Adopted by Spokane Public Library Board of Trustees on March 18, 2008; revised August 16, 2016.
1. GENERAL
1.1 This document briefly describes employee benefit plans and programs offered by the Spokane Public Library, and supplements Board adopted Policy HR 2.2, Benefits.
1.2 This bulletin is divided into the following sections:
Section 1 – General
Section 2 – Benefits Package Components
Section 3 – Definitions
2. BENEFITS PACKAGE COMPONENTS
The following sections contain a description of the benefits to which employees of the Spokane Public Library may be entitled. This is intended to be a very general explanation and does not provide the details of these benefits. This document does not change or otherwise interpret the terms of any official document including benefit plan documents, library policies, or terms of a collective bargaining agreement. Specific rights can be determined only by referring to the full text of the official document. To the extent that any of the information contained herein is inconsistent with the official document, the provisions of the official document will govern in all cases. For more complete information regarding benefit programs employees may refer to the Summary Plan Descriptions, if applicable, which are provided separately and may be obtained from the city’s benefits website at
www.instantbenefits.com/sites/cust_ben/city_of_spokane, or from the city’s human resources office.
2.1 Medical Insurance
All employees holding a regular position with the library that is budgeted at .75 FTE (30 hours per week) or greater are eligible for coverage for themselves and their qualified dependents under the group health plans offered by the library through the city of Spokane. Coverage is effective the first of the month following thirty days employment. Depending on the plan selected, and whether dependent coverage is selected, employees may be required to pay a portion of the premiums through payroll deduction. Regular employees holding a position that is budgeted between .5 FTE and .75 FTE, and who have worked for the library for at least six consecutive months, will have access to City Plan III or City Plan IV medical coverage at their own expense. Premiums are deducted from pay on a pre-tax basis and are not subject to federal or state income taxes or Social Security tax unless the employee specifically opts out of this provision. Rate sheets are available on the library’s intranet or from the human resources office. The city of Spokane benefits website, the plan administrator as listed in the summary plan description, or the city benefits office may be contacted for further information or to answer specific questions concerning coverage.
2.2 Dental Insurance
Employees qualifying for medical coverage, and their qualified dependents, are also eligible for dental insurance under the city of Spokane dental plan. Coverage is effective on the first day of the month following thirty days employment. The library pays 100% of the premium for full family coverage. Regular employees holding a position that is budgeted between .5 FTE and .75 FTE, and who have worked for the library for at least six consecutive months, will have access to dental insurance coverage at their own expense. The city of Spokane benefits website, the plan administrator as listed in the summary plan description, or the city benefits office may be contacted for further information or to answer specific questions concerning coverage.
2.3 Life Insurance
Group term life insurance benefits are provided for all library employees holding a regular .75 FTE or greater position, and their eligible dependents. The coverage provided depends on whether the position held is represented, nonrepresented, or a senior level position under contract. Information concerning the applicable level of coverage, and policy documents fully explaining coverage, may be obtained from the city’s benefits website or from the city of Spokane employee benefits office. Additional voluntary group term life insurance may be purchased. The Voluntary Group Life Insurance program offers coverage for the entire family, the freedom to apply for coverage that’s right for each employee, the flexibility to update coverage as needs change, and convenient payments through payroll deduction. Interested employees may contact the city of Spokane employee benefits office for further information and to obtain enrollment forms.
2.4 Long Term Disability Insurance
This insurance is provided to management, professional, and confidential (nonrepresented) employees only. It provides income replacement if a covered employee becomes disabled and is unable to work for an extended period. Specific information and/or policy documents are available from the benefits website or the city of Spokane benefits office.
2.5 Flexible Spending Accounts
Library employees may participate in the city of Spokane’s Reimbursement Account Plan. The plan allows employees to save on out-of-pocket expenses for eligible health care and dependent care by using before-tax dollars, thereby reducing taxable income and stretching take-home pay. The dollars set aside under the plan are not subject to federal or state income taxes or Social Security Tax.
Employees may elect to participate in either or both of the two accounts available. The first is for out-of-pocket eligible health care expenses, such as deductible co-payments not paid by health care coverage, eyeglasses and contact lenses. The second is for eligible dependent care expenses, such as child daycare.
Interested employees may visit the benefits website or contact the city of Spokane employee benefits office for further information and enrollment forms.
2.6 Worker’s Compensation Insurance
The library participates in the self-insured worker’s compensation insurance program administered by the city of Spokane. All employees and volunteers who work for the library are covered under the city’s program. If an employee becomes injured on the job or develops an occupational illness, he or she is required to report it to his or her supervisor immediately and will be entitled to industrial insurance benefits. All medical bills resulting from an allowable on-thejob injury or occupational illness will be paid through the program. Employees may also be entitled to wage replacement or other benefits. Claims and benefits are evaluated and paid by the city’s risk management department, and specific questions should be directed to that department.
All employees and volunteers have a right to file a claim. The library will not penalize or discriminate against any person for filing a claim. Any false claim filed may be prosecuted to the full extent of the law.
2.7 Unemployment Insurance
The library contributes to the State of Washington Unemployment Program and
all employees are entitled to Unemployment Compensation benefits when separated from library service under qualifying circumstances.
2.8 City of Spokane Retirement System
The Spokane Employees’ Retirement System was founded on July 1, 1942 and is a formally funded pension plan with compulsory membership for all city and library employees in regular positions. Contributions are on a pre-tax basis and are currently set at 7.75% of salary, with a like amount paid by the library that is used for funding the overall plan. When a member leaves library employment individual contributions, including interest earned, may be refunded upon application to and approval by the Retirement Board.
Employees are eligible for retirement benefits at age 50 with five or more years of creditable service, but certain rules may apply. Service credits under the system are based on full time employment, therefore, an employee working half-time will earn one year’s service credit for every two years worked. For those employees hired on or before December 31, 2008, a straight retirement benefit is calculated by multiplying 2.15% of the member’s highest consecutive two-year monthly salary by the member’s years of creditable service up to a maximum of 30 years. For those hired on or after January 1, 2009, age plus years of service must equal 75 “points” before they can draw a pension. Their straight retirement benefit is calculated by multiplying 2.0% of the member’s highest consecutive two-year monthly salary by the member’s years of creditable service to a maximum of 35 years. Five other retirement options are available that, with a reduction in pension compensation, provide various forms of settlement to a beneficiary upon death.
In the event an employee becomes totally and permanently disabled for any reason, with five years of service (as defined above) he or she is potentially eligible for a disability pension. The minimum service requirement does not apply when the disability is the result of an on-the-job injury.
Specific information about the provisions of the Retirement System may be obtained from the SERS website at 222.spokanesers.org, or from the Retirement office at City Hall.
2.9 457 Deferred Compensation Plan
Under Section 457 of the Internal Revenue Code public employees are able to save for retirement with pre-tax dollars through an employer sponsored deferred compensation plan. The city of Spokane sponsors a plan, administered through ICMA Retirement Corporation, in which library employees holding regular positions may voluntarily participate. Contributions and earnings on contributions are not subject to federal and state income taxes until the funds are withdrawn from the plan, generally at retirement. Contributions are, however, currently subject to Social Security taxes. Under current law, the employer is considered the legal owner of all plan assets. However, the plan assets are held in trust by the investment company for the exclusive benefit of the enrolled employees.
Employees may enroll in the 457 plan within two weeks of their effective date of employment, or during quarterly enrollment periods. The maximum contribution is determined annually by the IRS. Catch up provisions, allowing for contributions in excess of the normal maximum, are available to those age fifty or more. Contributions may be stopped or changed at any time through the PeopleSoft HR system, although certain deadlines will apply each pay period.
The library provides a matching contribution to plan participants. The maximum matching contribution is determined by the Library Board of Trustees for nonrepresented employees, and through negotiations for represented employees. Specific information about maximum matching contributions may be obtained by contacting library human resources, the city of Spokane human resources office, or (for represented employees) referring to the collective bargaining agreement. Each individual must contribute an amount equal to or greater than the applicable maximum employer match to receive the full match.
For specific information about the 457 Plan, or to obtain enrollment forms, employees may contact the city of Spokane human resources office.
2.10 Social Security
The library contributes to the Federal Social Security Program. The employee portion of Social Security taxes will be deducted from the pay of all employees as required by law.
2.11 Employee Assistance Program
The Employee Assistance Program (EAP) provides short-term confidential counseling and referral services for employees and their family. The EAP is designed to deal with a broad range of personal or work-related issues, such as: work, family or marital discord; emotional or behavioral disorders; alcohol or drug abuse; financial, legal, and other personal problems. Services are available twenty-four hours a day, seven days a week. Up to eight visits per issue are provided annually free of cost to the employee.
The goal of the EAP, through self-referral and management referral, is to assist a troubled employee to maintain and/or return to optimal job performance by using a positive approach to restore productivity, as well as offering assistance and encouragement to employees to help themselves.
Further information about the Employee Assistance Program is available from the City’s benefits website, the library human resources office, or from the city of Spokane’s employee benefits office.
2.12 Paid Leave
2.12.1 Vacation – All library employees holding a regular position will receive the benefit of paid vacation. Vacation accrues each pay period at a rate dependent upon the position held and years of service, and is available for use after six months employment. Temporary, seasonal and extra help employees do not receive the benefit of paid vacation. Detailed information on the accrual and use of vacation time can be found by referring to the library’s policy on that topic.
2.12.2 Holidays – All library employees holding a regular position will be paid for seven closed holidays each year including New Year’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, the day preceding Christmas, and Christmas Day. In addition, four floating holidays are provided each year to be taken at a time mutually agreeable to the employee and their supervisor. Employees hired after July first are entitled to two floating holidays for use in that year. A fifth floating holiday is provided to all employees who are employed prior to Martin Luther King Day for use on that day, when all library facilities will be closed. Those employees who do not work on Mondays may use the fifth floater later that year. Temporary, seasonal and extra help employees do not receive he benefit of paid holidays. Detailed information on holidays and holiday pay can be found by referring to the library’s policy on that topic.
2.12.3 Illness Leave – All library employees holding a regular position will receive the benefit of paid illness leave. Illness leave accrues at the rate of four (4) hours per pay period (pro-rated for part time employees) and is available for use as it accrues. Temporary, seasonal and extra help employees do not receive this benefit. Detailed information on illness leave and its appropriate use may be found by referring to the library’s policy on that topic.
2.12.4 Shared Leave – Library employees may donate illness leave, vacation time and/or compensatory time to a co-worker who has been absent from work for an extended period of time due to a severe or extraordinary illness, injury or other impairment, or that of an immediate family member; has exhausted all leave accruals; and will imminently go on leave without pay or terminate library employment. Employees must apply for and be approved to receive shared leave. Additional information may be obtained by referring to the library’s policy on shared leave.
2.15.5 Jury Duty and Subpoenas – Employees are encouraged to cooperate in the judicial process by serving on juries when called and complying with all subpoenas. Employees who are called as jurors and employees who respond to subpoenas that are job related will not suffer any loss of pay, seniority, or benefits. Detailed information may be found by referring to the library’s policy on this topic.
2.12.6 Military Leave – Every employee who is a member of the Washington National Guard, or of the army, navy, air force, coast guard, or marine corps reserve of the United States, or of any organized reserve or armed forces of the United States, shall be entitled to and shall be granted military leave in order that he or she may report for active duty when called, or take part in active training duty. Up to fifteen days military leave per calendar year will be paid leave not charged against any leave account, and will not involve any loss of seniority, status, or pay. The library will also grant military leaves of absence as required by law. Further information on military leave and military leave of absence may be obtained by referring to the library’s policy on that topic.
2.12.7 Voting on Paid Time – Library administration encourages all employees who are eligible to vote to do so. Because of the extended hours during which polls are open and the availability of mail-in ballots it is expected that each employee will be able to vote and also work his or her assigned schedule. Should an emergency arise in which an employee could vote only during work hours, the employee will be granted paid time off for this purpose. Paid time to vote must be authorized by the Library Director or his or her designee.
2.12.8 Conducting Union Business on Paid Time – Shop stewards and other certified union officials may conduct union business during working hours only if advance permission is given by the service area supervisor and no work of a critical nature will be affected. Good judgment and discretion should be employed by the union representative in requesting, and the supervisor in granting or denying, paid time to transact union business. Refusal to grant permission is subject to the grievance process.
2.12.9 Interviewing on Paid Time – Interviews with current employees who have applied for another position within the library will generally be conducted during the interviewing employee’s off-work hours. When, for the convenience of the library, an interview is scheduled during an employee’s regular work shift, the employee will be paid for any portion of the interview falling within the employee’s scheduled work shift.
2.13 Other Benefits
2.13.1 Electronic Paycheck Deposit – Electronic deposit is offered to all library employees wishing to have their paychecks directly deposited into a personal checking or savings account each payday. Forms are available from the library’s human resources or business offices. Elections may be made or changed at any time. There may be a one pay period delay to set up new or changed accounts.
2.13.2 Conference or Workshop Attendance – Employees may apply for paid time to attend conferences, meetings of professional groups, and workshops. Detailed information may be found by referring to the library’s Continuing Education policy and to the Administrative Practice for Participation in State and National Organizations.
2.13.3 Professional Memberships – Library administration encourages all employees to become active and involved members of appropriate professional organizations and interest groups. Most memberships are individual and are paid by the employee. The Library Director may authorize payment of both individual and organizational memberships that clearly provide an institutional benefit. Upon application and approval, the library will support professional involvement with paid release time and assistance with travel expenses for meeting and conference attendance. Specific information may be obtained by referring to the Administrative Practice for Participation in State and National Organizations.
2.13.4 Staff Borrowing Privileges – Fines and fees will be waived on overdue materials checked out to library employees. However, employees will be denied further checkout privileges until the materials have been returned and checked in, or have been paid for as lost. This privilege lapses with termination of employment. It is expected that employees will not abuse this privilege by keeping materials out for extended periods of time. Employees are not allowed to manipulate their own account, or those of friends and family members, by renewing non-renewable materials, moving holds up in the queue, or by making any other unauthorized
exception to established policies or procedures. Employees may not, under any circumstances, waive charges on their own account or those of their immediate family members.
2.13.5 Bus Passes –Library employees may obtain a City of Spokane identification badge from the City’s human resources office, located on the fourth floor of City Hall. The ID badge also serves as a free bus pass. All library employees are eligible for this benefit.
2.13.6 Secure Bicycle Room – A locked bicycle storage room is located in the parking garage at the Downtown Library and is available for the use of all library employees during work hours. The key card issued to Downtown Library employees is used to gain access.
2.13.7 Lockers – All regularly scheduled library employees are provided an assigned locker and a combination lock for their use in securing their personal belongings. Employees will use only the lock provided by the library and will return it should they transfer to a different location or leave library employment. Lockers and combination locks remain the property of the library, and the library retains the right to access lockers as necessary and as allowed by law.
2.13.8 Spokane Public Library Staff Association – All library employees are eligible to become members of the Staff Association, an organization formed to promote the social interests of the staff. The Association typically plans and provides activities, such as parties for members who resign or retire and an annual holiday party. Officers and a member-atlarge from each branch are elected annually by the membership. Employees may contact their branch Staff Association representative for further information, or to become a member.
2.13.9 Staff Rooms – Each library facility has a designated area where employees may relax and eat during work breaks. Only employees may use these areas. Employees are expected to maintain cleanliness and orderliness by washing and storing any dishes or utensils they have used, wiping spills from countertops and microwave ovens, and keeping refrigerators clean and free of outdated items.
3. DEFINITIONS
Regular Position – A position with a regular schedule of twenty or more hours per week, or a full or part-time salaried position.
Regular Employee – An employee holding a regular position who has successfully completed the probationary period.
Temporary, Seasonal or Extra-Help Position – A position with a schedule of less than twenty hours per week, or that is on an on-call or project basis. This is considered provisional employment that may be terminated at any time.
Represented Classifications – Those classifications that are represented by a bargaining unit that negotiates wages, hours, and other terms and conditions of employment with the library on the employee’s behalf.
Non-Represented Classifications – Those classifications that are not represented by a bargaining unit. Terms and conditions of employment are specified by adopted policy or by action of the Library Board of Trustees. The Library Board of Trustees reserves the right to adopt or revise policies applicable to non-represented staff at any time.
Senior Administrative Classifications – Terms and conditions of employment are specified in a written agreement signed by the employee and the employer. Contractual terms will take precedence over any conflicting policy. Positions classified as senior administrative are generally at the highest levels in the organization, such as library director and deputy or assistant directors.
