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ORD 71-06 ESTABLISHING ANNUAL AND SICK LEAVE POLICYORDINANCE NO. 71-6 AN ORDINANCE ESTABLISHING POLICY ON ANNUAL AND SICK LEAVE, LEGAL HOLIDAYS AND UNIFORM RIGHTS FOR CITY EMPLOYEES AND REVOKING SECTION 5 AND SECTION 6 OF ORDINANCE NO. 70-2. BE IT ORDAINED by the Council of the City of Winslow, Wash- ington as follows: Section 1: DEFINITIONS In applying the provisions of this resolution, the follow- ing definitions shall be used: (1) A full time employee is one who is employed by the City thirty hours or more a week on a regular scheduled year- round basis. (2) A part time employee is one who is employed by the City less than thirty hours a week on a continuing basis in excess of six months per year. (3) An intermittent employee is one who is employed by the City occasionally for any number of hours on a non-contin- uous and non-scheduled basis. (4) A workday is any day any particular employee would normally be at work, during any period of time in question. (5) The department heads are the City Clerk, the Mainten- ance Superintendent, and the Chief of Police. In leave approval considerations for these individuals, the Mayor shall be the de- partment head. (6) A holiday is any day listed in Section 6A of this ordinance. (7) Leave (including any holiday) is an approved period of absence from work, during which time an employee's pay con- tinues at its regular rate, except where specifically disallowed or reduced by any provision of this ordinance. (8) Maximum accumulated leave is that amount of leave which can be carried over at the end of any calendar year. Section 2: ELIGIBILITY A. Full time employees shall receive the direct benefits of this ordinance. B. Part time employees shall receive the direct benefits of this ordinance except that vacation and sick leave shall be pro-rated on the basis of full time employment (2080 hours per year. C. Intermittent employees shall not be eligible for the benefits of this ordinance. D. All new employees must complete six months of continu- ous employment to be entitled to the use of vacation or sick leave. Section 3: ADMINISTRATION A. Permanent records shall be established and maintained by the City Clerk's office for the entering of all types of leave earned and/or used by each employee in the service of the City of Winslow. B. Leave records, except for the explicit time period defined in Section 8 of this ordinance, shall be on a calendar year basis. C. Department heads shall prepare a leave chart for them- selves and employees of their respective departments; said charts shall be submitted to the Mayor on or before the fifteenth of Jan- uary, for the Mayor's review and approval. These department leave charts shall reflect known and desired periods of leave for each individual and shall be maintained by the department head. D. The expending and recording of leave shall be in the following minimum increments; Sick leave - one hour, Vacation and Civil leave - four hours, Military leave - eight hours (one day). E. Leave earned and leave expended (for entries made on the chart maintained by the City Clerk's office, and leave requested and for entries made on charts maintained by department heads) shall be color-coded thusly: Vacation: green, Sick: blue, Civil: red, Military: black. Section 4: VACATION LEAVE A. Vacation leave shall be earned at the following rates: (1) One year through Ten years of service: ten days per year (6.67 hours per month). (2) Eleven years through fifteen years of service: fifteen days per year (10 hours per month). (3) Over fifteen years of service: twenty days per year (13.33 hours per month). B. Maximum accumulated vacation leave shall be fifteen days, as a carry-over from preceeding years. C. Any portion of unexpended vacation leave may be granted an employee at any time during the year, at the discretion of the employee's department head. Section 5: SICK LEAVE A. Sick leave shall be earned at the rate of one day per month. B. Maximum accumulated sick leave shall be sixty days. C. Sick leave shall apply to absences from work due to: (1) Incapacitation preventing the performance of regularly assigned duties, as the result of illness or injury. (2) Exposure to a contagious desease, where on-the-job presence of the employee would jeopardize the health of others. (3) Medical, dental or optical treatment or examination. D. The employee's department head or the City Clerk's office, in that order, shall be notified at the earliest practical time during the employee's regular working hours, of any sick leave situation other than medical, dental or optical appointments. Sick leave requests for such appointments shall be submitted in advance. E. At the discretion of the department head, a doctorts cer- tificate shall be submitted for any period in excess of three days. Section 6: HOLIDAYS A. The following days shall be observed as holidays: 1) New Years' Day 2) Washington's Birthday lJ) Memorial Day ) Independence Day ( 5 ) Labor Day (6/ Veterans' Day ( 7 Thanksgiving Day ( 8 ) Christmas Day ( Above as enumerated in R.C.W. 1.16. 050 ) (B). If any holiday falls on a Saturday or Sunday, the preceeding Friday or following Monday, respectively, shall be observed as the holiday. (C) A department head shall have the right and the author- ity to require one or more of the employees of that department to work on a holiday. In such event, the employees so working shall have the next succeeding workday as a holiday. D. Holidays occurring during an employee's absence on leave shall not be considered as part of the leave expended. Section 7: CIVIL LEAVE A. 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 or grand jury. B. Any compensation received by an employee for the per- formance of such civil duties during the employee's working day, less cost for mileage and other allowed expenses, shall be made payable to the City of Winslow (or deducted from the employee's salary). Section 8: MILITARY LEAVE A. A maximum of ten working days, during any period of twelve consecutive 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 imposed requirements of muster. B. Continuation of an employee's pay by the City during any period of allowed military leave shall be contingent upon: (1) Reduction by amount of base pay received, and (2) Proof of the amount of base pay received, and of such service rendered, which shall be made in such manner and upon such certificate as the State Auditor of the State of Wash- ington shall require. Section 9: LEAVE WITHOUT PAY A. Absences from work in circumstances not provided for elsewhere in this resolution shall wherever possible receive the prior approval of the employee's 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 baladce of earned vacation or sick leave, as may apply, remains to the employee's credit. Section 10: ADVANCEMENT OF LEAVE A. Requests for advancement of sick leave shall be submitted to the department head, who shall make a recommendation to the Mayor and City Council for their approval or disapproval. B. At the discretion of the Mayor, an employee may be granted an advance of vacation leave not to exceed a total of five (5) days in any one calendar year. (C) An employee's earned sick leave shall be applied first to redeem any advanced sick leave approved. Section 11: VIOLATIONS AND PENALTIES A. Any employee who abuses any category of leave shall, after due evaluation by the Mayor and City Council, be subject to one of the following disciplinary actions: (1) For falsification of any leave situation resulting in continuation of payment to the employee by the City of Winslow during any period in question: suspension of employment with the City' of Winslow, without pay, for a period of up to ten working days. (2) For a second or successive act contrary to the pro- visions and restrictions of this ordinance: termination of employment with the City of Winslow, and loss of accrued benefits as provided for in Section 12 of this ordinance. Section 12: LEAVE BENEFITS UPON TERMINATION OF EMPLOYMENT: A. All employees entitled to the direct benefits of this ordinance and not otherwise excluded by detrimental actions taken in consonance with Section 11 of this ordinance, shall, in addition to any other payment due the employee, receive a lump sum payment for vacation leave earned but not used. Such lump sum payment shall be computed on an hourly basis which accounts for the base pay of the employee at the time of that employee's termination of employment. Section 13: RETROACTIVITY A. The rates for earning vacation, sick and military leave shall be in effect as of January 1, 1971. B. The number of day~ of unexpended vacation leave to an employee's credit as of January 1, 1971, shall be those amounts listed in the "allowed" columns of "Exhibit A". C. There shall be no retroactive credits for sick leave pay prior to 1971. Section 14: REPEALING A. Section 5 and Section 6 of Ordinance 70-2 are hereby revoked in their entirety. PASSED BY THE COUNCIL of the City of Winslow, Washington and approved by its Mayor this 1st day of March, , 1971. ATTEST: City Clerk -~0~H L'-- _~' O O ~ O O O O 0J i I · "~ 't_,"x ~ O O O O O O O O i I E-~.,-! H H H H H H H rt H o~ o~ 0 0 rH 0 0 0 0 I o~ I 0 o .H i I i