Salary Resolution

County Of Sonoma › Administrative Support & Fiscal Services › Human Resources › Divisions and Units › Employee Relations › Labor Agreements & Salary Resolution › Salary Resolution › August 2023 Salary Resolution › Administration of Salary Schedule

Salary Resolution No. 95-0926 Revised August 2023 Section 7: Administration of Salary Schedule

(Amended 12/15/09, 11/2/10, 3/19/13, 6/14/16, 6/12/19)

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7.1 Salaries (Amended 7/11/23)
7.2 Salary Upon Employment
7.3 Salary – Consideration Upon Reappointment or Return
7.4 Salary – Extra Help to Extra Help or Permanent Appointments
7.5 Salary Upon Restoration
7.6 Salary Upon Promotion (Amended 6/14/16)
7.7 Salary – Upon Promotion – Advanced Salary Step
7.8 Salary – Upon Demotion During Probation (Failed Probation)
7.9 Salary – Upon Involuntary Demotion
7.10 Salary – Upon Voluntary Demotion
7.11 Salary – Upon Reappointment from Voluntary Demotion
7.12 Temporary Assignment to a Higher Class (Amended 3/19/13)
7.13 Temporary Promotion – Merit Increase Eligibility (Amended 3/19/13)
7.14 Salary – Upon Transfer (Amended 11/2/10)
7.15 Salary – Upon Reallocation of Class
7.16 Salary – Upon Reclassification of Position – Same Salary Scale
7.17 Salary – Upon Reclassification of Position – Higher Salary Scale (Amended 6/12/19)
7.18 Salary – Upon Reclassification of Position – Lower Salary Scale
7.19 Salary – Upon Reclassification – New Job Classification (Added 6/12/19)
7.20 Automatic Salary Increase (Added 6/12/19)
7.21 Merit Advancement (Amended 3/19/13)
7.22 Merit Increase – Total Hours Required
7.23 Merit Increase – Effective Date (Amended 12/15/09)
7.24 Salary for Extra Help Employment on Three Step Scale
7.25 Salary Reduction In Pay Upon Discipline

7.1 Salaries (Amended 7/11/23)

Equity Adjustments:

Effective July 11, 2023: The County will increase the A-I Steps of each benchmark classification by the percentage specified in Appendix A.1. The County will concurrently increase the A-I Steps of each non-benchmark classification salary scale based on the County’s internal salary administration alignments.

Salary Adjustments:

Effective July 25, 2023, the County will increase by five percent (5.0%) the A Step of each scale in the Salary Table specified in Appendix A.

Effective March 5, 2024, the County will increase by four percent (4.0%) the A Step of each scale in the Salary Table specified in Appendix A.

Effective March 4, 2025, the County will increase the A Step of each scale in the Salary Table specified in Appendix A, by four percent (4.0%).

During 2021-2022, the County provided two salary adjustments under the Salary Resolution. The effective dates and amounts of the cost of living adjustments were as follows:

Effective June 1, 2021 and May 31, 2022, the County increased the A Step of each scale in the Salary Table specified in Appendix A by at least two percent (2.0%) and not more than four percent (4.0). The actual amount of the increases each year were based upon the lesser amount of the following two calculations:

The San Francisco-Oakland-Hayward All Urban Annual Consumer Price Index (CPI-U), issued by the Bureau of Labor Statistics in January 2021 and January 2022 for the preceding December percentage change from December of the prior year.

The County’s actual annual growth percentage of secured property taxes collected between fiscal years 2018-19 and 2019-20 for year 3 salary adjustment; and between fiscal years 2019-20 and 2020-21 for year 4 salary adjustment, divided by 1.5 respectively.

7.2 Salary Upon Employment

Except as otherwise provided herein, appointment to any position in any class shall be made at the minimum rate, and advancement to rates greater than the minimum rate shall be within the limits of the salary scale for the class.
In exceptional cases after reasonable effort has been made to obtain employees for a particular class at the minimum rate, employment of individuals who possess special qualifications higher than the minimum qualifications prescribed for the particular class may be authorized at a higher rate than the minimum upon recommendation of the appointing authority with the approval of the County Administrator. The appointing authority may authorize an advanced step salary placement through Step E. County Administrator approval continues to be required for advance step placements for Steps F through I.

7.3 Salary – Consideration Upon Reappointment or Return

A full‑time or part‑time employee who resigns in good standing and is reappointed on a full‑time, part‑time, or Extra Help basis in the same or closely related class in the same or in a lower salary scale within five (5) years of resignation, shall not be paid less than two (2) steps below the step paid at the time of resignation. Approval of the County Administrator is only required if the person is rehired at a step which exceeds the step paid at the time of resignation. The appointing authority may authorize an advanced step placement through Step E. County Administrator approval continues to be required for advance step placements Steps F through I.

7.4 Salary – Extra Help to Extra Help or Permanent Appointments

An Extra Help employee who is appointed to an allocated part‑time or full‑time position in any class and without a break in service, shall be paid at a step in the appropriate salary scale which is nearest in the amount to that of the step received while employed in the Extra Help position. Employment at a higher salary step not to exceed the maximum of the scale may be authorized upon recommendation of the appointing authority and approval by the County Administrator. The appointing authority may authorize an advanced step placement through Step E. County Administrator approval continues to be required for advanced step placements for Steps F through I.
An Extra Help employee who is appointed to another Extra Help job without a break in service shall receive the salary rate step in the new scale which is closest to but not exceeding the rate paid in the former range. This provision does not apply to Extra Help employment in more than one Extra Help position.
When an Extra Help employee returns within one (1) year from the date of separation to the same position, which the employee previously occupied or to a similar position paid on the same salary scale, the employee shall receive the same step of the scale as the employee received upon separation. Such employee shall be considered for merit increase when the employee's total hours in pay status before and after separation and restoration equal the number of hours required for a merit increase.

7.5 Salary Upon Restoration

Any full‑time or part‑time employee displaced, laid off, or voluntarily demoted in lieu of layoff, and reappointed within two (2) years in the same class from which separated, or in a closely related class in the same salary scale, or in a lower salary scale than the class from which separated, shall be paid at the same step in the salary scale as the employee was paid at the time of displacement, layoff or voluntary demotion, or the step of the scale which is closest to but not exceeding the rate the employee is currently being paid as a County employee, whichever is greater. Such employee shall be considered for merit increase when the employee's total hours in paid status before and after separation and restoration equal the number of hours required for merit increase.

7.6 Salary Upon Promotion (Amended 6/14/16)

Except as otherwise provided herein, any full‑time or part‑time employee who is promoted to a position of a class allocated to a higher salary scale than the class from which the employee was promoted shall receive the salary step rate of the appropriate scale which would constitute an increase of salary most closely equivalent to but not less than five percent (5%) of the employee's step rate before promotion, but not less than the minimum salary scale for the new class nor greater than the maximum salary scale of the new class.
An employee who receives a promotion from any classification not in Administrative Management Unit 50 to a classification in Administrative Management Unit 50 allocated to a higher salary scale than the classification from which the employee was promoted shall receive the salary step of the appropriate scale that would constitute an increase of salary most closely equivalent to but not less than ten (10) percent of the employee’s salary step before promotion but not less than the minimum salary step of the new class or greater than the maximum salary step of the new class.
If a promotion occurs in the same pay period a merit increase is due and approved, the merit increase shall be computed first and subsequently the increase due to promotion.
An employee who is promoted shall be considered for a merit increase when the employee's total hours in pay status, exclusive of overtime subsequent to promotion, equals one thousand forty hours (1,040). The effective date of the merit increase shall be in accordance with Section 7.21 (Merit Increase – Effective Date).

7.7 Salary – Upon Promotion – Advanced Salary Step

Upon promotion of a full‑time or part‑time employee to a new class, the appointing authority may recommend to the County Administrator that the person being promoted receive a rate of pay that is higher than that to which the employee is entitled but in no way exceeds the top of the scale. The appointing authority may authorize an advanced salary step placement through Step E. County Administrator approval continues to be required for advance step placements for Steps F through I.

7.8 Salary – Upon Demotion During Probation (Failed Probation)

A full‑time or part‑time employee who, during the employee's probationary period, is demoted to a class which the employee formerly occupied in good standing during the same period of continuous employment in paid or unpaid status, shall have the employee's salary reduced to the salary the employee would have received if the employee had remained in the lower class. The employee's eligibility for merit advancement shall be determined as if the employee had remained in the lower class throughout the employee's period of service in the higher class.

7.9 Salary – Upon Involuntary Demotion

A full‑time or part‑time employee, to whom the circumstances described in Section 7.8 above do not apply, who is demoted involuntarily to a position of a class which is allocated to a lower salary scale than the class from which the employee is demoted, shall have the employee's salary reduced to the salary in the scale for the new class next lower than, but not more than five percent (5%) lower than the salary received before demotion, except that such employee will not be paid more than the maximum of the scale of the class to which the employee is demoted. The employee's eligibility for merit advancement shall not change as a result of demotion.

7.10 Salary – Upon Voluntary Demotion

A full‑time or part‑time employee, to whom the circumstances described in Section 7.8 above do not apply, who is demoted voluntarily or who displaces as a result of layoff to a position in a class which is allocated to a lower salary scale than the class from which the employee is demoted, shall receive the highest salary step in the scale for the new class which does not exceed the salary received before demotion, but not exceeding the maximum of the salary for the new class. The employee's eligibility for merit advancement shall not change as a result of demotion.

7.11 Salary – Upon Reappointment from Voluntary Demotion

Any full‑time or part‑time employee who is demoted voluntarily and who is reappointed on a full‑time or part‑time basis in the same class within two (2) years shall be reappointed at either the same step the employee received at the time of demotion or the salary step nearest the amount of the employee's present salary step, whichever is greater.

7.12 Temporary Assignment to a Higher Class (Amended 3/19/13)

An employee assigned by the appointing authority to perform the majority of duties of a limited term project position, with the approval of the County Administrator and the Director of Human Resources, or to a higher classification to fill a vacancy caused by resignation, separation, promotion, or an extended leave of absence, must complete the required personnel forms and must meet the minimum qualifications of the higher classification or position. Such employee shall be paid according to the salary of the scale for the new class which would constitute an increase in salary at the step most closely equivalent to five percent (5%) greater than the employee's salary before promotion, but not less than the minimum salary of the new class, or not greater than the maximum salary of the new class or a salary rate assigned to the limited term project position. The employee shall receive this salary as long as the employee continues to serve in such assignment and shall be entitled to receive any authorized increases for the higher class as described in Section 7.13 (Temporary Promotion – Merit Increase Eligibility) below.

7.13 Temporary Promotion – Merit Increase Eligibility (Amended 3/19/13)

Temporary assignments shall be administered in the following manner:

If an employee assigned to a higher class has not yet reached the “I” step in the lower class, in-service hours while temporarily assigned to a higher class shall count as time served in the lower class for purposes of merit increase(s). If employee reaches the “I” step of the lower class while temporarily assigned, all subsequent in-service hours worked while assigned to the higher class will begin counting toward a merit increase in the higher class.
If an employee is at the “I” step of the lower class when assigned to the higher class, in-service hours while temporarily assigned to a higher class shall count as time served in the higher class for purposes of merit increase(s) beginning with the first hour assigned in the higher class.
An employee who is subsequently reassigned by the appointing authority within 12 months of the ending date of the most recent temporary assignment shall be considered for a merit increase in the higher class when the employee’s total cumulative hours in the higher class are in accordance with Subsection 7.19 – Merit Advancement. However, if the employee received credit toward a merit increase in the lower class for hours worked in a temporary assignment as provided in Subsection 7.13 (a), such hours shall not also count toward a merit increase in the higher class.

7.14 Salary – Upon Transfer (Amended 11/2/10)

A full‑time or part‑time employee who transfers from one allocated position to another allocated position in the same job class shall be placed at the same salary step that the employee was receiving prior to the transfer. A full-time or part-time employee who transfers form one allocated position in a job class to another allocated position in a closely related job class as defined in the Civil Service Rules for which s/he possesses the minimum qualifications shall be paid in the new scale nearest in amount to what the employee received prior to transfer.

7.15 Salary – Upon Reallocation of Class

An employee in a position of a class which, is reallocated from one salary scale to another, shall continue to receive the same salary step.

7.16 Salary – Upon Reclassification of Position – Same Salary Scale

Whenever a position is reclassified to a class, which is allocated to the same salary scale, the incumbent shall retain the same salary received prior to the reclassification if the incumbent is appointed to fill the position in accordance with the Civil Service Rules.

7.17 Salary – Upon Reclassification of Position – Higher Salary Scale (Amended 6/12/19)

Except as otherwise provided herein, whenever a position is reclassified to a class which is allocated to a higher salary scale, the salary of the incumbent shall be increased as provided by this Section upon promotion and include any subsequent merit increase considerations, as provided in Section 7.20. For job classifications that are within the purview of the Civil Service Commission, upon approval by the Civil Service Commission of the reclassification of an employee to an existing job classification at a higher salary scale, the incumbent shall temporarily receive salary as provided in Section 7.6 Salary Upon Promotion above, beginning the next full pay period following the Commission’s approval. Such temporary salary will end on the effective date the Board of Supervisors adopts the classification recommendation.

7.18 Salary – Upon Reclassification of Position – Lower Salary Scale

Whenever a position is reclassified to a class, which is allocated to a lower salary scale, the salary of the incumbent shall be provided by this Section upon voluntary demotion if the incumbent is appointed to fill the position in accordance with the Civil Service Rules. Whenever the effect of a reclassification is to reduce the salary of an incumbent, the Board of Supervisors may, upon recommendation by the Director of Human Resources, direct that the incumbent shall continue to receive the previously authorized salary until separation of employment in the position, or until a percentage increase in pay may be authorized, whichever occurs first. Appropriate records shall show an incumbent as being paid at a special fixed rate (Y-Rate) of the salary scale for the employee's class.

7.19 Salary – Upon Reclassification – New Job Classification (Added 6/12/19)

For reclassification in which an incumbent is recommended by the Human Resources Director to be reclassified to a new job classification, the incumbent shall receive a temporary 5% premium beginning the next pay period following Human Resources’ distribution of the interested parties notice of the reclassification recommendation, in accordance with Civil Service Rule 3.2E. The temporary premium will end on the effective date the classification recommendation is approved or denied by the Civil Service Commission or governing body.

For any reclassification to a new job class, the temporary premium does not guarantee a particular salary outcome for the new job classification. The official placement of the incumbent employee salaries will be pursuant to Section 7.6 Salary Upon Promotion or Section 7.18 Salary - Upon Reclassification of Position Lower Salary Scale.

7.20 Automatic Salary Increase (Added 6/12/19)

Whenever the date of approval for a classification study by the respective governing body is greater than two years from the date Human Resources notified the requesting party of approval to conduct the classification study, and when the final recommendation results in reclassifying an incumbent(s) to a job classification with a higher salary range, the incumbent shall automatically be entitled to receive a base hourly rate of pay 5% higher than what is provided under Section 7.6 Salary Upon Promotion above, not to exceed the I Step of the salary scale.

7.21 Merit Advancement (Amended 3/19/13)

Merit Advancement Within Salary Scales

Merit increases within a scale shall not be automatic. They shall be based upon merit and shall be made only upon written approval by the employee’s appointing authority. Merit increases shall be made within the appropriate salary scale for the class by computing the new salary step rate which is most closely equivalent to two and a half (2 ½), five (5), seven and a half (7 ½), or ten (10) percent higher than the previous base hourly salary subject to the criteria below in 7(b). The usual merit increase for Satisfactory or Exceeds Standards, as documented by a written performance evaluation, shall be five (5) percent. The Department Head has the option of giving no increase or a two and a half (2 ½) percent increase for less than overall satisfactory performance.

To request a flexible merit increase (any other than five percent (5%), or to award a merit in advance of eligible date), the appointing authority must complete the Flexible Merit Increase form and attach the employee’s performance evaluation then forward to the County Administrator for approval. This Section shall not be grievable or appealable under any County resolution, ordinance, policy or practice. An employee whose merit increase is denied by the appointing authority may, upon request, meet and discuss with the appointing authority the reasons for the denial. The decision of the appointing authority shall be final.
Merit - Special Advancement

Either (1) or (2) can be chosen, but may not be combined. Increase cannot exceed ten percent (10%) in the previous twelve (12) months.
1. Upon recommendation of the appointing authority and approval by the County Administrator, an employee may be given a five percent (5%) merit step advancement before regularly scheduled as provided in section 7.20. Such special salary advancement shall be documented by an overall Outstanding rating with no areas of improvement needed in the written performance evaluation. Only one such special increase can be given in a twelve (12) month period or in the first twelve (12) months following appointment to the position.
2. An employee may be advanced in the salary scale based on merit at seven and one half percent (7 ½%) or ten percent (10%) increase, documented by an overall Outstanding rating in the written performance evaluation with no areas rated "Improvement Needed". A seven-and-one-half percent (7 ½%) or ten percent (10%) increase must have the recommendation of the appointing authority and approval by the County Administrator.

7.22 Merit Increase – Total Hours Required

Each employee shall be considered for an initial merit increase when the employee's total hours in pay status exclusive of overtime within the current class equals one thousand forty (1,040) hours. Each such employee shall be considered for subsequent merit increases when the employee's total hours in pay status exclusive of overtime, at each step to which advanced, equals two thousand and eighty (2,080) hours. Notwithstanding the above, employees in the classification of Student Intern, Law Clerk or Senior Law Clerk may be considered for a merit increase following the completion of each school semester of internship experience with the approval of the Director of Human Resources. This Section shall not be grievable or appealable under any County resolution, ordinance, policy or practice. An employee whose merit increase is denied by the appointing authority may, upon request, meet and discuss with the appointing authority the reasons for the denial. The decision of the appointing authority shall be final.

7.23 Merit Increase – Effective Date (Amended 12/15/09)

The effective date of the merit increase shall be the start of the work day during which the employee becomes eligible for the merit increase.

7.24 Salary for Extra Help Employment on Three Step Scale

Notwithstanding other provisions of this Resolution, each person employed as an Unrepresented Extra Help employee in a position wherein the salary scale is established pursuant to a negotiated Memorandum of Understanding between the County and Operating Engineers, Local 39 shall be paid within a three step system, the steps being E, G, and I of the respective salary scale listed in the current Memorandum of Understanding. Appointment to any of these Local 39 Unrepresented positions shall be made at the minimum rate, i.e., Step E.

7.25 Salary Reduction In Pay Upon Discipline

For a full-time or part-time Confidential or Other Unrepresented employee who has their pay reduced in accordance with Civil Service Rule 10.4, the reduction in pay shall apply to regular hours worked, including hours treated as hours worked, currently paid administrative leave, jury duty, military leave and compassionate leave. The rate reduction excludes premiums, overtime, vacation and compensatory time accruals and usage, and vacation, sick and compensatory time pay off. Pursuant to Civil Service Rule 10.4, a reduction in pay shall not exceed five (5) percent of the employee's salary step prior to the reduction and shall not exceed one thousand forty (1,040) hours in duration. Section 7.23 does not apply to Administrative Management employees.