BENEFITS POLICY

Date last revised: August 21, 2012. Document #5.39.

1. GENERAL

1.1 A competent, capable and committed workforce is essential to the achievement of the Spokane Public Library’s’ mission. The Spokane Public Library recognizes the importance of “total compensation” in attracting and retaining well-qualified employees who are committed to delivering outstanding service to library patrons.

Total compensation consists of:

• Monetary compensation (direct compensation)—base pay, pay supplements,
  and other pay
• Indirect compensation—employee benefits that have a monetary value, including health care coverage, retirement plans, paid leave and holidays
• Non-monetary rewards—both tangible and intangible rewards, including recognition for achievements in the workplace, learning opportunities, a positive and appreciative work environment, and the opportunity to have a positive impact on the lives of others

This document outlines library policy regarding indirect compensation and nonmonetary rewards offered as benefits. Components of the benefits package are discussed in detail in document 2.2A, which supplements this policy, and in some cases in separate policies. Direct compensation is addressed under a separate policy.

1.2 This policy is divided into the following sections:

Section 1 – General
Section 2 – Statement of Policy
Section 3 – Eligibility for Benefits
Section 4 – Responsibilities

2. STATEMENT OF POLICY

As an employer, the Spokane Public Library believes that it is in the best interest of both the organization and our employees to provide a comprehensive and competitive benefits package that will assist employees and their eligible dependents in meeting their health and welfare needs; provide paid leave for recreational purposes and to attend to personal or family health issues; provide the means to plan for a secure retirement; and provide other appropriate perquisites of employment.

3. ELIGIBILITY FOR BENEFITS

3.1 The library currently offers health insurance, life insurance, and retirement programs, as well as other benefits through the City of Spokane’s plans. Some
library benefit programs, such as vacation and illness leave, are offered by the library independently and may differ from similar programs offered by the City of Spokane. 

3.2 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 and life insurance plans offered by the library through the city of Spokane. Coverage is effective the first of the month following thirty days employment. Regular employees holding a position that is budgeted between .5 FTE (20 hours per week) 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 and dental insurance at their own expense.

3.3 Participation in the City of Spokane Retirement System is mandatory for all regular employees. 

3.4 All regular employees will accrue vacation and illness leave from the date of hire. Illness leave may be used as it accrues; vacation accruals are available for use following six months employment. The library is closed for eight paid holidays annually. In addition, each employee will receive four floating holidays annually. Regular part-time employees (.5 FTE or greater) are entitled to pro-rated vacation, illness leave and holiday pay.

3.5 Employees may refer to administrative document number 2.2A, and to library policies on topics such as illness leave, vacation and holidays for specific information concerning the benefit plans and programs offered by the Spokane Public Library.

3.6 Nothing contained in any policy or document describing benefits shall be held or construed to create a promise of employment or future benefits, or a binding contract between the Library and its employees and their dependents. Unless benefits are specifically contracted for in a separate agreement, the Library reserves the right to add, change or drop benefits offered to non-represented employees at any time.

3. RESPONSIBILITIES

The Board of Trustees will:

1. as a part of the annual budgeting process review and approve, as appropriate, funds allocated for total compensation including base salaries and benefit plans as recommended by library administration;
2. set bargaining parameters and provide bargaining authority for the library’s chief negotiator prior to negotiations for successor collective bargaining agreements, review and approve the final agreement;
3. set the total compensation package, including benefits, for the Library Director; approve budget adjustments during the fiscal year, as appropriate, for any benefit cost changes requiring budget adjustments.

4.2 2 The Library Director is responsible and accountable to the Board of Trustees. In that capacity he/she is charged with:

1. ensuring that the libraries are staffed with highly qualified, fully competent employees;
2. ensuring that all programs are administered within appropriate guidelines and within the approved budget;
3. negotiating employment contracts with contracted employees reporting to the director.

4.3 The Human Resources Manager is charged with the responsibility to ensure that the total compensation program, including benefit plans and programs, is managed for consistency and equity. The human resources manager will:

1. act as liaison with city departments that administer city benefit plans and programs, such as human resources, benefits, retirement, and risk management;
2. provide information, or assist library employees in obtaining information, about benefit plans and programs offered by the library;
3. maintain such records as may be required to facilitate the administration of benefits;
4. review all deviations from established benefits policy and administrative procedures;
5. confer with the bargaining unit as required.

4.4 Branch and Department Managers will:

1. review employee time reports to ensure that they are accurate and that they adhere to leave policies;
2. consult with human resources in a timely manner if questions arise regarding the interpretation or administration of benefit policy or administrative
   procedures.