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Item 9A MemoCity of Southlake, Texas MEMORANDUM July 9, 2003 TO: Billy Campbell, City Manager FROM: Kevin Hugman, Director of Human Resources SUBJECT: Resolution No. 03 -038, Amending City of Southlake personnel policies to adopt a Reduced Work Schedule Policy. Action Requested: City Council approval of Resolution No. 03 -038, amending the Personnel Policies to adopt the Reduced Work Schedule Policy. Background Information: Due to the unprecedented budget issues the City faced last year, an idea was developed to consider allowing employees to reduce their work hours in certain positions, creating some savings on personnel costs. A Reduced Work Schedule policy has been developed which will provide a systematic and organized approach for consideration, approval and administration of employee reduced work schedules. The proposed policy will allow for a reduced work schedule to be implemented under the following circumstances: I. An employee may request to be placed on a reduced work schedule. The request will be considered by the employee's supervisor and department director prior to be being submitted to the City Manager for approval. If department needs are not being met however, the City Manager may rescind the reduced work schedule. 2. The City may require a position be placed in a reduced work schedule status in order to avoid adverse financial conditions Affected employees will be given at least thirty (30) days notice prior to the effective date. The City always retains the right to rescind a reduced work schedule if department needs are not being met and /or financial conditions which created the need have abated. In addition, a position can be permanently reduced through the budget process should workload and /or economic conditions create the need to do so. Financial Considerations: The proposed policy will allow the City to reduce personnel operating expenses by implementing reduced work schedules. The budget impact is dependent on the number of positions approved for a reduced work schedule. There is no anticipated increase to the budget if this policy is approved. Citizen Input/ Board Review: Not Applicable. Billy Campbell, City Manager July 10, 2003 Page 2 Legal Review: The City Attorney has reviewed the policy. Alternatives: Input as desired by Council. Supporting Documents: • Resolution No. 03 -038, Amending the Personnel Policies to adopt a Reduced Work Schedule policy. • Reduced Work Schedule Policy Staff Recommendation: City Council approval of the Reduced Work Schedule policy and Resolution No. 03 -038, adopting the Reduced Work Schedule policy and including it in the City Personnel Policies.