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

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AGENDA ITEM Date: December 8, 2025 Title: Personnel Policy Amendments - Resolution 7647 Presenter: Maggie Jin, Finance Director Section: Consent Agenda Purpose: The purpose of this item is to update the City of Orono Personnel Policy Handbook. Item: 10 2. Background: The personnel policy contains the personnel policies and procedures that govern the city and employee relations. Staff continuously looks at the policies to ensure that it is staying up to date with legislations and good practice. Some of the key changes are as follows: • Section 2.09 - Clarified the definition of smoking per the Minnesota Clean Indoor Air Act; • Section 3.16 - Added look -back period for part-time employee's eligibility for benefit eligibility purpose; • Section 4.06 - Added rejection examples for background checks; • Section 6.03 - Amended unpaid lunch period for six or more consecutive work hours per state statute update (previously was eight hours or more) and added in clause that allows employees to combine their unpaid lunch with their paid breaks; • Section 9.05 - Added cap of 2 classes per semester reimbursable for tuition reimbursement policy; • Section 11.02 - Vacation table has been updated to follow bargaining units vacation schedule, which simplifies future years' rates; • Section 11.03 - Changed title from "funeral" to "bereavement" leave and updated city's definition of immediate family members; • Section 11.16 - Clarified when the rolling twelve-month period begins (first date of leave); • Section 11.17 - Added Paid Family and Medical Leave policy per the law going into effect on January 1, 2026; • Section 14.02 to 14.03 - Clarified calculation for years of service and added health care savings plan waiver option; • Section 17.08 - Clarified reimbursement policy for meals and events; • Section 2 1. 10 - Added Al section in IT policy; • Section 21.13 - Clarified cellphone allowance policy; • Section 23.02 - Added new and annual employee logo wear section to allow staff a credit to purchase city logo wear; • Appendix H. - Added termination clause to policy and updated credit card user agreement verbiage and amended form. Credit card policy will be part of the Financial Policy adoption at the next update. Remaining changes were minor, including formatting. The redlined version of the employee handbook is included with this action item. 3. Staff Recommendation: Staff recommends adopting Resolution 7647 to amend the personnel policy handbook. 95