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HomeMy WebLinkAboutResolution 10181 - 2025/12/09RESOLUTION NO. 10181 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION APPROVING MINNESOTA PAID LEAVE POLICY FOR THE PERSONNEL MANUAL WHEREAS, the Minnesota Paid Leave Law goes into effect January 1, 2026, in order to provide financial support and job protection for workers needing to take time off for medical reasons or to care for a family member; and, WHEREAS, the Minnesota Paid Leave (MNPL) Policy (Exhibit A) was created as an employee reference through the City's Personnel Manual. NOW, THEREFORE, BE IT RESOLVED, that the Mounds View City Council approves adding the Minnesota Paid Leave Policy to the Personnel Manual. Adopted this 9th day of December, 2025. Mayor ATTEST: Alt ) , / Nyle r un i y Administrator (Seal) Exhibit A MINNESOTA PAID LEAVE POLICY (Private Plan - MetLife) Effective January 1, 2026 Background Employees are entitled to leaves of absence for various reasons, including reasons protected by law. Depending upon an employee's situation, more than one form of leave may apply during the same period. There are many laws that address and/or otherwise relate to leave, and these laws are continually changing and being addressed by state and/or federal courts, agencies, and other decision makers. These laws include the Family Medical Leave Act (FMLA), Americans with Disabilities Act (ADA), Pregnant Workers Fairness Act (PWFA), Minnesota Human Rights Act (MHRA), Minnesota Paid Family and Medical Leave (MNPL, also referred to as PFML or paid leave), Earned Sick and Safe Time (ESST), Minnesota Pregnancy and Parental Leave Law, workers' compensation, public safety duty disability law, and other laws. An employee will need to meet the requirements of each form of leave separately. Leave requests will be evaluated on a case -by -case basis. In addition, collective bargaining agreements and other employment contracts may have additional provisions related to leaves. If there is any inconsistency between city policy and the law, the city will follow the law. Except as otherwise stated, all paid time off, taken under any of the City's leave programs, must be taken concurrently (avoiding stacking of leave if possible) as well as to avoid any intervening unpaid leave between periods of paid leave. The City will provide employees with time away from work as required by state or federal statutes or contracts, if there are requirements for such time off that are not described in and/or inconsistent with the City's personnel policies. City Plan/Overview Effective January 1, 2026, the City will provide time off to eligible employees who qualify for Minnesota Paid Leave (MNPL) benefits under Minnesota law. The City of Mounds View will provide MNPL coverage through an approved equivalent/private plan administered by MetLife, the City's third -party administrator. The private plan meets or exceeds the State's Plan in all relevant ways, including eligibility, benefits, etc. MNPL benefits are funded through premium contributions payable to MetLife. The premium cost will be split between the City and employees as follows: The City of Mounds View will pay 50% of the required premium and employees will pay 50% of the premium cost through payroll deductions starting January 1, 2026. Eligibility Eligibility determinations for MNPL benefits are made by the State of Minnesota. Generally, to be eligible for MNPL, you must meet both of the following requirements: 1. Work 50% or more during the calendar year at a location in Minnesota**; and 2. Meet the financial eligibility requirements by having earned over a specific amount of wages as defined by Minnesota law at the time of your requested leave. As of January 1, 2025, this amount is 5.3% of the Sate's average annual wage, or $3,900. Currently, it is understood that all employment, not just employment at the city, is included in this calculation. **(If you work less than 50% of the time in a calendar year in Minnesota, another state, or U.S. territory or foreign nation, but you live in Minnesota during 50% or more of the calendar year, your employment is also covered by paid leave.) Minnesota Paid Leave Policy Effective January 1, 2026 Page 3 A) Eligibility In addition to the other eligibility requirements under the Minnesota Paid Leave law, employees seeking intermittent leave must have at least eight hours of accumulated leave (unless more than 30 days have lapsed since taking the initial leave). B) Notice In situations where employees seek MNPL on an intermittent basis, employees must make a reasonable effort to provide written notice to the Human Resource Director of the need for intermittent leave before applying for MNPL benefits through MetLife's program. As part of the notice, employees must provide the City with the following: 1) proposed intermittent leave schedule; 2) Leave of Absence Request form; and 3) a completed certification from a health care provider identifying the leave as necessary and a reasonable estimate of the frequency and duration and treatment schedule for the leave. C) Increments of Leave & Maximum Number of Hours Consistent with other forms of leave provided by the City, employees may take intermittent leave in increments of four hours. If eligible for intermittent leave, the City allows a maximum of 480 hours of intermittent leave in any 12-month period. After reaching the maximum amount of allowed intermittent leave, employees may request continuous MNPL provided the continuous leave does not exceed the maximum amount of MNPL allowed by law. Notice Prior to starting a claim with MetLife, employees should reach out to the Human Resource Director and their Department Head to notify them of the intention to take leave. If the need is foreseeable, we ask that you provide at least 30 days' notice prior to taking leave. If the leave is not foreseeable you will still be able to take leave under MNPL, and we ask that you provide as much notice as possible. How to Apply for Minnesota Paid Leave After your leave has been discussed you may apply for MNPL through MetLife. The City's Human Resource Director is available to assist employees with contacting MetLife. Interaction with Other Laws and Benefits MNPL will run concurrently with any leave and/or wage supplement for which you may be eligible for under local, state, or federal law which may include: Family and Medical Leave Act (FMLA) and/or Minnesota Pregnancy and Parenting Leave. Supplementing MNPL Benefits with Accrued Paid Leave If you are receiving MNPL benefits, the City allows you to supplement, or "top off," your MNPL benefits with any accrued but unused paid leave. If you choose to supplement your MNPL benefits in this way, the combined weekly sum of MNPL benefits and City -provided paid leave benefits cannot exceed your Individual Average Weekly Wage (IAWW). In other words, you 3 Minnesota Paid Leave Policy Effective January 1, 2026 Page 5 Retaliation The City will not interfere or retaliate against employees who request or take leave in accordance with the Minnesota Paid Leave law. Appeals If MetLife denies an employee's request for benefits or if an employee disagrees with the amount of benefits, an employee has the right to appeal the decision to MetLife within 30 days. If MetLife (the private plan) continues to deny the employee's request, including the amount of benefits, the employee may appeal to the State within 30 days of MetLife's decision. In addition, an employee may contact the City with complaints and/or concerns about the private plan. The City's right to appeal an employee's eligibility or determination of benefits will be governed by the private plan terms or contract between the City and MetLife. 5