HomeMy WebLinkAboutRes 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:
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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