3.13 Flexible Work Policy
Request for
City Council Action
DEPARTMENT INFORMATION
ORIGINATING DEPARTMENT REQUESTOR: MEETING DATE:
Administration Assistant City Administrator/Human Resources Hille November 27, 2023
PRESENTER(s) REVIEWED BY: ITEM #:
Consent City Administrator/Finance Director Flaherty 3.13 – Flexible Work Policy
STRATEGIC VISION
MEETS: THE CITY OF OTSEGO:
Is a strong organization that is committed to leading the community through innovative communication.
Has proactively expanded infrastructure to responsibly provide core services.
Is committed to delivery of quality emergency service responsive to community needs and expectations in a
cost-effective manner.
X Is a social community with diverse housing, service options, and employment opportunities.
Is a distinctive, connected community known for its beauty and natural surroundings.
AGENDA ITEM DETAILS
RECOMMENDATION:
City staff recommends the City Council approve a Flexible Work Policy.
ARE YOU SEEKING APPROVAL OF A CONTRACT? IS A PUBLIC HEARING REQUIRED?
No No
BACKGROUND/JUSTIFICATION:
The City started a trial period for flexible work at City Call, including flexible hours and telework days. The proposed
policy is due to the changing work environment and to remain competitive in benefits. After a successful and well
received trial period staff have developed a formal policy to be adopted. Changes from the trial period are a decrease of
telework days, from 6 days to 4 days per quarter to ensure staffing and coverage needs.
The Administrative Subcommittee was presented with this information at their October 11, 2023, meeting and provided
direction for City Council consideration of approval.
SUPPORTING DOCUMENTS ATTACHED:
• Flexible Work Policy
• Resolution 2023-77
POSSIBLE MOTION
PLEASE WORD MOTION AS YOU WOULD LIKE IT TO APPEAR IN THE MINUTES:
Motion to adopt Resolution 2023-77 Establishing a Flexible Work Policy.
BUDGET INFORMATION
FUNDING: BUDGETED:
N/A
N/A
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Flexible Work Policy
Adopted: TBD
I. PURPOSE:
Explaining the applications of a flexible schedule and/or telework schedule for non-union
employees and payment of overtime for non-exempt employees. A flex work schedule allows
employees to work the same number of hours as expected but at different times than the City
normally operates. A telework schedule allows employees to work from their residence in lieu
of working in City facilities. Both schedules are established in advance and mutually agreed
upon by the Department Head and the employee and signed off on by Human Resources. This
policy does not apply to requests for a reasonable accommodation, which is governed by
Otsego’s ADA Policy.
II. DEFINITIONS:
Eligible employee: eligibility determined based on functions of role, including administrative
staff.
Within the work week: Consists of seven consecutive 24-hour periods, i.e., 168 consecutive
hours designated by the City.
Overtime pay: All regular full-time and part-time non-exempt employees are eligible to receive
overtime pay at the rate of one and one-half times the regular rate of pay for any hours worked
beyond the normal work week.
Non-Grievable: The approval or denial of remote working arrangements is not subject to the
grievance procedure.
Normal Workday: The hours that the position is regularly scheduled to work. Ex.
An employee working a 10-hour day flex schedule will not be paid overtime
for working over a traditional 9 hours per day as their “normal work day” would be modified to
be 10 hours.
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City Hall Core Hours: Monday - Thursday 8:00am-5:00pm; Friday 8:00am–12:00pm
Flexible Schedules:
• Flex Work: Employee is permitted a change in work location or daily schedule based on
a specific and finite need, not reoccurring. Verbal permissions permitted; no policy
agreement needed.
• Alternative Schedule: Employee works outside of the department’s core hours and/or
Monday through Friday work week on an ongoing basis.
• Telework: Employee works from their home residence based on a specific day and finite
need, not reoccurring.
III. PROCEDURES FOR APPROVAL/REVOCATION:
A. The City will consider requests to telework or work flexible hours from Eligible
Employees. All requests to work flexible hours must be submitted to the Department
Head in writing.
B. The Department Head may contact you for additional information or additional details
on why your position is suitable for a flexible or telecommuting schedule to ensure that
you are able to complete all the functions of your position.
C. The City will consider requests to work a flexible or telework schedule on a case-by-case
basis considering the following non-exclusive factors: tenure, position, performance,
manager support, customer service needs, departmental/City needs, budget impact,
access to support staff, and administrative burden. Not all positions may be suitable for
telework and/or flexible work scheduling. The City reserves the right to grant or deny
requests in its sole discretion.
D. Flexible schedules will be allowed for city hall staff as requested, and allowed when
appropriate coverage is available for city services. Flexible work days will be allowed to
adjust from 7:00 AM to 5:30 PM. (7:00 AM – 4:00PM; or 8:30 AM – 5:30 PM. Schedules
can be reoccurring during the week, or it can be for a specific day or situation.
1. Flexible Start and End Times:
Agreed-upon starting and end times that differ from the standard schedule for the
department or work group. Flextime does not reduce the total number of hours
worked in each workweek. Flextime options can include fixed starting/ending
times that change periodically; starting and ending times that can vary daily; and
variations in the length of days (e.g., 6-hour day followed by a 10-hour day).
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2. When making the decision to approve a flexible work schedule, supervisors and
the City Administrator may consider factors such as:
• Department coverage
• Impact on the public
• Impact on City employees, contractors, and consultants
• Safety issues
• Supervision issues
• Budgetary issues
• The employee’s performance
E. The City may approve a request to work a flexible or telework schedule on a trial period.
After the trial period, the arrangement will be reviewed and may be withdrawn or
approved for a longer period. Any flexible or telecommuting agreement will be reviewed
on an annual basis to determine whether the arrangement continues to be appropriate.
F. Because a flexible or telework schedule is a benefit and not a right, the City has the sole
power to approve or revoke any such arrangement without notice. Permission to work
flexible hours and/or telecommute is not guaranteed and is subject to immediate needs
of the department. Employees must be able to report to the workplace during core
hours and/or their schedule workday.
G. If the City intends to revoke a flexible and/or telecommuting schedule, the City will,
except in circumstances including discipline, performance, violation of workplace
policies and procedures, or other extenuating circumstances in the City’s sole discretion,
attempt to give as much notice as possible prior to the revocation.
H. Flexible Schedules will be reviewed by each department, at minimum, annually. Ongoing
requests from employees may result in the reassessment of existing agreements within
a department to allow for equitability in access.
I. In addition to abiding by the contents of this policy, an employee engaging in a telework
schedule will be required to sign an agreement outlining additional terms and
conditions of the work arrangement prior to beginning a telework schedule.
IV. ADDITIONAL DETAILS:
A. Telework will be allowed for a maximum of two (2) consecutive days. Consecutive days
are counted as work days, Friday then the Monday after would be considered
consecutive; similar with holidays. For a total of four (4) days in total each quarter.
Reoccurring requests for telework Mondays and Fridays will not be considered.
B. Telework days allowed for administrative staff is a maximum of four (4) days per
quarter. (Q1: Jan 1 – March 31; Q2: April 1 – June 30; Q3: July 1 – September 30; Q4:
October 1 – December 31)
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C. Telework is expected to be done within 7:00 AM to 5:30 PM; and days are considered
full no matter the number of hours of telework is used (partial or half day telework is
considered 1 of the 6 days). This does not apply to 2.6.1 Flex Work.
• Reoccurring flexible schedules may not be available to probationary employees.
• Reoccurring flexible schedules cannot be changed due to holidays, required
meetings, etc.
D. Non-exempt employees requested or required to attend meetings or to work beyond
their normal workday have the option to receive overtime pay or, when mutually
agreed upon with the Department Head, to flex the work schedule during the pay
period.
E. Even if a flexible and/or telework schedule is established, physical presence may be
required at certain times for employees and, if required, the employee is expected to
report in person.
F. Employees will record the days and hours worked for each pay period. Employees are
not to work overtime without prior departmental approval. Employees must also take
all meal and/or rest breaks as required by law.
G. Travel to and from a City office for the purpose of meetings or other work requirements
is not considered eligible for compensation and mileage will not be reimbursed.
H. Unless otherwise specified by the Department Head, an employee’s job duties and
responsibilities do not change under a flexible and/or telecommuting schedule.
Employees must continue to perform all job duties and responsibilities at a satisfactory
level. Failure to do so may result in the employee being required to return to a standard
schedule, disciplinary action, or both in the employer’s sole discretion.
I. Employees with an approved telecommuting arrangement must establish an
appropriate work environment to avoid problems associated with safety or poor
ergonomics. The City will not be responsible for costs associated with setup of the
employee’s telecommuting premises.
J. The City, at its sole discretion, may choose to provide equipment and related supplies
for use by the telecommuter or permit the use of employee-owned equipment. Any
equipment supplied by the City for use at a remote location may not be used for
personal purposes by the employee or non-City employees. This aspect of
telecommuting is monitored by the City on a periodic basis. Equipment the City may
provide at its sole discretion, may include, from an IT Department-approved vendor, the
following:
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• A suitable mobile computing device
• Up to two monitors
• Docking station
• Keyboard & Mouse
• Webcam
• Desk phone
• Surge protector
K. The City will not provide equipment or services for an employee’s home network, such
as:
• Phone or coax cables
• Modems
• Routers
• Internet access
• Service stipend
L. The City will maintain a record of its software, hardware, and other property located in
the remote work location.
M. The IT Department will not make any changes to non-City equipment.
N. The City is not responsible for supporting the telecommuter’s internet connection or
personal equipment.
O. Employees continue to be subject to all applicable City policies and procedures that are
not in conflict with an agreement otherwise.
P. Any violation of this policy will result in the immediate termination of the employee’s
telecommuting arrangement and may further be grounds for discipline, up to and
including discharge.
Q. This policy is not intended to restrict communications or actions protected or required
by state or federal law.
V. ADMINISTRATIVE RESPONSIBILITY
A. Each Department Head is responsible for informing their employees of this policy,
including timesheet recordkeeping, and for distributing this policy.
B. If you have any questions regarding this policy, please direct them to Human Resources
who is responsible for maintaining this policy.
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CITY OF OTSEGO
COUNTY OF WRIGHT
STATE OF MINNESOTA
RESOLUTION NO: 2023-77
ESTABLISHING A FLEXIBLE WORK POLICY
WHEREAS, in July 2023, the City began a trial period for flexible work for City Hall employees; and
WHEREAS, the City Council has determined flexible work to be a tool for retention, recruitment, and
employee satisfaction; and
WHEREAS, the City has developed a Flexible Work Policy to ensure that the City is keeping up with
employment and workplace changes; and
WHEREAS, the City Council has met to discuss and review the policy; and
WHEREAS, the City Council finds it is necessary to establish a policy regarding flexible work in the Otsego
workplace.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF OTSEGO, MINNESOTA:
1. That the Flexible Work Policy as attached hereto is hereby adopted effective immediately.
ADOPTED by the Otsego City Council this 27th day of November, 2023.
MOTION BY:
SECONDED BY:
IN FAVOR:
OPPOSED:
CITY OF OTSEGO
__________________________________
Jessica L. Stockamp, Mayor
ATTEST:
__________________________________
Audra Etzel, City Clerk