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HomeMy WebLinkAboutR-2282 - Amending Resolution No. 2260, and adopting revisions to the Personnel rules of the City of Marysville, health and welfare benefits- overview and emploCITY OF MARYSVILLE Marysville,Washington RESOLUTION NO.'#-2-~L.. A RESOLUTION OF THE CITY OF MARYVILLE AMENDING RESOLUTION NUMBER 2260, AND ADOPTING REVISIONS TO THE PERSONNEL RULES OF THE CITY OF MARYSVILLE,HEALTH AND WELFARE BENEFITS -OVERVIEW AND EMPLOYEE LEAVES - SICK LEAVE. WHEREAS, the City Council adopted Resolution No. 2260 on March 8, 2010 revising the Personnel Rules of the City of Marysville; WHEREAS,the City Council adopted Resolution No. 2268 on September 28, 2009,authorizing the establishment of a Health Reimbursement ArrangemenWoluntary Employees'Beneficiary Association ("HRA VEBA) Plan. WHEREAS,on January 17, 2010, following discussion with City Council, a vote was put before the non-represented employees to establish a Health Reimbursement Arrangement (HRANEBA)plan that will be funded to payor reimburse eligible out-of- pocket healthcare costs and premiums for the employee, spouse, and qualified dependents. WHEREAS, on February 1, 2010, the non-represented employees voted to fund the HRANEBA through sick leave conversion cash out and mandatory deductions from employee's wages. WHEREAS,the Personnel Rules, Health and Welfare Benefits Overview Section and Employee Leaves - Sick Leave Section, attached hereto as Exhibit A, should be updated to reflect funding the HRANEBA through sick leave cash out and mandatory deductions from each eligible employees wages to be deposited into a Health Reimbursement Arrangement plan; BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF MARYSVILLE AS FOLLOWS: 1. Resolution No. 2260 is hereby amended as follows: 2.That the Health and Welfare Benefits Overview section and the Employee Leaves - Sick Leave section in the Personnel Rules of the City of Marysville is hereby adopted as set forth in attached Exhibit A and is incorporated by this reference. PASSED by the City Council and APROVED by the Mayor the 8f:A.day of March, 2010. MAYOR ATTEST ~fk:t;-- CITY OF MARYSVILLE PERSONNEL POLICIES PAGE 25 HEALTH AND WELFARE BENEFITS OVERVIEW OF HEALTH AND WELFARE BENEFITS The City of Marysville offers various health and welfare benefits for its regular full- and part- time employees. Many benefits are prorated for part-time employees and/or they are required to share more of the cost. There may be other benefits provided that are required by state or federal statute, including workers’ compensation and unemployment compensation, which are not described below; these benefits may be provided to temporary employees as well as regular employees. Contact the Human Resources staff for information about these benefits. Benefits available to eligible employees may include health insurance, retirement plan , deferred compensation, employee assistance program, flexible spending accounts, and optional employee-paid supplemental insurance. Many of these benefits are provided at the City’s discretion, and the City reserves the right to make changes to or discontinue them at any time. Detailed plan documents describing these benefits are distributed to employees at orientation, when plans change, in response to employees’ questions, and as otherwise required by law. Employees are responsible for notifying the Human Resources office of status changes that might affect their eligibility for benefits, or that of their spouse or dependents, including births, adoptions, marriages, legal separations, divorces, and dependents’ 19th birthdays. Some insurance and retirement plans require employees to designate a beneficiary(ies) for employees’ death benefits. This designation must be made in writing in a form acceptable to the insurance company or retirement plan. Employees are responsible for maintaining the proper beneficiary designation and notifying, in writing, the Human Resources office of any changes in status affecting eligibility or designations. Following is a summary of some of these health and welfare benefits. This is only an overview of the plans; contact the Human Resources staff for detailed information. Official benefits plans’ documents take precedence over all other sources of information, written or verbal. CITY OF MARYSVILLE PERSONNEL POLICIES PAGE 26 Health Insurance Regular full-time employees may have a choice of health insurance plans offered; typically, health insurance includes medical, dental, and vision coverage. There may be an annual op en enrollment period when a different health insurance plan may be selected or a spouse or dependents may be added to employees’ health insurance coverage. If an employee’s spouse and/or dependents have medical insurance coverage through another employer’s insurance plan, the employee may be eligible for the City’s dual coverage medical insurance incentive program. Regular part-time employees may be eligible for medical and dental coverage; however, they are not eligible for vision coverage. Their spouses and dependents are not eligible for health insurance coverage. Retirement Plan Regular full- and part-time employees participate in a Washington State-sponsored retirement plan; part-time employees receive prorated service credit based on usual hours worked. Casual and temporary employees are typically ineligible to participate in Washington State retirement plans unless they meet the eligibility requirements of the plans. Deferred Compensation Plans The City may offer a choice of deferred compensation plans. Employees may enroll in a plan at any time during the year, and change their monthly contributions per plan regulations. Employee Assistance Program The employee assistance program provides short-term, confidential counseling specifically designed to assist employees and their families in handling personal and work-related problems. The City’s program, provided by the Association of Washington Cities, makes seeking assistance very easy. Flexible Spending Accounts Employees may pay for qualified dependent care and/or medical expenses with pretax dollars through flexible spending accounts. Employees forfeit any unused balance in the flexible spending account at the end of the plan year. Consolidated Omnibus Budget Reconciliation Act (COBRA) COBRA provides certain former employees, retirees, spouses, former spouses, and dependent children the right to temporary continuation of health insurance coverage at group rates. This coverage is only available when it is lost due to a qualifying event, such as reduction in working hours, termination of employment, divorce, or death. Employees, spouses, and dependents covered by the City’s health insurance plans will be notified, when applicable, of the opportunity to continue their health care coverage under COBRA. CITY OF MARYSVILLE PERSONNEL POLICIES PAGE 27 Other Insurance Benefits Employees may be able to purchase disability insurance through a vendor at group rates. They may also be able to purchase optional insurance plans such as life, accident, or cancer insurance. Employees of the Police Department, excluding the Records Division, may be eligible for employer-paid long-term disability insurance. DUAL COVERAGE MEDICAL INSURANCE INCENTIVE The City recognizes the need for innovative cost sharing between itself and its employees for medical insurance benefits. The dual coverage medical insurance incentive program is a voluntary incentive program in which employees remove spouses and dependents who have health insurance coverage under another employer’s group policy from the City’s medical insurance plan. Under this program, the medical insurance premium that the City would have paid on the employee’s behalf for the eligible dependents will be split between the City and the employee. The City benefits from a 50% cost savings. The employee receives the other 50% cost savings in his or her paycheck as taxable wages. The incentive amount is capped at one spouse and two children. When both husband and wife are regular City employees, only one spouse may receive the dual insurance coverage incentive benefit. All employees are required to retain their own health insurance coverage through the City’s plans. Employees may chose to remove dependents with dual coverage from the City’s medical insurance plan at any time. Employees must sign a waiver certifying that removed dependents have other medical insurance coverage prior to removal from the City’s insurance plan. This waiver includes acknowledgement that proof of continuous, comprehensive medical coverage is required to re-enroll eligible dependents in the City’s medical insurance plan. Eligible dependents can be re-enrolled in the City’s plan only during the annual open enrollment period, except that an otherwise eligible dependent who loses his or her non-City medical coverage during the year may re-enroll in the City’s medical plan on the 1st day of the month following his or her loss of medical insurance coverage. The dual insurance incentive benefit is limited to medical coverage onl y. Dental and vision coverage will remain in effect for all eligible employees and dependents. The City of Marysville retains the right to revoke, modify, or cancel this policy at any time. CITY OF MARYSVILLE PERSONNEL POLICIES PAGE 31 Employees with a perfect attendance record from January through December, which includes using up to eight hours of sick leave, will receive eight additional hours of vacation leave to be used during the next calendar year. Vacation will not accrue when an employee is on unpaid leave. Employees are responsible for monitoring their accrued vacation leave balance. The maximum allowable accumulation of unused vacation leave is the number of vacation leave hours which the employee would have earned over a period of two years. Vacation leave accrued as of December 31st of each year which exceeds the maximum allowed shall be forfeited, unless employees receive prior approval from the CAO to use vacation hours which would otherwise be forfeited due to excess accumulation. Vacation leave cannot be taken until the leave hours are accrued. Vacation leave may not be taken during the first six months of City employment; employees who have transferred or been promoted may use accrued vacation leave during their orientation period. Vacation leaves shall be scheduled considering the wishes of employees and the operating requirements of departments. Supervisors must ensure adequate staffing levels, and management reserves the right to approve scheduling of vacation leaves. 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 the employee gives the City two weeks’ written notice of resignation prior to his or her voluntary termination of employment. SICK LEAVE Regular full-time employees accrue paid sick leave at the rate of eight hours for each month of continuous full-time service; regular part-time employees accrue paid sick leave on a prorated basis. Employees do not accrue sick leave in any calendar month during which they are on an unpaid leave of absence or suspension for a minimum of five days in a calendar month. Sick leave may be used for the following reasons: 1. Employee’s own health condition, illness, injury, or physical incapacity including disability due to pregnancy or childbirth. 2. Care for a child with a health condition requiring treatment or supervision or to treat the disability of an adult child. 3. Provide preventive care for a child. 4. Care for a spouse, parent, parent-in-law, or grandparent with a serious health condition, including short-term care of a pregnant spouse during or after childbirth while she is unable to attend to regular daily activities. CITY OF MARYSVILLE PERSONNEL POLICIES PAGE 32 5. Attend one’s own medical or dental appointments or those of relations named above. 6. Arrange for emergency care or attend to a member of the immediate family-- defined as spouse, child, parent, grandparent, parent-in-law—and in other situations as may be approved by the CAO on a case-by-case basis. Employees must notify supervisors as soon as the need for sick leave is known. Failure to do so may result in denial of sick leave pay. The City may request reasonable proof of the need for sick leave. When absences extend beyond three consecutive working days, employees may be required to submit a medical certificate by a health care professional to justify the absence. In the case of an extended leave, such as serious injury or illness, the City may require a return to work authorization from employees’ health care providers. Holidays and other regular days off shall not be charged against sick leave. Sick leave can be used in minimum increments of one-half hour for nonexempt employees. Exempt employees may use sick leave in eight hour increments only; deductions from sick leave banks will not be made as long as they work part of the day. Newly-hired employees may use sick leave only after successfully completing their first six months of employment, unless the CAO approves its use in extraordinary circumstances. If an employee is absent due to illness or injury for which he or she is receiving payment from the state’s industrial insurance program, LEOFF, or other state-mandated plan, the City will pay employees the difference between their regular wages and the amount received from the state up to the amount of accrued leave in employees’ sick, vacation, compensatory, or administrative leave banks. Employees may accumulate up to a maximum of 1,440 hours of sick leave. Within the last two years prior to employees’ retirement from the City, employees may convert accumulated sick leave in excess of 480 hours into vacation leave. The conversion shall be at a ratio of eight hours vacation leave for each 32 hours of sick leave. This time may be taken as regular vacation leave or paid out upon retirement. DISABILITY LEAVE Employees who suffer on-the-job injuries or occupational diseases during the course of their City employment may be eligible for worker’s compensation benefits administered by the Washington State Department of Labor and Industries. Employees must use available sick, vacation, compensatory, and administrative leave time (in this order) during the period of disability; the period of disability leave shall run concurrently with designated Family and Medical Leave Act leave to the extent permitted by law.