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2534 • ORDINANCE NO. Zs 3 AN ORDINANCE TO AMEND THE PERSONNEL MANUAL OF THE CITY OF WEST MEMPHIS,ARKANSAS, REGARDING VAC*+ff)N-*" SICK LEAVE BENEFITS, AND FOR OTHER PURPOSES. WHEREAS,the City Council of the City of West Memphis desires to amend the Personnel Manual of the City of West Memphis, Arkansas, for the purpose of modifying Vacation and Sick Leave Benefits, NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF WEST MEMPHIS,ARKANSAS,THAT: SECTION 1. Section 4 1 of the Personnel Manual of the City of West Memphis is amended to read as follows POLICE 4.1 VACATION Full Time employees who have completed 90 days of continuous employment are entitled to vacation with pay. Time will begin accruing at the date of hire and can be used after 90 days of continuous employment. Vacation time will be posted to the employees account monthly for the first year of employment After two years of employment, vacation time will be accrued annually and posted on the employee's account on their anniversary date 0 years but less than 1 year )0 hours per month (Can be used after 90 days of employment) 2 year but less than IS years 3 weeks(120 hours) 15 years but less than 20 years 4 weeks(160 hours) 20 years but less than 30 years 5 weeks(200 hours) 30 years and over 6 weeks (240 hours) Firemen working 24 hours shifts will be given vacation according to the following shift schedule Firemen working 8 hours shifts will be given vacation according to the following schedule 0 years but less than I year 8 hours per month (Can be used after 90 days of employment) 2 years but less than 7 years 6 shifts- 2 weeks(144 hours) 7 years but less than 15 years 9 shifts - 3 weeks(216 hours) 15 years but less than 20 years 12 shifts -4 weeks(288 hours) 20 years but less than 30 years 15 shifts - 5 weeks(360 hours) 30 years and over 18 shifts-6 weeks(432 hours) All other full time employees of the City will be granted vacation according to the following schedule 0 years but less than 1 year 6 67 hours per month (2 weeks) (Can be used after 90 days of employment) 2 years but less than 7 years 2 weeks (80 hours) 7 years but less than 15 years 3 weeks (120 hours) 15 years but less than 20 years 4 weeks(160 hours) 20 years but less than 30 years 5 weeks (200 hours) 30 years and over 6 weeks (240 hours) For the purpose of the above weekly schedules, a week is defined as five(5)working days of eight(8) hours each Saturdays, Sundays,Holidays and other non-working days which fall within a period of vacation will not be counted as vacation, except in the case of Fire Department and Police Department employees who receive holiday pay and the Saturday, Sunday or holiday was a scheduled work day for that employee. No payment will be made in lieu of vacation except when an employee is separated from the City by reasons of layoff, dismissal, retirement or resignation Unused vacation and prorated vacation will be paid to the employee at his regular rate of pay at the time of separation, provided the unused and prorated vacation does not exceed the limit set forth as follows. Vacation may be accumulated to a maximum of 30 working days for all employees working eight hours and 15 shifts for firemen working 24-hour shifts Vacation in excess of 30 days or 15 shifts will be lost Vacation will be granted by the department head at such time or times as will least interfere with the efficient operation of the department The minimum charge for absence on account of vacation will be one-half('/z)hour Conflicts in request for vacation will be resolved on the basis of seniority, providing written notice is received at least forty-five days prior to the vacation date requested Unused vacation of a deceased employee will be paid to his estate or to an individual authorized to receive such payment at his regular rate of pay on his last day worked Vacation cannot be accumulated during periods of leave of absences without pay Employees who transfer between different departments within the City without a break in ' service will retain all accumulated vacation credits. The Mayor may give vacation seniority to a department head, based upon the employee's experience when employed SECTION 2. Section 4 2 of the Personnel Manual of the City of West Memphis is amended to read as follows- 4.2 SICKLEAVE All uniform and non-uniform full time employees are eligible to receive sick time Sick time can be used after 90 days of continuous employment and will be posted to employee's account monthly after 90 days A) Sick leave will be accumulated at a rate of twenty (20)working days per year or 13 33 hours per month for any employee hired before 1/6/2008 B) Any employee hired on or after 1/6/2008, shall be entitled to sick leave at the rate of twelve (12) working days per year or 8 hours per month Sick time will be posted on the employee's account monthly after 90 days of employment Any full-time employee who does not use a sick leave working day for a period of four (4) months will receive a bonus equal to eight(8)hours of pay Sick leave for police officers shall accumulate at a monthly at a rate of 13 33 hours per month and post to the employee's account monthly after 90 days of continuous employment Firefighters—shall be subject to the general provisions of the City of West Memphis regarding sick leave except as specifically provided in this section Firefighters scheduled to be on duty for twelve(12) hours or more in a twenty-four(24) hour period shall accumulate sick leave at a rate often (10)working days peryear which shall be posted to the firefighter's account monthly at a rate of 20 hours per month after 90 days of continuous employment For firefighters scheduled to be on duty for twelve(12) hours or more in a twenty-four (24) hour period a"working day" shall mean that period of time a firefighter is on duty within a twenty-four(24)period Firefighters scheduled to be on duty for twelve(12) hours or more in a twenty-four(24) hour period may accumulate sick leave to a maximum of sixty (60)working days (1,440 hours) Payment for unused sick leave in the case of a firefighter scheduled to be on duty for twelve(12) hours or more in a twenty-four(24)hour period, upon retirement or death, shall not exceed 720 hours at the firefighter's regular rate of pay at the time of separation No firefighter shall have any previously earned sick leave reduced in value because of this change The department head will have jurisdiction as to individual requests for sick leave. The department head's decision will determine whether compensation will be allowed for time missed At the discretion of the department head, a doctors certificate may be required before an employee can return to work A doctor's certificate is required after three continuous missed workdays Sick leave may be granted to the employee for the following reasons. Illness preventing normal work Medical treatment or convalescence recommended by an attending physician. Medical, dental or optical examinations Exposure to a contagious disease Sick leave may be granted to employees due to illness of a member of the immediate family "Immediate Family" shall mean the father, mother, sister, brother,wife, husband, child, grandmother, grandfather, grandchild, in-laws or any other individual acting as parent or guardian of an employee Sick leave will be charged against the employee for only those hours he is scheduled to work The minimum length of time chargeable to sick leave will be one-half('/z) hour_ Sick leave will accumulate to a maximum of sixty - (60) days Sick leave cannot be accumulated during periods of leave without pay Whenever an employee is separated from City service for reasons of retirement or permanent disability, unused sick leave will be paid the employee at his regular rate of pay at the time of separation Accumulated sick leave of a deceased employee with twenty (20)years of employment or more will be paid to the employee's estate or to an individual authorized to receive such payments Payment will be computed at the employee's regular rate of pay on his last day worked Sick leave may not be used as vacation Any person returning to employment with the City of West Memphis after a previous period of employment with the City of West Memphis shall not be credited with any sick or vacation leave accrued during any previous period of employment SECTION 3. All ordinances or parts of ordinances in conflict herewith are hereby repealed to the extent of any such conflict SECTION 4. This ordinance shall not go in effect before January 4, 2020. PASSED AND APPROVED thiss day of AL46 20 A0 MM16.- M McCLENDON, MAYOR ATTEST JOYCE GRAY, CITY CLERK SPONSORED BY t 'm SUMMARY OF VACATION AND SICK LEAVE POLICY CHANGES It has been recommended amongst the personnel committee and other city leaders to include new hires in vacation and sick leave. Currently employees hired less than one year will not receive any vacation or sick leave benefits. Cost: The cost is approximately between$10,000-$20,000 annually. Cost will become a factor when the employee separates from the City of West Memphis. Employees with less than 20 years of service will continue to receive unused vacation benefits. Only employee employees with 20 years of service or more will receive sick leave once retired from the city. Sick time: Sick time will be accumulated monthly at the required/current rates for all uniform and non- uniform employees instead of yearly and used after 90 days of employment, Vacation time: After 2 years of employment employees will continue to receive their vacation leave annually. Below is the schedule for vacation: POLICE 0 years but less than 1 year 10 hours per month(Can be used after 90 days of employment) 2 years but less than 15 years 3 weeks (120 hours) 15 years but less than 20 years 4 weeks (160 hours) 20 years but less than 30 years 5 weeks(200 hours) 30 years and over 6 weeks(240 hours) FIRE 0 years but less than 1 year 8 hours per month (Can be used after 90 days of employment) 2 years but less than 7 years 6 shifts-2 weeks (144 hours) 7 years but less than 15 years 9 shifts -3 weeks (216 hours) 15 years but less than 20 years 12 shifts-4 weeks(288 hours) 20 years but less than 30 years 15 shifts-5 weeks (360 hours) 30 years and over 18 shifts -6 weeks(432 hours) NON-UNIFORM 0 years but less than 1 year 6.67 hours per month (2 weeks) (Can be used after 90 days of employment) 2 years but less than 7 years 2 weeks (80 hours) 7 years but less than 15 years 3 weeks(120 hours) 15 years but less than 20 years 4 weeks(160 hours) 20 years but less than 30 years 5 weeks(200 hours) 30 years and over 6 weeks(240 hours) Effective date: Target Go-Live date for the new time keeping system (KRONOS) is set for January 4, 2019 so we would like to mirror both the Kronos date with the effective date for the ordinance. Vacation time for all new employees (uniform and non-uniform) can be used after 90 days of employment. During the first year of employment vacation and sick leave will be accumulated monthly and used after 90 days. CITY OF ! . WEST MEMPHIS A R K A N S A S TRAVEL POLICY (DECEMBER 2019)