HomeMy WebLinkAbout2020-18 Clarifying certain condition of employment for managment and confidential employees1
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RESOLUTION NO.2020-18
A RESOLUTION OF THE CITY OF ASHLAND CLARIFYING CERTAIN
CONDITIONS OF EMPLOYMENT FOR MANAGEMENT AND CONFIDENTIAL
EMPLOYEES AND REPEALING RESOLUTION NO.2019-18.
Recitals:
A. The City of Ashland has negotiated collective bargaining agreements with all employees who
are members of labor unions;
B. The management and confidential employees of the City are not members of a labor
organization established for the purpose of collectively negotiating the terms and conditions of
their employment; and
C. It is in the best interest of the City and efficient and effective government to clearly set forth
the City's expectations for the performance of its management and confidential employees;
The mayor and council resolve as follows:
1. Scope of Resolution. This 2020 resolution shall apply to all management and
confidential employees of the City of Ashland as set forth in Appendix "A", dated July 2020.
This resolution does not apply to any employee who is a member of any collective bargaining
unit.
2. Definitions.
2.1. Confidential employee. As defined in ORS 243.650(6), a confidential employee is
one who assists and acts in a confidential capacity to a person who formulates,
determines, and effectuates management policies in the area of collective bargaining.
Confidential employees are paid hourly for work performed, and they are subject to
payment for overtime according to the Fair Labor Standards Act. Confidential employee
includes those classifications in Appendix "A" under "Confidential."
2.2. Department Head. A person directly responsible to the City Administrator,
Mayor or City Council for the administration of a department. Department heads are
exempt from overtime payment. Department heads include those Management
classifications in Appendix "A" under "Executive Management".
2.3 Exempt Supervisor. A person directly responsible to a Department Head or the
City Administrator for the operational functions of a city department or division. Exempt
RESOLUTION NO. 2020-18
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supervisors do not qualify for payment of overtime on the basis of job duties, salary, or
other exemptions under the Fair Labor Standards Act (FLSA). Division supervisors
include those Management classifications in Appendix "A" under "division supervisors."
2.4 Non -Exempt Supervisor. A person reporting to a division supervisor or
Department Head who may receive overtime payment for work outside their normal
scope and duties. Non -Exempt supervisory positions require autonomy, independent
decision making, planning, and may provide supervision to other personnel.
2.5 Employee. A person in any of the classifications listed in Appendix "A" who
works for the City full-time or part-time in a regular or temporary position and who is not
performing work as a principal, employee, or agent of an independent contractor.
2.6 Management or Manager. Those classifications included in Appendix "A" under
the title "Executive Management" including Department Heads and some Exempt
Supervisors.
2.7 Probationary Employee. A person appointed to a regular position but who has not
completed a probationary period during which the employee is required to demonstrate
fitness for the position by actual performance of the duties of the position.
2.8 Regular Position/Regular Employee. A regular position is one with an ongoing
defined or recurring work schedule and is not a temporary position. A regular employee
is a person with hired by the City to fill a regular position.
2.9 Supervisor. Any person responsible to a higher divisional or departmental level
authority who directs the work of others and who is not in a collective bargaining unit.
3. Purpose. The purpose of this resolution is set forth generally in the preamble. More
specifically, the resolution has three fundamental purposes:
3.1. To clearly establish which classifications in the City service are management or
confidential.
3.2. To clearly set forth the functions of management and to establish criteria for the
evaluation of managerial performance.
3.3. To establish the personnel policies governing the conditions of employment of
management and confidential employees.
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4. Managerial Performance.
4.1. Goal Setting. Overall goals for the City of Ashland are set by the Mayor and City
Council. Operational goals and short- range objectives are set by the City Administrator
working with department heads. Resources for achieving all goals and objectives are
provided via the annual budget.
4.2. Managerial Responsibilities. Each of the City's managers at a minimum have the
following responsibilities:
4.2.1. Complete tasks and assigned work properly and on time,
4.2.2. Maintain a safe and healthy work environment,
4.2.3. Encourage team work, and foster cooperation, collaboration and
communication among employees and departments,
4.2.4. Develop employee skills; both technical and interpersonal,
4.2.5. Keep accurate records and reports, and
4.2.6. Actively promote equity, diversity and inclusion at all levels of the
organization.
4.3. General Expectations Regarding Management Employees. In addition to the
managerial responsibilities mentioned above, there are also these general City
expectations of its managers.
4.3.1. Job Commitment. All management employees are expected to have a high
degree of commitment to the City of Ashland and to their jobs. When a new
manager is hired, the City expects a commitment of continued service of at least
three years unless unforeseen circumstances warrant earlier resignation or
termination.
Management employees are expected to devote whatever hours are necessary for
the accomplishment of their duties as part of their normal work week. Overtime
will only be paid as set forth in section 14.3. Consistent with administrative
policy, exempt management employees may flex their schedules as long as their
absence does not unreasonably interfere with the City's operations.
In the event of voluntary termination, management employees are expected to
give a minimum of 30 calendar days' notice in order to give the City adequate
time to recruit a qualified replacement.
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4.3.2. Professionalism. Management employees are expected to maintain the
standards of their individual profession. This includes remaining current with new
developments, maintaining memberships in professional societies, and attending
meetings with professionals in their field. Where professionals have codes of
ethics or standards of performance, these should also be followed in the managers
work for the City of Ashland.
4.3.3. Termination. If at any time an exempt, or supervisory employee's
performance is deemed unacceptable, the City Administrator or appropriate
department head may ask for the employee's resignation. In most cases,
reasonable time will be given to the employee to find other suitable employment.
Depending on overall circumstances, the City, in its sole discretion, may or may
not provide severance pay in the event of resignation or involuntary termination.
4.3.4. Residency. Residency within the Urban Growth Boundary is strongly
encouraged for the City Administrator and for department heads. Existing City
employees promoted into the position of Department Head will not be required to
move as a result of a promotion, but are strongly encouraged to move within the
Urban Growth Boundary once appointed as a Department Head.
Management employees within following job classifications shall establish their
residences so as to enable them to report for emergency duty within 40 minutes of
notification, including "get ready" and travel time:
Public Works Superintendent
Street Supervisor
Wastewater and Reuse Supervisor
Water Quality and Distribution Supervisor
Water Treatment Plant Supervisor
Electric Operations Superintendent
Fire Division Chief (Forestry, Fire and Life Safety) Divisions)
Deputy Police Chief
Police Lieutenant
Police Sergeant
Computer Services Manager
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AFN Operations Manager
Network Administrator
Senior Information Systems Analyst
Maintenance and Safety Supervisor
Residence shall be established by new employees in these classifications within
these boundaries or limitations within a period of twelve months of hire or
promotion. Department Heads may identify other positions which require
emergency response within 40 minutes to meet operational requirements.
4.4. Essential Management Functions. The following are the essential functions of all
City management positions and the expected standards for their performance:
4.4.1. Planning. Anticipates future needs and makes plans for meeting them;
recognizes potential problems and develops strategies for averting or resolving
them; makes long- and short-range plans to accomplish City and departmental
goals.
4.4.2. Organizing. Efficiently and economically organizes and carries out
assigned operations; carries out responsibilities in a sound and logical manner;
operates the unit smoothly and in a well -organized manner; effectively delegates
authority and establishes appropriate work rules.
4.4.3. Coordinating. Coordinates all activities related to work objectives;
maintains coordination and cooperation with other departments and divisions;
maintains good communication with employees, and empowers employees to
make significant contributions to the accomplishment of objectives.
4.4.4. Leadership Motivation. Creates a climate providing challenge and
motivation to employees.
4.4.5. Decision Making/Problem Solving. Analyzes situations and problems,
weighs the pros and cons of alternative solutions, exercises logical thinking and
good judgment, is creative, and is able to make timely decisions.
4.4.6. Employee Relations. Equitably adjusts grievances among subordinate
employees, properly administers union agreements, and administers discipline in
a fair, equitable and progressive manner; trains and develops subordinate
employees.
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4.4.7. Public Relations. Maintains a high level of contact with the public,
maintains a sensitivity to the public's needs, and meets the needs of the public
within available resources. Develops proactive communication strategies and
actions.
4.4.8. Budgeting. Prepares operational and capital budgets to meet the goals of
the City Council, and expends funds within adopted budgeted limits.
4.4.9. Safe . Maintains a safe, clean, effective work environment, and supports
the City's overall safety program.
4.4.10. Self -Development. Stays current with new ideas, technology and
procedures in the manager's field of responsibility.
4.4.11. Affirmative Action. Actively supports and implements Affirmative Action
within the manager's area of responsibility, including the hiring and promotion
of women, minorities, and the disabled. Is sensitive to sexual harassment in the
workplace and understands and enforces the City's Harassment and Non-
discrimination policy within area of responsibility.
4.4.12. Adherence to City Policies. Ensures that work activities are performed in
conformance with requirements of the Ashland Municipal Code and adopted
administrative policies.
5. Holidays. Recognized holidays are set forth in AMC §3.08.080. For convenience
they are listed here:
New Year's Day (January 1)
Martin Luther King Day (3rd Monday in January)
President's Day (3rd Monday in February)
Memorial Day (last Monday in May)
Independence Day (July 4)
Labor Day (1st Monday in September)
Veteran's Day (November 11)
Thanksgiving Day (4th Thursday in November)
Day after Thanksgiving (in lieu of Lincoln's birthday)
Christmas Day (December 25)
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5.1. Police Sergeants shall receive paid compensation in addition to regular
salary for each of the holidays listed above, in lieu of time off consistent with
what is afforded other law enforcement officers of the City of Ashland. This shall
be paid on the first payday in December of each year. Newly -hired Police
Sergeants shall receive this paid compensation pro -rated from the date of hire. In
the event that a Sergeant terminates employment for any reason, he or she will
receive pay only for the holidays which have elapsed that calendar year. If more
holidays have been taken as time off than have actually occurred at the time of
termination, those hours overpaid will be deducted from the employee's final
paycheck unless other arrangements are made to repay the City.
5.2. If an employee is on authorized vacation or other leave with pay when a
holiday occurs, such holiday shall not be charged against such leave.
5.3 Employees working an alternate work schedule will receive compensation
for 8 hours. Employees working four 10-hour days will receive (8) hours
compensation for any holiday that falls on their regular work day. Employees
may use accrued vacation or compensatory time (if applicable) to make up the
extra two hours, or they may be permitted to flex their schedule during a week
which contains a holiday to ensure they receive full pay. In no event shall an
exempt employee receive pay for more than 40 hours/week due to a holiday or
alternate work schedule arrangement.
5.4 Employees covered by this Resolution shall be paid no more than 80
hours/year for recognized city holidays. If an employee works on a designated
City Holiday, he or she may take the equivalent holiday off on another date.
6. Vacations for Management and Confidential Employees.
6.1. Eligibility. Management employees shall be eligible for vacation with pay in
accordance with the following sections:
6.1.1. Employees with less than four full years of continuous service shall
accrue 10 hours of vacation for each calendar month of service worked.
6.1.2. Employees with more than four but less than nine full years of continuous
service shall accrue 12 hours of vacation credit for each calendar month of
service.
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6.1.3. Employees with more than nine but less than 14 full years of continuous
service shall accrue 14 hours of vacation credit for each calendar month of
service.
6.1.4. Employees with more than 14 but less than 19 full years of continuous
service shall accrue 16 hours of vacation credit for each calendar month of
service.
6.1.5. Employees with more than 19 full years of continuous service shall accrue
20 hours of vacation credit for each calendar month of service
(NOTE: The above schedule includes one day of leave which was previously designated as
"birthday holiday".)
6.2. Utilization. Vacation leave shall not be taken in excess of that actually accrued.
However, the City Administrator has the discretion to authorize any management
employee to take vacation in advance of accrual when warranted by special
circumstances.
6.3. Continuous Service. Continuous service, for the purpose of accumulating vacation
leave credit, shall be based on the regular paid hours worked by the employee. Time
spent by the employee on City -authorized, City -paid absences shall be included as
continuous service. Time spent on unpaid absences shall not be counted as service,
provided that employees returning from such absences shall be entitled to credit for
service prior to the leave.
6.4. Accrual Limitation. Management and Confidential employees are encouraged to
take at least 75% of their annual vacation accrual as time off each year. All Management
and Confidential employees may elect to receive up to 40 hours as cash on the first
paycheck in April each year. The balance not elected for cash payment will be added to
their cumulative vacation accrual. In no event shall the employee's total vacation accrual
exceed twice the amount of the employee's annual accrual without written approval from
the employee's Department Head.
6.5. Scheduling. Vacation times shall be scheduled based on the City Administrator's
or Department Head's judgment as to the needs of efficient operations.
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6.6. Payment on Termination. An employee terminated after six -months employment
shall be entitled to prorated payment for accrued vacation leave at the rate as of the date
of termination. In the event of death, earned but unused vacation leave shall be paid in the
same manner as salary due the deceased employee is paid.
6.7. Administrative Leave. Exempt management employees may be granted 0 to one
week of Administrative Leave each July at the discretion of their Department Head or the
City Administrator. The purpose of Administrative Leave is to recognize the extra hours
required of exempt managers for which no overtime compensation is afforded. No cash
payment will be made for Administrative Leave, and it can only be taken as time off
during the year in which it is granted. Administrative Leave must be used by June 30th
each year or it will be forfeited. In the event of termination or retirement, no cash
payment will be made for Administrative Leave. In the event of a termination, the City
may require pro -rated repayment of Administrative leave at the rate of 3.3333 hours for
each calendar month remaining in the year after the date of termination.
7. Hours of Work for Confidential Employees.
7.1. Workweek. The workweek, to the extent consistent with operating requirements,
shall normally consist of five consecutive days as scheduled by the Department Heads or
other responsible authority.
7.2. Hours. The regular hours of an employee shall be 8 1/2 consecutive hours,
including 1/2 hour for a meal period, which shall not be paid.
7.3. Work Schedules. All employees, to the extent consistent with operating
requirements, shall be scheduled to work on a regular work shift, and each shift shall
have regular starting and quitting times. It shall be the responsibility of the Department
Head to notify employees of their scheduled shifts, workdays, and hours.
7.4. Rest Periods. A rest period of 15 minutes shall be permitted for all employees
during each half shift, which shall be scheduled by the City in accordance with its
determination as to operating requirements and each employee's duties.
7.5. Meal Periods. To the extent consistent with operating requirements of the
respective department, meal periods shall be scheduled in the middle of the work shift.
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8. Sick Leave.
8.1. Purpose. Sick leave is provided for the sole purpose of providing financial
security to employees and their families. Under no circumstances shall the City grant an
employee sick leave with pay for time off from City employment caused by sickness or
injury resulting from employment other than with the City of Ashland.
8.2. Accumulation. For the purpose stated above, sick leave shall be earned by each
employee at the rate of eight hours for each full calendar month of service. As condition
precedent to any sick leave payment, sick leave may be taken only for the purposes
specified in sections 8.1 and 8.3. The maximum accrual cannot exceed 960 hours. Sick
leave shall continue to accrue only during leaves of absence with pay.
8.3. Utilization. Employees may utilize their allowance for sick leave when unable to
perform their work duties by reason of illness or injury. In such event, the employee shall
notify the Department Head or City Administrator of absence due to illness or injury, the
nature and expected length of the absence, as soon as possible prior to the beginning of
the next scheduled regular work shift, unless unable to do so because of the serious nature
of injury or illness. For absences longer than 24 hours, employees must notify their
Department Head on a daily basis. At the option of the Department Head or City
Administrator, a doctor's certificate of illness may be required as a pre -requisite for the
payment of sick leave.
Non-exempt employees may be granted sick leave for doctor or dental appointments at
the discretion of the Department Head. Such time off shall be charged against sick leave
time on an hourly basis. All employees covered by this resolution may be granted the use
of sick leave for the illness or injury of a family member in accordance with Oregon
Family & Medical Leave Act (OFMLA), and/or the Federal Family & Medical Leave Act
(FMLA), and/or anyone residing at their place of residence. Use of sick leave to care for
ill and injured family members is subject to Department Head review and applicable City
policy. The City may request medical documentation before granting paid sick leave for
this purpose.
8.4. Integration with Worker's compensation. When injury occurs in the course of
employment, the City's obligation to pay is limited to the difference between any
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payment received under workers' compensation laws and the employee's regular pay. In
such instances, pro-rata charges will be made against accrued sick leave until sick leave
is exhausted. Thereafter, the only compensation will be workers' compensation benefits,
if any.
8.5. Sick Leave - Without Pay. Sick leave is provided by the City in the nature of
insurance against loss of income due to the illness or injury. No compensation for
accrued sick leave shall be provided for any employee upon death or termination of
employment, except that upon retirement accumulated sick leave will be applied as
provided in ORS 238.350. Sick leave shall not accrue during any leave of absence
without pay.
8.6. Pay for Unused Sick Leave. All Management and Confidential employees may
elect to receive 1/3 of their unused annual sick leave accrual (maximum of 32 hours) as
cash on their first paycheck in December. If cash payment is not elected, the unused
portion of sick leave will be added to cumulative sick leave balance or converted to
accrued vacation at the option of the employee.
Employees who use 40 hours of sick leave or less in a calendar year shall be entitled to
the full cash out as stated in 8.6 above in compliance with Senate Bill 454 which requires
all employers to allow employees up to 40 hours of protected sick leave each year.
Examples of how the payment for unused sick leave is calculated:
Annual Accrual:
96
96
96
96
Sick leave hours used by employee
100
30
10
152
during the year:
All employees are entitled to use up
40
40
40
40
to 40 hours without impacting their
sick leave incentive.
Hours used up to 40/year are added
96-100 = -4 +
96-30 = 66 +
96-10 = 86
96-152 = -56
back for the purpose of calculating
40 = 36 /3 =
30 = 96 /3 =
+ 10 = 96/3
+ 40 = -16 /3
the sick leave incentive:
12
32
= 32
= -5.33
Balance that can be cashed out (Max
12
32
32
0
32):
9. Funeral Leave. An employee may be grantea iive caienaar gays runerm mavc will,
regular pay in the event of death in the immediate family of the employee. An employee's
immediate family shall include spouse, parent, children, brother, sister, mother-in-law, father-in-
law, brother-in-law, sister-in-law, grandparent, grandparent -in-law or other relatives living in the
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same household. Leave with pay, for up to four hours may be granted when an employee serves
as a pallbearer.
10. Other Leaves of Absence
10.1. Criteria and Procedure. Leaves of absence without pay not to exceed 90 calendar
days may be granted upon establishment of reasonable justification in instances where the
work of the department will not be seriously handicapped by temporary absence of the
employee. Requests for such leaves must be in writing. Normally, such leave will not be
approved for an employee for the purpose of accepting employment outside the service of
the City.
10.2. Jury Duty. Employees shall be granted leave with pay for service upon a jury.
Employees may keep any payment for mileage, but all other stipends for service must be
paid to the City. Upon being excused from jury service for any day an employee shall
immediately contact the supervisor for assignment for the remainder of their regular
workday.
10.3. Appearances. Leave with pay shall be granted for an appearance before a court,
legislative committee, judicial or quasi-judicial body as a witness in response to a
subpoena or other direction by proper authority; provided, however, that the regular pay
of such employee shall be reduced by an amount equal to any compensation received as
witness fees.
10.4. Required Court Appearances. Leaves of absence with pay shall be granted for
attendance in court in connection with an employee's officially assigned duties, including
the time required for travel to the court and return to the employee's headquarters.
10.5. Family Medical Leave. Leave in accordance with the Federal Family and Medical
Leave Act and the Oregon Family Medical Leave Act shall be granted to employees
eligible under those acts and for the purposes described in those acts. Leave may be
unpaid or paid as provided in these acts.
10.6. Military Leave. Military leave shall be granted in accordance with ORS 408.290.
10.7. Failure to Return from Leave. Any employee who is granted a leave of absence
and who, for any reason, fails to return to work at the expiration of said leave of absence,
shall be considered as having resigned their position with the City, and the position shall
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be declared vacated; except and unless the employee, prior to the expiration of the leave
of absence, has furnished evidence of not being able to work by reason of sickness,
physical disability or other legitimate reason beyond the employee's control.
11. Discipline and Discharee. The following section applies only to those employees subject
to this resolution who do not have a written individual employment agreement with the City.
11.1. Discipline. The City shall abide by the legal requirements of due process prior to
taking disciplinary action. Disciplinary action may include the following:
(a)
Oral reprimand
(b)
Written reprimand
(c)
Demotion
(d)
Suspension
(e)
Discharge
Disciplinary action may be imposed upon any employee for failing to fulfill
responsibilities as an employee. Conduct reflecting discredit upon the City or department,
or which is a direct hindrance to the effective performance of city functions, shall be
considered good cause for disciplinary action. Such cause may also include misconduct,
inefficiency, incompetence, insubordination, misfeasance, the willful giving of false or
confidential information, the withholding of information with intent to deceive when
making application for employment, willful violation of departmental rules or this
management resolution, commission of any matter listed in AMC §3.08.030.B or for
political activities forbidden by state law.
11.2. Discharge. An employee having less than twelve months of continuous service
shall serve at the pleasure of the City. An employee having continuous service in excess
of twelve months may be discharged only for cause.
11.3. Due Process. Due process procedures shall be followed before a suspension
without pay, demotion or discharge is imposed upon an employee.
Employees, other than those appointed by the Mayor and confirmed by City Council,
may appeal a suspension without pay, demotion or discharge to the City Administrator.
The City Administrator's decision shall be final.
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12. Probationary Period.
12.1. New Employee Probationary Period. The probationary period is an integral part of
the employee selection process and provides the City with the opportunity to upgrade and
improve the departments by observing a new employee's work and training, by aiding
new employees in adjusting to their positions, and by providing an opportunity to reject
any employee whose work performance fails to meet required work standards. Every new
employee shall serve a minimum probationary period of 12 months after which, upon
recommendation of the Department Head, the employee shall be considered a regular
employee. The probationary period may be extended upon request of the Department
Head if an adequate determination cannot be made at the end of the probationary period.
12.2. Promotional Probationary Period. An employee promoted into a management or
confidential position will be required to serve a six-month promotional probationary
period. The City may at any time demote an employee on promotional probationary
status to the employee's previous position with or without cause.
13. General Provisions.
13.1. Non Discrimination. The provisions of this resolution shall be applied equally to
all employees without discrimination as to race, color, religion, marital status, age,
national origin, sex, sexual orientation or disability.
13.2. Other/Outside Employ. Outside employment shall be permitted only with
the express prior written approval of the Department Head or City Administrator. Such
written approval shall be documented in the employee's Personnel File. The general
principles to be followed by the City in permitting or restricting such outside employment
shall be:
1. The need for mentally and physically alert City employees;
2. Insulating employees from potential conflict of interest situations;
3. Maintaining efficiency unimpaired by other employment, particularly for those
City positions requiring employees to be available for duty 24 hours a day. In the
event the above principles are violated, the Department Head or City
Administrator may revoke previously granted permission to hold outside
employment.
RESOLUTION NO. 2020-18
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13.3. Worker's compensation. All employees will be insured under the provisions of the
Oregon State Workers' Compensation Act for injuries received while at work for the
City. Compensation paid by the City for a period of sick leave also covered by workers'
compensation shall be equal to the difference between the Workers' compensation pay for
lost time and the employee's regular pay rate.
13.4. Liability Insurance. The City shall purchase liability insurance in the maximum
amounts set forth in ORS 30.270 for the protection of employees against claims against
them incurred in or arising out of the performance of their official duties.
14. Compensation
14.1. Pqy Periods. Employees shall be paid on a bi-weekly basis, on every other Friday.
In the event a regularly scheduled pay date falls on a holiday, the preceding workday
shall be the pay date.
14.2. Compensation - Pay Schedule. When any position not listed on the pay schedule
is established, the City Administrator shall designate a job classification and pay rate for
the position in accordance with sections 3.08.050 and 3.08.070 of the Ashland Municipal
Code.
14.3. Overtime. Exempt management employees are expected to devote whatever time
is necessary to accomplish their jobs. For all non-exempt employees, the City has the
right to assign overtime work as required in a manner most advantageous to the City and
consistent with the requirements of municipal service and the public interest.
14.4. Form of Compensation. The City Administrator, City Attorney, Department
Heads and exempt supervisors are not eligible for paid overtime but are allowed
compensatory time off at their own discretion depending on the operating requirements of
the City. Non -Exempt supervisors and confidential personnel shall be compensated in
the form of pay at the rate of time and one-half the regular rate for overtime work, or
given equivalent time off at the option of the City. No employee shall have more than 40
hours of compensatory time on the records at any time.
14.5. Administration of Pay Plan. Employees shall be entitled to pay in accordance with
the current salary resolution. In the event of a vacancy, the City Administrator may
appoint a new employee at any appropriate step within the pay range.
RESOLUTION NO.2020-18
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14.6 Cost of Living Adjustment (COLA). The salary schedule for all positions
covered by this Resolution shall be adjusted annually on July 1st based on the CPI-W
U.S. City Average CPI index March -March. Positions covered by this Resolution will
not receive a Cost of Living Adjustment July 1, 2020.
15. Health, Welfare and Retirement.
The City agrees to provide health, welfare and retirement benefits in accordance with Appendix
"B" for employees subject to this resolution.
16. Compliance with FLSA.
This resolution shall be interpreted in a manner to preserve the exempt status of the City's bona
fide administrative, executive, and professional employees, as those terms are used in the Federal
Fair Labor Standards Act (FLSA). Such exempt employees shall not have their pay docked or
reduced in any manner that would be inconsistent with the salary test set forth in the FLSA, and
they are not subject to disciplinary suspensions of less than a week except for major safety
violations.
17. Effective Date. This resolution shall be effective from July 01, 2020 to June 30, 2021.
This resolution was duly PASSED and ADOPTED this 15 day of ,�$i-9, and takes
effect upon signing by the Mayor. zo Z-0
c
Melissa Huhtala, City Recorder
Reviewed as to form:
David Lohman, City Attorney
RESOLUTION NO. 2020-18
SIGNED and APPROVED this J�rday of
Zo7=
John Strom g, Mayor
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APPENDIX "A" Classifications in the
and Confidential
G
TITLE
JOB CLASS
1
City Administrator
Exempt 501
2
Asst. City Admin.
Exempt 502
3
City Attorney
Exempt 502
4
Director Administrative Services
Exem t 504
5
Director Comm. Dev
Exem t 504
6
Director PW
Exempt 504
7
Fire Chief
Exempt 504
8
Police Chief
Exempt 504
9
Director Electric
Exempt 504
10
Director IT
Exem t 504
11
Assistant to the City Administrator
Exempt 506
TITLE I JOB CLASS �J
EXEMPT SUPERVISORS _
1 DeputyFire Chief
2 Deputy Police Chief
3 Public Works Superintendent
4 Fire Division Chief 2
5 Patrol Lieutenant
6 Buildin Official
7 Planning Manager
8 Computer Services Mgr.
9 AFN Ops Manager
10 Management Analyst
r _ r r.
Exempt 511
Exempt 511
Exempt 503
Exempt 503
Exempt 503
Exempt 525
Exempt 525
Exempt 515
Exempt 515
Exempt 521
F.xemnt 521
11
12
L ...........
Senior Planner
Exempt 526
13
WW & Water Re -Use Supervisor
Exempt Grandfathered rate 552
14
Water Treatment Plant Supervisor
Exempt Grandfathered rate 552
15
Water Quality Dist. Supervisor
Exempt 552
16
Municipal. Court Supervisor
Exempt 529
NON-EXEMPT SUPERVISORS
1
Police Sergeant (5)
Non -Exempt 520
2
GIS Manager
Non -Exempt 512
3
Maintenance/Safe Supervisor
Non -Exempt 528
4
Street Supervisor
Non -Exempt 528
5
WW Collections Supervisor
Non -Exempt 528
Non -Exempt 528
6
Customer Service Supervisor_
1 7 1 Development Services Coordinator I 1V V11-L AG111PL i
1
Network Admin.
Exempt 549
2
Senior IS Analyst 2
Exempt 549
3
IS Analyst Programmer.,
Exempt 542
4
User Support Coord.
Exem t 542
5
Fire Adapted Communities Coord.
522
6
Communities Preparedness Coord.
522
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Note: ORS 242.650 Chapter 302 defines a Confidential Employee as "one who assists in or acts in a
confidential capacity to a person who formulates, determines, and effectuates management policies in the
area of collective bargaining."
1
TITLE
Senior Accounting Analyst
O: CLASS
531
2
Senior FIR Analyst
531
3
Financial Analyst
541
4
Accountin Analyst
541
5
Administrative Analyst
541
6
Executive Analyst
541
7
Paralegal
530
8
Admin. Supervisor
530
9
Exec. Assistant
534
10 I
Admin Assistant
535
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APPENDIX "B"
Health, Welfare, and Retirement Benefits
The City agrees to provide health, welfare and retirement benefits in accordance with this
appendix for employees subject to this resolution.
1. Health Insurance.
A. Effective July 1, 2012, the City increased the contribution to HRA VEBA to an
amount equal to 2% of salary for each employee covered by this resolution.
The City provides medical, dental and vision coverage for employees and their
eligible dependents. New employees will begin coverage on the first day of the
month after they are hired.
The City will pay 95% of the total monthly health premium (Medical, dental and
vision), with the employee paying the remaining 5% on a pre-tax basis.
Effective January 1, 2021, the City will pay 92.5% of the total monthly health
premium (Medical, dental and vision), with the employee paying the remaining
7.5% on a pre-tax basis.
Effective July 12021, the City will pay 90% of the total monthly health premium
(Medical, dental and vision), with the employee paying the remaining 10% on a
pre-tax basis.
The City reserves the right to make funding decisions regarding our health benefit
program. We will strive to retain equivalent benefit offerings wherever feasible.
B. Reimbursement for preventative/wellness medical costs as provided in the City's
Wellness Program.
2. Life Insurance. Premiums for life insurance for each employee at one times annual salary
(Up to a maximum $100,000).
3. Dependent's Life Insurance. Premiums for $1,000 life insurance policy for each qualified
dependent of an employee.
4. Retirement. As required by law, the City will contribute to the Oregon State Public
Employees Retirement System for each employee. Enrollment will commence six months
from the date of employment for new employees, unless that person was in PERS
immediately before coming to work for the City. Upon retirement, one-half of unused sick
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leave earned will be applied to retirement as provided in statute. The City will also assume or
pay the employees' contributions for employees at a uniform rate of six percent.
5. Social Security. Contributions to Social Security as required by law.
6. Medical Insurance for Retirees. All employees retiring from City employment and their
eligible dependents will have the option of continued participation in the City's medical
insurance program at the same monthly group premium as active employees. The retiree
must be actively covered under the City's group plan at the time of retirement to be eligible
for continued retiree coverage. Retirees must make their health insurance payment to the
City or designated Third Party Administrator as agreed upon each month to continue health
coverage. The right to participate and medical coverage ceases when the retiree or his gr her
eligible dependent(s) become Medicare -eligible at age 65.
Any employee retiring in a position covered by this resolution with 15 or more years of
consecutive service shall be provided with a payment equivalent to the Blue Cross Preferred
Choice 65/ Plan C when he or she reaches age 60. Payments will be made directly to the
employee on a quarterly basis. Qualifying employees may elect direct deposit of this
payment. No payment will be made after the qualifying employee's death.
Any employee hired on or after July 1, 2008, or hired into management on or after July 1,
2008 will not be eligible to receive retiree benefits under this provision. Employees hired on
or before June 30, 2008 will continue to be eligible as long as the criteria for benefit
eligibility are met.
7. Deferred Compensation. Deferred compensation in the amount of $50.00 per month in
matching funds per employee enrolled in a City deferred compensation program. This
program is at the option of the employee and contingent upon a minimum $15.00 per month
contribution paid by the employee.
RESOLUTION NO. 2020-18
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