Stonecrest HR director presents comprehensive personnel manual revisions; council debates diversity, religious accommodation, leave and promotion rules

Human resources director Leon Durden presented a comprehensive update to Stonecrest's personnel policy manual at the council work session, describing the draft as a multi-year update to the manual last adopted in January 2022 and noting legal review.

"The last time the manual was adopted was January of 2022," Durden said, adding that legal had reviewed the draft and that changes reflected federal and state law as well as recommended best practice.

The draft adds new or clarified sections including a religious-accommodation policy, diversity and inclusion language, voting leave, parental leave, bereavement, lactation accommodation, longevity pay, and a personnel hearing officer procedure for grievance hearings. Durden and the city manager said legal counsel reviewed many sections and staff had referenced GMA and SHRM materials in drafting.

Council discussion focused on several substantive points:

- Diversity and inclusion: Several councilmembers debated whether a diversity and inclusion provision should remain. Councilmember Tammy Grimes and Mayor Pro Tem George Turner favored keeping explicit DEI language, saying it signals the city's values. Councilmember McGraw and Councilmember Bridal expressed concern that HR policy language might affect grant eligibility; others replied that procurement and grant requirements are typically handled in finance/procurement policies rather than the HR manual.

- Religious accommodations: Councilmembers questioned how the new religious-accommodation section would work in practice, including timing for requests and what happens if a request cannot be approved. Legal counsel (Winston) advised the council that employers must provide reasonable accommodations unless doing so would impose an undue hardship, and that the policy should set a process for requests and documentation. Winston recommended that the final decision be a recommendation by the department head with final decision by the city manager in consultation with legal; councilmembers asked that the 30-day notice in the draft be softened to allow a shorter window (suggested 15—20 days or "as soon as possible") for requests made close to an observance.

- Promotions and probation: The draft ties eligibility to apply for promotion to the city's probationary period and proposed a six-month probation. Councilmembers debated six months versus a year before internal promotion eligibility. Supporters of six months said it aligns with the probationary period and keeps internal mobility; others favored a year to ensure acclimation and retention. The city manager and HR director emphasized flexibility and that decisions can be handled case by case.

- Leave provisions: Durden proposed changes for several leave types: paid voting leave (two paid hours either before or after work), four weeks paid parental leave for eligible employees, expanding bereavement leave from three to five paid days for immediate family (with disagreement about adding two additional paid days for out-of-state travel), continuation of options for unpaid leave or vacation/sick leave if additional time is needed, and lactation accommodations to comply with federal law. Councilmembers asked staff to clarify definitions of "immediate family" and to avoid overly prescriptive documentation requirements for bereavement unless abuse is demonstrated.

- Compensation/retention features: The draft includes a longevity pay schedule (proposed $10 per month per year after completing three years, up to 25 years) and other recognition items intended to aid recruitment and retention. The city manager and HR director said such benefits help attract and retain employees and that budgetary impact will be quantified in budget discussions.

- Grievance/hearing officer: Durden proposed a personnel hearing officer to preside over termination/demotion grievances and submit findings to the city manager. Council suggested using the existing pool of prequalified ethics officers (many of whom are attorneys) rather than appointing a new officer directly by the city manager, and asked staff to select an officer with employment/HR experience if possible. Council noted this will carry budgetary cost for outside hearings.

Council direction and next steps: Durden said she would incorporate council feedback and return revisions to the council; she set a target to circulate final edits within the week for consideration at the next meeting and proposed an effective date around May 1. Several councilmembers asked for additional time to review and asked that staff avoid scheduling final action during periods when councilmembers have limited availability.

Ending: The council took no final vote on the manual at the work session but provided detailed direction to staff on specific sections and timeline for revisions.