Hiram staff propose comprehensive employee handbook rewrite; council asked for feedback by July 10

City human resources staff presented a rewritten employee handbook to the Hiram City Council that consolidates policies added since 2015 and proposes new language on several personnel matters, including breastfeeding support, HIPAA clarification, PTO accrual, bereavement leave and wage continuation for work‑related injuries.

Kathy, who led the presentation, told the council the current handbook has been in place since 2015 and that many policies adopted since then were distributed separately; the rewrite pulls those items into one document and adds new options staff recommends the council consider. “One of the policies we've added is the required breastfeeding support policy that we had to have and also a HIPAA clarification,” Kathy said.

Why it matters: the rewrite would place current informal practices into formal policy and add new benefits intended for employee retention and to address pay continuity when workers are injured. That could affect payroll costs, leave administration and how supervisors handle absences.

Substantive proposals and clarifications discussed: - Section changes: staff consolidated and reworded sections 1–4 to reflect current practices and to add optional future policies. - Dress and logo guidance: staff proposed allowing jeans Monday–Thursday as part of a casual dress option and recommended clarifying use of city‑logo apparel when employees are not representing the city. - Terminal pay and PTO: staff proposed a higher terminal pay PTO payout for employees with long service (up to 12 weeks for employees with 20+ years or those eligible for retirement after 10 years), removal of the maximum accrual cap, and options to allow employees to carry additional accrued time so PTO can cover a Family and Medical Leave Act (FMLA) absence of up to 12 weeks. - Bereavement leave: recommended expanding paid bereavement for spouse, child and parent from three days to five days, with three days retained for other family members. - Wage continuation for workplace injuries: proposal would provide full salary for the first seven days of a work‑related injury (workers' compensation typically begins paying at day eight at 70%). The policy would allow payroll deductions to recoup the employer‑paid portion if workers' compensation later reimburses the city. - Administrative process: Kathy described the city’s existing FMLA process and said medical documentation is handled solely through her office.

Next steps and timeline: Kathy asked council members to submit suggested edits by July 10 so staff can prepare a revised draft for a July or August work session. Council agreed to place the handbook item on the next work session agenda for further review.

No formal ordinance or personnel policy was adopted at the meeting; the council asked staff to return with a revised draft after receiving council comments.