1. All leave, except sick leave, shall be approved by the immediate supervisor, in advance. Employees shall notify their immediate supervisor as far ahead of each shift as is possible.

1. Employees begin accruing paid sick leave at the commencement of employment. Sick leave is accrued at the rate of one working day for each full month of employment. Sick leave is not accrued during a period of layoff of service or leave of absence. Any balance of unused sick leave may be carried over to the next year until the maximum balance of 360 hours of sick leave is accrued. Employees may begin using accrued sick leave on their ninetieth day of employment.

Upon written or oral request, employees may use sick leave for the following purposes:

“Family member” means any of the following: (a) a child, which means a biological, adopted, or foster child, stepchild, legal ward, or a child to whom the employee stands in loco parentis, regardless of age or dependency status; (b) a biological, adoptive, or foster parent, stepparent, or legal guardian of an employee or the employee’s spouse or registered domestic partner, or a person who stood in loco parentis when the employee was a minor child; (c) a spouse; (d) a registered domestic partner; (e) a grandparent; (f) a grandchild; (g) a sibling.

If the need for paid sick leave is foreseeable, the employee shall provide reasonable advance notification. If the need for paid sick leave is unforeseeable, the employee shall provide notice of the need for the leave as soon as practicable. For any absence of three days or more for the employee’s own injury or illness, the district may require a release to return to work from the employee’s health care provider.

Employees may use sick leave in minimum increments of one-half hour.

Sick leave will be paid at the employee’s hourly wage. Employees who had different rates of pay in the 90 days prior to taking sick leave will be paid for sick leave at the rate of pay calculated by dividing the employee’s total wages, not including overtime pay, by the employee’s total hours worked in the full pay periods of the 90 days of employment prior to taking such sick leave.

2. Upon retirement from the district, an employee’s unused sick leave and emergency health fund of record shall be covered as follows:

3. Upon the death of an employee, all accrued sick leave and emergency health fund will be paid to the employee’s estate at the rate of 100 percent.

4. Unused sick leave credits shall be accumulated from year to year to a maximum of 360 hours in a sick leave fund to be used by the employee as needed for approved sick leave.

5. Sick leave credits over 360 hours shall accrue to an emergency health fund. Upon the death of an employee, all sick leave of record will be paid to the estate at the rate of 100 percent.

6. Emergency health fund shall be reduced in the following order:

7. Emergency Health Fund Conversion. The amount of unused sick leave credits granted in the preceding 12 months, as determined as of the first pay period ending prior to December 1st of each year, shall be distributed as follows:

8. Retirement Hospitalization. The following wording pertains to employees who retired before July 1, 2004:

1. ACVWDM and ASSET Members. Injury or illnesses arising out of and occurring in the course of employment will be administered under the workers’ compensation laws of the state of California. In circumstances where absences are not compensable under the workers’ compensation laws of California an employee shall be entitled to use accrued sick leave. Sick leave used during the time a claim is pending a decision will be credited back to the employee at the time the claim becomes compensable. Leave credited will be for time paid under the workers’ compensation laws of the state of California. In an effort to conform to later developments with workers’ compensation benefits, any underpayments/overpayments regarding accrued leave, workers’ compensation payments, or any other benefit will be adjusted/deducted from the employee’s paycheck, regardless of fault.

2. CVWDEA Members. Injury or illnesses arising out of and occurring in the course of employment will be administered under the workers’ compensation laws of the state of California.

In circumstances where absences are not compensable under the workers’ compensation laws of California an employee shall be entitled to use accrued sick leave.

Should an employee be entitled to time off work under the workers’ compensation laws of California and incur the three-day waiting period under the law, the district will provide paid leave up to but not exceeding the three-day waiting period. Any time off after the three-day waiting period will be administered under the workers’ compensation laws of California.

An employee may be eligible for up to an additional 24 hours of leave time to attend doctor appointments incurred under the workers’ compensation laws of California and that are within the district’s workers’ compensation medical provider network (MPN). This leave time is only available when an employee is present at district facilities and performing district work duties the day of the appointment. This time shall not be combined with vacation, sick, or any other leave benefit.

Doctor appointments as described above must be scheduled during the first hour or last hour of an employee’s scheduled shift. Appointments made outside of this window will require the employee to use personal sick leave to cover the hours absent from work. If the employee is out of sick leave time, the additional time off of work will be unpaid.

In an effort to conform to later developments with workers’ compensation benefits, any underpayments/overpayments regarding accrued leave, workers’ compensation payments, or any other benefit will be adjusted/deducted from the employee’s paycheck, regardless of fault.

1. Eligible Employees. Employees eligible for FMLA are those who (a) are one of 50 employees within 75 miles of the work site, (b) have been employed for at least 12 months and (c) have worked at least 1,250 hours during the 12-month period immediately preceding the commencement of the leave.

An eligible employee may take unpaid leave for the following reasons:

2. Length of Leave. An eligible employee is entitled to a maximum of 12 weeks of unpaid leave within a 12-month period without loss of seniority. The amount of leave available to an employee at any given time will be calculated by looking backward at the amount of leave taken within the 12-month period immediately preceding the requested leave. An employee who fails to return to work immediately following expiration of the authorized leave period is subject to termination. Leave taken for any other reason which would qualify under this provision may be counted against the employee’s leave entitlement under this provision.

3. Substitution of Paid Leave.

4. Certification. Prior to taking a serious health condition leave, the employee must submit to the human resources director written medical certification from a health care provider of the serious health condition. The district allows 15 days after the employee’s request for certification to be submitted, if the leave was not foreseeable. Failure to provide such certification upon request may result in a denial or delay of leave particularly if the district determines the leave was reasonably foreseeable. If the requested leave is for the employee’s serious health condition, the district reserves the right to request that the employee receive a second opinion from another health care provider at the district’s expense certifying the serious health condition of the employee. The district reserves the right to require that an employee provide the district with verification of the medical condition, if the certification expires prior to the end of the leave.

Before returning to work, an employee who is on leave of absence as a result of his or her own serious health condition must submit a health care provider’s written certification that they are able to perform the essential functions of their job, with or without reasonable accommodation. Failure to provide such certification may result in the delay or denial of job restoration.

5. Intermittent or Reduced Leave. Serious health condition leave may be taken on an intermittent or reduced schedule basis when certified by a health care provider.

Child care leave ordinarily must be taken in at least two-week intervals, except twice in any 12-month period when a leave may be taken for a shorter period of time.

6. Insurance Premiums. During an employee’s leave of absence, the district will continue to provide health/dental/vision insurance coverage under the same terms as if the employee were not on leave. As such, the employee will remain personally responsible for any co-payments and/or premium contributions. Long-term disability will be deducted from the first paycheck after the employee returns from the leave of absence. An employee who does not return may be required to repay any insurance premiums paid by the district during the leave.

7. Job Restoration. Upon return from family or medical leave in accordance with this provision, the employee will be returned to the same or an equivalent position with no loss in benefits which accrued prior to the leave of absence. An employee who does not return to work at the end of an authorized leave is subject to termination. An employee taking leave under this provision shall not be given any greater rights to a job than if the leave had not been taken.

8. Employee Notification. An employee who expects or anticipates taking a family or medical leave is required to notify the human resources director of the date of commencement and the expected duration of the leave at least 30 days in advance of the leave, or, if the need for the leave is not foreseeable, as soon as practicable. In cases where the need for leave is foreseeable, an employee’s failure to provide 30 days’ notice prior to taking the leave may result in denial or delay of leave. An employee requesting leave under this provision should submit a written request for leave to the human resources director.

1. Leave without pay shall be 30 days or less when an employee’s vacation leave is exhausted and, in cases of illness, when sick leave also is exhausted.

Leave without pay will be requested in advance by the employee on a leave slip (Form 005). Approval in advance by the department head is required. Leave without pay shall be limited to conditions considered by the department head to be in the best interest of the district.

Requirement of a reemployment physical is discretionary by the district.

2. Leave Without Pay, Service Date. Service dates shall be adjusted if the officer or employee is on leave of absence or any other nonpay status in excess of 30 consecutive calendar days so that no leave is earned during such period.

1. Each officer or regular employee, while on duty, when called for fire or police duties during periods of emergency caused by fire, riot or an act of God, shall be obligated first to the district’s activities and protection. There being no district emergency, the person shall, while on said leave, receive their regular compensation during the period so served. Hours for which payment is received by the employee from other agencies for such service shall be deducted from district pay. A leave slip for the period of absence when accompanied by written verification of duty shall be approved by the general manager. The absence shall not be deducted from any earned leave.

2. Each officer or employee disabled while on minuteperson leave or voluntary service activities shall be granted leave without pay for the duration of the disability. The accrual of district benefits shall conform to those granted during leave of absence. (See subsection (J) of this section.)

In the event the length of absence and the nature of the employee’s duties require another employee to be hired, the return from minuteperson leave disability shall be at the level of responsibility and with duties designated by the general manager. Ultimate reemployment in any classification shall be agreeable to the department head and the individual.

A reemployment physical may be required.

1. The district provides employees who are victims of domestic violence with unpaid time off from work for the following reasons:

2. Employees who are victims of domestic violence abuse must provide the district with reasonable advance notice of the need for time off pursuant to this policy, unless advance notice is not possible due to the circumstance. However, if an employee who is the victim of domestic violence abuse takes unscheduled time off pursuant to this policy, the employee must provide the district, within a reasonable period of time following the unscheduled time off, one of the following:

3. An employee who is a victim of domestic violence may use available vacation or floating holidays to take time off pursuant to this policy.

4. However, the amount of time off pursuant to this policy cannot exceed the unpaid leave time available under FMLA.

5. The district does not discriminate or retaliate against employees who are victims of domestic violence abuse and who take time off pursuant to this policy to ensure their own health, safety or welfare or that of their child/children.

1. Group Insurance Plans. The district will continue to provide two fully insured health maintenance organization (HMO) plans and one fully insured preferred provider organization (PPO) plan to eligible employees, spouses/domestic partners and their dependents through the remainder of the calendar year. Medical plans do not cover services outside the United States.

The district will provide three medical plan options – one HMO plan, one PPO plan and one other medical plan (EPO, HMO, POS or PPO) – to all eligible employees and their dependents for the term of the current MOU.

The medical plan(s) include(s) prescription drug benefits.

2. Medical Premiums (CVWDEA Members). The district will pay 80 percent of the total monthly premium cost for any group medical plan offered by the district for the duration of the current MOU. The employee will contribute 20 percent of the total monthly premium cost for the group medical plan he/she has elected for the calendar year.

3. Medical Premiums (ASSET Members). The district will pay 75 percent of the premium cost of medical insurance premiums per employee. The remaining 25 percent of the premiums will be paid for by the employee through payroll deduction.

4. Medical Premiums (ACVWDM Members). The district will pay 75 percent of the total insurance premiums for medical, dental, and vision insurance per employee and their dependents. The remaining 25 percent of the medical, dental and vision insurance premiums will be paid for by the employee on a pre-tax basis through payroll deduction.

1. For the duration of the current MOU, for retirees with 25 or more years of service, the district will pay 80 percent of the medical insurance premiums for retiree and eligible dependents for the duration of the current MOU. The retiree will be eligible to maintain the dependents that are on his/her plan at the time of retirement as long as the dependents remain eligible for coverage. The remaining 20 percent of the premiums will be paid for by the retiree on a monthly basis.

2. For Employees Hired After July 1, 2011. For the duration of the current MOU, for retirees with 15 or more years of service, the district will pay 80 percent of the medical insurance premiums for the retiree only for the duration of the current MOU. The remaining 20 percent of the premiums will be paid for by the retiree on a monthly basis.

3. For Employees Hired Before July 1, 2011. For the duration of the current MOU, for retirees with 10 or more years of service, the district will pay 80 percent of the medical insurance premiums for the retiree only. The remaining 20 percent of the premiums will be paid for by the retiree on a monthly basis.

Retirees are not eligible for the dental plan. Immediately upon retirement, the retiree will be offered the opportunity to purchase dental insurance and pay premiums at their own expense through COBRA for a maximum of 18 months.

Retirees are not eligible for the vision plan. Immediately upon retirement, the retiree will be offered the opportunity to purchase vision insurance and pay premiums at their own expense through COBRA for a maximum of 18 months.

4. Retiree Medical Premiums. All premiums are due within 30 days of receipt of the invoice. After 30 days, a late notice will be sent along with the invoice for the following month’s premiums. If the medical premium invoice is 90 days past due, medical coverage may be cancelled. If the retiree medical plan is cancelled, a retiree cannot re-enroll in any district group retiree medical plan until open enrollment or if they experience a qualified change in status. Any additional costs beyond what the district had been paying at time of cancellation will be at the retiree’s expense.

If a retiree marries after his/her retirement date, the spouse is not eligible for district group medical plan benefits. Retirees will be offered a chance to choose a plan when eligible for benefits during open enrollment or after a qualified change in status.

When a retiree or eligible spouse/domestic partner becomes Medicare-eligible, the retiree or eligible spouse/domestic partner will no longer be eligible for the district group medical plans or prescription drug plans. At that time he/she would then enroll in a Medicare plan and, if eligible and at the discretion of the retiree, the medical supplemental insurance program.

5. Opt-Out of Retiree Medical Plans. The district will allow each retiree to opt out of the district retiree health care program if they are covered by another retiree health plan. Any retiree who provides to the district evidence of insurance under a separate policy and requests to be deleted from the district’s coverage shall receive $450.00 per month for the entire enrollment year. A retiree can elect to opt out of or re-enroll in the medical plan during open enrollment or if they have a qualified change in status.

If the retiree and spouse are both retirees of the district, one of the retirees may opt out of the medical plan and be covered as a dependent under their spouse’s plan. The retiree does not receive a monetary amount for opting out of the retiree medical plan.

1. Effective July 11, 2015, PERS members who are considered “classic” members contribute eight percent on a pre-tax basis toward the eight percent CalPERS employee contribution rate.

2. Employees who are considered to be “new” PERS members contribute 50 percent of the normal cost of the two percent at 62 CalPERS plan on a pre-tax basis.

3. The district contracts with CalPERS for the two and one-half percent at 55 retirement plan for “classic” members and two percent at 62 for “new” members.

4. The district contracts with CalPERS to include the ability for employees to purchase military service credit at their own expense.

5. The district contracts with CalPERS for the Pre-Retirement Option Settlement 2 Death Benefit.

1. Supplemental Life Benefits. All district employees will have the ability to purchase additional life insurance coverage anytime during the year.

2. Short-Term Disability. All district employees will have the ability to purchase additional short-term disability insurance anytime during the year.

3. Long-Term Care. Long-term care coverage is available to employees and their spouse/DP at their own expense during open enrollment.

4. Deferred Compensation. The district provides the employees with an opportunity to participate in a 457 deferred compensation supplemental retirement plan. This benefit is in addition to the PERS retirement plan.

5. 401(a) Plan (ACVWDM Only). The district will provide a 401(a) plan to the ACVWDM employees.

1. The district shall provide “steel-toed” safety shoes for employees in classifications where foot injury hazards exist.

2. Employee will pick up requisition from claims/safety department and show need for replacement.

3. Employees provided safety shoes by the district may be subject to discipline for not wearing such shoes while on duty.

1. Educational Reimbursement.

2. Continuing Education (ASSET and ACVWDM Only). ASSET and ACVWDM employees will be provided with paid time to attend continuing education courses (CEC) to obtain contact hours to satisfy the requirements for certifications under the following conditions:

A list of approved certificates along with CEC requirements will be maintained by the human resources department. Employees wanting to attend CECs for certification outside of the requirements of their current job description may apply for assistance under the educational reimbursement program.

3. Continuing Education (CVWDEA Only). The district will allow up to 16 hours of paid time to attend classes for contact hours required for renewal of their current certification that is needed for their classification series. Time will not be used in overtime calculations.