2003-038 ResolutionCity of Southlake, Texas
OFFICIAL RECORD
RESOLUTION NO. 03-038
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
SOUTHLAKE, TEXAS, ADOPTING A REDUCED WORK SCHEDULE
POLICY.
WHEREAS, the City of Southlake (the "City") recognizes that there are times when an
employee may desire -to reduce the normal work hours of the employee's position for various
reasons that benefit the employee and/or the City; and
WHEREAS, the City recognizes that due to financial conditions, it may be desirable to
reduce the work hours of a position to avoid layoffs, to reduce operating costs, or to avoid
adverse financial conditions; and
WHEREAS, a reduced work schedule may be beneficial in certain circumstances and
allow employees to work a shorter workweek while maintaining some benefits, and the City is
able to adjust to changing workloads while retaining a valued employee; and
WHEREAS, the City desires to establish a personnel policy to provide a systematic and
organized approach for the approval and administration of a reduced work schedule; NOW
THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
SOUTHLAKE, THAT:
Section 1: The City of Southlake hereby adopts the Reduced Work Schedule policy, a copy of
which is attached hereto as Exhibit "A" and which is incorporated by reference herein.
Section 2: This resolution shall become effective after its passage and adoption by the City
Council.
PASSED AND APPROVED THIS THE DAY OF V U
1
ATTEST:
Lori Farwell, City Secretary
Andy Wambsganss, Mayor
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2003.
Citv of Southlake
Personnel Policies
Section: Wage and Salary Administration
Effective Date: July 16, 2003
Approved Bv: Resolution No. 03 -03811tH /
Reduced Work Schedule
1.0 Purpose and Scope
Topic: Reduced Work Schedule
Revision Date:
The City recognizes that there are times when an employee may desire to reduce normal
work hours of a position to a reduced work schedule (RWS) for various reasons that
benefit the employee and/or the City. The City may also desire to reduce the work hours
of a position to avoid layoffs, to reduce operating costs, or to avoid adverse financial
consequences. The employee is permitted to work a shorter workweek while maintaining
some benefits and the City is allowed to adjust to changing workloads and economic
conditions while retaining a valued employee. This policy is to provide a systematic and
organized approach for the approval and administration of reduced work schedules. This
policy applies to all regular, non -supervisory, full-time employees. This policy does not
apply to sworn police or fire personnel.
2.0 Definitions
2.1 Exempt Emplovee — An employee who performs an executive, administrative or
professional function as defined in the Fair Labor Standards Act.
2.2 Non -Exempt Emplovee — an employee who is not exempt from the provisions of
the Fair Labor Standards Act.
2.3 Reduced Work Schedule (RWS) — A reduction in the normal workweek hours
from the traditional forty (40) hour workweek to a thirty (30) hour workweek.
This may be a temporary assignment, or when approved through the City budget
process, a permanent reduction in hours.
2.4 RWS Emplovee — A regular, non -supervisory, full-time employee approved to
work a reduced work schedule. An RWS employee may serve in an exempt or
non-exempt position.
2.5 Supervisor— An employee in a position required to oversee and direct other
employees on a regular basis.
Reduced Work Schedule
Effective: July 16, 2003
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3.0 Policy
A reduced work schedule may be requested by an employee, supervisor, or Department
Director. All requests must take into consideration the impact on the department and
City services. Requests for reduced work schedules shall be considered on a case-by-
case basis and shall not be approved if doing so would adversely affect customer service
or work group productivity, or is otherwise detrimental to the good order of business. A
reduced work schedule shall not become effective without the City Manager's written
approval, and is subject to revocation at any time if it is in the City's best interest.
3.1 Compensation:
3.1.1 A non-exempt employee placed on a reduced work schedule shall be paid
based on the number of hours worked. If an RWS employee works more
than forty (40) hours in a workweek, the employee shall be compensated
with overtime or compensatory time as provided in the City's overtime
and compensatory time policies.
3.1.2 An exempt employee placed on a reduced work schedule will be paid at
75% of the employee's normal salary, regardless of the number of hours
actually worked, until the reduced work schedule is discontinued.
3.2 Benefits:
3.2.1 A non-exempt employee must work and/or utilize paid leave, a minimum
of 30 hours per week (hours worked, vacation, compensatory, sick and/or
holiday) to maintain benefits.
3.2.2 Provided the threshold established Section 3.2.1 is met, insurance
coverage and premiums will remain in effect for RWS employees on the
same basis as available to full-time, regular employees.
3.2.2 Vacation leave, sick leave, and holiday pay shall accrue at 75% of the
normal rate as provided for in the applicable City policies governing the
accrual of same.
3.3 Procedure:
3.3.1 Reauest by Emplovee: A regular full-time, non -supervisory employee
may submit a written request to be considered for a reduced work
schedule. The request shall specify the reason for the request, the
estimated duration of the assignment, and the days and hours that the
employee wishes to work.
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3.3.1.1 The request shall be approved by both the employee's supervisor
and Department Director before being submitted to the City
Manager for consideration.
3.3.1.2 Upon approval by the City Manager, the employee may begin to
work the reduced schedule. If an employee desires a change in the
approved schedule, it shall be considered as a new RWS request.
3.3.1.3 If it is determined that department needs are not being met under a
reduced work schedule, the Department Director, after approval by
the City Manager, may discontinue the reduced work schedule, as
described in Section 3.5, and require the employee to return to a
regular forty (40) hour workweek. An order for a return to a 40
hour workweek shall not be imposed for punitive or disciplinary
reasons.
3.3.1.4 An employee who fails, upon thirty (30) days notice, to return to a
forty (40) hour workweek will be subject to termination..
3.3.2 Request by Supervisor/Director: A supervisor or Department Director
may request that a position be placed on a reduced work schedule if it is
determined that the reduced schedule is necessary to reduce operating
costs, avoid layoffs and/or to avoid adverse financial consequences. The
request shall specify the reason for the request, the estimated duration of
the assignment, and the days and hours that the employee will work. If
approved by the City Manager, a Department Director may require an
employee to comply with the reduced work schedule.
3.3.2.1 Upon approval, the Department Director shall notify the employee
of the schedule change at least thirty (30) calendar days before the
effective date.
3.3.2.2 An employee who is unable to work the reduced schedule will be
subject to termination.
3.4 Annual Review:
The City Manager or Department Director may review positions in a reduced
work schedule status as necessary, but at least annually during budget preparation.
3.5 Reduced Work Schedule Discontinuation:
3.5.1 Discontinuation by City: The City Manager, through the employee's
Department Director, may require a RWS employee to return to a forty
40) hour workweek if it is determined that the fiscal conditions which
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created the need for the reduced workweek have abated, or if the needs of
the department are not being met, as provided for in Section 3.3.1.3.
3.5.1.1 The Department Director shall notify a RWS employee, in writing,
at least thirty (30) calendar days before the reduced work schedule
is to terminate.
3.5.1.2 A RWS employee who does not return to a forty (40) hour
workweek after being requested to do so, will be subject to
termination.
3.5.2 Reauest by Emnlovee: A RWS employee who works a reduced
workweek at the employee's request, may submit a written request to
return to a forty (40) hour workweek schedule. The request shall specify
the reasons for the request to discontinue the reduced work schedule
status.
3.5.2.1 The employee's supervisor and Department Director shall consider
the request, taking into account the department workload and the
City's fiscal condition, before it is then submitted to the City
Manager for consideration.
3.5.2.2 Upon approval of the discontinuation, the employee may return to
a forty (40) hour workweek.
3.6 Permanent Work Schedule Reduction:
3.6.1 A Department Director may request, during the budget process, that a
position be permanently reduced to a thirty (30) hour workweek if it is
determined that the duties required of the position can be performed in a
reduced workweek schedule.
3.6.1.1 Upon approval, an employee in a position to be permanently
reduced shall be notified in writing of the change at least thirty
30) days prior to the effective date.
3.6.1.2 Compensation and benefits for permanent RWS employees will
continue as described in Sections 3.1 and 3.2 above.
3.6.1.3 Once a position has been permanently reduced to a part-time
position, it cannot be reinstated to a full-time position without
approval through the budget process.
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3.7 Reclassification of Vacant Positions:
This policy shall not apply to the reclassification of a vacant position from full-
time to a part-time position. A request for such reclassification shall be processed
as part of the budget preparation process.
3.8 Appeal:
An employee who is directed to work a reduced work schedule or to return to a 40
hour workweek schedule and does not desire to do so, may appeal the directive
by following the appeal procedures set forth in the City's grievance policy.
3.9 At -Will Emplovment:
All employees of the City serve at the will and pleasure of the City. Neither this
policy nor any policy of the City nor any statement of a city official, shall be
construed as granting a property interest in employment with the City. The
existence of this policy does not constitute any limitation on the rights of the City
to manage its affairs. The City reserves the right to interpret, change, suspend,
cancel or dispute, with or without notice, all or part of this policy. Before
implementation of any change, Employees will receive a copy of the change in
policy.
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ACKNOWLEDGMENT FORM
CITY OF SOUTHLAKE
Reduced Work Schedule Policy
I, acknowledge that I have received a copy of the
Reduced Work Schedule policy on . I have read the
policy and understand my rights and responsibilities as they pertain to this policy.
Provisions of the policy include, but are not limited to:
Signature
A reduced work schedule is temporary, unless approved as a permanent reduction
through the City budget process.
Written notification will be provided to an employee when a reduced work
schedule is applied, discontinued, or made permanent.
Insurance coverage and premiums will remain in effect for RWS employees on
the same basis as available to full-time, regular employees.
Vacation leave, sick leave, and holiday pay shall accrue at 75% of the normal rate
as provided for in the applicable City policies.
A RWS employee may request to return to a normal 40 -hour workweek schedule.
Approval is at the discretion of the Department Director and City Manager.
The City Manager or a Department Director may require a RWS employee to
return to a normal 40 -hour workweek schedule.
An employee who, after notice, is unable or unwilling to return to a 40 -hour -
workweek when requested, will be subject to termination.
Department/Division
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CITY OF SOUTHLAKE
EMPLOYEE REDUCED WORK SCHEDULE REQUEST
Name:
Position:
Reason for Request:
Proposed Work Schedule:
Estimated Duration of Reduced Work Schedule:
Date:
Department:
By submitting this form, I acknowledge that I am requesting to be treated as an RWS employee.
I acknowledge that I have read and understand the Reduced Work Schedule policy. If I am
unable or unwilling to return to a 40 -hour workweek when requested to do so, I will be subject to
termination.
Employee Signature Date
Office Use:
Remarks:
Supervisor Signature Date
Department Director Signature Date
Approved Disapproved
City Manager Signature Date
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