HomeMy WebLinkAbout2023-05-15 Resolution 2023-217_Volunteer Paid Time Off PolicyTHE CITY OF WAUKEE, IOWA
RESOLUTION 2023-217
APPROVAL OF VOLUNTEER PAID TIME OFF POLICY
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, the City seeks to offer a Volunteer Paid Time Off program to full-time and regular
part-time, non -union employees; AND,
WHEREAS, full-time employees may use up to eight (8) hours and regular part-time employees
may use up to four (4) hours of paid volunteer time per fiscal year; AND,
WHEREAS, this is a low-cost program with high impact and seeks to align our culture as one
that values involvement and giving back to the community.
NOW THEREFORE BE IT RESOLVED by the City of Waukee City Council in session this
15th day of May 2023, that the City of Waukee Volunteer Paid Time Off Policy attached hereto
is hereby approved.
Attest:"ItI,4t //f
(.►'
Rebecca D. Schuett, City Clerk
RESULTS OF VOTE:
AYE
Anna Bergman Pierce
X
R. Charles Bottenberg
X
Chris Crone
Larry R. Lyon
X
Ben Sinclair
X
Courtney Clarke, Mayor
NAY ABSENT
0
ABSTAIN
Ow,
JTA 14
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Volunteer Paid Time Off Policy
Waukee
THE KEY TO GOOD LIVING (Adopted by the CITY OF WAUKEE Council on 5/15/2023)
I. PURPOSE
This policy encourages a culture of employee involvement by supporting employee
engagement in activities that serve the community in which employees live and
work. This is accomplished by providing employees paid time to volunteer for non-
profit organizations or causes that serve the City of Waukee, enhancing the
community and enriching the lives of employees. This program is in addition to
volunteer activities that are organized and sponsored by the City of Waukee
throughout the year.
11. ELIGIBILITY
This policy allows regular, non -union full-time and regular part-time employees
paid time off to participate in community volunteer efforts after completing their
probationary period. Employees are encouraged but not obligated to participate
in this program.
All regular, non -union full-time employees may use up to eight (8) hours of paid
volunteer time per fiscal year. All regular part-time employees may use up to
four (4) hours of paid volunteer time per fiscal year. Other criteria for this benefit:
• Volunteer time must be requested and approved in advance in order to
accommodate staffing and coverage.
• Volunteer time should not conflict with the peak work schedule, other
work -related responsibilities, create need for overtime, or cause conflicts
with other employee's schedules.
• The volunteer services must be outside of those normally performed in the
employee's job, and not result in compensation to the volunteer from the
program being supported.
• Time will be paid at the employees' current base salary/wage on the
day(s) the time is taken.
• This benefit will not accumulate from year-to-year.
• This benefit will not be paid out upon separation of employment.
• Employees are ineligible for this benefit if they are on sick leave, assigned
to light duty or are receiving Workers' Compensation benefits, are on a
Performance Improvement Plan, or if this policy is discontinued.
• The employee will follow all City policies and rules to ensure professional
conduct and uphold the reputation of the City when using this benefit.
An employee cannot volunteer or be a member of a civic organization if it uses
the City's time, facilities, equipment, or other evidence of employment to give that
employee or a member of his/her family an advantage or pecuniary benefit that is
not available to other similarly situated members or classes of members of the
general public.
City volunteer paid time can be used to support organizations that are a charity
or non-profit or tax exempt. City paid volunteer time cannot support political
causes, candidates for political offices, explicitly religious activities, or
organizations that discriminate. However, employees are free to participate in
any such activities on their own time using their own resources.
Like federal programs, the City's volunteer paid time off program prohibits
"Explicitly religious activities defined as activities that involve overt religious
content, such as worship, religious instruction, or prose lytization." Examples of
acceptable activities include volunteering at a church, place of worship or other
religious institution for the purpose of distributing food, school supplies,
housing/financial assistance, and other service information.
III. PROCESS
Paid volunteer time worked shall be in -lieu of the employee's regularly scheduled
hours at the exchange rate of one -hour of regularly scheduled time for one hour
of paid volunteer time and the exchange shall occur within the same work week,
so that the volunteer hours worked do not result in the payment of overtime.
Premium time will not be paid for volunteer time hours worked on a holiday or the
employee's day off.
III. REQUEST AND APPROVAL PROCESS
Employees must follow the following approval process:
The employee must provide reasonable notice to their supervisor and take
into account work demands, which will take priority over this policy.
Employees must complete the Volunteer Paid Time Off Request form and
submit to their supervisor for review and approval.
o The supervisor approves based on compliance with this policy and
operational needs for their department and submits approved form
to Human resources.
Final approval is at the discretion of the City Administrator or their designee in the case
there is a need to determine if the activity serves a public purpose rather than a private
purpose.