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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, ---------------------------- 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: ---------------------------- 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.