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Personnel Policy and Procedures Manual

Inclement Weather and Weather Emergencies

PPP # 120-110
Procedure on Inclement Weather and Weather Emergencies

PURPOSE

The purpose of this Procedure is to implement the Policy on Inclement Weather (PPP# 120-00) and to provide direction and administrative guidelines to employees in the event of an inclement weather emergency. Employees customarily assigned to snow and ice control duties are also governed by other applicable directives.

SCOPE

In order that public services may be provided, all City offices will be open to serve the public during usual business hours. Therefore, maintaining an acceptable level of employee attendance is essential. However, there are certain severe inclement weather conditions which create emergency situations beyond the control of employees and which could affect attendance. Of primary concern is the provision of essential services to the public. To that end, the level of staffing required will be based on serving the public rather than accommodating employees.

The department directors are responsible for determining the level of staffing within their respective departments and the notification procedures necessary to implement this Policy.

DEFINITIONS

Inclement Weather Emergency means any weather condition, such as snow and ice storms, floods, hurricanes, etc., that represents a threat or danger to the welfare of employees and/or extreme risk to City property as determined by the City Manager or designee.

Essential Employees means the minimum number of employees designated by the department directors as required to operate specific City functions. Those employees are expected to report to or remain at work as notified during a weather emergency.

Liberal Leave - During inclement weather a liberal leave policy may be placed into effect. A liberal leave policy means that the rules governing the time frames for requesting and granting of Annual and Compensatory Leave and Leave Without Pay are relaxed to accommodate individuals who cannot report to work on time, or at all, due to inclement weather conditions.

PROCEDURE

In the event of inclement weather, the City Manager will determine whether it is warranted to declare an inclement weather emergency and whether all employees or only essential employees are required to report to or remain at work. Essential employees will be identified and notified of such designation by their department director.

If severe inclement weather occurs or is expected before the normal workday begins, the City Manager will decide whether conditions warrant declaring an inclement weather emergency and direct that only essential employees should report to work. That decision will be relayed via local radio stations. In the absence of such radio announcements, all employees are expected to report to work.

1. The City Manager will determine the starting and ending time of an emergency whenever an "inclement weather emergency" is declared. During the period of emergency, when only essential personnel are to report to or remain at work, the following procedures will apply:

a. Essential employees reporting to or remaining at work will be paid regular time for their scheduled shift plus, if eligible, time-and-a-half for all hours worked beyond the 40-hour workweek as approved. They will also accrue Administrative Leave equivalent to that given to non-essential employees during the inclement weather emergency. Such leave will be recorded by the department and available for the employee to take upon reasonable request.

b. Essential employees who are unable to report to work during an inclement weather emergency may request Annual Leave provided they properly notify their supervisors. Those who do not properly notify their supervisors will not be paid for the day and will be recorded as absent without permission (AWOP). The approval of such a request is at the sole discretion of the supervisor.

c. Essential employees who are unable to remain at work after an inclement weather emergency has been declared may request Annual Leave for the remainder of their shift. Such leave must be approved by the supervisor

d. Employees not required to report to or remain at work will be paid Administrative Leave for their regularly scheduled shift or for that portion of their shift covered by the period of emergency, subject to the following exceptions

(1) Employees already out on scheduled leave on the day emergency conditions arise will be charged appropriate leave for the day; and

(2) Employees who elect to leave early because of weather conditions and are granted Annual Leave prior to an announced period of emergency will be charged Annual Leave.

e. Employees who report to or remain at work during an inclement weather emergency, even though not required to do so, will receive no extra compensation.

2. In the absence of a City Manager declaration that an inclement weather emergency exists and that only essential employees report to work, despite inclement weather conditions, all employees are expected to report to work. In such instances, the following procedures will apply:

a. Employees who are late in reporting to work will be paid a full day's pay provided that they report within a reasonable amount of time and that the time missed from work will be charged against available appropriate accumulated Annual or Compensatory Leave.

b. Employees who are unable to report to work due to weather conditions, but who properly notify their supervisors, may be charged Annual Leave for the day. Employees unable to report to work due to illness will be placed on Sick Leave and may be required to provide an acceptable, verifiable note from a physician substantiating the absence. Those who do not properly notify their supervisors will not be paid for their absences and will be recorded as absent without permission (AWOP).

3. Department directors are responsible for:

a. establishing procedures and work records as necessary in order to ensure uniform administration and accountability of work activity to include accurate recording of overtime and leave records;

b. developing and maintaining up-to-date notification lists so that supervisors can notify employees of decisions affecting them during inclement weather emergencies;

c. assuring that supervisory personnel are available to employees by telephone to respond to any questions or concerns on the nature of the inclement weather emergencies;

d. posting names of designated essential employees so that they understand the department plans and they are able to perform the essential services required; and

e. assuring that all employees are aware of their assignments and responsibilities in inclement weather emergencies.