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HomeMy WebLinkAbout2023-05-15 I01I Volunteer Paid Time-Off PolicyAGENDA ITEM: CITY OF WAUKEE, IOWA CITY COUNCIL MEETING COMMUNICATION MEETING DATE: May 15, 2023 AGENDA ITEM:Consideration of approval of a resolution approving Volunteer Paid Time Off Policy FORMAT:Resolution SYNOPSIS INCLUDING PRO & CON: In continuing to offer low cost, high impact benefits, the Human Resources Director and City Administrator along with input from the Employee Engagement Advisory Committee propose to add a Volunteer Paid Time Off program for full-time and regular part- time non-union employees. Employees increasingly are wanting to work for organizations that have meaning and purpose and that align with their values. By offering this program we hope to align our culture as one that values involvement and giving back to the community with the additional outcome of attracting and retaining employees. FISCAL IMPACT INCLUDING COST/BENEFIT ANALYSIS: COMMISSION/BOARD/COMMITTEE COMMENT: STAFF REVIEW AND COMMENT: Staff recommends approval of the Volunteer Paid Time Off Policy. RECOMMENDATION: Approve the resolution. ATTACHMENTS: I.Proposed Resolution II. Volunteer Paid Time Off Policy PREPARED BY:Michelle Lindsay REVIEWED BY: . I1I THE CITY OF WAUKEE, IOWA RESOLUTION 2023- APPROVAL OF VOLUNTEER PAID TIME OFF POLICY IN THE NAME AND BY THE AUTHORITY OF THE CITY OF WAUKEE, IOWA WHEREAS, the City of Waukee, Dallas County, State of Iowa, is a duly organized Municipal Organization; AND, WHEREAS, the City seeks to offer a Volunteer Paid Time Off program to full-time and regular part-time, non-union employees; AND, WHEREAS, full-time employees may use up to eight (8) hours and regular part-time employees may use up to four (4) hours of paid volunteer time per fiscal year; AND, WHEREAS, this is a low-cost program with high impact and seeks to align our culture as one that values involvement and giving back to the community. NOW THEREFORE BE IT RESOLVED by the City of Waukee City Council in session this 15th day of May 2023, that the City of Waukee Volunteer Paid Time Off Policy attached hereto is hereby approved. ____________________________ Courtney Clarke, Mayor Attest: ___________________________________ Rebecca D. Schuett, City Clerk RESULTS OF VOTE: AYE NAY ABSENT ABSTAIN Anna Bergman Pierce R. Charles Bottenberg Chris Crone Larry R. Lyon Ben Sinclair Volunteer Paid Time Off Policy (Adopted by the CITY OF WAUKEE Council on 5/15/2023) I. PURPOSE This policy encourages a culture of employee involvement by supporting employee engagement in activities that serve the community in which employees live and work. This is accomplished by providing employees paid time to volunteer for non- profit organizations or causes that serve the City of Waukee, enhancing the community and enriching the lives of employees. This program is in addition to volunteer activities that are organized and sponsored by the City of Waukee throughout the year. II. ELIGIBILITY This policy allows regular, non-union full-time and regular part-time employees paid time off to participate in community volunteer efforts after completing their probationary period. Employees are encouraged but not obligated to participate in this program. All regular, non-union full-time employees may use up to eight (8) hours of paid volunteer time per fiscal year. All regular part-time employees may use up to four (4) hours of paid volunteer time per fiscal year. Other criteria for this benefit:  Volunteer time must be requested and approved in advance in order to accommodate staffing and coverage.  Volunteer time should not conflict with the peak work schedule, other work-related responsibilities, create need for overtime, or cause conflicts with other employee’s schedules.  The volunteer services must be outside of those normally performed in the employee’s job, and not result in compensation to the volunteer from the program being supported.  Time will be paid at the employees’ current base salary/wage on the day(s) the time is taken.  This benefit will not accumulate from year-to-year.  This benefit will not be paid out upon separation of employment.  Employees are ineligible for this benefit if they are on sick leave, assigned to light duty or are receiving Workers’ Compensation benefits, are on a Performance Improvement Plan, or if this policy is discontinued.  The employee will follow all City policies and rules to ensure professional conduct and uphold the reputation of the City when using this benefit. An employee cannot volunteer or be a member of a civic organization if it uses the City’s time, facilities, equipment, or other evidence of employment to give that employee or a member of his/her family an advantage or pecuniary benefit that is not available to other similarly situated members or classes of members of the general public. City volunteer paid time can be used to support organizations that are a charity or non-profit or tax exempt. City paid volunteer time cannot support political causes, candidates for political offices, explicitly religious activities, or organizations that discriminate. However, employees are free to participate in any such activities on their own time using their own resources. Like federal programs, the City’s volunteer paid time off program prohibits “Explicitly religious activities defined as activities that involve overt religious content, such as worship, religious instruction, or proselytization.” Examples of acceptable activities include volunteering at a church, place of worship or other religious institution for the purpose of distributing food, school supplies, housing/financial assistance, and other service information. III. PROCESS Paid volunteer time worked shall be in-lieu of the employee’s regularly scheduled hours at the exchange rate of one-hour of regularly scheduled time for one hour of paid volunteer time and the exchange shall occur within the same work week, so that the volunteer hours worked do not result in the payment of overtime. Premium time will not be paid for volunteer time hours worked on a holiday or the employee’s day off. III. REQUEST AND APPROVAL PROCESS Employees must follow the following approval process:  The employee must provide reasonable notice to their supervisor and take into account work demands, which will take priority over this policy.  Employees must complete the Volunteer Paid Time Off Request form and submit to their supervisor for review and approval. o The supervisor approves based on compliance with this policy and operational needs for their department and submits approved form to Human resources. Final approval is at the discretion of the City Administrator or their designee in the case there is a need to determine if the activity serves a public purpose rather than a private purpose.