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HomeMy Public PortalAboutORD10673 Bill No. t INTRODUCED BY COUNCILMAN ORDINANCE NO. AN ORDINANCE OF THE CITY OF JEFFERSON, MISSOURI, AMENDING ORDINANCE NO. 9626 AND ALL AMENDMENTS THERETO PERTAINING TO PERSONNEL RULES AND REGULATIONS BY DELETING CERTAIN SECTIONS AND ENACTING NEW SECTIONS. BE IT ENACTED BY THE COUNCIL OF THE CITY OF JEFFERSON, MISSOURI, AS FOLLOWS: SECTION 1. Ordinance 9626 and all amendments thereto pertaining to Personnel Rules and Regulations are amended by deleting the following: definition of Anniversary Date under Rule II, Sections 6. 1, 6. 2, 3. 10(A) , 8 . 11(8) , 8. 14 (B) , 8. 14 ( D) , 8 . 15, 12 . 1(D) , first paragraph of 13 .2, 14 .4 , 16. 1, 16. 2(A) , and 16 .2(C) and by enacting in lieu thereof new sections which shall read as follows: RULE II , Definition of Terms ANNIVERSARY DATE Date of official appointment to a position in the municipal service after appropriate certification 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 permanent anniversary date. If an employee is promoted and the promotional increase is greater than 10%, the employee shall have a new anniversary date established which shall be the date of promotion. RULE VI, Probationary Period. Section 6. 1, Purpose. The probationary period shall be an integral part of the examination process and shall be utilized for closely observing the employee's work, for securing the most effective adjustment of a new employee 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 . 1 , 1 1 NEFAM 1 1 Section 6.2 , Duration All original and promotional appointments 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 6.8, Qualifying Period for Promoted & Transfer 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 is 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. RULE VIII , The Compensation Plan. Secton 8. 10(A) , Salary Advancements. 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 completion of the required six month probationary period. Fire and Police employees serving a one year probationary period I 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 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. Merit increases are not automatic, but must be substantiated by performance evaluation and appraisals . Merit increases may be given in the amount of 2%, 4%, or 6% and shall be based on the following standards and criteria: is -2- 0% - Meets and performs base job requirements . 2% - Periodically/occasionally exceeds job requirements . 4% - Routinely exceeds job requirements and standards . 6% - Almost always exceeds job requirements and standards . Section 8. 11(B) , Pay Rate Adjustments . PROMOTION: When an employee is promoted from a position in one class to a position in another class having a higher maximum salary, the salary rate of the promoted employee shall be increased to the new minimum or 4% above his rate, whichever is higher, of pay prior to promotion. 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 promotion and the employee shall be eligible for a merit increase one year from the new anniversary date. Section 8.14(B) , Overtime and Compensatory Time. Department directors shall maintain records in a form and manner approved by the City Administrator on compensatory time earned by employees under their jurisdiction. No employee shall be permitted to accumulate and retain more than 240 hours of compensatory time except public safety employees and seasonal employees who may accumulate up to 480 hours. Whether an employee is a public safety employee or a seasonal employee shall be determined by the City Administrator by reference to the FLSA. 1. Upon -termination of employment, any employee who has accumulated compensatory time off shall be paid for unused time at a rate of: (a) the average regular rate received by such employee during the last three yeas:•s of employment, or (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 compensatory time above the limits set out above, shall be compensated by payment at one and one-half times the straight hourly equivalent rate for the employee's classification. -3- 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 F'LSA. Section 8. 14 ( 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 agreement to the requirements of this section is a condition of his employment. 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 greater. Compensation upon reporting for service shall be in accordance with FLSA and department rules and regulations. Call- ins shall accumulate time from the time the employee leaves home or other location if inside the City limits or from 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. 1.6, Stand-By/On Call Status . 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 . PAX - 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 weekday or $15 .00 per day for weekends and holidays. 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. -4- EMPLOYEE RESPONSIVENESS - Employees assigned this duty must be easily contacted and ready to work at any time during the stand- by duty. Section 8. 17 , Emergency Alert Duty Status . A department director or duly authorized supervisor may designate an "EMERGENCY ALERT DUTY STATUS" whereby employees would be immediately contactable 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 : a 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. Compensation upon reporting for service shall be in accord with FLSA and department rules and regulations . RULE XII, Vacation Leave. Section 12 . 1(D) , Amount . Actual accrual of vacation leave shall be computed on a weekly basis according to the annual vacation leave due according to an employee's years of service. Vacations shall be scheduled by each department director so as to minimize overtime costs end departmental disruptions while allowing as much flexibility to the employees as possible. RULE XIII, Sick Leave. Section 13.2 , When Taken. ( First paragraph only - all others remain the same) Sick leave with pay will be granted for absence from duty because of actual personal illness, non-compensable bodily injury or disease, exposure to a contagious disease, or to keep a doctor or dentist appointment. Under an emergency leave provision, employees may use up to nine days each year for: ( 1 ) funeral leave (no more than three consecutive days per funeral, and ( 2 ) 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 ( 1) and ( 2 ) above may be granted by the department director with the approval of the City Administrator if the employee has no -5- accumulated comp time or vacation time. Sick leave shall not be granted in cases where regular or disability retirement has been approved, or for absence due to injuries resulting from employment in a position other than that held in the municipal s,arvice. Employees injured in the course of other employment shall be eligible for leave of absence without pay. Employees who are injured in the line of self-employment and have no insurance coverage to cover lost wages are eligible to use sick leave they have accrued. Section 13 .4 , Incentive Program. An incentive reward for employees whose sick leave usage is clearly better than average shall be paid upon voluntary separation from City service. This will be paid when the employee terminates employment with the City, either by voluntary resignation or retirement . Requirements for the incentive reward include voluntary separation or retirement , minimum of five years ' continuous service, and that the employee has used less than 80% of the City-wide average utilization of sick leave for 80% of the employee 's years of service. (Complete requirements and explanation of formulas are included in Appendix A) . When computing sick leave usage, the department will use what records are readily available. If the records are not complete, the employee 's usage shall be based on what information is available and the employee 's length of service. RULE XIV, Special Leave. Section 14 . 2, Educational Leave. Educational leave with pay shall be granted to employees for attending training/educational sessions which are either mandatory to the qualifications of the employee 's current position, required by the department director or related to the employee '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. Employees are to be encouraged to enhance their educational and training background, both professionally and individually. Department directors are encouraged to promote 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 Reimbursement . -6- st, RULE XVI , Separation and Disciplinary Actions . 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 Thirty-Four ( 34 ) must present such notice of resignation not less than two ( 2 ) weeks prior to the effective date. Employees holding positions in classes in pay range Thirty- Five ( 35 ) 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. This section may be altered by a letter of understanding agreed to by the individual and the City. Section 16.2(A) , Termination Employees may be discharged for cause or because of a lay- off. The City will not pay severance pay for termination with AAML cause. The City will provide two weeks notice or equival.ant compensation to persons being laid off and holding positions in classes assigned to pay ranges One ( 1 ) through Thirty-Four ( 34 ) . For persons laid off and holding positions in classes in pay ranges Thirty-Five ( 35 ) and above, excluding department directors and City Administrator, the City will provide four weeks notice or equivalent compensation. Section 16 .2(C) 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. 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 requested, such as air fare or hotel reservations . The City shall pay the amount of the least expensive quote. -7- A travel advance may be obtained by submitting a request form AWL MM stating the description and/or purpose of the travel advance. The request must be approved by the department director and the City Administrator, and forwarded to the Finance Director for approval and processing. The request form will then be forwarded for issuance of a check through the regular accounts payable system. Departments should allow ample time for processing of travel advance requests . Secton 20. 7, Use of Personal Vehicle for Official Business. Employees required to use their personal vehicle for official City business shall be compensated at the rate of 20� per mile. All departments are encouraged to promote the use of City vehicles whenever possible in lieu of use of personal vehicles for City travel purposes. If traveling out of state, travel expenses will be calculated on the least expensive of air travel or mileage reimbursement. Section 20 .8, Per Diem. When it is necessary for a City employee to travel, per diem expenses of $20 per day shall be paid for in-state travel and $30 per day when traveling outside the state. For partial days, the per diem shall be broken down according to the following schedule for each meal the employee pays for himself: breakfast , $5.00; lunch, $7.50; dinner, $7.50. The employee will be reimbursed according to per diem or actual receipts , whichever is the least expensive. SECTION 2. This ordinance shall take effect and be in force from and after its passage and approval with the exception that the limit imposed by Section 8 . 10(A) on the amounts of merit increases shall not take affect until November 1, 1986. For the period May 1, 1986, to October 31, 1986, merit increases may be given as follows : employees with salaries under $15, 000 will be eligible for merit increases up to 8%, those under $20, 000 will be eligible for up to 6%, those under $30, 000 will be eligible for up to 4%, and those at $30, 000 or above will be eligible for 3%. / Passed: G' 23 Approved:Pre iding Offic r Mayor ATTEST: City Clerk APPENDIX A FORMULA FOR COMPUTING SICK LEAVE REWARD QUALIFICATION In order to qualify for incentive reward an employee must meet all of the following: 1. Voluntary separation from service by reason of resignation or retirement. ih` 2. :,:"Minimum of five years continuous service prior to 1;11`,�-,:separation.' 3. The employee must have utilized less than 80% of the City-wide average utilization of sick leave for 80% of the years service. The years service must be in full. year increments based on the employee 's hire date. 4 . Any calendar year in which the employee qualifies for long term disability shall be excluded from the length of service of the employee and shall not be counted against the loo employee exclusion option. 5. Death of the employee shall not cause forfeiture of the benefit . The benefit shall be paid to the beneficiary. 6. Sick leave leave usage for funeral leave purposes shall be excluded from usage calculations . FORMULA r; Average of annual utilization factor x length of service factor x average of last 3 years salary. USAGE CONVERSION TABLE Annual Usage- Annual of Citywide Utilization Average Factor 0-15 10.00 16-25 7. 0% 26-40 5. 00 41-60 3. 0% 61-80 1. 0% 81-100 0 . 0% Length of Service Factor 5 yr. - 1. 00 & each additional year good service = . 20 Good service year: A year in which employee ' s utilization of sick leave was below the City wide average for all employees. Employee may elect to exclude from formula computation 10% of the time spent in municipal service provided that any time excluded must be on a calendar year basis in periods of 1 year. In computing the utilization factor, the average of each year's factor shall be used. Exam2le For an employee who has .been with -the City for five years . Annual Annual Percentage Annual ,, .Employee Citywide of Citywide Util. ;.Year Utilization Utilization Use Factor 1 3 .42 3.42 100% 0 2 2.56 3.2 80 1 3 2 .88 3.6 80 l.s 4 2.40 3.0 80 5 1 .74 2 .9 60 3 . 6 ..; Because the employee ' s sick leave usage fell at or under the Citywide average, no years were excluded. Utilization Factor Average = .012 ( 6% divided by 5 years ) Length of Service Factor = 1.00 Average of Last 3 Years Salary = $18, 600 .012 X 1 . 00 X 18 , 600 = $223 .20 Other Examples (without chart ) For a 27 year employee who chooses to exclude 2 years. tilization Factor Average - . 62's :.:Y.en gth of Service Factor = 5 .00 average of Last 3 Years Salary = $26 , 500 . 0062 X 5 .00 X 26 , 500 = $821. 50 For a 10 year employee with 1 year exclusion. Utilization Factor Average = 1 . 2010 Length of Service Factor = 1 .8 Average of Last 3 Years Salary = $15 ,400 . 0120 X 1.8 X 15 , 400 $332 . 64