HomeMy Public PortalAboutResolution 19-96 Relating to Amending Personnel ManualRESOLUTION NO. 19-96
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.
That the Mayor and Council desire to modify the grievance police in the Personnel Policy
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 No. 7-94, as
follows:
Section 1: Remove Policy 001, dated December 7, 1995, entitled "Table of Contents" and
substitute the attached Policy 001, dated September 26, 1996, similarly titled.
Section 2: Remove Policy 310, dated May 27, 1994, entitled "Employee Grievances" and
substitute the attached Policy 310, dated September 26, 1996, 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 26th day of September 1996.
AI LEST:
001
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 Wi11
May 27, 1994
105
Productive Work Environment
May 27, 1994
106
Drug -Free Workplace Policy
May 27, 1994
105
Chanter 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
Chanter 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
Sep 26, 1996
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
September 26, 1996
001
Chapter 4 - Emnlovee Compensation
Policy Title
Effective Date
Policy Numer
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
Chanter 5 - Emnlovee Benefits
Policy Title
Effective Date
Policy Number
Eligibilility 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
Chanter 6 - Emnlovee Development
Policy Title
Effective Date
Policy Number
Employee Development
May 27, 1994
601
Training
May 27, 1994
602
Promotions
May 27, 1994
603
Chanter 7 - Emnlovee 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
September 26, 1996
001
Chanter 8 - Reimbursement of Emnlovee 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
September 26, 1996
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 conceming 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 be -bound -by andte comply with the disputed policy or practice until the policy or practice
is, updated, amended or 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.
.0) The Problem-Solvinq Procedure shall be limited to the following:
Anv employee who has successfully completed the entrance probationary period may
appeal a disciplinary dismissal, demotion or suspension.
02) Anv employee may appeal the failure of the city to provide a right and/or benefit to
which the employee is entitled by law or in accordance with this manual.
fgl Any employee may use this procedure to resolve incidents of sexual harassment, or
discrimination based on gender, aqe, national origin, religion or race.
Grievances must be filed within 35 calendar days after the disciplinary action or denial
of benefits occured or when a reasonable basis for a pattern of behavior arose.
September 26, 1996
310
(e) Anv grievance that does not conform to 6 (a) through (d) above shall be summarily
denied and returned to the employee.
(6KD Problem -Solving Procedure. In order to qualify for the rights 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 concern is in regard to immediate supervisor, the matter should be presented to the
immediate supervisor's 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 rights 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 right 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 bring the matter to the City Council.
The City Council will schedule a hearing at which it will hear testimony, review written matters including
the previous actions on the complaint and render a decision. The employee shall have the right to be
represented by Legal Counsel at the employee's own expense at this hearing. The City Council's
decision shall be considered final.
(8) Preparation of a greivance is deemed an employee's personal affair. The employee has the
burden of proof and must qather 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 preparinq qrievances, may submit requests for records in the same
manner as anv 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 priority as any citizen request.
(7)01 Employees shall have the right to representation by legal counsel, at the employees own
expense, during all proceedings connected with the Problem -Solving Procedure.
(8)(10) The Personnel Officer will file signed copies of the grievance, appeals and answers in the
Official Personnel File. See Personnel Records, page 303.
(9)(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.
September 26, 1996