(a) All part-time salaried and hourly non-union employees of the City (hereinafter for purposes of this section only "Employees"), established by separate ordinance of Willoughby Hills or any applicable collective bargaining agreement, are fully set forth on the Willoughby Hills Compensation Schedules as set by Council for Part-Time Employees, which Schedule B shall be maintained by the Willoughby Hills Finance Department.
(b) The Mayor, CEO and Head of the Administrative Branch of the Municipal Government, given the compensation range as fixed by Council, at his/her discretion may determine the rate of compensation to be paid for the listed positions within the fixed compensation range.
(c) Initial appointment to any position shall be made at the minimum of the assigned position. The Mayor at his discretion may approve a starting salary up to an additional ten percent (10%) of the minimum compensation schedule for the classification when the needs of a department make such action necessary. Any compensation over and above what the Council authorizes in any given year will require separate Council approval.
(d) All compensation paid to part-time City employees shall be by direct deposit. However, should an employee be disadvantaged by direct deposit as determined in the sole discretion of the Mayor, the Mayor shall provide an exemption from direct deposit
(e) Work Period. Unless specifically addressed to the contrary under another ordinance of the City of Willoughby Hills, non-exempt part-time employees' workweek shall be based upon a work week not to exceed on the average a total of twenty-nine (29) hours per week.
(f) Employee Benefits. Unless specifically addressed to the contrary in this section or under another Willoughby Hills Ordinance, non-exempt, part-time employees of the City shall not be entitled to the following Employee Benefits:
(1) Sick Leave. The foregoing notwithstanding, in the limited event that a part-time employee carries over accrued but unused sick time from a prior Ohio governmental employer and subsequently requests upon retirement payout of the unused sick leave from the City of Willoughby Hills, the part-time employee shall be paid out at a rate of four (4) hours per day, and up to a maximum of thirty (30) days as provided in Ohio Revised Code Section 124.39 captioned Unused Sick Leave.
(2) Longevity Compensation
(3) Health Insurance
(4) Pension Pickup
(5) Personal Days Off
(6) Jury Service Pay
A. Military Service Benefits
B. Funeral Leave
(g) Clerk of Council.
(1) Pay Range. As specified in Compensation Schedules as set by Council maintained by the Finance Department and to be based upon experience and longevity.
(2) Holidays. The Part-Time Clerk of Council shall be entitled to four (4) hours of Holiday pay for the holidays listed in Section 157.06(b)
(3) Vacation. After six (6) months of service the Part-Time Clerk of Council shall be entitled to seven (7) days of vacation time taken at the rate of four (4) hours per vacation day (twenty-eight (28) hours total). These hours must be used prior to the Clerk's anniversary of hire date. After one year of employment, Clerk shall be entitled to fourteen (14) vacation days (or fifty-six (56) hours). For the purpose of determining the amount of vacation compensation, the Clerk of Council's anniversary date of part-time employment shall be used as the date determinative of the length of service. Vacation days must be taken during the employment year of entitlement and shall not accrue from year to year. Any unused vacation time remaining at the Clerk's next anniversary date shall be forfeited. The taking of a vacation day shall be subject to prior approval of the President of Council. The Vice President of Council may grant approval if the President of Council is unavailable
(4) Sick Leave. The Clerk of Council is not entitled to sick leave. In the limited event that a newly hired Clerk of Council would carry over accrued but unused sick leave time from a prior Ohio governmental employer and subsequently request upon retirement payout of the unused sick leave from the City of Willoughby Hills, the Clerk of Council shall be paid out at a rate of four (4) hours per day up to a maximum of thirty (30) days as provided in Ohio Revised Code Section 124.39 captioned "Unused Sick Leave".
(5) Duties and Hours. As specified in Section 123.01 Clerk of Council Duties: Authorization of Hours. It is anticipated that this position will have an average workweek that should not exceed twenty- nine (29) hours per week, based upon workload. The Clerk must obtain prior authorization from the Council President to perform any Council work after twenty-nine (29) hours have been worked during a calendar week or for any work performed. Said hours do not include the hours in attendance at required Council meetings or Committee meetings. Vice President of Council shall authorize said work if the President of Council is unavailable. Hours should be worked Monday through Friday during normal business hours in the Clerk of Council's Office.
(6) Health and Life Insurance. As a part-time position averaging less than thirty (30) hours per week, health and life insurance coverage is not provided to the Clerk of Council position.
(8) Ohio Public Employees Retirement System. The Clerk of Council will be contributing to the Ohio Public Employees Retirement Fund (OPERS), at the current rate assigned by OPERS.
(h) Law Director.
(1) Qualifications and Duties. The Law Director shall meet the qualifications and perform the duties as listed in Section 4.3 of the City Charter. In addition, the Law Director shall perform the following functions for which the Law Director will be paid a monthly retainer:
A. Attend all regular meetings of Council and such special meetings as the Mayor or Council may request;
B. Review routine legislation, contracts and legal documents, on behalf of the City;
C. Furnish routine advice to City Officials, Departments, Boards and/or Commissions;
D. Subject to the approval of the Mayor, appoint such assistants as the Law Director deems necessary to carry out the duties described herein;
E. Review and respond to public record requests;
F. Appearances before the Willoughby Hills Administrative Boards and Tribunals upon request and for any and all litigation (other than prosecutorial matters);
G. For time expended on City business by Assistant Law Directors or legal assistants on matters identified in this section.
H. When required to do so by Resolution of Council, the Law Director shall prosecute or defend on behalf of the Municipality, all complaints, suits, and controversies of which the Municipality is a party, and such other suits, matters and controversies as he is directed to prosecute, by Resolution or Ordinance wherein fees to perform such services will be set by Council.
I. Provide for the appointment and supervision of Assistant City Law Directors.
(2) Extraordinary Services. Other than as provided in subsection (h)(2)E. below, extraordinary legal services shall be billed to the City by the Law Director and Assistant Law Directors at the hourly rate of one hundred and fifty dollars ($150.00). Extraordinary legal services shall be defined as the following:
A. The defense of the City against all threatened, imminent or actual litigation, and secondly any independent claims and disputed issues asserted by any opposing and/or independent counsel against the City;
B. The preparation of transactional documents and agreements on behalf of the City;
C. All litigation initiated against the City's interest and to be conducted in any federal or state court, governmental and administrative agency, or governmental department;
D. Mayor's Court and Prosecutorial Services on behalf of the City;
E. Regular attendance at any City Board or Commission, including the Board of Zoning Appeals, Planning Commission or Architectural Board of Review;
F. Legal services provided in the course of negotiation and document preparation for labor and collective bargaining matters, and on behalf of the City for economic development and tax abatement and incentive matters;
G. Legal services and attendance of matters and meetings regarding the Assessment and Equalization Board;
H. Representation for the City for disciplinary and City matters with its employees; and
I. All other matters directed by the Mayor or Council.
(3) Holidays. The Law Director is not entitled to holiday leave.
(4) Vacation. The Law Director is not entitled to vacation leave.
(5) Sick Leave. The Law Director is not entitled to sick leave.
(6) Pay.
A, Retainer. As specified in Compensation Schedules as set by Council maintained by the Finance Department and to be based upon experience, longevity and professional qualifications
B. Extraordinary Services. One hundred fifty dollars ($150.00) per hour. These payments shall not be subject to OPERS.
(i) Assistant Law Director.
(1) Qualifications.
A. The Assistant Law Director shall be an attorney-at-law and licensed to practice in the State of Ohio.
B. The Assistant Law Director shall be appointed by the Law Director.
(2) Duties.
A. As assigned by the Law Director.
B. One Assistant Law Director will independently provide approximately twenty (20) hours of monthly legal services during normal business hours. His work for the City and its daily legal matters will be conducted either in person or remotely. Independent of the monthly retainer agreement for the Law Director, this Assistant Law Director shall also provide legal support and service for extraordinary legal services at the rate provided in subsection (c) as approved by the Mayor or Council.
(3) Pay.
A. Extraordinary Legal Services. One hundred fifty dollars ($150.00) per hour payable to the Assistant Law Director identified under subsection (i)(2)B. above. These payments shall not be subject to OPERS.
B. As compensation for the Assistant Law Director identified under subsection (i)(2)B. above, a monthly retainer shall be paid by the City in the amount of two thousand two hundred and fifty dollars ($2,250), and thereafter and upon receipt distributed to him by the Law Director. This monthly retainer shall not be subject to OPERS.
(j) Finance Director.
(1) Qualifications and Duties. The Finance Director shall meet the qualifications and perform the duties as listed in Section 4.2 of the City Charter.
(2) Pay Range. As specified in Compensation Schedules as set by Council maintained by the Finance Department and to be based upon experience, longevity and professional qualifications
(3) Average Work Week. The Finance Director's average work week shall be based on twenty-five (25) hours per week.
(4) Holidays. The Finance Director shall be entitled to five (5) hours of Holiday pay for the holidays listed in Section 157.06(b)
(5) Vacation. After six (6) months of service, the Finance Director shall be entitled to vacation time in accordance with the vacation schedule listed in Section 157.05(a). A vacation day shall constitute five (5) hours of pay. Vacation days must be taken during the calendar year of entitlement and shall not accrue from year to year except when due to extenuating circumstances. Upon written request of the Finance Director received by the Mayor prior to the Finance Director's anniversary date of employment, the Mayor is authorized to waive this requirement. If waived, the vacation time will be carried over from the Finance Director's anniversary date of employment and must be used within ninety (90) days thereafter. The taking of vacation shall be subject to prior approval of the Mayor.
(6) Sick Time. The Finance Director shall be entitled for each completed twenty-five (25) hours of regular straight time of service, to sick leave of two and one-half (2.5) hours. The taking of sick time shall be subject to prior approval of the Mayor. Upon the retirement, death or injury resulting in total and permanent disability to perform the work for the City for which the Finance Director was employed, the Finance Director shall receive payment for his/her accumulated unused sick leave in accordance with the provisions of Section 157.07(f).
(7) Life Insurance. The Finance Director shall be entitled to life insurance benefits in the amount of twenty-five thousand dollars ($25,000).
(8) Longevity. The Finance Director shall be awarded longevity payments for each year of full-time service commencing on the fourth anniversary date of part-time service. At that time, the Finance Director shall become entitled to receive longevity payment in accordance with the longevity table listed in Section 157.08 on a pro-rata basis based upon the Finance Director's Average Work Week. Longevity payments shall be divided by the number of pay periods in the coming year and shall be included with the employee's regular paycheck.
(k) Part-Time Patrol Officer and Dispatcher /Records Clerk.
(1) Pay Range. As specified in Compensation Schedules as set by Council maintained by the Finance Department.
(2) Probationary Period. The probationary period for part-time Patrol Officers and Dispatchers/Records Clerks will be in effect from the date of hire and will continue for a period of twelve (12) months after being released from their field training program.
(3) Overtime. In accordance with Section 7(k) of the Fair Labor Standards Act (FLSA\part-time Patrol Officers and Dispatchers/Records Clerks must receive overtime after eighty-six (86) hours worked during a fourteen (14)-day work period.
(4) Holiday Compensation. Part-time Patrol Officers and Dispatchers/Records Clerks shall be paid one and one-half (1 ½) times their regular hourly rate for all hours worked for any holiday for which Full- Time Police receive one and one-half (1 ½) times pay.
(5) Uniform Allowance. Part-time Patrol Officers and Dispatchers/Records Clerks shall receive a uniform allowance in accordance with the following schedule:
A. Five hundred seventy-five dollars ($575.00) - After six (6) full months of scheduled duty are completed.
B. Five hundred seventy-five dollars ($575.00)-After completing twelve (12) full months of schedule duty. This clothing allowance shall be paid in two (2) equal installments beginning with the first pay in May and the first pay in September.
i. If the Part-Time Officer and Dispatcher/Records Clerk completes 12 months of service prior to April 30th, the employee shall be entitled to receive payment in May and September.
ii. If the Part-Time Officer and Dispatcher /Records Clerk completes twelve (12) full months of service after April 30th, but prior to August 31st, the employee shall be entitled to receive payment only in September.
C. One thousand one hundred fifty dollars ($1,150.00) - After completing one year of service and having worked at least one thousand five hundred sixty (1560) hours in the previous calendar year. This clothing allowance shall be paid in two (2) equal installments beginning with the first pay in May, and the first pay in September.
D. Any initial startup purchase will be deducted from first payment received after six (6) months of employment.
(6) Personal Leave. After one (1) year of service, part-time Patrol Officers and Dispatchers/Records Clerks who have worked at least one thousand five hundred sixty (1,560) hours in the previous calendar year will be entitled to thirty-two (32) hours of paid personal leave commencing on January 1st of the current year.
i. All personal leave shall be taken during the calendar year of entitlement. Unused personal leave shall not accrue from year to year and may not be paid out in cash.
ii. Such compensation is to be paid at the part-time member's normal hourly rate of pay.
iii. The use of personal leave shall be scheduled in advance and subject to the approval of the Chief of Police based upon the staffing needs of the Police Department.
(7) Court Appearance. When a part-time Patrol Officer and Dispatcher/Records Clerk is required to appear in court pertaining to departmental matters, the Officer or Dispatcher /Records Clerk is to be paid for a minimum of four (4) hours at the established hourly rate for said position. For other call-ins, Officers and Dispatchers/Records Clerks shall receive a minimum of three (3) hours' pay.
(8) Healthcare Insurance. Part-time Patrol Officers and Dispatchers/Records Clerks are entitled to healthcare insurance in accordance with the requirements of the Federal Affordable Care Act.
(9) Pension. Part-time Patrol Officers and Dispatchers/Records Clerks are automatically enrolled in the Public Employees' Retirement System (PERS) as required by Section 145.03(A) of the Ohio Revised Code.
(10) Deferred Compensation Program. Part-time Patrol Officers and Dispatchers/Records Clerks have the option to enroll in the City's Deferred Compensation Program.
(l) Part-Time Firefighter.
(1) Pay Range shall be as specified in Compensation Schedules as set by Council maintained by the Finance Department.
(2) Annual Uniform Allowance. Effective January 1, 2020, part-time firefighter clothing allowance shall be issued in the form of a purchase order of uniform items approved by department policy or by special approval of the Fire Chief. Part-time firefighter clothing allowance compensation shall be based on total hours worked for each employee from the previous year from January 1 to December 31.
Hours Worked | Clothing Allowance |
624 and Below | $450.00 |
625 to 1,248 | $650.00 |
1,249 to 1,872 | $850.00 |
1,873 and above | $1,050.00 |
(3) Holiday Compensation. Part-time Firefighters who are scheduled for and actually work the holidays as listed below shall be compensated at the rate of one and one half-(1 ½) times their base rate of pay for all hours actually worked between 8:00 a.m. of the holiday and 8:00 a.m. the following day.
Holiday | Holiday |
New Year’s Day | Independence Day |
Presidents Day | Labor Day |
Good Friday | Veterans Day |
Easter | Thanksgiving Day |
Memorial Day | Christmas Day |
(4) Call-In Duty. For Call-In Duty, part-time Firefighters shall be compensated as follows:
A. Minimum payment Two (2) hours paid at the firefighter's hourly rate of pay listed in with Compensation Schedules as set by Council.
B. After two (2) hours worked - After the completion of the second hour, the firefighter shall be paid at the rate of one and one-half times the firefighter's regular rate of pay, rounded up to the next half hour.
C. If called in within two (2) hours of the firefighter's scheduled duty, the firefighter shall receive call in pay only for that period of time commencing with the firefighter's arrival and ending with the beginning of the firefighter's scheduled duty. The firefighter shall not be eligible for any minimum call-in pay.
(5) Leave. Part-time hourly members of the Fire Department are not entitled to vacation, sick or holiday leave.
(6) Personal Time Off. Firefighter Class A shall be entitled to paid Personal Time Off (PTO) totaling 120 hours per year beginning January 1 each year.
A. All Personal Time Off must be used during the calendar year and shall not accrue from year to year.
B. Personal Time Off shall be paid at the firefighter's hourly rate of pay listed in Compensation Schedules as set by Council.
C. Personal Time Off shall be scheduled in accordance with departmental policy and subject to approval by the Fire Chief based upon the staffing needs of the department.
(7) Educational Pay. Supplemental Educational Pay shall be allowed at the discretion of the Fire Chief based upon the number of hours worked in the previous calendar year and the relationship of the education to the advancement of the fire service. The hourly rate of qualifying firefighters listed in Compensation Schedules as set by Council shall be increased in accordance with the following annual amounts:
Training Certificate $150.00 Bachelor Degree $375.00
Associate Degree $250.00 Master Degree $500.00
(8) Healthcare Insurance. Part-time Firefighters are entitled to healthcare insurance in accordance with the requirements of the Federal Affordable Care Act.
(9) Pension. Part-time Firefighters are automatically enrolled in the Public Employees' Retirement System (PERS) as required by Section 145.03(A) of the Ohio Revised Code. Part-time hourly members who are not members of PERS upon hiring shall be subject to the Federal provisions of any union contract between the City Insurance Contributions Act (FICA).
(10) Deferred Compensation Program. Part-time Firefighters have the option to enroll in the City's Deferred Compensation Program.
(m) Recreation Coordinator.
(1) Pay Range shall be as specified in Compensation Schedules as set by Council maintained by the Finance Department and to be based upon experience, longevity and professional qualifications
(2) Duties. The Recreation Coordinator's job duties are detailed in the "Recreation Coordinator - Part-Time Job Description" listed as Exhibit 1 of Ordinance 2021-042.
(3) Average Work Week. The Recreation Coordinator's average work week should not exceed twenty-nine (29) hours per week based upon workload.
(4) Holidays. The Recreation Coordinator shall be entitled to four (4) hours of Holiday pay for the holidays listed in Section 157.06(b)
(5) Vacation. After six (6) months of service, the Recreation Coordinator shall be entitled to seven (7) days of vacation time taken at the rate of four (4) hours per vacation day (twenty-eight (28) hours total). These hours must be used prior to the Recreation Coordinator's anniversary of hire date. After one year of employment, the Recreation Coordinator shall be entitled to fourteen (14) vacation days (or fifty-six (56) hours). For the purpose of determining the amount of vacation compensation, the Recreation Coordinator's anniversary date of part-time employment shall be used as the date determinative of the length of service. Vacation days must be taken during the employment year of entitlement and shall not accrue from year to year. Any unused vacation time remaining at the Recreation Coordinator's next anniversary date of employment shall be forfeited. The taking of a vacation day shall be subject to the prior approval of the Mayor.
(6) Sick Time. The Recreation Coordinator is not entitled to sick leave. In the limited event that a newly hired Recreation Coordinator would carry over accrued but unused sick leave time from a prior Ohio governmental employer and subsequently request upon retirement payout of the unused sick leave from the City of Willoughby Hills, the Recreation Coordinator shall be paid out at a rate of four (4) hours per day up to a maximum of thirty (30) days as provided in Ohio Revised Code Section 124.39 captioned "Unused Sick Leave".
(7) Health and Life Insurance. As a part-time position averaging less than thirty (30) hours per week, health and life insurance coverage is not provided to the Recreation Coordinator position.
(8) Ohio Public Employees Retirement System. The Recreation Coordinator will be contributing to the Ohio Public Employees Retirement Fund (OPERS), at the current rate assigned by OPERS.
(Ord. 2021-015. Passed 9-23-21.)