HomeMy WebLinkAboutReso 2008-1265
RESOLUTION NO. 2008-J 2l:.~
A RESOLUTION OF THE CITY COMMISSION OF THE
CITY OF SUNNY ISLES BEACH, FLORIDA, APPROVING
THE PERSONNEL POLICY MANUAL, ATTACHED
HERETO AS EXHIBIT "A"; AUTHORIZING THE CITY
MANAGER TO DO ALL THINGS NECESSARY TO
EFFECTUATE THE TERMS OF THIS RESOLUTION;
PROVIDING FOR AN EFFECTIVE DATE.
WHEREAS, the proposed City of Sunny Isles Beach Personnel Policy Manual
("Manual ") will provide guidance on procedures, benefits, and the general operation of the City;
and
WHEREAS, the Manual is a living document that is subject to change on an as-needed
basis; and
WHEREAS, the Manual was recently updated to address comments raised by the City
Commission at its March 20, 2008 meeting; and
WHEREAS, specifically, the Manual was updated to eliminate the 25 days vacation
accrual benefit for all current and new hire general and exempt/department head employees
(excluding sworn police personnel); and
WHEREAS, additionally, the Manual was updated to provide that all current general
employees and exempt/department head employees will continue with the 20 day vacation
accrual benefit as is and as such, employees will accrue 20 vacation days commencing in their
Illh year of service, for a maximum benefit accrual of 20 days; and
WHEREAS, additionally, the Manual was updated to provide that all new-hire general
employees and exempt/department head employees (excludin~ sworn officers) will accrue one
(1) additional day per year of service commencing in their 11 I year of service, for a maximum
benefit accrual of 20 days, which means that commencing in the Illh year of service the
employee will receive 16 days of vacation, 17 days of vacation at the lih year of service, and so
on, until the maximum of 20 vacation days per year is being accrued.
WHEREAS, additionally, the Manual was updated to provide that all new-hire
exempt/department head employees will receive a maximum benefit of seven (7) floating days,
as the City has eliminated the three (3) additional floating holidays that exempt/department heads
are currently provided after 5 years of service.
WHEREAS, as promised, the City Manager will initiate a review of all of our benefits
for sworn police personnel in two years (2010); and
WHEREAS, the City Commission now desires to approve the Personnel Policy Manual
as is, with the understanding that changes will be presented to the City Commission annually for
ratification.
R2008- Personnel Policy Manual
Page I 01'2
NOW THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE
CITY OF SUNNY ISLES BEACH, FLORIDA, AS FOLLOWS:
Section 1. Approval of the Personnel Policy Manual. The City Commission hereby approves
the Personnel Policy Manual, attached hereto as Exhibit "A".
Section 2. Authorization of City Manager. The City Manager is hereby authorized to do all
things necessary to effectuate the terms of this resolution.
Section 3.
Effective Date. This Resolution will become effective upon adoption.
PASSED and ADOPTED this lSth day of May 2008.
ATTEST:
~diMA~
J.ane A. Hines, CMC, City Clerk
APPROVED AS TO FORM
AND LEGAL SUFFICIENCY
~...AA... ~~ ~
'1Ians Ottinot, City Attorney
Second by:
{lU d\~OV~~<(R
~~~~2ItJ
Moved by:
VOTE: $-0
Mayor Edelcup
Vice Mayor Thaler
Commissioner Brezin
Commissioner Goodman
Commissioner Scholl
v(Yes)_(No)
V(Yes)_(No)
V (Yes)_(No)
t:-CYeS)_(NO)
_(Yes)_(No)
R2008- Personnel Policy Manual
Page 2 01'2
City of Sunny Isles Beach
18070 Collins Avenue
Sunny Isles Beach, Florida 33160
(305) 947-0606 City Hall
(305) 949-3113 Fax
(305) 947-2150 Building Department
(305) 947-5107 Fax
City Commission
Norman S. Edelcup, Mayor
Lewis J. Thaler, Vice Mayor
Roslyn Brezin, Commissioner
Gerry Goodman, Commissioner
George "Bud" Scholl, Commissioner
A. John Szerlag, City Manager
Hans Ottinot, City Attorney
Jane A. Hines, City Clerk
MEMORANDUM
TO:
FROM: A. John Szer1ag, City Manag
DATE: May 15,2008
RE: Personnel Policy Manual
RECOMMENDATION
It is recommended that the City Commission consider the attached resolution approving the
Personnel Policy Manual.
REASONS
At the March 2008 City Commission meeting I submitted the Personnel Policy Manual that had
been in circulation in one form or another since 2000. After some discussion relative to
economic policies contained therein, the matter was tabled to provide for time to conduct a
benefit comparison survey with surrounding communities. Attached is the survey of benchmark
cities relative to key economic impact benefits, as well as a comparative analysis. Further, as a
result of this analysis, I am proposing the following changes to our current benefits package in
order to bring us more in-line with our benchmark cities:
.:. Twenty-Five (25) Days Vacation Accrual Benefit. We have eliminated the 25 days
vacation accrual benefit for all current and new hire general and exempt/department head
employees (excluding sworn police personnel).
.:. Twenty (20) Days Vacation Accrual Benefit for Current Employees. Current general
and exempt/department head employees will continue with the 20 day vacation accrual
benefit as is. As such, employees will accrue 20 vacation days commencing in their 11 th
year of service, for a maximum benefit accrual of 20 days.
.:. Twenty (20) Day Vacation Accrual Benefit for New Hires. New hire general and
exempt/department head employees (excluding sworn police personnel) will accrue one
(1) additional day per year of service commencing in their 11 th year of service, for a
maximum benefit accrual of 20 days. This means that commencing in the 11 th year of
Commission. Personnel Policy Manual Benchmark Cities Memo2
Agenda Item ~
Date 5-/5 -()<l
The Honorable City Commission
May 15,2008
Page 2
service the employee will receive 16 days of vacation, 17 days of vacation at the 1 ih year
of service, and so on, until the maximum of 20 vacation days per year is being accrued.
.:. Elimination of Three (3) Additional Floating Days at Five years of Service for
Exempt/Department Heads. New hire exempt/department head employees will receive
a maximum benefit of seven (7) floating days. This represents five (5) floating days for
the position and the two (2) floating days that all employees receive. We have eliminated
the three (3) additional floating holidays that exempt/department heads are currently
provided after 5 years of service for new hire exempt/department head employees.
ADDITIONAL INFORMATION
As promised, Chief Maas and I will initiate a review of all of our benefits for sworn police
personnel in two years (2010).
The changes are attached hereto. However, please bring the personnel manual that was
distributed to you for the March meeting. If this is inconvenient, please call Ivonne and she
will provide you with another full copy of the manual.
As always, please feel free to call should you have any questions.
Attachment
AJS/iw/pw
OF SUt'l
TO:
FROM:
DATE:
RE:
City of Sunny Isles Beach
18070 Collins Avenue
Sunny Isles Beach, Florida 33160
City Commission
Nonnan S. Edelcup, Alayor
Lewis J. Thaler, I/i," ivlayor
Roslyn Brezin, Commirrio1/er
Gerry Goodman, COmmifJirJ//er
George "Bud" Scholl, GJmmifJioller
(305) 947-0606 City Ilall
(305) 949-3113 Fax
(305) 947-2150 Building Department
(305) 947-5107 Fax
A. John Szerlag, Cily Alal/{wr
Hans Ottino!, Cily /liIomey
Jane A. Hines, Cily Clerk
MEMORANDUM
A. John Szer1ag, City Manager
Thomas J. Acquaro, Human Resources & Risk Mgmt Director
Doug Haag, Asst. City Manager-Finance
Fred Maas, Police Chief
Jorge Vera, Asst. City Manager-Service
May 1, 2008
Benchmark Cities Benefits Survey Results
At your request, a benchmark cities survey of key economic impact benefits was conducted and a
comparative analysis done. The benchmark cities surveyed were the combined benchmark cities
used in the Mercer classification plan review and in the Police Compensation Fact Finding review
which are as follows:
. Aventura
. Bal Harbour
. HallandaIe Beach (Broward County)
. Key Biscayne
. North Miami Beach
. Pinecrest
. Surfside
Initially, a four-page questionnaire was both mailed and emailed to the benchmark cities (see
Attachment 1) and follow-up phone calls made. The following key economic benefit items were
targeted:
. Annual Vacation
. Personal Days/Floating Holidays
. Paid Holidays
. Sick Leave
. Retirement
. Health/Dental Insurance
. Comp / Flex Time
. Tuition Reimbursement
. LTD/ ADD/Life Insurance
The questionnaire asked what specific benefits and amounts, under each key benefit, do Fulltime
Non-sworn employees receive; what additional or different benefits do Exempt & Department
Head/Sr. Mgmt employees receive; and, how are their sworn employees treated differently.
The methodology for the analysis was relatively straightforward: after sending/receiving back the
benefits questionnaire from each benchmark city, a spreadsheet was created for each benefit queried
and a comparative analysis done (Attachment 2). Also provided for your review are examples of
what benefits a typical fulltime general employee and a typical department head with over one year
of municipal service, over five years of municipal service, and over fifteen years of municipal service
receive in the benchmark cities receive as compared to their counterparts in the City of Sunny Isles
Beach (SIB).
The results, in general, indicate that SIB employees receive benefits that are competitive with those
offered by the benchmark cities. SIB is not the sole leader in anyone benefit in which it offers the
most or the most costly benefit, rather there are one or more other cities that also provide the same
level benefit or more, i.e., SIB with Bal Harbour have a maximum vacation accrual amount of 25
days when most benchmark cities provide 20 days maximum accrual. In contrast, there are a few
benefits in which SIB is not as competitive as the other cities, i.e., SIB has an annual cap of $1500
for tuition reimbursement and several benchmark cities have no maximum amount which could
result in a tuition reimbursement benefit of over $10,000 depending what college is attended, etc.
However, we recommend the following changes in our current benefits in order to bring us more in
line with our benchmark cities:
. For all current and new-hire general employees and exempt/department head employees
(excluding sworn officers), discontinue the 25 days vacation accrual benefit.
. For all current general employees and exempt/ department head employees, continue to allow
the 20 days vacation accrual benefit as is which provides for the accrual of 20 days vacation
commencing in the 11 th year of service for a maximum benefit accrual of 20 days.
· For all new-hire general employees and exempt/department head employees (excluding sworn
officers)" allow accrual of only one additional day per year of service commencing in the 11 th
year of service for a maximum benefit accrual of 20 days.
· For sworn employees, as promised, initiate a review of all benefits in two years (2010).
· For all new-hire exempt/ department head employees, eliminate the 3 additional floating
holidays which are currently provided after 5 years of service. The maximum benefit
provided will be 7 days (5 days for the position and the 2 days that all employees receive).
We hope this information is satisfactory and meets your requirements. Also, we would be happy to
meet with you and members of the City Commission to present the information and answer any
questions you might have.
City of Sunny Isles Beach
Benchmark Cities Benefits Questionnaire
April 2008 (Aventura, Bal Harbour, Key Biscayne, Hallanda1e Beach, Pinecrest,
Surfside, North Miami Beach)
I. What specific benefits, and amounts, do your fulltime non-sworn employees receive
(see below)?
A. Annual Vacation:
1. What amounts of annual vacation do employees accrue based on years of service?
please be specific (i.e. 1-5 yrs/1 0 days, 5-10 yrs/15 days, etc.):
2. On an annual basis, what is the maximum amount of vacation time that an
employee may carry-over into the new year? please be specific (i.e., use it or lose
it; 240 hrs; no more than 3 yrs vacation accrual, etc.):
3. What vacation pay-out provisions do you have other than 100% pay-out at
separation?
4. What additional or different vacation benefits do your department heads/senior
management staff and lor other exempt employees receive? please be specific
(i.e., dept. heads start with 15 days vacation accrual which goes to 20 days at 10
yrs service):
5. How are your sworn employees treated differently than above?
B. Personal Days/Floating Holidays:
1. What amounts of personal dayslfloating holidays do employees accrue or receive
up front annually? please be specific(i.e. 2 floating holidays effective first pay
period in new calendar year):
2. What additional or different personal dayslfloating holidays do your department
heads/senior management staff and lor other exempt employees receive?
please be specific(i.e., dept. heads start with 7 floating holidays effective the first
pay period of the calendar year and other exempt employees receive 5 floating
holidays):
Attachment 1
Page 2
City of Sunny Isles Beach
Benchmark Cities Benefits Questionnaire
April 200 8 (Aventura, Ba1 Harbour, Key Biscayne, Hallanda1e Beach, Pinecrest, Surfside,
North Miami Beach)
5. How are your sworn employees treated differently than above?
C. Paid Holidays:
1. What paid holidays does your city observe? (i.e., New Years, M.L. King, etc.)
D. Sick Leave:
1. How much sick leave do employees receive each year? please be specific (i.e., 12
days accrued annually/ 3.69 hrs per pay period/biwk1y, etc.)
2. What is the maximum amount of sick leave that an employee may accrue? please
be specific (i.e., 1200 hrs maximum with no pay-out thereafter, etc.
3. What sick leave pay-out provisions do you have and what's different for dept.
heads/sr. mgmt. and/or exempt employees? please be specific(i.e. 100% pay-
out of accrued sick leave for exempt employees after 1 yr service and escalating
pay-out scale for non-exempt employees: 0-3 yrs svc/O, 3-5 yrs svc/25%, etc,)
4. How are your sworn employees treated differently than above?
E. Retirement:
1. What non-voluntary retirement programs do you offer and what are the employer
and EE contribution percentages? and what's different for dept. heads/senior
mgmt,? please be specific (i.e., FRS employer payslOO%, EE 0%; or, ICMA 40l(a)
City pays 10%, employees pay 4% and for dept. heads the city pays 11 % and dept.
heads pay 6%, etc.)?
Page 3
City of Sunny Isles Beach
Benchmark Cities Benefits Questionnaire
April 2008(A ventura, Bal Harbour, Key Biscayne, HalIandale Beach, Pinecrest, Surfside,
North Miami Beach)
2. How are your sworn employees treated differently than above?
F. Health InsurancelDental Insurance:
1. What are the employer and employee health and dental insurance contribution
percentages? please be specific (i.e., City pays 80%, employees pay 20% and for Sf.
mgmt the city pays 100%):
2. How are your sworn employees treated differently than above?
G. Other:
1. What are the employer and employee contribution percentages for the following
and if they are different for dept. heads/senior mgmt and/or exempt employees
please that as well (i.e., City pays 100% for(lx) annual salary for general employees
and (2x) annual salary for dept. heads):
a. L TD Insurance:
b. Accidental Death & Disability:
c. Life Insurance (and amount of coverage):
2. How are your sworn employees treated differently than above?
II. What specific additional benefits not covered thus far in this survey do your
department heads and/or senior management staff receive?:
Page 4
City of Sunny Isles Beach
Benchmark Cities Benefits Questionnaire
April 2008(A ventura, Bal Harbour, Key Biscayne, Hallandale Beach, Pinecrest, Surfside,
North Miami Beach)
III. What specific additional benefits, if any, not covered thus far in this survey do your
non-senior management/non-department head exempt employees receive?
Comments:
Person completing questionnaire:
Phone:
City:
Thank you for participating in this survey! We will provide a copy of the results to
all participants.
Please complete and return the questionnaire by April 24th via fax to
305-792-1642 or mail or email totacQuaroCtV.sibfl.net. Any questions/concerns please
contact Tom Acquaro at 305-792-1808 or Yael Londono at 305-792-1809.
Mail: City of Sunny Isles Beach
Attn: HRD
18070 Collins Ave.
Sunny Isles Beach, FL 33160
Benefits Summary Tables
Attachment 2
Vacation
A verage Employee for SIB
Benchmark Cities
Employee
wllyr of 10.7 days 10 days
serVIce
w/5yrs 14 15
wll 5yrs 19.3 25
Maximum 20.9 25
ExemptIDH
wll yr of 11. 1 days 1011 5 days
serVIce
w/5yrs 14.7 15
wll 5yrs 21.8 25
Maximum 21.8 25
Personal Days/Floating Holidays
A verage Employee for SIB
Benchmark Cities
Employee
wll + yrs of 2 days 2 days
serVIce
ExemptID H
wll yr of 2.6 days 7 days
serVIce
w/5 yrs 2.6 7
wll 5+ yrs 3.6 10
Holidays
A verage Employee for SIB
Benchmark Cities
All
Employees 10.4 paid holidays 10 paid holidays
Benefits Summary Tables (cont.)
Comp Time/Flex time
Typical Employee for SIB
Benchmark Cities
Employee
Comp Time Yes Yes
Flex Time No No
I Exempt/DH I
Comp Time
Flex Time
No
Yes
No
Yes
Sick Leave
A verage Annual sir Accrual SIB
for Benchmark Cites
All 12 days 12 days
Employees
A veragel sir Separation Payout SIB
for Benchmark Cities
Employee
wl1 yr 10.7% 0%
service
w/5 yrs 21.4% (550 to Unlimited hrs) 25% (w11200 hrs cap)
wl15 yrs 30% (550 to Unlimited hrs) 50% (w11200 hrs cap)
w/20 yrs 40.7% (550 to Unlimited hrs) 75% (w11200 hrs cap)
Cap 550 to Unlimited hrs (3 of 5 1200 hrs
benchmark cities have no cap)
Exempt/DH Same as Employee 75% (any service wl1200 hrs cap)
Cap 550 to Unlimited hrs (3 of 5 1200 hrs
benchmark cities have no cap; 2
have no payout; 2 have a cap)
Benefits Summary Tables (cont.)
Health & Dental Insurance
Majority of Employees for , SIB
Benchmark Cities
Employee 100% employer paid 100% employer paid
Dependents 51% 50%
100% employer paid
41%
100% employer paid
50%
Retirement
Average EmployeelEmployer SIB
Contribution for Benchmark
Cities
Emplovee 6.86% w/ICMA 401a 4%
Emplover 13.3% w/ICMA 401a 11%
Exempt/Dept 6% w/ICMA 401a 6%
Hd
Employer 12% w/ICMA 401a 11%
Employee No FRS 0%
and
Exempt/DH
w/FRS
Employer No FRS Regular Class 9.85%
w/FRS
Sr. Mgmt Class 13.12%
Special Risk 20.92%
Benefits Summary Tables (cont.)
L TD, ADD, & Group Life Insurance
Majority of Employees for SIB
Benchmark Cities
Employee
LTD Yes Yes
ADD No Yes
Life Yes (Ix salary) Yes (Ix salary)
Exempt/DH
LTD Yes Yes
ADD No Yes
Life Yes (1 x/2x salary) Yes (2x salary)
Tuition Reimbursement
Typical Employee SIB
for Benchmark Cities
Grade of A 100% ($8000 or more) 100% (annual max of$1500)
B 100% ($8000 or more) 100% (annual max of$1500)
C 64% ($8000 or more) 0%
Benefits Comparison - Annual Vacation
Analysis
In general, the City is not out of step with the benchmark cities. SIB General Employees
are with the majority in how much vacation time is provided in the initial service period
of one year which is on average 10.7 (SIB is 10 days) and at five years service which is
14 days on average (SIB is 15). However, starting at 15 years service, benchmark cities
average vacation days increase to 19.3 days; SIB is at 25 days vacation (SIB starts 20 days
vacation accrual at 10 years service). The benchmark cities maximum average is 20.9
days vacation; SIB's maximum is 25 days (one other city, Bal Harbour, also has a 25
days maximum). Please note that the standard deviation for the maximum amount of
vacation days provided is 2.2.
For Exempt/Department Head employees the one year service average is 11.1 vacation
days and SIB is 10 days for Exempt and 15 days for Department Heads. At five years
service the average is 14.7 days vacation and SIB remains at 15 days. At 15 years service
the average is 19.7 days and SIB is 25 days. The maximum amount of vacation days
provided for Exempt/Dept. Heads on average is 21.8 and the SIB maximum is 25 days.
Please note that the standard deviation for the maximum amount of vacation days for this
group is 2.1
Most of the benchmark cities do not provide additional vacation benefits for their
exempt/department head employees. Hallandale Beach does have a separate schedule
and does provide a maximum of 22 vacation days at 15 years of service for its
exempt/dept. heads. Also, Aventura provides an additional 5 days of "job basis leave"
for exempt/dept. heads for the additional meetings that are required of them but it is not
counted as vacation.
For sworn officers, 3 of the 7 benchmark cities follow separate collective bargaining
agreement language for vacation. The rest of the cities, including the City, follow the
same vacation accrual schedule as that for the general employees.
A verage Employee for Benchmark Cities SIB
Employee
wll yr of service
w/5yrs
wll5yrs
Maximum
10.7 days
14
19.3
20.9
Employee
wll yr of service
w/5yrs
wll5yrs*
Maximum
10 days
15
25
25
Exempt/DH wll yr service
w/5 yrs
wll5 yrs
Maximum
11.1 days
14.7
21.8
21.8
Exempt/D H w/l yr service 10/15 days
w/5yrs 15
wll5 yrs* 25
Maximum 25
* at 10 yrs service, accrual is 20 days
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Vacation Days AVG
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Benefits Comparison - Personal Days/FIofl:ting Hplidays
Analysis
For General Employees, the benchmark cities provide personal days from none (one city)
to the maximum of three (three cities). SIB is in the middle of the group for General
Employees with two days
For Exempt/Department Head employees, SIB is with A ventura at the upper end
providing a maximum of 10 days (A ventura offers a high of 11 days for its department
heads.) Please note that A ventura which does not allow comp time or flex time does
provide its exempt/department heads, similar to SIB, with "job basis leave" of 5 days,
which increases to 7 days for exempt and 9 days for department heads after 7 years
service (which is in addition to regular vacation and personal days provided) to help
compensate for the extra after hours meetings required. As mentioned, SIB similarly
provides 5 days for exempt/department heads in addition to regular vacation and personal
days (floating holiday) provided general employees which increases to 8 days for
department heads after 5 years service. In SIB, this benefit was initially provided to help
compensate department heads and exempt employees who were required to work on a
scheduled day off and for having to attend meetings after normal work hours.
Sworn employees receive the same benefit as General Employees.
A verage Employee for Benchmark Cities SIB
Employee
w/1 yr of service or more:
2 days
Employee
w/1 yr of service or more: 2 days
Exempt/DH
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w/5 yrs service:
w/15+ yrs service:
2.6 days
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w/5 yrs service:
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7 days
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Benefits Comparison - Holidays
Analysis
For all Employees, on average, the benchmark cities provide 10.4 paid holidays; SIB
offers 10 paid holidays. Key Biscayne and A ventura offer the most with 12 days and 11
days respectively.
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Friday (which none of the cities offer); A ventura offers two additional half day paid
holidays which are New Year's Eve and Christmas Eve (which none of the other cities
offer. )
A veragel Employee for Benchmark Cities
SIB
1 0.4 paid holidays
10 paid holidays
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Benefits Comparison - Comp Time/Flex Time
Analysis
For general employees, SIB, along with the majority of benchmark cities (five), allow
comp time accrual with various cap limits (SIB limits accrual to 150 hours). For general
employees, all of the cities generally do not allow flex time for time worked although
some, as with SIB, may approve it on a case by case basis.
For exempt/department head employees, generally, all of the cities including SIB do not
allow comp time accrual (although some, as with SIB, may on a case by case basis such
as in work done during declared emergencies). Also, most benchmark cities (four) along
with SIB, do allow flex time, either formally or informally, for its exempt/department
head employees.
A ventura which does not allow comp time or flex time does provide its
exempt/department heads with "job basis leave" of 5 days, which increases to 7 days for
exempt and 9 days for department heads after 7 years service which is in addition to
regular vacation and personal days provided to general employees, to help compensate
for the extra after hours meetings required. SIB similarly provides 5 days for
exempt/department heads in addition to regular vacation and personal days (floating
holiday) provided general employees which increases to 8 days for department heads
after 5 years service.
All of the cities treated sworn officers the same as their general employees. In addition,
Surfside and NMB who do not allow comp time accrual for general employees or
exempt/department heads, do allow comp time accrual for its sworn employees.
Typical Employee for Benchmark Cities
SIB
Employee
Comp Time
Flex Time
Yes
No
Employee
Comp Time
Flex Time
Yes
No
Exempt/DH
Comp Time
Flex Time
No
Yes
Exempt/DH
Comp Time
Flex Time
No
Yes
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Benefits Comparison - Sick Leave
Analysis
For all Employees, seven out of eight cities (including SIB) offer 12 days sick leave
accrual. The one city that does not, Ba1 Harbour, offers a short term disability plan which
pays up to 90 days of paid leave with no sick leave accrual or sick leave payout at
separation. Five of the seven benchmark cities are similar to SIB in offering a payout at
separation (two cities do not payout at separation). Key Biscayne has no cap on sick
leave accrual and pays out at SO% for any amount of service which potentially equates to
100% payout of 1200 hours at 2S years service (which is more than SIB and the most for
the benchmark cities). In all cities, sworn employees are treated the same as the general
employees.
Four cities use payout schedules similar to SIB and one only offers a single payout rate.
The maximum payouts are as follows:
. Key Biscayne offers a single payout rate of SO% for any amount of accrued sick
leave with any amount of service time.
. North Miami Beach offers 100% payout of SSO hours maximum accrued sick
leave with 20+ years service.
. Hallandale Beach offers SO% payout of 640 hours maximum accrued sick leave
with 10+ years service.
. A ventura offers SO% payout of any amount of accrued sick leave with S+ years
service. Key Biscayne offers SO% payout of any amount of accrued leave with no
minimum service period.
. Surfside offers 3S% payout of any amount of accrued sick leave with 10+ years
serVIce.
. SIB offers for General Employees 7S% payout of 1200 maximum accrued sick
leave with 20+ years service; for Exempt/Dept. Heads, SIB offers 7S% payout of
1200 maximum accrued sick leave with any amount of service time. Please note
that for an employee to accrue 1200 hours of sick leave, s/he would have to use
no sick leave for 12.S years.
Typical Annual S/L Accrual for Benchmark Cites
SIB
12 days
12 days
Average S/L Separation Payout for Benchmark Cities
SIB
All Employees
w/1 yr service
w/S yrs
w/1S yrs
w/20 yrs
10.7%*
21.4%*
30%*
40.7%*
Employee
w/1 yr service 0%
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w/1S yrs SO%**
w/20 yrs 7S%**
Exempt 7S%**
** 1200 hrs Cap
*SSO to Unlimited hrs (3 of S BM cities have no cap)
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Benefits Comparison - Health & Dental Insurance
Analysis
SIB is with the majority of four benchmark cities in offering 100% employer paid health
and dental insurance for the employee. One city, Ba1 Harbour, pays 67% for employees.
Two other cities, Key Biscayne and Pinecrest offer a monetary amount to offset
health/dental costs ($4S0/mo and $700/mo respectively). Exempt/department heads are
treated the same as general employees in all of the cities.
For general employee dependents, SIB is either at the upper end or in the upper middle in
offering 50% payment. Hallandale Beach offers 70%, Aventura SO%, Surfside 47%, Bal
Harbour 37%, NMB 20%, and as mentioned Pinecrest and Key Biscayne only offer a
monthly dollar amount to be used by the employee. Ba1 Harbour does not offer this
benefit for dependents.
For exempt/department heads, dependents are generally treated the same as general
employees in all cities except for Hallandale Beach and NMB which offer a greater
dependent benefit of up to 100% employer paid.
SIB is with the majority of cities in how sworn officers are treated (which is the same as
general employees.)
Majority of Employees for Benchmark Cities SIB
Employee
Dependents
100% employer paid
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Dependents
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SO%
Exempt/DH
Dependents
100% employer paid
41%
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Dependents
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Benefits Comparison - Retirement
Analysis
An ICMA 401 a defined contribution retirement plan is offered by four of the seven
benchmark cities with three of the four requiring an employee contribution. The average
employee contribution percentage is 7.75%. The average employer contribution is
14.18%.
SIB primarily offers the FRS retirement plan for all new employees, however, designated
FRS senior management service employees may opt-out of the FRS for the ICMA 401a
plan which is maintained for those employees who elected to not join the FRS when it
was first implemented in late 2002. The SIB non-management employee contribution
percentage is 4%; management contributes 6%. The City's contribution is 11 %.
An "in-house' pension plan is offered by three of the benchmark cities which all require
employee contribution. The average employee contribution is 5.67%. Employers
contribution varies based on an amount to make the plan financially sound.
All cities except one treat sworn employees differently than the rest of the employees.
SIB offers the FRS which is the same plan as for all employees except that the factor
percentage used by FRS in calculating pensions is different (3% for special risk vs 1.5%
for regular employees and 2% for senior management service employees).
Average Employee/Employer Contribution SIB
for Benchmark Cities
Employee
Employer
6.86%
13.3%
Employee w/ICMA 401a
Employer
4%
11%
Exempt/Dept Hd
Employer
6%
12%
Exempt/Dept Hd w/ICMA 401a 6%
Employer 11 %
Employee w/FRS
Employer
Regular Class
Sf. Mgmt Class
Special Risk
0%
9.85%
13.12%
20.92%
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Benefits Comparison - LTD/ADD/Life Insurance
Analysis
LTn
All cities pay 100% for Long Term Disability insurance for general employee,
exempt/department heads and generally for sworn except for Hallanda1e Beach which has
the benefit include in the sworn pension plan
ADD
SIB with A ventura and Surfside pay 100% for Accidental Death & Disability insurance
for its general employees, exempt/department heads, and sworn employees. Four of the
benchmark cities do not offer this as a city-paid benefit for any of its employees. Ba1
Harbour, however, does pay for this benefit for its sworn officers.
Life Insurance(Group)
All cities do pay for group life insurance for general employees, exempt/department
heads, and sworn employees. SIB along with four benchmark cities pay for one times
(Ix) the employee's salary for general employees. Key Biscayne and Pinecrest do more
and pay for two times (2x) the employee's salary for its general employees. Hallandale
beach pays a dollar amount of $25,000.
For exempt/department heads, SIB along with three benchmark cities pay two times (2x)
the employee's salary while three of the benchmark cites pay one times (Ix) the
employee's salary. One city, Hallandale Beach pays a monetary amount of $25,000.
All the cities treat sworn employees the same as general employees.
Majority of Employees for Benchmark Cities SIB
Employee Employee
LTD Yes LTD Yes
ADD No ADD Yes
Life Yes (Ix salary) Life Yes (Ix salary)
Exempt/DH ExemptlDH
LTD Yes LTD Yes
ADD No ADD Yes
Life Yes (1 x/2x salary) Life Yes (2x salary)
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Benefits Comparison - Tuition Reimbursement
Analysis
All cities except for one (A ventura) offer tuition reimbursement. All the cities that offer
this benefit have letter grade and job-related requirements that must be met in order to
receive the benefit. All these cities also require repayment of benefit money received if
they leave municipal service within one year of receiving reimbursement (one city,
Hallanda1e Beach, requires repayment if separation is within two years of receiving the
benefit).
Three cities, Hallandale Beach, Key Biscayne and Pinecrest have no maximum amount of
tuition reimbursement that may be received which could amount to over $10.000
reimbursement depending on the tuition costs, etc.; these three are at the upper end for
this benefit. SIB and Bal Harbour are generally at the lower end of the cities offering the
benefit in that both cities have an annual maximum of $IS00. The remaining two cities,
Surfside and North Miami Beach have semester or annual credit maximums which are 6
and 18 credits respectively and which equate to annual reimbursement amounts of
anywhere between $1000 to over $10,0000 depending on tuition, etc.)
For those cities that offer this benefit, all fulltime employees, sworn and non-sworn, are
eligible.
A verage Benefit for Benchmark Cities
Tuition Reimbursement Available for job related; 12 months re-payment requirement;
Specific grades must be received for specific reimbursement percentage amounts such as
A-I00%, B-7S%-1 00%, C-SO%-100%
SIB
Tuition Reimbursement Available for job related; 12 months re-payment requirement;
Specific grades must be attained for reimbursement of up to $1500/yr; A or B must be
received (nothing for C or less).
Typical Employee
for Benchmark Cities
SIB
Grade of A
B
C
100% ($8000 or more)
100% ($8000 or more)
64% ($8000 or more)
Grade of A
B
C
100% (annual max of$IS00)
100% (annual max of $IS00)
0% (annual max of$IS00)
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CITY OF SUNNY ISLES BEACH
PERSONNEL POLICY MANUAL
(Under Separate Cover)
Exhibit" A"
City of Sunny Isles Beach
Personnel Policy and Procedure
Policy Name:
Policy Number:
Effective Date:
Revision Date:
Prepared By/Title:
Approved By/Title:
VACATIONS
504:1
10/1/04
5/15/08
Human Resources Director
City Manager
POLICY:
It is the policy of the City to grant annual vacations with pay to eligible full-time
and eligible part-time employees in accordance with the guidelines established
below.
ELIGIBILITY:
All regular appointment full time classified position employees and regular
appointment part-time classified position employees who accrue vacation pro
rata. (note: Non-classified position employees may be eligible as prescribed by
employment agreement or as directed by the City Commission or City Manager.)
PROCEDURE:
1) The established vacation year is the calendar year, January 1 through
December 31 each year. Vacations are accrued or earned based on the
employee's length of service and on the time actually worked. In addition,
the City has a 'use it or lose it' policy in which no more than three (3) years
of unused vacation may be carried over to the next year. Normally vacation
must be taken in the year in which it is accrued.
a. A minimum of one (1) week accrued vacation must be taken each year for
employees in their first through tenth year of service with the City;
b. A minimum of two (2) weeks accrued vacation must be taken each year for
employees in their eleventh through nineteenth year of service;
c. A minimum of three (3) weeks accrued vacation must be taken each year
for employees in their twentieth year or more of service with the City.
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Agenda Item 'Rt.-V. IDe...
Date S-IS"'D~
I
2) Vacation accruals will be as follows:
a. General full-time employees and Department Heads, hired prior to May, 15,
2008, will accrue paid vacation according to the following schedule; eligible
part-time employees accrue pro rata (annual totals should be rounded to the
nearest whole day):
SERVICE PERIOD PAID VACATION
Date of Hire to 5 years service* 1.539 hours per week (10 days/year)
5 to 10 years service 2.308 hours per week (15 days/year)
10 to 15 ye~lrs service 3.077 hours per '.\leek (20 days/yc3r)
10 + years service 3.077 hours per week (20 days/year)
15 years service and over 3.846 hours per week (25 days/ye3r)
*Note: Department Heads, when appointed as such, accrue at the 15
days/year rate; at five (5) years of service anniversary, an additional three
(3) Floating Holidays will be immediately authorized.
b. General full-time employees, hired after May. 15, 2008, will accrue paid
vacation according to the following schedule; eligible part-time employees
accrue pro rata (annual totals should be rounded to the nearest whole day):
SERVICE PERIOD PAID VACATION
Date of Hire to 5 years service 1.539 hours per week (10 days/year)
5 to 10 years service 2.308 hours per week (15 days/year)
11 years service 2.462 hours per week (16 days/year)
12 years service 2.462 hours per week (17 days/year)
13 years service 2.616 hours per week (18 days/year)
14 years service 2.731 hours per week (19 days/year)
15 years service 3.077 hours per week (20 days/year)
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c. Sworn police personnel will accrue paid vacation accordinq to the followinq
schedule:
SERVICE PERIOD PAID VACATION
Date of Hire to 5 years service 1.539 hours per week (10 days/year)
5 to 10 years service 2.308 hours per week (15 days/year)
10 to 15 years service 3.077 hours per week (20 dayslvear)
15 years service and over 3.846 hours per week (25 days/year)
d. Department Head employees, hired after May. 15. 2008. will accrue paid
vacation accordinq to the followinq schedule:
SERVICE PERIOD PAID VACATION
Date of Hire to 5 years service! 2.308 hours per week (15 dayslvear)
10 + years service 3.077 hours per week (20 days/year)
15 ye3rs service and over 3.846 hours per week (25 days/ye3r)
*Noto: Dep3rtment He3ds, when appointed as such, 3ccrue at tho 15
d3ys/year r3te; at five (5) ye3rs of service 3nniversary, an additional three
(3) Fl03ting Holid3Ys will be immodiately authorized.
3) Regular appointment Part-time classified position employees who work at
least 20 hours per week (1,040 hrs per year) are entitled to vacation on a
pro-rata basis. The amount of annual accrued vacation will be determined
pro rata on the same schedule as that for full-time employees (see above),
but the pay will be based on the employee's average number of part-time
hours per week during the vacation accrual year. Part-time employees
working less than 20 hours per week, temporary employees, and
intermittent employees do not receive paid vacation.
4) Employees may not take paid vacation until they have actually earned the
vacation. New employees accrue paid vacation upon initial employment but
may not take any vacation until they have completed their introductory
period or as authorized by the department head and approved by the City
Manager.
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5) During each vacation accrual year, employees must actually work at least
ninety percent of their normally scheduled time each pay period, not
including time off for paid short-term absences, vacations, or holidays, in
order for the pay period to count for vacation accrual purposes.
6) Employees who feel that there is a discrepancy in the calculation of their
vacation payor eligibility may request a review of that calculation by the
Finance Department.
7) Vacation pay for eligible full-time and eligible part-time employees will
consist of the employee's regular rate of pay for the vacation period and
generally will be paid on the regularly scheduled payday. Employees who
want to receive vacation pay before their vacation (advance pay) must
submit a written request to the Finance Department at least two weeks, but
not more than 30 days, before the vacation is scheduled to begin.
8) Generally, employees should submit vacation plans to their supervisor at
least four weeks in advance of the requested vacation date (Police
Department employees, follow that department's SOP.) Management
reserves the right to designate when some or all vacations must be taken.
Supervisors are responsible for ensuring adequate staffing levels and
should attempt, when feasible, to resolve vacation scheduling conflicts
based on length of service. However, employees who want to change their
plans after the vacation schedule has been set lose their seniority
consideration.
9) Employees on a leave of absence, other than a military leave of absence,
are required to use accrued vacation and sick leave as part of the leave, as
specified in Leaves of Absence, policy 704:1. In addition, employees on an
authorized leave of absence who have no accrued time available will not
accrue any new vacation time during the leave.
10) Vacations of less than half of a full work day (4 hours on an 8 hour
schedule) generally will not be granted and will be reviewed on a case-by-
case basis by the Department Head and the City Manager for final approval.
Vacations of more than two consecutive weeks require the approval of the
City Manager.
11) Employees generally may not receive vacation pay in lieu of time off. In
addition, employees will not be paid for any unused vacation remaining at
the end of the vacation year. Up to three (3) years of accrued unused
vacation may be carried over; any remaining unused vacation time will be
forfeited. (Deviation from this policy requires approval of the City Manager.)
12) When employment is terminated, employees will receive vacation pay for up
to three (3) years of unused vacation provided termination is not for
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r
. -
disciplinary reasons. Vacation payment for accruals of more than one (1)
year will be calculated by averaging the employee's rate of pay for the last
three years of service (provided the amount of accrued vacation time to be
paid is two or three years worth.)
13) If a City paid holiday falls within an employee's vacation period, an
additional day of vacation will be granted. This additional day may be taken
at the beginning or end of the employee's vacation period or at another time
during the vacation year, subject to the supervisor's approval. (See
Holidays, policy 505: 1) No allowance will be made for sickness or other type
of absence, except for bereavement, occurring during a pre-
approved/scheduled vacation.
14) Employees have until January 4th each year to use vacation that might
otherwise be lost as well as to use the minimum vacation time as indicated:
one to nine years service requires that one week be taken; ten to nineteen
years service requires that two weeks be taken; twenty years service and
over requires that three weeks be taken.
FORMS:
Time Off Request/Report Form (HRD)
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