Board committee reviews employee handbook, debates 12‑month probation and comp‑time rules

The Board of Aldermen Personnel Committee met to review proposed revisions to the board’s employee handbook, focusing on how appointments, probationary periods, comp time, political activity and PTO reporting should be handled.

Director Andracia, who led the review, told the committee she and Christine Hadzik in the city counselor’s office had been working on edits and wanted input before bringing a formal proposal. She reminded members that City Charter Article 4, Section 6 requires the sitting board of aldermen to select or appoint its employees; changing that requirement would require a charter amendment.

The most contested item was the section on probationary periods. Director Andracia read the existing language: “The employee probationary period is for 12 months,” and described the handbook’s current schedule of clerk check‑ins and multiple committee evaluations. Several committee members said that as written the provision is excessive and suggested a 90‑day probation would be more typical, with routine appraisals handled by a direct supervisor rather than the personnel committee.

The committee also spent substantial time on comp time and Federal law constraints. Director Andracia explained the distinction between exempt and non‑exempt employees under the Fair Labor Standards Act (FLSA): exempt (salaried) employees generally are not eligible for comp time, while overtime‑eligible employees may receive comp time in lieu of overtime if they agree. President Green emphasized that managers can still offer flexible schedules even when comp time is not appropriate: “You can still do flex time,” she said. The director said she will consult further with the city counselor’s office and report back to the committee.

Members were broadly supportive of a more relaxed dress code that would allow business casual attire (for example, non‑ripped jeans) and asked the director to draft policy language in collaboration with clerks. The committee also reviewed the progressive discipline and complaint processes and agreed supervisors — rather than the personnel committee — should handle day‑to‑day performance management.

On compensation, the director noted that salary changes for board employees must be enacted by ordinance under Article 8, Section 7 of the charter and cannot take effect during the term of an appointed employee; the committee discussed linking handbook language to civil‑service regulations to avoid duplicative text.

Director Andracia presented draft language on political activity and outside employment, citing research into other cities’ policies. Her draft would allow employees to run for office so long as they do not campaign on city time or use city resources; the committee asked that the handbook clearly state which official grants leave for campaign activity (direct supervisor, clerk or personnel committee) and that employees provide written notice to document approvals.

Committee members also raised operational concerns about staff timekeeping. Some positions designated to work at least 24 hours per week were not consistently recording hours or registering PTO; members recommended education for supervisors, clearer expectations for employees, and a monthly PTO report from the clerk to the committee to improve accountability.

Next steps: the director requested and received permission to form a small working group (city counselor’s office, clerks and the director were suggested) to refine handbook language; she aims to return to the committee with recommendations by September. The meeting concluded after the alderman from the fifth moved to adjourn, seconded by the alderman from the fourth; the chair adjourned the meeting by unanimous consent. No substantive votes were taken.

Authorities referenced in the meeting include City Charter Article 4, Section 6 and Article 8, Section 7, and the federal Fair Labor Standards Act. The committee asked the director to consult further with the city counselor’s office and clerks before presenting ordinance language or final handbook text to the full board.