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HomeMy WebLinkAboutREGULAR COUNCIL - 14 Jul 2014 - Agenda - PdfAGENDA RENTON CITY COUNCIL REGULAR MEETING July 14, 2014 Monday, 7 p.m. 1.CALL TO ORDER AND PLEDGE OF ALLEGIANCE 2.ROLL CALL 3.PROCLAMATION a. Judge Gerard M. Shellan Day - July 14, 2014 4.ADMINISTRATIVE REPORT 5.AUDIENCE COMMENT (Speakers must sign up prior to the Council meeting. Each speaker is allowed five minutes. The first comment period is limited to one-half hour. The second comment period later on in the agenda is unlimited in duration.) When you are recognized by the Presiding Officer, please walk to the podium and state your name and city of residence for the record, SPELLING YOUR LAST NAME. 6.CONSENT AGENDA The following items are distributed to Councilmembers in advance for study and review, and the recommended actions will be accepted in a single motion. Any item may be removed for further discussion if requested by a Councilmember. a. Approval of 7/7/2014 Council meeting minutes. Council concur. b. Mayor Law reappoints Lynne King to the Library Advisory Board for a term expiring 9/1/2019. Council concur. c. City Clerk reports bid opening on 7/8/2014 for CAG-14-090, SW 7th St./Naches Ave. SW Storm System Improvement Project - Phase I; six bids; engineer's estimate $2,310,946; and submits staff recommendation to award the contract to the low bidder, Road Construction Northwest, Inc., in the amount of $1,975,032. Council concur. d. Community Services Department requests approval to waive boat launch and other related fees in the amount of $500 for the 2014 C.A.S.T. for Kids Fishing Event scheduled for 9/6/2014. Refer to Finance Committee. e. Community Services Department requests approval to waive boat launch and other related fees in the amount of $500 for the 2014 Take a Warrior Fishing Event scheduled for 9/20/2014. Refer to Finance Committee. f. Community Services Department requests approval to waive the $250 Senior Activity Center Banquet Room fee for Renton Youth Advocacy Center's 10/4/2014 fundraising event. Refer to Finance Committee. g. Human Resources and Risk Management Department recommends approval of the IAFF Local 864 Firefighters labor agreement for 2013-2015. Refer to Finance Committee. h. Human Resources and Risk Management Department recommends approval of actions taken to acquire and consolidate a new custodian of assets/record-keeper, TIAA-CREF, for the City's (Plan Sponsor's) Section 457(b) Plan. Council concur. (See 8.a for resolution.) Page 1 of 121 7.UNFINISHED BUSINESS Topics listed below were discussed in Council committees during the past week. Those topics marked with an asterisk (*) may include legislation. Committee reports on any topics may be held by the Chair if further review is necessary. a. Finance Committee: Vouchers; Riverview Park Bridge Demolition Contract with Imperial Demolition 8.RESOLUTIONS AND ORDINANCES Resolution: a. Approve actions taken to acquire and consolidate a new custodian of assets/record-keeper, TIAA-CREF, for the City's (Plan Sponsor's) Section 457(b) Plan (See 6.h.) Ordinance for second and final reading: a. Alpine Nursery Annexation (1st reading 7/7/2014) 9.NEW BUSINESS (Includes Council Committee agenda topics; call 425-430-6512 for recorded information.) 10.AUDIENCE COMMENT 11.ADJOURNMENT COMMITTEE OF THE WHOLE AGENDA (Preceding Council Meeting) COUNCIL CHAMBERS July 14, 2014 Monday, 6 p.m. Regional Issues & Updates • Hearing assistance devices for use in the Council Chambers are available upon request to the City Clerk • CITY COUNCIL MEETINGS ARE TELEVISED LIVE ON GOVERNMENT ACCESS CHANNEL 21 AND ARE RECABLECAST: Tues. & Thurs. at 11 AM & 9 PM, Wed. & Fri at 9 AM & 7 PM and Sat. & Sun. at 1 PM & 9 PM Page 2 of 121 3a. - Judge Gerard M. Shellan Day - July 14, 2014Page 3 of 121 CITY OF RENTON COUNCIL AGENDA BILL Subject/Title: Reappointment to Library Advisory Board-Lynne King Meeting: REGULAR COUNCIL - 14 Jul 2014 Exhibits: Email to Mayor Law requesting reappointment to Library Advisory Board Submitting Data: Dept/Div/Board: Executive Staff Contact: April Alexander, x6520 Recommended Action: Council concur. Fiscal Impact: Expenditure Required: $ N/A Transfer Amendment: $N/A Amount Budgeted: $ N/A Revenue Generated: $N/A Total Project Budget: $ N/A City Share Total Project: $ N/A SUMMARY OF ACTION: Mayor Law reappoints Ms. Lynne King to the Library Advisory Board for a term expiring 9/1/2019. STAFF RECOMMENDATION: Concur with Mayor Law's appointment of Ms. Lynne King to the Library Advisory Board. 6b. - Mayor Law reappoints Lynne King to the Library Advisory Board for a term Page 4 of 121 6b. - Mayor Law reappoints Lynne King to the Library Advisory Board for a term Page 5 of 121 CITY OF RENTON COUNCIL AGENDA BILL Subject/Title: Contract Award for Bid Opening on 7/8/2014 for CAG-14-090; SW 7th St./Naches Ave SW Storm System Improvement Project - Phase I Meeting: REGULAR COUNCIL - 14 Jul 2014 Exhibits: Staff Recommendation Bid Tab (six bids) Submitting Data: Dept/Div/Board: City Clerk Staff Contact: Bonnie Walton, City Clerk ext. 6502 Recommended Action: Council concur Fiscal Impact: Expenditure Required: $ 1,975,032.00 Transfer Amendment: $ Amount Budgeted: $ Revenue Generated: $ Total Project Budget: $ 5,596,000 City Share Total Project: $ SUMMARY OF ACTION: Engineer's Estimate: $2,310,946. In accordance with Council procedure, bids submitted at the subject bid opening met the following three criteria: There was more than one bid, the low bid was within total project budget, and there were no irregularities with the low bid. Therefore, staff recommends accepting the low bid submitted by Road Construction Northwest, Inc. in the amount of $1,975,032.00 for the SW 7th St./Naches Ave. SW Storm System Improvement Project - Phase I. STAFF RECOMMENDATION: Accept the low bid submitted by Road Construction Northwest, Inc. in the amount of $1,975,032.00 for the SW 7th St./Naches Ave. SW Storm System Improvement Project - Phase I. 6c. - City Clerk reports bid opening on 7/8/2014 for CAG-14-090, SW 7th Page 6 of 121 6c. - City Clerk reports bid opening on 7/8/2014 for CAG-14-090, SW 7th Page 7 of 121 6c. - City Clerk reports bid opening on 7/8/2014 for CAG-14-090, SW 7th Page 8 of 121 6c. - City Clerk reports bid opening on 7/8/2014 for CAG-14-090, SW 7th Page 9 of 121 6c. - City Clerk reports bid opening on 7/8/2014 for CAG-14-090, SW 7th Page 10 of 121 6c. - City Clerk reports bid opening on 7/8/2014 for CAG-14-090, SW 7th Page 11 of 121 6c. - City Clerk reports bid opening on 7/8/2014 for CAG-14-090, SW 7th Page 12 of 121 6c. - City Clerk reports bid opening on 7/8/2014 for CAG-14-090, SW 7th Page 13 of 121 6c. - City Clerk reports bid opening on 7/8/2014 for CAG-14-090, SW 7th Page 14 of 121 CITY OF RENTON COUNCIL AGENDA BILL Subject/Title: Fee Waiver Request for the 2014 C.A.S.T. for Kids Special Populations Children’s Fishing Event on September 6, 2014 Meeting: REGULAR COUNCIL - 14 Jul 2014 Exhibits: Issue Paper Fee Waiver Request from C.A.S.T. for Kids Foundation Submitting Data: Dept/Div/Board: Community Services Staff Contact: Kris Stimpson, x6713 Recommended Action: Refer to Finance Committee Fiscal Impact: Expenditure Required: $ 0 Transfer Amendment: $0 Amount Budgeted: $ 0 Revenue Generated: $0 Total Project Budget: $ 0 City Share Total Project: $ 0 SUMMARY OF ACTION: The C.A.S.T. for Kids program provides a one-day fishing and boating event to accommodate children, ages 5 through 18, with a wide range of special needs. This event is designed to create an environment where special needs children and their caretakers benefit, leaving their problems on shore, and sharing a day of fun on the water that they may not otherwise get to experience. Participants are supplied with a fishing rod and reel, T-shirt, hat, and tackle box. They are partnered with an experienced volunteer angler and escorted onto a boat where, with the supervision of a parent or guardian, they are shown proper fishing techniques and receive natural resources education. Participants and volunteers return from their morning fishing excursion to enjoy a barbeque lunch and an awards ceremony. The Foundation furthers their mission by encouraging continued participation in fishing by developing skills in the children along with those of their parents. Staff supports the requested fee waivers for this event. STAFF RECOMMENDATION: Approve the requested boat launch and applicable fee waiver for the 2014 C.A.S.T. for Kids Fishing Event scheduled for Gene Coulon Memorial Beach Park on September 6, 2014. 6d. - Community Services Department requests approval to waive boat launch Page 15 of 121 COMMUNITY SERVICES DEPARTMENT M E M O R A N D U M DATE:July 14, 2014 TO:Don Persson, Council President Members of the Renton City Council VIA:Denis Law, Mayor FROM:Terry Higashiyama, Community Services Administrator STAFF CONTACT:Kris Stimpson, Recreation Director, x 6713 SUBJECT:Fee Waiver Request for the 2014 C.A.S.T. for Kids Special Populations Children’s Fishing Event on September 6, 2014 Issue: Should the Council authorize Fee Waivers for use of the boat launch at Coulon Beach Park for the 2014 C.A.S.T. for Kids Special Populations Fishing Event on September 6, 2014? Recommendation: Authorize the fee waiver request for the use of the boat launch at Coulon Beach Park for the 2014 C.A.S.T. for Kids Special Populations Fishing Event. Background: The C.A.S.T. for Kids program provides a one-day fishing and boating event to accommodate children, ages 5-18, with a wide range of special needs. The authorized fee waiver for this event would help create an environment whereby special needs children and their caretakers could benefit, leaving their problems on shore, and share a day of fun on the water that they may not otherwise get to experience. The authorized fee waiver would assist participants to obtain a free fishing rod and reel, T-shirt, hat, and tackle box, partnered with an experienced volunteer angler and escorted onto a boat where, with the supervision of a parent or guardian, they are shown proper fishing techniques and receive natural resources education. Participants and volunteers all then return from their morning fishing excursion to a BBQ lunch and an awards ceremony. The authorized fee waiver helps reach the goals of this program by encouraging continued participation in fishing by developing skills in the children along with their parents. This program also endeavors to increase the awareness of all participants, parents, sportsmen, and volunteers, to the capabilities of children with disabilities. The calculated loss of revenue for 2014 is $500.00, an amount that is greatly exceeded by the benefits to the special populations in the Renton community. 6d. - Community Services Department requests approval to waive boat launch Page 16 of 121 Don Persson, Council President Members of the Renton City Council Page 2 of 2 July 14, 2014 6/24/14 Conclusion: Waiving the boat launch fees for the C.A.S.T. for Kids Special Populations Fishing Event is a suitable gesture of appreciation to the special populations and their families. cc:Jay Covington, Chief Administrative Officer Iwen Wang, Administrative Services Administrator 6d. - Community Services Department requests approval to waive boat launch Page 17 of 121 6d. - Community Services Department requests approval to waive boat launch Page 18 of 121 CITY OF RENTON COUNCIL AGENDA BILL Subject/Title: Fee Waiver Request for the 2014 Take A Warrior Fishing Event Meeting: REGULAR COUNCIL - 14 Jul 2014 Exhibits: Issue Paper Fee Waiver Request for 2014 Take A Warrior Fishing Event Submitting Data: Dept/Div/Board: Community Services Staff Contact: Kris Stimpson, Recreation Director, x6713 Recommended Action: Refer to Finance Committee Fiscal Impact: Expenditure Required: $ 0 Transfer Amendment: $0 Amount Budgeted: $ 0 Revenue Generated: $0 Total Project Budget: $ 0 City Share Total Project: $ 0 SUMMARY OF ACTION: Established in 2011, the Take A Warrior Fishing program is designed to support military personnel and their families by creating an adaptive community-based outdoor recreation experience through the sport of fishing. Participating individuals and families are provided fishing equipment and safety gear, paired with experienced fishermen and head out onto the lake for about three hours of fishing and boating. They return to join volunteers, families, and friends for a barbeque lunch and a free raffle hosted by local service clubs. The primary goals of this program are to encourage outdoor recreation as a therapeutic outlet; support positive social interactions that help transitioning service members rebuild connections with the civilian world; restore the disconnect in the home by increasing family interaction; and empower Veterans to advocate for positive self growth and change. This annual Renton event will again host 40–50 local military families, along with many local fishermen, volunteers, and numerous community partners. Representatives from many local outdoors groups will also be on-site to share information about participation in their organizations. Staff believes this event is beneficial to the overall well being of the community and waiving the boat launch and applicable fees is one way to show support for our troops and their families. Staff supports the requested fee waivers for the Take A Warrior Fishing event scheduled for September 20, 2014, at Gene Coulon Memorial Beach Park. STAFF RECOMMENDATION: Approve the requested boat launch and applicable fee waiver for the 2014 Take A Warrior Fishing event on September 20, 2014, at Gene Coulon Memorial Beach Park. 6e. - Community Services Department requests approval to waive boat launch Page 19 of 121 COMMUNITY SERVICES DEPARTMENT M E M O R A N D U M DATE:July 14, 2014 TO:Don Persson, Council President Members of the Renton City Council VIA:Denis Law, Mayor FROM:Terry Higashiyama, Community Services Administrator STAFF CONTACT:Kris Stimpson, Recreation Director, Ext. 6713 SUBJECT:Fee Waiver Request for the 2014 Take A Warrior Fishing Event Issue: Should the Council authorize Fee Waivers for use of the boat launch at Coulon Beach Park for the 2014 Take A Warrior Fishing event on September 20, 2014? Recommendation: Authorize the fee waiver requests for the use of the boat launch at Coulon Beach Park for the 2014 Take A Warrior Fishing event. Background: The Take A Warrior Fishing program is designed to support military personnel and their families by creating an adaptive community-based outdoor recreation experience through the sport of fishing. The authorized fee waiver will help establish this as an annual event which hosts 40 to 50 local military families, and will also host many local fishermen, volunteers, and numerous community partners. The authorized fee waivers assist with participating individuals and their families to enjoy the provision of fishing equipment and safety gear, paired with experienced fishermen who all head out onto the lake for about three hours of fishing and boating. They return to join volunteers, families, and friends for a barbeque lunch, hosted by the local service clubs, and a free raffle. In appreciation for their service to our country, the City should waive the need for boat launch fees for the Take A Warrior Fishing event at Coulon Beach Park. The authorized fee waiver helps reach the goals of this program that encourage outdoor recreation as a therapeutic outlet; supports positive social interactions that help transitioning service members to rebuild connections with the civilian world; reduces the disconnect in the home by increasing family interaction; and empowers Veterans to advocate for positive self-growth and change. 6e. - Community Services Department requests approval to waive boat launch Page 20 of 121 Don Persson, Council President Members of the Renton City Council Page 2 of 2 July 14, 2014 06/24/2014 The calculated loss of revenue for 2014 is $500.00, an amount that is greatly exceeded by the benefits of the Take A Warrior Fishing event to the City, in addition to the great appreciation shown to our Veterans who have served our country. Conclusion: Waiving the boat launch fees for the Take A Warrior Fishing event is a suitable gesture of appreciation for the veteran military service for our country which contributes to our liberty and freedoms we all enjoy. cc:Jay Covington, Chief Administrative Officer Iwen Wang, Administrative Services Administrator 6e. - Community Services Department requests approval to waive boat launch Page 21 of 121 6e. - Community Services Department requests approval to waive boat launch Page 22 of 121 CITY OF RENTON COUNCIL AGENDA BILL Subject/Title: Renton Youth Advocacy Center Fee Waiver Request Meeting: REGULAR COUNCIL - 14 Jul 2014 Exhibits: Issue Paper Fee Waiver Request Form Submitting Data: Dept/Div/Board: Community Services Staff Contact: Kris Stimpson, Recreation Director, x6713 Recommended Action: Refer to Finance Committee Fiscal Impact: Expenditure Required: $ 0 Transfer Amendment: $0 Amount Budgeted: $ 0 Revenue Generated: $0 Total Project Budget: $ 0 City Share Total Project: $ 0 SUMMARY OF ACTION: The Renton Youth Advocacy Center (RYAC) is a non-profit volunteer organization that is currently utilizing the Tiffany Park Neighborhood Building. RYAC offers afterschool and summer programs for local Renton youth and teens ages 12 to 17 years. Programs include tutoring, community service, sports, reading, interviewing skills, life skills, and more. Daily attendance is approximately 25-30 youth per day. Community partners include: Lowes Hardware, King County Library System, Renton School District, Renton Lions Club, Tiffany Park Neighborhood Association, and Renton IKEA. Volunteers include parents, City of Renton Police and Fire, and community leaders. They have completed their first year of operation and are fundraising to continue and expand the program in future years. STAFF RECOMMENDATION: Authorize the fee waiver request for the use of the Senior Activity Center’s Banquet Room for the Renton Youth Advocacy Center’s fundraising event on October 4, 2014. 6f. - Community Services Department requests approval to waive the $250 Page 23 of 121 COMMUNITY SERVICES DEPARTMENT M E M O R A N D U M DATE:July 14, 2014 TO:Don Persson, Council President Members of the Renton City Council VIA:Denis Law, Mayor FROM:Terry Higashiyama, Community Services Administrator STAFF CONTACT:Kris Stimpson, Recreation Director, x 6713 SUBJECT:Renton Youth Advocacy Center Fee Waiver Request Issue: Should the Council authorize a fee waiver for use of the Senior Activity Center Banquet Room for the Renton Youth Advocacy Center’s fundraising event on October 4, 2014? Recommendation: Authorize the fee waiver request for the use of the Senior Activity Center’s Banquet Room for the Renton Youth Advocacy Center’s fundraising event on October 4, 2014. Background: The Renton Youth Advocacy Center (RYAC) is a non-profit volunteer organization that is currently utilizing the Tiffany Park Neighborhood Building. They have completed their first year of operation and are fundraising to continue and expand the program in future years. RYAC offers afterschool and summer programs for local Renton youth and teens ages 12 to 17 years. Programs include tutoring, community service, sports, reading, interviewing skills, life skills, and more. Volunteers include parents, City of Renton Police and Fire, and community leaders. Community partners include: Lowes Hardware, King County Library System, Renton School District, Renton Lions Club, Tiffany Park Neighborhood Association, and Renton IKEA. Daily attendance is approximately 25-30 youth per day. Conclusion: Waiving the Senior Activity Center Banquet Room rental fee for the Renton Youth Advocacy Center’s fundraising event is an appropriate gesture of appreciation for the work that they do in the community for Renton’s youth and teens. The fee waiver would support the RYAC and enable them to continue and expand hours of operation for their school year programs. cc:Jay Covington, Chief Administrative Officer Iwen Wang, Administrative Services Administrator 6f. - Community Services Department requests approval to waive the $250 Page 24 of 121 6f. - Community Services Department requests approval to waive the $250 Page 25 of 121 CITY OF RENTON COUNCIL AGENDA BILL Subject/Title: IAFF Local 864 Firefighters contract approval for 2013-2015 Meeting: REGULAR COUNCIL - 14 Jul 2014 Exhibits: IAFF Local 864 Firefighters proposed contract for 2013-2015 Submitting Data: Dept/Div/Board: Human Resources Staff Contact: Nancy A. Carlson Recommended Action: Refer to Finance Committee Fiscal Impact: Expenditure Required: $ see below Transfer Amendment: $ Amount Budgeted: $ see below Revenue Generated: $ Total Project Budget: $ see below City Share Total Project: $ SUMMARY OF ACTION: The parties began the bargaining process for a successor agreement to the 2010-2012 agreement on August 31, 2012. Several meetings were held and the Local took the contract back to their membership in June 2013. The contract was rejected by the membership. The parties agreed to mediation and that process began December 19, 2013. Three mediation sessions were held and then the parties decided to meet without the aid of the mediator. The city and union were able to come to an agreement on May 23, 2014, and the membership ratified the contract on June 19, 2014. During this process the parties did not negotiate the medical benefits package as there is an agreement in place regarding benefits through 2015. Some language issues were addressed and the term of the contract will run from January 1, 2013, through December 31, 2015. COLA and deferred compensation benefits were agreed to as follows: For 2015, the city's contribution to deferred compensation will be increased by 2% over the 2014 rate. For 2013, base salary will be increased retroactively by 1% over the 2012 rate. For 2014, base salary will be increased retroactively by 2% over the 2013 negotiated rate. For 2015, base salary will be increased by 2.25% over the 2014 rate. STAFF RECOMMENDATION: Adopt the Agreement between the Parties, IAFF Local 864 Firefighters contract for 2013-2015, and authorize the Mayor and City Clerk to sign. 6g. - Human Resources and Risk Management Department recommends Page 26 of 121 Page 1 of 69  As of 8‐15‐135‐235‐23‐14  AGREEMENT     By and Between    CITY OF RENTON  and  RENTON FIREFIGHTERS LOCAL 864      January 1, 2010 2013– December 31, 20122015    6g. - Human Resources and Risk Management Department recommends Page 27 of 121 Firefighters, Local 864 Contract  2010‐20122013 ‐ 2015    Page 2 of 69    TABLE OF CONTENTS    ARTICLE 1 – RECOGNITION AND BARGAINING UNIT ....................................... 4  ARTICLE 2 – UNION MEMBERSHIP AND DUES DEDUCTION ............................ 5  ARTICLE 3 – EMPLOYMENT PRACTICES ........................................................... 7  ARTICLE 4 – HOURS OF WORK ...................................................................... 10  ARTICLE 5 –SALARIES ..................................................................................... 13  ARTICLE 6 ‐ DEPARTMENTAL WORK RULES ............................................... 1413  ARTICLE 7 – SICK LEAVE ............................................................................. 1716  ARTICLE 8 – HOLIDAYS .............................................................................. 2625  ARTICLE 9 – EDUCATIONAL INCENTIVE AND PROMOTIONAL QUALIFICATIONS  .................................................................................................................. 2928  ARTICLE 10 – VACATIONS .............................................................................. 30  ARTICLE 11 –BEREAVEMENT ..................................................................... 3433  ARTICLE 12 – LONGEVITY .............................................................................. 34  ARTICLE 13 – PENSIONS ............................................................................ 3534  ARTICLE 14 – INSURANCE .......................................................................... 3534  ARTICLE 15 – DEFERRED COMPENSATION/ .............................................. 4039  INCOME PROTECTION PLAN ...................................................................... 4039  ARTICLE 16 – MANAGEMENT RIGHTS ....................................................... 4140  ARTICLE 17 – PERFORMANCE OF DUTY..................................................... 4342  ARTICLE 18 – DEFINITION OF DUTIES ........................................................ 4342  6g. - Human Resources and Risk Management Department recommends Page 28 of 121 Firefighters, Local 864 Contract  2010‐20122013 ‐ 2015    Page 3 of 69    ARTICLE 19 – OVERTIME ........................................................................... 4443  ARTICLE 20 – RETENTION OF BENEFITS ..................................................... 4746  ARTICLE 21 – GRIEVANCE PROCEDURE ..................................................... 4746  ARTICLE 22 – NEW POSITIONS .................................................................. 4948  ARTICLE 23 – SUCCESSORS AND ASSIGNS ................................................. 4948  ARTICLE 24 – SAVINGS CLAUSE ................................................................. 5049  ARTICLE 25 – ENTIRE AGREEMENT ............................................................ 5049  ARTICLE 26 – DURATION OF AGREEMENT ................................................ 5250  APPENDIX A: SALARIES .............................................................................. 5351  APPENDIX B: LONGEVITY ........................................................................... 5553  APPENDIX C: VACATION PRORATED SCHEDULE ........................................ 5654  INDEX ........................................................................................................ 5856  6g. - Human Resources and Risk Management Department recommends Page 29 of 121 Firefighters, Local 864 Contract  2010‐20122013 ‐ 2015    Page 4 of 69    PREAMBLE    This Agreement is entered into between the City of Renton,  hereinafter referred to as the Employer, and the Renton  Firefighters Local 864, hereinafter referred to as the Local or Union,  governing wages, hours, and working conditions.    ARTICLE 1 – RECOGNITION AND BARGAINING UNIT    Section A1.1.  Represented Classifications.  The Employer  recognizes the Local as the exclusive representative of all  classifications of the Renton Fire & Emergency Services  Department, as listed in Appendix A, consistent with Department of  Labor & Industries certification (Case No. 0‐1013).    Section B1.2.  Union Officials.  The elected President, or any other  members of the Local appointed by the President, shall be  recognized by the Employer as an official of the Local empowered  to act on behalf of the members of the unit for negotiating with the  Employer. The number of official representatives representing the  Local on any matter shall be limited to three.    Section C1.3.  Union Responsibility.  The Employer recognizes the  Local’s right to operate and manage its affairs in accord with its  Constitution and By‐Laws. The Local agrees and covenants to act  strictly in conformity with its Constitution and By‐Laws, with all  State statutes, and with the terms set forth in this agreement.     6g. - Human Resources and Risk Management Department recommends Page 30 of 121 Firefighters, Local 864 Contract  2010‐20122013 ‐ 2015    Page 5 of 69      ARTICLE 2 – UNION MEMBERSHIP AND DUES DEDUCTION    Section A2.1.  Membership/Non‐Association.  The Employer and  the Local agree that all employees covered by the terms of this  Agreement who are members of the Local on the execution date of  the Agreement shall remain members and those who are not  members on the execution date of this Agreement shall, on or  before the thirtieth day following the execution date of this  Agreement, become and remain members of the Local. It shall also  be a condition of employment that all employees covered by this  Agreement and hired on or after its execution date shall, on the  thirtieth day following the beginning of such employment, become  and remain members of the Local. PROVIDED: The right of non‐ association of employees of the Renton Fire & Emergency Services  Department based on bona fide religious tenets or teachings of a  church or religious body of which such employee is a member shall  be protected at all times, and such employee shall pay a sum as is  provided in RCW 41.56, “Chapter 59, Laws of 1973”.     Section B2.2.  Negotiations Release Time.  The Employer will grant  to employees who are Union representatives reasonable time off  with pay for the purpose of attending scheduled sessions with City  officials that concern Union business provided that normal flow at  work is not interrupted. Beginning in 2011, the City will provide a  bank of $10,000 per calendar year to pay to backfill Union  representatives that are out on Union business. The Employer  retains the right to restrict such release time when an emergency  exists or such release would create a danger to public safety.  6g. - Human Resources and Risk Management Department recommends Page 31 of 121 Firefighters, Local 864 Contract  2010‐20122013 ‐ 2015    Page 6 of 69      Section C2.3.  Union Dues Deductions.  Upon written authorization  by an employee and approval by a representative of the Local, the  Employer agrees to deduct from the wages of each employee the  sum certified as initiation fee and once each month Union dues and  forward the sum to the Local’s Secretary or Treasurer. If an  employee does not have a check coming to him/her or the check is  not large enough to satisfy the assessments, no deduction shall be  made from the employee for that calendar month.    The Union agrees to hold the Employer harmless from any claims  filed by employees against the Employer arising out of the  Employer’s activities to enforce the provisions of this article, except  those caused by negligence by the Employer.    Section D2.4.  Union‐Directed Trust Fund.  Local 864 shall have the  option during the life of this contract to direct the City to deduct a  fixed dollar/percentage from the base salaries for all classifications  covered by the contract. The City shall deposit such deduction  biweekly into a trust fund established by the Association to pay  health insurance premiums for eligible retirees and dependents as  directed by the Union.    Upon the exercise of this option, the Association agrees to allow  the City to audit the books and records of the trust it establishes, at  the City’s request, and to indemnify, defend and hold the City  harmless from any and all liability, claims, demands, suit or any loss  or damage, or injury to persons of property arising from or related  6g. - Human Resources and Risk Management Department recommends Page 32 of 121 Firefighters, Local 864 Contract  2010‐20122013 ‐ 2015    Page 7 of 69    to the provisions of this paragraph, including income tax  withholding liabilities or tax penalties.    Section E2.5.  PAC Program Deductions.  The Employer will allow  Local 864 the option to have funds deducted from their paychecks  12 times annually to allow for contribution to the IAFF Fire PAC and  WSCFF Fast PAC programs. The Employer will cut one check to the  IAFF made out to the IAFF Fire PAC and one check to the WSCFF  Fast PAC made out to the WSCFF Fast PAC once a month to Local  864. Local 864 will be responsible for the delivery of the checks to  the IAFF and to the WSCFF.    ARTICLE 3 – EMPLOYMENT PRACTICES    Section A.    Personnel reductions, vacancies, and promotions shall  be handled in accordance with existing Civil Service Rules and  Regulations and state laws relating or pertaining thereto.    Section B3.2. Personnel Files.  The personnel files are the property  of the Employer. The Employer agrees that the contents of the  personnel files, including the personal photographs, shall be  confidential and shall restrict the use of information in the files to  internal use by the Fire & Emergency Services Department and the  Human Resources & Risk Management Department, as needed.    This provision shall not restrict such information from becoming  subject to due process by any court or administrative tribunal. It is  further agreed that information may be released to outside groups  subject to the approval of both the Employer and the employee.  Comment [CL1]: Recommend no section  header.  6g. - Human Resources and Risk Management Department recommends Page 33 of 121 Firefighters, Local 864 Contract  2010‐20122013 ‐ 2015    Page 8 of 69    Nothing in this Section shall prevent any employee from viewing  his/her original personnel file. A request to review the personnel  file must be made at least 24 hours in advance. The Employer and  the employee agree that nothing of a disciplinary nature shall be  inserted into the personnel file without a copy first going to the  employee.    Written warnings shall be expunged from personnel files (at  employee’s written request) after a maximum period of two (2)  years if there is no reoccurrence of misconduct for which the  employee was disciplined during that period. Any record of serious  discipline, defined as suspension or greater, with the exception of  discipline for discrimination, harassment, or retaliation shall be  expunged from the personnel files after a maximum of four (4)  years if there is no reoccurrence of misconduct for which the  employee is disciplined during that period. Nothing in this section  shall be construed as requiring the Employer to destroy any  employment records necessary to the Employer’s case if it is  engaged in litigation with the employee regarding that employee’s  employment at the time those records would otherwise be  destroyed. The parties recognize that the Employer may retain  internal investigation files although such files may not be used in  discipline and discharge cases if they could not otherwise be  retained in personnel files pursuant to this section. Personnel files  shall be released to the Civil Service Commission for the purpose of  promotional examinations and in the event of disciplinary hearings.    Section C3.3. Non‐Discrimination Clause.  It is agreed by the  Employer and the Local that both parties are obligated to provide  6g. - Human Resources and Risk Management Department recommends Page 34 of 121 Firefighters, Local 864 Contract  2010‐20122013 ‐ 2015    Page 9 of 69    equality of opportunity, consideration, and treatment of all  employees employed by the Renton Fire & Emergency Services  Department in all phases of the employment process. Therefore,  both the Union and the Employer agree not to discriminate on the  basis of Union activity, race, color, gender, national origin, age,  disability (unless a bona fide occupational qualification exists),  ethnic group, marital status, religion, or sexual orientation.  (Including those persons exercising their rights under Article 2,  Section A.)    Section D3.4.  Seniority.  Any employee in a classification listed in  Appendix A shall accrue seniority through continuous employment  with the Renton Fire & Emergency Services Department including  those employees that become members of the bargaining unit as a  result of merger. The Employer shall establish a seniority list and  shall update it at least once per calendar year. The seniority list  shall be posted on the bulletin board with a copy sent to the  Secretary of the Union. This list shall be established by  classification.     3.5 Lay Off.  Layoffs will be based on seniority with the first layoff  being the employee with the least amount of time within the  Renton Fire & Emergency Services Department. In the event of the  abolishment of a position the employee(s) with the least amount of  time in rank shall be laid off or dropped in rank. An employee will  not be reduced in rank by more than one classification as a result of  layoffs or staff reductions. In the event an employee is rehired the  Chief will have the discretion to determine an adequate amount of  training necessary to resume the duties of the position. If a layoff is  Comment [CL2]: New section header. 6g. - Human Resources and Risk Management Department recommends Page 35 of 121 Firefighters, Local 864 Contract  2010‐20122013 ‐ 2015    Page 10 of 69    necessary the employee will be placed on a rehire list that will last  for (5) five years. In the event of rehire purposes the list will be  used as the sole list and will be used until it has been depleted and  or (5) years has expired. After six (6) months in a laid off status a  physical examination is a prerequisite for reemployment. A  reinstated employee shall serve a probationary period of one year  if the employee has been laid off for two and one half years (2 ½)  or more. A rehired employee will assume rank and time in grade  equal to their classification at the time of separation.    ARTICLE 4 – HOURS OF WORK    Section A.   For the purpose of defining working hours, the  department shall be divided into the following sections:  Community Risk Reduction, Safety and Support Services, and  Response Operations.    Section B4.1. Community Risk Reduction and Safety & Support  Sections.  The normal schedule for employees assigned to either  Community Risk Reduction or Safety and Support Services sections  shall be equivalent to 40 hours per week exclusive of lunch.  Workdays shall commence at as early as 0600 or as late as 0900  hours, Monday through Friday, in any combination of the following  mutually agreed schedules:  (4) – 10 hour days per week, or  (5) – 8 hour days per week, or  (8) – 9 hour days, (1) 8 hour day and every other Monday or Friday  off in a pay period (a ‘9‐80’ schedule).     Comment [CL3]: Recommend no section  header, as this is not a true section, but introduces  the Article.  6g. - Human Resources and Risk Management Department recommends Page 36 of 121 Firefighters, Local 864 Contract  2010‐20122013 ‐ 2015    Page 11 of 69    Section C4.2.  Response Operations Section. The normal working  schedule for the Fire Response Operations division section shall be  in twenty‐four (24) hour shifts as follows. For Section 7(k) purposes  under the Fair Labor Standards Act, the work period (FLSA, 29  U.S.C., 207)(k) shall be eighteen (18) days beginning on January 2,  2010 and every eighteen (18) days thereafter, for a total of 136  hours maximum:    4.2.1.  Shift Personnel.  Employees will work one twenty‐four  (24) hour shift followed by forty‐eight (48) hours off duty. The  working shift will begin at 0800 hours, except for a Captain  working as an Acting Battalion Chief/Safety Officer. Acting  Battalion Chiefs/Safety Officers will start at 0730 hours.    4.2.2.  Kelly Shift.  Employees will receive one “Kelly” shift  every six (6) regularly scheduled shifts to reduce the normal  workweek to 46.6 hours.     4.2.3.  Lunch and Dinner Breaks.  A one‐hour lunch break, and  a one‐hour dinner break, shall be included in the daily work  schedule, in accordance with Fire & Emergency Services  Department Rules and Standard Operating Procedures.    4.2.4.  Rest Breaks.  Rest breaks will be allowed in accordance  with Fire & Emergency Services Department Rules and  Standard Operating Procedures.    4.2.5.  Consecutive Hours Worked.  The number of  consecutive hours an Employee is allowed to work in  Comment [CL4]: Making wording consistent  with FF contract above and BC contract.  6g. - Human Resources and Risk Management Department recommends Page 37 of 121 Firefighters, Local 864 Contract  2010‐20122013 ‐ 2015    Page 12 of 69    Response Operations shall not exceed seventy‐two (72) hours.   Exception:  In the event of an emergency when it is necessary  to retain a workforce on the scene or at the stations.      Section D4.3. Training and Drills.  Training and drill hours shall be  from 0800 to 2200 hours Monday through Sunday. Night drills will  be scheduled by management for the purpose of maintaining  operational skills in the area of night fire response operations and  interdepartmental cooperation.    For purposes of this Section, training is defined to include those  subjects and classifications of training as set forth in the  International Fire Service Training Association Manual, Current  Edition and the Washington State Joint Apprenticeship Training  Council. Training does not include other forms of scheduled work  such as maintenance and repair of equipment and facilities,  inspections, public instruction, and directly related activities unless  the foregoing are being taught as part of a regularly scheduled  classification of training.    Section E4.4. Shift Exchanges.  Employees may exchange shifts  with prior approval of the company supervisor and in accord with  Fire & Emergency Services Department Rules and Regulations. No  shift exchange shall be made which will result in extra payroll cost  to the Employer. All shift exchanges must be repaid within twelve  (12) months of date of exchange.     Section F4.5. Standby Pay: Employees performing standby duty  encompassing either “Safety Officer” or Response Operations will  Comment [CL5]: Updated language agreed to  between City and Union via email on 7‐24‐13.  6g. - Human Resources and Risk Management Department recommends Page 38 of 121 Firefighters, Local 864 Contract  2010‐20122013 ‐ 2015    Page 13 of 69    be paid at a rate of five (5) dollars an hour. Employees on the list  will remain in a duty ready state and available to respond within  one (1) hour for a response operations recall and 30 minutes for a  Safety Officer recall.  Employees on the list will be paid for an entire  24 hour shift unless they are activated, at that time the employee  will transfer to the appropriate pay rate of 1.5 times straight time  pay.    ARTICLE 5 –SALARIES    Section A.   Salaries shall be paid in accord with Appendix A of this  Agreement.    Section B5.1. Pay Days.  Paydays shall be on the 10th and 25th of  each month. Should the paydays fall on a Saturday or Sunday or  holiday, paychecks shall be issued on the preceding working day.  For the pay period, December 16 through December 31, pay will be  received on January 10 the following year. The City retains the right  to mandate electronic deposit of paychecks during the life of this  agreement.    Section C5.2. Payroll Errors.  When an error has been made on a  paycheck affecting the regular pay, which includes premiums,  payroll will make every effort to correct the error(s) within ten (10)  business days. If an error has been made affecting pay other than  regular pay, which includes premiums, the correction will be made  on the following paycheck after the error was reported to payroll.     Comment [CL6]: Recommend no section  header, as this is not a true section.  6g. - Human Resources and Risk Management Department recommends Page 39 of 121 Firefighters, Local 864 Contract  2010‐20122013 ‐ 2015    Page 14 of 69    ARTICLE 6 ‐ DEPARTMENTAL WORK RULES    Section A6.1. Notification of Changes.  Excluding emergency  situations, the Employer agrees to notify the Local in advance of  changes affecting working conditions of any employee covered by  this Agreement. At the request of the Local, the Employer agrees to  meet and confer with the Local before such changes are put into  effect.    Section B6.2. Uniform Allowance.  Each employee shall receive a  uniform allowance of 1.25% of top step of firefighter annual base  pay.  The Uniform allowance paycheck will be paid on a separate  voucher on the Ssecond Ppayday in February. The purpose of such  allowance is to buy, maintain, and/or repair any equipment or  clothing required by the Employer which is not furnished by the  Employer. All employees covered shall have and maintain 3 house  uniforms.    The Employer shall furnish all protective clothing or protective  devices required of the employees in the performance of their  duties; such protective clothing and devices will remain the  property of the Employer and shall be worn only in the  performance of Renton Fire & Emergency Services Department  duties.    6.2.1.  Safety Boots.  The employee will also be required to  maintain a pair of approved safety boots as stated in the  SOP’s. The replacement costs of these boots will be borne by  the employee.   Comment [CL7]: Does not need to be  capitalized.  Comment [CL8]: Recommend moving entire  paragraph up from end of this section, as it fits  better as an introduction to Uniform Allowance  instead of its own sub‐section.  Comment [CL9]: New sub‐section header.  Same  language, just broken out by sub‐section, same as  the BC contract.  Comment [CL10]: With the new sub‐section,  the word “also” no longer makes sense.  6g. - Human Resources and Risk Management Department recommends Page 40 of 121 Firefighters, Local 864 Contract  2010‐20122013 ‐ 2015    Page 15 of 69      6.2.2.  Repayment of Allowance.  The allowance is subject to  a pro rata deduction from the employee’s final paycheck in  the event he/she does not serve the entire twelve months for  which such payment was made, with the exception of an  employee who retires or expires, in which event no deduction  shall be made.     6.2.3.  Quartermaster System.  In lieu of this allowance and at  the Employer’s option, a quartermaster system may be  instituted. Under this program the Employer would purchase  and maintain, including cleaning, any equipment or clothing  required by the Employer. Prior to implementation both  parties shall agree as to what is required equipment and  clothing.    6.2.4.  Uniform Inspections.  Periodic inspections may be  conducted at the discretion of the Chief to monitor the  appearance and serviceability of uniform clothing and  equipment. It shall be the responsibility of the individual  employee to replace any piece of clothing or equipment,  which the Chief determines, is substandard.     Section C6.3. Working Out of Classification.  A Firefighter or officer  who is assigned to assume the duties of a higher classification as  set forth in the Fire & Emergency Services Department Standard  Operating Procedures shall be paid at the rate of the higher  classification hour for hour.    Comment [CL11]: New sub‐section header.  Comment [CL12]: New sub‐section header.  Comment [CL13]: New sub‐section header.  6g. - Human Resources and Risk Management Department recommends Page 41 of 121 Firefighters, Local 864 Contract  2010‐20122013 ‐ 2015    Page 16 of 69    An officer from the Captain’s rank or higher may be assigned to  assume the role of Acting Deputy Fire Chief. The Acting Deputy Fire  Chief will receive compensation as the Battalion Chief/Safety  Officer’s rate per the current bargaining agreement and maintain  all benefits in such agreement including the eligibility to work  overtime as outlined in Article 19. They will also receive the day  shift differential pay for the period of the assignment. Employees  acting in this position will remain members of Local 864.    Section D6.4.  Assignment outside Response Operations.   Firefighters, Lieutenants, and Captains assigned to day shift for 30  consecutive days or more (excluding light duty) shall receive an  additional 5 percent (5%) of the employee’s base wage per pay  period. All contract provisions relative to working out of  classification or relative to holidays shall be applicable.    Employees assigned to day positions may be assigned to that  position for up to two (2) years. Additional time in that position  may be mutually agreed upon in one (1) year increments. If that  employee is promoted outside of that position, the commitment to  the position from which they are promoted will be waived.    6.5.  Premium Pay.  In addition to regular pay, premium pay shall be granted to certain  employees in accordance with the schedule below.  The Fire Chief  retains the right to determine the number of individuals assigned  to any departmental special team.     Premium  6g. - Human Resources and Risk Management Department recommends Page 42 of 121 Firefighters, Local 864 Contract  2010‐20122013 ‐ 2015    Page 17 of 69    Employee per Month  Special Team Assignment (Rope, Dive, or HazMat) 1%    ARTICLE 7 – SICK LEAVE    Sick leave benefits are hereby fixed and established in the following  manner:    Section A7.1. LEOFF I Sick Leave Accrual Rate.  The Employer  agrees to allow each LEOFF I employee hired before October 1,  1977 sick leave benefits computed on the following basis:    All LEOFF I members will accrue sick leave at a rate of –  Ttwenty‐four (24) hours per month up to a maximum balance  of one hundred sixty‐eight (168) hours and at a maximum  accrual rate of 168 hours per year.    Section B7.2. LEOFF I Use of Sick Leave.  In case of sickness or  disability, the LEOFF I employee shall first use and exhaust any and  all sick leave benefits accrued pursuant to SubsSection A7.1 above  prior to receiving any sick or disability benefits pursuant to RCW  41.26.150 and/or for RCW 41.26.120. Sick leave benefits shall not  be accrued during any period while such employee is on “disability  leave” or “disability retirement” under the provisions of the LEOFF  System. However, if such employee is returned to full active duty  with the Employer prior to the expiration of the six‐month period  and prior to any final disability retirement, then such leave credit  shall accrue to his/her benefit during such temporary period of  disability.  Comment [CL14]: Removing the dash so the  sentence reads more smoothly. 6g. - Human Resources and Risk Management Department recommends Page 43 of 121 Firefighters, Local 864 Contract  2010‐20122013 ‐ 2015    Page 18 of 69      Section C7.3. LEOFF II Sick Leave Accrual Rate.  The LEOFF II  employer agrees to allow each employee hired after October 1,  1977, sick leave benefits computed on the following, basis:    All LEOFF II employees will accrue sick leave at a rate of –  Ttwelve (12) hours per month up to a maximum accrual of  one thousand, four hundred and forty hours (1,440).    Sick leave benefits under this paragraph will begin accruing uUpon  employment, new full time employees shall receive  with the award  of the thirty‐six (36) hours of sick leave. Upon completion of the  first three (3) third months of employment, an additional thirty‐six  (36) hours of sick leave will be granted. After six (6) months of full  time employment, employees will accrue sick leave at the rate of  twelve (12) hours per month to a maximum of 1,440 hours. At no  time shall the total sick leave accrued under this section and the  supplemental sick leave benefits available under Section H 7.10  exceed 1,440 hours.    7.4. LEOFF II Sick Leave Cash Out.  Cash payment for sick leave  accrued under Section C 7.3 of this Article will be made upon an  employee’s death, retirement or voluntary separation while in  good standing at the rate of one‐half (1/2) regular pay for each  hour accrued. Employees hired on or after January 1, 1994, shall  not be eligible for cash out of accrued sick leave. This provision  does not apply to any injury leave benefits provided under Section  D 7.6 and supplemental sick leave benefits provided under Section  H7.10 of this Article.  Comment [CL15]: This appears to be a typo  having “LEOFF II” before the Employer.  (See the  language above under 7.1 for LEOFF I.)  Comment [CL16]: Removing the dash so the  sentence reads more smoothly.  Comment [CL17]: Section H was a typo in the  original contract.  Should have been Section G.  Comment [CL18]: New section header. Comment [CL19]: Section H was a typo in the  original contract.  Should have been Section G.  6g. - Human Resources and Risk Management Department recommends Page 44 of 121 Firefighters, Local 864 Contract  2010‐20122013 ‐ 2015    Page 19 of 69      7.5. Disability Leave.  Disability leave benefits shall be provided to  LEOFF II employees in accordance with the laws of the State of  Washington when it has been determined that the disability is  duty‐related.    Section D7.6.  LEOFF II OJI Benefit.  All LEOFF II employees will  receive up to six (6) consecutive calendar months of full pay and  benefits for L & I qualified duty‐related disabilities. The maximum  period of this benefit will not exceed six consecutive calendar  months.    7.6.1.  The coverage begins the first day or shift of time loss.    7.6.2.  The employee with the disability will not be required to  use any personal sick leave if the duration of the illness or  injury is six consecutive calendar months or less.     7.6.3.  No Vacation or Holiday leave can be used during the six  consecutive calendar month period.    7.6.4.  Any light duty performed during the period of disability  will not extend the period of the six consecutive calendar  months.    7.6.5.  This benefit will conclude when any of the following  conditions occur:  a. The employee is cleared for return to full duty;  Comment [CL20]: New section header.  6g. - Human Resources and Risk Management Department recommends Page 45 of 121 Firefighters, Local 864 Contract  2010‐20122013 ‐ 2015    Page 20 of 69    b. The employee remains on disability and completes  their six consecutive calendar months; or,  c. During the six consecutive months, the Department  of L & I declares the individual to be ‘fixed and  stable’ with a disability that permanently prevents a  return to full duty.    7.6.6.  The intent of this agreement is to make an injured  member financially ‘whole’ for the duration of the recovery  period. The total compensation received by an injured  employee will not exceed their regular duty compensation.    7.6.7.  All benefits provided in accordance with the contract  will continue to accrue while an employee is using the LEOFF II  OJI benefit.    7.6.8.  Reimbursement Checks from the Third Party  Administrator (TPA) sent to an employee must be submitted  to the City of Renton within 30 days of receipt by the  employee. The employee must endorse the check to the City  of Renton. The intent of the six months of coverage is to make  the employee financially ‘whole’.     7.6.9.  The total compensation received by the employee will  not exceed their regular duty compensation.    7.6.10.  In accordance with State law, employees will be  reimbursed for all approved L & I travel expenses.    6g. - Human Resources and Risk Management Department recommends Page 46 of 121 Firefighters, Local 864 Contract  2010‐20122013 ‐ 2015    Page 21 of 69    7.6.11.  Crediting of TPA Wage Reimbursement checks once  the initial six consecutive calendar months of full coverage by  the City has been completed:  a.1. The employee must submit their reimbursement  check to the City of Renton as identified above.  b.2. In turn, the City will credit the employee’s sick leave  account. The amount of sick leave credit will be  determined by dividing the check’s value by the  employee’s regular hourly rate (including premiums).  The number of hours (and any fraction thereof) will  be added to the balance of the employee’s sick leave  account.  c.3. This process will continue until the employee  exhausts their personal sick leave.    7.6.12.  If an employee terminates employment with the  Employer for reasons other than disability, lay‐off, or  retirement, the value of any injury leave used from this bank  but not accrued shall be paid back to the Employer through  payroll deduction.    Section E7.7. Sick Leave to Care for Child.  Accrued sick leave may  be used to care for a child under eighteen years of age with a  health condition that requires treatment or supervision, including  preventative health care, as specified in WAC 296‐130‐010 through  296‐130‐500. For the purposes of this section, child is defined as  the natural or adopted child of the employee, the natural or  adopted child of the employee’s spouse or a child under the  employee’s legal guardianship, legal custody, or foster care.   6g. - Human Resources and Risk Management Department recommends Page 47 of 121 Firefighters, Local 864 Contract  2010‐20122013 ‐ 2015    Page 22 of 69      7.8. Sick Leave for Family Medical Emergency.  Available sick leave  may be granted upon permission from the Chief of the Department  or, in his/her absence, the senior officer in charge in the case of  sudden family emergencies other than the care of a child under  eighteen years of age with a health condition that requires  treatment or supervision.    Section F7.9. Sick Leave Bonus.  This section applies to any LEOFF I  or LEOFF II employee who accrues sick leave benefits under Section  A 7.1 and C7.3 of this article. The Sick Bonus is granted based on  the amount of sick leave hours used (excluding OJI) in the previous  calendar year as described in the table below. The amount of Sick  Bonus hours issued will be based on whether the employee is  assigned to shift or days in February of the current year. As noted,  day staff usage and payment will be calculated at the conversion  rate of .858 rounded to the nearest whole hour for all hours in this  section. Payment will be issued on a separate voucher on the  second payday in February.     Shift Sick Leave  Hours Used  0 >0 to 24 >24 to 48 >48 Converted hours  used on days  0 >0 to 21 >21 to 41 >41  Shift Bonus = 24 hrs Double  time  Time and  one half  Straight  time  No bonus  Day Bonus = 21  hours  Double  time  Time and  one half  Straight  time  No bonus  6g. - Human Resources and Risk Management Department recommends Page 48 of 121 Firefighters, Local 864 Contract  2010‐20122013 ‐ 2015    Page 23 of 69    SHIFT STAFF  Sick Leave Hours Used 0 >0 to 24 >24 to 48 >48  Bonus Hours Issued 24 24 24 0  Bonus Hours Payment Double  time  Time and one  half   Straight  time No Bonus    DAY STAFF  Sick Leave Hours Used 0 >0 to 21 >21 to 41 >41  Bonus Hours Issued 21 21 21 0  Bonus Hours Payment Double  time  Time and one  half  Straight  time No Bonus    Section G7.10. Supplemental Sick Leave for Response Operations  Section.  During the term of this Agreement, Response Operations  personnel hired after October 1, 1977 (LEOFF II) may, in case of  personal illness or off duty disability, be granted supplemental sick  leave upon permission from the Chief of the Department after any  and all sick leave accrued pursuant to Section C 7.3 of this Article  has been exhausted. Supplemental sick leave benefits shall be  computed at the rate of twelve (12) hours per month for each full  month of employment from January 1, 1994. At no time shall the  total sick leave accrued under sSection C 7.3 of this Article and the  supplemental sick leave benefits available under this section  exceed 1,440 hours.     6g. - Human Resources and Risk Management Department recommends Page 49 of 121 Firefighters, Local 864 Contract  2010‐20122013 ‐ 2015    Page 24 of 69    Section H7.11. Light Duty Eligibility.  All LEOFF II employees having  an extended injury or illness are eligible for up to 12 months of  light duty.    Section I7.12. Sick Leave Conversion.  The sick leave conversion  factor of (40/46.6 = .858) will be used when converting from a 24  hr shift to day shift or from a day shift to 24 hr shift. To convert  from a 24hr shift to day shift take the 24hr shift hours x .858 = new  day shift hours. To convert from day shift to 24hr shift hours take  the day shift hours/.858 = new 24 hr shift hours; rounded to the  nearest whole hour. All Local 864 members will be allocated sick  leave hours to their payroll sick leave account based upon their  shift/day shift assignment. In the case that an employee is moved  mid‐year conversion will take place if necessary.    Please use the following chart to determine sick leave usage per  day when an employee is temporarily assigned to days (such as  light duty):    Sick Leave  Hours Taken  Conversion  Factor  Converted  Time Used  Rounded  Leave Used  1.0 .858 1.165501166 1.25  1.25 .858 1.456876457 1.50 1.50 .858 1.748251748 1.75 1.75 .858 2.03962704 2.00 2.00 .858 2.331002331 2.225  2.25 .858 2.622377622 2.50 2.50 .858 2.913752914 3.00 2.75 .858 3.205128205 3.25 Comment [CL21]: Typo in original contract.  6g. - Human Resources and Risk Management Department recommends Page 50 of 121 Firefighters, Local 864 Contract  2010‐20122013 ‐ 2015    Page 25 of 69    3.00 .858 3.496503497 3.50  3.25 .858 3.787878788 3.75 3.50 .858 4.079254079 4.00 3.75 .858 4.370629371 4.25  4.00 .858 4.662004662 4.75 4.25 .858 4.953379953 5.00 4.50 .858 5.244755245 5.25  4.75 .858 5.536130536 5.50 5.00 .858 5.827505828 5.75 5.25 .858 6.118881119 6.00 5.50 .858 6.41025641 6.50  5.75 .858 6.701631702 6.75 6.00 .858 6.993006993 7.00 6.25 .858 7.284382284 7.25 6.50 .858 7.5757576 7.50  6.75 .858 7.867132 7.75 7.00 .858 8.158508 8.25 7.25 .858 8.44988 8.50  7.50 .858 8.74125 8.75  7.75 .858 9.03263 9.00 8.00 .858 9.324009 9.25 8.25 .858 9.615384 9.50  8.50 .858 9.906759 10.00 8.75 .858 10.1981 10.25 9.00 .858 10.48951 10.50  9.25 .858 10.78088 10.75  9.50 .858 11.07226 11.00 9.75 .858 11.36363 11.25 6g. - Human Resources and Risk Management Department recommends Page 51 of 121 Firefighters, Local 864 Contract  2010‐20122013 ‐ 2015    Page 26 of 69    10.00 .858 11.65501 11.75    7.13. Emergency Sick Leave.  Employees will be allowed to use up  to two shifts of accrued sick leave hours per year for the purpose of  covering emergency time off, which is not related to illness or  injury.  An emergency is defined as an unexpected situation or  sudden occurrence of a serious or urgent nature that demands  immediate attention.  This provision will be effective on January 1,  20142015 as a pilot program.  Unless an extension is mutually  agreed to, this program will end December 31, 20142015.  This  provision applies to 24‐hour shift personnel only.    ARTICLE 8 – HOLIDAYS    The following are recognized as legal holidays and shall be taken by  all employees working a 40‐hour work week:  1. The first day of January, commonly called New Year’s Day.  2. The third Monday in January, commonly known as Martin  Luther King, Jr.’s, birthday.  3. The last Monday in May, commonly known as Memorial  Day.  4. The fourth day of July, being the anniversary of the  Declaration of Independence.   5. The first Monday in September, to be known as Labor  Day.  6. November 11 (Veteran’s Day).  7. The fourth Thursday of November, to be known as  Thanksgiving Day.  Comment [CL22]: Requested by Union to  remove and approved by City 7‐24‐13.  Comment [JT23]: Since we are already halfway  through 2014, I updated the dates to reflect that  this pilot program will begin in 2015.  6g. - Human Resources and Risk Management Department recommends Page 52 of 121 Firefighters, Local 864 Contract  2010‐20122013 ‐ 2015    Page 27 of 69    8. The fourth Friday of November, the day after Thanksgiving  Day.   9. The twenty‐fifth day of December, commonly called  Christmas Day.  10. The day before Christmas shall be a holiday for City  employees when Christmas Day occurs on a Tuesday or  Friday. The day after Christmas shall be a holiday for City  employees when Christmas Day occurs on a Monday,  Wednesday, or Thursday. When Christmas Day occurs on  a Saturday, the two preceding working days shall be  observed as holidays. When Christmas Day occurs on a  Sunday, the two working days following shall be observed  as holidays.  11. Two floating Holidays of the employee’s choice.  12. Any other day designated by public proclamation of the  Chief Executive of the State, and agreed to by the Mayor  or City Council, as a legal holiday.  13. For employees working a 40‐hour work week, if the  holiday falls on a regularly scheduled “flex” day, the  employee must plot the holiday on another day. The  employee will have thirty (30) days before or after to  replot the holiday.    8.1. Holiday Sellback.  All employees working 24‐hour shifts shall  receive five (5) shifts off in lieu of holidays. The employee may at  his/her option, sell back from zero (0) to five (5) shifts of holiday  time at the straight time rate. In the event an employee does not  serve the entire twelve (12) months in which the payout was made,  the sell back amount will be subject to a pro rata deduction from  Comment [CL24]: New section header. 6g. - Human Resources and Risk Management Department recommends Page 53 of 121 Firefighters, Local 864 Contract  2010‐20122013 ‐ 2015    Page 28 of 69    the employee’s final paycheck.  Payment for Holidays sold back to  the City shall be paid by the end of February of each year. The  Holiday sellback check will be issued on a separate voucher.    8.2. Holiday Scheduling.  Scheduling of holiday time off will be  done in a manner to prevent the necessity of overtime payment by  the Employer and in accord with Fire & Emergency Services  Department Rules and Standard Operating Procedures.    8.3. Working Thanksgiving and Christmas Day.  Those employees  required to work Thanksgiving or Christmas Day shall receive  compensation at the double‐time rate for the hours worked during  those holidays.    8.4. Holiday Conversion.  The holiday conversion factor of (40/46.6  = .858) will be used when converting from a 24 hr shift to day shift  or from a day shift to 24 hr shift. To convert from a 24hr shift to  day shift take the 24hr shift hours x .858 = new day shift hours. To  convert from day shift to 24hr shift hours take the day shift  hours/.858 = new 24 hr shift hours, rounded to the nearest whole  hour. All Local 864 members will be allocated holiday hours to their  payroll holiday account based upon their shift/day shift  assignment. In the case that an employee is moved mid‐year  conversion will take place if necessary.     Use the following chart to determine the Holiday or Vacation leave  usage per day when an employee is temporarily assigned to days  (such as Light Duty):    Comment [CL25]: New section header.  Comment [CL26]: New section header.  Comment [CL27]: New section header.  6g. - Human Resources and Risk Management Department recommends Page 54 of 121 Firefighters, Local 864 Contract  2010‐20122013 ‐ 2015    Page 29 of 69    Leave Hours  Taken  Conversion  Factor  Converted Leave  Time  Rounded Time  Used  1 0.858 1.1655 1 2 0.858 2.3310 2  3 0.858 3.4965 3 4 0.858 4.6620 5  5 0.858 5.8275 6 6 0.858 6.9930 7  7 0.858 8.1585 8  8 0.858 9.3240 9 9 0.858 10.4895 10 10 0.858 11.6550 12    ARTICLE 9 – EDUCATIONAL INCENTIVE AND PROMOTIONAL  QUALIFICATIONS    9.1. Education Incentive.  Additional pay shall be awarded as an  education incentive to employees of the Department at the  following scale and for the following achievements. The Chief shall  insure all educational requirements are met through an accredited  program. Educational incentives shall be paid to the employee  beginning the next pay period following receipt of proper  documentation by the Human Resources & Risk Management  Department and shall not be retro‐active. Payments will be  rounded to the nearest whole dollar.    Degree Type Incentive  (based on Firefighter top step)  Comment [CL28]: New section header. 6g. - Human Resources and Risk Management Department recommends Page 55 of 121 Firefighters, Local 864 Contract  2010‐20122013 ‐ 2015    Page 30 of 69    Fire Science Certification: 2% of top step firefighter’s salary  AA/ASFire Science Degree with  fire emphasis:Two‐year degree  with fire emphasis  4% of top step firefighter’s salary  Four Year Degree and AA/ASand  Two Year Fire Science Degree:  with fire emphasisBA/BS degree  and two‐year degree with fire  emphasis  6% of top step firefighter’s salary    9.2. Promotional Qualifications.  Employees hired on or after  January 1, 1997, are required to have a fire science certificate  certification to qualify for the promotional examination for  lieutenantLieutenant; a two‐year  fire science degree with fire  emphasis to qualify for the promotional examination for captain  Captain and a four‐yearBA/BS degree, in addition to a two‐year fire  science degree with fire emphasis, to qualify for the promotional  examination for battalion Battalion chiefChief/safety Safety  officerOfficer. The Fire Chief may waive the promotional  requirements if fewer than three employees qualify for an  examination.     ARTICLE 10 – VACATIONS     Section A.   The use of vacation is based on the calendar year. and  will be pro‐rated based on the date of hire  Section C   Scheduling  of vacation time shall be done in a manner to prevent the necessity  of overtime payment by the Employer and in accord with Fire &  Comment [CL29]: New section header.  Comment [JT30]: I capitalized the job titles, and  updated the degree language to match the chart  above.   Comment [CL31]: Recommend no section  header for this paragraph, as it applies to vacations  in general.  Comment [CL32]: Redundant with language in  Section 10.5 Vacation Accrual Rate.  Comment [CL33]: Recommend moving Section  C here and removing the section header, as it fits  better as an introductory paragraph.  6g. - Human Resources and Risk Management Department recommends Page 56 of 121 Firefighters, Local 864 Contract  2010‐20122013 ‐ 2015    Page 31 of 69    Emergency Services Department Rules and Standard Operating  Procedures. When staffing levels permit, a certain number of  available staff shall be permitted to schedule time off, including any  holidays and “Kelly” days.    10.1. Vacation Plotting for Shift Personnel. Twenty‐four (24) hour  shift personnel will plot the number of full shifts accrued the prior  year. The employee will be paid out at the straight time rate for the  odd hours remaining. The employee will not carry over any  vacation from year to year.     10.2. Vacation Scheduling for Day Personnel.  During the course of  their assignment, employees assigned to days must schedule at  least 50% of his/her vacation hours accrued in the prior year by  January 31. An employee may carry over the balance of accrued  vacation hours into the following year, not to exceed the limits in  paragraph 3.C below.    10.3. Returning to 24‐Hour Shift Schedule.  Employees returning to  shift work from his/her day shift assignment have the option of:    10.3.1.  a. Cash out half of his/her vacation hours remaining in  the year and plot the other half for the following year, or    10.3.2.  b. Cash out all of the remaining hours.    10.3.3.  c. The remaining hours to be cashed out or rolled over  at the end of an assignment shall be limited up to the number  of hours accrued during the final year of the assignment.  Comment [CL34]: Recommend this be a section  header, not a sub‐section header.  Comment [CL35]: New section header.  6g. - Human Resources and Risk Management Department recommends Page 57 of 121 Firefighters, Local 864 Contract  2010‐20122013 ‐ 2015    Page 32 of 69      10.3.4.  d. Cash out shall be at the day shift hourly rate in  effect on the last day of the employee’s day shift assignment.    10.4. Unused Plotted Vacation.  At the discretion of the Chief, any  employee unable to use plotted vacation due to illness/injury, or  recall to active military duty, may be paid at the straight time rate  or be allowed to re‐plot time off in the affected year.     10.5. Vacation Accrual Rate.  Employees hired mid‐year will use  vacation on a pro‐rated basis (See Appendix C Vacation Prorated‐ ration Schedule). The following vacation benefit schedule shall be  applicable to employees hired January 1 of any year.    Calendar Year In  Service  Hours/Shifts Used  per Year  1st 0  2 72 hrs/3 shifts 3 96 hrs/4 shifts 4 120 hrs/5 shifts 5 144 hrs/6 shifts  6‐10 yrs 216 hrs/9 shifts 11‐15 yrs 264 hrs/11 shifts 16‐20 yrs 312 hrs/13 shifts  21 + yrs 336 hrs/14 shifts    Each year, in the month of September, Labor and Management will  produce agreed upon vacation hours for all members. The hours  Comment [CL36]: New section header.  6g. - Human Resources and Risk Management Department recommends Page 58 of 121 Firefighters, Local 864 Contract  2010‐20122013 ‐ 2015    Page 33 of 69    will be entered by Finance into each employee’s vacation account  to be used the following year.    Section B10.6. Vacation Conversion.  When an employee is  assigned to days, or moves back to 24‐hour shift, the vacation  conversion factor (40/46.6 = .858) will be used. When an employee  is temporarily assigned to days for longer than six (6) pay periods,  due to illness, injury, or temporary assignment, sick leave, holidays  and vacation will be converted if necessary. Upon re‐assignment to  shift, the remaining hours will be converted back to shift.     To cConvert from 24‐hour sShift to dDays:. sShift vacation  allocation x .858 = day staff vacation hours.    To cConvert from dDays staff to 24‐hour sShift:. dDay staff  vacation balance ÷ .858 = shift vacation hours.    All employees will be allocated hours to their payroll vacation  account based upon their 24‐hour shift/day staff assignment. In  cases of mid‐year assignment changes, the unused portion of  vacation will be converted. At the discretion of the Chief, when a  day staff employee is assigned mid‐year to 24‐hour shift, the  converted vacation hours will be plotted in the affected year, or  paid at the straight time rate.    Vacation will be taken at the employee’s request and will be  granted in accordance with Department SOP and the approval of  the section Deputy Chief.    6g. - Human Resources and Risk Management Department recommends Page 59 of 121 Firefighters, Local 864 Contract  2010‐20122013 ‐ 2015    Page 34 of 69    ARTICLE 11 – DEATH IN FAMILYBEREAVEMENT    Time off with pay for up to one (1) shift or day shall be granted to  employees covered by this agreement for the purpose of attending  a funeralbereavement of the death of an employee’s mother,  father, brother, sister, spouse, child, domestic partner, domestic  partner’s child, mother‐in‐law, father‐in‐law, grandchild, or  grandparents. These hours shall be noted as bereavement leave  and shall not affect vacation or sick leave accumulations. When  special conditions exist, up to three shifts of sick leave may be  granted, upon proper request, for the purpose of attending a  funeralbereavement as described above. All requests for extended  funeral bereavement leave shall be approved by the Fire Chief.  Members of the Bargaining Unit shall be permitted to attend  funeral services on duty for family members of Local 864  employees. Employees scheduled to work the day of a funeral shall  be able to attend the service within their response area and will  respond to calls for service as requested.     The City and the Union also agree that daily work schedules will be  completed as if no interruption in work resulted from attending a  funeral service and would result in no overtime cost to the City.      ARTICLE 12 – LONGEVITY    Section A.    The schedule of payment for longevity appears as  Appendix B of this Agreement.    Comment [CL37]: Recommended no section  headers for this article.  6g. - Human Resources and Risk Management Department recommends Page 60 of 121 Firefighters, Local 864 Contract  2010‐20122013 ‐ 2015    Page 35 of 69    Section B.   Longevity allowances shall be payable on the first  payday following the anniversary of the employee.    ARTICLE 13 – PENSIONS    Pensions for employees and contributions to pension funds will be  governed by the Washington State Statute in existence at the time.    ARTICLE 14 – INSURANCE    14.1. Definitions:    REHBT: Renton Employees’ Healthcare Board of Trustees    REHP: Renton Employees’ Healthcare Plan    Funding Goal: It is the responsibility of the Renton Employees’  Healthcare Board of Trustees to establish and maintain fund goals  in relationship to the Renton Employees’ Healthcare Plan.    Plan Member: An eligible Renton employee, along with their  dependents, that is covered under the Renton Employee’s  Healthcare Plan.    Premiums: The contributions made to the REHP by both the City  and the employees to cover the total cost of purchasing the REHP.  Contributions made by employees for co‐pays, lab fees, ineligible  charges, etc., are not considered premiums for the purpose of this  Article.  6g. - Human Resources and Risk Management Department recommends Page 61 of 121 Firefighters, Local 864 Contract  2010‐20122013 ‐ 2015    Page 36 of 69      Section A14.2. Health Insurance    14.2.1.  Participation.  The City and the Local/Union/Guild  agree to jointly manage the REHP during the term of this  agreement. The REHBT is comprised of AFSCME Local 2170;  Firefighters – Local 864; Police Guild; and the City, and will  meet at least quarterly to review the REHP including costs  associated with the REHP.    Medical coverage shall be provided in accord with the laws of  the State of Washington, RCW 41.26.150 and federal plans:  Patient Protection and Affordable Care Act and the Health  Care and Education Affordability Reconciliation Act of 2010.  The Local/Union/Guild agrees to continue participation in the  REHBT and to identify and support cost containment  measures.    14.2.2.  Plan Coverage.  The City will provide a  medical/dental, vision, and prescription drug insurance plan  for all eligible employees including all bargaining unit  members and their eligible dependents.    14.2.3.  Premiums.  For the calendar years 2010 through  calendar year 2015 the total cost of the plan shall be divided  as follows:    YEAR CITY EMPLOYEES 2010 96%4% 6g. - Human Resources and Risk Management Department recommends Page 62 of 121 Firefighters, Local 864 Contract  2010‐20122013 ‐ 2015    Page 37 of 69    2011 96% 4%  2012 95%5% 2013 94%6% 2014 93% 7%  2015 92%8%   Employee premiums will be based upon the following  categories:   Employee   Employee/Spouse or Domestic Partner   Employee/Spouse or Domestic Partner/1   Employee/Spouse or Domestic Partner/2+   Employee/1   Employee/2+    14.2.4.  Projected Costs.  In August of each year the REHBT  will meet to review the actual costs of the Plan from July 1st of  the previous year through June 30th of the current year. The  actual cost together with any projected increase to the REHP  shall be used by the REHBT to determine the total premium  cost for the following year.  For calendar year 2013, the  contributions to the benefit fund (premium revenue) shall be  the same as the contribution made in the calendar year 2012,  subject to the plan cost sharing provision between employer  and employees per current bargaining agreements. Beginning  calendar year 2014 going forward, the plan contributions shall  be calculated by the percentage of actual plan cost increase  6g. - Human Resources and Risk Management Department recommends Page 63 of 121 Firefighters, Local 864 Contract  2010‐20122013 ‐ 2015    Page 38 of 69    that occurred in the previous year. The year in review shall be  from July 1st to June 30th.     14.2.5.  Group Health Coverage.  Bargaining unit members  that chose to be covered by Group Health insurance will be  required to pay the premium cost of the self‐funded plan plus  any additional premium cost above the self‐funded plan.    14.2.6.  Renton Employees’ Healthcare Board of Trustees...  The REHBT includes members from each participating Union.  Each union will have a maximum of one (1) vote, i.e. the  Firefighter Union has two (2) bargaining units but only  receives one (1) vote on the REHBT, and the Police Guild has  two (2) bargaining units but only receives one (1) vote on the  REHBT. The City only receives one (1) vote also. If all  bargaining units participate, the voting bodies would be as  follows: AFSCME – 2170; Firefighters – 864; Police Guild; and  the City for a total of four (4) votes.    14.2.7.  Plan Changes.  The members of the REHBT shall have  full authority to make plan design changes without further  concurrence from bargaining unit members and the City  Council during the life of this agreement.    14.2.8.  Voting.  Changes in the REHP will be determined by a  majority of the votes cast by REHBT members. A tie vote of  the REHBT members related to a proposed plan design change  will result in continuing the current design.    6g. - Human Resources and Risk Management Department recommends Page 64 of 121 Firefighters, Local 864 Contract  2010‐20122013 ‐ 2015    Page 39 of 69    14.2.9.  Surplus.  Any surplus in the Medical Plan shall remain  available only for use by the Renton Employees’ Health Plan  Board of Trustees for either improvements in the Plan, future  costs increase offsets, rebates to participants, or reduction in  employee contributions.    Section B14.3. Life Insurance.  The Employer shall furnish to the  employee a group term life insurance policy in the amount of the  employee’s annual salary rounded to the nearest $1,000 including  double indemnity. The Employer shall furnish a group term life  insurance policy for $1,000 for the employee’s spouse and $1,000  for each dependent.    Section C14.4. Federal/State Healthcare Options.  In the event of a  Federal/State healthcare option, the REHBT shall have the option  to review the proposed Federal/State option and take appropriate  actions.    Section D14.5. COBRA.  When an employee or dependent’s health  care benefits ceases, the employee or dependent shall be offered  medical and dental benefits under the provision of Consolidated  Omnibus Budget Reconciliation Act (COBRA) for a period of  eighteen (18) months.    Section E14.6. Health and Wellness Program.  The employer  agrees to pay $10.00 per month per employee to promote health  and wellness within the Renton Fire & Emergency Services  Department. The employees agree to pay $5.00 per month per  employee to promote health and wellness within the Renton Fire &  6g. - Human Resources and Risk Management Department recommends Page 65 of 121 Firefighters, Local 864 Contract  2010‐20122013 ‐ 2015    Page 40 of 69    Emergency Services Department. This amount will be deducted  from the employee’s paycheck on the 10th of each month. The  funds will be placed in a separate account and carried over each  year. These funds shall be used in accordance with Renton Fire &  Emergency Services Department Policies.    ARTICLE 15 – DEFERRED COMPENSATION/  INCOME PROTECTION PLAN    Section A15.1. Annual Contribution.  The Employer agrees to  contribute (3.5%) of the employee’s base wage per annum to a  deferred compensation or an income protection plan.   The City currently contributes 3.5% into the employees’  deferred compensation account.  Effective January 1, 2015,  the City agrees to contribute an additional 2.0% for a total of  5.5% into the employees’ deferred compensation account.    Section B15.2. Combat Challenge Contribution.  The City agrees to  contribute 2.5% to the deferred compensation plan in exchange for  voluntary participation, and successful completion of the fire  fighter combat challenge.    The test shall be given annually in the preceding year. Any  employee who does not meet the standard has one (1) additional  opportunity to pass the test by the end of the preceding year.    Any employee receiving deferred compensation who is unable to  take the combat challenge due to disability or sick leave will  continue to receive the deferred compensation. Once the  6g. - Human Resources and Risk Management Department recommends Page 66 of 121 Firefighters, Local 864 Contract  2010‐20122013 ‐ 2015    Page 41 of 69    employee returns to full duty they have 90 days to complete the  combat challenge.    ARTICLE 16 – MANAGEMENT RIGHTS    Section A.    The Local recognizes the prerogatives of the Employer  to operate and manage its affairs in all respects in accord with its  responsibilities and powers of authority.    Section B16.1. Overtime.  The Employer has the right to schedule  overtime work as required in a manner most advantageous to the  department and consistent with requirements of municipal  employment and public safety.    Section C16.2. Incidental Job Duties.  It is understood by the  parties that every incidental duty connected with fire service  oriented operations enumerated in job classifications is not always  specifically described.    Section D16.3. Just Cause Disciplinary Action.  The Employer  reserves the right to discharge or discipline all employees for just  cause.     16.4. Layoff/Staff Reduction.  The Employer reserves the right to  lay off employees for lack of work or funds; or for the occurrence of  conditions beyond the control of the department; or when such  continuation of work would be wasteful and unproductive. The  Employer shall have the right to determine reasonable schedules of  Comment [CL38]: Do not recommend a section  header for this paragraph, as it is an overall  summary of management rights.  Comment [CL39]: New section header. 6g. - Human Resources and Risk Management Department recommends Page 67 of 121 Firefighters, Local 864 Contract  2010‐20122013 ‐ 2015    Page 42 of 69    work and to establish the methods and processes by which such  work is performed in accord with Article 4 of this Agreement.    Section E16.5. City Officials’ Authority.  No policies or procedures  covered in this Agreement shall be construed as delegating to  others or as reducing or abridging any of the authority conferred  on City officials as defined in the following:    16.5.1.  Mayor.  The Ordinance responsibility of the Mayor as  Chief Executive Officer of the City for enforcing the laws of the  State and City, passing upon Ordinances adopted by the City  Council, recommending an annual budget, or directing the  proper performance of all executive departments.    16.5.2.  City Council.  The responsibility of the City Council for  the enactment of Ordinances, the appropriation of monies,  and final determination of employee compensation.    16.5.3.  Civil Service Commission.  The responsibility of the  Civil Service Commission as provided by State statute for  determining, among other things, classification, status, and  tenure appointments in the fire service.    16.5.4.  Fire Chief.  The responsibilities of the Fire Chief and  his/her delegates as governed by City Ordinance and Civil  Service Rules and Department Rules and as limited by the  provisions of this Agreement.  a. To recruit, assign, transfer, or promote employees to  positions within the Department.  Comment [CL40]: New sub‐section headers.  6g. - Human Resources and Risk Management Department recommends Page 68 of 121 Firefighters, Local 864 Contract  2010‐20122013 ‐ 2015    Page 43 of 69    b. To suspend, demote, discharge, or take other  disciplinary action against employees for just cause.  c. To relieve employees from duties because of lack of  work, lack of funds, or for disciplinary reasons.  d. To determine methods, means, and employees  necessary for departmental operations.  e. To control the departmental budget.  f. To take whatever actions are necessary in  emergencies in order to assure the proper functioning  of the Department.     Section F16.6. Probation Status.  Probationary fire fighters are  considered “At will employees” their first year.    ARTICLE 17 – PERFORMANCE OF DUTY    Section A.    Nothing in this Agreement shall be construed to give  an employee the right to strike and no employee shall strike nor  shall he/she refuse to perform his/her assigned duties to the best  of his/her ability.    Section B.    To the extent that any provision of this Agreement is in  conflict with applicable existing Civil Service laws in effect during  the life of this agreement.    ARTICLE 18 – DEFINITION OF DUTIES    Comment [CL41]: Recommend no section  headers for this article.  6g. - Human Resources and Risk Management Department recommends Page 69 of 121 Firefighters, Local 864 Contract  2010‐20122013 ‐ 2015    Page 44 of 69    There shall be no cross‐training of employees and duty assignments  other than those directly related to Fire & Emergency Services  Department activities and Fire Science subjects.    ARTICLE 19 – OVERTIME     In the event that a need for overtime should occur in the Fire &  Emergency Services Department because of emergency, sickness,  or other unforeseen conditions, the following procedures will be  used by the Employer:    Section A19.1. Community Risk Reduction and Safety & Support  Overtime Rate.  Except as otherwise provided in this Article,  employees as described in Article 4, Section B4.1, Hours of Work,  shall be paid at the rate of time and one‐half for all hours worked in  excess of forty (40) hours in one week.    Section B19.2. Response Operations Overtime Rate.  Employees  described in Article 4, Section C4.2., shall be paid at the rate of time  and one‐half for all hours worked when such overtime amounts to  a full shift or when the overtime is a result of a vacancy created by  illness or disability.     Section C.   The following callback or holdover provision shall apply:  1. 19.3. Callback.  All employees covered by the terms of this  Agreement who are called back to work because of emergency or  other unforeseen conditions shall be paid for two (2) hours  minimum at a rate of time and one‐half.    Comment [CL42]: Recommend deleting  because this is redundant with the next two  sections.  6g. - Human Resources and Risk Management Department recommends Page 70 of 121 Firefighters, Local 864 Contract  2010‐20122013 ‐ 2015    Page 45 of 69    2. 19.4. Holdover.  All employees covered by the terms of this  Agreement who work an extension (hold‐over) of their normal shift  because of an emergency or other unforeseen conditions shall be  paid at the rate of time and one‐half for the hold‐over time  rounded to the nearest half‐hour.    Section D19.5. Overtime Based Upon Seniority.  The Employer  agrees that scheduled overtime will be in accord with seniority  within the rank of Firefighter, except when qualified employees are  necessary and then according to seniority of the qualified.    Section E19.6. Compensatory Time.  Employees shall have the right  to request compensatory time off at the same ratio as the overtime  rate in lieu of cash payment for overtime; provided, however, that  such requests for compensatory time off may be denied if the  department head determines that the operational effectiveness of  the department would be impaired by such action. Employees  assigned to the Response Operations Division shall also have the  ability to request compensatory time at the same ratio as the  overtime rate in lieu of cash payment for overtime earned while  attending discretionary training programs up to a maximum of 48  hours. This compensatory time off may be granted by the  department head or his/her designee on scheduled work days  when staffing exceeds the staffing level set by the department.    Section F19.7. Straight Time Overtime (STOT).  The Local agrees to  schedule and/or sell back to the Employer the equivalent of one  hundred twenty (120) hours of overtime at the straight time rate  per bargaining unit member beginning in 2010.  This can be  6g. - Human Resources and Risk Management Department recommends Page 71 of 121 Firefighters, Local 864 Contract  2010‐20122013 ‐ 2015    Page 46 of 69    accomplished by either scheduling overtime at the straight time  rate or holiday sellback. The number of overtime shifts to be  scheduled at straight time will be based on the number of actual  bargaining unit members as of January 1 of each year of the  contract. New hires shall schedule their prorated holiday hours.  These prorated hours shall be added to the number of overtime  shifts to be scheduled at the straight time rate. When scheduling  overtime at the straight time rate, the additional shifts may be  scheduled in twelve (12) hour increments. The increments can be  divided by two members to equal twelve hours in the event of the  member working the STOT needs a standby. Scheduling of the  additional shifts shall fall within the FLSA guidelines. This overtime  provision shall expire on December 31, 20122015.    Section G19.8. Overtime for Assignments outside Response  Operations.  Assignment outside Response Operations. In the  event of overtime the employee shall be paid at the rate of time  and one half (1.5 times) or may take comp time (employee’s  choice). This will be considered for the following, in excess of lunch  period or in excess of forty (40) hours in one week.     When employees are used as a backfill aid, engine or ladder  company, lunch will be considered as on duty and the crew will be  paid as such and, if necessary, work schedules will be modified. Fill‐ in assignments should not, under normal conditions, result in  additional cost to the City except when the cost is associated with  an on‐going emergency. Employees will be compensated at either  time and one‐half (1.5 times) or comp time if they work in excess of  their regularly assigned schedule due to being used as backfill.  6g. - Human Resources and Risk Management Department recommends Page 72 of 121 Firefighters, Local 864 Contract  2010‐20122013 ‐ 2015    Page 47 of 69      Employees assigned outside Response Operations will be eligible   to work Response Operations overtime on their assigned days off;  however they will not be eligible to work STOT if by working STOT  shift would put them in excess of the forty (40) hours in a calendar  week.     ARTICLE 20 – RETENTION OF BENEFITS    Privileges and working conditions which are generally PREVAILING  but not specifically outlined in this Agreement shall, in the manner  presently observed as department policy, be administered and  abided by, by both parties to this Agreement unless changed or  deleted by mutual consent.    ARTICLE 21 – GRIEVANCE PROCEDURE    Grievances or disputes, which may arise involving the  interpretation of this Agreement, shall be settled in the following  manner:    Step 1: The Union Grievance Committee, upon receiving a written  and signed petition shall have two (2) weeks from the  date of the actual grievance, to determine if a grievance  exists. If in their opinion no grievance exists, the matter is  closed.     Step 2: If in the opinion of the Grievance Committee a grievance  exists, the Committee shall within two weeks after  6g. - Human Resources and Risk Management Department recommends Page 73 of 121 Firefighters, Local 864 Contract  2010‐20122013 ‐ 2015    Page 48 of 69    receiving the grievance present the grievance in writing to  the Chief of the Fire & Emergency Services Department  for adjustment.     Step 3: If within ten (10) business days the grievance has not been  settled, it then shall be submitted and presented to the  Mayor by Local 864.    Step 4: If within ten (10) business days the grievance has not been  settled in Step 3, the Union will notify the City, in writing,  of its intent to submit the grievance arbitration for  adjustment. The power and authority of the Arbitration  Board shall be limited to the interpretation of the terms of  this Agreement. The Board shall have no authority to add  to, subtract from, or in any way modify the express terms  of this Agreement.     The Arbitration Board shall consist of a representative of the  Employer, a representative of the Local, and a third member  mutually agreed to by both the appointed members who will  preside as Chairman. If the two cannot agree within seven (7)  days on the selection of the Chairman, the matter then shall  be submitted to the Federal Mediation and Conciliation  Services for seven (7) names of Arbitrators who reside in the  State of Washington. The Employer and the Local shall strike  names alternately; the final remaining name shall be the  neutral third party. Each party will pay for his/her own  arbitrator and the expenses of the third will be shared equally  6g. - Human Resources and Risk Management Department recommends Page 74 of 121 Firefighters, Local 864 Contract  2010‐20122013 ‐ 2015    Page 49 of 69    between the parties. Meetings of the Arbitration Board shall  be attended by all three members.     A decision of the majority of the Arbitration Board shall be  final and binding on all parties as to the issues submitted to it  for decision.     ARTICLE 22 – NEW POSITIONS    This Agreement shall be opened for the purpose of negotiating  salaries for any new classifications for employees covered by this  Agreement but not specified in the salary schedule. Such salaries  shall become effective upon the agreement of the parties. If no  agreement has been reached sixty (60) days after the  commencement of these negotiations then either party may  declare an impasse and file for mediation with the Public  Employees Relations Commission. Nothing in this Article shall  preclude the Employer from establishing such new positions or  classifications.    ARTICLE 23 – SUCCESSORS AND ASSIGNS    Section A.    This Agreement and any and all amendments and  modifications hereafter entered into and executed by and between  the parties hereto shall be binding and inure to the benefit of the  parties’ respective successors and assigns and any other  governmental entity succeeding to the City of Renton’s obligations  hereunder.    Comment [CL43]: Do not recommend section  headers for this article.  6g. - Human Resources and Risk Management Department recommends Page 75 of 121 Firefighters, Local 864 Contract  2010‐20122013 ‐ 2015    Page 50 of 69    Section B.    In case of any merger, consolidations, or contracting  for fire protection services by the Employer with any other  governmental agency, either party shall have the right to reopen  this Agreement for negotiation of any positions affected by the  merger or consolidation.    ARTICLE 24 – SAVINGS CLAUSE    If any Article of this Agreement or any addenda hereto should be  held invalid by operation of law or by any tribunal of competent  jurisdiction, or if compliance with or enforcement of any article  should be restrained by such tribunal, the remainder of this  Agreement and addenda shall not be affected thereby and the  parties shall enter immediate collective bargaining negotiations for  the purpose of arriving at a mutually satisfactory replacement of  such articles.    The Employer and Local 864 reserve the right to address through  reopening of the contract, any effects that the Fair Labor Standards  Act may have on the Application of the provisions of the Labor  Agreement.    ARTICLE 25 – ENTIRE AGREEMENT    Section A.    The Agreement expressed herein in writing constitutes  the entire Agreement between the parties and no oral statement  shall add to or supersede any of its provisions.     Comment [CL44]: Do not recommend section  headers for this article.  6g. - Human Resources and Risk Management Department recommends Page 76 of 121 Firefighters, Local 864 Contract  2010‐20122013 ‐ 2015    Page 51 of 69    Section B.    No party shall change, modify, or amend any part of  this Agreement without first negotiating and obtaining the mutual  consent of the other party.  6g. - Human Resources and Risk Management Department recommends Page 77 of 121 Firefighters, Local 864 Contract  2010‐20122013 ‐ 2015    Page 52 of 69    ARTICLE 26 – DURATION OF AGREEMENT    This Agreement shall become effective January 1, 20102013, and  shall remain in full force and effect until December 31, 20122015.    Signed this ____ day of ______________, 2013, at Renton, Washington.      CITY OF RENTON        RENTON FIREFIGHTERS LOCAL 864                       Denis Law, Mayor    Mark dos Remedios, President                   Mark Peterson, Fire Chief      Steve Winter, Vice President                   Nancy Carlson, HRRM Administrator Rick Laycock, Treasurer                   Cathryn Laird, HR Manager Stan EnglerRoy Gunsolus, Battalion  Chief Rep            Janelle Tarasewicz, Senior HR Analyst            Kari Roller, Financial Services Manager        ATTEST:      APPROVED AS TO LEGAL FORM:                       Bonnie I. Walton, City Clerk    Lawrence J. Warren, City Attorney  6g. - Human Resources and Risk Management Department recommends Page 78 of 121 Firefighters, Local 864 Contract  2010‐20122013 ‐ 2015    Page 53 of 69    APPENDIX A:     SALARIES    Section A.A.1. Base Wage.     Effective January 1, 2010, the base wages for all  positions in the bargaining unit shall be the same as the  wages in place in 2009.Effective January 1, 2013, the  base wage for all classifications covered by this  bargaining unit will increase by 1.0% above the January  1, 2012, base wage.   Effective January 1, 2011, base wages shall be increased  by 1% above the wages in place in 2010.Effective January  1, 2014, the base wage for all classifications covered by  this bargaining unit will increase by 2.0% above the  January 1, 2013, base wage.   Effective January 1, 2012, the base wages shall be  increased by 2.5% above the wages in place in  2011.Effective January 1, 2015, the base wage for all  classifications covered by this bargaining unit will  increase by 2.25% above the January 1, 2014, base wage.    Section B. A.2. Salary Schedule.    Effective January 1, 20102013, the salary schedule shall be as  follows:      6g. - Human Resources and Risk Management Department recommends Page 79 of 121 Firefighters, Local 864 Contract  2010‐20122013 ‐ 2015    Page 54 of 69       A  Entry  B  12 mos.  C  24 mos.  D  36 mos. *  Firefighter 4507$4,68 94,713  (22.26$23. 1623.27)  4605$4,79 14,815  (22.74$23. 6623.78)  4973$5,17 55,200  (24.56$25. 5625.68)  6046$6,29 06,322  (29.86$31. 0631.22)  Lieutenant    6953$7,23 47,270  (34.34$35. 7290)  Captain    7857$8,17 58,215  (38.80$40. 3757)    *The “D” reflects a 0.5% differential over the “C” step for those  employees having a full defibrillation certificate from King County  Emergency Medical Services and at least 36 months of service, or  are officers.   Hourly rates are based on 2,430 hours per year (202.5 hours per  month).    A percentage differential is established as follows:     Between Firefighter and Lieutenant: 15%     Between Lieutenant and Captain:  13%    Comment [CL45]: Language no longer applies  because Firefighters obtain their defib certification  through their EMT training and all Firefighters are  EMTs.  Removal of the .5% does not affect the Step  D salary.  6g. - Human Resources and Risk Management Department recommends Page 80 of 121 Firefighters, Local 864 Contract  2010‐20122013 ‐ 2015    Page 55 of 69      APPENDIX B:    LONGEVITY    Employees shall receive longevity pay according to the following  scale:    Completion of 5 years – 2% of top step firefighter salary  Completion of 10 years – 4% of top step firefighter salary  Completion of 15 years – 6% of top step firefighter salary  Completion of 20 years – 10% of top step firefighter salary  Completion of 25 years – 12% of top step firefighter salary    Longevity payments shall be rounded to the nearest whole dollar.  6g. - Human Resources and Risk Management Department recommends Page 81 of 121 Firefighters, Local 864 Contract  2010‐20122013 ‐ 2015    Page 56 of 69    APPENDIX C:    VACATION  PRORATED‐RATION SCHEDULE    Employees hired mid‐year will use vacation based on the following  schedule:    Calendar Yrs  in Service  Hrs/Shifts Used  per Year  Pre‐hire date  accrual/pp  Post‐hire date  accrual/pp  1 0  3  2 Prorate 3 4  3 Prorate 4 5 4 Prorate 5 6 5 Prorate 6 9  6 Prorate 9 9  7‐9 216 hrs/9 shifts 9 9 10 216 hrs/9 shifts 9 11  11 Prorated 11 11  12‐14 264 hrs/11 shifts 11 11  15 264 hrs/11 shifts 11 13 16 Prorated 13 13  17‐19 312 hrs/13 shifts 13 13  20 312 hrs/13 shifts 13 14  21 Prorated 14 14 21+ 336 hrs/14 shifts 14 14      6g. - Human Resources and Risk Management Department recommends Page 82 of 121 Firefighters, Local 864 Contract  2010‐20122013 ‐ 2015    Page 57 of 69      Midyear hires ‐ Start accruing three (3) hours per pay period from  the starting date. For the first five (5) years, on the anniversary  date, the accrual will be raised to the next level. Therefore, each of  those years the number of shifts taken will be based on what had  accrued the prior year. The employee would plot full 24‐hour shifts,  and be paid out at the straight time rate for the odd hours  remaining. In earning the prior year what they use the following  year, they would earn odd hours in the year of the 5th, 10th, 15th,  and 20th year anniversary, and use what they accrued the prior  year. The odd hours would be affecting the vacation plotted the  year following their anniversary.     Midyear retirement/termination – based on the date of  retirement/termination, the number of vacation hours unused for  the current year, plus the number of hours accrued in the current  year would be paid out to the employee.  6g. - Human Resources and Risk Management Department recommends Page 83 of 121 Firefighters, Local 864 Contract  2010‐20122013 ‐ 2015    Page 58 of 69    INDEX  A  accrued sick leave ................... 18  Acting Battalion Chief/Safety  Officer .................................. 11  Acting Deputy Fire Chief ......... 15  Appendix A ‐ Salaries .............. 51  Appendix B ‐ Longevity ........... 53  Appendix C – Vacation Prorated  Schedule ............................... 54  arbitration ............................... 47  Association ................................ 6  At will employees .................... 42  B  backfill ................................. 5, 45  Bereavement .......................... 33  bona fide religious tenets ......... 5  budget ............................... 41, 42  Budget .................................... 38  C  Callback ................................... 43  cash out .................................. 18  Christmas .......................... 26, 27  City Council ................. 26, 37, 41  Civil Service ............... 7, 8, 41, 42  Civil Service Commission ......... 41  COBRA ..................................... 38  combat challenge .................... 39  Community Risk Reduction and  Safety & Support Sections .... 10  comp time ............................... 45  compensatory time ................. 44  Consecutive Hours Worked ..... 11  conversion factor ........ 23, 27, 32  cross‐training .......................... 42  D  Deferred Compensation‐Annual  Contribution ......................... 39  Deferred Compensation‐Combat  Challenge Contribution ......... 39  Definition of Duties ................. 42  departmental work rules ......... 13  Deputy Chief ........................... 33  differential .............................. 52  disability 9, 17, 18, 19, 21, 23, 39,  43  Disability Leave ....................... 18  discharge ....................... 8, 40, 41  6g. - Human Resources and Risk Management Department recommends Page 84 of 121 Firefighters, Local 864 Contract  2010‐20122013 ‐ 2015    Page 59 of 69    disciplinary reasons ................. 42  discipline ............................. 8, 40  domestic partner .................... 33  double‐time ............................ 27  dropped in rank ........................ 9  due process ............................... 7  Duration of Agreement ........... 50  E  education incentive ................ 29  electronic deposit ................... 13  Emergency Leave .................... 25  Employer harmless ................... 6  Employment Practices .............. 7  employment process ................ 9  Entire Agreement .................... 49  extension ................................ 43  F  Fair Labor Standards Act ... 11, 49  Federal/State Healthcare  Options ................................. 38  Fire Science ....................... 29, 42  floating Holidays ..................... 26  FLSA .................................. 11, 45  Funding Goal ........................... 34  funeral .................................... 33  G  grievance ........................... 46, 47  Grievance Procedure ............... 46  Group Health ........................... 37  H  health and wellness ................. 38  Health Insurance ..................... 35  Holdover ................................. 43  holiday .................. 13, 26, 27, 44  Holiday ........................ 19, 27, 28  Holiday Conversion ................. 27  Holiday Scheduling .................. 27  Holiday Sellback ...................... 27  holidays ...... 16, 25, 26, 27, 30, 32  Hours of Work ................... 10, 43  I  Incidental Job Duties ............... 40  inspections .............................. 12  insurance ................. 6, 35, 37, 38  Insurance ................................. 34  J  just cause .......................... 40, 41  Just Cause Disciplinary Action . 40  6g. - Human Resources and Risk Management Department recommends Page 85 of 121 Firefighters, Local 864 Contract  2010‐20122013 ‐ 2015    Page 60 of 69    K  Kelly .................................. 11, 30  Kelly Shift ................................ 11  L  L & I ................................... 19, 20  Labor Day ................................ 26  laid off ....................................... 9  lay off .............. 40, See personnel  reduction, or staff reduction  layoffs ....................................... 9  LEOFF I .............................. 17, 22  LEOFF II ............ 18, 19, 20, 22, 23  life insurance ........................... 38  light duty ..................... 16, 19, 23  Light Duty Eligibility ................ 23  longevity ........................... 34, 53  Longevity allowances .............. 34  lunch ....................................... 45  Lunch and Dinner Breaks ........ 11  M  Management Rights ................ 40  Membership ............................. 5  Memorial Day ......................... 26  mid‐year ........... 23, 28, 31, 32, 54  Midyear ................................... 55  Midyear retirement ................. 55  N  negotiations ...................... 48, 49  Negotiations Release Time ........ 5  new classification salaries ....... 48  new positions .......................... 48  New Positions.......................... 48  New Year’s Day ....................... 25  Non‐Association ........................ 5  Non‐Discrimination Clause ........ 8  Notification of Changes ........... 13  O  official representatives .............. 4  OJI ..................................... 20, 22  OJI Benefit – LEOFF II ............... 19  one half ............................. 22, 45  Ordinances .............................. 41  overtime .... 15, 27, 30, 33, 40, 43,  44, 45  Overtime Based Upon Seniority  ............................................. 44  Overtime for Assignments  outside Response Operations  ............................................. 45  6g. - Human Resources and Risk Management Department recommends Page 86 of 121 Firefighters, Local 864 Contract  2010‐20122013 ‐ 2015    Page 61 of 69    Overtime Rate – Community Risk  Reduction and Safety &  Support ................................ 43  P  PAC ........................................... 7  PAC Program Deductions .......... 7  paydays ................................... 13  Payroll Errors .......................... 13  Pensions .................................. 34  Performance of Duty ............... 42  personnel files ........................... 8  Personnel Files .......................... 7  physical examination .............. 10  Plan Changes ........................... 37  Plan Coverage ......................... 35  plan design changes ................ 37  Plan Member .......................... 34  plot ........................ 27, 30, 31, 55  Preamble ................................... 4  premium ................................. 37  premiums ........... 6, 13, 21, 35, 36  Premiums .......................... 35, 36  Probation Status ..................... 42  probationary ........................... 10  Projected Costs ....................... 36  promotional examination ....... 29  Promotional Qualifications ...... 28  public proclamation ................ 26  R  Recognition and Bargaining Unit  ............................................... 4  REHBT .................... 34, 35, 37, 38  REHP ............................ 34, 35, 37  Renton Employees’ Healthcare  Board of Trustees ........... 34, 37  Renton Employees’ Healthcare  Plan ....................................... 34  Represented Classifications ....... 4  Response Operations Overtime  Rate ...................................... 43  Response Operations Section .. 10  Rest breaks .............................. 11  Retention of Benefits .............. 46  Return to 24‐Hour Shift Schedule  ............................................. 30  S  safety boots ............................. 14  salaries ................................ 6, 48  Salaries .................................... 13  Savings Clause ......................... 49  sell back ............................. 27, 44  6g. - Human Resources and Risk Management Department recommends Page 87 of 121 Firefighters, Local 864 Contract  2010‐20122013 ‐ 2015    Page 62 of 69    sellback ............................. 27, 44  seniority .............................. 9, 44  seniority list .............................. 9  shift differential ...................... 16  Shift Exchanges ....................... 12  Sick Bonus ............................... 22  Sick Leave (Supplemental) for  Response Operations Section  ............................................. 22  Sick Leave Accrual Rate – LEOFF I  ............................................. 17  Sick Leave Accrual Rate – LEOFF  II ........................................... 17  Sick Leave Bonus ..................... 22  Sick Leave Cash Out – LEOFF II 18  Sick Leave Conversion ............. 23  Sick Leave for Family Medical  Emergency ............................ 21  Sick Leave to Care for Child ..... 21  Sick Leave Usage – LEOFF I ...... 17  sickness ............................. 17, 43  staff reductions ......................... 9  standby ............................. 12, 45  Standby Pay ............................ 12  STOT ........................................ 45  Straight Time Overtime (STOT) 44  straight time rate . 27, 30, 31, 32,  44, 55  strike ................................. 42, 47  successors and assigns ............ 48  Successors and Assigns ........... 48  supplemental sick leave .... 18, 23  surplus ..................................... 38  T  Thanksgiving ...................... 26, 27  Third Party Administrator........ 20  TPA .......................................... 20  training .......................... 9, 12, 44  Training and Drills ................... 12  trust fund .................................. 6  U  uniform allowance .................. 14  Uniform Allowance Repayment  ............................................. 14  Uniform Inspections ................ 15  uniforms .................................. 14  Union Dues Deductions ............. 6  Union Grievance Committee ... 46  Union Membership and Dues  Deduction ............................... 5  Union Officials ........................... 4  6g. - Human Resources and Risk Management Department recommends Page 88 of 121 Firefighters, Local 864 Contract  2010‐20122013 ‐ 2015    Page 63 of 69    Union Responsibility ................. 4  Union‐Directed Trust Fund ....... 6  V  Vacation ‐ Unused Plotted ...... 31  Vacation Accrual Rate ............. 31  Vacation Conversion ............... 32  Vacation Plotting for Shift  Personnel ............................. 30  Vacation Scheduling for Day  Personnel ............................. 30  Vacations ................................ 30  Veteran’s Day .......................... 26  vote ......................................... 37  W  work schedule ......................... 11  work schedules ................. 33, 45  Workdays ................................ 10  working conditions ........ 4, 13, 46  working out of classification .... 16  Working Out of Classification .. 15  Written warnings ...................... 8  A  accrued sick leave ................... 18  Acting Battalion Chief/Safety  Officer .................................. 11  Acting Deputy Fire Chief ......... 15  Appendix A ‐ Salaries .............. 51  Appendix B ‐ Longevity ........... 53  Appendix C – Vacation Prorated  Schedule ............................... 54  arbitration ............................... 47  Association ................................ 6  At will employees .................... 42  B  backfill ................................. 5, 45  Bereavement ........................... 33  bona fide religious tenets .......... 5  budget ..................................... 41  Budget ..................................... 38  C  Callback ................................... 43  cash out ................................... 18  Christmas .......................... 26, 27  City Council ................. 26, 37, 41  Civil Service ............... 7, 8, 41, 42  6g. - Human Resources and Risk Management Department recommends Page 89 of 121 Firefighters, Local 864 Contract  2010‐20122013 ‐ 2015    Page 64 of 69    Civil Service Commission ......... 41  COBRA ..................................... 38  combat challenge .................... 39  Community Risk Reduction and  Safety & Support Sections .... 10  comp time ............................... 45  compensatory time ................. 44  Consecutive Hours Worked ..... 11  conversion factor ........ 23, 27, 32  cross‐training .......................... 42  D  Deferred Compensation‐Annual  Contribution ......................... 39  Deferred Compensation‐Combat  Challenge Contribution ........ 39  Definition of Duties ................. 42  departmental work rules ........ 13  Deputy Chief ........................... 33  differential .............................. 52  disability 9, 17, 18, 19, 21, 23, 39,  43  Disability Leave ....................... 18  discharge ....................... 8, 40, 41  disciplinary reasons ................. 41  discipline ............................. 8, 40  domestic partner .................... 33  double‐time ............................ 27  dropped in rank ......................... 9  due process ............................... 7  Duration of Agreement ........... 50  E  education incentive ................. 29  electronic deposit ................... 13  Emergency Leave .................... 25  Employer harmless .................... 6  Employment Practices ............... 7  employment process ................. 9  Entire Agreement .................... 49  extension ................................. 43  F  Fair Labor Standards Act ... 11, 49  Federal/State Healthcare  Options ................................. 38  Fire Science ....................... 29, 42  floating Holidays ..................... 26  FLSA ................................... 11, 45  Funding Goal ........................... 34  funeral ..................................... 33  G  grievance ........................... 46, 47  6g. - Human Resources and Risk Management Department recommends Page 90 of 121 Firefighters, Local 864 Contract  2010‐20122013 ‐ 2015    Page 65 of 69    Grievance Procedure .............. 46  Group Health .......................... 37  H  health and wellness ................ 38  Health Insurance ..................... 35  Holdover ................................. 43  holiday .................. 13, 26, 27, 44  Holiday ........................ 19, 27, 28  Holiday Conversion ................. 27  Holiday Scheduling .................. 27  Holiday Sellback ...................... 27  holidays ...... 16, 25, 26, 27, 30, 32  Hours of Work ................... 10, 43  I  Incidental Job Duties ............... 40  inspections .............................. 12  insurance ................ 6, 35, 37, 38  Insurance ................................ 34  J  just cause .......................... 40, 41  Just Cause Disciplinary Action . 40  K  Kelly .................................. 11, 30  Kelly Shift ................................ 11  L  L & I ................................... 19, 20  Labor Day ................................ 26  laid off ....................................... 9  lay off ............. 40, See personnel  reduction, or staff reduction  layoffs ........................................ 9  LEOFF I .............................. 17, 22  LEOFF II ........... 18, 19, 20, 22, 23  life insurance ........................... 38  light duty ..................... 16, 19, 23  Light Duty Eligibility ................. 23  longevity............................ 34, 53  Longevity allowances .............. 34  lunch ....................................... 45  Lunch and Dinner Breaks ......... 11  M  Management Rights ................ 39  Membership .............................. 5  Memorial Day .......................... 26  MERP ‐ See Union‐Directed Trust  Fund………………………………………. 6  mid‐year .......... 23, 28, 31, 32, 54  6g. - Human Resources and Risk Management Department recommends Page 91 of 121 Firefighters, Local 864 Contract  2010‐20122013 ‐ 2015    Page 66 of 69    Midyear ................................... 55  Midyear retirement ................ 55  N  negotiations ...................... 48, 49  Negotiations Release Time ........ 5  new classification salaries ....... 48  new positions .......................... 48  New Positions ......................... 48  New Year’s Day ....................... 25  Non‐Association ........................ 5  Non‐Discrimination Clause ........ 8  Notification of Changes ........... 13  O  official representatives ............. 4  OJI ..................................... 20, 22  OJI Benefit – LEOFF II .............. 19  one half ............................. 22, 45  Ordinances .............................. 41  overtime ... 15, 27, 30, 33, 40, 42,  43, 44, 45  Overtime Based Upon Seniority  ............................................. 43  Overtime for Assignments  outside Response Operations  ............................................. 45  Overtime Rate – Community Risk  Reduction and Safety &  Support ................................. 43  P  PAC ............................................ 7  PAC Program Deductions .......... 7  paydays ................................... 13  Payroll Errors ........................... 13  Pensions .................................. 34  Performance of Duty ............... 42  personnel files ........................... 8  Personnel Files .......................... 7  physical examination ............... 10  Plan Changes ........................... 37  Plan Coverage ......................... 35  plan design changes ................ 37  Plan Member ........................... 34  plot ........................ 27, 30, 31, 55  Preamble ................................... 4  premium ................................. 37  premiums .......... 6, 13, 21, 35, 36  Premiums .......................... 34, 35  Probation Status ...................... 42  probationary ........................... 10  Projected Costs ....................... 36  promotional examination ........ 29  6g. - Human Resources and Risk Management Department recommends Page 92 of 121 Firefighters, Local 864 Contract  2010‐20122013 ‐ 2015    Page 67 of 69    Promotional Qualifications ..... 28  public proclamation ................ 26  R  Recognition and Bargaining Unit  ............................................... 4  REHBT ................... 34, 35, 37, 38  REHP ........................... 34, 35, 37  Renton Employees’ Healthcare  Board of Trustees ........... 34, 37  Renton Employees’ Healthcare  Plan ...................................... 34  Represented Classifications ...... 4  Response Operations Overtime  Rate ...................................... 43  Response Operations Section . 10  Rest breaks ............................. 11  Retention of Benefits .............. 46  Return to 24‐Hour Shift Schedule  ............................................. 30  S  safety boots ............................ 14  salaries ................................ 6, 48  Salaries .................................... 13  Savings Clause ......................... 48  sell back ............................ 27, 44  sellback ............................. 27, 44  seniority .............................. 9, 43  seniority list ............................... 9  shift differential ....................... 16  Shift Exchanges ....................... 12  Sick Bonus ............................... 22  Sick Leave (Supplemental) for  Response Operations Section  ............................................. 22  Sick Leave Accrual Rate – LEOFF I  ............................................. 17  Sick Leave Accrual Rate – LEOFF  II ........................................... 17  Sick Leave Bonus ..................... 22  Sick Leave Cash Out – LEOFF II 18  Sick Leave Conversion ............. 23  Sick Leave for Family Medical  Emergency ............................ 21  Sick Leave to Care for Child ..... 21  Sick Leave Usage – LEOFF I ...... 17  sickness ............................. 17, 42  staff reductions ......................... 9  standby ............................. 12, 45  Standby Pay ............................. 12  STOT ........................................ 45  Straight Time Overtime (STOT) 44  6g. - Human Resources and Risk Management Department recommends Page 93 of 121 Firefighters, Local 864 Contract  2010‐20122013 ‐ 2015    Page 68 of 69    straight time rate .. 27, 30, 31, 32,  44, 55  strike ................................. 42, 47  successors and assigns ............ 48  Successors and Assigns ........... 48  supplemental sick leave .... 18, 23  surplus .................................... 37  T  Thanksgiving ..................... 26, 27  Third Party Administrator ....... 20  TPA .......................................... 20  training .......................... 9, 12, 44  Training and Drills ................... 12  trust fund .................................. 6  U  uniform allowance .................. 14  Uniform Allowance Repayment  ............................................. 14  Uniform Inspections ................ 15  uniforms .................................. 14  Union Dues Deductions ............ 6  Union Grievance Committee ... 46  Union Membership and Dues  Deduction ............................... 5  Union Officials ........................... 4  Union Responsibility .................. 4  Union‐Directed Trust Fund ........ 6  V  Vacation ‐ Unused Plotted ...... 31  Vacation Accrual Rate ............. 31  Vacation Conversion ............... 32  Vacation Plotting for Shift  Personnel ............................. 30  Vacation Scheduling for Day  Personnel ............................. 30  Vacations ................................. 30  Veteran’s Day .......................... 26  vote ......................................... 37  W  work exchange ‐ See shift  exchange…………………….………... 12  work schedule ......................... 11  work schedules ................. 33, 45  Workdays ................................ 10  working conditions ........ 4, 13, 46  working out of classification .... 16  Working Out of Classification .. 15  Written warnings ...................... 8  6g. - Human Resources and Risk Management Department recommends Page 94 of 121 Page 69 of 69   Comment [CoR46]: manually add the following  to the index after updating the index automatically:  MERP (see Union Directed Trust Fund) and work  exchange (see shift exchange)    6g. - Human Resources and Risk Management Department recommends Page 95 of 121 CITY OF RENTON COUNCIL AGENDA BILL Subject/Title: Approve actions taken to acquire and consolidate a new custodian of assets/record-keeper, TIAA CREF, for the City's (Plan Sponsor's) Section 457 (b) Plan. Meeting: REGULAR COUNCIL - 14 Jul 2014 Exhibits: 1. Issue Paper 2. Resolution Submitting Data: Dept/Div/Board: Human Resources Staff Contact: Nancy A. Carlson Recommended Action: Council concur Fiscal Impact: Expenditure Required: $ n/a Transfer Amendment: $ Amount Budgeted: $ Revenue Generated: $ Total Project Budget: $ City Share Total Project: $ SUMMARY OF ACTION: Report to City, as Plan Sponsor, of the change from ICMA (Resolution No. 3013, 1993) and Hartford to TIAA-CREF, as custodian and recordkeeper of its Section 457(b) Plan, and Resolution to ratify and confirm the actions taken by HRRM and City staff in this process. TIAA CREF is the City of Renton's new custodian of assets/record-keeper for Renton's Section 457(b) Plan for employees. The resolution explains why the City chose TIAA CREF's services, how the decision was made, and how the transferal of employees' assets occurred, beginning with the City's review of the Section 457(b) Plan, the RFP process and the hiring of a consultant, and the final transfer of the City's 457(b) Plan assets to TIAA-CREFF from the City's former recordkeepers and Plan asset custodians, The Hartford and ICMA. By this resolution the Council ratifies the actions taken by the City in this matter. STAFF RECOMMENDATION: Adopt the Resolution confirming the City's review of the Section 457(b) Plan and ratifying the actions taken by the City in this matter, including the City’s RFP process and the hiring of a consultant, and the transfer of the City’s 457(b) Plan assets to TIAA-CREF from the City's former recordkeepers and Plan asset custodians, The Hartford and ICMA. 6h. - Human Resources and Risk Management Department recommends Page 96 of 121 HUMAN RESOURCES AND RISK MANAGEMENT M E M O R A N D U M DATE:June 30, 2014 TO:Don Persson, Council President Members of Renton City Council VIA:Denis Law, Mayor FROM:Nancy A. Carlson, HRRM Administrator STAFF CONTACT:Maria Boggs, Benefits Program Manager, x7659 SUBJECT:Report to City, as Plan Sponsor, of the change from ICMA (Resolution No. 3013, 1993) and Hartford to TIAA-CREF, as custodian and recordkeeper of its Section 457(b) Plan, and Resolution to ratify and confirm the actions taken by HRRM and City staff in this process. ISSUE: Should the City, as the Plan Sponsor of a Section 457 Plan, with a duty to ensure proper administration of the Plan, review the activities of the City’s staff in changing the recordkeeper and custodian of assets to TIAA-CREF and ratify and confirm the actions taken, and also require the Investment Committee to report annually to the City to enable the City to properly monitor and ratify the functions delegated to the Investment Committee? RECOMMENDATION: The Plan Sponsor, the City, should adopt the following Resolution confirming its review of the Section 457(b) Plan and ratifying the following actions taken by HRRM and the City’s staff: 1)City’s 457(b) RFP process and the hiring of a 457(b) consultant; 2)Termination of Hartford and ICMA Retirement Corporation as recordkeepers and Plan asset custodians; 6h. - Human Resources and Risk Management Department recommends Page 97 of 121 Don Persson Page 2 of 5 June 30, 2014 3)The selection of TIAA-CREF as recordkeeper and Plan asset custodian; 4)The execution of the 457(b) Plan contracts by Nancy A. Carlson, HRRM Administrator; 5)The transfer of the City’s 457(b) Plan assets to TIAA-CREF; 6)All actions taken, and all contracts executed in the termination of Hartford and ICMA and the transfer of assets to TIAA-CREF; and 7)Each year, annual reports of the 457(b) Plan should be delivered by the Plan’s Investment Committee to the City for review and ratification. BACKGROUND SUMMARY: On March 21, 2012, one of the City’s 457(b) Plan Administrators, The Hartford, announced its decision to pursue the sale of its retirement plans. This announcement was communicated to City employees (and Plan participants) on or about May 20, 2012. After discussion, HRRM made a decision to investigate steps to improve the City’s 457(b) Plan for employee participants. On May 10, 2012, a meeting was held with Greg Settle of Hyas Group to discuss upcoming changes announced by The Hartford and whether the City should utilize Hyas Group in the RFP process. On May 21, 2012, a reference check was performed by HRRM of Hyas Group. On June 11, 2012, a meeting was conducted with Greg Settle of Hyas Group to discuss set up of a RFP Committee. Later, on June 27, 2012, a notice was sent to Union presidents inviting them to participate in the formation of the RFP Committee. An initial meeting of the RFP Committee with consultant, Greg Settle of Hyas Group, occurred on August 2, 2012. In attendance at this initial meeting was Cat Citron, Police; Mark dos Remedios, Fire; Mike Benoit and Pat Miller, Local 2170; Iwen Wang, Administrative Services Administrator, Nancy A. Carlson, HRRM Administrator; and Maria Boggs, Benefits Program Manager, HRRM. Later, on August 30, 2012, notice was sent to The Hartford and ICMA-Retirement Corporation that the City was contracting with Greg Settle of Hyas Group, to consult with the City and to discuss the change arising from The Hartford’s announcement, methods of improving the City’s 457(b) Plan, and about utilizing Hyas Group in the RFP process. 6h. - Human Resources and Risk Management Department recommends Page 98 of 121 Don Persson Page 3 of 5 June 30, 2014 Subsequently on September 7, 2012, HRRM sent an Org All email announcing that The Hartford was in agreement to sell its retirement plans business to MassMutual and that the City was exploring all other vendor and 457(b) Plan options. The City’s consultant made numerous recommendations, including emphasizing efforts to reduce the Plan’s overall expenses and costs to its participants. It was also recommended that the City find a Plan custodian/recordkeeper that could offer competitive investment options, including a broad variety of low cost investment funds, together with the investment flexibility of mutual funds and/or brokerage accounts for the Plan’s participants. HRRM prepared, with the assistance of the City’s consultant, a Request for Proposal directed to possible 457(b) Plan custodians/recordkeepers so that each proposal could be fairly compared with others. The City’s RFP was released to the industry on November 2, 2012. The deadline for RFP responses from vendors was November 30, 2012. The City received nine (9) RFP responses from vendors. The RFP Committee met to discuss reviewing the RFP responses, the scoring system for the responses and the selection of RFP finalists on January 16, 2013. After review of each proposal, and in consultation with its consultant, Greg Settle of Hyas Group, the RFP Committee conducted a finalist interview on January 31, 2013, of ICMA-Retirement Corporation and TIAA-CREF. On February 6, 2013, references were checked for TIAA- CREF. The RFP Committee, in consultation with the City’s consultant, Greg Settle of Hyas Group, unanimously determined that an established 457(b) Plan custodian/recordkeeper, TIAA-CREF, would offer the best investment options at the lowest costs to Plan participants, including investment advice, consultation and account services. It was determined that TIAA-CREF offered the City an opportunity to provide 457(b) Plan participants the greatest value and services at the lowest cost. On March 25, 2013, Unions’ representatives were invited for Investment Committee participation. HRRM sent written notification of Plan termination to The Hartford and ICMA-Retirement Corporation on March 28, 2013. A Plan participant notification was sent by the City to all participants on April 15, 2013, informing participants of forthcoming changes. Later, on May 9, 2013, a Blackout Notice was sent to all employee participants from the City’s new Plan custodian/recordkeeper, TIAA-CREF. A “Blackout Period” is required as part of the transition process and prevents Plan participants from moving or withdrawing assets in the Plan as the change and asset transfer from one Plan custodian to another is accomplished. The “Blackout Period” is in addition to any restrictions individual funds may have placed on redemptions by current, non-separated employee Plan participants. 6h. - Human Resources and Risk Management Department recommends Page 99 of 121 Don Persson Page 4 of 5 June 30, 2014 The change to new Plan custodian/recordkeeper, TIAA-CREF, required the execution of several contractual agreements. On June 6, 2013, Nancy A. Carlson, HRRM Administrator, signed on behalf of the City of Renton (1) “Custodial Account Agreement for a Non-Trusteed Governmental 457(b) Plan with a TIAA-CREF Brokerage Account” and (2) a “Recordkeeping Services Agreement for Governmental Plan(s) with a TIAA-CREF Brokerage Account.” A third contractual agreement was signed by Nancy A. Carlson on July 24, 2013 with TIAA-CREF, entitled “Adoption Agreement for the 457(b) Deferred Compensation Plan of the City of Renton, a Governmental Employer.” On June 14, 2013, prior to the execution of the final contract with TIAA-CREF, a mailing was sent to all employee participants, consisting of the City’s Transition Guide and Transfer Strategy insert. The Transition Guide informed Plan participants about the City’s 457(b) Plan updates and transition of assets to new Plan custodian/recordkeeper, TIAA-CREF. This included informing employee participants about on-site transition seminars and commencement of the Blackout Period on or about July 5, 2013. One of the ICMA funds, the PLUS Fund, had a 12-month hold on transfers out of the fund, if the individual was an active employee. The restriction did not apply to terminated/retired participants. The City received one complaint from an active employee and a few complaints from retired participants about the 12-month hold on transfers. The City helped the retired individuals to transfer out of the fund. The 12-month hold has now ended for the active employees and all assets have now been transferred to TIAA-CREF. The City encountered a few other minor glitches and complaints during the transition process, but the 457(b) Plan program is now running smoothly with positive participant comments. An Investment Committee has been established under the Plan to review the investment performance of the funds and to identify fund problems and to recommend replacement funds. To ensure that the City is properly monitoring the Plan as the Plan Sponsor, the Investment Committee will make annual reports to the City for review and ratification. CONCLUSION: The City Council should adopt a Resolution to ratify and confirm (1) the City’s 457(b) Plan RFP process and retention of a 457(b) Plan consultant; (2) termination of Hartford and ICMA-Retirement Corporation as the City’s 457(b) recordkeepers and Plan asset custodians; (3) the selection of TIAA-CREF as the City’s new 457(b) recordkeeper and Plan asset custodian; (4) the execution of the City’s contracts with TIAA-CREF by Nancy A. Carlson, HRRM Administrator; (5) transfer of the City’s 457(b) Plan assets to TIAA- CREF; (6) all actions taken by the City and its staff in the termination of the previous 457(b) Plan custodians/recordkeepers, ICMA and Hartford, and the selection of TIAA- CREF as replacement 457(b) Plan custodian/recordkeeper and transfer of the 457(b) 6h. - Human Resources and Risk Management Department recommends Page 100 of 121 Don Persson Page 5 of 5 June 30, 2014 Plan’s assets to TIAA-CREF; and (7) each year, annual reports on the 457(b) Plan shall be delivered by the Plan’s Investment Committee to the City for review and ratification. cc:Jay Covington, Chief Administrative Officer Iwen Wang, Administrative Services Administrator Lawrence J. Warren, City Attorney 6h. - Human Resources and Risk Management Department recommends Page 101 of 121 1  CITY OF RENTON, WASHINGTON    RESOLUTION NO. ________    A RESOLUTION OF THE CITY OF RENTON, WASHINGTON, RATIFYING AND  CONFIRMING: (1) THE CITY’S REQUEST FOR PROPOSAL PROCESS AND  RETENTION OF A 457(b) PLAN CONSULTANT; (2) TERMINATION OF THE  HARTFORD AND ICMA‐RETIREMENT CORPORATION AS THE CITY’S 457(b)  RECORDKEEPERS AND PLAN ASSET CUSTODIANS; (3) SELECTION OF TIAA‐CREF  AS THE CITY’S 457(b) PLAN RECORDKEEPER AND PLAN ASSET CUSTODIAN; (4)  THE EXECUTION OF THE 457(b) CONTRACTS BY NANCY A. CARLSON, HRRM  ADMINISTRATOR; (5) TRANSFER OF THE CITY’S 457(b) PLAN ASSETS TO TIAA‐ CREF; (6) ALL ACTIONS TAKEN AND ALL CONTRACTS EXECUTED BY CITY  EMPLOYEES IN THIS PROCESS; AND (7) AUTHORIZING ANNUAL REPORTS BY  THE PLAN’S INVESTMENT COMMITTEE FOR FURTHER REVIEW AND  RATIFICATION EACH YEAR BY THE CITY.     WHEREAS, the City of Renton has employees rendering valuable service to the City, its  citizens and this community; and  WHEREAS, the establishment of a deferred compensation plan for such employees  serves the interests of the City of Renton by enabling it to provide reasonable retirement  security for its employees via a federal income tax deferred retirement savings plan under  Internal Revenue Code Section 457(b), enabling the City to provide reasonable retirement  security for its employees by providing increased flexibility in its personnel management system  and by assisting in the attraction and retention of competent personnel; and  WHEREAS, the City as the Plan Sponsor has the duty to monitor and ensure proper  administration of the 457(b) Plan; and   WHEREAS, the City’s Human Resources & Risk Management Administrator and staff  received notice that one of the City’s existing 457(b) Plan custodians was pursuing the sale of its  retirement plans business, which announcement was communicated to the City’s employees  and Plan participants on or about May 20, 2012; and   6h. - Human Resources and Risk Management Department recommends Page 102 of 121 RESOLUTION NO. _______  2  WHEREAS, following discussion, the Human Resources & Risk Management  Administrator made a decision to investigate steps to improve the City’s 457(b) Plan for the  City’s employee participants and held a meeting on May 10, 2012 with Greg Settle of Hyas  Group, a 457(b) Plan consultant, to discuss changes announced by the City’s departing 457(b)  Plan custodian and whether to utilize Hyas Group in the Request for Proposal process to  address the changes necessitated by The Hartford’s withdrawal as 457(b) Plan custodian; and   WHEREAS, following a reference check performed by the City’s Human Resources & Risk  Management department of proposed 457(b) Plan consultant, Hyas Group, on May 21, 2012, a  meeting was conducted with Greg Settle of Hyas Group to discuss set‐up of a Request for  Proposal Committee, and notice was sent on June 27, 2012 to the City’s Union presidents,  inviting them to participate in the formation of the Request for Proposal Committee; and  WHEREAS, an initial meeting of the Request for Proposal Committee was held with  457(b) Plan consultant, Greg Settle of Hyas Group, on August 2, 2012 and it was determined to  send notices to the City’s 457(b) Plan custodians/recordkeepers, The Hartford and ICMA‐ Retirement Corporation.  Said notices were sent on August 30, 2012, informing the Plan  custodians that the City was contracting with Hyas Group to consult with the City and to discuss  the change arising from The Hartford’s announcement to sell its retirement plans business, of  which the City’s 457(b) Plan was a part, and methods of improving the City’s 457(b) Plan for the  City’s employee participants, and about utilizing Hyas Group in the Request for Proposal  process; and  WHEREAS, the Human Resources & Risk Management department sent an email on  September 7, 2012 to all City employees announcing that The Hartford, one of the City’s 457(b)  6h. - Human Resources and Risk Management Department recommends Page 103 of 121 RESOLUTION NO. _______  3  Plan custodians, had reached an agreement to sell its retirement plans business to MassMutual  and that the City’s Human Resources & Risk Management department was exploring all other  vendor and 457(b) Plan options; and  WHEREAS, the City’s consultant had made numerous recommendations to improve the  City’s 457(b) Plan, including emphasizing efforts to reduce the 457(b) Plan’s overall expenses  and costs to the City’s employee participants; to find a 457(b) Plan custodian that could offer  competitive investment options, including a broad variety of low cost investment funds,  together with the investment flexibility of mutual funds and/or brokerage accounts for the  Plan’s employee participants; and   WHEREAS, as a result of the recommendations of the City’s consultant, the Human  Resources & Risk Management department prepared, with the assistance of the City’s  consultant, a Request for Proposal directed to possible 457(b) Plan custodians/recordkeepers  and vendors, so that each proposal could be fairly compared with others.  The City’s Request  for Proposal was released to the industry on November 30, 2012 and the City received nine (9)  responses from vendors to its Request for Proposal; and  WHEREAS, the Request for Proposal Committee met to discuss and review the  responses to the City’s Request for Proposal on January 16, 2013, including a determination of a  scoring system for the responses and the selection of finalists from the City’s Request for  Proposal; and  WHEREAS,  after review of each proposal and in consultation with its consultant, the  Request for Proposal Committee conducted a finalist interview on January 31, 2013, of ICMA‐ 6h. - Human Resources and Risk Management Department recommends Page 104 of 121 RESOLUTION NO. _______  4  Retirement Corporation and TIAA‐CREF, with a subsequent reference check of TIAA‐CREF on  February 6, 2013; and   WHEREAS, the Request for Proposal Committee, in consultation with the City’s  consultant, unanimously determined that an established 457(b) Plan custodian/recordkeeper,  TIAA‐CREF, would offer the best investment options at the lowest costs to the City’s employee  participants, including investment advice, consultation and account services, and that TIAA‐ CREF offered the City an opportunity to provide 457(b) Plan employee participants the greatest  value and services at the lowest cost; and  WHEREAS, on March 25, 2013, the Human Resources & Risk Management department  invited representatives of the City’s Unions to participate upon the Investment Committee for  the City’s 457(b) Plan; and  WHEREAS, written notification of 457(b) Plan vendor termination was sent to The  Hartford and ICMA‐Retirement Corporation on March 28, 2013, followed by notification by the  City to all 457(b) Plan employee participants on April 15, 2013, informing them of forthcoming  changes; and   WHEREAS, a “Blackout Notice” was sent on May 9, 2013 to all employee participants  from the City’s new 457(b) Plan custodian, TIAA‐CREF, a requirement as part of the transition  process and which prevents Plan participants from moving or withdrawing assets in the Plan as  the change and asset transfer from one Plan custodian to another is accomplished.  The  “Blackout Period” is in addition to any restrictions individual funds held by employee  participants may have placed on redemptions by current, non‐separated employee Plan  participants; and  6h. - Human Resources and Risk Management Department recommends Page 105 of 121 RESOLUTION NO. _______  5  WHEREAS, the change to new 457(b) Plan custodian/recordkeeper, TIAA‐CREF, required  the execution of several contractual agreements, including (1) a “Custodial Account Agreement  for a Non‐Trusteed Governmental 457(b) Plan with a TIAA‐CREF Brokerage Account,” executed  on June 6, 2013; (2)  “Recordkeeping Services Agreement for Governmental Plan(s) with a TIAA‐ CREF Brokerage Account,” executed on June 6, 2013; and (3) an “Adoption Agreement for the  457(b) Deferred Compensation Plan of the City of Renton, a Governmental Employer,”  executed on July 24, 2013.  All three contracts with TIAA‐CREF were executed by the City’s  Human Resources & Risk Management Administrator, Nancy A. Carlson.  None of the three  contracts involve the expenditure of public funds, as the contracts relate solely to the City’s  457(b) Deferred Compensation Plan; and  WHEREAS, on June 14, 2013, a mailing was sent to the City’s employee participants,  which consisted of the City’s Transition Guide and Transfer Strategy insert.  The Transition  Guide informed Plan employee participants about the City’s 457(b) Plan updates and transition  of assets to new 457(b) Plan custodian, TIAA‐CREF.  This included informing employee  participants about on‐site transition seminars and commencement of the Blackout Period on or  about July 5, 2013; and  WHEREAS, one of the ICMA funds, the PLUS Fund, had a 12‐month hold on transfers out  of the fund, if the individual was an active employee.  The restriction did not apply to  terminated/retired participants.  The City received one complaint from an active employee and  a few complaints from retired participants about the 12‐month hold.  The City helped the  retired individuals to transfer out of the fund.  The 12‐month hold has now ended and the  active employees have now transferred out of the ICMA fund.  The City also encountered a few  6h. - Human Resources and Risk Management Department recommends Page 106 of 121 RESOLUTION NO. _______  6  other minor glitches and complaints during the transition process.  However, the City’s 457(b)  Plan program is now running smoothly, with positive participant comments; and  WHEREAS, an Investment Committee has been established to review the investment  performance of the funds and to identify fund problems and to recommend replacement funds.   To ensure that the City is properly monitoring the fund, as the Plan Sponsor, the Investment  Committee shall make annual reports to the City for review and ratification;   NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF RENTON, WASHINGTON, DOES  RESOLVE AS FOLLOWS:   SECTION I. The above recitals are found to be true and correct in all respects.   SECTION II. The City of Renton hereby ratifies, confirms and adopts (1) the City’s  457(b) Plan Request for Proposal process and retention of a 457(b) Plan consultant, Greg Settle  of Hyas Group; (2) termination of The Hartford and ICMA‐Retirement Corporation as 457(b)  recordkeepers and Plan asset custodians; (3) the selection of TIAA‐CREF as 457(b) recordkeeper  and Plan asset custodian; (4) the City’s 457(b) Plan contracts and the execution of same by  Human Resources & Risk Management Administrator, Nancy A. Carlson, on behalf of the City of  Renton; (5) transfer of the City’s 457(b) Plan assets to TIAA‐CREF; (6) all actions taken and all  contracts executed by the City and its staff in the termination of the previous 457(b) Plan  custodians/recordkeepers, the Request for Proposal process, selection of TIAA‐CREF as  replacement 457(b) Plan Administrator, and transfer of the 457(b) Plan’s assets to TIAA‐CREF;  and (7) each year, annual reports on the 457(b) Plan shall be delivered by the Plan’s Investment  Committee to the City for review and ratification.  6h. - Human Resources and Risk Management Department recommends Page 107 of 121 RESOLUTION NO. _______  7   SECTION III. The City of Renton’s Human Resources & Risk Management  Administrator shall be the coordinator for the City’s 457(b) Plan; shall receive necessary  reports, notices or other documents from TIAA‐CREF; shall establish and maintain on behalf of  the City of Renton, an Investment Committee for the City’s 457(b) Deferred Compensation Plan  to consist of both represented and non‐represented employees;  shall carry out any and all  administrative duties required by the City’s 457(b) Plan; and shall execute all necessary  agreements with TIAA‐CREF incidental to the administration of the Plan or with regard to any  enhancements thereto, should a Roth 457(b) Plan or other enhancement be made available for  the City’s employee participants.      PASSED BY THE CITY COUNCIL this _______ day of ___________________, 2014.                         Bonnie I. Walton, City Clerk    APPROVED BY THE MAYOR this _______ day of _______________________, 2014.                          Denis Law, Mayor      Approved as to form:              Lawrence J. Warren, City Attorney    RES.1638:6/25/14:scr  6h. - Human Resources and Risk Management Department recommends Page 108 of 121 8a. - Approve actions taken to acquire and consolidate a new custodian of Page 109 of 121 8a. - Approve actions taken to acquire and consolidate a new custodian of Page 110 of 121 8a. - Approve actions taken to acquire and consolidate a new custodian of Page 111 of 121 8a. - Approve actions taken to acquire and consolidate a new custodian of Page 112 of 121 8a. - Approve actions taken to acquire and consolidate a new custodian of Page 113 of 121 8a. - Approve actions taken to acquire and consolidate a new custodian of Page 114 of 121 8a. - Approve actions taken to acquire and consolidate a new custodian of Page 115 of 121 8a. - Alpine Nursery Annexation (1st reading 7/7/2014)Page 116 of 121 8a. - Alpine Nursery Annexation (1st reading 7/7/2014)Page 117 of 121 8a. - Alpine Nursery Annexation (1st reading 7/7/2014)Page 118 of 121 8a. - Alpine Nursery Annexation (1st reading 7/7/2014)Page 119 of 121 8a. - Alpine Nursery Annexation (1st reading 7/7/2014)Page 120 of 121 8a. - 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