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(a) Employees of the Service Department shall be compensated for their standby status from the beginning of their assigned 12-hour shift on Saturday or Sunday for snow and ice removal at a rate to be determined annually for time in on-call status.
(b) Policies and procedures will be approved by the Director of Finance, the Director of Human Resources and the Director of City Services.
(Ord. 2018-02, passed 1-16-2018)
(a) Generally. For purposes of vacation, each full-time employee of the city shall be entitled to vacation pursuant to this section based upon his or her total years of service with the city. Eligibility for vacation shall commence no sooner than one year from an employee’s date of hire as a full-time employee, provided that such employee has worked a minimum of 1,040 hours in the preceding 12 months of his or her anniversary date.
(b) Calculation of prior service. For purposes of computing an employee’s service time for vacation entitlement, those employees hired prior to July 5, 1987 shall be given credit for service time with the state or any of its political subdivisions. For those employees hired on or after July 5, 1987, they shall be entitled to service time with the city only, except for the following:
(1) The Mayor may grant service credit in a negotiated amount not to exceed the years of prior similar service, either public or private, to newly hired department heads with the title of Director or Chief. Independent documentation of prior service from a previous employer must be provided to the Mayor and Finance Department before such vacation time is added to the employee’s vacation entitlement.
(2) In instances where full-time employees had prior service credit with the city on a part-time basis, credit shall be given for such part-time service with the city based upon the number of hours actually worked as a part-time employee in relation to 2,080 hours for a full year of credit.
(c) Eligibility.
(1) A. Effective January 1, 1998, and thereafter, each eligible full-time employee of the city shall be entitled to vacation based upon his or her total years of service on the anniversary date of hire, provided that the employee has worked or was paid compensated absence time for a full year prior to his or her anniversary date, as follows:
Years of Service | Vacation Time (Weeks) |
Years of Service | Vacation Time (Weeks) |
1 to 4 | 2 |
5 to 11 | 3 |
12 to 14 | 4 |
15 to 16 | 4 and 1 additional day |
17 to 18 | 4 and 2 additional days |
19 to 20 | 4 and 3 additional days |
21 to 22 | 4 and 4 additional days |
23 to 25 | 5 |
26 to 30 | 5 and 1 additional day for each year from 26-30 years* |
30 or more | 6 |
*effective on the anniversary date of each individual employee beginning in 2016 calendar year
B. If an employee was not paid for a full year prior to his or her vacation anniversary date, and was on unpaid leave of absence, he or she shall not earn or accrue vacation time during their unpaid leave. An employee that has unpaid leave shall have his or her vacation entitlement adjusted accordingly on his or her following vacation anniversary date only, and not future vacation anniversary dates following a fully paid year.
(2) The Mayor may, however, grant vacation time to a newly hired department head to be used between the date of hire and the date the new department head would first be credited with a full two weeks (ten days), or an annual complement of vacation time under the existing vacation system. The amount of vacation time granted to the new department head for this purpose shall not exceed ten days of vacation, and shall not be used until after three full months of employment with the city. No payments shall be made for any unused portion of this vacation time if and when the new department head resigns.
(3) The position of Mayor shall receive three weeks of vacation per year during the first term in office, and four weeks vacation per year for each term thereafter.
(d) Unused vacation. All vacation shall be taken during the 12-month period following the employee’s anniversary date of hire, and shall be forfeited if not used by the next anniversary date, unless the Mayor approves the carryover of unused vacation time. The request to carryover unused vacation time must be made to the Mayor’s office prior to the anniversary date on which it would have been forfeited. City Council shall be informed annually of employees who had vacation carryover approved and the amount.
(e) Vacation due upon termination. In the event of termination of employment with the city for any reason except disciplinary discharge, each full-time employee of the city shall be entitled to payment for unused and accrued vacation in proportion to the days actually worked if he or she had been continuously employed.
(Ord. 1998-25, passed 5-18-1998; Ord. 2001-17, passed 2-5-2001; Ord. 2001-126, passed 5-7-2001; Ord. 2002-102, passed 7-1-2002; Ord. 2007-74, passed 4-16-2007; Ord. 2015-215, passed 10-5-2015)
(a) Full-time employees. All full-time employees of the city, who are not covered by a collective bargaining agreement, shall be entitled to the following paid holidays: New Year’s Day, Martin Luther King, Jr. Day, President’s Day, Good Friday, Memorial Day, Juneteenth, Independence Day, Labor Day, Veterans Day, Thanksgiving Day, the day after Thanksgiving, Christmas Day and two personal days. In the event that the service demands of a particular department require that an employee work on any of these holidays, the employee shall be permitted equivalent paid time off for each such holiday worked. If an employee is not afforded paid time off for a holiday worked, he or she shall be paid for such holiday at his or her regular rate of pay in effect when the holiday occurs, after the end of the calendar year in which the holiday occurred, provided that no more than three such holidays are permitted in any calendar year.
(b) Part-time employees. Only individuals in part-time positions who are currently receiving holiday pay and hired prior to February 1, 2012, shall receive compensation for the following holidays commensurate with their average weekly hours worked: New Year’s Day, Good Friday, Memorial Day, Independence Day, Labor Day, Thanksgiving Day and Christmas. (Example: an employee averages 20 hours a week would be paid for four hours on the holiday.)
(Ord. 2000-282, passed 10-16-2000; Ord. 2002-106, passed 5-6-2002; Ord. 2006-311, passed 12-18-2006; Ord. 2012-46, passed 2-21-2012; Ord. 2012-61, passed 3-5-2012; Ord. 2018-253, passed 12-17-2018; Ord. 2022-32, passed 2-7-2022)
(a) Sick leave credit generally. Each full-time employee and individuals in part-time positions who are currently receiving sick time and hired prior to February 1, 2012, shall accrue, for each 80 hours of service, a sick leave credit in the amount of four and six-tenths hours with pay. The use of such credit shall be permitted for any of the following: personal illness; pregnancy; injury; exposure to contagious disease and/or illness or injury in the employee’s immediate family.
(b) Immediate family defined. For the purpose of this section, IMMEDIATE FAMILY shall be defined as follows: an employee’s children or the employee’s spouse, step-children, parents or children of employees designated as legal guardians. Proof of such relationship may be required by the city.
(c) Accumulation and use of sick leave credit. Sick leave credit shall be cumulative, limited as noted herein. When sick leave is used, it shall be deducted from the employee’s accrued balance on an hour-for-hour basis for every hour of absence from previously scheduled work, except that absence from previously scheduled work because of death in the immediate family, with the approval of the department head, not exceeding three days, shall not be so deducted. The appointing authority and/or the department head for each employing unit may require an employee to furnish satisfactory documentation upon request to justify the use of sick leave by an employee. However, in all instances where medical attention was required or when an absence is for three or more consecutive scheduled work days, the employee may be required to furnish written documentation stating the nature of the illness or injury to justify the use of sick leave. Falsification of any such documentation, or falsely using sick leave, shall be grounds for disciplinary action, including dismissal.
(d) Temporary disability. In the event that an employee is temporarily disabled and uses all of his or her accumulated sick leave, said employee may request that the city continue to provide group hospitalization coverage for the duration of said disability. Such request shall be made in writing to the Mayor for consideration by the Council Finance Committee.
(e) Prior service; sick leave credit. Previously accumulated and unused sick leave credit of an employee who has been separated from public service shall be placed to his or her credit upon re-employment in public service, provided that such re-employment takes place within ten years from the date of separation. Newly hired employees with prior service from other governmental agencies shall be allowed to transfer 40 hours of sick leave to Solon and those hours shall not be subject to payment to the employee in the event of retirement as defined in division (h) below.
(f) Certain employees excluded. All part-time employees not included in division (a) above, temporary, and seasonal employees, or those rendering intermittent or per diem service, shall be excluded from the benefits of this section.
(g) Compensation for unused, accumulated sick leave. Upon the retirement or death of an eligible employee, the employee, or his or her spouse and/or legal representative shall, upon written notification to the city, be entitled to a lump sum payment for the accumulated and unused sick leave credit subject to the limits as detailed in this chapter. For the purposes of this section, an employee shall be deemed to be retired when he or she applies for and obtains a retirement pension under pension plans afforded employees as a result of their public employment. When giving the city written notification, the employee shall request payment either immediately after retirement or at a later date within one year after retirement. In either case, only one payment will be made. If the employee elects payment at a later date, it will be at the hourly rate at retirement and no interest earnings will be accrued or added to the payment.
(h) Limits on payment of unused; accumulated sick leave credit. In the event of the retirement or death of an employee, payment of accumulated and unused sick leave credit shall be determined as follows.
(1) Employees hired prior to January 1, 1989, shall be paid for the first 960 hours of accumulated and unused sick leave credit on an hour-for-hour basis. All sick leave credit in excess of 960 hours shall be paid on the basis of one hour for every three hours accumulated and unused.
(2) Employees hired on or after January 1, 1989, shall be paid for the first 500 hours of accumulated and unused sick leave credit on an hour-for-hour basis. All sick leave credit in excess of 500 hours shall be paid on the basis of one hour for every four hours accumulated and unused.
(i) Sick leave credit; cash conversion option. On or before December 15, and each year thereafter, a full-time employee of the city credited with sick leave credit up to a maximum of 120 hours per calendar year may elect to convert such credit into a cash benefit, or carry forward such credit to his or her balance. The conditions for the cash conversion shall be as follows.
(1) An employee must have at least 360 hours of sick leave credit at the end of each calendar year, exclusive of the 120 hours of sick leave credit earned for the current year in which the election is made.
(2) An employee may convert all sick leave credit earned and unused during a calendar year of election to a cash benefit at the rate of three-eighths, payable at the employee’s current hourly rate in the year earned, excluding longevity, differentials, bonuses, premium payments, regularly scheduled overtime and all other forms of additional or supplemental compensation. Absent such an election by an employee, the sick leave credit earned and unused in a calendar year will be added to the total accrued sick leave credit balance of the employee.
(j) Voluntary sick leave donations. In the event an employee has exhausted his or her accumulated sick leave due to an extended use as described in division (a) hereof, the Mayor may approve the transfer of sick leave to this employee from other employees who wish to voluntarily donate a portion of his or her unused accumulated sick leave. A list with the donor’s name, the number of hours donated and the donor’s signature shall be presented to the Mayor for his or her approval and forwarded to the Finance Department. Employees may donate no less than eight hours and up to a maximum of 40 hours per employee per a 12-month period. The donated sick leave shall be proportionately applied and any unused sick leave shall be returned proportionately to the donating employees once the employee that received the donations has returned to work.
(Ord. 1998-25, passed 5-18-1998; Ord. 2007-142, passed 5-21-2007; Ord. 2009-108, passed 6-1-2009; Ord. 2012-46, passed 2-21-2012; Ord. 2012-61, passed 3-5-2012; Ord. 2018-252, passed 12-17-2018)
Funeral leave shall be granted for all full-time employees, up to a maximum of three scheduled work days off with pay for attendance of the funeral of an employee’s family. For purposes of this section, the family members shall include the following: an employee’s children or the employee’s spouse, step-children or parents, stepparents, brother, sister, father-in-law, mother-in-law, brother-in-law, sister-in-law, aunts, uncles, cousins, grandparents, grandparents-in-law, and grandchildren. Proof of such relationship may be required by the city.
(Ord. 2000-74, passed 4-3-2000; Ord. 2012-46, passed 2-21-2012; Ord. 2012-61, passed 3-5-2012; Ord. 2022-33, passed 2-7-2022)
All full-time employees of the city shall be entitled to compensation for longevity, to be paid in equal installments coinciding with the employee’s normal pay. Such compensation shall be determined as follows.
(a) Eligibility. Employees hired prior to January 1, 1989, shall be entitled to longevity pay which shall be calculated as an additional 0.5% of the base salary for each full year of service. Employees hired on or after January 1, 1989, shall be entitled to longevity pay which shall be calculated as an additional 0.25% of the base salary for each full year of service. For employees hired after December 31, 1986, the payment of longevity shall begin on January 1 following five full years of service.
(b) Years of service. Full years of service shall be calculated on the employee’s anniversary date of hire year and the compensation shall be adjusted to reflect any increased amount on the first pay following January 1, 1998, using the salary in effect at that time, and each subsequent January 1. An employee shall be credited for time served during his or her probationary period for purposes of calculating longevity pay. With the exception of allowed absences, including vacation, holidays, sick leave, disciplinary suspension and authorized leaves of absence, any other absences shall be deemed a termination of an employee’s eligibility for the purposes of determining his or her eligibility for longevity.
(c) Maximum allowable compensation. For employees hired prior to January 1, 1989, the maximum longevity pay shall be 10%. For employees hired on or after January 1, 1989, the maximum longevity pay shall be 5%.
(Ord. 1998-25, passed 5-18-1998)
When an employee of the city is authorized to travel on official city business, the city shall provide for mileage reimbursement and for related expenses, as follows.
(a) Mileage allowance. All employees of the city who are authorized to travel on official business with the written approval of their department head shall be compensated in an amount equal to the current amount permitted to be deducted by the Internal Revenue Service for such use. Such compensation will not be afforded an employee when he or she has available to him or her a city-owned vehicle.
(b) Daily travel allowance. An employee or elected official of the city who is authorized to travel on official business shall be reimbursed with a valid itemized receipt or have the city pay expenses directly for the following.
(1) Lodging. At an amount not to exceed the per diem allowance rates in effect per Internal Revenue Service Code or publications (currently #1542). The only exception to this limit is when the employee or official is staying at the same hotel or lodging facility where the conference or seminar is being held.
(2) Meals. At an amount not to exceed the per diem allowance rates in effect per Internal Revenue Service Code or publications (currently #1542). The federal standard meal allowance shall be allocated based on the following limits and the amount reimbursed for meals may include tips of 15% or less and sales tax, and will be included as part of the allowance:
A. Breakfast: 20%;
B. Lunch: 30%; and
C. Dinner: 50%.
(3) Incidentals. For expenses directly related to the conference or seminar. This includes cab fares and tips not to exceed 15% to cab drivers for transportation between a hotel and the conference and books or supplies for use at the conference or seminar.
(c) Lost wages. All elected officials of the city, excluding the Mayor, and all non-employee members of boards and commissions, shall be entitled to lost wages of up to $150 per day when required to travel overnight on official business, provided that such travel has been approved by the Council Finance Committee.
(d) Procedures for reimbursement. The Director of Finance is hereby authorized to establish procedures for reimbursement relating to this section.
(e) Personal benefits. No personal benefits such as frequent flyer miles, rewards, prizes and the like shall be procured by a city official/employee when traveling at the city’s expense.
(Ord. 2000-236, passed 9-5-2000; Ord. 2001-29, passed 2-5-2001; Ord. 2007-284, passed 12-3-2007; Ord. 2010-44, passed 2-16-2010; Ord. 2010-244, passed 11-1-2010)
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