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Home My WebLink About2022-12-05 Resolution 2022-532_Employee Handbook, Amendment, Work Hours-Holidays-VacationTHE CITY OF WAUKEE, IOWA RESOLUTION 2022-532 AUTHORIZING AMENDED EMPLOYEE HANDBOOK [4.7 HOURS OF WORK, 5.1 PAID HOLIDAYS, 5.5 VACATION ACCRUAL, AND 5.6 USE OF VACATION LEAVE] IN THE NAME AND BY THE A UTHORITY OF THE CITY OF WA UKEE, 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 to the Employee Handbook focused on attracting and retaining employees: AND, WHEREAS, Chapter 4.7, Hours of Work, is amended as follows, with changes indicated in red: 4.7 HOURS OF WORK All employees shall be scheduled to work on a regular work schedule and shall have a regular starting and quitting time. Generally, a regular workweek consists of eight hours per day, five days a week. Workweek hours may vary depending on the time of year, the position and department. For some personnel, a workweek may consist of a variety of work schedules, such as 24-hour shifts in the Fire Department and 8.5 hour shifts in the Police Department. Department directors may establish varying hours of work for certain positions or work units, subject to the approval of the City Administrator or their designee, provided that productivity and public services are not adversely affected. These will ~emally be • ithin the limits ofth 8 hour day and 40 houf week. The workday is defined as the 24-hour period starting at 12 a.m. and ending at 11:59 p.m. The workweek covers seven consecutive days beginning on Sunday and continuing through Saturday. All hours worked shall be credited to the day when the shift began. A work hour is any hour of the day that is worked and should be recorded to the nearest quarter of an hour. On shifts during which clocks are adjusted for the implementation or cessation of daylight savings time, employees shall be paid for the number of hours actually worked. When on paid leave for the entirety of such shifts, employees shall be paid their normal hours of work per shift. All non-exempt employees must record their working time and nonworking time in the appropriate time keeping system. Employees are expected to be engaged in carrying out their duties during all scheduled work time and should be ready to begin working at their scheduled starting time. The City shall have the right to change the work schedule and call employees to come to work to efficiently meet the operational needs of the employer. An employee who is called to be physically present at work shall be paid a minimum of one (1) hour of pay unless such call requires the employee to report to work within one (1) hour prior to or succeeding his/ her regular shift. Police department employees appearing in -person at the courthouse or by telephone at the Police Department on behalf of the employer, while not on duty, shall receive a minimum of two (2) hours of court pay. Lunch Hours: Your supervisor will advise you of your assigned time as the City must maintain adequate work coverage. Each employee shall be allowed an unpaid lunch period, which shall generally be scheduled in the middle of the work shift. Police and Fire/EMS sworn employees will receive a 30-minute paid lunch period, which is subject to interruption for routine matters. Lunch periods shall be scheduled by the department supervisor who will give appropriate consideration to department needs and regulations. Such periods will not be more than one (1) hour nor less than 30 minutes. Work Breaks: Each employee may take a 15-minute rest break for every four hours worked. The direct supervisor is responsible for determining when and where employees take rest breaks. Rest break time does not accrue; if unused, it is lost. WHEREAS, Chapter 5.1 Paid Holidays, is amended with the addition of the following language: All full-time employees will be awarded 16 hours of floating holiday time annually on the first payroll in July. Floating holiday hours may be taken at a mutually agreed upon time with sufficient notice to the department director or designee. Any floating holiday hours remaining on June 30 will be forfeited. All new hires are awarded 16 hours of floating holiday time with their first payroll regardless of their date of hire. WHEREAS, Chapter 5.5 Accrued Vacation is amended as follows, with changes indicated in red: 5.5 VACATION ACCRUAL All regular full-time employees, except director level positions and 24-hour Fire/EMS employees, shall accrue vacation leave on a per pay period basis in accordance with the following schedule*: Years of Service Per Pay Period Accrual First through 4`h year of continuous service 3.08 hours 5"' through 15" 9"' year of continuous service 4.62 hours 3�+ 101h through 14" year of continuous yeaFs e# service 6.15 hours 15`h year of continuous service 6.46 hours 16th year of continuous service 6.77 hours 17th year of continuous service 7.08 hours 18th year of continuous service 7.38 hours 19th year of continuous service 7.69 hours All full-time 24-hour Fire/EMS employees shall accrue vacation leave on a per pay period basis in accordance with the following schedule*: Years of Service Per Pay Period Accrual' First through 4th year of continuous service 4.62 hours 5th through 45'4- 9t' year of continuous service 6.46 hours 1-6+ 10' through 14th year of continuous service 8.31 hours 15th year of continuous service 9.23 hours 16th year of continuous service 10.15 hours 17th year of continuous service 11.08 hours 18th year of continuous service 12 hours 19th year of continuous service 12.92 hours Continuous service shall be calculated from the employee's most recent full-time date of hire with the city. Under certain circumstances, the City Administrator may approve an exception to the above accrual rates. Employees may accrue a maximum of 160 hours of vacation time. Full-time 24-hour Fire/EMS employees may accrue a maximum of 240 hours of vacation time. The City Administrator and director level and above accrue vacation on their service anniversary date as a lump sum of 120 hours for years 1 `-4 `" years of continuous service, 160 hours for 5 " through 9 `" years of continuous service and 200 hours for 10 years and above of continuous service, with an accrual maximum of 320 hours. Employees with vacation accrual balances over the maximums established in the employee handbook, will be allowed a grandfather period of two years to comply with the maximums. WHEREAS, Chapter 5.6 Accrued Vacation is amended as follows, with changes indicated in red: 5.6 USE OF VACATION LEAVE Vacation leave may be used no sooner than the next pay period after earned and upon advanced approval from your immediate supervisor. Special permission must be granted to an employee requesting more than two consecutive weeks of vacation leave. Employees may choose to donate accrued, unused vacation time as laid out in the Leave Time Transfer for Catastrophic Illness program. Vacation leave will be paid at the employee's regular rate of pay. If one of the paid holidays occurs during your vacation, the holiday will not be counted as part of your vacation time. WHEREAS, the effective date of the amended employee handbook will be January 1, 2023. NOW THEREFORE BE IT RESOLVED by the City of Waukee City Council in session this 5r'' day of December 2022, that it hereby approves and adopts the amended employee handbook. l_ n Courtney Clarke, Mayor Attest: Rebecca D. Schuett, City Clerk RESULTS OF VOTE: AYE NAY ABSENT ABSTAIN Anna Bergman Pierce X R. Charles Bottenberg X Chris Crone X Larry R. Lyon X Ben Sinclair X