HomeMy Public PortalAboutResolution 11-97 Personnel Policy ManualRESOLUTION NO. 11.97
A RESOLUTION OF THE CITY COUNCIL OF MCCALL, IDAHO, RELATING TO
ADMINISTRATION, AMENDING THE PERSONNEL POLICY MANUAL
WHEREAS:
The Mayor and Council of McCall, Idaho have adopted that certain document called the
Personnel Policy Manual and enacted said manual through the adoption of Resolution No.
7-94 dated May 27, 1994.
The Mayor and Council desire to amend the policies respecting Productive Work
Environment, Employee Grievances and Job Descriptions.
NOW, THEREFORE, BE IT RESOLVED, by the Mayor and City Council of McCall, Idaho that the
Personnel Policy Manual be amended in accordance with section 5, Resolution No. 7-94,
as follows:
Section 1: Remove Policy 001, dated September 26, 1996, entitled "Table of
Contents" and substitute the attached Policy 001, dated November 20, 1997, similarly
titled.
Section 2: Remove Policy 106, dated May 27, 1994, entitled "Productive Work
Environment" and substitute the attached Policy 106, dated November 20, 1997, similarly
titled.
Section 3: Remove Policy 310, dated September 26, 1996, entitled "Employee
Grievances" and substitute the attached Policy 310, dated November 20, 1997, similarly
titled.
Section 4: Remove Policy 408, dated May 27, 1994, entitled "Job Descriptions" and
substitute the attached Policy 408, dated November 20, 1997, similarly titled.
BE IT FURTHER RESOLVED THAT, all supervisors, department heads and other managers
possessing copies of the Personnel Policy Manual be, and the same are hereby directed to add
and substitute the policies described above and to file a copy of this resolution in front of the
manual for reference purposes.
Passed and approved this 20th day of November 1997.
ATTEST:
Mayor
001
City of McCall
Personnel Policy Manual
Table of Contents
Chapter 1 - Genera Policy Statements
Policy Title
Effective Date
Policy Number
Personnel Policy Statement of the Mayor and City Council
May 27, 1994
101
Functions and Purposes of this Manual
May 27, 1994
102
Staff Responsibilities
May 27, 1994
103
Code of Employer -Employee Relations
May 27, 1994
104
Employment at Will
May 27, 1994
105
Productive Work Environment
November 20, 1997
106
Drug -Free Workplace Policy
May 27, 1994
107
Chapter 2 - Employee Selection and Orientation
Policy Title
Effective Date
Policy Number
Minimum Qualifications
May 27, 1994
201
Equal Employment Opportunity
May 27, 1994
202
Recruitment Policy
May 27, 1994
203
Employee Selection Procedures
December 7, 1995
204
Employee Selection Checklist
December 7, 1995
204A
Veterans Reemployment Policy
May 27, 1994
205
Validation of Selection Procedures
May 27, 1994
206
Employee Orientation
May 27, 1994
207
Chapter 3 - Employee Records, Behavior and Grievances
Policy Title
Effective Date
Policy Number
Employer -Employee Relations
May 27, 1994
301
Employee Privacy
May 27, 1994
302
Personnel Records
May 27, 1994
303
Adverse or Derogatory Information
May 27, 1994
304
Access to Official Personnel Files
May 27, 1994
305
Safety
May 27, 1994
306
Political Activity
May 27, 1994
307
Outside Employment
May 27, 1994
308
Employee Attendance
May 27, 1994
309
Employee Grievances
November 20, 1997
310
Temporary and Part -Time Employees
May 27, 1994
311
Probationary Period
May 27, 1994
312
Termination of Employment
May 27, 1994
313
Layoff and Recall
May 27, 1994
314
Performance Appraisals
February 9,1995
315
Drug/Alcohol Testing Policy
December 7, 1995
316
November 20, 1997
001
Chapter 4 - Emplovee Compensation
Policy Title
Effective Date
Policy Number
Salary Administration
May 27, 1994
401
Hours of Work
May 27, 1994
402
Time Records
May 27, 1994
403
Compensation Plan
May 27, 1994
404
Pay Changes
May 27, 1994
405
Exempt Employees
May 27, 1994
406
Pay Practices
May 27, 1994
407
Job Descriptions
November 20,1997
408
Chapter 5 - Emplovee Benefits
Policy Title
Effective Date
Policy Number
Eligibility for Benefits
February 9, 1995
501
Public Employee Retirement System
May 27, 1994
502
Social Security and Medicare
May 27, 1994
503
Health and Dental Insurance
February 9, 1995
504
Vacation and Sick Leave
May 1, 1989
505
Holidays
May 27, 1994
506
Family and Medical Leave
May 27, 1994
507
Educational Leave
May 27, 1994
508
Uncompensated Absences
May 27, 1994
509
Worker's Compensation
March 7, 1994
510
Deferred Compensation
May 27, 1994
511
The City of McCall Premium Payment Plan
May 27, 1994
512
Employee Assistance Program
May 27, 1994
513
Continuation of Health Benefits
May 27, 1994
514
Other Benefits
May 27, 1994
515
Chapter 6 - Emplovee Development
Policy Title
Effective Date
Policy Number
Employee Development
May 27, 1994
601
Training
May 27, 1994
602
Promotions
May 27, 1994
603
Chapter 7 - Employee Discipline
Policy Title
Effective Date
Policy Number
Employee Discipline
December 7, 1995
701
Reprimands
May 27, 1994
702
Disciplinary Probation
May 27, 1994
703
Suspensions
May 27, 1994
704
Discharge
December 7, 1995
705
November 20, 1997
001
Chapter 8 - Reimbursement of Employee Expenses
Policy Title
Effective Date
Policy Number
Reimbursement of Employee Expenses
May 27, 1994
801
Reimbursement of Travel Expenses
May 27, 1994
802
Reimbursement of Lodging Expenses
May 27, 1994
803
Reimbursement for Meals
May 27, 1994
804
November 20, 1997
106
Productive Work Environment
Policy. Consistent with the City's policy of equal employment opportunity, sexual harassment in
any form will not be tolerated in the workplace.
1. No supervisor or other employee shall threaten or insinuate that another employee's or
applicant's refusal to submit to sexual advances will adversely affect that person's
employment, performance evaluation, wages, advancement, assigned duties, shifts, or any
other condition of employment or career development. No employee shall promise, imply
or grant any preferential treatment in connection with another employee or applicant
engaging in sexual conduct.
2. Sexual harassment includes unwelcome sexual advances, requests for sexual favors, and
other verbal, visual or physical conduct of a sexual nature. Sexual harassment also
includes unwelcome sexual flirtations, verbal abuse of a sexual nature, subtle pressure or
requests for sexual activities, unnecessary touching of an individual, graphic or verbal
comments about an individual's body, sexually degrading words to describe an individual's
body, a display in the workplace of sexually suggestive objects or pictures, sexually explicit
or offensive jokes, or physical assault.
3. A behavior is unwelcome if a reasonable person similarly situated and of the same gender
would consider the behavior unwelcome.
4. Other (non -sexual) forms of harassment are likewise prohibited. Other forms of
harassment include but are not limited to: disparaging remarks, use of disparaging
nicknames, destruction or vandalizing personal property, use of profanity, threats, coercion
and practical jokes.
5. Any employee who is determined, after an investigation, to have engaged in sexual or
other forms of harassment in violation of this policy will be subject to appropriate
disciplinary action, up to and including discharge.
6. Any employee who believes him or her to be the victim of harassment contrary to this
policy may proceed as follows:
a. The employee may, instead of or in addition to the following, utilize the Problem
Solving Procedure described in Policy 310.
b. The employee may file a complaint under oath with the Idaho Commission on
Human Rights under Section 67-5907, Idaho Code. The commission will investigate the
matter and attempt to resolve the issue informally, but may file a civil action with the district
court seeking relief. Nothing in this policy shall preclude an employee from filing such a
complaint. The City recognizes the public's right to know about complaints filed against
the city. During the proceedings the city will reveal only the fact that a complaint has been
filed and its status in the proceeding. When the Commission renders its findings, the final
decision and recommendation will be placed in the City Council Packets. Council Packets
may be viewed by the public. There shall be no retaliation of any kind against an
November 20, 1997
106
employee who files such a complaint other than for complaints filed for the purpose of
harassing city officials, supervisors or other employees. The fact that an employee has
filed such a complaint shall not be considered when making personnel decisions
respecting the employee including, but not limited to, employment, termination, promotion,
performance evaluation, pay, training or benefits.
November 20, 1997
310
Employee Grievances
Policy. The City is committed to providing the best possible working conditions for its employees. Part of this
commitment is encouraging an open and frank atmosphere in which any problem, complaint,
suggestion or question is answered quickly and accurately by supervisors or management. When an
employee has a grievance both the employee and the City have a problem. Consequently, the City's
grievance procedure shall be called the "Problem -Solving Procedure."
(1) Each employee shall be guaranteed fair and honest treatment in all aspects or his or her
employment. Supervisors and managers shall treat each employee with respect, shall not
demonstrate personal prejudice, or grant unfair advantage to one employee over another. Similarly,
supervisors shall ensure that employees treat each other with respect and shall discipline employees
who demonstrate bigotry, verbally abuse or harass other employees.
(2) Each employee has the right to express his or her views concerning City policies and
practices to management. Each employee is responsible, however, for expressing those views in a
fair and honest manner. Every employee should make his or her criticism positive and constructive.
(3) Each employee is responsible for following the City rules of conduct, policies and practices.
Should an employee disagree with a City policy or practice, the employee is invited to express his or
her disagreement to his or her supervisor. But an employee is expected to comply with the disputed
policy or practice until the policy or practice is changed.
(4) No employee shall be penalized, nor suffer any retaliation, for voicing a disagreement with
the City or for using the Problem -Solving Procedure. However, making false or misleading
statements, expressing disagreement in abusive, threatening or profane language, or abusing
Problem -Solving or other Procedures by raising issues in bad faith or solely for the purposes of delay,
obstruction or harassment, or by repeatedly raising grievances that a reasonable person would judge
to be frivolous constitute abuse of this policy and may subject the offender to disciplinary action.
Initiation of the Problem -Solving Procedure does not limit the right of the City to proceed with any
disciplinary action which is not in retaliation for the use of the Problem -Solving Procedure.
(5) Every complaint, question, problem or suggestion shall be considered and answered within
three working days. In all instances the answer and explanation shall be given in writing.
(6) The Problem -Solving Procedure shall be limited to the following:
November 20,1997
310
(a) Any employee who has successfully completed the entrance probationary period
may appeal a disciplinary dismissal, demotion or suspension or classification
(b) Any employee may appeal the failure of a city official to provide a dght and/or benefit
to which the employee is entitled by law or in accordance with this manual.
(c) Any employee may use this procedure to resolve incidents of sexual harassment, or
discrimination based on gender, age, national origin, religion or race.
(d) Grievances must be filed within 35 days after the disciplinary action or denial of
benefits occurred or when a reasonable basis for a pattem of behavior arose.
.(e) Any grievance that does not conform to 6 (a) through (d) above shall be summarily
denied and returned to the employee.
(7) Problem-Solving Procedure. In order to qualify for the dghts described below, the employee's
problem must be presented in writing. Employees and supervisors shall follow these steps to
express and resolve problems, concerns, and disagreements:
(a) First the matter should be presented to the employee's immediate supervisor. If the
complaint or concem is in regard to immediate supervisor, the matter should be presented to the
immediate supervisors supervisor. The supervisor shall make full investigation of the matter and try
to resolve the situation as quickly as possible, but within three working days. The supervisor shall
render a decision based on the facts, City policy and a discussion with the personnel officer. If the
problem concerns the immediate supervisor, or if the supervisor is unable to resolve the issue to the
employee's satisfaction, the employee should present it to the department head. In each instance,
when rendering a decision, the employee will be advised, in writing, of the appeal fights set forth in
this policy.
(b) The department head shall investigate the employee's problem, review City Policy
and render an opinion within three working days. If additional time is required, the employee shall be
notified in writing of the delay and given an accurate indication of when an answer will be
forthcoming. The department head's answer will point out the employee's dght to appeal the decision
to the City Manager.
(c) If the employee is not satisfied with the department head's decision, the employee
may take the matter to the City Manager who shall follow the same procedure as above.
(d) If the employee is still not satisfied he or she may bdng the matter to the City
Council. The City Council will schedule a headng at which it will hear testimony, review written
matters including the previous actions on the complaint and render a decision. The employee shall
November 20, 1997
310
have the right to be represented by Legal Counsel at the employee's own expense at this headng.
The City Council's decision shall be considered final.
(8) Preparation of a grievance is deemed an employee's personal affair. The employee has the
burden of proof and must gather all information and prepare all documents on his or her own time
and without using city resources including copy machines, typewriters, computers, telephones, etc.
(a) Employees preparing grievances, may submit requests for records in the same
manner as any citizen under section 9-339, Idaho Code and are entitled to receive only those records
provided for in that section. However, an employee is entitled to review his or her own personnel file
as provided in Policy 305 of this manual.
(b) Requests for information other than public records must be submitted in writing and
will be answered in the same order of priodty as any citizen request.
(9) Employees shall have the dght to representation by legal counsel, at the employee's own
expense, dudng all proceedings connected with the Problem-Solving Procedure.
(10) The Personnel Officer will file signed copies of the grievance, appeals and answers in the
Official Personnel File. See Personnel Records, page 303.
(11) Nothing in this policy shall limit the rights of employees to file actions in the District Court or
with other federal or state regulatory agencies. It should be noted that many of these agencies
require that local remedies, such as this procedure, be exhausted before such actions will be
considered. The City recognizes the public's right to know about complaints filed with the state and
federal agencies against the city. During the proceedings the city will reveal only the fact that a
complaint has been filed its status. When the agency renders its findings, the final decision and
recommendation will be placed in the City Council Packets. Council Packets may be viewed by
the public. There shall be no retaliation of any kind against an employee who files such a
complaint other than for complaints filed for the purpose of harassinq city officials, supervisors or
other employees. The fact that an employee has filed such a complaint shall not be considered
when makinq personnel decisions respecting the employee including, but not limited to,
employment, termination, promotion, performance evaluation, pay, training or benefits.
November 20, 1997
408
Job Descriptions
Policy. It is the policy of the City that a written description of each job be prepared, periodically reviewed and
revised as job requirements change.
(1)
Each position or job shall have a written job description before any employees are hired to
fill the position. Each employee shall be given a copy of the current job description when they
are hired and whenever the job description is revised.
(2)
All job descriptions will conform, in content and format, with this policy. Job descriptions are
an integral part of the implementation of the Americans with Disabilities Act. New and revised
job descriptions must be approved by the Personnel Officer Manager before being
implemented.
(3) All City job descriptions will contain the following:
(a)
(b)
(c)
(d)
(e)
Class title states the job title to which the description applies.
The General Purpose statement includes a shod statement of the job's basic
purpose, i.e. it states why the job exists.
Supervision Received refers to how the employee receives job assignments. It
should state the supervisor by title and one of the following:
· "Broad Policy Guidance" means that the employee implements policy. The
employee is free to determine what must be done, how to go about it and to
commit significant resources to accomplishment.
· "General Supervision" means that task assignments are stated on general terms.
The employee determines the order and priodty of tasks and commits resources
toward accomplishment.
· "Close Supervision" means that the employee is told what to do and when. The
employee may exercise judgement in determining task steps and carrying them
out.
Supervision Exercised refers to supervision given to other employees.
Essential Duties and Responsibilities statement outlines the duties and
responsibilities central to the position. The elimination of any of these would
jeopardize the performance of the job and undermine the basis for the existence of
the job. In describing duties it is important to focus on what is to be accomplished,
not how it is to be accomplished. Don't assume that there is only one way to do a
job. Frequently it is essential that a function be performed, it is not essential that it
be performed in a particular way. Subheadings are permitted and may make the Job
Description easier to read.
(i) Essential functions are those that an incumbent must perform for several
November 20, 1997
4O8
(0
(gl
reasons, among them:
1
The position exists to perform the function listed.
2
The employer has a limited number of employees among whom the
function can be distributed.
3
The function is highly specialized.
(ii)
In organizing essential functions it is important to organize these functions
in some logical manner. Some alternatives include:
1
The "sequence of operations" approach where functions are listed
in the order the job is carried out.
2 The "major duty" approach where functions are organized in major
job segments or duties. This approach is especially useful when
describing supervisory or managerial jobs.
_3 The "relative importance" approach where functions are listed in
order of their importance. A variation of this approach is to arrange
functions in the order of the amount of time spent on each.
Peripheral Duties are those that may be assigned to the position that are not
essential to the existence of the position. These may include such things as
membership on employee committees, additional duties as a safety officer and the
like.
Desired Minimum Qualifications state the minimum qualification for a person to be
hired or promoted into the position.
(i)
Education and experience requirements. These should state the minimum
education and experience for a person to be hired or promoted into the
position. This section will always contain the statement "or, any combination
or education and experience that provides the necessary Knowledge, Skills
and Abilities.
(ii)
Necessary Knowledge, Skills and Abilities. This statement is extremely
important since it is central to evaluating and applicant. It states what the
employee must know and be able to do in order to successfully perform the
job.
· "Knowledge" statements should state the degree of knowledge
required: thorough, considerable, working, or some knowledge.
· "Skills" are associated with operating a specific piece of
November 20, 1997
408
(h)
U)
(k)
equipment or applying a specific technique. The employee's
skill can be measured or vedfied by observing the process.
· "Ability" focuses on the employee producing a product.
Special Requirements are requirements that relate to licensing, certifications,
residency, the need for background checks, bonding and the like.
Tools and Equipment Used. This statement should list all of the tools and equipment
which the employee would use in performing the job. For equipment it is not
necessary to list model numbers, but the position should describe the equipment
such as "backhoe" and "motor grader" but should be more specific than "heavy
equipment."
Physical Demands. This statement will be qualified by the statement that the
demands are representative, etc as shown in the sample job description. It should
specify strength, agility and perception needed to perform the job. It is important that
this statement be clear an unambiguous. For example, the statement "Must be in
excellent physical condition and health" is far too ambiguous. On the other hand, the
statement "Must be able to lift 40 pounds from the floor, carry it ten feet and place it
on a table three feet high" is a clear statement of a physical demand although
statements to this degree of precision may not be possible.
Work Environment should state the conditions under which the employee must work.
Generally, a statement as to possible weather conditions, noise, dust and the like
will meet this requirement.
Selection Guidelines. See the Sample Job Description for the generic language to
be used in all job descriptions.
November 20, 1997
408
SAMPLE JOB DESCRIPTION
Class Title: Code Enfomement Officer
GENERAL PURPOSE
Performs routine and complex public safety work in the enforcement of zoning, nuisance and sign
ordinances; enforcement of City Code in general; court bailiff; police property; evidence, animal control,
vehicle parking, and snowmobile enforcement.
SUPERVISION RECEIVED:
Works under the general supervision of the Police Lieutenant
SUPERVISION EXERCISED
None
ESSENTIAL DUTIES AND RESPONSIBILITIES
Coordinates with the Planning Department in enforcing various zoning, building and nuisance ordinance
violations. Locates and gives owners notice, follows-up to ensure compliance and issues citations when
necessary.
Serves various criminal or civil notices or papers related to enforcement of city ordinances.
Maintains normal availability by radio or telephone for consultation on major emergencies or precedent.
Carries out duties in conformance with Federal, State, County, and City laws and ordinances;
Provides courtroom security at Magistrate Court by acting as court bailiff.
Maintains contact with police supervisory personnel to coordinate investigation activities, provide mutual
assistance during emergency situations and provides general information about Department activities.
Patrols streets to locate stray animals and promptly captures animals and transports them to an animal
shelter.
Responds to complaints concerning animal problems or violations of animal control ordinances, including
November 20, 1997
408
but not limited to animals running at large, bites, property damage, or injuries. Investigates violations of
animal control ordinances and issues warnings or citations as required; appears in court to testify
regarding animal control cases.
Responds to complaints regarding sign, snowmobile traffic, parking and other alleged violations of city
ordinances.
Removes dead, injured or dangerous animals from streets.
Cares for, feeds and houses animals at the animal shelter; provides maintenance and upkeep for the
animal shelter.
Coordinates a public relations program in order to foster public awareness of ordinances regarding animal
control and humane treatment of animals; works closely with the media, public interest groups and
businesses to promote improved care and control of animals. Works an assigned shift using own
judgment in deciding course of action being expected to handle difficult and emergency situations without
assistance.
PERIPHERAL DUTIES
Maintains departmental equipment, supplies and facilities.
Serves as a member of vadous employee committees.
DESIRED MINIMUM QUALIFICATIONS
Education and Experience:
(A) High school diploma or GED equivalent;
(B) any equivalent combination of education and experience that provides the necessary
knowledge, skills and abilities.
Necessary Knowledge, Skills and Abilities:
(A) Some knowledge of law enforcement principles, procedures, techniques, and equipment;
working knowledge of animal restraint and care techniques;
(B) Some skill in operating the tools and equipment listed below;
(C) Ability to learn the applicable laws, ordinances, and department rules and regulations; Ability to
communicate effectively orally and in writing; Ability to establish and maintain effective working
relationships with subordinates, peers, supervisors and the public; Ability to exercise sound judgment in
November 20, 1997
4O8
evaluating situations and in making decisions; Ability to follow verbal and written instructions; Ability to
meet the special requirements listed below; Ability to leam the City's geography.
SPECIAL REQUIREMENTS:
(A) Must possess, or be able to obtain by time of hire, a valid State Driver's License
(B) Must pass Department firearms qualification
SELECTION GUIDELINES:
Formal application; review of education and experience; appropriate testing; oral interview; background
check; final selection.
TOOLS AND EQUIPMENT USED
Patrol vehicle, animal capture equipment, police radio, sidehandle baton, handcuffs, pager, first aid
equipment, personal computer.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to
successfully perform the essential functions of this job. Reasonable accommodations may be made to
enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to sit and talk and talk or hear.
The employee is occasionally required to stand; use hands to finger, handle, or feel objects, tools, or
controls; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; and taste or smell.
The employee must occasionally lift and/or move more than 50 pounds. Specific vision abilities required by
this job include close vision, distance vision, color vision, and peripheral vision, and the ability to adjust
focus.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters
while performing the essential functions of this job. Reasonable accommodations may be made to enable
individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee frequently works in outside weather conditions. The
employee occasionally works near moving mechanical parts; in high, precarious places; and is
occasionally exposed to wet and/or humid conditions.
November 20, 1997
408
The noise level in the work environment is usually moderate.
The duties listed above are intended only as illustrations of the various types of work that may be
performed. The omission of specific statements of duties does not exclude them from the position if the
work is similar, related or a logical assignment to the position.
The job description does not constitute an employment agreement between the employer and employee
and is subject to change by the employer as the needs of the employer and requirements of the job
change.
Approval:
Effective Date:
Police Chief
January 1, 1997
Approval:
Personnel Officer
Revision History: None
November 20, 1997