The URL can be used to link to this page

Home My WebLink AboutOCSD 00-09 (REPEALED)RESOLUTION NO.OCSD 00-09 AMENDING RESOLUTION NO.OCSD 98-33 A RESOLUTION OF THE BOARD OF DIRECTORS OF ORANGE COUNTY SANITATION DISTRICT AMENDING HUMAN RESOURCES POLICIES AND PROCEDURES The Board of Directors of Orange County Sanitation District, DOES HEREBY RESOLVE,DETERMINE AND ORDER: Section 1 That Exhibit “A”of Resolution No.OCSD 98-33 is hereby amended by amending Policy No.C10.00,Classifications,Positions,Salary Ranges and Wages,set forth in Attachment No.1,attached hereto and incorporated herein by reference. Section 2 That Exhibit “A”of Resolution No.OCSD 98-33 is hereby amended by amending Policy No.C20.00,Compensation,set forth in Attachment No.2,attached hereto and incorporated herein by reference. Section 3 That Exhibit “A”of Resolution No.OCSD 98-33 is hereby amended by amending Policy No.C30.00,Appraisal of Performance,set forth in Attachment No.3,attached hereto and incorporated herein by reference. Section 4 That Exhibit “A”of Resolution No.OCSD 98-33 is hereby amended by amending Policy No.D90.00,Tuition Reimbursement Program,set forth in Attachment No.3,attached hereto and incorporated herein by reference. Section 5 That all other terms and conditions of Resolution No.OCSD 98-33,as previously recommended,shall remain in full force and effect. ________ That all future amendments to Resolution No.OCSD 98-33 .\u:.; at a regular meeting hei~i~1ay24,20O0 ~~-~ Ch~ - - I Section 6 be made by Resolution. PASSED AND ADOPTED AU T: Board Sec~ary •1 H:\wp.dta\admin~BS\ResoIutions\2OOO~OO-O9.doc REPEALED BY OCSD 15-18 ATTACHI4ENT 1 Orange County Sanitation District —----. Policy Number:C10.00 Effective Date:May 24,2000 Subject:CLASSIFICATIONS, PosiTioNs,SALARY RANGES AND WAGES Supersedes:November 17,1999 . 1.0 PURPOSE Approved by: .1.1 The purpose of this policy is to establish uniform guidelines and procedures for use in the administration of the District’s compensation programs. 2.0 ORGANIZATIONAL UNITS AFFECTED 2.1 All District employees. 3.0 DEFINITIONS Classifications are groups of positions,regardless of location,which are alike enough in duties and responsibilities to be called by the same descriptive title,to be given the same pay scale under similar conditions,and to require substantially the same qualifications. Salary Ranges are the range of pay rates,from minimum to maximum,set for a pay grade or class. 4.0 POLICY 4.1 The District Compensation Program provides for the establishment of a wage and benefit structure through the Meet and Confer process that allows employees to effectively compete in the labor market and to retain present employees through an internally consistent measure of relative job worth and personal merit.Every position is assigned to a salary grade based upon the duties and responsibilities of that position and the comparative market value of that job function.Comparisons are most generally made with organizations of similar size and engaged in similar occupational pursuits within the geographic area of potential recruitment.The basic salary ranges are set forth on Exhibit A 4 2 Non-management employees are awarded merit increases based upon their performance,as determined by the performance evaluation program,and the position of their salary within the pay range.The Merit Matrix is the tool used to determine the actual amount of merit increase.In addition,employees in the Supervigory ~nd Profegsion3l Group who at least meet expectations receive annual Cost of Living Adjustments (COLA)to keep employees’salaries at market.The amount of the COLA is based on the Consumer Price Index (CPI, All-Urban Consumers-LA,Riverside,Orange County)for the month of May and is distributed as a base-building increase. 4.3 Employees in the Executive Management and Management Groups.are awarded merit increases based upon their performance,as determined by the Page 1 performance evaluation program and the position of their salary relative to the external market.External market rates are determined through the use of salary surveys.The merit increase may be distributed as base building or non-base building. 4.4 The General Manager is authorized to employ and assign persons as needed to occupy budgeted positions and to exercise supervision over all persons in accordance with the provisions of this policy and to terminate,for cause,the employment of any regular full time employee employed under these provisions. All other employees,e.g.,probationary,part-time,and limited term/temporary and contract may be terminated at the District’s sole discretion. 4.5 The General Manager is also authorized to employ Executive Management employees on an uatwiil~basis.Such status shall be memorialized by a written agreement signed by the General Manager and the Executive Manager, acknowledging that the Executive Manager shall serve at the pleasure of the General Manager.Any Executive Management employee so employed on the date of adoption of this policy,who has not signed an “at-will~agreement may voluntarily elect to do so,but may not be required to do so. 4.6 Notwithstanding any other provisions of this policy or any prior Board action,the General Manager is authorized to periodically adjust the rate of compensation of Executive Management employees who have signed Mat-wilr agreements so long as no adjustment exceeds the compensation pen-flitted by the applicable salary range established by the Joint Boards of Directors. 4.7 Employees who believe their position is not properly classified may request a classification study of their position through their Department Head. Classification studies shall only be conducted twice a year in November and May dur(ñ~ti~gefpl~nning pró~èss rn ~cord~ñ~ce with~i~die thä{1~ announced annually by the General Manager.Recléssifications approved1i~ihe~ budget may be made effective any time during the new fiscal year:ClassificatIoj~ studies may also be considered one other time during the year in Novernber~ Classification study requests must be submitted to~Human F~e~ourc~j~p 1a~r than~Odob~r.I Q~io~r th~jQvember.~çyc~~ 4.7.1 Classification study requests should be submitted to Human Resources no later than October 10th for the November cycle and no later than April 40th for the May cycle 4.7.1 All classification study findings regarding existing classifications are subject to approval by the General Manager;findings recommending new job classification titles are subject to approval by the District’s Boards of Directors. 4.8 The District shall provide an investment incentive salary to the employees within the classifications and in the amounts,as set forth in Section 4.8.1,which amounts are based on a percentage of salary equal to the amount previously paid to designated employees pursuant to District Policy No.Cl 50.00,Section 7.1,effective October 22,1997,and repealed April 22,1998. 4.8.1 The percentage of base salary amounts are as follows: Executive management —6%(up to a maximum IRS amount) Division management and supervisor —4% kProfessional and confidential —3% Page 2 5 PROCEDURE 5.7 Executive Management,Management,Supervisory,Professional ~~I~Z •..Group Employees 5.7.1 New Employees Employees who are -Manaaement, M3nagement,Supervisory and Professional ~,uup pOCitiOiuc~ wpxempr salary ranges shall be offered a salary at or near the minimum of the range unless their level of background,expertise or prior earnings result in a requirement for a salary greater than the minimum.The determination of an appropriate salary should also consider relationships to other employees in the same classification and to employees supervised,if any. 5.7.1.1 Employees in uexempr range daccificationc serve a Probationary Period of six months and receive a comprehensive performance evaluation at the end of that period.Employees who successfully conclude their probation are eligible for a salary adjustment the subsequent July in accordance with the provisions of the Management Performance Review Program established by separate action of the Boards of Directors as amended from time to time. 5.7.2 Annual Management Performance Review Program An annual performance review is completed for all employees in ~exempr range classifications in accordance with the provisions of the perfomiance evaluation Program.Performance based salary adjustments occur on the first day of the first pay period in July,and may be prorated based upon the date of hireT ~j promotion -last increase in those instances where the individual has not concluded probation as of July 1. 5.7.3 Promotional Increases Employees in ~exompt”range daccificationc who earn promotions to a hJghi~a~J~now Noxempt~range classification will normally be offered a salary below the midpoint of the range that is commensurate with their level of training and expertise, prior earnings,and in an appropriate relationship to other employees in the same classification and to employees supervised.The new salary will normally represent an increase of at least 5.5 percent.Employees in “range classifications are not entitled to a salary adjustment at the conclusion of the Promotional Probationary Period.If the employee’s probation period has not concluded as of July 1,the performance based salary adjustment is deferred until such time as probation is successfully concluded. 5.8 ~Employees on the Five-Step Pay Plan 5.8.1 New Employees Employees who successfully complete their Initial Probationary Period and are recommended for continued employment are eligible for consideration of a salary adjustment of up to one step (5.5%)effective on the first day of the pay period following completion of the Initial Probationary Period.The Salary Review date for subsequent annual reviews is established on the first day of a pay period following 26 weeks of continuous service and satisfactory completion of probation. 5.8.2 Annual Merit Increase Employees who are not at the top of the salary range for their classification are eligible for consideration of an annual Page 3 salary adjustment of up to one step (5.5%)on their Salary Review date, provided their performance fully meets expectations. 5.8.3 Promotional Incre~as~TEmployees who earn a promotion are entitled to a promotional increase of 5.5%,or to the base of the new range, whichever is greater,upon the effective date of the promotion.If an employee has not successfully completed their Promotional Probationary Period on their Salary Review date,any adjustment resulting from that annual review will be delayed until such time as the probationary penod is completed. 6 EXCEPTIONS 6.7 Sections 5.2.1,5.2.2aiid 5.2.3 do not apply to At-will Executive Management Employees. 7 PROVISIONS AND CONDITIONS 8 RELATED DOCUMENTS 8.7 ExhibitA 8.8 Fair Labor Standards Act Page 4 AttAOO 5124/00 Orange County Sanitation District Classifications By Employee Group Administrative and Clerical _________ Exhibit A Pay Range Minimum Maximum Classifications IFLSA Status I NE8 44,809 58,182 Information Services Technician III Non-Exempt NE7 42,301 55,195 Financial Technician Non-Exempt NE7 42,301 55,195 Graphics Coordinator Non-Exempt NE6 38,501 50,155 Senior Storeskeeper Non-Exempt NE6 38,501 50,155 Administrative Assistant Non-Exempt NE6 38,501 50,155 Graphics Services Assistant Non-Exempt NE6 38,501 50,155 Information Services Technician II Non-Exempt NE4 33,800 44,027 Information Services Technician I Non-Exempt NE4 33,800 44,027 Secretary Non-Exempt NE3 31,651 41,001 Senior Accounting Clerk Non-Exempt NE3 31,651 41,001 SeniorOfficeAide Non-Exempt NE3 31,651 41,001 Storeskeeper Non-Exempt NE2 29,800 38,750 Accounting Clerk Non-Exempt NE2 29,800 38,750 Office Aide Non-Exempt NE2 29,800 38,750 Office Specialist Non-Exempt NE1 23,250 30,164 Storeskeeper Assistant Non-Exempt NE1 23,250 30,164 Technical Services Assistant Non-Exempt AttAOO 5/24/00 Orange County Sanitation District Classifications By Employee Group ___________ Engineering Pay _________________________________________________ Range Minimum Maximum Classifications IFLSA Status NE9 49,001 63,611 Senior Construction Inspector Non-Exempt NE9 49001 63,611 Engineering Associate Non-Exempt NE8 44809 58,182 Construction Inspector Non-Exempt NE7 42,301 55,195 Engineer Aide III Non-Exempt NE5 36,200 47,066 Engineering Aide II Non-Exempt NE4 33,800 44,027 Engineering Aide I Non-Exempt AIIAOO 5/24/00 Orange County Sanitation District Classifications By Employee Group ___________ Technical Services Pay Range Minimum Maximum Classifications IFLSA Status NE8 44809 58,182 Environmental Specialist II Non-Exempt NE8 44,809 58,182 Source Control Inspector II Non-Exempt NE8 44,809 58,182 Senior Laboratory Analyst Non-Exempt NE6 38,501 50,155 Environmental Specialist I Non-Exempt NE6 38,501 50,155 Laboratory Analyst Non-Exempt NE6 38,501 50,155 Source Control Inspector I Non-Exempt NE4 33,800 44,027 Source Control Technician Non-Exempt AttAOO 5/24/00 Orange County Sanitation District Classifications By Employee Group ___________ Confidential Pay Range Minimum Maximum Classifications IFLSA Status NE7 42,301 55,195 Executive Assistant II Non-Exempt NE6 38,501 50,155 Administrative Assistant Non-Exempt NE6 38,501 50,155 Human Resources Assistant Non-Exempt NE6 38,501 50,155 Principal Accounting Clerk Non-Exempt NE2 29,800 38,750 Office Specialist Non-Exempt AttAOO 5/24/00 Orange County Sanitation District Classifications By Employee Group ___________ Operations and Maintenance (501) Pay Range Minimum Maximum Classifications IFLSA Status 2015 47,285 58,883 Lead Electrical Technician Non-Exempt 2015 47,285 58,883 Lead Instrumentation Technician Non-Exempt 2015 47285 ~ç883 Lead Pump Power Operator Non Exempt 2014 44,778 55,748 Electrical Technician II Non-Exempt 2014 44,778 55,748 Instrumentation Technician II Non-Exempt 2013 43,258 53,868 Lead Mechanic Non-Exempt 2013 43258 53,868 Pump Power Operator Non-Exempt *S7 Pfl~7’c .-~~-:-tt~rc~-*.-__,__-,*r*~*~_,~..~,.. 2013 43 258 53 868 Lead Plant Operator Non Exempt ~ 13,258 53~868 Senior Plant Oper3tor Non Exempt 2012 41,812 52,060 Lead Collection Facilities Worker Non-Exempt 2012 41,812 52,060 Lead Worker Non-Exempt 2012 41,812 52,060 Machinist Non-Exempt 2011 39,304 48,949 Senior Mechanic Non-Exempt 2011 39,304 48,949 Welder Non-Exempt 2010 39,040 48,612 Equipment Operator Non-Exempt 2009 37,979 47,285 Builder Non-Exempt 2009 37,979 47,285 Electrical Technician I Non-Exempt 2009 37,979 47,285 Instrumentation Technician I Non-Exempt 2008 37,737 46,973 Plant Operator Non-Exempt 2007 34,505 42,969 Electrical Maintenance Worker Non-Exempt 2007 34,505 42,969 Instrumentation Maintenance Worker Non-Exempt 2007 34,505 42,969 Painter Non-Exempt 2007 34,505 42,969 Senior Maintenance Worker Non-Exempt 2007 34,505 42,969 Senior Collection Facilities Worker Non-Exempt 2006 33,590 41,812 Mechanic Non-Exempt 2005 31348 39,040 Collection Facilities Worker II Non-Exempt 2005 31,348 39,040 Maintenance Worker Non-Exempt 2004 30,938 38,509 Operator In Training Non-Exempt 2003 29,875 37,207 Groundskeeper Non-Exempt 2002 29,490 36,700 Control Center Clerk Non-Exempt 2001 24,184 30,093 Collection Facilities Worker I Non-Exempt 2000 22,882 28,502 Helper Non-Exempt AItAOO 5/24/00 Orange County Sanitation District Classifications By Employee Group Professional Pay Range Minimum Maximum Classifications IFLSA Statu~~ E14 $70,380 $99600 Chief Scientist Exempt E13 $67,128 $94,932 Assistant to the General Manager Exempt E13 $67,128 $94,932 Senior Engineer Exempt E12 $63,948 $90,468 Senior Scientist Exempt E12 $63,948 $90,468 Senior Regulatory Specialist Exempt Eli $60,828 $86,064 Engineer Exempt Eli $60,828 $86,064 IT Strategic Implementation Leader Exempt ElO $57,852 $81948 Secretary to the Board of Directors Exempt E9 $55,212 $78,156 Principal Administrative Analyst Exempt E9 $55,212 $78,156 Principal Engineering Associate Exempt E9 $55,212 $78,156 Project Specialist Exempt E9 $55,212 $78,156 Regulatory Specialist Exempt E9 $55,212 $78,156 Scientist Exempt E9 $55,212 $78,156 Principal Accountant Exempt E9 $55,212 $78,156 Principal Financial Analyst Exempt E9 $55,212 $78,156 Senior Human Resources Analyst Exempt E8 $52,500 $74,292 Associate Engineer Ill Exempt E8 $52,500 $74,292 Principal Environmental Specialist Exempt EB $52,500 $74,292 Safety &Emergency Response Specialist Exempt E7 $50,064 $70,848 Programmer Analyst Exempt E7 $50,064 $70,848 Computer Hardware Specialist Exempt E7 $50,064 $70,848 Telecommunications Specialist Exempt E7 $50,064 $70,848 Maintenance Planner Exempt E7 $50,064 $70,848 Contracts Administrator Exempt E6 $47,640 $67,392 Principal Laboratory &Research Analyst Exempt E6 $47,640 $67,392 Senior Administrative Analyst Exempt E5 $45,396 $64,212 Associate Engineer II Exempt E5 $45,396 $64,212 Senior Accountant Exempt E5 $45,396 $64,212 Senior Financial Analyst Exempt E5 $45,396 $64,212 Human Resources Analyst Exempt E5 $45,396 $64,212 Senior Environmental Specialist Exempt E4 $43,248 $61,236 Safety Representative Exempt E4 $43,248 $61,236 Programmer Exempt E4 $43,248 $61,236 Senior Buyer Exempt E3 $41,136 $58,260 Associate Engineer I Exempt E2 $39,252 $55,488 Contracts Specialist Exempt El $37,284 $52,908 Accountant Exempt El $37,284 $52,908 Buyer Exempt El $37,284 $52,908 Financial Analyst Exempt El $37,284 $52,908 Management Analyst Exempt AttAOO 5/24/00 Orange County Sanitation District Classifications By Employee Group SupervisOry~ FLSA Status Exempt Exempt Exempt Exempt Exempt Exempt Exempt Exempt Exempt Exempt Exempt Exempt Exempt Exempt Pay Range Minimum Maximum Classifications E14 $70,380 $99,600 Engineering Supervisor E13 $67,128 $94,932 Environmental Management Supervisor E12 $63,948 $90,468 Laboratory Supervisor Eli $60,828 $86,064 Senior Operations Supervisor El 1 $60,828 $86,064 Senior Maintenance Supervisor Eli $60,828 $86,064 Information Technology Supervisor Eli • $60,828 $86064 Contracts &Purchasing Supervisor Eli $60828 $86064 Accounting Supervisor Eli ..-,-~ $60 828 $86 064 Human Resources Supervisor , E9 $55,212 $78,156 Maintenance Supervisor E9 $55,212 $78,156 Operations Supervisor E9 $55,212 $78,156 Source Control Supervisor E9 $55,212 $78,156 Supervising Construction Inspector E9 $55,212 $78,156 Warehouse Supervisor AttAOO 5/24100 Orange County Sanitation District Classifications By Employee Group Management Pay Range Minimum Maximum Classifications IFLSA Status E16 $77,688 $109,812 Construction Manager Exempt E16 $77,688 $109,812 Engineering Manager Exempt E16 $77,688 $109,812 Environmental Compliance &Monitoring Manager Exempt E16 $77,688 $109,812 Laboratory Manager Exempt E16 $77,688 $109,812 Source Control Manager Exempt E15 $73,956 $104,616 Controller Exempt E15 $73,956 $104,616 Financial Manager Exempt E15 $73,956 $104,616 Plant Automation Manager Exempt E15 $73,956 $104,616 Contracts &Purchasing Manager Exempt E13 $67,128 $94,932 Accounting Manager Exempt E13 $67,128 $94,932 Safety/Emergency Response Manager Exempt E13 $67,128 $94,932 Maintenance Manager Exempt E13 $67,128 $94,932 Human Resources Manager Exempt E13 $67,128 $94,932 Operations Manager Exempt E13 $67,128 $94,932 Information Technology Manager Exempt AttAOO 5/24/00 Orange County Sanitation District Classifications By Employee Group Executive Management Pay Range Minimum Maximum Classifications IFLSA Status E27 $154,596 $154,596 General Manager Exempt E20 $95,676 $148,836 Assistant General Manager Exempt E19 $87,180 $139,980 Director of Engineering Exempt E19 $87,180 $139,980 Director of Operations &Maintenance Exempt E19 $87,180 $139,980 Director of General Services Administration Exempt E19 $87,180 $139,980 Director of Technical Services Exempt E18 $85,992 $139,464 Director of Finance Exempt E18 $85,992 $139,464 Director of Information Technology Exempt E17 $75,876 $119,784 Director of Human Resources Exempt E13 $67,128 $94,932 Director of Communications Exempt AttAOO 5/24/00 Orange County Sanitation District Classifications By Employee Group __________ “Non-Regular’Pa~frii~’ Pay Range Minimum Maximum Classifications IFLSA Status NEO 9.000 16.000 Intern Non-Exempt Attachment 2 Orange County Sanitation District Policy Number:C20.00 Effective Date:May 24,2000 Subject:COMPENSATION Supersedes:November 17,1999 Approved by 1.0 PURPOSE 1.1 The purpose of this policy is to establish and maintain uniform compensation standards for all District employees. 2.0 ORGANIZATIONAL UNITS AFFECTED 2.1 This policy applies to all District employees,as specified herein. 3.0 DEFINITIONS 4.0 POLICY 4.1 It is the policy of the District to apply uniform compensation standards. The District Compensation Program provides for the establishment of a wage and benefit structure through the Meet and Confer process that allows District management to effectively compete in the labor market and to retain present employees through an internally consistent measure of relative job worth and personal merit. 5.0 PROCEDURE 5.1 Exempt Employees 5.1.1 Exempt employees shall be compensated at a monthly rate within the salary range authorized for the classification in which they are employed. 5.2 Non-exempt Employees 5.2.1 Non-exempt employees shall be compensated at an hourly rate within the salary range authorized for the classification in which they are employed. 53 ~i~ent,óf~ñ~d ~E-R~ng~Cl~ggific~tion~ Page 1 of5 5.3.1 5.3.1.1 An employee hired into Profeggional,SuperviEory, Executive Management and Management Group po~ition€ with “exempt”calary rangec shall be offered a salary at or near the minimum of the range unless their level of background,expertise or prior earnings indicates a need for a salary greater than the minimum. 5.3.1.1.1 The determination of an appropriate salary should also consider the relationship of the employee’s proposed salary to that of other employees in the same classification and to employees supervised,if any. 5.3.2 Probation 5.3.2.1 Except for “at-will”Executive Management employees, employees in “exempt”range claccification~serve a Probationary Period of six months and receive a comprehensive performance evaluation at the end of that period unless otherwise provided in an individual,written employment agreement. 5.3.2.1.1 An employee who successfully completes probation is eligible for a salary adjustment according to the provisions of the Management Performance Review Program which is in force at the time of the review. 5.3.3 Reviews 5.3.3.1 An annual performance review is completed for all employeec in “exempt”range claccificationc according to the provisions of the Management Performance Review Program. 5.3.3.1.1 Performance-based salary adjustments for these employees occur on the first day of the first pay period in July. 5.3.3.1.2 If the employee’s probation period has not concluded as of July 1,the performance based salary adjustment is deferred until the following July and will ______ ____________ be prorated based on date of hire or promotion. Page 2 of 5 5.3.4.Promotions 5.3.4.1.An employee ui~“exempt”range cla~gificationg who is promoted to a new “exempt”range cla~cification will normally be offered a salary below the midpoint of the range that is commensurate with their level of training and expertise,prior earnings. 5.3.4.1.1.The promoted employee’s salary should be in an appropriate relationship to other employees in the same classification and to employees supervised. 5.3.4.1.2.The new salary will normally represent an increase of least 5.5 percent. 5.3.4.1.3.If the employee’s probation period has not concluded as of July 1,the performance based salary adjustment is deferred until the following July and will employee successfully completes probation and may be prorated based on date of hire or promotion. 5.3.4.1.4.This section does not apply to “at-will” Executive Management employees. 5 4 4ew Local 501 Employees 5.4.1 Próbatidn 5.4.1.1 New employees in clagcification~within employea bargaining unite other than the Profes~ionaI,~upervi~ory, Executive Management and Management Group€who successfully complete their Probationary Period and are recommended for continued employment as regular employees,are eligible for consideration of a salary adjustment of up to one step (5.5%). 5.4.1 .1 .1 This adjustment is effective on the first day of the pay period that follows the date of completion of the Probationary Period (normally 26 weeks).The salary review date for subsequent annual reviews is the first day of the first pay period following 26 weeks of continuous service and satisfactory completion of probation. 5.4.1.1.2 The Salary Review date for subsequent annual reviews is the first day of that pay period following the date when probation was successfully completed. Page 3 of 5 5.4.2 Reviews 5.4.2.1 An employee in a group other than Profo~ional, Supervisory and Executive Management and Management who is not at the top of the salary range for their position is eligible for consideration of an annual salary adjustment of up to one step (5.5%)on their Salary Review date, provided their performance satisfactorily meets expectations. 5.4.2.2 Annual performance reviews shall be completed on a form provided by the Director of Human Resources. 5.4.3 Promotions 5.4.3.1 An employee who earns a promotion is entitled to a promotional increase of at least 5.5%,or to the base of the new range,which ever is greater,upon the effective date of the promotion. 5.4.3.1.1 If an employee has not successfully completed the promotional probationary period on their salary review date,any adjustment resulting from that annual review will be delayed until such time as the probationary period is completed. 5.4.3.1.2 A new salary review date is established for any promotion to a classification not in the Professional,Supervisory,Executive Management and Management Group. 5.5 V-Rating 5.5.1 If the duties and responsibilities of a position are allocated to a lower paid classification as a result of a classification study,the salary of the of the employee in that position shall remain unchanged (V-rated)according to the following table: Years of Service Term of V-rate 0-3 OneYear 4 -5 Two Years 6-10 ThreeYears 11 -20 Four Years 21 or More Five Years 5.5.2 The V-rate remains in effect until the salary range for the new classification equals or exceeds the employee’s V-rated salary,or until the term of the V-rate expires. Page 4 of 5 5.5.2.1 If the Y-rate expires before the employee’s salary falls within the range of the new classification,the employee shall be placed on the step ~of the new range nearest but not more than the Y-rated salary. 5.5.2.2 Employees become eligible for merit increases and range adjustments when the Y-rate is no longer in effect. 5.5.2.3 An employee who requests a voluntary reduction is not entitled to a Y-rate. 5.5.2.4 This section does not apply to “at-will”Executive Management employees. 6.0 EXCEPTIONS 6.1 The General Manager is authorized to offer up to three (3)weeks of annual paid vacation to any prospective Executive Management employee if,in the judgment of the General Manager,such offer is necessary to attract the most qualified candidate. 6.1.1 The General Manager shall annually report all such appointments to the Board Subcommittee having responsibility for personnel matters. 6.1.2 S~I~ry offers beyond the m~’-’ approvpl by the Generpl M~ 7.0 PROVISIONS AND CONDITIONS 8.0 RELATED DOCUMENTS (Attach salary range exhibits when available) Page 5 of 5 Attachment 3 •Orange County Sanitation District Policy Number:C30.00 Effective Date:May 24,2000 Subject:APPRAISAL OF PERFORMANCE Supersedes:October 22,1997 ~ Approved by 1.0 PURPOSE 1.1 The purpose of this policy is to establish uniform guidelines and procedures for the appraisal of employee performance. 2.0 ORGANIZATIONAL UNITS AFFECTED 2.1 This policy applies to all current employees regardless of their organizational unit. 3.0 DEFINITIONS 4.0 POLICY 4.1 It is the Districts policy and the District’s management philosophy that establishing an effective level of communication that offers consistent and continuing feedback on performance expectations and achievements will provide an environment in which our employees can perform to the best of their abilities. A performance appraisal program has been developed to provide a structure that will support the accomplishment of that goal.Important principles of the program include: 4.1.1 The District’s overall mission is enhanced by establishing a connection between that mission and individual employees’responsibilities and objectives. 4.1.2 Recognizing employee strengths and identifying areas that may represent opportunities for improvement will affect current performance as well as enhance career potential. 4.1.3 Every individual has primary responsibility for their own performance and development. 4.1.4 The key role of the supervisor is to support an employee’s efforts to maximize their own contribution and potential. Page 1 of2 5.0 PROCEDURE 5.1 New employees will receive a performance appraisal at the close of their initial probationary period to determine their suitability for continued employment with the District.An evaluation should also occur midway through the probationary period to ensure that performance expectations have been properly communicated and established.This will also offer an opportunity for both the employee and the supervisor to more effectively evaluate the desirability of continuing the employment relationship. 5.2 Employees who earn promotions should similarly receive a performance appraisal at the conclusion of the promotional probationary period. 5.3 An annual performance appraisal will be completed with each employee prior to their anniversary date OC~A Professional Supervisory Management and Executive Management employees will receive a performance appraisal prior to any salary adjustment or merit bonus. 6.0 EXCEPTIONS 7.0 PROVISIONS AND CONDITIONS 7.1 Supervisors and managers will be notified by the Human Resources Department of all evaluations that must be completed at least 45 days in advance of the due date. 8.0 RELATED DOCUMENTS Page 2 of2 -ATTACHMENT 4 - Orange County Sanitation District Policy Number:D90.00 Effective Date:May 24,2000 Subject:TUITION REIMBURSEMENT PROGRAM Supersedes:October 22,1997 1.0 PURPOSE Approved by: This program Es designed to encourage self-development of District€.employees by providing qualifying employees with tuition reimbursement for job-related educational courses at accredited colleges universities or other approved institutions approved by theHuth~n R~so~irc~s and Employee Dev~elopTment (HR&~D)Division,provided that such courses are primarily for the purpose of: •increasing capabilities in tt~e~the ernployee’s~present positions-within the District •preparing for positions to which the employee could be reasonably expected to advance within the District •updating professional and/or technical capabilities that are pertinent and beneficial to the District 2.0 ORGANIZATIONAL UNITS AFFECTED Thig policy applies to all Digtrict’g regular,full time employees.Thii~p~’!ic~~pliês~o all~ District employees ~iho hive completed their initial probationary period of employment and work more than 19 hours per week This policy does not apply to temporary~ 3.0 DEFINITIONS 3.~’QuaIifying Employees:regular,full time Aill Disfriôt~employees who have completed their initial probationary period of employment and work more than 1 9 hours per week: 3.2 Regular Full time ~mployeee:qualif~jing employees,who hour,biweekly pay period Tuition Reimbursement:a program in which qualifying employees who successfully complete District-approved courses,on their own time,at accredited colleges universities or other approved institutions approved b~j the HR&ED Di~ion,within the guidelines of this policy can be reimbursed for eligible expenses incurred,a reimbursement program of eligible expense for qualifying employees who attend,on their own time,District approved courses at accredited colleges,universities,or other ae~roved institutions of the employees’ choosing 4.0 POLICY The District will reimburse employees who successfully complete educationál~courses that serve the mission and goals of the District at the sole determiQation of the District at~ accredited institutions in compliance with Section 1 0 PUPPOSE this policy provided that the reimbursement is within the individual maximum and overall limits of the Page 1 of5 budget ~ HOURS OFWORK~PERWEEK PERCENVQF~REIMBURSEMEN11 0k19 NOT:ELIGIBLE 0% 20..-.~50% ~O’-39 ‘~-—.“‘.75% 40 100% 5.0 REQUIREMENTS 5.1 Employees can be reimbursed for the following: •Specific,job-related associate,baccalaureate,and graduate degree programs ou~es~ •Specific,job-related courses through accredited colleges or universities •Specific,job-related courses offered through an approved institution of study ~pproved~y the ~R &EDpiv~joii The Di~isióffMañä~ei”i~re~ponsible for ~lètè~ri~aning whether or not the course is~ ~ja~4~ 5.2 When an employee iült~~oiiip!été~has complotod each pro approved a course with a grade of “C”or better for undergraduate or ‘8”or better for graduate worfr añd~’ithir~thé guidèliiies of thisjiöli~y the District will reimburse the employee the cost of for ejig,ble expen~es incurre~d’ba~éd ontti’&number o~ hours worked )ièr week,tuition boofr~and reguirod foot not to exceed $5 250 per calendar year. Examples of eligible and ineligible expenses are: .pplication •r.~uuII,1u LHJLIULJIJT.LUI.LL .Material fops •Travel •Optional student fees •Doctoral dissertation fees •Masters thesis fees •Supplemental textbook costs~ •Supplies and materials used for the course and retained by~ the employee after cour~e completion (i e,paper, pencils,noteboo~s,9~kettes etc.) • 6 1 To participate in the Tuition Reimbursement Program iplOyè~~must submit a completed~Tu,tion Reimbursement Application (attachment A)and a copy of the course descnption which incthdes the course cost,course startlend date and number of unite for each coi~è~tO’the HR&ED Div~jon NO LATER THAN one day prior tothecowse:start datei •Ttiibo~Rei~bursen~ént Apphca1~ns received in the HR ~ED Di*i~6n’~on oi~ ~fter the cou start4ate will not be approv~ed~ Eligible Expenses •Tuition l~_.,_..;...-.~J ~......I,........~4... A Ineligible Expenses •Registration fees •Laboratory fees •Parking fees •Health fees •Application fees •Rèquii~te~books and matenalsj~r~the ,~yrs~ syflabi”S •Supplies requIFe~i per the course syllabus not to exceed $100 OQpef course 6.0 PROCEDURE Page 2 of 5 6.2 Thé~1R~’&•ED~Di ~a~:designee)win ;~:1gthiip,~ed Ii~atiäns•.A~áopy~ót ttie approved applicatid~wili be mailed interoffice to the employee to be re-submitted 6 3 lncom~te app~cpi&ris will 6e returned tofle employee with ~xplanation(s) attached: 6.4 .Annroval Proceu 6.4.1 Employoo cooking tuition reimburcement: 6.1.1.1 Prior to the start of a course or degree program,submits to the Education and Training Division for the semester or quarter,a Tuition Reimburiement Pre Approval Application with Sections 1 2 and 3 (Manager’s Review and Pre Approval)completed. Note:Although not required,it is advisable to submit the completed application prior to registering for the course or program so that approval can be determined before the employee incurc any expenses 6.4.1.2 If seeking pre approval for courses in a degree program,submit a list of approved courses prepared by the school and signed by the employee’s advisor at the beginning of the program. Submit this list with the initial Tuition Reimburiement Pre ADDrot’2l AeDlication 6.4.2 The Education and Traininc Division Manacer: 6.1.2.1 Reviews the Tuition Reimbursement Pre Approval Application. 6.1.2.2 If incomplete,returns the application to the employee with a status form indicating the date that the employee must correct and return the application to the Education and Training Divicion. iition Reimburvement Pre Approval .rnrwarac a copy of the application and a Tuition Reimburiemont Application to the employee 6.4.2.4 If the application is not approved,returns the application to the employee with a Status form indicating the reason(s)for non approval 6.5 r~.maureement Procee~ 6.5.1 Upon course.Icoi’npletion,the ethployeem~istcbmplëte ‘and,submit,a Request for~Tuit,on Reimbursement (attachment B)along with (1)an official record of the final grade (2)itemizedreceipts for eligible expenses,(3)a copy of the course syllabus (if requesting reimbursement for required textbooks matenals and/or supplies)and (4)a copy of the original approved Tuition Reimbursement Application for each course to the HR~&~D~Divtsion within 60 calendar days fo~owing th~course end date 6.5.2 Within 60 calendar days following the end of the~course(s),the employee~ submits the Tuition Reimbursement £‘cpense Report Application with Section 1 completed to the Education and Training Division with the following documents attached Page 3 of 5 Official record Of final grade •receipts for tuition and eligible fees paid •~eceipts for books •aeqiiests for Tuition Reiriibuthemënt received an the HR &Eb~ Division more than 60 days after the course end date will notbé ~PY~ 6 5 3 Th~e HR~&ED Man~ager (or desigi~ee)will ~igñ co~leted requests Copies of the approved request wall be mailed interoffice to the employèé and submitt d to the Accounting pivasion for reimbursement 6 5 4 Incomplete requests will be returned to tlie~mployee with e~pl~nation(s) attached. 6.5.5 The Education and Training Division Manaaer: 6.~5.I Reviews the Tuition Reimbursement /and attached documentation. 6.5.5.2 If incomplete,returns the application to the employee with a Status form indicating the date that the employee must correct and return the application to the Education and Training Division. 6.5.5.3 If approved,signs the application and forwards the approved application to the Accounting Division and a copy to the wmpiuy~inoicaung reimoursement status 6.5.5.4 If the application is not approved,returns the application to the ~~indicating ,~reason(s)iui non approval 7.0 EXCEPTIONS 7.1 If an employee terminates employment or gives notice of termination prior to the completion of a course,no reimbursement will be made. 7 2 This policy does not apply to temporary ernploye~ 7.3 Employees will not be reimbursed for tuition costs covered under Veterans ~‘-‘~aminisiration i-’rograms or ~,government sponsored programs 7.3 Reimbursement may be authorized whenever the employee’s manager and HR &ED Manager (or designee)determine that there is substantial benefit to be derived by the District when an employee takes a course or program that does not meet the requirements of Section 6.1,for example,courcec for impacted or transitional employees and/or non credit courses thi~bliby 8.0 PROVISIONS AND CONDITIONS 8.1 An employee who receives payments for formal course work through the Tuition Reimbursement Program will be required to reimburse the District if the employee voluntarily leaves the District’s employment within two years_of completing the course work.The General Manager,under unusual circumstances or on an individual basis,may waive the repayment requirement- Page 4 of 5 8.2 ~Division cn ó~ a 8 3 Req ue~ts for Tuition R~imbu~em~ént !eceived in the HR &ED Division more than 60 days~j~tpr t~e course end date will not be approved 8 4 All funds ieceived by ~an employ~e under this prbgràm within a twelve-month penod pnor to the date of voluntary termination of employment with the District shaH be repaid by ttje empiqye~e 8.2 Reimbursement will be at the discretion of the District provided the employee meets the criteria specified in this policy. 9.0 RELATED DOCUMENTS 9.1 Fair Labor Standards Act,as amended. 9.2 Sections 127 and 132-J8 of the Internal Revenue Code. 9 3 Tuition Réim~ur~erii~nt A~plication (attachment A) 9 4 Request for Tuition Reimbursem~rit (attachment B) Page 5 of 5 Orange County Sanitation District TUITION REIMBURSEMENT APPLICATION p ii’ To participate in the Tuition Reimbursement Program,the employee must complete and submit a Tuition Reimbursement Application (this form)and a copy of the course description which includes the course cost,course start/end date and number of units for each course to the Human Resources and Employee Development (HR &ED)Division NO LATER THAN one day prior to the course start date. REQUESTS RECEIVED ON OR AFTER THE COURSE START DATE WILL NOT BE APPROVED. 1.Employee Name: ________________________________________________ Division: 2.Employment Status:0 0 LI Regular,full-time Temporary Contract Part-time (#of hours per week: ________ LI Probationary (probation ends month/year]: ______ ) 3.Normal Work Schedule (indicate days of week and hours of work): ________ 4.Name and location (city,state)of College,University or Institution of Study: 5. 6. 7.Degree Program?LI YES If yes,indicate type of degree and field of study LI NO If no,indicate reason for taking course _______ By signing this application,1 understand that upon successful completion of the course indicated above,the District will reimburse the associated costs in accordance with Policy D90.00 of the Human Resources Policies and Procedures Manual. Should I voluntarily terminate my employment with the District,I agree to repay the District any funds received under this program within the twelve-month period prior to the date of my voluntary termination.I expressly agree to repay the District one- twelfth (1/12)of the amount owed every month for a total period of twelve (12)months commencing on the month foHowing the month of my voluntary termination.If the amount owed is less than $200.00,I expressly authorize the District to deduct the entire amount due from my final paycheck. Employee Signature:Date: By signing this application,I agree that the course indicated above is mission specific andIor job related. Division Manager’s Approval Signature:Date: FOR OFFICE USE ONLY 0 Your application for reimbursement has NOT been approved.Explanation(s)attached. ~Your application for reimbursement has been APPROVED.A blank Request for Tuition Reimbursement form is attached. HR &ED Director (or designee)Signature:Date: Extension: Do you expect to receive any other type of Tuition Assistance? COURSE iNFORMATION: COURSErNUMBER COURSE TITLE L1 YES UNITS 0 NO ESTIMATED COSTS START DATE END DATE START I TIME END I TIME ATTACHMENT A Orange County Sanitation District REQUEST FOR TUITION REIMBURSEMENT Upon course completion,the employee must complete and submit a Request for Tuition Reimbursement (this form)along with an official record of the final grade,itemized receipts for eligible expenses,a copy of the course syllabus (if requesting reimbursement for required textbooks,materials or supplies)and a copy of the original approved Tuition Reimbursement Application for each course to the Human Resources Employee Development (HR &ED)Division within 60 calendar days following the course end date.LATE REQUESTS WILL NOT BE APPRO VED. 1.Employee Name: _____ Division:Extension: 2.COURSE INFORMATION: COURSE ACTUALLNUMBERCOURSETITLE COSTS START DATE END DATE ] 3.ALL of the following eligible expense documents are attached: Li Official Record of final grade(s) U Receipt(s)for tuition and eligible fees A copy of the course syllabus (if requesting reimbursement for required textbooks,materials and/or supplies) U A copy of the original approved Tuition Reimbursement Application 4.1 request reimbursement in the amount of $ By signing this request,I understand that the District will reimburse the associated costs for the course indicated above in accordance with Policy D90.00 of the Human Resources Policies and Procedures Manual. Should I voluntarily terminate my employment with the District,I agree to repay the District any funds received under this program within the twelve-month period prior to the date of my voluntary termination.I expressly agree to repay the District one-twelfth (1/12)of the amount owed every month for a total period of twelve (12) months commencing on the month following the month of my voluntary termination.If the amount owed is less than $200.00,I expressly authorize the District to deduct the entire amount due from my final paycheck. Employee Signature: __________________________________________ Date: __________________ FOR OFFICE USE ONLY D Your Tuition Reimbursement Request has NOT been approved.Explanation(s)attached. fl Your Tuition Reimbursement Request been APPROVED in the amount of $ ______________ and forwarded to the Accounting Division on ______________, reference #: ____________ HR &ED Director (or designee)Signature: _____________________________ Date: ______________ ATTACHMENT B