HomeMy WebLinkAboutres2021-048Whatcom County COUNTY COURTHOUSE
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Bellingham, WA 98225-4038
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Agenda Bill Master Report
File Number: AB2021-649
File ID: AB2021-649 Version: 1 Status: Approved
File Created: 10/29/2021 Entered by: MKeeley@co.whatcom.wa.us
Department: Human Resources File Type: Resolution
Division
Assigned to: Council Finance and Administrative Services Committee Final Action: 11/09/2021
Agenda Date: 11/09/2021 Enactment#: RES 2021-048
Primary Contact Email: mkeeley@co.whatcom.wa.us
TITLE FOR AGENDA ITEM:
Resolution approving a salary schedule and policies for Unrepresented Whatcom County employees
effective January 1, 2022 through December 31, 2022
SUMMARY STATEMENT OR LEGAL NOTICE LANGUAGE:
Please refer to Executive memo for background and more information
HISTORY OF LEGISLATIVE FILE
Date: Acting Body:
Action:
Sent To:
11/09/2021 Council APPROVED
Aye: 5 Browne, Buchanan, Byrd, Donovan, and Frazey
Nay: 1 Elenbaas
Absent: 1 Kershner
11/09/2021 Council Finance and Administrative RECOMMENDED FOR
Services Committee APPROVAL
Aye: 2 Byrd, and Frazey
Nay: 0
Absent: 0
emp Absent: 1 Browne
Attachments: Staff Memo, Proposed Resolution
Whatcom County Page 1 Printed on 1111012021
PROPOSED BY: Executive
INTRODUCTION DATE: November 9, 2021
RESOLUTION NO. 2021 - 048 -A
WHEREAS, employees in certain County job classifications are unrepresented and
do not engage in collective bargaining on matters relating to wages, benefits and other terms
and conditions of employment; and
WHEREAS, unrepresented employees should be compensated, based on the
concept of a salary matrix, within the proper range and step for authorized positions within
the adopted biennial budget; and
and WHEREAS, it is intended that Administration will follow the policies set forth below;
WHEREAS, it is nonetheless understood that state law may override certain
stipulations set forth herein;
THEREFORE, BE IT RESOLVED by the Whatcorn County Council the following
personnel policies, conditions of employment, and salary matrices are hereby adopted.
Section 1. APPLICABILITY
This Resolution applies to Unrepresented Employees and Elected Officials within the
following groups:
9=0 I
GroupB ............................
Group C _.. . .............
Group D __ .....................
GroupE ............................
Group F .......
Group G ...............
Department Heads
Managers
Professional and Supervisory
Support (FLSA non-exempt confidential)
Undersheriff
Court Reporters and Public Health Officers
Court Commissioners
Elected Officials .......... County Executive, Treasurer,' Assessor, Auditor,
Prosecuting Attorney, County Council, District
Court Judge, Sheriff
References to "employees" herein are addressed to the persons within the groups listed
above unless the context clearly indicates otherwise.
Section 2. SALARY RANGES (Groups A through G)
2.1 Groups A through F. Effective the first full pay period in 2022, each wage step
in all ranges of the 2021 salary matrices shall increase by 3.0%. (Addendum A).
The monthly salaries shall be established within the ranges and steps provided for
each Group and shall be effective on the date listed on the applicable salary matrix and shall
remain in place until changed.
Monthly salary amounts indicated are for one (1.0) FTE (full-time equivalent). On
an annual basis, full-time equivalency is considered to be 2,080 hours, calculated as eight
hours a day times five work days per week. Compensation for employees working less than
full time is pro -rated based on a 40-hour work week. Monthly amounts may be converted to
an hourly rate by dividing the monthly amount by 173,33.
2.1.1 Sub -Ranges. Certain sub -ranges (as designated on the appropriate salary
matrix) were created to address supplemental compensation replacement for employees
who were receiving compensation under Executive Order 2004-03. These sub -ranges are
not applicable to other individuals. The sub -range is in recognition of previously negotiated
compensation based on multiple assignments, varied duties, working far beyond the hours
required in a regular workweek, evening meetings, and responding to emergencies in order
to minimize the cost of administration and provide the greatest flexibility for the County.
Employees in sub -ranges 500.1 are not eligible for Interim Assignment Pay (section 4.6),
Emergency Response Pay (section 4.10) or Paid Administrative Leave (section 4.5.1).
Section 3. SALARY RANGES (Groups IF and G and Elected Officialim
3.1 Flat Rate Positions, (Group F). The monthly salaries are flat rate with a Recognition
and Retention component included. The monthly salaries in Addendum A are prorated as
follows:
FTE Range
Court Reporter
.875 801
Health Officer .60 802
3.2 Court Commissioners (Group G). Court Commissioners are paid at a rate
equivalent to a percentage of the comparable state judiciary level salary set by the
Washington Citizens' Commission on Salaries for Elected Officials to be effective July I of
each year. If there is a change to the state judiciary salary level, salaries may be updated
during the term of this Resolution.
Superior Court Commissioner
District Court Commissioner
% of.Comp. Judge Range
90% 903
85% 904
3.3 Elected Officials. The Whatcom County Commission on Salaries for Elected
Officials sets the salaries for the elected positions of Assessor, Auditor, Treasurer, Sheriff,
Prosecuting Attorney, County Executive, and County Council. The District Court Judge
salary is set by the Washington Citizens' Commission on Salaries for Elected Officials.
1 3 A
Section 4. COMPENSATION AND EMPLOYMENT (Groups A through and F)
4.1 Step Movement. All step increases shall be awarded on the basis of successful
job performance. A performance evaluation must have been completed for employees in
Groups A through D, and F within the last year and the most recent evaluation must "exceed
requirements" overall to advance to the next step per the time period indicated an the
appropriate salary matrix. Step movement will occur on the first day of the month of hire or
the appropriate adjusted month.
4.2 Reclassification or Promotion. If funding is available within the authorized budget,
department heads can request a promotion or reclassification of a position so long as it is in
compliance with County policy on reclassifications (Policy &DI40150Zand receives written
approval by the County Executive or designee. Employees who are reclassified because of
the addition of significantly higher -level duties, or promoted into a higher position, shall move
to the step in the new range as provided below. Employees are generally placed in a step
providing at least a 5% wage increase. The 'top wage step' is defined as the highest step in
a given range which includes an annual increase in the wage rate over the preceding step.
(Step 9 for Groups A, B, C, E and F; Step 10 for Group D)
0 If a 5% increase would place the employee below the top wage step. in the new
range, the employee is placed in the new range in the step providing at least a 5% increase.
The reclassification or promotion date becomes the next step date.
0 For employees currently below the top wage step if a 5% increase would place
the employee at or above the top wage step in the new range, the employee is placed in the
top wage step. The reclassification or promotion date becomes the next step date.
0 For employees currently at or above the top wage step if a 5% increase would
place the employee at or above the top wage step in the new range, the employee is placed
in the new range at their current step and maintains their current next step date.
0 For employees in Group E, the employee's base salary (steps 1 through 9) is used
to calculate step placement.
4.3 Realionment. If funding is available within the authorized budget, department heads
can request realignment of positions which are paid at least three percent (3.00%) below
the average of at least four (4) of the six (6) comparable counties (Benton, Cowlitz, Kitsap,
Skagit, Thurston, Yakima), All comparable counties where matches exist must be used. The
realignment will occur in January following approval by the County Executive or designee of
the written realignment request. Employees moving to a new range because of position or
range realignment shall be placed in their current step (but no higher than the top step) one
range above their current range. The effective date of the realignment shall become the
step increase date. Positions which are experiencing recruitment and/or retention difficulties
may be looked at during the year if funding is available within the current year's budget for
the department.
4.3.1 Additional Considerations. In the event the County identifies a position as
one with documented local recruitment and/or retention difficulties, then secondary
comparables based on close geographical location and sociological issues may be
considered.
4.4 Position Movement to ' Lower Range. Employees moving to a position in a lower
range may have a salary adjustment up or down depending upon individual qualifications
for the position, the nature of the work performed, and internal equity with no change to the
next step increase date,
4.5 ' pe
Overtime and Comnsatory Time Pay. The provisions for overtime payments
and compensatory time (for working over 40 hours in a week) apply only to employees who
are covered as non-exempt by the Federal Fair Labor Standards Act (FLEA). Non-exempt
employees requesting compensatory time in lieu of overtime pay shall have such request
granted up to a maximum of twenty-four (24) hours per calendar year. Additional
compensatory time may be mutually agreed to, but an employee may accrue no more than
a maximum of 80 hours of compensatory time at any time. All compensatory time earned
under this section shall be cashed out each year in December in the last paycheck of the
calendar year.
4.5.1 Paid Administrative Leave. In recognition of the contributions unrepresented
employees sometimes make in working far beyond the hours required in a regular work
week, and the fact that FLSA-exempt employees do not get overtime or compensatory time,
the County Executive or designee has authority to award deserving FLSA exempt
employees up to five (5) days of paid administrative leave per year. These days must be
used in the year awarded unless County business prevents this occurring, in which case
they can be carried over one year. Administrative leave may only be cashed out upon
separation.
The County Executive or designee is empowered to authorize extra pay for
unrepresented employees during a period of extraordinary circumstances (such as
emergency conditions, a strike, etc.).
4.6 Interim Assignment Pa. From time to time, employees may be asked to cover all
or part of the duties of a higher -level position during periods of extended absence, vacancy,
or for special assignments. In these instances, interim assignment pay may be awarded.
Department heads must complete an "Interim Assignment Pay Authorization Form" and
submit to Human Resources prior to making the assignment. (Policy LD140325Z)
4.7 Employment Opportunities. Employees who wish to apply for a union position
may do so by the posted closing date for union members. Applications will be reviewed only
if there are no current eligible and qualified represented employees from the applicable
bargaining unit who apply or who are selected for the opening. The County, at its sole
discretion, may or may not at that time select unrepresented employees for any type of
opening, or may proceed with a public posting and include the unrepresented employees in
the employment process.
4.7.1 Provisional Appointments. The County may make provisional appointments
for employees not fully meeting all requirements and qualifications. Such employees will be
placed in a range lower than the posted position, receiving at least a 5% promotional
increase (in compliance with section 4.2) and will not receive another promotional increase
upon fully meeting posted requirements. They will maintain their step increase date when
moved to the range of the posted position and be placed in the step closest to but not less
than the provisional appointment rate of pay,
4 o"
4.8 Discipliner Suspensions. FLSA-exempt employees are not subject to unpaid
disciplinary suspensions except in increments of full work -weeks, unless the infraction
leading to the suspension is for a violation of a safety rule of major significance.
4.9 ' Employment at Will. Employment is at will, which means either the employee or
the County can end the employment relationship without being legally required to give notice
or a reason except as stipulated herein, by County policy, or by law,
4.10 Emergency Response. Employees authorized in advance and required to respond
in person to extraordinary emergencies, working anytime between the hours of 9:00 p.m.
and 6:00 a.m., Monday through Friday and any time on Saturday or Sunday, shall receive a
$150 stipend per incident. If an employee is not on a pre -approved absence, and response
to an incident is during normal hours but extends to hours or days noted above, no stipend
is awarded. If the incident extends beyond 24 hours from the first response by employee
and additional responses are required during times or days noted above, depending upon
circumstances or the ability to flex time, an additional stipend may be awarded. Pre -
authorization for extraordinary emergencies eligibility is provided by an employee's
supervisor in advance with written approval of the department head for a specific incident
requested after the incident occurs. Final approval of a specific incident is provided by the
department head or designee (policy AD140325). {"Authorization for Ernerq�nc
Res ones Sti end or tom ensator fimej. In the case of department heads, pre -
authorization and final written approval of a specific incident is provided by the County
Executive or designee.
4.11 Recognition and Retention Premium. Recognition and Retention Premium
ceased to exist as a separate compensation item for all but Group E as it was rolled into
applicable salary matrices.
4.12 Attorney Probable Cause... Compensation. Any attorney in the Prosecuting
Attorney's Office required to appear on a weekend or holiday at a scheduled Probable Cause
hearing shall receive $250 for his/her appearance,
4.13.1 Merit Step. Employees who are not at the top wage step of their assigned
range may be nominated by the department head to the County Executive or designee for
a one-step adjustment in recognition of documented exemplary performance. A step
adjustment for merit does not impact the step date.
4.13.2 Documentation. Documented exemplary performance for a merit step shall
include a performance evaluation within the last year with an overall rating of at least "4.00"
with no individual elements or sub -elements at or below the "needs improvement" level.
Additional documentation must be in writing and shall include specific information as to the
employee's contribution:
® to achievement of some element or elements of the strategic plan;
® that has organization- or community -wide impact;
® to the completion of a specific, significant department project,- or
• to a similar type of accomplishment.
4.13.3 Timinq. Nomination requests will normally be submitted during the budget
process, but may be submitted any time during the year. Submission requires funding to be
available within the authorized budget for the department,
4.14 Binding Arbitration Adjustment.
. In recognition of the fact that four bargaining
units within the Sheriffs Office have access to binding interest arbitration, Sheriff's Office
employees in Group E shall receive or be eligible for, on approximately the same basis as
employees directly reporting to them, the following:
® Pay increases.
• The same basis for calculating longevity. Performance evaluation within last
year must "exceed requirements" overall in order to be eligible for the Premium.
• The same annual clothing allowance if they must maintain a dress uniform.
Medical coverage to the extent available.
4.15 Ability to Cross, Border. Employees must maintain the ability to cross the
Canadian border if they are assigned to a position which may at any time require crossing
the Canadian Border. The consequence for employees who become ineligible to cross the
border will be determined on a case -by -case basis.
4.16 Attornev After -Hours Weekiv Rotations. Deputy Prosecuting Attorneys are
assigned, on a rotating basis, to be accessible after work hours for a seven-day period of
time to respond to and be available for time -sensitive court -related matters. After-hours
weekly rotations are mandatory and assigned in advance; there is no lapse in after-hours
coverage at any time. The weekly rotations are shared and each attorney will not work more
than eight (8) weekly rotations in any one year.
To recognize the disruption caused by working weekly after -hour rotations, and the
fact that attorneys are exempt from overtime and not compensated for overtime work,
attorneys completing each weekly rotation shall be granted the choice of EITHER twelve
(12) hours of compensatory time off OR a $400 stipend. Attorney positions eligible for
compensatory time off or stipend pay include:
* Deputy I
* Deputy 11
* Senior Deputy
® Senior Deputy 11
The Director and Chief Deputy in the Public Defender's Office and the Chief Deputy
and Assistant Chief Deputy in the Prosecuting Attorney's Office may be included in the
rotations as needed and will be eligible for the stipend or compensatory time off.
4.16.1 Attorney Compensato[y Time Off.
e Attorneys earn twelve (12) hours of compensatory time off following each
weekly rotation. Time is recorded as "compensatory time earned."
@ Attorneys may request compensatory time off to use in increments of not less
than one hour whenever desired, however; approval will be subject to the same department
process as used for vacation requests. Compensatory time off is recorded as "Compensatory
time used."
@ A maximum of 36 hours of compensatory time off may accrue at any one time.
Unused compensatory time may be carried forward at the end of the year,
- Unused compensatory time will not be compensated, considered
compensable, or credited for any purpose with the exception that it will be cashed out upon
separation of employment.
4.16.2 Attorney Stipend. Attorneys may elect to receive a $400 stipend in lieu of
compensatory time off. The stipend election will be recorded on their time record following
the weekly after-hours assignment.
4.17 Undersheriff Dutv Staff Officer
The Undersheriff is assigned, on a rotating basis, to be available to respond at any
time to significant events including but not limited to: homicides, serious injury or death of
Sheriff's Office personnel, shooting incidents involving Sheriff's Office personnel, major fires,
civil disturbances, and/or other significant incidents. The Duty Staff Officer acts on behalf of
the Sheriff and has commensurate authority as well as responsibility for law enforcement
operations during his or her assigned rotation.
To recognize the disruption caused when assigned Duty Staff Officer, and the fact
that the Undersheriff is exempt from overtime and not compensated for overtime work,
following the completion of each weekly rotation, the Duty Staff Officer shall be granted the
choice of either a $400 stipend or ten (10) hours of compensatory time at the straight time
rate. Compensatory time earned during the Duty Staff Officer rotation must be used within
the calendar year earned. Unused compensatory time cannot be cashed out. There is no
eligibility for § 4.10 Emergency Response Pay during the Duty Staff Officer rotation.
4.18 Undersheriff Sala!y(Group E). If there is a collective bargaining agreement
settlement per section 4.14 (Binding Arbitration Adjustment), salary may change during the
term of this Resolution.
4.19 Posting. The most current salary addendum to this Resolution will be posted on
the County's website,
Section 5. SCHEDULING (Groups • • F11
5.1 Work Schedule. The hours of operation may vary between departments and
divisions in order to better serve the public.
5.2 Alternative Schedule. Alternative scheduling allows the hours and the basic
workday or workweek of an employee to be modified from the department standard to attend
to County business or to accommodate a different schedule. Approval of alternative
scheduling for FLSA non-exempt employees shall not allow for greater than forty (40) hours
of compensation in any one work week, shall provide for no reduction in service to the public,
and must not increase the County's compensation costs. Alternative scheduling requires
the mutual agreement of the employee and the department head. FLSA non-exempt
employees may not accumulate or not take lunch and/or rest breaks in order to shorten the
workday or work week.
5.3 ' Flex Time. Periodic flex time may be used for personal employee matters including
doctor, vision or dental appointments. Flex time may also be used following an emergency
response, to attend meetings, or otherwise perform work on behalf of the County. Approval
of flex time for FLSA non-exempt employees shall not allow for greater than forty (40) hours
of compensation in any one work week, shall provide for no reduction in service to the public,
and must not increase the County's compensation costs. Flex time requires the mutual
agreement of the employee and the department head or designee. FLSA non-exempt
employees may not accumulate or not take lunch and/or rest breaks in order to shorten the
workday or work week.
Section 6. LEAVES (Groups A through H)
6.1 lick Leave Accruals (Groups C through G). For the purpose of sick leave
benefits, sick leave shall accrue to each 1.0 FTE employee from their date of hire in the
amount of eight (8) hours for each month of employment, if benefits eligibility criteria are met
(section 8. 1), to a maximum of nine hundred and sixty (960) hours except as outlined below.
6.1.1 Part -Time Employees. Part-time employees' sick leave accrual rate will be
pro -rated per currently assigned, but not more than their budgeted FTE.
6.1.2 Sick Leave Accrual Maximum (Except GrgMp_E. Employees who have
accrued nine hundred and sixty (960) hours at the end of the business day on December 31
shall be allowed to accrue up to one thousand and fifty-six (1,056) hours (960 hours + up to
96 hours annual accrual) of sick leave during the following year. These additional hours of
accrual may not be cashed out. The employee's total accrual reverts back to no more than
nine hundred and sixty (960) hours at the end of the business day on December 31.
6.1.3 Sick Leave Usage. Eligible employees (section 8.1) may request sick leave as
accrued and may use it in increments of less than one scheduled workday for a covered
purpose. (Policy AQ139400Z
6.1.4 Sick Leave Verification. Following more than three consecutive days of
absence, an employee may be requested to provide verification that the leave was for an
eligible reason. (Policy AQ I 3940OZ)
6.1.5 Excess Sick Leave Contributions (Except Group Q. Employees who have
at least 960 hours in their sick leave bank at the beginning and end of the calendar year (or
at the beginning of a calendar year and upon termination in that same year) will receive a
contribution into their 457 deferred compensation plan based upon a portion of the hours
accrued but not used during the year. Sick leave hours accrued to a maximum of forty-eight
(48) hours, minus hours used, multiplied by 25%, multiplied by the hourly rate at year-end,
equals the 457 contribution. Employees eligible for a contribution must be enrolled in a 457
deferred compensation plan prior to February I of the following year (or at termination, if
earlier) to receive the contribution, or the 457 contribution will be forfeited.
6.1.6 Excess Sick Leave Contributions (Group E only). Employees who have
at least 960 hours in their sick leave bank the first and last pay period of the year (or at the
beginning of a calendar year and upon termination in that same year) will receive a
contribution into their Retirement Health Savings (RHS) plan, based upon a portion of the
hours accrued but not used during the year. Sick leave hours accrued to a maximum of
�dl R;"i io-
g e
forty-eight (48) hours, minus hours used, multiplied by 25%, multiplied by the hourly rate at
year-end (or date of termination, if earlier) equals the RHS contribution.
6.1.7 Sick Leave for Family Care. Sick leave can be used to care for a family
member. (Policy
6.1.8 Sick Leave Cash Out. Employees with three (3) or more years of current,
continuous employment with the County shall be entitled to sick leave cash out upon
voluntary separation, layoff or death in the amount of twenty-five (25%) percent, or fifty
(50%) percent if hired before May 15, 1984, of accrued hours up to a maximum of 960 hours,
Employees must give at least two (2) weeks' notice prior to separation to be eligible for sick
leave cash out.
6.1.9 , Leave Sharing Program. Employees may donate any amount of accrued
sick leave or accrued vacation leave each year to employees eligible to receive leave
donations. (Policy 6DI39500Z).
6.1.10 Sick Leave Accrual Maximum (Group Q. LEOFF 11 employees may accrue
sick leave up to a maximum of one thousand, four hundred and forty (1,440) hours. No more
than nine hundred and sixty (960) hours shall be used as a base for calculating sick leave
cash out. If any hours are used per section 6.1.6, such hours used in that calculation will no
longer be available to the employee and will be deducted from the accrual bank.
6.1.11 Bonus Days. Employees in Group E will receive an additional 40 hours of
vacation time each year if they have accrued 600 hours of sick leave on December 31 of the
previous year.
6.1.12 District Court Judges. District Court Judges shall accrue sick leave at the
same rate as non -represented employees per section 6.1. Additionally, pursuant to RCW
3.34.130, District Court Judges will receive thirty (30) days' annual leave each January 1.
Annual leave cannot be carried forward to the next year. When a District Court Judge
vacates office, the total remuneration for annual leave and sick leave shall be granted as
allowed by EQW 3,34.1 00, and shall not exceed the equivalent of thirty (30) days' monetary
compensation.
6.2 Vacation {Groups C through . Employees (except court reporters and superior
L �h n
court commissioners) shall be entitled to vacation accrual benefits if benefits eligibility criteria
are met (section 8.1). Accruals for 1.0 FTE will be in accordance with the following schedule
with the first employment year being the year hired and subsequent employment years being
the first of the year. Prior regular County employment may be considered when determining
employment year.
During 1st through 4th employment year accrue 10.00 hours per month
During 5th through 9th employment year accrue 13.34 hours per month
During I Oth and subsequent years accrue 16.67 hours per month
Vacation leave may be requested as accrued and approved and may be used in
increments of less than one scheduled workday. No more than two hundred and forty (240)
vacation hours may be carried forward from one year to the next; otherwise unused vacation
in excess of two hundred and forty (240) hours at the end of the business day on December
31 shall be forfeited. The express purpose of vacation leave is to allow employees to take
time away from work to relax, recreate and otherwise attend to personal matters. It is the
policy of Whatcom County that employees shall take the regular vacation time allocated
each year for the good of the employee and the County. If funds exist in the department's
current budget, by mutual written agreement between the employee and the department
head, up to 40 hours of vacation anticipated to be above the 240 hours carryover maximum
can be cashed out each calendar year. Requests for cash out must be submitted by
November 30. Upon separation, accrued vacation hours will be cashed out at 100%.
6.2.1 Part -Time Emoloyees,. Part-time employees' vacation accrual rate will be pro-
rated per currently assigned, but not more than their budgeted FTE.
6.3 Holidays (Grouts A through U) Whatcom County follows the State I�oI_ iay
schedule (RCW 1.16.050) in addition to the day before Christmas. Paid holidays will be
posted on an annual basis. To receive holiday pay, employees must be in paid status or on
approved voluntary unpaid furlough, the entire scheduled work day before and after the
holiday.
6.3.1 Personal Holiday (Groups C through F)Employees (except court reporters
and superior court commissioners) shall receive one (1) Personal Holiday each calendar
year equivalent to their FTE on January 1 or upon hire, not to exceed eight (8) hours. The
Personal Holiday must be used in the year it is earned. Personal Holidays are not cashed
out upon separation.
6.3.2 Workinq a Non -Judicial Holiday. Employees required to work on a non -
judicial holiday because state law requires an office to remain open, shall receive two (2)
days off with pay at a mutually agreeable time. Unused compensatory time earned before
December 31 shall be carried forward and must be used in the following year. Employees
unable to use compensatory time by the end of the following year due to a County
emergency are eligible to carry the hours forward for one additional year. Unused
compensatory time earned under this provision will be cashed out upon separation of
employment.
6..3 Working a Holiday. Employees required by their department head to work a
paid County holiday because of an emergency, a project that can only be completed when
County offices are closed, or special directive from the County Executive or designee, shall
receive two (2) days off with pay at a mutually agreeable time. (see authorization for
Emergency Pesponse Cti end or Comnensatory Time form.) Unused compensatory time
earned before December 31 shall be carried forward and must be used in the following year.
Employees unable to use compensatory time by the end of the following year due to a
County emergency are eligible to carry the hours forward for one additional year. Unused
compensatory time earned under this provision will be cashed out upon separation of
employment.
6.3.4 Part -Time Employees' Hol ggy_a Part-time employees will receive holiday
pay based on their currently assigned, but not more than their budgeted FTE.
6.4 Paid Time WPM) Bank (Groups A and B). Employees will, in lieu of accruing
vacation, sick and personal holiday, accrue time into a Paid Time Off (PTO) bank.
? 2
6.4.1 PTO Accrual. Accrual for 1.0 FTEs will be in accordance with the following
schedule with the first employment year being the year hired and subsequent employment
years being the first of the year. Employees appointed to an eligible PTO paid time off
position will have their accrued and available vacation and personal holiday hours placed in
a PTO bank. Prior regular County employment may be considered when determining
employment year. Part-time employee's monthly PTO bank accrual rates will be pro -rated
based on FTE.
Group A Accrual Rate/month
Upon hire and subsequent years 26.00 hours
Group B Accrual Rate/month
During 1 It through 41h employment year 21.33 hours
During 51h and subsequent years 24.67 hours
6.4.2 Short -Term Disability Bank. Each newly eligible employee will receive a "one-
time" deposit of 480 hours into a Short -Term Disability bank (STD). Part-time employee's
STD bank deposits will be pro -rated based on FTE. The STD bank can be accessed only
after an employee has been absent and used PTO bank hours to cover three consecutive
work days for an illness or injury, for an approved Family/Medical Leave, or to provide care
for a family member under Family Care or Family Leave. For each separate intermittent
FMLA situation, only one period of three consecutive work days charged to PTO needs to
be met each applicable 12-month period before gaining access to the STD bank. Access to
the STD bank may require a physician's certification. The STD bank is not eligible for cash
out at any time.
6.4.3 Sick Leave Bank. Employees in Groups C through E appointed to an eligible
PTO position in Group A or B will maintain their accrued and available sick leave hours in a
bank, which can be accessed only if the one-time STD bank is depleted. Upon voluntary
separation, layoff or death, the sick leave bank cash out will be cashed out per section 6.1.8.
6.4.4 Paid Time Off Usage. PTO hours may only be requested as accrued and
used as approved. In the event an employee needs PTO for an illness or to care for a family
member, the employee should give his or her supervisor as much notice as possible.
6.4.5 Paid Time Off Bank Carryover/Cash out. No more than 330 PTO hours at
the end of the business day on December 31 can be carried over to the following calendar
year-, any additional hours are forfeited. If funds exist in the department's current budget, by
mutual agreement among the impacted employee, the department head (if applicable) and
the County Executive or designee, up to 40 hours of PTO anticipated to be above the 330
hours carry over maximum can be cashed out each calendar year. Requests for cash out
must be submitted by November 30. Upon separation, hours in the PTO bank will be cashed
out at 100%
6.4.6 PTO Leave Sharing. Employees may donate any amount of Paid Time Off
each year to employees eligible to receive leave donations. (Policy Al 1 5000Z)
6.5. Jury Dutv and Military Leave. Employees considered exempt under the Federal
Fair Labor Standards Act (FLEA) shall have no deduction in salary for absences caused by
jury duty or annual military leave. Jury duty and military leave will be provided as described
in County Policy, USERRA or state law.
6.6 Bereavement - - Leave. Bereavement leave shall be provided to employees, who
suffer a death in the immediate family, of up to five (5) days off (maximum of forty hours)
without loss in pay. Immediate family members include a spouse or State registered
domestic partner, child or parent (including step) of either the employee or the employee's
spouse. Up to three (3) days off without loss of pay is available for other close family
members (including step): brother, sister, grandchildren or grandparents of either the
employee or the employee's spouse. In the event of a funeral or other memorial occurring
as a result of the death of a current, lawful brother or sister-in-law, the affected employee
may have up to eight (8) hours off without loss in pay to attend the funeral or memorial, if
not covered above. Additional days off without pay or using accrued leave may also be
available upon written approval of the department head.
6.7 Civil Leave. Civil leave with pay shall be allowed to permit an employee to testify in
any federal, state or municipal court when a subpoena compels such testimony and such
testimony is on behalf of Whatcom County or is in connection with a matter in which
Whatcorn County is a party.
6.8 Family Leave. The County provides unpaid leave to any eligible employee covered
by this Resolution, consistent with state and federal laws. Employees are not required to
use accrued vacation time, sick leave, STD bank,'or PTO bank before commencing unpaid
family leave. If leave pursuant to FMLA stipulations would also qualify as leave under any
other County benefit, policy or type of leave, the period of the FMLA leave will run
concurrently as permitted by law and will apply toward an employee's entitlement for each
type of leave that may be applicable.
6.8.1 Physician Certifications. The County may require physician certifications in
accordance with state and federal guidelines.
6.9 Maternity Leave. Accrued sick leave or STD bank time may be utilized for
maternity/disability leave. In the event sick leave and/or the STD bank is exhausted before
the employee returns to work, any vacation, PTO bank, or other paid leave which has
accrued must be utilized before approval of any leave without pay is considered by the
County, except for leaves falling under the federal Family and Medical Leave Act or County
policy. If leave pursuant to this provision would also qualify as leave under any federal or
state laws, the period of leave will apply toward the employee's entitlement to leave under
any applicable laws consistent with section 6.8. Unless the birth mother chooses to invoke
FMLA, a birth mother's period of temporary pregnancy -related disability shall not be
deducted from the FMLA leave entitlement.
6.10 Paternitv Leave. Employees may use accrued sick leave for the delivery of a child
by their legal spouse or to care for their legal spouse or registered domestic partner during
pregnancy and/or childbirth disability consistent with the provisions of Executive Order 2018-
4.
6.11 Leave for Illness or Iniu[y. Employees may request in writing, with appropriate
health care provider verification, leave for major illness or injury utilizing Family/Medical
Leave, accrued leaves, and unpaid leaves, as appropriate and as approved. Total time for
the leave, which will include all time away from work, may be extended up to a maximum of
twelve (12) months with the mutual consent of the department head and the County
Executive or designee. An employee who returns to work will be credited for length of return
time to job of injury, if work related, within the twelve (12) month limit if the employee must
go back on disability for the same illness/injury. Periodic health care progress reports may
be required.
6.12Leave. The County provides reasonable leave to employees
who are victims of, or who are family members Of victims of domestic violence, sexual
assault, or stalking, consistent with the requirements of the Washington Domestic Leave
Law. Employees may choose to use accrued sick leave or other paid time off, compensatory
time, or unpaid leave time.
6.13 WA State Paid Family and Medical Leave. The County participates in the
Washington State Paid Family and Medical Leave insurance program. Employees shall
coordinate leave under this program with Human Resources,
6.14 Absence Due to Adverse Weather. FLSA non-exempt employee's absence due
to severe inclement weather or other unusual emergency conditions will be charged to one
of the following in sequential order: compensatory time, vacation leave, paid time off,
personal holiday, or leave without pay. Employees who wish to take leave without pay must
notify his/her payroll preparer before the department's payroll cut-off time. (Policy
AQiiagm
Section 7. ELECTED OFFICIALS
7.1 WaQe Adiustments for Elected Officials. Council Members and Executive Branch
Elected Officials shall be compensated as set forth by the Whatcom County Commission on
Salaries for Elected Officials.
Section 8. BENEFITS (Groups A through G and Listed Elected Officials)
8.1 Benefits Eligibility.Employees must be compensated at least eighty (80) hours
per calendar month and be in at least a .5 FTE position to be eligible for certain benefits
(including, but not limited to, sick leave, holiday, vacation, PTO bank, STD bank, and health
and welfare). Compensation is defined as payment of wages for work performed, vacation,
accrued sick leave, PTO, STD, other paid leave, or income for industrial injury not to exceed
twelve months. County payments of health and welfare premiums for benefits of
unrepresented employees are made on behalf of employees. Compensation earned in one
(1) calendar month provides health and welfare benefit coverage in the following month
unless stipulated otherwise in plan documents. Lump sum cash out of accruals upon
termination of employment is not considered compensable hours for any purpose of eligibility
or contribution. Any elected official or newly hired unrepresented employee will be initially
eligible for health and welfare benefits the calendar month following at least 80 hours of
compensation in one (1) calendar month. Waiting period requirements on individual plans
must be met for benefit reimbursement. Due to the nature of elected official positions, they
will be eligible for health & welfare benefits on the same basis as a 1.0 FTE.
8.2 Health and W21fare-,Benefits. Elected officials set forth in Section 1 and eligible
employees shall be granted the following health and welfare benefits. The benefits shall
fs e i 1'e" Re u; 31 4- i
P 3
include full contribution by the County for the employee, spouse, and dependent children of
the employee, unless otherwise noted.
A) Medical — Washington Teamsters Welfare Trust Plan "B"
B) Dental — Washington Teamsters Welfare Trust Dental Plan "A"
C) Vision — NBN Vision Plan with Washington Teamsters Welfare Trust.
D) Life insurance —employee only coverage with Standard Life Insurance in the face
amount of $50,000.
E) Waiver of Contributions — Washington Teamsters Welfare Trust Disability Waiver
of Contributions Extension
F) Plan D Time Loss — Washington Teamsters Welfare Trust Employee $100 per
week time loss
G) Long -Term Disability — employee only coverage with Sunlife.
8.2.1 Part -Time Employee's Benefits Coverage. Employees will pay a pro -rated
amount of the County's contribution, based on their FTE, for A. Medical, B. Dental, C. Vision,
E. Waiver of Contributions, and F. Plan D Time Loss through payroll deduction utilizing the
Flex 125 program. The County will pay the full contribution for D. Life Insurance and G.
Long -Term Disability. (The requirement for pro -rated contributions does not apply to
employees in Group G or Whatcom County Council members.)
L.-Ss ffga=
8.3.1 Flex 125. The County will pay set-up costs and ongoing maintenance costs to
allow employees to utilize a Dependent and Health Care Reimbursement Plan,
8.3.2 Retirement Plans. The County provides payment to retirement plans through
the Washington State Department of Retirement Systems (DRS), which also requires
contributions from eligible employees. Elected officials may elect, but are not required, to
participate in a DRS plan.
8.3.3 Deferred Compensation. The County provides the opportunity for voluntary
employee participation in deferred compensation (457 plans) and 401 (a) programs. The
County matches these contributions fifty cents on the dollar, up to a maximum of 2% of base
salary, with County contributions placed in a 401 (a) Plan. New employees may, within thirty
(30) days of hire, elect to contribute directly to the 401 (a) Pan.
8.3.4 fMloyee Assistance _Pro qram. The County provides confidential counseling
assessment services through an Employee Assistance Program for employees and their
immediate families.
8.3.5 Sheriff's Office Disability Plan (Group E). LEOFF 11 and PERS employees
in the Sheriffs Office will be provided a substantially equivalent disability plan as that
provided to employees directly reporting to them. Such employees are not eligible to
participate in the Long -Term Disability Plan offered under section 8.2.G.
8.3.6 Retirement Health Savings Plan. The County provides a tax-free Retirement
Health Savings Plan (RHS) to use for qualified medical expenses, in accordance with IRS
regulations. The County will administer the RHS plan consistent with the County's RHS plan
documents. Contribution types, which are mandatory within identified groupings of
employees, may include, but are not limited to: contribution of excess sick leave; contribution
of a percentage of base salary; and contribution of sick leave, vacation and/or PTO bank
cash outs at voluntary separation from County employment. The County may at its
discretion identify additional recognized groupings of unrepresented employees to have one
or more of the existing contribution types applied.
8.3.6.1 Contribution to Retirement Health Savings Plen (Group E)
Employees in Groups E have elected a voluntary reduction of 6% of their base salary to be.
withheld effective the first full pay period in January 2022 and placed by the County into
employee's Retirement Health Savings Account.
8.3.6.1.1 Mandatory Contributions. When an employee in Group E
separates from employment, sick leave cash out, per section 6.1-8 and vacation cash, out
per Section 6.2 will be mandatorily contributed to his or her Retirement Health Savings
account.
8.3.7 C�Iothhincr Repair & Replacement. Employees, who, in the course of pursuing
their assignments, suffer a loss or substantial damage to clothing, excluding normal wear
and tear, shall be reimbursed the reasonable cost for the repair or replacement of like items
at a rate commensurate with the condition of the claimed item. Personal property shall be
repaired or replaced up to $35.00 per item.
8.3.8 Electronic Fund--, Transfer. All newly hired regular employees shall authorize
paycheck deposit by electronic funds transfer (EFT) within thirty (30) days of employment.
Employees may temporarily stop EFT in emergency situations with at least seven (7) days'
notice before a scheduled payday, but must restart EFT within three months.
From time to time, the County may change provisions in this Resolution or select
different providers of benefits, which may impact plans offered. Nothing in this document
shall limit the County's ability to change any provision in this Resolution or to search for the
most cost-effective benefit packages, nor shall it commit the County to selecting any specific
provider or plan.
All changes in benefits under this Resolution shall become effective January 1, 2022,
Salaries and benefits shall remain in effect until rescinded, except where noted otherwise,
and except that any further changes may be retroactively applied as approved by the County
Council,
AND FURTHER, THEREFORE, BE IT RESOLVED, that Resolution No. 2020-046 is
hereby rescinded effective January 1, 2022 and this Resolution shall become effective that
same date.
c
APPROV �'Ihis/9th day of November, 2021. q�i
- 0 L!
N*T C 60 - WHATCOM COUNTY COUNCIL
AT
WHATCOM COUNTY, WASHINGTON
X
Dana, Br yis' Q Qncil Clerk Bay 6chanan, Council Chair
APPROVED as to form:
14 4- 9 .5
Civil'De1puty Prosecuting Attorney-
gv o
PRnge
500,1*
510
515
520
525
530
'Ranee 50Q.1
Addendum y.
2022 Salary Matrix for - i' i Employees
l.irmin Q - Ilnnnrtmmnt W-4 lz,l. .•.. AA.,a.t., rtt__,.:... ........ .. .... .. _ __,
12 months ofservice at each step required to move to:next step
y
36 months ofservice at each step required'
to move to next step
-:-Step i
Step 2
Step 3
Step 4 "
Siep S
Step'6
Step 7
Step 8
Step 9
Step 10
Step 11
Step 12
Step 13 +
9,639
IQ 012
10,394
10,798
21,214
11,646
12,044
12,557
13,043
13,065
13,092
13,121
13,149
9,761
10,134
10,516
10,919
11,336
11,767
i2,216
12,679
13,165
13,187
13,213
:13,243
13,271
10,053
1d,44?
10,844
11,259
11.,592
12,143
12,G09
13,093
13,598
13,619
13,647
13,676
13,704
10,269
?0,665
11,077
11,501
12,943
?2,4D4
12,8$0
13,374
13,891
13,912
13,941
13,970
13,999
10,483
10,885
11,306
11,742
1.2,195
12,664
13,149
13,653
14,180
14,201
14,229
14,258
1.4,286
10,709
11,119
11,549
11,994
12,457
12,936
13 }32
13,947
14,484
14,507
14,535
14,564
14,593
10 939
11,358 j
11,795
12,250
12,721
13,211
13,719
14,244
14,790
14,812
14,840
14,869
14,397
Grnlin R - M;innoomuni- Cnlnry KA�+ •€.
12 months ofserviceat eachstep required to moveto nextstep
36 months ofsery ce at each step regwred
to move to next step
Range
Step 3:
Step 4
Step 5;
Step 6
Stepp 7
Step 8
Step 9
Step 10
Step 11
Step 12
Step 13
400
6,593
6,850
7,115
7,393
7,678
7,976
8,2$4
8,307
8,334
8,365
8,394
405
j692t57,195
6,875
7,142
7,419
7,70$
II,007
8,315
8,639
$,G61
8,689
8,719
8,74$
410
7,1G7
7,447
7,734
8,033
8,345
S,G67
9,004
9,026
9,054
9,085
9,114
415
747,410
9,438
9,468
9,496
420
7,22,
7,793
8,094
8,41.1
8,733
9,070
9,420
9,783
9,806
9,833
9,863
9,892
425
7,531
7,825
$,127
8,440
8,767
9,107
9,459
9,821
10,202
10,224
10,252
10,282
20,312
425.1"
7,886
8,130
8,432
8,745
9,071
9,411
9,763
10,125
10,505
10,528
10,556
10,587
10,616
430
7,853
8,159
1474
8,801
9,141
9,495
9,861
10,241
10,637
10,659
10,687
10,717
10,746
435
8,192
8,507
$,839
9,179
9,533
9,903
10,283
10,678
11,091
11,114
11,142
11,173
11,202
440
8,541
8,874
9,216
9,573
9,942
10,324
10,721 1
11,134
11.,.563
11,586
11,614
11,644
11,674
445
8,907
9,252_
9,609
9,981
10,364
10,763
11,179
11,608
12,055
12,078
22,10G
22,136
12,166
450
9,288
...,.,� _. ,_„_____._.__.,_.
9,648
10,020
_
10,404
1.0,807
11,224
11,b55
12,105
12,570
12,592
12,620
12,651
12,680
Grmin C - LA-l'.. rcc_ _-
12 months of service at each step required to move to next step
34OfsMjcePt rt each step requ red neni step:Range
Step 1
:Step 2
. Step 3
tep 4
i Step 5 :
Step 6
Step 7
Step 8
Step 9
p 11
Step 12
. Step 19
300
4,421
4,600
4,7$4
5,165
5,369
5,577
5,793
5,973
23
6,053
6,079305
4,611
4,799
4,988
;4",971
183
5,386
5,597
5,814
6,039
6,228
80
6,317_
6,339310
4,805
5,003
5,200
404
5,615
5,837
6,063
6297
6493
5.546
6,577
6,604
315
5,013
5,219
5,423
633
5,854
6,083
6;318
6,552
6,765
G,'789
G,817
6,849
6,877
320
5,228
5,440
5,653
5,875
6,101
6,344
6,587
6,842
7,054
7,078
7,106
7,137
7,165
325
5,453
5,672
5,894
6,124
6,362
6,613
6,870
7,134
7,357
7,382
7,410
7,441
7,468
330
5,fi84
5,915
6,147
6,385
G,632
6,891
7,160
7,434
7,665
7,690
7,718
7,749
7,777
335
5,928
6,169
G,409
6,657
G,91G
7,1$4
7,463
7,752
7,992
8,016
8,044
8,076
8,104
340
5,182
6,430
6,682
6,941
7,210
7,d92
7,782
8,082
8,332
8,,56
8,384
8,416
8,444
345
6,447
6,704
6,965
7,235
7,518
7,810
8,'110
8,422
8,G83
8,707
8,734
8,766
8,794
350
6,721
6,990
7,265
7,547
7,840
8,143
8,455
8,781
9,052
9,U76
9,104
9,136
9,163
355
7,U09
7,289
7,574
7,866
8,172
E,489
8,817
9,157
9,439
9,462
9,490
9,522
9,550
3£0
7,310
7,603
7,898
8,204
_ 8,S19
8,852
9,192
9,545
9,839
9,862_ �
9,890
9,922
9,950
3GS
7,622
7,926
E,234
8,554
8,884
9,228
9,584
9,952
10,258
10,282
10,31.0
10,342
1.0,370
370
7,949
8,266
8,588
8,920
9,263
9,623
9,994
10,379
10,696
30,721
10,749
10,781
3.0,809
375
8,2.88
8,622
8,954
9,300
9,660
10,035
10,420
10,$24
11,152
11,176
11,205
11,236
11,263
380
9,644
8,991
9,339
9,699
10,072
10,464
10,865
11,283
11.,629
11,653
11,681
11,713
11,739
Group D - Support Salary Matrix - FLSA Non -Exempt -Effective January9, 2022 (+3.0%)
12 months ofserviceat eachstep required to rn e to nextstep
:24 mos of .
service
36 months of service at each step required
to move to`nexrt step
'Range
Step 1
Step 2
Step 3
,:Step 4
Step 5
'Siep 6
.Step 7
Step 8
.'Step 9
:Step 10
Step 11
+step 12
'. Step 13-Step
14
200
3,189
3,317
3,456
3,599
3,741.
3,892
4,045
4,201
4,366
4,453
4,477
4,504
4,536
4,564-
210
3,325
3,459
3,601
3,750
3,897
4,054
4,213
4,380
4,553
4,642
4,666
4,694
4,726
4,754
220
3,464
3,605
3,755
3,908
4,062
4,225
4,391
4,561
4,740
4,833
4,857
4,885
4,917
4,945
230
1 3,613
3,761
3,917
4,078
4,236
4,405
4,577
4,756
4,945
5,042
5,066
5,094
5,125
5,153
240
1 3,768
3,923
4,082
4,249
4,415
4,592
4,710
4,955
5,150
5,251
5,274
5,302
5,334
5,362
250
3,927
4,089
4,255
4,431
1 4,604
4,787
1 4,973
5,165
5,369
5,475
5,498
1 5,526
1 5,558
5,586
260
4,095
4,263
4,436
4,616
4,799
4,989
5,184
5,385
5,596
5,706
5,731
5,759
5,790
5,818
270
4,444
4,618
4,806
4,995
5,190
5,396
5,604
.5,821
6,050
6,228
6,252
1 6,280
6,312
6,339
280
4,635
4,817
5,013
5,210
5,413
5,628
5,84.5
6071
6,310
6,496
:1521
6,550
6,583
6,611
290
4,835
5,024
5,228
5,434
S,b46
5,870
6,096
6,332
6,581
6,775
6,801 1
6,832
6,866
6,896
Group E - Sheriff's Binding Arbitration Adjustment Salary Matrix'
Effective January 9, 2022 (+3.0%)
Yrs of
service
%
Hourly Rate
Longevity;'
6
-2.00%
$44.49
$0.89
9
3.00%.
$44A9
$1.33
12
3.50%
$44A9
$1.56
15
4,00%
$44A9
$1.78
18
4.50'y
$44A9
$2,00
21
5.00%
$44.49
�226.00%
$44.49
ilf there is a collective bargaining agreement settled per Section 4.14 salaries may change during the term of this resolution.
Group F - Court Reporters & Health Officer Salary Matrix - Effective January 9, 2022 (+3.0%)
12 months ofservice at each step requ fired to move to next step
36 months ofservite at each step required
to move to next step
Range
Step 1
step 2
Step 3
Step 4
step 5
Step 6
Step 7
Step 6
Step 9
Step 10
Step 11 ,
Step 12.
:Step 13
801
7,083
7,090
7,U98
7,106
7,114
7,123
7,131
7,139
7,1.49
7,173
7,200
7,232
7,260
$02
8,491
8,499
8,507
8,515
8,523
8,533
-8541
$550
8,560
8,585
8,613
8,646
8,675
Group G - Court Commissioner Salary Matrix2
Range
77112021
1 71112022;::
903
1 14,976
15,238
904
13,467
13,702
(90% of Superior Court Judge Salary)
(85% of District Court Judge Salary)
2Salaries are set by the Washington Citizens' Commission on Salaries for Elected Officials.
ion iz>