Item 10A)U CITY OF
SOUTHLAKE
MEMORANDUM
July 30, 2008
TO: Shana Yelverton, City Manager
FROM: Kevin Hugman, Director of Human Resources
SUBJECT: Extend City business hours and adopt employee alternate work
scheduling
Action
Requested: No action is requested. This item is to discuss with City Council staff's
intent to implement extended City business hours and to adopt a
flexible work scheduling policy for employees. Staff will brief the City
Council on the plan and answer questions.
Background
Information: Several recent trends have combined to bring the issue of flexible
employee work schedules to the forefront of discussion. For example:
• Governments, including the City of Southlake, continue to explore
ways to make themselves more accessible and convenient to
citizens. Traditional service delivery methods are being challenged
and pressure to increase delivery of local government services
continues to mount. City business hours of 8a -5p can conflict with
citizens own working hours, requiring them to take time off to
conduct business at Town Hall when needed or arriving just prior to
5p before closing. This has been especially notable in high
customer service areas such as municipal court and community
services (recreation program registration).
• Human Resources trade publications continue to cite the need for
new and innovative, especially low to no -cost, methods to recruit
and retain employees. Filling work force vacancies will demand
more than the traditional compensation /benefit package that
employers can offer. Greater emphasis is placed on work/life
balance by employees than ever before.
• Recent increases in fuel prices have placed immediate burdens on
employees faced with rising non - discretionary expenses.
Reduction in fuel usage can alleviate this financial impact,
• especially those hardest hit because of income and/or commute
distance.
• Reducing the number of employee trips can also assist in
alleviating traffic congestion and environmental concerns. A recent
article in the Fort Worth Star - Telegram (June 9, 2008) noted that
Shana Yelverton, City Manager
July 30, 2008
Page 2
the North Central Texas Council of Governments (NCTCOG) is
considering plans to encourage employers to cooperate with anti -
congestion efforts by offering incentives to employees to reduce the
number of vehicle trips.
The Alternate Work Schedule policy will not change any existing City
policies; it will supplement current policies and provide additional
guidance for departments in adopting alternate work scheduling. Each
department is responsible for providing customer service as
appropriate with extended City business hours, but is not required to
work four ten -hour days. Employees will be given the opportunity to
request an alternative work schedule, subject to supervisor and
director approval and the business needs of the department.
All departments have discussed the proposed policy with their
employees and have formulated plans within their departments to
adopt alternative works schedules as appropriate
Financial
Considerations: No additional costs are anticipated.
Citizen Input/
Board Review: NIA
Legal Review: The City Attorney has reviewed the Alternate Work Schedule policy.
Alternatives: As may be discussed by City Council.
Supporting
Documents: Article, Fort Worth Star- Telegram, June 9, 200E
Alternate Work Schedule Policy
Staff
Recommendation: Staff is prepared to discuss the plan and answer questions from City
Council.
NEWS CLIPPING
Source : Star - Telegram
Date: Monday
June 9, 2008
THE ROAD�WARRIOR
E oy g can help '.'reduce
=By GORDON DICKS
odic kson @star- telegrarn:corn`,
Major employers may soon be asked to j9in the battle'.
against gridlock North Texas roads
Regional planners hope to persuade cities to adopt
ordinances .that would require - companies with 100 or
rimore employees io cooperatewith anti - congestions ef-
forts..
How? Businesses .can'help. in many ways, officials
say,. such as .four -day. vrorkweeks, free bus and rail
passes, incentive pay for bikingto:wark and permis-
sion to work from home. In 'other words, anything to
reduce the number of cars on a given roadduring peak
hours.
In the past, convincing employers of the "need to .al
ter employee work schedules has been'a hard sell. But .
the North Central Texas, outicil of Governments; the ..
region's official planning body, could make coopera
Lion from businesses a condition of.a road receiving
•future funding,
"We'll:'finally.have their interest when were build
ing 'a .project right outside their door," said Michael
Morris, transportation director for the council of gov-
ernments.
'Mom's believes thai . many employers will see the
benefit of removing g traffic om`work'zones. For . One
'
thing, less traffic can shave.years off the tirne.ineeded
to'get:#he wPrk:done.
Butit's up�to elected leaders in North Texas cities to`
push for the idea;;Morri's said. In August or Septeml ?er, `,
Regional planners say employers can help pre -
'regtohal- plannets wMl, present-the`ideato the Regional
vent gridlock by offering.four -day workweeks,
Transportatidn"Coimcil, a 40 - r6eir ber policy grpup
incentive pay for biking to work; free transit
, ;}Wa u of elected,city, and council officials.
passes and telecorhmuting. S•T /PAUL MOSELEY
If the counciL approves the' policy, cities
across'.:
North.texas will'.then be asked to approve ordinances
n® Honkin' Mad,
putting it into effect r
®For more transportation and
traffic coverage, checki out,
GORDON DICKSON, 817 -¢85 -3816
star- telegrani.Com/blogs
traffic
Meetings -thiis : week
The North Central 'Texas Council
of Governments
(wwwxcteog.org) is Welding
public meetings this week to
discuss a'variety of transporta -
tion planning issues,•including a
&ingestion- management plan
that woulderequire.large employ-
er's to help get vehicles off the
streets during travel'peri-
o ds. To learn more, attend one of
these meetings:
X 10 a.m. Tuesday,'Nortb Central
Texas Council of Governments,
616 Six Flags Drive ,Arlington..
■ 6:30 p.m. Tuesday, lntermodal
Transportation Center, 100o
Jones St., Fort Worth.
Source: North Central Te)las Council of ls., riiments '
Already helping
A sOiple of companies recog-
nized hstyearEfor helping work-
ers find alternatives to driving to
work alone: .
■ American Airlines Southern
Reservation Office
' Helicopter Textron
,a Harrls Method ist ! Fort Worth
Hospital
0 Renaissance Worthington
Hotel
■ Texas Christian University.
Police; gepartment ,
Source: North Texas Clean �it Coalition's Best
Workplaces for Commuters
City of Southlake
Personnel Policies
Section Wage and Salary Administration Topic: Alternate Work Schedule
Effective Date August 11, 2008
Approved By : City Manager
1.0 Purpose
In order to maintain a high level of responsiveness to the City of Southlake and its
citizens, it is important that employees follow established work hours, avoid
tardiness and unauthorized absences, and follow reporting requirements.
The City of Southlake reserves the right to establish official work hours for any
position to ensure accomplishment of the City's mission. Where operational
demands allow, the City encourages alternate work schedules to reduce energy
consumption and allow employees greater flexibility in balancing work and personal
needs.
2.0 Applicability
This policy applies to all regular, full -time employees of the City, except where
otherwise noted.
3.0 Policy
This policy supplements the provisions of Chapter 4, "Wage and Salary
Administration" (as revised by Resolution No. 03 -043) of the City of Southlake
Personnel Policies and Procedures.
Section 17 Work Schedules
Section 17.1 General Provisions:
A. Work Periods
(1) The City complies with the regulations of the Fair Labor Standards Act
(FLSA) and has adopted a 40 -hour work period for all non - exempt
employees, except for certain sworn fire and police personnel. The work
period begins Sunday at 12:00 a.m. and ends the following Saturday at
11:59 P.M.
Alternate Work Schedule Policy 2005 -07 -29 7/30/2008
Alternate Work Schedule
Effective: August 11, 2008
Page 2 of 3
(2) Fire and Police: The City has adopted alternate work schedules as
allowed by the FLSA (Section 207(k)) for certain fire and police
personnel. The approved work period is defined in the Department of
Public Safety General Orders.
(3) Non - exempt employees who work in excess of the FLSA maximum hours
are subject to overtime compensation as per the requirements of Chapter
4, Section 8 "Overtime."
B. General Business Hours: All offices of the City that provide customer service,
except those for which special hours have been established, shall be kept open
continuously from 8:00 a.m. until 6:00 p.m., Monday through Friday, except for
established City holidays. The City Manager may close City offices due to
inclement weather or other emergency as may be determined in accordance with
the City's policies.
Section 17.2 Alternate Work Schedules
A. Compressed Work Week I Flex Work Schedule:
(1) Subject to operational requirements, regular full -time employees may be
permitted to work an alternate schedule that allows the employee to work
four 10 -hour workdays per pay period in lieu of the traditional five 8 -hour
workdays.
L Regular full time employees scheduled to work on a City holiday
shall receive holiday pay equivalent to eight (8) hours, regardless of
the number of hours that the employee may have been scheduled
to work.
(2) Any significant change in an employee's work schedule must be agreed
to in writing by the supervisor and the employee, and must be approved
by the Department Director. A copy of the signed work schedule shall be
forwarded to Human Resources.
L The Department Director has final approval of flex schedules,
including desired flex days.
ii. No alternate work schedule will be approved that has the potential
to unduly increase the City's overtime pay liability.
(3) The City Manager or Department Director may cancel or suspend an
employee's alternative work schedule privileges at any time, for any or no
reason.
(4) Employees may be required to depart from the approved alternate work
schedule as necessary to work additional hours, attend training, or for
other business purposes as determined by the City.
(5) Daily and weekly work schedules may be modified at the City's discretion
to meet changing operational needs.
Alternate Work Schedule Policy 2008 -07 -29 7/30/2008
Alternate Work Schedule
Effective: August 11, 2008
Page 3 of 3
(6) Non- exempt employees are subject to the policies of Chapter 4, "Wage
and Salary Administration," Section 8 regarding overtime and performing
work outside of normal working hours without supervisor approval.
B. Telecommuting
(1) Telecommuting is a flexible work arrangement that allows an employee to
work at home or at another satellite location (which is linked, usually
electronically, to a central office) during some portion of the workweek.
Telecommuting is best suited for jobs that require independent work, little
face -to -face interaction, concentration, a measurable work product, and
output -based (instead of time - based) monitoring.
(2) Subject to operational requirements, department directors may approve
telecommuting for exempt employees.
(3) Non- exempt employees shall not be authorized to telecommute.
Alternate Work Schedule Policy 2008 -07 -29 7/30/2008