the merit increase and supporting such a recommendation with 0 25C -8 specific reasons therefore. The employee shall be notified by the Department Head as to such recommendations and of the reasons therefore. No advancement in salary above Step "D" shall become effective until approved by the City Manager, except when placement on a salary step above Step "D" results from promotion under the provisions of Section 4.10 of this Article. C. Length of Service Required When Advancement Denied. When an employee has not been approved for advancement to merit Step "E," he or she may be reconsidered for such advancement after the completion of 520 hours of additional service and shall be reconsidered for such advancement after the completion of 1040 hours of additional service. This reconsideration shall follow the same steps and shall be subject to the same actions as provided in subparagraph B of this section. 4.9 Reduction in Salary Steps. Any employee who is being paid at merit Step "E" may be reduced to Step "D" of the appropriate salary range, upon the recommendation of the Department Head, and the approval of the City Manager. Procedure for such reduction shall follow the same procedure as outlined for merit advancements in Section 4.8 above, and such employee may be considered for readvancement under the same provisions as contained in Subsection C of Section 4.8 above. 4.10 Promotional Salary Advancement. When an employee is promoted to a position in a higher classification from a position in a lower classification in the same occupational career ladder, he or she shall be reassigned to Step "AA" in the appropriate salary rate range for the higher classification; provided, however, that if the base salary step currently being paid such employee is already equal to or higher than said Step "AA," he or she will be placed in the lowest step in the appropriate salary rate range as will grant that employee a minimum increase of one (1) salary step (approximately 5 %) over his or her current base salary step, inclusive of lead pay, and exclusive of any other assignment or special pay additive or additives such as bilingual pay, shift differential, special skill pay or the like, except when placement at "E" step will not be sufficient to provide a one (1) salary step (approximately 5 %) increase. 4.11 Demotion. When an employee is demoted to a position in a lower classification, his or her salary rate shall be fixed in the appropriate salary rate range for the lower classification in accordance with the following provisions: A. The salary rate shall be reduced by at least one (1) step (approximately 5 %). B. The new salary rate must be within the appropriate salary rate range. C. The new salary rate shall not be higher than the salary step to which the employee would have been entitled had his or her service time in the higher classification been spent in the lower classification. 25C -9 D. If the salary rate recommended by the Department Head is lower than the maximum step permissible under Subsection C above, such recommendation shall be considered a reduction in pay in addition to the demotion and shall be handled in accordance with the provisions for salary reductions (Section 4.9, above). 4.12 Reallocation of Salary Rate Ranges. Any employee who is employed in a classification which is reallocated to a different salary rate range from that previously assigned shall be retained in the same salary step in the new salary rate range as he or she had previously held in the prior rate range and shall retain credit for length of service in such step towards advancement to the next higher step. ARTICLE V 5.0 ASSIGNMENT & OTHER SPECIAL PAY ADDITIVES 5.1 Assignment Pay Differential. Assigmnent pay differentials, as listed herein and throughout the contract, shall, in each case, be added individually and separately to the employee's base salary. In no event shall one assignment pay differential be added to the employee's base salary as a basis for the calculation of an additional pay differential. A. Incumbents in the classifications of Senior Office Assistant, Secretary or Executive Secretary who are assigned by a Department Head, with the prior approval of the City Manager, to a position requiring the ability to take dictation at a rate of 70 words per minute or better on a regular basis or as an essential or integral element of the work of the position, shall be paid a monthly differential of sixty dollars ($60) above his or her then current base monthly salary step for each full month of such assignment. B. Incumbents in the classifications of Park Maintenance Worker and Park Maintenance Leader who are continuously and regularly assigned to perform duties as a Park Maintenance Planner- Scheduler, shall be paid an assignment pay differential at a rate set above his or her then current base monthly salary step in accordance with the following schedule: twenty (20) salary rate ranges (10 %) for full -time assignment; ten (10) rate ranges (approximately 5 %) for half -time assignment. C. An incumbent in the classification of Senior Office Assistant who is continuously and regularly assigned to operate, and who actually operates, a two -way radio communications base station, shall be paid at a rate set five (5) salary rate ranges (approximately 2.5 %) above his or her then current base monthly salary step. D. Incumbents in the classifications of Fleet Equipment Technician II and III who are assigned to perform repair and maintenance on fire apparatus on a continuous 25C -10 and regular basis, who possess a California State Certification of Fire Mechanic Level I or Level II, shall be paid an assignment pay differential at a rate set five (5) salary rate ranges (approximately 2.5 %) respectively, for each certification, above his or her then current base monthly salary step. E. Incumbents in the classifications of Fleet Equipment Technician I, II and III who are assigned to perform repair and maintenance on emergency response vehicles, excluding fire apparatus, on a continuous and regular basis, and who possess a nationally recognized certification for Emergency Vehicle Technician Level I or II, shall be paid an assignment pay differential at a rate set five (5) salary rate ranges (approximately 2.5 %), respectively, for each certification, above his or her then current base monthly salary step. F. Incumbents in the classifications of Fleet Equipment Technician I, II, III, and Fleet Equipment Supervisor, who maintain a valid State of California Class "A" (Commercial) Driver's License and are assigned to an area that requires the possession of a Class "A" license in the course and scope of their work shall be paid at a rate set five (5) salary rate ranges (approximately 2.5 %) above his or her then current base monthly salary step. G. Incumbents in the classification of Park Maintenance Worker who are regularly and continuously assigned to and actually performing park mowing duties using heavy mower equipment, shall be paid at a rate set twenty (20) salary rate ranges (approximately 10 %) above his or her then current base monthly salary step. H. Incumbents in the classification of Park Maintenance Worker who are regularly and continuously assigned to and actually performing duties as a utilities coordinator shall be paid at a rate set twenty (20) salary rate ranges (approximately 10 %) above his or her then current base monthly salary step. I. Incumbents in the classification of Park Maintenance Worker who are regularly and continuously assigned to and actually perform duties as an irrigation technician shall be paid at a rate set twenty (20) salary rate ranges (approximately 10 %) above his or her then current base monthly salary step. J. Incumbents in the classification of Park Maintenance Worker who are regularly and continuously assigned to and actually perform duties as a pesticide operator shall have the opportunity to earn up to fifteen (15) salary rate ranges (approximately 7.5 %) above his or her then current base monthly salary step for acquisition of the following: Department of Food & Agriculture Qualified Applicator License = five (5) salary rate ranges (approximately 2.5 %); Certificate in Ornamental Horticulture = ten (10) salary rate ranges approximately 5 %. K. Incumbents in the classification of Park Maintenance Worker who maintain a valid Certified Pool Operator license and who are assigned to and actually perform duties as an aquatics technician shall be paid at a rate set five (5) salary rate ranges (approximately 2.5 %) above his or her then current base monthly 9 25C -11 salary step. 5.2 Lead Pay. An incumbent who is regularly and continuously assigned to lead a functional unit which includes two (2) or more Part Time Civil Service positions in the same or lower classifications as the incumbent may be compensated for said duties upon mutual agreement of the City and SEIU and approval of the Department Head and the Executive Director of Personnel Services. This compensation shall be referred to as "lead pay." In addition, incumbents in the following classifications who are regularly and continuously assigned to perform lead supervisory responsibilities shall receive lead pay compensation at a rate set ten (10) salary rate ranges (approximately 5 %) above his or her then current base monthly salary step: Buyer, Customer Services Representative, Equipment Operator -Motor Sweeper, Information Services Representative, Librarian, Library Services Assistant, Parking Meter Technician II, Senior Systems Administrator, Graphics Designer II, Senior Accounting Assistant, Housing Specialist II, Senior Librarian, Workforce Specialist II, and Workforce Specialist III. An incumbent in the classification of Custodian who is regularly and continuously assigned to perform lead supervisory responsibilities shall receive lead pay compensation at a rate fifteen (15) salary rate ranges (approximately 7.5 %) above his or her then current base monthly salary step. 5.3 Bilingual Pay. An employee who is assigned by a Department Head or his or her designee to a position requiring bilingual capability in both English and either Spanish, Samoan, Vietnamese or other languages designated by the City Manager, shall be paid a monthly assignment pay differential in accordance with the criteria and amounts set forth below: A. Certification by the Executive Director of Personnel Services as having satisfactorily demonstrated conversational fluency in both languages for any position requiring bilingual capacity. B. Positions where it has been determined by the Department Head that bilingual proficiency is essential to carry out duties and responsibilities of a critical and /or emergency nature without ready access to backup assistance, or positions where bilingual public contact is a major, essential or integral element of the work being performed, shall be designated as Primary Bilingual Assignments. A qualified incumbent of such position shall be paid a prorated amount based on $175 per 173.33 hours above his or her then current base hourly salary step. C. Positions where it has been determined by a Department Head that regular and frequent bilingual usage is necessary to the performance of duties, but not a major, essential or integral element of the work, shall be designated as Secondary Bilingual Assignments. A qualified incumbent of such position shall be paid a prorated amount based on $40 per 173.33 hours above his or her base hourly salary step for each full month of such assignment. D. The number of such Primary and/or Secondary Bilingual Assignments shall be no 10 25C -12 larger than the requirements of the department as determined by the Department Head and the City Manager. E. There shall be periodic recertification of such bilingual capability. 5.4 Shift Differential. A. Generally. An employee in a class represented by the Union who is continuously and regularly assigned to a schedule of work which requires that he or she actually work a minimum of four and one -half (4 %) hours between the hours of 5:00 p.m. and 7:00 a.m., shall be paid a shift differential for his or her entire work shift at a rate set ten (10) salary rate ranges (approximately 5 %) higher than his or her then current base monthly salary step; except, however, such shift pay differential shall not be applicable to employees in the classification of Park Ranger and Supervising Park Ranger. B. Early Morning Street Crews. A Street Maintenance employee who is assigned to traffic painting or downtown cleanup crews who is continuously and regularly assigned to a schedule of work which requires that he or she actually work at least fifty percent (50 %) of his or her normal daily work shift between the hours of 1:00 a.m. and 7:00 a.m., shall be paid a shift differential for his or her entire work shift at a rate set ten (10) salary rate ranges (approximately 5 %) higher than his or her then current base monthly salary step. C. Standby Pay. Employees who are released from active duty but who are required by their department to leave notice where they can be reached and be available to return to active duty when required by the department at any time other than their regularly scheduled working hours, shall be said to be on standby duty. Such employees shall receive two hundred dollars ($200) per week when assigned to be on standby duty. Water Production staff shall be required to serve on standby duty and receive standby pay as defined above. The City's preference shall be to accomplish the above through volunteers; however, qualified employees may be directed to be on standby if the number of volunteers is insufficient. In addition to the $200 per week standby pay, if an employee is able to handle the incident by phone or other electronic means without reporting to duty, he shall be entitled to overtime pay at the rate of 15 minutes or actual time spent per incident whichever is greater, paid at time and one -half (T ''/2) per incident. 5.5 Temporary Upgrade Assignment Pay. In order to provide an equitable method of compensating employees who are assigned temporarily to a vacant, full -time, budgeted, higher -level position the following shall apply: 11 25C -13 A. General Guidelines. 1. Temporary Upgrade Assignments shall be limited to the temporary filling of vacant, full -time, budgeted positions due to the termination, promotion or authorized long -term absence of the incumbent. A temporarily vacant position need not be a position without an incumbent. 2. Each such assignment may be terminated at any time, but in no event shall such assignment continue beyond one hundred eighty (180) days of such assignment. 3. Prior to recommending to the City Manager that a pay differential for a Temporary Upgrade Assignment be granted, the Department Head shall make the following determinations: a. The duties and responsibilities of the position to be filled are of such nature that they cannot remain unassigned pending the return to duty of the absent incumbent or preparation of an eligible list whichever is applicable. b. It is not practical to assign the duties of the vacant position to any other employee or employees in the same or higher classification. 4. The City Manager or his designee must give written approval of all Temporary Upgrade Assignments involving an increase in pay for the appointee. B. Eligibility. 1. With the exception of those described in paragraph 3 below, regular, Part Time Civil Service employees shall receive Temporary Upgrade Assignment Pay if the following criteria are met: a. The work assumed encompasses the majority of the typical duties and responsibilities of the vacated position. b. Employees must serve ten (10) consecutively scheduled working days of six (6) hours in an acting capacity to qualify for assignment pay. e. Normally granted holidays will be included in computing actual duty days. 2. Whenever practicable, the appointing authority shall rotate Temporary Upgrade Assignments among all qualified employees. 3. Employees in the following categories shall not be assigned to Temporary Upgrade work unless specifically authorized by the City Manager: 12 25C -14 a. Non - permanent employees (Probationary, Part-time, Seasonal, etc.). b. Employees performing work above their regular class in a training capacity. d. Part Time Civil Service employees. C. Payment. 1. On the eleventh (1111') consecutively scheduled working day an employee has been serving in a Temporary Upgrade Assignment, and for each additional consecutively scheduled working day the employee so serves, he or she shall receive the beginning rate (Step "AA ") assigned to the higher classification or the lowest rate in that range which is at least ten (10) salary rate ranges (5 %) higher than the current base salary rate he or she normally receives, whichever is greater. If an employee has worked ten (10) consecutive days during the term of this Agreement in a higher classification, the employee shall thereafter receive upgrade pay for each day the employee is assigned to work in the higher classification during the term of this Agreement. Employees must requalify for an upgrade (Temporary Assignment) if the employee has not worked in this specific upgrade assignment for a period of IS consecutive months. The employee shall only be considered to work in a higher classification if such work is duly and specifically authorized by the employee's Department Head. 2. Special pay differentials, such as shift differential, bilingual pay, special skill pay, etc., being paid to an employee prior to becoming eligible for Temporary Upgrade Assignment Pay, will not be considered in computing the amount of higher pay to which he or she is entitled in Subparagraph 5.5C above, unless the special circumstances upon which said additive is based are also applicable to the Temporary Upgrade Assignment and the employee otherwise meets the criteria established for such pay differential. 3. Temporary Upgrade Assignments which entail moving an employee into a classification represented by an employee unit other than that which represents his or her permanent classification shall not include any change in fringe benefits for the affected employee. 4. While working in a Temporary Upgrade Assignment, an employee will continue to accrue, and have recorded, general, special or normal salary step increases in the employee's permanent position; however, such salary increases will be paid only to maintain the minimum five percent (5 %) differential above the salary to which an employee is entitled in his or her permanent position. 13 25C -15 5.6 Assignments - Discretion. All assignments of personnel to positions set forth in Sections 5.1 through 5.5 above shall be made or revoked at the discretion of the Department Head. 5.7 Limitation on Assignment Pay Differentials. Employees covered by this Agreement and already receiving assignment pay under section 5.1 of this article and who continue to meet the qualifications described in the applicable assignment pay provisions of section 5.1 of this article shall continue to receive said pay under the current assignment pay formulas. Current employees who become eligible for, and are assigned, and do in fact begin receiving assignment pay under section 5.1 of this article prior to June 30, 2013, shall continue to receive said pay under the current assignment pay formulas provided they continue to meet the qualifications described in the applicable assignment pay provisions of section 5.1 of this article. Current employees who do not receive assignment pay under section 5.1 of this article prior to June 30, 2013, will not thereafter, be eligible to receive it. Any employee hired after March 1, 2010 shall not be eligible to receive assignment pay wider the assignment pay provisions of section 5.1 of this article. 5.8 Career Development Incentives. Employees hired in a classification which requires an International Code Council (ICC), International Conference of Building Officials (ICBO) or similar nationally recognized certificating organization certificate as a prerequisite to hiring, either upon appointment or by the time of the employee's passage of probation ( "regular appointment "), shall not be eligible for career incentive pay for that prerequisite certificate. However, he or she shall be eligible for career incentive pay for any other certificates approved for his or her classification. In no event shall the application of this Career Development Incentive Program result in an individual being eligible to earn more than twenty -five (25) salary rate ranges (approximately 12.5 %) above his or her then current base monthly base salary step. A. An incumbent in one of the classifications listed below will be paid at a rate set ten (10) salary rate ranges (approximately 5 %) above his or her then current base monthly salary step for each of the following: valid registration as a Registered Engineer by the State of California and valid registration as a Structural Engineer by the State of California (a total of twenty (20) salary rate ranges (approximately 10 %) for possession of both). Additionally, said incumbents who possess a valid certificate issued by the ICC, ICBO, (or similar nationally recognized certificating organization in the areas of accessibility /usability (one specialty area), or residential energy plan check or non - residential energy plan check, shall be paid an incentive pay differential at a rate set above his or her then current base monthly salary step in accordance with the following schedule: one certificate from one specialty area: five (5) salary rate ranges (approximately 2.5 %); an additional certificate from a second specialty area (total of two): ten (10) salary rate ranges (approximately 5 %); an additional certificate from a third specialty area (total of three): fifteen (15) salary rate ranges (approximately 7.5 %). o Assistant Engineer I o Assistant Engineer II 14 25C -16 o Senior Assistant Engineer o Senior Engineer, Senior Traffic Engineer, or Senior Civil Engineer o Assistant Engineer - Transportation (T) o Associate Engineer - Transportation (T) o Assistant Plan Check Engineer I o Assistant Plan Check Engineer II o Associate Plan Check Engineer o Senior Plan Check Engineer o Senior Transportation Analyst B. An incumbent who was employed as of August 16, 1991 in the classifications of Plan Examiner (T), Assistant Plan Check Engineer I or II, Associate Plan Check Engineer, Senior Plan Check Engineer and who, as of December 31, 1987, had possessed a valid Plan Examiner Certificate issued by the ICBO shall continue to be paid at a rate set ten (10) salary rate ranges (approximately 5 %) above his or her then current base monthly salary step. However, effective January 1, 1998, said ten (10) range differential shall be reduced to five (5) salary rate ranges (approximately 2.5 %) for any incumbent of said classifications who is issued his or her initial certificate on or after January 1, 1988. C. An incumbent in one of the classifications listed below who possesses a valid certificate issued by the ICBO, ICC, or similar nationally recognized certificating organization in the areas of building inspection, electrical inspection, mechanical inspection, plumbing inspection, combination dwelling inspection, plan examining, accessibility /usability (one (1) specialty area), residential energy plan check, or non - residential energy plan check shall be paid an incentive pay differential at a rate set above his or her then current base monthly salary step in accordance with the following schedule: one certificate from one specialty area: five (5) salary rate ranges (approximately 2.5 %); an additional certificate from a second specialty area (total of two): ten (10) salary rate ranges (approximately 5 %); an additional certificate from a third specialty area (total of three): fifteen (15) salary rate ranges (approximately 7.5 %); an additional certificate from a fourth specialty area (total of four): twenty (20) salary rate ranges (approximately 10 %); and an additional certificate from the fifth specialty area (total of five): twenty -five (25) salary rate ranges (approximately 12.5 %). o Building Inspector o Senior Building Inspector o Electrical Inspector o Senior Electrical Inspector o Plumbing Inspector o Senior Plumbing Inspector o Combination Building Inspector o Senior Combination Building Inspector o Building Technician o Plan Examiner (T) o Plan Examiner (T) Electrical o Senior Plumbing and Mechanical o Senior Electrical Systems Systems Specialist Specialist D. Incumbents in the classifications of: 15 25C -17 o Community Preservation Technician o Community Preservation Inspector o Senior Community Preservation Inspector o Community Preservation Inspector II (T) Who obtain or possess a valid certificate issued by the ICBO (International conference of Building Officials), ICC (International Code Council), SCACEO (Southern California Association of Code Enforcement Officers), or any similar nationally recognized certificating organization in any four (4) of the following Career Development Incentive areas shall receive incentive pay worth five (5) salary rate ranges (approximately 2.5 %) for each certificate, not to exceed five (5) certificates or a total of twenty -five salary rate ranges (approximately 12.5 %). If an incumbent has obtained four (4) such certificates from the menu below, he or she then shall be eligible to earn an additional five (5) salary rate ranges (approximately 2.5 %) pay additive upon completion of both the SCACEO /CACEO Intermediate and SCACEO /CACEO Advanced Certifications: o Building Inspection o Electrical Inspection o Mechanical Inspection o Plumbing Inspection o Combo Dwelling Inspector o Plans Examiner o Zoning Inspection o Property Maintenance and Housing o PC 832 o Basic Module (SCACEO /CACEO) o Accessibility Inspector /Plans Examiner o Permit Technician o Coastal and Floodplain Construction Inspector o Disaster Response Inspector If an incumbent has already completed both the SCACEO /CACEO Intermediate/ and the SCACEO /CACEO Advanced certifications, upon completion of any other four (4) certificates from the menu above, said employee shall be eligible to receive the additional five (5) salary rate ranges (approximately 2.5% total) pay additive for the Intermediate/Advanced certifications. In no event shall the expansion of current certificate pay opportunities result in an employee being eligible to earn more than twenty -five salary rate ranges (approximately 12.5 %) in pay additives for Career Development Incentives above his or her then current base monthly salary step. E. An incumbent in one of the classifications listed below who possesses a valid certificate issued by the ICBO, ICC, or similar nationally recognized certificating organization in the areas of reinforced concrete, structural masonry, structural steel /welding, electrical inspection, plumbing inspection, plans examiner, or C27 16 25C -18 landscape contractors license, shall be paid an incentive pay differential at a rate set above his or her then current base monthly salary step in accordance with the following schedule: one certificate from one specialty area: five (5) salary rate ranges (approximately 2.5 %); an additional certificate from a second specialty area (total of two): ten (10) salary rate ranges (approximately 5 %); an additional certificate from a third specialty area (total of three): fifteen (15) salary rate ranges (approximately 7.5 %); an additional certificate from a fourth specialty area (total of four): twenty (20) salary rate ranges (approximately 10 %); and an additional certificate from a fifth specialty area (total of five): twenty -five (25) salary rate ranges (approximately 12.5 %). o Construction Inspector I o Construction Inspector II F. Any incumbent in the classification of Contracts Administrator who possesses a valid certificate issued by the ICBO, ICC, or similar nationally recognized certificating organization in the areas of plumbing inspection, electrical inspection, plans examiner, C27 landscape contractors license, turf grass management, or certified arborist (ISA), shall be paid an incentive pay differential at a rate set above his or her then current base monthly salary step in accordance with the following schedule: one certificate from one specialty area: five (5) salary rate ranges (approximately 2.5 %); an additional certificate from a second specialty area (total of two): ten (10) salary rate ranges (approximately 5 %); an additional certificate from a third specialty area (total of three): fifteen (15) salary rate ranges (approximately 7.5 %); an additional certificate from a fourth specialty area (total of four): twenty (20) salary rate ranges (approximately 10 %); and an additional certificate from a fifth specialty area (total of five): twenty -five (25) salary rate ranges (approximately 12.5 %). G. An incumbent in one of the classifications listed below who possesses a valid certificate issued by the International Society of Arboriculture (ISA) as a certified arborist, shall be paid at a rate of set five (5) salary rate ranges (approximately 2.5 %) above his or her then current base monthly salary step. o Projects Manager o Tree Maintenance Supervisor o Tree Trimmer o Maintenance Worker II (assigned to the tree crew) o Public Works Projects Specialist o Landscape Development Associate H. An incumbent in the classification of Maintenance Worker II (assigned to the tree crew), who possesses a valid certificate issued by the International Society of Arboriculture (ISA) as a certified Tree Worker, shall be paid at a rate of set five (5) salary rate ranges (approximately 2.5 %) above his or her then current base monthly salary step. 17 25C -19 5.9 Limitation on Career Development Incentive Pay. Employees covered by this Agreement and already receiving career development incentive pay under section 5.8 of this article and who continue to meet the qualifications described in the applicable career development incentive pay provisions of section 5.8 of this article shall continue to receive said pay under the current career development incentive pay formulas. Current employees who are eligible for, and do in fact begin receiving career development incentive pay prior to June 30, 2012, shall continue to receive said pay under the applicable career development incentive pay provisions of section 5.8 of this article. Current employees who do not receive career development pay prior to June 30, 2012, will not thereafter be eligible to receive it. However, current employees who are eligible to qualify for career development incentive pay under the terns of section 5.8 of this article, and who are awaiting the results of a qualifying examination or other measurement taken prior to June 30, 2012, shall receive career development incentive pay upon confirmation of a passing result. Any employee hired after March 1, 2011, shall not be eligible to receive career development incentive pay under the career development incentive pay provisions of section 5.8 of this article. ARTICLE VI 6.0 OVERTIME 6.1 General Policy for Overtime Work. When it shall be determined to be in the public interest for employees to perform overtime work, or in an emergency situation, the City Manager, the Department Head, or a duly authorized representative of the City Manager or the Department Head, may require an employee to perform overtime work. 6.2 Definition. Overtime work is defined as: A. That authorized or required time worked in excess of 40 hours per work week. A workweek is a fixed and regularly recurring period of 168 consecutive hours - 7 consecutive 24 -hour periods - as designated by the appointing authority. An employee's work schedule within the workweek shall not be changed to avoid payment of overtime; provided, however, nothing shall abridge management's right to establish and change work schedules and assignments in accordance with the rights of management contained in Article XX, infra. B. Work on any regularly scheduled non -work day of which there shall be two (2) per week, if work on any regularly scheduled non -work day is worked at management's direction. 6.3 Computation of Forty (40) Hour Workweek. In computing the forty (40) hour workweek, the following type of work hours shall be included in the computation: actual work time, jury /witness leave and bereavement leave. Any combination of these work hours in excess of forty (40) hours per week shall entitle the employee to overtime compensation. [F:l 25C -20 However, paid time off for vacation leave, sick leave, holiday leave, compensatory time off, Union President's Leave and Union Business Leave shall not be credited towards the forty (40) hour workweek, unless the employee is required to work by management. 6.4 Compensation for Overtime. A. The preferable method by which overtime shall be compensated is by monetary payment, at one and one -half (1 11 /z) times the employee's regular rate of pay, subject to the provisions of Subsection "C" below. B. Should the Department Head determine that the best interests of the City will be served thereby, his or her designee may permit an employee to be compensated for overtime work by taking paid compensatory time off at the rate of one and one -half (1 11 /z) times the employee's regular base rate of pay. C. Employees shall have the option to convert a maximum of eighty (80) hours of time and one -half (1 ' /z) paid overtime (in compensation for 53 1/3 overtime hours worked) to time and one -half (1 1 /z) compensatory time off benefits. Such compensatory time off shall be taken at the discretion of the employee subject to the operational needs and staffing requirements of the department. D. Time off with pay to compensate for overtime worked may be accumulated to a maximum of eighty (80) hours. E. Because each hour of overtime worked is programmatically accrued on a time and one -half (1 11 /z) basis, compensatory time off will be taken, and monetary payment will be paid, on a straight -time basis. Also, upon termination, any earned, unused compensatory time off ( "time -on- the - books ") will be paid on a straight -time basis. F. Time off with pay to compensate for overtime worked may be taken in increments as small as a half (' /z) hour. G. If compensatory time off is used in excess of that available, such excess compensatory time off will be deducted from the next scheduled wage or salary payment. H. Time off with pay as compensation for overtime may not be granted or taken in advance of the overtime work for which the time off compensates. Before compensatory time off with pay may be taken, as herein provided, the overtime worked must have been recorded on official payroll records at or about the time the overtime work was performed. In the absence of such recording, no compensatory time off with pay will be permitted. I. Upon an employee's appointment to a position in which overtime may not be earned or upon an employee's separation from employment with the City by resignation, retirement, layoff or otherwise, he or she shall forthwith be 19 25C -21 compensated for any overtime accumulated to the time immediately preceding such promotion or separation. 6.5 No Effect on Other Benefits. Overtime work shall not apply to the earning of employee benefits (retirement, vacation, and sick leave accrual), toward the completion of probationary period or to progression within a salary rate range. 6.6 Overtime Work to be Minimized. To the extent that he or she is reasonably able to do so, the Department Head or his or her designee shall arrange work programs to minimize overtime work. Necessary overtime work shall be apportioned among employees of like classification and assignment. 6.7 Call -Back Duty. Any employee covered by this Agreement who is recalled to active duty from off -duty, shall be entitled to overtime pay at the rate of one and one -half (1 1 /z) times the normal hourly pay rate for such employee for time actually worked after reporting to the place of duty, or three (3) hours pay at the normal rate of pay, whichever is greater. 6.8 Declaration of State of Emergency. Upon the occurrence of fire, flood, earthquake, strike, riot or other catastrophe or emergency which directly affects City operations or the welfare of the City's citizens, the City Manager may declare a state of emergency to exist. Upon the declaration of a state of emergency, the City Manager may require any or all Part Time Civil Service employees of the City to work overtime or off -shift as he or she shall determine to protect life and property within the City. 6.9 Applicability of Fair Labor Standards Act. The parties agree that if the applicability of the Fair Labor Standards Act to local governmental entities is eliminated by either legislative or judicial action, they shall meet and confer regarding any proposed changes to this Agreement; however, no such changes shall be made except on mutual agreement. ARTICLE VII 7.0 TRAINING & EDUCATIONAL ASSISTANCE PROGRAM (NOT APPLICABLE) ARTICLE VIII 8.0 HOLIDAYS 8.1 Legal holidays observed by Part Time Civil Service permanent and probationary employees of the City of Santa Ana are as follows: o January I - New Year's Day. o Third (3`a) Monday in January - In observance of Martin Luther King, Jr.'s Birthday. 20 25C -22 • Third (3`d) Monday in February - In memory of Presidents' Day. • Last Monday in May - In commemoration of Memorial Day. • July 4th - In observance of Independence Day. • First (1st) Monday in September - In observance of Labor Day. • November 11th - In observance of Veteran's Day. • Fourth (4t) Thursday in November - In observance of Thanksgiving Day. • The Friday immediately following Thanksgiving Day. • Last working day before Christmas Day, unless Christmas Day falls on Thursday, in which instance, the day following Christmas Day shall be observed in lieu thereof. • December 25th - In observance of Christmas Day. • One (1) Floating Holiday - Any workday selected by the employee with prior permission of the employee's supervisor. • Every day proclaimed by the Mayor of the City as a holiday for City employees. • Any holiday which falls on a Sunday will be observed on the following Monday. • Any holiday which falls on a Saturday will be observed on the Friday preceding the holiday. 8.2 Each Part Time Civil Service employee shall be entitled to receive pay for six (6) hours for each of the holidays specified in 8.1 above. This shall equate to a total of 72 hours per calendar year. 8.3 A newly appointed employee must actually work at least one (1) day preceding the day a holiday listed in Section 8.1, supra, actually occurs in order to receive credit for such holiday during the month in which it occurs. An employee separating from the service of the City must actually work at least one (1) day following the day a holiday listed in Section 8.1, supra, actually occurs in order to receive compensation for the holiday. A newly appointed employee must complete six (6) months of continuous Part Time Civil Service in order to receive credit for the Floating Holiday listed in Section 8.1 above. 8.4 Holiday benefits may not be carried over from one (1) calendar year to the next. 21 25C -23 ARTICLE IX 9.0 VACATION 9.1 Purpose. It is the policy of the City to grant employees vacation leave in order to provide them with a break in their regular work schedule and this purpose will be used as a guide in the administration of the provisions of this Article. 9.2 Administration. A. Part Time Civil Service employee's shall earn six (6) hours per month of vacation, for a total maximum accrual of 72 hours per year. B. A Part Time Civil Service employee who has completed less than one year's service during the calendar year shall receive a proportionate fraction in accordance with the amount of service to his or her credit during the year; provided, however, no Part Time Civil Service employee shall be entitled to or receive payment for any vacation until he or she has completed six (6) months of continuous service. C. On or after the first (1") day of the month following completion of six (6) months of continuous Part Time Civil Service, an employee may be allowed to take all, or a proportionate fraction of, his or her earned vacation, subject to scheduling approval of the employee's supervisor. D. Limit: The maximum total accumulation of vacation leave with pay shall be two hundred (200) hours. Vacation time off may be taken in increments as small as one -half (Yz) hour with fractional usage rounded upward to the next higher multiple of one -half ( %2). E. Computation of Regular Vacation. 1. Should an employee be confined to a hospital for sickness or injury while on authorized vacation, each full day of such confinement, when confirmed by a physician's statement and approval of the Department Head, may be deducted from the computation of vacation expended and charged against the employee's accumulated sick leave. 2. No employee shall have the right to accumulate or split his or her vacation, but the same may be allowed or required by the Department Head. The time at which an employee shall take his or her vacation shall be determined by the Department Head, with due regard for the wishes of the employee and particular regard for operational needs. 9.3 Excess Usage. If vacation time off is used in excess of that available, such excess vacation time off will, first, be deducted from any available compensatory time off accrual; finally, deducted from the next scheduled salary payment. 22 25C -24 9.4 Effect of Extended Sick Leave on Vacation Accrual. Absence on sick leave for a period in excess of fifteen (15) consecutive calendar days shall not be considered as service time for regular vacation accrual purposes. ARTICLE X 10.0 OTHER LEAVES OF ABSENCE 10.1 Sick Leave. When an accepted industrial illness or injury has caused an employee's absence, for which benefits are required under the State Workers' Compensation Insurance and Safety Act, paid sick leave at the prorated amount based on hours worked will be allowed such employee during the first three (3) days of the statutory waiting period. If the workers' compensation related illness or injury continues past the initial three (3) consecutive days, the employee will have the three (3) used sick days recredited to his or her account. Paid sick leave at the prorated amount will continue until the fourth (4`h) day when the City pays the employee workers' compensation benefits for such illness or injury. If the employee does not have sufficient accumulated sick leave at the commencement of such industrial illness or injury, they will be advanced sick leave for this purpose. Subsequently, the City will deduct an equal amount previously advanced from any sick leave accrued by the employee until the total amount is recovered. If the employee terminates before recovery of all advanced sick leave, the City will deduct the unrecovered cost of sick leave from such terminated employee's final paycheck, to the extent possible. Commencing with Council approval of this Agreement, the City may authorize employees to use sick leave, vacation, or compensatory time for approved workers' compensation medical appointments as specified herein. The City may authorize use of such leave for City approved medical appointments whenever such appointments cannot be secured outside the employee's regular workday, and salary continuation or workers' compensation benefits are not available. A. Definition. Except as otherwise provided below, sick leave shall be deemed to mean absence from duty of an employee because of illness, injury, medical, or dental appointment that prevents the employee from performing the duties of his or her position, and shall be deemed to include time in quarantine resulting from exposure to a contagious disease. B. Administration. Part Time Civil Service employees shall earn six (6) hours per month of sick leave, for a total maximum annual accrual of 72 hours per year. C. Authorized Only When Necessary. Use of sick leave by City employees shall be authorized as follows: 1. Sick leave is not a right which an employee may use at his or her discretion, but shall be allowed only in cases of actual sickness and disability, or necessity, as authorized in Subsection J below. 23 25C -25 D. Limit. The total maximum accumulation of sick leave with pay shall be 200 hours. Sick leave usage of less than a full day shall be charged in minimum increments of one -half (' /z) hour, with fractional usage rounded upward to the next higher multiple of one -half (' /z). E. Extended. The City Manager may grant leave up to six (6) months without pay to an employee who has exhausted all of his or her accrued sick leave if the City physician or a licensed physician designated by the City Manager indicates that the employee will be sufficiently recovered to return to his or her employment within a six (6) month period. Prior to the expiration of the additional time, the employee may return to his or her position provided that the employee has a certificate from one of the above mentioned physicians stating that the employee is able to perform all the duties of his or her position without qualification. In addition to the above, the City Manager may grant a further extension not to exceed a total of one (1) year without pay. F. Extension by Use of Accrued Compensatory Time Off. After an employee's sick leave has been exhausted, he or she may be granted permission to use any unused compensatory time off benefits or unused vacation leave. G. Notice. The employee taking sick leave shall notify his or her immediate supervisor either prior to or within four (4) hours after the time he or she is scheduled to report for duty, or as otherwise established by departmental regulations. When the absence is more than three (3) consecutive working days, the employee must present to his or her Department Head a physician's certificate stating that, in the physician's opinion, the employee could not report to work because of such illness or injury and that the employee is sufficiently recovered to safely return to work. Such certificate shall be transmitted to the Executive Director of Personnel Services with the report of the employee's return to work. A physician's certificate or other satisfactory written evidence of actual illness or injury may be required after an absence of any duration less than three (3) days. H. Denial. No employee shall be entitled to sick leave with pay while absent from duty because of sickness or injury purposely self - inflicted or caused by willful misconduct; or, sickness or disability sustained while engaged in employment other than employment by the City, for monetary gain or other compensation, or by reason of engaging in business or activity for monetary gain or other compensation. I. Excess Usage. If sick leave is used in excess of that due and available to an employee, such excess sick leave will first be deducted from any available compensatory time off benefit; second, deducted from vacation leave; third, from the next scheduled salary payment. J. Necessity am. Each employee shall be afforded the opportunity to use up to 36 hours of sick leave per calendar year, on a non - cumulative basis, as personal 24 25C -26 necessity leave. All of this personal necessity leave may be used to attend to an illness of a child, parent, or spouse of the employee. As used in this section, "child" means a biological, foster, or adopted child, a stepchild, a legal ward, or a child of a person standing in loco parentis; "parent" means a biological, foster, adoptive parent, a stepparent, or a legal guardian; and "immediate family" means any member of the employee's household related by blood or marriage; a parent, parent -in -law, spouse, child, brother, sister, grandparent, or grandchild of the employee, regardless of residence; any other relative of the employee by blood or marriage, where it can be established by the employee that the employee's presence is required to handle emergency arrangements and /or other matters. This 36 hours of personal necessity leave also may be used: a) to attend to a serious accident to a member of the employee's immediate family; b) childbirth; c) to cope with imminent danger to the employee's family, home, or other valuable property; or d) when the existence of external circumstances beyond the employee's control make it impossible for him or her to report for duty. 10.2 Military A. Proof of Orders and Reinstatements. An employee shall be granted military leave if he or she furnishes the Executive Director of Personnel Services satisfactory proof of his or her order to report for duty. Upon return and upon showing of proof of actual service pursuant to such orders, he or she will be reinstated as provided by law. B. Temporary. Members of the reserve forces of the United States or the National Guard granted temporary leave when ordered to duty will be granted leave with pay not to exceed thirty (30) working days in each calendar year after the hourly equivalent of one (1) year of service with the City upon presenting satisfactory proof of orders to and from such temporary active duties. 10.3 Jury and Witness Leave. When an on -duty employee is called to serve as a juror or non- party witness in any court action, he or she shall be allowed to leave for the time actually required for such service, not to exceed six (6) hours per day, without loss of pay. Each on -duty employee called for such service shall present to his or her Department Head for examination the subpoena calling him or her to such service and shall pay into the City Treasury the fees collected for such service, with the exception of reimbursement for transportation expenses, if any. 10.4 Examination Leave. Employees participating in examinations conducted during their normal working hours for positions in the competitive service of the City of Santa Ana will be granted leave with pay for the time actually required. 10.5 Unauthorized Absence. Unauthorized absence from duty for any duration of time may be considered cause for dismissal. Absence from duty without leave for five (5) consecutive working days shall be deemed a resignation from service; provided, however, if upon return to duty the person so absenting himself or herself makes an explanation 25 25C -27 satisfactory to the Department Head regarding the cause of his or her absence, the Department Head may restore him or her to his or her position, with the City Manager's approval. 10.6 Authorized Absence Without Pay — Short Term. Absence without pay not to exceed five (5) consecutive working days, may be authorized by the Department Head. Absence without pay not to exceed fifteen (15) calendar days may be authorized by the Department Head with the approval of the City Manager. Such an absence may be authorized only if in the judgment of the Department Head it serves the best interest of the City. 10.7 Authorized Absence Without Pay — Long Term. Upon receipt of a written request from an employee having permanent status, plus action by the Department Head recommending approval of the request, the City Manager may grant a leave of absence without pay for up to six (6) months. In addition to the above, the City Manager may grant a further extension not to exceed a total of one (1) year leave of absence without pay. An employee returning to duty with the City shall inform the Department Head and the Executive Director of Personnel Services of his or her intention at least thirty (30) calendar days prior to the expiration of the six (6) month period, or shorter period if the full six (6) months is not taken. Upon receipt of such notice, the Department Head will take steps necessary to restore the employee to his or her former position. 10.8 Pregnancy Disability. A pregnant employee is entitled to a reasonable leave of absence without pay for any temporary disability resulting from pregnancy, miscarriage, childbirth or recovery there from. Such reasonable leave of absence shall not exceed four (4) months. However, an employee may be granted up to an additional two (2) months of leave, at the discretion of the City Manager, for a total of up to six (6) months in which to recover from the disability if substantiated by a physician's certificate. Employees may take an unpaid leave of absence during pregnancy disability consistent with the law. As with all other temporary disabilities, a physician's certificate is required to verify the extent and duration of the temporary disability. An employee who plans to take a pregnancy leave must give a reasonable notice (not less than four (4) weeks) before the date she will take the leave and the estimated duration of the leave. Health and welfare insurance coverage will be continued only if the employee continues to pay a cash premium to continue coverage while on a leave of absence without pay. 10.9 Family Medical Leave Act. The City shall comply with all applicable provisions of the Family Medical Leave Act (FMLA). 26 25C -28 10.10 Bereavement Leave. A. An employee shall be granted up to three (3) working days' leave of six (6) hours each without loss of pay in case of death of a member of the employee's immediate family. Such leave is designated as bereavement leave. "Immediate family" as used in this section is limited to: 1. Any member of the employee's household related by blood or marriage; 2. A parent, parent -in -law, stepparent, spouse, registered domestic partner, child, stepchild, brother, stepbrother, sister, stepsister, grandparent, or grandchild of the employee, regardless of residence; Any other relative of the employee by blood or by marriage where it can be established by the employee that as a result of such relative's death, the employee's presence is required to handle funeral arrangements and /or matters of estate. B. An employee may use up to twelve (12) hours of additional leave charged to their Personal Necessity Leave balance when authorized by the Department Head. 10.11 Industrial Leave. Any period of time during which an employee is required to be absent from his or her position by reason of an industrial injury or industrial illness for which he or she is entitled to receive compensation shall not be considered a break in continuous service for the purpose of his or her right to salary adjustments or to the accrual of vacation and seniority. ARTICLE XI 11.0 EMPLOYEE INSURANCE 11.1 Health Insurance. Part Time Civil Service employees shall be eligible to participate in the City's medical, dental and vision insurance programs only. A. Effective as soon as practicable following approval of this agreement by the City Council, the City will increase the contribution for Health Insurance to cover 75% of the premium costs for the employee and any dependents. The contribution amount will be set at the 2014 Ca1PERS rate for the lowest cost HMO or at the rate of the lowest cost HMO for the Other Southern California region whichever is greater. B. PTCS employees will be allowed to enroll in the City's Dental Insurance program. The City will contribute up to 75% of the premium costs (for each tier of coverage) if enrolled in the Met Life HMO plan or the lowest cost dental HMO Plan whichever is highest; if enrolled in the Delta Dental PPO the City will contribute 100% of the premium costs for employees enrolled in Single coverage. 27 25C -29 11.2 Long -Term Disability (L.T.D.) Insurance. The City shall allow employees, for the term of this Agreement, to participate in any aspect of the Plan offered to the City at the City rate. The cost for this benefit shall be borne by the employee. 11.3 Life Insurance. The City shall allow employees, for the terin of this Agreement, to participate in any aspect of the plan offered to the City at the City rate. The cost for this benefit shall be borne by the employee. 11.4 Vision Plan. The City shall offer a non - contributory vision plan through payroll deduction for employees wishing to participate in such a plan. 11.5 Insurance Committee. When there is a need to discuss matters relating to employee insurance and the City believes it would be beneficial to involve an Insurance Committee, the Union shall have an equal number of representatives as the City on such a committee to meet as necessary. ARTICLE XII 12.0 RETIREMENT 12.1 General. The terms of the existing contract between the City and the California Public Employees' Retirement System (CaIPERS) governing City retirement benefits for affected employees are incorporated by reference herein. Each Part Time Civil Service employee shall be a member of the CalPERS system, and the City shall make contributions to Ca1PERS in accordance with its contract with CalPERS for affected employees covered by said contract as amended. 12.2 Deferred Retirement. The City will continue to make payments to CalPERS on behalf of each employee covered by this agreement, in an amount necessary to pay 100% of his or her individual employee retirement contribution which is equal to eight percent (8 %). Such payments shall be credited to the individual employee's CalPERS account. Such payments are not increases in base salary and no salary rate range applicable to any of the employees covered by this Agreement shall be changed or deemed to have been changed by reason thereof. As a result, the City will not treat these payments as ordinary income and, thus, will not withhold federal or state income tax from said payments. The City has received an opinion or ruling from the Internal Revenue Service confirming that these payments are deferred compensation and not ordinary income. In the event that the City receives a ruling on or after July 1, 2009 from the Internal Revenue Service that such payments are ordinary income of the employees instead of deferred compensation, the City's obligation to make such payments shall discontinue, and in place thereof, the base salary of each employee shall be increased forthwith by sixteen (16) salary rate ranges (approximately 8 %) after January 1, 2009. For the purpose of reporting an employee's compensation to CalPERS, the City shall include these payments as if they were a part of the employee's base salary. 28 25C -30 12.3 2.7% at 55 Retirement Benefit. Effective January 1, 2009, the City amended its retirement contract with Ca1PERS to provide Classic Miscellaneous employees covered by this Agreement with the 2.7% at 55 Service Retirement benefit. Pursuant to Ca1PERS regulations, this formula applied to employees who were -in active status on that date Payment of 2.7% at 55 Service Retirement Benefit for Classic Miscellaneous Members, Effective July 1, 2013, Miscellaneous employees covered by this Agreement shall pay nine (9 %) percent of their salary to pay for the employer portion of the City's Ca1PERS contribution. This payment shall be paid in accordance with Government Code section 20516(f) as set forth in Article IV, Section 4.313. and C. Pre - taxable Benefit. To the extent permitted by Ca1PERS and Internal Revenue Service regulations, the City shall make the above employee deduction as a pre -tax contribution. 12.4 Credit for Unused Sick Leave. Effective as soon as practicable following Council approval of this Agreement, an employee covered by this Agreement can have unused, accumulated sick leave at the time of retirement converted to additional service credit at the rate of 0.004 years of service credit for each eight (8) hours of unused sick leave. 12.5 Military Service Credit as Public Service. Effective as soon as practicable following Council approval of this Agreement, an employee covered by this Agreement may elect to purchase up to four (4) years of service credit for any continuous active military, Reserve Forces, National Guard or merchant marine service prior to employment. The employee must contribute an amount equal to the contribution for current and prior service that the employee and the employer would have made with respect to that period of service. 12.6 For "New Members" within the meaning of the California Public Employees' Pension Reform Act ( PEPRA) of 2013 The PEPRA went into effect on January 1, 2013. The parties agree that if there is any other clean up or other retirement legislation which goes into effect during this MOU and if there are provisions of that legislation which, by law, automatically goes into effect, either party may request to negotiate over the legislation, including over the impact. Retirement Formula: Per Government Code Section 7522.20(a), the 2 %@ 62 retirement formula for non -sworn. Final compensation will be based on the highest annual average compensation earnable during the 36 consecutive months immediately preceding the effective date of his or her retirement, or some other 36 consecutive month period designated by the member. Effective July 1, 2013, employees shall pay one half of the normal cost rate, as established by CalPERS. 12.7 Effective July 1, 2013 (or the first pay period following council approval), the Uniform allowance will be discontinued and the City shall no longer report to Ca1PERS any 29 25C -31 portion of said uniform allowance as constituting compensation for the employee. ARTICLE XIII 13.0 TOOL REIMBURSEMENT POLICY 13.1 Employees classified as Fleet Equipment Technician I, II, or III, or Fleet Equipment Supervisor shall continue to provide such tools as are ordinarily used in the trade which shall be the personal tools of the mechanic. The City will continue with one (1) or more vendors an account(s) for said employees who have at least one (1) year of service in such classifications. Such employees shall be allowed up to $900 per fiscal year with such vendor(s) in order to purchase tools which, in the sole determination of the Fleet Services Manager, are necessary for the performance of such employee's job duties. The City's policy and procedure for the replacement of stolen tools shall be the same as it existed prior to the effective date of this Agreement. The City shall bear no liability or responsibility for such tools except as provided in this Section. ARTICLE XIV 14.0 UNIFORM MAINTENANCE 14.1 All employees who are required by the City to wear a uniform while on duty shall continue to be provided seven (7) sets of clean uniforms every two (2) weeks at no cost to the employees. All field /yard maintenance, custodial and equipment repair employees shall be provided eleven (11) clean sets every two (2) weeks at no cost to the employee. All Police Records Personnel and the Senior Office Assistants assigned to the traffic window shall be provided three (3) sets of uniforms made of dacron and one (1) wool sweater. The Union agrees that any such employee who wishes to be provided with one (1) or more additional clean sets per week above the amounts specified above will be required to pay the extra cost incurred for such additional set(s). ARTICLE XV 15.0 SAFETY 15.1 General. The City and the employees of the City agree to comply with all applicable Federal, State and local laws and the City of Santa Ana regulations, which relate to health and safety. 15.2 Central Safety Committee. Part Time Civil Service employees are eligible to serve on the City's Central Safety Committee. However, in no case shall the total number of SEIU members (both Full Time and Part Time Civil Service) exceed two (2) representatives and two (2) alternates. 30 25C -32 15.3 Safety Shoes. A. The City agrees to pay up to two hundred dollars ($200) per fiscal year per affected employee, for the purchase and /or repair of approved safety shoes/boots. The option of purchase and /or repair shall be at the sole discretion of the employee. B. All safety shoes/boots purchased under this program must have steel reinforced toes and insteps and bear the official stamp of approval from the American National Standards Institute (ANSI), z -41. C. If a particular class of employment is designated as requiring its incumbents to wear safety shoes, then it will be mandatory for all incumbents of that class to wear the type of safety shoe (boot or low- quarter) deemed to be appropriate by the Department Head. (Some exemptions may be allowed, on a case -by -case basis, depending on the type and amount of exposure to hazard in particular positions and subject to the approval or disapproval of the City's Safety Officer). D. The procedure necessary to be followed for the implementation and operation of this program shall be in accordance with the existing policies and procedures as previously established by the City. ARTICLE XVI 16.0 RESIDENCY 16.1 Employees covered by this Agreement are permitted to reside outside the limits of Santa Ana so long as such residency is not an unreasonable distance from, nor requires an unreasonable response time to, the particular employee's place of employment. It shall not be deemed an unreasonable distance within the meaning of this section if the employee resides within the area of a circle drawn with the City Hall of the City of Santa Ana as the center and the radius of which extends to the southernmost point of the County of Orange, or if the employee otherwise resides within 25 miles of regularly scheduled Metrolink, bus, or other common carrier transportation service to Orange County. A. Any employee desiring to take advantage of the opportunity to reside outside of the area stated within this section shall first request permission to do so from the Department Head. Said request shall be granted by the Department Head if he or she determines the intended residence is not an unreasonable distance from and /or does not require an unreasonable response time to the employee's place of employment. B. If the Department Head refuses the said request, the employee shall have a right to appeal said determination to the City Manager. 31 25C -33 ARTICLE XVII 17.0 GRIEVANCE REVIEW PROCEDURE 17.1 Definition of a Grievance. A grievance shall be defined as a timely complaint by an employee or group of employees or the Union concerning the interpretation or application of specific provisions of this Agreement, or of the rules and regulations governing personnel practices or working conditions of the City, except, however, those matters specifically assigned to the jurisdiction of the City Personnel Board by those provisions of the City Charter and the Civil Service Rules and Regulations. 17.2 Informal Process - First Step A. An employee and /or his or her designated representative must first attempt to resolve the grievance on an informal basis through discussion with his or her immediate supervisor without undue delay, but in no case, beyond a period of fifteen (15) working days after the occurrence of the alleged incident giving rise to the grievance, or when the grievant knew or should have reasonably become aware of the facts giving rise to the grievance. B. Every effort shall be made to find an acceptable solution to the grievance through this informal means at the most immediate level of supervision. C. In order that this informal procedure may be responsive, both parties involved shall expedite this process. If, within fifteen (15) working days a mutually acceptable solution has not been reached at the informal level, the employee and /or the employee's designated representative shall then set forth the grievance in writing, indicate the nature of the action desired, sign it, and submit it in duplicate to the employee's Department Head. At this point, the grievance review process becomes formal. Should the grievant fail to file a written grievance, and in the manner specified above, within fifteen (15) working days after first discussing the grievance with the employee's immediate supervisor, the grievance shall be barred and waived. D. Any resolution of the grievance at the informal stage by any person other than a middle manager or above shall not become precedence or be used to establish past practice regarding implementation, interpretation, or application of this Agreement. 17.3 Formal Process. A. Second Step. The Department Head or his or her designated representative shall meet with the employee and /or the employee's designated representative within fifteen (15) working days after the grievance has been submitted to the Department Head. The Department Head, or his or her designated representative, shall review the grievance and may affirm, reverse or modify the disposition made at the First Step and shall deliver his or her answer to the employee and /or 32 25C -34 the employee's designated representative within ten (10) working days after said meeting. B. Third Step. If the grievance is not satisfactorily resolved at the Second Step, the employee and/or the employee's representative may submit the grievance in writing to the City Manager or his or her designated representative within thirty (30) days of being informed of the disposition made at the Second Step. Failure of the grievant and /or his or her designated representative to take this action will constitute a waiver and bar to the grievance, and the grievance will be considered settled on the basis of the disposition made at the Second Step. The City Manager or his or her designated representative shall meet with the employee and /or the employee's designated representative within fifteen (15) working days after submission of the grievance. The City Manager, or his or her designated representative, after careful review, may affirm, reverse, or modify the disposition made at the Second Step and his or her decision, which shall be final and binding, shall be delivered in writing, to the employee and /or the employee's designated representative within fifteen (15) working days after said meeting. A copy of the written grievance to the City Manager, or his or her duly authorized representative, and of the City Manager's or his or her representative's written decision, shall be filed in the personnel records of the department and the grievant's personnel jacket maintained in the City Personnel Services Department. 17.4 Reservation of Rights. After the procedure set forth in this Article has been exhausted, the grievant, the Union, and the City shall have all rights and remedies to pursue said grievance under the law. ARTICLE XVIII 18.0 UNION RIGHTS 18.1 Release Time for Union Grievance Representatives. The Union shall have the right to appoint /elect a reasonable number of representatives who are recognized by the City as officers or worksite leaders /stewards. A. Such reasonable number of worksite leaders /stewards recognized by the City and specified within the Full Time SEIU MOU shall be increased by one (1) for the Part Time Civil Service category of employment, to a total of 16. B. The City's Executive Director of Personnel Services shall be provided with a list of names and classification titles of the Union's officers as set forth in the Santa Ana City Employees, Chapter 1939 /Service Employees International Union Local 721 Bylaws, as well as the names and classification titles of all worksite leaders /stewards and other Union representatives. The Union agrees to inform the City in writing of any changes in said list within ten (10) calendar days. 33 25C -35 C. During the tern of this Agreement, the City agrees to grant up to a total of two hundred (200) hours per fiscal year on a non - cumulative basis to enable the officers and worksite leaders /stewards to assist other bargaining unit employees in processing grievances under the Grievance Review Procedure; provided, however, that such officers and worksite leaders /stewards shall make advance arrangements with their supervisors prior to absenting themselves for such purpose. The officers and worksite leaders /stewards shall be required by the City to record and report to their supervisors the work time spent in assisting other bargaining unit employees pursuant to this provision of the Agreement. D. Union Business Leave Time. In addition to the two hundred (200) hours per fiscal year provided by the City on a non - cumulative basis, officers and worksite leaders /stewards shall be granted an additional three hundred (300) hours per fiscal year on a non - cumulative basis paid by the Union from the bank of hours or directly by the Union. The purpose of this additional three hundred (300) hours per fiscal year shall be to enable the officers and worksite leaders /stewards to assist the bargaining unit employees in processing grievances under the Grievance Review Procedure and for union activities which may include conventions, seminars and meetings. However, such officers and worksite leaders /stewards shall make arrangements with their supervisors prior to absenting themselves for such purposes. The officers and worksite leaders /stewards shall be required by the City to record and report to their supervisors on the work time spent on Union business. Time spent by officers or worksite leaders /stewards on Union Business leave time, under this Letter of Agreement, shall not be considered time worked for computation of overtime according to the Fair Labor Standards Act. E. If, at some point in the future, the President for the SEIU bargaining unit is elected from the Part Time Civil Service category of employment, then all rights and privileges pertaining to President's leave shall apply. 18.2 Worksite Access. A. Officers, worksite leaders /stewards and/or paid Union representatives shall be permitted to visit break and lunch areas designated by the City, before or after work or during designated lunch periods for the purpose of discussing Union business, provided that arrangements are made in advance with the manager responsible for the worksite. B. Such visits shall not disrupt the work of City employees, interfere with the normal operations of the department or with established safety and security requirements. Where any such problems arise, the Union and the City will agree on an alternate meeting/conference facility for the purpose of providing a place for the Union to hold a meeting before or after work or during lunch periods. If the City facility provided the Union as an alternate meeting site during non - working hours is a 25C -36 public meeting room, its scheduling and use shall be governed in accordance with regulations pertaining to the use of public meeting rooms at City facilities. C. Solicitations of membership and all activities concerned with the internal management of the Union, such as collecting dues, holding membership meetings, preparation of petitions, preparation of proposals, campaigning for office, conducting elections and distributing literature, shall not be conducted during working hours. D. Officers and employees may perform those duties assigned to them by the Union, but in no event shall they have the right to interfere with the performance of work of any other employee or interfere with City operations or to call a strike, slowdown, work stoppage, sympathy strike or take any economic action against the City. 18.3 Release Time for Employee Representatives. A. In the event that the Union is formally meeting and conferring with representatives of the City on matters within the scope of representation during regular City business hours, a reasonable number of officers, employee representatives or other officials of the Union shall be allowed reasonable time off without loss of compensation or other benefits. B. Such officers and employee representatives shall not leave their duty or work station or assignment without the prior knowledge of their supervisor or such supervisor's supervisor. C. Such meetings are subject to scheduling in a manner consistent with City operating needs and work schedules. 18.4 Use of Bulletin Boards. Space shall be made available to the Union on the City's existing employee bulletin boards for the purpose of posting notices pertaining to Union business, subject to the following conditions: A. Materials posted by the Union shall not include campaign material on municipal election matters, including elections for City Council, other City positions, or other municipal political matters. B. Material posted shall not be derogatory to the City, City employees or other employee organizations. C. All materials shall be dated, identify the Union and bear the signature of the authorized representative(s) of the Union responsible for their issuance. D. The City reserves the right to determine what reasonable portion of employee bulletin boards are to be allocated to Union materials. 35 25C -37 E. If the Union does not abide by these provisions, it will forfeit its right to have materials posted on the City's employee bulletin boards. F. The Union shall not be permitted to post any material that is prohibited by State law or the City Charter. 18.5 Use of City Facilities. The City shall allow the Union to conduct meetings in the City's public meeting rooms during non - working hours provided such meetings are scheduled in accordance with regulations governing the use of public meeting rooms at City facilities; provided, however, the Union shall not be permitted to use City facilities to discuss or present any matter that is prohibited by State law or the City Charter. ARTICLE XIX 19.0 DUES DEDUCTION & INDEMNIFICATION 19.1 Dues Deduction. The City shall deduct dues, on a regular basis, from the pay of all employees recognized to be represented by the Union, who voluntarily authorize such deduction, in writing, on a form to be provided for this purpose by the City. The City shall remit such funds to the Union within thirty (30) calendar days following their deduction. 19.2 Agency Shop. A. All employees represented by the Santa Ana City Employees, Chapter 1939 /Service Employees International Union Local 721, AFL -CIO, shall, as a condition of continuing employment become and remain members of the Union or shall pay to the Union a service fee in lieu thereof. B. Any employee hired by the City subject to this Memorandum of Understanding shall be provided, through the Personnel Services Department, with an authorization form for the deduction of Union dues. Said employee shall have thirty (30) working days following the initial date of employment to fully execute the authorization form of his or her choice and return said form to the Agency/Department payroll section. The effective date of Union dues, service deductions or charitable contribution for such employees shall be the beginning of the first pay period of employment. C. Any employee of the City subject to this Memorandum of Understanding who wishes to execute a written declaration claiming a religious exemption from paying Union dues, and who is a member of a bona fide religion, body or sect which has historically held conscientious objections to joining or financially supporting a public employee organization and which is recognized as such by the Public Employer Relations Board, shall, upon presentation of verification of active membership in such religion, body or sect be permitted to make a kro 25C -38 charitable contribution equal to the service fee in lieu of Union membership or service fee payment. Declarations or applications for religious exemption and any supporting documentation shall be forwarded to the Union within fifteen (15) calendar days of receipt by the City. The Union shall have fifteen (15) calendar days after receipt of a request for religious exemption to challenge any exemption granted by the City Manager or his or her designee. If challenged, the deduction to the charity of the employee's choice shall commence but shall be held in escrow pending resolution of the challenge. Charitable contributions shall be by regular payroll deduction only. For purposes of this section, charitable deduction means a contribution to one of three non - profit organizations, with the United Way being one of them. The Santa Ana City Employees, Chapter 1939 /Service Employees International Union Local 721, AFL -CIO, shall indemnify and hold the City, its officers and employees, harmless from any and all claims, demands, suits, or any other action arising from the Agency Shop provisions herein. In no event shall the City be required to pay from its own funds, Union dues, service fee or charitable contributions, which the employee was obligated to pay, but failed to pay, regardless of the reasons. ARTICLE XX 20.0 CITY RIGHTS 20.1 The City reserves, retains, and is vested with, solely and exclusively, all rights of management which have not been expressly abridged by specific provision of this Agreement or by law to manage the City, as such rights existed prior to the execution of this Agreement. The sole and exclusive rights of Management, as they are not abridged by this Agreement or by law, shall include but not be limited to the following rights: A. To manage the City generally and to determine the issues of policy. B. To determine the existence or nonexistence of facts which are the basis of the Management decision. C. To determine the necessity of organization of any service or activity conducted by the City and expand or diminish services. D. To determine the nature, manner, means, and technology, and extent of services to be provided to the public. E. To determine methods of financing. F. To determine types of equipment or technology to be used. G. To determine and /or change the facilities, methods, technology, means, and size 37 25C -39 of the workforce by which the City operations are to be conducted. H. To detennine and change the number of locations, relocations, and types of operations, processes, and materials to be used in carrying out all City functions, including but not limited to the right to contract for or subcontract any work or operation of the City. I. To assign work to and schedule employees in accordance with requirements as determined by the City, and to establish and change work schedules and assignments. J. To relieve employees from duties for lack of work or similar non - disciplinary reason, subject to the provisions of the City Charter, Municipal Code, Federal and State law and this Agreement. K. To establish and modify productivity and performance programs and standards. L. To discharge, suspend, demote, or otherwise discipline employees for proper cause in accordance with the provisions set forth in the City Charter and Santa Ana Municipal Code. M. To determine job classifications and to reclassify employees. N. To hire, transfer, promote and demote employees for non - disciplinary reasons in accordance with this Agreement. O. To determine policies, procedures, and standards for selection, training and promotion of employees. P. To establish employee performance standards including but not limited to quality and quantity standards and to require compliance therewith. Q. To maintain order and efficiency in its facilities and operations. R. To establish and promulgate and/or modify rules and regulations to maintain order and safety in the City which are not in contravention with this Agreement. S. To take any and all necessary action to carry out the mission of the City in emergencies. 20.2 Except in emergencies, or where the City is required to make changes in its operations because of the requirements of law, whenever the contemplated exercise of Management's rights shall impact on a significant number of employees of the bargaining unit, the City agrees to meet and confer in good faith with representatives of the Union regarding the impact of the contemplated exercise of such rights prior to exercising such rights, unless the matter of the exercise of such rights is provided for in this Agreement. 38 25C -40 ARTICLE XXI 21.0 STRIKES & WORK STOPPAGES 21.1 Prohibited Conduct. A. The Union, its officers, agents, representatives, and /or members agree that during the term of this Agreement, they will not cause or condone any unlawful strike, walkout, slowdown, sick -out, or any other unlawful job action by withholding or refusing to perform services. B. Any employee who participates in any conduct prohibited in Subsection A above shall be subject to suspension, demotion or dismissal by the appointing authority without right of appeal to the Personnel Board in accordance with City Charter Section 1014. 21.2 Union Responsibility. In the event that the Union, its officers, agents, representatives, or members engage in any of the conduct prohibited in Section 1, Subsection A above of this Article, the Union shall immediately instruct any persons engaging in such conduct that their conduct is in violation of this Agreement and unlawful, and they must immediately cease engaging in the conduct prohibited in said Section 1, Subsection A above, and return to work. ARTICLE XXII 22.0 LAYOFFS 22.1 The City agrees to inform the Union as soon as possible if and when a decision is made to reduce positions represented by the Union through layoff. If it is decided to contract out work, the City shall provide the Union reasonable notice of the decision; meet and confer with the Union over the impact of the decision; will seriously consider reasonable alternatives provided by the Union; and if any bargaining unit member is laid off as a result of the decision, the City shall make a reasonable effort to place said employee with the contracting company. 22.2 In the event of a reduction -in- force, part time employees in any City office, activity or department shall be laid off prior to laying off Part Time Civil Service Employees as above defined. Wherever possible, Part Time Civil Service Employees in the classification shall be laid off prior to Full Time employees in the same classification. 22.3 The principles of seniority (length of service) shall govern layoffs as described herein, except in the event that more than one (1) employee has the same seniority date, in which case performance also shall be considered. The City's determination of performance shall not be arbitrary or capricious in nature. Any dispute over the application of the principles outlined in this Article XXII shall be subject to the grievance procedure. 39 25C -41 A. Classification seniority is defined as length of service in the classification, and shall begin on the first date worked by the employee in that classification. Whenever a position within a classification is to be eliminated, resulting in the layoff of an employee, seniority shall govern the order of layoff. The employee with the lowest seniority in the affected classification shall be laid off first. B. In lieu of layoff, an employee may elect to work in a lower classification, in which he has served, providing that classification is within the same job family /career ladder. In that event, the employee's length of service in the next lower classification will be added to his length of service in the affected classification, and said combined seniority shall be used to bump down into the next lower classification. This method of combining seniority shall be applied to subsequent lower classifications. C. The reemployment list shall be valid for one (1) year from the date of its establishment. Reemployment shall be in reverse order of layoffs. The Joint Labor Management Committee will determine Job Family /Career Ladder, 22.4 A bargaining unit employee who is laid off from Part Time Civil Service employment pursuant to this Article, may be granted a temporary appointment to a vacant Part Time Civil Service position in any classification for which there is no eligible list and for which said employee meets the minimum qualifications established for the classification and possesses the requisite knowledge, skills and abilities to satisfactorily perform the work of the classification. Such temporary appointment will be terminated upon the establishment of a new eligible list for the classification or one (1) year following the initial day of such temporary appointment, whichever occurs first. 22.5 Effective upon Council approval of this Agreement, the City agrees there shall be no layoffs of members of this bargaining unit (PTCS) through December 31, 2011. ARTICLE XXIII 23.0 MISCELLANEOUS PROVISIONS 23.1 The City agrees to provide a list each month to the Union with names and class titles of bargaining unit employees who have separated from City service, and the names and class titles of bargaining unit employees who have been hired. The Union agrees to pay the City's cost of producing said list(s). A complete list of bargaining unit employees and their addresses will be provided to the Union once every fiscal year. 23.2 The City agrees to distribute Union membership pamphlets to bargaining unit employees at the new employee orientation sessions conducted by the City. 23.3 Catastrophic Leave Donation. In order to assist employees otherwise granted leave of absence without pay by the City Manager because of a catastrophic medical condition or M 25C -42 injury, the City and Union agree to implement a Catastrophic Leave Donation Program. Nothing herein shall be construed to alter City policies and procedures as provided in the Charter or ordinances of the City of Santa Ana or other provisions of this Agreement with regard to granting unpaid leaves of absence. The Catastrophic Leave benefit will be provided for non - industrial injury or sickness only. The leave shall cover the uncompensated time prior to the employee's becoming eligible for the L.T.D. benefits. A. Guidelines. It shall be understood that all donations under this procedure are voluntary and subject to taxation for the recipient. 1. Employees may donate vacation, compensatory time, or one (1) in lieu holiday to the eligible employee. In no event shall sick leave be donated. 2. Employees shall be provided a two week period to submit donations. Donations received after this two week period shall not be processed. The two week period for each case shall be designated by the Department Head or his or her designee as provided herein below. 3. Donations shall be for a minimum of two (2) hours and a maximum of six (6) hours per donor. All donations must be made in two (2) hour increments, except in lieu holidays must be for six (6) hours. 4. Any authorization of donations not made in accordance with the procedures outlined in Section C, Subparagraph 2 below, will not be processed. 5. All donations shall be irrevocable. 6. In the event the recipient returns to work before leave donations have been exhausted, any balance on the books shall be accrued by the recipient and designated as sick leave. B. Eliig bility. Part Time Civil Service employees shall be eligible for Catastrophic Leave Donations if the following criteria are met: 1. When it is reasonably foreseeable that all accrued time on the books, such as sick leave, compensatory time, and vacation will be exhausted and the employee's illness will continue past the time when the employee will be on paid status. 2. The employee's Department Head, or his or her designee, has approved a written request for donations accompanied by a medical statement from the employee's attending physician. The attending physician's statement must verify the employee's need for an extended medical leave and an 41 25C -43 estimate of the time the employee will be unable to work. C. Procedure. 1. Upon receipt of a valid request for donations from an eligible employee, the Department Head or his or her designee shall post a notice of the eligible employee's need for donations on bulletin boards accessible to employees. No confidential medical information shall be included in the posted notice. 2. Employees wishing to donate time to an eligible employee must sign his or her authorization of the transfer of such donated time and provide: a. His or her name, department name, and employee number; b. The number of hours of compensatory or vacation time of the donation within the limitations of Section A, subparagraph 3 above; C. The name, department and employee number of the recipient; d. A statement indicating that the donor understands such donation of time is irrevocable. 3. At the close of the two (2) week donation period, the department shall verify that each donating employee has accrued vacation and/or compensatory time balances sufficient to cover the designated donation. 4. The department shall submit all approved donation authorizations for an eligible employee at one time for processing. No donation authorizations for the eligible employee will be processed after this period. However, employees who receive donations under this procedure and who exhaust all donated hours may request an additional donation period subject to the provisions of Section A, herein. 5. The City shall add the donated time to the recipient's sick leave account. In no event shall the total time credited to an employee's sick leave balance exceed 200 hours, pursuant to Article X, Section 10.1.D. 23.4 Full Time Eligible Lists. 'Part Time Civil Service employees, upon their written request, shall be placed on the Full Time transfer eligible list for the classification in which they are employed. City will submit names of employees wishing to convert to full -time position for consideration to any Department hiring for vacancies in the classification. Certification from that list shall be in accordance with all existing Civil Service rules. 23.5 Joint Labor - Management Teams. The City and the Union agree to form Joint Labor - Management teams for the purpose of exploring issues of mutual concern. Each team 42 25C -44 shall be comprised of an equal number of labor and management employees and shall be chaired by the Executive Director of Personnel Services or his/her designee. In no case shall the activity of a team create a delay or hindrance to the ongoing operation of the City. The City and the Union shall hold an initial meeting no sooner than one (1) month from the date of ratification of this Agreement and upon the Union's written request to meet to determine team composition, frequency of meetings and meeting schedules. A. The teams to be formed are: 1. Job Classification Studies (for purposes of identifying positions in which the duties and responsibilities have increased in complexity as a result of City restructuring/job consolidation occurring during the tern of the expiring 2004 -10 MOU or during the tern of the current 2010 -13 MOU to determine if positions or job families would be appropriate for job classification studies where previously existing positions have been eliminated and /or removed from the list of budgeted positions and higher -level job duties reassigned to or absorbed by other classified positions). For purposes of this section, classification reviews will be conducted pursuant to Section 23.7 (A -E). 2. Web Page Hosting (for purposes of developing a City- hosted web page presenting explanatory information regarding employee compensation, including illustrated explanation of employee payroll statements to assist mortgage services and other similar persons engaged in qualifying employees for loan modifications through either lender or governmental loan modification programs). 3. The potential implementation of a new city -wide salary matrix B. Previously authorized teams to be reconvened as needed: 1. Career Ladder /Job Family (for the purpose of developing career ladder /job family series to be used in promotions or in the event of layoffs. 23.6 Performance Appraisals. Non - probationary performance appraisals not completed within six (6) months of the due date shall be stayed and the employee shall next become subject to evaluation upon the end of the evaluation period next following, provided that merit advance performance appraisals shall be completed in accordance with Article IV, section 4.8. 23.7 Request for Classification Review. Any employee who, for a continuous period exceeding one (1) year, believes he or she is regularly and consistently performing duties and /or responsibilities not in conformance with their classification concept, or duties and /or responsibilities of another classification, may request a classification review of their position through their supervisor to the Department Head. The employee must submit their request on a form specified by the Executive Director of Personnel Services, outlining in writing how they believe their current duties and /or responsibilities differ from their classification concept. 43 25C -45 A. The Department Head will review the employee's submitted request and within sixty (60) days will make one of the following determinations: 1. Will support the employee's request. a. If the Department Head supports the employee's request for a classification review, he or she shall forward the request to the Executive Director of Personnel Services along with justification for support of the employee's request. b. The Department Head shall notify the employee that his or her request has been submitted to the Executive Director of Personnel Services. 2. Will not support the employee's request. a. If the Department Head does not support the employee's request for a classification review, he or she shall notify the employee of this decision in writing and set forth the basis for the decision. b. If the Department Head does not support the employee's request, but agrees that some of the duties and/or responsibilities being performed by the employee are those of a higher level City classification, he or she can do the following: i. Return the employee to performance of the duties and /or responsibilities of their proper classification. ii. Eliminate the higher duties and /or responsibilities being performed by the employee, for which the City has agreed are those for which it shall provide higher compensation. B. Any employee request for classification review approved by the Department Head shall be forwarded to the Executive Director of Personnel Services. The Executive Director of Personnel Services shall confirm receipt of the request in writing to the employee. Within sixty (60) days of receipt of the request, the Executive Director of Personnel Services shall notify the employee and Department Head of the decision as to whether a study will be conducted. If the Executive Director of Personnel Services determines that a study is appropriate, the Executive Director of Personnel Services shall so notify the employee and the Department Head in writing and shall provide the employee and Department Head with an approximate start date for the study. C. All determinations of the Department Head and the Executive Director of Personnel Services are final. 44 25C -46 D. All studies and study findings shall require City Manager approval before proceeding. E. All recommendations resulting from study findings require the approval of the City Council and shall be implemented in accordance with the City's Civil Service rules. ARTICLE XXIV 24.0 SOLE & ENTIRE AGREEMENT 24.1 It is understood and agreed that the parties to this Memorandum of Understanding are subject to all current and future applicable Federal and California laws, the City of Santa Ana Charter and Municipal Code, as well as the City's Employer - Employee Relations Resolution ( #81 -75). It is the intent of the parties hereto that the provisions of this Agreement shall supersede all prior agreements and memoranda of agreement, or memoranda of understanding, or contrary salary and /or personnel rules and regulations or administrative codes, provisions of the City, oral or written, express or implied between the parties, and shall govern the entire relationship and shall be the sole source of any and all rights which may be asserted hereunder. This Agreement is not intended to conflict with Federal or State law or the City Charter. The City will continue to provide employees covered by this Agreement a reduced size copy of this Agreement and its attachments and including a section containing the Employer - Employee Relations Resolution of the City of Santa Ana. 24.2 Notwithstanding the foregoing, there exists within the City personnel rules and regulations and departmental rules and regulations. These rules and regulations shall be continued to the extent they do not contravene specific provisions of this Agreement. Such rules and regulations may, from time to time, be changed by the City. If these changes affect wages, hours, and/or other terms and conditions of employment, the City shall meet and confer with the Union; provided, further, however, no provision of the rules and regulations shall be changed to contravene specific provisions of this Agreement. ARTICLE XXV 25.0 WAIVER OF BARGAINING DURING THE TERM OF THIS AGREEMENT 25.1 During the term of this Agreement, the parties mutually agree that they will not seek to negotiate or bargain with regard to wages, hours and terms and conditions of employment, whether or not covered by the Agreement or in the negotiations leading thereto, and irrespective of whether or not such matters were discussed or were even within the contemplation of the parties hereto during the negotiations leading to this Agreement. Regardless of the waiver contained in this Article, the parties may, however, by mutual agreement, in writing, agree to meet and confer about any matter during the term of this Agreement. 45 25C -47 ARTICLE XXVI 26.0 EMERGENCY WAIVER PROVISION 26.1 In the event of circumstances beyond the control of the City, such as acts of God, fire, flood, insurrection, civil disorder, national emergency, or similar circumstances, provisions of this Agreement or the Personnel Rules or Resolutions of the City, which restrict the City's ability to respond to these emergencies, shall be suspended for the duration of such emergency. After the emergency is declared over, this Agreement will be reinstated immediately. The Union shall have the right to meet and confer with the City regarding the impact on employees of the suspension of the provisions in the Agreement during the course of the emergency. ARTICLE XXVII 27.0 SEPARABILITY PROVISION 27.1 Should any provision of this Agreement be found to be inoperative, void, or invalid by a court of competent jurisdiction, all other provisions of this Agreement shall remain in full force and effect for the duration of this Agreement, provided that if any such affected provisions invalidate or void any benefits of employees covered herewlder, the parties shall forthwith commence negotiations to replace the invalidated benefits with benefits of comparable value. ARTICLE XXVIII 28.0 TERM OF AGREEMENT 28.1 The term of this Agreement shall be from July 1, 2013 through June 30, 2015. ARTICLE XXIX 29.0 RATIFICATION & EXECUTION 29.1 The City and the Union have reached an understanding as to certain recommendations to be made to the City Council for the City of Santa Ana and have agreed that the parties hereto will jointly urge said Council to adopt a new wage and salary resolution which will provide for the changes contained in said joint recommendations. The City and the Union acknowledge that this Letter of Agreement shall not be in full force and effect until ratified by the membership of the Union and adopted by the City Council of the City of Santa Ana. Subject to the foregoing, this Letter of Agreement is hereby executed by the authorized representatives of the City and the Union and entered in to this day of 31st day of January, 2014. ,1 25C -48 CITY OF SANTA ANA, a municipal corporation of the State of California Dated:,__ By: Dated: Mayor Un City Manager Dated: _ By: __ _ Executive Director of Personnel Services ATTEST: Maria D. Huizar Clerk of the Council APPROVED AS TO FORM: 47 25C -49 This Agreement has been ratified by the membership of the Santa Ana City Employees, Chapter 1939 /Service Employees International Union Local 721. Jaime Lopez President SEIU Local 721 Santa Ana Chapter Angelo Giron PTCS Member SEN Local 721 Santa Ana Chapter 48 25C -50 Bob Hunt Negotiator SEN Local 721 EXHIBIT A Page 1 oft The City's Basic Salary and Wage Schedule provides for a number of ranges of pay rates (salary rate ranges) each comprised of six pay steps or rates for SEIU employees. The salary rate ranges are identified by a three digit number and steps by letters AA, A to E inclusive. For SEIU Part Time Civil Service employees, the purpose of each step and the length of service required for advancement within the rate range are summarized as follows: Purpose: AA Step - Normal beginning pay rate. A Step - Automatic Increase. Also optional hiring rate. B Step - Automatic Increase. Also optional hiring rate. C Step - Automatic Increase. May also be maximum hiring rate for certain classes D Step - Automatic Increase, and is maximum hiring rate. E Step - Merit Rate. Required Length of Service for Part Time Civil Service Employees: AA to A - After 1040 hours' completed service. A to B - After 2080 hours' completed service. B to C - After 2080 hours' completed service. C to D - After 2080 hours' completed service. D to E - After 3120 hours' completed service. In the following salary schedule matrix, each salary range is identified by a three digit number. The first two digits are listed in the first vertical column on the left and the third digit is listed horizontally across the top and identifies the appropriate column. This three digit range number locates the "AA" step of the range, which is the first of the 6 steps. Steps "A," `B," "C," "D," and "E" are found in the column directly below the "AA" step. For example, the "AA' step of Range No. 401 is found to be $1476 by moving down the left column to the number 40 (the first two digits of the Range No.), then horizontally to column 1 (the third digit of the Range No.). The "AA" step of $1476 has the remaining steps shown directly beneath it; thus the full, six step range is 1476- 1549 - 1627- 1708- 1793 -1883. In the same number, Range No. 455 is found to be 1921- 2017- 2118 - 2223 - 2334 -2451. SALARY SCHEDULE MATRIX 25C -51 0 1 2 3 4 5 6 7 8 9 35 1151 1156 1162 1168 1174 1180 1185 1191 1197 1203 36 1209 1215 1221 1227 1233 1239 1245 1251 1258 1264 37 1269 1275 1281 1288 1294 1301 1307 1314 1320 1327 38 1332 1338 1345 1352 1358 1365 1372 1379 1386 1393 39 1399 1405 1413 1420 1427 1434 1441 1448 1455 1463 40 1469 1476 1483 1491 1498 1506 1513 1521 1528 1536 41 1542 1549 1557 1565 1573 1580 1588 1596 1604 1612 42 1619 1627 1635 1643 1651 1659 1668 1676 1684 1693 43 1700 1708 1717 1725 1734 1742 1751 1760 1769 1778 44 1785 1793 1802 1811 1820 1830 1839 1848 1857 1866 45 1874 1883 1892 1902 1911 1921 1930 1940 1950 1960 46 1968 1977 1987 1997 2007 2017 2027 2037 2048 2058 47 2066 2076 2086 2097 2107 2118 2128 2139 2150 2160 48 2169 2179 2190 2201 2212 2223 2234 2246 2257 2268 49 2277 2288 2299 2311 2322 2334 2346 2357 2369 2381 50 2391 2402 2414 2427 2439 2451 2463 2475 2488 2500 51 2511 2523 2536 2548 2561 2574 2587 2600 2613 2626 52 2637 2650 2663 2676 2690 2703 2717 2730 2744 2758 53 2769 2782 2796 2810 2824 2838 2853 2867 2881 2896 49 25C -51 54 2907 2921 2936 2950 2965 2980 2995 3010 3025 3040 55 3052 3067 3082 3098 3113 3129 3144 3160 3176 3192 56 3205 3221 3237 3253 3269 3285 3302 3318 3335 3352 57 3365 3381 3398 3415 3432 3449 3467 3484 3501 3519 58 3533 3550 3568 3586 3604 3622 3640 3658 3676 3695 59 3710 3728 3747 3765 3784 3803 3822 3841 3861 3880 60 3896 3915 3935 3954 3974 3994 4014 4034 4054 4074 61 4091 4111 4132 4152 4173 4194 4215 4236 4257 4278 62 4296 4317 4339 4360 4382 4404 4426 4448 4470 4493 63 4511 4533 4556 4579 4601 4624 4648 4671 4694 4718 64 4741 4764 4787 4810 4834 4858 4882 4906 4930 4954 65 4978 5002 5026 5051 5076 5101 5126 5151 5176 5201 66 5226 5252 5278 5304 5330 5356 5382 5408 5434 5461 67 5488 5515 5542 5569 5596 5623 5650 5678 5706 5734 68 5762 5790 5818 5847 5876 5905 5934 5963 5992 6021 69 6050 6080 6110 6140 6170 6200 6230 6260 6291 6322 70 6353 6384 6416 6446 6478 6510 6542 6574 6606 6638 71 6670 6702 6735 6768 6801 6835 6869 6903 6937 6971 72 7005 7039 7073 7107 7141 7176 7211 7247 7283 7319 73 7355 7391 7427 7463 7499 7535 7571 7609 7647 7685 74 7723 7761 7799 7837 7875 7913 7951 7989 8029 8069 75 8109 8149 8189 8229 8269 8309 8349 8389 8431 8473 76 8515 8557 8599 8641 8683 8725 8767 8809 8853 8897 77 8941 8985 9029 9073 9117 9161 9205 9250 9296 9342 50 25C -52 EXHIBIT B SANTA ANA CITY EMPLOYEES CHAPTER 1939/ SERVICE EMPLOYEES INTERNATIONAL UNION LOCAL 721, AFL -CIO FOR FISCAL YEARS JULY 1, 2013 THROUGH JUNE 30, 2015 7/1/2013 RANGE JOB TITLE NO. ACCOUNTANT I 644 ACCOUNTANT 11 672 ACCOUNTING ASSISTANT 593 ACCOUNTING ASSISTANT /SYSTEMS TECHNICIAN 593 ACCOUNTS PAYABLE SUPERVISOR 647 ASSISTANT BUYER 608 ASSISTANT ENGINEER 1 712 ASSISTANT ENGINEER 11 726 ASSISTANT FLEET EQUIPMENT TECHNICIAN 588 ASSISTANT INSTRUMENT TECHNICIAN 619 ASSISTANT LIBRARIAN 602 ASSISTANT PARKS /LANDSCAPE PLANNER 653 ASSISTANT PLAN CHECK ENGINEER 1 712 ASSISTANT PLAN CHECK ENGINEER II 726 ASSISTANT PLANNER 1 653 ASSISTANT PLANNER II 673 ASSISTANT TRAFFIC OPERATIONS ENGINEER 726 ASSOCIATE PARK AND LANDSCAPE PLANNER 703 ASSOCIATE PLAN CHECK ENGINEER 741 ASSOCIATE PLANNER 703 BIBLIOGRAPHIC TECHNICIAN 592 BUILDING INSPECTOR 653 BUILDING MAINTENANCE AIDE 571 BUILDING MAINTENANCE SUPERVISOR 663 BUILDING MAINTENANCE TECHNICIAN 611 BUILDING TECHNICIAN 605 BUSINESS TAX COLLECTOR /INSPECTOR 617 BUYER 657 BUYERISYSTEMS TECHNICIAN 657 CENTRAL SERVICES SUPERVISOR 617 COMBINATION BUILDING INSPECTOR 653 COMMUNITY DEVELOPMENT ANALYST 668 COMMUNITY DEVELOPMENT COMMISSION SECRETARY 589 COMMUNITY DEVELOPMENT DISTRICT MANAGER 723 COMMUNITY DEVELOPMENT TECHNICIAN 622 COMMUNITY PRESERVATION INSPECTOR 653 COMMUNITY PRESERVATION TECHNICIAN 605 COMMUNITY SERVICES SUPERVISOR 693 COMPUTER OPERATOR 617 COMPUTER PROGRAMMER 660 COMPUTER SYSTEMS ANALYST /PROGRAMMER 680 51 25C -53 CONSTRUCTION INSPECTOR 1 653 CONSTRUCTION INSPECTOR 11 663 CONTRACTS ADMINISTRATOR 653 CORRECTIONAL RECORDS SPECIALIST 554 CUSTODIAL AIDE /PORTER 516 CUSTODIAN SUPERVISOR 598 CUSTODIAN 546 CUSTOMER SERVICE REPRESENTATIVE 601 DATA ENTRY OFFICE ASST 571 DATA ENTRY OPERATOR 562 DATA ENTRY SPECIALIST 571 DEPUTY CLERK OF THE COUNCIL 612 ECONOMIC DEVELOPMENT AIDE 622 ECONOMIC DEVELOPMENT SPECIALIST 1 673 ECONOMIC DEVELOPMENT SPECIALIST 11 703 ECONOMIC DEVELOPMENT SPECIALIST 111 733 ELECTRICAL INSPECTOR 653 EMPLOYMENT SERVICES FISCAL SPECIALIST 644 ENGINEERING AIDE 607 ENVIRONMENTAL COORDINATOR 703 EQUIPMENT OPERATOR - WATER SERVICES 617 EQUIPMENT OPERATOR 612 EXECUTIVE SECRETARY 610 FACILITIES SUPERVISOR 663 FLEET EQUIPMENT SUPERVISOR 677 FLEET EQUIPMENT TECHNICIAN 1 618 FLEET EQUIPMENT TECHNICIAN 11 638 FLEET EQUIPMENT TECHNICIAN 111 653 FLEET PARTS SPECIALIST 628 GENERAL MAINTENANCE AIDE 571 GENERAL MAINTENANCE LEADER 632 GENERAL MAINTENANCE SUPERVISOR 663 GENERAL MAINTENANCE WORKER 611 GIS ADMINISTRATOR 698 GRAPHICS DESIGNER 1 614 GRAPHICS DESIGNER II 634 HOUSING AUTHORITY AIDE 544 HOUSING AUTHORITY ANALYST 670 HOUSING AUTHORITY COORDINATOR 733 HOUSING AUTHORITY INTAKE SPECIALIST 559 HOUSING AUTHORITY OPERATIONS SUPV. 691 HOUSING PROGRAMS AIDE 582 HOUSING PROGRAMS ANALYST 691 HOUSING PROGRAMS COORDINATOR 733 HOUSING SPECIALIST 1 592 HOUSING SPECIALIST II 616 INFORMATION SERVICES REPRESENTATIVE 606 INSTRUMENT TECHNICIAN 633 INTAKE SPECIALIST 559 52 25C -54 LANDSCAPE DEVELOPMENT ASSOCIATE 703 LEAD ACCOUNTING ASSISTANT 627 LEAD CORRECTIONAL RECORDS SPECIALIST 596 LEAD POLICE RECORDS SPECIALIST 606 LIBRARIAN 642 LIBRARY AIDE 499 LIBRARY SERVICES ASSISTANT 544 LOAN SPECIALIST 643 MAIL CLERK/MESSENGER 525 MAINTENANCE ASSISTANT 546 MAINTENANCE WORKER I 566 MAINTENANCE WORKER II 586 METER READER COLLECTOR 592 MICRO SYSTEMS PROGRAMMER 688 MICRO SYSTEMS TECHNICIAN 622 NETWORK ENGINEER 728 NETWORK SPECIALISTMAN SYSTEMS ADMINISTRATOR 688 OFFICE ASSISTANT 544 OFFICE SPECIALIST 519 OFFICE SUPERVISOR 613 PARK MAINTENANCE AIDE 444 PARK MAINTENANCE INSPECTOR I 571 PARK MAINTENANCE INSPECTOR II 615 PARK MAINTENANCE LEADER 615 PARK MAINTENANCE SUPERVISOR 663 PARK RANGER 632 PARKING METER OPERATIONS SUPERVISOR 625 PARKING METER TECHNICIAN 1 575 PARKING METER TECHNICIAN 11 605 PERMIT PROCESSOR 591 PERMIT SUPERVISOR 673 PERMIT TECHNICIAN 643 PLAN EXAMINER (T) 672 PLANNING ASSISTANT 633 PLANNING COMMISSION SECRETARY 610 PLUMBING INSPECTOR 653 POLICE FISCAL OFFICER 691 POLICE FISCAL SERVICES SUPERVISOR 660 POLICE RECORDS SPECIALIST 564 POLICE RECORDS SUPERVISOR 631 POLICE SYSTEMS SUPPORT ANALYST 708 PRINCIPAL LIBRARIAN 662 PRINCIPAL PROGRAMMER ANALYST 728 PROGRAMMER ANALYST 688 PROJECTS MANAGER 713 PROPERTY CONTROL SPECIALIST 592 PROPERTY REHABILITATION ASSISTANT 592 PUBLIC WORKS CREW LEADER 632 53 25C -55 PUBLIC WORKS DISPATCHER 576 PUBLIC WORKS PROJECTS SPECIALIST 673 PURCHASING ASSISTANT 582 PURCHASING SPECIALIST 593 PURCHASING SUPERVISOR 702 RECEPTIONIST 559 RECORDS SPECIALIST 587 RECREATION LEADER 532 RECREATION PROGRAM COORDINATOR 612 REDEVELOPMENT PROJECT MANAGER 673 REDEVELOPMENT PROJECT MANAGER II 713 REDEVELOPMENT PROJECT MANAGER III 733 REPROGRAPHIC EQUIPMENT OPERATOR 551 RESIDENTIAL CONSTRUCTION SPECIALIST 653 REVENUE AND CONTRACT COMPLIANCE AUDITOR 672 REVENUE PROCESSING ASSISTANT 562 REVENUE SUPERVISOR 647 SANITATION INSPECTOR 1 602 SANITATION INSPECTOR II 643 SECRETARY 589 SECURITY ELECTRONICS TECHNICIAN 666 SENIOR ACCOUNTANT 691 SENIOR ACCOUNTING ASSISTANT 608 SENIOR ACCOUNTING ASSISTANT /SYSTEMS TECHNICIAN 608 SENIOR ASSISTANT ENGINEER 741 SENIOR BUILDING INSPECTOR 673 SENIOR CIVIL ENGINEER 764 SENIOR COMBINATION BUILDING INSPECTOR 673 SENIOR COMMUNITY DEVELOPMENT ANALYST 697 SENIOR COMMUNITY PRESERVATION INSPECTOR 673 SENIOR CORRECTIONAL RECORDS SPECIALIST 581 SENIOR DEPUTY CLERK OF THE COUNCIL 642 SENIOR ELECTRICAL INSPECTOR 673 SENIOR ELECTRICAL SYSTEMS SPECIALIST 673 SENIOR ENGINEER 764 SENIOR FLEET EQUIPMENT SUPERVISOR 697 SENIOR GRADING SPECIALIST 673 SENIOR HOUSING SPECIALIST 654 SENIOR LAND SURVEYOR 774 SENIOR LIBRARIAN 647 SENIOR LIBRARY TECHNICIAN (T) 602 SENIOR OFFICE ASSISTANT 571 SENIOR OFFICE SPECIALIST 544 SENIOR PARK MAINTENANCE SUPERVISOR 693 SENIOR PLAN CHECK ENGINEER 764 SENIOR PLANNER 723 SENIOR PLUMBING INSPECTOR 673 SENIOR PLUMBING /MECHANICAL SYSTEMS SPEC. 673 SENIOR POLICE RECORDS SPECIALIST 591 54 25C -56 SENIOR PROGRAMMER ANALYST 708 SENIOR RECEPTIONIST 589 SENIOR RESIDENTIAL CONSTRUCTION SPECIALIST 673 SENIOR SYSTEMS ADMINISTRATOR 680 SENIOR TRAFFIC ENGINEER 764 SENIOR TRANSPORTATION ANALYST 764 SENIOR WATER SYSTEMS OPERATOR 653 STOCK CLERK 587 STOREKEEPER 622 STORMWATER COORDINATOR 683 STREET LIGHTING MAINTENANCE WORKER 622 STREET MAINTENANCE SUPERVISOR 663 STREET PAINTER 606 SUPERVISING ACCOUNTANT 713 SUPERVISING BUYER 687 SUPERVISING LIBRARY SERVICES ASSISTANT 576 SUPERVISING PARK RANGER 657 SURVEY PARTY CHIEF 686 SURVEY PARTY TECHNICIAN 1 622 SURVEY PARTY TECHNICIAN 11 653 SYSTEMS ADMINISTRATOR 648 SYSTEMS SUPPORT ANALYST 708 SYSTEMS TECHNICIAN 588 TELECOMMUNICATIONS COORDINATOR 690 TELECOMMUNICATIONS CUSTOMER SERVICE REP. 601 TENANT SERVICES TECHNICIAN 589 TREASURY SERVICES SUPERVISOR 647 TREE MAINTENANCE SUPERVISOR 663 TREE TRIMMER 606 UTILITIES BILLING /SYSTEMS TECHNICIAN 601 VIDEO TECHNICIAN 644 WATER SERVICES CREW LEADER 637 WATER SERVICES METER REPAIRER 1 596 WATER SERVICES METER REPAIRER 11 616 WATER SERVICES QUALITY COORDINATOR 688 WATER SERVICES QUALITY INSPECTOR 648 WATER SERVICES QUALITY SUPERVISOR 668 WATER SERVICES SUPERVISOR 668 WATER SERVICES UTILITY INSPECTOR 648 WATER SERVICES WORKER 1 571 WATER SERVICES WORKER 11 591 WATER SYSTEMS OPERATOR 599 WATER SYSTEMS OPERATOR II 619 WATER SYSTEMS OPERATOR 111 633 WEB SYSTEMS TECHNICIAN 588 WEBSITE ENTRY SPECIALIST 562 WORK CENTER COORDINATOR 733 WORKFORCE SPECIALIST 1 588 WORKFORCE SPECIALIST 11 613 WORKFORCE SPECIALIST III 633 WORKFORCE SPECIALIST IV 688 55 25C -57 YOUTH SERVICES TECHNICIAN 582 ZOO ANIMAL REGISTRAR 593 ZOO CURATOR OF EDUCATION 642 ZOO CURATOR 642 ZOO EDUCATION SPECIALIST 593 ZOO KEEPER AIDE 503 ZOO KEEPER 563 ZOO KEEPER II 593 M 25C -58 EXHIBIT C RESOLUTION NO. 51 -75 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA RELATING TO EMPLOYER - EMPLOYEE RELATIONS IN THE PUBLIC SERVICE OF THE CITY OF SANTA ANA WHEREAS, the Council of the City of Santa Ana declares that it is the public policy of the City to maintain and enhance its administration of employer - employee relations and to protect the public by assuring at all times the orderly and uninterrupted operations and services of City government; and WHEREAS, the City of Santa Ana desires to establish uniform and orderly methods of communication between the City and its employees, including provisions for (a) recognizing the rights of employees to join organizations of their own choosing for the purpose of representation on matters affecting employee relations or to represent themselves individually in dealing with the City; and (b) establishing equitable and uniform rules and procedures to provide for the orderly and systematic presentation, consideration and resolution of employer - employee relations matters; and WHEREAS, the City of Santa Ana has met and conferred in good faith with representatives of the Santa Ana City Employees' Association; Santa Ana Police Benevolent Association; Santa Ana Firemen's Benevolent Association; and the American Federation of State, County and Municipal Employees, AFL -CIO, which are the only employee organizations known to the City to have among their members employees of the City, concerning the rules and regulations for the administration of employer - employee relations set forth herein; and NOW, THEREFORE, the City Council of the City of Santa Ana does hereby resolve as follows: Section 1: Title of Resolution This Resolution shall be known as the "Employer- Employee Relations Resolution of the City of Santa Ana ". Section 2: Definitions As used in this Resolution, the following terms shall have the meanings indicated: APPROPRIATE UNIT - means a unit of employee classifications or positions established pursuant to Section 11 of this Resolution. CITY - means the City of Santa Ana, a municipal corporation, and where appropriate herein, "City" refers to the City Council or any duly authorized management employee as herein defined. DAY - means calendar day unless expressly stated otherwise. EMPLOYEE - means any person regularly employed by the City on a full time basis except those persons elected by popular vote. EMPLOYEE, CONFIDENTIAL - means an employee who is assigned to perform work directly involved in the development, preparation or presentation of management positions with respect to employer- employee relations. EMPLOYEE, MANAGEMENT - means any employee having responsibility for formulating, administering or managing the implementation of City policies or programs, including but not limited to, department and assistant department heads, division heads, and professional administrative staff employees employed to render advice and assistance pertaining to the conduct of legal, fiscal, budgetary, personnel management and employer- employee relations affairs of the City. EMPLOYEE, PROFESSIONAL - means a classification of employees engaged in work (a) predominantly intellectual and varied in character as opposed to routine mental, manual, mechanical or physical work; (b) involving the constant exercise of discretion and judgment in its performance; and (c) requiring knowledge in a field of science or learning customarily acquired by a prolonged course of specialized intellectual instruction and study in 57 25C -59 an institution of higher learning, as distinguished from a general academic education, or from an apprenticeship or from training in the performance of routine, mental, manual or physical processes. EMPLOYEE, SUPERVISORY - means any employee, regardless of job description or title, having authority, in the interest of the employer, to hire, transfer, suspend, layoff, recall, promote, discharge, assign, reward, or discipline other employees, or the responsibility to assign work to and direct them, or to evaluate or review their grievances, or effectively to recommend such actions, if in connection with any of the foregoing, the exercise of such responsibility is not of merely routine or clerical nature, but requires the use of independent judgment. EMPLOYEE ORGANIZATION - means any lawful organization which includes employees of the City and which has as one of its primary purposes representing such employees in their employment relations with the City; provided, however, that said organization has no restrictions on membership based on race, color, creed, sex or national origin. EMPLOYEE RELATIONS OFFICER - means the City's principal representative in all matters of employer - employee relations designated pursuant to Section 3 hereof, or his duly authorized representative. EMPLOYER- EMPLOYEE RELATIONS - means the relationship between the City and its employees and their employee organization, or when used in a general sense, the relationship between City management and individual employees or employee organizations. GRIEVANCE - means a dispute, claimed by an employee, group of employees or a recognized employee organization concerning the meaning, application, or enforcement of any of the provisions of the City's Employer - Employee Relations Policy or of a memorandum of understanding; and for which specific hearing or appeal procedure is not otherwise provided, or is not specifically withheld, by civil service rule, ordinance, resolution, charter provision, or memorandum of understanding. IMPASSE - means that the representatives of the City and a Recognized Employee Organization have reached a point in their meeting and conferring in good faith where their differences concerning matters on which they are required to meet and confer, remain so substantial that further meeting and conferring would not be likely to result in an agreement. MEDIATION OR CONCILIATION - means the efforts of an impartial third person or persons, functioning as intermediaries, to assist the parties in reaching a voluntary resolution to an impasse, through interpretation, suggestion and advice. Mediation and conciliation are interchangeable terms. MEET AND CONFER IN GOOD FAITH - (sometimes referred to herein as "meet and confer" or "meeting and conferring ") - means the performance by duly authorized City representatives and duly authorized representatives of a recognized employee organization of their mutual obligation personally to meet and confer in good faith promptly upon the request of either party and continue for a reasonable period of time in order to exchange freely information, opinions and proposals, and to endeavor to reach agreement on matters within the scope of representation prior to the adoption by the City of its final budget for the ensuing year. This does not require either party to agree to a proposal or to make a concession. MEMORANDUM OF UNDERSTANDING - means a written memorandum of the agreement between the City and a recognized employee organization reached through meeting and conferring. PEACE OFFICER - means an employee of the Santa Ana Police Department whose principal duties consist of active law enforcement and who is designated as a "peace officer" as that term is defined in Section 830, California Penal Code, except that, for purposes of this Resolution only, "peace offices" does not mean a park patrolman, security guard or a member of the fire department, whether the latter be serving as a member of an arson investigating unit, as a deputy or assistant state fire marshal, or in any capacity wherein the member would have the status of peace officer for purposes other than that of this Resolution. RECOGNIZED EMPLOYEE ORGANIZATION - means an employee organization which has been granted formal recognition by the Employee Relations Officer as the employee organization which has the right to meet and confer in good faith as the majority representative of all members of an appropriate representation unit pursuant to Section 58 25C -60 11 hereof, except those employees in such unit who have exercised their right not join an employee organization and who choose to represent themselves individually with the City, or has been designated through a secret ballot election as the exclusive representative of the employees in an appropriate representation unit pursuant to Section 11 of this Resolution. SCOPE OF REPRESENTATION - means those matters relating to employment conditions and employer - employee relations including, but not limited to, wages, hours, and other terms and conditions of employment except, however, that the scope of representation shall not include consideration of the merits, necessity, or organization of any service or activity provided by law or executive order. Section 3: Desienation of the City's Employee Relations Officer The City Council hereby designates the City Manager as the Employee Relations Officer who shall be the City's principal representative on all matters of employer - employee relations, with authority to meet and confer in good faith on matters within the scope of representation, and to administer all provisions of this Resolution and the employee relations rule and procedures adopted pursuant thereto. The Employee Relations Officer is authorized to delegate his duties and responsibilities. Section 4: Meet and Confer in Good Faith - Scope City representatives and representatives of formally recognized employee organizations having exclusive representation rights, have the mutual obligation personally to meet and confer in good faith in order to exchange freely information, opinions and proposals and to endeavor to reach agreement on matters within the scope of representation prior to the adoption by the City of its final budget for the ensuring year. The City shall not be required to meet and confer in good faith on a subject preempted by Federal or State law or by the City Charter. Section 5: Notice The City will give reasonable written notice to each recognized employee organization affected by any ordinance, rule, resolution, or regulation relating to matters within the scope of representation proposed to be adopted by the City, and each such organization shall be given the opportunity to meet and confer with the Employee Relations Officer prior to such adoption. In cases of emergency when the City determines that an ordinance, rule, resolution, or regulation relating to matters within the scope of representation must be adopted immediately without prior notice or meeting with recognized employee organization, the Employee Relations Officer shall provide such notice and opportunity to meet at the earliest practicable time following the adoption of such ordinance, rule, resolution or regulation. Section 6: Petition for Remmition An employee organization that seeks to be formally acknowledged as the Recognized Employee Organization representing the employees in an appropriate unit shall file a petition with the Employee Relations Officer containing the following information and documentation: Name and address of the employee organization. Names and titles of its officers. Names and titles of employee organization representatives who are authorized to speak on behalf of the organization. A statement that the employee organization has, as one of its primary purposes, representing the employees in their employment relations with the City. A statement whether the employee organization is a chapter or local of, or affiliated directly or indirectly in any 59 25C -61 manner with, a regional or state, or national or international organization, and, if so, the name and address of each such regional, state or international organization. Certified copies of the employee organization's constitution and bylaws, including all amendments thereof. A designation of those persons, not exceeding three in number, and their addresses, to whom sent by first class or certified United States mail will be deemed sufficient notice on the employee organization. A statement that the employee organization is cognizant of the provisions of Section 3509 of the Meyer- Milias- Brown Act. A statement that the employee organization has no restriction on membership based on race, color, creed, sex, or national origin. A description of the composition of the unit or units claimed to be appropriate, including the job classifications of employees and the number of member employees therein, as well as a statement of reasons why the unit or units is or are considered to be appropriate. A statement that the employee organization has in its possession written proof, dated by the signer within six (6) months of the date upon which the petition is filed, to establish that a majority of the employees in the unit claimed to be appropriate have designated the employee organization to represent them in their employment relations with the City. Such written proof shall be made in such language and form as the Employee Relations Officer shall prescribe and shall be submitted for confirmation to the Employee Relations Officer to a mutually agreed upon disinterested third party. Notwithstanding the above, the Employee Relations Officer, in his sole discretion, may accept employee dues deduction authorization, using the payroll register for the period immediately preceding the date of filing of a Petition of Recognition, as proof of employee support for the petitioning organization, except that dues deduction authorizations for more than one employee organization for the account of any one employee shall not be considered as proof of employee support for any employee organization, unless it can otherwise be shown that the dues deduction for the petitioning organization is the only one which provides full membership rights and privileges, including the right to vote. A request that the Employee Relations Officer recognize the petitioning employee organization as the Recognized Employee Organization representing the employees in the unit(s) claimed to be appropriate for the purpose of meeting and conferring in good faith on all matters within the scope of representation. The Petition, including all accompanying documents, shall be declared to be true, correct and complete, under penalty of perjury, by the duly authorized officer(s) of the employee organization executing it. The Employee Relations Officer may require additional information as required by this Resolution to be included in the Petition. The Employee Relations Officer shall give prompt written notice of the filing of a Petition to any recognized employee organization affected thereby. Section 7: City Response to Recognition Petition Upon receipt of the Petition, the Employee Relations Officer shall within ten (10) days determine whether: There has been compliance with the requirements of the Recognition Petition; and The proposed representation unit is an appropriate unit in accordance with Section 11 of this Resolution. If an affirmative determination is made by the Employee Relations Officer on the foregoing two matters, he shall within ten (10) days after making said determination, inform the petitioning employee organization, shall give written notice of such request for recognition to the employees in the unit and shall take no action on said request for thirty (30) days thereafter. If either of the foregoing matters are not affirmatively determined, the Employee Relations Officer shall meet and discuss the matter with such petitioning employee organization, and, if such determination thereafter remains unchanged, shall inform that organization of the reasons therefore in writing. The petitioning employee organization may appeal such determination in accordance with Section 13 of this Resolution. 60 25C -62 Section 8: Open Period for Filing Challenging Petition (s) Within thirty (30) days of the date written notice was given to affected employees that a valid Recognition Petition(s) for an appropriate unit has been filed, any other employee organization may file a competing request to be formally acknowledged as the recognized employee organization of the employees in the same or in an overlapping unit (one which corresponds with respect to some but not all the classifications or positions set forth in the Recognition Petition being challenged), by filing a petition(s) evidencing proof of employee support in the unit claimed to be appropriate of at least thirty (30) percent and otherwise in the same form and manner as set forth in Section 6 of this Resolution. If such challenging petition(s) seeks establishment of an overlapping unit, the Employee Relations Officer shall call for a hearing on such overlapping petitions for the purpose of ascertaining the more appropriate unit, at which time the petitioning employee organizations shall be heard. Thereafter, the Employee Relations Officer shall determine the appropriate unit or units in accordance with the standards in Section 11 of this Resolution, The petitioning employee organizations shall have fifteen (15) days from the date notice of such unit determination is communicated to them by the Employee Relations Officer to amend their petitions to conform to such determination or to appeal such determination pursuant to Section 13 of this Resolution. Section 9: Election Procedure The Employee Relations Officer shall arrange for a secret ballot election to be conducted by a party agreed to by the Employee Relations Officer and the concerned employee organization(s) in accordance with its rules and procedures subject to the provisions of this Resolution. All employee organizations who have duly submitted petitions which have been determined to be in conformance with this Resolution shall be included on the ballot. The choice of "no organization" shall also be included on the ballot. Employees entitled to vote in such election shall be those persons employed full time in regular, permanent positions within the designated appropriate unit who were employed during the pay period immediately prior to the date which ended at least fifteen (15) days before the date the election commences, including those who did not work during such period because of illness, vacation or other authorized leaves of absence, and who are employed by the City in the same unit on the date of election. An employee organization shall be formally acknowledged as the Recognized Employee Organization for the designated appropriate unit following an election or runoff election if it received a numerical majority of all valid votes cast in the election. If an election involving three or more choices, where none of the choices receives a majority of the valid votes cast, a runoff election shall be conducted between the two choices receiving the largest number of valid votes cast (that is, either between two employee organizations, or one employee organization and no representation); the rules governing an initial election being applicable to a runoff election, except that the runoff election shall be held within fifteen (15) days following the certification of the initial election results. There shall be no more than one valid election under this Resolution pursuant to any petition in a 12 month period affecting the same unit. In the event that the parties are unable to agree on a third party to conduct an election, the election shall be conducted by the California State Conciliation Service. Costs of conducting elections shall be home in equal shares by the City and by each employee organization appearing on the ballot. In cases where a Memorandum of Understanding between the City and an employee organization is in effect on the effective date of this Resolution, it shall be presumed for the duration of the Memorandum of Understanding that the unit set forth in the Memorandum of Understanding is appropriate and that the employee organization is the majority representative of the employees covered therein. Unless a petition is filed pursuant to Section 12 below, it shall be presumed that when said Memorandum of Understanding terminates the employee organization shall continue to be a majority representative of employees covered by said Memorandum of Understanding for the purposes of meeting and conferring regarding matters within the scope of representation; provided, however, the employee organization files with the City the information required by Section 6(a), 1 through 13 of this Resolution. Nothing contained herein shall preclude an employee organization from filing a petition for recognition pursuant to Section 6 or Section 10 of this Resolution at the expiration of Memoranda of Understanding which expire on June 30, 1981. Section 10: Procedure for Decertification of Recognize d Employee Organization A Decertification Petition alleging that the incumbent Recognized Employee Organization no longer represents a majority of the employees in an established appropriate unit maybe filed with the Employee Relations Officer only during the month of January of any year following the first full year of recognition or during the thirty (30) day period commencing one hundred eighty (180) days prior to the termination date of a Memorandum of 61 25C -63 Understanding then having been in effect less than three (3) years, whichever occurs later. A Decertification Petition may be filed by employees or their representative, or an employee organization, and shall contain the following information and documentation declared by the duly authorized signatory under penalty of perjury to be true, correct and complete: The name, address and telephone number of the petitioner and a designated representative authorized to receive notices of requests for further information. The name of the established appropriate unit and of the incumbent Recognized Employee Organization sought to be decertified as the representative of that unit. An allegation that the incumbent Recognized Employee Organization no longer represents a majority of the employees in the appropriate unit, and any other relevant and material facts relating thereto. Proof of employee support that a majority of the employees in the established appropriate unit no longer desires to be represented by the incumbent Recognized Employee Organization. Such proof shall be submitted for confirmation to the Employee Relations Officer or to a mutually agreed upon disinterested third party. The Employee Relations Officer can only accept those petitions which 1) request decertification of the current formally recognized employee organization and 2) do not request to carve out another unit from the already established appropriate unit. An employee organization may file a Petition under this Section in the form of a Recognition Petition that conforms to the requirements of Section 6 of this Resolution in satisfaction of the Decertification Petition requirements hereunder. The Employee Relations Officer shall initially determine whether the Decertification Petition or Recognition Petition, if any, have been filed in compliance with the applicable provisions of this Resolution. If his determination is in the negative, he shall offer to consult thereof with the representative(s) of such petitioning employees or employee organization, and if such determination thereafter remains unchanged, shall return such Petition(s) to the employees or employee organization with a statement of the reasons therefore in writing. The petitioning employees or employee organization may appeal such determination in accordance with Section 13 of this Resolution. If the determination of the Employee Relations Officer is in the affirmative, or if his negative determination is reversed on appeal, he shall give written notice of such Decertification of Recognition Petition to the incumbent Recognized Employee Organization and to unit employees. The Employee Relations Officer shall thereupon arrange for a secret ballot election to be held on or about fifteen (15) days after such notice to determine the wishes of unit employees as to the question of decertification, and if an accompanying Recognition Petition was duly filed, and, in the event decertification of the incumbent Recognized Employee Organization is voted, the question of representation. Such election shall be conducted in conformance with Section 9 of this Resolution. The cost of any election proceeding under the provisions of this Section shall be borne entirely by the employee organization(s) challenging the incumbent recognized employee organization. An employee organization which displaces another employee organization as a formally recognized employee organization following an election conducted pursuant to this Section shall assume any existing Memorandum of Understanding then in effect as a condition of recognition and said Memorandum of Understanding shall remain in full force and effect for the balance of the term thereof. Section 11: Policy and Standards for Determination of Appropriate Units The basic policy objectives in determining the appropriateness of units shall be the effect of a proposed unit on 1) the efficient operations of the City and its compatibility with the primary responsibility of the City and its employees to effectively and economically serve the public and 2) providing employees with effective representation based on recognized community of interest considerations. These policy objectives require that the appropriate unit shall be 62 25C -64 the broadest feasible grouping of positions that share an identifiable community of interest. Factors to be considered shall be: Similarity of the general kinds of work performed, types of qualifications required, and the general working conditions. History of representation in the City and similar employment; except however, that no unit shall be deemed to be an appropriate unit solely on the basis of the extent to which employees in the proposed trait have organized. The effect of the proposed unit on efficient operations of the City and the compatibility of the unit with the responsibility of the City and its employees to serve the public. The effect on the administration of employer- employee relations created by the fragmentation of classifications and proliferation of units. Effect on the classification structure and impact on the stability of the employee relationship of dividing a single or related classification among two or more units. Notwithstanding the foregoing, management employees shall only be included in a unit consisting solely of management employees and confidential employees shall be included in a unit consisting solely of confidential employees. When the City establishes new classifications or positions, or modifies the job content of an existing classification or position, the Employee Relations Officer shall, after notice to and consultation with all affected employee organizations, determine which, if any, representation unit shall include such new or modified classification(s) or position(s). Section 12: Procedure for Modification of Established Appro rn iate Units Requests by employee organizations for modifications of established appropriate units may be considered by the Employee Relations Officer only during the period specified in Section 10 of this Resolution. Such requests shall be submitted in the form of a Recognition Petition, and, in addition to the requirements set forth in Section 6 of this Resolution, shall contain a complete statement of all relevant facts and citations in support of the proposed modified unit in terms of the policies and standards set forth in Section 11 hereof. The Employee Relations Officer shall process such petitions as other Recognition petitions under this Resolution. The Employee Relations Officer may on his motion propose, during the period specified in Section 10 of this Resolution, that an established unit be modified. The Employee Relations Officer shall give written notice of the proposed modification(s) to any affected employee organization and shall hold a meeting concerning the proposed modification(s), at which time all affected employee organizations shall be heard. Thereafter the Employee Relations Officer shall determine the composition of the appropriate unit or units in accordance with Section 11 of this Resolution, and shall give written notice of such determination to the affected employee organizations. The Employee Relations Officer--s determination may be appealed as provided in Section 13 of this Resolution. If a unit is modified pursuant to the motion of the Employee Relations Officer hereunder, employee organizations may thereafter file Recognition Petitions seeking to become the Recognized Employee Organization for such new appropriate unit or units pursuant to Section 6 hereof. Section 13. Appeals An employee organization aggrieved by an appropriate unit determination of the Employee Relations Officer under this Resolution may, within ten (10) days of notice thereof, appeal such determination to the City Council for final decision. An employee organization aggrieved by a determination of the Employee Relations Officer that a Recognition Petition (Section 6); Challenging Petition (Section 8) or Decertification Petition (Section 10) or employees aggrieved by a determination of the Employee Relations Officer that a Decertification Petition (Section 10) has not been filed in compliance with the applicable provisions of this Resolution, may, within fifteen (15) days of notice of 63 25C -65 such determination, appeal the determination to the City Council for final decision Appeal to the City Council shall be filed in writing with the City Cleric, and a copy thereof served on the Employee Relations Officer. The City Council shall commence to consider the matter within thirty (30) days of the filing of the appeal, and shall render a final and binding decision regarding the resolution of the disputed issue(s) raised by the appeal after each party involved has been given an opportunity, during a public meeting, to present written and oral arguments in support of their respective positions and, if the City Council so desires, after any future investigation or review of the matter as it may deem appropriate. The City Council, may, in its discretion, refer the dispute to a third party hearing process for the purpose of seeking an advisory determination prior to malting its final decision regarding the resolution of the dispute. Section 14: Submission of Current Information by Recognized Employee Organizations All changes in the information filed with the City by a Recognized Employee Organization under Items 1 through 13 of its Recognition Petition under Section 6 of this Resolution shall be submitted in writing to the Employee Relations Officer within fifteen (15) days of such change. Section 15: Payroll Deductions on Behalf of Emnlovee Organizations Upon formal acknowledgment by the City of a Recognized Employee Organization under this Resolution, only such Recognized Employee Organization may be provided payroll deductions of membership dues and insurance premiums for plans sponsored by such organization upon the written authorization of employees in the unit represented by Recognized Employee Organization on forms provided therefore by the City. The providing of such service to the Recognized Employee Organization by the City shall be contingent upon and in accordance with the provisions of Memorandum of Understanding and /or applicable administrative procedures. Section 16: Emnlovee Organization Activities - Use of City Resources Access to City work locations and the use of City paid time, facilities, equipment and other resources by employee organizations and those representing them shall be authorized only to the extent provided for in Memorandum of Understanding and/or administrative procedures; shall be limited to activities pertaining directly to the employer - employee relationship and not such internal employee organization business as soliciting membership, campaigning for office, and organization meetings and elections; and shall not interfere with the efficiency, safety and security of City operations. Section 17: Administrative Rules and Procedures The Employee Relations Officer is hereby authorized to establish such rules and procedures as appropriate to implement and administer the provisions of this Resolution after consultation with affected employee organizations. Section 18: Initiation of Impasse Procedures If the meet and confer process has reached impasse as defined in this Resolution, either party may initiate the impasse procedures by filing with the other party a written request for an impasse meeting, together with a statement of its position on all disputed issues. An impasse meeting shall then be scheduled promptly by the Employee Relations Officer. The purpose of such impasse meeting shall be: To identify and specify in writing the issue or issues that remain in dispute; To review the position of the parties in a final effort to resolve such disputed issue or issues; and If the dispute is not resolved, to discuss arrangement for the utilization of the impasse procedures provided herein Section 19: Impasse Procedures Impasse procedures are as follows: 64 25C -66 If the parties so agree, the issue or issues at impasse shall be submitted directly to the City Council for determination. If they do not agree within seven (7) days following the conclusion of the impasse meeting set forth in Section 18 above, either party may submit the impasse to mediation. All mediation proceeding shall be private and the mediator shall make no public recommendation, nor take any public position at any time concerning the issues. If the parties are unable to agree on a mediator after a reasonable period of time, they shall select the mediator from a list of three names to be provided by the State Conciliation Service, or if that agency for any reason shall fail to provide such list, by the American Arbitration Association. Upon receipt of such list, the parties shall alternately strike names from the list until a single name remains who shall become the mediator. The priority of striking names shall alternate from one party to the other each time impasse procedures are invoked by the same parties. The employee organization or the City shall commence this process in an order determined by lot striking the first name from such list of names in any initial mediation. The cost of the mediator, if any, shall be shared equally by both parties. If the parties have failed to resolve all their disputes through mediation within fifteen (15) days after the mediator commenced meetings with the parties, the parties may agree to submit the issues in dispute directly to the City Council. In that event, the City Council shall finally determine the issues after conducting a public hearing thereon and after such further investigation of the relevant facts as it may deem appropriate. If the parties have exhausted the mediation process, the matter shall be submitted to the City Council for resolution. Section 20: Construction This Resolution shall be administered and construed as follows: Nothing in this Resolution shall be construed to deny to any person, employee, organization, the City, or any authorized officer, body or other representative of the City, the rights, powers and authority granted by Federal or State law or City Charter provisions. Nothing in this Resolution shall be construed as making the provisions of California Labor Code Section 923 applicable to City employees or employee organizations, or of giving employees or employee organizations the right to participate in, support, cooperate or encourage, directly or indirectly, any strike, sickout, other total or partial stoppage or slowdown of work or any other interference with the conduct of the City's operations. Nothing contained in this Resolution shall abrogate any written Memorandum of Understanding between any employee organization and the City in effect on the effective date of this Resolution. All such agreements shall continue in effect for the duration of the term specified therein unless modified or rescinded by mutual agreement of the parties thereto. Whenever written notice is required by this Resolution, such notice shall deem to have been received on the day immediately following the day on which it was mailed (excluding Saturdays, Sundays, and holidays on which the offices of the City are closed) provided the same was sent by first class or certified mail, postage prepaid to the City at 20 Civic Center Plaza, Santa Ana, California 92701, or to any employee organization at its last address furnished to the City. Section 21: Severability In any section, subsection, sentence, clause or phrase of this Resolution, or the application of such portion to any person or circumstance, shall be held invalid by a decision of any court of competent jurisdiction, the remainder of this Resolution, or the application of such portion to persons or circumstances other than those as to which it is held invalid, shall not be affected thereby. The City Council hereby declares that it would have passed this Resolution M 25C -67 and each section, subsection, sentence, clause and phrase thereof, irrespective of the fact that any or more sections, subsections, sentences, clauses or phrases be declared invalid. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Santa Ana: that this Resolution shall be operative from and after May 18, 1981. ADOPTED this 18s' day of May, 1981, by the following vote: AYES: Acosta, Bricken, Griset, Luxembourger, Markel, McGuigan, Serrat M 25C -68