HomeMy WebLinkAboutCC RES 2017-62RESOLUTION NO. 2017-62
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
PALM DESERT, CALIFORNIA; AUTHORIZING THE ADOPTION
OF AN ALTERNATIVE WORKWEEK SCHEDULE (9/80)
POLICY FOR CITY EMPLOYEES.
WHEREAS, The City Council, from time to time, reviews and adopts policies
and procedures to assist in the efficient utilization of City resources and the fair and
uniform application of requirements and benefits to City employees; and
WHEREAS, on June 8, 2017, the City Council of the City of Palm Desert ("City")
approved the Memorandum of Understanding ("MOU") between the City of Palm
Desert and the Palm Desert Employees Organization (PDEO); and
WHEREAS, such MOU included a provision for the adoption of an Alternate
Workweek (9/80) policy for City employees; and
WHEREAS, a flexible working schedule will maintain or improve existing level of
service while also addressing individual employee needs, thereby enhancing employee
morale and quality of life without resulting in additional cost or staffing requirements.
NOW THEREFORE, the City Council of Palm Desert, California hereby finds and
resolves that it approves the implementation of an Alternative Workweek Schedule
Policy, as attached hereto as Exhibit "A".
PASSED, APPROVED AND ADOPTED this 24th day of August, 2017
AYES:
NOES:
ABSENT:
ABSTAIN:
JONATHAN, KELLY, NESTANDE, WEBER, and HARNIK
NONE
NONE
NONE
JJN C. HARNIK, MAYOR
ATTEST:
fre,
RA' HELLE D. KLASSE , CITY C ER
CITY OF PALM DESERT, CALIFORNIA
RESOLUTION NO. 2017-62
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RESOLUTION NO. 2017-62
Administrative Procedures Manual
HRBS-001
Alternative Work Week Schedules
Page 3 of 6
of work performed. These issues should be considered prior to approving
any request for an AWS.
iv. Any adjustments to the employee's original request should be discussed
with the employee in order to develop a work schedule that is agreeable
to both the supervisor and the employee. Adjustments to the original
agreement should be made no more frequently than every six months, be
documented, and copies of the modified agreement must be provided to
Human Resources and payroll.
v. Once Department Head approval has been given, the original copy of the
alternate work week agreement and subsequent adjustments must be
sent to Human Resources for inclusion in personal and payroll files.
C. Employee Participation
i. Participation in the AWS is voluntary and subject to Department Director
approval consistent with the needs of the City. Employees shall be
required to complete and sign an "Alternative Workweek Schedule
Agreement" (Attachment A) accepting the requirements of the policy and
committing to a work schedule.
ii. Alternative work schedules must transition on designated dates only (per
payroll calendar, Friday before 4 day workweek) and are valid for six
months. The "Alternative Workweek Schedule Agreement" will
automatically renew every six months unless employees provide prior
written notice of any modification to their supervisor.
iii. Schedule changes requested by the employee within the six-month
agreement period require Department Head approval and will only be
considered to accommodate major life changes (e.g., change in daycare,
care for seriously ill family member, childbirth, etc.) and require a
minimum of 2 weeks advance notice to HR and Payroll.
iv. The following temporary schedule changes are not permitted without
Department Head approval as those changes could cause the City to
incur unintended overtime:
a. Change in the start time, end time, or meal break time on the
Employee's Flex Day;
b. Change of the Employee's Flex Day to a different day of the
week;
c. Change of the Employee's Flex Day to the other week in the
pay period.
8238915.1 PA025-001
RESOLUTION NO. 2017-62
Administrative Procedures Manual
HRBS-001
Alternative Work Week Schedules
Page 4 of 6
v. Directors may temporarily change an employee's schedule because of
business demands, vacation schedules, disciplinary issues, etc. by
submitting a request for change to the Human Resources Department for
approval. All such temporary changes initiated by a Director must be
approved by Human Resources in order to avoid incurring unintentional
overtime hours.
D. AWS (9/80) Timekeeping
i. Accurate time records must be maintained when administering an AWS.
The employee and supervisor are responsible for accurate time reporting
of hours worked and accounting for the use of any and all accrued leave.
ii. The Employee's Fair Labor Standards Act (FLSA) workweek will be
designated to begin exactly four hours after the start of the Employee's
working hours on the Employee's Flex Day. For example, if the
Employee is scheduled to work 8-5 on his or her Flex Day, the
Employee's FLSA workweek begins and ends at 12 noon on his/her Flex
Day.
iii. Leaves of absence of more than two weeks, (i.e., FMLA/CFRA, Military
Leave, Worker's Compensation Leave, etc.) not including regularly
schedule vacations, may require special timekeeping therefore
employees and supervisors should contact payroll for assistance
immediately upon receiving notice of the need for leave.
iv. Jury Duty: In accordance with Section 2.52.820 of the Municipal Code
employees receive the difference between their regular salary and any
payments (except travel pay) received from the court for Jury Duty.
Whenever an employee is called up for Jury Duty they should report to
work for any time greater than two hours remaining in their shift.
Examples:
a. 9 hour day: Record 9 hours JD
b. 8 hour day: Record 8 hours JD
c. Flex Day Off: - Record FDO: no additional compensation from
the City
d. Partial days: Record the hours worked and the balance (from 9
or 8 depending on schedule) as JD
Employees who are called to report for Jury Duty on their scheduled day
off will not receive additional compensation for that day.
8238915.1 PA035-001
RESOLUTION NO. 2017-62
Administrative Procedures Manual
HRBS-001
Alternative Work Week Schedules
Page 6 of 6
vii. Absences Generally: An employee who is absent on a 9 hour workday
will be charged with 9 hours of paid leave (i.e., sick, vacation, comp time,
etc.) consistent with policy for the use of said leave. Bereavement leave
is granted in the amount of 3 full days, and may be marked as such
regardless of occurring on a scheduled 9 or 8 hour workday.
viii. Lunch Break: Employees may, with supervisor approval, request a half-
hour lunch period, provided that they work during Core Business Hours.
For example, a City Hall Office employee may work a 7:30 to 5:00
schedule with half-hour lunch, or an 8:00 a.m. to 5:30 schedule.
E. Personal Time Off
To the greatest extent possible, employees should attempt to schedule
medical or other personal appointments on their scheduled Flex Day Off or
Regular Day Off. Also, employees should make reasonable efforts to avoid
taking miscellaneous time off on their working Friday/Monday to avoid undue
hardship on their coworkers.
F. Emergencies
All employees on the 9/80 AWS are subject to be called to work on any day to
respond to emergencies or unusual conditions which, in the opinion of the City
Manager or Department Director, may require such service from any said
employees. This may include staff shortages in a department. In any event,
the Department Head or Manager will notify the affected employee as far in
advance as practical of the need for them to report to work. Employees will be
compensated for hours worked consistent with their status as FLSA Exempt or
Non -Exempt and in accordance with existing policies and procedures.
8238915 1 PA025-(01
RESOLUTION NO. 2017-62
Attachment A
Employee Name:
Department/Division:
Effective Date:
Employee No.:
CITY OF PALM DESERT
FLEXIBLE WORK SCHEDULE AGREEMENT
Plan:
1. The Fair Labor Standards Act (FLSA) requires a consistent 168-consecutive-hour, 7-day work
week. You have elected to adopt Plan , with a work week that begins at on
and ends at on the following
2. By electing to adopt this plan, you agree to adhere to the City of Palm Desert's Flexible
Work Schedule Policy. This policy may be changed at the discretion of management.
3. By adopting this plan, you agree to the following during the first week of implementation:
(circle one as applicable)
Plan A: The first Friday off of the pay period — work an additional 4 hours during the first
week for a total of 40 hours.
Plan B: The second Friday off of the pay period — no implementation adjustment is
required.
Plan C: The first Monday off of the pay period — no implementation adjustment is
required.
Plan D: The second Monday off of the pay period — begin no earlier than the starting
time of your newly defined work week and work a total of 40 hours during the
first week (i.e., one-half day the first Monday).
4. By adopting this plan, you agree:
A. If a holiday falls on a regularly scheduled 9-hour work day, to use 8 hours of holiday and
1 additional hour of other available leave (excluding sick leave), or work the additional
hour during the work period.
B. If a holiday falls on a regularly scheduled off day, to take the day prior to or the day
following the holiday as a holiday. Note the above rule will then apply.
RESOLUTION NO. 2017-62
C. If a day is taken off due to illness, vacation, etc., on a 9-hour day, to charge 9 hours for
that leave of absence. In the event an illness or vacation, etc., occurs on your regularly
scheduled day off, no sick leave, etc., shall be charged. (Examples Attached)
D. Agree to conform to FLSA regulations in all respects, including, but not limited to,
adherence to a 40-hour work week. (The scheduled hours on the 8-hour shift day are
nonflexible.)
E. Request no change to this adopted work schedule for a minimum of six months. This
agreement automatically renews every six months unless you provide prior written
notice of any work schedule modification to your supervisor.
S. This work plan does not affect your work schedule or your base salary.
APPROVED:
Employee Signature Date
Department Head Date
cc: Human Resources, Finance
RESOLUTION NO. 2017-62
Exhibit A
Subject
Policy No.
Date
Approved by
Authored by
I. Purpose and Policy
CITY OF PALM DESERT
ADMINISTRATIVE PROCEDURES
Alternative Workweek Schedule
HRBS - 001
Issued: August 24, 2017
Amended: N/A
Resolution No. 2017-
Human Resources Department
It is the policy of the City of Palm Desert to offer flexible work hours and alternative
workweek schedules (AWS) to employees while continuing to maintain operating
efficiency, as well as productive and effective service to the public and other
agencies. Participation in an AWS is voluntary and subject to Department Director
approval consistent with the needs of the City.
II. Eligibility
All City employees are eligible to participate in an AWS as approved by their
Department Head and consistent with the provisions of this policy.
III. Definitions
Alternative Workweek Schedule (AWS): Also referred to as a 9/80 schedule, the
AWS means that rather than a 40 hour/5 day a week schedule, employees work 80
hours over a period of 10 days, typically 9 hours per day for 8 days, with one 8
hour day and an alternating day off every other week.
Work Week: A seven day (168 consecutive hours) period that is established to
calculate overtime. The workweek does not change from week to week and cannot
be modified without Department Head approval..
Example of AWS Work Weeks: Frida Flex Day *(workweek starts Frida @ noon)
Week Sunday Monday Tuesday Wednesday Thursday Friday Saturday
Off 9 9
9
Off 9 9 9
*4 hours in week 0 and 4 hours in week 1 (Schedule starts on Fnday of Week 0)
**4 hours in week 1 and 4 hours in week 2
4/4*
Off
4/4**
Off
Off
Off
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RESOLUTION NO. 2017-62
Administrative Procedures Manual
HRBS-001
Alternative Work Week Schedules
Page 2 of 6
Monday Flex Day Workweek starts Monday @ noon
4/4* 9
1 Off Off 9 9
2 Off 4/4** 9 9
`}- hours in weela-and 4 hours in week 1 (Schedule starts on Monday of We`-eT-0)
"4 hours in week 1 and 4 hours in week 2
nesday T r day Friday Saturday
9
9
9
Off
Off
Off
Core Business Hours: The time periods during the workday, workweek, or pay
period that an employee covered by an AWS is required by the City to be present
for work.
Regular Day Off: The normal weekly days off of the employee's schedule.
Flex Day Off: The "extra" day that the employee is off work every other week.
IV. GENERAL POLICIES
A. Modification or Retraction
i. The Policy will initially be enacted for a six month trial period. At any time
before or after this trial period, the City Council and/or City Manager
reserve the right to determine that such a policy is not in the best interests
of the City and modify or retract it.
B. Responsibilities and Approvals
i. Managers and supervisors are responsible to ensure that their units have
coverage during normal office hours (8:00 a.m. to 5:00 p.m. for most City
Hall departments), including the lunch period.
ii. Employees who want to participate in the AWS program must submit a
completed Alternate Work Week Agreement form including proposed
alternate work week calendar to their supervisors. (Attachment A)
iii. Prior to approving the request, managers/supervisors must consider the
impact the proposed work schedule will have on fellow employees, as
well as the division as a whole, and make any necessary adjustments.
Consideration should be given to the employees' workload and the type
8238915.1 PA025-001
RESOLUTION NO. 2017-62
Administrative Procedures Manual
HRBS-001
Alternative Work Week Schedules
Page 5 of 6
v. Holidays: Paid Holidays are listed in Palm Desert Municipal Code Section
2.52.700, and are compensated at 8 hours for full -day holidays and 4
hours for half -day holidays.
On Workdays: For full -day holidays, including floating holidays, the City
compensates for 8 hours, therefore when a Holiday falls on an
employee's 9 hour workday they account for the balance of the day using
1 hour of accrued vacation leave. Half -day Holidays (Christmas Eve and
New Year's Eve) are compensated for 4 hours, therefore employees must
account for the balance of the unworked time (0 or 5 hours, depending on
City Hall closure) using accrued vacation.
On RDO: When a holiday falls on an employee's RDO or Flex Day Off,
the employee will be required to take an alternate day off within the same
workweek, subject to supervisory approval, and the employee will be
required to use 1 hour of accrued vacation leave to account for the
balance of the day, in order to fulfill a 40 hour workweek.
For example: Pay period Sept 2 — Sept 15, including the Labor Day
�■ Holiday.
Employee A has Monday as their Flex Day and is assigned Tuesday as their
Holiday. Their workweek:
r
r
ednesday Thursday Frida Saturday
4/4* 9
Off Off Holiday 9 9 9
8/1 hr Vac
Off 4/4** 9 9 9 9
Employee B has Friday as their Flex Day and there is no change to their Holiday.
lc Sunday Monday Tuesda
Off Holiday
8/1 hr
Vac
ednesda
aturday
4/4* Off
Off Off
Off 9 9 9 9 4/4** Off
vi. Overtime for Non -Exempt FLSA Covered Employees. Supervisory
approval required. Per Section 2.52.600 non-exempt employees will be
paid time and one-half compensation for all hours worked (plus Holiday
hours) in excess of forty hours in one workweek. All overtime work must
be approved in advance by the employees' supervisor.
8238915.1 PA025-001
RESOLUTION NO. 2017-62
Example of AWS Work Weeks: 2nd Friday Flex Day Off
All timecards due on Friday except as noted.
MINN-
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No Issue with weekend work
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