HomeMy Public PortalAboutORD11131 BILL NO. 88-101
SPONSORED BY COUNCILMAN HALSEY
ORDINANCE NO.
AN ORDINANCE OF THE CITY OF JEFFERSON, MISSOURI, REPEALING
ORDINANCE 10927 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:
Section 1. ordinance 10927 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hereby repealed.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 for
the Municipal Service of Jefferson City, Missouri", dated November
1, 1988, designated as Exhibit "A" and attached hereto, is hereby
adopted as the official personnel rules and regulations for the
municipal service of the City of Jefferson.
Section 3. This ordinance shall be in full force and effect
November 1, 1988.
Passed 77 IZEe Approved Z4--f-7--.
iding icer ay
Attest:
i >> .
City Clerk
PERSCMM POLICY 14 N[IAL
F R im MAJICIPAL SERVICE
OF
THE CLTY OF JEF ERSCK, MISSU)Rl
Ah Effective November 1, 1988
November 11 1998
NOR
PERSOMM POLICY MANtML
TA$IE OF CONTENTS
ARTICLE I. G NERA,L PWJISIONS . . . . . . . . . . 1
Section 1-1. Purpose of rules. 1
Section 1-2. Positions covered by the rules. 1
Section 1-3. Administration of the Lyles. 1
Section 1-4. Departmental regulations. . . . . . . . . . . . . . . . . 1
ARTICLE II. DEE UTIONS OF TE W . . . . . . . . . . . . . . . . . . . 1
ARTICLE III. GEM;1AL EMPLOYEE P0LSCIES . . . . . . 4
Section 3-1. Equal Ettployment Opportunity. 4
Section 3-2. Affirmative action program. . . . . . . . . . . . . . . . 5
Section 3-3. Aloohol, Drug, and Controlled Substance Abuse. . . . . . . 5
Section 3-4. Acquired Immune Deficiency Syndrome (AIDS) . . . . . . . . . 6
ARTICLE IV. APPUCATIONS AND APPLICANTS . . . . . . . . . . . . . . . . . . 7
Section 4-1. Recruitment. . . . . . . . . . . . . . . . . 7
Section 4-2. Application form. . . . . . 7
Section 4-3. Disqualification. . . . . . 7
Section 4-4. Disqualification by reason of police record. . . . . . . . 8
Section 4-5. Examinations. . . . . . . . . . . . . . . . . . . . 8
Section 4-6. Examination administration. . . . . . . . . 9
Section 4-7. Rating of examinations. . . . . . . . a 9
Section 4-8. Medical examinations. . . . . . . . . . . . . . . . . . 9
Section 4-9. Residence requirements. . . . . . . . . . . . . . . . . . 9
ARTICT.E V. APP0IN7MEi5 . . . . . . . . . . . . . . . . . . . . . . 10
Section 5-1. Appointments. . . . . . . . . . . . . . . . . . . . . . 10
Section 5-2. Transfer. . . . . . . . . . . . . . . . . . . . . . . . 11
Section 5-3. Appointment forms. . . . . . . . . . . . . . . . . . . . 11
Section 5-4. Appointment authority. . . . . . . . . . . . . . 11
ARTICLE VI. PROBATI0NARY PERIOD . . . . . . . . . . . . . . 12
Section 6-1. Purpose. . . . . . . . . . . . . . 12
Section 6-2. ]Aeration. . . . . . . 12
Section 6-3. Evaluation and counseling. 12
Section 6-4. Termination during initial probationary period. . . . . . . 12
Section 6-5. Demotion during probationary period. 12
Section 6-6. Extension. 12
Section 6-7. Completion of probationary period. I I I I I . . . . . 13
Section 6-8. Qualifying period for promoted and transferred employees. 13
Section 6-9. Probationary increases. . . . . . . . . . . . . . . . . . 13
ARTICLE VII. POSITION CLASSIFICATION PLAN . . . . . . . . . . . . . . . . . 13
Section 7-1. The classification plan. . . . . . . . . . . . . . . . . 13
Section 7-2. Purpose of the classification plan. . . . . . . . . . . . 14
Section 7-3. Administration of the classification plan. . . . . . . . . 14
Section 7-4. Classification of positions. . . . . . . . . . . . . . . 14
Section 7-5. Effect of classification charsues on incumbent . . . . . . . 15
i November 1, 1988
A R T I C L E VIII. C1C 'E O A T I C K P L A N . . . . . . . . . . . . . . . . . . . . . . 16
Section 8-1. Authority to establish salaries. . . . . . . . . . . . . . 16
Section 8-2. 7he compensation plan. . . . . . . . . . . . . . . . . . 16
Section 8-3. Standards for determination of pay ranges. . . . . . 17
Section 8-4. Amendment of the oa�ation plan. . . . . . . . . . 17
Section 8-5. 'fatal reavieratioyn. . . . . . . . . . . . . . 17
Section 8-6. Dual employment prohibited. . . . . . . . . . . . . . . . 18
Section 8-7. Special assignmnents. . . . . . . . . . . . . . . . . . . 18
Section 8-8. Application of the carpe aticn plan. . . . . . . . . . . 18
Section 8-9. Beginning salary. . . . . . . . . . . . . . . . . . . . 19
Section 8-10. Salary advwxmients. . . . . . . . . . . . . . . . . . . 19
Section 8-11. Pay rate adjustments. . . . . . . . . . . . . . . . . . 20
Section 8-12. Play anniversary dates. . . . . . . . . . . . . . . . 21
Section 8-13. Tenporaiy assignment to higher level position. . . . . . . 21
Section 8-14. Overtime and oonpensatcry time. . . . . . . . . . . . . . 21
Section 8-15. Call hack time. . . . . . . . . . . . . . . . . . . . . 23
Section 8-16. Stand-by/on-call status. . . . . . . . . . . . . . . . 23
Section 8-17. Emergency alert duty statue. . . . . . . . . . . . 23
ARTICLE IX. POUUOUNCE EVAL[WICK . . . . . . . . . . . . . . . . . . . . 24
Section 9-1. Responsibilities. . . . . . . . . . . . . . . . . . . . 24
Section 9-2. Employee performance evaluations. . . . . . . . . . 24
ARTICLE X. WORK SCHEDULES AND ATITNDANCE . . . . . . . . . . . . . . . . . 25
Section 10-1. . . . . . . . . . . . . . . . . . . . . . . . . 25
Section 10-2. Work schedules determined by clepartznQrit director. 25
Section 10-3. Required attendance 0 . . . . . . . . . . . . . . . . . . 25
Section 10-4. Inclement weathax closings . . . . . . . . . . . . . . . 25
ARTICLE XI. PAID HOLIDAYS . . . . . . . s . . . . . 25
ARTICLE XII. VAQMC N LEAVE . . . . . . . . . . . . . . . . 26
Section 12-1. Amount. . . . . . . . . . . . . . . . . . . . . . . . 26
Section 12•-2. Accrual. . . . . . . . . . . . . . . . . . . . . . . 27
Section 12-3. Terminal leave. . . . . . . . . . . . . . . . . . . 27
Section 12-4. Holidays occurring during vacation period. . . . . . . . . 28
Section 12-5. Police and fire department vacations. . . . . . . . . 28
Section 12-6. Use of vacation leave. o . . . . . . . . . 28
ARTICLE XIII. SICK LEAVE . . . . . . . . . . . . . . . . . . 28
Section 13-1. Amount. . . . . . . . . . . . . . . . . . . . . 28
Section 13-2. When taken. . . . . . . . . . . o . . . . . 28
Section 13-3. Accrual. 0 0 . . . . . . . . . . . . . . . . 30
Section 13-4. Inventive program. . . . . . . . . . . . . . 30
ARTICLE XIV. SPECIAL LEAVE . . . . . . . . . . . . . . . . . . . . . 30
Section 14-1. Approval authority. . . . . . . . . . . . . . . . . . 30
Section 3.4-2. Educational leave. . . . . . . . . . . . . . . . . . . 30
Section 14-3. Court leave. . . . . . . . . . . . . . . . . 31
Section 14-4. Military leave. . . . . . . . . . . . . . . . . . . 31
Section 14-5. Military training leave of absence. . . . . . . . 0 32
Section 14-6. Maternity leave. . . . . . . . . . . . . . 32
ii November 1, 1988 •
Section 14-7. Leave without pay. 32
Section 14-8. Occupational injury leave. . . . . . 33
Section 14-9. Absence without leave. . . . . . . . . . . . . . . . . . 33
Section 14-10. Funeral leave. . . . . . . . . . . . . . . . . . 34
Section 14-11. Personal leave . . . . . . . . . . . . . . . . . . . . 34
ARTICLE XV. FRINGE BFNEF IS . . . . . . . . . . . . . . . . . . . . . . . . 34
Section 15-1. Health and life insurance. . . . . . . . . . . . . . . . 34
Section 15-2. Retirement plans. . . . . . . . . . . . . . . . . . . . 34
Section 15-3. Deferred ampensation. . . . . . . . . . . . . . . . . . 34
Section 15-4. Mental health services. . . . . . . . . . . . . . . . . 35
Section 15-5. Credit union. . . . . . . . . . . . . . . . . . . . . . 35
Section 15-6. Employee assistance program. . . . . . . . . . . . . . . 35
Section 15-7. Long-term disability insurance. . . . . . . . . . . . . . 35
ARTICLE XVI. SEPARATION AND DISC MINARY ACTIONS . . . . . . . . . . . . . . 35
Section 16-1. Resignations. . . . . . . . . . . . . . . . . . . . . . 35
Section 16-2. Termination. . . . . . . . . . . . . . . . . . . . 36
Section 16-3. Return of city property. . . . . . . . . . . . . . . . . 36
Section 16-5. Disciplinary actions defined. . . . . . . . . . . . . . 39
Section 16-6. Reduction in force; layoff. . . . . . . . . . . . 40
Section 16-7. Retirement. 40
Section 16-8. Honoring of retix*ees. 40
ARTICIE XVII. EMPLOYEE RELATIONS . . . . . . . . . . . . . . 40
Section 17-1. Health and safety. . . . . . . . . . . . . . . . . . 40
Section 17-2. General training activities. . . . . . . . . . . . . . . 41
Section 17-3. Pay peril; pay days. . . . . . . . . . . . . . . . 42
Section 17-4. Uniforms; clothing provisions. . . . . . . . . . . . . . 42
Section 17-5. Attitude and appearance. . . . . . . . . . . . . . . . . 42
Section 17-6. City physician. . . . . . . . . . . . . . . . . . . . . 42
ARTICLE XVIII. APPEALS AND ACES . . . . . . . . . . . . . . . . . . . 43
Section 18-1. Grievance policy. . . . . . . . . . . . . . . . 43
Section 18-2. Conduct of investigation. . . . . . . . . . . . . . . . 44
Section 18-3. Police. . . . . . . . . . . . . . . . . . . . 44
Section 18-4. Parks and recreation department. . . . . . . . . . . . . 44
ARTICIE XIX. REMRDS AND REPOTS . . . . . . . . . . . . . . . . . . . . . 44
Section 19-1. Personnel records. . . . . . . . . . . . . . . . . . . 44
Section 19-2. Service register. . . . . . . . . . . . . . . . . . . . 44
Section 19-3. Reports. . . . . . . . . . . . . . . . . . . . . . . . 45
Section 19-4. Public records. . . . . . . . . . . . . . . . . . . . . 45
ARTICLE XX. TRAVEL, EXPENSES . . . . . . . . . . . . . . . . . . . . . . 45
Section 20-1. Policy. . . . . . . . . . . . . . . . . . . . . . . . 45
Section 20-2. Travel advances. . . . . . . . . . . . . . . . . . . . 45
Section 20-3. Reimbursable expenses. . . . . . . . . . . . . . . . . . 46
Section 20-4. Non-reimbursable expenses. . . . . . . . . . . . . . . . 46
Section 20-5. Vacation canbined with official travel. . . . . . . . . . 46
Section 20-6. Travel reimbursement or repayment of advance to city. . . 46
Section 20-7. Use of personal vehicle for official business. . . . . . . 47
iii November 1, 1988
Section 20-8. Iia rates and rules. . . . . . . . . . . . . . 47
ARTICLE ma. H HZTIQr13 AND PEZOUJI ES . . . . . 48
Section 21-1. participation in political activities. . . . . . . . . . 48
Section 21-2. 0 . . 0 . . . . . . . . . . . . . . . . . 48
Section 21-3. M po�tism; restriction an employment of relatives. . . . . 48
Section 21-4. Outside employment. . . . . a . . . . . . . . 48
Section 21-5. Conflict of interest. . . . . . . . . 49
Section 21-6. Penalties. 0 . . . . . 0 0 49
ARTICLE Mal9 I4 MIMMM RIGHTS . . v . . . . . . . . . . . . . . . 49
ARTICLE main. SAVINGS CLAUSE AND AmNEm Tr . . . . . . . . . o . . 49
Section 23-1. Savings clause. 0 0 0 0 49
Section 23-2. AmenInent. o . . . . . . . . . . . . . 0 49
IV November 1, 1988
ARTICLE I. GENM1AL PF0VISIM
Section 1-1. Purpose of rules.
It is the purpose of these rules to set forth the principles and procedures
which will be followed by the City of Jefferson in the administration of its
personnel program. They are intended to establish an efficient, equitable and
functional system of personnel motion based on merit principles which
govern the appointment, promotion, transfer, layoff, dismissal,seal , discipline, and
other related conditions of employment. They are not interned 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 of the city
and to such other positions as may be provided herein.
Section 1-3. 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 thesees
rules.
(b) The director of parks and recreation, under the general supervision
of the parks and recreation cm mission, 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.
Section 1-4. Departmental regulations.
These rules shall not be cmv* ued as limiting in any way the power and
authority of any department director to make departmental rules and regulations
governing the conduct and performance of employees. Departmental rules and
regulations shall not conflict with provisions of these rules. Departmental
rules shall be approved by the city administrator and 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.
ARTICLE II. r Min T rIONS OF TERMS
The following words and phrases shall have the meanings indicated
throughout these rules except where the context clearly indicates otherwise.
• 1 November 1, 1988
�yy date. Date of official appointment to a position in the ®.
municipal service after appropriate oertification and 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. If an employee is promoted and the promotional increase is greater than
lot, the employee shall have a new anniversary date established which shall be
the date of promotion. Zhe anniversary date for employees covered by a work
agreement may be designated in the work agreement.
Anaointina authority. The officer, employee, or board having the power
of appointment and removal of subordinate positions in any office, department,
or division, or any person 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.
AM . The designation to a position in the municipal service of
a person who has qualified for the appointment through an appropriate selection
process.
Certification. 7he act of supplying an appointing authority with an
appropriate number of names of applicants who are eligible, in aeeordanoe 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.
Cl ss. one or more positions sufficiently similar in respect to assigned
work duties and responsibilities that the same class title may be reasonably and
fairly used to designate each position allocated to the class, that the same
minimnm education and work experience qualifications may be required, and the
same salary range may apply with equity.
Classification. Me original assignment of a position to an appropriate
class on the basis of the kind, 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.
Class ffMificatiar►. A written statement of the characteristic duties,
responsibilities, and qualification requirements that distinguish a specific
class from other classes.
DMoti,qD• Me movement of an employee from a position in one class to a
position in the same or other class having a lower maxian salary rate because
of disciplinary reasons, incapacity to perform the work, inefficiency or
unsatisfactory work performance.
e . Any of the departments wider the jurisdiction of the city or
Parks and recreation commission, now or as hereafter established.
2 November 1, 1988
Department director. The officially appointed director of any department.
Elictible. A person whose name is on a current eligible list and who may
under these xnles be certified for appointment to a position in the municipal
service.
. A sudden and unforeseen happening that requires the unscheduled
services of an employee to protect the health, welfare, and safety of the
oomnunity
Fire administration. Members of the administrative staff of the Fire
Departnent including the Fire Chief, Assistant Fire Chiefs, Fire Training
officer, Public Education Officer, and clerical personnel.
Grievance. A grievance is a disagreement relating to mplayment, personnel
rules and regulations, and working conditions or relationships between an
employee and his supervisor or other employees.
He (his. him) . As used in these rules, the words "he," nom," and non
shall connate both masculine and fesmnine 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, , and grandchildren.
layof f. the separation of an enplcyee which has been made necessary by
lack of work or funds or other reasons not related to fault, delinquency, or
misconduct on the part of the employee.
Original employment date. First date of official appointment to a position
in the municipal service after appropriate certification and for any period of
continuous service.
Position. A group of currEmt duties and responsibilities assigned or
delegated by cagxtent authority, requiring the full-time, part-time, or
te,porary employment of one person.
(a) Full-time. A position included in the adopted annual budget that
is neither specified as part-time or temporary employment, nor limited for a
period of less than the budget year; also any such position established during
a given budget year unless the appointing authority Certifies that such position
wi11 not be continued in the suameding year's budget; the hours of work for
which are not less than 1560 per year.
(b) Part-time. Employment in a position on a basis of less than a
standard work day, work week, or duty tour which may be of a regular or
intermittent nature.
(c) T orary0 A position eaaprising duties which occur, terminate and
recur seasonally, intermittently and according to the needs of a deft;
employment lasting less than six (6) calendar months.
3 November 1, 1988
ProbatiMM ueriod. A working test period during which a regular full-
time or regular part-time employee, newly appointed or pxanoted, is required to
demonstrate fitness by actual perfommnce of the duties of the position to which
the employee is appointed or pramoted.
$cwtion. The movement of any employee, after presper examination and
certification, from one position of one class to a position of another class
having a higher maximum salary rate.
Promotional. MmiMtion. An examination for positions in a particular
class, admission to which is limited to regular employees in the municipal
service who meet the qualifications set forth in the examination announcement
notice.
Promotional. list. The names of persons arranged in descending order of
their final ratings on pranotional w mainations for classes of positions for
which they have competed and are qualified for appointment.
Reclassification. The official determination by the city administrator
that a position be assigned to a class different from the one to which it was
previously classified.
H=9ar gMloyee. An employee who has been appointed to a full-time
position in the municipal service in accordance with these riles.
Regular part-time emloryee. A part-time employee who is regularly
scheduled for at least twenty hours work per week, who works at least 1040 hours
Per year, and who has successfully completed the appropriate probationary period.
Resident. A person whose principal place of domicile is within the
corporate boundaries of the City of Jefferson, Missouri.
Transfer. The novemenrt of an employee fr m one deparbnent, division, or
unit of the municipal goverrmvnt to another, from one position to another
position of the salve class, or to another class having the same maximin salary
rate, involving the performance of similar duties and requiring essentially the
same basic qualifications.
Vacancy. A duly created position which is not occupied and for which funds
have been provided.
ARTICLE III. ORAL EWMYEE POLICIES
Section 3-1. Dqual Emplopmt opportunity.
It is the intent of the city that all personnel activities shall be con-
ducted in a manner that will assure equal employment opportunity for all persons
on the basis of merit, without regard to political affiliation, race, color,
religion, national origin, sex, marital status, age, handicapping condition, or .
4 November 1, 1988
other non-merit factor. 9iis policy shall include all personnel practices
related to the euployiment process, promotions, demotion, transfer, lay-off,
employees. f compensation, benefits, training, and general treatment of
employees.
Section 3-2. A!!imative action program.
The city shall be responsible for the development and ad-
ministration of an affirmative action program to aid in achieving full
realization of equal employment apport unity. Such program shall include:
(a) A statement of purpose.
(b) Procedures for determining or identifying problem areas and factors
to be used in whether minorities, females or handicapped persons are
under-utilized in an occupational grouping.
(c) Procedure and responsibility for developing action oriented programs
designed to eliminate problems; to assure equal empl%ment opportunity for all
members of the available labor pool; and to foster upward mobility for present
employees.
(d) Criteria for establishing affirmative action goals.
(e) Designation of responsibility for dissemination, implementation, com-
pliance, and audit.
Section 3-3. Alcobol, Dreg, and Qontt'olled Substance Abuse.
1. Pbli.cv Objectives. The City of Jefferson has an obligation to its enployees,
the citizens of Jefferson City, and the public at large to take reasonable steps
to assure safety, both in the workplace and throughout the City, and quality in
the services it provides.
2. Prohibitions. To this end, the Mayor, City Council, and City Administrator
of the City of Jefferson reaffirms the City of Jefferson's policy that the
following are strictly prohibited:
A. Reporting to work under the influence of intoxicants, drugs, or
controlled substances.
B. The use, possession, transfer, or trafficking of illegal drugs or
controlled substances in any amount or in any manner (i) on City of
Jefferson premises or in City of Jefferson vehicles at any time,
whether or not performing City business, or (ii) while performing
City business at any location. Any employee convicted of a felony
attributable to the use, possession, or sale of intoxicants, illegal
drugs, or controlled substances on or off City property will be
subject to disciplinary action, including termination. This section
does not apply to any employee performing law enforoeument
responsibilities.
5 November 1, 1988
C. The use in any way of City of Jefferson property or the esployee's
position within the City to make or traffic in int xicants, illegal
drugs, or controlled substances.
D. Any other use, possession, or trafficking of intoxicants, illegal
chugs, or controlled substances in a manner which is detrirsental to
the interest of the City of Jefferson.
3. Notice to MA?Q visor of IM1 Drugs or Medicatkoms. Any employee who is
taking a drug or medication, tether or not prescribed by the eBPlayee's
physician, which may adversely 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 or advertised as
possibly affecting judgment, coordination, or any of the senses, including those
which may cause drowsiness or dizziness. The supervisor in conjunction with the
Personnel. & safety officer will then determine whether the employee can in
at work and whether any work restrictions will be necessary.
4. City's Right to Searcin. When the City has reason to believe an employee is
violating any aspect of this policy, he may be asked by the City to submit
immediately at any time (including breaks and the meal period) to a search of
his person and/or to make his locker, lung box, briefcase, purse, pockets,
wallet, personal belongings, desk, vehicles, or any other receptacle he uses or
has access to, available for inspection. Entry on to City premises constitutes
consent to searches and inspections. Refusal to consieht to a search or
inspection when requested by the City constitutes insubordination and a violation
Of City policy.
5. City Is Right to Vest. upon reasonable suspicion by the City, an employee may
be required to submit to a medical examination and/or eye, blood, urine, or other
medical tests.
6. DiscinlipAa 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 in section 16.5, which may include
termination. When the City has reason to believe the employee is violating this
policy, the employee may be suspm%W immediately pending investigation.
7. New Hires. All new hires and re-hires of regular full-time, regular part-
time, seasonal, or part-time 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 tests)
shall not be employed.
Section 3-4. Acquired Mmwie 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 AIDE to others.
6 November 1, 1988
The City of Jefferson policy will be to emplay persons who have AIDS, or are
st�speccted of having AIDS, so long as such persons remain qualified to perform
their jobs in acoordanoe with City standards. Some motions or deviations to
this policy may be neoessary 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.
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.
ARTICLE IV. APPZIC OIdB AID APMC MUS
Section 4-1. I'Vectvitment0
Notice of employment opportunities in the municipal service shall be pub-
lished by posting annourxxments, on official bulletin boards, and in such other
places as the city administrator deems advisable, including, as appropriate, at
least one newspaper in general circulation in Jefferson city, Missouri. Notice
of all examinations for promotion shall be published by posting and other
methods, but need not be published in any newspaper. The announcements shall
specify the class title and salary range of the class for which the examination
is announced; the nature of the work to be performed; the minimum qualifications
required for the performance of the work of the class; the time, place, and
manner of making application; the closing date for receiving applications; and
other pertinent information.
Section 4-2. Application form.
All applications shall be made on forms prescribed by the city adminis-
trator and shall be filed on or prior to the closing date specified in the
annourx;ement. Applications may require information concerning personal
characteristics, education, experience, references, and other pertinent
information. All applications shall be signed and the truth of the statements
contained therein certified by such signature. The city administrator shall
require such proof of age, education, experience, and other claims as may be
appropriate.
Section 4-3. Diequaliticatiom.
The city administrator may refuse to examine an applicant, or, after exam-
inaticn, may disqualify such applicant, remove his naive from an eligible list,
refuse to certify him, or may consult with the appointing authority in taking
steps to remove such person already appointed if:
(a) He does not meet the preliminary requirements established for the
pertinent class.
7 November 1, 1988
(b) He is so physically or mentally disabled as to render him unfit for
the performance of the duties of the class.
(c) He is addicted to the use of narcotics or the habitual use of intcXi-
cating ligxws to swess.
(d) He has made a false statement of material fact in his application.
(e) He has used or attezpted to use political pressure or bribery to
secure an advantage in the examination.
(f) He has directly, or indirectly obtained information regarding the
Mien to uhich, as an applicant, he was not entitled.
(g) He has failed to submit his application correctly or within the pre-
scribed time limits.
(h) He has taken part in the ampilation, administration, or correction
of the exmninatien for which he is an applicant.
(i) He has previously been dismissed from a position in the municipal
service or has resigned while charges for dismissal were pending.
(j) He has otherwise willfully violated the provisions of these rules.
(k) He has established an unsatisfactory employment or personnel record
as evidenced by reference check of such a nature as to demonstrate unsuitability
for employment.
(1) He has taken for another or allowed another to take for him all or
part of any examination, or has been found cheating in any other way on an
examination.
Whenever an application is rejected, notice of such rejection shall be
given to the applicant. Applications, whether accepted or rejected, shall remain
on file and shall not be returned.
Section 4-4. DieValificatioan by reason of police record.
All applicants who have been convicted of a felony or misdemeanor involv-
ing conduct related to the job for which they apply may have their applications
rejected.
Section 4-5. Z�inations.
(a) danpetitive examinations. Examinations shall relate to those mat-
ters which fairly test the aptitude capacity and fitness of the persons examined
to discharge the duties of the position sought after by them. Examinations may
be assembled or unassembled and may include written, oral, physical, or
performanoe tests, or any combination of these. Zhey may take into consider-
ation such factors as education, experience, aptitude, knowledge, character,
8 November 1 1988
ahysical fitness, or any other qualifications or attributes which enter into the
determination of the relative fitness of applicants.
(b) Promotional examinations. Promotional examinations shall be of kind
and character similar to those for 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.
(c) Police examinations. Entry-level and promotional examinations for
sworn police positions shall be administered by the police personnel. board.
Section 4-6. Ruination administration.
Examinations shall be announced and held at such times and places as most
nearly meet the needs of the service. Mie tests shall be conducted by persons
designated by the city administrator.
Section 4-7. Rating of examinations.
(a) Sound measurement techniques and procedures shall be used in rating
the results of examinations and determining the relative standings of the
competitors. In all examinations the minim= ratings by which eligibility may
be achieved shall be set by the city administrator. The final examination grade
may be based on all factors of the examination including educational
experience, and other pertinent information. The final earned
rating of each eampetitor shall be determined by eogmputing the earned ratings
on each part of the examination in accordance with the weights established for
each part prior to the date of the examination. All acrpetitors may be required
to obtain at least a minimum rating in each or any part of the examination in
order to receive a final passing grade or to be allowed to participate in the
remaining parts of the examination.
(b) Ven a rating of training and experience form a part of the examina-
tion, the city administrator shall develop such pi=ecbxres 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, reoency,
and amount of experience, and the pertinence, quality, and amount of education.
Section 4-8. Medical ea---- tionsa
The city administrator may determine by medical examinations whether ap-
plicants for any position or employees possess the prescribed standard of health
and pthysique. Any such medical examinations shall be conducted at the city's
expense by a physician designated by the city. Tine city will 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 ten (10) miles of the corporate
9 November 1, 1988
boundaries of the City of Jefferson, or obtain such within six (6) mouths
following appointttexit.
(b) Applicants appointed to the classes listed below must be residents
of the City of Jefferson or move within the corporate boundaries of the city
within six (6) months of appointment. All direct moving expenses will be paid
by the city.
City Administrator Director of Public Works
City Counselor Assistant Director of Public Works
City Clerk Wastewater Utilities superintende�
Police Chief Director of Planning and Code
Police Captain Enforoemexit
Police Lieutenant Director of Transportation
Fire Chief Street Superintendent
Assistant Fire Chief Director of Parks and Recreation
Finance Director
(c) An extension of the six (6) month time limit established herein may
be granted in unusual cases by the city administrator, or parks and recreation
commission, as applicable.
(d) Direct moving expenses required to omply 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 ten (10) miles of 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 V. APPOINMENTS
section 5-1. AppDintmmits.
(a) Regular, regular part-tine, part-time, and tgmorary positions.
Appointments to fill vacancies in regular, regular part-time, part-time, and
%porary positions shall only be made following certification fram an open or
promotional. eligibility list. If the eligible selected declines the appointment
or is tunable to serve, evidence of such refusal or inability shall be transmitted
to the city administrator and he shall certify, if so requested, an additional
eligible in place thereof. Upon being notified of a promotion, the relinquishing
department may delay the eligible's prcmation until the beginning of a pay period
but not to exceed three (3) weeks.
(b) Provisional gogintMgnts. When there is no appropriate list
available, or when theme is not a sufficient number of persons on appropriate •
10 November 1, 1988
lists who are willing to accept appointment, the city administrator may authorize
the provisional appointment of a person meeting the established minimum
qualifications for the class to which the position is allocated. All provisional
appointments must be made at the minimum rate of pay established for the class.
Any such provisional appointment shall terminate not later than text (10) days
after an appropriate list is established. Any time served by an eMloyee under
a provisional appointment shall not constitute a part of or be deducted frram the
probationary period if the employee is subsequently appointed to the same or
another position. Provisional appointments shall be limited to sixty (60)
calendar days in duration.
(c) Emergency appointments. In the case of an emergency which could not
have been foreseen, such as but not limited to a flood, tornado, or blizzard,
which requires the immediate employment of one or more persons to prevent serious
impairment of the public business and for which it is not practicable to secure
the needed person or persons by certification fram an eligibility list in time
to meet the emergency, an appointing authority may appoint any qualified person
during such emergency for a period not exoeeding thirty (30) days. The city
administrator shall have the right to make such investigation as he deems
necessary to determine whether an emergency actually exists, and his decision
shall be final so far as the auditing and disbursing officers are concerned.
In no case shall successive emergency appointments be made.
Section 5-2. Transfer.
A position may be filled by transferring an employee from a position of
the same class or sinular class with essentially the same basic minimum
® qualifications and having the same maximum salary rate. Inter-departmental
® transfers must be approved by the requisitioning department, and employee
concerned. The refingaishing dent may delay the transfer until the
beginning of a pay period, but not for a period in excess of three (3) weeks.
Section 5-3. Appointment forms.
No duly appointed employee may be placed on the payroll until all
appointment and other forms have been properly completed and signed by the city
administrator.
Section 5-4. authority.
Department directors shall be the appointing authorities in all depart-
ments, although they may delegate that authority to division head level. The
parks and recreation comnission is the appointing authority for the parks and
recreation department.
11 November 11 1988
ARM= V1. P�TI�AY BEEtIOD
Section 6-1. PuLp0�99.
Zhe probationary period shall be an integral part of the OXMUinaticn
process and shall be utilized for closely observing the employee's Wbrko for
securing the most effective adjustor* of a new 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 a probationary
period and/or extension thereof, shall not have access to grievance or appeal
privileges.
Section 6-2. Duration.
All original and promotional appointments for full time positions and
regular part-time positions shall be tentative and subject to a probationary
period. For entry-level commissioned personnel in the police department and
entry-level fire suppression personnel in the fire department, the probationary
period shall be one year from the date of appointment. All other original and
promotional, appointments shall be subject to a probationary period of six months.
Section 6-3. Evaluation and counseling.
Supervisors shall observe the employee Is work performance and shall oounsol
a probationary employee whose work performance is marginal or inadequate.
Employees must be notified in writing of the steps that must be taken to achieve
an acceptable level of work performance.
Section 6-4. Termination during initial probationary period.
Continued inadequate performance after counseling shall constitute grounds
for termination. A probationary employee may be terminated without cause. Zfie
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 6-5. Demotion during probationary period.
Promotional appointees who continue to exhibit inadequate performance after
counseling shall be denoted to a position in the class held prior to the
promotional appointment. Zhe department director shall notify the city
administrator in writing of his intentions to demote an employee as provided in
this section. If approved, the employee shall be notified in writing not legs
than five (5) working days prior to the effective date of demotion.
Section 6-6. Extension.
With the approval of the city administrator, an appointing authority may
extend the probationary period to a maximum of fifty (5o) percent of the original
length of time if unusual or extenuating ciramstanoes exist.
12 November
1, 1988
Section 6-7. Ompletion of probationary period.
At least ten (10) working days prior to the expiration of an employee's
probationary period and in such manner as the city administrator may prescribe,
the depar 6 men t director shall notify the city administrator in writing whether
the services of the employee have been satisfactory and whether the eopiayee will
be continued in his position. A copy of this notice shall be given to the
employee by the department director. Upon receipt by the city motor of
a favorable report, the employee's probationary period shall be complete.
Section 6-8. Qualifying period for pramated and transferred employees.
The qualifying period for promoted and transferred employees shall be the
period of time following transfer or promotion from one classification to another
within city service, 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 employee's work, for securing the most effective adjustment of a
transferred or promoted employee to the position, and for replacing any employee
whose performance does not meet the required standards. An employee on
promotional probation shall have grievance privileges except in matters relating
to the employee's status in the position in which the employee serving the
qualifying period.
Section 6-9. Probationary increases.
Employees completing initial employment probationary periods are eligible
for increases as set out in section 8-10(a) . Employees successfully completing
a qualifying period after a promotion or transfer within city service shall have
their pay governed by the provisions and limitations of the merit pay plan.
ARTIC Z VII. POSITIM CIASSIFICATICI PLAN
Section 7-1. The classification plan.
A position classification plan based upon and graded according to assigned
work duties and responsibilities shall be developed and maintained by the city
administrator to provide standardization and the proper classification of all
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 grade of classes of positions in the
municipal service arranged in appropriate occupational groups reoot:atmded by the
city administrator and approved by the city council.
(b) Class specifications for each title in such form as prescribed by
the city administrator.
13 November 1, 1988
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 appointing authorities with a means of analyzing work
distribution, areas of responsibility, lines of authority, and other relevant
relationships between individual and goes of positions.
(d) To assist appointing authorities in determining personnel service
costs and projections for annual budget requirements.
(e) 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 ca Densation program and
other aspects of the personnel program.
Section 7-3. AAninistration 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 undergone significant change. The city administrator
may also do so when notified that new 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.
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 character, difficulty, and responsibility of its designated duties.
Positions shall be assigned to a specific class when:
(1) The same descriptive title may be used to designate each position
in the class.
(2) The same kinds and levels of work, education, experience, know-ledge,
ability, skill, and other qualifications as may be required of
incumbents.
0
14 November 1
1988
(3) Similar tests of fitness may be used to examine and rank incumbents.
10 (4) The same range of conpensation will apply equally under substantially
the same general employment conditions.
(b) All Glasses of positions involving the same character of work, but
differing as to level of difficulty and responsibility shall be assembled into
a class series of two (2) or more levels.
(c) CmVensation or present pay range shall port be a factor in
determining the classification 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
experience qualifications for such position, and the relationship thereof to
other classes. The examples 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 cambination 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) No employee whose position has been allocated to its appropriate
class shall be assigned or required to perform duties generally performed by
persons holding positions in other classes, except in case of emergency or
training, or for other limited periods of time. In no case shall the time period
exceed four (4) calendar weeks without specific authorization by the city
administrator; and provided, further, the clause in each class specification
"Performs related work as required" shall be liberally construed.
(f) It shall be the duty of department directors to report to the city
administrator any 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 requests the establishment of
new or additional positions, or a change in allocation of an existing position,
he shall address his request to the city administrator, acocapanied 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 inctmabent
(a) Whenever the title of a class is changed without a change in duties
and responsibilities, the incumbent shall have the same status 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 class as he had in the former class, only if the
following conditions are met:
(1) The reason for the reclassification of the position is the accretion
of new duties and responsibilities over a period of one (1) year or
15 November 1, 1988
more immediately preceding the effective date of said
reclassification. e
(2) Sut-h accretion of duties has taken place during the in=dXncy of
the present incufi ent in said position; and
(3) The addea dutic--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.
(c) Whenever a position is reclassified from one class to a higher class
and the conditions in (b) above are not met, the ir=mbent shall not continue
in the position.
In any case in which an incumbent umbent is ineligible to continue in the position
and is not assigned to another position, the layoff provisions of these rules
shall apply. All personnel actions and changes required by the reclassification
of a position shall be earpleted within a period of thirty (30) calendar days
following the date of such reclassification notice to the appropriate department
dixwtor. 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.
If the employee fails the examination for the high classification within the
thirty (30) day period, this fact will render him ineligible to continue in the
position.
(d) When a position is assigned to a class different from the one to
which it was previously classified, the pay status of the employee affected will
be changed in accordance with applicable rules and regulations governing
transfers, demotions, and prcemtions in the municipal service.
ARTICLE VIII. WATICK PLAN
Section 8-1. Authority to establish salaries.
The city council shall have the power to establish pay ranges of the
officers and employees under the jurisdiction of the city administrator, special
boards and commissions, or employees under its jurisdiction.
Section 8-2. The plan.
The ca pensation plan for the municipal service shall include:
(a) A schedule of standard salary ranges and rates of pay indicating the
minimum, maximum, and intermediate rates of pay for each pay range number.
16 November 1, 1988 •
® (b) A list of classes of positions with the salary range n umber and
mininamt and maximun rates of pay shown for each class of positions.
(c) Supplements, amendments, and/or revisions, from time to time, as
passed by the city council.
Section 8-3. Standards for determination of pay ranges.
Pay ranges shall be related directly to the position classification plan
and shall be determined with due consideration to ranges of pay for other
classes, the relative difficulty and responsibility of work, the recruiting
experience of the city, the availability of eployees in particular occupational
categories, prevailing rates of pay for similar employment in private and other
public jurisdictions in the area, employee turnover, cost of living factors, the
financial policies and economic considerations of the city. The minimum and
maximum rates of pay assigned the classes of positions shall be those which most
nearly reflect these factors.
Section 8-4. Amt of the oatnpensation plan.
Any officer or employee in the municipal service may initiate a written
request to the city administrator for the amendment of the pay plan. The city
administrator shall study and make his determination concerning the request and
shall notify in writing, the person and department concerned of the disposition
of the request.
Prior to the preparation of each annual budget, as well as at other times,
the city administrator shall make comparative salary studies as he deans
necessary, or is instructed by the city council to make, concerning factors
affecting the level of salaries in the municipal service. on the basis of the
information derived from such wage and salary studies, the city administrator
shall recommend to the city council such changes in the pay plan pertinent to
the fairness and adequacy of the over-all ccupensation program.
In arriving at such salary recanTendations, 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. Pacamnandations made by the city administrator for the
amendment of the ccupensation plan for 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 became 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 rmameration,
(a) Any salary rate established for an employee shall be the total
remuneration for the employee, not including reinburserent for official travel
or other authorized allowances. Except as otherwise provided in this article,
17 November 1, 1988
no employee shall receive pay from the city in addition 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
inx)sed 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 fram the
compensation of the employee concerned, to the end that the total compensation
paid to any enployee 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.
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 appointing authorities involved and 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 sha11 reimburse
the city for any earnings in excess of earnings provided by the city.
Section 8-8. Application of the onmpensation 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) Rages. All rates prescribed in the ranges of pay represent the total
remuneration, including pay in every form authorized for full-time employment.
Where employment in a position is on a part-time basis, that is, wYiere the week's
work is less than an ordinary work week, or where the day's work totalled weekly
on a continuing basis consists of less than the ordinary work week total, or
where the day's work on a continuing basis consists of less than the ordinary
number of working hours of an ordinary working day, such service shall be
compensated on the basis of the equivalent hourly rate for full-time employment.
(b) Minimum and maximum rates. Under each salary schedule there are set
forth a minimum and a maxim mn salary rate. Except as otherwise provided in this
code, appointment to any position shall be made at the minimum rate and
advancement by successive steps from one salary to the next higher rate and to
the maximum rate for the class shall be made on the basis of meritorious service
and efficiency.
(c) Equivalent omum3sation. It shall be permissible, in the interest
of the service, to pay equivalent cation on any time basis than that
18 November 1, 1988
specified in the salary range: provided, that in determining the equivalent rate
on a different time basis, the relative earnings for Rill-time employment during
a given period of time shall be taken as determining equivalency.
(d) Fart t and te—m r rya employment. Part-time or taTporary employees
shall be coated on the basis of the equivalent hourly rate paid for full-
time emplcymextt and shall be paid for only those hours which they actually work.
Section 8-9. Beginning salary.
The minimum rate of pay for a class shall normally be paid to any person
on his original appointment to a position in the mmicipal service. original
appointment above the mimmn rate may be made upon the approval of the city
administrator subject to the following conditions:
(a) A full reference dw-k mist be made by the Y1 quisitioning department
and fully documented. All documents are to be submitted to the city
administrator with the original request.
(b) The applicant must exceed the educational and experience require-
ments for the position as set out in the official job description.
(c) The requisitioning department must provide documented evidence that
the position opening has been extensively advertised in local and regional
publications and there is a shortage of qualified persons.
(d) It must be demonstrated by the requisitioniml department that there
are no other applicants with equal qualifications.
(e) When any employee is reemployed, the city administrator may authorize
an appointment at a salary step in the range for the class corresponding to that
which the employee had been receiving upon the termination of his previous
service. If an employee is hired back at the corresponding range and step, there
is no probationary period. If an employee is reemployed and placed on a normal
entry level grade and step, probationary requirements and salary advancements
will be administered as if he is a new employee.
(f) The city administrator shall report to the city council all cases
of employment above the third step in the pay range.
Section 8-10. Salary advanoeeitieaitg0
Salary advances shall be made to employees not covered by a work agreement
who have not reached the final step in their salary range according to the
following rules:
(a) A pay increase of one step within the pay range of the class shall
be awarded to original appointees in the general classifications upon successful
ompletion of the required six mouth probationary period, except employees
serving a one year probationary period. Employees serving a one year
probationary period are eligible for up to 6% increase at the end of their one
year probationary period. This shall include a 2% probationary increase and up
19 November 1, 1988
to 4$ merit increase. Subsequent salary advancements shall be merit increases
and be in accordance with the provisions of the city's performance evaluation
system unless otherwise specified by a work agreement. Merit increases are not
automatic, but mist be substantiated by performance evaluation and appraisals.
Merit increases may be given in the amount of 2% or 4%, and shall be based on
the following standards and criteria:
0% - Meets and performs base job its.
2% - Periodically/occasionally exceeds job requirements.
4% - Routinely exceeds job requirements and standards.
(b) Upon departmental recu m endation, the city administrator has the
authority to further reward outstanding performance with an additional 2%. This
award shall be based on documented meritorious service that shows considerable
savings to the city or significant increase in efficiency. The award may be made
at any time during a fiscal year but may not be awarded to any employee more than
one time each fiscal year.
(c) Rehired employees hired at previous levels of pay, and thereby exempt
from, serving a probationary period, shall have the date of rehire be they
anniversary date for terms of merit increase and shall be eligible for a merit
increase one year after that date.
(d) The first merit increase given to new employees shall not exceed 4%
(two steps on the pay plan) .
Section 8-11. Pay rate adjustments.
The following personnel actions shall affect the pay status of an employee
in the manner provided:
(a) Transfer. Dien an employee is transferred between departments and
divisions of the municipal government or between classes with the same maximum
salary rate, the salary rate of the employee will remain unchanged unless the
current rate is below the minismm► pay rate established for the class to which
the employee is transferring.
(b) Proemation. Mien 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 promat'.ed employee shall be increased to the new minimum or 4% above his
rate, whichever is higher, of pay prior to prcnotion. If the promotional
increase is less than 10%, the employee's anniversary date for merit pay
evaluation and increases shall remain unchanged. The employee shall be eligible
for a merit increase on his anniversary date with the limitation that the total
of the promotional increase and merit increase cannot exceed 10% in a twelve (12)
month period following the promotion date. If the promotional increase is 10%
or greater, the employee shall not be entitled to a merit increase on his
anniversary date, but shall have a new anniversary date established which shall
be the date of prommation and the employee shall be eligible for a merit increase
one year from the new anniversary date.
20 November 1 1988
(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 a minimum of one (1) or more steps to within the pay range established
for the class to which the employee is devoted, and the employee shall not be
eligible for pranotion or a merit salary increase for a period of one (1) year
from the time of demotion.
(d) Demotion Voluntary. When an employee is voluntarily devoted 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 one (1) step, or more if neoerssary,
to place it within the pay range assigned to the lower class, and the employee
shall not be eligible for promotion or a merit salary increase for a period of
six (6) months frcan the effective date of demotion.
(e) Reclassification to a lower classified position. When an employee
is reclassified to a position in a class having a lower maximum salary rate than
his 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.
Sef;tion 8-12. Pay anniversary dates.
The anniversary date of the original employment date for original
appointments shall constitute the pay anniversary date, except as otherwise
AWL authorized.
Section 8-13. Temporary assignameint to higher level position.
Rules governing additional compensation for employees assigned to perform
the duties of a position in a class with a higher maximum salary shall be
approved by the city administrator and published in departmental regulations as
provided in section 1.4 of these rules. Provided, however, that such additional
compensation shall not be provided where such assignment is of an emergency or
short-term nature, or for training purposes; and further provided that such rules
be applied uniformly to employees holding positions in the same or closely
related class regardless of departmental assignments.
Section s-14. Overtime and compensatory time.
(a) All overtime or arrangements for overtime work shall be approved by
the department director. Hours worked in excess of a standard work week or duty
tour by employees covered by the provisions of the Fair Labor standards Act or
in pay ranges 40 and below shall be compensated by payment at one and one-half
(1h) times the straight hourly equivalent rate for the classification or by the
award of story time off equal to one and one-half times the overtime hours
worked at the discretion of the department director. Where work agreements exist
and contain provisions pertaining to eligibility for and manner of cogVensation
for overtime work, such provisions shall apply to covered employees. Hours
worked in excess of a standard work week by employees in pay range 41 and above,
® 21 November 1, 1988
unless otherwise required by FLSA, shall be canpensated by the award of
equivalent catpensatory time off at the discretion of the department director.
Department directors are eligible for catpensatory time off for overtime
hours worked as approved by the city administrator, but such eaVensatory time
will not necessarily be on an hoar for hour basis.
(b) Lent 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 eampensatory 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 the city
administrator by reference to the FLSA.
(1) Upon termination of employment, any employee who has accumulated
story time off shall be paid for unused time at one of the
following rates:
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, whichever
is higher.
(2) Any overtime work which will result in an employee covered under the
provisions of the FLSA accumulating cmpenlsatory time above the
limits set out above, shall be cmpenlsated by payment at one and one-
half times the straight hourly equivalent rate for the employees
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 direct-,ors may require, out of necessity for the expedi-
tious 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 damply with such requests shall constitute a violation of
these rules and regulations and provide grounds for disciplinary action as herein
provided.
(d) Any person hired after April 14, 1986, shall be told prior to being
hired that his agreement to the requirements of this section shall be a condition
of his employment. That person shall have this section explained to him and sign
a memorandum of understanding to the effect that he understands his amt
to the requirements of this section is a condition of his employment.
22 November 1, 1988
Section 8-15. Call back time.
Employees who are on scheduled stand-by/call-in duty status who have left
their normal work place and who are called back to work shall be credited for
actual time worked regardless of number of individual calls or a Minimum of two
hours, whichever is grraater. CarmVensation upon reporting for service shall be
in accordance with F qA and department rules and regulations. Call-ins shall
accumulate time from t1w Ume the employee leaves hone or other location if
inside the city limits or iron the time they reach the city limits or city
property if the employee is located outside the city limits at the start of each
trip and continues until the employee completes work and returns directly home
or leaves the city limits if the employee resides outside the city limits.
Section 8-16. Stand-by/oar-call status.
(a) The following shall be the criteria for treatment of personnel who
are required to carry a pager or be available to be contacted by telephone at
a designated location on a regularly scheduled basis.
(1) BjY. Any employee who on a regular scheduled basis is required to
carry a pager or be available for contact at a designated telephone
after regular duty hours, on weekends, or holidays shall be
reimbursed $6.00 per wee}oday or $15.00 per day for weekends and
holidays.
(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.
(3) Employee responsiveness. employees assigned this duty must be easily
contacted and ready to work at any time during the stands duty.
Section 8-17. M=gency alert duty status.
A department director or duly authorized supervisor may designate an
emergency alert duty 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 regularly scheduled shifts or
weekends. Typical situations which might prompt this action would be as follows:
Extreme weather, to include snow, ice, wind and rain storms or other
natural disasters. Civil disobedience or other event which may threaten the
health and welfare of the general public.
Employees shall not receive pay for this duty status unless they are
required to report for duty. ca nsation upon reporting for service shall be
in accord with FLSA and department rules and regulations.
23 November 1 1988
section 8-1e. Constant Manning Compensation.
For purposes of pay for constant manning for fire service personnel
assigned to fire suppression duty not covered by a work agreement, the first
twelve (12) hairs will be compenksated at straight time rate. All hours in excess
of twelve (12) hours per the bi-weekly payroll period will be paid at one and
one-half the employee's basic rate of pay.
AMCLE IB. F'EE2E0 EV'AIiAMOM
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 dewelcpment 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 co pletion of employee performance evaluation form, (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 neoessary to
improve the system or process.
(b) No later than ten (10) calendar days before an evaluation is due,
the department director shall notify the person responsible for the evaluation.
(c) Each department director or supervisor who reviews or conducts an
evaluation shall be responsible for its quality, consistency, and equity.
(d) No public disclosure of an employee's performance evaluation record
shall be made without the permission of the 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 appropriate
officer when needed in connection with an adverse action, grievance, or other
relevant matter requiring such information; and to official investigatory
agencies after a determination by the city administrator that such disclosure
is in the public interest.
Section 9-2. Employee performance evaluations.
(a) Prior to expiration of an employee's probationary period, completed
performance evaluation forms must be submitted to the city administrator.
Original appointees must obtain an evaluation of satisfactory or better to
cm plete probation. Failure to obtain an evaluation of satisfactory or better
shall result in dismissal or extension of the probationary period as provided
in section 6.6. Failure of a promotional appointee to obtain an evaluation of
satisfactory or better shall result in the reassignment of the employee to a
position in the class held prior to the promotional appointment.
24 November 1 e
1988
(b) Regular full-time and regular part-time employees shall be evaluated
by their anniversary date. An evaluation of satisfactory or better is required
to qualify employees for a pay increase of one step or increment within the range
for their classification. Employees whose present rate of pay is at or above
the maxin n rate of pay for the class shall also be evaluated, but are ineligible
to receive anniversary pay ire.
AMICLE B. WC= SCHMULES AND AZTWrM=
Section 10-1. Regular working boos; aomptions.
Regular working hours for all full-time employees shall be forty (40) hours
in any five consecutive eight-how days, except as noted below:
(a) Fire Departmrnnt personnel assigned to fire suppression duty.
(b) Department directors shall arrange work schedules to meet the needs
of the municipal service, providing that all work schedules for full time
employees shall not be "less than eighty (80) hours in each biweekly pay period.
Section 10-2. Work schedules determined by department director.
Time work schedules for employees shall be determined by the department
director. 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 10-3. Required attendance.
Regular and punctual attendance at work shall be required of all employees.
Employees who fail to observe attendance requirements and procedures for
recording and reporting of attendance shall be subject to disciplinary action.
Section 10-4. Inclement weather closings
The city aftnustrator shall be the only person authorized to release non-
essential persons earlier than the normal closings of business or delay the
normal time to report for work because of inclement weather.
ARTICLE 7Q. PAID HOLIMYS
(a) All regular employees not covered under a work agreement shall
receive their regular compensation for the following holidays:
New Year's Day
Martin Luther King Birthday
Barry S Truman's Birthday
Memorial Day
25 November 1, 1988
Independence Day
labor Day
Veteran's Day
Thar ksgiving Day
Friday after nanksgiving Day
Christmas Day
When a holiday falls on a Saturday, the preceding Friday shall be observed.
When a holiday falls on a Sunday, the following Monday shall be observed.
Employees required to work on a holiday shall be given campensatory time off or
cag3ensated in money for time worked on the holiday.
Overtime pay and compensatory time earned for working on a holiday shall
be paid at a rate equal to one and one-half times the straight hourly rate or
one and one half times the holiday hours worked respectively.
(b) Fire service personnel assigned to fire suppression duty and Police
personnel assigned to shift work shall receive holiday pay for authorized
holidays and shall work on holidays as scheduled. Holiday pay for Police
personnel assigned to shift work 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) Regular part-time employees shall receive one half of their regular
campensation for the holidays noted in paragraph (a) above.
ARTICLE XII. VACATICK LEAVE
Section 12-1. Amount.
(a) Each full-time regular employee not covered by a work agreement shall
accrue vacation leave credit at annual rates as follow:
During the first 5 years of service. . . . . . . . . . . . .. . . ... . . 80 hours
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 year of service. .. . . . . .. . . . . . . . . . . . . . . . . . 112 hours
During the 10th year of service.. . . . . .. . . . . . . . . . . . . ... . . 120 hours
During the 11th year of service. . . . .. ... . . . . . . . . . . . .. . . . 128 hours
During the 12th year of service. . . . . . ... . . . . . . . . . . . . . . . . 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
After 25 years of service. . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . 168 hours
(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. . . . . . . . . . . . .6 shifts
26 November 1, 1988 •
During years 6 through 10.. . . . . ... ... . .. . .. . .. . . . . .7 shifts
During years 11 through 15. . .. . . .. . .. . . . . . . . .. . ....8 shifts
During 15 years of service. . .. . ... . .. . .. . .. . .. . ... .9 shifts
(c) Probationary employees accrue vacation leave upon successful
completion of probation and are not eligible to receive this benefit unless they
have ompleted probation.
(d) Actual accrual of vacation leave shall be emoted on a bi-weekly
basis acoording 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) Regular part-time employees 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 regular employees. If a regular part-time employee transfers
to full-time status, the employee may use any vacation he accumulated as a part-
time employee during his probationary period. After successful completion of
the probationary period, the employee may use vacation leave as any other full-
time employee.
Section 12-2. Accrual..
(a) Employees not covered by a work agreement may accrue vacation leave
to a maximum of 240 hours, and members of the Fire Department accruing vacation
in shifts may accrue a maximum of fourteen (14) shifts or double the annual
accrual rate. It is the general policy not to reimburse individuals for accrual
of vacation time beyond their eligible amount. In the event an individual has
exceeded the accrual limit as of the beginning of a fiscal year, arrangements
for reducing the vacation accrual shall be made immediately. Employees shall
not be allowed to cash in accruals of vacation time which are not in excess of
the accrual limit, except at time of separation from service, and 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 be accrued when an employee is in
any non-pay status. For example, vacation leave shall not be accrued when an
employee is receiving IAMBS disability payments, long terra disability payments,
Workers option payments, or is on leave of absence without pay.
(b) If an employee leaves city employment then returns after a period
of ninety days, vacation is considered as for any new employee.
(c) All personnel who are classified as division heads or above may
accrue vacation leave to a maxim= of 360 hours. All other provisions of
Paragraph (A) apply as stated.
Section 12-3. Te*_.inai Jews.
Any regular full-time or regular part-time employee leaving the municipal
service after completion of the probationary period shall be ccmpen.sated for
vacation credit unused to the date of his separation or resignation. -Ib be
® 27 November 1, 1988
eligible for such crnq)ensation, employees resigning from the municipal service
must ccuply with the provisions of section 16.1 of these rules governing
resignations. In the event of separation due to death of the employee,
oonpensation shall be made to the employee's beneficiary.
Section 12-4. Holidays oocurring 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 Fire Department personnel, 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.
Personnel in the police and fire departments shall be eligible to use
accrued vacation leave after the completion of their one year probationary
periods.
Section 12-6. Use of vacation leave.
Vacation leave may be used for the purpose of sick leave if an employee
has used all sick leave accrual. In the event an employee is receiving dis-
ability benefits from LAGERS, vacation leave due the employee may be coordinated
with the LAGERS payments so the employee's benefits may be increased to not more
than 100% of his normal base pay as long as there is vacation leave to draw
upon.
ARTICLE XIII. SICK LEAVE
Section 13-1. fit.
Each regular employee in the municipal service not covered by a work
agreement shall earn twelve (12) hours of sick leave with pay credit monthly.
Each regular part-time employee shall earn six hours of sick leave with pay
credit monthly. Fire service personnel assigned to fire suppression duty shall
earn twenty (20) hours sick leave with pay credit monthly.
Section 13-2. When taken.
Sick leave with pay will be granted for absence from duty because of actual
personal illness, non-conpensable bodily injury or disease, exposure to a
contagious disease, or to 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, provided no one else
is available to care for the individual involved. Exceptions to this provision
may be granted by the department diref-tor with the approval of the city
administrator if the employee has no accumulated coup time or vacation time.
28 November 1, 1988
Sick leave shall not be granted in cases where regular or disability
retirement has been approved.
Probationary employees are not eligible for sick leave pay, although sick
leave accrues from the first month of employment. Regular full-time and regular
part-time enployeest are eligible to receive sick leave pay only after thay have
successfully completed probation. Probationary employees may be excused from
work as absent without pay wrier the om-ditions and terms of this section.
Police and Fire Depa-rtment pemannel are eligible to receive sick leave pay after
they have campleted sip of their one year probationary period.
When an employee finds it necessary to be absent for any of the reasons
specified herein, he shall cause the facts to be reported to his department
director or division head sixty (60) minutes prior to the regular time for
reporting to work if a relief employee is required or if the employee is a member
of a work crew. All other employees shall notify their department director or
division head within thirty (30) minutes of the beginning of their scheduled work
day or duty tour. Sick leave shall not be granted unless such report has been
made.
An employee must keep his department director informed of his condition
if the absence is of more than three days duration. An employee may be required
to submit a medical certificate for any absence. Failure to couply with the
provisions of this section shall result in denial of sick leave. Abuse of sick
leave shall be cause for dismissal.
No refund of vacation time shall be allowed for illness incurred while on
vacation leave.
Any authorized absence due to injury or illness covered by Workers
Compensation insurance shall not be charged against an employee's accrued sick
leave.
In the event an employee is receiving disability benefits from LAMM and
sick leave pay is due the employee, sick leave pay may be coordinated with the
LAMPS payments. The employee's benefits may be increased to not more than 100%
of his normal base pay as long as there is sick leave to draw upon.
If an employee is disabled for a period of one year or more and recovers
sufficiently to return to work (medically cleared) , he shall return to work at
the same pay, as a minim m, that he left. He is not guaranteed the same position
when he returns, but shall be given a position for which he is reasonably trained
and has relevant experience.
If a regular part-time employee transfers to regular full-time status, the
employee may use arty sick leave he aecwmil.ated as a part-time employee during
his probationary period. After successful completion of the probationary period,
the employee may use sick leave as any other full-time employee.
There shall be no ems petisation made for sick leave accrued when an employee
leaves the employment of the city, including any cagpensatory time accumulated
under section 13.4.
29 November 1, 1988
Section 13-3. Accrual.
Regular full-time and regular part-time employees not covered by a work
agreement may aoctmnulate 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 (1872) hours. sick leave does not accrue while the
employee is absent from work without pay or is receiving benefits from Workers
Cmpensation, long teen disability insurance, or LAGMS.
Section 13-4. Mmoentive program.
No payment shall be made for sick leave not used. However, four (4) hours
of compensatory time off shall be eared for each calendar quarter beginning
October 1, 1986, during which a regular employee not a member of the police
department or not covered by a work agreement does not use sick leave, up to a
maximum accumulation of sixteen (16) hours of compensatory time off.
Employees in the police department assigned to ten (10) hour tours of duty
shall earn five (5) hours of cm pensatory time off for each calendar quarter
beginning October 1, 1986, during which such employee does not use sick leave,
up to a maxim= accumulation of twenty (20) hours, provided such compensatory
time off shall only be used in increments of ten (10) hours.
Employees in the fire department assigned to twenty-four (24) hour tours
of duty shall earn six (6) hours of compensatory time off for each calendar
quarter beginning October 1, 1986, during which such employee does not use sick
leave, up to a maximum accumulation of forty-eight (48) hours, provided such
compensatory time off shall only be used in increments of twenty-four (24) hours.
ARTICLE XIV. 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. Educational leave.
Educational leave with pay shall be granted to employees for attending
trainin /educational sessions which are either mandatory to the qualifications
of the employee's current position, rewired by the department director or
related to the eployee's current position and approved by the department
director. Educational leave with pay shall not be granted for attending
training/educational sessions which enhance the employee's skills above the level
required for the employee's current position, result in a college degree, or are
not related to the current position of the employee.
30 November 1, 1988 •
Employees are to be encouraged to enhance their educational and training
is background, both professionally and individually. Department directors are
encouraged to pramorte use of tuition reimbursement, leave with pay, leave without
pay, travel and expense pay, exchange of work schedules, and financial reward
to encourage their employees to further their education.
This policy shall have no bearing on section 17.2(b) . Tuition Reimburse-
ment.
Section 14-3. Oourt leave.
Regular full-time and regular part-time employees 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 employees, 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.
Section 14-4. Military Iowa.
(a) Eligibility. Regular a ployees who have been in the employ of the
city for at least one (1) year immediately preceding leaving the service of the
city directly to enter the active uniform service of the United States during
a national emergency, drafted into such service, or employees subject to cmpul-
sort' service who voluntarily enlist, shall be granted a military leave of absence
without pay to extend to three (3) months beyond the date of termination of
active uniform service. The term "uniform service" as used herein shall include
the Army, Navy, Air Force, Marine Corps, Coast Guard, and Public Health Service
as well as all auxiliary branches of said services in which either men 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 another existing position of the same class.
(c) Salarv. An employee returning from military leave may be reemployed
at the same mm eric step of the salary range he had attained when granted a
military leave. He may be eligible for a merit increase upon O mpletion 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. A regular employee who
leaves the municipal service directly for such military leave may elect to be
r31 November 1, 1988
paid for any accrued vacation as he may be entitled to if he were actually
separatir:g 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 14-5. Military training leave of absence.
(a) All regular employees who are or may become active members of the
National Gard, 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 copetent 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) calendar year.
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 regular employees who are or may become active members of the
National Gard, 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.
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 leave of absence without
pay. If at any time during pregnancy an employee is aware that her and/or her
unborn child's health is endangered by her job, she shall immediately make this
fact ]room in writing to her department director. At such times as deemed
necessary by the department director, pregnant eMloyees shall submit to their
department director :a doctor's statement indicating the employee's physical
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. Employees are required to
return to work within six weeks of delivery unless they submit a doctor's
statement of medical reasons why they cannot resume within that time frame.
Section 14-7. Leave without pay.
Regular full-time and regular part-time employees may be granted absence
from duty on a non pay status for personal reasons when recommended by a depart-
ment director and approved by the city administrator subject to the following
provisions:
(a) The employee has a non-duty temporary disability as supported by
certification of a licensed physician.
32 November 1, 1988
(b) The employee is required to be absent for extended care of an ill
® or injured member of the immediate family.
(c) The employee desires to obtain educational instruction, if the
successful empletion of such instruction will contribute to the municipal
service.
(d) Special assigrment leave for duty with another agency or government
with return to the city contemplated in a definite amount of time.
(e) other circumstances exist which are deemed reasonable by the
department director and city administrator, or the director of parks and
recreation and the parks and recreation comm scion, as appropriate.
Application for leave without pay must be submitted in writing in a form
and manner prescribed by the city administrator. Such grants shall not exceed
a period of sixty (60) calendar days; however, extensions may be granted by the
department director with the concurrence of the city administrator in intervals
not to exceed sixty (60) calendar days.
Section 14-8. occupations 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
immediate supervisor shall prepare required reports of such injuries within
twenty-four (24) hours of the accident or the next business day after
notification by the injured employee.
® (b) Employees injured on the job are covered by the Missouri State
Workers' Ocupiensation Act. This law provides specific benefits. It is the policy
of the city to provide compensation to an employee injured on the job which,
together with Workers' compensation paymant, equal the full salary of the
employee for a period not to exceed twenty-six (26) weeks. The mechanics of this
situation shall be that for the period of up to twenty-six weeks the city will
adjust the employee's paycheck to make up the difference between the Workers'
Compensation checks and the employee's normal base pay after taxes. The employee
will receive these checks on the regular city pay day.
(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.
Section 14-9. Absence without leave.
Any unauthorized absence of an employee frcm duty shall be deemed to be
an absence without pay and may be grounds for disciplinary action by the
department director. In the 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 covered, however, by the
department director subsequently granting leave with or without pay where
extenuating circumstances are .found to have existed.
• 33 November 1, 1988
Section 14-10. Flmeral leave. •
Regular full-time and regular part-time employees not covered by a work
agreement are eligible to use funeral leave in the event of a death in the
immediate family provided no more than three consecutive days are taken per
funeral. Members of the fire service assigned to fire suppression duty who are
not covered by a work agreement may use one working day for each funeral. Regular
part-time employees 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. Personal leave
Full-time regular employees not covered by a work agraenent are entitled
to one (1) working day off to be used at any time during a fiscal year, provided
the employee requests the day off and cbtains permission of the supervisor at
least one (1) working day before the day off requested. Regular part-time
employees are eligible for four (4) hours off under the same conditions. This
personal day cannot be carried over beyond a fiscal year.
ARTICLE BP. FRn= BENMF 8
Section 15-1. Health and life insurance.
(a) Regular full-time and regular part-time employees will be enrolled,
without cost, in the group life and health insurance program. Health and life
insurance coverage for dependents of regular full-time employees is optional to
the employee. The city will provide twenty-five percent of the cost of dependent
health coverage.
(b) Regular full-time employees who retire due to age or disability may
make arrangements to continue their coverage under the city's basic and major
medical insurance program at their own expense by providing thirty (30) days
notice to the Finanoe Department.
Section 15-2. Retirement plans.
Regular full-time employees will be enrolled as a participating member of
an appropriate city retirement plan when eligible, as a condition of employment.
Section 15-3. Deferred compensation.
Regular full-time employees may elect to participate in a deferred
coopensation program offered by the city. The city will not participate
monetarily in this program. Employees shall not be eligible to participate in
this program until they have ompleted probation.
34 November 1, 1988
Section 15-4. Mental health services.
® All city employees and their immediate families residing at the same
address may utilize the services provided by the Family Mental Yiealth clinic at
a reduced charge.
section 15-5. Credit union.
city employees are eligible to join the Missouri state Employees' Credit
Union. Payroll deduction is offered for employees.
Section 15-6. M player assistance program.
Regular full-time and regular part-time employees and their immediate
families are eligible to utilize services provided by the Employee Assistance
Program (EAP) . Meese services include individual and family counseling, legal
services, and financial counseling.
Section 15-7. I ng-term disability insuranoe.
Regular full-time employees who have completed six months employment are
covered by the city's long-term disability program at no cost ro, the employee.
Section 15-8. Meal allowance.
Fire department employees authorized to work a twenty-four (24) hour shift
assigrmient shall be paid a meal allowance of $5.50 per shift. Meal allowance per
employee shall be figured for actual shifts worked on the first paycheck after
the caupleticn of the fiscal. quarter. If an employee terminates employment with
the city prior to the end of a quarter for which the allowance is to be paid,
allowance for the shifts actually worked shall be added to the employee's final.
paycheck.
ARTICLE BVI. sEPArdMO T AM AMONS
Section 16-1. Resignations.
Any employee who is in good standing may resign from the service by
presenting his resignation in writing as contained herein. Employees holding
positions in classes assigned to pay ranges one (1) through Forty (40) mast
present such notice of resignation not less than two (2) weeks prior to the
effective date. Employees holding positions in classes in pay range Forty-One
(41) and above, excluding department directors and city administrator, 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 90 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. Zhis section may be altered by a letter of
undemtanding agreed to by the individual and the city.
35 November 1, 1988
Section 16-2. Tanckination.
(a) nnployees may be discharged or laid-off. The city will provide two
weeks notice or equivalent Lsation to persons being laid off and holding
positions in classes assigned to pay ranges one (1) through Forty (40) . For
per a s laid off and holding positions in classes in pay ranges Forty-One (41)
and above, excluding department directors and city administrator, the city will
provide four weeks notice or equivalent ccnaensation.
(b) Predisciplinary Hearing.
(1) In any case of a proposed personnel action which involves dismissal,
demotion, or suspension of a regular employee, 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 his being
informed of the potential need for discipline. No disciplinary
action shall be instituted until after the completion of the hearing.
Predisciplinary hearings shall supplement, not replace, the normal
grievance policy as set forth in section 18.1.
(2) The general procedure for a predisciplinary hearing shall be the
presentation of the action by the employee which is being considered
as grounds for dismissal, demotion, or suspension by the supervisor
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.
(c) City Administrator and Department Directors.
(1) The city administrator and department directors may be dismissed with
or without cause. If the city administrator or a department director
is dismissed, that person shall be given thirty days written notice
of the termination, sixty days severance pay, or a combination
thereof equaling ninety 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 depart-
ment 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. Return of city property.
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 all pay and
benefits otherwise due the employee.
36 November 1, 1988 •
Sectiaai 16-4. Discipline.
it shall be the duty of all eMlcyees to maintain high standards of
conduct, cooperation, efficiency, and ecoaxary in their work for the city.
Department directors and supervisors shall organize and direct the work of their
units in a mmmet calculated to achieve these objectives.
Whenever conduct of an employee falls below a desirable standard,
supervisors shall point out the deficiencies at the time they are observed.
dorracticns and mMestions 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 omisidered cause for disciplinary action against any officer
or employee of the City of Jefferson. Circumstances constituting cause for
disciplinary action are listed below, although changes may be based upon cause
and oomplaints other than those listed.
(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) wo or more convictions during a three year period of misdemeanors
and/or traffic charges.
(d) Intoxication or the consumption of intoxicating beverages while on
duty or whi.le an 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.
(g) Falsification of erplcynm* application or other city records, or
the altering or falsifying of time cards, work records, or job records.
(h) Incompetence or inability to perform the duties required.
(i) Intentional damage or negligence in the care and handling of city
property.
(j) Violation of any lawful and reasonable 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, lion,
37 November 1, 1988
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) Willful violation of any of the provisions of the ordinances or any
administrative regulation of the city.
(m) Inducing or attempting to induce any officer or employee in the
municipal service to cann:it an illegal act, to act in violation of any lawful
and reasonable depatmental, or official regulation or order, or to participate
therein.
(n) solicitation or receipt in whole or in part frrm 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, prco Lion, 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 to these rules, or failure
to report after leave of absence has expired or after such leave of absence has
been disapproved or revoked and cancelled by the proper authority.
(r.) Unauthorized use of city vehicles, tools, equipment, mower, or
materials 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.
(u) Failure to properly report accidents or personal injuries.
(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.
38 Novembe •
r 1, 1988
section 16-5. Disciplinary actions defined.
Disciplinary actions shall normally follow the sequence set forth below
unless the seriousness of the offense dictates otherwise.
(a) Ora]. reprimand. An employee shall receive an oral reprimand for the
first minor disciplinary offense. This action is normally taken by the employee's
supervisor.
(b) written reprimarrl. A written reprimand shall be transmitted through
the appropriate department director to the employee and the city administrator
and shall state the specific actions leading to the reprimand. This action is
normally taken by the employee's supervisor.
(c) Suspension. Suspension is the temporary removal from duty status
without pay of an eployee 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) Mien an employee has acted or is alleged to have acted in a mariner
which would be cause for dismissal, the employee may be suspended
for a period not in excess of one month while such 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 of pay or benefits.
(4) An employee may be suspended for a definite period of time for
specific cause. A hearing is required prior to the approval of a
suspension.
(d) Demotion. An employee may be moved to a position in a class with
a lower maximum salary rate for serious misconduct. Danotion shall be approved
by the department director and reviewed by the city counselor and city
administrator prior to ccupletion of the action. A hearing is required prior
to the approval of a demotion.
(e) Dismissal. Discharge of a regular employee should be recommended
only 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. A hearing is required prior to the approval
if a dismissal.
39 November 1, 1988
(f) $ . At any step of the disciplinary process the employee's
supervisor is strongly reccauended to rafer the employee to Family Mental Health
Services if in the supervisor's judgment such a referral may be of assistance
to the employee.
(g) Pmmorml file. Copies of all disciplinary actions will be placed
in the employee's personnel file. After a period of three years such copies will
be removed fr m the files and destroyed.
Section 16-6. Reduction in force; layoff.
A department director may separate any employee without prejudice because
of lack of funds or curtailment of work, after giving proper notice as set forth
in section 16.2. However, no regular full-time employee shall be separated from
any department while these are probationary, part-time, or temporary employees
serving in the same class of positions in that department. An appointing
authority 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, employees shall be laid off in reverse
order of their total service with the city.
Section 16-7. Retirement.
All regular 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. Application for retirement shall be in the same manner as set
forth in 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 aamparable award. The award can be
presented at either a noon luncheon or evening banquet, and, when feasible, the
ceremonies will cover persons retiring at the same general. time. Awards will
be presented by the respective dot direct-.ors, 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. Fellow employees and
city officials will be invited to attend at their own expense.
ARTIC3.E XVII. EKPW3 EE RELATICM
Section 17-1. Health and safety.
The city administrator shall make every effort to prcanote among employees
and in the departments maximum standards of safety and good health. All
employees shall be responsible for performing work assignments in the safest
manner possible. Prime consideration shall always be given to safety in all work
situations. •
40 November 1, 1988
(a) supervisors, division heads, and department directors shall:
(1) Be responsible for the establishment and implementation of appro-
priate safety standards within their respective activity areas, for
periodically reviewing accident frequencies to determine and correct
causes, and for identifying and correcting safety hazards.
(2) Ensure that all new employees, including seasonal, temporary, and/or
part-time employees are thoroughly advised, instructed, and super-
vised in necessary safety policies, practices, and procedures.
(3) Inplemnent and actively support the city's safety program.
(4) Arrange and conduct safety meetings, inspections and training ses-
sions.
(5) Provide and/or require equipment necessary to adequately protect the
health and safety of employees.
(6) Immediately investigate accidents, and prepare all necessary forms
for documentation and future prevention of on-the-job injuries and
hazardous editions.
(b) 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 fr n engaging in horseplay, wrestling, hazing of co-workers,
and any other unsafe practice under penalty of disciplinary action
up to and including dismissal.
Section 17-2. Qenasal training activities.
(a) The city shall in all ways encourage training opportunities for
employees and supervisors to the end that services rendered to the city may be
made more effective and that employees may became at the same time qualified for
promotion to higher positions. If indicated or requested by department director,
the personnel and safety officer shall assist the department director on any
training programs for employees. Each department shall develop procedures to
allow for related training opportunities offered outside the department setting
to be integrated with employees' work schedules where necessary and appropriate.
Each department director shall allow for a minimum number of personnel scheduling
changes to acoonmodate outside training and shall establish a method to approve
the schedule changes.
41 November 1, 1988
(b) Ttie city shall pay tuition reimbursement to all regular fulltime
employees who obtain training and,/or education beyond the high school level
which pertains to their duties as a city employee. Employees shall be
responsible for books or any additional material required for the class.
Reimbursement shall require prior written approval of the course by department
director and city administrator and shall be paid according to the following
schedule when verified by an official transcript.
(1) Grade of "C" or better in a course directly related to
the employee's job: 75% reimbursement
(2) Grade of "C" or better in a course indirectly related
to the employee's job: 50% reimbursement
The city administrator shall make the final determination of whether a
course is directly or indirectly related to the employee's job.
Section 17-3. Pay Perim; pay days.
Pay days shall be on a biweekly schedule with pay day on the Friday after
the ompletion of the pay period. Pay periods shall run from Sunday through the
second Saturday following.
Section 17-4. Uniforms; clothing provisions.
The city will provide for the uniform and special clothing needs 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 proper care and use of clothing
and uniforms and the laundering of same, if appropriate. Each department will
develop a replacement schedule based upon normal wear and usage.
Section 17-5. 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 pranpt, 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 emplcyee shall be subject to specific department rules and
regulations concerning proper clothing, personal hygiene, and grooming.
Section 17-6. City physician.
The city may retain a physician(s) to perform 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 or injury, among other services. An employee may
be directed by his supervisor to see the retained 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' Coipensation, the city will pay for the cost of the examination
42 November 1, 1988
only. Any referral or additional charge outside the examination can be
submitted to the city's health insurance carrier, with the employee responsible
for any portion not paid by health insurance.
Atx['TCLE XVI11. APPEUS AM GRIEVANCES
Section 18-1. Grievance policy.
It shall be the policy of the City of Jefferson to give individual
employees an opportunity to discuss their grievances with their supervisors in
order to find mutually satisfactory solutions as rapidly as possible. In the
preparation of grievances at any supervisory level., employees are assured of
freedom from restraint, interference, discrimination, or reprisal. Appeals of
disciplinary actions shall begin with the second step of the grievance procedure
as set forth below, and shall be in the form of a written grievance report. If
an employee has access to more than one grievance process, the employee mast
choose which process to pursue at the beginning of the grievance and may only
utilize one process.
(a) Representation. An employee may be accompanied by any person of his
awn choosing in the presentation of his grievance as his representative.
(b) Grievance procedure.
(1) Oral report. An employee who has a grievance shall first present
his grievanae to his immediate supervisor within three (3) working
days of the action or incident in question.
(2) Written report. If the oral grievance presentation fails to settle
the grievance. the employee may within six (6) working days submit
a written grievance report of the action or incident in question to
his immediate supervisor. Within three (3) working days after
receiving such grievance, the immediate supervisor shall furnish the
employee with a written reply to the grievance.
(3) Appeal to deparbnent director. If the written reply to the
grievance is not satisfactory, 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 a grieved employee and or his authorized representative
before rendering a decision. Such decision shall be reduced in
writing and shall be delivered to the a grieved 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 grievance, the employee may, within
five (5) working days of receipt of the decision on the grievance,
submit an appeal in writing to the city administrator. Within
fifteen (15) working days of the receipt of such an appeal, the city
43 November 1, 1988
administrator or his representative shall hear matters pertinent to
the grievance. The decision of the city administrator shall be
final and no further riot of appeal shall be provided employees.
The city motor shall forward one copy of the cause of
action he intends to follow to the employee concerned and to the
c3eparhnent
director.
(c) Classification grievances. All grievances pertaining to the
classification of an employee shall be made in writing to the city administrator
through the departnrexit 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.
(d) 9gWensation grievances. The pay range established for a given
class of work shall not be subject of the grievance procedure.
(e) Termination appeals. All appeals of terminations shall be made to
the city administrator within five working days of the effective date of the
termination.
Section 18-2. Conduct of investigation.
In connection with the review of a grievance, 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 18-3. Police.
The grievance procedure for all members of the police department shall be
conducted in accordance with rules and regulations of the police personnel
board.
Section 18-4. Parks and recreation department.
The grievance procedure for employees of the parks and recreation depart-
ment shall follow the procedures set forth above with the exception that all
final appeals shall be made to the parks and recreation camrission instead of
the city administrator.
AATICIZ X X. Im=W AMID R'taPOMS
Section 19-1. Personnel records.
The city administrator shall designate a central repository for all such
personnel files and records as he deems necessary.
44 November 1 1988 •
section 19-2. Service mister.
® Zhe city administrator shall cause to be maintained a service register of
all employees 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 19-3. Reports.
Every appointment, transfer, prromiation, 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 arry written,report as may be stipulated in any of these rules.
Section 19-4. Public records.
Except for disciplinary action, records involving investigation corre-
spondence and data related to the moral character and reputation of applicants
for employment or employees of the city; files, statements, reports, correspond-
ence, and other data in connection with and related to investigations of
violations of these rules and regulations; examination materials, questions,
data, and examinations and tests conducted by the city; and such other
confidential papers as specified in these rules or by action of the city
administrator, personnel records shall be public records. Such records shall
be open to inspection by the public during regular office hours, at reasonable
times, and in accordance with such procedures as the city 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.
ARTICLE ]IX. TRAVEL E1QENBE6
Section 20-1. Policy.
Department directors, other city officers, regular and salaried employees
shall be reimbursed for official travel and related expenses while carrying out
official duties, or attending professional conferences and training courses
which will benefit both the employee and the city.
All persons authorized to travel shall be reimbursed for actual air, bus,
or train fare to and from the travel destination, actual roam 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/or where appropriate by a certified affidavit.
Section 20-2. Travel advances.
Each department shall arrange its own travel schedules and means, but
shall submit with the travel request a minimum of three quotes for each service
. 45 November 1, 1988
d
requested, such as air fare or hotel reservations. The city shall pay the least
amount of the expensive quote.
A travel advance may be obtained by submitting a request form stating the
description andVor purpose of the travel advance. The request must be approved
by the department director and the city administrator,strator, 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 ample time for processing of travel advance requests.
Section 20-3. Reimbursable empenses.
All efforts shall be made to keep travel expenses to a minimum. The
following expenses for approved travel shall be reimbursed according to
established allowances or actual cost when aeoenpanied by receipts or other
docnamentation as required and 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 cannon, carrier fare, whichever is less, if approved by
the department director.
(c) Overnight lodging.
(d) Meals and tips.
(e) Other reasonable and related expenses.
Section 20-4. Nonrre3mbursabl0 espenses.
The following travel expenses shall mt be reimbursable:
(a) Costs incurred by a spouse or other relative accmpanying an
employee.
(b) Personal expenditures such as valet service, laundry and cleaning,
entertainment, or side trips.
Section 20-5. Vacation oombined with official travel.
Mployees wishing to combine a vacation by private vehicle with a bus'ness
or convention trip mast have their department director's approval, or where
appropriate, the city administrator's approval.. The employee will be reimbursed
for travel to the destination based upon the ccamon carrier fare or the
established rate per mile for personal vehicles, whichever is less.
Section 20-6. Travel reimbursement or repayment of advance to city.
A Travel Expense Voucher must be completed within ten (10) days after returning
from a trip whether it is for an amount due the employee or for payment of the
unused balance of travel advance due the city.
46 November 1, 1988 •
® Where the employee received a travel advance check, it mist be so noted an the
expertise vaxber.
All Travel F gxnge Vouchers must be approved by the department director and city
administrator before the finance director's office will authorize promising for
payment.
Section 20-7. Use of personal vehicle for official business.
FITplayees required to use their personal vehicle for official city business
shall be compensated at the rate set out in Section 20-8. All departments are
encouraged to promote the use of city vehicles whenever possible in lieu of use
of personal vehicles for city travel purposes.
Section 20-8. 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 at a rate of 22.5 cents per mile.
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 at^tual
costs when aeompanied by receipts or other documentation as required and
appropriate:
a) direct travel including air, bus, train and taxi fares;
b) overnight lodging;
C) other reasonable and related expenses;
The following expenses of employees shall be rendxw red according to
established allowances:
a) direct travel by personal vehicle at the established rate per mile or
an amount equal to common carrier fare, whichever is less;
b) meals and tips;
The following expenses of employees shall not be reimbursed:
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;
Employees wishing to combine private business with City business will be
reimbursed for travel to the destination based upon the c wn carrier fare or
the established rate per mile for personal vehicles, whichever is less.
47 November 1, 1988
Firefighters receiving a meal allowance will not receive per diem allowances Molk
for days they are scheduled to work.
AR'T'ICLE ]=. PR CM AMID PENALTIES
Section 21-1. Participation in political activities.
Dtployees are prohibited from bringing their political affiliations to bear on
their official duties. specifically, the following political activities of
employees are prohibited:
(a) Campaign fund raising, or other partisan political activities on city
premises while in the perfornnce of duties and responsibilities as an employee
of the city.
(b) Abuse of official position for political ends.
(c) Use of official working time or unauthorized use of city resources for
political activity.
(d) Promising any employment, position, work, caTensation, 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.
Section 21-2. Discrimination.
No person in the mncicipal service, or seeking admission thereto, shall be
appointed, promoted, demoted, removed, or advanced on any basis or for any
reason other than qualification, merit, and fitness for the service or lack
thereof.
Section 21-3. Nepotism; restriction on employment of relatives.
A city employee may not appoint, employ, pram,--, 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 21-4. Outside employment.
&ployment by another employer in a full-time, part-time, or temporary position
outside of regularly scheduled working hours may be approved by the department
director. Dployees shall notify the department director no less than ten (10)
days prior to their anticipated date of employment. The department director may
approve such employment if he determines that the employment will not adversely
affect the employee's performance of his official duties or be prejudicial to
48 November 1, 1988
the reputation of the city. Approval may be subsequently withdrawn by the
department director if the above conditions are not met.
Section 21-5. Conflict of interest.
® No employee of the municipal service shall hold a financial interest in a firm,
institution, oorporation, or other establishment supplying goods or services to
the city. No employee shall be employed in any capacity with a firm, insti-
tution, oorpordtian, 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 organi-
zation. No employee shall receive any payment, gifts, favors, or other consid-
eration from any person, firm, institution, corporation, or other establishment
supplying goods or services to the city.
Section 21-6. 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 IIXII. KNOGEMENT 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 deterntim
® the operations or services to be conducted in and by the employees of the city;
to assign and transfer employees; to hire, pranote, and demote employees; and
to suspend, discipline, or discharge employees; to relieve employees due to lack
of work or for other legitimate reasons, such layoffs being normally
accomplished through attrition over a period of time with seniority being a
consideration; to make and enforce rules and regulations; and to change methods,
equipment, or facilities.
ARTICLE =11. SAVn= CLAUSE AND AMENEKW
Section 23-1. Savings clause.
Lwalidation of any part, Yule, or section of these personnel rules and
regulations shall not affect the validity of the other rules and sections.
Section 23-2. AmerAnent.
Amendment of these rules and regulations shall be approved by a majority vote
of the city council. Copies of such amendments shall be distributed to all
department directors and such other officials as the city administrator deems
appropriate.
49 November 1, 1988