Hewitt council reviews major update to employee policy manual, including new AI and leave rules

City staff presented a comprehensive update to Hewitt’s employee policy manual during the March 16 workshop, outlining changes intended to modernize procedures, ensure legal compliance and improve clarity across departments. The presentation cited outside peer review and legal review and highlighted multiple new policies and revised language intended to reduce organizational risk.

The presenter said the update was driven by changes in law and by organizational needs and that it had been reviewed by HR peers and the city manager. Major additions and revisions include a violence‑free workplace policy revised to comply with House Bill 915, a new Crown Act policy to comply with House Bill 567, a GINA reference protecting genetic information, clarified HIPAA‑related employee record rules, and an express policy on unauthorized recordings in the workplace. The presentation also included a new AI guidance policy requiring employees to cite and fact‑check material produced by generative AI tools.

Staff summarized a range of operational changes in chapters on hiring, compensation and benefits: reorganized hiring procedures; a new dress‑code policy with religious accommodation language and uniform guidance for field employees; expanded longevity pay to part‑time employees who work 30+ hours; clarified overtime scheduling and consequences for unauthorized overtime; and a change to incentive pay eligibility from one year to six months. Payroll reporting rules were consolidated under a “Safe Harbor” correction policy, including a standardized form for employees to report payroll errors.

On benefits, staff proposed adding part‑time sick time (requiring council approval), clarified holiday and vacation charts, and revised sick‑time payout calculations to better align civilian and civil‑service employees. Other additions included travel approval workflows (director, assistant city manager and city manager signoffs), new building access and visitor procedures, device return and damage responsibilities, and an accident/incident reporting protocol. The manual also raises the gym membership reimbursement from $120 to $200 based on program participation review.

Council members asked clarifying questions about who would be eligible for the new part‑time sick time, the reimbursement cycle for gym benefits, and implementation steps. Staff said the manual will be posted on the city website, include acknowledgement forms for employees, and be implemented with department‑level schedules and trainings.

The workshop discussion did not include a final council vote adopting the manual; staff sought council direction and said implementation materials would be posted and distributed. The manual references a number of federal and state laws (e.g., GINA, HB 567, HB 915, HIPAA) in the policy text. Staff noted some items (such as the proposed part‑time sick time) require formal council approval as budget or policy actions before taking effect.