HomeMy WebLinkAbout2022-48, Personnel ManualCity of East Wenatchee Resolution 2022-48 w Exhibit A
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City of East Wenatchee, Washington
Resolution No. 2022-48
A Resolution of the City of East Wenatchee, Washington updating and
replacing the City of East Wenatchee Personnel Manual, Policies and
Procedures (Lexipol Handbook) by rescinding Resolution No. 2017-18,
Resolution 2018-16, and Resolution 2019-05.
1. Alternate format.
1.1. Para leer este documento en un formato alternativo (español, Braille,
leer en voz alta, etc.), comuníquese con el secretario de la Ciudad en
alternateformat@eastwenatcheewa.gov, 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. Purpose.
3.1. To adopt a City of East Wenatchee Personnel Manual/Handbook
providing workplace rules and regulations.
3.2. To facilitates efficient services to the public and to develop a
uniform system that equitably deals with all employees. The
Personnel Manual is a necessary tool to familiarize employees with
basic city policies and benefit programs, as well as the general
expectations of the city, including acceptable and unacceptable
behavior and disciplinary measures.
City of East Wenatchee
Government Manual
Copyright Lexipol, LLC 2022/10/28, All Rights Reserved.
Published with permission by City of East Wenatchee ***DRAFT***Cover - 1
CITY OF
EAST WENATCHEE
PERSONNEL MANUAL AND PROCEDURES
Effective November 1, 2022
By Resolution 2022-48
EXHIBIT A
Page 1 of 123
City of East Wenatchee
Government Manual
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Published with permission by City of East Wenatchee ***DRAFT***Welcome to the City of East Wenatchee - 1
WELCOME TO THE CITY OF EAST WENATCHEE
Congratulations on your employment with the City of East Wenatchee! You have joined a collective
group of employees who share in the mission to deliver excellent service to our citizens, businesses,
and visitors. Employment decisions are a significant part of your life, and the City of East Wenatchee
is honored to include you in our family. Thank you for choosing us!
The chapters of this Employee Handbook are designed to guide and help city employees understand
expectations, policies, and procedures. We hope to provide each employee with a fulfilling career
while employed with the city.
Fun fact: On October 3, 1931, the first non-stop trans-Pacific flight made aviation history. Pilots
Hugh Herndon and Clyde Pangborn flew the Miss Veedol airplane from Misawa, Japan. The pilots
were forced to belly-land in East Wenatchee as they had dropped their landing gear in the ocean
to conserve fuel during their flight. Hence our motto: East Wenatchee - A great place to land.
Herndon and Pangborn's flight is demonstrative of the work we do here at the City of East
Wenatchee in serving our community and maintaining our culture. Making aviation history or working
for the city, both require collaboration, courage, accountability, planning, and adaptability. Just like
the pilots, we are making history and as mayor, I am glad you are part of this journey.
Welcome to the Team!
EXHIBIT A
Page 2 of 123
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***DRAFT***City of East Wenatchee Mission and Vision
Statement - 1
CITY OF EAST WENATCHEE MISSION AND VISION STATEMENT
MISSION
The Mission of the City of East Wenatchee is to maintain trust and provide efficient and quality service to all
who live, work and play in the City.
VISION
A diverse, well-planned, safe, and thriving city with a strong sense of community that provides equal opportunity
for all.
OUR VALUES
(a)Transparency: Operate and manage the city in an open and transparent atmosphere.
(b)Partnership: Be a reliable partner and meet all commitments.
(c)Stewardship: Be responsible trustees of the community's financial and environmental resources.
(d)Adaptability: Remain flexible in response to new and changing conditions.
(e)Gratitude: Be grateful for the opportunity to serve the community
OUR CULTURE
(a)Respect: Respectfully consider views inside and outside the organization, even when disagreeing.
(b)Integrity: Undertake our work with integrity and honesty.
(c)Accountability: Be accountable for our actions and decisions.
(d)Collaboration: Listen to and support one another in advancing the City's goals.
EXHIBIT A
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Chapter 1 - Role and Authority
EXHIBIT A
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Policy
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City of East Wenatchee
Government Manual
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Policy Manual
100.1 PURPOSE AND SCOPE
This Government Manual of the City of East Wenatchee, WA (referred to herein as "City" and
"city") is hereby established and shall be referred to as the Policy Manual or the manual. The
manual is a statement of the current policies, procedures, rules, and guidelines of this city. All
employees are to conform to the provisions of this manual.
All prior and existing manuals, orders, and regulations that are in conflict with this manual are
rescinded. The terms set out in this Policy Manual work in conjunction with, and do not replace,
amend, or supplement any terms or conditions of employment stated in any collective bargaining
agreement that a union has with the City. Wherever employment terms in this policy differ from
the terms expressed in the applicable collective bargaining agreement with the City, employees
should refer to the specific terms of the collective bargaining agreement, which will control.
100.2 POLICY
Except where otherwise expressly stated, the provisions of this manual shall be considered
as guidelines. It is recognized that circumstances may arise that warrant departure from these
guidelines. It is the intent of this manual to be viewed from an objective standard, taking into
consideration the sound discretion entrusted to employees of this city under the circumstances
reasonably available at the time.
100.2.1 DISCLAIMER
The provisions contained in the Policy Manual are not intended to create an employment contract
nor any employment rights or entitlements. The policies contained within this manual are for the
internal use of the City and shall not be construed to create a higher standard or duty of care for
civil or criminal liability against the City, its officials, or its employees. Violations of any provision of
any policy contained within this manual shall only form the basis for administrative action, training,
or discipline. The City reserves the right to revise any policy content, in whole or in part.
100.3 AUTHORITY
The Mayor and City Council shall be considered the ultimate authority for the content and adoption
of the provisions of this manual. The Mayor or the authorized designee is authorized to issue
directives, which shall modify those provisions of the manual to which they pertain. Directives
from the Mayor or the authorized designee shall remain in effect until such time as they may be
permanently incorporated into the manual.
This manual is adopted by Resolution No. 2022-46, the City reserves the right to repeal, modify
or amend these policies.
100.4 DEFINITIONS
The following words and terms shall have these assigned meanings throughout the Policy Manual,
unless it is apparent from the content that they have a different meaning:
EXHIBIT A
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Policy Manual
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Director - A person in a position of authority that may include responsibility for hiring, transfer,
suspension, promotion, discharge, assignment, reward, or discipline of other city employees,
directing the work of other employees, or having the authority to adjust grievances.
Elected official - Any individual who serves in the City government based upon selection by a
public vote, as well as any individual who is appointed or otherwise selected to fill such a position
that has been vacated prior to the conclusion of the elected individual's term.
Employee - Any person employed by the City, including:
•Regular Full-time Employee - An employee who regularly works a minimum of 40
hours a week on a continuing basis.
•Regular Part-time Employee - An employee who works at least 20 and less than 40
hours per week.
•Temporary Employee - An employee who works no more than 1,000 hours per fiscal
year and is ineligible for City benefits.
May - Indicates a permissive, discretionary, or conditional action.
Shall or will - Indicates a mandatory action.
Should - Indicates a generally required or expected action, absent a rational basis for failing to
conform.
Supervisor - A person in a position of authority that may include responsibility for assignment,
reward, or discipline of other city employees, directing the work of other employees, or having the
authority to adjust grievances. The supervisory exercise of authority may not be merely routine or
clerical in nature but requires the use of independent judgment.
The term "supervisor" may also include any person (e.g., lead or senior worker) given responsibility
for the direction of the work of others without regard to a formal job title, rank, or compensation.
100.5 ISSUING THE POLICY MANUAL
An electronic version of the Policy Manual will be made available to all employees on the city
network for viewing and printing. No changes shall be made to the manual without authorization
from the Mayor or the authorized designee.
Each employee shall acknowledge having access to and having the opportunity to review the
Policy Manual and any directives issued by the Mayor or the authorized designee. Employees
should seek clarification as needed from an appropriate supervisor for any provisions that they
do not fully understand.
100.6 PERIODIC REVIEW OF THE POLICY MANUAL
The Mayor will ensure that the Policy Manual is periodically reviewed and updated as necessary.
EXHIBIT A
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Policy Manual
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100.7 REVISIONS
All revisions to the Policy Manual will be provided to each employee on or before the date the
policy becomes effective. Each employee will be required to acknowledge having reviewed the
revisions and shall seek clarification from an appropriate supervisor as needed.
Employees are responsible for keeping abreast of all Policy Manual revisions.
All city employees suggesting revision of the contents of the Policy Manual shall forward
their written suggestions to The Department of Human Resources, who will consider the
recommendations and forward them to the Mayor as appropriate.
EXHIBIT A
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Policy
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City of East Wenatchee
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***DRAFT***Standards of Conduct for Elected and
Appointed Officials - 5
Standards of Conduct for Elected and Appointed
Officials
101.1 PURPOSE AND SCOPE
This policy establishes standards of conduct expected of all elected and appointed officials. The
standards contained in this policy are not intended to be an exhaustive list of requirements and
prohibitions, but they do identify many of the important matters concerning conduct.
101.1.1 DEFINITIONS
Definitions related to this policy include:
Close relative - Parent, child, spouse, domestic partner, sibling, in-law, niece, nephew, aunt,
uncle, grandparent, first cousin, step-parent, step-child, step-sibling, foster child, foster parent,
legal guardian, and fiance.
Conflict of interest - Any actual, perceived, or potential conflict in which it reasonably appears
that an elected official’s action, inaction, or decisions are or may be influenced by a personal or
business relationship. It includes conflicts defined and prohibited by state law.
101.2 POLICY
Elected and appointed officials of the City are expected to conduct themselves with the utmost
professional integrity and objectivity.
101.3 GENERAL STANDARDS
Elected and appointed officials should conduct themselves in accordance with federal, state, and
local laws.
Elected and appointed officials should familiarize themselves with the East Wenatchee City
Council Rules of Procedure applicable to their conduct.
101.4 ETHICS
Elected and appointed officials should avoid engaging in the following conduct:
(a) Using one's status as an elected official of the City in any way that could reasonably be
perceived as an attempt to gain influence or authority for non-city business or activity.
(b) The wrong or unlawful exercise of authority for malicious purpose, personal gain, willful
deceit, or any other improper purpose.
(c) Acceptance of fees, gifts, money, tangible or intangible personal property, or any
service, gratuity, favor, entertainment, hospitality, loan, promise, or any other thing
of value from any person, business, or organization that is doing business with, or
seeking to do business with the City, subject to a de minimus exemption of $50.00
or less.
(d) Offer of acceptance of a bribe.
EXHIBIT A
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(e) Misappropriation or misuse of public funds, property, personnel, or services.
(f) Any other failure to abide by standards of ethical conduct or otherwise contrary to the
rules of this city and/or laws of the state.
101.4.1 STANDARDS OF ETHICAL CONDUCT
•Objectivity – Elected and appointed officials must place the public's interest before
any private interest or outside obligation.
•Selflessness – Elected and appointed officials should not make decisions in their
official capacity in order to gain financial or other benefits for themselves, their family,
or their friends.
•Stewardship – Elected and appointed officials have a duty to conserve public
resources and funds against misuse and abuse.
•Transparency – Elected and appointed officials must practice open and accountable
government. They should be as open as possible about their decisions and actions,
and also protect confidential information.
•Integrity – Elected and appointed officials should not allow a financial or other
obligation to outside individuals or organizations to influence their official duties,
whether in actuality or by appearance.
101.5 DISCRIMINATION, OPPRESSION, OR FAVORITISM
Elected and appointed officials should not discriminate against, oppress, or provide favoritism to
any person based on a classification or status protected by law.
101.6 UNAUTHORIZED ACCESS, DISCLOSURE, OR USE
Elected and appointed officials should avoid:
(a) Unauthorized or inappropriate release of confidential or protected information,
materials, data, forms, or reports obtained as a result of the elected official's position
with this city.
(b) The use of any information, photograph, video, or other recording obtained or
accessed as a result of the elected official's position with this city for personal or
financial gain.
(c) Using city resources in association with any portion of an independent civil action.
These resources include but are not limited to personnel, vehicles, equipment, and
non-subpoenaed records.
(d) Loaning, selling, allowing unauthorized use, giving away, or appropriating any city
badge, uniform, identification card, or property for personal use, personal gain, or any
other improper or unauthorized use or purpose.
(e) Using city resources for campaigning or other political purposes.
EXHIBIT A
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Standards of Conduct for Elected and Appointed Officials
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101.7 CONFLICTS OF INTEREST
Elected and appointed officials shall follow all laws regarding actual and perceived conflicts of
interest and should avoid the appearance of actual or perceived conflicts of interest.
Elected and appointed officials should avoid directly supervising any employee who is a relative or
with whom they are involved in a personal or business relationship. Elected and appointed officials
should also avoid participating in, contributing to, or recommending promotions, assignments,
performance evaluations, transfers, or other personnel decisions affecting an employee who is a
relative or with whom they are involved in a personal or business relationship.
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 employment
status or interest of a close relative.
101.8 ETHICAL COMPLIANCE DOCUMENTATION
Elected and appointed officials should ensure that all required documentation pertaining to ethics,
conflicts of interest, or any other matter related to conduct are timely completed and submitted
to the appropriate authorities.
101.9 OUTSIDE EMPLOYMENT
Elected and appointed officials should avoid maintaining any outside employment or accepting
any appointment that creates an actual or perceived conflict of interest or that inhibits their ability
to competently complete the requirements of the office to which they have been elected. All laws
related to the maintenance of outside employment for elected officials should be observed.
EXHIBIT A
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Policy
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City of East Wenatchee
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Standards of Conduct for All Employees
102.1 PURPOSE AND SCOPE
This policy establishes standards of conduct that are consistent with the values and mission of the
City and are expected of all employees. The standards contained in this policy are not intended to
be an exhaustive list of requirements and prohibitions, but they do identify many of the important
matters concerning conduct. In addition to the provisions of this policy, employees are subject to
all other provisions contained in this manual, as well as any additional guidance on conduct that
may be disseminated by this city or an employee’s supervisor.
102.1.1 DEFINITIONS
Definitions related to this policy include:
Close relative - Parent, child, spouse, domestic partner, sibling, in-law, niece, nephew, aunt,
uncle, grandparent, first cousin, step-parent, step-child, step-sibling, foster child, foster parent,
legal guardian, and fiance.
Conflict of interest - Any actual, perceived, or potential conflict in which it reasonably appears that
an employee’s action, inaction, or decisions are or may be influenced by a personal or business
relationship. It includes conflicts defined and prohibited by state law.
102.2 POLICY
The continued employment or appointment of every employee of the City shall be based on
conduct that reasonably conforms to the guidelines set forth herein. Failure to meet the guidelines
set forth in this policy, whether during work hours or non-work hours, may be cause for disciplinary
action. The Mayor may terminate or suspend with loss of pay any employee who violates these
standards.
102.3 GENERAL STANDARDS
The City expects all employees to represent the City to the public in a professional, courteous,
efficient, and helpful manner.
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, respect
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.
Employees shall conduct themselves in accordance with the federal and state constitutions and
all applicable laws, ordinances, and rules enacted or established pursuant to legal authority.
EXHIBIT A
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Employees shall familiarize themselves with policies and procedures and are responsible for
compliance with each. Employees should seek clarification and guidance from supervisors in the
event of any perceived ambiguity or uncertainty.
Discipline may be initiated for any good cause. It is not mandatory that a specific policy or rule
violation be cited to sustain discipline. This policy is not intended to cover every possible type of
misconduct.
102.3.1 STANDARDS OF ETHICAL CONDUCT
•Objectivity – Public employees must place the public's interest before any private
interest or outside obligation.
•Selflessness – Public employees in their official capacity should not make decisions
in order to gain financial or other benefits for themselves, their family, or their friends.
•Stewardship – Public employees have a duty to conserve public resources and funds
against misuse and abuse.
•Transparency – Public employees must practice open and accountable government.
They should be as open as possible about their decisions and actions, and also protect
confidential information.
•Integrity – Public employees should not allow a financial or other obligation to outside
individuals or organizations to influence their official duties, whether in actuality or by
appearance.
102.4 CAUSES FOR DISCIPLINE
The following are illustrative of causes for disciplinary action. This list is not intended to cover every
possible type of misconduct and does not preclude the recommendation of disciplinary action for
violation of other rules, standards, or ethics, and specific action or inaction that is detrimental to
the city’s ability to effectively serve the public.
102.4.1 LAWS, RULES, AND ORDERS
(a) Violation of, or ordering or instructing a subordinate to violate, any policy, procedure,
rule, order, directive, or requirement, or failure to follow instructions contained in city
manuals.
(b) Disobedience of any lawful directive or order.
(c) Violation of federal, state, local, or administrative laws, rules, or regulations, including
laws against unlawful discrimination and harassment.
102.4.2 ETHICS AND CONFLICTS OF INTEREST
(a) Using or disclosing one's status as an employee of the City in any way that could
reasonably be perceived as an attempt to gain influence or authority for non-city
business or activity.
(b) The wrongful or unlawful exercise of authority on the part of any employee for malicious
purpose, personal gain, willful deceit, or any other improper purpose.
EXHIBIT A
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(c) Receives or has any financial interest in any sale to the city of property or service
when such financial interest was received knowing the city was planning to obtain
such property or obtain service.
(d) Influences the city in the selection of, or conduct of business with, a corporation, a
person, or a firm if the employee has a personal financial interest in the transaction.
(e) Has a personal financial interest in legislation coming before the City Council and
participates in discussion or gives an official opinion unless the employee discloses
on the record the nature of such personal interest.
(f) Has a personal financial interest in real property situated within the city if such
employee in his or her official capacity performs any function regulating land use or
development. This does not apply to real property devoted to the personal use or
residence of the employee or a family member.
(g) Solicits, accepts, or seeks anything of economic value (a gift, gratuity, or favor) from
a person, firm, or corporation involved in a contract or transaction with the city. This
does not apply to:
1. Gifts that qualify as de minimus with an exemption of $50.00 or less.
2. A hosted meal with a meeting directly related to the conduct of city business.
3. Where official attendance by the employee as the staff representative is appropriate.
4. An award publicly presented in recognition of public service.
5. Any gift offered or given to an employee if she or he were not a city employee.
102.4.3 NEPOTISM
(a) Fail to disclose that an employee is:
1. Working in the same department as a close relative.
2. Supervising or being supervised by a close relative.
(b) Be responsible for auditing the work of a close relative.
(c) 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 a close relative.
(d) Engage in any process with an outside firm, vendor, client, or service provider that
employs or is owned or controlled by a close relative.
Employees must inform the Department of Human Resources immediately if they enter into a
relationship that may conflict with this policy. When a conflict or potential conflict exists due to
a new relationship, or employees become related due to marriage, and in the City's judgment
a potential conflict of interest exists or reasonably could exist, the City will attempt to find a
reasonable accommodation to eliminate the conflict. If the City is unable to eliminate conflict, then
only one employee may be permitted to remain employed by the City.
EXHIBIT A
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102.4.4 ATTENDANCE
(a) Leaving the job to which the employee is assigned during work hours without
reasonable excuse and proper permission and approval.
(b) Unexcused or unauthorized absence or tardiness.
(c) Excessive absenteeism or abuse of leave privileges.
(d) Failure to report to work without reasonable excuse.
102.4.5 UNAUTHORIZED ACCESS, DISCLOSURE, OR USE
(a) Unauthorized and inappropriate intentional release of confidential or protected
information, materials, data, forms, or reports obtained as a result of the employee's
position with this city.
(b) The use of any information, photograph, video, or other recording obtained or
accessed as a result of employment or appointment to this city for personal or financial
gain or without the express authorization of the Mayor or the authorized designee.
(c) Loaning, selling, allowing unauthorized use, giving away, or appropriating any city
badge, uniform, identification card, or property for personal use, personal gain, or any
other improper or unauthorized use or purpose.
102.4.6 EFFICIENCY
(a) Neglect of duty.
(b) Unsatisfactory work performance, including but not limited to failure, incompetence,
inefficiency, or delay in performing and/or carrying out proper orders, work
assignments, or the instructions of supervisors without a reasonable and bonafide
excuse.
(c) Concealing, attempting to conceal, removing, or destroying defective or incompetent
work.
(d) Failure to notify a supervisor of changes in relevant personal information (e.g.,
information associated with benefits determination) in a timely fashion.
102.4.7 PERFORMANCE
(a) Failure to disclose or misrepresenting material facts or making any false or misleading
statement on any application, examination form, or other official document, report, or
form, or during the course of any work-related investigation.
(b) Failure to participate in investigations of any city-related business.
(c) Being untruthful or knowingly making false, misleading, or malicious statements
(including gossip) that are reasonably calculated to harm the reputation, authority, or
official standing of this city or its employees.
(d) Unlawful gambling or unlawful betting at any time or any place. Legal gambling or
betting under any of the following conditions:
1. While on city premises.
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2. At any work site, during work hours, or while using any city equipment or system.
(e) Improper political activity, including:
1. Unauthorized attendance during work hours at official legislative or political
sessions.
2. Solicitations, speeches, or distribution of campaign literature for or against any
political candidate or position during work hours or on city property except as
expressly authorized by city policy, an employment agreement or contract, or
the Mayor or the authorized designee.
(f) No solicitation: The city does not allow employees and non-employees to come and
solicit employees or other members of the public or to distribute literature.
102.4.8 CONDUCT
(a) Failure to promptly and fully report activities on the employee’s part or the part of any
other employee where such activities resulted in contact with any law enforcement
agency or that may result in criminal prosecution or discipline under this policy.
(b) Unauthorized or unlawful fighting, or threatening or attempting to inflict unlawful bodily
harm on another.
(c) Engaging in horseplay that reasonably could result in injury or property damage.
(d) Discourteous, disrespectful, or discriminatory treatment of any member of the public
or any employee of the City.
(e) Use of obscene, indecent, profane, or derogatory language during work hours or in
uniform.
(f) Criminal, dishonest, or disgraceful conduct that adversely affects the employee’s
relationship with the City.
(g) Unauthorized possession of, loss of, or damage to city property or the property of
others or endangering it through carelessness or maliciousness.
(h) Attempted or actual theft of city property; misappropriation or misuse of public funds,
property, personnel, or the services or property of others; unauthorized removal or
possession of city property or the property of another person.
(i) Activity that is incompatible with an employee’s conditions of employment or
appointment as established by law or that violates a provision of any employment
agreement or contract, including fraud in securing the appointment or hire.
(j) Initiating any civil action for recovery of any damages or injuries incurred in the course
and scope of employment or appointment without first notifying the Mayor or the
authorized designee of such action.
(k) Any other conduct that any employee knows or reasonably should know is
unbecoming an employee of this city, is contrary to good order, efficiency, or morale,
or tends to reflect unfavorably upon the City or its employees.
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102.4.9 SAFETY
All employees of the City of East Wenatchee must comply with the Safety Program. In addition,
employees have the following obligations to themselves, coworkers, property owners and the
public:
(a) Observe city safety policy, standards, and safe working practices.
(b) Comply with all federal, state and local safety regulations and the City's Safety
Program.
(c) Not work in conditions that are unsanitary, hazardous or dangerous to their health or
safety.
(d) Use such Personal Protective Equipment (PPE), safety materials, equipment, devices
and clothing as are intended for their protection and furnished to them by the company
for the specific job or task.
(e) Follow all prescribed procedures and all instructions from their supervisor with respect
to safety and health and actively participate in and cooperate with the overall safety
program to ensure their safety, the safety of their fellow workers, and any person likely
to be affected by their acts.
(f) Promptly report to their supervisor anything or any circumstance in a work place that
is likely to be hazardous to themselves, their fellow workers or other persons granted
access to the work place, and make recommendations for resolution of those hazards.
(g) Cease unsafe work practices until there is an opportunity for corrective action.
(h) Utilize all equipment in accordance with manufacturer's operating and maintenance
requirements.
(i) Not use any tools and equipment that are not safe.
(j) Not attempt aerial work if they are not completely physically fit and of sound mind.
(k) Maintain cleanliness and good personal health habits.
(l) Not perform any unsafe act that will place them or anyone else in a dangerous position.
(m) Report all personal, equipment, or vehicle accidents, near-misses, and injuries
regardless of severity whether or not medical attention is received by using the
Incident/Accident Report within 24 hours if possible.
(n) Cooperate fully with all safety and claims investigations.
(o) Not remove, displace, damage, destroy or carry off any safety device, safeguard,
notice or warning, furnished for use in any area, building, or piece of equipment.
(p) Not wear torn or loose clothing while working around machinery.
(q) Encourage coworkers by behavior, words, and example to use safe work practices
on the job.
(r) Attend required safety training and safety meetings.
EXHIBIT A
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Standards of Conduct for All Employees
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102.4.10 INTOXICANTS
(a) Reporting for work or being at work while intoxicated or when the employee’s ability
to work is impaired due to the use of alcohol, medication, or drugs, whether legal,
prescribed, or illegal.
(b) Possession or use of alcohol during work hours.
(c) Unauthorized possession, use, or sale of a controlled substance, illegal drug, or non-
prescribed medication while on city business.
EXHIBIT A
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City of East Wenatchee
Government Manual
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Published with permission by City of East Wenatchee ***DRAFT***Personnel - 1
Chapter 2 - Personnel
EXHIBIT A
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Policy
200
City of East Wenatchee
Government Manual
Copyright Lexipol, LLC 2022/10/28, All Rights Reserved.
Published with permission by City of East Wenatchee ***DRAFT***Recruitment and Selection - 2
Recruitment and Selection
200.1 PURPOSE AND SCOPE
This policy provides a framework for employee recruiting efforts and identifying job-related
standards for the selection process. This policy supplements other city rules governing
employment practices.
200.2 POLICY
In accordance with applicable federal, state, and local law, the City provides equal opportunities
for applicants and employees, regardless of actual or perceived race, ethnicity, national origin,
religion, sex, sexual orientation, gender identity or expression, age, 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, pregnancy, genetic information, veteran status, marital status, and any other
classification or status protected by law. The City does not show partiality or grant any special
status to any applicant, employee, or group of employees unless otherwise required by law.
The City will recruit and hire only those individuals who demonstrate a commitment to service and
who possess the skills and abilities for the position as well as the traits and characteristics that
reflect personal integrity and high ethical standards.
200.3 RECRUITMENT
The department director shall submit a request to fill vacant positions to the Mayor. Once the
Department of Human Resources receives the Mayor's approval the position will be posted
utilizing a recruitment and selection strategy to recruit a qualified and diverse pool of candidates.
In conjunction with the public posting of positions, the Department of Human Resources shall
notify all city employees of the posting.
An applicant does not have to reside within the City, however, their place of residence must not
interfere with their ability to perform daily duties and responsibilities.
200.4 BACKGROUND INVESTIGATION
Every candidate shall undergo a background investigation to verify the candidate’s application
information and ability to perform duties relevant to the position.
200.4.1 NOTICES
Background investigators should ensure that investigations are conducted and notices provided
in accordance with the requirements of the FCRA and applicable state law (15 USC § 1681d).
200.4.2 RECORDS RETENTION
The background report and all supporting documentation should be maintained in accordance
with the established records retention schedule.
EXHIBIT A
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Recruitment and Selection
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200.5 EMPLOYMENT STANDARDS
All candidates shall meet any minimum standards required by city and state law. Candidates
will be evaluated based on merit, ability, competence, and experience, in accordance with the
job description. Each candidate must adhere to the high standards, integrity, and ethics that are
valued by the City and the community.
Each job description should minimally identify the training, abilities, knowledge, and skills required
to perform the position's essential duties in a satisfactory manner.
200.6 JOB DESCRIPTIONS
The Department of Human Resources should maintain a current job description for each position
in the City.
200.7 PROBATIONARY PERIODS
The Department of Human Resources should coordinate with supervisors to identify positions
subject to probationary periods and procedures for:
(a) Appraising performance during probation.
(b) Assessing the level of performance required to complete probation.
(c) Extending probation.
(d) Documenting successful or unsuccessful completion of probation.
EXHIBIT A
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Policy
201
City of East Wenatchee
Government Manual
Copyright Lexipol, LLC 2022/10/28, All Rights Reserved.
Published with permission by City of East Wenatchee ***DRAFT***Performance Evaluations - 4
Performance Evaluations
201.1 PURPOSE AND SCOPE
This policy provides guidelines for the City performance evaluation process.
201.2 POLICY
The City shall use a performance evaluation process to measure, document, and recognize work
performance. The performance evaluation will serve as an objective guide for the recognition of
good work and the development of a process for improvement.
The City evaluates employees in a nondiscriminatory manner based upon job-related factors
specific to the employee's position, without regard to actual or perceived race, ethnicity, national
origin, religion, sex, sexual orientation, gender identity or expression, age, disability, pregnancy,
genetic information, veteran status, marital status, and any other classification or status protected
by law.
The evaluation is part of an employee's personnel record and may be a factor in determining
whether the employee receives a wage increase, or is promoted, transferred, demoted, laid off,
or terminated.
201.3 TYPES OF EVALUATIONS
The City shall use the following types of evaluations:
Annual - An evaluation completed at regular intervals by the employee's immediate supervisor
(by December 15th of every year).
Special - An evaluation that may be completed at any time the supervisor and Mayor or
the authorized designee determine an evaluation is necessary to address less than standard
performance. The evaluation may include a plan for follow-up action (e.g., performance
improvement plan (PIP), or retraining).
201.3.1 RATINGS
When completing an evaluation, the supervisor will identify the rating category that best describes
the employee's performance. The definition of each rating category is as follows:
Excellent - Performance is well beyond that required for the position. It is exceptional
performance, definitely superior or extraordinary.
Satisfactory - Performance of a competent employee. It is satisfactory performance that meets
the standards required of the position.
Unsatisfactory - Performance is inferior to the standards required of the position. It is inadequate
or undesirable performance that cannot be allowed to continue.
EXHIBIT A
Page 21 of 123
City of East Wenatchee
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Performance Evaluations
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Unless otherwise specified in a collective bargaining agreement, all City employees who receive
a rating of satisfactory are eligible for a step increase. Eligibility for a step increase does not
guarantee one. The Mayor retains final discretion to grant any step increases.
Employees who receive a rating of unsatisfactory are not eligible for a step increase. An employee
who receives an unsatisfactory rating may request to be reevaluated no sooner than 90 days and
no later than six months after the original evaluation date.
Supervisor comments may be included in the evaluation to document the employee's
strengths, weaknesses, and requirements for improvement. Any job dimension rating marked as
unsatisfactory or excellent shall be substantiated with supervisor comments.
201.3.2 PERFORMANCE IMPROVEMENT PLAN
Employees who receive an unsatisfactory rating may be subject to a Performance Improvement
Plan (PIP). The PIP shall outline areas that need improvement, any improvement measures, and
a timetable in which to demonstrate improvement. The issuing supervisor shall meet with the
employee to review the employee's performance and the status of the PIP at least monthly.
201.4 EVALUATION PROCESS
Supervisors should meet with the employees they supervise at the beginning of the evaluation
period to discuss expectations and establish performance standards. Each supervisor should
discuss the tasks of the position, standards of expected performance, and the evaluation criteria
with each employee.
Performance evaluations cover a specific period and should be based upon documented
performances that are applicable to the duties and authorities granted to the employee during
that period. Evaluations should be completed by each employee's immediate supervisor. Other
supervisors directly familiar with the employee's performance during the rating period may be
consulted by the evaluating supervisor for input.
Assessment of an employee's job performance is an ongoing process. Continued coaching and
feedback provide supervisors and employees with opportunities to correct performance issues
as they arise and to acknowledge good work. Periodic discussions with the employee during the
course of the evaluation period are encouraged. Supervisors are encouraged to document all
periodic discussions to be included in the employee's annual evaluation.
201.5 EVALUATION FREQUENCY
Supervisors shall evaluate all employees they supervise every year by December 15.
Those employees who are required to successfully complete a probationary period should be
evaluated every six months.
EXHIBIT A
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Performance Evaluations
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201.6 EVALUATION
When the supervisor has completed an evaluation, a meeting to review the evaluation should be
scheduled with the employee. The supervisor should discuss the evaluation ratings and respond
to any questions the employee may have. The supervisor should provide relevant counseling
regarding advancement, specialty positions, and training opportunities. Any performance areas in
need of improvement and goals for reaching the expected level of performance should be identified
and discussed. If the employee has reasonable objections to any of the ratings, the supervisor
may make appropriate adjustments to the evaluation. The reason for such adjustments shall be
documented.
The supervisor and employee will sign and date the evaluation. Any additional information that
either the supervisor or the employee wants included in the employee's record may be attached.
201.7 CHAIN OF REVIEW
The signed performance evaluation and any employee attachment should be forwarded to
the Department of Human Resources. The Department of Human Resources shall review the
evaluation for fairness, impartiality, uniformity, and consistency, and shall consider any written
response made by the employee.
201.8 RETENTION AND DISTRIBUTION
The original performance evaluation and any original related correspondence shall be maintained
in accordance with the Personnel Records Policy.
A copy of the evaluation and any related documentation shall be provided to the employee.
EXHIBIT A
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Policy
202
City of East Wenatchee
Government Manual
Copyright Lexipol, LLC 2022/10/28, All Rights Reserved.
Published with permission by City of East Wenatchee ***DRAFT***Discriminatory Harassment - 7
Discriminatory Harassment
202.1 PURPOSE AND SCOPE
The purpose of this policy is to prevent city employees from being subjected to discriminatory
harassment, including sexual harassment and retaliation. Nothing in this policy is intended to
create a legal or employment right or duty that is not created by law.
202.2 POLICY
The City is an equal employment opportunity employer and is committed to creating and
maintaining a work environment that is free of all forms of discriminatory harassment, including
sexual harassment and retaliation. The City will not tolerate discrimination against an employee
in hiring, placement, promotion, termination, layoff, recall, transfer, compensation, leaves of
absence, training, fringe benefits, and other privileges of employment. The City will take preventive
and corrective action to address any behavior that violates this policy or the rights and privileges
it is designed to protect.
The nondiscrimination policies of the City may be more comprehensive than state or federal law.
Conduct that violates this policy may not violate state or federal law but could still subject an
employee to discipline up to and including termination.
202.3 DEFINITIONS
Definitions related to this policy include:
202.3.1 DISCRIMINATION
The City prohibits all forms of discrimination, including any employment-related action by
an employee that adversely affects an applicant or employee and is based on actual or
perceived race, color, religion, sex (including pregnancy, gender identity, and sexual orientation),
parental status, national origin, age, disability, genetic information (including family medical
history), political affiliation, military service, marital status, or other non-merit-based factors or
status protected by law.
Discriminatory harassment, including sexual harassment, is verbal or physical conduct that
demeans or shows hostility or aversion toward an individual based upon that individual's protected
class. It has the effect of interfering with an individual's work performance or creating a hostile or
abusive work environment.
Conduct that may, under certain circumstances, constitute discriminatory harassment can include
making derogatory comments; making crude and offensive statements or remarks; making slurs
or off-color jokes; stereotyping; engaging in threatening acts; making indecent gestures, pictures,
cartoons, posters, or material; making inappropriate physical contact; or using written material or
city equipment and/or systems to transmit or receive offensive material, statements, or pictures.
Such conduct is contrary to city policy and to a work environment that is free of discrimination.
EXHIBIT A
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Discriminatory Harassment
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202.3.2 RETALIATION
Retaliation is treating a person differently or engaging in acts of reprisal or intimidation against
the person because the person has engaged in protected activity, filed a charge of discrimination,
participated in an investigation, or opposed a discriminatory practice. Retaliation will not be
tolerated.
202.3.3 SEXUAL HARASSMENT
The City prohibits all forms of discrimination and discriminatory harassment, including sexual
harassment. It is unlawful to harass an applicant or an employee because of that person’s sex.
Sexual harassment includes but is not limited to unwelcome sexual advances, requests for sexual
favors, or other verbal, visual, or physical conduct of a sexual nature when:
(a) Submission to such conduct is made either explicitly or implicitly as a term or condition
of employment, position, or compensation.
(b) Submission to, or rejection of, such conduct is used as the basis for any employment
decisions affecting the employee.
(c) Such conduct has the purpose or effect of substantially interfering with an employee’s
work performance or creating an intimidating, hostile, or offensive work environment.
202.3.4 ADDITIONAL CONSIDERATIONS
Discrimination and discriminatory harassment do not include actions that are in accordance with
established rules, principles, or standards, including:
(a) Acts or omission of acts based solely upon bona fide occupational qualifications
under the Equal Employment Opportunity Commission and any related state agency
guidelines.
(b) Bona fide requests or demands by a supervisor that an employee improve work quality
or output, that the employee report to the job site on time, that the employee comply
with City or department rules or regulations, or any other appropriate work-related
communication between supervisor and employee.
202.4 RESPONSIBILITIES
This policy applies to all city employees, supervisors, job applicants, contractors, interns,
volunteers, vendors, customers and any third party, who shall follow the intent of these guidelines
in a manner that reflects city policy, professional standards, and the best interest of the City and
its mission.
If an employee has been subjected to or witnessed conduct which violates this policy, the
employee shall immediately report the matter to the Department Director. If the employee is
unable to contact the Department Director, the employee shall contact the Department of Human
Resources. If the person toward whom the complaint is directed is the Department Director or
a Human Resources staff member, the employee shall contact another supervisor, manager, or
Department Director.
EXHIBIT A
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Discriminatory Harassment
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Supervisors, managers, and Department Directors receiving information regarding alleged
violations of this policy shall contact the Department of Human Resources. If Human Resources
staff is the subject of the complaint, then the City Attorney should be contacted.
202.4.1 QUESTIONS OR CLARIFICATION
Employees with questions regarding what constitutes discrimination, sexual harassment, or
retaliation are encouraged to contact the Department of Human Resources for further information,
direction, or clarification.
202.4.2 SUPERVISOR RESPONSIBILITIES
The responsibilities of supervisors and managers shall include but are not limited to:
(a) Continually monitoring the work environment and striving to ensure that it is free from
all types of unlawful discrimination, including harassment or retaliation.
(b) Taking prompt, appropriate action within their work units to avoid and minimize the
incidence of any form of discrimination, harassment, or retaliation.
(c) Ensuring that their subordinates understand their responsibilities under this policy.
(d) Ensuring that employees who make complaints or who oppose any unlawful
employment practices are protected from retaliation and that such matters are kept
confidential to the extent possible.
(e) Notifying the Department of Human Resources and provide in writing of
the circumstances surrounding any reported allegations or observed acts of
discrimination, harassment, or retaliation no later than the next business day.
202.5 INVESTIGATION OF COMPLAINTS
Various methods of resolution exist. During the pendency of any such investigation, the supervisor
of the involved employee shall take prompt and reasonable steps to mitigate or eliminate any
continuing abusive or hostile work environment.
202.5.1 FORMAL INVESTIGATION
The Department of Human Resources or the City Attorney shall be assigned to investigate the
complaint will have full authority to investigate all aspects of the complaint. Investigative authority
includes access to records and the cooperation of any employees involved. No influence will be
used to suppress any complaint and no employee will be subject to retaliation or reprisal for filing
a complaint, encouraging others to file a complaint, or for offering testimony or evidence in any
investigation.
Formal investigation of the complaint will be confidential to the extent possible and will include but
is not limited to details of the specific incident, frequency and dates of occurrences, and names
of any witnesses. Witnesses will be advised regarding the prohibition against retaliation, and that
a disciplinary process, up to and including termination, may result if retaliation occurs.
EXHIBIT A
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Discriminatory Harassment
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202.5.2 ALTERNATIVE COMPLAINT PROCESS
No provision of this policy shall be construed to prevent any employee from seeking legal redress
outside the City. Employees who believe that they have been harassed, discriminated, or retaliated
against are entitled to bring complaints of employment discrimination to federal, state, and/or local
agencies responsible for investigating such allegations. Specific time limitations apply to the filing
of such charges. Employees are advised that proceeding with complaints under the provisions of
this policy does not in any way affect those filing requirements.
202.6 DOCUMENTATION OF COMPLAINTS
All complaints or allegations shall be thoroughly documented on the appropriate forms and in a
manner designated by the Department of Human Resource. The outcome of all reports shall be:
(a) Approved by the City Attorney.
(b) Maintained in accordance with the established records retention schedule.
202.6.1 NOTIFICATION OF DISPOSITION
The complainant and/or victim will be notified in writing of the disposition of the investigation and
the actions taken to remedy or address the circumstances giving rise to the complaint.
202.7 TRAINING
All new employees shall be provided with a copy of this policy as part of their orientation. The policy
shall be reviewed with each new employee. The employee shall certify by signing the prescribed
form that the employee has been advised of this policy, is aware of and understands its contents,
and agrees to abide by its provisions during the employee’s term with the City.
EXHIBIT A
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Policy
203
City of East Wenatchee
Government Manual
Copyright Lexipol, LLC 2022/10/28, All Rights Reserved.
Published with permission by City of East Wenatchee ***DRAFT***Whistleblower/Anti-Retaliation - 11
Whistleblower/Anti-Retaliation
203.1 PURPOSE AND SCOPE
This policy prohibits retaliation against employees (whistleblowers) who identify workplace issues,
such as fraud, waste, abuse of authority, gross mismanagement, or any inappropriate conduct
or practices, including violations that may pose a threat to the health, safety, or well-being of
employees.
This policy does not prohibit actions taken for nondiscriminatory or non-retaliatory reasons, such
as discipline for cause.
These guidelines are intended to supplement and not limit employees’ access to other applicable
remedies. Nothing in this policy shall diminish the rights or remedies of an employee pursuant to
any applicable federal law, provision of the U.S. Constitution, state and local law, ordinance, or
current employment agreement.
203.2 POLICY
The City has a zero tolerance for retaliation. In compliance with the Local Government Employee
Whistleblower Protection Act (RCW 42.41), this policy is adopted to encourage employees to
disclose, without fear of retaliation, any improper governmental action taken by City of East
Wenatchee officials or employees.
203.3 WHISTLE-BLOWING
Every local government employee has the right to report to the appropriate person or persons
information concerning an alleged improper governmental action (RCW 42.41.030).
Procedures for reporting improper governmental action can be found in the accompanying
procedure.
203.4 RETALIATION PROHIBITED
No employee may retaliate against any person for engaging in lawful or otherwise permitted
behavior; for opposing a practice believed to be unlawful, unethical, discriminatory, or retaliatory;
for reporting or making a complaint under this policy; or for participating in any investigation related
to a complaint under this or any other policy.
Retaliation includes any adverse action or conduct, including but not limited to:
•Refusing to hire or denying a promotion.
•Extending the probationary period.
•Unjustified reassignment of duties or change of work schedule.
EXHIBIT A
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Whistleblower/Anti-Retaliation
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•Real or implied threats or other forms of intimidation to dissuade the reporting of
wrongdoing or filing of a complaint, or as a consequence of having reported or
participated in protected activity.
•Taking unwarranted disciplinary action.
•Spreading rumors about the person filing the complaint or about the alleged
wrongdoing.
•Shunning or unreasonably avoiding a person because the person has engaged in
protected activity.
203.5 COMPLAINTS OF RETALIATION
It is unlawful for any local government official or employee to take retaliatory action against a local
government employee because the employee provided information in good faith in accordance
with the provisions of Revised Code of Washington chapter 42.41 that an improper governmental
action occurred (RCW 42.41.040).
Any employee who feels retaliated against in violation of this policy should promptly provide written
notice to the Department of Human Resources or the Mayor that includes:
(a) Specifics of the alleged retaliatory action; and
(b) Specify the relief requested.
Procedures for seeking relief can be found in the accompanying procedure.
Complaints may be made anonymously. All reasonable efforts shall be made to protect the
reporting employee's identity. However, confidential information may be disclosed to the extent
required by law or to the degree necessary to conduct an adequate investigation and make a
determination regarding a complaint. In some situations, the investigative process may not be
complete unless the source of the information and a statement by the employee are part of the
investigative process.
203.6 DEPARTMENT OF HUMAN RESOURCES RESPONSIBILITIES
The responsibilities of the Department of Human Resources include but are not limited to:
(a) Ensuring complaints of retaliation are investigated.
(b) Documenting/acknowledging receipt of the complaint.
(c) Notifying the Mayor or the authorized designee, and explaining to the employee how
the complaint will be handled.
(d) Monitoring the work environment to ensure that any employee making a complaint is
not subjected to further retaliation.
The Department of Human Resources may coordinate with a Department Director in taking
reasonable steps to accommodate requests for assignment or schedule changes from an
employee who may be the target of retaliation.
EXHIBIT A
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Whistleblower/Anti-Retaliation
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203.7 SUPERVISOR RESPONSIBILITIES
Supervisors shall treat retaliation as a serious matter and shall:
(a) Communicate to all employees the prohibition against retaliation.
(b) Promptly report all allegations of retaliation to the Department of Human Resources
or the Mayor.
(c) Address any inappropriate conduct or condition to reduce or minimize the likelihood
of recurrence.
203.8 RECORDS RETENTION AND RELEASE
The Department of Human Resources shall ensure that documentation of investigations is
maintained in accordance with the established records retention schedules.
203.9 TRAINING
This policy should be reviewed with each new employee.
All employees should receive periodic refresher training on the requirements of this policy.
EXHIBIT A
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Policy
204
City of East Wenatchee
Government Manual
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Published with permission by City of East Wenatchee ***DRAFT***Drug-and Alcohol- Free Workplace - 14
Drug-and Alcohol- Free Workplace
204.1 PURPOSE AND SCOPE
The purpose of this policy is to establish clear and uniform guidelines regarding drugs and alcohol
in the workplace (41 USC § 8103).
204.2 POLICY
It is the policy of the City to provide a drug- and alcohol-free workplace for all employees.
204.3 GENERAL GUIDELINES
Alcohol and drug use in the workplace or on city time can endanger the health and safety of city
employees and the public.
Employees who have consumed an amount of an alcoholic beverage or taken any medication, or
combination thereof, that could adversely affect their mental or physical abilities shall not report
for work. Affected employees shall notify an appropriate supervisor as soon as they are aware of
an inability to report to work. If the employee is unable to make the notification, every effort should
be made to have a representative contact the supervisor in a timely manner. If the employee is
adversely affected while at work, the employee shall be immediately removed and released from
work (see the Work Restrictions section in this policy).
204.3.1 USE OF MEDICATIONS
Employees should not use any medications that will impair their ability to safely perform their work.
Any employee who is medically required or has a need to take any such medication shall report
that need to an immediate supervisor prior to commencing any work.
204.3.2 MEDICAL CANNABIS
Possession, use, or being under the influence of medical cannabis during work hours is prohibited
and may lead to disciplinary action.
204.4 EMPLOYEE RESPONSIBILITIES
Employees shall report for work in an appropriate mental and physical condition. Employees
are prohibited from purchasing, manufacturing, distributing, dispensing, possessing, or using
controlled substances or alcohol on city premises or on city time (41 USC § 8103). The lawful
possession or use of prescribed medications or over-the-counter remedies is excluded from this
prohibition.
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 safety risk to
themselves, the City or others.
Employees shall notify a supervisor immediately if they observe behavior or other evidence that
they believe demonstrates that a fellow employee is impaired during work hours.
EXHIBIT A
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Drug-and Alcohol- Free Workplace
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Employees are required to notify their immediate supervisors of any criminal drug statute
conviction for a violation occurring in the workplace no later than five days after such conviction
(41 USC § 8103).
204.5 EMPLOYEE ASSISTANCE PROGRAM
The City will encourage employees who undergo treatment and rehabilitation for alcohol or other
chemical dependency.
A voluntary employee assistance program (EAP) is available to assist those who wish to
seek help for alcohol and drug problems (41 USC § 8103). Medical insurance coverage that
provides treatment for drug and alcohol abuse may also be available. Employees should contact
the Department of Human Resource, their medical insurance providers, or EAP for additional
information. It is the responsibility of each employee to seek assistance before alcohol or drug
problems lead to conduct or performance issues.
The City's website provides information regarding EAP.
204.6 SUPERVISOR RESPONSIBILITIES
If an employee informs a supervisor of having consumed any alcohol, drug, or medication that
could interfere with a safe and efficient job performance, the employee may be required to obtain
clearance from a physician before continuing to work.
Unless there is imminent risk to the subject employee or others, a supervisor who is informed or
has reasonable suspicion that a employee is under the influence of alcohol, drugs, or medication,
the supervisor should ask another supervisor or manager to observe the subject employee prior
to taking any action.
If the supervisor reasonably believes, based on objective facts, that an employee is impaired by
the use of alcohol or other drugs, the supervisor shall prevent the employee from continuing work
and shall ensure that the employee is safely transported to a drug testing facility after contacting
the Department of Human Resources.
204.7 SCREENING TESTS
A supervisor may require an employee to submit to a screening under any of the following
circumstances:
(a) The supervisor reasonably believes, based upon objective facts, that the employee
is under the influence of alcohol or drugs that are impairing the employee’s ability to
perform work safely and efficiently.
(b) The employee uses property owned or approved by the City in a manner that results
in injury, death, or substantial property damage.
(c) The employee drives a motor vehicle in the performance of the employee’s work and
becomes involved in an incident that results in bodily injury, death, or substantial
damage to property.
EXHIBIT A
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Drug-and Alcohol- Free Workplace
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204.7.1 ADMONISHMENT
The supervisor or the Department of Human Resources shall prepare a written record
documenting the specific facts that led to the decision to require the screening test, and inform
the employee of the following:
(a) The test will be given to detect either alcohol or drugs, or both.
(b) The employee may refuse the test, but refusal may result in dismissal or other
disciplinary action.
204.7.2 RESULTS OR REFUSAL
An employee may be subject to dismissal or other disciplinary action if the employee
(a) Fails or refuses to submit to a screening test.
(b) Fails due to the presence of a controlled substance and the employee does not provide
proof, within 72 hours after being requested, of having taken the controlled substance
as directed, pursuant to a current and lawful prescription issued in the employee's
name.
204.8 COMPLIANCE WITH THE DRUG-FREE WORKPLACE ACT
No later than 30 days following notice of any drug statute conviction for a violation occurring in
the workplace involving an employee, the City will take appropriate disciplinary action, up to and
including dismissal, and/or requiring the employee to satisfactorily participate in a drug abuse
assistance or rehabilitation program (41 USC § 8104).
204.9 CONFIDENTIALITY
The City recognizes the confidentiality and privacy due to its employees. Disclosure of any
information relating to substance abuse treatment, except on a need-to-know basis, shall only be
with the express written consent of the employee involved or pursuant to lawful process.
The written results of any screening tests and all documents generated by the employee
assistance program are considered confidential medical records and shall be maintained in the
employee’s confidential medical file in accordance with the Personnel Records Policy.
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Smoking and Tobacco Use
205.1 PURPOSE AND SCOPE
This policy establishes limitations on smoking and the use of tobacco products by employees and
the public.
For the purpose of this policy, smoking and tobacco use includes but is not limited to any tobacco
product, such as cigarettes, cigars, pipe tobacco, snuff, tobacco pouches, and chewing tobacco,
as well as any device that is intended to simulate smoking, such as an electronic cigarette or
personal vaporizer.
205.2 POLICY
The City recognizes that smoking and tobacco use is a health risk and can be offensive to others.
Therefore, all forms of smoking and tobacco use are prohibited by employees and visitors in all
city facilities, buildings, equipment, and vehicles as is further outlined in this policy.
205.3 SMOKING AND TOBACCO USE
Smoking and tobacco use by employees are prohibited any time employees are in public view
representing the City.
It is the responsibility of employees to ensure that no person under their supervision smokes or
uses any tobacco product inside city facilities, equipment and vehicles.
No employee shall smoke or vape near any entrance, window, or other location where other
persons may be subject to breathing smoke or vapor. Smoking is prohibited within 25 feet of public
places or places of employment (Revised Code of Washington 70.160.075).
205.4 POSTING
Signs or other notices should be posted at appropriate locations to notify employees and the public
that smoking and tobacco use is prohibited in accordance with this policy and state law.
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Meal Periods and Breaks
206.1 PURPOSE AND SCOPE
This policy provides general guidance regarding meal periods and breaks for employees.
206.2 POLICY
It is the policy of the City to provide meal periods and breaks to employees in accordance with the
law and any applicable collective bargaining agreements.
206.3 MEAL PERIODS
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. The
time spent for meal periods shall not exceed the authorized time allowed.
Emergency response employees shall remain on-duty subject to call during meal periods as
provided in any applicable collective bargaining agreement. All other employees are not on-duty
during meal periods unless directed otherwise by a supervisor.
206.4 BREAKS
Breaks should be taken near the midpoint of each four-hour work period. Only one paid 15
minutebreak should be taken during each four hours of work. No breaks should be taken during
the first or last hour of an employee's shift unless approved by a supervisor.
Emergency response employees shall remain on-duty subject to call during breaks as provided
in any applicable collective bargaining agreement. All other employees are not on-duty during
breaks unless directed otherwise by a supervisor.
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Lactation Breaks
207.1 PURPOSE AND SCOPE
The purpose of this policy is to provide reasonable accommodations to employees desiring to
express breast milk for the employee's nursing child.
207.2 POLICY
It is the policy of the City to provide, in compliance with the Fair Labor Standards Act (FLSA)
and state law, reasonable break time and appropriate facilities to accommodate any employee
desiring to express breast milk for a nursing child for up to two years after the child’s birth. Under
state law, employer may not request written certification from a healthcare professional for the
accommodations provided in this policy.
207.3 LACTATION BREAK TIME
A rest period should be permitted each time the employee has the need to express breast milk (29
USC § 207). In general, lactation breaks that cumulatively total 30 minutes or less during any four-
hour work period or major portion of a four-hour work period would be considered reasonable.
However, individual circumstances may require more or less time.
Lactation breaks, if feasible, should be taken at the same time as the employee’s regularly
scheduled rest or meal periods. While a reasonable effort will be made to provide additional time
beyond authorized breaks, any such time exceeding regularly scheduled and paid break time may
be unpaid.
Employees needing to take a lactation break outside of their regularly scheduled break or meal
period shall make a request of their supervisor prior to taking such a break. Such a need may be
reasonably delayed if the timing would cause significant difficulty to operations.
Once a lactation break has been approved, the break should not be interrupted except for
emergency or exigent circumstances.
207.4 PRIVATE LOCATION
The City will make reasonable efforts to accommodate employees with the use of an appropriate
room or other location to express milk in private. Such room or place should be in proximity to
the employee’s work area and shall be other than a bathroom or toilet stall. The location must be
shielded from view and free from intrusion from coworkers and the public (29 USC § 207).
Employees occupying such private areas shall either secure the door or otherwise make it clear
to others that the area is occupied with a need for privacy. All other employees should avoid
interrupting an employee during an authorized break, except to announce an emergency or other
urgent circumstance.
Authorized lactation breaks for employees assigned to the field may be taken at the nearest
appropriate private area.
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207.5 STORAGE OF EXPRESSED MILK
Any employee storing expressed milk in any authorized refrigerated area shall clearly label it as
such and shall remove it when the employee’s workday ends.
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Work Schedule and Payroll Administration
208.1 PURPOSE AND SCOPE
This policy provides the guidelines for work hours and payroll administration for city employees.
208.2 POLICY
The City maintains predictable and consistent work hours as well as timely and accurate
payroll administration. Punctual, regular, and consistent attendance is a condition of continued
employment.
208.3 WORK SCHEDULE
The City of East Wenatchee establishes the time and duration of working hours as required
by workload and workflow, customer service needs, interdepartmental coordination, program
management, emergent needs, and any applicable law or bargaining agreement.
A normal work schedule for regular, full-time employees consists of 40 hours each workweek. A
workweek is defined as 12:00 a.m. Monday through 11:59 p.m. Sunday.
Different work schedules may be established by the City to meet job assignments and provide
necessary services.
Employees' scheduled work hours will be determined by their Department Director or supervisor.
The Department Director or supervisor will inform employees of their daily schedule of hours of
work, including meal periods and rest or coffee breaks, and of any changes that are considered
necessary or desirable.
Part-time and temporary employees will be scheduled as specified by their immediate supervisor.
With Mayor authorization alternative work schedules may be approved by immediate supervisor
and/or director. The Department of Human Resources should be consulted to ensure the schedule
meets contractual and/or legal provisions.
208.3.1 FAIR LABOR STANDARDS ACT (FLSA) EXEMPT EMPLOYEES
The City requires an exempt employee to complete a semi-monthly timecard only if the exempt
employee has used accrued leave.
An FLSA-exempt employee is expected to work the amount of time necessary to accomplish the
duties and tasks of the position, e.g. 30 hours one week and 60 hours the next week. An FLSA-
exempt employee is not required to report the number of hours worked each week. Absences
that do not exceed four (4) hours or a half-day equivalent need not be reported. However,
FLSA-exempt employees may be required to report all hours when necessary for reporting to
the Department of Labor & Industries Employment Security Department and Department of
Retirement systems.
It is the responsibility of exempt staff to maintain good work habits while being accountable and
available to their staff, citizens, and other departments.
EXHIBIT A
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208.3.2 ATTENDANCE, INCLEMENT WEATHER, AND CITY CLOSURE
The City expects employees to report to work even during inclement weather. Department
Directors may allow employees to report late or leave early during severe weather conditions.
Non-attendance, however, will require the employee to use accrued leave (Sick leave may not be
taken due to inclement weather) or leave without pay. If other unforeseen circumstances occur
that keep an employee from reporting to work at the scheduled time (i.e. blocking accident on the
bridge), the employee will be required to use accrued leave or leave without pay.
If severe weather or other unexpected situations arise, the Mayor or the Chief of Police may close
City Hall at their discretion. If this occurs, employees will be advised accordingly and shall receive
their normal rate of pay.
Employees should notify their supervisor as far in advance as possible or within 30 minutes of
their regular start time whenever they are unable to report for work, know they will be late, or must
leave early. The notice should include a reason for the absence and an indication of when the
employee can be expected to report for work. If the supervisor is unavailable, notification should
be made to the next level of management.
Absences without notification or authorization are considered unauthorized and subject to
disciplinary action. Being absent three or more days without notification or authorization may
constitute voluntary resignation or abandonment of position.
208.4 RESPONSIBILITIES
Timecards must be submitted to the Finance Department by 9:00 AM on the 1st and 16th of each
month unless the Finance Department requests them sooner for tighter deadlines.
(a) Employees are responsible for the accurate completion and timely submission of their
timecards for the payment of wages, noting hours worked, leave taken, and overtime
earned.
(b) Supervisors are responsible for approving the timecards of employees under their
supervision.
(c) Department Directors are responsible for approving and submitting the
employees within their department.
(d) The Mayor is responsible for approving and submitting timecards for Department
Directors.
208.5 PAY DAY
Employees who are eligible for the payment of wages are paid on the 5th and the 20th of each
month. If payday falls on Saturday, Sunday, or Monday holiday, the City will distribute paychecks
on the preceding Friday.
The City encourages employees to authorize deposit into his or her designated bank account.
EXHIBIT A
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208.6 RECORDS
The City shall maintain accurate and timely payroll records as required by 29 CFR 516.2 for a
minimum of three years (29 CFR 516.5).
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Overtime Compensation
209.1 PURPOSE AND SCOPE
This policy establishes guidelines and procedures regarding overtime for employees, in
conformance with the Fair Labor Standards Act (FLSA) (29 USC § 201 et seq.) and applicable
bargaining agreements.
209.2 POLICY
The City will compensate nonexempt employees who work authorized overtime either by payment
of wages or by the accrual of compensatory time (29 CFR 553.22). Employees who are exempt
from FLSA are not compensated for overtime worked.
209.3 COMPENSATION
Payment of wages to nonexempt employees for overtime, or accrual of compensatory time in lieu
of compensation for overtime worked, shall be at the rate of not less than one and one-half hours
for each hour of employment for which overtime compensation is required (29 USC § 207(o)(1)).
Exempt employees receive neither overtime pay nor compensatory time.
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.
209.3.1 HOURS OF WORK
The work schedule/Hours of Work are defined in Policy 608.3.
209.4 REQUESTS FOR OVERTIME COMPENSATION
209.4.1 EMPLOYEE RESPONSIBILITIES
Generally, no employee is authorized to work overtime without the prior approval of a supervisor.
Nonexempt employees shall:
(a) Obtain supervisory approval, verbal or written.
(b) Record the actual time worked in an overtime status using their timecard.
(c) Designate the type of overtime compensation (compensatory time or pay) requested
using their timecard.
209.4.2 SUPERVISOR RESPONSIBILITIES
Supervisors shall:
(a) Prior to authorizing an employee to work overtime, evaluate the need for the overtime.
(b) Upon receipt of the employee's timecard that includes overtime hours worked, confirm
that the overtime was authorized and then verify the actual time worked.
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209.5 REQUESTING USE OF COMPENSATORY TIME
Employees who have accrued compensatory time shall be allowed to use that time for time off
within a reasonable period after making a request and in accordance with applicable collective
bargaining agreements, if the request does not unduly disrupt city operations (29 USC § 207(o)).
Requests to use compensatory time will be submitted to the employee’s supervisor at least
24 hours in advance of its intended use. Supervisors may make exceptions in unusual or
extraordinary circumstances.
Employees must use compensatory time in hourly increments.
Supervisors shall not unreasonably deny employee requests to use compensatory time (29 CFR
553.25).
209.5.1 ANNUAL COMPENSATORY TIME PAYOUT
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.
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Work-Related Illness and Injury Reporting
210.1 PURPOSE AND SCOPE
The purpose of this policy is to provide guidance regarding timely reporting of work-related
conditions such as a physical injury or an occupational illness. 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.
210.1.1 DEFINITIONS
Definitions related to this policy include:
Work-related condition - Any significant medical or mental condition suspected to have been
caused by an employee’s service to the City. Any condition that would reasonably require some
form of treatment should be considered significant.
210.2 POLICY
The City will address work-related conditions and will comply with applicable state workers’
compensation requirements.
210.3 RESPONSIBILITIES
210.3.1 EMPLOYEE RESPONSIBILITIES
Employees shall report work-related incidents (personal injury, near miss, vehicle accident, or
exposure) immediately to a supervisor. If the employee's supervisor is unavailable, then the
employee should contact their Department Director or the Department of Human Resources as
soon as able after seeking necessary treatment (which may include dialing 911). The employee
shall complete and provide the Incident/Accident Report to their immediate supervisor within 24
hours of the incident.
When an employee is absent for one or more days due to an on-the-job incident, he/she may file a
claim for Worker's Compensation with the Washington Department of Labor and Industries (L&I).
210.3.2 SUPERVISOR RESPONSIBILITIES
A supervisor learning of any work-related incident should:
(a) Ensure the employee receives medical care as appropriate.
(b) Notify the Department of Human Resources.
(c) Review and complete the Incident Accident Report .
(d) Forward the completed Incident/Accident report to the Department of Human
Resources within 48 hours of the incident.
1.In the cases below, the supervisors should immediately notify the Department
of Human Resources and Department Director as these circumstances require
notification to the Washington State Department of Labor and Industries:
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(a) Workplace fatality or inpatient hospitalization (within 8 hours).
(b) Non-hospitalization amputation or loss of an eye (within 24 hours).
If a serious injury or fatality occurs, the supervisor should:
•Call 911 and request medical assistance.
•Assist injured individual(s) to remove from further danger.
•Stop all work.
•Secure the area.
•Leave involved equipment as is—except for necessary rescue/safety.
•Keep everyone away from the incident site.
•Write names, addresses, and phone numbers of all witnesses.
•Advise all employees that they are required to complete an Incident/Accident Report.
•Prohibit news/media from entering the site/area and direct all inquiries to the Mayor's
Office.
•Ensure work is not resumed until authorized by management.
210.4 WORKER'S COMPENSATION BENEFITS
If the employee files a claim for Worker's Compensation, the City will continue to pay the
employee's regular salary by use of the employee's accrued leave banks.
If the employee's Worker's Compensation claim is approved, the employee must repay the City
for the time period covered by Worker's Compensation that was paid to the employee. Such
repayment to the City consists of the employee bringing checks from L&I to the Finance
Department for processing. Upon the repayment, the City shall restore the appropriate leave banks
used by the employee. This process ensures:
(a) That employees will receive prompt and regular payment during periods of injury or
disability so long as accrued leave banks are available, and;
(b) No employee receives more than the employee would have received had the injury
not occurred.
While an employee is receiving Worker's Compensation Benefits, the City will pay the employee's
medical insurance premiums for one month at a time, and the employee shall reimburse the
employer for any employee benefit contributions due to the city.
The City may require an examination, at its expense, performed by a health care provider of
its choice to determine when the employee can return to work and is capable of performing the
essential duties and responsibilities of the position.
The City's long-term disability policy covers all employees, except those covered by LEOFF 1.
EXHIBIT A
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If an employee cannot continue working for the City because of a disability, as defined by state
law, the City will pay 25 percent of the value of his or her sick leave into a Health Reimbursement
Arrangement (HRA) VEBA Savings Account in the name of the employee.
EXHIBIT A
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Communicable Diseases
211.1 PURPOSE AND SCOPE
This policy provides general guidelines to assist in minimizing the risk of employees contracting
and/or spreading communicable diseases.
Employees who receive used needles from the public are covered by this policy.
211.1.1 DEFINITIONS
Definitions related to this policy include:
Communicable disease - A human disease caused by microorganisms that are present in and
transmissible through human blood, saliva, bodily fluid, or tissue, or by breathing or coughing.
These diseases commonly include but are not limited to hepatitis B virus (HBV), HIV, and
tuberculosis.
Exposure - When an eye, the mouth, a mucous membrane, or non-intact skin comes into contact
with blood or other potentially infectious materials, or when these substances are injected or
infused under the skin; when an individual is exposed to a person who has a disease that can be
passed through the air by talking, sneezing, or coughing (e.g., tuberculosis), or the individual is in
an area that was occupied by such a person. Exposure only includes those instances that occur
due to an employee’s position with the City. (See the exposure control plan for further details to
assist in identifying whether an exposure has occurred.)
211.2 POLICY
The City is committed to providing a safe work environment for its employees. Employees should
be aware that they are ultimately responsible for their own health and safety.
211.3 EXPOSURE PREVENTION AND MITIGATION
211.3.1 GENERAL PRECAUTIONS
All employees are expected to use good judgment and follow training and procedures related to
mitigating the risks associated with communicable disease. This includes but is not limited to (29
CFR 1910.1030):
(a) Stocking disposable gloves, antiseptic hand cleanser, CPR masks, N95, or other
specialized equipment in the work area or city vehicles, as applicable.
(b) Wearing city-approved disposable gloves when contact with blood, other potentially
infectious materials, mucous membranes, and non-intact skin can be reasonably
anticipated.
(c) Washing hands immediately or as soon as feasible after removal of gloves or other
Personal Protective Equipment (PPE).
(d) Treating all human blood and bodily fluids/tissue as if it is known to be infectious for
a communicable disease.
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(e) Using an appropriate barrier device when providing CPR.
(f) Using a face mask or shield if it is reasonable to anticipate an exposure to an airborne
transmissible disease.
(g) Decontaminating non-disposable equipment (e.g., clothing, shoes, work equipment)
as soon as possible if the equipment is a potential source of exposure.
1. Clothing that has been contaminated by blood or other potentially infectious
materials should be removed immediately or as soon as feasible and stored/
decontaminated appropriately.
(h) Handling all sharps and items that cut or puncture (e.g., needles, broken glass, razors,
knives) cautiously and using puncture-resistant containers for their storage and/or
transportation in accordance with the accompanying procedure.
(i) Avoiding eating, drinking, smoking, applying cosmetics or lip balm, or handling contact
lenses where there is a reasonable likelihood of exposure.
(j) Disposing of biohazardous waste appropriately or labeling biohazardous material
properly when it is stored.
211.3.2 IMMUNIZATIONS
Employees who could be exposed to HBV due to their positions may receive the HBV vaccine
and any routine booster at no cost (29 CFR 1910.1030) in accordance with the accompanying
procedure . Additional immunizations may also be required or provided.
211.4 POST EXPOSURE
211.4.1 INITIAL POST-EXPOSURE STEPS
Employees who experience an exposure or suspected exposure shall (29 CFR 1910.1030):
(a) Begin decontamination procedures immediately (e.g., wash hands and any other skin
with soap and water, flush mucous membranes with water).
(b) Obtain medical attention as appropriate.
(c) Notify a supervisor as soon as practical.
Employees shall follow the accompanying procedure.
211.4.2 REPORTING REQUIREMENTS
Supervisors should investigate every exposure or suspected exposure that occurs as soon as
possible following the incident. Supervisors should document the following information (29 CFR
1910.1030) on the City's incident/ accident report form .
(a) Identification of the employee exposed
(b) Date and time of incident
(c) Location of incident
(d) Potentially infectious materials involved and the source of exposure (e.g., identification
of the person who may have been the source)
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(e) Work being done during exposure
(f) How the incident occurred or was caused
(g) PPE in use at the time of the incident
(h) Actions taken post-event (e.g., clean-up, notifications)
(i) Controls in use at the time
(j) Work practices that were followed
(k) Description of the device used (including type and brand)
(l) Employee's training
Supervisors should advise their employees that disclosing the identity and/or infectious
status of a source to the public or to anyone who is not involved in the follow-up process
is prohibited. Supervisors should notify the Department of Human Resources and complete the
incident documentation in conjunction with other reporting requirements that may apply (see the
Work-Related Illness and Injury Reporting and Illness and Injury Prevention policies).
211.4.3 MEDICAL CONSULTATION, EVALUATION, AND TREATMENT
City employees have the opportunity to have a confidential medical evaluation immediately after
an exposure and follow-up evaluations as necessary.
The Department of Human Resources should request a written opinion/evaluation from the
treating medical professional that contains only the following information (29 CFR 1910.1030):
(a) Whether the employee has been informed of the results of the evaluation.
(b) Whether the employee has been notified of any medical conditions resulting from
exposure to blood or other potentially infectious materials that require further
evaluation or treatment.
No other information should be requested or accepted by the Department of Human Resources.
211.4.4 COUNSELING
The City should provide the employee, and the employee’s family if necessary, the opportunity for
counseling and consultation regarding the exposure.
211.4.5 SOURCE TESTING
Testing a person for communicable diseases when that person was the source of an exposure
should be done when it is desired by the exposed employee or when it is otherwise appropriate.
Source testing is the responsibility of the Department of Human Resources. If the Department of
Human Resources is unavailable to seek timely testing of the source, it is the responsibility of the
exposed employee's supervisor to ensure testing is sought.
Source testing may be achieved by:
(a) Obtaining consent from the individual.
(b) Requesting assistance from local health authorities to obtain testing.
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(c) Acquiring a court order in accordance with state law.
Since there is the potential for overlap between the different manners in which source testing may
occur, the Department of Human Resources is responsible for coordinating the testing to prevent
unnecessary or duplicate testing.
The Department of Human Resources should seek the consent of the individual for testing and
consult the Mayor to discuss other options when no statute exists for compelling the source of an
exposure to undergo testing if the individual refuses. Additional information can be found in the
accompanying procedure.
211.5 MEDICAL RECORDS
Medical information shall remain in confidential files and not be disclosed to anyone without the
employee's written consent (except as required by law). Test results from persons who may have
been the source of an exposure are to be kept confidential as well (29 CFR 1910.1030).
Medical records are maintained for each employee who has an occupational exposure to
bloodborne pathogens in accordance with WAC 296-62-052, Access to Records.
The Department of Human Resources is responsible for maintaining medical records. These
confidential records are kept in the employees medical file, and are retained as required by the
Washington State Retention Schedule..
The Department of Human Resources will make sure appropriate employee health, OSH and
WISHA records are maintained as required.
211.5.1 SHARPS INJURY LOG
In addition to WAC 296-27, Recordkeeping Requirements, all injuries from contaminated sharps
are recorded in the Sharps Injury Log by the Department of Human Resources.This log includes:
(a) Date of injury.
(b) Type and brand of the device involved
(c) Where the incident occurred
(d) How the incident occurred
This log is reviewed annually and is kept for five years following the end of the calendar year.
Shared copies must have personal identifiers removed.
211.6 TRAINING
Training regarding communicable diseases should be provided to employees commensurate with
the requirements of their position. The training (29 CFR 1910.1030):
(a) Should be provided at the time of initial assignment to tasks where an occupational
exposure may take place and at least annually after the initial training.
(b) Should be provided whenever the employee is assigned new tasks or procedures
affecting potential exposure to communicable disease.
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(c) Should provide guidance on what constitutes an exposure, what steps can be taken to
avoid an exposure, and what steps should be taken if a suspected exposure occurs.
Training records are maintained for each employee upon completion of training.These documents
will be kept for three years in the employee files.
Specific training requirements can be found in the accompanying procedure.
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Temporary Modified-Duty Assignments
212.1 PURPOSE AND SCOPE
This policy establishes procedures for providing temporary modified-duty assignments. This policy
is not intended to affect the rights or benefits of employees under federal or state law, city
rules, or applicable collective bargaining agreements. For example, nothing in this policy affects
the obligation of the City to engage in a good faith, interactive process to consider reasonable
accommodations for any employee with a temporary or permanent disability that is protected
under federal or state law.
212.2 POLICY
Subject to operational and business considerations, the City may identify temporary modified-duty
assignments for employees who have an injury or medical condition resulting in temporary work
limitations or restrictions. A temporary assignment allows the employee to work, while providing
the City with a productive employee.
212.3 GENERAL CONSIDERATIONS
Priority consideration for temporary modified-duty assignments will be given to employees with
work-related injuries or illnesses that are temporary in nature. Employees having disabilities
covered under the Americans with Disabilities Act (ADA) or state law shall be treated equally,
without regard to any preference for a work-related injury.
No position should be created or maintained as a temporary modified-duty assignment.
Temporary modified-duty assignments will be determined on a case-by-case basis, consistent
with the operational and business needs of the City as determined by management. Temporary
modified-duty assignments are subject to continuous reassessment, with consideration given
to operational and business needs and the employee’s ability to perform in a modified-duty
assignment.
212.4 PROCESS
Employees may request a temporary modified-duty assignment for short-term injuries or illnesses.
Employees seeking a temporary modified-duty assignment should submit a written request to their
immediate supervisors or the authorized designees. The request should, as applicable, include a
certification from the treating medical professional containing:
(a) An assessment of the nature and probable duration of the illness or injury.
(b) The prognosis for recovery.
(c) The nature and scope of limitations and/or work restrictions.
(d) A statement regarding any required workplace accommodations, mobility aids, or
medical devices.
EXHIBIT A
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(e) A statement that the employee can safely perform the duties of the temporary
modified-duty assignment.
Supervisors will direct employees to the Department of Human Resources regarding temporary
modified-duty assignments. Such assignments may be made based on the needs of the City and
the limitations of the employee.
Light duty assignments for a non-work-related injury may be approved for a maximum of 60 days.
212.5 ACCOUNTABILITY
Written notification of assignments, work schedules, and any restrictions should be provided
to employees assigned to temporary modified-duty assignments by the Department of Human
Resources or the employee's supervisor. Those assignments and schedules may be adjusted
to accommodate city operations and the employee’s medical appointments, as mutually agreed
upon by the employee and the employee’s supervisor.
212.5.1 EMPLOYEE RESPONSIBILITIES
The responsibilities of employees assigned to temporary modified-duty include but are not limited
to:
(a) Communicating and coordinating any required medical and physical therapy
appointments in advance with their supervisors.
(b) Promptly notifying their supervisors of any change in restrictions or limitations after
each appointment with their treating medical professionals.
(c) Communicating a status update to their supervisors no less than once every 30 days
while assigned to temporary modified-duty.
(d) Submitting a written status report to the Department of Human Resources that
contains a status update and anticipated date of return to full duty.
212.5.2 SUPERVISOR RESPONSIBILITIES
The employee's immediate supervisor should monitor and manage the work schedule of those
assigned to temporary modified-duty.
The responsibilities of supervisors include but are not limited to:
(a) Periodically updating the Department of Human Resources of the status and
performance of any employee assigned to temporary modified-duty.
(b) Ensuring that the required documentation (medical release) facilitating the employee's
return to full duty is provided to the Department of Human Resources before returning.
(c) Ensuring that employees returning to full duty have completed any required training
and certification that may have lapsed.
EXHIBIT A
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212.6 MEDICAL EXAMINATIONS
Prior to returning to full-duty status, employees shall be required to provide certification from their
treating medical professionals stating that they are medically cleared to perform the essential
functions of their jobs without restrictions or limitations.
The City may require a fitness-for-duty examination prior to returning an employee to full-duty
status.
212.7 PREGNANCY
If an employee is temporarily unable to perform regular duties due to a pregnancy, childbirth, or a
related medical condition, the employee will be treated the same as any other temporarily disabled
employee (42 USC § 2000e(k)). A pregnant employee shall not be involuntarily transferred to a
temporary modified-duty assignment.
Nothing in this policy limits a pregnant employee’s right to a temporary modified-duty assignment
if required under state law (see Pregnancy Accommodation policy).
212.7.1 NOTIFICATION
Pregnant employees should notify the Department of Human Resources as soon as practicable
and provide a statement from their medical providers identifying any pregnancy-related job
restrictions or limitations. If at any point during the pregnancy it becomes necessary for the
employee to take a leave of absence, such leave shall be granted in accordance with the city’s
personnel rules and regulations regarding family and medical care leave.
212.8 MAINTENANCE OF CERTIFICATION AND TRAINING
Employees assigned to temporary modified-duty shall maintain all certification, training, and
qualifications appropriate to both their regular and temporary duties, provided that the certification,
training, or qualifications are not in conflict with any medical limitations or restrictions. Employees
who are assigned to temporary modified-duty shall inform their supervisors of any inability to
maintain any certification, training, or qualifications.
EXHIBIT A
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Illness and Injury Prevention
213.1 PURPOSE AND SCOPE
The purpose of this policy is to establish an ongoing and effective plan to reduce the incidence
of illness and injury for employees of the City.
This policy specifically applies to illness and injury that results in lost time or that requires medical
treatment beyond first aid. Although this policy provides the essential guidelines for a plan that
reduces illness and injury, each department within the City may set its own related policies or
procedures that do not conflict with this policy.
213.2 POLICY
The City is committed to providing a safe environment for its employees and to minimizing the
incidence of work-related illness and injuries. The City should establish and maintain an illness
and injury prevention plan and provide tools, training, and safeguards designed to reduce the
potential for accidents, injuries, and illness. It is the intent of the City to comply with all laws and
regulations related to occupational safety.
213.3 GENERAL SAFETY RULES
Employees should:
•Operate equipment (including hand and power tools) only if trained and follow
manufacturer recommendations.
•Use the right tool for the job.
•Clean up spills and remove trip hazards as soon as possible.
•Wear safety equipment appropriate for the job (such as hard hats, gloves, eye wear,
ear plugs and appropriate footwear).
•Keep electrical items in good repair.
•Do not use electrical equipment while standing or kneeling on wet surfaces.
•Remove or bend-over exposed nails in lumber.
•Remove all loose materials from stairs, walkways, ramps, platforms, etc.
•Do not block aisles, traffic lanes, fire exits, or stairs.
•Avoid shortcuts – use ramps, stairs, walkways, ladders, etc.
•Erect guardrails around all floor openings and barricade.
•Keep all tools away from the edges of scaffolding, platforms, and shaft openings, etc.
•Not remove, deface, or destroy any warnings, danger signs, or barricades
•Interfere with any form of protective device or safety practice.
•Do the following when handling materials:
EXHIBIT A
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o Use hand trucks or pallet jacks whenever possible to move heavy materials.
o Tie down anything that might fall, roll, shift, or become free when transported.
o Lift with proper lifting techniques.
o Get help with heavy or bulky materials to avoid injury or damage to the materials.
o Not throw objects.
o Stack materials safely.
•Follow good housekeeping practices:
o Remove trash piles as soon as possible. Trash is a safety and fire hazard.
o Not allow shavings, dust scraps, oil, or grease to accumulate.
o Obey all warning signs.
o Make sure to comply with local fire regulations when disposing of waste material
or debris.
o Keep all solvent waste, oily rags, and flammable liquids in a fire-resistant,
covered container until removed from the work site.
o Regularly remove all scrap wire, waste material, and rubbish from the immediate
work area.
213.4 ILLNESS AND INJURY PREVENTION PLAN
The Department of Human Resources is responsible for developing an illness and injury
prevention plan that should include:
(a) Workplace safety and health training programs.
(b) Review of city workplace safety policies and procedures of each department.
(c) Regularly scheduled safety meetings in accordance with the accompanying
procedure.
(d) Posted or distributed safety information.
(e) A system for employees to anonymously inform management about workplace
hazards.
(f) Establishment of a Safety Committee in accordance with the accompanying
procedure.
(g) Establishing a process to ensure illnesses and injuries are reported as required under
state law.
213.4.1 GENERAL FIRST AID
First Aid at any City facility is done on a Good Samaritan basis. Every City facility and every vehicle
should have a first aid kit. Each shift and crew should have a first aid trained employee.
EXHIBIT A
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213.5 DEPARTMENT OF HUMAN RESOURCES RESPONSIBILITIES
The responsibilities of the Department of Human Resources include but are not limited to:
(a) Managing and implementing a plan to reduce the incidence of employee illness and
injury.
(b) Ensuring that a system of communication is in place that facilitates a continuous flow
of safety and health information between supervisors and employees. This system
shall include:
1. New employee orientation that includes a discussion of safety and health
policies and procedures.
2. Regular employee review of the illness and injury prevention plan.
(c) Ensuring that all safety and health policies and procedures are clearly communicated
and understood by all employees.
(d) Taking reasonable steps to ensure that all employees comply with safety rules in order
to maintain a safe work environment. This includes but is not limited to:
1. Informing employees of the illness and injury prevention guidelines.
2. Recognizing employees who perform safe work practices.
3. Ensuring that the employee evaluation process includes employee safety
performance.
4. Ensuring compliance with any applicable safety standards related to:
(a) Communicable diseases
(b) Personal Protective Equipment (PPE) (see the Personal Protective
Equipment Policy)
(c) Emergency Action Plan
(d) Walking-working surfaces
(e) Making available a form to document inspections, unsafe conditions or unsafe work
practices, and actions taken to correct unsafe conditions and work practices.
(f) Making available a form to document individual incidents or accidents.
(g) Document the safety and health training of each employee. This documentation should
include the employee’s name or other identifier, training dates, type of training, and
training providers.
(h) Conducting and documenting a regular review of the illness and injury prevention plan.
213.6 EMPLOYEE RESPONSIBILITIES
All employees of the City of East Wenatchee must comply with this policy. In addition, employees
have obligations to themselves, coworkers, property owners and the public. Employees shall:
(a) Comply with OSHA and WISHA regulations.
EXHIBIT A
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(b) Not work in conditions that are unsanitary, hazardous or dangerous to their health
or safety. Employees may refuse to work in such conditions and request another
assignment.
(c) Use PPE, safety materials, equipment, devices, and clothing as provided for their
protection by the City for the specific job or task.
(d) Follow all prescribed procedures and all instructions from their supervisor with respect
to safety and health.
(e) Actively participate in and cooperate with the overall safety program to ensure their
safety, the safety of their fellow workers, and any person likely to be affected by their
acts.
(f) Cease unsafe work practices until there is an opportunity for corrective action.
(g) Utilize all equipment in accordance with manufacturer's operating and maintenance
requirements.
(h) Not use unsafe tools and equipment.
(i) Maintain cleanliness and good personal health habits.
(j) Cooperate fully with all safety and claims investigations.
(k) Not remove, displace, damage, destroy or carry off any safety device, safeguard,
notice or warning, furnished for use in any area, building, or piece of equipment.
(l) Not wear torn or loose clothing while working around machinery.
213.7 SUPERVISOR RESPONSIBILITIES
Supervisor responsibilities include but are not limited to:
(a) Ensuring employee compliance with illness and injury prevention guidelines and
answering questions from employees about this policy.
(b) Training, counseling, instructing, notifying, or disciplining any time safety performance
is deficient.
(c) Establishing and maintaining communication with employees on health and safety
issues.
(d) Completing required forms and reports relating to illness and injury prevention and
submitting such forms and reports to the Department of Human Resources in
accordance with the accompanying procedure.
(e) Notifying the Department of Human Resources when:
1. New products, processes, procedures, or equipment that present potential new
hazards are introduced into the work environment.
2. New, previously unidentified hazards are recognized.
3. Work-related illnesses and injuries occur.
EXHIBIT A
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4. New and/or permanent or intermittent employees are hired or reassigned to
processes, operations, or tasks for which a hazard evaluation has not been
previously conducted.
5. Workplace conditions warrant an inspection.
213.8 HAZARDS
All employees should report and/or take reasonable steps to correct unsafe or unhealthy work
conditions, practices, or procedures in a timely manner. Employees should make their reports to a
supervisor (as a general rule, their own supervisors). Any employee who observes a safety hazard
must immediately report the hazard to a supervisor.
Supervisors should make reasonable efforts to correct unsafe or unhealthy work conditions in a
timely manner, based on the severity of the hazard. These hazards should be corrected when
observed or discovered, when it is reasonable to do so. When a hazard exists that cannot be
immediately addressed without endangering employees or property, supervisors should protect
or remove all exposed employees from the area or item, except those necessary to correct
the existing condition. Supervisors should document identified hazards in accordance with the
accompanying procedure through use of the Record of Hazard Observed form .
Employees who assist in correcting any hazardous condition shall be provided with the necessary
protection.
All significant actions taken to correct unsafe, unhealthy, and hazardous conditions and the dates
on which the actions are completed shall be documented. This documentation shall be forwarded
to the Department of Human Resources.
213.9 INSPECTIONS
Safety inspections by department personnel are crucial to a safe work environment. These
inspections identify and evaluate workplace hazards and permit mitigation of those hazards and
should be performed in accordance with the accompanying procedure. A hazard assessment
checklist should be used for documentation and to ensure a thorough assessment of the work
environment.
The Department of Human Resources should ensure that the appropriate documentation is
completed for each inspection.
Employees are charged with daily inspections of their assigned equipment or work environment,
as applicable, prior to beginning their workday. Employees should notify their supervisor if an
unsafe condition cannot be immediately corrected.
213.10 EQUIPMENT AND FACILITY SAFETY
Signs and barricades are used to keep employees and the public safe from dangers and hazards.
Employees will not enter unsafe work areas and will obey all posted signs and barricades.
EXHIBIT A
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213.10.1 EMERGENCY EYEWASH AND SHOWER
In accordance with Washington Administrative Code 296-800-15030, a functional and readily
accessible emergency eyewash is available in specified City facilities.
All plumbed emergency washing facilities will be inspected once a year (Facilities Inspection
Checklist form 3-5) to make sure they function correctly. The emergency washing facilities should
be flushed monthly to remove debris accumulation from pipes.
213.11 INVESTIGATIONS
Any employee sustaining any work-related illness or injury, as well as any employee who is
involved in any work-related accident or hazardous substance exposure, shall report such an
incident in accordance with the Work -Related Illness and Injury Policy. Employees observing or
learning of a potentially hazardous condition are to promptly report the condition to their supervisor.
A supervisor receiving such a report should complete the supervisor's investigative report section
of the incident/accident report form . Investigative procedures for workplace accidents and
hazardous substance exposures should include:
(a) A visit to the accident scene as soon as possible.
(b) An interview of the injured employee and witnesses.
(c) An examination of the workplace for factors associated with the accident/exposure.
(d) Determination of the cause of the accident/exposure.
(e) Corrective action to prevent the accident/exposure from reoccurring.
(f) Documentation of the findings and corrective actions taken.
213.12 SAFETY BULLETIN BOARD
In accordance with Washington Administrative Code 296-307-036, the City provides safety bulletin
boards for posting:
•Safety bulletins
•Safety newsletters
•Safety posters
•Accident statistics – OSHA 300 Log
•OSHA 300 Log (as required to be posted from February 1 to April 30 annually)
•Other safety educational material
213.13 TRAINING
Employees, including supervisors, should be provided with training on general and job-specific
workplace safety and health practices. Training should be provided:
(a) To supervisors to familiarize them with the safety and health hazards to which
employees under their immediate direction and control may be exposed.
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(b) To all employees with respect to hazards specific to each employee’s job assignment.
(c) To all employees given new job assignments for which training has not previously
been provided.
(d) Whenever new products, processes, procedures, or equipment are introduced to the
workplace and represent a new hazard.
(e) Whenever the City is made aware of a new or previously unrecognized hazard.
213.13.1 TRAINING TOPICS
Training topics should include, as applicable:
(a) Reporting unsafe conditions, work practices, and injuries, and informing a supervisor
when additional instruction is needed.
(b) Use of appropriate clothing, including gloves and footwear.
(c) Use of respiratory equipment.
(d) Provisions for medical services and first aid.
(e) Handling of bloodborne pathogens and other biological hazards.
(f) Prevention of heat and cold stress.
(g) Identification and handling of hazardous materials, including chemical hazards to
which employees could be exposed, and review of resources for identifying and
mitigating hazards (e.g., hazard labels, Safety Data Sheets (SDS)).
(h) Mitigation of physical hazards.
(i) Identification and mitigation of ergonomic hazards, including working on ladders or in
a stooped posture for prolonged periods.
(j) Back exercises/stretches and proper lifting techniques.
(k) Avoidance of slips and falls.
(l) Good housekeeping and fire prevention.
(m) Other job-specific safety topics to include, but not be limited to:
1. Fall protection
2. Respiratory/fit testing
3. Trenching and shoring
4. Pits/Elevating work platforms
5. First aid/CPR
213.14 RECORDS
Records and training documentation relating to illness and injury prevention will be maintained
by the Department of Human Resources in accordance with the established records retention
schedule.
EXHIBIT A
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Speech, Expression, and Social Networking
214.1 PURPOSE AND SCOPE
This policy is intended to address issues associated with the use of social networking sites, and
provides guidelines for the regulation and balancing of employee speech and expression with the
needs of the City.
This policy applies to all forms of communication, including but not limited to film, video, print
media, public or private speech, and use of all internet services, including the web, email,
file transfer, remote computer access, news services, social networking, social media, instant
messaging, blogs, forums, video, and other file-sharing sites.
Nothing in this policy is intended to prohibit or infringe upon any communication, speech, or
expression that is protected under law. This includes speech and expression protected under local,
state, or federal constitutions as well as labor or other applicable laws. For example, this policy
does not limit an employee from speaking as a private citizen, including acting as an authorized
member of an employee group, about matters of public concern, such as misconduct or corruption.
Employees are encouraged to consult with their supervisors regarding any questions arising from
the application or potential application of this policy.
214.2 POLICY
Employees of public entities occupy a trusted position in the community, and thus, their statements
have the potential to contradict the policies and performance of the City. Due to the nature of the
work and influence associated with local government employees, it is necessary that city personnel
be subject to certain reasonable limitations on their speech and expression. To achieve its mission
and efficiently provide service to the public, the City will carefully balance the individual employee’s
rights against the needs and interests of the City when exercising a reasonable degree of control
over its employees’ speech and expression.
214.3 PROHIBITED SPEECH, EXPRESSION, AND CONDUCT
Employees should demonstrate sound judgment in speech, expression, and conduct that relates
to or affects the City. In order to meet the safety, performance, and public-trust needs of the
City, the following are prohibited unless the speech is otherwise protected (e.g., an employee is
speaking as a private citizen, including acting as an authorized member of an employee group,
on a matter of public concern):
(a) Speech or expression that is disruptive to the work environment, undermines
authority, and negatively affect close working relationships (such as local agency,
interdepartmental, or other).
(b) Speech or expression made pursuant to an official duty that tends to compromise
or damage the mission, function, reputation, or professionalism of the City or its
employees.
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(c) Knowingly or recklessly false speech or expression that is significantly linked to, or
related to, the City and tends to compromise or damage the mission, reputation, or
professionalism of the City or its employees. Examples may include:
1. Making a false accusation of wrongdoing without exercising reasonable caution
to verify the truth of the matter.
2. Intentionally misrepresenting on social media actions taken by the City that
would damage the city’s reputation.
(d) Speech or expression of any form that could reasonably be foreseen as having
a negative impact on the safety of city employees. Use or disclosure, through
whatever means, of any information, photograph, video, or other recording obtained
or accessible as a result of employment or appointment with the City for financial or
personal gain, or any disclosure of such materials without the express authorization
of the Mayor or the authorized designee.
(e) Posting, transmitting, or disseminating any photographs, video or audio recordings,
likenesses or images of city logos, emblems, uniforms, badges, patches, marked
vehicles, equipment, or other material that specifically identifies the City on any
personal or social networking or other website or web page, without the express
authorization of the Mayor or the authorized designee.
(f) Distributing any form of literature or other materials in their work areas unrelated to
the City’s business purpose or authorized by the Mayor.
(g) Soliciting other employees for any cause during their assigned work time.
Employees must take reasonable and prompt action to remove any content, including content
posted by others, that is in violation of this policy from any web page or website maintained by
the employee (e.g., social or personal website).
214.3.1 UNAUTHORIZED ENDORSEMENTS AND ADVERTISEMENTS
While employees are not restricted from engaging in the following activities as private citizens or
as authorized members of employee groups, employees may not represent the City or identify
themselves in any way that could be reasonably perceived as representing the City in order to do
any of the following, unless specifically authorized by the Mayor or the authorized designee:
(a) Endorse, support, oppose, or contradict any political campaign or initiative.
(b) Endorse, support, oppose, or contradict any social issue, cause, or religion.
(c) Endorse, support, or oppose any product, service, company, or other commercial
entity.
(d) Appear in any commercial, social, or nonprofit publication; in any motion picture, film,
video, or public broadcast; or on any website.
Additionally, when it can reasonably be construed that an employee, acting in an individual
capacity or through an outside group or organization, including as an authorized member of an
employee group, is affiliated with this city, the employee shall give a specific disclaiming statement
that any such speech or expression is not representative of the City.
EXHIBIT A
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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
employee in their position. 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.
Any City employee who meets with or may be observed by the public or otherwise represent the
City to the public, while performing their official duties may not wear or display any button, badge
or sticker relevant to any candidate or ballot issue during working hours.
Employees retain their rights to vote as they choose, to support candidates of their choice, and to
express their opinions as private citizens, including as authorized members of employee groups
on political subjects and candidates at all times during non-work hours. However, employees
may not use their official authority or influence to interfere with or affect the result of elections or
nominations for office. Employees are also prohibited from directly or indirectly using their official
authority to coerce, command, or advise another employee to pay, lend, or contribute anything of
value to a party, committee, organization, agency, or person for political purposes (5 USC § 1502).
214.4 PRIVACY EXPECTATION
Employees forfeit any expectation of privacy with regard to emails, texts, or anything published
or maintained through file-sharing software or any internet site (e.g., Facebook, Twitter, LinkedIn)
that is accessed, transmitted, received, or reviewed on any city technology system (see the
Information Technology Use Policy for additional guidance).
However, the City may not require an employee to disclose a personal username or password or
to open a personal social website, except when legally permitted and relevant to the investigation
of allegations of work-related misconduct.
214.5 CONSIDERATIONS
In determining whether to grant authorization of any speech or conduct that is prohibited under
this policy, the factors that the Mayor or the authorized designee should consider include:
(a) Whether the speech or conduct would negatively affect the ability to deliver public
services.
(b) Whether the speech or conduct would be contrary to the mission of the City or
negatively impact employee morale.
(c) Whether the speech or conduct would reflect unfavorably upon the City.
(d) Whether the speech or conduct would negatively affect the appearance of impartiality
in the performance of the employee’s duties.
(e) Whether similar speech or conduct has been previously authorized.
(f) Whether the speech or conduct may be protected and outweighs any interest of the
City.
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214.6 TRAINING
Subject to available resources, the City should provide training regarding the limitations on speech,
expression, and use of social networking to all employees.
EXHIBIT A
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Workplace Violence
215.1 PURPOSE AND SCOPE
The purpose of this policy is to make clear that the City does not tolerate any direct or implied
threats of violence or violent behavior in the workplace or any act or behavior that is or can be
perceived as threatening, hostile, and/or violent.
215.2 POLICY
The City of East Wenatchee is strongly committed to providing a safe workplace for its employees,
volunteers, and members of the public.
In responding to any violent behavior in the workplace, the City is committed to protecting all
involved parties, including protection from physical and mental harm and the protection of the legal
rights of victims, witnesses, and those instigating the harm.
215.3 PROHIBITED BEHAVIOR
No employee shall engage in, encourage, or promote violent behavior toward any person while
conducting city business or on city property.
No employee engaged in city business shall carry or possess weapons or explosives unless either:
(a) Permitted by city policy.
(b) State or local law prohibits the City from restricting the possession of the weapon or
explosive.
Threats, threatening language or any other acts of aggression or violence made toward or by any
City employee will not be tolerated.
215.4 REPORTING AND INVESTIGATING
215.4.1 EMPLOYEE RESPONSIBILITY
Employees who experience, observe, or have knowledge of prohibited behaviors and actions in
the workplace have a responsibility to report the situation as soon as practicable to a supervisor,
a manager, or a human resources representative. Employees should also contact the local police
department if a threat has been made or a crime has occurred. If the situation is still dangerous,
the employee should call 911.
If the employee is the recipient of a threat made by an outside party, that employee should follow
the steps detailed in this policy.
215.4.2 SUPERVISOR AND MANAGER/ADMINISTRATOR RESPONSIBILITIES
Upon receipt of a report of potential or actual workplace violence, the involved supervisor shall
notify the Department of Human Resources. The supervisor shall gather as much information as
possible to assess and determine the severity and potential of the situation. If the report is found to
be credible, the Department of Human Resources should notify the Mayor as soon as practicable.
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Local law enforcement personnel shall be notified immediately of all threatening or violent
behavior.
215.4.3 INVESTIGATION
The Department of Human Resources will promptly, impartially, and with as much confidentiality
as practicable, coordinate the investigation of all reports of violent or threatening behavior.
City employees are required to cooperate in any investigation. A timely resolution of each report
should be reached and communicated to all parties involved as quickly as possible.
215.4.4 REPORTING NON-WORK-RELATED THREATENING OR VIOLENT BEHAVIOR
City employees who are victims of domestic violence or other threatening behavior outside of the
workplace, or who believe they are potential victims of such behavior and fear it may enter the
workplace, are encouraged to report the situation as soon as possible to their supervisor or the
Department of Human Resources.
Supervisors receiving any such report shall contact the Department of Human Resources and
local law enforcement as soon as practicable so that any appropriate safety measures or plans
may be developed.
215.5 RETALIATION PROHIBITED
Any form of retaliation against an employee for making a report concerning violent or
threatening behavior in the workplace is prohibited.
Any employee who becomes aware of any retaliation or threatened retaliation shall immediately
notify a supervisor or the Department of Human Resources.
215.6 RESTRAINING ORDERS
Employees who obtain a restraining order listing their workplace, person, or the City property as
a protected area must provide a copy of the restraining order to both their immediate supervisor
and the Department of Human Resources. The City needs this information in order to provide a
safe workplace.
215.7 FOLLOW-UP ACTION
Any employee reported to have exhibited violent or potentially violent behavior will be afforded
all rights provided by law and applicable employment agreements before the City takes any
disciplinary action.
At the completion of the investigation, actions to ensure overall workplace safety may include but
are not limited to:
•Placing the employee on paid administrative leave pending investigation into an
alleged threat or act
•Corrective/disciplinary action up to and including termination
•Criminal arrest and prosecution
EXHIBIT A
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•Referring the employee to conflict resolution training sessions
•Referring the employee to the employee assistance program (EAP)
•Requiring the employee to attend a fitness-for-duty evaluation
•Developing workplace violence procedures specific to the involved individuals for
incident response, prevention, and corrective actions
•Mandatory participation in counseling
If, upon investigation, it is determined that an allegation is false or was made maliciously, the
employee who provided the false information will be subject to disciplinary action, up to and
including termination, as well as possible criminal arrest and prosecution.
215.8 LEGAL ACTION
The Department of Human Resources, in consultation with legal counsel, the Mayor, and the Chief
of Police, will determine if a temporary restraining order or injunction should be sought on behalf
of the City to reduce future or threatened violent behavior in the workplace.
215.9 WORKPLACE VIOLENCE PREVENTION
All city employees are responsible for assisting in the prevention of violence in the workplace.
The City will provide appropriate training to employees regarding workplace violence.
In the event a violent incident occurs in the workplace, the Department of Human Resources, in
consultation with legal counsel, the Mayor, and the Chief of Police, is responsible for ensuring
that all responsibilities have been met and actions carried out, as detailed in this policy, and shall
review the results of any investigation and ensure appropriate action is taken.
EXHIBIT A
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Outside Employment
216.1 PURPOSE AND SCOPE
This policy provides guidelines for city employees who seek to engage in authorized outside
employment.
216.1.1 DEFINITIONS
Definitions related to this policy include:
Outside employment - Duties or services performed by employees of the City for another
employer, organization, or individual when wages, compensation, or other consideration for such
duties or services is received. Outside employment also includes duties or services performed
by those employees who are self-employed and receive compensation or other consideration for
services, products, or benefits rendered.
216.2 POLICY
City employees shall obtain written approval from the Mayor or the authorized designee prior to
engaging in any outside employment. Approval of outside employment shall be at the discretion
of the Mayor or the authorized designee in accordance with the provisions of this policy. Failure
to obtain prior written approval for outside employment, or engaging in outside employment that
is prohibited by this policy, may lead to disciplinary action.
216.3 OUTSIDE EMPLOYMENT
216.3.1 REQUEST AND APPROVAL
Employees must submit a written request to engage in outside employment to their immediate
supervisors. The request will then be forwarded to the employee's Department Director or the
authorized designee for consideration.
If approved, the employee will be provided with a written notification of approval and a copy will
be provided to the Department of Human Resources along with the employee's written request.
If a Department Director is requesting approval for outside employment, the Department Director
will submit their request to the Mayor.
216.3.2 DENIAL
Any employee whose request for outside employment has been denied should be provided with
a written notification of the reason at the time of the denial and a copy will be provided to the
Department of Human Resources along with the employee's written request.
216.3.3 REVOCATION
Any employee whose approval for outside employment is revoked or suspended should be
provided with a written notification of the reason for revocation or suspension and a copy will be
provided to the Department of Human Resources.
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Approval for outside employment may be revoked or suspended:
(a) When a supervisor determines the employee's performance is failing to meet
standards and the outside employment may be related to the deficient performance.
1. Approval for the outside employment may be re-established when the
employee's performance has reached a satisfactory level and with a supervisor's
authorization.
(b) When an employee's conduct or outside employment conflicts with city policy or any
law.
(c) When the outside employment creates an actual or apparent conflict of interest with
the City.
216.4 REQUIREMENTS
216.4.1 PROHIBITED OUTSIDE EMPLOYMENT
The City reserves the right to deny any request for outside employment that involves:
(a) The use of city time, facilities, equipment, or supplies.
(b) The use of any city badge, uniform, or influence for private gain or advantage.
(c) The employee's receipt or acceptance of any money or other consideration for the
performance of duties or services required or expected of the employee in the normal
course of employment or appointment.
(d) The performance of duties or services that may later be subject directly or indirectly to
the control, inspection, review, audit, or enforcement of any other employee of the City.
(e) Demands upon the employee's time that would render the employee's work
performance for the City deficient or substandard.
(f) 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.
(g) Activities that may conflict with any other policy or rule of the City.
(h) Engages in or accepts private employment when such employment would impair the
independence of judgment or ability to perform official duties.
(i) Employment with a firm which contracts with or does business with the City.
216.4.2 LOCAL GOVERNMENT RESOURCES
Employees are prohibited from using any city equipment or resources in the course of, or for the
benefit of, any outside employment. This shall include the prohibition against employees using
their position with the City to gain access to official records or databases.
216.4.3 CHANGES IN OUTSIDE EMPLOYMENT STATUS
Employees who terminate their outside employment shall promptly submit written notification of
such termination to their immediate supervisor. Any subsequent request for renewal or continued
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outside employment must thereafter be processed and approved through the procedures set forth
in this policy.
216.4.4 LEAVE OR RESTRICTED DUTY STATUS (E.G., LNI & LIGHT DUTY)
Employees who are placed on leave or other restricted duty status shall inform the Department of
Human Resources in writing within five days as to whether they intend to continue their outside
employment while on such leave or restricted status. The Department of Human Resources shall
review the duties of the outside employment, along with any related orders (e.g., administrative,
medical), and notify the Department Director or the authorized designee and the employee
regarding whether such employment should continue.
In the event that the Department of Human Resources determines that the outside employment
should be discontinued, or if the employee fails to promptly notify the Department of Human
Resources of the employee’s intention regarding outside employment, a notice revoking approval
of the outside employment will be forwarded to the employee and a copy attached to the original
outside employment request.
Criteria for revoking approval due to leave or restricted duty status include but are not limited to:
(a) The outside employment is medically detrimental to the recovery of the employee.
(b) The outside employment requires performance of the same or similar physical ability
as would be required in the employee’s city job.
(c) The employee fails to give timely notice of intent regarding outside employment to an
immediate supervisor.
When the employee returns to full duty with the City, a written request may be submitted to the
Department Director or the authorized designee to approve the outside employment request.
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Personal Appearance Standards
217.1 PURPOSE AND SCOPE
This policy provides guidelines for the personal appearance of city employees.
Dress code requirements for uniformed and non-uniformed employees are addressed in the Dress
Code Policy.
217.2 POLICY
City employees shall maintain their personal hygiene and appearance to project a professional
image that is appropriate for public service and for the department in which they work. Personal
appearance standards are primarily based on safety requirements, appearance conformity, and
the social norms of the community served.
217.3 GROOMING
The following appearance standards shall apply to all employees unless the employee’s
supervisor has granted an exception.
217.3.1 PERSONAL HYGIENE
All employees must maintain proper personal hygiene. Examples of improper personal hygiene
include but are not limited to dirty fingernails, bad breath, body odor, and dirty or unkempt hair.
Employees should adhere to the following general guidelines in their personal appearance when
presenting to work. Employees may be subject to additional personal hygiene standards set forth
in supplemental policies established by each department.
(a) Hair shall be neatly trimmed or arranged.
(b) Facial hair (e.g., beards, sideburns, mustaches, eyebrows) must be clean and well-
groomed. Facial hair for certain employees may be prohibited if it creates a safety
hazard (i.e., facial hair for employees who regularly wear certain types of respirators).
(c) Fingernails should be clean and neatly trimmed to a length that does not present a
safety concern.
217.4 APPEARANCE
217.4.1 JEWELRY
For the purpose of this policy, jewelry refers to rings, earrings, necklaces, bracelets, wristwatches,
and tie tacks or tie bars. Jewelry shall present a professional image and may not create a safety
concern for the employee or others. Jewelry that depicts racial, sexual, discriminatory, gang-
related, or obscene language is not allowed.
217.4.2 TATTOOS
At no time while an employee is representing the City in any official capacity shall any offensive
tattoo or body art be visible. Examples of offensive tattoos include but are not limited to those
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that exhibit or advocate discrimination; those that exhibit gang, supremacist, or extremist group
affiliation; and those that depict or promote drug use, sexually explicit acts, or other obscene
material.
217.4.3 BODY PIERCING OR ALTERATION
Body piercing (other than earlobes) or alteration to any area of the body that is visible while
representing the City in any official capacity, that is a deviation from normal anatomical features,
and that is not medically required, is prohibited. Such body alteration includes but is not limited to:
(a) Tongue splitting or piercing.
(b) The complete or transdermal implantation of any material other than hair replacement
(i.e., foreign objects inserted under the skin to create a design or pattern).
(c) Abnormal shaping of the ears, eyes, nose, or teeth (i.e., enlarged or stretched out
holes in the earlobes).
(d) Branding, scarification, or burning to create a design or pattern.
217.4.4 DENTAL ORNAMENTATION
Dental ornamentation that is for decorative purposes and that is not medically required is
prohibited while representing the City in any official capacity. Such ornamentation includes but
is not limited to:
(a) Objects that are bonded to front teeth.
(b) Gold, platinum, or other veneers or caps used for decorative purposes.
217.4.5 GLASSES AND CONTACT LENSES
Eyeglasses and sunglasses shall present a professional image. Contact lenses with designs that
change the normal appearance of the eye and that are not medically required are prohibited during
work hours and while representing the City in any official capacity.
217.4.6 COSMETICS AND FRAGRANCES
Cosmetics shall present a professional image. Use of cologne, perfume, aftershave lotion, and
other items used for body fragrance shall be kept to a minimum.
217.5 EXEMPTIONS
City employees may request exemptions from portions of this policy when application would
affect a disability, a religious practice or belief, or other protected characteristics. Requests for
exemptions should be addressed to the Department of Human Resources.
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Dress Code
218.1 PURPOSE AND SCOPE
This policy provides dress code guidelines for city employees.
Other related topics are addressed in the Local Government-Owned and Personal Property (Policy
400) and Personal Appearance Standards policies (Policy 617).
218.2 POLICY
It is the policy of the City that the appearance of all employees is suitable and appropriate for
their position.
218.3 WORK ATTIRE FOR NON-UNIFORMED EMPLOYEES
Non-uniformed employees shall dress in a manner appropriate for their position and any
department-specific standards. The following guidelines apply to all non-uniformed employees:
(a) Clothing shall fit properly, be clean and free of stains, and not be damaged or
excessively worn.
(b) Employees assigned primarily to an office environment, including management,
administrative, and support positions, shall wear business-appropriate attire.
(c) Variations from this policy are allowed at the discretion of the employee’s immediate
supervisor or Department Director based upon the employee’s assigned job duties.
(d) No attire that would unfavorably represent the City or adversely affect employee
morale may be worn during work hours.
(e) The following items shall not be worn during work hours or when representing the City
in any official capacity:
1. Clothing that reveals cleavage, the back, chest, stomach, or buttocks
2. T-shirt alone or exposed undergarments
3. Swimsuits, tank tops, tube tops, or halter tops
4. Sweatshirts, sweatpants, or similar exercise clothing
5. Spandex-type pants or transparent clothing
6. Denim pants that are torn or have holes
7. Cutoff or athletic shorts
8. Clothing, buttons, or pins displaying racial, sexual, discriminatory, gang-related,
or obscene language
(f) Clothing shall be appropriate to the job duties being performed (for example, long
pants and suitable footwear shall be worn when operating equipment).
(g) All loose clothing and hair must be tied up or secured while working around equipment.
EXHIBIT A
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218.4 UNIFORMS
The City will provide uniforms for all employees who are required to wear them in the manner,
quantity, and frequency agreed upon in the respective employee group's employment agreement,
if applicable. The City may provide other employees with uniforms at the direction of the
Department Director.
Uniforms shall be worn as specified in this policy and any department policies.
The following shall apply to those employees assigned to wear city-issued uniforms:
(a) Uniforms and equipment shall be maintained in a serviceable condition and shall
be ready at all times for immediate use. Uniforms shall be neat, clean, and appear
pressed, as necessary for the position.
(b) Uniforms shall be worn in compliance with any applicable city specifications.
(c) Uniforms are only to be worn during work hours, at official city functions or events and
while in transit to or from work.
(d) Employees are not to purchase or drink alcoholic beverages while wearing any part
of city-issued uniforms.
All uniforms and equipment issued to city employees shall be returned to the City upon separation.
218.5 UNAUTHORIZED UNIFORMS, EQUIPMENT, AND ACCESSORIES
City employees may not wear any uniform item, accessory, or attachment unless specifically
authorized by the Department Director.
Employees may not use or carry any safety item, tool, or other piece of equipment unless
specifically authorized by the Department Director.
EXHIBIT A
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Family and Medical Leave
219.1 PURPOSE AND SCOPE
The purpose of this policy is to allow eligible employees of covered employers to take unpaid,
job-protected leave for specified family and medical reasons, with continuation of group health
insurance coverage under the same terms and conditions as if the employee had not taken leave,
including (29 USC § 2612):
•The birth, adoption, or foster care placement of a child.
•To care for an immediate family member (spouse, child, or parent) with a serious
health condition.
•When an employee is unable to work because of the employee's own serious health
condition.
•To care for a spouse, son, daughter, parent, or next of kin who is a service member
of the United States Armed Forces and who has a serious injury or illness incurred
in the line of duty.
This policy does not address all possible situations and circumstances that may arise when
an employee requests leave for family or medical reasons. As these leave situations arise,
supervisors should consult with the Department of Human Resources to obtain specific guidance
regarding leave rights and obligations.
Nothing in this policy supersedes any provision of any employment agreement, civil service or
other local rule, or any law that provides greater family or medical leave rights.
219.1.1 DEFINITIONS
Definitions related to this policy include:
Child - A child under 18 years of age, or 18 years of age or older who is incapable of self-care
because of a mental or physical disability (29 USC § 2611; 29 CFR 825.102; 29 CFR 825.122).
An employee's child is one for whom the employee has actual day-to-day responsibility for care
and includes a biological, adopted, or foster child; stepchild; or a child for whom the employee is
standing in loco parentis (in place of a parent).
FMLA - The federal Family and Medical Leave Act (29 USC § 2601 et seq.).
Qualified health care professional - A physician, surgeon, doctor of osteopathy, podiatrist,
dentist, psychologist, optometrist, nurse practitioner, nurse midwife, clinical social worker, or
physician assistant duly licensed and authorized to practice medicine; chiropractors for some
purposes; any health care provider from whom the City's benefit plan will accept certification of
the existence of a serious health condition to substantiate a claim for benefits (29 CFR 825.125).
Spouse - The person with whom an employee has entered into a marriage defined or recognized
by the location in which the marriage was entered into (29 USC § 2611(13); 29 CFR 825.102;
29 CFR 825.122).
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219.2 POLICY
It is the policy of the City to manage unpaid leave for eligible employees for qualified medical and
family reasons in compliance with federal law and any applicable employment agreement.
219.3 ELIGIBLE EMPLOYEES
Employees are eligible for FMLA after working for the City for at least one year and completing
1,250 hours over the 12 months prior to the commencement of the leave (29 USC § 2611; 29 CFR
825.110). Employees may not be eligible for leave if there are fewer than 50 other employees
within 75 miles of the employee’s work site.
219.4 TYPE AND DURATION OF LEAVE
Generally, eligible employees are entitled under FMLA to 12 workweeks of unpaid leave during
a 12-month period (29 USC § 2612; 29 CFR 825.100). Up to 26 weeks of unpaid leave during
a single 12-month period may be available to care for certain injured military service members.
The 12-month period is measured backward from the first date leave is taken and continuously
with each additional leave day taken. If an employee’s request for leave is more than 12 months
after a previous FMLA leave, the first date of the current FMLA leave will be the beginning of the
new 12-month period.
219.4.1 SERIOUS HEALTH CONDITIONS
Eligible employees may take up to 12 weeks of leave to care for a spouse, child, or parent with a
serious health condition or when the employee is unable to work because of the employee's own
serious health condition (29 USC § 2612(a)(1); 29 CFR 825.200).
If both spouses are employed by the City, the combined number of workweeks to care for a
sick parent is limited to 12 workweeks during any 12-month period (29 USC § 2612(f); 29 CFR
825.201).
Generally, a serious health condition is an illness, injury, impairment, or physical or mental
condition that involves (29 USC § 2611; 29 CFR 825.113):
•An overnight stay in a hospital, hospice, or residential medical care facility (29 CFR
825.114).
•Continuing treatment by a qualified health care professional due to a serious health
condition of more than three full consecutive calendar days (29 CFR 825.115(a)).
•Any period of incapacity due to pregnancy complications or prenatal care (29 CFR
825.115(b)).
•A chronic condition that requires treatment (29 CFR 825.115(c)).
•A permanent condition for which treatment may not be effective (such as Alzheimer’s
or the terminal stages of a disease) (29 CFR 825.115(d)).
•Any period of absence to receive multiple treatments, including any recovery period,
either for restorative surgery after an accident or other injury, or for a condition that
would likely result in a period of incapacity of more than three consecutive calendar
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days without medical intervention or treatment (such as cancer chemotherapy or
physical therapy for arthritis) (29 CFR 825.115(e)).
219.4.2 BIRTH OR PLACEMENT OF A CHILD
Eligible employees may take up to 12 weeks of leave for the birth, adoption, or foster care
placement of a child of the employee (29 USC § 2612; 29 CFR 825.200). The leave must be
concluded within one year of the birth or placement of the child (29 CFR 825.120; 29 CFR
825.121).
If both parents are employed by the City, the combined number of workweeks of leave is limited to
12 workweeks during any 12-month period (29 USC § 2612(f); 29 CFR 825.120; 29 CFR 825.121).
219.4.3 MILITARY EXIGENCY LEAVE
Eligible employees may take service member leave of up to 12 weeks for qualifying exigencies
occurring because a spouse, child, or parent is on covered active duty or has been notified of an
impending order to active duty (29 USC § 2612(a)(1)(E); 29 CFR 825.200). This type of leave
is available to a family member of a person in the National Guard, Reserves, or members of
the regular Armed Forces deployed to a foreign country. Qualifying exigencies include (29 CFR
825.126):
•Addressing issues that arise from a short notice (seven or less days) deployment.
•Attending military events related to the active duty or call to duty.
•Attending family support or assistance programs.
•Making child care or educational arrangements or attending school activities arising
from active duty or a call to active duty.
•Making financial and legal arrangements.
•Spending time with a military member who is on short-term rest-and-recuperation
leave during a period of deployment.
•Attending post-deployment activities.
•Addressing issues that arise from the death of a military member, such as making
funeral arrangements.
•Caring for a military member's parent who is incapable of self-care, such as providing
care on an immediate-need basis or arranging for alternative care.
219.4.4 MILITARY CAREGIVER LEAVE
Eligible employees may take up to 26 weeks of leave in a single 12-month period to care for a
spouse, son, daughter, parent, or next of kin who has incurred an injury or illness in the line of
duty while on active duty in the Armed Forces, provided that such injury or illness may render the
family member medically unfit to perform work (29 USC § 2612; 29 CFR 825.200).
Military caregiver leave is also available to family members of covered veterans who were
members of the Armed Forces, including the National Guard or Reserves, at any point in the five
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years preceding the date on which the veteran undergoes medical treatment, recuperation, or
therapy (29 USC § 2612; 29 CFR 825.127).
During the single 12-month period, employees are entitled to no more than a combined total of 26
weeks of FMLA leave. In any case in which both spouses are employed by the City, the combined
number of workweeks of leave is limited to 26 workweeks during any 12-month period (29 USC
§ 2612(f); 29 CFR 825.127).
Service member FMLA leave runs concurrent with other leave entitlements provided under federal,
state, and local law. Where FMLA leave qualifies as both military caregiver leave and care for a
family member with a serious health condition, the leave will be designated as military caregiver
leave first.
219.4.5 INTERMITTENT LEAVE
An employee may take leave for the employee’s own serious health condition, for the serious
health condition of the employee’s spouse, child, or parent, or to care for a covered service
member with a serious injury or illness, intermittently or on a reduced schedule if medically
necessary, and if that medical need can best be accommodated by an intermittent schedule as
defined in federal law (29 USC § 2612(b); 29 CFR 825.202; 29 CFR 825.124).
Leave due to a military exigency may be taken on an intermittent or reduced leave schedule (29
CFR 825.202).
Intermittent leave for the birth, adoption, or foster care placement of a child is only available if
granted at the discretion of the Mayor, unless the employee has a serious health condition in
connection with the birth or if the newborn child has a serious health condition (29 CFR 825.120;
29 CFR 825.121).
Intermittent leave for any employee shall be tracked and calculated.
219.4.6 PREGNANCY DISABILITY LEAVE
Pregnant employees who are disabled by pregnancy may be entitled to a disability leave in addition
to any FMLA leave. The duration of leave is dependent on the circumstances. The Mayor shall
defer to a pregnant employee’s qualified health care professional in assessing the employee's
ability to work.
219.5 EMPLOYMENT BENEFITS WHILE ON LEAVE
While on leave, employees will continue to be covered by any group health insurance to the same
extent that coverage is provided while the employee is on the job (29 USC § 2614(c); 29 CFR
825.209). 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. However, employees will not continue to
be covered under non-health benefit plans.
Employees are responsible for any health plan employee contributions while on leave (29 CFR
825.210). Employee contribution rates are subject to any change in rates that occurs while the
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employee is on leave. If an employee fails to return to work after the leave entitlement has been
exhausted or expires, the City may recover its share of health plan premiums for the entire leave
period unless the employee does not return because of the continuation, recurrence, or onset of
a serious health condition of the employee or the employee's family member that would entitle
the employee to leave, or because of circumstances beyond the employee's control (29 CFR
825.213). The City may recover premiums through deduction from any sums (e.g., unpaid wages,
vacation pay).
Employees may not earn additional time off while on unpaid leave.
219.6 SUBSTITUTION OF PAID ACCRUED LEAVES
Subject to applicable employment agreements and civil service rules, employees are required to
exhaust all applicable paid accrued leave before taking unpaid leave. Paid accrued leave includes
vacation leave, sick leave, personal leave, and compensatory time earned in lieu of overtime,
pursuant to the Fair Labor Standards Act, during FMLA leave. Employees may not use paid
accrued leave to extend FMLA leave beyond 12 workweeks per year.
219.7 USE OF FMLA LEAVE
If an employee takes a leave of absence for any reason that is FMLA qualifying, the City may
designate that non-FMLA leave as running concurrently with the employee’s 12-week FMLA leave
entitlement.
219.8 PROCEDURES
The following procedures will apply for all employees requesting leave under FMLA:
(a) When a leave is requested for a medical or other FMLA-related treatment appointment,
the employee must make a reasonable effort to schedule the appointment at a time
that minimizes disruption to city operations (29 USC § 2612; 29 CFR 825.302).
(b) An employee who wishes to take FMLA leave must provide the employee's supervisor
with 30 days' advanced notice when the leave is foreseeable or as soon as practicable
if the need for leave is not foreseeable (29 USC § 2612; 29 CFR 825.302; 29 CFR
825.303).
(c) An employee who wishes to tak FMLA leave must submit a written request.
Requests for medical leave shall be accompanied by a qualified health care professional
statement, including the date on which the serious health condition began and the estimated date
of return to work (29 USC § 2613; 29 CFR 825.302).
Employees are required to provide medical certification of a qualified health care professional or
military documentation (29 CFR 825.305; 29 CFR 825.308; 29 CFR 825.309; 29 CFR 825.310).
Once the leave is requested or designated by the Department of Human Resources, the
Department of Human Resources should ensure the employee is provided with the necessary
forms and FMLA information and required notices within five business days (29 CFR 825.300).
EXHIBIT A
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Employees shall be required to periodically report on their status and intent to return to work (29
USC § 2614; 29 CFR 825.311). This may assist in avoiding a delay in reinstatement when the
employee is ready to return to work.
Employees returning from a medical leave for the employee's own serious health condition will be
required to present medical verification from a qualified health care professional of the employee's
ability to return to work and a list of any restrictions that need to be accommodated (29 USC §
2614; 29 CFR 825.100; 29 CFR 825.312).
219.9 REINSTATEMENT FOLLOWING LEAVE
Generally, employees returning from FMLA leave within the qualified period will be restored to
their original job or to an equivalent job with equivalent pay and benefits (but not seniority). If the
position previously held by the employee has been eliminated (such as through layoff), then the
employee is no longer entitled to return to the position previously held (29 USC § 2614; 29 CFR
825.214; 29 CFR 825.216).
If the same position is no longer available, such as in a layoff, the employee will be entitled to
a position that is comparable in pay, job content, and promotional opportunities and geographic
location, if such a comparable position exists.
If upon return from leave an employee is unable to perform the essential functions of the job
because of a physical or mental disability, the supervisor should work with the Department of
Human Resources to engage in an interactive process with the employee to identify a potential
reasonable accommodation.
After exhausting paid FMLA leave, non-paid leave will continue until the conclusion of the
protected 12- or 26-week time limit. Following the protected leave, the Department of Human
Resources in consultation with the legal counsel will determine whether non-FMLA leave should
apply.
219.10 RESPONSIBILITY
The responsibilities of the Department of Human Resources include but are not limited to (29 CFR
825.108; 29 CFR 825.110; 29 CFR 825.112; 29 CFR 825.300; 29 CFR 825.301):
(a) Attempting to determine whether an employee absence of four or more days may
qualify as FMLA leave.
(b) Determining if an employee is eligible for FMLA leave.
(c) Determining if leave is for an FMLA-qualifying reason.
(d) Granting or denying a request for FMLA leave and providing designation notice to the
employee within five business days of designation.
(e) Providing eligibility notice to the employee within five business days of the request for
FMLA leave or when acquiring knowledge that an employee's leave may be for FMLA.
1. If the employee is not eligible for FMLA leave, the notice must state at least one
reason why the employee is not eligible.
EXHIBIT A
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(f) Providing a written rights and responsibilities notice each time the eligibility notice is
provided to an employee.
The Department of Human Resources should work with legal counsel regarding questions relating
to leave or reinstatement from leave under this policy.
219.11 RECORDS
The City will maintain leave-related records as required by 29 CFR 825.500 for at least three years
and in compliance with the city's established records retention schedule.
Records and documents related to doctor certifications and other medical information created
for purposes of complying with FMLA and this policy shall be maintained as confidential medical
records in separate files from employee personnel files.
219.12 NOTICE TO EMPLOYEES
The Department of Human Resources should ensure that a notice explaining the FMLA's
provisions and procedures is prominently posted in conspicuous places in the City where it can
be readily seen by all employees and applicants for employment. Electronic posting is sufficient
as long as the other posting requirements have been met as provided by 29 CFR 825.300 (29
CFR 825.300).
EXHIBIT A
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Published with permission by City of East Wenatchee ***DRAFT***Washington Paid Family & Medical Leave - 65
Washington Paid Family & Medical Leave
220.1 PURPOSE AND SCOPE
The City of East Wenatchee shall comply with all state-mandated laws including the Washington
Paid & Medical Leave (WPFML). WPFML allows Washington employees to take paid time off to
care for themselves or a family member. Employees apply for WPFML directly with the Washington
State Employment Security Department (ESD).
An employee may be eligible for WPFML for a serious health condition that prevents an employee
from working when time is needed to care for a family member, welcome a new child, or for certain
military-related events. Learn more at Washington Paid Family Medical Leave's website.
220.2 BENEFIT APPLICATION PROCESS
For eligibility, type and duration of leave, and definitions visit the WPFML website.
1. Employee applies for Paid Leave: When an employee has a qualifying event, they
will apply for leave directly with the Washington State Employment Security Department at
paidleave.wa.gov.
2. Employee shall notify the City that they plan to take leave—30 days prior, if possible: If
the employee's leave is expected (for example, they are expecting a baby), they must give you
written notice at least 30 days in advance. If the leave is unexpected (for example, the employee's
spouse is in a serious car crash), the employee must give their supervisor or the Department of
Human Resources notice as soon as they are able. The written notice should let the city know the
employee needs to take paid family or medical leave and how long they expect to be out. Emails,
text messages, and handwritten notes all are considered written notices.
3. The Washington State Employment Security Department will notify the city of the employee's
approved application for WPFML. The notice will include the employee's name, leave start, and
end dates.
220.3 HOW IT'S FUNDED
WPFML is funded through premiums paid by both employees and the city. The premium is a
percentage of employees' gross wages excluding tips, with the contribution divided between the
employee and the city.
Note: The premium rate for employee and employer shares may change at the discretion of the
State of Washington.
220.4 REPORTING HOURS TO EMPLOYER - TIMESHEETS
Once approved, the employee must notify their immediate supervisor of the date when WPFML
weekly reporting will begin. While receiving paid leave, employee hours will be reported as unpaid
on their timesheet.
EXHIBIT A
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Supervisors shall notify the Department of Human Resources to ensure the employee is provided
with the necessary WPFML information and State required notices.
220.5 HOW THE EMPLOYEE IS PAID BY WASHINGTON STATE EMPLOYMENT
SECURITY DEPARTMENT
If an online application is submitted by the employee, they may choose to be paid via direct deposit
or a prepaid debit card.
If a paper application is submitted by the employee, they shall receive a prepaid debit card.
Hours worked and other types of leave that may affect the employee's payments:
1.If an employee worked or received other benefits, like employer-provided paid time
off, the employee must include benefits received in their weekly claim. It will reduce
the employee's payment that week. This includes time worked at a second job, even
if the employee is not taking leave from that job.
2.An employee cannot collect unemployment insurance or workers' compensation
benefits at the same time as WPFML.
The City of East Wenatchee does not offer supplemental paid time off while on WPFML.
220.6 EMPLOYEE BENEFITS WHILE ON LEAVE
During an approved WPFML leave of absence, and when the city has been properly notified, the
City will continue to pay its pro-rata share of the employee's medical insurance coverage for the
first 12 weeks, only if the event is an FMLA qualifying event and as provided under the City's
"Family and Medical Leave Policy" is run concurrently with FMLA.
Employees are responsible for any employee contributions/deductions to medical insurance
benefits, Deferred Compensation, Department of Retirement Systems, union dues, etc., while
on leave. Employee contribution rates are subject to any change in rates that occur while the
employee is on leave.
EXHIBIT A
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Sick Leave and Bereavement Leave
221.1 PURPOSE AND SCOPE
This policy provides general guidance regarding the use and processing of sick leave and
bereavement leave. Additional terms may be covered in another applicable city policy. Employees
subject to union contracts addressing this topic should consult their applicable collective
bargaining agreement.
This policy is not intended to cover all types of sick leave. For example, employees may be entitled
to additional paid or unpaid leave for certain family and medical reasons as addressed in the
Family and Medical Leave Policy.
For work-related illnesses and injuries, employees should reference the Work-Related Illness and
Injury Reporting Policy.
221.1.1 DEFINITIONS
For purposes of this policy, "family member" includes the following (RCW 49.46.210):
(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
(b) 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
(c) Spouse
(d) Registered domestic partner
(e) Grandparent
(f) Grandchild
(g) Sibling
221.2 POLICY
It is the policy of the city to provide eligible employees with a sick leave benefit and a bereavement
leave benefit.
221.3 SICK LEAVE ACCRUAL
All regular full-time employees accrue sick leave benefits at the rate of eight hours for each full
month of service. Regular part-time employees accrue sick leave benefits pro-rata according to
hours worked.
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.
Employees may carry a maximum 960 hours of sick leave forward from one calendar year to the
next.
EXHIBIT A
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Temporary employees are not eligible to earn sick leave benefits.
221.3.1 SEPARATION FROM EMPLOYMENT/DEATH OF AN EMPLOYEE
If an employee who has worked for the City for at least five years of continuous service is separated
from employment for reasons other than cause, the City will pay 25 percent of the value of
the accrued sick leave hours into a Health Reimbursement Arrangement (HRA) VEBA Savings
Account in the name of the employee.
If retiring employees provide at least six month's notice to the city in writing and have worked for
the City for at least five years of continuous service, the City will pay 30 percent of the value of
the accrued sick leave hours into a Health Reimbursement Arrangement (HRA) VEBA Savings
Account in the name of the employee.
If an employee dies during his or her employment with the City and if an employee has worked for
the City for at least five years of continuous service, the City will pay 25 percent of the value of the
accrued sick leave hours to the employee's designated beneficiary or the employee's estate. All
sick leave payments are based on the employee's current rate of pay at the time of this separation
or death. Monies received from this section will not be included for the purposes of computing a
retirement allowance under any public retirement system in this state.
If a previous employee is reinstated within twelve months of separation by the City, whether at
the same or a different position, previously accrued unused sick leave shall be reinstated and
the previous period of employment shall be counted for purposes of determining the employee's
eligibility to use paid sick leave.
221.4 USE OF SICK LEAVE
Sick leave is intended to be used for qualified absences as provided under state law (RCW
49.46.210) and applicable federal law. These qualified absences include:
(a) 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.
(b) 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.
(c) 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.
(d) When approved by an employee's supervisor, up to 16 hours of sick leave may be
used for bereavement purposes in addition to the regular bereavement leave.
(e) An employee may use paid sick leave for absences that qualify for leave under the
Domestic Violence Leave Act (chapter 49.76 RCW).
EXHIBIT A
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Sick leave is not considered vacation. Abuse of sick leave may result in discipline, denial of sick
leave benefits, or both.
Employees on sick leave shall not engage in other employment or self-employment or participate
in any sport, hobby, recreational activity, or other activity that may impede recovery from the injury
or illness (see the Outside Employment Policy).
Qualified appointments should be scheduled during an employee's non-working hours when it is
reasonable to do so.
Employees must use sick leave in 30-minute increments.
221.4.1 NOTIFICATION
All employees should notify the appropriate supervisor as soon as they are aware that they will
not be able to report to work and no less than one hour before the start of their scheduled shifts.
If, due to an emergency, an employee is unable to contact the supervisor, every effort should be
made to have a representative for the employee contact the supervisor.
When the necessity to be absent from work is foreseeable, such as planned medical appointments
or treatments, the employee shall, whenever possible and practicable, provide the City with no
less than 10 days' notice of impending absence.
Upon return to work, employees are responsible for ensuring their time off was appropriately
accounted for, and for completing and submitting the required documentation describing the type
of time off used and the specific amount of time taken.
221.5 EXTENDED ABSENCE
Employees absent from work for more than three consecutive days may be required to furnish
verification from a health care provider supporting the need to be absent and/or the ability to return
to work. Employees on an extended absence shall, if possible, contact their supervisor at specified
intervals to provide an update on their absence and expected date of return.
Nothing in this section precludes a supervisor from requiring, with cause, a health care provider's
verification for an absence of three or fewer days.
If the City requires verification from a health care provider, such verification must be provided to the
City within a reasonable time (15 days) period during or after the leave. The City's requirements
for verification may not result in an unreasonable burden or expense on the employee and may
not exceed privacy or verification requirements otherwise established by law.
221.6 BEREAVEMENT LEAVE
If a death of an employee’s family member occurs, 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 will grant an employee two additional days of bereavement leave. In accordance with the
qualified uses of sick leave, as provided above, an employee may use also use 16 hours of sick
leave when approved.
EXHIBIT A
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221.7 SUPERVISOR RESPONSIBILITIES
The responsibilities of supervisors include but are not limited to:
(a) Monitoring and regularly reviewing the attendance of employees to ensure that the
use of sick leave and absences is consistent with this policy.
(b) Attempting to determine whether an absence of four or more days may qualify as
FMLA by consulting with the Department of Human Resources as appropriate.
(c) Addressing absences and sick leave use in the employee's performance evaluation
when excessive or unusual use has:
1. Negatively affected the employee's performance or ability to complete assigned
tasks.
2. Negatively affected city operations.
(d) When appropriate, counseling employees regarding excessive absences and/or
inappropriate use of sick leave.
(e) Referring eligible employees to the City's employee assistance program when
appropriate.
EXHIBIT A
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Pregnancy Accommodations
222.1 PURPOSE AND SCOPE
This policy provides information about reasonable accommodations for pregnant employees in
accodance with state law.
Related policies include:
•Family Medical Leave Act (FMLA)
•Lactation Breaks
•Sick Leave
•Temporary Modified-Duty Assignments
222.2 POLICY
In compliance with state law (RCW 43.10.005), the City of East Wenatchee will not discriminate
against employees in relation to pregnancy and pregnancy-related health conditions. The City
will provide reasonable accommodations related to pregnancy and pregnancy-related health
conditions unless the accommodation would pose an undue hardship on the City’s program,
enterprise, or business or it creates a direct threat to the safety of the employee, co-workers or
others.
222.3 REASONABLE ACCOMMODATIONS
Reasonable accommodations related to pregnancy and pregnancy-related health conditions may
include:
(a) Providing more frequent, longer or flexible restroom breaks.
(b) Modifying a no food or drink policy.
(c) Job restructuring, including:
1. Part-time or modified work schedules.
2. Reassignment to a vacant position.
3. Acquiring or modifying equipment, devices or the employee's work station.
(d) Providing seating or allowing the employee to sit more often if an employee's job
requires the employee to stand.
(e) Providing for a temporary transfer to a less strenuous or less hazardous position.
(f) Providing assistance with manual labor and limits on lifting.
(g) Scheduling flexibility for prenatal visits.
The City will not require an employee to take leave if another reasonable accommodation can be
provided for the employee’s pregnancy and pregnancy-related health conditions.
EXHIBIT A
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In consultation with information provided on pregnancy accommodation by the Washington
Department of Labor and Industries or the employee's health care provider, the City must give
reasonable consideration to any further pregnancy accommodation the employee may request.
222.3.1 WRITTEN CERTIFICATION
With the exception of a, b, and d, above, the City may request that the employee provide a
written certification from the employee's treating health care professional regarding the need for
reasonable accommodation or limits on lifting subject to applicable law.
222.4 EMPLOYMENT ACTIONS
The City is not required to create additional employment that would not otherwise have been
created or discharge any employee, transfer any employee with more seniority, or promote any
employee who is not qualified to perform the job, unless the City does so or would do so for other
classes of employees who need accommodation.
The City will not take adverse action against the employee who requests, declines or uses an
accommodation under this policy. Further, the City will not deny employment opportunities to
an otherwise qualified employee or prospective employee if such denial is based on the City’s
need to reasonably accommodate the employee's or prospective employee's condition related to
pregnancy, childbirth or a related medical condition.
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Temporary Employees
223.1 PURPOSE AND SCOPE
This policy provides guidelines regarding the use and compensation of temporary employees.
223.2 POLICY
The City uses temporary employees to supplement regular staff and in the absence of regular
employees who are on leave.
223.3 USE OF TEMPORARY EMPLOYEES
Temporary employees may be used:
(a) During emergencies or other peak workload periods
(b) To temporarily replace regular employees due to:
1. Disability
2. Illness
3. Vacation leave
4. Other approved leave
(c) To fill a vacancy until a regular employee is hired
223.4 REQUIREMENTS FOR TEMPORARY EMPLOYEES
In order to fill a temporary position, a Department Director must notify the Department of Human
Resources. The Department of Human Resources will notify the Mayor, the Finance Department,
and any applicable bargaining unit. The Mayor's approval is required prior to filling any temporary
position. Temporary employee positions are exempt from competitive recruitment and examination
processes.
Temporary employees:
(a) May not work more than 90 hours per month. PERS I retirees may not work more than
70 hours per month.
(b) May not work more than five consecutive months in a 12-month period.
(c) Are eligible for overtime pay as required by law.
(d) Are not eligible to receive any City benefits during their employment unless mandated
by federal or state law.
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Professional Development
224.1 PURPOSE AND SCOPE
This policy provides guidelines for professional development including training, memberships
in professional organizations, and attendance at conferences or workshops, as well as tuition
reimbursement. Employees subject to union contracts addressing this topic should consult their
applicable collective bargaining agreement. Travel reimbursement is addressed in the Travel
Expenses Policy.
224.2 POLICY
The City of East Wenatchee encourages employees to enhance knowledge and skills and to
network with other professionals, thus improving potential for future opportunities. The City
recognizes that for development purposes, employees may need to attend training conferences,
or workshops conducted off-site or join professional associations that will enable them to
remain abreast of best practices in their respective fields. Thus, the purpose of this policy is to
outline parameters for attending external training functions and joining/renewing memberships in
professional associations. This policy is subject to the annual City budgets established for external
training and memberships.
The City pays the cost of tuition for all courses that the City requires employees to attend. The
City may also reimburse employees the cost of tuition for courses that the City does not require
employees to attend in accordance with this policy.
224.3 CONFERENCES, MEMBERSHIPS, AND CERTIFICATIONS
The City offers training benefits to regular employees who have been employed by the City for at
least six months. The benefit can be used for costs associated with:
•Conferences and workshops
•Memberships in professional associations
•Professional exams
•Certifications
•Preparation courses
224.3.1 CONFERENCES AND WORKSHOPS
A Department Director or designee may authorize an employee to attend conferences or
workshops annually that will be paid for by the City. The conference or workshop must have a
direct relationship to the job the employee performs. For scheduling purposes, the employee’s
request to attend must provide reasonable time for the department to plan for the absence.
EXHIBIT A
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224.3.2 PROFESSIONAL ASSOCIATIONS
A Department Director or designee may authorize an employee to join a professional association
paid for by the City. The association membership must have a direct relationship to the employee's
job. Any request for membership should outline the benefits to the employee's job and the City.
224.3.3 PROFESSIONAL EXAMS, CERTIFICATIONS, AND PREPARATION COURSES
A Department Director or designee may authorize payment for costs related to professional
exams, certifications, and preparation courses and materials related to an employee's position.
If an employee does not receive a passing score on any such exam, the City will not pay for
the employee to retake the exam. The employee will be responsible for costs associated with
subsequent testing in order to obtain the certification.
224.4 TUITION REIMBURSEMENT
The City will reimburse employees for the tuition cost of a course, if all of the following conditions
are met:
(a) The Mayor determines that the City has the financial capacity to pay for the cost of
tuition
(b) The Mayor determines, in advance of enrollment, that the proposed course directly
applies to the employee’s job
(c) The course is accredited by the Northwest Commission on Colleges and Universities
The employee must provide a transcript, certification, or other acceptable document showing they
have successfully completed the course and received a grade of B or better.
The City shall not pay more than $250 per credit hour.
224.4.1 SEPARATION FROM EMPLOYMENT
Upon separation from 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.
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Separation from Employment
225.1 PURPOSE AND SCOPE
This policy provides guidance regarding separation from employment with the City of East
Wenatchee. Employees subject to union contracts addressing this topic should consult their
applicable collective bargaining agreement.
225.1.1 DEFINITIONS
COBRA - The Consolidated Omnibus Budget Reconciliation Act of 1985 (COBRA) provides
eligible employees and eligible dependents who lose their health benefits the right to choose to
continue group health benefits provided by their group health plan for limited periods of time under
certain circumstances such as voluntary or involuntary job loss.
Eligible dependent - An employee’s spouse, qualified domestic partner, biological child,
stepchild, adopted child, legal ward, 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.
Eligible employee - Regular full-time employee and regular part-time employee.
225.2 POLICY
Employees separating from employment with the City of East Wenatchee may be eligible
for certain benefits dependent upon the type of separation and length of service.
225.3 GENERAL PROCEDURES FOR SEPARATION
Regardless of the reason for separation, separating employees should contact the Department
of Human Resources to:
•Ensure that all necessary forms have been completed
•Leave a forwarding address for the mailing of the W-2 at the end of the year
•Ensure that all City property has been turned in
City property includes uniforms, keys, identification tags, badges, and other issued City equipment.
225.3.1 GROUP INSURANCE BENEFITS
Upon separation from City employment, at the employee’s option and expense, the employee
may elect to continue medical insurance benefits to the extent provided by COBRA.
225.4 RESIGNATION
An employee should provide a written two-week notice of resignation when possible.
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225.5 RETIREMENT
For succession planning employees intending to retire should notify their Department Director
of their intent to retire at least six months prior to retirement. The Department Director should
immediately notify the Department of Human Resources of this intention.
Retiring employees who provide at least six months notice to the city in writing shall receive
compensation for unused sick leave in accordance with the Sick Leave Policy 621.3.1 at 30%.
225.6 RELEASE FROM EMPLOYMENT/TERMINATION
Washington is an at-will employment state. The City may release an employee at any time, for
any or no reason, as long as the City is not violating any employee protection laws.
225.7 LAY OFF
The City may lay off employees for lack of work, budgetary restrictions, elimination of position, or
other changes that have taken place. The City will lay off temporary employees and probationary
employees before other regular employees. In determining who is laid off, the City will consider
individual performance and the qualifications required for remaining jobs.
Employees laid off may be eligible for reinstatment if a vacancy occurs in a position for which
they are qualified.
225.8 DEATH OF AN EMPLOYEE
Upon death of an employee, all compensation due shall be paid to the surviving spouse/domestic
partner/dependents or the estate of the employee.
225.9 COMPENSATION UPON SEPARATION
Regardless of the reason for separation, separating employees receive compensation for any
unpaid balances of the following:
(a) Regular wages
(b) Overtime
(c) Holiday pay
(d) Vacation up to 240 hours
(e) Compensatory time
Employees who retire or are laid off also receive compensation for unused sick leave in
accordance with the Sick Leave Policy.
225.10 EXIT QUESTIONNAIRE/INTERVIEW
The City provides departing employees with the opportunity to provide feedback regarding their
employment through an exit interview with the Department of Human Resources or the Mayor.
The exit interview provides the City with an opportunity to:
EXHIBIT A
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(a) Understand the reason(s) for an employee's departure
(b) Identify trends
(c) Improve employee retention
(d) Ascertain levels of employee satisfaction
(e) Reduce turnover
EXHIBIT A
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Published with permission by City of East Wenatchee ***DRAFT***Insurance Benefits - 79
Insurance Benefits
226.1 PURPOSE AND SCOPE
This policy provides a brief outline of the benefits programs the City provides employees. The
information presented here is intended to serve only as a guideline.
226.1.1 DEFINITIONS
COBRA - The Consolidated Omnibus Budget Reconciliation Act of 1985 (COBRA) provides
eligible employees and eligible dependents who lose their health benefits the right to choose to
continue group health benefits provided by their group health plan for limited periods of time under
certain circumstances such as voluntary or involuntary job loss.
Eligible dependent - An employee’s spouse, qualified domestic partner, biological child,
stepchild, adopted child, legal ward, 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.
Eligible employee - Regular full-time employee and regular part-time employee.
226.2 POLICY
It is the City's intention to provide a combination of group insurance benefits to all eligible
employees.
226.3 GROUP HEALTH AND WELFARE INSURANCE
Eligible employees may participate in the City's group health and welfare insurance programs.
Under these plans, employees may receive comprehensive medical, dental, orthodontia, vision,
and Long Term Disability (LTD) insurance coverage for themselves and eligible dependents.
Coverage is subject to the eligibility requirements, terms, conditions, and limitations of any
applicable plan documents. For regular full-time employees, the City pays:
(a) 100 percent of the premium for the eligible employee for all group insurance.
(b) 100 percent of the premium for the first eligible dependent for all group insurance
except LTD.
(c) 50 percent of the premium for each additional eligible dependent for all group
insurance except LTD.
For regular part-time employees, the City pays a pro-rated amount for group health and welfare
insurance programs. The City pays 100 percent of the LTD premium for regular part-time
employees.
The City will only pay one premium for each eligible employee. If an eligible employee is also an
eligible dependent, the eligible employee must elect to receive insurance as an employee or as
a dependent.
Premiums are subject to change.
EXHIBIT A
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226.3.1 DISCLAIMER
The City may change a group insurance carrier at any time for any reason. The City evaluates
carriers and insurance packages in determining what group insurance coverage will be provided.
If the City chooses to change a group insurance carrier, the City will make a good-faith effort to
provide benefits that are substantially similar to those currently in effect.
226.3.2 EMPLOYEE WAIVER
Eligible employees may waive City-provided health and welfare benefits. If an eligible employee
waives these benefits, the City will contribute $375 per month into a Health Reimbursement
Arrangement (HRA), Voluntary Employees' Benefit Association (VEBA) Savings Account in the
name of the employee. An employee must elect such a waiver during open enrollment which is
November 1 through November 30 of each year. This deadline may be extended by the employee if
contract negotiations are not completed. If contract negotiations are not completed, the employee
shall have up to 30 days from ratification to elect the wavier. Once an employee elects a waiver,
they are ineligible to sign up for City benefits until the next open enrollment period, or as provided
by law.
226.3.3 PARTNER COVERAGE
If an employee’s spouse or qualified domestic partner is eligible for coverage according to the
terms and conditions of the City’s insurance carrier and is enrolled in another group insurance
plan, the spouse or qualified domestic partner may not enroll in a City- sponsored group insurance
plan. The City, however, will contribute $375 per month into an HRA/VEBA Savings Account in
the name of the employee.
226.3.4 ADDITIONAL DEPENDENT COVERAGE
If an employee's additional (non-partner) dependent is eligible for coverage according to the terms
and conditions of the City's insurance carrier and is enrolled in another group insurance plan, the
dependent may not enroll in the City- sponsored health and welfare insurance plan. The City,
however, will contribute 50 percent of the saved premium per month, up to a maximum of $200 per
dependent, with a maximum of two dependents, into an HRA/VEBA Savings Account in the name
of the employee. The maximum contribution of the City under this section may not exceed $400.
226.3.5 HRA/VEBA MAXIMUM
The maximum that the City will contribute to an employee’s HRA/VEBA Savings Account, for any
reason, is $1,150 per month.
226.3.6 COVERAGE DURING UNPAID LEAVE OF ABSENCE
The City will continue health insurance coverage at the employee’s expense during a non-FMLA
approved unpaid leave of absence. COBRA continuation rights may apply if coverage is not
extended through the City.
226.4 LIFE AND ACCIDENTAL DEATH AND DISMEMBERMENT (AD&D) INSURANCE
The City pays 100 percent of basic life/AD&D insurance for regular full-time employees and regular
part-time employees. Employees may purchase additional coverage at their own expense.
EXHIBIT A
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EXHIBIT A
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Published with permission by City of East Wenatchee ***DRAFT***Recognition and Service Awards - 82
Recognition and Service Awards
227.1 PURPOSE AND SCOPE
This policy provides general guidelines for recognizing commendable acts and outstanding
service.
227.2 POLICY
It is the policy of the City of East Wenatchee to recognize and acknowledge contributions and
service of employees, volunteers, and community members through commendations and awards.
227.3 ACHIEVEMENT AWARDS
The Mayor may reward outstanding performance and productivity by presenting achievement
awards at their discretion. The City uses the following process:
(a) City staff may nominate employees, volunteers, and community members for
achievement awards.
(b) The Mayor will consider the merits of each nomination.
(c) The Mayor will present the achievement award(s) at a regular City Council meeting.
227.4 SERVICE RECOGNITION AWARD
All regular full-time and regular part-time employees are eligible to receive a Service Recognition
Award after each five consecutive years of service for the City.
EXHIBIT A
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Jury and Witness Leave
228.1 PURPOSE AND SCOPE
This policy provides general guidance regarding the use of jury and witness leave. Employees
subject to union contracts addressing this topic should consult their applicable collective
bargaining agreement.
228.2 POLICY
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. An employee maintains their regular pay during such leave with no charges to their vacation
bank.
228.3 PROCEDURE AND COMPENSATION
An employee receiving notification to report to jury duty or a subpoena to serve as a witness shall
notify their Department Director or designee immediately.
An employee who is empaneled for jury service or who is subpoenaed to testify at a trial shall
receive their regular rate of pay, not to exceed their normal workday hours for each day served.
The employee is entitled to keep reimbursement for mileage expenses paid by the court and any
other payments for jury service.
If the court excuses an employee from jury duty, the employee shall immediately notify their
department head or designee. At its discretion, the City may require the employee to report to
work.
EXHIBIT A
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Military Leave
229.1 PURPOSE AND SCOPE
This policy provides general guidance regarding the use and processing of military leave.
Employees subject to union contracts addressing this topic should consult their applicable
collective bargaining agreement.
229.2 ANNUAL MILITARY LEAVE
As required by state law, employees are entitled to a period not to exceed 21 days of military
leave (regardless of the scheduled shift) during each year, from October 1 through September
30 (RCW 38.40.060).
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. Any working
days taken beyond 21 working days shall be charged to any eligible accrued leave bank or taken
as leave without pay. (Sick leave is excluded.)
The employee will be paid their regular salary during military leave regardless of whether the
person was ordered to undertake military service or training or whether they volunteered (RCW
38.40.060).
229.3 UNIFORMED SERVICES EMPLOYMENT AND REEMPLOYMENT RIGHTS ACT
(USERRA)
The Uniformed Services Employment and Reemployment Rights Act (USERRA) protects civilian
job rights and benefits for veterans and members of reserve components.
229.3.1 MILITARY LEAVE OF ABSENCE
Service members are able (but are not required) to use accrued vacation or annual leave while
performing military duty that exceeds 21 days from October 1 through September 30.
229.3.2 RE-EMPLOYMENT DEADLINES
The period an individual has to make application for reemployment or report back to work after
military service is based on time spent on military duty. For service of:
(a)30 days or less: The service member must return at the beginning of the next regularly
scheduled work period on the first full day after release from service, taking into
account safe travel home plus an eight-hour rest period.
(b)31-180 days: The service member must submit an application for reemployment within
14 days of release from service.
(c)181 days or more: An application for reemployment must be submitted within 90 days
of release from service.
EXHIBIT A
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229.3.3 RE-EMPLOYMENT RIGHTS
Under the terms of USERRA, a person who leaves a civilian job to enter active duty is entitled to
return to their civilian job after discharge or release from active duty (38 U.S.C. § 4301-4335). An
employee must meet all of the basic eligibility criteria under federal law. The employee must:
(a) Ensure that the City of East Wenatchee receives advance written or verbal notice of
the employee's service;
(b) Have five years or less of cumulative service in the uniformed services while with the
City of East Wenatchee;
(c) Return to work or apply for reemployment in a timely manner after conclusion of
service; and
(d) Have not been separated from service with a disqualifying discharge or under other
than honorable conditions.
If the employee is eligible to be reemployed, the employee must be restored to the job and benefits
they would have attained if the employee had not been absent due to military service or, in some
cases, a comparable job.
EXHIBIT A
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Published with permission by City of East Wenatchee ***DRAFT***Domestic Violence Leave - 86
Domestic Violence Leave
230.1 PURPOSE AND SCOPE
This policy provides general guidance regarding the use of domestic violence leave.
230.1.1 DEFINITIONS
Intermittent leave - Leave taken in separate blocks of time due to a single qualifying reason.
Reduced leave schedule - A leave schedule that reduces the usual number of hours per
workweek or per workday.
230.2 POLICY
An employee who has been a victim of domestic violence may take reasonable leave from work,
intermittent leave, or leave on a reduced leave schedule, with or without pay. To request domestic
violence leave, an employee should contact the Department of Human Resources.
230.3 USE OF DOMESTIC VIOLENCE LEAVE
Employees may request domestic violence leave (RCW 49.76.030) in order to:
(a) 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.
(b) 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.
(c) 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.
(d) 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.
(e) 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.
EXHIBIT A
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***DRAFT***Reasonable Accommodation for Applicants
and Employees - 87
Reasonable Accommodation for Applicants and
Employees
231.1 PURPOSE AND SCOPE
This policy demonstrates the City's compliance with the Americans with Disabilities Act (ADA),
the Washington Law Against Discrimination (WLAD), as well as all other applicable federal, state
and local fair employment practices laws.
231.2 POLICY
The City of East Wenatchee will provide a reasonable accommodation to applicants for
employment and employees with disabilities if the reasonable accommodation would allow the
individual to perform the essential functions of the job, unless doing so would create an undue
hardship to the City.
231.3 REQUESTING A REASONABLE ACCOMMODATION
If an applicant for employment or employee believes they need an accommodation due to a
disability, the individual is responsible for requesting a reasonable accommodation from the
Department of Human Resources. The applicant or employee may make the request orally or in
writing, although the City encourages applicants and employees to make their request in writing
and to include relevant information if applicable, such as:
(a) A description of the accommodation being requested.
(b) The reason the accommodation is needed.
(c) How the accommodation will help the employee perform the essential functions of
their job.
After receiving the request, the Department of Human Resources will engage in an interactive
process to determine the precise limitations of the identified disability and explore potential
reasonable accommodations. Applicants and employees are encouraged to suggest specific
reasonable accommodations that they believe would allow them to perform the job. However, the
City is not required to make the specific accommodation requested and may provide an alternative
effective accommodation, to the extent any reasonable accommodation can be made without
imposing an undue hardship on the City of East Wenatchee.
231.4 MEDICAL INFORMATION
The Department of Human Resources requires supporting documents of a disability within the
meaning of the law, and that the identified disability necessitates a reasonable accommodation.
If the information provided is insufficient, the Department of Human Resources may require an
evaluation by a qualified health care professional of the City’s choosing, at the City’s expense. If
the applicant or employee does not provide the requested information, the request for reasonable
accommodation may be denied.
EXHIBIT A
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and Employees - 88
231.5 DETERMINATIONS
The City makes determinations about reasonable accommodations on a case-by-case basis,
considering various factors and based on an individualized assessment in each situation. The
City strives to make determinations on reasonable accommodation requests expeditiously, and
will inform the individual once a determination has been made. Questions about reasonable
accommodation requests should be directed to the Department of Human Resources.
231.6 NO RETALIATION
Individuals will not be retaliated against for requesting an accommodation in good faith. The City
of East Wenatchee expressly prohibits any form of discipline, reprisal, intimidation, or retaliation
against any individual for requesting an accommodation in good faith.
EXHIBIT A
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Compensation
232.1 PURPOSE AND SCOPE
This policy provides guidance regarding employee compensation specific to pay. Other forms of
compensation such as benefits provided by the City are included in other policies. Employees
subject to union contracts addressing this topic should consult their applicable collective
bargaining agreement.
232.2 POLICY
The City of East Wenatchee strives to provide competitive compensation to its employees
including pay commensurate with each classification.
232.3 JOB CLASSIFICATIONS
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
Washington State public entities (Eastern Washington is given preference). The city uses the
Association of Washington Cities (AWC) Salary and Benefits Survey as the primary source of
information to determine comparative Washington State public entities.
The City Council should review and establish, by resolution, which public entities are comparable
to the City on even years.
232.4 PAY RANGES
The pay range for each job classification is divided into 11 steps. The sixth step is the middle point
that 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 uses the Association of Washington Cities (AWC)
Salary and Benefit Survey as the primary source of information to determine the high and low pay.
The Department of Human Resources may use other sources to supplement this information as
deemed necessary. The differential between a step is 2.5 percent and the annual salary figure is
rounded up to the nearest whole dollar.
New employees begin employment at the minimum salary range for their classification. Upon the
request of a Department Director, a new employee may be appointed up to the ninth step if:
(a) The new employee's experience, training, and/ or proven capabilities warrants a higher
salary, and
(b) There is sufficient budget available, and
(c) The Mayor provides authorization.
EXHIBIT A
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232.5 SALARY ADJUSTMENTS
All salary adjustments will take effect on January 1 of the year following an employee's annual
performance evaluation in accordance with the Performance Evaluation Policy.
232.6 LONGEVITY PAY
Full-time regular employees shall receive longevity pay based on the continuous years of service
from the last date of hire. Longevity pay shall be in addition to the employee's base rate of pay:
Years of Service Total Amount
5 or more One percent
10 or more Two percent
15 or more Three percent
20 or more Four percent
25 or more Five percent
Longevity pay begins on the employee’s anniversary date, prorated for the month, and paid on
the next scheduled pay date.
232.7 FITNESS INCENTIVE
The City will pay $300 (less deductions required by law) to an employee who meets or exceeds
the East Wenatchee Physical Ability Test (PAT). Employees are eligible to test in October of each
year as scheduled and administered by the East Wenatchee Police Department. 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.
232.8 BILINGUAL INCENTIVE
The City shall pay employees competent in foreign language(s) utilized in daily performance of
work activities or in service to the City, two percent of base rate pay.
To receive bilingual incentive pay, an employee must demonstrate competency by obtaining
certification from the Department of Social and Health Services or an equivalent test with the
Mayor’s approval.
EXHIBIT A
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Retirement Benefits
233.1 PURPOSE AND SCOPE
This policy provides a brief outline of the retirement benefit programs the City makes available to
employees. The information presented here is intended to serve only as a guideline. Employees
subject to union contracts addressing this topic should consult their applicable collective
bargaining agreement.
233.1.1 DEFINITIONS
Eligible employee - Regular full-time employee and regular part-time employee working at least
20 hours per week.
233.2 POLICY
The City offers retirement programs to employees in eligible employment classifications, which
are funded in part by the City, and in part by those eligible employees. Eligible employment
classifications are specific to each type of program, subject to the terms and conditions as
described in this policy.
233.3 RETIREMENT COVERAGE
For all eligible employees, the City contributes to Social Security and to the Washington State
Department of Retirement Systems (DRS).
233.4 COMMISSIONED PUBLIC SAFETY EMPLOYEES
All commissioned eligible full-time employees in the City of East Wenatchee Police Department are
covered by the Law Enforcement Officers and Firefighters Retirement System (LEOFF). Benefit
levels and contribution rates are set by DRS.
233.5 NON-COMMISSIONED EMPLOYEES
All non-commissioned eligible full-time and part-time employees are covered under the Public
Employees Retirement System (PERS). Benefit levels and contribution rates are set by DRS.
233.6 DEFERRED COMPENSATION PROGRAM (DCP)
DCP is a voluntary, tax-deferred, 457(b) retirement savings program administered by DRS. The
City provides no matching contributions to the program.
EXHIBIT A
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Published with permission by City of East Wenatchee ***DRAFT***Vacation Leave - 92
Vacation Leave
234.1 PURPOSE AND SCOPE
This policy provides general guidance regarding the use and processing of vacation leave.
Employees subject to union contracts addressing this topic should consult their applicable
collective bargaining agreement.
234.2 POLICY
In an effort to promote work-life balance, the City of East Wenatchee will attempt to accommodate
vacation leave requests as submitted. Vacation requests must provide sufficient notice and are
subject to approval by employee’s supervisor.
234.3 ELIGIBILITY
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.
234.4 ACCRUAL OF VACATION LEAVE
Eligible employees accrue vacation commensurate with the years of service with the City of East
Wenatchee, as provided in the accompanying procedure.
Employees do not accrue vacation leave benefits during a leave without pay.
234.5 USE OF VACATION LEAVE
Employees must use vacation leave in 15-minute increments.
Each department schedules its employees' vacation leaves without undue disruption of
department operations.
Every employee must submit a leave requests to their Department Director at least two weeks
before the employee intends to take vacation leave expected to last more than one day.
234.6 ANNUAL MAXIMUM CARRY FORWARD
Employees may carry 240 hours of vacation leave forward from one calendar year to the next.
Any amount of vacation leave in excess of 240 hours shall be lost.
EXHIBIT A
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Holidays
235.1 PURPOSE AND SCOPE
This policy addresses paid holidays for employees of the City of East Wenatchee. Employees
subject to union contracts addressing this topic should consult their applicable collective
bargaining agreement.
235.1.1 ELIGIBLE EMPLOYEE
Eligible employee - Regular full-time employee and regular part-time employee working at least
20 hours per week.
235.2 POLICY
The City recognizes the following holidays:
Holiday Occurrence
New Year's Day January 1
Martin Luther King, Jr. Day Third Monday in January
Presidents' Day Third Monday in February
Memorial Day Last Monday in May
Juneteenth June 19
Independence Day July 4
Labor Day First Monday in September
Veterans' Day November 11
Thanksgiving Fourth Thursday in November
Day after Thanksgiving Day after Thanksgiving
Christmas Day December 25
Two floating holidays Per calendar year
235.3 FLOATING HOLIDAYS
New employees are eligible for floating holidays upon the successful completion of six months
of continuous service.
Floating holidays may be scheduled only upon approval of each employee's supervisor.
Floating holidays cannot be carried over to the next year and must be taken in consecutive 8-
hour increments.
235.4 WEEKEND HOLIDAYS
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.
EXHIBIT A
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235.5 COMPENSATION
Eligible regular full-time employees shall receive one day's pay at their regular hourly rate for each
of the holidays listed above. If an employee is on an 8-hour work schedule, they shall receive 8-
hours of holiday pay. If an employee is on a 10-hour work schedule, they shall receive 10-hours of
holiday pay. If an employee is on a 12-hour work schedule, they shall receive 12-hours of holiday
pay. Part-time employees shall be prorated based on the regular full time equivalent.
Non-exempt regular full-time employees shall be paid their overtime rate of pay for any time
worked on an observed holiday. Such time must be pre-authorized by the supervisor.
Part-time regular employees shall be paid at their regular straight time rate for hours worked on
a holiday on a prorated basis.
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.
EXHIBIT A
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Leave without Pay
236.1 PURPOSE AND SCOPE
This policy provides general guidance regarding leave without pay including faith or conscience
leave. Employees subject to union contracts addressing this topic should consult their applicable
collective bargaining agreement.
Family Medical Leave is addressed in the Family Medical Leave Policy.
236.2 POLICY
The Mayor may grant leaves of absence without pay for absences from work not covered by any
other type of leave or when 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 in accordance with the Military Leave Policy.
236.3 GENERAL ELIGIBILITY AND REQUIREMENTS
Only regular full-time and regular part-time employees who have worked for the City for at least
six months are eligible for leave without pay. The following requirements apply:
(a) The Mayor may grant leave without pay to an employee for a period of up to 90 days.
Further extensions are at the discretion of the Mayor.
(b) An employee must exhaust all eligible accrued leave before taking any leave without
pay.
(c) An employee's benefits are suspended during the period of unpaid leave until the
employee returns to work.
(d) Vacation, sick leave and/or any other benefits do not accrue while an employee is on
leave without pay.
(e) If an employee fails to report for work as scheduled at the end of the approved unpaid
leave period, the City will presume that the employee has resigned.
236.4 FAITH OR CONSCIENCE LEAVE
As provided by state law (WAC 357-31-052), employees may take two days of unpaid leave per
calendar year for any of the below:
(a) A reason of faith
(b) A reason of conscience
(c) An organized activity conducted under the auspices of a religious denomination,
church, or religious organization.
EXHIBIT A
Page 112 of 123
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Leave without Pay
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Published with permission by City of East Wenatchee ***DRAFT***Leave without Pay - 96
236.4.1 FAITH OR CONSCIENCE LEAVE REQUIREMENTS
To take an unpaid faith or conscience leave, an employee must submit a written request for leave
at least 30 days in advance to their supervisor. The City will allow an employee to take the unpaid
leave as requested unless an employee’s absence would:
(a) Impose an undue hardship
(b) The employee is necessary to maintain public safety
(c) Cause significant difficulty or expense to the City
The City adopts the definition of “undue hardship” as provided in WAC 82-56-020.
EXHIBIT A
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Policy
237
City of East Wenatchee
Government Manual
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Administrative Leave
237.1 PURPOSE
This policy addresses administrative leave for employees of the City of East Wenatchee.
Employees subject to union contracts addressing this topic should consult their applicable
collective bargaining agreement.
237.2 POLICY
An employee may be placed on an administrative leave, with or without notice, to permit the City
to review or investigate circumstances including dishonesty, theft, or misappropriation of company
funds or property; violence on the job; gross safety, negligence, or acts endangering self or others;
insubordination or any other conduct that warrants removing the employee from the worksite.
Administrative leave is paid.
237.3 PROCEDURE
Department Directors, in consultation with the Department of Human Resources, may place an
employee on administrative leave in accordance with the above-stated guidelines.
The Department Director shall notify the employee that they are being placed on administrative
leave, the reason for the leave, and the anticipated process. City property (e.g., keys, electronic
equipment, files, records) should be collected from the employee before the employee leaves the
worksite.
The administrative leave must be confirmed in writing to the employee upon commencement of
the leave or no later than two working days after commencement. This written notice must explain
the reasons for the administrative leave, and notify the employee that they must be available to
accept phone calls at the phone number on file with the City between the hours of 8:00 a.m. and
5:00 p.m. on regular City business days. The written notice must also direct the employee that
they shall not access or enter any City property unless instructed or approved to do so by the
Department Director or Department of Human Resources. A copy of the written notice will be
placed in the employee's personnel file.
EXHIBIT A
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Government Manual
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Published with permission by City of East Wenatchee ***DRAFT***Attachments - 98
Attachments
EXHIBIT A
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Attachment
Government Manual
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Published with permission by City of East Wenatchee
***DRAFT***2020-06 _ COEW Incident Accident Report w
Cover Page.pdf - 99
2020-06 _ COEW Incident
Accident Report w Cover Page.pdf
2020-06 _ COEW Incident Accident Report w Cover Page.pdf
EXHIBIT A
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Page 1 of 5
CITY OF EAST WENATCHEE
271 9th Street
East Wenatchee, WA 98802
509-886-6103 fx.(509) 884-6233
Employee: When a personal injury occurs, you must notify your supervisor (if your supervisor is unavailable
then contact your director or Human Resources) as soon as able after seeking necessary treatment (which
may include dialing 911). Complete and provide the incident/accident report to your immediate supervisor
within 8-24 hours of injury.
Supervisor: Immediately* notify HR via HR@EastWenatcheeWA.Gov, complete incident/accident report
supervisor section and route to Human Resources within 48 hours (if more time is needed please
communicate with Human Resources). There are circumstances that require Human Resources to notify L&I
directly, such as workplace fatality or inpatient hospitalization (within 8 hours) and non-hospitalization
amputation or loss of an eye (within 24 hours). In these cases, notify your department director who will
personally call the HR Department.
*Sedgwick, our Workers' Comp claims administrator, requires quick reporting and tracks what they call “Lag
Time” which is the time from when an injury happens to when it is reported with Sedgwick. We need your
quick action to ensure our lag time reporting numbers remain low.
If you require assistance completing the incident/accident report, the employee needs assistance
communicating with occupational medicine, or information regarding filing a workers' compensation claim,
contact Human Resources.
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INCIDENT/ACCIDENT REPORTING
EXHIBIT A
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Page 2 of 5
CITY OF EAST WENATCHEE
INCIDENT / ACCIDENT REPORTING
PERSONAL INJURY NEAR MISS VEHICLE ACCIDENT
First Aid only Refusal to seek medical care Dept Incident No.
Employee Name (Last, First, M.I.) Shift Start Time Equipment or Vehicle Number
Job Title Department Location of Incident
Date & Time of Incident Date & Time Reported Incident Reported to (Name & Job Title)
How did the injury, near miss, or damage occur? Include environmental conditions:
Extent of injury, specify body part, left or right, and/or property damage:
Object or substance which directly injured employee:
List protective equipment or clothing used:
Did the injury require treatment? Yes No
Treatment Provider: Treatment Location:
If treatment given, please describe:
L&I Claim Form Completed? Yes No
Provide witness name(s) below: Address: Phone:
1.
2.
Employee Signature: Phone:
Address: Date:
Supervisor Signature: Date:
Part I - EMPLOYEE'S STATEMENT OF FACTS
If employee unable to complete due to injury - Supervisor complete Part-2
EXHIBIT A
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Page 3 of 5
CITY OF EAST WENATCHEE
INCIDENT / ACCIDENT REPORTING
Please mark location of injury or pain.
EXHIBIT A
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CITY OF EAST WENATCHEE
INCIDENT / ACCIDENT REPORTING
Page 5 of 5 Rev. 02/2020
Describe the incident and why or how it occurred:
Did employee receive first aid?
Yes No Did employee visit physician?
Yes No
Did employee visit emergency room? Yes No Was hospitalization required? Yes No
Did injury cause time loss?
Yes No If so, how many hours/days? hrs. days
Returned to work (date): Expected Date of return:
Results/Findings of Investigation:
What could have been done to prevent this?
Corrective action taken to prevent recurrence:
Supervisor Name: Supervisor Signature: Date:
Please Print Clearly
Division/Department Management Review Signature:
Department Director comments & recommendations:
Director Signature: Date:
Part 2 - SUPERVISOR'S INVESTIGATIVE REPORT
Part 3 - DEPARTMENT DIRECTOR REVIEW
EXHIBIT A
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CITY OF EAST WENATCHEE
INCIDENT / ACCIDENT REPORTING
Page 6 of 5 Rev. 02/2020
Comments, actions, follow-up required:
Safety Committee Chair Signature: Date:
Part 4 - SAFETY COMMITTEE REVIEW
EXHIBIT A
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Attachment
Government Manual
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Published with permission by City of East Wenatchee
***DRAFT***03-7 COEW Record of Hazard Observed.pdf -
101
03-7 COEW Record of Hazard Observed.pdf
03-7 COEW Record of Hazard Observed.pdf
EXHIBIT A
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RECORD OF HAZARD OBSERVED
Record of Hazard Observed Form 3-7
Reported By: Date:
Reported To: Date:
Nature of Hazard: (Describe – Unsafe Act, Loose Flooring, Equipment Situation, Etc.)
Location of Hazard: (Be specific: i.e. Name of Center, Location in Center, etc)
Action Taken: (By Site Supervisor and/or Maintenance)
Division Supervisor (Please Print) Date Action Taken
Signature of Division Supervisor
If maintenance assistance needed:
Signature of Maintenance Staff Member Date Action Taken
Forward to Safety Committee for Comment:
Comments:
Signature of Safety Committee Chairperson Date Reviewed
EXHIBIT A
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