HomeMy WebLinkAbout2012-06-12; City Council; 20928; Revise City Council Policy No. 3 Employee Education ProgramCITY OF CARLSBAD - AGENDA BILL
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AB# 20,928
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DEPT. HR
06/12/12 REVISE CITY COUNCIL POUCY NO, 3
EMPLOYEE EDUCATION PROGRAM CITY ATTY
CITY MGR.
RECOMMENDED ACTION:
2012-128 revising City Council Policy No. 3 for the Employee Adopt Resolution No.
Education Program.
ITEM EXPLANATION:
Background: City Council Policy Statement No. 3 was originally issued on August 18,1970.
with the goal of providing reimbursement to employees who had taken training and
development courses relevant to their positions within the City.
This policy states that in order to obtain reimbursement under the program, the employee must
agree to remain in the emptoy of the City for one year after completion of the course, or
reimburse the City for the cost of the course by deductk>n from his final paycheck." Over the
years, the administrative policies related to this Council Policy Statement have been changed to
require the employee to remain in the employ of the City for two years following the completion
of the course in order to eligible for reimbursement, and the state of the law has changed such
that the City cannot collect such reimbursement by deducting it from the employee's final
paycheck. Further, there is a desire on the part of the City Council to waive the requirement
that the employee reimburse the City if the employee leaves City employment within two years
of taking the course(s) in situations where the employee has been laid off from City service.
Proposed revision to policv: It is staffs recommendation that the City Council update its cun-ent
policy (1) to reflect the cunrent practice of requiring reimbursement by employees if they leave
the city within two years of taking coursework under the program, and (2) to comply with
changes to the state of the law that do not allow the crty to collect any reimbursement from
employees through their final paycheck, and (3) to waive the requirement that an empbyee
reimburse the City within two years of taking coursework under the program if the employee
has been affected by a layoff. Recommendations for these policy changes are contained in the
attached Revised Council Policy No. 3 attached as Exhibit 3.
FISCAL IMPACT:
There is no known fiscal impact associated with this action.
DEPARTMENT CONTACT: Julie Clark 760-602-2438 JuHe.Ciark@carisbadca.qov
FOR CITY CLERKS USE ONLY.
COUNCIL ACTION: APPROVED CONTINUED TO DATE SPECIFIC •
DENIED CONTINUED TO DATE UNKNOWN •
CONTINUED • RETURNED TO STAFF •
WTTHDRAWN • OTHER-SEE MINUTES •
AMENDED •
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ENVIRONMENTAL IMPACT:
The proposed action does not qualify as a "projecT under the California Environmental Quality
Act (CEQA) per State CEQA Guidelines Section 15378 as it does not result in a direct or
reasonably foreseeable indirect physical change in the environment.
EXHIBITS:
1. Resolution No. 2012-128 revising City Council Policy No. 3 Employee Education Program
2. Strike-Out Copy - City Council Policy No. 3 Employee Education Program
3. Revised City Council Policy No. 3 Employee Education Program
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WHEREAS, effective August 18,1970, the Council adopted Council Policy No. 3
that established an Employee Education Program; and
WHEREAS, it is the policy of the Council to encourage the continuing education
1 RESOLUTION NO. 2012-128
2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CARLSBAD, CALIFORNIA, APPROVING REVISIONS
3 TO CITY COUNCIL POLICY NO. 3 REVISING THE
. EMPLOYEE EDUCATION PROGRAM
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g and training of city employees by providing reimbursement to employees who have
IQ taken training and development courses relevant to their positions within the City; and
11 WHEREAS, staff proposes revisions to Council Policy No. 3 in order to
12 incorporate necessary changes to reflect current practice, to comply with current law
1^ and to allow for a clarification of the policy in cases of employee layoff from the City.
NOW. THEREFORE, BE IT RESOLVED by the City Council of the City of
Carlsbad, California, as follows:
1. That the above recitations are true and correct.
2. That Council Policy No. 3 be amended to read as set forth in Exhibit 3 to
the Agenda Bill entitled Revised City Council Policy No. 3 Employee Education
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2Q Program.
21 3. That the development and maintenance of the procedures and guidelines
22 associated with the administration of City Council Policy No. 3 will be the responsibility
23 of the City Manager.
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PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council
of the City of Carisbad on the 12*"^ day of June 2012, by the following vote to wit:
AYES:
NOES:
Council Members Hall, Kulchin, Blackburn, Douglas and Packard.
None.
ABSENT: None.
LORRAINE M. WOOD, City Cleric
(SEAL)
^ CARLSBAD
CITY OF
Council Policy Statement
Policy No. 3 KyklWI- 1
Date Issued: 8 18 70
6/12/12
Effective Date: 8 18 70
6/12/12
Resolution No.
Cancellation Date:
Supersedes No.
Category: ADMINISTRATION
Specific Subject: EMPLOYEE EDUCATION PROGRAM
PURPOSE:
To encourage the continuing education and training of all employees in the municipal service.
POLICY:
1. The Employee Education ProRram shall be available to all full-time and three-quarter time
employees who have successfully completed one year of continuous employment with the Citv
of Carlsbad.
2. Courses taken must be pertinent to the position the employee holds in the organization.
3. In order to receive reimbursement for the program, the employee must receive a "C average or
better or a "pass" in pass/fail grading and turn in a written report to tho Citv ManaRor indicating
benefits obtained from attending tho course. If no grade is issued for a courso, a certification of
satisfactory completion must bo submitted.
4. The eimployee must agree to remain in the employ of the City for of>€-two years after
completion of the course, or reimburse the City for the cost of the course by deduction from his
final paycheck, prior to separation through payment to the City's Finance Department. The
requirement that the employee reimburse the Citv for the cost of the course(s) taken will be
waived if the employee is laid off from City employment.
5. Textbooks purchased for tho course at City cost are to be placed in tho Department or City
Library upon completion or discontinuance of tho course.
PROCEDURE:
A. All requests for reimbursement will be documented and submitted for approval based on the
procedures and guidelines developed and maintained bv the City Manager or his or her designee.
Employee submits "Request for Training and Education" to his Department Head for approval.
(1) Forms arc then forwarded to tho City Manager for approval or rejection.
(2) Copies are filed in employees' personnel file, and copy filed in Personnel Office.
(3) Two copies are returned to tho Department, one for their files and one for tho employee.
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Requests will be submitted to the Citv Manager for final approval. ^ Prepayment of tuition for
employees desiring to take further training and/or education may bo authorizod provided, however,
that if tho employee does not satisfactorily complete tho training or obtain a grade of "C or better
in a training course, ho must reimburse tho City for this training. To further provide that if an
employee should leave tho City service within a year after his training or education is completed, tho
amount approved for his training shall be deducted from his final paycheck
^ With regard to employees in the Citv Attornev's office, requests for reimbursement will be submitted to the Citv
Attorney for approval.
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Policy No. 3
<C^T ^'"^^ Date Issued: 6/12/12
^ CARLSBAD Effective Date: 6/12/12
Resolution No.
Cancellation Date:
Supersedes No.
Council Policy Statement
Category: ADMINISTRATION
Specific Subject: EMPLOYEE EDUCATION PROGRAM
PURPOSE:
To encourage the continuing education and training of all employees in the municipal service.
POLICY:
1. The Employee Education Program shall be available to all full-time and three-quarter time
employees who have successfully completed one year of continuous employment with the City
of Carisbad.
2. Courses taken must be pertinent to the position the employee holds in the organization.
3. In order to receive reimbursement for the program, the employee must receive a "C" average or
better or a "pass" in pass/fail grading.
4. The employee must agree to remain in the employ of the City for two years after completion of
the course, or reimburse the City for the cost of the course prior to separation through payment
to the City's Finance Department. The requirement that the employee reimburse the City for
the cost of the course(s) taken will be waived if the employee is laid off from City employment.
PROCEDURE:
A. All requests for reimbursement will be documented and submitted for approval based on the
procedures and guidelines developed and maintained by the City Manager or his or her designee.
B. Requests will be submitted to the City Manager for final approval. ^
^ With regard to employees in the City Attorney's office, requests for reimbursement will be submitted to the City
Attorney for approval.
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