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Item Number: H.4. CITY COUNCIL REPORT SUBJECT: Amendments to the Leaves and Absences Policy and adoption of standalone Family and Medical Leave and Military Leave policies to align with federal and state requirements and improve clarity in the administration of employee leave benefits. MEETING DATE: May 13, 2025 TO: Mayor and Council FROM: Wendy Jackson, Deputy City Manager/Employee Resources Director REVIEWED: Reyes Medrano Jr., City Manager PURPOSE: To amend the City’s Leaves and Absences Policy and formally adopt two standalone policies—Family and Medical Leave and Military Leave. These actions are intended to enhance clarity, ensure compliance with federal and state regulations, and provide employees and supervisors with consistent guidance regarding the administration of protected leave. BACKGROUND: The Leaves and Absences Policy has been revised to promote consistency across all leave types by clarifying accrual practices, and how leave interacts with disability, industrial leave, and unpaid status. These changes aim to ensure employees are treated equitably while on various forms of leave and to streamline administrative practices for supervisors. In addition, two new standalone policies—Family and Medical Leave and Military Leave—have been developed to address gaps in the handbook. These policies establish clear procedures and protections in alignment with the Family and Medical Leave Act (FMLA) and the Uniformed Services Employment and Reemployment Rights Act (USERRA). Both policies provide detailed guidance on eligibility, duration, benefits, job protections, and return-to-work expectations. DISCUSSION: The amended Leaves and Absences Policy improves consistency in how leave types are administered, particularly regarding accruals, payouts, and unpaid status. The addition of standalone Family and Medical Leave and Military Leave policies ensures compliance with federal regulations and provides clearer guidance for employees and supervisors. Together, these updates strengthen the City's leave framework and support consistent, lawful application of leave benefits. BUDGET IMPACT: There is no additional financial impact associated with the adoption of these policies. RECOMMENDATION: Staff recommends approval of the amended Leaves and Absences Policy and the adoption of the standalone Family and Medical Leave and Military Leave policies as presented. ATTACHMENTS: 1. Military_Leave 2025 2. Family_and_Medical_Leave 2025 3. Leaves_and_Absences 2025