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CITY COUNCIL AGENDA ITEM NO. 20

Meeting Date: September 12, 2000

Subject/Title: Sick Leave – Conversion to Deferred Compensation/Cash at Retirement

Submitted by: Patti Standley, Human Resources Manager

Approved by: Jon Elam, City Manager

RECOMMENDATION
Adopt a Resolution establishing Council/Administrative Policy No. 20-12, Sick Leave – Conversion to Deferred Compensation/Cash at Retirement. 

PREVIOUS ACTION
The City Council directed staff to meet and confer with the City’s bargaining units and employee groups to develop a policy that provides for the conversion of unused sick leave as recommended by the Personnel Sub-committee. 

BACKGROUND
Recently, staff met with the City Council Personnel Sub-committee to discuss requests presented by retiring employees to convert a portion of their unused accrued sick leave to cash for either deposit to a deferred compensation account or as a lump sum cash payment. These requests were based on extremely low use of sick leave and long term of employment with the City of Brentwood. 

The Personnel Sub-committee agreed that it is reasonable to recognize and reward a retiring long term employee that has not used much of the sick leave accrued during their term of employment with the City of Brentwood. This recommendation was discussed in Closed Session with the full City Council on August 22, 2000. The City Council directed staff to meet and confer with the City’s bargaining units and employee groups to develop the attached policy.

Staff distributed a draft policy to bargaining unit and employee group representatives and met and conferred in good faith to prepare final revisions to the policy on August 29, 2000.

Beginning with Fiscal Year 2001/02, the Finance Department will budget for the full financial value of accrued sick leave for all employees. Funding of the current request is available through salary savings due to vacant positions paid from the General Fund.


Section 1: PURPOSE

The purpose of this policy is to establish eligibility requirements for retiring employees to receive cash for unused sick leave as defined below. 

Section 2: POLICY

It is the policy of the City of Brentwood to provide retiring employees a one-time cash payment of up to one-half of the remaining sick leave accrual earned during their term of employment with the City of Brentwood, up to $8,000. The cash payment may be disbursed to the retiring employee via lump sum cash payment (less applicable taxes), deposited to the employee’s deferred compensation account (as allowed under terms and conditions of the plan and Internal Revenue Service regulations), or a combination of both options, at the election of the employee. 

Section 3: PROCEDURE

1. Upon submittal of application for retirement to the California Public Employees’ Retirement System (CalPERS), the employee will notify the Human Resources Department of their intent to retire. The Human Resources Department will request an updated absence schedule from Payroll. The absence schedule includes information for accrued sick leave.

2. Once the absence schedule is received, the Human Resources Department will forward a copy to the employee including information regarding sick leave hours that are available for cash conversion.

3. The employee will notify the Human Resources Department of their election to receive either a lump sum cash payment (less applicable taxes), deposit of the funds to the employee’s deferred compensation account, or a combination of both options. Deposit to deferred compensation will require completion of election and/or change forms that will be completed by the employee. Further, a deposit of these funds to the employee’s deferred compensation account is subject to the terms and conditions of the deferred compensation plan and IRS regulations.

4. The Human Resources Department will review the completed documents related to either a lump sum cash payment and/or deposit to the employee’s deferred compensation account for complete information and will forward documents to payroll for processing. 


RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD APPROVING COUNCIL/ADMINISTRATIVE POLICY NO. 20-12, SICK LEAVE – CONVERSION TO DEFERRED COMPENSATION/CASH AT RETIREMENT


WHEREAS, the City Council directed staff to meet and confer with the City’s bargaining units and employee groups to develop a policy that provides for the conversion of a portion of unused sick leave to cash for deposit to deferred compensation or lump sum cash payment for retiring employees, and

WHEREAS, staff met and conferred with the City’s bargaining units and employee groups to discuss and prepare Council/Administrative Policy No. 20-12, Sick Leave – Conversion to Deferred Compensation/Cash at Retirement, and

WHEREAS, beginning with Fiscal Year 2001/02 the Finance Department will include funding for the fiscal impact of this policy in the annual city budget.

NOW, THEREFORE BE IT RESOLVED the City Council of the City of Brentwood, approves Council/Administrative Policy No. 20-12, Sick Leave – Conversion to Deferred Compensation/Cash at Retirement, effective September 1, 2000.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting held on September 12, 2000 by the following vote:

AYES: 
NOES: 
ABSENT: 

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