5  PERSONNEL COMMITTEE MEETING  July 18, 20017 InA Attendance:  Members Present: Larry Chapman, David Irvin, Chairman and Mayor Janet Winkler Others Present: Town Manager, Rebecca Bentley and' Town Clerk, Tammy Swanson  Members Absent: Tony Colvard  Call to Order:  Chairman David Irvin called the meeting to order, and stated that the purpose of the: meeting was to discuss  possible amendments to the Personnel Policy. Overtime for Town Employees:  Rebecca stated that she wanted the Committee to review the' Town's policy on compensatory (comp) time. Rebecca explained that up until last year, overtime pay wasi not available for all departments, and some employees accumulated al lot of comp time. Comp time, however, is a liability for the Town, and she would like for employees to use the overtime pay that is available: now instead of accumulating sO much comp time. Rebecca stated that currently, our policy allows an employee to carry up to 2401 hours of comp time - police can carry 480. Because we. have a small staff, being able to use comp time can sometimes be a problem. And sometimes when employees do decide to usei it, it can create a scheduling nightmare for Department) Heads. Rebecca stated that she is proposing that employees only be allowed to carry 481 hours of comp at one time, with the Department Director (DepartmentHead), having the final authority on how the employee banks their overtime - either comp or paid overtime. The' Town Manager would be notified when the 48 hour limit  has been reached by an employee.  Janet asked how many employees have over 481 hours of comp time.  Rebecca stated that we do have several employees that are over thel limit, and she reviewed the comp time totals for the departments. Rebecca commented that if an employee quits, all the comp time hours they have accumulated at that time have tol be paid - regardless of the reason they are. leaving. She added that vacation and sick time are. kind of like a gift to the employee; however, comp time is actual time work and Rebecca stated that she contacted both the Caldwell County and the City of Lenoir, and they both require David stated that in his opinion, there should not be overtime. Employees should bei made to use extra time Rebecca stated that this would be the ideal way tol handle overtime; however, it does not always work with Larry stated that in his opinion, the Town Manager should be more: involved with making sure comp time: is Rebecca stated that she signs every time sheet that has overtime involved, which makes her aware that overtime isl being earned. These changes should give more control to the Department Head and to. her.  has tol be paid.  that comp time be used and not accumulate to large amounts.  worked in the same week iti is earned. the daily function of the office.  not piling up.    53  July 18, 2017 Persommel Committee. Meeting Rebecca presented the following amendments.  (*Sections Amendment)  Article HI - Pay Plan  Section 12. Fair Labor Standards Act and Overtime Pay Provisions  Employees of the Town can be requested and may be required to work in excess of their regularly scheduled hours as necessitated by the needs of the Town and determined by the department head, Overtime work should normally be approved in advance by the department To the extent that local government jurisdictions are sO required, the Town will comply with the Fair Labor Standards Act (FLSA). The Human Resources Officer shall determine and recommend to the Town Manager which jobs are non-exempt" and are therefore subject to the Act in areas such as hours of work and work periods, rates of overtime compensation, and other Employees are expected to work during all assigned periods exclusive of breaks or mealtimes, Employees are not to perform work at any time that they are not scheduled to work, uniess they receive approval from their department head or supervisor, except in cases ofe emergency. Department Directors have the authority to designate whether the department's non- exempt employees will receive overtime pay, compensatory time, or a combination of both, for overtime worked. The Department Director: is the final authority for the compensation method and will take. into account the department's overtime budget and Non-exempt employees will be paid at a straight time rate for hours up to the FLSA established limit for their position (usually 40 hours in a 7-day period; 171 hours for sworn police in a 28 day cycle or 43 hours in a 7- day cycle). Hours worked beyond the FLSA established limit will be In determining eligibility for overtime in a work period, normally only hours actually worked shall be considered and vacation, sick leave, or holidays will be excluded in the computation of hours Whenever practical, departments will schedule time off on an hour-for-hour basis within the applicable work period for non-exempt employees, instead of paying overtime. When time off within the work period cannot be granted, overtime worked will be compensated in accordance Ine emergency situations, where employees are required to work long and continuous hours, the Town Manager may approve compensation at time and one half for those hours worked and/or grant time off with pay for rest and recuperation to ensure safe working conditions. *Accumulation - Non-exempt employees shall be allowed to accumulate. no more: than (forty-eight) 48 hours of compensatory time. Gempensatery-eave-balances-may-Petexseed 240-houFs-exeepte-pubHcslesyempeyeee-swe-RO-may-netaSeRIBre-than-489 hours. Any overtime worked after such maximum balances must be compensated in pay. The Manager will be notified whenever a compensatory balance exceeds-100-howrs-reaches 48  head, Town Manager or other designee.  provisions.  Non-Exempt Employees  operational demands,  compensated in either time or pay at the appropriate overtime rate.  worked for FLSA purposes.  with the FLSA.  hours.  Page 2    54  July 18, 2017 Personnel Committee. Meeting  *Use of compensatory time Employees may take compensatory time off within a reasonable periodi following their request Compensatory time off must not unduly disrupt departmental operations and must have prior supervisory: approval. In order to reduce the financial impact of compensatory time accruals, all available compensatory Non-exempt employees shall be paid foraccumulated, unused compensatory time upon leaving their employment with the town, regardless of the reason: for leaving such  time must be taken before vacation or: sick leave. is used.  employment. Exempt Employees  Employees in positions determined to be "exempt" from the FLSA (as Executive, Administrative or Professional staff) are paid on a salary basis and will not receive pay for hours worked in excess of their normal work periods. These employees may be granted occasional compensatory leave by their supervisor where the convenience of the department allows and in accordance with procedures established by the Town Manager. Such compensatory time is not guaranteed to bei taken and ends without compensation upon separation from the organization. In declared disaster or emergency situations requiring long and continuous hours of work, exempt employees may be compensated at a rate of up to time and ore half and/or be granted time off with pay for rest and recuperation to ensure safe working conditions for the duration of  the emergency period, as authorized by the Town Manager.  Rebecca stated that there: may havei to be some provisions made to bring the employees with an excessive Motion: (Larry Chapman/David Irvin) to recommend approval of the amendments, as presented, to the  amount of comp time in] line with the amended policy.  Personnel Policy concerning comp time. Unanimously approved.  Adjournment:  Motion: (Larry Chapman/David Irvin) to adjourn the meeting. Unanimously approved.  OansGlra Tamra T. Swanson, Town Clerk  Page 3