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Human Resources Committee adopts multiple employee handbook revisions, caps cash‑outs and aligns holiday observance
Summary
At its June 25 meeting the Human Resources Committee approved several handbook changes: a cap of 80 hours on annual cash‑outs, sick‑time payout language (25% of accrued hours up to 240 hours), revised bereavement and holiday rules, and clarified emergency closure pay; follow‑up with GoHR and the Safety Committee was requested.
The Human Resources Committee on June 25 agreed to a series of changes to the village employee handbook that affect how part‑time and full‑time staff are paid, how sick time is cashed out at separation and how the village will observe federal holidays.
Mayor Aaron Thomas opened the meeting at 5:30 p.m. and the committee — which included committee members Tom Ramsay, Lisa McDorman, Joe Allen and Fiscal Officer Alisha Burke — discussed and reached consensus on multiple policy edits. The committee decided to maintain the current part‑time work schedules while awaiting guidance from GoHR.
Committee members approved a limit on hours eligible for annual cash‑out, setting the maximum at 80 hours. They also revised sick‑time payout language to allow a cash‑out equal to 25% of accrued sick hours at separation, with a ceiling of 240 hours eligible to be paid.
Alisha Burke, the village fiscal officer, recommended contacting GoHR to clarify whether documentation of sick‑leave transfers should be retained in employees' personnel files following GoHR's recent audit of files. The committee directed that follow‑up question to staff.
The meeting record noted the handbook currently requires monthly safety training but that those trainings have not been consistently completed. The committee referred the issue to the Safety Committee for review and remediation.
On worker's compensation and injury procedures, Tom Ramsay asked whether an injury packet is available for staff; Burke said she was not aware of one and will contact the village's MCO to request one. The committee agreed that the injured employee's department head will conduct injury investigations and will report findings to the Safety Committee.
Bereavement leave was amended to allow employees to use up to two additional days of sick or vacation time without requiring the mayor's approval; the committee also removed the prior requirement that employees provide a death notice to use bereavement leave.
To align with the federal schedule, the committee agreed that when a holiday falls on a Saturday it will be observed on the preceding Friday, and when it falls on a Sunday it will be observed on the following Monday. Under the revised holiday rules, part‑time employees will not receive holiday leave hours but will be paid 1.5 times their hourly rate for hours worked on observed holidays. For full‑time employees, holiday leave hours will no longer be counted as "worked hours."
The committee also revised emergency office‑closure language: village offices will close for level‑2 or higher snow emergencies; closures for other emergencies will be at the village administrator's discretion. The committee decided office staff will be paid for their regularly scheduled hours during emergency closures and removed Section #4 on page 23 concerning employee closure pay.
The committee scheduled the next meeting for Wednesday, July 17 at 5:30 p.m. to continue review of the handbook. The meeting adjourned at 7:15 p.m.
