Loading...
HomeMy WebLinkAbout2023-12-04 I01F_01 Paid Parental Leave PolicyAGENDA ITEM: CITY OF WAUKEE, IOWA CITY COUNCIL MEETING COMMUNICATION MEETING DATE: December 4, 2023 AGENDA ITEM:Consideration of approval of a resolution approving Paid Parental Leave 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 Paid Parental Leave 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 supports our employees in caring for and bonding with their newborn or newly adopted or newly foster-to-adopt child(ren) 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 Paid Parental Leave Policy. RECOMMENDATION: Approve the resolution. ATTACHMENTS: I.Proposed Resolution II. Paid Parental Leave Policy III. Paid Parental Leave Request Form PREPARED BY:Michelle Lindsay REVIEWED BY: . I1F1 THE CITY OF WAUKEE, IOWA RESOLUTION 2023- APPROVAL OF PAID PARENTAL LEAVE 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 Paid Parental Leave program to full-time and regular part- time, non-union employees; AND, WHEREAS, employees are provided with up to four (4) weeks paid parental leave time per fiscal year; AND, WHEREAS, this is a low-cost program with high impact and seeks to align our culture as one that supports our employees to care for and bond with a newborn or newly adopted or newly placed foster-to-adopt child(ren); AND, WHEREAS, this program would cover the birth, adoption, or placement of foster-to-adopt child(ren) occurring on or after January 1, 2024. NOW THEREFORE BE IT RESOLVED by the City of Waukee City Council in session this 4th day of December 2023, that the City of Waukee paid Parental Leave 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 Paid Parental Leave Policy Issue Date: January 2024 Human Resources Page 1 of 3 Policy Owners: HR/Directors Approved by: City Council 12/4/2023 General Policy It is the policy of the City of Waukee to provide up to four (4) continuous weeks of paid parental leave per calendar year for the birth, adoption or placement of foster-to-adopt child(ren) occurring on or after January 1, 2024. The purpose of paid parental leave is to enable the employee to care for and bond with a newborn or newly adopted or newly placed foster-to-adopt child. Employees must qualify and be approved for Family Medical Leave Act (FMLA) in order to be eligible for Paid Parental Leave. Paid Parental leave runs concurrently with the Family Medical Leave Act and must be taken within six (6) months of the child’s birth or placement. Eligibility Eligible employees must meet the following criteria: Have been employed with the City of Waukee for 12-months, and worked at least 1250 hours during the 12 months immediately preceding their leave. Be a non-union, regular full-time employee, OR Be a non-union, regular part-time employee, with an established work week of twenty (20) hours or more (based on their regularly scheduled work week hours.) Have given birth to a child; or be a spouse or domestic partner of a person who has given birth to their child. Have legally adopted a child, been placed with a foster-to-adopt child (in either case, the child must be age 17 or younger), or has a baby via a surrogate. Employee shall not be employed through other means beyond the City of Waukee while on paid parental leave. Exclusions Surrogate mothers who do not maintain parental rights* Sperm donors Miscarriage or death of a child* Adoption of a spouse’s/domestic partner’s child Biological parents with no parental rights (e.g., their child is placed in foster care or adoption) Entering into a foster parent arrangement Being named as a guardian Employees on unpaid administrative leave, military leave, long-term disability, or performance improvement plan *Individuals that serve as a surrogate are not eligible for paid parental leave but may be eligible for other medical leave benefits. *Bereavement leave may be used for the unplanned loss of an unborn child, in the case of miscarriage. Paid Parental Leave Policy Issue Date: January 2024 Human Resources Page 2 of 3 Policy Owners: HR/Directors Approved by: City Council 12/4/2023 Amount, Time Frame, and Duration of Paid Parental Leave Eligible employees will receive a maximum of four (4) calendar weeks of paid parental leave for birth, adoption, or placement of foster-to-adopt child(ren). The fact that a multiple birth, adoption, or placement of foster-to-adopt occurs (e.g., the birth of twins or adoption of siblings) does not increase the total amount of paid parental leave granted for that event. In addition, in no case will an employee receive more than four (4) calendar weeks of paid parental leave in a rolling 12-month period, regardless of whether more than one birth, adoption, placement of foster-to-adopt, or birth via surrogate event occurs within that 12-month time frame. Each week of paid parental leave is compensated at 100 percent of the employee’s regular, straight-time weekly pay. For shift personnel, weekly pay will be limited to the average weekly hours based on the employee’s schedule at the time of the leave of absence. Paid parental leave will be paid on a biweekly basis on regularly scheduled pay dates. Approved paid parental leave may be taken at any time during the 6-month period immediately following the birth, adoption, placement of foster-to-adopt child(ren) with employee, or birth via surrogate. Paid leave may not be used or extended beyond this 6-month time frame. Employees must take paid parental leave in one continuous period of leave. The parental leave period will not be extended if the employee chooses to work at any time during the paid leave. For example, after one week of paid parental leave employee works 2 days, then resumes leave. The period is not extended by 2 days. Any unused paid parental leave will be forfeited at the end of the 6-month time frame. Upon termination of the individual’s employment with the City, the employee will not be paid for any unused paid parental leave for which they were eligible. In addition, should an employee utilize the paid parental leave program and then voluntarily terminate employment within 12 months of the qualifying event, employee must reimburse the City for the benefit. Coordination with Other Policies Paid parental leave taken under this policy will run concurrently with leave under the FMLA; thus, any leave taken under this policy that falls under the definition of circumstances qualifying for leave due to the birth, or placement of a child due to adoption or foster-to-adopt, the leave will be counted toward the 12 weeks of available FMLA leave per a rolling 12-month period. When the four weeks of paid parental leave has ended, the employee may utilize available accrued leave for the remainder of the approved FMLA leave in accordance with the City’s FMLA policy. Unused Paid Parental Leave is forfeited. In no case will the total amount of leave, whether paid or unpaid, granted to the employee under FMLA exceed 12 weeks during the rolling 12-month FMLA period. Please refer to the Family and Medical Leave Policy for further guidance on the FMLA. If a City holiday occurs while the employee is on paid parental leave such holiday will not extend the total paid parental leave entitlement. Paid Parental Leave Policy Issue Date: January 2024 Human Resources Page 3 of 3 Policy Owners: HR/Directors Approved by: City Council 12/4/2023 Request for Paid Parental Leave The employee will provide their supervisor and the Human Resources department with notice of the request for leave at least 30 days prior to the proposed date of the leave (or if the leave was not foreseeable, as soon as possible). The employee must complete the necessary FMLA forms and provide all documentation as required by the Human Resources department to substantiate the request. As is the case with all city policies, the organization has the exclusive right to interpret this policy. A fraudulent request for paid parental leave shall be grounds for disciplinary action, up to and including termination of employment. Definitions Domestic Partner: an unrelated and unmarried person who shares common living quarters and lives in a committed, intimate relationship that is not legally defined as marriage by the state in which the partners reside. The partnership consists of two people of either the same or opposite gender. Foster-to-adopt: a child under the age of 18 has been placed with employee with the intent that employee will eventually adopt the child. The biological parents of said child have terminated their parental rights, voluntarily or through court proceedings. Documentation of this situation may be requested by HR. REQUEST FOR PAID PARENTAL LEAVE (PPL) Identifying Information Employee Name (Last, First, MI) Department Position Phone Numbers (Personal & Work) Email Addresses (Personal & Work) Plans for Paid Parental Leave (PPL) Reason PPL is being requested: Birth of a Child Placement for Adoption Birth through Surrogacy Anticipated Actual Date of Birth or Placement Date Use of PPL Begins Date Use of PPL Concludes Date of Planned Return to Duty Employee Certification (initial each statement) I attest that PPL is being taken because of the birth of my child, birth of my child through surrogacy, or placement of child with me for adoption and that the PPL will be used in connection with my fulfillment of my parental role to care for and bond with the child. I will provide documentation to support this request, as directed by HR. I will not be employed by another organization, company or business, nor will I be self-employed or work extra/off duty assignments contracted through the City during the requested PPL. I acknowledge and understand the consequences of providing a false certification (e.g., the possibility that the City could pursue appropriate disciplinary action, up to and including termination. If I provided an anticipated date of birth or placement, I will notify HR as soon as practicable of the actual date. I hereby certify that all statements made in this application are true and correct to the best of my knowledge and belief. I agree to reimburse the City for any paid parental leave benefit upon my voluntary resignation within 12 months of the qualifying event. Employee Signature Date Supervisor Signature Date