HomeMy WebLinkAbout2022-26 Management ResolutionDocuSign Envelope ID: 75E2A5CB-B574-4C60-8E3C-9673446A353E
RESOLUTION NO. 2022-26
A RESOLUTION OF THE CITY OF ASHLAND CLARIFYING CERTAIN
CONDITIONS OF EMPLOYMENT FOR MANAGEMENT, CONFIDENTIAL AND
NON -REPRESENTED EMPLOYEES AND REPEALING RESOLUTION 2021-
18.
Recitals:
A. The City of Ashland has negotiated collective bargaining agreements with all
employees who are members of labor unions;
B. The management, confidential and non -represented 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, confidential
and non -represented employees;
The mayor and council resolve as follows:
1. Scope of Resolution. This 2022 resolution shall apply to all management, confidential
and non -represented employees of the City of Ashland as set forth in Appendix "A",
dated July 2022. 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 Manager for the
administration of a department. Department heads are exempt from overtime
payment. Department heads include those Management classifications in
Appendix "A" under "Department heads."
2.3 Exempt Supervisor. A person directly responsible to a department head or the
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City Manager for the operational functions of a city department or division.
Exempt 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, confidential and non -represented 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
Manager 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 teamwork, 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 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.
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
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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 Manager 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 Manager 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 the following job classifications shall establish their
residences to enable them to report for emergency duty within 40 minutes of
notification, including "get ready" and travel time:
Deputy Public Works Director of Operations
Street Supervisor
Wastewater and Water 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
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:
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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 can 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.
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. Safety. 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
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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)
Juneteenth National Independence Day (3rd Monday in June)
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)
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 in their regular workday. 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.
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5.4 Employees covered by this Resolution shall be paid no more than 88 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.
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 Manager 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
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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 Manager's or
department head's judgment as to the needs of efficient operations.
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 up to
one week of Administrative Leave each July at the discretion of their department
head or the City Manager. 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 30t" 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
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
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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
40
40
40
40
up to 40 hours without impacting
their sick leave incentive.
Hours used up to 40/year are
96-100 = -4 + 40 = 36 /3
96-30 = 66 + 30 =
96-10 = 86 +
96-152 = -56
added back for the purpose of
= 12
96 /3 = 32
10 = 96/3 = 32
+ 40 = -16 /3
calculating the sick leave incentive:
= -5.33
Balance that can be cashed out
12
32
32
0
(Max 32):
9. Bereavement Leave. An employee may be granted five calendar days' bereavement
leave with 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 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.
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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 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 Discharge. 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
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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
Manager. The City Manager's decision shall be final.
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 Employment. Outside employment shall be permitted only with
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the express prior written approval of the department head or City Manager. 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:
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 Manager may revoke previously granted permission to hold outside
employment.
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. Pay 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 Manager 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 Manager, 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
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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 Manager
may appoint a new employee at any appropriate step within the pay range.
14.6 Cost of Living Adjustment (COLA). The salary schedule for all positions covered
by this Resolution shall be adjusted annually as follows:
• July 1, 2022 4%
• July 1, 2023 4%
• July 1, 2024 3%
14.7 Longevity Pay: Employees shall be entitled to an annual bonus to be paid on the first
pay date in December as outlined below in recognition of their service to the City.
• Upon 5 year anniversary annual bonus of $1000
• Upon 10 year anniversary annual bonus of $1250
• Upon 15 years anniversary annual bonus of $1500
14.8 Executive Recruitment
The City Manager may negotiate Executive Level recruitments and terminations
within budgeted amounts for the purposes of:
• Staying competitive
• Internal equity
• Diversification of workforce
• Organizational continuity
• The transition to an at -will workforce under a City Manager form of
government
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
PAGE 14-RESOLUTION
DocuSign Envelope ID: 75E2A5CB-B574-4C60-8E3C-9673446A353E
safety violations.
17. Effective Date. This resolution shall be effective from July 01, 2022 to June 30,
2025.
This resolution was read by title only in accordance with Ashland Municipal Code §2.04.090
duly PASSED and ADOPTED this 16t" day of August, 2022.
DocuSigned by:
ItiLt issa atA
A02A82AOE5F2482...
Melissa Huhtala, City Recorder
SIGNED and APPROVED this 16th day of August, 2022.
L
cuSigned by:
—
Julie Akins, Mayor
Reviewed as to form:
IDocuSigned 6y:
ein hV-,ty
�Gnv�nnRrrarnFF
Doug McGeary, Interim City Attorney
PAGE 15-RESOLUTION
DocuSign Envelope ID: 75E2A5CB-B574-4C60-8E3C-9673446A353E
APPENDIX "A" Classifications in the Management and Confidential Employee Groups and Non -
represented
TITLE
JOB
__i __
__City Manager_____ _________ __ _________ _________ _________
_____ _________
_________ -CLASS ______ ExemptM501__
__2___
__3 ---..--Deputy
_-Deputy City Manager_____ _________ _________ _________ _________
_____ _________ _________ _________ _________
_____ _________
_____ _________
_________ _________ _________ Exempt-502__
_________ _________ _________
__4 __
Attorney_
--City-A torinance_ _________ _________ _________ _________ _________
_____ _________
_________ _________ _________ Exempt-502__
__5 __
_________ _________ _________ _________
®-Director
_____ _________
_________ _________ _________ Exempt-504__
__5 __
Comm. Dev______
--Director-Co-m_ ____ ______ _________ _________ _________ _________
_____ _________
_________ _________ _________ Exempt-504__
__7 __
PW _________ _________ _________
--Director-Parks
_____ _________
_________ _________ _________ Exempt-504__
__8 __
and Recreation__
_____ _________ __ _________ _________ _________
--Fire
_____ _________
_________ _________ _________ Exempt-504__
Chief
Exempt-504__
__9 __
_M10
--DirectorMHuman Resources______ _________ _________ _________
____ _______ _______ _________ _________ _________
-Police
_____ _________
_____ _________
_________ _________ _________ Exempt-504__
_________ _________ _________
l-ice- Chief
Exempt-504__
_M11
Elect___ _________ _________ _________ _________ _________
ric
-Director
_____ _________
_________ _________ _________ Exempt-504__
12
MM13
Director of -Innovation --Technology___ _________ _________
_________
_____ _________
_____ _________
_________ _________ _________ Exempt-504__
_________ _________ _________
M506__
Assistant toMthe Manager
Exempt
(__((((__(((((_________
(( ((C(((it(((((y
JOB CLASS
EXEMPT SUPERVISORS
1
Deputy Fire Chief/ Fire Marshal
Exempt 511
2
Deputy Police Chief
Exempt 511
3
Deputy Public Works Director
Exempt 503
4
Emergency Management Coordinator/ Fire Division
Exempt 503
Chief
5
Patrol Lieutenant
Exempt 503
6
Building Official
Exempt 525
7
Planning Manager
Exempt 525
8
Computer Services Mgr.
Exempt 515
9
AFN Ops Manager
Exempt 515
10
Management Analyst
Exempt 521
11
Administrative Services Manager
Exempt 521
12
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
17
Deputy Parks Director
Exempt 103
18
Parks Superintendent
Exempt 102
19
Recreation Superintendent
Exempt 102
20
Senior Services Superintendent
Exempt 102
NON-EXEMPT SUPERVISORS
1
Police Sergeant (5)
Non -Exempt 520
2
GIS Manager
Non -Exempt 512
3
Maintenance/Safety Supervisor
Non -Exempt 528
4
Street Supervisor
Non -Exempt 528
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5
WW Collections Supervisor
Non -Exempt 528
6
Customer Service Supervisor
Non -Exempt 528
7
Development Services Coordinator
Non -Exempt 528
8
Volunteer Coordinator
Non-exempt 205
9
Nature Center Coordinator
Non-exempt 205
10
Senior and Adult Services Coordinator
Non-exempt 205
11
Recreation Manager
Non-exempt 206
12
Nature Center Manager
Non-exempt 206
13
Golf Course Manager
Non-exempt 206
14
Business Operations Manager
Non-exempt 206
15
Open Space & Outer Parks Supervisor
Non-exempt 207
16
Irrigation Supervisor
Non-exempt 207
17
Parks Maintenance/ Sports Field Supervisor
Non-exempt 207
Non -Represented Non -Supervisory
TITLE
JOB CLASS
1
Network Admin.
Exempt 549
2
Senior IS Analyst (2)
Exempt 549
3
Asset Management/ Staking Technician
Exempt 549
4
User Support Coord.
Exempt 542
5
Fire Adapted Communities Coord.
522
6
Communities Preparedness Coord.
522
7
Receptionist
301
8
Clerical Support
301
9
Senior Center Specialist
306
10
Golf Club Assistant
306
11
Office Assistant I
310
12
Office Assistant II
308
13
Custodian
401
14
Park Worker
403
15
Golf Worker
403
16
Parks Technician I
403
17
Golf Technician I
403
18
Park Technician II
405
19
Park Technician III
406
20
Oak Knoll Golf Course Green Superintendent
406
TITLE
1 Senior Accounting Analyst
2 Senior HR Analyst
3 Senior Administrative Analyst
4 Financial Analyst
5 Accounting Analyst
6 Administrative Analyst
7 Executive Analyst
8 Paralegal
JOB CLASS
531
531
531
541
541
541/305
541/305
530
PAGE 17-RESOLUTION
DocuSign Envelope ID: 75E2A5CB-B574-4C60-8E3C-9673446A353E
9
Admin. Supervisor
530
10
Exec. Assistant
534
11
Admin Assistant
535
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."
PAGE 18-RESOLUTION
DocuSign Envelope ID: 75E2A5CB-B574-4C60-8E3C-9673446A353E
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.
Health Insurance.
Effective July 12021, the City will pay 90% of the total monthly health premium
(Medical, dental and vision) for the base plan CIS Copay H, with the employee
paying the remaining 10% on a pre-tax basis. The employee will have the option
to buy -up to a lower deductible plan, CIS Copay F.The City will contribute an
amount equal to 3% of salary for each employee covered by this resolution to
HRA VEBA.
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
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
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coverage. The right to participate and medical coverage ceases when the retiree or his or
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.
PAGE 20-RESOLUTION