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HomeMy WebLinkAboutResolution 9451RESOLUTION NO. 9451 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION AUTHORIZING REVISIONS TO SECTION 2.02 (PAYROLL); SECTION 2.03 (HOLIDAYS); SECTION 2.04 (SICK LEAVE); AND SECTION 2.05 (VACATION) OF THE PERSONNEL MANUAL WHEREAS, the City of Mounds View has a Personnel Manual; and WHEREAS, several updates to the Manual are in order; and WHEREAS, this resolution amends Section 2.02 Payroll, Section 2.03 Holidays, Section 2.04 Sick Leave, and Section 2.05 Vacation; and WHEREAS, the revised Sections are attached to this resolution. NOW, THEREFORE, BE IT RESOLVED, that the Mounds View City Council does hereby amend Sections 2.02, 2.03, 2.04, and 2.05 (all as attached) of the Personnel Manual. Sections 2.02, 2.03, and 2.04 become effective immediately; and Section 2.05 becomes effective August 21, 2021, coinciding with the start of the next pay cycle. Adopted this 9th day of August, 2021. Al/)"p Hull,"Mayor Pro-Tem ATTEST: NyleAikml6nd, City Administrator (SEAL) Section 2.02 Payroll, Overtime, Compensatory Time A. PAYROLL AND DIRECT DEPOSIT Employees will be paid every two (2) weeks (26 times per year). Wages are paid for the two-week (2) period commencing at 12:01 a.m. on a Saturday and ending at 11:59 p.m. on a Friday, 14 days later. When paydays fall on a holiday, checks are issued the day preceding the holiday. The City is required by law to make deductions from an employee’s check including Social Security, PERA (Public Employees Retirement Association), Federal Income Tax and State Income Tax. Employees are responsible for notifying City of Mounds View of any changes in status, including change in address, phone, name of beneficiaries, marital status, etc. As provided under Minnesota law, the City requires direct deposit of payroll checks for all employees. The City of Mounds View follows Minnesota Statute 471.425, requiring direct deposit for all employees being paid by its payroll system. Your pay check will be automatically deposited in your account by completing a brief form and submitting a voided check (or a printout from your online bank account showing the routing and transit number, and from your checking or savings account number. B. EMPLOYEE TIME SHEETS Time sheets must be submitted to the Finance Department for payroll processing completely and accurately filled out and properly signed by the employee and the appropriate Department Head. The calculations of vacation, sick leave and compensatory time should be reviewed and the sheets should bear all appropriate signatures. Department Heads are responsible for verifying that the time sheets are properly completed before they are submitted to the Finance Department. Failure to report time correctly may lead to discipline. C. OVERTIME PAY Non-exempt employees will be paid overtime compensation for all hours worked in excess of 40 hours per workweek. Overtime pay is computed on time worked in excess of 40 hours (during a seven (7) day work week) at a rate of one and one-half (1 ½) times the hourly rate of pay. Paid holidays, vacation leave and sick hours are not counted as time worked for the purpose of computing overtime hours. Overtime pay or compensatory time will not be paid for time not worked. Employees defined as “exempt” by the Fair Labor Standards Act are not entitled to overtime pay. D. COMPENSATORY TIME Compensatory time-off in lieu of cash payment is allowed only in accordance with the Fair Labor Standards Act for all permanent non-exempt employees. Compensatory time is compensated at a rate of one and one-half (1 ½) times the hours worked in excess of the established work-week. An employee may not use any more than 80 hours of compensatory time per year. The maximum total accrued compensatory time balance shall not exceed 50 hours per employee. The respective Department Head or the City Administrator must give prior approval for any accumulation of compensatory time by an employee. The respective Department Head or the City Administrator must give prior approval for any use of compensatory time by an employee. If an employee is terminated from employment they will be compensated for accumulated compensatory time earned up to the above stated maximum. Any accumulated compensatory time not used by the end of the last pay period in November shall be cashed out. E. CALL BACK PAY A non-exempt employee called back to work at a time other than a normal scheduled shift for reasons other than training shall receive a minimum of two (2) hours pay at one and one-half (1 ½) times the employee’s regular straight-time hourly rate. Reporting early for a shift or extension of a shift does not qualify for a call-back premium. Information pertaining to Overtime pay, Compensatory time, Court Duty, or Call-Back pay may vary for unionized personnel. Specific information pertaining to these procedures is provided in the respective contracts. Section 2.03 Holidays All regular full-time, part-time employees averaging 20 30 or more hours per week and probationary employees receive the following holidays: 1. New Year’s Day 2. Martin Luther King’s Birthday (3rd Monday in January) 3. President’s Day 4. Memorial Day 5. Juneteenth 6. Independence Day 7. Labor Day 8. Veterans’ Day 9. Thanksgiving Day 10. Day after Thanksgiving 11. Christmas Eve Day 12. Christmas Day 13. New Year’s Eve Day If a holiday falls on a Saturday, the preceding Friday will be the observed holiday. If a holiday falls on a Sunday, the following Monday will be considered a holiday. Full-time employees will receive pay for official holidays at their normal straight time rates, provided they are on paid status on the last scheduled day prior to the holiday and first scheduled day immediately after the holiday. Part-time employees will receive prorated holiday pay based on the number of hours normally scheduled. Any employee on a leave of absence without pay from the City is not eligible for holiday pay. Floating Holidays Due to the timing of when certain holidays fall, the City Administrator shall determine if a floating holiday will be awarded in-lieu of a regular holiday when taking into consideration: the day of the week the holiday falls, hours of operation by location (Public Works, Police Department, City Hall), and an employee’s regularly scheduled shift (some employees work five (5) days even though their location is only open four (4) days). Floating Holidays are eight (8) hours and must be used as a full day. Floating holidays shall be used within 365 days AFTER said holidays occur or they will be forfeited. Unused floating holidays shall not be included in any severance computation. Working on a Holiday In the case where a an non-exempt employee works on a designated legal holiday, which has been approved by their respective Department Head, the employee shall receive eight (8) hours straight time or eight (8) hours compensatory flex time off as compensation for the holiday. Non-exempt employees, who have received prior approval from their Department Head or Supervisor, who work on one (1) of the holidays listed above shall receive eight (8) hours for the holiday and shall receive the employee’s normal straight time pay for those hours worked. Absences and Holiday Pay Holidays which occur during vacation leave or sick leave shall not be charged against said vacation or sick leave but shall be charged against holiday pay. Wages shall not be paid for a holiday to an employee who is on leave of absence without pay the day before the holiday. Temporary and seasonal employees do not receive holiday pay. Section 2.04 Sick Leave Regular full-time and part-time employees averaging 20 30 hours or more per week are eligible to receive sick leave with pay. Sick leave hours begin accruing on the first day of employment. Employees are eligible to use the sick leave time as it accrues. Probationary employees may make use of sick leave, however, if the sick leave exceeds a total of five (5) working days, the probationary period shall automatically be extended for an equivalent period of time. A. ACCRUAL Sick leave accrues at the rate of eight (8) hours per month unless otherwise established by a collective bargaining agreement. Regular part-time employees eligible for paid leave earn it on a pro-rated basis. While there are no limits imposed upon the actual accrual of sick leave, the number of hours that can be (a) converted annually and (b) contributed via separation into an employee’s Retirement Health Savings Plan (RHSP) shall be capped according to Section 2.10. Sick leave does not accrue during an unpaid leave of absence. B. USE Sick leave should not be considered a privilege or vested right that may be used at an employee’s discretion but shall be considered as a type of insurance used for the case of an illness, disability of the employee, or to receive dental or medical care when approved by the employee’s Supervisor. Sick leave may be used as follows: • When an employee is unable to perform work duties due to illness, injury or disability (including pregnancy). • For medical, dental or other care provider appointments during working hours. • To care for the employee’s injured or ill children, including stepchildren or foster children, for such reasonable periods as the employee’s attendance with the child may be necessary. • To take children, or other family members to a medical, dental or other care provider appointment. • Employees may use up to 160 hours of sick leave in any 12-month period for absences due to an illness of or injury to the employee’s adult child, spouse, sibling, parent, grandparent, stepparent, parent-in-law (mother-in-law and father- in-law), and grandchild (includes step-grandchild, biological, adopted, or foster grandchild). • Employees are authorized to use up to 160 hours of sick leave in any 12-month period for reasonable absences for themselves or relatives (employee’s adult child, spouse, sibling, parent, mother-in-law, father-in-law, grandchild, grandparent, or stepparent) who are providing or receiving assistance because they, or a relative, is a victim of sexual assault, domestic abuse, or stalking. In order to be eligible for sick leave with pay an employee must: • Report promptly to the employee’s Department Head or Supervisor the reason for absence and keep the Department Head or Supervisor informed of the employee’s condition if the absence continues for more than three (3) days. • Keep the Department Head informed on a weekly basis of the condition. If the absence is more than three (3) days a doctor’s note may be required. • If deemed necessary by the City Administrator, a doctor’s statement may be required for sick leave absences of less than three (3) days. Claiming sick leave when physically fit, except as permitted in this section, may be cause for disciplinary action, including transfer, suspension, demotion or dismissal. Employees are not permitted to use sick leave in the same manner as vacation time off on dates immediately preceding an employee’s termination or retirement date, except in the case of disability. Section 2.05 Vacation All regular full-time and part-time employees averaging 20 30 hours or more per week are eligible to receive vacation with pay. Vacation hours will begin accruing on the first day of employment. Employees are eligible to use the vacation leave time as it accrues. Regular part-time employees eligible for paid vacation will receive it on a pro-rated basis. A. ACCRUAL SCHEDULE Years of Service Days per Year First year – 5 years 10 days 6 years through 10 years 15 days or 4.62 hours/pay 11 years 16 days or 4.92 hours/pay 12 years 17 days or 5.23 hours/pay 13 years 18 days or 5.54 hours/pay 14 years 19 days or 5.85 hours/pay 15 years 20 days or 6.15 hours/pay 20 years and beyond 25 days or 7.69 hours/pay Each department shall establish a vacation schedule to ensure the needs of the department will be met while allowing employees to use accrued vacation time. Requests for time off shall be made in advance, with the length of the notice to be determined by the Department Head. All vacation time must be approved by the employee’s Department Head or Supervisor or Department Head. The City encourages employees to use their full amount of vacation each year. If this is not possible, an employee is permitted to carry over no more than ten (10) days’ vacation time plus the amount accrued up to December 31 of the present year. The rate of vacation pay is the employee’s normal base straight-time rate of pay.