City of Oakland v. Oakland Police & Fire Retirement System

Filed 2/28/14

CERTIFIED FOR PUBLICATION

IN THE COURT OF APPEAL OF THE STATE OF CALIFORNIA

FIRST APPELLATE DISTRICT

DIVISION FOUR

CITY OF OAKLAND,

Plaintiffs and Respondents.

A136769

v.

OAKLAND POLICE AND FIRE (Alameda County

RETIREMENT SYSTEM et al., Super. Ct. No. RG11580626)

Appellants and Respondents,

RETIRED OAKLAND POLICE

OFFICERS ASSOCIATION et al.,

Appellants and Interveners.

In this appeal, we revisit the provisions of the Oakland City Charter that determine

how retirement benefits are calculated for members of the Oakland Police and Fire

Retirement System (PFRS). The Retired Oakland Police Officers Association, along

with several PFRS’s members and beneficiaries (collectively, the “Association”), appeal

from a judgment granting a peremptory writ of mandate and declaratory relief in favor of

the City of Oakland (City). In the trial court, the City successfully argued that the

Oakland Police and Fire Retirement Board (Board) had impermissibly included certain

holiday premium pay and shift differential pay in the calculation of PFRS retirement

1

benefits. The Board was ordered to correct its calculations for all future payments and to

implement a plan for recovering past overpayments made to retirees.1

I. BACKGROUND

A. The Oakland Police and Fire Retirement System (PFRS)

PFRS was created in 1951 when separate police and fire retirement systems were

merged pursuant to article XXVI of the Oakland City Charter (Charter). (Charter,

art. XXVI, § 2600.) Only members of the Oakland Police Department (Department) or

Oakland Fire Department hired prior to July 1, 1976, are eligible for coverage by PFRS.2

(Id., §§ 2600, 2607.) Current members of the Department (except for one sergeant

covered by PFRS who has not yet retired) are included in the state-created Public

Employees’ Retirement System (PERS). Thus, PFRS is essentially a closed system with

a dwindling pool of retirees. As of January 31, 2012, PFRS had 619 retired police

members and widows, with an average age of 73.

PFRS is funded through a combination of member contributions (reportedly

between 5 and 13 percent of each member paycheck), investment returns and additional

monies supplied by the City “as may be necessary.” (Id., §§ 2601, subd. (e), 2619.) Its

governing Board consists of seven members, including representatives of the City, the

Department, the Fire Department and the PFRS retirees, as well as a local life insurance

executive, a banker and a community representative. (Id., § 2601.) Pursuant to the terms

of the Charter, PFRS is managed and administered by the Board, which has “exclusive

control of the administration and investment” of all PFRS funds. (Ibid.)

1

Initially, an appeal was also filed in this case by PFRS and the Board, arguing only that

the City had failed to exhaust its administrative remedies. However, after the filing of

their opening brief, both PFRS and the Board requested that this Court dismiss their

appeal because they had reached a settlement with the City. Over the objection of the

Association, we granted the dismissal request. As the Association has also raised the

exhaustion issue, we will consider it in the context of this appeal.

2

The Department refers to sworn peace officers of all ranks as “members” of the

Department. Non-sworn civilian employees of the Department are called “employees.”

We adopt this nomenclature here.

2

In a fixed pension system, benefits are paid to a retiree based on the compensation

paid to that retiree for a defined period of time prior to retirement. (Kreeft v. City of

Oakland (1998) 68 Cal.App.4th 46, 48, fn. 1 (Kreeft), citing Dunham v. City of Berkeley

(1970) 7 Cal.App.3d 508, 511, fn.1 (Dunham).) PFRS, in contrast, is a “fluctuating”

system under which pension benefits paid to retired members increase or decrease over

time as the compensation paid to active members of the Department similarly rises or

falls. (Kreeft, supra, 68 Cal.App.4th at p. 48; see also Dunham, supra, 7 Cal.App.3d at

p. 511.) The primary purpose of a fluctuating pension plan such as PFRS “is to guarantee

the pensioner a fairly constant standard of living despite inflation, and to maintain

equality of position between the retired member and the person (or persons) currently

holding the rank the pensioner attained before his retirement.” (Kreeft, supra, 68

Cal.App.4th at p. 54.) Thus, a PFRS retiree receives benefits based on the compensation

currently paid to active sworn personnel who hold the rank that the member held prior to

retirement. Stated in terms of the applicable Charter language, the retiree receives

benefits based on the current compensation that is “attached to the average rank held” by

that retiree in the three years prior to retirement.3 This appeal involves the inclusion of

certain holiday premium pay and shift differential pay as “compensation attached to

rank” for purposes of calculating PRFS retirement benefits.

3

Specifically, section 2607 of the Charter defines “ ‘[c]ompensation attached to the

average rank held’ ” as “the compensation attached to the lowest rank held during the

three years immediately preceding retirement plus one thirty-sixth (1/36) of the

difference between it and the compensation attached to any higher rank held during that

period of each month, and fraction thereof, the higher rank was held.”

“ ‘Compensation’ ” is defined by section 2607 to mean “the monthly remuneration

payable in cash, by the City, without deduction, for time during which the individual

receiving such remuneration is a member of the Police or Fire Department, but excluding

remuneration paid for overtime . . . .”

3

B. The Disputed PFRS Payments

1. Holiday Premium Pay

Although the relevant provisions of the Charter with respect to the calculation of

pension benefits based on “compensation attached to rank” have not changed over the

years, the application of that Charter language in the context of holiday premium pay has

not been similarly static. Indeed, there is a long and storied history to the holiday pay

issue, involving multiple lawsuits, stipulated settlements, and numerous changes to the

various memoranda of understanding (MOU’s) governing the City’s holiday

compensation obligations with respect to active members of the Department. While the

City attempts to limit the discussion in this case to the current MOU’s provisions

authorizing holiday pay, we find the history instructive and therefore summarize it here.

Before we begin, however, we note that discussion and analysis of the holiday pay

issue has been clouded in the past by failure to define the terms “holiday pay” and

“holiday premium pay” in a precise manner. For purposes of this opinion, we will use

the two terms interchangeably to refer to that pay in excess of the regular or base pay to

which a member of the Department may be entitled due to the occurrence of a holiday.

Thus, holiday pay includes the extra compensation payable to a police officer who works

on a holiday (over and above base pay), as well as the compensation due to an officer

who has a regular day off or takes vacation on a holiday and therefore does not work.

The question of whether holiday pay is “compensation attached to rank” for

purposes of calculating PFRS retirement benefits was first addressed by Division Four of

the First Appellate District in 1971 in the case of Buck v. City of Oakland (August 25,

1971, 1 Civ. 28402) [nonpub. opn.] (Buck). When Buck was decided, the compensation

payable to active members of the Department was set by salary ordinance. (See Oakland

Ord. No. 4817, amending section 1.19 of Oakland Ord. No. 4727 (the 1971 Ordinance).)

With respect to holiday pay, the 1971 Ordinance provided in relevant part: “Time worked

by any officer or member of the Police Department . . . in excess of 40 hours during any

one-week period shall be deemed overtime work; provided, however, that . . . whenever

any legal holiday, as herein designated, shall fall within any such one-week period, the

4

said officer or member of the Police Department shall be credited with 8 hours of work in

computing said 40 hours during said one-week period.” (Ibid.) The 1971 Ordinance,

which designated 11 holidays, maintained that “[s]uch extra compensation shall not be

construed to increase pensions paid from the Police and Fire Retirement Fund, nor

deductions for contributions thereto.” (Ibid.)

In Buck, active and retired members of the Department sought a writ of mandate

to compel the City and the Board to include the value of certain fringe benefits paid to

active members—including holiday pay—as “compensation attached to rank” for

purposes of calculating PFRS retirement benefits. (Buck, supra, 1 Civ. 28402 at pp. 1-3.)

After reviewing the provisions of the Charter set forth above which define

“compensation” and “compensation attached to the average rank held,” the court first

concluded that the express provision in the 1971 Ordinance attempting to exclude

holiday pay from retirees’ pensions was not controlling. (Id. at pp. 2-5 [effectuating such

a provision would permit the City to amend the Charter by ordinance which cannot be

done].) The court went on to determine that remuneration for holiday work did not

constitute overtime and therefore was not excluded from the Charter’s definition of

“compensation.” (Id. at pp. 11-12; see also Charter, art. XXVI, § 2607

[“ ‘compensation’ ” defined as monthly remuneration excluding overtime].) Finally, the

court opined that the eight hours credited to a police officer who worked on a holiday was

most often paid to that officer in cash and was therefore “ ‘extra compensation’ [citation]

for having worked on a ‘legal holiday.’ [Citation.]” (Buck, supra, 1 Civ. 28402 at p. 12.)

As such, it was “compensation” for purposes of the Charter and “must be included in the

computation of retirement allowances.” (Ibid.)

In the wake of Buck, the City reportedly tried to avoid the inclusion of holiday pay

in PFRS retirement benefits by altering the holiday pay structure for active members of

the Department. Specifically, the Department began giving active officers compensatory

time off in lieu of actual holiday pay. In response to this change, lawsuits were filed and

eventually the City was permanently enjoined from enforcing any “ordinance, resolution

or directive which decreases or attempts to decrease the holiday pay . . . received by

5

Oakland police officers or firemen as ‘monthly compensation comprising salary.’ ”

(Doan v. City of Oakland (Super. Ct. Alameda County, 1972, No. 426926) (Doan).) In

addition, the City was ordered to pay active members retroactively for any lost holiday

pay and was directed “to pay the increased retirement allowances based thereon pursuant

to the [Buck] decision.” (Ibid.)

The City and the Oakland Police Officer’s Association (OPOA) adopted the first

MOU setting Department compensation in 1973 after the Doan decision. As part of the

1973 MOU, the City agreed not to appeal the decision in Doan and to comply with the

terms of the permanent injunction, including the “computation of retirement benefits

under the Buck Decision” with respect to holiday pay. In 1974, a more comprehensive

MOU was adopted which designated 11 holidays and indicated that premium pay for

holidays was to be “computed at the regular hourly base rate of pay for an employee’s

classification, rather than at the [overtime] rate of time and one-half.” Thus, as in Buck,

members of the Department received eight hours of holiday premium pay. Similar

language was carried over into the 1975 MOU. During this timeframe, the extra eight

hours of compensation received by members of the Department as holiday premium pay

was included in the calculation of PFRS retirement benefits.

In 1976, the City and OPOA adopted an MOU increasing holiday premium pay

from the straight-time rate (8 hours) to a rate based on “time and one-half the regular base

rate of pay for an employee’s classification” (12 hours). The 1976 MOU, however,

contained the following language impacting the calculation of PFRS retirement benefits:

“City and [OPOA] agree that premium pay shall not be subject to retirement except for

the straight time portion of holiday pay.” Although the record does not contain MOU’s

covering the period from 1988 through 1994, it appears that similar limiting language

continued from 1976 up through the 1995-1998 MOU. Based on the language of the

MOU’s, PFRS retirees only received credit for 8 hours of holiday premium pay in the

calculation of their retirement benefits from 1976 through 1996. In contrast, active

members of the Department received 12 hours of holiday pay during this same period. At

some point between 1986 and 1995, the number of paid holidays increased from 11 to 12.

6

Holiday premium pay was again the subject of litigation in 1996. (See Oakland

Police & Fire Retirement Assn. v. City of Oakland (Super. Ct. Alameda County, 1996,

No. 763859) (Arca II).) Arca II was a class action lawsuit filed on behalf of PFRS

retirees and their beneficiaries challenging the MOU language that excluded retirees from

receiving credit for the additional four hours of holiday pay that was being paid to active

members of the Department. In that case, the City did not contest the holding in Buck,

but argued that the additional four hours of holiday pay was “overtime” pay and therefore

expressly excluded from the calculation of PFRS retirement benefits. (See Charter, art.

XVI, § 2607 [“ ‘compensation’ ” defined as monthly remuneration excluding overtime].)

The trial court disagreed, granting a writ of mandate in favor of PFRS retirees with the

following instructions: “Respondents are compelled in determining and computing the

amount of the retirement allowances due to Petitioners and the class they seek to

represent to take all actions necessary to include as ‘compensation’ and ‘compensation

attached to the average rank held’ the full twelve hours holiday pay received by current

Oakland Police Officers” (italics added). The City was further ordered to make three

years of retroactive retirement allowance payments with interest. Subsequently, the

parties entered into a settlement agreement in which the City agreed not to appeal Arca II,

to follow the terms of the decision, and to make the required retroactive payments. In

return, the City received a reduction in the interest otherwise payable to PFRS retirees

pursuant to the decision.

In accordance with Arca II and the related settlement agreement, the 1998-2001

MOU between the City and OPOA deleted the language limiting holiday pay for PFRS

retirees, stating simply that premium pay for holidays would be “computed at time and

one-half the regular base rate of pay for an employee’s classification.” Identical

language appeared in the 2001-2006 MOU. In practice, however, the application of

holiday premium pay to the various shifts worked by active members of the Department

was becoming more complex. In 2000, the Department issued Departmental General

Order 8 (DGO 8) interpreting the MOU provisions in light of these changes. Pursuant to

DGO 8, a member that took holiday time off was paid at the straight-time rate of 8 or 10

7

hours, depending on the length of that member’s usual shift. A member of the

Department who worked on a holiday received regular base pay (of either 8 or 10 hours)

plus 1.5 times that base pay in holiday premium pay. When a holiday fell on a member’s

regular day off, that member was allotted 12 hours of holiday pay, regardless of whether

he/she usually worked an 8 or 10-hour shift. Finally, a member who was required to

work on a holiday that was his/her regular day off was granted 12 hours in base pay, plus

1.5 times base pay in holiday premium pay. Thus, while all members were entitled to

holiday pay for each holiday, the amount actually received on a particular holiday varied

from 8 to 18 hours, depending on scheduling and length of shift. During this same time

period, PFRS retirees continued to receive credit for 12 hours of holiday pay for each

holiday in accordance with the terms of Arca II.

Upon expiration of the 2001-2006 MOU, the City and OPOA reached an impasse

in negotiations and thus the terms of the successor MOU were determined through an

arbitration process conducted by Arbitrator Barry Winograd. The resulting 2006-2010

MOU states expressly that it was entered into pursuant to the terms of this arbitration

decision and award, which is attached to the MOU and incorporated as Appendix A

(Winograd Decision). With respect to holiday pay, the 2006-2010 MOU designated 12

holidays and one “floating” holiday and provided for base pay for any regularly

scheduled shift worked on a designated holiday. In addition: “[I]f the holiday is worked,

the employee shall be paid for all hours worked at the overtime rate of time and one-half

(1.5). If the holiday is not worked because of a regular day off, or by employer request,

employee will be paid holiday pay at the straight time rate.” The Winograd Decision did

not alter the holiday pay structure set forth in the body of the MOU and—with respect to

the number of designated holidays —stated simply “[s]tatus quo.”

As a result of additional negotiations between the City and OPOA, the 2006-2010

MOU was subsequently extended into 2013. This amended and extended MOU

temporarily changed the structure of holiday pay for active members of the Department.

Specifically, for the 2009, 2010, and 2011 fiscal years, only seven of the regular holidays

were paid in accordance with the customary policy established by the MOU. For the

8

other six holidays, active members received no holiday pay for holidays that were not

worked and “straight time pay” for holidays that were worked. Currently, holiday pay for

active members of the Department is governed by the 2006-2013 MOU, which has been

extended a second time into 2015. No additional changes have been made with respect to

the provisions governing holiday premium pay except that, for the 2012, 2013, and 2014

fiscal years, active members are not entitled to any holiday pay for Admission Day.

Members who work on Admission Day will still receive their regular base pay for that

shift.

2. Shift Differential Pay

In contrast to holiday premium pay, the inclusion of shift differential pay in the

calculation of PFRS retirement benefits is of fairly recent origin. Prior to the 2001-2006

MOU, active members of the Department in the patrol division received a type of

premium pay called “line-up pay,” which was 30 minutes of extra compensation for the

organizational meeting that occurred prior to the beginning of a shift. The 1974 MOU

(and all subsequent MOU’s contained in the record through 1998) states that

“[c]ompensation for . . . Patrol Division line-up time shall be computed at the regular

hourly base rate of pay for an employee’s classification . . . .” The 1998-2001 MOU

modified this arrangement for certain shifts, stating: “For members working the first and

second watches, line-up shall be accomplished during the regular ten hour shift and such

members shall not receive line-up pay. For members working the third watch and for

members working a five day, eight hour schedule in Patrol, line up time shall be

computed at the regular hourly base rate of pay for an employee’s classification . . . .”

Thereafter, in the 2001-2006 MOU, line-up pay was completely abolished. Pursuant to a

1984 superior court decision, line-up pay had been declared to be compensation for

purposes of the calculation of PFRS retirement benefits. (Arca v. City of Oakland

(Super. Ct. Alameda County, 1984, No. 579832-8) (Arca I).) Under the terms of Arca I,

any PFRS retiree who had been assigned to patrol or traffic at any time during the final

three years of employment was given credit for “the amount of line-up pay received by

active police officers similarly assigned.” (Ibid.)

9

Although it eliminated line-up pay, the 2001-2006 MOU added shift differential

pay as a form of premium pay “for certain hard-to-fill shifts on swing and night shift in

order to encourage more experienced officers to take night shifts.” Pursuant to both the

2001-2006 MOU and the 2006-2015 MOU, a member assigned to a work unit (other than

traffic or vice/narcotics) “that requires a regular work schedule with late evening and/or

early morning hours or to an assignment with a flexible hours schedule,” may be eligible

for shift differential pay of between 6.25 percent and 8.25 percent. In a letter sent to

PFRS retirees dated March 27, 2002, the City indicated that shift differential pay at a rate

of 7.25 percent (an agreed-upon composite rate) had replaced line-up pay and would be

included in the calculation of retirement benefits as of April 1, 2002, for PFRS retirees

who had previously received line-up pay.

C. Proceedings Before the Board

On February 24, 2010, the City and the Association appeared before the Board to

discuss the temporary reduction in holidays implemented by the 2006-2013 MOU for

active members of the Department. Specifically, pursuant to the terms of the MOU, the

Chief of Police was required to designate six holidays for each of fiscal years 2009-2010,

2010-2011, and 2011-2012 that would be unpaid. The City argued before the Board that

this temporary reduction should be reflected in the calculation of PFRS retirement

benefits for the years affected. 4

The Association, in contrast, argued that no reduction was required. Specifically,

it contended that the 2006-2013 MOU contained conflicting provisions with respect to

the number of designated holidays because the Winograd Decision—which was attached

and incorporated into the extended MOU—stated that the number of holidays was “status

quo,” while the three-year reduction in the number of holidays was contained in the

revised body of the MOU. According to the Association, this conflict should be resolved

4

Apparently, as one of the six unpaid holidays, the Chief designated the “floating

holiday” which is granted annually to members of the Department, but has never been

included as a designated holiday in the calculation of PFRS benefits. Thus, the City was

arguing for a reduction in the number of paid holidays credited to retirees from 12 to 7.

10

in the way most beneficial to PFRS retirees. At the conclusion of the hearing, the Board

adopted a resolution endorsing the Association’s position and concluding that the

temporary reduction in the number of paid holidays for active members of the

Department would not be reflected in retiree benefits.

Thereafter, in October 2010, the City informed the Board by letter that PFRS

retirees were being overpaid for holidays under the current MOU because they were

receiving credit for holiday premium pay at the rate of time and one-half, rather than

straight time holiday pay. The City indicated that it intended to exclude the holiday

premium pay from retiree benefits as of January 1, 2011, and requested the Board’s

assistance in determining how best to recover past overpayments. After the Board

responded challenging the City’s authority to alter the benefits payable to PFRS retirees

on a unilateral basis, the City agreed to delay any benefit reduction pending a hearing on

the matter before the Board.

Proceedings before the Board with respect to the holiday premium pay issue were

held on November 17, 2010, and January 26, 2011. At those hearings, the City argued

that the 2006-2010 MOU altered the way that active members of the Department are

compensated for holidays by making a distinction between members who work on the

holiday (and receive holiday premium pay at a rate of time and one-half) and members

who do not work on the holiday (and receive holiday premium pay at a straight time

rate). The City claimed that pension benefits should only reflect straight time pay for

holidays because retirees, by definition, do not work.5 According to the City, to conclude

otherwise would constitute a gift of public funds and represent the unlawful expansion by

the Board of pension benefits beyond those specifically authorized by the Charter. The

5

There is some indication that the City was taking the position before the Board that

retirees should be entitled to nothing other than base pay with respect to holidays—that

is, that they should be treated as if they took each holiday off with pay and thus should be

given credit only for their customary monthly salary. However, the 2006-2010 MOU

authorizes holiday premium pay at a straight time rate when a holiday falls on a

member’s regular day off. Under that scenario, the member would be entitled to the

holiday pay at the straight time rate in addition to his/her usual base compensation.

11

City asked for prospective relief and for retroactive relief from the date of the Winograd

Decision (March 11, 2008), which had finalized the terms of the 2006-2010 MOU.

The Association, unsurprisingly, disagreed with the City’s analysis. After

recounting the extensive history of the holiday pay issue summarized above, it noted that

police departments must be adequately staffed around the clock for public safety reasons.

Consequently, unlike most other employees, police officers work on holidays as a matter

of course and the extra pay associated with working on holidays becomes part of a police

officer’s basic monthly compensation package. The Association therefore argued that the

First District’s conclusion in Buck—that extra compensation paid for working on a

holiday is “compensation attached to rank”—was correct and should be controlling. As a

consequence, PFRS retirees were being properly compensated by receiving credit for

holiday premium pay as if they had actually worked the holiday.

The Board continued the matter so that it could receive and consider an opinion

from its attorney on the holiday pay issue. In a letter dated February 16, 2011, the

Board’s counsel opined that the holiday pay language in the 2006-2010 MOU did not

constitute a change, but was instead merely a clarification of longstanding practice.

Counsel further stated that—even if a change in compensation for active members had

occurred—it was irrelevant since the Buck case had concluded that the extra

compensation paid to active police officers for actually working a holiday constitutes

“compensation attached to rank” for retirement purposes despite the fact that retirees,

obviously, do not work on holidays. Finally, the Board’s attorney noted that treating

holiday premium pay earned for working a holiday as “compensation attached to rank” is

consistent with the underlying purposes of a fluctuating pension system like PFRS: Since

active police officers routinely work holidays and historically have received holiday

premium pay for such work, including this extra compensation in the calculation of PFRS

benefits would maintain equality of position between active and retired members of the

Department. After considering all of the information before it, the Board concluded that

no overpayment to PFRS retirees had occurred.

12

As stated above, the new benefit of shift differential pay was made available to

active members of the Department as part of the 2001-2006 MOU. However, no hearings

were ever held before the Board with respect to the inclusion of shift differential pay as

part of “compensation attached to rank.” Rather, shift differential pay was included in

the calculation of benefits for those retirees who had previously received line-up pay in

accordance with the City’s letter of March 27, 2002.

D. Proceedings in the Trial Court

On June 14, 2011, the City filed a petition for writ of mandate and complaint for

declaratory relief against PFRS and the Board in Alameda County Superior Court. In its

papers, the City claimed that the Board was overcompensating PFRS retirees in four

specific ways: (1) by paying retirees at an excessive rate for holidays; (2) by paying

retirees for too many holidays; (3) by including shift differential pay in the calculation of

retiree benefits; and (4) by paying retirees who retired above the rank of Captain at an

excessive rate for holidays.6 The City characterized these errors as “ministerial” and

requested a writ of mandate compelling the Board to cease all such overpayments on a

prospective basis. In addition, the City sought retroactive relief, including a

determination regarding the proper manner for recovering overpayments made to PFRS

retirees.

PFRS and the Board filed their answer on August 1, 2011, disputing all of the

City’s overpayment claims. On August 24, 2011, the trial court granted the Association

leave to intervene, and on August 29, 2011, the Association filed its Complaint in

Intervention, joining PFRS and the Board in contesting the City’s allegations. Evidence

and argument were provided to the trial court largely in the form of declarations and

briefing, although the trial court did hold oral argument on May 2, 2012, and June 1,

2012, in connection with the publication of its tentative decision.

6

The City did not press this final issue in the trial court—that retirees who retired above

the rank of Captain are being overpaid for holidays—and the trial judge did not rule on it.

We therefore do not consider it here.

13

On August 10, 2012, the trial court issued its order granting the City’s petition for

a writ of mandate and adjudicating the City’s request for declaratory relief in the City’s

favor. The trial court’s conclusions were based largely on its analysis of the First

District’s opinion in Kreeft, supra, 68 Cal.App.4th at p. 46, which considered the Charter

provision involving “ ‘compensation attached to the rank’ ” in the context of certain

overtime pay authorized by the federal Fair Labor Standards Act (FLSA). Based on its

reading of Kreeft, the trial court held that holiday pay at the rate of time and one-half

payable to active members of the Department for working on holidays was not

“ ‘compensation attached to the rank’ ” for purposes of calculating PFRS retirement

benefits. Rather, PFRS retirees were entitled to credit only for the straight-time holiday

pay authorized for active members regardless of whether a holiday is actually worked.

The trial court further determined, based on the express language of the 2006-2013

MOU, that PFRS retirees should only have been credited for seven holidays during the

three fiscal years (2009-2010, 2010-2011, and 2011-2012) in which active members of

the Department received similarly reduced holiday pay. With respect to shift differential

pay, the trial court resolved that such pay was also not “ ‘compensation attached to the

rank’ ” and should not be used in calculating PFRS benefits. The trial court ordered

prospective relief and directed the Board to collect any overpayments, subject to the

applicable statute of limitations. Judgment was entered on September 7, 2012, and this

timely appeal followed.

II. DISCUSSION

A. Standards of Review

The trial court properly determined that ordinary mandamus pursuant to section

1085 of the Code of Civil Procedure is the appropriate procedural mechanism for

resolving the dispute in this case. (Kreeft, supra, 68 Cal.App.4th at pp. 52-53.) “In

reviewing a trial court's judgment on a petition for writ of ordinary mandate, we apply the

substantial evidence test to the trial court’s factual findings. However, we exercise our

independent judgment on legal issues, such as the interpretation of statutory retirement

provisions.” (Id. at p. 53; see also Lindelli v. Town of San Anselmo (2003) 111

14

Cal.App.4th 1099, 1104 (Lindelli).) Similar standards apply when we consider whether a

determination is proper in an action for declaratory relief. (Carson Citizens for Reform v.

Kawagoe (2009) 178 Cal.App.4th 357, 366 [review of declaratory relief is generally for

abuse of discretion; however, when facts are undisputed and issue is one of statutory

interpretation, independent judgment/de novo review appropriate].)7

Given the factual posture of this case, we are also mindful of several additional

precepts which guide our review. First, it is well settled that pension provisions must be

“liberally construed” in favor of pensioners. (Dunham, supra, 7 Cal.App.3d at p. 513.)

Further, pursuant to article XVI of the California Constitution, the duty of a public

retirement board “to its participants and their beneficiaries shall take precedence over any

other duty,” including minimizing employer contributions and defraying administrative

costs. (Cal. Const., art. XVI, § 17, subd. (b).)8 In addition, “[a] retired employee has a

contractual right, protected by constitutional guarantees, in a pension,” and such benefits

7

Appellants argue at length that the trial court in this case failed to apply an appropriately

deferential standard of review to the Board’s calculation of retirement benefits.

However, we will resolve this appeal through our de novo review of legal issues, such as

the interpretation of the Charter. “Consequently, we are to exercise our own independent

judgment in reviewing the matter, unfettered by any conclusions reached by the trial

court, and any errors committed by the trial court with respect to the proper standard of

review will be cured by our independent analysis of the issues.” (City of Coachella v.

Riverside County Airport Land Use Com. (1989) 210 Cal.App.3d 1277, 1289 (City of

Coachella); see also Crumpler v. Board of Administration (1973) 32 Cal.App.3d 567, 578

[“[t]he ultimate interpretation of a statute is of course an exercise of judicial power and it

is the responsibility of the courts to declare its true meaning even if it requires rejection

of an earlier erroneous administrative interpretation”] (Crumpler); cf. Yamaha Corp. of

America v. State Bd.of Equalization (1998) 19 Cal.4th 1, 11-12 [discussing difference

between review of an agency’s quasi-legislative rulemaking and it’s interpretation of a

statute].)

8

This State constitutional provision was reportedly put in place in 1992 through

Proposition 162 (The California Pension Protection Act of 1992) to “insulate the

administration of retirement systems from oversight and control by legislative and

executive authorities” (Singh v. Board of Retirement (1996) 41 Cal.App.4th 1180, 1192),

and to protect retirement boards from “political meddling and intimidation” (Westly v.

Board of Administration (2003) 105 Cal.App.4th 1095, 1101-1102 & fn. 8 [quoting

measure’s “Findings and Declarations”]).

15

“may not be changed to [that employee’s] detriment.” (Dunham, supra, 7 Cal.App.3d at

p. 513.) In the context of a fluctuating pension plan such as PFRS, however, it must be

emphasized that specific plan benefits are not static, but are instead subject to revision

where necessary to maintain equality of position between the retired member and the

members currently holding the rank the pensioner attained before retirement. (See

Kreeft, supra, 68 Cal.App.4th at p. 54.)

B. Holiday Premium Pay

As stated above, the trial court in this case determined that the time and one-half

holiday pay which active members of the Department receive for working on holidays is

not “compensation attached to rank” for purposes of the calculation of PFRS retirement

benefits. Relying on the First District’s decision in Kreeft, the trial court concluded that

PFRS retirees should only be credited with straight-time premium pay for holidays. The

Association challenges the trial court’s holiday pay ruling on a number of grounds. It

asserts, for instance, that prior court decisions by the First District in Buck and by the

Alameda County Superior Court in Arca II are res judicata, barring the City from re-

litigating the issue of holiday pay. The trial court summarily dismissed the doctrine of

res judicata, remarking simply that Buck and Arca II concerned retiree rights when

compensation for active members of the Department was “set by different MOUs.” We,

in contrast, find the doctrine dispositive.

The tenets of res judicata prescribe the preclusive effect of a prior, final judgment

on the merits. (Mycogen Corp. v. Monsanto Co. (2002) 28 Cal.4th 888, 896 (Mycogen).)

The doctrine has two distinct aspects: claim preclusion and issue preclusion. (Alpha

Mechanical, Heating & Air Conditioning, Inc. v. Travelers Casualty & Surety Co. of

America (2005) 133 Cal.App.4th 1319, 1326 (Alpha Mechanical).) Claim preclusion,

often referred to as res judicata, provides that “a valid, final judgment on the merits

precludes parties or their privies from relitigating the same ‘cause of action’ in a

subsequent suit.” (Le Parc Community Assn. v. Workers’ Comp. Appeals Bd. (2003) 110

Cal.App.4th 1161, 1169 (Le Parc).) Issue preclusion, or collateral estoppel, “ ‘precludes

relitigation of issues argued and decided in prior proceedings.’ ” (Mycogen, supra, 28

16

Cal.4th at p. 896, quoting Lucido v. Superior Court (1990) 51 Cal.3d 335, 341.)

Application of the doctrine of res judicata “is intended to preserve the integrity of the

judicial system, promote judicial economy, and protect litigants from harassment by

vexatious litigation.” (Vandenberg v. Superior Court (1999) 21 Cal.4th 815, 829.) It

“rests upon the sound policy of limiting litigation by preventing a party who has had one

fair adversary hearing on an issue from again drawing it into controversy and subjecting

the other party to further expense in its reexamination.” (In re Crow (1971) 4 Cal.3d 613,

622-623; see also Alpha Mechanical, supra, 133 Cal.App.4th at p. 1327.) Whether the

doctrine of res judicata applies in a particular case is a question of law which we review

de novo. (Noble v. Draper (2008) 160 Cal.App.4th 1, 10.)

With respect to claim preclusion (res judicata), three requirements must be met.

First, the second lawsuit must involve the same “ ‘cause of action’ ” as the first lawsuit.

Second, there must have been a final judgment on the merits in the prior litigation. Third,

the parties in the second lawsuit must be the same (or in privity with) the parties to the

first lawsuit. (Le Parc, supra, 110 Cal.App.4th at p. 1169.) Under the present facts, the

City, the Board and the PFRS retirees were all parties in Buck, and the First District’s

unpublished decision in that case constitutes a final judgment on the merits. Thus, the

only remaining question is whether this case involves the same “cause of action” as

Buck.9

Whether two lawsuits are based on the same cause of action is determined in

California by reference to the primary right theory. (Mycogen, supra, 28 Cal.4th at

p. 904.) Under this theory, a “cause of action” is comprised of a primary right possessed

by the plaintiff, a corresponding duty imposed upon the defendant, and a wrong done by

the defendant which is a breach of such primary right and duty. (Balasubramanian v.

9

The Association also argues that the Alameda County Superior Court’s decision in Arca

II should be deemed res judicata on the issue of holiday pay. However, the single

paragraph decision in that case—while it certainly indicates that PFRS retirees are

entitled to credit for the full 12 hours of holiday pay earned by active members of the

Department—does not speak in terms of holiday pay received for actually working on a

holiday. We therefore focus our discussion on the preclusive impact of Buck.

17

San Diego Community College Dist. (2000) 80 Cal.App.4th 977, 991

(Balasubramanian).) The primary right is the plaintiff’s right to be free of the particular

injury, regardless of the legal theory on which liability is premised or the remedy which

is sought. (Mycogen, supra, 28 Cal.4th at p. 904; accord Estate of Dido (2011) 198

Cal.App.4th 791, 801.) Thus, it is the harm suffered that is the significant factor in

defining the primary right at issue. (Alpha Mechanical, supra, 133 Cal.App.4th at

p. 1327; Balasubramanian, supra, 80 Cal.App.4th at p. 992; Craig v. County of Los

Angeles (1990) 221 Cal.App.3d 1294, 1301.)

Applying these principles in the present case, it is clear that the harm suffered by

PFRS retirees which led to the First District’s decision in Buck is the same harm for

which they now seek redress. In Buck, PFRS retirees sought a writ of mandate to compel

the City and the Board to include the value of holiday pay in the calculation of retirement

benefits pursuant to the terms of the Charter. After reviewing the Charter provisions

defining “compensation” and “compensation attached to the average rank held,” the Buck

court decided that the remuneration earned by a member of the Department for working

on a holiday did not constitute payment for overtime because it was received for working

part of a regular 40-hour schedule. The court went on to conclude that the extra eight

hours of holiday pay granted to a Department member “who works on a ‘legal holiday’

which falls during his regular 40-hour work week” is “ ‘extra compensation’ ” for

“having worked on a ‘legal holiday’ ” and “must be included in the computation of

retirement allowances.” Now, over 40 years later, the City is arguing—under the exact

same Charter provisions—that the extra compensation payable to active members of the

Department for working on a holiday should not be included in the calculation of PFRS

retirement allowances. However, having had one chance to litigate this issue before the

First District, the City is not now entitled to take another bite at the same apple.

Indeed, when viewed in this light, the fact that the right of active members to

receive holiday premium pay for working on holidays has been contained in a series of

salary ordinances and MOU’s over the years is essentially irrelevant. (Compare Price v.

Sixth Dist. Agricultural Assn. (1927) 201 Cal. 502, 509-510 [cause of action identical for

18

purposes of res judicata where contract in second action is substantially similar to

contract upheld in first action and covers the same subject matter].) Similarly, the

inclusion in the 2006-2015 MOU of express language defining the rights of active

members to certain holiday pay when they do not work on a holiday has no bearing on

active members’ continuing entitlement to receive extra compensation when they do.

Although the amount of remuneration has changed over the years, for over four decades

active members of the Department have possessed an unbroken right to holiday pay for

working on holidays. And, based on Buck, PFRS retirees have been entitled—during that

same period—to have such holiday pay included in the calculation of their retirement

allowance. Under such circumstances, the City should not be allowed to reopen the exact

same issue of holiday premium pay that was previously considered and decided against it

in Buck. (Compare Rynsburger v. Dairymen’s Fertilizer Cooperative, Inc. (1968) 266

Cal.App.2d 269, 278 [rule of res judicata should not be defeated by “ ‘minor differences

of form, parties, or allegations, when these are contrived only to obscure the real

purpose—a second trial on the same cause between the same parties. . . .’

[Citations]”].)10

10

The City attempts to avoid this result by arguing that the Association has waived its

right to raise the issue of res judicata. We are mindful of the authority stating that the

defense of res judicata can be waived if it is not pled. (See Thibodeau v. Crum (1992) 4

Cal.App.4th 749, 758 (Thibodeau); see also Code of Civ. Proc., § 1908.5.) In the present

case, however, the Association argued the preclusive effect of Buck before the Board

(Presentation to the Board dated January 26, 2011 at p. 11 [“Buck is binding on the City

and PFRS”]), and these materials were incorporated into the trial record. Further, the

Association argued before the trial court that Buck was controlling. In addition, the

Board expressly pled res judicata as an affirmative defense in its answer (“City’s claims

are barred, in whole or in part, by the doctrines of collateral estoppel and/or res judicata,

by virtue of the prior judgments in Buck and/or Arca.”) And, in its Complaint in

Intervention (which operates as an answer), the Association stated: “Intervenors

affirmatively allege that they are entitled to be compensated for holidays as if they had

worked the holidays, and that this conclusion is warranted through prior court

determinations . . . .” (See Baldwin-Lima-Hamilton Corp. v. Superior Court (1962) 208

Cal.App.2d 803, 814.) Finally, the trial court reached the issue, finding the doctrine of

res judicata inapplicable. Under such circumstances, we conclude that no waiver

occurred. (Compare Thibodeau, supra, 4 Cal.App.4th at p. 758 [defense of res judicata

19

Of course, we do not mean to imply that the City is forever bound by the mandate

of Buck, regardless of current circumstances. That is clearly not the law. Rather, as the

First District has summarized: “The theory of estoppel by judgment or res judicata . . .

extends only to the facts in issue as they existed at the time the judgment was rendered

and does not prevent a reexamination of the same questions between the same parties

where in the interim the facts have changed or new facts have occurred which may alter

the legal rights of the parties. When other facts or conditions intervene before a second

suit, furnishing a new basis for the claims and defenses of the respective parties, the

issues are no longer the same and the former judgment cannot be pleaded in bar of the

second action.” (American Broadcasting Cos. v. Walter Reade-Sterling, Inc. (1974) 43

Cal.App.3d 401, 408.) Thus, for example, in California Employment Stabilization Com.

v. Matcovich (1946) 74 Cal.App.2d 398, 399-401, the court considered whether the

operator of a “ ‘taxi dance hall’ ” and his “taxi dancers” had an employment relationship

sufficient to trigger the payment of unemployment contributions. The owner enforced

numerous rules as to when and how the dancers could work and paid the dancers a

percentage of the house earnings based on the services they performed. Under these

facts, the court concluded that an employment relationship existed. (Id. at pp. 400-402,

404.) However, a previous judgment, covering a different period of time, had concluded

exactly the opposite—that the taxi dancers were not in the employ of the owner. The

appellant argued that this prior decision was res judicata as to the status of the taxi

dancers. (Id. at p. 401.) In addressing the issue, the court noted that, during the time

period covered by the prior case, no written contract existed and the dancers paid

themselves from their own earnings after deducting a portion payable to the owner. (Id.

at pp. 403-404.) The court concluded that a fundamental change in the structure of the

relationship between the taxi dancers and the owner had taken place between the two

lawsuits. Thus, the doctrine of res judicata did not apply, and re-examination of the same

question between the same parties was appropriate. (Id. at. pp. 404-405.)

“adequately, though inartfully” pled by following statement—“ ‘Plaintiffs are estoppel

[sic] from asserting the allegedly wrongful acts described in their Complaint’ ”].)

20

In the present case, in contrast, the City has failed to make any showing that a

material change in circumstances has occurred since Buck with respect to the holiday pay

issue which would justify its re-litigation. As stated above, neither the change in the

underlying document providing the holiday pay benefit, nor the fact that the current

MOU expressly discusses holiday pay for members who do not work holidays are

material changes justifying re-litigation. Further, the City’s specious argument—that

retirees should not be compensated for working on holidays because they currently do not

work—misses the point entirely and, regardless, has been true since Buck was decided.

The appropriate inquiry is not whether retirees no longer work, but rather how active

members are compensated for holiday work and whether this has changed significantly

since Buck. The evidence presented in the trial court on this issue was clear and

essentially uncontested by the City: PFRS members regularly worked holidays when they

were active and, in fact, made contributions to PFRS based on the premium pay they

received for holiday work. Moreover, active members of the Department currently work

most holidays that fall during their regular work schedule and earn premium pay for

doing so. Thus, holiday staffing and compensation practices have been consistent since

Buck. Indeed, this common experience for police officers has been memorialized in a

number of cases that have considered the holiday pay issue. (City of Fremont v. Board of

Administration (1989) 214 Cal.App.3d 1026, 1031 [“ ‘[b]eing subject to working on

holidays as regular work days is normal for police officers’ ”]; see also Rose v. City of

Hayward (1981) 126 Cal.App.3d 926, 941 [citing City of Hayward’s administrative rule

that all police officers are regularly required to work on legal holidays].) Since the City

has not pointed to any meaningful change in the holiday work patterns of Department

members, it is not entitled, at this point, to re-open the issue of holiday pay.11

11

In this regard, we note that the unanalyzed and incomplete payroll data submitted by

the City in the trial court is wholly insufficient to indicate the kind of change necessary to

trigger re-litigation of the holiday pay issue. Much of this information was essentially

useless as it failed to connect the holiday pay amounts to a particular officer and/or that

officer’s schedule. We have, however, reviewed the raw payroll data supplied by the

City for the two-week pay period ending January 6, 2012. While we doubt that the two-

21

Nor do we view the First District’s decision in Kreeft as materially changing the

legal landscape with respect to the provisions in the Charter which govern the calculation

of PFRS retirement benefits, including those based on holiday pay. In Kreeft, the First

District considered whether FLSA overtime pay received by certain active firefighters

was “ ‘attached to the rank’ ” PFRS retirees held at the time they retired and must

therefore be included in the calculation of their pensions. (Kreeft, supra, 68 Cal.App.4th

at pp. 48-49.) The evidence in Kreeft included detailed data which showed that active

firefighters received FLSA overtime pay only on an average of 2.21-2.57 times out of the

13.5 yearly pay periods. (Id. at p. 50.) In addition, “the amount and frequency of FLSA

premium pay varied widely from individual to individual and from rank to rank.” (Ibid.)

Indeed, the City’s economic expert concluded that “the ‘average’ annual number of times

all firefighters received FLSA premium pay from 1992 to 1995 (2.5) was not a

meaningful predictor of the experience of most firefighters.” (Id. at p. 51.)

Based on all of these circumstances, the Kreeft court held that the FLSA overtime

pay at issue was not “compensation attached to the rank” because it was not incident to

the rank held, but was rather a function of the actual hours a firefighter worked during

each pay period and was therefore “attached” to an individual firefighter’s schedule.

(Kreeft, supra, 68 Cal.App.4th at pp. 49, 55, 61.) To be “ ‘attached to the rank’ ” the

court opined, “the employee must be entitled to the compensation by virtue of the rank,

and not his individual efforts over and above what are required to obtain the rank.” (Id.

week pay period encompassing a Sunday New Year’s holiday represents the typical

experience of most Department members for most holidays, even a cursory review of the

data in light of other information contained in the record permits certain conclusions to be

drawn. First, it appears that the majority of active Department members work 10- or 12-

hour shifts, rather than the traditional 8-hour shift. Secondly—although there were

entries that we could not interpret with the information available in the record—it appears

that essentially all active members receive between 8 and 18 hours of holiday pay in

connection with the occurrence of a holiday, based on the length of their usual shift.

Thus, members who work on a holiday receive holiday pay of 12, 15, or 18 hours.

Members for whom a holiday falls on a regular day off receive holiday pay of 8, 10, or 12

hours. And, finally, members who take a holiday off receive holiday pay of 8, 10, or 12

hours.

22

at pp. 57-58.) The court went on to distinguish the circumstances in Kreeft from other

“ ‘variable’ ” cases in which some members of the same rank received a benefit while

others did not. (Kreeft, supra, 68 Cal.App.4th at pp. 58-61; see, e.g., Dunham, supra, 7

Cal.App.3d at pp. 511-516 [salary increase based on longevity and training

requirements]; Estes v. City of Richmond (1967) 249 Cal.App.2d 538, 541, 546

[“hazardous duty pay” for completing one “tour of duty” each month]; Abbott v. City of

Los Angeles (1960) 178 Cal.App.2d 204, 213-215 [longevity and merit pay].) In those

cases, the variability was limited to whether an employee did or did not qualify for the

benefit, and there was evidence that the retirees, while working, had performed the

services that would have entitled them to the extra compensation. (Kreeft, supra, 68

Cal.App.4th at p. 60.) Kreeft, in contrast, involved a situation where there was not only

variability regarding who was entitled to the benefit, but there was also a wide disparity

in the amount of extra compensation such members were entitled to. Further, there was

no evidence that the retirees, while working, had schedules that would have qualified

them for the FLSA pay. Under these facts, the FLSA compensation at issue

“ ‘attached’ ” to an individual firefighter’s schedule rather than to his/her rank. (Id. at

pp. 59-61.)

We view Kreeft as a common-sense application of the Charter provisions to

particular facts rather than as a significant departure from existing precedent. Certainly,

there is nothing in the statutory analysis engaged in by the Kreeft court that could not

have been argued to the First District in Buck. For instance, it could easily have been

urged that working on a holiday was based on individual effort and scheduling rather than

rank. (Compare Kreeft, supra, 68 Cal.App.4th at pp. 57-58.) A “ ‘prior judgment is res

judicata on matters which were raised or could have been raised, on matters litigated or

litigable.’ ” (Kronkright v. Gardner (1973) 31 Cal.App.3d 214, 217, quoting Sutphin v.

Speik (1940) 15 Cal.2d 195, 202.) “Were the rule otherwise, litigation finally would end

only when a party ran out of counsel whose knowledge and imagination could conceive

of different theories of relief based upon the same factual background.” (Kronkright v.

23

Gardner, supra, 31 Cal.App.3d at p. 216.) Thus, the analysis set forth in Kreeft does not,

itself, provide a basis for re-visiting the issue of holiday pay.12

In sum, the City’s claim in this case constitutes the same cause of action as that

previously decided against the City in Buck. Further, there are no intervening changes in

facts or law that would justify a re-examination of the same issue between the same

parties. Thus, the City is barred by the doctrine of res judicata from re-litigating the issue

of holiday premium pay.

C. Shift Differential Pay

The Association does not, in this appeal, contest the merits of the trial court’s

determination that shift differential pay is not “compensation attached to rank” for

purposes of calculating PFRS retirement benefits. Rather, it cites two procedural grounds

as the bases for its conclusion that the trial court’s decision with respect to shift

differential pay was improper. First, the Association argues that the trial court was barred

from considering the question of shift differential pay because the City did not exhaust

available administrative remedies with respect to that issue. Second, the Association

contends that the trial court decision with respect to shift differential pay was improperly

premised upon inadmissible extra-record evidence. We address each assertion in turn.

12

Indeed, were we to throw out the holding in Buck and reconsider the holiday pay issue

generally in light of Kreeft, it is not at all clear that a different outcome would result. As

stated above, it appears that essentially all members of the Department currently receive

between 8 and 18 hours of holiday pay for every holiday simply for being on the force.

Thus, holiday compensation seems to be incident to rank rather than individual effort.

And, while it is true that there is variation in the amount of extra compensation paid to

each member based on schedule, we disagree with the trial court that any such variability

is fatal under Kreeft. In fact, Kreeft speaks of the FLSA pay at issue being “widely”

varied. (Kreeft, supra, 68 Cal.App.4th at p. 60.) The variation in the present case, in

contrast, is much more narrowly focused and predictable. Were a proper analysis to be

done, we would not be surprised to find that the 12 hours of holiday pay currently used in

the calculation of PFRS retirement benefits pursuant to Buck represents an average that is

a “meaningful predictor of the experience of most” Department members. (Cf. id. at

pp. 50-51.)

24

1. Exhaustion of Administrative Remedies

Section 2603 of the Charter provides in relevant part: “The Board may and in

disputed matters shall hold public hearings in all proceedings pertaining to retirement and

to the granting of retirement allowances, pensions, and death benefits. Notice of the time

and place of such hearing shall be given in writing to the member or dependents affected

thereby . . . . The member or dependents affected thereby shall be entitled to appear

personally at said hearing and to have counsel.” It is undisputed that the City did not

request a hearing before the Board in accordance with section 2603 on the propriety of

including shift differential pay in the calculation of PFRS retirement benefits as

“compensation attached to rank.” The Association contends that such a hearing was an

administrative prerequisite to litigation and, since the City failed to exhaust available

administrative remedies with respect to shift differential pay, its claim should not be

considered. The City, in contrast, argues that section 2603 merely creates a claims

procedure for PFRS members and is therefore inapplicable to disputes between the City

and the Board.13

The trial court ruled that the City had no exhaustion requirement. Agreeing with

the City’s characterization of section 2603 as a claims procedure for members, the trial

court concluded that “[t]he Board’s hearing process is not designed to address disputes

between the City and the Board regarding the System’s obligations to retirees and the

City’s resulting obligation to fund the System.” We review this determination de novo.

(Ortega v. Contra Costa Community College Dist. (2007) 156 Cal.App.4th 1073, 1080.)

It is well settled in California that, where an administrative remedy is provided,

relief must be sought first from the administrative body before recourse to the courts is

13

Although neither party mentions it, we note that in the Arca II case discussed above the

City argued that the police retirees and their representatives had failed to exhaust

administrative remedies pursuant to section 2603 of the Charter. The Arca II court

ultimately issued a writ requiring the City and the Board to credit retirees with the full 12

hours of holiday pay without any discussion of the City’s exhaustion claim. We have

taken judicial notice of and have reviewed the superior court’s file in Arca II pursuant to

subdivision (d) of section 452 of the Evidence Code.

25

permitted. (Unfair Fire Tax Com. v. City of Oakland (2006) 136 Cal.App.4th 1424, 1428

(Unfair Fire); see also Abelleira v. District Court of Appeal (1941) 17 Cal.2d 280, 292.)

This doctrine of administrative exhaustion allows an administrative body to develop the

factual background of the case and apply its expertise to the situation, while keeping the

overworked courts out of the dispute unless absolutely necessary. (California Water

Impact Network v. Newhall County Water Dist. (2008) 161 Cal.App.4th 1464, 1489-1490

(Newhall County).) Where, as here, traditional mandamus is sought, “ ‘the exhaustion

requirement speaks to whether there exists an adequate legal remedy. If an

administrative remedy is available and has not yet been exhausted, an adequate remedy

exists and the petitioner is not entitled to extraordinary relief.’ ” (Eight Unnamed

Physicians v. Medical Executive Com. (2007) 150 Cal.App.4th 503, 511 (Eight Unnamed

Physicians), quoting Unnamed Physician v. Board of Trustees (2001) 93 Cal.App.4th

607, 620.)

Focusing on the Charter provisions at issue in the present case, we agree with the

trial court and the City that the hearing procedures look more like a claims process for

individual PFRS members than a generalized administrative remedy. (See City of Fresno

v. Superior Court (1984) 156 Cal.App.3d 1137, 1143-1144 [principles of statutory

construction requiring the ascertainment of legislative intent apply to charters; where

there is no direct evidence of such intent, the court must turn to the words of the charter].)

Specifically, section 2603 of the Charter, itself, provides that notice of any hearing must

be given “to the member or dependents affected thereby . . . .” (Italics added.)

Moreover, “[t]he member or dependents affected thereby” are entitled to appear

personally at the hearing with counsel. (Ibid, italics added.) The Charter further

authorizes “[a]ny member . . . who is dissatisfied with any order or decision of the

Board” to seek a writ of mandate in the courts without first applying to the Board for a

rehearing. (Charter, art. XXVI, § 2605, italics added.) Finally, the Charter provides that

the rehearing and writ remedies discussed above “shall be available to any member . . .

affected by any order or decision of the Board without prejudice to the right to pursue any

26

other remedy provided for by the laws of the State of California.” (Id., § 2606, italics

added.) 14

Moreover, even if we were to construe the Charter language requiring a public

hearing before the Board “in all proceedings pertaining to retirement and to the granting

of retirement allowances, pensions, and death benefits” broadly to include disputes with

the City, we would still conclude that the process articulated in the Charter is insufficient

to create a mandatory exhaustion requirement. This is because exhaustion of

administrative remedies is not required where the available remedy is inadequate.

(Newhall County, supra, 161 Cal.App.4th at p. 1490; Eight Unnamed Physicians, supra,

150 Cal.App.4th at p. 511.) As the Supreme Court has opined: “Our courts have

repeatedly held that the mere possession by some official body of a continuing

supervisory or investigatory power does not itself suffice to afford an ‘administrative

remedy’ unless the statute or regulation under which that power is exercised establishes

clearly defined machinery for the submission, evaluation and resolution of complaints by

aggrieved parties.” (Rosenfield v. Malcolm (1967) 65 Cal.2d 559, 566, italics added

(Rosenfield).)

Thus, for instance, in City of Coachella, supra, 210 Cal.App.3d at pp. 1281-1283,

the local airport land use commission appealed from the grant of a writ of mandate in

favor of the City of Coachella which voided the commission’s Thermal Airport Land Use

Plan (TALUP). The commission argued that the city had failed to exhaust available

administrative remedies, which included the public hearings held by the commission

14

Indeed, pursuant to section 2603 of the Charter, proof of service to all affected

members and dependents must be made at any scheduled public hearing. Moreover, all

individuals so noticed are entitled to be present and represented by counsel. (Ibid.) In

the instant case, the City’s hearings on the holiday pay issue clearly affected the rights of

all PFRS police members and dependents and thus—if the hearings were held pursuant to

section 2603—all such members and dependents should have been notified and could

have appeared with counsel. There is no indication in the record, however, that this mass

notification occurred or that an unwieldy number of individual retirees appeared with

counsel in tow. Thus, it appears that even the Board did not think that the City’s hearing

was proceeding pursuant to the Charter process.

27

incident to the adoption of the TALUP and a commission regulation requiring it to

schedule a meeting “ ‘to consider matters relevant to its duties and responsibilities when

requested by . . . a local planning agency . . . .’ ” (Id. at pp. 1287-1288.) Citing

Rosenfield, the appellate court concluded that exhaustion was not required. (City of

Coachella, supra, 210 Cal.App.3d at p. 1287.) Specifically, the court determined that the

public hearing process did not constitute an adequate administrative remedy because the

“public hearings held by the [c]ommission with regard to the adoption of the TALUP did

not require that the [c]ommission do anything in response to submissions or testimony

received by it incident to those hearings.” (Ibid.) Similarly, the commission’s meeting

requirement also failed to establish an adequate administrative remedy: “While it is true

that this rule does contain a mandatory provision requiring the scheduling of meetings, it

is also true that the rule does not mandate that anything be done as a result of such

meetings. This duty to hold meetings amounts to nothing more than an obligation to

exercise a general investigatory power.” (Id. at p. 1288.)

The First District has consistently endorsed the approach announced in Rosenfield

and applied in City of Coachella. (See, e.g., Unfair Fire, supra,136 Cal.App.3d at

pp. 1429-1430 [ordinance allowing appeal to city council contesting the city’s creation of

a fire suppression district insufficient to create adequate administrative remedy where

“nebulous” procedure does not state how the appeal should be taken, whether there will

be a hearing, when the matter will be heard, what evidence may be presented or the

standard for reconsideration of the council’s initial decision]; Lindelli, supra, 111

Cal.App.4th at pp. 1105-1106 [opportunity to participate in a public hearing not an

adequate administrative remedy where city council “not required to do anything in

response to their participation”]; Martino v. Concord Community Hospital Dist. (1965)

233 Cal.App.2d 51, 57 [no adequate administrative remedy for a physician whose

application for appointment to hospital medical staff was “deferred” where hospital

bylaws provide only that appeal will be “considered” and fail to set forth “any procedure

for the hearing or determination of the appeal”] (Martino).) Applied to the facts of this

case, these precedents compel the conclusion that section 2603 of the Charter does not

28

supply an “adequate” administrative remedy for the City. Exhaustion of administrative

remedies was therefore not required.

For instance, as in City of Coachella and Lindelli, the public hearing requirement

contained in section 2603 does not require the Board to do anything in response to the

submissions or testimony received by it at the hearing. Thus, the procedure does not

provide for the acceptance, evaluation and resolution of disputes. (See Rosenfield, supra,

65 Cal.2d at p. 566.) Further, as in Unfair Fire and Martino, the Charter contains no

clearly defined procedures for the conduct of a hearing involving the City. (Rosenfield,

supra, 65 Cal.2d at p. 566.) Specifically, there are no procedures regarding how to

request a hearing, no timelines for when such a hearing will be held or concluded, and no

standards for decision making. Simply put, even if section 2603 creates an available

administrative remedy for the City, it is inadequate to trigger a mandatory exhaustion

requirement. The cases cited by the Association and the Board in which exhaustion was

required are distinguishable as involving challenges brought in the context of

comprehensive regulatory schemes and do not change our analysis. (Compare Newhall

County, supra, 161 Cal.App.4th at pp. 1489-1490 [appellant required to raise its concerns

about water supply assessment with lead agency as part of comprehensive CEQA process

before seeking judicial intervention]; Chavez v. Civil Service Com. (1978) 86 Cal.App.3d

324, 328-331 [single sentence dismissing challenge under Rosenfield; charter provisions

at issue in Rosenfield “far less comprehensive” than civil service charter provisions and

related commission rules at issue]; Woodward v. Broadway Federal Sav. & Loan Assoc.

(1952) 111 Cal.App.2d 218, 223-225 [challenge to the validity of an election in the

savings and loan context must be brought first to the Home Loan Bank Board under

comprehensive federal regulations it has promulgated which “govern the operation of

federal savings and loan associations from their inception to their dissolution”].) Thus,

while it might certainly be the better practice to air any PFRS disputes before the Board

prior to resorting to the courts, the City was not required to do so.

29

2. Extra-Record Evidence

Having passed the exhaustion hurdle, we must now decide whether the trial

court’s determination with respect to shift differential pay must nevertheless be

overturned because the trial court impermissibly considered extra-record evidence in

reaching its decision. Specifically—in response to an express request by the trial court—

the City submitted significant additional evidence, including an analysis of payroll

records, supporting its argument that shift differential pay is not “compensation attached

to the rank” under Kreeft. Citing Western States Petroleum Assn. v. Superior Court

(1995) 9 Cal.4th 559, 574 (Western States), the Association urges that in mandamus

proceedings challenging quasi-legislative administrative decisions, the trial court is

strictly limited to the administrative record, and thus consideration of this additional

evidence was error. Under the facts of this case, however, the Association’s argument is

easily dismissed.

We recognize that there is an “ ‘unbroken line’ ” of cases holding that extra-record

evidence is not admissible to challenge quasi-legislative decisions. (San Joaquin County

Local Agency Formation Com. v. Superior Court (2008) 162 Cal.App.4th 159, 167.)

Equally well settled, though, is the exception to this general rule allowing for the

“admission of extra-record evidence in traditional mandamus actions challenging

ministerial or informal administrative actions if the facts are in dispute.” (Western States,

supra, 9 Cal.4th at p. 576.) This exception applies “because the record upon which a

public agency’s informal action is based is often inadequate to permit meaningful

review.” (California Oak Foundation v. Regents of University of California (2010) 188

Cal.App.4th 227, 255.) Generally, administrative actions that do not involve public

hearings are considered “informal.” (Ibid.; see also California Hospital Assn. v.

Maxwell-Jolly (2010) 188 Cal.App.4th 559, 581.) Here, there was no administrative

hearing with respect to the inclusion of shift differential pay in the calculation of PFRS

benefits, and we have concluded that such a hearing was not a prerequisite to judicial

review. Under such circumstances, the development of essential facts by the trial court

with respect to shift differential pay was not error.

30

C. Equitable Defenses

Based on its analysis of the holiday pay and shift differential pay issues before it,

the trial court determined that PFRS retirement benefits had been calculated improperly

in a number of ways, leading to overpayments to PFRS retirees. The court further

concluded that the City had not waived its right to collect these overpayments by failing

vigorously to press the matter. Rather, the trial court opined that the retirees had no right

to retain benefits paid to them improperly and directed the Board to “develop and

implement a plan to collect the overpayments.”

The Association argues that the trial court erred by mandating the recovery of

overpayments made to PFRS retirees. Specifically, the Association contends that any

retroactive application of the decision should be barred by the equitable doctrines of

estoppel and laches, by the statute of limitations, and/or by the hardship exception to

retroactivity. Alternatively, the Association claims that the matter should have been

remanded to the Board so that it could consider the Association's equitable claims and

defenses in the first instance. With respect to the rate of holiday premium pay, we have

concluded that PFRS benefits were appropriately calculated in accordance with Buck, and

thus no repayment is required. We will therefore consider the Association’s arguments in

the context of the two other types of overpayments that remain at issue.

1. Shift Differential Pay

As noted earlier, the Association did not contest on appeal the trial court’s

underlying conclusion that shift differential pay is not “compensation attached to rank,”

and therefore the propriety of that decision is not before us. However, the Association

does argue that any past overpayments made to PFRS retirees due to the improper

inclusion of shift differential pay in their benefit calculation should not be recoverable.

We believe these shift differential overpayments are best analyzed under theories of

equitable estoppel.

The doctrine of equitable estoppel is founded on notions of equity and fair dealing

and provides that a person may not deny the existence of a state of facts if that person has

intentionally led others to believe a particular circumstance to be true and to rely upon

31

such belief to their detriment. (Killian v. City and County of San Francisco (1978) 77

Cal.App.3d 1, 13.) “ ‘Generally speaking, four elements must be present in order to

apply the doctrine of equitable estoppel: (1) the party to be estopped must be apprised of

the facts; (2) he must intend that his conduct shall be acted upon, or must so act that the

party asserting the estoppel had a right to believe it was so intended; (3) the other party

must be ignorant of the true state of facts; and (4) he must rely upon the conduct to his

injury.’ ” (Golden Gate Water Ski Club v. County of Contra Costa (2008) 165

Cal.App.4th 249, 257 (Golden Gate), quoting Driscoll v. City of Los Angeles (1967) 67

Cal.2d 297, 305 (Driscoll).) Where, as here, a party seeks to invoke the doctrine of

equitable estoppel against a governmental entity, an additional element applies. That is,

the government may not be bound by an equitable estoppel in the same manner as a

private party unless, “in the considered view of a court of equity, the injustice which

would result from a failure to uphold an estoppel is of sufficient dimension to justify any

effect upon public interest or policy which would result from the raising of an estoppel.”

(Long Beach v. Mansell (1970) 3 Cal.3d 462, 496-497 (Mansell); see also Driscoll,

supra, 67 Cal.2d at p. 306 [“doctrine of equitable estoppel may be applied against the

government where justice and right require it”].)

Arguing that it raises factual questions, the Association contends that the issue of

equitable estoppel should be considered first by the Board. However, where the facts are

undisputed, whether equitable estoppel applies is a question of law. (Golden Gate, supra,

165 Cal.App.4th at p. 257.) Moreover, where the issues require a weighing of policy

concerns, they too present a question of law. (Ibid.) In the present case, the record

contains undisputed facts sufficient to inform our determination regarding the

applicability of equitable estoppel to the shift differential overpayments.

The record reflects, for instance, that certain PFRS retirees received retirement

benefits based on line-up pay since the 1984 judicial determination in Arca I that line-up

pay was “compensation attached to rank.” Further, it is clear that shift differential pay

was instituted for active members of the Department as part of the 2001-2006 MOU, the

same MOU that abolished line-up pay for active members. It is also undisputed that, on

32

March 27, 2002, the City sent a letter to PFRS retirees asserting in a definitive fashion

that shift differential pay had “replaced” line-up pay and would be included in the

calculation of retirement benefits as of April 1, 2002, for PFRS retirees who had

previously received line-up pay. The City was clearly aware (as it had been litigating the

matter for decades) that only “compensation attached to rank” is properly included in the

calculation of PFRS benefits. However, the City never asked the Board to determine

whether shift differential pay was appropriately characterized as “compensation attached

to rank.” Nor is there any indication in the record that the City disputed the inclusion of

shift differential pay in PFRS retirement allowances until it filed this action in July 2011.

Thus, for almost a decade, the City actively asserted that shift differential pay should be

treated as “compensation attached to rank,” and the Board had knowledge of, and

acquiesced in, the City’s characterization.15

15

Whether the City’s representation in this case is characterized as a statement of fact

(shift differential pay will be included in the calculation of benefits for certain PFRS

retirees as of a specified date) or a legal conclusion (shift differential pay is

“compensation attached to rank” and therefore properly included in the caculation of

PFRS benefits) is not dispositive. Clearly, it has been held that “(in the absence of a

confidential relationship) where the material facts are known to both parties and the

pertinent provisions of law are equally accessible to them, a party’s inaccurate statement

of the law . . . cannot give rise to an estoppel. Some cases assert that this simply amounts

to a ‘mutual mistake of law’ and others remark that the estoppel elements of ignorance

and reasonable reliance are absent.” (Jordan v. City of Sacramento (2007) 148

Cal.App.4th 1487, 1496.) However, where, as here, a confidential relationship exists

among the parties, estoppel can be applied based on the advice given to PFRS retirees

regarding their substantive rights. (Id. at pp. 1497-1498 [discussing Driscoll]; see also

Driscoll, supra, 67 Cal.2d at pp. 306-310; Canfield v. Prod (1977) 67 Cal.App.3d 722,

731-733 [county estopped from asserting statute of limitations against public assistance

recipient who had confidential relationship with, and was improperly advised by,

county]; Crumpler, supra, 32 Cal.App.3d at pp. 571-572, 581-582 [city estopped from

retroactively reclassifying animal control officers as miscellaneous members of PERS

where officers were advised by the city that they would be classified as local safety

members and were treated as such for years].) Under such circumstances, the court

considers a variety of factors focused on the culpability of the public agency and the

impact of the advice on the claimant, including: (1) whether the advice was negligent at

the time it was made; (2) whether the agency acted in bad faith; (3) whether the agency

purported to “advise and direct” the claimant rather than merely “inform and respond”;

33

Under these circumstances, we believe that all of the requisite elements of

equitable estoppel are present. As stated above, the City clearly knew that only

“compensation attached to rank” could be included in the calculation of PFRS retirement

benefits, yet it negligently asserted that shift differential pay was pensionable without

verifying the accuracy of this position either through advice from the Board or from any

other qualified source. (Compare Crumpler, supra, 32 Cal.App.3d at p. 582.) As the

Fourth District opined in Crumpler: “The fact that the advice may have been given in

good faith does not preclude the application of estoppel. Good faith conduct of a public

officer or employee does not excuse inaccurate information negligently given.

[Citations.] In a matter as important to the welfare of a public employee as his pension

rights, the employing public agency ‘ “bears a more stringent duty” ’ to desist from

giving misleading advice. [Citation.]” (Ibid.; see also Mansell, supra, 3 Cal.3d at p. 491

[“[e]specially in cases where the party to be estopped has made affirmative

representations . . . knowledge of the true facts will be imputed to one who, in the

circumstances of the case, ought to have such knowledge].)

Further, the City manifestly intended that its careless representation regarding

shift differential pay would be acted upon by the PFRS retirees to whom it was directed,

and the retirees had the right to believe that this was the City’s intent. In addition, the

retirees were unaware that the City’s advice was erroneous and were likely not in a

position to uncover the error. (See Driscoll, supra, 67 Cal.2d at p. 308 [significant for

estoppel purposes that claimant “is one who purports to have no knowledge or training

which would aid him in determining his rights and the public agency purports to be

informed and knowledgeable in these matters”].) Finally, the PFRS retirees reasonably

relied upon the City’s representation by ordering their financial affairs for almost a

(4) whether the agency acted with certitude in dispensing the advice; (5) whether a

confidential relationship exists; (6) whether the right asserted was one of “great

magnitude”; and (7) whether the claimant purports to have no knowledge or training

while the agency purports to be informed and knowledgeable. (Driscoll, supra, 67

Cal.2d at pp. 306-311.) Any one of these factors can be determinative under the facts of

a particular case. (Id. at pp. 309-310.)

34

decade under the misapprehension that their retirement benefits were, in fact, larger than

they actually were.16

In addition, after weighing the interests at stake in this case, we conclude that “the

injustice which would result from a failure to uphold an estoppel is of sufficient

dimension to justify any effect upon public interest or policy which would result from the

raising of an estoppel.” (Mansell, supra, 3 Cal.3d at pp. 496-497.) Cases which have

applied the doctrine of equitable estoppel in the area of public employee pensions have

emphasized the “unique importance” of pension rights to the well-being of the holders of

those rights. (Longshore v. County of Ventura (1979) 25 Cal.3d 14, 28 (Longshore); see

also Driscoll, supra, 67 Cal.2d at p. 310 [noting case involved “fundamental” claims

involving pension rights of “great magnitude”].) In contrast to these significant pension

entitlements, the City highlights the “important public policy” of protecting the integrity

of the PFRS fund, and, ultimately, City taxpayers. It is certainly true that, pursuant to the

Charter, the City is required to contribute “such amounts as may be necessary” over and

above member contributions and investment income to the PFRS fund. (Charter, art.

XXVI, § 2619.) Thus, it is possible that resolution of this overpayment issue may

ultimately have some impact on the contribution obligation of the City and its taxpayers.

However, the people of this State have already weighed these competing interests and

have determined that fiscal concerns can be trumped, in certain circumstances, by

individual pension rights. Specifically, pursuant to article XVI of the California

16

Indeed, the record reflects that PFRS members who were active in 2003 were offered a

one-time opportunity to transfer from PFRS to PERS. (See Charter, § 2600.) It is

reasonable to assume that their decisions to remain with PFRS were based, at least

partially, on their understanding of the benefits to which they were entitled under PFRS

and to which they would be entitled upon transfer to PERS. (Compare Gov. Code,

§ 20636, subd. (g)(3)(B) [including as “ ‘compensation earnable’ ” for purposes of

calculating PERS benefits “[c]ompensation for performing normally required duties, such

as holiday pay, bonuses (for duties performed on regular work shift), educational

incentive pay, maintenance and noncash payments, out-of-class pay, marksmanship pay,

hazard pay, motorcycle pay, paramedic pay, emergency medical technician pay, Peace

Officer Standards and Training (POST) certificate pay, and split shift differential”].)

35

Constitution, the duty of a public retirement board to its participants and their

beneficiaries “shall take precedence over any other duty,” including minimizing

employer contributions and defraying administrative costs. (Cal. Const., art. XVI, § 17,

subd. (b).) Similarly, under the present facts, we conclude that the City’s budgetary

issues, while not insignificant, must give way to the legitimate pension concerns of the

impacted PRFS retirees, especially in the absence of any evidence that such a decision

will negatively impact the City’s contribution rate or impair the financial integrity of the

PFRS fund. (Compare Baillargeon v. Department of Water & Power (1977) 69

Cal.App.3d 670, 680 [interest in actuarially sound pension and benefit system not

controlling where little likelihood estoppel would harm the system from any actuarial

standpoint]; see also In re Retirement Cases (2003) 110 Cal.App.4th 426, 458 [no

evidence that underfunding due to retroactive increase in benefits “would in any way

jeopardize the financial integrity of any retirement system”].)17

The City contends, however, that estoppel is improper in this case because it

would enlarge the statutory power of the Board. Specifically, according to the City,

invoking estoppel under these facts would require the Board to act in violation of the

Charter. We do not find this argument compelling. Undoubtedly, there is a line of cases

holding that estoppel cannot lie to contravene any statutory limitation on an agency’s

authority. (See Longshore, supra, 25 Cal.3d at p. 28 [“no court has expressly invoked

principles of estoppel to contravene directly any statutory or constitutional limitations”];

City of Pleasanton v. Board of Administration (2012) 211 Cal.App.4th 522, 542-543

[estoppel barred as matter of law where PERS statute precludes treatment of standby pay

as pensionable compensation]; Medina v. Board of Retirement (2003) 112 Cal.App.4th

17

We are well aware of the financial pressure currently being brought to bear on local

governmental entities throughout California, as pension costs have continued to spiral

upward during this period of economic constriction. (See, e.g., Lyman & Walsh, Police

Salaries and Pensions Push California City to Brink, N.Y. Times (Dec. 27, 2013) U.S.

pp. 1-2; Onishi & Lyman, Cut Salaries, Not Pensions in San Jose, Judge Rules, N.Y.

Times (Dec. 23, 2013) U.S. p. 1.) While compelled to reach the conclusions we have in

the context of these proceedings, we are not unsympathetic to the City’s overarching

financial concerns.

36

864, 869-871 [estoppel not available because retirement board lacked authority to classify

as safety members employees that do not meet the statutory definition]; Fleice v. Chualar

Union Elementary School Dist. (1988) 206 Cal.App.3d 886, 893 [estoppel cannot expand

a public agency’s powers]; Crumpler, supra, 32 Cal.App.3d at p. 584 [not a case where

invoking estoppel would enlarge the statutory power of the board].) Indeed, were we

dealing with the prospective application of estoppel on these facts, we might well find

this authority controlling, as prospective application of estoppel would require the Board

to calculate retirement allowances using an item of compensation that has been judicially

determined not to be “compensation attached to rank,” in contravention of the express

dictates of the Charter. (Charter, art. XXVI, §§ 2607, 2608 & 2610.) Under such

circumstances, the Board could be deemed to “ ‘utterly [lack] the power to effect that

which an estoppel against it would accomplish.’ ” (Crumpler, supra, 32 Cal.App.3d at p.

584, quoting Mansell, supra, 3 Cal.3d at p. 499.)

Here, however, we are dealing with the treatment of overpayments by the Board,

an area in which we believe the Board has some discretion. As we have emphasized,

pursuant to the terms of both the California Constitution and the Charter, the Board has

“plenary authority and fiduciary responsibility for investment of moneys and

administration of” PFRS. (Cal. Const., art. XVI, § 17; see also id., § 17, subd. (a) [“[t]he

retirement board of a public pension or retirement system shall have the sole and

exclusive fiduciary responsibility over the assets of the public pension or retirement

system”]; Charter, art. XXVI, § 2601(e) [the Board is responsible for the management

and administration of PFRS and has “exclusive control of the administration and

investment” of all PFRS funds].) This includes the periodic actuarial valuation of the

system based on the “mortality, service, and compensation experience of the members

and beneficiaries” as well as on the amount of interest being earned. (Charter, art. XXVI,

§ 2602(b).) At the conclusion of this multi-faceted analysis, the Board may adjust

interest rates, mortality and service tables, and member and City rates of contribution in

accordance with the terms of the Charter to ensure the actuarial health of the system.

(Ibid.; see also In re Retirement Cases, supra, 110 Cal.App.4th at p. 459 [“ ‘[a]ctuarial

37

methodology is designed to address and consider unforeseen events on a regular basis so

as to ensure the financial integrity of the retirement system,’ ” quoting the trial court].) In

making the many complex adjustments required for system administration, the discretion

of the Board is circumscribed by section 17 of article XVI of the California Constitution

which mandates that public retirement boards “discharge their duties with respect to the

system solely in the interest of, and for the exclusive purposes of providing benefits to,

participants and their beneficiaries, minimizing employer contributions thereto, and

defraying reasonable expenses of administering the system.” (Cal. Const., art. XVI, § 17,

subd. (b).) Further, “[a] retirement board’s duty to its participants and their beneficiaries

shall take precedence over any other duty.” (Ibid.) Since the Charter does not contain

any express provisions regarding the collection of improper payments from retirees, any

such overpayments must be analyzed under these general grants of Board authority.

(Compare Gov. Code, § 20160 [specific statute setting standards for the correction of

payment errors under PERS].)

Given this statutory backdrop—where the Board’s decision making must prioritize

the rights of retirees while making complex decisions impacting multiple variables—we

believe that the Board has discretion to decide whether, how and to what extent any

overpayments made to PFRS retirees should be repayable to PFRS. And, in fact, courts

in analogous situations have reached similar conclusions. In In re Retirement Cases,

supra, 110 Cal.App.4th at 426, for instance, the First District determined that retirement

boards operating under the County Retirement Law of 1937 (CERL) have the power to

collect arrears contributions to help defray the cost of unanticipated benefits owed to

retirees, but that the boards were not mandated to do so. (In re Retirement Cases, supra,

110 Cal.App.4th at pp. 469-472.) The court noted that the retirement boards had a

number of options for handling “the shortfall resulting from their mistaken interpretation

of CERL” and that it could not determine whether a board had abused its discretion until

it had exercised that discretion to “correct for its miscalculations.” (Id. at pp. 470-471.)

The court observed in this regard that the board’s discretion was not unfettered, but was

instead necessarily constrained by the requirements of section 17 of article XVI of the

38

California Constitution which we have previously summarized. (In re Retirement Cases,

supra,110 Cal.App.4th at pp. 471-472.) Similarly, in Barrett v. Stanislaus County

Employees Retirement Assn. (1987) 189 Cal.App.3d 1593, the Fifth District considered a

reclassification under CERL that entitled affected employees to earlier retirement

eligibility and increased pension benefits. (Id. at p. 1597, fn.1.) The trial court had

concluded that the reclassification must be done without requiring the payment of any

arrears contributions and/or interest by the affected employees. (Id. at pp. 1600-1601.)

The Fifth District reversed, holding that the retirement board had the authority to collect

arrears contributions from employees, but that it was improper for the courts to mandate

it do so. (Id. at pp. 1608-1610, 1613-1614.) Specifically, the Barrett court opined:

“When a statute imposes upon an administrative body discretion to act under certain

circumstances, mandate will not lie to compel the exercise of such discretion in a

particular manner.” (Id. at p. 1613.) Thus, the trial court’s attempt to “compel” the

retirement board to “exercise its discretion in a particular manner” was improper. (Id. at

pp. 1613-1614.) These cases support our conclusion that the Board has discretion

(subject to the constitutional constraints described above) with respect to the collection of

overpayments. (Compare Gov. Code, § 20160, subd. (e)(3) [retroactive correction of

errors under PERS shall not take place if “the purposes of this part will not be

effectuated” by the retroactive correction].) Since the Board has discretion in this area,

applying the doctrine of estoppel to prevent the Board from collecting certain specified

overpayments would not result in a situation where the Board is required to act in excess

of its statutory authority.

Finally, we also reject the City’s argument that failure to mandate the return of

overpayments in this case is somehow a “gift of public funds” in contravention of section

6 of Article XVI of the California Constitution. Our conclusion in this regard does not,

as the parties argue, hinge on whether the constitutional ban on such gifts applies to

charter cities such as the City. (See Tevis v. City & County of San Francisco (1954) 43

Cal.2d 190, 197.) Rather, we find dispositive the character of the funds at issue. The

PFRS retirement account contains not just public moneys supplied by the City, but also

39

significant private assets contributed by active PRFS members. (See Charter, art. XXVI,

§ 2619.) Pursuant to section 17 of article XVI of the California Constitution, “[t]he

assets of a public pension or retirement system are trust funds and shall be held for the

exclusive purposes of providing benefits to participants in the pension or retirement

system and their beneficiaries and defraying reasonable expenses of administering the

system.” (Cal. Const., art. XVI, § 17, subd. (a).) Moreover, by the express terms of

section 17, the fiduciary responsibilities it embodies take precedence over all other

provisions of law, including other constitutional mandates. (Cal. Const., art. XVI, § 17.)

We have previously concluded that both section 17 and the Charter provide the Board

with significant discretion in the administration of PFRS, including in the collection of

any overpayments made to PFRS retirees. To allow the exercise of this discretion to be

challenged as a gift of public funds whenever someone disagrees with the fiscal

consequences of a particular Board decision would seriously undermine the Board’s

“plenary authority” with respect to PFRS administration.

We find, then, that, in the present case, all of the requisite elements justifying

estoppel are present. Moreover, application of the doctrine to these facts is not barred by

any of the arguments advanced by the City. We therefore conclude that the City and the

Board are estopped from requiring PFRS retirees to repay any retirement benefits based

on the improper inclusion of shift differential pay as “compensation attached to rank.”

2. Number of Designated Holidays

We turn lastly to the overpayments generated in connection with the temporary

reduction in the number of designated holidays for the 2009, 2010, and 2011 fiscal years.

As discussed above, the 2006-2013 MOU briefly changed the structure of holiday pay for

active members of the Department. Specifically, for the 2009, 2010, and 2011 fiscal

years, only 7 of the regular 13 holidays were paid in accordance with the customary

policy established by the MOU. For the other six holidays, active members received no

holiday pay for holidays that were not worked and “straight time pay” for holidays that

were worked. Although the total holiday compensation paid to active members of the

Department was clearly reduced during this timeframe, the Board continued to calculate

40

retirement benefits for PFRS retirees as if this temporary reduction had not occurred.

Based on the plain language of the Charter and the 2006-2013 MOU, the trial court held

that the reduction in holiday pay experienced by active members should have been

reflected in PFRS benefits for the years in question. Specifically, retirees, during the

relevant timeframe, should only have been credited with 7 holidays, rather than 12.18 The

Association does not here contest the trial court’s conclusion that PRFS retirees received

credit for too many holidays during the fiscal years in question. Rather, as with the shift

differential overpayments, the Association argues that, for equitable reasons, the retirees

should not be required to return any overpayments they received based on this excess

holiday pay.

We do not see any grounds for estoppel based on the facts relevant to the

temporary holiday reduction. The record reflects that the City negotiated an extension to

the 2006-2010 MOU effective in July 2009 which extended its term to June 30, 2013, and

added the language effecting the temporary reduction in holidays here at issue. In

January 2010, a Board agenda item disclosed the City’s position that the number of

holidays credited to retirees should be reduced from 12 to 7 for fiscal years 2009, 2010,

and 2011 based on the provisions of the extended MOU. On February 24, 2010, the City

appeared before the Board and argued this position. The Board, however, determined on

that same date that the temporary reduction in the number of paid holidays for active

members of the Department would not be reflected in retiree benefits. The City then

challenged this decision in the instant action, filed on June 14, 2011. Clearly, this is not a

situation where the City has intentionally led others to believe a particular circumstance

to be true and to rely upon such belief to their detriment. (Killian v. City and County of

San Francisco, supra, 77 Cal.App.3d at p. 13.) The City has never counseled retirees

that they are not bound by the temporary reduction in holidays to which active members

of the Department were subjected. Rather, it has consistently taken the position that

18

As stated in footnote 4, supra, active members have historically received an extra

“floating holiday” in addition to the 12 designated holidays for which PFRS retirees have

traditionally been credited.

41

failure to reduce the number of holidays when calculating pension benefits for the fiscal

years in question was error. Although the Board calculated pension benefits in a way that

was ultimately determined to be improper, there are no facts suggesting that they should

be estopped from subsequently correcting this mistake.

The Association, however, also argues that repayment should be barred under a

theory of laches. Laches is based on the principle that those who neglect their rights may

be barred, in equity, from obtaining relief. (Golden Gate, supra, 165 Cal.App.4th at

p. 263.) The elements required to support a defense of laches include unreasonable delay

and either acquiescence in the matter at issue or prejudice to the defendant resulting from

the delay. (Ibid.) Generally, laches is a question of fact, but where the relevant facts are

undisputed, it may be decided as a matter of law. (Ibid.) Also, as with estoppel “laches

is not available where it would nullify an important policy adopted for the benefit of the

public.” (Feduniak v. California Coastal Com. (2007) 148 Cal.App.4th 1346, 1381.)

Under the present circumstances, any delay by the City in bringing this action does

not appear to have been unreasonable. The improper payments at issue occurred between

July 2009 and June 2012. Although it waited for 16 months after the Board refused to

reduce pension benefits based on the temporary reduction in holidays, the City

commenced this action in June 2011, less than two years after the earliest date any

improper payments were made and well within any applicable statute of limitations

asserted by the parties. (See Code of Civ. Proc., § 338, subd. (a) [three-year statute of

limitations for a liability created by statute]; id., § 338, subd. (d) [three-year statute of

limitations for mistake].) While it is true that the defense of laches may be invoked even

though the lapse of time is less than the applicable period of limitations where “the

unjustified delay has operated to the injury of another,” Holt v. County of Monterey

(1982) 128 Cal.App.3d 797, 801, any delay in this case has not significantly injured

PFRS retirees. Rather, the improper payments were not substantial and were time-limited

by the terms of the MOU. Moreover, these proceedings have already been pending for

32 months. Thus, even if the City had commenced this litigation immediately after the

Board’s adverse decision in February 2010, it seems likely that final resolution of the

42

overpayment issue would still have occurred after all of the disputed payments had

already been made. Given these facts, the equities do not support a laches finding.19

Thus, we conclude that the Board is not barred by theories of equitable estoppel or

laches from recouping the benefits improperly paid to PFRS retirees based on an inflated

number of pensionable holidays for fiscal years 2009, 2010, and 2011. However, the trial

court in this case ordered the Board “to develop and implement a plan to recover the

overpayments” made to PFRS retirees. To the extent this order mandates that the Board

act in a particular manner with respect to the identified overpayments, it was error.

Rather, as discussed at length above, the Board has discretion regarding how its

miscalculations should be handled. The matter should therefore be remanded to the

Board so that it can exercise this discretion subject, if necessary, to additional judicial

review.

III. DISPOSITION

The judgment and writ of mandate are vacated, and the matter is remanded to the

trial court to fashion new relief consistent with this opinion. Each party to bear its own

costs.

19

The cases cited by the Association in support of its laches claim do not change our

opinion. Both Johnson v. City of Loma Linda (2000) 24 Cal.4th 61 (Johnson) and

Womack v. San Francisco Community College Dist. (2007) 147 Cal.App.4th 854

(Womack) involved public employees seeking writ review of adverse personnel

decisions. The exigencies involved in such cases—where success could lead to thorny

reinstatement and back pay issues—strike us as different in magnitude from those

generated by the pension overpayments at issue in these proceedings. (See Johnson,

supra, 24 Cal.4th at pp. 68-69; Womack, supra, 147 Cal.App.4th at pp. 864-866.)

43

____________________________

REARDON, ACTING P. J.

We concur:

_________________________

RIVERA, J.

_________________________

HUMES, J.

City of Oakland v. Oakland Police and Fire Retirement et al. A136769

44

Trial Court: Alameda County Superior Court

Trial Judge: Hon. Evilio M. Grillo

Counsel for Plaintiff and Respondent: Nossaman LLP

Stephen N. Roberts

James H. Vorhis

Counsel for Appellants: Olson Hagel & Fishburn

Richard C. Miadich

Counsel for Intervenors: Davis, Cowell & Bowe, LLP

W. David Holsberry

Sarah Grossman-Swenson

City of Oakland v. Oakland Police and Fire Retirement A136769

45