HomeMy WebLinkAbout2025-22 Clarfying Conditions of Employment for Management, Confidential and Non-Represented Employees RESOLUTION NO. 2025-22
A RESOLUTION OF THE CITY OF ASHLAND CLARIFYING CERTAIN
CONDITIONS OF EMPLOYMENT FOR MANAGEMENT, CONFIDENTIAL AND
NON-REPRESENTED EMPLOYEES AND REPEALING RESOLUTION 2022-
26.
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 2025 resolution shall apply to all management, confidential
and non-represented employees of the City of Ashland as set forth in Appendix "A",
dated July 2025. 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. Safetv. 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. Adherence to City Policies. Ensures that work activities are performed in
conformance with requirements of the Ashland Municipal Code and
adopted administrative policies.
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5. Holidays. Recognized holidays are set forth in AMC §3.08.080. For convenience they
are listed here:
New Year's Day (January 1 st)
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 (June 19th)
Independence Day (July 4th)
Labor Day (1st Monday in September)
Veteran's Day (November 11th)
Thanksgiving Day (4th Thursday in November)
Day after Thanksgiving (4th Friday in November)
Christmas Eve (December 24th)
Christmas Day (December 25th)
5.1 . 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.
5.2. 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.
5.3 Employees covered by this Resolution shall be paid no more than 96 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 schedule:
6.1.1. Employees with less than four (4) full years of continuous service shall
accrue five (5) hours of vacation per pay period.
6.1.2. Employees with more than four (4) but less than nine (9) full years of
continuous service shall accrue six (6) hours of vacation per pay period.
6.1 .3. Employees with more than nine (9) but less than fourteen (14) full years of
continuous service shall accrue seven (7) hours of vacation per pay
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period.
6.1 .4. Employees with more than fourteen (14) but less than nineteen (19) full
years of continuous service shall accrue eight (8) hours of vacation per
pay period.
6.1 .5. Employees with more than nineteen (19) full years of continuous service
shall accrue ten (10) hours of vacation per pay period.
*There are 26 pay periods per year, however benefits accrue in only
the first and second pay periods of the month.
6.2. Use of Vacation Time During First Six (6) Months. To aid in the transition to
City employment, upon approval by the employee's supervisor, new hires
can use their anticipated vacation accruals for the first six (6) months of
employment starting from the time of hire. After six (6) months of
employment, vacation time may be taken only to the extent such vacation
has been accrued. In the event a new employee leaves prior to completing
six (6) months of employment, the employee's final paycheck will be
reduced by an amount equivalent to pay for the hours the employee took
as paid vacation time off in excess of vacation actually accrued (see
example below). The opportunity in April to cash out a portion of earned
vacation hours as provided in Section 6.5 only applies to vacation actually
accrued and not used.
Example: New hire is granted 60 hours of vacation at time of hire. They
accrue 5 hours of vacation per month. During month 2 they use all 60 hours
of vacation and resign after 4 months on the job. The City would deduct 20
hours from the employee's final paycheck because only 4 months of
vacation accrual has been earned at the time of the employee's resignation.
6.3 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.
6.4. Continuous Service. Continuous service, for the purpose of accumulating
vacation leave credit, shall be based on the employee's last date of hire. 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. Vacation leave shall not accrue during
any leave of absence without pay during a pay period.
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6.5. 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 80 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.
6.6. Scheduling. Vacation times shall be scheduled based on the City Manager's or
department head's judgment as to the needs of efficient operations.
6.7 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.
6.8 Management Leave. Exempt management employees may be granted up to one
week of Management Leave each July at the discretion of their department head
or the City Manager. The purpose of Management 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 Management Leave, and it can only
be taken as time off during the year in which it is granted. Management 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 Management
Leave. In the event of a termination, the City may require pro-rated repayment of
Management 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. By mutual agreement between the
supervisor and the employee, a schedule of ten-hour days, four days per
week, may be adopted. Either party may withdraw the agreement to that
schedule, in which case a five-day schedule will be reestablished.
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.
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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.
8. Sick Leave.
8.1. Purpose. Sick leave is provided for the sole purpose of providing financial
security to employees and their families.
8.2. Accumulation. New employees will be credited with six (6) months accrued
sick leave upon hire for their immediate use. Upon completion of six
months, sick leave shall be earned for the purpose stated herein, by each
employee at the rate of eight (8) hours for each full calendar month of service.
Sick leave shall not accrue during any leave of absence without pay during
a pay period to the extent that the City remains in compliance with Oregon
sick leave laws. The maximum accrual cannot exceed 960 hours.
8.3. Utilization. Employees may utilize their allowance for sick leave when unable to
perform their work duties by reason of illness or injury of a qualifying family
member under applicable state or federal family medical leave laws. In such
event, the employee shall notify the department head or City Manager 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 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. A physician's statement of the nature and identity of the
illness, the need for the employee's absence and the estimated duration of
the absence, may be required at the option of the City for absences over
three (3) consecutive work days. Sick leave taken shall not be in excess of
that accrued at the time it is taken.
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-rats 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. Upon application by the employee, sick leave
without pay may be granted by the City for the remaining period of
disability after accrued sick leave, vacation leave, and compensatory time
(where applicable) have been exhausted. The City may require that the
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employee submit a certificate from a physician periodically during the
period of such disability, and before returning to work.
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):
8.7. Purposes for Sick Leave. Employees are entitled to use the City's sick
leave benefit for the following purposes. Reference to "family members"
means an employee's spouse, biological, adopted or foster parent or child,
parent-in-law, sibling, grandparent, grandchild or a person with whom the
employees was or is in a relationship of in loco parentis, any other
relationship identified in the City's Employee Handbook as a "family
member" for the purpose of using sick leave.
• For an employee's or family member's mental or physical illness,
injury or health condition or need for medical diagnosis of these
conditions or need for preventative medical care.
• To care for an infant or newly adopted child under 18, or for a newly
placed foster child under 18, or for a child over 18 if the child is
incapable of self-care because of mental or physical disability.
• To care for a family member with a serious health condition.
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• To recover from or seek treatment for a serious health condition that
renders the employee unable to perform at least one of the essential
functions of the employee's job.
• To care for a child of the employee who is suffering from a non-
serious illness, injury or condition.
• To deal with the death of a family member by attending the funeral or
alternative, making arrangements necessitated by the death of a
family member, or grieving the death of a family member.
• To seek medical treatment, legal or law enforcement assistance,
remedies to ensure health and safety, or to obtain other services
related to domestic violence, sexual assault, harassment or stalking
incidents to the employee or employee's minor child or dependent.
• To donate sick time to another employee for qualifying purposes if
the employer has a policy allowing such donations.
• For certain public health emergencies including closure by public
official of the employee's place of business, school or place of care
of the employee's child, or a determination by a public health
authority or health care provider that the presence of the employee
or a family member presents a health risk to others.
9. Bereavement Leave. An employee may be granted five (5) calendar days'
bereavement leave (40 hours) with regular pay in the event of death in the immediate
family of the employee. For purposes of this benefit, an employee's immediate family
shall include spouse, parent, children, sibling, parent-in-law, sibling-in-law,
grandparent, grandchild, 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. The City will grant additional unpaid leave bereavement
leave consistent with state and federal laws (OFLA/FMLA or Oregon Sick Leave).
10. Other Leaves of Absence
10.1. Criteria and Procedure. Leaves of absence without pay not to exceed ninety (90)
calendar days may be granted upon request by the employee where it is
determined that the operation of the department and/or division will not be
negatively impacted by the temporary absence of the employee. Requests
for such leaves must be in writing and submitted to the Department Head or
City Manager thirty (30) days prior to the requested leave date. The
employee must utilize accrued vacation and compensatory time (where
applicable) before applying for a leave of absence without pay. If the leave
of absence lasts two (2) calendar weeks or more, the employee must pay
the pro-rated premiums for health insurance coverage. Any other payroll
obligations of the employee will be deducted from the paycheck for the
next pay period or may be paid directly to the City. Such leave will not be
approved for an employee for the purpose of accepting employment outside the
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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 any federal and state family
& medical leave laws 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.
10.8. Personal Days. Regular employees shall receive three (3) personal days (24
hours) each July. No cash payment will be made for personal days and
they can only be taken as time off during the fiscal year in which they are
granted. Personal days must be used by June 30 of each year, or they will
be forfeited. In the event of termination, resignation, or retirement, no cash
payment will be made for Personal Days.
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
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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
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 continuous
probationary period of twelve (12) full months of work performed 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 continuous promotional
probationary period of twelve (12) full months of work performed. The City
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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
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:
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 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 City policies.
14.3. Overtime. Exempt management employees are expected to devote whatever
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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
shall be compensated at the rate of time and one-half the regular rate of pay for
all work performed in excess of 40 hours in a workweek. Overtime work
may be paid in the form of compensatory time off at the applicable rate,
subject to supervisor approval. 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, 2025 —Wage adjustment per the City's comp & class study
where employees will be placed in the new salary schedule on the
step closest their current salary without a decrease. All employees
whose placement into the new salary schedule results in an increase
of less than 2.5% as of June 30, 2025, will be moved up one
additional step automatically. All current employees' anniversary
dates, for reasons specific to the salary schedule, will be adjusted to
July 1, 2025.
• July 1, 2026 — 2%
• July 1, 2027 — 2%
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
PAGE 15-RESOLUTION
• 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
safety violations.
17. Effective Date. This resolution shall be effective from July 01, 2025 to June 30,
2028.
This resolution was read by title only in accordance with Ashland Municipal Code §2.04.090
i
duly PASSED and ADOPTED this t_day of August, 2025.
Alissa olodzinski, City Recorder
SIGNED and APPROVED this day of August, 2025.
Tonya Oraham, Mayor
Reviewed a rm:
ohan i ttorney
PAGE 16-RESOLUTION
"APPENDIX A"
City of Ashland
Non-Represented Salary Schedule
Effective 7/1/2025
Updated as of 717/2025
Steps occur
e ary
GradeL13TITLE 12months 1 2 3 4 5 6 7 8
300 $24.50 52523 $25.99 526.77 $27.58 $28.41 SN26 530.14
Annual $50,960.00 552,478.40 $54,05920 555,68826 $57,366.40 559.09280 $60,860.80 562,691.20
300 Parks I Park Technician I
305 Hou $26.46 1 $2725 1 OUT I VMM I 529.78 1 $30.67 1 $31.59 1 532.54
Annual $55,036.80 $56,680.00 $58,385.60 $W,143.32 $61,942.40 $63,79360 565.707.20 567.68320
305NU Administrative Assistant
305Parks I Park Techni ci an 11
10 Hourly $29.11 529.98 $30.88 $31.81 $32.76 $33.74 534.75 535.79
Mnual $60,548,80 $62,358,40 $64,23040 $66,15765 568.140.80 $70,17920 $72280.00 574.443.20
310 NU 6tecutive Assistard
310 Pads Park Technician III
310 Parks I Program Coordinator
320 Hou S339t5 S3497 $KO2 $37.10 S" 1 $30.36 S4054 $41.76
Annual $70,616.00 $77,737.60 $74,921.60 $77,16628 $79,476.80 $81,868.80 $84,323.20 $86,860.80
320 NU Accounting�ecialist
320 NU I Procurement Specialist
320 NU ISenior Executive Assistant
325 Hou $36.67 $37.77 $38.90 $40.07 $4127 $42.51 543.79 $45.10
Annual 576273.60 578,561.60 $80,912.00 $83,33958 585.841.60 $88420.80 $91,08320 $93,808.00
325NU Fire Commuit Cowdnator
325NU Fire R Life Safety Specialist
325NU ISAnalystlProgrammer
325Parks Parks Supervisor-Recreation
325NU AccTxiiingAnalyst
330 Hourly $39.60 $40.79 54201 $43.27 $44.57 $45.91 $47.29 $48.71
Annual $82,368.00 $84,843.20 $87,380 80 $90.006 75 1 $92,705 60 $95,492-80 $98,363,20 1$101,316 80
330NU Administrative Coordinator .
330NU Customer Service Supervisor
330NU Facilities Supervisor
330NU Human Resources Coordinator
330NU kinior Network Administrator
330 NU Maintenance Supervisor
330Parks I Parks Stpervisor-Parks Operations
330NU ISeniorinformationAnal
336 Hourly $4277 $44.05 $4&37 $4.73 1 W14 VM:M $61.07 M60
Annual 588,961.60 $91,624.00 1 $94,369.60 1 $97,207.29 $100,13120 S1D3,126.40 $106,225.60 $109,408.00
335 NU AdministrativeSlrpervisor
335 NU Asset Management Technician
335NU Communications Coordinator
335 NU Development Services Su isor
335 NU Division Manager-Recreation
335 NU Housing Program Administrator
335 NU Senior Ranner
335 NU Sr Human Resources Coordinator
335 NU Street Supervisor
335 NU W/Wdy Refuse Supervisor
335 NU Water Rant Supervisor
335 NU Water O"ity Supervisor
3 U WWCollectionsSupervisor
PAGE 17-RESOLUTION
340 Hourly $46.10 $47.57 1 548.00 $M.47 $51.99 W&S5 W&16 $MAI
Annual $96,054.40 $98,945.60 5101,920.00 $104,983-87 5108,139.20 $111,384.00 $114,732.80 $118,164.80
340 NU AccwmingManager
340NU Division Manager-Parks Operations
340NU Finance Manager
340NU Network Administrator
345 Hwdy i49 88 $51.38 SWM $54.51 S%15 $9.83 S69 s6 56136
Annual $103,750.40 $106,870.40 1 5110,073.60 $113.382.58 $116,792.00 1$120.286401 $123,884.80 $127,608.00
345 NU I City Recorder
345NU lEmergenq L4watior>sCaordnator
360 Hourly •64
Annual $112,070.40 $115,440.00 1 5118,892.80 1$122,453.19 $126,13120 1$M,91&80j $133,806.40 $137,820.80
350 NU Assistant to the City Ma
350NU WlclnqOfficial
350NU GISManager
350NU ITManager
350NU rDAFN Manager
350 NU Plannin sor
350NU Senior 65x cer
366 Hourly I 568.18 .93 1.73 1 U&SO 1 SM40 .45 47 1.55
Annual 1 $121,014.40 $124,654.40 1 $126,398.40 1$132,249.44 1 $136,21920 1$1402%.00 $144,497.60 $148,824.00
355NU Deputy Finance Director
355 Parks yPadmOirector
355NU PudicV%bftDirector
355NU DepAy Technology Director
355NU Fife Division Chief
355NU Fire Marshal
360 $9-64 S84.73 $K67 $WV $M.73 .85 S12 $7&04 $"29
Annual $130,707.20 $134,638.40 1 $138,673.60 $142,829.40 $147,118.40 5151,528.00 $156,083.20 $160,763.20
360NU lAssistaritAttomey
360 NU Deputy Fire Chief
360 NU JUWAy Police chef
365 Hou WT.88 S89.90 I $MOO 574.16 1 $MW SMSS $81.04 1 $8&47
Annual $141,148.80 $145,39200 1 $149,760.00 $154,255.75 1 $158,89120 $163,654.40 $168,563.20 $173,617.60
365 NU Director of Community Devel ent
365 NU Director of Finance
365 NU Director of Human Resotrces
365 NU Director of Innovation&TecMol
365 Parks Director of Parks&Recreation
370 Hourly $73.30 PS.50 1 SMS $80.09 1 SMW $54.98 $87.53 SKIS
Annual $152,464.00 $157,040.00 1 $161,140.80 $166,5%21 $171,600.00 $116,158A0 $182,062.40 $187,532.80
370 NU Director of Bectric
365NU Director ofPuWicWorks
370NU Fire Chief
370 NU lPoliceCNef
375 $79.18 1 $SIM 1 $83.98 1 588.50 $00.10 SMIT 594M i8738
Annual $164,652.80 15169,582401 5174,678.40 $179,923-91 $185,328.00 1$190,881.60 51%,601.60 1$202,508.80
375 NU [DeptiyatyManaiger
380 Hourly i8312 $95.61 1 $0&18 3 $93.56 1 SK38 1 $9025 S10223
Annual $172,889.60 S178,068.80 $183,414.40 5188,920.10 $194,584.00 5200A28.80 $246,440.00 $212,638.40
380NU lCityAttorney
366 Hou $88.66 $M 32 $04.06 1 $96.88 $99.79 $102.78 $105.86 S109.04
Annual I $184,41280 IS189.945.60 $195,644.80 1$201,514.78 $207,563.20 1$213.782.401$220,188.80 1$226,803.20
385 NU I City Manager
PAGE 18-RESOLUTION
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.
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. Employees will be responsible for paying the difference in premiums
between the base plan and the premium plan each month by payroll deduction.
Employees may choose between Willamette Dental with Ortho or Delta Dental III
with Ortho.
The City reserves the right to make funding decisions regarding our health benefit
program. We will strive to retain equivalent benefit offerings wherever feasible.
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 (6) percent.
5. 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 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
PAGE 19-RESOLUTION
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.
6. Deferred Compensation. Deferred compensation in the amount of $100.00 per month in
matching funds per employee enrolled in a City deferred compensation program.
7. HRANEBA. The City will contribute an amount equal to 3.5% of salary for each employee
covered by this resolution to HRA/VEBA.
7.1. HRANEBA for Retirees. Upon retirement, employees covered by this resolution
shall receive a percentage of their unused sick leave balance credited to their
individual HRANEBA account. Credit will be paid at the employee's wage rate at
retirement in accordance with the following schedule:
UNUSED SICK LEAVE HOURS PERCENTAGE OF CREDIT
100-399 30%
400-599 40%
600-960 50%
Employees must provide, to the City, ninety (90) days' written notice of their
intent to retire to be eligible for this benefit.
No compensation for unused accrued sick leave shall be provided if an employee
is terminated for any other reason.
8. Mercy Flights. The City agrees to pay the premium for household membership in
Mercy Flights for combined air and ground ambulance transport service.
PAGE 20-RESOLUTION