Personnel Committee

PERSONNEL COMMITTEE AGENDA COMMISSION CONFERENCE ROOM 4243 REMEMBRANCE RD. NW. MONDAY, DECEMBER 16, 2024 4:00 PM Call Meeting to Order - Record Attendance 1. Committee Members: Mayor Carey (Chair), Jessica Babcock, Steven Gilbert, and Elaina Huizenga-Chase (Alternate) Discussion Items 1. Approval of Minutes from October 28, 2024 2. Section 130.3 Holidays Policy Update 3. Section 90.0 Compensation Policy Update 4. Fire Department Staffing Increase Request 5. Elected Officials' Handbook Review Adjournment Page 1 of 8  PERSONNEL COMMITTEE MEETING MINUTES FIRE STATION #2 MONDAY, OCTOBER 28, 2024 5:00 PM Call Meeting to Order - Record Attendance Committee Members: Mayor Carey (Chair), Jessica Babcock, Steven Gilbert, and Elaina Huizenga-Chase (Alternate) City Staff Present: Darrel Schmalzel, Frank Wash, Shannon Bales, Keith Mankel, Brandyn Heugel, Andy Veen, and Chad Host. Discussion Items Approval of Minutes from September 16, 2024 Motion by Jessica Babcock, seconded by Steven Gilbert to approve the meeting minutes from September 16, 2024. Motion Carried. Permanent Part-Time Holiday Benefit Discussion HR Director, Shannon Bales, lead discussion regarding the current holiday time benefit offered to employees. She said that city staff has discussed updating the policy to include permanent part-time employees. Discussion was held. Motion by Steven Gilbert, seconded by Jessica Babcock to approve to extend holiday time pay to permanent part-time employees.. Motion Carried. Elected Officials Handbook Discussion S. Bales has received final comments regarding the Elected Officials Handbook updates and said that commissioners will receive an email with the second draft. A future meeting will be set to discuss changes and ask for approval. Police Department Updates Chief Mankel led discussion regarding the addition of an administrative sergeant position and provided an explanation on how this will benefit the department. Discussion was held and questions were answered. The subcommittee Personnel Committee Minutes 10-28-24 Page 1 of 2 Page 2 of 8  supported this request unanimously. Fire Department Discussion Discussion was held regarding the process to appoint a full time fire chief. Feedback was provided by the committee and discussion was held. Comments were given by Chief Mankel and Manager Schmalzel. Adjourned at 5:23 PM Personnel Committee Minutes 10-28-24 Page 2 of 2 Page 3 of 8  SECTION 130.3 HOLIDAYS PURPOSE This policy serves to clearly establish which holidays are recognized, how employees will be compensated for them, and provide guidelines for managing time off during these periods. POLICY The following are holidays observed at the City of Walker: • New Year's Day - January 1 • Martin Luther King Jr. Day - Third Monday in January • President's Day - Third Monday in February • Memorial Day - Last Monday in May • Independence Day - July 4 • Labor Day - First Monday in September • Veterans Day - November 11 • Thanksgiving Day - Fourth Thursday in November • Day After Thanksgiving - Fourth Friday in November • Day Before Christmas - December 24 • Christmas Day - December 25 • Day Before New Year's - December 31 The 59th District Court also recognizes Juneteenth as a Federal holiday per the Michigan Supreme Court and offices are closed accordingly. When a holiday falls on Saturday, City offices shall be closed full-time employees normally scheduled for work on a Monday through Friday basis shall observe the Friday preceding the holiday. When a holiday falls on Sunday, C i t y o f f i c e s s h a l l b e c l o s e d all full-time employees normally scheduled for work on a Monday through Friday basis shall observe the Monday following as the official day. Walker Ice & Fitness Center (WIFC) holiday hours vary from the above listed holiday closures. Hours of operation are listed on their website. WIFC is closed for business on New Year’s Day, Easter Sunday, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, and Christmas Day. Full-time employees are required to work their last scheduled workday prior to, and their first scheduled workday following a recognized holiday, to be paid for the holiday. Part-time employees will be allowed time off to observe the holiday but will not be paid. Holiday credits will be given to a full-time employee while on paid sick leave or on vacation. However, holiday credits will not be granted to an employee on an unpaid leave of absence. New full-time employees are eligible for holiday pay immediately upon employment with the City. The afternoon of Good Friday is not considered an approved holiday. However, Page 4 of 8 employees scheduled to work during the afternoon hours will be permitted time off to attend religious services upon approval by the department supervisor if absence will not interfere with providing essential City services. Holiday Pay Full-time employees earn holiday pay based on their normal scheduled work week. Employees that are scheduled to work an average of 40 hours per week earn holiday pay of 8 hours per holiday. Employees that are scheduled to work an average of 45 hours per week earn holiday pay of 9 hours per holiday. Regular part-time employees earn holiday pay of 4 hours per holiday. All other classifications of employee are not eligible for holiday pay. New employees are eligible for holiday pay immediately upon employment with the City. Hourly employees required to work on the observed holiday will be paid one-and-one-half (1-1/2) their base wage rate for hours worked, unless otherwise determined by department policy. WIFC employees will only be paid 1-1/2 times their base wage rate on holidays when WIFC is also closed in observance of the holiday. All other holidays WIFC remains open for business, employees will be paid at their standard rate of pay. Salary, exempt staff required to work the observed holiday are not eligible for earned time off or overtime pay. However, the City Manager or his/her designee may waive this policy under exceptional circumstances. Employees are required to work their last scheduled workday prior to, and their first scheduled workday following a recognized holiday, to be paid for the holiday. Holiday credits will be given to an employee while on paid sick leave or on vacation. However, holiday credits will not be granted to an employee on an unpaid leave of absence. PROCEDURES Following employees average 40 hours per week and are paid an 8-hour holiday 1. Employees working 9 hours Monday – Thursday and 4 hours on Friday (City Hall Employees, Police Records, Fire Admin Support) a. Paid for normal shift on holiday depending on day holiday is observed. 2. Varied 8.5 hours Monday-Wednesday, 8 hours Thursday, 6.5 hours Friday (Court Employees) a. Paid for normal shift on holiday depending on day holiday is observed. 3. Employees working 8 hours 5 days per week (DPW, Engineering, Police Chief/Captains, Fire Chiefs) a. Paid for normal shift on holiday depending on day holiday is observed. 4. Employees working 10 hours 4 days per week (Accreditation Assistant, Fire Marshal, Fire Prevention Inspector) Page 5 of 8  a. Paid for 8 hours on holiday, employee uses leave time or flex hours worked during work week to cover additional hours from shift b. On the weeks when a holiday falls on a scheduled day off, employee works 8 hour days for the 5 day work week to total 40 hours for the week with time worked and holiday pay. 5. Full-time WIFC employees (regardless of schedule) a. Will receive holiday in the form of a floating holiday leave bank Following employees average 45 hours per week and are paid a 9-hour holiday 6. Rotating 12 hour shifts 5 or 7 days per week (Firefighters) a. Paid 9 hours on holiday when not scheduled to work b. Paid 12 hours on holiday when is scheduled to work and works scheduled shift. c. Observes some holidays as off work and works regularly scheduled rotation for other holidays Regular Part-time Employees 7. Regular Part-time Employees working varied shifts (all employees in classification) a. Paid 4 hours per holiday regardless of scheduled work day status b. WIFC employees will receive holiday in the form of a floating holiday leave bank a.c.May use vacation leave or may flex shifts during the work week per department head approval to cover additional hours from shift Employees will ensure the correct time is entered on their timesheet for holiday hours and any hours worked. Department Heads will review timesheets and ensure hours and rules are applied correctly and the appropriate time entries and pay codes are accounted for on the timesheet before approval. This includes ensuring employees work or take appropriate leave time before and after a holiday. Department Heads will notify the payroll team of any timekeeping systems issues as soon as possible. WIFC employees that are granted a floating holiday leave bank due to varying hours of operation will have the holiday hours added on January 1st of each calendar year. The hours are to be used during the calendar year and any unused hours will be forfeited after December 31st of each year. Employees can request holiday time off from the leave bank within the timekeeping software, similar to all other leave time requests, for approval by their supervisor. The time will show as “holiday” pay on the employee’s paystub. Section Date Original Issued Date Last Revised Approval 130.3 10/15/93 05/31/2022 Personnel Committee Page 6 of 8  SECTION 90.0 COMPENSATION It is the policy of the City to provide compensation that compares favorably with other similar organizations in our community, for similar work under similar conditions. Compensation is periodically reviewed and adjusted based on market demand for the positions. 90.1 Pay Period Compensation is paid bi-weekly. Employees shall ensure that hours worked and paid time-off (i.e., sick, personal, vacation, and other time-off classifications) taken during the preceding pay period is properly recorded and submitted with timesheets to ensure proper recording of paid time-off taken employee time. The pay period begins at 127:00 A. M. on Saturday, and ends at 7:00 A. M. 11:59 P.M.on the second Friday Saturday following. Pay day is every other Thursday, which means there are twenty-six pay days each year. On each pay day, the employee will receive a check for the number of hours worked during the previous two weeks. In the event a national holiday should fall on pay day, Thursday, every effort will be made for checks towill be issued the preceding day. Employees will be notified via email as soon as possible if a change in deposit day occurs. Electronic pay stubs will be issued to employees via email prior to pay day. Those without access to email will receive a printed copy of their pay stub. The printed copy will be issued to the employee ,or the department supervisor, or departmental members that are authorized by the HR Department City Treasurer to pick up departmental pay stubs. Suspected errors and/or omissions in pay checks will be handled in accordance with the following procedures:  Employees who have questions regarding their pay should contact their supervisor. The supervisor will contact the Finance HR Department to investigate the problem (i.e., worked time, benefit time, pay rate, etc.).  If it is determined that no error or omission in the pay check was made, the supervisor will inform the employee.  If it is determined that an error has been made by the Finance HR Department or management, and it affects the base pay of the employee’s pay check an desires immediate adjustment will be made by the HR Department as soon as possible. All other adjustments will be made on the next available paycheck., Finance Department will process the adjustment check. The City does not issue paper checks for payroll purposes. Funds must be deposited electronically into a bank account(s) authorized by the employee. It is the employee’s responsibility to inform the Finance HR Department of any changes in their direct deposit accounts prior to the start of the payroll process. The city-issued direct deposit form should be used for all changes. In the event funds cannot be deposited into an employee’s account due to closure or other reasons, those funds will not be reissued until the dollars have been returned to the City’s bank account. Page 7 of 8 The City cannot cash pay checks, and an employee cannot draw money in advance of regular pay. Pay checks will not be given out prior to the respective pay day. 90.2 Holiday Pay Hourly employees scheduled to work the observed holiday will be paid one-and-one-half (1-1/2) their base wage rate for hours worked. Salaried management staff required to work the observed holiday are not eligible for earned time off or overtime pay. However, the City Manager or his/her designee may waive this policy under exceptional circumstances. 90.3 Deferred Compensation Plan The City provides a supplemental retirement plan for eligible employees. Retirement benefits provided under the Plan are in addition to regular social security and pension benefits. Actual benefits under the Plan depend upon employee contributions to the Plan and the investment performance of the Plan. All employees of the City including elected officials are eligible to participate in this Plan. This is a voluntary plan and subject to the rules as set by the plan documents with the plan administrator and regulations as set by the Internal Revenue Service. Additional information is available in the Human Resources Department. Important: The above is intended to be only a brief synopsis of the benefit plan and is not intended to be all inclusive. In case of any difference between this and the official plan document, the plan document will always prevail. Additional details regarding the Plan are available from the Human Resources Department. Section Date Original Issued Date Last Revised Approval 90.0 10/15/93 10/26/15 Personnel CommitteeDPS Page 8 of 8