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Amendments to the Personnel Policies Manual
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SUBJECT
recommendation
Authorize amendments to the Personnel Policies Manual within the following sections:
• I. Employment Practices
• II. Employee Conduct and Safety
• III. Complaint Resolution
• IV. Compensation and Reimbursement
• V. Time-Off Benefits
• VI. Health and Related Benefits
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PURPOSE
Amendments to the Personnel Policies Manual are needed to reflect changes in federal employment law and workplace rules, implement best practices and make minor corrections throughout the manual. Specific changes include the addition of new policies and revisions related to the optimization of workflow processes and best practices available through Workday, the District’s new enterprise resource planning (ERP) system.
RECOMMENDATION
The Executive Director/General Manager and NTMWD staff recommend the Board of Directors amend the NTMWD Personnel Policies Manual.
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Committee: |
This item was on the June 10, 2026, Personnel Committee and August 12, 2026, Policy Committee meeting agendas |
DRIVER(S) FOR THIS PROJECT
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Strategic Objective: |
4.2 Safe and Healthy Employees 4.4 Employer of Choice |
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☒ Regulatory Compliance |
☐ Asset Condition |
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☐ Capacity |
☐ Redundancy/Resiliency |
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☐ Relocation or External Requests |
☐ Operational Efficiency |
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☐ Safety |
☒ Administrative |
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☒ Policy |
☐ Other _____________ |
BACKGROUND
The Personnel Policies Manual was originally adopted in August 2017 in an effort to consolidate existing and related policies into a single manual. Amendments to the Personnel Policies Manual have been adopted since its creation to reflect changes in positions, processes and employment laws and workplace rules.
Revisions to the Personnel Policies Manual are recommended to align policies to best practices and clarify workplace rules. Proposed revisions include adding a definition of “Department” consistent with District’s budget document definition, while aligning it to District’s workplace rules applicable to employment of relatives (Section 1.4); rewording of timekeeping rules to reflect Workday functionality (Section 4.7); updating the timing of employee of sick leave accruals (Section 5.2) and vacation leave accruals (Section 5.5) from monthly to bi-weekly reporting; and aligning vacation pay out for separation from District service from 2 times to 2.5 times the employee’s annual allowance to match retiring employees’ payout (Section 5.5(3)) with minimal cost impact to allow for additional automation within Workday.
Additional substantive changes include the following:
• Section 4.1 - Work Week and Office Hours
o Define and clarify different types of work schedules
o Define how holiday pay is applied to types of schedules
o Office employees typically work an 8-hour schedule or a flexible schedule (discretionary)
§ Holiday pay will be 8 hours regardless of the employee’s weekly work schedule
o Operations/Field employees (non-discretionary) who work a 9-, 10-, or 12-hour schedule
§ Holiday pay is based on scheduled hours - 9, 10 or 12 hours. If a holiday falls on the employee’s scheduled off-day, the employee receives 8 hours of Holiday pay
o Configuration of holiday pay was also briefed to the Personnel Committee in May 2025 for implementation in October 2026 with the transition to Workday
o This change addresses engagement survey feedback received from employees
o Estimated cost of this change is $220,000
Finally, minor revisions and clarifications are proposed throughout the document.
FUNDING
N/A