Loading...
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