1279l )
RECITALS:
RESOLUTION NO.1279
A RESOLUTION SETTING PERSONNEL POLICIES,COMPENSATION,AND
BENEFITS
1.There 1s a need within the municipal service of the City of Moses Lake for the
establishment of unified rules governing the conditions of employment and reg
ulations pertaining to benefits provided to employees of the City of Moses
Lake.
2.It i's the intent of this resolution to establish provisions governing the per
sonnel functions and other conditions of employment which would result in a
more efficient governmental operation.
3.This resolution supersedes Resolution Mo.i025 passed by the Moses Lake City
Council on July 8,1980.°''":T'
RESOLVED:v r''<"'
1.Applicability:The provisions of this resolution apply only to regular non-
unlon 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 agree
ments.Union employees shall be governed by their collective bargaining
agreements.'
2.Pay Plan:
A.Appointee Compensation:The salary established for a position shall rep-
resent the total remuneration for an employee occupying the position ex
cept 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 allo
cated;however,the City Manager may cause the appointment to be made at a
salary step above the minimum when extenuating circumstances exist.
B.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 regular 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 (except twenty-
four hour fire department personnel who work 2,704 hours per year).Eight
(8)hours (and nine hours for police:department shift personnel)shall
constitute one (1)day,and in no instance will more than the hourly rate
be provided except for overtime payments.Regular monthly employees,
after the review and evaluation period is completed,who have used all
accumulated sick leave and Vacation leave will be on leave without pay for
any additional time off.
C 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 es
tablished through the collective bargaining process and as ratified by the
union and approved by the City Council.
D Regular Hourly Rates:The hourly rate for employees working five (5)
eight (b)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 2704 hours.
2)Overtime Rate:The hourly rate for overtime worked shall be computed
Dy multiplying the regular hourly rate by one and one-half ( 1 1/2)
times.
RES.1279/Pg.2
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.Temporary,seasonal,and
retainer employees shall not be entitled to holiday pay.
4)Call Back:The city shall pay according to the provisions of exlst-
ing contracts when an employee 1s called back to work by the depart
ment director or immediate supervisor during time off.
D.Overtime Compensation:
1)Upon approval of the department director,overtime shall be paid for
each hour actually worked in excess of one-quarter (1/4)hour worked
beyond the normal forty (40)hours actually worked in a seven (7)day
period for employees working standard eight (8)hour shifts;and,for
each hour actually worked in excess of one-quarter (1/4)hour worked
beyond the normal fifty-two (52)hours actually worked 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 hour.
2)An employee shall not receive overtime pay if more than forty (40)
hours in a seven (7)day period are worked when the hours worked over
forty (40)hours were because of a change in the employee's 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 employee's shift schedule.
3)Overtime earned or reported after the payroll cut off date will ap
pear on the following pay check.
E.Exempt Employees:
1)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,Finance Director,Municipal Services Director,Public
Safety Director,Fire Chief,Police Chief,Parks and Recreation Di
rector,Assistant Finance Director,Assistant Municipal Services Di
rector for Public Works -Special Projects,Assistant Municipal Ser
vices Director for Public Works -Operations,Assistant Municipal
Services Director for Community Development,Fire Marshal,Assistant
Parks and Recreation Director,and Administrative Assistant to the
Police Chief.Two secretaries 1n the City Manager's Office are ex
empt from union membership but eligible for overtime compensation.
2)Employees that are exempt from the overtime provisions of this per
sonnel resolution may receive compensatory time off at the discretion
of the City Manager,or the appropriate Department Director.
However,in no case shall compensatory time be considered to be
accruable.
3.Holidays:
A.The following days shall be considered as holidays for all non-union em
ployees.Union employees will be governed by their current union
contract.
Holiday Date to be Observed
New Years Day January l------~
President's Day Third Monday in February
Memorial Day Last Monday in May
Independence Day July 4LaborDayFirstMonday in September
Veteran's Day November 11ThanksgivingDayFourthThursday in November
Day after Thanksgiving Fourth Friday in November
Day before Christmas December 24
Christmas Day December 25FloatingHolidayAtemployee's choice,subject to
3 stipulations below
RES.1279/Pg.3
B.If any such holiday falls on a Saturday,it shall be observed on the pre
ceding Friday.If any such holiday falls on a Sunday,it shall be ob
served 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.
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 accordance with
the following conditions:
1)The employee has been or is scheduled to be continuously employed by
the city for more than one year.
2)The employee has given fourteen (14)days notice prior to the re
quested one (1)day floating holiday.
3)The floating holiday will be granted subject to the approval of the
employee's 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 em
ployment,an employee will not be paid for it.
4. Annual Leave:
A.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 regular non-union employees on a month
ly basis according to the following schedule:
Years of Service Hours Per Pay Peri od Days Per Year
0 through 5 3.70 12
6 through 10 4.61 15
11 through 15 5.53 18
*—'16 through 20 6.46 21
Over 20 7.38 24
LJ
B.The maximum accumulations allowable of annual leave will be two (2)years
of earned annual leave.
C.Annual leave for employees working standard eight (8)hour shifts will not
accrue 1f an employee 1s on leave without pay,or suspension without pay
for eleven (11)or more working days (88 hours)in one (1)month.
D.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 123 hours or more during one (1)month.
E.Annual leave shall not accrue on a pro-rata basis.New employees and em
ployees terminated from city service working standard eight (8)hour
shifts must work eighty-eight (88)or more hours within the month to ac
crue annual leave for the month.New employees and employees terminated
from city service working twenty-four (24)hour shifts must work 123 or
more hours within the month to accrue annual leave.If less than the re
quired number of hours is worked within the month,annual leave shall not
accrue for new employees and employees terminated from city service.
F.Temporary,seasonal,and retainer employees shall not be entitled to an
nual leave benefits.
G-Forfeiture of Annual Leave:Any annual leave earned which would exceed
ine maximum anowaoie snail be forfeited by the employee.Each department
director may allow an employee to take annual leave which would be invali
dated by virtue of the accumulation beyond the maximum subject to the
operating efficiency of the city.
mS.1279/Pg-4
H.Reimbursement of Unused Annual Leave:One hundred percent (100%)of the
employees accumulated annual leave will be paid as severence pay upon
voluntary termination or a reduction in force after six (6)months of con
tinuous service with the city.
The city will not disburse severance pay in a lump sum.The severed em
ployee will be retained on the payroll and will be provided a regular pay
check for as many 80-hour pay periods as is necessary to use up the ac
cumulation.While receiving this severance pay the employee is subject to
all usual deductions,as well as being retained on medical and health In
surance plans.The employee also continues to accrue vacation hours until
permanently separated from the payroll.(—\
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I. Use of Annual Leave:_____________________i
i i
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.
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 di
rector prior to the commencement of the requested vacation.No em
ployee will be granted unearned annual leave.
3)Annual leave requests for extended vacations,(any time 1n 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 vaca
tion,the minimum charge to the annual leave account shall be one-
half (1/2)hour.Additional employee absence after one (1)hour
shall be charged to the nearest one-half (1/2)hour.
J.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.(*""*
5. 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 tem
porary,seasonal,and retainer employees and members of the Law Enforce
ment 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
1n 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 Department,LEOFF Plan"II mem
bers 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:r-s
1)One hundred percent (100%)of the accumulated sick leave,to a maxi-•
mum of 480 hours,after thirty (30)years of continuous service;|-
2)Seventy-five percent (75%)of the accumulated sick leave,to a maxi
mum of 480 hours,after twenty (20)years of continuous service;
3)Fifty percent (50%)of the accumulated sick leave,to a maximum of
480 hours,after ten (10)years of continuous service;
4)Twenty-five percent (25%)of the accumulated sick leave,to amaximum
of 480 hours,after five (5)years of continuous service;and
RES.1279/Pg.5
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.The severed em
ployee will be retained on the payroll and will be provided a regular pay
check for as many 80-hour pay periods as is necessary to use up the ac
cumulation.While receiving this severance pay the employee 1s subject to
all usual deductions,as well as being retained on medical and health in
surance plans.The employee also continues to accrue sick leave hours
until permanently separated from the payroll.
E.Members of recognized bargaining units will not receive this benefit un
less 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.Six leave for city employees working standard eight (8)hour shifts will
not accrue 1f 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 1f the employee 1s on leave without
pay status or suspension without pay for 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)Employee keeping medical,dental,or optical appointments.
3)Forced quarantine of the employee in accordance with community health
requirements.
4)Employee disability due to pregnancy or childbirth.
5)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 em
ployee or relatives of the employee's spouse in the same categories
of relationships.
H.Authorization to Use Sick Leave:An employee who 1s 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 de
partment director up to and including the second day of consecutive ab
sence.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.
I.Abuse of Sick Leave:Abuse of sick leave privileges shall be cause for
disciplinary action up to and including discharge.
J-£'rg?,A;;1,ls!i Slck !reave:In an instance of the authorized use of afractionoradayssickleave,the minimum charge to the sick leave ac-
mnhoura all ^ll^P^'Add1t1°nal ^Ployee ab;eCncee:ne?Coneujnourshallbechangedtothenearestfullhour.
RES.1279/Pg.6
K.Transfer:When an employee is transferred to another position,any unused
sick leave which may have accumulated to the employee's credit shall con
tinue to be available for the employee's use.
L.LEOFF Plan I Members:
1)Each Fire Department member working a twenty-four (24)hour 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
following year.LEOFF Plan I members shall not receive compensation
as severance pay for unused sick leave.
2)Sick leave taken under these provisions will be submitted on the city
"Leave Request"form through the department director the day the em
ployee 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 dis
approved,additional sick time will be charged to annual leave or
taken as leave without pay.
3)If,during the existence of the provided sick leave or remainder
thereof,an absence as defined in Section 5 (Sick Leave Benefits -
paragraph G)1s 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.
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 legal
ly 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.
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 fifteen
(15)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.
8.Group Hospital and Medical Insurance:Each full time regular employee shall be
a participant in a group hospital and medical insurance plan as provided by the
City of Moses Lake.
9.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 $0.25 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.
n The total reimbursable expense for both lodging and meals shall not exceedsixtydollars($60)per day,except when approved by the City Manager in
advance.
E.All other expenses -actual expenditures 1f deemed reasonable and sup
ported by receipts.
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RES.1279/Pg.7
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 pur
poses generally associated with the official duties of such city
personnel.
G.Whenever an employee travels with members of their families,the reimburs
able lodging rate shall be the single room rate.
H.Reimbursement for employee recruitment -the travel and subsistence expen
ses 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 al
lowance authorized by the City Manager.
I.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 al
lowance authorized by the City Council or City Manager.If the new ap
pointee remains 1n 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.
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 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.
Adopted by the City Council on September23,1986.
ATTEST: