8.2. SR 03-17-2014 City of
Elk=' Request for Action
River
To Item Number
Mayor and City Council 8.2
Agenda Section Meeting Date Prepared by
General Business March 17, 2014 Cal Portner, City Administrator
Item Description Reviewed by
Summer Office Hours Policy
Reviewed by
Action Requested
Approve,by motion,the updated City Hall Summer Office Hours Policy.
Background/Discussion
In 2012, the City Council approved a Council goal to complete an evaluation of alternative office hours.
The intent was to save building operation costs and to enhance customer service with more resident-
friendly hours.
In the spring of 2013, the Council was provided information showing minimal financial impact of
alternative office hours,but a potential for increase in service levels with staffing that was more consistent
with typical summer vacation periods.
The Council approved a Summer Office Hours Policy on a trial basis on April 15, 2013. Throughout the
summer, staff received positive feedback from customers for the extended hours and the city staff
consensus was that it was a positive program.
Attached is the amended policy that removes the language pertaining to 2013 and the year-end review. If
the Council chooses to adopt the policy,it will continue each year unless the Council takes further action.
Financial Impact
N/A
Attachments
■ Amended Summer Office Hours Policy
P0WIAEO 0
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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
Council.This policy is inteiaded to be temporary fift nature,to be re-,�:iewed at the conclusion of the 2013 stimmef
sche"e and orAy coi-,fintted at the will of the City of Elk River City 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 The intent of extended service hours Monday through Thursday will is to provide
a 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- 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 7:30a.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 payperiod.
Amended March 17, 2014