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HomeMy Public PortalAbout02-2017 - AMENDING EMPLOYEE HANDBOOK ORDINANCE 2017 -2 AN ORDINANCE AMENDING ORDINANCE 2009 -1 ESTABLISHING AN EMPLOYEE HANDBOOK FOR EMPLOYEES OF THE CITY OF GREENCASTLE WHEREAS, the Common Council of the City of Greencastle passed Ordinance 2009 -1 establishing an Employee Handbook for the City of Greencastle Employees, as amended by Ordinance 2011 -1; NOW THEREFORE be it ordained by the Common Council of the City of Greencastle that it hereby amends the City of Greencastle Employee Handbook, which was adopted by Ordinance 2009- 1, as amended by 2011 -1, said amendments being attached hereto and incorporated herein. Only those sections being amended are attached. All other provisions contained in the Employee Manual shall remain in full force and effect. Any other City policies, procedures, or guidelines inconsistent herewith shall be deemed repealed. This Ordinance shall have full force and effect upon passage of the Greencastle Common Council and its approval by the Mayor, and the changes made herein shall be retroactive to January 1, 2017. PASSED AND ADOPTED by the Common Council of the City of Greencastle, Indiana this 3 day of A p R+ L , 2017. . _ ft IT Adam Co en Sta to t ngdon i . / 74 Mark N. Hammer / Tyle p ' ade T 1 // _ 4 . Lemon Steve Fields lave 4 . urray Approved and signed by me this i day of A pus L ,2017, at 3 '.00 o'clock p .m. it lam A. Dory, Jr., Mayor / ATTEST: / 41� i y :a Dunbar, Cler -Treasurer CITY OF GREENCASTLE EMPLOYEE HANDBOOK III. BENEFITS AND SERVICES A. Vacation ' - - - • • ' • • • • : . - . The official a ccrued vacation pe :.. • _ .. . - . - .. - . .... . City. All full -time employees shall begin accruing vacation time on their first day of employment. The following shall bo the schedule Vacation time shall accrue as follows, unless otherwise approved by the Mayor: I. All Employees (with the exception of employees who work 24 hour shifts) shall receive accrue paid vacation leave as follows: 1 Year Anniversary 40 hours non exempt employees 5 days exempt employees Upon completion 80 hours non exempt employees of 2 9 Nam 40 days exempt employees Upon c mplction . 120 hours non exempt employees of 10 19 years 15 days exempt employees Upon- completion : ! .... of 20 29 years 20 days exempt employees Upon - completion 200 hours non oxcmpt employees el--30-years-and-ever 2-5-da s exempt-employees Year One (first 12 months 3.33 hours per month of employment Years 2 -9 (months 13 -120) 6.67 hours per month Years 10 -19 (months 121 -240) 10 hours per month Years 20 -29 (months 241 -360) 13.33 hours per month Years 30+ (months 361 +) 16.67 hours per month Employees may take vacation benefits in four hour increments, with the exception of certain Fire Department personnel, as stated below. 2. Employees from the Fire Department who work 24 hour shifts shall receive accrue paid vacation leave as follows: 1 Y r Anniversary 3 24 hour days Upon completion of 2 9 Years 6 2• hour days Upon eoinpletion of 10 19 y ars 9 21 hour days Upon completion of 20 29 years 12 21 hour days .. . ... e • .. . .. • • 15 21 hour days Year One (first 12 months 6 hours per month of employment Years 2 -9 (months 13 -120) 12 hours per month Years 10 -19 (months 121 -240) 18 hours per month Years 20 -29 (months 241 -360) 24 hours per month Years 30+ (months 361 +) 30 hours per month Vacations shall be granted according to seniority. Two employees may be on vacation at one time, but must be on separate shifts. Vacation days- time must be taken in full day 24 hour increments. All vacation days time shall be approved in writing by a Chief Officer. The length of a vacation starts at 0700 hours on the first day and ends at 0700 after the last day. Employees will be checked out automatically on vacation days. Employees who leave employment before their one yciar anniversary date, shall be paid &ample: Non fire officer employee. Calculation of vacation I vo accrued for a ! :: ...ere€ .. exempt-or-five-(5) days for exempt employees. Por-examplei Number of complete months of service ( ) divia d by 12 ( ) x '10 hours (for non exempt) or 5 days (for exempt) — ( ) number of vacyation hours or days earned. This period of time may be carried over to the first full year . ned vacation leave, if writtc • .... . . . - .: ! - _ ..:Ht- Manager 3. Generally, vacation leave must be taken within the twelve (12) month period after it is accrued. With the exception of firefighters, employees may accrue up to 40 hours in addition to one year's accumulation of hours. Firefighters who work 24 hour shifts may accrue up to 72 hours in addition to one year's accumulation of hours. No additional hours may and shall not be carried over unless written approval is granted by the Department Manager and the Mayor. Hours accrued over the above limit shall be forfeited.* Upon separation from service from the City under the circumstances of voluntary resignation, retirement, layoff, or death, an employee is entitled to prorated compensation for earned but unused vacation at the employee's regular rate of pay. Vacation accumulation does not accrue for full -time employees for time spent on any leave of absence without pay, unless stated otherwise, herein (see Leaves of Absence -- Medical). Vacation leave shall be considered as hours worked for the purpose of determining vacation leave and sick leave earned, but not for compensatory time- off or overtime. The scheduling of vacation is dependent upon operational needs and must be requested in writing as far in advance as possible, and will be granted by Supervisors at their discretion. Supervisors have the discretionary authority to approve, deny, and cancel any vacation leave request for good cause. *AII days accrued prior to January 1, 2017 shall be converted to hours, based on the employee's standard work day hours. Employees shall have until December 31, 2018 to use any vacation days /hours that are in excess of the above limits, after which time they shall be forfeited. D. Leaves of Absence—Non-Medical 4. Military Leave a. The City will comply with all applicable laws regarding military leaves of absence. To request a leave of absence for military duty, you must furnish the City with written proof of the service requirements two (2) weeks in advance of service dates or as soon as otherwise feasible. You may elect to use Earned Time Off time during military service leave. b. Employees of the City of Greencastle, who meet the qualifications set out in Indiana Code 10- 16 -7 -5, shall be entitled to leave, without loss of pay, for up to fifteen days per calendar year. For purposes of this section, a day shall equal eight hours, for a total, not to exceed one hundred twenty hours (120 hours) per year, regardless of number of hours an employee normally works per shift. The employee shall continue to accrue vacation and sick time during the fifteen day military leave. E. Leaves of Absence — Medical 1. Medical Leave Paragraph 3. The medical leave will be for a period up to one month. Employees are eligible once they have been employed with the City at least ninety (90) days. During the leave, an employee will net accrue vacation, and sick leave benefits. 2. Family and Medical Leave Act d. Notification and Certification The City may require an employee to take Family Medical Leave once the City becomes aware of a circumstance qualifying an employee for such leave. Employees are required to provide thirty (30) days advance notice of intent to take a leave. Less than thirty (30) days notice will be acceptable for bona fide emergency situations. An employee must request Family Medical Leave Act leave when the employee will miss five or more days for any circumstance described in this section. Family Medical Leave Act leave shall be retroactive to the date of the qualifying circumstance, regardless of when the employee submits the required paperwork. An employee can be denied FMLA coverage for failure to file paperwork in a timely manner. In such case, absence, without proper paperwork and approval, could be considered as an unexcused absence and subject to disciplinary action. The employee must provide sufficient certification and documentation for the specific type of leave requested. Certification must be provided by a licensed health care provider, and must state: 1. the date on which the serious condition commenced; 2. the estimated duration of the condition; 3. the nature of the illness; 4. the purpose for the employee's need for leave. For example, a statement that the employee is needed to care for a child, spouse or parent. 5. the employee is unable to perform functions required of him/her in the workplace. e. Accumulated Sick Leave and Benefit Time Employees taking Family or Medical leave for personal illness or birth of a child, are required to take their available paid benefit leave including short term and /or partial disability prior to an unpaid time. Employees taking Family or Medical leave for other reasons (i.e. to care for a spouse or adoption of a child) are required to take their available paid benefit leave prior to unpaid time. During the leave of absence under the Family and Medical Leave Act, an employee will net accrue vacation and sick leave benefits. Accrual of vacation and sick days will cease at the expiration of Family and Medical Leave Act leave, if the employee remains absent and /or on short or long -term disability. The City will continue to pay the employer's portion of the health insurance premium during Family Medical Leave Act leave; however, the employee is responsible for the employee portion of the insurance premium. The employee's contribution will be deducted from the employee's pay. In the case where the employee is on unpaid status, it is the employee's responsibility to pay his/her portion to the Clerk- Treasurer when due. Failure to do so will result in termination of insurance benefits. F. Personal Leave The City recognizes that there are times when employees have personal matters that need to be attended to during regular working hours. Consequently, upon hire, an employee shall receive personal leave as follows: Hire Date: January 1 -June 30: 2-days 16 hours 24 hours (police officers) 48 hours (firefighters) July 1- December 31: 4 -day 8 Hours 12 hours (police officers) 24 hours (firefighters) Thereafter, the employee shall receive two personal days sixteen hours of personal time on January 1 of each year. Police Officers shall receive 24 hours of personal time on January 1 of each year. Firefighters shall receive 48 hours of personal time on January 1 of each year. The request for personal leave should be made to the Supervisor five (5) days in advance of intended absence. Emergency personal leave may be granted at the discretion of the Supervisor. Personal days hours do not accumulate or carry -over from year to year. Employees are not entitled to payment for any unused personal hours at the time of termination of employment. An employee shall be paid his/her regular rate of pay for personal leave. Personal days hours may be taken in increments of half or full days four hours upon approval of the employee's Supervisor: Records of personal leave earned and used shall be kept by the Supervisor and the Clerk - Treasurer. G. Sick Leave Sick leave is a benefit provided to full -time employees of the City to protect against loss of income during periods of illness or injury. 1. Accumulation: Full-time employees shall ears -ene -day accrue eight hours of sick leave each month worked, beginning from the date of hire, with the exception of firefighters who work 24 hour shifts, who shall accrue 24 hours per month. An employee who transfers from one department or office of the City to another shall be permitted to take his/her accumulated sick leave with him/her. Employees can accumulate up to thirty six (36) days two- hundred eighty -eight (288) hours of sick leave with the exception of firefighters who work 24 hour shifts, who may accumulate up to eight hundred and sixty -four (864) hours. 2. Use: Sick leave may be used in • • : • :. _ ... • : . .: two hour increments or as otherwise approved by the employee's supervisor. The City has the right to require medical proof of illness, executed by both employee and physician, stating the nature of the illness. Employees are responsible for proper supervisory notification of intended sick day use. Employees who separate from employment with the City (through resignation, termination, layoff, or death) shall not be compensated for accumulated, unused sick leave, unless the employee has completed at least twenty years, or more, of service. Employees who separate employment, with twenty years of service, will be paid at fifty dollars (550.00) six dollars and twenty-five cents ($6.25) per day hour for all unused sick days leave, provided the employee leaves employment in good standing and gives the City thirty (30) days written notice of his/her intention to terminate employment. Records of accumulated sick leave earned and used will be kept by the Department Manager and Clerk- Treasurer. Sick leave may be used by employees only upon approval of the Supervisor or his/her designee for absences due to the following: a. Illness, injury, or pregnancy - related medical conditions of the employee. b. Exposure of an employee to a contagious disease which could be communicated to and jeopardize the health of other employees. c. Required examination of the employee including medical, psychological, dental, or optical examination and treatment by an appropriate and reasonable practitioner. d. Serious illness, injury, or pregnancy - related medical condition of a member of the employee's immediate family where the employee's presence is reasonably necessary for the health and welfare of the employee or affected family member. This applies only to parent, spouse, children, or those step- parents or step - children who reside in the employee's home. 3. Sick Leave Abuse: Application by an employee for sick leave through fraud or dishonesty will result in denial of such sick leave together with disciplinary action up to and including dismissal. Patterns of sick leave usage immediately prior or subsequent to holidays, vacations, days off, and/or weekends or excessive sick leave usage may result in sick leave denial and appropriate disciplinary action. 4. Workers Compensation. All injuries incurred while performing assigned duties are considered job - related and are subject to Worker's Compensation. Any funds received by the employee as a result of a worker's compensation claim shall be deducted from the regular rate of pay for sick leave days claimed. 5. Shared Sick Bank. With supervisory approval, any employee can request a portion or all of their sick days to be moved to the City Shared Sick Bank. If an employee, due to personal illness, has used all of his/her vacation, sick and personal time, and continues to need to be on medical leave, he/she may request days from the City Shared Sick Bank until such time that he/she is eligible for temporary disability, or for the following hours, thirty (30) days (whichever is less): Employees who normally . 240 hours work 40 hour work weeks Firefighters 720 hours The employee's request must be sent to the Mayor with a physician's corroborating statement. The Mayor shall determine whether the request meets the criteria set out herein and the duration of the grant of Sick Bank Leave. In order to be eligible for Sick Bank time, the employee must have donated at least one day month's worth of accumulated sick time to the Bank within the preceding twelve (12) month period. Enrollment in the Sick Bank program shall occur during the months of June and December and employees must notify the Clerk- Treasurer's office of how many days they wish to deposit during those times. Eligibility to use sick days from the sick bank shall begin the first day of the month after the employee has deposited a day(s). Sick Bank time is available for the employee's sickness only and may not be used for the care or support of the employee's family. Sick bank days shall run concurrently with Family Medical Leave.