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G-04-03-25-13F2 - 3/25/2004ORDINANCE NO. V - C "1 - O33 / 3 FaZ AN ORDINANCE AMENDING SECTION 4.05 OF THE HUMAN RESOURCES POLICIES AND PROCEDURES MANUAL, CONCERNING SICK LEAVE; AND PROVIDING FOR A SAVINGS CLAUSE AND REPEALING CONFLICTING ORDINANCES AND RESOLUTIONS. BE IT ORDAINED BY THE COUNCIL OF THE CITY OF ROUND ROCK, TEXAS: I. That Section 4.05 of the Human Resources Policies and Procedures Manual of the City of Round Rock, Texas, is hereby amended to read as follows: 4.05 SICK LEAVE PURPOSE To provide guidelines related to the use of sick leave. POLICY Regular full-time and part-time employees who are normally scheduled to work at least 20 hours per week are eligible to accrue and use paid sick leave. SICK LEAVE ACCRUAL FOR NON -CIVIL SERVICE EMPLOYEES SICK LEAVE ACCRUAL AND USAGE FOR CIVIL SERVICE EMPLOYEES USE OF SICK LEAVE Sick leave entitlement will accrue the first and second pay period for each month provided that the full-time employee works at least 40 hours or the part-time employee works at least 20 hours during the pay period or is on paid leave. Regular full-time non -firefighting employees accrue 8 hours of sick leave per month. There is no maximum accrual limit. Regular part-time employees who are normally scheduled to work at least 20 hours per week accrue sick leave at a prorated rate. Former employees who are re-employed within one year of leaving the City will have 50% of their sick leave balance restored. Regular full-time firefighting employees accrue 15 hours per month, with no maximum accrual limit. Civil Service employees who use sick leave shall first use sick leave accrued under Sec 143.045. If the employee exhaust all of his/her 143.045 sick leave, then the employee shall next use sick accrued after January 1, 1994 but before October 30, 2001. If the employee exhaust all of these sick leaves, then the employee shall use sick bank leave accrued before January 1, 1994, if any. An employee may use sick leave if the employee is absent from work due to • illness or temporary disability due to sickness, injury or pregnancy and confinement; @PFDesktop\::ODMA/WORLDGX/O:/WDOX/ORDINANC/040375F2.WPD/scl CONSECUTIVE DAYS OF SICK LEAVE • • • an appointment with a doctor (including general physicians, dentists, obstetricians, or other licensed medical specialists); legal or doctor ordered quarantine; or illness of a member of the employee's immediate family who requires the employee's personal care and attention. Sick leave for immediate family members not residing in the employee's household is limited to time necessary to provide care and assistance. Immediate family includes: spouse, child, parent, mother-in-law, father-in-law, daughter-in-law, or son-in-law of the employee who needs care and assistance as a direct result of a documented medical condition. Employees using sick leave are charged with the actual number of hours taken. Use of sick leave for less than a full workday should be recorded in increments of 15 minutes. Sick leave taken for three or more consecutive days may be subject to Family and Medical Leave. An employee must provide his or her supervisor with a doctor's certificate to return to work. Other written statement of facts may be required by Human Resource to receive paid leave for any continuous period of more than three working days. ABUSE OF The City recognizes that absence because of illness can be unavoidable but SICK LEAVE encourages employees to accumulate a reasonable sick leave balance for use in the event of a serious or long-term illness. Evidence of abuse of leave privileges can include, but is not limited to: frequent absences on Friday and/or Monday; maintaining low or zero paid leave balances; and/or frequent absences prior to or following a holiday. A doctor's statement may be required for each incident of sick leave taken. A supervisor may ask for a doctor's statement regardless of the number of days absent or the frequency of absence. EXHAUSTED An employee who has exhausted his or her sick leave (and, for applicable LEAVE employees, who has exhausted his or her Sick Bank leave) will automatically be placed on vacation leave if (1) the employee has vacation leave available; and (2) the employee has not requested a temporary leave of absence without pay. No advance of unearned sick leave benefits will be made for any reason. ILLNESS WHILE ON VACATION LEAVE SEPARATION FROM EMPLOYMENT When an illness or physical incapacity occurs during the time an employee is on vacation leave, accrued sick leave may be granted to cover the period of illness or incapacity and the charge against vacation leave reduced proportionately. A medical statement must be presented to supervisor to be eligible for adjusted leave. Unused sick leave accrued after January 1, 1994 by non- Civil Service employees is lost without compensation upon termination of employment. 2 Civil Service fire fighters who leave the classified service for any reason are entitled to receive in a lump -sum payment the full amount of their firefighters salary for accumulated sick leave not to exceed 90 days. Sick Leave Bank -Employees employed, prior to January 1, 1994 who have banked sick leave will receive payment of the qualifying portion based on his or her hourly wage at that time the bank was created. EXTENDED SICK Extended Sick Leave may be available if a regular status employee has a serious LEAVE medical problem, which requires that he or she continue to be away from work after exhausting all other leave balances. Extended Sick Leave must be approved by Human Resources. The maximum amount of extended sick leave granted by the City with pay is 40 hours. LEAVE Leave may be available to employees who have exhausted their sick, vacation, and DONATIONS any other available leave and are unable to return to work due to a serious health condition, or to care for a serious health condition of a spouse, child, or parent. Employees with at least six months of continuous employment with the City of Round Rock may qualify for donated leave. Donated leave will be considered a part of the employee's 12 aggregate workweeks allowable in any 12 month period under the Family and Medical Leave Act. Donations - Employees may donate leave from their sick or vacation leave account to other eligible employees. Non -firefighting employees may donate up to 40 hours providing that the employee who is donating has a remaining balance (of the donated leave type) of at least 100 hours. Firefighting employees must donate leave in increments equal to 1.5 times when donating to non -fighting employees. For example, 8 hours of non -firefighting sick leave donated is equal to 12 hours of firefighting leave time. Donations should be made on a pay period by pay period basis and only the number of hours needed for that pay period should be donated. Employees wishing to donate leave must complete a separate timesheet and in the remarks section state the number of hours to be donated and the name of the person receiving the donation. The timesheet must be forwarded to the Timekeeper of the employee receiving the donation. Timekeepers must attached timesheets indicating donations to the time sheet of the employee receiving donation. Timekeepers should also make a notation on the Payroll Summary Sheet so that the Payroll Division is aware of donation. RELATED 1.08 Re-employment POLICIES 2.01 Compensation 3.02 Time Reporting 4.06 Family and Medical Leave 10.00 Separation EFFECTIVE DATE March 25, 2004 3 II. A. All ordinances, parts of ordinances, or resolutions in conflict herewith are expressly repealed. B. The invalidity of any section or provision of this ordinance shall not invalidate other sections or provisions thereof. C. The City Council hereby finds and declares that written notice of the date, hour, place and subject of the meeting at which this Ordinance was adopted was posted and that such meeting was open to the public as required by law at all times during which this Ordinance and the subject matter hereof were discussed, considered and formally acted upon, all as required by the Open Meetings Act, Chapter 551, Texas Government Code, as amended. Alternative 1. By motion duly made, seconded and passed with an affirmative vote of all the Council members present, the requirement for reading this ordinance on two separate days was dispensed with. 1 READ, PASSED, and ADOPTED on first reading this (17 day of Dicadu , 2004. Alternative 2. READ and APPROVED on first reading this the day of , 2004. READ, APPROVED and ADOPTED on second reading this the day of , 2004. 4 ATTEST: MAXWE , Mayor City of Round Rock, Texas liwt;ne) e .JPakt/ng CHRISTINE R. MARTINEZ, City Secrary 5 DATE: March 19, 2004 SUBJECT: City Council Meeting - March 25, 2004 ITEM: *13.F.2. Consider an ordinance amending Section 4.05 of the Human Resources Policies and Procedures Manual, concerning sick leave. (First Reading) Department: Human Resources Staff Person: Teresa Bledsoe, Human Resources Director Justification: These revisions provide policies that are consistent with the best practices and provides for increased employee moral. Funding: Cost: N/A Source of funds: N/A Outside Resources: N/A Background Information: Public Comment: N/A The Council adopted the current Human Resources Policies and Procedures Manual in November 2000. Policies and procedures are updated when business necessity reflects a need for such revisions.