The council’s attention was captured by a detailed presentation from Sheila Huber and Victoria Potts of the Minnesota Valley Council of Governments, outlining the comprehensive adjustments necessary for compliance with the new sick and safe leave law. This statute requires employers to offer sick leave that covers a range of scenarios, including personal illness, family care, and emergencies like school closures. The law expands the family definition to include extended relatives and mandates that leave be job-protected, preventing employee termination during leave and ensuring reinstatement to their prior position without retaliation.

A significant portion of the council’s discussion focused on the current paid time off (PTO) program, which may require alterations to align with the new requirements. The existing program allows for a broad use of PTO, while the statute specifies qualifying reasons for leave. Concerns included the statute’s stipulation for a minimum of 80 hours of rollover sick leave annually, compared to the current 40-hour rollover. Huber suggested possible solutions, such as adjusting the PTO program or establishing a separate sick and safe leave bank, each with its own set of administrative challenges.

The issue of compliance extended to part-time and seasonal employees, particularly volunteer firefighters, who must be included under the statute despite their unique compensation model. Volunteers typically receive payment per call rather than hourly, complicating the tracking of their accrued leave. Huber noted that volunteers returning within 180 days would retain their accrued leave, adding complexity to record-keeping. The council debated ways to inform these employees of their rights and to manage their leave accrual effectively.

The intricacies of tracking hours for volunteer firefighters were further explored, with suggestions for a monthly tracking system to document hours worked through calls and training sessions. Concerns about potential discrepancies in hour documentation were raised, with emphasis on maintaining thorough records. There was acknowledgment that firefighters could exceed the 80-hour threshold due to varied call and training commitments, complicating hour tracking and compliance.

The council considered the practicality of a lump-sum approach to sick and safe leave, offering a set number of hours annually rather than tracking individual hours worked. This approach aimed to reduce administrative burdens and simplify the process for both management and employees. However, questions about the financial implications and the need for clear documentation and compliance with state regulations persisted, especially concerning whether the policy would create fiscal liabilities for the city.

Additionally, the council discussed the impact of the impending paid family medical leave law, effective January 1, 2026. This legislation requires cities to contribute a percentage of employee wages to the state, similar to Social Security taxes, potentially affecting city payroll and staffing during employee leave. The council recognized the need for policy adjustments to accommodate these changes while ensuring continuity of city services.

The council also considered the fairness of current compensation for volunteer firefighters, who receive a flat rate per call regardless of call duration. This raised broader discussions on equitable compensation structures and their alignment with state mandates. The need for standardized processes, informed by examples from other cities, was proposed to avoid inefficiencies and ensure compliance.