RES 1000RESOLUTION NO./&OO
A RESOLUTION of the City of Camas adopting an Employee
Handbook for Non-Represented Employees of the City.
WHEREAS,the City has caused to be prepared a document entitled “City of Camas Non-
Represented Employee Handbook”setting forth the conditions of employment for those
employees that are not members of collective bargaining units,and
WHEREAS,the Council desires to adopt said document as the official Employee
Handbook for Non-Represented Employees of the City of Camas,
NOW,THEREFORE,BE IT RESOLVED BY THE COUNCIL OF THE CITY OF
•CAMAS AS FOLLOWS :
Section I
There is hereby adopted as the official Employee Handbook of the City of Camas for
employees that are not represented by bargaining units that certain document entitled “City of
Camas Non-Represented Employee Handbook ”,a copy of which is attached hereto and by this
reference incorporated herein.
ADOPTED at a regular meeting of the Council this/j^7^day o 2005 .
Mdyor
Ai ,-AC^/AJ
SIGNED:
ATTEST:
Clerk
sta form:
/jAJyPv)
City Attorney
Adopted by Council
1/10 /05
CITY OF CAMAS
CAMAS,WASHINGTON
Non -Represented Employee
HANDBOOK
Table of Contents
THE CITY
Welcome
Disclaimer
History
City of Camas Mission Statement
Human Resources Philosophy
Equal Employment Opportunity Policy
Immigration Reform and Control Act .
City Visitors
Solicitation
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4
5
6
6
7
7
8
8
YOUR JOB 9
Employee Status
Initial Review Period
New Employee Orientation
Work Schedule
Time Reporting
Pay Action
Overtime Pay
Wage and Salary Adjustment
Out of Class Pay
Performance Planning and Review
Re -evaluation Process
Attendance
Problem-Review Procedure
Discipline
Reduction in Force and
Rehiring of Former Employees
Employment of Relatives
Outside Employment
Conflict of Interest and Acceptance of Gifts
Personal Status Changes
Employee Privacy/Personnel Records/Employment References
Harassment
Discrimination Complaint procedure
Drug and Alcohol Policy
Bulletin Boards
Suggestions
Employee Protection From Retaliation
Exit Interviews
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10
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12
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13
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YOUR BENEFITS
Vacation
Administrative Leave
Holidays
Sick Leave
Industrial Accidents
Group Health Insurance
Life Insurance
Jury and Witness Duty Leave
Bereavement Leave
Leaves of Absence
Deferred Compensation Plan .
Wellness Program
Fitness Rooms
Acknowledgement of Receipt.
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2
CITY OF CAMAS
WELCOME TO THE CITY OF CAMAS,WASHINGTON...
We are pleased that you have joined us .We realize that our employees
are our organization 's most important asset.Thus ,we have a strong
commitment to provide our employees with a high quality work
environment and the greatest opportunity for personal satisfaction and
growth.
To carry out this commitment ,it is necessary that our employees
understand the privileges and benefits available and the common sense
rules which everyone must follow.
We are pleased to have you as part of our team.If you have any
questions or suggestions ,please feel free to discuss them with your
supervisor or other management personnel.
Paul L.Dennis
Mayor
3
Disclaimer
The contents of this handbook represent a summary of employment
The city specifically reserves the
right to repeal ,modify or amend these policies at any time,with or
conditions at the City of Camas.
without notice.None of these provisions shall be deemed to create a
vested contractual right for any one employee or to limit the power of
the Mayor or City Council to repeal or modify these rules ,
policies are not to be interpreted as promises of specific treatment.
This handbook is ,of course,subject to revision as conditions may
The
necessitate.You will be advised if any changes should occur.The
provisions of individual letters of employment ,in the limited
circumstances where those provisions may differ from the provisions of
this handbook ,will prevail.Unless otherwise provided in an
individual employment letter ,all employees of the City of Camas are
at -will.This means that either the employee or the city may decide
to end the employment relationship at any time and for any reason,
with or without cause,and with or without notice.
4
HISTORY
Camas is situated along the scenic Columbia River in Southwest
Washington approximately 15 miles east of the City of Vancouver ,
city was incorporated in 1906 and is presently organized as a Mayor -
Council Noncharter code city.
The
The city has an elected mayor and seven
council members .
The city's population in 2004 was approximately 15 ,360.
the city is approximately 12.67 square miles.
The area of
Camas contains a pulp
and paper mill in the downtown core area and high technology
manufacturing industries on the west side of the city.There are many
beautiful residential areas located on sloping hills along the
Columbia River and Lacamas Lake.Excellent schools and parks make
Camas a desirable place to live.
Many residents are employed in Portland ,Oregon,a traveling distance
of about 15 minutes by freeway.Camas is less than 20 miles from
Portland city center,10 minutes from Portland International Airport ,
and is considered part of the greater metropolitan area .
The City of Camas government is a full service operation in that it
provides services such as general government ,public safety ,police,
fire ,ambulance service ,library ,parks and recreation,water and
sewer services and treatment ,street and sanitation collection.
5
CITY OF CAMAS MISSION STATEMENT
The City of Camas commits to preserving its heritage ,
enhancing a high quality of life for all its citizens and developing
We take pride in
sustaining and
the community to meet the challenges of the future.
preserving a healthful environment while promoting economic growth.
We encourage citizens to participate in government and community ,
assisting the city in its efforts to provide quality services
consistent with their desires and needs.
HUMAN RESOURCES PHILOSOPHY
We seek to create and maintain a work environment and management
approach which will satisfy both the personal objectives of our
employees and the goals of the city.We shall strive to achieve the
following:
Clarify organization goals to provide clear direction for
everyone.
Develop a highly effective management team by stimulating
independent thinking ,creative planning and skill in making
decisions.
Treat each employee with dignity ,respect ,and without
discrimination.
Understand and value individual talents ,contributions,and
potential.
Encourage employee participation and provide proper structure.
Share information and involve employees in the problem solving
and decision-making processes.
Provide feedback and goodemployeestorecognize
performance.
Assure each employee the right to discuss freely with a
department head any matter concerning the individual 's or
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city ’s welfare.
•Provide safe and harmonious working conditions .
•Compensate employees in a fair and equitable manner.
We are striving to develop a strong sense of partnership and
commitment among us all ...and the skills to convert these to shared
success.
We hold the belief that employees genuinely want to work for the city
that they want to participate and contribute,and make it succeed
but also through their ideasnotonlythroughtheirdirectefforts,
We seek to providePeoplewanttodoagoodjob.and suggestions.
the programs and management approach to give them the opportunity to
meet or exceed their own expectations.
EQUAL EMPLOYMENT OPPORTUNITY POLICY
The City of Camas is an equal opportunity employer.All employees and
potential employees will be recruited ,selected ,trained ,promoted ,
paid ,provided fringe benefits ,and ,if necessary ,disciplined ,
without unlawful discrimination based on gender ,race ,religion,
marital status ,age ,national origin,color ,or any other basis being
prohibited by local ,state ,or federal law.
IMMIGRATION REFORM AND CONTROL ACT
Federal legislation permits employers to hire only persons legally
You will be asked to fill out Formentitledtoworkinourcountry.
1 -9 to verify your eligibility to work ,
documentation available within the first three (3)working days.
You must have the required
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CITY VISITORS
In order to maintain security and safety ,only authorized personnel
are permitted in our work areas.All visitors should be greeted and
offered assistance by city employees.Determine the reason for the
visit and direct them to staff as appropriate .When you notice
visitors in any municipal building ,please extend your friendly
courtesy to them and offer your assistance as requested or required .
SOLICITATION
We want to provide a productive work environment which allows
employees to complete their tasks with the least amount of
Therefore solicitation in any form isinterruptionsordisruptions,
generally discouraged and time or attention paid to this activity
Except for authorized city programs ,should be kept to a minimum ,
such as participation in Community Chest ,
individuals not employed by the city are not permitted to enter city
and with prior approval ,
premises at any time to solicit ,survey,petition ,or distribute
This restriction includes charity solicitors ,literature .
salespersons ,questionnaire surveys,union organizers or any form of
Employees may only approach each other
regarding reasonable forms of solicitation during non -work time
(including before and after the start of all involved employees'work
periods ,and during breaks and meal periods)and in non -work areas.'
If you encounter solicitation that you think may violate this policy ,
please notify your supervisor or department head.
solicitation or distribution.
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YOUR JOB
EMPLOYEE STATUS
For a variety of legal and operating reasons ,
define the working status of each employee ,
to the nature of your job responsibilities,weekly work schedule ,and
participation in the city ’s benefit programs ,
inform you of your individual status which may be:
it is necessary to
Employment status refers
Your supervisor can
1.REGULAR FULL -TIME EMPLOYEE:An employee working a regular
full -time schedule of at least forty (40)hours per week.
2.REGULAR PART -TIME EMPLOYEE:An employee working a regular
part -time schedule of twenty (20)hours,but less than forty (40)
Regular part -time employees receive sick leave ,hours per week.
vacation,and holiday benefits on a pro rata basis.They will be
eligible for pension benefits as prescribed by the state laws and
regulations on public employees'pension programs.
3.FLSA Exempt :Employees as defined by Resolution who are
exempt from the provisions of the Fair Labor Standards Act.(See
Overtime Pay.)
4.FLSA -Non-Exempt :Employees excluded by Resolution who are
not exempt from the provision of the Fair Labor Standards Act.
(See Overtime Pay.)
5.EMPLOYEES ON INITIAL REVIEW:Unless otherwise specified ,
these policies include ,and are applicable,to all employees on
initial review.
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INITIAL REVIEW PERIOD
We believe,as do most organizations ,that the initial period of
employment should be a review period for both the individual and the
organization.
To determine that our association is mutually satisfactory ,new
employees are hired on an initial review basis for a period of one (1)
year which can be extended for an additional six (6)months at the
discretion of the City Administrator or as outlined in your letter of
If you are promoted to another position,the initialemployment.
review period will be one (1)year or as provided by city ordinance.
You will have the opportunity to demonstrate your abilities to perform
This will givetheskillsrequiredduringyourinitialreviewperiod,
you an opportunity to demonstrate satisfactory personal conduct and
technical qualifications for your job and for the organization to
demonstrate its suitability as an employer.
At the end of the initial review period you will have an opportunity
to discuss your performance with your supervisor and a performance
review will be completed.As long as your performance is satisfactory,
you will become a regular employee at this time.
NEW EMPLOYEE ORIENTATION
The Manager of Human Resources will see that:
•You receive a copy of this Employee Handbook to help you get
to know our organization ,our operating philosophy ,and our
employee policies and benefit programs.In addition,you will
be provided with copies of other City policies in place at the
time of your employ.
•You receive summaries of the medical plan and other employee
benefit programs.
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•You are given insurance enrollment cards ,a W -4 federal tax
form ,and an 1 -9 form to complete.
•You are scheduled for a physical and drug screen by a local
doctor,if applicable for your position.
WORK SCHEDULE
Our normal work week begins at 12:01 a.m.Monday,and ends at 12:00
The standard work week is 40 hoursmidnightSunday,of each week ,
within a five -day period ,usually Monday through Friday.Some city
Your supervisor willdepartmentsworknon-traditional schedules.
explain the work week schedule for your area.
with one hourAtypicalworkshiftconsistsofeighthoursworked,
Refreshment breaks of 15 minutes are provided ,oneunpaidforlunch.
Some cityinthefirsthalfandonethesecondhalfofyourworkday.
departments operate on schedules that have different meal and rest
Your supervisor will explain how your meal and rest breaksbreaks.
are taken within your department.
TIME REPORTING
Employees who are not FLSA exempt will record all hours worked
You will noteincludingabsencesofhourslessthanan8hourday.
the type of absence as described above.
record exceptions on their timesheet.Employees who are FLSA exempt ,
Exceptions of less than 2 hours need not be recorded.You will note
the type of absence i.e.vacation,holiday,sick leave ,bereavement
leave ,jury duty,administrative leave or leave without pay on your
timesheet.
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PAY ACTION
Typically ,newly hired employees receive a one step pay increase
granted upon satisfactory completion of the initial review period and
subsequently upon satisfactory performance review until the employee
reaches the maximum step of their pay plan.
When promoted to a higher class ,the employee will receive a minimum
3 %increase or the entry rate of the higher class,whichever is
After successful completion of the initial review period ,
employees will receive a pay increase and a new anniversary date will
greater.
be established.
Payday is once a month ,on the last week day of the month.Direct
deposit of payroll is an encouraged employee option.If you are absent
for any reason on a payday,you may obtain your check from the Finance
Department when you return.A third party may pick up your check if
you have given written authorization to the Finance Department .
OVERTIME PAY
Due to the nature of our business ,our work weeks may occasionally be
longer than the traditional 40 -hour week.Overtime work for non-
exempt employees must be approved by your supervisor.
Certain supervisory personnel are exempt from overtime compensation as
As specified by council
resolution,the following positions are classified as FLSA exempt:
Planning Manager ,Engineering Manager ,Finance Director,Manager of
Information Systems ,Fire Chief ,Deputy Fire Chief ,Library Director,
Assistant Library Director,City Administrator,Manager of Human
defined in the Fair Labor Standards Act.
Resources ,Fire Marshal ,Police Chief ,Police Captain,Public Works
Director ,Public Works Operations Manager,and the Manager of Parks
and Recreation.
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Except for the FLSA exempt positions ,all hours worked in excess of 8
hours per day or 40 hours per week will be paid at one and one -half
times your regular rate of pay.You will have the option of taking
the overtime pay or taking compensatory time
--Compensatory time accruals are limited up to a maximum of 120 hours
for all eligible city employees ,unless a different amount is
specified in the letter of employment .
WAGE AND SALARY ADJUSTMENT
The position you hold is a part of a total classification and
compensation study conducted by the city and adopted by city council .
Johnson and Associates as of 1/10/2000.)(Most recently by
Classification and compensation reviews may be performed to evaluate
Increases in pay may occur as a result of positivemarkettrends.
performance evaluations,as a result in a change of the labor market
or by council approval of cost of living adjustments.
OUT OF CLASS PAY
Out of class pay will be paid to a non -represented employee filling in
for an extended absence of an employee in a higher paid position.The
absence must be a minimum of fifteen (15)consecutive work days with
the out of class pay beginning on the sixteenth (16th)day.
The out of class pay will be at a minimum of 3%above the employee's
current rate of pay ,or at the entry rate of the higher class ,
whichever is greater.
PERFORMANCE PLANNING AND REVIEW
We believe that goal setting and frequent feedback are necessary for
all of us to do our best work .Therefore ,we have in place a process
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for ensuring that each of us has a regular opportunity to plan for our
performance and discuss progress toward our goals.
Your supervisor is committed to communicating his or her expectations
He or she evaluates your performance continuously ,
performance will be reviewed at the end of your initial review period
and annually,semiannually,or as needed ,to be determined by your
of you.Your
department head or supervisor.
Your supervisor may ask for your own self -assessment and will point
out areas in which progress and improvement have occurred and areas
requiring further improvement or effort ,if such exist .These
discussions are aimed toward the goal of improved communication.They
will give you an opportunity to take part in setting your own
performance targets and to express your personal objectives for career
development in order that we can do all we can to meet your needs.
The written documentation of your performance planning and review
sessions will become a permanent part of your personnel file .It will
provide a continuous record of your employment history and progress.
You may obtain a copy for your own records.
If a non -represented employee wants to return to their former
it will be permissible with approval between theposition,
administration and union if applicable.
RE -EVALUATION PROCESS
The City has adopted a re -evaluation process used to evaluate whether
or not an existing classification should be re -classified or the
salary should be adjusted ,
questionnaire are located in Human Resources .
Forms explaining the procedure and a
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ATTENDANCE
The City of Camas needs the combined efforts of all employees to
ensure uninterrupted and efficient operations .Absenteeism and
tardiness place added burdens on your fellow workers.
willWhenyouknowyou be absent or late ,please notify your
supervisor as soon as possible.If you are unable to call personally ,
have someone call for you.If you cannot reach your supervisor,leave
him/her a communication with a telephone number where you can be
Excessive tardiness or absence is cause for discipline ,upreached.
to and including termination.
PROBLEM -REVIEW /RESOLUTION PROCEDURE
In any organization ,problems or differences of opinion over work
matters may occasionally arise between you and your supervisor,fellow
employees ,or the organization in general.We encourage you to bring
any problem you might have to your immediate supervisor first.If
your supervisor is unable to resolve the problem to your satisfaction
and you wish to pursue the matter,speak to the next level of
supervision in your department.You should try to resolve the matter
within the department.
This problem-review procedure is designed to resolve problems quickly
and fairly and is based on the following principles:
•Your problem will be thoroughly discussed and evaluated on its
merits.
•There will be no retaliation against you for exploring any
questions or concerns you might have.
However,when a quick and fair resolution cannot be achieved ,conflict
resolution will be handled in the following manner:
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•Employee will discuss the situation with their immediate
supervisor .
•If resolution cannot be made ,the employee and supervisor will
meet with the department head within 10 working days.
•The employee and department head will meet with the mayor or
designee within 10 working days.
a final appeal may be made to the mayor for a finalIfneeded,
determination.
In each level you may have a department head attend with you .
DISCIPLINE
We strive to deliver high quality services for our citizens.We also
aim to provide a productive ,safe ,and enjoyable work environment for
You can help us achieve these objectives byallouremployees.
following common sense guidelines for work behavior.The following
are examples of actions for which disciplinary action up to and
including termination may be imposed:
•destruction of property ,facilities or use of city equipment
for personal gain
gross negligence
performance below acceptable standards
falsification of records
being on the job in possession of or under the influence of
intoxicants ,narcotics ,or other controlled substances
absence without proper notification to your supervisor
insubordination
fighting
possession of unauthorized firearms or dangerous weapons
theft
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excessive tardiness
•abandonment of post
abuse of sick leave
harassment
These examples are not all inclusive and the city reserves the right
to terminate employment for any reason it deems in the best interest
of the city.
Discipline allows an employee proper notice of misconduct and the
The level or degree of disciplineopportunitytoimproveperformance.
imposed shall be appropriately based on an employee's prior record of
service ,length of service ,severity of offenses and prior record of
performance.
Disciplinary action should include the following:
•Verbal counseling ;
®Written reprimand ;
•Suspension without pay*;
•Reduction in pay grade or assignment ;
•Discharge.
*It will be the employer's sole determination as to whether or not an
employee suspended without pay may be allowed to forfeit accrued
vacation or other personal leave in lieu of the suspension without
pay.
Civil Service Commission rules also apply with respect to positions
covered by Civil Service rules.
REDUCTION IN FORCE AND
REHIRING OF FORMER EMPLOYEES
full -timeTheCityofCamasmakeseveryefforttoprovidestable,
If a reduction in force should become necessary due toemployment.
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lack of work or other reason ,employees will be laid off at the
discretion of the organization with due consideration given to work
performance ,job knowledge ,attendance record ,length of service ,and
other such factors relating to overall job performance.With consent
of management ,non -represented employees have the option to 'bump
to the last position occupied if there is a reduction in force.back'
laid -off employees in good standing will be given favorableAll
consideration in the event of future hiring opportunities within a
five year period.
people rehired for the same job mayAtthediscretionofmanagement,
be excused from repeating the initial review period.
EMPLOYMENT OF RELATIVES
In general ,the employment of relatives ,or spouses of employees is
acceptable at the City of Camas.We will not ,however,hire or
continue the employment of an individual in a particular position if
this action would:
violate any state or federal law
violate the confidentiality of the city or any of its
employees
•place the individual in a position of supervising or being
supervised by a family member
•create the appearance of improper influence or favor
the city willIftwoemployeesmarryaftertheyarebothemployed,
attempt to transfer one of the employees to a position that will not
violate the above rules.If that is impossible ,the involved
employees will be given a reasonable opportunity to decide which one
of them will leave the employ of the city.
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OUTSIDE EMPLOYMENT
important not to let your outside activities hinder the teamItis
effort at the City of Camas .If you work in a secondary job outside
the city ,you must be sure that such employment does not conflict or
interfere with your work here.Potential ,conflicts include ,but are
not limited to,poor work performance,absenteeism ,tardiness ,or the
risk of disclosing confidential information.Outside employment may
be subject to prior approval by your supervisor or department head.
Please discuss such situations with your supervisor in advance.
CONFLICT OF INTEREST AND ACCEPTANCE OF GIFTS
Public confidence of the citizens of the City of Camas in their city
government depends on the integrity of city employees.Accordingly ,
no city employee shall engage in any act which is in conflict with or
creates an appearance of conflict with the performance of official
duties.
not accept,or seek for others ,any service ,Employees shall
information ,or item of more than minimal value or more favorable
terms than those granted to the public generally ,
firm,or corporation having dealings with the city.
from any person,
It is understood that certain circumstances will arise when a gift ,or
other item of value,will come into the possession of an employee or
If the gift is offered to any individual citybythedepartment.
employee ,it is required that said employee respectfully refuse
If a gift is offered to a department ,or the entire city
the gift must be forwarded to the department heads with an
acceptance.
operation ,
explanation of the circumstances surrounding the offered item.This
example is provided to allow limited flexibility.For example,an
exchange of gifts involving participation in the Sister-City program
would be allowed provided the transaction was conducted in public as
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an official city function and the item is declared under the
provisions of this policy.
Further ,use of city property,facilities ,or equipment for personal
gain ,is prohibited.
Violation of this section is sufficient cause for disciplinary action ,
up to,and including termination.
If you are authorized to spend personal funds on City business you
will be reimbursed for the amount expended.Receipts evidencing the
amounts spent must accompany the expense account submittal.Advances
for approved travel and travel expenditures can be requested.
City vehicles and equipment may be used only by authorized employees
and only for City -related business in accordance with the City of
Camas Vehicle Policy.
Provisions of the adopted travel policy regulate reimbursable expenses
incurred.Please refer to the travel policy for details.
PERSONAL STATUS CHANGES
To ensure that your benefits and records are kept up to date ,you are
required to notify either your supervisor or the Manager of Human
Resources of any changes in your name ,address ,telephone number ,
marital status ,number of dependents or related information.
EMPLOYEE PRIVACY/PERSONNEL RECORDS/EMPLOYMENT REFERENCES
Personnel records are maintained on all city employees and are the
property of the City.The records include ,among other things ,an
employee ’s application,any examination materials ,reports of the
results of any employment reference checks ,a list of positions held
and pay rates received ,performance evaluations ,notes regarding any
disciplinary action(s)or other records related to fringe benefits.
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An employee ’s personnel record is confidential ,
the employee 's immediate supervisor and department head ,
Only the employee ,
Manager of
Human Resources or other appropriate personnel so authorized by the
City Administrator may examine employee personnel records .Employees
or at any
Employees may
request the removal of information from their personnel file they deem
The Mayor ,or his/her
designee ,will make the final determination on a request to remove
are entitled to review their own personnel file annually ,
time upon request to the Manager of Human Resources.
to be irrelevant or erroneous in nature .
information from an employee's personnel file ,
will be consistent with state records law,and civil service rules.
The employee shall have the opportunity to submit a letter of rebuttal
regarding any information contained in his or her file that is in
dispute.
Any decision rendered
Confidential personnel records shall not be released to any other
unauthorized individuals except with the written consent of the
employee or in response to valid court orders or government requests
directing the provision of information from personnel records.
Employment References.In response to reference inquires,the
city will routinely furnish the following public record information
about past or present city employees to persons outside city
government :
(1)Date of employment
Current job title or job title at date of termination
Verification of salary information
(2)
(3)
All requests for verification of employment will be directed to the
At termination of employment ,the
employee will have the option of authorizing in writing a release of
information beyond the basic verification of employment ,
reference inquiries will be referred to the Mayor,City Administrator ,
Manager of Human Resources.
All
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or appropriate department head.No information should be given beyond
the basic employment information unless the former employee has signed
an authorization ,or the Mayor or City Administrator approves the
providing of additional information.
HARASSMENT
Employees in the City of Camas are treated with dignity and respect.
The city promotes a healthy work environment ,
the city works to have a workplace free from harassment of any kind.
The city will treat allegations of harassment seriously and will
review and investigate such allegations in a prompt and thorough
manner and in as confidential a manner as possible in light of the
need to investigate.If appropriate ,complaints of harassment will be
Specifically forbidden is any harassment based on sex ,
religion,race ,color,age disability ,marital status ,or any other
basis protected by applicable law.
As part of that goal ,
redressed .
Harassment is inappropriate,offensive ,and illegal and will not be
The city will take an affirmative role intoleratedbythecity.
protecting its employees from unlawful harassment.
Should an employee believe that he or she is being harassed ,
employee should immediately identify the offensive behavior to the
that
harasser and request that it stop.If the behavior does not stop ,or
you are uncomfortable confronting the harasser ,you should immediately
follow the procedure for reporting complaints contained in the
discrimination complaint procedure section.
Harassment is a form of discrimination and is an "unlawful employment
practice "under Title VII of the 1964 Civil Rights Act and the
Washington State Law Against Discrimination,Chapter 49.60 R.C.W.
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Unwelcome sexual advances ,requests for sexual favors,and other
verbal or physical conduct constitute sexual harassment when:
is part of a manager's or supervisor's recommendation to
hire or fire;
It
It is used to make other employment decisions like pay,
promotion,or job assignments;
It interferes with the employee's work performance;or,
creates an intimidating ,hostile ,or offensive workIt
environment.
Sexual harassment is defined as deliberate or repeated behavior of a
sexual nature which is unwelcome.It can include verbal behavior such
as unwanted sexual comments ,suggestions ,jokes ,or pressure for
sexual favors;non-verbal behavior such as suggestive looks and
leering ;visual behavior such as suggestive calendars ,magazines ,and
handouts ;and physical behavior such as pats or squeezes ,or
repeatedly brushing against someone's body.Other unlawful harassment
may include comments,jokes ,pictures or epithets that are based on,
or derogatory of ,a person's race ,religion ,or other protected
status.
DISCRIMINATION COMPLAINT PROCEDURE
Each member of management is responsible for creating an atmosphere
free of discrimination and harassment ,sexual or otherwise.Further,
responsible for respecting the rights of theiremployeesare
coworkers .
If you experience any job related harassment based on your sex,A.
race ,national origin ,marital status ,disability,or any other legal
believe you have been treatedfactor,unlawful ,or m an
discriminatory manner,promptly report the incident to your
supervisor,who will investigate the matter and take appropriate
action,including reporting it to the City Administrator or Mayor.
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If you believe it would be inappropriate to discuss the matterB.
with your supervisor,you may bypass your supervisor and report the
complaint directly to next highest manager ,Manager of Human Resources
E.E.O.Officer),the City Administrator or Mayor ,who will undertake
an investigation.Your complaint will be kept confidential to the
extent possible.
If the city determines that an employee is guilty of harassingC.
another employee ,appropriate disciplinary action will be taken
against the offending employee ,up to and including termination of
employment.
The city prohibits any form of retaliation against any employeeD.
for filing a bona fide complaint under this policy or for assisting in
a complaint investigation.Any employee who provides false
information regarding a complaint may also be subject to disciplinary
action.
DRUG AND ALCOHOL POLICY
Drug and alcohol prescreening isThecityisadrugfreeemployer.
conducted as a condition of employment for certain positions .We have
an adopted drug and alcohol policy.Please refer to it for details.
BULLETIN BOARDS
Bulletin boards are located in specified locations in the various city
buildings to communicate material of special interest to employees and
to post announcements required by law.Notices will be posted for a
specific time period and then removed.We encourage you to read all
If you wish to post a notice on the board ,announcements regularly.
please submit it to your supervisor for approval.
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SUGGESTIONS
Your good ideas are always welcome.Growth and success are the
results of innovative thinking and we encourage your contribution.If
you see a way of improving something in your area ,SAY SO!
EMPLOYEE PROTECTION FROM RETALIATION
The City of Camas has an adopted policy for reporting improper
governmental action (Whistle Blower)and protecting employees against
retaliation.Please refer to the policy for details.
EXIT INTERVIEWS
We believe that you are our most important asset ,and we are concerned
about retaining talented ,competent people.All employees terminating
from our organization will be offered the opportunity to participate
in an exit interview conducted by the City Administrator or the
By conducting exit interviews ,we hope to
gain constructive insights and ideas for the benefit of all employees.
Manager of Human Resources.
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YOUR BENEFITS
VACATION
Full time employees are entitled to paid vacations based on years of
continuous service calculated from their anniversary date of initial
employment as outlined by the following schedule:
Length of Service Hours Per MonthHoursPerYear
0 -6 months 20 per 6 months 3.33
8.00
10.00
12.00
14.00
18.00
6 months 4 years 96
12059
10 -14
15 -19
20 and more
144
168
216
Paid annual vacation shall be considered as a benefit of regular
employment with accrual beginning at the date of employment.Vacation
accrual may not be taken by a new employee until the completion of six
(6)months of service.
Accrual schedules ,earned vacation times ,and scheduling may be
detailed in letters of employment or explained at time of orientation.
The end -of -the -year (December 31)maximum on vacation accrual is 400
explain the accrual procedures andwillhours.Your supervisor
scheduling procedures for your department during your orientation
discussion.Employees who leave City employment shall receive pay for
all vacation accrued but unused up to the date of termination.
ADMINISTRATIVE LEAVE
Employees who are FLSA exempt will be granted Administrative Leave
(time off with pay)by the following schedule:
Department heads ;80 hrs per year
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Library Director ,Finance Director ,Police Chief ,Fire Chief ,Public
Works Director and City Administrator.
Managers:40 hrs per year
Assistant Library Director ,Police Captain,Deputy Fire Chief ,
Engineering Manager ,Planning Manager,Manager of Human Resources ,
Manager of Parks and Recreation ,Manager of Information Systems ,Fire
Marshal and Public Works Operation Manager.
The above hours are credited January 1 of each year.Employees hired
or who terminate during the year will have Administrative leave pro -
These hours cannot be cashed out or carried over to therated.
following year.
HOLIDAYS
All regular full -time and regular part -time employees are eligible for
At the City of Camas ,we receive thirteen (13)holiday benefits.
The following ten (10)days are official holidaysholidayswithpay.
on which City Hall is closed:
Labor DayNewYear’s Day
Martin Luther King Day Veterans Day
Thanksgiving DayPresidents’Day
Day after ThanksgivingMemorialDay
Christmas DayIndependenceDay
The date of observance of the legal holidays should be the day which
is set by the city ordinances for the observance of those holidays.
In addition to these ten (10)scheduled holidays ,each of our
employees receives three (3)floating days off per calendar year,
which must be scheduled in advance with approval of your supervisor
and used by December 15th of the current year.
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It is recognized some non -represented FLSA non -exempt employees may be
required to work during the above holidays.They will receive
compensation at time and one -half (1.5)their normal rate of pay for
the time worked.
SICK LEAVE
We want our work force functioning at peak performance.Each full -
time employee of the City of Camas shall be entitled to sick leave
with pay when he/she is unable to perform his or her work because he
or she is sick or injured .Sick leave may also be used for absence
caused by the illness or injury of the employee's spouse or minor
or any person living in the immediate household who requireschild,
treatment or supervision.Sick leave may also be used for parents ,
including "step parents",parents in law,and grandparents.
Such sick leave shall accrue normally at the rate of eight (8)hours
unless a different amount isforeachcalendarmonthofemployment,
specified in a letter of employment ,and if not used ,shall accumulate
to a maximum total of one thousand forty (1 ,040)hours.
A manager ,who is at the maximum accumulation of 1,040 hours of sick
leave on a one time per year basis ,may elect to trade three (3 )days
of sick leave for one (1)day of vacation ,thereby reducing their
accrual to 1 ,016 hours.
Sick leave pay is available for bona fide illness,injury ,and medical
appointments.Abuse of the sick leave plan is cause for disciplinary
action.
Your supervisor may require a doctor's statement certifying you were
ill while on sick leave.Your supervisor may also request a doctor's
release to return to work after surgery or medical care.
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INDUSTRIAL ACCIDENTS
If you are receiving state industrial insurance due to an injury while
in the employment of the city ,you will receive ,for a period not to
exceed ninety (90)days ,such portion of the salary which ,when added
to the industrial insurance payment ,shall equal an aggregate of 100
percent of the monthly salary.You must endorse the check from the
state to the city to be receipted.The city may ,on a case by case
basis ,with the benefit of a professional medical adviser,require
light duty assignments ,at the city's option ,unless this is precluded
by provisions of the Family and Medical Leave Act .If you refuse such
light duty for which you are qualified ,you will not be entitled to
continued salary payments ,and you may lose your eligibility for
workers'compensation time loss payments.The department head has
responsibility for validation of sick leave.
GROUP HEALTH INSURANCE
Your eligibility for the group hospital and medical insurance health
benefit program will commence the first day of the month following
your date of employment or as provided by the medical policy.
All regular employees who work twenty (20)hours or more per week are
covered by a group hospital and medical insurance health plan ,
have a choice of medical insurance offered by an HMO or preferred
provider.
You
Dependent medical coverage,visual ,dental ,prescription
drugs ,and the employee assistance program are also presently offered
by the city.
Please review your health insurance booklet.In case of any conflict
between this summary or the booklet and the actual insurance plans ,
the actual plans will control.
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All non -represented employees ,as a group ,will receive whichever
group insurance plan is preferred by the group ,chosen from the group
of insurance plans provided in the current city of camas labor
agreements .
LIFE INSURANCE
the amount of which shall be equal toAtermlifeinsurancepolicy,
the nearest ($1 ,000)thousand dollars of the normal yearly salary ,
subject to such maximum limits as may be set by the insurance carrier ,
(presently $50,000.00),will be provided to all regular employees.
JURY AND WITNESS DUTY LEAVE
We recognize the responsibility of every citizen to serve on jury duty
An employee shall bewhensummonedunlessexcusedbythecourt,
granted leave with full pay for any regularly scheduled hours of work
missed because he/she was required to be on jury duty ,
shall endorse any jury fee (excluding mileage and meal allowances)to
the city.You must notify your supervisor as soon as you receive a
summons so that coverage for your absence can be scheduled ,
evidence of jury duty may be requested by your supervisor ,
be expected to report to work during those periods when you have no
court responsibilities.
An employee
Written
You will
BEREAVEMENT LEAVE
The city grants up to three (3)days off with pay to regular employees
suffering a death in the immediate family in order to allow employees
to make arrangements and attend the funeral.An additional two (2)
days shall be allowed as needed but must be charged to the employee's
Additional leave may beotherleavebalances,or taken without pay.
granted by the city administrator for extenuating circumstances and
will be charged to personal leave balances.
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Immediate family includes spouse,son ,daughter,parents ,sister,
brother,grandparents ,grandchildren,or any member of the immediate
This will also include "step"and "in-law"relationships.household.
subject to approval of theBereavementleavemayalsobegranted,
for death in the spouse ’s immediate family.department head ,
Recognizing the need for family support ,up to two (2)days personal
leave shall be allowed to attend the funeral of aunts,uncles,nieces
or nephews of the first generation ,and must be charged to the
employee's vacation or administrative leave balances ,or taken without
pay.
LEAVES OF ABSENCE
We recognize that a special leave of absence is sometimes necessary
due to extenuating circumstances ,such as educational or personal
A leave of absence allows you time away from workcircumstances.
without pay but with the opportunity to maintain continuity of your
A leave of absence is available to employees ,
make your request for leave in writing to your supervisor within a
reasonable period of time before the leave is to be taken,
emergency conditions exist.
employment.You must
unless
Approved leaves up to 30 days may be
granted by the city administrator.If more than 30 days is requested ,
confirmed in writing and signed by the Mayor andleavewillbe
approved by the city council ,
normally exceed a period of ninety (90)days.However,an additional
Leaves of absence without pay will not
ninety (90)days may be granted upon approval of the city council.
In the event of military leave ,the city abides by the provisions of
the State of Washington R.C.W.38.40.060 which stipulates that
employees who are members of the National Guard or Federal Reserve
military units are entitled to be absent from their duties up to
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fifteen (15)calendar days with pay during each calendar year while
engaged in the performance of ordered military duty and while going to
The City also complies with federal law regarding
the right to reinstatement after an extended military tour of duty.
or from such duty.
The city shall administer federal and state laws related to family
leave in accordance with those laws and consistent with city personnel
policies.Under the provisions of the Family Medical Leave Act ,
employees who have worked for the city at least twelve (12)months and
have worked one thousand two hundred fifty (1250)hours over the
previous twelve (12)months are eligible for up to twelve (12)weeks
total of paid or unpaid leave per twelve (12)months period ,for
birth ,adoption,or foster care of a child ,or a serious health
condition of the employee or his/her immediate family.The twelve (12)
weeks is in addition to leave provided for disability related to
pregnancy or childbirth.
The city may require certification from a health care provider for
leave based on a serious health condition.
Employees must provide the city with at least thirty (30)days notice ,
if possible,before taking such leave or notify the city as soon as
practicable.Before going on unpaid leave status for the birth ,
adoption,or foster care of a child or the serious health condition of
the employee 's spouse,parents ,or children requiring in-patient care
an employee is required to use all accruedorcontinuingtreatment,
unused compensatory or personal days and all accrued unused vacation
Before going on unpaid leave status for the serious healthleave.
condition of the employee or the employee's minor child requiring in -
patient or continuing treatment ,an employee is required to use all
accrued unused sick leave ,personal leave,compensatory leave,
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compensatory time off ,and vacation leave.
the city shall maintain the employee 's health
benefits ,including dependent benefits if applicable ,during the FMLA
leave to a maximum of twelve (12)weeks.In the event an employee does
not return to city employment after taking leave under this section ,
the city may recover the cost of any health insurance premiums paid by
the city during the unpaid portion of the leave ,unless the failure to
As required by law,
return to work is due to a continuation of the serious health
condition or other circumstances beyond the employee's control.Upon
return from such leave,the employee will be reinstated to the
employee 's former or equivalent position.
Additionally,the city will adhere to the provisions of the Washington
State Family Care Act.For additional information about family and
or if you think you need to request a leave ,pleasemedicalleaves,
consult the Manager of Human Resources.
DEFERRED COMPENSATION PLAN
The city offers its employees a deferred compensation plan created in
accordance with Internal Revenue Section 457,which allows employees
to defer a portion of their salary from federal income tax until
The deferred compensation is not available tofutureyears.
employees until termination ,retirement ,death or unforeseeable
emergency.
WELLNESS PROGRAM
The City has an active wellness program designed for your good
physical and mental health.You are encouraged to participate in this
voluntary program and the many activities available throughout the
year .
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FITNESS ROOMS
A fitness room is located in the basement of the city hall building
and is available for all city employees to use.The fire and police
buildings also have fitness rooms for the use of employees assigned to
those buildings.Employees must sign a release form prior to using
the fitness areas .Please check with your family physician before
starting any type of exercise program.Refer to the rules and
regulations of the fitness room,which will be given to you during
your orientation.
Employees will receive swim pool passes for their immediate family
members.
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City of Camas
Acknowledgement of Receipt
I certify that I have read and I understand the rules and policies
contained in the City of Camas Non -Represented Handbook,
which has been provided to me.
a copy of
I also understand that the statements
of policy contained in the Non -Represented Handbook are not a contract
and that my employment may be discontinued at any time by the City of
Camas or me,unless I am covered by an individual employment agreement
that provides a different standard.I also understand that the Non -
Represented Handbook presents guidelines that may be changed by the
city,when in its judgement circumstances so require ,
supersedes any prior handbooks or policy manuals issued by the city.
This handbook
DATE:EMPLOYEE SIGNATURE:
PRINT NAME:
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