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Item No: 07F Meeting Date: June 27, 2011 Type of Business: Council Business City of Mounds View Staff Report To: Honorable Mayor and City Council From: James Ericson, City Administrator Item Title/Subject: Resolution 7805 Approving Revisions to Section 4 the City’s Personnel Manual Pertaining to “Separations” Introduction: At the December 13, 2010 City Council meeting, a suggestion was made to provide the Council with copies of personnel manual for review and discussion purposes, to ensure the policies continue to represent the goals of the City Council. Because the Personnel Manual is too large to effectively review and discuss in one meeting, Staff has been presenting the manual in logical sections. The first section, entitled “Workplace Issues”, was reviewed at the January 3, 2011 Work Session. The second section, “Attendance and Leaves”, was reviewed at the February 7, 2011 Work Session. The third section of the Personnel Manual entitled “Compensation and Benefits”, was reviewed at the March 7, 2011 Work Session. Sections 4 and 5, relating to “Separations” and “Definitions”, respectively, were reviewed at the May 2, 2011 Work Session. Discussion: The City Council reviewed Section 4 of the Personnel Manual at the May Work Session, at which time staff indicated that the City Attorney’s office was also reviewing the polices to ensure consistency with state and federal laws and to suggest logical revisions to improve procedural understanding and application. Staff is in receipt of the recommended changes which are being presented to the City Council for consideration and adoption. Because the policies have been rearranged, reordered and summarized, it would be impractical to show the changes in a typical underline and strike-out fashion. As a result, and for the Council’s benefit, I am attaching two versions of Section 4—the new version as recommended by the City Attorney (Attachment “A”), and the existing version with mark ups showing generally what has been changed (Attachment “B”). Summary of the Changes The original Section 4.01 relating to Employees with Disabilities has been removed, due in part to its unclear purpose and potential overlap with Family Medical Leave Act (FMLA) requirements. Separate sections in the existing document dealing with the various types of separations (such as discharge, retirement, resignation, death, etc.) have been reorganized into one section entitled “Separation of Employment”. Subsections within this section have been summarized where appropriate. Section 4.10 originally entitled “Insurance Continuation” has been renamed “Continuation of Insurance and Benefits” and instead of articulating very specific provisions of coverage that are addressed in state and federal law, these policy provides more of a summary of the relevant provisions. The bottom line is that the City will comply with all applicable state and federal laws.