Personnel Committee

PERSONNEL COMMITTEE AGENDA COMMISSION CONFERENCE ROOM 4243 REMEMBRANCE RD. NW. MONDAY, MAY 12, 2025 12:00 AM Call Meeting to Order - Record Attendance 1. Committee Members: Mayor Carey (Chair), Jessica Babcock, Steven Gilbert, and Elaina Huizenga-Chase (Alternate) Discussion Items 1. Approval of Minutes from December 16, 2024 2. DPW Policy Requests 3. Personnel Manual Policy Updates:  Section 130.01 Earned Sick Time  Section 60.0 Employee Classifications  Section 90.0 Compensation  Section 110 Benefits Policies (Multiple Sections) Adjournment Page 1 of 25  PERSONNEL COMMITTEE MEETING MINUTES COMMISSION CONFERENCE ROOM MONDAY, DECEMBER 16, 2024 4:00 PM Call Meeting to Order - Record Attendance Committee Members: Jessica Babcock and Elaina Huizenga-Chase City Staff: Darrel Schmalzel, Frank Wash, Shannon Bales, Keith Mankel, and Chad Host Discussion Items Approval of Minutes from October 28, 2024 Motion by Jessica Babcock, seconded by Elaina A. Huizenga-Chase to approve the October 28, 2024 meeting minutes. Motion Carried. Section 130.3 Holidays Policy Update HR Director, Shannon Bales, provided information regarding the changes to the City's holiday policy which includes the addition of holiday pay for permanent part time employees. Section 90.0 Compensation Policy Update Director Bales explained the updates to the compensation policy stating that section 90.2 was removed and added to section 130.3. Motion by Jessica Babcock, seconded by Elaina A. Huizenga-Chase to approve changes to the Holiday and Compensation policies effective January 1, 2024. Motion Carried. Fire Department Staffing Increase Request Chief Keith Mankel explained the current fire department schedule to the committee stating that when employees are out on leave due to illness, vacation, training, etc. the department's staffing needs are currently not met. A request was made for two additional staff members, one for each platoon, to meet the department's needs. Personnel Committee Minutes 12-16-24 Page 1 of 2 Page 2 of 25  Motion by Jessica Babcock, seconded by Elaina A. Huizenga-Chase to approve the addition of two new firefighters. Motion Carried. Elected Officials' Handbook Review The committee reviewed suggested changes to the elected official's handbook. Discussion around additions and reasoning for the additions was held. S. Bales said next steps are to make the suggested updates and clarify sections with Mayor Carey then come back to the Committee with the third draft. Manager Schmalzel suggested forwarding the next draft to the City Commission for approval. Motion by Elaina A. Huizenga-Chase, seconded by Jessica Babcock to approve forwarding the Elected Official's Handbook to the City Commission, pending changes, for final approval. Motion Carried. Adjourned at 4:29 PM Personnel Committee Minutes 12-16-24 Page 2 of 2 Page 3 of 25  SECTION 130.1 SICK LEAVEEARNED SICK TIME PURPOSE All City employees, unless on vacation, are expected to be on the job each scheduled day of his/her respective work week. Recognizing, however, that there are reasons for an employee's absence beyond their his/her control, the following policy governing sick time leave covers all employees as listed below. Employees may not utilize earned paid sick leave time in the first ninety (90) days of employment. POLICY All City employees who are eligible to accrue earned sick time per the Michigan Earned Sick Time Act (ESTA) are listed in the table below. Employees who are employed under a collective bargaining agreement should refer to their contract for details related to earned sick time. ESTA Accrual Earned sick time will either be frontloaded or distributed based on accrual, depending on employee status as set forth below. Earned but unused sick time will carry over from year to year as outlined in the table. For the purposes of earned sick time, a benefit year will begin on July 1 and end on June 30. Employee Status Hours Max Bank AccumulatedEarned Accumulation Full-time Employees 8 hours per month 720 hours (frontloaded on a monthly basis) Full-time Firefighters (average 45 hours per 9 hours per month 810 hours work weekscheduled 9 hours per work day) (frontloaded on a monthly basis) Regular Part-time employees hired before 4 hours per month 480 hours 07/01/2009 Regular Part-time hired after 07/01/2009 40 hours deposited in No bank roll over allowed and Variable Part-time Employees who January per calendar year average at least 25 hours per week in the 1 hour of earned sick 72 hours may be rolled previous calendar year per Act No. 369 of time for every over from year to year 2018 of the State of Michigan cumulative 30 hours Regular Part-time, Variable Part-time, worked Seasonal, Paid on Call, and Program-based employees Full-time and Regular Part-time employees covered under this policy will not be deducted earned sick time for dental or doctor appointments that were approved in advance and when such time off does not exceed two (2) hours per month. Qualification for Sick LeaveESTA Usage Earned sick time may be used Sick leave for non-occupational illness or injury shall be allowed only for the following reasons: Page 4 of 25 • The eligible employee’s mental or physical illness, injury, or health condition; medical diagnosis, care, or treatment of the eligible employee’s mental or physical illness, injury, or health condition; or preventative medical care for the eligible employee. • The eligible employee’s family member’s (i.e. spouse, child, parent, sibling, grandparent, or grandchild) mental or physical illness, injury, or health condition; medical diagnosis, care, or treatment of the eligible employee’s family member’s mental or physical illness, injury, or health condition; or preventative medical care for a family member of the eligible employee. • If the eligible employee or the eligible employee’s family member is a victim of domestic violence or sexual assault, the medical care or psychological or other counseling for physical or psychological injury or disability; to obtain services from a victim services organization; to relocate due to domestic violence or sexual assault; to obtain legal services; or to participate in any civil or criminal proceedings related to or resulting from the domestic violence or sexual assault. • For meetings at a child’s school or place of care related to the child’s health or disability, or the effects of domestic violence or sexual assault on the child. • For closure of the eligible employee’s primary workplace by order of a public official due to a public health emergency; for an eligible employee’s need to care for a child whose school or place of care has been closed by order of a public official due to a public health emergency; or if it has been determined by the health authorities having jurisdiction or by a health care provider that the eligible employee’s or eligible employee’s family member’s presence in the community would jeopardize the health of others because of the eligible employee’s or family member’s exposure to a communicable disease, whether or not the eligible employee or family member has actually contracted the communicable disease. Family Member Definition A "family member" for purposes of ESTA usage includes: i. A biological, adopted or foster child, stepchild or legal ward, or child of a domestic partner, or child to whom the employee stands in loco parentis (the relationship of a parent) ii. A biological parent, foster parent, stepparent, or adoptive parent or a legal guardian of an employee or an employee’s spouse or domestic partner or a person who stood in loco parentis when the employee was a minor child iii. A person to whom the employee is legally married under the laws of any state or a domestic partner iv. A grandparent v. A grandchild vi. A biological, foster, or adopted sibling, any individual related by blood or affinity whose close association with the employee is the equivalent of a family relationship Replacement Eligible employees who use earned sick time are not required to search for or secure a replacement worker as a condition for using earned sick time. Workmen’s Compensation In case of work-related incapacitating injury or illness for which an employee is, or may be, eligible for, work disability benefits under Workmen's Compensation Law, said employee may use his/her accumulated sick time leave for time missed to augment the difference between the amount of weekly Workmen's Compensation benefits and his/her the employee’s regular base salary or wage. Page 5 of 25 Sick Leave Time Annual Payout Employees with sick time bank hours accumulated in excess of the max accumulation will be paid for those additional hours on, or around, June 30. Unused sick leave time over 720, 810, or 480 hours will be paid at seventy-five percent (75%) of the employee's wage rate in effect at the time of the payout. Sick Leave Time Credit Payout Employee’s hired before July 1, 2009 are eligible for sick time pay out upon retirement. Upon an employee's normal retirement, which for this benefit feature is defined as age sixty (60) years of age and twenty (20) continuous years of service, unused accumulated earned sick leave time shall be paid to the employee at seventy-five percent (75%) of his or herthe employee’s wage rate that was in effect as of July 1, 2014. Any employees hired after July 1, 2009 are not eligible for earned sick time payout upon retirement from the City. Employees who are employed under a collective bargaining agreement should refer to their contract for details of this payout. No payment of unused earned sick time will be made upon termination, resignation, discharge or death. Coordination with FMLA Accumulated earned sick leave time will be charged forrun concurrently with FMLA approved any FMLA leave provided that the leave meets the requirements of FMLA. which meets the eligibility provisions for use of sick leave under this policy. Any sick leave used that also qualifies for FMLA leave will be charged against the leave amounts available under the FMLA. PROCEDURES If employees have accumulated enough earned sick time, they must use earned sick time to account for time missed on their scheduled shift for one of the qualifying reasons set forth in this policy. Utilizing Earned Sick Time 1. Employees who will be absent from work for their scheduled shift for an ESTA qualifying reason must notify the department supervisor as soon as practicable in advance of the start of the workday, or seven (7) days in advance when the absence is foreseeable. 2. Earned sick time must be used in 15-minute increments and will be paid at an employee’s current normal hourly rate. 3. Employees must ensure the correct time is entered on their timesheet for earned sick time hours and any hours worked. Medical Documentation 1. Upon return to work from more than three (3) consecutive working days for which the employee used earned sick time, the employee may be required to furnish reasonable medical documentation to support their request to apply for earned sick time. This documentation must be provided within a timely manner, though the City will not delay the application of earned sick time while waiting for documentation. 2. Supervisors will notify employees as soon as possible if medical documentation is required when returning to work. This documentation must be submitted to the supervisor who will then provide the documentation to the Human Resource department. Page 6 of 25 3. Falsification of such evidence may result in discipline up to and including discharge. 4. If there is an out-of-pocket cost to the employee to secure documentation of the absence, the City will reimburse the employee for the cost. If an employee is not able to enter earned sick time requests due to absence, the Department Head will complete employee timesheets based on information provided by the employee through the notification process. If an employee has accrued earned sick time enough to cover the absence, earned sick time hours will be deducted for work hours missed due to the ESTA qualifying absence. Department Heads will review timesheets and ensure hours and rules are applied correctly and the appropriate time entries and pay codes are accounted for before approval of the timesheet. Department Heads will notify the payroll team of any timekeeping issues as soon as possible. Rights and Anti-Retaliation The City shall not interfere with, restrain, or deny the exercise of, or the attempt to exercise, any right protected under ESTA. The City will not take retaliatory personnel action or discriminate against any employee because the employee has exercised a right under ESTA. Rights protected by ESTA include, but are not limited to, the right to use earned sick time pursuant to ESTA, the right to file a complaint or inform any person about any employer's alleged violation of ESTA, the right to cooperate with the Department of Licensing and Regulatory Affairs in its investigations of alleged violations of ESTA, and the right to inform any person of his or her rights under ESTA. Employees have the right to file a complaint with the Department of Licensing and Regulatory Affairs for any violation of ESTA. Section Date Original Issued Date Last Revised Approval 130.1 10/15/93 02/25/201902/21/2025 DPS Page 7 of 25  SECTION 60.0 EMPLOYEE CLASSIFICATIONS For the purpose of fairness regarding salary and wage administration, employment benefits and other matters, the City deems it necessary to classify employees into specific categories. Employees who question their classification should discuss the matter with their department supervisor or Human Resources DirectorAssistant City Manager. Employees are classified according to their level of responsibility and normal scheduled work hours. (See also Section 120.0 regarding Attendance, Work Hours and Time Off). The fFollowing are non- elected employee classifications at the City of Walker: Full-Time Exempt – Employee that normally works forty (40) hours per work week but based on job duties that fall under the Fair Labor Standards Act (FLSA) are considered exempt from certain federal and state labor laws, including overtime pay. Such employees receive full-time benefits. Executive - Position must supervise the equivalent of at least two full-time subordinates on a regular basis and with the effective ability to direct and evaluate their work, and to recommend hiring, firing and discipline. Administrative - Employees who have substantial control over an integral operation of the City's business, with substantial autonomy to exercise independent judgment in carrying out their tasks. Part-Time Exempt – Employee that provides services to the 59th District Court in the capacity of Magistrate and based on job duties that fall under the FLSA are considered exempt from certain federal and state labor laws. This employee is not required to work a minimum number of hours to remain employed but must work enough to carry out responsibilities as directed by the District Court Judge. This employee is not eligible for benefits. Full-Time Non-Exempt - Employees who are normally scheduled to work eighty (80) hours (or more) per pay period. Such employees receive full-time benefits. Regular Part-Time - Employees who are normally scheduled to work twenty-four (24) hours but less than forty (40) hours per work week. Such employees are eligible for partial benefits. (See section 110.0, Benefits Provided Full-time and Regular Part-time Employees.) Part-time employees working twenty-three (23) hours per week or less are not eligible for benefits. Variable Part-Time – Employees who have work schedules that vary from week to week and work less than forty (40) hours per work week on average. Such employees are not eligible for limited benefits. Seasonal/Temporary - Seasonal, intermittent employees hired to work a schedule not to exceed 1820 calendar days. Such employees are not eligible for limited benefits. Paid On-Call - Employees who respond to calls for service and agree to work on an as-needed, call- in basis. (However, see also Section 110.0 for benefits provided this classification.) Such employees are eligible for partial benefits. Program-Based – Employees who provide services for a City coordinated program (such as recreation or elections) and work hours based on their availability in coordination with the various Page 8 of 25 programs. These employees are not required to work a minimum number of hours per week. Such employees are eligible for limited benefits. Section Date Original Issued Date Last Revised Approval 60.0 10/15/93 10/26/15 DPS Page 9 of 25  SECTION 90.0 COMPENSATION It is the policy of the City to provide compensation that compares favorably with other similar organizations in our community, for similar work under similar conditions. Compensation is periodically reviewed and adjusted based on market demand for the positions. 90.1 Pay Period Compensation is paid bi-weekly. Employees shall ensure that hours worked and paid time-off (i.e., sick, personal, vacation, and other time-off classifications) taken during the preceding pay period are properly recorded and submitted with timesheets to ensure proper recording of employee time. The pay period begins at 12:00 A. M. on Saturday and ends at 11:59 P.M. on the second Friday following. Pay day is every other Thursday, which means there are twenty-six pay days each year. On each pay day, the employee will receive a check for the number of hours worked during the previous two weeks. In the event a national holiday should fall on pay day, Thursday, every effort will be made for checks to be issued the preceding day. Employees will be notified via email as soon as possible if a change in deposit day occurs. Electronic pay stubs will be issued to employees via email prior to pay day. Those without access to email will receive a printed copy of their pay stub. The printed copy will be issued to the employee, department supervisor, or departmental members that are authorized by the HR Department to pick up departmental pay stubs. Suspected errors and/or omissions in pay checks will be handled in accordance with the following procedures:  Employees who have questions regarding their pay should contact their supervisor. The supervisor will contact the HR Department to investigate the problem (i.e., worked time, benefit time, pay rate, etc.).  If it is determined that no error or omission in the paycheck was made, the supervisor will inform the employee.  If it is determined that an error has been made by the HR Department or management, and it affects the base pay of the employee’s paycheck, an adjustment will be made by the HR Department as soon as possible. All other adjustments will be made on the next available paycheck. The City does not issue paper checks for payroll purposes. Funds must be deposited electronically into a bank account(s) authorized by the employee. It is the employee’s responsibility to inform the HR Department of any changes in their direct deposit accounts prior to the start of the payroll process. The city-issued direct deposit form should be used for all changes. In the event funds cannot be deposited into an employee’s account due to closure or other reasons, those funds will not be reissued until the dollars have been returned to the City’s bank account. The City cannot cash pay checks, and an employee cannot draw money in advance of regular pay. Pay checks will not be given out prior to the respective pay day. Page 10 of 25 90.2 Left Intentionally Blank 90.3 Left Intentionally Blank Deferred Compensation Plan The City provides a supplemental retirement plan for eligible employees. Retirement benefits provided under the Plan are in addition to regular social security and pension benefits. Actual benefits under the Plan depend upon employee contributions to the Plan and the investment performance of the Plan. All employees of the City including elected officials are eligible to participate in this Plan. This is a voluntary plan and subject to the rules as set by the plan documents with the plan administrator and regulations as set by the Internal Revenue Service. Additional information is available in the Human Resources Department. Important: The above is intended to be only a brief synopsis of the benefit plan and is not intended to be all inclusive. In case of any difference between this and the official plan document, the plan document will always prevail. Additional details regarding the Plan are available from the Human Resources Department. Section Date Original Issued Date Last Revised Approval 90.0 10/15/93 12/16/2024 Personnel Committee 04/11/2025 Page 11 of 25  SECTION 110.0 BENEFITS AVAILABLE TO FULL-TIME AND REGULAR PART TIME EMPLOYEES The City provides a comprehensive fringe benefit program to employees who meet eligibility requirements as set forth by the insurance carriers, plan documents, and the City policy. Eligibility, benefits, coverage and costs are subject to terms of the insurance policies and plans. These policies and plans, and are subject to change. Coverage will be provided by an insurance carrier or medical provider selected by the City of Walker. In any situation in which insurance is provided, benefits as specifically stated in the insurance policy are binding regardless of any statement contained in this Manual, or any other statements or policies of the City. Employees who are employed under a collective bargaining agreement should refer to the contract for details related to benefits and eligibility. Contact the Human Resources Department for questions, documents/forms, or plan details. Below is a quick reference table regarding benefit eligibility by classification. See benefit policy for details. Part-Time Regular Variable Seasonal / Paid On Program Benefit Full-Time Exempt Part-Time Part-Time Temporary Call Based If qualify If qualify If qualify If qualify If qualify Medical X under ACA under ACA under ACA under ACA under ACA Dental X Flexible Spending X X Plan Life Insurance X X Short & Long Term X X Disability Accident Policy Fire Only X 410a Defined X X X Contribution Plan 457 Deferred Compensation X X X Plan Retirement Health X Savings Plan WIFC Membership X X X X X X X Employee Assistance X X X X X Program Section Date Original Issued Date Last Revised Approval 110.0 10/15/93 05/01/2025 Personnel Committee Page 12 of 25  SECTION 110.1 HEALTH MEDICAL AND DENTAL INSURANCE PURPOSE This policy outlines the medical and dental benefits provided to eligible employees of the City of Walker. The goal is to provide access to quality healthcare and promote the well-being of our employees and their eligible dependents. POLICY The City will make available to full-time employees and regular part-time employees hired before July 1, 2009 employees that work on average more than thirty (30) hours per work week, group hospital, medical, and dental insurance in accordance with the master insurance policiesy. Eligibility Full-time and Regular Part Time employees regularly scheduled to work more than thirty (30) hours per week will be eligible for medical and dental insurance for themselves and their dependents immediately upon hire. Medical and dental coverage begins on the first day of employment. All other employee classifications that work on average more than thirty (30) hours per work week during the designated look-back period will be eligible on January 1st for the calendar year following the look-back period. The following employees are not eligible to participate in this plan: • Employees who normally work six (6) months or less per year; • Part-time eEmployees who work less than 30 hours per work week on averagehired after July 1, 2009; • Employees who perform services for the City pursuant to an agreement between the City and another person or entity, such as an employment agency or employee leasing organization; and • Employees who perform services for the City pursuant to a written agreement with the City that does not provide for participation in this coverage. The City of Walker will make available to all qualified full-time employees and their dependents hospitalization and dental insurance. For regular part-time employees hired before July 1, 2009, health and dental insurance will be provided by the City. Spouses and children of regular part-time employees may also be included at the employee’s expense, provided the carrier approves such coverage. Coverage will be in accordance with the hospitalization and dental insurance contract(s) carried by the City. Health and dental coverage are effective on date of hire. Variable Part Time employees that work on average more than thirty (30) hours per week during the designated look-back period are eligible for medical benefits in accordance with the Affordable Care Act. The look-back period will be November 1st through October 31st of each year. Premiums Employees will be responsible to pay a certain percentage of the premium for their health caremedical insurance benefit. The amount of this payment will be determined by the City Commission. Page 13 of 25 Employees do not pay premium costs for their dental insurance benefit. Benefits Termination All insurance benefits end upon termination of employment or in the event of a change in employment status subject to the provisions under the Consolidated Omnibus Budget Reconciliation Act of 1985 (COBRA). Benefits coverage ends on the last day of employment or work schedule change occurs. Claims It is the employee's responsibility to complete appropriate forms and to consult summary plan documents for details regarding benefits coverage. Coordination of health caremedical benefits may apply if covered employees have another health care medical plan in force that accepts coordination. Claim forms and a summary of benefits are available from the Human Resource (HR)Department. Leave of Absence When an employee goes on leave of absence, it is his/her their responsibility to make arrangements with the Human Resource HR Department concerning payment of insurance premiums. If no arrangements are made, COBRA notice will be sent and benefits may be canceled (see also Sections 130.5 and 130.8 regarding leaves of absence.) Enrollment Period An open enrollment period is available in either October or November for a two-week period each year, during which time an employee may make changes to his/her their coverage. A thirty (30) day period is allowed for employees to change the health medical and dental insurance coverage due to a qualifying life event, such as marriage, divorce, death, or birth/adoption. This provisional period begins from the date of the event creating the change in coverage. Otherwise coverage is not available until the succeeding enrollment period. Payment in Lieu of Medical and Dental Insurance The City is very involved and interested in the health and health maintenance of its employees in a variety of ways, including the provision of medical and dental insurance. There are, from time to time, a limited number of employees that voluntarily choose not to be enrolled in the City's various medical/dental insurance programs because they and/or their family have other insurance protection. As a way of providing some incentive to consider voluntary non-participation in the City's health insurance programs, the City will offer employees the option to take an annual payment in lieu of providing health and/or dental insurance. The amount of this annual payment will be determined by the City Commission. However, in instances where an employee and his/her spouse are both employed by the City, payment of health medical and/or dental insurance premiums or payments in lieu of health medical and/or dental insurance premiums will not be duplicated. Important: The benefit package is subject to change by the City Commission and is not a guarantee of the continuation of any benefit or any benefit level. The above is intended to be only a brief synopsis of the benefit plan and is not intended to be all-inclusive. It is not the Summary Plan Description for the benefits offered by the City, which will be provided separately. In case of any differences between this and the official plan document, the plan documents will always prevail. Additional details regarding health care benefits are available from the Human Resources HR Department. PROCEDURE The HR Department will provide new employees with a benefit review at the time of hire and provide Page 14 of 25 employees with the ability to timely enroll in eligible benefits. New employees should enroll in benefits within two weeks of hire and submit additional required documents to complete benefits enrollment in that timeframe. Employees should notify the HR Department of qualifying life events in a timely manner to ensure proper enrollment and eligibility. Premiums will be deducted from the employee’s paycheck and calculated based on twenty-six (26) pay periods in a calendar year. Deductions will be made during each month an employee is employed with the City. Summary plan documents, benefits details, and other various forms will be made available to employees on the online benefits portal, citywide drive, or HR Department. If an employee is to be off work on unpaid leave, the employee must make arrangements in advance of their absence (when possible) with the HR Department, in accordance with Sections 130.5 and 130.8 of the Personnel Manual, to pay benefit premiums. If an employee is on paid leave, benefit premiums will be deducted from the employee’s paycheck as usual. Open Enrollment will be conducted annually by the HR Department and the City’s benefit partner(s). Employees will have the opportunity to make benefit selections for the following calendar year. Employees are expected to review all communications sent from the City, our benefits partner(s), or online benefits portal. If employees do not complete open enrollment instructions by the close of the enrollment period, they may lose coverage until the next enrollment period. Section Date Original Issued Date Last Revised Approval 110.1 10/15/93 12/18/2020 Personnel Committee Page 15 of 25  SECTION 110.4 RETIREMENT BENEFITS Retirement Savings Plans Pension 1. Defined Benefit Pension Plan (employees hired before January 1, 1999, who did not opt to participate in the New Defined Contribution Pension Plan.) This plan is closed.  The City will fund a retirement plan for its full-time and regular part-time employees. Employees may be required to make contributions to the plan pursuant to collectively bargained agreements, or the terms of the plan.  All employees become 100% vested in the plan after five (5) years of service. Employees who terminate with less than five (5) years of service will have 0% vesting. Such employees, however, will receive a refund of any contributions they have made to the plan.  Normal retirement under the plan is at age sixty (60), regardless of years of service. Early retirement may be taken at fifty-five (55) with ten (10) years or more of service, or with twenty-five (25) years of continuous service regardless of age. Early retirement benefits are actuarially reduced in accordance with the terms of the plan. 2. Defined Contribution Pension Plan (employees who do not participate in the Defined Benefit Pension Plan and all full-time, regular part-time and paid on call employees hired after July 1, 1999). • Refer to Section 110.8 Defined ContributionRetirement Savings Plans for more information. Health Insurance 1. For full-time employees hired prior to July 1, 2009 andEmployees who have separated from the City prior to March 1, 2025 and meet the following requirements are eligible for medical and dental insurance benefits in retirement in accordance with the plan(s) currently provided to other City employees. a. upon normal rRetirement at age sixty (60), with twenty (20) years of continuous service, the City will make available health and dental insurance in accordance with the plan(s) currently provided to other City employees. . b. Early retirement with twenty-five (25) years or more of continuous service will be eligible for coverage commencing at age sixty (60), provided such coverage is permitted by the insurance carrier(s). Coverage for the employee’s/retiree’s dependants, and for the employee/retiree prior to age sixty (60) will be at his/her own expense, and subject to the restrictions of the insurance carrier. As a way of providing an incentive to consider voluntary non- participation in the City’s health insurance program, the City will offer retirees the option to take an annual payment in lieu of providing health insurance. The amount of this annual payment will be determined by the City Commission. At age sixty-five (65), the coverage will convert to a City-paid supplement to Medicare, for Planart B for the employee only. 2. Any Full-time non-union employees hired after July 1, 2009 are required to participate in a Retirement Health Savings Account that will be offered by the City. Contributions to this plan will be determined by the plan documents as approved by the City Commission. Page 16 of 25   Refer to Section 110.8 Retirement Savings Plans for more information 2.3. All employees covered under a collective bargaining agreement should refer to the contract for details related to this benefit. The City reserves the right to amend, alter or terminate these benefits. Current and future retirees may be required to contribute toward premiums, if City employees are required to make contributions. Section Date Original Issued Date Last Revised Approval 110.4 10/15/93 04/07/20253-15-10 DPSPersonnel Committee Page 17 of 25  SECTION 110.5 LIFE AND ACCIDENTAL DEATH AND DISMEMBERMENT INSURANCE PURPOSE This policy outlines the life and accidental death and dismemberment (AD&D) insurance provided to eligible employees of the City of Walker. The goal is to provide life insurance coverage to its employees, assisting with financial security for their families in the event of a covered employee’s death. POLICY Life and AD&D Insurance The City will provides group term life insurance to all regular full-time and regular part-timeeligible employees after thirty (30) days on the jobbeginning on date of hire. Coverage provides $40,000 of life insurance, the premium for which is fully paid by the City of Walker. All full-time fire department employees who participate in suppression activities (non-administrative) and full-time public works employees who regularly work in the public right of way are eligible for triple indemnity coverage. Additional voluntary life insurance will be offered to the employee when allowed by the group life policy provider. The cost of any additional voluntary insurance will be at the expense of the employee. Payments will be made as payroll deductions over twenty-six (26) pay periods. All employees covered under a collective bargaining agreement should refer to the contract for details related to this benefit. Eligibility The following employee classifications are eligible for life and AD&D insurance: • All full-time employees • All regular part-time employees The following employees are not eligible to participate in this plan: • Employees who normally work six (6) months or less per year • Employees who perform services for the City pursuant to an agreement between the City and another person or entity, such as an employment agency or employee leasing organization • Employees who perform services for the City pursuant to a written agreement with the City that does not provide for participation in this coverage • Any other employee classification groups not listed above Termination Life insurance coverage will cease upon termination of employment. Within thirty-one (31) days following termination, by making application and paying the first premium, the employee may convert the coverage to an individual life insurance policy on any regular Whole Life or Endowment Plan then being offered by the insurance company. When an employee goes on a Leave of Absence, it is the employee's responsibility to make arrangements through the Finance Department concerning the payment of insurance premiums. If Page 18 of 25 no arrangements are made, these benefits will automatically be canceled. Group Accident Policy The City will provide life insurance and accident coverage for all paid on call firefighters and all full- time fire department employees who participate in suppression activities (non-administrative). The policy includes death, impairment, income protection, medical expense, and other additional benefits. Benefits begin on the first day of employment and terminate on the last day of employment. The premium for this policy is paid by the City of Walker. Important: This is only intended to be a brief summary of the benefit plan provisions and is not intended to be all-inclusive. In case of any differences between this policy and the official plan documents, the document will always prevail. A Summary Plan Description and additional information are available from the Human Resources (HR) Department. PROCEDURE The HR Department will provide new employees with a benefit review at the time of hire and provide employees with the ability to timely enroll in eligible benefits. New employees should enroll in benefits within two weeks of hire and submit additional required documents to complete benefits enrollment in that timeframe. Premiums will be deducted from the employee’s paycheck and calculated based on twenty-six (26) pay periods in a calendar year. Deductions will be made during each month an employee is employed with the City. Summary plan documents, benefits details, and other various forms will be made available to employees on the online benefits portal, citywide drive, or HR Department. If an employee is to be off work on unpaid leave, the employee must make arrangements in advance of their absence (when possible) with the HR Department, in accordance with Sections 130.5 and 130.8 of the Personnel Manual, to pay benefit premiums. If an employee is on paid leave, benefit premiums will be deducted from the employee’s paycheck as usual. Open Enrollment will be conducted annually by the HR Department and the City’s benefit partner(s). Employees will have the opportunity to make benefit selections for the following calendar year and update beneficiaries as necessary. Employees are expected to review all communications sent from the City, our benefits partner(s), or online benefits portal. If employees do not complete open enrollment instructions by the close of the enrollment period, they may lose coverage until the next enrollment period. Employees wishing to update beneficiaries at any time should contact the HR Department and complete the necessary forms or update the benefits portal accordingly. Section Date Original Issued Date Last Revised Approval 110.5 10/15/93 11/22/0404/10/2025 DPSPersonnel Committee Page 19 of 25  SECTION 110.6 HEALTH FITNESS CENTERWIFC MEMBERSHIP PURPOSE The City encourages employees to achieve and maintain a healthy lifestyle through physical fitness. This policy outlines the complimentary Walker Ice & Fitness Center (WIFC) membership benefit provided to eligible employees and volunteers. POLICY The City of Walker provides a health fitness center and ice-skating facility membership to the WIFC for all eligible City employees and active members of various city boards and commissions. The Ice Arena & Fitness facilityWIFC provides a wide range of exercise equipment as well as fitness programs. Employees may use the facility as often as they like during non-working hours, which includes open skate sessions and the fitness center. Costs associated with personal training, tanning, locker rental, other individual programs designed for the employee, skate rental, etc. remain with the employee. Membership begins when the employee registers after employment begins and ends on the last day of employment. Any abuse of this benefit may result in revocation of this benefit. Eligibility The following employees are eligible for a City-provided WIFC membership: • All full-time employees • All part-time employees • All seasonal employees, for the time they are actively employed with the City • All paid on call employees • All active program-based employees, for the time they are actively employed with the City • All active board and committee members • All benefit eligible City of Walker retirees Employees must be at least 14 years of age to qualify. PROCEDURE Employees are provided with a pass membership card after registering on forms available through the Benefits administrator’s officeWIFC front desk. Employees are encouraged to use the Health Fitness Center for their physical well-being. Employees should follow the gym guidelines for membership and adhere to all rules of the building. The facility can be used during WIFC open hours only. Additional family members living in the same household can join the WIFC for a reduced cost. Please see the WIFC front desk for more details. Section Date Original Issued Date Last Revised Approval Page 20 of 25 110.6 5/10/99 04/10/2025 Personnel CommitteeCVM Page 21 of 25  SECTION 110.7 EMPLOYEE ASSISTANCE PROGRAM PURPOSE This policy outlines the City of Walker’s commitment to supporting employee well-being through a confidential and voluntary employee assistance program (EAP). POLICY The City of Walker will provide confidential and voluntary assistance through its EAP to eligible employees, and any member of the employee’s household, who may be faced with challenges of financial concerns, legal issues, alcohol or drug problems, marital problems, illness of a family member, emotional worries, etc. For the welfare of employees as well as for effective business operations, City of Walker encourages its employees to take advantage of this benefit. The City has contracted with the Employee Assistance Center to provide counseling services to full-time and regular part-time employees or family member. Typical counseling services may include martial or family conflicts, alcoholism, drug abuse, psychological problems, legal and financial difficulties, and any work related problem. A twenty-four (24) hour hotline is available to contact a counselor for initial telephone consultation. If necessary, up to five individual consultations are available to assess a problem and provide an appropriate referral. The service EAP is available to eligible all full-time, part-time, and paid on call employees of the City of Walker at no cost. However, it does not cover referrals to other agencies. Any referrals made outside of the program offerings are at the full cost of the employee either through eligible insurance coverage or out of pocket expense. An Employee Assistance Center contract is treated confidentially and is not reflected in City employee personnel records. Reports sent to the City are number of services used only. No names are disclosed. Employees are not limited to the number of times the Employee Assistance Center may be contacted. However, only five sessions are allowed for each presenting problem for which counseling is sought. (Note: Employee Assistance Center counselors may be contacted at 1-800- 227-0905.) PROCEDURE Program details are available in the Human Resources (HR) office, in breakrooms and employee common areas throughout city buildings, on the citywide drive, and with department supervisors. Employees are encouraged to share any feedback to HR regarding the program. Section Date Original Issued Date Last Revised Approval 110.7 10/15/93 6/25/1204/10/2025 DPSPersonnel Committee Page 22 of 25  SECTION 110.8 DEFINED CONTRIBUTION PLANRETIREMENT SAVINGS PLANS PURPOSE This policy outlines the various retirement savings plans made available to help eligible employees accumulate financial resources for retirement. POLICY All employees covered under a collective bargaining agreement should refer to the contract for details related to these benefits. Defined Benefit Plan (DB) The City of Walker offers a DB plan to eligible employees. This plan is closed. See Section 110.4 for more details. Defined Contribution Plan (401a) Effective January 1, 1999, tThe City of Walker will provide a dDefined cContribution pPlan (401A), (hereafter “the Plan”) for all eligible full-time, and regular part-time, and paid on call employees including Paid on Call Fire Department personnel. Part-time employees working less than twenty- four (24) hours per week and/or other interim employees working less than six (6) months per year are not eligible to participate in the plan. All other classifications of employees are ineligible for this plan. After January 1, 1999, employees enrolled in the City’s existing employee Defined Benefit Pension Plan, (see Section 110.4) may convert their account balance to the Plan subject to the requirements of the Defined Benefit Plan Administrator. All employees starting after January 1, 1999 will participate in the Plan after completing six (6) months employment. 401a Employer & Employee Contributions • For those eEmployees hired before July 1, 2009, the City will make contributions to the Plan employee’s 401a at the rate of ten (10) percent of the base compensation each pay period. New employees who have completed six (6) months of employment will receive retroactive contribution for that period. • For those full time and part time employeesEmployees hired after July 1, 2009, the City will contribute six percent (6%) of base compensation each pay period. earnings excluding overtime and bonuses. The City will contribute an additional two percent (2%) on behalf of each employee who makes a 2% voluntary contribution to the Plan401a. Base compensation includes regular hourly pay equating to forty (40) hours per week or less depending on work schedule for non-exempt employees or base salary pay for exempt employees. This does not include any special pays, overtime, or other various payouts. Contributions begin after six (6) months of employment. A retroactive employer contribution will be made after enrollment for the first six months of eligible earnings. Employees may make voluntary contributions up to twenty-five percent (25%) of gross base compensation. Separation of Service An employee terminating employment with the city may take his/her their contributions at any time Page 23 of 25 after separation. The vesting period for the 401a plan Vesting in contributions made by the City requires two (2) years of continuous service to be eligible for 100% of the employer contributions. Vested employees terminating employment with the City may elect to receive entire account balance, roll the account over into a new plan, or leave the money in the Planwith the plan services provider. Employees contemplating such alternative decisions are urged to consult their tax advisor. Additional information regarding this e Defined Contribution Pplan can be obtained from the Finance Human Resources (HR) Department. Retirement Health Savings (RHS) The City will provide a retirement health savings (RHS) account for all non-union full-time employees. This plan provides employees with funds to use in retirement for eligible medical expenses. The City will make a two percent (2%) bi-weekly contribution to the employee’s account based on the base compensation of each eligible employee. The vesting period for the RHS plan is five (5) years of continuous service. Additional information regarding this plan can be obtained from the HR Department. Deferred Compensation Plan (457) The City provides a voluntary supplemental retirement savings plan for eligible full-time, regular part-time, and paid on call employees and elected officials. Eligible employees can request to make tax deferred contributions from their paycheck into an eligible 457 account. No employer contributions are made on behalf of the employee. Actual benefits under the plan depend upon employee contributions to the plan and the investment performance of the plan. This is a voluntary plan and subject to the rules as set by the plan documents with the plan administrator and regulations as set by the Internal Revenue Service. Additional information is available in the HR Department. Important: The above is intended to be only a brief synopsis of the benefit plans and is not intended to be all inclusive. In case of any difference between this and the official plan documents, the plan document will always prevail. Additional details regarding the plan are available from the HR Department. PROCEDURE Employees will be contacted by the HR Department after they have completed six (6) months of service with the City of Walker. Employees will complete enrollment documents and elect contributions they wish to make to the plan. HR will complete enrollment and adjust payroll deductions and expenses accordingly. Employees can make changes to their contributions to the plans as allowed by IRS regulations and plan documents. Contact HR for more details. Page 24 of 25 At separation of service, HR will terminate the employee by following instructions provided by the plan service provider. All vested employer contributions and any employee contributions will be available to the employee per the provisions of the plan documents and IRS regulations. The employee should work with a plan service provider representative for any changes that need to be made to the account(s) after separation of service. Section Date Original Issued Date Last Revised Approval DPSPersonnel 110.8 5/10/99 3/15/1004/11/2025 Committee Page 25 of 25