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 .
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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:
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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.
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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.
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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
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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 .
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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.
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A travel advance may be obtained by submitting a request form
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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