HomeMy Public PortalAboutORD12557 BILL NO. 96-92
` J SPONSORED BY COUNCILMAN Nilges
ORDINANCE NO. JA
AN ORDINANCE OF THE CITY OF JEFFERSON, MISSOURI,REPEALING ORDINANCE
12202 PERTAINING TO THE PERSONNEL POLICY MANUAL FOR THE MUNICIPAL
' SERVICE OF JEFFERSON CITY, MISSOURI,AND ENACTING A NEW ORDINANCE IN
LIEU THEREOF.
BE IT ENACTED BY THE COUNCIL OF THE CITY OF JEFFERSON, MISSOURI, AS
FOLLOWS: i.
Section 1. Ordinance 12202 pertaining to the Personnel Policy Manual for the
Municipal Service of Jefferson City, Missouri is hereby repealed.
Section 2.The document entitled Personnel Policy Manual dated November 1, 1996,
designated as Exhibit A and attached hereto is hereby adopted as the official personnel
j rules and regulations for the municipal service of the City of Jefferson. j
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i Section 3. This ordinance shall be in full force and effect November 1, 1996.
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Passed: e C. , ��6 Approved: 'De c 3, f
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Presiding Officer Mayor
ATTEST: APPR VED As TO FORM:
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Section 6-6. Completion of introductory period. . . . . . . . ,
. 17 �
Section 6-7. Training period for promoted and transferred employees. ,
Section 6-8. Demotion during training period. 17
j 17
ARTICLE 7.POSITION CLASSIFICATION PLAN , . . . . . . . . . . .
Section 7-1. The classification plan. 18
Section 7-2. Purpose of the classification plan, 18
Section 7-3. Administration of the classification plan. . . • . • . . • 18
Section 7-4, Classification of positions. 18
Section 7-5. Effect of classification changes on incumbent . . . . . . . . , • ' ' ' , • 19
ARTICLE 8. COMPENSATION PLAN 21
Section 8-1. Authority to establish salaries. . . . . . .•
21
Section 8-2. The compensation plan, . 21
Section 8-3, Standards for determination of pay ranges. 21
i Section 8-4. Amendment of the compensation plan, . . -
21
Section 8-5. Total remuneration. ,
I Section 8-6. Dual employment prohibited. . . . . . . . . . . . • . .
.. . . 22
Section 8.7. Special assignments. . . . . . , 22
Section 8-8.Application of the compensation plan, . 22
i Section 8.9.Beginning salary. . . . . . . . . . . . . . .. . . . 23
Section 8-10. Salary increases and bonuses. . . . . . . . . . :: : : : : 24
Section 8-11. Pay rate adjustments. 24'
Section 8-12. Temporary p ary assignment to higher level position. . . . . . . . . . . . 25
Section 8-13. Overtime and compensatory time.
Section 8-14. Call back time. ' , ' ' ' ' ' ' ' ' ' , , • • • • • 25 :
Section 8-15. Stand-by/on-call status. . . . . . . . . . • . . • . • • • . . . • . ' ' ' ' ' ' ' , • 27
27
Section 8-16. Emergency alert duty status. 27
'? Section 8-17. Pay periods;pay days. . . . . . . . . . . . . . . . . . . . . . .. . " "
Section 8-18. Compensation for leave taken and hours worked above the work 28
schedule. . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . 28
ARTICLE 9. PERFORMANCE APPRAISAL 28 '
Section 9-1.Responsibilities. . 28
Section 9.2.Employee performance appraisals,
. . . . . . . . . . . .. . . . . . . . . . . . . 28
ARTICLE 10. WORK SCHEDULES AND ATTENDANCE . . . . . . ,
Section 10-1. Work schedules determined by department director. 29
29 i.
Section 10-2. Required attendance. 29
Section 10-3. Inclement weather closings . . . . . . . . . . . . . . . . . . . . . . . . . . . . • 29
ARTICLE 11. PAID HOLIDAYS
29
ARTICLE 12. VACATION LEAVE
Section 12-1. Amount. . 30
Section 12-2. Accrual. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30l`
Section 12-3. Payment upon separation. . . . . . . . . . . . . • , , , , . , . . , . . , ; ; 3 i `✓
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1996
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PERSONNEL POLICY MANUAL
TABLE OF CONTENTS
ARTICLE 1-GENERAL PROVISIONS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Section 1-1. Purpose of rules. . . . . . . . . . . . . . . . . . . . . . . . . . • 1
Section 1-2. Positions covered by the rules. . . . . . . . . . . . . . . . . . . . . . . . . 1
v I Section 1-3. Administration of the rules: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 -
Section 1-4. Departmental regulations. 1
ARTICLE 2. DEFINITION OF TERMS . 2
I
ARTICLE 3. GENERAL EMPLOYEE POLICIES . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Section 3-1.Equal Employment Opportunity. . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Section 3-2. Affirmative Action Plan. . . .. . . . . 5
Section 3-3. Alcohol,Drug, and Controlled Substance Abuse. 5
Section 3-4:Acquired Immune Deficiency Syndrome(AIDS). 8
Section 3-5. Health and safety. . .. . . . .. . . . . . . . . . . • .. . . . . . .. . . 8
Section 3-6. Limitation of smoldng and tobacco use. 10
Section 3-7.Applicants and Employees with Disabilities. 10
Section 3-8. Attitude and appearance. . . . . .. . . . . . . . . . . 11
Section 3.9. Uniforms;clothing provisions. • 11
{ Section 3-10. Commercial Drivers'License. . 11
ARTICLE 4. APPLICATIONS AND APPLICANTS . . . . . . . . . . . . • . . . . . . . . . . .. . 12
Section 4-1. Recruitment. . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . • . . . 12
j Section 4-2.Application form. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Section 4-3. Disqualification. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. • . . 13
Section 4-4.Disqualification by reason of police record. . . . . . . . . . . . . . . . . . . 14
n Section 4-5. Examinations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Section 4-6.Examination administration. . . . . . . . . . . . . . . . . . . . . . . . . 14
Section 4-7. Rating of examinations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Section 4.8. Medical examinations. . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Section 4-9. Residence requirements. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
ARTICLE 5. APPOINTMENTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . 15
Section 5.1. Appointments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Section 5-2. Appointment authority.
Section 5.3. Appointment forms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Section 5-4. Transfer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Section 5-5. Promotion/Demotion. . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . 16
ARTICLE 6. INTRODUCTORY AND TRAINING PERIODS . . . . . . . . . . . . . . . . . . . . 16
Section 6-1. Purpose. 16
Section 6.2. Duration. . . . . . . . . . • . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Section 6-3. Evaluation and counseling. 16
Section 6.4. Extension of introductory period. . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Section 6-5. Termination during
g introucto r}' period. 17
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I Section 17-3. Police. . . . . . . . . . . . • . . . . . . . . . • . . . . . . . . . .. . . . . . . . . . . . . 47
ARTICLE 18. RECORDS AND REPORTS . . • . . . . . • . . . . . . • . . . . . , • • 47
Section 18-1. Personnel records. . • . . . . . • . . . . . . . . . , • . .. . . . . . 47
Section 18-2. Service register. . . . . . . . ..... .. . . . . . .. .. . . . . . . . . . . .. . . . . . 47
Section 18-3. Reports. . . . • . . . . . .. . . • . . .. . . .. . . . 47
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Section 18-4. Public records. . . . . 47
ARTICLE 19. TRAVEL EXPENSES 48
Section 19-1. Policy. . . . . . . . . . . . . . . • . • . . . . . . • . . . . . . . . . . . . . . 48
Section 19-2.Travel advances. 48
Section 19-3. Reimbursable expenses. . . . . .. . . • . . . . .. .. . . . . . . . 48
Section 19-4. Non-reimbursable expenses. . . . . . .. . . . . . . . .. . .. . . . 49
Section 19-5. Vacation combined with official travel. . . . . .. . . . . . . . . . . .. . . . 49
Section 19-6. Travel reimbursement or repayment of advance to city. .. . . . . . • 49
Section 19-7. Use of personal vehicle for official business. .. .. . .. . . .. . .. .. . 49
Section 19-8. Use of City vehicles. • , •• , , , , , ,, ,• , , 49
Section 19-9. Reimbursement rates and rules, ;
49
ARTICLE 20. PROHIBITIONS AND PENALTIES . . . . . . . .. •. . . . . . .. . . . . . • 60
Section 20-1. Participation in political activities. .. . . . . . . . 50
Section 20-2. Discrimination and sexual harassment. 61
Section 20-3. Nepotism;restriction on employment of relatives. 51
Section 20-4. Outside employment. . . . . . . . . . . .. . . . . . . . .. .
51
Section 20-5. Conflict of interest. . . . . . . . . . . . ..
51
Section 20-6. Penalties. . . . . . . . . . . . . . . . . • . . . . . . . . . . . .. • . • . . .. . . . . . . 52
ARTICLE 21. MANAGEMENT RIGHTS . . . . . 52
ARTICLE 22. SAVINGS CLAUSE AND AMENDMENT . . . . . . . ,
f . . . . . . . . . . . • . . .. . . . . . . . . . . . . . . .. . . . . . . J2
Section 22-1. Savings clause. 52
Section22-2. Amendment. . . . . . . . . . . . . . . . . . . .. . . . . . . . .. . . . . . . . . . . . 52
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Section 12-4. Holidays occurring during vacation period. . . . . . . . . . . . . . . . . . 32
Section 12-5. Police and fire department vacations. . . . . . . . . . . . . . . . . . . . . . 32
Section 12-6. Use of vacation leave. . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . , . 32
ARTICLE 13. SICK LEAVE . . . . .. . . . . . . .'. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
Section 13-1.Amount. . . . . . . . . . . . .. . . . . . . . . . . . . 32
Section13-2.When taken. . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
Section 13.3.Accrual. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Section 13-4. Incentive program. . . . . . . .. . . . . . . . . . . . . :. . . . . . . . . . . . . . 33
ARTICLE 14. SPECIAL LEAVE . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . .. .. . . 34
Section 14-1.Approval authority. . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Section 14-2. Court leave. . .. . . . .. .. . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Section 14-3.Military leave. . . . . .. . . . . .. .. . . . .. . . . . . . . . . . . . . . .. . . . . 34
Section 14-4.Military training leave of absence. .. . . . . . . . . . .. .. . . . .. . . . . 35
Section 14-5. Blood donation leave. . .. .. .. . . . .. .. . . . . . . . . . . . . . . .. . . . . 36
Section 14-6. Maternity leave. . . . . . . . . . . . . . . . .. . . 36
Section 14-7. Family and medical leave . .. . . 36
Section 14-8. Occupational injury leave. 37
Section 14-9.Absence without leave. .. . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . 37
Section14-10. Funeral leave. . . . .. .. . . .. .. . .. . . . . . . . . . . . . . . .. .. .. . . 38 -
/' Section 14-11. Education leave. . . .. .. . . . . . . . .. . . . . . . . . . . . .. . . . .. .. . . 38
Section 14-12. Special assignment leave. . . . . . . .. . . . . .. . . . . . . . .. .. . . 38
ARTICLE 15. OTHER FRINGE BENEFITS . . . . . .. . . . . . . . . . . . . . . . . . . . .. . . . . 38 I
Section 15-1. Health and life coverages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
Section 15-2. Cafeteria Plan.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . 38
Section 15-3. Retirement plans. . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . .. . . . . 39
Section 15-4, Deferred compensation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
Section 15-5, Credit union. . . . . . .. .. . . . . . . . . . . . . . . . . . . . . . . . .. .. . . . . 39 I
n Section 15-6. Employee assistance program. . . . . . . . . . . . . . . . . . . . . . . . . . . . 39 I '
Section 15-7. Long-term disability insurance. . . . . . . . . . . . . . . . . . . . . . . . . . . 39
Section 15-8. Education plan. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39 f
Section 15-9. Training . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . 40
ARTICLE 16. SEPARATION AND DISCIPLINARY ACTIONS 40 `-
Section 16-1. Resignations. . . . . . .. .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40 !
Section 16-2. Termination. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Section 16-3. Reduction in force;lay off. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Section 16-4. Return of city property. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
Section 16-5. Discipline. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42 �.
Section 16-6. Disciplinary actions defined and predisciplinary hearin g. . . . . . , . 44
Section 16-7. Retirement. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
Section 16-8. Honoring of retirees. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
5" ARTICLE 17. CONFLICT RESOLUTION AND APPEALS • . • • • • • • • • • • • • • • • • • • • 46
Section 17-1. Conflict resolution 46
Section 17-2. Conduct of investigation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
November 1, 1996
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ARTICLE, 2.DEFINI'T'ION OF TERMS I
The following words and phrases shall have the meanings
rules except where tine context clearly indicates otherwise. indicated throughout these
Anniversary date, Date of appointment or promotion to a position in the municipal
service or date of transfer to a different class in the municipal service for current period of
continuous service. Persons appointed to city service prior to November 1, 1982, shall have
their most recent merit pay raise date serve as their anniversary date.
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AUofntine allthO'it. The
appointment and removal of subordinate ip spit onsin any office,department,or division of
any person or or
group of persons having the power by virtue of ordinance or other lawfully
+� delegated authority to make appointment to positions in the municipal service.
I Anpo1_ n_tent, The designation to a Position in
has qualified for the a P the municipal service of a person who
appointment through an appropriate selection process.
Certification, The act of supplying an appointing authority with an a
ProPriate
number of names of applicants who are eligible,in accordance with legal provisions
and these
rules, for appointment to a position.
City administrator. The duly appointed city administrator of the City of Jefferson or
his designee.
Class. One or more positions sufficiently similar in respect to assigned work duties
and responsibilities that the same class title may be reasonably and fain used to designate
each position allocated to the class, that the same minimum education and work experence
qualifications may be required, and the same salary range may apply with equity.
Classification. The original assignment of a position to an a ppropriate class on the
basis of the nature, difficulty,and responsibility of work to be performed.
Class series. The arrangement in sequence of classes that are alike in kind of work
and responsibility, but not at the level of assigned work and responsibility.
If ,
Conflict resolution. Conflict resolution is the procedure used to resolve
relating to employment,personnel rules and re s, r complaints
between an employee and his supervisor or other regulations, esg conditions,or relationships
Covered employee An employee who is covered by the provisions of the Fair Labor
Standards Act(P arpA) titularly as related to overtime,
Demotion. The movement of an employee from a position in one class to a position
in the same or other class having a lower maximum salary rate.
Date of employment. The date an employee starts work as a new hire or rehire.
])ate of termination. The date an employee separates front employment.
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November 1, 1S); •;
IARTICLE, 1.GENERAL PROVISIONS
Section 1-1. Purpose of rules.
I It is the purpose of these rules to set forth the rinci les and
P p procedures which will
I be followed by the City of Jefferson in the administration of its personnel program. The; are
intended to establish an efficient, equitable and functional . system of personnel
administration which governs the appointment, promotion, transfer, layoff, dismissal, { ..
discipline,and other related conditions of employment.They are not intended to be a contract
between the City of Jefferson and its employees and do not create contractual rights for
employees. The City of Jefferson reserves the right to change the Personnel Policy Manual
at any time by ordinance as passed by the city council.
Section 1-2. Positions covered by the rules.
These rules shall apply to all positions in all departments of the.City and to such other
ipositions as may be provided herein, except that provisions of a work agreement when in
conflict with or supplemental*to these rules shall be the applicable rules for employees
covered by the work agreement.
Section I.S.Administration of the rules.
(a) The city administrator,under the general supervision of the mayor, shall be �•
charged with the overall responsibility for the administration of these rules.
(b) The director of parks and recreation,under the general supervision of the parks
I
and recreation commission, shall be charged with the responsibility for the administration
of these rules as they affect employees of the parks and recreation department.
(c) These rules and regulations supplement the powers of the Police Personnel
Board and in no way supersede the authority given to that board by ordinance.
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Section 1-4.Departmental regulations. i
These rules shall not be construed as limiting f
any department director to make departmental rules and re way the power and authority ct `
and performance of employees. Departmental rules and regulations governing the conduct
provisions of these rules. Departmental rules shall be approved by the city edmin st conflict and {I
shall be published and a copy furnished each employee to whom they apply. Such rules and {
regulations, when approved, published, and distributed as herein provided, shall have the
force and effect of rules of that department,and disciplinary action may be based upon breach
of any such rules and regulations.
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Ft Department. Any of the departments under the jurisdiction of the City or Parks and
ecr ation Commission, now or as hereafter established.
Department director. The officially appointed director of any department.
1•;I!Lble. A person whose name is on a current eligible list and who may under these !!(
„ ( rules be certified for appointment to a position in the municipal service. I
Dmergencv. A sudden and unforeseen happening that requires the unscheduled
services of an employee to protect the health, welfare, and safety of the community.
exempt employee. An employee who is exempted from the provisions of the Fair
Labor Standards Act(FLSA)by the Act or who is not covered by the Act, particularly as it
relates to overtime.
Firearm. A gun that fires a projectile.
Fire administration. Members of the administrative staff of the fire department
including.the fire chief,assistant fire chiefs,fire training officer,public education officer,and
clerical personnel.
Full-time em to ee. An employee occupying a position included in the adopted annual
budget that is neither specified part-time or temporary employment,nor limited for a period
of less than the budget year;also any employee occupying such a position established during
a given budget year unless the appointing authority certifies that such position will not be
continued in the succeeding year's budget; the hours of work for which are approximately
j 2080 per year.
He (hhim).
_i _s. As used in these rules, the words "he," "his,"and"him"shall connote
both masculine and feminine genders.
Immediate family. Husband,wife,son,son-in-law,daughter,daughter-in-law,mother,
mother-in-law, father, father-in-law, brother, brother-in-law, sister, sister-in-law,
grandparents, and grandchildren.
period.Introductory employee. A full-time or part-time employee serving a working test
• �
Introductory period A working test period during which a newly-appointed full-time
or part-time employee is required to demonstrate fitness by actual performance of the duties
of the position to which the employee is appointed.
JoU Description A written statement of the characteristic duties,responsibilities,and
qualification requirements that distinguish a specific class from other classes.
I La -off. Employment separation made necessary by lack of work or funds or other
reasons not related to fault, delinquency, or misconduct on the part of the employee.
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Original employment date. first date of official appointment to a position in the
municipal service and for any period of continuous service.
Part-time employee. Part-time employee in these rules shall mean both part-time
employee with benefits and part-time employee'ivitliout benefits.
Part-time employee with benefits, An employee in a position scheduled to work less r
than full time(2080 hours),but at least 1500 hours(including hours of work,vacation, sick
leave, and compensatory time)in any twelve-month period.
Part-time employee without benefits. An employee hired into a position scheduled for
no more than 1499 hours(including hours of work and compensatory time)in any twelve-
month period. Part-time employees who were allowed benefits prior to November 1, 1990
shall retain those benefits as long as otherwise eligible under the benefit plans. I
Position. A.group of current duties and responsibilities assigned or delegated by
competent authority, requiring the full-time, part-time, or temporary employment of one
person,
Promotion. The movement of any employee from a position of one class to a position
of another class having a higher maximum salary rate.
Promotional list. The names of persons currently in the municipal service who have
applied and are qualified for appointment to a position in a class having a higher maximum
salary rate.
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Training period, The working training• -riod served by promotional appointees and
employees transferred to a class dissimilar to the one previously held.
Reclassification. The official determination that a position be assigned to a class
different from the one to which it was previously classified based on a gradual change in a
position to include duties clearly outside of the current class or an immediate change in a
position brought about by a division or department reorganization or redistribution of duties.
Whether an employee shall be retained in a position after reclassification of the job shall be
determined by his qualifications for the position as reclassified.
Repositioning. .The official determination that a class of positions be assigned to a
different pay range based on"internal equity"(relationship with other municipal classes) or
"external competitiveness"(relationship with wage and salaries paid in the labor market),
Resident. A person whose principal place of domicile is within the corporate
boundaries of the City of Jefferson,Missouri.
Temporary/Seasonal employee, Terms used interchangeably to describe a position
comprising duties which occur,terminate,and recur seasonally,intermittently or according
to the needs of the department. Such position shall not require more than 1499 hours of pay
�r in an twelve-month
y period. The appointing authority shall assign a projected date of
4 N ovemher 1, ]996
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termination of less than one year from date of hire and shall have such date made a part of
the employee's personnel file.
Transfer, The movement of an employee from one department,division,or unit of the
municipal government to another,from one position to another position of the same class, or
to another class having the same maximum salary rate involving the performance of similar
or dissimilar duties and requiring essentially the same basic qualifications.
Vacancy. A duly created position which is not occupied and for which funds have been
f provided.
Year. A calendar year unless otherwise specified in a particular section or article. j
ARTICLE 3. GENERAL EMPLOYEE POLICIES
Section 3-1. Equal Employment q p yment Opportunity. i
It is the intent of the City that all personnel activities shall be conducted in a manner 1
that will assure equal employment opportunity for all persons, without regard to political j
affiliation, race, color, religion, national origin, sex, age, or disability. This policy shall in-
clude all personnel practices related to the employment_process, promotions, demotion,
transfer, lay-off, termination, compensation, benefits, training, and general treatment of
employees.
Section 3-2.Affirmative Action Plan.
The city administrator shall be responsible for the development and administration
of a voluntary affirmative action plan to aid in achieving full realization of equal employment
A opportunity(EEO). Such plan shall include:
(a) A policy statement.
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(b) Assurances of compliance with applicable EEO laws.
j (c) A utilization analysis. +
(d) Affirmative action goals and objectives.
Section 3-3. Alcohol, Drug,and Controlled Substance Abuse. i
(a) Background and Covered Employees. The alcohol, drug, and controlled substance
abuse policy applies to all City employees.
The Federal Department of Transportation (DOT) specifically requires additional
prohibitions,notices,testing and training for employees involved with the operations of mass
transit,aviation and commercial motor vehicles. Each agency of the DOT issues regulations I
�j specific to their industry. The City Administrator is responsible for developing and
J fir' implementing procedures for compliance with such regulations and shall issue copies of the
5 November 1, 199(i
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procedures to covered employees as appendices of the Personnel Policy Manual. In the event
of any conflict between rules and regulations, the stricter rule or regulation shall govern.
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(b) Policy Obiectives. The City has an obligation to its employees to take reasonable steps
to ensure a drug free and safe,place to work. The City also has an obligation to the citizens
of Jefferson City and the public at large to provide quality and safe services through a policy
and program prohibiting alcohol,illegal drugs,and controlled substances in the workplace,
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(c) Policy Statement. The City prohibits the unlawful manufacture, distribution, f
dispensing, possession or use of alcohol/intoxicants,drugs, and controlled substances in the
workplace. Any employee who violates this policy will be subject to disciplinary action,which f
may include termination.
(d) Prohibitions. The mayor,city council,and city administrator of the City of Jefferson
reaffirm the City's policy that,as a condition of employment,all employees will abide by the
policy or a drug-free workplace and adhere to the following Y g p g prohibitions:
(1) No employee shall report to work under the influence of alcohoUntoxicants,
drugs, or controlled substances.
}
(2) Employees shall not unlawfully manufacture,distribute,dispense,possess,or
use illegal drugs or controlled substances in any manner(i)on City premises
or in City vehicles at anytime,whether or not performing City business,or(ii)
while performing City business at any location. An employee convicted of
violating any criminal drug statute on or off City property will be subject to
disciplinary action,including termination. This section does not apply to any ;
employee performing law enforcement responsibilities.
(3) Employees shall not use City property or their position with the City in any
way to make or traffic alcohol/intoxicants, illegal drugs, or controlled
substances for their own purposes.
(4) Employees shall not engage in any other illegal use,possession,or trafficking
of alcohol/intoxicants,illegal drugs,or controlled substances in a manner which
is detrimental to the interest of the City of Jefferson.
(e) Notice of Conviction. Any employee convicted of a criminal drug statute violation
occurring in the workplace will notify the city administrator of such conviction no later than
five days after conviction.
(f) Notice of Legal Dives or Medications. Any employee who is taking a drug or
medication, whether or not prescribed by the employee's physician, which may adversely J
affect that employee's ability to perform work in a safe or productive manner is required to
report such use of medication to his or her supervisor. This includes drugs which are known
;Tr or advertised as possibly affecting judgment, coordination, or any of the senses, including
w those which may cause drowsiness or dizziness. Employees shall not commence or continue
to work if they are uncertain whether they can perform their duties safely. -�
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(g) Drug Awareness Program. Employees are made aware of the drug-free workplace
I policy and the dangers of drugs in the workplace through the display and distribution of
informational material. The information includes the effects and consequences of drug use
on personal health,safety and the work environment,and the manifestations and behavioral
cues that may indicate drug use and abuse. Supervisors receive 60 minutes of training on
the physical, behavioral, speech, and performance indicators of probable drug use and 60
minutes of training on alcohol misuse. The program also includes information about the j
availability of drug counseling and rehabilitation as provided by the Employee Assistance
Program described in Section 15-6.
(h) City's Right to Search. When the City has reason to believe an employee is violating j
any aspect of this policy,the City may ask the employee to submit immediately at any time
(including breaks and the meal period)to a search of the person and/or to make any locker,
lunch box, briefcase, purse, pockets, wallet, personal belongings, desk, vehicles, or other
receptacle the employee uses or has access to, available for inspection. Entry on City
premises constitutes consent to searches and inspections. Refusal to consent to a.search or
inspection when requested by the City constitutes insubordination and is a violation of City l
policy.
W City's Right to Test. An individual shall not be hired to perform a safety sensitive
function unless the individual passes a drug test of urine for evidence of marijuana,cocaine,
opiates, phencyclidine(PCP), and amphetamines. All new hues and re-hires of full-time,
part-time,or temporary/seasonal employees may be required to take a urine or other medical
test and to agree in writing to allow the results of those tests to be furnished to and used by
the City. Those persons who do not pass such test(s)shall not be employed.
An employee performing a safety sensitive function who is reasonably suspected of
using alcohol or a prohibited drug, when a supervisor who is trained in the detection of
i alcohol and drug use can substantiate physical indicators of probable drug use, may be
I required to take a drug or alcohol test(s)or both. A supervisor's reasonable suspicion must
be based on specific contemporaneous,articulated observations concerning the appearance,
behavior, speech or body odors of the driver. Alcohol testing may also be performed just
before or just after the work shift of the employees.
An employee who performs a safety-sensitive function that either contributed to an
accident,or cannot be completely discounted as a contributing factor to an accident,may be
required to take a drug test(s).
Employees who perform safety sensitive functions are subject to drug testing on an
unannounced and random basis.
0) Disciplinary Action for Violation of the Policy. Any employee who violates any aspect
of this policy,including refusal to submit to any of the above described searches,inspections,
or testing when requested by the City, will be subject to disciplinary action as described hi
Section 16.6, which may include termination. Failure to provide adequate breath or urine
may constitute a refusal to test if a medical evaluation determines there is no medical
condition preventing the employee from providing the sample. When the City has reason to
believe the employee is violating this policy,the employee may be suspended immediately
pending investigation.
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(k) Response to Questions about the Policy. The City Administrator has been designated
as the person responsible to answer questions about the alcohol and drug testing program.
Section 3.4.Acquired Immune Deficiency Syndrome(AIDS).
The unfortunate spread of AIDS in recent years has presented a need for a policy
regarding the employment of those who have,or may have,this disease. Medical experts and
medical evidence available to date has shown that casual workplace contact with employees
who have AIDS, or who have been exposed to the AIDS virus, will not result in the
transmission of AIDS to others.
{ The City of Jefferson policy will be to employ persons who have AIDS,or are suspected
of having AIDS,so long as such persons remain qualified to perform their jobs in accordance
with City standards. Some exceptions or deviations to this policy may be necessary for
certain positions,but the City's intent will be to maximize the employment opportunities of
AIDS patients,while at the same time preserving the safety and morale of all employees.
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The City will stay abreast of the latest medical knowledge regarding this disease. If
it ever appears that the implementation of this policy may present a danger to'employees,
appropriate revisions will be made.
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Section 3-5. Health and.safety.
All employees shall be responsible for performing work assignments in a safe manner.
Prime consideration shall be given to safety in all work situations. ,
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(a) All employees shall:
(1) Be thoroughly familiar with safety requirements and practices ap-
plicable to their respective work assignments.
(2) Actively observe safety practices, and report unsafe or potentially
dangerous conditions and accidents or injuries to their supervisor
immediately.
(3) Refrain from engaging in horseplay, wrestling, hazing of co-workers,
and any other unsafe practice under penalty of disciplinary action up
to and including dismissal.
(4) Wear protective equipment,use protective devices and wear safety belts �
in all city vehicles so equipped.
(5) Report to supervisor any suspension, revocation or other loss or
potential loss of the right to legally drive a motor vehicle if driving a
City vehicle is a responsibility or privilege of the job.
(6) Employees who are responsible for driving City vehicles must be ti
properly licensed at time of employment or assignment to a vehicle and
November 1, 1996
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upon each license renewal date and must complete driver training or
^•t driver performance qualification checks as required by the department
before operating City vehicles.
(b) The City will pay for immunizations when approved by the department
directors.
(c) The City may retain a medical services provider to perform medical and related
services for the City. These services may include pre-employment'physicals, disability
retirement physicals,examinations and or treatment of on-the-job injuries,and verification
of illness and injury,wellness programs among other services. An employee may be directed
by his supervisor to see a City selected physician(s) at the expense of the City,and it will be
the responsibility of the employee to make any scheduled appointments with the retained
physicians(s). For charges not covered by Workers'Compensation,the City will pay for the
cost of the examination only. Any referral or additional charge outside the examination can
be submitted to the City's health plan,with the employee responsible for any portion not paid
by the health plan.
(d) Partial reimbursement of the cost of approved safety eyeglasses and approved
i safety boots or shoes shall be provided for all employees whose jobs warrant such protection
as designated by the department director.
Reimbursement rates are $100 for prescription safety eye glasses. The
reimbursement rate for safety boots or safety shoes shall be $80 per pair. These
reimbursement rates shall apply to reimbursements for replacement of safety glasses and
footwear due to normal wear. Employees must present their worn out glasses and footwear
for their supervisor's authorization before obtaining replacements. Replacements and repairs
may be made without cost to the employee if the glasses or safety footwear are accidently
damaged in the course of the employee's job performance. The City will provide non-
prescription safety glasses at no cost to employees.
(e) The City subscribes to the concept of safe work environment also through its
efforts to prevent workplace violence. Workplace violence includes, but is not limited to,
I �
harassment, threats, physical attack, or property damage. A threat is the expression of an
intent to cause physical or mental harm regardless of whether the person communicating the i
threat has the present ability to carry out the threat and regardless of whether the threat
is contingent,conditional,or future. Physical attack is unwanted or hostile physical contact i
with another person such as hitting,fighting,pushing,shoving,or throwing objects. Property j
damage is intentional damage to property which includes property owned by the City,
employees, or others. It is a violation of this policy to engage in any act of workplace
violence. Any employee who has been determined to be in violation will be subject to
disciplinary action up to and.including termination and,depending upon the violent act,may
be subject to criminal sanctions.
Prevention efforts include, but are not limited to,informing employees of this
Policy,instructing employees regarding the dangers of workplace violence,communicating the
sanctions imposed for violating this policy,and providin a reporting procedure within which
` to report incidents of violence Aithout fear of reprisal.
November 1, 1996
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Each incident of violent behavior,whether the incident is committed by another
employee or an external individual such as a customer,vendor, or citizen,must be reported
to department or division directors who will assess and investigate the incident and
determine through the appropriate consultation with Human Resources,Law and Police what
action will be taken.
In critical incidents in which serious threat or injury occurs, emergency
responders such as the Police or ambulance personnel must be immediately notified.
Any employee who acts in good faith by reporting real or implied violent
behavior will not be subjected to any form of retaliation or harassment. Any action of this
type resulting from a report of violence must be reported to the appropriate staff for
investigation and decision regarding proper action.
Following are policy guidelines for employees to follow if an incident of violence
should occur:
Be alert and aware of surroundings at all times. The more alert employees are,
the less likely they are to panic. Employees should mentally rehearse the course of action
they would take in the event of violence on the job. If confronted,do not panic as this could
provoke undesirable behavior on the part of a violent individual. Employees should not
{ jeopardize their safety when requesting assistance. Be discreet about requests for assistance
as not doing so could cause violence to escalate. Be observant and look for distinguishing
features of individuals who are causing a problem or confronting them or other employees.
Observe the vehicle and firearms,if involved. The scene of the incident should be preserved
as it is until investigated. Employees will be asked to document in writing any incidents of
violence that occur.
M It is prohibited to carry a firearm while on duty or to bring into or be in possession
of a firearm while in a City building unless it is a job requirement.
{ Section 3-6.Limitation of smoking and tobacco use.
Employees are not allowed to smoke in City buildings.
i Employees that smoke or use smokeless tobacco outside, whether on or off City
property,should consider common courtesy and their public image when using tobacco on the
job. To this end, employee gatherings at the designated smoking areas outside of public
buildings should be avoided;employees should not smoke near air intakes,open windows and
doors; and employees should always properly dispose of tobacco waste products.
Employees may smoke when operating City vehicles upon the discretion of the
primary user when there are only •mokers in the vehicle except when smoking would be a i
safety hazard. Ashtrays shall be.used when smoking in City vehicles.
Section 3-7. Applicants and Employees witb Disabilities. G
Assistance shall be available to applicants with disabilities that may require
personal assistance to participate in the selection process. Such assistance shall include but
10 November
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not be limited to providing readers for the vision impaired and written materials for the hearing
impaired.
In determining whether an applicant or employee with a disability shall be
accommodated,the following shall apply. The applicant or employee must make a documented
request for reasonable accommodation. The dcpartincnt director and supervisor, if applicable, j
shall consult with the disabled individual regarding an appropriate accommodation. If the i
accommodation does not impose an undue hardship,the accommodation shall be implemented.
Assessing the reasonableness of the possible accommodations shall include the following factors:
(a) how well it accommodates the needs of the individual with a disability
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(b) how reliable it is
(c) whether it can be made available in a timely manner
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(d) and whether it imposts an undue hardship defined as an action requiring significant
difficulty or expense.
The city administrator shall make the final decision as to whether the accommodation is
reasonable and does not present an undue hardship.
Employees and applicants with disabilities shall be afforded due process that provides for i
prompt and equitable solutions to complaints. Employees shall utilize the conflict resolution
procedure described in Article 17 of this manual. Applicants shall use the same procedure but shall
file their complaint under Step 4 with the city administrator.
Section 3-8. Attitude and appearance.
A friendly and courteous attitude by city employees toward the public and co-workers
is required at all times. Similarly, employees are expected to deliver prompt, thorough, and
efficient service to consumers to the best of their ability. All employees are required to maintain
a neat and clean personal appearance. Each employee shall be subject to specific department rules
and regulations concerning proper clothing,personal hygiene,and grooming.
Section 3-9. Uniforms;clothing provisions.
i The City will provide for the uniform and special clothing steeds of its employees. The
needs will be met by the purchase or lease of the appropriate uniforms and clothing, and will
generally include dry cleaning services where necessary. The employee will be responsible for I
proper care and use of clothing and uniforms and the laundering of same,if appropriate.
Section 3-10. Commercial Drivers' License. �
�,.
The law requires employers to make certain that drivers of"commercial vehicles,"
including City buses and trucks, have the required class of commercial driver license for the size
wand t\Z)e of vehicle they are required to drive. Depending on the particular job requirements,City
employees may be required to hosscss a Class A, 13,or C license wish air brake„ tank,or passenger
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endorsements, Tile State may require a written test covering dte class vehicle o crate
applicable endorsements anti restrictions. P d and the
There arc three classes of Commercial Drivers License:Class A,Class B
covering different types of vclthcles and different vclucle weights. Endorsements for ha
materials and Class C
passenger,tank vclticle,double/triple trailer and restrictions for O
actul required. Written testing vacs whtlt file class license and the endorsements and
re trons The i
actual driving test must be taken in a vehicle fallin
applies to individuals driving a vehicle for hire of less than 2G 000 a o
for hazardous materials and not ca applied for. A Class E license
B or C s' type Pounds GVWR not placarded 1
vehicle are required 16 persons to more. City employees driving a Class A,
the applicable endorsements and d take mitten test covering the class vehicle operated and
i
The City may provide employees with the
the testis• training and assistance necessary to comply with
b and licensing rcquhrements as follows:
(a) Four hours training on the written testing materials.
(l)) Two hours training on the prctrip portion of the test on
a vehicle similar to the one rite driver would drive during
the testis '
g. g
(c) Allow employees to use City vehicles,of the same class
required on the job,to perform the road test segment of
the testing process; and allow the em to ee ,
from work to take the test. P y tuttc °�
Employees who are required by fife City to maintain a Commercial Drivers License
Shall be reimbursed tite difference in cost of rite Class F testing and licensing
Commercial Drivers License testis se
g and licensing fees at time of license renewal,g fees and the
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ARTICLE 4,APPLICATIONS AND APPLICANTS
Section 4-I. Recruitment.
Notice of employment oPPort des ill fife municipal service shall be f
announcements on official bulletin boards and in such other places as the director o
resources deems advisable including,as appropriate,a nctvspa lcr in general published by posting
City, Missouri, Notice of all examinations for promotion shall be published f human
f g eral circulation in Jefferson
ntetltocls,but need not be published ill,ny ncwspalx,r• The �nnoenccntcrtis shall s l
1)y posting and other
title and salaty r;3ltge of tale class for which the examination 1l ann icenie n the n:
to be Ixrfomted;the minimum qualifiattions required for the performance OI l cctff the class
C1lC t1111C,place,and mantnler of making application;the closing date for rcccivin, franc of the work i.
the work of the class; "�"`ti +
Other pertinent.information.
b 1pplicatlons;and
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Section 4-2.Application form.
All applications shall be made on forms prescribed by the city administrator and shall
be filed on or prior to the closing date specified in the announcement. Applications may
require information concerning personal characteristics, education, experience, references,
and other pertinent information. All applications shall be signed and the truth of the state-
ments contained therein certified by such signature' The city administrator shall require
such proof if education,experience,and other claims as may be appropriate.
Section 4.3.Disqualification.
The city administrator may refuse to examine an applicant,or,after examination,may
disqualify such applicant, remove a name from an eligible list, refuse to interview an
applicant,take steps to remove such person already appointed if the applicant or employee:
(a) Does not meet the minimum qualifications established for the pertinent class.
(b) Has a physical or mental disability such that the person is unable to perform the
essential functions of the job.
(c) Tests"positive"to pre-employment drug tests,is a user of narcotics or the habitual
_ use of intoxicating liquors to excess.
(d) Has made a false statement in his application.
(e) Has used or attempted to use political pressure or bribery to secure an advantage
in the examination.
(f) Has directly or indirectly obtained information regarding the examination to
which, as an applicant,he was not entitled.
(g) Has failed to submit the application correctly or within the prescribed time limits. I i
(h) Has taken part in the compilation,administration,or correction of the examination
for which application was made.
(i) Has previously been dismissed from a position in the municipal service or has
resigned while charges for dismissal were pending.
(j)Has established an unsatisfactory employment or personnel record as evidenced by
reference check of such a nature as to demonstrate unsuitability for employment.
(k) Has taken for another or allowed another to take all or part of the examination,
F or has been found cheating in any other way on an examination.
(1) Has otherwise willfully violated the provisions of these rules.
=z; lg November 1, 1996
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Applications,whether accepted or rejected,shall not be returned and shall remain on
file for three years unless hired.
Section 4.4.Disqualification by reason of police record.
Employees and applicants may have their applications rejected or be subject to
dismissal if a background check reveals conviction of a felony or misdeineanor related to the
job. »'•
Section 4-5.Examinations. t
(a) Competitive examinations_. Examinations shall relate to those matters which
fairly test the aptitude,capacity,and fitness of the persons examined to perform the duties
of the position sought after by them. Examinations may include written, oral,physical,or i
performance tests, or any combination of these. They may talre into consideration such
....,factors as education, experience, aptitude, knowledge, physical fitness, or any other
qualifications or attributes which enter into the determination of the relative fitness of
applicants.
Promotional examinations shall be of kind and character similar to those for j
original appointment to the service. In addition to other factors, promotional examinations
may take into consideration the quality and length of service where records are available to `
provide the basis for such rating.
I
Section 4-6.Examination administration.
Examinations shall be announced and held at such times and places as most nearly
meet the needs of the hiring department. The tests shall be conducted by persons designated
by the city administrator except that entry-level and promotional examinations for sworn
police positions shall be administered by the police personnel board.
Section 4-7.Rating of examinations.
(a) Sound measurement techniques and procedures shall be used in rating the results i
of examinations and determining the relative standings of the competitors. In all
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examinations the minimum ratings by which eligibility may be achieved shall be set by the
city administrator.
(b) When a rating of training and experience form a part of the examination,the city
administrator shall develop such procedures for the evaluation of these factors as will serve
to assist in the selection of the best qualified candidates. These procedures shall take into
consideration the quality,recency,and amount of experience,and the pertinence,quality,and
i amount of education.
Section 4-8. Medical examinations.
. I Employees must possess the prescribed standard of health and physical fitness
y necessary to perform the essential functions of their job. Medical examinations when
lA November 1, 1996
required by the City shall be conducted at the City's expense by a physician designated by
the City. The City Aill pay for the cost of the examination only. Any referral or additional
charge outside the examination is the employee's responsibility,
Section 4.9. Residence requirements.
(a) All applicants for employment in the municipal service must have a principal place
of domicile located within fifteen (15) miles df the corporate boundaries of the City of
Jefferson,provided that all employees shall be required to have a principal place of domicile
located so that they may report within thirty (30) minutes to their customary reporting
station, or employees must obtain such within six (6) months following appointment to
municipal service.
(b) Applicants appointed to the classes listed below must be residents of the City of
Jefferson,reside on property owned by the City,or move within the corporate boundaries of
I the City within six(6)months of appointment. All direct moving expenses will be paid by
the City.
City Administrator Fire Chief
City Counselor Human Resources Director
City Clerk Director of Public Works
Police Chief Director of Planning and Code
Finance Director Enforcement
Director of Parks and Recreation
I (c) An extension of the six(6)month time limit established herein may be granted
in unusual I ual cases by the city administrator,or parks and recreation commission,as applicable.
(d) Direct moving expenses required to comply with the provisions of this section for
appointees to classes other than those specifically set forth above may be reimbursed by the
City in cases in which qualified candidates cannot be found residing within fifteen(15)miles
iof the corporate boundaries of the City, Such payments must be approved by the city council.
(e) Direct moving expenses may be paid for positions other than those listed above
in paragraph(b)if a specific reason would justify such a payment. Such a payment must be
approved by the city council and requires that the recipient move within the corporate limits
of the City.
ARTICLE 5.APPOINTMENTS
Section 5-1. Appointments.
Appointments to fill vacancies shall be made from a pool of qualified applicants,
Vacancies in positions which require the successful completion of examination(s)are filled
from a pool of qualified applicants.
1 Section 5-2.Appointment authority.
The city administrator shall be the appointing authority in all departments, except
parks & recreation and the police department. The parks and recreation commission is the I
appointing authority for. the parks and recreation department and may delegate that
authority to the director of parks and recreation through formally adopted by-laws.
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Appointments to the police department are made by the mayor and a
I council. approved by the city
Section 5.3.Appointment forms.
No duly appointed employee may be placed on the payroll until all appointment forms
have been properly signed by the city administrator and pre-employment forms completed
and signed by the employee.
n .
Section 5-4. Transfer.
may filled A position
� y be lied by transferring an employee from a position having the same
maximum salary rate. Inter-departmental transfers must be approved by the requisitioning
department and employee concerned. The relinquishing department may delay the transfer
until the beginning of a pay period,but not for a period in excess of three(3)weeks.
Section 5-5. Promotion/Demotion.
A position may be filled by selection from qualified employees in another class having C
i a lower/higher maximum salary range. Upon notification of a promotion/demotion, the I
relinquishing department may delay the promotion/demotion until the beginning of a pay
I period but not to exceed three(3)weeks.
ARTICLE 6.IN'T'RODUCTORY AND TRAINING PERIODS
Section 6-1. Purpose.
The introductory period shall be an integral part of the examination process and shall
be utilized for closely observing the employee's work, for securing the most effective
adjustment of a new employee or rehired employee to the position, and for replacing any
employee whose performance does not meet the required work standards. A new employee
who has not successfully-completed an introductory period and/or extension thereof,shall not
have access to conflict resolution or appeal privileges.
Section 6-2. Duration.
All original appointments and re-employments p yments to full time and part-time positions
shall be tentative and subject to a introductory period. For entry-level personnel in the police
department and entry-level fire suppression personnel in the fire department, the
introductory period shall be one year from the date of appointment. All other appointments
shall be subject to an introductory period of six months.
Section 6-3. Evaluation and counseling.
Supervisors shall observe the employee's work performance and shall counsel an
introductory employee whose work performance is marginal or inadequate. Employees must
16 November 1, 1996
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be notified in writing of the steps that must be taken to achieve an acceptable level of work
performance.
Section 6-4.Extension of introductory period.
With the approval of the city administrator,an appointing authority may extend the
introductory period to a maximum of fifty (50) percent of the original length of time if
unusual or extenuating circumstances exist.
Section 6.5.Termination during introductory period.
An employee terminated during the introductory period shall not have access to the
conflict resolution or appeal processes. The department director shall fill out the appropriate
personnel action forms when a decision on termination has been made,and such termination
will be official when such forms are signed by the city administrator.
Section 6.6. Completion of introductory period.
At least ten(10)working days prior to the expiration of an employee's introductory
period and in such manner as the city administrator may prescribe,the department director
shall notify the city administrator in writing whether the services of the employee have been
osition. The employee shall
satisfactory and whether the employee will be continued in his p
have the opportunity to read and sign this notice.period shall hall v completely administrator
of a favorable report, the employee's introductory p
I Section 6-7.Training period for promoted and transferred employees.
f
The training period for promoted employees and employees transferred to a different
I class shall be the following transfer or promotion from one classification to
period of time `
another within city service,with duration as set out in section 6-2,which shall be regarded `
as an integral part of the examination process and shall be utilized for closely observing the i
employee's work, for securing the most effective
employee hose performance does promoted
employee to the position,and for replacing y period shall have conflict resolution
the required standards. An employee serving a training p
privileges except in matters relating to the employee's status in the position in which the
employee is serving the training period.
Section 6-8.Demotion during training period.
An employee serving a training period after a promotion who exhibits inadequate the
performance after counseling shall be exissteThe depart position
ent directorshalllnotify the c ty
promotional appointment it a vacancy
administrator in writing of his intentions to demote an employee as provided in this sectrrior
If approved,the employee shall be notified in writing not less than five(5)working days p does not exist in a posion in the class hel
to the effective date of demotion. If a vac be�terniinated in a cordance with the provisions
�. prior to the promotion, the employee may
of Section 16-2.
moo' 17 November 1, 1996
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1 ARTICLE 7.POSITION CLASSIFICATION PLAN
Section 7-1. The classification plan.
A position classification plan based upon and graded according to assigned
and responsibilities shall be maintained by the city administrator to rovid andardi ation
and the proper classification of all full time positions in the service of the City. With the
approval of the city council and as adopted by ordinance, class titles may be established,
combined, abolished, or changed. The position classification plan shall include:
(a) An outline by title and
arranged in appropriate occupational grade of classes of positions in the municipal service
P groups recommended by the city administrator and
approved by the city council.
(b) Class specifications for Each title in suc
administrator. h form as prescribed by the city
Section 7-2.Purpose of the classification plan.
(a) To provide like pay for like work.
(b) To establish educational and work experience qualifications, standards for
recruiting, testing, and other selection purposes.
(c) To provide the appointing authority with a means of analyzing work distribution,
areas of responsibility,lines of authority,and other relevant relationships between individual 1
and groups of positions.
j (d) To assist the appointing authority in determinin
Projections for annual budget requirements. g Personnel service costs and
i
te) To provide a basis for developing standards of work performance.
(f) To establish lines of promotional opportunity.
(g) To indicate employee training needs and development potentials,
(h) To provide uniform and meaningful titles for all positions.
(i) To provide the fundamental basis of the compensation program and other aspects
of the personnel program.
Section 7-3.Administration of the classification plan.
The city administrator shall conduct position classification studies at such times as
he deems it necessary or whenever the duties and responsibilities of existing positions have �J
undergone significant change. The city administrator may also do so when notified that new
]S Noveml.>cr 1, 19J(i
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positions are to be established or upon request of a department director or affected employee,
' or if the classification of such position has not been reviewed within the last twelve (12)
months. If the city administrator finds that a substantial change in organization, the
creation or change of positions,or other pertinent conditions make necessary the amendment
of an existing class title and/or grade, the classification plan can be amended accordingly,
subject to approval by the city council.
i
Section 7-4. Classification of positions. �.
(a) Each position in the classified service shall be classified at the direction of the city
administrator to its appropriate class in accordance with the knowledge,problem solving,
decision making, supervision and working conditions required by the work. Positions shall
be assigned to a specific class when: j
(1) The same descriptive title may be used to designate each position in the
class.
(2) The same character and levels of work, knowledge, problem solving,
decision making, supervision and working conditions are required o£
incumbents.
(3) Similar tests of physical fitness may be used to determine physical ability
to do the job.
-� (4) The same range of compensation will apply equally under substantially the
same general employment conditions.
(b) All classes of positions involving the same character of work,but differing as to `
level of knowledge, problem solving and decision making shall be assembled into a class
series of two (2)or more levels.
(c) Compensation or present pay range shall not be a factor in determining the
iclassification of any position or the standing of any incumbent.
(d) In allocating any position to a class, the specification for the class shall be
considered as a whole. Consideration shall be given to the general duties, specific tasks,
responsibilities, required education, and certification or licensing qualifications for such
position, and the relationship thereof to other classes. The -xamples of duties set forth in
such class specification shall not be construed as all inclusive or restrictive,and an example
of a typical task or a combination of two or more examples of work performed shall not be
taken,without relation to all parts of the specification,as determining that a position should
be included within a class.
(e) It shall be the duty of department directors to report to the city administrator an y
and all organization and program changes which will significantly alter or effect changes in
existing positions or positions proposed to be established. When any department director
19 November 1., 1996
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requests the establishment of new or additional positions, or a change in allocation of an
existing position, the director shall address the request to the city administrator, -
accompanied by a statement of the work duties and responsibilities and qualification
requirements of the position, and a current organization chart.
Section 7-5.Effect of classification changes on incumbent
(a) Whenever the title of a class is changed without a change in duties and
responsibilities,the incumbent shall have the same pay in the retitled class as he had in the
former class.
(b) When a position is reclassified to a class with a higher maximum salary rate,the
city administrator may provide the incumbent of the position the same status in the new pay
range as he had in the former,only if the following conditions are met:
j (1) The reason for the reclassification of the position is the accretion of new
1 duties and responsibilities over a period of one (1) year or more
I inunediately preceding the effective date of said reclassification.
(2) Such accretion of duties has taken place during the incumbency of the
present incumbent in said position.
(3) The added duties and responsibilities upon which the reclassification is
based could not reasonably have been assigned to any other position.
(4) The employee occupying a position which has been reclassified shall
continue in the position only if he possesses the qualifications or training
and experience required for such classification.
An employee whose position is reclassified by virtue of a gradual change in the duties
and responsibilities, and not because of assignment to another position, shall be eligible to
qualify for the position under the new classification by successfully passing a non-competitive
qualifying examination when such position normally requires competitive examination. If
the employee fails the examination for the higher classification within the thirty (30) day
period, this fact will render him ineligible to continue in the position.
(c) When a position is reclassified to a class with a higher maximum salary rate and
the reclassification is due to immediate reorganization,redistribution of work responsibilities
or new duties and responsibilities,and the incumbent possesses the minimum qualifications,
the city administrator may approve an increase at least to the minimum of the new salary
range or higher in the range generally with a total increase of 4%.
j
(d) Whenever a position is reclassified to a higher class and the incumbent does not
possess the minimum qualifications of the position, the incumbent shall not continue in the I
position. In any case in which an incumbent is ineligible to continue in the position and is
not assigned to another position, the layoff provisions of these rules shall apply.
i
(e) All personnel actions and changes required by the reclassification of a position I
shall be completed within a period of thirty (30) calendar days following the date of such
reclassification notice to the appropriate department director.
(
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�1 ARTICLE 8.COMPENSATION PLAN
Section 8-1.Authority to establish salaries.
city council shall establish pay ranges•df sratnd come m. ions,orpemployees under
The y ecial boas y
jurisdiction of the city administrator,sp I
its jurisdiction.
Section 8-2. The compensation plan-
l service shall include
I compensation plan for the municipal
! The compens p
(a) A schedule of standard salary ranges inchcating the minimum,maximum,and mid '
point for each pay
range number. l
(b) A list of classes of positions with the salary range number and the number of
'atithorized positions in each classification- asse
(c) Supplements, amendments,
by the
and/or revisions,from time to time,as P ;
city council.
Section 8-3.Standards for determination of pay ranges. be
es shall be related directly to the position classification plan and shall difficulty
Pay rang es of pay for other classes,the relative f employees
determined with due consideration to rang for similar employment in
and responsibility of work,the recruiting orevpailingcrat shof pay situ,cost of living factors,
in particular occupational . dic The minimum and maximum
private and other public jurisdictions in the area,employee turnover,
the financial policies and economic considerations of the city,
e financial a ay assigned the classes of positions shall be those which most nearly reflect these
rates P
factors.
Section 8.4.Amendment of the compensation plan.
employee in the municipal service may initiate a written request to the •
I Any officer or em p a plan. The city administrator shall s on
city administrator for the amendment of the request and shall notify in writing,
and make his determination concerning disposition of the request.
and department concerned of the disp the city
re aration of each annual budget, as well as at other times,
Prior to the p P aeative salary
studies as he deems necessary,or is instructed
administrator shall make comp factors affecting the level of salaries studies,the city
by the city council to make,concerning e and salary
eminent to
service. On the basis of the nfto the city council such repositioning ompenses pertinent
Program.
administrator shall recommend competitiveness
of the overall
the internal equity and external comp range changed according to the plan
Employees affected by repositioning shall have their pay
be ositioned in the new pay range up or down to the same relative status as their
and may P
pay in the former range.
ho�emher ], 199G
21 I
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In arriving at such salary recommendations, the city administrator shall take into
consideration the advice and suggestions of department directors and appointing officers as
to the duties, degree of responsibility,and working conditions involved. Recommendations
made by the city administrator for the amendment of the compensation plan for repositioning
or reclassification of specific classes of positions shall be submitted to the city council. When
passed by the city council,these amendments shall become part of the compensation plan and
shall become the current official salary schedule applicable to the respective classes of
Positions as enumerated therein,and shall be used by all departments in connection with all
payrolls,budget estimates,and official records and reports relating to salaries and wages of
Positions in the municipal service.
Section 8-5. Total remuneration.
(a) Any salary rate established for an employee shall be the total remuneration for
the employee,not including reimbursement for official travel or other authorized allowances.
Except as otherwise provided in this article,no employee shall receive pay from the City in
iaddition to the salary authorized under the schedules provided in the pay plan for services
rendered by him,either in the discharge of his ordinary duties or any additional duties which
may be imposed upon him or which he may undertake or volunteer to perform.
(b) In any case in which part of the compensation for services in a City position
exclusive of overtime services,is paid by another department,division,or an outside agency
such as the county,state,or the federal government,or from a different fund or account,any
such payments shall be deducted from the compensation of the employee concerned, to the
end that the total compensation paid to any employee from all sources combined for any
period, shall not exceed the amount payable at the rate prescribed for the class of position
to which the employee is certified and assigned.
Section 8-6.Dual employment prohibited. I t
No regular employee holding a position in the municipal service shall be eligible for
employment in any additional full-time position in the municipal service. A regular employee
may be employed in an additional part-time position in the City if approved by the city
administrator.
Section 8-7.Special assignments.
Employees assigned to undercover work which causes the individual to mock
employment with an organization other than the City of Jefferson shall reimburse the city
for any earnings in excess of earnings provided by the City. 1
Section 8-8.Application of the compensation plan.
The compensation plan, containing standard salary ranges for respective classes of
positions, shall be applied to all such classes of positions in accordance with the following:
(a) Rates. All rates prescribed in the ranges of pay represent the total remuneration,
including pay {n every form authorized for full-time employment. Where employment in a
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22 I\avemlx'r 1. 1`.14!(i
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position is an a part-time basis,that is,where the weeps work is less than an ordinary work
week, or where the day's work totalled weekly on a continuing basis
i
consists of less than the ordinary work week total,or where the day's work on a continuing i
basis servicesshallsbe compensated on the bass of the equivalent valent ourly rate for full-time day,
such I
employment.
(b) Minimum and maximum r rate.UExceptaas o h ise provided in this policy,
a minimum and a maximum salary
appointment to any position shall be made at the minimum rate and advancement by
successive steps from
on the basal of meritorious service and efficien ymum rate for the and to
class shall
(c) Eouival�compensation. It shall be permissible,in the interest of the service,
to pay equivalent compensation on any
time basis than that specified in the salary range;ve
provided, that in determining the equivalent rat a erof ttimee hall the Abe taken las `
earnings for full-time employment during a gi ven
determining equivalency. l
(d) Part-time. i=e a basis of the equivalen hourly ra a paid for full-time employment and +�
lbe compensated on the
shall be paid for only those hours which they actually work.
c Section 8-9.Beginning salary.
The minimum rate of pay for a class shall normally be Paid to any perso n on his
al original appointment to a position in the municipal service. Origin igin- -appointment trtor subject to the
minimum rate may be made upon the app
following conditions:
(a) A full reference check must ub made ed t the city requisitioning admnvst department
tor with thand riginal
idocumented. All documents are to b
request.
(b) The applicant must exceed the educational and experience requirements for the
position as set out in the official job description.
vi
(c) The requisitioning department vert advertised inprovide
ocal and regional publications and there
position opening has been extensively
is a shortage of qualified persons.
(d) It must be demonstrated by the requisitioning department that there are no other
applicants with equal qualifications.
any employee is re-employed, the city administrator may authorize an
appointment at a salary level inri he termination of oflhis previous service that which the class corresponding(e) When
employee had been receiving upo
23) November 1, 19
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Section 8.10. Salary increases and bonuses.
Merit salary increases and merit bonuses recognize employees for high job
performance and the enhancement of job skills and knowledge acquired through the
employees'own efforts and initiatives. Such pay-advancements serve to distribute budgeted
monetary resources to employees who distinguish themselves above the average employee.
For merit program effectiveness,performance is necessarily compared to other employees to
determine what constitutes average. To maintain merit program integrity, average and
i
marginal performance shall not be rewarded with salary advancements.
Merit salary increases and merit bonuses shall be made to full time and part time
with benefit employees only in accordance with this po? cy and shall be further limited to the
funds available and budgeted for such advancements.
(a) For employees whose salaries are below the maximum of the salary range,merit
increases up to 5%of annual salary not to exceed the pay range maximum may be awarded
between annual anniversary dates of employment.
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(b) For employees at the maximum of pay range,merit bonus(es)totaling up to$750
may be awarded between annual anniversary dates of employment.
(c) Employees who reach pay range maximum with less than a 5%salary increase
between two anniversary dates may be awarded a merit bonus not to exceed $750 or 5%
which ever is less when combined with the overall annualized dollar amount of the merit
salary increase.
(d) Departments may establish, subject to the approval of the city administrator,
career development plans for positions within their departments. The purpose of the
establishment of these plans shall be to provide career paths for tenured employees to reward
experience and reduce turnover. In establishing any such plan, the maximum allowable
increase for qualifying employees shall be 10%within their authorized salary range which
may be established as increments within the plan.
Section 8-11. Pay rate adjustments.
The following personnel actions may affect the pay status of an employee in the
manner provided:
(a) Transfer. When an employee is transferred between departments and divisions
of the municipal government or between classes with the same maximum salary rate, the 4,
salary rate of the employee will remain unchanged unless the current rate is below the
minimum pay rate established for the class to which the employee is transferring.
(b) Promotion. When an employee is promoted from a position in one class to a
position in another class having a higher maximum salary,the salary rate of the promoted
employee shall be increased at least to the minimum of the new pay range and may be
24 Novem'oer 1, 1996
Yvrn.,_,.,Uey,at. . ... .... .. „.. .... ...Y i.. ..... .....'�' ' _....4.'i`w r..•..ir.+,n....v....,..-..... —
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increased to a higher level within the pay range, generally with a total increase of 4%, but
in no case higher than the maximum of the pay range.
(c) Demotion-Involuntary. When an employee is involuntarily demoted for
disciplinary or similar reasons from a position in one class to a position in a class having a
lower maximum salary rate,the salary rate of the employee shall be reduced at least to the j
maximum of the pay range established for the class to which the employee is demoted, and
the employee shall not be eligible for promotion or a merit salary increase for a period of one
(1) year from the time of demotion. i
(d) Demotion-Voluntary. When an employee is voluntarily demoted from a position
in one class to a position in a class having a lower pay range,the rate of pay for the employee
shall be reduced if necessary to place it within the pay range assigned to the lower class. The
employee shall not be eligible for promotion or a merit salary increase,if not at the top of the
range,for a period of six(6)months from the effective date of demotion.
(e) Reclassification. When a position,is reclassified to a class having a lower
maximum salary rate than an employee's current position,and this action is for the benefit
of the city and the individual,and is not a demotion,the employee shall retain the same rate
of pay in the new position as he had in the previous position. This action shall not affect the
employment anniversary date for merit salary advancement purposes.
When a position is reclassified to a class having a higher maximum salary rate
than an employee's current position and the reclassification meets the conditions listed in j
Section 7-5(b), the employee's salary may be positioned in the new pay range at the same
relative status as in the former range.
When a position is reclassified to a class having a higher maximum salary rate
than an employee's current position and the reclassification is due to immediate changes as
listed in Section 7-5(c),the employee's salary shall be increased at least to the minimum of
the pay range and may be increased to a higher level within the pay range generally with
a total increase of 4%.
Section 8-12.Temporary assignment to higher level po^ition.
Employees who are promoted temporarily to perform all of the duties of a supervisory
position in a class with a higher maximum salary shall also have their salaries temporarily j
increased 4%.
Section 8-13. Overtime and compensatory time.
(a) Supervisors shall develop methods and procedures to maximize productivity and j
reduce or avoid the need for overtime. It is the responsibility of each employee to work as
efficiently as possible to accomplish job tasks during regularly scheduled work hours. All
overtime or arrangements for overtime work shall be approved by the department director
in advance. A determining factor in the approval of overtime work is whether the work could
i be accomplished through rescheduling of employee work hours and allowance of time off in
the same work period. These factors reduce the burden of overtime on employees and avoid
Lg November 1, 1996
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accrual of comp time and excessive overtime a
p c in
ent Overtime is based on work hours
•+, , excess of 40 hours in a .168 hour period during seven consecutive 24-hour periods(standard
work week). Under the provisions of the Fair Labor Standards Act(FLSA) work hours in
excess of 80 hours in a 336 hour period during 14 consecutive 24-hour periods is adopted for
commissioned police personnel and the work period for FLSA purposes in the fire department
shall be work hours in excess of 204 in a 648•hour period during twenty-seven consecutive
24-hour periods. Hours worked in excess of a standard work week or duty tour by employees
covered by the provisions of the Fair Labor Standards Act shall be compensated by payment
atone and one-h'alf(1�/z)times the straight hourly equivalent rate for the classification or by
the award of compensatory time off equal to one and one-half times the overtime hours
worked at the discretion of the department director. Hours worked shall include hours
actually worked on the City's behalf plus minimum
8-14 plus 8 hours for any holidays as provided in Secction 11( a)for certain employeesection
Exempt employees shall not accrue compensatory time nor be paid for overtime.
(b) Department directors shall maintain records in a form and manner approved by
the city administrator on compensatory time earned by employees under their jurisdiction.
No employee shall be permitted to accumulate and retain more than 240 hours of•
compensatory time except public safety employees and seasonal employees who may
accumulate up to 480 hours.Whether an employee is a public safety employee or a seasonal
employee shall be determined by reference to the FLSA.
(1) Upon termination of employment, any employee who has accumulated,./'-�
compensatory time off shall be paid for unused time at one of the
following rates, whichever is higher:
a. The average regular rate received by such employee during the
last three years of employment,
b. The final regular rate received by such employee.
(2) Any overtime work which will result in an employee covered under the
provisions of the FLSA accumulating compensatory time above the
limits set out above,shall be compensated by payment at one and one-
half times the straight hourly equivalent rate for the employee's
classification.
(3) All departments are encouraged to utilize compensatory time in lieu of
paying overtime. The departments shall make every effort to avoid
either by the proper scheduling of their employees.
(4) The period of work which will be used for ascertaining whether or not
time worked is overtime will be determined by reference to the FLSA.
(c) Department directors may require, out of necessity for the expeditious conduct
of public business or for the protection of the public business or for protection of the public
health, safety, or welfare, that an employee work overtime. Failure to comply with such
requests shall constitute a violation of these rules and regulations and provide grounds for
disciplinary action as herein provided.
26 November i,
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a (d) Any person hired after April 14, 1986, shall be told prior to being hired that this
agreement to the requirements of dais section shall be a condition of his employment.That person
shall have this section explained to him and sign a memorandum of understanding to tiie effect
that lie understands his agreement to the requirements of diis section is a condition of his
emplo}znent.
Section 8.14. Call back time. i
(a) Employees covered by PISA overtime provisions who have left their normal work
place and who are called back to work shall be credited for actual time worked or a minimum of
two hours,whichever is greater,except the minimum guarantee shall not apply to calls which occur
within two hours of a scheduled reporting time. The minimum guarantee shall apply more than
once per day if the employee has left work again and is later called back in the same day not within
two hours of a scheduled reporting time.All call back time shall count as hours worked,including
minimum guarantee time. Employees shall accumulate time from the time they begin to perform
services for the city until they complete the services or are relieved from duty.
(b) Employees who are required to appear in court in conjunction with their duties for the
City shall be treated as called back employees if the court appearance does not fall'widhin their
work schedule.
j
Section 8-15.Stand-by/on-call status.
(a) The following shall be the criteria for treatment of personnel who are required to carry
a communications device.
I
(1) Fa Any non-exempt employee who is required to carry a communications
device after regular duty hours, on weekends, or holidays shall be
reimbursed $7.00 per weekday or $18.00 per day for weekends and ! s
holidays except for employees who are provided a communications device
as a convenience in communications only and are not required to maintain
a state of readiness for duty as is required of on-call status.
(2) Schedule. Supervisors who have determined a need within their areas of
responsibility for regularly scheduled stand-by shall prepare a duty roster to ;
provide,whenever possible,one month's notice to those employees who are
providing the service. The term of service shall normally,be one week in
length.
Section 8-16. Emergency alert duty status.
nent director or duly aut]totize(i supervisor may designate an emergency alert duty
A deparu
status whereby employees would be immediately contacted by telephone or other acceptable
means of communication. This duty status shall normally be limited to off-duty hours between
r3 r^•w^'�
regularly scheduled shifts or weekends.
Employees shall not receive pay for this duty suuus unless they are required to report for j
duty. Compensation upon reporting for service shall be in accord with pLSA and dcpart.mcnt.ntics
and regulations.
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Section 8-17, Pay periods;pay days. j
Pay days shall be on a biweekly schedule with 1 day on the Friday after the completion
pay y .....
of the pay period. Pay periods shall rim from Sunday through the second Saturday following,
Section 8-18. Compensation for leave taken and hours worked above the work
schedule.
Notwithstanding any provisions contained herein to the contrary, all approved and taken
leave hours based on departmental schedules,and hours actually worked within a pay period shall ( w
be compensated with pay or compensatory time off. Determination of the rate,straight time or
overtime,at Which they will be compensated shall be determined according to Section 8-13.
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ARTICLE 9.,PERFORMANCE APPRAISAL
•Section 9-1. Responsibilities.
(a) The city administrator shall develop and maintain an employee appraisal system for
the purposes of evaluating individual work performance,identifying training needs and employee
development opportunities, and for improving the efficiency and productivity of the municipal
work force.The city administrator shall develop and cause to be maintained formal procedures to
(a)assure timely completion of employee performance appraisal forms, (b)periodically review the
evaluations of employees within department and work units so as to
ensure the equitable administration of the system,and(c) make such studies and recommend such
modifications or revisions as may be necessary to improve the system or process.
(b) No later than ten (10) calendar days before an evaluation is due, the de arts
director shall notify the person responsible for the evaluation. P vent
I �
' (c) Each department director or supervisor who reviews or conducts an evalu '
be responsible for its quality,consistency, i
y.a q u and timeliness. atlon shall
equity,
i
(d) No public disclosure of an employee's performance appraisal record shall be made
without the permission of rile employee and the city administrator. Such record shall be made
available upon request to the employee;to an appointing authority when needed in connection
with a potential action for promotion,transfer,demotion, or dismissal of the employee;or other j
appropriate officer when needed in connection wits an adverse action,conflict resolution,or other
relevant matter requiring such infornmation; and to official investigatory agencies after a I
determination by the city administrator that such disclosure is in the public interest.
Section 9-2. Employee performance appraisals.
(a) Prior to expiration of an employee's introductory or training period, com tiered
Win
( perforhhhanre appraisal forihhs must be submitted to the city adnunistrator• Original 1 i'"\
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appointees must obtain an appraisal of marginal or better to complete introductory or
training period. Failure to obtain an evaluation of marginal or better shall result in
dismissal or extension of the introductory period as provided in Section 6.4.
(b) Full-time and part-time employees shall be evaluated by their anniversary date.
An evaluation of good/fully competent or better is required to qualify employees for a pay
increase within the range of their classification.
j
ARTICLE 10.WORK SCHEDULES AND ATTENDANCE w
! Section 10.1.Work schedules determined by department director.
Department directors shall determine and arrange employees work schedules to meet
the needs of the municipal service and may allow variable or flexible work schedules.
Department directors shall maintain work schedules for all employees under: their
supervision on a current basis and give reasonable-notice of changes in work schedules.
Section 10.2.Required attendance.
I ,
Regular and punctual attendance at work shall be'required of all employees.
I Employees who fail to observe attendance requirements and procedures for recording and
reporting of attendance shall be subject to disciplinary action.
Section 10-3.Inclement weather closings
The city administrator shall be the only person authorized to close City Hall to
business during normal business hours. Department directors are authorized to close
facilities in departments under their authority. In all cases when employees are affected by
the closing of facilities during normal work hours,employees shall use accrued benefits for
payment of lost work hours. Employees who have no accrued leave benefits shall be allowed
leave without pay.
I ARTICLE 11.PAID HOLIDAYS
(a) All full-time and part-time employees with benefits shall receive compensation
for the following holidays:
New Year's Day
Martin Luther King Birthday
Harry S. Truman's Birthday
Memorial Day
Independence Day
Labor Day
Veteran's Day i
Thanksgiving Day
Friday after Thanksgiving Day
Christmas Day -
29
November 1, 1996
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When a holiday falls on a Saturday, the preceding F
a holiday falls on a Sunday,the following Monday shall be observed. Employees required to
work on a holiday shall be When
worked on the holiday, given compensatory time off or compensated in money for time
All employees except those covered by subsection(b)hereof shall receive credit for 8
hours worked on any holiday for purposes of computing overtime compensation under Section
I 8-13. An hours actually worked on the holiday will count in addition to the 8 hours
Any y
for the holiday. granted
i
(b) Fire service personnel assigned to fire suppression duty,police personnel assigned
to twenty-four hour service divisions, dispatch and patrol, and any personnel assigned to a
service division which is regularly scheduled by the department director to work on all
authorized holidays, shall receive holiday pay for authorized holidays and shall work on
holidays as scheduled unless other available leave time has been authorized. Holiday pay
for non-fire service personnel shall consist of pay for eight hours,
(c) The mayor shall be the only person authorized to declare special holidays or days
off as an unusual need or circumstance may occur.
(d) Part-time employees with benefits will be paid four (4)hours for the holidays
noted in paragraph (a) above. Any hours actually worked on the holiday shall be
compensated in addition to the four(4') hours holida
credit for four (4) hours worked on any holiday for ay Such employees shall receive `—
compensation under Section 8.13. Purposes of computing overtime
ARTICLE 12.VACATION LEAVE
Section 12.1.Amount.
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(a) l;acli full-time regular employee shall accrue vacation leave credit at annual rates
as follow:
During the first 5 years of service.................................
During the 6th year of service...... 88 hours
.
During the 7th year of service......................................
96 hours
During the 8th year of service...... 104 hours
During the 9th ear of se 112 hours
During service...................................... 120 hours
g the 10th year of service.............r.......................
During the 11th year of service.........r........................... 128 hours
During the 12th year of service.............r....................... 136 hours
During the 13th year of service.................................. 144 hours
During the 14th year of service............... 152 hours
During the 15th through 24th year of service................. 160 hours
168 hours
During the 25th and subsequent.years of service.............. 176 fours
30
Novembcr 1, ]996
1111 (b)Members of the fire service assigned to fire suppression duty shall accrue vacation
leave credit at annual rates as follows:
During the first five years of service................. 145.50 hours
During the 6th through 10th years of service........... 169.75 hours
During the 11th through 15th years of service.......... 194.00 hours
During the 16th through 23rd years of service.......... 218.25 hours
During 24th and subsequent years of service............ 242.50 hours
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(c) Introductory employees accrue vacation leave upon successful completion of the I •
introductory period and are not eligible to receive this benefit unless they have completed the
introductory period.
(d) Actual accrual of vacation leave shall be computed on a bi-weekly basis according
to the annual vacation leave due according to an employee's years of service, Vacations shall
••.be scheduled by each department director so as to minimize overtime costs and departmental
disruptions while allowing as much flexibility to the employees as possible.
(e) Part-time employees with benefits shall be subject to all the provisions of this
section except that vacation leave shall be credited at one half the rate shown for full-time
employees.
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r✓ Section 12-2.Accrual. i
(a) Employees may accrue vacation leave to a maximum of 240 hours, except
personnel who are FLSA exempt may accrue vacation leave to a maximum of 360 hours,and
members of the fire department may accrue,a maximum of 339.5 hours or double the annual
accrual rate. It is the general policy not to reimburse individuals for accrual of vacation time
beyond their eligible amount. Payment for excessive accruals which cannot be taken as time
off may only be paid with substantive reason at the request of the department director and
' approval of the city administrator. Vacation leave shall not accrue while the employee is
absent from work without pay or is receiving benefits from LAGERS, long term disability
insurance, or Workers'Compensation.
(b) If an employee leaves city employment and is re-employed any time after a period
of ninety days,vacation is considered as for any new employee. Otherwise,the employee may
accrue vacation commensurate with total years of service.
Section 12-3. Payment upon separation.
Any employee with benefits leaving the municipal service due to resignation, death
or termination shall be compensated for vacation credit unused to the date of termination.
To be eligible for such compensation, employees resigning from the municipal service must
comply with the provisions of Section 16.1 of these rules governing resignations. In the event
of separation due to death of the employee, compensation shall be made to the employee's
beneficiary. No accrual shall occur after date of termination.
31 November 1, 1996
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Section 12.4, Holidays occurring during vacation Period.
Any official holiday as set forth in these rules which may occur during an employee's
scheduled vacation period shall not be counted as a day of vacation. For any employees
covered by the provisions of 11(b),if any official holiday occurs during a period of scheduled
vacation, they will receive the appropriate holiday pay in addition to the vacation pay,
Section 12-5.Police and fire department vacations.
l Personnel in the police and fire departments shall be eligible to use accrued vacation
leave after the completion of their one year introductory periods.
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( Section 12-6. Use of vacation leave.
Vacation leave may be used for the
sick leave accrual. In the event an employees purpose receiving disability benefits from LAGERS,
vacation leave due the employee may be coordinated with the LAGERS a l
employee's benefits may be increased to not more than 1004b of his normal payments so the I
as there is vacation leave to draw upon, pay as long
ARTICLE 13.SICK LEAVE j
Section 13-1.Amount. �� I
Employees in the municipal service shall earn ten(10)hours of sick leave with
credit monthly except for fire service personnel assigned pay
earn twenty(20)hours sick leave with pay credit monthly.o fire suppression duty,who shall
benefits shall Each part-time r
I earn f P t me
five employee(5)hours of sick leave with pay credit monthly, P°yes with �
Section 13-2. When taken.
Sick leave with pay will be granted for absence from duty because of actual personal
I illness,non-compensable bodily injury or disease,exposure to a contagious dis
to
easeor keep
a doctor or dentist appointment. Employees may use up to nine days each year,for illness
in the employee's immediate family whose principal residence is in the employee's household
and parents even if not residing with the em to ee
for the individual involved.Exceptions to this provision madbe one else is available to care
director with the approval of the city administrator if the emy granted by the department I
time or vacation time. ploy
has no accumulated comp
Sick leave shall not be granted in cases where regular
retirement or long-term disability insurance has been approved. retirement, disability
Introductory employees are not eligible for sick leave pay,although sick leave accrues
from the first month of employment. Full-time and part-time employees with benefits are
eligible to receive sick leave pay only after they have successfully completed the introductory .
period. Introductory employees may be excused from work as absent without pay under the
r.,
32 November 1, 1996
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conditions and terms of this section. Police and fire department personnel are eligible to
receive sick leave pay after they have completed six months of their one year introductory
period.
When an employee finds it necessary to-be absent for any of the reasons specified
herein, he shall report this fact to his immediate supervisor.purposes. Sick leave Departments may not be granted
specific time frames for notice for work-related FmFthe specified time frame.
unless reported to the appropriate supervisor during P `An employee must keep his department director informed of his condition if the i
absence is of more than three days duration. The department director may require the
employee to submit for any absence the treating physician's written notice of medical reason
1 for the absence from work. Failure to comply with the provisions of this section shall result
in denial of sick leave. Abuse of sick leave shall be cause for dismissal.
� i
No refund of vacation time shall be allowed for illness incurred while on vacation i
leave.
i
Any authorized absence due to injury or illness covered by Workers' Compensation `
insurance shall not be charged against an employee's accrued sick leave.
If a part-time employee transfers to full-time status,the employee may use any sick
leave he accumulated as a part-time employee.
There shall be no compensation made for sick leave accrued when an employee leaves
the employment of the City except as provided for in Section 13-4 of this manual. There shall
be no use of or compensation for sick leave when an employee is transferred from full-time
status to part-time without benefits status.
y
Section 13.3.Accrual.
Full-time and part-time employees with benefits, except employees assigned to fire
suppression duty,may accumulate sick leave with pay to a maximum of one thousand three
hundred and ninety-two(1,392)hours. Fire service personnel assigned to fire suppression
duty may accumulate sick leave with pay to a maximum of one thousand eight hundred
seventy-two(1,872)hours.Sick leave does not accrue while the employee is absent from work
without pay or is receiving benefits from Workers' Compensation, long term disability
insurance, or LAGERS. r
Section 13-4. Incentive program.
Employees who voluntarily separate from City employment after a minimum of five
years of continuous service shall be eligible for a payment upon separation of a percentage
of the total unused sick leave hours accrued as of the time of separation,which shall be paid
at the final rate of pay of the employee. The rate of payment of such unused sick leave shall
be as follows:
.
33 November 1, 1996
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More than 5 years,but less than 6 years: 5%
i More than 6 years,but less than 7 years: 6%
! More than 7 years,but less than 8 years: 7%
More than 8 years,but less than 9 years: 8%
More than 9 years,but less than 10 years: 9%
t More than 10 years, but less than 11 years: 101YO
More than 11 years, but less than 12 years: 11% ,
More than 12 years, but less than 13 years: 12010
More than 13 years, but less than 14 years: 13010
More than 14 years, but less than 15 years: 149c
More than 15 years, but less than 16 years: 15%
More than 16 years, but less than 17 years: 1617o
More than 17 years, but less than 18 years: 17%
More than 18 years,but less than 19 years: 18%
More than 19 years,but less than 20 years: 19%
More than 20 years: 20%
Employees who are involuntarily separated from service shall not be eligible for this
incentive. Employees who suffer a work-related injury,which prevents their return to work,
shall be treated as though they had voluntarily separated from the City.
ARTICLE 14.SPECIAL LEAVE
Section 14-1.Approval authority.
A department director may approve requests for special leave as defined hereinafter
in accordance with procedures established by the city administrator. '
Section 14-2. Court leave.
Full-time and part-time employees with benefits subpoenaed as a witness in a civil
or criminal case or selected to serve on a jury, shall be granted paid leave during their
absence; provided, however,that all payments provided by a court for jury service shall be
turned over to the employee's department director and transmitted to the director of finance
for deposit as miscellaneous revenue. Essential personnel such as fire employees, police
jemployees,and department directors may be required to request to be excused from jury duty
by the court.
Probationary employees are not eligible to receive paid court leave. j
Section 14-3.Military leave.
(a) Eligibility. Employees who enter the active uniform service of the United
States,drafted into such service,or employees subject to compulsory service who voluntarily
' enlist,shall be granted a military leave of absence without pay to extend to three(3)months J
beyond the date of termination of active uniform service.The term "uniform service"as used
34 November 1, 1996
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herein shall include the Army, Navy, Air Force, Marine Corps, Coast Guard, and or
Health Service as well as all auxiliary branches of said services in which either meen n or
women shall be called on to serve,but shall not include services as civilian employees of any
of the services. The term"national emergency"as used herein shall exist during such period
as determined by the Federal government.
(b) Restoration. An employee returning from military leave shall be entitled to
restoration to his former position provided he makes application within three(3)months after
his release from duty and has been honorably discharged and he is physically and mentally
capable of performing the duties of the position involved. In the event that the position he
vacated no longer exists at the time he qualifies for return to work, such person shall be
entitled to be reemployed in another existing position of the same class.
i
An employee whose military service is compulsory due to a national emergency
shall have their base military pay supplemented by the City to an amount not to exceed their
regular City pay for a period of up to six months while in active duty. The remainder of
military leave shall be without pay.
(c) Salary. An employee returning from military leave may be reemployed at the
salary he had attained when granted a military leave plus any general increases granted to
all employees. He may be eligible for a merit increase upon completion of one(1)year of
service which shall include his time between his last merit increase and the date military
leave was granted to him.
(d) Disposition of vacation and sick leave. An employee who leaves the municipal
service directly for such military leave may elect to be paid for any accrued vacation as he
may be entitled to if he were actually separating from the city service. His decision shall be
noted on the personnel action form effecting the leave. If the employee elects not to be paid
for vacation leave,accrued vacation credits shall be reinstated upon return of the employee.
Accrued sick leave shall be reinstated upon return of the employee in either case.
Section 14-4.Military training leave of absence.
(a) All employees who are or may become active members of the National Guard,
the Officers'Reserve Corps,or the Enlisted Reserve Corps of the United States Government
shall be entitled to leave of absence with pay from their respective duties on all days during
which they are employed with or without pay under the orders or authorization of competent
authority on active training duty,duty with troops,field exercises,or instruction for a period
not to exceed a total of fifteen(15)calendar days in any one(1)Federal fiscal year(Oct. 1 -
Sept. 30). Employees requesting this leave of absence, with or without pay, shall provide
documentation of the orders or authorization of competent authority for the time period for
which military leave will be taken.
(b) All employees who are or may become active members of the National Guard,
the Officers' Reserve Corps,or the Enlisted Reserve Corps of the United States Government
who are required to attend monthly training sessions which conflict with their normal work
schedules shall give advance notification to their supervisors in accordance with departmental
rules and regulations.
35 November 1, 1996
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Section 14.5. Blood donation leave.
Employees may be granted time off with pay to donate blood during Red Cross blood
drives on City premises. However,safety should be considered in decisions to grant time off
for blood donation. If an employee's job requires active physical work, strenuous activity,if
performed under very cold or.hot conditions,or if his job routinely involves any possible risks
to him or the public, the employee should not be allowed to donate blood early in the work
shift and come back to work. Attempts should be made to arrange these donations late in
the workday so the employee will not need to return to work.
Section 14.6,Maternity leave.
Maternity shall be treated as any other non-duty temporary disability covered under
the rules pertaining to sick leave and family and medical leave. If at any time during
pregnancy an employee is aware that her and/or her unborn child's health is endangered by
herj ob; she shall immediately make this fact known in writing to her department director.
At such times as deemed necessary by the department director, pregnant employees shall
submit to their department director a doctor's statement indicating the employee's physical I
ability to perform her job. Employees returning to work after childbirth shall submit to their
department director a doctor's statement indicating the employee's physical ability to return
to the job. The duration of maternity leave shall be determined by reference to the family
and medical leave provisions of this Article.
Section 14-7. Family and medical leave
Employees who have worked at least 1,260 hours in the twelve(12)months prior to
a family or medical leave request shall be granted up to twelve(12) weeks of unpaid leave
during any twelve (12) month period for a child's birth, adoption or foster care arrival.
t, Leaves may also be taken to care for a spouse,parent or child with a serious health condition
or for an employee's own serious health condition which prevents the employee from
performing the functions of his or her position. A serious health condition is any illness,
injury,impairment or physical or mental condition that involves inpatient cara in a hospital,
hospice or residential medical care facility or continuing treatment by a health care provider.
Employees on approved family or medical leave are allowed: 1) to continue group
health and disability
y insurance during the leave on the same conditions as would have been
provided if the employee had been continuously employed;and 2)to return to their prior job
or an equivalent one in terms of salary,accrued benefits and other job conditions.
Employees must attempt to schedule family and medical leave so as not to disrupt
City operations. If leave is for the birth or placement of a child or for planned medical i
treatment the employee must give notice at least 30 days in advance,or as soon as practical.
If leave is requested for a serious health condition, the employee must provide a
certification from a health care provider stating the medical facts regarding the condition,
including its date of onset and probable duration.
36 Novembel• 1, 1996
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If leave is requested to care for family members, a certification may be required to I
state that the employee is unable to perform the functions of the job,that his leave will assist f
in a family member's recovery,or that there is medical need for a reduced schedule. +�
Employees may be required to substitute accrued vacation leave for any part of the I
12-week period to which he is entitled under the family and medical leave provisions.
Employees returning from medical leave shall provide a certification from a health
care provider that they are able to resume work.
r•
An employee who fails to return from family or medical leave shall repay the
i) premiums which the City paid for him to keep group insurance in effect during the leave.
+I Section 14-8.Occupational injury leave.
(a) Any employee who sustains an on-the-job injury shall immediately report such
injury,regardless of severity,to his immediate supervisor. The employee and the immediate
supervisor shall prepare required reports of such injurieu and submit same to the department
director and director of human resources within twenty-four(24)hours of the accident or the
next business day after notification by the injured employee.
i
(b) Employees injured on the job are covered by the Missouri State Workers'
Compensation Act. This law provides specific benefits including payment of approved medical
expenses and partial payment for loss of wages. Payment for lost time commences after three
regularly scheduled full days off from work. The first three full work days off are covered by
the City, but if the employee is unable to return due to injury for more than fourteen
calendar days, whether consecutive or non-consecutive, after the date of injury, the City
Workers' Compensation program then covers partial loss of wages for the first three days.
No adjustments to any leave balances nor recoupment of this money will be undertaken by `
the City. If in any pay period up to three months after the date of accident an employee does
not receive sufficient wages from the City to cover a group dependent health insurance
premium under the City's plan due solely to a work related injury, the City shall make up
the difference between pay and the insurance premium.
(c) Supervisors shall be responsible for the investigation of accidents or injuries
involving employees assigned to their work unit, Every effort shall be made to determine the
causes of accidents or injuries and preventive measures taken as appropriate.
i
Section 14-9.Absence without leave.
Any unauthorized absence of an employee from duty shall be deemed to be an absence
without pay and may be grounds for disciplinary action by the department director. In the i
absence of such disciplinary action,any employee who absents himself for three(3)or more
days without authorized leave shall be deemed to have resigned. Such absence may be I
covered, however,by the department director subsequently granting leave with or without
pay where extenuating circumstances are found to have existed.
37 November 1, 1996
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Section 14-10,Funeral C
leave.
Full-time employees except fire department employees assigned
duties are eligible for funeral leave of up to three consecutive days pr funeral based on need
in the event of death in the immediate family. 'Members of the fire service assigned to fire
suppression duty may use one working day for each funeral. Part-time employees with
benefits shall be granted a maximum of twelve hours funeral leave. In extenuating
circumstances,the city administrator may approve such leave for other relatives not included
herein.
Section 14.11.Education leave.
Full-time employees may be granted absence from duty
on a non-pay status for
education instruction when recommended by a department director and approved by the city
administrator if the successful completion of such instruction will contribute to the municipal
service.
Section 14-12.Special assignment leave.
Full-time employees may be granted absence from duty on a non-pay status for special
assignment with another agency or government with return to the City contemplated in a
definite amount of time when recommended by a department director and approved by the
city administrator.
ARTICLE 15. OTHER FRINGE BENEFITS
Section 15-1. Health and life coverages.
Full-time and regular part-time employees with benefits are eligible for basic group
life and health coverage.
The basic life insurance coverage is the employee's salary if an even thousand, or
rounded to the next higher thousand. Employees may double their life insurance coverage
by paying a premium on the basis of age and salary. Current tax laws make any benefits
above a certain amount taxable income to the employee. Optional life insurance at lower set
coverages is available for dependents. f`
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The City will pay the premium rate for employee health coverage. Health insurance
coverage for dependents of full-time employees and part time employees with benefits is
optional to the employee at a cost.
Section 15-2. Cafeteria Plan.
Employees who are enrolled in the medical insurance plan may take advantage of
reducing their taxable income through utilization of the cafeteria plan. Additional
insurances, such as dental, cancer, and intensive care are available and premium amounts ! �~
for these and dependent medical are deducted from gross income prior to income tax J
38 November 1, 1996
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deductions. The City may supplement employee payroll deductions for benefits by also
contributing to the employees cafeteria plan. Employees may also reduce taxable income by
setting aside predesignated amounts into the plan for dependent care and medical expenses not
covered by insurance. Enrollment is restricted to within 30 days of employment for new employees
and during an annual enrollment for current employees,
Section 15-3. Retirement.plans.
Full-time employees and part-time employees working 1500 or more hours per year will be f
enrolled as a participating member of the local government retirement plan(LAGERS) after six I '
months of employment. Employees make no contribution to the plan. It is paid for by the City i
based on a percentage of the employee's salary.
Section 15-4. Deferred compensation.
lFull-time employees may elect to participate in a deferred compensation program offered
liy the City. The City does not participate monetarily in this program.
Section 15-5.Credit union.
City employees are eligible to join the Missouri State Employees'Credit Union. Employees
may apply for this benefit at 1815 Southwest Blvd. Payroll deduction is offered for employees.
Forms for this purpose may be obtained in the human resources office.
Section 15-6. Employee assistance program.
I
Full-time and part-time employees with benefits and their immediate families are eligible
to utilize services provided by the Employee Assistance Program(EAP). These services include I 1
individual and family counseling,legal services,and financial counseling and may be accessed by
telephoning 634-8188,or supervisors may telephone the EAP and make a referral.
Section 15-7• Long-term disability insurance.
Full-time employees who have completed six montlis employment arc covered by the City's
long-term disability program at no cost to the employee. To receive benefits under this program,
an employee must be unable to work due to a non work-related illness or injury for a period of six
months and the plan will generate pay 60-70%of the employee's normal paycheck. I
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Section 15-8• Education plan.
It is the policy of the City to encourage its employees to further their training and
education above and beyond what is required for the performance of their duties as City
employees. To further this policy,the City may pay tuition reimbursement to employees wllo
obtain training or education at their own initiative outside of working Hours. The funding for
this plan is subject to the annual appropriation process and to approval of the expenditure in
advance by the department director and the city administrator. Only tuition may be
now-
_
..,.:.._�_..,..,,-...M..........�....,,...,..,.".,,....,..._...... .. ......... '' i Flu i �,.,,
'�3 Nnv
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reimbursed, Employees shall be responsible for all books and additional items required for titc
class. No City funding will be provided for tuition costs covered by federal,state or other fnarcial
1 sources. All employees requesting financial aid under the tuition reimbursement program
complete a request forni and have it approved prior to attending the class. Failure t otin prior
approval will prevent any reimbursement from occurring.
Any employee receiving financial assistance through this program who fails to work for the
City for at least six months following completion of any course shall reimburse the
City for the full amount of assistance received for the twelve months prior to termination of tale
employee. '
I Reimbursement under this program shall be at a level of 75%if course or training is directly
related to the employees's current job and at a rate of 50%for all others. The city administrat-oes
determination as to whether a course is related to an employee's job shall be final.
While employees may select the provider of course services,reimbursement shall be based
on the lower cost of tite organization providing the training or of the same or similar course
available at Lincoln University or University of Missouri-Columbia. Prior to reimbursement being
paid,the employee shall provide a verified official transcript indicating that a grade of C or better
was obtained for all courses below the college graduate level and a grade of B or better in any
college graduate courses for courses that are graded. If a course is not graded,a certificate or proof
Of completion shall be submitted.
Section 15-9.Training
Any and all training required of an employee for performance of his job duties or
enhancement of his performance of his job duties shall be paid by the City. All training costs,
which provide a new employee with minimum job requirement skills,and which is required for
' q t.
certification by the State or other regulatory body for the performance of the position occupied by
° tike employee,shall be recovered. In order to provide for the uniform application of this policy to
new employees of tike City,tike costs of training shall be recovered if the employee leaves municipal
service within three(3)years of the date of employment, pro rated over the initial thirty-six(36)
month period.
j
Time spent in obtaining the instruction and perfomhing the requirements of the course shall
be considered hours worked. All training shall be approved in advance by the department director.
I
ARTICLE 16. SEPARATION AND DISCIPLINARY ACTIONS
Section 16-1. Resignations,
(a) Notice regjji e
Any employee who is in good standing tray resign from the service by presenting his
resignation in writing as contained herein. Employees holding positions which are covered by
the Fair Labor Standards Act must present such notice of resignation not less than two (2) �_•�,
Weeks prior to ilhe effective date. Employees holding positions which are exempt from
F
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coverage under the Fair Labor Standards Act must present notice of resignation no less than
four (4) weeks prior to the effective date. Such resignation may be withdrawn by the
employee at any time prior to the effective date with the approval of the city administrator
and department director. Department directors and city administrator must present notice
of resignation no less than sixty(60)days prior to the effective date. Such resignations may
be withdrawn by a department director or city administrator with the approval of the mayor
and city council. This section may be altered by a letter of understanding agreed to by the
individual and the City.
(b)Failure to five notice.
Any employee who fails to provide notice as set out in paragraph(a)shall be deemed
to have relinquished all accrued vacation time and compensatory time and shall no longer
be eligible for any benefits related to payment for hours not worked including holiday pay.
Such employees shall not be eligible for any compensation under the incentive program as
set out in Section 13-4.
Section 16-2.Termination.
(a)Employment at Will.
An employee may be discharged at will.
(b)Approval required.
Supervisors shall inform department directors of any proposed personnel action to
discharge an employee. If approved by department director, a form for obtaining approval
of the city administrator shall be submitted to and approved by the city administrator and
reviewed by the city counselor before the official termination takes place.
i (c)City Administrator and Department Directors
(1) If the city administrator or a department director is dismissed, that person
shall be given thirty days written notice of the termination, thirty(30) days
severance pay,or a combination thereof equaling sixty(60)days compensation.
This section may be altered by a letter of understanding agreed to by the
individual and the city.
(2) If the reason for termination of the city administrator or a department director
is embezzlement, fraud, or dereliction of duties, the individual will not be
eligible for the notice period or compensation set forth in the preceding
paragraph.
Section 16-3. Reduction in force; lay off.
A department director may separate any employee due to lack of funds or curtailment
of work after giving proper notice. However,no regular full-time employee shall be separated
from any department while there are probationary, part-time, or temporary employees
serving in the same class of positions in that department. A department director may, with
the approval of the city administrator, appoint an employee who is to be laid off to any
existing vacancy in a lower class for which he is qualified. All other factors being equal,
41 November 1, 1996
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1
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employees shall be laid off in reverse order of their total service with the city. The city will
provide two weeks notice or equivalent compensation to persons being laid off and holding
Positions which are non-exempt under PISA. For persons laid off and holding PISA exempt
Positions, excluding department directors and city administrator, the City will provide four
weeks notice or equivalent compensation.
a
Section 16-4.Return of city property.
i
All employees separating from the municipal service for any reason shall, prior to
separation, return all city-owned property and equipment issued to the employee. Failure
to do so will result in the withholding of benefits otherwise due the employee.
Section 16.5.Discipline.
It shall be the duty of all employees to maintain high standards of conduct,
cooperation, efficiency, and economy in their work for the city. Department directors and
supervisors shall organize
achieve these objectives. and direct the work of their units in a manner calculated to
Whenever conduct of an employee falls below a desirable standard,supervisors shall
point out the deficiencies at the time they are observed. Corrections and suggestions should
be made in a constructive and helpful manner in an effort to elicit the cooperation and good
will of the employee.
Any action which reflects discredit upon the municipal service or is a direct hindrance
to the effective performance of the municipal government functions shall be considered cause
for disciplinary action against any officer or employee of the City of Jefferson. Circumstances
constituting cause for disciplinary action are listed below, although charges may be based `
upon cause and complaints other than those listed.
i
(a) Any off duty conduct which impairs the employee's ability to do his job in a
satisfactory manner.
(b) Adjudication of guilt of a felony or a misdemeanor involving a crime against
persons or property.
(c) Two or more convictions during a three year period of misdemeanors and/or traffic
charges. ,
(d) Intoxication or the consumption of intoxicating beverages or illegal drugs while
on duty or while on city property.
(e) Abusive or improper treatment to a person in custody.
(f) Offensive conduct or language toward the public or toward City officers or
employees.
42 November 1, 191)(i
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(9) Falsification of employment I
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falsifying of time cards, work records,lorjoblrecords.r other City records, or the altering or
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(h) Incompetence or inability to perform the duties required.
(i) Intentional damage or negligence in,the care and handling of City property.
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G) Violation of any official regulation or direction made or given by his superior,
where such violation or failure to obey amounted to an act of insubordination or a serious
breach of proper discipline,or resulted,or might reasonably have been expected to result,in
loss or injury to the City or to the public.
(k) Commission or omissions of acts unbecoming an incumbent of the particular office
or position held which render his reprimand, suspension,demotion, or discharge necessary
or desirable for the economical or efficient conduct of the business of the City or for the best
interest of the municipal government.
(1) Violation of any of the provisions of the ordinances or an administrative
regulation of the City. y
(m) Inducing or attempting to induce any officer or employee in the municipal service
to commit an illegal act, to act in violation of any lawful and reasonable departmental or
official regulation or order,or to participate therein.
� (n) Solicitation or receipt in whole or in part from any person of any fee,gift,or other
{ valuable thing that is given in the hope or expectation of receiving a favor or better treatment
than that accorded other persons.
(o) Use or attempted use of political influence or bribery to secure advantage in an
examination, promotion, or wage increase.
(p) Recurring failure to pay just debts due or owing,including taxes,licenses,or fines
due the city, or failure to make reasonable provision for the future payment of such debts,
thereby causing annoyance to the City, his superiors, embarrassment to the City, his
supervisors, or embarrassment to the service.
(q) Absence from duty,without leave,contrary' ary to these rules,or failure to report after
leave of absence has expired or after such leave of absence has been disapproved or
and canceled by the proper authority. revoked
(r) Unauthorized use of City vehicles,tools,equipment, manpower, or ma+erials for
personal benefit. Any authorized use must be clearly approved by the appropriate supervisor.
(s) Excessive use of City telephones for the conduct of personal business during
working hours or for unauthorized long distance calls.
(t) Abuse of sick leave privileges.
I .�
(u) Failure to properly report accidents or personal injuries.
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(v) Failure to maintain a satisfactory attendance record.
(w) Failure to report wrongdoings of other City employees. ~
(x) Failure to maintain any license or certification if possession of such a license or
certification is a condition of employment.
(Y) Any other violations of these rules and regulations.
r Section 16-6. Disciplinary actions defined and predisciplinary hearing.
Disciplinary actions shall normally follow the sequence set forth below unless the
seriousness of the offense dictates otherwise.
j (a) Oral reprimand. An employee shall receive an oral reprimand for the first min
disciplinary offense. This action is normally taken by the employee's supervisor. or
(b) Written reprimand. A written reprimand shall be transmitted through the !
appropriate department director to the employee and the city administrato
supervisor. r and shall state
the specific actions leading to the reprimand.This action is normally taken by the employee's
(c) Suspension. Suspension is the temporary removal from duty status without pay
of an employee for a specified or indefinite period. Suspension shall be approved by the
department director and reviewed by the city counselor and city administrator prior to
completion of the action.
(1) An employee may be suspended for an indefinite period when the department
director determines such action is necessary and in the best interests of the
city in cases where an employee is charged and awaiting trial for a criminal
offense involving matters apparently prejudicial to the reputation of the City.
(2) When an employee has acted or is alleged to have acted in a manner which
i would be cause for discipline, the employee may be suspended while such
I charges are investigated.
(3) Whenever an employee is suspended pending trial or investigative outcomes
and is subsequently exonerated,the employee shall be reinstated without loss
I
of pay or benefits.
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(4) An employee may be suspended for a definite period of time for specific cause.
(d) Temporary reduction in rank or classification An employee may be moved on a
temporary basis to a position in a class with a lower maximum salary rate for misconduct.
A temporary reduction in rank or classification shall be approved by the department director
and reviewed by the city counselor and city administrator prior to completion of the action.
No temporary reduction in rank or classification shall last longer than six months. An
F
employee given a temporary reduction in rank or classification shall be reinstated to the prior }
Position at the date specified unless a subsequent disciplinary action is taken to ch
temporary reduction to a demotion. ange the
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(e) Demotion. An employee may be moved to a position in a class with a lower
maximum salary rate for serious misconduct.Demotion shall be approved by the department
director and reviewed by the city counselor and city administrator prior to completion of the
action.
(f) Dismissal. Discharge of a regular.employee should be recommended in cases
involving recurring disciplinary offenses or a single offense involving a serious breach of
discipline. Dismissal shall be approved by the department director and reviewed by the city
counselor and city administrator prior to completion of the action. -
(g) Referral. At any step of the disciplinary process the employee's supervisor may
refer the employee to the Employee Assistance Program(EAP)if in the supervisor's judgment
such a referral may be of assistance to the employee.
(h) Prediscinlinary hearing. A predisciplinary hearing will be held by the department
director as soon as possible following his knowledge of the pending disciplinary action. If
possible, the hearing should be held within one work day of the employee being informed of
the potential need for discipline. The general procedure for a prediscipl.inary hearing shall
be for the supervisor to explain the actions of the employee which are considered grounds for
disciplinary action and the opportunity for the employee to respond to the allegations. This
shall not be a full administrative hearing,but rather a means for the department director to
determine the validity of the allegations.No disciplinary action shall be instituted until after
the completion of the hearing. Predisciplinary hearings shall apply only to pending
disciplinary actions potentially involving suspension, temporary reduction in rank or
classification, demotion, and dismissal involving recurring disciplinary offenses or a single
offense involving a serious breach of discipline. No hearing shall be held for employees
dismissed from employment at will. I
W Personnel file. Documentation of all disciplinary actions will be placed in the
employees personnel file.
Section 16-7. Retirement.
1
All full-time employees are eligible for retirement benefits at age and length of service
requirements specified by the retirement plan in which they are enrolled. Notice of
retirement shall be in the same manner as for resignations,Section 16-1.
Section 16-8.Honoring of retirees.
A retirement award will be presented to each person retiring from the service of the
City. This award may be a plaque highlighting the years of service,an engraved watch, or
other comparable award. For employees with twenty(20)or more years of service, a key to
the City will be presented in addition to the retirement award. The awards may be presented
at either a noon luncheon or evening dinner, and,when feasible,the ceremonies will cover
persons retiring at the same general time. Awards will be presented by the respective
department directors,or the mayor,as applicable. A total of$200 per retiree may be spent.
Each retiree may invite family and friends to a total of twelve guests, including himself.
Other fellow employees not included in the honoree's invited guest list and city officials will
be invited to attend at their own expense.
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ARTICLE 17. CONFLICT RESOLUTION AND APPEALS;
Section 17-1. Conflict resolution.
It shall be the policy of the City of Jefferson to give individual employees an
Opportunity to discuss their conflicts with their supervisors in order to find mutually
satisfactory solutions as rapidly as possible. In choosing to use the conflict resolution process,
employees are assured of freedom from restraint, interference, discrimination, or reprisal.
Appeals of disciplinary actions shall begin with the second step of the conflict resolution
procedure as set forth below, and shall be in the form of a written complaint report. If an
employee has access to more than one conflict resolution process,the employee must choose
which process to pursue and may only utilize one process.
IM
(a) Representation. An employee may be accompanied or represented by any person
of his own choosing n the
g presentation tatron of his complaint.
(b) Conflict resolution procedure.
(1) Oral report. An employee who has a conflict shall first present his complaint
to his immediate supervisor within three (3) working days of the action or
incident in question. If the conflict is between the employee and the
immediate supervisor, the employee may report it to the next level of
supervision as outlined in number 3 below,within five(5)working days of the
incident.
(2) Written report. If the oral conflict resolution process fails to settle the conflict.
the employee may within six (6) working days submit a written complaint
report of the action or incident in question to his immediate supervisor.
Within three (3) working days after receiving such notice, the immediate
supervisor shall furnish the employee with a written reply.
(3) Appeal to department Lirector. If the written reply does not resolve the
conflict, the employee may, within five (5) working days after receiving the
reply,submit an appeal in writing to his department director. The department
director shall confer with the employee and or his authorized representative
before rendering a decision. Such decision shall be reduced in writing and
shall be delivered to the employee within five(5)working days of the date on
which the appeal was received by the department director.
(4) Appeal to city administrator. If the appeal to the department director fails to
resolve the conflict,the employee may,within five(5)working days of receipt
of the decision,submit an appeal in writing to the city administrator or parks
and recreation director for parks and recreation employees. Within fifteen(15)
working days of the receipt of such an appeal, the city administrator or his
representative shall hear matters pertinent to the conflict. The decision of the
city administrator shall be final and no further right of appeal shall be
provided employees. The city administrator shall forward one copy of the
course of action he intends to follow to the employee concerned and to the l�
department director.
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(c) Classification conflicts. All conflicts pertaining to the classification of an omployee
shall be made in writing to the city administrator through the department director. The
decision of the city administrator shall be final in all matters of classification, and the
employee shall not have further right of appeal,
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(d) Compensation conflicts. The pay range established for a given class of work shall
not be subject of the conflict resolution procedure. "
Section 17-2, Conduct of investigation.
In connection with the review of a complaint, appeal, or for any other purpose
necessary to determine the adherence to any provision of these rules,the city administrator
may conduct such investigation involving the production of records or reports by a municipal
department.
Section 17.3.Police. i
The conflict resolution procedure for all members of the police department shall be
conducted in accordance with rules and regulations of the police personnel board.
ARTICLE 18.RECORDS AND REPORTS
Section 18-1.Personnel records.
The city administrator shall designate a central repository for all such personnel files (.
and records as he deems necessary.
Section 18-2. Service register.
The city administrator shall cause to be maintained a service register of all employees I
in the municipal service identifying for each the class title, the departmental assignment,
salary rate, dates of employment, employment history, and such other data as he deems
appropriate.
Section 18-3. Reports,
Every appointment, transfer, promotion, demotion, dismissal, sick leave, vacation
leave and other temporary or permanent changes in the status of employees in the municipal
service shall be reported in writing. The city administrator is authorized to prescribe the
time, manner, form, and method of making any written report as may be stipulated in any
of these rules.
Section 18-4. Public records. j
Except for disciplinary action,records involving investigation correspondence and data
related to the moral character and reputation of applicants for employment
the City; files, statements, reports, correspondence, and other data in conne or employees d
related to investigations of violations of these rules and regulations;examination materials,
47 November J, ]99Fi
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questions, data, and examinations and tests conducted by the City;
confidential papers as specified in these rules or by action of the city administrator,
and such other'\._
records shall be public records. Such records shall be open to inspection U the ublic d ring
regular office hours,at reasonable times,and in accordance with such procedures as the ty
administrator may provide. Salary range and position classification information, as well as
class specifications and basic employment information,shall in all cases be made available
to the public on request at reasonable times.
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ARTICLE 19.TRAVEL EXPENSES
Section 19-1. policy.
i
Department directors, city officials, and employees shall be reimbursed for official
travel and related expenses while carrying out official duties, or attending
conferences and training courses which will benefit both the employee and the City.
esional
All persons authorized to travel shall be reimbursed for actual air, bus,or train fare
to and from the travel destination,actual room cost for overnight lodging,taxi fares,tips,and
other travel-related expenses upon proper presentation of appropriate itemized receipts on
a City travel expense voucher and, where appropriate, by a certified affidavit.
Section 19-2. Travel advances.
A travel advance may be obtained by submitting a request form stating the des c ' t
and/or purpose of the travel advance. The request must be approved by the department u
! director and the city administrator, and forwarded to the finance director for approval and
processing. The request form will then be forwarded for issuance of a check through the
regular accounts payable system. Departments should allow
,, travel advance requests.
ample time for processing of
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Section 19-3.Reimbursable expenses.
All efforts shall be made to keep travel expenses to a minimum,
{ expenses for approved travel shall be reimbursed according t The following
I actual cost when accompanied by receipts or other documentation es quiredeand
appropriate:
(a) .Direct travel including air, bus,train,and taxi fares.
(b) Direct travel by personal vehicle at the established rate per mile or at an amount
equal to common carrier fare,whichever is less, if approved by the department director.
(c) Overnight lodging when travel extends beyond 40 miles from the City.
(d) Meals and tips.
(e) Other reasonable and related expenses. �r�!
98 November 1, 1996
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Section 19-4. Non-reimbursable expenses.
The following travel expenses shall not be reimbursable:
(a) Costs incurred by a spouse or other relative accompanying an employee.
(b) personal expenditures such as valet service,laundry and cleaning,entertainment,
or side trips,
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Section 19-5- Vacation combined with official travel.
Employees wishing to combine a vacation by private velhice with a business or
convention trip must have their department directors approval,or where appropriate,the city
administrator's approval. The employee will be reimbursed for travel to the destination based
uPon the common carrier fare or the established rate per mile for personal vehicles,whichever
is less.
Section 19-6.Travel reimbursement or repayment of advance to city.
I
A travel expense voucher must be completed within ten(10)days after returning from
F a trip whether it is for an amount due the employee or for payment of the unused balance of
travel advance due the city. Where the employee received a travel advance check it
` so noted mu
on tlhc expense voucher. � must be
All travel expense vouchers must be approved by the department director and city
administrator before the finance director's office will authorize processing for payment.
Section 19-7. Use of personal vehicle for official business.
Employees required to use their personal vehicle for official city business shall be
compensated at the rate set out in Section 19-9. All departments are encouraged to promote
the use of city vehicles whenever possible in lieu of use of personal vehicles for City travel
purposes.
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Section 19-8. Use of City vehicles.
Employees who are assigned take-home vehicles from the City fleet are prohibited from
using the vehicle for any use outside of City business except for"de minimus"personal use.
Employees shall report.to the police department any accidents involving a City vehicle
and the property or vehicle of another party. Employees shall report any accident involving
damage to a City vehicle to their supervisor, deparuncnt director,and the director of human
resources oil a form prescribed for this purpose. Failure to report damage of City vehicles as
prescribed may result in disciplinary action,
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Section 19-9. Reimbursement rates and rules.
Reimbursement for authorized meals and tips combined,whether in state or out of state,
shall be the lower of thirty dollars($30.00)per day or$7.50 for breakfast,$10.00 for lunch and
$15.00 for dinner. The mileage reimbursement rate for authorized travel shall be the standard rate
authorized by the Internal Revenue Service Code.
If an employee leaves Jefferson City before 7:00 a.m.,the employee will be entitled to
a breakfast allowance. If an employee returns to Jefferson City later than 6:00 p.m.,the employee
will be entitled to the dinner allowance. If a meal is included in the registration cost of the
conference,the per diem for that meal will be excluded from that days total allowance.
The following expenses of employees shall be reimbursed according to actual costs when
accompanied by receipts or other documentation as required and appropriate:
(a) direct travel including air,bus,train and taxi fares;
(b) overnight lodging;
(c) otter reasonable and related expenses;
The following expenses of employees shall be reimbursed according,to established
allowances:
(a) direct travel by personal vehicle at the established rate per mile or an amount equal I'
to common carrier fare,whichever is less;
(U) meals and tips;
The following expenses of employees shall not be reimbursed:
y
(a) costs incurred by a spouse or other relative accompanying an employee;
(b) personal expenditures such as valet service, laundry and cleaning,
entertainment or side trips;
j Employees wishing to combine private business with City business will be reimbursed for
travel to the destination based upon the common carrier fare or the established rate per mile for
personal vehicle's,whichever is less.
Firefighters receiving a meal allowance will not receive per diem allowances for days they
are scheduled to work.
ARTICLE 20. PROHIBITIONS AND PENALTIES
Section 20-1. Participation in political activities.
Employees are prohibited from bringing their political affiliations to bear on their official
duties. Specifically, the following political activities of employees are prolhibited: !'
(a) Campaign fund raising;,or other partisan political activities on City premises while
in the performance of duties and responsibilities as an employee of the City.
(h) Abuse of'official position for political ends.
50 Noveiiih or 1 . 1997 I,
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(c) Use of official working time or unauthorized use of City resources for political
activity.
(d) Promising any employment,position,work, compensation,or other benefits as
consideration, favor or reward for political activity.
(e) Performing political activities at-the direction of a supervisor, department
director, or other City official, i
Section 20.2.Discrimination and sexual harassment.
No appointment, promotion, demotion., removal, or advancement in employment
shall be made on the basis of race, religion, creed, national origin, sex, age, or
nondisqualifying physical or mental disability.
Sexual harassment of employees is a serious matter and is prohibited in the work
place by any person and in any form. No director, supervisor or other employee shall
-threaten or insinuate,either explicitly or implicitly,that an employee's refusal to submit to
sexual advances will adversely affect the employee's employment, performance appraisal,
wages,advancement,assigned duties,or any condition of employment or career development.
i Other sexually harassing conduct whether committed by directors, supervisors, or non-
supervisory personnel is also prohibited. Such conduct includes but is not limited to:Sexual
flirtations, advances or propositions, verbal or written abuse of a sexual nature, sexually
degrading words used to describe an individual.
Any director, supervisor, or other employee who is found, after appropriate
investigation, to have discriminated against an employee or harassed any employee as
prohibited in the preceding paragraphs shall be subject to appropriate disciplinary actions
up to and including discharge.
Section 20-3.Nepotism; restriction on employment of relatives.
a
h A City employee may not appoint, employ, promote, advance, or advocate for
appointment,employment,promotion or advancement in or to any position of the municipal
service over which he exercises jurisdiction or control,any person who is a relative of the city
employee. This section shall not apply to employees previously exempted by ordinance from
these provisions.
Section 20-4. Outside employment.
Outside employment is prohibited if such employment would have an adverse effect
on the employee's performance of official duties with the City or be prejudicial to the
reputation of the City. Employees shall inform department directors of the acceptance of any
outside employment.
Section 20-5. Conflict of interest.
f. v No employee of the municipal service shall hold a financial interest in a firm,
institution, corporation, or other establishment supplying goods or services to the city. No
51 November 1, 1996
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employee shall be employed in any capacity with a firm, institution, corporation, or other ,
establishment supplying goods or services to the city when that capacity means the
possession, direct or indirect, of the powers to direct or cause the direction of the
management and policies of that organization. No employee shall receive any payment,gifts,
favors, or other consideration from any person, firm, institution, corporation, or other
1 establishment supplying goods or services to the city.
Section 20.6.Penalties.
Any employee found guilty of any violation of this section shall be subject to any
disciplinary action up to and including dismissal as defined by these rules, and such other '
penalties as may be deemed appropriate and consistent with the laws of the City of Jefferson
and the State of Missouri.
ARTICLE 21.MANAGEMENT RIGHTS
The city shall retain the sole right and authority to operate and direct the affairs
of the city in all its various aspects. Among these rights are the city's right to determine its
mission and set standards for service offered the public;to direct the working forces;to plan,.
direct, control, and determine the operations or services to be conducted in and by the
employees of the city; to assign and transfer employees; to hire, promote, and demote
employees;and to suspend,discipline,or discharge employees; to relieve employees due to
lack.of work or for other reasons,such layoffs being normally accomplished through attrition;
to make and enforce rules and regulations;and to change methods,equipment,or facilities.
ARTICLE 22.SAVINGS CLAUSE AND AMENDMENT
Section 22-1.Savings clause.
Invalidation of any part,rule,or section of these personnel rules and regulations
shall not affect the validity of the other rules and sections.
Section 22.2.Amendment. f
Amendment of these rules and regulations shall be approved by a majority vote of
i the City Council. Copies of such amendments shall be distributed to all department directors
and such other officials as the city administrator deems appropriate.
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