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612 Inclement Weather
.01 Purpose
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.
.02 Procedure
The City Manager shall determine 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: several inches of ice on the street; the
closing of streets and bridges due to impassability; and electrical or other utility
failures or shortages.
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 Police, Fire, Public Works and
those employees as determined by Department Heads. In addition, designated
Parks Maintenance employees will be considered essential during inclement
weather. If the City opens a facility for community use during inclement weather,
full-time and part-time employees of that facility will be considered essential and
will be required to work if called in.
All other 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 personnel during the period declared as Inclement
Weather will not be paid at an overtime rate, unless required by the Fair Labor
Standards Act. 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.
.03 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." Employees who are on a pre-approved
vacation will continue to be charged for their vacation time if used. Employees on
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FMLA will not receive inclement weather time.
.04 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.
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.
.05 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. Sick leave
must meet the requirements of Policy 603 in this manual.
.06 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.
The message will announce the closing or a delayed starting time for non-essential
personnel. If the City is open for business, the message will indicate that the City
is open and employees are expected to report to work as scheduled.
Revised 01/31/2011
Administrative Policy Manual Republished 02/01/2014
Revised 06/16/2021