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STAFF REPORT <br />DATE: December 10, 2023 <br /> <br /> <br /> <br />TO: Mayor and City Council <br />FROM: Karissa Goers, Administrative Services Director <br />AGENDA ITEM: Adoption of New Policies and Approve Amendments to City of Lake <br />Elmo Personnel Policies <br /> <br />BACKGROUND: The last update to the City of Lake Elmo Personnel Policies was completed in 2018. <br /> <br />ISSUE BEFORE COUNCIL: <br /> The ESST law that went into effect in 2024, had amendments made to it in May which affects our <br />PTO policy. Staff would like to discuss changes and options for the City’s ESST and annual leave policies <br />as well as adding a leave donation policy. <br /> <br />DISCUSSION: Staff has assigned numbers to the policies and updated the layout of the book, so that it is <br />easier to reference and replace updated policies as changes are made. Consistent with best practices in <br />human resources, recommendations from the League of MN Cities, and maintaining compliance with <br />Federal and State employment laws, the Administration department is recommending the following changes <br />to the City of Lake Elmo Personnel Policies: <br /> <br />The following policies were amended to comply with recent changes in employment laws, <br />recommendations from the League of MN Cities, and updated language for clarification: <br /> <br />• #230 ESST and #235 annual leave –major updates to separate out PTO into two policies: sick and <br />vacation added a year end cash out option for vacation leave. <br />• Purpose – updated <br />• Harassment Prevention & Respectful Workplace—merged into one more succinct policy and <br />updated contact person from city administrator to administrative services director <br />• Employee Type & Conditions – updated language regarding seasonal employees <br />• Employee Recruitment & selection – minor updates <br />• Hours of Work—minor clarification updates <br />• Attendance & Absence—minor updates <br />• Discipline—updated contact person from city administrator to administrative services director <br />• Separation from Service – minor updates <br /> <br />The following polices are NEW policies recommended to enhance employee engagement or to comply with <br />MN statute requirements and best practices in human resources: <br /> <br />• #236 Leave donation policy – NEW <br />• Wage Nondisclosure – Added New due to MN statute requirement <br />• Mandatory meetings – Added New due to MN statute requirement <br />• Personnel Files– Added New due to MN statute requirement <br />• FMLA– Added - had a policy but it wasn’t kept in personnel policies handbook <br />• EE Recognition—Added - had a policy but it wasn’t kept in personnel policies handbook