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Home My Public Portal AboutResolution 2020-69, Action On Employee Request For Vacation Payouttio RESOLUTION 2020-69 A RESOLUTION TO AUTHORIZE ACTION ON AN EMPLOYEE REQUEST FOR VACATION PAYOUT WHEREAS, The City of Riverdale, Iowa ("City") is a Municipal Corporation, organized and operating under the laws of the State of Iowa, and; WHEREAS, a long-term employee of the City has made a formal request to receive vacation pay earned during FY 2020, because due to staff vacancies, she was not able to take vacation during that time period (as explained in her formal request, attached Exhibit "A"), and; WHEREAS, according to the applicant, the City Administrator and Council agreed to pay out unused vacation pay earned for FY 2019 for the same reason, and; WHEREAS, although the applicant says the agreement to pay out FY 2019 vacation time was authorized by resolution of the City Council, no such resolution was found in the City's archives or online document library, and; WHEREAS, the City's official policy on vacation time states that "unused vacation time will be forfeited if not used within 90 days of the end of the fiscal year (June 30)," and that "employees shall not be paid for unused or forfeited vacation days," (attached as Exhibit "B"), and; WHEREAS, Staff has recommended a separate resolution that clearly states the City's policies with regard to earning, accruing, using and managing vacation and sick leave (ref. RESOLUTION 2020-70). NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF RIVERDALE, IOWA, Section 1. That the City Council of Riverdale, Iowa recognizes the value provided by the applicant in terms of loyalty to the City and appreciate her willingness to forego taking vacation during the subject time period; Section 2. that City Council authorizes the suspension of the City's written policies regarding vacation pay in this one instance and instructs staff to issue a payment of $1,137.79 for earned vacation pay during FY 2020, and; Resolution 2020-69 A Resolution to Authorize Action on an Employee Request for Vacation Payout Section 3. that the City Council unequivocally states the "use it or lose it" policy related to vacation pay will be fully enforced from here on. Passed and approved this 25th day of August 2020. APPROVED ATTEST Michael Bawden, Mayor Katie Enloe, Deputy Clerk ExtftfAT °a'' August 20, 2020 TO: Mayor Michael Bawden City Administrator Kent Royster FROM: Mary Frances Blevins RE: Vacation Pay Request July 2019 to June 2020 ► formally request to receive vacation pay. Because I was unable due to staff reductions starting in September 2019 and lasting through July 6, 2020, it wasn't feasible to take 3 weeks of vacation. After 13 plus years of service I have earned 3 weeks of vacation, 3 days per week at 21 hours per week for a total of 63 hours. The pay for 63 hours would be $1,137.79. My vacation was paid out in September 2019 for FY18/19 for 24.75 hours not used and approved by previous City Administrator, Tim Long and Council. Thank you for the consideration of this matter. Employee: Mary Frances DATE START TIME GROSS PAY SOCIAL SEC. 0.062 MEDICARE 0.0145 .' FEDERAL TAX $40.00 IOWA TAX $15.00 IPERS 0.0629 AFLAC PRE TAX $32.57 Pay Period: Y- e-/17Iv v friF -- 620 620 620 620 815 END TIME CLERK HOURS PERSONAL TIME VACATON HOLIDAY UTILITIES BILLING TOTAL HOURS NOTES C /5 - -.a — ///I/`` /tic 4=vrv<<5 cL ,('/< Lz--7=r . .7C' / (73 _Z G,'v� i 'c.-i) f>2v/,'/ J‘ :C'T ,,..ze) s c /Z) -,T--/. ° 02 o '//G T/l%/✓ /(// Fr:.50f G: HOURS HOURS HOURS HOURS TOTAL ALL HOURS k,3 GROSS PAY MINUS AFLAC PRE TAX $32.57 TOTAL DATE: ', .23 9C0.4v SIGNATURE //7i C� ,ola j/e!/ii'o /7/vets 1//jc/2-ri No; /54.= TOTAL CHECK 001-620,815-6010 001-620, 815-6110 001-620, 815-6130 DATE: SIGNATURE SUPERVISOR Employee: /P 201 ti CT // GROSS PAY Mary Frances Blevins SOCIAL SEC. 0.062 /. MEDICARE 0.0145 ,..34 FEDERAL TAX $40.00 * IOWA TAX $15.00 1:.1 IPERS 0.0629 /e- • .6 .V" AFLAC PRE TAX $32.57 DATE: SIGNATURE `• (-• ( TIME SHEET Pay Period: IMO HOURS HOURS VACATON HOURS GROSS PAY / MINUS AFLAC PRE TAX $32.57 TOTAL 4-V HOLIDAY HOURS UTILITIES BILLING .0.74-4" •kv27t TOTAL HOURS TOTAL CHECK /- 001-620,815-6010 001-620, 815-6110 001-620, 8-16-6130 DATE: SIGNATURE SUPERVISOR •-• cx-,/,;?7 Employee: DATE Mary Frances Blevins START TIME END TIME 620 TIME SHEET Pay Period: 620 CLERK PERSONAL HOURS TIME VACATON HOLIDAY BILLING 620 /=/17 i e),t ' iJ/>/ t d i 620 815 / Off' 12/ / L5 c i /j/c/.S(= UTILITIES TOTAL HOURS NOTES �..� tLYl •f' GROSS PAY 1 SOCIAL SEC. 0.062 MEDICARE 0.0145 FEDERAL TAX $40.00 IOWA TAX $15.00 IPERS 0.0629 AFLAC PRE TAX $32.57 TOTAL ALL HOURS HOURS HOURS HOURS HOURS GROSS PAY MINUS AFLAC PRE TAX $32.57 TOTAL ITE A .1��% DA �� .- SIGNATURE 11_2-� XIS! 1 _f_zti a, E 4)L'N TOTAL CHECK Ck_ G�� ✓l 1 001-620,815-6010 001-620, 815-6110 001-620, 8/1.5-6130 .+ / - r (DATE: 1 ) .1 , _7") (9 SIGNATURE SUPERVISOR •-...� ,1 ,-, VACATION HOURS USED JULY 2018 - SEPTEMBER 2019 DATE HOURS 10/10/2018 2 11/1/2018 1.5 11/20/2018 1 11/27/2018 1 12/20/2018 2 1/3/2019 1.25 AFTER 10 YEARS 3 WEEKS VACATION - EMPLOYED 12.5 YEARS 1/22/2019 2.5 2/5/2019 4.5 21 HOURS / WEEK 3/5/2019 1 21 X 3 = 63 HOURS 4/2/2019 1 4/3/2019 7 63 HOURS 38.25 HOURS = 24.75 UNUSED 4.30/2019 1 5/16/2019 1.75 5/28/2019 1.5 6/13/2019 1.5 6/25/2019 1.5 7/23/2019 1.75 8/20/2019 2 9/17/2019 2.5 38.25 weeks may result in disciplinary action. 5.2 Pay Deductions The City is required by law to make certain deductions from every employee's paycheck. Among these are federal and state income taxes, social security and Medicare tax, and IPERS contributions. These are automatically deducted from each paycheck. The amount of income tax withheld is determined by the W-4 an employee completes at the beginning of employment. These can be changed at the employee's discretion by completing another W-4 Form and filing it with the City Clerk. Any other mandatory deductions, such as court -orders, will be explained whenever the City is ordered to make such deductions. Elected officials may opt out of IPERS contributions and will need to see the City Clerk for more information. Generally, all city employees are covered under the Iowa Public Employees' Retirement System (IPERS), however, there are specific exceptions. Part-time elected officials and elected officials paid on a fee basis are covered unless they specifically ask not to be covered. 5.3 Pay Increases The salary or wage to be paid for each position shall be determined at the discretion of the City Council. Pay increases may be recommended by the Personnel Committee and approved by the City Council. The Personnel Committee may also recommend pay increases if an employee receives additional certification or education, is evaluated with above -average performance. All pay changes shall be in writing, approved by the City Council, signed by the Mayor, and filed in the City Clerk's office. Temporary Pay Increases If an employee's duties are expanded temporarily, the City Council may grant an increase in pay to the employee during the time the employee is responsible for the additional duties. Once the employee returns to the previous job duties the pay will be reversed back to the previous salary. TIME OFF BENEFITS 6.1 Holidays Regular full-time employees receive ten (10) holidays off work with pay as follows: New Year's Day Memorial Day Veterans Day Martin Luther King Day Independence Day Thanksgiving Day and Day following Labor Day Christmas Eve & Christmas Day [f a holiday falls on Saturday, it will be observed on Friday. [f a holiday falls on Sunday, it will be observed on Monday. If a holiday occurs during a time an employee has taken vacation leave, it is not counted against vacation time. Holidays have no cash value. Employees may not carry over holidays from one year to another. Part-time employees will only receive holiday pay if the holiday falls on a day they are regularly scheduled to work. 6.2 Vacation Time A Vacation year is the same as the City's fiscal year and begins on July 1st of each year. Regular full-time employees receive paid vacation time off based on their date of hire and on the number of calendar years of eligible employment. The full-time employee will be entitled to two (2) weeks of vacation after twelve (12) months of employment. After ten (10) years of employment, the full-time employee will be entitled to three (3) weeks of vacation. 11 Vacation days must be pre -approved by an immediate supervisor. Requests will be evaluated based upon anticipated operating requirements and staffing needs. In case of conflict, requests are considered on seniority basis. Any unused vacation time will be forfeited if not used within 90 days of the end of the fiscal year (June 30). Employees shall not be paid for unused or forfeited vacation days. Regular full-time employees who are terminated due to retirement, death, or resignation shall be eligible for vacation pay based on earned, unused vacation days computed at the employee's current wage. Part-time employees shall receive paid vacation time based on their date of hire and the average number of days worked in a week. After 1 year of employment part-time employees will be granted vacation based on two (2) times the average number of days worked in a week. For instance, if the employee works an average of three (3) days a week, they will receive six (6) working days' vacation a year following their one year anniversary. After ten (ten) years of employment the part-time employee will be granted vacation based on three (3) times the average number of days worked in a week. 6.3 Personal Days Personal Days can be used only for bona fide sickness, non -work related accidental injury of the employee, medical emergency, family emergency, bereavement, or to attend a funeral. Personal days may also be used for doctor and/or dentist appointments which cannot be made during non -work time. Full time employees receive paid personal leave of six (6) days a fiscal year. Part time employees will receive three (3) paid personal days a fiscal year. All employees can carry over up to 15days. Accumulation of personal time is maxed at fifteen (15) days. If an employee needs to take time off due to the death of an immediate family member*, the employee must notify the Mayor or City Clerk immediately so arrangements can be made to cover the employee's work. Personal days may be used for attending the funeral and to make any necessary arrangements associated with the death. The number of hours paid will be based on the employee's normal scheduled work day. In the case of a death of a friend or other relative, paid time off will be granted for the extent of the funeral ceremony only. *Immediate family includes: spouse, parent, child, sibling, sibling's spouse, spouse's parents, grandparents or grandchild (includes step and foster relationships). Employees should report to their immediate supervisor as soon as possible when needing to take a personal day. Employees shall forfeit all accumulated personal days upon termination from employment for any reason, including voluntary resignation. Personal days have no cash value. 6.4 Overtime Occasionally regular full-time hourly employees may be required to work over forty (40) hours in a work week. Whenever possible, earned overtime must be authorized in advance by an immediate supervisor. Any accumulated hours over forty (40) hours will be paid out to the employee at the rate of one and one-half (1 %) times his/her standard base pay. Employees required to return to work during their off hours to answer or perform emergency tasks that cannot wait until regular scheduled day will be compensated for not less than one -hour of time. 12