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RESOLUTION NO.1025
A RESOLUTION REPEALING RESOLUTION NO.704,ENTITLED
"A RESOLUTION ESTABLISHING POSITIONS OF EMPLOYMENT,
VACATION LEAVE,SICK LEAVE,OVERTIME,AND OTHER CON
DITIONS OF EMPLOYMENT WITHIN THE CITY OF MOSES LAKE,"
AND SUBSEQUENT AMENDMENTS THERETO,INCLUDING RESOLUTION
919,IN THEIR ENTIRETY AND ENACTING THIS RESOLUTION
ENTITLED "PERSONNEL POLICIES,COMPENSATION,AND
BENEFITS".
WHEREAS,there is a need within the municipal service of the City of Moses Lake for
the establishment of unified rules governing the conditions of employment and
regulations pertaining to benefits provided to employees of the City of Moses Lake;
and
WHEREAS,it is the intent of this Resolution to establish provisions governing the
personnel functions and other conditions of employment which would result in a more
efficient governmental operation:
NOW,THEREFORE,BE it resolved by the City Council of the City of Moses Lake,
Washington,as follows:
Section 1.Applicability:The provisions of this resolution apply only to 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
by their collective bargaining agreements.
Section 2.Pay Plan
Appointee Compensation
The salary established for a position shall represent the total remu
neration for an employee occupying the position except for fringe
benefits,official travel,and other approved expenses.Upon initial
appointment to a position,the employee shall normally receive the
minimum salary for the class to which the position is allocated;
however,the City Manager,with Council approval,may cause the ap
pointment to be made at a salary step above the minimum when extenuat
ing circumstances exist.
Pay Period
Employees are to be paid in a manner prescribed by the City Manager
and in accordance with the best interests of the City of Moses Lake.
New and terminated monthly employees working less than a calendar
month will be paid at a rate per hour determined by dividing the
annual salary by 2080 hours for the actual day or hours worked.Eight
hours shall constitute one day,and in no instance will more than the
monthly rate be provided except for overtime payments.Permanent
monthly employees,after the probationary period is completed,who
have used all accumulated sick leave and vacation leave be on leave
without pay for any additional time off.
Salaries and Wages
Salaries and wages shall be reviewed annually by the Office of the
City Manager for all employees covered by this resolution.
Salaries and wages for non-union employees of the City of Moses Lake
shall be as established by the City Manager and as adopted by the City
Council.Salaries for union employees of the City of Moses Lake shall
be established through the collective bargaining process and as rati
fied by the union and approved by the City Council.
A.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 divid
ing 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 2912
hours.
B.Overtime Rate:The hourly rate for overtime worked shall be
computed by multiplying the regular hourly rate by one and one-
half times.
C.Holiday Rate:Non-exempt employees,as defined hereafter,whose
work schedule requires them to work on an authorized holiday shall
receive wages at the double-time rate (straight-time pay in addi
tion to regular pay).
Temporary,seasonal,and retainer employees shall not be entitled
to holiday pay.
Call Back
The city shall pay for a minimum of one (1)hour of overtime and/or
holiday pay when an employee is called back to work by the department
director or immediate supervisor during time off.
Overtime Compensation
Upon the approval of the department director,overtime shall be paid
for each hour worked in excess of one-quarter (%)hour worked beyond
the normal forty (40)hours of work in a seven (7)day period for
employees working standard eight (8)hour shifts;and,for each hour
worked in excess of one-quarter (%)hour worked beyond the normal 56
hours of work scheduled for employees of the Fire Department working
three (3)twenty-four (24)hour shifts over a nine (9)consecutive day
period.The employee shall receive overtime pay to the nearest quarter r—\
hour.i
An employee shall not receive overtime pay if more than 40 hours in a
seven (7)day period are worked when the hours worked over 40 hours
were because of a change in the employees shift schedule;nor,will
there be any reduction of salary if less than forty (40)hours are
worked in a seven (7)day period because of a change in the employees
shift schedule.
Overtime earned or reported after the payroll cut off date will appear
on the following month's pay check.
Exempt Employees
The following positions are exempt from collective bargaining agree
ments and overtime compensation provisions contained in these person
nel rules,policies, and practices:City Manager,Assistant to the
City Manager (Administrative Assistant),Finance Director,Data Pro
cessing Director,Fire Chief,Police Chief,Public Works Director,
Parks and Recreation Director,Community Development Director,City
Attorney,Assistant Fire Chief,Assistant Parks and Recreation Direc
tor,Police Lieutenant,Assistant Public Works Director,Public Works
Superintendent,or any other personnel designated by the City Manager.
Employees that are exempt from the overtime provisions of this person
nel resolution may receive compensatory time off at the discretion of
the City Manager.However,in no case shall compensatory time be
considered to be accruable.
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Section 3.Holidays
A.The following days shall be considered as holidays for all non
union employees.Union employees will be governed by their cur
rent union contract.
Holiday Date To Be Observed
New Years Day January 1
Lincoln's Birthday February 12
Washington's Birthday Third Monday in February
Memorial Day Last Monday in May
Independence Day July 4
Labor Day First Monday in September
Veteran's Day November 11
Thanksgiving Day Fourth Thursday in November
Day after Thanksgiving Fourth Friday in November
Christmas Day December 25
Floating Holiday At employee's choice,subject to stipula
tions below
B.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 preceeding and the day following a holiday or holiday
weekend to receive holiday pay unless the employee is on author
ized sick or annual leave.
C.Authorized holidays which occur during vacation shall not be
charged against annual leave.
D.The floating holiday each calendar year will be granted in accord
ance with the following conditions:
1.The employee has been or is scheduled to be continuously em
ployed by the city for more than one year.
2.The employee has given 14 days notice prior to the requested
one day floating holiday.
3.The floating holiday will be granted subject to the approval
of the employees supervisor.
4.The personal holiday must be taken during the entitlement
calendar year.
5.If the personal holiday has not been taken prior to leaving
city employment,an employee will not be paid for it.
Section 4. Annual Leave
Annual leave for members of collective bargaining units shall be
earned at the rate specified within the collective bargaining agree
ment.Annual leave allowance shall be earned by permanent non-union
employees on a monthly basis according to the following schedule:
0 through 5 years of 8 hours per month -192 hours maximum
service (24 days)
6 through 10 years of 10 hours per month -240 hours maximum
service (30 days)
11 through 20 years of 12 hours per month -288 hours maximum
service (36 days)
LJ Over 20 years of service 14 hours per month -336 hours maximum
(42 days)
The maximum accumulations allowable of annual leave will be two years
of earned annual leave.
Annual leave for employees working standard 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 month.
Annual leave for employees of the Fire Department working 24 hour
shifts will not accrue if the employee is on leave without pay or
suspension without pay for 123 hours or more during one month.
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 88 or more hours within the month to accrue annual
leave for the month.New employees and employees terminated from city
service working 24 hour shifts (the Detroit 56)must work 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.
Temporary,seasonal,and retainer employees shall not be entitled to
annual leave benefits.
Forfeiture of Annual Leave
Any annual leave earned which would exceed the maximum allowable shall
be forfeited by the employee.Each department director may allow an
employee to take annual leave which would be invalidated by virtue of
the accumulation beyond the maximum subject to the operating efficiency
of the city.
Reimbursement of Unused Annual Leave
One hundred percent (100%)of the employees accumulated annual leave
will be paid as severance pay upon voluntary termination or a reduc
tion in force after six (6)months of continuous service with the
city.
Use of Annual Leave
An employee may make use of earned annual leave benefits following the
completion of the first six months of service with the city.The use
of earned annual leave shall be subject to the approval of the employ
ees department director.
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.
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.
In the instance of the authorized use of a fraction of a day's vaca
tion,the minimum charge to the annual leave account shall be one (1)
hour.Additional employee absence after one hour shall be charged to
the nearest full hour.
Transfer
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.
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Section 5.Sick Leave Benefits
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 non-uniformed employees.Temporary,seasonal,and retainer employ
ees 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.
Accrual of Sick leave
Employees working standard eight (8)hours shifts will accrue sick
leave at the rate of eight (8)hours of leave for each full calendar
month of employee service or h fraction thereof.Employees of the
Fire Department,LEOFF Plan II members,working 24 hour shifts (the
Detroit 56)will accrue sick leave at the rate of 11 hours of leave
for each full calendar month of service.
Reimbursement of Unused Sick Leave
Unused accumulated sick leave will be paid as severence pay upon
voluntary termination or a reduction in force on the following basis:
A.One hundred percent (100%)to a maximum of 480 hours,after
thirty (30)years of continuous service;
B.Seventy-five percent (75%)to a maximum of 480 hours,after
twenty (20)years of continuous service;
j C.Fifty percent (50%)after ten (10)years of continuous service;
O D.Twenty-five percent (25%)after five (5)years of continuous
service;and
E.Ten percent (10%)for up to five (5)years of continuous service.
Members of recognized bargaining units will not receive this benefit
unless provided for through collective bargaining and so stipulated by
contract.
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.
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 11 or more working days in one month (88
hours).LEOFF II members of the Fire Department working 24 hour
shifts will not accrue sick leave if the employee is on leave without
pay status,or suspension without pay,for 123 or more workinq hours
in one month.
Use of Sick Leave
Employees eligible for sick leave with pay shall be granted such leave
for the following reasons:
A.Personal illness or physical incapacity resulting from causes
beyond the employees control.
B.Employee keeping medical,dental,or optical appointments..
C.Forced guarantine of the employee in accordance with community
health requirements.
D.Employee disability due to pregnancy or childbirth.
E.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 i—v
blood,marriage,or adoption:spouse,father,mother,stepfather,
stepmother,son,daughter,stepson,stepdaughter,brother,sister,I \
stepbrother,stepsister,grandparents,or grandchildren of the "
employee or relatives of the employee's spouse in the same categ
ories of relationship.
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.
Abuse of Sick Leave
Abuse of sick leave privileges shall be cause for disciplinary action
up to and including dismissal.
Charges to 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 hour.
Additional employee absence after one hour shall be charged to the
nearest full hour.
Transfer
When an employee is transferred to another position,any unused sick
leave which may have accumulated to the employees credit shall con
tinue to be available for the employees use.
LEOFF Plan I Members
Each Fire Department member working the Detroit 56 schedule will be
granted by the city six (6),twenty-four (24)hour,non-accruing
shifts (144 hours)of sick leave per calendar year.Each Police and
Fire Department member working standard hours (8 hour shifts)will be
granted by the city twelve (12)non-accruing days (96 hours)of sick
leave per calendar year.Sick leave granted by the city to members of
LEOFF Plan I members will not carry over and accumulate to the follow
ing year.LEOFF Plan I members shall not receive compensation as
severance pay for unused sick leave.
Sick leave taken under these provisions will be submitted on the city
"Leave Request"form through the department director the day the
employee returns to work.If,during the course of the calendar year,
all twelve (12)days (96 hours)or six (6)shifts (144 hours)are
used,additional sick leave will be applied for and if approved,will
be charged to disability leave as provided in RCW 41.26.120.If
disapproved,additional sick time will be charged to annual leave or
taken as leave without pay.
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If,during the existence of the provided sick leave or remainder
thereof,an absence as defined in Section 4 (Use of Sick Leave -
paragraphs A,B,and D)is subsequently extended and approved of as a
disability leave according to the provisions of RCW 41.26.120,city
sick leave charged to an employee will be recredited and available for
use.
Section 6.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.
Section 7.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
16 consecutive calendar days during each calendar 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.
Section 8.Group Hospital and Medical Insurance
Each full time permanent employee shall be a participant in the group
hospital and medical insurance plan adopted by the City of Moses Lake.
Section 9.Reimbursement of Business or Travel Expenses
All expenditures reported must be necessary and reasonable and incur
red in the conduct of the business of the city.All bills for reim
bursement 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 reim
bursed at actual fare if by common carrier and $0.25 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.The total reimbursable expense for both lodging and meals shall
not exceed sixty dollars ($60)per day,except when approved by
the City Manager in advance.
E.All other expenses -actual expenditures if deemed reasonable and
supported by receipts.
F.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 offical
duties of such city personnel.
G.Whenever an employee travels with members of their families,the
reimbursable lodging rate shall be the single room rate.
H.Reimbursement for employee recruitment -the travel and subsis
tence 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.
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.
Section 10.Savings Clause
If any provision of this Resolution shall be held invalid by operation
of law or by any tribunal of competent jurisdiction or of 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.
Section 11.Repealing Conflicting Resolutions
Resolutions 704,764,and 919 and any other Resolutions that conflict
with the provisions of this Resolution are hereby repealed.
PASSED by the City Council of the City of Moses Lake,Washington,and APPROVED by
its Mayor this 8th day of July 1980.
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