HomeMy WebLinkAbout8/8/2017 - City Council - City Council Meeting Agenda Packet
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East Wenatchee City Council Meeting
East Wenatchee City Hall
271 9th Street NE, East Wenatchee, WA 98802
August 8, 2017 – 6:30 P.M.
AGENDA
CONVENE REGULAR CITY COUNCIL MEETING
PUBLIC COMMENTS
This is an opportunity for members of the public to address the Council on items either not on the
agenda or not listed as a public hearing. The Mayor will ask if anyone wishes to address the Council.
When recognized, please step up to the microphone, give your name and mailing address, and state
the topic of interest. If your interest is an agenda item, the Mayor may suggest that your comments wait
until that item is up for discussion. Persons offering public comment will be limited to three minutes.
DEPARTMENT REPORT
• Greg Pezoldt, City Engineer, 2017 Construction Projects – Status Report
• Nick Gerde, Finance Director, 2017 Budget Amendment Overview
• Lori Barnett, Community Development Director, overview of community Innovation
Partnership Zone application for the North Central Washington Technology Zone.
MAYOR’S REPORT
CONSENT CALENDAR
1. Consideration of the following items:
• Council Meeting Minutes – July 20 Workshop, and July 25, 2017 Regular Session
• Payables
ACTION ITEMS
2. Thad Duvall, Douglas County Auditor regarding potential installation of ballot box at East
Wenatchee City Hall.
3. Request for bid award for the 5th Street NE Improvement Project. (Greg Pezoldt, City
Engineer).
4. 5th Street NE Improvement Project – Request for Consultant Supplemental Agreement
with Forsgren Associates, Inc. to increase the Design Phase and add services during
construction (Greg Pezoldt, City Engineer).
RESOLUTIONS
5. Resolution 2017-08: A Resolution of the City of East Wenatchee, Washington adopting
a Manual of Personnel Procedures and Polices by repealing Resolution 2015-06
(Devin Poulson, City Attorney).
COUNCIL REPORTS
ADJOURNMENT
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Consent Agenda Items
Note: Payroll has not been
included in this packet.
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Council Workshop Meeting Minutes
Thursday, July 20, 2017, 5:30 PM
Location: Council Chambers
The meeting was called to order by Councilmember Wayne Barnhart at
5:30 PM. Those in attendance included: Councilmembers Tim Detering,
Harry Raab and Sandra McCourt; staff members Lori Barnett, Community
Development Director, Greg Pezoldt, City Engineer, and Nick Gerde,
Finance Director. Two members of the public also attended.
An agenda had been provided prior to the meeting and was used by the
moderator, Councilmember Barnhart, for the discussions, as follows:
1.Approval and process for obtaining/installing a new consolidated
telephone system for City Hall: Finance Director Gerde provided
information from Assistant Chief Coble that indicates an urgent need
for replacing the City’s phone systems. The normal competitive bid
process has been undertaken to determine cost and availability.
Councilmember consensus was to provide recommendation to
Council for approval, recognizing that a budget amendment would be
necessary to cover the costs.
2.Status and discussion of the elements for security enhancements in
City Hall: Greg Pezoldt, City Engineer, provided information about
the services that Keyhole Security could provide. The determination
and scoping of additional security elements requires expert advice
from our insurer or others who could provide the specifications for
metal detection equipment and location. Consensus of
Councilmembers was to continue gathering information.
NICK A. GERDE, FINANCE DIRECTOR
271 9TH STREET NE • EAST WENATCHEE, WA 98802
PHONE (509) 886-4507 • FAX (509) 886-6109
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3. Planning Department discussion of proposed revisions to urban
growth density standards and regulations: Community Development
Director, Lori Barnett, provided information and explanations on the
framework and implementation of the proposed changes for
development of residential real estate. Several examples of
development factors to implement and satisfy the standards in
projects of different sizes and topographical characteristics were
discussed. Consensus was that a better understanding by attending
Councilmembers had been achieved.
4. City Engineer issues:
A. City Hall Interior Painting – Staff’s desire to increase the scope of
the original project beyond the $5,000 for 2017 was discussed.
City Engineer Pezoldt provided an estimate of the entire project
with delineation of three stages (Hallways and Council Chambers
$11,000; Offices $6,400; and Police Offices $16,000), at a total
estimated cost including tax of $36,138.80. After much
discussion, consensus of Councilmembers was to gain a more
specific recommendation of project phases from staff in order to
proceed further.
B. Sidewalk Maintenance and Liability Considerations: City Engineer
Pezoldt provided background information on the City’s
responsibilities, and those of the homeowner. Different situations
and examples were discussed. Councilmember consensus was
that the liability are would require a policy recommendation from
staff.
C. Re-Construction of 10th Street NE – Scope, Grant Funding and
City Financial Considerations: City Engineer Pezoldt noted that
the project cost would total approximately $6 million. His informal
discussions with TIB indicated they would only grant $2.5 million.
Phasing the project was discussed briefly. After some discussion,
Finance Director Gerde indicated that the $3.5 million of City
responsibility would include a combination of City cash and a
Municipal Bond Financing. Councilmember Barnhart noted that
the Gateway Project cost needed to be considered.
Councilmember Detering noted that the Public Works Area of the
City campus was also a very high priority for public perception of
the City and need to be considered. Councilmember consensus
was to instruct staff to develop a financing plan that would provide
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the opportunity to complete a TIB grant request prior to the
deadline of August 18th.
5.Consideration of a change to the City’s Dental Coverage for
employees: Finance Director Gerde described the primary purpose
for the change in providing additional capacity for use of the annual
maximum at a monthly cost of $2 to $3. Gerde also noted that the
City will be required to change medical plans in 2018 that generally
will increase co-pays. Councilmember consensus was to include the
new plan in 2018.
6.Brief review of financial results for the first six months of 2017:
Finance Director Gerde provided a brief discussion of revenues and
costs for the first six months of 2017, and indicated that the June
Financial Report is included in the packets for the meeting on July
25th.
7.Review of 2018 Budget Schedule: Finance Director Gerde deferred
this discussion for the August 17th Council Workshop.
There being no further business, the meeting was adjourned at 6:40 PM.
Respectfully submitted:
Nick Gerde
Finance Director
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Regular Session of the City Council
East Wenatchee City Hall
271 9th St. NE, East Wenatchee, WA
July 25, 2017
MINUTES
The meeting was called to order at 6:21 PM by Mayor Lacy.
TAXI CAB LICENSE APPEAL HEARING
Mr. Clint Miller, applicant for a taxi cab license, addressed the Council regarding his
appeal of the denial of his license application as provided in chapter 5.16 EWMC.
Mayor Lacy summarized the code provisions for the benefit of Council. Mr. Miller
indicated that he had been working as a manager for a year and now they would like
him to be a taxi driver. Devin Poulson, City Attorney explained that the code is very
clear regarding the eligibility to obtain a license – a felony conviction renders a
person ineligible to obtain a taxi license. Mayor Lacy suggested that Mr. Miller look
into having the conviction expunged.
Council Action: A motion was made by Councilmember Johnson to deny the
appeal, second by Councilmember Barnhart. The motion carried 7-1 (Detering).
ROLL CALL
Mayor Steven C. Lacy
Councilmember Tim Detering
Councilmember Sandra McCourt
Councilmember Wayne Barnhart
Councilmember John Sterk
Councilmember Harry Raab
Councilmember Chuck Johnson
Councilmember Jerrilea Crawford
EMPLOYEES IN ATTENDANCE
Lori Barnett, Community Development Director
Devin Poulson, City Attorney
Nick Gerde, Finance Director
Greg Pezoldt, City Engineer
Teresa Allen, HR Generalist
Randy Harrison, Police Chief
PLEDGE OF ALLEGIANCE
PUBLIC COMMENTS Mayor Lacy moved the public comment period up in the Agenda.
No one offered any public comments.
PRESENTATION
Mayor Lacy announced that Stefanie Darnell, Records Specialist with the Police
Department, was receiving a Certificate of Recognition for completing 5 years of
dedicated public service to the City of East Wenatchee. Ms. Darnell was not in
attendance.
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City of East Wenatchee Council Minutes
July 25, 2017
Page 2
DEPARTMENT REPORTS
• Nick Gerde, Finance Director – Reviewed the Financial Report for June 2017
which was included in the Council packet. He mentioned that with all the street
improvement projects underway, it was very important to have timely billing to
the funding sources such as TIB. There was a general discussion of the City’s
typical cash flow fluctuations – sales tax revenues are received monthly however
property taxes typically come in two large deposits per year. Mr. Gerde
distributed copies of the minutes from the July 20, 2017 Council Workshop and
briefly outlined the major discussion points.
• Greg Pezoldt, City Engineer – Construction Status Report. Mr. Pezoldt reviewed
the status of the public works and street improvement projects. There was a
discussion that the landscaping in the Valley Mall Parkway parking lot was not
surviving. Mr. Pezoldt indicated there was a maintenance agreement with the
project. Mayor Lacy suggested that the contractor be notified that they are in
breach of the contract provisions. Mr. Pezoldt indicated that has been done. It
was noted that the Highline project extends between Grant Road and 3rd SE.
There have been some change orders on Baker Avenue with some money saved
on the project. 19th Street should be open to traffic in the next week or so. Bids
were opened that afternoon for 5th Street NE and the City’s portion of the project
came in under the engineer’s estimate. He anticipated awarding the bid at the
next Council meeting.
MAYOR’S REPORT
Mayor Lacy updated the Council on discussions at the Chelan Douglas
Transportation Council regarding the projects on Sunset Hwy (SR 28). There seems
to be a consistent sentiment between the Transportation Council, WSDOT and the
City supporting the roundabout at 9th St. NE. He indicated there needs to be
coordination with the North End planning project folks to make sure that all parties
are working towards the same goal.
He indicated that Local 846 Union negotiations have stalled. There has been no
communication from the Union. The negotiations with the Teamsters, representing
the Police Department, are on track.
Mayor Lacy explained that staff is proceeding with the RFP process for the Gateway
project. Councilmember Barnhart questioned whether it was advisable to continue
with that project at this time considering the street projects and the proposal for the
public works area improvements. Mayor Lacy asked for a show of hands from the
Council members who objected to going forward with the design. Councilmember
Barnhart was the only one to raise a hand in objection. Mayor Lacy directed Greg
Pezoldt to proceed with the RFP process to hire a design firm for the project.
CONSENT CALENDAR
1. Items listed below were distributed to Councilmember’s in advance for study and
were enacted in one motion:
• Minutes of the Regular Council Meeting on July 11, 2017.
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City of East Wenatchee Council Minutes
July 25, 2017
Page 3
•2017 Payables. As of this date, July 25, 2017, Council does approve check
umbers 48364 thru 48427 in the total amount of $604,720.25. No payables
checks were voided.
•2017 June Payroll. As of this date, July 25, 2017, Council does approve check
numbers 48203 thru 48215, 48267 thru 48268, 48272 thru 48285, 48336 thru
48351 and direct deposits on June 17th and July 3rd in the total amount
$391,758.35. No payroll checks were voided.
Council Action: A motion was made by Councilmember Crawford to approve the
Consent Calendar, second by Councilmember Detering. The motion carried 7-0.
PUBLIC HEARING
2. Second public hearing to solicit public comment regarding the City’s proposed use of
the U.S. Department of Housing and Urban Development Community Development
Block Grant (CDBG) funds for the 2017 program year as part of the adoption
process for the 2017 Annual Action Plan.
Mayor Lacy opened the public hearing at 7:22 PM. No one offered any testimony or
comment. Mayor Lacy closed the public hearing.
RESOLUTIONS
3.Resolution 2017-06: A Resolution of the City of East Wenatchee, Washington
authorizing the Mayor to execute an Interlocal Agreement with the Public Utility
District No. 1 of Douglas County for the Purchase and Replacement of Street Light
Fixtures for Relight Washington (Presented by Greg Pezoldt, City Engineer).
Council Action: A motion was made by Councilmember Detering to approve Resolution
2017-06 and authorize the Mayor to sign the Interlocal Agreement, second by
Councilmember Johnson. The motion carried 7-0.
4.Resolution 2017-07: A Resolution of the City of East Wenatchee, Washington,
adopting the “City of East Wenatchee Community Development Block Grant 2017
Annual Action Plan” in accordance with the requirements of the U.S. Department of
Housing and Urban Development regulations at 24 CFR Part 91 and establishing an
effective date. (Presented by Lori Barnett, Community Development Director).
Council Action: A motion was made by Councilmember Johnson to approve Resolution
2017-07, second by Councilmember McCourt. The motion carried 7-0.
COUNCIL REPORTS
Councilmember Johnson mentioned that the Link survey project has concluded and
the Board is discussing the results and various options to address the comments. He
asked Mr. Pezoldt about the letter from Lloyd Palm. Mr. Pezoldt indicated that it was
a typical practice to utilize recycled materials whenever possible.
EXECUTIVE SESSION
At 7:30 PM, Mayor Lacy announced that there would be a 10 minute executive
session in accordance with RCW 42.30.110(1)(i), to discuss with legal counsel
representing the agency litigation or potential litigation, to which the agency is or is
likely to become a party, when public knowledge regarding the discussion is likely to
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City of East Wenatchee Council Minutes
July 25, 2017
Page 4
result in an adverse legal or financial consequence to the agency. He indicated there
would likely be action taken by Council following the executive session.
At 7:40 PM, Mayor Lacy brought the meeting back to order and asked for formal
action by the Council regarding the matter discussed.
Council Action: A motion was made by Councilmember Raab to purchase the subject
property without going through escrow, second by Councilmember Sterk. The
motion carried 7-0.
ADJOURNMENT – 7:43 PM
Lorraine C. Barnett
Acting City Clerk
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CHECKS : 48430-48431; 48444-48512
VOIDED: None
DEPARTMENT/FUND AMOUNT
General Fund 001 $82,788.22
Street Fund 101 $3,228.77
Community Dev Grants Funds 102 $1,762.32
Transportation Benefit District Fund 105 $0.00
Debt Reserve Fund 110 $0.00
Library Fund 112 $280.97
Hotel/Motel Tax Fund 113 $0.00
Drug Fund 114 $143.43
Criminal Justice Fund 116 $0.00
Events Board Fund 117 $250.65
Bond Redemption Fund 202 $0.00
Street Improvements Fund 301 $949,184.69
Storm Water Improvements Fund 308 $0.00
Capital Improvements Fund 314 $0.00
Equipment R&R Fund 501 $1,816.69
Grand Total All Funds $1,039,455.74
CITY OF EAST WENATCHEE
CHECK REGISTER
August 8, 2017 Payables
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Fund Number Description Amount
001 Current Expense $82,788.22
101 Street Department $3,228.77
102 Community Devel Grants Fund $1,762.32
112 Library Fund $280.97
114 Drug Fund $143.43
117 East Wenatchee Events Brd Fund $250.65
301 Street Improvement Fund $949,184.69
501 Equipment Rental & Replacement $1,816.69
Count: 8 $1,039,455.74
Fund Transaction Summary
Transaction Type: Invoice
Fiscal: 2017 - August 2017 - August 2017 1st Council Meeting
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East Wenatchee - Fund Transaction Summary
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Vendor Number Reference Account Number Description Amount
Adela M Valaas
48444 2017 - August 2017 - August 2017 1st Council Meeting
Invoice - 8/2/2017 10:19:54 AM
Civil Service
001-000-160-521-10-10-00 Salaries $66.00
Total Invoice - 8/2/2017 10:19:54 AM $66.00
Total 48444 $66.00
Total Adela M Valaas $66.00
American Building Maintenance CO
48445 2017 - August 2017 - August 2017 1st Council Meeting
11195160
Building Maintenance
001-000-180-518-30-41-01 Contracted Custodial Services $1,800.28
112-000-000-572-50-41-00 Facilities -- Professional Services $280.97
Total 11195160 $2,081.25
Total 48445 $2,081.25
Total American Building Maintenance CO $2,081.25
American Promotional Events, Inc
48446 2017 - August 2017 - August 2017 1st Council Meeting
Invoice - 8/2/2017 10:13:46 AM
Refund of a portion of bonds for fireworks bonds
001-001-000-589-30-00-03 Fireworks-Cleaning Deposit Ref $800.00
Total Invoice - 8/2/2017 10:13:46 AM $800.00
Total 48446 $800.00
Total American Promotional Events, Inc $800.00
Banner Bank Mastercard
48447 2017 - August 2017 - August 2017 1st Council Meeting
Invoice - 8/2/2017 10:04:53 AM
Police/Computer Equip
001-000-145-594-14-60-27 Capital - Cmptr Equip Police $14.30
Total Invoice - 8/2/2017 10:04:53 AM $14.30
Invoice - 8/2/2017 10:05:26 AM
Events/Food for Meeting
117-000-100-557-30-49-00 Eweb Miscellaneous $9.89
Total Invoice - 8/2/2017 10:05:26 AM $9.89
Voucher Directory
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Vendor Number Reference Account Number Description Amount
Invoice - 8/2/2017 10:06:44 AM
Events/Drinks, Cookie Platter
117-000-450-557-30-49-01 PkwyPile-up Car Show Miscellaneous $28.81
Total Invoice - 8/2/2017 10:06:44 AM $28.81
Invoice - 8/2/2017 10:07:36 AM
Background Checks
001-001-000-589-30-00-15 State Share of Gun Permits $48.00
Total Invoice - 8/2/2017 10:07:36 AM $48.00
Invoice - 8/2/2017 10:09:43 AM
Netflix
001-000-001-518-91-50-00 Wellness $8.65
Total Invoice - 8/2/2017 10:09:43 AM $8.65
Invoice - 8/2/2017 10:51:17 AM
Background Checks
001-001-000-589-30-00-15 State Share of Gun Permits $132.00
Total Invoice - 8/2/2017 10:51:17 AM $132.00
Invoice - 8/2/2017 10:53:59 AM
Police/Drug Fund
114-000-000-521-10-35-00 Small Tools & Equipment $109.43
Total Invoice - 8/2/2017 10:53:59 AM $109.43
Invoice - 8/2/2017 10:54:40 AM
Fuel Consumed
001-000-210-521-10-32-00 Fuel Consumed $48.47
Total Invoice - 8/2/2017 10:54:40 AM $48.47
Invoice - 8/2/2017 10:54:59 AM
Police/Drug Fund
114-000-000-521-10-35-00 Small Tools & Equipment $34.00
Total Invoice - 8/2/2017 10:54:59 AM $34.00
Invoice - 8/2/2017 10:55:28 AM
Finance/Fax Toner
001-000-141-514-20-31-01 Office Machine Costs $85.47
Total Invoice - 8/2/2017 10:55:28 AM $85.47
Invoice - 8/2/2017 10:55:59 AM
Court/Business Cards
001-000-120-512-50-31-00 Office Supplies $51.93
Total Invoice - 8/2/2017 10:55:59 AM $51.93
Invoice - 8/2/2017 10:56:47 AM
Police/Academy Gas
001-000-210-521-10-32-00 Fuel Consumed $35.51
Total Invoice - 8/2/2017 10:56:47 AM $35.51
Invoice - 8/2/2017 11:30:22 AM
Budget Meeting Dinner
001-000-110-511-60-49-00 Miscellaneous $71.40
Total Invoice - 8/2/2017 11:30:22 AM $71.40
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Vendor Number Reference Account Number Description Amount
Invoice - 8/3/2017 3:55:00 PM
001-000-142-514-20-49-00 Miscellaneous $4.64
Total Invoice - 8/3/2017 3:55:00 PM $4.64
Invoice - 8/3/2017 3:58:24 PM
shirts-street dept
101-000-430-543-50-30-00 Supplies $64.48
Total Invoice - 8/3/2017 3:58:24 PM $64.48
Invoice - 8/3/2017 3:59:40 PM
Background check-taxicab
001-001-000-589-30-00-15 State Share of Gun Permits $12.00
Total Invoice - 8/3/2017 3:59:40 PM $12.00
Invoice - 8/3/2017 4:00:33 PM
Taxicab stickers
001-000-140-514-20-31-00 Office Supplies $110.14
Total Invoice - 8/3/2017 4:00:33 PM $110.14
Invoice - 8/3/2017 4:02:19 PM
returned items-Police gear
001-000-210-521-10-35-00 Small Tools & Equipment ($176.67)
Total Invoice - 8/3/2017 4:02:19 PM ($176.67)
Invoice - 8/3/2017 4:03:47 PM
Ziprecruiter credit
001-000-140-514-20-44-00 Advertising ($269.42)
Total Invoice - 8/3/2017 4:03:47 PM ($269.42)
Total 48447 $423.03
Total Banner Bank Mastercard $423.03
Capital One Commercial/ Costco
48448 2017 - August 2017 - August 2017 1st Council Meeting
Invoice - 8/1/2017 3:28:00 PM
Wellness Luncheon
001-000-001-518-91-50-00 Wellness $120.70
Total Invoice - 8/1/2017 3:28:00 PM $120.70
Total 48448 $120.70
Total Capital One Commercial/ Costco $120.70
Cascade Natural Gas Corp
48449 2017 - August 2017 - August 2017 1st Council Meeting
Invoice - 8/1/2017 3:28:40 PM
Street Dept/Natural Gas
101-000-430-543-50-47-00 Utilities $10.60
Total Invoice - 8/1/2017 3:28:40 PM $10.60
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Vendor Number Reference Account Number Description Amount
Invoice - 8/1/2017 3:29:25 PM
Street Dept/Natural Gas
101-000-430-543-50-47-00 Utilities $10.60
Total Invoice - 8/1/2017 3:29:25 PM $10.60
Total 48449 $21.20
Total Cascade Natural Gas Corp $21.20
Cdw Government, Inc
48450 2017 - August 2017 - August 2017 1st Council Meeting
JLL5493
Police/Equipment
001-000-145-594-14-60-27 Capital - Cmptr Equip Police $283.64
Total JLL5493 $283.64
JMB3341
Police/Equipment
001-000-145-594-14-60-27 Capital - Cmptr Equip Police $79.13
Total JMB3341 $79.13
JPD4703
Police/Equipment
001-000-145-594-14-60-27 Capital - Cmptr Equip Police $1,885.27
Total JPD4703 $1,885.27
JPV0526
Police-Equipment Printer
001-000-145-594-14-60-27 Capital - Cmptr Equip Police $1,216.17
Total JPV0526 $1,216.17
Total 48450 $3,464.21
Total Cdw Government, Inc $3,464.21
Clifford E Hahn
48451 2017 - August 2017 - August 2017 1st Council Meeting
Invoice - 7/19/2017 10:53:24 AM
Leoff Reimbursment
001-000-001-521-10-29-00 Leoff 1 Ins Premiums/misc $51.87
Total Invoice - 7/19/2017 10:53:24 AM $51.87
Total 48451 $51.87
Total Clifford E Hahn $51.87
Coast to Coast Computer Products
48452 2017 - August 2017 - August 2017 1st Council Meeting
A1680617
Computer Toners
001-000-140-514-20-31-00 Office Supplies $468.51
Total A1680617 $468.51
Total 48452 $468.51
Total Coast to Coast Computer Products $468.51
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Vendor Number Reference Account Number Description Amount
Darin Darnell
48431 2017 - August 2017 - August 2017 1st Council Meeting
Invoice - 7/28/2017 3:30:41 PM
Per diem-Coeur D'Alene investigation
001-000-210-521-10-43-00 Travel $44.25
Total Invoice - 7/28/2017 3:30:41 PM $44.25
Total 48431 $44.25
Total Darin Darnell $44.25
Datec, Inc
48453 2017 - August 2017 - August 2017 1st Council Meeting
33299
Police/Computer Equipment
001-000-145-594-14-60-27 Capital - Cmptr Equip Police $412.02
Total 33299 $412.02
Total 48453 $412.02
Total Datec, Inc $412.02
Devin Poulson
48454 2017 - August 2017 - August 2017 1st Council Meeting
Invoice - 8/3/2017 1:03:02 PM
Mileage-Waterville Court
001-000-151-515-30-43-00 Travel $27.50
Total Invoice - 8/3/2017 1:03:02 PM $27.50
Total 48454 $27.50
Total Devin Poulson $27.50
Douglas CO Sewer District
48455 2017 - August 2017 - August 2017 1st Council Meeting
Invoice - 8/2/2017 8:52:53 AM
July and August 2017 Utilities
101-000-430-543-50-47-00 Utilities $71.00
Total Invoice - 8/2/2017 8:52:53 AM $71.00
Invoice - 8/2/2017 8:55:15 AM
July and August 2017 Utilities
101-000-430-543-50-47-00 Utilities $71.00
Total Invoice - 8/2/2017 8:55:15 AM $71.00
Invoice - 8/2/2017 8:55:40 AM
July and August 2017 Utilities
101-000-430-543-50-47-00 Utilities $71.00
Total Invoice - 8/2/2017 8:55:40 AM $71.00
Total 48455 $213.00
Total Douglas CO Sewer District $213.00
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Vendor Number Reference Account Number Description Amount
Douglas County
48456 2017 - August 2017 - August 2017 1st Council Meeting
121418
July 2017 Medical for Prisoners
001-000-230-523-60-20-00 Medical Care For Prisoners $1,567.91
Total 121418 $1,567.91
Total 48456 $1,567.91
Total Douglas County $1,567.91
Douglas County MIS
48457 2017 - August 2017 - August 2017 1st Council Meeting
EWMC-1
Computer Services-Court
001-000-120-594-12-60-00 Capital Outlay $1,361.95
Total EWMC-1 $1,361.95
Total 48457 $1,361.95
Total Douglas County MIS $1,361.95
Erika Rodriquez
48458 2017 - August 2017 - August 2017 1st Council Meeting
Invoice - 8/2/2017 9:11:56 AM
Interpreter 7/28-7/28
001-000-120-512-50-49-01 Interpreting $490.00
Total Invoice - 8/2/2017 9:11:56 AM $490.00
Total 48458 $490.00
Total Erika Rodriquez $490.00
Fastenal Company
48459 2017 - August 2017 - August 2017 1st Council Meeting
WAWEN142507
Street/Supplies
101-000-430-543-30-30-00 Supplies $17.77
Total WAWEN142507 $17.77
WAWEN142509
Street/Gloves and Shirts
101-000-430-543-50-30-00 Supplies $23.77
Total WAWEN142509 $23.77
WAWEN142958
Supplies
101-000-430-543-50-30-00 Supplies $34.60
Total WAWEN142958 $34.60
WAWEN142958-C
Return
101-000-430-543-50-30-00 Supplies ($34.60)
Total WAWEN142958-C ($34.60)
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East Wenatchee - Voucher Directory 20 of 199
Vendor Number Reference Account Number Description Amount
WAWEN143235
Street/T-shirts and Eyewear
101-000-430-543-50-30-00 Supplies $103.71
Total WAWEN143235 $103.71
Total 48459 $145.25
Total Fastenal Company $145.25
Financial Services
48460 2017 - August 2017 - August 2017 1st Council Meeting
Invoice - 8/2/2017 9:53:51 AM
Crowell Judicial Conference
001-000-120-512-50-40-00 Training $235.00
Total Invoice - 8/2/2017 9:53:51 AM $235.00
Total 48460 $235.00
Total Financial Services $235.00
Frontier
48461 2017 - August 2017 - August 2017 1st Council Meeting
Invoice - 8/1/2017 3:02:37 PM
Street Modems
001-000-180-518-30-47-00 Utilities $50.95
Total Invoice - 8/1/2017 3:02:37 PM $50.95
Invoice - 8/2/2017 9:00:02 AM
Street Modems
101-000-420-542-64-47-00 Utilities $49.15
Total Invoice - 8/2/2017 9:00:02 AM $49.15
Total 48461 $100.10
Total Frontier $100.10
Galls, LLC-DBA Blumenthal Uniform
48462 2017 - August 2017 - August 2017 1st Council Meeting
007889735
Police/Reserve Unit
001-000-210-521-10-49-01 Reserves $29.01
Total 007889735 $29.01
Total 48462 $29.01
Total Galls, LLC-DBA Blumenthal Uniform $29.01
Gavins Personalized Attire, INC DBA GPA Embroidery
48463 2017 - August 2017 - August 2017 1st Council Meeting
29462
Police/Embroidered Sleeves
001-000-210-521-10-41-00 Professional Services $20.05
Total 29462 $20.05
Total 48463 $20.05
Total Gavins Personalized Attire, INC DBA GPA Embroidery $20.05
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East Wenatchee - Voucher Directory 21 of 199
Vendor Number Reference Account Number Description Amount
Harold Mitchell
48464 2017 - August 2017 - August 2017 1st Council Meeting
Invoice - 8/2/2017 10:12:36 AM
Street/Mitchell ASE Testing
101-000-430-544-90-35-00 Travel - Training $38.25
Total Invoice - 8/2/2017 10:12:36 AM $38.25
Total 48464 $38.25
Total Harold Mitchell $38.25
In-Print
48430 2017 - August 2017 - August 2017 1st Council Meeting
0468M
Postage-August 2017 City Newsletter
001-000-110-511-60-31-05 Newsletter Printing & Mailing $1,324.24
Total 0468M $1,324.24
Total 48430 $1,324.24
48465 2017 - August 2017 - August 2017 1st Council Meeting
0468
Newsletter Inserts
001-000-110-511-60-31-05 Newsletter Printing & Mailing $3,226.09
Total 0468 $3,226.09
0468M-2
August Newsletter
001-000-110-511-60-31-05 Newsletter Printing & Mailing $1,280.22
Total 0468M-2 $1,280.22
Total 48465 $4,506.31
Total In-Print $5,830.55
Jennifer E Souders M.D. DBA Souders Independent Medical Consultations, PLLC
48466 2017 - August 2017 - August 2017 1st Council Meeting
Invoice - 8/3/2017 5:10:04 PM
Medical Review & Consultation-Deverna
001-000-110-511-60-41-00 Professional Services $350.00
Total Invoice - 8/3/2017 5:10:04 PM $350.00
Total 48466 $350.00
Total Jennifer E Souders M.D. DBA Souders Independent Medical Consultations,
PLLC
$350.00
Jerry's Auto Supply
48467 2017 - August 2017 - August 2017 1st Council Meeting
643109
Street/Chainsaw
101-000-420-542-70-48-00 Repairs & Maintenance $30.76
Total 643109 $30.76
Total 48467 $30.76
Total Jerry's Auto Supply $30.76
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East Wenatchee - Voucher Directory 22 of 199
Vendor Number Reference Account Number Description Amount
John Logan c/o Banner Bank
48468 2017 - August 2017 - August 2017 1st Council Meeting
Invoice - 8/4/2017 9:01:06 AM
Right of Way Purchase
301-000-000-595-20-50-10 ROW - Highline Drive $9,147.60
Total Invoice - 8/4/2017 9:01:06 AM $9,147.60
Total 48468 $9,147.60
Total John Logan c/o Banner Bank $9,147.60
John Randall Harrison
48469 2017 - August 2017 - August 2017 1st Council Meeting
Invoice - 8/3/2017 1:09:55 PM
2017 Clothing Allowance reimbursement
001-000-210-521-10-20-01 Clothing Allowance $186.96
Total Invoice - 8/3/2017 1:09:55 PM $186.96
Total 48469 $186.96
Total John Randall Harrison $186.96
Kenneth Britt dba Britt Polygraph
48470 2017 - August 2017 - August 2017 1st Council Meeting
Invoice - 8/2/2017 9:25:26 AM
Police/Polygraph for New Hire
001-000-210-521-10-41-00 Professional Services $265.00
Total Invoice - 8/2/2017 9:25:26 AM $265.00
Total 48470 $265.00
Total Kenneth Britt dba Britt Polygraph $265.00
Key Methods, LLC
48471 2017 - August 2017 - August 2017 1st Council Meeting
CF54286
Computer Maintenance
001-000-145-514-20-40-00 Network Services $1,071.18
Total CF54286 $1,071.18
CF54919
Computer Maintenance
001-000-145-514-20-40-00 Network Services $811.50
Total CF54919 $811.50
CF56566-2
Computer Maintenance/Remainder of Invoice
001-000-145-514-20-40-00 Network Services $28.57
Total CF56566-2 $28.57
Total 48471 $1,911.25
Total Key Methods, LLC $1,911.25
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East Wenatchee - Voucher Directory 23 of 199
Vendor Number Reference Account Number Description Amount
Keyhole Security Center Inc
48472 2017 - August 2017 - August 2017 1st Council Meeting
283642
New keys for employees
001-000-180-518-30-49-00 Miscellaneous $11.90
Total 283642 $11.90
283654
Replace Locks for Police
001-000-180-518-30-41-00 Professional Services $3,493.99
Total 283654 $3,493.99
Total 48472 $3,505.89
Total Keyhole Security Center Inc $3,505.89
Kottkamp & Yedinak, Pllc
48473 2017 - August 2017 - August 2017 1st Council Meeting
Invoice - 8/1/2017 2:40:59 PM
July 2017 Public Defender
001-000-110-511-60-21-50 Public Defender $3,772.00
Total Invoice - 8/1/2017 2:40:59 PM $3,772.00
Total 48473 $3,772.00
Total Kottkamp & Yedinak, Pllc $3,772.00
Law Office of Kyle D Flick
48474 2017 - August 2017 - August 2017 1st Council Meeting
26275
Court/Conflict Case Mansfield
001-000-110-511-60-30-00 Public Defender Conflicts $157.50
Total 26275 $157.50
Total 48474 $157.50
Total Law Office of Kyle D Flick $157.50
Leeon Leyde
48475 2017 - August 2017 - August 2017 1st Council Meeting
Invoice - 8/2/2017 9:20:11 AM
Police/Training
001-000-210-521-10-43-00 Travel $195.00
Total Invoice - 8/2/2017 9:20:11 AM $195.00
Total 48475 $195.00
Total Leeon Leyde $195.00
Lorraine C. Barnett
48476 2017 - August 2017 - August 2017 1st Council Meeting
Invoice - 8/2/2017 10:29:14 AM
HUD/CDBG Training
102-000-000-558-70-49-00 CDBG Miscellaneous $1,432.86
Total Invoice - 8/2/2017 10:29:14 AM $1,432.86
Total 48476 $1,432.86
Total Lorraine C. Barnett $1,432.86
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East Wenatchee - Voucher Directory 24 of 199
Vendor Number Reference Account Number Description Amount
Maria G Perez de Guerrero
48477 2017 - August 2017 - August 2017 1st Council Meeting
Invoice - 8/2/2017 10:34:38 AM
Right of Way Purchase for Baker Ave Improvements
301-000-000-595-20-50-16 ROW - Baker Ave 15th to 20th Project $10,200.00
Total Invoice - 8/2/2017 10:34:38 AM $10,200.00
Total 48477 $10,200.00
Total Maria G Perez de Guerrero $10,200.00
Marvin Allen c/o Banner Bank
48478 2017 - August 2017 - August 2017 1st Council Meeting
Invoice - 8/2/2017 8:34:44 AM
Right of Way Purchases for Baker Ave
301-000-000-595-20-50-16 ROW - Baker Ave 15th to 20th Project $11,925.20
Total Invoice - 8/2/2017 8:34:44 AM $11,925.20
Total 48478 $11,925.20
Total Marvin Allen c/o Banner Bank $11,925.20
Micro Data
48479 2017 - August 2017 - August 2017 1st Council Meeting
42023
Police/Criminal Citation Forms
001-000-210-521-10-31-00 Office Supplies $727.40
Total 42023 $727.40
Total 48479 $727.40
Total Micro Data $727.40
Moon Security
48480 2017 - August 2017 - August 2017 1st Council Meeting
883889
Police Security
001-000-210-521-10-41-00 Professional Services $33.00
Total 883889 $33.00
Total 48480 $33.00
Total Moon Security $33.00
MY Thanh Lestienne
48481 2017 - August 2017 - August 2017 1st Council Meeting
Invoice - 8/2/2017 9:54:40 AM
Interpreter 7/26/17
001-000-120-512-50-49-01 Interpreting $70.00
Total Invoice - 8/2/2017 9:54:40 AM $70.00
Total 48481 $70.00
Total MY Thanh Lestienne $70.00
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East Wenatchee - Voucher Directory 25 of 199
Vendor Number Reference Account Number Description Amount
Okanogan County Jail
48482 2017 - August 2017 - August 2017 1st Council Meeting
July 2017 Jail
Inmate Housing of Prisoners-July 2017
001-000-230-523-21-10-00 Housing & Monitoring Prisoners $2,278.04
Total July 2017 Jail $2,278.04
Total 48482 $2,278.04
Total Okanogan County Jail $2,278.04
Pace Engineers Inc.
48483 2017 - August 2017 - August 2017 1st Council Meeting
65839
Baker Ave, 15th St Roadway Improvements
301-000-000-595-30-52-12 SDC - Baker Ave 15th to 20th TIB $53,432.90
Total 65839 $53,432.90
Total 48483 $53,432.90
Total Pace Engineers Inc.$53,432.90
Pipkin Construction Inc
48484 2017 - August 2017 - August 2017 1st Council Meeting
17-0182
Baker Ave Roadway Improvements
301-000-000-595-30-40-05 Roadway- Baker 15th- 20th TIB $247,635.71
301-000-000-595-30-40-15 Roadway- Baker 15th- 20th-DCSD $35,173.24
Total 17-0182 $282,808.95
Total 48484 $282,808.95
Total Pipkin Construction Inc $282,808.95
Point Blank Enterprises, Inc
48485 2017 - August 2017 - August 2017 1st Council Meeting
IF-1309105
Police/Supplies
001-000-210-521-10-48-00 Repairs & Maintenance $971.81
Total IF-1309105 $971.81
Total 48485 $971.81
Total Point Blank Enterprises, Inc $971.81
Pud #1 of Douglas County
48486 2017 - August 2017 - August 2017 1st Council Meeting
Invoice - 8/1/2017 3:29:57 PM
Traffic Signal Lighting
101-000-420-542-63-47-00 Utilities $35.00
Total Invoice - 8/1/2017 3:29:57 PM $35.00
Invoice - 8/1/2017 3:30:39 PM
City Hall Building
001-000-180-518-30-47-00 Utilities $890.00
Total Invoice - 8/1/2017 3:30:39 PM $890.00
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East Wenatchee - Voucher Directory 26 of 199
Vendor Number Reference Account Number Description Amount
Invoice - 8/1/2017 3:31:09 PM
Shop Lighting
101-000-430-543-50-47-00 Utilities $15.00
Total Invoice - 8/1/2017 3:31:09 PM $15.00
Invoice - 8/1/2017 3:34:53 PM
Bus Garage Lighting
101-000-430-543-50-47-00 Utilities $74.00
Total Invoice - 8/1/2017 3:34:53 PM $74.00
Invoice - 8/1/2017 3:35:54 PM
Traffic Signal Lighting
101-000-420-542-63-47-00 Utilities $17.00
Total Invoice - 8/1/2017 3:35:54 PM $17.00
Invoice - 8/1/2017 3:36:21 PM
Traffic Signal Lighting
101-000-420-542-64-47-00 Utilities $52.00
Total Invoice - 8/1/2017 3:36:21 PM $52.00
Invoice - 8/1/2017 3:36:50 PM
Street Lighting
101-000-420-542-63-47-00 Utilities $19.00
Total Invoice - 8/1/2017 3:36:50 PM $19.00
Invoice - 8/1/2017 3:37:23 PM
Traffic Signal Lighting
101-000-420-542-63-47-00 Utilities $20.00
Total Invoice - 8/1/2017 3:37:23 PM $20.00
Invoice - 8/1/2017 3:42:44 PM
Traffic Signal Lighting
101-000-420-542-63-47-00 Utilities $17.00
Total Invoice - 8/1/2017 3:42:44 PM $17.00
Invoice - 8/1/2017 3:43:21 PM
Illumination Lighting
101-000-420-542-63-47-00 Utilities $30.00
Total Invoice - 8/1/2017 3:43:21 PM $30.00
Invoice - 8/1/2017 3:47:57 PM
Traffic Signal Lighting
101-000-420-542-64-47-00 Utilities $14.00
Total Invoice - 8/1/2017 3:47:57 PM $14.00
Invoice - 8/1/2017 3:48:21 PM
Traffic Signal Lighting
101-000-420-542-63-47-00 Utilities $16.00
Total Invoice - 8/1/2017 3:48:21 PM $16.00
Invoice - 8/1/2017 3:48:53 PM
Street Lighting
101-000-420-542-63-47-00 Utilities $48.00
Total Invoice - 8/1/2017 3:48:53 PM $48.00
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East Wenatchee - Voucher Directory 27 of 199
Vendor Number Reference Account Number Description Amount
Invoice - 8/1/2017 3:49:43 PM
Sign Lighting
101-000-420-542-75-47-00 Utilities $15.00
Total Invoice - 8/1/2017 3:49:43 PM $15.00
Invoice - 8/1/2017 3:50:11 PM
Japanes Garden Lighting
101-000-420-542-75-47-00 Utilities $33.00
Total Invoice - 8/1/2017 3:50:11 PM $33.00
Invoice - 8/1/2017 3:51:40 PM
Metered Lighting
101-000-420-542-63-47-00 Utilities $61.00
Total Invoice - 8/1/2017 3:51:40 PM $61.00
Invoice - 8/1/2017 3:52:03 PM
Seasonal Lighting
001-000-180-518-30-47-00 Utilities $14.00
Total Invoice - 8/1/2017 3:52:03 PM $14.00
Invoice - 8/1/2017 3:52:28 PM
Traffic Signal
101-000-420-542-63-47-00 Utilities $41.00
Total Invoice - 8/1/2017 3:52:28 PM $41.00
Invoice - 8/1/2017 3:52:51 PM
Traffic Signal
101-000-420-542-63-47-00 Utilities $53.00
Total Invoice - 8/1/2017 3:52:51 PM $53.00
Invoice - 8/1/2017 3:53:30 PM
Street Lighting
101-000-420-542-63-47-00 Utilities $15.00
Total Invoice - 8/1/2017 3:53:30 PM $15.00
Invoice - 8/1/2017 3:53:50 PM
Residence
001-000-180-518-30-47-00 Utilities $70.00
Total Invoice - 8/1/2017 3:53:50 PM $70.00
Invoice - 8/1/2017 3:54:17 PM
Pump House Power
101-000-420-542-75-47-00 Utilities $16.00
Total Invoice - 8/1/2017 3:54:17 PM $16.00
Total 48486 $1,565.00
Total Pud #1 of Douglas County $1,565.00
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East Wenatchee - Voucher Directory 28 of 199
Vendor Number Reference Account Number Description Amount
Rivercom
48487 2017 - August 2017 - August 2017 1st Council Meeting
Invoice - 8/1/2017 2:41:30 PM
July 2017 Dispatch Services
001-000-001-528-70-51-00 River Com $26,083.41
Total Invoice - 8/1/2017 2:41:30 PM $26,083.41
Total 48487 $26,083.41
Total Rivercom $26,083.41
Sedgwick Claims Management Services, Inc
48488 2017 - August 2017 - August 2017 1st Council Meeting
B1095384
Insurance Premiums
001-000-110-511-60-46-00 Insurance $33.67
001-000-120-512-50-46-00 Insurance $67.34
001-000-140-514-20-46-00 Insurance $33.67
001-000-142-514-20-46-00 Insurance $33.67
001-000-151-515-30-46-00 Insurance $16.83
001-000-160-521-10-46-00 Insurance $16.83
001-000-210-521-10-46-00 Insurance $404.02
001-000-315-542-10-46-00 Insurance $16.83
001-000-580-558-60-46-00 Insurance $33.67
001-000-590-558-50-46-00 Insurance $16.83
101-000-430-543-30-46-00 Insurance $151.51
117-000-105-557-30-50-00 Eweb Insurance $16.83
Total B1095384 $841.70
Total 48488 $841.70
Total Sedgwick Claims Management Services, Inc $841.70
Selland Construction, Inc
48489 2017 - August 2017 - August 2017 1st Council Meeting
Invoice - 8/2/2017 9:59:39 AM
Highline Drive Improvements
301-000-000-595-30-40-20 Roadway - Highline Drive TIB $148,076.18
301-000-000-595-30-40-25 Roadway - Highline Drive EWWD $195,349.30
301-000-000-595-30-40-30 Roadway - Highline Drive - DCSD $189,301.78
Total Invoice - 8/2/2017 9:59:39 AM $532,727.26
Total 48489 $532,727.26
Total Selland Construction, Inc $532,727.26
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East Wenatchee - Voucher Directory 29 of 199
Vendor Number Reference Account Number Description Amount
Stan's Merry Mart
48490 2017 - August 2017 - August 2017 1st Council Meeting
96847
Street/Supplies
101-000-430-543-50-30-00 Supplies $27.09
Total 96847 $27.09
Total 48490 $27.09
Total Stan's Merry Mart $27.09
Star Rentals
48491 2017 - August 2017 - August 2017 1st Council Meeting
237119-14
Street/Boom Truck
101-000-420-542-63-30-00 Supplies $54.58
Total 237119-14 $54.58
Total 48491 $54.58
Total Star Rentals $54.58
Steve Woods
48492 2017 - August 2017 - August 2017 1st Council Meeting
Invoice - 8/2/2017 8:22:03 AM
Protem 7/26/17 and 7/28/17
001-000-120-512-50-49-02 Judge Protems $150.00
Total Invoice - 8/2/2017 8:22:03 AM $150.00
Total 48492 $150.00
Total Steve Woods $150.00
The Wenatchee World
48493 2017 - August 2017 - August 2017 1st Council Meeting
AD#34325
Street Manager Position
001-000-110-511-60-44-00 Advertising $408.00
Total AD#34325 $408.00
AD#34414
Public Notice
301-000-000-595-10-50-10 Engr-Design Highline Drive $242.76
Total AD#34414 $242.76
AD#34611
Advertisment for Bids
301-000-000-595-10-50-10 Engr-Design Highline Drive $398.82
Total AD#34611 $398.82
AD#34685
Street Dept Laborer
101-000-430-543-30-49-00 Miscellaneous $270.72
Total AD#34685 $270.72
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East Wenatchee - Voucher Directory 30 of 199
Vendor Number Reference Account Number Description Amount
AD#34902
Police Advertising
001-000-210-521-10-41-00 Professional Services $201.96
Total AD#34902 $201.96
AD#34929
Notice of Funding Available and Public Meeting
001-000-580-558-60-44-00 Advertising $190.74
Total AD#34929 $190.74
AD#35429
Job Announcement for Associate Planner
001-000-580-558-60-44-00 Advertising $224.16
Total AD#35429 $224.16
AD#35639
Notice of Public Hearing
001-000-580-558-60-44-00 Advertising $268.77
Total AD#35639 $268.77
AD#36084
Notice of Public Hearing
001-000-580-558-60-44-00 Advertising $114.12
Total AD#36084 $114.12
AD#36230
Notice of Public Hearing
001-000-580-558-60-44-00 Advertising $121.38
Total AD#36230 $121.38
AD#36231
Spanish Notice of Public Hearing
001-000-580-558-60-44-00 Advertising $138.72
Total AD#36231 $138.72
AD#36232
Six Month Extension of Moratorium
001-000-580-558-60-44-00 Advertising $164.73
Total AD#36232 $164.73
AD#36692
Public Workshop Notice
001-000-140-514-20-44-00 Advertising $43.35
Total AD#36692 $43.35
AD#37070
Summary of Ordinance
001-000-140-514-20-44-00 Advertising $216.75
Total AD#37070 $216.75
AD#37537
2017 CDBG Spanish
102-000-000-558-70-44-00 CDBG Advertising $173.40
Total AD#37537 $173.40
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East Wenatchee - Voucher Directory 31 of 199
Vendor Number Reference Account Number Description Amount
AD#37538
2017 CDBG Annual Action Plan
102-000-000-558-70-44-00 CDBG Advertising $156.06
Total AD#37538 $156.06
AD#37743
Notice of Determination Non-Significance
001-000-580-558-60-44-00 Advertising $190.74
Total AD#37743 $190.74
Total 48493 $3,525.18
Total The Wenatchee World $3,525.18
Thomas Rowe, Phd.
48494 2017 - August 2017 - August 2017 1st Council Meeting
July 26 ,2017 Police
Garcia-Pre-Employment Evaluation
001-000-210-521-10-41-00 Professional Services $400.00
Total July 26 ,2017 Police $400.00
Total 48494 $400.00
Total Thomas Rowe, Phd.$400.00
Thomas Wayne Roche DBA Roche Design & Brushworks
48495 2017 - August 2017 - August 2017 1st Council Meeting
4005
Events/Pkwy Pileup
117-000-450-557-30-44-12 PkwyPile-up Car Show Advertising $195.12
Total 4005 $195.12
Total 48495 $195.12
Total Thomas Wayne Roche DBA Roche Design & Brushworks $195.12
Three Eagle Holdings, LLC c/o Banner Bank
48496 2017 - August 2017 - August 2017 1st Council Meeting
Invoice - 8/2/2017 8:31:16 AM
Right of Way Purchases for Baker Ave
301-000-000-595-20-50-10 ROW - Highline Drive $11,374.60
Total Invoice - 8/2/2017 8:31:16 AM $11,374.60
Total 48496 $11,374.60
Total Three Eagle Holdings, LLC c/o Banner Bank $11,374.60
Tom Wachholder
48497 2017 - August 2017 - August 2017 1st Council Meeting
Invoice - 8/2/2017 10:26:22 AM
Stromwater Group Meeting/Travel Reimbursement
101-000-313-542-42-49-00 Miscellaneous Expense - SWA $12.00
Total Invoice - 8/2/2017 10:26:22 AM $12.00
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East Wenatchee - Voucher Directory 32 of 199
Vendor Number Reference Account Number Description Amount
Invoice - 8/2/2017 10:27:08 AM
Stormwater Manual Update Meeting
101-000-313-542-42-49-00 Miscellaneous Expense - SWA $12.00
Total Invoice - 8/2/2017 10:27:08 AM $12.00
Total 48497 $24.00
Total Tom Wachholder $24.00
Tony Ditommaso PS
48498 2017 - August 2017 - August 2017 1st Council Meeting
Invoice - 8/1/2017 2:39:54 PM
July 2017 Public Defenders
001-000-110-511-60-21-50 Public Defender $3,772.00
Total Invoice - 8/1/2017 2:39:54 PM $3,772.00
Total 48498 $3,772.00
Total Tony Ditommaso PS $3,772.00
Town Ford Inc
48499 2017 - August 2017 - August 2017 1st Council Meeting
157570
Police Vehicle Maintenance
501-000-000-521-10-48-00 Police Vehicle Repairs & Maintenance $134.65
Total 157570 $134.65
158548
Police Vehicle Maintenance
501-000-000-521-10-48-00 Police Vehicle Repairs & Maintenance $32.44
Total 158548 $32.44
Total 48499 $167.09
Total Town Ford Inc $167.09
Uline
48500 2017 - August 2017 - August 2017 1st Council Meeting
88800404
Police/Supplies
501-000-000-521-10-48-00 Police Vehicle Repairs & Maintenance $114.71
Total 88800404 $114.71
Total 48500 $114.71
Total Uline $114.71
Valley Tractor And
48501 2017 - August 2017 - August 2017 1st Council Meeting
9242918
Street/Sweeper Parts
101-000-420-542-75-48-00 Repairs & Maintenance $39.87
Total 9242918 $39.87
Total 48501 $39.87
Total Valley Tractor And $39.87
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East Wenatchee - Voucher Directory 33 of 199
Vendor Number Reference Account Number Description Amount
Versalift Northwest, L.L.C.
48502 2017 - August 2017 - August 2017 1st Council Meeting
I4797
Street/Clutch Kit
501-000-000-542-90-48-20 Street Vehicle Repairs & Maintenance $1,534.89
Total I4797 $1,534.89
Total 48502 $1,534.89
Total Versalift Northwest, L.L.C.$1,534.89
Wash ST Dept of Licensing
48503 2017 - August 2017 - August 2017 1st Council Meeting
EWP000642 Marsh
Gun Permit
001-001-000-589-30-00-15 State Share of Gun Permits $18.00
Total EWP000642 Marsh $18.00
EWP000649 Crouch
Gun Permit
001-001-000-589-30-00-15 State Share of Gun Permits $18.00
Total EWP000649 Crouch $18.00
EWP000650 Melendrez
Gun Permit
001-001-000-589-30-00-15 State Share of Gun Permits $18.00
Total EWP000650 Melendrez $18.00
EWP000651 Sanchez
Gun Permit
001-001-000-589-30-00-15 State Share of Gun Permits $18.00
Total EWP000651 Sanchez $18.00
EWP000652 Batson
Gun Permit
001-001-000-589-30-00-15 State Share of Gun Permits $18.00
Total EWP000652 Batson $18.00
EWP000653 Ashbrook
Gun Permit
001-001-000-589-30-00-15 State Share of Gun Permits $18.00
Total EWP000653 Ashbrook $18.00
EWP000654 Berreth
Gun Permit
001-001-000-589-30-00-15 State Share of Gun Permits $18.00
Total EWP000654 Berreth $18.00
EWP000655 Stevens
Gun Permit
001-001-000-589-30-00-15 State Share of Gun Permits $18.00
Total EWP000655 Stevens $18.00
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East Wenatchee - Voucher Directory 34 of 199
Vendor Number Reference Account Number Description Amount
EWP000656 Stevens
Gun Permit
001-001-000-589-30-00-15 State Share of Gun Permits $18.00
Total EWP000656 Stevens $18.00
EWP000657 Potter
Gun Permit
001-001-000-589-30-00-15 State Share of Gun Permits $18.00
Total EWP000657 Potter $18.00
EWP000658 Hills
Gun Permit
001-001-000-589-30-00-15 State Share of Gun Permits $18.00
Total EWP000658 Hills $18.00
EWP000659 Hills
Gun Permit
001-001-000-589-30-00-15 State Share of Gun Permits $18.00
Total EWP000659 Hills $18.00
EWP000660 McManus
Gun Permit
001-001-000-589-30-00-15 State Share of Gun Permits $18.00
Total EWP000660 McManus $18.00
EWP000661 Majors
Gun Permit
001-001-000-589-30-00-15 State Share of Gun Permits $18.00
Total EWP000661 Majors $18.00
EWP000662 Estrada
Gun Permit
001-001-000-589-30-00-15 State Share of Gun Permits $18.00
Total EWP000662 Estrada $18.00
EWP000663 Pardo
Gun Permit
001-001-000-589-30-00-15 State Share of Gun Permits $18.00
Total EWP000663 Pardo $18.00
EWP000664 Thompson
Gun Permit
001-001-000-589-30-00-15 State Share of Gun Permits $18.00
Total EWP000664 Thompson $18.00
EWP000665 Taylor
Gun Permit
001-001-000-589-30-00-15 State Share of Gun Permits $18.00
Total EWP000665 Taylor $18.00
EWP000666 Belt
Gun Permit
001-001-000-589-30-00-15 State Share of Gun Permits $18.00
Total EWP000666 Belt $18.00
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East Wenatchee - Voucher Directory 35 of 199
Vendor Number Reference Account Number Description Amount
EWP000667 Todd
Gun Permit
001-001-000-589-30-00-15 State Share of Gun Permits $18.00
Total EWP000667 Todd $18.00
Total 48503 $360.00
Total Wash ST Dept of Licensing $360.00
Washington State Patrol
48504 2017 - August 2017 - August 2017 1st Council Meeting
I18000582
Background Checks
001-001-000-589-30-00-15 State Share of Gun Permits $228.00
Total I18000582 $228.00
Total 48504 $228.00
Total Washington State Patrol $228.00
Washington State Transit Insurance Pool
48505 2017 - August 2017 - August 2017 1st Council Meeting
125261
Driver Record Monitoring
101-000-430-543-30-46-00 Insurance $7.08
Total 125261 $7.08
Total 48505 $7.08
Total Washington State Transit Insurance Pool $7.08
Wenatchee Golf and Country Club
48506 2017 - August 2017 - August 2017 1st Council Meeting
Invoice - 8/2/2017 8:26:39 AM
Right of Way Purchases for Baker Ave
301-000-000-595-20-50-16 ROW - Baker Ave 15th to 20th Project $10,450.00
Total Invoice - 8/2/2017 8:26:39 AM $10,450.00
Total 48506 $10,450.00
Total Wenatchee Golf and Country Club $10,450.00
Wenatchee Valley Humane Society
48507 2017 - August 2017 - August 2017 1st Council Meeting
Invoice - 8/1/2017 2:38:05 PM
July 2017 Animal Control Services
001-000-001-539-30-51-00 Animal Control $5,850.00
Total Invoice - 8/1/2017 2:38:05 PM $5,850.00
Total 48507 $5,850.00
Total Wenatchee Valley Humane Society $5,850.00
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East Wenatchee - Voucher Directory 36 of 199
Vendor Number Reference Account Number Description Amount
Wenatchee Valley Medical Center c/o Banner Bank
48508 2017 - August 2017 - August 2017 1st Council Meeting
Invoice - 8/2/2017 8:35:53 AM
Right of Way Purchases for Baker Ave
301-000-000-595-20-50-10 ROW - Highline Drive $26,476.60
Total Invoice - 8/2/2017 8:35:53 AM $26,476.60
Total 48508 $26,476.60
Total Wenatchee Valley Medical Center c/o Banner Bank $26,476.60
Wenatchee Valley Misawa
48509 2017 - August 2017 - August 2017 1st Council Meeting
Invoice - 7/19/2017 10:41:43 AM
2017 Misawa Delegation Expenditures
001-000-110-511-60-43-01 Travel - Misawa $1,300.00
Total Invoice - 7/19/2017 10:41:43 AM $1,300.00
Total 48509 $1,300.00
Total Wenatchee Valley Misawa $1,300.00
Wenatchee Valley Museum & Cultural Center
48510 2017 - August 2017 - August 2017 1st Council Meeting
Invoice - 8/1/2017 2:42:13 PM
August 2017 Joint Agreement
001-000-001-558-70-41-15 Wenatchee Valley Museum & CC $9,273.00
Total Invoice - 8/1/2017 2:42:13 PM $9,273.00
Total 48510 $9,273.00
Total Wenatchee Valley Museum & Cultural Center $9,273.00
Wilbur-Ellis Company
48511 2017 - August 2017 - August 2017 1st Council Meeting
11137290
Street/Supplies
101-000-420-542-75-30-00 Supplies $689.33
Total 11137290 $689.33
Total 48511 $689.33
Total Wilbur-Ellis Company $689.33
Young Bucks Landscaping, LLC
48512 2017 - August 2017 - August 2017 1st Council Meeting
4726
Tree Removal Services
101-000-420-542-70-48-00 Repairs & Maintenance $811.50
Total 4726 $811.50
Total 48512 $811.50
Total Young Bucks Landscaping, LLC $811.50
Grand Total Vendor Count 70 $1,039,455.74
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East Wenatchee - Voucher Directory 37 of 199
Note: Payroll has not been included in this packet.38 of 199
Page 1 of 1
CITY OF EAST WENATCHEE
COUNCIL AGENDA BILL
Agenda Item #: 3 Agenda Date: August 8, 2017
Presenter: Greg Pezoldt Title: City Engineer
Title:
5th St NE Sidewalk and Storm Sewer Improvements- Bid Award
Background/History:
In 2015, the city identified 5th St NE as the project that would expend the 2015-2107 CDBG funds. The
project would construct sidewalks from Baker Avenue to Eastmont Avenue. Because the sidewalks would
alter the stormwater runoff condition, it was also decided to construct a stormwater collection and
conveyance system as a part of the project. Funding consists of $290,000 in CDBG funds and $125,000
in GEWSWU funds.
In June, 2016, the city selected Forsgren Associates to design the project. Based on the Forsgren design,
the project was advertised and bids were opened on July 25th, 2017.
The bids received were as follows: Base Bid Base plus Alt Bid
Engineer’s Estimate $854,167,70 $ 902,879.90
Moreno and Nelson $841,994.51 $ 897,271.01
DJB Construction $905,859.10 $ 965,949.10
Advanced Excavation $919,124.76 $ 994,307.76
Hurst Construction $984,091.50 $1,032,188.84
The Moreno and Nelson bid consists of $516,382.84 for the city, $177,907.85 for the EWWD, and
$147,703.82 for the DCSD.
Exhibits:
Bid Award Recommendation
Bid Tabulations
Recommended Action:
Approve the Award of the 5th St NE Sidewalk and Storm Sewer Improvements Project and authorize the
Mayor to sign a contract with Moreno and Nelson for the Base Bid of $841,994.51
Financial Data:
Expenditure Required Amount Budgeted Appropriation Required
$ 516,382.84 $ 568,379 $ 0
Action Taken:
Motion Made By: Second By:
Councilmember Sterk Councilmember Raab
Councilmember Johnson Councilmember Crawford
Councilmember McCourt Councilmember Detering
Councilmember Barnhart
Passed: Failed: Mayor Lacy (in case of tie)
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40 of 199
112 Olds Station Road, Suite A • Wenatchee, Washington 98801 • 509.667.1426 • Forsgren.com
engineering stronger communities
August 1, 2017
Greg Pezoldt, Public Works Director
City of East Wenatchee
271 9th Street NE
East Wenatchee, WA 98802
gpezoldt@east-wenatchee.com
Re: Award of 5th Street NW Improvements Project Construction Contract
Dear Greg,
We have reviewed the bid documents provided by the apparent low bidder, Moreno & Nelson Construction
Corporation, for the above referenced project and did not found any irregularities or deficiencies in their bid
except that their total project cost was low by $1.50—a nonconsequential error. We also looked at the bid
results of the other submitters and they all had minor summation errors but none affected the outcome of the
bids. Based upon our review, Moreno & Nelson is the responsive low bidder. Furthermore, we have
performed a background review of the firm to the extent practical, including review of websites for the
State Corporations Commission, Labor and Industries, Better Business Bureau, and a general Internet
search. No derogatory findings surfaced. We received notification from Lori Barnett of the City that she
ordered a DUNS report on the firm and found that there were no active exclusions or debarments. We
therefore recommend approving award of the project to Moreno & Nelson Construction Corporation. We
will be forwarding the bid tab results under separate cover.
Sincerely,
David McCarthy, PE, DBIA
Division Manager
cc: file
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42 of 199
Bid Tab Results
City of East Wenatchee
5th Street NE Improvements Project
Bid Date: July 25, 2017
Bid Results Summary
Task 1 Task 2 Task 3 Base Bid Alt. 1 Base Bid Req'd
Bidder City EWWD DCSD Total City + Alt. 1 Data
Engineer's Estimate $522,962.70 $157,652.00 $173,553.00 $854,167.70 $48,712.20 $902,879.90 N/A
Moreno & Nelson Construction Corp. 1 $516,382.84 $177,907.85 $147,703.82 $841,994.51 $55,276.50 $897,271.01 Yes
DJB Construction, LLC2 $612,042.00 $152,215.76 $141,601.34 $905,859.10 $60,090.00 $965,949.10 Yes
Advanced Excavation, Inc.3 $603,659.00 $197,177.19 $118,288.57 $919,124.76 $75,183.00 $994,307.76 Yes
Hurst Construction, Inc.4 $594,291.10 $196,533.40 $193,266.84 $984,091.34 $48,097.50 $1,032,188.84 Yes
City = City of East Wenatchee • EWWD = East Wenatchee Water District • DCSD = Douglas County Sewer District
1 Moreno & Nelson had a sum for Alt. 1 that was $1.50 low. This affected project totals by the same amount.
2 DJB Construction had a sum for Alt. 1 that was $9.00 high. This affected project totals by the same amount.
3 Advanced Construction had a sum for Task 1 that was $100.00 low. This affected project totals by the same amount.
4 Hurst Construction had a sum for Task 1 that was $0.10 low and a sum for Task 2 that was $0.01 low. These affected project totals by the same amounts.
All of the amounts shown above and on individual spreadsheets are based upon Forsgren's calculations using the bidder's unit costs.
Bidder: Bid Summary East Wenatchee • 5th Street NE Improvements • Page 1 of 17 43 of 199
Bid Tab Results
City of East Wenatchee
5th Street NE Improvements Project
Bid Date: July 25, 2017
Moreno & Nelson Construction Corp.
Ln #Description Units Est. Qty Unit Price Est. Price
Task 1 City of East Wenatchee
1 Mobilization (not to exceed 5% of Task 1 Subtotal Bid Price)LS 1 $24,000.00 $24,000.00
2 Asphalt Demolition SF 24,595 $1.80 $44,271.00
3 Sidewalk Demolition SF 33 $10.00 $330.00
4 Curb and Gutter Demolition LF 6 $100.00 $600.00
5 Saw Cut LF 2,723 $3.50 $9,530.50
6 Curb and Gutter LF 2,255 $22.00 $49,610.00
7 Concrete Sidewalk SF 8,588 $7.00 $60,116.00
8 Curb Ramps with Detectable Warnings EA 8 $2,200.00 $17,600.00
9 Retaining Wall (SF of face of wall)SF 430 $50.00 $21,500.00
10 Hot Mix Asphalt - Roadway SF 9,159 $9.68 $88,659.12
11 Hot Mix Asphalt - Residential DW*SF 1,197 $7.20 $8,618.40
12 Hot Mix Asphalt - Commercial DW*SF 773 $11.80 $9,121.40
13 Concrete Driveway Transition*SF 530 $8.41 $4,457.30
14 Concrete Driveway SF 2,289 $7.62 $17,442.18
15 6 in. of Streambed Aggregate SF 1,318 $3.63 $4,784.34
16 12 in. HDPE Pipe LF 718 $58.20 $41,787.60
17 8 in. HDPE Pipe LF 149 $80.00 $11,920.00
18 Catch Basin Type 1 EA 8 $2,100.00 $16,800.00
19 Catch Basin Type 2 EA 1 $4,600.00 $4,600.00
20 Storm Drain Manhole EA 7 $4,800.00 $33,600.00
21 Tie to Existing Storm Drain Line, Manhole or Catch Basin EA 3 $390.00 $1,170.00
22 4” Solid White Stripe LF 1,185 $3.00 $3,555.00
23 6” Solid White Stripe LF 80 $3.00 $240.00
24 4” Solid Double Yellow Stripe LF 840 $3.00 $2,520.00
25 Bike Lane Symbol EA 4 $300.00 $1,200.00
Bidder: Moreno & Nelson East Wenatchee • 5th Street NE Improvements • Page 2 of 17 44 of 199
Ln #Description Units Est. Qty Unit Price Est. Price
26 Left Turn Symbol EA 1 $350.00 $350.00
27 Stop Bar Stripe EA 1 $100.00 $100.00
27A Existing 4" Irrigation Line Repair LF 200 $10.00 $2,000.00
28 Relocate Stop Sign/Street Sign EA 4 $300.00 $1,200.00
29 Relocate Turn Sign EA 1 $200.00 $200.00
30 Temporary Traffic Control LS 1 $24,000.00 $24,000.00
31 Roadway Surveying LS 1 $10,000.00 $10,000.00
32 As-Constructed Drawings LS 1 $500.00 $500.00
SUBTOTAL TASK 1 PRICE FOR BASE UNIT PRICES (Items 1-32)$516,382.84
Task 2 East Wenatchee Water District
33 Mobilization (not to exceed 5% of Task 2 Subtotal Bid Price)LS 1 $8,000.00 $8,000.00
34 DI Pipe for Water Main, 6 in. Dia.LF 7 $300.00 $2,100.00
35 DI Pipe for Water Main, 8 in. Dia.LF 63 $100.00 $6,300.00
36 DI Pipe for Water Main, 16 in. Dia.LF 475 $127.00 $60,325.00
37 Connect to Existing System at Eastmont EA 1 $7,600.00 $7,600.00
38 Connect to Existing System at Dayton EA 1 $2,000.00 $2,000.00
39 Connect to Existing System at 10+50 EA 1 $5,000.00 $5,000.00
40 Gate Valve 8 in.EA 1 $2,200.00 $2,200.00
41 Butterfly Valve 16 in.EA 2 $2,300.00 $4,600.00
42 Resetting Existing Hydrant EA 1 $4,500.00 $4,500.00
43 Service Connection 5/8x3/4 in. Dia.EA 2 $2,000.00 $4,000.00
44 Service Connection 1.5 in. Dia. Without Setter EA 1 $2,300.00 $2,300.00
45 Double Service Connection 1 in. Dia.EA 1 $3,300.00 $3,300.00
46 Service Line Extension LF 90 $14.00 $1,260.00
47 Pothole EA 4 $300.00 $1,200.00
48 Abandonment of Terminated Water Facilities LS 1 $2,200.00 $2,200.00
49 Casing for Irrigation Crossing, 6 in. Dia.LF 60 $24.00 $1,440.00
50 Crushed Surfacing Base Course Ton 150 $64.00 $9,600.00
51 Commercial HMA Ton 60 $240.00 $14,400.00
52 Temporary Traffic Control LS 1 $16,000.00 $16,000.00
53 Roadway Surveying LS 1 $2,300.00 $2,300.00
54 Shoring or Extra Excavation Class B LS 1 $2,300.00 $2,300.00
55 Unknown Utility Repair DOL 1 $1,000.00 $1,000.00
Bidder: Moreno & Nelson East Wenatchee • 5th Street NE Improvements • Page 3 of 17 45 of 199
Ln #Description Units Est. Qty Unit Price Est. Price
56 As-Constructed Drawings LS 1 $500.00 $500.00
Subtotal: $164,425.00
Sales Tax:8.20%$13,482.85
SUBTOTAL TASK 2 PRICE FOR BASE UNIT PRICES (Items 33-56) $177,907.85
Task 3 Douglas County Sewer District
57 Mobilization (not to exceed 5% of Task 3 Subtotal Bid Price)LS 1 $6,400.00 $6,400.00
58 PVC Sanitary Sewer Pipe 18 in. Dia.LF 650 $72.00 $46,800.00
59 Manhole 48 in. Diam. Type 1 EA 2 $5,200.00 $10,400.00
60 Sanitary Sewer Side Service EA 1 $2,000.00 $2,000.00
61 Reconnect Existing Gravity Side Sewer Service EA 2 $2,000.00 $4,000.00
62 Sewer Cleanout EA 3 $650.00 $1,950.00
63 Pothole EA 8 $300.00 $2,400.00
64 Rock Excavation CY 50 $150.00 $7,500.00
65 Temporary Pumping LS 1 $10,000.00 $10,000.00
66 Connections to Existing Sewer Systems EA 3 $1,000.00 $3,000.00
67 Adjust Manhole EA 2 $800.00 $1,600.00
68 Corrugated Polyethylene Storm Sewer Pipe 15 in. Dia.LF 90 $50.00 $4,500.00
69 Crushed Surfacing Base Course Ton 100 $54.00 $5,400.00
70 Commercial HMA Ton 30 $282.00 $8,460.00
71 Temporary Traffic Control LS 1 $16,000.00 $16,000.00
72 Roadway Surveying LS 1 $2,300.00 $2,300.00
73 Shoring or Extra Excavation Class B LS 1 $2,300.00 $2,300.00
74 Unknown Utility Repair DOL 1 $1,000.00 $1,000.00
75 As-Constructed Drawings LS 1 $500.00 $500.00
Subtotal: $136,510.00
Sales Tax:8.20%$11,193.82
SUBTOTAL TASK 3 PRICE FOR BASE UNIT PRICES (Items 57-75) $147,703.82
Additive Task 1 Alternate 1 Bid Items
76 Mobilization (not to exceed 5% of Alt. 1 Subtotal Bid Price)LS 1 $2,500.00 $2,500.00
77 Roadway Asphalt Demolition SF 975 $2.00 $1,950.00
78 Asphalt Commercial DW Demolition*SF 332 $2.00 $664.00
79 Sidewalk Demolition SF 1,035 $4.00 $4,140.00
Bidder: Moreno & Nelson East Wenatchee • 5th Street NE Improvements • Page 4 of 17 46 of 199
Ln #Description Units Est. Qty Unit Price Est. Price
80 Curb and Gutter Demolition LF 318 $10.00 $3,180.00
81 Saw Cut LF 511 $5.00 $2,555.00
82 Curb and Gutter LF 316 $30.00 $9,480.00
83 Concrete Sidewalk SF 1,035 $6.50 $6,727.50
84 Curb Ramps with Detectable Warnings EA 3 $2,200.00 $6,600.00
85 Extruded Curb LF 20 $20.00 $400.00
86 Hot Mix Asphalt - Roadway SF 975 $9.50 $9,262.50
87 Hot Mix Asphalt - Residential DW*SF 90 $9.50 $855.00
88 Hot Mix Asphalt - Commercial DW*SF 335 $9.50 $3,182.50
89 Concrete Driveway SF 378 $10.00 $3,780.00
SUBTOTAL ALTERNATE 1 PRICE (Items 76-89) (See Note 1)$55,276.50
TOTAL BASE BID PRICE FOR BASE UNIT PRICES (Items 1-75)$841,994.51
TOTAL BID PRICE WITH ALTERNATE BID ITEMS UNIT PRICES (Items 1-89) (See Note 2)$897,271.01
Note 1: Original bid document showed a sum of $55,275. The total was $1.50 low.
Note 2: Original bid document showed a sum of $897,269.51 which was $1.50 low.
Bidder: Moreno & Nelson East Wenatchee • 5th Street NE Improvements • Page 5 of 17 47 of 199
Bid Tab Results
City of East Wenatchee
5th Street NE Improvements Project
Bid Date: July 25, 2017
DJB Construction, LLC
Ln #Description Units Est. Qty Unit Price Est. Price
Task 1 City of East Wenatchee
1 Mobilization (not to exceed 5% of Task 1 Subtotal Bid Price)LS 1 $30,000.00 $30,000.00
2 Asphalt Demolition SF 24,595 $1.00 $24,595.00
3 Sidewalk Demolition SF 33 $15.00 $495.00
4 Curb and Gutter Demolition LF 6 $30.00 $180.00
5 Saw Cut LF 2,723 $3.00 $8,169.00
6 Curb and Gutter LF 2,255 $27.00 $60,885.00
7 Concrete Sidewalk SF 8,588 $9.00 $77,292.00
8 Curb Ramps with Detectable Warnings EA 8 $1,500.00 $12,000.00
9 Retaining Wall (SF of face of wall)SF 430 $40.00 $17,200.00
10 Hot Mix Asphalt - Roadway SF 9,159 $13.00 $119,067.00
11 Hot Mix Asphalt - Residential DW*SF 1,197 $15.00 $17,955.00
12 Hot Mix Asphalt - Commercial DW*SF 773 $19.00 $14,687.00
13 Concrete Driveway Transition*SF 530 $25.00 $13,250.00
14 Concrete Driveway SF 2,289 $18.00 $41,202.00
15 6 in. of Streambed Aggregate SF 1,318 $8.00 $10,544.00
16 12 in. HDPE Pipe LF 718 $100.00 $71,800.00
17 8 in. HDPE Pipe LF 149 $100.00 $14,900.00
18 Catch Basin Type 1 EA 8 $1,700.00 $13,600.00
19 Catch Basin Type 2 EA 1 $3,000.00 $3,000.00
20 Storm Drain Manhole EA 7 $3,500.00 $24,500.00
21 Tie to Existing Storm Drain Line, Manhole or Catch Basin EA 3 $1,000.00 $3,000.00
22 4” Solid White Stripe LF 1,185 $0.60 $711.00
23 6” Solid White Stripe LF 80 $1.25 $100.00
24 4” Solid Double Yellow Stripe LF 840 $1.25 $1,050.00
25 Bike Lane Symbol EA 4 $60.00 $240.00
Bidder: DJB Construction East Wenatchee • 5th Street NE Improvements • Page 6 of 17 48 of 199
Ln #Description Units Est. Qty Unit Price Est. Price
26 Left Turn Symbol EA 1 $60.00 $60.00
27 Stop Bar Stripe EA 1 $60.00 $60.00
27A Existing 4" Irrigation Line Repair LF 200 $20.00 $4,000.00
28 Relocate Stop Sign/Street Sign EA 4 $300.00 $1,200.00
29 Relocate Turn Sign EA 1 $300.00 $300.00
30 Temporary Traffic Control LS 1 $11,000.00 $11,000.00
31 Roadway Surveying LS 1 $14,000.00 $14,000.00
32 As-Constructed Drawings LS 1 $1,000.00 $1,000.00
SUBTOTAL TASK 1 PRICE FOR BASE UNIT PRICES (Items 1-32)$612,042.00
Task 2 East Wenatchee Water District
33 Mobilization (not to exceed 5% of Task 2 Subtotal Bid Price)LS 1 $2,400.00 $2,400.00
34 DI Pipe for Water Main, 6 in. Dia.LF 7 $150.00 $1,050.00
35 DI Pipe for Water Main, 8 in. Dia.LF 63 $100.00 $6,300.00
36 DI Pipe for Water Main, 16 in. Dia.LF 475 $120.00 $57,000.00
37 Connect to Existing System at Eastmont EA 1 $9,000.00 $9,000.00
38 Connect to Existing System at Dayton EA 1 $2,700.00 $2,700.00
39 Connect to Existing System at 10+50 EA 1 $6,000.00 $6,000.00
40 Gate Valve 8 in.EA 1 $1,400.00 $1,400.00
41 Butterfly Valve 16 in.EA 2 $2,200.00 $4,400.00
42 Resetting Existing Hydrant EA 1 $1,000.00 $1,000.00
43 Service Connection 5/8x3/4 in. Dia.EA 2 $3,100.00 $6,200.00
44 Service Connection 1.5 in. Dia. Without Setter EA 1 $2,400.00 $2,400.00
45 Double Service Connection 1 in. Dia.EA 1 $2,700.00 $2,700.00
46 Service Line Extension LF 90 $25.00 $2,250.00
47 Pothole EA 4 $450.00 $1,800.00
48 Abandonment of Terminated Water Facilities LS 1 $3,000.00 $3,000.00
49 Casing for Irrigation Crossing, 6 in. Dia.LF 60 $33.00 $1,980.00
50 Crushed Surfacing Base Course Ton 150 $48.00 $7,200.00
51 Commercial HMA Ton 60 $300.00 $18,000.00
52 Temporary Traffic Control LS 1 $1,000.00 $1,000.00
53 Roadway Surveying LS 1 $600.00 $600.00
54 Shoring or Extra Excavation Class B LS 1 $1,000.00 $1,000.00
55 Unknown Utility Repair DOL 1 $1,000.00 $1,000.00
Bidder: DJB Construction East Wenatchee • 5th Street NE Improvements • Page 7 of 17 49 of 199
Ln #Description Units Est. Qty Unit Price Est. Price
56 As-Constructed Drawings LS 1 $300.00 $300.00
Subtotal: $140,680.00
Sales Tax:8.20%$11,535.76
SUBTOTAL TASK 2 PRICE FOR BASE UNIT PRICES (Items 33-56) $152,215.76
Task 3 Douglas County Sewer District
57 Mobilization (not to exceed 5% of Task 3 Subtotal Bid Price)LS 1 $5,000.00 $5,000.00
58 PVC Sanitary Sewer Pipe 18 in. Dia.LF 650 $80.00 $52,000.00
59 Manhole 48 in. Diam. Type 1 EA 2 $4,000.00 $8,000.00
60 Sanitary Sewer Side Service EA 1 $1,600.00 $1,600.00
61 Reconnect Existing Gravity Side Sewer Service EA 2 $1,700.00 $3,400.00
62 Sewer Cleanout EA 3 $500.00 $1,500.00
63 Pothole EA 8 $450.00 $3,600.00
64 Rock Excavation CY 50 $200.00 $10,000.00
65 Temporary Pumping LS 1 $19,000.00 $19,000.00
66 Connections to Existing Sewer Systems EA 3 $1,000.00 $3,000.00
67 Adjust Manhole EA 2 $550.00 $1,100.00
68 Corrugated Polyethylene Storm Sewer Pipe 15 in. Dia.LF 90 $33.00 $2,970.00
69 Crushed Surfacing Base Course Ton 100 $60.00 $6,000.00
70 Commercial HMA Ton 30 $300.00 $9,000.00
71 Temporary Traffic Control LS 1 $2,000.00 $2,000.00
72 Roadway Surveying LS 1 $500.00 $500.00
73 Shoring or Extra Excavation Class B LS 1 $1,000.00 $1,000.00
74 Unknown Utility Repair DOL 1 $1,000.00 $1,000.00
75 As-Constructed Drawings LS 1 $200.00 $200.00
Subtotal: $130,870.00
Sales Tax:8.20%$10,731.34
SUBTOTAL TASK 3 PRICE FOR BASE UNIT PRICES (Items 57-75) $141,601.34
Additive Task 1 Alternate 1 Bid Items
76 Mobilization (not to exceed 5% of Alt. 1 Subtotal Bid Price)LS 1 $900.00 $900.00
77 Roadway Asphalt Demolition SF 975 $2.00 $1,950.00
78 Asphalt Commercial DW Demolition*SF 332 $2.00 $664.00
79 Sidewalk Demolition SF 1,035 $4.00 $4,140.00
Bidder: DJB Construction East Wenatchee • 5th Street NE Improvements • Page 8 of 17 50 of 199
Ln #Description Units Est. Qty Unit Price Est. Price
80 Curb and Gutter Demolition LF 318 $6.00 $1,908.00
81 Saw Cut LF 511 $3.00 $1,533.00
82 Curb and Gutter LF 316 $26.00 $8,216.00
83 Concrete Sidewalk SF 1,035 $9.00 $9,315.00
84 Curb Ramps with Detectable Warnings EA 3 $1,500.00 $4,500.00
85 Extruded Curb LF 20 $28.00 $560.00
86 Hot Mix Asphalt - Roadway SF 975 $14.00 $13,650.00
87 Hot Mix Asphalt - Residential DW*SF 90 $14.00 $1,260.00
88 Hot Mix Asphalt - Commercial DW*SF 335 $14.00 $4,690.00
89 Concrete Driveway SF 378 $18.00 $6,804.00
SUBTOTAL ALTERNATE 1 PRICE (Items 76-89) (See Note 1)$60,090.00
TOTAL BASE BID PRICE FOR BASE UNIT PRICES (Items 1-75)$905,859.10
TOTAL BID PRICE WITH ALTERNATE BID ITEMS UNIT PRICES (Items 1-89) (See Note 1)$965,949.10
Note 1: The total shown for this line item is $9.00 less than what was shown on the submitted bid sheet.
Bidder: DJB Construction East Wenatchee • 5th Street NE Improvements • Page 9 of 17 51 of 199
Bid Tab Results
City of East Wenatchee
5th Street NE Improvements Project
Bid Date: July 25, 2017
Advanced Excavation, Inc.
Ln #Description Units Est. Qty Unit Price Est. Price
Task 1 City of East Wenatchee
1 Mobilization (not to exceed 5% of Task 1 Subtotal Bid Price)LS 1 $30,000.00 $30,000.00
2 Asphalt Demolition SF 24,595 $1.60 $39,352.00
3 Sidewalk Demolition SF 33 $80.00 $2,640.00
4 Curb and Gutter Demolition LF 6 $90.00 $540.00
5 Saw Cut LF 2,723 $4.00 $10,892.00
6 Curb and Gutter LF 2,255 $48.00 $108,240.00
7 Concrete Sidewalk SF 8,588 $7.00 $60,116.00
8 Curb Ramps with Detectable Warnings EA 8 $2,000.00 $16,000.00
9 Retaining Wall (SF of face of wall)SF 430 $18.00 $7,740.00
10 Hot Mix Asphalt - Roadway SF 9,159 $5.00 $45,795.00
11 Hot Mix Asphalt - Residential DW*SF 1,197 $8.00 $9,576.00
12 Hot Mix Asphalt - Commercial DW*SF 773 $9.00 $6,957.00
13 Concrete Driveway Transition*SF 530 $24.00 $12,720.00
14 Concrete Driveway SF 2,289 $20.00 $45,780.00
15 6 in. of Streambed Aggregate SF 1,318 $5.00 $6,590.00
16 12 in. HDPE Pipe LF 718 $75.00 $53,850.00
17 8 in. HDPE Pipe LF 149 $120.00 $17,880.00
18 Catch Basin Type 1 EA 8 $1,680.00 $13,440.00
19 Catch Basin Type 2 EA 1 $4,498.00 $4,498.00
20 Storm Drain Manhole EA 7 $6,200.00 $43,400.00
21 Tie to Existing Storm Drain Line, Manhole or Catch Basin EA 3 $1,580.00 $4,740.00
22 4” Solid White Stripe LF 1,185 $1.00 $1,185.00
23 6” Solid White Stripe LF 80 $3.00 $240.00
24 4” Solid Double Yellow Stripe LF 840 $2.00 $1,680.00
25 Bike Lane Symbol EA 4 $100.00 $400.00
Bidder: Advanced Excavation East Wenatchee • 5th Street NE Improvements • Page 10 of 17 52 of 199
Ln #Description Units Est. Qty Unit Price Est. Price
26 Left Turn Symbol EA 1 $100.00 $100.00
27 Stop Bar Stripe EA 1 $100.00 $100.00
27A Existing 4" Irrigation Line Repair LF 200 $40.00 $8,000.00
28 Relocate Stop Sign/Street Sign EA 4 $200.00 $800.00
29 Relocate Turn Sign EA 1 $200.00 $200.00
30 Temporary Traffic Control LS 1 $28,000.00 $28,000.00
31 Roadway Surveying LS 1 $16,000.00 $16,000.00
32 As-Constructed Drawings LS 1 $6,208.00 $6,208.00
SUBTOTAL TASK 1 PRICE FOR BASE UNIT PRICES (Items 1-32) (See Note 1)$603,659.00
Task 2 East Wenatchee Water District
33 Mobilization (not to exceed 5% of Task 2 Subtotal Bid Price)LS 1 $15,000.00 $15,000.00
34 DI Pipe for Water Main, 6 in. Dia.LF 7 $200.00 $1,400.00
35 DI Pipe for Water Main, 8 in. Dia.LF 63 $160.00 $10,080.00
36 DI Pipe for Water Main, 16 in. Dia.LF 475 $122.00 $57,950.00
37 Connect to Existing System at Eastmont EA 1 $9,880.00 $9,880.00
38 Connect to Existing System at Dayton EA 1 $3,480.00 $3,480.00
39 Connect to Existing System at 10+50 EA 1 $6,982.00 $6,982.00
40 Gate Valve 8 in.EA 1 $1,670.00 $1,670.00
41 Butterfly Valve 16 in.EA 2 $5,200.00 $10,400.00
42 Resetting Existing Hydrant EA 1 $3,600.00 $3,600.00
43 Service Connection 5/8x3/4 in. Dia.EA 2 $2,120.00 $4,240.00
44 Service Connection 1.5 in. Dia. Without Setter EA 1 $1,380.00 $1,380.00
45 Double Service Connection 1 in. Dia.EA 1 $2,440.00 $2,440.00
46 Service Line Extension LF 90 $18.00 $1,620.00
47 Pothole EA 4 $388.00 $1,552.00
48 Abandonment of Terminated Water Facilities LS 1 $6,800.00 $6,800.00
49 Casing for Irrigation Crossing, 6 in. Dia.LF 60 $76.00 $4,560.00
50 Crushed Surfacing Base Course Ton 150 $28.00 $4,200.00
51 Commercial HMA Ton 60 $350.00 $21,000.00
52 Temporary Traffic Control LS 1 $8,000.00 $8,000.00
53 Roadway Surveying LS 1 $2,000.00 $2,000.00
54 Shoring or Extra Excavation Class B LS 1 $1,800.00 $1,800.00
55 Unknown Utility Repair DOL 1 $1,000.00 $1,000.00
Bidder: Advanced Excavation East Wenatchee • 5th Street NE Improvements • Page 11 of 17 53 of 199
Ln #Description Units Est. Qty Unit Price Est. Price
56 As-Constructed Drawings LS 1 $1,200.00 $1,200.00
Subtotal: $182,234.00
Sales Tax:8.20%$14,943.19
SUBTOTAL TASK 2 PRICE FOR BASE UNIT PRICES (Items 33-56) $197,177.19
Task 3 Douglas County Sewer District
57 Mobilization (not to exceed 5% of Task 3 Subtotal Bid Price)LS 1 $10,000.00 $10,000.00
58 PVC Sanitary Sewer Pipe 18 in. Dia.LF 650 $48.00 $31,200.00
59 Manhole 48 in. Diam. Type 1 EA 2 $4,200.00 $8,400.00
60 Sanitary Sewer Side Service EA 1 $480.00 $480.00
61 Reconnect Existing Gravity Side Sewer Service EA 2 $500.00 $1,000.00
62 Sewer Cleanout EA 3 $360.00 $1,080.00
63 Pothole EA 8 $388.00 $3,104.00
64 Rock Excavation CY 50 $120.00 $6,000.00
65 Temporary Pumping LS 1 $12,000.00 $12,000.00
66 Connections to Existing Sewer Systems EA 3 $560.00 $1,680.00
67 Adjust Manhole EA 2 $480.00 $960.00
68 Corrugated Polyethylene Storm Sewer Pipe 15 in. Dia.LF 90 $68.00 $6,120.00
69 Crushed Surfacing Base Course Ton 100 $28.00 $2,800.00
70 Commercial HMA Ton 30 $400.00 $12,000.00
71 Temporary Traffic Control LS 1 $5,000.00 $5,000.00
72 Roadway Surveying LS 1 $2,000.00 $2,000.00
73 Shoring or Extra Excavation Class B LS 1 $2,000.00 $2,000.00
74 Unknown Utility Repair DOL 1 $1,000.00 $1,000.00
75 As-Constructed Drawings LS 1 $2,500.00 $2,500.00
Subtotal: $109,324.00
Sales Tax:8.20%$8,964.57
SUBTOTAL TASK 3 PRICE FOR BASE UNIT PRICES (Items 57-75) $118,288.57
Additive Task 1 Alternate 1 Bid Items
76 Mobilization (not to exceed 5% of Alt. 1 Subtotal Bid Price)LS 1 $3,000.00 $3,000.00
77 Roadway Asphalt Demolition SF 975 $2.00 $1,950.00
78 Asphalt Commercial DW Demolition*SF 332 $3.00 $996.00
79 Sidewalk Demolition SF 1,035 $8.00 $8,280.00
Bidder: Advanced Excavation East Wenatchee • 5th Street NE Improvements • Page 12 of 17 54 of 199
Ln #Description Units Est. Qty Unit Price Est. Price
80 Curb and Gutter Demolition LF 318 $22.00 $6,996.00
81 Saw Cut LF 511 $4.00 $2,044.00
82 Curb and Gutter LF 316 $52.00 $16,432.00
83 Concrete Sidewalk SF 1,035 $7.00 $7,245.00
84 Curb Ramps with Detectable Warnings EA 3 $2,000.00 $6,000.00
85 Extruded Curb LF 20 $34.00 $680.00
86 Hot Mix Asphalt - Roadway SF 975 $10.00 $9,750.00
87 Hot Mix Asphalt - Residential DW*SF 90 $10.00 $900.00
88 Hot Mix Asphalt - Commercial DW*SF 335 $10.00 $3,350.00
89 Concrete Driveway SF 378 $20.00 $7,560.00
SUBTOTAL ALTERNATE 1 PRICE (Items 76-89) $75,183.00
TOTAL BASE BID PRICE FOR BASE UNIT PRICES (Items 1-75)$919,124.76
TOTAL BID PRICE WITH ALTERNATE BID ITEMS UNIT PRICES (Items 1-89) (See Note 1)$994,307.76
Note 1: The sum for this entry is $100 more than that shown on the actual bid sheet.
Bidder: Advanced Excavation East Wenatchee • 5th Street NE Improvements • Page 13 of 17 55 of 199
Bid Tab Results
City of East Wenatchee
5th Street NE Improvements Project
Bid Date: July 25, 2017
Hurst Construction, Inc.
Ln #Description Units Est. Qty Unit Price Est. Price
Task 1 City of East Wenatchee
1 Mobilization (not to exceed 5% of Task 1 Subtotal Bid Price)LS 1 $28,800.00 $28,800.00
2 Asphalt Demolition SF 24,595 $0.40 $9,838.00
3 Sidewalk Demolition SF 33 $1.00 $33.00
4 Curb and Gutter Demolition LF 6 $6.00 $36.00
5 Saw Cut LF 2,723 $0.70 $1,906.10
6 Curb and Gutter LF 2,255 $37.50 $84,562.50
7 Concrete Sidewalk SF 8,588 $10.25 $88,027.00
8 Curb Ramps with Detectable Warnings EA 8 $430.00 $3,440.00
9 Retaining Wall (SF of face of wall)SF 430 $54.00 $23,220.00
10 Hot Mix Asphalt - Roadway SF 9,159 $9.25 $84,720.75
11 Hot Mix Asphalt - Residential DW*SF 1,197 $13.00 $15,561.00
12 Hot Mix Asphalt - Commercial DW*SF 773 $13.00 $10,049.00
13 Concrete Driveway Transition*SF 530 $13.00 $6,890.00
14 Concrete Driveway SF 2,289 $12.00 $27,468.00
15 6 in. of Streambed Aggregate SF 1,318 $5.00 $6,590.00
16 12 in. HDPE Pipe LF 718 $136.00 $97,648.00
17 8 in. HDPE Pipe LF 149 $122.00 $18,178.00
18 Catch Basin Type 1 EA 8 $1,826.00 $14,608.00
19 Catch Basin Type 2 EA 1 $4,600.00 $4,600.00
20 Storm Drain Manhole EA 7 $5,200.00 $36,400.00
21 Tie to Existing Storm Drain Line, Manhole or Catch Basin EA 3 $1,050.00 $3,150.00
22 4” Solid White Stripe LF 1,185 $0.55 $651.75
23 6” Solid White Stripe LF 80 $1.10 $88.00
24 4” Solid Double Yellow Stripe LF 840 $1.10 $924.00
25 Bike Lane Symbol EA 4 $54.00 $216.00
Bidder: Hurst Construction East Wenatchee • 5th Street NE Improvements • Page 14 of 17 56 of 199
Ln #Description Units Est. Qty Unit Price Est. Price
26 Left Turn Symbol EA 1 $38.00 $38.00
27 Stop Bar Stripe EA 1 $38.00 $38.00
27A Existing 4" Irrigation Line Repair LF 200 $23.50 $4,700.00
28 Relocate Stop Sign/Street Sign EA 4 $135.00 $540.00
29 Relocate Turn Sign EA 1 $135.00 $135.00
30 Temporary Traffic Control LS 1 $12,000.00 $12,000.00
31 Roadway Surveying LS 1 $8,635.00 $8,635.00
32 As-Constructed Drawings LS 1 $600.00 $600.00
SUBTOTAL TASK 1 PRICE FOR BASE UNIT PRICES (Items 1-32) (See Note 1)$594,291.10
Task 2 East Wenatchee Water District
33 Mobilization (not to exceed 5% of Task 2 Subtotal Bid Price)LS 1 $6,300.00 $6,300.00
34 DI Pipe for Water Main, 6 in. Dia.LF 7 $74.00 $518.00
35 DI Pipe for Water Main, 8 in. Dia.LF 63 $78.00 $4,914.00
36 DI Pipe for Water Main, 16 in. Dia.LF 475 $160.00 $76,000.00
37 Connect to Existing System at Eastmont EA 1 $6,327.00 $6,327.00
38 Connect to Existing System at Dayton EA 1 $3,600.00 $3,600.00
39 Connect to Existing System at 10+50 EA 1 $5,500.00 $5,500.00
40 Gate Valve 8 in.EA 1 $1,700.00 $1,700.00
41 Butterfly Valve 16 in.EA 2 $4,300.00 $8,600.00
42 Resetting Existing Hydrant EA 1 $2,000.00 $2,000.00
43 Service Connection 5/8x3/4 in. Dia.EA 2 $3,300.00 $6,600.00
44 Service Connection 1.5 in. Dia. Without Setter EA 1 $2,400.00 $2,400.00
45 Double Service Connection 1 in. Dia.EA 1 $4,200.00 $4,200.00
46 Service Line Extension LF 90 $30.00 $2,700.00
47 Pothole EA 4 $700.00 $2,800.00
48 Abandonment of Terminated Water Facilities LS 1 $2,800.00 $2,800.00
49 Casing for Irrigation Crossing, 6 in. Dia.LF 60 $130.00 $7,800.00
50 Crushed Surfacing Base Course Ton 150 $68.00 $10,200.00
51 Commercial HMA Ton 60 $333.00 $19,980.00
52 Temporary Traffic Control LS 1 $600.00 $600.00
53 Roadway Surveying LS 1 $3,300.00 $3,300.00
54 Shoring or Extra Excavation Class B LS 1 $1,200.00 $1,200.00
55 Unknown Utility Repair DOL 1 $1,000.00 $1,000.00
Bidder: Hurst Construction East Wenatchee • 5th Street NE Improvements • Page 15 of 17 57 of 199
Ln #Description Units Est. Qty Unit Price Est. Price
56 As-Constructed Drawings LS 1 $600.00 $600.00
Subtotal: $181,639.00
Sales Tax:8.20%$14,894.40
SUBTOTAL TASK 2 PRICE FOR BASE UNIT PRICES (Items 33-56) (See Note 2)$196,533.40
Task 3 Douglas County Sewer District
57 Mobilization (not to exceed 5% of Task 3 Subtotal Bid Price)LS 1 $8,000.00 $8,000.00
58 PVC Sanitary Sewer Pipe 18 in. Dia.LF 650 $122.00 $79,300.00
59 Manhole 48 in. Diam. Type 1 EA 2 $6,400.00 $12,800.00
60 Sanitary Sewer Side Service EA 1 $2,000.00 $2,000.00
61 Reconnect Existing Gravity Side Sewer Service EA 2 $2,300.00 $4,600.00
62 Sewer Cleanout EA 3 $500.00 $1,500.00
63 Pothole EA 8 $700.00 $5,600.00
64 Rock Excavation CY 50 $86.00 $4,300.00
65 Temporary Pumping LS 1 $22,000.00 $22,000.00
66 Connections to Existing Sewer Systems EA 3 $3,400.00 $10,200.00
67 Adjust Manhole EA 2 $600.00 $1,200.00
68 Corrugated Polyethylene Storm Sewer Pipe 15 in. Dia.LF 90 $64.00 $5,760.00
69 Crushed Surfacing Base Course Ton 100 $50.00 $5,000.00
70 Commercial HMA Ton 30 $332.00 $9,960.00
71 Temporary Traffic Control LS 1 $1,500.00 $1,500.00
72 Roadway Surveying LS 1 $1,000.00 $1,000.00
73 Shoring or Extra Excavation Class B LS 1 $2,700.00 $2,700.00
74 Unknown Utility Repair DOL 1 $1,000.00 $1,000.00
75 As-Constructed Drawings LS 1 $200.00 $200.00
Subtotal: $178,620.00
Sales Tax:8.20%$14,646.84
SUBTOTAL TASK 3 PRICE FOR BASE UNIT PRICES (Items 57-75) $193,266.84
Additive Task 1 Alternate 1 Bid Items
76 Mobilization (not to exceed 5% of Alt. 1 Subtotal Bid Price)LS 1 $1,500.00 $1,500.00
77 Roadway Asphalt Demolition SF 975 $0.40 $390.00
78 Asphalt Commercial DW Demolition*SF 332 $0.40 $132.80
79 Sidewalk Demolition SF 1,035 $1.00 $1,035.00
Bidder: Hurst Construction East Wenatchee • 5th Street NE Improvements • Page 16 of 17 58 of 199
Ln #Description Units Est. Qty Unit Price Est. Price
80 Curb and Gutter Demolition LF 318 $2.50 $795.00
81 Saw Cut LF 511 $1.30 $664.30
82 Curb and Gutter LF 316 $37.50 $11,850.00
83 Concrete Sidewalk SF 1,035 $10.59 $10,960.65
84 Curb Ramps with Detectable Warnings EA 3 $430.00 $1,290.00
85 Extruded Curb LF 20 $20.00 $400.00
86 Hot Mix Asphalt - Roadway SF 975 $9.25 $9,018.75
87 Hot Mix Asphalt - Residential DW*SF 90 $13.00 $1,170.00
88 Hot Mix Asphalt - Commercial DW*SF 335 $13.00 $4,355.00
89 Concrete Driveway SF 378 $12.00 $4,536.00
SUBTOTAL ALTERNATE 1 PRICE (Items 76-89) $48,097.50
TOTAL BASE BID PRICE FOR BASE UNIT PRICES (Items 1-75) (See Note 3)$984,091.34
TOTAL BID PRICE WITH ALTERNATE BID ITEMS UNIT PRICES (Items 1-89)$1,032,188.84
Note 1: Original bid is $0.10 low for this total.
Note 2: Original bid is $0.01 low for this total.
Note 3: Original bid is $0.11 low for this total.
Bidder: Hurst Construction East Wenatchee • 5th Street NE Improvements • Page 17 of 17 59 of 199
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Page 1 of 1
CITY OF EAST WENATCHEE
COUNCIL AGENDA BILL
Agenda Item #: 4 Agenda Date: August 8, 2017
Presenter: Greg Pezoldt Title: City Engineer
Title:
5th St NE Sidewalk and Storm Sewer Improvements- Bid Award
Background/History:
In 2015, the city identified 5th St NE as the project that would expend the 2015-2107 CDBG funds. The
project would construct sidewalks from Baker Avenue to Eastmont Avenue. Because the sidewalks would
alter the stormwater runoff condition, it was also decided to construct a stormwater collection and
conveyance system as a part of the project. Funding consists of $290,000 in CDBG funds and $125,000
in GEWSWU funds.
In June, 2016, the city selected Forsgren Associates to design the project. The cost of the original
agreement was $66,890. The original scope of work has been significantly changed since the project
began and has required additional expense by the consultant. The selection approval indicated that if
Forsgren successfully designed the project, their Consultant Agreement would be supplemented for the
Construction Management phase of the project.
The project has been designed and bid with a recommendation for award. It is recommended that the
Consultant Agreement be supplemented by $ 95,300 of which $23,000 is for additional design cost,
$20,300 for material testing, and $52,000 in general project management. $15,600 of the PM expense is
to support work done by the EWWD and DCSD.
Exhibits:
Consultant Supplemental Agreement
Recommended Action:
Approve and authorize the Mayor to sign the Consultant Supplemental Agreement in the amount of
$95,300.
Financial Data:
Expenditure Required Amount Budgeted Appropriation Required
$ 95,300
$ 68,205 $ 27,095
Action Taken:
Motion Made By: Second By:
Councilmember Sterk Councilmember Raab
Councilmember Johnson Councilmember Crawford
Councilmember McCourt Councilmember Detering
Councilmember Barnhart
Passed: Failed: Mayor Lacy (in case of tie)
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Professional Services Contract for Engineering Services for the 5th Street Improvements Project
Page 1 of 11
Professional Services Contract
Between
The City of East Wenatchee
And
Forsgren Associates
For
Professional Engineering Services for Final Design, Contract Administration, and
Construction Management for the 5th Street Improvements Project
Note: this is a supplemental contract for the original contract entitled: Professional Engineering
Services for the Design and Contract Administration for the 5th Street Sidewalk Project
63 of 199
Professional Services Contract for Engineering Services for the 5th Street Improvements Project
Page 2 of 11
1. Washington Law governs the interpretation of this Contract.
This Contract shall be interpreted, construed, and enforced in all respects in accordance
with the laws of the State of Washington.
2. Parties. The Parties to this agreement (“Agreement”) are the City of East Wenatchee
(“City”) and Forsgren Associates, Inc. (“Consultant”).
In consideration of the terms, conditions, covenants, and performance of the scope of
work contained herein, as attached and made a part hereof, the City and Consultant mutually
agree as follows:
3. Scope of work. Consultant shall provide the services specified below. These services
shall be termed "work" herein. Consultant shall perform the following services that:
a. General Project Scope and Objectives:
i. This is a supplemental work effort for work already performed for
improvements to 5th Street NE from Baker to Eastmont Avenues.
b. This Scope includes the following work effort that is part of the pre-construction
design effort.
i. Changes to the initial contract that added a bicycle lane and widening of
the roadway in places to accommodate the bicycle lane. The original
contract was for addition of sidewalks only to the existing roadway. This
change occurred after an initial alignment and configuration was prepared
without the addition of the bicycle lane.
ii. Design a retaining wall along the south side of the roadway near Dayton
Avenue. It was originally hoped that making an alignment change of 5th
Street would eliminate the need for a retaining wall. With the addition of a
bicycle lane, the realignment helped lessen the scope of the wall but didn’t
eliminate it altogether. This effort included providing multiple cross-
sections of the wall to determine the number of height changes that would
be needed. We also made an effort to fine tune the wall so that a railing
would not be needed.
iii. Added a boundary survey. The original contract only included a
topographic survey. Before adding the bicycle lane, it was believed that
the right-of-way didn’t need to be exactly located. As the design
progressed, it became clear this should be added.
iv. The boundary survey was then uploaded to the plans and changes had to
be made to the plans to reflect the new survey information. This also
impacted the design.
v. Investigation and field visits with local property owners to determine the
location of some irrigation lines that are known to cross the street but for
which there are no as-built information. This information then had to be
incorporated into the plans and some changes made along with appropriate
construction notes.
64 of 199
Professional Services Contract for Engineering Services for the 5th Street Improvements Project
Page 3 of 11
vi. Coordinating with the Douglas County Sewer District No. 1 (DCSD) in
the design of the roadway improvements and the impact of proposed
district improvements within the roadway. This also required
incorporation of the district’s plans, separating out bid items, and
incorporating the district’s specifications. This required several iterations.
vii. Coordinating with the East Wenatchee Water District (EWWD) in the
design of the roadway improvements and the impact of proposed district
improvements within the roadway. This also required incorporation of the
district’s plans, separating out bid items, and incorporating the district’s
specifications. This required several iterations.
c. Construction Administration
i. General. This task includes management of the construction effort
including construction meetings, pay requests, shop drawings, RFIs,
special inspections and material testing, certified payroll, project close out.
Since the contractor will be performing the work for the EWWD and
DCSD (which will be reimbursing the City of East Wenatchee), this effort
will also require coordination with EWWD and DCSD. However, it is
assumed that EWWD and DCSD will provide their own shop drawing
reviews, RFIs, general inspection and testing.
4. Term of Contract. The effective date of this contract begins upon execution. This
contract expires on December 5, 2017. This allows for the bidding period, several weeks for
contract negotiations with contractor, construction, and several weeks for closeout efforts. The
City may terminate this Contract without cause upon written notice. Work in progress will be
paid, on a prorated basis to the date ordered to stop. If Contractor terminates this contract
without any breach of the contract by the City, Contractor will pay the City $3,000.00 as
liquidated damages.
5. Compensation.
a. Total Compensation. $95,300 based upon the following breakdown:
i. Additional pre-construction activities (see paragraph 3.b. above): $23,000.
ii. Construction Administration (see paragraph 3.c. above): $72,300. This
task is further broken down as follows:
1. Special Inspection and Material Testing.
a. The estimated cost for this effort is $20,300. Note that this
is an estimate as it makes certain assumptions regarding the
contractor’s means and methods and schedule. Actual
charges will be based upon the attached Forsgren schedule
for testing and inspection services. This does
2. General project management.
a. General project: $52,000. This is broken down as noted
below.
b. The total number of work days for this project is estimated
at 67 days. Of this, 12 working days are associated with the
EWWD water line and 10 working days for the DCSD
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sewer line. This means that about 2/3 of the time on project
will be associated with the roadway project, the rest with
the two District projects. Since the roadway is primary
impetus of the overall project, we have assumed that 70%
of the work effort is related to the roadway, and 13.5% for
the sewer work and 16.5% for the water. These numbers do
not include material testing and special inspection which is
just for the roadway work and is separate from this number.
The roadway portion of the work would be $36,400; The
EWWD portion would be $8,580 and the DCSD portion
would be $7,020.
b. Disputed work: If the City believes in good faith that some portion of work has
not been completed satisfactorily; the City may request that Consultant correct the
work before the City pays for such work. In such event, the City must reasonably
explain to Consultant its concern over the work and the remedy that the City
expects from Consultant. The City may withhold from any payment otherwise due
an amount that the City in good faith is under dispute, or if the Consultant does
not provide a sufficient remedy, the City may retain the amount equal to the cost
to the City for otherwise correcting or remedying the work not properly
completed.
c. Method of Payment. Consultant shall submit a monthly invoice for compensation.
The monthly invoice shall contain a detailed description of the work performed
during the month, the number of hours spent performing such work, and any
reimbursable costs and expenses incurred in connection with such work.
d. Invoices. Consultant shall submit invoices to the following address:
The City of East Wenatchee
271 Ninth St. NE
East Wenatchee, WA 98801
Attention: Teresa Allen
6. Representations. Consultant represents and warrants that he/she/it has the requisite
training, skill and experience necessary to provide work and is appropriately accredited and
licensed by all applicable agencies and governmental entities.
7. Independent Contractor. The parties intend and understand that Consultant shall be an
independent contractor. The parties further intend and understand that the City shall be neither
liable for, nor obligated to pay: sick leave, vacation pay, social security or other tax that may
arise as an incident of employment, or any other benefit of employment.
Consultant shall pay all income and other taxes as due. Any industrial or other insurance
purchased for the benefit of the Consultant shall not convert this Contract to any type of
employment contract.
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The Parties recognize that Consultant may or will be performing professional work during the
term for other parties and that the City is not the exclusive user of the work that Consultant will
provide.
8. Property and Confidential Information. Consultant shall not, without the prior written
consent of the City, disclose to third parties information that is not otherwise subject to public
disclosure unless:
a. The information is known to Consultant prior to receiving the same directly or
indirectly in connection with the work;
b. The information is in the public domain at the time of disclosure by Consultant; or
c. The information is received by Consultant from a third party who does not have
an obligation to keep the same confidential.
9. Indemnification. Consultant releases and shall indemnify and hold harmless the City, its
elected officials, officers, employees, agents and volunteers for any and all claims, demands,
losses, negligent acts or omissions, and liabilities (including costs and all attorney's fees) to or by
any and all persons and entities, including without limitation, their respective agents, licensees,
or representatives, arising from, resulting from, or connected with this Contract to the extent
caused by the negligent acts, errors or omissions of Consultant, its partners, shareholders, agents,
employees, or by the Consultant's breach of this Contract.
To the maximum extent permitted by applicable law, this shall apply. However, this shall not
require Consultant to indemnify the City against any liability for damages arising out of bodily
injury or property damages caused by or resulting from negligence of the City. the City shall
protect, defend and indemnify and save harmless the Consultant, its representatives and other
employees all costs, claims, judgments or awards of damages arising out of the negligent acts or
omissions of the City, its officers or employees. Further, in the case of concurrent negligence of
Consultant on the one hand and the City on the other hand, each party shall be required to
indemnify the other only to the extent of the negligence of the party.
Consultant releases and shall defend, indemnify and hold harmless the City from and against all
claims, cost, liabilities, damages, expenses (including but not limited to reasonable attorney fees)
and royalties based upon any actual or alleged infringement or misappropriate of any patent,
copyright, trade secret, trademark, or other intellectual property right by any work. Further, if
any work infringes or misappropriates any patent, copyright, trade secret, trademark or other
intellectual property right, Consultant shall either (a) procure for the City the right to use such
work; or (b) modify work so that it no longer infringes or misappropriates any such right.
10. Work Product. All work product, including records, files, documents, plans, computer
disks, magnetic media or material which may be produced or modified by Consultant while
performing work shall belong to the City. At the termination of this Contract, Consultant shall
deliver copies of files containing the written record of Consultant's work. Until at least 12
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months following final payment, Consultant shall provide the City prompt access to (and the
City shall have the right to examine, audit and copy) all of Consultant's books, documents,
papers and records related to the work.
11. Evaluation and Monitoring. Consultant shall control and direct the performance of the
work of Consultant pursuant to this Contract, subject to oversight by the City. The Mayor, or his
designee, will oversee Consultant’s work. The City reserves the right to inspect, review and
approve the work of Consultant to assure that it has been completed as specified, before
payment. Consultant shall cooperate with and freely participate in any monitoring or evaluation
activities conducted by the City that are pertinent to the intent of this Agreement.
12. Insurance. Consultant shall provide Professional Errors and Omissions Liability
insurance which shall provide coverage for any negligent professional acts, errors or omissions
for which Consultant is legally responsible, with limits of not less than $1,000,000.00 each
occurrence. Consultantshall furnish a certificate of insurance to the CITY at the time of
execution of this agreement.
13. Non-Discrimination. During the performance of this contract, Consultant, for itself, its
assigns and successors in interest agree as follows:
a. Compliance with Regulations. Consultant shall comply with the Regulations
relative to nondiscrimination in federally assisted programs of the United States
Department of Transportation (“USDOT”), Title 49, Code of Federal Regulations,
Part 21, as they may be amended from time to time.
b. Nondiscrimination. With regard to the work performed by Consultant, Consultant
shall not discriminate on the grounds of race, color, sex, or national origin in the
selection and retention of subcontractors, including procurement of materials and
leases of equipment. Consultant shall not participate either directly or indirectly
in the discrimination prohibited by Section 21.5 of the Regulations.
c. Information and Reports. Consultant shall provide all information reports
required by the Regulations or directives issued pursuant thereto, and shall permit
access to his books, records, counts, or other sources of information and its
facilities as may be determined by the contracting agency or the appropriate
Federal agency to be pertinent to ascertain compliance with such Regulations,
orders and instructions. Where any information required of Consultant is in the
exclusive possession of another who fails or refuses to furnish this information,
Consultant shall so certify to WSDOT or the USDOT as appropriate, and shall set
forth what efforts were made to obtain the information.
d. Sanctions for noncompliance. In the event of the Consultant's noncompliance
with the nondiscrimination provisions of this contract, the contracting agencies
shall impose such contract sanctions as it or the USDOT may determine to be
appropriate, including, but not limited to:
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i. Withholding of payments to Consultant under the contract until Consultant
complies, and/or;
ii. Cancellation, termination, or suspension of contract, in whole or in part.
14. General Provisions.
a. Full Agreement. This Contract and all attachments form all of the covenants,
promises, agreements and conditions, between the parties. All attachments and
addendum are incorporated herein by this reference, and shall be a part of this
contract instrument. In the event of discrepancy between the documents,
addendum and attachments shall prevail over the Contract. This entire contract
including all attachments specifies the working relationship between the City and
Consultant and specific obligations of both parties.
b. Full Force and Effect. If any provision of this Contract is declared invalid, the
remaining provisions shall remain in full force and effect.
c. Survivability. The obligation of Consultant under all provisions of this
Agreement, which may reasonably be interpreted or construed as surviving the
completion, termination, or cancellation of this Contract, shall survive the
completion, termination, or cancellation of this Contract.
d. Executory Contract. This Contract will be considered valid once signed by both
parties.
e. No Waiver. If the City fails to or delays in declaring a breach or default, the City
does not waive its right to declare a breach or default. If the City fails to declare
one breach or default, it is not waiving its right to declare another breach or
default.
f. Authority. Each individual executing this Contract on behalf of the City and
Consultant represents and warrants that such individuals are duly authorized to
execute and deliver this Contract on behalf of Consultant or the City.
g. Performance. Time is of the essence of this Contract in each and all of its
provisions in which performance is a factor.
h. Remedies Cumulative. Any remedies provided for under the terms of this
Contract are not intended to be exclusive, but shall be cumulative with all other
remedies available at the City at law or in equity.
i. Titles. The titles to the paragraphs of this Contract are solely for the convenience
of the parties and are not an aid in the interpretation of the instrument.
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j. Contractor Obligation. Except as otherwise specifically provided in this
Agreement, Consultant shall furnish all that may be required to provide the scope
of work as described in the contract and incorporated documents, including any
personnel, labor and supervision, technical, professional and other work,
equipment and supplies. Details of the any supplies, equipment, or installation or
same, that are necessary to carry out the intent of this Contract, but that are not
expressly stated, shall be performed or furnished by Consultant as part of the
Contract, without any increase in the compensation otherwise payable under this
Contract.
k. Binding Effect. The provisions, covenants, and conditions in this Contract apply
to bind the parties, their legal heirs, representatives, successors, and assigns
l. No Gifts and Gratuities. Consultant may not offer, nor may City employees
accept gifts, gratuities, loans, trips, favors, special discounts, work, or anything of
economic value in conjunction with the City business practices. Consultant and
the City employees must strictly adhere to the statutes and ordinances for ethics in
contracting and purchasing, including the City Ethics Code, RCW 42.23 (Code of
Ethics for Municipal Officers) and RCW 42.52 (Ethics in Public Service). This is
applicable to any business practice, whether a contract condition, bid practice, or
at any activity related to the City business.
m. Conflict of Interest. Consultant represents that he does not have a business interest
or close family relationship with any City officer or employee who was, is, or will
be involved in the Consultant selection, negotiation, drafting, signing,
administration or evaluation of the Consultant's performance. In addition,
Consultant acknowledges that he will adhere to the City’s policies regarding
conflict of interest, the City Ethics Code, and the RCW as named previous.
n. Compliance with Laws. Consultant, at his/her/its sole cost and expense, shall
perform and comply with all applicable laws of the United States and the State of
Washington; and all applicable laws, ordinances, rules, regulations, orders, and
other requirements, in effect, of any governmental entity (including but not
limited to such requirements as may be imposed upon the City and applicable to
the Contract). Consultant shall furnish documents as may be required to effect or
evidence such compliance.
o. Personal Liability. The parties agree that in no event shall any official, officer,
employee, or agent of the City be in any way liable or responsible for any
covenant or Contract herein contained whether express or implied, nor for any
statement of representation made herein or in any connection with this Contract.
15. Modification. This Agreement constitutes the entire agreement between the parties.
Except with the written consent of both parties, neither party may alter or modify this
Agreement.
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16. Termination of Agreement. Either party may terminate this Agreement at any time by
providing written notice of such termination, specifying the effective date thereof at least thirty
days prior to such date. In such event the City shall pay Consultant all amounts due for all work
previously authorized and performed prior to the date of termination. In the event of
termination, Consultant agrees to cooperate reasonably with any service provider thereafter
retained by the City in making available information developed as the result of work previously
performed by the Consultant . If no notice of termination is given, all relationships and
obligations created by this Agreement, shall terminate at the conclusion of the Agreement period
set out in Paragraph 3.
17. Venue. The venue for any legal dispute regarding this Agreement shall be Douglas
County Superior Court.
18. Dispute Resolution. The parties mutually intend to establish procedures to facilitate the
informal and inexpensive resolution of all disputes arising under this Agreement, by mutual
cooperation and without resort to litigation. Accordingly, all disputes involving this transaction,
or between the parties hereto with respect to the subject matter hereof, shall be resolved in a final
and binding manner in accordance with the following procedures. Whether or not
mediation/arbitration is under way, any party may have full access to the courts to compel
compliance with the provisions of this Article and to enforce or confirm an arbitration award.
a. Negotiation. The parties shall first attempt to negotiate a mutually-satisfactory
resolution to the dispute as follows:
i. The complaining party shall notify (in the manner required in this
Agreement) the other parties of the alleged dispute, controversy, claim or
breach of contract (hereinafter “Dispute’) by explaining in writing the
nature of the Dispute, and referring to the relevant paragraphs of this
Agreement upon which it bases its position regarding the Dispute. The
complaining party shall also set forth in such notice a proposed solution to
the Dispute;
ii. The parties receiving such notice shall respond by notice individually to
the complaining party within twenty (20) days of the effective date of the
complaining party’s notice, with an explanation of its defensive position,
if any, including references to the relevant paragraphs of the Agreement
and a response to the proposed solution; and
iii. Within twenty days following notice of this defensive response, the parties
shall meet and discuss options for resolving the Dispute; the complaining
party must initiate the scheduling of this resolution meeting. In the event a
party fails to cooperate in scheduling the resolution meeting, then the
complaining party may elect to skip the negotiation and mediation
procedures and immediately proceed with arbitration.
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b. Mediation. If the parties are unable to satisfactorily resolve the Dispute through
such negotiation, mediation must be held within thirty days of an unsuccessful
resolution meeting. The mediation will be governed by and under the then-
applicable rules of JAMS/Endispute (“JAMS”) in Chelan County. The
complaining party must contact JAMS to schedule the mediation. The parties may
agree on a mediator from the JAMS panel. If they are unable to agree, the parties
shall request JAMS to provide a list of three available mediators, and each side
shall strike one; the remaining individual shall serve as the mediator. In the event
a party fails to cooperate in this mediation process in a timely manner, then the
complaining party may elect to skip the mediation procedure and immediately
proceed with arbitration.
c. Binding Arbitration. If the dispute is not timely settled by mediation as set forth
above, then the parties agree to submit the dispute immediately to JAMS for final
and binding arbitration as follows:
i. A single arbitrator shall be used. The parties may agree on an arbitrator
from the JAMS panel. The complaining party may initiate arbitration by
providing notice of intent to arbitrate to all parties and to JAMS: The
notice must contain a description of the Dispute, the amount involved, and
the remedy sought. If the parties are unable to agree on an arbitrator, the
parties shall request JAMS to provide a list of three available panel
members and each party may strike one; the remaining individual shall
serve as the arbitrator. If the parties agree, the individual that served as the
mediator may serve as the arbitrator.
ii. If and when such a demand for arbitration is made by any party, the
parties agree to promptly conduct the arbitration in accordance with JAMS
Rules and Procedures.
iii. The parties agree that arbitration must be initiated within one (1) year after
the latter of (i) the occurrence of the claimed breach, or (ii) the discovery
thereof by the complaining party; and that the failure to initiate dispute
resolution in accordance with this Section within that one-year period shall
constitute an absolute bar to the institution of any adjudicatory
proceedings with respect thereto, unless the parties agree otherwise in
writing to extend such period of time.
iv. Provided, however, that such arbitration shall not apply so as to delay or
prevent any judicial or arbitrator’s injunctive or other equitable relief
hereunder, which shall be effective immediately, subject to the requisite
final and binding arbitration with respect thereto which shall be handled
concurrently or after such relief is granted. The arbitrator shall not have
the power to award exemplary or punitive damages.
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v. The arbitrator shall have exclusive authority to enter a decision
adjudicating the Dispute, or granting other affirmative relief, including an
award for damages, other affirmative relief, specific performance and
injunctive relief; provided that a party may petition the court for
enforcement of confirmation of any award if necessary.
vi. Any decision or award entered by the arbitrator may be entered on an ex-
parte basis.
19. Attorney’s Fees. If any legal action or other proceeding is brought for the enforcement
of this Agreement, or because of an alleged dispute, breach, default, or misrepresentation in
connection with any of the provisions of this Agreement, the substantially prevailing party shall
be entitled to recover reasonable attorney’s fees and other costs incurred in that action,
arbitration or proceeding.
20. Severability. If a competent court of law determines any section or portion of this
Agreement to be unlawful, such determination shall not affect the remaining terms and
conditions of the Agreement.
21. Non-waiver. Waiver of any default or breach of this agreement shall not be deemed to
be a waiver of any other prior or subsequent default or breach and shall not be construed to be a
modification of the terms of this agreement unless stated to be such through written agreement of
the signatories hereto.
CITY OF EAST WENTCHEE:
Signature:
____________________________________
Steven C. Lacy, Mayor
Date:_______________________________
ATTEST:
____________________________________
By:
____________________________________
FORSGREN ASSOCIATES, INC.:
Signature:
______________________________________
David McCarthy / Division Manager
Date: ___________________
Federal Employee ID No.: 82-0255723
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Page 1 of 2
CITY OF EAST WENATCHEE
CITY COUNCIL AGENDA BILL
Agenda Item #: 5 Agenda Date: August 8, 2017
Presenter: Devin Poulson Title: City Attorney
Title: Resolution No. 2017-08. A Resolution of the City of East Wenatchee, Washington adopting a Manual of Personnel Procedures and Policies.
History: The proposed resolution is an update to the City’s Manual of Personnel Procedures and Policies. A redline version of the Manual is attached so you may see each change made to the Manual. Below is an explanation of the substantive changes to the Manual:
Summary of substantive changes
1.1(b) This change removes the Manual’s reference to progressive
discipline before terminating an employee.
1.3(b)(6) Removes the word immediate to make the definition of
family member consistent with how that term is defined later in the
Manual.
1.3(b)(9) Removes the word immediate to make the definition of
family member consistent with how that term is defined later in the
Manual.
1.7(b) Substantive change. Through Initiative 1433, Washington
adopted a law requiring employers to provide paid sick leave. This
new law, codified at RCW 46.49.210, defines what a family
member is for purposes of sick leave. This change adopts the
statutory definition of “family member” so that the City does not
inadvertently violate the state’s paid sick leave law.
2.2(f) Clarifies that the use of accrued compensatory time hours
counts as hours worked in making overtime calculations. For
example if an employee works 30 hours during a week and also
uses 15 hour of comp time. The total hours worked in that week
would be 45. Thus, any time over 40 hours would be calculated at
the overtime rate.
2.2(g) Clarifies that an exempt employee must request time off
before it occurs. For example, an exempt employee may not simply
decide to leave work an hour early and then work an extra hour the
following day. Any time off from work must be preapproved.
2.2(i) In the private employment arena, an exempt employee may
report for work for a few minutes and then leave. This is considered
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a full day of work. Because the City is a public employer, however,
it has an obligation to conserve taxpayer funds. Accordingly, this
change makes it clear that if an exempt employee typically works
for 8 hours per day, and leaves work after an hour, he or she is not
entitled to 8 hours of pay. To be compensated for the unworked
hours, the exempt employee would have to use accrued leave.
7.3(d) This change mirrors the language of RCW 49.46.410 that
sets forth when an employer must provide an employee with paid
sick leave. Once again, this change is intended to make sure that the
City does not inadvertently violate the state’s paid sick leave law.
7.9(f) This removes the City’s obligation for granting an employee
vacation leave for working on a holiday. Consistent with 7.9(c), an
employee will simply be paid at an overtime rate for hours worked
on a holiday.
7.11 This changes the language to say that the City will follow all
the requirements of state and federal law in regards to pregnancy
disability leave and the FMLA. Rather than having to periodically
amend the Manual to make sure it is consistent with state and
federal law, the proposed language will not require amendments to
the Manual, but it will require City staff to keep current on the
changes to state and federal law to make sure the City remains
compliant.
10.1(d) This change removes any reference to progressive
discipline in the Manual.
Exhibits: Redline version of changes to the Manual Resolution 2017-08
Recommended Action: Motion to approve Resolution 2017-08 as presented.
FINANCIAL DATA:
Expenditure Required Amount Budgeted Appropriation Required
$ 0 $ 0 $ 0
ACTION TAKEN:
Motion Made By: Second By:
Councilmember Barnhart Councilmember McCourt
Councilmember Crawford Councilmember Raab
Councilmember Detering Councilmember Sterk
Councilmember Johnson
Passed: Failed: Mayor Lacy (in case of tie)
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CITY OF
EAST WENATCHEE
MANUAL OF
PERSONNEL POLICIES
AND PROCEDURES
Effective March 1, 2015
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Forward
As an employee of the City of East Wenatchee (“City”), you are among an elite group of people who have chosen public service as a career field. Public service rewards those who truly believe in the age-old concept of service. Because it is vital for an employee to consistently contribute to the overall level of service provided by the City, the City designed this employee handbook to give you the foundation to formulate your personal plan of how you best represent the vision, ideals and values of the City.
Promoting Positive Public Relations
Because the City is owned, financed and controlled by the people, the citizens of the City are ultimately your employer. Hence, in your everyday dealings with the public, with elected officials, and with co-workers, you must always be helpful and courteous. Although you ultimately answer to the citizens, you need to follow the proper chain-of-command from the line worker, to the supervisor, to the department head, and ultimately to the Mayor. You must factor the public’s wellbeing into every decision you make as a City employee. If you are uncomfortable with the decision you are about to make, then it is better you refer the decision to the next in line in the chain-of-command.
Manual/Handbook Purpose
The purpose of workplace rules and regulations facilitates efficient service to the public and to develop a uniform system that equitably deals with all employees of the departments.
These policies are adopted by Resolution No. 2017-**
The City reserves the right to repeal, modify or amend these policies. By implementing these policies, the City is not creating a vested contractual right for any employee, and the City is not limiting the power of the City Co uncil to repeal or modify these policies.
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TABLE OF CONTENTS
FORWARD ...................................................................................................................... ii
PROMOTING POSITIVE PUBLIC RELATIONS ................................................. II
MANUAL/HANDBOOK PURPOSE.......................................................................... II
CHAPTER 1-GENERAL ............................................................................................... 1
1.1 City employees are “at will’ employees...................................................... 1 1.2 Letter from the Mayor. .................................................................................. 2
1.3 CODE OF ETHICS......................................................................................... 2
1.4 Equal Employment Opportunity. ............................................................... 5 1.5 Workplace Violence ........................................................................................ 5 1.6 Anti-Harassment. ........................................................................................... 6
1.7 Definitions ........................................................................................................ 6
1.8 Personnel Records. ......................................................................................... 7 1.9 Safety Equipment. .......................................................................................... 8
CHAPTER 2-HOURS AND ATTENDANCE. .......................................................... 9
2.1 Working hours. ................................................................................................ 9
2.2 Hours of work and overtime......................................................................... 9 2.3 Compensatory time. ..................................................................................... 10
2.4 Attendance ..................................................................................................... 10
2.5 Breaks and meal periods. ........................................................................... 11 2.6 Call back. ........................................................................................................ 11
2.7 Payroll records. ............................................................................................. 11
CHAPTER 3-EMPLOYMENT PRACTICES. ......................................................... 12
3.1 Recruiting. ...................................................................................................... 12 3.2 Hiring. ............................................................................................................. 12
3.3 Temporary employees.................................................................................. 13
3.4 Employment of relatives (Nepotism). ...................................................... 13
3.5 Promotions and transfers. .......................................................................... 14
CHAPTER 4-COMPENSATION............................................................................... 15
4.1 Paydays. .......................................................................................................... 15
4.2 Deductions...................................................................................................... 15 4.3 Salary classification, grades, and pay rates. .......................................... 15 4.4 Longevity pay plan. ...................................................................................... 16
4.5 Tuition reimbursement policy for employees who are not members of a collective bargaining unit. ................................................................................... 17 4.6 Travel expenses............................................................................................. 17 4.7 Compensation upon termination. ............................................................. 18
CHAPTER 5-PERFORMANCE EVALUATIONS AND TRAINING. ............... 20
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5.1 Performance evaluations. ........................................................................... 20
5.2 Training policy. ............................................................................................. 20
CHAPTER 6-BENEFITS. ........................................................................................... 21
6.1 Retirement benefits...................................................................................... 21
6.2 Disability benefits. ....................................................................................... 21
6.3 Insurance benefits. ....................................................................................... 22 6.4 Employment recognition and service awards. ....................................... 25
CHAPTER 7-LEAVES OF ABSENCE AND TIME OFF. ................................... 26
7.1 Leaves.............................................................................................................. 26
7.2 Vacation. ......................................................................................................... 26 7.3 Sick leave........................................................................................................ 27 7.4 Leave without pay. ....................................................................................... 29 7.5 Jury and witness leave. ............................................................................... 29
7.6 Administrative leave.................................................................................... 30 7.7 Military leave. ............................................................................................... 30
7.8 Bereavement leave. ...................................................................................... 30
7.9 Holidays. ......................................................................................................... 31
7.10 Faith or conscience leave........................................................................... 32 7.11 Family and medical leave (“FMLA”). ....................................................... 32
CHAPTER 8-EMPLOYEE RESPONSIBILITIES AND CONDUCT. ............... 35
8.1 General policy................................................................................................ 35 8.2 Outside employment and conflicts of interest. ...................................... 35
8.3 Political activities. ........................................................................................ 36
8.4 No tobacco use policy. .................................................................................. 36
8.5 Use of City vehicles and equipment. ........................................................ 37 8.6 Contact with news media. .......................................................................... 37
8.7 Seat belt policy. ............................................................................................. 37
8.8 Driver’s license requirements. ................................................................... 37
8.9 Safety............................................................................................................... 37 8.10 Substance abuse. .......................................................................................... 38
8.11 Drug-free workplace..................................................................................... 38
8.12 No solicitation................................................................................................ 38
8.13 Internet and email use policies and protocol. ........................................ 39
CHAPTER 9-CONFLICT REVIEW PROCEDURE.............................................. 40
9.1 Conflict review process. ............................................................................... 40
CHAPTER 10-DISCIPLINE AND TERMINATIONS.......................................... 42
10.1 Discipline. ....................................................................................................... 42 10.2 Termination. .................................................................................................. 43 10.3 Layoff............................................................................................................... 44 10.4 Resignation. ................................................................................................... 45
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10.5 Death. .............................................................................................................. 45
10.6 Exit interviews. ............................................................................................. 45
CHAPTER 11-ADDITIONAL POLICIES. .............................................................. 46
11.1 Fitness test..................................................................................................... 46
11.2 Bilingual Incentive Pay............................................................................... 46
11.3 Light Duty. ..................................................................................................... 46 11.4 Policies incorporated by reference. ........................................................... 47
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Chapter 1-General
1.1 City employees are “at will’ employees.
(a) This manual contains the policies and the procedures, which both the City and all its employees shall follow during an employee’s employment by the City. The City Council may amend or repeal these policies and these procedures. The City intends these policies and procedures to govern the employment relationship between the City and its employees. Employees may rely upon these policies and procedures so long as they are in effect. If, however, an employee receives specific notice from the Mayor that the City intends to deviate from or change any policy or procedure as to that employee, the contents of specific notice shall solely govern that employee’s employment relationship with the City.
(b) THIS MANUAL PROVIDES CITY EMPLOYEES WITH PROCEDURAL PROTECTION ONLY. ALL CITY EMPLOYEES ARE EMPLOYED STRICTLY AT THE WILL OF THE CITY. BECAUSE ALL CITY EMPLOYEES ARE “AT WILL EMPLOYEES.” NOTHING CONTAINED IN THIS MANUAL IS MEANT TO, NOR SHALL, CONSTITUTE ANY WAIVER OF THE CITY’S RIGHT TO TERMINATE ANY CITY EMPLOYEE, INCLUDING DEPARTMENT HEADS, FOR ANY REASON.
(c) These personnel policies apply to all City employees. These personnel policies shall not apply to elected officials and independent contractors. If any provision conflicts with any provision of a valid and effective collective bargaining agreement, the provision of the collective bargaining agreement shall govern. Similarly, if any provision conflicts with any provision of applicable Civil Service rules and regulations, the provision of the Civil Service rules and regulations shall govern. In all other cases, these policies shall govern.
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1.2 Letter from the Mayor.
In 1931, East Wenatchee, Washington was the landing site of the first non-stop trans-Pacific flight. Shortly after taking off from Misawa, Japan, Pilot Clyde Pangborn jettisoned his plane’s landing gear to conserve fuel. Then he piloted his plane, Miss Veedol, 4,500 miles (4.5 times further than Lindbergh’s trans-Atlantic flight) across the Pacific Ocean and successfully landed in East Wenatchee. A hanger at East Wenatchee’s Pangborn Airport now houses a replica of Miss Veedol.
In accomplishing its dual mission of providing high quality services to its citizens and conserving their resources, the City seeks to replicate the values that brought Miss Veedol across the Pacific Ocean, namely: vision, preparation, hard- work and courage.
As Mayor, I invite all employees to emulate these qualities in their job performance so the City can create a Spirit of East Wenatchee among its employees and among its citizens.
As Mayor, that it is in the best interest of the City and its employees to have written personnel policies to help the City meet its mission, to prevent misunderstandings and problems, and to ensure that all employees know what the City expects of them. I request that all employees thoroughly familiarize themselves with the contents of this Manual so all personnel policies of the City may be appropriately administered.
1.3 CODE OF ETHICS
(a)No city employee may use City-owned vehicles, equipment, materials or property for personal convenience or profit. Use is restricted to such services as are available to the public for the authorized conduct of official business, and for such purposes and under such conditions as directed by the Mayor.
(b)No city employee shall engage in any act, which is in conflict with, or creates an appearance of conflict with, performing official duties. An employee is deemed to have a conflict of interest if the employee:
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(1)Receives or has any financial interest in any sale to the City of any service or property when such financial interest was received knowing the City intended to purchase such property or obtain such service;
(2)Solicits, accepts or seeks anything of economic value as a gift, gratuity, or favor from any person, firm or corporation involved in a contract or transaction which is or may be the subject of official action of the City; provided, that the prohibition against gifts or favors shall not apply to:
i. Attendance of an employee at a hosted meal when provided with a meeting directly related to the conduct of City business or where official attendance by the employee as a staff representative is appropriate;
ii. An award publicly presented in recognition of public service; or
iii. Any gift offered or given to the employee if he or she were not a city employee;
(3)Participates in his or her capacity as a city employee in making a contract in which he or she has a private pecuniary interest, direct or indirect, or performs regarding such a contract some function requiring exercising discretion for the City;
(4) Influences the City’s selection of, or its conduct of business with, a corporation, person or firm having business with the City if the employee has financial interest in or with the corporation, person or firm;
(5)Engages in, accepts private employment from or renders services for private interest when such employment or service is incompatible with the proper discharge of official duties or would impair independence of judgment or action to perform official duties;
(6)Appears for a private person, other than his or herself or an immediate family member or except as a witness under subpoena, before any regulatory governmental agency or court of law in an action or proceeding to which the City or a City officer in an
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official capacity is a party, or accepts a retainer or compensation contingent upon a specific action by the City;
(7)Discloses or uses, without legal authorization, confidential information concerning the property or affairs of the City to advance a private interest regarding any contract or transaction which is or may be the subject of official action of the City;
(8)Has a financial or personal interest in any legislation coming before the City Council and participates in discussion with or gives an official opinion to the City Council unless the employee discloses on the record of the council the nature and extent of such interest;
(9)Holds, directly or indirectly, for personal financial gain, investment or speculation, any interest in real property situated within the City, if such employee in his or her official duties performs any function requiring exercising discretion for the City regarding regulating land use or development; provided, this prohibition shall not apply to:
iv. Real property devoted to the personal use or residence of the employee or a family member of the employee’s immediate family; or
v. Any other interest in real property held by the employee on the date of enactment of this chapter.
(10) No city employee shall use his official authority or influence to interfere with or affecting the result of an election for a position on the City Council or for Mayor.
(11) Nothing in this section shall prevent an employee from fully exercising those rights to participate in political activities granted by state law or by federal law.
(12) If the Mayor determines that an employee has violated these guidelines, the City may terminate and/or temporarily suspended with loss of pay that employee’s employment with the City.
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1.4 Equal Employment Opportunity.
(a) The City is an equal employment opportunity employer. The City employs, retains, promotes, terminates and otherwise treats all employees and job applicants based on merit, qualifications, and competence. The City shall apply this policy without regard to an individual’s sex, race, color, religion, national origin, pregnancy, age, marital status, or disability.
(b) The City will not discriminate against applicants or employees with sensory, physical or mental impairment, unless the impairment cannot be reasonably accommodated and the impairment prevents proper performance of an essential element of the job.
1.5 Workplace Violence
(a) The City will provide a safe workplace for its employees, contractors, vendors, and the public.
(b) The City strictly prohibits threatened or actual workplace violence. This includes, but is not limited to, and of the following conduct associated with or around the workplace, or otherwise related to employment:
(1) Threatening injury or damage against personal property;
(2) Fighting or threatening to fight with another person;
(3) Threatening to use a weapon on City premises (unless required to carry a firearm or weapon as a condition of employment);
(4) Abusing or damaging property;
(5) Using obscene or abusive language or gestures in a threatening manner; and
(6) Raising voices in a threatening manner.
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(c) An employee must report any workplace violence incidents or incidents indicating a potential violence to his or her supervisor and/or Department Head when possible. If the City determines that an employee has violated this policy, the employee will be subject to immediate discipline up to and including termination.
(d) Any employee who reasonably believes he or she is involved in a situation with an aggressive employee, contractor, vendor, or other party who may immediately become violent (e.g., any person who uses abusive language or gestures, makes threats or acts in a threatening manner) and puts the employee or others in imminent danger, the employee should leave the work area and immediately call 911 to request officer contact. The City shall take no disciplinary action against any employee who leaves his or her work area when the employee has a reasonable belief that a situation with an aggressive person is likely to turn violent. The employee should coordinate the timing and circumstances of possible return by the employee to the area with police and/or with their supervisor.
(e) To prevent inappropriate outsider access, employees must adhere to the City’s security policies and rules at all time. Built-in security must rule and procedures are enforced at all-times (e.g. doors locked after hours).
1.6 Anti-Harassment.
The City has an independent workplace harassment policy and an independent whistle blower policies. The City adopts each policy by reference.
1.7 Definitions
(a) Department Head – An employee responsible for directing one or more departments, including where the department may only comprise that employee.
(b) Immediate FamilyFamily Member – An employee’s immediate
family “Family member” of an employee means any of the following:
A child, including a biological, adopted, or foster child,
stepchild, or a child to whom the employee stands in loco
parentis, is a legal guardian, or is a de facto parent, regardless
of age or dependency status;
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A biological, adoptive, de facto, or foster parent, stepparent, or
legal guardian of an employee or the employee's spouse or
registered domestic partner, or a person who stood in loco
parentis when the employee was a minor child;
A spouse;
A registered domestic partner;
A grandparent;
A grandchild; or
A sibling.
includes the employee’s spouse, domestic partner, children, parents,
brothers/sisters, mothers-in- law/fathers-in-law, sons-in-
law/daughters-in-law, grandparents, and grandchildren.
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(c) Regular Full-Time Employee – An employee who regularly works a minimum of forty hours a week on a continuing basis and who is not a department head.
(d) Regular Part-Time Employee – An employee who may work less than forty hours a week but at least twenty hours a week on a continuing basis.
(e) Temporary Employees – Temporary employees are those employees who hold jobs in limited duration arising out of special projects, abnormal workloads or emergencies. Temporary employees are not eligible for City benefits.
(f) Exempt / Non-Exempt Employees –shall be defined as set forth in applicable State or Federal Law.
1.8 Personnel Records.
(a) The City keeps a personnel file for each employee. The City limits access to a personnel file to the employee, the employee’s department head, the City Attorney, the Executive SecretaryHuman Resource Generalist, and the Mayor. An employee’s personnel file contains the employee’s name, title and/or position held, job description, assigned department, salary, changes of employment status, evaluations, and disciplinary documents. The City Treasurer keeps a separate payroll file for every employee, including, but not limited to payroll information, insurance information, and workers compensation documents.
(b) An employee may inspect his or her personnel file or his or her payroll file. The City may require that the Executive SecretaryHuman Resource Generalist be present during the inspection. An employee has the right to obtain copies of documents at the employee’s own expense. An employee may request removal of irrelevant or erroneous information in his/her personnel file. If the City denies the employee’s request to remove the information, the employee may file a written rebuttal statement to be placed in his/her file.
(c) The City keeps personnel files confidential to the maximum extent permitted by law. Except for routine verifications of employment, the City will not release information in an employee’s personnel file to the public, including the press, unless state or federal law
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requires the City to release the information or unless an employee authorizes, in writing, the City to release his or her file.
1.9 Safety Equipment.
The City shall provide the following safety equipment to all employees required by OSHA, WISHA, or L&I to use such equipment:
a. Safety helmets;
b. Safety vests;
c. Hearing protection
d. Safety goggles (eye protection); and
e. Gloves.
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Chapter 2-Hours and Attendance.
2.1 Working hours.
(a) A normal working schedule for regular, full-time employees comprises forty hours each workweek. The MayorCity may establish different work schedules, such as in police employees, to meet job assignments and provide necessary City services. Each employee’s department head will advise the employee regarding his/her specific working hours.
(b) Regular part-time and temporary employees will work hours as specified by their department heads.
2.2 Hours of work and overtime.
(a) All City positions are designated as either “exempt” or “non-exempt” according to the Fair Labor Standards Act (“FLSA”) regulations and/or Washington State Law.
(b) For non-exempt City employees, the established work period is forty hours within a seven-day workweek.
(c) Non-exempt employees may be entitled to additional compensation, either in cash or in compensatory time off, when they work more than the maximum number of hours during a work period.
(d) An employee's department head must authorize all overtime pay before an employee may work overtime hours.
(e) Consistent with federal and state laws, the City calculates overtime/compensatory time at one and one- half times the employee’s regular rate of pay for all time worked beyond the established work period.
(f) When computing overtime/compensatory time, the City counts holiday leave, sick leave, and vacation leave, and the use of already accrued comp time time as hours worked as approved by department head.
(g) The City expects exempt employees to work the number of hours necessary to fulfill job assignments, and it expects exempt employees will work at least a forty-hour workweek.. An exempt employee must follow the City’s leave request procedures for any time away from work.
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(h) Exempt employees are not covered by the overtime provisions of the FLSA or Washington State Law. Exempt employees receive neither overtime pay, nor compensatory time
(i) The City has a responsibility to account for the tax revenue it receives. This principle of public accountability prohibits the City from gifting public funds (Washington Constitution article 8, section 7). Likewise, WAC 296-128-533 permits the City to reduce an exempt employee's pay for absences of less than one work day. Thus, if an exempt employee works less than 40 hours in a workweek, the City will require that employee to use accrued leave for each hour absent from work. If an exempt employee has no accrued leave, the City will reduce the amount of that employee’s pay by the number of hours absent from work.
2.3 Compensatory time.
Non-exempt employees entitled to overtime pay may elect to receive compensatory time. Department Heads may approve requests for compensatory time on a case-by-case basis. If an employee’s department head approves the request for compensatory time, the City will credit the employee with one and one-half times the hours worked as overtime.
(a) Employees may use compensatory time within a reasonable time after making a request to their department head, unless doing so would unduly disrupt City operations. Employees must use compensatory time in hourly increments.
(b) An employee may accrue up to 120 hours of compensatory time. The City will pay out any unused compensatory time based upon the balance at the end of November. The employee will receive this compensatory pay by December 5.
2.4 Attendance
(a) Punctual and consistent attendance is a condition of employment. Each department head shall maintain an accurate record of his/her employee’s attendance.
(b) If an employee cannot work or unable to report to work on time, he or she must notify his/her supervisor, when possible, ordinarily before the work day begins or
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within thirty minutes of the employee’s usual starting time. If the absence continues beyond one day, the employee reports in each day. If the supervisor is unavailable, the employee may leave a message with his/her designated representative, stating the reaso n for being late or unable to report to work.
(c) The City expects employees to report to work even during inclement weather. Department heads may allow employees to report late or leave early during severe weather conditions. Non-attendance, however, will be counted as an absence from work and will be charged to accrued vacation leave hours. If severe
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weather conditions arise, the Mayor or the Chief of Police may close City Hall. If City Hall is closed, employees will be advised accordingly.
(d) No employee shall be absent without authorization or notification.
2.5 Breaks and meal periods.
(a) An employee may take a fifteen-minute break for every four hours worked. An employee must coordinate all breaks so they do not interfere with City business or with service to the public.
(b) Department heads shall schedule meal periods. The scheduling of meal periods may vary depending on department workload. Meal periods are unpaid and usually one hour in length.
2.6 Call back.
(a) The City defines a “call back” as an official assignment of work, which does not immediately precede or immediately follow an employee's scheduled work hours. The City shall compensate call back at the appropriate rate for two hours or for the actual time of the assignment, whichever is greater.
(b) All employees are subject to call back in emergencies or by the City to provide necessary services to the public.
(c) A refusal to respond to a call back, without reasonable explanation, is grounds for immediate disciplinary action, including termination.
(d) Employees called back to duty will be paid their appropriate rate of pay for hours worked (the overtime rate, if applicable.)
2.7 Payroll records.
The City Treasurer keeps official payroll records. Semi- monthly, each department head shall turn in a signed work record for each non-exempt employee within his/her department, noting hours worked, leave taken and overtime worked. The Mayor shall sign work records for department heads.
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Chapter 3-Employment Practices.
3.1 Recruiting.
(a) The City recruits employees solely on the basis of ability, merit, qualifications and competence, without regard to race, creed, color, national origin, sex, honorably discharged veteran or military status, sexual orientation, or the presence of any sensory, mental, or physical disability or the use of a trained dog guide or service animal by a person with a disability
(b) Each applicant shall submit a resume with qualifications and complete any application required by the City prior to being considered for any position.
3.2 Hiring.
(a) Before posting or advertising to fill a vacant position, the department head shall review the position, its job description and the need for the position. The department head will submit a request to fill the position to the Mayor. The Human Resource GeneralistCity will post and/or advertise for the position only after the Mayor has approved the request. Before public advertising, the Human Resource GeneralistCity will post positions “in-house” for a period of seven days. If the Mayor determines that exigent circumstances exist or that no current employee is qualified to fill the position, he/she may suspend the in- house-posting requirement. Likewise, the City is not required to publicly advertise a position.
(b) Although an employee does not have to reside within the City, he or she must select a place of residence that does not interfere with the daily performance of his/her duties and responsibilities.
(c) If a position requires the operation of a motor vehicle, applicants for the position must be at least eighteen years old and must possess a valid Washington State driver’s license with any necessary endorsements. The City may check an applicant’s driving record. The City may disqualify applicants with poor driving records for City positions that require driving.
(d) If the City determines it is necessary, the City may administer pre-employment examinations to test the qualifications and abilities of applicants. The City may
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contract with any competent agency or individual to prepare and/or administer examinations. Sometimes, the City may also require a background check.
(e) After the City makes an offer of employment and before the applicant commences employment, the City may require persons selected for employment to pass a medical examination. The medical examination may include testing for drugs and controlled substances. The test determines if an individual can physically perform the essential functions of the job and to ensure his/her physical condition will not endanger the health, safety, or well-being of other employees or the public.
(f) The City may disqualify a candidate from consideration if: (1) the candidate is found physically unable to perform the essential duties of the position (and the individual’s condition cannot reasonably be accommodated in the workplace); (2) the candidate refuses to submit to a medical examination or complete medical history forms; or (3) if the exam reveals use of drugs and/or controlled substances.
3.3 Temporary employees.
(a) With approval of the department head, temporary employees may be used during emergencies or other peak workload periods, to temporarily replace regular employees absent due to disability, illness, vacation leave or other approved leave, or to temporarily fill a vacancy until a regular employee is hired.
(b) The City may hire temporary employees without competitive recruitment or examination.
(c) Temporary employees may not work over ninety hours a month (seventy hours a month if eligible for PERS I) for over five months in a twelve month period.
(d) Temporary employees are eligible for overtime pay as required by law. Temporary employees are not eligible and receive no retirement, vacation, sick leave, health insurance, holiday or any other benefits during their employment.
3.4 Employment of relatives (Nepotism).
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The law prohibits discrimination against an employee because of marital status or any other relationship with another employee. The City seeks to employ qualified persons in all positions without regard to a person’s relationship with other City employees. However, no employee may supervise his or her parent, child, spouse, domestic partner, sibling, in-law, or close relative. No City official may vote, make recommendations, or in any other way participate in the decision of any matter that may directly affect the appointment, promotion, salary, or any other status or interest of his or her parent, child, spouse, domestic partner, sibling, in-law, or close relative.
3.5 Promotions and transfers.
(a) The City encourages qualified employees to apply for vacant City positions. The City bases promotions and transfers on the department head’s recommendation, work force requirements, performance evaluations, job descriptions and related City requirements.
(b) Regular employees are eligible for promotion, transfer or voluntary demotion. To be eligible for another position, an employee must possess the qualifications for the vacant position.
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4.1 Paydays.
Chapter 4-Compensation.
The City pays its employees by the 5th and by the 20th of each month. If payday falls on a Saturday, a Sunday, or a Monday holiday, the City will distribute paychecks on the preceding Friday by 5:00 p.m. The City encourages an employee to authorize the City to deposit his or her net pay directly into his or her designated bank account.
4.2 Deductions.
The law requires the City to deduct money from the employee’s earnings. The City will withhold from the employee’s paycheck those deductions required by law and any voluntary deductions authorized by the employee, applicable union contract, or statute. The employee must notify the payroll department by the 15th day of of the effective month of any changes or additions in deductions to receive the benefit of such changes that month.
4.3 Salary classification, grades, and pay rates.
(a) Each job title within the City is classified, for salary, into one of the City’s classifications based on job qualifications, level of responsibility, difficulty, working conditions, skill hazard, and amount of supervision required for the specific position. Each classification is assigned a range that corresponds to the general market conditions for a similar classification at other comparative Eastern Washington public entities. From time to time, the City Council will establish, by resolution, which public entities are comparable to the City.
(b) The pay range for each job classification is divided into 17 steps where the 9th step (middle point corresponds to the median salary by comparable public entities). The median salary paid by comparable public entities will be based upon the approximate average of the high and low pay for each of the comparable public entities. The City will use the AWC Salary & Benefit Survey as the primary source of information to determine the high and low pay. The City Treasurer may use other sources to supplement this information as he or she deems necessary. The differential between a step is 2.5% and the annual salary figure is rounded up to the nearest whole dollar.
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Usually, new employees start their employment at the minimum salary range for their classification. If a department head, however, receives However, written authorization from the Mayor, a department head may has the authority to hire up to the 9th step, if sufficient funding is available and the employee’s experience, training or proven capabilities warrants higher salary. Such authority is subject to approval by the Mayor.
(c) Unless otherwise specified in a collective bargaining agreement, all City employees who receive a “meets expectations” performance evaluation are eligible for a step raise. Employees within 1-8 steps receiving an “exceeds expectations” performance rating are eligible for a two-step raise). Employees who receive a “below expectations” evaluation rating are not eligible for a step raise. Eligibility for a step raise does not guarantee an employee will receive a step raise. The Mayor retains final discretion to grant a step raise.
(d) An employee who receives a “below expectations” job evaluation may request to be reevaluated after a 90- day period but no later than six months from the original evaluation date.
(e) All salary adjustments will take effect on January 1 of the year following the performance evaluation.
4.4 Longevity pay plan.
(a) Full-time regular employees shall receive longevity pay based on the continuous length of service from the last date of hire. Longevity pay shall be in addition to besides the employee's base rate of pay:
After 5 or more years of service, 1% per month After 10 or more years of service, 2% per month After 15 or more years of service, 3% per month After 20 or more years of service, 4% per month After 25 or more years of service, 5% per month After 30 or more years of service, 6% per month
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(b) Longevity pay begins on the employee’s anniversary date, prorated for the month, and paid on the next scheduled pay date.
4.5 Tuition reimbursement policy for employees who are not members of a collective bargaining unit.
(a) The City shall pay the cost of tuition for all courses the City requires an employee to attend.
(b) For courses the City does not require an employee to attend, the City will reimburse employees for the tuition cost of a course, if all of the following conditions are met:
(1) The Mayor determines that the City has the financial capability to pay for the cost of tuition.
(2) The Mayor determines, in advance of enrollment, that the proposed course directly applies to the employee’s job.
(3) The proposed course is accredited by the Northwest Commission on Colleges and Universities.
(4) Payment shall occur when the employee provides a transcript, certification or some other document showing he/she has successfully completed the course and received a passing grade of B or better, provided that the City shall not pay more than $200 per credit hour.
(c) Upon termination of employment, voluntary or involuntary, an employee must repay any tuition reimbursement the employee received from the City during the preceding two years. Any sum due the City may be withheld from the employee’s last paycheck.
4.6 Travel expenses.
(a) Authorization and General Policy.
If a Department Head authorizes an employee to travel more than 40 miles from City Hall for city-related business, the City will advance or reimburse an employee for his or her travel expenses according to the per diem rates established by the US. General Services Administration. The City may be required to report a
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per-diem advancement or reimbursement on an employee’s W-2 form.
(b) Use of Personal Vehicle.
If an employee drives his/her private automobile, the City will reimburse the employee for mileage at the approved Internal Revenue Service rate for business miles.
Requests for reimbursements must be within the budget year the expense took place or for end of year expenses, within ten days of when the expense was incurred. No reimbursement requests will be authorized for any expenses taking place in a previous budget year except as described above.
(c) Prepayment by City.
Certain prior anticipated employee expenses may be pre-paid by the City, upon appropriate notices to the Finance Department and prior approval by the Mayor. Appropriate forms for providing notice and request for prepayment of expenses shall be provided by the Finance Department, subject to approval by the Mayor. Such expense may include, but shall not be limited to, expenses for conferences, reserved hotel accommodations, seminars, air travel, etc.
(d) Use of City Credit Cards for Travel or Employee Expenses.
Upon specific prior approval by the Mayor, the Finance Department may issue a city credit card to an employee for use while traveling on city business. Obtaining a city credit card does not indicate pre- approval of expenses. City credit cards can be used only to pay for eligible transportation related costs such as fuel for a city-owned vehicle, airfare and parking fees.
If a credit card is used, the employee remains responsible for submitting detailed receipts and processing other trip expenses as otherwise set forth in this policy.
4.7 Compensation upon termination.
Subject to Section 7.3(g), unless the City lays off an employee for financial reasons or unless he/she retires, when
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an employee’s employment with the City ends, the employee will receive the following compensation:
(a) Unpaid regular wages for all hours worked up to the time of termination.
(b) Any overtime or holiday pay due.
(c) Payment of any accrued but unused vacation time.
(d) Payment of any accrued but unused compensatory time.
(e) The Human Resource Generalist payroll department will schedule an exit interview with the terminated employee to verify and confirm final compensation amounts and dispensation of final payment.
If the City lays off an employee for financial reasons or if an employee retires, the employee will receive the following additional compensation:
(a) Compensation for sick leave as set forth in Section 6.1(e).
(b) The Human Resource Generalist payroll department will schedule an exit interview with the terminated employee to verify and confirm final compensation amounts and dispensation of final payment.
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Chapter 5-Performance Evaluations and Training.
5.1 Performance evaluations.
(a) Under the general direction of the Mayor, the City conducts periodic performance evaluations for all employees. Conducting performance evaluations helps the City achieve its goal of training, promoting, and retaining the best-qualified employee for every job,
(b) The City conducts performance evaluations each year. The employee’s immediate supervisor conducts the evaluation. Department Heads must submit the completed evaluations to the Mayor or his/her designee by August 15. All evaluations are conducted using the same format, which is available from the HR Generalist City Attorney.
(c) Immediate supervisors should also evaluate new employees after six months of continued employment.
(d) The evaluation is part of an employee’s perso nnel record and may be a factor in determining whether the employee receives a wage increase, or is promoted, transferred, demoted, laid off, or terminated.
5.2 Training policy.
The City seeks, within the limits of available resources, to offer training to increase an employee’s skills, knowledge, and abilities directly related to City employment, to obtain or maintain required licenses and certifications, and to develop staff resources. Opportunities may include, but are not limited to: on-the-job training, in-house workshops, college courses, and seminars sponsored by other agencies or organizations.
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Chapter 6-Benefits.
6.1 Retirement benefits.
(a) For all eligible employees, the City contributes to Social Security, to Medicare, and to Washington State Department of Retirement Systems.
(b) All commissioned uniformed employees in the police department are covered by the Law Enforcement Officers and Firefighters Retirement System (LEOFF). Benefit levels and contribution rates are set by the state of Washington.
(c) All regular full-time and eligible part-time non- commissioned employees are covered under the Public Employees Retirement System (PERS). Benefit levels and contribution rates are set by Washington.
(d) Employees intending to retire should notify their department head of their intent to retire at least three months prior to retirement. The department head must immediately forward the notice to the Human Resource Generalistfinance department immediately.
(e) The City will pay 25% of the value of a retiring employee’s accrued sick leave into a Health Reimbursement Arrangement (HRA) VEBA Savings Account in the name of the employee. into a VEBA account in the name of the employee. To qualify for this benefit, the retiring employee must show proof to the City’s satisfaction he or she has requested that the Washington State Department of Retirement Systems make scheduled payments of his or her defined contribution funds. At his/her discretion, the Mayor may waive this requirement.
6.2 Disability benefits.
(a) The State Industrial program (worker’s compensation) covers all employees, except those covered by LEOFF I. Worker’s compensation covers employees in case of on- the-job injuries or job-related illnesses. Employees shall immediately report all job-related accidents to their supervisor. Supervisors shall ensure an employee indicent accident report is completed and submitted to the HR GeneralistPayroll Department within eight hours of the accident.
(b) When an employee is absent for one or more days due
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to an on-the-job accident, he/she must sue for Worker’s
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Compensation. If the employee sues, the City will continue to pay (by employee’s unused sick leave) the employee’s regular salary pending receipt of Worker’s Compensation Benefits.
(c) If the employee receives Worker’s Compensation Benefits, he/she must repay the City the amount covered by Worker’s Compensation and previously advanced by the City.
This policy ensures that employees will receive prompt and regular payment during periods of injury or disability so long as accrued sick leave is available, while ensuring no employee receives more than he/she would have received had the injury not occurred.
Upon the repayment of funds advanced, the City shall restore the appropriate sick leave to the employee’s account.
(d) The City may require an examination, at its expense, performed by a physician of its choice, to determine when the employee can return to work and if he/she will be capable of performing the essential duties and responsibilities of the position.
(e) The City’s long-term disability policy covers all employees, except those covered by LEOFF 1.
(f) If an employee cannot continue working for the City because of a disability, as defined by state law, the City will pay 25% of the value of his or her sick leave into a Health Reimbursement Arrangement (HRA) VEBA Savings Account in the name of the employee. The City will return any donated sick leave to the donor.cash out his or her sick leave at a rate of 25%.
6.3 Insurance benefits.
(a) As outlined in this section, an eligible dependent is an employee’s husband, wife, qualified domestic partner, biological child, stepchild, adopted child, or child of a qualified domestic partner eligible for coverage according to the terms and conditions of the City’s insurance carrier and who is not enrolled in another medical/dental/orthodontia/vision plan.
(b) Group Insurance - Health and Welfare. The City will maintain a group
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Medical/Dental/Orthodontia/Vision/Long Term Disability (LTD) insurance. The City agrees to pay 100% of the full premium for an eligible employee for
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Medical/Dental/Orthodontia/Vision insurance. The City agrees to pay 100% of the full premium for LTD insurance.
(c) An eligible employee may obtain coverage for his or her eligible dependents under the City's Group Medical/Dental/Orthodontia/Vision Insurance Program. The City will pay 100% of the full premium for an employee’s first, eligible dependent and 50% of the full premium for additional, eligible dependents. PROVIDED, however, the City will only pay one premium for an employee (For example, if an employee is also an eligible dependent, he or she must elect to receive insurance as an employee or as a dependent). Premiums are subject to change.
(d) If the City needs to or desires to change the carrier currently providing group insurance coverage during the life of this Agreement, the City will evaluate alternative carriers and insurance packages in determining what group insurance coverage will be provided, and will make a good-faith effort to provide benefits that are substantially similar to those currently in effect.
(e) An employee may waive his or her health insurance benefits. If an employee waives these benefits, the City will contribute $375 per month into a Health Reimbursement Arrangement (HRA) VEBA Savings Account in the name of the employee. to a Health Reimbursement Account/VEBA in the employee’s name. An employee must elect waiver between November 1 and November 30 of each year, but such time may be extended by the employee if contract negotiations are not completed; in such an event the employee shall have up to 30 days from ratification to elect the wavier. Once an employee elects a waiver, he or she is ineligible to sign up for City benefits until the next open enrollment period, or as provided by law.
(f) If an employee’s husband, wife, qualified domestic partner is eligible for coverage according to the terms and conditions of the City’s insurance carrier and is enrolled in another medical plan, the husband, wife, or qualified domestic partner may not enroll in the City- sponsored medical plan. The City, however, will contribute $375 per month into a Health
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Reimbursement Arrangement (HRA) VEBA Savings Account in the name of the employee.a Health Reimbursement Account/VEBA in the employee’s name.
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(g) If an employee’s dependent is eligible for coverage according to the terms and conditions of the City’s insurance carrier and is enrolled in another medical plan, the dependent may not enroll in the City- sponsored medical plan. The City, however, will contribute 50% of the saved premium per month, up to a maximum of $200 per dependent, with a maximum of two dependents, into a Health Reimbursement Arrangement (HRA) VEBA Savings Account in the name of the employee. a Health Reimbursement Account/VEBA in the employee’s name. The maximum contribution of the City under this section may not exceed $400.
(h) The maximum that the City will contribute to an employee’s Health Reimbursement Arrangement (HRA) VEBA Savings Account.Health Reimbursement Account/VEBA, for any reason, is $1,150 per month.
(i) Life Insurance. Life insurance is available in an amount allowed by the City’s policy through the City’s insurance carrier. The City pays the full premium for a regular full-time employee and for a regular part- time employee. An employee may purchase additional coverage at his or her expense.
(j) Unless an employee takes family and medical leave, as set out, and upon mutual agreement between the City and the employee and under the terms and conditions of the City’s insurance policy, the City will continue health insurance coverage at the employee’s expense during an approved unpaid leave of absence. COBRA continuation rights may apply if coverage is not extended through the City.
(k) During an approved family and medical leave of absence, the City will continue to pay its pro-rata share of the employee’s medical insurance coverage for the first 12 weeks of FMLA leave under the City’s family and medical leave policy.
(l) While an employee is receiving Worker’s Compensation Benefits, the City will pay the employee’s medical insurance premiums for one month, after which the employee may use his/her COBRA rights and self-pay insurance premiums.
(m) Upon an employee’s termination from City employment, at the employee’s option and expense, the
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employee may elect to continue medical insurance benefits to the extent provided by COBRA.
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6.4 Employment recognition and service awards.
The City recognizes employee contributions and service to the City by presenting employee recognition and service awards to eligible employees according to the guidelines below:
(a) The City may reward outstanding performance and productivity by presenting recognition awards to eligible employees. The Mayor will set eligibility requirements and implementing the different programs. Department Heads and supervisors may assist in determining award recipients for the Mayor's Award. Usually, the Mayor will present the award at a City Council meeting following the retirement/resignation of an award recipient. The Mayor identifies employees honored, notifying the presenter, ordering the awards, and arranging for appropriate announcements and publication of awards, both internally and externally.
(b) All regular full-time and regular part-time employees are eligible to receive a Pride in Service award after each five consecutive years of service for the City.
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Chapter 7-Leaves of Absence and Time Off.
7.1 Leaves.
The City has eleven types of leave:
(1) Vacation
(2) Sick leave
(3) Leave without pay.
(4) Jury and Witness leave.
(5) Military leave.
(6) Administrative leave.
(7) Bereavement leave.
(8) Holiday leave.
(9) Faith or Conscience Leave.
(10) Family Medical Leave.
(11) Domestic Violence Leave
7.2 Vacation.
(a) Each regular full-time employee is entitled to vacation leave :
Years of Vacation Hours Employment Completed Earned
0-4 years 8 hours/month 5-9 years 10 hours/month
10-14 years 12.67 hours/month 15-19 years 14 hours/month
20-24 years 15.33hours/month
25+ years 17.33hours/month
(b) New employees accrue vacation during the first six months of their employment with the City. However, new employees must satisfactorily complete six months of employment with the City before they may use vacation leave. Regular part-time employees will receive vacation leave pro-rata according to the hours worked. Temporary employees are not eligible for vacation leave benefits. Employees do not accrue vacation leave benefits during a leave without pay.
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(c) Employees must take vacation leave in hourly increments. The City requires employees to use a minimum of one hour in each leave taken.
(d) Each department schedules its employees’ vacation leaves without undue disruption of department operations. An employee shall submit leave requests to his/her department head at least two weeks before he/she intends to take a vacation leave he/she expects to last over one day.
(e) 240 hours is the maximum number of vacation leave hours an employee may carry over from December 31 of one year to January of the next year. Hours not used or not carried over shall be lost.
7.3 Sick leave.
(a) All regular full-time employees accrue sick leave benefits at the rate of eight hours for each completed full month of service for the City. Regular part-time employees may accrue sick leave benefits pro-rata according to hours worked.
(b) Temporary employees do not earn sick leave benefits. Employees do not accrue sick leave benefits during a leave without pay or during any leave, other than vacation, lasting longer than ten consecutive days.
(c) An employee must use sick leave in 30 minute increments. (d) An employee is authorized to use paid sick leave for the following
reasons: 1. An absence resulting from an employee's mental or physical
illness, injury, or health condition; to accommodate the
employee's need for medical diagnosis, care, or treatment of a
mental or physical illness, injury, or health condition; or an
employee's need for preventive medical care; 2. To allow the employee to provide care for a family member
with a mental or physical illness, injury, or health condition;
care of a family member who needs medical diagnosis, care,
or treatment of a mental or physical illness, injury, or health
condition; or care for a family member who needs preventive
medical care; and 2. When the employee's place of business has been closed by
order of a public official for any health-related reason, or
when an employee's child's school or place of care has been
closed for such a reason. Sick leave covers those situations in which an
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employee is absent from work due to:
(1) Physical injury or illness to the employee, except that sick leave may not be used when an employee is receiving time loss benefits under the Industrial Insurance Act;
(2) The need to care for the employee’s spouse, domestic partner, dependent child, or parent ill;
(3) Medical or dental appointments for the employee or dependent child, provided that the employee must take a reasonable effort to schedule such appointments which have the least interference with the work day;
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(4) Exposure to contagious disease where on-the-job presence of employees would jeopardize the health of others;
(5) Use of prescription drug which impairs job performance or safety;
(6) Actual periods of temporary disability associated with pregnancy or childbirth. Employees may request additional time off beyond the actual period of disability; vacation leave; compensatory time; or leave without pay may be used; and
(7) The death of an immediate family member, besides the three days of bereavement leave as approved by the department head or Mayor.
(e) The City shall require a doctor’s certificate when an employee is absent for a period over three days. The City may also request the opinion of a second doctor, at the City’s expense, to determine whether the employee suffers from a chronic physical or mental condition which impairs his/her ability to perform the essential functions of the job. The City may terminate employees habitually absent due to illness if the City cannot reasonably accommodate their disability and/or when the employee’s absenteeism prevents the orderly and efficient provisions of service to the citizens of the City.
(f) Employees who use all their accumulated sick leave and require more time off work due to illness or injury may, with the Mayor’s prior approval, take leave without pay. The City also has a Shared Sick Leave Policy, reference EWMC 2.36.090.
(g) 960 hours is the maximum number of sick leave hours an employee may carry over from December 31 of one year to January of the next year. Hours not used or not carried over shall be lost.
(h) If an employee is discharged the employee shall lose, with no benefit being paid, all accumulated sick leave. Such sick leave will be reinstated if the employee is rehired by the City within 90 days of being terminated.
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7.4 Leave without pay.
(a) The Mayor may grant leaves of absence without pay for absences from work not covered by any other type of leave or other leave balances are exhausted. Examples of situations for which leave without pay may be granted include time off for personal reasons, pursuing an education, or fulfilling military obligations over fifteen days per year.
(b) Only regular full-time and regular part-time employees who have worked for the City for over six months are eligible for leave without pay. The following requirements apply:
(1) The Mayor may grant leave without pay to an employee for a period of up to ninety days. Further extensions are at the discretion of the Mayor.
(2) An employee must exhaust all accrued vacation before taking any leave without pay.
(3) An employee's benefits are suspended during the period of unpaid leave until the employee returns to work. Vacation, sick leave and/or any other benefits do not accrue while an employee is on leave without pay.
(4) In certain circumstances, self-payment of benefits may apply. See Section 6.3 on Insurance Benefits.
(5) If an employee fails to promptly report for work at the end of the unpaid leave, the City will presume that the employee resigned.
7.5 Jury and witness leave.
(a) The City will grant time off with pay to employees required to serve on a jury or as a witness in a judicial or quasi-judicial proceeding, if they are neither the plaintiff nor defendant in the judicial action. This benefit shall be besides any other leave offered by the City. Employees, receiving notification to report to serve jury duty, or when subpoenaed, shall notify their department head or his/her designee immediately.
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(b) An employee who is empanelled for jury service or who is subpoenaed to testify at a trial shall receive his/her regular rate of pay, not to exceed eight hours per day for each day served.
(c) If the court excuses an employee from jury duty, the employee shall immediately notify his/her department head or his/her designee. At its discretion, the City may require the employee to report to work.
7.6 Administrative leave.
(a) On a case-by-case basis, the City may place an employee on administrative leave with pay for an indefinite period, as approved by the Mayor to be in the best interest of the City, during the pendency of an investigation or other administrative proceeding.
7.7 Military leave.
(a) The City shall grant military leave of absence to any employee who is a member of the National Guard or Reserves of the United States and ordered to active military duty for training. The military leave of absence shall be with pay for a period not to exceed fifteen working days during each calendar year. Any working days taken beyond fifteen working days shall be charged as vacation leave. During the time he/she is on such leave, the employee shall receive his/her regular pay, plus his/her military pay, if any is granted.
(b) Regardless of his/her status, any employee who voluntarily, or upon demand, leaves a position, other than temporary, to enter upon active duty in the armed forces of the United States, or the Washington National Guard, shall be placed on military leave without pay and shall be entitled to be restored to his/her former position, or one of like seniority, status and pay; provided, he/she applies for reemployment within ninety days of his/her termination or separation.
7.8 Bereavement leave.
If a death of an employee’s family member occurs in an employee's immediate family requiring the attendance of an employee (funerals are
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included), the City will grant an employee three days of bereavement leave. If the death of a family member n immediate family member requires an employee to travel out-of-state, the City will grant an employee two, additional days of bereavement leave.
7.9 Holidays.
(a) The City recognizes the following holidays:
New Year’s Day January 1 Martin Luther King’ Birthday 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 Day after Thanksgiving
Christmas Day December 25 Floating Holiday
(b) The City will observe any holiday falling on Saturday on the preceding Friday, and it will observe any holiday falling on Sunday on the following Monday.
(c) The City will pay non-exempt regular full-time employees for the holiday plus their overtimeregular rate of pay for any time worked on an observed holiday. Such time must be pre-authorized by the supervisor.
(d) The City will pay temporary or part-time regular employees at their regular straight time rate for hours worked on a holiday on a prorated basis.
(e) When an employee is off due to sick leave or any other type of leave on a holiday, no time for such leave will be charged to the employee.
(f) If the City requires an employee to work on an observed holiday, the City will give him or her the corresponding number of hours worked as vacation leave.
(g) The City shall allow each employee, upon notice and approval of his/her department head, to designate and
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take one floating holiday per calendar year. Floating holidays cannot be carried over to the next year.
7.10 Faith or conscience leave.
An employee may take two days of unpaid leave per calendar year for a reason of faith; for a reason of conscience; or for an organized activity conducted under the auspices of a religious denomination, church, or religious organization.
To take an unpaid leave, an employee must submit a written request for leave at least 30 days in advance to his or her supervisor. The City will allow an employee to take the unpaid leave on the day requested, unless an employee’s absence would unduly disrupt operations, impose an undue hardship, or the employee is necessary to maintain public safety. The City adopts the Office of Financial Management’s definition of “undue hardship.”
7.11 Family and medical leave (“FMLA”).
(a) Leave for Pregnancy Disability and Family Medical Leave: The City will grant family and disability leave in accordance with State and Federal laws. The City requires an employee to use paid leave (sick, vacation, comp, and on-call) during an FMLA-designated leave. (b) To request pregnancy-disability leave or family-medical leave, an
employee should contact the HR Generalist to start the process.The City complies with federal Family and Medical Leave Act of 1993 (“FMLA”) and with Washington’s Family and Medical Leave Act. This means that, where the law grants an employee more leave than these policies provide, the City provides the employee the leave required by law. If a department head receives a request from an employee for unpaid leave, he or she should contact the City Attorney immediately.
(b) The FMLA provides up to twelve weeks of unpaid leave every twelve months, to eligible employees for certain family and medical reasons.
(c) Unpaid FMLA leave may be granted for the following reasons:
(1) To care for a child after birth or placement for adoption or foster care;
(2) To care for an employee’s spouse/domestic partner, son, daughter or parent who has a serious health condition; or
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(3) For serious health condition that makes an employee unable to perform the essential functions of his/her job.
Leave to care for a child after birth or placement for adoption or foster care must be concluded within twelve months of the birth or placement.
(d) Under some circumstances, an employee may take FMLA leave in blocks of time, or by reducing an employee’s normal weekly or daily work schedule if a medical condition warrants such. In such cases, the City may request the employee to provide a written certification from his/her health care provider which includes the projected dates and duration of treatment and a statement of the medical necessity for taking the leave or working a reduced schedule.
(e) The City may temporarily transfer an employee to an available alternative position with equivalent pay and benefits if the alternative position would better accommodate the employee requesting the change in working schedule.
(f) If an employee intends to take FMLA leave for the birth or placement for adoption or foster care of a child, the Mayor must pre-approve all leave requests.
(g) At the employee’s request or at the City’s direction, certain kinds of paid leave may be substituted for unpaid FMLA leave.
(h) The City may require an employee to use accrued sick leave and vacation leave as part of the employee’s FMLA entitlement.
7.12 Domestic violence leave.
(a) “Intermittent leave” is leave taken in separate blocks of time due to a single qualifying reason. “Reduced leave schedule” means a leave schedule that reduces the usual number of hours per workweek, or hours per workday, of an employee.
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(b) If he or she is a victim of domestic violence, an employee may take reasonable leave from work, intermittent leave, or leave on a reduced leave schedule, with or without pay, to: (1) Seek legal or law enforcement assistance or remedies to ensure the health and safety of the employee or employee's family members including, but not limited to, preparing for, or participating in, any civil or criminal legal proceeding related to or derived from domestic violence, sexual assault, or stalking; (2) Seek treatment by a health care provider for physical or mental injuries caused by domestic violence, sexual assault, or stalking, or to attend to health care treatment for a victim who is the employee's family member; (3) Obtain, or assist a family member in obtaining, services from a domestic violence shelter, rape crisis center, or other social services program for relief from domestic violence, sexual assault, or stalking; (4) Obtain, or assist a family member in obtaining, mental health counseling related to an incident of domestic violence, sexual assault, or stalking, in which the employee or the employee's family member was a victim of domestic violence, sexual assault, or stalking; or (5) Participate in safety planning, temporarily or permanently relocate, or take other actions to increase the safety of the employee or employee's family members from future domestic violence, sexual assault, or stalking.
(c) To request domestic violence leave, an employee should contact the HR Generalist to start the process.
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Chapter 8-Employee responsibilities and conduct.
8.1 General policy.
(a) The City expects all employees to represent the City to the public in a professional, courteous, efficient, and helpful manner. Employees must maintain a clean and neat appearance appropriate to their work assignment, as determined by their position and department head.
(b) Because the proper working relationship between employees and the City depends on such employee’s ongoing job performance, professional conduct and behavior, the City has established certain minimum standards of personal conduct. At a minimum, the City expects basic tact and courtesy towards the public and fellow employees; adherence to City practices, procedures, safety rules and safe work practices; compliance with directions from supervisors; preserving and protecting the City’s equipment, grounds, facilities and resources; and providing orderly and cost efficient services to its citizens.
8.2 Outside employment and conflicts of interest.
(a) Employees shall not, directly or indirectly engage in any outside employment or financial interest that may conflict, in the City’s opinion, with the best interests of the City or interfere with the employee’s ability to perform his/her assigned City job.
Examples include, but are not limited to, outside employment which:
(1) Prevents the employee from being available for work beyond normal working hours, such as emergencies or peak work periods, when such availability is a part of the employee’s job;
(2) Is conducted during the employee’s work hours;
(3) Utilizes City telephones, computers, supplies, or any other resources, facilities or equipment;
(4) Is employment with a firm which contracts with or does business with the City; or
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(5) May be reasonably perceived by members of the public as a conflict of interest or otherwise discredits public service.
(b) An employee, who has an additional job, contractual commitment or self-employment, may do so provided he/she obtains prior approval from the Mayor. The Mayor may not unreasonably withhold approval.
8.3 Political activities.
(a) City employees may participate in political or partisan activities of their choosing if City resources and property are not utilized, and the activity does not adversely affect the responsibilities of the employees in their positions. Employees may not campaign on City time, in City uniform, or while representing the City. Employees may not allow others to use City facilities or funds for political activities.
(b) Any City employee who meets with or may be observed by the public or otherwise represent the City to the public, while performing his/her regular duties may not wear or display any button, badge or sticker relevant to any candidate or ballot issue during working hours. Employees shall not solicit, on City property or City time, for a contribution for a partisan political cause.
(c) Except as noted in this policy, City employees may fully exercise their constitutional First Amendment Rights.
8.4 No tobacco use policy.
For health and safety considerations, the City prohibits tobacco use by employees in all City facilities, including City- owned buildings, vehicles, and offices or other facilities rented or leased by the City, including individual employee offices.
“Tobacco” includes any lit or unlit cigarette, cigar, pipe, blunt, bidi, clove cigarette and any other tobacco product, and spit tobacco, also known as smokeless tobacco, dip, chew and snuff, in any form.
“Use” means the chewing, lighting, smoking and any other usage of any tobacco product.
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8.5 Use of City vehicles and equipment.
Employees shall keep the use of City telephones for local personal phone calls to a minimum. Long distance personal use is prohibited. Other City equipment, including vehicles, should be used by employees for City business only
8.6 Contact with news media.
The Mayor, or his or her specific and express designee, is responsible for all official contacts with the news media during working hours, including answering of questions from the media or providing information to the media. Other employees of the City shall refrain from such official contacts.
8.7 Seat belt policy.
Per Washington law, anyone operating or riding in City vehicles must wear a seat belt.
8.8 Driver’s license requirements.
(a) As part of the requirements for certain specific City positions, an employee may be required to hold a valid Washington State Driver’s license.
(b) If an employee’s license is revoked, suspended or lost, or is in any other way not current or valid, the employee shall promptly notify his/her department head. The City will immediately suspend his/her driving duties. The employee may not resume driving until he/she provides proof of a valid, current license to his/her department head.
8.9 Safety.
(a) Every employee maintains a safe work environment and following the City’s safety rules. Each employee shall promptly report all unsafe or potentially hazardous conditions to his/her department head. The City will strive to remedy problems quickly.
(b) If an employee is involved in an accident involving a personal injury, regardless of how serious, he/she shall immediately notify his/her department head or the Mayor.
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(c) Annually, as scheduled by the Safety Committee, safety procedures will be reviewed in a mandatory employee meeting. Biannual evacuation drills will be practiced.
8.1 0 Substance abuse.
No employee shall possess, consume, control, sell or use alcohol, illegal drugs or other controlled substances during work hours. No employee shall exhibit an on-going dependence on drugs or other controlled substances, which, in the City’s opinion, impairs the employee’s work performance, poses a threat to the public confidence, or is a safety risk to the City or others. The City will support employees who undergo treatment and rehabilitation for alcohol or other chemical dependency, subject to the above rules.
8.1 1 Drug-free workplace.
(a) The City strictly prohibits the manufacturing, distribution, dispensation, possession and use of unlawful drugs or alcohol on City premises or during work hours by City employees.
(b) Employees must notify the City within five days of any conviction for a drug violation in the workplace.
8.12 No solicitation.
(a) The City desires to conduct its operations in an orderly and efficient manner. The City believes its employees and the public should work and receive City services without interference from persons pursuing a purpose unrelated to the City’s normal business.
(b) With this in mind, the City does not allow non- employees to come onto City property or buildings to solicit employees or other members of the public or to distribute literature or other materials for any purpose. The City prohibits employees from distributing any form of literature or other materials in their work areas unrelated to the City’s business purpose or authorized by the Mayor. The City also prohibits employees from soliciting other employees for any cause during their assigned work time. For this purpose, working time means time during which either the soliciting employees or the employees who are the
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object of the solicitation are expected to be engaged in their assigned work.
8.1 3 Internet and email use policies and protocol.
The City has an independent Use of City Resources Policy, which is adopted by this reference.
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Chapter 9-Conflict review procedure.
9.1 Conflict review process.
The City recognizes that sometimes situations arise in which an employee feels he or she has not been treated fairly or under City rules and procedures. The City provides its employees with procedures for resolving issues arising in the workplace.
(a) STEP 1: An employee should first bring the problem or issue to his/her supervisor, unless the problem involves a direct conflict between the employee and the supervisor.
(b) STEP 2: When normal communication between an employee and the supervisor is unsuccessful, or when an employee still disagrees with applying City policies and procedures, or feels unjustly treated, the employee should attempt to resolve the problem with his/her department head, unless the problem involves a direct conflict between the employee and his/her department head. The department head will respond in writing to the employee within five working days after meeting with him/her.
(c) STEP 3: If the employee is not satisfied with the response from the department head, or if the conflict is with the department head, the employee may submit the problem, in writing, to the Mayor as a request for review. The request for review must contain, at a minimum:
(1) A description of the problem or issue of concern to the employee;
(2) Any specific policy or procedure which the employee believes has been violated or misapplied;
(3) The date of the circumstances leading to the complaint or the date when the employee first learned of those circumstances; and
(4) The remedy sought by the employee to resolve the complaint.
An employee shall submit his or her request for review to the Mayor within ten working days of the
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department head’s response or within ten working days after the employee learns of a conflict. The Mayor, however, in his/her discretion may address and attempt to resolve the issue raised in the request even though the timeline has not been met.
(d) The Mayor may meet with the parties, either individually or together, and will respond in writing to the aggrieved employee within ten working days of the receipt of the request for review. The Mayor’s response and decision shall be final and binding.
(e) Certain employees may have over one source of dispute resolution rights, i.e., the City’s Civil Service rules, a collective bargaining agreement, and this complaint process. Employees represented by a bargaining unit or who are covered under civil service rules, should follow grievance procedures set out in their respective labor contracts or civil service rules, where applicable. In all other cases, the procedures described in this section shall be used. Under no circumstances shall an employee have the right to utilize both this process and any other complaint or appeal procedure that may be available to an employee.
(f) Employees shall use this review process, if applicable, or any other review process, as set forth in paragraph (e) to resolve issues or conflicts arising in the workplace. Using alternative methods to resolve conflicts, resolve issues between employees, or to complain about performing any other employee will not be tolerated. Employees shall not engage in any form of communication in the workplace for, or having the effect of, criticizing the behavior or performance of any other employee. NOTICE IS HEREBY GIVEN THAT SUCH BEHAVIOR SHALL RESULT IN DISCIPLINE, POSSIBLY INCLUDING IMMEDIATE TERMINATION.
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Chapter 10-Discipline and Terminations.
10.1 Discipline.
(a) The City expects all employees to exercise good judgment, loyalty, common sense, dedication, and courtesy to perform their duties. The primary mission of every employee is to provide courteous, orderly, efficient, and economic delivery of services to the citizens of the City.
(b) Acts, errors, or omissions, which discredit the public service or impair the provision of orderly services to the citizens of the City may result in discipline, including termination.
(c) The Mayor, department head or supervisor has full discretion and authority to impose disciplinary action under City policy and the circumstances of the case.
(d) If an employee has not committed a serious offense but engages in behavior that requires discipline, the City will use the following disciplinary action, depending on the situation. The City does not guarantee that any or all of these actions will be used prior to termination if, in the discretion of the Mayor, termination is warranted.
1. Oral Warning. An oral warning is a counseling session between the employee’s supervisor and the employee on the subject of the employee’s conduct and performance, or his/her failure to observe a rule, regulation, or administrative instruction. It should increase an employee’s efficiency and value to the City by changing the employee’s conduct, attitude, habits, or work methods. Following the counseling session, the supervisor shall document the oral warning.
2. Reprimand. A reprimand is a formal written disciplinary action for misconduct, inadequate performance, or repeated lesser infractions. Written reprimands are placed in the employee’s personnel file.
3. Suspension. A suspension is a temporary, unpaid absence from duty that may be imposed as a
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penalty for significant misconduct or repeated, lesser infractions. A suspension is a severe disciplinary action, which the City makes part of the employee’s permanent record. The City shall provide all written documents to an employee.
(e) The City may suspend an employee with pay, when the City places an employee on administrative leave, pending the results of any investigation or a disciplinary action, where factors such as public confidence, the safety of the employee or the efficient functioning of the City are implicated.call for suspension.
10.2 Termination.
(a) The City will immediately terminate any employee who commits a serious offense. The City defines the following type of behavior as a serious offense.
(1) Conviction of a felony;
(2) Sexual or other unlawful or unwelcome harassment or discrimination;
(3) Intentionally causing bodily harm to another employee;
(4) Theft or vandalism of City property;
(5) Falsification of City records;
(6) Reporting to work under the influence of alcohol or illegal drugs.
(7) Possession, distribution, sale, transfer, or use of alcohol or illegal drugs in the workplace;
(8) Gross negligence or improper conduct leading to damage of City-owned property;
(9) Gross insubordination;
(10) Using threatening language; and
(11) Any other behavior that the Mayor, in his/her discretion, determines to be a serious offense.
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(b) The following may result in termination from City employment:
(1) Violation of a City policy, unless the policy has been made inapplicable by notification from the Mayor, as set forth on page one.
(2) When the City Council determines that a lack of work or funding exists regarding the employee’s position.
(3) If the employee has a physical or mental impairment that prevents him/her from performing the required duties of the employee’s position and the employee cannot be reasonably accommodated. Termination must be supported by medical evidence, which establishes that the individual cannot perform bona fide job requirements. The City may require an examination at its expense performed by a physician of its choice. Failure to submit to such request may cause termination.
(c) The City does not intend for the two, preceding sections to be a list of all reasons for which termination may occur. The City reserves the right to terminate any employee at will.
10.3 Layoff.
(a) The City may lay off employees for lack of work, budgetary restrictions or other changes that have taken place.
(b) The City will lay off temporary employees or employees who have not completed six months of employment before other regular employees.
(c) In determining who is laid off, the City will consider individual performance and the qualifications required for remaining jobs. When performance and qualifications are equal, the City may consider seniority.
(d) Employees laid off may be eligible to be re-employed if a vacancy occurs in a position for which they are qualified.
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10.4 Resignation.
An employee should provide a two-week notice of resignation. This time limit may be waived by the employee’s department head or by the Mayor.
10.5 Death.
Upon death of an employee, all compensation due shall be paid to the surviving spouse/domestic partner/dependents or the estate of the employee.
10.6 Exit interviews.
(a) Purpose. The City will provide each departing employee with the opportunity to provide the City with feedback regarding their employment. The City sees the Exit Questionnaire not only as a way to understand the reason(s) for an employee’s departure, but as a way to identify trends, improve employee retention, ascertain levels of employee satisfaction, and reduce turnover.
(b) Policy. The City will provide a departing employee with an Exit Questionnaire. The departing employee shall complete and return the Exit Questionnaire form to the Mayor. The employee may schedule a face-to- face-interview with the Mayor.
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Chapter 11-Additional Policies.
11.1 Fitness test.
The City will pay $300 (less deductions required by law) to an employee who meets or exceeds the Criminal Justice Training Commission’s Basic Law Enforcement Academy Fitness Ability Test. The City will give the test once a year at the discretion of the Mayor. The Mayor, or designee, will administer the test. If an employee fails to meet the Fitness Standards on a testing date, the employee is ineligible to receive fitness pay for that period. An employee is not entitled any type of compensation for participating in a fitness test. Neither the Union nor an employee may grieve a failed fitness test.
11.2 Bilingual Incentive Pay.
Bilingual Incentive Pay. The City shall pay employees competent in foreign language(s) utilized in daily performance of work activities or in service to the City, one and a half percent (1.5%) of base rate pay. To receive bilingual incentive pay, an employee must demonstrate competency by obtaining certification status from the Department of Social and Health Services by passing a bilingual fluency test for DSHS employees and new recruits (or an equivalent test with the Mayor’s approval).
11.3 Light Duty.
(a) Light duty is a temporary, less arduous duty position. It may include a job classification at a lower salary level.
(b) To request a light duty assignment, an employee must submit the following to his or her immediate supervisor: (1) a written request for light duty, and (2) a medical certificate from the employee’s treating physician, which indicates the diagnosis, the prognosis, and the functional limitations of the employee.
(c) If an employee submits the required documentation, the City will provide a light duty assignment for an employee who is unable to perform his or her full and regular duty due to a work-related injury for up to a maximum of 120 days.
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(d) If an employee submits the required documentation, the City may provide a light duty assignment for an employee who is unable to perform his or her full and regular duty due to a non-work-related injury for up to a maximum of 60 days.
(e) The City will review the light duty assignment every 30 days to determine if the assignment needs to continue.
(f) Nothing in this policy limits an employee’s right to seek reasonable accommodations as provided by federal and state law. At the end of a light duty assignment, in order to continue working, an employee must be able to perform the essential functions of his of his or her regular job, with reasonable accommodation if the employee is disabled, and if reasonable accommodation is necessary.
11.4 Policies incorporated by reference.
The following City policies, including all future amendments, are adopted by reference:
Breast Reconstruction Benefits
Healthcare Continuation Coverage Notice of COBRA Requirements Salary Step Plan Use of City Resources Policy Whistleblower Protection Policy Workplace Harassment Policy
The most current versions of these policies are posted on the City’s website.
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City of East Wenatchee Personnel Policies
Receipt and Acknowledgment
I:
Received and read the City of East Wenatchee’s Manual of Personnel Policies and Procedures Effective March 1, 2015;
Understand and agree these policies do not guarantee my employment by the City for any set duration and do not provides me with anythe assurance that the City will follow these policies if they are in effect;
Understand that no one in the City has the authority to enter into any agreement for employment for a specified period of time or to make other representations or agreements inconsistent with these policies unless it is in writing and signed by the Mayor;
Understand the City may revise and update the policies and procedures from time to time; and
Understand these policies revoke and supersede any prior handbooks, statements of employment policies, guidelines and procedures, or employment manuals, handbooks, or other documents issued by the City.
Employee’s Signature Date
Employee’s Name (Printed)
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City of East Wenatchee Resolution 2017-08 Page 1 of 2
City of East Wenatchee, Washington Resolution No. 2017-08 A Resolution of the City of East Wenatchee, Washington adopting a Manual of Personnel Procedures and Polices by repealing Resolution 2015-06.
1. Alternate format.
1.1. Para leer este documento en otro formato (español, Braille, leer en voz alta, etc.), póngase en contacto con el vendedor de la ciudad al alternateformat@east-wenatchee.com, al (509) 884-9515 o al 711 (TTY).
1.2. To read this document in an alternate format (Spanish, Braille, read aloud, etc.), please contact the City Clerk at alternateformat@east-wenatchee.com, at (509) 884-9515, or at 711 (TTY).
2. Authority.
2.1. RCW 35A.11.020 and RCW 35A.12.190 authorize the City Council to organize and regulate its internal affairs and to define the powers, functions and duties of its officers and employees.
THE CITY COUNCIL OF THE CITY OF EAST WENATCHEE DO RESOLVE AS FOLLOWS:
3. Repeal. The City Council repeals Resolution 2015-06.
4. Adoption. The City Council adopts the language set forth in Exhibit A as the City of East Wenatchee’s Manual of Personnel Policies and Procedures.
5. Severability. If a court of competent jurisdiction declares any provision in this resolution to be contrary to law, such declaration shall not affect the validity of the other provisions of this Resolution.
6. Effective date. This Resolution becomes effective September 1, 2017.
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City of East Wenatchee Resolution 2017-08 Page 2 of 2
Passed by the City Council of East Wenatchee, at a regular meeting thereof on this _____ day of _______________, 2017.
The City of East Wenatchee, Washington By _________________________________ Steven C. Lacy, Mayor Attest: ___________________________ ___________________________, City Clerk Approved as to form only: ___________________________ Devin Poulson, City Attorney Filed with the City Clerk: __________ Passed by the City Council: __________ Effective Date: __________
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CITY OF
EAST WENATCHEE
MANUAL OF PERSONNEL
POLICIES AND
PROCEDURES
Effective September 1, 2017
Exhibit A to Resolution No. 2017-08 139 of 199
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Forward
As an employee of the City of East Wenatchee (“City”), you are among an elite group of people who have chosen public service as a career field. Public service rewards those who truly believe in the age-old concept of service. Because it is vital for an employee to consistently contribute to the overall level of service provided by the City, the City designed this employee handbook to give you the foundation to formulate your personal plan of how you best represent the vision, ideals and values of the City.
Promoting Positive Public Relations
Because the City is owned, financed and controlled by the people, the citizens of the City are ultimately your employer. Hence, in your everyday dealings with the public, with elected officials, and with co-workers, you must always be helpful and courteous. Although you ultimately answer to the citizens, you need to follow the proper chain-of-command from the line worker, to the supervisor, to the department head, and ultimately to the Mayor. You must factor the public’s wellbeing into every decision you make as a City employee. If you are uncomfortable with the decision you are about to make, then it is better you refer the decision to the next in line in the chain-of-command.
Manual/Handbook Purpose
The purpose of workplace rules and regulations facilitates efficient service to the public and to develop a uniform system that equitably deals with all employees of the departments.
These policies are adopted by Resolution No. 2017-08
The City reserves the right to repeal, modify or amend these policies. By implementing these policies, the City is not creating a vested contractual right for any employee, and the City is not limiting the power of the City Co uncil to repeal or modify these policies.
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TABLE OF CONTENTS
FORWARD ........................................................................................................................ii
PROMOTING POSITIVE PUBLIC RELATIONS ................................................... ii
MANUAL/HANDBOOK PURPOSE .............................................................................ii
CHAPTER 1-GENERAL ............................................................................................... 1
1.1 City employees are “at will’ employees...................................................... 1 1.2 Letter from the Mayor. .................................................................................. 2
1.3 Code of Ethics…….......................................................................................... 2
1.4 Equal Employment Opportunity. ............................................................... 5 1.5 Workplace Violence ........................................................................................ 5 1.6 Anti-Harassment. ........................................................................................... 6
1.7 Definitions ........................................................................................................ 6
1.8 Personnel Records. ......................................................................................... 7 1.9 Safety Equipment. .......................................................................................... 8
CHAPTER 2-HOURS AND ATTENDANCE. .......................................................... 9
2.1 Working hours. ................................................................................................ 9
2.2 Hours of work and overtime......................................................................... 9 2.3 Compensatory time. ..................................................................................... 10
2.4 Attendance ..................................................................................................... 10
2.5 Breaks and meal periods. ........................................................................... 11 2.6 Call back. ........................................................................................................ 11
2.7 Payroll records. ............................................................................................. 12
CHAPTER 3-EMPLOYMENT PRACTICES. ......................................................... 13
3.1 Recruiting. ...................................................................................................... 13 3.2 Hiring. ............................................................................................................. 13
3.3 Temporary employees.................................................................................. 14
3.4 Employment of relatives (Nepotism). ...................................................... 15
3.5 Promotions and transfers. .......................................................................... 15
CHAPTER 4-COMPENSATION............................................................................... 16
4.1 Paydays. .......................................................................................................... 16
4.2 Deductions...................................................................................................... 16 4.3 Salary classification, grades, and pay rates. .......................................... 16 4.4 Longevity pay plan. ...................................................................................... 17
4.5 Tuition reimbursement policy for employees who are not
members of a collective bargaining unit.................................................. 18 4.6 Travel expenses............................................................................................. 18 4.7 Compensation upon termination. ............................................................. 19
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CHAPTER 5-PERFORMANCE EVALUATIONS AND TRAINING. ............... 21
5.1 Performance evaluations. ........................................................................... 21
5.2 Training policy. ............................................................................................. 21
CHAPTER 6-BENEFITS. ........................................................................................... 22
6.1 Retirement benefits...................................................................................... 22
6.2 Disability benefits. ....................................................................................... 22
6.3 Insurance benefits. ....................................................................................... 23 6.4 Employment recognition and service awards. ....................................... 26
CHAPTER 7-LEAVES OF ABSENCE AND TIME OFF. ................................... 27
7.1 Leaves.............................................................................................................. 27
7.2 Vacation. ......................................................................................................... 27 7.3 Sick leave........................................................................................................ 28 7.4 Leave without pay. ....................................................................................... 30
7.5 Jury and witness leave. ............................................................................... 30
7.6 Administrative leave.................................................................................... 31 7.7 Military leave. ............................................................................................... 32
7.8 Bereavement leave. ...................................................................................... 32
7.9 Holidays. ......................................................................................................... 32
7.10 Faith or conscience leave........................................................................... 32 7.11 Leave for Pregnancy Disability and Family and medical leave......... 33
7.12 Domestic Violence Leave……………………………………………………..33
CHAPTER 8-EMPLOYEE RESPONSIBILITIES AND CONDUCT. ............... 35
8.1 General policy................................................................................................ 35 8.2 Outside employment and conflicts of interest. ...................................... 35 8.3 Political activities. ........................................................................................ 36
8.4 No tobacco use policy. .................................................................................. 36
8.5 Use of City vehicles and equipment. ........................................................ 37 8.6 Contact with news media. .......................................................................... 37
8.7 Seat belt policy. ............................................................................................. 37
8.8 Driver’s license requirements. ................................................................... 37
8.9 Safety.............................................................................................................. 37 8.1 0 Substance abuse. ........................................................................................ 38
8.11 Drug-free workplace..................................................................................... 38
8.12 No solicitation................................................................................................ 38
8.13 Internet and email use policies and protocol. ...................................... 39
CHAPTER 9-CONFLICT REVIEW PROCEDURE.............................................. 40
9.1 Conflict review process. ............................................................................... 40
CHAPTER 10-DISCIPLINE AND TERMINATIONS.......................................... 42
10.1 Discipline. ....................................................................................................... 42 10.2 Termination. .................................................................................................. 42 10.3 Layoff............................................................................................................... 43 10.4 Resignation. ................................................................................................... 44
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10.5 Death. .............................................................................................................. 44
10.6 Exit interviews. ............................................................................................. 44
CHAPTER 11-ADDITIONAL POLICIES. .............................................................. 45
11.1 Fitness test..................................................................................................... 45
11.2 Bilingual Incentive Pay............................................................................... 45
11.3 Light Duty. ..................................................................................................... 45 11.4 Policies incorporated by reference. ........................................................... 46
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Chapter 1-General
1.1 City employees are “at will’ employees.
(a) This manual contains the policies and the procedures, which both the City and all its employees shall follow during an employee’s employment by the City. The City Council may amend or repeal these policies and these procedures. The City intends these policies and procedures to govern the employment relationship between the City and its employees. Employees may rely upon these policies and procedures so long as they are in effect. If, however, an employee receives specific notice from the Mayor that the City intends to deviate from or change any policy or procedure as to that employee, the contents of specific notice shall solely govern that employee’s employment relationship with the City.
(b) ALL CITY EMPLOYEES ARE EMPLOYED STRICTLY AT THE WILL OF THE CITY. BECAUSE ALL CITY EMPLOYEES ARE “AT WILL EMPLOYEES.” NOTHING CONTAINED IN THIS MANUAL IS MEANT TO, NOR SHALL, CONSTITUTE ANY WAIVER OF THE CITY’S RIGHT TO TERMINATE ANY CITY EMPLOYEE, INCLUDING DEPARTMENT HEADS, FOR ANY REASON.
(c) These personnel policies apply to all City employees. These personnel policies shall not apply to elected officials and independent contractors. If any provision conflicts with any provision of a valid and effective collective bargaining agreement, the provision of the collective bargaining agreement shall govern. Similarly, if any provision conflicts with any provision of applicable Civil Service rules and regulations, the provision of the Civil Service rules and regulations shall govern. In all other cases, these policies shall govern.
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1.2 Letter from the Mayor.
In 1931, East Wenatchee, Washington was the landing site of the first non-stop trans-Pacific flight. Shortly after taking off from Misawa, Japan, Pilot Clyde Pangborn jettisoned his plane’s landing gear to conserve fuel. Then he piloted his plane, Miss Veedol, 4,500 miles (4.5 times further than Lindbergh’s trans-Atlantic flight) across the Pacific Ocean and successfully landed in East Wenatchee. A hanger at East Wenatchee’s Pangborn Airport now houses a replica of Miss Veedol.
In accomplishing its dual mission of providing high quality services to its citizens and conserving their resources, the City seeks to replicate the values that brought Miss Veedol across the Pacific Ocean, namely: vision, preparation, hard- work and courage.
As Mayor, I invite all employees to emulate these qualities in their job performance so the City can create a Spirit of East Wenatchee among its employees and among its citizens.
As Mayor, that it is in the best interest of the City and its employees to have written personnel policies to help the City meet its mission, to prevent misunderstandings and problems, and to ensure that all employees know what the City expects of them. I request that all employees thoroughly familiarize themselves with the contents of this Manual so all personnel policies of the City may be appropriately administered.
1.3 Code of Ethics
(a)No city employee may use City-owned vehicles, equipment, materials or property for personal convenience or profit. Use is restricted to such services as are available to the public for the authorized conduct of official business, and for such purposes and under such conditions as directed by the Mayor.
(b)No city employee shall engage in any act, which is in conflict with, or creates an appearance of conflict with, performing official duties. An employee is deemed to have a conflict of interest if the employee:
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(1)Receives or has any financial interest in any sale to the City of any service or property when such financial interest was received knowing the City intended to purchase such property or obtain such service;
(2)Solicits, accepts or seeks anything of economic value as a gift, gratuity, or favor from any person, firm or corporation involved in a contract or transaction which is or may be the subject of official action of the City; provided, that the prohibition against gifts or favors shall not apply to:
i. Attendance of an employee at a hosted meal when provided with a meeting directly related to the conduct of City business or where official attendance by the employee as a staff representative is appropriate;
ii. An award publicly presented in recognition of public service; or
iii. Any gift offered or given to the employee if he or she were not a city employee;
(3)Participates in his or her capacity as a city employee in making a contract in which he or she has a private pecuniary interest, direct or indirect, or performs regarding such a contract some function requiring exercising discretion for the City;
(4) Influences the City’s selection of, or its conduct of business with, a corporation, person or firm having business with the City if the employee has financial interest in or with the corporation, person or firm;
(5)Engages in, accepts private employment from or renders services for private interest when such employment or service is incompatible with the proper discharge of official duties or would impair independence of judgment or action to perform official duties;
(6)Appears for a private person, other than his or herself or a family member or except as a witness under subpoena, before any regulatory governmental agency or court of law in an action or proceeding to which the City or a City officer in an official capacity is a party, or accepts a retainer or compensation contingent upon a specific action by
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the City;
(7)Discloses or uses, without legal authorization, confidential information concerning the property or affairs of the City to advance a private interest regarding any contract or transaction which is or may be the subject of official action of the City;
(8)Has a financial or personal interest in any legislation coming before the City Council and participates in discussion with or gives an official opinion to the City Council unless the employee discloses on the record of the council the nature and extent of such interest;
(9)Holds, directly or indirectly, for personal financial gain, investment or speculation, any interest in real property situated within the City, if such employee in his or her official duties performs any function requiring exercising discretion for the City regarding regulating land use or development; provided, this prohibition shall not apply to:
i. Real property devoted to the personal use or residence of the employee or a family member of the employee’s; or ii. Any other interest in real property held by the employee on the date of enactment of this chapter.
(10) No city employee shall use his official authority or influence to interfere with or affecting the result of an election for a position on the City Council or for Mayor.
(11) Nothing in this section shall prevent an employee from fully exercising those rights to participate in political activities granted by state law or by federal law.
(12) If the Mayor determines that an employee has violated these guidelines, the City may terminate and/or temporarily suspended with loss of pay that employee’s employment with the City.
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1.4 Equal Employment Opportunity.
(a) The City is an equal employment opportunity employer. The City employs, retains, promotes, terminates and otherwise treats all employees and job applicants based on merit, qualifications, and competence. The City shall apply this policy without regard to an individual’s sex, race, color, religion, national origin, pregnancy, age, marital status, or disability.
(b) The City will not discriminate against applicants or employees with sensory, physical or mental impairment, unless the impairment cannot be reasonably accommodated and the impairment prevents proper performance of an essential element of the job.
1.5 Workplace Violence
(a) The City will provide a safe workplace for its employees, contractors, vendors, and the public.
(b) The City strictly prohibits threatened or actual workplace violence. This includes, but is not limited to, and of the following conduct associated with or around the workplace, or otherwise related to employment:
(1) Threatening injury or damage against personal property;
(2) Fighting or threatening to fight with another person;
(3) Threatening to use a weapon on City premises (unless required to carry a firearm or weapon as a condition of employment);
(4) Abusing or damaging property;
(5) Using obscene or abusive language or gestures in a threatening manner; and
(6) Raising voices in a threatening manner.
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(c) An employee must report any workplace violence incidents or incidents indicating a potential violence to his or her supervisor and/or Department Head when possible. If the City determines that an employee has violated this policy, the employee will be subject to immediate discipline up to and including termination.
(d) Any employee who reasonably believes he or she is involved in a situation with an aggressive employee, contractor, vendor, or other party who may immediately become violent (e.g., any person who uses abusive language or gestures, makes threats or acts in a threatening manner) and puts the employee or others in imminent danger, the employee should leave the work area and immediately call 911 to request officer contact. The City shall take no disciplinary action against any employee who leaves his or her work area when the employee has a reasonable belief that a situation with an aggressive person is likely to turn violent. The employee should coordinate the timing and circumstances of possible return by the employee to the area with police and/or with their supervisor.
(e) To prevent inappropriate outsider access, employees must adhere to the City’s security policies and rules at all time. Built-in security must rule and procedures are enforced at all-times (e.g. doors locked after hours).
1.6 Anti-Harassment.
The City has an independent workplace harassment policy and an independent whistle blower policies. The City adopts each policy by reference.
1.7 Definitions
(a) Department Head – An employee responsible for directing one or more departments, including where the department may only comprise that employee. (b) Family Member – “Family member” of an employee means any of the following: (1) A child, including a biological, adopted, or foster child, stepchild, or a child to whom the employee stands in loco parentis, is a legal guardian, or is a de facto parent, regardless of age or dependency status;
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(2) A biological, adoptive, de facto, or foster parent, stepparent, or legal guardian of an employee or the employee's spouse or registered domestic partner, or a person who stood in loco parentis when the employee was a minor child; (3) A spouse; (4) A registered domestic partner; (5) A grandparent; (6) A grandchild; or (7) A sibling.
(c) Regular Full-Time Employee – An employee who regularly works a minimum of forty hours a week on a continuing basis and who is not a department head.
(d) Regular Part-Time Employee – An employee who may work less than forty hours a week but at least twenty hours a week on a continuing basis.
(e) Temporary Employees – Temporary employees are those employees who hold jobs in limited duration arising out of special projects, abnormal workloads or emergencies. Temporary employees are not eligible for City benefits.
(f) Exempt / Non-Exempt Employees –shall be defined as set forth in applicable State or Federal Law.
1.8 Personnel Records.
(a) The City keeps a personnel file for each employee. The City limits access to a personnel file to the employee, the employee’s department head, the City Attorney, the Human Resource Generalist, and the Mayor. An employee’s personnel file contains the employee’s name, title and/or position held, job description, assigned department, salary, changes of employment status, evaluations, and disciplinary documents. The City Treasurer keeps a separate payroll file for every employee, including, but not limited to payroll information, insurance information, and workers compensation documents.
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(b) An employee may inspect his or her personnel file or his or her payroll file. The City may require that the Human Resource Generalist be present during the inspection. An employee has the right to obtain copies of documents at the employee’s own expense. An employee may request removal of irrelevant or erroneous information in his/her personnel file. If the City denies the employee’s request to remove the information, the employee may file a written rebuttal statement to be placed in his/her file.
(c) The City keeps personnel files confidential to the maximum extent permitted by law. Except for routine verifications of employment, the City will not release information in an employee’s personnel file to the public, including the press, unless state or federal law requires the City to release the information or unless an employee authorizes, in writing, the City to release his or her file.
1.9 Safety Equipment.
The City shall provide the following safety equipment to all employees required by OSHA, WISHA, or L&I to use such equipment:
(a) Safety helmets; (b) Safety vests; (c) Hearing protection (d) Safety goggles (eye protection); and (e) Gloves.
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Chapter 2-Hours and Attendance.
2.1 Working hours.
(a) A normal working schedule for regular, full-time employees comprises forty hours each workweek. The Mayor may establish different work schedules, such as in police employees, to meet job assignments and provide necessary City services. Each employee’s department head will advise the employee regarding his/her specific working hours.
(b) Regular part-time and temporary employees will work hours as specified by their department heads.
2.2 Hours of work and overtime.
(a) All City positions are designated as either “exempt” or “non-exempt” according to the Fair Labor Standards Act (“FLSA”) regulations and/or Washington State Law.
(b) For non-exempt City employees, the established work period is forty hours within a seven-day workweek.
(c) Non-exempt employees may be entitled to additional compensation, either in cash or in compensatory time off, when they work more than the maximum number of hours during a work period.
(d) An employee's department head must authorize all overtime pay before an employee may work overtime hours.
(e) Consistent with federal and state laws, the City calculates overtime/compensatory time at one and one- half times the employee’s regular rate of pay for all time worked beyond the established work period.
(f) When computing overtime/compensatory time, the City counts holiday leave, sick leave, vacation leave, and the use of already accrued compensatory time as hours worked as approved by department head.
(g) The City expects exempt employees to work the number of hours necessary to fulfill job assignments, and it expects exempt employees will work at least a forty-hour workweek. An exempt employee must follow the City’s leave request procedures for any time away from work.
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(h) Exempt employees are not covered by the overtime provisions of the FLSA or Washington State Law. Exempt employees receive neither overtime pay, nor compensatory time
(i) The City has a responsibility to account for the tax revenue it receives. This principle of public accountability prohibits the City from gifting public funds (Washington Constitution article 8, section 7). Likewise, WAC 296-128-533 permits the City to reduce an exempt employee's pay for absences of less than one work day. Thus, if an exempt employee works less than 40 hours in a workweek, the City will require that employee to use accrued leave for each hour absent from work. If an exempt employee has no accrued leave, the City will reduce the amount of that employee’s pay by the number of hours absent from work.
2.3 Compensatory time.
Non-exempt employees entitled to overtime pay may elect to receive compensatory time. Department Heads may approve requests for compensatory time on a case-by-case basis. If an employee’s department head approves the request for compensatory time, the City will credit the employee with one and one-half times the hours worked as overtime.
(a) Employees may use compensatory time within a reasonable time after making a request to their department head, unless doing so would unduly disrupt City operations. Employees must use compensatory time in hourly increments.
(b) An employee may accrue up to 120 hours of compensatory time. The City will pay out any unused compensatory time based upon the balance at the end of November. The employee will receive this compensatory pay by December 5.
2.4 Attendance
(a) Punctual and consistent attendance is a condition of employment. Each department head shall maintain an accurate record of his/her employee’s attendance.
(b) If an employee cannot work or unable to report to work on time, he or she must notify his/her supervisor, when possible, ordinarily before the work day begins or within thirty minutes of the employee’s usual starting
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time. If the absence continues beyond one day, the employee reports in each day. If the supervisor is unavailable, the employee may leave a message with his/her designated representative, stating the reaso n for being late or unable to report to work.
(c) The City expects employees to report to work even during inclement weather. Department heads may allow employees to report late or leave early during severe weather conditions. Non-attendance, however, will be counted as an absence from work and will be charged to accrued vacation leave hours. If severe weather conditions arise, the Mayor or the Chief of Police may close City Hall. If City Hall is closed, employees will be advised accordingly.
(d) No employee shall be absent without authorization or notification.
2.5 Breaks and meal periods.
(a) An employee may take a fifteen-minute break for every four hours worked. An employee must coordinate all breaks so they do not interfere with City business or with service to the public.
(b) Department heads shall schedule meal periods. The scheduling of meal periods may vary depending on department workload. Meal periods are unpaid and usually one hour in length.
2.6 Call back.
(a) The City defines a “call back” as an official assignment of work, which does not immediately precede or immediately follow an employee's scheduled work hours. The City shall compensate call back at the appropriate rate for two hours or for the actual time of the assignment, whichever is greater.
(b) All employees are subject to call back in emergencies or by the City to provide necessary services to the public.
(c) A refusal to respond to a call back, without reasonable explanation, is grounds for immediate disciplinary action, including termination.
(d) Employees called back to duty will be paid their appropriate rate of pay for hours worked (the overtime rate, if applicable.)
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2.7 Payroll records.
The City Treasurer keeps official payroll records. Semi- monthly, each department head shall turn in a signed work record for each non-exempt employee within his/her department, noting hours worked, leave taken and overtime worked. The Mayor shall sign work records for department heads.
Exhibit A to Resolution No. 2017-08 155 of 199
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Chapter 3-Employment Practices.
3.1 Recruiting.
(a) The City recruits employees solely on the basis of ability, merit, qualifications and competence, without regard to race, creed, color, national origin, sex, honorably discharged veteran or military status, sexual orientation, or the presence of any sensory, mental, or physical disability or the use of a trained dog guide or service animal by a person with a disability
(b) Each applicant shall submit a resume with qualifications and complete any application required by the City prior to being considered for any position.
3.2 Hiring.
(a) Before posting or advertising to fill a vacant position, the department head shall review the position, its job description and the need for the position. The department head will submit a request to fill the position to the Mayor. The Human Resource Generalist will post and/or advertise for the position only after the Mayor has approved the request. Before public advertising, the Human Resource Generalist will post positions “in-house” for a period of seven days. If the Mayor determines that exigent circumstances exist or that no current employee is qualified to fill the position, he/she may suspend the in- house-posting requirement. Likewise, the City is not required to publicly advertise a position.
(b) Although an employee does not have to reside within the City, he or she must select a place of residence that does not interfere with the daily performance of his/her duties and responsibilities.
(c) If a position requires the operation of a motor vehicle, applicants for the position must be at least eighteen years old and must possess a valid Washington State driver’s license with any necessary endorsements. The City may check an applicant’s driving record. The City may disqualify applicants with poor driving records for City positions that require driving.
(d) If the City determines it is necessary, the City may administer pre-employment examinations to test the qualifications and abilities of applicants. The City may contract with any competent agency or individual to
Exhibit A to Resolution No. 2017-08 156 of 199
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prepare and/or administer examinations. Sometimes, the City may also require a background check.
(e) After the City makes an offer of employment and before the applicant commences employment, the City may require persons selected for employment to pass a medical examination. The medical examination may include testing for drugs and controlled substances. The test determines if an individual can physically perform the essential functions of the job and to ensure his/her physical condition will not endanger the health, safety, or well-being of other employees or the public.
(f) The City may disqualify a candidate from consideration if: (1) the candidate is found physically unable to perform the essential duties of the position (and the individual’s condition cannot reasonably be accommodated in the workplace); (2) the candidate refuses to submit to a medical examination or complete medical history forms; or (3) if the exam reveals use of drugs and/or controlled substances.
3.3 Temporary employees.
(a) With approval of the department head, temporary employees may be used during emergencies or other peak workload periods, to temporarily replace regular employees absent due to disability, illness, vacation leave or other approved leave, or to temporarily fill a vacancy until a regular employee is hired.
(b) The City may hire temporary employees without competitive recruitment or examination.
(c) Temporary employees may not work over ninety hours a month (seventy hours a month if eligible for PERS I) for over five months in a twelve month period.
(d) Temporary employees are eligible for overtime pay as required by law. Temporary employees are not eligible and receive no retirement, vacation, sick leave, health insurance, holiday or any other benefits during their employment.
Exhibit A to Resolution No. 2017-08 157 of 199
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Exhibit A to Resolution No. 2017-08 158 of 199
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3.4 Employment of relatives (Nepotism). The law prohibits discrimination against an employee because of marital status or any other relationship with another employee. The City seeks to employ qualified persons in all positions without regard to a person’s relationship with other City employees. However, no employee may supervise his or her parent, child, spouse, domestic partner, sibling, in-law, or close relative. No City official may vote, make recommendations, or in any other way participate in the decision of any matter that may directly affect the appointment, promotion, salary, or any other status or interest of his or her parent, child, spouse, domestic partner, sibling, in-law, or close relative.
3.5 Promotions and transfers.
(a) The City encourages qualified employees to apply for vacant City positions. The City bases promotions and transfers on the department head’s recommendation, work force requirements, performance evaluations, job descriptions and related City requirements.
(b) Regular employees are eligible for promotion, transfer or voluntary demotion. To be eligible for another position, an employee must possess the qualifications for the vacant position.
Exhibit A to Resolution No. 2017-08 159 of 199
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4.1 Paydays.
Chapter 4-Compensation.
The City pays its employees by the 5th and by the 20th of each month. If payday falls on a Saturday, a Sunday, or a Monday holiday, the City will distribute paychecks on the preceding Friday by 5:00 p.m. The City encourages an employee to authorize the City to deposit his or her net pay directly into his or her designated bank account.
4.2 Deductions.
The law requires the City to deduct money from the employee’s earnings. The City will withhold from the employee’s paycheck those deductions required by law and any voluntary deductions authorized by the employee, applicable union contract, or statute. The employee must notify the payroll department by the 15th day of the effective month of any changes or additions in deductions to receive the benefit of such changes that month.
4.3 Salary classification, grades, and pay rates.
(a) Each job title within the City is classified, for salary, into one of the City’s classifications based on job qualifications, level of responsibility, difficulty, working conditions, skill hazard, and amount of supervision required for the specific position. Each classification is assigned a range that corresponds to the general market conditions for a similar classification at other comparative Eastern Washington public entities. From time to time, the City Council will establish, by resolution, which public entities are comparable to the City.
(b) The pay range for each job classification is divided into 17 steps where the 9th step (middle point corresponds to the median salary by comparable public entities). The median salary paid by comparable public entities will be based upon the approximate average of the high and low pay for each of the comparable public entities. The City will use the AWC Salary & Benefit Survey as the primary source of information to determine the high and low pay. The City Treasurer may use other sources to supplement this information as he or she deems necessary. The differential between a step is 2.5% and the annual salary figure is rounded up to the nearest whole dollar.
Exhibit A to Resolution No. 2017-08 160 of 199
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Usually, new employees start their employment at the minimum salary range for their classification. If a department head, however, receives written authorization from the Mayor, a department head may hire up to the 9th step, if sufficient funding is available and the employee’s experience, training or proven capabilities warrants higher salary.
(c) Unless otherwise specified in a collective bargaining agreement, all City employees who receive a “meets expectations” performance evaluation are eligible for a step raise. Employees within 1-8 steps receiving an “exceeds expectations” performance rating are eligible for a two-step raise). Employees who receive a “below expectations” evaluation rating are not eligible for a step raise. Eligibility for a step raise does not guarantee an employee will receive a step raise. The Mayor retains final discretion to grant a step raise.
(d) An employee who receives a “below expectations” job evaluation may request to be reevaluated after a 90- day period but no later than six months from the original evaluation date.
(e) All salary adjustments will take effect on January 1 of the year following the performance evaluation.
4.4 Longevity pay plan.
(a) Full-time regular employees shall receive longevity pay based on the continuous length of service from the last date of hire. Longevity pay shall be in addition to the employee's base rate of pay:
After 5 or more years of service, 1% per month After 10 or more years of service, 2% per month After 15 or more years of service, 3% per month After 20 or more years of service, 4% per month After 25 or more years of service, 5% per month After 30 or more years of service, 6% per month
Exhibit A to Resolution No. 2017-08 161 of 199
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(b) Longevity pay begins on the employee’s anniversary date, prorated for the month, and paid on the next scheduled pay date.
4.5 Tuition reimbursement policy for employees who are not members of a collective bargaining unit.
(a) The City shall pay the cost of tuition for all courses the City requires an employee to attend.
(b) For courses the City does not require an employee to attend, the City will reimburse employees for the tuition cost of a course, if all of the following conditions are met:
(1) The Mayor determines that the City has the financial capability to pay for the cost of tuition.
(2) The Mayor determines, in advance of enrollment, that the proposed course directly applies to the employee’s job.
(3) The proposed course is accredited by the Northwest Commission on Colleges and Universities.
(4) Payment shall occur when the employee provides a transcript, certification or some other document showing he/she has successfully completed the course and received a passing grade of B or better, provided that the City shall not pay more than $200 per credit hour.
(c) Upon termination of employment, voluntary or involuntary, an employee must repay any tuition reimbursement the employee received from the City during the preceding two years. Any sum due the City may be withheld from the employee’s last paycheck.
4.6 Travel expenses.
(a) Authorization and General Policy.
If a Department Head authorizes an employee to travel more than 40 miles from City Hall for city-related business, the City will advance or reimburse an employee for his or her travel expenses according to the per diem rates established by the US. General Services Administration. The City may be required to report a
Exhibit A to Resolution No. 2017-08 162 of 199
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per-diem advancement or reimbursement on an employee’s W-2 form.
(b) Use of Personal Vehicle.
If an employee drives his/her private automobile, the City will reimburse the employee for mileage at the approved Internal Revenue Service rate for business miles.
Requests for reimbursements must be within the budget year the expense took place or for end of year expenses, within ten days of when the expense was incurred. No reimbursement requests will be authorized for any expenses taking place in a previous budget year except as described above.
(c) Prepayment by City.
Certain prior anticipated employee expenses may be pre-paid by the City, upon appropriate notices to the Finance Department and prior approval by the Mayor. Appropriate forms for providing notice and request for prepayment of expenses shall be provided by the Finance Department, subject to approval by the Mayor. Such expense may include, but shall not be limited to, expenses for conferences, reserved hotel accommodations, seminars, air travel, etc.
(d) Use of City Credit Cards for Travel or Employee Expenses.
Upon specific prior approval by the Mayor, the Finance Department may issue a city credit card to an employee for use while traveling on city business. Obtaining a city credit card does not indicate pre- approval of expenses. City credit cards can be used only to pay for eligible transportation related costs such as fuel for a city-owned vehicle, airfare and parking fees.
If a credit card is used, the employee remains responsible for submitting detailed receipts and processing other trip expenses as otherwise set forth in this policy.
4.7 Compensation upon termination.
(a) Subject to Section 7.3(g), unless the City lays off an employee for financial reasons or unless he/she retires, when an employee’s employment with the City ends, the
Exhibit A to Resolution No. 2017-08 163 of 199
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employee will receive the following compensation:
(1) Unpaid regular wages for all hours worked up to the time of termination. (2) Any overtime or holiday pay due. (3) Payment of any accrued but unused vacation time. (4) Payment of any accrued but unused compensatory time. (5) The Human Resource Generalist will schedule an exit interview with the terminated employee to verify and confirm final compensation amounts and dispensation of final payment.
(b) If the City lays off an employee for financial reasons or if an employee retires, the employee will receive the following additional compensation: (1) Compensation for sick leave as set forth in Section 6.1(e). (2) The Human Resource Generalist will schedule an exit interview with the terminated employee to verify and confirm final compensation amounts and dispensation of final payment.
Exhibit A to Resolution No. 2017-08 164 of 199
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Chapter 5-Performance Evaluations and Training.
5.1 Performance evaluations.
(a) Under the general direction of the Mayor, the City conducts periodic performance evaluations for all employees. Conducting performance evaluations helps the City achieve its goal of training, promoting, and retaining the best-qualified employee for every job,
(b) The City conducts performance evaluations each year. The employee’s immediate supervisor conducts the evaluation. Department Heads must submit the completed evaluations to the Mayor or his/her designee by August 15. All evaluations are conducted using the same format, which is available from the HR Generalist.
(c) Immediate supervisors should also evaluate new employees after six months of continued employment.
(d) The evaluation is part of an employee’s perso nnel record and may be a factor in determining whether the employee receives a wage increase, or is promoted, transferred, demoted, laid off, or terminated.
5.2 Training policy.
The City seeks, within the limits of available resources, to offer training to increase an employee’s skills, knowledge, and abilities directly related to City employment, to obtain or maintain required licenses and certifications, and to develop staff resources. Opportunities may include, but are not limited to: on-the-job training, in-house workshops, college courses, and seminars sponsored by other agencies or organizations.
Exhibit A to Resolution No. 2017-08 165 of 199
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Chapter 6-Benefits.
6.1 Retirement benefits.
(a) For all eligible employees, the City contributes to Social Security, to Medicare, and to Washington State Department of Retirement Systems.
(b) All commissioned uniformed employees in the police department are covered by the Law Enforcement Officers and Firefighters Retirement System (LEOFF). Benefit levels and contribution rates are set by the state of Washington.
(c) All regular full-time and eligible part-time non- commissioned employees are covered under the Public Employees Retirement System (PERS). Benefit levels and contribution rates are set by Washington.
(d) Employees intending to retire should notify their department head of their intent to retire at least three months prior to retirement. The department head must immediately forward the notice to the Human Resource Generalist.
(e) The City will pay 25% of the value of a retiring employee’s accrued sick leave into a Health Reimbursement Arrangement (HRA) VEBA Savings Account in the name of the employee. To qualify for this benefit, the retiring employee must show proof to the City’s satisfaction he or she has requested that the Washington State Department of Retirement Systems make scheduled payments of his or her defined contribution funds. At his/her discretion, the Mayor may waive this requirement.
6.2 Disability benefits.
(a) The State Industrial program (worker’s compensation) covers all employees, except those covered by LEOFF I. Worker’s compensation covers employees in case of on- the-job injuries or job-related illnesses. Employees shall immediately report all job-related accidents to their supervisor. Supervisors shall ensure an employee incident report is completed and submitted to the HR Generalist within eight hours of the accident.
(b) When an employee is absent for one or more days due to an on-the-job accident, he/she must sue for Worker’s
Exhibit A to Resolution No. 2017-08 166 of 199
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Compensation. If the employee sues, the City will continue to pay (by employee’s unused sick leave) the employee’s regular salary pending receipt of Worker’s Compensation Benefits.
(c) If the employee receives Worker’s Compensation Benefits, he/she must repay the City the amount covered by Worker’s Compensation and previously advanced by the City.
This policy ensures that employees will receive prompt and regular payment during periods of injury or disability so long as accrued sick leave is available, while ensuring no employee receives more than he/she would have received had the injury not occurred.
Upon the repayment of funds advanced, the City shall restore the appropriate sick leave to the employee’s account.
(d) The City may require an examination, at its expense, performed by a physician of its choice, to determine when the employee can return to work and if he/she will be capable of performing the essential duties and responsibilities of the position.
(e) The City’s long-term disability policy covers all employees, except those covered by LEOFF 1.
(f) If an employee cannot continue working for the City because of a disability, as defined by state law, the City will pay 25% of the value of his or her sick leave into a Health Reimbursement Arrangement (HRA) VEBA Savings Account in the name of the employee. The City will return any donated sick leave to the donor.
6.3 Insurance benefits.
(a) As outlined in this section, an eligible dependent is an employee’s husband, wife, qualified domestic partner, biological child, stepchild, adopted child, or child of a qualified domestic partner eligible for coverage according to the terms and conditions of the City’s insurance carrier and who is not enrolled in another medical/dental/orthodontia/vision plan.
(b) Group Insurance - Health and Welfare. The City will maintain a group Medical/Dental/Orthodontia/Vision/Long Term
Exhibit A to Resolution No. 2017-08 167 of 199
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Disability (LTD) insurance. The City agrees to pay 100% of the full premium for an eligible employee for Medical/Dental/Orthodontia/Vision insurance. The City agrees to pay 100% of the full premium for LTD insurance.
(c) An eligible employee may obtain coverage for his or her eligible dependents under the City's Group Medical/Dental/Orthodontia/Vision Insurance Program. The City will pay 100% of the full premium for an employee’s first, eligible dependent and 50% of the full premium for additional, eligible dependents. PROVIDED, however, the City will only pay one premium for an employee (For example, if an employee is also an eligible dependent, he or she must elect to receive insurance as an employee or as a dependent). Premiums are subject to change.
(d) If the City needs to or desires to change the carrier currently providing group insurance coverage during the life of this Agreement, the City will evaluate alternative carriers and insurance packages in determining what group insurance coverage will be provided, and will make a good-faith effort to provide benefits that are substantially similar to those currently in effect.
(e) An employee may waive his or her health insurance benefits. If an employee waives these benefits, the City will contribute $375 per month into a Health Reimbursement Arrangement (HRA) VEBA Savings Account in the name of the employee. An employee must elect waiver between November 1 and November 30 of each year, but such time may be extended by the employee if contract negotiations are not completed; in such an event the employee shall have up to 30 days from ratification to elect the wavier. Once an employee elects a waiver, he or she is ineligible to sign up for City benefits until the next open enrollment period, or as provided by law.
(f) If an employee’s husband, wife, qualified domestic partner is eligible for coverage according to the terms and conditions of the City’s insurance carrier and is enrolled in another medical plan, the husband, wife, or qualified domestic partner may not enroll in the City- sponsored medical plan. The City, however, will contribute $375 per month into a Health Reimbursement Arrangement (HRA) VEBA Savings
Exhibit A to Resolution No. 2017-08 168 of 199
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Account in the name of the employee. (g) If an employee’s dependent is eligible for coverage according to the terms and conditions of the City’s insurance carrier and is enrolled in another medical plan, the dependent may not enroll in the City- sponsored medical plan. The City, however, will contribute 50% of the saved premium per month, up to a maximum of $200 per dependent, with a maximum of two dependents, into a Health Reimbursement Arrangement (HRA) VEBA Savings Account in the name of the employee. The maximum contribution of the City under this section may not exceed $400.
(h) The maximum that the City will contribute to an employee’s Health Reimbursement Arrangement (HRA) VEBA Savings Account., for any reason, is $1,150 per month.
(i) Life Insurance. Life insurance is available in an amount allowed by the City’s policy through the City’s insurance carrier. The City pays the full premium for a regular full-time employee and for a regular part- time employee. An employee may purchase additional coverage at his or her expense.
(j) Unless an employee takes family and medical leave, as set out, and upon mutual agreement between the City and the employee and under the terms and conditions of the City’s insurance policy, the City will continue health insurance coverage at the employee’s expense during an approved unpaid leave of absence. COBRA continuation rights may apply if coverage is not extended through the City.
(k) During an approved family and medical leave of absence, the City will continue to pay its pro-rata share of the employee’s medical insurance coverage for the first 12 weeks of FMLA leave under the City’s family and medical leave policy.
(l) While an employee is receiving Worker’s Compensation Benefits, the City will pay the employee’s medical insurance premiums for one month, after which the employee may use his/her COBRA rights and self-pay insurance premiums.
(m) Upon an employee’s termination from City employment, at the employee’s option and expense, the employee may elect to continue medical insurance
Exhibit A to Resolution No. 2017-08 169 of 199
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benefits to the extent provided by COBRA.
6.4 Employment recognition and service awards.
The City recognizes employee contributions and service to the City by presenting employee recognition and service awards to eligible employees according to the guidelines below:
(a) The City may reward outstanding performance and productivity by presenting recognition awards to eligible employees. The Mayor will set eligibility requirements and implementing the different programs. Department Heads and supervisors may assist in determining award recipients for the Mayor's Award. Usually, the Mayor will present the award at a City Council meeting following the retirement/resignation of an award recipient. The Mayor identifies employees honored, notifying the presenter, ordering the awards, and arranging for appropriate announcements and publication of awards, both internally and externally.
(b) All regular full-time and regular part-time employees are eligible to receive a Pride in Service award after each five consecutive years of service for the City.
Exhibit A to Resolution No. 2017-08 170 of 199
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Chapter 7-Leaves of Absence and Time Off.
7.1 Leaves.
The City has eleven types of leave:
(a) Vacation
(b) Sick leave
(c) Leave without pay.
(d) Jury and Witness leave. (e) Administrative leave.
(f) Military leave.
(g) Bereavement leave.
(h) Holiday leave.
(i) Faith or Conscience Leave.
(j) Pregnancy Disability and Family Medical Leave.
(k) Domestic Violence Leave
7.2 Vacation.
(a) Each regular full-time employee is entitled to vacation leave :
Years of Vacation Hours Employment Completed Earned
0-4 years 8 hours/month 5-9 years 10 hours/month
10-14 years 12.67 hours/month 15-19 years 14 hours/month
20-24 years 15.33hours/month
25+ years 17.33hours/month
(b) New employees accrue vacation during the first six months of their employment with the City. However, new employees must satisfactorily complete six months of employment with the City before they may use vacation leave. Regular part-time employees will receive vacation leave pro-rata according to the hours worked. Temporary employees are not eligible for vacation leave benefits. Employees do not accrue vacation leave benefits during a leave without pay.
Exhibit A to Resolution No. 2017-08 171 of 199
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(c) Employees must take vacation leave in hourly increments. The City requires employees to use a minimum of one hour in each leave taken.
(d) Each department schedules its employees’ vacation leaves without undue disruption of department operations. An employee shall submit leave requests to his/her department head at least two weeks before he/she intends to take a vacation leave he/she expects to last over one day.
(e) 240 hours is the maximum number of vacation leave hours an employee may carry over from December 31 of one year to January of the next year. Hours not used or not carried over shall be lost.
7.3 Sick leave.
(a) All regular full-time employees accrue sick leave benefits at the rate of eight hours for each completed full month of service for the City. Regular part-time employees may accrue sick leave benefits pro-rata according to hours worked.
(b) Temporary employees do not earn sick leave benefits. Employees do not accrue sick leave benefits during a leave without pay or during any leave, other than vacation, lasting longer than ten consecutive days.
(c) An employee must use sick leave in 30 minute increments. (d) An employee is authorized to use paid sick leave for the following reasons: (1) An absence resulting from an employee's mental or physical illness, injury, or health condition; to accommodate the employee's need for medical diagnosis, care, or treatment of a mental or physical illness, injury, or health condition; or an employee's need for preventive medical care; (2) To allow the employee to provide care for a family member with a mental or physical illness, injury, or health condition; care of a family member who needs medical diagnosis, care, or
Exhibit A to Resolution No. 2017-08 172 of 199
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treatment of a mental or physical illness, injury, or health condition; or care for a family member who needs preventive medical care; and (3) When the employee's place of business has been closed by order of a public official for any health-related reason, or when an employee's child's school or place of care has been closed for such a reason. (e) The City shall require a doctor’s certificate when an employee is absent for a period over three days. The City may also request the opinion of a second doctor, at the City’s expense, to determine whether the employee suffers from a chronic physical or mental condition which impairs his/her ability to perform the essential functions of the job. The City may terminate employees habitually absent due to illness if the City cannot reasonably accommodate their disability and/or when the employee’s absenteeism prevents the orderly and efficient provisions of service to the citizens of the City.
(f) Employees who use all their accumulated sick leave and require more time off work due to illness or injury may, with the Mayor’s prior approval, take leave without pay. The City also has a Shared Sick Leave Policy, reference EWMC 2.36.090.
(g) 960 hours is the maximum number of sick leave hours an employee may carry over from December 31 of one year to January of the next year. Hours not used or not carried over shall be lost.
(h) If an employee is discharged the employee shall lose, with no benefit being paid, all accumulated sick leave. Such sick leave will be reinstated if the employee is rehired by the City within 90 days of being terminated.
Exhibit A to Resolution No. 2017-08 173 of 199
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7.4 Leave without pay.
(a) The Mayor may grant leaves of absence without pay for absences from work not covered by any other type of leave or other leave balances are exhausted. Examples of situations for which leave without pay may be granted include time off for personal reasons, pursuing an education, or fulfilling military obligations over fifteen days per year.
(b) Only regular full-time and regular part-time employees who have worked for the City for over six months are eligible for leave without pay. The following requirements apply:
(1) The Mayor may grant leave without pay to an employee for a period of up to ninety days. Further extensions are at the discretion of the Mayor.
(2) An employee must exhaust all accrued vacation before taking any leave without pay.
(3) An employee's benefits are suspended during the period of unpaid leave until the employee returns to work. Vacation, sick leave and/or any other benefits do not accrue while an employee is on leave without pay.
(4) In certain circumstances, self-payment of benefits may apply. See Section 6.3 on Insurance Benefits.
(5) If an employee fails to promptly report for work at the end of the unpaid leave, the City will presume that the employee resigned.
7.5 Jury and witness leave.
(a) The City will grant time off with pay to employees required to serve on a jury or as a witness in a judicial or quasi-judicial proceeding, if they are neither the plaintiff nor defendant in the judicial action. This benefit shall be besides any other leave offered by the City. Employees, receiving notification to report to serve jury duty, or when subpoenaed, shall notify their department head or his/her designee immediately.
Exhibit A to Resolution No. 2017-08 174 of 199
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(b) An employee who is empaneled for jury service or who is subpoenaed to testify at a trial shall receive his/her regular rate of pay, not to exceed eight hours per day for each day served.
(c) If the court excuses an employee from jury duty, the employee shall immediately notify his/her department head or his/her designee. At its discretion, the City may require the employee to report to work.
7.6 Administrative leave.
On a case-by-case basis, the City may place an employee on administrative leave with pay for an indefinite period, as approved by the Mayor to be in the best interest of the City, during the pendency of an investigation or other administrative proceeding.
7.7 Military leave.
(a) The City shall grant military leave of absence to any employee who is a member of the National Guard or Reserves of the United States and ordered to active military duty for training. The military leave of absence shall be with pay for a period not to exceed fifteen working days during each calendar year. Any working days taken beyond fifteen working days shall be charged as vacation leave. During the time he/she is on such leave, the employee shall receive his/her regular pay, plus his/her military pay, if any is granted.
(b) Regardless of his/her status, any employee who voluntarily, or upon demand, leaves a position, other than temporary, to enter upon active duty in the armed forces of the United States, or the Washington National Guard, shall be placed on military leave without pay and shall be entitled to be restored to his/her former position, or one of like seniority, status and pay; provided, he/she applies for reemployment within ninety days of his/her termination or separation.
7.8 Bereavement leave.
If a death of an employee’s family member occur, the City will grant an employee three days of bereavement leave. If the death of a family member requires an employee to travel out-of-state, the City
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will grant an employee two, additional days of bereavement leave.
7.9 Holidays.
(a) The City recognizes the following holidays:
New Year’s Day January 1 Martin Luther King’ Birthday 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 Day after Thanksgiving
Christmas Day December 25 Floating Holiday
(b) The City will observe any holiday falling on Saturday on the preceding Friday, and it will observe any holiday falling on Sunday on the following Monday.
(c) The City will pay non-exempt regular full-time employees for the holiday plus their overtime rate of pay for any time worked on an observed holiday. Such time must be pre-authorized by the supervisor.
(d) The City will pay temporary or part-time regular employees at their regular straight time rate for hours worked on a holiday on a prorated basis.
(e) When an employee is off due to sick leave or any other type of leave on a holiday, no time for such leave will be charged to the employee.
(f) The City shall allow each employee, upon notice and approval of his/her department head, to designate and take one floating holiday per calendar year. Floating holidays cannot be carried over to the next year.
7.10 Faith or conscience leave.
An employee may take two days of unpaid leave per calendar year for a reason of faith; for a reason of conscience; or for an organized activity conducted under the auspices of a religious denomination, church, or religious organization.
Exhibit A to Resolution No. 2017-08 176 of 199
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To take an unpaid leave, an employee must submit a written request for leave at least 30 days in advance to his or her supervisor. The City will allow an employee to take the unpaid leave on the day requested, unless an employee’s absence would unduly disrupt operations, impose an undue hardship, or the employee is necessary to maintain public safety. The City adopts the Office of Financial Management’s definition of “undue hardship.”
7.11 Leave for Pregnancy Disability and Family Medical Leave. (a) The City will grant family and disability leave in accordance with State and Federal laws. The City requires an employee to use paid leave (sick, vacation, comp, and on-call) during an FMLA-designated leave. (b) To request pregnancy-disability leave or family-medical leave, an employee should contact the HR Generalist to start the process. 7.12 Domestic violence leave.
(a) “Intermittent leave” is leave taken in separate blocks of time due to a single qualifying reason. “Reduced leave schedule” means a leave schedule that reduces the usual number of hours per workweek, or hours per workday, of an employee. (b) If he or she is a victim of domestic violence, an employee may take reasonable leave from work, intermittent leave, or leave on a reduced leave schedule, with or without pay, to: (1) Seek legal or law enforcement assistance or remedies to ensure the health and safety of the employee or employee's family members including, but not limited to, preparing for, or participating in, any civil or criminal legal proceeding related to or derived from domestic violence, sexual assault, or stalking; (2) Seek treatment by a health care provider for physical or mental injuries caused by domestic violence, sexual assault, or stalking, or to attend to health care treatment for a victim who is the employee's family member; (3) Obtain, or assist a family member in obtaining, services from a domestic violence shelter, rape crisis center, or other social services program for relief from domestic violence, sexual assault, or stalking; (4) Obtain, or assist a family member in obtaining, mental health counseling related to an incident of domestic violence, sexual assault, or
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stalking, in which the employee or the employee's family member was a victim of domestic violence, sexual assault, or stalking; or (5) Participate in safety planning, temporarily or permanently relocate, or take other actions to increase the safety of the employee or employee's family members from future domestic violence, sexual assault, or stalking. (c) To request domestic violence leave, an employee should contact the HR Generalist to start the process.
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Chapter 8-Employee responsibilities and conduct.
8.1 General policy.
(a) The City expects all employees to represent the City to the public in a professional, courteous, efficient, and helpful manner. Employees must maintain a clean and neat appearance appropriate to their work assignment, as determined by their position and department head.
(b) Because the proper working relationship between employees and the City depends on such employee’s ongoing job performance, professional conduct and behavior, the City has established certain minimum standards of personal conduct. At a minimum, the City expects basic tact and courtesy towards the public and fellow employees; adherence to City practices, procedures, safety rules and safe work practices; compliance with directions from supervisors; preserving and protecting the City’s equipment, grounds, facilities and resources; and providing orderly and cost efficient services to its citizens.
8.2 Outside employment and conflicts of interest.
(a) Employees shall not, directly or indirectly engage in any outside employment or financial interest that may conflict, in the City’s opinion, with the best interests of the City or interfere with the employee’s ability to perform his/her assigned City job.
Examples include, but are not limited to, outside employment which:
(1) Prevents the employee from being available for work beyond normal working hours, such as emergencies or peak work periods, when such availability is a part of the employee’s job;
(2) Is conducted during the employee’s work hours;
(3) Utilizes City telephones, computers, supplies, or any other resources, facilities or equipment;
(4) Is employment with a firm which contracts with or does business with the City; or
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(5) May be reasonably perceived by members of the public as a conflict of interest or otherwise discredits public service.
(b) An employee, who has an additional job, contractual commitment or self-employment, may do so provided he/she obtains prior approval from the Mayor. The Mayor may not unreasonably withhold approval.
8.3 Political activities.
(a) City employees may participate in political or partisan activities of their choosing if City resources and property are not utilized, and the activity does not adversely affect the responsibilities of the employees in their positions. Employees may not campaign on City time, in City uniform, or while representing the City. Employees may not allow others to use City facilities or funds for political activities.
(b) Any City employee who meets with or may be observed by the public or otherwise represent the City to the public, while performing his/her regular duties may not wear or display any button, badge or sticker relevant to any candidate or ballot issue during working hours. Employees shall not solicit, on City property or City time, for a contribution for a partisan political cause.
(c) Except as noted in this policy, City employees may fully exercise their constitutional First Amendment Rights.
8.4 No tobacco use policy.
For health and safety considerations, the City prohibits tobacco use by employees in all City facilities, including City- owned buildings, vehicles, and offices or other facilities rented or leased by the City, including individual employee offices.
“Tobacco” includes any lit or unlit cigarette, cigar, pipe, blunt, bidi, clove cigarette and any other tobacco product, and spit tobacco, also known as smokeless tobacco, dip, chew and snuff, in any form.
“Use” means the chewing, lighting, smoking and any other usage of any tobacco product.
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8.5 Use of City vehicles and equipment.
Employees shall keep the use of City telephones for local personal phone calls to a minimum. Long distance personal use is prohibited. Other City equipment, including vehicles, should be used by employees for City business only
8.6 Contact with news media.
The Mayor, or his or her specific and express designee, is responsible for all official contacts with the news media during working hours, including answering of questions from the media or providing information to the media. Other employees of the City shall refrain from such official contacts.
8.7 Seat belt policy.
Per Washington law, anyone operating or riding in City vehicles must wear a seat belt.
8.8 Driver’s license requirements.
(a) As part of the requirements for certain specific City positions, an employee may be required to hold a valid Washington State Driver’s license.
(b) If an employee’s license is revoked, suspended or lost, or is in any other way not current or valid, the employee shall promptly notify his/her department head. The City will immediately suspend his/her driving duties. The employee may not resume driving until he/she provides proof of a valid, current license to his/her department head.
8.9 Safety.
(a) Every employee maintains a safe work environment and following the City’s safety rules. Each employee shall promptly report all unsafe or potentially hazardous conditions to his/her department head. The City will strive to remedy problems quickly.
(b) If an employee is involved in an accident involving a personal injury, regardless of how serious, he/she shall immediately notify his/her department head or the Mayor.
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(c) Annually, as scheduled by the Safety Committee, safety procedures will be reviewed in a mandatory employee meeting. Biannual evacuation drills will be practiced.
8.1 0 Substance abuse.
No employee shall possess, consume, control, sell or use alcohol, illegal drugs or other controlled substances during work hours. No employee shall exhibit an on-going dependence on drugs or other controlled substances, which, in the City’s opinion, impairs the employee’s work performance, poses a threat to the public confidence, or is a safety risk to the City or others. The City will support employees who undergo treatment and rehabilitation for alcohol or other chemical dependency, subject to the above rules.
8.1 1 Drug-free workplace.
(a) The City strictly prohibits the manufacturing, distribution, dispensation, possession and use of unlawful drugs or alcohol on City premises or during work hours by City employees.
(b) Employees must notify the City within five days of any conviction for a drug violation in the workplace.
8.12 No solicitation.
(a) The City desires to conduct its operations in an orderly and efficient manner. The City believes its employees and the public should work and receive City services without interference from persons pursuing a purpose unrelated to the City’s normal business.
(b) With this in mind, the City does not allow non- employees to come onto City property or buildings to solicit employees or other members of the public or to distribute literature or other materials for any purpose. The City prohibits employees from distributing any form of literature or other materials in their work areas unrelated to the City’s business purpose or authorized by the Mayor. The City also prohibits employees from soliciting other employees for any cause during their assigned work time. For this purpose, working time means time during which either the soliciting employees or the employees who are the object of the solicitation are expected to be engaged in their assigned work.
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8.1 3 Internet and email use policies and protocol.
The City has an independent Use of City Resources Policy, which is adopted by this reference.
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Chapter 9-Conflict Review Procedure.
9.1 Conflict review process.
The City recognizes that sometimes situations arise in which an employee feels he or she has not been treated fairly or under City rules and procedures. The City provides its employees with procedures for resolving issues arising in the workplace.
(a) STEP 1: An employee should first bring the problem or issue to his/her supervisor, unless the problem involves a direct conflict between the employee and the supervisor.
(b) STEP 2: When normal communication between an employee and the supervisor is unsuccessful, or when an employee still disagrees with applying City policies and procedures, or feels unjustly treated, the employee should attempt to resolve the problem with his/her department head, unless the problem involves a direct conflict between the employee and his/her department head. The department head will respond in writing to the employee within five working days after meeting with him/her.
(c) STEP 3: If the employee is not satisfied with the response from the department head, or if the conflict is with the department head, the employee may submit the problem, in writing, to the Mayor as a request for review. The request for review must contain, at a minimum:
(1) A description of the problem or issue of concern to the employee;
(2) Any specific policy or procedure which the employee believes has been violated or misapplied;
(3) The date of the circumstances leading to the complaint or the date when the employee first learned of those circumstances; and
(4) The remedy sought by the employee to resolve the complaint.
An employee shall submit his or her request for review to the Mayor within ten working days of the department head’s response or within ten working
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days after the employee learns of a conflict. The Mayor, however, in his/her discretion may address and attempt to resolve the issue raised in the request even though the timeline has not been met.
(d) The Mayor may meet with the parties, either individually or together, and will respond in writing to the aggrieved employee within ten working days of the receipt of the request for review. The Mayor’s response and decision shall be final and binding.
(e) Certain employees may have over one source of dispute resolution rights, i.e., the City’s Civil Service rules, a collective bargaining agreement, and this complaint process. Employees represented by a bargaining unit or who are covered under civil service rules, should follow grievance procedures set out in their respective labor contracts or civil service rules, where applicable. In all other cases, the procedures described in this section shall be used. Under no circumstances shall an employee have the right to utilize both this process and any other complaint or appeal procedure that may be available to an employee.
(f) Employees shall use this review process, if applicable, or any other review process, as set forth in paragraph (e) to resolve issues or conflicts arising in the workplace. Using alternative methods to resolve conflicts, resolve issues between employees, or to complain about performing any other employee will not be tolerated. Employees shall not engage in any form of communication in the workplace for, or having the effect of, criticizing the behavior or performance of any other employee. NOTICE IS HEREBY GIVEN THAT SUCH BEHAVIOR SHALL RESULT IN DISCIPLINE, POSSIBLY INCLUDING IMMEDIATE TERMINATION.
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Chapter 10-Discipline and Terminations.
10.1 Discipline.
(a) The City expects all employees to exercise good judgment, loyalty, common sense, dedication, and courtesy to perform their duties. The primary mission of every employee is to provide courteous, orderly, efficient, and economic delivery of services to the citizens of the City.
(b) Acts, errors, or omissions, which discredit the public service or impair the provision of orderly services to the citizens of the City may result in discipline, including termination.
(c) The Mayor, department head or supervisor has full discretion and authority to impose disciplinary action under City policy and the circumstances of the case.
(d) The City may suspend an employee with pay, pending the results of an investigation or a disciplinary action, where factors such as public confidence, the safety of the employee or the efficient functioning of the City are implicated.
10.2 Termination.
(a) The City will immediately terminate any employee who commits a serious offense. The City defines the following type of behavior as a serious offense.
(1) Conviction of a felony;
(2) Sexual or other unlawful or unwelcome harassment or discrimination;
(3) Intentionally causing bodily harm to another employee;
(4) Theft or vandalism of City property;
(5) Falsification of City records;
(6) Reporting to work under the influence of alcohol or illegal drugs.
(7) Possession, distribution, sale, transfer, or use of alcohol or illegal drugs in the workplace;
(8) Gross negligence or improper conduct leading to
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damage of City-owned property;
(9) Gross insubordination;
(10) Using threatening language; and
(11) Any other behavior that the Mayor, in his/her discretion, determines to be a serious offense.
(b) The following may result in termination from City employment:
(1) Violation of a City policy, unless the policy has been made inapplicable by notification from the Mayor, as set forth in Section 1.1(a).
(2) When the City Council determines that a lack of work or funding exists regarding the employee’s position.
(3) If the employee has a physical or mental impairment that prevents him/her from performing the required duties of the employee’s position and the employee cannot be reasonably accommodated. Termination must be supported by medical evidence, which establishes that the individual cannot perform bona fide job requirements. The City may require an examination at its expense performed by a physician of its choice. Failure to submit to such request may cause termination.
(c) The City does not intend for the two, preceding sections to be a list of all reasons for which termination may occur. The City reserves the right to terminate any employee at will.
10.3 Layoff.
(a) The City may lay off employees for lack of work, budgetary restrictions or other changes that have taken place.
(b) The City will lay off temporary employees or employees who have not completed six months of employment before other regular employees.
(c) In determining who is laid off, the City will consider individual performance and the qualifications required for remaining jobs. When performance and qualifications are equal, the City may consider
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seniority.
(d) Employees laid off may be eligible to be re-employed if a vacancy occurs in a position for which they are qualified.
10.4 Resignation.
An employee should provide a two-week notice of resignation. This time limit may be waived by the employee’s department head or by the Mayor.
10.5 Death.
Upon death of an employee, all compensation due shall be paid to the surviving spouse/domestic partner/dependents or the estate of the employee.
10.6 Exit interviews.
(a) Purpose. The City will provide each departing employee with the opportunity to provide the City with feedback regarding their employment. The City sees the Exit Questionnaire not only as a way to understand the reason(s) for an employee’s departure, but as a way to identify trends, improve employee retention, ascertain levels of employee satisfaction, and reduce turnover.
(b) Policy. The City will provide a departing employee with an Exit Questionnaire. The departing employee shall complete and return the Exit Questionnaire form to the Mayor. The employee may schedule a face-to- face-interview with the Mayor.
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Chapter 11-Additional Policies.
11.1 Fitness test.
The City will pay $300 (less deductions required by law) to an employee who meets or exceeds the Criminal Justice Training Commission’s Basic Law Enforcement Academy Fitness Ability Test. The City will give the test once a year at the discretion of the Mayor. The Mayor, or designee, will administer the test. If an employee fails to meet the Fitness Standards on a testing date, the employee is ineligible to receive fitness pay for that period. An employee is not entitled to any type of compensation for participating in a fitness test.
11.2 Bilingual Incentive Pay.
Bilingual Incentive Pay. The City shall pay employees competent in foreign language(s) utilized in daily performance of work activities or in service to the City, one and a half percent (1.5%) of base rate pay. To receive bilingual incentive pay, an employee must demonstrate competency by obtaining certification status from the Department of Social and Health Services by passing a bilingual fluency test for DSHS employees and new recruits (or an equivalent test with the Mayor’s approval).
11.3 Light Duty.
(a) Light duty is a temporary, less arduous duty position. It may include a job classification at a lower salary level.
(b) To request a light duty assignment, an employee must submit the following to his or her immediate supervisor: (1) a written request for light duty, and (2) a medical certificate from the employee’s treating physician, which indicates the diagnosis, the prognosis, and the functional limitations of the employee.
(c) If an employee submits the required documentation, the City will provide a light duty assignment for an employee who is unable to perform his or her full and regular duty due to a work-related injury for up to a maximum of 120 days.
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(d) If an employee submits the required documentation, the City may provide a light duty assignment for an employee who is unable to perform his or her full and regular duty due to a non-work-related injury for up to a maximum of 60 days.
(e) The City will review the light duty assignment every 30 days to determine if the assignment needs to continue.
(f) Nothing in this policy limits an employee’s right to seek reasonable accommodations as provided by federal and state law. At the end of a light duty assignment, in order to continue working, an employee must be able to perform the essential functions of his of his or her regular job, with reasonable accommodation if the employee is disabled, and if reasonable accommodation is necessary.
11.4 Policies incorporated by reference.
The following City policies, including all future amendments, are adopted by reference:
Breast Reconstruction Benefits
Healthcare Continuation Coverage Notice of COBRA Requirements Salary Step Plan Use of City Resources Policy Whistleblower Protection Policy Workplace Harassment Policy
The most current versions of these policies are posted on the City’s website.
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City of East Wenatchee Personnel Policies
Receipt and Acknowledgment
I:
Received and read the City of East Wenatchee’s Manual of Personnel Policies and Procedures Effective August 1, 2017;
Understand and agree these policies do not guarantee my employment by the City for any set duration and do not provide me with any assurance that the City will follow these policies if they are in effect;
Understand that no one in the City has the authority to enter into any agreement for employment for a specified period of time or to make other representations or agreements inconsistent with these policies unless it is in writing and signed by the Mayor;
Understand the City may revise and update the policies and procedures from time to time; and
Understand these policies revoke and supersede any prior handbooks, statements of employment policies, guidelines and procedures, or employment manuals, handbooks, or other documents issued by the City.
Employee’s Signature Date
Employee’s Name (Printed)
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City of East Wenatchee Recyclables Quarterly Report
Q2 2017
∼ Designated residential recyclable collected by Commodity: Single Stream
Pounds: 309,500
∼ Designated commercial recyclable collected by Commodity: Single Stream
Pounds: 105,712
∼ Net value of the designated residential recyclables sold. -6,032.35
∼ Itemized breakdown of all processing and transportation costs incurred
with the delivery of the residential recyclables to their delivery point.
(See Attached)
Name and Address of Contracted Collection Company;
Waste Management of Greater Wenatchee
711A N. Wenatchee Ave
Wenatchee, WA 98801
Name and Title of the Contracted Collection Company Contact Person;
District Manager - Aaron Kelly - 509-665-6184
Name and location of where designated recyclables were shipped, processed and marketed;
SMaRT Recycling Center
2902 S. Geiger Blvd.
Spokane, WA 99224
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Month
Total Haul
Fee Per
Load
Number of
Loads Hauled
Per Month
Total Haul Fee
Per Load x
Number of
Loads Hauled =
Haul Fees Per
Month
Avg. Tons
Per Load
Total Tons
Per Month
Commodity
Pass back per
Ton
Pass back X
Total Tons
Per Month
Pass back
Minus Haul
Fee and
Processing
Fees
April $750.00 2.73 $2,049.12 18.78 51.31 $4.90 $251.42 ($1,797.70)
May $750.00 2.66 $1,993.07 16.23 43.13 $4.90 $211.34 ($1,781.73)
June $750.00 3.66 $2,748.48 16.46 60.32 $4.90 $295.57 ($2,452.91)
Total ($6,032.35)
City Of East Wenatchee Recycle Pass Back 2nd Quarter 2017
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Waste Stream (Pounds Collected)Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Year-to-Date
RESIDENTIAL WASTE STREAM
Residential Recycling 87,549 87,048 125,235 102,611 86,257 120,633 609,332
Residential Yard Waste 3,676 1,471 20,276 50,472 73,978 91,490 241,363
Residential Solid Waste 437,568 448,975 759,090 748,548 800,512 898,934 4,093,627
TOTAL RESIDENTIAL 528,793 537,494 904,602 901,630 960,747 1,111,057 4,944,323
MULTIFAMILY
Multifamily Recycling 0 0 0 0 0 0 0 0 0 0 0 0 0
Multifamily Organics/Yard Debris 0 0 0 0 0 0 0 0 0 0 0 0 0
Multifamily Roll Off Solid Waste 0 0 0 0 0 0 0 0 0 0 0 0 0
Multifamily Solid Waste 0 0 0 0 0 0 0 0 0 0 0 0 0
TOTAL MULTIFAMILY 0 0 0 0 0 0 0 0 0 0 0 0 0
COMMERCIAL WASTE STREAM
Commercial Recycling 39,033 41,575 50,054 34,959 37,338 33,415 236,374
Commercial Organics/Yard Debris 0 0 0 0 0 0 0
Commercial CDL*79,860 70,960 330,860 99,260 182,300 301,820 1,065,060
Commercial Roll Off Solid Waste 218,460 247,640 271,780 219,100 316,520 168,820 1,442,320
Commercial Solid Waste 510,347 537,880 703,926 711,382 762,554 686,527 3,912,615
TOTAL COMMERCIAL 847,700 898,056 1,356,620 1,064,701 1,298,711 1,190,582 6,656,369
MISC ROLL OFF WASTE STREAM
Roll Off Single Stream, Cardboard, Fiber 14,400 132,180 38,440 67,020 32,700 82,220 366,960
Roll Off Concrete, Wood, Metal, Commingle 0 5,900 0 42,520 13,480 66,980 128,880
Roll Off Yard Waste 0 0 0 0 0 0 0
TOTAL MISC ROLL OFF 14,400 138,080 38,440 109,540 46,180 149,200 495,840
TOTAL WASTE STREAM 1,390,893 1,573,630 2,299,661 2,075,871 2,305,638 2,450,839 12,096,532
* Construction, Demolition and Land Clearing Debris
PARTICIPATION STATISTICS Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Year-to-Date
Residential Curbside Recycling
Average Set-Out %97.3%97.3%97.3%96.9%97.1%97.1%97.2%
Average Lbs. Per Set-out 7 7 7 8 7 8 7
Residential Yard Waste
Average Set-Out % 98.1%98.1%97.1%97.0%97.0%97.1%97.4%
Average Lbs. Per Set-out 4 2 23 53 67 57 30
Residential Solid Waste
Average Set-Out % 93.3%93.6%93.3%92.9%93.5%92.7%93.3%
Average Lbs. Per Set-out 28 30 41 48 52 50 40
WASTE STREAM DIVERSIONS Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Year-to-Date
Residential Waste Stream
From Curbside Recycling 16.6%16.2%13.8%11.4%9.0%10.9%12.3%
From Yard Waste 0.7%0.3%2.2%5.6%7.7%8.2%4.9%
TOTAL RESIDENTIAL 17.3%16.5%16.1%17.0%16.7%19.1%17.2%
Commercial Waste Stream
From Commercial Recycling 6.2%17.3%6.3%12.3%6.2%13.6%10.2%
From Commercial Organics/Yard Debris 0.0%0.0%0.0%0.0%0.0%0.0%0.0%
TOTAL COMMERCIAL 6.2%17.3%6.3%12.3%6.2%13.6%10.2%
TOTAL DIVERSION 10.4%17.0%10.2%14.3%10.6%16.1%13.1%
City of East Wenatchee
City Copy
2017
Waste Stream Summary Report
East Wenatchee 2017 Waste Stream Summary Waste Stream Summary Page 1 of 2 195 of 199
City of East Wenatchee
Recycle Sort Data
2017
Month
Weight in Pounds
Weight Percent Weight Percent Weight Percent Weight Percent Weight Percent Weight Percent Weight Percent Weight Percent Weight Percent Weight Percent Weight Percent Weight Percent
Newspaper 30,860 35.2%32,915 37.8%47,073 37.6%36,413 35.5%31,446 36.5%43,532 36.1%- 0.0%- 0.0%- 0.0%- 0.0%- 0.0%- 0.0%222,239
Mix Paper 3,118 3.6%3,539 4.1%3,768 3.0%502 0.5%(875) -1.0%(943) -0.8%- 0.0%- 0.0%- 0.0%- 0.0%- 0.0%- 0.0%9,110
OCC 23,073 26.4%23,671 27.2%36,235 28.9%28,538 27.8%23,447 27.2%32,617 27.0%- 0.0%- 0.0%- 0.0%- 0.0%- 0.0%- 0.0%167,581
Aluminum 829 0.9%878 1.0%1,088 0.9%1,063 1.0%802 0.9%1,338 1.1%- 0.0%- 0.0%- 0.0%- 0.0%- 0.0%- 0.0%5,997
Glass 15,103 12.1%12,018 13.8%17,130 13.7%14,991 14.6%13,724 15.9%19,911 16.5%- 0.0%- 0.0%- 0.0%- 0.0%- 0.0%- 0.0%92,877
PET 2,292 2.6%278 0.3%3,456 2.8%3,086 3.0%2,730 3.2%3,927 3.3%- 0.0%- 0.0%- 0.0%- 0.0%- 0.0%- 0.0%15,770
HDPE Natl 557 0.6%871 1.0%1,041 0.8%937 0.9%762 0.9%1,053 0.9%- 0.0%- 0.0%- 0.0%- 0.0%- 0.0%- 0.0%5,222
HDPE Col 490 0.6%644 0.7%859 0.7%735 0.7%607 0.7%877 0.7%- 0.0%- 0.0%- 0.0%- 0.0%- 0.0%- 0.0%4,212
#3 - 7 434 0.5%621 0.7%850 0.7%916 0.9%956 1.1%959 0.8%- 0.0%- 0.0%- 0.0%- 0.0%- 0.0%- 0.0%4,736
Plastic Film 145 0.2%335 0.4%81 0.1%93 0.1%59 0.1%218 0.2%- 0.0%- 0.0%- 0.0%- 0.0%- 0.0%- 0.0%930
Tin Cans 1,923 2.2%2,165 2.5%2,494 2.0%2,334 2.3%1,794 2.1%1,982 1.6%- 0.0%- 0.0%- 0.0%- 0.0%- 0.0%- 0.0%12,692
Scrap Metal 366 0.4%472 0.5%734 0.6%920 0.9%703 0.8%1,117 0.9%- 0.0%- 0.0%- 0.0%- 0.0%- 0.0%- 0.0%4,313
Non-recyclables 8,359 9.5%8,641 9.9%10,426 8.3%12,084 11.8%10,100 11.7%(943) 11.6%- 0.0%- 0.0%- 0.0%- 0.0%- 0.0%- 0.0%48,668
87,549 100%87,048 100%125,235 100%102,611 100.0%86,257 100.0%120,633 100.0%- 0.0%- 0.0%- 0.0%- 0.0%- 0.0%- 0.0%
Month
Weight in Pounds
Weight Percent Weight Percent Weight Percent Weight Percent Weight Percent Weight Percent Weight Percent Weight Percent Weight Percent Weight Percent Weight Percent Weight Percent
Newspaper 13,759 35.2%15,721 37.8%18,814 37.6%12,406 36.5%13,612 27.2%12,058 36.1%- 0.0%- 0.0%- 0.0%- 0.0%- 0.0%- 0.0%86,369
Mix Paper 1,390 3.6%1,690 4.1%1,506 3.0%171 -1.0%(379) 0.9%(261) -0.8%- 0.0%- 0.0%- 0.0%- 0.0%- 0.0%- 0.0%4,118
OCC 10,287 26.4%11,306 27.2%14,482 28.9%9,723 27.2%10,149 15.9%9,035 27.0%- 0.0%- 0.0%- 0.0%- 0.0%- 0.0%- 0.0%64,982
Aluminum 369 0.9%419 1.0%435 0.9%362 0.9%347 3.2%371 1.1%- 0.0%- 0.0%- 0.0%- 0.0%- 0.0%- 0.0%2,303
Glass 6,734 17.3%5,740 13.8%6,847 13.7%5,107 15.9%5,941 0.9%5,515 16.5%- 0.0%- 0.0%- 0.0%- 0.0%- 0.0%- 0.0%35,883
PET 1,022 2.6%133 0.3%1,381 2.8%1,052 3.2%1,182 0.7%1,088 3.3%- 0.0%- 0.0%- 0.0%- 0.0%- 0.0%- 0.0%5,857
HDPE Natl 248 0.6%416 1.0%416 0.8%319 0.9%330 1.1%292 0.9%- 0.0%- 0.0%- 0.0%- 0.0%- 0.0%- 0.0%2,021
HDPE Col 218 0.6%308 0.7%344 0.7%250 0.7%263 0.1%243 0.7%- 0.0%- 0.0%- 0.0%- 0.0%- 0.0%- 0.0%1,625
#3 - 7 194 0.5%296 0.7%340 0.7%312 1.1%414 2.1%266 0.8%- 0.0%- 0.0%- 0.0%- 0.0%- 0.0%- 0.0%1,821
Plastic Film 65 0.2%160 0.4%32 0.1%32 0.1%26 0.8%60 0.2%- 0.0%- 0.0%- 0.0%- 0.0%- 0.0%- 0.0%374
Tin Cans 857 2.2%1,034 2.5%997 2.0%795 2.1%777 11.7%549 1.6%- 0.0%- 0.0%- 0.0%- 0.0%- 0.0%- 0.0%5,009
Scrap Metal 163 0.4%226 0.5%293 0.6%313 0.8%304 100.0%309 0.9%- 0.0%- 0.0%- 0.0%- 0.0%- 0.0%- 0.0%1,610
Non-recyclables 3,727 9.5%4,127 9.9%4,167 8.3%4,117 11.7%4,372 0.0%3,890 11.6%- 0.0%- 0.0%- 0.0%- 0.0%- 0.0%- 0.0%24,400
39,033 100%41,575 100%50,054 100%34,959 100.0%37,338 0.0%33,415 100.0%- 0.0%- 0.0%- 0.0%- 0.0%- 0.0%- 0.0%
SMART Recycling Center Composition for Residential Customers**
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
87,549 87,048 125,235
**The SMART Recycling Center Composition reflects the breakdown of all recyclables brought to the SMART Recycling Center. This percentage is applied to pounds collected in the City of East Wenatchee.
- - - - 102,611 86,257 120,633 - -
Sep Oct Nov DecMarAprMayJunJul
- -
SMART Recycling Center Composition for Commercial Customers**
33,415 - - - - 39,033 41,575 50,054 34,959 37,338
Jan Feb Aug
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