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Home My WebLink About2025-06-16 J01K Employee Handbook RevisionsAGENDA ITEM: CITY OF WAUKEE, IOWA CITY COUNCIL MEETING COMMUNICATION MEETING DATE: June 16, 2025 AGENDA ITEM:Consideration of approval of a resolution approving amendments to City of Waukee Employee Handbook [4.8 Overtime & Compensatory Time, 5.8 Paid Sick Leave, 6.9 Education Assistance , and 7.14 Vehicle Policy] FORMAT:Consent Agenda SYNOPSIS INCLUDING PRO & CON: The Council is asked to authorize the implementation of amendments and additions/deletions to the employee handbook, section 4.8 Overtime & Compensatory Time, 5.8 Paid Sick Leave, 6.9 Education Assistance, and 7.14 Vehicle Policy. The handbook is intended to apply to all city employees. FISCAL IMPACT INCLUDING COST/BENEFIT ANALYSIS: The amended employee handbook will replace the current employee handbook adopted June 17, 2024, and will become effective June 29, 2025. COMMISSION/BOARD/COMMITTEE COMMENT: STAFF REVIEW AND COMMENT: Staff recommends approval of the resolution approving the amended employee handbook. RECOMMENDATION:Approve the resolution. ATTACHMENTS:Proposed resolution PREPARED BY:Michelle Lindsay REVIEWED BY: J1K THE CITY OF WAUKEE, IOWA RESOLUTION 2025- AUTHORIZING AMENDED EMPLOYEE HANDBOOK [4.8 OVERTIME & COMPENSATPRY TIME, 5.8 PAID SICK LEAVE, 6.9 EDUCATION ASSISTANCE, AND 7.14 VEHICLE 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, it is the purpose of the Employee Handbook to establish and maintain a uniform system for managing personnel matters; and to provide for the standards, terms, and conditions of employment with the City of Waukee in a clear and comprehensive fashion; AND, WHEREAS, the policies contained in the Employee Handbook are general guidelines for the City’s current employment practices and workplace procedures. They are not intended to be a contract, expressed or implied, or any type of promise or guarantee of specific treatment upon which employees may rely, nor a guarantee of employment of any specific duration; AND, WHEREAS, the City desires to maintain policies and procedures that meet the requirements of state and federal laws; AND, WHEREAS, City staff recommend certain amendments and additions to the Employee Handbook; section 4.8 Overtime & Compensatory Time, section 5.8 Paid Sick Leave, section 6.9 Education Assistance, and section 7.14 Vehicle Policy: AND, WHEREAS, Section 4.8 Overtime & Compensatory time is amended by removing compensatory time from the calculation of overtime as follows: All non-exempt employees shall be paid, either in cash or compensatory time, at the discretion of the department director or his/her designee, at a rate of one and a half (1 1/2) the employee’s straight time hourly rate for work in excess of 40 hours in any workweek. Employees engaged in 24-hour fire protection shall receive overtime for hours worked in excess of 212 within a 28-day cycle. Non-exempt sworn law enforcement employees will receive overtime for hours worked in excess of an employee’s regularly scheduled shift. Employees may carry a maximum of 40 hours of compensatory time, full time 24-hour shift employees shall be allowed to carry 48 hours of compensatory time, and any additional overtime shall be paid in cash. Paid sick leave, vacation time, compensatory time and holidays shall be considered hours worked for the purpose of calculating overtime. Except for emergencies, any work in excess of the normal work period must be approved in advance by the employee’s immediate supervisor. An employee required to be on-call for the employer so that the on-call time restricts that employee’s movement, requires immediate response to the City, or limits the employee’s off time activity shall be paid one (1) payment of six (6) hours per week at the employee’s regular rate of pay. Employees may opt to take compensatory time in place of payment for their on-call duties worked. Exempt employees are eligible to receive administrative time for excess hours worked. The intent of administrative time is not to provide hour-for-hour time off, but rather to allow management the flexibility to recognize employees who work extra time to provide services. WHEREAS, Section 5.8 Paid Sick Leave is amended by removing, “due to illness or injury” and “ill or injured”, as follows: As a regular full-time employee, you will accrue sick leave at a rate of 3.69 hours per pay period, 5.54 hours per pay period for full-time Fire/EMS employees. Total accumulation cannot exceed 720 hours. Sick leave may be used by an employee when the employee is unable to perform the duties of their job, due to illness or injury, or when the employee is required to care for an ill or injured immediate family member. Sick leave may also be used, when approved in advance, for dental, surgical, medical or optical examinations or treatment, or in an emergency, or for Citywide wellness related programs. You shall notify your immediate supervisor prior to your regular scheduled reporting time if you are going to be absent. Your supervisor may require doctor documentation if there is reason to believe an abuse of sick leave is occurring or if you are absent for more than three consecutive days. False or fraudulent use of sick leave shall be cause for disciplinary action and may result in dismissal. If you are sick on a holiday or scheduled vacation, that time will not be charged as sick leave used. Upon an employee’s separation of service in good standing, and if the employee is taking a bona fide retirement from IPERS, or upon his/her death, said employee shall be paid 30% of their sick leave balance, up to a maximum of 216 hours. This compensation shall be placed into a Retirement Health Savings Account (RHS Plan) to be used for post-retiree health care expenses and/or premiums. There shall be no payout of any sick leave balance for employees who involuntarily terminate or resign in lieu of termination. WHEREAS, section 6.9 Education Assistance has been added as follows: The City supports the personal, professional career development of employees to enhance the potential for productivity in a City position, and to aid in the employee’s personal growth and development within the City organization. Employees are encouraged to take advantage of educational opportunities through courses, programs or degree studies that relate to current job responsibilities or possible future City assignments. Prior approval must be obtained from the department director and City administrator or their delegates prior to enrollment. Please refer to the Education Assistance Policy for complete details. WHEREAS, Section 7.14 Vehicle Policy is amended to reference the Vehicle Use Driving policy, as follows: All vehicles and equipment owned by the City are for official use only and cannot be used for personal business without prior approval of management. However, you may take a vehicle during a lunch break if your destination immediately after lunch is farther from your normal workplace than the location where you eat lunch. At no time shall any person(s) be allowed in City vehicles unless for City business or City- sponsored activities without prior approval of management. The use of any tobacco products in City vehicles or equipment is prohibited. If an employee is required to operate a motor vehicle as part of his or her job duties, that employee must maintain a valid operator’s license and be insurable under the City’s liability policy as a condition of continued employment. Seatbelts are required to be worn by all City employees at all times, in personal and City- owned vehicles, while performing work for the City, as required by Iowa law. Please refer to the Travel and Training Policy Vehicle Use Driving Policy for complete details. WHEREAS, the effective date of the amended employee handbook will be June 29, 2025. NOW THEREFORE BE IT RESOLVED by the City of Waukee City Council in session this 16th day of June 2025, that it hereby approves and adopts the amended employee handbook. ____________________________ Courtney Clarke, Mayor Attest: ___________________________________ Rebecca D. Schuett, City Clerk RESULTS OF VOTE: AYE NAY ABSENT ABSTAIN R. Charles Bottenberg Chris Crone Rob Grove Anna Bergman Pierce Ben Sinclair