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123-09 - Resolution - Repealing Resolution 019-07 and Establishing Employee Benefits for Not ExemptIntroduced by: Requested by: Drafted by: Postponed: Introduced: Adopted: RESOLUfiON NO. 123-09 City Clerk HR Coordinator HR Coordinator December 8, 2009 December 22, 2009 December 22, 2009 A RESOLUfiON OF THE CITY OF PORT ORCHARD, WASHINGTON, REPEALING RESOLUfiON NO. 019-07 AND ESTABLISHING CERTAIN EMPLOYEE BENEFITS FOR NON-UNION REPRESENTED EMPLOYEES CLASSIFIED AS FLSA NOT EXEMPT WHEREAS, it is the desire of the City of Port Orchard hereinafter referred to as "City" to provide certain employment benefits to non-union employees, hereinafter referred to as "Employees". WHEREAS, the City of Port Orchard has established certain employment benefits for non-union employees, and WHEREAS, the City Council deems it in the best interest of the City and City employees to periodically review and update employment benefits, and, in so doing, has determined it is appropriate to modify its medical insurance premiums, now therefore, THE COUNCIL OF THE CI1Y OF PORT ORCHARD DOES HEREBY RESOLVE: SECTION 1. Resolution No. 019-07, of the City of Port Orchard is hereby repealed. SECTION 2. For purposes of this Resolution, employees shall be defined to include those employees who are not covered by a labor union contract, or personnel contract as follows: • All FLSA not exempt employees • All employees employed on a full time (40 hr per week) basis; or • Part-time employees employed for 20+ hr per week. This Resolution is NOT APPLICABLE to the following classifications of non-represented employees: • Executive (FLSA Exempt) Employees; • Professional Non-Represented (FLSA Exempt) Employees; • Administrative (FLSA Exempt) Employees; • Police Sergeant Employees; • Contract Employees; • Temporary Employees; and • Part-time employees whose position is classified and budgeted for less than 20 hours per week. SECTION3. Resolution No. 123-09 Page 2 of9 HOURS OF WORK AND WORKING CONDITIONS 1. A maximum regular workweek shall be forty hours of work consisting of five eight -hour days during a seven-day period Sunday through Saturday. An employee and Department Head may establish alternative work schedules to encourage and comply with Commute Trip Reduction. 2. Services performed in excess of forty hours per week will be compensated for at one and one half times the regular hourly rate. If the employee prefers, overtime may be credited to compensatory leave time, at the rate of one and one half-hours for each hour of overtime. Scheduling of time to use vacation leave or compensatory time shall be subject to approval of the employees' supervisor. When the employee takes leave time, the payroll office will use compensatory time to the employees credit before vacation time credit unless otherwise requested by the employee. If compensatory time is not used within the period described within the "Statement of Understanding," signed by the employee and the employer, it shall be converted to cash and paid in accordance with the above rate. 3. Should an employee be called to return to duty, due to an emergency after completing an eight-hour shift, such employee shall receive one and one half time his/her hourly wage for work performed with a minimum of two hours callback. 4. Adjustments in the regular working hours of the employee for the convenience of the employer shall not be construed to be in conflict with this Statement of Understanding. SECTION 4. WAGESANDLONG~PAY 1. All employees covered by this Resolution shall be classified and compensated in accordance with the City's annual budget. 1.1. Effective October 1, 2009 the rates of pay set forth above may be increased by one hundred percent (wo%) of that percentage increase set forth in the All Urban Consumers Index (CPI-U) (1982-1984=100) for the Seattle-Tacoma-Bremerton area for that period from June, 2008 to June, 2009, as is specified by the Bureau of Labor Statistics, United States Department of Labor; provided, however, the COLA increase (if any) shall not be less than zero percent ( o%) nor more than one percent (1%). 2. Employees hired before November 1, 2001, shall be eligible to receive longevity pay as follows: 2.1. After completion of two (2) years full-time employment, an employee shall be eligible for longevity pay. Such longevity pay shall be the employee's base pay plus one-quarter of one percent (.25%) for each additional year of employment. Each longevity pay increase shall commence on hisjher anniversary date of employment and each longevity increase shall be calculated on the base pay for the position held by the employee. 2.2. Longevity pay will be granted to eligible employees and adjusted thereafter on the anniversary date of their employment. Resolution No. 123-09 Page 3 of9 3· Employees hired after November 1, 2001 shall not be eligible to receive longevity pay. SECTIONs. HEALTH AND WELFARE 1. Medical Coverage -for full-time employees, the Employer will provide health insurance coverage through the Association of Washington Cities Plan B, administered by Regence BlueShield or Group Health Co-Pay Plan 1. 1.1. For part-time employees-(hired prior to December 9, 1996) the employer will pay 100% of the medical insurance premium, less applicable employee co-payment as set forth in Section s(s) of this Resolution) as specified above for the employee only. The employee may elect to purchase medical insurance coverage for their spouse and/ or dependents at their own expense by payroll deduction. 1.2. For part-time employees -(hired after December 9, 1996) the employer will pay so% of the medical insurance premium as specified above for the employee only if the employee elects to pay so% of the premium by payroll deduction. The employee may elect to purchase medical insurance coverage for their spouse and/or dependents at their own expense by payroll deduction. 2. Dental Coverage -For full-time employees only, the Employer shall provide Dental insurance coverage through the Association of Washington Cities, Plan A, administered by Washington Dental Service, or equivalent plans, for the employee, spouse, and dependents. 2.1. For part-time employees-Effective, October 1997 dental insurance coverage will not be offered to part-time employees or their dependents. 3· Vision Coverage -For full-time employees only, the Employer shall provide Vision insurance coverage through the Association of Washington Cities, Vision Service Plan or equivalent plans, for the employee, spouse and dependents. 3.1.For part-time employees-Effective October 1997 vision insurance coverage will not be offered to part-time employees or their dependents. 4· The Employer shall also have the right to purchase or provide access to equal coverage through another insurer or self-insure these benefits. s. Employees shall pay each month a portion of the above premiums as follows: Awe Regence Plan B : Employee Only ....................................................... $32.89 Employee and Spouse ............................................ $68.09 Employee and Spouse and 1 Dependent... ............ $83.s1 Employee and Spouse and 2 Dependents+ ........ $97.83 Employee and 1 Dependent. .................................. $68.07 Employee and 2 Dependents ................................ $83.so Employee and 3 Dependents ................................ $97.78. Group Health Plan: Employee Only ....................................................... $21.15 Employee and Spouse .............................................. $46.56 Employee and Spouse and 1 Dependent ................. $64.57 Employee and Spouse and 2 Dependents+ .......... $79.41 Employee and 1 Dependent ..................................... $46.57 Employee and 2 Dependents ................................. $64.60 Employee and 3 Dependents ................................. $79-42 Resolution No. 123-09 Page 4 of9 5.1 Full-time employees shall be responsible for paying a portion of the total monthly premium for the subject medical plan by payroll deduction. The employees' share of the monthly premium shall be based on a numeric percentage of the total cost of the monthly premium for the subject plan (including the cost to insure dependents, if applicable). The amount of the numeric percentage shall be calculated by converting the monthly dollar amount employees are required to pay for each for the subject medical plans as of September 30, 2009 into a percentage basis. Employees shall then be responsible for paying this same percentage for each respective medical plan after September 30, 2009. In the event of any increase in the cost of the total premium in the future for any of the subject plans, the employees shall be responsible for paying the same percentage of the increased monthly premium for that respective plan. 6. The employer shall self insure or purchase a $5o,ooo life insurance policy for the employee (subscriber) only. 7. If an eligible employee elects to waive city medical coverage as provided in section 5(1) and the related insurance companies involved allow for such practice, the employee shall be compensated two hundred fifty dollars ($250) per month through the payroll process as a cost savings incentive. This cost savings incentive is only payable for those full months where the employee elects to waive coverage. An eligible employee includes any full time employees as well as part time employees hired prior to December 9, 1996. Employees who participate may not be eligible to return to medical coverage until open enrollment periods as outlined by the insurance carrier. 8. In order to be eligible to receive health and welfare benefits, the employee must meet the minimum hours of work per month, if any, required by the plan provider. SECriON 6. VACATIONS 1. All full-time employees during their first year of continuous employment with the City shall begin to accrue vacation leave immediately on a prorated monthly basis equivalent to ten (10) days (So hours) vacation leave. During the second year of continuous employment with the City, the employee's vacation account shall be credited on a monthly basis at the rate of eleven (11) days (88 hours) per year. During the third year of continuous employment with the City, the employee's vacation account shall be credited on a monthly basis at the rate of twelve (12) days (96 hours) per year. In addition, each year on the employee's anniversary date, after three (3) full years of continuous employment with the City, one (1) bonus day (8 hours) of vacation for each year will be credited to his/her vacation account. The total vacation/bonus day accrual shall not exceed thirty (30) days, 240 hours. Resolution No. 123-09 Page 5 of9 2. Full-time employees of the City hired prior to the effective date of this Resolution and employed with the City for less than one (1) year were not previously eligible to receive vacation leave. Any such employee shall now be immediately eligible to accrue vacation leave pursuant to the formula set forth above in Section 1. In addition, any such employee shall have hisjher vacation leave account immediately credited with the amount of vacation leave that results from the application of the formula set forth above in the first sentence of Section 1 based upon his/her date of hire with the City. 3. Accumulation of Vacation Leave -Part-tie employees shall have their vacation leave prorated on the basis of an amount equal tone-half (1/2) of the accrual rate for a full time employee. Vacation leave shall be accrued and recorded on a monthly and or calendar year basis in the same manner as provided in the vacation accrual section. 4· Vacation leave to an employee's credit may be granted at any time during the year at the discretion of the Department Head. s. Each employee must use at least one-week (five (5) consecutive days) leave each year for vacation purpose. The balance of vacation leave to their credit may be granted one at a time. 6. An employee, as defined herein, shall receive leave pay for any portion of vacation earned, but not taken, upon leaving the employ of the Employer; provided, that in case of voluntary termination, the employee shall have given at least ten (10) calendar days' notice of such termination before being entitled to receive such pay. Upon date of termination the employee shall receive compensation for all bonus vacation leave pro-rated from the last anniversary date. However, upon termination, vacation and bonus leave pay shall not exceed two hundred and forty (240) hours. If an employee has accrued vacation and bonus leave in excess of two hundred and forty (240) hours, the employee may be continued on the payroll for the time equivalent to the amount of time in excess of two hundred and forty (240) hours of accrued vacation leave. 7· Holidays observed during an employee's vacation period shall not be counted as vacation leave taken. 8. The leave pay of all employees who are employed on a daily wage scale shall be paid on the same schedule for the vacation period as the employee would have been paid for a regular week of work without overtime. 9· An employee may carry over a maximum of thirty (30) days of vacation effective January 1 of each year. All other accrued vacation not used by the end of each year will be forfeited, except when accrued vacation is not used due to the convenience of the Employer; the employee will be paid in cash at the end of the year. SECTION7. HOLIDAYS 1. All employees shall be entitled to observe the following holidays with pay: the first day of January, commonly called New Year's Day; the third Monday in January to honor Martin Luther King; the third Monday of February, being celebrated as President's Day; the last Monday of May, commonly known as Memorial Day; the fourth day of July, being the anniversary of the Declaration of Independence; the first Monday in September, to be Resolution No. 123-09 Page 6 of9 known as Labor Day, the eleventh day of November, to be known as Veteran's Day; the fourth Thursday of November, to be known as Thanksgiving Day; the day after Thanksgiving; the twenty-fifth day of December, commonly called Christmas Day. All employees shall receive two (2) personal holidays each year to be selected by the employee; provided: the employee has been or is scheduled to be continuously employed by the Employer for more than four (4) months, and the employee has given not less than fourteen (14) calendar days written notice to the supervisor; provided, however, the employee and the supervisor may agree upon an earlier date, and the number of employees selecting a particular day off does not prevent an agency from providing continued public service. 2. The personal holidays must be taken during the calendar year or entitlement to that day will lapse, except when the employee has requested a personal holiday and the request has been denied. 3. Anything in this article notwithstanding, any employee whose regular workweek includes a holiday on Saturday or Sunday will receive some other day off in lieu thereof at the discretion of the Department Head. 4. Whenever any legal holiday falls upon a Sunday, the following Monday shall be a legal holiday. s. Whenever a legal holiday falls on a Saturday, another day will be designated by executive order by the Mayor, or he may designate two (2) days with a portion of the employees observing one ( 1) day and the remainder the other day, to permit continued operation of vital functions. SECfiONS. SICK LEAVE 1. All full-time and eligible part-time employees shall be entitled to sick leave pay when they are incapacitated from performance of their duties by reason of sickness or injury or when, through exposure to contagious diseases, the presence of the employee would jeopardize the health of others. Such sick leave for full time employee's shall accrue at the rate of one (1) day (8 hours) for each calendar month of employment and if not used shall accumulate to a maximum of nine hundred sixty (960) hours. Part-time employees shall have their sick leave prorated on the basis of an amount equal to one half (112) of the accrual rate for a full time employee. Sick leave shall be accumulated and recorded on a monthly basis as provided in this section. 2. Sickness shall be reported by the employees at the beginning of any period of illness to their supervisor or departmental designee and within three (3) days after returning to work, the employee shall give a written statement explaining the nature of the sickness and submit a formal request for approval of leave so taken, which request, when approved by the Department Head, shall be forwarded to the City Clerk for filing in the employee's medical file. 3. A doctor's certificate shall be required when the sick leave extends over a period of three (3) consecutive days or if leave records indicate the employee may have a reoccurring health problem, a doctor's slip may be required for Family Medical Leave documentation. 4. Advance sick leave may be granted to employees who have two (2) or more years of Resolution No. 123-09 Page 70f9 continuous service with the Employer after they have exhausted all of their accrued vacation, compensatory, and sick leave. 5. Advance sick leave may be granted in cases of serious disabilities or ailments of the employee. Sick leave credit advanced shall be limited to not more than twelve (12) and not less than five (5) consecutive workdays. It shall be further limited to cases in which it is believed that the employee will return to full duty for a period sufficient to liquidate the advance. 6. Requests for advance sick leave shall be submitted by the employee to the Department Head. The Department Head shall make a recommendation on the proposed request and forward it to the City Council for approval or disapproval. It will be signed by the Mayor and forwarded to the City Clerk for filing in the employee's file and the employee will be notified of the Council's decision by the Department Head. 7. Sick leave earned after return to duty must first be applied to liquidate the sick leave advanced before being used as regular sick leave. 8. Any employee found to have abused the sick leave privilege by falsification or misrepresentation may thereupon be subject to dismissal upon recommendation of the Department Head and at the discretion of the City Council. 9. In cases of injury or illness, which is covered by industrial insurance, the amount of insurance payments will be deducted from the next pay of the employee after Department of Labor & Industry award letter. 10. At the option ofthe employee, sickness in excess of the maximum number of days accrued may be charged to unused vacation. SECfiONq. BEREAVEMENT 1. Employees shall be allowed up to twenty-four (24) hours bereavement leave for death in the immediate family upon approval and authorization of the Department Head. For travel out of State, an employee shall receive, subject to the approval of the Department Head, an additional sixteen (16) hours. Part-time employees will receive so% of the above hours. 2. Immediate family shall include, spouse, children, stepchildren, sister, brother, grandmother, grandfather, mother and father of the employee or spouse, and any other familial inhabitant of the employees household. All additional time shall be deducted from the employee's vacation leave account. SECTION 10. LEAVES OF ABSENCE 1. Civil Leave -Any necessary leave may be allowed by the Department Head to permit any employee to serve as a member of a jury or to exercise his other civil duties. Each employee who is granted such leave and who, for the performance of the civil duties involved, received any compensation shall be paid by the Employer for the time they are absent only in the amount of excess of their regular salary over the compensation received, exclusive of travel or any other reimbursable allowances. 2. Military Leave -Leave not to exceed twenty-one (21) calendar days in any period of Resolution No. 123-09 Page 8 of9 twelve (12) consecutive months, commencing October 1 and ending September 30, over and above annual vacation shall be allowed any employee who is a member of any duly established National Guard or Reserve Corps unit. During the period of military leave, the employee shall receive their normal pay. 3. Leave Without Pay -Leave without pay may be granted at the discretion of the Department Head, subject to the approval of the appointing authority. Such leave will be granted only after all sick leave, vacation and compensatory time has been exhausted and under no circumstances in excess of ninety ( 90) calendar days. Leave without pay shall not be granted for the purpose of the employee accepting other temporary employment or to gain personal advantage or profit. During an authorized leave without pay, the employee shall not receive any benefits nor shall they continue to accrue seniority. Nothing herein is intended to supersede the employee's rights under applicable State or Federal Leave Law. 4. Unauthorized Absence -Unauthorized absence from duty for three (3) consecutive working days shall constitute grounds for dismissal upon recommendation of the Department Head at the discretion of the appointing authority. Section 11. TRAINING AND EDUCATION 1. Employees who are required to obtain either an bachelor degree, as a qualification for their job duty shall be eligible to receive the educational incentive pay as follows: 1.1 1% of base oay per hour: If the employee receives a master's degree from an accredited university in an eligible course of study either before or during employment with the City, the employee shall be eligible to receive 1% increase in his or her base pay per hour. The employee must provide an official transcript and diploma. 1.2 2% of base pay per hour: If the employee receives a PhD degree from an accredited university in an eligible course of study either before or during employment with the City, the employee shall be eligible to receive a 2% increase in his or her base pay per hour. The employee must provide an official transcript and diploma. 2 Employees who are not required to obtain either an associate degree or bachelor degree as a qualification for their job duty, shall be eligible to receive the educational incentive pay as follows: 2.1 1% of base pay per hour: If the employee receives an associate degree from an accredited college or university in an eligible course of study either before or during employment with the City, the employee shall be eligible to receive a 1% increase in his or her base pay per hour. The employee must provide an official transcript and diploma. 2.2 2% of base pay per hour: If the employee receives a bachelor degree from an accredited college or university in an eligible course of study either before or during employment with the City, the employee shall be eligible to receive a 2% increase in his or her base pay per hour. The employee must provide an official transcript and diploma. Resolution No. 123-09 Page 9 of9 3. The Mayor shall determine what qualifies as an accredited college or university, and what qualifies as eligible courses of study. SECfiON 12. This Resolution shall not change or limit other benefits not listed that covered employees currently have through their employment with the City. SECfiON 13. If any section, subsection, paragraph, sentence, clause, or phrase of this resolution is declared unconstitutional or invalid for any reason, such decision shall not affect the validity of the remaining portion of this resolution. PASS ED by the City Council of the City of Port Orchard, SIGNED by the Mayor and attested by the Clerk in authentication of such passage this 22nd day of December 2009. /'