2297_00001RESOLUTION NO.2297
A RESOLUTION SETTINGPERSONNEL POLICIES,COMPENSATION,ANDBENEFITS
RECITALS:
1.There is a need within the municipalservice of the City of Moses Lake for the development,estab-lishment,and promulgationof unified rules,policies,and procedures pertaining to the personneladministration,compensation,and benefits toemployees of theCityof Moses Lake;and
2.Itistheintent ofthisresolution toestablishprovisionsand methods ofgoverningthepersonnel functionsandtheadministrationofcompensationandbenefitswhichwouldresultinamoreefficientgovernmentaloperation.
3.This resolutionsupersedes Resolution 1279 passed by the Moses Lake CityCouncil on September 23,1986.
RESOLVED:
1.Applicability:The provisionsofthis resolution applyonlytoregularnon-union cityemployees includingdepartmentheadsandtheCityManagerexceptwherespecificallymadeapplicabletounionpersonnelorwheretheprovisioninvolvesanadministrativefunctionnotsubjecttocollectivebargainingagreements.Unionemployees shall be governedgenerallyby theircollectivebargaining agreements.
2.Authorization to Issue Policies and Procedures:The CityManageris directed,in accordance with statelaw,and in thebest interests ofthe efficientoperationof thecity,tomaintainoverall responsibility for theadministrationofthepersonnelfunctionsintheCityofMosesLakeandisauthorizedtoissuepolicyandprocedurestatements,consistent withthelegislative philosophy and direction of theCounciland in thebestinterestoftheefficientoperationofthecity.
3.Disclaimer:THECITYCOUNCIL SPECIFICALLY RESERVESTHE RIGHTTOREPEAL,MODIFY,ORAMENDTHISRESOLUTIONANDTHECITYMANAGERISAUTHORIZEDTOREPEAL,MODIFY,ORAMENDTHEAPPLICABLEADMINISTRATIVEPOLICIESANDPROCEDURESATANYTIME,WITHORWITHOUTNOTICE.NONE OF THESEOROTHER ADMINISTRATIVEPROVISIONSSHALLBEDEEMEDAVESTEDCONTRACTUALRIGHTNORTOLIMITTHECITYCOUNCILINTHEREPEALOORMODIFICATIONOFTHISRESOLUTIONORTHECITYMANAGERTOREPEALORMODIFICA-TlON OF APPROPRIATERULESAND REGULATIONS.THESEAND OTHERADMINISTRATIVEPOLICIESARENOTTOBEINTERPRETEDASPROMISESOFSPEClFICTREATMENT.
4.Salaries andWaqes:Salariesandwages shall be reviewed annually bytheCityManager orhis designeeforallemployeescoveredbythisresolution.Salaryand wage ranges fornon-union employeesoftheCityofMosesLakeshallberecommendedbytheCityManagertotheCityCouncilandshallbeineffectadoptedbytheCityCouncil.Salaries and wages and wage ranges for unionemployees of theCityofMosesLakeshallbeestablishedthroughthecollectivebargainingprocess,ratified by theunion,andapprovedbytheCityCouncil.
A.OvertimeCompensation:
1)Regular Hourly Rates:The hourlyrate for employees workingfive(5)eight (8)hour shiftsoutofaseven(7)day period,determined tobe Monday throughSunday inclusive,shallbecomputedbydividingtheannualsalaryby2080hours.The hourly rate for employeesworkingthree(3)twenty-four(24)hour shifts out ofa nine (9)day period shallbe computedbydividingtheannualsalaryby2704hours.
2)Overtime Rate:The hourly rate for overtimeworked shallbe computed by multiplyingtheregularhourlyratebyoneandone-half(1½)times.
3)Holiday Rate:Non-exempt employees,as defined hereafter,whoseworkschedule requiresthemtoworkonanauthorizedholidayshallreceivewagesattherateprovidedbycontractortheprovisionsoftheWIunicipalAdministrativeCode.Temporary,seasonal,andretaineremployeesshallnotbeentitledtoholidaypay.
B.Call Back:The city shall pay for a minimum oftwo(2)hours overtime and/or holiday pay when anon-exemptemployee is called back towork by theDepartment Director or immediate supervisorduringtimeoff,
5.Exempt Employees:Inconformance withtheFair LaborStandards Act (FLSA)thefollowingpositionsareexemptduetotheirclassificationasexecutive,administrative,or professionalemployees;
City Manager
Finance Director
Human Resources Director
Assistant Finance Director
Municipal Services Director
CityEngineer
Assistant CityEngineer
Fire Chief
Assistant Fire Chief
Police Chief
Assistant Police Chief
Community Development Director
Parks and Recreation Director
Public Works Superintendent
Assistant Parks and Recreation Director
Employees that are exempt from the overtime provisions of this personnel resolutionmay receive
compensatory timeoff at thediscretion of the City Manager.Non exempt employees may receive
compensatory timeoffat theirdiscretion ifagreed to by theirdepartment director and in accordance with
the FLSA.However,in no case shall compensatory timebe consideredtobe accruable.
6.Holidays:The City ofMoses Lake willobserve thefollowing as legal holidays.
Holidav Date tobe Observed
New Years Day January 1
i President's Day Third Monday in February
Memorial Day Last Monday in May
Independence Day July 4
Labor Day FirstMonday in September
Veteran's Day November 11
Thanksgiving Day FourthThursdayin November
Day afterThanksgiving Foudh Friday in November
Christmas Day December25
FloatingHolidayi At employee's choice,subjecttostipulations
Floating Hollday II At employee's choice,subject to stipulations
A.Ifany such holiday falls on a Saturday,itshall be observed on thepreceding Friday.Ifany such
holiday falls on a Sunday,itshall be observed onthefollowing Monday.An employeemustwork
theday preceding and the day following a holiday or holiday weekend to receive holiday pay
unless the employeeis on authorized sick or annual leave.
B.Authorizedholidays whichoccurduring vacationshallnotbe charged against annual leave.
C.The floating holiday each calendaryearwillbe grantedinaccordance withthefollowingconditions:
1)The employee has been or is scheduled tobe continuouslyemployedby the cityfor more
thanone (1)year.
2)The floating holidays will be granted subject tothe approvalofthe employee'ssupervisor.
3)The floating holidays must be taken during the entitlementcalendar year.
4)Ifthe floating holidays have notbeen taken priorto leaving cityemployment,an employee
willnotbe paidfor them.
D.Temporary,seasonal,and retaineremployees shallnot be entitledtoholiday pay.
7.Annual Leave:Annual leave for members of collectivebargaining units shall be earned at the rate
specified withinthe collective bargaining agreement.Annual leave allowanceshallbe earned by full-time
non-union employees on a monthly basis according tothefollowingschedule:
Years of Service Hours Pay Period Maximum Accrued
0 through5 3.70 192.40
6 through 10 4.61 239.72
11 through 15 5.53 287.56
16 through20 6.46 335.92
Over20 7.38 383.76
A.The maximumaccumulations allowable of annual leave willbe two(2)years ofearned annualleave.
B.Annual leave for employees workingstandard eight (8)hour shifts willnotaccrue ifan employeeisonleavewithoutpay,orsuspension withoutpay foreleven(11)ormoreworking days (88hours)inone (1)month.
C.Annual leave for employees oftheFire Department workingtwenty-four(24)hour shifts willnotaccrueiftheemployeeisonleavewithoutpay,orsuspensionwithoutpayfor one hundredtwenty-three(123)hours or more duringone (1)month.O D.Annual leave shallnot accrue on a pro-rata basis.New employees and employees terminatedfromcityserviceworkingstandardeight(8)hourshiftsmust work eighty-eight(88)or more hourswithinthemonthtoaccrueannualleaveforthemonth.New employeesandemployeesterminatedfromcityserviceworkingtwenty-four(24)hour shiftsmust workone hundredtwenty-three(123)or more hours within the month toaccrue annualleave.Ifless than therequirednumber of hoursisworkedwithinthemonth,annual leave shall not accrue for new employees and employeesterminatedfromcityservice.
E.Temporary,seasonal,and retainer,employees shall not be entitledto annual leave benefits.
F.Maximum accumulationofvacationhours is equivalenttono morethanfifty-two(52)pay periodsofearnedvacation.Allvacation overthisamountthatis earned but not takenshallbe forfeited.Adepartment director mayallowanemployeetotakeannual leave whichmay be forfeited subjecttotheoperatingefficiencyofthedepartment.If and when it is offered by the city,qualifiedemployeesmaydirectannualleavethatisabouttobefoifeitedtobedepositedintoanaccountestablishedforcontributingtotheRetireeHealthSavings(RHS)Plan.
G.One hundred percent (100%)of the employeesaccumulated annual leave will be paid asseverancepayuponvoluntaryterminationorareductioninforceaftersix(6)months ofcontinuousservicewiththecityasprovidedbelow.
The city willnot disburse severancepay in a lump sum to PERS I employees,except for amaximumoftwohundredforty(240)hours.The severed employeewillbe retained on thepayrollandwillbeprovidedaregularpaycheckforasmanyeighty(80)hour payperiods as is necessaryOtouseuptheaccumulation.While receiving thisseverance pay theemployee is subjectto allusualdeductions,as wellasbeing retained onmedicaland health insuranceplans.Theemployeealsocontinuestoaccruevacationhoursuntilpermanentlyseparatedfromthepayroll.
PERS I employees maychoose totakea twohundred forty (240)hourlump sum payoffor stayonthepayrolluntilthetotalunusedvacationisabsorbed.
PERS II/LEOFF 11employees may choose totakea lump sum payoff or stay on thepayrolluntilunusedvacationisabsorbed.
H.Use of Annual Leave:
1)An employeemay makeuseofeamed annual leave benefits followingthecompletionofthefirstsix(6)months of service with thecity.Department Directors mayapprove the use ofannualleaveinthecaseofextraordinarycircumstances.The use ofearned annual leaveshallbesubjecttotheapprovaloftheemployee's department director.
2)AIIrequests for annual leave must be approved by thedepartment director prior to thecommencementoftherequestedvacation.No employeewill be granted unearned annualleave.
3)Annual leave requests for extended vacations,(anytimein excess of 4 days)should besubmittedtothedepartmentdirectorinaccordancewiththeoperatingproceduresofeachdepartmentAnnualleavewillbegrantedsubjecttotheoperatingneedsofthecity.
O 4)In theinstance oftheauthorizeduse ofa fraction ofa day's vacation,theminimum chargetotheannualleaveaccountshallbeone-half(½)hour.Additional employeeabsence afterone(1)hour shall be charged tothe nearest one-half(½)hour.
I.When an employee is transferredtoanother position,any unused annualleave whichmay havebeenaccumulatedtotheemployee's creditshall continuetobe available.
8.Sick Leave Benefits:
A.Eligible Employees:Sick leave benefits providedby thecity as set forth inthis section shall apply
toemployeesofthe city,exceptfor temporary,seasonal,and retainer employeesandmembers
ofthe Law Enforcement and Fire Fighters Pension Plan Ias prescribedunderRCW 41.26.Sick
leave benefits provided by thecitytomembers ofLEOFF Plan Ilshall be in accordance withthe
sick leave provisions ofthissection which applytocity employees.Temporary,seasonal,and
retainer employeesshallnot be entitled tosickleave benefits.Special sick leave benefits granted
by thecitytoLEOFF Plan Imembers are set forthseparately inthischapter.
B.Accrual ofSickLeave:Employees workingstandard eight(8)hour shiftswillaccrue sickleave at
therate of 3.70 hours ofleave for each fullcalendar pay period.Employees ofthe FireDepart-
ment,LEOFF Plan il membersworkingtwenty-four(24)hour shifts,Willaccrue sickleave at the
rate of 5.08 hours of leave for each fullpay period.
C.Reimbursement of UnusedSickLeave:Unused accumulatedsickleave willbe paidas severance
pay uponvoluntaryterminationor a reduction in force on the following basis:
1)One hundredpercent(100%)oftheaccumulated sick leave,toa maximumoffour hundred
eighty (480)hours,after thirty(30)years ofcontinuousservice;
2)Seventy-five percent (75%)oftheaccumulatedsick leave,to a maximum of four hundred
eighty(480)hours,aftertwenty(20)years ofcontinuousservice;
3)Fiftypercent(50%)of theaccumulatedsickleave,toa maximum offour hundred eighty(480)
hours,after ten(10)years of continuousservice;
4)Twenty-five percent (25%)ofthe accumulated sick leave,toa maximum of four hundred
eighty (480)hours,after five (5)years ofcontinuousservice;and
5)Ten percent (10%)ofthe accumulated sick leave for up to five (5)years of continuous
service.
D.The citywillnot disburse severance pay in a lump sum to PERS I employees.The severed
employee willbe retained on the payrolland willbe provideda regular paycheck foras many
eighty (80)hour pay periods as is necessary to use up the accumulation.While receiving this
severance pay the employee is subject to all usual deductions,as wellas being retained on
medical and health insurance plans.Theemployeealso continues toaccrue sickleave hours until
permanentlyseparated from thepayroll.
PERS IIILEOFF Il employees (includingthose with collectivebargaining agreement provisions)
employees maychooseto receivea lumpsum payoffor stayon thepayrolluntilunused sick leave
is absorbed.
E.Members of recognized bargaining units willnotreceive thisbenefit unless providedfor through
collectivebargaining and only as stipulated by contract
F.At thediscretion of the department director each employeeuponfirst beginning work forthe city
may have immediately availablefortheiruse six(6)days of sickleave as an advance upon sick
leave eamed inthefirst six (6)months ofemployment
G.Sickleave forcity employeesworking standard eight(8)hour shifts willnot accrue ifthe employee
is on leave withoutpay status,or suspension withoutpayfor eleven(11)ormoreworking days in
one (1)month(88hours).LEOFFIl members ofthe Fire Department working twenty-four(24)
hour shiftswillnotaccrue sick leave iftheemployeeis on leave withoutpaystatus or suspension
without pay for one hundred twentythree (123)or more workinghours in one (1)month.
H.Use of Sick Leave:Employees eligible for sickleave withpayshallbe grantedsuch leave for the
following reasons:
1)Personal illness orphysical incapacity resulting from causes beyond theemployee'scontrol.
2)Carinq for an illchild.
3)Employee keeping medical,dental,or opticalappointments.
4)Forced quarantine oftheemployee in accordance with community health requirements.
S)Employee disability due topregnancy orchildbirth.
6)Subject to theapproval ofthe DepartmentDirectoran employee may use sick leave for adeathintheimmediatefamily.
Immediate family shall be definedas thefollowingrelativesby blood,marriage,or adoption:spouse,father,mother,stepfather,stepmother,son,daughter,stepson,stepdaughter,brother,sister,stepbrother,stepsister,grandparents,or grandchildrenoftheemployee orrelativesoftheemployee'sspouse in thesame categories of relationships.
7)In accordance withtheprovisions oftheFamily and Medical Leave Act for personalillnessorinjury.O I.Authorization toUse Sick Leave:An employeewhois unable toreporttoworkbecause of anyreasonhereinsetforth,shall report thereason forhisor her absence totheirimmediate supervisorpriortothestartofshiftorassoonaspracticable.Sickleave withpay shallnot be allowedunlesssuchareporthasbeenmade.Sickleave may be granted by thedepartment director up toandincludingtheseconddayofconsecutiveabsence.Eachapplicationwhichexceeds two(2)daysshallbeaccompaniedbycertificationofadoctor,if requested bythedepartment director.Theemployee,upon return to work,will submita leave request formto thedepartment director forapproval.Any failuretogive noticeorfilea physician's certificateas required herein may be causefordenialofsickleavewithpayfortheperiodofabsence.
J.Abuse ofSickLeave:Abuse of sick leave privilegesshallbe cause fordisciplinary action uptoandincludingdischarge.
K.Charges Against SickLeave:Inan instance oftheauthorized use of a fraction of a day's sickleave,theminimum charge tothesick leave account shall be one-half(½)hour.
L.Bonus for Unused Sick Leave:Each employeeshall receive bonus vacationtimefor each fullyearhe/she workswithoutusinganysick leave ordisability.Employees working standard eight(8)hourshiftswillreceiveabonusofeight(8)hours and employees working twenty-four(24)hour shiftswillreceivetwenty-four(24)hours.Thebonus vacationshallbe added totheemployee'svacationaccumulationoneachanniversarydateoflastusedsickleave.(January 1,1983 willbe the initialdateforcomputingthisanniversarydate.)
Sick leave takento attend a pre-arranged doctor's or dentist's appointmentfor periods not toOexceedtwo(2)hoursforlocal appointmentsoreight(8)hours for out-of-townappointments,shallnotbeconsideredsickleavetakenwithintheprovisionsofthissection.
9.Jurv Duty Leave:Itis thecivicobligation ofeach employeetoserve on a juryifhe orshe is called.Whileonjurydutyorwhileappearingasalegallyrequiredwitness,an employeewillreceive fullpay from thecitybuttheemployeeshallremittothecityjuryfeesactuallyreceivedbytheemployee.The employeemayretainfeespaidforthepurposeofmileagereimbursementTheemployeemayberequiredtoreturntoworkonanydayinwhichheorsheisreleasedfromjurydutysothatheorshecouldreasonablycompleteonehalfoftheirregularworkshift
10.MilitaryLeave:Any officeror employee of the city who is a member oftheState NationalGuard orFederalReserveMilitaryUnitshallbeentitledtobeabsentfromhisorherdutieswiththecitywithfullpayforuptosixteen(16)consecutive calendar days during each calendar year while engaging in theperformanceofofficiallyorderedmilitarydutyandwhilegoingtoorreturningfromsuchdutyinaccordancewiththelawsoftheStateofWashington(RCW 38.40.060).Such leaves shallbe inaddition toany otherleaveorvacationbenefits.
11.Group Hospital and Medical Insurance:Each fulltimeregularemployeeshallbe a participant in a grouphospitalandmedicalinsuranceplanandshallbeprovidedwithdentalandopticalcoverageasprovidedbytheCityofMosesLake.
12.Reimbursementof Business or Travel Expenses:AIIexpenditures reported must be necessary andreasonableandincurredintheconductofthebusinessofthecity.All bills for reimbursement forexpendituresmadeonbusinesstripsshallbeitemizedonformsprovidedbythecityandpaidasfollowsandshallaisoapplytoallunionemployees:
A.Expenses for travelwhich are lawfully incurred shall be reimbursedat actualfare ifby commoncarrierand$0.35 per mile if byprivate auto.
B.Expenses such as hotel,auto rental,airtravel,etc.mustbe supported by receipts.Airtravelshallbebasedontouristrates.
C.Receipts willnot be requiredfor miscellaneousexpenses ofa minornature.
D.AIIother expenses -actualexpenditures ifdeemed reasonable and supported by receipts.
E.Employees may,when properly authorized,be reimbursed for thecost of meals incurred within
thecity orat other normalareas ofemploymentwhile theyare conferring,consulting,orotherwise
meetingwithspecialists,technicians,executives,cityofficers,or others for purposes generally
associated withtheofficialduties ofsuch city personnel.
F.Whenever an employee travelswithmembersoftheirfamilies,thereimbursablelodging rate shall
be the single room rate.
G.Reimbursement for employee recruitment -thetraveland subsistence expensesof applicants for
department director positions,requested tocometothe cityfor interviews tofillpositionsinthecity
thatrequire specialexperienceand training,willbe reimbursedinaccordance with the allowance
authorized by the CityManager.
H.The cost of movingthehousehold goods and personal effectsof a new City Manager or depart-
ment director willbe paidin accordance withtheallowanceauthorized by theCity CouncilorCity
Manager.Ifthenewappointeeremainsinthe positionforless thantwenty-four(24)months,the
relocation expenses willbe paidback totheCityof Moses Lake by theemployeeon a pro-rated
basis as determined bythe CityCouncil or City Manager.
13.Savings Clause:Ifany provisionof thisresolution shall be held invalid by operation of law or by any
tribunalofcompetentjurisdictionor ifcomplianceor enforcementof any provisionshouldbe restrained
by such tribunalpendinga finaldetermination as toits validity,theremainder ofthisresolution shallnot
be held invalid and willremainin fullforce and effect
Adopted by the CityCouncil on November28,200
nance Director O
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