20-2237 Standard Operating Policy and Procedure AmendmentsCITY OF MERIDIAN RESOLUTION NO. 20-2237
BY THE CITY COUNCIL: BERNT, BORTON, CAVENER,
HOAGLUN, PERREAULT, STRADER
A RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF MERIDIAN
TO AMEND THE CITY OF MERIDIAN STANDARD OPERATING POLICY AND
PROCEDURE MANUAL BY AMENDING POLICY AND PROCEDURE 4.2 — VACATION
LEAVE BENEFITS; POLICY AND PROCEDURE 4.5 — BEREAVEMENT LEAVE; POLICY
AND PROCEDURE 4.11 — PAID PARENTAL LEAVE (PPL); POLICY AND PROCEDURE
5.4 — EDUCATION REIMBURSEMENT; AND POLICY AND PROCEDURE 5.5 — DIRECTOR
BENEFIT PROGRAM AND BY CREATING A NEW POLICY AND PROCEDURE 5.6 —
RETIREMENT MATCH PROGRAM; AND PROVIDING AN EFFECTIVE DATE.
WHEREAS, the Mayor and City Council have authority over the operations, policies, and
procedures for the City of Meridian;
WHEREAS the City has previously approved a Standard Operating Policy and Procedures
Manual in 2002 for application to all employees of the City;
WHEREAS the City Council may amend the Manual from time to time as necessary to
incorporate changes as needed;
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE
CITY OF MERIDIAN, IDAHO AS FOLLOWS:
SECTION 1. The City of Meridian Standard Operating Policies and Procedures Manual is
hereby amended as to Policy and Procedure 4.2 — Vacation Leave Benefits; Policy and Procedure 4.5
Bereavement Leave; Policy and Procedure 4.11— Paid Parental Leave (PPL); Policy and Procedure 5.4
— Education Reimbursement; and Policy and Procedure 5.5 — Director Benefit Program and by creating
a new Policy and Procedure 5.6 — Retirement Match Program; copies of said policies and procedures
are attached and incorporated by reference as Exhibit "A".
SECTION 2. This Resolution shall be in full force and effect upon adoption and approval.
ADOPTED by the City Council of the City of Meridian, Idaho, this 13th day of October, 2020.
APPROVED by the Mayor of the City of Meridian, Idaho, this 13th day of October, 2020.
APPROVED•
„�. [Mayor Robert E. gimison
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By ;
Chrl$ JOh n Itj+ C1
CITY OF MERIDIAN POLICY AND PROCEDURES MANUAL UPDATE — OCTOBER, 2020 Page 105
EXHIBIT A
afCity of Meridian
fER,1DIAN'' Standard Operating Policy
Number 4.2
Vacation Leave Benefits
Purpose:
To set forth the City's policy defining vacation leave benefits and eligibility requirements.
Policy:
Eligible City employees with the exception of directors and represented employees under the collective
labor agreement shall accrue paid time off based on tenure with the organization or prior relevant
experience. Employees may use accrued time off as per this policy at their discretion with appropriate
authorization.
This policy shall be implemented pursuant to the Vacation Leave Benefits Standard Operating
Procedures.
Authority&Responsibility:
Supervisors shall ensure appropriate coverage for the employee's absence and authorize paid vacation
as appropriate so as to meet the needs of City operations. Payroll in conjunction with Human Resources
shall ensure proper tracking and payment of vacation hours for employees.
Revision Date:10/2020
Item#6.
a-WERIDIAKv.- City of Meridian
Standard Operating Procedures
Number 4.2
Vacation Leave Benefits
Purpose:
To set forth City's vacation leave benefits and eligibility requirements.The City provides paid vacation
leave as one of the many ways in which it shows its appreciation for employee's loyalty and service.
Procedures and Related Information:
I. Accrual Rates
A. Vacation accrues from the date of hire. Vacation hours accrue on a calendar'month
accrual period basis.The monthly accrual is based on length of service unless otherwise
approved in accordance with the procedures. Monthly accrued vacation hours are
posted to the employee's vacation leave balance on payday and are available to use on
the first day of the calendar month following the accrual period.An employee cannot
use vacation hours for a particular calendar month in advance or during the period in
which they are earned.
B. New Hires and re-hires with prior relevant experience, whose essential duties,
responsibilities, knowledge, skills and abilities align with a specific job description can be
credited for previous years of service with Department Director and Human Resources
Director approval. The accrual rate shall be agreed upon prior to the conditional offer of
employment to any applicant and will be effective upon hire. Credited years of service
shall not exceed a one for one ratio.
C. The monthly accrual rate for employees, other than represented employees in the Fire
department are as follows:
Length of Service Monthly Accrual Maximum
Accrual Limit
0-2 Years 12.00 Hours 288 Hours
3 -4 Years 12.50 Hours 300 Hours
5 -6 Years 13.00 Hours 312 Hours
7—8 Years 13.50 Hours 324 Hours
9—10 Years 14.00 Hours 336 Hours
11-12 Years 14.50 Hours 348 Hours
13—14 Years 15.00 Hours 360 Hours
15—16 Years 15.50 Hours 372 Hours
17—18 Years 16.00 Hours 384 Hours
19—20 Years 16.50 Hours 396 Hours
21—22 Years 17.00 Hours 408 Hours
Revision Date:10/2020 Page 107
Item#6.
Length of Service Monthly Accrual Maximum
Accrual Limit
23—24 Years 17.50 Hours 420 Hours
25 Plus Years 18.00 Hours 432 Hours
II. Accrued vacation hours may be carried over from one (1) calendar year to the next up to a
two (2) year cap from the employee's maximum annual accrual limit.Any excess over the
two (2) year cap will cease to accrue until hours have been taken.
A. Regular Full-Time Employees
Eligible employees in this group would be eligible to use vacation leave once hours have
been accrued following standard department approval processes. Director use of
vacation leave is in accordance with Director Benefits Program and related Policy and
Procedures, number 5.5.
B. Law Enforcement and Represented Employees under the Collective Labor Agreement.
1. Police and represented employees have a one (1)year introductory period and may
not use vacation leave benefits during the first year of employment unless approved
by the Chief.
2. Vacation leave accruals for represented employees in the Fire Department shall be
governed by the provisions of the collective labor agreement. Refer to the union
contract for breakdown of schedule.
C. Temporary, Seasonal, and Part-Time Employees
Seasonal,temporary, and part-time employees are not eligible for vacation leave
benefits.
III. Vacation Leave Approval
Approval for vacation leave must be pre-approved (except for those provisions under FMLA)
by the employee's supervisor or department director as necessary so scheduling of work can
be accomplished.
IV. Other Leave Provisions
A. Employees who leave the City's employment are paid all vacation leave accrued up to
the time of separation. Employees separating from their employment may not use
accrued leave to extend their separation date for the purpose of receiving holiday pay
or other benefits.
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Revision Date:10/2020
Item#6.
� �� ���� �--• City of Meridian
Standard Operating Policy
Number 4.5
Bereavement Leave
Purpose:
To set forth the City's policy providing paid Bereavement Leave for regular full-time employees.
Policy:
In the event of a death in the immediate family of an employee,the City allows regular full-time
employees an absence from work with pay of up to five (5) consecutive workdays. Additional time off
may be granted, utilizing the employee's accrued vacation time, consistent with the policies of the City.
The employee shall notify his/her supervisor as soon as possible to schedule the use of this leave.
This policy shall be implemented pursuant to the Bereavement Leave Standard Operating Procedures.
Authority& Responsibility:
Immediate supervisor and department director or designee shall be responsible for administration of
this policy.
Revision Date:10/202 Page 109
Item#6.
City of Meridian
Standard Operating Procedures
Number 4.5
Bereavement Leave
Purpose:
To set for the City's procedures regarding paid time off for regular full-time employees to address the
needs of the employee upon the death of a member of the employee's immediate family.
Procedures and Related Information:
I. In the event of a death in the immediate family of an employee,the City allows regular full-
time employee an absence from work with pay of up to five (5) consecutive workdays.
Additional time off may be granted, utilizing the employee's accrued vacation time consistent
with the policies of the City.The employee shall notify his/her supervisor as soon as possible
prior to the use of this leave.
I
I
II. For purposes of this policy, immediate family shall be defined as current spouse, children,
parents, in-laws, brother, sister, grandparents, or grandchild of the employee. In-laws are
defined as a father, mother, or grandparents of current spouse, or sister and brother-in-law of
the employee.Adopted,foster, or"step" relationships will be considered the same as any
other family relationship
III. Bereavement Leave provisions for represented employees in the Fire Department shall be
governed by the provisions of the current collective labor agreement.
1
Revision Date: 10/202 Page 110
Item#6.
* City of Meridian
Standard Operating Policy
p g Y
Number 4.11
Paid Parental Leave (PPL)
Purpose:
To set forth the City's policy regarding paid parental leave that is offered to eligible employees.
Policy:
The City recognizes that it is in a unique position to be a model for other government organizations. As
such, in an effort to provide an opportunity for parents to bond and welcome a new child to their family,
the City offers paid parental leave. Parental leave is available to regular full-time employees, regardless of
gender.
This policy shall be implemented pursuant to the Paid Parental Leave (PPL) Standard Operating Procedures.
Authority and Responsibility:
Human Resources is responsible for the administration of this policy.
Revision Date 10/2020 Page 111
Item#6.
City of Meridian
IDI — Standard Operating Procedure
Number 4.11
Paid Parental Leave (PPL)
Purpose:
To set forth the City's procedures regarding paid parental leave that is offered to eligible employees.
Procedures and Related Information:
I. Definition
.Parental leave refers to paid time off following the birth of an employee's natural child or
the legal placement of a child with an employee for the purposes of adoption. The maximum
amount of paid parental leave, per eligible occurrence, is 480 hours(12 week equivalent).
The 480 hours of paid parental leave may be used consecutively or intermittently but will run
concurrently with the 12-week approved FMLA event.
II. Eligibility
A. Coverage and Eligibility:An employee's eligibility for Paid Parental Leave shall be made
based on the employee's months of service and hours of work as of the date of the
qualifying life event.Employees who become parents via birth,adoption are considered
Eligible Employees if:
1. Employee is classified as Regular Full Time.
Employee must be eligible for Family and Medical Leave(FMLA)by being in pay status
for at least 1,250 hours in the previous 12-month period.3. Eligibility
determinations are made as of the date that the child is born or placed via
adoption.
4. If both parents are Eligible Employees, each may receive Paid Parental Leave. Both
parents may take their leave simultaneously or at different times within the FMLA
12-week eligible period.
B. Paid Parental Leave (PPL) provisions for represented employees in the Fire Department
shall be governed by the provisions of the current collective labor agreement.
III. Certification of Eligibility for Parental Leave
A. Eligible Employees shall be required to certify that they will use Paid Parental
Leave to give birth to a child or will use Paid Parental Leave to care for or bond
Revision Date:10/2020
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Item#6.
with a child.
B. Employees may be required to submit documentation (if applicable)to Human
Resources. Official documents may include but not limited to:
Qualifying Event Acceptable Documentation
Adoption • Adoption Order
Proof of Placement
Birth • Birth Certificate or Report of Birth
• Custody Order
• Proof of Placement
C. Documents provided must show the date of birth or date of placement, if
placement was other than the date of birth.The name of the legal parent must
appear on the birth certificate, a legal document establishing paternity or a legal
document establishing adoption.
IV. Timecard Requirements:
A. Eligible employees will account for paid parental leave hours using the "parental
leave" column of the timecard. Eligible employees will also track FMLA hours in the
"FMLA" column fo the timecard,to run concurrently with the paid parental leave
hours.
Revision Date:10/2020
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Item#6.
City of Meridian
Standard Operating Policy
Number 5.4
Education Reimbursement
Purpose:
To set for the City's policy regarding educational reimbursement provided by the City.
Policy:
The City encourages employees to expand their knowledge and skills through participation in outside
educational programs during non-working hours. The City will assist regular full-time employees in,
furthering their education by contributing to the cost of approved taken at accredited institutions.
This policy shall be implemented pursuant to the Education Reimbursement Standard Operating
Procedures.
Authority&Responsibility:
Department Director, or designee, along with the Human Resources Department are responsible for
administering this policy.
Revision Date:10/202 Page 114
Item#6.
0 I'll City of Meridian
awE t!5' Standard Operating Procedure
Number 5.4
Education Reimbursement
Purpose:
To set forth the City's procedures regarding educational reimbursement provided by the City.
Procedures and Related Information:
I. The City encourages employees to expand their knowledge and skills through participation in
outside educational programs during non-working hours.
II. The City will assist regular full-time employees by contributing to the cost of approved courses
taken at accredited institutions.The City will reimburse up to $3,000.00 per accounting fiscal
year for registration,tuition,fees and books.Travel and similar miscellaneous expenses are not
reimbursable.The department director may consider reimbursement in excess of$3,000.00 for
registration,tuition,fees and books with the prior approval of the Mayor.The funding for any
additional reimbursement above the standard threshold must come from the department's
current budget for training. Approval will be on an annual basis in conjunction with the City's
annual budget development process.Students must pay the institution directly. No billing
statements shall be sent to the City of Meridian finance or any other department for education
reimbursement purposes.
III. To be eligible for reimbursement the courses must be approved in advance of participation by
the department director.
IV. To qualify for education reimbursement, an employee must be employed with the City for six
(6) months.To receive reimbursement, an employee must be on the payroll at the time the
course has begun and completed.The course must be completed with a passing grade of C or
better or a P on pass/fail basis. Reimbursement will be made after the successful completion of
the course(s). Copies of grades, receipts for tuition, books, and fees must be submitted with
the reimbursement request to Human Resources for processing.
V. The Application for Education for Reimbursement Form is located on the Human Resources
Intranet page or contact Human Resources.
VI. Education Reimbursement provisions for represented employees in the Fire Department shall
be governed by the provisions of the current collective labor agreement.
Revision Date:10/2020 Page 115
Item#6.
{ City of Meridian
�
IDI ~- Standard Operating Policy
Number 5.5
Director Benefits Program
Purpose:
To set forth the City's policy outlining fair and equitable benefits for the department directors of the
City.The City acknowledges that the directors' work in excess of other positions within the City and hold
the highest amount of accountability for the direction of the various Departments.The directors are
accountable to the Mayor,the City Council, and the citizens of Meridian.
Policy:
The department directors of the City serve as appointees pursuant to Idaho Code.The expectation is
that the director will perform and meet the expectations of the Mayor and City Council.This benefit
plan was developed to insure that the City of Meridian can attract and retain the most qualified
directors.This plan provides cost effective and positive incentives to recognize the value and
enhancement quality executive personnel can provide to the benefit of Meridian and its citizens.
This policy shall be implemented pursuant to the Director Benefits Program Standard Operating
Procedures.
Authority& Responsibility:
Human Resources will be tasked to monitor and implement the requirements of this policy. Human
Resources will further be responsible to keep the benefits provided under this policy current with the
job market through its normal measures.
Revision Date: 10/2020 Page 116
Item#6.
WE City of Meridian
Standard Operating Procedures
Number 5.5
Director Benefits Program
Purpose:
To set forth the City's procedures outlining additional benefits for the department directors of the City.
Procedures and Related Information:
I. The department directors shall receive the following benefits in addition to the other City
benefits provided:
A. No introductory period of employment;
B. Annual Leave accrual at 18 hours per month with a maximum accrual of 432 hours;
C. Ability to convert up to%of accrued vacation leave annually (maximum annual
conversion amount is 100 hours) and direct it to a City deferred compensation plan (All
IRS regulations must be adhered to);
D. Upon beginning of employment,the director will receive a bank of 40 hours of sick leave
and 16 hours of annual leave;
E. The City will pay for an additional$80,000 in life insurance coverage above and beyond
the City provided coverage;
F. If necessary,the City will provide up to the 21 days of paid coverage to qualify for Short
Term Disability program (STD). Directors own available leave must be applied first;
G. If necessary,the City will provide "make-up" pay between STD and the director's salary
for up to 90 days or until Long Term Disability (LTD) becomes available. Director's own
available leave must be applied first;
H. If necessary,the City will provide make-up pay between LTD and the directors salary
for up to 90 days. Director's own available leave must be applied first.
II. In areas where director benefits exceed regular employee benefits, directors shall receive the
greater benefit.
Revision Date:10/202 Page 117
Item#6.
4E City of Meridian
Standard Operating Policy
Number 5.6
Retirement Match Program
Purpose:
To set forth the City's policy regarding the Retirement Match Program.
Policy:
In support of the City's Vision to provide competitive benefits for all employees post retirement needs,
the City has established a retirement match program for all regular full time employees and elected
officials contributing to an allowable Retirement Plan as defined in this policy.
This policy shall be implemented pursuant to the Retirement Match Program Standard Operating
Procedures.
Authority&Responsibility:
Human Resources is responsible for the administration of this policy.
Revision Date: 10/2020 Page 118
Item#6.
ERIDIANy= City of Meridian
Standard Operating Procedure
Number 5.6
Retirement Match Program
Purpose:
To set forth the City's procedures regarding the Retirement Match Program and eligibility requirements.
Procedures and Related Information:
I. Eligibility
a. All regular full time employees and elected officials contributing to an allowable
Retirement Plan as defined in these procedures.
b. Retirement match provisions for represented employees in the Fire Department shall be
governed by the provisions of the current collective labor agreement.
II. Employer Match Amount
a. The City of Meridian will match up to a maximum of 2%, or as approved by City Council,
of all employee investments into an allowable Retirement Plan as defined in the
procedures per pay period.
b. The Retirement Match Program is not eligible for Vacation or Sick Time Accrual Rollover
Programs.
III. Allowable Retirement Programs
a. The City of Meridian allowable deferred compensation retirement programs:
i. PERSI Choice 401K
ii. State 457 Pre-Tax Retirement Plan
IV. Employee Match Amount
a. Employees electing to participate in the City Retirement Program are limited to whole
percentage contribution amounts.
i. Allowable contribution amounts:
1. 1%
2. 2%
V. Roles and Responsibilities
a. Eligible employees are responsible for establishing an allowable retirement account.
b. Eligible employees are responsible for notifying Human Resources of their Employee
Contribution distribution to allowable retirement plans.
c. Human Resources is responsible for managing all paperwork associated with employee
contribution amounts.
Revision Date: 10/2020
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