It is the intent of the Flexible Workplace Policy to provide flexibility so our Team Members feel empowered to be productive in any environment while remaining connected to coworkers and the organization. This policy outlines guidelines for flexible workplace practices including flexible work schedules and work locations. These guidelines will provide the basis for flexible workplace plans within individual departments and work units.
Based upon the Strategic Plan Initiative to provide and advance a flexible and resilient organization that delivers superior City services, the City has established a goal to recruit and retain an innovative workforce. Providing a flexible workplace will create an environment that meets Team Members’ needs and expectations for work-life balance and ensures that they can continue to perform at a high level.
POLICY
The parameters for a flexible workplace require compliance with the following State and Federal laws.
- Fair Labor Standards Act
- Worker’s Compensation
- American with Disabilities Act
Departments will develop plans for alternative work schedules and locations. These plans and subsequent changes must be approved by the City Manager or Assistant City Manager to whom the Director reports.
DEFINITIONS
Flexible Work Location: The ability to work under an arrangement in which an employee performs the duties and responsibilities of such employee’s position, and other authorized activities, from an approved, remote worksite other than the location from which the employee would otherwise work, such as a City facility or office.
Flexible Work Schedule: An established work schedule that serves as an alternate to five consecutive eight-hour workdays, Monday through Friday.
Flextime: A temporary rescheduling of an employee’s hours of work to accommodate operational requirements and/or the needs of the employee.
Compensatory Time: A voluntary process regulated by the Department of Labor; wherein under certain prescribed conditions, employees of State or local government agencies may receive compensatory time off, at a rate of not less than one and one-half hours for each overtime hour work, instead of cash overtime pay.
PROCEDURE
Flextime: Departments may use flextime scheduling on a temporary basis in response to short-term operational requirements and/or accommodation to employees as long as the scheduling does not hinder the efficient operation of the service provided. For example, if a non-exempt employee must work two hours as a result of an evening meeting, the Department Director may authorize the employee to leave work two hours early during the same 40-hour week (Sunday through Saturday). The Department Director, upon request, may also, for example, alter starting and ending hours for an employee taking a three-month class at a local college. The accommodation would not be made if it meant closing the office one hour early. Flextime should not be used to permanently change the hours of work of an employee.
Departmental management is solely responsible for the approval of flextime. Normal operating hours of facilities will not be changed when accommodating employee requests nor will services be eliminated during the time periods impacted by an accommodation.
Meal Periods: All employees’ meal breaks may be set by the Department Director based upon operational requirements of the department. Mealtimes will be no less than one-half hour and will not be eliminated.
Alternative Work Schedules: Departments may establish alternative work schedules for full-time employees on a permanent basis. These schedules may serve to provide alternate work hours or workdays. However, such schedules may not incur overtime or provide for compensatory time.
Alternate work schedules may apply to individuals, or to entire work units, based upon operational need. Such schedules shall ensure that there are no changes to facility hours or level of services for internal and external customers. Departmental management is solely responsible for the approval of alternative work schedules. Employees may be required to report to their normal work schedule to attend meetings, trainings, or other events based upon operational needs.
Flexible Work Locations: Departments may provide for full-time employees to work from alternative locations on an as-needed or on an established schedule. This option shall be available to all employees, subject to operational needs. It is recognized that due to the nature of some employees’ responsibilities, such as field assignments, supervisory responsibilities, or direct customer service, they may not be able to work from alternative locations on a regular basis.
Individual departments shall develop policies to guide departmental flexible work plans based upon operational needs consistent with this policy. Such arrangements shall ensure that there are no changes to facility hours or levels of service for internal and external customers; however, such schedules may not incur overtime or provide for compensatory time.
The City will support remote work with appropriate technology and training to ensure that employees can work productively and securely in an alternative work location. The City shall also establish minimum criteria for alternative work sites, such as connectivity to support remote work and workplace safety. Employees who are working remotely will be expected to be available during their agreed-upon work hours for phone calls, video conferencing, and by email and instant messaging. If the employee is unable to work remotely for any reason, they will be required to report to their normal work location. Employees may be required to report to their normal work location to attend meetings, training, or other events based upon operational needs. An employee must have a Meets Standards rating on their performance evaluation in order to be eligible for remote work.
Technology & Equipment Provided by the City: The City is committed to providing a productive workplace and will furnish mobile technology. The City will not furnish or equip a home office.
