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Home My WebLink About21-2667RESOLUTION NO. 21-2667 A RESOLUTION OF THE CITY OF DENTON ADOPTING A POLICY FOR CITY EMPLOYEES, POLICY NO. 110.04 "LOCAL EMERGENCY AND INCLEMENT WEATHER LODGING FOR CITY EMPLOYEES" OF THE CITY OF DENTON PERSONNEL POLICIES AND PROCEDURES MANUAL, AND DECLARING AN EFFECTIVE DATE. WHEREAS, the City of Denton has previously adopted City of Denton's Policy and Procedures Manual (the "Manual"), last revised in April 2021; and WHEREAS, the Local Emergency and Inclement Weather Lodging Policy will be incorporated into the Manual and be an official policy of the City of Denton; NOW, THEREFORE, THE COUNCIL OF THE CITY OF DENTON HEREBY ORDAINS: SECTION 1. The City of Denton Policy (the "Policy"), attached hereto and made a part hereof, is hereby adopted as an official policy of the City of Denton. SECTION 2. The Policy shall be filed in the official records with the City Secretary. SECTION 3. The City Manager, or their designee, is hereby authorized to administer the Policy, adopt procedures to implement the Policy, and to perform the functions as provided in the Policy. SECTION 4. All ordinances and resolutions, or parts of ordinances and resolutions, in force when the provisions of this resolution became effective, which are inconsistent or in conflict with the terms or provisions contained in this resolution, are hereby repealed to the extent of any such conflict only. The non -conflicting sections, sentences, paragraphs, and phrases shall remain in full force and effect. SECTION 5. If any section, article, paragraph, sentence, phrase, clause, or word in this resolution, or application thereof to any persons or circumstances, is held invalid or unconstitutional by a court of competent jurisdiction, such holding shall not affect the validity of the remaining portions of this resolution; the City Council declares that it would have ordained such remaining portion despite such invalidity, and such remaining portion shall remain in full force and effect. SECTION 6. This resolution shall become effective immediately upon its passage and approval. The motion to approve this resolution was made by and seconded by �\ nu -4 -"5 This resolution was passed and approved by the following vote LL - c) Mayor Gerard Hudspeth: Vicki Byrd, District 1: Brian Beck, District 2: Jesse Davis, District 3: Alison Maguire, District 4: Deb Armintor, At Large Place 5 Paul Meltzer, At Large Place 6: Aye Nay Abstain Absent PASSED AND APPROVED this the -Tri day of lac amb e.:<— 12021. ATTEST: ROSA RIOS, CITY SECRETARY APPROVED AS TO LEGAL FORM: MACK REIN WAND, CITY ATTORNEY Digitally signed by Marcella Lunn DN: cn=Ma rcella Lunn, o, ou—City of Denton, f email=marcella.lunn@cityofdent BY: cn.com, c=U5 GERARD HUDSPETH, MAYOR CITY OF DENTON PAGE I OF z POLICY/ADNIINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE SECTION: PROCUREMENT & COMPLIANCE REFERENCE NUMBER: 110.04 SUBJECT: EMERGENCY LODGING INITIAL EFFECTIVE DATE: TITLE: LOCAL EMERGENCY AND INCLEMENT WEATHER LAST REVISION DATE: LODGING FOR CITY EMPLOYEES POLICY STATEMENT: The City of Denton recognizes the importance of maintaining critical infrastructure services for members of the community during periods of inclement weather or other emergencies. Maintaining power and water supplies and keeping roads passable during weather events are key responsibilities with which the community has entrusted City personnel. As a result, Key Personnel may, from time to time, be required to remain within City limits during periods of Emergency or Inclement Weather Events to ensure their availability to perform their essential functions. DEFINITIONS: "Inclement Weather" event means any scenario when City personnel will be asked not to travel home or away from their worksite between work shifts due to the risks associated with being unable to return to their work location because of travel conditions or impending weather conditions that could impact travel conditions. "Emergency" event means any scenario where City personnel will be asked not to travel home or away from their worksite between work shifts due to the nature of the emergency and the duration of time between required work shifts, or the distance Key Personnel are required to travel between work and home. "Key Personnel" means any City employees deemed to have a significant role in ensuring the continuation of City services during an Inclement Weather or other Emergency event. ADMINISTRATIVE PROCEDURES: I. General Guidelines Departments should take all steps necessary to facilitate the lodging of Key Personnel at City facilities. Cots and bedding are available from the warehouse, and food and water can be purchased for Key Personnel, provided standard Pcard program requirements are followed. If directed by the City Manager or required by City Ordinance, social distancing and masking requirements should be followed. Only after all reasonable steps are attempted for lodging Key Personnel at a City location will lodging at a local hotel or motel be considered. Any department head needing employees to stay within City limits during an Inclement Weather H"OLICY/106.02 PAGE 2 OF 2 OLICY/ADMINISTRATIVE PROCEDURE/ADMINISTRATIVE DIRECTIVE (Continued) TITLE: LOCAL EMERGENCY AND INCLEMENT WEATHER REFERENCE NUMBER: LODGING FOR CITY EMPLOYEES 110.04 or other Emergency event may submit a request in advance to the City Manager or their designee for their approval. The recommendation should include the following: A. The nature of the Emergency B. The anticipated duration of the emergency requiring local lodging C. The number of individuals requiring lodging D. The location at which Key Personnel will be lodged during the event (City facility or outside of City facility). 1. If Key Personnel are not being lodged at a City facility, the request should address the steps taken to lodge Key Personnel at a City facility and the reasons why lodging at a City facility is not feasible. Lodging outside of City facilities should not be initiated without the prior consent of the City Manager or their designee. If the consent is provided verbally, the City Manager shall reduce their consent to written as soon as permissible. Upon approval, lodging shall be purchased for Key Personnel provided standard Pcard program requirements are followed. The City will pay pre -approved, actual, and reasonable expenses for hotels, motels, or other lodging. The reduced government rate must be requested when making reservations. The City will pay no more than the cost of a single occupancy room; incidental expenses shall be reimbursed to the City within 30 days of the event. II. Compensation Non-exempt employees will be compensated based upon the Federal Labor Standards Act (FLSA), which provides that a non-exempt employee must be paid for all hours worked. Pursuant to Chapter 143 of the Texas Local Government Code and/or a Meet and Confer Agreement, this provision (i.e., II. Compensation) does not apply to civil service employees (e.g., police officers and firefighters). REFERENCES Federal Labor Standards Act Texas Local Government Code — Chapter 143 REVISION HISTORY Revision Effective # Date Owner Summary of Changes 1.0 12-8-21 C. Moar Initial Policy H"OLICY/106.10