FINANCE COMMITTEE/COMMON COUNCIL ISSUE SHEET

Transcription

1 FINANCE COMMITTEE/COMMON COUNCIL ISSUE SHEET SUBMITTED TO: Finance Committee and Common Council DATE: July 28, 2014 SUBMITTED BY: REGARDING: Devin Willi, City Administrator Updates and changes to the Employee Handbook ISSUE: A complete revision to the Employee Handbook took place in December of Due to position and benefit changes, some minor revisions of the handbook are necessary. In addition, our workers compensation insurance carrier has requested that the City adopt a return-to-work policy. Details on the changes can be found on the pages that follow. RECOMMENDATION: Consider approving updates and changes to the Employee Handbook.

2 CHANGES PROPOSED TO THE EMPLOYEE HANDBOOK, CITY OF HUDSON AUGUST 2014 Chapter 4 Employment Status Section 4 Part-time employee defined and applicability to specific sections of this handbook. Employees who are not defined as full-time employees, shall be considered part-time employees. The following categories of employees may be eligible for benefits outlined in Chapters Nine (9) through Fourteen (14) of this handbook: IT Support, Library Assistants (not Library Aides or Library Clerks), Deputy Municipal Court Clerk, Fire Secretary, First Street Building Janitor and Parking Meter Attendants. No other employees are eligible for specific benefits outlined in this document. Remove the words IT Support from the list of employees who are considered part-time in the handbook. The IT Support position is now full-time. Chapter 7 Employment Conduct Social media sites, such as Facebook, Twitter, Myspace and other similar sites shall be blocked on all employee computers, as will any other sites that the City Administrator or governing body deems necessary. The exception is the Hudson Public Library Facebook page, which provides information about the library and its activities. Remove this paragraph, as the City utilizes social media sites for its webpage. Chapter 9 Compensation General Provisions: The Common Council has the ultimate authority to adopt or modify the annual salary/wage and benefit recommendations of the Finance/Personnel Committee, with the exceptions noted below. Exceptions: Compensation for library employees, other than those employees who may be covered under a collective bargaining agreement, shall be determined by the Hudson Area Joint Library Board. Compensation for the Water Utility Director employees shall be determined by the Hudson Utility Commission. Compensation for cable television employees shall be determined by Hudson/North Hudson Community Access Board. Amend this section to reflect the fact that, with the elimination of collective bargaining agreements with represented Water Utility employees, the Hudson Utility Commission will determine compensation for all Water Utility employees.

3 Chapter 10 Hours of Work, Wage Rate, Overtime, Reporting Pay, On-Call Pay Section 4 Overtime Pay and Compensatory Time It is the intent of this policy to distinguish which employees qualify for overtime and compensatory time. All employees of the City are covered by the Fair Labor Standards Act. All employees are divided into two categories: exempt and non-exempt. Exempt employees are defined by the Department of Labor as those employees who paid on a salary basis and are categorized as 1) executive, 2) professional, or 3) administrative. An employee who is designated as exempt is not entitled to receive overtime or compensatory time as a condition of employment. They do not accrue work hours beyond the regular work week in anticipation of additional compensation or leave time. Exempt employees are expected to work whatever hours are necessary beyond the regular workweek to assure that a complete and adequate job is done. It is understood that exempt employees are allowed to work a flexible schedule of hours in order to accommodate fluctuations in their workloads. Such scheduling of time off when the workload permits is subject to the approval of the exempt employee's supervisor. For purposes of this policy, the positions which are exempt are: 1. City Administrator 9. Water Utility Director 2. City Clerk 10. Library Director 3. Building Inspector 11. Finance Officer 4. Community Development Director 12. EMS Director 5. Director of Parks and Public Works 13. Community Access Manager 6. Wastewater Director 14. IT Coordinator 7. Chief of Police 15. IT Support 8. Police Lieutenant 16. Fire Chief/Fire Inspector Amend this section to reflect the correct title for the IT Coordinator and to add the IT Support and Fire Chief/Fire Inspector to the list of exempt positions. Chapter 11 Longevity, Retirement Plan and Deferred Compensation Section 1 Longevity. Each full-time employee shall receive continuous longevity pay at the rate of two dollars ($2.00) per month after one (1) year of continuous service up to thirty (30) years of continuous service. The longevity pay for a particular year shall become effective beginning with the payday closest to the 1 st of January. Part-time employees who are eligible as defined in Chapter Four of this handbook and who are eligible for Wisconsin Retirement Fund contributions shall be paid fifty percent (50%) of the regular amount due for longevity. Effective January 1, 2012, all employees shall be required to receive their longevity on each paycheck and longevity pay will no longer be paid as a lump sum in December of each year. Longevity pay will be paid on a biweekly basis on the employee s regular paycheck. Amend this section to reflect the current practice regarding payment of Longevity.

4 Chapter 12 Insurance Section 1 Medical Insurance. The goal of the City is to provide medical insurance coverage to its full-time employees, pursuant to any Federal and State of Wisconsin requirements. Amend this section to insert language that the City shall comply with any current requirements for the provision of insurance to its employees. Currently, any employee who is scheduled to work 30 hours or more per week is eligible for coverage. The amount of their contribution is determined, per language in the handbook, is established by the Common Council. The City s current agreement with Preferred One also reflects this 30-hour requirement as adopted by the Common Council in Section 1 Vacation. Chapter 14 Vacation and Sick Leave, and Workers Compensation Part-Time Employees: Employees identified in Chapter 4, Section 4, except the Parking Meter Attendants shall receive pro-rated vacation based on the number of hours worked in the prior fiscal year. The number of hours worked will be divided by 2080 and the resulting percentage will be multiplied by the preceding schedule to determine the vacation leave accrued during each payroll. All vacation hours must be used in the year accrued or they will be forfeited. Amend this section to reflect the current practice of allowing part-time employees to carry over unused vacation pursuant to the handbook, which allows employees to carry over up to 80 hours through the first three months of the following year after which it is forfeited. Section 3 Workers Compensation and Return to Work Program Injured employees, for whom their injury has been determined by the City s workers compensation insurance carrier to be work-related and to fall under the workers compensation laws of the State of Wisconsin, and employees who suffered non-work related injuries or illnesses shall be subject to the Return to Work Program as outlined in Appendix B of this handbook. Add this section to reflect the recommendation of the City s workers compensation carrier to have an approved Return to Work Program policy included in the City s Employee Handbook. The language was provided by the City s insurance carrier.

5 Chapter 17 Commercial Drivers License All full-time Public Works and permanent part-time Public Works employees, as well as those Water Utility employees who are designated by the Director of Public Works and Parks as snow removal employees, Water and Wastewater employees must maintain a valid Class B State of Wisconsin vehicle operator s license, with Air Brake Endorsement or a temporary occupational license or permit. An employee who has their vehicle operator s license suspended or revoked must apply for and receive a Wisconsin occupational temporary license at the earliest possible time, but no later than 10 days following the date of suspension or revocation. An employee who is not granted a temporary occupational operator s license shall be placed on unpaid leave of absence until such time that a temporary occupational operator s license can be granted or until their suspension or revocation is lifted. No benefits shall accrue during this unpaid leave of absence. Amend this section to reflect the current list of employees who are required to possess a Commercial Drivers License and type of license required.