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ZTITUTE 12/18/86
INTRODUCED BY CONSENT
PROPOSED BY Countv Executive
DATE INTRODUCED November 20,
RESOLUTION NO. 86 -62
A RESOLUTION AMENDING THE PERSONNEL POLICIES
AND PROCEDURES FOR WHATCOM COUNTY EMPLOYEES
WHEREAS, Resolution No 82 -30 established Personnel Policies and
Procedures supplementing the Personnel Ordinance, and
WHEREAS, changes and additions to policies have occurred over the
last six years, and
WHEREAS, new Policies and Procedures have been developed for
Nor -Bell Nursing Home,
NOW THEREFORE, BE IT RESOLVED:
(1) That Whatcom County hereby adopts the Personnel Policies and
Procedures for all County departments subject to the Personnel
Ordinance as set forth in Exhibit A to this Resolution, and,
(2) That Whatcom County hereby adopts the Nor -Bell Policies and
Procedures Manual as set forth in Exhibit B to this Resolution
which provides additional or supplemental policies and procedures
for Nor -Bell employees.
(3) That Resolution No 82 -30 of the County Council of Whatcom
County, Washington, dated May 20, 1982 and all amendments
thereto, are hereby rescinded, and that this Resolution shall
become effective upon the date of signature.
PASSED this 18th day of December , 1986.
WHATCOM COUN COUNCIL
TC M COU SHINGTON
Wald G. se , Chai an
ATTEST:
Clerk of the Cou it
APPROVED AS TO FORM:
Civil Deputy Prosecuting
Attorney.
4(RESPPM)
12 -2 -86
198E
EX__ BIT A
ACKNOWLEDGEMENT OF RECEIPT OF HANDBOOK
I certify that I have received, and agree that I will read, and will
abide by all the rules, regulations, directives and policies contained
in the Whatcom County Employee Handbook of Personnel Polices and
Procedures. I understand that the statements of policy contained in
the Personnel Policies are not a contract nor are they to be
interpreted as a covenant of employment, and, where the terms of the
appropriate union contract do not conflict, they may be changed without
notice as the County deems appropriate.
EMPLOYEE:
Print name:
DATE:
WITNESS: DATE:
21(PERPPA40) 10 -6 -86
WHATCOM COUNTY
PERSONNEL POLICIES AND PROCEDURES
100.0 INTRODUCTION
100.1 AUTHORITY The following policies and procedures are pro-
mulgated under the authority of the Whatcom County
Personnel System Ordinance.
100.2 OBJECTIVE The Personnel Policies and Procedures Manual is
intended to supplement the Personnel Ordinance and
establishes specific policies and procedures for
the personnel management system in order to insure
the achievement of the objectives outlined in
Section 2 of the Ordinance.
100.3 SCOPE AND APPLICATION
A. This Employee Handbook should be retained
throughout the employee's tenure with the
County. It summarizes general statements of
County policy. It is not all inclusive,
however, and for additional information or
interpretation, talk to your immediate super-
visor, or contact the Personnel Department.
This Handbook is not to be construed as a
contract or covenant of employment. The County
may revise this Handbook or its personnel poli-
cies, practices or procedures without prior
notice as it deems necessary, from time to
time. Employees will be kept advised of changes
through notices on bulletin boards, employee
meetings or issuance of revisions to the
Handbook. When written changes are made, add
them to your copy of the Handbook.
B. The Personnel Policies and Procedures Manual
shall govern and affect the personnel admi-
nistration of all employees and departments
within the jurisdiction of Whatcom County
except those exempted by the personnel
ordinance. Employees of Nor -Bell are subject to
policies developed for that institution, but,
in addition, are subject to all but the
following sections of this Manual.
Section Title
105. Pos Lion Classification Plan.
106. Salary Administration
107. Group Insurance
109. Holidays
110. Vacation
111. Breaks
113. Leave of Absence without Pay
21(PERPPA) -1- 8 -26 -86
100.4 DEFINITIONS
C. Collective Bargaining Agreements negotiated
with unions representing employee groups will
complement these Policies and Procedures.
D. Nothing contained in this manual will supersede
the provisions of collective bargaining.
agreements between the County and any labor
organizations.
E. Adoption of these policies does not preclude
individual departments from developing policies
of their own to amplify or expand this manual,
provided that all such policies are reviewed
and approved by the Personnel Director.
ALLOCATION: The assignment of a position to the
proper class.
ANNIVERSARY DATE: The date of assignment to the
employee's current pay range and position or the
date of appointment as a probationary or CETA
employee, whichever is the most recent. Annual step
raises, when authorized, are awarded on the anni-
versary date. An exempt employee's anniversary date
for step raises is always adjusted to January 1st
of the year following employment.
APPOINTING AUTHORITY: County officials who have
the authority to appoint individuals to positions
in the County service.
CETA EMPLOYEE: A person who was originally
employed with the County under the terms of the
federal Comprehensive Employment Training Act. CETA
Employees were temporary employees.
CLASSIFICATION: One or more positions which are
sufficiently alike with respect to duties and
responsibilities to warrant using the same title,
qualification requirement and pay grade.
CLASSIFICATION PLAN: The sum total of all classi-
fications in service.
CONTRACTOR: A contractor is an individual, organi-
zation, or firm which has a contract with the
County. The County may also contract with indepen-
dent licensed professionals, such as an attorney to
accomplish a certain task. Contractors or persons
under contract to the County are,not employees.
They are not subject to the County pay or benefit
program nor do they fall under the provisions of
any collective bargaining agreement nor the
Unrepresented Employee's Salary Resolution.
21(PERPPAl) -2- 5 -27 -86
DEMOTION: The re- assignment of an employee from
one classification to another classification of a
lower pay grade or lower maximum rate of pay.
DEPARTMENT HEAD: A County official with the
designated responsibility for the operation of a
County department or office.
DISCIPLINARY ACTION: The action taken to
discipline an employee ranging from a verbal repri-
mand up to and including discharge.
DISMISSAL: The involuntary termination of an
employee regardless of the reason.
ELECTED OFFICIAL: An elected official is a person
who is elected by vote of the people of the County,
or who has been legally appointed to fill a vacancy
in an elected position in County government.
EMPLOYEE: An individual who has been legally
appointed to a position in a department in Whatcom
County.government. Recent employees will have been
appointed in writing to a temporary position, an
exempt position, or to a probationary position.
Employees are paid through the County payroll
system, and are subject to the Personnel Ordinance,
the respective collective bargaining agreement (if
any), and these policies.
ENTRY LEVEL PAY RATE: The minimum rate in the pay
range prescribed for a class.
EXEMPT OR UN- REPRESENTED EMPLOYEE: An exempt
employee is a County employee who is not repre-
sented by a union. Exempt employees are employees
at will, that is, they may be discharged with or
without cause, with or without notice, at any time.
HIRE DATE: The date at which the present con-
tinuous service as an exempt, a CETA or a proba-
tionary employee began.
JOB SPECIFICATION OR JOB DESCRIPTION: A written
description of a job classification containing the
title of the position, department and location, a
general statement or summary of the purpose of the
position, examples of the typical major duties per-
formed, and minimum qualification requirements.
LAYOFF: The involuntary separation of an employee
because of lack of work, lack of funds, or the abo-
lishment of a position.
21(PERPPA2) -3- 12 -12 -86
PART -TIME OR TEMPORARY EMPLOYEE: A part -time or
temporary employee is one who is exempt from union
membership by the terms of the respective collec-
tive bargaining agreement. Part - time /temporary
employees have not received probationary
appointments nor are they entitled to the employee
benefit package unless the terms of the pertinent
collective bargaining agreement are met.
PAY PLAN: The schedule of pay ranges for all
classified County jobs.
PAY RANGE: The minimum, intermediate, and maximum
rates of pay established for each class of
positions.
PAY RATE: The specific dollar amount established
for each step within a pay range.
POSITION: An aggregate of duties and respon-
sibilities to be performed by an employee. A posi-
tion may be filled or vacant; full -time or
part -time.
PROBATIONARY PERIOD: A preliminary trial period of
employment during which an employee is required to
demonstrate his /her fitness for employment.
Probationary employees may be terminated without
cause during the probationary period. Exempt
employees have no probation period since they are
employees at will. They may be terminated at any
time without cause.
PROMOTION: The assignment of an employee from one
classification to another, with increased responsi-
bility and a higher maximum rate of pay.
RATER: The supervisory official who is required to
conduct performance evaluations for all employees
under his /her immediate supervision.
RECLASSIFICATION: The reassignment of a position
from one classification to a different classifica-
tion to correct an error in the original assignment
or to recognize a significant change in the nature
of duties and responsibilities being performed.
REINSTATEMENT: The action by which an employee
after. leaving County service is reinstated to a
position with pay and fringe benefits comparable to
that which he /she received at the time of his /her
separation or leave, e.g., return from military or
disability leave.
REVIEWING OFFICER: The rater's immediate
supervisor who is required to review each perfor-
mance evaluation before it becomes part of an
employee's permanent record.
21(PERPPA3) -4- 10 -6 -86
SEASONAL APPOINTMENT: An appointment made to a
position which requires the services -of,an incum-
bent only during certain specific periods of the
year. Seasonal employees are temporary employees.
SELECTION DEVICE: Devices used separately or in
combination as appropriate to obtain the best
qualified candidates for vacant positions. Such
devices include work sample and performance tests,
practical written tests, oral examination, rating
of training and experience, etc.
SEPARATION: The removal of an employee from the
payroll for either voluntary or involuntary
reasons, to include dismissal, resignation, layoff,
retirement, or death.
STEP INCREASE: A pay increase of one step granted
to employees on their anniversary date based on a
combination of satisfactory work performance and
length of service in their present position.
TEMPORARY EMPLOYEE: See PART -TIME EMPLOYEE.
TRANSFER: The assignment of an employee from one
position to another in the same or a different
classification with the same pay range.
100.5 RESPONSIBILITY AND AUTHORITY
Proper organization and delegation of authority are
essential to effective and efficient County govern-
ment administration and management. The respon-
sibilities and authorities delineated in this
section are intended to establish a clear
understanding of the role that each segment of
County government must play in order to create a
sound personnel management program.
A. COUNTY COUNCIL: The Council has among other
responsibilities indicated in the Home Rule
Charter and the Whatcom County Code, the repon-
sibility and authority to:
1. Approve the County's budget
2. Approve all Personnel Rules included with
the County personnel system ordinace.
3. Establish and approve system -wide Policies
and Procedures for the efficient operation
of the County's work force.
B. COUNTY EXECUTIVE: The County Executive is
accountable for the overall administration of
the Whatcom County Personnel System. The
County Executive shall hold all subordinate
21(PERPPA4) -5- 10 -3 -86
line management accountable for the performance
of their departments which includes the deli-
very of services and consistent management of
assigned employees.
C. PERSONNEL DIRECTOR: The Personnel Director is
responsible to the County Executive for
carrying out all of the tasks outlined in
Section 101.of this Manual.
D. DEPARTMENT HEADS: Department Heads shall have
the responsibility and authority consistent
with these Policies and Procedures, the
Personnel Ordinance and applicable collective
bargaining agreements to:
1. Administer and comply with the County -wide
Personnel Ordinance, Policies Manual, and
Merit System provisions as they apply to
the management of their departments.
2. Keep employees in their departments
informed of current personnel policies and
procedures.
3.1 Appoint employees to positions within their
respective departments in accordance with
established personnel procedures and
policies.
4.i Develop, as needed, employee training
programs for employees within their respec-
tive departments. .
5. Administer discipline within their respec-
tive departments and delegate such
authority to supervisory personnel as
deemed appropriate.
E. SUPERVISORS: To the extent that superiors
delegate authority to them, and consistent with
these Policies and Procedures, the Personnel
Ordinance, and applicable collective bargaining
agreements, supervisors shall:
1. Interview applicants for positions under
their supervision.
2. Implement personnel policies, rules and
regulations in the units under their
supervision.
3. Administer discipline to employees under
their supervision.
21(PERPPA5) -6- 10 -3 -86
4. Conduct first step grievance hearings.
5. Conduct personnel evaluations.
101.0 PERSONNEL DEPARTMENT
101.1 FUNCTIONS OF THE PERSONNEL DIRECTOR
The Personnel Director shall direct all of the per-
sonnel department's administrative and technical
activities, administer the provisions of the
Personnel ordinance and in addition shall perform
the following duties:
1. Appoint employees to the personnel department
and such other special assistants as.may be
necessary to effectively implement the provi-
sions of the personnel system ordinance.
2. Develop and maintain the classification plan.
3. Develop and administer the compensation plan,
subject to the approval of the County Council.
4. Insure uniformity in the application of
discipline and the processing of employee
grievances by developing standardized proce-
dures for all departments.
5. Maintain and revise, when necessary, the
Personnel Policies and Procedures Manual.
6. Prepare and adopt such forms, reports and pro-
cedures as may be necessary to carry out the
County's personnel programs.
102.0 EQUAL EMPLOYMENT OPPORTUNITY
102.1 POLICY STATEMENT
It is the policy of Whatcom County to provide equal
employment opportunities to all persons without
regard to race, color, religion, age, sex, national
origin, marital status, sensory, mental or physical
handicap, except where such characteristics are a
bona fide occupational qualification, as defined in
the Washington State Law Against Discrimination
(RCW 49.60). This policy is applied to recruit-
ment, selection, promotion, demotion, transfer, lay
off, recall, termination, compensation, benefits
and all other terms and conditions of employment.
102.2 RESPONSIBILITY
A.
21(PERPPA6)
COUNTY EXECUTIVE: The Whatcom County Executive
has the overall responsibility to ensure that
-7-
10 -3 -86
the County's equal employment opportunity
policy is communicated and carried out. The
Executive will periodically review the affir-
mative action program with special emphasis on
the effectiveness, timeliness and completeness
of the program. The Executive will enlist and
require the cooperation and support of all
department heads and supervisory personnel of
the County to meet their personal respon-
sibilities in achieving the County's equal
employment opportunity objectives.
B. EQUAL EMPLOYMENT OPPORTUNITY: The development
and overall implementation of the Affirmative
Action program shall be the responsibility of
the Personnel Director acting as the Equal
Employment Opportunity Coordinator. The
Personnel Director shall have the respon-
sibility of assuring that the County is in
compliance with the current anti - discrimination
laws, rules and regulations.
C. DEPARTMENT HEADS: Department Heads and their
supervisors have the responsibility to imple-
ment County Equal Employment Anti - Discrimination
and Affirmative Action Policies within their
respective departments.
103.0 EMPLOYEE RELATIONS
103.1 UNIONS It is the County's intent to promote and maintain a
positive employer - employee relationship and to com-
ply with the Public Employees Collective Bargaining
Act, RCW 41.56, and related rules and regulations.
103.2 EXEMPT EMPLOYEES
Unless specifically noted, all of the policies and
procedures apply to Exempt employees as well as
union employees. The Unrepresented Employee's
Salary Resolution, passed each year by the County
Council, sets the salary of each exempt position,
and outlines the specific benefits to which exempts
are entitled.
103.3 FORMER CETA EMPLOYEES.
Employees hired under the CETA program were tem-
porary employees. They had no seniority rights.
CETA employees who have been hired as full time
employees begin accruing seniority within the hiring
department as of their probationary appointment
date in the department. However, they accrue vaca-
tion, sick leave and longevity credit based on
their CETA hire date.
21(PERPPA7) -8- 10 -3 -86
104.0 PERSONNEL RECORDS
104.1 PURPOSE The development and maintenance of an effective
personnel transaction procedure and personnel
records management system is essential to a sound
personnel program. The primary purpose of these
systems and procedures shall be to:
A. Establish and maintain clear lines of authority
for the processing of personnel transactions
and management of personnel records.
B. Establish and maintain uniform, easily
accessible, and complete employment records of
all County employees.
C. Establish and maintain clear and efficient pro-
cedures for processing all transactions that
affect each employee.
104.2 RESPONSIBILITY AND AUTHORITY
A. PERSONNEL DIRECTOR: The Personnel Director
shall:
I. Have overall responsibility for
establishing, maintaining, and coordinating
personnel transactions, records management
systems, and procedures for all County
employees.
2. Establish and maintain a central personnel
file to include the transactions, records
and other pertinent legal employment infor-
mation for each County employee.
3. Establish and maintain personnel transac-
tion forms and procedures.
4. Establish and maintain position complement
control records and procedures.
5. Advise and assist department heads on all
County personnel transaction and records
management system policies and procedures.
B. DEPARTMENT HEADS: Department heads shall:
1. Initiate and process personnel transactions
affecting their employees using forms
prescribed by the Personnel Director.
2. Maintain a written record of contacts with
employees in accordance with good personnel
management practices. Appropriate records
shall be forwarded to the personnel direc-
tor for inclusion in the central personnel
file.
21(PERPPAS) -9- 5 -27 -86
C. EMPLOYEES: All employees shall be responsible
for notifying their supervisor of any changes
which affect their personal status.
Employees have the right under state law to
inspect their personnel records, and to receive
copies of the documents in the file. A record
must be maintained by the supervisor of all
such inspections.
105.0 POSITION CLASSIFICATION PLAN
105.1 PURPOSE: The position classification plan provides the
County with standardized titles and common job
language which is critical to the effective admi-
nistration of personnel activities, such as:
A. Human Resource planning and budgeting;
B. Establishing job performance standards;
C. Establishing fair and equitable pay;
D. Developing valid selection and recruitment pay;
E. Developing training programs, and
F. Establishing appropriate career lines.
Under the position classification plan, all County
positions covered under the personnel system ordi-
nance shall be grouped, divided, and graded into
designated classifications having distinctive
titles, based upon the type of service and the
character of work per�ormed, the qualifications
required, the duties and functions involved, the
responsibility assigned and the supervision
received. In this regard, the following prin-
ciples shall apply:
A. The classification shall be made on the basis
of all the positions taken as a whole, and not
on a department basis, so that similar posi-
tions in different departments shall be
included in the same classifications; provided
however that this provision shall not apply to
those positions involving functions, duties or
responsibilities which are substantially unique
to a particular department.
B. Each classification shall consist of one or
more positions sufficiently similar with
respect to duties and responsibilities so that
job titles and minimum qualifications for each
classification will be substantially the same.
21(PERPPA9) -10- 5 -27 -86
C. Two or more classifications performing the same
or substantially similar work, but differing as
to the duties, responsibilities and super -
visition involved, shall be arranged and graded
similarly and in the established line of
promotion.
105.2 ALLOCATION OF POSITIONS
The personnel director shall analyze and evaluate
the duties, repsonsibilities and qualifications
required of each position in the classified service
and then allocate each position to the appropriate
class.
105.3 POSITION DESCRIPTIONS
Written position descriptions shall be prepared and
maintained for each position in the classification
plan. The descriptions shall include a title,
department, a summary of the position purpose,
examples of the major duties or tasks performed in
the position, and the statement of the desired or
requisite qualifications for the particular posi-
tion. Special requirements, where appropriate,
such as licensing or certification, shall also be
included. Qualifications for a position must be
reasonably related to the ability to perform the
job in question.
105.4 RECLASSIFICATION
A. Request for reclassification - Department Head:
Whenever it becomes necessary to make a per-
manent and /or substantial change in the duties
or responsibilities of a position, the depart-
ment head shall submit to the Personnel
Director a written report of the facts and the
proposed change.
B. Requests for reclassification: Whenever an
employee believes that his /her position is
improperly classified, the employee (or the
employee's bargaining representative) may sub-
mit a written request for reclassification to
the Personnel Director. The request must
include the pertinent facts involved, the
reasons for the request, and a definition of
the duties actually and currently being per-
formed. The request may be submitted through
either the department head or the.employee's
bargaining representative.
21(PERPPAI0) -11 - 10 -3 -86
C. Investiqation of reclassification request:
Requests for reclassifications shall be investi-
gated by the personnel director. If the job is
improperlv.classified, or the duties and
responsibilities of the position are no longer
within the scone of the existing position, the
Personnel director, with the approval of the
department head, shall forward his /her recommen-
dation for placement to the Countv Executive
for final approval or disapproval. If it is
determined that the position is prouerly
classified, the position will remain at its
current level. Except under extraordinary cir-
cumstances, reclassifications become effective
on January 1st, of the coming vear.
In order to iustifv a reclassification the
position must have had a significant chance in
duties and responsibilities since the position
was oriqinallv classified.
D. Maintenance of the classification plan: The
Personnel Director shall periodically review
the entire classification plan or anv part
thereof at his /her own initiative or at the
reouest of a department head, emolovee or other.
interested party. The Purpose of such review
shall be:
1. to ascertain whether or not the plan
accurately reflects existing alignment of
job classifications;
2. to determine the accuracy of class specifi-
cations, and
3. to assure that positions are properly
classified. As arjorooriate, the Personnel
Director shall take whatever action he /she
deems appropriate to amend and update the
classification plan.
106.0 SALARY ADMINISTRATION
106.1 THE PAY PLAN
The pav plan shall include the schedule of pav
ranges, consistinq of minimum, intermediate, and
maximum rates of pav for all classes of position
emploved the Countv. The objectives of the pav
Plan shall be to:
A. Provide an appropriate salary structure to
recruit and retain competent emplovees.
B. Provide appropriate pav incentives for hiqh
emolovee productivity.
21(PERPPA11) -12- 11 -3 -86
106.2
106.3
106.4
106.5
STANDARDS FOR DEVELOPMENT OF THE PAY PLAN
The pay plan shall be directly linked to the
classification plan and shall be based on the prin-
ciple of equal pay for equal or similar work. Pay
ranges within the pay plan shall be determined with
due regard to such factors as:
A. Uniformity of pay for each class;
B. The relative difficulty and responsibility of
work;
C. The recruiting experience of the County;
D. The prevailing rates of pay in both public
service and private industry;
E. Cost of living factors;
F. The financial policies and circumstances of the
County;
G. Other pertinent economic considerations.
ADOPTION OF THE PAY PLAN
The Personnel Director, subject to the approval of
the County Executive and the County Council, shall
be responsible for the development and maintenance
of the pay plan. The plan shall be submitted to
the County Council for adoption by resolution.
ADMINISTRATION AND AMENDMENTS
The Personnel Director shall be responsible for
administrating the pay plan. He /she shall insure
that the plan is kept current through periodic
reviews and comparative studies of pertinent fac-
tors affecting levels of pay. When appropriate,
the Personnel Director shall recommend to the
County Executive necessary amendments to the pay
plan.
ENTRY LEVEL PAY RATE
The entry level pay rate shall normally be the Step
to which a new employee is assigned. A department
head may, with the prior approval of the County
Executive make an appointment above the entry level
Step. Approval of appointments above the entry
level pay rate shall be granted only when there are
no available or acceptable candidates at the entry
level rate or in recognition of qualifications
which clearly exceed the minimum requirements for
the position. In no instance will an appointment
be made above the minimum where equally qualified
County employees earn less or where equally
21(PERPPAI2) -13- 10 -3 -86
106.6
qualified applicants are available at that starting
rate. Under no circumstances will an employee
receive an entrance pay rate below the minimum rate
prescribed for the classification to which
appointed.
STEP INCREASES
A. Union Employees.
1. Inside, Public Works, Parks, and Juvenile
Contracts.
An employee shall be eligible for the first step
increase upon completion of the probationary
period,,provided the employee did not begin
employment above the entry step. The employee will
then be eligible for a step increase on his /her
anniversary date, and annually thereafter.
Advancement to steps 1,2, and 3 shall be made on an
automatic basis if the probation period is success-
fully completed. Advancements to steps 4,5,6,and 7
shall not be granted automatically but will be
based on satisfactory work performance in addition
to length of service in a .classification. The
performance.of the employee shall be evaluated by
his or her supervisor at least forty -five days
prior to the decision for each pay step increment.
The employee must have an overall evaluation of
"satisfactory" or higher for the in -grade increment
to be granted. Normally, no more than one pay
increment may be granted to an employee during any
twelve month (12) period unless the employee is
promoted to a higher classification.
2. Sheriff's Deputy and Corrections Officer
and Support Staff Contracts.
The first two steps for Deputies and Corrections
Officers in these Pay Schedules are six months
each. All other steps in the Pay Schedule are
annual.
Should an employee receive a promotion, the
employee's anniversary date for pay purposes shall
be changed to the effective date of the promotion.
3. Nor -Bell.
Employees receive their first step increase upon
completion of their ninety (90) day probation
period, and annually thereafter.
4. Ferry.
The Ferry contract does not provide step raises.
21(PERPPAI3) -14- 10 -3 -86
106.7
106.8
B. Exempt Employees. Exempt employees shall be
granted step increases in accordance with the
schedule in the Unrepresented Employees Salary
Resolution.
PART -TIME AND INTERMITTENT EMPLOYMENT
Part -time and temporary employees shall be com-
pensated on an hourly basis equivalent to the
entry level hourly rate established for the
classification in which they work. They are not
eligible for step increases regardless of length of
service. Such employees are not eligible for bene-
fits unless they meet the minimum requirements of
the respective union agreement or an RCW which
applies.
Seasonal employees working in non - classified posi-
tions may be paid at rates established by the
employing department, after a rate review by the
Personnel Director.
PAY RATE.ADJUSTMENT
The following personnel actions shall affect the
pay status of an employee in the manner described:
A. TRANSFERS: When an employee is transferred
from one position to another within the same pay
range, the employee shall continue to receive
the same pay step and shall maintain the same
anniversary date.
B. PROMOTIONS: When an employee covered by a
union contract is promoted, from one class to
another having a higher pay range, that
employee shall receive an increase based on the
terms of the particular union contract. Exempt
employees shall follow the rule established in
the "Inside" contract.
When a union employee is promoted to an exempt
position, the calculation of the new salary is
based on the "Inside" contract. If the employee
is currently paid longevity, the longevity
amount is added to the base salary before the
calculation is made.
When a Nor -Bell employee is promoted, they move
to the next higher wage which is above their
present wage in the new pay range.
C. DEMOTION: When an employee is demoted for
cause from one class to another having a lower
pay range, the individual shall be placed in a
step within the lower range which provides at
21(PERPPAI4) -15- 10 -6 -86
106.9 OVERTIME
least a 3% reduction in pay. When an employee
is.demoted for administrative purposes through
no fault of the employee, the employee shall be
paid the top step in the lower pay range, if
their pay is greater than the top step, or
the nearest pay step to their current rate of
pay, rounded down, whichever is appropriate.
D. REINSTATEMENT AFTER LAY -OFF: Seniority rights
to reinstatement are exclusive to departments
covered by the particular contract. For
example, employees covered by the "Parks"
contract have no right to a vacancy in an
"Inside" contract department.
When an employee who has been laid -off from the
Public Works, or Parks.Department is reinstated
within a twelve month period, they retain their
seniority, any sick leave which was not paid
off, and vacation accrual at the rate dictated
by their seniority. Inside Contract employees
who are reinstated to a position in their ori-
ginal department within the twelve month period
guaranteed by the contract, or to a different
department within the six month period
guaranteed by the contract, have the same
benefit.
Reinstated employees will be paid at the salary
level which has been budgeted for the position
to which they are hired, unless their salary
before lay off is less than the amount
budgeted. In that event, if the new position is
in the same pay Range, they will be paid at
the rate they earned when they left County
employment. If the position is in a different
Range, they will be paid at the next highest
step above their former step. If they retain
their seniority rights, step raises are awarded
on their original anniversary date. If the
respective twelve or six month period has been
exceeded, seniority rights expire, and the
former employee begins employment anew at the
entry level pay step.
A. Employees, other than those exempt from the Fair
Labor Standard's Act, (FLSA) will be paid over-
time in accordance with the provisions of their
respective collective bargaining agreements.
Employees not exempt from FLSA, but exempt from
union membership are entitled to compensatory
time off (maximum of 240 hours) at time and one
half for all overtime hours worked.
B. Employees shall not work overtime without
departmental authorization.
21(PERPPAI5) -16- 12 -8 -86
C. Overtime for exempt employees is authorized
only under conditions outlined in the
Unrepresented Employees Salary Resolution.
D. Calculation of the "regular rate of pay" will
comply with Fair Labor Standard's Act
Regulations.
106.10 CALL BACK PAY
Employees other than exempt employees shall receive
call back pay when they are requested to return to
work on a week -end, or after completing a regular
working day and having left work for the day in
accordance with provisions of their respective
collective bargaining agreements.
In those contracts with call back provisions, the
overtime rate of the calendar day on which the time
is worked is paid. For example if a call out is
made at 10:00PM on Saturday and work continues
after midnight the Saturday rate is paid for the
hours worked on Saturday; the Sunday rate is paid
for hours worked on Sunday.
If call out overtime is worked prior to the
beginning of a shift, and extends into regular
shift hours, the rate paid changes to straight
time. All work performed during normal shift hours
is paid at straight time.
Once an individual is called out and paid a
guaranteed number of hours at overtime, the indivi-
dual is considered on duty for that period of time,
even though the work may be finished and s /he
returns home. If the guarantee was four hours at
overtime, a second call out within four hours of
the original call out does not warrant a second
four hour guarantee. A second call out after the
four hours has elapsed, would begin a second period.
106.11 UNEMPLOYMENT COMPENSATION
The County shall provide unemployment compensation
for employees who may be laid off. Washington
State laws and Employment Security Department Rules
and Regulations regarding unemployment compensation
shall be observed by the County.
Unemployment claims are processed and paid through
the Personnel Department. All correspondence con-
cerning unemployment including the "Notice to
Employer" is to be forwarded to the Personnel
Department, and not, submitted directly to
the Washington State Employment Security Department.
21(PERPPAI6) -17- 8 -26 -86
106.12 WORKING OUT OF CLASSIFICATION
With regard to those Teamsters contracts which con-
tain an Section on "Working out of Classification ",
an employee is entitled to pay in the higher
classification if the employee is assigned by the
supervisor to perform the duties of the higher paid
employee. Such assignments should be made in
writing.
107.0 GROUP INSURANCE
107.1 ELIGIBILITY
107.2 COVERAGE
All employees meeting the requirements of their
respective collective bargaining agreement or the
Unrepresented Employees Salary Resolution shall be
eligible for insurance benefits in accordance with
the terms of the respective carrier contract with
the County.
The County shall provide benefit coverage for
employees in accordance with the terms of their
respective collective bargaining agreement.
108.0 SICK LEAVE
108.1 GENERAL Cumulative sick leave with pay shall be provided to
eligible County employees in accordance with the
provisions of their respective collective
bargaining agreement. In general, one day of sick
leave is accrued each month even if an employee has
accrued the maximum sick leave permitted under a
union contract. In such a case, the County's
policy is first in, first out; that is, sick leave
accrued ten years ago is the first used or lost if
the individual loses time because of illness, or if
an additional day is accrued after a month of no
time loss.
Upon request, an employee shall provide the County
with proof of incapacitating illness.
108.2 SICK LEAVE DEDUCTIONS
There shall be full deductions from any sick leave
accumulation for all absences from work on account
of doctor, or dentist appointments, illness or
disability, exclusive of any illness or disability
covered by state industrial insurance. Whenever
any earned sick leave is used by an employee, the
number of working hours used rounded to the nearest•
quarter hour, shall be deducted from his /her total
accumulated sick leave. The employee shall accrue
sick leave credit at the prescribed rate up to the
maximum amount authorized by the terms of their
respective collective bargaining agreement. in_Z_Ag
109.0 HOLIDAYS
109.1
109.2
110.0
110.1
Because exempt employees are able to cash out
unused sick leave under the terms of the
Unrepresented Employee's Salary Resolution, it is
necessary to keep track of sick leave used by
exempt employees. Therefore, when an employee
exempt from the Fair Labor Standards Act is ill, a
deduction will still be made from the sick leave
bank, even though they are salaried employees.
GENERAL Employees shall be paid for holidays in accordance
with the provisions of their respective collective
bargaining agreement.
WEEKEND HOLIDAYS
VACATION
If a holiday falls on a Sunday, the following
Monday shall be observed as a holiday. If a holi-
day falls on a Saturday, the preceding Friday shall
be observed as a holiday.
Vacations shall be granted to all full -time
employees in accordance with the provisions of
their respective collective bargaining agreement.
VACATION SCHEDULING
Employees are responsible for knowing their vacation
standing. Seniority shall be the determining cri-
teria for vacation schedule priority. Each
employee may select the vacation dates desired from
the departmental vacation chart. If more than one
employee signs up for the same vacation period, the
employee with the most seniority shall have
priority. Normally, only two weeks' vacation time .
will be given priority on the initial sign -up.
Vacation time in excess of two weeks will be
allotted after everyone has chosen dates for the
one or two week vacation to which they are
entitled. This policy may be modified by the
department head if circumstances warrant it. Those
failing to sign up within the scheduled time
period will lose their vacation priority, provided
they have received prior notification of the
deadline. Each vacation request must be approved by.
the department head and the County reserves the
right at all times to restrict the taking of vaca-
tions during peak workload periods, or to determine
the number of employees that may be on vacation at
one time in a single department. Departments may
specify vacation scheduling deadlines.
21(PERPPA18) -19- 10 -3 -86
X10.2 NEW EMPLOYEES
New employees covered under Teamster contracts
shall be eligible for their first vacation January
1st of the year following their employment date on
the basis of one day for each month of service
during the previous year, to a maximum of ten (10)
days. This period constitutes the 1st employment
year even if it consists of only one month.
Thereafter, vacation accrual will be on a calendar
year basis. For the purpose of this section, the
employment year in the Treasurer's Department shall
be June 1st to June lst. During the first three
employment years, vacation shall accrue at the rate
of one day each month to a maximum of ten, eleven,
or twelve days, respectively.
110.3 PRO RATED VACATIONS
When an employee eligible under the collective
bargaining agreement terminates or is terminated,
he /she shall be paid for any unused vacation accrued
including vacation accrued from January lst to date
of severance of employment,. Employees of the
Treasurer's Department shall use June lst to date
of severance of employment in calculating final
accrual.
111.0 BREAKS Union Employees shall be allowed a rest period of
fifteen (15) minute for each four (4) hours of
working time. Rest periods shall be scheduled as
near as possible to the mid -point of the work
period. No employee shall be required to work more
than three hours without a rest period.
A lunch break of at least thirty (30) minutes but
not more than sixty (60) minutes shall be allowed
which commences no less than two hours nor more
than five hours from the beginning of the shift.
112.0 PAID LEAVES OF ABSENCE
112.1 JURY SERVICE
The department head shall be informed promptly when
a staff member receives a letter requesting his /her
appearance for jury selection or to serve as a
juror. Written evidence of selection for jury duty
may be requested by the department head. While
serving on the jury, the employee shall receive the
difference between his /her actual salary and the
jury duty pay. If an employee reports for jury
duty and is dismissed early in the day, the
employee shall, if possible, return to work for the
remainder of the calendar day and continue his /her
normal work schedule.
21(PERPPAI9) -20- 10 -6 -86
112.2 MILITARY LEAVE
The County shall observe the State Statute
regarding military leave which states the following:
Every officer and employee of the state or of.any
county, city, or other political subdivision
thereof who is a member of the Washington National
Guard or of the Army, Navy, Air Force, Coast Guard,
or Marine Corps Reserve of the United States, or of
any organized reserve or armed forces of the United
States shall be entitled to and shall be granted
military leave of absence from such employment for
a period not exceeding fifteen days during each
calendar year. Such leave shall be granted in
order that the person may take part in active
training duty in such manner and at such time as he
may be ordered to active training duty. Such mili-
tary leave of absence shall be in addition to any
vacation or sick leave to which the officer or
employee might otherwise be entitled, and shall not
involve any loss of efficiency rating, privileges,
or pay. During the period of military leave, the
officer or employee shall receive from the state,
or the county, city or other political subdivision,
his /her normal pay. (RCW 38.40.060).
112.3 BEREAVEMENT LEAVE
If an employee suffers a death in the immediate
family, the employee shall be allowed bereavement
leave in accordance with the provisions of his /her
respective collective bargaining agreement.
112.4 ABSENCE DUE TO ADVERSE WEATHER OR EMERGENCIES
Absence from work due to an employee's inability to
report for scheduled work because of severe incle-
ment weather, conditions caused by severe inclement
weather or other unusual emergency conditions shall
be charged to the following in the order listed:
a. Any earned compensatory time,
b. Any accrued vaction leave,
c. Accrued sick leave up to a maximum of three
days in a calendar year,
.d. Leave without pay.
Although the types of paid .leave shall be used in
the alphabetical order listed above, and each type
of paid time off shall be exhausted before the next
is used, employees shall be permitted to use leave
without pay rather than paid time off at their
request.
Tardiness due to an employee's inability to report
for scheduled work because of severe inclement
weather, conditions caused by severe inclement
weather, or other emergency will be allowed up to
one hour at the beginning of the work day.
?1 �rrra�r�n�n) 10 -3 -86
-21-
A
Tardiness in excess of one hour shall be charged as
provided above.
113.0 LEAVE OF ABSENCE WITHOUT PAY
113.1 NON - DISABILITY LEAVE
On rare occasions, leave of absence without pay may
be granted an employee. Requests for such leave
must be made in writing and be approved by the
department head in question with the period of
leave being specified and approved in writing.
Leaves of absence without pay for periods of five
or less work days may be granted by the Department
Head. Requests for longer periods of time will be
forwarded to the County Executive for final appro-
val. Leave of absence without pay may be granted
with the actual time period contingent upon the
reason for the leave, the needs of the department,
the needs of the employee, the past performance of
the employee, the availability of a temporary
replacement, and other pertinent facts. Except as
otherwise provided in a collective bargaining
agreement, leaves of absence will not be granted
for periods longer than eight -nine (89) calendar
days. Leave of absence without pay must be
requested at least two weeks prior to the date the
leave is to begin to allow time to process the
request and to find a replacement, if that is
necessary. Leave without pay will not be considered
until after the employee has used or scheduled all
compensatory time, vacation, or other paid holiday
time which has been accrued.
113.2 DISABILITY LEAVE
Disability leave without pay may be granted a non -
work related ill or injured employee for periods
not to exceed eighty --nine (89) calendar days.
Leave without pay will not be considered until
after the employee has used all sick, compensatory,
vacation, and holiday time which has been accrued.
Approval of a request for Disability Leave is sub-
ject to the conditions outlined in 113.0 above, and
upon the expectation that the employee-will return
to work within the allotted time period. An esti-
mate from the doctor of the length of time the
employee is expected to be off work may be
requested prior to approval. Benefit premium
coverage is not provided the employee by the County
during leave without pay unless such coverage is
provided for in either a collective bargaining
agreement or the terms of the benefit coverage.
Depending upon the terms of the contract, self
payment for coverage may be an option.
21(PERPPA21) -22- 10 -6 -86
Employees returning from disability leave within
the allotted period will be reinstated to their
original iob or to a position of like status and
pay without loss of service credit or "seniority
rights. Vacation and sick leave are not accrued
during A period of leave without pay, but accrual
will begin again upon return to employment. Failure
to return to work on or before the end of the leave
period will result in termination of employment.
113.3 MATERNITY LEAVE
114.0 WORK RULES
The County's policy concerning maternity leave is
in compliance with the pregnancv and disability
amendment to Title VII of the Civil Rights Act of
1964, which qenerallv provides that maternity leave
be treated as a temporary disability.
There is no fixed time when an employee must stop
work. That determination is made on advice of her
doctor. The policy qoverninq disability leave set
out above in this section applies to maternity
leave. Sick leave, compensatory time, vacation time,
and accrued holiday time is to be used before leave
without oav is qranted.
There is no fixed time for an employee to return to
work, again that is a determination to be made on
advice of her doctor. However, sick leave may only
be used while the employee is unfit to return to
work due to illness, pregnancv and /or delivery.
Once the doctor authorizes a return to work,
(Usually about six weeks) use of sick leave is no
lonqer authorized.
The orderly and efficient operation of the Countv
government requires that certain work rules be
established. Work rules covering personal stan-
dards of conduct as well as standard operatioq Pro-
cedures are necessary to protect the health and
safety of all employees, maintain uninterrupted
service, and to protect the County's qoodwill and
Property. The following work rules shall be appli-
cable to all County emplovees. These rules are not
intended to be all inclusive and the County shall,
when it deems appropriate, modify or establish dif-
ferent rules to insure the effective operation of
the'County qovernment.
A. Employees must be at their designated work area
on time and ready to work. Employees shall
remain at their work area, at work, until the
scheduled auittinq time unless permission to
leave is granted by their supervisor.
1) Non -union emplovee's schedules and work hours
may vary dependinq upon department
requirements.
21(PERPPA2IA) -22A- 11 -3 -86
B. Where the operations are continuous, an
employee shall not leave his /her post until
replaced by the next shift employee or until
he /she is relieved by his /her supervisor. The
employee must notify the supervisor that over-
time may be necessary no later than 30 minutes
before the next shift commences when a need for
overtime is anticipated.
C. Employees shall follow all safety regulations to
include the wearing of safety articles and the
using of protective equipment. Employees shall
immediately report accidents or injury to their
supervisor.
It is the state law and the policy of the County
that seat belts be worn by all drivers and
passengers riding in County vehicles. Only
County employees shall operate County vehicles.
D. Employees shall be responsible for and shall
not misuse County property, records, or other
materials in their care, custody and control.
County property, records or other materials
shall not be removed from County premises
without written permission or under the direc-
tion of a manager or official who has the
responsibility for the items. Property,
records and other materials which are needed to
perform work off the premises must be returned.
Theft of County property is grounds for
dismissal.
E. Employees shall avoid littering work areas.
F. Employees shall deal with the public, their
supervisors, and their fellow employees in a
courteous and professional manner.
G. An employee shall immediately report to his /her
supervisor his /her inability to report to work
and the reason therefore. Notification should
be made prior to the beginning of the work
period and as early as is practical so the
employer can schedule around the absence.
H. Employees shall not park in designated prohi-
bited areas.
I. Employees shall notify their supervisor when-
ever there is a change in personal data which
relates to their job benefit package or other
work related particular.
J. Employees shall not restrict or interrupt work,
or interfere with the work of others.
21(PERPPA22) -23- 10 -3 -86
K. Employees shall report for and remain at work.
only in a physical condition that enables them
to perform the full range of their
responsibility.
Employees shall report for work dressed in
clothing which is appropriate for their job
assignment.
L. Employees shall not neglect their duties and
responsibilities, or refuse to perform assigned
work, or to comply with a lawful directive.
M. Employees shall not engage in immoral conduct,
fight, engage in horseplay, gamble or use abu-
sive language while on duty or on County
premises.
N. Employees shall not use County telephones for
personal calls, or conduct personal business
during working hours on County premises.
O. Employees shall not post notices on the County
premises without prior approval from the
appropriate authority.
P. Employees shall not possess or use intoxicating
beverages or illegal drugs during the work day,
1) Employees shall not possess or use intoxicating
beverages or illegal drugs on County premises.
2) Employees who report for work, or who are
discovered.to have the odor of intoxicants on
their breath while at work may be subject to
the full range of disciplinary action.
3) Employees shall not possess or use firearms or
other weapons on County premises unless such
possession or use is necessary to the perfor-
mance of their duties.
Q. Employees shall not falsify records, reports or
claims of illness or injury.
R. Employees shall not engage in activities during
working hours that are harmful to other County
employees or which inhibits their effectiveness
on the job.
S. Employees shall follow all work orders and
instructions unless they violate a rule or
regulation or impose health or safety hazards.
Willful disobedience of a lawful order is an
offense which is grounds for dismissal.
21(PERPPA23) -24- 10 -3 -86
T. Absence from work other than on authorized
leave shall be treated as leave without pay,
and may be grounds for disciplinary action.
Unauthorized absence from duty may result in
separation from service.
U. Conviction of a crime related to the cir-
cumstances of employment may constitute grounds
for disciplinary action pursuant to WAC
162 -16 -060. Evidence of probable cause which
results in a formal charge against any employee
for a crime which is related to the job, shall
constitute sufficient grounds for suspension
without pay, and /or dismissal.
V. Sexual harassment of another person by a County
employee within the scope of employment will
not be tolerated, and, depending upon the
seriousness of the offence, may be grounds
for dismissal. (See Resolution 83 -10 - defining
County Policy on Sexual Harassment, included in
this Manual.)
W. Employees who have knowledge of wrongdoing or
illegal activity which has an effect on County
operations or property have a duty to com-
municate this information to their supervisor.
X. Supervisors shall not be assigned direct super-
visory responsibility over other close family
members. Close family members are defined as
husband, wife, or mother, father, sister,
brother or grandchildren of either spouse.
114.1 DISCIPLINARY ACTION
Employees who violate any of the work rules set
forth in Section 114.0 shall be subject to
disciplinary action up to and including discharge.
114.2 ADMINISTRATION OF WORK RULES
The Personnel Director shall be responsible for the
overall administration of the work rules to include
recommending revisions, deletions, or adoption of
new rules. He /she shall also be responsible for
advising department heads on the proper implemen-
tation of work rules.
21(PERPPA24) -25- 10 -3 -86
115.0 GRIEVANCES
Any employee having a problem or grievance
regarding his or her employment shall first discuss
the problem with his /her immediate supervisor. If
the problem is not solved to the employee's satis-
faction, the employee has the right to discuss the
problem with the next level of supervision, and so
on, in an effort to resolve the problem within the
department.
A. Union employees.
If the problem cannot be solved within department
channels, the employee has the right to file a
grievance with his or her union representative
about the matter.
B. Exempt employees.
Exempt employees who are unable to resolve problems
concerning employment within their departments, may
appeal their case to the County Executive for final
resolution. The County Executive may at his /her
discretion refer the matter to an impartial three
person panel (which normally will include the
Personnel Director and two others appointed by the
Executive) for investigation and recommendation.
115.1 DEFINITION OF A GRIEVANCE
A grievance, for the purpose of this document, is a
complaint regarding any dispute or controversy
which might arise as to the interpretation or
application of a collective bargaining agreement;
alleged poor working conditions; unjust application
of discipline; or unfair application, interpreta-
tion, or violation of rules, policies and proce-
dures of the County, or of.the department for which
the employee works. Grievances involving union
employees covered by a collective bargaining
agreement will be handled in accordance with the
terms of that agreement.
21(PERPPA25) -26- 10 -3 -86
115.2 COUNTY POLICY
It is the policy of Whatcom County to treat all
employees equitably and fairly in matters affecting
their employment. Each employee of the County will
be provided ample opportunity to understand and
resolve matters affecting his /her employment which
the employee believes are unjust. Any employee
having the right to file a grievance may do so
without fear of reprisal. Employees are encouraged
to resolve their employment problems through the
channels described above before going outside the
system. Nothing in this section shall be deemed to
abrogate any legal means of redress to the courts.
115.3 PERSONNEL DIRECTOR
The Personnel Director shall be advised of all
grievances which:
A. cannot be resolved at the first line super-
visor's level or
B. have been referred to the Union, as soon as the
department learns of this action.
The purpose of this notification is to insure that
issues which may affect more than one department
are handled in a uniform manner, and that the reso-
lution of a problem does not conflict with any law,
regulation, policy or the provisions of a collec-
tive bargaining agreement.
116.0 DISCIPLINARY PROCEDURES - GENERAL
The purpose of disciplinary action is to rehabili-
tate an employee who is not performing satisfac-
torily. The selection and training process is very
expensive and it is to the advantage of both the
County and the employee to correct behavior
before serious problems develop. Most incidents
can be resolved by bringing the problem to the
employee's attention, but in some cases, stronger
sanctions become necessary. This section outlines
the process to be taken in dealing with these more
serious infractions.
Formal disciplinary action will normally take the
form of:
21(PERPPA26) -27- 10 -3 -86
A. a letter of reprimand,
B. a suspension with or without pay,
C. a demotion, or
D. termination of employment.
The choice of which sanction to impose depends
largely on the seriousness of the violation,
although in the case of an employee who continually
violates work rules, imposition of more serious
sanctions for second or third infractions may
become necessary.
116.1 INVESTIGATION OF THE INCIDENT
When an incident occurs which appears to call for
formal disciplinary action, the department head
shall be notified immediately. In serious cases,
where a suspension or termination is likely,
department heads, or their authorized subordinate,
may immediately suspend an employee, with pay,
while the matter is being investigated.
The Personnel Director and Civil Deputy Prosecutor
shall be consulted as soon as possible in all
suspension or termination cases before any action
(other than immediate suspension) is taken with
regard to the incident.
Inquiries shall be made to determine who witnessed
the incident, what physical evidence is available,
if any, and what the facts surrounding the incident
are. If the incident is of a criminal nature, the
police or the sheriff's office should be notified
immediately.
Once sufficient information has been gathered, pre-
ferably in writing, the employee must be confronted
and asked for his or her explanation. Employees
should be advised that they have a duty to the
employer to tell the truth concerning the incident,
and that lying about a work related violation may,
in itself, be cause for dismissal. This meeting
is investigatory only, and must not result in
disciplinary action being taken immediately.
116.2 LETTER OF REPRIMAND
After an investigation of the incident, the
employee's explanation and an evaluation of the
facts, have been made by the department head, the
department head may decide that a letter of repri-
mand is an appropriate disciplinary action to be
taken. Personnel and the Chief Civil Deputy
shall be consulted prior to serving the letter on
the employee.
21(PERPPA27) -28-
8 -27 -86
The letter of reprimand should summarize the viola-
tion briefly, advise the individual that their
behavior is not acceptable and will not be
tolerated in the future. Depending upon the cir-
cumstances, the individual may be advised that
future incidents may result in a suspension or
termination.
The original letter shall be given to the indivi-
dual, a copy sent to the Personnel Department to be
placed in the individuals personnel .file, and at
least one copy retained by the department. If the
employee is represented by a union, a copy of the
letter shall be forwarded to the union. The letter
shall be signed by the employee indicating only
that he /she has received it.
116.3 SUSPENSION /TERMINATION - GENERAL
In the event the department head believes that a
suspension or a termination should be imposed for
the violation, the Personnel Director and Civil
Deputy Prosecutor shall be consulted prior to any
notification to the employee. A "reasonable
period" of disciplinary suspension shall be deter-
mined on a case -by -case basis by the department
head. The following factors shall be taken into
consideration when the length of suspension is
being determined:
A. The particular cause or reason for the
suspension;
B. Prior conduct and service record of the
employee;
C. The necessity and purpose of the suspension and
the desired objectives to be attained by such
discipline;
D. The best interests of the County and its
personnel;
E. All other factors which may be pertinent in the
particular case.
These same factors shall be examined when con-
sidering the termination of an individual.
116.4 SUSPENSION /TERMINATION - NOTICE
A. The termination or disciplinary suspension
without pay of an employee by a department head
shall be accomplished only:
21(PERPPA28) -29- 10 -3 -86
116.5 DEMOTION.
1. By serving upon such employee, either per-
sonally or by mail, a copy of the written
notice of such suspension or termination.
2. Filing such notice, together with evidence
of such service, with the Personnel
Director.
B. A notice of disciplinary suspension or ter-
mination shall be in a form prescribed by the
Personnel Department and the Prosecutor's
office, shall be dated and signed by the
department head and shall set forth:
1. the name, classification, department, rank,
and status of the employee;
2. the time and duration of any suspension;
3. the reason or reasons for a suspension or
termination.
C. A copy of the notice of suspension or ter-
mination shall be forwarded to the union which
represents the employee.
D. The dates of any suspension or termination
shall be set at least three working days later
than the notice of suspension so that the
employee and the union have an opportunity to
review the notice and, at their option, file a
grievance under their respective collective
bargaining agreement.
E. The dates of the suspension may be set to mini-
mize its effect on departmental operations.
F. Subparagraph D. above does not preclude
relieving an employee of duties immediately
because of the emergency nature of the
violation. In the event of an emergency suspen-
sion of duty, the Personnel Director, and the
union must be notified as quickly as is
reasonably possible.
A. Demotion may be called for under certain cir-
cumstances, primarily where a person in a posi-
tion of authority has abused that authority or
committed a serious violation of some sort
related to the authority of the position.
21(PERPPA29) ' -30- 8 -27 -86
As with other forms of disciplinary action, the
Personnel Director and the Prosecutor's Office
shall be consulted on the proposed action prior
to serving any notice on the employee. Notice
of Demotion is given in the same manner as for
a suspension or termination.
B. A copy of the notice of demotion shall be for-
warded to the union which represents the
employee.
C. The effective date of the demotion should be
set at least three working days later than the
notice date, so that the employee and the union
have a opportunity to review the notice and at
their option, file a grievance under their
respective collective bargaining agreement.
D. The delay in implementation of the demotion .
contained in the notice does not preclude the
department head relieving the individual of the
duties of the position immediately.
E. In the case of a demotion, the pay of the indi-
vidual drops to the lower Range on the effective
date of demotion.
117.0 SELECTION PROCEDURES
A. ENTRY LEVEL POSITIONS: Entry level positions
shall be open to any individual who wishes to
apply. The Personnel Department shall insure
that positions are advertised in one or more
newspapers for at least three days in addition
to other dissemination methods, and that appli-
cations are accepted for at least five working
days. The selection process shall conform to
Affirmative Action and Equal Employment
Opportunity Commission (EEOC) requirements.
B. PROMOTIONAL POSITIONS: Vacancies in union
positions shall be filled by first opening the
job to qualified individuals currently employed
in the Department. Notice of intent to fill a
vacancy shall be published within the depart-
ment for at least three days. The conditions of
applicable collective bargaining agreements
must be met. If no satisfactory applicant
applies, the position shall be advertised to
the general public as outlined in Paragraph A.
21(PERPPA30) -31- 12 -8 -86
C. EXEMPT POSITIONS:
1. In order to promote morale and encourage
Personal development on the hart of employees,
as well as insure the recruitment of the best
aualified individuals, exempt vacancies may be
filled by the department head from among
cualified members from the department.
2. If the department head chooses, the vacancv
shall be opened to the public for applications
as described in Paraqraoh A. above.
D. DEPARTMENT HEADS: Vacancies in department head
Positions shall be filled through open com-
petition in order to find the best aualified
individual. The Personnel Department shall
insure that positions are advertised in one or
more newspapers for at least three days in
addition to other dissemination methods, and
that applications are accepted for at least
five working days. The Selection Board shall
be convened by the Personnel Director to screen
and recommend not less than three names to the
County Executive as finalists for the position.
The County Executive shall not be a member of a
Selection board convened to screen and recommend
deoartment head applicants.
E.. CURRENT JOB DESCRIPTION REQUIRED:
1. No vacancy shall be filled in any depart -
ment unless or until a current iob descrip-
tion, approved by the Personnel Director,
exists.
2. Applicants for vacant positions must, in
the opinion of the Selection Board, meet
the minimum qualifications for the iob. In
the event no anolicant meets the minimum
aualifications for the iob, the vacancv
shall be re- advertised. Provided that if
the department head chooses, he /she may
appoint the most aualified of the aooli-
cants as a "Trainee" in the position
vacancv. The comoensation for an emolovee
in trainee status shall be negotiated with
the individual or in the case of a
bargaininq unit emolovee, with the union.
In each case in which the training period
extends beyond . the normal probation period
established by a union contract, written
aqreement of the union extending the proba-
tion period must be obtained before the
individual is hired.
21(PERPPA31) -32- 11 -3 -86
F. SELECTION OF APPLICANT:
1. THE SELECTION BOARD: The Selection Board
shall normally consist of not less than
three members and shall:
a. Except when the department head is
being selected, include a represen-
tative of the department in which the
vacancv exists, appointed by the
department in which the vacancv exists,
(appointed by the department head, but
not the department head him /herself);
b. Include a representative of the
Personnel Department;
C. Include one or more members selected at
larae. At large members shall be
appointed by the Personnel. Director
with the concurrence of the department
head, provided that in the case of
Position vacancies in Ranae 5 or less,
no at large member need be appointed.
2. WHEN A BOARD IS TO BE CONVENED: A board
shall be convened to screen applicants for
all vacancies except for promotional and
exemat vacancies, other than department head
vacancies, when more than four aoPlications
are received from basically aualified indi-
viduals from within the department for a
promotional vacancv within that department.
3. THE SCREENING PROCESS: Applications for a
position exceot Positions excluded by the
Whatcom County Charter shall be reviewed by
the Board and evaluated on the basis of
education, experience, trainina and aeneral
qualifications for the vacancv. If less
than three individuals apply for a posi-
tion, or none of the applicants has satis-
factory oualifications, the positioni may be
re- advertised.
21(PERPPA32) -33- 8 -27 -86
a. The three ton candidates selected from
amonq those interviewed shall be recom-
mended to the department head for
appointment. In the event the depart-
ment head finds none of the three
acceptable, more annlicants shall be
interviewed until a second three
oualified candidates are found for
recommendation. If no satisfactory
candidate is found among the six can-
didates recommended, the position may
be readvertised.
4. Applications of unsuccessful annlicants for
a class shall be kept on file durinq the
next six months and shall be considered for
other vacancies in that same or similar
classes. Vacancies which occur durinq this
Period, for classifications for which
current a(3olications are on file, need not
be re- advertised. Instead, selection may
be made from those on file. If fewer than
six aoolications are on file, the position
shall be readvertised. Additional unsoli-
cited aoolications may be added to the file
durinq the six month period, but all aooli-
cations must be renewed at the end of the
six -month period. The six month period
begins with the date of appointment from
the list to fill the vacancy.
5. Although Dart -time Positions are normallv
not subiect to the selection Process, in
certain Positions it is to the advantacie of
a department to emolov persons on a Part -
time basis as a wav of screeninca indivi-
duals for future full -time emnlovment. For
this tvoe of Dosition, annlicants for part-
time positions may be screened in the same
manner as full time emplovees. If part -
time emplovees have been appointed after
goinq throuqh the normal screening process,
then may be appointed to a full -time
vacancv when one occurs within the depart-
ment.
21(PERPPA33) -34- 10 -3 -86
117.1 SELECTION PROCEDURES - NOR -BELL CARE CENTER
A. Vacancies in exempt positions shall be filled
in accordance with paragraph C. of 117.0 of
these Procedures. .
B. Vacancies in other positions shall be filled in
the following manner: Vacancies in non- critical
positions, that is, those which do not directly
affect patient care to the extent that vacan-
cies must be filled without delay, shall be
filled in accordance with paragraph A. of
Section 117.0. Notice of a vacancy shall be
posted for at least seven days in the Nursing
Home so that employees may become aware of the
vacancy. If, in the opinion of the Director, no
satisfactory applicant applies, the position
shall be opened to former employees who may be
interested, (see paragraph D, below) or to the
general public.
C. If the open position is one which requres it to
be filled as quickly as possible in order to
maintain proper staff levels for patient care,
the positions may be filled on a temporary
basis pending completion of the selection
process.
D. At the discretion of the Director of Nor -Bell,
former employees of Nor -Bell Care Center may
be re -hired to their former or to a similar
position within one year of the date of their
termination without being processed through the
County's Selection Procedures.
E. Positions not filled by currently employed
individuals or by former employees shall be
opened to the public and advertised as outlined
in Section 117.0 above.
F. In the case of positions which are difficult to
fill because of the difficulty of attracting
applicants, applications may be accepted at any
time during the year and drawn upon in the
event of a vacancy, provided however, that
such a position must be advertised at least
twice a year for a period of at least three
consecutive days. If more than three applica-
tions are on file for such a vacancy a selec-
tion board shall be convened to examine and
recomend the top three applicants to the
appointing official.
21(PERPPA33A) -34A- 12 -8 -86
118.0
118.1
PERSONNEL EVALUATION
EVALUATION OF PROBATIONERS:
A. The exact length,of probation Periods vary with
the collective bargaining agreement.
Regardless of the length of the period, proba-
tioners shall be evaluated at the end of each
month of their probation.
B. At the end of each month, the supervisor shall
rate the probationer using the evaluation form
and then discuss the rating with the emolovee.
Achievements, as well as discrepancies, should
be pointed out. If the emolovee is not Per -
formincr well, or uo to the standards expected,
the supervisor should outline the areas of
deficiencv and establish realistic coals or
obiectives the emi3.lovee is expected to achieve.
Failure of the emolovee to achieve these obiec-
tives within the time urovided should result in
termination of emolovment.
C. A record of the discussion and the obiectives
set shall be made on the form. The emolovee
siUns the form indicating the comments and
obiectives have been reviewed with him /her and
understood. Thev need not agree with the eva-
luation.
D. If performance does not improve during the Pro-
bation period, the emolovee should be ter-
minated before reaching the end of the period.
Anv doubt should be resolved in favor of the
County. Retaining a marUinal or unsatisfactory
emolovee creates a Problem which may ao on for
vears. Termination during Probation is a rela-
tively simple Process.
E. As with other evaluations, one coov shall be
forwarded to the Personnel Department to be
Placed in the individual's personnel file.
21(PERPPA34) 35 11 -3 -86
118.2
119.0
119.1
119.2
EVALUATION FOR STEP RAISES
Some collective bargaining agreements require an
evaluation form be completed prior to a step raise
to specific steps. Raises to Step 4 through 7 of
the Inside, Parks, Juvenile, and Public Works
contract require evaluations.
Forty -five (45) days prior to the anniversary date
of the employee's eligibility to progress to the
next step, the department supervisor will conduct
an employee performance evaluation. As with proba-
tioners, the supervisor shall complete the eva-
luation form and then discuss it with the,employee.
If performance does not warrant an increase in pay,
the raise should be denied. The requirement in the
union contracts for the evaluation to be done
forty -five (45) days early is to provide time for
the employee to improve performance, if that is
necessary.
For individuals covered by the Teamster's contracts
which provide a wage increase at the end of proba-
tion, a program sheet authorizing a salary boost to
Step 1 shall accompany the final probationary eva-
luation form.
PROMOTION OR TRANSFER TO A NEW DEPARTMENT - RECALL AFTER
LAY -OFF.
TRANSFERS TO A NEW DEPARTMENT
When an employee applies for a vacancy in, or is
transfered to a new department they retain their
original hire date for the purposes of vacation
accrual and longevity. Unless there is an agreement
between the two departments to the contrary, vaca-
tion accrued in the first department will be paid
off as;of the date of termination from that depart-
ment. Sick leave accrued in the first department
will be carried to the new department. The
individual begins at the bottom of the seniority
list in the new department for lay -off purposes,
vacation choice, and promotional opportunities.
RECALL AFTER LAYOFF
Seniority rights to reinstatement are exclusive to
departments covered by the particular contract. For
example, employees covered by the "Parks" contract
have no right to a vacancy in an "Inside" contract
department.
Employees recalled to a new department or to a new
position in their former department are subject to a
21(PERPPA35) -36- 10 -3 -86
probation period in the new position. Satisfactory
performance in the new position must be
demonstrated or the individual may be subject to
discharge without cause during the probation period.
An individual who has been laid off and is sub-
sequently recalled to work under contract provi-
sions, will retain seniority as outlined in the
applicable collective bargaining agreement.
Vacation accrual will be based on his /her original
hire date. If sick leave has been cashed out, the
remaining 50% (75 %) is available to the individual
upon returning to work. If she or he terminates
her or his employment again for any reason,
only the sick leave accrued since the re -hire date
is calculated into a second sick leave cash out. If
the individual is re -hired after their re-
employment rights under the contract have expired,
they return to work as a new employee with a new
probation period and hire date.
Reinstated employees will be paid at the salary level
which has been budgeted for the position to which
they are hired, unless their salary before lay off
is less than the amount budgeted. In that event, if
the new position is in the same pay Range, they
will be paid at the rate they earned when they left
County employment. If the position is in a dif-
ferent Range, they will be paid at the next highest
step above their former step. If they retain their
seniority rights, step raises are awarded on their
original anniversary date. If the respective twelve
or six month period has been exceeded, seniority
rights expire, and the former employee begins
employment anew at the entry level pay step.
Employees who have been laid -off from the Public
Works or Parks Department retain seniority rights
for a twelve month period. Inside Contract
employees who are reinstated to a position in their
original department within the twelve month period
guaranteed by the contract, or to a different
department within the six month period guaranteed
by the contract, retain seniority for these respec-
tive periods.
120.0 SAFETY
120.1 WORKER'S COMPENSATION
Whatcom County is self insured for Worker's
Compensation. The County's program provides exactly
the same benefit as the State Department of Labor
and Industries. Employees who are injured on the
job are required to report their injury to their
immediate supervisor as soon as it is practical to
do so. The supervisor must make note of
21(PERPPA36) -37- 10 -3 -66
the date and time of the incident and, if the
employee .loses work time or requires medical atten-
tion, report it to the department head and to the
Safety Director immediately. He /she must also
complete a Supervisor's Report of Accident form and
submit it to the Safety Director.
The injured employee must complete a Self Insurance
Accident Report (SIF -2) Form for every reportable
injury or illness. A reportable injury or illness
is defined as:
1. a death
2. every non -fatal occupational illness,
3. a non -fatal injury which involves:
a. loss of consciousness,
b. restriction of work or motion,
c. transfer to another job,
d. medical treatment (other than first aid).
The SIF -2 Form, must be forwarded to the Safety
Director within twenty -four (24) hours of the
injury.
The attending physician must be told that the
illness /injury is an industrial injury and that the
County is Self.Insured so that s /he may complete
the "Physician's Initial Report" and submit it to
the Personnel Department.
120.2 COORDINATION OF SICK LEAVE
If an employee suffers a job related illness or
injury, and that illness.or injury results in time
loss from the job, the Employee will be paid for
that time loss from Whatcom County's Self Insurance
Fund. The amount of time loss to be paid the
injured worker is based on the information on the
SIF 2 form. A check for the time loss period will
be issued based on the guidelines of the Industrial
Insurance Law (Title 52 RCW) and the appropriate
Regulations.
The State determines the average wage in the state
each fiscal year and adjusts it effective July 1.
The state average wage is the maximum salary upon
which benefit payments are calculated. The amount
of time .loss to be paid is based on a percentage of
the state average wage. The average County employee's
salary is greater than the state average wage,
21(PERPPA37) -38- 10 -3 -86
therefore, it is the policy of the County to
coordinate whatever sick leave an injured employee
may have accrued with the Industrial Insurance
payment. The employee may also use accrued vacation
time in order to maintain a full pay check for as
long as possible. State law does not permit an
employee to receive more money than they would have
received had they not been injured. However,
vacation is a benefit which the employee has earned
through prior service. Therefore, if the employee
wishes, he or she may draw both vacation pay and
time loss payment without affecting the amount of
their time loss payment.
The present Teamsters collective bargaining
agreements provide in Article 5.04 that during the
period they are off on disability, employees shall
utilize their accrued sick and vacation leave.
Through this coordination, they may continue to
receive their full salary during the period of
recuperation. In no case, however, (with the excep-
tion of taking vacation time as described above)
may the employee receive more money than they would
have received had they not become disabled.
120.3 SEAT BELTS
Medical costs for work related accidents or
illnesses are covered by the Industrial Insurance
Plan. The Teamster's Medical or Whatcom Medical
Bureau plans will not cover these expenses. Whatcom
County is Self Insured for Worker's Compensation.
All the medical bills and all time loss payments
are paid through the County's Self Insurance
program.
When employees receive a time loss check, they
have two options.
a) They can buy back a portion of the sick
time they may have used during the period of
disability by endorsing the check and turning it
back to the County; or,
b) They can cash the check and keep the
money. However, if they have received full sick
leave pay up to the date of the check, the depart-
ment will have to deduct the amount of the check
from the next pay check since under Washington
State Law, one cannot be paid more money than one
would have earned had one not been disabled. .
This policy covers all Whatcom County Employees in
the Self Insurance Program including Nor -Bell, but
excluding the Ferry. Ferry employees are covered by
the Jones Act.
It is the policy of Whatcom County that seat belts
be worn by all drivers and passengers in County
vehicles.
21(PERPPA38) -39- 10 -3 -86
120.4
120.5
120.6
SMOKING
Because smoking has been identified as a health
hazard, and because good health has a strong rela-
tionship to productivity, it is the policy of
Whatcom County to discourage smoking on the part of
its employees. Smoking is permitted only in
designated areas of County buildings.
SAFETY MEETINGS
Each department, or area will appoint or elect a
employee to be their safety representative..
Departments will hold monthly safety meetings. The
safety representative will be the department's
representative to the Central Safety Committee. The
Central Safety Committee will meet at least quar-
terly to discuss safety problems and review
progress towards correction of safety hazards.
HAZARDOUS MATERIALS - WORKER'S RIGHT TO KNOW LAW.
21(PERPPA39)
There are many hazardous materials which are used
in the work place. Washington State has enacted a
Worker's Right to Know Law which requires employers
to identify hazardous materials, to develop proce-
dures for handling them and to train employees in
the use of those procedures for handling these
substances.
It is Whatcom County's Policy to ensure that the
hazards of all chemicals are evaluated and that
information concerning their hazards is transmitted
to affected employees.
The County has developed a written Hazardous
Materials Program which addresses the requirements
of this law. We have embarked on a training program
to provide each employee with information on chemi-
cals used in the workplace, how to recognize them
and how to deal with them. Each department has a
manual entitled CHEMINFO which is available for
quick reference to possible hazards in that depart-
ment.
If you have questions concerning this program, con-
tact your supervisor, the department safety repre-
sentative, or the Safety Director for information.
40
10 -6 -86
EXHIBIT 'B'
ACKNOWLEDGEMENT OF RECEIPT OF HANDBOOK
I certify that I have received, and agree that I will read, and will
abide by all the rules, regulations, directives and policies contained
in the Nor -Bell Polices and Procedures Manual. I understand that the
statements of policy contained in the Policies are not a contract nor
are they to be interpreted as a covenant of employment, and, where the
terms of the union contract do not conflict, may be changed without
notice as the County deems appropriate.
EMPLOYEE:
Print name:
DATE:
WITNESS: DATE:
AB(POLICYI6) 9 -15 -86
NORBELL NURSING HOME
INTRODUCTION TO PERSONNEL POLICIES
The over -all personnel policies of Nor -Bell Nursing Home are based
on the belief that qualified employees working in harmony to provide
the best possible patient services are the most important asset the
nursing home can possess. To this end, the Board of Directors of the
nursing home pledges itself to:
1. Respect the individual rights of employees.
2. Treat all employees equally with courtesy, consideration, and
dignity.
3. Provide wages, working conditions, and employee benefits con -
sistent with current nursing home practice and the economic
situation.
4. Provide a safe and pleasant work environment.
5. Encourage efficiency, interest in Nor -Bell Nursing Home and its
work, personal satisfaction, and self- improvement.
The policies on the following pages replace all other previously
published personnel policies. They represent a continuing effort on the
part of Nor -Bell Nursing Home to provide security and satisfaction for
its employees while maintaining the highest standards of medical care
for its patients. Each individual employee is held responsible for
knowing these policies. Questions should be referred to your immediate
supervisor.
The Nor -Bell Nursing Home personnel policies are based on modern
personnel principles and include observance of the Title VII of the
Civil Rights Act of 1964, the Equal Pay Act, and the Anti - Discrimination
in Employment Act of 1967, all of which constitute Federal anti-
discrimination laws, and rules and regulations of the State Department
of Labor and Industries which concerns itself with the employment of
women and minors in the health care industry.
AB(POLICY3) -1- 5 -30 -86
NOW YOU ARE AN EMPLOYEE OF NOR -BELL NURSING HOME
There is tremendous satisfaction in knowing that your work contribu-
tes so much to the health and happiness and well being of our patients.
Regardless where you work, your job is important. It is the effort
of all employees working together, each doing their part, which results in
good patient care. The Nursing Home, therefore, expects from you:
1. Conscientious service in keeping with its high purpose.
2. Cooperation with supervisors, co- workers, workers of other
departments, and administrative staff in the best interests of
the patients.
3. A deep sense of responsibility in performing your duties.
4. Loyalty, and a helpful, considerate attitude towards members of
your own immediate work group and the Nor -Bell Nursing Home as a
whole.
5. Recognition that confidential information concerning a patient
or any other confidential aspect of your work must not be
discussed with anyone, except in the course of Nor -Bell Nursing
Home business.
THOSE FIRST THREE MONTHS
Union members appointed to the staff are subject to a probationary
or trial period of ninety (90) days. Employees who are exempt from union
membership (hereafter called "exempts ") are "employees at will" so they
are, in effect, are always on probation.
Employees may be discharged without cause during the probationary
period
In general, the terms of coverage of the benefit package are
established by the current collective bargaining agreement, and apply to
both union and exempt employees.
ANNIVERSARY DATE
Your anniversary date is the date you were given a written appoint-
ment as a probationary employee at Nor -Bell Nursing Home. Or; if you
were hired prior to January lst, 1985, the date you began employment is
your anniversary date. This anniversary date governs when you are eli-
gible for the various benefits provided by Nor -Bell Nursing Home. The
anniversary date of full -time employees remains the same unless changed
by an extended leave of absence, or a promotion.
AB(POLICY4) -2- B -14 -86
OW YOUR CLASSIFICATION
All employees are classified in one of the following categories.
Know your classification in order to understand fully which benefits
apply to you.
A. Full- time_: - An employee who works a regular
40 -hour week and has passed the
probationary period.
B. Part-time: - There are two classifications:
1). Class 1. Those who work one -
hundred- twenty (120) or more per
month, but less than one hundred and
sixty (160) hours per month; and
2). Class 2. Those working .less than
one hundred- twenty (120) hours per
month but more than sixty (60) hours
per month.
C. Temporary: An employee hired to work for
limited periods, 3 months or less,
including students
D. On -Call: An employee who does not work a
~~ regular schedule, but is called in
to work when needed.
E. Trainee: An employee under a formal training
program.
Only full -time and part-time employees are eligible for the benefits
outlined below.
Those hired as full -time employees who are or who have been
appointed to a probationary position are entitled to the full bene-
fit package provided the terms required in the collective bargaining
agreement are met.
Part -time employees as defined in B. above who are hired after the April
4th, 1986 are eligible for the following benefits, depending upon their
classification.
Class 1:
1) Health and welfare benefit at the rate of $32.30 per
month.
2) After completion of each one - hundred - sixty -t.wo (162) hours
of work:
a) eight hours of sick leave.
b) eight hours of vacation.
c) one holiday.
AB(POL:ICY5) -3- 8 -14 -86
Class 2:
1) Health and welfare benefit at the rate of $16.15 per
month.
2) After completion of each one - hundred- sixty -two (162) hours
of work:
a) eight hours of sick leave.
b) eight hours of vacation.
c) one holiday.
WORK SCHEDULE
Your working hours must fit in with the schedule of others so that
efficient service is maintained 24 hours a day, 7 days a week. Although
your supervisor will try to arrange your schedule to please you, you
must realize that hours are assigned according to nursing home needs.
The standard work assignment is four days on and two off. Occasionally,
the need arises to trade work days with another employee. This is per -
missable with the prior approval of the D.N.S, Resident Service
Director, or the Charge Nurse during off hours.
TIME TO EAT
Meal periods are scheduled by your immediate supervisor in such a
manner that service to our patients is never interrupted. One -half hour
is allowed for meal time. Meal time is not paid time.
Rest periods of 15 minutes during each 4 hour work period are
allowed. Employees are requested not to extend these periods beyond
that necessary or allowable. You are on paid time during your rest
period.
Should you need to leave the facility area for other than emergency
reasons, you may do so only on your lunch break, and you must clock out
and then back in upon.return toithe facility. Notify your charge nurse
where you are going and when you expect to return. (Please note this
does not apply to Pynor's Store across the street.)
OVERTIME
As a general rule, overtime is discouraged. in the event, however,
that an emergency situation arises, your supervisor may request that you
be authorized to work overtime. All overtime worked must be authorized
by your supervisor. Overtime will be paid in accordance with the terms
of the Fair Labor Standards Act. (FLSA). The work week for FLSA purposes
begins at midnight Sunday night and continues to Midnight the following
Sunday. The FLSA requires that overtime hours be compensated at time and
one half for all hours worked over forty (40) in any one work week
(seven day period).
WE MISS YOU WHEN YOU ARE ABSENT
Your work is important to the well -being of our patients. If you
are sick, you are required to give your supervisor a minimum of one
hour's before the time you are due for duty so that arrangements
can be ., o ri -Lace you. Your absence places an extra burden on your
fellow w I � may mean rescheduling of some employees.
AB(POLICY6) -4- 8 -14-86
Unreported absence may be
for three days will result in
of position.
EMPLOYMENT OF FAMILY MEMBERS
Generally, family members
ment. An employee -may not wo
relative.
REPORTING YOUR LICENCES
cause for dismissal. Unreported absence
the employee's termination for abandonment
may not be employed in the same depart -
rk under the direction or supervision of a
All food handler, R.N., L.P.N., and other professional licenses must
be kept current and renewed when due, at which time they should be pre-
sented to your supervisor and recorded on your personnel folder by the
Personnel Office. Failure to renew your license on time could mean a
loss in pay to you as you will be placed in a non - licensed status.
LEAVE OF ABSENCE (Periods in excess of 14 calendar days)
After twelve months of continuous service, a request for a leave of
absence will be considered in such cases as illness,.maternity, travel,
or educational purposes which will benefit both Nor -Bell Nursing Home
and the employee, or for similar valid reasons. An unpaid leave of up to
fourteen days may be granted during the first year of employment if cir-
cumstances warrant it.
Nor -Bell Nursing Home encourages pregnant employees to seek medical
attention early in pregnancy. A signed statement from the physician
indicating expected date of delivery and a statement indicating the
physician's approval of the employee continuing to work is to be pre-
sented to the Personnel Office. Nor -Bell Nursing Home encourages the
pregnant employee to seek a leave of absence, if eligible, as soon as it
becomes important to her health or job performance. Be sure to advise
your doctor of potential hazards you face in working with sometime
unruly patients.
During a leave of absence, you are considerd to be in an "out -of -pay"
status, which means that holidays are not granted; sick leave, salary
increases, and vacation time will not be accrued; and your anniversary
date will be adjusted. Upon your return, you will begin accruing vaca-
tion again at the same rate, any unused or unpaid sick leave will be
available to you, and your pay will begin at the same step, (assuming
you return to the same job).
Each request for a leave of absence must be made to your immediate
supervisor and submitted in writing to your Department Head. If
approved, it will be presented to the Administrator for final approval.
Each request will be considered on an individual basis. Leaves of
absence, including extensions, will not exceed nine months.
When you are ready to return to work, you should notify your
Department Head at least two weeks prior to the date you plan to return.
Your return to duty will depend upon the positions open at the time you
are available. Whenever possible, you will be reinstated to the same
position you held previously or to a position at the same pay grade.
AB(POLICY7) _5_ 8 -14 -86
An employee who fails to return from their leave of absence on the
date they are scheduled to return, or who fails to secure an approved
extension, shall be considered to have voluntarily terminated their
employment.
Short Terin Of Absence
Thera may come a time when only a short absence is necessary. In
such cases, an informal leave of absence may be granted by the
Department Head for a period not to exceed 2 weeks. A short term of
absence will be treated like an unpaid vacation.
:IF YOU RESIGN
We hope you will be happy and remain with us for a long time, but if
you do have to resign, there are certain requirements which must be
fulfilled in order to leave in good standing.
You should notify your immediate supervisor as soon as you decide
you are going to resign. This notification should be made in writing at
least two calendar weeks before your last day of duty; even longer
notice would be appreciated. Supervisors, Head Nurses, and Department
Heads should give at least thirty days notice. You will be required to
furnish a termination statement prior to receiving your final paycheck.
u"9IRING
Employees who decide to terminate their employment and who are
reemployed at a later time will be required to meet the terms of the
collective bargaining agreement in order to reestablish their benefits
package. An employee who resigns and later rejoins the work force is
considered a new employee for all purposes.
CHAPLAINCY PROGRAM
The ministers of this area have worked together to provide spiritual
guidance to our patients when requested or when the need arises. It is
important that we show them at all times the courtesy and cooperation
they deserve.
STATE LAWS
State Laws concerning the employment of women and minors in the
health care industry are posted at various stations in the nursing home
and will be observed. State and Federal Laws concerning discrimination
in employment likewise will be complied with by management. Wage and
Hour Laws will be strictly adhered to.
UNUSUAL INCIDENTS
If you witness an accident or unusual incident to a patient, visi-
., or have an accident yourself, report it to your supervisor imme-
o.Lately and complete an incident report. A supply is maintained at both
nursing stations and the Main Office.
AB(POLICYB) -6- 8 -14 -86
1' " \RKER' S COMPENSATION
If you are injured while on the job, you are entitled to Worker's
Compensation benefits under most circumstances. Worker's Compensation
will pay for your medical expenses, and provide you with time loss com-
pensation if you are unable to work as a result of your injury. if you
are injured on the job, you will need to complete a form called an SIF-2
providing your employer with information concerning your injury. Whatcom
County is self insured for Worker's Compensation. Nor -Bell is included
in the County's program.
OH HAPPY DAY - PAYDAY
Paychecks are issued on the 5th day of the month for earnings from
the 1st through the end of the previous month. You may draw up to forty
percent of the amount you have earned through the 15th of the month on
the 20th of each month, a day known as "draw day ". You may request being
paid on "draw day" once you have completed your probationary period of
ninety (90) days.
PROMOTIONS
The interest you show in your position is important to your advan-
cement. Whenever possible, you will be considered for openings in higher
level positions. Your suitability for a position; your.past performance
in other positions and the recommendation of your Department Head are
all weighed in making the selection of the best person to promote to the
;ition.
TRANSFERS
Transfers between departments may be arranged for better work satis-
faction or to make better use of your ability. The nursing home reser-
ves the right to make any transfers in accordance with its staffing
needs.
CHANGE OF STATUS
Employees may occasionally move from part time to full time or full
time to part time status. In moving to full tine, the fringe benefits
will increase proportionately and in moving from full time to part time
they will be reduced.
ADDITIONAL EDUCATION
Any additional education which has improved your job skills or
knowledge should be reported to your supervisor and the'Personnel Office
in order that your full qualifications may be known when current
employees are being considered for promotion. You will be paid for
attendence at inservice or other training courses when your attendence
is required by the Administration.
'POLICYBA) -7- 8 -14 -86
YOUR VACATION
The vacation schedule which is found in the collective bargaining
agreement applies to full -time employees, including those exempt from
union membership. Vacation with pay shall be allowed to each full -time
employee upon completion of twelve (12) months continuous service.
Vacation time shall be exclusive of regular holiday time. All full time
employees shall accure vacation credit for each month of continuous ser-
vice. Part -time employees accrue vacation in accordance with the terms
of the union contract. All vacations are based on anniversary dates of
employment. After completing twelve months service, vacation may be
taken at any time if patient care is not jeopardized. Vacation must be
approved by the Administrator thirty days prior to the beginning of a
vacation period.
TERMINAL VACATION
If you are a full -time, or a part time employee as defined in "Know
Your Classification ", and you decide to resign your employment with
Nor -Bell, you will be paid for the vacation you have accuued, but not
used. Vacation days may be banked to a maximum of twenty (20) days.
HAPPY HOLIDAY
Each full -time employee shall have 12 paid holidays per year accrued
on the basis of one each month. The time for taking the holidays shall
be arranged between employer and employee and shall be flexible to allow
maintainance of work schedules. Part -time employees shall accumulate
one paid holiday for each 162 hours worked. The Holiday benefit is
effective after the first 30 days of employment.
SORRY YOU'RE ILL
After a period of three (3) months, you have a credit of 3 days sick
leave and will earn one additional day of sick leave for each month of
service in order to help carry you through a really serious illness.
You are allowed to build your sick leave up to a maximum of seventy -two
(72) days.
If you are a part -time employee as described above, you will accrue
your sick leave on the basis of one eight (8) hour day for each 162
hours worked.
In order to be placed on sick leave, you must call your Department
Head as soon as possible in advance of your scheduled shift so that a
replacement may be found, if necessary. The nursing home has the right
to receive proof of illness, if the Department Head concerned feels it
is appropriate.
Employees will be paid 50% of their accumulated sick leave bank upon
termination or retirement after the employee has completed three (3)
years of employment and given the employer thirty (30) days notice prior
to resigning. In the event of an employees's death 50% of the accumu-
lated sick leave earned will be paid to the family if the employee has
completed the required three (3) years service mentioned above.
AB (POLICY9) -8- 5 -30 -86
Sick leave may be used to augment any time loss payments made by the
Zounty through it's Workmen's Compensation program. However, the total
amount paid cannot exceed the normal monthly pay the employee would have
received had they not been injured or become ill as a result of a job
related incident.
LEAVE FOR DEATH IN THE FAMILY
In the event of a death in the immediate family of an employee, the
employee shall be granted not more than three (3) days absence, with
pay, to assist with funeral arrangements and services. The immediate
family is defined as spouse and children of the employee; mother,
father, brother., sister, grandparents or grandchildren of employee or
of employee' s spouse.
YOUR HEALTH INSURANCE PLAN
A major benefit awarded to eligible employees is a health insurance
policy on which the nursing home pays a portion. The plan provides for
dependent coverage at the employee's option. Employees must complete an
authorization card before coverage can be granted. A pamphlet is
available in the Personnel Office which explains the benefits covered
under this policy.
The employees portion of the premium payments are handled as payroll
deductions with the full amount being deducted f.roin the pay check issued
the 5th of each month.
YOUk PENSION PLAN
Nor-Bell Nursing Home employees are covered by the Washington State
Public Employees Retirement System. It is designed to e.ncc?urage long
term careers with the nursing home. Fulltime employees are automatically
enrolled. Part -time employees are eligible if they consistantly work 90
hours or more per month for at least five consecutive months per year.
A brochure is available from the
this publication to become entirely
plan.
NURSING HOME DISCOUNTS
Personnel Office. You should read
familiar with the benefits of the
Tax'status of non - profit organizations is jeopardized when
discounting purchases is practiced. For this reason, discounts are not
available.
AB(POLICY10) -9- 5 -30 -86
.tK I NG
Parking is provided for employees and visitors in the main parking
lot behind the building and along the Smith Road.
YOUR GOOD HEALTH
Sometime during your orientation, and annually thereafter, you will
be required to have a PDD test. If that test is positive, you will be
required to have an annual chest X -Ray. The director of Nursing Services
will notify every employee two weeks before the time required for their
chest X -ray. It will be the employee's responsibility to see that s /he
has the X -ray prior to the next pay day.
KEEPING POSTED
Both official and unofficial notices are posted on the main bulle-
tin board in the Lunch Room, and on the bulletin boards of your depart-
ment. You are responsible for being aware of official notices so
posted. Employees may not post notices without approval of the
Department Head concerned.
DO YOU HAVE A PROBLEM?
To provide our patients with the best of care, we must all work
t- gether as a team. If you have a problem related to your job, we want
know about it in order to help solve it. To this end, the following
procedure has been established to aid you in resolving any grievances or
coomplaints you have:
First:
Talk over your problem frankly and sincerely with your immediate
supervisor who will try to resolve it. If this fails to provide a
satisfactory answer. .
Second:
'rake your problem to the Administrator who will give you a fair
and impartial hearing. If you are still not satisfied. . .
Third:
Discuss the problem with your Employee Advisory Committee.
AB(POLICYII) -10- 5 -30 -86
ANSWERING THE TELEPHONE
Remember the rules of courtesy if you answer calls in your
department.
1. Answer promptly, quietly, and clearly.
2. Identify your department and yourself. This is very important.
3. Be sure that messages are taken accurately and delivered
promptly.
RESPECT FOR AUTHORITY
.If our nursing home is going to function efficiently, it is nece-
sary for each of us to recognize the practical need for accepting
supervision, planning, and coordination of our various work routines,
willingly and cheerfully. As a member of the Nor -Bell Nursing Home
"team ", each of us is expected to work within a framework of loyalty and
respect for our own immediate supervisor, and for all other persons in
positions of authority and responsibility.
PERSONAL PHONE CALLS AND MAIL
Our telephone lines and mail distribution channels are set up to
.idle only the official business of the nursing home and its patients.
Please limit your personal telephone calls to emergency calls and have
your mail sent to your home address.
PROFESSIONAL CONFIDENCE
If you were a patient, you wouldn't want details of your illness to
be a common topic of conversation. Therefore, NEVER talk casually or
carelessly about a patient or his condition. Any information of this
type is to be discussed ONLY with those authorized to know and never in
the halls, lounges, cafeteria or other public places.
APPEARANCE
All of us working at Nor -Hell Nursing Home should be proud of our
work. A measure of your pride is shown in your appearance. The crisp-
ness of uniforms, or the neat business -like dress of those who do not
wear uniforms, attests to the fact that we are here to do a,job ---to help
the patient regain his health.
Elaborate hair- styles or jewelry, excess eye make -up or extremes of
dress, have no place in a nursing home. If your hair is shoulder length
or longer, you must tie it back during working hours for the care and
well being of yourself and the patients.
'OKING
Smoking is not only a fire hazard in a nursing home where so many
combustible .fluids and gases are in use, but it is also unpleasant to
many patients. Therefore, smoking is not permitted in any work areas.
The lunch room is the only designated smoking area.
AB(POLICYI2)) ;,11_ 8 -14 -86
NURSING HOME PROPERTY
Anyone found in unlawful or questionable possession of nursing home
property or equipment will be subject to disciplinary action or
dismissal.
In a large organization such as ours, the chance for waste and loss
are great unless each one of us.takes special care in the use of
supplies and equipment. Each item costs money -- possibly quite a lot- -
and you should handle it as carefully as if it were your own. In this
way you may save our patients many hundreds of dollars, and assist us in
keeping down high costs of care. Will you lend a helping hand?
PERSONAL PROPERTY
When possible, lockers in which you may keep your personal
belongings will be assigned to you. Since the nursing home cannot be
responsible for lost articles, we ask you not to bring valuables to the
nursing home.
Keys for lockers are obtainable. Ask your Department.Head. A
deposit is required and will be refunded when you return the key.
SAFETY
The nursing home makes every effort. to insure the safety of
patients and visitors and to provide safe working conditions for you.
In.April, 1971, the Occupational Safety and Health Act (OSHA) of 1970
went into effect. In addition, the State of Washington has recently
passed the Worker's Right to Know Law. The objectives of this law are to
guarantee that employees are informed about hazards in their workplace,
so that your work environment will be safe, healthful, and free from any
recognized hazards. You.may help us by becoming conscious of the safety
practices in your department and observing every precaution in your
work. Be sure to report immediately any safety hazards such as spilled
liquids, broken equipment, etc., to your Department Head. Each depart-
ment and each shift will have a representative on the Safety Committee.
Please volunteer if you would like to become a safety representative.
FIRE AND DISASTER PLANS
In every department there are Fire and Disaster Plans. These plans
explain your specific role as an employee under hazards which could
befall a nursing home such as fire, a community disaster, or bomb
threat.
It is your responsibility to be thoroughly acquainted with your
duties both within your department and to the whole facility. Your
Department Head will familarize you with these plans during the.first
days of your employment. Drills are held regularly so that an emergency
may be met as calmly as possible.
Help prevent a tragedy by being alert to any hazards, such as
faulty equipment, loose or exposed wires, etc. and reporting these imme-
diately to your supervisor.
AB(POLICYI3) -12- 5 -30 -86
m1:VATE OBLIGATIONS
We expect our employees to meet not only their official respon-
sibilities, but also their private obligations. Actions or conduct off
the job which reflect unfavorably on Nor-Bell Nursing Home may be
grounds for dismissal.
FOR THE RECORD
Up -to -date records pertaining to you and your job are kept in the
Personnel Office. Please be sure to report any change of name, address,
or telephone number to both your supervisor and the Personnel Office.
SOLICITATION
In order to protect you and our patients from annoyance or disrup-
tion of work, no solicitation of any kind is permitted on Nor -Bell
Nursing Home property without the express permission from the
Administrator's office or the Director of Nursing Service. This inclu-
des circulating petitions, selling merchandise, chances, or distributing
literature. Solicitation of patients is absolutely forbidden.
Furthermore, it is your obligation, should you be solicited within
the nursing home by outsiders, to report this immediately to your super-
visor, in order that necessary corrective action may be taken.
._3CIPLINARY ACTION
Any organization must have rules of conduct. To prevent any misun-
derstanding you should know that the following violations will result in
disciplinary action ranging from verbal warning to written reprimand to
discharge:
Intemperance
Illegal use or abuse of narcotics or other dangerous drugs
Dishonesty, including falsification of patient records or of.
personal time records
Abandonment of position (failure to report for work as scheduled
for three days, or on any three single occasions, or, walking off
in the middle of a shift.)
Patient Abuse, Assault, Theft, Other Criminal acts
Insubordination
Refusal to accept reasonable assignments
Willful disregard of nursing home policies
Violation of ethics by discussing nursing home patient affairs out-
side the nursing home.
AB(POLICYI4) -13- 8 -14 -86
Excessive absenteeism (abuse of sick leave)
Discourtesy to patients or guests of the nursing home.
Inadequate job performance
In addition, employees are expected to abide by the Work Rules set
out in the Whatcom County Personnel Policies and Procedures Manual.
APPLICATION OF WHATCOM COUNTY POLICIES AND PROCEDURES TO NOR -BELL.
The operation and funding sources of Nor -Bell Nursing Home differ from
that of other County operations. In addition, the terms of Nor - Bell's
collective bargaining agreement with the Washington State Council of
County and City Employees, differ from the Teamster's Union contracts
in many respects. Because of these differences, the following sections
of the Whatcom County Policies and Procedures Manual, also called the
"Employee Handbook ", do not apply to Nor -Bell. All other sections do
apply.
Section
Title
105.
Position Classification Plan.
106.
Salary Administration
107.
Group Insurance
109.
Holidays
110.
Vacation
111.
Breaks
113.
Leave of Absence without Pay
COBRA
The Comprehensive Omnibus Budget Reconciliation Act of 1986 (COBRA)
provides a new benefit to employees who retire or otherwise terminate
their employment with Whatcom County, provided that their termination
was not a.result of gross misconduct on their part. This benefit is
available only to employees who participate in the Whatcom Medical
Bureau (WMB) medical insurance Plan. Terminating employees (or their
eligible dependents) must self -pay the cost of continued coverage. (See
below.)
AB(POLICY15) 11 -20 -86
14
CONDITIONS FOR CONTINUED COVERAGE
For those covered by WMB, starting January 1st, 1987, if your
employment terminates for any reason other than your gross misconduct,
or, if your hours worked are reduced so that your WMB coverage ter-
minates, you and your covered dependents may continue medical care
coverage under the WMB Plan for up to eighteen (18) months, provided
you or your covered dependents are not covered under any other group
medical plan. In addition, if you should die, become divorced, or
legally separated, or become eligible for Medicare, your covered depen-
dents who are not covered under any other group medical insurance plan
may continue WMB coverage under Whatcom County's plan for up to three
(3) years. In addition, your covered children who are not covered under
any other group medical plan may continue WMB coverage under the
County's plan for up to three years from the time they no longer
qualify as your covered dependents under the terms of the plan.
WHEN CONTINUED COVERAGE ENDS
The continued coverage will end for any person when:
(a) the cost of continued coverage is not paid on or before the date
it is due, (ie: the tenth of each month, beginning with January 10,
1987), or
(b) that person becomes eligible for Medicare; or,
(c) that person becomes covered under another
medical care plan; or
(d) the Plan terminates for all employees.
CONVERSION
Once continued coverage ends for any person, that person may obtain a
personal health care policy without evidence of insurability, as pro-
vided under. the terms of the Plan. You will receive notice at least 180
days prior to the date your continuation period ends (18/36 months) of
your right to convert to an individual health care plan.
NOTICES
Notice will be given you when you or your covered dependents become
entitled to continue medical coverage under the Plan. You, or they,
will then have up to (60) days to elect to continue coverage.
COST OF CONTINUED COVERAGE
Any person who elects to continue coverage under the Plan must pay the
full cost of that coverage, plus any additional amounts permitted by
law. Your payments for continued coverage must be made to the Personnel
Department by the tenth day of each month. Payments made in the current
month provide coverage in the following month. The rate structure is
identical with that paid by current employees plus an additional 2%
administrative fee authorized by the law.
AB(POLICYI6)
15
11 -20 -86
YOUR RESPONSIBILITIES UNDER THE LAW
If you choose coverage, you must advise the County within 60 days of
termination that you wish to continue coverage and:
a) pay your monthly premium by the 10th of each month,
b) keep the County advised of your current address,
c) advise the County if you or your covered dependents become
covered by another health care program, including Medicare,
d) advise the County of any change of status which affects you or
your dependent's coverage,
e) advise the County if you and your spouse become divorced or
legally separated,
f) your spouse must notify the.County in the event of your death.
g) complete a REQUEST FOR CONTINUED COVERAGE form, a copy of which
appears on the next page.
AB(POLICYI7)
16
11 -20 -86
REQUEST FOR CONTINUED MEDICAL INSURANCE COVERAGE
I am (was) an employee of Nor -Bell Care Center and my employment
will terminate (terminated) on
OR:
I am (was) the spouse of
(Employee's Name)
and: we are now divorced /legally separated.
s /he is now deceased.
I hereby request continuation of coverage under Nor- Bell's Whatcom
Medical Bureau Plan. I agree to notify the Whatcom County Personnel
Department (676 -6802) of any changes of address or eligibility on the
part of myself or any of my dependents. I further agree to abide by the
terms and conditions applicable to all other members of the Plan. I
realize that Plan coverage will be terminated if I fail to pay the
required premium when due. I further realize that the present premium
rates and /or benefit coverage will change if the premium and /or bene-
fits for current employees change.
Name: Signed:
(Print)
Date:
COVERAGE IS REQUESTED FOR:
SUBSCRIBER: DOB
(Print)
SS# Sex: Address:
It
City
State:
,Zip
SPOUSE:_
DOB ,
(Print)
SS#
Sex: . Address:
,
City
State:
_,Zip
DEPENDENT:
DOB ,
CHILD
(Print)
SS#
Sex: . Address:
,
City
State:
;Zip
DEPENDENT:
DOB ,
CHILD (Print)
SS# Sex: Address:
City State: ,Zip
If there are additional dependent children, please attach separate
sheet.
AA(COBRA3) 17 12 -8 -86