HomeMy Public PortalAboutORD10815 BILL NO. 86-204
SPONSORED BY COUNCILMAN HALSEY
ORDINANCE NO.
051151'
AN ORDINANCE OF THE CITY OF JEFFERSON, MISSOURI, REPEALING
ORDINANCE 9626, 9785, 10028, 10062, 10093, 10294, 10476, 10673,
AND 3.0709 PERTAINING TO PERSONNEL RULES AND REGULATIONS AND
ADOPTING A NEW SET OF PERSONNEL RULES AND REGULATIONS.
BE IT ENACTED BY THE COUNCIL OF THE CITY OF JEFFERSON, MISSOURI,
AS FOLLOWS:
Section 1. Ordinance 9626, 9785, 10028, 10062, 10093,
10294, 10476, 10673, and 10709 pertaining to Personnel Rules and
Regulations are hereby repealed.
Section 2. The document entitled "Personnel Rules and
Regulations for the Municipal Service of Jefferson City,
Missouri", dated March 11, 1987, 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 take effect and be in force
from and after its passage and approval.
Passed s. c ���S'_Z r Approved
C-' Prer:;dding Office ` May)Tr
.ATTEST:
City Clerk
PERSONNEL RULES AND REGULATIONS
FOR THE MUNICIPAL SERVICE
OF
JEFFERSON CITY, MISSOURI
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PERSONNEL RULES
AND
REGULATIONS
TABLE OF CONTENTS
PAGE
RULE I GENERAL PROVISIONS . . . . . . . . . . . . 1
1.1 Purpose of Rules
1.2 Positions Covered by the Rules
1.3 Administration of the Rules
1.4 Departmental Regulations
RULE II DEFINITIONS OF TERMS . . . . . . . . . . . 2
RULE III EQUAL EMPLOYMENT OPPORTUNITY . . . . . . . 7
3.1 Policy
3.2 Affirmative Action Program
3.3 Equal Employment Opportunity Committee
RULE IV APPLICATIONS AND APPLICANTS. . . . . . . . 10
4 . 1 Recruitment
4 .2 Application Form
4 .3 Disqualification
4 .4 Disqualification by Reason of
Police Record
4.5 Examinations
A. Competitive Examinations
B. Promotional Examinations
C. Police
4 .5 Examination Administration
4.7 Rating of Examinations
A. Sound Measurement Techniques and
Procedures
B. Rating of Training and Experience
4.8 Medical Examinations
4 .9 Residence Requirements
RULE V APPOINTMENTS AND PROBATIONARY PERIOD . . . 14
5. 1 Appointments
A. Regular, Part-time and Temporary
Positions
B. Provisional Appointments
C. Emergency Appointments
5.2 Transfer
5.3 Appointment Forms
5.4 Appointment Authority
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PERSONNEL RULES
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REGULATIONS
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RULE VI GENERAL PROVISIONS . . . . . . . . . . . . 16
6. 1 Purpose
6.2 Duration
6.3 Evaluation and Counseling
6.4 Termination During Initial Probationary
Period
6.5 Demotion During Probationary Period
6.6 Extension
6. 7 Permanent Status
6.8 Qualifying Period for Promoted and
Transfer Employees
6.9 Probationary Increases
RULE VII POSITION CLASSIFICATION PLAN . . . . . . . 18
7. 1 The Classification Plan
A. Outline
B. Class Specifications
7.2 Purpose of the Classification Plan
7.3 Administration of the Classification Plan
7.4 Classification of Positions
7 .5 Effect of Classification Changes
on Incumbent
7.6 Class Specifications
A. Nature of Specifications
B. Implied Qualifications
C. Interpretation of Class Specifications
1. Class Title
2. Nature of Work
3. Examples of Work Performed
4 . Required Knowledges, Abilities,
and Skills
5. Minimum Training and Experience
Required
6. Necessary Special Requirement
7. 7 Use in Selection Process
7 .8 Use of Class Titles
RULE VIII THE COMPENSATION PLAN. . . . . . . . . . . 25
8 . 1 Authority to Establish Salaries
8.2 The Compensation Plan
8.3 Standards for Determination of Pay Ranges
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8.4 Amendment of the Compensation Plan
8.5 Total Remuneration
8.6 Dual Employment Prohibited
8.7 Special Assignments
8.8 Application of the Compensation Plan
A. Rates
B. Minimum and Maximum Rates
C. Equivalent Compensation
D. Part-Time and Temporary Employment
8 .9 Beginning Salary
8. 10 Salary Advancements
8.11 Pay Rate Adjustments
A. Transfer
B. Promotion
C. Demotion-Involuntary
D. Demotion-Voluntary
E. Salary Reduction
F. Reclassification
8. 12 Pay Anniversary Dates
8. 13 Temporary Assignment to Higher
Level Position
8. 14 Overtime and Compensatory Time
8. 15 Call Back Time
8. 16 Stand By/on-Call Status
8. 17 Emergency After Duty Status
RULE IX PERFORMANCE EVALUATION . . . . . . . . . . 34
9 . 1 Responsibilities
9.2 Employee Performance Evaluations
RULE X' HOURS OF WORK AND ATTENDANCE . . . . . . . 36
10. 1 Hours of Work
10.2 Work Schedules
10 .3 Attendance
10.4 Inclement Weather Closings
RULE XI PAID HOLIDAYS. . . . . . . . . . 37
RULE XII VACATION LEAVE . . . . . . . . . . . . . 38
12.1 Amount
12 .2 Accrual
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12 . 3 Terminal Leave
12 .4 Holidays Occurring During Vacation Period
12 . 5 Police and Fire Department Vacations
12 . 6 Use of Vacation Leave
RULE XIII SICK LEAVE . . . . . . . . . . . . . . . . 41
13 . 1 Amount
13. 2 When Taken
13. 3 Accrual
13.4 Incentive Program
RULE XIV SPECIAL LEAVE. . . . . . . . . . . . . . . 44
14 . 1 Approval Authority
14 .2 Education Leave
14 . 3 Court Leave
14 .4 Military Leave
A. Eligibility
B. Restoration
C. Salary
D. Disposition of Vacation and Sick Leave
14 .5 Military Training Leave of Absence
14 . 6 Maternity Leave
14 . 7 Leave Without Pay
14 .8 Occupational Injury Leave
14 . 9 Absence Without Leave
RULE XV FRINGE BENEFITS . . . . . . . . . . . . . . . 48
15 . 1 Health and Life Insurance
15. 2 Retirement Plans
15. 3 Deferred Compensation
15.4 Mental Health Services
15.5 Credit Union
15.6 Employee Assistance Program
15. 7 Long Term Disability Insurance
RULE XVI SEPARATION AND DISCIPLINARY ACTIONS. 49
16. 1 Resignations '
16. 2 Termination
A. Notice/Severance Pay
B. Predisciplinary Hearing
C. City Administrator and Department
Heads
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PERSONNEL RULES
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16.3 Return of City Property
16.4 Discipline
16.5 Disciplinary Actions Defined
A. Oral Reprimand
B. Written Reprimand
C. Suspension
D. Demotion
E. Dismissal
F. Professional Counseling
G. Copies of Disciplinary Actions
16 .6 Reduction in Force - Layoff
16. 7 Retirement
16.8 Honoring of Retirees
RULE XVII EMPLOYEE RELATIONS . . . . . . . . . . . . 55
17 . 1 Health and Safety
17.2 General Training Activities
17.3 Pay Periods - Pay Days
17.4 Uniform - Clothing Provisions
17.5 Attitude and Appearance
17.6 City Physician
RULE XVIII APPEALS AND GRIEVANCES . . . . . . . . . . 58
18. 1 Grievance Policy
A. Representation
B. Grievance Procedure
1. Oral Report
2. Written Report
3. Appeal to Appointing Authority
4 . Appeal to City Administrator
C. Classification Grievances
D. Compensation Grievances
E. Termination Appeals
18.2 Conduct of Investigations
18. 3 Police
18.4 Parks and Recreation Department
RULE XVIX RECORDS AND REPORTS . . . . . . . . . . . . 60
19 . 1 Personnel Records
19. 2 Service Register
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19.3 Reports
19.4 Public Records
RULE XX TRAVEL EXPENSES. . . . . . . . . . . . . . 61
20.1 Policy
20.2 Travel Advances
20.3 Reimbursable Expenses
20.4 Non-Reimbursable Expenses
20.5 Vacation Combined With Official Travel
20.6 Travel Reimbursement or Repayment of
Advance to City
20.7 Use of Personal Vehicle for Official
Business
20.8 Per Diem
RULE XXI PROHIBITIONS AND PENALTIES . . . . . . . . 63
21. 1 Participation in Political Activities
21.2 Discrimination
21.3 Nepotism-Restriction on Employment of
Relatives
21.4 Outside Employment
21.5 Conflict of Interest
21.6 Penalties
RULE XXII MANAGEMENT RIGHTS. . . . . . . . . . . . . 65
RULE XXIII SAVINGS CLAUSE AND AMENDMENT . . . . . . . 66
23. 1 -Savings* Clause
23.2 Amendment
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RUDE I
GENERAL PROVISIONS
Ask 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 administration based on merit principles which govern
the appointment, promotion, transfer, layoff, dismissal,
discipline, and other related conditions of employment. They are
not intended to be a contract between the City of Jefferson and
its employees and do not create contractual rights for employees.
The City of Jefferson reserves the right to change the Rules and
Regulations at any time by ordinance as passed by the City
Council.
Section 1.2 POSITIONS COVERED BY THE RULES:
These rules shall apply to all positions in all departments of
the City and to such other 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 these rules .
Ah B. The Director of Parks and Recreation, under the general
supervision of the Park Board, 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 construed as limiting in any way the
power and authority of any department head 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 .
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RULE II
DEFINITION OF TERMS:
The following words and phrases shall have the meanings indicated
throughout these rules except where the context clearly indicates
otherwise.
ANNIVERSARY"DATE
Date ' 6f 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
Noveinar'r' - 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 100, the
employee_, shall have ... a new anniversary date established which
shall be the date of promotion.
APPEAL
Any permanent employee in the classified service who is
separated, demoted or suspended shall have the right of appeal.
Permanent employees of: the Police Department shall have the right
of appeal to the Police Personnel Board. Permanent employees of
the Parks and Recreation Department shall have the right of
appeal to the Park Board. All other permanent employees shall
have the right of-aPpealto t*he' City Administrator.
APPOINTING 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.
APPOINTMENT
The designation to a position in the municipal service of a
person who has qualified for the appointment through an
appropriate selection process .
ASSEMBLED EXAMINATION
An examination for which applicants are required to appear at a
specific place for the purpose of taking a written test.
CERTIFICATION
The act of supplying an appointing authority with an appropriate
number of names of applicants who are eligible, in accordance
with legal provisions and these rules , for appointment to a
position.
CITY ADMINISTRATOR
The duly appointed City Administrator of the City of Jefferson or
his designee.
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CLASS
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 minimum education and work experience qualifications may be re-
quired, and the same salary range may apply with equity.
CLASSIFICATION
The 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 responsi-
bility.
CLASS SPECIFICATION
A written statement of the characteristic duties, responsibilities, and
qualification requirements that distinguish a specific class from other
classes.
DEMOTION
The movement of an employee from a position in one class to a position
in the same or other class having a lower maximum salary rate because of
disciplinary reasons, incapacity to perform the work, inefficiency or
unsatisfactory work performance.
DEPARTMENT
Any of the departments under the jurisdiction of the City or Park Board,
now or as hereafter established.
DEPARTMENT HEAD
The officially appointed head of any department.
ELIGIBLE
A person whose name is on a current eligible list and who may under these •
rules be certified for appointment to a position in the municipal service.
EMERGENCY
A sudden and unforeseen happening that requires the unscheduled services
of an employee to protect the health, welfare, and safety of the community.
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FIRS ADMINISTRATION
S
Memhars of ' the administrative staff of the Fire Department
including the Firo Chief, Assistant Fire Chiefs , Fire Training
Officer, Public Safety/Education Officer, and clerical personnel.
GRIEVANCE
A grievance in a disagreement relating to employment, personnel
rules and regulations, and working conditions or relationships
between an employee and his supervisor or other employees.
HE (HIS, HIM)
An used in these rules, the words "he, " "his, " and "him" shall
connote both masculine and feminine genders.
IMMEDIATE FAMILY
Husband, wife, son, son-in-law, daughter, daughter-in-law,
mother, mother-in-law, father, father-in-law, brother, brother-
in-law, sister, sister-in-law, grandparents, and grandchildren.
LAYOFF
The separation of an employee 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.
PERMANENT EMPLOYEE
A regular employee who has successfully completed the appropriate
probationary period.
PERMANENT PART-TIME EMPLOYEE
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.
POSITION
A group of current duties and responsibilities assigned or
delegated by competent authority, requiring the full-time, part-
time, or temporary employment of one person.
A. REGULAR: A position included in the adopted annual budget
that is neither specified as part-time or temporary
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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 r,
such position will not be continued in"the succeeding year's
budget; 'the 'hours ofwork for which are not less than 1560
per year.
B. PART-TIME: Employment in a permanent position for work on a
basis of less than a standard work day,. work week., or duty
tour which may .be of. a regular_ or 'intermittent -nature, - the
hours of work for which are less than 1560 per year.
C. -•-TEMPORARY: A position comprising duties which occur,
terminate and recur seasonally, intermittently and according
to- the - needs -of a department; non-permanent employment
� ].,ast ng less- than six ( 6) - calendar months.
PROBATIONARY PERIOD
A working test period during which a regular or permanent part-
time employee,- newly appointed or- p=omoted, is required to
demonstrate fitness by actual performance of the duties of the
position to which the employee is appointed or promoted.
PROMOTION
The movement of any employee, after proper examination and
certification, from one position of one class to a position of
another class having a higher maximum salary rate.
PROMOTIONAL EXAMINATION
An examination for positions in a particular class, admission to
which is limited to permanent 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 promotional examinations 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.
REGULAR EMPLOYEE
An employee who has been appointed to a full-time and permanent
position in the municipal service in accordance with these rules .
RESIQENT
A person whose principal place ' of domicile is within the
corporate boundaries of the City of Jefferson, Missouri.
TRANSFER
The movement of an employee from one department, division, or
-unit of- the -municipal--government -to another,- from -one position to
another position of the same class, or to another class having
the same maximum salary rate, involving the performance of
similar duties and requiring essentially the same basic
qualifications.
UNASSEMBLED EXAMINATION
An examination process which consists of the rating of training
and work experience and/or an oral interview.
VACANCY
A duly created position which is not occupied and for which funds
have been provided.
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RULE III
EQUAL EMPLOYMENT OPPORTUNITY
Section 3.1 POLICY:
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, han-
dicapping condition, or other non-merit factor. This policy shall in-
clude all personnel practices related to the employment process, promo-
tions, demotion, transfer, lay-off, termination, compensation, benefits,
training, and general treatment of employees.
Section 3.2 AFFIRMATIVE ACTION PROGRAM
The City Administrator shall be responsible for the development and ad-
ministration of an affirmative action program to aid in achieving full
realization of equal employment opportunity. Such program shall include:
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a. A statement of purpose.
b. Procedures for determining or identifying problem areas and factors
to be used in determining whether minorities, females or handicapped
persons are underutilized in an occupational grouping.
c. Procedure and responsibility for developing action oriented programs
designed to eliminate problems; to assure equal employment opportun-
ity 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.
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Section 3 . 3 EQUAL EMPLOYMENT OPPORTUNITY COMMITTEE
a. N Creation. There is hereby established an Equal Employment
Opportunity Committee. '
b. Composition and Term of Office.
1. Regular Members. The Committee shall have six regular
members . The City Administrator shall be a permanent member.
When the Committee is first created, two members shall be
" appointed for one-year terms and three members shall be
appointed for two-year terms. Subsequent appointments shall
be for two-year periods so that no more than three members
are appointed in any year. At least one of the regular
members shall be female. The regular members shall be:
(a) City Administrator
(b) Minority Member - a person who is a member of a
minority group.
(c) Handicapped Member - a member who has a handicap.
(d) Private Sector - A personnel officer from a
nongovernmental entity.
(e) State Government - a personnel officer from the
State government.
(f) A member of the Chamber of Commerce Board of
Directors.
2 . Temporary Members. When the Committee performs its
duties in relation to a particular department of the City:
(a) The Director of the department shall be a voting
member of the Committee.
(b) One expert in the field under consideration shall
be appointed and shall. serve as a voting member on
all issues affecting the field of expertise.
C. Selection of Members. The Mayor shall select and appoint,
with approval of the Council, the minority member, handicapped
member, private sector member, state government member, and
Chamber of Commerce member. The expert members , as needed, shall
be selected by" the Committee. The regular members of the
Committee shall select one of the regular -members as Chairperson.
d. Duties of Committee. The Committee shall have' the following
duties:
1. Establish a list of organizations and individuals that
can give assistance in searching for qualified minority,
handicapped, and female job applicants.
2 . Establish and maintain lists of potential minority,
handicapped, and female candidates for various .positions.
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3. Develop recommendations for methods of recruitment of
minority, handicapped, and female applicants .
4 . Develop recommendations for training programs to
encourage and facilitate the promotion of minority,
handicapped, and female employees.
5. Review and provide comments on all finalists for the
positions of division supervisor, department director,
-specialized staff, or City Administrator. ' The Committee's
written comments pertaining to the above shall be provided
to the City Council, City Administrator, or Mayor as is
appropriate for the position level involved.
e. Advice and Assistance. The Committee shall have the
authority to seek advice and assistance from the City
departments. The Committee shall also have the authority to seek
advice and assistance from non-employees, but shall have no
authority to enter into any contracts.
f. Meetings. The Committee shall hold at least one meeting
every quarter.
g. Confidentiality. All meetings, reports, recommendations,
records, and votes of the Committee concerning the items in
sections d(2 ) and d( 5) shall be closed. Reports and
recommendations shall be submitted to the Mayor and Council. The
Ash Committee shall . hold open meetings concerning the items in
sections d( 1) , d(3 ) , and d(4 ) .
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RULE IV
APPLICATIONS AND APPLICANTS
Section 4.1 RECRUITMENT:
Notice of employment opportunities in the municipal service shall be pub-
lished by posting announcements on official bulletin boards, and in such
other places as the City Administrator deems advisable, including, as ap-
propriate, at least one newspaper in general circulation in Jefferson
City, Missouri. Notice of all examinations for promotion shall be pub-
lished 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 per-
formance of the work of the class; the time, place, and manner of making
application; the closing date for receiving applications; and other per-
tinent information.
Section 4.2 APPLICATION FORM:
Am
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 announcement. Applications may require information concerning person-
al characteristics, education, experience, references, and other pertinent
information. All applications shall be signed and the truth of the state-
ments contained therein certified by such signature. The City Administra-
tor shall require such proof of age, education, experience, and other
claims as may be appropriate.
Section 4.3 DISQUALIFICATION:
The City Administrator may refuse to examine an applicant, or, after exam-
ination, may disqualify such applicant, remove his name 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 per-
tinent class.
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 intoxi-
cating liquors to excess.
d. He. has made a false statement of material fact in his application.
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e. He has used or attempted to use political pressure or bribery to
secure an advantage in the examination.
f. He has directly, or indirectly obtained information regarding the
examination to which, 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 compilation, administration, or correction
of the examination for which he is an applicant.
i. He has previously been dismissed from a position in the municipal
service for cause or has resigned while charges for dismissal for
cause 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 DISQUALIFICATION BY REASON OF POLICE RECORD:
All applicants who have been convicted of a felony or misdemeanor involv-
ing infamous or disgraceful conduct, or moral turpitude may have their
applications rejected.
Section 4.5 EXAMINATIONS
a. COMPETITIVE EXAMINATIONS: Examinations shall relate to those mat-
ters which fairly test the aptitude capacity and fitness of the per-
sons examined to discharge the duties of the position sought after
by them. Examinations may be assembled or unassembled and may in-
clude written, oral, physical, or performance tests, or any combina-
tion of these. They may take into consideration such factors as
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education, experience, aptitude, knowledge, character, physical fit-
ness, 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 ser-
vice. In addition to other factors, promotional examinations may
take into consideration the quality and length of service where re-
cords are available to provide the basis for such rating.
c. POLICE: Entry-level and promotional examinations for sworn police
positions shall be administered by the Police Personnel Board.
Section 4.6 EXAMINATION ADMINISTRATION:
Examinations shall be announced and held at such times and places, as
most nearly meet the needs of the service. The 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 minimum 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 ex-
amination including educational requirements, experience, and other
pertinent information. The final earned rating of each competitor
shall be determined by computing 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 competitors 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. When a rating of training and experience form a part of the examina-
tion, the City Administrator shall develop such procedures for the
evaluation of these factors as will serve to assist in the selection
of the best qualified candidates. These procedures shall take into
consideration the quality, recency, and amount of experience, and
the pertinence, quality, and amount of education.
Section 4.8 MEDICAL EXAMINATIONS:
The City Administrator may determine by medical examinations whether ap-
plicants for any position or employees possess the prescribed standard
of health and physique. Any such medical examinations shall be conducted
at the City's expense by a physician designated by the City.
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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 boundaries of the City of Jefferson, or obtain
-such within six (6)• months following appointment.
b. Applicants appointed to the classes listed below must be resi-
dents 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
City Clerk Works
Police Chief Wastewater Utilities Superin-
Police Captain tendent
Police Lieutenant Director of Planning and Code
Fire Chief Enforcement
Assistant Fire Chief Director of Transportation
Finance Director Street Superintendent
Director of Parks and
Recreation
qF C. An extension of the six (6) month time limit established herein
may be granted in unusual cases by the City Administrator, or
Park Board, as applicable.
d. Direct moving expenses required to comply with the provisions
of this Section for appointees to classes other than those
specifically set forth above may be reimbursed by the City in
cases in which qualified candidates cannot be found residing
within 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. ,
4
13
RULE V
APPOINTMENTS AND PROBATIONARY PERIOD
Section 5.1 APPOINTMENTS:
a. REGULAR, PART-TIME, AND TEMPORARY POSITIONS: Appointments to fill
vacancies in regular, part-time, and temporary positions shall
only be made following certification from an open or promotional
eligible list. If the eligible selected declines the appointment
or is unable 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 promotion until the beginning of a pay period but not to
exceed three (3) weeks.
b. PROVISIONAL APPOINTMENTS: When there is no appropriate list avail-
able, or when there is not a sufficient number of persons on appro-
priate lists who are willing to accept appointment, the City Admin-
istrator 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 ten
(10) days after an appropriate list is established. Anytime served
by an employee under a provisional appointment shall not constitute
a part of or be deducted from the probationary period if the employ-
ee is subsequently appointed to the same or another position. Pro-
visional 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 per-
sons to prevent serious impairment of the public business and for
which it is not practicable to secure the needed person or persons
by certification from an eligible list in time to meet the emergency,
an appointing authority may appoint any qualified person during such
emergency for a period not exceeding 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 disburs-
ing officers are concerned. In no case shall successive emergency
appointments be made.
14
's
Section 5.2. TRANSFER:
A position may be filled by transferring an employee from a position
of the same class or similar 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 relinquishing department
may delay the transfer until the beginning of a pay period, but not
for a period in excess of three (3) weeks.
Section 5.3. 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. APPOINTMENT AUTHORITY:
t
Department heads shall be the appointing authorities in all depart-
ments, although they may delegate that authority to division head
level. The Park Board is the appointing authority for the Parks and
Recreation Department.
i �t'ttl�nbth�Yi;�
1
RULE VI
PROBATIONARY PERIOD""
Section 6. 1 PURPOSE:
The . probationary period shall be an - integral part of . the
examinationprocess and shall be utilized for closely observing
the employee's .work, for..securing .ihe 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
gri.evance..o.,�apppal per ,
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 6.3 EVALUATION AND COUNSELING:
Supervisors shall observe the employee 's work performance and
shall counsel 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. The department head 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 demoted to a position in
the class held prior to the promotional appointment. The
department head 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 less
than five (5 ) working days prior to the effective date of
demotion.
16
Section 6.6 EXTENSION:
With the approval of the City Administrator, an appointing
authority may extend the probationary period to a maximum of
fifty (50) percent of the original length of time if unusual or
extenuating circumstances exist.
Section 6.7 PERMANENT STATUS:
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 department head shall notify the
City- Administrator_ ih. writing ' whether the ' services" ' of the
employee have been satisfactory and whether the employee will be
continued in his pos'itiori:' A .copy of this notice shall be given
to the employee by the department head. Upon receipt by the City
Administrator - -of-- a favorable report, the appointment of the
employee shall be made permanent at the expiration of the
probationary period.
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 -p-roces-s—and--�s-h-all -b'e-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.
® 17
RULE VII
POSITION CLASSIFICATION 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 recommended 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.
Section 7. 2 PURPOSE OF THE CLASSIFICATION PLAN:
a. To provide like pay for like work.
b. To establish educational and work experii:_!ce qualifications ,
standards for recruiting, testing, 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 groups 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 compensation program
and other aspects of the personnel program.
18
Section 7. 3 ADMINISTRATION OF THE CLASSIFICATION PLAN:
The City Administrator shall conduct position classification
studies at such times as he deems it necessary or whenever the
duties and responsibilities of existing positions have undergone
significant change. The City Administrator may also do so when
notified that new positions are to be estabished or upon request
of a department head 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 ; and
AD-
2 . The same kinds and levels of work, education,
experience, knowledge, ability, skill, and other
qualifications as may be required of incumbents ; and
3. Similar tests of fitness may be used to examine and
rank incumbents ; and
4 . The same range of compensation will apply equally
under substantially the same general employment
conditions .
b. All classes of positions involving the same character of
work, but differing as to level of difficulty and
responsbility shall be assembled into a class series of two
( 2 ) or more levels .
C. Compensation or present pay range shall not be a factor in
determining the 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 , responsiblities , required education,
and experience qualifications for such position, and the
Aft
19
v
relationship thereof to other classes. The examples of duties set
forth in such class specification shall not be construed as all in-
clusive or restrictive, and an example of a typical task or a
combination of two or more examples of work performed shall not be
taken, without relation to all parts of the specification, as deter-
mining 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 per-
formed 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, fur-
ther, the clause in each class specification "performs related work
as required" shall be liberally construed.
f. It shall be the duty of department heads to report to the City Ad-
ministrator any and all organization and program changes which will
significantly alter or effect changes in existing positions or posi-
tions proposed to be established. When any department head requests
the establishment of new or additional positions, or a change in al-
location of an existing position, he shall address his request to
the City Administrator, accompanied by a statement of the work duties
and responsibilities and qualification requirements of the position,
and a current organization chart.
Section 7.5 EFFECT OF CLASSIFICATION CHANGES ON INCUMBENT:
a. Whenever the title of a class is changed without a change in duties
and responsibilities, the incumbent shall have the same status in
the re-titled 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 he finds:
1. That the reason for the reclassification of the position is the
accretion of new duties and responsibilities over a period of
one (1) year or more immediately preceding the effective date of
said reclassification; and
2. That such accretion of duties has taken place during the incum-
bency of the present incumbent in said position; and
3. That the added duties and responsibilities upon which the re-
classification is based could not reasonably have been assigned
to any other position; and
20
4. That the employee occupying a position which has been reclassi-
fied shall continue in the position only if he possesses the
qualifications of 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 incumbent shall
not continue in the position.
In any case in which an incumbent is ineligible to continue in the
position and is not assigned to another position, the layoff pro-
visions of these rules shall apply. All personnel actions and
changes required by the reclassification of a position shall be com-
pleted within a period of thirty (30) calendar days following the
date of such reclassification notice to the appropriate department
head. 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 higher 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 promotions in the
municipal service.
Section 7.6 CLASS SPECIFICATIONS:
The City Clerk and the City Administrator shall maintain a master set of
all approved class specifications. Such class specifications shall con-
stitute the official class specifications of the position classification
plan.
The City Administrator shall provide each department head and appointing
authority with a set of the class specifications for the position clas-
sification plan. Such class specifications, in the office of the City
Clerk, City Administrator or a department, shall be open for inspection `
by employees, interested individuals and the public under reasonable con-
ditions during regular business hours.
a. NATURE OF SPECIFICATIONS: Class specifications are descriptive and
not restrictive. They are intended to indicate the kinds of posi-
tions that are to be assigned to the respective classes as deter-
mined by their duties and responsibilities and shall not be held to
21
r
exclude those duties and responsibilities which are not specifically
mentioned, but are similar as to kind and level.
b. IMPLIED QUALIFICATIONS: Qualifications commonly required of all in-
cumbents of positions of different classes, such as acceptable physi-
cal condition, freedom from disabling defects, honesty, sobriety and
industry, shall be deemed to be implied as qualification requi :t.mllents
for each class, even though they are not specifically mentioned in
the class specification.
c. INTERPRETATION OF CLASS SPECIFICATIONS: In determining the class to
which any position shall be assigned, the class specification for
each class shall be considered as a whole. The class specifications
are intended to indicate the kinds of positions that are assigned to
the classes, as determined by their assigned duties, responsibilities,
and specific tasks and are not to be construed as declaring what the
duties or responsibilities of any position may be or as limiting or
modifying the power of any department head to assign, direct, and
control the work of employees under his supervision. As to the par-
ticular parts of the class specifications the following principles
shall apply:
1. CLASS TITLE: The class title is a brief and descriptive designa-
tion of the type of work performed. Where there is more than one
class in an occupational series, numerals are used in the title
to designate the level of the class. The Roman Numeral I is al-
ways indicative of the lowest in a class series.
2. NATURE OF WORK: This section is a general description of the
work with emphasis on those basic factors which distinguish the
class from other classes. Included are such factors as super-
vision received and exercised, responsibility and difficulty,
hazards, and the way in which the work is assigned and the re-
sults are reviewed. Because this section evaluates the class in
terms of relative difficulty and responsibility and thereby
establishes the level of the class, it is the section which is
most important in determining the class in which a particular
position belongs.
3. EXAMPLES OF WORK PERFORMED: This section is intended to enable
the reader to obtain a more complete concept of the actual work
performed in positions assigned to this class. The list is de-
scriptive, but not limiting. It is not intended to describe all
work performed in all positions in the class, nor do all examples
apply to all positions assigned to the class. It is conceivable,
in the more populated classes, that only one portion of one work
example would apply to a given position. This section merely
serves to illustrate the more typical portions of work. The per-
formance of one or several duties listed as examples of work for
22
a particular class should not be considered as conclusive evi-
dence that the position belongs in the class. A position is
assigned to a class only when it meets the criteria defined and
set out .by the specification as a whole.
4. REQUIRED KNOWLEDGES, ABILITIES, AND SKILLS: This section lists
those knowledges, abilities, and skills which should be pos-
sessed by applicants for a position assigned to the class. They
are considered as requisite to successful performance of the
work of the class. Any tests given for entrance into the class
should be based upon this section. In setting forth these re-
quirements, use has been made of the terms "extensive knowledge",
"thorough knowledge", "considerable knowledge", "knowledge", and
"some knowledge".
5. MINIMUM TRAINING AND EXPERIENCE REQUIRED: This section of the
specification includes a statement of the background of training
and experience which ordinarily would provide a person with those
knowledges, abilities, and skills necessary for successful per-
formance of the work of the class.
In outlining the background of training and experience deemed
® necessary for appointment to a position in a given class, use
�1 has been made of the terms "some experience", "experience",
"considerable experience", "thorough experience", and "exten-
sive experience." For clarity in interpreting the specifica-
tions, an explanation of these terms follows:
Some experience implies a small amount of experience suf-
ficient to enable persons to acquire familiarity with
methods and terminology in common work situations to work
situations of the occupational field. (A minimum of three
(3) months experience.)
Experience implies sufficient experience to enable the
employee to work effectively in a limited range of work
situations with intermittent supervision. (A minimum of
six (6) months experience.)
Considerable experience implies sufficient experience for
meeting normal work situations of the class. (A minimum ,
of two (2) years of experience.)
Thorough experience implies sufficient experience to pro-
vide familiarity with methods, materials, and results in
a wide variety of work problems of the occupational field.
(A minimum of three (3) years of experience.)
23
qP
Extensive experience implies not only sufficient experience
to provide mastery of the occupational field, but also an
understanding of its inter-relationships with related pro-
grams or fields. It means sufficient experience to plan,
administer, -and coordinate major programs, solve unusual
problems, and determine or advise on major policies. (A
minimum of five (S) years of experience.)
A specific level of training and specific number of years of work expe-
rience or their equivalent are required for each class in order to pro-
vide recruitment and examination authorities with general guidelines
upon which to recruit and examine applicants for employment.
6. NECESSARY SPECIAL REQUIREMENT: This section is used in a'few
classes where requirements limit practice of a profession or
occupation to persons who possess a specific license of cer-
tificate issued by an agency of licensure. It also is used to
enumerate especially critical physical and other practical re-
quirements for specific prerequisites which must be met by ap-
plicants before otherwise qualifying for positions in the class.
Section 7.7 USE IN SELECTION PROCESS:
The specification for any class as interpreted herein, shall constitute
the basis and source of authority the recruitment and for the tests
to be included in examination for L.ie class and for the evaluation of
the qualifications of candidates.
Section 7.8 USE OF CLASS TITLES:
The class title shall be the official title of every position assigned
to the class for the purpose of personnel actions and shall be used on
all payrolls, budget estimates, and official records. Administrative
titles or other working titles authorized by a department head may be
used to designate any position for purposes of internal administration
or in oral or written contacts with the public.
24
RULE VIII
THE COMPENSATION PLAN
Section 8.1 AUTHORITY TO ESTABLISH SALARIES:
The City Council shall have the power to establish pay ranges of the offi-
cers and employees under the jurisdiction of the City Administrator,
special boards and commissions or employees under its own ,jurisdiction.
Section 8.2 THE COMPENSATION PLAN:
The compensation 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.
b. A list of classes of positions by occupational group, with the salary
range number and minimum and maximum 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 in the sev-
eral classes, the recruiting experience of the city, the availability of
employees 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 several classes of positions shall be those which
most nearly reflect these factors.
Section 8.4 AMENDMENT OF THE COMPENSATION 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 con-
cerned of the disposition of the request.
25
Aft
Prior to the preparation of each annual budget, as well as at other
times, the City Administrator shall make comparative salary studies
as he deems 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 compensation program.
In arriving at such salary recommendations, the City Administrator
shall take into consideration the advice and suggestions of depart-
ment heads and appointing officers as to the duties, degree of res-
ponsibility, and working conditions involved. Recommendations made
by the City Administrator for the amendment of the compensation 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 become the current
official salary schedule applicable to the respective classes of
positions as enumerated therein, and shall be used by all depart-
ments in connection with all payrolls, budget estimates, and offi-
cial records and reports relating to salaries and wages of positions
in the municipal service.
Section 8.5 TOTAL REMUNERATION:
a. Any salary rate established for an employee shall be the total
remuneration for the employee, not including reimbursement for
official travel or other authorized allowances. Except as
otherwise provided in this article, no employee shall receive
pay from the city in addition to the salc ,:r authorized under the
schedules provided in the pay plan for sei ices rendered by him,
either in the discharge of his ordinary duties or any additional
duties which may be imposed upon him or which he may undertake
or volunteer to perform.
b. In any case in which part of the compensation for services in a
City position exclusive of overtime services, is paid by another
department, division, or an outside agency such as the county,
state, or the federal government, or from a different fund or ac-
count, any such payments shall be deducted from the compensation
of the employee concerned, to the end that the total compensation
paid to any employee from all sources combined for any period,
shall not exceed the amount payable at the rate prescribed for
the class of position to which the employee is certified and as-
signed.
26
mill memo
Section 8.6 DUAL EMPLOYMENT PROHIBITED:
Affitk
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 addition-
al 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
shall reimburse the City for any earnings in excess of earnings pro-
vided by the City.
Section 8.8 APPLICATION OF THE COMPENSATION PLAN:
The compensation plan, containing standard salary ranges for respec-
tive classes of positions, shall be applied to all such classes of
positions in accordance with the following:
a. Rates. All rates prescribed in the ranges of pay represent the
total remuneration, including pay in every form authorized for
full-time employment. Where employment in a position is on a
part-time basis, that is, where 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 maximum salary rate. Except as other-
wise 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. E uiv�ale_nt, compensation. It shall be permissible, in the inter-
est of the service, to pay equivalent compensation on any time
basis than that specified in the salary range; provided, that in
determining the equivalent rate on a different time basis, the
relative earnings for full-time employment during a given period °
of time shall be taken as determining equivalency.
d. Part-time and temporary employment. Part-time or temporary em-
ployees shall be compensated on the basis of the equivalent
hourly rate paid for full-time employment and shall be paid for
only those hours which they actually work.
27
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 municipal
service. Original appointment above the minimum rate may be made
upon the approval of the City Administrator subject to the
following conditions:
A. A full reference check must be made by the requisitioning
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
requirements 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 requisitioning 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 am
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 ADVANCEMENTS :
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 completion of the required six
month probationary period. Fire and police 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 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:
28
0% - Meets and performs base job requirements .
Alk 2% - Periodically/occasionally exceeds job requirements .
- Routinely exceeds job requirements and standards .
6%. -- Almost always exceeds job requirements and standards.
B. Rehired employees hired at. previous levels of pay, and thereby
exempt from serving a probationary period, shall have the date of
rehire be their anniversary date for terms of merit increase and
shall be eligible. for a merit: increase one year after that date. .
C. 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: . When 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 unlessthe current rate is below the minimum
pay rate established for the class to which the employee is
transferring.
B. PROMOTION: When an employee is promoted from a position in one
class to a position in another class having a higher maximum
salary, the salary rate of the promoted employee shall be
increased 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 loo 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.
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 demoted, and the employee
shall not be eligible for promotion or a merit salary increase
for a period of one ( 1 ) year from the time of demotion.
29
D. DEMOTION-VOLUNTARY: When an employee is voluntarily demoted
from a positon 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 necessary, to place it within
the pay range assigned to the lower class ,. and the employee shall
I'a:)t be eligible for promotion or a merit salary increase for a
period of six ( 6 ) months from the effective date of demotion.
E. SALARY REDUCTION: '' K department head may reduce for cause the.
salary of an employee within the employee's assigned pay range.;
F. 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 -posit ion as -he-had--in the-previous position. This action
shall not affect the employment anniversary date.
Section 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 authorized.
Section 8. 13. TEMPORARY ASSIGNMENT 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 8.14. OVERTIME 'AND COMPENSATORY TIME:
A. All overtime or arrangements for overtime work shall be
approved by the department head. Hours worked in excess of a
standard work week or duty tour by employees covered by the
provisions of the Fair Labor Standards Act shall be compensated
by payment at one and one-half ( 1' ) times the straight hourly
equivalent rate for the classification or by the award of
compensatory time off equal to one and one-half times the '►
overtime hours worked at the discretion of the department head.
Where union agreements exist and contain provisions pertaining to
eligibility for and manner of compensation for overtime work,
such provisions shall apply to covered employees . Hours worked in
excess of a standard work week by employees not covered by the
Fair Labor Standards Act shall be compensated by the award of
equivalent compensatory time off at the discretion of the
department head. Department heads are eligible for compensatory
30
time off for overtime hours worked as approved by the City
Administrator, but such compensatory time will not necessarily be
on an hour for hour basis .
B. Department directors shall maintain records in a form and
manner approved by the City Administrator on compensatory time
earned by employees under their jurisdiction. No employee shall
be permitted to accumulate and retain more than 240 hours of
compensatory time except public safety employees and seasonal
employees who may accumulate up to 480' hours .' Whether an employee
is a public safety employee or a seasonal employee shall be
determined by the City Administrator by reference to the FLSA.
1. Upon termination o't employment', "any employee who has
accumulated compensatory time off shall be paid for
unused time 'at a rate of:- '
_ _ reT.azn tn-. sam=
'_(a) the average regular rate received by such employee
during the last three years 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 ab . : ;, shall
be compensated by payment at one and one-half times the
straight hourly equivalent rate for the employee's
c3.::�ssificati6n.
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 heads may require, out of necessity for the
expeditious conduct of public business or for the protection of
the public business or for protection of the public health,
safety, or welfare, that an employee work overtime. Failure to
comply with such requests shall constitute a violation of these
rules and regulations and provide grounds for disciplinary action
as herein provided.
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.
31
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. 16. 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 .
PAY - 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.
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 :
Extreme weather, to include snow, ice, wind and rain storms
or other natural disasters . Civil disobedience or other
32
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. _
r
RULE IX
PERFORMANCE EVALUATION
Section 9.1 RESPONSIBILITIES
a. The City Administrator shall develop and maintain an employee ap-
praisal system for the purposes of evaluating individual work per-
formance, identifying training needs and employee development op-
portunities, and for improving the efficiency and productivity of
the municipal work force. He shall develop and cause to be main-
tained formal procedures to (a) assure timely completion of em-
ployee performance evaluation forms, (b) periodically review the
evaluations of employees within departments and work units so as
to ensure the equitable administration of the system, and (c) make
such studies and recommend such modifications or revisions as may
be necessary to improve the system or process.
b. No later than thirty (30) calendar days before an evaluation is
due, the department head shall notify the person responsible for
the evaluation.
c. Each department head or supervisor who reviews or conducts an eval-
uation shall be responsible for its quality, consistency, and equity.
d. No public disclosure of an employee's performance evaluation re-
cord shall be made without the permission of the employee and the
City Administrator. Such record shall be made available upon re-
quest to the employee; to an appointing authority when needed in
connection with a potential action for promotion, transfer, demo-
tion 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 Adminis-
trator that such disclosure is in the public interest.
Section 9.2 EMPLOYEE PERFORMANCE EVALUATIONS:
a. At least ten (10) working days 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 be granted per-
manent status. 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 ap-
pointee to obtain an evaluation of satisfactory or better shall
result in the reassignment of the employee to a position in the
AL
34
M
class held prior to the promotional appointment.
b. Permanent employees shall be evaluated at least ten (10) working
days prior to their anniversary date. An evaluation of satisfactory
or better is required to qualify employees for a pay increase of one
step or increment with the range for their classification. Employ-
ees whose present rate of pay is at or above the maximum rate of pay
for the class shall also be evaluated, but are ineligible to receive
anniversary pay increases.
RULE X
HOURS OF WORK AND ATTENDANCE
Section 10.1. HOURS OF WORK:
Regular working hours for all full time employees shall be forty (40)
hours in any five consecutive eight-hour days, except as noted below:
a. The work week ,for firefighting personnel assigned to fire
suppression duty shall be fifty-six (56) hours.
b. Department heads 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 bi-weekly pay period.
C. Exceptions referred to in subparagraph b may include the Police
Department and may involve schedules other than the traditional ,
eight hour work day.
Section 10.2. WORK SCHEDULES:
The work schedules for employees shall be determined by the
department head. Department heads shall maintain work schedules for AML
all employees under their supervision on a current .basis, and give
reasonable notice of changes in work schedules.
Section 10.3. 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. INCLEN',ENT WEATHER CLOSINGS:
The City Administrator 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.
36
RULE XI
PAID HOLIDAYS
A. All regular employ?es shall receive their regular compensation
for the following holidays :
New Year's Day
Martin Luther King Birthday
Harry S Truman's Birthday
Memorial Day
Independence Day
Labor Day
Veteran's Day
Thanksgiving Day
Christmas Day
One additional day of holiday leave shall be granted each regular
employee to be observed within a two-week period of the
employee's birthday. 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 compensatory time
off or compensated 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
Aaw 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. Permanent part-time employees shall receive one half of their
regular compensation for the holidays noted in paragraph (A)
above.
4
3,7
s.
RULE XII
VACATION LEAVE
Section 12. 1 AMOUNT:
A. Each full-time regular employee shall receive vacation leave
credit annually as follows :
after 6 months of service
and completion of probation
period 40 hours
after 1 year of service 80 hours
after 6 years of service 88 hours
after 7 years of service 96 hours
after 8 years of service 104 hours
after 9 years of service 112 hours
after 10 years of service 120 hours
after 15 years of service 160 hours
B. Members of the fire service assigned to fire suppression duty
shall receive vacation leave credit annually as follows :
after 1 year of service 6 shifts
after 5 years of service 7 shifts
after 10 years of service 8 shifts
after 15 years of service 9 shifts Aft
C. Probationary employees accrue vacation leave upon successful
completion of probation and are not eligible to receive this
benefit unless they have completed probation.
D. 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 and
departmental disruptions while allowing as much flexibility to
the employees as possible.
E. Permanent 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 permanent part-time employee transfers to
permanent 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.
r 38
Section 12. 2 ACCRUAL:
A. Employees 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. 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. ;,Emp1oy9es:_ _shal1 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
head and..approval; of the City Administrator. Vacation leave shall
not be* accrued when an empioyee is in any non-pay status. For
example, . _ vacation leave shall not be accrued when an employee is
receiving LAGERS disability payments , long term disability
payments, or Workers Compensation payments .
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 directors or
above may accrue vacation leave to a maximum of 360 hours . All
other, provisions..of Paragraph (A) apply as stated.
Section 12 . 3 TERMINAL LEAVE:
Any permanent or permanent part-time employee leaving the
municipal service shall be compensated for vacation credit unused
to the date of his separation or resignation. To be eligible for
such compensation, employees resigning from the municipal service
must comply with the provisions of Section 16, 1 of these rules
governing resignations:. In the. event of separation due to death
of the employee, compensation shall be made to the employee ' s
beneficiary.
Section 12 .4 HOLIDAYS OCCURING DURING VACATION PERIOD:
Any official holiday as set forth in these rules which may occur
during an employee' s scheudled 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 .
39
Section 12. 6 USE OF VACA'T'ION 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 disability benefits from LAGERS, vacation
leave due - the employee may be . coordinate with the LAGERS ,
payments sb •the •employee's benefits may be increased to not more
than 100% of* his normal base pay as .long as .there is vacation
' Iehve 'to draw upon: ,
.(nir
�r-I e:. 5r e_.. -.
40
RULE XIII
SICK LEAVE
Section 13 . 1 AMOUNT:
Each regular employee in the municipal service shall earn twelve
( 12 ) hours of sick leave with pay credit monthly. Uniformed
members of the fire service assigned to fire suppession duty
shall earn twenty-four ( 24 ) hours of sick leave with pay credit
monthly. Each permanent part-time employee shall earn six hours
of 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-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 in the event of a death in the immediate
family (no more than three consecutive days per funeral
for regular employees , except for members of the fire
service assigned to fire suppression duty who shall be
granted one ( 1 ) working day) . Permanent part-time
employees shall be granted a maximum of twelve hours
bereavement leave. In extenuating cir^umstances, the
City Administrator may approve such ,Ave for other
relatives not included herein.
( 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 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 service. 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. q
Probationary employees are not eligible for sick leave pay,
although sick leave accrues from the first month of employment .
Employees are only eligible to receive sick leave pay after they
have successfully completed probation. Probationary employees may
be excused from work as absent without pay under the conditions
Alk
41
MINMOMPROM=7
and terms of this section. Police and Fire Department personnel
are eligible to receive sick leave pay after they have completed
six months of their one year 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 •head .or division head sixty ( 60) minutes prior
to the regular t.ime. 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 head _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 ..erliployee- -must keep his department- head 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 comply 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
LAGERS and sick leave pay is due the employee, sick leave pay may
be coordinated with the LAGERS payments. The employee's benefits
may be increased to not more than 1000 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 minimum, 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 permanent part-time employee transfers to permanent full-
time status , the employee may use any sick leave he accumulated
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 compensation made for sick leave accrued when
an employee leaves the employment of the City, including any
compensatory time accumulated under Section 13 .4 .
42
Ask Section 13. 3 ACCRUAL:
Regular and permanent part-time employees may accumulate sick
leave with pay credit to a maximum of nine hundred sixty ( 960 )
hours.. Uniformed members of the fire service may accumulate sick
leave with pay credit to a maximum of one thousand, four hundred
and forty ( 1440 ) hours. Sick leave does not accrue while the
employee is receiving. benefits..£rom Workers Compensation, long
term disability insurance, or LAGERS.
Section 13.4-INCENTIVE-PROGRAM:
No payment:,sha-ll,,be made for:sick;,leave not used.:,: However, four
(4 ) ..hours: Hof;,-compensatory time off shall be earned for each
calendar quarter -beginning- October 1, . 1986, during which an
employee 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 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 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 .
43
RULE XIV
SPECIAL LEAVE
Section 14 . 1 APPROVAL AUTHORITY:
A department head 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 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 .
Section 14 . 3 COURT LEAVE:
Regular and permanent 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 head and transmitted to
the Director of Finance for deposit as miscellaneous revenue.
Essential personnel such as Fire employees , Police employees , and
department heads 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 LEAVE:
A. ELIGIBILITY. Regular employees 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 compulsory service who
�- 44
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 inlcude services as
civilian employees of an,y .of the services . The term "national
emergency" as used herein shall exist during such period as
determined by the Federal government.
B. RESTORATION: - An employee returning from military leave shall
be entitled to restoration to his former position provided he
makes application within three ( 3) months after his release from
duty . and has been honorably discharged and he is physically and
mentally capable of performing- the duties of the position
involved. In.:. the event that the position he vacated no._ longer
exists at the time he qualifies for return to work, such person
shall be entitled to-be reemployed%in another existing position
of the same class.
C. SALARY: An employee returning from military leave may be
reemployed at the same numeric step of the salary range he had
attained when granted a military leave. He may be eligible for a
merit increase upon completion of one ( 1 ) year of service which
shall include his time between his last merit increase and the
date military leave was granted to him.
D. DISPOSITION OF VACATION AND SICK LEAVE: A regular employee
who leaves the municipal service directly for such military leave
may elect to be paid for any accrued vacation as he may be
entitled to if he were actually separating from the City service.
His decision shall be noted on the personnel action form
effecting the leave. If the employee elects not to be paid for
vacation leave accrued vacation credits shall be reinstated upon
return of the employee. Accrued sick leave shall be reinstated
upon return of the employee in either case.
Section 14 .5 MILITARY TRAINING LEAVE OF ABSENCE:
A. All regular employees who are or may become active members
of the Nantional Guard, the Officers ' Reserve Corps, or the
Enlisted Reserve Corps of the United States Government shall be
entitled to leave of absence with pay from their respective
duties on all days during which they are employed with or without
pay under the orders or authorization of competent authority on
active training duty, duty with troops , field exercises , or t
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.
45
B. All regular employees who are or may become active members
of the National Guard, the Officers ' Reserve Corps , or the
Enlisted Reserve Corps of the United States Government who are
required to attend monthly training sessions which conflict with
their normal work schedules shall give advance notification, to
their supervisors in accordance with departmental rules and
regulations .
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 known
in,-,;writing to ,her-dePartingpt-head, 4t�,such v ,imes:: as deemed
necessary by the department - head, pregnant employees shall submit
to their department head: 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 head 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 and permanent part-time employees may be granted absence
from duty on a non-pay status for personal reasons when
recommended by a department head 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.
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 completion of such instruction will
contribute to the municipal service.
d. Special assignment 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 head and City Administrator, or the
Director of Parks and Recreation and the Park Board, as
appropriate.
Ask
46
Application for leave without pay must be submit` in writing in
a form and manner prescribed by the City Adn istrator. Such
grants shall not exceed a period of. sixty (60 ) calendar days;
however, extensions=. may be granted. by the- department head with
the concurrence of the City Administrator in intervals not to
exceed sixty ( 60) calendar days .
Section 14 .8 OCCUPATIONAL- INJURY LEAVE:
A. Any employee who sustains an on-the-job injury shall
immediately report such-injury,- - regardless of•• severity, - to his
immediate supervisor. The immediate supervisor shall prepare
required reports of .such injuries. as.. soont..as .practical ..following
notification -by- the-injured Omploy. sia,:.:;=a E.
B.• - Employees- injured. - on- the job: are covered- by the ' Missouri
State , Workers'---,Compensation Act. .-- This law provides specific
benef its._ It: ;i-s: the policy- of the City. to provide compensation to
an employee injured on the job which, together with Workers '
Compensation .payment, . equal the: full salary of the employee for a
period not to exceed. twenty-six (26 ) weeks. The mechancis of this
situation shall be that for. the period of up..to twenty-six weeks
the City will continue to pay the normal base pay, and the
employee will assign all rights to Workers ' Compensation pay to
the City. Failure of the employee to assign said rights shall
negate the obligation of the City to make up the difference
® between £he employee 's normal pay and the Workers ' Compensation
benefits .
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 . 5 ABSENCE WITHOUT LEAVE:
Any unauthorized absence of an employee from duty shall be deemed
to be an absence without pay and may be grounds for disciplinary
action by the department head. 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 head subsequently granting leave with or without pay
where extenuating circumstances are found to have existed.
47
.r
RULE XV - FRINGE BENEFITS
Section 15 . 1 HEALTH AND LIFE INSURANCE:
A. Regular and permanent 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
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 Finance
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 compensation 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
completed probation.
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 Health 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 EMPLOYEE ASSISTANCE PROGRAM:
Regular and permanent part-time employees and their immediate
familes are eligible to utilize services provided by the Employee
Assistance Program (EAP) . These services include individual and
family counseling, legal services , and financial counseling.
Section 15. 7 LONG TERM DISABILITY INSURANCE
Regular full-time employees who have completed six months
employment are covered by the City's long-term disability program
at no cost to the employee .
48
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 TERMINATION:
A. Employees may be discharged for cause or because of a lay-off.
The City will not pay severance pay for termination with cause.
The City will provide two weeks notice or equivalent 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.
B. Predisciplinary Hearing.
1. In any case of a proposed personnel action which involves
dismissal, demotion, or suspension of a permanent 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
OWN 49
WARMNAM
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 department director is embezzelment, fraud, or dereliction
of duties, the.. individual 'will' riot ' be eligible for the notice
period or compensation set forth in the preceding paragraph.
Section 16 . 3 RETURN OF CITY- PROPERM
All employees separating from' the municipal service for any
reason shall, prior to separation, return all City-owned property
and equipment issued the employee. Failure to do so will result
in the withholding of all pay and benefits otherwise due the
employee. -
Section 16 : DISCIPLINE: `
It shall be the duty of all employees to maintain high standards
of conduct, cooperation, efficiency, and economy in their work
for the City. Department heads and supervisors shall organize and
direct the work of their units in a manner 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. Corrections --and suggestions should be made in a
constructive and helpful manner in an effort to elicit the
cooperation and good will of the employee.
Any action which reflects discredit upon the municipal service or
is a direct hindrance to the effective performance of the
municipal government functions shall be considered cause for
disciplinary action against any officer or employee of the City
of Jefferson. Circumstances constituting cause for disciplinary
action are listed below, although charges may be based upon cause °
and complaints other than those listed.
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.
O. - 50
it
ce Two or more convictions during a three year period of mis-
demeanors and/or traffic charges.
Am d. Intoxication or the consumption of intoxicating beverages
while on duty or while on City property.
e. Abusive or improper treatment to- a person in custody.
f. Offensive conduct or language toward the public or toward
City officers or employees .
g. . . Falsification of ...,employment..;;applIVcation or other City
records, or the altering' or falsifying of time cards , work
records, or job records .
h. Incompetence,_or v inapility.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
made orgiven by- his superior- --where such violation or failure to
obey amounted to. an act of insubordination or a serious breach of
proper discipline, ' or' resulted, or might reasonably have been
expected to result, in+loss or injury to the City or to the
public.
k. Commission or omissions of acts unbecoming an incumbent of
the particular office or position held which render his
reprimand, suspension, demotion, or discharge necessary or
desirable for the economical or efficient conduct of the business
of the City or for the best interest of the municipal government .
1. 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 commit an illegal act, to act in
violation of any lawful and reasonable departmental or official
regulation or order, or to participate therein.
n. Solicitation or receipt in whole or in part from any person
of any fee, gift, or other valuable thing that is given in the
hope or expectation of receiving a favor or better treatment than
that accorded other persons.
o. Use or attempted use of political influence or bribery to
secure advantage in an examination, promotion, o3: 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.
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q. A' .:e from duty, without leave, contrary to these rules ,
or failu..0 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 ,
manpower, 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 .
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. ORAL 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 REPRIMAND: A written reprimand shall be transmitted
through the appropriate department head 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 employee for cause, for a specified or
indefinite period. Suspension shall be approved by the department
head 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 head
determines such action is necessary and in the best interests of
the City in cases where an employee is charged and awaiting trial
for a criminal offense involving matters apparently prejudicial
to the reputation of the City. (2 ) When an employee has acted or
is alleged to have acted in a manner which 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 )
, , 52
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 . Demotion
shall be approved by the department . head and reviewed by the City
Counselor and. City .Administrator prior to completion of the
action. A hearing is required prior to the approval of a
demotion.
e. DISMISSAL: Discharge of a regular employee for cause 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 head
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.
f. At any step of the disciplinary process the employee ' s
supervisor is strongly recommended to refer the employee to
Family Mental Health Services if in the supervisor's judgment
such a referral may be of assistance to the employee.
g. 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 from the files and destroyed.
Section 16. 6 REDUCTION IN FORCE - LAYOFF:
A department head 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
employee shall be separated from any department while there are
probationary, part-time, . or. . temporary employees serving in the
same class of positions in that department. 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 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 .
53
Section 16.8 HONORING OF RETIREES.
A retirement award will be presented to each person retiring from
the service of the City. This award may be a plaque highlighting
the years of service, an engraved watch, or other comparable
award. 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 department heads, or the Mayor, as
applicable. A total of $200 per. retiree. may be spent , with up to
$70 of the allotment for the award and the balance covering the
costs of meals for the retiree, his family, and invited friends .
Each retiree may invite family and friends to a total of twelve
guests, . ,, neluding__hi.mself. Fellow__employees and City officials
will be inv4ged tgnp ttendcgkethgA��4WpI.,pxpgnsg-:_
54
Afth
RULE XVII
EMPLOYEE RELATIONS
Section 17.1 HEALTH AND SAFETY:
The City Administrator shall make every effort to promote among employ-
ees 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.
Supervisors, division heads, and department heads 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 cor-
rect 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. Implement 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
Tor documentation and future prevention of on-the-job injuries and
hazardous conditions.
All employees shall:
1. Be thoroughly familiar with safety requirements and practices ap-
plicable to their respective work assignments.
2. Actively observe safety practices, and report unsafe or potentially
dangerous conditions and accidents or injuries to their supervisor
immediately.
3. Refrain from engaging in horseplay, wrestling, hazing of co-workers,
and any other unsafe practice under penalty of disciplinary action
up to and including dismissal.
55
Section-17 .2. GENERAL TRAINING ACTIVITIES :
a. The City shall in all ways encourage training opportunities
for employees and supervisors to the end that services rendered
to the Ctiy may be made more effective and that employees may
become at the same time qualified for promotion to higher
positions . If indicated or requested by department director, the
Administrative Assistant 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 accomodate outside training and shall
establish a method to approve the schedule changes .
b. Tuition Reimbursement. The City shall pay tuition
reimbursement to all 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.
Grade of "C" or better in a course directly related to
the employee 's job - 75% reimbursement
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 PERIODS -- PAY DAYS:
Pay days shall be on a bi-weekly schedule with pay day on the
Friday after the completion of the pay period. Pay periods shall
run from Sunday through the second Saturday following. Eighty
(80) hours constitute a pay period for all employees except Fire
Department employees on fire suppression duty, whose pay period
base shall be 112 hours .
Section 17.4 . UNIFORM -- 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 .
,,� _
56
MOM
AM 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 prompt, thorough, and efficient service to con-
sumers to the best of their ability. All employees are required to
maintain a neat and clean personal appearance. Each employee shall
be subject to specific department rules and regulations concerning
proper clothing, personal hygiene, and grooming.
Section 17.6. CITY PHYSICIAN:
The City may retain a physician(s) to perform services for the City.
These services may include pre-employment physicials, disability
retirement physicials, 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).
57
R)JLE XVIII Adak
APPEALS AND 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 g.rievance•• procedure . as ,set forth
below, and shall .be in the form. of_ a•-written grievance report. -
a. REPRESENTATION: An employee may be accompanied by any
person of his own choosing in the presentation of his grievance
as his representative.
r
b. GRIEVANCE PROCEDURE:
I. ORAL REPORT: An employee who has a grievance shall
first present his grievance 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 IT 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 DEPARTMENT HEAD: 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 head. The de-
partment head shall confer with the aggrieved employee
and/or his authorized representative before rendering a
decision. Such decision shall be reduced in writing and
shall be delivered to the aggrieved employee within five
(5) working days of the date on which the appeal was
received by the department head.
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�- loop- .-
t 4. APPEAL TO CITY ADMINISTRATOR: If the appeal to the
department head fails to resolve the grievance, the em-
ployee may, within five (5) working days of receipt of the
decision on the grievance, submit an appeal in writing to
the Gity,__Administrator. Within fifteen (15) working days of
the receipt of such an appeal, the City Administrator or
his representative shall hear matters pertinent to the
grievance. The decision of the City Administrator shall be
- - final•ai�d no further right = of -appeal shall be provided
employees. The City Administrator shall forward one copy
of the course of action he intends to follow to the
- employee concerned and to the department head.
c. CLASSIFICATION GRIEVANCES: All grievances pertaining to the
classification of an employee shall be made in writing to the
City Administrator through the department head. The decision of
the City Administrator shall be final in all matters of
classification, and the employee shall not have further right of
appeal. V
d. C0MPENSATION 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
Ask 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 uniformed members of the Police
Department shall be conducted in accordance with rules and regula-
tions of the Police Personnel Board.
Section 18.4. PARKS AND RECREATION DEPARTMENT: .
r
The grievance procedure for employees of the Parks and Recreation
Department shall follow the procedures set forth above with the
exception that all final appeals shall be made to the Park Board
instead of the City Administrator.
59 .,.
t
RULE XVIX Aft
RECORDS AND REPORTS
Section 19.1. PERSONNEL RECORDS:
The City Administrator shall designate a central repository for all
such personnel files and records as he deems necessary.'
Section 19.2. SERVICE REGISTERS
The 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' histiory;' and such= other data as he deems
appropriate.
Section 19.3. REPORTS:
Every appointment, transfer, promotion, demotion, dismissal, sick
leave, vacation leave, and other temporary or permanent changes in
the status of employees in the municipal service shall be reported in
writing. The City Administrator is authorized, to prescribe the time,
manner, form, and method of making any written report as may be
stipulated in any of these rules.
Section 19.4. PUBLIC RECORDS:
Except for disciplinary action records involving investigation cor-
respondence and data related to the moral character and reputation
of applicants for employment or employees of the City; files, state-
ments, reports, correspondence, and other data in connection with
and related to investigations of violations of these rules and regulat-
ions; 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 Adminis-
trator may provide. Salary range and position classification informa-
tion, as well as class specifications and basic employment
information, shall in all cases be made available td the public on
request at reasonable times.
RULE XX
Alk TRAVEL EXPENSES
Section 20. 1 POLICY:
Department heads, 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 .reimb=sed .for : Act,ual
air, bus, or train fare to and from the travel destination,
actlial' room Cost for overnight lodging, taxi fares, tips, and
other travel-related expenses upon proper presentation of
appropriate itemized receipts on a City Travel Expense Voucher
and/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 requested, such as air fare or hotel
reservations . The City shall pay the amount of the least
expensive quote.
A travel advance may be obtained by submitting a request form
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 .
Section 20. 3 REIMBURSABLE E„rENSES:
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
accompanied by receipts or other documentation 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 common carrier fare,
whichever is less, if approved by the department head.
C. Overnight lodging.
qp d. Meals and tips .
e. Other reasonable and related expenses.
p- ..cam. _- •.
61
Section 20.4 NON-REIMBURSABLE EXPENSES:
The following travel expenses shall not be reimbursable:
a. Costs incurred by a spouse or other relative accompanying an
employee.
b. Personal expenditures such as valet service, laundry and
cleaning, entertainment, or side trips.
Section 20. 5 VACATION COMBINED WITH OFFICIAL TRAVEL:
Employees wishing to combine a vacation by private vehicle with a
business or convention trip must have their department head's
approval, or where appropriate, the City Administrator's
approval. The employee will be reimbursed for travel to the
destination based upon the common carrier fare or the established
rate per mile for personal vehicles, whichever is less .
Section 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.
Where the employee received a travel advance check, it must be so AL
noted on the expense voucher. IF
All Travel Expense Vouchers must be approved by the department
head and City Administrator before the Finance Director's Office
will authorize processing for payment.
Section 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:
62
Meal In State Out of State
Breakfast $5.00 $ 7.50
Lunch 7.50 11.25
Dinner 7.50 11.25
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. Lunch
allowance for partial days will be at the department director's
discretion.
If a meal is included in the registration cost, the per diem for
that meal will be excluded from that day's total allowance.
Firefighters receiving a meal allowance will not receive per diem
allowances for days they are scheduled to work.
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RULE XX I
PROHIBITIONS AND PENALTIES
Section 21.1 PARTICIPATION IN POLITICAL ACTIVITIES
Employees are prohibited from bringing their political affiliations to
bear on their official duties. Specifically, the following political
activities of employees are prohibited:
a. Campaigning fund raising, or other partisan political activities on
city premises while in the performance 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, compensation, or other
benefits as consideration, favor or reward for political activity.
e. Performing political activities at the direction of a supervisor,
department head, or other city official.
Section 21.2 DISCRIMINATION
No person in the municipal 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, promote, advance, or advocate
for appointment, employment, promotion or advancement in or to any posi-
tion of the municipal service over which he exercises ,jurisdiction or
control, any person who is a relative of the city employee. This sec-
tion shall not apply to employees previously exempted by ordinance from
these provisions.
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Section 21.4 OUTSIDE EMPLOYMENT:
Employment by another employer in a full-time, part-time, or tem-
porary position outside of regularly scheduled working hours may be
approved by the department head. Employees shall notify the depart-
ment head no less than ten (10) days prior to their anticipated date
of employment. The department head 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 the
reputation of the City. Approval may be subsequently withdrawn by
the department head 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, corporation, or other establishment supplying
goods or services to the City. No employee shall be employed in any
capacity with a firm, institution, corporation, or • other establishment
supplying goods or services to the City when that capacity means the
possession, direct or indirect, of the powers to direct or cause the
direction of the management and policies of that organization. No
employee shall receive any payment, gifts, favors, or other considera-
tion 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.
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RULE XXI
MANAGEMENT RIGHTS
The City shall retain the sole right and authority to operate and direct
the affairs of the City in all its various aspects. Among these rights
are the City's right to determine its mission and set standards for ser-
vice offered the public; to direct the working forces; to plan, direct,
control, and determine the operations or services to be conducted in and
by the employees of the City; to assign and transfer employees; to hire,
promote, and demote employees; and to suspend, discipline, or discharge
employees for just cause; 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 considera-
tion; to make and enforce rules and regulations; and to change methods,
equipment, or facilities.
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RULE XXII
SAVINGS CLAUSE AND AMENDMENT
Section 22.1 SAVINGS CLAUSE
Invalidation of any part, Rule, or Section of these personnel rules and
regulations shall not affect the validity of the other Rules and Sections.
Section 22.2 AMENDMENT
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 heads and such other officials as the City Administra-
tor deems appropriate.
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