§ 2-601. Compensatory time.

(a)

Definitions. The following words, terms and phrases, when used in this section, shall have the meanings ascribed to them in this subsection, except where the context clearly indicates a different meaning:

Department managers means all fulltime department managers.

Elected officials means the mayor and the city clerk.

Staff means all employees who are nonunion, yearround, fulltime and salaried and are not elected officials or department managers.

(b)

Policy. This policy applies to all nonunion, yearround, fulltime salaried employees of the city, including employees of the city utilities.

(1)

All employees.

a.

Effective January 1, 2003, all comp time hours accrued by any employee under any departmental policy that may have been in effect prior to this policy will carry over, subject to the maximum allowable accruals applicable to that employee under this policy.

b.

In the event an employee is promoted within a department or changes departments during employment with the city, accrued comp time may not be transferred to the new position. Each department is responsible for the comp time earned in that department or at a position in that department.

c.

Overtime worked must be requested by the employee's supervisor for the purpose of completing regular or emergency work normally conducted by the affected employee. Work that can normally be conducted during regular hours will not be approved for overtime. That is, work will not be manufactured or delayed in order for an employee to perform that work under overtime status, in order to earn comp time at the time-and-a-half rate. Comp time is not intended as a vehicle for "banking" hours to be used at a later time.

d.

Overtime worked must be preapproved. Staff must secure proper approval for working overtime from their department manager or assistant manager. Department managers must receive proper approval for working overtime from their supervisor, who in most circumstances will be the mayor or general manager of the city utilities. Certain employees, by virtue of the emergency nature of their work assignments, may be given approval to work overtime by an appropriate supervisor. In such a case, written acknowledgment shall be obtained the following business day from the department manager or assistant manager.

e.

Records must be maintained in each department, on the prescribed form (or HR-approved equivalent), showing employee name, status, date and number of overtime hours worked, hour value of comp time hours earned, date and number of comp time hours taken, and a running balance of the comp time hours due the employee. These records must be completed as the work occurs, signed by the department manager and given to the human resources department quarterly (January 1, April 1, July 1, October 1).

f.

The human resources department shall keep a comprehensive list as to the status of each nonunion, yearround fulltime salaried employee, as per FLSA definitions. Each department will keep a list as to its department. Additionally, notation to human resources as to the status of an employee will be given on any change-of-status form.

g.

Time taken away from work in redemption of comp time earned shall be taken at times convenient to the city. Department managers shall take care not to allow extensive comp time accrual, and shall, whenever possible, allow employees to leave work during normal business hours to make up overtime worked within the week of the extra work. If comp time is accrued, the supervisor shall allow the employee time away from work at the soonest possible time the department can afford to continue without that employee.

h.

Salaries are paid as consideration for work during all regularly scheduled work hours. For some employees, this may include certain regular meetings outside of business hours, as defined in the employee's job description.

i.

Responsibility for compliance with this policy, recordkeeping and management of comp time accruals, distribution and redemption will rest with department managers.

j.

The city may, at its sole discretion, elect to pay comp time earned rather than allow time off work or to extend the time limit for redemption of time off. These exceptions shall be authorized, in writing, by the mayor or board of public works and safety.

(2)

Staff.

a.

Staff who are normally scheduled to work fewer than 40 hours per week (as described in subsection (b)(1)h of this section), will earn comp time at an hour-for-hour basis for any time (kept in 15-minute increments) requested by a supervisor and worked over the normal scheduled workweek but less than 40 hours per week.

b.

Staff will earn comp time at a rate of 1½ hours for each overtime hour worked, kept in 15-minute increments, that exceeds 40 hours worked or paid per week.

c.

Staff will be allowed to accrue comp time hours with no time limit for redemption, within the guidelines listed in this policy.

d.

Staff must be paid cash overtime pay after accruing 240 hours of comp time.

e.

Only approved accrued comp time will be paid out as termination pay.

(3)

Department managers.

a.

Department managers will earn comp time at an hour-for-hour basis for any time, kept in 15-minute increments, approved and worked over 40 hours worked or paid per week.

b.

Department managers will be allowed to accrue comp time hours but must redeem such accrued hours within six months of the date they are earned. If not so redeemed within six months, the employee will lose all claim to any accrued hours, unless an exception is requested and granted, in writing, as described in subsection (b)(1)j of this section.

c.

Department Managers can accrue a maximum of 40 hours of comp time. At that point, any additional overtime hours worked will not add to the accrued comp time amount earned by the employee unless an exception is requested and granted, in writing, as described in subsection (b)(1)j of this section.

d.

Only approved accrued comp time will be paid out as termination pay.

(4)

Elected officials. Elected officials shall not earn or accrue comp tune. It is recognized that an elected official's duties occur at different times of the day and week, and a "regular" work schedule does not exist. An elected official is expected to put in the amount of time necessary to complete his job requirements.

(Code 1985, § 34.07; Ord. No. 3339, 12-18-1989; Ord. No. 4735, 12-2-2002)