HomeMy WebLinkAbout0009 - DISCRETIONARY LEAVE USAGE CONTROLLABLE OVERTIME ACCURALRed Wing Police Department
Policy
SUBJECT:
POLICY NUMBER
DISCRETIONARY LEAVE USAGE, CONTROLLABLE
9
OVERTIME ACCRUAL
EFFECTIVE DATE
January 18, 2008
REFERENCE(S):
APPROVED BY:
CHIEF ROGER D.
POHLMAN
COMMENT: It is recognized that earned time off accrual is an important benefit provided
to members of this department by provisions of the Union Contract.
PURPOSE: To establish a system to provide officers with earned time off, while retaining
sufficient manpower to meet expected service needs.
1. DEFINITIONS
A. DISCRETIONARY LEAVE
1. Earned time off in the form of Vacation or Compensatory Time or
Training time that an officer has discretion as to date and time of use,
subject to conditions herein and approval of requests.
B. NON -DISCRETIONARY LEAVE
1. Earned or allowable time off granted by provisions of law or contract,
for uses such as, but not limited to, funerals, sick leave, military duty,
etc. in which the officer has little or no discretion as to date and time of
use and which are not subject to prior approval, in most cases.
a. In some cases, training which cannot be rescheduled or is
offered on only one date, may qualify as non -discretionary
leave.
C. VACATION
1. Earned time off due an officer as provided for by an accrual schedule
in Article XV of the Union Contract, subject to conditions herein and
approval of requests.
D. COMPENSATORY TIME (Comp -time)
1. Earned time off due an officer provided for by an accrual schedule and
cap amount in Article XII of the Union
Contract, subject to conditions herein and approval of requests.
Page 1 of 6
DISCRETIONARY LEAVE USAGE, CONTROLLABLE OVERTIME ACCRUAL -POLICY 9
E. MINIMUM MANPOWER
1. A required minimum number of personnel on duty during particular
periods of the day that would preclude the usage of Discretionary
Leave, if that use would cause the number of personnel to fall below
the required minimum number. MINIMUM MANPOWER SHALL
APPLY TO LEAVE USAGE ONLY, AND SHALL NOT BE
CONSTRUED AS CREATING A MINIMUM MANPOWER
SCHEDULING REQUIREMENT.
2. DISCRETIONARY LEAVE
A. UNIFORMED SERGEANTS AND PATROL OFFICERS
1. Only two (2) officers, one day shift and one (1) night shift officer, may
be off duty on any type of leave at any time, provided:
a. Day Shift
1) The remaining manpower on duty for the entire day shift
will be at least two (2) officers.
b. Night Shift
1) If there are six (6) regularly scheduled officers, one (1)
officer may be on discretionary leave, provided the
remaining manpower for the entire night shift does not
fall below five (5) officers.
2. Discretionary leave requests may be denied or rescinded at the
discretion of the Chief of Police or their designates as service needs
arise.
3. It shall be the responsibility of the officer making a request for leave to
obtain written authorization on the leave application form prior to taking
the leave. The officer shall also ensure that the leave is posted in the
appropriate place (Schedule) by the authorizing officer. Failure to do
so may result in the leave being denied.
4. Requests for deviations from the above requirements will be
considered on a case by case basis by the Captain, or Chief of Police,
if the Captain is not available. Requests should be submitted well in
advance of the date(s) required to allow for appropriate consideration.
5. Total VACATION accumulation shall be in accordance with the
current City of Red Wing Personnel Policy.
6. Discretionary leave requests for a block of time equal to a
single work shift (one day) shall be submitted 48 hours in
advance of the time requested to allow for scheduling
Page 2 of 6
DISCRETIONARY LEAVE USAGE, CONTROLLABLE OVERTIME ACCRUAL -POLICY 9
adjustments.
a. This requirement may be waived at the discretion of the
authorizing officer if the requested time off does not
require the rescheduling of any personnel to
accommodate the request, or if the rescheduling can be
accomplished in less time without an undue lack of
notice to the affected officer(s).
7. Discretionary leave requests for time off in excess of one (1)
full work shift (one day) shall be made at least two (2) weeks in
advance of the time requested. (Per Article XV, Section 15.2 of
the Union Contract)
8. Discretionary leave requests shall be submitted on
departmentally approved forms and may be authorized by the
following personnel in the following order:
a. Sergeants, if confined to time periods of posted
schedules.
b. The assigned scheduling officer, if outside of time
periods of posted schedules.
9. Vacation requests for dates between January 1 and May 31 of
each calendar year will be considered on a first come, first
served basis.
10. Vacation requests for dates between June 1 and December 31
of each calendar year shall be governed by the following
procedures:
a. A sign up list for vacation dates from June 1 to
December 31, inclusive, will be posted by February 1 of
each calendar year.
b. Officers shall sign up in order of seniority as defined in
Article X, Section 10,1 of the Union Contract, beginning
with the most senior officer and progressing through the
least senior officer. This procedure shall occur for two
rotations through the seniority list. Requests made after
these two rotations shall revert back to a first come, first
served basis.
C. Officers will have two (2) working days in which to make
a selection. If the selection is not made within the two
(2) working days, the officer shall lose his right to make
a selection during that rotation.
Page 3 of 6
DISCRETIONARY LEAVE USAGE, CONTROLLABLE OVERTIME ACCRUAL -POLICY 9
d. Vacation requests made on the sign-up list shall adhere
to the above restrictions of onlyone officer on leave
from day shift and onlyone officer on leave from night
shift. A one -day overlap may be granted based on the
following restrictions. Officer's responsibilities:
minimum of three consecutive days vacation taken;
minimum of two weeks notice; one overlap request per
day shift and one per night shift allowed; a second
overlap cannot be created from an existing overlap; if
unable to fill overlap time, request for overlap will be
denied. Department's responsibilities: will attempt to fill
overlap requests; will not order anyone in to work
overlap time.
e. Officers wishing to split their choices of vacation dates
shall make their first selection of consecutive dates
during the first rotation through the seniority list.
Subsequent selections of consecutive but separate from
first choice dates shall be made during the second
rotation through the seniority list
f. Vacation requests during the June 1 to December 31
period that include any of the following holidays as a
part of the vacation time off, shall require that the officer
take their entire consecutive work week (period); two
(2) or three (3) days, the holiday is included within. This
procedure shall exist for the first and second rotation
through the vacation sign-up list. If, after two (2)
rotations, there remains any unselected holidays listed
below, they may be selected on a single day basis
within the limitations set in policy #7 (2, A, 10, d & g).
Vacation requests occurring after two (2) rotations shall
revert to being handled in the usual manner, on a first
come, first serve basis within the limitations set in policy
#7 (2, A, 10, d & g).
1)
4th of July
2)
Labor Day
3)
Thanksgiving Day
4)
Christmas Eve
5)
Christmas Day
g. Holiday coverage is the responsibility of the officer
regularly scheduled for that particular date. Vacation
requests that include any of the above holidays that will
require filling of the holiday shift by the use of overtime
will not be allowed if it would require that the
replacement officer be ordered to work to cover the
holiday shift. If the use of overtime to cover the holiday
Page 4 of 6
DISCRETIONARY LEAVE USAGE, CONTROLLABLE OVERTIME ACCRUAL -POLICY 9
shift is warranted and the replacement officer voluntarily
accepts the overtime shift, the request may be granted.
h. Leave will not be allowed during the annual Pow -Wow
celebration on Prairie Island, River City Days or any
other event that administration deems necessary that a
full complement of officers is required. Actual days and
shifts required shall be determined on a case by case
basis.
12. Vacation selections shall be submitted on a department
approved Leave Application Form to the proper authorizing
officer for approval. An officer's name or initials on the sign-up
list shall not be construed to constitute application,
authorization, or approval of the request.
13. Except under unusual circumstances or at the discretion of the
Chief of Police or their designates, discretionary leave requests
that have been approved shall be taken.
B. NON-UNIFORM, INVESTIGATIVE, AND ADMINISTRATIVE
PERSONNEL
1. Discretionary leave requests by the above personnel shall be
decided at the sole discretion of the Chief of Police, their
designates, or the Investigative Sergeant without regard to
authorizing personnel in 2. A. 10. and without consideration of
the above restrictions with regard to manpower and notice.
Total accruals shall remain the same as above.
3. COMPENSATORY TIME
A. GENERAL RULES
1. Compensatory time off requests may be authorized by a
Sergeant or the assigned Scheduling Officer. Requests for
time within a shift being worked shall be presented to the
Sergeant on duty or, if a Sergeant is not on duty, in the order
below. Advance requests shall be presented to the authorized
personnel designated in 2. A. 10.
a. Senior Patrol Officer
1) May authorize only if no Sergeant was
scheduled for duty. If a Sergeant was on duty
the request must be processed by the Sergeant
and cannot be accepted by the remaining senior
patrol officer after the Sergeant's shift has ended.
b. Assigned Scheduling Officer (if applicable)
Page 5 of 6
DISCRETIONARY LEAVE USAGE, CONTROLLABLE OVERTIME ACCRUAL -POLICY 9
2. Requests for compensatory time off of any length that will
require a scheduling adjustment to implement must be made at
least 48 hours in advance of the time requested.
a. Requests that do not require scheduling adjustments
and that meet the provisions of minimum manpower
may be exempted from the 48 hour notification
requirement.
3. Approved compensatory time off requests shall have the same
force and effect as approved vacation requests and shall not
be superseded by a subsequent vacation request for the same
or an overlapping time period. Numbers of personnel on leave
at any one time shall still conform to section 2,A,1.
4. OVERTIME ACCRUAL
A. Controllable overtime accrual for activities such as, but not limited to,
crime prevention, bicycle safety, K-9 demonstrations, or other Police
related activities shall be granted only with prior approval of the Chief
of Police or their designates.
B. Officers are required to schedule these activities, as much as
possible, to occur when involved officers are on duty, to use on duty
personnel to satisfy the needs of the activities, or to reschedule shifts,
manpower permitting, to avoid incurring any overtime penalties.
C. FAILURE TO OBTAIN PRIOR APPROVAL MAY RESULT IN DENIAL
OF OVERTIME/COMPTIME BENEFITS BEING GRANTED!
Page 6 of 6
DISCRETIONARY LEAVE USAGE, CONTROLLABLE OVERTIME ACCRUAL -POLICY 9