HomeMy WebLinkAboutResolution 931 .-c'r-93
A Resolution
WHEREAS, on December 15, 1981, the City Council of the
City of Fort Worth passed Ordinance No. 8486, which provides for the
establishment, regulation and maintenance of a merit system; and
WHEREAS, Section 6 of Ordinance No. 8486 provides that the
Personnel Director shall prepare personnel policies which shall
provide for such rules, practices and procedures as may be necessary
for the effective administration of the City's Merit System; and
WHEREAS, such personnel policies prepared by the Personnel
Director, when approved by the City Manager, shall be proposed to
the City Council, and the Council may, by resolution, adopt them
with or without amendment; and
WHEREAS,. the Personnel Director and a City Manager-
appointed committee have prepared a proposed personnel policy
entitled "Personal and Major Medical Sick Leave, " consisting of five
rah pages, which policy is attached hereto, marked Exhibit "A" and made
a part hereof by reference; and
WHEREAS, such policy has been approved by the City Manager
and proposed to the City Council;
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF FORT WORTH:
That the City Council hereby adopt, without amendment, the
attached personnel policy entitled "Personal and Major Medical Sick
Leave, " as part of the City' s Merit System, as provided in Section 6
of Ordinance No. 8486.
Adopted this day of 1983 .
C" OF FORT WORTH
MA•rER FICE-L .t ®' Fort Worth, r _51,xas
C!TY MA' -1
,O.CCvjNT1,4:-Z Mayor and Council Communication
TF 'ORTP.TICN,'F',E_'C WORK3•9
PERSONNEL-1
DATE REFERENCE SUBJECT: Personal heave i PAGE
NUMBER G-5672
6/28/83 - 1 of —2-
Background
In early May 1983, a major change in the City's present vacation leave policy
was proposed to replace the rules governing vacation, sick, and family leave
plans. The plan gives employees more flexibility in deciding to use their
earned time and provides monetary rewards for accumulating time while reducing
the opportunity for abuse.
An analysis of the new plan indicates that after a transition period there
would be an annual savings to the City of $1 .2 million dollars. Savings will
be realized through reduced absenteeism and increased productivity.
In introducing the proposed leave plan to employees, considerable effort has
been given to educate employees and to give them an opportunity to comment on
.� the proposal. The leave plan being presented to the Council is the result of
extensive participation by employees as well as employee organizations.
Every City employee has been given the opportunity to review the proposed plan
Now with an estimated 800-1000 employees participating directly in the review
process by attending meetings, submitting written comments or by calling the
Personnel Department.
This has been the first time a proposed change in personnel rules has been
circulated to all employees for comments and suggestions prior to
implementation. As a result of employee input, several substantive
modifications to the original proposal were presented to Council at the June 7
workshop. The modified proposal was outlined in a special letter from the City
Manager and distributed to each employee. The letter was followed by an
additional Voice article in June. Additional comments by Employees were
encouraged.
Below is a summary of the major provisions of the PerSaYfa .�• ave,-RoTi
o Personal Leave will replace vacation, sick, and familyYea�e::graed
employees under current policy.
o Major Medical Sick Leave is a new leave which serves a isability
insurance. Employees may use MMSL only after they have been on personal
leave, prior accrued sick leave, compensatory time, or leave without pay
for seven (7) consecutive working days due to illness.
o Vacation accrued by employees will be converted hour for hour to per-
sonal leave.
... ° Accrued sick leave up to 120 days will be retained and may be used by
employees for illness. Sick leave used will not be replaced.
BATE REFERENCE SUBJECT: PAGE
6/28/83 NUMBERG-5672 Personal Leave
2 or 2
o Personal Leave is accrued on a graduated basis determined by years of servicei
Employees may sell back a portion of their personal leave each year or the
entire unused portion upon termination or retirement.
o Employees must use 10 days of ys personal leave during the following 12-month ,
period if they have 50 days of personal leave accrued as of January 1 each
year. I
I
o Three days earned MMSL may be used annually to allow employees to attend
funerals of members of an employee's immediate family.
i
Upon retirement, unused MMSL may be counted toward creditable service in
accordance with provisions in the 1983 revisions to the City's Retirement
Ordinance.
i
Recomrnendation
That the City Council adopt the attached Resolution concerning Personal and
Major Medical Sick Leave to become effective July 9, 1983.
I
i
RLH:kc
Attachments
1
OFFICIAL RICORD
CITY S BE- fARY
FT. WORTH, TEX.
APPROVED BY
CITY COUNCIL
J J N 23 1983
City secre.aiy 0:tL•
ci>r Cd FJCa W-OZ94 Z""
SUBMITTED FOR THE DISPOSITION BY COUNCIL: PROCESSED BY
CITY MANAGER'S
OFFICE BY: Q APPROVED
ORIGINATING ❑ OTHER (DESCRIBE)
DEPARTMENT HEAD: Charlie Sha and CITY SECRETARY
FOR ADDITIONAL INFORMATION
CONTACT: Charlie Sha and Ext. 76691 1 DATE
10000.002A City 'of Fort 6 rth, Texas .UVIEW & APPROVAL
RECOMMENDED M&C COMMUNKATION ��(Indicate required revie•:e by,,)
U,_.,/prepared b, Ch—a—rlie Shy and Date
Department e
g
De Date Pa 1 IeDRe.,ieled by
P Personnel ` 6/24/83 ( of ❑Recommended Fv (Department Head)
Dace
❑ (Boa or Commis stun)
Subject: Approved by_ rr Review C.—ittee) Dace
❑Ap��roved by _ Dace
❑Approved by °tf'`e ' fJ \ Dale
Personal Leave [� — " nape.e ` Se Lby Date
ApprovedbyDate
(As/5 iscan(c CSC\• `tanager)
Dead'in. 6/ 2 8/H 3 Edited by _
F,r additional inior-at,o" Charlie Shapard
Background
In early May) 1983, a major change in the City's present men leave policy
was proposed to replace the rules governing vacation, sick, and family leave
plans. The plan gives employees more flexibility in deciding to use their
earned time and provides monetary rewards for accumulating time while reducing
the opportunity for abuse.
An analysis of the new plan indicates that after a transition period there
would be an annual savings to the City of $1 .2 million dollars. Savings will
be realized through reduced absenteeism and increased productivity.
In introducing the proposed leave plan to employees, considerable effort has
been given to educate employees and to give then an opportunity to comment on
the proposal. The leave plan being presented to the Council is the result of
extensive participation by employees as well as employee organizations.
Every City employee has been given the opportunity to review the proposed plan
with an estimated 800-1000 employees participating directly in the review
process by attending meetings, submitting written comments or by calling the
Personnel Department.
This has been the first time a proposed change in personnel rules has been
circulated to all employees for continents and suggestions prior to
implementation. As a result of employee input, several substantive
modifications to the original proposal were presented to Council at the June 7
workshop. The modified proposal was outlined in a special letter from the City
Manager and distributed to each employee. The letter was followed by an
additional Voice article in June. Additional comments by Employees were
encouraged. r gi ' �j
Below is a summary of the major provisions of the Pe maLaXIM
o Personal Leave will replace vacation, sick, and f ifl.
,� �:.��t.T'!�t
employees under current policy. �+
o Major Medical Sick Leave is a new leave which serves as a disability
insurance. Employees may use MMSL only after they have been on personal
leave, prior accrued sick leave, compensatory time, or leave without pay
for seven (7) consecutive working days due to illness.
Vacation accrued by employees will be converted hour for hour to per-
sonal leave.
Accrued sick leave up to 120 days will be retained and may be used by
employees for illness. Sick leave used will not be replaced.
1 0006-0 0 2EI RECON _ENDED M&C COMMUNICATI 'i (Continued) Page
IOf 2
o Personal Leave is accrued on a graduated basis determined by years of service.
Employees may sell back a portion of their personal leave each year or the
entire unused portion upon termination or retirement.
o Employees must use 10 days of personal leave during the following 12-month
period if they have 50 days of personal leave accrued as of January 1 each
year.
o Three days earned MMSL may be used annually to allow employees to attend
funerals of members of an employee's immediate family.
Upon retirement, unused MMSL may be counted toward creditable service in
accordance with provisions in the 1983 revisions to the City's Retirement
Ordinance.
Recommendation
4411- e- FLe e-c-^- CL sl -
What the City Council adopt the attached Resolution concerning Personal and
Major Medical Sick Leave to become effective July 9, 1983.
RLH:kc
Attachments
OFFICIAL
CITY OF FORT WORTH PERSONNEL REGULATION- SECTION I
SUBJECT I REVISION NO. NUMBER 1
PERSONAL AND MAJOR MEDICAL SICK LEAVE
EFFECTIVE DATE PAGE 1 OF 5
')ATE APPROVED BY CITY COUNCIL APPROVED BY CITY MANAGER
1.0 Purpose:
The purpose of this policy is to establish a program of Personal Leave and Major
Medical Sick Leave which replaces previous policies which included Vacation,
Family Leave and Sick Leave. Other leave such as Holidays, Court Leave and
Military Leave are not affected.
2.0 Departments Affected:
All departments except Civil Service personnel in Police Department and Fire
Department and Library employees hired before July 1, 1975. Library employees
hired before July 1, 1975 may exercise a one-time option of accepting this pblicy.
3.0 Policy:
3.1 Personal and Major Medical Sick Leave shall be accrued by employees on a pay
period basis as indicated in Appendix 5.1 of this regulation.
3.2 Upon implementation of this policy all unused vacation will be converted to
Personal Leave on a one for one basis. Unused Sick Leave up to 120 days shall
..i be retained as Sick Leave and may be used whenever the employee is ill or has
been injured off the job. Any unused Sick Leave in excess of 120 days shall
be converted to Major Medical Sick Leave and shall be available for use as
outlined for Major Medical Sick Leave below. Unused Family Leave will be
retained for the remainder of the current calendar year and may be used
during that time as was allowed by the previous policy. On January 1, 1984,
Family Leave will no longer be available for employees falling under the
provisions of this policy.
3.3 Payment on termination:
3.3.1 Upon termination prior to retirement, an employee shall be paid for
all unused Personal Leave at the rate of pay the employee was
receiving just prior to termination.
3.3.2 Upon retirement, an employee shall be paid for all unused Personal
Leave and up to 90 days of unused Sick Leave which was earned under
the previous policy at the rate of pay the employee was receiving just
prior to retirement. No pay shall be given for unused Major Medical
Sick Leave.
�► 3.4 Personal Leave and Major Medical Sick Leave shall beg AqRtr5
crp Rot a end
of the first full pay period of employment, but TT�lI�� of be
allowed to use any Personal Leave or Major Medical SickWHOWe have
successfully completed six (6) months of continuous s `��`�fORK TEX.
3.5 Personal Leave is an earned benefit and shall be view; as such. It is made
available to eligible employees in order to provide vacation leave, personal
illness leave, personal business leave and family leave away from work
without the loss of compensation. Once earned Personal Leave shall either be
used or will be paid for by the City at the rate of pay of the employee .who
has earned that benefit except as covered in 3.6, below.
CITY OF FORT WORTH PERSONNEL REGULATION_. SECTION I
SUBJECT I REVISION NO. NUMBER 1
PERSONAL AND MAJOR MEDICAL SICK LEAVE
EFFECTIVE DATE PAGE 2 OF 5
')ATE APPROVED BY CITY COUNCIL I APPROVED BY CITY MANAGER
3.6 Recognizing the importance of employees having time away from work, employees
that have accumulated 50.00 or more days of Personal Leave as of January 1 of
each year shall use at least 10 days of Personal Leave or prior accrued Sick
Leave during the following 12 month period. Failure to use the minimum
required leave shall result in the difference between the amount used and the
minimum required leave usage being deducted from accumulated Personal Leave
on January 1 of the following year. All such deductions shall be made prior
to determining the required leave usage for the following year.
3.7. Most employees that were employed prior to the effective date of this policy
have accrued Sick Leave. That leave will be retained by those employees as
noted in 3.2 above for use under the rules of the Sick Leave policy. As noted
in 3.3.1 and 3.3.2 above, pay for unused Sick Leave at time of termination or
retirement shall be under the rules of the previous policy.
3.8. Major Medical Sick Leave is an accrued benefit for the purpose of providing
protection in the event an employee experiences a long term illness or
injury. In order to use the Major Medical Sick Leave benefit an employee must
have been on Personal Leave, Sick Leave, compensatory time and/or leave
without pay because of illness or non-occupational injury for 7 consecutive
working days and provide appropriate proof of said illness or injury upon
request. If an employee has met the above requirements, has completed six (6)
months of continuous service and has accrued Major Medical Sick Leave
benefits, that employee will be allowed to use Major Medical Sick Leave
benefits beginning with the 8th working day.
3.8.1 Should an employee that has met the requirement for using Major
Medical Sick Leave return to work but have to again be off because of
the same injury or illness within 30 calendar days, that employee will
need no additional qualifying time to continue using Major Medical
Sick Leave benefits.
3.8.2 Upon termination and/or retirement any unused Major Medical Sick Leave
shall be forfeited except as to benefits described in Ordinance No.
8843 Fort Worth City Employees Retirement Fund covering sick leave.
3.8.3 Additionally, an employee may use up to three (3) days of earned Major
Medical Sick Leave per year, because of death in the immediate family
requiring the employee's personal attendance. No qualifying time
period will be required to use Major Medical Sick Leave for this
purpose. Certification may be required if by the
department head. (effective January 1, 1984) DFFIIU L r '. I ti
For the purpose of this regulation, immedi te+�i ,hLm' ti�s � o11andson,
ned as
wife, husband, mother, father, brother, JSfJPEW0Rfi9nj ,dghter,
mother-in-law, father-in-law, son-in-law, d
granddaughter, stepmother, stepfather, stepson, stepdaughter,
sister-in-law, brother-in-law, grandmother and grandfather.
CITY OF FORT WORTH PERSONNEL REGULATION- SECTION I
SUBJECT I REVISION N0. NUMBER
PERSONAL AND MAJOR MEDICAL SICK LEAVE
EFFECTIVE DATE PAGE 3 OF
')ATE APPROVED BY CITY COUNCIL APPROVED BY CITY MANAGER
3.9 Once each calendar year an employee may request payment in lieu of up to 40
hours of Personal Leave. Requests for payment in lieu of Personal Leave may
be made under the following conditions:
a. The employee has sufficient hours of earned Personal Leave;
b. After receiving the requested number of hours of pay in lieu of
Personal Leave retains at least 120 hours of earned Personal Leave
credits for general employees and 180 hours for crash squad employees.
3.9.1 Request for payment in lieu of Personal Leave shall be made on forms
provided and will be submitted by the employee to the appropriate time
clerk on or before November 15 of each year. Time clerks shall enter
the request for payment in lieu of Personal Leave on the Time and
Attendance Report as prescribed by the Personnel Department such that
the payment will be made on the first regular paycheck in December at
the rate of pay in effect at the time of payment. Appropriate
deductions for income tax and retirement shall be made.
3.9.2 Sale of Personal Leave shall not count as any required amount of time
off.
4.0 Procedures/Rules:
4.1 Employees will be allowed to take only those leave hours that are
shown as available on the Time and Attendance Report.
4.2 Supervisory approval to use Personal Leave is required unless an
absence from work is the result of an unforeseen emergency, illness,
or injury.
4.2.1 In cases involving a personal or family member illness,
injury, or medically related appointment, the department may
require some verification of the need to use Personal Leave.
This is especially true if the employee did not receive
supervisory approval prior to -his/her absence from work.
4.2.2. If an employee falsifies or misrepresents the need to use
Personal Leave appropriate disciplinary action will be taken.
4.3 Department and Division Heads shall schedule Personal Leave, giving
due consideration to the needs of the service and the ability of the
remaining staff to perform the work of the division. Employees shall
be permitted to take their leave at such time, in the judgment of the
department or division head, as will best s t of the
City and the employee. Of =u
IX
4.3.1 The maximum leave which can be taken tie n�h � ny one
year period is the number of days acc u 1 of the
leave, but not more than fifteen (15 ays s all be
taken consecutively for vacation purposes unless approved by
the Department Head in advance. This limitation does not apply
to the use of Personal Leave due to illness or injury.
CITY OF FORT WORTH PERSONNEL REGULATION, SECTION I
SUBJECT I REVISION NO. NUMBER 1
PERSONAL AND MAJOR MEDICAL SICK LEAVE EFFECTIVE DATE PAGE 4 OF
')ATE APPROVED BY CITY COUNCIL APPROVED BY CITY MANAGER
4.4 Approval and usage of leave may be taken in quarter hour increments;
usage of increments less than one-quarter hour shall not be permitted.
4.5 A service break of more than one year shall cancel previous service
credit toward leave eligibility.
4.5.1 Employees with adjusted service dates shall be regarded as
having continuous service and shall accrue Personal Leave
accordingly. The adjusted service date shall be considered a
new date of employment.
4.6 Personal Leave affecting employees returning from military leave is
specified in the "Military Leave" regulation.
4.7 Permanent part-time employees shall accrue Personal Leave and Major
Medical Leave in the same proportion as their work time bears to a
regular work week, use, qualification for sale and amount of sale
shall be in the same proportion.
4.7.1 Extra help employees shall not earn Personal Leave or Major
�- Medical Sick Leave and will not be entitled to leave pay upon
separation.
4.7.2 An employee who terminates before the end of a pay period
shall not earn Personal Leave for that pay period.
4.8 Official holidays occurring while an employee is on approved leave are
considered as paid holidays and do not affect leave balances.
5.0 Appendix/Appendices:
5.1 Personal Leave and Major Medical Sick Leave Accrual
VARY
FT. Woftol6i, TEX.
CITY OF FORT WORTH PERSONNEL REGULATION_ SECTION I
SUBJECT I REVISION NO. NUMBER 1
PERSONAL AND MAJOR MEDICAL SICK LEAVE EFFECTIVE DATE PAGE 5 OF
`ATE APPROVED BY CITY COUNCIL APPROVED BY CITY MANAGER
Appendix 5.1
The following chart provides information concerning Personal Leave and Major Medical
Sick Leave accrual:
Personal Leave Major Medical Sick Leave
Accrual Rate Accrual Rate Accrual Rate Accrual Rate
*Tenure w/City Per Pay Period Per Year Per Pay Period Per Year
(Years) (Hours) (Days) (Hours) (Days)
I. General Employees (Except "F" key code classification)
0-7 5.23 17 4.62 15
8-15 6.77 22 4.62 15
16-25 7.70 25 3.70 12
Over 25 9.23 30 2.16 7
�.► II. General Employees in "F" key code classification
0-15 6.77 22 4.62 15
16-25 7.70 25 3.70 12
Over 25 9.23 30 2.16 7
III. Crash Squad Employees
0-7 7.85 17 6.93 15
8-15 10.16 22 6.93 15
16-25 11.54 25 5.54 12
Over 25 13.85 30 3.23 7
*An Employee's Personal Leave and Major Medical Sick Leave accrual rate will change at
the beginning of the 8th, 16th, and 26th year of service with the City.
Ll