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Item 4B - MemoITEM 4B M E M O R A N D U M October 30, 2018 TO: Shana K. Yelverton, City Manager FROM: Stacey Black, Director of Human Resources SUBJECT: Resolution No. 18-047, Amending the City of Southlake Personnel Policy 703 – Holidays and providing and effective date. Action Requested: City Council approval of Resolution No. 18-047 to amend the City of Southlake Personnel Policy 703 – Holidays and providing an effective date. Background Information: The City’s Employee Handbook contains all personnel polices approved by both the City Council and the City Manager. Section 4.14 of the City Charter requires City Council approval for all personnel policies that have financial implications. The City Manager has the authority to approve personnel policies that do not have financial implication, provided City Council is notified of all such changes. This request is to specifically revise Policy 703 – Holidays. The last revision to the Employee Handbook was effective November 1, 2017 and revised Policy 713 – Longevity Pay. A comprehensive review of all policies was conducted in 2016 and effective April 15, 2016. City Council approved the proposed FY 2019 budget on September 18, 2018. Within the budget there were several strategic workforce investments, including the addition of a paid personal day for full-time employees. Staff discussed the proposed changes with City Council during the back-of-napkin budget meetings and during the work session at the August 21, 2018 City Council meeting. The proposed revisions to the Holiday policy are summarized below: • Amend the policy to add one (1) paid personal day for full-time employees per calendar year. • The personal day cannot be carried over at the end of the calendar year. If it is not used on or before December 31st of each calendar year, it will be lost. • An unused personal day will not be paid to an employee in the event of a separation of employment. Shana K. Yelverton, City Manager ITEM 4B October 30, 2018 Page 2 • With the addition of the personal day, the total number of paid holidays granted to employees will increase to eleven. All other provisions of the policy remain unchanged. A redlined copy of the current policy and a copy of the proposed policy are attached. Enhancing the employee holiday pay program provides a desired benefit for current and future employees. It is designed as an opportunity to promote a good work-life balance for employees and offers a competitive advantage when recruiting talent. It aligns with the City’s strategies to attract, develop and retain a skilled workforce and to be an employer of choice. Financial Considerations: There is no budget impact as a result of this request. Strategic Link: • Focus Area: Performance Management and Service Delivery • Corporate Objective: L3 Attract, develop and retain a skilled workforce • Employer of Choice Citizen Input/ Board Review: N/A Legal Review: The City Attorney has reviewed the proposed revisions to the Holiday policy. Alternatives: Changes as may be desired by the City Council. Deny the request and maintain currently approved policy. Supporting Documents: Attachment A: Proposed Policy 703 – Holidays Attachment B: Redlined Policy 703 – Holidays Resolution No. 18-047 Staff Recommendation: City Council approval of Resolution No. 18-047, Amending the City of Southlake Personnel Policy 703 – Holidays and providing an effective date. Attachment A: Proposed Policy ITEM 4B Page 1 of 2 703 HOLIDAYS 703.01 Eligibility. Paid holidays are extended to all regular, full-time employees. Every other employee is extended the official holiday, without pay. There is no waiting period for employees to receive holiday pay. Part-time, temporary or seasonal employees are not eligible for paid holiday leave. Holiday pay is subject to funding in the annual budget. 703.02 Official City Holidays. The following holidays will be observed by the city. New Year’s Day (January 1); Martin Luther King, Jr. Day (third Monday in January); Good Friday (Friday before Easter); Memorial Day (last Monday in May); Independence Day (July 4); Labor Day / September 11 (first Monday in September); Thanksgiving Day (fourth Thursday in November); Day after Thanksgiving (fourth Friday in November); Christmas Eve (December 24); Christmas Day (December 25); and Personal Day. 703.03 Personal Day. Employees are afforded one personal day per calendar year. The personal day may be taken on a work day of the employee’s choice, subject to their supervisor’s approval. The personal day shall not count as hours worked toward overtime eligibility. The personal day may not be carried over at the end of the calendar year. If it is not used on or before December 31st of each calendar year, it will be lost. 703.04 Holidays on Weekends. When an official holiday falls on a weekend, the following alternative schedule applies: i. A holiday which falls on a Saturday shall be taken on the Friday before the holiday. ii. A holiday which falls on a Sunday shall be taken on the Monday after the holiday. 703.05 Holiday Pay. 703.05.01 Regular full-time employees shall receive holiday pay equivalent to a standard eight (8) hour workday unless the employee is on a reduced work schedule as Attachment A: Proposed Policy ITEM 4B Page 2 of 2 provided for in the Reduced Work Schedule policy, in which case, the Reduced Work Schedule policy applies. Eight hours of pay for regular employees is equal to 12 hours of pay for firefighters on the 24-hour shift schedule. Refer to Section 4, Policy 406 – Reduced Work Schedule for more information. 703.05.02 An employee shall not receive pay for a holiday if he or she: i. Is absent without approved leave either the day before or the day following an official holiday; or ii. Is absent without approved leave on a holiday on which the employee is scheduled to work. 703.05.03 An official holiday occurring while vacation, sick or FMLA leave is being taken will be reflected as a holiday on the payroll and no deduction from the vacation or sick leave balance will be made for the holiday. 703.05.04 In the event an official city holiday conflicts with a city sponsored event, the City Manager may designate an alternate holiday for employees designated as essential personnel on the normally scheduled holiday. 703.05.05 Employees may request an approved absence to celebrate a religious holiday that is not a scheduled city holiday. If approved, the employee must use a personal day, vacation, compensatory time, or an excused absence without pay. 703.05.06 No holiday occurring after the date of separation of employment of an employee will be included in the final paycheck. An unused personal day will not be paid to an employee in the event of a separation of employment. 703.05.07 Employees who designate their last day of employment on an official city holiday shall not receive holiday pay for that holiday. 703.06 Approval and Effective Date. This policy was approved by City Council on November 6, 2018 by Resolution No. 18-047 and is effective January 1, 2019. It supersedes all previous policies. Attachment B: Holiday Policy – Redlined  ITEM 4B  Page 1 of 2  703 HOLIDAYS  703.01 Eligibility. Paid holidays are extended to all regular, full‐time employees. Every other  employee is extended the official holiday, without pay. There is no waiting period for  employees to receive holiday pay. Part‐time, temporary or seasonal employees are not  eligible for paid holiday leave. Holiday pay is subject to funding in the annual budget.  703.02 Official City Holidays. The following holidays will be observed by the city.  New Year’s Day (January 1);  Martin Luther King, Jr. Day (third Monday in January);  Good Friday (Friday before Easter);  Memorial Day (last Monday in May);  Independence Day (July 4);  Labor Day / September 11 (first Monday in September);  Thanksgiving Day (fourth Thursday in November);  Day after Thanksgiving (fourth Friday in November);  Christmas Eve (December 24),; and  Christmas Day (December 25); and.  Personal Day.  703.03 Personal Day. Employees are afforded one personal day per calendar year. The personal day  may be taken on a work day of the employee’s choice, subject to their supervisor’s approval.  The personal day shall not count as hours worked toward overtime eligibility. The personal  day may not be carried over at the end of the calendar year. If it is not used on or before  December 31st of each calendar year, it will be lost.  703.04 Holidays on Weekends. When an official holiday falls on a weekend, the following  alternative schedule applies:  i. A holiday which falls on a Saturday shall be taken on the Friday before the holiday.  ii. A holiday which falls on a Sunday shall be taken on the Monday after the holiday.  703.0405 Holiday Pay.   703.0405.01 Regular full‐time employees shall receive holiday pay equivalent to a  standard eight (8) hour workday unless the employee is on a reduced work  Attachment B: Holiday Policy – Redlined  ITEM 4B  Page 2 of 2  schedule as provided for in the Reduced Work Schedule policy, in which case,  the Reduced Work Schedule policy applies. Eight hours of pay for regular  employees is equal to 12 hours of pay for firefighters on the 24‐hour shift  schedule. Refer to Section 4, Policy 406 – Reduced Work Schedule for more  information.  703. 0405.02 An employee shall not receive pay for a holiday if he or she:  i. Is absent without approved leave either the day before or the day following  an official holiday; or  ii. Is absent without approved leave on a holiday on which the employee is  scheduled to work.  703. 0405.03 An official holiday occurring while vacation, sick or FMLA leave is being  taken will be reflected as a holiday on the payroll and no deduction from the  vacation or sick leave balance will be made for the holiday.  703. 0405.04 In the event an official city holiday conflicts with a city sponsored event,  the City Manager may designate an alternate holiday for employees designated  as essential personnel on the normally scheduled holiday.  703. 0405.05 Employees may request an approved absence to celebrate a religious  holiday that is not a scheduled city holiday. If approved, the employee must use  a personal day, vacation, compensatory time, or an excused absence without  pay.  703. 0405.06 No holiday occurring after the date of separation of employment of an  employee will be included in the final paycheck. An unused personal day will not  be paid to an employee in the event of a separation of employment.  703. 0405.07 Employees who designate their last day of employment on an official  city holiday shall not receive holiday pay for that holiday.   703.0506 Approval and Effective Date. This policy was approved by City Council on November 6, 2018  by Resolution No. 18‐047 and is effective January 1, 2019. It supersedes all previous  policies.This policy was approved by City Council on April 5, 2016 by Resolution No. 16‐011  and is effective April 15, 2016.  It supersedes all previous policies.    Page 1 RESOLUTION NO. 18-047 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SOUTHLAKE, TEXAS, AMENDING CITY OF SOUTHLAKE PERSONNEL POLICY 703 – HOLIDAYS AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the City of Southlake (the "City") previously adopted personnel policies; and WHEREAS, the City wishes to revise Personnel Policy 703 – Holidays to replace the previously adopted personnel policy; and NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SOUTHLAKE, TEXAS, THAT: Section 1. The City of Southlake hereby approves and adopts the following policy that has financial implications, a copy of which is attached as Exhibit “A” and is incorporated into the Employee Handbook: Policy 703 – Holidays Section2. That this resolution is in effect upon passage and adoption by the City Council effective January 1, 2019. PASSED AND APPROVED THIS THE ____ DAY OF ________________________, 2018. _____________________________________ Laura K. Hill, Mayor ATTEST: __________________________________ Carol Ann Borges, City Secretary Resolution No. 18-047: Attachment A Page 1 703 HOLIDAYS 703.01 Eligibility. Paid holidays are extended to all regular, full-time employees. Every other employee is extended the official holiday, without pay. There is no waiting period for employees to receive holiday pay. Part-time, temporary or seasonal employees are not eligible for paid holiday leave. Holiday pay is subject to funding in the annual budget. 703.02 Official City Holidays. The following holidays will be observed by the city. New Year’s Day (January 1); Martin Luther King, Jr. Day (third Monday in January); Good Friday (Friday before Easter); Memorial Day (last Monday in May); Independence Day (July 4); Labor Day / September 11 (first Monday in September); Thanksgiving Day (fourth Thursday in November); Day after Thanksgiving (fourth Friday in November); Christmas Eve (December 24); Christmas Day (December 25); and Personal Day. 703.03 Personal Day. Employees are afforded one personal day per calendar year. The personal day may be taken on a work day of the employee’s choice, subject to their supervisor’s approval. The personal day shall not count as hours worked toward overtime eligibility. The personal day may not be carried over at the end of the calendar year. If it is not used on or before December 31st of each calendar year, it will be lost. 703.04 Holidays on Weekends. When an official holiday falls on a weekend, the following alternative schedule applies: i. A holiday which falls on a Saturday shall be taken on the Friday before the holiday. ii. A holiday which falls on a Sunday shall be taken on the Monday after the holiday. 703.05 Holiday Pay. 703.05.01 Regular full-time employees shall receive holiday pay equivalent to a standard eight (8) hour workday unless the employee is on a reduced work schedule as Resolution No. 18-047: Attachment A Page 2 provided for in the Reduced Work Schedule policy, in which case, the Reduced Work Schedule policy applies. Eight hours of pay for regular employees is equal to 12 hours of pay for firefighters on the 24-hour shift schedule. Refer to Section 4, Policy 406 – Reduced Work Schedule for more information. 703.05.02 An employee shall not receive pay for a holiday if he or she: i. Is absent without approved leave either the day before or the day following an official holiday; or ii. Is absent without approved leave on a holiday on which the employee is scheduled to work. 703.05.03 An official holiday occurring while vacation, sick or FMLA leave is being taken will be reflected as a holiday on the payroll and no deduction from the vacation or sick leave balance will be made for the holiday. 703.05.04 In the event an official city holiday conflicts with a city sponsored event, the City Manager may designate an alternate holiday for employees designated as essential personnel on the normally scheduled holiday. 703.05.05 Employees may request an approved absence to celebrate a religious holiday that is not a scheduled city holiday. If approved, the employee must use a personal day, vacation, compensatory time, or an excused absence without pay. 703.05.06 No holiday occurring after the date of separation of employment of an employee will be included in the final paycheck. An unused personal day will not be paid to an employee in the event of a separation of employment. 703.05.07 Employees who designate their last day of employment on an official city holiday shall not receive holiday pay for that holiday. 703.06 Approval and Effective Date. This policy was approved by City Council on November 6, 2018 by Resolution No. 18-047 and is effective January 1, 2019. It supersedes all previous policies.