HomeMy WebLinkAbout07.e EDB Approval of Volunteer Paid Time Off Policy EXECUTIVE SUMMARY
AGENDA ITEM:
Proposed Approval of Volunteer Paid Time Off Policy
Date: August 6, 2024
BACKGROUND:
Clay County Utility Authority "CCUA" actively promotes and encourages participation in
volunteer activities, reflecting our commitment to social responsibility and community
engagement. In line with this commitment, we are proposing the implementation of a Volunteer
Paid Time Off(VPTO) policy to support our staff. VPTO is a structured initiative designed to
support and encourage employees to engage in volunteer activities during regular working hours.
Key Benefits:
1. Employee Engagement and Morale: Offering VPTO demonstrates our commitment to
social causes, enhancing employee morale and fostering a sense of pride in our
organizational values.
2. Skill Development: Volunteers acquire valuable skills such as leadership, teamwork, and
problem-solving, which are advantageous in their professional capacities.
3. Community Impact: By contributing to community projects and nonprofits, our
employees help create a positive societal impact, aligning closely with CCUA's core
values.
Policy Overview:
1. Eligibility: All regular full-time employees who have completed their introductory
probation and are not currently under any subsequent probationary periods or Performance
Improvement Programs are eligible for(8)hours VPTO annually.
2. Approval Process: Employees must obtain approval from their manager before scheduling
VPTO to ensure minimal disruption to business operations.
3. Budget Availability: All VPTO requests are subject to budget availability.
4. Reporting and Documentation: Employees are responsible for accurately recording their
use of VPTO in their timecard and providing documentation of their volunteer activities
upon return to work. Acceptable documentation may include a letter from the organization
confirming participation, a time log, or any other relevant documentation.
In conclusion, implementing a VPTO policy reinforces CCUA's commitment to making a
meaningful difference in the community we serve. By supporting our employees'volunteer efforts,
we cultivate a positive workplace culture that attracts and retains talent while contributing to a
better society.
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BUDGET IMPACT:
Hours will be paid using budgeted, Board of Supervisors approved, Wellness funds.
RECOMMENDATION:
Staff respectfully requests the Board of Supervisors' approval of the Volunteer Paid Time Off
policy.
ATTACHMENTS:
Copy of Volunteer Paid Time Off Policy
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POLICY & PROCEDURES
Volunteer Paid Time Off
Effective Date: August 06, 2024
Revision Date: N/A
PURPOSE
Clay County Utility Authority(CCUA) encourages its employees to engage in volunteer activities
to contribute to the community and make a positive impact. The Volunteer Paid Time Off(VPTO)
policy is designed to support employees in their efforts to serve as volunteers in 501(c)(3) non-
profits, federal, state, local government agencies, or initiatives sponsored by CCUA.
POLICY
Eligible employees shall be provided eight(8)hours VPTO per calendar year. VPTO will be paid
at the employee's regular rate of pay and cannot be carried over or cashed out.
Employees must request VPTO in advance, following the standard time off request procedure
outlined in the Clay County Utility Authority Employee Handbook. VPTO requests are subject to
approval by the employee's immediate supervisor and budget availability at the time of the request.
PRODEDURES & RESPONSIBILITIES
Employees: Employees are responsible for accurately recording their use of VPTO in their time
card.and providing documentation of their volunteer activities upon return to work. Acceptable
documentation may include a letter from the organization confirming participation, a time log, or
any other relevant documentation.
Supervisors: Supervisors shall review VPTO request and approve or deny them in accordance with
the guidelines set forth in this policy.
ELIGIBILITY
All regular full-time employees who have completed their introductory probation and are not
currently under any subsequent probationary periods or Performance Improvement Programs are
eligible.
VIOLATION OF POLICY
Misuse or abuse of the Volunteer Time Off policy may result in disciplinary action, up to and
including termination of employment.
CHANGE LOG
Date of Change Description of Change
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