Chapter 2.44
PERSONNEL SYSTEM
Sections:
2.44.020 Collective bargaining agreements.
2.44.030 Compensation of the mayor.
2.44.040 Compensation of the council.
2.44.055 Within-range salary adjustments.
2.44.058 Within-range salary adjustments – City manager position exempt.
2.44.090 Casual and seasonal employees.
2.44.095 Other hourly rates of pay.
2.44.140 Employee assistance program.
2.44.145 Long term care insurance.
2.44.010 Personnel.
There is established in the city of Fircrest a personnel system. The city council shall adopt, upon recommendation of the city manager, any changes to the Fircrest personnel policies and procedures manual as it deems necessary. The city manager shall maintain personnel policies and procedures for the city of Fircrest personnel system. Said policies and procedures shall be based on equal opportunity and sound principles of public personnel administration, and shall be consistent with state and federal statutes, the ordinances of the city and policies of the city council. Said personnel policies shall include provisions to govern all pertinent personnel matters within the city. Each department of city government shall maintain a current copy of the policies and procedures, and all employees or applicants for employment shall have access to them. (Ord. 995 § 1, 1991).
2.44.020 Collective bargaining agreements.
Employees of the city covered by collective bargaining agreements shall receive wages and benefits as provided in the terms of those agreements as approved and ratified by the city council. (Ord. 995 § 2, 1991).
2.44.030 Compensation of the mayor.
The mayor of the city if elected or appointed as a member of council who shall be chosen by the city councilmembers pursuant to RCW 35A.13.030 shall receive as compensation for services during the term of office for which appointed the sum of a monthly base salary of $121.55 each month plus $150.00 for each regular council meeting attended and the sum of $50.00 for each special council meeting attended. The monthly base salary shall be increased to $127.63 per month as of January 1, 2016. The monthly base salary shall be increased to $134.01 per month as of January 1, 2017. The monthly base salary shall be increased to $140.71 per month as of January 1, 2018. The monthly base salary shall be increased to $147.75 per month as of January 1, 2019. (Ord. 1542 § 1, 2013; Ord. 1432 § 1, 2006; Ord. 1378 § 1, 2005; Ord. 1291 § 1, 2001; Ord. 1132 § 1, 1996; Ord. 1053 § 1, 1993; Ord. 995 § 3, 1991).
2.44.040 Compensation of the council.
Each member of council shall receive as compensation for services during the term of office for which elected or appointed the sum of $121.55 each month plus $100.00 for each regular council meeting attended and the sum of $50.00 for each special council meeting attended. The monthly base salary shall be increased to $127.63 per month as of January 1, 2016. The monthly base salary shall be increased to $134.01 per month as of January 1, 2017. The monthly base salary shall be increased to $140.71 per month as of January 1, 2018. The monthly base salary shall be increased to $147.75 per month as of January 1, 2019. (Ord. 1542 § 2, 2013; Ord. 1432 § 2, 2006; Ord. 1378 § 2, 2005; Ord. 1291 § 2, 2001; Ord. 1132 § 2, 1996; Ord. 1053 § 2, 1993; Ord. 995 § 4, 1991).
2.44.050 Nonunion salaries.
From and after January 1, 2024, the full-time equivalent monthly salary range of the following regular full-time, regular part-time, and temporary city positions is fixed at the following sums. No employee shall be paid an average monthly base salary, which exceeds the maximum provided hereunder.
|
Position |
Minimum |
Maximum |
|---|---|---|
|
Office Assistant I |
$3,633 |
$4,637 |
|
Office Assistant II |
$4,368 |
$5,576 |
|
Court Clerk I |
$4,368 |
$5,576 |
|
Police Records Technician/CSO I |
$4,484 |
$5,723 |
|
Recreation Specialist |
$4,484 |
$5,723 |
|
Administrative Assistant |
$4,718 |
$6,022 |
|
Court Clerk II |
$4,892 |
$6,243 |
|
Permit Coordinator/Code Enforcement Officer |
$4,915 |
$6,272 |
|
Recreation Program Coordinator |
$4,923 |
$6,282 |
|
Accountant I |
$4,977 |
$6,351 |
|
Police Records Technician/CSO II |
$5,021 |
$6,409 |
|
Accountant II |
$5,842 |
$7,456 |
|
IT Systems Coordinator |
$5,950 |
$7,594 |
|
Court Administrator – Without Contracted Court |
$6,597 |
$8,420 |
|
City Clerk |
$6,703 |
$8,555 |
|
Court Administrator – With Contracted Court |
$7,256 |
$9,261 |
|
Parks/Recreation Director |
$7,586 |
$9,681 |
|
Finance Director |
$9,170 |
$11,702 |
|
Community Development Director |
$9,851 |
$12,573 |
|
Public Works Director |
$9,851 |
$12,573 |
|
Police Chief |
$10,917 |
$13,934 |
For payroll purposes and for the computation of hourly rates for regular employees, the monthly salary of said positions shall be multiplied by 12 and then divided by 2,080 hours and rounded to the nearest one hundredth to determine the corresponding hourly rate of pay for entry into the biweekly payroll system. (Ord. 1712 § 1, 2023; Ord. 1710 § 1, 2023; Ord. 1709 § 1, 2023; Ord. 1708 § 1, 2023; Ord. 1694 § 1, 2022; Ord. 1686 § 1, 2022; Ord. 1676 § 1, 2021; Ord. 1660 § 1, 2020; Ord. 1645 § 1, 2019; Ord. 1624 § 1, 2018; Ord. 1600 § 1, 2017; Ord. 1583 § 1, 2016; Ord. 1564 § 1, 2015; Ord. 1558 § 1, 2015; Ord. 1552 § 1, 2014; Ord. 1540 § 1, 2013; Ord. 1529 § 1, 2012; Ord. 1517 § 1, 2011; Ord. 1503 § 1, 2010; Ord. 1457 § 1, 2008; Ord. 1451 § 1, 2008; Ord. 1444 § 1, 2007; Ord. 1436 § 1, 2007; Ord. 1429 § 1, 2006; Ord. 1385 § 1, 2005; Ord. 1362 § 1, 2004; Ord. 1336 § 1, 2003; Ord. 1317 § 1, 2002; Ord. 1294 § 1, 2001; Ord. 1273 § 1, 2001; Ord. 1264 § 1, 2000; Ord. 1262 § 1, 2000; Ord. 1253 § 1, 2000; Ord. 1235 § 1, 1999; Ord. 1212 § 1, 1998; Ord. 1189 § 1, 1997; Ord. 1136 § 1, 1996; Ord. 1114 § 1, 1995; Ord. 1088 § 1, 1994; Ord. 1076 § 1, 1994; Ord. 1049 § 1, 1993; Ord. 1042 § 1, 1993; Ord. 1018 § 1, 1993; Ord. 1005 § 1, 1992; Ord. 995 § 5, 1991).
2.44.055 Within-range salary adjustments.
(a) The salary range shall be divided into six steps, with five percent increase between steps. Upon successful completion of the probationary period and one year continuous service, an employee shall be eligible to progress from one pay step to the next higher pay step, provided performance has been evaluated as at least satisfactory. Effective the first day of the first pay period in December 1993 and every year thereafter, an employee on staff at that time shall be eligible to progress from one pay step to the next higher pay step, provided performance has been satisfactory during the evaluation period, and subject to the availability of funds.
(b) Policy Implementation. The city manager is authorized and directed to adopt administrative policies and procedures to implement the within-range salary adjustment system provided herein. Employees hired or promoted after January 1, 1994, will advance on their annual hire or promotion date. Salary ranges will move annually, based upon the cost-of-living adjustment authorized by the city council. (Ord. 1155 § 1, 1997; Ord. 1042 § 2, 1993).
2.44.058 Within-range salary adjustments – City manager position exempt.
The city manager position is exempt from the within-range salary adjustments section of this chapter and any salary adjustments therein shall be conducted pursuant to employment agreement between the city manager and the city council. (Ord. 1049 § 2, 1993).
2.44.070 Monthly pay.
From and after January 1, 2024, the monthly rate of pay of the following positions is fixed not to exceed the following sums:
|
Municipal Court Judge |
$3,899 per month |
|
Municipal Court Judge with Contract |
$5,571 per month |
|
Civil Service Chief Examiner |
$266 per month |
|
Municipal Court Judge Pro Tem |
$75 per hour (two-hour minimum) |
(Ord. 1713 § 1, 2023; Ord. 1695 § 1, 2022; Ord. 1687 § 1, 2022; Ord. 1677 § 1, 2021; Ord. 1661 § 1, 2020; Ord. 1642 § 1, 2019; Ord. 1625 § 1, 2018; Ord. 1601 § 1, 2017; Ord. 1585 § 1, 2016; Ord. 1565 § 1, 2015; Ord. 1553 § 1, 2014; Ord. 1541 § 1, 2013; Ord. 1458 § 1, 2008; Ord. 1443 § 1, 2007; Ord. 1428 § 1, 2006; Ord. 1383 § 1, 2005; Ord. 1355 § 1, 2004; Ord. 1342 § 1, 2004; Ord. 1327 § 1, 2003; Ord. 1252 § 1, 2000; Ord. 1155 § 2, 1997; Ord. 1085 § 1, 1994; Ord. 995 § 7, 1991).
2.44.080 Volunteer firefighter and officer reimbursement.
Repealed by Ord. 1155. (Ord. 1100 § 1, 1995; Ord. 1085 § 2, 1994; Ord. 995 § 8, 1991).
2.44.090 Casual and seasonal employees.
From and after January 1, 2024, the hourly rate of pay for casual or seasonal employees, unless otherwise provided, shall range between the state of Washington’s minimum wage of $16.28 and $25.16 per hour, depending on the requirements of the position and the qualifications of the individual, as determined by the city manager.
No employee shall be paid on an hourly rate that exceeds the maximum provided hereunder.
|
Position |
1st Year of Employment |
2nd Year of Employment |
3rd Year of Employment |
|---|---|---|---|
|
Maintenance Worker |
$16.88 |
$17.13 |
$17.38 |
|
Pool Cashier |
$16.88 |
$17.13 |
$17.38 |
|
Lifeguard |
$17.50 |
$17.75 |
$18.00 |
|
Swim Instructor |
$17.50 |
$17.75 |
$18.00 |
|
Recreation Leader |
$17.50 |
$17.75 |
$18.00 |
|
Swim Coach |
$18.34 |
$18.59 |
$18.84 |
|
Head Lifeguard |
$18.91 |
$19.16 |
$19.41 |
|
Senior Bus Driver |
$21.21 |
$21.21 |
$21.21 |
|
Pool Manager |
$24.66 |
$24.91 |
$25.16 |
(Ord. 1712 § 2, 2023; Ord. 1694 § 2, 2022; Ord. 1676 § 2, 2021; Ord. 1660 § 2, 2020; Ord. 1645 § 2, 2019; Ord. 1624 § 2, 2018; Ord. 1600 § 2, 2017; Ord. 1583 § 2, 2016; Ord. 1567 § 1, 2015; Ord. 1564 § 2, 2015; Ord. 1552 § 2, 2014; Ord. 1540 § 2, 2013; Ord. 1529 § 2, 2012; Ord. 1517 § 2, 2011; Ord. 1503 § 2, 2010; Ord. 1457 § 2, 2008; Ord. 1451 § 2, 2008; Ord. 1444 § 2, 2007; Ord. 1429 § 2, 2006; Ord. 1385 § 2, 2005; Ord. 1368 § 1, 2005; Ord. 1362 § 2, 2004; Ord. 1353 § 1, 2004; Ord. 1336 § 2, 2003; Ord. 1317 § 2, 2002; Ord. 1302 § 1, 2002; Ord. 1294 § 2, 2001; Ord. 1264 § 2, 2000; Ord. 1237 § 1, 2000; Ord. 1212 § 2, 1998; Ord. 1155 § 3, 1997; Ord. 1049 § 4, 1993; Ord. 1025 § 1, 1993; Ord. 995 § 9, 1991).
2.44.095 Other hourly rates of pay.
From and after January 1, 2000, the hourly rates of pay of the following city personnel are fixed at not to exceed the following sums:
Municipal court judge pro tempore $50.00
(Ord. 1232 § 1, 1999; Ord. 1061 § 1, 1994).
2.44.100 Overtime pay.
Any employee, except those in positions which are exempt from the overtime provisions of the Fair Labor Standards Act, required to work in excess of 40 hours in a work week shall be paid the rate of one and one-half times the regular rate of pay for each such excess hour computed to the nearest quarter hour. (Ord. 1241 § 1, 2000; Ord. 1155 § 4, 1997; Ord. 1005 § 2, 1992; Ord. 995 § 10, 1991).
2.44.110 Medical benefits.
The city shall pay the full or a portion of the cost of premiums for medical insurance coverage for all regular full-time city employees and their dependents. Dependents are defined by the medical plans. The city shall pay the full cost of premiums for dental insurance with orthodontia option, for all regular full-time employees and their dependents. Dependents are defined by the dental plan. The city may pay the full or pro rata cost of premiums for medical insurance for all regular part-time employees of the city. (Ord. 1389 § 22, 2005; Ord. 995 § 11, 1991).
2.44.120 Vision benefits.
The city shall pay the full or a portion of the cost of premiums for vision insurance coverage for all regular full-time city employees and their dependents. Dependents are defined by the medical plans. The city may pay the full or pro rata cost of premiums for vision insurance for all regular part-time employees of the city. (Ord. 1636 § 4, 2019; Ord. 1581 § 1, 2016; Ord. 995 § 12, 1991).
2.44.130 Life insurance.
The city shall pay the full cost of premiums to provide a term life insurance policy for its regular full-time employees. Said policy amount shall be at the sum of one times the annual salary plus the dollar value of the accrued sick leave as of January 1st each year, rounded to the nearest $1,000 (to the maximum available through the city’s insurance). The city may provide the term insurance policy through any insurance company approved by the Washington State Insurance Commissioner. (Ord. 1636 § 1, 2019; Ord. 1241 § 2, 2000; Ord. 1155 § 5, 1997; Ord. 995 § 13, 1991).
2.44.140 Employee assistance program.
As provided for in the annual budget, the city may pay all or part of the cost of regular full-time employees’ and regular part-time employees’ participation in an employee assistance program. (Ord. 1155 § 6, 1997; Ord. 995 § 14, 1991).
2.44.145 Long term care insurance.
The city shall pay the premium cost to provide a long term care insurance policy for eligible active and retired LEOFF I employees. The city may provide the long term care insurance policy through any insurance company approved by the Washington State Insurance Commissioner. (Ord. 1155 § 11, 1997).
2.44.150 Holidays.
(a) The following are recognized as paid holidays:
New Year’s Day – January 1st
Martin Luther King, Jr.’s Birthday – 3rd Monday in January
Presidents’ Day – 3rd Monday in February
Memorial Day – Last Monday in May
Juneteenth – June 19th
Independence Day – July 4th
Labor Day – 1st Monday in September
Veterans Day – November 11th
Thanksgiving Day – 4th Thursday in November
Friday following Thanksgiving
Christmas Day – December 25th
Any holiday falling on Saturday will be celebrated on the preceding Friday. Any holiday falling on Sunday will be celebrated on the following Monday. The employee must be on paid status the day prior and day after a holiday to qualify for holiday payment.
(b) Floating Holiday. In addition to the above holidays, each regular full-time employee shall be granted eight hours’ floating holiday time each calendar year; provided, the employee has worked or is scheduled to work four consecutive months in the calendar year. Accumulated holiday time shall be taken in the year it is accrued, or lost.
(c) Date Holiday Observed. Any holiday falling on a Saturday will be celebrated the preceding Friday. Any holiday falling on a Sunday will be celebrated the following Monday.
(d) Condition of Payment. As a condition to payment for the holidays, an employee must be in a paid status the scheduled workday immediately preceding a holiday and the scheduled workday immediately following the holiday, unless excused by the city manager.
(e) Regular Part-Time Employees. A regular part-time employee is not entitled to compensation for a holiday unless the day it is observed falls on the employee’s regularly scheduled workday. Regular part-time employees will be paid on a pro rata basis based on the established number of hours in their work week.
(f) Holiday Work. Nonexempt regular full-time or part-time employees will be paid for the holiday plus two times their regular rate of pay for any time worked on the holiday. Such time must be preauthorized by the city manager and/or his/her designee.
(g) Religious Holidays. If an employee’s religious beliefs require observance of a holiday not included in the basic holiday schedule, the employee may, with the city manager and/or his/her designee’s approval, take the day off using vacation, floating holiday, or leave without pay. (Ord. 1684 § 1, 2022; Ord. 1636 § 2, 2019; Ord. 1241 § 3, 2000; Ord. 1155 § 7, 1997; Ord. 995 § 15, 1991).
2.44.160 Vacation leave.
(a) Each regular full-time employee is entitled to vacation leave as follows:
|
Years of Employment |
Vacation Hours Earned |
|---|---|
|
1 – 2 years |
88 hours |
|
3 years |
96 hours |
|
4 years |
104 hours |
|
5 years |
112 hours |
|
6 years |
120 hours |
|
7 years |
128 hours |
|
8 years |
136 hours |
|
9 years |
144 hours |
|
10 years |
152 hours |
|
11 – 14 years |
160 hours |
|
15 – 19 years |
176 hours |
|
20 years or over |
184 hours |
(b) Accrual and Use. Vacation time accrues from the date of hire and may be taken as it is accrued after successful completion of the working test period. An employee who separates from city service prior to successful completion of the working test period shall not be entitled to receive annual leave or pay for any vacation hours accrued.
(c) Scheduling. Department heads are responsible for scheduling employee’s vacation without undue disruption of department operations. As a general guideline, leave requests for one week or more in duration should be submitted at least 30 days in advance.
(d) Maximum Accrual. The maximum number of vacation hours which may be accrued is 240 hours. Vacation time in excess of 240 hours shall be used or forfeited.
(e) FLSA Exempt Employees. FLSA exempt employees will receive an additional 40 hours annual vacation.
(f) Employment Termination. Employees will be paid for unused vacation time upon termination of employment.
(g) Vacation Time Sell-Back. Within the limits of available resources, once annually during the last quarter of the year, an employee may request to sell back unused vacation time, provided the accrued vacation leave is not reduced to less than 80 hours. The city reserves the right to limit an employee’s request if the department’s budgeted appropriations, in the city manager’s opinion, appear insufficient to pay the amount requested.
(h) Regular Part-Time Employees. Regular part-time employees will receive vacation on a pro rata basis based on the established number of hours in their regularly scheduled work week.
(i) Casual, Seasonal, and Temporary Employees. Employees under these classifications are not eligible for any vacation benefits.
(j) Leave without Pay. Employees do not accrue vacation benefits during a leave without pay. (Ord. 1636 § 5, 2019; Ord. 1251 § 1, 2000; Ord. 1155 § 8, 1997; Ord. 995 § 16, 1991).
2.44.170 Paid sick leave.
(a) All regular full-time and regular part-time employees, whether paid on an hourly basis or by monthly salary, shall be entitled to sick leave as follows: all full‐time regular employees accrue paid sick leave benefits at the rate of eight hours for each calendar month of continuous employment; regular part‐time, casual and seasonal employees accrue sick leave prorated to their full‐time equivalent status. All employees accrue at least one hour of paid sick leave for every 40 hours worked. Sick leave shall be granted at the rate of eight hours for each calendar month of service. Regular part-time employees may be granted a pro rata rate for each calendar month of service. Employees are entitled to use their accrued, unused paid sick leave beginning on the ninetieth calendar day after the start of their employment.
(b) Sick leave granted and not used shall accrue to the credit of each such employee, up to a maximum total accumulation of 1,940 hours. Accrued sick leave shall be canceled upon termination of employment. In the event any person having accrued sick leave ceases to be employed by the city and is thereafter reemployed, the accrued sick leave of the employee shall not be reinstated, and the employee shall thereafter accrue sick leave in the same manner as if a new employee.
(c) Employees entitled to sick leave may remain away from work with pay, where such absence is the result of personal illness or physical incapacity not job connected, sickness of an immediate family member as defined by RCW 49.46.210, involuntary or enforced quarantine, or death in the immediate family of such employee. Sick leave granted because of death in the immediate family shall not exceed three days unless other arrangements have been approved by the city manager. An employee who is collecting worker’s compensation temporary disability benefits as a result of an on-the-job injury shall receive sick leave benefits to supplement such worker’s compensation benefits in an amount sufficient to equal the employee’s regular rate of pay during the period of temporary disability; provided, however, such supplementary benefits shall not be paid in excess of the accrued sick leave credited to the employee.
(d) Sick Leave Sharing.
(1) Definition. A “medical condition, illness or injury” shall be defined as:
(A) A physician certified eminent case; or
(B) A medical condition, illness, injury of an extraordinary or severe nature and which has caused, or is likely to cause, the employee to:
(i) Go on leave of absence without pay; or
(ii) Terminate city employment; but shall not include any mental, emotional or stress-related medical condition, illness, claims or injuries, except for periods during hospitalization or institutional interment.
(2) Authorization. The city manager may permit a regular full-time or regular part-time employee to receive sick leave donations from other qualified employees under this subsection if the condition meets the definition as provided herein, and if:
(A) The condition meets the definition;
(B) The employee’s absence and the use of shared sick leave are justified;
(C) The employee has depleted or will deplete his or her annual vacation leave and sick leave reserves;
(D) The employee has abided by all personnel rules regarding sick leave use, including physician certification;
(E) The employee has diligently pursued and been found to be ineligible for state industrial insurance benefits or disability insurance benefits.
(3) The city manager shall determine the amount of sick leave which an employee may receive under this section. However, an employee shall not receive, in donations, a total of more than 349 hours of donated sick leave.
(4) Donated sick leave shall be utilized in the order of receipt by the city manager. Such leave shall be donated in eight-hour increments. In the instance where an illness or injury qualifies an employee for state workers’ compensation, the employer’s access to shared sick leave shall only be for the difference between the employee’s straight-time base hourly wage and the amount paid the employee by the state workers’ compensation benefits, to the extent of available shared sick leave, if any.
(5) An employee who has accrued a sick leave balance of more than 192 hours may request that the city manager transfer a specified amount of sick leave to another employee authorized to receive sick leave under this section. In no event may the employee request a transfer of an amount of sick leave that would result in his or her own sick leave account going below 192 hours.
(6) The amount of sick leave time transferred under this section which remains unused shall be returned to the employee or employees who transferred the leave when the city manager finds that the leave is no longer needed or will not be needed at a future time in connection with the illness or injury for which the leave was transferred. (Ord. 1636 § 6, 2019; Ord. 1155 § 9, 1997; Ord. 1018 § 3, 1993; Ord. 995 § 17, 1991).
2.44.175 Family leave.
Employees shall be granted family leave in compliance with State and Federal Family Leave Acts as presently set forth or hereafter amended. (Ord. 1155 § 12, 1997).
2.44.180 Travel expenses.
(a) Any official or employee of the city performing travel on city official business, after being duly authorized to do so, may be reimbursed for reasonable expenses incurred. Requests for reimbursement, including receipts, shall be submitted on a city form signed by the employee or official, department head, and city manager.
(b) Use of a private automobile will be reimbursed at a rate the Internal Revenue Service allows per mile without supporting documents.
(c) Allowable incidental expenses include baggage checking, business telephone, and one brief telephone call home to a family member every 24-hour period. Tips not exceeding 15 percent for meals, taxis, or baggage handling are reimbursable.
(d) Meal reimbursements shall not exceed the amount allowed for per diem meal reimbursement. Should an employee or official claim the per diem meal reimbursement, the rates shall be identified in the city’s personnel policies and procedures manual.
(e) Reasonable hotel/motel accommodations are acceptable for travel more than 50 miles from the city and will be reimbursed at a maximum of the single room rate. (Ord. 1636 § 3, 2019; Ord. 1241 § 4, 2000; Ord. 1155 § 10, 1997; Ord. 995 § 18, 1991).