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HomeMy WebLinkAbout2021-12-20-I01F Trade TIme for Fitness_Benefit IncreaseAGENDA ITEM: CITY OF WAUKEE, IOWA CITY COUNCIL MEETING COMMUNICATION MEETING DATE: December 20, 2021 AGENDA ITEM:Consideration of approval of a resolution authorizing an increase to the “Trade Time for Fitness” employee benefit program FORMAT:Consent Agenda SYNOPSIS INCLUDING PRO & CON: The Council is asked to authorize an increase to the Trade Time for Fitness employee benefit program from $1000 to $1200 annually. FISCAL IMPACT INCLUDING COST/BENEFIT ANALYSIS:Through the Employee Benefits Tax Levy, the City partially self-funds health costs for employees and due to our positive claims history; it continues to have available funds to be used for health-related benefits, which would allow the funding of the Trade Time for Fitness program. COMMISSION/BOARD/COMMITTEE COMMENT: STAFF REVIEW AND COMMENT: Staff recommends an increase from $1000 to $1200, annually, to the Trade Time for Fitness employee benefit program. RECOMMENDATION: Approve the resolution. ATTACHMENTS: I. Proposed resolution II. Trade Time for Fitness program details PREPARED BY:Michelle Lindsay REVIEWED BY: . I1F THE CITY OF WAUKEE, IOWA RESOLUTION 2021- AUTHORIZING AN INCREASE TO THE “TRADE TIME FOR FITNESS” EMPLOYEE BENEFIT PROGRAM 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 Employee Wellness Committee would like to continue to support employee’s health and wellbeing through the trade Time for Fitness employee benefit program; AND, WHEREAS, the Employee Wellness Committee proposes, an increase to the “Trade Time for Fitness” employee benefit program ; AND, WHEREAS, the increase would allow employees to trade in accrued sick leave for reimbursement up to $1200 annually for wellness-related expenses beginning 2022; AND WHEREAS, through the Employee Benefits Tax Levy, the City partially self–funds health costs for employees and due to positive claims history; it has available funds to be used for health-related benefits, which would allow the funding of the Trade Time for Fitness program; AND, WHEREAS, the “Trade Time for Fitness” program is an investment in our employees and instills a sense of value in their overall health and well-being. NOW THEREFORE BE IT RESOLVED by the City of Waukee City Council in session this 20th day of December 2021, that the annual increase to the Trade Time for Fitness employee benefit program 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 Trade Time for Fitness 2022 Benefits-eligible employees may cash-out a portion of their accrued sick leave to be reimbursed for the cost of wellness related expenses. How it works: An employee has purchased a new bike at a cost of $580.00. The employee has a balance of 150 hours of sick leave accrued and a current hourly wage of $28.44. The employee completes a trade Time for Fitness Reimbursement form and attaches an itemized receipt for the purchase. On the first payroll of the following month the employee shall be paid for their hours worked that pay period and the necessary amount of sick time required that equals the purchase price, up to $1200. The employee’s sick leave bank will be reduced by 20.4 hours ($580 divided by $28.44) to 129.6 hours. The $580 reimbursement will be taxable with a net payment to the employee dependent upon their personalized tax withholdings.  To be eligible for the program, an employee must have more than 80 hours of accrued sick leave, and the requested reimbursement may not draw the employee’s sick-leave balance below 80 hours.  The items reimbursed by the trade Time for Fitness Program are for use by the employee only.  If an item is not on the list of eligible expenses, it may be submitted for consideration to be placed on the eligibility list. The Wellness Committee will review all such requests on a quarterly basis.  The maximum amount of sick leave cashed out may not exceed $1200 for the calendar year.  Requests for reimbursements may be submitted no more than once per calendar month, a maximum of 12 reimbursements per year.  Reimbursements for more than one piece of the same equipment per year (e.g. two bicycles) are not allowed. The only exception is running shoes.  The minimum reimbursement amount shall be $20. One reimbursement may cover multiple items.  All reimbursements for the current calendar year can be submitted up to January 31 of the following year. Note: reimbursements will count on the payroll year it is submitted.  If a used item is purchased, a signed bill of sale with contact information for the seller and a copy of the ad (i.e. Craigslist photo and text) must be provided.  If an item priced greater than $1200 is purchased, only $1200 will be reimbursed.  Any Trade Time for Fitness request made within an employee’s submitted 14 day notification of resignation from the city is not eligible for reimbursement.  Gift cards may be used toward the purchase of an item on the eligible list. Eligible Expenses: If an item’s eligibility is questionable, employees should contact Toni Coughlin to present to the Wellness Committee for approval. DO NOT PURCHASE THE QUESTIONABLE ITEM PRIOR TO APPROVAL.  Health club memberships for the employee (i.e., monthly dues plus tax and any enrollment fees minus any credits from a health insurance plan.) If a dual or family membership is purchased, only the amount of a single membership will be reimbursed. The membership plan noting membership level pricing must be provided with a claim. Employees can submit membership reimbursements up to two times per year.  Weight loss or tobacco cessation programs (e.g., nicotine gum and patches, hypnosis, acupuncture, Weight Watchers or similar programs). Food or nutritional supplements as a part of a program are not eligible.  Stress management classes and programs.  Fitness and exercise classes.  Fitness/self-help/well-being tracking/training books, manuals and applications.  Personal trainers.  New and used equipment (e.g., bicycle, treadmill, snow and skateboards, sports equipment scuba diving equipment, snowshoes, cross country skis, skates canoes and kayaks, protective equipment (e.g. bike helmet, shin pads, life vest, etc.), fitness or interactive sport module for game console, fitness DVD and yoga mat.  Heart rate monitor/activity tracker, including Smart Watches, up to $300,  Registration fees (e.g., sport league registration, court time, open gym, ice rink time, bike locker, equipment rental or events such as running races, walks, bike rides and triathlons.)  Active footwear. Please note – each footwear submittal will be reviewed on a case-by-case basis.  Equipment maintenance and repair parts.  Groupons or similar discount may be submitted for reimbursement providing service or item purchased is eligible under the program. Ineligible expenses:  Club memberships and league fees of a primarily social nature (e.g., country club, golf, bowling).  Clothing items (e.g., jackets, shirts, shorts, uniforms, swimsuits).  Food and supplements, even if purchased in conjunction with a weight loss program.  Backpacks or luggage.  Medical expenses (e.g., lab tests, prescriptions, co-pays, medical equipment).  Camping, fishing or recreational equipment (e.g., tents, packs, coolers).  Tips for services.  Fees (e.g., golf green fees, ski lift tickets or ski club membership, licenses, park permits, tanning).  Day care, recreation club or similar.  Reimbursements for more than one piece of the same equipment per year (e.g., two bicycles).  Weapons, including archery and hunting equipment and firearms.  Basketball hoops and any other sport nets.  Game Consoles.  Golf Clubs.  Massage and Chiropractic visits.  Warranties.