HomeMy Public PortalAboutORD09626 BILL NO.
INTRODUCED BY COUNCILMAN
ORDINANCE NO.
t,
AN ORDINANCE OF THE CITY OF JEFFERSON, MISSOURI , ADOPTING
PERSONNEL RULES AND REGULATIONS FOR THE MUNICIPAL SERVICE
OF THE CITY OF JEFFERSON, MISSOURI .
BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF JEFFERSON,
r MISSOURI , AS FOLLOWS :
SECTION 1. The City Council of the City of Jefferson,
:i
Missouri, hereby adopts as its official personnel rules and
regulations for the municipal service of the City of Jefferson
the document noted Exhibit "A" and dated May 4, 1981, attached
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hereto and made a part hereof, which is entitled "Personnel Pules
and Regulations for the Municipal Service of Jefferson City,
r: Missouri" .
SECTION 2. Any ordinance, or part of any ordinance, in
conflict herewith is hereby repealed.
SECTION 3. This Ordinance shall take effect and be in
force from and after its passage and approval.
Passed Approved
res' ent of the Puncil Mayor
ATTEST:
Fi
JL
ty Clerk
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PERSONNEL RULES AND REGULATIONS
FOR THE MUNICIPAL SERVICE
OF
® JEFFERSON CITY, MISSOURI
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1
PERSONNEL RULES
AND
REGULATIONS
TABLE OF CONTENTS
PAGE
RULE I GENERAL PROVISIONS . . . . . . . . . . . 1
1.1 Purpose of Rules
1.2 Positions Covered by the Rules
1.3 Administration of the Rules
1.4 Departmental Regulations
RULE II DEFINITIONS OF TERMS . . . . . . . . . 2
RULE III EQUAL EMPLOYMENT OPPORTUNITY . . 7
3.1 Policy
3.2 Affirmative Action Program
® RULE IV APPLICATIONS AND APPLICANTS . . . . . 8
4.1 Recruitment
4.2 Application Form
4.3 Disqualification
4.4 Disqualification by Reason of Police Record
4.5 Examinations
a. Competitive Examinations
b. Promotional Examinations
c. Police
4.6 Examination Administration
4.7 Rating of Examinations
a. Sound Heasurement Techniques and Procedures
b. Rating of Training and Experience
4.8 Medical Examinations
4.9 Residence Requirements
RULE V APPOINTMENTS AND PROBATIONARY PERIOD 12:
5.1 Appointments
a. Regular, Part-time and Temporary Positions
b. Provisional Appointments
c. Emergency Appointments
5.2 Transfer
5.3 Appointment Forms
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RULE VI PROBATIONARY PERIOD . . . 14
6.1 Purpose
6.2 Duration
6.3 Evaluation and Counseling
6.4 Termination During Initial Probationary Period
6.5 Demotion During Probationary Period
6.6 Extension
6.7 Permanent Status
. RULE VII POSITION CLASSIFICATION PLAN. . . . . . 16
7.1 The Classification Plan
a. Outline
® b. Class Specifications
7.2 Purpose of the Classification Plan
7.3 Administration of the Classification Plan
7.4 Classification of Positions
7.5 Effect of Classification Changes on Incumbent
7.6 Class Specifications
a. Nature -of Specifications
b. Implied Qualifications
c. Interpretation of Class Specifications
1. Class Title
2. Nature of Work
3. Examples of Work Performed
4. Required Knowledges, Abilities,
and Skills
5. Minimum Training and Experience
Required
6. Necessary Special Requirement
7.7 Use in Selection Process
7.8 Use of Class Titles
RULE VIII THE COMPENSATION PLAN . . . . . . . . . 23
8.1 Authority to Establish Salaries
8.2 The Compensation Plan
8.3 Standards for Determination of Pay Ranges
8.4 Amendment of the Compensation Plan
8.5 Total Remuneration
8.6 Dual Employment Prohibited
8.7 Special Assignments
8.8 Application of the Compensation Plan
a. Rates
b. Minimum and Maximum Rates
c. Equivalent Compensation
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d. Part-Time and Temporary Employment
8.9 Beginning Salary
8.10 Salary Advancements
8.11 Pay Rate Adjustments
a. Transfer
b. Promotion
c. Demotion-Involuntary
d. Demotion-Voluntary
e. Salary Reduction
8.12 Pay Anniversary Dates
8.13 Temporary Assignment to Higher Level Position
8.14 Overtime and Compensatory Time
8.15 Call Back Time
RULE IX PERFORMANCE EVALUATION . . . . . . . . . 29
9.1 Responsibilities
9.2 Employee Performance Evaluations
RULE X HOURS OF WORK AND ATTENDANCE 31
10.1 Hours of Work
10.2 Work Schedules
10.3 Attendance
RULE XI PAID HOLIDAYS . . . . . . . . . . . . . 32
RULE XII VACATION LEAVE . . . . . . . . . . . . . 33
12.1 Amount
12.2 Accrual
12.3 Terminal Leave
12.4 Holidays Occurring During Vacation Period
RULE XIII SICK LEAVE . . . . . . . . . . . . . . . 35
13.1 Amount '
13.2 When Taken
13.3 Accrual
RULE XIV SPECIAL LEAVE. . . . . . . 36
14.1 Approval Authority
14.2 Bereavement Leave
14.3 Court Leave
14.4 Military Leave
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PERSONNEL RULES
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a. Eligibility
b. Restoration
c. Salary
d. Disposition of Vacation and Sick Leave
14.5 Military Training Leave of Absence
14.6 Maternity Leave
14.7 Leave Without Pay
14.8 Occupational Injury Leave
14.9 Absence Without Leave
RULE XV HEALTH AND LIFE INSURANCE, RETIREMENT,
AND DEFERRED COMPENSATION PLANS 40
15.1 Health and Life Insurance
15.2 Retirement Plans
15.3 Deferred Compensation
® 15.4 Mental Health Services
RULE XVI SEPARATION AND DISCIPLINARY ACTIONS . . . . 41
16.1 Resignations
16.2 Termination
16.3 Return of City Property
16.4 Discipline
16.5 Disciplinary Actions Defined
a. Oral Reprimand
b. Written Reprimand
c. Suspension
d. Demotion
e. Dismissal
f. Copies of Disciplinary Actions
16.6 Reduction in Force - Layoff
16.7 Retirement
16.8 Honoring of Retirees
RULE XVII EMPLOYEE RELATIONS • • • • • • . . . . . . . 46
17.1 Health and Safety
17.2 General Training Activities
17.3 Pay Periods - Pay Days
17.4 Uniform - Clothing Provisions
17.5 Attitude and Appearance
RULE XVIII APPEALS AND GRIEVANCES . . . . . . . . . . . 48
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18.1 Grievance Policy
a. Representation
b. Grievance Procedure
1. Oral Report
2. Written Report
3. Appeal to Appointing Authority
4. Appeal to City Administrator
c. Classification Grievances
d. Compensation Grievances
e. Retroactive Adjustment
18.2 Conduct of Investigations
18.3 Police
18.4 Parks and Recreation Department
® RULE XVIX RECORDS AND REPORTS. . . . . . . . . . . 50
19.1 Personnel Records
19.2 Service Register
19.3 Reports
19.4 Public Records
RULE XX TRAVEL EXPENSES. . . . . . . . . . . . . 51
20.1 Policy
20.2 Travel Advances
20.3 Reimbursable Expenses
20.4 Non-Reimbursable Expenses
20.5 Vacation Combined With Official Travel
20.6 Travel Reimbursement or Repayment of Advance to
City
20.7 Use of Personal Vehicle for Official Business
RULE XXI PR0HIBITI0NS AND PENALTIES . . . . . . . 53
21.1 Participation in Political Activities
• 21.2 Discrimination
21.3 Nepotism-Restriction on Employment of
Relatives
21.4 Outside Employment
21.5 Conflict of Interest
21.6 Penalties
. RULE XXII MANAGEMENT RIGHTS. . . . . . . . . 55
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RULE XXII SAVINGS CLAUSE AND AMENDMENT. . . . . . . 56
22.1 Savings Clause
22.2 Amendment
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RULE I
® GENERAL PROVISIONS
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 appoint-
ment, promotion, transfer, layoff, dismissal, discipline, and other
related conditions of employment.
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 super-
vision of the Park Board, shall be charged with the responsi-
bility for the administration of these rules as they affect
employees of the Parks and Recreation Department.
Section 1.4 DEPARTMENTAL REGULATIONS:
These rules shall not be construed as limiting in any way the power
and authority of any department head to make departmental rules and
regulations governing the conduct and performance of employees.
Departmental rules and regulations shall not conflict with provisions
of these rules. Departmental rules shall be approved by the City
Administrator and shall be published and a copy furnished each
employee to whom they apply. Such rules and regulations, when
approved, published, and distributed as herein provided, shall have
• the force and effect of rules of that department and disciplinary
action may be based upon breach of any such rules and regulations.
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RULE II
® DEFINITIONS OF TERMS:
The following words and phrases shall have the meanings indicated through-
out these rules except where the context clearly indicates otherwise.
ANNIVERSARY DATE
The effective date of completion of the probationary period shall consti-
tute an employee's initial anniversary date for purpose of performance
evaluation and merit pay increases. Thereafter, the effective date of
merit pay increases shall constitute the employee anniversary date.
APPEAL
Any permanent employee in the classified service who is separated, demoted,
or suspended shall have the right of appeal. Permanent employees of the
Police Department shall have the right of appeal to the Police Personnel
Board. Permanent employees of the Parks and Recreation Department shall
have the right of appeal to the Park Board. All other permanent employees
shall have the right of appeal to the City Administrator.
APPOINTING AUTHORITY
The officer, employee, or board having the power of appointment and re-
moval of subordinate positions in any office, department, or division, or
any person or group of persons having the power by virtue of ordinance or
other lawfully delegated authority to make appointment to positions in the
municipal service.
APPOINTMENT
The designation to a position in the municipal service of a person who has
qualified for the appointment through an appropriate selection process.
ASSEMBLED EXAMINATION
An examination for which applicants are required to appear at a specific
place for the purpose of taking a written test.
CERTIFICATION
The act of supplying an appointing authority with an appropriate number
of names of applicants who are eligible, in accordance with legal provi-
sions and these rules, for appointment to a position.
CITY ADMINISTRATOR
The duly appointed City Administrator of the City of Jefferson or
his designee.
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® CLASS
One or more positions sufficiently similar in respect to assigned work
duties and responsibilities that the same class title may be reasonably
and fairly used to designate each position allocated to the class, that
the same minimum education and work experience qualifications may be re-
quired, and the same salary range may apply with equity.
CLASSIFICATION
The original assignment of a position to an appropriate class on the
basis of the kind, difficulty, and responsibility of work to be performed.
CLASS SERIES
The arrangement in sequence of classes that are alike in kind of work
and responsibility, but not at the level of assigned work and responsi-
bility.
CLASS SPECIFICATION
A written statement of the characteristic duties, responsibilities, and
qualification requirements that distinguish a specific class from other
classes.
DEMOTION
The movement of an employee from a position in one class to a position
in the same or other class having a lower maximum salary rate because of
disciplinary reasons, incapacity to perform the work, inefficiency or
unsatisfactory work performance.
DEPARTMENT
Any of the departments under the jurisdiction of the City or Park Board,
now or as hereafter established.
DEPARTMENT HEAD
The officially appointed head of a�zy department.
ELIGIBLE
• A person whose name is on a current eligible list and who may under these
rules be certified for appointment to a position in the municipal service.
EMERGENCY
A sudden and unforeseen happening that requires the unscheduled services
of an employee to protect the health, welfare, and safety of the community.
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FIRE ADMINISTRATION
gMembers of the administrative staff of the Fire Department including the
Fire Chief, Assistant Fire Chiefs, Fire Training Officer, and clerical
personnel.
GRIEVANCE
A grievance is a disagreement relating to employment, personnel rules and
regulations, and working conditions or relationships between an employee
and his supervisor or other employees.
HE (HIS, HIM)
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 mis-
conduct on the part of the employee.
ORIGINAL EMPLOYMENT DATE
First date of official appointment to a position in the municipal service
after appropriate certification and for any period of continuous service.
PERMANENT EMPLOYEE
A regular employee who has successfully completed the appropriate proba-
tionary period.
POSITION
A group of current duties and responsibilities assigned or delegated by
competent authority, requiring the full-time, part-time, or temporary
employment of one person.
a. REGULAR: A position included in the adopted annual budget that is
neither specified as part-time or temporary employment, nor limited
for a period of less than the budget year; also any such position
established during a given budget year unless the appointing author-
ity certifies that such position will not be continued in the suc-
ceeding year's budget; the hours of work for which are not less than
1560 per year.
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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 de-
partment; non-permanent employment lasting less than six (6) calen-
dar months.
PROBATIONARY PERIOD
A working test period during which a regular employee, newly appointed
or promoted, is required to demonstrate his fitness by actual performance
of the duties of the position to which he 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 as-
signed to a class different from the one to which it was previously class-
ified.
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
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of the same class, or to another class having the same maximum salary
rate, involving the performance of similar duties and requiring essen-
tially the same basic qualifications.
UNASSEMBLED EXAMINATION
An examination process which consists of the rating of training and work
experience and/or an oral interview.
VACANCY
A duly created position which is not occupied and for which funds have
been provided.
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RULE III
EQUAL EMPLOYMENT OPPORTUNITY
Section 3.1 POLICY:
It is the intent of the City that all personnel activities shall be con-
ducted in a manner that will assure equal employment opportunity for all
persons on the basis of merit, without regard to political affiliation,
race, color, religion, national origin, sex, marital status, age, han-
dicapping condition, or other non-merit factor. This policy shall in-
clude all personnel practices related to the employment process, promo-
tions, demotion, transfer, lay-off, termination, compensation, benefits,
training, and general treatment of employees.
Section 3.2 AFFIRMATIVE ACTION PROGRAM
® The City Administrator shall be responsible for the development and ad-
ministration of an affirmative action program to aid in achieving full
realization of equal employment opportunity. Such program shall include:
a. A statement of purpose.
b. Procedures for determining or identifying problem areas and factors
to be used in determining whether minorities, females or handicapped
persons are underutilized in an occupational grouping.
c. Procedure and responsibility for developing action oriented programs
designed to eliminate problems; to assure equal employment opportun-
ity for all members of the available labor pool; and to foster upward
mobility for present employees.
d. Criteria for establishing affirmative action goals.
e. Designation of responsibility for dissemination, implementation, com-
pliance, and audit.
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RULE IV
APPLICATIONS AND APPLICANTS
Section 4.1 RECRUITMENT:
Notice of employment opportunities in the municipal service shall be pub-
lished by posting announcements on official bulletin boards, and in such
other places as the City Administrator deems advisable, including, as ap-
propriate, at least one newspaper in general circulation in Jefferson
City, Missouri. Notice of all examinations for promotion shall be pub-
lished by posting and other methods, but need not be published in any
newspaper. The announcements shall specify the class title and salary
range of the class for which the examination is announced; the nature of
the work to be performed; the minimum qualifications required for the per-
formance of the work of the class; the time, place, and manner of making
application; the closing date for receiving applications; and other per-
tinent information.
® Section 4.2 APPLICATION FORM:
All applications shall be made on forms prescribed by the City Adminis-
trator and shall be filed on or prior to the closing date specified in
the announcement. Applications may require information concerning person-
al characteristics, education, experience, references, and other pertinent
information. All applications shall be signed and the truth of the state-
ments contained therein certified by such signature. The City Administra-
tor shall require such proof of age, education, experience, and other
claims as may be appropriate.
Section 4.3 DISQUALIFICATION:
The City Administrator may refuse to examine an applicant, or, after exam-
ination, may disqualify such applicant, remove his name from an eligible
list, refuse to certify him, or may consult with the appointing authority
in taking steps to remove such person already appointed if:
a. He does not meet the preliminary requirements established for the per-
tinent class.
b. He is so physically or mentally disabled as to render him unfit for
the performance of the duties of the class.
c. He is addicted to the use of narcotics or the habitual use of intoxi-
cating liquors to excess.
d. He has made a false statement of material fact in his application.
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e. He has used or attempted to use political pressure or bribery to
secure an advantage in the examination.
f. He has directly, or indirectly obtained information regarding the
examination to which, as an applicant, he was not entitled.
g. He has failed to submit his application correctly or within the pre-
scribed time limits.
h. He has taken part in the compilation, administration, or correction
of the examination for which he is an applicant.
i. He has previously been dismissed from a position in the municipal
service for cause or has resigned while charges for dismissal for
cause were pending.
J . He has otherwise willfully violated the provisions of these rules.
k. He has established an unsatisfactory employment or personnel record
® as evidenced by reference check of such a nature as to demonstrate
unsuitability for employment.
1. He has taken for another or allowed another to take for him all or
part of any examination, or has been found cheating in any other way
on an examination.
Whenever an application is rejected, notice of such rejection shall be
given to the applicant. Applications, whether accepted or rejected,
shall remain on file and shall not be returned.
Section 4.4 DISQUALIFICATION BY REASON OF POLICE RECORD:
All applicants who have been convicted of a felony or misdemeanor involv-
ing infamous or disgraceful conduct, or moral turpitude may have their
applications rejected.
Section 4.5 EXAMINATIONS
a. COMPETITIVE EXAMINATIONS: Examinations shall relate to those mat-
ters which fairly test the aptitude capacity and fitness of the per-
sons examined to discharge the duties of the position sought after
by them. Examinations may be assembled or unassembled and may in-
clude written, oral, physical, or performance tests, or any combina-
tion of these. They may take into consideration such factors as
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education, experience, aptitude, knowledge, character, physical fit-
ness, or any other qualifications or attributes which enter into the
determination of the relative fitness of applicants.
b. PROMOTIONAL EXAMINATIONS: Promotional examinations shall be of kind
and character similar to those for original appointment to the ser-
vice. In addition to other factors, promotional examinations may
take into consideration the quality and length of service where re-
cords are available to provide the basis for such rating.
c. POLICE: Entry-level and promotional examinations for sworn police
positions shall be administered by the Police Personnel Board.
Section 4.6 EXAMINATION ADMINISTRATION:
Examinations shall be announced and held at such times and places, as
most nearly meet the needs of the service. The tests shall be conducted
by persons designated by the City Administrator.
Section 4.7 RATING OF EXAMINATIONS:
® a. Sound measurement techniques and procedures shall be used in rating
the results of examinations and determining the' relative standings
of the competitors. In all examinations the minimum ratings by which
eligibility may be achieved shall be set by the City Administrator.
The final examination grade may be based on all factors of the ex-
amination including educational requirements, experience, and other
pertinent information. The final earned rating of each competitor
shall be determined by computing the earned ratings on each part of
the examination in accordance with the weights established for each
part prior to the date of the examination. All competitors may be
required to obtain at least a minimum rating in each or any part of
the examination in order to receive a final passing grade or to be
allowed to participate in the remaining parts of the examination.
b. When a rating of training and experience form a part of the examina-
tion, the City Administrator shall develop such procedures for the
evaluation of these factors as will serve to assist in the selection
of the best qualified candidates. These procedures shall take into
consideration the quality, recency, and amount of experience, and
the pertinence, quality, and amount of education.
Section 4.8 MEDICAL EXAMINATIONS:
The City Administrator may determine by medical examinations whether ap-
plicants for any position or employees possess the prescribed standard
of health and physique. Any such medical examinations shall be conducted
at the City's expense by a physician designated by the City.
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Section 4.9 RESIDENCE REQUIREMENTS:
a. All applicants for employment in the municipal service must
have a principal place of domicile located within ten (10) miles
of the corporate boundaries of the City of Jefferson, or obtain
such within six (6) months following appointment.
b. Applicants appointed to the classes listed below must be resi-
dents of the City of Jefferson or move within the corporate
boundaries of the City within six (6) months of appointment.
All direct moving expenses will be paid by the City.
City Administrator Director of Public Works
City Counselor Assistant Director of Public
City Clerk Works
Police Chief Wastewater Utilities Superin-
Police Captain tendent
Police Lieutenant Transit Supervisor
Fire Chief Automotive Equipment Mechanic
Assistant Fire Chief Supervisor
Finance Director Director of Planning and Code
Director of Parks and Enforcement
Recreation Director of Transportation
Animal Control Supervisor Street Superintendent
C. An extension of the six (6) month time limit establshed herein
may be granted in unusual cases by the City Administrator, or
Park Board, as applicable.
d. Direct moving expenses required to comply with the provisions
of this Section for appointees to classes other than those
specifically set forth above may be reimbursed by the City in
cases in which qualified candidates cannot be found residing
within ten (10) miles of the corporate boundaries of the City.
Such payments must be approved by the City Council.
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RULE V
APPOINTMENTS AND PROBATIONARY PERIOD
Section 5.1 APPOINTMENTS:
a. REGULAR, PART-TIME, AND TEMPORARY POSITIONS: Appointments to fill
vacancies in regular, part-time, and temporary positions shall
only be made following certification from an open or promotional
eligible list. If the eligible selected declines the appointment
or is unable to serve, evidence of such refusal or inability shall
be transmitted to the City Administrator and he shall certify, if
so requested, an additional eligible in place thereof. Upon being
notified of a promotion, the relinquishing department may delay the
eligible's promotion until the beginning of a pay period but not to
exceed three (3) weeks.
b. PROVISIONAL APPOINTMENTS: When there is no appropriate list avail-
able, or when there is not a sufficient number of persons on appro-
priate lists who are willing to accept appointment, the City Admin-
istrator may authorize the provisional appointment of a person
meeting the established minimum qualifications for the class to
which the position is allocated. All provisional appointments must
be made at the minimum rate of pay established for the class. Any
such provisional appointment shall terminate not later than ten
(10) days after an appropriate list is established. 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 employ-
ee is subsequently appointed to the same or another position. Pro-
visional appointments shall be limited to sixty (60) calendar days
in duration.
c. EMERGENCY APPOINTMENTS: In the case of an emergency which could not
have been foreseen, such as but not limited to a flood, tornado, or
blizzard, which requires the immediate employment of one or more per-
sons to prevent serious impairment of the public business and for
which it is not practicable to secure the needed person or persons
by certification from an eligible list in time to meet the emergency,
an appointing authority may appoint any qualified person during such
emergency for a period not exceeding thirty (30) days. The City
Administrator shall have the right to make such investigation as he
deems necessary to determine whether an emergency actually exists,
and his decision shall be final so far as the auditing and disburs-
ing officers are concerned. In no case shall successive emergency
appointments be made.
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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-depart-
mental transfers must be approved by the requisitioning department, and
employee concerned. The relinquishing department may delay the transfer
until the beginning of a pay period, but not for a period in excess of
three (3) weeks.
Section 5.3 APPOINTMENT FORMS:
No duly appointed employee may be, placed on the payroll until all ap-
pointment and other forms have been properly completed and signed by
the City. Administrator.
e
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RULE VI
PROBATIONARY PERIOD
Section 6.1 PURPOSE:
The probationary period shall be an integral part of the examination
process and shall be utilized by the department head as an opportunity
to observe the new employees work, to train and aid the new employee
in adjustment to his position, and to reject any employee whose work
performance fails to meet required work standards.
Section 6.2 DURATION:
All original and promotional appointments shall be tentative and sub-
ject to a probationary period. For entry-level police and fire ser-
vice positions the probationary period shall be one year from the date
of appointment. All other original and promotional appointments shall
be subject to a probationary period of six months.
Section 6.3 EVALUATION AND COUNSELING:
Supervisors shall observe the employee's work performance and shall
counsel a probationary employee whose work performance is marginal or
inadequate. Employees must be notified in writing of the steps that
must be taken to achieve an acceptable level of work performance.
Section 6.4 TERMINATION DURING INITIAL PROBATIONARY PERIOD:
Continued inadequate performance after counseling shall constitute
grounds for termination. The department head shall notify the City
Administrator in writing of his intention to terminate 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 termination. A department head may terminate an employee with-
out notice for cause as defined by Section 16.4 of these rules, with
the exception of Section 16.4(8) .
• Section 6.5 DEMOTION DURING PROBATIONARY PERIOD:
Promotional appointees who continue to exhibit inadequate performance
after counseling shall be demoted to a position in the class held prior
to the promotional appointment. The department head shall notify the
City Administrator in writing of his intentions to demote an employee
as provided in this Section. If approved, the employee shall be
14
1 ,
enotified 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.
Section 6.7 PERMANENT STATUS:
At least ten (10) working days prior to the expiration of an employee's
probationary period and in such manner as the City Administrator may
prescribe, the department head shall notify the City Administrator 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 head. Upon re-
ceipt by the City Administrator of a favorable report, the appointment
of the employee shall be made permanent at the expiration of the proba-
tionary period.
O
15
RULE VII
POSITION CLASSIFICATION PLAN
Section 7.1 THE CLASSIFICATION PLAN:
A position classification plan, based upon and graded according to as-
signed work duties and responsibilities shall be developed and main-
tained 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,
classes may be established, combined, abolished, or changed. The
position classification plan shall include:
a. An outline .of classes of positions in the municipal service arranged
in appropriate occupational groups.
b. Class specifications in such form as prescribed by the City Adminis-
trator and approved by the City Council.
Section 7.2 PURPOSE OF THE CLASSIFICATION PLAN:
a. To provide like pay for like work.
b. To establish educational and work experience qualifications, stan-
dards 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 posi-
tions.
d. To assist appointing authorities in determining personal 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.
16
® 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 res-
ponsibilities of existing positions have undergone significant change.
Also, when he is notified that new positions are to be established or
upon request of an appointing authority, department head, or affected
employee, 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, he may amend the classification plan 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 posi-
tion in the class; and
2. The same kinds and levels of work, education, experience, know-
ledge, ability, skill and other qualifications may be required
of incumbents; and
3. Similar tests of fitness may be used to examine and rank incum-
bents; and
4. The same range of compensation will apply equally under substan-
tially 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 as-
sembled into a class series of two (2) or more levels.
c. Compensation or present pay range shall not be a factor in determin-
ing the classification of any position or the standing of any incum-
bent.
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
educational and experience qualifications for such position, and the
17
® relationship thereof to other classes. The examples of duties set
forth in such class specification shall not be construed as all in-
clusive or restrictive, and an example of a typical task or a
combination of two or more examples of work performed shall not be
taken, without relation to all parts of the specification, as deter-
mining that a position should be included within a class.
e. No employee whose position has been allocated to its appropriate
class shall be assigned or required to perform duties generally per-
formed by persons holding positions in other classes, except in case
of emergency or training, or for other limited periods of time. In
no case shall the time period exceed four (4) calendar weeks without
specific authorization by the City Administrator; and provided, fur-
ther, the clause in each class specification "performs related work
as required" shall be liberally construed.
f. It shall be the duty of department heads to report to the City Ad-
ministrator any and all organization and program changes which will
significantly alter or effect changes in existing positions or posi-
tions proposed to be established. When any department head requests
® the establishment of new or additional positions, or a change in al-
location of an existing position, he shall address his request to
the City Administrator, accompanied by a statement of the work duties
and responsibilities and qualification requirements of the position,
and a current organization chart.
Section 7.5 EFFECT OF CLASSIFICATION CHANGES ON INCUMBENT:
a. Whenever the title of a class is changed without a change in duties
and responsibilities, the incumbent shall have the same status in
the re-titled class as he had in the former class.
b. When a position is reclassified to a class with a higher maximum
salary rate, the City Administrator may provide the incumbent of the
position the same status in the new class as he had in the former
class, only if he finds:
1. That the reason for the reclassification of the position is the
accretion of new duties and responsibilities over a period of
one (1) year or more immediately preceding the effective date of
said reclassification; and
2. That such accretion of duties has taken place during the incum-
bency of the present incumbent in said position; and
3. That the added duties and responsibilities upon which the re-
classification is based could not reasonably have been assigned
to any other position; and
18
4. That the employee occupying a position which has been reclassi-
fied shall continue in the position only if he possesses the
qualifications of training and experience required for such
classification.
c. Whenever a position is reclassified from one class to a higher class
and the conditions in (b.) above are not met, the incumbent shall
not continue in the position.
In any case in which an incumbent is ineligible to continue in the
position and is not assigned to another position, the layoff pro-
visions of these rules shall apply. All personnel actions and
changes required by the reclassification of a position shall be com-
pleted within a period of thirty (30) calendar days following the
date of such reclassification notice to the appropriate department
head. An employee whose position is reclassified by virtue of a
gradual change in the duties and responsibilities, and not because
of assignment to another position, shall be eligible to qualify for
the position under the new classification by successfully passing a
non-competitive qualifying examination. If the employee fails the
examination for the higher classification within the thirty (30)
day period, this fact will render him ineligible to continue in the
position.
d. When a position is assigned to a class different from the one to
which it was previously classified, the pay status of the employee
affected will be changed in accordance with applicable rules and
regulations governing transfers, demotions, and promotions in the
municipal service.
Section 7.6 CLASS SPECIFICATIONS:
The City Clerk and the City Administrator shall maintain a master set of
all approved class specifications. Such class specifications shall con-
stitute the official class specifications of the position classification
plan.
The City Administrator shall provide each department head and appointing
authority with a set of the class specifications for the position clas-
sification plan. Such class specifications, in the office of the City
Clerk, City Administrator or a department, shall be open for inspection
by employees, interested individuals and the public under reasonable con-
ditions during regular business hours.
a. NATURE OF SPECIFICATIONS: Class specifications are descriptive and
not restrictive. They are intended to indicate the kinds of posi-
tions that are to be assigned to the respective classes as deter-
mined by their duties and responsibilities and shall not be held to
19
exclude those duties and responsibilities which are not specifically
mentioned, but are similar as to kind and level.
b. IMPLIED QUALIFICATIONS: Qualifications commonly required of all in-
cumbents of positions of different classes, such as acceptable physi-
cal condition, freedom from disabling defects, honesty, sobriety and
industry, shall be deemed to be implied as qualification requirements
for each class, even though they are not specifically mentioned in
the class specification.
c. INTERPRETATION OF CLASS SPECIFICATIONS: In determining the class to
which any position shall be assigned, the class specification for
each class shall be considered as a whole. The class specifications
are intended to indicate the kinds of positions that are assigned to
the classes, as determined by their assigned duties, responsibilities,
and specific tasks and are not to be construed as declaring what the
duties or responsibilities of any position may be or as limiting or
modifying the power of any department head to assign, direct, and
control the work of employees under his supervision. As to the par-
ticular parts of the class specifications the following principles
shall apply:
1. CLASS TITLE: The class title is a brief and descriptive designa-
tion of the type of work performed. Where there is more than one
class in an occupational series, numerals are used in the title
to designate the level of the class. The Roman Numeral I is al-
ways indicative of the lowest in a class series.
2. NATURE OF WORK: This section is a general description of the
work with emphasis on those basic factors which distinguish the
class from other classes. Included are such factors as super-
vision received and exercised, responsibility and difficulty,
hazards, and the way in which the work is assigned and the re-
sults are reviewed. Because this section evaluates the class in
terms of relative difficulty and responsibility and thereby
establishes the level of the class, it is the section-which is
most important in determining the class in which a particular
position belongs.
3. EXAMPLES OF WORK PERFORMED: This section is intended to enable
the reader to obtain a more complete concept of the actual work
performed in positions assigned to this class. The list is de-
scriptive, but not limiting. It is not intended to describe all
work performed in all positions in the class, nor do all examples
apply to all positions assigned to the class. It is conceivable,
in the more populated classes, that only one portion of one work
example would apply to a given position. This section merely
serves to illustrate the more typical portions of work. The per-
formance of one or several duties listed as examples of work for
20
a particular class should not be considered as conclusive evi-
dence that the position belongs in the class. A position is
assigned to a class only when it meets the criteria defined and
set out by the specification as a whole.
4. REQUIRED KNOWLEDGES, ABILITIES, AND SKILLS: This section lists
those knowledges, abilities, and skills which should be pos-
sessed by applicants for a position assigned to the class. They
are considered as requisite to successful performance of the
work of the class. Any tests given for entrance into the class
should be based upon this section. In setting forth these re-
quirements, use has been made of the terms "extensive knowledge",
"thorough knowledge", "considerable knowledge", "knowledge", and
"some knowledge".
5. MINIMUM TRAINING AND EXPERIENCE REQUIRED: This section of the
specification includes a statement of the background of training
and experience which ordinarily would provide a person with those
knowledges, abilities, and skills necessary for successful per-
formance of the work of the class.
In outlining the background of training and experience deemed
necessary for appointment to a position in a given class, use
has been made of the terms "some experience", "experience",
"considerable experience", "thorough experience", and "exten-
sive experience." For clarity in interpreting the specifica-
tions, an explanation of these terms follows:
Some experience implies a small amount of experience suf-
ficient to enable persons to acquire familiarity with
methods and terminology in common work situations to work'
situations of the occupational field. (A minimum of three
(3) months experience.)
Experience implies sufficient experience to enable the
employee to work effectively in a limited range of work
situations with intermittent supervision. (A minimum of
six (6) months experience.)
Considerable experience implies sufficient experience for
meeting normal work situations of the class. (A minimum
• of two (2) years of experience.)
Thorough experience implies sufficient experience to pro-
vide familiarity with methods, materials, and results in
a wide variety of work problems of the occupational field.
(A minimum of three (3) years of experience.)
21
Extensive experience implies not only sufficient experience
to provide mastery of the occupational field, but also an
understanding of its inter-relationships with related pro-
grams or fields. It means sufficient experience to plan,
administer, and coordinate major programs, solve unusual
problems, and determine or advise on major policies. (A
minimum of five (5) years of experience.)
A specific level of training and specific number of years of work expe-
rience or their equivalent are required for each class in order to pro-
vide recruitment and examination authorities with general guidelines
upon which to recruit and examine applicants for employment.
6. NECESSARY SPECIAL REQUIREMENT: This section is used in a'few
classes where requirements limit practice of a profession or
occupation to persons who possess a specific license of cer-
tificate issued by an agency of licensure. It also is used to
enumerate especially critical physical and other practical re-
quirements for specific prerequisites which must be met by ap-
plicants before otherwise qualifying for positions in the class.
Section 7.7 USE IN SELECTION PROCESS:
The specification for any class as interpreted herein, shall constitute
the basis and source of authority for the recruitment and for the tests
to be included in examination for the class and for the evaluation of
the qualifications of candidates.
Section 7.8 USE OF CLASS' TITLES:
The class title shall be the official title of every position assigned
to the class for the purpose of personnel actions and shall be used on
all payrolls, budget estimates, and official records. Administrative
titles or other working titles authorized by a department head may be
used to designate any position for purposes of internal administration
or in oral or written contacts with the public.
22
. 1
® RULE VIII
THE COMPENSATION PLAN
Section 8.1 AUTHORITY TO ESTABLISH SALARIES:
The City Council shall have the power to establish pay ranges of the offi-
cers and employees under the jurisdiction of the City Administrator,
special boards and commissions or employees under its own jurisdiction.
Section 8.2 THE COMPENSATION PLAN:
The compensation plan for the municipal service shall include:
a. A schedule of standard salary ranges and rates of pay indicating the
minimum, maximum and intermediate rates of pay for each pay range
number.
b. A list of classes of positions by occupational group, with the salary
range number and minimum and maximum rates of pay shown for each
class of positions.
c. Supplements, amendments, and/or revisions, from time to time, as
passed by the City Council.
Section 8.3 STANDARDS FOR DETERMINATION OF PAX RANGES:
Pay ranges shall be related directly to the position classification plan
and shall be determined with due consideration to ranges of pay for other
classes, the relative difficulty and responsibility of work in the sev-
eral classes, the recruiting experience of the city, the availability of
employees in particular occupational categories, prevailing rates of pay
for similar employment in private and other public jurisdictions in the
area, employee turnover, cost of living factors, the financial policies
and economic considerations of the city. The minimum and maximum rates
of pay assigned the several classes of positions shall be those which
most nearly reflect these factors.
• Section 8.4 AMENDMENT OF THE COMPENSATION PLAN:
Any officer or employee in the municipal service may initiate a written
request to the City Administrator for the amendment of the pay plan.
The City Administrator shall study and make his determination concerning
the request and shall notify in writing, the person and department con-
cerned of the disposition of the request. 23
Prior to the preparation of each annual budget, as well as at other
times, the City Administrator shall make comparative salary studies
as he deems necessary, or is instructed by the City Council to make,
concerning factors affecting the level of salaries in the municipal
service. On the basis of the information derived from such wage and
salary studies, the City Administrator shall recommend to the City
Council such changes in the pay plan pertinent to the fairness and
adequacy of the over-all compensation program.
In arriving at such salary recommendations, the City Administrator
shall take into consideration the advice and suggestions of depart-
ment heads and appointing officers as to the duties, degree of res-
ponsibility, and working conditions involved. Recommendations made
by the City Administrator for the amendment of the compensation plan
for specific classes of positions shall be submitted to the City
Council. When passed by the City Council, these amendments shall
become part of the compensation plan and shall become the current
official salary schedule applicable to the respective classes of
positions as enumerated therein, and shall be used by all depart-
ments in connection with all payrolls, budget estimates, and offi-
cial records and reports relating to salaries and wages of positions
® in the municipal service.
Section 8.5 TOTAL REMUNERATION:
a. Any salary rate established for an employee shall be the total
remuneration for the employee, not including reimbursement for
official travel or other authorized allowances. Except as
otherwise provided in this article, no employee shall receive
pay from the city in addition to the 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 ac-
count, any such payments shall be deducted from the compensation
of the employee concerned, to the end that the total compensation
• paid to any employee from all sources combined for any period,
shall not exceed the amount payable at the rate prescribed for
the class of position to which the employee is certified and as-
signed.
24
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 addition-
al part-time position in the City if approved by the appointing authorities
involved and the City Administrator.
Section 8.7 SPECIAL ASSIGNMENTS:
Employees assigned to undercover work which causes the individual to
mock employment with an organization other than the City of Jefferson
shall reimburse the City for any earnings in excess of earnings pro-
vided by the City.
Section 8.8 APPLICATION OF THE COMPENSATION PLAN:
The compensation plan, containing standard salary ranges for respec-
tive classes of positions, shall be applied to all such classes of
positions in accordance with the following:
a. Rates. All rates prescribed in the ranges of pay represent the
total remuneration, including pay in every form authorized for
® full-time employment. Where employment in a position is on a
part-time basis, that is, where the week's work is less than an
ordinary work week, or where the day's work totalled weekly on
a continuing basis consists of less than the ordinary work week
total, or where the day's work on a continuing basis consists of
less than the ordinary number of working hours of an ordinary
working day, such service shall be compensated on the basis of
the equivalent hourly rate for full-time employment.
b. Minimum and maximum rates. Under each salary schedule there are
set forth a minimum and a maximum salary rate. Except as other-
wise provided in this code, appointment to any position shall be
made at the minimum rate and advancement by successive steps from
one salary to the next higher rate and to the maximum rate for
the class shall be made on the basis of meritorious service and
efficiency.
c. Equivalent compensation. It shall be permissible, in the inter-
est of the service, to pay equivalent compensation on any time
basis than that specified in the salary range; provided, that in
determining the equivalent rate on a different time basis, the
relative earnings for full-time employment during a given period
of time shall be taken as determining equivalency.
d. Part-time and temporary employment. Part-time or temporary em-
ployees shall be compensated on the basis of the equivalent
hourly rate paid for full-time employment and shall be paid for
only those hours which they actually work.
25
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 condi-
tions:
a. A full reference check must be made by the requisitioning depart-
ment and fully documented. All documents are to be submitted to
the City Administrator with the original request.
b. The applicant must exceed the educational and experience require-
ments for the position as set out in the official job description.
c. The requisitioning department must provide documented evidence that
the position opening has been extensively advertised in local and
regional publications and that 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 autho-
rize an appointment at a salary step in the range for the class
corresponding to that which the employee had been .receiving upon
the termination of his previous service.
f. The City Administrator shall report to the City Council all cases
of employment above the second step in the pay range.
Section 8.10 SALARY ADVANCEMENTS:
A pay increase of one step within the pay range of the class shall be
awarded original appointees to positions within the class upon suc-
cessful completion of the required probationary period. Subsequent
salary advancements shall be in accordance with the provisions of these
rules governing performance evaluation.
Section 8.11 PAY RATE ADJUSTMENTS:
The following personnel actions shall affect the pay status of an em-
ployee 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 re-
main unchanged unless the current rate is below the minimum pay
rate established for the class to which the employee is transfer-
ring.
26
b. PROMOTION: When an employee is promoted from a position in one class
to a position in another class having a higher maximum salary rate,
the salary rate of the promoted employee shall be increased to the
new minimum or to that step within the new pay range next above his
rate of pay prior to his promotion. An employee's anniversary date
for merit pay increases shall remain unchanged.
c. DEMOTION-INVOLUNTARY: When an employee is involuntarily demoted for
disciplinary or similar reasons, from a position in one class to a
position in a class having a lower maximum salary rate, the salary
rate of the employee shall be reduced a minimum of one (1) or more
steps to within the pay range established for the class to which the
employee is demoted and the employee shall not be eligible for pro-
motion 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 as-
signed 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.
O e. SALARY REDUCTION: A department head may reduce for cause the salary
of an employee within the employee's assigned pay range.
Section 8.12 PAY ANNIVERSARY DATES:
The effective date of successful completion of the probationary period
for original and promotional appointments shall constitute the pay an-
niversary date, except as otherwise authorized.
Section 8.13 TEMPORARY ASSIGNMENT TO HIGHER LEVEL POSITION:
Rules governing additional compensation for employees assigned to per-
form the duties of a position in a class with a higher maximum salary
shall be approved by the City Administrator and published in depart-
mental regulations as provided in Section 1.4 of these rules. Provid-
ed, however, that such additional compensation shall not be provided
where such assignment is of an emergency or short-term nature, or for
training purposes; and further provided that such rules be applied
uniformly to employees holding positions in the same or closely related
class regardless of departmental assignments.
Section 8.14 OVERTIME AND COMPENSATORY TIME:
a. All overtime or arrangements for overtime work shall be approved
by the department head. Hours worked in excess of a standard work
27
. Z
® week or duty tour by employees allocated to classes assigned to
pay range number 19 and below shall be compensated by
payment at one and one-half (14) tunes the straight hourly
equivalent rate for the classification or by the award of
compensatory time off equal to one and one-half times the
overtime hours worked at the discretion of the department head.
Where union agreements exist and contain provisions pertaining
to eligibility for and manner of compensation for overtime work,
such provisions shall apply to covered employees. Hours
worked in excess of a standard work week by employees
allocated to classes assigned to pay range 20 and above shall
be compensated by the award of equivalent compensatory time
off at the discretion of the department head. Department heads
are eligible for compensatory time off for overtime hours worked
as approved by the City Administrator, but such compensatory
time will be necessarily be on an hour for hour basis.
b. Department heads 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 compensatory time for a
period longer than six (6) months from the date it is earned.
is In no event shall any employee be paid cash equivalent for
compensatory time earned and not taken due to lapse of the
eligibility period for its use, death, discharge, or resignation.
C. Department heads may require, out of necessity for the exped-
itious conduct of public business or for the protection of the
public business or for the 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.
Section 8.15 CALL BACK TIME:
Compensation for employees called back to work on a regularly
scheduled work day, or called in prior to the normal reporting time
on a regularly scheduled work day, or called to work on a
non-scheduled work day, shall be in accordance with the overtime
provisions of these rules. Where union agreements exist and contain
provisions pertaining to call back time, such provisions shall apply
to covered employees.
28
RULE IX
PERFORMANCE EVALUATION
Section 9.1 RESPONSIBILITIES
a. The City Administrator shall develop and maintain an employee ap-
praisal system for the purposes of evaluating individual work per-
formance, identifying training needs and employee development op-
portunities, and for improving the efficiency and productivity of
the municipal work force. He shall develop and cause to be main-
tained formal procedures to (a) assure timely completion of em-
ployee performance evaluation forms, (b) periodically review the
evaluations of employees within departments and work units so as
to ensure the equitable administration of the system, and (c) make
such studies and recommend such modifications or revisions as may
be necessary to improve the system or process.
b. No later than thirty (30) calendar days before an evaluation is
® due, the department head shall notify the person responsible for
the evaluation.
c. Each department head or supervisor who reviews or conducts an eval-
uation shall be responsible for its quality, consistency, and equity.
d. No public disclosure of an employee's performance evaluation re-
cord shall be made without the permission of the employee and the
City Administrator. Such record shall be made available upon re-
quest to the employee; to an appointing authority when needed in
connection with a potential action for promotion, transfer, demo-
tion or dismissal of the employee; or other appropriate officer
when needed in connection with an adverse action, grievance, or
other relevant matter requiring such information; and to official
investigatory agencies after a determination by the City Adminis-
trator that such disclosure is in the public interest.
Section 9.2 EMPLOYEE PERFORMANCE EVALUATIONS:
a. At least ten (10) working days prior to expiration of an employee's
probationary period, completed performance evaluation forms must
® be submitted to the City Administrator. Original appointees must
obtain an evaluation of satisfactory or better to be granted per-
manent status. Failure to obtain an evaluation of satisfactory or
better shall result in dismissal or extension of the probationary
period as provided in Section 6.6. Failure of a promotional ap-
pointee to obtain an evaluation of satisfactory or better shall
result in the reassignment of the employee to a position in the
29
class held prior to the promotional appointment.
b. Permanent employees shall be evaluated at least ten (10) working
days prior to their anniversary date. An evaluation of satisfactory
or better is required to qualify employees for a pay increase of one
step or increment with the range for their classification. Employ-
ees whose present rate of pay is at or above the maximum rate of pay
for the class shall also be evaluated, but are ineligible to receive
anniversary pay increases.
i
I
30 .
RULE X
HOURS OF WORK AND ATTENDANCE
Section 10.1 HOURS OF WORK:
Regular working hours for all full time employees shall be forty (40)
hours in any five consecutive eight-hour days, except as noted below:
a. The work week for firefighting personnel assigned to fire suppres-
sion duty shall be fifty-six (56) hours.
b. Department heads shall arrange work schedules to meet the needs of
the municipal service, provided that all work schedules for full
time employees shall not be less than eighty (80) hours in each bi-
weekly pay period.
Section 10.2 WORK SCHEDULES:
The work schedules for employees shall be determined by the department
® head. Department heads shall maintain work schedules for all empl-gees
under their supervision on a current basis, and give reasonable nL ce
of changes in work schedules.
Section 10.3 ATTENDANCE:
Regular and punctual attendance at work shall be required of all employ-
ees. Employees who fail to observe attendance requirements and proced-
ures for recording and reporting of attendance shall be subject to dis-
ciplinary action.
31
RULE XI
PAID HOLIDAYS
a. All regular employees shall receive their regular compensation for the
following holidays:
New Year's Day
Harry S Truman's Birthday
Memorial Day
Independence Day
Labor Day
Veteran's Day
Thanksgiving Day
Christmas Day
One additional day of holiday leave shall be granted each regular em-
ployee to be observed within a two-week period of the employee's
birthday. When a holiday falls on a Saturday, the preceding Friday
shall be observed. When a holiday falls on a Sunday,, the following
Monday shall be observed. Employees required to work on a holiday
shall be given compensatory time off or compensated in money for time
worked on the holiday.
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.
lj
32
r
RULE XII
VACATION LEAVE
Section 12.1 AMOUNT:
a. Each full-time regular employee shall receive vacation leave
credit annually as follows:
after 6 months of service 5 days
after 1 year of service 10 days
after 6 years of service 11 days
after 7 years of service 12 days
after 8 years of service 13 days
after 9 years of service 14 days
after 10 years of service 15 days
after 15 years of service 20 days
b. Members of the fire service assigned to fire suppression duty
shall receive vacation leave credit annually as follows:
after I year of service 6 shifts
after 5 years of service 7 shifts
qP after 10 years of service 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.
Section 12.2 ACCRUAL:
Employees may accrue vacation leave to a maximum of thirty (30)
days. 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 head
and approval of the City Administrator.
Section 12.3 TERMINAL LEAVE:
Any permanent employee leaving the municipal service shall be
compensated for vacation credited and unused to the date of his
separation or resignation. To be eligible for such compensation,
33
employees resigning from the municipal service must comply with the
provisions of Section 16.1 of these rules governing resignations. In
the event of separation due to death of the employee, compensation
shall be made to the employee's beneficiary.
Section 12.4 HOLIDAYS OCCURING DURING VACATION PERIOD:
Any official holiday as set forth in these rules which may occur
during an employee's scheduled vacation period shall not be counted
as a day of vacation.
34
RULE XIII
SICK LEAVE
Section 13.1 AMOUNT:
Each regular employee in the municipal service shall earn one and
one-half (12) days of sick leave with pay credit monthly. Uniformed
members of the fire service assigned to fire suppression duty shall
earn twenty-four (24) 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 contagious disease, to care for an ill or injured member
of the employee's immediate household, or to keep a doctor's or
dentist's appointment. 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-employ-
ment 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
they may be excused from work as absent without pay under the
conditions and terms of this section.
When an employee finds it necessary to be absent for any of the
reasons specified herein, he shall cause the facts to be reported to
his department head or division head sixty (60) minutes prior to the
regular 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 head or division head within thirty (30)
minutes 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 head informed of his condition
if the absence is of more than three days duration. An employee may
be required to submit a medical certificate for any absence. Failure
to comply with the provisions of this Section shall result in denial of
sick leave. Abuse of sick leave shall be cause for dismissal.
• No refund of vacation time shall be allowed for illness incurred while
on vacation leave.
Section 13.3 ACCRUAL:
Regular employees may accumulate sick leave with pay credit to a
maximum of ninety (90) days. Uniformed members of the fire service
may accumulate sick leave with pay credit to a maximum of fourteen
hundred and forty (1440) hours.
35
RULE XIV
SPECIAL LEAVE
Section 14.1 APPROVAL AUTHORITY:
A department head may approve requests for special leave as defined here-
inafter in accordance with procedures established by the City Adminis-
trator.
Section 14.2 BEREAVEMENT LEAVE: .
Bereavement leave shall be granted for a maximum of three (3) working
days to all regular employees, except for members of the fire service as-
signed to fire suppression duty who shall be granted one (1) working day,
in the event of a death in the immediate family. In extenuating circum-
stances, the City Administrator may approve such leave for other relatives
not included herein.
® Section 14.3 COURT LEAVE:
Regular employees subpoenaed as a witness in a civil or criminal case,
or selected to serve on a jury shall be granted paid leave during their
absence; provided, however, that all payments provided by a court for
jury service shall be turned over to the employee's department head and
transmitted to the Director of Finance for deposit as miscellaneous
revenue.
Section 14.4 MILITARY LEAVE:
a. ELIGIBILITY: Regular employees who have been in the employ of the
city for at least one (1) year immediately preceding leaving the ser-
vice of the city directly to enter the active uniform service of the
United States during a national emergency, drafted into such service
or employees subject to compulsory service who 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 "na-
tional 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
36
entitled to restoration to his former position provided he makes ap-
plication 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 qualified for
return to work such person shall be entitled to be reemployed in ano-
ther 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 em-
ployee elects not to be paid for vacation leave, then accrued vacation
credits shall be reinstated upon return of the employee. Accrued sick
leave shall be reinstated upon ret»rn 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) working days in any one (1) calendar
year. This paragraph does not apply to weekend military training
obligations.
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 make such arrangements as necessary with their de-
partment head to fulfill their job obligation.
® 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. 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 head. At
37
such times as deemed necessary by the department head, pregnant
employees shall submit to their department head a doctor's statement
indicating the employee's physical ability to perform her job. Em-
ployees returning to work after childbirth shall sumbit to their
department head a doctor' s statement indicating the employee' s physi-
cal ability to return to the job.
Section 14.7 LEAVE WITHOUT PAY:
Regular Employees may be granted absence from duty on a non-pay
status for personal reasons when recommended by a department head
and approved by the City Administrator subject to the following
provisions:
a. The employee has a non-duty temporary disability as supported
by certification of a licensed physician.
b. The employee is required to be absent for extended care of an
ill or injured member of the immediate family.
C. The employee desires to obtain educational instruction, if the
successful completion of such instruction will contribute to the
municipal service.
d. Special assignment leave for duty with another agency or
government with return to the City contemplated in a definite
qP amount of time.
e. Other circumstances exist which are deemed reasonable by the
department head and City Administrator, or the Director of
Parks and Recreation and Park Board, 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 head with the concur-
rence of the City Administrator in intervals not to exceed sixty (60)
calendar days.
Section 14.6 OCCUPATIONAL INJURY LEAVE:
a. Any employee who sustains an on-the-job injury shall immedi-
ately report such injury, regardless of severity, to his im-
mediate supervisor. The immediate supervisor shall prepare
required reports of such injuries as soon as practical following
notification by the injured employee.
• b. Employees injured on the job are covered by the Missouri State
Worker's 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 worker's
compensation payment, equal the full salary of the employee.
C. Supervisors shall be responsible for the investigation of acci-
dents 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 appro-
priate.
36
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 made grounds for disciplinary action by
the department head. In the absence of such disciplinary action, any
employee who absents himself for three (3) or more days without author-
ized leave shall be deemed to have resigned. Such absence may be covered,
however, by the department head subsequently granting leave with or with-
out pay where extenuating circumstances are found to have existed.
39
SRULE XV
HEALTH AND LIFE INSURANCE , RETIREMENT, AND DEFERRED COMPENSA-
TION PLANS
Section 15.1 HEALTH AND LIFE INSURANCE:
a. Regular full-time employees will be enrolled, without cost, in the group
life, basic and major medical insurance program. Major medical coverage
for dependents is optional to the employee. The City will provide
twenty-five (25) percent of the cost of enrolling dependents.
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
�i an appropriate city retirement plan when eligible, as a condition of em-
ployment.
Section 15.3 DEFERRED COMPENSATION:
Regular full-time employees may elect to participate in a deferred com-
pensation program offered by the City. The City will not participate
monetarily in this program.
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 Cole County Mental Health Clinic
free of charge.
40
RULE XVI
SEPARATION AND DISCIPLINARY ACTIONS
Section 16.1 RESIGNATIONS:
Any employee who is in good standing may resign from the service by pre-
senting his resignation in writing as contained herein. Employees hold-
ing positions in classes assigned to pay ranges one (1) through nineteen
(19) must present such notice of resignation no less than two (2) weeks
prior to its effective date. Employees holding positions in classes in
pay range twenty (20) and above must present notice of resignation no
less than four (4) weeks prior to its effective date. Such resignations
shall be promptly forwarded to the City Administrator. A resignation
may be withdrawn by the employee at any time prior to the effective date
with the approval of the City Administrator and department head.
Section 16.2 TERMINATION:
Employees may be discharged for cause, or without prejudice,due to lack
of funds or curtailment of work. The City will provide, at its option,
two (2) week's notice or equivalent compensation to persons discharged
and holding positions in classes assigned to pay ranges one (1) through
nineteen (19) . For persons discharged and holding positions in classes
in pay range twenty (20) and above, the City will provide, at its op-
tion, four week's notice or equivalent compensation.
Section 16.3 RETURN OF CITY PROPERTY:
All employees separating from the municipal service for any reason shall,
prior to separation, return all city-owned property and equipment issued
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
heads and supervisors shall organize and direct the work of their units in a
manner calculated to achieve these objectives.
Whenever conduct of an employee falls below a desirable standard, supervisors
shall point out the deficiencies at the time they are observed. Corrections
and suggestions should be made in a constructive and helpful manner in an ef-
fort to elicit the cooperation and good will of the employee.
41
® Any action which reflects discredit upon the municipal service or is a
direct hinderance to the effective performance of the municipal govern-
ment functions shall be considered cause for disciplinary action against
any officers or employee of the City of Jefferson City. Circumstances
constituting cause for disciplinary action are listed below, although
charges may be based upon cause and complaints other than those listed.
a. Habitual use of alcoholic beverages to excess or the illegal use of
narcotics.
b. Adjudication of guilty of a crime involving moral turpitude or in-
famous or disgraceful conduct.
c. whxei.lea on�i�y intoxicating oe beverages, intoxication while on duty or
d. Use of abusive or improper treatment to a person in custody, provi-
ded the act committed was not necessarily or lawfully done in self-
defense or to protect the lives of others, or to prevent the escape
of a person lawfully in custody.
e. Offensive conduct or language toward the public or toward city offi-
cers or employees.
® f. Insubordination.
g. Incompetence or inability to perform the duties required.
h. Intentional damage or negligence in the care and handling of city
property.
i. Violation of any lawful and reasonable official regulation made or
given by his superior, where such violation or failure to obey amoun-
ted to an act of insubordination or a serious breach of proper dis-
cipline, or resulted, or might reasonably have been expected to re-
sult, in loss or injury to the city or to the public.
J . Commission of acts or omissions unbecoming an incumbent of the par-
ticular office or position held, which render his reprimand, sus-
pension, demotion, or discharge necessary or desirable for the econ-
omical or efficient conduct of the business of the city or for the
best interest of the municipal government.
k. Willful violation of any of the provisions of the ordinances or any
• administrative regulation of the city.
1. Inducing or attempting to induce any officer or employee in the mu-
nicipal 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.
42
m. Solicitation or receipt from any person of, or participation in any
fee, gift, or other valuable thing that is given in the hope of ex-
pectation of receiving a favor or better treatment than that accorded
other persons.
n. Use or attempted use of political influence or bribery to secure ad-
vantage in an examination or promotion.
o. 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.
p. Absence from duty, without leave, contrary to these rules, or fail-
ure 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.
q. Use of city vehicles for other than official business.
r. Excessive use of city telephones for the conduct of personal business
during working hours, or for unauthorized long distance calls.
s. Abuse of sick leave privileges.
t. Failure to maintain a satisfactory attendance record.
u. Any other violation of these rules and regulations.
Section 16.5 DISCIPLINARY ACTIONS DEFINED:
Disciplinary actions shall normally follow the sequence set forth below
unless the seriousness of the offense dictates otherwise.
a. ORAL REPRIMAND: An employee shall receive an oral reprimand for the
first minor disciplinary offense.
b. WRITTEN REPRIMAND: A written reprimand shall be transmitted through
the appropriate department head to the employee and the City Admin-
istrator and shall state the specific actions leading to the repri-
mand.
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 recommended by the department head and
approved by the City Administrator. (1) An employee may be suspen-
ded for an indefinite period when the department head determines
such action is necessary and in the best interests of the city in
cases where an employee is charged and awaiting trial for a criminal
offense involving matters prima facia prejudicial to the reputation
43
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 exonera-
ted, the employee shall be reinstated without loss of pay or benefits.
(4) An employee may be suspended for a definite period of time for
specific cause.
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
recommended by the department head and approved by the City Adminis-
trator.
e. DISMISSAL: Discharge of a regular employee for cause should be re-
commended only in cases involving recurring disciplinary offenses or
a single offense involving the most serious breach of discipline.
Dismissal shall be recommended by the department head and approved
by the City Administrator.
f. Copies of all disciplinary actions will be placed in the employee's
personnel file. After a period of three years, such copies will be
removed from the files and destroyed.
® Section 16.6 REDUCTION IN FORCE - LAYOFF:
A department head may separate any employee without prejudice because of
lack of funds or curtailment of work, after giving proper notice as set
forth in Section 16.2. However, no regular employee shall be separated
from any department while there are probationary, part-time, or temporary
employees serving in the same class of positions in that department. An
appointing authority may, with the approval of the City Administrator,
appoint an employee who is to be laid off to any existing vacancy in a
lower class for which he is qualified. All other factors being equal,
employees shall be laid off in reverse order of their total service with
the city.
Section 16.7 RETIREMENT:
All regular employees are eligible for retirement benefits at age and
length of service requirements specified by the retirement plan in which
they are enrolled. Application for retirement shall be in the same man-
ner 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
44
time. Awards will be presented by the respective department heads, or the
Mayor, as applicable. A total of $200 per retiree may be spent, with up
to $70 of the allotment for the award and the balance covering the costs
of meals for the retiree, his family, and invited friends. Each retiree
may invite family and friends to a total of twelve guests, including him-
self. Fellow employees and City officials will be invited to attend at
their own expense.
e ,
45
RULE XVII
EMPLOYEE RELATIONS
Section 17.1 HEALTH AND SAFETY:
The City Administrator shall make every effort to promote among employ-
ees and in the departments maximum standards of safety and good health.
All employees shall be responsible for performing work assignments in
the safest manner possible. Prime consideration shall always be given
to safety in all work situations.
Supervisors, division heads, and department heads shall:
1. Be responsible for the establishment and implementation of appro-
priate safety standards within their respective activity areas, for
periodically reviewing accident frequencies to determine and cor-
rect causes, and for identifying and correcting safety hazards.
2. Ensure that all new employees, including seasonal, temporary, and/or
part-time employees are thoroughly advised, instructed, and super-
vised in necessary safety policies, practices, and procedures.
3. Implement and actively support the city's safety program.
4. Arrange and conduct safety meetings, inspections and training ses-
sions.
5. Provide and/or require equipment necessary to adequately protect
the health and safety of employees.
6. Immediately investigate accidents, and prepare all necessary forms
for documentation and future prevention of on-the-job injuries and
hazardous conditions.
All employees shall:
1. Be thoroughly familiar with safety requirements and practices ap-
plicable to their respective work assignments.
2. Actively observe safety practices, and report unsafe or potentially
dangerous conditions and accidents or injuries to their supervisor
0 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.
46
Section 17.2 GENERAL TRAINING ACTIVITIES:
® 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 level positions. If
indicated or requested by department head, the City Administrator
shall assist the department head on any training problem relating to
the development of formal or informal training programs for em-
ployees. Each department shall develop procedures to allow for
related training opportunities offered outside of the department setting
to be integrated with employees' work schedules where necessary and
appropriate.
Section 17.3 PAY PERIODS -- PAY DAYS:
Pay days shall be on a bi-weekly schedule with pay day on the
Friday after the completion of the pay period. Pay periods shall run
from Sunday through the second Saturday following. Eighty (80)
hours constitute a pay period for all employees except Fire Depart-
ment employees on fire suppression duty, whose pay period base shall
be 112 hours.
® Section 17.4 UNIFORM -- CLOTHING PROVISIONS:
The City will provide for the uniform and special clothing needs of
its employees. The needs will be met by the purchase or lease of the
appropriate uniforms and clothing, and will generally include dry
cleaning services where necessary. The employee will be responsible
for proper care and use of clothing and uniforms and the laundering
of same, if appropriate. Each department will develop a replacement
schedule based upon normal wear and usage.
Section 17.5 ATTITUDE AND APPEARANCE:
A friendly and courteous attitude by City employees toward the public
and co-workers is required at all times. Similarly, employees are
expected to deliver prompt, thorough, and efficient service to con-
sumers to the best of their ability. All employees are required to
maintain a neat and clean personal appearance. Each employee shall
be subject to specific department rules and regulations concerning
proper clothing, personal hygiene, and grooming.
47
• r
RULE 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 super-
visors 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, discrim-
ination, 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 representa-
tive.
b. GRIEVANCE PROCEDURE:
® 1. ORAL REPORT: An employee who has a grievance shall first present
his grievance to his immediate supervisor within three (3) work-
ing days of the action or incident in question.
2. WRITTEN REPORT: If the oral grievance presentation fails to set-
tle the grievance, the employee may within three (3) working days
submit a written grievance report 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 APPOINTING AUTHORITY: If the written reply to the
grievance is not satisfactory to the employee, he may, within
five (5) working days after receiving the reply, submit an appeal
in writing to his appointing authority. The appointing authority
shall confer with the aggrieved employee and/or his authorized
representative before rendering a decision. In all instances in
which the appointing authority is not the department head, the
decision of the appointing authority shall be endorsed by the de-
partment head. Such decision shall be reduced in writing and
shall be delivered to the aggrieved employee within five (5)
working days of the date on which the appeal was received by the
appointing authority.
48
4. APPEAL TO CITY ADMINISTRATOR: If the appeal to the appointing
authority fails to resolve the grievance, the employee may,
within five (5) days of receipt of the decision on the appeal,
submit an appeal in writing to the City Administrator. Within
ten (10) 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 em-
ployees. The City Administrator shall forward one copy of the
course of action he intends to follow to the employee concerned
and to the appointing authority.
c. CLASSIFICATION GRIEVANCES: All grievances pertaining to the classi-
fication of an employee shall be made in writing to the City Admin-
istrator through the department head. The decision of the City Ad-
ministrator shall be final in all matters of classification and the
employee shall not have further right of appeal.
d. COMPENSATION GRIEVANCES: The pay range established for a given class
of work shall not be a subject of the grievance procedure.
e. RETROACTIVE ADJUSTMENT: All adjustments of grievances processed
under this procedure shall be retroactive to the time the grievance
is first submitted in writing by the aggrieved employee to his im-
mediate supervisor.
Section 18.2 CONDUCT OF INVESTIGATIONS
In connection with the review of a grievance, appeal, or for any other
purpose necessary to determine the adherence to any provision of these
rules, the City Administrator may conduct such investigation involving
the production of records or reports by a municipal department.
Section 18.3 POLICE
The grievance procedure for all uniformed members of the Police 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 Park Board.
49
® 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 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 actions 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 ac-
cordance with such procedures as the City Administrator may provide. Sal-
ary range and position classification information, as well as class speci-
fications, and basic employment information, shall in all cases be made
available to the public on request at reasonable times.
50
RULE XX
TRAVEL EXPENSES
Section 20.1 POLICY
Department heads, other city officers, regular and salaried employees
shall be reimbursed for official travel and related expenses while car-
rying 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
A travel advance may be obtained by submitting a request form stating
the description and/or purpose or the travel advance. The request
must be approved by the department head, the City Administrator, and
forwarded to the Finance Director for approval and processing. The
request form will then be forwarded for issuance of a check through
the regular accounts payable system. Departments should allow ample
time for processing of travel advance requests.
Section 20.3 REIMBURSABLE 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 head.
c. Overnight lodging.
d. Meals and tips.
e. Other reasonable and related expenses.
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Section 20.4 NON-REIMBURSABLE EXPENSES
® The following travel expenses shall not be reimbursable:
a. Costs incurred by a spouse or other relative accompanying an employee.
b. Personal expenditures such as valet service, laundry and cleaning, en-
tertainment, or side trips.
Section 20.5 VACATION COMBINED WITH OFFICIAL TRAVEL
Employees wishing to combine a vacation by private vehicle with a busi-
ness or convention trip must have their department head's approval, or
where appropriate, the City Administrator's approval. The employee will
be reimbursed for travel to the destination based upon the common car-
rier fare regardless of the kind of transportation used.
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 head and
City Administrator before the Finance Director's Office will authorize
processing for payment.
Section 20.7 USE OF PERSONAL VEHICLE FOR OFFICIAL BUSINESS
Employees required to use their personal vehicle for official city busi-
ness shall be compensated at a rate to be established by the City and
reimbursed for such use monthly.
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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. Campaigning fund raising, or other partisan political activities on
city premises while in the performance of duties and responsibilities
as an employee of the city.
b. Abuse of official position for political ends.
c. Use of official working time or unauthorized use of city resources
for political activity.
® d. Promising any employment, position, work, compensation, or other
benefits as consideration, favor or reward for political activity.
e. Performing political activities at the direction of a supervisor,
department head, or other city official.
Section 21.2 DISCRIMINATION
No person in the municipal service, or seeking admission thereto, shall
be appointed, promoted, demoted, removed, or advanced on any basis or for
any reason other than qualification, merit, and fitness. for the service
or lack thereof.
Section 21.3 NEPOTISM-RESTRICTION ON EMPLOYMENT OF RELATIVES
A city employee may not appoint, employ, promote, advance, or advocate
for appointment, employment, promotion or advancement in or to any posi-
tion of the municipal service over which he exercises jurisdiction or
control, any person who is a relative of the city employee. This sec-
tion shall not apply to employees previously exempted by ordinance from
. these provisions.
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Section 21.4 OUTSIDE EMPLOYMENT:
Employment by another employer in a full-time, part-time, or tem-
porary position outside of regularly scheduled working hours may be
approved by the department head. Employees shall notify the depart-
ment head no less than ten (10) days prior to their anticipated date
of employment. The department head may approve such employment if
he determines that the employment will not adversely affect the
employee's performance of his official duties or be prejudicial to the
reputation of the City. Approval may be subsequently withdrawn by
the department head if the above conditions are not met.
Section 21.5 CONFLICT OF INTEREST:
No employee of the municipal service shall hold a financial interest
in, or be employed in any capacity which means the possession,
direct or indirect, of the power to direct or cause the direction of
the management and policies of, or receive any payment, gifts,
favors, or other consideration from any person, firm, institution,
corporation, or other establishment supplying goods or service to the
City.
Section 21.6 PENALTIES:
Any employee found guilty of any violation of this Section shall be
subject to any disciplinary action up to and including dismissal as
defined by these rules, and such other penalties as may be deemed
appropriate and consistent with the laws of the City of Jefferson and
the State of Missouri.
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• r
RULE XXI
MANAGEMENT RIGHTS
The City shall retain the sole right and authority to operate and direct
the affairs of the City in all its various aspects. Among these rights
are the City's right to determine its mission and set standards for ser-
vice offered the public; to direct the working forces; to plan, direct,
control, 'and determine the operations or services to be conducted in and
by the employees of the City; to assign and transfer employees; to hire,
promote, and demote employees; and to suspend, discipline, or discharge
employees for just cause; to relieve employees due to lack of work or
for other legitimate reasons, such layoffs being normally accomplished
through attrition over a period of time with seniority being a considera-
tion; to make and enforce rules and regulations; and to change methods,
equipment, or facilities.
•
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RULE XXII
SAVINGS CLAUSE AND AMENDMENT
Section 22.1 SAVINGS CLAUSE
Invalidation of any part, Rule, or Section of these personnel rules and
regulations shall not affect the validity of the other Rules and Sections.
Section 22.2 AMENDMENT
Amendment of these rules and regulations shall be approved by a majority
vote of the City Council. Copies of such amendments shall be distributed
to all department heads and such other officials as the City Administra-
tor deems appropriate.
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