2023-09-28 Work SessionKodiak Island Borough
Assembly Work Session
Assembly Chambers
Thursday, September 28, 2023, 6:30 p.m.
________________________________________________________________________________________
Work Sessions are informal meetings of the Assembly where Assembly members review the upcoming regular
meeting agenda packet and seek or receive information from staff. Although additional items not listed on the work
session agenda are discussed when introduced by the Mayor, Assembly, or staff, no formal action is taken at work
sessions and items that require formal Assembly action are placed on regular Assembly meeting agenda.
Page
1. CITIZENS' COMMENTS 1-907-486-3231 or Toll Free 1-855-492-9202
(Limited To Three Minutes Per Speaker)
2. AGENDA ITEMS
a.
Discussion To Change The Personnel Manual To Match The
Union Contract
Agenda Item Report - Pdf
3 - 20
b.
Review Of The Assembly Meeting Calendar For Year 2024
Agenda Item Report - Pdf
21 - 23
3. PACKET REVIEW
a.
AWARDS AND PRESENTATIONS
• Proclamation Declaring Filipino American National History
Month
RESOLUTIONS
• Resolution No. FY2024-08 Approving The Assembly
Meeting Calendar For The Year 2024
ORDINANCES FOR INTRODUCTION
• Ordinance No. FY2024-06 Amending the Kodiak Island
Borough Personnel Rules and Regulations
• Ordinance No. FY2024-07 Reestablishing Boards,
Committees, And Commissions As Established In The
Kodiak Island Borough Code Of Ordinances Title 2
Administration And Personnel Chapter 2.100 Boards,
Committees, And Commissions
OTHER ITEMS
• Confirmation Of Mayoral Appointment To The Parks And
Recreation Committee Of Mr. Pisa Faumui
• Confirmation Of Assembly Appointment To The Monashka
Bay Road Service Area Of Mr. Thomas Lance
Page 1 of 27
4. MANAGER’S COMMENTS
a.
2023-09-28 Borough Manager's Report
2023-09-28 Borough Manager's Report
24 - 27
5. CLERK'S COMMENTS
6. ASSEMBLY MEMBERS’ COMMENTS
7. MAYOR'S COMMENTS
8. OFFICIAL TRAVEL CALENDAR
• December 4, Newly Elected Officials Training
• December 5, Alaska Conference of Mayors
• December 6-8, AML 73rd Annual Conference, Anchorage
_________________________________________________________________________
This meeting is open to the public and will be broadcast on the Borough's YouTube Channel. Meeting packets are available
online. Please subscribe to get meeting notifications when meeting packets are published. For public comments, please call
(907) 486-3231 or (855) 492-9202.
Page 2 of 27
KODIAK ISLAND BOROUGH
STAFF REPORT
SEPTEMBER 28, 2023
ASSEMBLY WORK SESSION
Kodiak Island Borough
SUBJECT: Discussion To Change The Personnel Manual To Match The Union Contract
ORIGINATOR: Aimee Williams, Borough Manager
RECOMMENDATION:
Assembly to discuss Ordinance No. FY2024-06.
DISCUSSION:
ALTERNATIVES:
Propose alternatives.
Do not authorize changes.
FISCAL IMPACT:
OTHER INFORMATION:
AGENDA ITEM #2.a.
Discussion To Change The Personnel Manual To Match The Union Contract
Page 3 of 27
KODIAK ISLAND BOROUGH
STAFF REPORT
OCTOBER 5, 2023
ASSEMBLY REGULAR MEETING
Kodiak Island Borough
SUBJECT: Ordinance No. FY2024-06 Amending the Kodiak Island Borough Personnel
Rules and Regulations
ORIGINATOR: Meagan Christiansen, Grant Writer/Special Projects Support
RECOMMENDATION:
Move to Advance Ordinance No. FY2024-06 to Public Hearing at the Next Regular Meeting of
the Assembly.
DISCUSSION:
Staff is requesting to amend the Personnel Rules and Regulations to reflect minor
housekeeping changes, and changes recently negotiated for the Collective Bargaining
Agreement between the Kodiak Island Borough and the International Brotherhood of Electrical
Workers and approved by the Assembly in Contract No. FY2024-06.
ALTERNATIVES:
Amend the motion
Fail to approve the motion
FISCAL IMPACT:
OTHER INFORMATION:
AGENDA ITEM #2.a.
Discussion To Change The Personnel Manual To Match The Union Contract
Page 4 of 27
ORDINANCE NO. FY2024-06 EXHIBIT A
Sections of the Personnel Rules and Regulations, 2022 will be amended as follows:
GENERAL
All employees of the Borough are required and expected to abide by certain rules and
regulations. These have been established to protect each employee and the Borough from injury
or other threats to their well-being and to promote harmonious, efficient working practices. The
integrity and personal respect of all employees are highly regarded, both on and off the job.
Failure to observe established rules and practices can lead to disciplinary action including formal
warnings, probation, demotion, and termination. The Borough’s usual practice is to help
employees identify problems and to improve employee performance and behavior. The specific
disciplinary action will normally be based on an assessment of the offense, the circumstances
and the employee’s previous record. The Borough reserves the right to take whatever disciplinary
measures it feels are appropriate, including termination, if in the judgement of the responsible
supervisor the employee’s conduct cannot be corrected, or it seriously threatens the wellbeing
of the Borough, other employees, or the public. The primary purpose of the disciplinary system
is to correct improper behavior, not to impose penalties. The supervisor is expected to recognize
situations where disciplinary measures are the most appropriate means to this end. Any
clarification of the appropriate disciplinary procedure should be referred to the personnel
assistant Human Resources representative. The following are examples of improper conduct that
warrant corrective measures. These examples are not to be interpreted as inclusive.
a. Falsifying employment application, timecard, personnel or other company
documents or records.
b. Excessive absences or lateness.
c. Neglect of Borough property.
d. Unauthorized possession of company or employee property, carrying weapons
or explosives, or violating criminal laws on company premises.
e. Minor violations of safety rules.
f. Excessive personal use of the telephone.
g. Use of abusive language.
h. Conduct which disrupts business activities.
i. Theft of Borough property or that of other employees.
j. Insubordination or refusing to follow instructions or failure to perform
reasonable duties which are assigned.
k. Intoxication (including the effects of drugs) during working hours.
l. Deliberate misuse of Borough property.
m. Deliberate injury to another person.
n. Sexual harassment of another person.
o. Violating a confidence; unauthorized release of confidential information.
p. Other offenses that in the supervisor’s judgement seriously threaten the
wellbeing of the Borough or any employee.
Formatted: Highlight
Formatted: Highlight
Commented [MC1]: There is no longer a Personnel
Assistant position
AGENDA ITEM #2.a.
Discussion To Change The Personnel Manual To Match The Union Contract
Page 5 of 27
q. Conduct not in accord with this agreement.
411 STEP INCREASES
All new regular employees after serving a six-month probationary period of overall
satisfactory performance, as indicated on the Kodiak Island Borough Performance
Evaluation Report form, shall receive a step increase.
Each nonexempt employee is eligible, if overall performance is satisfactory, for an
annual step increase on each anniversary date when 1560 hours or more of work
75% or more of the work hours stated in the employee’s employment agreement
have been accumulated. Step increases occur in the manner above in accordance
with the respective wage schedule for each position as set forth in Appendix A.
In the event the department director determines by the evaluation that an
employee has not satisfactorily performed the job, the department director may
suspend the employee's step increase for a period of time during which certain
specific improvements must be made. Notice of such step increase deferral and
the reasons for it shall be given to the employee in writing with a copy to the
Borough Manager. When the department director has determined that the
employee has achieved satisfactory improvement, the suspended step increase
may be approved at any time during the extended period. The suspended step
increase will not be retroactive to the employee's anniversary date. When an
employee has received a deferred step increase, he/she will be eligible for future
annual increases one calendar year from the date of his/her last step increase,
provided the employee has completed 1560 compensable hours of service 75% or
more of the work hours stated in the employee’s employment agreement.
411.2 Longevity Pay
A regular full-time employee shall receive an additional monetary benefit based
on the length of employment with the Borough. Any break in employment longer
than thirty (30) calendar days will advance the eligibility date by the number of
days in excess of 30. Time served as a temporary employee shall not be included.
Ten (10) years of total service, and additional two percent (2%) of dollar
value of employee’s current base pay rate.
Fifteen (15) years of total service, in addition to the 10-year increase, an
additional three 5 percent (3%) of dollar value of employee's current base
pay rate.
Commented [MC2]: Suggestion has been made to add
clarifying language “non-exempt” since Directors often put
in time that is not accounted for in the payroll process.
Commented [MC3]: This change allows for part time
employees to receive a step increase
Commented [MC4]: 2023 CBA negotiated changes
AGENDA ITEM #2.a.
Discussion To Change The Personnel Manual To Match The Union Contract
Page 6 of 27
Twenty (20) years of total service, in addition to the 15-year increase, an
additional five percent (5%) of dollar value of employee’s current base pay
rate.
412 TEMPORARY ASSIGNMENTS
At the discretion of the Borough Manager, an employee may be assigned to some,
or all of the duties created by an employee who is temporarily absent from their
of another position. The temporary higher rate of pay shall be at Step A of the
salary range of the temporarily absent employee position to be filled temporarily;
if the reassigned employee’s pay rate is already higher than or at the same rate as
Step A of the position to be filled temporarily the reassigned employee shall be
paid at the next step above his/her rate of pay at the time the reassignment
commenced. The employee shall be compensated at the higher rate of pay Iif this
re-assignment is made for:
1. more than six (6) of a temporarily absent employee’s regularly
scheduled consecutive working days, or
2. ten (10) working cumulative days worked within a thirty-day time
frame, the employee shall be compensated at the higher rate of pay.
3. More than six (6) consecutive days worked in the case of a vacancy.
Temporary assignments will not be utilized to avoid filling a vacancy or newly
created position. Temporary assignments are for a short-term period, not to
exceed six (6) months.
In the case where a bargaining unit employee is temporarily assigned to a non-
bargaining unit position, the employee will still be considered a non-exempt
employee and shall be paid for any applicable overtime at the higher rate of pay
while in that position.
If an employee is assigned to work in a higher classification for a period of more
than thirty (30) calendar days, the employee will be compensated at the higher
rate for holidays and annual leave taken while in the higher classification.
413 EMPLOYEE TRANSFERS
Any regular Borough employee shall have the right to request and may be
considered for a voluntary transfer for a specific job. Any transfer request shall be
made in writing and delivered to the Human Resources Office. Regular employees
may be allowed to transfer or request a change of assignment prior to filling a
vacancy with a new hire. When an employee is transferred from one position to
another with a common pay range, the rate of pay shall remain the same.
Commented [MC5]: Changes made clarify and
accommodate various work schedules.
Formatted: Highlight
Commented [MC6]: Separated from the first paragraph
Commented [MC7]: Re-align paragraphs so that they are
no longer sub-categories of the above.
AGENDA ITEM #2.a.
Discussion To Change The Personnel Manual To Match The Union Contract
Page 7 of 27
When an employee transfers from one position to another having a lower pay
range, the rate of pay shall remain the same unless it exceeds the maximum step
in the new range. If the current rate of pay exceeds the maximum step in the new
range, the rate of pay will be the maximum step in the new range. If the
employee’s current rate of pay falls within the range of the lower pay range, the
pay shall remain the same and will be placed on the proper step of the new lower
pay range. The employee's anniversary date shall change to the effective date of
the transfer.
Any employee who transfers shall be given a reasonable period, not to exceed
ninety (90) calendar days, to become acquainted with the job and to demonstrate
ability to fill the job satisfactorily. The supervisor shall prepare a written
performance evaluation on day eighty (80) of the evaluation period and will
review this evaluation with the employee before day ninety (90). If during the
evaluation period the employee demonstrates unsatisfactory ability for the job,
the employee shall be returned to the employee’s former job without lo ss of
seniority and with no recourse to the grievance/arbitration procedure. The
employee may opt to return to the former position within the ninety (90) calendar
days. In this event, the rate of pay and anniversary date shall return to be the same
as before the transfer.
415 EVALUATION
The Borough and employees endorse written evaluation of all employees by
supervisors for the purpose of evaluating the employees' strengths and
weaknesses in their job performance. The written evaluation shall include a rating
and comment on each of the position duties described in the job description and
the completion of the Kodiak Island Borough Performance Evaluation Report. The
overall rating on the form shall be determined by the rater as the best judgment
of the overall performance of the individual. This rating is not a numerical average
of the individual factors.
Each employee shall be evaluated at least once per year a minimum of thirty (30)
days prior to their anniversary date unless a delay is requested and mutually
agreed upon. If any employee’s evaluation is not timely prepared or not delayed
by mutual agreement, the employee’s performance shall be considered
satisfactory.
In the event an employee receives an unsatisfactory rating in any category of their
evaluation, a personal conference will be held with the employee by the
appropriate supervisor, in which his/her problems and suggestions for eliminating
these problems are discussed to discuss the reason(s) for the unsatisfactory rating
and potential improvements. A written plan of improvement shall be
implemented addressing the specific areas that resulted in the unsatisfactory
Commented [MC8]: 2023 CBA negotiated change
Commented [MC9]: To account for situations in which
the employee or supervisor are not available during the
appropriate time frame, such as being on leave.
AGENDA ITEM #2.a.
Discussion To Change The Personnel Manual To Match The Union Contract
Page 8 of 27
evaluation giving specific instructions for improvement and date the employee
will next be evaluated for improvement. Detailed written records of all such
conferences will be maintained. The supervisor shall re-evaluate the employee in
writing when the improvements have been made but in no event later than sixty
(60) calendar days following the unsatisfactory rating. A supervisor who has given
his/her notice of termination of employment shall be required to provide current
evaluations, prior to termination, on all employees not evaluated within the last
six (6) months.
608 FLEXIBLE SCHEDULING OF WORK HOURS
Supervisors are permitted to put their employees on flexible schedules so long as
neither service to the public nor normal office hours are reduced, and so long as
the employees volunteer in writing for flexible scheduling. Flexible scheduling is
intended as an employee benefit; therefore, only employees who volunteer in
writing to their supervisor for the flexible hours should be scheduled that way.
Hours or work scheduled outside the standard work week are to be avoided.
Flextime is the scheduling of an employee to work eight (8) hours per day between
the hours of 7:00 a.m. and 6:00 p.m. Flextime must be approved by the
employee’s supervisor or the Borough Manager. Approval of flexible scheduling
prior to 7:00 a.m. or after 6:00 p.m. will be granted only under extenuating
circumstances and must be mutually acceptable to the employer and the Union,
if applicable. The flexible scheduling agreement shall be reviewed on an annual
basis. If the employee transfers to another department while the agreement is in
effect, the agreement shall remain in place, contingent upon mutual agreement
between the employee and the Director of the incoming employee’s new
department. Any change to the flexible scheduling agreement shall be mutually
agreed to between the employee, the Department Director and the Borough
Manager or his/her designee.
Section
701 ANNUAL LEAVE ENTITLEMENT (on a calendar year basis)
Leave with pay shall accrue to all full-time regular employees at the following rates
based upon twenty-six (26) annual pay periods of eighty (80) hours per pay period.
Length of Service Annual Total
0 through 2 years 18 days
Over 2 years but
less than 5 years 21 days
Commented [MC10]: Unenforceable
AGENDA ITEM #2.a.
Discussion To Change The Personnel Manual To Match The Union Contract
Page 9 of 27
Over 5 years but
less than 8 years 24 days
Over 8 years but
less than 10 years 27 days
10 years and over 30 days
For regular part-time employees working less than thirty (30) hours a week and
regular full-time employees working thirty plus (30+) hours but less than forty (40)
hours a week, annual leave accrual will be prorated based upon normally
scheduled hours per pay period the scheduled hours described in the employee’s
employment agreement.
702 ANNUAL LEAVE - GENERAL
Annual leave may be used for vacations, personal business, and periods of illness.
Leave for periods of time not exceeding three (3) working days shall be scheduled
at least 24 hours in advance. Vacation leave exceeding three (3) working days shall
be requested at least two (2) weeks in advance (using a Leave Request Form)
Vacation leave will be charged to annual leave. If annual leave is insufficient, leave
will be charged to leave without pay if approved by the Borough Manager.
Supervisors are responsible for permitting employees to utilize all leave earned in
any calendar year. Supervisors and employees must schedule such leave usage in
advance so as not to unduly conflict with or severely restrict the normal work
requirements of their respective department. In the event two employees submit
leave requests on the same day and for the same period of time, the most senior
employee will be granted his/her leave request if both employees cannot be
spared, unless unusual circumstances dictate otherwise.
Employees shall not be eligible to utilize annual leave during the probationary
period. Upon successful completion of the probationary period, the employee will
be credited with nine (9) days of accrued annual leave time. Employees who do
not complete the probationary period or who are not retained beyond the
probationary period shall not be credited and paid for their accrued leave for their
period of employment. Employees who, for good and sufficient cause, must be
absent during the probationary period shall be considered in a leave without pay
status, if approved by the Borough Manager. Any new employee hired between
the first (1st) and the fifteenth (15th) days of the month, inclusive, shall be
considered to have worked the full month for leave purposes; and any employee
hired after the fifteenth (15th) day of the month shall be credited with leave for
half a month.
Commented [MC11]: 2023 CBA negotiated change
AGENDA ITEM #2.a.
Discussion To Change The Personnel Manual To Match The Union Contract
Page 10 of 27
Annual leave can be accrued from year to year with a maximum accrual limit of
seventy-five (75) sixty-eight (68) working days. Leave continues to accrue during
the period of time an employee is on paid leave. A recognized holiday occurring
during an employee's leave period shall not be counted as a day of leave.
705 MANDATORY LEAVE
All employees must utilize a minimum of ten (10) days annual leave per annum.
Excess annual leave (over seventy-five (75) sixty-eight (68) working days) will
automatically be transferred into the sick leave account at the end of the calendar
year.
707 SICK LEAVE
Each full-time regular employee shall accrue sick leave from the date of
employment at the rate of fifteen (15) days per calendar year pro-rated by twenty-
six (26) pay periods of eighty (80) hours each, regardless of length of service. For
regular part-time employees working less than thirty (30) hours a week and
regular full-time employees working thirty plus (30+) hours but less than forty (40)
hours a week, sick leave accrual will be prorated based upon regularly scheduled
hours per pay period the scheduled hours described in the employee’s
employment agreement.
Sick leave is available for use by the employee or if the employee's dependent
child, as defined within the Family and Medical Leave Act (see section 708
definitions), or spouse is sick and requires the physical presence of the employee
in the interest of family welfare. Employees not able to work due to illness shall
notify their supervisor within two (2) hours prior to the as soon as practical, but
not later than their scheduled reporting time. When sick leave exceeds three (3)
consecutive workdays a statement from a licensed health care practitioner may
be required to substantiate the leave taken. If sick leave is not sufficient to cover
an absence due to illness, leave shall be charged to annual leave, then to leave
without pay.
Accrued sick leave may be used during the probationary period. Excess annual
leave (over seventy-five (75) sixty-eight (68) working days) will automatically be
transferred into the sick leave account at the end of every calendar year.
No cash payment will be made to an employee for unused sick leave when the
employee terminates from Borough service.
708 FAMILY/MEDICAL LEAVE
Commented [MC12]: Reduced per KIB request during
CBA negotiations.
AGENDA ITEM #2.a.
Discussion To Change The Personnel Manual To Match The Union Contract
Page 11 of 27
The Family and Medical Leave Act (FMLA) provides certain employees with up to
12 weeks job-protected leave per year. It also requires that their group health
benefits be maintained during the leave.
Employees are eligible to use family leave if they have been employed for twelve
(12) months immediately preceding the leave and worked 1,250 hours of service
for at least 35 hours a week for at least six consecutive months or for at least 17.5
hours a week for at least 12 consecutive months immediately preceding the leave.
An employee is entitled to the benefits guaranteed under the provisions of the
federal Family and Medical Leave Act (FMLA) and the state law provisions (AS
39.20.500-550), as they may be amended from time to time, and the following
paragraphs shall apply unless in conflict with those provisions of law.
In compliance with the state and federal Family and Medical Leave acts (including
any amendments) family leave (sick leave) may be utilized by eligible employees
for a serious health condition of the employee, their child, spouse, or parent. Up
to twenty-four (24) weeks in any twenty-four (24) month period may be utilized
for this purpose with a maximum of eighteen (18) weeks allowed in any twelve
(12) month period (i.e., an employee who opts to take eighteen (18) weeks in the
first twelve (12) months would then have six (6) weeks remaining to take in the
following twelve (12) months).
The Family and Medical Leave Act also allows for family leave to be utilized by
eligible employees for pregnancy and birth of a child of the employee, or the
placement of a child, other than the employee's stepchild, with the employee for
adoption. The right to take leave for this reason expires on the date one year after
the birth or placement of the child. Up to eighteen (18) weeks within a twelve (12)
month period may be taken for this purpose. The twelve (12) month period will
be calculated from the day the employee first utilizes family/medical leave.
All family/medical leave will first be charged to sick leave, then to annual leave
and then to leave without pay. Employees may notify the designated Human
Resources representative if they choose to retain a balance of five (5) days paid
leave before switching to leave without pay. Leave without pay provisions as
outlined in this document will apply.
Kodiak Island Borough Parental leave: An employee who has been employed for
not less than twelve (12) ten (10) consecutive months is entitled to take a total of
six (6) months leave of absence immediately preceding and following childbirth or
adoption. This leave is concurrent with and extends the benefits of the FMLA.
The employee requesting parental leave may receive cash payment in lieu of up
to ten (10) days accumulated annual leave. A request for this payment must be
Commented [MC13]: Changed to match language in
Alaska Statute 39.20.500.b
Formatted: Highlight
Commented [MC14]: Clarification of process
Commented [MC15]: Consistent with CBA and prior
PRR version. Change in last PRR update was in error.
AGENDA ITEM #2.a.
Discussion To Change The Personnel Manual To Match The Union Contract
Page 12 of 27
made at least thirty (30) calendar days in advance. The employee who desires to
resume employment following parental leave shall submit a request for leave at
least thirty (30) calendar days prior to any parental leave, unless extenuating
medical circumstances prevent such notice. The employee shall be reinstated with
no loss of time in service.
Employee Notice - If the necessity for leave is foreseeable based on an expected
birth or adoption or planned medical treatment or supervision, the employee shall
provide the Borough with at least thirty (30) calendar days’ notice prior to the
expected need for leave wherever possible. Where thirty (30) calendar days’
notice is not possible, the employee is required to provide such notice as is
practicable. The employee shall also make a reasonable effort to schedule
treatment or supervision so as not to disrupt unduly the operations of the
Borough, subject to the approval of the employee's health care provider.
Group Health Coverage - During the time that an employee is on leave under the
Act, the Borough will maintain coverage under the group health plan at the level
and under the conditions that coverage would have been provided if the
employee had been employed continuously from the date the leave began to the
date the employee returns from leave. Employees who pay premiums for health
insurance coverage by paycheck deduction will still be responsible for those
premiums while on leave without pay. The Borough's obligation to maintain
health insurance coverage will cease if an employee's premium is thirty (30)
calendar days late. The Borough may recover the costs for maintaining health
insurance coverage for an employee on unpaid leave if the employee fails to
return from the entitled leave period for a reason other than the recurrence or
continuation of a serious health condition or other circumstances beyond the
control of the employee.
Certification - The family/medical leave act contains a provision allowing
employers to verify the existence of a "serious health condition" before granting
an employee's leave request. Employees requesting leave because of a serious
health condition may be required to produce a "certification" from the treating
licensed health care provider of the patient. The Borough may also, at its own
expense, require a second opinion to ascertain the validity of the certification
provided by the treating licensed health care provider.
Return to Work – The Borough Manager, at his/her discretion, may require a
certificate from an attending physician that the employee who has taken family
medical leave is able to return to work.
Employee's Rights Upon Return from Leave - Unless the Borough's business
circumstances have changed to make it impossible or unreasonable, when an
employee returns from leave mentioned above, the Borough shall restore the
AGENDA ITEM #2.a.
Discussion To Change The Personnel Manual To Match The Union Contract
Page 13 of 27
employee to the position of employment held by the employee when the leave
began; or to a substantially similar position with substantially similar benefits, pay,
and other terms and conditions of employment.
Definitions - "parent" means a biological or adoptive parent, a parent-in-law, or a
stepparent.
"child" includes the employee's biological, adopted, or foster child,
stepchild, or legal ward who is under 18 years of age; or 18 years of age
or older and incapable of self-care because of mental or physical
disability.
"serious health condition" means an illness, injury, impairment, or
physical or mental condition that involves inpatient care in a hospital,
hospice, or residential health care facility; or continuing treatment or
continuing supervision by a health care provider.
709 LEAVE WITHOUT PAY
Leave-without-pay, if approved by the Borough Manager, may be granted to an
employee not to exceed thirty (30) days per fiscal year. Leave without pay shall
not be granted until such time as all accrued annual leave has been exhausted.
Annual and sick leave do not accrue when the employee is in a leave-without-pay
status longer than ten (10) working days. Employees who are in a leave-without-
pay status longer than ten (10) consecutive working days will also not be eligible
for holiday pay within the leave without pay period. Under the Public Employees
Retirement System (PERS), leave-without-pay exceeding ten (10) working days is
not creditable service. Employees in leave-without-pay status for more than ten
(10) working days for a reason other than Family/Medical Leave, will be
responsible for paying that portion of the health insurance premium for the leave
taken beyond ten (10) working days. Exempt employees in leave-without-pay
status will not have any reduction in pay for absences of less than a full day (eight
hours) of leave-without-pay in recognition of the fact that exempt employees are
not eligible for overtime pay.
710 INTENTIONALLY LEFT BLANK
EDUCATIONAL LEAVE WITHOUT PAY
Educational leave without pay may be granted for educational purposes directly
related to employment with a specific benefit to the Kodiak Island Borough.
Approval will be contingent upon the work schedule allowing the time to be taken
without a disruption to Borough business. If approved by the Borough Manager,
this leave may be granted to an employee not to exceed one-hundred-twenty
(120) calendar days. Annual and sick leave do not accrue when the employee is in
an educational leave without pay status longer than ten (10) working days.
Commented [MC16]: This section has not been utilized.
AGENDA ITEM #2.a.
Discussion To Change The Personnel Manual To Match The Union Contract
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Employees who are in an educational leave without pay status will not be eligible
for holiday pay during the period they are on educational leave without pay status.
711 HOLIDAY LEAVE
The following holidays shall be recognized by the Borough:
New Years Day 1 January
Martin Luther King's Birthday 3rd Monday in January
President's Day 3rd Monday in February
Seward's Day Last Monday in March
Memorial Day Last Monday in May
Juneteenth 19 June
Independence Day 4 July
Labor Day 1st Monday in September
Veteran's Day 11 November
Thanksgiving Day 4th Thursday in November
Thanksgiving Friday Day after Thanksgiving
Christmas Day 25 December
Employee's Birthday An employee’s birthday shall be
observed on a workday mutually
agreed to by the employee and the
Employer within three months prior
or three months after their actual
birthday. Employees who ask to
celebrate their birthday holiday
during the month in which it falls will
not be unreasonably denied.
In addition to Borough recognized holidays, every day designated by public
proclamation by the President of the United States or the Governor of Alaska as a
legal holiday shall also be observed as a holiday for Borough employees. (Alaska
Day was traded for Thanksgiving Friday and Lincoln's Birthday was traded for
Employee's Birthday, and Indigenous People’s Day was traded for Seward’s Day).
In the event of a recognized holiday falling on Saturday, the preceding Friday shall
be observed. In the event of a recognized holiday falling on Sunday, the following
Monday shall be observed. All employees shall be excused from work on
recognized holidays and special holidays, except where the activities of the
Borough require that regular or emergency work be performed. In the event that
holiday work is required, the rate of pay for employees working on holidays shall
be at doubletimedouble-time for all hours worked in addition to the regular
holiday pay. Temporary employees are not eligible for holiday pay.
AGENDA ITEM #2.a.
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A supervisor with employees whose normal work week is outside the work week
of Monday through Friday may change the holiday work schedule in order to meet
the needs of the public, with the approval of the department director.
712 BEREAVEMENT LEAVE
Accrued sick leave or, at the employee's option, annual leave or leave without pay
if approved by the Borough Manager, not to exceed five (5) days At the employees
option, accrued sick leave or annual leave may be used by an employee upon the
death of a member of the employee's or their spouse's immediate family.
Immediate family is defined as spouse, siblings, son, daughter, parents,
stepchildren, stepparents, stepsiblings, father-in-law, mother-in-law, brother-in-
law, sister-in-law, son-in-law, daughter-in-law, grandparents, and grandchildren.
Up to three (3) additional days of sick leave, annual leave, or leave without pay
may be granted to accommodate required travel. If the employee’s annual and
sick leave are or become exhausted, and the employee desires to utilize leave
without pay, the employee shall request approval from the Borough Manager as
described in Section 709 for the purpose of bereavement.
717 SICK LEAVE BANK
All Kodiak Island Borough regular employees are eligible to participate in a
Sick Leave Bank. The Sick Leave Bank shall be administered by the Borough
Manager. The Finance Department shall maintain an accounting of the Sick Leave
Bank balance at all times. The balance information will be available to any
participant upon request. It is the Manager’s responsibility to approve or deny
requests for Sick Leave Bank usage.
Each employee enrolling in the Bank will donate one (1) day of his/her sick
leave to the Bank each year, until the Bank is built up to a maximum of three
hundred (300) days. No more days will be added to this maximum until the Bank
is depleted to two-hundred-fifty (250) days except for new participants. The
Finance Department shall maintain an accounting of the Sick Leave Bank balance
at all times. This information will be available to any member upon request.
Contributions will be made to the Bank once a year in the month of January
according to the above limitations. The employee will be responsible for
submitting donation forms between January 1 and January 31. In the event the
Bank becomes totally depleted during the year, each member of the Bank may
donate additional days up to a maximum donation of three (3) days per year.
An employee withdrawing from membership in the Bank will not be able
to withdraw the contributed days. An employee will not be able to withdraw days
from the Bank until all of his/her own accrued sick leave and annual leave have
Formatted: Highlight
Commented [MC17]: Revised for clarification during
CBA negotiations
AGENDA ITEM #2.a.
Discussion To Change The Personnel Manual To Match The Union Contract
Page 16 of 27
been depleted. The maximum number of Sick Leave Bank days available to a
member shall be twenty-two (22) days in any calendar year. In the case of multiple
requests, if there are not enough days in the Bank to cover the requests in full, the
available days will be split evenly between the requesting employees. Employees
withdrawing Sick Leave Bank days will not be required to replace these days
except as a regular contributing member of the Bank. Employees withdrawing Sick
Leave Bank days may voluntarily contribute additional days to the Bank.
Participation Rules:
1. Donations using the Sick Leave Bank Donation form will be made
to the Bank once a year in the month of January for any employee wanting
to participate in the Sick Leave Bank. The employee will be responsible for
submitting donation forms to payroll between January 1 and January 31.
2. Each participant will donate one (1) day of their sick leave to the
Bank in January of each year, until the Bank is built up to a maximum of
three hundred (300) days.
3. No more days will be added after the maximum amount of 300 days
has been reached until the Bank is depleted to two hundred fifty (250)
days, except for new participants. In the case where the bBank is depleted
to less than two hundred fifty (250) days, the Finance Department will
notify participants and participants may donate additional days up to a
maximum donation of three (3) days.
4. In the event that the Bank becomes totally depleted (0 days) during
the year, the Finance Department will notify each participant of the Bank.
Upon notification, participants will be required to donate a minimum of
one (1) day up to a maximum of three (3) additional days each year to if
they wish to continue participation in the Sick Leave Bank. Donations will
be accepted for 20 working days from the written notification to sick leave
bank participants.
A participant will not be able to withdraw days from the Bank until all of their own
accrued sick leave and annual leave have been depleted. The maximum number
of Sick Leave Bank days available to a member participant shall be twenty-two (22)
days in any calendar year. In the case of multiple requests, if there are not enough
days in the Bank to cover the requests in full, the available days will be split evenly
between the requesting employees. Employees withdrawing Sick Leave Bank days
will not be required to replace these days except as a regular contributing member
of the Bank. Employees withdrawing Sick Leave Bank days may voluntarily
contribute donate additional days to the Bank.
AGENDA ITEM #2.a.
Discussion To Change The Personnel Manual To Match The Union Contract
Page 17 of 27
An employee withdrawing from participation in the bBank or upon termination of
employment with the Borough will not be able to withdraw the donated days.
Sick leave days can only be withdrawn from the Bank for the individual
member’s participant’s serious illness or injury. Normal pregnancy and parental
leave not associated with illness or disability under Section 707 of the Personnel
Manual are not eligible for Sick Leave Bank requests. Requests for use of Bank days
will be forwarded by the employee to the Borough Manager and must be
accompanied by a letter from the attending physician. The approval of the request
shall be subject to the attending physician’s supportive statement. Approved
requests will then be forwarded to payroll for processing. The Kodiak Island
Borough sick leave bank donation form shall be used as verification of sick leave
donated to the Sick Leave Bank.
Qualifications for Membership participation in Sick Leave Bank
a. Only regular full-time or part-time employees are eligible to participate in
the Sick Leave Bank.
b. Only contributing members participants of the Sick Leave Bank are eligible
to use the Bank.
c. Employees who have completed their probationary period are eligible to
donate one (1) day of their sick leave to the Bank. Any donation will be
made within thirty (30) days of the end of the probationary period.
Members may use the Sick Leave Bank only after they have completed
their probationary period. Date of hire will determine eligibility. An
employee may contribute to the Bank as soon as all other requirements
are met.
1105 MOVING EXPENSES FOR NEW EMPLOYEES
When there is a position to be filled and the best applicant is from outside of
Kodiak, the Borough Manager may authorize the reimbursement of moving
expenses. Such positions may be reimbursed for actual and necessary expenses
under the following conditions:
a. The employee must be appointed to a position for which the Borough
Manager certifies that such expenditure is necessary to recruit qualified
employees.
b. The maximum reimbursable for an employee shall be determined at the
time of employment in accordance with current costs not to exceed the
equivalent of one month's salary. On a case-by-case basis and upon
AGENDA ITEM #2.a.
Discussion To Change The Personnel Manual To Match The Union Contract
Page 18 of 27
approval of the Borough Assembly, additional reimbursement of moving
expenses exceeding this limit may be authorized by the Borough Manager.
c. New employees who are assisted with their moving expenses under this
policy shall be required to sign a Transportation Agreement prior to
employment. The Transportation Agreement shall stipulate that the
employee will reimburse the Borough for all or part of such expenditures
in the event he or she voluntarily leaves Borough service, or is discharged
for cause, within a period of two (2) years according to the following
schedule:
100% -Less than twelve (12) months
75% -Twelve (12) but less than eighteen months
50% -Eighteen (18) but less than twenty-four (24) months
Any time that an employee spent in a Leave Without Pay status will be
added to the above timelines.
d. New employees may not be given an advance against moving expenses
without prior written approval of the Borough Manager.
e. It is the responsibility of the appointing authority to see to it that
prospective new employees are aware of pertinent limitations of these
regulations before a move is made.
f. Reimbursement shall be based upon itemized receipts for moving
expenses. The appointing authority shall be responsible for advising new
employees of dollar limitations, the need for itemized receipts or invoices,
the meaning of the Transportation Agreement, and other pertinent
matters prior to their move.
1106 CLOTHING ALLOWANCE
Where special clothing or a uniform is required for the position because of
exposure to hazardous materials or compounds, an annual clothing
reimbursement shall be allowed. The yearly amount to be paid shall be based on
the cost of the required clothing as determined on the Clothing Reimbursement
Form. All payments will be in accordance with current Internal Revenue Service
(IRS) regulations.
1114 TRAVEL
Commented [MC18]: CBA negotiated changes for an
update to reflect current practice
AGENDA ITEM #2.a.
Discussion To Change The Personnel Manual To Match The Union Contract
Page 19 of 27
The Borough will be responsible for purchasing lodging and transportation for
Eemployees who are traveling out of town on official business will be reimbursed
for reasonable expenses by the Borough. The Borough will provide for and/or
reimburse the employee for transportation costs. Transportation will normally be
by air and supplemented by such ground or water transportation as is necessary.
All other costs incidental to such travel, and of a normal and necessary nature will
be reimbursed. Such expenses would include hotel rooms, auto rental or ride fare,
and telephone. The Borough will reimburse the employee for local transportation
such as ride services (Uber, Lyft, tax, public transportation) upon submission of a
payment request with a copy of receipts and the executed Travel Authorization.
Employees will be paid a per diem for meals equal to the amount listed in the
current US Government Services Administration (GSA) agency schedule. It should
be noted that for non-contiguous states (Alaska and Hawaii) the GSA uses the
Department of Defense Rates. These rates can be found on the Federal
Government web site at http://www.gsa.gov. The federal government regulations
also specify that on the first and last day of travel, per diem will be 75% of the
daily rate. When an employee is on official business beyond their normal work
hours and not requiring an overnight stay, per diem will be 75% of the daily rate.
All The Borough and its employees on official travel are expected to make every
effort to minimize the cost of travel. Examples of costs that will not normally be
reimbursed are: The Borough will not pay for first class air travel, gourmet meals,
alcoholic beverages, party expenses, plush hotel suites, etc. Before embarking on
any travel and prior to submitting travel-related check payment requests or
purchase orders, employees must submit a Travel Authorization Form.
Hotel rooms will generally be reserved and paid using the purchase order system.
In the event that an accommodation is found to be unavailable upon arrival, and
payment cannot be made by the Borough, Rreimbursement may be requested for
hotel rooms with proper receipt submittal. An advance for per diem can be
requested no sooner than two weeks prior to travel.
Formatted: Highlight
AGENDA ITEM #2.a.
Discussion To Change The Personnel Manual To Match The Union Contract
Page 20 of 27
KODIAK ISLAND BOROUGH
STAFF REPORT
SEPTEMBER 28, 2023
ASSEMBLY WORK SESSION
Kodiak Island Borough
SUBJECT: Review Of The Assembly Meeting Calendar For Year 2024
ORIGINATOR: Nova M. Javier, MMC, Borough Clerk
RECOMMENDATION:
Assembly to review and suggest revisions.
DISCUSSION:
Ordinance No. FY2018-12 states that the Assembly is to set and adopt its meeting calendar
for the following year by resolution. The code states that the assembly shall meet in the borough
assembly chambers, in the borough administration building, Kodiak, Alaska, and meetings are to
commence at 6:30 p.m. on the first and third Thursdays of each month, or such other time and place as
may be designated in the notice of the meeting.
If the Assembly wishes to deviate from meeting on the first and third Thursdays of each month in the
Assembly Chambers, it may do so as long as we notice the changed meetings. If any of the regular
meeting falls on a holiday or holiday eve the assembly may advance, postpone, or cancel meetings as
necessary; and when the lack of quorum for holding a meeting occurs, or when there is little or no
business to be considered, the Assembly may cancel such meeting and hear its business at the next
regular meeting.
The approval of the calendar is scheduled on the October 5, 2023, Regular Meeting.
Note:
The Annual Alaska Municipal League Conference is usually held during the second week in
December.
The Annual Clerk's Conference will be held May 19-22, 2024.
ALTERNATIVES:
FISCAL IMPACT:
OTHER INFORMATION:
KIBC 2.30.030 Types of meetings.
A. Regular Meeting. The assembly shall meet in the borough assembly chambers, in the
borough administration building, Kodiak, Alaska, and meetings are to commence at 6:30 p.m.
on the first and third Thursdays of each month, or such other time and place as may be
designated in the notice of the meeting. If the regular meeting day falls on a holiday or holiday
eve, then the assembly may advance, postpone, or cancel the meeting as necessary. When
the lack of a quorum of the assembly necessary for holding a meeting occurs, or when there
is little or no business to be considered at a scheduled regular meeting, the assembly may
cancel such meeting and hear its business at the next regular meeting. Public notice of
changed meetings shall be made in at least one newspaper of general circulation in the
borough. Meetings shall adjourn at 10:30 p.m. unless the time is extended by a majority of the
AGENDA ITEM #2.b.
Review Of The Assembly Meeting Calendar For Year 2024
Page 21 of 27
KODIAK ISLAND BOROUGH
STAFF REPORT
SEPTEMBER 28, 2023
ASSEMBLY WORK SESSION
Kodiak Island Borough
votes to which the assembly is entitled. No meeting shall be extended beyond 11 p.m., unless
extended by a two-thirds vote of the assembly, except the meeting shall be extended to set
the time and place for resumption of the meeting.
AGENDA ITEM #2.b.
Review Of The Assembly Meeting Calendar For Year 2024
Page 22 of 27
New Years
Day
Seward's Day
Borough
Holiday
Thanksgiving
Day
Veteran’s Day
Labor DayIndependence
Day
Juneteenth
Observed
R
Martin Luther
King, Jr. Day
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President’s Day Juneteenth Veteran’s Day Christmas Day
Seward’s Day Independence Day Thanksgiving Day New Years Day
Kodiak Island Borough
2024 Annual Calendar
Regular Meeting
Worksession
P&Z R
P&Z W
Planning & Zoning Meetings
Regular Meeting
Worksession
R
W
Assembly Meetings Elections
PE – Primary Election
E – Local Election
GE – General Election
Borough is Closed in Observance of:
January
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
February
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
March
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
1 2 3
18 19 20 21 22 23 24
R
W
P&Z R
P&Z W
W
PPE
PPE
1 2 3 4 5
7 8 9 10 11 12 13
14 15 16 17 18 19 20
21 22 23 24 25 26 27
$
$
April
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
May
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
June
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
July
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
August
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
September
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
October
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
November
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
December
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
New Year’s
Day
Martin Luther
King Jr. Day
President’s
Day P&Z R
P&Z W
R
R
W
W
$
$
PPE
PPE
PPE
PPE
$
$
P&Z R
P&Z W
P&Z R
P&Z W
$
Memorial Day
PPE
PPE
$
$
P&Z R
P&Z W
1
PPE
PPE
$
$
P&Z R
P&Z W
$
$
PPE
PPER
W
P&Z R
P&Z W
$
$
$
$
$
$
$
$
$
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PPE
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R
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W
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Christmas Day
2025 January
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
$
$
PPE
PPEP&Z R
P&Z W
R
W
W
E
6
28 29 30 31 25 26 27 28 29
21
3 4 5 6 7 8 9
10 11 12 13 14 15 16
17 18 19 20 21 22 23
24 25 26 27 28 29 30
PPE
612345
7 8 9 10 11 12 13
14 15 16 17 18 19 20
21 22 23 24 25 26 27
28 29 30
$
PPE
PPE
4123
5 6 7 8 9 10 11
12 13 14 15 16 17 18
19 20 21 22 23 24 25
$
2 834567
16 17 18 19 20 21 22
9 10 11 12 13 14 15
23 24 25 26 27 28 29
30
612345
7 8 9 10 11 12 13
14 15 16 17 18 19 20
21 22 23 24 25 26 27
28 29 30 31
312
4 5 6 7 8 9 10
11 12 13 14 15 16 17
18 19 20 21 22 23 24
25 26 27 28 29 30 31
PPE
1 723456
8 9 10 11 12 13 14
15 16 17 18 19 20 21
22 23 24 25 26 27 28
29 30
51234
6 7 8 9 10 11 12
13 14 15 16 17 18 19
20 21 22 23 24 25 26
27 28 29 30 31
21
4 5 6 7 8 9 10
11 12 13 14 15 16 17
3 4 5 6 7 8 9
10 11 12 13 14 15 16
17 18 19 20 21 22 23
24 25 26 27 28 29 30
$
1 723456
8 9 10 11 12 13 14
15 16 17 18 19 20 21
22 23 24 25 26 27 28
29 30 31
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5 6 7 8 9 10 11
12 13 14 15 16 17 18
19 20 21 22 23 24 25
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26 27 28 29 30 31
R
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Martin Luther
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Alaska Municipal League ConferenceNEO Training
W
AGENDA ITEM #2.b.
Review Of The Assembly Meeting Calendar For Year 2024
Page 23 of 27
AGENDA ITEM #4.a.2023-09-28 Borough Manager's ReportPage 24 of 27
AGENDA ITEM #4.a.2023-09-28 Borough Manager's ReportPage 25 of 27
AGENDA ITEM #4.a.2023-09-28 Borough Manager's ReportPage 26 of 27
AGENDA ITEM #4.a.2023-09-28 Borough Manager's ReportPage 27 of 27