The board approved the pump purchase 3-0 after city officials said one pump at the Welt Street station had failed, leaving the station operating with a single pump.

The station is designed for two pumps to alternate as sewage enters the system. Public Works Director Eric Mosier said relying on one pump places additional strain on the remaining equipment and leaves the city vulnerable if it also fails.

Officials estimated that emergency pumping services could cost about $7,200 per day while the station was out of service. A replacement pump is expected to take one to two weeks to arrive.

Under the approved purchase, one new pump will replace the failed unit and the second will be kept as a spare. The city considered rebuilding the failed pump, but officials said the equipment is obsolete, replacement parts are unavailable and there would be no guarantee the rebuilt pump would work.

The board treated the purchase as an emergency and did not seek competitive bids. Mayor Kim Kirby said city policy allows her to approve up to $10,000 in emergency spending, requiring the larger expense to come before the board.

Employee policies reviewed

Much of the meeting focused on questions raised while the city prepares to implement a new electronic time-and-attendance system. Officials said several pay and leave practices either are not included in the city’s personnel policy or are applied differently among departments.

Board members reached consensus on several proposed changes, but the personnel policy itself was not formally adopted. Staff members are expected to prepare written language for consideration at a future board meeting.

The board agreed on a two-hour minimum for employees called to respond to an emergency outside their normal schedules. Under the proposed approach, the initial two hours would be paid at the overtime rate. If the work lasts longer than two hours, additional time would be paid under the city’s regular overtime rules.

Related calls received within the original two-hour period would not trigger a second two-hour minimum.

The city also is considering an on-call stipend for employees temporarily assigned to cover a supervisor’s duties. Board members discussed amounts ranging from $25 to $200 per pay period, with $75 receiving support during the discussion. No final amount was formally approved.

The proposed policy would require an on-call employee to remain available, avoid alcohol and be able to respond within a designated period. Department supervisors also would be required to identify their on-call replacements.

Board members supported allowing employees to choose compensatory time instead of overtime pay. Compensatory time would accrue at time and a half, meaning two hours of overtime would provide three hours of leave. The proposed city cap would be 40 banked hours, substantially lower than the 240-hour federal maximum discussed during the meeting.

The board also directed staff to draft a vacation policy tying each employee’s maximum carryover to the amount of vacation the employee earns annually. Excess time would be paid out during an annual reconciliation, tentatively planned for Jan. 1.

Supervisors would continue to approve vacation requests through the new attendance system.

The city also plans to incorporate its existing sick leave pool into the personnel manual. The pool contains approximately 95.43 hours, but officials said no contributions have been recorded since 2018.

Under the existing rules reviewed at the meeting, full-time employees may donate leave and seek assistance after exhausting their available paid time because of a catastrophic personal illness or accident. A committee representing city departments and the mayor reviews requests. Staff will circulate the policy for further review before it is formally adopted.

Holiday, night and weekend pay

Board members supported applying the same holiday-pay rules across city departments.

Under the proposal, part-time employees who work on a holiday would receive total compensation equal to twice their regular rate. Full-time employees would receive total compensation equal to 2.5 times their regular rate.

Staff members still must clarify how the policy will apply when the city-observed holiday differs from the calendar date. The board deferred a decision on retroactive adjustments for employees who worked July 4 until staff can calculate the cost.

The proposed changes would take effect no earlier than Labor Day if adopted at the board’s regular August meeting.

The board also supported an additional 35 cents per hour for employees working between 6 p.m. and 6 a.m. or on weekends. An employee working an overnight weekend shift would receive one 35-cent differential, not two.

The board declined to create a daily threshold that would automatically trigger overtime after an extended shift. Existing overtime requirements would continue to apply.

Two part-time hires approved

The board voted 3-0 to hire a part-time cleaner at $25 per hour, with a minimum of three hours and a maximum of five hours per week. City officials said a three-week advertisement for the position produced no applicants before staff contacted a potential worker.

The board later amended its agenda and voted 3-0 to hire Jacqueline Frederickson as a part-time water treatment plant employee at $22.50 per hour.

In other action, the board:

— Passed Bill 24-06 as Ordinance 13.448, authorizing the mayor to execute an agreement with Nippon Sanso Matheson Inc. for bulk carbon dioxide and related equipment at the water treatment plant.

— Authorized changes to the municipal court account’s signature card at the Bank of Weston. Former Municipal Judge Mark Ferguson and former city employee Tammy Weaver are to be removed as authorized signers and replaced by current city officials.

Both the bank authorization and water plant hiring were added to the agenda during the meeting.