The City of Salem Board of Aldermen held a workshop meeting Dec. 28, 2022 to discuss changes to the city’s sick and personal leave policies. According to newly-named City Administrator Sally Burbridge, the city has had multiple policies adopted over the years. Some departments have had their own special needs, and there have been times where multiple conflicting policies were in force. The purpose of the meeting was to gather information and recommendations for an eventual overall policy change.
“(The hope is) that by the end of this conversation tonight, we as staff at least have some direction from the board about what you would like us to bring before you for policies,” said Burbridge.
Many city employees were present at the meeting, including Salem Police Chief Joe Chase, Public Works Director Mark Nash, and Parks and Recreation Director Melissa Dubois. Every member of the board of aldermen was present, as well as Mayor Greg Parker. No issues were voted on, or changes adopted, as this was not a regular session of the board of aldermen.
Burbridge presented a table outlining the current policy and how Salem compares to other cities, as well as the Municipal League average, in terms of vacation time, sick time, and other metrics. The numbers show that Salem’s leave policy falls significantly behind other municipalities.
The aldermen discussed and felt the need to increase leave benefits to make Salem competitive with other municipal employers, and to give the city employees more well-deserved time off. However, this led to an issue.
City employees said that even if they got more time off, it is likely that many employees would be unable to use it. Several city departments reported being shorthanded, and say they lack the coverage for everyone to take time off.
Mark Nash reported that the city’s aging water infrastructure is requiring constant maintenance to stay running properly, and it’s very difficult to find coverage when an employee is sick or on vacation. Supervisors reported that often, they themselves are the coverage, working extremely long days or holidays to cover employee time off.
“When one of my guys is out, I just have a longer day,” said Salem Police Chief Joe Chase.
This leads to employees accumulating a large number of sick and vacation days. Many employees take advantage of a payout policy which allows them to trade unused accrued time off for cash. One of the issues discussed was to either keep or remove the payout policy.
Chase presented a letter to all those present outlining the “human capitol” that must be considered when discussing leave policy. He said that many employees cash in when they need a financial boost, and use it as a safety buffer in case they need it. One city employee present at the meeting said he used the money to buy hay.
Chase also said that the payout policy gives employees a goal to strive for and provides a morale boost. According to the letter, Chase has only used five sick days in the 21 years he’s worked for the city. He said he was able to cash out his time, and that he was glad that the option was there in case he needed it sooner for lean times or an unexpected expense.
Chase argued that if the cash-in policy is removed, that sick days would equivalate to paid vacation days. Employees who know their sick days won’t roll over, and can’t be cashed in, will be sure to use all of their sick time every year, exacerbating problems like short-staffing and lack of coverage for time off. Chase said this affects employee retention.
“When talented and knowledgeable employees leave, you run the risk of missing targets and seeing a negative impact on customer service while a replacement is recruited and trained,” the letter read.
Some discussed cross-training city employees so that when one department is short, someone from another department can come and cover the work. The problem is, as one employee put it, “We’re past handing someone a shovel.” Many modern municipal jobs such as linemen, water utility workers, and equipment operators are highly specialized, and after situations like the one in Flint, Michigan, highly regulated.
Public Works Director Nash said he would never ask a lineman to fix a water main, or a water worker to replace a transformer. These jobs often take years of training and high-level certifications. Nash said he wouldn’t even let someone who is untrained drive a snowplow, due to the high risk not only to city equipment, but to private property as well.
It is for these reasons and others that specialized municipal employees are becoming difficult to hire and retain. Chase mentioned the high cost of failing to retain a new employee.
It was ultimately determined in the meeting that a new, more expansive leave policy would at least be a good starting point, and the staffing and coverage issues will need to be addressed regardless.
Some employees were concerned that their benefits were going to ultimately be reduced through new policies. Administrator Burbridge, alderman Kyle Williams, and others responded by clarifying that they had only discussed increasing the benefits, and that nothing was planned to be cut so far. Alderwoman Kala Sisco addressed the employees.
“We realize that you all are under a whole lot of stress and a whole lot of pressure, and we want to add as much as we can (to the policy) to show appreciation and to give back to all of you who are giving so much. We wouldn’t dare take anything away from you. We just appreciate everything you guys do daily as soon as you clock in until you clock out,” said Sisco.
A policy recommendation will be brought before the aldermen in the future for final discussions, alterations, and approval.
