HomeMy WebLinkAbout3722ORDINANCE NO. 37do,
AN ORDINANCE of the City of Port Angeles, Washington, amending the
Personnel Policy and Procedures Manual and repealing Ordinance 3471.
WHEREAS, the current vacation accrual schedule for this group has been in
effect for several years. In recent negotiations, union represented staff have re -structured
their vacation accruals to recognize an advancement in the number of hours accrued per
year instead of waiting five years to increase to the next tier. Typically, the Management,
Administrative and Non -Represented Personnel benefits stay in line with that of the
represented employees to ensure equity. This is especially important for internal
promotions and succession planning to management level positions. With the recent
changes to the vacation structure for other bargaining groups after ten years of service,
represented staff are accruing more vacation time than the Management, Administrative
and Non -Represented employees; and
WHEREAS, management positions are becoming more and more difficult to
recruit and fill. The City's salaries for management employees is low compared with
other cities. It is nearly comparable with the earnings of many of the City's union
employees, and over time the benefits given to union employees are approaching those
given to the management group. All these factors create little incentive for employees to
want to advance to management positions, which require more hours of work for
comparable pay and more responsibilities and stress. The same factors make it difficult
to recruit new employees from outside the organization; and
WHEREAS, one change the City can make incentivizing staff to promote to
management positions is to ensure benefits are, at the least, equal to union represented
employees.
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THE CITY COUNCI L OF THE CITY OF PORT ANGELES DO HEREBY ORDAIN
AS FOLLOWS:
Section 1. Ordinance 3471 is hereby repealed.
Section 2. — Non -Codification. This Ordinance shall not be codified in the Port Angeles
Municipal Code.
Section 3. The vacation accrual schedule for those employees of the Management,
Administrative and Non -Represented Personnel group is hereby amended as follows: Beginning
January 1, 2024, those employees shall receive vacation allowance of ninety-six (96) hours per
year and upon each year of service eight hours will be added to the base allowance up to and
through thirty years of service. This vacation allowance will rollover and accumulate year to year.
However, it does not change the current terms of vacation cash out upon separation or retirement.
Additionally, Department Directors, the Assistant City Manager and the City Manager accrue
leave time on a separate schedule and would not be impacted by the vacation structure change.
Section 4. The Management, Administrative and Non -Represented Personnel include
employees who are overtime -exempt. Beginning January 1, 2024, these employees shall be
credited annually with a bank of 40 hours of paid leave. This is in addition to all other forms of
leave to which an employee may be entitled. This annual bank of leave must be used in the
calendar year, does not roll over from year to year, and would not be eligible for cash out upon
separation.
Section 5. The amendments recited in Sections 3 and 4 above, are contained in the revised
Schedule C entitled Management, Administrative and Non -represented Group Benefits, which is
attached hereto and hereby approved and adopted.
Section 6. - Corrections. The City Clerk and the codifiers of this ordinance are
authorized to make necessary corrections to this ordinance including, but not limited to,
the correction of the scrivener's/clerical errors, references to other local, state, or federal laws. codes,
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rules or regulations, or ordinance numbering, section/subsection numbers and any references
thereto.
Section 7. - Severability. If any provisions of this Ordinance, or its application to any person
or circumstances, are held invalid, the remainder of the Ordinance, or application of the provisions of
the Ordinance to other persons or circumstances, is not affected.
Section 8. - Effective Date. This Ordinance, being an exercise of a power specifically delegated to
the City legislative body, is not subject to referendum. This ordinance shall take effect five (5)
days after passage and publication of an approved summary thereof consisting of the title.
PASSED by the City Council of the City of Port Angeles at a regular meeting of said Council
held on the _Lf�day of� 2023.
ate Dexter, Mayor
APPR VED AS TO FORM:
William E. Bloor, City Attorn
ATTEST- f `
F
Kari Martinez -Bailey, City Clem
Schedule C
CITY OF PORT ANGELES
MANAGEMENT, ADMINISTRATIVE, AND NON -REPRESENTED PERSONNEL
BENEFIT PROGRAM
Section I — Goals and Policies Guiding Salary and Benefits to Keep and Attract a Strong
Management Team
Goals:
The City desires to recruit, retain and cultivate a dedicated, enthusiastic, hard
working, well qualified, and experienced workforce that can and will deliver
excellent services to the City and its citizens.
2. The City desires to promote a positive work environment that will stimulate
employee performance and dedication to quality municipal services.
The City's policies for setting salaries and employment benefits should be fair,
consistent, objective, and remain fiscally responsible.
To achieve these goals, the City adopts the following Policies:
1. Employees who advance by internal promotion should receive salary and
benefits in parity with external hires.
2. The following principles shall guide the establishment of salaries and benefits for the
City's management group employees.
A. Managers are expected to provide innovation, creativity, and improved cost- saving
measures for the City, when possible. Their decisions involve substantial issues of
both personal and institutional legal liability. Significant consequences follow
from their decisions. The package of salary and benefits for the management
group should recognize their obligations and responsibilities.
B. The City will incorporate into its salary and benefit structure incentives to attract
and retain well -qualified managers.
C. The management salary and benefit structure should be periodically reviewed, to
ensure the City has competitive wages and benefits.
D. There should be internal parity in the salaries paid to employees in the
management group. Compensation should be based on the responsibilities,
expectations, and potential liability of a position relative to other positions
internally.
Schedule C
Section R — Retirement and Social Security Coverage
Social security — in accordance with laws established by U.S. Government.
2. State retirement program — in accordance with provisions of Public Employees
Retirement System and Law Enforcement Officers and Firefighters Retirement
System, as established by the Washington State Legislature.
Section III — Holidays
In accordance with the statutes established by the Washington State Legislature, holidays shall be
as listed below:
New Years Day
Martin Luther King's Birthday
President's Day
Memorial Day
Juneteenth
Independence Day
Labor Day
Veteran's Day
Thanksgiving Day
Day after Thanksgiving
Christmas Day
2 Floating Holidays
January 15t
Third Monday in January
Third Monday in February
Last Monday in May
June 19th
July 4th
First Monday in September
November 1Ph
Fourth Thursday in November
Fourth Friday in November
December 25th
As scheduled
Employees hired starting January 1st through June 301h, shall receive two floating holidays;
employees hired starting July 1 st through December 31 st, shall receive one floating holiday.
Section IV — Leave Policies
Leave policies for City Manager and Department Directors:
A. Positions entitled to leave privileges set forth in this subsection:
City Manager
Assistant City Manager/Director of Community Services
Public Works & Utilities Director
Finance Director
Fire Chief
Police Chief
City Attorney
Parks and Recreation Director
B. Each Department Director and City Manager shall receive general leave for each
month of service in each 12-month period, to be accrued and used within the
guidelines below:
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Schedule C
of Service
Accrual —
HoursYears
Year
Pay Period
0 thru 10 years
240 hours/year
9.23 hours/pahours/pay period
11 thru 15 years
264 hours per year
10.15 hours/pahours/pay
period
16 thru 20 years
304 hours/year
11.69 hours/pahours/pay
period
21+ years
344 hours/year
13.23 hours/pahours/pay
period
It is to be used for vacation, sick leave or other personal leave requirements;
As to City Manager and Department Directors who are employed by and
continue to be employed by the City on the effective date of amendment,
accumulation shall be unlimited, but at time of separation from City
employment, payoff is limited to 100% for the first 960 hours accumulated
and 25% for hours accrued beyond this amount; and as to City Managers
and Department Directors who are employed by the City after the effective
date of this amendment, accumulation shall be unlimited, but at time of
separation from City employment, payoff is limited to 100% for the first 480
hours accumulated and 25% for hours accrued beyond this amount;
Department Directors are not required to take leave; however the City
Manager may exercise his/her authority to direct a Department Director to
take vacation when he/she feels such time off is necessary for the benefit of
the City or the employee;
4. All time off shall be scheduled by the employee with the advanced approval
of the City Manager, except when it may interfere with operational functions
of the City demanding the employee's service or knowledge;
It is the responsibility of the Department Director to use accumulated general leave in a
prudent manner.
2. Leave policies for other than City Manager and Department Director employees in the
Management, Administrative, Technical and Confidential Clerical Group:
Schedule C
A.
Year
Hours/payHours/pay
Annual
Hours
pats jear
ep riod
1
3.69
96.00
12.00
2
4.00
104.06
13.01
3
4.31
112.12
14.02
4
4.62
120.18
15.02
5
4.93
128.24
16.03
6
5.24
136.30
17.04
7
5.55
144.36
18.05
8
5.86
152.42
19.05
9
6.17
160.48
20.06
10
6.48
168.54
21.07
11
6.79
176.60
22.08
12
7.10
184.66
23.08
13
7.41
192.72
24.09
14
7.72
200.78
25.10
15
8.03
208.84
26.11
16
8.34
216.90
27.11
17
8.65
224.96
28.12
18
8.96
233.02
29.13
19
9.27
241.08
30.14
20
9.58
249.14
31.14
21
9.89
257.20
32.15
22
10.20
265.26
33.16
23
10.51
273.32
34.17
24
10.82
281.38
35.17
25
11.13
289.44
36.18
26
11.44
297.50
37.19
27
11.75
305.56
38.20
28
12.06
313.62
39.20
29
12.37
321.68
40.21
30
12.68
329.74
41.22
Leave accredited for any month of service may be taken in any subsequent month,
providing such leave is approved by the Department Director.
2. Annual leave may be accumulated, provided the total does not exceed 480 hours. As to any
employees who, prior to the effective date of this amendment, had a total not to exceed 960,
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Schedule C
they may continue to accrue annual leave up to 960 hours.
Accrued vacation leave will be paid off in cash at the time of separation of City service as
long as the employee has completed the applicable probation period.
4. Sick leave shall be accrued and used in accordance with the guidelines set forth in the
City's Personnel Policy and Procedures Manual, Section 7.01, with the following
exceptions:
a. Twenty-five percent (25%) of accumulated sick leave will be paid the
employee upon termination in good standing, retirement or death;
b. When an employee is injured on the job and there is time lost, he/she
shall go on industrial insurance as provided by the City. He/she may use
sick leave credits for pay equal to the difference between his/her regular
pay, less the amount of Workers Compensation pay. The portion of sick
leave paid will be deducted from accumulated sick leave. Employee
may use vacation leave if they have used all of their accrued sick leave.
5. The Management, Administrative and Non -Represented Personnel include employees who
are overtime exempt. Beginning January 1, 2024, these employees shall be credited
annually with a bank of 40 hours of paid leave. This is in addition to all other forms of
leave to which an employee may be entitled. This annual bank of leave must be used in the
calendar year, does not roll over from year to year, and would not be eligible for cash out
upon separation.
Section V — Other benefits
These benefits apply to the City Manager, Department Directors and other employees in the
Management, Administrative, Technical and Confidential Clerical Group:
Deferred compensation — The City shall make deferred compensation programs
available to employees and the City shall contribute 50% of the employee's contribution
on a monthly basis, not to exceed 3% of monthly base salary. As to any employees who,
prior to the effective date of this amendment, were receiving deferred compensation
contributions from the City in the amount of $1,800 per year, the City shall continue
such contributions until the employee leaves City service or discontinues, or reduces,
the employee's contributions.
2. Medical insurance program — The City will provide medical, dental and vision coverage
for regular full-time and regular part-time employees (50% or greater) and their eligible
dependents. Employees are required to pay 12.5% of the medical premium effective
January 1, 2013. Employees are eligible to opt out of medical coverage, however, they
must provide proof of other coverage.
Health Care Offset — So long as this group remains unrepresented, the City will provide
$50 per month to cover out of pocket expenses, not paid by the employee's health
Schedule C
insurance coverage.
4. Long-term disability — The City will provide long-term disability insurance for regular
full-time employees with a 90-day waiting period and income protection equal to
approximately 60% of monthly salary. The specific terms, conditions and eligibility
shall be governed by the insurance policy document.
Tuition reimbursement — Employees are eligible for full reimbursement of costs for tuition
and books for courses directly related to his/her job, provided that the employee has
gained advanced approval from his/her Department Director and the City Manager on the
appropriate request form prior to registration for the class. All employees requesting
reimbursement for tuition will be expected to meet the minimum standards for taking the
course and must complete the course with a passing grade of 2.5 grade point average or
better, on a 4.0 grade point average scale.
6. Employee assistance program — The City will provide this program for employees and
their eligible dependents.
Term life insurance — The City will provide this for regular employees in the amount of one
times the employee's annual salary up to $50,000 maximum (rounded to nearest thousand).
Employees may purchase additional term life insurance by payroll deduction.
Section VI - Recruitment/Hiring/Retention Incentives that must be approved
by the City Manager, and may be used on a case by case basis, beyond those
provided for in this Benefit Program.
Start individuals with a vacation balance, not to exceed 80 hours.
2. The City Manager, at time of hire of a Department Director, may grant to Department
Directors a General Leave accrual rate based on their collective years of service as a
senior manager or equivalent position in another governmental entity or organization.
This adjustment to the accrual rate shall be conditioned on the requirement that leave
accumulation shall be unlimited, but at the time of separation payoff shall be limited to
100% of the first 480 hours and 25% of any amount accrued beyond 480 hours.
The City Manager, on a one-time basis subsequent to hire, may grant to Department
Directors a General Leave accrual rate based on their collective years of service as a
senior manager or equivalent position in another governmental entity or organization.
Should the City Manager make such adjustment to the accrual rate, it shall be conditioned
on the requirement that leave accumulation shall be unlimited, but at the time of
separation payoff shall be limited to 100% of the first 480 hours and 25% of any amount
accrued beyond 480 hours.
4. Provide compensation to offset a portion of relocation expenses, not to exceed 5% of the
employee's initial annual salary.
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