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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