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Res 07-09 Approving Amendments to the Personnel ManualTOWN OF WESTLAKE RESOLUTION NO. 07-09 A RESOLUTION OF THE BOARD OF ALDERMEN OF THE TOWN OF WESTLAKE, TEXAS, APPROVING AMENDMENTS TO THE TOWN OF WESTLAKE PERSONNEL MANUAL. WHEREAS, the Town of Westlake desires to document formal and consistent guidelines with regards to employment policies; and WHEREAS, the Town of Westlake realizes the need for standardized procedures for handling routine personnel matters; and WHEREAS, the Town of Westlake desires to limit both Town and employee liability; and WHEREAS, the goal of the Town of Westlake is to provide policies and benefits that are competitive to surrounding cities; and WHEREAS, the Town of Westlake desires to provide employees with a personnel manual that reflects the goals and vision of the Town's leaders; NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF ALDERMEN OF THE TOWN OF WESTLAKE: SECTION 1: The Town of Westlake Board of Aldermen does hereby approve the proposed policy amendments, attached as Exhibit "A", and their inclusion into the Town of Westlake Personnel Manual. SECTION 2: That this Resolution shall become effective upon the date of its passage. PASSED AND APPROVED ON THIS 26' DAY OF FEBRUARY 2007. Scott Bradley", Mayor 61 ATTEST: kin/Sutter, TRMC, Town Secretary Trent O. Petty, Town Mo6ager APPROVED AS TO F - RM: yy L. tanton y To Attorney Any employee on paid leave using sick pay, who then performs outside work for compensation within twenty-four (24) hours, shall be deemed to be in conflict with this policy and be subject to the loss of the paid leave time (in accordance with the Fair Labor Standards Act regarding the docking of pay for exempt employees) and subject to appropriate disciplinary action. 4.10 PAY INCREASES It is the policy of the Town of Westlake to conduct annual salary surveys of surrounding cities. Salary adjustments will be made in order to remain competitive. Merit increases are awarded at the discretion of the Town Manager. At the Town Manager's discretion, employees may receive additional pay adjustments above the standard annual merit increase. In the event that additional pay adjustments are authorized, the authorization date will become the new anniversary date for future pay increases. This policy does not apply to one-time merit payments. 4.11 PAYROLL DEDUCTIONS Standard payroll deductions may include Medicare, FICA, medical, dental and life insurance, deferred compensation, TMRS, IRS Section 125 expenses, and child support. 4.12 PERFORMANCE EVALUATIONS Performance evaluations permit the supervisor and the employee to discuss the job responsibilities, standards, performance requirements, and any existing or anticipated problems. All employees will be evaluated not less than once per year and will be graded on a pass or fail basis. It is recommended that reviews are held on or around the employee's anniversary date. See Section 5, Employee Evaluation and Compensation Plan, for more information. 4.13 PERSONNEL DATA CHANGES It is the responsibility of each employee to notify their department of any changes in personal data within five (5) working days from the date of change. The Town will not be responsible for lost or misdirected communication resulting from outdated personnel information. Information shall include, but not be limited to, change of name, home address, mailing address if different, telephone number, person(s) to be contacted in the event of an emergency, change in marital status and names of dependents. Each employee must complete and sign the W-4 form to meet federal requirements when such changes occur. 4.14 PROBATIONARY/INTRODUCTORY PERIODS Town of Westlake Personnel Manual Page 39 SECTION S - EMPLOYEE BENEFITS 6.01 CAR ALLOWANCE AND MILEAGE REIMBURSEMENT The Town of Westlake provides car allowances to reimburse employees required to use personal vehicles extensively for Town -related business. For some employees at a manager level and above, a car allowance may be set above the reimbursement level as a part of the employee's total compensation package. The use of mileage reimbursement is to reimburse employees who are required to use personal vehicles occasionally for Town -related business. The reimbursement rate will remain consistent with the IRS -approved rate. In order to receive a mileage reimbursement, employees are required to document the miles driven and purpose on an expense report. The expense report must be approved by the Department Head and forwarded to accounting for processing. Reimbursement checks will only be issued during the normal bi-monthly check run cycle. 6.02 DIRECT DEPOSIT Direct deposit is a service provided to all Town of Westlake employees to deposit net pay directly into a financial institution (checking or savings account) of the employee's choice. Paychecks are automatically deposited in a personal account on payday. The employee receives a check stub detailing gross pay, taxes, deductions, and direct deposit amount. The check stub will be sent to the employee each payday and the front of the check will read "void". Any change to the status of paychecks with regard to direct deposit, such as a bank account number, application to participate in the program, or cancellation of the direct deposit program requires a two-week (2) written notice through the Human Resources Department (see Forms Appendix). Enrollment forms are located in Human Resources. Direct deposit will cease at the time of termination. Final check arrangements will be made through Human Resources at the "exit interview." 6.04 ENROLLMENT iN THE WESTLAKE ACADEMY A student whose parent or legal guardian is employed by the Town of Westlake or the Westlake Academy will be eligible for admission on a space available basis after all students of Westlake residents are admitted. Town of Westlake Personnel Manual Page 49 Payment shall be made for accruals of unused earned sick leave upon retirement or death of the employee. Payment is contingent provided the employee has completed twelve (12) months of employment with the Town and has not been discharged as a result of criminal or civil misconduct involving Town property, personnel, or official position. Payment of unused sick leave in other circumstances is to be made only if approved in advance by the Town Manager. SUPPLEMENTAL DEAT] The Town of Westlake has chosen to offer Supplemental_ Death Benefits for members and retirees. Survivors of active employees receive an additional benefit approximately_ equal to the employee's annual salary. If death occurs after retirement, the Supplemental Death program pays a lump sum of $7,500 to the employee's beneficiary. Upon death an employee's beneficiarV or estate is guaranteed to receive at least a refund of the remaining member deposits and interest. If the employee is vested at the time of death, their beneficiary may also be eligible for a monthly payment. If death occurs after retirement, the monthly payment a beneficiary receives will be based on the retirement option that the employee has chosen. 6.12 USE OF THE PUBLIC FACILITIES Employees are encouraged to utilize the Town's public facilities for recreation and personal fitness. Usage of the gymnasium is limited to periods of non -usage by the Westlake Academy. Any organized team sports should be coordinated though the Director of Facilities and Recreation and will be limited to "open" hours. 6.13 VACATION BENEFITS Regular full-time and regular part-time employees are eligible for vacation benefits according to the guidelines set forth in this policy. Vacation pay will be based on the employee's straight -time pay rate when the benefit is taken. It does not include shift differentials, incentive pay, bonuses or other special forms of compensation. Employees may begin taking vacation leave after successful completion of their initial introductory period with their Department Head's approval in not less than one-hour increments. Vacation leave must be requested in writing using an "Employee Absence Form" and approved in advance by the Department Head or designee to ensure that it does not interfere with normal departmental operations. The original form is then forwarded to the Payroll Department for processing. It is the responsibility of each Department Head to ensure that all documents related to paid time off are sent to the Payroll Department. Town of Westlake Personnel Manual Page 56 SECTION 7- EMPLOYEE COMPENSATION 7.01 COMPENSATORY TIME Non-exempt employees who work overtime hours may be eligible to receive compensatory time rather than overtime pay. Compensatory time is earned at a rate of 1'/ times the number of hours worked if the employee has exceeded the overtime threshold for the respective pay period. The option to use compensatory time off rather than overtime pay is at the discretion of the Department Head. If Compensatory Time is selected by the Department Head, it should be noted clearly on the time sheet. Employees working overtime will receive 1'/z hours of compensatory time for every hour worked in their Comp Bank. Unused comp time may be sold back to the Town once annually and is payable in full upon termination, regardless of cause. 7.02 OVERTIME When operating requirements or emergency situations are such that needs cannot be met during normal working hours, employees may be given the opportunity to volunteer or may be instructed to work overtime. Overtime compensation is paid to all non-exempt employees in accordance with Federal and State Law. Non-exempt employees who are called in to work hours other than what is normally scheduled shall receive compensation of 1'/2 times the normal hourly rate. Mandatory training programs outside normal work hours on or offsite are paid at an overtime rate. Elective or non -mandatory training courses outside normal work hours may be unpaid or paid at a normal hourly rate at the Town Manager's discretion. 7.03 PAYDAYS The Town of Westlake will take all reasonable steps to assure that its employees' pay and benefits, as well as vacation, sick leave, and holiday time, are accurate. It is imperative that employees participate in this effort by examining their timesheets and signing them. Each employee should examine their paycheck received and bring to the attention of their immediate supervisor any discrepancies. All regular Town employees are paid bi-weekly on every other Friday. DPS Personnel are subject to a 15 -day work cycle. Paydays fluctuate and are documented on the DPS Payroll Calendar. In the event a payday falls on a holiday, employees will receive their paychecks on the last banking day preceding the regular scheduled payday. Town of Westlake Personnel Manual Page 59