HomeMy Public PortalAboutORD10927 BILL NO. 87-121
SPONSORED BY COUNCILMAN HALSEY
ORDINANCE NO. /
AN ORDINANCE OF THE CITY OF JEFFERSON, MISSOURI, REPEALING
ORDINANCE 10815 PERTAINING TO PERSONNEL RULES AND REGULATIONS AND
ENACTING NEW ORDINANCE IN LIEU THEREOF.
BE IT ENACTED BY THE COUNCIL OF THE CITY OF JEFFERSON, MISSOURI,
AS FOLLOWS:
Section 1. Ordinance 10815 pertaining to Personnel Rules
and Regulations is hereby repealed.
Section 2. The document entitled "Personnel Policy Manual
for the Municipal Service of Jefferson City, Missouri", dated
November 1, 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 be in full force and effect
November 1, 1987.
Passed �1c ,c_� / /1 Approved �� � Zal, / ;
\ T
Presidin ficer Mayor
ATTEST:
City Clerk
PERSONNEL POLICY MANUAL
FOR THE MUNICIPAL SERVICE
OF
THE CITY OF JEFFERSON, MISSOURI
Effective November 1, 1987
PERSONNEL POLICY MANUAL
TABLE OF CONTENTS
RULE I. GENERAL PROVISIONS . . . . . . . . . . . . . . . . . . . . 1
Section 1-1. Purpose of rules. . . . . . . . . . . . . . 1
Section 1-2. Positions covered by the rules. . . . . . . . . . . . 1
Section 1-3. Administration of the rules. . . . . . . . . . . . 1
Section 1-4. Departmental regulations. . . . . . . . . . . . . . 1
RULE II. DEFINITIONS OF TERMS . . . . . . . . . . . . . . . . . . . 2
Anniversary date. . . . . . . . . . . . . . . . . . . . . . 2
Appeal. . . . . . . . . . . . . . . . . . . . . . . . . 2
Appointing authority. . . . . . . . . . . . . . . . . . . . . 2
Appointment. . . . . . . . . . . . . . . . . . . . . . . . 2
Assembled examination. . . . . . . . . . . . . . . . . . . . 2
Certification. . . . . . . . . . . . . . . . . . . . . . . . 2
City administrator. . . . . . . . . . . . . . . . . . . . . . 2
Class. . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Classification. . . . . . . . . . . . . . . . . . . . . . . . . 2
Class series. . . . . . . . . . . . . . . . . . . . . . . . . 2
Class specification. . . . . . . . . . . . . . . . . . . . . 3
Demotion. . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Department. . . . . . . . . . . . . . . . . . . . . . . . . 3
Department director. . . . . . . . . . . . . . . . . . . . . 3
Eligible. . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Emergency. . . . . . . . . . . . . . . . . . . . . . . . . . 3
Fire administration. . . . . . . . . . . . . . . . . . . . . . 3
Grievance. . . . . . . . . . . . . . . . . . . . .. . . . . . . 3
He (his, him). . . . . . . . . . . . . . . . . . . 3
Immediate family. . . . . . . . . . . . . . . . . . . . . . . 3
Layoff. . . . . . . . . . . . . . . . . . . . . . . . . . 3
Original employment date. . . . . . . . . . . . . . . . . . . 3
Permanent employee. . . . . . . . . . . . . . . . . . . . . . 3
Permanent part-time employee. . . . . . . . . . . . . . . . . 3
Regular. . . . . . . . . . . . . . . . . . . . . . . . . 4
Part-tune. . . . . . . . .. . . . . . . . . . . . . . . 4
Temporary. . . . . . . . . . . . . . . . . . . . . . 4
Probationary period. . . . . . . . . . . . . . . . . . . . . . 4
Promotion. . . . . . . . . . . . . . . . . . . . . . . 4
Promotional examination. . . . . . . . . . . . . . . . . . . 4
Promotional list. . . . . . . . . . . . . . . . . . . . . . . . 4
Reclassification. . . . . . . . . . . . . . . . . . . . . . . . 4
Regular employee. . . . . . . . . . . . . . . . . . . . . . . 4
Resident. . . . . . . . . . . . . . . . . . . . 4
Transfer. . . . . . . . . . . . . . . . . . . . . . . . . . 4
Unassembled examination. . . . . . . . . . . . . . . . . . . 4
RULE III. EQUAL EMPLOYMENT OPPORTUNITY . . . . . . . . . . . . 5
Section 3-1. Policy. . . . . . . . . . . . . . . . . . . . 5
Section 3-2. Affirmative action program. . . 5
Section 3-3. Equal employment opportunity committee established. . 5
RULE IV. APPLICATIONS AND APPLICANTS . . . . . . . . . . . . . . 7
Section 4-1. Recruitment. . . . . . . . . . . . . . . . . . . . . . 7
i 111187
Section 4-2. Application form. . . . . . . . . . . . . . . . . . . 7
Section 4-3. Disqualification. . . . . . . . . . . . . . . . . . 7
Section 4-4. Disqualification by reason of police record. . . . . . . 8
Section 4-5. Examinations. . . . . . . . . . . . . . . . . . . . . 8
Competitive examinations. . . . . . . . . . . . . . . . . . . 8
Promotional examinations. . . . . . . . . . . . . . . . . . . 8
Police examinations. . . . . . . . . . . . . . . . . 9
Section 4-6. Examination administration. . . . . . . . . . . . . . . 9
Section 4-7. Rating of examinations. . . . . . . . . . . . . . . . 9
Section 4-8. Medical examinations. . . . . . . . . . . . . . . . . 9
Section 4-9. Residence requirements. . . . . . . . . . . . . . . . 9
RULE V. APPOINTMENTS . . . . . . . . . . . . . . . . . . . . . . . 10
Section 5-1. Appointments. . . . . . . . . . . . . . . 10
Regular, permanent part-time, part-time, and temporary
positions. . . . . . . . . . . . . . . . . . . . . . . . 10
Provisional appointments. . . . . . . . . . . . . . . . . . . 10
Emergency appointments. . . . . . . . . . . . . . . . . . . 10
Section 5-2. Transfer. . . . . . . . . . . . . . . . . . . . . . . 11
Section 5-3. Appointment forms. . . . . . . . . . . . . . . . . . 11
Section 5-4. Appointment authority. . . . . . . . . . . . . . . . . 11
RULE VI. PROBATIONARY PERIOD . . . . . . . . . . . . . . . . . . 11
Section 6-1. Purpose. . . . . . . . . . . . . . . . . . . . . . . . ll.
Section 6-2. Duration. . . . . . . . . . . . . . . . . . . . . 11
Section 6-3. Evaluation and counseling. . . . . . . . . . . 12
Section 6-4. Termination during initial probationary period. . . . . 12
Section 6-5. Demotion during probationary period. 12
Section 6-6. Extension. . . . . . . . . . . . . . . . . . . . . . . 12
Section 6-7. Permanent status. 12
Section 6-8. Qualifying period for promoted and transferred
employees, . . . . . . . . . . . . . . . . . . . . . . 12
Section 6-9. Probationary increases. . . . . . . . . . . . . . . . 13
RULE VII. POSITION CLASSIFICATION PLAN . . . . . . . . . . . . . 13
Section 7-1. The classification plan. . . . . . . . . . . . . 13
Section 7-2. Purpose of the classification plan. . . . . . . . . . . 13
Section 7-3. Administration of the classification plan. . . . . . . . 14
Section 7-4. Classification of positions. . . . . . . . . . . 14
Section 7-5. Effect of classification changes on incumbent 15
RULE VIII. COMPENSATION PLAN . . . . . . . . 16
Section 8-1. Authority to establish salaries. . . 16
Section 8-2. The compensation plan. . . . . . . . . . . . . 16
Section 8-3. Standards for determination of pay ranges. . . . . . 16
Section 8-4. Amendment of the compensation plan. . . . . . . . . 16
Section 8-5. Total remuneration. . . . . . . . . . . . . . . 17
Section 8-6. Dual employment prohibited. . . . . . . . . . . . . . 17
Section 8-7. Special assignments. . . . . . . . . . . . . . . . . . 17
Section 8-8. Application of the compensation plan. . . . . . . . . 17
Rates. . axi 17
Minimum and mmum rates. 18
Equivalent compensation. . . . . . . . . . . . . . . . . . . . 18
Part-time and temporary employment. . . . . . . . . . . . . 18
Section 8-9. Beginning salary. . . . . . . . . . . . . . . . . . . 18
Section 8-10. Salary advancements. . . . . . . . . . . . . . . 19
11 1,111/87
Section 8-11. Pay rate adjustments. . . . . . . . . . . . . . . . . 19
Section 8-12. Pay anniversary dates. . . . . . . . . . . . . 20
Section 8-13. Temporary assignment to higher level position. . . . 20
Section 8-14. Overtime and compensatory time. . . . . . . . . . . 20
Section 8-15. Call back time. . . . . . . . . . . . . . . . . . . . 21
Section 8-16. Stand-by/on-call status. . . . . . . . . . . . . . . 22
Section 8-17. Emergency alert duty status. . . . . . . . . . . . . 22
RULE IX. PERFORMANCE EVALUATION . . . . . . . . . . . . . . . . 23
Section 9-1. Responsibilities. . . . . . . . . . . . . . . . . . 23
Section 9-2. Employee performance evaluations. . . . . . . . . . . 23
RULE X. WORK SCHEDULES AND ATTENDANCE 24
Section 10-1. 24
Section 10-2. Work schedules determined*by department director. 24
Section 10-3. Required attendance. . . . . . . . . . . . . . . . 24
Section 10-4. Inclement weather closings . . . . . . . . . . . . . 24
RULE XI. PAID HOLIDAYS . . . . . . . . . . . . . . . . . . . . . . . 24
RULE XII. VACATION LEAVE . . . . . . . . . . . . . . . . . . . . . 25
Section 12-1. Amount. . . . . . . . . . . . . . . . . . . . . . . 25
Section 12-2. Accrual. . . . . . . 26
Section 12-3. Terminal leave. . . . . . . . . . . . . . . . . . 26
Section 12-4. Holidays occurring during vacation period. . . . . . 26
Section 12-5. Police and fire department vacations. . . . . . . . . 27
Section 12-6. Use of vacation leave. . . . . . . . . . . . . . . . 27
Am RULE XIII. SICK LEAVE . . . . . . . . . . . . . . . . . . . . . . . . 27
qu Section 13-1. Amount. . . . . . . . . . . . . . . . . . . . . . . 27
Section 13-2. When taken. . . . . . . . . . . . . . 27
Section 13-3. Accrual. . . . . . . . . . . . . . . . 28
Section 13-4. Incentive program. . . . . . . . . . . . . . . . . . 28
RULE XIV. SPECIAL LEAVE . . 29
Section 14-1. Approval authority. 29
Section 14-2. Educational leave. . . . . . . . . . . . . . . . . . . 29
Section 14-3. Court leave. . . . . . . . . . . . . . . . . . . . . 29
Section 14-4. Military leave. . . . . . . . . . . . . . . . 30
Section 14-5. Military training leave of absence. . . . . . . . . . 30
Section 14-6. Maternity leave. . . . . . . . . . . . . . . . . . . 31
Section 14-7. Leave without pay. . . . . . . . . . . . . . . . . . 31
Section 14-8. Occupational injury leave. . . . . . . . . . . . . . . 31
Section 14-9. Absence without leave. . . . . . . . . . . . . . . . 32
Section 14-10. Funeral leave. . . . . . . . . . . . . . . . . . . . 32
Section 14-11. Personal leave . . . . . . . . . . . . . . . . . . . 32
RULE XV. FRINGE BENEFITS . . . . . . . . . . . . . . . . . . . 32
Section 15-1. Health and life insurance. . . . . . . . . . . . . . . 32
Section 15-2. Retirement plans. . . . . . . . . . . . . . . . . . 33
Section 15-3. Deferred compensation. . . . . . . . . . . . . . . . 33
Section 15-4. Mental health services. . . . . . . . . . . . . . . . 33
Section 15-5. Credit union. . . . . . . . . . . . . . . . . . . . . 33
Section 15-6. Employee assistance program. . . . . . . . . . . . . 33
Section 15-7. Long-term disability insurance. . . . . . . . . . . . 33
iii 11/1/87
RULE XVI. SEPARATION AND DISCIPLINARY ACTIONS . . . . . . . . 33
Section 16-1. Resignations. . . . . . . . . . . . . . . . . . 33
Section 16-2. Termination. . . . . . . . . . . . . . . . . . . 34
Section 16-3. Return of city property. . . . . . . . . . . . . . . 35
Section 16-5. Disciplinary actions defined. . . . . . . . . . . . . 36
Section 16-6. Reduction in force; layoff. . . . . . . . . . . . . . 38
Section 16-7. Retirement. . . . . . . . . . . . . . . . . . . . 38
Section 16-8. Honoring of retirees. . . . . . . . . . . . . . . . . 38
RULE XVII. EMPLOYEE RELATIONS . . . . . . . . . . . . . . 38
Section 17-1. Health and safety. . . . . . . . . . . . . 38
Section 17-2. General training activities. . . . . . . . . . . . . . 39
Section 17-3. Pay periods; pay days. . . . . . . . . . . . . . . 40
Section 17-4. Uniforms; clothing provisions. . . . . . . . . . . . 40
Section 17-5. Attitude and appearance. . . . . . . . . . . . . . . 40
Section 17-6. City physician. . . . . . . . . . . . . . . . . . . . 40
RULE XVIII. APPEALS AND GRIEVANCES . . . . . . . . . . . . . . . 40
Section 18-1. Grievance policy. . . . . . . . . . . . . . . . . 40
Section 18-2. Conduct of investigation. . . . . . . . . . . . . . . 41
Section 18-3. Police. . . . . . . . . . . . . . . . . . . . . . . 42
Section 18-4. Parks and recreation department. . . . . . . . . . . 42
RULE XVIX. RECORDS AND REPORTS . . . . . 42
Section 19-1. Personnel records. . . . . . . . . . . . . . . . . . 42
Section 19-2. Service register. . . . . . . . . . . . . . . . . . . 42
Section 19-3. Reports. . . . . . . . . . . . . . . . . . . . . . . 42
Section 19-4. Public records. . . . . . . . . . . . . . . . . . . . 42
RULE XX. TRAVEL EXPENSES . . . . . . . . . . . . . . . . . . . . . 43
Section 20-1. Policy. . . . . . . . . . . . . . . . . . . . . . . . 43
Section 20-2. Travel advances. . . . . . . . . . . . . . . . . . . 43
Section 20-3. Reimbursable expenses. . . . . . . . . . . . . . . . 43
Section 20-4. Non-reimbursable expenses. . . . . . . . . . . . 43
Section 20-5. Vacation combined with official travel. . . . . . . . . 44
Section 20-6. Travel reimbursement or repayment of advance to
tidy. . . . . . . . . . 44
Section 20-7. Use of personal vehicle for official business. . . . . 44
Section 20-8. Per diem. . . . . . . . . . . . . . . . . . . . . . . 44
RULE XXI. PROHIBITIONS AND PENALTIES . . . . . . . . . . . . . . 45
Section 21-1. Participation in political activities. . . . . . . . . . 45
Sec. 21-2. Discrimination. . . . . . . . . . . 45
Section 21-3. Nepotism; restriction on employment of relatives. . . 45
Section 21-4. Outside employment. . . . . . . . . . . . . . . . . 45
Section 21-5. Conflict of interest. . . . . . . . . . . . . . . . . . 46
Section 21-6. Penalties. . . . . . . . . . . . . . . . . . . . . . . 46
RULE XXII. MANAGEMENT RIGHTS . . . . . . . . . . . . . . . . . . 46
RULE XXIII. SAVINGS CLAUSE AND AMENDMENT . . . . . . . . . . . 46
Section 23-1. Savings clause. . . . . . . . . . . . . . . . . . . . 46
Section 23-2. Amendment. . . . . . . . . . . . . . . . . . . . . . 46
IV 11!1187
RULE I. GENERAL PROVISI®NS
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
Personnel Policy Manual at any time by ordinance as passed by the city council.
Section 1-2. Positions covered by the rules.
These rules shall apply to all positions in all departments of the city and
to such other 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.
(b) The director of parks and recreation, under the general supervision
of the parks and recreation commission, shall be charged with the responsibility
for the administration of these rules as they affect employees of the parks and
recreation department.
(c) These rules and regulations supplement the powers of the Police
Personnel Board and in no way supersede the authority given to that board by
ordinance.
Section 1-4. Departmental regulations.
These rules shall not be construed as limiting in any way the power and
authority of any department director to make departmental rules and regulations
governing the conduct and performance of employees. Departmental rules and
regulations shall not conflict with provisions of these rules. Departmental rules
shall be approved by the city administrator and shall be published and a copy
furnished each employee to whom they apply. Such rules and regulations, when
approved, published, and distributed as herein provided, shall have the force and
effect of rules of that department, and disciplinary action may be based upon
breach of any such rules and regulations.
1 11/1/87
RULE II. DEFINITIONS 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 of official appointment to a position in the
municipal service after appropriate certification and for current period of
continuous service. Persons appointed to city service prior to November 1,
1982, shall have their most recent merit pay raise date serve as their permanent
anniversary date. If an employee is promoted and the promotional increase is
greater than 10%, the employee shall have a new anniversary date established
which shall be the date of promotion. The anniversary date for employees
covered by a work agreement may be designated in the work agreement.
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 parks and recreation commission. All
other permanent employees shall have the right of appeal to the 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 tatting 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.
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 required, 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
responsibility.
2 11/1/87
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 game 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
parks and recreation commission, now or as hereafter established.
Department director. The officially appointed director 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.
Fire administration. Members of the administrative staff of the Fire
Department including the Fire Chief, Assistant Fire Chiefs, Fire Training
Officer, Public Safety/Education Officer, and clerical personnel.
Grievance. A grievance is a disagreement relating to employment,
personnel rules and regulations, and working conditions or relationships between
Afthk an employee and his supervisor or other employees.
He (his, him). As used in these rules, the words "he," "his," and "him"
shall connote both masculine and feminine genders.
Immediate family. Husband, wife, son, son-in-law, daughter, daughter-in-
law, mother, mother-in-law, father, father-in-law, brother, brother-in-law,
sister, sister-in-law, grandparents, and grandchildren.
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.
O_r_i_ainal 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 em_gloyee. 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.
3 11/1187
(a) R2,gular. A position included in the adopted annual budget that is
neither specified as part-time or temporary employment, nor limited for a period
of less than the budget year; also any such position established during a given Aft
budget year unless the appointing authority certifies that such position will not
be continued in the succeeding year's budget; the hours of work for which are
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 lasting less than six (6) calendar months.
Probation__y�period. A working test period during which a regular or
permanent part-time employee, newly appointed or promoted, 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.
Resident. 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.
4 11/1/87
RULE III. EQUAL EMPLOYMENT OPPORTUNITY
Section 3-1. Policy.
It is the intent of the city that all personnel activities shall be conducted
in a manner that will assure equal employment opportunity for all persons on
the basis of merit, without regard to political affiliation, race, color, religion,
national origin, sex, marital status, age, handicapping condition, or other non-
merit factor. This policy shall include all personnel practices related to the
employment process, promotions, demotion, transfer, lay-off, termination,
compensation, benefits, training, and general treatment of employees.
Section 3-2. Affirmative action 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:
(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 under-utilized in an occupational grouping.
(c) Procedure and responsibility for developing action oriented programs
designed to eliminate problems; to assure equal employment opportunity for all
members of the available labor pool; and to foster upward mobility for present
employees.
(d) Criteria for establishing affirmative action goals.
(e) Designation of responsibility for dissemination, implementation, com-
pliance, and audit.
Section 3-3. Equal employment opportunity committee established.
(a) 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:
5 11/1/87
a. City administrator.
b. Minority member - a person who is a member of a minority
pup-
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 the 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.
(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
6 11/1/87
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 Committee shall hold open meetings concerning the items in
sections d(1), d(3), and d(4).
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 appropriate, at
least one newspaper in general circulation in Jefferson City, Missouri. Notice
of all examinations for promotion shall be published by posting and other
methods, but need not be published in any newspaper. The announcements shall
specify the class title and salary range of the class for which the examination
is announced; the nature of the work to be performed; the minimum qualifi-
cations required for the performance of the work of the class; the time, place,
and manner of making application; the closing date for receiving applications;
and other pertinent information.
Section 4-2. Application form.
All, applications shall be made on forms prescribed by the city adminis-
trator and shall be filed on or prior to the closing date specified in the
announcement. Applications may require information concerning ,personal
characteristics, education, experience, references, and other pertinent
information. All applications shall be signed and the truth of the statements
contained therein certified by such signature. The city administrator shall
require such proof of age, education, experience, and other claims as may be
appropriate.
Section 4-3. 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
pertinent 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.
7 11/1/87
ME
(d) He has made a false statement of material fact in his application.
(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. I5raminations.
(a) Competitive examinations. Examinations shall relate to those matters
which fairly test the aptitude capacity and fitness of the persons examined to
discharge the duties of the position sought after by them. Examinations may be
assembled or unassembled and may include written, oral, physical, or
performance tests, or any combination of these. They may take into consider-
ation such factors as education, experience, aptitude, knowledge, character,
physical fitness, or any other qualifications or attributes which enter into the
determination of the relative fitness of applicants.
(b) Promotional examinations. Promotional examinations shall be of kind
and character similar to those for original appointment to the service. In
addition to other factors, promotional examinations may take into consideration
the quality and length of service where records are available to provide the
basis for such rating.
8 1111/87
(c) Police examinations. 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. stating 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 examination 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
examination, the city administrator shall develop such procedures for the
evaluation of these factors as will serve to assist in the selection of the best
qualified candidates. These procedures shall take into consideration the quality,
recency, and amount of experience, and the pertinence, quality, and amount of
education.
Section 4-6. 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.
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 residents of
the City of Jefferson or move within the corporate boundaries of the city
within six (6) months of appointment. All direct moving expenses will be paid
by the city.
City Administrator Director of Public Works
City Counselor Assistant Director of Public Works
City Clerk Wastewater Utilities Superintendent
Police Chief Director of Planning and Code
® Police Captain Enforcement
Police Lieutenant Director of Transportation
9 11/1/6?
Fire Chief Street Superintendent
Assistant Fire Chief Director of Parks and Recreation
Finance Director
(c) An extension of the six (6) month time limit established herein may
be granted in unusual cases by the city administrator, or parks and recreation
commission, as applicable.
(d) Direct moving expenses required to 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.
RULE V. APPOINTMENTS
Section 5-1. Appointments.
(a) ReKular, permanent part-time, part-time, and temporary positions.
Appointments to fill vacancies in regular, permanent part-time, part-time, and
temporary positions shall only be made following certification from an open or
promotional eligibility 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 available,
or when there is not a sufficient number of persons on appropriate lists who
are willing to accept appointment, the city administrator may authorize the
provisional appointment of a person meeting the established minimum
qualifications for the class to which the position is allocated. All provisional
appointments must be made at the minimum rate of pay established for the
class. Any such provisional appointment shall terminate not later than ten (10)
days after an appropriate list is established. Any time served by an employee
under a provisional appointment shall not constitute a part of or be deducted
from the probationary period if the employee is subsequently appointed to the
same or another position. Provisional appointments shall be limited to sixty
(60) calendar days in duration.
(c) Emergency appointments. In the case of an emergency which could
not have been foreseen, such as but not limited to a flood, tornado, or blizzard,
which requires the immediate employment of one or more persons to prevent
serious impairment of the public business and for which it is not practicable to
secure the needed person or persons by certification from an eligibility list in
time to meet the emergency, an appointing authority may appoint any qualified
10 11/1/87
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 disbursing officers are concerned. In
no case shall successive emergency appointments be made.
Section 5-2. Transfer.
A position may be filled by transferring an employee from a position of
the same class or 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.
Seen 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.
Sin 5-4. Appointment authority.
Department directors shall be the appointing authorities in all departments,
although they may delegate that authority to division head level. The parks
and recreation commission is the appointing authority for the parks and
recreation department.
AML
RULE VI. PROBATIONARY (PERIOD
Section 6-1. Purpose.
The probationary period shall be an integral part of the examination
process and shall be utilized for closely observing the employee's work, for
securing the most effective adjustment of a new employee to the position, and
for replacing any employee whose performance does not meet the required work
standards. A new employee who has not successfully completed a probationary
period and/or extension thereof, shall not have access to grievance or appeal
privileges.
Section 6-2. Duration.
All original and promotional appointments for full time positions and
permanent part-time positions shall be tentative and subject to a probationary
period. For entry-level commissioned personnel in the police department and
entry-level fire suppression personnel in the fire department, the probationary
period shall be one year from the date of appointment. All other original and
promotional appointments shall be subject to a probationary period of six
months.
0
11 1111187
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 Am
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 s h a l l constitute
grounds for termination. A probationary employee may be terminated without
cause. The department director shall fill out the appropriate personnel action
forms when a decision on termination has been made, and such termination will
be official when such forms are signed by the city administrator.
Section 6-6. 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 director shall notify the city
administrator in writing of his intentions to demote an employee as provided in
this section. If approved, the employee shall be notified in writing not less
than five (5) working days prior to the effective date of demotion.
Section 6-6. Extension.
With the approval of the city administrator, an appointing authority may
extend the probationary period to a maximum of fifty (50) percent of the
original length of time if unusual or extenuating circumstances exist. AM
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 director shall notify the city administrator in writing whether
the services of the employee have been satisfactory and whether the employee
will be continued in his position. A copy of this notice shall be given to the
employee by the department director. Upon receipt by the city 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 and transferred employees.
The qualifying period for promoted and transferred employees shall be the
period of time following transfer or promotion from one classification to
another within city service, as set out in section 6-2, which shall be regarded
as an integral part of the examination process-and-shall be utilized for closely
observing the employee's work, for securing the most effective adjustment of a
transferred or promoted employee to the position, and for replacing any
employee whose performance does not meet the required standards. An
employee on promotional probation shall have grievance privileges except in
matters relating to the employee's status in the position in which the employee
serving the qualifying period.
Adik
12 11/1/87
Section 6-9. Probationary increases.
Employees completing initial employment probationary periods are eligible
for increases as set out in section 8-10(a). Employees successfully completing a
qualifying period after a promotion or transfer within city service shall have
their pay governed by the provisions and limitations of the merit pay plan.
RULE 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 experience qualifications, standards
for recruiting, testing, and other selection purposes.
(c) To provide appointing authorities with a means of analyzing work
distribution, areas of responsibility, lines of authority, and other relevant
relationships between individual and 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.
13
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 established or upon
request of a department director or affected employee, or if the classification
of such position has not been reviewed within the last twelve (12) months. If
the city administrator finds that a substantial change in organization, the
creation or change of positions, or other pertinent conditions make necessary
the amendment of an existing class title and/or grade, the classification plan
can be amended accordingly, subject to approval by the city council.
Section 7-4. Classification of positions.
(a) Each position in the classified service shall be classified at the
direction of the city administrator to its appropriate class in accordance with
the character, difficulty, and responsibility of its designated duties. Positions
shall be assigned to a specific class when:
(1) The same descriptive title may be used to designate each position in
the class.
(2) The same kinds and levels of work, education, experience, know-
ledge, ability, skill, and other qualifications as may be required of
incumbents.
(3) Similar tests of fitness may be used to examine and rank incumbents.
(4) The same range of compensation will apply equally under substantially AM
the same general employment conditions.
(b) All classes of positions involving the same character of work, but
differing as to level of difficulty and responsibility shall be assembled into a
class series of two (2) or more levels.
(c) 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, responsibilities, required education, and experience
qualifications for such position, and the relationship thereof to other classes.
The examples of duties set forth in such class specification shall not be
construed as all inclusive or restrictive, and an example of a typical task or a
combination of two or more examples of work performed shall not be taken,
without relation to all parts of the specification, as determining that a position
should be included within a class.
(e) No employee whose position has been allocated to its appropriate
class shall be assigned or required to perform duties generally performed by
persons holding positions in other classes, except in case of emergency or
training, or for other limited periods of time. In no case shall the time period
exceed four (4) calendar weeks without specific authorization by the city
administrator; and provided, further, the clause in each class specification
"performs related work as required" shall be liberally construed.
14 11/1/87
(f) It shall be the duty of department directors to report to the city
administrator any and all organization and program changes which will
significantly alter or effect changes in existing positions or positions proposed
to be established. When any department director requests the establishment of
new or additional positions, or a change in allocation of an existing position, he
shall address his request to the city administrator, 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 retitled
class as he had in the class.
former
(b) When a position is reclassified to a class with a higher maximum
salary rate, the city administrator may provide the incumbent of the position
the same status in the new class as he had in the former class, only if the
following conditions are met:
(1) The reason for the reclassification of the position is the accretion of
new duties and responsibilities over a period of one (1) year or more
immediately preceding the effective date of said reclassification.
(2) Such accretion of duties has taken place during the incumbency of
the present incumbent in said position; and
(3) The added duties and responsibilities upon which the reclassification
is based could not reasonably have been assigned to any other
position.
(4) The employee occupying a position which has been reclassified shall
continue in the position only if he possesses the qualifications or
training and experience required for such classification.
(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 provisions of these rules
shall apply. All personnel actions and changes required by the reclassification
of a position shall be completed within a period of thirty (30) calendar days
following the date of such reclassification notice to the appropriate department
director. An employee whose position is reclassified by virtue of a gradual
change in the duties and responsibilities, and not because of assignment to
another position, shall be eligible to qualify for the position under the new
classification by successfully passing a non-competitive qualifying examination.
If the employee fails the examination for the high classification within the
thirty (30) day period, this fact will render him ineligible to continue in the
position.
ID (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
15 11/1/87
be changed in accordance with applicable rules and regulations governing
transfers, demotions, and promotions in the municipal service.
RULE VIII. COMPENSATION PLAN
Section 8-1. Authority to establish salaries.
The city council shall have the power to establish pay ranges of the
officers and employees under the jurisdiction of the city administrator, special
boards and commissions, or employees under its jurisdiction.
Section 8-2. The 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 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, 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 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 concerned of the disposition
of the request.
Prior to the preparation of each annual budget, as well as at other times,
the city administrator shall make comparative salary studies as he 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.
16 11/1/87
In arriving at such salary recommendations, the city administrator shall
take into consideration the advice and suggestions of department directors and
appointing officers as to the duties, degree of responsibility, and working
conditions involved. Recommendations made by the city administrator for the
amendment of the• compensation plan for specific classes of positions shall be
submitted to the city council. When passed by the city council, these
amendments shall become part of the compensation plan and shall become the
current official salary schedule applicable to the respective classes of positions
as enumerated therein, and shall be used by all departments in connection with
all payrolls, budget estimates, and official records and reports relating to
salaries and wages of positions in the municipal service.
Section 8-5. Total remuneration.
(a) Any salary rate established for an employee shall be the total
remuneration for the employee, not including reimbursement for official travel
or other authorized allowances. Except as otherwise provided in this article, no
employee shall receive pay from the city in addition to the salary authorized
under the schedules provided in the pay plan for services rendered by him,
either in the discharge of his ordinary duties or any additional duties which
may be imposed upon him or which he may undertake or volunteer to perform.
(b) In any case in which part of the compensation for services in a city
position exclusive of overtime services, is paid by another department, division,
or an outside agency such as the county, state, or the federal government, or
from a different fund or account, any such payments shall be deducted from the
compensation of the employee concerned, to the end that the total compensation
paid to any employee from all sources combined for any period, shall not exceed
the amount payable at the rate prescribed for the class of position to which the
employee is certified and assigned.
Section 8-6. Dual employment prohibited.
No regular employee holding a position in the municipal service shall be
eligible for employment in any additional full-time position in the municipal
service. A regular employee may be employed in an additional part-time
position in the city if approved by the appointing authorities involved and the
city administrator.
Section 8-7. Special assignments.
Employees assigned to undercover work which causes the individual to
mock employment with an organization other than the City of Jefferson shall
reimburse the city for any earnings in excess of earnings provided by the city.
Section 8-8. Application of the compensation plan.
The compensation plan, containing standard salary ranges for respective
classes of positions, shall be applied to all such classes of positions in
accordance with the following:
(a) Rates. All rates prescribed in the ranges of pay represent the total
remuneration, including pay 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
17 11/1/87
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 Aft
employment.
(b) Minimum and maximum rates. Under each salary schedule there are
set forth a minimum and a maximum salary rate. Except as otherwise provided
in this code, appointment to any position shall be made at the minimum rate
and advancement by successive steps from one salary to the next higher rate
and to the maximum rate for the class shall be made on the basis of meritori-
ous service and efficiency.
(c) Equivalent compensation. It shall be permissible, in the interest of
the service, to pay equivalent compensation on any time basis than that
specified in the salary range; 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.
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 require-
merits 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 corre-
sponding to that which the employee had been receiving upon the termination
of his previous service. If an employee is hired back at the corresponding
range and step, there is no probationary period. If an employee is reemployed
and placed on a normal entry level grade and step, probationary requirements
and salary advancements will be administered as if he is a new employee.
(f) The city administrator shall report to the city council all cases of
employment above the third step in the pay range.
18 11/1/87
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, except employees
serving a one year probationary period. Employees serving a one year
probationary period are eligible for up to 6% increase at the end of their one
year probationary period. This shall include a 2% probationary increase and up
to 4% merit increase. Subsequent salary advancements shall be merit increases
and be in accordance with the provisions of the city's performance evaluation
system unless otherwise specified by a work agreement. Merit increases are not
automatic, but must be substantiated by performance evaluation and appraisals.
Merit increases may be given in the amount of 2%, 4%, or 6% unless otherwise
specified by a work agreement, and shall be based on the following standards
and criteria:
0% - Meets and performs base job requirements.
2% - Periodically/occasionally exceeds job requirements.
4% - Routinely exceeds job requirements and standards.
6% - Almost always exceeds job requirements and standards.
(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
unless the current rate is below the minimum pay rate established for the class
to which the employee is transferring.
(b) Promotion. When an employee is promoted from a position in one
class to a position in another class having a higher maximum salary, the salary
rate of the promoted employee shall be increased to the new minimum or 4%
above his rate, whichever is higher, of pay prior to promotion. If the
promotional increase is less than 10%, the employee's anniversary date for merit
pay evaluation and increases shall remain unchanged. The employee shall be
eligible for a merit increase on his anniversary date with the limitation that the
total of the promotional increase and merit increase cannot exceed 10% in a
twelve (12) month period following the promotion date. If the promotional
increase is 10% or greater, the employee shall not be entitled to a merit
increase on his anniversary date, but shall have a new anniversary date
established which shall be the date of promotion and the employee shall be
eligible for a merit increase one year from the new anniversary date.
(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
19 11/1/8'
• watw�nri
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 AbL
shall not be eligible for promotion or a merit salary increase for a period of
one (1) year from the time of demotion.
(d) Demotion-Voluntary. When an employee is voluntarily demoted from
a position in one class to a position in a class having a lower pay range, the
rate of pay for the employee shall be reduced one (1) step, or more if
necessary, to place it within the pay range assigned to the lower class, and the
employee shall not be eligible for promotion or a merit salary increase for a
period of six (6) months from the effective date of demotion.
(e) Salary reduction. A department director 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 position 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 director. Hours worked in excess of a standard work week or
duty tour by employees covered by the provisions of the Fair Labor Standards
Act or in pay ranges 40 and below shall be compensated by payment at one and
one-half (1j) times the straight hourly equivalent rate for the classification or
by the award of compensatory time off equal to one and one-half times the
overtime hours worked at the discretion of the department director. Where
work 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 in pay range 41 and above, unless otherwise required by FLSA, shall
be compensated by the award of equivalent compensatory time off at the
discretion of the department director.
20 11/1/8?
MEMO
Department directors are eligible for compensatory 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 of employment, any employee who has accumulated
compensatory time off shall be paid for unused time at one of the
following rates:
a. The average regular rate received by such employee during the
last three years of employment.
b. The final regular rate received by such employee, whichever is
higher.
(2) Any overtime work which will result in an employee covered under
the provisions of the FLSA accumulating compensatory time above the
limits set out above, shall be compensated by payment at one and
one-half times the straight hourly equivalent rate for the employee's
classification.
(3) All departments are encouraged to utilize compensatory time in lieu
of paying overtime. The departments shall make every effort to
avoid either by the proper scheduling of their employees.
(4) The period of work which will be used for ascertaining whether or
not time worked is overtime will be determined by reference to the
FLSA.
(c) Department directors may require, out of necessity for the expedi-
tious conduct of public business or for the protection of the public: business or
for protection of the public health, safety, or welfare, that an employee work
overtime. Failure to 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.
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
21 11/1/87
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.
(a) The following shall be the criteria for treatment of personnel who
are required to carry a pager or be available to be contacted by telephone at a
designated location on a regularly scheduled basis.
(1) Pte. 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.
(2) Schedule. Supervisors who have determined a need within their areas
of responsibility for regularly scheduled stand-by shall prepare a duty
roster to provide, whenever possible, one month's notice to those
employees who are providing the service. The term of service shall
normally be one week in length.
(3) Employee responsiveness. Employees assigned this duty must be
easily contacted and ready to work at any time during the standby
duty.
Section 8-17. Emergency alert duty status. Aft
A department director or duly authorized supervisor may designate an
"EMERGENCY ALERT DUTY STATUS" whereby employees would be immediately
contacted by telephone or other acceptable means of communication. This duty
status shall normally be limited to off-duty hours between regularly scheduled
shifts or weekends. Typical situations which might prompt this action would be
as follows:
Extreme weather, to include snow, ice, wind and rain storms or other
natural disasters. Civil disobedience or other event which may threaten the
health and welfare of the general public.
Employees shall not receive pay for this duty status unless they are
required to report for duty. Compensation upon reporting for service shall be
in accord with FLSA and department rules and regulations.
22 11/1/87
RULE IX. PERFORMANCE RVALUATION
Section 9-1. Responsibilities.
(a) The city administrator shall develop and maintain an employee
appraisal system for the purposes of evaluating individual work performance,
Identifying training needs and employee development opportunities, and for
Improving the efficiency and productivity of the municipal work force. The city
administrator shall develop and cause to be maintained formal procedures to (a)
assure timely completion of employee performance evaluation forms, (b)
periodically review the evaluations of employees within department and work
units so as to ensure the equitable administration of the system, and (c) make
such studies and recommend such modifications or revisions as may be necessary
to improve the system or process.
(b) No later than ten (10) calendar days before an evaluation is due, the
department director shall notify the person responsible for the evaluation.
(c) Each department director or supervisor who reviews or conducts an
evaluation shall be responsible for its quality, consistency, and equity.
(d) No public disclosure of an employee's performance evaluation record
shall be made without the permission of the employee and the city admini-
strator. Such record shall be made available upon request to the employee; to
an appointing authority when needed in connection with a potential action for
promotion, transfer, demotion, or dismissal of the employee; or other
appropriate officer when needed in connection with an adverse action,
grievance, or other relevant matter requiring such information; and to official
investigatory agencies after a determination by the city administrator that such
disclosure is in the public interest.
Section 9-2. Employee performance evaluations.
(a) Prior to expiration of an employee's probationary period, completed
performance evaluation forms must be submitted to the city administrator.
Original appointees must obtain an evaluation of satisfactory or better to be
granted permanent 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 appointee to obtain an
evaluation of satisfactory or better shall result in the reassignment of the
employee to a position in the class held prior to the promotional appointment.
(b) Permanent full-time and permanent part-time employees shall be
evaluated by their anniversary date. An evaluation of satisfactory or better is
required to qualify employees for a pay increase of one step or increment
within the range for their classification. Employees whose present rate of pay is
at or above the maximum rate of pay for the class shall also be evaluated, but
are ineligible to receive anniversary pay increases.
23 1111/8 7
RULE X. WORK SCHEDULES AND ATTENDANCE
Section 10-1. Regular working hours; exceptions.
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) Fire Department personnel assigned to fire suppression duty.
(b) Department directors shall arrange work schedules to meet the needs
of the municipal service, providing that all work schedules for full time
employees shall not be less than eighty (80) hours in each biweekly pay period.
Section 10-2. Work schedules determined by department director.
The work schedules for employees shall be determined by the department
director. Department directors shall maintain work schedules for all employees
under their supervision on a current basis and give reasonable notice of changes
in work schedules.
Section 10-3. Required attendance.
Regular and punctual attendance at work shall be required of all
employees. Employees who fail to observe attendance requirements and
procedures for recording and reporting of attendance shall be subject to
disciplinary action.
Section 10-4. Inclement weather closings
The city 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.
RULE XI. PAID HOLIDAYS
(a) All regular employees not covered under a work agreement shall
receive their regular compensation for the following holidays:
New Year's Day
Martin Luther King Birthday
Harry S Truman's Birthday
Memorial Day
Independence Day
Labor Day
Veteran's Day
Thanksgiving Day
Friday after Thanksgiving Day
Christmas Day
When a holiday falls on a Saturday, the preceding Friday shall be
observed. When a holiday falls on a Sunday, the following Monday shall be
24 11/1/87
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 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.
RULE XII. VACATION LEAVE
Section 12-1. Amount.
(a) Each full-time regular employee shall accrue vacation leave credit at
annual rates as follow:
During the first 5 years of service. . . . . . . . . . . . . . . . . . . . . 80 hours
During the 6th year of service. . . . . . . . . . . . . . . . . . . . . . . . . . 88 hours
During the 7th year of service. . . . . . . . . . . . . . . . . . . . . . . . . . 96 hours
During the 8th year of service. . . . . . . . . . . . . . . . . . . . . . . . . . 104 hours
During the 9th year of service. . . . . . . . . . . . . . . . . . . . . . . . . . 112 hours
During the 10th year of service. . . . . . . . . . . . . . . . . . . . . . . . . 120 hours
During the 11th year of service. . . . . . . . . . . . . . . . . . . . . . . . . 128 hours
During the 12th year of service. . . . . . . . . . . . . . . . . . . . . . . . . 136 hours
During the 13th year of service. . . . . . . . . . . . . . . . . . . . . . . . . 144 hours
During the 14th year of service. . . . . . . . . . . . . . . . . . . . . . . . . 152 hours
After 15 years of service. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160 hours
(b) Members of the fire service assigned to fire suppression duty shall
accrue vacation leave credit at annual rates as follow:
During the first five years of service. . . . . . . . . . . . . . . . . . . 6 shifts
During years 6 through 10. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 shifts
During years 11 through 15. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 shifts
After 15 years of service. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 shifts
(c) Probationary employees accrue vacation leave upon successful
completion of probation and are not eligible to receive this benefit unless they
have 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
25 11/1/87
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.
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. Employees shall not be allowed to cash in accruals of vacation
time which are not in excess of the accrual limit, except at time of separation
from service, and payment for excessive accruals which cannot be taken as time
off may only be paid with substantive reason at the request of the department
director and approval of the city administrator. Vacation leave shall not be
accrued when an employee is in any non-pay status. For example, vacation
leave shall not be accrued when an employee is receiving LACERS disability
payments, long term disability payments, Workers Compensation payments, or is
on leave of absence without pay.
(b) I£ an employee leaves city employment then returns after a period of
ninety days, vacation is considered as for any new employee.
(c) All personnel who are classified as division heads or above may
accrue vacation leave to a 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 occurring during vacation period.
Any official holiday as set forth in these rules which may occur during an
employee's scheduled vacation period shall not be counted as a slay 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.
26 11/1/87
Section 12-5. Police and fim dent vacations.
Personnel in the police and fire departments shall be eligible to use
accrued vacation leave after the completion of their one year probationary
periods.
Section 12-6. Use of vacation leave.
Vacation leave may be used for the purpose of sick leave if an employee
has used all sick leave accrual. In the event an employee is receiving disability
benefits from LAGERS, vacation leave due the employee may be coordinated
with the LAGERS payments so the employee's benefits may be increased to not
more than 100% of his normal base pay as long as there is vacation leave to
draw upon.
RULE XIII. SICK (LEAVE
Section 13-1. Mount.
Each regular employee in the municipal service not covered by a work
agreement shall earn twelve (12) hours of sick leave with pay credit monthly.
Each 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. Employees may
use up to nine days each year for illness in the employee's immediate family
whose principal residence is in the employee's household, provided no one else
is available to care for the individual involved. Exceptions to this provision may
be granted by the department 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.
Probationary employees are not eligible for sick leave pay, although sick
leave accrues from the first month of employment. Full-time and permanent
part-time employees are eligible to receive sick leave pay only after they have
successfully completed probation. Probationary employees may be excused from
work as absent without pay under the conditions and terms of this section.
Police and Fire Department personnel are eligible to receive sick leave pay
after they have completed six months of their one year probationary period.
27 1111187
When an employee finds it necessary to be absent for any of the reasons
specified herein, he shall cause the facts to be reported to his department
director or division head sixty (60) minutes prior to the regular time for
reporting to work if a relief employee is required or if the employee is a
member of a work crew. All other employees shall notify their department
director or division head within thirty (30) minutes of the beginning of their
scheduled work day or duty tour. Sick leave shall not be granted unless such
report has been made.
An employee must keep his department director informed of his condition
if the absence is of more than three days duration. An employee may be
required to submit a medical certificate for any absence. Failure to 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 riot more than
100% of his normal base pay as long as there is sick leave to draw upon.
If an employee is disabled for a period of one year or more and recovers
sufficiently to return to work (medically cleared), he shall return to work at
the same pay, as a 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.
Section 13-3. Accrual.
Regular and permanent part-time employees not covered by a work
agreement may accumulate sick leave with pay credit to a maximum of one
thousand one hundred and four (1,104) hours. Sick leave does not accrue while
the employee is absent from work without pay or is receiving benefits from
Workers Compensation, long term disability insurance, or LAGERS.
Section 13-4. Incentive program.
No payment shall be made for sick leave not used. However, four (4)
hours of 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.
28 11/1/8?
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
qP 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.
RULE XIV. SPECML LEAVE
Section 14-1. Approval authority.
A department director may approve requests for special leave as defined
hereinafter in accordance with procedures established by the city administrator.
Section 14-2. Educational leave.
Educational leave with pay shall be granted to employees for attending
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 Reimburse-
ment.
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 director and
transmitted to the Director of Finance for deposit as miscellaneous revenue.
Essential personnel such as fire employees, police employees, and department
directors may be required to request to be excused from jury duty by the court.
Probationary employees are not eligible to receive paid court leave.
29 1111/87
AN
Section 14--4. Military leave.
(a) Egfiftbility. 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 compul-
sory service who voluntarily enlist, shall be granted a military leave of absence
without pay to extend to three (3) months beyond the date of termination of
active uniform service. The term "uniform service" as used herein shall include
the Army, Navy, Air Force, Marine Corps, Coast Guard, and Public Health
Service as well as all auxiliary branches of said services in which either men or
women shall be called on to serve, but shall not include services as civilian
employees of any of the services. The term "national emergency" as used
herein shall exist during such period as determined by the Federal government.
(b) Restoration. An employee returning from military leave shall be
entitled to restoration to his former position provided he makes application
within three (3) months after his release from duty and has been honorably
discharged and he is physically and mentally capable of performing the duties of
the position involved. In the event that the position he vacated no longer
exists at the time he qualifies for return to work, such person shall be entitled
to be reemployed another existing position of the same class.
(c) 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
National Guard, the Officers' Reserve Corps, or the Enlisted Reserve Corps of
the United States Government shall be entitled to leave of absence with pay
from their respective duties on all days during which they are employed with or
without pay under the orders or authorization of competent authority on active
training duty, duty with troops, field exercises, or instruction for a period not
to exceed a total of fifteen (15) calendar days in any one (1) calendar. year.
Employees requesting this leave of absence, with or without pay, shall provide
documentation of the orders or authorization of competent authority for the
time period for which military leave will be taken.
(b) All regular employees who are or may become active members of the
National 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
30 11/1/87
notification to their supervisors in accordance with departmental rules and
regulations.
Mtk
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 department director. At such times as deemed
necessary by the department director, pregnant employees shall submit to their
department director a doctor's statement indicating the employee's physical
ability to perform her job. Employees returning to work after childbirth shall
submit to their department director a doctor's statement indicating the
employee's physical ability to return to the job. Employees are required to
return to work within six weeks of delivery unless they submit a doctor's
statement of medical reasons why they cannot resume within that time frame.
Section 14-7. Leave without pay.
Regular and permanent part-time employees may be granted absence from
duty on a non-pay status for personal reasons when recommended by a depart-
ment director and approved by the city administrator subject to the following
provisions:
(a) The employee has a non-duty temporary disability as supported by
certification of a licensed physician.
(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 director and city administrator, or the director of parks and
recreation and the parks and recreation commission, as appropriate.
Application for leave without pay must be submitted in writing in a form
and manner prescribed by the city administrator. Such grants shall not exceed
a period of sixty (60) calendar days; however, extensions may be granted by the
department director with the concurrence of the city administrator in intervals
not to exceed sixty (60) calendar days.
Section 14-8. 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 within
® twenty-four (24) hours of the accident or the next business day after
notification by the injured employee.
31 11/1/8?
(b) Employees injured on the job are covered by the Missouri State
Workers' Compensation Act. This law provides specific benefits. It is the policy
of the city to provide compensation to an employee injured on the job which,
together with Workers' Compensation payment, equal the full salary of the
employee for a period not to exceed twenty-six (26) weeks. The mechanics of MW
this situation shall be that for the period of up to twenty-six weeks the city
will adjust the employee's paycheck to make up the difference between the
Workers' Compensation checks and the employee's normal base pay after taxes.
The employee will receive these checks on the regular city pay day.
(c) Supervisors shall be responsible for the investigation of accidents or
injuries involving employees assigned to their work unit. Every effort shall be
made to determine the causes of accidents or injuries and preventive measures
taken as appropriate.
Section 14-9. Absence without leave.
Any unauthorized absence of an employee from duty shall be deemed to be
an absence without pay and may be grounds for disciplinary action by the
department director. In the absence of such disciplinary action, any employee
who absents himself for three (3) or more days without authorized leave shall
be deemed to have resigned. Such absence may be covered, however, by the
department director subsequently granting leave with or without pay where
extenuating circumstances are found to have existed.
Section 14-10. Funeral leave.
Regular full-time and permanent part-time employees are eligible to use
funeral leave in the event of a death in the immediate family (no more than
three consecutive days per funeral for regular employees not covered under a
work agreement). Permanent part-time employees shall be granted a maximum
of twelve hours funeral leave. In extenuating circumstances, the city admini-
strator may approve such leave for other relatives not included herein.
Section 14-11. Personal leave
Full-time regular employees not covered by a work agreement are entitled
to one (1) working day off to be used at any time during a fiscal year,
provided the employee requests the day off and obtains permission of the
supervisor at least one (1) working day before the day off requested.
Permanent part-time employees are eligible for four (4) hours off under the
same conditions. This personal day cannot be carried over beyond a fiscal year.
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.
32 11/1/87
(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 families
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-terms 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.
RULE X`V'I. 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 Forty (40) 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 Forty-One
(41) and above, excluding department directors and city administrator, must
33 11/1/S7
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 Forty
(40). For persons laid off and holding positions in classes in pay ranges Forty-
One (41) and above, excluding department directors and city administrator, the
city will provide four weeks notice or equivalent 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. IL
possible, the hearing should be held within one work day of his being
informed of the potential need for discipline. No disciplinary action
shall be instituted until after the completion of the hearing.
Predisciplinary hearings shall supplement, not replace, the normal
grievance policy as set forth in section 18.1.
(2) The general procedure for a predisciplinary hearing shall be the
presentation of the action by the employee which is being considered
as grounds for dismissal, demotion, or suspension by the supervisor
and the opportunity for the employee to respond to the allegations.
This shall not be a full administrative hearing, but rather a means
for the department director to determine the validity of the
allegations.
(c) City Administrator and Department Directors.
(1) The city administrator and department directors may be dismissed
with or without cause. If the city administrator or a department
director is dismissed, that person shall be given thirty days written
notice of the termination, sixty days severance pay, or a combination
thereof equaling ninety days compensation. This section may be
altered by a letter of understanding agreed to by the individual and
the city.
(2) If the reason for termination of the city administrator or a depart-
ment director is embezzlement, fraud, or dereliction of duties, the
individual will not be eligible for the notice period or compensation
set forth in the preceding paragraph.
34 1111/87
Section 16-3. Return of city property.
All employees separating from the municipal service for any reason shall,
AM prior to separation, return all city-owned property and equipment issued to the
employee. Failure to do so will result in the withholding of all pay and
benefits otherwise due the employee.
Section 16-4. Discipline.
It shall be the duty of all employees to maintain high standards of
conduct, cooperation, efficiency, and economy in their work for the city.
Department directors and supervisors shall organize 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.
(c) Two or more convictions during a three year period of misdemeanors
and/or traffic charges.
(d) Intoxication or the consumption of intoxicating beverages while on
duty or 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 application or other city records, or the
altering or falsifying of time cards, work records, or job records.
(h) Incompetence or inability to perform the duties required.
(i) Intentional damage or negligence in the care and handling of city
property.
(j) Violation of any lawful and reasonable official regulation made or
given by his superior, where such violation or failure to obey amounted to an
act of insubordination or a serious breach of proper discipline, or resulted, or
® might reasonably have been expected to result, in loss or injury to the city or
to the public.
35 11/1/87
(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, or wage increase.
(p) Recurring failure to pay just debts due or owing, including taxes,
licenses, or fines due the city, or failure to make reasonable provision for the
future payment of such debts, thereby causing annoyance to the city, his
superiors, embarrassment to the city, his supervisors, or embarrassment to the
service.
(q) Absence from duty, without leave, contrary to these rules, or failure
to report after leave of absence has expired or after such leave of absence has
been disapproved or revoked and cancelled by the proper authority.
(r) Unauthorized use of city vehicles, tools, equipment, 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.
36 11/1/67
(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 director to the employee and the city administrator
and shall state the specific actions leading to the reprimand. This action is
normally taken by the employee's supervisor.
(c) Suspension. Suspension is the temporary removal from duty status
without pay of an employee for cause, for a specified or indefinite period.
Suspension shall be approved by the department director and reviewed by the
city counselor and city administrator prior to completion of the action.
(1) An employee may be suspended for an indefinite period when the
department director determines such action is necessary and in the
best interests of the city in cases where an employee is charged and
awaiting trial for a criminal offense involving matters apparently
prejudicial to the reputation of the city.
(2) When an employee has acted or is alleged to have acted in a manner
which would be cause for dismissal, the employee may be suspended
for a period not in excess of one month while such charges are
investigated.
(3) Whenever an employee is suspended pending trial or investigative
outcomes and is subsequently exonerated, the employee shall be
reinstated without loss of pay or benefits.
is (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 director 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 director and reviewed by the city counselor and city admini-
strator prior to completion of the action. A hearing is required prior to the
approval if a dismissal.
(f) Referral. 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) Personnel file. Copies of all disciplinary actions will be placed in the
employee's personnel file. After a period of three ,years such copies will be
removed from the files and destroyed.
37 11/1/87
Section 16-6. Reduction in force; layoff.
A department director may separate any employee without prejudice
because of lack of funds or curtailment of work, after giving proper notice as AINk
set forth in section 16.2. However, no regular employee shall be separated froin
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.
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 directors, 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, including himself. Fellow employees and
city officials will be invited to attend at their own expense.
RULE XYII. 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.
(a) Supervisors, division heads, and department directors shall:
(1) Be responsible for the establishment and implementation of appro-
priate safety standards within their respective activity areas, for
periodically reviewing accident frequencies to determine and correct
causes, and for identifying and correcting safety hazards.
(2) Ensure that all new employees, including seasonal, temporary, and/or
38 11/1/87
part-time employees are thoroughly advised, Instructed, and supervised
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 for
documentation and future prevention of on--the-job injuries and
hazardous conditions.
(b) All employees shall:
(1) Be thoroughly familiar with safety requirements and practices ap-
plicable to their respective work assignments.
(2) Actively observe safety practices, and .report unsafe or potentially
dangerous conditions and accidents or injuries to their supervisor
immediately.
(3) Refrain from engaging in horseplay, wrestling, hazing of co-workers,
and any other unsafe practice under penalty of disciplinary action up
to and including dismissal.
Section 17-2. 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 city 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 personnel and safety officer shall assist the department director
on any training programs for employees. Each department shall develop proce-
dures 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 accommodate outside training and shall estab-
lish a method to approve the schedule changes.
(b) 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.
(1) Grade of "C" or better in a course directly related to the
employee's job: 75% reimbursement
(2) Grade of "C" or better in a course indirectly related to the
employee's job: 50% reimbursement
39 11/1/87
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. AIN
Pay days shall be on a biweekly 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.
Section 17-4. Uniforms; clothing provisions.
The city will provide for the uniform and special clothing needs of its
employees. The needs will be met by the purchase or lease of the appropriate
uniforms and clothing, and will generally include dry cleaning services where
necessary. The employee will be responsible for proper care and use of
clothing and uniforms and the laundering of same, if appropriate. Each
department will develop a replacement schedule based upon normal wear and
usage.
Section 17-5. Attitude and appearance.
A friendly and courteous attitude by city employees toward the public and
co-workers is required at all times. Similarly, employees are expected to
deliver prompt, thorough, and efficient service to consumers to the best of
their ability. All employees are required to maintain a neat and clean personal
appearance. Each employee shall be subject to specific department rules and
regulations concerning proper clothing, personal hygiene, and grooming.
Section 17-6. City physician.
The city may retain a physician(s) to perform services for the city. These
services may include pre-employment physicals, disability retirement physicals,
examinations and or treatment of on-the-job injuries, and verification of illness
and or injury, among other services. An employee may be directed by his
supervisor to see the retained physician(s) at the expense of the city, and it
will be the responsibility of the employee to matte any scheduled appointments
with the retained physicians(s).
RUDE XVIII. 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 grievance 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.
40 11/1/87
(b) Grievance procedure.
(1) 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 a
written grievance report of the action or incident in question to his
immediate supervisor. Within three (3) working days after receiving
such grievance, the immediate supervisor shall furnish the employee
with a written reply to the grievance.
(3) Appeal to department director. If the written reply to the grievance
is not satisfactory, the employee may, within five (5) working days
after receiving the reply, submit an appeal in writing to his
department director. The department director shall confer with the a
grieved employee and or his authorized representative before
rendering a decision. Such decision shall be reduced in writing and
shall be delivered to the a grieved employee within five (5) working
days of the date on which the appeal was received by the department
director.
(4) Appeal to city administrator. If the appeal to the department
director fails to resolve the grievance, the employee may, within five
(5) working days of receipt of the decision on the grievance, submit
an appeal in writing to the city administrator. Within fifteen (15)
working days of the receipt of such an appeal, the city administrator
or his representative shall hear matters pertinent to the grievance.
The decision of the city administrator shall be final and no further
right of appeal shall be provided employees. The city administrator
shall forward one copy of the course of action he intends to follow
to the employee concerned and to the department director.
(c) Classification grievances. All grievances pertaining to the
classification of an employee shall be made in writing to the city administrator
through the department director. The decision of the city administrator shall
be final in all matters of classification, and the employee shall not have further
right or appeal.
(d) Compensation Frievances.The pay range established for a given class
of work shall not be subject of the grievance procedure.
(e) Termination appeals. All appeals of terminations shall be made to the
city administrator within five working days of the effective date of the
termination.
Section 18-2. Conduct of investigation.
In connection with the review of a grievance, appeal, or for any other
purpose necessary to determine the adherence to any provision of these rules,
the city administrator may conduct such investigation involving the production
of records or reports by a municipal department.
41 11/1/87
Section 18-3. Police.
The grievance procedure for all uniformed members of the police depart-
ment shall be conducted in accordance with rules and regulations of the Police
personnel board.
Section 18-4. Parks and recreation department.
The grievance procedure for employees of the parks and recreation depart-
ment shall follow the procedures set forth above with the exception that all
final appeals shall be made to the parks and recreation commission instead of
the city administrator.
RULE XVIX. 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 register.
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 history, AM
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 correspond-
ence and data related to the moral character and reputation of applicants for
employment or employees of the city; files, statements, reports, correspondence,
and other data in connection with and related to investigations of violations of
these rules and regulations; examination materials, questions, data, and examina-
tions and tests conducted by the city; and such other confidential papers as
specified in these rules or by action of the city administrator, personnel records
shall be public records. Such records shall be open to inspection by the public
during regular office hours, at reasonable times, and in accordance with such
procedures as the city administrator may provide. Salary range and position
classification information, as well as class specifications and basic employment
information, shall in all cases be made available to the public on request at
reasonable times.
W
42 11/1/87
RULE XX. TRAVEL EXPENSES
Section 20-1. Policy.
Department directors, other city officers, regular and salaried employees
shall be reimbursed for official travel and related expenses while carrying out
official duties, or attending professional conferences and training courses which
will benefit both the employee and the city.
All persons authorized to travel shall be reimbursed for actual air, bus, or
train fare to and from the travel destination, actual 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 least
amount of the expensive quote.
A travel advance may be obtained by submitting a ren•„est 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 tha regular accounts payable
system. Departments should allow ample time for processing of travel advance
requests.
Section 20-3. Reimbursable expenses.
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 director.
(c) Overnight lodging.
(d) Meals and tips.
(e) Other reasonable and related expenses.
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.
43 11/1/8?
(b) Personal expenditures such as valet service, laundry and cleaning,
entertainment, or side trips.
Section 20-5. `vacation combined with official travel. Aft
Employees wishing to combine a vacation by private vehicle with a
business or convention trip must have their department director's approval, or
where appropriate, the city administrator's approval. The employee will be
reimbursed for travel to the destination based upon the 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 noted
on the expense voucher.
All Travel Expense Vouchers must be approved by the department director
and city administrator before the finance director's office will authorize
processing for payment.
Section 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:
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. Aft
44 11/1/87
Firefighters receiving a meal allowance will not receive per diem
allowances for days they are scheduled to work.
Aft
RULE XXI. 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) Campaign fund raising, or other partisan political activities on city
premises while in the performance of duties and responsibilities as an employee
of the city.
(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 director, or other city official.
Sec. 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 lacy
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 position
of the municipal service over which he exercises jurisdiction or control, any
person who is a relative of the city employee. This section shall not apply to
employees previously exempted by ordinance from these provisions.
Section 21-4. Outside employment.
Employment by another employer in a full-time, part-time, or temporary
position outside of regularly scheduled working hours may be approved by the
department director. Employees shall notify the department director no less
than ten (10) days prior to their anticipated date of employment. The depart-
ment director may approve such employment if he determines that the employ-
ment 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
.0 withdrawn by the department director if the above conditions are not met.
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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, insti-
tution, 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 organi-
zation. No employee shall receive any payment, gifts, favors, or other consid-
eration from any person, firm, institution, corporation, or other establishment
supplying goods or services to the city.
Section 21-6. Penalties
Any employee found guilty of any violation of this section shall be subject
to any disciplinary action up to and including dismissal as defined by these
rules, and such other penalties as may be deemed appropriate and consistent
with the laws of the City of Jefferson and the State of Missouri.
RULE XXII. MANAGEMI T RIGHTS
The city shall retain the sole right And authority to operate and direct the
affairs of the city in all its various aspects. Among these rights are the city's
right to determine its mission and set standards for service offered the public;
to direct the working forces; to plan, direct, control, and determine the
operations or services to be conducted in and by the employees of the city; to
assign and transfer employees; to hire, promote, and demote employees; and to
suspend, discipline, or discharge employees 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
consideration; to make and enforce rules and regulations; and to change
methods, equipment, or facilities.
RULE XXIII. SA`iINGS CLAUSE AND AMENDMENT
Section 23-1. 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 23-2. 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 directors and such other officials as the city administrator deems
appropriate.
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