RES 86-16 PERSONNEL MANUAL0045.15007
WSS:jt
07/07/86
RESOLUTION NO. 86-16
A RESOLUTION OF THE CITY OF WINSLOW, WASHINGTON,
ADOPTING A HEVISED PERSONNEL MANUAL FOR THE CITY
OF WINSLOW AND REPEALING RESOLUTION 75-6, AND
OTHER CONFLICTING OR REDUNDANT PROVISIONS.
WHEREAS, the Mayor in her personnel administration of
the City's employees provides detailed information to the
employees through an Employee Manual, and
WHEREAS, the Manual requires update and revision in
order that it may comply with revised state and federal law and
in order that it may present current information regarding the
benefits and oblications of its employees, and
WHEREAS, the Affirmative Action Policy adopted by
Resolution 75-6 is now redundant due to the protections and
procedures contained in the new manual, now, therefore,
THE CITY COUNCIL OF THE CITY OF WINSLOW, WASHINGTON,
}{EREBY RESOLVES AS FOLLOWS:
Section 1. Effective ~~~/ , 1986, a new
Personnel Manual attached hereto as Exhibit A and incorporated by
this reference as herein set forth is adopted for use in the City
of Winslow's personnel administration.
Section 2. Any prior resolution adopting any.prior
draft of a personnel manual, or a revision thereof, is hereby
repealed. Resolution 75-6 adopting an Affirmative Action Policy
is hereby repealed.
ATTEST/AUTHENTICATED:
APPROVED:
MAYOR , ALICE T~
s
I N D E X
TITLE PAGE
ARTICLE 1: INTRODUCTION
SECTIUN 1 PURPOSE 1
SECTION 2 SCOPE 1
SECTION 3 ADOPTION & REVISIONS 2
SECTION 4 PERSONNEL POLICY RESPONSIBILITIES 2
ARTICLE II: HIRING
SECTION 1 EQUAL OPPORTUNITY POLICY 2
SECTION 2 HIRING RESPONSIBILITIES 3
SECTION 3 CREATION OF NEW JOB TITLES OR POSITIONS 3
SECTION 4 JOB DESCRIPTIONS 3
SECTION 5 HIRING PROCEDURES 4
SECTION 6 TEMPORARY EMPLOYMENT 5
SECTION 7 APPEALS 6
SECTION 8 RECORD KEEPING 6
ARTICLE III: ON THE JOB
SECTION 1 PROBATION 6
SECTION 2 NON-CIVIL SERVICE EMPLOYEES 6
SECTION 3 RE-EMPLOYMENT 7
SECTION 4 PROMOTIONS 7
SECTION 5 EMPLOYEE RECORDS 8
SECTION 6 PEDDLING OR SOLICITING ~
SECTION 7 POLITICAL ACTIVITY 9
SECTION 8 UNIFORMS, EQUIPMENT & SUPPLIES 9
SECTION 9 CONDUCT 10
SECTION 10 DISCIPLINE 10
SECTION 11 OUTSIDE EMPLOYMENT 15
SECTION 12 CONFLICT OF INTEREST 16
SECTION 13 USE OF CITY TELEPHONE 16
SECTION 14 CONTACT WITH THE NEWS MEDIA 16
SECTION 15 USE OF PERSONAL PROPERTY WHILE ON THE JOB 17
SECTION 16 SAFETY 17
SECTION 17 ACCIDENTS 17
SECTION 18 SUPERVISORY RESPONSIBILITIES OE DEPT. HEADS 17
SECTION 19 PERFORMANCE EVALUATION 18
SECTION 20 GRIEVANCE PROCEDURE 19
SECTION 21 GRIEVANCE FORM 21
SECTION 22 SEXUAL HARASSMENT 22
ARTICLE IV: COMPENSATION & BENEFITS
SECTION 1 WORKING HOURS 24
SECTION 2 WORK WEEK 24
SECTION 3 EFFECT OF LEAVE ON WORK WEEK 24
SECTION 4 ATTENDANCE `~'
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TITLE
SECTION 5 ADJUSTED SCHEDULE
SECTION 6 OVERTIMES
SECTION 7 RECORD OF VACATION & COMPENSATORY TIME
SECTION 8 SALARIES
SECTION 9 WORK - RELATED EXPENSES
SECTION 10 LONGEVITY BONUS
SECTION 11 EMPLOYEE BENEFITS
SECTION 12 ELIGIBILITY
SECTION 13 ANNUAL LEAVE
SECTION 14 SICK LEAVE
SECTION 15 BEREAVEMENT LEAVE
SECTION 16 MILITARY LEAVE
SECTION 17 CIVIL LEAVE
SECTION 18 LEAVE WITHOUT PAY
SECTION 19 HOLIDAYS
SECTION 20 ADMINISTRATIVE LEAVE
ARTICLE V: SEPARATION FROM EMPLOYMENT
SECTION 1 A. RETIREMENT
B. .RESIGNATION--Non Civil Service
C. RESIGNATION --Civil Service
D. DISCHARGE
E. DISABILITY
F . DEATIi
G. LAYOFF
SECTION 2 APPEALS
SECTION 3 COMPENSATION UPON TERMINATION
ARTICLE VI: DEFINITIONS
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ARTICLE I: INTRODUCTION
SECTION 1. PURPOSE
The objective of these rules, regulations and policies is to
facilitate efficient service to the public and to provide a
personnel management system within the City that deals with all
employees of the various departments in an equitable and uniform
manner.
It is the intent of these rules to recognize that the City shall
employ the most suitable qualified persons available. The tenure
of every employee shall depend upon the need for work performed,
availability of funds, effective performance and good conduct.
Each employee shall be expected to perform at his/her optimum
level to provide competent, efficient, courteous service to the
public.
The concept of equal opportunity employment is a necessary element
of hiring, evaluation, removal from a job. No personnel action
shall be influenced because of race, religion, sex, creed,
national origin, age, marital status or disability, unless based
on a bona fide occupational qualification. All policies are
designed to provide equal opportunity for employment for all.
Each employee will be given a copy of the manual to use duriny the
time of employment with the City of Winslow.
This personnel manual. shall serve as an informational tool and
shall not be construed or deemed to be a contract of any kind with
the city employees. The city reserves the right to revise this
manual and to terminate or discipline employees when the city, in
its sole discretion determines it is in its .best interests. This
personnel manual is for the information of city employees regard-
ing the current policies of the city and the general considera-
tions that may be employed in reaching any personnel decisions.
No vested right shall. be created by this manual and the City
reserves the right to amend its provisions at any time, with or
without prior notice to its employees.
SECTION 2. SCOPE
This manual is meant to apply to all employees on the payroll of
the City of Winslow including department heads and all other
employees.. Specific items which apply only to specific groups of
employees are noted in each section. This manual applies to all
civil service employees unless specifically covered by the Civil
Service Ordinance an the Civil Service Rules, as now or hereafter
amended, in which case the specific section of that or~~inance
shall control.
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Each department may also develop standard operating procedures
which will not appear in this manual. Department heads have the
responsibility of informing employees of such procedures and of
seeing that they are carried out uniformly and fairly. Any
department standard operating procedures must be consistent with
the policies in this manual.
SECTION 3. ADOPTION AND REVISIONS
A. This policy will be adopted by the City Council by resolu-
tion. Once adopted, the policies contained in this personnel
manual will be the official personnel policies of the City of
Winslow.
B. Department heads, employees through department heads, or
elected officials may recommend revisions to the manual.
Proposed revisions should be submitted in writing to the
Mayor and the Personnel Committee of the City Council who
will then review the revision and will submit a recommenda-
tion on the proposed revision to the City Council. Adoption
of the revision by the Council requires the passage of a
resolution. Revisions may be so implemented at any time and
will be applicable to all City employees.
SECTION 4. PERSONNEL POLICY RESPONSIBILITIES
A. City Council: 1)
2)
3)
4)
5)
Approves the personnel policy
Approves the budget for salaries
Approves new positions
Confirms those appointments required by
Ordinance
Assists in developing personnel policies
B. Mayor: 1) Chief personnel officer
2) Directs department heads
3) Recommends appointees for council
confirmation as provided for by this
manual or by ordinance
4) Oversees the administration of personnel
policy including the appointment and
removal of all employees
C. Employees: Car ry out City policies under direction of
May or or department head
ARTICLE II: HIRING
SECTION 1. EQUAL OPPORTUNITY POLICY
Recruiting and hiring policies and procedures will be conducted
solely on the basis of ability and fitness for the job and will be
in accordance with the following Equal Opportunity Policy of the.
City:.
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The City of Winslow will not discriminate with respect
to race, religion, sex, creed, national origin, age,
marital status or <9isability unless based on a bona
fide occupational qualification. This policy applies
to all relations with applicants for employment and all
employees, including compensation, promotion, transfer,
in-service training, termination and privileges and
conditions of employment.
SECTION 2. HIRING RESPONSIBILITIES
A. Appointive positions (Clerk-Treasurer, Chief of Police,
Public Works Supervisor, Municipal Judge, Judge Pro Tem, City
Engineer, Land Use Administrator, City Attorney, Hearing
Examiner.)
The Mayor or his or her designee is responsible for recruit-
ing, interviewing and appointment.
Council -- confirmation of appointment by majority of a
quorum the membership
B. All other positions:
Non civil service position-Department head -- recruiting,
interviewing and hiring (.with concurrence of the Mayor)
Civil Service positions -- responsibilities are set forth in
Civil Service Rules and Regulations. See Appendix A.
SECTION 3. CREATION OF NEW JOB TITLES OR POSITIONS
A. Funding for new positions or unfilled positions must be
approved by the City Council as part of an annual budget or
on an individual basis by ordinance amending the budget.
B. Job descriptions for new positions must be approved by the
Mayor.
SECTION 4. JOB DESCRIPTIONS
A. A job description will be prepared for each job title.. The
job description will include the following items:
1. job title and employment status (i.e., full time, part
time, Civil Service, etc.);
2. minimum qualifications for individuals employed in the
job title;
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3. special requirements as a condition of employment (i.e.,
medical examination, bonding, licenses or certifica-
tions) if related to job tasks or responsibilities;
4. a general description of required tasks;
5. responsibilities of the position;
6. title of supervisor and subordinates; and
7. number of hours/week, schedule, overtime requirements,
if any.
B. A job description will be prepared for each new job title.
Job descriptions for existing job titles will be reviewed
when an opening for the position occurs.
C. Job qualifications and special requirements must be related.
to job responsibilities and tasks.
SECTION 5. HIRING PROCEDURES
A. Non Civil Service
1. A job description will be prepared or updated if
necessary.
2. Notice of any job opening and job description will be
posted for at least one week on .the main bulletin board
in the lobby of City Hall so that City employees will be
aware of the opening. Any City employee may apply for
the opening and will be considered for appointment on an
equal basis with other applicants. Past job performance
should be a major consideration for evaluation.
The job opening will be advertised in the Bainbridge
Review for at least one week and other publications if
appropriate. Employment advertisements will contain the
words (or abbreviation) "an Equal Opportunity Employer".
3. Application will be made on the standard City applica-
tion form. All applications must be fully completed,
signed and dated by the applicant. No questions on any
application form shall be so framed as to attempt to
elicit information in conflict with equal opportunity
employment.
All statements submitted on the employment application
or attached resume shall be subject to investigation and
verification prior to appointment.
Application for employment will be accepted at any time.
These applications will be placed in the employment file
and kept for one year. An attempt to contact the appli-
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cant will be made at such time as an opening consistent
with the applicant's qualifications becomes available.
Such applicant will be subject to all regular hiring
procedures and policies.
4. The Mayor through her/his designees, will give such
tests and/or interviews as are appropriate for the type
of job. Tests and interview questions will be designed
to measure skills described in the job description.
No question shall be so framed as to attempt to elicit
information in conflict with equal opportunity employ-
ment.
5. Appointment shall be made solely on the basis of merit
and fitness for the job. These qualities shall be
determined on the basis of the applicant's level of
education or experience indicated in the application or
in the interview; fitness relative to the requirements
of the job, ability to deal with the public and work
with other City employees; and the result of the oral or
written examination and the interview.
6. Notice of the results of the hiring process will be
forwarded to all applicants for the job.
B. Civil Service Employees
See appropriate section of Civil Service Rules -- Appendix ?1.
SECTION 6. TEMPORARY EMPLOYMENT
A. Non Civil Service
Appointments to City employment on other than an .emergency or
regula r basis shall be considered temporary. Temporary
appointment must be approved by the Mayor and may be allowed:
1. as a substitution for a regular employee who is absent
from his/her position;
2. when it is .impossible to make a regular appointment due
to recruitment difficulties; or
3. where budget appropriation provides only for a temporary
employee.
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B. Civil Service
See appropriate section of Civil Service Rules -- Appendix A.
SECTION 7. APPEALS
A. Non Civil Service
An appeal may be made pursuant to the grievance procedure
contained in this Personnel Manual. Additionally, non-civil
service appeals may be made to the Washington State Human
Rights Commission or the Department of Labor, Equal Opportu-
nity Commission, Provided that all employees shall file
complaints or grievance with the City prior to pursuing any
outside remedies.
B. Civil Service
See appropriate section of Civil Service Rules -- Appendix A.
SECTION 8. RECORD BEEPING
A file will be established for each job opening. Copies of all
applications, interview questions, interview ratings and other
correspondence will be kept on file for one year.
ARTICLE III: ON THE JOB
SECTION 1. PROBATION
Probation is considered a working test
employee is required to demonstrate the
perform the duties of the position to
appointed.
SECTION 2. NON CIVIL SERVICE EMPLOYEES
period during which an
ability and capacity to
which he/she has been
A. .Length of Period. Each new employee or newly promoted..
employee will serve a probationary period for a maximum of 12
months. At the discretion of the department head, the proba-
tionary period may be terminated or extended prior to this
period, but in no case will the probationary period be less
than 3 months. All employees shall be certified in writing
to permanent employment and no probationary period shall be
deemed complete until such certification has taken place.
The Mayor may at her/his discretion provide for a retroactive
effective date where certification is delayed due to no fault
of the employee.
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B. Termination of a Probationary Employee. The department head
may terminate a probationary employee at his/her discretion
during the probationary period without the need to specify
cause. Written notice of termination will be given the
probationer and a copy placed in the employee's file provided
that nothing herein shall be interpreted to require the
specification of cause for such termination. The department
head should notify the Mayor prior to termination of the
employee.
C. Termination After Promotion. An employee promoted to a
higher position who is terminated during the probationary
period from the position to which he was promoted may be
restored to the position from which he was promoted if there
is a vacancy in the position from which promoted and in the
sole discretion of the Mayor such move is in the best
interest of the City.
D. Benefits for Probationary Employees. All City benefits shall
be applicable during the probationary period except that
annual leave accrued may .not be taken until the end of the
probationary period.
SECTION 3. RE-EMPLOYMENT
Employees who are terminated from City employment for any reason
other than temporary layoff and later rehired shall be considered
for all purposes as new employees, except for retirement benefits
as governed by the rules of the appropriate retirement system.
Employees who are temporarily laid off and rehired within 1 year
will retain the following benefits:
1. Accrued sick leave;
2. Credit for previous years work to count in calculation
of longevity .and vacation benefits; and
3. Retirement benefits as governed by the rule s of the
appropriate retirement system.
SECTION 4. PROMOTIONS
A. Non Civil Service
Vacancies in positions shall be filled by the candidate best
qualified for the job. Advertisement of job vacancies will
be posted on the official bulletin board in City Hall lobby.
City employees are encouraged to apply for. the job opening.
Previous job performance will be a major consideration in
promotion to a higher position.
If a City employee is selected for the job, the salary
offered will be that which is available to any applicant
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dependent upon the qualifications of the hiree. Salary shall
be determined by the Mayor within the maximum established by
ordinance. The Mayor may delegate this responsibility to
department heads. The new salary will begin as of the day
the City employee promoted begins his or her new duties.
B. Civil Service
See appropriate section of Civil Service Rules -- Appendix A.
SECTION 5. EMPLOYEE RECORDS
A. A personnel file shall be prepared and maintained for each
employee by the clerk/treasurer or designee. This file shall
contain all employment information, including at least the
following information:
1. Job description;
2. Salary;
3. Changes in employment status;
4. Performance evaluations;
5. Personnel actions affecting the employee; and
6. Disciplinary letters or letters of commendation.
B. A personnel file shall be kept confidential to the extent
permitted by state law. No information shall be released
which would violate an employee's right to privacy without
the prior written consent of the employee.
C. Leave, work hours and overti-ne records shall be kept for each
employee by the payroll clerk.
D. An employee may see his/her personnel file and work and leave
records by presenting a written request to the department
head. A time will then be set for review which will not
interfere with City business or the employee's assigned work.
E. Personnel records will not leave the area assigned for their
review.
F. Employees shall have the right to supplement their personnel
file with written comments with regard to evaluations or
other matters of record with which they disagree.
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SECTION 6. PEDDLING OR SOLICITING
Employees may not peddle or solicit for sale or donation of any
kind or display or offer for signature any petition to any citizen
on any City premises during regular working hours.
SECTION 7. POLITICAL ACTIVITY
A. The rules governing political activities of employees shall
follow the provisions of RCW 41.06.250.
B. While on the job, solicitation for or payment to any parti-
san, political organization or for any partisan, political
purpose of any compulsory assessment or involuntary contribu-
tion is prohibited: PROVIDED, however, that officers of
employee associations shall not be prohibited from soliciting
dues or contributions from members of their associations. No
person, elected official, or employee thereof shall solicit
on city property any contribution to be used for partisan
political purposes.
C. Employees shall have the right to vote and to express their
opinions on all political subjects and candidates and to hold
any political party office or participate "in the management
of a partisan, political campaign while not on the job.
Nothing in this section shall prohibit an employee from
participating fully in campaigns relating to constitutional
amendments, referendums, initiatives, and issues of a similar
character, and for nonpartisan offices.
D. For persons employed by the city in positions which are
financed primarily by federal grant-in-aid funds, political
activity will be regulated by the rules and regulations of
the United States Civil Service Commission.
E. A City employee shall not hold an elected public office of
the City of Winslow.
SECTION 8. UNIFORMS, EQUIPMENT AND SUPPLIES
City employees frequently work with valuable equipment, machinery,.
tools or uniforms. Such items are to be used for City work only
and at no time should leave the assigned work or storage area or
be used for purposes other than City work. Employees are
responsible for preventing loss or theft of such items whenever
possibly and for working in a manner so as to prevent damage
whenever possible. Employees shall immediately report damage,
loss or theft of any such items to their department head. Equip-
ment, tools or uniforms assigned to an employee must he returne~_~1
to the City upon termination.
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SECTION 9. CONDUCT
The City shall at all times attempt to operate in an efficient,
economical and orderly manner consistent with good management
practices.
Employees shall at all times conduct themselves in a manner
consistent with established procedures and which will further the
operation of City activities. Employees shall at all times repre-
sent the City to the public in a courteous, efficient and helpful
manner.
SECTION 10. DISCIPLINE
A. Non Civil Service Employees
1. Purpose: The purpose of disciplinary action is to main-
tain the efficiency of the City's day to day operations.
A disciplinary action should serve as notice to the
employee that unacceptable conduct or job performance
has been noted and that such action is unacceptable. A
disciplinary action also serves as a disincentive for
the employee to repeat the noted action.
2. Powers of the Mayor:. The power to hire and fire
employees is vested by state law in the Mayor.
Employees who are at-will employees under City ordinance
may be dismissed at any time with or without cause. The
termination of civil service employees shall be in
accordance with state law, city ordinance and Civil
Service Rules and Regulations. Subject to collective
bargaining agreement, the discipline and termination of
all other employees shall be undertaken in accordance
with the following provisions provided that the Mayor,
through her/his designees, reserves the right to deviate
from these provisions when in her/his discretion the
best interests of the City require prompt or summary
action.
3. Causes for Disciplinary Action: Actions which are
contrary to the efficient, economical and orderly opera-
tion of the City of Winslow and contrary to standards
reasonably expected by an employer of an employee may be
cause for disciplinary action. Some. specific actions
which may be the cause of a disciplinary action are
listed below. These actions are only examples of such
causes and are not intended to be exhaustive.
a. Use or possession of intoxicating beverages or
illegal drugs on tine job or .arrival on the job
while under the influence of such beverages and/or
drugs;
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b. Insubordination to department head or superiors;
c. Absence without first notifying and securing the
department head's permission;
d. Excessive absence or tardiness;
e. Commission of a felony or misdemeanor involving
moral turpitude;
f. Using religious, political or fraternal influence
in a manner that interferes with the business of
the City;
g. Accepting fees, gifts or other valuable items from
the public as reward for performance of official
duties;
h. Unauthorized use of City funds or equipment;
i. Use of City authority for unauthorized purposes;
j. Falsification of leave or work records;
k. Violation of any city policy departmental regula-
tion or administrative directive;
1. Actions not in the best interest of the City; or
m. Unethical or dishonest actions, includin~~ the
dissemination of false information or reports
concerning another city employee, appointee or
council member.
4. Department Heads' Responsibility: It is the Department
Head's responsibility to evaluate behavior, communicate
adequately with employees regarding their behavior and
finally administer discipline if necessary.
The form and severity of discipline is to be determined
by Department Heads. It should be based on an objective
evaluation of the circumstances and facts.
5. Types of Disciplinary Action:
a. Verbal Warning will be given for minor infractions,
first incidents, moderate infractions.
The Department Head will:
i. discuss the cause for the oral warning .with
the employee in private;
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ii. outline proper behavior for future reference;
and
iii. place a memo in the employee's file notin~~ the
cause for the disciplinary action and the date
it was administered.
b. Written Warning will be given for moderate infrac-
tion, repeated instances of an action, action
repeated following oral warning.
The Department Head will:
i. discuss the cause for the written warning with
the employee;
ii. provide the employee with a copy of the
written warning;
iii. outline proper behavior .for future reference;
and
iv. place a copy of the written warning in the
employee's file noting the date it was
administered.
c. Sus ension: The most severe form of discipline
short of termination, for severe infractions or
actions repeated following written warning.
Suspension may be with or without pay.
The Department Head will:
i. Thoroughly review the employee's action and
previous disciplinary actions (if any). Make
a determination that suspension is appro-
priate.
ii. If the suspension is with pay, notify the
employee verbally of the suspension to begin
immediately. If the suspension is without
pay, conduct a disciplinary hearing as
outlined in Section C.
iii. Notify the Mayor of .the suspension.
iv. Prepare a memo which: (a) details the reasons
for the suspension citing as many specific
dates and actions as possible; (b) sets forth
the duration and conditions of the suspension;
and (c) discusses consequences of future
infractions.
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v. Place a copy of the memo in the employee's
personnel file noting the date the action was
discussed with the employee and supply the
employee with a copy.
d. Demotions: When an employee is unable to perform
certain tasks or responsibilities of the job but
could function effectively in a position with less
difficult tasks or less responsibility and an
opening exists in such a position or a new position
is created.
The Department Head will:
i. Thoroughly review the employee's inability to
perform specific tasks or responsibilities.
Make a determination that demotion is appro-
. priate.
ii. Discuss the demotion with the Mayor.
iii. Prepare a memo (a) detailing reasons for the.
demotion citing specific incidents as
possible; (b) setting forth the duration and
conditions of the demotion; (c) discussing
consequences of future infractions.
iv. Discuss the demotion and the memo thoroughly
with the employee making sure .the employee is
fully aware of the reason for the demotion.
If the demotion involves a reduction in pay
and/or benefits, conduct a disciplinary
hearing as outlined in Section C.
v. Place the memo in the employee's file and
supply the employee with a copy.
e. Discharge will occur for the most severe infrac-
tions or in cases where continued employment would
be a serious detriment to the City. A discharge
may be preceded by less severe disciplinary actions
but may be administered without any prior discipli-
nary action when circumstances warrant such action.
Discharge may be immediate.
The Department Head will:
i. Discuss the recommendation for discharge with
the Mayor so that all. facts and circumstances
have been reviewed and thare is adequate
justification and documentation for thz
discharge.
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ii. If the supervisor's opinion is that immediate
discharge is necessary the employee should be
suspended until the recommendation is reviewed
by the Mayor and the required memo is
prepared. Suspensions shall follow procedures
set forth above.
iii. Discuss the discharge with the employee citing
as any reasons and dates as is possible, and
setting an effective date for the discharge.
iv. Prepare a memo detailing the reasons for the
discharge citing as many specific dates and
actions as possible and setting an effective
date of the discharge.
v. Provide a copy of the memo to the employee.
vi. Conduct a pretermination hearing as outlined
in Section C.
vii. If the discharge is immediate, check out tools
or employee work station and make arrangements
for handling final pay.
viii. Place a copy of the memo in the employee's
file noting the date the action was discussed
with the employee.
ix. Final pay shall be paid as provided in the
Discharge section below.
f. Appeals of Disciplinary Actions
An employee may appeal disciplinary actions through
the City of Winslow grievance procedure.
B. Civil Service
See appropriate section of Civil Service Rules -- Appendix A.
C. Pretermination and Disciplinary Hearings
A pretermination or disciplinary hearing shall ba conducted
in the following manner before an employee is terminated for
cause or before a disciplinary action is taken which results
in a decrease or loss of pay and/or benefits:
1. Hearing.
a. The Department Head shall meet with the employee
and conduct the pretermination hearing.
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b. The employee shall be informed of all reasons for
the proposed action.
c. The City shall not be required to present any
evidence at the hearing, such as testimony of
witnesses or production of physical objects.
d. Only the terminated or disciplined employee shall
be permitted to respond to the charges by explain-
ing his or her side of the story, unless the City
agrees to hear testimony from other individuals at
the employee's request. An oath shall be admi-
nistered to the employee and any other individual
who testifies on the employees' behalf prior to
their testimony. Cross-examination or confronta-
tion of adverse witnesses is not required.
2. Decision. A decision to affirm, modify or reverse the
termination or disciplinary decision shall. be made
within thirty days of the hearing. ~Iritten notice of
the decision shall be supplied to the employee.
3. Suspension of Em loyee Prior to Hearing. If the Mayor
perceives a significant hazard or detriment to the best
interests of the City in keeping the employee on the job
until the pretermination hearing occurs, the employee
shall be suspended with pay until a decision is rendered
following the hearing.
SECTION 11. OUTSIDE EMPLOYMENT
Outside employment must meet the following criteria:
A. The job creates no appearance of impropriety and creates no
conflict of interest.
R. The job is not a job which requires the employee to do work
during regular working hours.
C. The job does not compete with any other City function,
including "on call" responsibilities.
D. The job does not render the .employee unable or less able to
perform his City job efficiently.
E. The employee is not working for individuals whose. work he/she
inspects for compliance.
F. The employee- does not use City property, equipment, tools,
and the like in the outside employment.
G. A written statement is furnished in which the employee and
the outside employer agree to hold the City of Winslow harm-
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less against any and all claims for injury to the employee,
his/her outside employer and any third parties and/or for
property damage resulting from or in consequence of the
outside job.
H. The employee does not claim any vacation credit, holiday or
overtime pay from the City as a consequence of the outside
employment.
I. The employee provides prior written notice and obtains prior
approval from the department head in advance of doing each
job. The notice shall specify: (a) the nature of the job;
(b) the employer; (c) hours of work expected.
SECTION 12. CONFLICT. OF INTEREST AND NEPOTISM
Employees should be free of conflicts of interest where perfor-
mance of their assigned duties could directly benefit themselves
or their families. An employee should discuss any potential
conflict of interest with his/her department head. Department
heads may reassign the employee, make agreements necessary to
avoid conflict, find that no conflict exists or take other
appropriate action.
Where due to marriage or other events, two or more employees
become related and due to supervisory assignments an appearance of
favoritism may be created, the Mayor, in her/his sole discretion,
may reassign or terminate one or more of the employees to correct
such an appearance. The affected Department Head shall make
recommendations to the Mayor regarding reassignment or
termination.
SECTION 13. USE OF CITY TELEPHONE
Personal calls should not interfere with performance of assigned
work. Employees shall not place long distance telephone calls to
be charged to the City for personal business.
SECTION 14. CONTACT WITH NEWS MEDIA
Department heads will be responsible for all contacts with the
news media whether initiated by the City or the media. Department
heads may delegate this responsibility to staff members.
Any information given to the media shall be factual, correct and
within the realm of the business of the department under direction
of the department head. Speculation and information exempt fr~~m
public records requirements should be avoided. No information.
about employees or elected. officials' personal lives or exempt
personnel information should be divulged at any time.
- 16 -
SECTION 15. USE OF PERSONAL PROPERTY WHILE ON THE JOB
Use of an employees personal property while on the job will be
entirely at the employee's own risk. This City will not reimburse
or compensate employees for lost, stolen, or damaged property.
SECTION 16. SAFETY
At all times the department heads shall at all times require
employees to work in a safe manner and in a safe environment as
provided by state and federal law. They shall require that
employees are well acquainted with safety rules and shall make
certain that such rules are uniformly applied. Employees shall
report any unsafe working practice or environment to their super-
visors as soon as such unsafe condition. is identified. The
department head will determine what procedures, if any, are
required to render the condition safe.
SECTION 17 WORKER'S COMPENSATION
All non-LEOFF employees of the City will be covered by and subject
to the provisions of state worker's compensation. Any employee
receiving sick leave with pay who is eligible for time-loss
payments under worker's compensation shall for the duration of
such payments receive only that portion of the employee's regular
salary which together with said payments, will equal the
employee's regular salary. Full time LEOFF employees are provided
such coverage under LEOFF system as defined by RCW 41.26.
SECTION 18. SUPERVISORY RESPONSIBILITIES OF DEPARTMENT HEADS
A. Responsibilities.
Department heads are responsible for all activities of their
departments and employees. Department heads are accountable
to the Mayor. Duties may be delegated but the overall
accountability is retained by the department heads. Specific
duties of such department head are outlined in the job
description. The following are general supervisory responsi-
bilities for all department. heads:
1. Providing direct supervision or delegating direct
supervision to another employee;
2. Training;
3. Discipline;
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4. Performance evaluation;
5. Promotion;
6. Safety;
7. Coordination of leave;
8. Establishing work assignments, shifts; and
9. Adjusting schedules or requesting approval for overtime.
B. Training
Department heads will encourage training opportunities for
employees. Department heads will develop training programs
within the department to meet department and city needs and
to prepare employees for promotion to positions of greater
responsibility.
Training seminars, classes, workshops or other off premises
opportunities are often available to City employees. The
budget will include funds for such training opportunities, if
funds are available. Employees should apply to department
heads who will grant or refuse permission based on the
subject covered, cost and budgeted expenditures. Department
heads should utilize funds for the most worthwhile programs
for the most people.
SECTION 19. PERFORMANCE EVALUATION
A. Employee evaluations when used on a regular and continuing
schedule create open communication between the. employee and
the department head regarding the. job. and the work assigned,
the employees' performance and means of improving .employee
productivity. Zt also provides information to the employee
regarding standards of measurement, promotion and salary
opportunity.
R. The City shall .attempt to provide a written evaluation for
each employee by the department head mid-way in the probation
period, then again at the end of probation. After probation
evaluation should be annual at minimum. Evaluation may be
requested by the employee more frequently and the department
head may schedule additional evaluations for corrective
purposes as needed.
C. Department heads should comply with the following procedure:
1. Notify the employee 24 hours prior to performance review
and supply the employee with a copy. of the previous
evaluation.
- 18 -
2. Complete the department evaluation form. Forms may be
chosen by the department head, but must have the date of
the evaluation, space for written comments by the
department head and the employee, and signature lines.
3. Review the evaluation form with the employee in a loca-
tion free from interruptions and away from other
employees.
4. Allow the employee ample time to discuss the written
form and the oral review.
5. Request that the employee sign the form. By signing an
evaluation form an employee is not agreeing with the
evaluation, merely acknowledging that a performance
review was completed. Employees who disagree with their
performance evaluation may state objections in writing
on the evaluation form or a separate sheet of paper
which will be attached to the form.
6. The evaluation form and any attachments will be placed
in the employee's personnel file.
7. Appeals of performance evaluations may be made through
the grievance process.
SECTION 20. GRIEVANCE PROCEDURE
A. Non Civil Service
A grievance shall be defined as a complaint against the
interpretation or application of this personnel policy,
salary ordinance, approved benefits, department policy
manual, or job description. Any alleged grievance shall be
taken up by the employee with his/her department head within
five working days of the occurrence. The employee and the
supervisor will make every effort to settle the grievance at
this stage promptly.. If no settlement satisfactory to the
employee is reached, the employee must initiate the following
procedure no later than ten working days from the date of the
occurrence of the alleged grievance.
1. Grievant
a. The grievant shall complete a Grievance Form and
describe the condition or procedure about which the
grievance is made, the conditions causing the
problem, and the relief sought.
b. The grievant shall immediately give the form to
his/her Department Head.
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2. Department Head -- The Department Head will review the
problem, complete the form and forward it to the Mayor
within five (5) working days.
3. Mayor -- The Mayor shall:
a. Consider the grievance form as submitted;
b. Meet with the grievant and the Department Head;
c. Consult with such persons who might be helpful in
resolving the issue, if deemed necessary;
d. Review all pertinent job descriptions, personnel
policies, resolutions, ordinances, evaluations, as
necessary;
e. Arrive at a decision and present the decision in
writing to the grievant and the Department Head
within one work week; and
f. Have the grievance form signed by both grievant and
Department Head.
4. The completed grievance form shall become CONFIDENTIAL
and shall be subject to the rules of confidentiality
applicable to employee records.
B. Civil Service
See appropriate. section of the Civil Service Rules - Appendix
A.
- 20 -
CITY OF WINSLOW
GRIEVANCE FORM
GRIEVANT
DEPARTMENT /JOB TITLE
ADDRESS. /PHONE
1. DESCRIPTION OF GRIEVANCE: Describe the problem or procedure
about which the grievance is made and the relief sought. Attach
additional pages if necessary. Return this form to your
Department Head.
2. DEPARTMENT HEAD COMMENTS:. Describe problem. and recommend
action to solve it. Return to the Mayor within five (5) working
days. Attach additional pages if necessary.
Date received by Department Head
Date Department Head Signature
Above Department Head Action is _/Acceptable _/Not Acceptable
Date Grievant Signature
- 21 -
SECTION 22. POLICY ON_SEXUAL HARASSMENT
A. Sexual Harassment Explained. Harassment on the basis of sex
is a form of sex discrimination and is an unlawful employ-
ment practice in violation of State and federal law. Sexual
harassment includes unwelcome sexual advances, requests for
sexual favors, or other verbal or physical conduct of a
sexual nature when:
1. Submission to such conduct is made either explicitly or
implicitly a term or condition of an individual's
employment; or
2. Submission to or rejection of such conduct by an indi-
vidual is used as the basis for employment decisions
affecting such individual; or,
3. Suc'n conduct has the purpose or effect of interfering
with an individual's work performance or creating an
intimidating, hostile, or offensive working
environment.
B. Statement of Policy. It is the policy of the City that
sexual harassment will not be tolerated. All employees are
prohibited from engaging in the harassment ~~on the basis of
sex of any other employee or other person in the course of,
or in connection with employment. Retaliation against
employees. who file complaints of sexual harassment is
prohibited.
C. Examples. The following is a list of behaviors which are
inappropriate and/or constitute illegal sexual harassment,
and which shall be in violation of City of Winslow personnel
policies. This list is meant to portray examples only, and
is not all-inclusive.
- Negative or offensive comments, jokes or suggestions
about another employee's gender;
- Obscene or lewd sexual comments, jokes, or suggestions;
- Slang, names or labels such as "honey", "sweetie",
"boy", "girl", that others find offensive;
- Talking about or calling attention to another's sexual
characteristics in a negative or embarassing way;
- Laughing at, and in the case of a supervisor, ignoring
or not taking seriously an employee who experiences sexual
harassment;
- .Displaying on City property any pictures, carto~~ns, or
calendars depicting nudity or sexual overtones;
- 2 '' -
- Persistent invitations for dates which do not stop when
the response is negative; and
- Uninvited and deliberate touching or "accidentally"
brushing against a person's body.
D. Procedure for Reporting Harassment
1. An employee subjected to any form of sexual harassment
should report such activity to his/her supervisor,
department head, or directly to the Mayor.
2. In any case in which the supervisor is witness to or
aware of a situation of sexual harassment of any City
employee, the supervisor shall immediately notify the
offending party that such harassment is not appropriate
and will not be tolerated. Ultimate disciplinary
action will await completion of the reporting proce-
dure.
3. A supervisor is required to promptly report sexual
harassment cases to his/her department head, who, in
turn is required to promptly report the matter to the
Mayor. Such reports to superiors and the Mayor are to
be made regardless of how knowledge ~of the case was
acquired.
4. The department head shall with due diligence, investi-
gate and submit to the Mayor a report settiny forth the
facts of the case and a recommendation for action.
E. Sexual Harassment by Non-City Employees. It is acknowledged
that it is possible for sexual harassment of City employees
to occur as the result of actions by non-City employees. It
is the policy of the City to create a working environment
free from such behavior. In the event any individual is
aware of any sexual harassment of any City employee by a
non-City employee, the reporting procedures set forth in
paragraph four shall be followed. It shall be the depart-
ment head's responsibility to take reasonable precautions
necessary to ensure the sexual harassment does not reoccur.
F. Disci linary Action. An employee who violates this policy
shall be subject to disciplinary action which may include
discharge.
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ARTICLE IV: COMPENSATION AND BENEFITS
SECTION 1. WORKING 80URS
Those hours spent in direct service for the City.
A. Included: Dealing with the public, working on City property,
working in City facilities, working with City equipment,
police officers' court appearances, responding to emergency
calls (only the time spent on making the call), driving time
for attending conferences or meetings in other cities.
Employees who are not able, due to the nature of the work, to
take intermittent rest periods equivalent to ten minutes for
each four (4) hours worked shall be allowed a ten minute
break each four (4) hours by their supervisor.
B. Not Included: Time spent in City or personal vehicle driving
to or from work daily. "Standing by" or "on call" time where
the employee can follow his own pursuits, meal breaks (Each
employee has at least 30 minute work breaks during each 8
hour work day at a time set by the department head.)
C. FLSA: Working time shall be determined in accordance with
the Fair Labor Standards Act (FLSA) for non-exempt employees.
These provisions are for general descriptive purposes and do
not create any additional benefit not contemplated by the
FLSA.
SECTION 2. WORK WEER
A. The work week and work schedule are specified in the
employee's job description or are .assigned by the employee's
department head.
B. The following work weeks may be assigned to full time
employees other than public safety employees entitled to
exemptions under the FLSA: 40 hours/week;
C. Apart time employee's work week and work schedule are speci-
fied in the employee's job description or are assigned by the
department head.
D. The work week begins just after midnight Saturday morning and
ends at midnight the following Friday night..
SECTION 3. EFFECT OF LEAVE ON WORK WEER
Any authorized leave shall be considered the same as hours worked
in determining the number of hours worked in a week, provided that
for the purposes of the Fair Labor Standards Act such leave shall
not be used in determining FLSA overtime.
'' 4 -
SECTION 4. ATTENDANCE
An employee must be in attendance on the job in accordance with
the rules regarding the work day, holidays, and leave contained in
this document.
A. Absence from work: An employee will not be absent from work
without prior approval from his/her supervisor. If prior
arrangements cannot be made due to sudden onset of illness or
other reasons, an employee, who for any reason cannot report
for work, will notify his/her department head as early in the
day as possible. The employee will notify his/her department
head on a .daily basis unless other arrangements have been
made. Any unauthorized absence of an employee from duty will
be an absence without pay and may be cause for a disciplinary
action.
B. Inclement weather: Employees are expected to be at work even
during inclement weather unless notified that City Hall is
closed by their department heads or unless information of the
closure has been broadcast on the radio. Department heads
may allow employees to adjust schedules during inclement
weather.
SECTION 5. ADJUSTED SCHEDULE
A. Exempt employees who must work more hours than their assigned
work week will take compensatory time (Comp Time) off,
equivalent to the number of hours .worked beyond their
assigned work week. Such compensatory time hours accumulated
will be combined with annual leave and will be included in
the maximum number of hours that may be carried from one
calendar year to the next.
B. Non-exempt employees may not work more hours t'zan their
assigned work week unless overtime is authorized by the
Mayor. The department head will adjust the employee's
schedule within the employee's assigned work week so as not
to exceed 40 hours.
C. If an employee is required to work on a day obser°~ed as a
City holiday, the employee will accrue 8 hours of time for
the holiday plus regular time for any hours worked during
that day. A schedule adjustment may be required if the
employee will accumulate more than the number of hours in the
employee's work week unless overtime is authorized.
SECTION 6. OVERTIME (HOURS WORKED IN EXCESS OF THE REGULAR WORK
WEEK)
A. When a department head foresees the need for. any non-axe-npt
employee to work more than the assigned work week, prior
- 25 -
approval of the Mayor is required, except in an emergency
situation when it is impossible to obtain prior approval.
The Mayor (or Deputy Mayor in the Mayor's absence) has sole
authority to approve overtime work for any employee.
R. Non-exempt employees shall be paid 1.5 times the regular
hourly rate for authorized overtime. Employees may choose
compensatory time off in lieu of overtime pay. Such compen-
satory time shall be accumulated at time and one half rate.
The employee shall indicated the choice for compensatory time
in writing on the time sheet on which the authorized overtime
is recorded.
C. Any compensatory time or other hours credited toward annual
leave shall be considered "leave" once credited and will be
subject to all regulations which apply to annual leave.
SECTION 7. RECORD OF VACATION AND COMPENSATORY TIME
The payroll clerk will maintain accrued annual leave and compensa-
tory leave time records. These records will be distributed
monthly to the Mayor, the Council Personnel Committee, and
applicable sections to each department head.
SECTION 8. SALARIES
A. Maximum salaries shall be established by ordinance during the.
budgeting process.
B. A salary less than the maximum may be paid to wn employee
upon the recommendation of the department head. This salary
may be increased at any time during the year provided that
the budgeted annual salary for that position is not exceeded.
C. Adjustments to increase the budgeted annual salary shall not
be made except by ordinance.
D. Employees will be paid monthly 1/12th of their annual salary.
Payday will be the last working day of the month. .Employees
may request a draw equal to 1/24 of their annual salary to be
paid on the 15th day of the month or the preceding workday iE
the 15th falls on a weekend or holiday.
E. Adjustments in pay (such as for overtime) will be made as
necessary for each regular employee on an hourly rate by
dividing the annual- salary by the total annual hours
assigned.
- 26 -
SECTION 9. WORK-RELATED EXPENSES
A. Travel
Employees will be reimbursed mileage (when using personal
automobiles) meals, ferry fare and other actual expenses when
incurred in the connection with city business or activities,
provided that such business or activities have been approved
in advance. The rate/mile for use of personal automobiles is
set by Council resolution and is subject to change.
Employees may check with a department head for the current
rate. Expenses shall be claimed on the approved Claims for
Expenses Form (a copy of this form follows this section).
Payment of such claims requires City council approval so
claims for the preceding month should be submitted three
working days prior to the 2nd Council meeting of the month.
B. Expenses other than travel
Expenses other than travel expenses, and emergencies where
normal City purchase procedures cannot be followed, may not
be claimed for reimbursement. All such purchases should be
made through regular City purchase procedures.
SECTION 10. LONGEVITY BONUS
The City encourages the long term employment of its employees.
Additional compensation for longevity is as follows:
Total Years of Service
0-3
4-6
7-9
10-12
13-15
16-18
19-up
Extra Pay/Month
$ 0.
10.
20.
30.
40.
50.
60.
SECTION 11. EMPLOYEE BENEFITS - SUMMARY
A. Contributed by the City as required by law.:
FICA (Social Security)
LEOFF ( Law Officers only)
Unemployment Compensation
Medical Aid and Supplementary
1/2 premium required.
Industrial Insurance (Workers
Full premium required
Pension (Workers Compensation
Compensation)
- 27 -
B. Contributed by the City as benefit to Employees:
PERS (Public Employees retirement for non-law enforcement
employees)
Private Retirement program for non-LEOFF eligible police
officers
Medical Aid and Supplementary Pension (Workers Compensation
1/2 premium contributed
Health Care Plan (Washington Physicians Service) Employee
and dependents
Dental Care Plan (Washington Dental Service)
Employee and dependents
Vision Service
Employee and dependents
Holidays - 11 days per year
Annual Leave - as specified below
Sick Leave - 12 days per year
Bereavement Leave
Military Leave
Civil Leave
Longevity Bonus
C. Allowed by the City as employee voluntary payroll deductions:
Deferred Compensation Program
Savings Program (Credit Union)
D. In the event of conflict between these provisions and any
policy or plan document, the later shall control. Copies of
policies and plan documents are available upon request.
SECTION 12. ELIGIBILITY
A. FULL TIME EMPLOYEES: Shall receive all benefits approved
by the City council.
B. PART TIME EMPLOYEES: Shall receive only those benefits
required. by state or federal law.
C. TEMPORARY EMPLOYEES: Shall receive only those benefits
required by state or federal law.
D. PROBATIONARY EMPLOYEES: Must complete probationary period to
be entitled to use annual leave benefits. However, once
certified to regular employee status, this leave will accrue
from date of hire. All other benefits approved by the City
Council .apply.
E. CIVIL SERVICE EMPLOYEES: Shall receive all benefits approved
by the City Council; provided that where a benefit is speci-
fically covered by the Civil Service Ordinance or Rules as
now or hereafter amended, the specific section of that
Ordinance shall control.
- 23 -
F. SUBSIDIZED EMPLOYEES: Shall be treated as all other
employees except as specifically provided for by Federal or
State regulations governing the funding program.
SECTION 13. ANNUAL LEAVE
A. Annual leave shall be earned at the following rates by full
time employees:
0-4 years of service: 10 days/year (6.75 hrs/month)
5-9 years of service: 12 days/year (8 hrs/month)
10-14 years of service: 15 days/year (10 hrs/month)
15-20 years of service: 20 days/year (13.50 hrs/month
20- or more years: 15 hours/cnonth
B. Employees must use annual leave accrued each calendar year No
more than one years allotment annual hours of leave may be
accumulated at any time. The City Council may grant a
variance to this rule but should consider the long range
effects of this. Employees who, at the date of adoption of
this policy, have an excess of 160 hours of leave accumulated
will have until January 1, 1986, to use up accumulated hours.
All leave shall be used on a first in, firs.out basis.
C. Minimum increment for annual leave is one hour.
D. Upon termination of employment, regular employees will be
paid for all unexpended annual leave.
E. Department heads are responsible for approving annual. leave.
A department head may deny an annual leave request if it may
interfere with or hamper the normal conduct of the depart-
ment. Annual leave requests must be approved one week in
advance by the employee's department head.
F. Department heads will prepare a leave chart for the year for
themselves and employees by the end of January each year and
post it somewhere in the department. This chart will be
subject to review by the Mayor. Any changes to this leave
schedule must be approved 3 days prior to the leave.
G. Probationary employees are not eligible for annual leave
until the end of the probationary period although credit will
accrue from the beginning of employment.
H. Full-time employees who, due to reduction in hours for
budgetary reasons or other reasons as determined by the City,
work less than a 40 hour work week will accrue annual leave
based on the percentage of tune actually work
I. Temporary and part-time employees are not eligible for annual
leave.
- 29 -
SECTION 14. SICK LEAVE
A. Sick leave shall be earned at the rate of one day per month
for full time employees. Part-time employees will accrue
sick leave at a rate equal to the percentage of full-time
worked. Accrued sick leave shall be utilized on a first in,
first out basis.
B. Maximum accumulated sick leave shall be 90 days.
C. Sick leave shall apply to absences from work due to:
1. Illness or injury resulting in the inability to perform
the regularly. assigned job.
2. Exposure to or presence of contagious disease where on
the job presence of the employee would jeopardize the
health of others.
3. Medical or dental or optical treatment or examination if
such cannot be scheduled at non-working hours.
4. When use of prescription drugs prevents an employee from
safely or efficiently performing his/her duties. All
use of prescription drugs shall be reported to an
.employee's department head.
D. Notification
1. The employee will notify the department head (of City
Clerk/Treasurer's office if the department head cannot
be reached) at the earliest possible time on the work
day missed. Failure to notify of sick leave may result
in denial of sick leave pay.
2. Notification for sick leave for scheduled medical,
dental or optical appointments shall be made by the
employee to the department head at least 24 hours prior
to the appointment, unless the appointment is due to an
emergency condition.
3. Two weeks advance notice shall be given if possible for
planned surgery or other anticipated disability includ-
ing childbearing.
E. A medical report signed by a physician may be required for
the approval of any sick leave benefits.
F. .Disabilities caused or contributed to by pregnancy,
miscarriage, childbirth and recovery from these, are for the.
purposes of this. policy to be considered temporary disabili-
ties which are covered by sick leave policies. Accrued sick
leave may be used for such disabilities.
- 30 -
G. The minimum increment of sick leave use will be 2 hours.
H. In the event that an employee has used all of the sick leave
accumulated, the employer, with approval of the department
head may:
1. Charge the extra days to annual leave and/or accrued
compensatory time.
2. Take leave without pay (with prior approval of the
Mayor).
I. An employee who retires after 20 years or more of service
from the City of Winslow shall be compensated for sick leave
accumulated over the 90 days allowed at the rate of 1/4 of
the employee's current rate (Example: an employee has 120
days accumulated. 90 is available to use as sick leave. The
other 30 will be paid at the rate of 1/4 his/her current of
pay).
SECTION 15. BEREAVEMENT LEAVE
In the event of a death in the employee's immediate family (for
example: parent, son or daughter, spouse, sister or brother) an
employee may be granted a leave of absence with pay not to exceed
3 working days. Such leave will not affect sick leave or annual
leave.
When an employee participates in a funeral or memorial ceremony
for a person other than those in the immediate family the employee
may be granted a reasonable time off (not to exceed 1 day) for
such participation upon request to the department head. Such
leave will not affect sick leave or annual leave.
Any absence due to bereavement other than the above will require
use of annual leave or the floating holiday or leave without pay.
SECTION 16. MILITARY LEAVE
A. A maximum of 10 working days, during any period of 12 conse-
cutive months, shall be allowed any employee who is a member
of any duly established National Guard or reserve corps unit,
for the purpose of complying with state or federally impose~~
requirements.
B. Continuation of an employee's pay by the City during any
period of allowed military leave shall be contingent upon:
1. Reduction by the amount of military pay received, .and
2. Proof of the amount of military pay received, and. of
such service rendered, which shall be made in the manner
- 31 -
.
required by the State Auditor of the State of
Washington.
The employee shall notify the City at least 2 weeks
prior to any regularly scheduled military leave.
SECTION 17. CIVIL LEAVE
A. Up to ten (10) working days of civil leave shall be allowed
by the head of the department to permit any employee to serve
as a member of a jury, or to appear as a witness before a
court of law when subpoenaed.
B. Any compensation other than a travel stipend received by a
employee for the performance of such civil duties during the
employee's working day shall be deducted from the employee's
regular salary.
SECTION 18. LEAVE WITHOUT PAY
A. Absences from work in circumstances not provided for else-
where in this resolution shall be considered leave without
pay. Employees must receive the prior approval of their
department head. Any such contemplated absence in excess of
three days shall require the prior approval of the Mayor.
B. In no case shall a request for leave without pay be approved
where a balance of accrued annual and/or compensatory leave
remains to the employee's credit.
C. No vacation or sick leave benefits will accrue during leave
without pay.
SECTION 19. HOLIDAYS
A. The following shall be observed as legal holidays:
1. New Year' s Day
2. Lincoln's Birthday
3. .Washington's Birthday
4. Memorial Day
5. Independence Day
6. Labor Day
7. Veteran's Day
8. Thanksgiving Day
9. The day following Thanksgiving
10. Christmas Day
11. One floating holiday of employee's choica.
The dates for the above legal holidays shall be the dates
specified as the state legal holiday.
..
- 3' -
B. Floating holiday -- An employee must have been employed by
the City 6 months or more to be eligible for the floating
holiday. The department head will grant the day chosen by
the employee under the following conditions:
1. At least seven (7) calendar days notice must be given to
the department head prior to the day of tha floating
holiday.
2. The number of employees selecting a particular date does
not prevent the City from providing continuing public
service. In a case where the department head determines
that by granting a floating holiday continuing public
service would be affected, the employee who first
requested the date in question will be granted the day
off. The other employee may select another date.
3. The floating holiday must be taken during the calendar
year and may not be carried over from calendar year to
calendar year.
C. Holidays occurring during an employee's approved vacation
leave will not be considered as part of vacation leave
expended.
D. An employee must work the day before and the day after any
holiday in order to be eligible for the holiday, except that
an employee may be eligible if the day before or after has
been taken as approved leave.
E. Employees may be required by the department head to work on
holidays if required to carry out essential City functions
Compensation will be as follows at the discretion of the
department head:
1. Employees may take the next convenient regular work day
(or part of a work day if applicable) off. The date
cizosen must be acceptable to both the department head
and the employee, OR
2. The employee will be paid for the holiday and in addi-
tion will be paid straight time for any hours .actually
worked.
SECTION 20. ADMINISTRATIVE LEAVE
The Mayor or her/his designee may provide administrative leave
with. pay to any employee in situations where the employee is
subject to an administrative, civil or criminal investigation and
the efficient operation of the City and preservation of public
confidence call for the employee to remain off-duty pending the
conclusion of the investigation.
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ARTICLE Vs SEPARATION FROM EMPLOYMENT
SECTION 1. All separations of employees from employment in the
City will fall into the following categories:
A. Retirement
1. Uniformed Police in the LEOFF system -- requirements are
those specified by the regulations of the particular
LEOFF system to which they belong.
2. Non-LEOFF employees' -- requirements are those specified
b the PERS regulations.
B. Resignation -- Non Civil Service
1. An employee who wishes to leave employment with the City
shall file with his/her .department head a written state-
ment regarding the resignation at least two weeks before
leaving. The statement shall list reasons for leaving
and shall give a termination date.
2. The department head may waive the two week requirement
if it is in the best interests of the City. If a termi-
nation date earlier than two weeks is~agreeable to both
the employee and the department head, the employee's
salary will terminate at the date agreed upon.
3. If an employee resigns without giving. two weeks notice
of resignation, the City may deduct, from any sums due
the employee for unused annual or sick leave, an amount
up to the equivalent of two weeks salary.
C. Resignation -- Civil Service
See appropriate section of Civil Service Rules -- Appendix A.
D. Discharge - - Involuntary Termination
An employee may be discharged from City employment:
1. During or at the end of the probationary period without
cause (See section on probation);
2. As a result of a disciplinary action (See section on
discipline);
3. For unsatisfactory job performance other than related to
disciplinary action; or
4. Loss of skills,. certification or other qualifications
required for the job or other conditions which make the
employee unfit for service.
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5. Certain employees
2.08.070 and the
who serve at the
III, §10(A)(2).
E. Disability.
designated by Section 2.08.030 and
municipal code are at-will employees
pleasure of the Mayor. See Article
An employee may be terminated for disability when he/she
cannot perform the required duties because of physical or
mental impairment and the City cannot reasonably accommodate
the disabled person without undue hardship to its operation.
Action may be initiated by the employee, his/her legal
representation, or the City. Disability termination must be
supported by medical evidence acceptable to the department
head. The City may require an examination at its expense to
b performed by a physician of its choice.
Termination and retirement benefits will be those allowed for
resignation and the retirement program in which the employee
is enrolled.
Termination will be effective upon completion of investiga-
tion by the City.
F. Death
Termination will be effective on the date of death. All
compensation allowed will be paid to the beneficiary desig-
nate by the employee in the personnel file.
G. Layoff
The department head may with the concurrence of the Mayor lay
off employees for lack of work, budgetary restrictions, loss
of grant funds, or other changes that have taken place. The
City will attempt to give a minimum of two weeks notice.
Layoffs for workers performing like jobs will be in order of
individual performance as a f first consideration and then in
order of least seniority.
SECTION 2. APPEALS
A. Non Civil Service -- Appeals of any action regarding termina-
tion shall utilize the same procedure as for grievances.
R. Civil Service -- Appeals of any action regarding termination
shall be regulated by the Civil Service regulations in
Appendix A.
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SECTION 3. COMPENSATION DPON TERMINATION
A. When a full-time employee is terminated by resignation or
discharge, the following compensation will be due to the
employee and will be paid.
1. Regular salary for all hours worked up to the time of
termination which have not already been paid.
2. Longevity prorated on any regular salary not already
paid.
3. Any overtime or holiday pay due.
4. Additionally, the employee will remain on the payroll
until compensated for' all accrued annual and/or compen-
satory time Holidays occurring during this time period
shall be paid holidays and annual leave and sick leave
shall continue to accrue. The employee shall continue
to be covered by medical and other reyular benefits as
long as he/she is on the payroll.
5. If an employee resigns without giving two .weeks notice
of resignation, the City may deduct, from any sums due
the employee for unused annual or sick leave, up to an
amount equivalent to two weeks salary.
B. Except: if an employee is terminated as part of a discipli-
nary action involving falsification of leave, overtime, or
work records, compensation may be reduced by the amount due
to falsification of records as a corrective action..
C. If a probationary employee is terminated, no annual leave
will be reimbursed.
D. If an employee retires from City employment after 20 or more
years of service, he/she will be compensated for all unused
sick leave over the 90 days allowed at 25$ of current daily
salary.
ARTICLE VI: DEFINITIONS
A. CIVIL SERVICE EMPLOYEES Eull time uniformed police officers,
and police chief.
B. COMPENSATORY TIME Time off from work to compensate the
employee for overtime worked.
C. DEPARTMENT HEAD City Clerk, City Engineer, Land Use
Administrator, Municipal Judge, Public Works Supervisor, and
the Chief of Police. In consideration of department heads,
the Mayor shall be the Department Head.
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.
•
D. DISCIPLINARY ACTION Imposition of certain personnel actions k
(e.g. reprimand, warning, suspension, demotion, discharge,
etc.) as a result of conduct detrimental to the City. ~
E. DISCHARGE A separation of an employee by the City from
his/her job for reasons set forth in the Discharge section in
this manual. (Also called termination).
F. DEMOTION The movement of an employee to a job of lesser
responsibilities and with less pay.
G. EMERGENCY EMPLOYEE A person employed by the City of Winslow
for no more than 30 days.
H. EMPLOYEE A person employed by the City of Winslow.
I. EXEMPT EMPLOYEE Those employees determined to be exempt from
the overtime provisions of Chapter 49.46, RCW. They are
employees who hold elective office, executive, administrative
or professional positions and meeting qualifications as set
forth in Chapter 49.46 RCW.
J. FULL TIME EMPLOYEE An employee who is normally employed by
the City 40 or more hours a week on a regularly scheduled
year round basis.
K. GRIEVANCE A complaint against the interpretation of this
personnel policy, the salary ordinance, department policy
.manual or job description.
L. HOLIDAY A day listed as a holiday in the Holiday section of
this handbook.
M. LAYOFF The involuntary termination- of an employee for
reasons due to lack of work, budgetary restrictions, loss of
grant funds, or other changes that have taken place.
N. LEAVE An approved period of absence from work as regulated
by the Leave section of this handbook.
O. LEOFF Law Enforcement Officers and Fire Fighters rztirement
systems.
P. LEOFF EMPLOYEES Employees eligible for any LEOFF program.
Q. LONGEVITY BONUS Compensation in addition to regular salary
for employees who have worked for the City of Winslow longer
than 3 years.
R. MAXIMUM ACCUMULATED LEAVE That amount of annual and compen-
satory tlme which cane be carried over at the end of any
calendar year.
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V •
S. OVERTIME Time worked in excess of the regularly scheduled 40
hou- r work week. Or for the police department, time worked in
excess of the 60 hour shift week and FLSA requirements.
T. PART TIME EM
less than 30
U. PROBATION A
required to
perform the
assigned.
PLOYEE An employee who is employed by the City
hours per week on a continuing basis.
working test period during which an employee is
demonstrate his/her ability and capacity to
duties of the position to which he/she is
V. PROMOTION The movement of an employee to a job of greater
responsibility and/or greater pay.
W. PROVISIONAL EMPLOYEE (Civil Service) An appointment to a
position made in the absence of eligible candidates pending
the establishment of an employment list.
X. REGULAR EMPLOYEE Full time employee who has completed the
probationary period.
Y. RESIGNATION The voluntary action by an employee of termina-
tion of his employment. This must be given_.in writing.
Z. RETIRE When an employee leaves service with the City of
Winslow having completed the number of years required or is
at such age as is required by the applicable state retirement
program for full retirement benefits.
AA. SENIORITY The length of time a person has been a regular
full time employee of the City of Winslow establishes the
order. of seniority of an employee in relation to other
employees employed in like jobs.
AB. SUSPENSION Temporary removal from the duty with or without
pay of an employee for disciplinary purposes or for the
purpose of investigation of accusations brought against the
employee.
AC. SUBSIDIZED EMPLOYEES Employees whose salaries and benefits
are in whole or in part paid by the federal or state govern-
ment through the City (CETA, Summer Youth Employment, etc.).
AD. TEMPORARY EMPLOYEE An employee who is employed by the City
occasionally for any number of hours on a non-continuous
basis.
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