city of arkansas city board of city...

City of Arkansas City

Board of City Commissioners

Agenda

Regular Meeting Tuesday, March 3, 2020 @ 5:30 PM

Commission Room, City Hall — 118 W. Central Ave. — Arkansas City, KS

I. Routine Business

1. Roll Call 2. Opening Prayer and Pledge of Allegiance 3. Additions or Deletions to the Agenda (Voice Vote) 4. Approval of the Agenda (Voice Vote)

II. Awards and Proclamations

1. Proclaim March 2020 as Intellectual and Developmental Disabilities Awareness Month in Arkansas City.

III. Recognition of Visitors 1. Roger Sparks

IV. Comments from the Audience for Items Not on the Agenda

Each speaker will state his or her name and address before making any comments. Each speaker will have three (3) minutes to present his or her comments. Comments or questions will be directed only to the City Commission. Debate or argument between parties in the audience will not be allowed. Repeated reiterations by speakers will not be allowed. Violations of comment procedure will result in being directed to cease speaking or resume sitting.

V. Consent Agenda (Voice Vote)

Note: All matters listed below on the Consent Agenda are considered under one motion and enacted by one motion. There should be no separate discussion. If such discussion is desired, any item may be removed from the Consent Agenda and then considered separately under Section VII: New Business.

1. Approve the February 18, 2020, regular meeting minutes as written.

2. A Resolution authorizing the City of Arkansas City to purchase a Tractor and Scraper Blade,

ZD121R-60R Mower, and TS10 Brush Cutter from Wichita Tractor Co., of Wichita, through the Sourcewell Government Discount Program, for an amount not to exceed $43,730.16.

3. A Resolution authorizing the City of Arkansas City to purchase two Tractors and a TS10 Brush Cutter from Wichita Tractor Co., of Wichita, through the Sourcewell Government Discount Program, for an amount not to exceed $65,744.52.

VI. Old Business

VII. New Business

1. Approve personnel policy updates. (Voice Vote)

2. Consider first reading of an Ordinance adopting the budgeted pay plan for 2020 and repealing Ordinance No. 2019-12-4503. (Roll Call Vote)

VIII. City Manager Updates

1. Cowley County Job Fair 2. Complete Count Committee meeting 3. RISE Cowley health coalition meeting 4. Cowley County Legislative Committee meeting 5. ACPD to receive Community Builder Award at RCB Bank 6. Historic Preservation meet-and-greet 7. Employee appreciation breakfast 8. City Commission study session

IX. Other Business

1. Reports: a. City Advisory Board Reports

X. Adjourn

Office of the Mayor

Arkansas City, Kansas

Proclamation WHEREAS, the month of March 2020 has been designated as “National Intellectual and Developmental Disabilities Awareness Month” in order to celebrate and recognize people with disabilities; and WHEREAS, disability is a natural part of the human experience and in no way diminishes the right of people with disabilities to make choices, contribute to society, and experience in full the many blessings of American society; and WHEREAS, family members, friends and the community at large all play a role in supporting people with disabilities as they pursue their dreams; and WHEREAS, the goals of this City properly include helping people with disabilities to realize full access to housing, employment, and the recreational activities which help to create productive and satisfying lives, and to live as independently as possible. NOW, THEREFORE, I, Karen Welch, Mayor of the City of Arkansas City, Kansas, do hereby proclaim the month of March 2020 as

INTELLECTUAL AND DEVELOPMENTAL DISABILITIES AWARENESS MONTH in Arkansas City, and call upon the citizens of Arkansas City to observe this month with appropriate programs and activities. Furthermore, I encourage the citizens of Arkansas City to seek information from those organizations with expertise in matters concerning professionals who support individuals with intellectual and developmental disabilities.

In witness thereof I have hereunto set my hand and caused this seal to be affixed:

__________________________________

Name/Title: Karen Welch, Mayor Date: March 3, 2020

Item for City Commission Action Section V Item 1

Meeting Date 3/3/2020

Department/Division City Manager

Staff Contact Andrew Lawson

Title: Consent Agenda Item: Approve the February 18, 2020, regular meeting minutes as written. Description: Please see attached document. Commission Options: 1. Approve with the consent agenda. 2. Remove item from consent agenda for further consideration. Approved for Agenda by:

City Manager

City Commission of Arkansas City – Regular Meeting Minutes

February 18, 2020 Page 1

The Arkansas City Board of City Commissioners met in regular session at 5:30 p.m. Tuesday, February 18, 2020, in the Commission Room at City Hall, located at 118 W. Central Ave. in Ark City. Mayor Karen Welch called the meeting to order. Commissioners also present at roll call were Commissioners Kanyon Gingher, Duane L. Oestmann, Scott Rogers and Jay Warren. City employees present were City Manager Nick Hernandez, City Attorney Larry Schwartz, City Clerk Lesley Shook, Public Information Officer Andrew Lawson, Management Assistant Mike Crandall, Finance Director Kathy Cornwell, Fire Chief Bobby Wolfe, Police Chief Dan Ward, Environmental Services Superintendent Rod Philo, Human Resources Manager Marla McFarland and Principal Planner Josh White. Citizens in attendance included Brandon Every, Ian Kuhn, Mell Kuhn and Scott Margolius. Creekstone was represented by general manager Rudy Steiner and plant engineer Duane Clark. Commissioner Warren offered the opening prayer. Mayor Welch led the Pledge of Allegiance. Agenda Approval Commissioner Oestmann made a motion to approve the agenda as presented. Commissioner Rogers seconded the motion. A voice vote was unanimous in favor of the motion. Mayor Welch declared the agenda approved as presented. Awards and Proclamations Mayor Welch issued a proclamation that March 2020 is American Legion Centennial Celebration Month in Arkansas City, in honor of American Legion’s 100th anniversary. Mayor Welch also issued a proclamation that March 1-7, 2020, is Severe Weather Awareness Week in Arkansas City. No one from the public was present to receive either proclamation. Comments from the Audience Brandon Every, 19 Pin Oak Drive, asked the commissioners about the posting of the job listing for the City Manager position. Human Resources Manager McFarland described all of the places it has been posted in print and online. Every asked if the ad could be posted to Indeed, as well. She said she could do that, but Osenbaugh Consulting would not create any additional postings itself.



Consent Agenda Commissioner Oestmann made a motion to approve the consent agenda, including the following:

1. Approving the January 31, 2020, special meeting minutes and February 4, 2020, regular meeting minutes as written.

2. Ratifying Mayor Welch’s appointments of Candace Hendricks to the Beautification and Tree Advisory Board, Luke Wise to the Outstanding Student Award Committee, and Karla Gallegos Perez and Ian Kuhn to the Planning Commission and Board of Zoning Appeals.

3. Ratifying Mayor Welch’s reappointment of Charles Jennings to the Historic Preservation Board.

Commissioner Rogers seconded the motion. A voice vote was unanimous in favor of the motion. Mayor Welch declared the consent agenda approved as presented. Old Business

CIP Committee Members City Clerk Shook presented for discussion Mayor Welch’s citizen appointments to the 2020 Capital Improvement Planning (CIP) Committee, created by Resolution No. 2020-02-3310. Staff identified four pools of applicants — those who applied in 2020, those who applied in 2019 but were not appointed, those appointed in 2019 and those who’ve served in each of the past two years. Management Assistant Crandall explained how the CIP scoring process works and how the committee members typically evaluate each suggested project. Staff and Mayor Welch recommended appointing Gary Hale, Sydney Hankins, Dotty Smith and Ryan Soule. The Planning Commission nominated Lloyd Colston as its representative. James Fry was named as a representative of the Equal Opportunity and Accessibility Advisory Board. The commissioners discussed reappointing an additional person, eventually settling on Melinda Cushenbery, who has served on the past two CIP Committees. Crandall confirmed her interest. Hale also would be serving for the third straight year, and this will be Soule’s second straight year. Commissioner Rogers made a motion to ratify Mayor Welch’s appointments of Colston, Cushenbery, Fry, Hale, Hankins, Smith and Soule. Commissioner Oestmann seconded the motion. A voice vote was unanimous in favor of the motion. Mayor Welch declared the motion approved.



New Business Purchase Police Pursuit SUVs Resolution No. 2020-02-3312

City Clerk Shook presented for discussion a resolution authorizing the City to purchase two 2020 Dodge Durango Pursuit SUVs from Zeller Motor Co., for an amount not to exceed $43,224.00. Police Chief Ward said this is a new style of vehicle that was not previously available. The pricing is slightly less than the Fords ACPD has been using and Ward said the turnaround time is quicker. Commissioner Oestmann made a motion to approve the resolution. Commissioner Warren seconded the motion. A voice vote was unanimous in favor of the motion. Mayor Welch declared the resolution approved and given Resolution No. 2020-02-3312.

ACPD Facility Recording System Resolution No. 2020-02-3313

City Clerk Shook presented for discussion a resolution approving the proposal submitted by File Safe, of Salina, to upgrade the Arkansas City Police Department facility recording system, for an amount not to exceed $37,968.00. Police Chief Ward said the current analog system is maxed out and is far beyond its useful lifespan. The bid was a little higher than Ward had budgeted, but funds are available due to a recent firearms purchase that came in under budget, he said. He gave an overview of the system design. Commissioner Warren made a motion to approve the resolution. Commissioner Gingher seconded the motion. A voice vote was unanimous in favor of the motion. Mayor Welch declared the resolution approved and given Resolution No. 2020-02-3313.

Vacating North 8th Street Ordinance No. 2020-02-4507

City Clerk Shook presented for discussion a first reading of an ordinance authorizing the vacating of that portion of 8th Street lying between Goff Industrial Park Road and the half section line of Section 12, Township 34 South, Range 3 East, all located in Arkansas City, Cowley County, Kansas. Principal Planner White said the street was built, but only accesses the property of the applicant, which is Creekstone Farms Premium Beef. The vacation would aid in its ongoing expansion efforts.



White said discussion by both the Technical Advisory Committee and Planning Commission resulted in the City’s request to retain an access and utility easement over the entire area for current and future utilities, as well as to maintain proper access for emergency vehicles. The Planning Commission unanimously voted to recommend approval of this vacation request, subject to the reservation of the easement, at its regular meeting on February 11, 2020, White said. Commissioner Oestmann asked about banning parking on the portion of Eighth Street between Goff Industrial Park Road and Skyline Road. City Manager Hernandez said that is now in effect. Commissioner Warren made a motion to approve the ordinance. Commissioner Oestmann seconded the motion. A roll call vote was unanimous in favor of the motion. Mayor Welch declared the ordinance approved and given Ordinance No. 2020-02-4507.

Water Well #15 Improvements Resolution No. 2020-02-3314

City Clerk Shook presented for discussion a resolution authorizing the City to accept the bid submitted by Wildcat Construction Company, Inc., of Wichita, for the Water Well No. 15 improvements, for an amount not to exceed $429,800.00. Environmental Services Superintendent Philo said Wildcat did a very good job on a previous well. Mayor Welch made a motion to approve the resolution. Commissioner Warren seconded the motion. A voice vote was unanimous in favor of the motion. Mayor Welch declared the resolution approved and given Resolution No. 2020-02-3314.

City Prosecutor Agreement Resolution No. 2020-02-3315

City Clerk Shook presented for discussion a resolution authorizing the City to enter into a Professional Services Agreement with Kristin Munson for City Prosecutor duties in Municipal Court. City Manager Hernandez explained provisions of the agreement and said it is renewable annually. Commissioner Oestmann made a motion to approve the resolution. Commissioner Gingher seconded the motion. A voice vote was unanimous in favor of the motion. Mayor Welch declared the resolution approved and given Resolution No. 2020-02-3315.



City Manager Updates City Manager Hernandez provided the commissioners with the following reminders and updates:

• City staff and LK Architecture will attend a meeting of the Kansas Department of Wildlife, Parks and Tourism’s Trails Advisory Board at 1 p.m. February 19 at the Great Plains Nature Center in Wichita. The City applied for a $277,000 grant for Wilson Park trails.

• The next meeting of the Arkansas City Area Complete Count Committee will be at 1:30 p.m. February 20 at the Water Treatment Facility, located at 400 W. Madison Ave. The committee has decided to start meeting every other week as the 2020 Census draws closer.

• As mentioned in Mayor Welch’s proclamation, “Storm Fury on the Plains” training sessions will be held at 2:30 p.m. and 6:30 p.m. February 25 at Mitchell Theatres Cowley Cinema 8.

• The next City Commission study session is at noon February 28 in the city manager’s office at City Hall. Staff still wants to resume reviewing the revised Governing Body Handbook.

Other Business City Manager Hernandez said the City of Winfield would like to transition to a new mode of recycling, effective April 1. Its current curbside efforts would be restricted to corrugated cardboard. Hernandez’s current proposal is to move the City of Arkansas City’s recycling trailers to the Public Services Department for the same materials. The only option for recycling other materials would be limited public hours at the joint recycling center at Strother Field, Hernandez said. Commissioner Oestmann said he would like to have more public input before this change occurs. Commissioner Gingher asked about progress on Phase 1 of the Wilson Park Master Plan. Hernandez said there have been some additional discussions, but nothing that is ready for a public meeting. He projected construction would not begin until at least August. Adjournment Commissioner Rogers made a motion to adjourn the meeting. Commissioner Oestmann seconded the motion. A voice vote was unanimous in favor of the motion. Mayor Welch declared the meeting adjourned at 6:19 p.m.



THE CITY OF ARKANSAS CITY BOARD OF CITY COMMISSIONERS ____________________________ Karen Welch, Mayor ATTEST: ____________________________ Lesley Shook, City Clerk Prepared by: _____________________________________ Andrew Lawson, Public Information Officer



Department/Division Parks & Facilities

Staff Contact Tony Tapia

Title: Consent Agenda Item: A Resolution authorizing the City of Arkansas City to purchase a Tractor and Scraper Blade, ZD121R-60R Mower, and TS10 Brush Cutter from Wichita Tractor Co., of Wichita, through the Sourcewell Government Discount Program, for an amount not to exceed $43,730.16. Description: The Public Services Division would like to purchase the following equipment using Sourcewell Discount Pricing:

1. Kubota MX6000HSTC Tractor $45,972.00 /Sourcewell Discount ($10,113.84) plus trade in (Kubota M504DTC $20,000.00 ) final price $18,980.24

2. BB45 Series Drag Scraper for a $3,700.00 3. ZD121R-60R Mower $16,499.00 w/Sourcewell Discount (3,629.78) plus trade in Kubota

F2260 ($2,200.00) final price $11,129.22 4. TS10 Brush Cutter for $9,920.70

Commission Options: 1. Approve with the consent agenda. 2. Remove item from the consent agenda for consideration as new business. Fiscal Impact: Amount: $43,730.16 Fund: 01 Department: 530 (Parks & Facilities) Expense Code: 7405 01-530-7405

Included in budget Grant Bonds Other (explain) Approved for Agenda by:

City Manager

RESOLUTION NO. 2020-03- A RESOLUTION AUTHORIZING THE CITY OF ARKANSAS CITY TO PURCHASE A TRACTOR AND SCRAPER BLADE, ZD121R-60R MOWER, AND TS10 BRUSH CUTTER FROM WICHITA TRACTOR CO., OF WICHITA, THROUGH THE SOURCEWELL GOVERNMENT DISCOUNT PROGRAM, FOR AN AMOUNT NOT TO EXCEED $43,730.16. BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF ARKANSAS CITY, KANSAS: SECTION ONE: The Governing Body of the City of Arkansas City, Kansas, hereby authorizes the City of Arkansas City, Kansas, to purchase a Tractor and Scraper Blade, ZD121R-60R Mower, and TS10 Brush Cutter from Wichita Tractor Co., of Wichita, through the Sourcewell Government Discount Program, for an amount not to exceed $43,730.16. SECTION TWO: The Governing Body of the City of Arkansas City, Kansas, hereby authorizes the Mayor and/or City staff of the City of Arkansas City, Kansas, to take such further and other necessary actions that are required to effectuate the intent and purposes of this Legislative Enactment. SECTION THREE: This Resolution shall be in full force and effect from its date of passage by the Governing Body of the City of Arkansas City, Kansas. PASSED AND RESOLVED by the Governing Body of the City of Arkansas City, Kansas, on this 3rd day of March, 2020. (Seal) Karen Welch, Mayor ATTEST: Lesley Shook, City Clerk APPROVED AS TO FORM: Larry R. Schwartz, City Attorney

CERTIFICATE

I hereby certify that the above and foregoing is a true and correct copy of the Resolution No. 2020-03-____ of the City of Arkansas City, Kansas, adopted by the Governing Body thereof on March 3, 2020, as the same appears of record in my office. DATED: _____________________. Lesley Shook, City Clerk



Department/Division Street/Stormwater

Staff Contact Tony Tapia Jr.

Title: Consent Agenda Item: A Resolution authorizing the City of Arkansas City to purchase two Tractors and TS10 Brush Cutter from Wichita Tractor Co., of Wichita, through the Sourcewell Government Discount Program, for an amount not to exceed $65,744.52. Description: The Public Services Division would like to purchase the following equipment using Sourcewell Discount Pricing:

1. Kubota M7060HD Tractor $38,492.00 w/Sourcewell Discount $8,468.24 plus trade in John Deere 6300 ($5,500.00) final price $26,188.93

2. Kubota M7060HDC Tractor $46,224.00 w/Sourcewell Discount $10,169.28 plus trade in John Deere 2355 ($8,000.00) final price $29,634.89

3. Rhino TS10 Cutter Brush Hog for $9,920.70 Commission Options: 1. Approve with the consent agenda 2. Remove item from the consent agenda for consideration as new business Fiscal Impact: Total: $65,744.52 Fund: 15 Department: 544 Expense Code: 7403 ($9,920.70) 21 542 7405 ($55,823.82)

Included in budget Grant Bonds Other (explain) Approved for Agenda by:

City Manager

RESOLUTION NO. 2020-03 A RESOLUTION AUTHORIZING THE CITY OF ARKANSAS CITY TO PURCHASE TWO TRACTORS AND TS10 BRUSH CUTTER FROM WICHITA TRACTOR CO., OF WICHITA, THROUGH THE SOURCEWELL GOVERNMENT DISCOUNT PROGRAM, FOR AN AMOUNT NOT TO EXCEED $65,744.52. BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF ARKANSAS CITY, KANSAS: SECTION ONE: The Governing Body of the City of Arkansas City, Kansas, hereby authorizes the City of Arkansas City, Kansas, to purchase two Tractors and TS10 Brush Cutter from Wichita Tractor Co., of Wichita, through the Sourcewell Government Discount Program, for an amount not to exceed $65,744.52. SECTION TWO: The Governing Body of the City of Arkansas City, Kansas, hereby authorizes the Mayor and/or City staff of the City of Arkansas City, Kansas, to take such further and other necessary actions that are required to effectuate the intent and purposes of this Legislative Enactment. SECTION THREE: This Resolution shall be in full force and effect from its date of passage by the Governing Body of the City of Arkansas City, Kansas. PASSED AND RESOLVED by the Governing Body of the City of Arkansas City, Kansas, on this 3rd day of March, 2020. (Seal) Karen Welch, Mayor ATTEST: Lesley Shook, City Clerk APPROVED AS TO FORM: Larry R. Schwartz, City Attorney

CERTIFICATE

I hereby certify that the above and foregoing is a true and correct copy of the Resolution No. 2020-03-____ of the City of Arkansas City, Kansas, adopted by the Governing Body thereof on March 3, 2020, as the same appears of record in my office. DATED: _____________________. Lesley Shook, City Clerk



Department/Division City Manager / Human Resources

Staff Contact Marla McFarland

Title: Approve personnel policy updates. (Voice Vote) Description: Please review and adopt changes and updates to the following policies, procedures, rules or regulations:

14.13 Group Health Care Coverage for Local Government Retirees o Suggest adding specific criteria for eligibility to participate in retiree coverage. o Proposed changing the due date for premium payments from the 5th of the

corresponding month to the 1st of the corresponding month. o No other substantial changes recommended.

14.14 Uniforms o Suggest changing the sentence from, “The City pays the cost of cleaning uniforms for

employees except tee shirts and hats” to “The City may pay the cost of cleaning uniforms for uniformed employees at the discretion of the Department/Division Head.”

o Recommend adding the statement, “Failure to return uniforms upon separation from employment may result in withholding the value of uniforms, in compliance with all applicable laws, from the separating employee’s final mode of payment.”

o No other substantial changes recommended.

14.15 Cell Phone Allowance o Recommend $15.00/month General Allowance Plan – based on job as determined by the

City Manager. This is not a completely new allowance. It has been in place for some time at $8.00/month.


14.16 Employee Assistance Program o No substantial changes were recommended for this policy.

14.30 Firefighter/EMT Paramedic Program Benefit o Suggest adding that the employee must remain employed in a full-time status for a

minimum of two (2) years after completion of, or separation from, the Paramedic program or from obtaining a Paramedic license whichever is longer.


16.1 Vacation Leave o Recommend changing Vacation Leave accrual to every payroll period instead of semi-

monthly for all regular, full-time employees. o Suggest changing the first level of Vacation Leave accrual from 1-7 years to 0-59 months. o Suggest changing the second level of Vacation Leave accrual from 8-15 years to 60-119

months. o Suggest changing the third level of Vacation Leave accrual from 16-20 years to 120-179

months. o Suggest changing the fourth level of Vacation Leave accrual from 20+ years to 180+

months. o Recommend requirement that employees using unpaid leave are not eligible to accrue

Vacation Leave until they return on a full-time basis or they work an entire payroll period without the use of unpaid leave.

o Suggest adding that Vacation Leave will continue to accrue as long as the employee has accrued and/or unused Vacation Leave and Sick Leave available. Vacation Leave accrual will cease when all Vacation Leave and Sick Leave has been exhausted.

o Recommend adding statement that when an employee is receiving Worker’s Compensation disability payments they may not use Vacation Leave concurrently.

o Recommend adding requirement that any employee separating from employment prior to twelve months of continuous, full-time employment is ineligible for a Vacation Leave payout upon separation.

16.2 Sick Leave o Suggest adding a statement that under certain circumstances the City Manager may

approve the use of Sick Leave for other familial relationships (under the Immediate Family section).

o Suggest adding Step-Mother and Step-Father to the list of immediate family o Recommend changing Sick Leave accrual to every payroll period instead of semi-monthly

for all regular, full-time employees. 4 hours per payroll period for all regular, full-time employees (except Fire/EMS

working on a Work Period method). 5.25 hours per payroll period for regular, full-time employees at Fire/EMS

working on a Work Period method. o Suggest setting Sick Leave accrual limits for those hired on, or after, 4/1/2020 at 720

hours. o Suggesting a Wellness Day for employees who have reached the maximum accrual of Sick

Leave. The employee will be eligible for a Wellness Day if he/she maintains maximum accrual and does not use any Sick Leave for six consecutive months.

In addition the employee must also provide documentation that he or she has visited a physician for a wellness check-up within one calendar year of the date the employee requests being granted a Wellness Day.

A Wellness Day consists of eight hours of time off with compensation. A Wellness Day cannot be paid out it is to be used for actual time off.

o Suggest maintaining all regular, full-time employees hired prior 4/1/2020, are eligible for Sick Leave payout upon separation up to 480 hours depending upon proper notice and months of continuous, full-time employment.

o Proposing all regular, full-time employees hired on or after 4/1/2020, will be eligible for Sick Leave payout upon separation up to 360 hours depending upon proper notice and months of continuous, full-time employment.

o Suggesting changing the first level of Sick Leave payout from 0-4 full years of continuous, full-time employment to 0-47 months of continuous, full-time employment.

o Suggest changing the second level of Sick Leave payout from 5-9 full years of continuous, full-time employment to 48-95 full months of continuous full-time employment.

o Suggest changing the third level of Sick Leave payout from 10-14 full years of continuous full-time employment to 96-143 full months of continuous full-time employment.

o Suggest changing the fourth level of Sick Leave payout from 15-19 full years of continuous, full-time employment to 144-191 full months of continuous, full-time employment.

o Suggest changing the fifth level of Sick Leave payout from 20+ full years of continuous, full-time employment to 192+ full months of continuous, full-time employment.

16.3 Official City Holidays o Propose adding three official Federal holidays to official holiday schedule.

Martin Luther King Jr. Day – Third Monday in January Presidents Day – Third Monday in February Columbus Day – Second Monday in October

o Defined Holiday Pay Full-time, non-exempt employees who are required to work on a holiday shall

receive Holiday Pay, in addition to the employee’s wages for that day, subject to the limitations stated within this policy.

o Holiday Pay shall be paid at a rate equivalent to the employee’s Base Pay Rate for each hour worked on the Holiday up to a maximum of 8 hours. Fire/EMS employees working on a Work Period method shall be paid Holiday Pay up to a maximum of 12 hours.

Defined Idle Holiday Pay o Idle Holiday Pay is provided when an employee has the Official

City Holiday off, but receives compensation for that day in the form of Idle Holiday Pay.

Defined Holiday Time Banked o Holiday Time Banked is paid time off that is accumulated in lieu

of Holiday Pay for working on an Official City Holiday. Police, Wastewater Treatment Plant employees and

Water Treatment Facility employees may only bank up to 24 hours at any given time.

Fire/EMS employees may only bank up to 48 hours at any given time. (This is a decrease from previously when these employees could bank up to 104 hours.)

Holiday Time Banked will no longer be accrued at the beginning of the quarter for Fire/EMS employees working on a Work Period Method. Holiday Time Banked will be an option of the employee working on the official holiday. The working employee may either bank the Holiday Time or be paid for Holiday Time.

Propose allowing Holiday Pay and Idle Holiday Pay to be counted towards the overtime threshold for those employees in overtime eligible positions.

19.1 Separation from City Employment o Propose adding the word “calendar” to define the type of day which will be counted

towards an employee’s Notice Period. o Suggest that a Notice Period shall begin on the day the written Notice of Intent to

Separate from City Employment is received by the supervisor, Department/Division Head or the Human Resource Division and the last day worked shall be on or after the fourteenth calendar day following the start date of the Notice Period.

o Recommend adding Holiday Time Banked to the Accumulated Leave Payout section. Paying out Holiday Time Banked is a current practice we need to add it to the policy.

o Propose that upon the death of an employee payment is made per IRS guidelines not made payable to the employee.

Commission Options: 1. Approve the Personnel Policy Updates. 2. Disapprove the Personnel Policy Updates 3. Table the Personnel Policy Updates for further discussion. Fiscal Impact: Amount: Varies upon conditions and individual employees. Fund: Department: Expense Code:

Included in budget Grant Bonds Other (explain) Non-budgeted Approved for Agenda by:

City Manager

Potential Personnel Policy Changes

March 3, 2020

Policy Number Policy Current Proposed Notes

14.13

Group Health Care Coverage for Local Government

Retirees No specific eligibility criteria listed. Listed specific criteria for eligibility.

Payments are due the 5th of the corresponding month. Payments are due the 1st of the corresponding month.

14.14 Uniforms

The City pays the cost of cleaning uniforms for

employees, except for tee-shirts and hats.

The City may pay the cost of cleaning uniforms for

uniformed employees at the discretion of the

Department/Division Head.

Failure to return uniforms upon separation from

employment may result in withholding the value of the

uniforms, in compliance with all applicable laws, from

the separating employee's final mode of payment.

14.15 Cell Phone Allowance

Currently providing a general allowance of $8/month to

specific positions. (This was not listed in current policy.)

$15 per month General Allowance Plan - based on job as

determined by the City Manager.

14.16 Employee Assistance Program (EAP) No substantial changes were suggested for this policy.

14.30 Firefighter/EMT Paramedic Program Benefit

Employee will be required to continue to work for the

employer (at the employer's discretion) for a minimum

of two (2) years after the completion of, or separation

from, the Paramedic program.

Employee will be required to agree to continue to work

for the employer (at the employer's discretion) in a full-

time status for a minimum of two (2) years after

completion of, or separation from, the Paramedic

program or from obtaining a Paramedic license

whichever is longer.


March 3, 2020

16.1 Vacation Leave Leave accrues two times per month. Leave will accrue with each payroll period.

1-7 years accrues 80 hours per year. 0-59 months will accrue 80 hours per year.

8-15 years accrues 120 hours per year. 60-119 months will accrue 120 hours per year.

16-20 years accrues 160 hours per year 120-179 months will accrue 160 hours per year.

20+ years accrues 200 hours per year 180+ months will accrue 200 hours per year

Employees on unpaid leave shall not be eligible to

accrue Vacation Leave on the first day of the payroll

period, following exhaustion of all paid, leave if the

employee remains on unpaid leave during the following

payroll period.

Employees using unpaid leave shall not be eligible

to accrue Vacation Leave beginning with the payroll

period following the unpaid leave. Vacation Leave

accrual will resume upon the employee’s full-time

return from unpaid leave or upon the employee

working an entire Payroll Period without the use of

unpaid leave.

Employees on paid Sick Leave or Injury Leave shall not

be eligible to Accrue Vacation Leave following (14)

consecutive days of Sick Leave or fourteen (14) days of

consecutive Injury Leave.

Vacation Leave will continue to accrue as long as

the employee has accrued and unused Vacation

Leave and Sick Leave available. Vacation Leave

accrual will cease when all Vacation Leave and Sick

Leave has been exhausted.

Employees can receive a payout on their Vacation Leave

by giving and satisfying an appropriate Notice Period.

Employees, with twelve consecutive, full-time months of

employment can receive a payout on their Vacation

Leave by giving and satisfying an appropriate Notice

Period.


March 3, 2020

16.20 Sick Leave Leave accrues two times per month.

Leave will accrue each payroll period. (4 hours / 5.25

hours FD working on a Work Period method)Step-Mother and Step-Father have been added to the

list of immediate family.

Added the statement that the City Manager may allow

the use of Sick Leave for other familial relationships not

listed under immediate family.

Employees on unpaid leave shall not be eligible to

accrue Sick Leave on the first day of the payroll period,

following exhaustion of all paid, leave if the employee

remains on unpaid leave during the following payroll

period.

Employees using unpaid leave shall not be eligible

to accrue Sick Leave beginning with the payroll

period following the unpaid leave. Sick Leave

accrual will resume upon the employee’s full-time

return from unpaid leave or upon the employee

working an entire Payroll Period without the use of

unpaid leave.

Employees on paid Sick Leave or Injury Leave shall not

be eligible to Accrue Vacation Leave following (14)

consecutive days of Sick Leave or fourteen (14) days of

consecutive Injury Leave.

Sick Leave will continue to accrue as long as the

employee has accrued and unused Vacation Leave

and Sick Leave available. Sick Leave accrual will

cease when all Vacation Leave and Sick Leave has

been exhausted.

Employees hired before 4/1/2020 can accrue up to 960

hours of Sick Leave.

The maximum for Sick Leave stays the same for those

hired prior to 4/1/2020. Those hired on or after

4/1/2020 may accrue up to 720 hours of Sick Leave.

Wellness Day - new benefit for any employee who is at

maximum Sick Leave accrual and has not used any Sick

Leave in 6 months. Must also provide a wellness note.

Wellness days must be used as time off (1 - 8 hour day)

as they shall not be considered for payout.

0-4 full years of continuous, full-time employment = 0%

payout up to 480 hours.

0-47 full months of continuous, full time employment =

0% payout.

5-9 full years of continuous, full-time employment =

25% payout up to 480 hours.

48-95 full months of continuous, full-time employment

= 25% up to 480 hours or 360 hours (whichever applies)

10-14 full years of continuous , full-time employment =

50% payout up to 480 hours.

96-143 full months of continuous, full-time employment

= 50% up to 480 hours or 360 hours (whichever applies)

15-19 full years of continuous, full-time employment =

75% payout up to 480 hours

144-191 full months of continuous, full-time

employment = 100% up to 480 hours or 360 hours

(whichever applies)


March 3, 2020

16.3 Official City Holidays

9 official City Holidays

12 official City Holidays - proposing the addition of

Martin Luther King, Jr. Day, Presidents Day and

Columbus Day

Holiday Time Banked maximum hours for Fire/EMS

employees (working on a Work Period Method)is 106

hours

Holiday Time Banked maximum hours for Fire/EMS

employees (working on a Work Period Method) will be

48 hours

Holiday Time Banked for Fire/EMS employees working

on a Work Period Method have Holiday Time Banked

accrued at the beginning of every calendar quarter.

Holiday Time Banked will no longer be accrued at the

beginning of the quarter for Fire/EMS employees

working on a Work Period Method. Holiday Time

Banked will be an option of the employee on the official

holiday. The employee may either bank the Holiday

Time (if he/she worked the holiday) or be paid for the

Holiday Time.

Those employees scheduled to work more than the

eight hours they will get for Holiday Pay or Idle Holiday

pay may use leave to arrive at their normally scheduled

hours.

Those employees scheduled to work more than the

eight hours they will get for Holiday Pay or Idle Holiday

pay may use leave to arrive at their normally scheduled

hours (except for Sick Leave).

Used to be able to bank Idle Holiday Pay.

Will only be able to bank Holiday Pay when the

employee has actually worked the holiday.

No Holiday Pay or Idle Holiday Pay will count towards

the overtime threshold.

All Holiday Pay and Idle Holiday Pay will count towards

the overtime threshold.

19.10 Separation from City Employment Current policy calls for a 14 day Notice Period Suggesting 14 calendar day Notice Period

Upon the death of an employee, the employee's Final

Mode of Payment Including current pay due and pay for

applicable leave will be make payable to the employee

and mailed to the employee's place of residence.

Upon the death of an employee, the employee's Final

Mode of Payment, including current pay due and pay for

applicable leave will be made according to Internal

Revenue Service (IRS) Guidelines.

ARKANSAS CITY HUMAN RESOURCE DIVISION

SUBJECT: Group Health Care Coverage for Local Government RetirantsRetirees

NUMBER: 14.13

EFFECTIVE DATE: 24/1/2020 REVIEW: Biennially

AMENDS/SUPERSEDES:

Group Health Care Coverage for Local Government Retirants, December 2008

APPROVED: ________________________ City Manager

GROUP HEALTH CARE COVERAGE FOR LOCAL GOVERNMENT RETIRANTS

Employees retiring from the City, who meet specific criteria (listed below), may elect to continue their coverage, as well as the coverage of any covered spouse or dependent of the retiree, in the City’s group health insurance and/or dental insurance plan(s), provided that such election is made in writing, to the Human Resource Manager, within thirty (30) days of retirement. To be eligible, the retired employee must:

1) Have been employed by the local government for not less than ten (10) years; 2) Have retired after December 31, 1988; and, 3) Be receiving a retirement or disability benefit for service with the local government

from which they terminated employment. Retired employees are responsible for the entire monthly membership premiums. Payment of the monthly premiums shall be the sole responsibility of the retirant. The City shall not be obligated to send invoices to covered retirees, nor will the City assume any responsibility for payment of monthly premiums. Monthly premiums are due to the City on or before the first (1st) day of each month for that month’s corresponding coverage. The retiree’s continued coverage under the group health insurance and dental insurance plan(s) will terminate upon the first of the following events to occur:

1) Upon the retiree’s death; 2) Upon the retiree attaining the age of sixty-five (65); 3) Upon the failure to pay any monthly premium when due; or 4) Upon the retiree becoming covered or becoming eligible for coverage under a plan of

another employer.

Upon retirement, the retiree will make his or her coverage level determination (i.e. single, single plus spouse, single plus child(ren) or family). Those dependents covered at the time of retirement shall leave the plan due to ineligibility such as:

1) Upon the dependent’s death; 2) Upon the divorce or legal separation of the retiree and dependent; 3) Upon the dependent attaining the age of ineligibility according to the plan; 4) Upon the dependent obtaining other coverage;

5) Upon the failure to pay any monthly premium when due; or 6) Upon the retiree becoming covered or becoming eligible for coverage under a plan of

another employer. Employees retiring from the City, who meet specific criteria, may elect to continue their coverage, as well as the coverage of any eligible covered spouse or eligible covered dependent of the retiree, in the City’s group health insurance and/or dental insurance plan(s), provided that such election is made in writing, to the Human Resource Manager, within thirty (30) days of retirement.

Retired employees are responsible for the entire monthly membership premiums. Payment of the monthly premiums shall be the sole responsibility of the retiree. The City shall not be obligated to send invoices to covered retirees, nor will the City assume any responsibility for payment of monthly premiums. Monthly premiums are due to the City on or before the fifth (5th) day of each month for that month’s corresponding coverage.

Unless an exception applies, the coverage of any spouse and/or dependent(s) of a retiree shall terminate upon the termination of the retiree’s coverage. At that time, applicable COBRA Continuation Coverage shall be offered to the spouse and/or dependent(s). Once coverage under the City’s plan ceases, because of any disqualification (retirees should consult the Plan Description and Plan Administrator for thea list of qualifying events), there shall be no reinstatement of coverage, except upon a finding by the Governing Body of extraordinary hardship, such as for the inadvertent failure to pay premiums. Application of COBRA Nothing in this Plan shall subordinate the rights of a former employee under the Federal Consolidated Omnibus Budget Reconciliation Act of 18986 (COBRA). Policy Coverage The health plan coverage for retirees shall have the same options that are available to present current employees. The options selected shall not be subject to change, except at times when existing employees may exercise such options. Management Rights, and Interpretation The City reserves the right to cancel or change any or all coverage not required by state or federal law, and to periodically make changes to this pPlan. Any situation not covered by this pPlan, or disagreement as to interpretation, shall be determined by the City Manager, subject to appeal to the Governing Body.

14.13

ARKANSAS CITY HUMAN RESOURCE

DIVISION

SUBJECT: Group Health Care Coverage for Local

Government Retirees

NUMBER: 14.13


AMENDS/SUPERSEDES:

Group Health Care Coverage for Local Government

Retirants, December 2008

APPROVED:

________________________

City Manager

GROUP HEALTH CARE COVERAGE FOR LOCAL GOVERNMENT RETIREES

Employees retiring from the City, who meet specific criteria (listed below), may elect to continue

their coverage, as well as the coverage of any covered spouse or dependent of the retiree, in the

City’s group health insurance and/or dental insurance plan(s), provided that such election is

made in writing, to the Human Resource Manager, within thirty (30) days of retirement.

To be eligible, the retired employee must:

1) Have been employed by the local government for not less than ten (10) years;

2) Have retired after December 31, 1988; and,

3) Be receiving a retirement or disability benefit for service with the local

government from which they terminated employment.

Retired employees are responsible for the entire monthly membership premiums. Payment of the

monthly premiums shall be the sole responsibility of the retirant. The City shall not be obligated

to send invoices to covered retirees, nor will the City assume any responsibility for payment of

monthly premiums. Monthly premiums are due to the City on or before the first (1st) day of each

month for that month’s corresponding coverage.

The retiree’s continued coverage under the group health insurance and dental insurance plan(s)

will terminate upon the first of the following events to occur:

1) Upon the retiree’s death;

2) Upon the retiree attaining the age of sixty-five (65);

3) Upon the failure to pay any monthly premium when due; or

4) Upon the retiree becoming covered or becoming eligible for coverage under a

plan of another employer.

Upon retirement, the retiree will make his or her coverage level determination (i.e. single, single

plus spouse, single plus child(ren) or family). Those dependents covered at the time of

retirement shall leave the plan due to ineligibility such as:

14.13

1) Upon the dependent’s death;

2) Upon the divorce or legal separation of the retiree and dependent;

3) Upon the dependent attaining the age of ineligibility according to the plan;

4) Upon the dependent obtaining other coverage;

5) Upon the failure to pay any monthly premium when due; or

6) Upon the retiree becoming covered or becoming eligible for coverage under a

plan of another employer.

Unless an exception applies, the coverage of any spouse and/or dependent(s) of a retiree shall

terminate upon the termination of the retiree’s coverage. At that time, applicable COBRA

Continuation Coverage shall be offered to the spouse and/or dependent(s).

Once coverage under the City’s plan ceases, because of any disqualification (retirees should

consult the Plan Description and Plan Administrator for a list of qualifying events), there shall be

no reinstatement of coverage, except upon a finding by the Governing Body of extraordinary

hardship, such as for the inadvertent failure to pay premiums.

Application of COBRA

Nothing in this Plan shall subordinate the rights of a former employee under the Federal

Consolidated Omnibus Budget Reconciliation Act of 1986 (COBRA).

Policy Coverage

The health plan coverage for retirees shall have the same options that are available to current

employees. The options selected shall not be subject to change, except at times when existing

employees may exercise such options.

Management Rights and Interpretation

The City reserves the right to cancel or change any or all coverage not required by state or

federal law, and to periodically make changes to this Plan.

Any situation not covered by this Plan, or disagreement as to interpretation, shall be determined

by the City Manager, subject to appeal to the Governing Body.


SUBJECT: Uniforms NUMBER: 14.14


AMENDS/SUPERSEDES:

Uniforms, December 2008


UNIFORMS

Uniforms may be provided by the City, at no cost to the employee, for members of certain Departments/Divisions. These uniforms must be worn during scheduled and unscheduled working hours, and are not to be worn when employees are off duty or by any person other than the employee. All uniforms must meet the approval of each employee’s supervisor.

The City pays may pay the cost of cleaning uniforms for uniformed employees at the discretion of the Department/Division Head. except for T-shirts and hats. Employees are expected to present a clean and neat appearance at all times.

Any problems with the uniform cleaning and repair service are to be reported to the employee’s Department/Division Head.

Employees may be held responsible for any uniforms lost or damaged due to the employee’s negligence. Upon separation from employment, all uniforms are to be returned to the employer immediately. Failure to return uniforms upon separation from employment, may result in withholding the value of the uniforms, in compliance with all applicable laws, from the separating employee’s final mode of payment.

14.14


DIVISION

SUBJECT: Uniforms NUMBER: 14.14


AMENDS/SUPERSEDES:

Uniforms, December 2008

APPROVED:

________________________

City Manager

UNIFORMS

Uniforms may be provided by the City, at no cost to the employee, for members of certain

Departments/Divisions. These uniforms must be worn during scheduled and unscheduled

working hours, and are not to be worn when employees are off duty or by any person other than

the employee. All uniforms must meet the approval of each employee’s supervisor.

The City may pay the cost of cleaning uniforms for uniformed employees at the discretion of the

Department/Division Head. Employees are expected to present a clean and neat appearance at

all times.

Any problems with the uniform cleaning and repair service are to be reported to the employee’s


Employees may be held responsible for any uniforms lost or damaged due to the employee’s

negligence. Upon separation from employment, all uniforms are to be returned to the employer

immediately. Failure to return uniforms upon separation from employment may result in

withholding the value of the uniforms, in compliance with all applicable laws, from the

separating employee’s final mode of payment.


SUBJECT: Cell Phone Allowance NUMBER: 14.15


AMENDS/SUPERSEDES:

Cell Phone Allowance, September 9, 2011


CELL PHONE ALLOWANCE

The City of Arkansas City provides a cellular phone allowance for positions to be determined, due to the nature of the job.

The purpose of the cellular phone allowance is to facilitate ease of contact with employees in particular positions within the City. The determination of the which positions which are eligible to receive a cell phone allowance is based upon the nature and essential functions of the job. To receive an allowance, the an employee must provide the cell phone number to the employer, and the phone must be on and carried by the employee during business hours and/or while on call.

Cell phones must remain in proper working order at all times. All repairs, maintenance and loss

of cell phones or accessories will be the responsibility of the employee. Should City-required

cell phones be lost or damaged while performing job-required duties, the City will reimburse

the employee for the damage, contingent on the City Manager’s approval. Employees who fail to meet a requirement to secure and maintain a cell phone shall be subject to possible disciplinary action. Plan Levels There are three four (4) plan levels, according to the essential functions of the position (all based on the job as determined by the City Manager):

1. $15 per month General Allowance Plan;

1.2.$50 per month Basic Allowance Plan; – based on job as determined by the City

Manager.

2. $60 per month High-Use Allowance Plan; and, – based on job as determined by the

City Manager.

3. $80 per month Smartphone Plan. – based on job as determined by the City Manager.

Smartphone Purchases

Department Heads and some management or administrative positions, with the City Manager’s

approval, who wish to purchase a sSmartphone will receive an allowance for the actual cost of

the phone, up to a maximum of $100 no more than every two (2) years.

Phone Allowance

Any allowance will be included in the employee’s paycheck and is subject to all applicable

taxes. Employees will not be required to submit monthly bills for the allowance.

Discontinuation of Cell Phone Allowance

Employees who change jobs, or whose duties no longer require a phone, and who choose to

discontinue their plan, will be eligible for reimbursement of any cancellation penalty. Billing

from the cell phone provider showing a the penalty charge shall be provided to the

Department/Division Head in order to receive reimbursement.

12.1


DIVISION

SUBJECT: Cell Phone Allowance NUMBER: 14.15


AMENDS/SUPERSEDES:

Cell Phone Allowance, September 9, 2011

APPROVED:

________________________

City Manager

CELL PHONE ALLOWANCE

The City of Arkansas City provides a cellular phone allowance for positions to be determined,

due to the nature of the job.

The purpose of the cellular phone allowance is to facilitate ease of contact with employees in

particular positions within the City. The determination of which positions are eligible to receive

a cell phone allowance is based upon the nature and essential functions of the job.

To receive an allowance, an employee must provide the cell phone number to the employer, and

the phone must be on and carried by the employee during business hours and/or while on call.

Cell phones must remain in proper working order at all times. All repairs, maintenance and loss

of cell phones or accessories will be the responsibility of the employee. Should City-required cell

phones be lost or damaged while performing job-required duties, the City will reimburse the

employee for the damage, contingent on the City Manager’s approval.

Employees who fail to meet the requirement to secure and maintain a cell phone shall be subject

to possible disciplinary action.

Plan Levels

There are four (4) plan levels, according to the essential functions of the position (all based on

the job as determined by the City Manager):

1. $15 per month General Allowance Plan;

2. $50 per month Basic Allowance Plan;

3. $60 per month High-Use Allowance Plan; and,

4. $80 per month Smartphone Plan.

Smartphone Purchases

Department Heads and some management positions, with the City Manager’s approval, who

wish to purchase a Smartphone will receive an allowance for the actual cost of the phone up to a

maximum of $100.00 no more than every two (2) years.

Phone Allowance

12.1

Allowance will be included in the employee’s paycheck and is subject to all applicable taxes.

Employees will not be required to submit monthly bills for the allowance.

Discontinuation of Cell Phone Allowance

Employees who change jobs, or whose duties no longer require a phone, and choose to

discontinue their plan will be eligible for reimbursement of any cancellation penalty. Billing

from cell phone provider showing the penalty charge shall be provided to the

Department/Division Head in order to receive reimbursement.


SUBJECT: Employee Assistance Program (EAP) NUMBER: 14.16


AMENDS/SUPERSEDES:

Employee Assistance Program (EAP), December 2008


EMPLOYEE ASSISTANCE PROGRAM (EAP)

Employees who need counseling or other help with personal problems are encouraged to make contact with the EMPAC Employee Assistance Program (EAP). Assistance through EMPAC is provided for all City employees by the City. Employees may contact EMPAC directly by calling 1-800-234-0630.

EMPAC staff is is available to assist employees and their immediate family members with counseling or referral to a wide variety of counseling services for various personal problems, including but not limited to abuse of drugs, and/or alcohol, emotional problems, financial problems, marital problems, family crises and a myriad of other issues.

Short-term counseling may be paid for by the City. Long-term counseling services may require payment by employees or their health-care provider. Employees should contact their supervisor or the Human Resource Division if they have questions. They also may also call EMPAC directly for more details.

In some cases, the City may refer an employee to an eEmployee Aassistance pProgram if the employee is experiencing job performance issuesor behavioral problems that indicate services provided by the EAP may be of assistance. The employee will have forty-eight (48) hours following a mandatory referral by the City to contact an EAP representative. Failure to contact the EAP within forty-eight (48) hours of mandatory referral by the City, without acceptable cause, may lead to disciplinary action, up to and including termination. In such cases, the supervisor may request some limited information on the employee’s use of EAP services.

Employees will be allowed to utilize use their accrued, paid leave (including Sick Leave) when mandated by the City;, or to voluntarily access the EAP, should such arrangements be necessary during their normal working hours. Employees should pursue assessment and counseling during off -duty hours whenever possible.

14.16


DIVISION

SUBJECT: Employee Assistance Program (EAP) NUMBER: 14.16


AMENDS/SUPERSEDES:

Employee Assistance Program (EAP), December 2008

APPROVED:

________________________

City Manager

EMPLOYEE ASSISTANCE PROGRAM (EAP)

Employees who need counseling or other help with personal problems are encouraged to make

contact with the EMPAC Employee Assistance Program (EAP). Assistance through EMPAC is

provided for all City employees by the City. Employees may contact EMPAC directly by calling

1-800-234-0630.

EMPAC staff is available to assist employees and their immediate family members with

counseling or referral to a wide variety of counseling services for various personal problems,

including but not limited to abuse of drugs and/or alcohol, emotional problems, financial

problems, marital problems, family crises and a myriad of other issues.

Short-term counseling may be paid for by the City. Long-term counseling services may require

payment by employees or their health care provider. Employees should contact their supervisor

or the Human Resource Division if they have questions. They also may call EMPAC directly for

more details.

In some cases, the City may refer an employee to an Employee Assistance Program if the

employee is experiencing job performance issues or behavioral problems that indicate services

provided by the EAP may be of assistance. The employee will have forty-eight (48) hours

following a mandatory referral by the City to contact an EAP representative. Failure to contact

the EAP within forty-eight (48) hours of mandatory referral by the City, without acceptable

cause, may lead to disciplinary action, up to and including termination. In such cases, the

supervisor may request some limited information on the employee’s use of EAP services.

Employees will be allowed to use their accrued paid leave (including Sick Leave) when

mandated by the City, or to voluntarily access the EAP, should such arrangements be necessary

during their normal working hours. Employees should pursue assessment and counseling during

off-duty hours whenever possible.


SUBJECT: Firefighter/EMT Paramedic Program Benefit NUMBER: 14.30

EFFECTIVE DATE: 10/1/194/1/2020 REVIEW: Biennially

AMENDS/SUPERSEDES:

Firefighter/EMT Paramedic Program Benefit, 10/1/19


APPROVED:

______________________ City Manager

FIREFIGHTER/EMT PARAMEDIC PROGRAM BENEFIT

At the City’s sole discretion, the City may hire a Firefighter/Emergency Medical Technician (EMT) and, as a benefit of employment, allow said employee to attend Paramedic classes while on working time. This benefit may be implemented at times when staffing needs require more urgent measures to be taken to recruit and retain Firefighter/Paramedics. The Arkansas City Fire/Emergency Medical Services (EMS) Department may allow only one (1) Firefighter/EMT per shift to participate in the Firefighter/EMT Paramedic Program Benefit at any given time.

To participate in this program, the Firefighter/EMT must be employed in good standing with the Arkansas City Fire/Emergency Medical Services (EMS) Department. The Firefighter/EMT also must acknowledge the following requirements:

1) The employee must provide the Department with a letter of intent to participate in a Paramedic training program. Such letter must include the start and end dates for the program, and as well as a class schedule.

2) The employee must maintain, at a minimum, satisfactory attendance and performance at work and at school.

3) The employee must maintain at least a C grade average in his or her course work. 4) The employee will attend a local (within sixty [60] miles) Paramedic training program or will

enroll in an online training program. 5) The employee will adhere to the tracking system established by the Department for school

hours. 6) The employee will be allowed to attend hospital clinical rotations and internships while on

duty. However, the employee must understand that he or she must make every effort possible to schedule hospital clinical rotations and internships when not on duty.

7) The employee must pass the Paramedic exam within one (1) year of completing the class. Should an employee fail the exam after three (3) attempts, the employer will not provide the benefit an additional time.

8) On the first day of the Payroll Period following the date of receipt of a Paramedic license, the employee’s job title will be changed from Firefighter/Emergency Medical Technician (EMT) to Firefighter/Paramedic and appropriate pay changes will ensue.

9) The employee will be required to maintain a valid, current Paramedic license in good standing for the entirety of his or her employment with the City as a Firefighter/Paramedic.

10) The employee will be required to agree to continue to work for the employer (at the employer’s discretion) in a full-time status for a minimum of two (2) years after completion of,

or separation from, the Paramedic program or from obtaining a Paramedic license whichever is longer. If the employee voluntarily terminates employment with the City, the employee will be responsible for reimbursing the City of Arkansas City for the total number of hours the employee attended the Paramedic program while on duty (at the employee’s current hourly rate of compensation), plus an additional thirty-five percent (35%) of said rate, to reimburse the City for benefits paid.

11) The employee understands this agreement between the employer and the employee in no way changes the At-Will status of the employment. Employment still may still be terminated at any time.

14.30


DIVISION

SUBJECT: Firefighter/EMT Paramedic Program Benefit NUMBER: 14.30


AMENDS/SUPERSEDES:



APPROVED:

______________________

City Manager

FIREFIGHTER/EMT PARAMEDIC PROGRAM BENEFIT

At the City’s sole discretion, the City may hire a Firefighter/Emergency Medical Technician

(EMT) and, as a benefit of employment, allow said employee to attend Paramedic classes while

on working time. This benefit may be implemented at times when staffing needs require more

urgent measures to be taken to recruit and retain Firefighter/Paramedics. The Arkansas City

Fire/Emergency Medical Services (EMS) Department may allow only one (1) Firefighter/EMT

per shift to participate in the Firefighter/EMT Paramedic Program Benefit at any given time.

To participate in this program, the Firefighter/EMT must be employed in good standing with the

Arkansas City Fire/Emergency Medical Services (EMS) Department. The Firefighter/EMT also

must acknowledge the following requirements:

1) The employee must provide the Department with a letter of intent to participate in a

Paramedic training program. Such letter must include the start and end dates for the

program, as well as a class schedule.

2) The employee must maintain, at a minimum, satisfactory attendance and performance at

work and at school.

3) The employee must maintain at least a C grade average in his or her course work.

4) The employee will attend a local (within sixty [60] miles) Paramedic training program or

will enroll in an online training program.

5) The employee will adhere to the tracking system established by the Department for

school hours.

6) The employee will be allowed to attend hospital clinical rotations and internships while

on duty. However, the employee must understand that he or she must make every effort

possible to schedule hospital clinical rotations and internships when not on duty.

7) The employee must pass the Paramedic exam within one (1) year of completing the class.

Should an employee fail the exam after three (3) attempts, the employer will not provide

the benefit an additional time.

8) On the first day of the Payroll Period following the date of receipt of a Paramedic license,

the employee’s job title will be changed from Firefighter/Emergency Medical Technician

(EMT) to Firefighter/Paramedic and appropriate pay changes will ensue.

14.30

9) The employee will be required to maintain a valid, current Paramedic license in good

standing for the entirety of his or her employment with the City as a

Firefighter/Paramedic.

10) The employee will be required to agree to continue to work for the employer (at the

employer’s discretion) in a full-time status for a minimum of two (2) years after

completion of, or separation from, the Paramedic program or from obtaining a Paramedic

license whichever is longer. If the employee voluntarily terminates employment with the

City, the employee will be responsible for reimbursing the City for the total number of

hours the employee attended the Paramedic program while on duty (at the employee’s

current hourly rate of compensation), plus an additional thirty-five percent (35%) of said

rate, to reimburse the City for benefits paid.

11) The employee understands this agreement between the employer and the employee in no

way changes the At-Will status of the employment. Employment still may be terminated

at any time.


SUBJECT: Vacation Leave NUMBER: 16.1


AMENDS/SUPERSEDES:

Paid Vacation Leave, Vacation Leave Accrual, Vacation Leave Accrual and Use for Newly Eligible Employees, Vacation Leave Requests, Departmental Vacation Leave Scheduling, Cash Value of Vacation Leave, Vacation Leave Separation Payments, December 2008


PAID VACATION LEAVE It is the intent of the City that all Full-Time employees shall be provided with special periods for rest and relaxation in recognition of services performed. Employees who receive occasional periods of rest are thought to be more productive, and may help to provide a safer work environment for themselves and those around them. It is for these reasons that the City provides paid Vacation Leave to Full-Time employees.

Vacation Leave Accrual All regular, Full-Time employees shall accrue Vacation Leave each pay period according to their position and years of service with the City. Full-Time employees, excluding Fire/Emergency Medical Services (EMS) Department employees working on a Work Period method, accrue paid Vacation Leave according to the following schedule:

MONTHS OF CONTINUOUS, FULL-TIME EMPLOYMENT

VACATION HOURS ACCRUED PER YEAR

MAXIMUM ACCRUAL (HOURS)

0-59 Months 80 160

60-119 Months 120 240

120-179 Months 160 320

180+ Months 200 400

Full-Time Fire/Emergency Medical Services (EMS) Department employees working on a Work Period method accrue paid Vacation Leave according to the following schedule:

MONTHS OF CONTINUOUS, FULL-TIME EMPLOYMENT

VACATION HOURS ACCRUED PER YEAR

MAXIMUM ACCRUAL (HOURS)

0-59 Months 112 224

60-119 Months 168 336

120-179 Months 224 448

180+ Months 280 560

Any employee who is/was employed in a Temporary classification or Part-Time classification and who transfers to a Full-Time classification must begin his or her Vacation Leave accrual as of the date of transfer to the Full-Time classification. Time spent in a Temporary Classification or Part-Time classification will not be counted towards years of service for Vacation Leave accrual.

Any employee who transfers from a Full-Time classification to a Part-Time classification shall be paid for all accrued, unused Vacation Leave. In the event a Full-Time employee transfers or is promoted from a Full-Time position (old position) to another Full-Time position (new position), and the old position has a higher maximum accrual schedule than the new position, the City shall pay the employee for his or her accrued vacation hours that exceed the maximum accrual hours of the new position at the time of transfer or promotion. Vacation Leave Accrual Cessation Employees using unpaid leave shall not be eligible to accrue Vacation Leave beginning with the payroll period following the unpaid leave. Vacation Leave accrual will resume upon the employee’s full-time return from unpaid leave or upon the employee’s working an entire Payroll Period without the use of unpaid leave. Vacation Leave will continue to accrue as long as the employee has accrued and unused Vacation Leave and/or Sick Leave available. Vacation Leave accrual will cease when all Vacation Leave and Sick Leave has been exhausted. Vacation Leave Maximum Accrual Employees may carry over earned Vacation Leave from one year to the next, but may not accumulate more than two (2) years of total accrual at any time. In such cases, accrual will cease until such time that the accumulation level is under two (2) years of accrual.

Vacation Leave Accrual and Use for Newly Eligible Employees Paid Vacation Leave will begin to accrue on the first payroll check for newly eligible employees, but the employee may not use any Vacation Leave until the employee has completed six (6) months of continuous, Full-Time employment. Should the new employee separate from employment prior to twelve (12) months of continuous, Full-Time employment, the employee is ineligible to receive any type of payout of accrued, unused Vacation Time.

Vacation Leave Requests Vacation Leave requests are to be made as far in advance of need as is practical. All employees shall fill out the appropriate form(s) requesting permission to take leave and the request must be approved by the employee’s Department/Division Head prior to taking the Vacation Leave.

Departmental/Divisional Vacation Leave Scheduling Department/Division Heads will plan vacation schedules to allow for a minimum of disruption to the department/division. Vacation Leave and Worker’s Compensation Disability Payments Employees who are receiving Workers’ Compensation Temporary Disability for a workplace injury shall not be entitled to use accrued or earned paid Vacation Leave while receiving such disability payments. Cash Value of Vacation Leave There are only three (3) situations in which City employees may receive payment for Vacation Leave, in lieu of taking the time off, while they are active employees:

1. If special or unusual circumstances beyond the employee’s control prevent the timely use of accrued Vacation Leave, the City Manager may approve payment of the cash value of such Vacation Leave or portion thereof up to the specified maximum accrual limit, in excess of one (1) year of accrual. Employees who think they meet the above criteria shall complete a Leave Request Form noting the number of Vacation Leave hours for which they would like to receive payment. The employee also must attach a written statement explaining the special or unusual circumstances that caused or led to his or her inability to use Vacation Leave. These documents should be submitted to the Department/Division Head, who shall forward to the City Manager for review.

2. Employees who accrue Vacation Leave at a rate of one-hundred-sixty (160) hours per year or more may, upon request, be paid the cash value of up to forty (40) hours of Vacation Leave in lieu of using those forty (40) hours of paid Vacation Leave. It should be noted that a minimum of one (1) year of accrual shall remain available after the payment has been made. All such payments shall be made in November/December of each year. Employees who think they meet the above criteria shall complete a Leave Request Form noting the number of Vacation Leave hours for which they would like to receive payment. This document should be submitted to the Department/Division Head, who shall forward it to the City Manager for review.

Any employee who transfers from a Full-Time classification to a Part-Time classification shall be paid for all accrued and unused Vacation Leave. Vacation Leave Separation Payments All regular, Full-Time employees separating from City employment and who have given, and satisfactorily completed, an appropriate Notice Period of fourteen (14) calendar days, as defined in the Separation from City Employment policy (19.1), shall receive payment for all accrued and unused Vacation Leave. Please note that employees with less than twelve (12) months of continuous, Full-Time employment will not receive payment for accrued and unused Vacation Leave.

16.1


DIVISION

SUBJECT: Vacation Leave NUMBER: 16.1


AMENDS/SUPERSEDES:

Paid Vacation Leave, Vacation Leave Accrual, Vacation

Leave Accrual and Use for Newly Eligible Employees,

Vacation Leave Requests, Departmental Vacation Leave

Scheduling, Cash Value of Vacation Leave, Vacation

Leave Separation Payments, December 2008

APPROVED:

________________________

City Manager

PAID VACATION LEAVE

It is the intent of the City that all Full-Time employees shall be provided with special periods for

rest and relaxation in recognition of services performed. Employees who receive occasional

periods of rest are thought to be more productive, and may help to provide a safer work

environment for themselves and those around them. It is for these reasons that the City provides

paid Vacation Leave to Full-Time employees.

Vacation Leave Accrual

All regular, Full-Time employees shall accrue Vacation Leave each pay period according to their

position and years of service with the City.

Full-Time employees, excluding Fire/Emergency Medical Services (EMS) Department

employees working on a Work Period method, accrue paid Vacation Leave according to the

following schedule:

MONTHS OF

CONTINUOUS,

FULL-TIME

EMPLOYMENT

VACATION

HOURS

ACCRUED

PER YEAR

MAXIMUM

ACCRUAL

(HOURS)

0-59 Months 80 160

60-119 Months 120 240

120-179 Months 160 320

180+ Months 200 400

16.1

Full-Time Fire/Emergency Medical Services (EMS) Department employees working on a Work

Period method accrue paid Vacation Leave according to the following schedule:

MONTHS OF

CONTINUOUS,

FULL-TIME

EMPLOYMENT

VACATION

HOURS

ACCRUED

PER YEAR

MAXIMUM

ACCRUAL

(HOURS)

0-59 Months 112 224

60-119 Months 168 336

120-179 Months 224 448

180+ Months 280 560

Any employee who is/was employed in a Temporary classification or Part-Time classification

and who transfers to a Full-Time classification must begin his or her Vacation Leave accrual as

of the date of transfer to the Full-Time classification. Time spent in a Temporary Classification

or Part-Time classification will not be counted towards years of service for Vacation Leave

accrual.

Any employee who transfers from a Full-Time classification to a Part-Time classification shall

be paid for all accrued, unused Vacation Leave.

In the event a Full-Time employee transfers or is promoted from a Full-Time position (old

position) to another Full-Time position (new position), and the old position has a higher

maximum accrual schedule than the new position, the City shall pay the employee for his or her

accrued vacation hours that exceed the maximum accrual hours of the new position at the time of

transfer or promotion.

Vacation Leave Accrual Cessation

Employees using unpaid leave shall not be eligible to accrue Vacation Leave beginning with the

payroll period following the unpaid leave. Vacation Leave accrual will resume upon the

employee’s full-time return from unpaid leave or upon the employee’s working an entire Payroll

Period without the use of unpaid leave.

Vacation Leave will continue to accrue as long as the employee has accrued and unused

Vacation Leave and/or Sick Leave available. Vacation Leave accrual will cease when all

Vacation Leave and Sick Leave has been exhausted.

Vacation Leave Maximum Accrual

Employees may carry over earned Vacation Leave from one year to the next, but may not

accumulate more than two (2) years of total accrual at any time. In such cases, accrual will cease

until such time that the accumulation level is under two (2) years of accrual.

Vacation Leave Accrual and Use for Newly Eligible Employees

Paid Vacation Leave will begin to accrue on the first payroll check for newly eligible employees,

but the employee may not use any Vacation Leave until the employee has completed six (6)

16.1

months of continuous, Full-Time employment. Should the new employee separate from

employment prior to twelve (12) months of continuous, Full-Time employment, the employee is

ineligible to receive any type of payout of accrued, unused Vacation Time.

Vacation Leave Requests

Vacation Leave requests are to be made as far in advance of need as is practical. All employees

shall fill out the appropriate form(s) requesting permission to take leave and the request must be

approved by the employee’s Department/Division Head prior to taking the Vacation Leave.

Departmental/Divisional Vacation Leave Scheduling

Department/Division Heads will plan vacation schedules to allow for a minimum of disruption to

the department/division.

Vacation Leave and Worker’s Compensation Disability Payments

Employees who are receiving Workers’ Compensation Temporary Disability for a workplace

injury shall not be entitled to use accrued or earned paid Vacation Leave while receiving such

disability payments.

Cash Value of Vacation Leave

There are only three (3) situations in which City employees may receive payment for Vacation

Leave, in lieu of taking the time off, while they are active employees:

1. If special or unusual circumstances beyond the employee’s control prevent the timely use

of accrued Vacation Leave, the City Manager may approve payment of the cash value of

such Vacation Leave or portion thereof up to the specified maximum accrual limit, in

excess of one (1) year of accrual. Employees who think they meet the above criteria shall

complete a Leave Request Form noting the number of Vacation Leave hours for which

they would like to receive payment. The employee also must attach a written statement

explaining the special or unusual circumstances that caused or led to his or her inability

to use Vacation Leave. These documents should be submitted to the Department/Division

Head, who shall forward to the City Manager for review.

2. Employees who accrue Vacation Leave at a rate of one-hundred-sixty (160) hours per

year or more may, upon request, be paid the cash value of up to forty (40) hours of

Vacation Leave in lieu of using those forty (40) hours of paid Vacation Leave. It should

be noted that a minimum of one (1) year of accrual shall remain available after the

payment has been made. All such payments shall be made in November/December of

each year. Employees who think they meet the above criteria shall complete a Leave

Request Form noting the number of Vacation Leave hours for which they would like to

receive payment. This document should be submitted to the Department/Division Head,

who shall forward it to the City Manager for review.

16.1

Any employee who transfers from a Full-Time classification to a Part-Time classification shall

be paid for all accrued and unused Vacation Leave.

Vacation Leave Separation Payments

All regular, Full-Time employees separating from City employment and who have given, and

satisfactorily completed, an appropriate Notice Period of fourteen (14) calendar days, as defined

in the Separation from City Employment policy (19.1), shall receive payment for all accrued and

unused Vacation Leave. Please note that employees with less than twelve (12) months of

continuous, Full-Time employment will not receive payment for accrued and unused Vacation

Leave.


SUBJECT: Sick Leave NUMBER: 16.2


AMENDS/SUPERSEDES: Paid Sick Leave, Sick Leave Accrual, Sick Leave Maximum Accrual Limits, Sick Leave Requests, Verification of Sick Leave Use, December 2008

APPROVED:

________________________ City Manager

SICK LEAVE All Full-Time employees who have been employed with the City for at least one (1) calendar month shall be eligible to take paid Sick Leave.

Sick Leave Utilization Sick Leave shall be granted for: (1) Personal illness or physical incapacity;

(2) Enforced quarantine of the employee;

(3) Sickness requiring the employee’s presence to attend to a member of the employee’s immediate family, as defined below, when the leave is approved by the supervisor and/or the Department/Division Head; or,

(4) Medical and dental appointments.

Immediate Family

For the use of Sick Leave, immediate family is defined to include only an employee’s:

Mother

Step-Mother

Father

Step-Father

Wife

Husband

Children

Step-Children

Foster Children

Please note that in certain circumstances the City Manager may approve Sick Leave usage for other familial relationships not listed above. Sick Leave Accrual All Full-Time employees shall accrue paid Sick Leave at the rate of four (4) hours per pay period. Fire/Emergency Medical Services (EMS) Department employees working on a Work Period method shall accrue 5.25 hours per pay period. Sick Leave Accrual Cessation Employees using unpaid leave shall not be eligible to accrue Sick Leave beginning with the following payroll period. Sick Leave accrual will resume upon the employee’s full-time return from unpaid leave or upon the employee’s working an entire Payroll Period without the use of unpaid leave. Sick Leave will continue to accrue as long as the employee has accrued and unused Vacation Leave and/or Sick Leave available. Sick Leave accrual will cease when all Vacation Leave and Sick Leave hasve been exhausted. Sick Leave Maximum Accrual Those employees hired prior to April 1, 2020, may accumulate Sick Leave to a maximum of nine-hundred-sixty (960) hours. Any accumulation in excess of the above- noted hours shall be forfeited and accrual shall cease until such time that the accumulation level is less than nine-hundred-sixty (960) hours. Those employees hired on or after April 1, 2020, may accumulate Sick Leave to a maximum of seven-hundred-twenty (720) hours. Any accumulation in excess of the above -noted hours shall be forfeited and accrual shall cease until such time that the accumulation level is less than seven-hundred-twenty (720) hours. Wellness Day Employees who have reached the pre-determined maximum accrual of Sick Leave will shall be eligible for a Wellness Day if they maintain maximum accrual and do not use any Sick Leave for a period of six (6) consecutive months. In addition to the above criteria, the employee also must also provide documentation that he or she has visited a physician for a wellness check-up within one (1) calendar year of the date on which the employee requests being granted a Wellness Day. A Wellness Day consists of eight (8) hours of time off with compensation. Please note, Wellness Days are not eligible for any sort of payout. These days shall be used strictly used as time off only. Sick Leave Accrual and Use for Newly Eligible Employees During the first calendar month of employment, newly eligible employees will shall accrue, but not yet be eligible to utilize, Sick Leave. At the end of that period, the employee will be able to utilize Sick Leave with the approval of his or her supervisor and/or Department/Division Head. Sick Leave Requests Employees requesting to use Sick Leave must notify their supervisor at least thirty (30) minutes prior to the beginning of their scheduled shift, unless prevented from doing so by some circumstance beyond the employee’s control. Employees must submit the necessary leave request forms or certifications,

and also notify the Human Resource Manager if the reason for the leave is due to an injury, domestic violence or an FMLA-qualified event. Verification of Sick Leave Use A physician’s certificate may be requested at any time to affirm an employee’s illness or condition and the employee’s fitness to return to work. Verification for Sick Leave requested may be required at the discretion of the City Manager, Department/Division Head or Human Resource Manager. No pay shall be granted for any Sick Leave that cannot be verified. When the employee is on Sick Leave in excess of five (5) days, just has been released from the hospital or experiences another unusual circumstance such as, but not limited to, a work-related injury, a physician’s release shall be required prior to returning to work.

Employees are responsible for informing the Human Resource Manager if an accommodation is needed, or of any health issues or restrictions that could interfere with their ability to safely and effectively perform the duties of the position.

Sick Leave and Worker’s Compensation Disability Payments Employees who are receiving Workers’ Compensation Temporary Disability for a workplace injury shall not be entitled to use accrued or earned paid Sick Leave while receiving such disability payments. Sick Leave Separation Payments All regular, Full-Time employees hired prior to April 1, 2020, who are separating from City employment and who have given, and satisfactorily completed, an appropriate Notice Period of fourteen (14) calendar days shall receive payment for a pre-determined percentage (based on continuous, Full-Time months of service) of all accrued and unused Sick Leave, up to a maximum of no more than four-hundred-eighty (480) hours. Please note that employees with less than forty-eight (48) months of continuous, Full-Time employment willshall not receive payment for accrued and unused Sick Leave upon separation. For employees hired prior to April 1, 2020, please refer to the chart directly below for determining the amount of Sick Leave payout (if appropriate Notice of Intent to Separate from City Employment has been given and successfully completed):

MONTHS OF SERVICE SICK LEAVE PAYOUT

0-47 full months of continuous, Full-Time employment

0% payout


25% payout, up to 480 hours

96-143 full months of continuous, Full-Time 50% payout, up to 480 hours

employment



192+ full months of continuous, Full-Time employment


All regular, Full-Time employees, (hired on or after April 1, 2020), who are separating from City employment who have given, and satisfactorily completed, an appropriate Notice Period of fourteen (14) calendar days shall receive payment for a pre-determined percentage (based on continuous, Full-Time months of service) of all accrued and unused Sick Leave, up to a maximum of no more than three-hundred-sixty (360) hours. Please note that employees with less than forty-eight (48) months of continuous, Full-Time employment will shall not receive payment for accrued and unused Sick Leave upon separation. For employees hired on or after April 1, 2020, please refer to the chart directly below for determining the amount of Sick Leave payout (if appropriate Notice of Intent to Separate from City Employment has been given and successfully completed):



0% payout







192+ full months of continuous, Full-Time employment


16.2


DIVISION

SUBJECT: Sick Leave NUMBER: 16.2


AMENDS/SUPERSEDES:

Paid Sick Leave, Sick Leave Accrual,

Sick Leave Maximum Accrual Limits, Sick Leave

Requests, Verification of Sick Leave Use, December 2008

APPROVED:

________________________

City Manager

SICK LEAVE

All Full-Time employees who have been employed with the City for at least one (1) calendar

month shall be eligible to take paid Sick Leave.

Sick Leave Utilization

Sick Leave shall be granted for:

(1) Personal illness or physical incapacity;

(2) Enforced quarantine of the employee;

(3) Sickness requiring the employee’s presence to attend to a member of the employee’s

immediate family, as defined below, when the leave is approved by the supervisor and/or the

Department/Division Head; or

(4) Medical and dental appointments.

Immediate Family

For the use of Sick Leave, immediate family is defined to include only an employee’s:

Mother

Step-Mother

Father

Step-Father

Wife

Husband

Children

Step-Children

Foster Children

16.2

Please note that in certain circumstances the City Manager may approve Sick Leave usage for

other familial relationships not listed above.

Sick Leave Accrual

All Full-Time employees shall accrue paid Sick Leave at the rate of four (4) hours per pay

period. Fire/Emergency Medical Services (EMS) Department employees working on a Work

Period method shall accrue 5.25 hours per pay period.

Sick Leave Accrual Cessation

Employees using unpaid leave shall not be eligible to accrue Sick Leave beginning with the

following payroll period. Sick Leave accrual will resume upon the employee’s full-time return

from unpaid leave or upon the employee’s working an entire Payroll Period without the use of

unpaid leave.

Sick Leave will continue to accrue as long as the employee has accrued and unused Vacation

Leave and/or Sick Leave available. Sick Leave accrual will cease when all Vacation Leave and

Sick Leave have been exhausted.

Sick Leave Maximum Accrual

Those employees hired prior to April 1, 2020, may accumulate Sick Leave to a maximum of

nine-hundred-sixty (960) hours. Any accumulation in excess of the above noted hours shall be

forfeited and accrual shall cease until such time that the accumulation level is less than nine-

hundred-sixty (960) hours.

Those employees hired on or after April 1, 2020, may accumulate Sick Leave to a maximum of

seven-hundred-twenty (720) hours. Any accumulation in excess of the above noted hours shall

be forfeited and accrual shall cease until such time that the accumulation level is less than seven-

hundred-twenty (720) hours.

Wellness Day

Employees who have reached the predetermined maximum accrual of Sick Leave shall be

eligible for a Wellness Day if they maintain maximum accrual and do not use any Sick Leave for

a period of six (6) consecutive months.

In addition to the above criteria, the employee also must provide documentation that he or she

has visited a physician for a wellness check-up within one (1) calendar year of the date on which

the employee requests being granted a Wellness Day.

A Wellness Day consists of eight (8) hours of time off with compensation. Please note Wellness

Days are not eligible for any sort of payout. These days shall be used strictly as time off only.

Sick Leave Accrual and Use for Newly Eligible Employees During the first calendar month of employment, newly eligible employees shall accrue, but not

yet be eligible to utilize, Sick Leave. At the end of that period, the employee will be able to

utilize Sick Leave with the approval of his or her supervisor and/or Department/Division Head.

16.2

Sick Leave Requests

Employees requesting to use Sick Leave must notify their supervisor at least thirty (30) minutes

prior to the beginning of their scheduled shift, unless prevented from doing so by some

circumstance beyond the employee’s control. Employees must submit the necessary leave

request forms or certifications, and also notify the Human Resource Manager if the reason for the

leave is due to an injury, domestic violence or an FMLA-qualified event.

Verification of Sick Leave Use

A physician’s certificate may be requested at any time to affirm an employee’s illness or

condition and the employee’s fitness to return to work. Verification for Sick Leave requested

may be required at the discretion of the City Manager, Department/Division Head or Human

Resource Manager. No pay shall be granted for any Sick Leave that cannot be verified.

When the employee is on Sick Leave in excess of five (5) days, just has been released from the

hospital or experiences another unusual circumstance such as, but not limited to, a work-related

injury, a physician’s release shall be required prior to returning to work.

Employees are responsible for informing the Human Resource Manager if an accommodation is

needed, or of any health issues or restrictions that could interfere with their ability to safely and

effectively perform the duties of the position.

Sick Leave and Worker’s Compensation Disability Payments

Employees who are receiving Workers’ Compensation Temporary Disability for a workplace

injury shall not be entitled to use accrued or earned paid Sick Leave while receiving such

disability payments.

Sick Leave Separation Payments

All regular, Full-Time employees hired prior to April 1, 2020, who are separating from City

employment and who have given, and satisfactorily completed, an appropriate Notice Period of

fourteen (14) calendar days shall receive payment for a predetermined percentage (based on

continuous, Full-Time months of service) of all accrued and unused Sick Leave, up to a

maximum of no more than four-hundred-eighty (480) hours. Please note that employees with

less than forty-eight (48) months of continuous, Full-Time employment shall not receive

payment for accrued and unused Sick Leave upon separation.

16.2

For employees hired prior to April 1, 2020, please refer to the chart directly below for

determining the amount of Sick Leave payout (if appropriate Notice of Intent to Separate from

City Employment has been given and successfully completed):


0-47 full months of continuous, Full-Time

employment

0% payout


employment

25% payout, up to 480

hours


employment


hours


employment


hours

192+ full months of continuous, Full-Time

employment


hours

All regular, Full-Time employees, hired on or after April 1, 2020, who are separating from City

employment who have given, and satisfactorily completed, an appropriate Notice Period of

fourteen (14) calendar days shall receive payment for a predetermined percentage (based on

continuous, Full-Time months of service) of all accrued and unused Sick Leave, up to a

maximum of no more than three-hundred-sixty (360) hours. Please note that employees with

less than forty-eight (48) months of continuous, Full-Time employment shall not receive

payment for accrued and unused Sick Leave upon separation.

For employees hired on or after April 1, 2020, please refer to the chart directly below for

determining the amount of Sick Leave payout (if appropriate Notice of Intent to Separate from

City Employment has been given and successfully completed):



employment

0% payout


employment


hours


employment


hours


employment


hours

192+ full months of continuous, Full-Time

employment


hours


SUBJECT: Official City Holidays NUMBER: 16.3


AMENDS/SUPERSEDES: Official City Holidays, Idle Holiday Pay, Holiday Premium Pay, Holiday Time Banked, Holiday Leave Pay for Fire Department Employees (Work Period Method), December 2008

APPROVED:

________________________ City Manager

OFFICIAL CITY HOLIDAYS

The City observes nine twelve (912) paid Official City Holidays per year:


1 New Year’s Day January 1st

2 Martin Luther King Jr. Day Third Monday in January

3 Presidents Day Third Monday in February

24 Memorial Day Last Monday in May

35 Independence Day July 4th

46 Labor Day First Monday in September

7 Columbus Day Second Monday in October

58 Veterans Day November 11th

69 Thanksgiving Day Fourth Thursday in November

710 Friday Ffollowing Thanksgiving Day Friday following Thanksgiving Day

811 Christmas Day December 25th

912 Floating Holiday Designated annually by the City Manager

When any Official City Holiday falls on a Saturday, it will be observed on the prior Friday. When any Official City Holiday falls on a Sunday, it will be observed on the following Monday.

Eligible City employees may be entitled to Holiday Pay or Idle Holiday Pay or Holiday Pay, as specified below, to eligible employees after their first day of employment.

Holiday Pay Full-Ttime, non-exempt employees who are required to work on an Official City Holiday holiday shall receive Holiday Pay, in addition to the employee’s wages for that day, subject to the limitations stated within this policy.

Holiday Pay shall be paid at a rate equivalent to the employee’s Base Pay Rate for each hour worked on the Holiday, up to a maximum of eight (8) hours. Fire/Emergency Medical Services (EMS) Department employees working on a Work Period method shall be paid Holiday Pay for twelve (12) hours. In calculating overtime, an employee’s Regular Rate shall not include payments made for Holiday Pay. Idle Holiday Pay All fFull-tTime employees are eligible for Idle Holiday Pay on an Official City Holiday. Idle Holiday Pay is provided when an employee has the Official City Holiday off, but receives compensation for that day in the form of Idle Holiday Pay. Idle Holiday Pay shall be paid at a rate equivalent to the employee’s Base Pay Rate. An employee shall be paid Idle Holiday Pay for the number of hours that the employee normally is normally scheduled to work on that work day, up to a maximum of eight (8) hours. Fire/Emergency Medical Services (EMS) employees working on a Work Period method shall be paid Idle Holiday Pay for twelve up to a maximum of twelve (12) hours. In calculating overtime, an employee’s Regular Rate shall not include payments made for Idle Holiday Pay. Holiday Time Banked Holiday Time Banked is paid time off that is accumulated in lieu of Holiday Pay for working on an Official City Holiday. All non-exempt Police, Wastewater Treatment Plant, Water Treatment Facility and Fire/Emergency Medical Services (EMS) personnel may accumulate, with the consent of the Department Head/Division Head, one hour for every hour worked on an Official City Holiday up to eight (8) hours (twelve (12) hours for Fire/EMS). Police, Wastewater Treatment Plant and Water Treatment Facility personnel shall not accumulate in excess of twenty-four (24) hours. Any accumulation in excess of twenty-four (24) hours shall be paid on the next payroll check. Fire/EMS personnel shall not accumulate in excess of forty-eight (48) hours. Any accumulation in excess of forty-eight (48) hours shall be paid on the next payroll check. Accumulated Holiday Time Banked shall be converted to cash payment during active employment only in the event the employee reaches the maximum accumulation of hours. Separation of Employment and Holiday Time Banked The City shall convert Holiday Time Banked to cash payment at the employee’s Base Pay Rate at the time of the employee’s separation. All Holiday Time Banked shall be paid to the employee upon separation. Alternate Day Off Scheduling an alternate day off for those required to work on an Official City Holiday is not permitted. Unpaid Leave Employees who are on any type of unpaid leave or who have used unpaid leave during the calendar week in which the Official City Holiday occurs shall not be eligible for Idle Holiday Pay. Other Types of Leave on an Official City Holiday Official City Holidays falling that fall during within an approved, scheduled vVacation lLeave or sSick lLeave will be recorded as Idle Holiday Pay.

No type of paid leave shall be requested or paid on an Official City Holiday. Idle Holiday Pay will shall supersede all other types of leave. For example, one cannot claim Vacation Leave Pay on an Official City Holiday. Only Idle Holiday Pay would apply.

Those scheduled to work more than eight (8) hours on an Official City Holiday may request additional paid leave, with the exception of Sick Leave, to make up for the regularly scheduled hours over the eight (8) hours of Idle Holiday Pay. Those scheduled to work more than twelve (12) hours on an Official City Holiday may request additional paid leave, with the exception of Sick Leave, to make up for the regularly scheduled hours over the twelve (12) hours of Idle Holiday Pay. (Applies on to Fire/Emergency Medical Services Department employees working on a Work Period schedule).

Holiday Pay Full-time, non-exempt employees who are required to work on a holiday shall receive Holiday Pay, in addition to the employee’s wages for that day, subject to the limitations stated within this policy. Holiday Pay shall be paid at a rate equivalent to the employee’s Base Pay Rate for each hour worked on the Holiday, up to a maximum of eight (8) hours. Fire/Emergency Medical Services (EMS) Department employees working on a Work Period method shall be paid Holiday Pay for twelve (12) hours. Overtime on a Holiday Employees are not excused from overtime work on an Official City Holiday. Holiday Premium Pay shall be excluded from the Regular Rate for purposes of calculating overtime owed. Call-Outs on a Holiday Call-Outs on an Official City Holiday shall be considered a Premium Pay situation. Holiday Premium Pay shall be excluded from the Regular Rate for purposes of calculating overtime owed. Holiday Pay and Overtime Holiday Pay and Idle Holiday Pay shall be counted toward the overtime threshold for those employees in overtime-eligible positions.

16.3


DIVISION

SUBJECT: Official City Holidays NUMBER: 16.3


AMENDS/SUPERSEDES:

Official City Holidays, Idle Holiday Pay, Holiday Premium

Pay, Holiday Time Banked, Holiday Leave Pay for Fire

Department Employees (Work Period Method), December

2008

APPROVED:

________________________

City Manager


The City observes twelve (12) paid Official City Holidays per year:


1 New Year’s Day January 1st

2 Martin Luther King Jr. Day Third Monday in January

3 Presidents Day Third Monday in February

4 Memorial Day Last Monday in May

5 Independence Day July 4th

6 Labor Day First Monday in September

7 Columbus Day Second Monday in October

8 Veterans Day November 11th

9 Thanksgiving Day Fourth Thursday in November

10 Friday following Thanksgiving

Day

Friday following Thanksgiving

Day

11 Christmas Day December 25th

12 Floating Holiday Designated annually by the City

Manager

When any Official City Holiday falls on a Saturday, it will be observed on the prior Friday.

When any Official City Holiday falls on a Sunday, it will be observed on the following Monday.

Eligible City employees may be entitled to Holiday Pay or Idle Holiday Pay, as specified below,

after their first day of employment.

16.3

Holiday Pay

Full-Time, non-exempt employees who are required to work on an Official City Holiday shall

receive Holiday Pay, in addition to the employee’s wages for that day, subject to the limitations

stated within this policy.

Holiday Pay shall be paid at a rate equivalent to the employee’s Base Pay Rate for each hour

worked on the Holiday, up to a maximum of eight (8) hours. Fire/Emergency Medical Services

(EMS) Department employees working on a Work Period method shall be paid Holiday Pay for

twelve (12) hours. In calculating overtime, an employee’s Regular Rate shall not include

payments made for Holiday Pay.

Idle Holiday Pay All Full-Time employees are eligible for Idle Holiday Pay on an Official City Holiday. Idle

Holiday Pay is provided when an employee has the Official City Holiday off, but receives

compensation for that day in the form of Idle Holiday Pay.

Idle Holiday Pay shall be paid at a rate equivalent to the employee’s Base Pay Rate. An

employee shall be paid Idle Holiday Pay for the number of hours that the employee normally is

scheduled to work on that work day, up to a maximum of eight (8) hours. Fire/Emergency

Medical Services (EMS) employees working on a Work Period method shall be paid Idle

Holiday Pay for twelve up to a maximum of twelve (12) hours. In calculating overtime, an

employee’s Regular Rate shall not include payments made for Idle Holiday Pay.

Holiday Time Banked

Holiday Time Banked is paid time off that is accumulated in lieu of Holiday Pay for working on

an Official City Holiday.

All non-exempt Police, Wastewater Treatment Plant, Water Treatment Facility and

Fire/Emergency Medical Services (EMS) personnel may accumulate, with the consent of the

Department Head/Division Head, one hour for every hour worked on an Official City Holiday up

to eight (8) hours (twelve (12) hours for Fire/EMS).

Police, Wastewater Treatment Plant and Water Treatment Facility personnel shall not

accumulate in excess of twenty-four (24) hours. Any accumulation in excess of twenty-four (24)

hours shall be paid on the next payroll check. Fire/EMS personnel shall not accumulate in

excess of forty-eight (48) hours. Any accumulation in excess of forty-eight (48) hours shall be

paid on the next payroll check.

Accumulated Holiday Time Banked shall be converted to cash payment during active

employment only in the event the employee reaches the maximum accumulation of hours.

Separation of Employment and Holiday Time Banked

The City shall convert Holiday Time Banked to cash payment at the employee’s Base Pay Rate

at the time of the employee’s separation. All Holiday Time Banked shall be paid to the

employee upon separation.

Unpaid Leave

16.3

Employees who are on any type of unpaid leave or who have used unpaid leave during the

calendar week in which the Official City Holiday occurs shall not be eligible for Idle Holiday

Pay.

Other Types of Leave on an Official City Holiday

Official City Holidays that fall during within an approved, scheduled Vacation Leave or Sick

Leave will be recorded as Idle Holiday Pay.

No type of paid leave shall be requested or paid on an Official City Holiday. Idle Holiday Pay

shall supersede all other types of leave. For example, one cannot claim Vacation Leave Pay on

an Official City Holiday. Only Idle Holiday Pay would apply.

Those scheduled to work more than eight (8) hours on an Official City Holiday may request

additional paid leave, with the exception of Sick Leave, to make up for the regularly scheduled

hours over the eight (8) hours of Idle Holiday Pay. Those scheduled to work more than twelve

(12) hours on an Official City Holiday may request additional paid leave, with the exception of

Sick Leave, to make up for the regularly scheduled hours over the twelve (12) hours of Idle

Holiday Pay.

Overtime on a Holiday

Employees are not excused from overtime work on an Official City Holiday.

Call-Outs on a Holiday

Call-Outs on an Official City Holiday shall be considered a Premium Pay situation. Holiday

Premium Pay shall be excluded from the Regular Rate for purposes of calculating overtime

owed.

Holiday Pay and Overtime

Holiday Pay and Idle Holiday Pay shall be counted toward the overtime threshold for those

employees in overtime-eligible positions.


SUBJECT: Separation from City Employment NUMBER: 19.1


AMENDS/SUPERSEDES: Separation from City Employment, Notice of Intent to Separate from City Employment, Notice Period, Accumulated Leave Payout, Non-Payment of Accumulated Leave, Sick Leave Payout, Death of an Employee, Final Mode of Payment, Health and Dental Insurance Upon Separation, Exit Interviews, December 2008

APPROVED:

________________________ City Manager

SEPARATION FROM CITY EMPLOYMENT

Any employee who leaves City employment for any reason is responsible for returning City property. All records, files, computer system files, logins, passwords, assets, keys, ID badges, uniforms and any other items of City property in the employee’s custody or control should be transferred to the supervisor or Department/Division Head. Department/Division Heads will shall contact the City Attorney if there are any problems with a separating employee not returning City property as directed.

Notice of Intent to Separate from City Employment If an employee wishes to resign or retire from his or her position with the City, he or she shall notify his or her supervisor of the intent to do so at least fourteen (14) calendar days before leaving. Notification of intent to resign or retire shall be written and provided to the Department/Division Head. Notice Period Upon receipt of an employee’s notice of separation, the Department/Division Head shall have the discretion to allow the employee to continue to work through the Notice Period. If the employee has accrued but unused Vacation Leave, the Department/Division Head may place the employee on Vacation Leave for the Notice Period. The Notice Period shall begin on the day the written Notice of Intent to Separate from City Employment is received by the supervisor, Department/Division Head or the Human Resource Division. The last day worked shall be on or after the fourteenth (14th) calendar day following the start date of the Notice Period.

It is the City’s expectation that the separating employee, unless otherwise determined by the Department/Division Head, shall report and perform the duties of his or her job on each regularly scheduled working day during the Notice Period. Any scheduled and/or unscheduled absences during the employee’s Notice Period may jeopardize the separating employee’s accumulated leave payout.

An employee who gives notice and fails to report back to work to fulfill the Notice Period, if the absence is unauthorized and/or unexcused, shall be considered to have abandoned his or her position and will shall not receive any type of payout of leave benefits. Accumulated Leave Payout All employees separating from City employment for any reason shall receive payment for all accumulated Compensatory Time and Holiday Time Banked, up to the specified maximum.

All employees separating from City employment who have given and satisfactorily completed an appropriate 14- calendar-day Notice Period will shall receive payment for all accumulated accrued and unused Vacation, Personal Business, and Safety Day Leave and, depending upon the employee’s length of service with the City, a percentage of his or her accrued, unused Sick Leave (please see Sick Leave policy 16.2 for more information). Non-Payment of Accumulated Leave Employees separating from City employment who abandoned their position, were terminated involuntarily, failed to give 14 calendar days’ notice and/or did not fulfill their Notice Period will not receive payment for accumulated accrued and unused Vacation, Personal Business, Safety Day, Sick Leave and/or any other type of paid lLeave, except Compensatory Time and Holiday Time Banked. Death of an Employee Upon the death of an employee, the employee’s final Mode of Payment, including current pay due and pay for applicable leave, will shall be made payable to the employee and mailed to the employee’s place of residenceaccording to Internal Revenue Service (IRS) guidelines. City property in possession of the employee should be returned to the City. The employee’s family should contact the Human Resource Manager for guidance through other separation and benefits issues. Final Payroll Mode of Payment Upon separation from employment, the separating employee will shall be paid on the regularly scheduled payday(s) for time worked. Any type of leave payouts will shall be paid on the employee’s final payroll Mode of Payment. Health and Dental Insurance upon Separation The separating employee’s health and dental insurance will continue through the last day of the calendar month in which he or she terminates. To determine eligibility for further health and dental continuation coverage at the employee’s cost, please contact the Human Resource Manager. Exit Interviews Employees leaving City employment shall have an Exit Interview with the Human Resource Manager. This interview will be conducted near the end of the employee’s employment, generally on his or her last day. The intent of the Exit Interview is to advise the employee of matters such as final pay, Vacation Leave pay and Sick Leave pay, and as well as health and dental coverage options under COBRA, if applicable,; and to determine the exact reason for the termination, in cases of voluntary terminations,; and to identify potential problems with and/or strengths of the City’s supervisors and/or policies and procedures. The Exit Interview form shall be placed in a file separate from the employee’s personnel file. Information may be shared with the Department/Division Head, the City Manager and/or the City CommissionersGoverning Body, in order that proper information is communicated and/or appropriate action taken.

19.1


DIVISION

SUBJECT: Separation from City Employment NUMBER: 19.1


AMENDS/SUPERSEDES:

Separation from City Employment, Notice of Intent to

Separate from City Employment, Notice Period,

Accumulated Leave Payout, Non-Payment of Accumulated

Leave, Sick Leave Payout, Death of an Employee, Final

Mode of Payment, Health and Dental Insurance Upon

Separation, Exit Interviews, December 2008

APPROVED:

________________________

City Manager

SEPARATION FROM CITY EMPLOYMENT

Any employee who leaves City employment for any reason is responsible for returning City

property. All records, files, computer system files, logins, passwords, assets, keys, ID badges,

uniforms and any other items of City property in the employee’s custody or control should be

transferred to the supervisor or Department/Division Head. Department/Division Heads shall

contact the City Attorney if there are any problems with a separating employee not returning

City property as directed.

Notice of Intent to Separate from City Employment

If an employee wishes to resign or retire from his or her position with the City, he or she shall

notify his or her supervisor of the intent to do so at least fourteen (14) calendar days before

leaving. Notification of intent to resign or retire shall be written and provided to the


Notice Period Upon receipt of an employee’s notice of separation, the Department/Division Head shall have the

discretion to allow the employee to continue to work through the Notice Period. If the employee

has accrued but unused Vacation Leave, the Department/Division Head may place the employee

on Vacation Leave for the Notice Period.

The Notice Period shall begin on the day the written Notice of Intent to Separate from City

Employment is received by the supervisor, Department/Division Head or Human Resource

Division. The last day worked shall be on or after the fourteenth (14th) calendar day following

the start date of the Notice Period.

It is the City’s expectation that the separating employee, unless otherwise determined by the

Department/Division Head, shall report and perform the duties of his or her job on each regularly

scheduled working day during the Notice Period. Any scheduled and/or unscheduled absences

during the employee’s Notice Period may jeopardize the separating employee’s accumulated

leave payout.

19.1

An employee who gives notice and fails to report back to work to fulfill the Notice Period, if the

absence is unauthorized and/or unexcused, shall be considered to have abandoned his or her

position and shall not receive any type of payout of leave benefits.

Accumulated Leave Payout All employees separating from City employment for any reason shall receive payment for all

accumulated Compensatory Time and Holiday Time Banked, up to the specified maximum.

All employees separating from City employment who have given and satisfactorily completed an

appropriate 14 calendar-day Notice Period shall receive payment for all accumulated accrued and

unused Vacation, Personal Business, and Safety Day Leave and, depending upon the employee’s

length of service with the City, a percentage of his or her accrued, unused Sick Leave (please see

Sick Leave policy 16.2 for more information).

Non-Payment of Accumulated Leave

Employees separating from City employment who abandoned their position, were terminated

involuntarily, failed to give 14 calendar days’ notice and/or did not fulfill their Notice Period will

not receive payment for accumulated accrued and unused Vacation, Personal Business, Safety

Day, Sick and/or any other type of paid Leave, except Compensatory Time and Holiday Time

Banked.

Death of an Employee

Upon the death of an employee, the employee’s final Mode of Payment, including current pay

due and pay for applicable leave, shall be made according to Internal Revenue Service (IRS)

guidelines. City property in possession of the employee should be returned to the City. The

employee’s family should contact the Human Resource Manager for guidance through other

separation and benefits issues.

Final Payroll Mode of Payment

Upon separation from employment, the separating employee shall be paid on the regularly

scheduled payday(s) for time worked. Any type of leave payouts shall be paid on the

employee’s final payroll Mode of Payment.

Health and Dental Insurance upon Separation

The separating employee’s health and dental insurance will continue through the last day of the

calendar month in which he or she terminates. To determine eligibility for further health and

dental continuation coverage at the employee’s cost, please contact the Human Resource

Manager.

Exit Interviews

Employees leaving City employment shall have an Exit Interview with the Human Resource

Manager. This interview will be conducted near the end of the employee’s employment,

generally on his or her last day. The intent of the Exit Interview is to advise the employee of

matters such as final pay, Vacation Leave pay and Sick Leave pay, as well as health and dental

coverage options under COBRA, if applicable; to determine the exact reason for the termination,

19.1

in cases of voluntary terminations; and to identify potential problems with and/or strengths of the

City’s supervisors and/or policies and procedures.

The Exit Interview form shall be placed in a file separate from the employee’s personnel file.

Information may be shared with the Department/Division Head, City Manager and/or the

Governing Body, in order that proper information is communicated and/or appropriate action

taken.

Item for City Commission Action Section VII Item 2


Department/Division City Manager / Human Resources

Staff Contacts Marla McFarland

Title: First reading of an Ordinance adopting the budgeted pay plan for 2020 and repealing Ordinance No. 2019-12-4503. (Roll Call Vote) Description: This 2020 Pay Ordinance will set the compensation for all City employees effective 4/11/2020. Staff suggests making the following changes to the previous 2020 Pay Ordinance:

1. Change Burn Pit Attendant from Range 10 to Range 12. 2. Change Clerk from Range 10 to Range 12. 3. Change Temporary/Seasonal Grounds Maintenance Worker from Range 10 to Range 12. 4. Change Temporary/Seasonal Horticulturalist from Range 10 to Range 12. 5. Change Temporary/Seasonal Hydrant Flusher from Range 10 to Range 12. 6. Change Cook/Driver from Range 12 to Range 14. 7. Change Director of Northwest Community Center (NWCC) & Hogan from Range 12 to Range

14. 8. Change Head Cook from Range 13 to Range 15. 9. Change Horticulturalist from Range 13 to Range 15. 10. Change Meter Technician from Range 15 to Range 17. 11. Change Nuisance Abatement Inspector from Range 15 to Range 17. 12. Change Sanitation Collector from Range 16 to Range 17. 13. Change Distribution & Collection Maintenance Worker I from Range 16 to Range 18. 14. Change Parks & Facilities Maintenance Worker from Range 16 to Range 18. 15. Change Street & Stormwater Maintenance Worker I from Range 16 to Range 18. 16. Change Administrative Assistant from Range 17 to Range 19. 17. Change Customer Service Specialist from Range 17 to Range 19. 18. Change job title for Administrative Assistant in Human Resources to Human Resource Assistant

– Range 17 to Range 19. 19. Change Records Specialist from Range 17 to Range 19. 20. Change Public Service Officer (PSO) from Range 18 to Range 19. 21. Change Distribution & Collection Maintenance Worker II from Range 18 to Range 20. 22. Change Sanitation Driver from Range 18 to Range 20. 23. Change Street & Stormwater Maintenance Worker II from Range 18 to Range 20. 24. Change Sexton from Range 19 to Range 21. 25. Change Wastewater Treatment Plant Operator from Range 19 to Range 21. 26. Change Water Treatment Facility Operator from Range 19 to Range 21. 27. Change Combination Inspector from Range 20 to Range 21. 28. Change Parks & Facilities Lead from Range 20 to Range 22.

29. Change Street & Stormwater Maintenance Worker III from Range 20 to Range 22. 30. Change Wastewater Collection Maintenance Worker III from Range 20 to Range 23. 31. Change Water Distribution Maintenance Worker III from Range 20 to Range 23. 32. Change Accountant from Range 23 to Range 24. 33. Change Police Sergeant from Range 25 to Range 26. 34. Change Detective Lieutenant from Range 27 to Range 28. 35. Change Police Lieutenant from Range 27 to Range 28. 36. Change City Treasurer from Range 28 to Range 29. 37. Change Firefighter/Emergency Medical Technician from Range 21F to 23F 38. Include Engineer/Emergency Medical Technician at Range 24F 39. Include Paramedic position at Range 26F 40. Change Firefighter/Paramedic from Range 26F to 27F 41. Change Fire/Emergency Medical Services Lieutenant from Range 27F to 28F. 42. Change Fire/Emergency Medical Services Captain from Range 28F to 29F. 43. Improved Fire/Emergency Medical Services chart to resemble the chart for all other positions.

Commission Options: 1. Approve the Ordinance. 2. Table the Ordinance for a second reading March 17, 2020. 3. Disapprove the Ordinance. Fiscal Impact:

Amount: $62,052.00 subdivided as follows: $37,202.00 Fund: 01 (General) Department: ALL Expense Code: 5100 (Full-Time Salary) $2,496.00 Fund: 15 (Stormwater) Department: ALL Expense Code: 5100 (Full-Time Salary) $7,838.00 Fund: 16 (Water) Department: ALL Expense Code: 5100 (Full-Time Salary) $1,109.00 Fund: 18 (Wastewater) Department: ALL Expense Code: 5100 (Full-Time Salary) $13,407.00 Fund: 19 (Sanitation) Department: ALL Expense Code: 5100 (Full-Time Salary)

Included in budget Grant Bonds Other (Non-Budgeted) Approved for Agenda by:

City Manager

(First Published in the Cowley CourierTraveler, _______________2020)

ORDINANCE NO. 2020-03

AN ORDINANCE FIXING THE COMPENSATION OF EMPLOYEES OF THE CITY OF ARKANSAS CITY, KANSAS, PURSUANT TO THE PROVISION OF K.S.A. 14-1501 ET SEQ., AND REPEALING ORDINANCE NO. 2019-12-4503. BE IT ORDAINED BY THE GOVERNING BODY OF THE CITY OF ARKANSAS, KANSAS, AS FOLLOWS: SECTION ONE: The Governing Body of the City of Arkansas City, Kansas, hereby adopts the City Master Wage Plan, attached hereto and incorporated by reference as if fully set forth herein. All such officers and employees of said City shall be paid respectively the amount set opposite the range set forth, in accordance with the City Budget for such purposes. All officers and employees shall be compensated from the several funds appropriated therefore, and shall be paid at such time and for such periods as the City Manager may direct, and further approval by the Governing Body for the payment of salaries and wages as authorized is not deemed necessary provided that pay period and time for payment of appropriate salaries shall be on a biweekly basis. SECTION TWO: Overtime rate, longevity pay, and other pay incentives for employees shall be determined and specified in accordance with personnel policies in effect, and herein adopted by reference and incorporated as fully set forth herein. All compensation provided for in the City of Arkansas City Master Wage Plan shall be paid on warrants duly drawn according to law. SECTION THREE: The Governing Body of the City of Arkansas City, Kansas, hereby repeals all provisions of Ordinance No. 2019-12-4503. SECTION FOUR: The City Clerk of the City of Arkansas City, Kansas, shall cause this Ordinance, or a summary thereof, to be published one time in the official City newspaper and said Ordinance shall be in effect April 11, 2020. PASSED AND ORDAINED by the Governing Body of the City of Arkansas City, Kansas, on this 3rd day of March, 2020. (Seal) Karen Welch, Mayor ATTEST: Lesley Shook, City Clerk APPROVED AS TO FORM: Larry R. Schwartz, City Attorney

CERTIFICATE

I hereby certify that the above and foregoing is a true and correct copy of the Ordinance No. 2020-03-____ of the City of Arkansas City, Kansas, adopted by the Governing Body thereof on March 3, 2020, as the same appears of record in my office. DATED: _____________________. Lesley Shook, City Clerk

CITY OF ARKANSAS CITY MASTER WAGE PLAN ADOPTED BY THE GOVERNING BODY

OF THE CITY OF ARKANSAS CITY ON MARCH 3, 2020

RANGE JOB TITLE RANGE JOB TITLE

12 Burn Pit Attendant 23 Emergency Management Coordinator

Clerk Police Officer

Temporary/Seasonal Grounds Maintenance Worker Wastewater Collection Maintenance Worker III

Temporary/Seasonal Horticulturalist Water Distribution Maintenance Worker III

Temporary/Seasonal Hydrant Flusher

24 Accountant

14 Cook/Driver Director of Senior Services

Director of Northwest Community Center & Hogan Master Police Officer (MPO)

Parks & Facilities Supervisor

15 Head Cook Sanitation Supervisor

Horticulturalist Management Assistant

Street & Stormwater Supervisor

17 Meter Technician

Nuisance Abatement Inspector 26 Police Sergeant

Sanitation Collector

27 Principal Planner

18 Distribution & Collection Maintenance Worker I Wastewater Treatment Plant Supervisor

Parks & Facilities Maintenance Worker Water Distribution & Collection Supervisor

Street & Stormwater Maintenance Worker I Water Treatment Facility Supervisor

19 Administrative Assistant 28 City Clerk

Customer Service Specialist Detective Lieutenant

Human Resource Assistant Police Lieutenant

Public Service Officer (PSO) Public Information Officer/Special Projects Coordinator

Records Specialist

29 City Treasurer

20 Distribution & Collection Maintenance Worker II Emergency Medical Services (EMS) Director

Sanitation Driver

Street & Stormwater Maintenance Worker II 31 Building Official

Police Captain

21 Combination Inspector Information Technology (IT) Manager

Sexton

Wastewater Treatment Plant Operator 34 Environmental Services Superintendent

Water Treatment Facility Operator Human Resource Manager

22 Parks & Facilities Lead 37 Fire/Emergency Medical Services (EMS) Chief

Street & Stormwater Maintenance Worker III Finance Director

Police Chief

Public Services Superintendent

23F Firefighter/Emergency Medical Technician 27F Firefighter/Paramedic

24F Engineer/Emergency Medical Technician 28F Fire/Emergency Medical Services Lieutenant

26F Paramedic 29F Fire/Emergency Medical Services Captain

Range Minimum Mid-Point Maximum

10 9.37 11.02 12.67

11 9.84 11.57 13.31

12 10.33 12.15 13.97

13 10.84 12.75 14.67

14 11.39 13.40 15.41

15 11.96 14.07 16.17

16 12.55 14.76 16.98

17 13.18 15.51 17.84

18 13.84 16.28 18.72

19 14.53 17.10 19.66

20 15.26 17.95 20.64

21 16.02 18.85 21.68

22 16.83 19.80 22.76

23 17.67 20.79 23.91

24 18.55 21.83 25.10

25 19.48 22.91 26.35

26 20.45 24.06 27.67

27 21.47 25.26 29.05

28 22.55 26.53 30.51

29 23.68 27.85 32.03

30 24.86 29.25 33.63

31 26.11 30.71 35.32

32 27.41 32.25 37.09

33 28.78 33.86 38.94

34 30.22 35.55 40.89

35 31.73 37.33 42.92

36 33.32 39.20 45.08

37 34.99 41.16 47.33

38 36.74 43.22 49.70

39 38.58 45.38 52.19

40 40.50 47.65 54.80

41 42.53 50.04 57.54


21F 11.42 13.43 15.44

22F 11.99 14.10 16.22

23F 12.58 14.80 17.02

24F 13.21 15.54 17.87

25F 13.87 16.32 18.77

26F 14.56 17.13 19.70

27F 15.28 17.98 20.68

28F 16.05 18.88 21.71

29F 16.85 19.82 22.79

Use this chart for FD employees working 2920 hours annually (24 hour shifts)

21F Firefighter/Emergency Medical Technician

23F Firefighter/Emergency Medical Technician

24F Engineer/Emergency Medical Technician

26F Paramedic

27F Firefighter/Paramedic

27F Fire/Emergency Medical Services Lieutenant

Red-Line Version Pay Ordinance Effective April 11, 2020

RANGE JOB TITLE RANGE JOB TITLE

10 Burn Pit Attendant 21 Combination Inspector

Clerk Sexton

Temporary/Seasonal Grounds Maintenance Worker Wastewater Treatment Plant Operator

Temporary/Seasonal Horticulturalist Water Treatment Facility Operator

Temporary/Seasonal Hydrant Flusher

22 Parks & Facilities Lead

12 Cook/Driver Street & Stormwater Maintenance Worker III

Director of Northwest Community Center (NWCC) & Hogan

Burn Pit Attendant 23 Accountant

Clerk Emergency Management Coordinator

Temporary/Seasonal Grounds Maintenance Worker Police Officer

Temporary/Seasonal Horticulturalist Wastewater Collection Maintenance Worker III

Temporary/Seasonal Hydrant Flusher Water Distribution Maintenance Worker III

13 Head Cook 24 Accountant

Horticulturalist Director of Senior Services

Master Police Officer (MPO)

14 Cook/Driver Parks & Facilities Supervisor

Director of Northwest Community Center & Hogan Sanitation Supervisor

Management Assistant

15 Meter Technician Street & Stormwater Supervisor

Nuisance Abatement Inspector

Head Cook 25 Police Sergeant

Horticulturalist

26 Police Sergeant

16 Distribution & Collection Maintenance Worker I

Parks & Facilities Maintenance Worker 27 Detective Lieutenant

Sanitation Collector Police Lieutenant

Street & Stormwater Maintenance Worker I Principal Planner

Wastewater Treatment Plant Supervisor

17 Administrative Assistant Water Distribution & Collection Supervisor

Customer Service Specialist Water Treatment Facility Supervisor

Records Specialist

Meter Technician 28 City Clerk

Nuisance Abatement Inspector City Treasurer

Sanitation Collector Detective Lieutenant

Police Lieutenant

18 Distribution & Collection Maintenance Worker II Public Information Officer/Special Projects Coordinator

Public Service Officer (PSO)

Sanitation Driver 29 City Treasurer

Street & Stormwater Maintenance Worker II Emergency Medical Services (EMS) Director

Distribution & Collection Maintenance Worker I

Parks & Facilities Maintenance Worker 31 Building Official

Street & Stormwater Maintenance Worker I Police Captain

Information Technology (IT) Manager

19 Sexton

Wastewater Treatment Plant Operator 34 Environmental Services Superintendent

Water Treatment Facility Operator Human Resource Manager

Administrative Assistant

Customer Service Specialist 37 Fire/Emergency Medical Services (EMS) Chief

Human Resource Assistant Finance Director

Public Service Officer (PSO) Police Chief

Records Specialist Public Services Superintendent

20 Combination Inspector

Parks & Facilities Lead

Street & Stormwater Maintenance Worker III

Wastewater Collection Maintenance Worker III

Water Distribution Maintenance Worker III

Distribution & Collection Maintenance Worker II

Sanitation Driver

Street & Stormwater Maintenance Worker II

28F Fire/Emergency Medical Services Lieutenant

28F Fire/Emergency Medical Services Captain

29F Fire/Emergency Medical Services Captain


10 9.37 11.02 12.67

11 9.84 11.57 13.31

12 10.33 12.15 13.97

13 10.84 12.75 14.67

14 11.39 13.40 15.41

15 11.96 14.07 16.17

16 12.55 14.76 16.98

17 13.18 15.51 17.84

18 13.84 16.28 18.72

19 14.53 17.10 19.66

20 15.26 17.95 20.64

21 16.02 18.85 21.68

22 16.83 19.80 22.76

23 17.67 20.79 23.91

24 18.55 21.83 25.10

25 19.48 22.91 26.35

26 20.45 24.06 27.67

27 21.47 25.26 29.05

28 22.55 26.53 30.51

29 23.68 27.85 32.03

30 24.86 29.25 33.63

31 26.11 30.71 35.32

32 27.41 32.25 37.09

33 28.78 33.86 38.94

34 30.22 35.55 40.89

35 31.73 37.33 42.92

36 33.32 39.20 45.08

37 34.99 41.16 47.33

38 36.74 43.22 49.70

39 38.58 45.38 52.19

40 40.50 47.65 54.80

41 42.53 50.04 57.54


21F 11.42 13.43 15.44

22F 11.99 14.10 16.22

23F 12.58 14.80 17.02

24F 13.21 15.54 17.87

25F 13.87 16.32 18.77

26F 14.56 17.13 19.70

27F 15.28 17.98 20.68

28F 16.05 18.88 21.71

29F 16.85 19.82 22.79

Use this chart for FD employees working 2920 hours annually (24 hour shifts)

Item for City Commission Action Section VIII Items 1-8



Staff Contact Nick Hernandez

Title: City Manager Updates Description:

1. The Cowley County Job Fair will be from 3 to 5:30 p.m. March 4 at the Agri-Business Building, located at 712 W. Washington Ave. Human Resources, Police and Fire-EMS will participate.

2. The next meeting of the Arkansas City Area Complete Count Committee will be at 1:30 p.m. Thursday, March 5 at the Water Treatment Facility, located at 400 W. Madison Ave.

3. The next RISE Cowley coalition meeting will be at 10 a.m. Tuesday, March 10. A location has not been announced yet, but it likely will be held somewhere in Winfield.

4. The next monthly Cowley County Legislative Committee meeting will be at noon Tuesday, March 10 at the Winfield Area Chamber of Commerce office, located at 123 E. Ninth Ave.

5. The Arkansas City Police Department will be the next recipient of the RCB Bank Community Builder Award at 10 a.m. Wednesday, March 11 at the downtown branch, 125 N. Summit St.

6. The Ark City Historic Preservation Board will be host to a special meet-and-greet for Downtown Historic District business and property owners from 5:30 to 7:30 p.m. Wednesday, March 11 at the V.J. Wilkins Family Center for the Arts in the Burford Theatre, located at 118 S. Summit St.

7. There will be an employee appreciation breakfast from 6 to 8:30 a.m. Friday, March 13 at the Northwest Community Center, located at 615 W. Birch Ave. Commissioners are invited to assist.

8. The next study session will be at noon Friday, March 13 in the city manager’s office at City Hall. Approved for Agenda by:

City Manager

Item for City Commission Action Section IX Item 1a



Staff Contact Andrew Lawson

Title: City Advisory Board Reports Description: The following approved board and committee minutes are included in this packet:

• August 19, 2019 — Historic Preservation Board • January 9, 2020 — Equal Opportunity and Accessibility Advisory Board • January 13, 2020 — Arkansas City Public Library Board of Trustees • January 14, 2020 — Arkansas City Recreation Commission (special meeting) • January 16, 2020 — Arkansas City Recreation Commission • January 16, 2020 — 2020 Tacolalah Committee • January 16, 2020 — Visit Ark City Board of Trustees • January 20, 2020 — Northwest Community Center Advisory Board • February 6, 2020 — Arkansas City Area Complete Count Committee • February 11, 2020 — Arkansas City Recreation Commission (special meeting)

Commission Options: 1. No action needed. Approved for Agenda by:

City Manager

Arkansas City August 19, 2019 Commission Room-City Hall Historic Preservation Board 5:30 pm 118 W Central Ave

Call to Order:

Roll Call: Kevin Cox [x ] Foss Farrar [x ] Charles Jennings [ ] Kayleigh Lawson [x ] JW Lozano [x ]

Staff present at roll call included Principal Planner Josh White and Public Information Officer Andrew Lawson.

Consent Agenda:

Lozano made a motion to approve the May 20, 2019 meeting minutes as written. Lawson seconded the motion. Voice

vote carried the motion. White spoke briefly about the administrative reviews completed since the last meeting

including 110 N Summit St-roof; 211 S Summit St-roof; and 120 N Summit St-roof. Farrar asked what businesses were

located in each of the addresses. White replied 110 N Summit St was the Stigers building, 211 S Summit St is the

location of Gordman’s and 120 N Summit St is Wilson Brewer & Munson Law Offices. Lawson made a motion to approve

the administrative reviews as presented. Farrar seconded the motion. Voice vote carried the motion.

1. SHPO Agreement

Jennings joined the meeting in progress. White reminded the board what the SHPO Agreement represented. All

reviews are handled at the local level unless tax credits or grants are involved. He stated the agreement was originally

entered into in 2014 and was good for five years. The new agreement would be through 2024. Staff recommends

renewing the agreement as it helps property owners to know that reviews are handled by a local board instead of an

office in Topeka. White also reminded the board of the list of administrative reviews. Farrar had a question on how the

ADA affected existing buildings. White stated that existing buildings are generally grandfathered in but alterations do

require ADA improvements. After discussion, the board determined that no changes were needed to the list. Lozano

made a motion to recommend for approval by the City Commission, the agreement between the City and the State

Historic Preservation Office to perform certain statutory responsibilities of the State Historic Preservation Officer. The

motion was seconded by Farrar. Voice vote carried the motion. White noted this would be taken to the City

Commission for a vote on September 3. He invited members to attend the meeting for support. Cox signed a resolution

that made the recommendation formal.

2. Miscellaneous

White reminded the Board that there was a Kansas Preservation Conference next month in Dodge City. He probably

won’t attend this year but wanted to open it up to board members. He also said the City may be able to help reimburse

some expenses. Farrar invited members to the Rotary Club meeting on September 9 at Noon at the Brown Center at

Cowley College. Brenda Spencer who did our historic survey recently will talk about that survey and also her

recommendations. White will be attending. White also noted a couple of tax credit projects that were in the works

including roofs for Darrin Green’s building and Union State Bank.

Adjournment:

Jennings made a motion to adjourn the meeting. Lozano seconded the motion. Voice vote carried the motion.

Meeting adjourned.

Arkansas City Equal Opportunity and Accessibility Advisory Board 1/9/20 Minutes

A regular meeting was held Thursday, January 9, 2020, in the City Manager’s Office. The meeting was called to order at 4:09 p.m. Roll Call: Board Members Staff Liaisons Bob Baker Mike Bellis Ethan Bartlett Nick Hernandez JoAnn Bierle Andrew Lawson James Fry Wade Magnus Anita Judd-Jenkins Marla McFarland Tammy Lanman-Henderson Tony Tapia Frances “Rags” Smith Josh White 1. Approve December Meeting Minutes:

James made a motion to approve the minutes of the December 12, 2019, regular meeting as written. Anita seconded the

motion, which was approved 4-0 on a voice vote. James said he really likes the flashing stop signs at Eighth and Kansas.

2. 2020 Regular Board Meeting Schedule/Locations:

No one stated any conflicts with any of the meetings on the draft schedule Andrew presented. Meetings in 2020 will be on

Jan. 9, Feb. 13, March 12, April 9, May 14, June 11, July 9, Aug. 13, Sept. 10, Oct. 8, Nov. 12 and Dec. 10. Anita made a

motion to approve the schedule as presented. Tammy seconded the motion, which was approved 4-0 on a voice vote.

Andrew said he will work with Mendy Pfannenstiel to set up the Feb. 13 meeting at the Arkansas City Public Library. The

Board would like to tour Paris Park Pool in March, the Rec Center in April (at 2 p.m., followed by the Fire-EMS Department),

the Senior Center in May, Spring Hill Golf Course in June (maybe at VFW Post 1254?) and the Hogan in July. Parks may be

done in conjunction with the Beautification and Tree Advisory Board. The Police Department has to be a special meeting.

3. Comprehensive Plan: Community Character / Housing and Neighborhoods

Andrew asked the Board to continue reviewing these two chapters in the 2013-2014 Comprehensive Plan and be prepared to

discuss them in March. He needs input on how to restructure these sections of the Plan and what information is missing.

As 2020 progresses, Andrew said, he also will need Board input on the design of community survey questions for the Plan.

4. Duty: Foster and Promote Amicable Relations

Anita suggested some changes to the language of the goal. Andrew said Municipal Code will have to be changed to match.

5. Duty: Ensure Citizens Have Opportunities to Develop

Anita suggested further modifying the language in action 1 regarding federally protected classes. Andrew will work on this.

6. Duty: Analyze Depth and Scope of Community Problems

There were no further changes suggested for this item. Andrew said the Complete Count Committee effort will feed into the

development of the 2020-2029 Comprehensive Plan, perhaps functioning as a sort of “steering committee” replacement.

7. Duty: Present Community Problems and Ask for Examination

Anita suggested further modifying the language in action 1 regarding the resource brochure. Andrew will work on this.

8. Duty: Enlist/Encourage Resources toward Improving Intergroup Relations

Anita suggested further modifying the language in action 2 regarding the resource brochure. Andrew will work on this.

9. Duty: Support Legislation to Reduce or Eliminate Discrimination

There were no further changes suggested for this item.

10. Elect Chair and Vice Chair for 2020:

Andrew congratulated both James and Tammy, who were reappointed to new three-year terms on December 17, 2019. He

asked everyone review the updated board membership list and let him know if any personal information needs correcting.

The Board decided it was comfortable with Tammy remaining as chairwoman and James as vice chair. No vote was held.

11. Nominate Member for 2020 CIP Committee:

This item was tabled again until more members can be present to discuss. A decision will need to be made in February. Anita

said she would like to see either Ethan or James serve on the Committee. She is too busy right now. Tammy may be able to…

12. Nominate Member for Traffic Safety Committee:

This item was tabled until more members can be present to discuss. A decision will need to be made in February or March.

13. Review/Discuss First Impressions Report:

Andrew asked the Board to continue reviewing the First Impressions report and be prepared to provide feedback in March.

14. Tacolalah Committee Report:

The next Tacolalah Committee meeting will be upstairs at noon January 16 in Steamy Joe, located at 216 W. Central Ave.

15. Other Miscellaneous Items:

The next Ark City Area Complete Count Committee meeting is at 1:30 p.m. Feb. 6, 2020 at the Water Treatment Facility.

The Board discussed Gov. Laura Kelly’s proposed merger of the Kansas Department of Aging and Disability Services

(KDADS) and Kansas Department for Children and Families (DCF), as well as the proposed KanCare expansion plan.

Tammy discussed her early plans for a sort of “food truck rally” in the college parking lot at Central Avenue and First Street.

James made a motion to adjourn the meeting. Anita seconded the motion, which was approved 4-0 on a voice vote. The meeting was

adjourned at 5:11 p.m. The next meeting of the Equal Opportunity and Accessibility Advisory Board will be at 4 p.m. Feb. 13, 2020.

Arkansas City Recreation Commission MINUTES OF SPECIAL MEETING

January 14, 2020 @ 7:00 a.m. Arkansas City Recreation Center, 225 East 5th Ave. — Arkansas City, KS 67005

Board Members Present: Mr. Jason O’Toole Mr. Tad Stover

Mr. Dave Pontious Mr. Andy Paton Mr. Ron Smith

Staff Members Present: Joe Krisik, Director

1) Call to Order: Approve the Agenda for Regular Meeting: Jason O’Toole called the meeting to order at 7:00 a.m. Motion was made by Tad Stover to approve the agenda as posted; seconded by Ron Smith; motion passed.

2) Executive Session: Tad Stover made motion to enter into executive session at 7:02 a.m., for a period

not to exceed 45 minutes; Ron Smith seconded; motion passed. Upon return to regular session at 7:45 a.m., it was noted that there was no official action taken.

3) Executive Session: Andy Paton made motion to enter into executive session at 7:45 a.m., for a period not to exceed five minutes; Tad Stover seconded; motion passed. Upon return to regular session at 7:50 a.m., no official action was taken.

4) Adjournment: Ron Smith made a motion to adjourn at 7:50 a.m.; Andy Paton seconded; motion

passed.

Approved Date Approved_________________________ Date________________

Arkansas City Recreation Commission MINUTES OF REGULAR MEETING

January 16, 2020 @ 7:00 a.m. Arkansas City Recreation Center, 225 East 5th Ave. – Arkansas City, KS 67005

Board Members Present: Mr. Ron Smith

Mr. Dave Pontious Mr. Andy Paton

Board Members Absent: Mr. Tad Stover Mr. Jason O’Toole Staff Members Present: Mr. Joe Krisik Mrs. Cheryl Schmidt Guests/Registrants Present: Mr. Kent Bassford

1) Call to Order: Approve the Agenda for Regular Meeting: Andy Paton called the meeting to order at 7:05 a.m. Motion was made by Ron Smith to amend the agenda as posted and add executive session item #7; seconded by Dave Pontious; motion passed.

2) Approve the Minutes of the Previous Meeting: Motion was made by Dave Pontious to approve the minutes of the December meeting as submitted; seconded by Ron Smith; motion passed.

3) Review YTD Budget Expenditures and Consider Approval of Purchase Order from December 18 – January 15: Motion was made by Dave Pontious and seconded by Ron Smith to approve the purchase orders from December 18, 2019 through January 15, 2020.

4) Hear 2018-2019 Audit Report from Kent Bassford and Consider Audit Approval: The Board reviewed the audit as

received from Kent Bassford CPA. Audit reflects total expenditures of $1,064,846, compared to the total income of $1,122,565, for a net operating profit of $57,719. The profit can be attributed to low full-time wages, lower employee benefit costs, payoff of the $5,000 monthly City payment, increase in mill levy value and grants. ACRC is in a good position financially, with year-end cash balance of $679,163. Ron Smith made a motion to accept the audit; seconded by Dave Pontious; motion passed. Joe also indicated that this year is Kent’s last year to conduct our audit.

5) Consider and Approve 2020 Health Insurance Renewal with Blue Cross Blue Shield of Kansas: Our health insurance coverage renewal is due March 1st. Our rates have increased by 5-10%. We are rated as a small group and everyone is rated by age. This also means everyone’s premiums are slightly different. Employees are given three different plans to choose from, with varying deductibles. The structured cap is set at $700. Three employees are under the cap and three of the older employees were over. Dave Pontious made a motion to approve the insurance choices; seconded by Ron Smith; motion passed.

6) Review Superintendent’s Report: Joe’s report to the board included: • We have a lot going on at the Rec Center for the next few months. It’s hard to find parking spots on Tuesday

and Thursdays. Programs are operating smoothly, thanks to our quality staff and volunteers. Current and upcoming programs include: Soccer Registrations, Boys Basketball, Wrestling (HS), Gymnastics, Bulldog Basketball, Youth Volleyball Clinic, Tae Kwan Do, Daddy-Daughter Dance, Fitness Center, Kids Café, Zumba/Strong 30, Adult Volleyball, Adult Basketball, Silver Sneakers, Fit for Life Class and Aquatic Center.

• The indoor pool continues to be busy with a variety of aquatic programs on the schedule, including birthday parties, Aqua Fun, Rec and lap swimming, water aerobics, Cowley College team workouts, private swimming lessons, and homeschool swim lessons.

• At this time, the fitness center has roughly 252 members. We had a little increase after the first of the year (New Year’s resolutions).

• Our annual Daddy-Daughter Dance is scheduled for Saturday, February 29. This year’s theme is “Let’s Go to the Hop.” We will be using the Agri-Business Building. This is our sixth year there. We are anticipating 400-500 for the event.

• The public food service that we offer for children 18 or younger continues to grow. We are averaging around 20-40 (depending on the night) per evening, with an extra 40-50 at the Northwest Community Center on Thursday evenings. This is a great program in which we are reimbursed for our expenses.

• We have a few lights out at the Dow Complex, but we hope to have them changed in a few days. We had Ark City Glass come and look at the double doors in the big gym because the door was hanging up. They

inspected the door, and both the door and frame are rusting. I hope to have a bid from them in the next couple of days. We also have ballasts out in a few lights and hope to get Mayfield Electric here in a few days.

• Our NBC Baseball Tournament dates are set and on the NBC website. The dates are always the first weekend in May and the second weekend in June. We already have an entry in hand for June.

7) Executive Session-Personnel: Ron Smith made a motion to go into executive session for five minutes at 7:45 a.m.;

Dave Pontious seconded. Ron Smith made motion to come out of executive session at 7:50 a.m.; Dave Pontious seconded.

8) Adjournment: Ron Smith made a motion to adjourn at 7:50 a.m.; seconded by Dave Pontious; motion passed.

Signed______________________________________________ Date____________________ Signed______________________________________________ Date____________________

2020 TACOLALAH COMMITTEE MEETING: 10 A.M. THURSDAY, JANUARY 16, 2020 @ STEAMY JOE

1. Old Business a. Reviewed and approved December 19, 2019 minutes

• Guests present were Jose Esparza and Martha Moreno b. Budget and banking update — Andrew and Pam are still working on this c. Logo Design Contest wrap-up — still need to issue $100 in Chamber Bucks d. Creekstone Presentation — we need to start preparation immediately! e. No Wilson Park Master Plan Phase 1 update (Spring Cleanup Day: April 25)

2. New Business

a. Tammy raised the possibility of having a lower vendor fee for home-based vendors who are paying for everything out of their own pockets and not making much in the way of profit. Andrew said the lowest we could go is a 1.5% fee, plus 8.5% for sales tax, for a total of 10 percent. He said this only should apply to non-business vendors with less than $500 in sales.

b. Debbie raised the issue of letting vendors selling beverages. Andrew said specialty sodas were allowed last year, but not soda pop or water. No one thought selling drinks at the hospitality tent worked very well. Anita and Tammy would like to see vendors able to sell any drinks they like. Water also could be sold or provided at the tent. Suggested pricing is $1 for water, $2 for pop and $1-3 for specialty drinks. Alcohol is excluded!

c. Brief discussion of merchandise — probably no hats or koozies this year!

3. Subcommittees a. Arts/Crafts — Nancy Holman, Amy Lawson & Rags Smith

• Amy, Nancy, and Rags met and are developing plans • Nancy will make bull rider “selfie stations”; can we spend VJ $ on it? • Discussed options for producing photos at site; not sure if fundraiser? • Martha Valdominos will demonstrate how to make large piñatas • Amy and Nancy will color crimped metal lids to make ornaments • Upholstery samples from Traver’s; will use, but need more samples

• Do small piñatas again, plus drawing on tablecloths, need a monitor!

b. Community — Anita Judd-Jenkins • Anita met with James Fry; don’t yet know volunteer availability • Talked about using them to put up flyers and distribute handouts

c. Cultural/Dancing — Debbie Savala • Getting ready to start practicing dancing (Isabel Rodriguez with the

kids, Debbie with the adults); will have more dancers this year • Need 3 male first responder volunteers to dance to particular song;

will be wearing Chuckie Nickelodeon mascot heads; modern-day version of “Guadalajara”; black shirt, black pants, “Mariachi Vocal”

o Andrew suggested Matt Mayo, Ivan Velasquez and Eric Burr d. Entertainment/Music — Bobie Baker

• Will work with Debbie to put together a musical mix for dancing • Musical chairs, DJ-driven contest, cake walk, Lotería all planned

e. Games/Activities — ??? • Rags said she will contact Kim Hager and Reatha Juden about this • Plastic Easter eggshells full of confetti will be on sale after Easter

f. Photos/Video — Felipe Escalante • Google Drive is up; looking for volunteers to help him on May 2

g. Salsa Fest — Paisley Howerton • Discussed changing it to more of a contest among vendors? • Could we do sunscreen and Chap Stick giveaways like Wichita?

h. Social/Web — Kayleigh Lawson • Website is almost done; going to start with vendors on social media • Tie in salsa competition w/social media, have to use a hashtag? • Will do giveaways again on social media as a buildup to the event

i. Vendors — Robin Henderson & Tammy Lanman-Henderson • Expected returning vendors are 3 Critters BBQ, A Little Taste and

Smoke Happy BBQ • Tammy is still trying to recruit Big-N-Smalls BBQ, Coco’s Kitchen,

LumpiaPalooza and Neives’; Optimists are considering cooking • We’ll let vendors sell beverages; provide water to volunteers/acts

j. Volunteers — Gary Hale & Brooke Padgett • At least 5 volunteers planned from Medicalodges, per Rags

4. Adjournment

NEXT MEETING: NOON THURSDAY, FEBRUARY 20, 2019 @ STEAMY JOE

VISIT Ark City Board of Trustees 1/16/2020

The Visit Ark City Board of Trustees met in regular session on Thursday, January 16 at 12:00 p.m. in the Chamber Building. Those present were Arty Hicks, Shawn Silliman, Kanyon Gingher, Sara Williams, Carlla Pike, Liz Shepard, Charles Tweedy, Foss Farrar, Andrew Lawson and Pam Crain - VAC Director. Absent: Dena Ward. Arty Hicks called the meeting to order. Minutes from December 12 Meeting Minutes of the previous meeting were reviewed. Liz Shepard moved to accept the minutes as presented. It was seconded by Carlla Pike. A unanimous voice vote declared the minutes accepted. Treasurer’s Report Pam Crain reported the ending balance in the checking account for FY 2019 was $920.00. The expenditures for the month were typical. The rent for use of the Chamber building in 2020 has been paid ($3,309.27). Sara Williams moved to accept the report as presented. Carlla Pike seconded, and a unanimous voice vote declared the motion approved. Old Business 150th Celebration for Ark City Andrew Lawson reported the Post Office was established on May 16th, 1870. The date May 16, 2020, will be used to kick-off the 150th Celebration of Arkansas City. Events throughout the following year will be tied to the founding of Ark City, cumulating with a major celebration on or around July 15th, 2021. By the next VAC board meeting, Pam Crain and Andrew Lawson want to meet with all interested entities to begin planning for the Celebration. Andrew Lawson will work with Liz Shepard to develop a unifying logo that will incorporate the City logo and “150”. Andrew hopes to present logo concept by next meeting. New Business Visitors Guide for Cowley County Pam Crain reported the Visitors Guide now will be published annually, instead of every two years. Pam currently is working on editing the guide. Destination Statehouse Pam Crain will attend the event and meet with state legislators in Topeka on February 5th. Cowley County Bridal Fair. March 7, 2020 Pam Crain reported VAC will help to sponsor this event in the amount of $200.00. Grant Writing Seminar A grant writing seminar will be offered to the public on March 19, 2020. Toy Train Show Pam Crain reported the Toy Train Show will be one day this year, instead of two days. The event will occur on March 21, 2020.

Junkfest Junkfest will occur at Chestnut Avenue Venue from April 17th through 19th, 2020. VAC and Pam Crain will provide some meals for the vendors. Tacolalah Andrew Lawson reported the event will occur on May 2nd. An independent bank account will be created for the event. There is a potential for Creekstone to become a major sponsor. The Wilson Park Master Plan may have an impact on the event. Entertainment is planned for all day, plus there will be an MC/DJ on stage. VAC will provide promotional giveaways. More volunteers will be needed than last year. The salsa contest may not be part of the event this year. Bike Tour Stop This group will be pedaling from Texas and arrive in Ark City on June 6th. Pam Crain will welcome them to Ark City. RT 3 Junk Show This is a different show then the one in the spring. It will take place on June 3rd and 4th on Route 3. Summer Solstice Celebration Pam Crain will work with Jill Hunter to help to promote this event. Fourth of July Fireworks Pam Crain reported she had a meeting in Winfield about the possibility of combining the Ark City fireworks show with Winfield’s for a countywide fireworks show. Strother Field was mentioned as a possible location. Pam Crain told them “No” for this year. It was noted that Strother Field will be celebrating its 75th anniversary in 2021. Other Miscellaneous Items Pam Crain reported:

• She will be sending out letters to raise funds for the 4th of July fireworks show. • She is working on street banners. • She is working on the Cowley County Visitor Guide. • She is working with the Burford to increase advertising for its events. • She mentioned that VAC board members could volunteer to help during Burford events.

Liz Shepard made a motion to adjourn; seconded by Sara Williams; approved unanimously. The next regular meeting is scheduled for 12 noon on February 13th at the Chamber Building.

NORTHWEST COMMUNITY CENTER ADVISORY BOARD MINUTES FOR JANUARY 20TH, 2020.

BOARD MEMBERS PRESENT: FELIPE ESCALANTE, RUBEN GARCIA AND GARY HALE. JACKIE BARNETT WAS EXCUSED. DIRECTOR CINDY BENNETT ALSO WAS PRESENT.

After reading the minutes, Ruben Garcia made a motion and Gary Hale seconded it to accept the minutes as written.

Cindy Reported:

1. The City Commission agreed to raise the deposit of the NWCC from $50 to $100. This will help the renters in leaving the building in better condition. Felipe Escalante will check our website/Facebook and make sure all information is correct.

2. NWCC had damage done to the front of the building. A downspout was pulled away from the building. The damage was reported to the police department and officers took the boy to his parents. The gutter was repaired by City employees the next morning.

3. Ruben Garcia donated a new pool table cover. 4. Cindy feels that the access channel information on NWCC needs

to be checked to make sure the information is up to date.

The Board discussed:

1. Felipe Escalante informed the board that since he is attending Wichita State University, he might have to miss a few meetings or be a little late. He is living in Wichita, but still drives to our meetings each month. With his new schedule, it could change. He will keep me informed.

2. Felipe asked what we are doing for Valentine’s Day for the Outreach Program. He offered to get the Cowley art students involved with an art project on Thursday, February 13th. We welcomed that idea. We usually make Valentines for that holiday.

Felipe asked if Cindy needed supplies. Cindy replied there should be no problem in NWCC providing that.

3. It also was mentioned about getting the Police Department more involved with the Outreach Program. Ruben Garcia also mentioned maybe having the Fire-EMS Department bring a truck and have the kids get a tour of the truck to learn more about the Fire-EMS department.

4. Felipe Escalante offered his services with updating our rules and regulations. His offer includes all materials and making the sign at WSU. It will be framed and look close to the same as what we have. He also has come up with a new design for our logo.

Cindy will follow up on the request for a Valentine’s party, access channel, website, police department and fire-EMS department.

Meeting was adjourned.

Next meeting is February 17th, 2020

2019-2020 ARKANSAS CITY AREA COMPLETE COUNT COMMITTEE

MEETING: 1:30 PM THURSDAY, FEB. 6, 2020 @ WATER TREATMENT PLANT

facebook.com/ArkCityCounts twitter.com/ArkCityCounts [email protected]

1. Welcome and Introductions — Anita Judd-Jenkins (chair) and Andrew Lawson (City of Arkansas City) welcomed everyone. Those also attending were Caress Adams (Census Bureau), Ron Ballard (USD 470), Lloyd Colston (Census/ Arkansas City Public Library Board of Trustees), Mike Crandall (City/Cowley County Council on Aging), Jack Dickson (Ministerial Alliance), Larry Gilmore (Census/Retired Citizens Advisory Council), Jason O’Toole (Cowley College), Jodi Pew (City-Cowley County Health Department), Carlos Urquilla-Diaz (Census Bureau), Josh White (City) and Yazmin Wood (Legacy Foundation).

2. New Business: a. Anita shared a thank-you note from the Soroptimists of Arkansas City. b. Andrew related how the Scouts who attended the Feb. 4 City Commission

meeting were well aware of the Census’ importance. Kudos to USD 470!

3. Old Business: a. After review, Lloyd made a motion to approve the January 2 minutes. Jack

seconded the motion, which was approved unanimously on a voice vote. b. Review Census timeline and partnership strategies — Andrew shared

the updated timeline from the Census Bureau in the packet. We are still in the Awareness phase, but the Call to Action phase begins in March. Self-response can continue all the way through July.

c. Chamber Coffee/webinar report — Andrew thanked USD 470 for hosting and said the event went very well. Attendance easily exceeded 30 people.

d. Census Job Recruitment update — Larry said we are now at 110% for our area. This means Cowley employees will be working in nearby counties.

e. LKM Social Media Grant update — Grant funds still have not arrived, but are expected soon. There is another webinar with Facebook on Feb. 14.

f. 2020 Census Self-Response Rate Map — Starting March 20, the ROAM map will be updated daily with response rates through at least May.

g. Questionnaire Assistance Centers (QAC) — The majority of the QAC guide pages Andrew included in the packet addressed how to set up and

http://www.facebook.com/ArkCityCounts

http://www.twitter.com/ArkCityCounts

mailto:[email protected]

properly run these sites, including key dos and don’ts. Andrew will notify ACPL and USD 470 of these requirements. There also is event information.

h. Neighborhood Nights (March and April) — The committee discussed event and site ideas. Anita and Yazmin will be taking the lead on this. These are classified as QAC events and there are planning guidelines.

• Ideas discussed included recruiting at least 6 community groups, one for each planned party site, to take the lead on planning each individual event. Possible “picnic” sites include the following:

o Zone 1-Adams (northwest Ark City) — Adams Elementary School (Principal Rosann Meier) / Backup = First Church of the Nazarene (Pastor Luke Wise)

o Zone 2-Jefferson (northeast Ark City) — Ranney Park/The Hogan (NWCC Director Cindy Bennett) / Backup = Arkansas City Middle School (Principal Braden Smith)

o Zone 3-Frances Willard (west-central Ark City) — Northwest Community Center/Lovie Watson Park (NWCC Director Cindy Bennett) / Backup = Paris Park (Tony Tapia/Marcus Lynn)

o Zone 4-Roosevelt (east-central Ark City) — Roosevelt Elementary School (Principal Pam Barbour) / Backup = Wilson Park (Andrew Lawson/Tony Tapia/Marcus Lynn)

o Zone 5-IXL (southwest/central Ark City) — Veterans Memorial Lake (Tony Tapia/Bell Management) / Backup = Dow Soccer Complex? (ACRC Superintendent Joe Krisik)

o Zone 6-C-4 (Sleeth/Crestwood/Parkerfield) — Winton Park / Backup = Parkerfield Community Center? (Mike Bergagnini)

• These will be lower-key events, so speeches should be kept to a minimum. Details regarding entertainment will be left up to the sponsoring groups. Anita will look into securing donations of food.

i. The committee agreed to increase the frequency of meetings to twice per month (adding on the third Thursdays) through at least May.

4. Subcommittees: a. Cowley College — Jason O’Toole & Landon West

• Jason said James Fry is the point person for getting college volunteers b. Public Library — Lloyd Colston & Mendy Pfannenstiel

• Jason will contact Mendy for advice for the college library system

NEXT MEETING: 1:30 PM THURSDAY, FEB. 20, 2020 @ 400 W. MADISON AVE.

Arkansas City Recreation Commission MINUTES OF SPECIAL MEETING February 11, 2020 @ 7:00 a.m.

Arkansas City Recreation Center, 225 East 5th Ave. – Arkansas City, KS 67005

Board Members Present: Mr. Jason O’Toole Mr. Tad Stover

Mr. Dave Pontious Mr. Andy Paton Mr. Ron Smith

Staff Members Present: Joe Krisik, Director

1) Call to Order: Approve the Agenda for Regular Meeting: Jason O’Toole called the meeting to order at 7:00 a.m. Motion was made by Andy Paton to approve the agenda as posted; seconded by Tad Stover; motion passed.

2) Executive Session: Andy Paton made motion to enter into executive session at 7:02 a.m., for a period

not to exceed one hour; Ron Smith seconded; motion passed. Upon return to regular session at 7:50 a.m., it was noted that there was no official action taken.

3) Adjournment: Tad Stover made a motion to adjourn at 7:50 a.m.; Ron Smith seconded; motion

passed.

Approved Date Approved_________________________ Date________________

city of arkansas city board of city...

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