HomeMy WebLinkAbout1996 05 13 Consent Item F
COMMISSION AGENDA
ITEM F
REGULAR
CONSENT X
INFORMATIONAL
May 13. 1996
Meeting
REQUEST: The General Services Department requests the City Commission amend the
Personnel Policy to adopt Resolution No. 780 in order to amend Section 13-4(d)
of the Personnel Policy to allow: 1) leave to be taken in fifteen (15) minutes, or
quarter hour increments rather than four (4) hour increments, and; 2) ratify the
Commissions previous action on March 25, 1996 amending Section 20-2
Nepotism of the Personnel Policy to allow the City to employ relatives for part-
time and seasonal employment within a department when there is no direct line of
supervision by a relative.
PURPOSE:
The purpose of this Commission Item is to amend the City's Personnel Policy to
allow: 1) fifteen (15) minute increments for sick leave rather than four (4) hour
increments, and 2) ratify the previous action of March 25, 1996 to change Section
20-2 Nepotism to allow part-time and seasonal employment of relatives within a
department when there is no direct line of supervision by a relative.
CONSIDERATIONS:
The current City Personnel Policy Section 13-4 (d) Sick Leave, requires employees
to take sick leave in four (4) hour increments. Requiring employees to be away
from work for four (4) hour increments rather than actual time needed is
inefficient.
The current payroll system will accommodate sick leave increments of fifteen (15)
minutes. The only reason for a four (4) hour requirement is to discourage abuse of
sick leave by discouraging employees leaving work for inconsequential illnesses.
We believe this can be controlled administratively.
May 13, 1996
AGENDA ITEM -L
Page 2
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The time card system used by non-exempt employees, records actual time. If
employees take less than four (4) hours sick leave, and record actual time used, the
payroll record will not balance with the time card. These two documents should
be in perfect balance for audit purposes.
ISSUES:
The issues that need to be addressed are as follows:
1) Efficiency - Requiring employees to be away from work for four (4) hours
is counterproductive and inefficient. Recording actual time used for sick
leave is more efficient.
2) Accountability - Payroll records and time cards should coincide for audit
control and accountability purposes.
3) Flexibility - Adjusting the sick leave policy to quarter hour increments will
allow employees to be more flexible with their schedule.
4) Financial System - Adjusting this policy will allow the City's financial
system to be more fully utilized, and will allow for more accurate reporting
of sick leave time used by employees.
5) Federal Law - There is no requirement that sick leave be granted by the
City according to the Fair Labor Standards Act.
6) Code of Ordinances Section 14-1 - Section 14-1 states that the Personnel
Policy of the City must be approved and ratified by resolution of the City
Commission, This section allows the City Manager to amend and modify
the Personnel Policy from time to time.
FUNDING:
There are no funding requirements for this change.
May 13, 1996
AGENDA ITEM ---L
Page 3
RECOMMENDATION:
That the City Commission adopt the attached Resolution No. ~, I) changing the sick
leave policy of the City, allowing employees to use quarter hour ( 15 minute) increments
rather than four (4) hour increments, and; 2) ratify the Commissions previous action of
March 25, 1996 changing Section 20-2 Nepotism to allow part-time seasonal employment
(12 weeks or less) of relatives within a department when there is no direct line of
supervision by a relative. This agenda item is contingent upon legal review and sign-off
IMPLEMENTATION SCHEDULE:
This change should take effect immediately.
ATTACHMENTS:
1. Proposed Resolution No. 780 amending Section 20-2 Nepotism and Section
13-4(d) Sick Leave.
2. Personnel Policy Section 13-4(d) Sick Leave.
3. Commission Agenda Item B, dated March 25, 1996, request of Commission to
review Personnel Policy Section 20-2 Nepotism along with copies of:
a.) Personnel Policy Section 20-2 Nepotism, page 26;
b.) Personnel Policy Section 8, item 8-I(b) Seasonal Employees, page 11;
c.) Pending Personnel Policy Sectioin 105 Hiring of Relatives, page 9.
COMMISSION ACTION:
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COMMISSION AGENDA
ITEM B
REGULAR -
CONSENT X
rnFORMATIONAL
3/25/96
Meeting
MGR /JI.;.N' /DEPT 0V
Authorization
REQUEST: The Parks and Recreation Departme'nt requests that the City Commission
review the Personnel Policy-Section 20-2 Nepotism for clarification.
PURPOSE: The purpose of this item is to introduce for review and clarification the policy
addressing Nepotism. Clarification of the existing policy is needed comparative to
its relationship to "Part-Time Employees."
CONSIDERA TIONS:
*
The April 8, 1980 Personnel Policy addresses Nepotism as to (a)
Department Head relationship and (b) two (2) re!atives in same job title
and supervisory positions. See Attachment #1.
*
The 1980 Personnel Policy-Section 20-2 does not distinguish employment
classifications of part-time/ full-time or part-time employees.
*
In 1980 when the Policy was adopted part-time employees were almost
non-existent, with only one (1) employeeivorking part-time.
*
The Parks and Recreation Department presently and seasonally has need of
employing part-time employees to perform duties in the areas of ballfield
maintenance, general maintenance, concession operations, miniature golf
operations, special event staffing and senior center staffing.
*
Obtaining quality part-time personnel for employment is at times difficult
due to the limited and varied number of hours offered to potential
employees-particularly seasonal employment needs.
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ISSUE A1~AL YSIS:
FUNDING:
*
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*
City of Winter Springs employees have High School children or other
relatives who desire seasonal part-time employment and could fill seasonal
part-time vacancies.
Hiring of part-time relatives within a department could create supervisory
problems if direct supervision was administered by a relative.
If part-time employment of relatives was adopted on a continual full-
time/part-time basis (29 hours per week) it could create a conflicting
environment which could possibly impact morale, promotions, etc.
Part-time employees of relatives, even within the same department, could
prove to be an enhancement to the City and the employees due to
expanding the part-time employment pool for emergency and seasonal
needs and broadened commitment to the job. -
Seasonal, short-term, part-time employment, defined as employment
consisting of (12) twelve or less work weeks could provide for a
manageable work environment for part-time employment of relatives that
would conceivably benefit the City and employees.
Seasonable employees are appointed and are treated as permanent
Employees except that they will be tenninated at the close of the season
and/or project for which they were appointed. See Attachment #2.
Parks and Recreation part-time and seasonal employees usually work hours
that are after the normal work day closes as 4pm to 10pm on weekends.
Therefore, contact with a relative is usually avoided.
The 1995-1996 Parks and Recreation Operational Budget part-time
employment line code 51210 was previously approved which subsidizes the
employment of part-time employees.
RECOlVIMENDA TION:
*
It is the recommendation of the Parks and Recreation Department that the
Personnel Policy-Section 20-2 Nepotism be clarified to allow for the part-
time cind seasonal employment (12 weeks or less) of relatives within a
department when there is no direcrlim: of supervision by a relative.
IlVIPLElVIENTA TION SCHEDULE:
*
Immediately upon approval of policy clarification by the City Commission.
ATTACHlVIENTS:
#1- Personnel Policy-Section-20 item 20-2 Nepotism, page 26
#2- Personnel Policy-Section 8 item 8-1 b Seasonal Employees, page 11
#3- Pending Personnel Policy-Section 105 Hiring of Relatives, page 9
COlVIMISSION ACTION:
ATTACHMENT # 1
Department Head and City Manager shall be notified immediately.
A P R 8 1980
19-3 Steps to Take in Case of Accident
All injured employees should go (or be taken when necessary) to the City
designated physician or an appropriate physician of the employee's
choosing; however, the cl ty physician shall also examine the individual.
Seriously injured employcCG should be taken to the nearest available
medical facility. "
19-4 .Administrative Procedures and Compensation to Injured Employees
Administrati ve procedurt:C1 and payment of Workrnen' s Compensation to all
employees who are disabled due to an injury while perfonning assigned
duties s}-1.all be governed by the Florida State Horkrnen' 5 Compensation
Law and applicable administrative procedures. .
19-5 Safety EQuipment and I:evices
The City will provide proper and necessary safety equipment and devices
for employees engaged in work where such special equipment and devices
are necessary. Such equiprr.ent .and device's, where provided, Tmlst be
used. Failure by 'concerned employees to utilize provided equipment or
devices will be "subject to disciplinary measures and possible release
from the service.
SEcrION 20: GENERAL RULES AND REGULATIONS
20-1 Solicitations
Employee contributions to the United Fund or other recognized charitable
organizations are purely voluntary. ~~ coercion of an employee to make
contributions shall be permitted.
2~:ff.I~~~~~~.~~ ;.
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'D:;e: appqint.rnent ',:to :,Cityemployment.. o.f",,~'~.I:'1Y:,..;cOIJ.s.~eqll;5-,3blood .. arc:"
ma:rr:tag'EQ 7'reJ.ati ve ':of.a. '~Depa:rtment?Q~~:~ta.:.rf'~;bffice-~f{ead_~~0Bi1~?:1Je-:pro~ '~
hibi.ted ~~Z?rhe'~ ci ty :_McJJiai~cr _ may' aPprove employlnent ~~o:r.~:a ';r.ela~Jve;:o'f ::ar(
emP16Y~E(iho;;~:fs':'not:':ln .:n ;;~Gt.iperVisory posi ~J.on;' hciwever, ....two . relatives
may ffiO~.~~J"'eiiiP:p5Ye?"~~f17:thW-;:~~'~J bb . ti tle~
:"';:...?~'S:.:~'::.:1~~pl;A;:.2":..,=~~:.~;t;,~}~:.t.~~;Tz~:'~:"''''~~~:.\,:" ..1.'...... - ...... ._,
20-3 Bulletin Boards
The bulletin board in the City Hall is to be reserved for the posting of
official notices and of'ficlal activities of the City. Personal messages
or business advertisements 'are prohibited.
20-4 Employee Information Changes
Any change in an employee's address or telephone number shall be reported
to the department head in order to keep the City Clerk and payroll
records CUITent. Any change in the m.unber of dependents cla.ims in the
employee's W-2 form and/or insurance coverage and any change in the ,
employee's designated beneficiary should be reported to the Personnel Clerk
as soon as possible.
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ATTACHMENT #2
^ r R 8 1980
7-3 Notification
Whenever a promotional exrmdnation is to be held, notice of such
examination shall be pouted in all departments. It shall be the duty of
such individual department head to see that all employees are made aware
of the examination.
7-4 Application
The Personnel I:epartment may require that eac:1 eligible who cares to
compete'for prorr~tion fJl1 out application forms as prescribed and present
completed forms to the CJLy Clerk's Office as instructed.
7-5 Types of Promot10l1Ill Examinations
Promotional examinations may consist of the same types of tests as are
prescribed for entrance examination, or others as appropriate.
7-6 Promotion Without Exmnination
The City Manager may authorize the promot:i:on of an eligible employee upon
presentation by the department head of adequate justifi~ation including
documentation that. no other employee 'of the depaI1:ment"meets the require-
ments.
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SEmON 8: APPOINTMENTS, TRANSFERS ,
DE1':GrrONS AND REINSTA'J:'Eiv1ENI'S
8-1 Types of Appointments
The following types of ClflPointments may be rrade to the City Service in
conformity with establisllC.~d rules.
a. Permanent 8TTplnyce
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Works fUll-time and on a continuous basis (indefinite) is subject to all
rules and regulations and receives all benefits and rights as provided.
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J~h ~'Z::::'Seas6naJ. Employ'cen '-~,:.
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Afe'oapp01i1ted~:the-}iarne"'~e~).:(a:J -~above,'~ ar;d-.::~_;J~~~t-ed:.'_~s."permmerit '~~
6nptoyees"~.-gxc'epe~ ti1a~~~theY~~Will-)ie'~~el1ii:tnatea"at the. close' 'of. the " seas'on'.
arid/or :-proj ect":''foF~'Vihich :~they 'wentapI=iointed . . ,..... .
. ':;,.'_..:.~';J::_!."':';'..;...~.s:.:: ~"'.'~'~ ...__.~.' ....-"1' -. . .
c. Student Appointment
Student appointments l1ave the purpose or affording students of public
administration and other professional or clerical areas an opportunity
to gain actual work experience. Such appointments are for a de.finite
periOd of time, not to exceed 12 months and require the approval of the
City M:u1ager.
d. Emergency Appointments
In order to prevent stopp~e or public business or serious incol1venience
to the public, appointment of employees on a temporary basis may be
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ATTACHMENT 13
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CITY OF WINTER SPRINGS
November 1, 1995
103 - EQUAL EMPLOYMENT OPPORTUNITY
In order to provide equal employment and advancement opportunities to aI/individuals.
employment decisions at the City of Winter Springs will be based on merit, qualifications, arid
abilities. The City of Winter Springs does not discriminate in employment opportunities or -
practices on the basis of race, color, religion, sex, national origin, age, disability, or any other
characteristic protected by law.
The City of Winter Springs will make reasonable accommodations for qualified individuals with
known disabilities unless. doing so would result in an undue hardship. This policy governs all
aspects of employment, including selection, 'job assignment, compensation, discipline,
termination, and access to benefits and training.
Any employees with questions or concerns about any type of discrimination in the work-place
are encouraged to bring these issues to the attention of their immediate Department Head.
Employees can raise concerns and make reports without fear of reprisal. Anyone found to be
engaging in any type of unlawful discrimination will be subject to disciplinary action, up to and
including termination of employment.
105 - HIRJNG OF RELATNES
The employment of relatives in the same Department may cause serious conflicts and problems
with favoritism and employee morale. In addition to claims of partiality in treatment at work,
personal conflicts' from outside the work environment can be carried into day-to-day working
relationships.
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Reiaiives:9tp~r~.qf.i~'~~u}t~f1~lf~mpI6yedby t~.e City of WilJ~E?f ,$PQ.Qgs may be hired only, If they"
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.WI!.! [lot be'Wq!!<lr)g .(jlre~'YJQ~.,Q(.!?UPE?rylslng a relatlve,.or,W1"f.lot occupy a position In the same
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line of authoritY V'Jthin the Orgari;zatioh:~ This policy applies to any relative, higher or lower in
the organii~:ition. who has the authority to review employment decisions. City of Winter Springs
employees cannot be transferred into such a reporting relationship.
If the relative relationship is established after employment, the individuals concerned will
decide who is to be transferred. If that decision is not made within 30 calendar days, the
Department Head will decide.
In other cases where a conflict or the potential for conflict arises, even if there is no Department
Head relationship involved, the parties may be separated by reassignment or terminated from
employment.
For the purposes of this policy, relatives are defined to include spouses, parents, grandparents,
children, grandchildren, brothers, sisters, brothers-in-law and sister-in-law, fathers-in-law and
mothers-in-law, stepparents, stepbrothers, stepsisters, and stepchildren.
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