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1984_06_13_O021The Town of Leesburg in Virginia PRESENTED June 13, 1984 ORDINANCE NO. 84-0-21 ADOPTED June 13, 11984 AN ORDINANCE: AMENDING CHAPTER 12.1 OF THE TOWN CODE REGARDING A REVISED PAY PLAN, CLASSIFICATION PLAN, AND CHANGE IN WORK HOURS ORDAINED by the Council of the Town of Leesburg in Virginia as follows: SECTION I. Section 12.1-10 of the Town Code, Classification of Town Employees by Occupational Group and Pay Grades, is amended to read as follows: Sec. 12.1-10. Classification of town employees by occupational groups and pay grades. Employees in the town service are classified in the following occupational groups and pay grades: Occupational Pay Groups Positions Grade Executive-Managerial II II II II I! II II II II II Law Enforcement !! Administrative-Clerical !! Supervisory Director of Zoning 19 Director Utility Plants 19 Director of Public Works 19 Director of Finance 20 Director of Engineering 20 Asst. Manager Planning/Development 20 Deputy Manager 20 Parking Meter Attendant ~ 5 Police Private ~ 11 Private First Class ~-~ 12 Corporal ~-Z 13 Sergeant ~-~ 14 Investigator ~ 14 Lieutenant ~-~ 16 Chief of Police 19 Receptionist/Secretary 6 Secretary 7 Police Clerk ~ 7 Accounting Clerk -~ Administrative Assistant 9 Executive Secretary 9 Accounting Supervisor 9 Administrative Assistant Planning q 10 Clerk of Council 10 Shop Superintendent ~-~ 13 Water Supply Superintendent ~b& 15 Street Superintendent 15 Utility Lines Superintendent 15 WPCF Superintendent ~-& 15 -2- Professional Assistant Engineer 15 " Principal Planner 14 " Land Development Planner ~ 12 Technical I! !! Cons truct ion/Maintenance Utility Maintenance Assistant 7 Senior Equipment Operator 9 Senior Meter Mechanic ~ 9 Water Supply Operator Assistant 7 Assistant Street Superintendent 10 WPCF or Water Operator A 11 WPCF or Water Operator B 10 Asst. Utility Lines Superintendent 10 Asst. Water Supply Superintendent 12 Utility Plant Maintenance Foreman 12 Laboratory Chemist ~ 12 Asst. WPCF Superintendent 12 Facility Inspector 14 Laborer 5 Maintenance Person 7 Laborer part-time 4 Mechanic ~ 8 SECTION II. Section 12.1-15 of the Town Code, being the pay grades for compensation of employees in the town service, is amended to read as follows: Sec. 12.1-15. Pay ~rades and steps. The pay grades for compensation of employees in the town service are as follows: Grade Range 4 $ 9,275-13,925 5 9,925-14,900 6 10,625-15,950 7 11,375-17,075 8 12,175-18,275 9 13,000-19,500 10 13,900-20,850 11 14,875-22,300 12 15,925-23,875 13 17,050-25,575 14 18,250-27,375 15 19,525-29,300 16 20,900-31,350 17 22,375-33,550 18 23,950-35,925 19 25,625-38,450 20 27,425-41,150 21 29,350-44,025 22 31,400-47,100 23 33,600-50,400 -3- SECTION III. Section 12.1-2. of the Town Code is amended to read as follows: Sec. 12.1-2 Definitions. Where used within the context of these rules, the following words and terms shall have the meaning indicated below: (a) (b) Board of Grievance Commissioners - Board appointed by the Town Council, of which a panel of three are selected to hear specific grievances re- garding the application, meaning or interpretation of these rules. Career employee - An employee in the classified service who has successfully completed the required probationary period. (c) ( d ) Career Service - Collective term used to describe classified, town employees who have completed the required probationary period and whose positions are governed by the merit principal. Certification list - A list of applicants for a particular position pre-selected by the Personnel Director, from which the manager makes appointments. (e) Classified employee - An employee whose position is listed in the classification plan. (f) Classification plan - The formal method used to identify and group posi- tions of employment based on duties and responsibilities. (g) Classified service - Collective term used to describe all positions of employment based on duties and responsibilities. (h> Compensation plan - The formal method used to identify and uniformaly establish the amount of pay for all positions within the classified service. (i) (j) Compensatory time - Additional time off given an employee who has worked in excess of his regular hours during a given payroll period, in lieu of paid overtime compensation. Demotion - The change of an employee from a position in one class to a position in another class having a lower pay grade and requiring the performance of less responsible duties. (k) Department Heads - Collective term which refers to the Director of Finance, ~~~~, Chief of Police, Assistant l-~ tli~ Town Manager for Plannin~ and Community Development, Director of Enginnering, Director of Public Works, Director of Zoning, Director of Utility Plants, Deputy Manager, and such other similar positions as shall be established by the Town Council. t (1) Eligible register - A list of individual applications for each position within the Town compiled on a continuing basis by the Personnel Director, which meet the minimum qualifications for employment for a particular position. (m) Director of Finance - The Director of Finance for the Town of Leesburg. (n) (o) Full-time employee - A non-seasonal employee whose regular work week equals or exceeds ~ 36 hours. Layoff - The temporary or permanent reduction in work force caused by lack of funds or work. (p) Panel - The three members of the Board of Grievance Commissioners selected in accordance with Article 21 of these rules. (q) (r) Part-time employee - An employee whose regular work week is less than ~36 hours. Pay step - The numerical designation of a fixed salary range assigned to a position class or group of classes. (s) Personnel Director - The department head selected by the Town Manager to assume the additional duties of Personnel Director as provided by these rules. (t) Position specification - A written description of the general duties, distinguishing features, examples of tasks, and minimum requirements assigned to a particular position as a basis for classification. (u) Probationary period - The six month to one year period given to a new or promoted employee to demonstrate that he can perform the duties of the position in a satisfactory manner. (v) Seasonal employee - An employee whose continuous employment does not exceed six months during any one year period and who works the regular work week required for full-time employees within his department. (w) Town - The Town of Leesburg in Virginia. (x) Town Manager - The Town Manager of Leesburg, Virginia. SECTION IV. Section 12.1-16 of the Town Code is amended to read as follows: Sec. 12.1-16. Administration of Compensation Plan. (a) The rates of pay established in Section 12.1-15 are gross annual compensation for full-time service in the various classifications. The regular hours of work for full-time service are established as ~ 36 hours per week for office personnel and 40 hours per week for outside per- sonnel. Office personnel shall include employees in the executive- managerial occupational group, professional group and the administrative -clerical occupational group. Outside personnel includes law enforcement, technical, construction and supervisory occupational groups. The Town Manager shall determine the proper inclusion of positions within the office personnel group or outside personnel group. ~5- (b) Employees' hourly rates 'shall be determined from the compensation plan based upon the number of regular hours of work per week assigned the position usin~ a 52 week year. The hourly rate of pay for employees appointed on a part time basis shall reflect, when practicable, the hourly rate determined for the applicable pay grade for the position based on the hours worked. (c) The Town Manager shall include in his proposed fiscal year budget any recommended changes to the compensation plan for consideration by the Town Council. (d) Deductions from employee gross pay to cover federal and state income taxes, contributions for L=tiL=w=,,~' L ~o~=w~,_. - ~ad fu~ =,,~u.y== ~ ~ i,'~u~= social security ~.FICA), hospitalization and surgical insurance premiums ~ ~utl,ufi~.,credit union and deferred compensation ~lan are authorized. (e) Compensation shall be payable in appropriate installments every other Friday for compensation earned through midnight of the previous Sunda~. SECTION V. Section 12.1-33 of the Town Code is amended to read as follows: Sec. 12.1-33. Vacation Leave. (a) Each employee in the service of the Town shall be credited with vacation leave after it is earned at the following rates: Regular hours worked per 2-week payroll -period 8O Length Amount accrued of per 2-week payroll Service period 5 years or 3.70 less Days Accrued Annually 12 8O 5 to 15 years 5.54 I~8 8O More than 15 7.39 years 24 ~ 72 5 years or 3.23 3.32 less 12 ~r~ 72 5 to 15 years 4.g5 4.98 18 ~ 72 More than 15 6.46 6.65 years 24 4O 5 years or 1.85 less 6 4O 5 to 15 years 2.77 ~9 4O More than 15 3.69 years 12 -6- Employees working a regular 40-hour week (80-hour payroll period) shall use leave based on an 8-hour day. Employees working a ~ 36 hour week (~ 72 hour payroll period) shall use leave based on a ~ 7.2 hour day. Employees working a 20-hour week (40-hour payroll period) shall use leave based on a 4-hour day. (b) New employees shall begin accruing sick and vacation leave during their first full two week payroll period worked. (c) Ail requests for vacation leave shall be submitted to the appli- cable Department Head in advance for approval. In approving vacation leave, department directors shall insure that during the period of approved leave, the employee is not scheduled to report for court appearances or will be required to report to work because of staff shortages, major scheduled projects, projected adverse weather conditions, or other reasons. The Town Manager shall approve the scheduling of all vacation leave requests. (d) The Town Manger shall require that all employees use a minimum of five days of vacation leave of the total accrued during each year plus all of the vacation leave carry-over from the previous calendar year to effectively maximize the period of rest and recuperation provided through time off from work. Additional days accrued during the year which are not used may be carried over into the next calendar year only. Vacation leave required to be used under these rules which lapses unused into the next calendar year unless time for use is extended by the Manager for a maximum of 30 days at which time the employee shall present an approved schedule to use the excess days during the extended period. SECTION VI. Section 12.1-34 of the Town Code being Sick Leave is amended to read as: follows: Sec. 12.1-34. Sick Leave. (a) Each employee in the service of the Town shall be credited with sick leave after it is earned at the following rates: Regular hours worked per 2-week payroll period Amount accrued per 2-week payroll period Days accrued ~nnually 80 3.70 12 ~ 72 3.23 3.32 12 40 1.85 6 Sick leave is earned regardless of the years of service. Employees working a regular 40-hour week (80-hour payroll period) shall use sick leave based on an 8-hour day. Employees working a ~ 36 hour week (-7~ 72 hour payroll period) shall use sick leave based on a ~ 7.2 ho~r day. Employees---working a 20-hour week (40-hour payroll period) shall use sick leave based on a 4-hour day. (b) Employees use of sick leave shall be limited to the following circumstances: (1) Personal illness or injury. (2) Visits to physicians, dentists, optometrists, and other approved medical professionals for personal health care. (3) Quarantine. m (c) To receive paid sick leave an employee must notify the applicable Department Head within four hours of his starting time unless some other arrange- ment has been approved by the Department Head. A physician's statement or exami- nation by a physician designated by the Town may be required. (d) At the close of each calendar year all unused sick leave in excess of 21 days shall be converted to extended sick leave credits. These credits shall accumulate annually and are used by an employee who has receiw~d the limit of his disability income coverage due to catastrophic illness or other eligible long term incapacitating circumstance. (e) Employees who retire from the Town service shall be paid for 25 percent of their unused extended sick leave credits accrued during town employment. (f) Employees who have lost time because of illness or injury and have exhausted sick leave credits may have such time deducted from vacation time. SECTION VII. Article 5 of Chapter 12.1 of the town code is amended by adding a new section to be known as Section 12.1-16.1 to read as follows: Sec. 12.1-16.1 Town Office Work Schedule. Office employees are permitted to establish individual work schedules totaling 72 hours per pay period subject to the manager's approval and the followin~ ~uidelines: (a) Work schedules must include nine work shifts bi-weekly. (b) Work days shall be at least three hours and not more than ten hours. (c) No lunch break shall be less than thirty minutes in length. (d) No work shift shall fall on a weekend. (e) Holidays shall count as 7.2 hour days. (f) Annual and sick leave shall be char~e~ for each shift missed at the employees scheduled hours for that shift missed. (~) No work shift shall be~in before 7:30 A.M. or end after 6:00 P.M. unless the shift includes a meetin~ of the council~ or a town advisory commission. (h) Schedules shall be revised only durin~ the payroll periods containin~ July 1 or January 1~ and are effective for six months~ provided~ however~ chan~es at other intervals may be approved by the manager when circumstances warrant. '--8-- SECTION VIII. Ail prior ordinances in conflict herewith are repealed. SECTION IX. This ordinance shall be effective beginning July 1, 1984. PASSED this 13th ATTEST: Clerk of day of June, 1984. Robert E. Sevl Town of Leesburg