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Reso 0308-07/1968 RESOLUTION NO. 308 OF THE BOARD OF DIRECTORS OF THE SAN MARCOS COUNTY WATER DISTRICT TO SUPERSEDE RESOLUTION NO. 267 ESTABLISHING SALARY AND BENEFITS OF EMPLOYEES, ADOPTED AT REGULAR MEETING OF THE BOARD OF DIRECTORS 1 JULY 1968 WHEREAS~ the Board of Directors deems it advisable that salaries and employee benefits be established and set forth in Resolution form, WHEREAS, the Board of Directors intends to encourage good employee relations, stimulate employee performance and promote the improvement of service, NOW, THEREFORE, BE IT RESOLVED that this Resolution shall supersede and replace Resolution No. 267 and the employee rates, rules and benefits be established as follows: I. POSITIONS The number of positions with the San Marcos County Water District shall be established in the annual budget as approved by the Board of Directors. The Board may from time to time by Resolution or minute action, increase or decrease the complement as set forth in the budget. II. APPOINTMENTS Appointments to vacant positions in the District services shall be made by the General Manager. Appointments and promotions shall be based on merit and fitness to be ascertained so far as practible by competitive examination or other suitable means. III. PROBATIONARY PERIOD All regular appointments, including promotional appointments, shall be for a probationary period of six months, except that the Manager may provide for an extention of the period for not more than an additional six months. During the probationary period, the employee may be rejected at any time without right Of appeal or hearing; a new employee will be dismissed, a promoted employee will be assigned to other work. IV. PAY PERIODS AND PAY DAYS Employees of the District shall be paid on a bi-weekly basis. The pay period starts on Friday morning and terminates on Thursday night. Employees will be paid six thirteenths (6/13~ of their monthly salary each pay day; which will be the Friday following the pay period. RESOLUTION NO. 308, Page 2 V. WORKING HOURS, WORK WEEK AND OVERTIME The following rules shall govern all employees of the a. Eight hours exclusive of lunch periods shall constitute a days work for all employees. b. The official work week of the District shall be five work days of eight hours each. VI. PERFORMANCE The duties of each employee are described in the appropriate job description or as directed by the General Manager. VII. SALARY The salary of each employee Will be as determined by the General Manager who will make this determination in consideration of the following factors: a. The performance, attitude, self-improvement, education and training of the employee. b. The General Manager shall fix and alter the compensation of employees and assistants subject to the approval by the Board of Directors, c. The rate of pay for similiar and comparable jobs in both government and private industry. The salary of each employee will be reviewed by the General Manager not less than once a year at which time he will inform the employee of the review results. Increases in salaries will primarily reflect merit, but may also represent cost of living increases. All salaries paid to employees are in full payment of services rendered and cover full payment for the number of hours regularly worked. VIII. PART-TIME EMPLOYEES A part-time employee who works less than 87 hours per month will be paid on an hourly basis at the rate of monthly salary divided by 173. The employee will not receive employee benefits such as paid vacation, sick leave, holidays, uniforms, etc., except those required by law. Such employee can participate in the District's voluntary health and hospitalization plan. RESOLUTION NO. 308, Page 3 IX. FRINGE BENEFITS A. INSURANCE 1. State Compensation Insurance is available to all employees to cover all job-incurred sickness or accidents. All job incurred accidents or injuries must be reported to the Supervisor and to the Office immediately. State Compensation Insurance forms will be completed in the Office. 2. California Physicians' Service (Blue Shield) Insurance Group Plan is available to all employees' and to their dependents. Half of the cost of the employee's coverage and half of that of his dependents is paid by the District. The other half is to be paid by the employee. Check with the office for a detailed list of the coverage allowed under this policy. If an employee is ill or is otherwise unable to work, but is still carried as a District employee, coverage will be terminated unless he contributes the amount normally withheld from his check. The District will continue to make payments for its share of the premiums for the number of months according to the following longevity schedule: One Month premium for each year of employment up to a maximum of four months premium. If arrangements have not been made for the employee to make premium payments after the time listed above, all insurance coverage will be terminated. The employee will be notified in writing in advance of this action. B. UNIFORMS District will provide uniforms to all field employees. District will pay for two changes per week. Additional changes may be obtained by employees at their own expense. RESOLUTION NO. 308, PAGE 4 B. UNIFORMS, Cont'd. In the event of loss of any issued articles of clothing or protective wear, the employee shall be responsible and pay for same at the charqes set forth on the order forms authorized by the District. In the event of damage to said articles (reasonable wear and tear expected) the employee shall be responsible and pay for same at charges not to exceed those of lost charges. Upon termination of this employment, employee agrees to promptly return to District in good condition (reasonable wear and tear expected) all articles of clothing and protective wear issued to him by the District or to pay lost charges for the same. It is the intent that the field employees will present a clean and neat image and it is expected that they will provide reasonable care of the clothing furnished. Uniforms normally should not be worn by employees outside of working hours. X. VACATION Each regular employee will earn vacation from the date of employment. The amount of paid vacation is earned at the following rate: 1. During the period from date of employment to the end of the then current fiscal year: 5/6 work day per month (10 days per year). 2. During the first and second fiscal year thereafter, 5/6 work day per month (10 days per year). 3.During the third and fourth fiscal year thereafter one (1) work day per month (12 work days per year) 4. Thereafter, 5/4 working day per month (15 days per year). Vacation can not be taken before it is earned. It is the intent of the District that vacations be taken each year since vacations are necessary for relaxation. Under unusual circumstances the General Manager may: 1. Allow payment of salary in lieu of earned vacation, but not more often than once in two years. RESOLUTION NO. 308, Page 5 2. Allow (in writing) accumulation of vacation time to a maximum of twenty (20) work days. Vacafion time which is accumulated in excess of twenty (20) work days without such written approval shall be considered forfeited. Each employee shall be given due regard in selecting a convenient vacation period, provided it is not in conflict with the interests of the District as determined by Manager. In the event an employee is separated from his employment with the District, he/she shall receive payment for vacation time earned. XI. OVERTIME Employees will receive pay for overtime at the rate of 11/2 times the regular hourly rate which is defined as the monthly salary divided by 173. Overtime is defined as time during which the employee worked in response to a request by his Supervisor in excess of 8 1/2 hours per work days or on Saturday and Sundays. See also XV, Holidays. At the option of the employee, he/she may receive compensatory time off at the rate of 11/2 times his/her overtime, as defined above, provided prior approval of his/her supervisor has been obtained. Supervisors are not eligible for paid overtime. XII. SICK LEAVE Sick leave with pay shall be granted to each full-time employee at the rate of one work day for each calendar month of Service to a maximum of 90 days. Unused lick leave may be accumulated. Absence for illness may not be charged to sick leave not already accumulated. Unused sick leave shall not be considered in calculating severance pay. Sick leave shall be allowed only in case of necessity for actual sickness or disability of the employee as determined by the Manager. In order to receive sick leave with pay, the employee shall notify his Supervisor prior to or within four RESOLUTION NO. 308, Page 6 hours after the time set for beginning his daily duties. Upon return from an absence charged to sick leave, the employee shall file with his Supervisor a written statement regarding the cause of absence or a physicians certification of illness, if requested by either the Supervisor or the General Manager. When circumstances are such and the General Manager determines that conditions warrant, an absence may be charged to sick leave in the event of death of members of the immediate family or full-time employees. XIII. ATTENDANCE Normally an employee shall be in attendance at his/her work in accordance with the rules regarding hours of work, holidays and leaves. Employees are expected to advise the office prior to starting time of their inability to report for work. All departments shall keep attendance records of all employees. Failure on the part of the employee, absent without leave for more than eight working hours, shall be cause for discharge. XIV, LEAVE OF ABSENCE Leave of absence without pay may be granted by the Manager in writing for a period not to exceed twenty (20) work days. Leave of absence without pay in excess of twenty (20) work days shall not be granted without the express consent of the Board of Directors. Employees of the District who are called to active duty as a member of the Armed Forces of the United State, or the California State National Guard or the Naval Militia are entitled to leave of absence in accordance with applicable Government Code provisions or Federal rcgulartions. Employees appointed for jury duty will receive regular pay while serving the courts~ less any consideration received from the Courts. Xv HOLIDAYS Full-time employees will receive pay for the following holidays: 1. New Year's Day 5. Labor Day 2. Washington's Birthday 6. Veteran's Day 3. Memorial Day 7. Thanksgiving Day 4. Independence Day 8. Christmas RESOLUTION NO. 308, Page 7 If any holiday falls on Saturday, the preceding Friday will be observed. If any holiday falls on Sunday, the following Monday will be observed. Employees shall not take one or two vacation days immediately preceding or following a holiday without prior written approval by his Supervisor. Such approval shall be written and shall be filed in the employee's personnel file. If employee is on sick time, regular vacation, or approved leave, he shall be paid for the extra day. Employee on regular duty during holidays will be paid regular time but will be given compensatory time. XVI. SELF IMPROVEMENT All or part of the expenses incurred by employees for self-improvement may be reimbursed by the District after successful completion of the course, provided Board approval was obtained prior to its start. In general reimbursement of expenses will be made when the self-improvement enhances knowledge and/or skill of an employee, enabling him to do his job better or prepare him for advancement within the District. Subjects, which are normally deemed beneficial to emplo}lees are such as: 1. Accounting and Bookkeeping - particularly as related to public agencies. 2. Chemistry - particularly as related to water and sewer treatment. 3. First Aid. 4. General office skills such as typing, steno, etc. 5. Engineering subjects - particularly as related ko water distribution and sewage collection. 6. Language, Social Science courses, such as operation and maintenance of machinery and equipment, data processing, etc. RESOLUTION NO. 308, Page 8 XVII. SUSPENSION AND DISMISSAL Employees may be discharged without notice for failure to abide by the provisions of this Resolution. It is expected that employees resigning from the District will give the District at least two weeks written notice. Any District employee who has been suspended, demoted, dismissed or reduced in pay shall be entitled to request a Written statement of the reasons for such action. Such a request must be made within three working days following the action, and he shall have three additional work days within which to answer the reasons for such action in writing. Any District employee shall have the right to appeal to the Board of Directors which if it desires, will hold an executive session to hear any such appeal with the written charges and answers entered as evidence at any such hearing. XVIII. DISCRIMINATION NO person in the District's service, or seeking admission thereto, shall be employed, promoted, demoted and discharged, or in any way favored or discriminated against because of political opinions or affiliations or because of race or religious beliefs. XIX. GRIEVANCE PROCEDURE Two representatives of District personnel will be selected by secret ballot each year, the first week of July. These representatives shall not be an employee in a supervisory position. These two elected representatives along with two Directors appointed by the Board shall comprise the Personnel Relations Committee (PRC). At any time that an employee feels that he has a valid complaint or grievance, he will contact one of his elected representatives. The complaining person and his elected representative(s) will discuss the situation with the complaining person's immediate Supervisor. If no solution can be found, the process will be repeated with the next level of supervision and so forth through the General Manager. Then if no solution is reached the grieving employee will put his complaint in writing within 24 hours after his discussion with the General Manager and it will be given to the elected representative(s) who shall deliver it to the Chairman of the PRC. RESOLUTION NO. 308, Page 9 The Chairman of the PRC will call a meeting of the committee at the earliest time practicable, but not later than five work days after submittal of the complaint. The PRC may call as many witnesses as it may deem necessary to reach a just decision of the matter. Meetings of the PRC shall be confidential and shall be held in private. The findings of the PRC shall be conveyed in writing to the complaining employee within 24 hours. The complaint and the findings of the committee shall be made a part of the employee's record. An employee discharge for cause who chooses to appeal to the PRC shall be suspended pending the decision of the committee. If he is reinstated by the conunitte, he shall be compensated at his regular rate of pay for the time in the suspended status. An employee who voluntarily quits shall forfeit all rights Of a hearing. XX. GENERAL PROVISIONS A. SAFETY All field employees are required to wear hard hats at all times while on the job. Salfety toe caps will be required for any employee who operates a jack hammer. The caps will be furnished by the District. Safe practices are a requirement of District employment and will be considered as a criteria for promotion. B. EQUIPMENT Rubber boots and rain suits will be issued to each employee. He will sign a receipt for these items which will be placed in his record. Maintenance of the rain suit shall be the responsibility of the employee. (See also IX-B, Uniforms) Deliberate abuse or negligence resulting in damage to District tools, equipment or facilities, will be cause for immediate dismissal. RESOLUTION NO. 308, Page 10 C. EMERGENCY STAND-BY DUTY All qualified field personnel may be assigned to emergency stand-by duty by the Superintendent. This duty will run for one week at a time, from Friday to and including ThUrsday. If Friday is a work day, duty will be assumed at 4:30 p.m. If a holiday falls on Friday, this duty will be assumed at 8:00 a.m. It is preferred, but not required, that all District field forces reside within 15 minutes of the District yard because of the requirements for emergency call, D. DISTRICT VEHICLES District vehicles are to be used for authorized business only. Trucks will be used for personal business only in extreme or emergency cases and as authorized by Manager. E. PERSONAL VEHICLES Use of personal car for District business must be authorized by the Manager. Reimbursement will be made at $0.10 per mile based on approved mileage. F. PHYSICAL EXAMINATION All newly hired employees will be required to take a physical examination at District expense. XXI. All previous Resolutions and Ordinances in conflict herewith are repealed. PASSED AND ADOPTED this 1st day of July, 1968, by the following roll call vote: AYES: Directors: DOW, Dutton, Mahr, Vanderbeck and Blanchard NOES: Directors: None ABSE~]T: Directors: None Secretary of the San Marcos County Water District and the Board of Directors thereof