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HomeMy Public PortalAboutResolution 02-95 Amend Personnel PolicyResolution 2-95 A RESOLUTION OF 1'HE 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 7-94 dated May 27, 1994. That events have occurred which necessitate the amendment of the Personnel Policy Manual, to wit: The city has entered into a new agreement with its health insurance carrier which changes the eligibility and benefits provided. A planned policy regarding Performance Appraisals was not included in the original manual. 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 7-94 as follows: Section 1: Remove Policy 001, dated May 27, 1994, entitled "Table of Contents" and substitute the attached Policy 001, dated February 9, 1995, similarly titled. Section 2: Add new Policy 315, dated February 9, 1995, entitled "Performance Appraisals." Section 3: Remove Policy 501, dated May 27, 1994, entitled "Eligibility for Benefits" and substitute the attached policy 504, dated February 9, 1995, 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 23d day of February 1995. Al LEST: Mayor City Clerk 1 Policy 001 February 9, 1995 City of McCall Personnel Policy Manual Table of Contents Chanter 1- General 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 May 27, 1994 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 May 27, 1994 204 Employee Selection Checklist May 27, 1994 204A Veterans Reemployment Policy May 27, 1994 205 Validation of Selection Procedures May, 27, 1994 206 Employee Orientation t 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 Maa27, 1994 302 Personnel Records May 27, 1994 303 Adverse or Derogatory Information May 27, 1994 304 Access of 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 May 27, 1994 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 2 Chapter 4 - Employee 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 May 27, 1994 408 Sample Job Description Form May 27, 1994 409 Compensation of On -Call Personnel (Not Yet Enacted) 410 Chapter 5 - Employee Benefits Policy Title Effective Date Policy Number Eligibility for Benefits February 9, 1995 501 Public Employee Retirement System May 27, 1995 502 Social Security and Medicare May 27, 1995 503 Health and Dental Insurance February 9, 1995 504 Vacation and Sick Leave May 1, 1989 505 Holidays May 27, 1995 506 Family and Medical Leave May 27, 1995 507 Educational Leave May 27, 1995 508 Uncompensated Absences May 27, 1995 509 Worker's Compensation May 27, 1995 510 Deferred Compensation May 27, 1995 511 The City of McCall Premium Payment Plan May 27, 1995 512 Employee Assistance Program May 27, 1995 513 Continuation of Health Benefits May 27, 1994 514 Other Benefits May 27, 1994 515 Sick Leave Bank February 9, 1995 516 Chapter 6 - Employee 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 May 27, 1994 . 701 Reprimands May 27, 1994 702 Disciplinary Probation May 27, 1994 703 Suspensions May 27, 1994 704 Discharge May 27, 1994 705 3 Chanter 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 Policy 315 February 9, 1995 PERFORMANCE APPRAISALS Policy. It is the policy of the City of McCall to periodically appraise the performance of all employees and to provide a written statement of the appraisal to the employee. (1) Performance will be informally appraised by supervisors continuously. Supervisors are encouraged to keep notes of significant performance matters for use in preparing the formal appraisal. (2) Formal performance appraisals will be recorded on forms provided by the personnel officer. (3) As a minimum, formal performance appraisals will be conducted as follows: (a) Upon completion of initial probationary period. (b) Annually during the anniversary month of the employee's date of employment. (c) As a part of any promotion or merit salary increase. (d) Whenever an employee is placed on disciplinary probation. (4) Performance appraisals will be completed by the employee's first line supervisor and reviewed by the next level of supervision. All appraisals will be discussed with the employee and the employee provided a copy. This discussion will be evidenced by the employee's signature on the appraisal (or if the employee refuses to sign the supervisor's statement to that effect). (5) The performance appraisal will include performance objectives and a discussion on whether or not previously defined objectives have been met. (6) Supervisors should use notes and other reminders to ensure that the appraisal is for the complete period since the last appraisal and that disproportionate weight is not given to more recent events. (7) Major objectives of this policy are to help employees grow in their job, to correct unsatisfactory behavior and encourage exemplary performance. Policy 50I February 9, 1995 Eligibility for Benefits I Policy. It is the policy of the City to offer, as a part of full-time, permanent employee compensation certain non - cash benefits and to clearly prescribe the eligibility requirements for those benefits. (1) A "benefit" is something that the city purchases, contributes to or makes available to employees for their own well being. They are generally thought of as non -cash compensation although many convert to cash as some future time. Benefits may be categorized as obligatory and voluntary. (a) Obligatory benefits are benefits that the city is required by law to provide or to contribute to. Examples include social security and Worker's Compensation. (b) Voluntary benefits are benefits that the city provides to provide a better working environment and enhance employee well-being. Examples include vacation, sick leave, health and dental insurance and holiday pay. Voluntary benefits may be amended or terminated at any time. (2) Eligibility for voluntary benefits: (a) The individual must be an employee of the city, receiving wages or salary that are subject to withholding for income tax and social security purposes, and; (b) The employee must regularly work twenty or more hours per week,. Employees hired after November 1, 1994 must regularly work at least thirty hours per week to be eligible for health insurance benefits. Employees working at least twenty but less than thirty hours per week are eligible for all other benefits described in this chapter if otherwise eligible. and; (c) The employee must be hired for a duration of at least five months. (3) Special circumstances: (a) If an employee works a variable schedule, i.e. more than twenty hours one week and less than twenty hours another, the employee shall be deemed eligible for all benefits except health insurance if he or she works twenty or more hours in more than half of the weeks involved. Similarly, if an employee works less than thirty hours in some weeks and more than thirty in others, the employee shall be deemed eligible for health insurance if he or she works at least thirty hours per week in more than half of the weeks involved. (b) If an employee working twenty or more hours per week is hired with the expectation of working less than five months but whose status changes to work more than five months shall be deemed eligible for a benefits other than health insurance, when it becomes apparent that the employee will work more than five months. Such an employee shall also be eligible for health insurance benefits if he or she initially works at least thirty hours per week. (c) If an employee working twenty or more hours per week has his or her hours reduced to less than twenty hours per week, that employee shall cease to be eligible for benefits on the first day of the month following the reduction in hours. Similarly, if an employee who works more than thirty hours per week has his or her hours reduced to less than thirty hours per week shall cease to be eligible for health insurance benefits on the first day of the month following the reduction in hours. Such an employee will remain eligible for other benefits so long as he or she works at least twenty hours per week. EXCEPTION: An employee hired prior to November 1, 1994 who works more than twenty hours per week and who receives health insurance benefits because he or she was eligible for health insurance benefits under a prior policy shall continue to receive health insurance benefits unless his or her hours are reduced to less than twenty hours per week. 2 Policy 501 February 9, 1995 (4) Nothing in this policy shall be construed to alter the contractual arrangement with health insurance carriers or other parties providing benefits. The Public Employee Retirement System is governed by Idaho Law and in the event of a contradiction with this policy, the statute shall prevail.