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Home My WebLink About2023-03-20 Resolution 2023-117_Employee Handbook, AmendmentTHE CITY OF WAUKEE, IOWA RESOLUTION 2023-117 AUTHORIZING AMENDED EMPLOYEE HANDBOOK [CHAPTERS 4.5, 4.6, 4.7, 5.2, 5.5, 5.8, 6.31 IN THE NAME AND BY THE A UTHORITY OF THE CITY OF WA UKEE, 10 WA 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, section 5.2 Pay for Holidays Worked and items that are covered in the collective bargaining agreement with International Brotherhood of Teamsters Local 9238: AND, WHEREAS, Chapter 4.5 Longevity Pay is amended as follows, with changes indicated in red: 4.5 LONGEVITY PAY Regular full-time, non -union employees with at least 12 months of continuous service with the City as of Dec. 31 will be paid a longevity bonus on the first pay date of each December. Employees will receive $75 for each year of service met at their last anniversary. Upon termination, an employee will receive his/her pro-rata share of accumulated longevity pay. For example: an employee with 10 years of service who quits on Nov. 1 would receive a longevity payment of $625 ($75 x 10 years=$750 divided by 12 months $62.50/month x 10 months). WHEREAS, Chapter 4.6 Supplemental Pay is removed as it is contained within the collective bargaining agreement with the International Brotherhood of Teamsters Local #238; AND, WHEREAS, Chapter 4.7 Hours of Work is amended as follows, with changes indicated in red: 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. an.,4-8:54ot+tshils iri+h-c—Police "eparini . Department directors may establish varying hours of work for certain positions or work units, provided that productivity and public services are not adversely affected. These will normally be within the limits of the 8-hour day and 40-hour 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 Of eouft 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. Pee—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. You may not save your break times to extend a lunch period or leave work early. WHEREAS, Chapter 5.2 Pay for Holidays Worked, is amended as follows, with changes indicated in red: 5.2 PAY FOR HOLIDAYS WORKED All non-exempt employees, exeept seasonalAempefai=y and golf employees, who are required to work on any of the holidays listed above, shall be paid at one and one-half (1 '/2) times the employee's base hourly rate for all hours worked on the holiday. In addition, regular full-time employees, except full- time Fire/EMS employees, will receive eight (8) hours of holiday pay. Exempt employees required by their supervisor to work on a City -observed holiday shall be entitled to observe their holiday on a different day, as approved by the supervisor. 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 4th year of continuous service 3.08 hours 5th through 9" year of continuous service 4.62 hours 101h through 14th year of continuous service 6.15 hours 15th 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 9th year of continuous service 6.46 hours 101h 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. Vacation schedules for employees covered by a collective bargaining agreement are found therein. The City Administrator as well as director level and above accrue vacation on their service anniversary date as a lump sum of 120 hours for 1 St-4 th years of continuous service, 160 hours for 5 th through 9 th 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 5.8 Paid Sick Leave is amended as follows, with changes indicated in red: 5.8 PAID SICK LEAVE 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 immedMtk2 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, Chapter 6.3 Flexible Spending Account is amended as follows, with changes indicated in red: 6.3 FLEXIBLE SPENDING ACCOUNT Regular full-time employees and regular part-time employees (who qualify for health insurance under the Affordable Care Act) are eligible to participate in the City's Section 125 Flexible Benefit Cafeteria Plan. As a part of the City's Section 125 plan, any premiums you pay for medical, dental or vision insurance will be deducted from your paycheck on a pretax basis. Eligible full-time employees may also contribute pretax dollars to a flexible spending account to pay medical costs not covered by insurance and/or dependent care expenses. Enrollment is for a calendar year and the employee's pre-tax deductions will take place equally over twenty-four (24) pay periods of the twenty-six (26) pay periods (i.e., there are no deductions taken out of the third pay period that occurs for two months of each calendar year), or over the remaining pay periods, if enrolled midyear. Employees may utilize their full elected amount in their medical flexible spending account prior to contributing the full amount by payroll deductions. Future calendar year payroll deductions will continue until the full elected amount is reached. Employees enrolled in dependent care flexible spending accounts can only seek reimbursement for funds already payroll -deducted. Each full-time, non -union employee will receive funding in the amount of $500 annually to their choice of a medical, limited medical or dependent care flexible spending account. The Human Resources Department will distribute more information prior to the beginning of each plan year. WHEREAS, the effective date of the amended employee handbook will be May 21, 2023. NOW THEREFORE BE IT RESOLVED by the City of Waukee City Council in session this 201, day of March 2023, that it hereby approves and adopts the amended employee handbook. Courtney Clarke, Mayor Attest: ��.�%/lid( (�• � 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