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HomeMy WebLinkAboutItem 06.r Date: Item No. 2021 Interim COVID-19 Leave Program Proposed Action Staff recommends adoption of the following motion: Move to approve the 2021 Interim COVID-19 Leave Program for employees. Overview The City Council approved a COVID-19 Leave Program and Temporary Advance Sick Leave Program on March 16, 2020. On March 18, 2020, The Families First Coronavirus Response Act “FFCRA” was passed by and signed into law. The leave programs expired on December 31, 2020. Staff is recommending approving a 2021 COVID-19 leave program to allow employees to use the remaining balance of their 80 hours of emergency paid sick leave allowed in 2020 under the City’s interim COVID leave program and FFCRA through June 30, 2021. In the instances in which the emergency paid sick leave is not available or are exhausted, employees may be permitted to utilize sick leave or PTO as outlined in City policy (or applicable union contract). The Personnel Committee has reviewed and supports the 2021 Interim COVID-19 leave program. The COVID-19 leave program has also been reviewed by legal counsel. Primary Issues to Consider • Approving the 2021 Interim COVID-19 Leave Program will allow the City to continue to provide a safe and healthy workplace for all our employees. Supporting Information • 2021 Interim COVID-19 Leave Program Financial Impact: $ Budgeted: Y☐ N☐ Source: Related Documents: (CIP, ERP, etc.): Envision Lakeville Community Values: Good Value for Public Services Report Completed by: Tammy Schutta, Human Resources Manager January 19, 2021 City of Lakeville 2021 Interim COVID-19 Leave Program for Employees On March 16, 2020, the Lakeville City Council approved the COVID-19 leave program and temporary advance sick leave program. On March 18, 2020 the Families First Coronavirus Response Act (FFCRA) was passed and signed into law. Both programs expired December 31, 2020. Beginning January 1, 2021, benefit earning employees and part-time sales associate employees who have not utilized the full 80 hours under the FFCRA as of December 31, 2020 will be eligible to use the remaining balance through June 30, 2021 as outlined in this program. Emergency paid sick leave will be pro-rated for part-time employees. This will also apply to members of bargaining units if approved by the exclusive representative in a Memorandum of Understanding. The benefit is 100% of the employee’s regular wage for regularly scheduled work hours less any applicable workers compensation payments. For the purpose of this benefit, holidays will be counted as a holiday and will be included in the 80 hours bank. Employer benefit contribution and leave accrual will continue during paid COVID-19 leave. Such benefits do not vest and will not be paid out if an employee separates from the City. COVID-19 emergency paid sick leave Reasons: 1. The employee is subject to a Federal, State, or local quarantine or isolation order related to COVID-19; 2. The employee has been advised by a health care provider to self-quarantine related to COVID- 19; 3. The employee is experiencing COVID-19 symptoms and is taking time off for a rapid or saliva test as soon as reasonably possible and waiting for these results; 4. The employee is caring for someone who is o is experiencing COVID-19 symptoms and is taking time off for a rapid or saliva test as soon as reasonably possible and waiting for these results; or o who has been advised by a health care provider to self-quarantine or isolate because of COVID-19; 5. The employee is needed and caring for a son or daughter whose school or place of care is closed, or childcare provider is unavailable, due to COVID-19 and there is no other suitable adult available in the household to provide the care. Medical documentation may be required. Employee reporting process: • Employees experiencing symptoms of COVID-19 should inform their supervisor as soon as possible and stay home and away from work while being tested and waiting for results (see below). • Employees who are asymptomatic but have had close contact with a positive case should also inform their supervisor as soon as possible and stay home and away from work while being tested and waiting for results (see below). • Employees who have been advised by a health care provider to self-quarantine due to concerns related to COVID–19 should inform their supervisor and provide the health care provider directive. Employees are expected to keep their supervisor up to date on testing and test results. Except as otherwise directed by a supervisor, testing should be done as soon as possible at an available public location that is at no cost to the employee to use. For positions requiring expedited testing and results, the City may direct the employee to a specific testing location(s). Employees must inform their supervisor of the test results upon receipt of the test results. The employee direction to remain out of work or return to work will be made by the City based upon the test results and/or surrounding facts. • You must follow treatment recommendations and return to work information must be forwarded to Lakeville’s Human Resources division. Employees must stay home until they are free of fever (100.4 F/28oC or higher) and other symptoms, such as frequent and severe coughing for at least 24-hours without the use of medicines (e.g. aspirin/ibuprofen and cough suppressants). Source www.CDC.gov. • No return to the workplace can occur until you are allowed by your supervisor. A medical certification by a medical professional may be required. Temporary Advance Sick Leave Program In the instances in which the emergency paid sick leave is not available or are exhausted, employees may be permitted to utilize sick leave or PTO as outlined in City policy (or applicable union contract). Where employees need to use sick leave or PTO, but do not have sufficient leave banks, the City will advance up to 80 hours of sick leave or PTO, provided the employee provides written authorization for reimbursement to the City for the cost of the sick lease as provided in this policy. In the case of a negative leave balance, any leave taken beyond the 80 hours will be unpaid until the leave balance has been brought out of the negative. The negative leave balance will be restored with accrued leave earned each pay period (i.e. sick leave earned per pay period is 3.69 hours). If employment is terminated and the leave balance is in the negative, the employee agrees to reimburse the City of Lakeville for the cost of the sick leave or PTO advance. This temporary program is approved by the City of Lakeville City Council and is subject to change based on business needs as determined by the City. This program will sunset on June 30, 2021 unless terminated earlier by Council action.