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22 - Request for two additional holidays - amendment to personnel policyItem No. 22 COUNCIL MEMBER AGENDA ITEM REQUEST Please complete this form to have an item placed on the agenda for the Council's consideration. The deadline for requesting an item on an agenda will be the Wednesday before the council meeting takes place. This time is necessary so that staff can research the matter and prepare/review an ordinance, resolution, or other document such as a contract. In order for your fellow Council Members to fully understand your item, have productive discussion, ensure efficient council meetings, and for staff to be able to assist you as completely as possible, it is important that you describe the item with as much detail as possible and include any supporting documentation so that it may be included in the Council's meeting packets. Please return this completed form to the City Manager's office or the City Clerk's office. Council member making request: ❑ Shatara Moore ❑ Rebecca Norment ® Reginald Hughes ❑ Clayton Pilgrim ❑ Gary Savage ❑ Rudy Kessel ❑ Mihir Pankaj Description of Item I„would like for Citi Council to consider adoi�tin Juneteenth and Veterans' Dai as additional holidays for_theCit of Paris Are additional sheets or supporting materials attached? ❑ Yes ❑.No I request that this item be placed on the agenda for the: ® City Council meeting on this date m2 26-2024 „_ ❑ Sometime in the next 2 meetings ❑ No specific time in mind — just keep it on a list of pending issues Signature: Date:.���__��� q.� City of Paris Revised 0512023.. Item No. 22 Memorandum TO: Mayor, Mayor Pro Tem & City Council FROM: Reginald B. Hughes, Mayor Grayson Path, City Manager SUBJECT: City Personnel Manual — Section 14.01 Amendment to add Juneteenth and Veterans Day as paid employee holidays DATE: February 26, 2024 BACKGROUND: While the federal government adopts national holidays, every entity has the flexibility to recognize which holidays it will observe, whether from that list or not. Observing a holiday typically involves closing of non-essential city offices, postponement of council and board meetings, and paid days off or holiday pay for employees (depending on whether they are classified as essential or not). The following is a list of recognized holidays for both federal and city: m � . RecognizedHolidays Holida Y Federal -w City „ of Paris New Years Day ...�......... X ...... X ... ............................ MLK Birthday X X Washington Washin. Birthday ...................�...W.�_.............................. X - GoodFrid.a.y. ........... _..�_� —..... ---- X.............�........ Memorial Day X "... _.............. X Juneteenth ............................. .................. - X Independence Day X X Labor Day ......... X ......... X Columbus Day .. _...__..---------. ......... X . Veterans Day - X . ----.... .... Thanksgiving D....- ayX .....� �. � X Da afterThanksg..i Day Thanksgiving Day I - _...,,. X Christmas Eve X Christmas Day X .. .------.....- X STATUS OF ISSUE: Veterans Day (November 10' each year) has been a federally -recognized holiday since 1954. In 2021, Juneteenth (June 1.91" each year) was added by the federal government as a federally recognized holiday. Mayor Reginald B. Hughes has made the request to add Juneteenth and Veterans Day to the list of City observed holidays. This would amend Section 1.4.01. of the Personnel Policy & Procedures to include Juneteenth and Veterans Day to the other observed holidays. The following would be the revision: "Section 14. 01- lIolida�s New Year's Day, Martin Luther King's Birthday, Good Friday, Memorial Day, .u nmh, July Lqqtq�- 4' Labor Day, !'�t�LqqLaw;, Thanksgiving Day and the Friday,f6llowing, Christmas Eve and Christmas Day are observed as official holidayv,lbr all City employees in accordance with the following policies: " Pursuant to Section 14.0 1, for employees whose duties do not require them. to work on the holiday, they are paid 4 -12 hours (depending on part time (4), full time (8), and certain shifts (12)) for the holiday not worked (a "paid day off' like a vacation. day). For those employees whose duties require that they work (ex: Water Treatment Facility, Waste Water Treatment Facility, Police, Fire and EMS), they are given the option of either a) receiving a leave day that they can bank and use at a future date (T13D by the employee), or b) receive straight pay the same pay period as the holiday for those holiday hours (if they worked 8 hours on a holiday and this was their complete shift, they would receive 8 hours of pay for working that day and 8 hours of holiday pay for the same day). Holiday hours do not count towards overtime. To add a holiday would have the following cost implications: For employees not required to work, there is the loss of production for being out of the office which is challenging to calculate as a tangible total. For employees required to work, this number is also difficult to calculate because our policy allows them to choose whether to have it paid out or banked as a future holiday taken. For a holiday banked and taken later-, this requires another employee to backfill which typically equates to OT pay. Factoring in sick leave, vacation leave, shift demands (emergency situation that requires more staff to come in), the varying amounts of pay employees make depending on classification and/or step, etc., this too is extremely difficult to calculate as a tangible total. However, we can at least get an idea of the minimum expense by just looking at the cost for those who choose to have it paid out the pay period they worked (instead of banking it for a future time TBD). Looking at Labor Day 2023 (a sample standalone holiday in a pay period), the expense was about $13k+ in pay paid out, plus benefits. Again, it is reasonable to see this as the low end cost to the city for a holiday before factoring in loss production, HR matters (OT, vacation, banking of leave, varying levels of pay for classification and step, emergency situations, etc.), holiday paid out, and benefits. Therefore, adding two holidays would add approximately $26k+ in pay paid out, plus benefits. OPTIONS: 1. Approve a Resolution amending Section 14.01 to add Juneteenth and Veterans Day as city recognized holidays. 2. Approve a Resolution amending Section 14.01 to add either Juneteenth or Veterans Day as a City recognized holiday. 3. Request additional information and/or deny the request. RECOMMENDATION: 1. Approve a Resolution amending Section 14.01 to add Juneteenth and Veterans Day as city recognized holidays. SUTION 14 -BEN*EnTS AND S-ER\I(Es FOR EMPLOYEES SEC TION 14.01 - flofidays New Yew,,, Day. :%ejrtixi Luther King's Bivhda-, . Good F-rid3,,,, -Memorial Dav, Juh- 4', Labor Dav, Thxtks2ivL-W )av mid the Fridav folloxving. Cbxis;tmas Eve anJ C'hrvTtm3s D.t-,- are observed as official hohda-,7, fair all dC W.- eniployees, in -wcordarvcr, with the foHowinv policie-v A. As many emplm-eles as pos,ible: are given each holiday off con&I-stc-A with the wilose duties, require the conduct of achedaled work on 1wliday-s, ieceive :additional leave days �8 hours per Fire and Fmergeiizv -M.edical Services I-) hours per day, i to equal the manber of holid.rvs worked or tniy cboo�e to be "A the extra hours of holiday time in the Smile pl-,.-ioll pei-icd t1:at the holiday occw,, -ruifrvi3'j'� Ii, the nmxmifufn number,&holtdav, t:at can be carried foxivard fjNm one calendar year to tile next B. Excludiri.- Tho�e eniplcrvee� who tNoik 2-145 sifts, a holidav i, considered to be an 8 hour Jav For thoae craployet, w -ho work 24 4S shift,- a holtd-iy V,,cousideredto, be a 12 hour day. 'Non-exenipt employees a wvrk- &kv that exceeds S bows will have to take leave for xav time taken off o:, a hohdav that exceeds 8 hours. Enfplcyees who are reyaired to worn: on a holiday and their regular work- di), cxceeds 8 hours will oral,, receive S twill", ofI1,41al". len-.•e. C. Full-time, regular emploveles are entitled to paid holiday s. Part-time remilar non- einplovees aNIII rezei•--e holidiv p in propoilion to the percent -we of time that tney work-, i Example, if pan time employee is employed 50',g of the time. the employee w-111 on1v recei;e 4 hours for i hi:Aiy if 0 I , xe employee choose; to tnk-t the whole &-ty the employee would have to take 4 hc-u's of additional le-xvet, P11-t-timef-memplealployee" AVID receive 1101iL-ty pay in Proportion 10 the PCTCCM32c of time thar thev \vcTk-. D. Ifa iezukirly scheduled hohdav Falls ou a Satuiday of Suada-v, the holiday is, taken on a Friday or '.�-'onday re,,pezfivej,,,- E. If.,ui employee is absent from work due to d1nes- on e.,e da-.- before or the day after an authorized '-t-IiJay, the Departrneqv Head may rewire that t`ie eiriplovee present a doctor's statement confilraing the 11hici, before the emplovee fecei-.-e, pay for the holiday, F, Aii cruployee on leave of absence without pay status on the scheduled work z1ay itximediMetv precedu')Z, or folloiAing 3 1whday is not paid for the holiday, 6. Emplloyee= de,iring to obsen-c religious hohda)-3 not coinci&ig wltIa official holidays are given time off lvivhow pad' of ITI-iy lye 1t'.1holized to use accrued vacation lea-, e. :0 RESOLUTION NO. AMENDMENT BY THE CITY COUNCIL OF THE CITY OF PARIS, TEXAS TO CITY PERSONNEL MANUAL SECTION 14.01 TO ADD JUNETEETH AND VETERANS DAY AS PAID EMPLOYEE HOLIDAYS; MAKING OTHER FINDINGS AND PROVISIONS AND DECLARING AN EFFECTIVE DATE. WHEREAS, the City of Paris Personnel Policy and Procedures manual Section 14.01 sets out as paid holidays observed by the City New Year's Day, Martin Luther King, Jr. Day, Good Friday, Memorial Day, Independence Day, Labor Day, Thanksgiving Day and the Friday following, Christmas Eve and Christmas Day; and WHEREAS, the City Council of the City of Paris finds it to be in the best interest of the employees and citizens of the city for the city to observe the additional federal holidays of Juneteenth and Veterans Day; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PARIS, TEXAS: Section 1. That the findings set out in the preamble to this resolution are hereby in all things approved and are incorporated herein for all purposes. Section 2. That Section 14.01 of the City of Paris Personnel Policy and Procedures be amended to include Juneteenth and Veterans Day, to read as follows: "Section 14.01-Holida s New Year's Day, Martin Luther King, Jr. Day, Good Friday, Memorial Day, Juneteenth, Independence Day, Labor Day, Veterans Day, Thanksgiving Day and the Friday following, Christmas Eve and Christmas Day are observed as official holidays for all city employees in accordance with the existing policies." Section 3. That this resolution shall be effective from and after its date of passage. PASSED AND APPROVED this 26th day of February, 2024. Reginald B. Hughes, Mayor ATTEST: Janice Ellis, City Clerk APPROVED AS TO FORM: Stephanie H. Harris, City Attorney RESOLUTION NO. AMENDMENT BY THE CITY COUNCIL OF THE CITY OF PARIS, TEXAS TO CITY PERSONNEL MANUAL SECTION 14.01 TO ADD JUNETEETH DAY AS A PAID EMPLOYEE HOLIDAY; MAKING OTHER FINDINGS AND PROVISIONS AND DECLARING AN EFFECTIVE DATE. WHEREAS, the City of Paris Personnel Policy and Procedures manual Section 14.01 sets out as paid holidays observed by the City New Year's Day, Martin Luther King, Jr. Day, Good Friday, Memorial Day, Independence Day, Labor Day, Thanksgiving Day and the Friday following, Christmas Eve and Christmas Day; and WHEREAS, the City Council of the City of Paris finds it to be in the best interest of the employees and citizens of the city for the city to observe the additional federal holiday of Juneteenth; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PARIS, TEXAS: Section 1. That the findings set out in the preamble to this resolution are hereby in all things approved and are incorporated herein for all purposes. Section 2. That Section 14.01 of the City of Paris Personnel Policy and Procedures be amended to include Juneteenth, to read as follows: "Section 14.01 -Holies New Year's Day, Martin Luther King, Jr. Day, Good Friday, Memorial Day, Juneteenth, Independence Day, Labor Day, Thanksgiving Day and the Friday following, Christmas Eve and Christmas Day are observed as official holidays for all city employees in accordance with the existing policies." Section 3. That this resolution shall be effective from and after its date of passage. PASSED AND APPROVED this 26th day of February, 2024. Reginald B. Hughes, Mayor ATTEST: Janice Ellis, City Clerk APPROVED AS TO FORM: Stephanie H. Harris, City Attorney RESOLUTION NO. AMENDMENT BY THE CITY COUNCIL OF THE CITY OF PARIS, TEXAS TO CITY PERSONNEL MANUAL SECTION 14.01 TO ADD VETERANS DAY AS A PAID EMPLOYEE HOLIDAY; MAKING OTHER FINDINGS AND PROVISIONS AND DECLARING AN EFFECTIVE DATE. WHEREAS, the City of Paris Personnel Policy and Procedures manual Section 14.01 sets out as paid holidays observed by the City New Year's Day, Martin Luther King, Jr. Day, Good Friday, Memorial Day, Independence Day, Labor Day, Thanksgiving Day and the Friday following, Christmas Eve and Christmas Day; and WHEREAS, the City Council of the City of Paris finds it to be in the best interest of the employees and citizens of the city for the city to observe the additional federal holiday of Veterans Day; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PARIS, TEXAS: Section 1. That the findings set out in the preamble to this resolution are hereby in all things approved and are incorporated herein for all purposes. Section 2. That Section 14.01 of the City of Paris Personnel Policy and Procedures be amended to include Veterans Day, to read as follows: "Section 14.01 -Holidays New Year's Day, Martin Luther King, Jr. Day, Good Friday, Memorial Day, Independence Day, Labor Day, Veterans Day, Thanksgiving Day and the Friday following, Christmas Eve and Christmas Day are observed as official holidays for all city employees in accordance with the existing policies." Section 3. That this resolution shall be effective from and after its date of passage. PASSED AND APPROVED this 26th day of February, 2024. Reginald B. Hughes, Mayor ATTEST: Janice Ellis, City Clerk APPROVED AS TO FORM: Stephanie H. Harris, City Attorney