HomeMy WebLinkAboutX-E-01 Personnel Policy Updates and Additions
City Council Memorandum
To: Mayor Fasbender & City Councilmembers
From: Dan Wietecha, City Administrator
Date: March 6, 2023
Item: Personnel Policy Updates and Additions
Council Action Requested:
Review and approve new and updated personnel policies to be added to the Employee Handbook.
Individual policy changes may be considered separately.
Background Information:
Following the 2022 updates to the Employee Handbook and the Compensation and Classification
Study, there was interest is also updating some of the policies related to employee benefits. The
documents following this memo show the policy proposals or changes.
Juneteenth: Juneteenth is recognized by the State as an official holiday, effective August 1, 2023,
making the holiday required in 2024. The Administration Committee recommended
implementation of City recognition June 19, 2023. This would require MOU’s or other
incorporation into union contracts.
Remote Work Policy: This is a new policy to enable hybrid work schedules, largely formalizing
practices we’ve used during and since the pandemic.
Sick Leave Donation Policy: There are modest updates to the existing policy to provide clarity
and ensure compliance with IRS regulations.
Safety Boot Policy: The reimbursement amount was first adopted in 2005. An increase to the
reimbursement is recommended to more accurately reflect the cost of boots, to emphasize OSHA
standards, and to include POC Firefighters on an equal footing. The financial impact is up to
$13K more than current spending.
Compensatory Time: Exempt (salaried) employees are allowed to document time worked over 80
hours in a pay period, up to a cap of 120 hours. The proposed policy change would implement a
payout of comp time accrued over 80 hours on December 1 each year. The financial impact
would be approximately $45K in 2023 if all eligible exempt employees had accrued 120 hours of
compensatory time.
X-E-01
Vacation Accrual: Currently, vacation accrual rates increase after the 6th year of employment with
the City. In order to aid employee retention, the proposal would increase accrual in the earlier
years of employment. There is no immediate financial impact as unused vacation is paid out upon
separation from the City.
Longevity: The current longevity rates provide additional compensation at 5, 10, and 15 years
with the City. The proposal would add another tier at 20 years of service at 4%. Presently,
twenty-one employees have served 20 years or more. The financial impact would be $18K for the
full year at 2023 wages.
Paid Family/Parental Leave: While there is discussion at the legislature, paid leave has been a
topic of conversation across the City. It is recommended that an intermediate program be put in
place while the program at the State level is going through its processes. The Administration
Committee recommended 20 days of leave paid at 50% with the balance supplemented by the
employee’s accrued leave. Eligibility would mirror that of the federal Family Medical Leave Act.
There is no direct financial impact; however, it would reduce the amount of accrued leave used
by employees taking an extended leave.
The Administration Committee recommended 90 or more days from adoption for implementation
with no policy to be applied retroactively.
Financial Impact:
Unbudgeted expenses:
Safety Boots – up to $13K
Comp Time – up to $45K
Longevity – up to $18K
Advisory Commission Discussion:
N/A
Council Committee Discussion:
The Administration Committee (Leifeld*, Haus, Pemble) met on February 13.
Attachments:
N/A
X-E-01
City of Hastings Remote Work Policy
The City of Hastings is committed to providing excellent customer service for our residents, as well as
attracting and retaining critical employee talent. A remote work policy provides these benefits to the
City and is hereby adopted according to the guidelines below.
This policy governs the practice of working remotely from locations other than a City facility, including
an employee’s home. Remote work should not adversely affect other operational needs of the City. It is
voluntary for the employee and at the sole discretion of management.
General Guidelines
Remote work, for this policy, is defined as regularly working some scheduled hours off-site and some on
City premises. This policy does not pertain to occasional work outside the office or “work from home”
days. No employee will be allowed to remotely work all scheduled work hours unless approved as a
reasonable ADA accommodation.
Regardless of location, a remote worker remains responsible for all job duties, responsibilities and
obligations associated with their position, even if such duties require the employee to come into a City
facility while performing work remotely. Employees and supervisors should seek to find solutions to
maximize benefit to the City and to the employee.
City employees who meet the eligibility criteria will be considered for remote work on a case-by-case
basis, where remote work arrangements have been shown to accomplish both work and personal goals,
and meet the criteria and guidelines set forth below. Remote schedules may need to change to
accommodate the needs of the City or when employee job duties change.
When making the decision to approve remote work, supervisors and the City Administrator will consider
the following guidelines:
• The remote work arrangement must be set in advance and approved by the supervisor and the
City Administrator.
• Remote work requires the same focus on job duties as if the employee were in the office;
frequent interruptions from household members, pets or other distractions may disqualify an
employee from remote work.
• There must be adequate department coverage during all standard hours.
• There must be no adverse impact on internal or external customers.
• There must be no known safety issues associated with working remotely.
• There must not be any known security issues with technology or otherwise, in order to protect
nonpublic government data.
• Employees working under a Performance Improvement Plan are not eligible for remote work.
• Employee and supervisor will define daily availability and manner in which employee will be
available to internal and external customers.
X-E-01
• Internal and external customers must be given direction on whom to contact in the employee’s
absence and how, if the employee is not available during all business hours.
• The schedule must not result in additional overtime for the employee or co-workers, unless
pre-approved by the Supervisor.
• The supervisor or City Administrator may end the remote work arrangement at any time.
Remote work arrangements may vary depending on the position and department. Supervisors are
responsible for determining the work schedules within their departments, subject to the approval of the
City Administrator. Because the primary focus is serving the needs of the customers, it is important to
realize remote work arrangements may not be possible for some positions.
A remote work agreement is to be completed and signed by the employee, the employee’s supervisor,
and the City Administrator prior to beginning the remote work.
Eligibility for Flexibility in the Place of Work
Individuals requesting remote work arrangements must be employed with the City for a minimum of 12
months of continuous, regular employment and be successfully performing their job duties, as
determined with supervisor input.
There may be additional considerations when an employee requests remote work as a reasonable
accommodation and the City will consider those requests on a case by case basis.
Supervision and Performance Evaluation
For employees who are working remotely at least half of their schedule, supervisors must hold regular
meetings to discuss work progress and issues for the first three months. These meetings can be
conducted by phone, virtual computer technology or in person. Evaluation of remote worker
performance beyond the initial three months will be consistent with that received by employees
working at the office.
If work performance declines or becomes unsatisfactory, the employee may face discipline and/or the
remote work arrangement may be terminated at the discretion of the City.
Work Hours, Calendars and Meetings
The employee and supervisor will agree on the number of days of remote work that will be allowed each
week, the work schedule the employee will customarily maintain, and the manner and frequency of
communication. The employee agrees to be accessible by phone, virtual computer software or email
within a reasonable time period during the agreed upon work schedule. Depending on the employee’s
position and the needs of the City, the work schedule may include core hours during which the
employee must be available or the schedule can include greater flexibility for the employee to work
outside the City’s normal business hours.
Remote workers who are not exempt from the overtime requirements of the Fair Labor Standards Act
(FLSA) will be required to record all hours worked in a manner designated by the City. Hours worked in
X-E-01
excess of 40 hours (or regularly assigned hours) per week, will require advance approval of the
supervisor. Failure to comply with this requirement may result in termination of the remote work
arrangement.
Remote workers who are exempt from the overtime requirements of the FLSA must follow the City’s
normal payroll and timekeeping policies and are generally accountable for their normal work week
hours (e.g., for most full-time employees that will be at least 40 hours/week).
All remote workers must use sick, vacation or compensatory time off as needed to cover periods of time
off, following the City’s normal paid leave policies. See the Employee Handbook for other types of
leave, notification, and coverage for eligible employees.
Remote workers must attend all required meetings, including those which normally would be held on a
remote workday, and are also responsible for obtaining information from optional meetings when such
meetings impact their work with the City. In-person business meetings with others cannot be held at an
employee’s home.
Work Environment and Technology
For employees working remotely on a routine basis, the employee must establish an appropriate work
environment to avoid problems associated with safety or poor ergonomics. The City will not be
responsible for costs associated with initial setup of the employee’s remote office such as remodeling,
furniture, lighting, repairs, or modifications to the office space. Employees will be offered appropriate
guidance in setting up a workstation designed for safe, comfortable work.
The City will provide employees with appropriate technology (e.g., computer, monitor(s), docking
station, mouse, keyboard, headset) as determined by consultation with the employee, supervisor and IT.
Employees will be required to perform software and hardware updates in keeping with standards set by
the IT Department. Employees are required to provide a reliable internet connection and follow all
guidelines regarding appropriate use of City technology equipment found in the Employee Handbook.
All City-owned equipment must be returned upon termination of the remote work arrangement or at
termination of employment.
The City will supply the employee with the appropriate office supplies (pens, paper, etc.) for their
assigned job responsibilities. The organization will also reimburse the employee for all pre-approved,
appropriate business-related expenses; however, the employee may be required to come into the office
in order to perform some duties such as mailing, scanning, photocopying or picking up supplies.
City Employment Policy and Benefits Coverage
The City’s normal policies and procedures (for example, computer use, data practices, respectful
workplace, outside employment, etc.) apply to employees working remotely. Employees should review
the Employee Handbook or ask their supervisors if they have any questions about whether or how a
particular City policy applies to a remote work environment.
X-E-01
An employee working remotely is generally covered by the City’s Workers' Compensation insurance
while acting in the course and scope of employment and must report any injury to their supervisor as
soon as possible.
Approved XX/XX/2023
X-E-01
Donated Sick Leave Donation Policy
Purpose
With the written approval of the City Administrator, City Employees having
accrued sick leave will be allowed to donate a portion of such accrued sick leave
to a sick leave donation “pool” to be used by employees experiencing a medical
emergency. A medical emergency is a medical condition of the employee or a
child, spouse or parent of the employee that will require the prolonged absence
of the employee from duty and will result in a substantial loss of income to the
employee. major life- threatening disease or condition suffered by the employee,
their spouse, or minor children. A major life -threatening disease or condition
shall include, but not necessarily limited to heart attack, stroke, organ transplant,
or life- threatening illness or condition as defined by a physician’s diagnosis.
Conditions:
Receiving Donated Sick Leave.
a. An employee is only eligible to receive donated sick leave for time lost
from work due to absences directly related to a major life -threatening
disease or conditionmedical emergency as described above, equal to the
number of hours of time which the employee would lose from his/her job
due to the major life- threatening disease or conditionmedical emergency.
b. An employee will be eligible to receive donated medical sick leave only
after the employee’s accrued sick leave, compensatory time, floating
holidays, and vacation time balances have been exhausted by the
employee.
c. An employee will be allowed to receive up to and no more than one
hundred and sixty (160) hours of donated sick leave for any single major
life- threatening disease or conditionmedical emergency without the prior
written approval of the City Administrator. The hours the recipient may
obtain will only be provided if there are sufficient hours in the sick leave
bank. In addition, the recipient will be notified prior to every eligible pay
period as to how many hours they will be receiving for the pay period.
d. Employees will not accrue time vacation or sick leave while using donated
sick leave.
e. The City Administrator shall may have the right to deny use of donated
sick leave or limit its use, as shall be determined necessary and in the
best interest of the City of Hastings.
f. An employee is not eligible for the sick leave donation program if also
eligible for Workers’ Compensation, receiving Long- Term Disability
X-E-01
payments though the City’s program, or judged to be disabled to the
extent that the employee will not be returning to work.
Donating Sick Leave
a. An employee may donate no more than thirty-two (32) hours per calendar
year to the donated leave pool. Donations are to the pool, not a specific
employee.
b. An employee must have a minimum sick leave balance of 40 hours to
donateafter donating sick leave to the pool.
c. A prospective donor will indicate the amountnumber of hours he/she
wishes to donate on the forms designated by the City for that purpose and
submit the form to the Administrative Assistant/City Clerk or designeeHR
Director.
d. Hours, which have been donated to the sick leave pool are non-refundable
and become the sole property of the City’s sick leave pool.
Voluntary Participation
a. Participation in the donation of sick leave donation program will be
completely voluntary and confidential. No City employee shall pressure or
otherwise attempt to influence another City employee to surrender sick
leave.
b. The City will not inform the recipient of the names of those surrendering
hours or the number of hours surrendered.
Other Provisions
Donations must beshall be on an hour-for-hour basis. For every one (1) hour of
sick leave donated by the donor, the recipient will be credited with one (1) hour of
sick leave. The pay levels of the two employees shall not affect the transaction.
The donated hours are taxable income to the recipient.
Departing employees may not donate to the sick leave pool.
If the recipient separates from City employment before using all of the donated
leave time, the remaining donated time may not be converted to severance pay.
Any remaining donated time shall be returned back to the donated sick pool.
X-E-01
Employee Handbook, policy edits (March 6, 2023)
Sick Leave Donation
Safety Boots
Compensatory Time
X-E-01
Vacation Accrual
Current Proposed
Years of Service Hours Days
Hours
Days
0-1 80 10 88 11
2 96 12 96 12
3 96 12 104 13
4 96 12 112 14
5 96 12 120 15
6 104 13 128 16
7 112 14 128 16
8 120 15 136 17
9 128 16 136 17
10 136 17 144 18
11 144 18 144 18
12 152 19 152 19
13 160 20 160 20
14 168 21 168 21
15 176 22 176 22
20 200 25 200 25
Longevity
X-E-01
Paid Family/Parental Leave
X-E-01