(a) Insurance.
(1) The City offers a variety of benefit programs. Benefits are one feature of the total compensation package. This portion of the handbook is meant to provide an overview of benefit programs. Complete descriptions of group health, life, dental and disability insurance plans, are contained in the respective summary plan descriptions which are available once an employee is eligible to participate. The plan documents themselves will govern in all cases and constitute the only full statement of the benefits provided.
(2) The City, after consulting the Union, reserves the right to amend or terminate any of the benefit programs, summary plan descriptions or to increase employee premium contributions toward any benefit.
(3) The City offers health and dental plan coverage for full-time employees. Employees may be required to contribute to the costs of the coverage.
(4) The City offers a cash-out plan to employees who choose to not use the City provided health/dental insurance. A copy of that plan is attached here as Appendix C.
(5) The City offers a PPO/HSA medical insurance plan.
(6) The City of New Carlisle will contribute to the employee’s HSA account an amount determined by the Collective Bargaining Agreement up to the maximum yearly HSA contribution amount allowed by law.
(7) The City's contribution into the HSA accounts will be from the City's regular checking account and made in January of each calendar year as a lump sum while the employee’s contribution shall be made by the City monthly also from the City’s regular checking account. The total annual contribution amounts made by the City will be reflected in block 12 of the employee's W-2.
(b) Termination of Insurance. Employee insurance will terminate, except as provided by law, when the insurance policy terminates, an employee fails to make an agreed contribution to premium when due, an employee is ineligible for coverage under the terms of group insurance program, or when employment ceases as a full-time employee eligible for the insurance.
(c) Leave Policies.
(1) Failure of an employee to report for work at the time at which he or she is regularly scheduled to report at the termination of a leave, or to secure an approved extension of the leave from the City in advance, will result in termination of employment.
(2) Misrepresentation of facts to obtain a leave of absence or to secure an extension of a leave of absence will result in termination of employment.
(3) Unless specifically authorized in writing by the City or with respect to military duties performed pursuant to a military leave of absence, a leave of absence will not be granted to engage in employment elsewhere and any employee who engages in employment elsewhere while on a leave of absence will be deemed to have voluntarily quit employment.
(d) Benefits During Leaves of Absence. The City will continue to provide insurance benefits while an employee is on a paid leave. While on any type of unpaid leave of absence from the City (except military leave as required by law or an unpaid leave of less than one month), the employee will be responsible for paying the total premiums for coverage. Failure to do so may result in loss of coverage and possible refusal by the insurance carrier to allow coverage to be reinstated.
(e) Sick Leave.
(1) Non-exempt employees should refer to their current union contract for an explanation of sick leave benefits.
(2) For exempt employees, sick leave is provided under this division (e). Under this section, sick leave accrues at the rate of .05770 hours per hour worked, excluding overtime hours and may be accumulated without limit for each employee.
(3) Sick leave may be used for the following reasons:
A. Personal injury, sickness, or physical incapacity of the employee;
B. Personal injury, sickness, or physical incapacity of the employee's immediate family requiring the employee's personal care and attendance;
C. Forced quarantine;
D. Physician visits, dental visits, medical testing, optical examinations, and related fittings; and
E. Mental health visits to any professional covered under the City's insurance programs, and chemical dependency recovery.
(4) In case of absence from work, the employee will call the answering machine at their department to notify the immediate supervisor, as early as possible, but not later than the regular starting time of workday. It will be the responsibility of the waste water plant supervisor, water plant supervisor, and public works supervisor to notify the Service Director no later than 10:00 a.m. on status of absent employees.
(5) Finance department employees will call the Finance Director's voice mail, prior to the start of the work day. Management employees will schedule their absence in advance with the City Manager or his or her Executive Assistant. If calling early about an absence the same day, a message and a number for a return call will be left on the City Manager's voice mail, prior to the start of the work day.
(6) The City may grant extraordinary sick leave above the accumulated total of an employee's sick leave credit when warranted by an employee's loyalty, competency, and value to the City. A physician's certificate may be required by the City after three days.
(7) Sick leave may be accumulated without limit for each employee. Twenty-five percent (25%) of accrued sick leave will be paid upon termination, at the current rate of pay. Upon death of an employee, the designated beneficiaries will receive fifty percent (50%) of all accrued sick leave at the current rate of pay at the time of the employee's death.
(f) Injury Leave/Light Duty. Injury leave shall be granted to an employee who receives a compensable injury or occupational illness in the course of his or her employment by the City. Such leave, and possible return to light duty, will be governed by the current Union contract.
(g) Vacations.
(1) Non-exempt employees should refer to their current union contract for an explanation of vacation benefits. Exempt employees will accrue four weeks of vacation per year, but are not eligible to use it until at least six months after their hire date.
(2) Part-time employees will accrue vacation on a pro-rata basis, according to the relationship of the employee's regular schedule to forty hours per week (i.e. 30 hour employee — 75%).
(3) Vacation may accrue to a maximum of two years of accumulation. Except as otherwise stated herein, no vacation shall accrue beyond the maximum allowable time. For exempt employees, any unused vacation time in addition to such two (2) years of accumulation will be compensated at the current rate of pay if the unused vacation time in addition to such two (2) years of accumulation is due to the denial of vacation time by the City Manager. Upon termination, unused vacation and compensatory time will be paid to an employee, or their designated beneficiaries, at the current rate of pay.
(h) Holidays.
(1) Regular full time and part-time employees are eligible for holiday pay from their date of hire. The following paid holidays will be observed:
A. New Year's Day
B. Martin Luther King Day
C. President's Day
D. Good Friday
E. Memorial Day
F. Independence Day
G. Labor Day
H. Veteran's Day
I. Thanksgiving Day
J. Day after Thanksgiving Day
K. Christmas Eve
L. Christmas Day
(2) The City Manager may, on occasion, extend any of the above listed holidays. If a holiday falls on a day not regularly scheduled for work, it will be observed on the preceding day or on the next regularly scheduled workday, if the preceding day is also a day not regularly scheduled for work. The City and the union may agree to alter the day on which a holiday is observed.
(3) If a given employee objects to observing any of the holidays which have some religious significance or if a given employee would prefer to observe other religions holidays, he or she may give two weeks notice, and the City will develop an alternate work schedule for the employee. The number of holidays arranged will not exceed the number given up, and the employee will be expected to work on the holidays given up at regular pay.
(4) The City and Union will consult in the case of part-time employees who do not work five consecutive days, to establish a mutually agreeable arrangement covering equitable holiday pay. Employees on vacation, sick leave, injury leave, or any leave of absence with pay shall be considered as working their regular schedule for pay purposes.
(5) Holiday compensation for non-exempt employees will be governed by the current Union contract.
(i) Personal Leave. Employees shall receive two personal days with pay at the start of each calendar year. Personal days must be used within the calendar year. Unused personal days cannot be carried over into the following year or be paid out, if an employee ceases to work for the City.
(j) Funeral Leave.
(1) Upon the death of an employee's spouse, child, parent, brother, sister, brother-in-law, sister-in-law, grandchild, daughter-in-law, son-in-law, grandparent, or spouse's parent, legal guardian or foster parent, the employee shall be granted three days funeral leave with pay. Upon the death of other close persons, the employee shall be granted up to three days of vacation, sick leave, or compensatory time for bereavement purposes.
(2) An employee needing additional bereavement time may take vacation leave, compensatory time, or sick leave at the employee's option.
(3) Employees may voluntarily donate their vacation leave to an employee needing additional bereavement time who has exhausted his or her own vacation leave.
(k) Maternity/Paternity Leave. Any full-time or part-time employee shall be eligible to be granted a maternity/paternity leave of absence in accordance with the following provisions:
(1) The employee requesting a maternity/paternity leave of absence must complete a request of leave of absence form and submit it to his or her supervisor.
(2) Each employee placed upon an approved maternity/paternity leave shall first use accrued sick leave. Upon exhausting accrued sick leave, the employee may use accrued vacation leave or may remain on maternity/paternity leave without pay.
(3) An employee returning from maternity/paternity leave shall be placed on his or her former job.
(4) While an employee is on maternity/paternity leave, the employee's seniority shall continue to accumulate.
(5) While an employee is on maternity/paternity leave, the City shall maintain the employee's insurance benefits, as long as unpaid leave does not exceed thirty days. In addition, sick leave, vacation leave, and other leave do not accumulate during unpaid leave.
(6) All of the above will also be applicable for the adoption of any children.
(7) No more than thirty days of leave may be taken according to this provision. However, nothing herein shall limit the right of an employee/birth mother to use sick leave while disabled or sick as certified by her physician.
(l) Unpaid Leave of Absence.
(1) Employees may request an unpaid leave of absence for a specified period. This request must be submitted in writing to the City Manager. Granting of such leave is at the discretion of the City Manager, except in such cases where the granting of leave is required by law.
(2) Occasionally, for medical, personal, or other reasons, an employee may need to be temporarily released from the duties of his/her position with the City, but may not wish to submit a resignation. Under certain circumstances, the employee may be eligible for an unpaid leave of absence.
(m) Jury Duty.
(1) The City's position is that an employee should serve when called for jury duty, as a matter of good citizenship, unless there are pressing business reasons that make it necessary to postpone such duty. The jury duty leave is an approved period of time off in which the employee has been summoned to report for a jury examination, empanelment session, or called for jury duty.
(2) Benefits will remain in effect while an employee is on a jury duty leave. A request for a jury duty leave is to be submitted by the employee who is called for jury duty service. Along with the request for a jury duty leave, a copy of the notice to serve on jury duty must be submitted.
(3) The employee is expected to report to work on regular workdays, when not assigned to jury duty. If excused or dismissed from jury duty early, the employee is expected to report to work for the balance of the workday, as time permits. Employees on jury duty will be paid their regular rate of pay, less jury duty pay.
(n) Elections. Employees should arrange to vote before or after working hours.
(o) Military Leave.
(1) The City supports employees who are members of the U.S. Armed Forces. If called to duty, or if an employee volunteers for the same, they should submit copies of the military orders to their supervisor or manager as soon as is practicable. An employee will be granted a military leave of absence in accordance with applicable federal and state laws.
(2) Reinstatement of an employee after military duty or training is completed is determined in accordance with applicable federal and state laws.
(p) Clothing Allowance. Employees in the department of public service, except clerical and administrative employees in the City Building, shall be furnished clothing as governed by the current Union contract.
(q) Tuition Reimbursement.
(1) Any full-time employee shall be eligible to receive reimbursement by the City for tuition, books, and course materials for job related courses. All courses must be approved, in writing, in advance, by the City Manager. Reimbursement for approved courses shall be at the following rate:
A. For a grade of "A" - 100%
B. For a grade of "B" - 90%
C. For a grade of "C" - 80%
(2) No reimbursement shall be made for employees obtaining a grade less than a "C".
(3) To receive reimbursement, the employee shall submit written proof of course taken, costs, and final grade before the end of the year in which the course is taken.
(4) A tuition reimbursement account will be established in the City budget yearly. All employees who are eligible to receive reimbursement will be reimbursed up to a maximum of $2,000.00 per calendar year, up to the point that the fund is exhausted for that fiscal year. Expenses cannot be held over from one year to the next for reimbursement.
(5) Any employee who receives reimbursement for water/wastewater licenses or college classes, must remain employed by the City for a minimum of two years following reimbursement. If that employee leaves City employment before the two years, they must pay the City back for any said reimbursement.
(6) The City will pay the cost of obtaining all required state licenses and renewals and required CDL endorsements, which are required by the City or any applicable State of Ohio agency.
(7) The employee must advise the City of any other reimbursements. The City will not reimburse an employee for tuition where the employee is also getting reimbursed from another source. The exception to this would be if the employee’s expenses for tuition, books, and course material exceed what the other source reimburses. In such cases, the City shall be the secondary reimburser, responsible only for eligible expenses not fully paid by the other source available to the employee.
(Ord. 07-17. Passed 5-21-07; Ord. 08-07. Passed 3-3-08; Ord. 2020-01. Passed 2-3-20; Ord. 2021-07. Passed 4-19-21.)