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2750-A• • RESOLUTION NO. 2750A A RESOLUTION SETTING PERSONNEL POLICIES, COMPENSATION, AND BENEFITS RECITALS: 1.There is a need within the municipal service of the City of Moses Lake for the development, estab- lishment, and promulgation of unified rules, policies, and procedures pertaining to the personnel administration, compensation, and benefits to employees of the City of Moses Lake; and 2.It is the intent of this resolution to establish provisions and methods of governing the personnel functions and the administration of compensation and benefits which would result in a more efficient governmental operation. 3.This resolution supersedes Resolution 2297 passed by the Moses Lake City Council on November 28, 2000. RESOLVED: 1.Applicability: The provisions of this resolution apply only to regular non-union city employees including department heads and the City Manager except where specifically made applicable to union personnel or where the provision involves an administrative function not subject to collective bargaining agreements. Union employees shall be governed generally by their collective bargaining agreements. 2.Authorization to Issue Policies and Procedures: The City Manager is directed, in accordance with state law, and in the best interests of the efficient operation of the city, to maintain overall responsibility for the administration of the personnel functions in the City of Moses Lake and is authorized to issue policy and procedure statements, consistent with the legislative philosophy and direction of the Council and in the best interest of the efficient operation of the city. 3.Disclaimer: THE CITY COUNCIL SPECIFICALLY RESERVES THE RIGHT TO REPEAL, MODIFY, OR AMEND THIS RESOLUTION AND THE CITY MANAGER IS AUTHORIZED TO REPEAL, MODIFY, OR AMEND THE APPLICABLE ADMINISTRATIVE POLICIES AND PROCEDURES AT ANY TIME, WITH OR WITHOUT NOTICE. NONE OF THESE OR OTHER ADMINISTRATIVE PROVISIONS SHALL BE DEEMED A VESTED CONTRACTUAL RIGHT NOR TO LIMIT THE CITY COUNCIL IN THE REPEAL OR MODIFICATION OF THIS RESOLUTION OR THE CITY MANAGER TO REPEAL OR MODIFICATION OF APPROPRIATE RULES AND REGULATIONS. THESE AND OTHER ADMINISTRATIVE POLICIES ARE NOT TO BE INTERPRETED AS PROMISES OF SPECIFIC TREATMENT. 4.Salaries and Wages: Salaries and wages shall be reviewed annually by the City Manager or his designee for all employees covered by this resolution. Salary and wage ranges for non-union employees of the City of Moses Lake shall be recommended b the Cit Manag er to the Cit Council an RESOLUTION NO. 2750A A RESOLUTION SETTING PERSONNEL POLICIES, COMPENSATION, AND BENEFITS wui I% II iy lf II ee k._)) iwenty-rour (z4) nour sniffs out of a nine (9) day period shall be computed by dividing the annual salary by 2600 hours. • • •I • RESOLUTION 2750A PAGE 2 2)Overtime Rate: The hourly rate for overtime worked shall be computed by multiplying the regular hourly rate by one and one-half (1 1/2) times. 3)Holiday Rate: Non-exempt employees, as defined hereafter, whose work schedule requires them to work on an authorized holiday shall receive wages at the rate provided by contract or the provisions of the Municipal Administrative Code. Temporary, seasonal, and retainer employees shall not be entitled to holiday pay. B.Call Back: The city shall pay for a minimum of two (2) hours overtime and/or holiday pay when a non-exempt employee is called back to work by the Department Director or immediate super- visor during time off. C.It is the policy of the City of Moses Lake, as a matter of financial practicality and as an affirmation of public accountability, that all employees (exempt or non-exempt) will be paid only for hours actually worked, or covered by authorized and approved leave or compensatory time. 5. Exempt Employees: In conformance with the Fair Labor Standards Act (FLSA) the following positions are exempt due to their classification as executive, administrative, or professional employees: City Manager Finance Director Human Resources Director Assistant Finance Director Municipal Services Director City Engineer Assistant City Engineer Fire Chief Assistant Fire Chief - Operations Assistant Fire Chief - Medical Services Police Chief Police Captains Community Development Director Parks and Recreation Director Public Works Superintendent Recreation Superintendent Parks Maintenance Superintendent Employees that are exempt from the overtime provisions of this personnel resolution may receive compensatory time off at the discretion of the City Manager. Non-exempt employees may receive compensatory time off at their discretion if agreed to by their department director and in accordance with time be considered to be accruable. RESOLUTION 2750A PAGE 2 2)Overtime Rate: The hourly rate for overtime worked shall be computed by multiplying the regular hourly rate by one and one-half (1 1/2) times. 3)Holiday Rate: Non-exempt employees, as defined hereafter, whose work schedule requires Christmas Day . _ ........... nnntr:!nt Floating Holiday I At employee's choice, subject to stipulations Floating Holiday II At employee's choice, subject to stipulations •ill II • , • • • Years of Service Hours Pay Period Maximum Accrued •0 through 5 3.70 192.40 6 through 10 4.61 239.72 11 through 15 5.53 287.56 16 through 20 6.46 335.92 Over 20 7.38 383.76 RESOLUTION 2750A PAGE 3 A. If any such holiday falls on a Saturday, it shall be observed on the preceding Friday. If any such •holiday falls on a Sunday, it shall be observed on the following Monday. An employee must work the day preceding and the day following a holiday or holiday weekend to receive holiday pay unless the employee is on authorized sick or annual leave. B. Authorized holidays which occur during vacation shall not be charged against annual leave. C. The floating holiday each calendar year will be granted in accordance with the following conditions: 1)The employee has been or is scheduled to be continuously employed by the city for more than one (1) year. 2)The floating holidays will be granted subject to the approval of the employee's supervisor. 3)The floating holidays must be taken during the entitlement calendar year. 4)If the floating holidays have not been taken prior to leaving city employment, an employee will not be paid for them. D. Temporary, seasonal, and retainer employees shall not be entitled to holiday pay. 7. Annual Leave: Annual leave for members of collective bargaining units shall be earned at the rate specified within the collective bargaining agreement. Annual leave allowance shall be earned by full-time non-union employees on a monthly basis according to the following schedule: A.The maximum accumulations allowable of annual leave will be two (2) years of earned annual leave. B.Annual leave for employees working standard eight (8) hour shifts will not accrue if an employee is on leave without pay, or suspension without pay for eleven (11) or more working days (88 hours) in one (1) month. C.Annual leave for employees of the Fire Department working twenty-four (24) hour shifts will not accrue if the employee is on leave without pay, or suspension without pay for one hundred twenty- three (123) hours or more during one (1) month. D.Annual leave shall not accrue on a pro-rata basis. New employees and employees terminated from city service working standard eight (8) hour shifts must work eighty-eight (88) or more hours within the month to accrue annual leave for the month. New employees and employees terminated from city service working twenty-four (24) hour shifts must work one hundred twenty- three (123) or more hours within the month to accrue annual leave. If less than the required number of hours is worked within the month, annual leave shall not accrue for new employees and employees terminated from city service. •E. Temporary, seasonal, and retainer employees shall not be entitled to annual leave benefits. F. Maximum accumulation of vacation hours is equivalent to no more than fifty-two (52) pay periods of earned vacation. All vacation over this amount that is earned but not taken shall be forfeited. A department director may allow an employee to take annual leave which may be forfeited subject 1) An first s annua shall be mployee may make use of earned annual leave benefits following the completion of the ix (6) months of service with the city. Department Directors may approve the use of leave in the case of extraordinary circumstances. The use of earned annual leave subject to the approval of the employee's department director. 2) All reques commence leave. is for annual leave must be approved by the department director prior to the ment of the requested vacation. No employee will be granted unearned annual RESOLUTION 2750A PAGE 4 to the operating efficiency of the department. If and when it is offered by the city, qualified employees may direct annual leave that is about to be forfeited to be deposited into an account established for contributing to the Retiree Health Savings (RHS) Plan. G. One hundred percent (100%) of the employees accumulated annual leave will be paid as severance pay upon voluntary termination or a reduction in force after six (6) months of continuous service with the city as provided below. The city will not disburse severance pay in a lump sum to PERS I employees, except for a maximum of two hundred forty (240) hours. The severed employee will be retained on the payroll and will be provided a regular paycheck for as 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 well as being retained on medical and health insurance plans. The employee also continues to accrue vacation hours until permanently separated from the payroll. PERS I employees may choose to take a two hundred forty (240) hour lump sum payoff or stay on the payroll until the total unused vacation is absorbed. RS II/LEOFF II employees may choose to take a lump sum payoff or stay on the payroll until ed vacation is absorbed. PE unu • H. Use of Annua I Leave: • quests for extended vacations, (any time in excess of 4 days) should be department director in accordance with the operating procedures of each ual leave will be granted subject to the operating needs of the city. authorized use of a fraction of a day's vacation, the minimum charge count shall be one-quarter (1/4) hour. Additional employee absence be charged to the nearest one-quarter (1/4) hour. I. When an employee is transferred to another position, any unused annual leave which may have been accumulated to the employee's credit shall continue to be available. 8. Sick Leave Benefits: A.Eligible Employees: Sick leave benefits provided by the city as set forth in this section shall apply to employees of the city, except for temporary, seasonal, and retainer employees and members of the Law Enforcement and Fire Fighters Pension Plan I as prescribed under RCW 41.26. Sick leave benefits provided by the city to members of LEOFF Plan II shall be in accordance with the sick leave provisions of this section which apply to city employees. Temporary, seasonal, and retainer employees shall not be entitled to sick leave benefits. Special sick leave benefits granted by the city to LEOFF Plan I members are set forth separately in this chapter. B.Accrual of Sick Leave: Employees working sta at the rate of 3.70 hours of leave for each full cale ment, LEOFF Plan II members working twenty-fou rate of 5.08 hours of leave for each full pay period. 3)Annual leave r submitted to the department. Ann 4)In the instance of the to the annual leave ac after one (1) hour shal ndard eight (8) hour shifts will accrue sick leave ndar pay period. Employees of the Fire Depart- r (24) hour shifts, will accrue sick leave at the • 1. RESOLUTION 2750A PAGE 5 • C. Reimbursement of Unused Sick Leave: Unused accumulated sick leave will be paid as severance pay upon voluntary termination or a reduction in force on the following basis: 1)One hundred percent (100%) of the accumulated sick leave, to a maximum of four hundred eighty (480) hours, after thirty (30) years of continuous service; 2)Seventy-five percent (75%) of the accumulated sick leave, to a maximum of four hundred eighty (480) hours, after twenty (20) years of continuous service; 3)Fifty percent (50%) of the accumulated sick leave, to a maximum of four hundred eighty (480) hours, after ten (10) years of continuous service; 4)Twenty-five percent (25%) of the accumulated sick leave, to a maximum of four hundred eighty (480) hours, after five (5) years of continuous service; and 5)Ten percent (10%) of the accumulated sick leave for up to five (5) years of continuous service. D.The city will not disburse severance pay in a lump sum to PERS I employees. The severed employee will be retained on the payroll and will be provided a regular paycheck for as 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 well as being retained on medical and health insurance plans. The employee also continues to accrue sick leave hours until permanently separated from the payroll. PERS II/LEOFF II employees (including those with collective bargaining agreement provisions) employees may choose to receive a lump sum payoff or stay on the payroll until unused sick leave is absorbed. E.Members of recognized bargaining units will not receive this benefit unless provided for through collective bargaining and only as stipulated by contract. F.At the discretion of the department director each employee upon first beginning work for the city may have immediately available for their use six (6) days of sick leave as an advance upon sick leave earned in the first six (6) months of employment. G.Sick leave for city employees working standard eight (8) hour shifts will not accrue if the employee is on leave without pay status, or suspension without pay for eleven (11) or more working days in one (1) month (88 hours). LEOFF II members of the Fire Department working twenty-four (24) hour shifts will not accrue sick leave if the employee is on leave without pay status or suspension without pay for one hundred twenty three (123) or more working hours in one (1) month. H.Use of Sick Leave: Employees eligible for sick leave with na y shall he nrantpri Irk RESOLUTION 2750A PAGE 5 C. Reimbursement of Unused Sick Leave: Unused accumulated sick leave will be paid as severance 4 2'oz; (01,-A.A-64ro-preb ite-th cr refitnOr "guardian or any condition warranting treatment or preventative health care such as physical, dental, optical, or immunization services when a parent must be present to authorize and when sick leave may otherwise be used for the employee's preventative health care. The child must be under 18 years of age or 18 year of age or older and incapable of self care because of a mental or physical disability in order for this usage to apply. 3) Keeping of medical, dental, or optical appointments for the employee or dependent children under eighteen (18) years of age as specified in 2. RESOLUTION 2750A PAGE 6 4)Forced quarantine of the employee in accordance with community health requirements. 5)Temporary disability, which is also known as maternity disability as prescribed by a physician. If no physician's prescription is provided, then ten (10) working days shall be allowed as a temporary disability due to pregnancy or childbirth. 6)Subject to the approval of the Department Director, an employee may use sick leave for a death in the immediate family. Immediate family shall be defined as the following relatives by blood, marriage, or adoption: spouse, father, mother, stepfather, stepmother, son, daughter, stepson, stepdaughter, brother, sister, stepbrother, stepsister, grandparents, or grandchildren of the employee or relatives of the employee's spouse in the same categories of relationships. 7)In accordance with the provisions of the Family and Medical Leave Act for personal illness or injury. 8). To care for a spouse, parent, parent-in-law, or grandparent of the employee who has a serious medical condition or an emergency condition. I.Authorization to Use Sick Leave: An employee who is unable to report to work because of any reason herein set forth, shall report the reason for his or her absence to their immediate supervisor prior to the start of shift or as soon as practicable. Sick leave with pay shall not be allowed unless such a report has been made. Sick leave may be granted by the department director up to and including the second day of consecutive absence. Each application which exceeds two (2) days shall be accompanied by certification of a doctor, if requested by the department director. The employee, upon return to work, will submit a leave request form to the department director for approval. Any failure to give notice or file a physician's certificate as required herein may be cause for denial of sick leave with pay for the period of absence. J.Abuse of Sick Leave: Abuse of sick leave privileges shall be cause for disciplinary action up to and including discharge. K.Charges Against Sick Leave: In an instance of the authorized use of a fraction of a day's sick leave, the minimum charge to the sick leave account shall be one-quarter (1/4) hour one-half (1/2) hour. L.Bonus for Unused Sick Leave: Each employee shall receive bonus vacation time for each full year he/she works without using any sick leave or disability. Employees working standard eight (8) hour shifts will receive a bonus of eight (8) hours and employees working twenty-four (24) hour 24 hours. The bonus vacation shall be added to the employee's RESOLUTION 2750A PAGE 6 4) Forced quarantine of the employee in accordance with community health requirements. may retain fees paid for the purpose of mileage reimbursemen I. I to work on any day in which he or she is released from jury duty so that he or she could reasonably complete one half of their regular work shift. 10. Military Leave: Any officer or employee of the city who is a member of the State National Guard or Federal Reserve Military Unit shall be entitled to be absent from his or her duties with the city with full pay for up to fifteen (15) sixteen (16) consecutive calendar days during each calendar year (using an October 1 to September 30 year) while engaging in the performance of officially ordered military duty and RESOLUTION 2750A PAGE 7 while going to or returning from such duty in accordance with the laws of the State of Washington (RCW 38.40.060). Such leaves shall be in addition to any other leave or vacation benefits. 11. Group Hospital and Medical Insurance: Each full time regular employee shall be a participant in a group hospital and medical insurance plan and shall be provided with dental and optical coverage as provided by the City of Moses Lake. 12. Reimbursement of Business or Travel Expenses: All expenditures reported must be necessary and reasonable and incurred in the conduct of the business of the city. All bills for reimbursement for expenditures made on business trips shall be itemized on forms provided by the city and paid as follows and shall also apply to all union employees: A.Expenses for travel which are lawfully incurred shall be reimbursed at actual fare if by common carrier and $0.48 per mile if by private auto. B.Expenses such as hotel, auto rental, air travel, etc. must be supported by receipts. Air travel shall be based on tourist rates. C.Receipts will not be required for miscellaneous expenses of a minor nature. D.All other expenses - actual expenditures if deemed reasonable and supported by receipts. E.Employees may, when properly authorized, be reimbursed for the cost of meals incurred within the city or at other normal areas of employment while they are conferring, consulting, or otherwise meeting with specialists, technicians, executives, city officers, or others for purposes generally associated with the official duties of such city personnel. F.Whenever an employee travels with members of their families, the reimbursable lodging rate shall be the single room rate. G.Reimbursement for employee recruitment - the travel and subsistence expenses of applicants for department director positions, requested to come to the city for interviews to fill positions in the city that require special experience and training, will be reimbursed in accordance with the allowance authorized by the City Manager. H.The cost of moving the household goods and personal effects of a new City Manager or department director will be paid in accordance with the allowance authorized by the City Council or City Manager. If the new appointee remains in the position for less than twenty-four (24) months, the relocation expenses will be paid back to the City of Moses Lake by the employee on a pro-rated basis as determined by the City Council or City Manager. 13. Savings Clause: If any provision of this resolution shall be held invalid by operation of law or by any tribunal of competent jurisdiction or if com pliance or Rnforc:AmPnt of qnv nmviq inn qh^' 'Id ha 1.11.11 RESOLUTION 2750A PAGE 7 while going to or returning from such duty in accordance with the laws of the State of Washington (RCW 38.40.060). Such leaves shall be in addition to any other leave or vacation benefits. ATTEST: A-42_ onald R. Cone, Finance Director • • • • •