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CITY OF GRAND COULEE
PERSONNEL POLICIES
Revised September 27, 1995
TABLE OF CONTENTS
CHAPTER 1 GENERAL 1
1.1 Purpose/Scope 1
1.2 Equal Employment Opportunity 1
1.3 Sexual Harassment 2
1.4 Definitions 3
1.5 Employee Personnel Records 3
1.6 References 4
CHAPTER 2 HOURS AND ATTENDANCE 5
2.1 Working Hours 5
2.2 Hours of Work and Overtime 5 2.3 Compensatory Time 6
2.4 Attendance 6
2.5 Breaks and Meal Periods 7
2.6 Call Back 7
2.7 Payroll Records 8
CHAPTER 3 RECRUITING AND HIRING 9
3.1 Recruiting 9
3.2 Hiring 9
3.3 Temporary Employees 10
3.4 Trial Period 11
3.5 Employment of Relatives (Nepotism) 11
3.6 Promotions and Transfers 12
CHAPTER 4 COMPENSATION 14
4.1 Salary Classification and Grades 14
4.2 Employee Pay Rates 14
4.3 Payday 14
4.4 Deductions 15
4.5 Travel Away from the City 15
4.6 Travel Expense Reimbursement 15
4.7 Compensation Upon Termination 15
CHAPTER 5 PERFORMANCE EVALUATIONS AND TRAINING 17
5.1 Performance Evaluations 17
5.2 Training Policy 17
CHAPTER 6 BENEFITS 18
6.1 Retirement Benefits 18
6.2 Disability Benefits 18
6.3 Insurance Benefits 19
6.4 Unemployment Compensation 20
CHAPTER 7 LEAVES OF ABSENCE AND TIME OFF 21
7.1 Leaves 21
7.2 Vacation 21
7.3 Sick Leave 22
7.4 Leave Without Pay 23
7.5 Jury and Witness Leave 24
7.6 Administrative Leave 24
7.7 Military Leave 25
7.8 Holidays 25
7.9 Religious Holidays 26
CHAPTER 8 EMPLOYEE RESPONSIBILITIES AND CONDUCT 27
8.1 General Policy 27
8.2 Outside Employment and Conflicts of Interest 27
8.3 Political Activities 28
8.4 No Smoking Policy 28
8.5 Use of City Vehicles and Equipment 29
8.6 Bulletin Boards 29
8.7 Contact with News Media 29
8.8 Seat Belt Policy 29
8.9 Driver's License Requirements 29
8.10 Safety 30
8.11 Substance Abuse 30
8.12 Drug-Free Workplace 30
8.13 Complaint Procedures 31
CHAPTER 9 DISCIPLINE AND TERMINATION 33
9.1 Discipline 33
9.2 Termination 35
9.3 Pre-Termination Hearing 36
9.4 Layoff 37
9.5 Resignation 37
9.6 Death 37
CHAPTER 10 CODE OF CONDUCT 38
10.1 Purpose 38
10.2 Application 38
10.3 Requirements 38
10.4 Remedies 38
CHAPTER 11 JOB DESCRIPTIONS 39
11.1 City Clerk/Treasurer 39
11.2 Deputy Clerk/Treasurer
11.3 Assistant Clerk
CHAPTER 1
GENERAL
1.1 PURPOSE/SCOPE.
(a) This manual is a general informational guide to the City's current employment policies and shall not be construed as a contract. The City reserves the right to amend, delete, supplement, or rescind any of the provisions of this manual, as the City deems necessary and appropriate, without advance notice. These policies shall not be construed to create contractual rights or any type of promise or guarantee of specific treatment upon which any employee may rely. The City also reserves the right to deviate from these policies in individual situations, particularly in an emergency, in order to achieve its primary mission of providing orderly and cost efficient services to its citizens.
(b) These personnel policies shall apply to all City employees. They shall not apply to elected officials and independent contractors. In the event of conflict between any provision of this manual and any provision of a valid and effective collective bargaining contract or in cases where the application of these policies would conflict with applicable Civil Service rules and regulations, the provisions of the labor contract and/or the Civil Service rules shall govern. In all other cases, these policies shall govern.
(c) Unless specific rights are granted to them in employment contracts, civil service rules, or elsewhere, all employees of the City are considered at-will employees and may be terminated from City employment at any time, with or without cause and with or without notice.
1.2 EQUAL EMPLOYMENT OPPORTUNITY.
(a) The City is an equal employment opportunity employer. The City employs, retains, promotes, terminates and otherwise treats all employees and job applicants on the basis of merit, qualifications, and competence. This policy shall be applied without regard to any individual's sex, race, color, religion, national origin, pregnancy, age, marital status, medicalcondition, physical handicap or disability.
(b) The City will not discriminate against applicants or employees with a sensory, physical or mental impairment, unless the impairment cannot be reasonably accommodated and prevents proper performance of an essential element of the job.
(c) Employees with life threatening illnesses, such as cancer, heart disease, or AIDS/HIV conditions, or communicable diseases such as tuberculosis or influenza, are treated the same as all other employees. They are permitted to continue working so long as they are able to maintain an acceptable level of performance and medical evidence shows they are not a threat to themselves or their co-workers. The City will work to preserve the safety of all of its employees and reserves the right to reassign employees or take other job actions when a substantial and unusual safety risk to fellow City employees or the public exists.
1.3 SEXUAL HARASSMENT.
(a) It is the policy of the City to provide a work environment for its employees which is free from discrimination and intimidation. The City will not tolerate any form of sexual harassment. Prompt disciplinary action will be taken against an employee who commits or participates in any form of sexual harassment.
(b) Sexual harassment is defined as unwanted, unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct which has the effect of creating an offensive, intimidating, degrading or hostile work environment, or adversely interferes or affects an employee's work performance.
(c) Any employee who believes he or she is being sexually harassed by supervisors or co-workers should immediately notify his/her department head and/or Mayor or Council person. In the event that the harassment involves the department head, he/she should notify the Mayor. The City will not retaliate against an employee who complains of sexual harassment.
1.4 DEFINITIONS.
(a) Department Head: An at-will employee who has responsibility for directing one or more departments.
(b) Immediate Family: An employee's immediate family includes the employee's spouse, child, parent, grandparent, brother or sister, mother in-law or father-in-law, son-in-law or daughter-in-law.
(c) Regular Full-Time Employee: An employee who has completed his/her trial period and who regularly works a minimum of forty (40) hours a week on a continuing basis.
(d) Regular Part-Time Employee: An employee who works less than forty (40) but at least twenty (20) hours a week on a continuing basis and is not eligible for pro-rated City benefits.
(e) Temporary Employees: Temporary employees are defined as those employees who hold jobs of limited duration arising out of special projects, abnormal work loads or emergencies. Temporary employees are not eligible for City benefits.
(f) Exempt Employees: Exempt employees are defined as those employees who hold an administrative, professional or executive position which is defined as exempt from overtime pay requirements under the wage/hour lows of the Fair Labor Standards Act.
1.5 EMPLOYEE PERSONNEL RECORDS.
(a) A personnel file for each employee is kept in the City Clerk's office, and access is limited to the employee's immediate supervisor, the department head, the City Clerk, and the Mayor. An employee's personnel file contains the employee's name, title and/or position held, job description, department to which the employee is assigned, salary, I-9 form, W-4 form, changes in employment status, training received, performance evaluations, personnel actions affecting the employee, including discipline, and other pertinent information.
(b) An employee has the right to review his/her file. An employee may request removal of irrelevant or erroneous information in his/herpersonnel file. If the City denies the employee's request to remove the information, the employee may file a written rebuttal statement to be placed in his/her file.
(c) Personnel files are kept confidential to the maximum extent permitted by law. Except for routine verifications of employment, no information from an employee's personnel file will be released to the public, including the press, without a written request for specific information.
1.6 REFERENCES.
(a) The City does not give references, other than to confirm the dates of employment and last salary, without the express written consent of the employee.
(b) Only the Mayor will provide employment references on current or former regular City employees. Department heads may give references on temporary employees and volunteers.
CHAPTER 2
HOURS AND ATTENDANCE
2.1 WORKING HOURS.
(a) The City's standard work week is Monday through Friday from 8:00 a.m. to 5:00 p.m. with a one-hour unpaid lunch period.
(b) A normal working schedule for regular, full-time employees consists of forty (40) hours each work week. Different work schedules, such as in the case of police, fire and wastewater treatment employees, may be established by the City to meet job assignments and provide necessary City services. Each employee's department head will advise the employee regarding his/her specific working hours.
(c) Part-time and temporary employees will work hours as specified by their department heads.
2.2 HOURS OF WORK AND OVERTIME.
(a) All City positions are designated as either "exempt" or "non-exempt" according to the Fair Labor Standards Act ("FLSA") regulations.
(b) For most City employees, the established work period is forty (40) hours within a seven (7) day work week.
(c) Non-exempt employees are entitled to additional compensation, either in cash or compensatory time off, when they work more than the maximum numbers of hours during a work period.
(d) All overtime must be authorized in advance by the employee's department head.
(e) Overtime pay is calculated at one and one-half times the employee's regular rate of pay for all time worked beyond the established work period.
(f) When computing overtime, holidays, sick leave and vacation time are not counted as hours worked.
(g) Exempt employees are not covered by the FLSA overtime provisions and do not receive either overtime pay or compensatory time in lieu of overtime pay.
2.3 COMPENSATORY TIME.
(a) Non-exempt employees entitled to overtime pay may elect to receive compensatory time off instead of cash payment. This is approved on a case-by-case basis by the employee's department head. If the compensatory time option is exercised, the employee is credited with one and one-half times the hours worked as overtime. Maximum accruals of compensatory time shall be limited to forty (40) hours for regular employees, seventy-two (72) hours for fire personnel and eighty (80) hours for uniformed police personnel. After maximum accrual, overtime compensation shall be paid.
(b) Employees may use compensatory time within a reasonable time period after making a request to their department head, unless doing so would unduly disrupt City operations. Compensatory time should be used for short term absences from work during times mutually agreed to by the employee and his/her department head. Accumulation of compensatory time to be used as a substitute for extended vacation time off is not normally permitted.
(c) If an employee is unable to use accrued compensatory time within a reasonable period, usually ninety (90) days, the employee will be paid his/her original overtime wage.
(d) Department Heads may demand an employee use his/her compensatory hours on certain times and dates to avoid accumulation.
2.4 ATTENDANCE.
(a) Punctual and consistent attendance is a condition of employment. Each department head is responsible for maintaining an accurate attendancerecord of his/her employees.
(b) Employees unable to work or unable to report to work on time should notify their supervisor as soon as possible, ordinarily before the work day begins or within thirty (30) minutes of the employee's usual starting time. If an absence continues beyond one day, the employee is responsible for reporting in each day. If the supervisor is unavailable, the employee may leave a message with the Mayor or his/her designated representative, stating the reason for being late or unable to report for work.
(c) Employees are expected to be at work even during inclement weather. Department heads may allow employees to be late or leave early during severe weather conditions; however, non-attendance will be counted as absence from work and will be charged to accrued vacation time.
(d) An employee who is absent without authorization or notification is subject to disciplinary action, including possible termination.
2.5 BREAKS AND MEAL PERIODS.
Employees may take one (1) fifteen-minute break for every four hours worked. All breaks shall be arranged so that they do not interfere with City business or service to the public. Meal periods shall be scheduled by the employee's department head. The scheduling of meal periods may vary depending on department workload. Meal periods are unpaid and usually one hour in length.
2.6 CALL BACK.
All employees are subject to call back in emergencies or as needed by the City to provide necessary services to the public. A refusal to respond to a call back is grounds for immediate disciplinary action, including possible termination. Employees called back to duty will be paid their appropriate rate of pay for hours worked (the overtime rate, if applicable.)
2.7 PAYROLL RECORDS.
The official payroll records are kept by the Mayor or City Clerk. Each department head shall turn in on a monthly basis a signed work record for each employee within their department, noting hours worked, leave taken and overtime worked.
CHAPTER 3
RECRUITING AND HIRING
3.1 RECRUITING.
(a) Recruiting practices are conducted solely on the basis of ability, merit, qualifications and competence, without regard to race, color, religion, national origin, sex, marital status, pregnancy, physical handicap, disability or age.
(b) Each applicant shall complete and sign an application form prior to being considered for any position. Resumes may supplement, but not replace, the City's official application.
(c) Any applicant supplying false or misleading information is subject to immediate termination, if hired.
3.2 HIRING.
(a) When a position becomes vacant and prior to any posting or advertisement of the vacancy, the department and Mayor head shall review the position, its job description and the need for such a position. The department head will prepare and submit a written request to fill the position to the City Clerk or Mayor. The position will be posted and/or advertised only after the Mayor has approved the request.
(b) Residency within the City shall not be a condition of initial appointment or continued employment; provided, however, that an employee's selection of residence shall not interfere with the daily performance of his/her duties and responsibilities.
(c) Applicants for positions in which the applicant is expected to operate a motor vehicle must be at least 18 years old and will be required to present a valid Washington State driver's license with any necessary endorsements. Driving records of applicants may be checked. Applicants with poor driving records, as determined by the City, may be disqualified for employment with the City in positions requiring driving.
(d) The City may administer pre-employment examinations to test the qualifications and ability of applicants, as determined necessary by the City. The City may contract with any competent agency or individual to prepare and/or administer examinations.
(e) After an offer of employment has been made and prior to commencement of employment, the city may require persons selected for employment to successfully pass a medical examination, which may include testing for alcohol and controlled substances for police employees, fire employees or employees operating heavy equipment. The purpose of the examination is to determine if the individual is physically able to perform the job and to ensure his/her physical condition will not endanger the health, safety or well-being of other employees or the public. The offer of employment may be conditioned on the results of the examination.
(f) A candidate may be disqualified from consideration if: (1) found physically unable to perform the duties of the position (and the individual's condition cannot reasonably be accommodated in the workplace); (2) the candidate refuses to submit to a medical examination or complete medical history forms; or (3) if the exam reveals use of alcohol and/or controlled substances.
3.3 TEMPORARY EMPLOYEES.
(a) With approval of the department head, temporary employees may be used during emergencies or other peak workload periods, to temporarily replace regular employees absent due to disability, illness, vacation or other approved leave, or to temporarily fill a vacancy until a regular employee is hired.
(b) Temporary employees may be hired without competitive recruitment or examination.
(c) Temporary employees may not work more than 70 hours a month for more than five months in a twelve month period.
(d) Temporary employees are eligible for overtime pay as required by law. Temporary employees are not eligible and do not receive retirement, vacation, sick leave, health insurance, holiday or any other benefits during their employment.
3.4 TRIAL PERIOD.
(a) All newly hired employees or former employees who have been rehired or employees promoted to a new classification enter a trial period which is considered an integral part of the selection and evaluation process. During the trial period an employee is required to demonstrate suitability for the position through actual work performance.
(b) The normal trial period is one year from the employee's date of hire, rehire or promotion; however, longer periods may be established for positions requiring technical, professional, specialized, unusual or unique skills or qualifications.
(c) An employee's trial period may be extended for up to an additional six (6) months (when needed due to circumstances such as extended illness or a need to continue to evaluate marginal performance) to properly evaluate the employee's performance. The trial period will not be shortened for any reason.
(d) Trial employees accrue vacation and sick leave.
(e) During the trial period, the employee may be terminated at any time.
(f) When a department head determines an employee has satisfactorily completed the trial period, the department head shall prepare a written performance evaluation, which will be reviewed by the City Council. If the trial period is satisfactorily completed, the employee may be certified to regular employment status.
3.5 EMPLOYMENT OF RELATIVES (NEPOTISM).
(a) Employees' relatives will not be employed by the City under any of the following circumstances:
(1)Where one of the parties would have authority (or practical power) to supervise, appoint, remove, or discipline the other;
(2)Where one party would be responsible for auditing the work of the other;
(3)Where both parties would report to the same immediate supervisor;
(4)Where other circumstances might lead to potential conflict among the parties or conflict between the interest of one or both parties and the best interests of the City; or
(5)Where one of the parties is a policy level official of the City.
(b) "Relatives" include an employee's parent, child, spouse, brother, sister, in-laws and step relationships.
(c) If two employees marry, become related or begin sharing living quarters with one another, and in the City's judgment, the potential problems noted above exist or reasonably could exist, only one of the employees will be permitted to stay with the City, unless reasonable accommodations, as determined by the Mayor or his designee, can be made to eliminate the potential problem. The decision as to which relative will remain with the City must be made by the two employees within thirty (30) calendar days of the date they marry, become related, or begin sharing living quarters with each other. If no decision has been made during this time, the City reserves the right to terminate either employee.
3.6 PROMOTIONS AND TRANSFERS.
(a) The City encourages current City employees to apply for vacant City positions for which they are qualified. Promotions and transfers are based on the department head's recommendation, work force requirements, performance evaluations, job descriptions and related City requirements.
(b) Regular employees are eligible for promotion, transfer or voluntary demotion. To be considered for another position, an employee must have satisfactorily completed his/her trial period and possess the qualifications for the vacant position, unless such requirements are waived by the Mayor in the best interests of the City.
CHAPTER 4
COMPENSATION
4.1 SALARY CLASSIFICATION AND GRADES.
Each job title within the City is classified into one of the City's classifications for salary purposes, based on job qualifications, level of responsibility, difficulty, working conditions, skill, hazard, and amount of supervision required for the specific job title. Each classification is designated a particular salary or salary range shown on the City's salary and wage schedule, which is approved annually by the City Council.
4.2 EMPLOYEE PAY RATES.
(a) Employees shall be paid within the limits of the wage range to which their positions are assigned.
(b) Usually, new employees will start their employment at the minimum wage rate for their classification. However, a new employee may be employed at a higher rate than the minimum when the employee's experience, training or proven capability warrant, or when prevailing market conditions require a starting rate greater than the minimum.
(c) Pay increases are contingent on satisfactory performance. If an employee's performance is consistently unsatisfactory, the department head may defer a scheduled pay increase for a stipulated period of time or until the employee's job performance is satisfactory.
(d) The Mayor may propose and the City Council may grant an across the board pay adjustment (cost-of living increase) from time to time, raising the salaries of all positions by a specified amount within a defined group of classifications. Such adjustments, if any, will not change an employee's pay anniversary date.
4.3 PAYDAY.
City employees are paid monthly on the fifth (5) of each month. If aregularly scheduled payday falls on Saturday, pay checks will be distributed on Friday; if it falls on Sunday or a holiday, pay checks will be distributed on the next regularly scheduled working day. A monthly draw can be taken by employee's, upon written request, on the twentieth (20) of each month not to exceed one half 1/2 of the estimated month end total payroll.
4.4 DEDUCTIONS.
Some regular deductions from the employee's earnings are required by law; other deductions are specifically authorized by the employee. The City will withhold from the employee's paycheck those deductions required by law and any voluntary deductions authorized by the employee, applicable union contract, or statute.
4.5 TRAVEL AWAY FROM THE CITY.
All travel away from the City must be approved in advance by the Department Head, Mayor, or City Council. If private automobiles are used, employees will be reimbursed at the rate of 28¢ per mile.
4.6 TRAVEL EXPENSE REIMBURSEMENT.
(a) City employees will be reimbursed for reasonable and customary expenses actually incurred in connection with the business of the City, including food, lodging and travel expenses while away, but excluding any expenses for alcoholic beverages.
(b) Requests for reimbursement, including receipts, shall be submitted on an expense report form signed by the employee and the department head.
4.7 COMPENSATION UPON TERMINATION.
When an employee's employment with the City is terminated, the employee will receive the following compensation:
(a)Regular wages for all hours worked up to the time of termination which have not already been paid.
(b)Any overtime or holiday pay due.
(c)A lump sum payment of any accrued but unused vacation and compensatory time.
CHAPTER 5
PERFORMANCE EVALUATIONS AND TRAINING
5.1 PERFORMANCE EVALUATIONS.
(a) To achieve the City's goal to train, promote and retain the best qualified employee for every job, the City conducts periodic performance evaluations for all positions.
(b) The Mayor and City Council is responsible for developing and maintaining the City's performance evaluation program.
(c) Employees are to be evaluated by their department heads prior to completion of their trial period and at least once every 12 months thereafter.
(d) The evaluation is part of an employee's personnel record and may be a factor in determining the employee's conversion to regular status, whether the employee receives a wage increase, or is to be promoted, transferred, demoted, laid off, or terminated.
5.2 TRAINING POLICY.
The City seeks, within the limits of available resources, to offer training to increase an employee's skills, knowledge and abilities directly related to City employment, to obtain or maintain required licenses and certifications, and to develop staff resources. Opportunities may include, but are not limited to: on-the-job training, in-house workshops, and seminars sponsored by other agencies or organizations.
CHAPTER 6
BENEFITS
6.1 RETIREMENT BENEFITS.
(a) The City makes contributions on behalf of all eligible employees to the Social Security System in addition to those contributions made by the employee through FICA payroll deductions.
(b) All regular uniformed employees in the police and fire departments are covered by the Law Enforcement Officer's and Firefighters Retirement System (LEOFF). Benefit levels and contribution rates are set by the State of Washington.
(c) All regular full-time and eligible part-time non-uniformed employees are covered under the Public Employees Retirement System (PERS). Benefit levels and contribution rates are set by the State of Washington.
(d) Employees intending to retire should notify their department head of their intent to retire at least three months prior to the date of retirement.
6.2 DISABILITY BENEFITS.
(a) All employees, except those covered by LEOFF I, are covered by the State Industrial Insurance program (worker's compensation). This type of insurance covers employees in case of on-the-job injuries or job-related illnesses. For qualifying cases, State Industrial Insurance will pay the employee for work days lost for any disability resulting from job-related injuries or illnesses. All job-related accidents should be reported immediately to the supervisor.
(b) When an employee is absent for one or more days due to an on-the-job accident, he/she is required to file a claim for Worker's Compensation. If the employee files a claim, the City will continue to pay (by use of the employee's unused sick leave) the employee's regular salary pending receipt of Worker's Compensation benefits.
(c) When the employee receives Worker's Compensation benefits, he/she is required to repay to the City the amount covered by Worker's Compensation and previously advanced by the city. This policy is to ensure that employees will receive prompt and regular payment during periods of injury or disability so long as accrued sick leave is available, while ensuring that no employee receives more than he/she would have received had the injury not occurred. Upon the repayment of funds advanced eighty five (85%) of sick leave shall be restored to the employee's account.
(d) The City may require an examination at it's expense, performed by a physician of it's choice, to determine when the employee can return to work and if he/she will be capable of performing the duties and responsibilities of the position.
6.3 INSURANCE BENEFITS.
(a) Employees are eligible to participate in the City's insurance programs. The programs and criteria for eligibility will be explained at the time the employee becomes eligible to join. The City reserves the right to make changes in the carriers and provisions of these programs when deemed necessary or advisable.
(b) Upon mutual agreement between the employee and the City, and in accordance with the terms and conditions of the insurance policy, the City will continue health insurance coverage at the employee's expense during an approved unpaid leave of absence. COBRA continuation rights may apply in the event coverage is not extended through the City.
(c) While an employee is receiving Worker's Compensation benefits, the City may continue to pay the employee's health insurance premiums for one (1) month, after which the employee may choose to use his/her COBRA rights and self-pay insurance premiums.
(d) Upon an employee's termination from City employment, at the employee's option and expense, the employee may elect to continue City health insurance benefits to the extent provided under COBRA. Continuation rights are not available if an employee is terminated for"gross misconduct."
(e) An administrative handling fee over and above the cost of the insurance premium may be charged the employee or his/her dependents who elect to exercise their COBRA continuation rights.
6.4 UNEMPLOYMENT COMPENSATION.
City employees may qualify for Washington State Unemployment Compensation after termination from City employment depending on the reason for termination and if certain qualifications are met.
CHAPTER 7
LEAVES OF ABSENCE AND TIME OFF
7.1 LEAVES.
The City has six (6) different types of leave:
(a) Vacation leave.
(b) Sick leave.
(c) Leave without pay.
(d) Jury and Witness leave.
(e) Military leave.
(f) Administrative leave.
7.2 VACATION.
(a) Vacation shall be earned at the rate of one (1) working day for each calendar month of employment computed from the original date of hire, and shall be credited as earned.
(b) Each regular full-time employee is entitled to vacation leave and credited on the anniversary date of such employment as follows:
Years of Vacation Hours
Employment Earned
[ 2 ] years [ 8] hours
[ 3-4 ] years [24] hours
[ 5-9 ] years [40] hours
[10+ ] years [64] hours
(c) All new employees must satisfactorily complete their trial period to be entitled to the accrual and use of vacation leave. Temporary or Part-time employees are not eligible for any vacation benefits.
(d) Each department is responsible for scheduling its employees' vacations without undue disruption of department operations. Leave requests shall be submitted at least two weeks prior to taking vacation leave.
(e) The maximum number of vacation hours which may be carried over from December 31 of one year to January 1 of the next year is 200 hours. In cases where City operations have made it impractical for an employee to use vacation time, the department head with the written approval of theMayor may authorize additional accruals. Employees will be paid for unused vacation time upon termination of employment.
7.3 SICK LEAVE.
(a) All full-time regular employees accrue sick leave benefits at the rate of eight (8) hours for each calendar month of continuous employment, to a maximum of 60 days.
(b) Employees accrue and may use sick leave during their trial periods. Temporary employees do not earn sick leave benefits. Employees do not accrue sick leave benefits during a leave without pay.
(c) Sick leave covers those situations in which an employee is absent from work due to:
(1)Physical injury or illness to the employee;
(2)The need to care for the employee's dependent children under the age of 18 who are ill.
(3)Medical or dental appointments for the employee, employee's spouse or dependent child, provided that the employee must make a reasonable effort to schedule such appointments at times which have the least interference with the work day;
(4)Exposure to a contagious disease where on-the-job presence of the employee would jeopardize the health of others;
(5)Use of a prescription drug which impairs job performance or safety;
(6)Actual periods of temporary disability associated with pregnancy or childbirth. Employees may request additional time off beyond the actual period of disability; vacation leave, compensatory time, or leave without pay may be used.
(7)The death of an immediate family member, not to exceed three (3) days or one (1) working shift in the case of a 24-hour shift employee.
(d) A doctor's certificate may be required when an employee is absent for a period in excess of three (3) days. The City may also request the opinion of a second doctor at the City's expense to determine whether the employee suffers from a chronic physical or mental condition which impairs his/her ability to perform the job. Employees who are habitually absent due to illness or disability may be terminated if their disability cannot be reasonably accommodated and/or when the employee's absenteeism prevents the orderly and efficient provision of services to the citizens of the City.
(e) Employees who use all their accumulated sick leave and require more time off work due to illness or injury may, with their department head's prior approval, take leave without pay.
(f) Employees will not be paid for any unused sick leave upon leaving City service for any reason.
7.4 LEAVE WITHOUT PAY.
(a) The Mayor may grant leaves of absence without pay for absence from work not covered by any other type of leave or if other leave balances are exhausted. Examples of situations for which leave without pay may be granted include time off work for personal reasons, such as prolonged illness, parenting, caring for an ill relative, pursuing an education, or fulfilling a military obligation in excess of fifteen (15) days per year.
(b) Only regular full-time employees who have satisfactorily completed their trial period are eligible for leave without pay. The following requirements apply:
(1)Leave may be granted to an employee for a period of up to ninety (90) days upon the written approval of the Mayor. Further extensions are at the discretion of the Mayor.
(2)Accrued compensatory time, if any, and vacation leave must be exhausted prior to taking any leave without pay.
(3)An employee's benefits are suspended during the period of unpaid leave until the employee returns to work. Vacation, sick leave and/or any other benefits do not accrue while an employee is on leave without pay.
(4)In certain circumstances, self-payment of benefits may apply. See Section 6.3 on Insurance Benefits.
(5)An employee who fails to report promptly at the end of the unpaid leave is presumed to have resigned. An employee returning from a temporary disability may, at the City's option, return to the same position or similar position at a comparable rate of pay.
(6)If the leave without pay is due to an illness, the City may require a doctor's certificate stating that the employee is capable of returning to work and performing the work, duties and responsibilities of the employee's position.
7.5 JURY AND WITNESS LEAVE.
(a) Employees may be granted time off with to serve on a jury or as a court witness. If an employee is summoned during a critical work period, the City may ask the employee to request a waiver from duty.
(b) An employee granted such leave shall reimburse the City for any pay received while serving as a juror or witness.
7.6 ADMINISTRATIVE LEAVE.
On a case-by-case basis, the City may place an employee on administrative leave with pay for an indefinite period of time, as determined by the Mayor to be in the best interests of the City during the pendency of an investigation or other administrative proceeding.
7.7 MILITARY LEAVE.
Employees who are members of the National Guard or federal reserve military units may be absent from their duties, with pay, for a period of up to fifteen (15) days per calendar year when they are performing ordered military training duty and while going to and from that duty.
7.8 HOLIDAYS.
(a) The following holidays are recognized by the City:
New Years Day January 1
Martin Luther King's Birthday 3rd Monday in January
President's Day 3rd Monday in February
Memorial Day Last Monday in May
Independence Day July 4
Labor Day 1st Monday in September
Veteran's Day November 11
Thanksgiving Day 4th Thursday in November
Day after Thanksgiving Day after Thanksgiving
Christmas Day December 25
Floating Holiday
(b) Any holiday falling on Saturday will be celebrated on the preceding Friday. Any holiday falling on Sunday will be celebrated on the following Monday.
(c) Non-exempt regular full-time or part-time employees will be paid for the holiday plus one and one-half times their regular rate of pay for any time worked on the holiday. Such time must be pre-authorized by the supervisor.
(d) Temporary and Part-time employees will be paid at their regular straight-time rate for hours worked on a holiday.
(e) New employees hired prior to July 1 will be entitled to a floating holiday for that year. New employees hired after that date do not receive a floating holiday in the year hired.
7.9 RELIGIOUS HOLIDAYS.
If an employee's religious beliefs require observance of a holiday not included in the basic holiday schedule, the employee may, with his/her department head's approval, take the day off using vacation, compensatory time, or leave without pay.
CHAPTER 8
EMPLOYEE RESPONSIBILITIES AND CONDUCT
8.1 GENERAL POLICY.
(a) All City employees are expected to represent the City to the public in a professional manner which is courteous, efficient and helpful. Employees must maintain a clean and neat appearance appropriate to their work assignment, as determined by their position and department head.
(b) Since the proper working relationship between employees and the City depends on each employee's on-going job performance, professional conduct and behavior, the City has established certain minimum standards of personal conduct. Among the City's expectations are: Basic tact and courtesy towards the public and fellow employees; adherence to City policies, procedures, safety rules and safe work practices; compliance with directions from supervisors; preserving and protecting the City's equipment, grounds, facilities and resources; and providing orderly and cost efficient services to its citizens.
8.2 OUTSIDE EMPLOYMENT AND CONFLICTS OF INTEREST.
(a) Employees shall not, directly or indirectly, engage in any outside employment or financial interest which may conflict, in the City's opinion, with the best interests of the City or interfere with the employee's ability to perform his/her assigned City job. Examples include, but are not limited to, outside employment which:
(1) prevents the employee from being available for work beyond normal working hours, such as emergencies or peak work periods, when such availability is a regular part of the employee's job;
(2) is conducted during the employee's work hours;
(3) utilizes City telephones, computers, supplies, or any other resources, facilities or equipment;
(4) is employment with a firm which has contracts with or does business with the City; or
(5) may reasonably be perceived by members of the public as a conflict of interest or otherwise discredits public service.
(b) An employee who chooses to have an additional job, contractual commitment or self-employment, may do so provided he/she obtains prior written approval from his/her immediate supervisor.
8.3 POLITICAL ACTIVITIES.
(a) City employees may participate in political or partisan activities of their choosing provided that City resources and property are not utilized, and the activity does not adversely affect the responsibilities of the employees in their positions. Employees may not campaign on City time or in a City uniform or while representing the City in any way. Employees may not allow others to use City facilities or funds for political activities.
(b) Any City employee who meets with or may be observed by the public or otherwise represents the City to the public, while performing his/her regular duties may not wear or display any button, badge or sticker relevant to any candidate or ballot issue during working hours. Employees shall not solicit, on City property or City time, for a contribution for a partisan political cause.
(c) Except as noted in this policy, City employees are otherwise free to fully exercise their constitutional First Amendments Rights.
8.4 NO SMOKING POLICY.
For health and safety considerations, the City prohibits smoking by employees in all City facilities, including City-owned buildings, vehicles, and offices or other facilities rented or leased by the City, including individual employee offices.
8.5 USE OF CITY VEHICLES AND EQUIPMENT.
Use of City phones for local personal phone calls should be kept to a minimum; long distance personal use is prohibited. Other City equipment, including vehicles, should be used by employees for City business only. An employees' misuse of City services, telephones, vehicles, equipment or supplies can result in disciplinary action including termination.
8.6 BULLETIN BOARDS.
Information of special interest to all employees is posted regularly on the City bulletin boards. Employees may not post any information on these bulletin boards without the authorization of the City Clerk or Mayor.
8.7 CONTACT WITH NEWS MEDIA.
The Mayor, City Clerk or designated department heads shall be responsible for all official contacts with the news media during working hours, including answering of questions from the media. The Mayor, City Clerk, or department head may designate specific employees to give out procedural, factual or historical information on particular subjects.
8.8 SEAT BELT POLICY.
Per Washington law, anyone operating or riding in City vehicles must wear seat belts at all times.
8.9 DRIVER'S LICENSE REQUIREMENTS.
(a) As part of the requirements for certain specific City positions, an employee may be required to hold a valid Washington State Driver's license.
(b) If an employee's license is revoked, suspended or lost, or is in any other way not current, valid and in the employee's possession, the employee shall promptly notify his/her department head and will be immediately suspended from driving duties. The employee may not resume driving until proof of a valid, current license is provided to his/herdepartment head.
(c) Depending on the duration of license suspension, revocation or other inability to drive, an employee may be subject to disciplinary action, including termination.
8.10 SAFETY.
(a) Every employee is responsible for maintaining a safe work environment and following the City's safety rules. Each employee shall promptly report all unsafe or potentially hazardous conditions to his/her department head. The City will make every effort to remedy problems as quickly as possible.
(b) In case of an accident involving a personal injury, regardless of how serious, employees shall immediately notify their department head, the City Clerk or the Mayor.
8.11 SUBSTANCE ABUSE.
The City may discipline or terminate an employee possessing, consuming, controlling, selling or using alcohol, drugs or other controlled substances during work hours. The City may also discipline or terminate an employee who exhibits an on-going dependence on alcohol, drugs or other controlled substances which, in the City's opinion, impairs the employee's work performance, poses a threat to the public confidence, or is a safety risk to the City or others. The City is committed to supporting employees who undergo treatment and rehabilitation for alcohol or other chemical dependency.
8.12 DRUG-FREE WORKPLACE.
(a) The manufacturing, distribution, dispensation, possession and use of unlawful drugs or alcohol on City premises or during work hours by City employees is strictly prohibited.
(b) Employees must notify the City within five (5) days of any convictionfor a drug violation in the workplace.
(c) Violation of this policy can result in disciplinary action, including termination. Continued poor performance or failure to successfully complete an assigned rehabilitation program is grounds for termination.
8.13 COMPLAINT PROCEDURES.
The City recognizes that sometimes situations arise in which an employee feels that he or she has not been treated fairly or in accordance with City rules and procedures. For this reason the City provides its employees with procedures for resolving complaints.
(a) Step 1: An employee should first try to resolve any problem or complaint with his/her supervisor.
(b) Step 2: When normal communication between an employee and the supervisor is not successful, or when an employee disagrees with the application of City policies and procedures, the employee should attempt to resolve the problem with his/her department head. The department head will respond to the employee in writing within five (5) days after meeting with him/her, if possible.
(c) Step 3: If the employee is not satisfied with the response from the department head, the employee may submit the problem, in writing, to the City Council or Mayor. The written complaint must contain, at a minimum:
(1)A description of the problem;
(2)A specific policy or procedure which the employee believes has been violated or misapplied;
(3)The date of the circumstances leading to the complaint or the date when the employee first became aware of those circumstances;
(4)The remedy sought by the employee to resolve the complaint.
The written complaint should be filed within ten (10) working days of theoccurrence leading to the complaint, or ten (10) working days after the employee becomes aware of the circumstances.
(d) The City Council or Mayor may meet with the parties, either individually or together, and will respond in writing to the aggrieved employee within ten (10) days of the meeting. The City Council or Mayor's response and decision shall be final and binding.
(e) Certain employees may have more than one source of dispute resolution rights, i.e., the City's Civil Service rules, a collective bargaining agreement, if any, and this complaint process. Employees represented by a bargaining unit or who are covered under civil service rules should follow grievance procedures set out in their respective labor contracts or civil service rules, where applicable. In all other cases, the procedures described in this section shall be used. Under no circumstances shall an employee have the right to utilize both this process and any other complaint or appeal procedure that may be available to an employee.
CHAPTER 9
DISCIPLINE AND TERMINATIONS
9.1 DISCIPLINE.
(a) All employees are expected to exercise good judgment, loyalty, common sense, dedication, and courtesy in the performance of their duties. The primary mission of every employee is to provide courteous, orderly, efficient, and economic delivery of services to the citizens of the City.
(b) Acts, errors, or omissions which discredit the public service or impair the provision of orderly services to the citizens of the City may result in discipline, including termination.
(c) The Mayor or department head, as appropriate, has full discretion and authority to impose disciplinary action in accordance with City policy and the circumstances of the particular case.
(d) The following are examples of the types of behavior which may result in discipline:
(1)Drinking alcohol or the abuse of non-prescription or prescription drugs or other controlled substances on the job, or arriving on the job under the influence of or while in possession of alcohol, drugs, or other controlled substances.
(2)Violation of a lawful duty.
(3)Insubordination.
(4)Absence from work without first notifying and securing permission from the Department Head.
(5)Habitual absence or tardiness for any reason.
(6)Unsatisfactory job performance, as determined by the City.
(7)Conviction of a felony or a misdemeanor involving moral turpitude.
(8)Acceptance of fees, gratuities or other valuable items in the performance of the employee's official duties for the City.
(9)Inability, refusal or failure to perform the duties of the assigned job.
(10)Violation of duties or rules imposed by this manual, or by any other City rule, regulation or administrative order.
(e) This list is not all-inclusive, but only serves as a general guide. The City may discipline or terminate employees for other reasons not stated above.
(f) In the event that discipline is necessary, the following types of disciplinary actions may be used, depending on the particular situation:
(1) Oral Warning. An oral warning is a counseling session between the employee's Department Heal and the employee on the subject of the employee's conduct and performance, or his/her failure to observe a rule, regulation, or administrative instruction. It is intended to increase an employee's efficiency and value to the City by changing the employee's conduct, attitude, habits, or work methods. Following the counseling session the Department Head shall document the oral warning.
(2) Reprimand. A reprimand is a formal written disciplinary action for misconduct, inadequate performance, or repeated lesser infractions. Written reprimands are placed in the employee's personnel file.
(3) Suspension. A suspension is a temporary, unpaid absence from duty which may be imposed as a penalty for significant misconduct or repeated lesser infractions. A suspension is a severe disciplinary action which is made part of the employee's permanent record.
(g)Suspensions with pay, where the employee is placed on administrative leave, may be utilized by a department head pending the results of an investigation or disciplinary action where the department head determines that factors such as public confidence, the safety of the employee or the efficient functioning of the City call for such a suspension.
9.2 TERMINATION.
(a) An employee may be terminated from City employment for any of the reasons listed below.
(1)During or at the end of the employee's trial period.
(2)As a result of disciplinary action.
(3)Due to loss of skills, certifications or other conditions which would make the employee unfit for service.
(4)When the City Council has made a determination that a lack of work or funding exists with respect to the employee's position. The City Council has sole discretion to make determinations of lack of work or lack of funding.
(5)If the employee has a physical or mental impairment that prevents him/her from performing the required duties of the employee's position and the employee cannot be reasonably accommodated. Termination must be supported by medical evidence which establishes that the individual is unable to perform bona fide job requirements. The City may require an examination at its expense performed by a physician of its choice. Failure to submit to such request may result in termination.
(b) At-will employees may be terminated at any time, with or without cause and with or without notice.
(c) No employee will be disciplined or terminated for a discriminatory or otherwise illegal reason.
9.3 PRE-TERMINATION HEARING.
In the case of termination of an employee other than at-will employees, or trial employees, the City will conduct a pre-termination hearing. The pre-termination hearing serves as a check against mistaken decisions and to determine whether there is a reasonable presumption that the charges against the employee are valid and support termination.
(a) In the event a department head desires to terminate an employee, the employee (other than at-will or trial employees) shall be provided with a notice of the recommendation for termination. The notice shall include an explanation of the charges on which the recommendation is based, and the time and date for a pre-termination hearing. If the employee fails or refuses to appear, the termination may proceed.
(b) Pre-termination hearings will be presided over by the Mayor or a designated representative.
(c) At the hearing, the employee may show cause why he/she should not be terminated. The employee may bring one person to the hearing as an observer who is not allowed to participate in the hearing or interfere with its orderly process.
(d) Within two (2) working days after the pre-termination hearing, the Mayor will usually issue a decision on whether there are reasonable grounds to believe the charges against the employee are true and support termination. A longer review period may be required in more complex situations. If the decision finds the charges credible, the termination may proceed. If the decision finds the charges questionable or insufficient for termination, the matter returns to the department head for further investigation or other disciplinary action short of termination.
9.4 LAYOFF.
(a) The Mayor may lay off employees for lack of work, budgetary restrictions or other changes that have taken place.
(b) Temporary employees or employees who have not completed their trial period will be laid off before regular employees are affected.
(c) In determining who is to be laid off, consideration will be given to individual performance and the qualifications required for remaining jobs. Seniority will be considered when performance and qualifications are equal.
(d) Employees who are laid off may be eligible to be re-employed, if a vacancy occurs in a position for which they are qualified.
9.5 RESIGNATION.
An employee should provide two (2) weeks notice of resignation. This time limit may be waived by the employee's department head or the Mayor.
9.6 DEATH.
Upon the death of an employee, all compensation due shall be paid to the surviving spouse or the estate of the employee.
CHAPTER 10
CODE OF CONDUCT
10.1 PURPOSE.
The purpose of this Code of Conduct is to ensure the efficient, fair, and professional administration of federal grant funds in compliance with federal Office of Management and Budget (OMB) Federal and state standards, regulations, and laws.
10.2 APPLICATION
This code of Conduct applies to all officers, employees, or agents of the City of Grand Coulee engaged in the award or administration of contracts supported by federal grant funds.
10.3 REQUIREMENTS
No officer, employee, or agent of the City of Grand Coulee shall participate in the selection, award, or administration of a contract supported by federal grant funds, if a conflict of interest, real or apparent, would be involved. Such a conflict would arise when:
A. the employee, officer, or agent;
B. any member of his/her immediate family;
C. his/her partner; or
D. an organization which employs, or is about to employ any of the above has a financial or other interest in the firm selected for award.
The City of Grand Coulee officers, employees, or agents shall neither solicit nor accept gratuities, favors, or anything of monetary value from contractors, potential contractors, or subcontractors.
10.4REMEDIES
To the extent permitted by federal, state or local laws or regulations, violation of these standards may cause penalties, sanctions, or other disciplinary actions to be taken against the City of Grand Coulee's officers, employees, or agents, or the contractor's, potential contractors, subcontractors, or their agents.
CHAPTER 11
JOB DESCRIPTION
11.1 CITY CLERK/TREASURER
Supervises all phases of the Clerk/Treasurer's Department for conformance to city ordinances and state laws as pertains to the maintenance of city records and accounting of municipal funds. RCW 35.24.120 and 35.24.130.
Under general instruction from the Mayor, the City Clerk/Treasurer completes work with little or no technical supervision, being responsible for independently establishing and maintaining appropriate accounting and city records. Records are audited annually by representatives from the Office of the State Auditor. The City Clerk/Treasurer is custodian of the City Seal.
DUTIES AND RESPONSIBILITIES
(a)Prepares and maintains financial journals and ledgers of receipts and disbursements, posting entries from source documents to appropriate accounts in keeping with State Budgeting, Accounting and Reporting System (BARS) requirements.
(b)Supervise all aspects of the City Hall offices with the exception of the Police Department. Assigns and supervises the work of the department employees.
(c)Works with the Mayor in preparing the annual operating budget in keeping with prescribed State guidelines. Gathering required information from departments and preparing a working preliminary budget document and a final budget document.
(d)Assist Mayor as personnel director, being responsible for all personnel records. Prepares and posts to various accounts the city payroll, issues payroll checks, credits withholding and other deductions, prepares payroll quarterly and year end reports, and issues payment of payroll taxes. Prepares and submits W-2 and 1099's.
(e)Establishes utility billing procedures and supervises distributing and collection of utility bills and payments. Make administrative determinations for the proper operation of the City Code. Oversees billings, collections and record keeping relating to Landfill, Ambulanceand all other miscellaneous billings.
(f)Prepares monthly revenue and expenditure reports and distributes to Mayor, Council, and department heads.
(g)Invests city funds in qualified public depositaries not to exceed the maximum liability of the public depositary. Monitors investment experience, maintains records and reports relating to city investments.
(h)Assembles and distributes council meeting agendas. Attends all meetings of the City Council and such other meetings as may be requested by the Mayor, and records all acts and proceedings of the council. Notifies newspapers and radio of pertinent information relating to city activities. Answers general information questions from public regarding records and city activities.
(i)Advises the Mayor and Council of all matters pertaining to the financial condition of the city, preparing various written reports and making oral presentations as needed.
(j)Organizes and prepares on a timely basis a wide variety of periodic financial reports required by various agencies, including Annual Financial Report for the State Auditor, quarterly payroll tax reports, and year end utility reports. Works with State Auditors by responding to inquiries, explaining procedures, and providing source material during annual audit.
(k)Issues and maintains records of licenses and permits. Types and files correspondence reports and city documents, registers voters, and performs other duties as assigned by Mayor.
QUALIFICATIONS REQUIRED
(a)Education: Completion of high school or the equivalent with office experience in bookkeeping, typing and filing. Experience would include on-the-job training.
(b)Knowledge of the methods, practice, and terminology used in bookkeeping; office methods and practices including use of adding machines, typewriterand filing.
(c)Skill in organizing, assembling, and preparing various financial and administrative records and reports.
(d)Skill in supervising, reviewing, and auditing the financial record keeping activities of subordinates.
(e)Skill in explaining the content and implications of financial reports to non-financial specialists. Ability to communicate effectively, both orally and in writing.
(f)Ability to work effectively with managers and employees at all levels of the organization, with local elected officials, with representatives of banks and other financial institutions, with officials of state and federal agencies, and with the general public.
(g)Knowledge of Computer Systems and various software programs.