12-08-2025 - Agenda Packet City Council - Regular Meeting

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approved by the City Administrator, vacation leave will not be earned during an unpaid leave of absence unless covered by FMLA or MN Paid Leave. An employee will not earn any vacation leave for any pay period unless he/she is employed by the city on the last scheduled workday of the pay period. Further, vacation leave will stop accruing as of the effective date of termination. Requests for vacation must be received at least forty-eight hours in advance of the requested time off. This notice may be waived at the discretion of the supervisor and city administrator. Vacation can be requested in increments as small as one hour up to the total amount of the accrued leave balance. Vacation leave is to be used only by the employee who accumulated it. It cannot be transferred to another employee. Employees will not be allowed to accrue more than 240 hours of vacation leave. Once an employee accrues 240 hours, they will not accrue additional time unless the number of hours drops below 240. No vacation will be allowed to accrue in excess of this amount without the approval of the City Council. Vacation leave cannot be converted into cash payments except at termination. Section 11.03 Bereavement Leave All Full-time regular Employees will be allowed up to 3 days paid funeral leave, if requested. This time will not be deducted from any accruals of the Employee. This applies for the death of immediate family. Immediate family members include child (natural, step, adopted ,or foster), spouse or registered domestic partner, siblings, (natural, step, adopted, or foster), parent (biological, step or foster), grandchild (natural, step, adopted, or foster), grandparent (natural or step), a child of a sibling of the employee, a sibling of the parents of the employee, a child -in-law, or sibling -in-law, any member of the family members listed of a spouse or registered domestic partner. This paid leave will not be deducted from the employee's vacation or sick leave balance. The actual amount of time off, and funeral leave approved, will be determined by the supervisor or city administrator depending on individual circumstances (such as the closeness of the relative, arrangements to be made, distance to the funeral, etc.). Section 11.04A Military Leave State and federal laws provide protections and benefits to city employees who are called to military service, whether in the reserves or on active duty. Such employees are entitled to a leave of absence without loss of pay, seniority status, efficiency rating, or benefits for the time the employee is engaged in training or active service not exceeding a total of 15 workdays in any calendar year. City compensation is in addition to the military's pay for these 15 days, as per MN Attorney General's Opinion. The leave of absence is only in the event the employee returns to employment with the city as required upon being relieved from service or is prevented from returning by physical or mental disability or other cause not the fault of the employee or is required by the proper authority to continue in military or naval service beyond the fifteen -day paid leave of absence. Employees on extended unpaid military leave will receive fifteen days paid leave of absence in each calendar year, not to exceed five years. Where possible, notice is to be provided to the city at least ten working days in advance of the requested leave. A training notice, signed orders, or battle assembly schedule are examples of typical written notification to share with the city. If an employee has not yet used his/her fifteen days of paid leave when called to active duty, any unused paid time will be allowed for the active -duty time, prior to the unpaid leave of absence. Page 37 of 151 133