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HomeMy WebLinkAbout90-067 CC ResolutionRESOLUTION NO. 90-67 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF TEM~CULA PROVIDING FOR THE ESTABLI~qHMENT OF PERSONNEL POLICIES GOVERNING ATTENDANCE AND LEAVES WHEREAS, pursuant to the authority under Chapter 2.08.060(b) of the City's Municipal Code, the City Manager has the authority to hire, set salaries and adopt personnel policies; and WHEREAS, the City Manager has recommended and the City Council now wishes to adopt those policies as identified below; NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Temecula as follows: Section 1. The following Personnel Policies are hereby adopted pending the adoption of a comprehensive personnel system pursuant to Section 45001 of the California Government Code: Attendance - Non-exempt Employees Comprehensive Annual Leave Holidays Jury Duty Leave of Absence Without Pay Military Leave Such policies are attached to this Resolution and incorporated herein by this reference. Section 2. These Personnel Policies shall become effective immediately and may be thereafter amended. Section 3. The City Manager shall implement the above policies. Section 4. All prior resolutions and parts of resolutions in conflict with this Resolution are hereby rescinded. Section 5. The City Clerk shall certify the adoption of this Resolution. Resos 90-67 PASSED, APPROVED AND ADOPTED this 26th day of June, ATFEST: 1990. Ju~reek, Deputy City Clerk [SE^LI I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the City Council of the City of Temecula at a regular meeting thereof, held on the 26th day of June, 1990 by the following vote of the Council: AYES: COUNCILMEMBERS: Bridsall, Lindemans, Mufioz, Parks NOES: COUNCILMEMBERS: None ABSENT: COUNCILMEMBERS: Moore Greek, Deputy City Clerk Rems 90-67 Subject: Attendance - Non-exempt Employees Related Policies: Discipline Comprehensive Annual Leave Policy: Reporting to Work: Each non-exempt employee is expected to report to work and to be prepared to work at the start of each work shift he/she is scheduled to work. Absence: If a non-exempt employee is unable to report to work for any reason, he/she must call his/her supervisor within 30 minutes of his/her scheduled start time. The employee must tell his/her supervisor why he/she will not be able to report to work and when he/she does expect to return to work. If the supervisor is not available, the employee must provide the required information by calling his/her Department Head or the Personnel Office. Tardiness: Non-exempt employees must notify their supervisor within 30 minutes of their scheduled starting time, if they will be unable to report to work on time. If a non-exempt employee notifies his/her supervisor within thirty (30) minutes of his/her scheduled start time that he/she will be late to work, the tardiness may be charged to Comprehensive Annual Leave in increments of fifteen (15) minutes. Except in a bona fide emergency, if a non-exempt employee does not call in within 30 minutes of his/her scheduled start time, to report that he/she will be unable to report to work, the absence will not be compensated or charged to Comprehensive Annual Leave. When a non-exempt employee is tardy, the supervisor will determine the time at which the employee may begin working. Discipline: A non-exempt employee may be disciplined for absenteeism or tardiness which affects the employee's ability to perform his/her assigned duties; interferes with the efficient or effective operation of City programs, or establishes a pattern of abuse or neglect. Subject: Comprehensive Annual Leave Related Policies: Attendance Holidays Leave of Absence Without Pay Background: Probationary and regular employees earn Comprehensive Annual Leave (CAL) credits. CAL is intended to provide eligible employees with paid time off for rest and relaxation, personal or family illness, and personal business. In most cases, the City expects eligible employees to request time off in advance. In all cases, eligible employees must request the time off from their supervisor, or if the supervisor is not available, their Department Head or the Personnel Office. Any employee who is frequently absent without the prior approval of his/her supervisor, may create unnecessary scheduling difficulties for the City. Employees may be subject to disciplinary action up to and including dismissal for excessive absenteeism or tardiness. Policy: Eligibility: Probationary and regular employees earn Comprehensive Annual Leave credits from the date of hire. a. Project employees do not earn Comprehensive Annual Leave Credits. Accrual Rate - Probationary and Regular, Full-time Staff Employees: Probationary and regular full-time staff employees earn Comprehensive Annual Leave credits in accordance with the following schedule: Years of Service Accruals per Pay Period Approximate Annual Accrual First day of employment through year 1 Beginning year 2 Beginning year 4 Beginning year 6 Beginning year 8 Beginning year 10 and thereafter 4.615 hours 15 days 5.230 hours 17 days 6.769 hours 22 days 7.384 hours 24 days 8.000hours 26 days 8.923 hours 29 days Comprehensive Annual Leave Page 2 Probationary and regular full-time staff employees who are paid for less than eighty (80) hours in a pay period will earn Comprehensive Annual Leave Credits on a pro-rated basis for that pay period. Accrual Rate - Probationary and Regular. Management and Supervisory Full-Time Employees: Probationary and regular full-time staff employees earn Comprehensive Annual Leave credits in accordance with the following schedule: Years of Service Accruals per Pay Period Approximate Annual Accrual First day of employment through year 1 Beginning year 2 Beginning year 4 Beginning year 6 Beginning year 8 Beginning year 10 and thereafter 5.846 hours 19 days 6.461 hours 21 days 8.000 26 days 8.616 hours 28 days 9.231 hours 30 days 10.154 hours 33 days Probationary and regular full-time employees who are paid for less than eighty (80) hours in a pay period will earn Comprehensive Annual Leave credits on a pro-rated basis for that pay period. Accrual Rate - Probationary and Regular Part-Time Employees: Probationary and regular part-time employees earn Comprehensive Annual Leave credits in accordance with the schedule shown above on a pro-rata basis in increments of 25 %, 50 %, 75 % and 100% (ie., a part-time employee who normally works 20% of a 40-hour week would accrue 25 % of the CAL credits of a probationary or regular full-time employee). Use Before Credits are Earned: An eligible employee may not use Comprehensive Annual Leave credits before they are earned. Use: Normally, eligible employees are expected to schedule Comprehensive Annual Leave time off in advance with their supervisor. ao In an urgent or emergency situation, an eligible employee may request Comprehensive Annual Leave time off on an unscheduled basis by calling his/her supervisor within the first thirty minutes of his/her scheduled start time (see Attendance policy). Comprehensive Annual Leave Page 3 Excessive unscheduled time off whether compensated by Comprehensive Annual Leave or not, may result in discipline up to and including termination. Maximum Accrual: At any given time, an eligible employee may not have a Comprehensive Annual Leave balance of more than two times (2x) his/her annual accrual rate. The City may schedule eligible employees to take Comprehensive Annual Leave time off to satisfy this requirement. The City may, at its option, buy back unused Comprehensive Annual Leave credits once each year. Minimum Charge: The minimum charge to Comprehensive Annual Leave Credits is fifteen (15) minutes. o Holidays: If a holiday falls within a time period when an eligible employee is using Comprehensive Annual Leave credits, the holiday will not be charged to Comprehensive Annual Leave (see Holiday Policy). 10. Leave of Absence Without Pay: An eligible employee who is on a Leave of Absence Without Pay will not accrue Comprehensive Annual Leave credits. ao At the City's discretion, an eligible employee may be required to exhaust all Comprehensive Annual Leave credits before the employee is granted a Leave of Absence Without Pay. 11. Termination Pay-off: All accrued Comprehensive Annual Leave credits will be paid at the eligible employee's regular rate of pay at the time of termination, death or retirement. Subject: Holidays Policy: I. The City observes the following holidays: New Year's Day Martin Luther King's Birthday President's Day Memorial Day July 4th Labor Day Veteran's Day Thanksgiving Day Friday after Thanksgiving Christmas Day Observance: Holidays which fall on a Saturday will normally be observed on the preceding Friday. Holidays which fall on a Sunday will normally be observed on the following Monday. The City Manager will determine the actual dates holidays will be observed each year. o Eligibility: Probationary and regular full-time and part-time employees who are eligible for holiday pay and are on paid status for their entire regular work shift immediately prior to and immediately following the holiday will be paid for the holiday. ao Project employees are not eligible for holiday pay except as specifically authorized by the City Manager. 4. Compensation: ao Probationary and regular full-time employees who are eligible for holiday pay receive eight hours holiday pay on a City observed holiday. Do Probationary and regular part-time employees who are eligible for holiday pay receive holiday pay for the hours that they would have normally been scheduled to work had the day not been a holiday. Go Work on a Holiday: If a probationary or regular non-exempt employee who is not scheduled to work on a holiday, is required to work on a holiday, he/she will be paid for the actual hours of work at the rate of one and one half times his/her regular rate. In addition, the employee will be paid holiday pay as explained in paragraph 4.a. and b. above or will be given equivalent holiday time off on another day as determined by the City. Subject: Jury Duty Policy: Employees may attend jury duty in accordance with their legal obligations to do so. An employee who is summoned to jury duty will be placed on a paid leave of absence for up to 30 calendar days. If the employee is required to serve for more than 30 calendar days, he/she will be placed on a Leave of Absence Without Pay. Upon receipt of payment from the court, the employee must provide a copy of the payment check stub to the City. The jury service fees (not including mileage) will be deducted from the employee's pay in a subsequent pay period. Subject: Leave of Absence Without Pay Reference: Anniversary Dates Abandonment Policy Comprehensive Annual Leave Policy Employee Benefit Plans (ie., medical insurance, PERS, etc.) Military Leave Background: The City expects employees to be at work on days that they are scheduled to work. The City provides a generous Comprehensive Annual Leave (CAL) policy for regular employees. These credits are intended to provide employees with paid time off to deal with personal issues or needs. However, the City also recognizes that an employee may occasionally encounter a personal situation which requires additional time away from the job for which the employee has not accrued enough CAL credits. Therefore, employees may request a Leave of Absence Without Pay. Generally, such requests fall into one of three categories: medical, maternity or personal. The City deals with each type of request separately. Policy: GENERAL PROVISIONS: The following provisions apply to a Leave of Absence Without Pay, regardless of the reason for the leave: ao Comprehensive Annual Leave Credits will not accrue during a Leave of Absence Without Pay. b. All requests for a Leave of Absence Without Pay must be submitted in writing. Co An employee who is granted a leave of Absence Without Pay and who does not return to work on the first regularly scheduled day of work following the completion of the approve leave may be terminated (see Abandonment Policy). do A Leave of Absence Without Pay of more than thirty (30) days will result in an adjustment to the employee's service anniversary date. eo A Leave of Absence Without Pay in excess of five (5) days must be approved by the City Manager. Leave of Absence Without Pay Page 2 MEDICAL LEAVE OF ABSENCE WITHOUT PAY: 1. An employee who is medically disabled may be granted a Medical Leave of Absence Without Pay for up to one year. a. Medically disabled means unable to perform assigned work duties as determined by a licensed medical practitioner. b. The City Manager, or a designee, may require, at City expense, that the employee submit to an examination by a City selected physician. 2. If the employee is unable to return to work at the completion of the Medical Leave of Absence Without Pay, he/she may request a Personal Leave of Absence Without Pay. a. The granting of a Personal Leave of Absence Without Pay is at the discretion of the City Manager, or a designee. 3. The City will continue to pay its share of the cost of insurance premiums for the employee and eligible dependents for up to the first four months when an employee is on an approved Medical Leave of Absence. 4. An employee who is granted a Medical Leave of Absence Without Pay for other than maternity reasons will be returned to their previous position or an equivalent position at the discretion of the City Manager, or a designee. MATERNITY LEAVE OF ABSENCE WITHOUT PAY: 1. All of the provisions of a Medical Leave of Absence Without Pay shall apply to a Maternity Leave of Absence Without Pay for medical reasons except as follows: a. Unless her position has been abolished, an employee who is on a Maternity Leave of Absence for medical reasons, will be returned to her original position at the completion of a Maternity Leave of Absence Without Pay. PERSONAL LEAVE OF ABSENCE WITHOUT PAY: 1. An employee who has completed at least one year of continuous service may request a Personal Leave of Absence Without Pay for up to one year. a. The approval of a Personal Leave of Absence Without Pay will be at the sole discretion of the City Manager, or a designee. Leave of Absence Without Pay Page 3 bo An employee who is granted a Personal Leave of Absence Without Pay must use all accrued Comprehensive Annual Leave (CAL) credits before being placed on unpaid status. Co After exhausting his/her Comprehensive Annual Leave (CAL) credits, the employee shall be responsible for the entire cost of insurance premiums for the employee and any eligible dependents. An employee who is granted a Personal Leave of Absence Without Pay and desires to return prior to the expiration of the approved leave may request, in writing, permission to return earlier. ao The approval of a request to return prior to the expiration of a Personal Leave of Absence Without Pay shall be at the sole discretion of the City Manager, or a designee. An employee who is granted a Personal Leave of Absence Without Pay will be returned to their previous position or an equivalent position at the discretion of the City Manager, or a designee, provided that such a position is available at or near the time the employee is scheduled to return. An employee may be placed on lay-off status or terminated depending upon the needs of the City during the course of a Personal Leave of Absence Without Pay. Subject: Military Leave Policy: An employee who enters the armed forces of the United States will be placed on an extended leave of absence without pay in accordance with applicable federal or state laws. Upon completion of military service, the employee will be reinstated with full seniority to his/her former position or to a comparable position if application for reemployment is made within 90 calendar days of release from the service or related hospitalization. An employee who is a member of the National Guard or of a reserve component of the armed forces shall, upon furnishing a copy of the official orders or instructions, be granted a military training leave. Training leaves will not, except in an emergency, or in event of extenuating circumstances, exceed two weeks per year, plus reasonable travel time. Upon presentation of a military pay voucher, employees will be reimbursed for the difference between their normal compensation and the pay they received while on military duty.