Title
Consider a memorandum/resolution approving changes and additions to the Administrative Policies and Procedures handbook.
Summary
DATE: September 6, 2022
TO: Kent Cagle, City Manager
FROM: Eva Bark, Executive Director of Human Resources
SUBJECT: Approve changes and additions to the Administrative Policies and Procedures handbook.
BACKGROUND AND FINDINGS:
The original City Personnel Policy manual was adopted by the City Council in 1978. The last comprehensive amendment was in 1999. Since then, there have been changes and additions with changing procedures and laws. The current City Personnel Policy manual is the Administrative Policies and Procedures Handbook.
City Code of Ordinances Sec.2-32 states that the city manager, with approval of the city council, is authorized to promulgate rules and regulations regarding the personnel policy of the city. The city manager, with approval of the city council, is also authorized to change, supplement and amend such rules and regulations from time to time. The City Manager, must however, have approval of the City Council for any policy change that alters employee compensation, fringe benefits, holidays, or would otherwise have a direct fiscal impact on the adopted budget.
Staff recommends the following policies be changed or added:
Policy 310 - Mental Health Leave for Sworn Officers - add this new policy proposed to come into compliance with Government Code Sec. 614.015, Mental Health Leave for Peace Officers which took effect on September 1, 2021. The proposed policy provides for paid mental health leave for City of Killeen Fire Fighters and Peace Officers.
Policy 311 - Vacation Leave - these proposed policy changes reduce the max accrual amount for non-civil service employees’ years 1-4 from 240 hours to 160 hours, make vacation leave available to new employees after three (3) months versus six (6) months, and increase the vacation buy-back provision to $600 from $800. This will allow employees to exchange up to 40 hours in full day increments and receive the salary equivalent up to a maximum of $800 gross pay. It also includes a grandfather provision for affected employees with accrual balances over 160 hours as of October 1, 2022.
Policy 316 - Paid Quarantine Leave - ratify this policy that was added to comply with Texas Local Government Code Section 180.008 and provides for paid quarantine leave for fire fighters, peace officers, and detention officers employed by the City who contract a communicable disease while on duty.
THE ALTERNATIVES CONSIDERED:
1) Do not approve the changes and additions to the Administrative Policies and Procedures handbook.
2) Approve the changes and additions to the Administrative Policies and Procedures handbook.
Which alternative is recommended? Why?
Staff recommends approval of the changes and additions to the Administrative Policies and Procedures handbook because this action would ensure continuity and order among employees.
CONFORMITY TO CITY POLICY:
This action conforms to city policy.
FINANCIAL IMPACT:
What is the amount of the expenditure in the current fiscal year? For future years?
Vacation buy-back is budgeted at $66,600 in the FY 2023 Proposed Budget. Other paid leaves are covered by the budgeted salaries in which all positions are budgeted at 100%.
Is this a one-time or recurring expenditure?
Recurring
Is this expenditure budgeted?
Yes, vacation buy-back is budgeted in all funds in the xxx-xxxx-xxx.40-70 account. All positions are budgeted at 100% which includes coverage of paid leaves such as vacation, sick, and mental health leave. Funds will be available upon approval of the FY 2023 Proposed Budget.
If not, where will the money come from?
N/A
Is there a sufficient amount in the budgeted line-item for this expenditure?
Yes, upon approval of the FY 2023 Proposed Budget.
RECOMMENDATION:
Staff recommends approval of the changes and additions to the Administrative Policies and Procedures handbook.
DEPARTMENTAL CLEARANCES:
Finance
City Attorney
City Manager
ATTACHED SUPPORTING DOCUMENTS:
Policy 310 - Mental Health
Policy 311 - Vacation Leave
Policy 316 - Paid Quarantine Leave