HomeMy WebLinkAbout6527 ORDINANCE NO. 6 5 2 7
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY
OF AUBURN, WASHINGTON, INCLUDING THE MAYOR IN
THE CITY'S MANAGEMENT LEAVE PROGRAM
WHEREAS, the Administrative Policies and Procedures of the City include
provisions whereby certain management and exempt employees receive Management
Leave, supplemental to vacation, consistent with administrative policy and procedure
number 200-62; and
WHEREAS, one of the factors that was considered developing the City's
Management Leave program was to acknowledge that the jobs of certain employees
include the need to work longer than a traditional workday - staying after the close of
business for evening meetings, attending functions and hearings outside of City Hall
and other commitments that entail additional time; and
WHEREAS, these provisions do not currently include the Mayor as a recipient of
such Management Leave; and
WHEREAS, in keeping with the management role and responsibilities of the
Mayor, it is appropriate that the Mayor be included in the management leave program.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF AUBURN,
WASHINGTON, DO ORDAIN as follows
Section 1. The Mayor shall be included among the recipients of Management
Leave in accordance with the Management Leave available to Department Directors,
consistent with the amendments to administrative policy and procedure number 200-62,
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Ordinance No. 6527
July 31, 2014
Page 1 of 2
copy of which is attached hereto, marked as Exhibit "A" and Incorporated herein by this
reference.
Section 2. Implementation. The Mayor is hereby authorized to implement
such administrative procedures as may be necessary to carry out the directions of this
legislation.
Section 3. Severability. The provisions of this ordinance are declared to be
separate and severable. The invalidity of any clause, sentence, paragraph, subdivision,
section or portion of this ordinance, or the invalidity of the application thereof to any
person or circumstance shall not affect the validity of the remainder of this ordinance, or
the validity of its application to other persons or circumstances.
Section 4. Effective Date. This Ordinance shall take effect and be in force five
days from and after its passage, approval and publication as provided by law.
INTRODUCED: AUG 18 2014
PASSED: AUG 18 2014
APPROVED: AUG 18 2014
��n b A �-Rff a�
NANCY B MAYOR
ATTEST: ,
Danielle E. Daskam, City Clerk
APPRQVED AS TO FORM-
Daniel B. Heid, City Attorney
PUBLISHED:
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Ordinance No. 6527
July 31, 2014
Page 2 of 2
* EXHIBIT A
JCITY OF�* ADMINISTRATIVE
�j' _U x POLICY AND PROCEDURE
WASHINGTON
TITLE: SUBJECT: HUMAN RESOURCES
VACATION & MANAGEMENT LEAVE
INDEX NUMBER: 200-62
EFFECTIVE DATE SUPERSEDES PAGE PREPARED BY- MAYOR'S APPROVAL
1086/01/14 06/01/141-14? /-'1-3 1 OF 3 Rob Roscoe
1.0 PURPOSE
To establish the policy regarding vacation leave and management leave accrual and usage.
2.0 ORGANIZATIONS AFFECTED
All departments/divisions
3.0 REFERENCES
City Ordinances 4320 and 3760 and
City Code 2.63.060-155
City Administrative Policy and Procedures 200-24 and #200-60, and #200-61
WAC 296-128-532 and WAC 296-128-533
4.0 POLICY
Annual paid vacation leave shall be granted to all regular, full-time employees and, on a pro-rata
basis, to regular, part-time employees working twenty (20) hours or more per week.
4.1 Vacation leave shall accrue beginning on the date of hire. Full-time employees shall
accrue vacation leave according to the following schedule:
Upon hire through 4 years 96 hours per year
Beginning of 5th year through 9 years 120 hours per year
Beginning of 10th year through 14 years 144 hours per year
Beginning of 15th year through 19 years 160 hours per year
Beginning of 20th year + years 176 hours per year
Upon date of hire, Department Heads' vacation accrual rate will be thirteen and one third
(13.33) hours for each full month of employment (equivalent to twenty (20) days per year).
4.2 An employee may accumulate vacation leave up to what would be earned in two (2) years
at the employee's current annual accrual rate. Any vacation leave accrued in excess of
this amount will be lost unless used during the pay period earned, except if the Human
Resources Director approves a request from the Department Head that indicates vacation
could not be taken due to operational necessity. The request should indicate when the
employee will be scheduled to take such leave. This continued accrual is maintained by
Payroll and will not show on the pay stub.
4.3 Accrued vacation leave may not be used, except for covering one (1) hour of a nine (9)
hour holiday, until an employee has completed three (3) months of employment. Upon
completion of three (3) months of employment, vacation usage may not exceed the leave
ADMINISTRATIVE VACATION & MANAGEMENT TITLE: INDEX NO: PAGE
POLICY AND PROCEDURE 2 OF 3
LEAVE 200-62
balance that will be available at the end of the pay period in which the vacation is being
taken.
4.4 Employees who leave City employment within the first three (3) months of hire date will
not be entitled to payment for any accrued vacation leave. Employees who leave City
employment thereafter shall be paid for all accrued vacation leave as part of their final
paycheck.
4.5 The Mayor and Department Heads will be allowed to "cash-out' up to eighty (80) hours of
accrued vacation per year, and may elect to receive the money or place it in their deferred
compensation account. Assistant Directors will be allowed to "cash-out" up to sixty (60)
hours of accrued vacation per year, and may elect to receive the money or place it in their
deferred compensation account (See paragraph 5 below). Assistant Directors, for the
purpose of this policy, shall be defined as all employees that are in the N12 pay grade,
including the Assistant Chief of Police.
4.6 Unaffiliated, exempt (non-overtime eligible) employees shall also be given management
leave, which shall be non-accruable hours to be used within the calendar year that is
credited to the employee's management leave bank to compensate for the amount of
hours worked during the year. Management leave may not be "rolled over" from one year
to the next. Any leave remaining at the end of the calendar year will be automatically
deleted from the employee's leave bank. Management leave may not be cashed out at
the end of the year, or at the time of separation from employment with the City.
4.7 The Mayor and Department Heads shall be given a management leave bank of eighty
(80) non-accruable hours; Assistant Directors shall be given a management leave bank of
sixty (60) non-accruable hours; and all other unaffiliated, exempt employees shall receive
forty (40) non-accruable hours. An eligible exempt employee shall receive his/her entire
amount of management leave in his/her leave bank on January 1 of each year. An
employee covered by this policy will be granted management leave on his/her
appointment date into an exempt position, prorated based on the number of pay periods
remaining in the year. Management leave may be used with supervisor approval
immediately upon the date of appointment into an unaffiliated, exempt position.
4.8 Within sixty (60) days from the date that the Mayor approves this policy, the City will
undertake a one-time review of eligible employees for the purpose of determining the
prorated management leave for calendar year 2014 in order to comply with the intent of
this policy. Additional management leave may be granted to Department Heads at the
discretion of the Mayor.
4.9 The minimum increment in which vacation and management leave may be taken is one-
half(.5) hour.
4.10 Vacation time and/or management leave time is subject to the approval of the supervisor
or Department Head at the convenience of the City, but every effort will be made to
accommodate employees' requests. Any conflict among employee requests will be
resolved on the basis of request date and department staffing requirements.
ADMINISTRATIVE VACATION & MANAGEMENT TITLE: INDEX NO: PAGE
POLICY AND PROCEDURE 2 of 3
LEAVE 200-62
5.0 PROCEDURE
The Mayor, Department Heads, and/or Assistant Directors will notify the Finance
Department (Payroll) in writing (email is appropriate) the month prior to the desired month
for the "cash-out' the number of hours of accrued vacation they wish to "cash-out".
Payroll will apply the "cash-out" to the first pay period of the month (i.e. the check
received on the 23rd of the month).
6.0 RESPONSIBILITIES
6.1 Supervisors are responsible for:
a. Approving vacation leave/management leave in advance of the absence.
b. Ensuring vacation leave does not exceed accrued vacation leave and is appropriately
recorded on the timecard.
6.2 Employees are responsible for:
a. Requesting vacation leave/management leave in advance of the absence.
b. Ensuring requested vacation does not exceed accrued vacation
c. Correctly recording all vacation leave/management leave usages on his/her timecard.