DATE: December 1, 2016
TO: Board of Mayor and Aldermen
FROM: Eric Stuckey, City Administrator
Shirley Harmon, Human Resources Director
SUBJECT:
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Consideration of Resolution 2016-95, A Resolution to Amend Article XXII (General Policies and Procedures) of the Human Resources Manual (Hours of Work).
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Purpose
The purpose of this memorandum is to provide information to the Franklin Board of Mayor and Aldermen (BOMA) concerning the change of the official work schedule from the current Friday through Thursday time frame to a Sunday through Saturday format, to be effective Sunday, January 1, 2017.
Background
For payroll preparation purposes, and specifically the preparation of direct deposits and integration with banking protocols, the City changed its official work schedule in 2006 to a Friday through Thursday reporting period. While this solved many problems in handling banking issues, the schedule has in many cases created difficulties in scheduling and has long been considered for a change. City staff is almost universally in favor of a change. With the introduction of our new time and attendance system, the need for that change has accelerated as the Kronos time system works most efficiently in a Sunday-Saturday work schedule format.
The Human Resources staff and Administration, in conjunction with the Finance and Payroll staff, have studied the complexity of this change for almost a year, considered all of its implications to our varied employee duties, and resolved that the best time to make a change is with the start of a new calendar year. The plan is to implement the change effective January 1, 2017. In order to implement this change in the pay period, the Human Resources manual (Article XXII, General Policies and Procedures) will need to be amended. It is recommended that the specific reference to the timing of the pay period be eliminated and that the timing of the pay period be addressed through the employee handbook.
Financial Impact
There is a small cost associated with the change, as two days of a previously existing work week will be aggregated with a new fourteen-day work schedule. The resulting change will result in a single sixteen day work schedule [December 30 - January 14], and some minimal amount of overtime for employees that work on Friday and Saturday as part of their job responsibilities. All or part of the additional cost will be offset by streamlining the work scheduling process and elimination of inadvertent overtime that results from the unwieldy Friday-Thursday schedule.
Recommendation
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Staff recommends approval of Resolution 2016-95, amending the Human Resources Manual to allow for the modification of the City’s pay period (moving to a Sunday through Saturday format).