Loading...
HomeMy WebLinkAbout5.E.3. Amending Personnel Handbook for City Employees-Res. No. 6808 City of Shakopee S.E.3- Memorandum TO: Mayor and City Council CO~~SENT Mark McNeill, City Administrator FROM: Kris Wilson, Assistant City Administrator~ SUBJECT: Amending the Personnel Handbook for Employees of the City of Shakopee DATE: September 10,2008 Introduction The Council is asked to adopt Resolution No. 6808, amending the Personnel Handbook for Employees ofthe City of Shakopee. Background Earlier this year the City Council adopted a separate personnel handbook for part-time, temporary and seasonal employees and earlier on this agenda is a request to adopt a separate handbook for the City's paid-on-call firefighters. The adoption of these two stand alone documents for specific sub-groups of employees has created the need to update what was once the City's one and only personnel handbook so that it is clear which employees are still covered under that document. At the same time, staff is seeking to make a few minor clarifications to other areas of the handbook. The proposed changes to the handbook are as follows: Chapter I, Section C. Application and Conflicts (page 3.) The new language limits the application ofthis Handbook to full-time employees and those part-time employees holding positions listed on the full-time pay plan. Examples of these part-time positions that are listed on the full-time pay plan would the Communications Coordinator and the Police Department's Community Service Officers. Chapter IV, Section E. Severance Pay of Unused Sick Leave (page 11). Eliminates discharged employees from the list of employees that are eligible to receive severance pay upon departure. Including discharged employees in the first paragraph ofthis section directly conflicts with language in the last paragraph of this section. The proposed change eliminates the contradiction. Chapter V, Section E. Overtime and Compensatory Time (page 15). Modify the second sentence defining the starting and ending points of the work week to indicate that unique work weeks may be defined for individual employees or groups of employees. Federal law allows for this, however, our current language is creating a self-imposed standard that limits our ability to accommodate flexible work schedules while managing overtime costs. Chapter VI. Section C. Deferred Compensation (page 18). It is recommended that the last sentence of this section be deleted because it addresses a benefit specifically provided to paid-on- call firefighters who are no longer covered under this handbook. Chapter VIII., Section B. Pay for Holidays Worked (page 23). It is recommended that the reference to temporary and seasonal employees be deleted because they are no longer covered under this handbook. Chapter IX, Section C3 (page 35) and Chapter V., Section El (page 15); Overtime. New language is being recommended for both of these sections specifically stating that employees must have their supervisor's approval prior to working overtime. This has been our practice, however, it was recently brought to my attention that our Personnel Handbook does not specifically list this requirement. Recommendation: Staff recommends that the Council adopt the attached resolution. Relationship to Vision: This is a housekeeping item. Requested Action: If the Council concurs, it should offer Resolution 6808, a Resolution Amending the Personnel Handbook for Employees of the City of Shakopee, and move its adoption. RESOLUTION No. 6808 A RESOLUTION AMENDING RESOLUTION NO. 6604, ADOPTING A PERSONNEL HANDBOOK FOR EMPLOYEES OF THE CITY OF SHAKO PEE WHEREAS, Resolution No. 6604, adopted May 1, 2007, adopted a Personnel Handbook for Employees of the City of Shakopee; and WHEREAS, the City has since adopted separate handbooks &pecifically for part-time, temporary and seasonal employees and paid-on-call firefighters, thereby creating the need to clarify the application of the original Personnel Handbook for Employees ofthe City of Shako pee; and WHEREAS, from time to time there is a need to incorporate additional changes and clarifications into the City's personnel policies. NOW, THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHAKOPEE, MINNESOTA, that the following sections of the Personnel Handbook for Employees of the City of Shako pee are hereby amended as indicated in the attached document. Chapter I, Section C. Application and Conflicts; Chapter IV, Section E. Severance Pay of Unused Sick Leave; Chapter V, Section El. Overtime and Compensatory Time; Chapter VI. Section C. Deferred Compensation; Chapter VIII., Section B. Pay for Holidays Worked; Chapter IX, Section C3. Overtime. Adopted in adjourned regular session of the City Council of the City of Shako pee, Minnesota, held this 16th day of September, 2008. Mayor of the City of Shakopee ATTEST: City Clerk I. PURPOSE AND GENERAL GUIDELINES A. Purpose. This Handbook is established to provide a uniform and equitable system of personnel administration for employees of the City. This Handbook does not constitute an employment contract for any city employee, but rather is provided as a guideline and may be amended from time to time as necessary. B. Equal Employment Policy. The City of Shakopee is an equal opportunity employer. The City will not discriminate against nor harass any employee or applicant for employment because of race, color, creed, religion, national origin, sex, marital status, status with regard to public assistance, disability, sexual orientation, age, political affiliations, or because of the exercise of rights under Minn. Stat. sections 179A.Ol to 179A.25, unless such discrimination is based on a bona fide occupational qualification. C. Application and Conflicts. This Handbook shall apply to all regular full-time employees, as well as those part-time employees workin~ in a position listed on the City's full-time, non-union pay plan. defined herein. In the event of conflict between this Handbook and any collective bargaining agreement, personal services contract, civil service commission rule, City ordinance, or state or federal law, the terms and conditions ofthat contract, rule, or law shall prevail. D. Employee Status. City employees may be disciplined and discharged only for just cause as prescribed in this Handbook. Probationary employees, as defined and described below, are employees at will and may be discharged by the City Council at any time for any reason or for no reason at all. E. Personnel Files. The City Administrator or the City Administrator's designee shall maintain employee personnel files. Upon written request, the City shall provide the employee with an opportunity to review the employee's personnel record, as provided by Minn. Stat. Sec. 181.960 et seq. Unauthorized viewing, removal, alteration, or destruction of all or any part of an employee's personnel file is prohibited. 3 IV. SEPARATION A. Discharge. Subject to any applicable labor agreement, the City may discharge or separate a temporary or probationary employee from employment at any time, with or without just cause. All other employees may be discharged as set forth below. B. Resignation. 1. Procedure. Any City employee wishing to leave the City's service in good standing shall file with the City Administrator, at least fourteen (14) days before leaving, a written resignation stating the effective date of the resignation and the reason for leaving. Failure to comply with this procedure may be cause for denying such employee future employment with the City and denying severance benefits. 2. Use of Paid Leave following Resignation. Employees who have submitted their resignation may use no more than 40 hours of vacation leave (with supervisor approval) between the date their resignation was submitted and the effective date of the resignation. Exceptions to this policy may be allowed for special circumstances, contingent upon approval by the City Administrator. 3. Unauthorized Absence. An unauthorized absence from work for a period of three (3) consecutive working days may be considered a resignation, and the employee shall not be entitled to severance benefits. C. Retirement. No City employee shall be required to retire at any specific age. D. For Disciplinary Reasons. Employees may be discharged for disciplinary reasons as outlined in Chapter V. E. Severance Pay of Unused Sick Leave. The City of Shakopee appreciates employees, who through long-term service and dedication, contribute to making the city a successful and positive service provider. In recognition thereof, the City provides an escalating sick leave payout based on years of service. Any I benefits-eligible employee who is separated from his/her position by retirement, disoharge, Jayoff or resignation shall receive a payout of their accrued sick leave according to the following schedule: Years of Continuous Percentage of Accrued Service Completed Sick Leave Paid-Out o - 4 years 0% 5 - 14 years 45% 15 years 55% 16 years 57% 11 v. COMPENSATION & JOB CLASSIFICATION PLAN A. Introduction. It is the responsibility of the City to develop and maintain a Compensation Plan and a Job Classification Plan in accordance with state and federal laws for all applicable positions within the City, subject to review and approval by the City Council. The City maintains these Plans as policies separate from this Handbook. Employees may review the Plans upon request to the City Administrator. The Compensation Plan provides that employees will be assigned an appropriate pay range, which corresponds to their job classification. Pay ranges carry minimum and maximum rates of pay. An employee shall not be paid less than the minimum rate nor more than the maximum rate for his or her assigned job description, except in certain circumstances as referenced in City policy. The Job Classification Plan will classify positions using a point factor rating process and an appropriate range will be assigned. The process and the factors utilized are intended. to provide a systematic methodology for evaluating all positions within the City. Increases in pay shall generally be considered on annual basis to successive established steps in the assigned classification, in. accordance .. with. the City's Compensation Plan. B. Paydays. Employees normally shall be paid bi-weekly. When a payday falls on a holiday, employees shall receive their pay the preceding workday. C. Direct Deposit. As permitted by Minn. Stat. S 471.426, direct deposit of payroll is required for all employees. D. Pay Periods. The pay period for all employees, except paid-on-callfirefighters, shall be a fourteen (14) day period beginning on Monday at 12:01 a.m. and continuing to the second following Sunday at 12:00 a.m. (midnight). Paid-on- call firefighters shall be paid on a monthly basis. All hours worked shall be credited to the day and pay period when the shift began. E. Overtime and Compensatory Time. 1. Non-Exempt Employees. Non-exempt employees shall be compensated for work their supervisor requires them to undertake in excess of 40 hours per work week. Overtime must be assigned by or approved by an employee's supervisor prior to being worked. Unless otherwised established for an individual employee or group of employees. t+he work week begins on Monday at 12:01 a.m. and continues through Sunday at 12:00 midnight. Hours taken as sick leave, vacation leave, or holiday are considered hours 15 worked, except as noted in Section F. The compensation shall be in cash or compensatory time at one and one-half times the regular rate of pay. The employee may choose whether to receive the cash or compensatory time. An employee's department head may require the employee to take compensatory time off within a specified time frame. A maximum of 40 hours of compensatory time off may be accumulated, and any additional overtime shall be paid in cash\ The City Administrator may authorize accumulating compensatory time beyond the 40-hour maximum, but may require that the employee take time off within a limited time period to reduce the balance of compensatory time off to the 40-hour maximum. 2. Part-Time Employees. Part-time employees are ineligible for compensatory time, however they will be paid at the rate of one and one half times their base wage for any hours worked in excess of 40 hours in a single week. F. Employees Holding Two or More City Jobs 1. Non-exempt employees holding two or more jobs with the City who exceed 40 hours per work week shall be paid at a rate of one and one-half times the regular rate of pay for the job performed during the overtime hours. Hours worked at the employee's secondary position (i.e. as a substitute custodian or paid-on-call firefighter, for example) shall be considered the overtime hours regardless of the point within the week when they occur. Hours taken as paid leave shall not count toward the calculation of hours worked. 2. Paid",On Call Firefighters. A regular employee who is also a paid on-call firefighter who is called away from his or her regular job during the normal work day will continue to be paid the employee's regular rate of pay for the regular job. The employee may not claim additional compensation for the time spent on the fire call, unless such time exceeds the employee's normal workday. All benefits and leaves shall continue to accrue without regard. to time spent on fire calls. 16 3. Life and Long-Term Disability Insurance. Employees who are eligible for life insurance and long-term disability Insurance may not waive this insurance. The City will fully fund the cost of long-term disability insurance and $25,000 in life insurance. Benefits-eligible employees may elect to purchase additional life insurance at their own cost, subject to the terms and conditions of the City's insurance carrier. 4. Continuation of Coverage. Employees and/or their dependents may elect to continue life, medical and dental. insurance coverage beyond the date that it would otherwise terminate as provided by federal and/or state law. C. Deferred Compensation. The City offers select deferred compensation plans, which allow employees to have a specified pre-tax dollar amount withheld from their paycheck and invested for payment at a later date, usually at retirement or termination of employment. Contributions to these plans are financed solely by the employee, through payroll.. deduction. Participation in the United States Conference of Mayors (USCM) Deferred Compensation. plun is mandatory for paid on calf firefighters, as required by the Omnibus Budget Reconciliation Act (OBR-.^..). D. Retirement Benefits. Under state law, eligible City employees must participate in the Public Employee's Retirement Association (PERA). Retirement benefits accrue from both employee and employer contributio.ns. Statutorily-defined contributions to the retirement system are mandatory and are deducted from the employee's pay each payroll period. E. Phased Retirement. Individuals who have been employed by the City of Shakopee for 5 years or more and who are age 55 or older may be offered a phased retirement benefit, upon the recommendation of the City Administrator and approval oftheCity CounciL The purpose of phased retirement is to allow long-term employees to work reduced hours while maintaining their benefits and assisting in the training of a new employee in their specialized skills and knowledge. In order to be eligible, the employee must hold a specialized position that will require significant training of a new or promoted employee. Employees offered and accepting a phased retirement benefit shall work at least an average of 20 hours per week, but shall receive full insurance benefits, at the level they enjoyed prior to phased retirement, as well as pro-rated vacation, holiday and sick leave for a period not to exceed 6 months. F. Post Employment Health Savings Plans. The City participates in the Post Employment Health Savings Plan administered by the Minnesota State Retirement System by contributing an equal dollar amount, as determined by the City Council annually, for all benefits-eligible employees. This money shall be deposited in employees' accounts in accordance with the terms and conditions of the plan. Additionally, all benefits-eligible employees shall contribute a percentage of their wages to the plan through payroll deductions, according to the 18 VII. HOLIDAYS A. Eligibility. Non-union, benefits-eligible employees are entitled to time off with pay on the holidays listed in section C, unless required by their supervisor to work due to the nature of their duties or other exceptional conditions or circumstances. Benefits-eligible part-time employees shall receive pro-rated holiday pay. Employees on unpaid leave at the time of a holiday will not receive pay for the holiday. Benefits-eligible employees subject to a union contract shall receive paid holidays as outlined in the current contract. B. Pay for Holidays Worked. Non-exempt, benefits-eligible employees required to work on a holiday listed in section C shall be paid at the rate of one and one-half times the employee's base pay for the hours worked, plus the employee's regular rate of pay for the holiday. Employees are considered to have worked a holiday only when their shift begins on a holiday, in which case the entire shift shall be paid as a holiday. 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. I Part-time, temporary and seasonal employees who are not benefits-eligible but who are required to work on a holiday 'listed in section C shall be paid at the rate of one and one-half times their regular rate of pay for the hours worked. In the case of City departments or functions that operate seven days per week, holiday pay shall be paid for the actual holiday, rather than the observed holiday as defined below. C. Designated Holidays. City offices shall be closed for business on each holiday listed below, but employees may be required by their supervisor to work on holidays when the nature of their duties or other conditions require. When a holiday falls on a Saturday, the preceding Friday is a holiday. When a holiday falls on a Sunday, the following Monday is a holiday. The Christmas Eve one-half day holiday shall be observed the workday preceding the day Christmas is officially observed. If a holiday occurs during an employee's scheduled vacation, it shall not be counted as part of said vacation. The following days are designated holidays: Holiday Celebrated Date New Year's Day January 1 Martin Luther King's Birthday Third Monday in January President's Day Third Monday in February Memorial Day Last Monday in May Independence Day July 4 Labor Day First Monday in September Veterans Day November 11 23 IX. EMPLOYEE CONDUCT A. Teamwork. Each employee is part of a team, working together to provide excellent service to the residents of Shakopee. Each employee is expected to strive to do his or her best to assist in this team effort, by doing the employee's job economically and efficiently, with consideration toward the public. Employees are expected to work well with others. Employees also are expected to assist others, in their own and other departments, when requested and their work load permits, so that the work ofthe City gets done. B. Courtesy. City employees are expected to be friendly and courteous to each other and to the public. They are expected to give and take, look at the other person's point of view, and apply common sense, honesty, and open-mindedness to whatever problems arise in day-to-day work. C. Work Hours and Rest Periods. 1. Work Hours. The regular workweek for full-time, non-union employees is Monday through Friday from 8:00 a.m. to 4:30 p.m., with a one-half hour unpaid lunch break; except as. otherwise established by the department head in accordance with the custom and needs of the department. Every employee shall be ready to begin actual operations at the employee's place of work at the specified starting time, 2. Rest Periods. Each employee may take a 15 minute paid rest period for each . four hours that they work. Each department head may schedule rest periods so as not to interfere with work requirements. I 3. Overtime. Employees must receive approval from their supervisor prior to working overtime and have an obligation to work overtime as requested by their supervisors. Supervisors will make reasonable efforts to balance the personal needs of employees when assigning overtime work, however, repeated refusal to work overtime may result in disciplinary action. D. Performance Evaluations. City employees' performance shall be evaluated by their immediate supervisor and/or department head at least annually for the purpose of communicating strengths and weaknesses to the employee, as they relate to fulfilling the position duties and responsibilities. E. Dress. The dress and appearance of City employees is a direct reflection on the professionalism of our services. City employees meet with the public everyday as part of the regular workday. A neat, well-groomed and appropriately dressed employee will present a positive image of the City and demonstrate the pride of our city employees. 35