2011-12 LQ City Employees' Association MOUMEMORANDUM OF UNDERSTANDING
This Memorandum of Understanding ("MOU") is made and entered
into by and between the CITY OF LA QUINTA ("City") and the LA QUINTA
CITY EMPLOYEES' ASSOCIATION (`Association").
WHEREAS, the City and the Association have met and conferred in
good faith with respect to the wages, hours, and terms and conditions of
employment of City employees and all other subjects within the scope of
bargaining under the Meyers-Milias-Brown Act (Government Code Section
3500, et seq.), and have reached an agreement that they wish to set forth in
writing in the form of this MOU;
NOW, THEREFORE, the City and the Association agree as follows:
SECTION 1: TERM.
This MOU shall take effect on July 1, 2011, and shall remain in effect
through and including June 30, 2012.
SECTION 2: SALARY
The Schedule of Salary Ranges (Schedule), which is attached hereto
as Exhibit 1 and by this reference made a part hereof, shall remain in effect
during the term (July 1, 2011 through June 30, 2012) of this MOU. Exhibit
1 reflects a zero percent (0%) COLA over the previous schedule in effect on
June 30, 2011.
2011-12 MOU - Final hdy 2011 _t
SECTION 3: MEDICAL, DENTAL, VISION AND LIFE INSURANCE
COVERAGE.
A. Fiscal Year 2011-12
The parties agree to reopen negotiations in September 2011 in order
to meet and confer on the amounts paid by the City and employees for the
combined cost of medical, dental, vision and life insurance coverage for the
next calendar year. The process to be utilized for determining increases in
coverage is set forth in the Health Benefits Reopener Process Methodology
(Health Benefits Methodology), which is attached hereto as Exhibit 2 and by
this reference made a part hereof.
B. Contributions.
The employee contribution for insurance coverage shall be paid by
payroll deduction as a condition of enrollment and continuous insurance
coverage. The benefits, terms and conditions of coverage shall be governed
by the formal plan documents.
C. Flexible Spending Plan.
The City has implemented a Flexible Spending Plan through Total
Administrative Services Corporation (TASC) for interested employees. The
City has paid the initial one-time enrollment fee of $350.00 and will pay the
$15.00 per employee enrollment fee for new employees who elect to join,
and those employees who participate will pay the monthly administration fee
and optional medical reimbursement debit card fee through payroll deduction.
2011-12 MOU - Final July 2011 -2-
SECTION 4: EDUCATIONAL INCENTIVE PROGRAM.
All employees are eligible for tuition reimbursement pursuant to
Section 15.25 of the City's Personnel Policies. The total of such
reimbursement for all employees shall not exceed $17,250 during the term
of this MOU at a maximum of $1,035 (or 6%) per employee. The last
paragraph of Personnel Policy Section 15.25, Tuition Reimbursement, is
amended to read as follows:
No one employee may receive more than 6% of the total annual
budgeted money available for tuition reimbursement.
SECTION 5: MANAGEMENT RIGHTS.
Except as limited by the terms of this MOU, the City retains sole and
exclusive right to manage its operations and direct its work force using any
or all of the powers and authority previously exercised or possessed by the
City or traditionally reserved to management, including but not limited to the
right to determine its organization and the kinds and levels of services to be
provided; to direct the work of its employees; to assign work from one
classification of employees to another, including work currently performed by
employees in the classifications covered by this MOU; to establish work
standards and levels of required performance; to utilize part-time or
temporary employees; to pay wages and benefits in excess of those required
by this MOU; to select, modify, alter, abandon, or modernize methods of
conducting its operations; to build, move, modify, close, or modernize
facilities, machinery, processes, and equipment; to establish budgetary
1011-12 MOU - Rf W Rdy 201 1 _3_
procedures and allocations; to determine methods of raising revenues; to
sublet and subcontract work except work currently performed by City
employees; to take all necessary action in the event of an emergency; to
establish and amend rules of conduct and to impose discipline and discharge;
to establish and amend rules for safety and health; to select, hire, classify,
reclassify, assign, evaluate, transfer, promote, demote, upgrade, downgrade,
reprimand, discipline, suspend, discharge, lay off, and rehire employees; to
determine job content and to create, combine or modify job classifications
and rates or classes of pay; and to exercise all other customary powers and
authority of management, regardless of whether the City has exercised such
power previously. Nothing in this provision shall be construed to restrict
grievances concerning any part of this MOU. In the event of an emergency,
the City may amend, modify or rescind any provision of the MOU. Such
amendment, modification or rescission shall remain in force only for the
period of the emergency. The City shall have the sole and complete
discretion to declare that an emergency exists for the purposes of this
Section. City retains the right to reopen negotiations during the term of this
MOU for the purpose of meeting and conferring on implementation of
furlough days.
SECTION 6: NON-DISCRIMINATION.
All personnel decisions and actions, including but not limited to
appointments, promotions, demotions, transfers, layoffs, and discharges,
2011-12 MOU — Finn) Rdy 201 I -4-
shall be made without regard to race, color, creed, sex, marital status, age,
national origin or ancestry, physical or mental disability, medical condition,
sexual orientation, or any other unlawful consideration. Further, the City
shall not discriminate against any employee based upon his/her activity on
behalf of his/her membership in any employee association or group.
SECTION 7: HOURS.
Employee hours of work shall be as stated in the City's Personnel
Policies unless superseded as provided in Section 13 herein.
SECTION 8: HOLIDAYS.
Holidays shall be recognized as provided in the City's Personnel Policy
unless superseded as provided herein.
SECTION 9: VACATION.
9.1 Accrual. Vacation accrual shall be as provided in the City's
Personnel Policies unless superseded as provided herein.
9.2 Buy-back. Vacation buy-back shall be as provided in the City's
Personnel Policies unless superseded as provided herein.
SECTION 10: SICK LEAVE.
Sick leave shall be accrued as provided in the City's Personnel Policies
unless superseded as provided herein.
nii.i2MOII -ht,3I ,ly?Olt -�
SECTION 11: CaIPERS RETIREMENT
Government Code Section 20965 and the City's contract for
retirement benefits with CalPERS permits conversion of unused sick leave to
service credit, pursuant to certain restrictions. Upon retirement, employees
are required to complete the "Unused Sick Leave Election Form" (Exhibit 3)
prior to receiving their final paycheck. Upon retirement, employees will have
the option of selecting one of the following: (1) receiving payout for the full
amount of unused sick leave (pursuant to the payout schedule contained in
Personnel Policy Section 14.20.4, as amended by this MOU); (2) receiving
payout for a set amount of unused sick leave, and requesting conversion to
service credit of the remainder; or (3) converting the entire amount of
unused sick leave to service credit, waiving their right to a payout for unused
sick leave.
SECTION 12: COMPUTER PURCHASE PROGRAM.
12.1 The City agrees to continue the Computer Purchase Program
(Program) as set forth in the previous MOU, and to fund the Program in the
amount of $17,500 for the term of this MOU at a maximum of $1,750 per
employee. Any employee who has participated in the Program and has paid
his/her loan in full may participate again if there is money available after
those employees who have not previously participated have been funded.
2011-12 MOU - Final July 2011 -6-
12.2 The Computer Purchase Program is amended to reflect changes
in technology and clarifying an employee's loan repayment obligations, as
shown on the attached Exhibit 4.
SECTION 13: ALTERNATE WORK WEEK SCHEDULE.
The City and Association agree to continue the Alternate Work Week
Schedule ("AWWS") as set forth in Attachment 5, utilizing a 9/80 schedule,
whereby employees may elect to participate in the AWWS by working eight
9-hour days and one 8-hour day, with every other 8-hour day off. The
AWWS will continue for the term of this MOU, or until cancelled by
Management, whichever occurs sooner.
SECTION 14: PERSONNEL POLICY ADDITIONS AND AMENDMENTS.
The City and Association have agreed to modify City Personnel
Policies where appropriate to clarify the intent of those policies, as follows:
a) Vacation policy - Section 14.15.2(F) Limitations:
F. Vacation leave may be taken in any increment approved by
management. (emphasis added)
b) Vacation Buy -Back Policy (Section 14.15.4) - change existing
language from "provided that the employee has taken at least
40 hours" to "provided that the employee's vacation bank has
been reduced by at least 40 hours." (emphasis added)
c) Vacation Leave Transfer Policy (Section 14.15.5 (R):
R. Donated but unused vacation and compensatory time
shall be credited back to the original donor once the requesting
employee returns to work on a full-time basis. The Finance
2011-12 MOU - Final hiIy 2011 -�
Department will notify each donating employee that his/her
unused donations are no longer needed.
d) Other minor changes to Personnel Policies intended to clarify
ambiguous or unclear language.
SECTION 15: EMPLOYEE FITNESS MEMBERSHIP SUBSIDY AT DESERT
RECREATION DISTRICT FITNESS CENTER.
The City agrees to subsidize the cost of membership at the Desert
Recreation District's Fitness Center, which will be housed in La Quinta at the
La Quinta Community Park on Avenida Montezuma. City employees may
submit their paid receipt for Desert Recreation District membership to the
City's Finance Department for reimbursement of $40.00 toward their $50.00
annual membership fee.
SECTION 16: SOLE AND ENTIRE AGREEMENT.
It is the intent of the parties hereto that the provisions of this MOU
shall supersede all prior agreements, memoranda of agreement or
memoranda of understanding, or contrary salary and/or personnel rules and
regulations, administrative codes, provisions of the City (other than the
Municipal Code), whether oral or written, expressed or implied, between the
parties, and shall govern the entire relationship and be the sole source of any
and all rights which may be asserted hereunder. This MOU is not intended
to conflict with federal or state law. The Association and the City agree that
all personnel rules not specifically included herein shall be incorporated herein
by this reference. The City reserves the right to add to, modify or delete
2011-12 MOU — Final July 2011 -8-
from its Personnel Policies, subject to its obligations under the Meyers-Milias-
Brown Act.
SECTION 17. WAIVER OF BARGAINING DURING TERM OF THIS
AGREEMENT.
During the term of this MOU, the Association agrees that it will not seek to
negotiate or bargain with respect to wages, hours and terms and conditions
of employment, whether or not covered by this MOU or in the negotiations
preceding execution of this MOU, except as required by specific provisions
of this MOU. Despite the terms of this waiver, the parties may, by mutual
agreement, agree in writing to meet and confer concerning any matter during
the term of this MOU.
This MOU is hereby executed by the parties hereto as set forth below.
DATED: �O 2011
DATED: Z 2011
CITY OF LA QUINTA
By:
Don dolph, ayor
LA QUINTA CITY EMPLOYEES'
ASSOCIATION
2011-12 MOU - Fine1 h 1, 2011 -�
CITY OF LA QUINTA
SCHEDULE OF SALARY RANGES
FY 11/12
EXHIBIT 1
MONTHLY
BASE
STEP
STEP
STEP
STEP
STEP
RANGE
A
B
C
D
E
30
2,454.52
2,577.25
2,706.11
2,841.41
2,983.48
31
2.515.88
2,641.68
2,773.76
2,912.45
3,058.07
32
2,577.25
2,706.11
2,841.41
2,983.48
3,132.66
33
2,641.68
2,773.76
2,912.45
3,058.07
3,210.98
34
2,706.11
2,841.41
2,983.48
3,132.66
3,289.29
35
2,773.76
2,912.45
3,058.07
3,210.98
3.371.52
36
2.841.41
2,983.48
3,132.66
3,289.29
3,453.76
37
2,912A5
3,058.07
3.210.98
3,371.52
3,540.10
38
2,983.48
3,132.66
3,289.29
3,453.76
3,626.44
39
3,058.07
3,210.98
3,371.52
3.540,10
3,717.11
40
3,132.66
3,289.29
3,453.76
3,626.44
3,807.77
41
3,210.98
3,371.52
3,540.10
3,717.11
3,902.96
42
3,289.29
3,453.76
3,626.44
3,807.77
3,998.15
43
3,371.52
3,540.10
3,717.11
3,902.96
4,098.11
44
3,453.76
3,626.44
3,807.77
3,998.15
4,198.06
45
3,540.10
3,717.11
3.902.96
4,098.11
4,303.01
46
3,626.44
3,807.77
3,998.15
4,198.06
4,407.97
47
3,717.11
3,902.96
4,098.11
4,303.01
4,518.16
48
3,807.77
3,998.15
4,198.06
4,407.97
4,628.36
49
3,902.96
4,098.11
4,303.01
4,518.16
4,744.07
50
3,998.15
4,198.06
4,407.97
4,628.36
4,859.78
51
4,098.11
4,303.01
4,518.16
4,744.07
4,981.28
52
4,198.06
4,407.97
4,628.36
4,859.78
5,102.77
53
4,303.01
4,518.16
4,744.07
4,981.28
5.230.34
54
4,407.97
4,628.36
4,859.78
5,102.77
5,357.91
55
4,518.16
4,744.07
4,981.28
5,230.34
5,491.86
56
4,628.36
4,859,78
5,102.77
5,357.91
5,625.80
57
4,744.07
4,981,28
5,230.34
5,491.86
5,766.45
58
4,8%78
5,102.77
5,357.91
5,625.80
5,907.10
59
4,981.28
5,230.34
5,491.86
5,766.45
6,054.77
60
5,102.77
5,357.91
5,625.80
5,907.10
6,202.45
CITY OF LA QUINTA
SCHEDULE OF SALARY RANGES
FY 11/12
MONTHLY
BASE
STEP
STEP
STEP
STEP
STEP
RANGE
A
B
C
D
E
61
5,230.34
5,491.86
5,766.45
6,054.77
6,357.51
62
5,357.91
5,626.80
5,907.10
6,202.45
6,512.57
63
5,491.86
5,766.45
6,054.77
6,357.51
6,675.39
64
5,625.80
5,907.10
6,202.45
6,512.57
6,838.20
65
5,766.45
6,054.77
6,357.51
6,675.39
7,009.16
66
5,907.10
6,202.45
6,512.57
6,838.20
7,180.11
67
6,054.77
6,357.51
6,675.39
7,009.16
7,359.61
68
6,202.45
6,512.57
6,838.20
7,180.11
7,539.12
69
6,357.51
6,675.39
7,009.16
7,359.61
7,727.59
70
6,512.57
6,838.20
7,180.11
7,539.12
7,916.07
71
6,675.39
7,009.16
7,359.61
7,727.59
8,113.97
72
6,838.20
7,180.11
7,539.12
7,916.07
8,311.88
73
7,009.16
7,359.61
7,727.59
8,113.97
8,519.67
74
7,180.11
7,539.12
7,916.07
8,311.88
8,727.47
75
7,359.61
7,727,59
8,113.97
8,519.67
8,945.66
76
7,539.12
7,916.07
8,311.88
8,727.47
9,163.84
77
7,727.59
8,113.97
8,519.67
8,945.66
9,392.94
78
7,916.07
8,311.88
8,727.47
9,163.84
9,622.04
79
8.113.97
8,519.67
8,945.66
9,392.94
9,862.59
80
8.311.88
8,727.47
9,163.84
9,622.04
10,103.14
81
8;519.67
8,945.66
9,392.94
9,862.59
10,355.72
82
8,727.47
9,163.84
9,622.04
10,103.14
10,608.29
83
8,945.66
9.392.94
9,862.59
10,355.72
10,873.50
84
9,163.84
9,622.04
10,103.14
10,608.29
11,138.71
85
9,392.94
9,862.59
10,355.72
10,873.50
11,417.18
86
9,622.04
10,103.14
10,608.29
11,138.71
11,695.64
87
9,862.59
10,355.72
10,873.50
11,417.18
11,988.04
88
10,103.14
10.608.29
11,138.71
11,695.64
12,280.43
89
10, 355.72
10, 873.50
11,417.18
11,988.04
12, 587.44
90
10,608.29
11,138.71
11,695.64
12,280.43
12, 894.45
91
10,873.50
11,417.18
11,988.04
12, 587.44
13, 216.81
92
11,138.71
11,695.64
12,280.43
12,894.45
13, 539.17
93
11,417.18
11,988.04
12, 587.44
13,216.81
1387765
94
11:695.64
12,280.43
12, 894.45
13, 539.17
14:216:13
95
11,988.04
12,587.441
13,216.81
13,877.65
14, 571.53
EXHIBIT 2
Health Benefits Reopener Methodology
When calculating the "average" increase in total monthly costs, all
health plans available to City employees at the time of the reopener
shall be included, regardless of whether any City employees
participate in such plans at the time of the reopener (since there is the
potential for an employee to choose any of the plans during open
enrollment, so all should be included).
2. Add together all increases and subtract all decreases and divide by the
total number of health plans available to City employees at the time of
the reopener to obtain an overall average percentage increase or
decrease.
3. Multiply the overall average percentage increase or decrease by the
existing monthly cap to obtain the recommended increase or decrease
to the monthly cap.
4. Recommendation is subject to Council approval.
EXHIBIT 3
UNUSED SICK LEAVE ELECTION FORM
Government Code Section 20965 and the City's contract for retirement benefits with
CalPERS provides that unused accumulated sick leave at time of retirement may be
converted to additional service credit at the rate of 0.004 year of service credit for each day
of unused sick leave (i.e., 250 days of sick leave equals one additional year of service
credit). You will be required to have your available unused sick leave time certified by the
City, should you elect to convert it to service credit upon retirement.
I am requesting disposal of my unused sick leave as set forth below:
Name of Employee:
Retirement date:
Last day of physical presence at City Hall:
(Choose only one option below)
Please pay me for all unused sick leave hours as of the retirement date
indicated above.
Please pay me for hours of unused sick leave, and certify the
remainder for conversion to service credit.
Please certify all of my unused sick leave hours for conversion to service
credit.
Employee Signature
Received By:
Y:IFORMS AND LETfERs\Forms-028-Unused Sick Leave Election Form
Date
Date
EXHIBIT 4
( Rev. Ju!1 2011WG9
CITY OF LA QUINTA
Computer Loan Program
Criteria
The following criteria apply to the Computer Loan Program for the City of La Quinta,
California:
ELIGIBILITY
All full-time employees who have completed probation are eligible. This is strictly a
volunteer program and the employee will use their own time and expense in order to
participate. Also, program parameters such as the maximum loan amount, interest
rate and scope of the program, will be evaluated on an annual basis.
SCOPE
The City has adopted a Windows XP-7 operating system. All computers and other
hardware must be compatible with the Windows operating system to be eligible.
The following items are included:
Computers, printers, modems, monitor, scanner, backup devices, hard drive, CD/DVD
ROMom drives, surge protector, wireless routers, speakers, battery backup, upgrading
current equipment, including memory, CPU motherboard components and warranty
costs for up to a one year period. Software that is commonly used at the City is
eligible. Normal installation costs and sales tax are also included.
The following items are not included:
Software (not included as loaded software in the computer purchase unless commonly
used at the City) and Internet software and service charges.
The City Manager may approve items not included within the scope of this section
FREQUENCY
Two drawings will be held each fiscal year on July 31 and January 31. After an
employee has participated in the program, the employee will not be eligible again until
all loans are repaid in full and for the next twenty four (24) months after the date of
their previous drawing.
Page 1 of 6
I Rev. Ju ,1011,7109
AMOUNT OF LOAN
A maximum of $1,750 will be reimbursed to the City within 2 years. In the event that
an employee is eligible to receive the entire $1,750 and spends less, the remaining
amount cannot be carried over to the next year. For example, if an employee receives
approval to spend up to $1,750 and only requires $1,000, the remaining amount of
$750 cannot be loaned in future years. Loans are awarded based on the availability of
funds.
INTEREST RATE
The interest rate is five percent (5%) per year simple interest payable in 26 or 52 equal
installments from the nearest payroll date of the loan. A $1,750 loan would be repaid
in accordance with Attachment No. 1, Early payoff of loans will be for the outstanding
principal at the next payroll date after notification.
SELECTION PROCESS
Eligible employees must submit Intent to Participate form by July 31"and January 31 '
of each year, subject to available funds.
Employees will be grouped into two classes - New Participants and Repeat
Participants. A separate drawing will be held for each class. New participants have
priority over repeat participants. Repeat participants are not eligible for a drawing until
24 months from their previous drawing have passed and all loans are repaid. Any
participant who has defaulted on a previous loan is ineligible for future loans.
The Human Resources/Risk Manager will conduct a duly witnessed random blind
drawing to determine the selection order of eligible employees. The first name drawn
will be the first in the selection process and will continue until available funded slots
are filled. A list of each employee participating in the program and the order selected
will be compiled and will be available on request,Employees have sixty days to
complete their purchase from the date of the drawing or when they become eligible, if
later.
Each year the City will determine the amount that may be loaned for the Computer
Program. No carryover of unused funds to the next fiscal year is allowed.
As an example, 16 employees apply for the program but only 15 employees apply by
July 31 ". Only 15 employees are eligible for the drawing. The 16" employee may
apply at the January 31 drawing. If the City determines that it can fund $17,500 or
(10 x $1,750) 5 employees will initially not be eligible for the program. A random
drawing is held and 10 numbers are ranked from 1 - 10. The 10 employees purchase
Page 2 of 6
Rev. July 20111109
their equipment and they do not spend their entire allocation leaving $3,500. The
remaining $3,500 would be assigned to employees 1 and 2 at the January drawing.
EMPLOYEE RESPONSIBILITIES
The employee is responsible for application to the Computer Loan Program by July 31 s`
and January 3151 of each fiscal year.
The employee is responsible for purchasing the equipment within sixty days of award,
handling vendor complaints, and maintaining service of the equipment. The computer
equipment will be purchased by the employee in the employee's name. The City's only
role is to provide loans for the purchase and the collection of the loan.
The City loan is for the purchase of computer equipment and eligible software with
payment by the City for its portion made payable to the computer vendor and not to
the employee. The City will give the check payable to the vendor to the employee. If
the employee purchase is for more than theCity City loan amount, the employee is
responsible for the difference. The City will not be responsible for any difference nor
will it cosign for any loans. In addition, no City purchase order may be used for any
purchase nor may any employee verbally or in writing represent that the City is
Purchasing equipment for its use. If the purchase price is greater than $1,750, the
employee must make arrangements with a vendor to accommodate this method of
payment.
Prior to any payments being made, the employee must submit a sales quote for the
items being selected to the Human Resources/Risk Manager. After being reviewed for
eligibility, the employee will be notified of any items not qualifying under the Program.
After the sales quote has been reviewed and modifications made, a check to the
computer vendor will be produced. The vendor check will be given directly to the
employee. The employee will then produce a final invoice to the Finance Director
evidencing the transaction. The City will riot make a loan if the previously described
steps have not been complied with. For instance, the City will not reimburse an
employee after a purchase has been made by the employee.
REPAYMENT
The employee will sign a slip authorizing withholding of the principal and interest
amount from future paychecks and_ authori_zing_the_City_to .withhold, any_ remaining
-- -
pnncipal and interest still due a_nd owincg_from their final.p�check,-in__the event the
employee leaves City service before the loan Is repaid.: EmptoYees-who-leave the C{ty
- - -- - -
service -before the loan is -repaid will -pay -the remaining principal and interest in their
final--paycheek, if the loan amount exceeds the final paycheck after all other
withholdings are made, the employee will pay the remaining principal amount due with
Page 3 of 6
Rev. July 20117109
personal funds within one, week of leaving City service. It is the employee's
responsibility to make payment. If such payment is not made within seven days, the
employee is deemed to have defaulted on the loan. The City will commence actions it
deems necessary to collect on the remaining loan. Interest will continue to accrue
after default until repaid in full. Interest may accrue past the two-year term of the loan
if still in default at the end of the second year.
The City may turn the defaulted loan over to a collection agency, Small Claims Court,
City legal resources or other measures necessary for collection. The City will attempt
to recover any costs expended on collecting the loan from the employee.
VENDOR SELECTION
The City has not specified one particular vendor nor does it recommend a particular
vendor. The employee is responsible for selecting a vendor and negotiating the price,
warranty and other terms of the purchase. The City will only pay for up to one year of
warranty costs if the employee has an interest in this area. Those items are listed in
the Scope Section of this Policy.
The employee is responsible for any mailing and service charges not covered by any
warranties.
USE OF COMPUTERS
The City does not restrict the use of this equipment to its employees. The City
encourages employees to use the computers. Employees may not claim hours worked
at home. The City's only criterion is that the computers remain in the employee's
residence during the term of the loan and be Windows 7XF' compatible.
If the equipment is returned or sold before the end of the loan, the outstanding
principal and any accrued interest to the next payroll date are due and payable. If the
loan amount exceeds the paycheck, the repayment process described previously will
be followed.
EARLY DUE DATE OF LOAN
The loan is for a two-year period unless the following events occur in which case the
principal and interest is due to the next payday:
• Sale of the Computer
• Moving the computer from the residence
® Return of equipment to the vendor
Page 4 of 6
Rev. July 20117/09
ATTACHMENT
The attached form will be used to document the transaction.
Page 5 of 6
I Rev. July 201 17i08
CITY OF LA QUINTA COMPUTER LOAN PROGRAM
EMPLOYEE NAME
(Please print)
DATE:
SUPPORTING DOCUMENTATION:
SALES QUOTE $_
(Please attach all documentation)
AMOUNT OF AUTHORIZED LOAN $
I have received and read the Computer Loan Policy of the City of La Quinta and
hereby authorize the City to withhold the following amount from my paycheck for
the number of pay periods indicated in the following table:
Number of Pay Periods: (Please circle one) 26 IS
or
52 ($
vice before the loan is re
to__wfthhold any_remainingpri)cRal and .interest still due and owing _from r
paycheck, and_ to pursue. other collection_ remedies in accordance with the
provisions of the Computer Loan Policy, —
Employee Signature
Date:
the
Finance Director Signature_
Date:
PLEASE RETURN TO THE HUMAN RESOURCES/RISK MANAGER
Page 6 of 6
EXHIBIT 5
City of La Quinta
9/80 Alternate Work Week Schedule (AWWS)
1. Participation
Participation in the 9/80 Alternate Work Week Schedule (AWWS) is voluntary and subject to
Department Director approval consistent with the needs of the City. Employees shall be required to
sign the "Alternate Work Week Schedule Agreement" (Attachment A) acknowledging receipt and
acceptance of the requirements of this policy. This policy will remain in place until the expiration of
the current Memorandum of Understanding with the La Quinta City Employees' Association, or until
cancelled by management, whichever occurs sooner.
2. Work Schedule
Participants in the 9/80 AWWS elect to work from 7:30 a.m. to 5:30 p.m. Monday through Thursday
each week, and from 8:00 a.m. to 5:00 p.m, every other Friday, including a one hour unpaid lunch
period each day, with the opposite Friday being designated as the "Regular Day Off' (RDO).
Variations of this schedule may be approved by the Department Director for select positions when
doing so will result in more efficient operations for the department (i.e., Code/Animal Control
Officers; certain Public Works positions; certain Community Services positions, etc.). Employees
may also elect to stay on a regular 5140 work schedule (8 hours per day, 5 days per week).
3. FLSA Workweek
The work period shall consist of, for FLSA purposes, a fixed and regularly recurring period of seven
consecutive 24-hour periods (168 hours), or 40 hours worked within a seven-day period, beginning
at noon on Friday and ending at noon the immediately subsequent Friday.
5/40 Employee Example:
MON
TUES
WED
THURS
FRI
Week 0
4 hrs (before noon) applies to week prior to Week 1
4 hrs after noon applies to Week 1
Week 1
8 hrs
8 hrs
8 hrs
8 hrs
4 hrs before noon applies to Week 1
4 hours after noon applies to Week 2
Week 2
8 hrs
8 hrs
8 hrs
8 hrs
4 hrs before noon applies to Week 2
4 hours (after noon) applies to Week 3
The 9/80 work schedule shall not reduce service to the public, departmental effectiveness,
productivity or efficiency as determined by the department director.
A/B Schedules — To continue to provide service to the public every Friday,
employees on a 9/80 schedule are to be divided between two schedules, known as
the "A" or "B" schedule, based upon departmental needs. For identification
purposes, the schedules shall be known as follows:
"A" schedule shall have "Payday" Friday off
"B" schedule shall have the "Non -payday" Friday off
Created December 2009
9180 Employee Example (Schedule A):
MON
TUES
WED
THURS
FRI
Week 0
4 hrs (before noon) applies to week prior to Week 1
4 hrs after noon applies to Week 1
Week 1
9 hrs
9 hrs
9 hrs
9 hrs
8 hour Regular Day Off
Week 2
9 hrs
9 hrs
9 hrs
9 hrs
4 hrs before noon applies to Week 2
4 hours (after noon). applies to Week 3
9/80 Employee Example (Schedule B):
MON
TUES
I WED
THURS
FRI
Week 1
9 hrs
9 hrs
9 hrs
9 hrs
4 hrs before noon applies to Week 1
4 hours after noon applies tWeek 2
Week 2
9 hrs
9 hrs
9 hrs
9 hrs
8 hour Regular Day Off
*RDO's other than Fridays are utilized only by specific positions designated and approved by Department Directors
for purposes of maintaining departmental efficiency.
For staff on a 9/80 work schedule that includes Saturday and/or Sunday, the work period will begin
four hours after the start time of the day of the week which constitutes the employee's alternating
Regular Day Off. The work week shall end exactly 168 hours later.
4. Schedule Changes
Changes to an employee's schedule may only be made when an employee requires a schedule.
change to accommodate major life changes (e.g. change in daycare situations, care for seriously ill
relative, death of spouse, adoption of child, etc.). Directors have discretion to temporarily change an
employee's schedule because of business demands, vacation schedules, disciplinary issues, etc.
All such temporary changes initiated by a Director must be for a minimum of two weeks and must
begin at the beginning of a pay period.
5. Notification
Both Human Resources and Payroll must be notified in writing at least 2 weeks in advance on the
form referenced as Attachment A, when an employee begins or ends the 9/80 AWWS. The
beginning notification must include the beginning date of the 9/80 AWWS, the RDO, and the 8-hour
workday. The ending notification must designate the ending date of the 9/80 AWWS.
6. 8-Hour Workday
For FLSA covered (non-exempt) employees, changes in the starting time or ending time (flexing the
work shift) on the 8-hour day is not permitted unless specifically authorized to meet departmental
work demands. Since flexing the work shift on the 8-hour workday incurs overtime liability, the
Participant's time card must reflect appropriate hours worked to correspond with the flexing of the
work shift. For example, an employee eligible for overtime cannot report to work one (1) hour late
and work one hour over his/her regularly scheduled shift to make up for the one hour. The
employee must use one (1) hour of available leave, authorized leave, or unauthorized leave without
pay, to cover the one (1) hour absence.
Created December 2009 2
Lunch
The Personnel Policies should be referred to regarding lunch breaks (Section 6.30). However, all
employees on a 9/80 AWWS shall be required to take a minimum of one (1) hour lunch break (with
the exception of Maintenance personnel). An employee may not combine the two (2) 15-minute
breaks with the one (1) hour lunch break (for employees who currently have the 2 breaks and the
half (1) hour lunch break, with the exception of Maintenance personnel) nor can the two (2) 15-
minute breaks be used to leave early or to make up time when the employee arrives to work late.
8. 9180 Timekeeping
Accurate time records must be maintained when administering the 9/80 AWWS. The employee and
supervisor are responsible for accurate time reporting of hours worked and accounting for use of any
and all accrued leave.
8.1 Implementation:
When an employee first begins the 9/80 AWWS, the initial timecard must specify the start
date of the 9/80 AWW8 and the RDO in the upper left hand corner (Sample 1).
The code "9/80" and the RDO must be annotated in the upper left hand corner on each
subsequent time card (Sample 2).
8.2 Leaves of Absence:
8.2.1 Military leave, long-term W/C injury absences and other approved leaves of absence
of more than two (2) weeks require eight (8) hours or less of the employee's time per
day. Therefore, employees on the 9/80 AWWS will be required to change to a
regular five (5) day 40-hour work schedule during a leave of absence.
The employee's timecard must be annotated "Off 9/80" in the upper left hand corner
of the card with the date the employee is taken off the 9/80 AWWS and the schedule
reverts to a regular 40-hour workweek (8 hours per day, 40 hours per week)
(Sample 3).
Removing employees from the 9/80 AWWS because of a leave of absence usually
requires special time keeping; therefore, please contact Payroll for assistance.
8.2.2 Jury duty: The provisions of the City's Personnel Policies shall continue to apply,
however, if an employee is called to serve on jury duty during the employee's normal
day off, Saturday or Sunday, then the jury duty shall be considered the same as
having occurred during the employee's day off from work; therefore, the employee
will receive no added compensation.
8.3 Holidays:
For all holidays, including the floating holiday, the City will pay for the standard eight
(8) hours of work.
8.3.1 On Workday: When a holiday falls on a regular nine (9) hour workday, the
employee must use one (1) hour of personal accrued vacation, compensatory time,
floating holiday, or administrative leave to make up the ninth (9tb) hour in order to
receive a full paycheck. Each employee shall designate on his/her timesheet
whether vacation, compensatory time, floating holiday or administrative leave should
be used. The time may not be charged to sick leave. If a person has no leave time,
he/she will be docked one (1) hour of Leave Without Pay (LWOP), which requires
supervisor approval in advance (same as Sample 2).
Created December 2009
8.3.2 On RDO: When a holiday falls on an employee's RDO, the employee will be
required to take an alternate day off within the same week, subject to supervisory
approval, and the employee will be required to use one (1) hour of personal accrued
vacation, compensatory time, floating holiday, or administrative leave hour to make
up for the ninth (91h) hour in order to receive a full paycheck. Each employee shall
designate on his/her timesheet whether vacation, compensatory time, floating holiday
or administrative leave should be used. The time may not be charged to sick leave.
If a person has no leave time, he/she will be docked one (1) hour of Leave Without
Pay (LWOP), which requires supervisor approval in advance (Sample 4).
8.4 Overtime for FLSA Covered Employees:
8.4.1 Supervisory Approval: Overtime worked will be credited to the employee
as compensatory time or paid overtime with supervisor approval (Sample 5).
8A.2 Overtime at Time and One -Half: Employees eligible to receive overtime
(FLSA covered employees), will continue to receive overtime in accordance with the
MOU or the City's Personnel Policies for all hours in excess of forty (40) hours in a
work week.
8.4.3 Overtime on RDO: An employee may occasionally be required to work
overtime on their RDO. If or when this occurs, the employee will receive payment or
be credited with compensatory time for the number of hours worked. The timecard
must be coded RDO on the specific ROO day and the number of overtime hours
worked must be identified below on that same day (Sample 6).
8.5 Absences:
8.5.1 9-Hour Day Absences: An employee who is absent on a nine (9) hour
workday will be charged with nine (9) hours of paid leave.
8.5.2 LWOP: An employee who is absent on either Authorized or Unauthorized
Leave Without Pay on a nine (9) hour day will be coded as nine (9) hours of either
Authorized or Unauthorized Leave Without Pay.
9. Personal Time Off
To the greatest extent possible, employees should attempt to schedule medical or other personal
appointments on their scheduled regular Friday off (RDO). Also, employees should make all efforts
to avoid taking miscellaneous time off on the "working" Fridays to avoid undue hardship on their
fellow coworkers.
10. Emergencies
All employees on the 9/80 AWWS are subject to be called to work any time to meet any and all
emergencies or unusual conditions which, in the opinion of the City Manager, Department Director or
designee may require such service from any of said employees. This includes staff shortages in a
department. In the case of staff shortages, management will notify the affected employee at least
one (1) week prior to the change of the work schedule.
Policy questions regarding the AWWS may be directed to the Human Resources/Risk Manager at
Extension 7041. Timekeeping questions may be directed to the Senior Account Technician at
Extension 7059.
Created December 2009