OR 98-823 Amends Employee Policy & Procedures Handbook AN ORDINANCE OF THE CITY OF COPPELL, TEXAS
ORDINANCE NO. 98823
AN ORDINANCE OF THE CITY OF COPPELL, TEXAS,
AMENDING THE CITY OF COPPEIJ. EMPLOYEE POLICY AND
PROCEDURES HANDBOOK BY ADOPTING THE AMENDMENTS
ATACHED HERETO AS EXHIBIT "A"; PROVIDING A REPEALING
CLAUSE; PROVIDING A SEVERABILITY CLAUSE; AND PROVIDING AN
EFFECTIVE DATE.
WHEREAS, the City Council Personnel Policies Committee and City Council have reviewed
the attached policies and determined the need and appropriateness to adopt the attached amendments;
and
WI~IF~REAS, the City Council desires to adopt the attached amendments effective March 1,
1998;
NOW THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY
OF COPPELI., TEXAS:
SECTION 1. That Ordinance No. 93584 and the City of Coppell Employee Policy and
Procedure Handbook, as heretofore amended, be and the same are hereby amended by adding the
following polides, attached hereto as Exhibit "A", effective March 1, 1998.
Revised Policies
SOP # 1143 - Holidays
SECTION 2. That all provisions of the Ordinances of the City of Coppell, Texas, in conflict
with the provisions of this ordinance be, and the same are hereby, repealed, and all other provisions not
in conflict with the provisions of this ordinance shall remain in full force and effect.
SECTION 3. That should any word, phrase, paragraph, section or phrase of this ordinance
be held to be unconstitutional, illegal or invalid, the same shall not affect the validity of this ordinance
SS15651
as a whole, or any part or provision thereof other than the part so decided to be unconstitutional, illegal
or invalid, and shall not affect the validity of the Ordinance as a whole.
SECTION 4. That this ordinance shall take effect immediately from and after its passage as
the law and charter in such cases provide.
DULY PASSED by the City Council of the City of Coppell, Texas, this the/(; '/// day of
/ ,
(/-h ~r/rr / , 1998.
A~PROVED: /-//
', /i C
'~2CC~C~ -~ '
ATrlEST:
KATHLEEN ROACH, CITY SECRETARY
APPROVED AS TO FORM:
PETER G. SMI~ORNEY
(PGS/ttl 1/27/98)
2 SS15651
CITY OF-COPFELL STANDARD OPERATING pROCEDURES
l] SUBJEC_ __ T: SOP NUMBER:
Holidays 1143
AUTHORITY: REPLACES:
Personnel Policy effective April 13, 1992
PAGE: I of 12 REVISED DATE: EFFECTIVE DATE: REVIEW DATE:
February 2, 1998 March 1, 1998 Annual
PREPARED B_y_Y: Personnel Policy Task Force AP~PROVED BY C~/~ANAGER: Jim Witt
U:sop1143
1.0 POLICY
1.01 It is the policy of the of the City of Coppeli to extend paid holidays to aft regular ful!-time,
regular part-time, and probationary employees. Every other employee is extended the
official holiday, bur without pay.
The following official holidays w~l] be observed:
) New Year's Day January 1
Martin Luther King, Jr. Day Third Monday in January
Memodal Day Last Monday in May
. ;., Independence Day July 4 ~
Labor Day First Monday in Sept,ember
Thanksgiving Holidays Fourth Thursday in N;~vember and following
Fdday.
Christmas Holidays December 25 ai~d either the day before
(Christmas Eve) or the day after depending
on where the holiday falls dudng the week,
Personal Holiday Employee's choice subject to Supervisor's
approval.
Such other holidays as the City Council may declare.
Rev. 2/98
ORD. 93584
117
2.0 KEY WORDS
2.01 Official Holiday
2.02 Holiday Pay
2.03 Eligibility- Holiday
2.04 Bene~Ls
3.0 DEPARTMENTS AFFECTED
3.0l All City Depa.nments
4,.0 REFERENCES
4.01 Fair Labor Sm.ndards Act ..
5.0 DEFINITIONS
5.01 HOLIDAYS:
A holiday shall be defined as a period of eight (8) hours at regular rates except
in the case of 24-hour shift employees in the uniformed fire service where the
holiday shall be the equivalent of 12 work hours. Payroll procedures will provide
guidelines addressing the administration of holidays for employees assigned to
work schedules other than 8 or 24 hours per day.
Scheduling of Holidays:
- holidays occurring on Sunday will be 1
Calculation of HolKday Hours: '-
All holiday pay or hours are calculated on an hour for hour basis,
5.02 ELIGIBFLITY ~FOR HOLIDAYS - All regular~employee~ are eligible after the
completion of one day of work.
5.03 REGULAR PART-TIME EMPLOYEES ELIGIBLE FOR HOLIDAY PAY -
Regular part-time employees shall be eligible for holiday pay only if the holiday
falls on a regularly scheduled work day(s) of the week. The employee shall be
compensated for the number of hours he/she would ordinarily have .been
scheduled to work. Should a holiday fall on Saturday or Sunday and be
rescheduled to the preceding Friday or the following Monday, regular part-time
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employees shall be compensated if the rescheduled holiday is a day they would
ordinadly have been scheduled to work.
5.04 TEMPORARY AND SEASONAL EMPLOYEES - Temporary and seasonal
employees will be paid their regular rates only if required to work on a holiday. No
holiday pay is authorized for seasonal or temporary employees who do not work on
a holiday.
5.05 EMPLOYEES REQUIRED TO WORK ON A HOLIDAY - All employees who are
required to work on a holiday shall be given an alternate day off or will be
reimbursed for the holiday at their regular rate of pay. Methods of reimbursement
for regular eight-hour employees, 24 hour fire shift personnel, police officers and
emergency personnel are described in Section 1.07 through 1.14.
5.06 REGULAR EMPLOYEES WHO WORK EIGHT-HOUR DAYS - All employees who
work eight-hour days will receive eight hours pay at straight time for each of the
official holidays dudng the year.' ' ·
5,07 POLICE OFFICERS SCHEDULED TO WORK ON A HOLIDAY - When the holiday
occurs on a regularly scheduled work day, police officers may accrue the holiday (8
hours only) or receive pay for the holiday in addition to payment for the hours
worked. The decision to accumulate a paid holiday or to receive holiday pay must
be made at the time the holiday is worked and must be approved by the
Department director. Police officers who call in sick on a holiday they were
scheduled to work wfil receive holiday pay for the day. In no event will double pay
be authorized (i.e. Holiday pay plus Personal Leave) for any day not actually
i worked.
#
5,08 POLICE OFFICERS SCHEDULED OFF DUTY ON A HOLIDAY - When the holiday
and the regularly scheduled day off occur on the same day, police employees
scheduled off dub/for the holiday will accrue one day (8 hours) holiday leave to be
taken at a later date or can be paid for eight (8) hours at the discretion of the
' Department Director.
5,09 NON-EXEMPT EMERGENCY PERSONNEL CALLED BACK ON A HOLIDAY
Employees who work eight-hour days and are called in on an emergency basis to
work a holiday for which they were not scheduled, will be paid for all hours worked
on the holiday at call back rates.
5.10 FIRE DEPARTMENT HOLIDAY ACCRUAL POLICY - Fire Department 24-hour shift
personnel will accrue a maximum of five (5) shifts of holiday pay dudng each
calendar year. In order to provide needed flexibility in scheduling holiday time off,
the first time sheet of the calendar year for shift personnel will show an accmal of
120 hours of holiday time.
Roy. 2796
ORD. 93584
119
5.11 FIRE DEPARTMENT SHIFT PERSONNEL NEW EMPLOYEE HOLIDAY ACCRUAL
RATES - New employees hired in the middle of the year who will be working
hour shifts will accrue holiday time for the number of holidays remaining in the
calendar year.
5.12 FIRE DEPARTMENT SHIFT PERSONNEL USAGE OF HOLIDAY ACCRUED TIME
The five (5) holiday shifts assigned at the beginning of each calendar year to fire
department shift personnel will be taken during that calendar year from January 1
through December 31 and will not be carded over without approval of the Fire
Chief.
5.13 FIRE DEPARTMENT SHIFT PERSONNEL REASSIGNMENT OR TERMINATION
Holiday time that has been taken pdor to the date of separation must have been
accrued, that is, the employee must have worked a full quarter for each 30 hours of
holiday time taken. If the employee has not yet accrued the total number of days
he/she has taken, unearned hell'day hours will be dedudted from the final paycheck.
Shouk:l an employee terminate before taking earned holiday leave, reimbursement
will be made on the final paycheck.
5.14 INELIGIBLE FOR HOLIDAY PAY - Any employee who is on non-paid leave, or
absent without authorized leave on the day immediately precedin9 or following a
scheduled holiday shall lose pay for the holiday as well as wages for the days of
non-paid leave.
5.15 HOLIDAY OCCURRING DURING VACATION LEAVE - A holiday that falls within an
)) employee's vacation period will not be counted as a day of vacation.
5.16 TERMINATING EMPLOYEES - Terminating employees will not be allowed to use a
holiday as their final day of employment unless scheduled and approved.
5.17 UNPAID LEAVE STATUS - An employee on an unpaid leave status will be paid
: holiday pay in lieu of the leave status pay they would ordinadh/receive at the time
? of the holiday.
5.18 PAID LEAVE STATUS - An employee on a paid leave status will be paid holiday
pay in lieu of the leave status pay they would ordinarily receive at the time of the
holiday.
5.19 OTHER RELIGIOUS OR NATIONAL HOLIDAYS - Employees may request to take
other religious and national herdays but any SUch request is subject to the approval
of the supervisor. If approved, the employee must charge the time to their vacation
leave or compensatory time.
Rev.
ORD. 93584
-" 120
5.20 HOLIDAY PAY FOR WORKER'S COMPENSATION - An employee on
workers' compensation will receive holiday pay only when the employee would
have been normally authorized to be paid for that holiday.
6.0 RESPONSIBILITY/AUTHORITY
6.01 Department Director - It shall be the responsibility of each Department Director
to ensure compliance with this Standard Operating Procedure by members or' the
Director's respective departments concerning the administration and scheduling
of holidays.
6.02 Supervisors - It is the responsibility of each Department Supervisor and/or their
designee to schedule and maintain proper records for holidays.
7.0 PROCEDURES "
RESPONSIBILITY AC"TIQN
7.01 Employee .... A. Shall request Personal
Holiday via the attached form
(see Exhibit 8.07).
B. Shall indicate on his/her time
sheet any holiday occurring
during his/her workweek.
7.02 Supervisor ..... A. Shall verify time sheet and
, . eligibility for all employees.
EXHIBITS
8.01 Example Time Sheet - Regular employees who wg.~.k eight (8) hour days
8.02 Example Time Sheet - Police Offices who work the holiday -
8.03 Exanmple Time Sheet - Police Officers scheduled off for the holiday
8.04 Example Time Sheet - Emergency Personnel called in on the holiday
8.05 Example Time Sheet - Fire Personnel schedui~:l to work on the holiday
8.06 Example Time Sheet - Fire Personnel scheduled off on the holiday
8.07 Request for Leave Form
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