2766RESOLUTION NO. 2766
A RESOLUTION SETTING PERSONNEL POLICIES , COMPENSATION, AND BENEFITS •
RECITALS:
1. There is a need within the municipal service of the
establishment, and promulgation of unified rules, policies,
administration, compensation, and benefits to employees o
City of Moses Lake for the development,
and procedures pertaining to the personnel
f the City of Moses Lake; and
2. It is the intent of this resolution to establish provisions and met hods of governing the personnel functions
and the administration of compensation and benefits which wou
operation.
Id result in a more efficient governmental
3. This resolution supersedes Resolution 2750A passed by the Mo
2006.
ses Lake City Council on March 28,
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RESOLVED:
1.Applicability: The provisions of this resolution apply only to regular non-
department heads and the City Manager except where specifically made
or where the provision involves an administrative function not subj
agreements. Union employees shall be governed generally by their collect
2.Authorization to Issue Policies and Procedures: The City Manager is directed
law, and in the best interests of the efficient operation of the city, to maintain ove
administration of the personnel functions in the City of Moses Lake and is author
procedure statements, consistent with the legislative philosophy and direction of
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 Manage
designee for all employees covered by this resolution. Salary and wage ranges for non-union empl
of the City of Moses Lake shall be recommended by the City Manager to the City Council and sh
in effect adopted by the City Council. Salaries and wages and wage ranges for union employees of
City of Moses Lake shall be established through the collective bargaining process, ratified by the uni
and approved by the City Council.
A. Overtime Compensation:
1) Regular Hourly Rates: The hourly rate for employees working five (5) eight (8) hour shifts
out of a seven (7) day period, determined to be Monday through Sunday inclusive, shall be
computed by dividing the annual salary by 2080 hours. The hourly rate for employees
working three (3) twenty-four (24) hour shifts out of a nine (9) day period shall be computed
by dividing the annual salary by 2600 hours.
union city employees including
applicable to union personnel
ect to collective bargaining
ive bargaining agreements.
in accordance with state
rail responsibility for the
ized to issue policy and
the Council and in the
r or his
oyees
all be
the
on,
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.
RESOLUTION 2766
PAGE 2 May 23, 2006
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/Asst. Municipal Services Director
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
the FLSA. However, in no case shall compensatory time be considered to be accruable.
6.Holidays: The City of Moses Lake will observe the following as legal holidays.
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Holiday
New Years Day
President's Day
Memorial Day
Independence Day
Labor Day
Veteran's Day
Thanksgiving Day
Day after Thanksgiving
Christmas Day
Floating Holiday I
Floating Holiday II
Date to be Observed
January 1
Third Monday in February
Last Monday in May
July 4
First Monday in September
November 11
Fourth Thursday in November
Fourth Friday in November
December 25
At employee's choice, subject to stipulations
At employee's choice, subject to stipulations • 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.
it RESOLUTION 2766
PAGE 3 May 23, 2006
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:
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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
A. The maximum accumulations allowable of annual leave will be two (2) years of earned annual
leave.
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
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.
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RESOLUTION 2766
PAGE 4 t
May 23, 2006
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.
PERS II/LEOFF II employees may choose to take a lump sum payoff or stay on the payroll until
unused vacation is absorbed.
H. Use of Annual Leave:
1)An employee may make use of earned annual leave benefits following the completion of the
first six (6) months of service with the city. Department Directors may approve the use of
annual leave in the case of extraordinary circumstances. The use of earned annual leave
shall be subject to the approval of the employee's department director.
2)All requests for annual leave must be approved by the department director prior to the
commencement of the requested vacation. No employee will be granted unearned annual
leave.
3)Annual leave requests for extended vacations, (any time in excess of 4 days) should be
submitted to the department director in accordance with the operating procedures of each
department. Annual leave will be granted subject to the operating needs of the city.
4)In the instance of the authorized use of a fraction of a day's vacation, the minimum charge
to the annual leave account shall be one-quarter (1/4) hour. Additional employee absence
after one (1) hour shall 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 standard eight (8) hour shifts will accrue sick leave
at the rate of 3.70 hours of leave for each full calendar pay period. Employees of the Fire Depart-
ment, LEOFF Plan II members working twenty-four (24) hour shifts, will accrue sick leave at the
rate of 5.08 hours of leave for each full pay period.
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;
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RESOLUTION 2766
PAGE 5 May 23, 2006
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
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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 pay shall be granted such leave for the
following reasons:
1)Personal illness or physical incapacity resulting from causes beyond the employee's control.
2)Caring for an ill child which means a child with a health condition that requires treatment or
supervision, which means any medical condition requiring treatment or medication that the
child cannot self-administer or any medical or mental condition which would endanger the
child's safety or recovery without the presence of a parent or 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.
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.
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May 23, 2006
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. Caring for a spouse, parent, parent-
in-law, or grandparent who has a serious health condition or an emergency condition which
means any illness, injury, impairment, or physical or mental condition that involves any
period of incapacity or treatment connected with in-patient care (i.e. an overnight stay in a
hospital, hospice, or residential medical care facility) and any period of incapacity or
subsequent treatment or recovery in connection with such in-patient care of that involves
continuing treatment by or under the supervision of a health care provider or a provider of
health care services and which includes any period of incapacity (i.e. inability to work, attend
school, or perform regular daily activities).
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.
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
shifts will receive twenty-four (24) hours. The bonus vacation shall be added to the employee's
vacation accumulation on each anniversary date of last used sick leave. (January 1, 1983 will be
the initial date for computing this anniversary date.)
Sick leave taken to attend a pre-arranged doctor's or dentist's appointment for periods not to
exceed two (2) hours for local appointments or eight (8) hours for out-of-town appointments, shall
not be considered sick leave taken within the provisions of this section.
9.Jury Duty Leave: It is the civic obligation of each employee to serve on a jury if he or she is called. While
on jury duty or while appearing as a legally required witness, an employee will receive full pay from the
city but the employee shall remit to the city jury fees actually received by the employee. The employee
may retain fees paid for the purpose of mileage reimbursement. The employee may be required to return
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) consecutive calendar days during each calendar year (using an October 1 to
RESOLUTION 2766
PAGE 6
Adopted by the City Council on May 23, 2006
LIL.A.fUJ
Ronald C. Covey, Mayor
•ATTEST'
ald R. Cone, finance Director
RESOLUTION 2766
PAGE 7 May 23, 2006
September 30 year) while engaging in the performance of officially ordered military duty and 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 compliance or enforcement of any provision should be restrained
by such tribunal pending a final determination as to its validity, the remainder of this resolution shall not
be held invalid and will remain in full force and effect.
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