HomeMy Public PortalAbout808.9 - Human Resources - Personnel Management - Contract PositionsChief Administrative Officer
Human Resources Division Section 808.9
Policies and Procedures Manual Page 1
808.9 SUBJECT: CONTRACT POSITIONS
:1 OBJECTIVE:
To provide pay and compensation policy and procedures for contract positions, and for
employees transferring from contract positions to permanent positions.
:2 AUTHORITY:
This procedure approved by City Council September 15, 2003; amended City Council
April 27, 2009.
:3 DIRECTION:
Human Resources Division Manager, as an appointed official, serves at the pleasure of the
Mayor, and receives direction through the Chief Administrative Officer or designees.
:4 METHOD OF OPERATION:
A. Definitions
1. Contract Position - A position that is considered temporary in nature and is
designated for a specific project and/or time frame, not to normally exceed two
(2) years, without reassessment.
2. Contract Employee - An employee who is working under a specified
employment contract, which is subject to City Council approval.
3. Merit Increase - An annual increase in salary based on individual job
performance. (See Policy & Procedure 808.22 for further explanation of merit
and bonus programs).
4. Seasonal Employee - An employee who is hired to work in another than
permanent position on an as needed basis. Such employees are not eligible for
any City benefits. A temporary employment contract must be signed
according to the City's established procedures.
5. Temporary Employee - An employee who is hired to work in an other than
permanent position on a regular basis for a specified length of time, not to
exceed one (1) year, without reassessment of need. Such employees are not
eligible for any City benefits. A temporary employment contract must be
signed according to the City's established procedures.
B. Policy
1. Employment contracts for Temporary and Seasonal employees do not require
City Council approval and may be signed by the Human Resources Division
Manager or designee.
2. The Chief Administrative Officer (CAO), Chief Financial Officer (CFO),
Chief of Staff (COS), City Attorney, their designees and the Budget Review
Committee will determine need for and authorize all other contract positions
(excluding Temporary/Seasonal). The following provisions apply:
a) The duration of contract positions should not normally exceed two (2) years
without reassessment of need.
Chief Administrative Officer
Human Resources Division Section 808.9
Policies and Procedures Manual Page 2
b) The Human Resources Division is responsible for analyzing and evaluating
contract positions and determining the proper grade and title for placement
within the City's Classification Plan (see P&P 808.7, Classification Plan).
c) Individual contracts are subject to review by the City Attorney’s Office
and the Human Resources Division and approval by City Council.
Contract must be signed and approved by City Council PRIOR to
employment.
C. Compensation and Benefits (Excludes Seasonal/Temporary)
1. Pay Issues
a) Starting Rate - Normally, the starting rate will be established as the
minimum salary for the assigned pay grade. With sufficient justification
(i.e., exceptional applicant qualifications, the need for specific skills),
Department Directors may request a starting rate that is higher than the
established minimum.
b) Merit Increase - General merit increases may be awarded once a year,
normally at the beginning of the pay period following the anniversary date.
See Policy and Procedure 808.22, Performance Appraisal and Merit
Increase Program, for further explanation of programs.
The salary ranges are normally adjusted annually in October. If contract
employees' pay falls below the minimum of their assigned pay grade, their
salary will be adjusted to the minimum of the grade. However, upon
completion of the annual review period, if a merit increase is to be
awarded, employees will receive the difference between the
recommended merit amount and the range adjustment amount
received.
Completed Performance Appraisal forms must be submitted to the Human
Resources Division for review PRIOR to submission to City Council for
approval.
c) Change in Status - When it is determined that a contract position will be
converted to a permanent position, the employee will retain his/her current
salary.
When a contract employee applies for and is hired into a permanent
position, the salary will be determined in accordance with Policy and
Procedure 808.5
City Council approves the establishment and continued existence of
contracted positions. Salary changes awarded according to existing policies,
such as merit increases, outstanding performance increases, bonuses awarded
through the performance bonus program, and career progressions, do not
require additional city council approval.
2. Benefits
a) Sick Leave - Sick leave will no longer accrue. Existing balances will be
governed in accordance with Policy & Procedure 808.16.
Chief Administrative Officer
Human Resources Division Section 808.9
Policies and Procedures Manual Page 3
b) Personal Leave - Personal leave benefits will be provided in accordance
with Policy & Procedure 808.15
Accruals will be calculated from the date of participation in the City's
Pension Plan. (Contract employees became eligible to participate in the
City's pension plan on October 30, 1989.)
c) Longevity Pay - Contract employees are eligible to receive an annual
longevity payment based on length of service. Service time will be
calculated from the date of participation in the City's pension plan. (Contract
employees became eligible to participate in the City's pension plan on
October 30, 1989.) See Policy & Procedure 808.5.D.13 for payment
schedule.
d) Service Awards - Contract employees are eligible to receive recognition for
years of service to the City in the form of service pins and certificates. These
awards are distributed near the anniversary date, in five (5) year increments,
of their tenure with the City. Service time will be calculated from the date of
participation in the City's pension plan. (Contract employees became
eligible to participate in the City's pension plan on October 30, 1989.)
e) Other Benefits - See applicable Policy and Procedures for determination of
inclusion in programs.
D. Transfer/Rehire into Permanent Position (Excludes Seasonal/Temporary)
When a contract employee transfers into a permanent position, all service time
while a participant in the City's pension plan (on or after October 30, 1989) will be
counted toward "permanent" service.
Former contract employees rehired into permanent positions will have their length
of service calculated in accordance with Policy and Procedure 808.37-Employee
Rights upon Reemployment/Reinstatement.
:5 FORMS:
None.
:6 COMMITTEE RESPONSIBILITIES:
None.
:7 REFERENCE:
Procedure adopted by City Council, January 25, 1992, Item 3 KK; June 21, 1993, Item 2-
P; amended March 11, 1996, Item 3 KK; amended October 21, 1996, Item 8-YY;
amended May 22, 2000, Item 8-ZZ; amended September 15, 2003; re-formatted only April
2004; amended April 27, 2009, Item A-9.
:8 EFFECTIVE DATE:
This procedure effective, April 27, 2009.