4.7. SR 04-15-2013 Elk REQUEST FOR ACTION
River
TO ITEM NUMBER
Mayor and City Council 4.7
AGENDA SECTION MEETING DATE PREPARED BY
Consent Aril 15, 2013 Cal Portner, City Administrator
ITEM DESCRIPTION REVIEWED By
Summer Office Hours Policy (City Hall)
REVIEWED BY
ACTION REQUESTED
Approve by motion the attached Summer Officer Hours Policy.
BACKGROUND/DISCUSSION
At the April 8, 2013,work session, the Council reviewed the attached draft policy.
The policy provides for a temporary summer schedule from Memorial Day through Labor Day. The
schedule and policy will be reviewed for consideration after the summer period.
The goal of the policy is to extend the City Hall office hours by an hour each Monday through Thursday
and close at noon on Friday. Staff reports limited customer activity and frequently minimal staff on
summer Fridays. The building inspections division will advertise extended hours by appointments on
Monday evenings.
Following approval, staff will communicate the new office hours to residents and businesses.
FINANCIAL IMPACT
There is no financial impact.
ATTACHMENTS
■ Summer Office Hours Policy
POWERED 0
N:\Public Bodies\City Council\Council RCA\Agenda Packet\04-15-2013\Summer Office Hours SR.docx 4A f U R E
Summer Office Hours Policy
Purpose
A policy to establish a Summer Office Hours Policy for City of Elk River City Hall (non-emergency)
personnel consistent with the seasonal culture of Minnesotans and in consideration of historical
workload. This policy does not include the Building Maintenance Division.
Objectives
This policy is intended to be temporary in nature,to be reviewed at the conclusion of the 2013
summer schedule and only continued at the will of the City of Elk River City Council.
There is no expectation of cost savings from the change of service hours and the number of service
hours during the Summer Hours period (42.5 per week) will not change.
It is anticipated that extended service hours Monday through Thursday will provide better
opportunity for customers to do business before or after City Hall's normal hours of business. City
Hall service levels shall not be increased or decreased during the Summer Office Hours period.
Employee benefit accruals,including vacation, sick, and compensatory shall not change during the
Summer Office Hours period.
Definitions
Summer Period—the summer period for the Summer Office Hours Policy shall be the business
period between Memorial Day and the Friday preceding Labor Day.
Summer Office Hours—The designated office hours by policy below.
Leave—Vacation, compensatory, or sick time off.
Policy
I. Office Hours and Service Expectations
1. For 2013, City Hall Summer Office Hours shall be staffed as follows:
7:30 a.m. to 5:00 p.m.,Monday—Thursday
7:30 a.m. to Noon,Fridays
2. All City Hall customer service desks shall be staffed during Summer Office Hours,
including the Main Entrance, Parks and Recreation,Planning,Building Safety and
Permitting.
3. All City Hall services will be available during the period of Summer Office Hours.
II. Employee Schedule
1. Supervisors shall set a schedule with their employees for the Summer Office Hours
period or review a schedule with their employees at the beginning of each work
week.
2. Employees working 7:30 a.m. to Noon on Friday shall work one 8.5 hour day
another day of the same week.
3. Summer Office Hours shall not create overtime for any non-exempt employees.
III. Flex-time Arrangements
Employees approved to work a Flex-time Arrangement shall determine their Summer
Office Hours Flex-time Arrangement with their supervisor prior to the beginning of
Summer Office Hours period.
N. Employee Leave
1. All City Hall employees taking leave on a Friday during the Summer Office Hours
period shall take four (4) or four and one half(4.5) hours leave for that day
depending on their Summer Office Hours schedule.
2. All City Hall employees taking leave on a Monday through Thursday shall take eight
and one half(8.5) or nine (9) hours of leave for each day depending on their Summer
Office Hours schedule.
V. Holidays
1. For holidays that fall on Monday through Thursday, eight (8) hours of holiday shall
be paid and one (1) hour of vacation or compensatory time shall be used or one (1)
additional hour of work may be performed on another day of the same work week
with Department Director approval.
2. For holidays that fall on Friday, employees will take four (4) or four and one half
(4.5) hours of holiday time and utilize their remaining four (4) or three and one half
(3.5) hours of holiday time,with supervisor approval, at another time during the
same pay period.