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HomeMy WebLinkAboutPC April 9, 1991 .~ '0 91. 5:30 P.M. CITY of ANDOVER PERSONNEL COMMITTEE MEETING April 9, 1991 Agenda Call to Order 1. Vacation Policy Schedule 2. Vacation Policy Maximum 3. Sick Leave Policy Use 4. Conversion of Sick Leave In Excess of 800 Hours 5. Mileage Reimbursement 6. Overtime 7. Leave of Absence Policy 8. Public Works/Fire Dept. Policy 9. Summer Employees Adjourn AGENDA ITEM il - VACATION POLICY SCHEDULE :~ .'./91./~-"" '. f{ :J \\ . , \.. ~ , ~------: " CITY of ANDOVER 1685 CROSSTOWN BOULEVARD NeW, . ANDOVER. MINNESOTA 55304 . (612) 755-5100 MEMORANDUM TO: COPIES TO: FROM: DATE: REFERENCE: Personnel Committee ~ y April 9, 1991 Howard D. Koolick, Finance Director Vacation Policy Schedule REQUEST The Personnel Committee is requested to review the enclosed material and proposed vacation schedule and recommend approval or amend the proposed schedule to a form that they can recommend to City Council. This vacation schedule is provision A of Policy #1 in the City's Personnel Administrative Policies. BACKGROUND At the previous meeting, we discussed amending the City's vacation policy to include annual increases in hours earned for employees between 10 and 15 years of service. During this discussion, the Personnel Committee requested we look at vacation policies of other cities. Here is how Andover's policy currently reads: Service During 1st year through 5th During the 6th year During the 7th year During the 8th year During the 9th year During the 10th through 15th During the 16th year and each year thereafter Vacation Eligibilitf 6.66 hours each month 10 7.33 hours each month (11 8.00 hours each month (12 8.66 hours each month (13 9.33 hours each month (14 10.00 hours each month (15 days) days) days) days) days) days) 13.33 hours each month (20 days) The next page compares Andover's policy with Anoka County's, Anoka's, Coon Rapids', Blaine's and Ham Lake's vacation policy. ') "--./ The proposed Andover policy is based on comparing our policy with the above governments. {> Existing Vacation Schedules :_) Anoka Coon #Years Employed County Andover Anoka Rapids Blaine 1 - 4 12 days 10 days 10 days 10 days 10 days 5 12 days 10 days 10 days 10 days 15 days 6 15 days 11 days 15 days 15 days 15 days 7 15 days 12 days 15 days 15 days 15 days 8 15 days 13 days 15 days 15 days 15 days 9 15 days 14 days 15 days 15 days 15 days 10 15 days 15 dyas 15 days 15 days 15 days 11 15 days 15 days 16 days 16 days 16 days 12 15 days 15 days 17 days 17 days 17 days 13 15 days 15 days 18 days 18 days 18 days 14 15 days 15 days 19 days 19 days 19 days 15 15 days 15 days 20 days 20 days 20 days 16-20 20 days 20 days 20 days 20 days 20 days 21 20 days 20 days 21 days 20 days 20 days 22 20 days 20 days 22 days 20 days 20 days 23 20 days 20 days 23 days 20 days 20 days 24 20 days 20 days 24 days 20 days 20 days 25 20 days 20 days 25 days 20 days 20 days #Years Employed Ham Lake 1year 5 days 2-5 years 10 days 6-14 years 15 days 15-19 years 20 days 20---- 25 days Proposed Andover Vacation Schedule 1st through 5th year 10 days During 6th year 15 days During 7th year 15 days During 8th year 15 days During 9th year 15 days During 10th year 15 days During 11th year 16 days During 12th year 17 days During 13th year 18 days During 14th year 19 days During 15th year 20 days During 16th year 21 days During 17th year 22 days During 18th year 23 days During 19th year 24 days During 20th year & each year following 25 days \ .> PERSONNEL COMMITTEE OPTIONS , \ '-) 1. Recommend to the City Council adoption of the proposed vacation schedule including a date on which this becomes effective. 2. Amend the policy and recommend to the City Council adoption of the amended vacation schedule including a date on which this becomes effective. 3. Recommend to the City Council no change in the vacation schedule. 4. Request additional information from staff. 5. Other options as determined by the Personnel Committee. ) AGENDA ITEM 12 - VACATION POLICY MAXIMUM o,(~ -\.. ., ,'.." ... '~,~, CITY of ANDOVER 1685 CROSSTOWN BOULEVARD NeW, . ANDOVER, MINNESOTA 55304. (612) 755-5100 TO: COPIES TO: FROM: DATE: REFERENCE: Personnel Committee ~~ MEMORANDUM Howard D. Koolick, Finance Director April 9, 1991 Vacation Policy Maximum REQUEST The Personnel Committee is requested to approve amending the maximum vacation hours accrued to 200 from the current level of 160 as contained in provision C, Subprovision 2 of Policy 11 in the City's Personnel Administrative Policies. BACKGROUND This request is based on the following two factors: 1. If the increase in the vacation schedule is adopted, increasing the maximum will ensure that it is at least equal to the maximum that an individual will accrue during one year. 2. For the employees at the high end of the current vacation schedule whose anniversary dates fall during their busiest time at work, the 160 hour maximum could result in them being forced to take vacation and putting undo hardship on the rest of their department. PERSONNEL COMMITTEE OPTIONS 1. Recommend to the City Council amending provision C, Subprovision 2 by increasing the maximum vacation which can be accrued to 200 hours from its current level of 160. 2. Recommend to the City Council no change in the maximum vacation accrual. 3. Request additional information from staff. 4. Other options as determined by the Personnel Committee. () 0(~) '-~-~:::-::--=-~-~._'- AGENDA ITEM 13 - USE OF SICK LEAVE CITY of ANDOVER 1685 CROSSTOWN BOULEVARD NeW, . ANDOVER. MINNESOTA 55304. (612) 755-5100 TO: COPIES TO: FROM: DATE: REFERENCE: Personnel Committee ~ MEMORANDUM Howard D. Koolick, Finance Director April 9, 1991 Use of Sick Leave REQUEST The Personnel Committee is requested definition of the proper use of sick be added as provision K of Policy 13 Administrative Policies. to review the following leave. This section would in the City's Personnel BACKGROUND The City's current policy does not include any description of what constitutes a proper use of sick leave, and has therefore been subject to a number of different interpretations. The intent of adding this section is to clarify the City's policy. When this was discussed at the last meeting, the Personnel Committee asked the staff to bring back a clearer definition of this provision. The following, is the definition used by the County and is the staff recommendation for provision K: K. Sick leave may be used ,for illness, injury, child birth, outpatient or inpatient treatment for mental illness, alcoholism or drug addiction or by the necessity for medical or dental care. Sick leave may be used by the employee to care for the employee's spouse, children, parents or guardians in cases of illness. PERSONNEL COMMITTEE OPTIONS 1. Recommend to the City Council adoption of the proposed provision K defining the use of sick leave. 2. Amend the proposed definition and recommend to the City Council adoption of the amended provision K defining the use of sick leave. ;~) 3. Recommend to the City Council no change in the current sick leave policy. 4. Request additional information from staff. 5. Other options as determined by the Personnel Committee. ---- ...-,----.. :-'""- /91.~' " if _ '! :J \.L ~:-:..~--:: AGENDA ITEM #4 - CONVERSION OF SICK LEAVE IN EXCESS OF 800 HOURS CITY of ANDOVER 1685 CROSSTOWN BOULEVARD NeW, . ANDOVER. MINNESOTA 55304 . (612) 755-5100 TO: COPIES TO: FROM: DATE: REFERENCE: Personnel Committee glf MEMORANDUM Howard D. Koolick, Finance Director April 9, 1991 Conversion of Sick Leave in Excess of 800 Hours REQUEST The Personnel Committee is requested to review the following addition to the Sick Leave Policy which would allow an employee who has accrued in excess of 800 hours to convert up to one-half of annual earned sick leave to vacation. This section would be added as provision L of Policy #3 in the City's Personnel Administrative Policies. BACKGROUND This policy, which is being used by Anoka County, is designed to be an additional benefit for employees who have been employed for a substantial number of years and have had to use very little sick leave. The policy would allow the employee to convert up to 12 days of sick leave into six days of vacation per year. To make this policy administer, I would once a year during the date. easier for the finance department to recommend that the election be limited to month of the individuals anniversary The following is a draft of provision L: L. Employees with 800 or more convert up to one-half of their to vacation up to a maximum of days per calendar year. Such an during the month in which the date falls. hours of sick leave may newly earned sick leave six additional vacation election must be made individuals anniversary \. ) .~ PERSONNEL COMMITTEE OPTIONS 1. Recommend to the city Council adoption of the proposed provision K defining the use of sick leave. 2. Amend the proposed definition and recommend to the City Council adoption of the amended provision K defining the use of sick leave. 3. Recommend to the City Council no change in the current sick leave policy. 4. Request additional information from staff. 5. Other options as determined by the Personnel Committee. , ) AGENDA ITEM #5 - MILEAGE REIMBURSEMENT ~->, o{~ \ < ,-, . . '~:--- -- CITY of ANDOVER 1685 CROSSTOWN BOULEVARD NeW, . ANDOVER. MINNESOTA 55304 . (612) 755-5100 MEMORANDUM TO: COPIES TO: FROM: DATE: REFERENCE: Personnel Committee \)-th (j Howard D. Koolick, Finance Director April 9, 1991 Mileage Reimbursement REQUEST The Personnel Committee is requested to review the following amendment increaslng the mileage reimbursement rate from 21 cents per mile to 27.5 cents for each mile traveled. BACKGROUND The IRS allowable rate is 27.5 cents per mile. At the time the policy was adopted (1987) the IRS allowable rate was 21 cents per mile. The Personnel Committee can either amend the reimbursement schedule in the policy to read "... 27.5 cents for each mile traveled." or reference the IRS rate. The benefit of referencing the IRS rate is that it will change automatically as the IRS changes its rate. The drawback to this is that City Council will lose some control over setting the rate. PERSONNEL COMMITTEE OPTIONS 1. Recommend to the City Council amending the reimbursement schedule in policy #11 to read "... 27.5 cents for each mile traveled." instead of the current" 21 cents for each mile traveled." 2. Recommend to the City Council the phrase" rate of 21 cents for each mile traveled." be changed to" rate set by the Internal Revenue Service " 3. Recommend that no reimbursement rate. change be made in the mileage () 4. Request additional information from staff. 5. Other options as determined by the Personnel Committee. ...r"::::---"~ """- o {91... ":. , "':---::: " ' AGENDA ITEM 16 - OVERTIME FOR EXEMPT EMPLOYEES CITY of ANDOVER 1685 CROSSTOWN BOULEVARD NeW, . ANDOVER, MINNESOTA 55304. (612) 755-5100 MEMORANDUM TO: COPIES TO: FROM: DATE: REFERENCE: Personnel Committee C{~ . i ./ Howard D. Koolick, Finance Director April 9, 1991 Overtime for Exempt Employees REQUEST The Personnel Committee is requested to amend the first paragraph of the Provisions under Policy #12 to include the granting of compensatory time to exempt employees as is current practice. BACKGROUND The change requested is to amend the overtime policy to include a provision which has been understood but not in writing. It is not an increase in benefits or change in policy, but more of a housekeeping item. The first paragraph under provisions currently reads as follows: Hours worked in excess of forty (40) hours within a seven (7) day work week will be compensated at one and one-half times the base rate of payor compensatory time off to all non-exempt employees. Changes of shifts do not qualify an employee for overtime pay. This paragraph and the remainder of the provisions section do not address compensatory time for exempt employees, except to reference that City Council may determine that the services of an exempt employee are needed to perform a duty for which compensatory time is not reasonable. The first paragraph of the provisions section should be amended to include that compensatory time for exempt employees. The following is a proposed draft of this paragraph: .. to all non exempt employees. Exempt employees be entitled to compensatory time at straight time after working 40 hours with a seven (7) day work Changes ..." shall rates week. () \ ) PERSONNEL COMMITTEE OPTIONS 1. Recommend to the City Council that paragraph one under provisions of Policy #12 be amended as above. 2. Amend the wording of the proposed amendment and recommend to the City Council that paragraph one under provisions of Policy #12 be amended with this wording. 3. Request additional information from staff. 4. Recommend that no change in the policy be made. 5. Other options as the personnel committee determines. , \ ) AGENDA ITEM 17 - LEAVE OF ABSENCE POLICY o , '91.~.-;'--::-~~" \ , . , ' \~ " >'':--:'-::c,::--::c' ' CITY of ANDOVER 1685 CROSSTOWN BOULEVARD NeW, . ANDOVER, MINNESOTA 55304 . (612) 755-5100 MEMORANDUM TO: COPIES TO: FROM: DATE: REFERENCE: Personnel Committee otl f Howard D. Koolick, Finance Director April 9, 1991 Leave of Absence Policy REQUEST The Personnel Committee is requested immediate family for which paid leave of may be taken as contained in subdivision Absence Section of Policy #4. to amend the list of absence for funerals A of the Paid Leave of BACKGROUND When this was discussed at the last meeting, the Personnel Committee asked the staff to bring back a clearer definition for this policy. Further discussions amongst the staff led to the recommendation that the listing of individuals remain in the policy and minor additions be made. The following is the current wording used in this section: III. PAID LEAVE OF ABSENCE A. Employees will be granted a leave of absence with pay in the event of death in the employee's immediate family, such as husband, wife, children, father, mother, brother, sister, mother-in-law, father-in-law, daughter-in-law, son-in-law, stepmother, stepfather, grandchildren grandparents. Based on the definition used by the County and staff discussion, the following amendment is recommended: A. Employees family, including spouse, children, parents, siblings, parent-in-laws, daughters-in-law, sons-in-law, brothers-in-law, sisters-in-law, step- parents, step-children, grandparents, grandchildren, aunts, uncles, nieces and nephews. '-) \ ) PERSONNEL COMMITTEE OPTIONS 1. Recommend to the city amendment to Subdivision can be granted. Council adoption of the proposed A outlining for whom funeral leave 2. Amend the proposed amendment and recommend Council adoption of the amended Subdivision A whom funeral leave can be granted. to the City outlining for 3. Recommend to the City Council no change in the current policy. 4. Request additional information from staff. 5. Other options as determined by the Personnel Committee. ) () -~" <91.':":'/ "'. ,< i " :~- --' ' AGENDA ITEM #8 - PUBLIC WORKS/FIRE DEPT. POLICY CITY of ANDOVER 1685 CROSSTOWN BOULEVARD NW, . ANDOVER, MINNESOTA 55304. (612) 755-5100 MEMORANDUM TO: COPIES TO: FROM: DATE: REFERENCE: Personnel Committee ~ / Howard D. Koolick, Finance Director April 9, 1991 Public Works/Fire Department Policy REQUEST The Personnel Committee is requested to meet the Public Works Superintendent and the Fire Department to discuss public works employees responding to fire calls. BACKGROUND At the last meeting, Frank Stone presented a policy proposal to replace resolution number Rl17-8 dealing with the City employees who are members of the fire department. The Personnel Committee requested this policy be discussed with the fire department. Frank met with the fire department and no agreement about this policy could be worked out. Both Frank and representatives of the the meeting. Attached you will find policy and resolution R117-8. fire department will be at copies of the proposed <J POLICY NO~- POLICY FOR EMPLOYEES AND THEIR MEMBERSHIP IN THE ANDOVER VOLUNTEER FIRE DEPARTMENT CD ,J 1. Employees should be allowed to attend two monthly Training Drill Sessions. Times for these drills will be from 11:00 A.M. to 2:00 P.M. II. Attendance at Fire Drills shall be on a volunteer basis and shall not be considered a part of the normal work week. On scheduled training days for the Fire Department, employee volunteers will work from 7:00 A.M. to 11:00 A.M. and from 2:00 P.M. to 5:30 P.M. III. Employees shall be allowed one paid eight (8) hour day per year for Special Training. This 8 hours of training is to come from the Fire Department training budget. IV. When fire or rescue occurs during city working hours, two employee volunteers are automatically relieved of other duties and will immediately respond to the fire or rescue call. Other employee volunteers would respond only for a general alarm. Once on the fire call, city employees are responsible only to the Fire Chief or Fire Officer in charge and remain under his/her charge until relieved from duty. V. Time spent by city employees on fire/rescue calls will be charged to the Fire Department budget. VI. The Fire Chief or Fire Officer will relieve all but two city employees as soon as they return to the station and the others when their assignment is done. VII. All city employees returning to Public Works will punch back in and write in their callout time. VIII. No city employee will respond to fire or rescue while on their week of After Hour Duty with the Public Works Department. 5 Hf;JLJ/ \Z. \ \1- ~ 1;;u1.(6'/Q.e~ol i1 pZ \ I --' :J CITY OF ANDOVER COUNTY OF ANOKA STATE OF MINNESOTA NO. Rl17-8 f) A RESOLUTION ESTABLISHING A POLICY FOR THE HIRING OF EMPLOYEES AND THEIR MEMBERSHIP IN THE ANDOVER VOLUNTEER FIRE DEPARTMENT THE CITY COUNCIL OF THE CITY OF ANDOVER HEREBY RESOLVES: 1. When hiring equally qualified candidates, preference should be given to: a) residents of Andover, b)members of the Andover Volunteer Fire Department, c) those willing and able to serve on the Andover Volunteer Fire Department. 2. Employees should be allowed to attend training and drill sessions whenever possible. No more than five meetings per year should be missed because of other City business. 3. Attendance at fire drills shall be on a volunteer basis and shall not be considered a part of the normal work week. 4. Employees should be allowed one paid (8 hour) day per year for special training. 5. When a fire occurs during City working hours, two employee volunteers are automatically relieved of other duties and will immediately respond to the fire call. If more than two City employees are available, the Building Inspector may exercise his discretion in meeting his previously scheduled appointments. Once on the fire call, City employees are responsible only to the Fire Chief or Fire Officer in charge and shall remain under his/her charge until relieved by the Fire Officer. 6. Time spent by City employees on fires will be charged to the Fire Department Budget. 7. The Fire Chief or Fire Officer will make every effort to relieve City employees . as soon as possible after the:: ire call. Adopted by the City Council of the City of Andover this 17th day of October ,1978. I / I \ ) ~~{--J_' , ~:p Jer Win chitl - Mayor I (J , -', I ...._.;~ J<':~~-""-' "91.... ',\ ,> '\ :./. '.,.'~. .:i 'J , ", "; \. '\ ~~'"'~;:--~-:.:-;"~ AGENDA ITEM #9 - SUMMER EMPLOYEES CITY of ANDOVER 1685 CROSSTOWN BOULEVARD NeW, . ANDOVER, MINNESOTA 55304. (612) 755-5100 MEMORANDUM ~[p TO: COPIES TO: FROM: DATE: REFERENCE: Personnel Committee Howard D. Koolick, Finance Director April 9, 1991 Number of Summer Employees and Pay Rate REQUEST The Personnel Committee is requested to discuss and provide direction regarding the hiring of summer employees. Frank Stone has requested direction regarding the number of summer employees and at what rate they should be paid. BACKGROUND In previous years, the City has hired three to four individuals as summer help and paid them at a rate of $5.00 per hour. Frank will be at the meeting to discuss this item with you.