Consideration and Adoption of Ordinance No. 2018-18:  An ordinance amending the Flagstaff City Code, Chapter 1-14, Personnel System, by amending the Employee Handbook of Regulations relating to General Definitions, Employee Advisory Committee, Vacation Leave,  and On-Call and Call-Out Pay; providing for penalties, repeal of conflicting ordinances; severability; and establishing an effective date.

City of Flagstaff Charter Article IV, Section 5 Personnel Rules and Regulations states Council shall, by ordinance, provide for the establishment of Personnel Rules and Regulations for the purpose of regulating and controlling the appointments, promotion, demotions, discharges, and reinstatements of all officers and employees of the City, except those elected by the people, members of appointive boards and commission and volunteers who serve without pay, and also except the City Manager, City Attorney, and the Police Judges.  The Personnel Rules and Regulations adopted by City Council are found in the Flagstaff Employee Handbook of Regulations ("Employee Handbook"), which is  incorporated by reference into Chapter 1-14, Personnel System, of the City Code. Staff are recommending the following amendments to the Employee Handbook, which require the City Council's consideration and approval.

The Human Resources Division, Leadership and the Employee Advisory Committee have been discussing the General Definitions, Employee Advisory Committee, Vacation Leave and On-Call and Call-Out Policies since October 2017 to determine what policy language best fits the organizational needs.  The following is a summary of the changes being recommended:

• Update the definition of an emergency service employee and move to general definitions since the term is referred to in several areas of the Employee Handbook.
• Update the work period from 24 to 12 days (or 182 to 91 hours) for Fire Suppression Employees.
• Create definitions for hours worked, regular hourly rate and work week in the general definitions are since these terms are used in multiple policies within the Employee Handbook.
• Update the Employee Advisory Committee structure to include reorganizations and retitles.
• Add two exceptions for an employee to carryover vacation leave to meet organizational needs.
• Add a new policy to the Employee Handbook for On-Call and Call-Out Pay.

There are potential costs associated with the vacation leave carryover and the On-Call and Call-Out Pay that are accounted for in the fiscal year budget by division.

The new On-Call and Call-Out Pay policy added to the Employee Handbook will replace the Employee Directive 4-049 Standby and Call-Out Policy.

These policy revisions have elements related to employee compensation and the perception of fairness which may impact the ability to attract and retain quality City employees.

First reading of this ordinance occurred at the Regular Meeting of May 1, 2018.

The Flagstaff City Council may choose to amend the recommended action prior to adoption.

Inform.