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6. Staff Report-Personnel Policy UpdatesSCANDIA Staff Repovt Date of Meeting: November 10, 2015 To: City Council From: Kristina Handt, Administrator Re: Personnel Policy Updates Background: The Personnel Policy was adopted in 2010 and has been updated a handful of times since then. In December 2014 the maintenance workers decided to join a union. Through union negotiations, some of the provisions in the personnel policy were changed for the represented employees, specific areas for discussion at this meeting being holidays, funeral leave and paid time off (PTO). Issue: Should the Council amend the personnel policy to incorporate some changes and offer consistency with certain provisions of the union contract? Proposal Details: I am proposing to update three sections of the personnel policy: Section 4.a)4) Holidays An additional holiday (Christmas Eve) is provided in the union contract. I would suggest adding this as an official holiday for non -union employees too. It can be confusing for the public and inefficient to have one department of the city open on a holiday and another not. In the past, the Council has at times allowed city offices to close entirely or close early on Christmas Eve Day. I have also approved time off for most staff as the office is not particularly business on this holiday. Section 4.a)5) Bereavement/Funeral Leave For consistency I would proposed amending this section to be the same as the language in the union contract. It does provide leave foe additional extended family members and increase leave to four days in the case of the death of an immediate family member. Current Policy Language: (a) Funeral leave may be granted to full time City employees, or to part time employees scheduled to work 30 hours or more per week. To be eligible for funeral leave an employee must furnish adequate proof that a death has occurred with the employee's immediate family. (b) The term "immediate family" shall include spouse, parents, step-parents, child, step- child, grandchild, step -grandchild, siblings and step -siblings of the employee, or grandparents of the employee or spouse, mother-in-law or father-in-law. Relatives of the employee other than those above listed shall not be considered members of the immediate family for the purposes of this policy. (c) Paid funeral leave may be granted for one, two or three work days where the supervisor concludes such leave is warranted provided that no more than three days (24 hours) of paid funeral leave per calendar year shall be allowed. Proposed New Language: Funeral leave shall be granted to full-time Employees as follows: (a) Four (4) days in each case of the death of: ■ Employee's parents or stepparents; ■ Employee's spouse, or person regarded as such; ■ Employee's children, stepchildren or foster children; (b) Two (2) day in each case of the death of: ■ Employee's siblings or stepsiblings; ■ Employee's grandparents or stepgrandparents; ■ Employee's grandchildren or stepgrandchildren; ■ Parents or stepparents of the Employee's spouse or person regarded as such; ■ Siblings or stepsiblings of the Employee's spouse or person regarded as such; (c) One (1) day in each case of the death of: ■ Employee's aunt, uncle, niece, or nephew, including step relations; ■ Grandparents or stepgrandparents of the Employee's spouse or person regarded as such; ■ Grandchildren or stepgrandchildren of the Employee's spouse or person regarded as such. (d) Funeral Leave will be at the Employee's regular rate of pay and shall not be counted against the Employee's PTO. Upon approval of the supervisor, the Employee may choose to use PTO to extend the funeral leave. The City Administrator may determine the length of leave for any case not meeting the above guidelines. Section 4.a)1)(a) PTO Accrual Chart The chart currently in the personnel policy was developed when pay was bi monthly. Since then we have changed to an every other week pay period. As a result the calculations per paycheck are incorrect. Staff is proposing to keep the same annual PTO amounts but to remove the per paycheck calculations that are incorrect. Existing Chart: Completed Years of Employment PTO Hours Accrued per Pay Period PTO Hours Accrued per Year PTO Days (8 hr.) Accrued per Year 0-1 5.5 132 16.5 2-4 7 168 21 5-9 8 192 24 10 — 14 9 216 27 15+ 10 240 30 New Chart: Completed Years of Employment 0-1 2-4 5-9 10 — 14 15+ PTO hours accrued per year 132 168 192 216 240 PTO days (8 hr.) accrued per year 16.5 21 24 27 30 Fiscal Impact: No increase in payroll costs are anticipated with these changes. It is highly unlikely a non -union employee would be required to work on Christmas Eve resulting in holiday pay. Options: 1) Recommend staff make updates to Personnel Policy and place on next consent agenda 2) Recommend staff make some but not all updates to Personnel Policy and place on next consent agenda 3) Recommend staff make different updates to Personnel Policy and place on next consent agenda 4) Do not make any updates to the Personnel Policy. Recommendation: Option 1