HomeMy WebLinkAboutR-1135 - Adopting personnel rulesCIT Y 0 F MAR Y S V ILL E
Marysville,Washington
RESOLUTION NO.II~-
A RESOLUTION OF THE CITY OF MARYSVILLE ADOPTING
PERSONNEL RULES
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF IffiRYSVILLE,
WASHINGTON,AS FOLLOWS:
Pursuant to Section 2.50.010 of the Marysville Municipal
Code,the City Council hereby adopts Personnel Rules of the City of
Marysville dated June 11,1984.Copies of said Rules shall be avail-
able for inspection during all business hours of the City at the
office of the City Clerk.Said Rules are subject to amendment by
resolution of the City Council.
ADOPTED by the City Council and APPROVED by the Mayor this
1/day of 'JYJJ£.,1984.
THE CITY OF IffiRYSVILLE
lffiYOR
ATTEST:
BY~~=CLERK
APPROVED AS TO FORM:
Resolution
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PERSONNEL RULES
OF
THE CITY OF MARYSVILLE
January 1990
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PERSONNEL RULES FOR THE CITY OF MARYSVILLE
TABLE OF CONTENTS
CHAPTER I GENERAL PROVISIONS 1
SECTION 1.
SECTION 2.
SECTION 3.
SECTION 4.
SECTION 5.
SECTION 6.
SECTION 7.
SECTION 8.
SECTION 9.
SECTION 10.
SECTION 11-
SECTION 12.
SECTION 13.
PURPOSE
SCOPE
POLICY ON EQUAL EMPLOYMENT OPPORTUNITY
VIOLATION OF RULES AND REGULATIONS
AMENDMENT OF RULES AND REGULATIONS
ADMINISTRATIVE PROCEDURES
VARIANCES • • • • • • • • • •
EXISTING BENEFITS NOT:AFFECTED
GENDER . . . . • . • • • . • .
MANAGEMENT/EMPLOYEE COMMUNICATIONS
MANAGEMENT RIGHTS
RECORDS .•••.
APPOINTING AUTHORITY
1
1
1
1
1
1
2
2
2
2
2
3
3
CHAPTER II CLASSIFICATION PLAN 4
CHAPTER III PAY PLAN
CHAPTER IV RECRUITMENT
SECTION 1-
SECTION 2.
SECTION 3.
SECTION 4.
SECTION 1.
SECTION 2.
SECTION 3.
SECTION 4.
SECTION 5.
SECTION 1.
SECTION 2.
SECTION 3.
SECTION 4.
SECTION 5.
SECTION 6.
CLASSIFICATION PLAN ESTABLISHED
MAINTENANCE OF PLAN
PLACEMENT OF POSITIONS
RECLASSIFICATION
... ... .
PAY PLAN ESTABLISHED
SALARIES . • • • • .
USE OF SALARY RANGES
ADVANCEMENT . • • •
SALARY PROVISIONS AND THE ANNUAL BUDGET
.. ..... ...
ELIGIBILITY FOR EMPLOYMENT •
EMPLOYMENT OF RELATIVES
RECRUITMENT AREA • . . . .
ANNOUNCEMENT OF VACANCIES
APPLICATION FORMS . . . .
DISQUALIFICATION OF APPLICANTS
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5
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CHAPTER V EXAMINATIONS .... . .
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SECTION 1.NATURE AND TYPE OF EXAMINATION
SECTION 2.PROMOTIONAL EXAMINATION .•.
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CHAPTER VI FILLING OF VACANCIES •··•· ·
· · · ····10
\)SECTION QUALIFICATIONS FOR APPOINTMENT 10,1-···.
SECTION 2.APPOINTMENT · ····· ····•·10
SECTION 3.PROBATION •· ·
••••·•• •
••·•10
SECTrON 4.TEMPORARY APPOINTMENTS ·•··•·11
SECTION 5.RE-EMPLOYMENT AFTER MILITARY SERVICE 11
SECTION 6.PREFERENCE GIVEN TO EXISTING EMPLOYEES ·11
CHAPTER VII EMPLOYMENT BENEFITS AND OBLIGATIONS ··13
SECTION 1-HOURS OF WORK .· ·
··13
SECTION 2.WORK BREAKS ····13
SECTION 3.DAYS OFF •· ·
•·•·•··•·13
SECTION 4.OVERTIME COMPENSATION ··13
SECTION 5.COMPENSATORY TrME ·o·•··14·SECTION 6.ATTENDANCE ··· ····14
SECTION 7.HOLIDAYS ··· · · · · ··•14
SECTION 7.5.HOLIDAYS FOR FIRE DEPARTMENT PERSONNEL 15
SECTION 8.HOLIDAY DURING LEAVE ·· ···· · ·
15
SECTION 9.DOCTOR AND DENTIST APPOINTMENTS ··16
SECTION 10.PARTICIPATION IN COMMUNITY CLUBS AND
SERVICE ORGANIZATIONS ···16
SECTION 1l.LEAVES .· ··· · ··· ·
·· ···16
SECTION 12.VACATION ·· ··· · · ·····16
SECTION 13.FORFEITURE OF VACATION TIME 17
SECTION 14.REIMBURSEMENT FOR UNUSED VACATION TIME ·17
)SECTION 15.STEPPED-UP VACATION RIGHTS · ·
·17
J SECTION 16.SICK AND DISABILITY LEAVE 18
SECTION 17 •CIVIL LEAVE WITH PAY 19
SECTION 18.LEAVE WITH PAY · ·
·· ··20
SECTION 19.LEAVE WITHOUT PAY ····20
SECTION 20.MILITARY LEAVE · ·
·· ·
·20
SECTION 2l.ABSENCE WITHOUT AUTHORIZED LEAVE 20
SECTrON 22.MATERNITY LEAVE · · · ·
· ···21
SECTION 23.BEREAVEMENT ······ ····•21
SECTION 24.REGULATION OF OUTSIDE EMPLOYMENT 21
SECTION 25.EDUCATION INCENTIVE PAY 22
SECTION 26.GARNISHMENTS ··· ·
22
SECTION 27.LONGEVITY · ·· ·
·22
SECTION 28.SAFETY EQUIPMENT ··22
SECTION 29.PART-TIME EMPLOYEES 22
SECTION 30.USE OF CITY VEHICLES 23
SECTION 3l.DISABILITY INSURANCE 23
SECTION 32.FAMILY LEAVE ··24
SECTION 33.CHILD CARE LEAVE ··26
SECTION 34.SHARED LEAVE · · ··27
CHAPTER VIII TRANSFER,PROMOTION,DEMOTION,SUSPENSION,AND
DISCIPLINE ··28.-
SECTION 1.TRANSFER · · ·
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PURPOSE
STATEMENT OF CITY POLICY
PROCEDURE
GRIEVANCE FORM
PROMOTIONS • • • • • • • • • • • • • •
DEMOTIONS • • • • • • • •
SUSPENSIONS • • •••••• •
DISCIPLINE • • • • • • • • • • •
PREDISCIPLINARY HEARING ••••••••
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2.
3.
SECTION
SECTION
SECTION
SECTION 2.
SECTION 3.
SECTION 4.
SECTION 5.
SECTION 6.
CHAPTER IX TERMINATIONS .. .
SECTION 1-DISCHARGE
SECTION 2.LAYOFF •..
SECTION 3.RESIGNATION
SECTION 4.RETIREMENT
CHAPTER X GRIEVANCE PROCEDURES
CHAPTER XI EMPLOYMENT DEVELOPMENT
SECTION 1.
SECTION 2.
SECTION 3.
RESPONSIBILITIES
TRAINING PROGRAMS
EMPLOYEE'S TRAINING OBLIGATIONS
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36
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~CHAPTER XII PERFORMANCE MAPPING • • • • • • • • •
SECTION 1.PERFORMANCE MAPPING PROCEDURE
MAP FORM .
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37
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CHAPTER XIII HARASSMENT POLICY 40
SECTION 1.
SECTION 2.
SECTION 3.
SECTION 4.
SECTION 5.
POLICY ••
HARASSMENT PROHIBITED
GRIEVANCE PROCEDURE
INVESTIGATION OF COMPLAINTS
DISCIPLINARY ACTION
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40
40
41
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CHAPTER XIV AFFIRMATIVE ACTION PROGRAM 42
SECTION 1-
SECTION 2.
SECTION 3.
SECTION 4.
POLICY STATEMENT/COMMITMENT
PUBLICITY . . . . . . . . .
RESPONSIBILITIES FOR IMPLEMENTATION
PERSONNEL PRACTICES . . . • . • • .
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43
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CHAPTER I
GENERAL PROVISIONS
SECTION 1.PURPOSE:
The purpose of these rules is to facilitate efficient
service to the pUblic and to provide a personnel management
system within the city government applicable to all employees of
the various departments in a uniform manner.
SECTION 2.SCOPE:
In those instances where these rules and regulations
conflict with collective bargaining agreements,or in cases where
these rules conflict with civil Service rules and regulations,
the provisions of the labor contract and/or the civil Service
rules shall govern.In all other cases,these rules shall apply.
SECTION 3.POLICY ON EOUAL EMPLOYMENT OPPORTUNITY:
All appointments to,or personnel actions in connection
with,any position or employee of the City of Marysville shall be
made or taken without regard to race,color;creed;sex;age;
marital status;national origin;non-disqualifying mental,
physical,or sensory disability;political,labor or religious
affiliation or non-affiliation;or the political or religious
beliefs of any applicant or employee.
SECTION 4.VIOLATION OF RULES AND REGULATIONS:
Violation of any employee rule or regulation shall be
grounds for disciplinary action.
SECTION 5.AMENDMENT OF RULES AND REGULATIONS:
Amendment to these rules and regulations shall be by
resolution of the city.Council.
SECTION 6.ADMINISTRATIVE PROCEDURES:
When deemed necessary or proper for the purpose of enforce-
ment or implementation of these rules and regulations,the city
Administrator,with the approval of the Mayor,may adopt,amend,
or rescind written administrative procedures which shall be
circulated to all department heads and the city council prior to
the effective date thereof,and placed on record in the office of
the city Clerk of the City,together with these rules and
regUlations.The same shall be open to public inspection during
normal office hours.
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SECTION 7.VARIANCES:
The City Administrator,with the approval of the Mayor,
shall have the power to vary or modify the strict application of
the provisions of these rules and regulations in any case in
which the strict application of said provisions would result in
practical difficulties or unnecessary hardships.No such
variance shall be construed as setting a precedent for other
cases.
SECTION 8.EXISTING BENEFITS NOT AFFECTED:
All leave,vacation and holiday benefits of employees of the
city Which have been earned as of the date of adoption of the
employee rules and regulations by the city Council shall continue
in full force and effect for such employees.
SECTION 9.GENDER:
Whenever words denoting the masculine or feminine gender are
used in this document,they are intended to apply equally to
either gender.
SECTION 10.MANAGEMENT/EMPLOYEE COMMUNICATIONS:
The Mayor,as the chief executive officer of the city,and
the City Administrator,as the Mayor's assistant,shall maintain
open communications with all City employees,and shall have un-
restricted access to employee records.
The city Council,as the legislative body of the city,
should not initiate or accept communications with city employees
on personnel matters without informing the Mayor or city Ad-
ministrator of the same.
SECTION 11.MANAGEMENT RIGHTS:
Nothing in these rules shall be construed as affecting or
abrogating the inherent exclusive rights of the city with respect
to matters of general legislative or managerial policy,including
the following:The exclusive right to determine the mission of
the city's constituent departments,commissions and boards;to
set standards for pUblic service;to determine the procedures and
standards of selection for employment,promotion and dismissal;
to direct and supervise all city employees;to take disciplinary
action;to.relieve employees from duty because of lack of work;
to terminate employees at will;to maintain the efficiency of
governmental operations;to determine the methods,means and
personnel by Which government operations are to be conducted;to
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take all necessary actions to carry out its mission in emergen-
cies:and to exercise complete control and discretion over the
city's organization and the technology of performing its work.
SECTION 12.RECORDS:
The Personnel Director shall maintain a personnel file for
each employee containing all relevant employment information.
Employment records shall be considered as confidential and shall
be accessible only to the employee,department head or other
officials as authorized by the Mayor or city Administrator.
SECTION 13.APPOINTING AUTHORITY:
Pursuant to RCW 35A.12.090 the Mayor shall have the power of
appointment and removal of all city employees.The Mayor may
delegate such authority,in whole or in part,to the city
Administrator or to department heads.
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CHAPTER II
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SECTION 1.
CLASSIFICATION PLAN
CLASSIFICATION PLAN ESTABLISHED:
An analysis of the duties and responsibilities of all
positions of employment in the City has been conducted and
classification plan has been adopted by the City Council.
plan shall be subject to amendment by the city Council.
SECTION 2.MAINTENANCE OF PLAN:
a job
Such
The classification plan shall be periodically reviewed by
the Personnel Director.Upon receiving approval by the city Ad-
ministrator,recommendations by the Personnel Director shall be
submitted to the city Council for adoption.
SECTION J.PLACEMENT OF POSITIONS:
All positions
sification system.
positions shall be
of employment shall be placed
Final decisions with respect
made by the city Council.
within the clas-
to placement of
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SECTION 4.RECLASSIFICATION:
Where the duties or responsibilities of a position have
materially changed and reclassification of the position appears
warranted,a request for such reclassification shall be submitted
in writing by the appropriate department head to the Personnel
Director.The Personnel Director shall evaluate the request and
forward it,together with a recommendation,to the city Ad-
ministrator.The City Administrator may request the City council
to retain a professional consultant for further evaluation.All
reclassifications must be approved by the City council.Any
reclassification of civil service personnel shall first be
approved by the Civil Service Commission.
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CHAPTER III
PAY PIAN
SECTION 1.PAY PLAN ESTABLISHED:
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As part of the classification program,a compensation plan
has been established which covers supervisory and salaried
positions.The plan consists of a series of salary ranges
graduated by standard percentage increments between two or more
steps within each range.Each class of positions in the clas-
sification plan is placed in a salary range.The compensation
for each class reflects differences in duties and respon-
sibilities.The pay plan for the city of Marysville is filed in
the office of the Personnel Director.
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SECTION 2.SALARIES:
No employee shall be assigned to a salary range not in
conformance with the salary schedule contained in the city
classification plan.Some individual salaries may exceed the
range because of previous salary assignments.
SECTION 3.USE OF SALARY RANGES:
The entry level for employees hired or promoted to a
position shall be Step A in the Salary Range for said position.
PROVIDED,that the Appointing Authority may authorize entry
levels at any step within a Salary Range for employees hired with
special experience or qualifications,or under special cir-
cumstances,where higher remuneration is necessary and ap-
propriate and serves the public interest.
SECTION 4.ADVANCEMENT:
Advancements from one salary step to another shall be in
accordance with the number of months the employee remains in each
step as set out in the step Plan.Eligibility for advancement to
Step F or G shall occur as a merit increase after one additional
year of service.Merit increases should originate at the request
of the department head,and shall not be automatic.Denial of a
step increase may be authorized by the department head:PROVIDED,
that the employee so affected is served with written notification
in advance outlining the reason for such action.
SECTION 5.SALARY PROVISIONS AND THE ANNUAL BUDGET:
All employees in the service of the City who occupy posi-
tions which fall within the classifications prescribed by the
City council shall be compensated according to the basic es-
tablished salary ranges and steps set forth in the annual budget
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adopted by the city Council pursuant to the laws of the state of
Washington.The annual bUdget,as adopted by the city council,
shall be the final determining factor for the payment of employee
compensation during the year to which said bUdget is applicable.
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CHAPl'ER IV
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SECTION 1.
RECRUITMENT
ELIGIBILITY FOR EMPLOYMENT:
Applicants shall be eligible for employment with the city of
Marysville if they are legally authorized to work in the united
States,if they possess the qualifications specified in the
position classification,and if they are physically and mentally
fit to perform the duties of the position.
SECTION 2.EMPLOYMENT OF RELATIVES:
The City discourages the practice of hiring a relative of
the immediate family.These situations:will be handled on a
case-by-case basis and will be left to the discretion of the City
Administrator.
SECTION 3.RECRUITMENT AREA:
Individuals shall be recruited from a geographical area
SUfficiently broad to assure obtaining well-qualified candidates
for the position to be filled.Recruitment will normally follow
promotion and transfer procedures insofar as they are consistent
with the best interests of the city.
"SECTION 4.ANNOUNCEMENT OF VACANCIES:
The Personnel Director,with the assistance of the depart-
ment concerned,shall prepare notices announcing vacancies 1n
employment positions.such notices shall be posted at city of-
fices for the benefit of City employees for a period of five (5)
working days before they are made pUblic.Thereafter,notices
shall be given such pUblicity as is deemed appropriate to reach
prospective applicants who are qualified for the position.Such
pUblicity shall be consistent with policies of the City's
affirmative Action Program.All notices and other pUblicity
material concerning position vacancies shall explicitly state
that the city of Marysville is an equal opportunity employer.
SECTION 5.APPLICATION FORMS:
Applications shall be submitted on forms prescribed by the
City Administrator.such forms shall provide information
covering training,experience,references,and other data as
deemed necessary.The form will be used to consider an applicant
for all positions for which his or her qualifications might be
properly used.All application forms must be signed by the
applicant.
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SECTION 6.DISQUALIFICATION OF APPLICANTS:
Applicants may be disqualified for consideration for
employment when any of the following facts exist:
a.They cannot establish their united States citizen-
ship,or their authorization to be employed in the United
States as legal aliens,in compliance with the requirements
of the Immigration Reform and Control Act of 1986;
b.They do not possess the qualifications for the
job;
c.They are not physically or mentally fit to perform
the duties of the job;
d.They have demonstrated ~n unsatisfactory employ-
ment record or personal record as evidenced by the results
of a reference check;
e.They have made false statements of any material
facts or practiced deception in their application.
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CHAPI'ER V
)EXAMINATIONS
SECTION 1.NATURE AND TYPE OF EXAMINATION:
An examination for a position may be written,oral,a
measurement of physical fitness,or any combination thereof.
Examinations shall consist of material that test the capacity and
fitness of an applicant to perform effectively the duties of the
position for which the examination is given.The necessity for
an examination and type thereof shall be determined by the city
Administrator.
SECTION 2.PROMOTIONAL EXAMINATION:
:
Whenever,in the opinion of the department head,a qualified
candidate(s)is available within the employ of the city,promo-
tional examination and interview may be used as a means of
assisting the department head in selection to fill a vacancy.If
qualified employees are not available,the department head may
request the assistance of the Personnel Director in seeking
applicants not in the employ of the City.
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CHAPl'ER VI
FILLING OF VACANCIES
SECTION 1.QUALIFICATIONS FOR APpoINTMENT:
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All appointments of city employees shall be made on the
basis of ability and training or experience of the appointees in
the duties they are to perform.Those qualities shall be
determined through careful and impartial evaluation of:
a.The level of training and experience of the
applicant relative to the requirements of the position:
b.The level of education of the applicant relative to
the requirements of the position:
c.The physical fitness of the applicant relative to
the requirements of the position:
d.The results of an oral interview:
e.Whenever practical or necessary,the results of a
valid competitive written examination or demonstration test.
f.References.
A fee to cover costs of testing may be required to be paid
by any applicant for consideration or for selection for any
position in the service of the city.
SECTION 2.APPOINTMENT:
All appointments of City employees shall be made by the
Mayor or his designee.
SECTION 3.PROBATION:
A newly-hired or promoted employee shall have a probationary
status for a period of six months.If an employee has previous-
ly worked with the city,but has had a break in service due to
some reasons other than a layoff or military service,he or she
-shall again be assigned to a probationary status.Employees may
be terminated with or without cause at any time during their
probationary period.Near the end of said period the employee's
department head will prepare a personnel performance evaluation,
and submit the same to the City Administrator,with a copy being
forwarded to the employee.The city Administrator may extend an
employee's probationary period for one additional six-month
period.At the end of probation,if an employee has not been
terminated,he or she shall be deemed to be a full-status City
employee.
In the case of promotional appointments,the promoted
employee shall be"placed in a probationary status and may be
demoted at any time during the probationary period without
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appeal;PROVIDED,that the probationary employee is reinstated in
the position from which he or she was promoted,even though this
may necessitate the layoff of the employee occupying the
position.
SECTION 4.TEMPORARY APPOINTMENTS:
Appointments to city employment other than on a permanent or
probationary basis shall be considered temporary appointments.
Temporary appointments shall be made by the appointing authority
only for the following reasons:
a.Asa SUbstitution .for a regular employee who is
absent from his or her position:
b.When recruitment difficulties make it impossible to
make a regular appointment to·-a position;
c.When bUdget appropriations provide only for
temporary employment;
d.During a state of emergency.
Temporary appointments to part-time positions shall not
entitle employees to any fringe benefits.Temporary appointments
to full-time positions may entitle employees to fringe benefits.
Temporary appointments shall serve at the pleasure of the
Mayor.
SECTION 5.RE-EMPLOYMENT AFTER MILITARY SERVICE:
All permanent employees who take leave of absence to serve
as a member of the Armed Forces of the united States shall,upon
his or her honorable discharge or completion of reserve training,
be re-employed at the request of the employee;PROVIDED,that the
employee applies for a job suitable to the employee's demon-
strated ability and qualifications within 90 days from discharge
or release.
SECTION 6.PREFERENCE GIVEN TO EXISTING EMPLOYEES:
Whenever a vacancy occurs in a permanent job position,then-
existing City employees shall be given first consideration for
filling the vacancy,based upon their length of service with the
City and their ability to perform the duties of the job.Among
the City employees who apply for a job position,the following
priorities of consideration shall be observed:
1st:Permanent full-time employees.
2nd:Permanent part-time employees (see Chapter VII,
section 29).
3rd:Temporary full-time employees (see Section 4
above).
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4th:Temporary part-time employees (see section 4
above)•
5th:Seasonal employees.
For purposes of this section,volunteer fire fighters,
police reserves and probationary employees shall not receive
preferential consideration.
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CHAPl'ER VII
.J EMPLOYMENT BENEFITS AND OBLIGATIONS
SECTION 1.HOURS OF WORK:
The normal work week for employees in the service of the
City may be 40 hours,Monday through Friday.The standard work
day shall be from 8:00 a.m.to 5:00 p.m.,with one hour for
lunch.Due to the nature of their work,some departments may
have different schedules,as determined by the city Ad-
ministrator.If an employee knows that he or she will be late
for work or absent because of illness or other reasons,it is the
employee's responsibility to contact his or her supervisor prior
to the start of shift to enable the supervisor to make the
necessary arrangements to continue the:employee's functions while
the employee is absent.Normal work week and conditions may be
modified by the city Administrator in response to bUdget require-
mentsor emergency conditions.
SECTION 2.WORK BREAKS:
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City employees are entitled to a IS-minute break during each
half-day shift.Breaks for office personnel should be taken in
designated areas.Field employees and others should take their
breaks on the job site or station premises.with the approval of
the department head,work breaks may be taken in other than
designated areas.Misuse of the work break privilege shall
SUbject the offender to disciplinary action.It shall be the
responsibility of the supervisors to enforce this rule.
SECTION 3.DAYS OFF:
Full-time employees,except for police and fire personnel,
shall have two specified days off per week.In case of emergency
or where required for the performance of essential pUblic
services,an employee may be required to work on the days he or
she is normally off.
SECTION 4.OVERTIME COMPENSATION:
Overtime shall be paid for each hour in excess of one-half
hour of work beyond the normal 40 hours of work in a seven-day
period for employees working standard eight-hour shifts.
PROVIDED,that overtime must be approved in advance by the
department head,except in emergency situations.An employee
shall receive overtime pay to the nearest half hour.Overtime
pay shall be calculated at 1.5 times the employee's base hourly
rate on a non-pyramiding basis.The hourly rate of a salaried
employee shall be determined by dividing the annual salary by
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2,080 hours.Department heads and other non-union supervisory
personnel are not eligible for overtime compensation.
SECTION 5.COMPENSATORY TIME:
Department heads and other non-union supervisory personnel
who are not eligible for overtime compensation,and any other
employees designated by the city Administrator,shall be eligible
for compensatory time.Compensatory time shall only be granted
upon prior approval by the city Administrator,or his designee.
It shall be scheduled as soon as possible after accrual and with
due regard for the wishes of the employee,insofar as this can be
accomplished without detracting from the sound and orderly
administration of the department involved.Accruals of not more
than 40 hours may be carried over to the following calendar year.
The purpose of compensatory time is to allow an employee short
periods of time for personal business.:It is not to be used as
an additional vacation benefit.No employee may take more than
2 days (or 2 shifts)of compensatory time off at anyone time.
Earned or accrued compensatory time will be documented on city
forms,including the date,number of hours,and the activity for
which compensatory time is being claimed.Compensatory time will
not accrue until a minimum of one-half hour has been earned.An
employee cannot convert compensatory time to cash compensation
under any circumstances.
SECTION 6.ATTENDANCE:
Employees are expected to be ready in all respects for work
and at their place of work in accordance with the personnel rules
and regulations regarding hours of work,holidays and leaves.
All departments shall keep daily attendance records.An employee
shall not be absent from work for any reason other than those
specified in these rules and regulations without making prior
arrangements with his or her supervisor.Any unauthorized
absence of an employee from work may be cause for disciplinary
action.
SECTION 7.HOLIDAYS:
The following days shall be considered as holidays for all
full-time employees,except for uniformed ranks of the Police and
Fire Departments:
HOLIDAY
New Year's Day
Martin Luther King's Birthday
President's Day
Memorial Day
4th of July
Labor Day
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DATE TO BE OBSERVED
January 1
3rd Monday of January
3rd Monday of February
Last Monday in May
July 4
1st Monday in September
veteran's Day
Thanksgiving Day
Day after Thanksgiving
Christmas Day
Floating Holiday
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November 11
4th Thursday in November
4th Friday in November
December 25
Employee's choice,subject
to stipulations below
If any such holiday falls on a Saturday,it shall be
observed on the preceding Friday.If any such holiday falls on a
Sunday,it shall be observed on the following Monday.An
employee must work the day preceding and the day following a
holiday or holiday weekend to receive holiday pay,unless the
employee is on authorized sick leave,vacation time,or on
compensated time:sick leave for said days will not be approved
without certification from a bona fide medical doctor that the
employee was in fact sick,or without specific approval by the
City Administrator.;
Employees,except department heads and other non-union
supervisory personnel,whose regUlar work schedule requires them
to work on any of the listed holidays shall receive wages at the
half-time rate of pay in addition to their regUlar pay.Tem-
porary,seasonal employees shall not be entitled to holiday pay
unless otherwise approved by the city Administrator.Authorized
holidays which occur during vacation shall not be charged against
vacation time.
All regUlar full-time employees who have been continuously
employed by the city for six months are eligible to take a
floating holiday with pay.Those'who have been employed for less
than six months in a calendar year do not earn a floating holiday
for that year.The employee must give 14 days'notice prior to
the requested day on floating holiday and will be subject to
approval by the department head.The floating holiday must be
taken during the calendar year or it will be lost to the em-
ployee.
SECTION 7.5.HOLIDAYS FOR FIRE DEPARTMENT PERSONNEL:
In lieu of holiday privileges specified in Section 7 above,
all full-time uniformed personnel of the Fire Department shall
receive five shifts worth of holiday time per calendar year.
Said shifts shall be scheduled with the consent of the Fire Chief
and the city Administrator.Holiday benefits shall be prorated
for partial years of employment.
SECTION 8.HOLIDAY DURING LEAVE:
When a holiday falls within a period of paid leave,the
holiday shall not be counted as a leave day in computing the
amount of leave debited.
15
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SECTION 9.DOCTOR AND DENTIST APPOINTMENTS:
If an employee needs to see a doctor or dentist during the
scheduled work day,sick leave time may be used.Use of lunch
periods for such appointments is encouraged.
SECTION 10.PARTICIPATION IN COMMUNITY CLUBS AND SERVICE
ORGANIZATIONS:
It is in the public interest to have city employees actively
and visibly participating in clubs and organizations dedicated to
public service within the greater Marysville community.All City
employees are encouraged to join such clubs and organizations.
Upon receiving prior approval from the city Administrator,
attendance at meetings and functions of such clubs and organiza-
tions shall be allowed during working hours.All membership
costs and expenses shall be borne by the employees themselves.
SECTION 11.LEAVES:
The following types of leaves are officially established and
shall be in effect unless otherwise provided:Vacation,sick
Leave,Disability Leave,Jury Service,Leave with pay,Leave
without Pay,Military Leave,Maternity Leave,Bereavement Leave,
Family Leave,Child Care Leave.
SECTION 12.VACATION:
..';Vacation for members of.collective bargaining units shall be
}earned at the rate specified within the collective bargaining
agreement.vacation allowance shall be earned by permanent
non-union employees on a monthly basis according to the following
schedule:
YEARS OF EMPLOYMENT
1 through 2
3 through 5
6 through 10
11
12 through 13
14 through 15
16 through 17
18 through 19
20 and more
DAYS OF VACATION
10 -t.,.V7
12 _~
15 -/0
20 _13.33
21-/6'i/1'1.-~Ii{
_22 /'I.(pI,
23 15'.3'3
24 /~.()t>
25 /fD."1
FULL-TIME UNIFORMED PERSONNEL OF THE FIRE DEPARTMENT:
YEARS OF EMPLOYMENT SHIFTS OF VACATION
)
1 through 4
5 through 9
16
4 shifts ( 96
6 shifts (144
hours)r
hours)
J.J.
:J~;"/l.s ~I~
/l rt',{'"/Q ~/
---------------------------------------
10 through 19
20 and more
8 shifts (192 hours)Ji~
10 shifts (240 hours)~o
:
vacation may be taken as it is accrued after the employee
has completed his probationary period.
The maximum allowable accumulation of unused vacation time
shall be the number of vacation days which the employee could
have earned over a period of two years.
vacation will not accrue if an employee is on leave or
suspension without pay for 11 or more days in one month (88
working hours in one month).
Temporary or seasonal employees shall not be entitled to
vacation benefits.
In the event a holiday falls within an employee's vacation
period,it shall not be counted as a day of vacation.
vacations shall be scheduled at such times as the Department
Head and city Administration find most suitable after considering
the wishes of the employee and the requirements of the Depart-
ment.
SECTION 13.FORFEITURE OF VACATION TIME:
Any vacation earned which exceeds the maximum accumulation
allowable shall be forfeited by the employee.Each department
may allow an employee (upon that employee's anniversary date)to
take vacation which would be invalidated by virtue of the
accumulation beyond the maximum,subject to the operating
efficiency of the City.
SECTION 14.REIMBURSEMENT FOR UNUSED VACATION TIME:
A maximum of 240 hours of the employee's accumulated
vacation will be paid as severance pay upon voluntary termination
or permanent reduction in force after one year of continuous
service with the city;PROVIDED,that in the case of voluntary
termination the employee must give the City two weeks'notice
prior to separation or forfeit said payment for accumulated
vacation.
SECTION 15.STEPPED-UP VACATION RIGHTS:
In the discretion of the appointing authority,at the time
of hiring a City Administrator or a department head,such
employee may be granted stepped-Up vacation rights as if said
employee had worked for the city for up to five years.
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SECTION 16.SICK AND DISABILITY LEAVE:
a.Sick Leave:Sick leave with pay accrues at the rate of
one working day of sick leave for each month of continuous full
time service.sick leave will not accrue if an employee is on
leave of suspension without pay for 11 or more days in one month
(88 working hours in one month).
Sick leave shall be granted for the following reasons:(1)
personal illness or physical incapacity resulting from causes
beyond the employee's control;(2)enforced quarantine of the
employee by a physician;(3)sUbject to the approval of the City
Administrator an employee may use sick leave in an instance of
illness in the immediate family requiring the employee's absence
from work;(4)doctor or dentist appointments;(5)maternity
conditions referred to in section 22 below.
When an employee goes on sick leave,he or she must notify
the supervisor immediately.Failure to do so may result in
denial of sick leave pay.
Absence for part of a day for reasons in accordance with
these sick leave provisions shall be charged against accrued sick
leave in an amount not less than one-half hour minimum and
one-half hour increments.
Holidays and other regular days off shall not be charged
against sick leave.
New hired probationary employees shall be eligible for paid
sick leave only with approval of the city Administrator.
If an employee is absent due to illness or injury for which
he or she is receiving payment from State Industrial Insurance,
LEOFF,or other State-mandated plan,the city's obligation shall
be limited to the difference between the employee's regular wages
and the amount received from the State.
Each employee may accumulate up to a maximum of 180 days of
sick leave.Within the last two years prior to an employee's
retirement from the city,the employee shall be allowed to
convert accumulated sick leave in excess of 60 days into vaca-
tion.Such conversion shall be at a ratio of one day of vacation
for each four days of sick leave.Sick leave which is converted
into vacation must be taken prior to retirement and shall not,in
any case,be remunerated on a cash basis.
A supervisor may request reasonable proof of illness.In
cases where absence extends beyond five consecutive working days
duration,the employee shall submit a medical certificate signed
by a physician stating the nature of the sickness or injury that
the employee has been incapacitated by during the period of
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absence,and that the employee is again physically able to
perform his duties •
.)b.Disability Leave:In the event of an injury to an
employee during the course of his employment which results in
temporary,total disability,said employee shall be eligible for
salary continuation which shall be computed at the difference
between the state Industrial compensation and his actual salary
for a period of his actual receipt of the state Industrial
Insurance compensation,up to a maximum of six months.Defini-
tion of an employee's entitlement to disability leave shall be
based upon Title 51 RCW.Provided,that injuries resulting from
an employee's willful negligence shall not entitle said employee
to disability leave.
An employee promoted to fill a vacancy created by an
employee on disability leave shall hold such position sUbject to
the return of the employee.The employee affected by the return
shall be restored to the position he or she had held previously,
or any other equivalent position.
A new employee hired to fill a vacancy created by an
employee on disability leave shall hold such position sUbject to
the return of the employee.The employee affected by the return
shall be placed in any comparable vacant position that may exist,
or if no such position exists,may be sUbject to layoff.
\
)
Disability leave shall not apply in cases of permanent,
total disability as defined in Title 51 RCW,or disability
retirement as defined in Chapter 41.40 RCW.
c.Concurrent sick Leave and Disability Leave.Sick leave
and disability leave shall run concurrently.Provided,that
during any period that an employee is receiving state industrial
insurance disability payments,or is allowing the same to be paid
directly to the city,such employee shall be concurrently
assessed for sick leave only in the proportionate amount that the
city is required to supplement such payments with its own funds
to continue the employee's salary at its regular rate.
SECTION 17.CIVIL LEAVE WITH PAY:
It is the civic obligation of each employee to serve on a
jury if he or she is called.While on jury duty or while
appearing as a legally-required witness on behalf of the City,an
employee will receive full pay from the City.Duplicate court
pay should be returned to the City.Court payments for travel
are to be retained by the employee.
19
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SECTION 18.LEAVE WITH PAY:
Employees may request leave of absence with pay.Each
request shall be judged by the City Administrator on its merits
and per the guidelines of the appropriate section.Such leaves
include civil leave,military leave,conferences and conventions.
SECTION 19.LEAVE WITHOUT PAY:
The City Administrator may grant leaves of absence without
pay in appropriate circumstances.In order to receive leave
without pay,the employee must submit a written request to the
city Administrator after obtaining the permission of his or her
department head.Failure to return upon expiration date of the
leave may be cause for dismissal.
SECTION 20.MILITARY LEAVE::
)
/
)
An employee of the city who is a member of the State
National Guard or United States Reserve Military unit shall be
entitled to be absent from his or her duties with the city,with
full pay,for up to 15 calendar days during each calendar year to
engage in the performance of officially-ordered military duty,
and while going to or returning from such duty in accordance with
the laws of the United States or the State of Washington.such
military leave shall be in addition to any other leave or
vacation benefits.Military pay compensation for this purpose
shall be retained by the employee.Employees who are called or
volunteer for service in the Armed Forces of the United States or
the National Guard shall be entitled to be considered for
reinstatement in accordance with the laws of the united States or
the State of Washington.
An employee promoted to fill a vacancy created by an
employee serving in the Armed Forces shall hold such position
subject to the return of the service employee.The employee
affected by the return shall be restored to the position he or
she held previously,or any other equivalent position.
A new employee hired to fill a vacancy created by an
employee serving in the Armed Forces shall hold such position
sUbject to the return of the service employee.The employee
affected by the return shall be placed in any comparable vacant
position that may exist,or if no such position exists,may be
subject to layoff.
SECTION 21.ABSENCE WITHOUT AUTHORIZED LEAVE:
Absence not on duly-authorized leave shall be treated as
absence without pay,and in addition may be grounds for discipli-
nary action.
20
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SECTION 22.MATERNITY LEAVE:
Disabilities caused or contributed to by pregnancy,miscar-
riage,abortion,childbirth,and recovery therefrom are,for all
job-related purposes,to be considered temporary disabilities.
Accrued sick leave may be used for childbearing or related
circumstances (e.g.,miscarriage,abortion,or recovery there-
from).If the period of disability because of childbirth or
related circumstances extends beyond the employee's accrued sick
leave,then she may be placed on leave without pay when the above
occurs.The employee must work out the conditions of the leave
of absence with the city Administrator and her department head.
To be eligible for sick leave because of childbearing or
related circumstances,a female employee shall give the City four
weeks'notice,if possible,of her anticipated date of departure
and intention to return.For purposes:of this rule,a three to
four-week period of recovery after childbirth or related cir-
cumstances shall be considered reasonable in the absence of
extenuating circumstances.Women employees will not categorical-
ly be denied the opportunity to work during the entire period of
pregnancy,but may continue working as long as the individual and
her physician concur in her ability to work and the demands of
her job are satisfied.
Proof of the physician's concurrence should be submitted at
regular intervals during the employee's pregnancy when requested
by the city Administrator.
Upon return from maternity leave an employee shall return to
her same position,or a similar position with the same pay.
SECTION 23.BEREAVEMENT:
An employee may be granted up to three days of leave by the
City Administrator without loss of pay because of death of a
member of his or her immediate family."Immediate family"shall
mean spouse,child,parent,grandparent,sibling or in-law.The
City Administrator may extend the bereavement leave for up to two
additional days if the deceased person is out of state or if
other extenuating circumstances exist.
SECTION 24.REGULATION OF OUTSIDE EMPLOYMENT:
No employee shall hold a job with an outside employer or be
self-employed if outside work contributes to reduced effective-
ness on the job.In such case,an employee will be given the
alternative of terminating employment with the City or the
outside employment.If an employee is injured as a result of an
accident on the outside employment,the other employer's benefits
must be used to the degree available before receiving coverage
from the city's benefit plans.
21
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SECTION 25.EDUCATION INCENTIVE PAY:
There shall be an education incentive program available to
all pel1llanent,fuII time City employees.An employee's pay may
be increased by 3\for 46 credit hours of schooling,and 6\for
an associate degree directly pertaining to the job.
SECTION 26.GARNISHMENTS:
An employee who has had his or her earnings garnished for
the satisfaction of more than two judgments within a l2-month
period will be discharged unless the city Administrator deter-
mines that the employee should not be discharged because of
extenuating circumstances.
SECTION 27.LONGEVITY::
)
No employee of the city shall receive any additional
compensation or fringe benefits by reason of longevity except as
specifically provided in these rules or in the dUly-adopted pay
plan of the City.
SECTION 28.SAFETY EOUIPMENT:
As a required safety item,the City will furnish steel-toed
boots,hard hats,vests,goggles,gloves,etc.for any employee
whose job requires such items.Uniforms and clothing shall be
worn and maintained in a neat and clean condition,at the
employee's cost.If necessary for the job,the City will provide
two uniforms per year:or the city may rent uniforms for em-
ployees.
SECTION 29.PART-TIME EMPLOYEES:
This section refers to "permanent part-time employees"
defined as follows:
A person who fills a permanent and continuing employ-
ment position of the city on a part time basis,and who
works a minimum of 90 hours per month;PROVIDED,that
if said per.son had prior service under Washington state
Retirement System Plan I,the minimum hours worked
shall be 70 hours per month.
Permanent part-time employees shall participate in the retirement
system;they shall be entitled to the same medical insurance
coverage offered to full-time employees;except that there shall
be no coverage for dependents and there shall be no coverage for
dental or vision benefits;and they shall be entitled to accrual
of vacation and sick leave at 50%of the rate allowed for full-
time employees.
22
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)
SECTION 30.USE OF CITY VEHICLES:
a.No employee may use a vehicle owned or leased by the
city for personal purposes,other than de minimis personal use
(such as a stop for lunch during a business trip).When a city
vehicle is not being used for business of the City,it shall be
parked at a designated location on premises owned by the city.
b.As a necessary part of their job performance,the
following city employees are required to have city vehicles at
their disposal 24 hours per day,and shall use such vehicles to
commute between their homes and their place of business,sUbject
to the rules provided in paragraph C below:city Administrator;
Police Chief;Fire Chief;Public Works Director;utility Superin-
tendent;Street Superintendent;Compliance Officer;On-Call
Utility Laborer;Police Lieutenant;Police Detectives;and Fire
Marshal.'
c.The following rules shall apply to employees who use
City vehicles for commuting purposes:
(1)
personal
personal
trip,or
business
Employees are not allowed to use City vehicles for
purposes other than commuting and de minimis
use (such as a stop for lunch during a business
a stop for a personal errand on the way between a
stop and the employee's home);
J
(2)The City shall include the sum of $0.21 per mile
in its accounting of an employee's gross income for each
mile that the employee uses a city vehicle for commuting
purposes.Provided,that this rule shall not apply to the
following exempt vehicles:clearly marked police or fire
vehicles,unmarked law enforcement vehicles,and qualified,
specialized utility repair trucks.
d.All City vehicles shall be marked with the City name
and/or insignia in accordance with RCW 46.08.065,except speci-
fied police vehicles.
SECTION 31.DISABILITY INSURANCE:
a.Full time employees of the following city Departments
shall be eligible,on a voluntary basis,to purchase disability
insurance,by payroll deduction,through a program offered by the
Association of Washington Cities:
Municipal Court
Finance
Planning
Street
Fire (LEOFF II employees only)
Engineering
Police (LEOFF II and PERS I and II employees only)
23
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b.Additional departments may be added to this insurance
plan only if they obtain 85%participation among their employees.
c.There will be no cost to the City for this insurance
program.
d.Disability benefits under this program will commence 90
days after an employee becomes disabled.During the period that
an employee is receiving disability benefits,said employee shall
not be required to use his accumulated sick leave.During said
period the employee shall become ineligible for benefits under
the City's health insurance programs.
SECTION 32.FAMILY LEAVE:
a.Eligibility.Any permanent full-time employee who has
averaged at least 35 hours of employment per week on a continuous
basis for the past year is eligible for family leave as set forth
in this policy.
b.Applicability.This policy allows an employee to take
family leave for the following two purposes:
(1)To care for the employee's newborn child or
adopted child under the age of 6;or
(2)To care for a child under 18 years of
age who is SUffering from a terminal health
condition.Only biological or adoptive
children or stepchildren who are living with
the employee are included.
c.Maximum Leave Allowed.The maximum family leave
allowed shall be 12 work weeks during any 24 month period.The
maximum 12 week family leave period shall be in addition to any
leave allowed pursuant to Section 22 of the city policy entitled
"Maternity Leave."
d.conditions for Taking Family Leave.
(1)The family leave provided for in this policy
shall be unpaid.Provided,however,an employee may
request and the City Administrator may allow the use of
accrued vacation or accrued compensatory time during
part or all of the leave.
(2)Leave taken for the care of a newborn or
newly-adopted child must be completed within 12 months
of the child's birth or placement for adoption.Family
leave for care of a terminally-ill child is restricted
to one leave per child during any 24 month period.
24
)
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(3)In any dispute regarding premature birth,
maternal disability,incapacitation of the mother,or
terminal condition of a child,the city may require
confirmation by the employee's doctor of:(1)the date
of the birth:(2)the date on which incapacity or
disability because of pregnancy or childbirth com-
menced,or will probably commence,and its probable
duration:or (3)the fact that the child has a terminal
health condition.The city may,at the city's expense,
obtain an opinion from a second doctor of the
employer's choosing regarding this same information.
If the two doctors disagree on any factor that is
determinative of the employee's leave eligibility,they
shall select a third doctor whose opinion,obtained at
the city's expense,shall be concl~sive.
(4)In a case where both parents are employed by
the City,they are entitled to an aggregate of 12 work
weeks of leave in a 24 month period.Such leave shall
be granted to only one parent at a time.
e.Notice.An employee must give at least 30 days'
written notice in advance of the anticipated date of birth or
adoption of a child,stating the dates during which the employee
intends to take family leave.An employee must give at least 14
days'advance written notice for a leave due to a child's
terminal illness if the need for this leave is foreseeable.The
City Administrator may,under special circumstances,authorize
family leave upon shorter notice as provided by RCW 49.12.
f.Return From Leave.Upon returning from family leave,
the employee is entitled to the same position held when the leave
commenced,or a position with equivalent benefits and pay.This
entitlement does not apply in certain situations,such as:
(1)When the employee's position is eliminated in
a reorganization or reduction in force;
(2)The employee takes another job while on
family leave;or
(3)The employee fails to provide timely notice
of family leave or fails to return on the established
date.
g.Benefits.An employee on family leave shall not lose
any benefits including,but not limited to,seniority or pension
benefits accrued before the start of leave.The city will
continue payment of medical insurance benefits during the first
30 days of family leave.Thereafter,the employee may continue
medical insurance coverage at his/her own expense.
)25
",I
h.Family Leave Distinguished From Child Care Leave.This
policy is intended to apply solely to a situation where a parent
must take leave to care for his/her newborn child or adopted
child under the age of 6 or to care for a child under 18 years of
age who is sUffering from a terminal health condition.As such,
this policy is adopted pursuant to SHB '1581,effective
September 1,1989,and shall be construed consistent therewith.
SECTION 33.CHILD CARE LEAVE:
a.Any permanent full-time or permanent part-time
employee who has a child under the age of 18 with a health
condition that requires treatment or supervision as defined in
Section b herein,may use the employee's accrued sick leave to
care for the child,provided that::
(1)New employees are not entitled to use sick
leave until successful completion of the applicable
probationary period unless otherwise provided for by
the appropriate bargaining agreement.
(2)Other members of the household must be
unavailable to provide the care as needed.It shall be
the responsibility of the employee to provide the
necessary verification.
(3)For absences over three days,an employee
shall SUbmit a signed medical statement from a
physician certifying that the child's health condition
warrants parental supervision or treatment.
b."Health condition that requires treatment or super-
vision"is defined as:
(1)Any medical condition requiring medication
that the child cannot self-medicate:
.~.'.
(2)Any medical or mental health condition Which
would endanger the child's safety or recovery without
the presence of a parent or guardian:or
(3)
care such
services,
Any condition warranting preventative health
as physical,dental,optical or immunization
which a parent must be present to authorize.
c."Child of the employee"is defined as any child under
the age of 18 who is:
(1)The natural offspring of the employee:
26
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(2)The adopted child of the employee:
(3)The natural or adopted child of the
employee's spouse:or
(4)Is under the employee's legal guardianship,
legal custody,or foster care.
d.Nothing in this policy shall be construed to limit the
ability of the City to take corrective action or appropriate
disciplinary action to address sick leave abuse or excessive sick
leave usage.
SECTION 34.SHARED LEAVE:
a.Intent.The purpose of:shared leave is to permit
City employees,at no additional employee cost to the City
other than the administrative costs of administering the
program,to come to the aid of a fellow city employee who is
SUffering from an extraordinary or severe illness,injury,
impairment,or physical or mental condition which has caused
or is likely to cause the employee to take leave without pay
or to terminate his or her employment.
b.A Department Director,with the Mayor's approval,
may permit any full-time,non-temporary employee to receive
shared leave if:
(1)The employee SUffers from an illness,injury,
impairment,or physical or mental condition which is of
an extraordinary or severe nature and which has caused,
or is likely to cause,the employee to go on leave
without pay status or to terminate his or her employ-
ment with the City.
(2)The employee has depleted or will shortly
deplete his or her total of accrued vacation,sick
leave,compensatory time,holiday time,and/or other
paid leave.
(3)Prior to the use of shared leave,the
employee has abided by the City's sick leave policy in
good faith.
(4)The employee has diligently pursued and is
found to be ineligible for state industrial insurance
benefits,and has no disability benefits available at
this time.
(5)The use of shared leave will not signifi-
cantly increase the City's costs,except for those
27
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j
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)
·,
costs which would otherwise be incurred in the admin-
istration of this program or which would otherwise be
incurred by the employee's department.
c.The Department Director,with the concurrence with
the Mayor,shall determine the amount of shared leave,if
any,which an employee may receive under this policy.The
employee shall be required to provide appropriate medical
justification and documentation both of the necessity for
the leave and the time which the employee can reasonably be
expected to be absent due to the condition.An employee
shall not receive more than a total of 131 days of shared
leave throughout the employee's employment.To the extent
possible,shared leave should be used on a consecutive
basis.
d.Employees may request their Department Director to
approve the transfer of a specified amount of-accrued
vacation leave to an employee who is authorized to receive
shared leave as provided herein.In order to be eligible to
donate vacation leave,an employee must have a total of
more than ten (10)days of accrued vacation leave,have
taken at least ten (10)days of vacation leave within the
calendar year,or have a total of accrued and used vacation
leave of greater than ten (10)days for the calendar year.
Transfers shall be in increments of one day of leave.In no
event shall a transfer of leave be approved which would
result in an employee reducing his or her total vacation
leave in a calendar year to less than ten (10)days.When
reviewing police employees,the Police Chief may also
consider whether additional adequate time off will be
provided through compensatory and/or holiday leave unique to
the department.The Department Director shall not transfer
vacation leave in excess of the amount specified in the
request.All donations of leave shall be voluntary.The
Department Director shall determine that no significant
increase in city costs will occur as a result of a donation
of leave.
e.Leave may be transferred from employee(s)from one
department to an employee of the same department,or,with
the concurrence of both Department Directors,to an employee
of another department.
f.While an employee is on shared leave,he or she
will continue to be classified as a City employee and shall
receive the same treatment,in respect to salary and
benefits,as the employee would otherwise receive if using
vacation leave.Shared leave time shall not be counted as
hours worked for any probationary period,nor shall
seniority,vacation time or sick leave be accrued while an
employee is on shared leave time.
27 a
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(1)All salary benefit payments made to the
employee on a shared leave shall be made by the
department employing the person using the shared leave.
(2)The employee's salary rate shall not change
as a result of being on shared leave nor,under any
circumstances,shall the total of the employee's salary
and other benefits including,but not limited to,
state industrial insurance or any other benefit
received as a result of payments by the City to an
insurer,health care provider,or pension system,
exceed the total of salary and benefits which the
employee would have received had he or she been in a
regular pay status.
g.Vacation leave shall be transferred on a dollar-
for-dollar basis.The value of the leave shall be deter-
mined at the current hourly wage of the transferror and the
leave available to the receiving employee shall be calcu-
lated at the receiving employee's wage.
h.The Personnel Director shall be responsible for
computing the values of donated leave and shared leave,and
shall also be responsible for adjusting the accrued leave
balances to show the transferred leave.The Finance
Director shall determine the appropriate fund transfers and
bUdget amendments as needed for City Council action.
Records of all leave time transferred shall be maintained in
the event any unused time is returned at a later date.
i.The value of any leave transferred which remains
unused shall be returned at its original value to the
employee or employees who donated the leave.The Department
Director shall determine when shared leave is no longer
needed.To the extent administratively feasible,the unused
leave shall be returned on a pro rata basis.
j.The Personnel Director shall monitor the use of
shared leave to insure equivalent treatment for all employ-
ees of the city.Inappropriate use or treatment of the
shared leave provision may result in the cancellation of the
donated leave or use of shared leave.
k.This program has been established as a pilot
program of the city SUbject to review within one calendar
year ..The City,in its sole discretion,may cancel this
program.Participation in the program shall be predicated
upon a receipt from each affected bargaining unit of a
written waiver by the appropriate Union bargaining represen-
tative indicating that the Union understands that the
program is a pilot program,agrees that the program shall
27 b
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not establish a past practice by the city or otherwise
obligate the city to continue the program and acknowledging
that the City may cancel the program at any time or review
it on one-year increments,extending it from time to time as
the city,in its sole discretion,shall determine
appropriate.
27 c
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CHAPl'ER VIII
TRANSFER,PROMOTION,DEMOTION,SUSPENSION,AND DISCIPLINE
SECTION 1.TRANSFER:
Upon recommendation of a department head to meet the needs
of a city,or following a request by an employee,a transfer may
be made by the city Administrator.No employee may transfer to a
position for which he or she does not possess the qualifications.
A new probationary period shall begin following the granting of a
transfer.A transfer shall not.be used to circumvent regulations
regarding promotions,demotions,or terminations.
SECTION 2.PROMOTIONS:
Vacancies in positions may be filled by promotions of
employees in the service of the city or by a candidate not
presently in the city's employ.Promotions must involve a
definite increase in duties and responsibilities and shall not be
made merely to affect an increase in the employee's compensation.
Vacancies in positions above the entrance level shall be
filled by a promotion whenever in the judgment of the city
Administrator it is in the best interest of the city to do so.
Promotions shall be on a competitive basis,except where the City
Administrator finds that the number of persons qualified for
promotion is insufficient.Promotions shall give appropriate
consideration to the applicant's qualifications,record of
performance,seniority,and tenure.
It is the policy of the City to attempt to allow inter-
departmental transfers for promotions wherever possible.The
Personnel Director will post a notice of a job opening within the
city departments for four working days prior to having publica-
tion outside the city departments.
An employee promoted to a new position having a higher pay
range shall receive a salary increase as follows:
a.If the rate of pay in the lower position is below
the minimum rate for the higher position,the rate of pay
shall be increased to the minimum rate of the higher
position:
b.If the rate of pay in the lower position falls
within the range of pay for the higher position,the
employee shall be advanced to the next higher step.
J 28
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SECTION 3.DEMOTIONS:
The Mayor or his designee may demote an employee in those
instances where the employee has been promoted to a position the
responsibilities of which are beyond the capability of the
employee.Demotion shall be applied only after a thorough
evaluation by the department head,supervisor,and city Ad-
ministrator,and only after adequate written warning.No
employee shall be demoted to any position for which he or she
does not possess the qualifications.
A demotion may be authorized by the city Administrator for
any employee who requests it or to prevent a layoff.Any
demotion to prevent layoffs may be reversed when the employee's
previous position is reinstated or reopened.
SECTION 4.SUSPENSIONS::
Insubordination;
Failure to comply with the instructions of a super-
The Mayor or his designee may suspend an employee from his
position without pay at any time for cause.All suspensions
shall be without pay.No suspension shall be for a period longer
than thirty calendar days.No seniority,leave or other employee
benefits will accrue during the period of the suspension to any
employee,regardless of the reasons therefor.
The city Administrator shall set forth in written form all
facts leading to the reason for the suspension,and shall inform
the employee so that he is fully aware of the reasons for such
action.The original copy of the written disciplinary action
shall be placed in the employee's personnel file and a copy given
to the employee.
SECTION 5.DISCIPLINE:
All employees may be sUbjected to disciplinary action for
cause inclUding but not limited to:
a.Drinking intoxicating beverages or the use of
non-prescription controlled substances on the job,or
arriving on the job under the influence of intoxicating
beverages or non-prescription controlled substances;
b.Failure or refusal to fulfill the job requirements
of the position assigned or instructions given by a super-
visor;
c.
d.
visor;
e.Being absent from work without first notifying and
securing permission from the supervisor;
f.Being habitually absent or tardy;
g.Refusal to work overtime or standby as determined
by the supervisor;
29
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h.In supervisor position,the inability to plan,
organize,and direct the work of subordinate employees;
i.In executive positions requiring initiative and
independent judgment,the inability to perform except under
excessive supervision by the city Administrator;
j.Participation in a strike,work stoppage,work
slow-down,or sick-out;
k.Abuse of sick leave;
1.Habitual failure to maintain a satisfactory working
relationship with other employees or the pUblic;
m.Failure to observe and comply with safety regula-
tions;
n.Any act or conduct detrimental to the good of the
city service;
o.Theft,destruction or gross neglect in the use of
city property;unauthorized use of City equipment and/or
supplies;~
p.Deliberate discourtesy to the pUblic;
q.Use of an official position or authority for
personal profit or advantage;
r.Falsification of city records;
s.Any other offense against the public interest;
t.Failure to have a current Washington state driver's
license,if the same is required for the position;
u.Conviction of a felony or any misdemeanor which
relates to the employee's scope of duties.An employee may
be placed on suspension by the City Administrator pending
outcome of a criminal charge if circumstances warrant.
The degree of discipline administered shall depend on the
severity of the infraction and must be in accordance with any
applicable labor contract or civil service rules and regulations.
SECTION 6.PREDISCIPLINARY HEARING:
The City Administrator shall provide and arrange for a
predisciplinary hearing prior to demotion,suspension or dis-
charge of any employee.The following rules shall govern the
conduct of such hearings:
a.The City Administrator shall provide the employee
with written notice of the cause for discipline,and a
summary of the City's evidence relating to the same.Said
notice shall advise the employee of his right to a predis-
ciplinary hearing.In extraordinary circumstances,the City
Administrator may suspend an employee,with pay,pending the
scheduling of such a hearing.
b.The employee may have legal counselor union
representation at the predisciplinary hearing.Said hearing
shall be held before the city Administrator,or his desig-
nee.The hearing shall be informal.The employee or his
30
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representative shall be given an opportunity to respond to
all charges,orally or in writing.
c.The city's explanation of the evidence at the
predisciplinary hearing shall be sufficient to apprise the
employee of the basis for the proposed action.This rule,
however,shall not be construed to limit the City at a
SUbsequent hearing from presenting a more detailed and
complete case,including presentation of witnesses and
documents not available at the predisciplinary hearing.
d.After the predisciplinary hearing,if the Mayor
determines that discipline is appropriate,written notice of
the same shall be given to the employee.Such notice shall
include the charges against the employee and a general
statement of the evidence supporting the charges.
31
CHAPI'ER IX
TERMINATIONS
SECTION 1.DISCHARGE:
All city employees serve at the pleasure of the Mayor.
SUbject to any applicable state or federal laws,or specific
provisions in employment contracts,the Mayor,or his designee,
may discharge any employee at any time with or without cause.
SECTION 2.LAYOFF:
If it becomes necessary to reduce the number of employees
employed by the City,the City Administrator,after consultation
with the department head,may abolish any position.Layoffs may
result from lack of work,bUdgetary restrictions,or other
changes that have taken place.The employee to be'laid off shall
be given fourteen days'notice,except in cases of emergency,
before such layoff is to take place.No permanent employee shall
be laid off while another person in the same classification is
employed on a probationary or temporary basis in a position for
which the permanent employee is qualified.
In determining Who in any classification is to be laid off,
consideration will be given to individual performance and then to
seniority in the positions to be affected.The city Ad-
ministrator shall place the names of employees laid off on an
eligibility list for recall.The list shall remain active for
two years.
SECTION 3.RESIGNATION:
An employee desirous of resigning his or her position in
good standing may submit a written resignation to his or her
department head at least two weeks prior to the effective date of
resignation.The two-week notice may be waived by the department
head.Notification of the resignation shall be sent by the
department head to the city Administrator as soon as possible.
SECTION 4.RETIREMENT:
Uniformed employees shall be eligible for retirement as
specified by the Law Enforcement Officers and Firefighters
Retirement System.Nonuniformed personnel shall be eligible for
retirement as specified by the PUblic Employees Retirement
System.Persons not eligible for the LEOFF Retirement System may
be eligible for an alternative plan.The employee and employer
both contribute a percentage of employee salary into the system
on a monthly basis.
32
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CHAPTER X
GRIEVANCE PROCEDURES
SECTION L PURPOSE:
The purpose of the grievance procedures shall be:
a.To enhance desirable employee relations by es-
tablishing a grievance procedure on matters for which an
appeal and hearing are not otherwise provided in these rules
and regulations:
b.To afford all employees a means of obtaining
further consideration of problems when they remain un-
resolved at the supervisory level:
c.To provide for timely reSolution of grievances.
SECTION 2.STATEMENT OF CITY POLICY:
The city is desirous of the most effective accomplishment of
its work and requires prompt consideration and equitable adjust-
ment of all grievances.Department heads,supervisors,and
employees are expected to make every effort to resolve problems
satisfactorily,before a formal review of higher levels of
management is established.
SECTION 3.PROCEDURE:
a.All grievances for employees not in bargaining
units shall be settled as provided in this section:
b.If an employee has a grievance,he or she must
first submit it in writing to his or her direct supervisor
within five working days of the alleged violation:
c.In the event the grievance is not satisfactorily
settled by the supervisor within three working days,the
employee must submit the grievance in writing to the
department head within 10 working days of the alleged
violation.If the grievance still cannot be settled,a
written notification must be given to the City Administrator
within five working days of the department head's notifica-
tion.This written notice shall include the following:
(1)statement of the grievance and relevant
facts:
(2)Remedy sought;
(3)Reasons for dissatisfaction with the depart-
ment head's proposed solution;
d.The city Administrator shall reply,in writing,
within 10 days after receipt of the grievance.The decision
of the city Administrator shall be final and binding;
33
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e.No punitive action shall be carried out against any
employee for utilizing the grievance procedures contained in
these rules;
f.These provisions shall not preclude any remedy at
law or equity;
g.Bargaining unit employees shall conform to
grievance procedures provided in the union contract,and the
provisions of this chapter shall be inapplicable.
:
34
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INSERT GRIEVANCE FORM HERE
35
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CHAPTER XI
EMPLOYMENT DEVELOPMENT
SECTION 1.RESPONSIBILITIES:
The City of Marysville encourages development of each
employee to his or her fullest potential.The city Administrator
and department heads shall assume responsibility for establishing
in-service training programs designed to improve the effective-
ness and knOWledge of employees in performing their assigned
duties.
SECTION 2.TRAINING PROGRAMS:
In cooperation with the city Administrator,the department
head shall establish training expenditures,maintain records of
achievement for all department-sponsored training,and evaluate
methods and reSUlts.city-sponsored training which is required
for the performance of an employee's job duties shall be arranged
whenever possible during regUlarly-scheduled work hours.
Department heads may change the standard working hours to
accommodate or require attendance at training activities during
off-duty hours;PROVIDED,that the training activity is designed
to increase the knowledge,skills,and abilities of an employee
for the position he or she presently occupies.Such required
training must have prior approval by the department head.
SECTION 3.EMPLOYEE'S TRAINING OBLIGATIONS:
Department heads may require an employee to submit a signed
statement agreeing to remain a specified time in the service of
the city as a condition for being reimbursed for training
expenses.Employees who fail to remain in the employ of the city
for the specified time period shall reimburse the City for the
monies given him or her on the basis of that agreement.
36
CHAPTER XII
PERFORMANCE HAPPING
SECTION 1.PERFORMANCE HAPPING PROCEDURE:
)
The Employee Performance Happing system is designed to
provide the supervisor and the employee with an opportunity to
sit down and.discuss the employee's accomplishments and positive
contributions,as well as things he/she would like to improve,
change or learn.It is not a "report card,"but rather a system
designed to set mutually-agreeable goals for the coming review
period and a step-by-step action plan to attain these goals.
All mapping sessions will take place in January,and six
months after hire for a probationary employee.If,at any time,
disputes arise as to the procedure or the goals,these should be
referred to the department head and ultimately to the city
Administrator for resolution.
a.Throughout the review period the supervisor should
be aware of employee performance aspects and should discuss
difficulties as they arise and deal with them at that time.
The supervisor should not save these concerns to "unload"on
the employee at the time of the mapping session.There
should be no surprises!
b.Prior to the mapping session,the Personnel
Director will send the employee a blank MAP to use,if
he/she wishes,as a script for the session.This form is to
help the employee prepare for the session,and will not be
turned in.
c.At the mapping session the supervisor and the
employee will thoroughly discuss items 1 through 5 on the
HAP,taking one item at a time.The employee will provide
his/her input first,followed by the supervisor's input.
The MAP form will be filled out by one of the parties,and
the same will become a record of the session.Both parties
are encouraged to be specific and realistic.Both parties
will sign and date the form.The employee will be given a
copy of the same at the conclusion of the session.
To summarize,the purpose of this MAP is to focus on the
performance of the job and not the personality of the individual.
There is no score;there is no pass or fail mark.What is
desired is a goal statement mutually arrived at by the employee
and the supervisor which will enhance the effectiveness and
efficiency of the work being performed.
37
j
·p SELF-EVALUATION fOOM
Name:
fOR SPECtAL NoTE SEE
BACK OF HIS fORM
Mapping session:Date:Time:I
DIRECTIONS I
Read the questions
to the right.
'!hey are rreant to
help you think about
hoW you are doing
your job.
'!hen begin Nunber 1
below.
Perfonnance
Are you getting-your
assigned work done:
*On tirre
*J\ccuri!tely
*Catpletely
*J\ccOrding to
standards
*Within budget?
Poli~
Are you oUowing
organizational Policies:
*Attendance
*Punctuality
*Use of Tirre
*Jlppearan<..-e
*5afety._
*J\ccOrding to policies?
People ,I
How _11 are you
wo:.king with:
*Public
*FellOw workers
*5up&visQrs
*~ts
1 'l1U~DONE
WELL
•
Describe specific
exanples of your
best work.Your •••
*J\chieverrents
*SUCCesses
*Positive contribu-
tions to the organ-
ization.
f Give Specific Facts.
2 'IHI~'IO 00
EVEN BETI'ER
Describe anything
you would like to:
*Inprove
*Change or _
*Learn
,-
So that you can make
an even rrore valuable
contribution to the
organi zation.
1.Pick one thing
fran No.2 above that
you want to work on.
Pick a priori::y.
y..Describe the ores-
):nt situation.Don't
"write a goal here,
just describe what's
happening now.
3 SELOCT ONE
'IHI!'G
*What is happening now?
(Give facts:who,what,
where,when?)
*\'i'hy does this concern
you?
*How does it affect
others?
"
,..4 EMPWYEE'5
J\CTlON PLAN
Describe what you
will do to achieve
the desired change,
inproverrent or learn-
ing.
1.What will you do?
(or your goal.)
2.How will you do
it?List any steps
you'll take,or any
nethods or procedures
you'11 follow to ach-
ieve your goal.
3.Describe the way
the situation will be
if your action plan
is successful.'(stan-
dards to neet.)
4.When will you do
these things?(dates,
tiJres,deadlines.)
Be specific and real-
istic.
•
c.
(
5 SUPERVISOR'S
J\CTlON PLAN
SUggest any actions
you'd like your.super
visor to take that
would help you to
achieve your action
plan.I
When should he/she do i
these things?1
Together,you'll set
a date for the next
Mapping session,and
sign the Map form.
Re:teuCer,this form is yours,it is private and not rreant to be turned in.It is designed
to heLp you think about your job,so you'll be ready to talk about it ~you neet with.
your supervisor in the Mapping session.Write asnuch or as little as you wish.Just bf..
prepared to discuss the items on this form,nl.lllDers I through 5.Your actual appraisal-\~,
will take place during the Mapping session as you and your supervisor discuss your past
perfanance and plan future achieverrents.
-p NAME
pas IT ION
APPRAISAL ANNUAL
DATE
OTHER
Step Increase:
Read the fpllowing .
Questions to the
right.
Compare the employee's
actual job performane<
with what is expected
of him/her.
porformance
Is the employee gett i ng
the assigned work done:
*On Time
*Accurately
*Completely
*According to
standards
*Within budaet?
Pol icy
Is the person fol-
lowing policies:
*Attendance
*Punctuality
*Use of Time
*Appearance
*Safety-Sanitation
*Procedures
People
How well is the em-
ployee working with:
*The publ ic
*Fellow workers
*Superv i sors
*Other Departments?
1 TH INGS ~:ELL
OOI~E
•
Describe specific
examples of the emploJ
ee's best work:
*Ach i evements
*Successes
*Positive contribu
tions to the
.}organization.
I Give specific facts.
2 TH INGS TO DO
EVEN BETTER
Describe anything you
would like to see the
employee:
*Improve
*Change or
*Learn
So the employee can
make an even more
valuable contribution
to the organization.
1.Pick one priority
from Ho.2 above that
y~u want the employee
to work on..-
'}Oescr!be the pres-
_"t situation.[Qn't
r:rite a goa;.Gescrib,t"h""h.p",'"''",.
3 SELECT ONE
THING
*What is happening now?
(Give facts:who,what,
when?)
*Why does this concern
you?
*How does it affect others?
Describe what the em-'
ployee will do to
achieve the desired
,change.improvement
or learning.
4 EMPLOYEE'S
ACTION PLAN
(
1.What the employee
will do. (the goal)
2.How he/she will do
it.Any steps.meth-
ods. or procedures to
be followed to achieve
the goal.
3.The way the situa-
tion will be if this
action plan is suCces-
sful.(standards to be
met)
4.When these things
will be done.(dates.
times.deadlines)
~e specific &realistic
5 SUPERV ISOR I S
ACTION PLAN
Describe the action(s)
you'll take to help
the employee achieve
his/her action plan.
When will you do these
things?(date/time)
Set a date for the next
MAPPING Session and
mark it on the right.
Then each sign the
final MAP form.
(
Next Session
JAN
FEB
MAR
APR
MAY
JUN
JUL
AUG
SEP
OCT
NOV
DEC
SIGN:
Employee
Enployee Coaments:
Supervisor Date c.,.
,.
)
.------------------
INSERT PAGE 1 OF MAP
38
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)
)
INSERT PAGE 2 OF MAP
39
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CHAPTER XIII
\IIARASSMENT POLICY,
.I
SECTION 1.POLICY:
It is the policy of the city of Marysville that harassment
on the basis of an employee's (or customer's)race,creed,color,
national origin,age,sex,marital status,or the presence of a
physical,sensory,or mental disability is a violation of the
city's policy.Prohibited harassment includes comments,slurs,
jokes,innuendoes,cartoons,pranks,physical harassment,etc.,
which are derogatory on the basis of the employee's protected
class membership or which are motivated by the employee's
protected class membership.Harassment also includes negative
actions based upon an employee's participation in activities
identified with,or promoting the interests of a protected group.
An employee has the right to use a language other than English,
and to adhere to cultural and ethnic.customs,without being
sUbjected to harassment.Sexual harassment includes unwelcome
sexual advances,requests for sexual favors,and other verbal or
physical conduct of a sexual nature.
SECTION 2.HARASSMENT PROHIBITED:
Employees have the right to be free from such harassment on
the job,either from co-workers,supervisors,or managers.
1 Harassment is prohibited by state and federal anti-discrimination
laws where (1)submission to such conduct is made either ex-
plicitly or implicitly a term or condition of employment,(2)
submission to or rejection of such conduct by an individual is
used as the basis for employment decisions for affecting such
individual,or (3)such conduct has the purpose or effect of
interfering with an individual's work performance or creating an
intimidating,hostile,or offensive working environment.All
employees are prohibited from engaging in the harassment of any
employee.
SECTION 3.GRIEVANCE PROCEDURE:
Any employee who believes he or she is being harassed by
co-workers or customers should notify his or her supervisor.
Where the employee believes that he or she is being harassed by
his/her supervisor,he/she should notify the supervisor's
supervisor.Where the employee is uncomfortable in discussing
harassment with his/her supervisor,the Personnel Department may
be contacted instead of the supervisor.
40
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SECTION 4.INVESTIGATION OF COMPLAINTS:
When a supervisor is notified of alleged harassment,he/she
will promptly investigate the complaint.The investigation will
include interviews with the directly involved parties,and where
necessary,employees who may have observed the alleged harassment
or who may be similarly situated with the complaining employee
(and therefore may be able to testify to their experiences with
the accused employee).
SECTION 5.DISCIPLINARY ACTION:
If the investigation shows·that the accused employee did
engage in harassment,the supervisor will take appropriate action
which will include a warning that any continued harassment may
result in a negative employment action such as suspension or
termination.Additional actions which:may be taken include a
reprimand and letter to the employee's file and an employee
transfer where warranted.In all instances,the complaint and
investigation will be handled in a confidential manner.
41
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CHAPTER XIV
')AFFIRMATIVE ACTION PROGRAM
SECTION 1.POLICY STATEMENT/COMMITMENT:
The city of Marysville has long upheld the policy of
offering employment to all those who qualify.In pursuit of this
policy,the city has endeavored to maintain a posture of objec-
tivity in employment practices and personnel action.At no time
has the city indulged in deliberate discrimination as the result
of any policy decision.
The city of Marysville reaffirms its unequivocal commitment
to recruit,hire,train and p~mote pe~sons in all job clas-
sifications without regard to race,color,religion,sex,age,
national origin,marital status,or because of a sensory,
physical or mental handicap,except where a bona fide occupation-
al qualification applies.Further,the city reaffirms its
commitment to actively promote equal employment opportunities for
minorities,women,and the handicapped.
To accomplish and implement these commitments,and to assure
compliance with the Equal Employment Opportunity Act of 1972 (42
USC 2000e et.seq.),Presidential Executive Orders No.11246 and
11375,Revised Order No.4,the Guidelines of the United States
Equal Employment opportunity commission,the Washington State Law
Against Discrimination (Chapter 49.60 RCW),and the Guidelines of
the Washington State Human Rights commission,the City has
developed this Affirmative Action Program.In order for this
Program to be successful,it shall be incorporated into the
administrative structures and procedures affecting all personnel
actions of the city,and the Mayor and his designee shall direct
and coordinate a good faith effort to implement the same on a
continuing and vigorous basis.Further,all employees of the
City shall,at all times,be aware of the spirit and principle of
equal employment opportunity,and shall cooperate fUlly to assure
the success of this Affirmative Action Program.
SECTION 2.PUBLICITY:
The policies of this Affirmative Action Program,and the
City's commitment thereto,shall be communicated internally among
City employees and externally throughout the community.
a.Internal PUblicity.The Affirmative Action Program
shall be placed in as many locations as necessary to ensure easy
access by all employees.A policy statement and outline of the
program,as it relates to individual employees,shall be sent to
all existing employees,and given to all those who are newly
hired.Equal employment opportunity posters shall be displayed
42
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at gathering places for city employees,together with notifica-
tion of the name of the City's Affirmative Action Officer who is
')authorized to process internal grievances.,
b.External Publicity.
(1)All employment advertising of the city shall be
disseminated to those agencies,media,sources,schools,
colleges,community organizations and others who have
special contact with women,minorities,the handicapped and
older workers.
(2)All employment advertisements shall contain the
statement:"An Equal Opportunity-Affirmative Action
Employer."
(3).AII contractors,sUbcontractors,vendors and
suppliers conducting business with the city shall be
notified of the city's affirmative action policy,and shall
be required to affirm and subscribe to the fair practices
and nondiscrimination policy set forth herein.
(4)Employment application forms shall contain the
following statement:
"The city of Marysville is an equal opportunity
employer and encourages applications from all
persons,regardless of race,creed,color,sex,
)national origin,marital status,age,or physical,
sensory or mental disability,unless based upon a
bona fide occupational qualification."
SECTION 3.RESPONSIBILITIES FOR IMPLEMENTATION:
a.Mayor.The Mayor shall oversee the implementation of
the Affirmative Action Program,and shall direct the City Ad-
ministrator to insure compliance therewith by all City employees.
The Mayor shall designate a city employee as the "Affirmative
Action Officer"who shall report to the.city Administrator.
b.Affirmative Action Officer.The Affirmative Action
Officer shall be responsible for the following:
(1)Develop and recommend policies,procedures and
forms to implement this Affirmative Action Program.
(2)Maintain continuous contact with recruitment
sources in an effort to obtain qualified minority,female
and handicapped applicants for all job classifications.
(3)Maintain channels of communication by attending
local conferences,workshops and meetings where persons from
)43
:
)
•,
minorities,female and handicap groups are speaking,in
order to obtain reliable information regarding the needs,
attitudes,skills and availability of such persons for
employment.
(4)Represent the city in necessary meetings with
enforcement agencies,minority organizations,community
action groups,women's groups,etc.to coordinate the city's
equal employment opportunity efforts.
(5)Investigate and process any equal employment
opportunity complaints,including those raised directly
through internal channels or any that may originate through
state or federal government channels.In conducting such
investigations,the Affirmative Action Officer shall utilize
the guidelines for handling internal discrimination com-
plaints,as established by the Washington State Human Rights
Commission.
(6)Measure the effectiveness of the city's Affirma-
tive Action Programs and indicate the need for remedial
action.
(7)Maintain and report all information legally
required for Affirmative Action Program reports on minority,
female,aged and handicapped employment.
(8)Develop and maintain Affirmative Action programs
as outlined in Revised Order No. 4 of the Office of Federal
Contract Compliance.
(9)Keep the Mayor and other City administrative
officers fully informed of all developments in the law or
regulations relating to equal employment opportunities.
c.Department Heads.Department heads shall be responsible
for the following:
(1)Analyze their departmental work force relative to
utilization of minorities,women and handicapped persons.
(2)Insure compliance with this Affirmative Action
Program in all recruiting,promotion,job assignments and
terminations in their departments.
(3)Prevent harassment of employees who are placed in
their departments through Affirmative Action efforts.
(4)Make extra efforts to counsel and train minor-
ities,women and handicapped persons,to assist them in
becoming valuable employees.-
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(5)Attempt to resolve allegations of discrimination
among employees within their respective departments,and
refer grievances to the Affirmative Action Officer.
SECTION 4.PERSONNEL PRACTICES:
a.Job Analysis and Classification.Job classifications,
task descriptions,employee classifications,and standards of
performance shall be solely based upon job-related criteria and
bona fide occupational qualifications.All job classifications
and descriptions shall be reviewed periodically and revised where
appropriate to assure compliance with this Affirmative Action
Program.
b.Recruitment.
(1)The City shall not print or circulate any state-
ment,advertisement,or publication,or use any form of
application for employment,or make any inquiry in connec-
tion with prospective employment which expresses any
limitation,specification,or discrimination as to age,sex,
marital status,race,creed,color,national origin,or the
presence of any sensory,mental,or physical handicap,or
any intent to make any such limitation,specification,or
discrimination,unless based upon a bona fide occupational
qualification.
(2)Recruiting efforts will not be based primarily
upon "word-of-mouth"or "walk-in applicants."Advertise-
ments for employment opportunities shall be widely dis-
bursed,and special efforts shall be made to contact sources
for minority,female and handicapped applicants.
(3)An applicant flow chart should be maintained in
the city's records indicating,for each job applicant,his
or her name,race,national origin,sex,referral source,
date of application,position sought and the reason for said
person being hired or rejected.The information for said
flow chart may be obtained from a separate tear-off sheet
which is attached to the application form.The flow chart
shall be periodically utilized to evaluate the success of
the City's Affirmative Action Program and compliance with
the equal employment opportunity laws.
c.Selection Process.
(1)The City shall not refuse to hire any person
because of such person's age,sex,marital status,race,
creed,color,national origin,or the presence of any
sensory,mental or physical handicap,unless based upon a
bona fide occupational qualification.PROVIDED,that the
prohibition against discrimination because of such handicap
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shall not apply if the particular disability prevents the
proper performance of the particular worker involved.
(2)Race,creed,color,national origin,age,sex,
marital status or handicap may be a bona fide occupational
qualification where the same are essential to,or will
contribute to the accomplishment of the purposes for which
the person is hired,or where the same should be considered
in order to correct a pre-existing condition of unequal
employment opportunity.
(3)All pre-employment inquiries,application forms,
screening,written tests,oral tests,performance and
physical ability tests,background investigations,inter-
views,and educational or work history requirements,shall
be reviewed periodically and revised where appropriate to
assure compliance with state and federal law and this
Affirmative Action Program.
d.Training.Where minority,women,or handicapped
employees are hired or placed with minimum qualifications in
positions with city departments,on-the-job training programs
should be established to facilitate their reaching a high level
of job competence in a short period of time.Special efforts
should be made to maximize such training efforts.
e.Promotion.Job Assignment.Layoffs and Termination.
(1)Decisions for employees'promotions,job assign-
ments,layoffs,and terminations shall be solely based upon
job-related criteria such as experience,training,ability.
motivation and attitude.such decisions shall not be based
upon a person's age,sex,marital status,race,creed,
color,national origin,or the presence of any sensory,
mental or physical handicap.
(2)In the case of layoff priorities,seniority shall
not override the criteria specified in subparagraph 1 above.
(3)Records shall be kept of all personnel actions,
with detailed explanations relating to promotions,job
assignments,and terminations of minorities,women and
handicapped persons.
(4)Exit interviews shall be held with employees
SUbmitting voluntary resignations to determine what factors
contributed to their resignation.
f.Salaries and Benefits.
(1)Equal wages shall be paid for equal work,regard-
less of race,creed,color,national origin,religion,sex
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1 1""Jt ~
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or age.
(2)Equal pay also means equal distribution of fringe
benefits,regardless of race,creed,color,national origin,
religion,sex or age.To equalize fringe benefits for
women,the city shall comply with the maternity guidelines
of the Washington state Human Rights Commission.Further,
it shall provide women with equally available facilities
such as restrooms,lounges and wash-up areas.
g.Affirmative Action Grievance Procedure.
(1)Employee grievances related to alleged discrimina-
tion shall be verbally brought to the attention of the
Affirmative Action Officer.
(2)The Affirmative Action:Officer shall hold one or
more informal meetings with the employee and.the department
head to discuss the grievance.
(3)If no resolution can be achieved,the Affirmative
Action Officer shall assist the employee by filing a written
complaint with the City Administrator.
(4)The city Administrator shall take formal action on
the complaint and his decision shall be final,SUbject to
confirmation by the Mayor.
(5)The following policy shall govern all grievance
investigations:
(a)Grievances are encouraged as being in the
best interest of the city.
(b)Each grievance will be examined expeditious-
ly,thoroughly,honestly and impartially to determine
its merit.
(c)Problems found to exist will be immediately
corrected and remedied according to the applicable
laws,regUlations,guidelines and legal concepts.
(d)The internal grievance process shall be
flexible and must allow for good faith negotiation
between the parties toward a mutually-acceptable
solution.
(e)No retaliation or discrimination of any form
will occur against a person for making a complaint.
h.Audit and Evaluation.No less frequently than annually
the Affirmative Action Officer shall audit and evaluate the
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)
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City's compliance with this Affirmative Action Program.An
annual report shall be sUbmitted to the Mayor and the City
Council.Said report shall include recommendations for the
upcoming year,and shall suggest specific affirmative action
goals for the city to achieve.
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