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HomeMy WebLinkAboutC04.0 Inclement Weather CITY OF GRAPEVINE ADMINISTRATIVE POLICY SUBJECT. INCLEMENT WEATHER SECTION: C NUMBER: 4.0 PREPARED BY: HUMAN REVISED DATE: 02/01/2014 RESOURCES PAGE: 1 of 3 PURPOSE 4.1 The purpose of the Inclement Weather policy is to establish guidelines for attendance and pay during periods of inclement weather. This policy does not supersede the Emergency Management procedures or the Emergency Call-Back procedures found in the Emergency Operations Plan. POLICY 4.2 The City Manager determines when to declare inclement weather days. Inclement weather is defined as weather conditions which are physically severe and which create travel situations hazardous to employee safety. Inclement weather conditions include, but are not limited to: o Several inches of ice on the street o The closing of streets and bridges due to impassability o Electrical, utility failures or shortages 4.3 Upon advisement by the Police Chief, the City Manager may determine that the weather conditions are severe enough that only essential services are required to report for duty. Essential services are defined as: o Police, Fire, and Public Works employees scheduled to work their normal shift o Employees as determined by Department Heads 4.4 All employees are deemed to be non-essential unless a state of emergency exists. Non-essential and essential employees who are required by their supervisor to work all or some portion of their regularly scheduled work hours during the designated Inclement Weather period will not receive any additional or premium pay for these hours. These employees will not receive both regular straight time pay for hours worked and Inclement Weather pay for the same hours. Hours worked by non-exempt Human Resources during the period declared as Inclement Weather will not be paid at an overtime rate, unless required by the Fair Labor Standards Act. CITY OF GRAPEVINE ADMINISTRATIVE POLICY SUBJECT. INCLEMENT WEATHER SECTION: C NUMBER: 4.0 PREPARED BY: HUMAN REVISED DATE: 02/01/2014 RESOURCES PAGE: 2 of 3 4.5 Non-exempt essential employees who are required by their supervisor to work but do not work, may use compensatory time or vacation leave for the lost time. If compensatory time or vacation leave has not been accrued, the lost time will not be paid. In accordance with the Fair Labor Standards Act, exempt employees' pay will not be reduced if late or absent for less than a full day; however, vacation accruals must be used if available. Exempt employees absent for a full day may use vacation accruals for the time lost. Exempt employees who have not accrued vacation leave and are absent for a full day will not be paid for the lost time. 4.6 When the City Manager has declared the weather too severe for non-essential employees, those absent for the period designated by the City Manager will have their time charged to "Inclement Weather." 4.7 If inclement weather has not been declared, all employees are expected to work on their normal workdays. Non-exempt employees who are late for work or who are absent the entire day may use compensatory time or vacation leave for the lost time. In accordance with the Fair Labor Standards Act, exempt employees' pay will not be reduced if late or absent for less than a full day; however, vacation accruals must be used if available. Exempt employees absent for a full day may use vacation accruals for the time lost. 4.8 If inclement weather has not been declared, non-exempt employees who have not accrued compensatory time or vacation leave will not be paid for the lost time. In accordance with the Fair Labor Standards Act, exempt employees who have not accrued vacation leave and are absent for a full day will not be paid for the lost time; however exempt employees absent or late for less than a full day will be paid. 4.9 Employees, who expect to be late for work, or miss work completely, should notify their supervisor prior to the start of the shift. Use of sick leave by employees during periods of inclement weather should be monitored by Department Heads. 4.10 When the City Manager determines the weather conditions are severe enough to declare inclement weather, a message will be recorded no later than 6:30 a.m. on a dedicated inclement weather phone line. The phone number is 817-410-3575. 4.11 The message will announce the closing or a delayed starting time for non-essential CITY OF GRAPEVINE ADMINISTRATIVE POLICY SUBJECT. INCLEMENT WEATHER SECTION: C NUMBER: 4.0 PREPARED BY: HUMAN REVISED DATE: 02/01/2014 RESOURCES PAGE: 3 of 3 Human Resources. If the City is open for business, you will not hear a message and are expected to report to work as scheduled.