Chapter 3.05 EMPLOYEES

The Board of Commissioners delegates to the Superintendent its authority under RCW 57.08.005(13) to fix salaries, except that the Board of Commissioners retains authority to fix the salary of the Superintendent. [Res. 1054 § 1 (Exh. A), 2023.]

3.05.030 Appointment of employees.

The Board of Commissioners delegates to the Superintendent its authority under RCW 57.08.005(13) to appoint and remove employees, except that the Board of Commissioners retains authority to appoint and remove the Superintendent. [Res. 1054 § 1 (Exh. A), 2023.]

3.05.040 District employee handbook.

The District shall organize its personnel-related policies into one volume, called the District Employee Handbook. [Res. 1054 § 1 (Exh. A), 2023.]

3.05.050 Working hours.

Repealed by Res. 1054. [Res. 483 § 6, 1985.]

3.05.060 Holidays.

Repealed by Res. 1054. [Res. 483 § 7, 1985.]

3.05.070 Emergency and holiday work.

Repealed by Res. 1054. [Res. 483 § 8, 1985.]

3.05.080 Sick leave.

Repealed by Res. 1054. [Res. 903 § 1, 2015; Res. 879 § 1, 2013; Res. 806 § 1, 2008; Res. 483 § 9, 1985.]

3.05.090 Medical benefits.

Repealed by Res. 1054. [Res. 892 §§ 1 – 3, 2014; Res. 878 §§ 1 – 3, 2013; Res. 517, 1989; Res. 483 § 10, 1985.]

3.05.100 Educational benefits.

Repealed by Res. 1054. [Res. 483 § 11, 1985.]

3.05.110 Absence of nonspecified benefits.

Repealed by Res. 1054. [Res. 483 § 12, 1985.]

3.05.120 Vacation.

Repealed by Res. 1054. [Res. 903 § 2, 2015; Res. 879 § 2, 2013; Res. 483 § 13, 1985.]

3.05.130 Unused vacation payoff.

Repealed by Res. 1054. [Res. 727 (Exh. C), 2005.]

3.05.140 Parental leave.

Repealed by Res. 1054. [Res. 547, 1992.]

3.05.145 Unpaid leave for reasons of faith, conscience, or religion.

Repealed by Res. 1054. [Res. 891 § 4, 2014.]

3.05.150 Authorization to President.

The President of the Board is authorized to execute and deliver on behalf of the District any documents or agreements with other governmental agencies necessary to facilitate the reimbursement to the District of all or part of the expenses of the District incurred in connection with the employment by the District of personnel subject to the Federal Emergency Employment Act or similar legislation. [Res. 483 § 14, 1985.]

3.05.160 Authorization to Superintendent.

The Superintendent is authorized to employ temporarily, if needed in his discretion, not more than two persons as additional maintenance personnel at a rate or rates not to exceed $10.00 per hour. No other compensation or benefits shall be furnished in connection with such employment, and the person or persons so employed shall work under the direction of the Superintendent. [Res. 483 § 15, 1985.]

3.05.170 Payroll deductions.

The Auditor of Snohomish County is hereby authorized and directed after January 1, 1971, to deduct regularly from the payroll warrants prepared for employees of the District contributions in the amounts prescribed in accordance with the Federal Insurance Contributions Act, and to apply or accumulate in trust for proper application those amounts deducted as provided by applicable law and regulation. [Res. 119, 1971.]

3.05.180 Health reimbursement arrangement plan.

(1) Employees may accrue an unlimited amount of paid sick leave during the calendar year, with an annual carryover maximum of 1,040 hours. On an annual basis, employees are eligible for the contribution of accrued sick leave to their HRA VEBA in accordance with the terms of the District’s employee handbook.

(2) Upon separation from employment with the District, 100 percent of the separating employee’s accrued sick leave shall be contributed to the separating employee’s VEBA account, unless sick leave cash-out is specified to be paid otherwise in an applicable collective bargaining agreement.

(3) Commissioners will contribute 25 percent per month of earned per diem to HRA VEBA. No contribution will be made if the Commissioner completes an attestation that they have a separate personal health savings account (HSA). [Res. 1004 §§ 1 – 3, 2021; Res. 824 §§ 1 – 3, 2009.]

3.05.190 Vehicle usage.

Vehicle is to be used on District business, on-call 24/7 status, emergency response, District trips and both to and from work for designated employees or as directed by the District Manager. Benefit based on a State lease rate value of $3.00/day. Employee to share in their portion of the FICA/FUTA payment requirements. Total value to be added for purposes of adjusting gross salary received. [Res. 727 (Exh. B), 2005.]

3.05.200 Mileage and miscellaneous reimbursement.

Repealed by Res. 1054. [Res. 483 § 16, 1985.]

3.05.210 Meal reimbursement.

(1) The District’s Superintendent and/or District Financial Manager shall be authorized to approve costs advanced and to reimburse expenses for employee meals when employee working hours are extended through meal times to accommodate preparation for District meetings. Such approval or reimbursement shall be subject to review by the Board of Commissioners as part of the regular review of expenses of the District.

(2) The District’s Superintendent and/or Financial Manager shall be authorized to approve costs advanced and to reimburse employees for meal expenses incurred during employee reviews, where such reviews are conducted outside the District offices for purposes of ensuring privacy. Such approval or reimbursement shall be subject to review by the Board of Commissioners as part of the regular review of expenses of the District.

(3) The District shall pay for or provide reimbursement for qualifying meal expenses of employees or agents pursuant to maximum GSA M&IE rates. [Res. 1014 § 1, 2021; Res. 651 §§ 1, 2, 1999.]

3.05.220 Credit cards.

(1) General Use Policy. Credit cards are to be used in a responsible manner, in the furtherance of the District’s business purposes, by those personnel to whom they are issued. Credit cards may be used for travel, training expenses, equipment expenses and other purchases where it is determined to be in the best interests of the District.

(2) Recordkeeping. All original receipts for credit card purchases shall be submitted to accounting within one business day of the expense being incurred, or if the expense is incurred while travelling then within one business day of return. Purchases without supporting documentation may require reimbursement to the District by the employee.

(3) Persons Authorized to Make Credit Card Purchases. District credit cards may be issued to the General Manager, Assistant General Manager, Wastewater Treatment Plant Supervisor, and Maintenance and Collections Supervisor. Other employees, as determined necessary from time to time by the General Manager, may be provided use of a District credit card. Each authorized credit card user shall keep physical custody of his/her issued credit card at all times, shall follow good security practices when utilizing web-based systems for online transactions, and shall be responsible for the recordkeeping described in subsection (2) of this section. Employees are not permitted to store District credit card information electronically (such as in a web browser or with an online retailer for future use).

(4) Credit Limit. The credit limits for credit cards issued to District employees shall be: General Manager $10,000, Assistant General Manager $10,000, Wastewater Treatment Plant Supervisor $5,000, and Maintenance and Collections Supervisor $5,000. Credit limits may be temporarily revised by the General Manager to accommodate purchases made under special circumstances such as, without limitation, emergency repairs, disaster responses and other infrequent or unusual situations.

(5) Return of Credit Card. An employee issued a District credit card shall return it at the request of the General Manager or his/her designee or upon separation of employment.

(6) Payment of Bills. Credit card statements will be paid though the accounts payable process established by the District, which includes Board of Commissioner authorization.

(7) Inappropriate Use of Credit Card. Cash advances on credit cards are prohibited. Misuse of a District credit card by any employee may be subject to disciplinary action, up to and including termination. [Res. 1027 §§ 1 – 7, 2022; Res. 902 §§ 1 – 7, 2015.]

3.05.230 Credit card airline miles.

It shall be the policy of the District that airline miles earned through use of the District credit card shall be used for District travel. [Res. 855, 2011.]

3.05.240 Missing District credit card and/or credit account receipts.

(1) All original credit card receipts lost by employee must be reimbursed to the District by such employee, if duplicate receipt is unobtainable.

(2) All receipts must be submitted to the Deputy Manager of Administration to be held for the arrival of the monthly statement. If the receipt was not turned in by employee and/or found in file, the employee will be notified and if applicable will be asked to contact the vendor to request a duplicate receipt. If receipt is unable to be duplicated, the employee will be requested to complete an affidavit for lost receipt immediately and submit reimbursement to the District within 10 working days.

(3) If employee fails to complete the affidavit for lost receipt and submit reimbursement to the District within 10 working days of request, the employee shall then be charged a 10 percent delinquent fee along with eight percent per annum interest monthly, until reimbursement has been paid in full.

(4) If employee fails to meet any of the above conditions, they may be subject to dismissal.

AFFIDAVIT FOR LOST CREDIT CARD RECEIPT

I, __________, lost receipt from __________

Dated __________ in the amount of $__________

Reimbursement to District:

Date: __________ Amount $__________ Pd By: __________

___________________

Darwin Smith

Manager

____________________

Pam Kugel

Deputy Manager of Administration

Please attach receipt:

[Res. 727 (Exh. A), 2005.]

3.05.250 Grievance procedure.

Repealed by Res. 1054. [Res. 483 § 17, 1985.]