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HomeMy WebLinkAbout135-06 RESOLUTION• RESOLUTION NO. 135-06 A RESOLUTION TO AMEND HUMAN RESOURCES POLICY #22.1 TO INCREASE A DEPARTMENT DIRECTOR'S DISCRETIONARY ALLOWANCE OF CRISIS LEAVE • ti_•“laq••••••••••••• WHEREAS, crisis leave was established by Resolution No. 5-91 and allowed a department director the discretion to annually grant up to three days of sick leave for crisis leave; and WHEREAS, the administration wishes to increase the department director's discretion to allow a forty hour a week employee to use up to 40 hours of sick leave for crisis leave annually and to allow firefighters working 24 hour shifts up to 48 hours of sick leave for crisis leave annually. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby amends Human Resources Policy #22.1 by deleting the last five words of paragraph 5 ("three days per calendar year") and replacing them with the following: "40 hours annually for employees working a standard 40 hour week or 48 hours annually for firefighters working 24 hour shifts." PASSED and APPROVED this 15th day of August, 2006. APPROVED: ATTEST: By: DAN COODY, Mayor By: ;1-• • G\iY F••, c^? U• •% HR -22 Page 1 of 5 CITY OF FAYETTEVILLE, ARKANSAS POLICY AND PROCEDURE Subject: Sick Leave Policy Number: HR -22 Original Policy Date: February 21, 1990 Effective Date of New/Revised Policy: August 15, 2006 Revision Dates: June 13, 2005 Submitted By: Employee Name/Division Michele Bechhold/Human Resources Mayor's Signature and Date ///J�� // /thiai-2, HR -22.0 PURPOSE: The purpose of this directive is to esta for all regular full-time employees of the City. e sick leave policy HR -22.1 POLICY: Sick leave in this policy is hereby defined to mean compensated leave granted to an employee for the following reasons: 1. Personal illness. 2. Exposure to contagious disease resulting in the quarantine of the employee. 3. Physician or dental appointments that cannot be scheduled other than during the regular work day. 4. Providing care to a member of the employee's immediate family who is ill. Immediate family is defined as a spouse or dependent child of the employee. 5. Attending to a crisis situation affecting family members. A crisis is defined as imminent death, serious illness, natural disaster, residence fire or other occurrences of equal severity or emotional trauma which require the employee's presence. Family members covered by crisis leave include spouse, child, mother, father, sister, brother, guardian, grandparent, grandchild, plus the various combinations of half, step, in-law and adopted relationships that can be derived from those named. Crisis leave is to be granted at the discretion of the employee's Department Director or Chief and may not•exceed a total of forty hours annually for employees working a standard forty hour week or forty-eight hours annually for firefighters working twenty-four hour shifts. • HR -22 Page2of5 Sick leave may not be taken during the first ninety days of employment unless absence is due to a workers' comp injury. Time taken cannot exceed the sickleave balance including the current pay period accrual. Full sick leave benefits and workers' compensation cannot be paid simultaneously for the same injury or illness. Workers' compensation benefits are primary in the event of a job related accident or illness. After an employee has been off the job for seven days, pro rata sick leave will be paid to make up the difference between the employee's workers' compensation benefit and regular base pay until accumulated sick leave is exhausted. Upon retirement or termination, accrued unused sick leave up to the stated maximum will be paid at the employee's current base rate, provided the employee has completed six months of service. Employees classified as temporary or work study are not.eligible for sick leave benefits. • General Employees Sick leave shall be accrued by all full-time employees at the rate of one day for each full calendar month of service with no limit to the number of days that may be accrued. Upon termination of employment or retirement, a maximum of 60 days (480 hours) of accrued unused time will be paid. Regular part-time employees will become eligible for and commence accruing prorated sick leave upon completing two years of continuous employment. The employee's Division Head is responsible for determining and notifying the Human Resources Division, via a Personnel Action notice, of each part-time employee's sick leave accrual eligibility and proration. This proration fraction is initially calculated by dividing the actual number of hours worked during the employee's second year of employment by 2080 hours. On the employee's anniversary date each subsequent year, a revised calculation should be submitted if a material change has occurred in the work schedule during the prior year. Otherwise the last computed proration fraction will continue in effect. Sick leave may be granted to full-time employees of the City for three (3) consecutive days without a physician's certificate. However, the Division Head shall have the right to request a physician's certificate after one day of sick leave if this action serves the best interest of the City. Sick leave in excess of three consecutive days will be granted to full-time employees of the City when a physician's certification is furnished. Uniformed Civil Service Employees The accrual of sick leave for Police and Fire employees is governed by Arkansas Uniform Sick Leave Statutes and Fayetteville Ordinance #3528. HR -22 Page 3 of 5 Police Department During the first year of employment, Civil Service Police personnel will accrue one day (8 Hours) of sick leave for each full calendar month of service. Civil Service Police personnel, upon death or retirement, will be paid for a maximum of 90 days (720 hours) of accrued unused sick leave at his/her current grade step rate. Upon termination of employment, a maximum unused accrual of 60 days (480 hours) will be paid. Civil Service Police day personnel accrue 20 days.(160 hours) of sick leave per year, beginning one year after the date of employment, with a maximum accumulation of 90 days (720 hours) permitted. Sick leave may be granted to full-time Civil Service Police personnel for three (3) consecutive days without a physician's certificate. However, the Supervisor shall have the right to request a physician's certificate after one day of sick leave if this action serves the best interest of the City. Sick leave in excess of three consecutive days will be granted to full-time employees of the City when a physician's certification is furnished. Fire Department During the first year of employment, Civil Service Fire personnel will accrue one shift (24 hours) of sick leave for each full calendar month of service. Civil Service Fire personnel accrue 20 twenty-four hour shifts (480 hours) of sick leave per year, beginning one year after the date of employment, with a maximum accumulation of 90 twenty-four hour shifts (2160 hours) permitted. Civil Service Fire day personnel accrue 12 days (96 hours) of sick leave during the first year of employment. Fire Day personnel accrue 20 days (160 hours) of sick leave per year, beginning one year after the date of employment, with a maximum accumulation of 1440. hours permitted. Civil Service Fire personnel, upon death or retirement, will be paid for a maximum unused sick leave accrual equivalent to four and one-half months salary at his/her current grade step rate. Upon termination of employment, a maximum unused accrual equivalent to twelve weeks salary will be paid. Sick leave may be granted to full-time employees for one shift without a physician's certificate. Sick leave in excess of one shift (24 hours) will be granted to full-time Fire Personnel when a physician's certification is furnished. HR -22.2 PROCEDURE: 1. An employee who is unable to report to work due to illness is normally expected to report the reasons for absence to their supervisor the day of the absence, preferably before they are scheduled to report to work. • • HR -22 Page 4 of 5 2. Documentation of sick leave is accomplished by completing the appropriate forms provided by your division head. 3. Absence for a portion of a day that is chargeable to sick leave may be taken in one-half (1/2) hour increments. 4. An employee who is terminated will be paid for eligible, accrued sick leave upon separation if the employee has completed six months of service. However, if the termination is appealed to a jurisdiction having authority in the matter, and a reinstatement is rendered as if the termination never occurred, the employee must refund in full and in a timely manner, the payment in lieu of sick leave received. The employee's sick leave accrual total will be restored. • • • HR -22 Page 5 of 5 SICK LEAVE/VACATION ACCRUAL • PAYMENT AGREEMENT I understand that upon termination of my employment with the City of Fayetteville, I will receive payment in full, at my current rate of pay, for any accrued, unused sick leave (up to the maximum payout as prescribed by HR -22) and vacation time. I agree in the event of an involuntary termination, that if an appeal and subsequent reinstatement occurs by action of the Civil Service Commission or a court of competent jurisdiction, the amounts received are to be repaid to the City in a single lump sum and the accruals restored. Payment must be made no later than 30 days after such reinstatement to active employment. Signed Date Witness Date aye e NSle ARKANSAS - Departmental Correspondence Human Resources Division 113 West Mountain Fayetteville, AR 72701 Telephone: (479) 575-8278 Fac (479) 718-7698 TO: Department Directors/Division Heads FROM: Michele Bechhold, Human Resources DATE- September 22, 2006 SUBJECT: New and Updated Policy- HR 22 Sick Leave Section 5 of HR 22.1 was updated to comply with Resolution 135-06 as approved by City Council on August 15, 2006. The Resolution provides for an expansion of Cnsis leave from 3 days to 40 hours for employees working a standard 40 hour week and 48 hours for firefighters working twenty four hour shifts. Please update your Policy and Procedures Manual for future reference and communicate this change to your employees. • Gary Dumas Submitted By City of Fayetteville Staff Review Form City Council Agenda Items or Contracts 8/15/2006 City Council Meeting Date Division Action Required: Operations Department Approve Resolution Amending Personnel Policy, Crisis Leave Cost of this request 0 Account Number 0 Project Number Budgeted Item Category / Project Budget Funds Used to Date Remaining Balance Budget Adjustment Attached Program Category / Project Name Program / Project Category Name Fund Name IS. J Department 1 'rector City Attorney Finance and Internal Service Director Mayor Comments: 7/28/2006 Date 71;l los Date -i-o6 Date Date Previous Ordinance or Resolution # Original Contract Date: Original Contract Number: }ayelvile ARKANSAS OPERATIONS DIRECTOR To: City Council From: Gary Dumas Date: July 27, 2006 Re: Personnel Policy, Crisis Leave Recommendation Amend to current policy to increase the available crisis leave from 3 days to 5 days annually. Background The current crisis leave policy was established by Council in 1991. It allows employees to use up to 3 days per year to attend to family crisis situations. Crisis leave is taken from an employee's sick leave bank. The three day limit has been problematic for employees with the extended family outside of the immediate region or in need of assistance for greater than the three days. Discussion Crisis leave utilizes the employee's available sick leave. There is no additional cost to the City. By expanding the annual allotment from 3 to 5 days those employees who must make use of crisis leave will have added flexibility as they resolve family crisis situations. 113 \Vest Mountain Fayetteville, Arkansas 72701 Office phone - 479-575-8330 Fax - 479-575-8257 E-mail - gdumas@ei.fayeeueville.ar.us • RESOLUTION NO. A RESOLUTION AMENDING THE CITY OF FAYE1"IEVILLE'S CRISIS LEAVE POLICY. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS* Section 1. That the Civil Service Personnel Policy Section VI -5 and the General Employees Personnel Policy Section VI -6 are hereby amende increasing the number of days employees may use for Crisis Leave from -three (3) days per calendar year to five (5) days per calendar year. PASSED and APPROVED this 15th day of August, 2006. tDAN thO'ODY, Mayor Ar EST: } BY� SO'NDRA SMI RESOLUTION NO. 5-91 A RESOLUTION AMENDING THE CIVIL SERVICE AND GENERAL EMPLOYEE PERSONNEL POLICIES TO PROVIDE EMPLOYEES UP TO THREE DAYS OF SICK LEAVE PER CALENDAR YEAR TO ATTEND TO CRISIS SITUATIONS AFFECTING FAMILY MEMBERS. BE IT RESOLVED BY THE BOARD OF DIRECTORS OF THE CITY OF FAYETI'EVILLE, ARKANSAS: Section 1. That the Civil Service Personnel Policy Section VI -5 and the General Employees Personnel Policy Section VI -6 be amended by adding the following: Crisis Leave: An employee may use up to three days of sick leave per calendar year to attend to crisis situations affecting family members. A crisis is defined as imminent death, serious illness, a natural disaster, residence fire or occurrences of equal severity or emotional trauma which require the employees presence. Family members covered by crisis leave are those listed in the funeral leave section of this policy. Crisis leave is to be granted at the discretion of the employee's department director. PASSED AND APPROVED this 2nri day of January , 1991. APPROVED: By: e',11 !/��_ ATTEST: By:,/S(9<° , ) City C rk Mayor HR -22 Page 1 of 5 CITY OF FAYETTEVILLE, ARKANSAS POLICY AND PROCEDURE Subject: Sick Leave Policy Number: HR -22 Original Policy Date: February 21, 1990 Effective Date of New/Revised Policy: July 10, 2006 Revision Dates: June 13, 2005 Submitted By: Employee Name/Division Michele Bechhold/Human Resources Mayor's Signature and Date HR -22.0 PURPOSE: The purpose of this directive is to establish the sick leave policy for all regular full-time employees of the City. HR -22.1 POLICY: Sick leave in this policy is hereby defined to mean compensated leave granted to an employee for the following reasons: • 1. Personal illness. 2 Exposure to contagious disease resulting in the quarantine of the employee. 3. Physician or dental appointments that cannot be scheduled other than during the regular work day. 4. Providing care to a member of the employee's immediate family who is ill. Immediate family is defined as a spouse or dependent child of the employee. 5. Attending to a crisis situation affecting family members. A crisis is defined as imminent death, serious illness, natural disaster, residence fire or other occurrences of equal severity or emotional trauma which require the employee's presence. Family members covered by crisis leave include spouse, child, mother, father, sister, brother, guardian, grandparent, grandchild, plus the various combinations of half, step, in-law and adopted relationships that can be derived from those named. Crisis leave is to be granted at the discretion of the employee's Division Head, Department Director or Chief and may not exceed a total of three days per calendar year. HR -22 Page 2 of 5 Sick leave may not be taken during the first ninety days of employment unless absence is due to a workers' comp injury. Time taken cannot exceed the sick leave balance including the current pay period accrual. Full sick leave benefits and workers' compensation cannot be paid simultaneously for the same injury or illness. Workers' compensation benefits are primary in the event of a job related accident or illness. After an employee has been off the job for seven days, pro rata sick leave will be paid to make up the difference between the employee's workers' compensation benefit and regular base pay until accumulated sick leave is exhausted. Upon retirement or termination, accrued unused sick leave up to the stated maximum will be paid at the employee's current base rate, provided the employee has completed six months of service. Employees classified as temporary or work study are not eligible for sick leave benefits. General Employees Sick leave shall be accrued by all full-time employees at the rate of one day for each full calendar month of service with no limit to the number of days that may be accrued. Upon termination ofiemployment or retirement, a maximum of 60 days (480 hours) of accrued unused time will be paid. Regular part-time employees will become eligible for and commence accruing prorated sick leave upon completing two years of continuous employment. The employee's Division Head is responsible for determining and notifying the Human Resources Division, via a Personnel Action notice, of each part-time employee's sick leave accrual eligibility and proration. This proration fraction is initially calculated by dividing the actual number of hours worked during the employee's second year of employment by 2080 hours. On the employee's anniversary date each subsequent year, a revised calculation should be submitted if a material change has occurred in the work schedule during the prior year. Otherwise the last computed proration fraction will continue in effect. Sick leave may be granted to full-time employees of the City for three (3) consecutive days without a physician's certificate. However, the Division Head shall have the right to request a physician's certificate after one day of sick leave if this action serves the best interest of the City. Sick leave in excess of three consecutive days will be granted to full-time employees of the City when a physician's certification is furnished. Uniformed Civil Service Employees . The accrual of sick leave for Police and Fire employees is governed by Arkansas Uniform Sick Leave Statutes and Fayetteville Ordinance #3528. HR -22 Page 3 of 5 Police Department During the first year of employment, Civil Service Police personnel will accrue one day (8 Hours) of sick leave for each full calendar month of service. Civil Service Police personnel, upon death or retirement, will be paid for a maximum of 90 days (720 hours) of accrued unused sick leave at his/her current grade step rate. Upon termination of employment, a maximum unused accrual of 60 days (480 hours) will be paid. Civil Service Police day personnel accrue 20 days (160 hours) of sick leave per year, beginning one year after the date of employment, with a maximum accumulation of 90 days (720 hours) permitted. Sick leave may be granted to full-time Civil Service Police personnel for three (3) consecutive days without a physician's certificate. However, the Supervisor shall have the right to request a physician's certificate after one day of sick leave if this action serves the best interest of the City. Sick leave in excess of three consecutive days will be granted to full-time employees of the City when a physician's certification is furnished. Fire Department During the first year of employment, Civil Service Fire personnel will accrue one shift (24 hours) of sick leave for each full calendar month of service. Civil Service Fire personnel accrue 20 twenty-four hour shifts (480 hours) of sick leave per year, beginning one year after the date of employment, with a maximum accumulation of 90 twenty-four hour shifts (2160 hours) permitted. Civil Service Fire day personnel accrue 12 days (96 hours) of sick leave during the first year of employment. Fire Day personnel accrue 20 days (160 hours) of sick leave per year, beginning one year after the date of employment, with a maximum accumulation of 1440 hours permitted. Civil Service Fire personnel, upon death or retirement, will be paid for a maximum unused sick leave accrual equivalent to four and one-half months salary at his/her current grade step rate. Upon termination of employment, a maximum unused accrual equivalent to twelve weeks salary will be paid. Sick leave may be granted to full-time employees for one shift without a physician's certificate. Sick leave in excess of one shift (24 hours) will be granted to full-time Fire Personnel when a physician's certification is furnished. HR -22.2 PROCEDURE: 1. An employee who is unable to report to work due to illness is normally expected to report the reasons for absence to their supervisor the day of the absence, preferably before they are scheduled to report to work. HR -22 Page 4 of 5 2. Documentation of sick leave is accomplished by completing the appropriate forms provided by your division head. 3. Absence for a portion of a day that is chargeable to sick leave may be taken in one-half (1/2) hour increments. 4. An employee who is terminated will be paid for eligible, accrued sick leave upon separation if the employee has completed six months of service. However, if the termination is appealed to a jurisdiction having authority in the matter, and a reinstatement is rendered as if the termination never occurred, the employee must refund in full and in a timely manner, the payment in lieu of sick leave received. The employee's sick leave accrual total will be restored. HR -22 Page 5 of 5 SICK LEAVE/VACATION ACCRUAL PAYMENT AGREEMENT I understand that upon termination of my employment with the City of Fayetteville, I will receive payment in full, at my current rate of pay, for any accrued, unused sick leave (up to the maximum payout as prescribed by HR -22) and vacation time. I agree in the event of an involuntary termination, that if an appeal and subsequent reinstatement occurs by action of the Civil Service Commission or a court of competent jurisdiction, the amounts received are to be repaid to the City in a single lump sum and the accruals restored. Payment must be made no later than 30 days after such reinstatement to active employment. Signed Date Witness Date HR -22 Page 1 of 5 CITY OF FAYETTEVILLE, ARKANSAS POLICY AND PROCEDURE Subject: Sick Leave Policy Number: HR -22 Original Policy Date: February 21, 1990 Effective Date of New/Revised Policy: July 10, 2006 Revision Dates: June 13, 2005 Submitted By: Employee Name/Division Michele Bechhold/Human Resources Mayor's Signature and Date HR -22.0 PURPOSE: The purpose of this directive is to establish the sick leave policy for all regular full-time employees of the City. HR -22.1 POLICY: Sick leave in this policy is hereby defined to mean compensated leave granted to an employee for the following reasons: 1. Personal illness. 2 Exposure to contagious disease resulting in the quarantine of the employee. 3. Physician or dental appointments that cannot be scheduled other than during the regular work day. 4. Providing care to a member of the employee's immediate family who is ill. Immediate family is defined as a spouse or dependent child of the employee. 5. Attending to a crisis situation affecting family members. A crisis is defined as imminent death, serious illness, natural disaster, residence fire or other occurrences of equal severity or emotional trauma which require the employee's presence. Family members covered by crisis leave include spouse, child, mother, father, sister, brother, guardian, grandparent, grandchild, plus the various combinations of half; step, in-law and adopted relationships that can be derived from:those named. Crisis leave is to be granted at the discretion of the employee's Division Head, Department Director or Chief and may not exceed a total of five days per;alendar year. HR -22 Page 2 of 5 Sick leave may not be taken during the first ninety days of employment unless absence is due to a workers' comp injury. Time taken cannot exceed the sick leave balance including the current pay period accrual. Full sick leave benefits and workers' compensation cannot be paid simultaneously for the same injury or illness. Workers' compensation benefits are primary in the event of a job related accident or illness. After an employee has been off the job for seven days, pro rata sick leave will be paid to make up the difference between the employee's workers' compensation benefit and regular base pay until accumulated sick leave is exhausted. Upon retirement or termination, accrued unused sick leave up to the stated maximum will be paid at the employee's current base rate, provided the employee has completed six months of service. Employees classified as temporary or work study are not eligible for sick leave benefits. General Employees Sick leave shall be accrued by all full-time employees at the rate of one day for each full calendar month of service with no limit to the number of days that may be accrued. Upon termination of employment or retirement, a maximum of 60 days (480 hours) of accrued unused time will be paid. . Regular part-time employees will become eligible for and commence accruing prorated sick leave upon completing two years of continuous employment. The employee's Division Head is responsible for determining and notifying the Human Resources Division, via a Personnel Action notice, of each part-time employee's sick leave accrual eligibility and proration. This proration fraction is initially calculated by dividing the actual number of hours worked during the employee's second year of employment by 2080 hours. On the employee's anniversary date each subsequent year, a revised calculation should be submitted if a material change has occurred in the work schedule during the prior year. Otherwise the last computed proration fraction will continue in effect. Sick leave may be granted to full-time employees of the City for three (3) consecutive days without a physician's certificate. However, the Division Head shall have the right to request a physician's certificate after one day of sick leave if this action serves the best interest of the City. Sick leave in excess of three consecutive days will be granted to full-time employees of the City when a physician's certification is furnished. Uniformed Civil Service Employees The accrual of sick leave for Police and Fire employees is governed by Arkansas Uniform Sick Leave Statutes and Fayetteville Ordinance #3528. HR -22 Page 3 of 5 Police Department During the first year of employment, Civil Service Police personnel will accrue one day (8 Hours) of sick leave for each full calendar month of service Civil Service Police personnel, upon death or retirement, will be paid for a maximum of 90 days (720 hours) of accrued unused sick leave at his/her current grade step rate. Upon termination of employment, a maximum unused accrual of 60 days (480 hours) will be paid. Civil Service Police day personnel accrue 20 days (160 hours) of sick leave per year, beginning one year after the date of employment, with a maximum accumulation of 90 days (720 hours) permitted. Sick leave may be granted to full-time Civil Service Police personnel for three (3) consecutive days without a physician's certificate. However, the Supervisor shall have the right to request a physician's certificate after one day of sick leave if this action serves the best interest of the City. Sick leave in excess of three consecutive days will be granted to full-time employees of the City when a physician's certification is furnished. Fire Department During the first year of employment, Civil Service Fire personnel will accrue one shift (24 hours) of sick leave for each full calendar month of service. Civil Service Fire personnel accrue 20 twenty-four hour shifts (480 hours) of sick leave per year, beginning one year after the date of employment, with a maximum accumulation of 90 twenty-four hour shifts (2160 hours) permitted. Civil Service Fire day personnel accrue 12 days (96 hours) of sick leave during the first year of employment. Fire Day personnel accrue 20 days (160 hours) of sick leave per year, beginning one year after the date of employment, with a maximum accumulation of 1440 hours permitted. Civil Service Fire personnel, upon death or retirement, will be paid for a maximum unused sick leave accrual equivalent to four and one-half months salary at his/her current grade step rate. Upon termination of employment, a maximum unused accrual equivalent to twelve weeks salary will be paid. Sick leave may be granted to full-time employees for one shift without a physician's certificate. Sick leave in excess of one shift (24 hours) will be granted to full-time Fire Personnel when a physician's certification is furnished. HR -22.2 PROCEDURE: 1. An employee who is unable to report to work due to illness is normally expected to report the reasons for absence to their supervisor the day of the absence, preferably before they are scheduled to report to work. HR -22 Page 4 of 5 2. Documentation of sick leave is accomplished by completing the appropriate forms provided by your division head. 3. Absence for a portion of a day that is chargeable to sick leave may be taken in one-half (1/2) hour increments. 4. An employee who is terminated will be paid for eligible, accrued sick leave upon separation if the employee has completed six months of service. However, if the termination is appealed to a jurisdiction having authority in the matter, and a reinstatement is rendered as if the termination never occurred, the employee must refund in full and in a timely manner, the payment in lieu of sick leave received. The employee's sick leave accrual total will be restored.