RESO 25-125 - Adopting Updates to Employee HandbookRESOLUTION NO. 25-125
A RESOLUTION ADOPTING THE EMPLOYEE HANDBOOK
WHEREAS, the City of Golden Valley is committed to fostering a professional, equitable,
and productive workplace by providing employees with clear policies, procedures, and
expectations; and
WHEREAS, an employee handbook promotes transparency and trust, mitigates risks,
and ensures fairness in the treatment of employees; and
WHEREAS, periodic review and updates to the handbook ensure compliance with
evolving state and federal laws, industry standards, and organizational needs while supporting
a positive organizational culture; and
WHEREAS, the current employee handbook was approved by Resolution No. 25-001 on
January 7, 2025; and
WHEREAS, the City amended the employee handbook with structural edits to provide
clarity for employees and updated policy language to the following sections:
• Respectful Workplace
• Technology Use
• Hours of Work and Time Tracking: Meals and Breaks
• Hours of Work and Time Tracking: On-Call and Call-Back Policy
• Time Away from Work: Minnesota Paid Family Medical Leave
WHEREAS, the above-referenced amendments will become effective as of January 1,
2026.
NOW THEREFORE, BE IT RESOLVED, BY THE CITY COUNCIL OF THE CITY OF GOLDEN
VALLEY, MINNESOTA that the Employee Handbook, hereto referred to as Exhibit A, is adopted in
its entirety, and the revised handbook policies supersede all previously adopted handbook
policies and procedures, except those contained in approved union contracts.
Adopted by the City Council of the City of Golden Valley, Minnesota this 16th day of December,
2025.
_______________________________
Gillian Rosenquist, Mayor Pro Tempore
Attested:
____________________
Theresa Schyma, City Clerk
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Employee Handbook
A guide to the personnel policies of the City of Golden Valley
This handbook, dated January 1, 2026 supersedes and replaces all prior versions.
Resolution No. 25-125 (Exhibit A)-2-December 16, 2025
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EMPLOYEE HANDBOOK ............................................................................................................................................................... 1
1.0 INTRODUCTION ..................................................................................................................................................................... 5
1.1 SCOPE ................................................................................................................................................................................... 5
1.2 DATA PRIVACY AND EMPLOYEE PERSONNEL RECORDS ..................................................................................................................... 6
2.0 RESPECTFUL WORKPLACE ............................................................................................................................................... 7
2.1 EQUAL EMPLOYMENT OPPORTUNITY (EEO) POLICY STATEMENT ...................................................................................................... 7
2.2 REASONABLE ACCOMMODATIONS .............................................................................................................................................. 7
2.3 RESPECTFUL WORKPLACE POLICY ................................................................................................................................................ 8
3.0 RECRUITMENT AND SELECTION ........................................................................................................................................... 17
3.1 RECRUITMENT ...................................................................................................................................................................... 17
3.2 SELECTION ........................................................................................................................................................................... 18
4.0 TOBACCO, DRUG, AND ALCOHOL ........................................................................................................................................... 21
4.1 SMOKING AND TOBACCO USE .................................................................................................................................................. 21
4.2 DRUG AND ALCOHOL USE ....................................................................................................................................................... 21
4.3 MEDICAL CANNABIS ............................................................................................................................................................... 21
4.4 CITY’S EMPLOYEE ASSISTANCE PROGRAM ................................................................................................................................... 21
4.5 DRUG AND ALCOHOL TESTING FOR EMPLOYEES NOT LICENSED BY THE DOT..................................................................................... 22
4.6 DRUG AND ALCOHOL TESTING POLICY FOR DOT LICENSEES ........................................................................................................... 24
4.7 THE DRUG AND ALCOHOL CLEARINGHOUSE................................................................................................................................ 30
5.0 WORKPLACE RULES ............................................................................................................................................................... 32
5.1 CHILDREN IN THE WORKPLACE ................................................................................................................................................. 32
5.2 ANIMALS IN THE WORKPLACE .................................................................................................................................................. 32
5.3 APPEARANCE AND DRESS ........................................................................................................................................................ 33
5.4 ATTENDANCE AND ABSENCES ................................................................................................................................................... 34
5.5 CITYWIDE EMAIL POLICY ......................................................................................................................................................... 34
5.6 EXTERNAL COMMUNICATIONS ................................................................................................................................................. 35
5.7 SOCIAL MEDIA USE ................................................................................................................................................................ 35
5.8 TECHNOLOGY USE ................................................................................................................................................................. 36
5.9 USE OF CITY VEHICLES ............................................................................................................................................................ 40
5.10 NO EXPECTATION OF PRIVACY .................................................................................................................................................. 41
6.0 CODE OF CONDUCT .............................................................................................................................................................. 42
6.1 CONFIDENTIAL INFORMATION .................................................................................................................................................. 42
6.2 CONFLICT OF INTEREST ............................................................................................................................................................ 42
6.3 HOLDING INVESTMENTS/FINANCIAL INTEREST ............................................................................................................................. 42
6.4 OUTSIDE EMPLOYMENT .......................................................................................................................................................... 43
6.5 EMPLOYEE-TO-EMPLOYEE SOLICITATION .................................................................................................................................... 43
6.6 POLITICAL ACTIVITY ................................................................................................................................................................ 43
6.7 SOLICITATION OR RECEIPT OF GIFTS ........................................................................................................................................... 44
6.8 WHISTLEBLOWER PROTECTIONS................................................................................................................................................ 44
7.0 HOURS OF WORK AND TIME TRACKING............................................................................................................................... 45
7.1 CORE WORK HOURS .............................................................................................................................................................. 45
7.2 TIME TRACKING PROCEDURES .................................................................................................................................................. 45
7.3 BREAKS AND MEALS .............................................................................................................................................................. 46
7.4 TRAVEL TIME ........................................................................................................................................................................ 46
7.5 ON-CALL AND CALL-BACK POLICY ............................................................................................................................................. 47
7.6 FLEXIBLE WORK ARRANGEMENT POLICY ..................................................................................................................................... 48
8.0 COMPENSATION .................................................................................................................................................................. 53
8.1 JOB CLASSIFICATION AND PAY PLAN ......................................................................................................................................... 53
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8.2 JOB DESCRIPTIONS AND CLASSIFICATIONS ................................................................................................................................... 53
8.3 COMPENSATION, OVERTIME, AND COMPENSATORY TIME ............................................................................................................. 53
8.4 PAYROLL POLICIES AND PROCEDURES ........................................................................................................................................ 55
9.0 EMPLOYEE PERFORMANCE AND DISCIPLINE ................................................................................................................. 58
9.1 SUSPENSION ......................................................................................................................................................................... 58
9.2 DEMOTION OR TRANSFER ....................................................................................................................................................... 58
9.3 TERMINATION OF EMPLOYMENT ............................................................................................................................................... 58
9.4 GRIEVANCE PROCEDURE .......................................................................................................................................................... 58
10.0 BENEFITS ....................................................................................................................................................................... 65
10.1 CAFETERIA PLAN .................................................................................................................................................................... 65
10.3 MINIMUM COVERAGE ............................................................................................................................................................ 66
10.4 TUITION REIMBURSEMENT ...................................................................................................................................................... 66
10.5 MISCELLANEOUS ................................................................................................................................................................... 67
11.0 EMPLOYEE TRAVEL........................................................................................................................................................ 68
11.1 CONFERENCES AND SEMINARS ................................................................................................................................................. 68
11.2 TRAVEL EXPENSES .................................................................................................................................................................. 68
11.3 REIMBURSEMENT PROCESS ...................................................................................................................................................... 70
12.0 EXPENSES ...................................................................................................................................................................... 71
12.1 EQUIPMENT AND UNIFORMS ................................................................................................................................................... 71
12.2 CITY EXPENSES ...................................................................................................................................................................... 71
13.0 HOLIDAYS .......................................................................................................................................................................... 66
13.1 SCHEDULED HOLIDAYS ............................................................................................................................................................ 66
13.2 FLOATING HOLIDAYS .............................................................................................................................................................. 66
13.3 HOLIDAY PAY ELIGIBILITY ........................................................................................................................................................ 66
14.0 TIME AWAY FROM WORK ......................................................................................................................................... 69
14.1 SICK LEAVE AND VACATION LEAVE (EMPLOYEES HIRED BEFORE JAN 1, 2009) .................................................................................. 69
14.1.2 VACATION LEAVE ................................................................................................................................................................... 70
14.2 PAID TIME OFF (PTO) (EMPLOYEES HIRED ON OR AFTER JAN 1, 2009) .......................................................................................... 74
14.3 EARNED SICK AND SAFE TIME (ESST) LEAVE ............................................................................................................................... 76
14.4 LEAVE DONATION .................................................................................................................................................................. 80
14.5 MINNESOTA PAID LEAVE ........................................................................................................................................................ 81
14.5.1 ELIGIBILITY ........................................................................................................................................................................... 81
14.6 FAMILY MEDICAL LEAVE .......................................................................................................................................................... 84
14.7 PREGNANCY AND PARENTING LEAVE (PPL) ................................................................................................................................. 87
14.8 EMPLOYMENT PROTECTIONS ................................................................................................................................................... 88
14.9 MILITARY-RELATED LEAVE ....................................................................................................................................................... 88
14.10 OTHER LEAVES .................................................................................................................................................................. 90
14.11 OTHER UNPAID LEAVE ....................................................................................................................................................... 91
15.0 SAFETY ............................................................................................................................................................................... 93
15.1 REPORTING ACCIDENTS AND ILLNESSES ...................................................................................................................................... 93
15.2 COMPENSATION AND INSURANCE CONTINUATION ........................................................................................................................ 94
15.3 RETURN TO WORK ................................................................................................................................................................. 94
15.4 WORKPLACE VIOLENCE ........................................................................................................................................................... 95
15.5 WORKPLACE EMERGENCY SITUATIONS ....................................................................................................................................... 96
16.0 SEPARATION ....................................................................................................................................................................... 97
16.1 RESIGNATION ....................................................................................................................................................................... 97
16.2 BENEFITS AFTER TERMINATION OF EMPLOYMENT ......................................................................................................................... 97
16.3 PAYING OUT ACCRUED/UNUSED LEAVE AT TERMINATION OF EMPLOYMENT .................................................................................... 97
Resolution No. 25-125 (Exhibit A)-4-December 16, 2025
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16.4 RETIREMENT ......................................................................................................................................................................... 98
16.5 LAYOFF .............................................................................................................................................................................. 101
16.6 REFERENCES ....................................................................................................................................................................... 101
17.0 DEFINITIONS ..................................................................................................................................................................... 102
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1.0 Introduction
This handbook is a guide to the policies and procedures that affect City employees. The purpose
of these policies is to establish a uniform and equitable system of personnel administration.
Please take time to read and become familiar with the information this handbook contains and
keep it in a convenient place for reference when questions arise. This version of the handbook
supersedes and replaces all prior versions.
The City reserves the right, in its sole discretion, to change or terminate any provision of this
handbook or to add new provisions at any time without prior notification.
This handbook does not contain all of the information employees will need during the course of
employment. The City will provide information verbally and through various notices, and when
there is a change in policy, will notify employees of updates to this handbook.
Additionally, departments may have special work rules deemed necessary by the Department
Head and approved by the City Manager for the achievement of that department’s objectives. The
department will give each employee a copy of such work rules upon hiring, and the immediate
supervisor will further explain those rules and discuss their enforcement with the employee.
It is impossible for this handbook to address every situation that may arise in the workplace.
Employees of the City of Golden Valley are expected to exercise reasonable and proper judgment
in all aspects of their employment. Employees should direct any questions about the handbook
to Human Resources or their supervisor.
At-Will Employment: Neither this handbook nor any of the City’s policies are intended to be a
contract between the City and its employees. The policies in this handbook may not be construed
as contractual provisions. Employment is considered at-will, which means the employee or the
City may choose to terminate the employment relationship at any time for any reason, subject to
limitations imposed by law.
1.1 Scope
These policies apply to all employees of the City of Golden Valley. Except where specifically
noted, these policies do not apply to:
•elected officials
•members of boards, commissions, and committees
•consultants and contractors
•volunteers
Union Employees: With respect to employees whose positions are included in a collective
bargaining unit, provisions of the applicable collective bargaining agreement pursuant to the
Public Employment Labor Relations Act supersede these policies on any subject area covered by
both the collective bargaining agreement and these policies. Union employees should always
refer to their collective bargaining agreement (CBA). Union employees who have questions about
any conflicts between this handbook and their collective bargaining agreement should contact
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Human Resources or their union representative.
Furthermore, nothing in these policies is intended to conflict with any applicable provision of
local, state, or federal law. If such a conflict arises, the City will abide by all local, state, and
federal laws.
1.2 Data Privacy And Employee Personnel Records
The Minnesota Government Data Practices Act requires cities to release certain information to
the public about current and former employees upon request. Some of the public information
about an employee includes name, education and training, title and job description, dates of
employment, honors and awards, work location, and work phone number. This law is subject to
change, and any requests for information about employees should be directed to Human
Resources.
During the course of City employment, an employee will likely receive a request from the public to
provide information that state law classifies as either private or confidential. The City maintains
employee personnel data and information to administer employee benefits and payroll, to
complete required federal and state reports, and to record employee work performance. Laws
regarding data privacy are strictly followed. Data is kept in individual employee files, payroll files,
and computer files. These files are the property of the City. Employees have the right to know
what data is retained, where it is kept, and how it is used.
All employee data will be received, retained, and disseminated according to the Minnesota
Government Data Practices Act. Files of employees who have separated from their employment
with the City of Golden Valley are maintained in accordance with Minnesota records retention
guidelines.
1.2.1 Personnel Records
Employees have the right to review their own personnel files during the City’s regular business
hours. Employees must make a written request for such a review and may review their files once
every six months during their employment and once per year after their separation from
employment (for as long as the City maintains the personnel record).
Current employees may request copies of their personnel file after reviewing the file; former
employees may simply request a copy without prior review. The City will not charge employees
for the cost of copies made pursuant to a valid request for review.
If employees dispute information in their personnel file, and the City does not agree to revise or
remove that information, the employee may submit a letter specifically identifying the disputed
information and explaining the employee’s position with respect to the disputed information. The
City will include employee statements with their personnel files.
The City will not retaliate against employees who exercise their rights under this policy.
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2.0 Respectful Workplace
2.1 Equal Employment Opportunity (EEO) Policy Statement
The City is committed to providing equal employment opportunity to all persons, in all areas of
employment, including but not limited to recruitment, hiring, placement, promotion, demotion or
transfer, layoff, recall, termination, rates of pay or other forms of compensation, or selection for
training.
All employment policies and practices will be nondiscriminatory in compliance with federal,
state, and local laws.
The City will not discriminate against any employee or job applicant on the basis of race, traits
associated with race (including, but not limited to, hair texture and hair styles such as braids,
locs, and twists), color, creed, religion, national origin, ancestry, sex, sexual orientation, gender
identity or expression, disability, age, marital status, genetic information, status with regard to
public assistance, veteran status, familial status, or membership on a local human rights
commission.
2.2 Reasonable Accommodations
2.2.1 Accommodations For Disabilities
The City will make reasonable accommodation for a qualified individual with a disability who
requires such accommodation to perform the essential functions of his or her job.
Employees who believe they are qualified individuals with a disability and need accommodations
should contact Human Resources. The City will then engage in an interactive process to better
understand each employee’s needs in the context of the position and to determine what
reasonable accommodations, including alternative duties, that may be made to address the
disability.
As part of that interactive process, the City may ask for information from a medical provider about
the nature of the disability and the accommodations necessary to allow employees to perform
the essential functions of their positions. Employees who do not meet the qualifications under the
Americans with Disabilities Act (ADA) may be eligible for alternative duties under the Alternative
Duty Policy.
Additionally, as an exception to Section 5.0 (Workplace Rules) regarding no animals in the
workplace, qualified individuals with a disability have the right to request a reasonable
accommodation to bring service animals or an emotional support animal (ESA) to the workplace.
A service animal is defined by the federal Americans with Disabilities Act (ADA) as a dog that is
individually trained to do work or perform tasks for people with disabilities.
ESAs whose sole purpose is to provide comfort or emotional support do not qualify as service
animals under the ADA. The City will consider accommodation requests for both service animals
and ESAs.
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Employees who want to bring a service animal or ESA to the workplace must submit a request for
reasonable accommodation. When assessing such reasonable accommodation requests, the
City may collect the same information as when determining whether to grant any other type of
accommodation request. If another accommodation would enable an employee to perform their
job, then the City may offer alternative accommodation to the use of a service animal or ESA. If
the request causes an undue hardship in the workplace, the City may deny the request. See
Section 5.0 for more information on workplace rules regarding animals/pets to the workplace.
2.2.2 Accommodations For Pregnancy And Nursing Employees
For employees with health conditions relating to pregnancy or childbirth, the City will provide
reasonable workplace accommodations, such as but not limited to:
• more frequent unpaid restroom, food, and water breaks
• seating
• limits on lifting more than 20 lbs
• temporary transfer to a less strenuous or hazardous position, should one be available
Additionally, the City will provide nursing employees with paid break time and a suitable room to
express milk for nursing the child. Contact Human Resources for more information.
An employer shall not discharge, discipline, penalize, interfere with, or otherwise retaliate or
discriminate against an employee for asserting reasonable accommodations pregnancy rights or
remedies. In addition, an employer may not involuntarily transfer a pregnant employee to a
temporary modified-duty assignment.
2.2.3 Accommodations For Religious Practice
The City values the diversity of its employees and recognizes that employees may need
accommodation to observe the practices of their religious tradition. Employees who require
accommodation of their schedule or other aspects of their job for religious reasons should talk to
Human Resources. The City will work with employees to determine reasonable ways to
accommodate those practices.
2.3 Respectful Workplace Policy
The City is committed to maintaining a working and public service environment that is free of
offensive behavior and unlawful discrimination. The City embraces diversity and recognizes the
rights of individuals to live their lives with dignity, free of discrimination, fear, violence, and hate.
This policy is intended to inform all employees, elected and appointed officials, volunteers,
contractors, customers, and non-employees of their rights and obligations related to offensive
behaviors, including harassment, discrimination, and retaliation.
Failure to comply with this policy and its procedures may result in disciplinary action, up to and
including termination for employees and ending volunteer, contractors, customer, and non-
employee relationship with the City.
All reports of offensive behavior will be taken seriously, thoroughly investigated, and addressed
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to resolution. Employees who raise concerns in good faith are protected from retaliation of any
kind.
2.3.1 Offensive Behaviors Prohibited
Employees as well as elected and appointed officials of the City are prohibited from engaging in
any offensive behavior. Offensive behaviors have damaging consequences for the recipients of the
behavior as well as observers and the organization as a whole. Offensive behaviors or actions,
inclusive of discrimination and harassment based on an actual or perceived protected class or
otherwise, is prohibited. Discrimination and harassment against an individual or group because of
their relationship or association with members of an actual or perceived protected class is
prohibited and will not be tolerated.
2.3.2 Expectations
The City respects and values the diverse identities and life experiences of all City stakeholders.
The City expects all individuals to:
• treat employees, volunteers, contractors, customers, and non-employees with respect and
ensure all voices are heard
• examine and challenge biases that may prevent them from being inclusive and equitable
• report inequities in City policies, systems, programs, or services
• report violations of this policy
2.3.3 Acceptable And Healthy Workplace Behaviors Defined
Acceptable and healthy workplace behaviors promote respect, positivity, and civility in the
workplace and any public service environment. Acceptable and healthy behaviors include but
are not limited to:
• using respectful, supportive, and encouraging language in all interactions, no matter the subject of
conversation
• questioning a peer’s position on an issue politely rather than asserting one’s own position as the
right one
• listening to another’s position with an open mind and approaching conflict with maturity and true
desire for resolution, rather than as a fight or opportunity to belittle a co-worker
• giving peers direct, non-personal feedback as opposed to criticism
• respecting one another, trusting each other’s decision-making abilities, and expressing
appreciation when a peer does something correctly and in a timely manner
2.3.4 Offensive Behavior Defined
Offensive behaviors are those that cause harassment, distress, intimidation, harm, or violence to one or
more other persons in the form of verbal, nonverbal, and physical conduct. This includes illegal or
unethical conduct as well as negative or aggressive acts aimed at one or more individuals and causing
them to feel hurt, embarrassed, incompetent, disrespected, anxious, or depressed, whether or not the
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behavior is because of an individual’s membership or affiliation with a protected class. Examples of
offensive behavior include, but are not limited to:
•use of threatening or abusive language or other verbal and non-verbal expressions of
intimidation
•behavior, conduct, or language that is intended to be or is perceived by others to be
demeaning, berating, rude, threatening, intimidating, humiliating, hostile, hazing, or bullying
•casual and frequent verbal and nonverbal slights, insults, putdowns, and invalidations
related to someone’s membership of a social identity, also known as microaggressions
•making threats of or acting out violence, retribution, litigation, or financial harm
•shouting or engaging in other speech, conduct, or mannerisms that are reasonably
perceived by others to be intimidating or harassing
•using denigrating jokes, slurs, negative stereotypes, derogatory remarks, epithets,
innuendos, name-calling, ridicule, or mockery, and insults or put-downs
•displaying or circulating electronic or written materials or messages, graffiti, or gestures that
are demeaning, denigrating, profane, threatening, or defamatory
•using sarcasm or cynicism directed as a personal attack on others
•making unwanted, threatening, or inappropriate physical contact
•deliberate destruction or damaging of property as an expression of anger, threat, or tactic of
intimidation
•making comments, starting or spreading false rumors, or engaging in behavior that is
untruthful or directed as a personal attack on the professional conduct of others
•retaliation or harassment in any form
•filing a false, malicious, or retaliatory claim against another individual or individuals
•engaging in any pattern of disruptive behavior or interaction that could interfere with the
workplace or adversely impact the quality of services, programs, or the psychological
health of another
•conditioning employment terms on submission to harassing conduct
•discriminatory or biased behavior, which includes inappropriate remarks about or conduct
related to an employee’s race, color, creed, religion, national origin, disability, sex, marital
status, age, sexual orientation, gender identity, status with regard to public assistance,
Veteran’s status, or any other reason protected by local, state, or federal law, ordinance or
regulation
2.3.5 Sexual Harassment Defined
Behaviors related to sexual harassment include unwelcomed sexual advances, , requests for sexual
favors, and other verbal or physical conduct of a sexual nature where:
•submission to or rejection of such conduct is made either explicitly or implicitly a term or condition
of any individual’s employment or as a basis for employment decisions
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•such conduct has the purpose or effect of unreasonably interfering with an individual’s work
performance or creating an intimidating, hostile, or offensive work environment
While it is not possible to list all circumstances that may constitute sexual harassment, the
following are some examples of conduct that, if unwelcome, may also constitute sexual harassment:
•unwanted sexual advances, whether or not they involve physical touching
•sexual epithets, jokes, written or oral references to sexual conduct, gossip regarding one’s sex life,
comments about an individual’s body, or comments about an individual’s sexual activity
•displaying sexually suggestive objects or images
•unwelcome leering, whistling, brushing up against the body, sexual gestures, or suggestive or
insulting comments
•inquiries into and discussion of the sexual experiences or activities of another
2.3.6 Management Responsibility
Management, those in positions of authority, and workplace representatives have a particular
responsibility to ensure individuals exhibit acceptable and healthy behaviors at all times and that
complaints to the contrary are addressed promptly. Management are expected to:
•provide good examples by treating all with courtesy and respect
•promote awareness of this policy and how to follow the policy
•be vigilant for signs of inappropriate behaviors at work through observation and information seeking,
and take action to resolve the behavior before it escalates
•deal sensitively with employees involved in a complaint, whether as complainant or alleged
aggressor
•explain the procedures to be followed if a complaint of inappropriate behavior at work is made
•ensure that an employee making a complaint is not victimized for doing so, and seek resolution of
such behavior if it occurs
•monitor and follow up on the situation after a complaint is made so as to prevent recurrence of the
behavior
•inform Human Resources pursuant to the investigation process in this policy
2.3.7 Employee Responsibility
Employees have a direct opportunity to achieve a work and public service environment that does not
tolerate offensive behaviors and, instead, promotes acceptable and healthy behaviors. Employees are
expected to:
•conduct themselves in a manner that demonstrates respect and inclusion for others in the
workplace
•directly address offensive behaviors and actions of an individual(s), whenever possible
•participate fully and in good faith in complaint processes, restorative approaches, and investigative
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processes for which they may have relevant information
•report incidents that may violate this policy in accordance with identified City processes
•participate in established training programs related to this policy
2.3.8 Training Programs
As part of its commitment to encouraging positive and healthy behaviors, the City offers training
opportunities for all employees. Training includes, but is not limited to, factors that contribute to a
welcoming environment, free from microaggressive and offensive behavior, and responsibilities
under this policy.
2.3.9 Reporting Violations Of Respectful Workplace Policy
Employees should, as soon as practicably possible, report to Human Resources or their immediate
supervisor if they are the recipient of, have observed, or believe others are being subjected to any form of
offensive behavior, discrimination, retaliation, or any other violation of this policy by another employee of
the City or by a non-employee. If an employee is unable to address the issue with their immediate
supervisor, or their supervisor is the subject of the complaint, employees should contact Human
Resources.
Any employee may initiate a complaint under this policy. Complaints should be submitted to Human
Resources and their immediate supervisor. If the complaint concerns a member of Human Resources,
the individual may contact the Deputy City Manager or City Manager.
When practicably possible, the employee should submit this report in writing with sufficient detail for
Human Resources to determine whether a policy was violated. A written complaint should include the
following:
•the name, department, and positions of the person(s) allegedly displaying the
offensive/inappropriate behavior
•a description of the incident(s), including date(s), location(s), and the identity of any witnesses
•the name(s) of other individuals who may have been subject to similar behaviors or actions
•what, if any, steps have been taken to address the issue
•any other information the individual believes to be relevant
If an employee is unable to complete a written complaint, or requires an accommodation, employees
should contact Human Resources.
Reports of violations of this policy will be promptly and carefully investigated. The Human Resources
Manager may involve the City’s legal counsel in the investigation. If the City determines an individual
violated this policy, the City may take disciplinary action, up to and including termination of employment,
against the offending individual.
The City will treat complaints of violations of this policy and the results of any investigation as
confidential to the extent possible within the context of the investigation and Minnesota law. Complete
confidentiality cannot be guaranteed, as revelation of some reported information might be necessary for a
complete investigation.
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2.3.10 Elected or Appointed Officials
If an elected or appointed official (eg, Council member or commissioner) is the alleged harasser,
the report will be made to the City Manager and may be referred to an outside attorney who will
act as the fact-finder and undertake any necessary investigation. The outside attorney will report
findings to the City Council, which will take the action it deems appropriate. Pending completion
of the investigation, the City Manager may take appropriate action to protect the alleged victim,
other employees, or citizens. If an elected or appointed city official is the victim of an offensive
workplace behavior, the City Manager will be consulted as to the appropriate course of action.
2.3.11 Volunteers, Contractors, Customers, and Other Non-Employees
Volunteers, contractors, service providers, customers, and other non-employees who use services
provided by or do business with the City of Golden Valley must abide by the City's policies prohibiting
sexual harassment and tobacco, drug, and alcohol use as defined in this policy, the City’s Tobacco, Drug,
and Alcohol Policy, as well as all other reasonable work rules, safety rules, or policies, and procedures
regulating the conduct of persons on City property. Violation of any of these policies, procedures, or rules
may constitute grounds for immediate termination of the stakeholder relationship.
2.3.12 Disclaimer
The City is not voluntarily engaging in a dispute resolution process, as that term is defined in state
statute, by adopting and enforcing this workplace policy. The filing of a complaint under this policy
and any subsequent investigation by the City does not suspend the one-year statute of limitations
period under the Minnesota Human Rights Act for bringing a civil action or for filing a charge with
the Minnesota Department of Human Rights.
2.3.14 No Retaliation
The City will not retaliate against any employee for making a good-faith complaint of harassment or
discrimination under this policy or participating in an investigation of a complaint made under this policy.
Employees who feel they have been retaliated against for reporting a violation of this policy in good faith,
or for participating in an investigation of conduct under this policy, should immediately report their
concern to Human Resources or their supervisor.
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3.0 Recruitment and Selection
3.1 Recruitment
Human Resources oversees recruitment and selection processes to ensure fair, equitable, and inclusive
practices and compliance with state and federal laws as well as City of Golden Valley policies. This
includes job postings, advertisements, addendums to the application, and other recruitment materials.
3.1.1 Job Postings
Job postings will normally specify the title and salary of the positions, the nature of the work to be
performed, the minimum and essential requirements of the position, the time and place to apply,
the closing date for receiving applications, and other pertinent information. All postings will
include the statement “Equal Opportunity Employer” or a similar statement that conveys the
City’s commitment to equal employment opportunity.
When the City of Golden Valley recruits a position externally, the position will be advertised as
deemed necessary, which may include selected newspapers, periodicals, newsletters, web
pages, and/or through direct mailings. In addition, the City may post job openings with colleges,
universities, vocational or technical schools, and organizations whose membership includes
people with disabilities, minorities, and women in an effort to recruit a broader range of diverse
and qualified applicants.
3.1.2 Applications
Applications for employment will be generally made online, or by an application form provided by the
City. Other materials in lieu of a form application may be accepted in certain recruitment situations. To
be considered for any position, all candidates must complete required application materials with
signatures and ensure they are submitted by the application deadline. The application deadline may be
extended by Human Resources.
3.1.3 Testing and Examinations
Applicants may be evaluated in one or more of the following ways: training and experience rating, written
test, oral test or interview, performance or demonstrative test, physical agility test, or other appropriate
job-related exam, as noted on the job posting and/or the job description.
3.1.4 Interim Or Acting Appointments
Position vacancies may be filled on an “acting” basis as needed before filling a position through the
normal process. The City Manager will approve all acting appointments for regular positions. If a current
employee is appointed to an acting position and is later hired to fill the regular appointment, with no
break in service in the new position, the effective date of the regular appointment will be considered the
date on which the acting appointment was made. Pay rate adjustment for acting appointments will be
determined by the City Manager.
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3.1.5 Promotions
The City encourages promotion from within existing employee ranks whenever possible.
Promotional opportunities may be offered on a competitive basis, or the City Manager may select
an internal candidate. This does not preclude the City from recruitment and/ or selection of
applicants outside the City of Golden Valley. This policy is not a waiver of job- related
qualifications for the position, nor is it a guarantee of promotion or preference to existing
employees. The City has the right to make the final hiring decision based on qualifications,
abilities, experience, and other needs of the City of Golden Valley.
3.1.6 Reinstatement
Employees who have left City service in good standing are eligible for reinstatement. Under special
circumstances, the City Manager may give credit for previous years of service to the City, for benefit
accrual purposes.
3.1.7 Veteran’s Preference
In the hiring process, the Minnesota Veterans Preference Act provides a preference for qualified
veterans to recognize training and experience in the military services of the government and
loyalty and sacrifice for the government are qualifications of merit that cannot be readily
assessed by examination. Preference points are given to qualified veterans who meet the
minimum qualifications for the job to increase the likelihood they will receive a job interview.
For open, competitive positions, the City is required to evaluate job applications and assign
veterans’ preference points by using a training and experience rating. When the recruitment
process results in no applications from qualified veterans, the City is not required to use the
training and experience rating to evaluate application materials.
3.1.8 Dishonesty in Hiring Process
Any applicant who gives false or misleading information on an application, cheats on an
examination, or falsifies a statement, certificate, or evaluation will not be considered for
employment. Fraud or attempts to commit fraud will be cause for the City to refuse to hire an
applicant or terminate an employee.
3.2 Selection
The City has the right to make the final hiring decision based on qualifications, abilities,
experience, results of testing, interviews, exams, reference and/or background check data, and
City of Golden Valley needs. The City has an appeal process in accordance with State Statute and
City Code for disqualified applicants for employment.
3.2.1 Reference Checks
The City reserves the right to conduct reference checks for all employees before making a job
offer. This may include inquiries into all statements contained on the application for employment
or made during the selection and/ or interview processes.
3.2.2 Pre-Employment Screening
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3.2.2.1 Background Checks
All finalists for employment with the City will be subject to a background check to confirm information
submitted as part of application materials and to assist in determining the candidate’s suitability for the
position. The City’s criminal background check may include a State of Minnesota and/or Hennepin
County criminal history check, a check for warrants for arrest, and driver’s license check to ensure valid
driver’s license and status of driving record.
3.2.2.2 Credit Checks
Certain positions, such as in finance, public safety, or positions that handle cash, may require
procurement of a consumer credit report as part of the background check. In these cases, the City will
obtain the necessary authorizations and otherwise comply with federal and state law regarding credit
checks.
3.2.2.3 Pre-Employment Physicals/Testing
Due to the nature of City employment, certain positions within the City may require candidates to
undergo a pre-employment physical and/or psychological testing, which may include testing for drugs
and/or alcohol. Job notices will generally include notice of this requirement to inform candidates before
they apply. Protocols for pre-employment testing of specific jobs are available from Human Resources.
Physicals or psychological exams will only be conducted after a conditional offer of employment has
been extended. If something in the applicant’s physical and/or psychological exam makes them ineligible
for employment, the City will withdraw the job offer at that time.
When required, the medical exam will be conducted by a licensed physician designated by the City, with
the cost of the exam paid for by the City. The physician will notify the City that the candidate either is or is
not medically able to perform the essential functions of the job, with or without accommodations, and
whether the candidate passed a drug test (if applicable).
3.2.3 Probationary Period
The City of Golden Valley requires all regular employees to serve a probationary period of employment.
This includes new employees and anyone who is promoted, transferred, or demoted. During this time
employees have the opportunity to show their ability to meet the standards of work performance while
they get to know the job and co-workers. Performance is evaluated throughout the probationary period.
As is true throughout the employment relationship, employees are at-will employees during their
probationary period, which means that they may be transferred, demoted to another position, or
dismissed without cause at any time and without advance notice.
The probationary period is not guaranteed employment.
All new regular employees and employees promoted to a position of greater responsibility will serve a
one-year probationary period. Employees who transfer to an equivalent position within a different
department, or employees demoted to a lesser position, voluntary or otherwise, will serve a six-month
probationary period.
Probation for an individual employee may be extended up to six additional months by the City Manager
upon recommendation of the department head.
In accordance with Minnesota law, after serving an initial probationary period for the City, employees
who are Veterans will not be subject to additional probationary periods such as for promotion or a new
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assignment.
3.2.4 Employment of Relatives
For the purposes of this policy only, “relative” is defined as a spouse, sibling, parent, grandparent, child
or grandchild and includes relatives by marriage (eg, sister-in-law or stepson). Due to the City’s
legitimate concerns regarding conflicts of interest and nepotism, the City will not consider an internal or
external applicant for employment if:
• the applicant is a relative of a current elected official or a confidential employee as defined by State
law
• the applicant’s relative is a current employee of the City and has the authority to hire, supervise,
evaluate the performance of, or discipline the position in which the person is seeking employment,
or if the relative’s position is classified as confidential
This policy will not apply to relatives of elected officials or board or commission members who are
elected after the employee has been hired by the City.
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4.0 Tobacco, Drug, and Alcohol
4.1 Smoking And Tobacco Use
All City buildings and vehicles, in their entirety, are tobacco-free, meaning that smoking in any form
(including tobacco products such as pipes, cigars, and cigarettes) or vaping with e-cigarettes is
prohibited. Tobacco-free areas include City facilities, parks, and vehicles.
The City prohibits smoking of any kind, including pipes, cigars, cigarettes, vaping with e-cigarettes, and
the use of chewing tobacco while employees are on duty. Employees who are age 21 and older may
smoke only during their breaks and lunch and only in areas designated for that purpose.
4.2 Drug And Alcohol Use
Under this policy, “Illegal Drugs” is defined to include all controlled substances and all prescription and
over-the-counter substances and medications that are used for a purpose for which they are not
prescribed or intended.
The City of Golden Valley has adopted the following policy on drugs and alcohol in the workplace:
• No employee may use, possess, manufacture, distribute, dispense, sell, transfer, or be impaired by
Illegal Drugs or alcohol while the employee is working, while the employee is on call to return to
work, or while the employee is on the City’s premises or operating City vehicles, machinery, or
equipment, except when engaged in approved law enforcement activity.
• An employee must notify the City in writing of any conviction for a violation of a criminal drug statute
occurring in the workplace no later than five days after such conviction.
This policy does not restrict employees’ use of lawful consumable products during nonworking hours, nor
the proper use of medications prescribed under supervision of a medical provider.
4.3 Medical Cannabis
No employee may use, possess, manufacture, distribute, dispense, sell, transfer, or be impaired by
medical cannabis while the employee is working, while the employee is on call to return to work, or while
the employee is on the City’s premises or operating City vehicles. There is no exception for employees
who are registered patients with valid prescriptions as authorized by state law.
Employees legally using medical cannabis under state law are still subject to the City’s drug and alcohol
testing policy. Employees in safety- sensitive positions (such as operating machinery or vehicles) are
prohibited from being under the influence of medical cannabis during work time or while on work
premises. Employees who violate this policy will be subject to disciplinary action, up to and including
termination, to the extent allowed by state law.
4.4 City’s Employee Assistance Program
The City has a formal employee assistance program (EAP) to help employees address serious personal
or work-related problems at any time. The City’s EAP provides confidential, cost-free, short-term
counseling to employees and their families. Employees who may have alcohol or other chemical
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dependency issues are encouraged to seek assistance before a problem affects their employment
status.
4.5 Drug And Alcohol Testing For Employees Not Licensed By The
DOT
City employees and applicants required to hold a commercial driver’s license by the United States
Department of Transportation (DOT) for their job will be tested under the City’s Policy on Controlled
Substance and Alcohol Testing for Commercial Drivers (the DOT Policy). All other employees and job
applicants offered employment with the City must undergo testing as described by this policy.
Under this policy, the City may test applicants to whom an offer of employment has been made and may
test any employee if reasonable suspicion exists to do so or if the employee is referred by the City for
chemical dependency evaluation or treatment.
4.5.1 Pre-Employment Testing
All regular (full-time and part-time) and paid on-call firefighter job applicants offered employment with
the City receive the job offer dependent upon successful completion of a drug test, among other
conditions. If the job offer is withdrawn based on drug test results, the City will inform the applicant of
the reasons for the withdrawal. Refusing to take or failing the drug and alcohol test will result in a
withdrawal of the offer of employment, even if the applicant’s employment has begun.
Temporary and seasonal employees are not subject to drug and alcohol testing, except those in safety-
sensitive positions.
Employees who left City employment and were subsequently rehired must undergo drug and alcohol
testing if it has been at least one year from the date of their last drug screen as a City employee.
4.5.2 Reasonable Suspicion Testing
The City may require an employee to undergo drug and alcohol testing if there is a reasonable suspicion
the employee:
•is under the influence of alcohol or a controlled substance
•has violated this policy by using, possessing, selling, or transferring drugs or alcohol while
working, while on City property, or while operating City vehicles, machinery or any other
type of equipment
•has sustained a personal injury or has caused another employee to sustain an injury or
•has caused a work-related accident or was operating or helping to operate machinery,
equipment, or vehicles involved in a work- related accident
Reasonable suspicion may be based on, but is not limited to, facts regarding appearance, behavior,
speech, breath, odor, possession, proximity to or use of alcohol or a controlled substance or containers
or paraphernalia, poor safety record, excessive absenteeism, impairment of job performance, or any
other circumstances that would cause a reasonable employer to believe that a violation of the City’s
policies concerning alcohol or drugs may have occurred. These observations will be reflected in writing
on a Reasonable Suspicion Record Form.
The City will not discharge, discipline, discriminate against, or request or require rehabilitation of an
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employee based on a positive test result from an initial screening test that has not been verified by a
confirmatory test.
However, the City may temporarily suspend a tested employee with or without pay, or transfer that
employee to another position at the same rate of pay pending the outcome of the requested confirmatory
retest, provided the City believes it is reasonably necessary to protect the health or safety of the
employee, co-employees, or the public. The employee will be asked to return home and will be provided
appropriate arrangements for return transportation to his or her residence.
An employee who has been suspended without pay will be reinstated with back pay if the outcome of the
requested confirmatory retest is negative. A negative or positive dilute test result that is been confirmed
following a second collection will also result in disciplinary action, up to and including termination.
4.5.3 Treatment Program Testing
The City may require an employee to undergo drug and alcohol testing if the employee has been referred
by the City for chemical dependency treatment or evaluation, or is participating in a chemical
dependency treatment program under an employee benefit plan. In such a case, the City may require the
employee to undergo drug or alcohol testing without prior notice during the evaluation or treatment
period and for a period of up to two years following completion of any prescribed chemical dependency
treatment program.
4.5.4 Rights Of Refusal
Employees and job applicants have the right to refuse to submit to an alcohol or drug test under this
policy. However, such a refusal will subject an employee to immediate termination. If an applicant
refuses to submit to testing, any conditional offer of employment will be withdrawn.
Any intentional act or omission by the employee or applicant that prevents the completion of the testing
process constitutes a refusal to test. An applicant or employee who substitutes, or attempts to
substitute, or alters, or attempts to alter, a testing sample is considered to have refused to take a drug
and/or alcohol test. In such a case, the employee is subject to immediate termination of employment,
and in the case of an applicant, the job offer will be immediately withdrawn.
4.5.5 Refusal On Religious Grounds
An employee or job applicant who, on religious grounds, refuses to undergo drug or alcohol
testing of a blood sample will not be considered to have refused testing, unless the employee or
job applicant also refuses to undergo drug or alcohol testing of a urine sample.
4.5.6 Cost Of Required Testing
The City will pay for the cost of all drug and alcohol testing required of all job applicants and employees,
with the exception of confirmatory retests. Job applicants and employees are responsible for paying for
all costs associated with any requested confirmatory retests.
4.5.7 Right To Provide Information After Receiving Test Results
Within three working days after notice of a positive controlled substance or alcohol test result on a
confirmatory test, the employee or job applicant may submit information to the City to explain the
positive result. If an employee submits information either before a test or within three working days after
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a positive test result that explains the positive test result, (such as legal prescriptions or over-the-
counter medications the employee is properly taking), the City will not take an adverse employment
action based on that confidential medical information unless the employee failed his or her affirmative
duty to provide the information before, upon, or after hire.
4.5.8 Right To Confirmatory Retest
A job applicant or employee may request a confirmatory retest of the original sample at the job
applicant’s or employee’s own expense after notice of a positive test result on a confirmatory test.
Within five working days after notice of the confirmatory test result, the job applicant or employee must
notify the City in writing of the job applicant’s or employee’s intention to obtain a confirmatory retest.
Within three working days after receipt of the notice, the City will notify the original testing laboratory that
the job applicant or employee has requested a confirmatory retest or transfer the sample to another
qualified laboratory licensed to conduct the confirmatory retest.
For job applicants, if the confirmatory retest does not confirm the original positive test result, the City will
reinstate its job offer and reimburse the job applicant for the actual cost of the confirmatory retest.
For employees, if the confirmatory retest does not confirm the original positive test result, the City will
not take any adverse personnel action against the employee based on the original confirmatory test, will
reinstate the employee with any lost wages or salary for time lost pending the outcome of the
confirmatory retest result, and will reimburse the employee for the actual cost of the confirmatory retest.
The first time an employee has a confirmed positive test result, the employee must complete
drug/alcohol counseling or a rehabilitation program chosen by the City and paid for by the employee or
the employee’s benefits plan. If the employee refuses to enroll or fails to complete the counseling or
rehabilitation program, the City may discipline the employee, up to and including termination. Employees
who have two or more confirmed positive tests results are immediately subject to discipline, up to and
including termination.
4.6 Drug And Alcohol Testing Policy For DOT Licensees
This policy implements the drug and alcohol testing requirements of the US Department of
Transportation (DOT), Federal Motor Carrier Safety Administration (FMCSA).
This policy applies to every City employee (full-time, part-time, and temporary/seasonal, etc.) or
applicant for employment (in the case of pre-employment drug testing) who holds a Commercial Driver’s
License (CDL) and who drives a Commercial Motor Vehicle (CMV). All employees are subject to testing
whose job duties include performing safety-sensitive duties on City vehicles that:
•have a gross combination weight rating or gross combination weight of 26,001 pounds or more,
whichever is greater, inclusive of a towed unit(s), with a gross vehicle weight rating or gross vehicle
weight of more than 10,000 pounds, whichever is greater
•have a gross vehicle weight rating or gross vehicle weight of 26,001 or more pounds, whichever is
greater
•are designed to transport 16 or more passengers, including the driver
•are of any size and are used in the transportation of materials found to be hazardous and which
require the motor vehicle to be placarded under the Hazardous Materials Regulations
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Fire trucks and other emergency fire equipment are not considered to be commercial vehicles under this
policy.
4.6.1 Safety Sensitive Functions
Employees are engaged in a safety-sensitive function while they are:
•waiting to be dispatched to drive a commercial motor vehicle
•inspecting, servicing, or conditioning a commercial motor vehicle
•driving at the controls of the commercial motor vehicle
•in or upon a commercial motor vehicle (except time spent resting in a sleeper berth)
•loading, unloading, or attending a commercial motor vehicle, giving or receiving receipts for
shipments being loaded or unloaded, or remaining in readiness to operate the vehicle
•repairing, obtaining assistance, or attending to a disable commercial motor vehicle
4.6.2 Prohibited Conduct
The following conduct is explicitly prohibited:
•No driver may report for duty or remain on duty requiring the performance of safety- sensitive
functions while having an alcohol concentration of 0.04 or greater. Drivers reporting for duty or
remaining on duty to perform safety-sensitive functions while having an alcohol concentration of
0.02, but less than 0.04, will be removed from duty for 24 hours, escorted home, and placed on
vacation leave/PTO for hours missed from work.
•No driver may use alcohol while performing safety-sensitive functions.
•No driver required to take a post-accident alcohol test may use alcohol for eight hours following the
accident, or until the driver undergoes a post-accident alcohol test, whichever occurs first.
•No driver may perform safety-sensitive functions within four hours after using alcohol. Employees
who have had alcohol within four hours are to notify their supervisors before performing any safety-
sensitive functions.
•No driver may alter or attempt to alter a urine sample or breath-test.
•No driver may report for duty or remain on duty requiring the performance of safety-sensitive
functions when using any controlled substance, except when the use is pursuant to the instructions
of a licensed medical practitioner who has advised the driver in writing that the substance does not
adversely affect the driver’s ability to safely operate a commercial motor vehicle. Drivers must
forward this information regarding therapeutic controlled substance use to the City immediately
after receiving any such advice.
•Having a medical marijuana card and/or cannabis prescription does not allow anyone to use or
possess that drug in the City’s workplace. The federal government still classifies cannabis as an
illegal drug. There is no acceptable concentration of marijuana metabolites in the urine or blood of
an employee who performs safety-sensitive duties for the City. Employees are still subject to being
tested under City policies, as well as to being disciplined, suspended, or terminated after testing
positive for cannabis while at work.
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4.6.3 Pre-Employment Testing
Any initial job offer, reassignment, or promotion to a position covered by this policy shall be contingent
upon the existing employee or applicant:
•submitting to drug screening and receiving a negative drug test report prior to appointment to the
new position
•authorizing the City to obtain past drug and alcohol test results and refusals to be tested from
former employers within the preceding two years
•passing a DOT-required physical exam
•complying with any other conditions or requirements of which the City advises the employee or
applicant at the time of the offer
In addition to pre-employment controlled substance testing, applicants will be required to authorize in
writing former employers to release alcohol test results of .04 or greater, positive controlled substance
test results, refusals to test, other violations of drug and alcohol testing regulations, and completion of
return-to-duty requirements within the preceding three years. The City will contact the candidate’s DOT
regulated previous and current employers within the last three years for drug and alcohol test results as
referenced above, and review the testing history if feasible before the employee first performs safety-
sensitive functions for the City.
The City will not make any job appointment before test results are known. Any applicable conditional
offer of employment will be withdrawn from a job applicant or employee seeking a transfer who refuses
to be tested or tests positive for controlled substance pursuant to this policy.
4.6.4 Post-Accident Testing
As soon as possible following an accident involving a commercial motor vehicle, the City will test for
alcohol and controlled substances in each surviving driver who was performing a safety sensitive
function with respect to the vehicle if:
•the accident involved loss of human life
•the City driver (also referred to as employee) received a citation under state or local law for a
moving traffic violation arising from the accident if the accident involved:
•bodily injury to a person who, as a result of the injury, immediately receives medical treatment
away from the scene of the accident
•one or more motor vehicles incurring disabling damage as a result of the accident, requiring the
motor vehicle to be transported away from the scene by a tow truck or other motor vehicle
An employee involved in an accident that does not meet these requirements may wish to be tested on a
voluntary basis. In this case, the test is considered a post-accident Non-DOT and the City will cover the
expense of the test.
4.6.4.1 Post-Accident Controlled Substance Testing
Drivers are required to submit a urine sample for post-accident controlled substance testing as soon as
possible.
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4.6.4.2 Post-Accident Alcohol Testing
Drivers are required to submit to post-accident alcohol testing as soon as possible. After an accident,
consuming alcohol is prohibited until the driver is tested. If the driver is not tested within two hours after
the accident, the City will prepare and maintain on file a record stating why the test was not administered
within that time. If eight hours have elapsed since the accident and the driver has not submitted to an
alcohol test, the City will cease its attempts to test the driver and prepare and maintain on file a record
stating why the test was not administered.
The City may accept the results of a blood or breath test in place of an alcohol test and urine test for the
use of controlled substances if:
•the tests are conducted by federal, state, or local officials having independent authority for the test
•the tests conform to applicable federal, state, or local testing requirements
•the test results can be obtained by the City
Whenever such a test is conducted by a law enforcement officer, the driver must contact the City and
immediately report the existence of the test, providing the name, badge number, and telephone number
of the law enforcement officer who conducted the test.
4.6.5 Random Testing
Random drug/alcohol testing will be conducted in accordance with DOT-Federal Motor Carrier Safety
Administration (FMCSA) drug testing regulations. If a driver is selected for a random test while he or she
is absent, on leave, or away from work, that driver may be required to undergo the test when he or she
returns to work. A driver who tests positive or refuses to submit to a test is medically unqualified to drive
and/or perform any other safety-sensitive function.
4.6.6 Reasonable Suspicion
Reasonable suspicion may be based on, but is not limited to, facts regarding appearance, behavior,
speech, breath, odor, possession, proximity to or use of alcohol or a controlled substance or containers
or paraphernalia, poor safety record, excessive absenteeism, impairment of job performance, or any
other circumstances that would cause a reasonable employer to believe that a violation of the City’s
policies concerning alcohol or drugs may have occurred. These observations will be reflected in writing
on a Reasonable Suspicion Record Form within 24 hours of observation.
4.6.6.1 Reasonable Suspicion Drug Testing
Shall be administered as soon as possible after making a reasonable suspicion determination.
4.6.6.2 Reasonable Suspicion Alcohol Testing
This testing is authorized under this policy only if the observations are made just before performing, while
performing, just after performing, or while in a state of readiness to perform safety sensitive functions
that the driver is required to be in compliance. The employee will not be permitted back to the work site
until the test results are known or until 24 hours have elapsed. The City shall not take any action against
employees based solely on their behavior and appearance with respect to alcohol use, in the absence of
an alcohol test (except that the employee may not be allowed to perform safety sensitive functions until
24 hours have elapsed).
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4.6.7 Refusal To Submit
No applicant or driver may refuse to submit to pre-employment, post-accident, random, reasonable
suspicion, or follow-up alcohol or controlled substance testing. In the event an applicant or driver does in
fact refuse to submit to required alcohol or controlled substance testing, no test will be conducted.
Refusal by a driver to submit to controlled substance or alcohol testing will be considered a positive test
result, will cause disqualification from performing safety-sensitive functions, and may appear on the
driver’s permanent record. Drivers who refuse to submit to testing will be subject to discipline, up to and
including termination. If an applicant refuses to submit to pre-employment controlled substance testing,
any applicable conditional offer will be withdrawn.
4.6.8 Cost Of Required Testing
The City will pay for the cost of pre-employment, post-accident, random, and reasonable suspicion
controlled substance and alcohol testing requested or required of all job applicants and employees. The
driver must pay for the cost of all requested confirmatory re-tests, return-to- duty, and follow-up testing.
Furthermore, the employee is responsible for cost of evaluation and rehabilitation (including services
provided by the SAP), except to the extent that such expense is covered by an applicable employee
benefit plan or imposed on the City pursuant to a collective bargaining agreement.
4.6.9 Right To Confirmatory Retest/Dilute Specimens
Within 72 hours after receiving notice of a positive controlled substance test result, an applicant
or driver may request a confirmatory retest of the driver’s split specimen. Action required by
federal regulation as a result of a positive controlled substance test (e.g., removal from safety-
sensitive functions) will not be stayed during retesting of the split specimen. If the result of the
confirmatory retest fails to reconfirm the presence of the controlled substance(s) or controlled
substance metabolite(s) found in the primary specimen, or if the split specimen is unavailable,
inadequate for testing, or untestable, the test will be canceled.
If the City receives information that a driver has provided a dilute negative specimen, the City will
direct a recollection under direct observation.
4.6.10 Consequences For Engaging In Prohibited Conduct
In evaluating and resolving problems associated with the misuse of alcohol and use of a controlled
substance, the City will advise each driver who has engaged in conduct prohibited by federal law or has a
positive alcohol or controlled substance test of the available resources, including the names, addresses,
and telephone numbers of Substance Abuse Professionals (SAP) and counseling and treatment
programs. The City will provide this SAP listing in writing at no cost to the driver.
The City reserves the right to impose whatever discipline it deems appropriate in its sole discretion, up to
and including termination, for a first occurrence against drivers who violate applicable FMCSA or DOT
rules or this policy, subject to applicable personnel policies and collective bargaining agreements.
Except as otherwise required by law, the City is not obligated to reinstate or requalify such drivers
following a first positive confirmed controlled substance or alcohol test result.
4.6.11 Return-To-Duty Testing
Should the City consider reinstatement of a DOT covered driver, the driver must undergo a SAP
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evaluation and participate in any prescribed education/treatment, and successfully complete return-to-
duty alcohol test with a result indicating an alcohol concentration of less than 0.02 and/or a controlled
substance test with a verified negative result, before the driver returns to duty requiring the performance
of a safety- sensitive function. The SAP determines if the driver has completed the education/treatment
as prescribed. The controlled substance test will be conducted under direct observation.
4.6.12 Follow-Up Testing
If the driver passes the return-to-duty test, the City will ensure the driver is subject to unannounced
follow-up alcohol and/or controlled substance testing. The number and frequency of such follow-up
testing will be directed by the SAP and will consist of at least six tests in the first 12 months following the
driver’s return to duty. Follow-up testing will not exceed 60 months from the date of the driver’s return to
duty. The SAP may terminate the requirement for follow-up testing at any time after the first six tests
have been administered, if the SAP determines such test is no longer necessary. The employee is
responsible for paying for all costs associated with follow-up tests.
Follow-up alcohol testing will be conducted only when the driver is performing safety-sensitive
functions, or immediately before or after performing safety-sensitive functions.
4.6.13 Signs And Symptoms
The City has a vital interest in maintaining safe, healthful, and efficient working conditions for employees
and recognizes that individuals who are impaired because of drugs and/or alcohol jeopardize the safety
and health of other workers as well as themselves.
Some of the most common physical, psychological, and behavioral signs and symptoms of drug
or alcohol abuse are:
• poor coordination
• slurred speech
• impaired thinking
• memory impairment
• diverting energy from work, family, and social life in order to drink or use drugs
• being secretive about the extent of the alcohol abuse in order to protect it
• engaging in risky behavior, such as impaired driving
• being in denial about the extent of the alcohol abuse problem
• becoming distressed at the prospect of not having access to alcohol
• symptoms of withdrawal such as shaking, anxiety, irritability, confusion, fever, and rapid heartbeat
Employees who have concerns about themselves or another employee may seek assistance from their
immediate supervisor or human resources. The City will provide resources and intervene when
necessary to assist an employee experiencing alcohol or drug abuse problems.
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4.7 The Drug And Alcohol Clearinghouse
The Drug and Alcohol Clearinghouse (Clearinghouse) is an electronic database required by federal law
(49 C.F.R. § 382, subp. B) and maintained by the Federal Motor Carrier Administration. The
Clearinghouse contains records of violations of drug and alcohol prohibitions. The database includes
positive drug or alcohol test results, refusals, and other drug and alcohol violations for drivers. When a
driver completes the return-to-duty process, this information is also be recorded in the Clearinghouse.
The City will conduct a query on each driver with the Clearinghouse when the driver is hired and once
annually. All drivers must provide consent for this query. Drivers who refuse to provide consent will not
be permitted to perform safety-sensitive functions, and their refusal will be reported to the
Clearinghouse. The City will notify drivers if the query reveals a drug or alcohol program violation.
Additionally, drivers who refuse to submit to testing will be subject to discipline, up to and including
termination.
4.7.1 Prohibition For Drivers
The City will not allow a driver to perform any safety-sensitive functions if the results of a Clearinghouse
query demonstrates that the driver:
• has a verified positive, adulterated, or substituted controlled substances test result
• has an alcohol confirmation test with a concentration of 0.04 or higher
• has refused to submit to a test in violation of FMCSA regulations
• The City will not allow a driver to perform any safety-sensitive functions if the City has actual
knowledge of a violation, as defined by FMCSA regulations, that the driver used alcohol on duty,
used alcohol before duty, used alcohol following an accident, or used a controlled substance,
except where a query of the Clearinghouse demonstrates:
• that the driver has successfully completed the SAP evaluation, referral, and education/ treatment
process; achieves a negative return-to-duty test result; and completes the follow-up testing plan
prescribed by the SAP
• if the driver has not completed all follow-up tests as prescribed by the SAP and specified in the SAP
report, the driver has completed the SAP evaluation, referral, and education/ treatment process
and achieves a negative return-to-duty test result, and City assumes the responsibility for managing
the follow-up testing process associated with the testing violation
4.7.2 Recordkeeping Required
The City will retain a record of each query and all information received in response to each query for three
years.
4.7.3 Pre-Employment Checks
The City will continue to conduct pre- employment checks with previous employers until the
Clearinghouse has been in operation for three years (January 6, 2023). After three years of operation, the
drug and alcohol background check required by FMCSA will be satisfied by querying the Clearinghouse.
The City may still contact a driver’s previous DOT-regulated employer for this information in its
discretion.
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4.7.4 The City’s Obligation To Report To The Clearinghouse
The City is required to collect, maintain, and report personal information of applicants and drivers to the
Clearinghouse under the following circumstances:
• an applicant or driver has a verified positive, adulterated, or substituted drug test result
• an applicant or driver has an alcohol confirmation test with a concentration of 0.04 or higher
• an applicant or driver refuses to submit to a drug or alcohol test
• an employer has actual knowledge that a driver has used alcohol or controlled substances, as
defined at 49 C.F.R. § 382.107
• an applicant or employee engages in on-duty alcohol use while performing safety-sensitive
functions
• an applicant or employee engages in pre- duty alcohol use within four hours before performing a
safety-sensitive function
• an applicant or employee engages in alcohol use following an accident
• a drug use pursuant
• a SAP reports the successful completion of the return-to-duty process
• the City receives a negative return-to-duty test for an employee
• an employee completes follow-up testing
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5.0 Workplace Rules
5.1 Children In The Workplace
City employees are welcome to bring children in their care to visit their worksite provided the visit is
approved by the employee’s supervisor, the child or children are not ill, and visits are infrequent, brief,
and planned in a fashion that limits disruption to the workplace and does not jeopardize the safety of the
child. The City’s insurance does not cover liability related to children in the workplace.
Children visiting the workplace must be directly supervised by the host/parent/guardian at all times. If
the frequency, length, or nature of visits interferes with City business, the employee (host or
parent/guardian) will be advised of the situation and will be expected to take corrective action. This
policy is not to be used as a childcare arrangement. Employees are provided with paid time off (PTO)
benefits that may be used for personal reasons or other issues related to childcare.
5.2 Animals In The Workplace
The City does not allow animals/pets in the workplace. Bringing any non-service animals to work
creates significant liability risk for the City. In addition to liability concerns, pets in the workplace
can cause other challenges, including but not limited to:
• negative impacts to the health and comfort of employees and members of the public who are
allergic to animals
• safety concerns such as slip, trip, and fall hazards; scratches; bites; and other pet related injuries
• incitement of fear among employees or members of the public that are not accustomed to or have
had negative experiences with animals
• conflicts with religious beliefs
• distractions, especially if pets are noisy or high-energy
• inter-office squabbles, for example, between pets that do not get along
• pet needs that conflict with work schedules and job duties
• violations of public health rules related to food preparation
• uninsured risk--the City’s insurance does not cover liability related to pets in the workplace
The City recognizes the importance of allowing individuals with disabilities the support of service animals
or emotional support animals (ESAs) and may grant exceptions to this rule based on an employee’s need
for reasonable accommodation (see Section 2.0, Respectful Workplace, for more information).
City employees granted a reasonable accommodation for a service animal must ensure the animal is
properly harnessed, leashed, or tethered and always under the accommodated employee’s control,
unless the individual’s disability prevents using these devices or these devices interferes with the service
animal’s safety. In that case, the accommodated individual must maintain control of the animal through
voice, signal, or other effective means. In the case of non-service animals, service animals, or ESAs,
employees shall be liable for any damage done to City premises and facilities and/or injuries to other
employees or members of the public.
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5.3 Appearance And Dress
It is the City’s policy that each employee’s dress, grooming, and personal hygiene should be appropriate
to the work situation. Employees who have regular contact with the public must present in a manner
acceptable for carrying out their daily responsibilities. Employees may dress in accordance with their
gender identity, and they may dress and style their hair in a manner that expresses their individuality
within the constraints of the dress codes adopted by the City.
Certain employees may be required to meet special dress grooming and hygiene standards depending on
the nature of their job. Clothing, jewelry, or other items that could present a safety hazard are not
acceptable in the workplace.
Establishment of departmental and/or division standards of dress for safety protocol is at the discretion
of the supervisor and/or department head and with consultation of the City Manager or their designee.
At its discretion, the City may allow employees to dress in a more casual fashion than is normal, such as
allowing casual Fridays. On these occasions, employees still must present a tidy appearance and are not
permitted to wear torn or disheveled clothing, athletic wear, or similarly inappropriate clothing.
Employees are prohibited from wearing clothing or accessories with words, images, or phrases that
violate the City’s Respectful Workplace Policy, including profanity, hate speech, pornography, reference
to drugs or alcohol, or can reasonably be construed as racist, lewd, or vulgar.
Any employee who does not meet the standards of this policy will be required to take corrective action,
which may include leaving the premises. Non-exempt employees will not be compensated for any work
time missed because of failure to comply with this policy.
As further explained in the Reasonable Accommodations policy, the City will reasonably accommodate
a staff member’s religious beliefs in terms of workplace attire unless the accommodation creates undue
hardship. Accommodation of religious beliefs in terms of attire may be difficult in light of safety issues for
staff members. Those requesting a workplace attire accommodation based on religious beliefs must
contact Human Resources.
5.3.1 Uniforms
Employees who are provided uniforms by the City are required to wear them during paid work time.
Uniforms may not be used for any purpose other than City business and may not be worn during off-duty
time. (For more information see the Equipment and Uniform Policy.) To provide a measure of security to
customers, non-uniformed employees are expected to wear City-provided badges when entering
businesses and residences while performing City business. To provide a measure of security to
customers, non-uniformed employees are expected to wear City-provided badges when entering
businesses and residences while performing City business.
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5.4 Attendance And Absences
5.4.1 Attendance
Employees are expected to work the normal hours and minimum number of hours per week as
established for their positions in their respective departments. If not detrimental to the performance of
City activities, certain positions may be afforded a modified work schedule under the Flexible Work
Arrangement Policy.
5.4.2 Absences
Employees who are going to be absent from work are required to notify their supervisor in advance in
accordance with City standard operating procedures as soon as possible. In the event of an unexpected
absence, employees should call their supervisor before the scheduled starting time and keep in mind the
following procedures:
• If the supervisor is not available at the time, the employee should leave a voice mail message that
includes a telephone number where the employee can be reached and/or contact any other
individual who was designated by the supervisor.
• The employee must call the supervisor on each day of an absence extending beyond one day unless
arrangements otherwise have been made with the supervisor.
• Failure to use the established reporting process will be grounds for disciplinary action.
• The employee must call the supervisor on each day of an absence extending beyond one day unless
arrangements otherwise have been made with the supervisor.
• Employees who are absent for three days or more and who do not report the absence in
accordance with this policy will be considered to have voluntarily resigned not in good standing.
• The City may waive this rule if extenuating circumstances warranted such behavior.
Failure to use the established reporting process will be grounds for disciplinary action. This policy does
not preclude the City from administering discipline for unexcused absences of less than three days or for
not following established reporting procedures. Individual departments may establish more specific
reporting procedures but must ensure that established procedures do not interfere with protected leave
policy or collective bargaining agreements.
5.5 Citywide Email Policy
Mass email is an effective way to deliver appropriate and time-sensitive information that applies to or is
important to the majority of the recipients. The City of Golden Valley uses email groups to deliver
messages that meet one or more of the following criteria:
• alert city employees to situations about health and safety risks
• provide information essential to the operation or execution of business
• notify City employees about changes in governance, policy, practice, benefits, wellness, and
employee engagement opportunities
• communicate important information from the City Manager, City Council, or other senior leadership
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The City prohibits any all-staff emails that are not in line with the City’s mission, vision, and values.
The City Manager, Deputy City Manager, and Department Heads may send city-wide emails that meet
the criteria listed above. All other employees are prohibited from sending citywide email messages to all
employees or to more than one employee group without prior authorization from their Department Head.
On occasion, a Department Head may delegate authority to send employee emails related to health and
safety risks or the execution of City business.
Employees are prohibited from requesting replies to citywide emails without prior authorization.
5.6 External Communications
The City of Golden Valley strives to provide the public with accurate and timely information,
communicated in a professional manner and in accordance with the laws regarding public information
and data practices. This policy provides guidelines for external communications from the City.
5.6.1 City Representation/Media Requests
Employees may receive requests from the public for information. With the exception of routine events
and basic information readily available to the public, the City prohibits employees from speaking or
posting to social media on behalf of the City without prior authorization from the City Manager and
designated communications staff. Beyond routine and public data, additional requests, including
requests for information on City personnel, potential litigation, or official opinion on a City matter, must
be forwarded to the City Manager and communications department.
Non-personal communications (performed within one’s job duties) to members of the public must
always be professional and comply with the requirements of this policy and any other applicable rules or
requirements of the City’s communications department.
5.6.2 Use of City Logo/Department Representations
Employees must receive authorization by the City Manager or communications department before using
or authorizing use of the City’s logo and department representations. Employees are prohibited from
using the City’s logo and department representations for personal benefit or to benefit their outside
employment.
5.7 Social Media Use
The City acknowledges and respects employees’ rights to privacy and free speech, including activity
conducted on personal time on personal social media networks. Employees have the right to use their
personal social media to discuss the terms and conditions of their employment.
An employee’s own personal communications, such as on social media, can have a significant impact on
the public’s belief that all City staff will carry out City functions faithfully and impartially and without
regard to factors such as race, sex/ gender, religion, national origin, disability, sexual orientation, or other
protected categories.
The following guidelines apply to personal communications, including various forms such as social
media (Facebook, Twitter, blogs, YouTube, etc), letters to the editor of newspapers, and personal
endorsements:
• Do not share any private or confidential information you have access to as a result of City position.
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• Any personal communications made on a matter of public concern must not disrupt the efficiency
of the City’s operation, including by negatively affecting morale.
• The City expects its employees to be fair, courteous, and respectful to supervisors, co-workers,
citizens, customers, and other persons associated with the City. Avoid using statements,
photographs, video or audio that reasonably may be viewed as malicious, obscene, threatening or
intimidating, disparaging, or might constitute harassment or bullying. Examples of such conduct
might include offensive posts meant to intentionally harm someone’s reputation or posts that could
contribute to a hostile work environment on the basis of sex, race, traits associated with race
(including, but not limited to, hair texture and hairstyles such as braids, locs, and twists), national
origin, age, color, creed, religion, disability, marital status, familial status, veteran status, sexual
orientation, gender identity, gender expression, status with regard to public assistance, or
membership or activity in a local human rights commission.
• Personal social media account name or email names should not be tied to the City (for example, by
listing job title and the name of the City). Employees may not create social media accounts using
City email addresses, or create social media accounts using the City’s name without prior
authorization from the City Manager or communications staff.
• Employees are prohibited from using their personal social media in any way that violates the City’s
Respectful Workplace Policy (such as engaging in harassing, discriminatory, or threatening posts)
or any other City policy (such as representing the City’s views without prior authorization).
• City employees who wish to share personal opinions about the City or City business must include
the disclaimer: “These opinions/ statements are my own. They are not the official position of the
City of Golden Valley or the City elected body.”
5.8 Technology Use
The City of Golden Valley provides electronic tools, devices, and systems, including telephones,
computers, facsimile (fax) machines, mobile devices, email, internet access to include cloud services
and collaboration platforms, that support City operations.
This policy governs the appropriate use of all City technology by all individuals associated with the City,
including elected and appointed officials, contractors, vendors, interns, volunteers, and others granted
access or use to City technology. All users must comply with this policy, applicable state and federal
law, and all related information technology (IT) procedures.
5.8.1 Security
Unauthorized wireless access to the City network is strictly prohibited. Employees may not install
wireless access points, hotspots, or any wireless computing devices on City property or equipment.
Users must follow all software and documentation copyright laws and licensing agreements. Copying or
distributing City-owned software is prohibited. Employees may not alter or manipulate standard
hardware or software configurations. Additional security measures must be followed while working
remotely under any approved Flexible Work Arrangement (FWA).
All City-owned devices, accounts, cloud storage, and communications received, sent, or created using
City equipment are City property.
The City may monitor or review emails, calls, internet activity, and device usage in accordance with the
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law. Personal devices authorized to connect to City systems or internal networks are subject to the same
monitoring and security standards. This does not apply to devices solely connected to public or guest
Wi-Fi. Users acknowledge that personal items saved on City systems or cloud environments are not
guaranteed to remain private.
Acceptable and Prohibited Use
Employees are expected to use City technology primarily for official City business. Employees may
occasionally use City equipment for personal use, but use must not interfere with work duties or job
performance or violate City policies, including the Respectful Workplace Policy. Employees are
prohibited from using City equipment or systems for any illegal or inappropriate use. Examples include
but are not limited to:
• forwarding City emails to any personal accounts
• installing or modifying devices, software, or network configurations without approval
• access City networks, Wi-Fi, or systems without authorization
5.8.2 Access During Approved Leave
Employees on a leave of absence (Administrative Leave, PFMLA, FMLA, ADA, disability, etc.) are
prohibited from accessing City-systems without the express approval from Human Resources or the City
Manager.
5.8.3 Technology Purchases, Systems, and Vendor Installations
To ensure system integrity, security, and operational compatibility, all technology-related purchases or
implementations must be reviewed and approved prior to acquisition or installation. This includes, but is
not limited to, software, hardware, cloud services, network-connected devices, and any other system or
tool that interacts with City data or infrastructure. In some cases, vendors are responsible for installation
or configurations. All changes or additions must be coordinated with IT to confirm compatibility, ensure
adequate security controls, and verify readiness within the existing infrastructure. If the current
environment cannot support a proposed system or service, IT will work with the requesting department
to develop a clear plan to address technical or security requirements before approval is granted.
5.8.4 Use of City Property
This section addresses City-owned equipment, mobile devices, and approved personal devices used for
City business. As stated under the Code of Conduct policy, no employee may use City-owned property,
such as vehicles, equipment, or supplies, for personal convenience or profit, except when such property
is available to the public generally or where such property is provided by specific City policy in the
conduct of official City business. No personal business of any kind should be conducted during business
hours.
The City’s equipment (including mobile devices, laptops, computers, or tablets) devices must not
compromise the City’s standards, values, or ordinances and cannot be used for illegal or inappropriate
uses. Examples of illegal or inappropriate use include, but are not limited to, adult entertainment;
sexually explicit material; political activities; material advocating intolerance or disrespect for other
people, races or religions; activities that result in personal gain for a public employee; pirating of software;
and copying copyrighted information. Use of City equipment for unlawful purposes, or use that is
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disruptive to the workplace, may be cause for disciplinary action, including discharge. Any inappropriate
use of phones may subject the employee to disciplinary action and require the employee to reimburse the
City.
Employees are responsible for safekeeping all City-owned equipment. All such equipment must be
turned in and accounted for by any employee leaving employment with the City. The duplication of keys
owned by the City is prohibited unless authorized by the City Manager. Any employee found having an
unauthorized duplicate key will be subject to disciplinary action.
5.8.5 Mobile Devices
The City Manager or designee will determine which positions/employees should have access to City-
owned mobile devices and shall specify the level of access required. Final purchase approval will be
made in accordance with the City’s purchasing policies Non-exempt employees require supervisory
approval for work outside designated hours, including checking City email or documents. This applies to
City-owned or personal mobile devices and includes the acts of checking City email, working on City
related documents, and other types of City related communication.
5.8.5.1 City-Owned Devices
The City Manager or designee will determine which positions/employees should have access to City-
owned devices and shall specify the level of access required. The IT Division is responsible for supplying
devices for all City employees. The devices shall be issued in accordance with business needs and
position duties. Employees must follow the rules outlined below:
• Employees are expected to be available during work hours and on-call periods.
• Employees must immediately report lost or compromised devices.
• Use is subject to monitoring; excessive personal use that interferes with work is prohibited.
• Users are not permitted to wipe, reset, or otherwise alter City-owned devices or their configurations
in any way . Any attempt to do so may result in legal or administrative consequences.
Employees should have the equipment available during employee’s business hours and established on-
call times. Incidental personal calls or texts on City-owned mobile devices are acceptable.
5.8.5.2 Personal Devices
Employees may use personal devices for City business only with prior approval from the City Manager or
designee. Employees who use personal devices for business purposes must comply with all City
security policies, including:
• device passwords and encryption
• regular updates and security patches
• approved cloud platform use
The connection of a personally owned mobile device to the City’s network infrastructure and/or
computing systems without prior approval from the City Manager or designee is prohibited. Users also
acknowledge that the City is not responsible for costs, maintenance, or liability associated with personal
devices. This includes, but is not limited to, maintenance or upgrades of hardware or software for any
purpose, licensing requirements, or as related to employee responsibility to comply with legal discover
requests. The employee waives all claims against the City for any property or data loss that may occur as
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a result of the employee's use of their personal device for business purposes. Employees acknowledge
that City data, email, files, or other work-related activity conducted on personal or business-owned
devices may be subject to monitoring, access, or review by the City to ensure compliance with policy,
security standards, and legal requirements. Employee’s who use personal devices for business
purposes agree to cooperate with any requests from the City for access to government data on their
personal device.
5.8.5.3 Consultant and Contractor Devices
To maintain system security and data integrity, consultants, contractors, and other non-City personnel
may be required to use a City-issued device to fully access City systems or networks.
In some cases, the consultants may use their own devices. In these circumstances, the following rules
apply:
• All external users must comply with applicable City technology, data security, and access control
policies.
• GV IT will not install, configure, or provide administrative access to City applications or systems on
non-City equipment.
• Access may be limited to approved, browser-based, or cloud-hosted services.
• The consultant’s organization is responsible for maintaining appropriate device security, including
antivirus, encryption, and patch management.
• The City is not responsible for any technical issues, data loss, or costs related to the use of non-
City devices.
Consultants and contractors acknowledge that City data, email, files, or other work-related activity
conducted on personal or business-owned devices may be subject to monitoring, access, or review by
the City to ensure compliance with policy, security standards, and legal requirements.
5.8.6 Cloud Services & Collaboration Platforms
The City uses approved cloud tools like Microsoft 365 and Laserfiche to help employees work and share
information. All City cloud accounts and anything stored in them are City property.
Confidential or sensitive City information must only be stored or shared through City-approved systems.
Using unapproved or personal cloud services, such as Dropbox, Google Drive, personal email, or
messaging apps, for City business is not allowed.
Employees must follow security best practices, including using multi-factor authentication (MFA),
sharing files securely, and applying proper access controls. Video and audio-conferencing tools must
also be used securely by using passwords and waiting rooms, not sharing recordings without approval,
and keeping meeting content confidential.
5.8.7 Cybersecurity
Employees are responsible for protecting City data from phishing, malware, and cyber threats, including
using multi-factor authorization, strong passwords, and keeping devices updated.
5.8.8 Emerging Technology
The IT Division is responsible for monitoring and deploying emerging technologies, to include artificial
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intelligence (AI) tools. Users must follow all guidelines and policies, including but not limited to the City’s
Artificial Intelligence (AI) Policy.
5.8.9 Record Retention & Data Practices
All electronic data is considered government data under the Minnesota Government Data Practices Act.
Data must be stored, encrypted, and disposed of according to City and state requirements. Users must
not improperly dispose of data. Improper disposal may subject the employee and the agency to legal
sanctions and other administrative or legal consequences.
Users may not forward City data to personal accounts or to anyone without a business need to know.
5.8.10 Union Use
Authorized employee representatives may use City email for union communication for certain union
activities in accordance with provisions of applicable bargaining agreements and applicable laws.
5.8.11 Reporting & Security
Employees must immediately report to their supervisor and the City IT Division when:
• a device is lost or stolen
• a user has knowledge of or suspects a security breach or unauthorized access to accounts or data
• a user is suspicious or experiences unexpected activity
Repeated instances of lost or stolen devices may result in disciplinary action. Employees are responsible
for understanding and following all applicable policies, laws, and security requirements. Users who
violate the policies within this manual or applicable laws may result in disciplinary action or legal action.
5.9 Use of City Vehicles
City employees are encouraged to make use of City vehicles whenever possible for City business. These
vehicles are provided for the performance of employee responsibilities relating to job functions. When no
City vehicle is available, employees will be reimbursed for using their own vehicles for City business at
the IRS standard mileage rate. Mileage and Expense Report forms are available from the Finance
Department.
City vehicles are only to be used by employees conducting official City business and may not be used for
personal business. Employees are expected to drive safely, obey all traffic laws, and limit use of cell
phones while driving City vehicles or driving for City business. Employees who drive for City business
must keep a clean driving record. Employees who are required to hold a valid driver’s license as part of
their job, or anyone assigned or authorized to use a City vehicle, must immediately report any
suspension, revocation, or restrictions of their driver’s license to their supervisor. The City may regularly
obtain driver’s license checks on all employees assigned or authorized to use City vehicles. The City has
the right to revoke any employee’s privilege to operate a City vehicle at any time.
Upon approval by their department head and the City Manager, employees who have official City
vehicles assigned to them may be authorized to keep the vehicles at their place of residence during non-
scheduled hours. These vehicles may not be used for any personal business other than commuting
between the residence and the City. Based on IRS regulations, use of a City vehicle for commuting
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41
purposes may subject the employee to additional income taxes, depending on the employee’s position
with the City.
5.9.1 Idling
No City vehicle or piece of equipment is to be idled in a non-emergency situation. Vehicle idling is
allowed as needed:
• in emergency vehicles at scenes where lights, PTOs, and/or other accessories are needed to
accomplish the mission
• when passengers’ safety or welfare would be compromised if the vehicle were not maintained at an
adequate temperature
• in Police and Fire Department vehicles in accordance with the departmental guidelines
• in Public Works department vehicles needed for flooding skating rinks, protecting work zones with
lights, as well as during repair of water main breaks, sandblasting, and inclement weather
situations where heater/ defrosters may improve working conditions
5.9.2 Accidents and Traffic Violations
All accidents involving City vehicles or equipment must be reported to the police and the employee’s
supervisor immediately. The police will investigate the accident scene and prepare a report, if necessary.
Employees will also be required to complete a City accident form. Any employee convicted of a traffic
violation while traveling in a City vehicle or while on City business is responsible for payment of the
associated fines.
5.10 No Expectation of Privacy
All equipment provided for employees’ use and all documents, messages, files, data, postings, and other
items received, sent, or created using City equipment or information, is property of the City. Employees
have no expectations of privacy with respect to such equipment and materials.
City-owned property, including but not limited to locked/unlocked drawers, cabinets, vehicles and
equipment may be seized, confiscated, and searched if necessary. Outside of restrooms and changing
facilities, employees have no expectation of privacy in the workplace. Employees should not expect any
personal property maintained or stored within City-owned property will remain private.
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6.0 Code of Conduct
An employee’s primary responsibility is to serve the residents of Golden Valley. Overall, employees
should exhibit conduct that is ethical, professional, and responsive. Employees must act in the best
interests of the City of Golden Valley, serving all persons fairly and equitably without regard to their own
personal or financial benefit.
The Code of Conduct establishes standards of conduct for all employees by setting forth acts or actions
that are incompatible with the best interest of the City. Failure to follow this Code of Conduct may result
in disciplinary action up to and including termination.
City employees are required to:
• perform their assigned duties to the best of their ability at all times and to continually strive to
improve their performance
• render prompt and courteous service to the public at all times
• read, understand, and comply with the rules and regulations as set forth in this handbook as well as
those of their department
• conduct themselves with decorum toward both residents and staff and respond to inquiries and
information requests with patience and every possible courtesy
• report all unsafe conditions to their immediate supervisor
• maintain good attendance
• approach job responsibilities with a positive attitude and constructively support open, respectful
communication and teamwork
Dishonesty interferes with effectively performing essential job duties. Employees who intentionally
misrepresent facts or falsify of records, including personnel records, medical records, leaves of absence
documentation, or the like, will be subject to disciplinary action up to and including termination.
6.1 Confidential Information
During the course of their official duties, employees may have access to confidential information, as
defined by the Minnesota Government Data Practices Act. Employees must not disclose confidential
information to others or use it to further their personal interest.
6.2 Conflict of Interest
City employees are to remove themselves from situations in which they would have to take action or
make a decision where that action or decision could be a perceived or actual conflict of interest or could
result in a personal benefit for themselves or a family member. If employees have any questions about
whether such a conflict exists, they should consult with the City Manager.
6.3 Holding Investments/Financial Interest
The City requires employees to disclose any and all investments that might compromise the
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performance of their duties. The City also requires all employees to disqualify themselves from taking
any action related to or influenced by their investments, except as permitted by statute. Where
employees have a financial interest in any matter they are considering as part of their employment, such
interest (if known) must be disclosed to the City Manager, and the employee shall be disqualified from
further participation in the matter.
6.4 Outside Employment
The City of Golden Valley expects full-time employees to consider City work their primary employment.
Prior to engaging in any outside employment, employees must submit a written request to, and receive
approval from, their supervisor, department head, Human Resources Director, and the City Manager. Any
other job must be compatible with the employee’s role with the City without conflict of interest or
schedule. The City does not tolerate or allow outside work that interferes with the efficient and effective
performance of an employee’s job duties and responsibilities. Examples of conflict- of-interest
situations include those in which:
• an employee’s official capacity with the City, or with the outside organization, may enable
the employee to influence the securement of City business
• an employee accepts a paid or unpaid position elsewhere, where such activity interferes
with the employee’s duties and job performance at the City
• an employee may gain access to information not generally available to the public, which
may allow the employee to directly or indirectly gain anything of value
In the course of outside employment, the employee may not use City equipment, resources, or staff, or
receive compensation from another individual or employer for services performed during hours for which
they are also being compensated by the City. Work performed for others while on approved vacation,
PTO, or compensatory time is not a violation of this policy unless that work creates the appearance of a
conflict of interest.
6.5 Employee-to-Employee Solicitation
Employee-to-employee solicitation on City property for products, services, or causes is limited to two
weeks in length, to sign-up sheets or self-serve displays (no verbal presentations) in a break
room/kitchen area/dining area, and during break/meal times (not during work time). Nothing in this policy
is intended to interfere with employees’ ability to discuss the terms and conditions of their employment.
6.6 Political Activity
City employees have the right to express their views and to pursue legitimate involvement in the political
system. However, no City employee will directly or indirectly, during hours of employment, solicit or
receive funds for political purposes. Further, any political activity in the workplace must be pre-approved
by the City to avoid any conflict of interest or perception of bias, such as using authority or political
influence to compel another employee to apply for or become a member in a political organization. For
the purposes of this policy, the term “political organization” excludes unions.
6.6.1 Public Funds
No employee may use City public funds, equipment, or facilities for private gain or political campaign
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activities, unless such equipment and facilities are available for use by the general public.
6.7 Solicitation or Receipt of Gifts
Employees must not solicit or receive anything of value from any person or association, directly or
indirectly. This means the City prohibits employees from accepting gifts, trinkets, or mementos valued at
more than $5. Incidental items provided to public employees in the due course of business while
attending conferences, seminars, and training sessions are exempt from this provision. Employees are
prohibited from accepting cash in any amount. Employees may accept gifts and donations on behalf of
the City in accordance with established policy, and these gifts will become property of the City.
6.8 Whistleblower Protections
An employee of the City who, in good faith, report activities they consider to be illegal or dishonest to one
or more of the parties may have whistleblower protections. The whistleblower is not responsible for
investigating the activity or for determining fault or corrective measures; appropriate City management
officials are charged with these responsibilities.
Examples of illegal or dishonest activities include violations of federal, state, or local laws; billing for
services not performed or for goods not delivered; and other fraudulent financial reporting.
If an employee has knowledge of or a concern of illegal or dishonest fraudulent activity, the employee is
to contact their immediate supervisor or Human Resources. The employee must exercise sound
judgment to avoid baseless allegations. An employee who intentionally files a false report of wrongdoing
may be subject to discipline up to and including termination.
It is the City’s legal responsibility to protect employees who make a complaint of employment
discrimination, who serve as a witness or participate in an investigation, or who are exercising their rights
when requesting religious or disability accommodation from retaliation.
Whistleblower protections are provided in two important areas—confidentiality and against retaliation;
insofar as consistent with Minnesota Data Practices, the confidentiality of the whistleblower will be
maintained. However, identity may have to be disclosed to conduct a thorough investigation, to comply
with the law, and to provide accused individuals their legal rights of defense.
The City will not retaliate against whistleblowers. This includes, but is not limited to, protection from
retaliation in the form of an adverse employment action such as termination, compensation decreases,
or poor work assignments, and threats of physical harm. Whistleblowers who believes they are being
retaliated against must contact Human Resources immediately. The right of a whistleblower for
protection against retaliation does not include immunity for any personal wrongdoing.
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7.0 Hours of Work and Time Tracking
7.1 Core Work Hours
The regular work week consists of 40 hours, plus one-half hour per day of non-compensable time for
lunch. Employees are expected to be in attendance during all scheduled hours of work. Typical City Hall
hours are 8 am to 4:30 pm, Monday through Friday. Hours of service for other City facilities vary
depending on the services performed by the department and/or division. Part-time and temporary
positions may not work more than 28 hours/week, including hours worked and paid leave (such as
annual leave or holiday leave). All shifts, including schedule trades or picked-up shifts, must be pre-
approved by a supervisor. Regular variable-hour employees, including Three One Six Restaurant
employees and paid on-call firefighters, will work hours as required to complete assigned duties,
including nights, weekends, and holidays. Variable hour employees may not average more than 28
hours/week, including hours worked and paid leave.
7.2 Time Tracking Procedures
Every non-exempt employee is responsible for accurately reporting time worked, rounded to the nearest
1/10th of an hour. The City of Golden Valley must keep an accurate record of time worked to calculate
employee pay and benefits. Employees should clock in no sooner than 10 minutes before their
scheduled shift and clock out no later than 10 minutes after their scheduled shift. Non-exempt
employees are required to clock in and out for lunch breaks in addition to clocking in and out at the
beginning and end of the work day. If an employee misses an entry into the timekeeping system, he or she
must notify the supervisor as soon as possible. The City prohibits employees from working “off the
clock.”
Non-exempt employees of Brookview Golf Course are required to use the time clock system to record
their hours worked (automatically rounded to the nearest 1/10th of an hour) using the pin number
provided to them by the City. This number acts to verify time reported in lieu of providing a handwritten
signature on a timesheet. Employees who consistently miss time clock entries may be subject to
disciplinary action.
Minutes Hours
6 minutes 0.10 hours
12 minutes 0.20 hours
18 minutes 0.30 hours
24 minutes 0.40 hours
30 minutes 0.50 hours
36 minutes 0.60 hours
42 minutes 0.70 hours
48 minutes 0.80 hours
54 minutes 0.90 hours
60 minutes 1.00 hours
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Non-exempt employees are permitted to work overtime only with prior authorization from the supervisor.
Overtime includes clocking in early, late, or working through the scheduled lunch period. Non-exempt
employees who work overtime without prior authorization will be subject to disciplinary procedures.
Employees may not clock in or clock out for another employee. Altering, falsifying, tampering with time
records, or recording time on another employee’s time record may result in disciplinary action, up to and
including termination of employment.
7.2.1 Timesheets
Full-time and part-time regular employees must submit electronic timesheets using the City payroll
system by 9 am on Monday with the appropriate approvals from their supervisors. Employees cannot
approve their own timesheets unless otherwise directed by their department head.
Non-regular employees must complete the department-prescribed timesheet (paper or electronic). All
paper timesheets and/or timecards must be completed in ink and signed by employees and their
supervisors by 9 am on Monday. Any changes or errors should be crossed out and initialed by the
employee and supervisor. In general, only supervisors designated by the department head can approve
time sheets.
In the event of a holiday, the Finance Department may request that all employees submit their
timesheets at an earlier time. All timesheets will include the appropriate declaration under Minn. Stat. §
412.271, subd. 2.
7.3 Breaks And Meals
A paid rest break of at least 15 minutes, or enough time to use the nearest convenient restroom
(whichever is longer), is allowed within each four consecutive hours of work. Effective Jan 1, 2026, an
unpaid 30-minute lunch period is provided when an employee works six or more consecutive hours.
Lunch and rest breaks must be scheduled to ensure continuity of service and so a department is not left
unattended during normal business hours. The lunch period will be paid in instances where an employee
is not completely relieved of work duties.
Employees that are part of a collective bargaining unit may have different break requirements and should
consult their collective bargaining agreements.
7.4 Travel Time
Some non-exempt positions require travel in outstate Minnesota or out-of-state. Non-exempt
employees may be paid for the time they spend traveling. Whether travel is paid work time depends upon
the kind of travel and whether the travel time takes place within normal work hours or outside of normal
work hours.
7.4.1 Travel Time
“Travel time” is time spent traveling, including the employee’s drive to the airport or hotel, driving or flying
to a destination, etc. Travel between home and work site or between the hotel and work site is
considered normal commuting time and is not eligible for compensation. If an employee is traveling by air
and no flights are available from or to the airport nearest the employee’s residence, then travel between
the employee’s residence and the airport is considered travel time and is eligible for compensation
during “normal work hours.” If an employee requests a specific travel itinerary or mode of transportation
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that is different from the one authorized, only the estimated travel time associated with the itinerary and
authorized mode of transportation will be eligible for compensation.
7.4.2 Normal Work Hours
For the purposes of this policy, “normal work hours” are defined as 8 am to 4:30 pm. This definition
applies to normal workdays (Monday through Friday) and to weekends (Saturday and Sunday). Any
portion of authorized travel time that takes place within normal work hours is treated as compensable
work time and will be paid at the employee’s regular hourly rate and factored into overtime calculations.
Any portion of authorized travel time (with the exception of driving time) that takes place outside of
normal work hours is considered to be outside travel hours. Travel time will not be counted as
compensable hours if traveling outside the normal working hours.
7.4.3 Automobile Travel
All authorized travel time spent driving an automobile (as the driver, not as a passenger) is treated as
work hours, regardless of whether the travel takes place within normal work hours or outside normal
work hours. Employees will receive their regular hourly rate for all travel time spent as the driver of an
automobile, and this time will be factored into overtime calculations.
Travel as a passenger in an automobile is not automatically treated as work hours. Travel as a passenger
in an automobile is treated the same as all other forms of travel, and compensation depends on whether
the travel time takes place within normal work hours or outside of normal work hours. If an employee
drives a car as a matter of personal preference when an authorized flight or other travel mode is available
and the travel time by car would exceed that of the authorized mode, only the estimated travel time
associated with the authorized mode will be eligible for compensation.
Of course, all time spent actually working while traveling is compensable work time. For example, if the
passenger in a car is working on a presentation while traveling outside of normal work hours to a
conference, all time spent working on the presentation is compensable work time. Employees are
responsible for accurately tracking, calculating, and reporting travel time on their time sheets in
accordance with this policy. Meal periods should be deducted from all travel time.
7.5 On-Call and Call-Back Policy
The City may assign non-exempt employees to perform emergency duties outside of their normal
working hours. For purposes of this policy, emergency duties means tasks and responsibilities assigned
or undertaken in response to conditions that present an immediate risk to public health, safety, welfare,
or critical municipal operations, and that require prompt action beyond routine services. Depending on
the function and schedule requirements of individual positions within the City, these activities may
qualify the employee for on-call or overtime pay. The City in its sole discretion will determine which
positions are eligible for on-call status. This policy does not apply to first responders or union employees.
7.5.1 On Call
Non-exempt employees may be scheduled for on-call duties to perform emergency duties during non-
working hours. Employees scheduled on-call will receive a stipend in exchange for following department
on-call procedures and abiding by all the following conditions:
• be reachable by on-call telephone
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• have capacity to report to work if called (including, but not limited to, not under the influence of any
drugs or alcohol)
• ensure appropriate response to all calls
• complete reports as required
7.5.2 Call Back
A non-exempt employee who is not previously scheduled to work, and who performs emergency duties
or infrastructure maintenance duties pre-approved by the City Manager outside of their normal working
hours, will receive call-back pay equal to a minimum two hours of pay. In any week the employee’s
regular hours exceed 40, call-back pay shall be paid at one-and-one-half times their regular rate. The
supervisor shall provide the employee with as much notice as possible when their attendance is required
outside of the employee’s normal working hours.
7.6 Flexible Work Arrangement Policy
The purpose of the City’s Flexible Work Arrangement Policy (FWA) is to foster a positive, adaptable work
environment that meets unique employee needs while continuing to provide quality services to
customers, residents, and visitors. FWAs encourage strong communication and working relationships
between employees and supervisors and empower employees to manage their work and personal
responsibilities effectively through alternative work arrangements.
A flexible work arrangement is a business strategy and not a benefit or right. Participation in this program
does not change the basic terms and conditions of employment with the City. All flexible work
arrangements are subject to the City’s Employment Rules, the Fair Labor Standards Act, and other
relevant laws. FWAs are not appropriate for every position or employee at the City. Based on position
requirements and employee performance and conduct, some employees may not be eligible for the
flexible work arrangements under this policy.
This policy establishes guidelines for the City’s FWA, including types of FWAs, employee eligibility, policy
conditions, and request process.
7.6.1 Types of Flexible Work Arrangements
Flexible work arrangement requests are not the same as ad hoc arrangements or the occasional need for
flexibility. FWAs generally last longer than two months and are a regular and predictable part of the
employee’s work schedule. The City offers three standard FWAs:
• Telework—Working from a location other than the employee’s designated on-site work location
(working from home).
• Flexible Work Schedule—Working hours are outside of core business hours of 8 am to 4:30 pm.
Flexible work schedules do not reduce the total number of hours worked in a given workweek.
Schedule options may include fixed starting or ending times that change periodically, starting and
ending times that vary daily, and variations in the length of days. A flexible work schedule may also
include a traditional 40-hour workweek condensed into fewer than five workdays.
• Job Sharing—Sharing workload and obligations of a full-time position by two individuals.
All FWAs are made on a case-by-case basis.
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7.6.2 Americans with Disability Act (ADA) and Family Medical Leave Act
Arrangement (FMLA)
Employees experiencing a qualified disability under the Americans with Disabilities Act (ADA) may be
eligible for one or more flexible work arrangements. Under this circumstance, the employee should
follow the ADA Request Process and contact Human Resources.
Other informal, short-term arrangements may be made for employees on family or medical leave to the
extent practical for the employee and the organization and with the consent of the employee’s health
care provider, if appropriate. Under this process, employees must contact Human Resources.
7.6.3 Ad Hoc Arrangements
Department Heads may approve temporary teleworking or other flexible work arrangements for
circumstances such as inclement weather, special projects, personal needs, or business travel. The
Department Head may approve these arrangements on an as-needed basis, with no expectation of
ongoing continuance. Under these arrangements, the employee must still follow all City policies.
7.6.4 Employee Eligibility
This policy applies to all non-union employees in the City of Golden Valley.
7.6.5 Policy Conditions
Any flexible work arrangement must meet the following criteria:
• Flexible work arrangements must meet the operational needs of the department, division, or work
group.
• Employee performance expectations remain the same regardless of the employee’s work schedule
or location.
• Employees must follow all City policies, including but not limited to, Technology Use Policy, Code
of Conduct, Respectful Workplace, and Drug and Alcohol policies.
• Flexible work arrangements must be in writing and must specify when the employee is expected to
be present on-site.
• On occasion, a supervisor may require an employee who is on an approved FWA to work on site to
meet the needs of the department or work group.
• Flexible scheduling is limited to a two-week pay period and must follow the City’s Hours of Work
and Time Tracking Policy.
• Flexible work arrangements are not guaranteed or permanent—they may change as the needs of
the department, division, or work group change.
• The supervisor may temporarily adjust work schedule or location as needed to meet the operational
needs of the work group, including meeting customer service needs.
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7.6.6 Teleworking Conditions
Employees requesting a telework arrangement must meet the conditions set forth in this policy.
7.6.6.1 Work Environment
The employee must establish an appropriate work environment within his or her home for work
purposes. The City will not be responsible for costs associated with the setup of the employee’s home
office, such as remodeling, furniture, or lighting, nor for repairs or modifications to the home office space.
If an employee is working 100 percent remotely, the City may reimburse the employee for business-
related expenses, such as phone calls and shipping costs, as approved by the City Manager.
Employees are expected to be in a location where they can respond to work on site within a reasonable
amount of time. Incidental arrangements outside of a reasonable distance may be approved by their
supervisor as long as an employee working in a location outside of Minnesota understands and adheres
to all tax implications of the state where they work. Employees must retain permanent resident status of
Minnesota at all times while working remotely.
7.6.6.2 Safety
Employees must maintain their home workspace in a safe and ergonomically appropriate manner, free
from safety hazards. The City will provide each employee with a safety checklist that the employee will
complete twice per year. Injuries sustained by the employee in a home office location and in conjunction
with his or her regular work duties are normally covered by the company’s workers’ compensation policy.
Teleworking employees are responsible for notifying the employer of such injuries as soon as practicable.
The employee is liable for any injuries sustained by visitors to his or her home worksite.
Teleworking is not designed to be a replacement for appropriate childcare. Although an individual
employee’s schedule may be modified to accommodate childcare needs, the focus of the arrangement
must remain on job performance and meeting business demands. Except under emergency situations or
as temporary ad hoc arrangements, employees may not work 100 percent remotely.
7.6.6.3 Equipment And Technology
The City will provide standard equipment and technology required for employees to perform their job
responsibilities. The City will not provide employees approved for teleworking arrangements additional
equipment or property unless approved by the Department Head and IT Supervisor. Employees must sign
an inventory of all City property and agree to take appropriate action to protect the items from damage or
theft. Upon termination of employment, all City property must be returned to the City.
7.6.6.4 Internet Access
Employees that telework must have internet access with enough bandwidth to reliably connect to the
City’s VPN. Employees should contact IT if they need assistance determining the appropriate bandwidth
for their specific needs. The City will not cover expenses for employee internet access.
IT Support
The City will only maintain equipment supplied by the organization and will provide equipment support
only at City facilities. The IT Department will not provide on-site support at an employee’s telework
location. Employees may use additional equipment as needed. Equipment supplied by the employee
must be deemed appropriate by the organization and must be maintained by the employee. The City
accepts no responsibility for damage or repairs to employee-owned equipment. The City reserves the
right to make determinations as to appropriate equipment, subject to change at any time.
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7.6.6.5 Security
Consistent with the organization’s expectations of information security for employees working at the
office, employees must ensure the protection of private data accessible from their teleworking office.
Steps include the use of locked file cabinets and desks, regular password maintenance, and any other
measures appropriate for the job and the environment. Employees are required to maintain the security of
their City devices under the City’s current Technology Use Policy.
7.6.6.6 Time Worked
Non-exempt teleworking employees are required to accurately record all hours worked using the City’s
time-keeping system. Hours worked in excess of those scheduled per day and per workweek require the
advance approval of the telecommuter’s supervisor. Failure to comply with this requirement may result
in the immediate termination of the flexible work agreement.
7.6.6.7 Request Process
To request a FWA, an employee must complete the Flexible Work Arrangement Request Form and the
Information Technology Form. The employee and supervisor should complete the Flexible Work
Arrangement Form together and submit the form to the Department Head, Human Resources, and
Information Technology for approval.
The City will review each request individually and consider all of the conditions and guidelines of this
policy. The Department Head and Human Resources will evaluate each request by reviewing the
following areas:
• Employee Performance—Assess the needs and work habits of the employee. Employees with
unsatisfactory performance evaluations may not be approved for a FWA.
• Policy Conditions—The Department Head and Human Resources will ensure all policy conditions
set forth in this policy are met under the FWA.
• Equipment Needs, Workspace Design Considerations, And Scheduling Issues— Review the
scheduling of other department employees, the needs of the department, physical workspace
needs, and the appropriate location for the telework (as applicable).
Supervisors whose employees are operating under an approved FWA must communicate the
arrangement with other staff in the department and periodically evaluate and update the Department
Head.
Employees denied a flexible work arrangement by the Department Head may appeal to the City Manager.
7.6.7 Severe Weather
City Hall offices and most other facilities will remain open during regularly scheduled hours regardless of
weather conditions, unless otherwise authorized by the City Manager. When weather conditions prevent
employees from reporting for regularly scheduled work assignments, or when weather conditions cause
employees to leave work before the regularly scheduled time, a non-exempt employee will be paid only
for those hours actually worked. Hours not worked can be:
• charged to vacation leave, paid time off, or compensatory time
• made up within the same workweek through supervisor-approved work
Some employees may be provided transportation to and from their work sites by the City. Employees
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sent home early by order of the City Manager may be required to use accrued vacation leave, paid time
off, or comp time.
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8.0 Compensation
8.1 Job Classification And Pay Plan
The City maintains a job classification system for all positions in the City. The City Council reviews the
job classification system and compensation grid (pay plan) at least once each year. The job classification
and compensation grid includes a minimum and maximum salary for each job classification.
8.2 Job Descriptions and Classifications
Job descriptions (JD) formally document primary job duties and requirements. When an employee’s job
duties change substantially, the employee may request a classification review through the employee’s
supervisor and director. After review by the Department Director, the Director may submit the request to
Human Resources for review, processing, and disposition in accordance with standard operating
procedures. Prior to submission to Human Resources, department heads must ensure that all requests
for job classification review include an original and redlined version of the JD, a brief explanation for
submitting this job requisition or classification, a description of the change impact on department
structure, job responsibilities, and/or minimum or desired qualifications, and a budget impact worksheet.
The City Manager will authorize and approve classification evaluations as time and budget permits. In the
event that an increase in job classification is warranted, any proposed increases to the City budget must
be approved by the City Council.
To ensure fairness, efficiency, and consistency in job reclassification processes, employees may only
submit a request for job reclassification once every three years. This policy is designed to maintain a
structured approach to managing job classifications while addressing significant and legitimate changes
in job duties or responsibilities.
Employees may request a review of their classification outside of the three-year window under
extraordinary circumstances, such as significant changes to job duties, organizational restructuring, or
other substantial reasons. Any exceptions must be approved by the department head, Human
Resources, and the City Manager.
8.3 Compensation, Overtime, And Compensatory Time
8.3.1 Starting Compensation
Employees may be hired above Step 1 if warranted by their qualifications, market conditions, or other
position-related criteria in the judgment of the City Manager in consultation with Human Resources and
the department head. When this occurs, the employee will receive pay increases based on the normal
length of time it takes to advance to the next step increase.
8.3.2 Temporary Assignment Compensation
From time to time, employees may be asked to take on significant additional responsibilities due to the
position vacancy of their supervisor or to fill-in as an acting department head. When this occurs, the
employee’s pay will be adjusted commensurate with the additional responsibilities, though not all
vacancies will cause an employee to receive an increase in pay.
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8.3.3 Overtime Pay
Unless otherwise specified by department or division memorandum, the City work week starts at 12:01
am on Monday morning and ends at midnight on Sunday. Workdays begin at 12:01 am and end at
midnight.
8.3.3.1 Non-Exempt
Non-Exempt employees who work in excess of the regular 40-hour work week will be compensated at
one-and-one-half times their regular rate of pay. Overtime work must be approved in advance by the
employee’s supervisor, department head, or the City
Manager. Hourly rates are determined by dividing the annual salary by 2,080 hours. All employees in all
departments are required to work overtime as requested by their supervisors as a condition of continued
employment. Refusal to work overtime may result in disciplinary action, up to and including discharge.
8.3.3.2 Exempt Employees
Exempt employees are not eligible for overtime compensation.
8.3.3.3 Employees Employed at Recreational Establishments
Non-exempt employees who work at certain recreational establishments are eligible for overtime
compensation when they work more than 48 hours in a workweek.
8.3.4 Compensatory Time
Compensatory (comp) time is paid time off that is earned and accrued by an employee in lieu of
immediate cash payment for statutory overtime hours. Eligible employees may use comp time in lieu of a
cash payment for overtime. The City has established the following guidelines for accrual and use of
comp time:
• Non-exempt employees may accrue a maximum of 72 hours of comp time during the fiscal year
beginning after the last full pay period in December. Hours not used by the end of the first pay
period in December will be paid out on or near Dec 15 of each calendar year.
• Employees earn comp time in one-hour increments.
• Employees must use comp time in one-hour increments.
• Before earning overtime or using comp time, employees must receive prior authorization from their
supervisor or department head.
• All comp time must be recorded on the City timesheets.
8.3.4.1 Union Employees
Union employees should consult their collective bargaining agreement for information regarding job
classification, pay, compensation, overtime, and compensatory time.
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8.4 Payroll Policies And Procedures
8.4.1 Paydays
Payday is every other Friday. Wages are paid for the two-week period ending on the previous Sunday.
When paydays fall on a holiday, checks are issued the last working day before the holiday. Generally,
there are a total of 26 pay periods per year. However, there may be years when there are a total of 27 pay
periods. Per the City’s Hours Worked and Time Tracking policy, completed timesheets are due to payroll
the Monday prior to the pay date. Employees classified as Paid On-Call Firefighter shall be paid once per
month.
8.4.2 Direct Deposit
The City mandates direct deposit of paychecks for all employees. Employees may direct deposit to
checking or savings accounts at multiple financial institutions (banks or credit unions). Employees must
designate a primary account but may also choose to deposit particular dollar amounts into secondary
accounts. Enrollment forms and information can be obtained from Payroll or Human Resources.
8.4.3 Payroll Deductions
The City is required to deduct federal and state taxes, Social Security, and Medicare (with some
exceptions) from employee paychecks. The City sends the amount collected to the appropriate state
and federal government agency. The City is also required to deduct the employee’s contribution to the
Public Employees Retirement Association (PERA). Depending on the employee group, the City may also
be required to make deductions for the Post-Employment Health Care Savings Plan through Minnesota
State Retirement System (MSRS).
For more information see deduction table located within the Improper Deduction And Overpayment
Policy
8.4.4 Final Paychecks
Employees who voluntarily resign their employment typically receive their final paycheck on the first pay
period following their last day of work, unless requested by the employee. If the departing employee is
eligible to be paid out accrued sick leave, vacation leave, and/or paid time off, the City will make this
payment within two weeks after the employee’s last day of work. Employees should review the
Separation Policy for more information on final paychecks.
8.4.5 Wage Disclosure Notice
Under the Minnesota Wage Disclosure Protection Law, employees have the right to tell any person the
amount of their own wages. While the Minnesota Government Data Practices Act (Minn. Stat. §13.43),
specifically lists an employee’s actual gross salary and salary range as public personnel data, Minnesota
law also requires wage disclosure protection rights and remedies to be included in employer personnel
handbooks. To that end, and in accordance with Minn. Stat. §181.172, employers may not:
• require nondisclosure by employees of their wages as a condition of employment
• require an employee to sign a waiver or other document which purports to deny an employee the
right to disclose the employee’s wages
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• take any adverse employment action against an employee for disclosing the employee’s own
wages or discussing another employee’s wages which have been disclosed voluntarily
• retaliate against an employee for asserting rights or remedies under Minn. Stat.§181.172, subd. 3
The City cannot retaliate, discipline, penalize, interfere with, or otherwise retaliate or discriminate
against an employee for disclosing their own wages. An employee’s remedies under the Wage
Disclosure Protection Law are to bring a civil action against the City and/or file a complaint with the
Minnesota Department of Labor and Industry at 651-284-5075 or 800-342-5354.
8.4.6 Improper Deduction And Overpayment Policy
Employees who believe an improper deduction, overpayment, or another type of error has been made
should immediately contact their supervisor. If the City determines it made an improper deduction from a
paycheck, it will reimburse the employee for the improper amount deducted and take good faith
measures to prevent improper deductions from being made in the future.
In cases of improper overpayments, employees are required to promptly repay the City in the amount of
the overpayment (by personal check or by authorizing a reduction in pay to cover the repayment). The
City will not reduce an employee’s pay without written authorization by the employee. Once the
overpayment has been recovered in full, the employee’s year-to-date earnings and taxes will be adjusted
(so the year’s Form W-2 is correct), and the paying department will receive the corresponding credit.
When an overpayment occurs, the repayment must be made within the same tax year.
If the overpayment occurs in one tax year and is not discovered until the next year, the overpayment must
be repaid in the year it is discovered, but additional steps and paperwork are required. Overpayments not
repaid in full within the calendar year of the overpayment are considered “prior year overpayments,” and
the employee must repay not only for the net amount of the overpayment, but also the federal and state
taxes the City paid on their behalf. The City is able to recover the overpaid Social Security and Medicare
taxes. Accordingly, the City will not require employees to repay those taxes if they provide a written
statement that they will not request a refund of the taxes. The overpayment amount will remain taxable
in the year of the overpayment, since the employee had access to the funds. The employee is not entitled
to file an amended tax return for the year but may be entitled to a deduction or credit with respect to the
repayment in the year of repayment. Employees should contact their tax advisors for additional
information.
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Deduction Payroll
Taxes
PERA
MSRS Post-Employment Health Care Savings Plan
Flexible Spending – Medical Expenses
Flexible Spending – Dependent Care
Limited Flexible Spending
Health Savings Account (HSA) Contributions
Approved Charitable Contributions
Minnesota Paid Leave (Paid Family and Medical Leave)
Every payroll
Medical Insurance Premiums
VEBA Health Reimbursement Arrangement (HRA)
Contributions
Dental Insurance Premiums
Supplemental Life and Dependent Insurance
First two payrolls of the
month
Union Dues, Association Dues First payroll in the month
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9.0 Employee Performance and Discipline
The City uses an objective performance review system to periodically evaluate the performance of City
employees. The quality of an employee’s past performance will be considered in personnel decisions
such as promotions, transfers, demotions, terminations, and where applicable, salary adjustments.
Inadequate performance may lead to the development of a performance improvement plan and
disciplinary actions.
City employees will be subject to disciplinary action for failure to fulfill their duties and responsibilities at
the level required, including observance of work rules and standards of conduct and applicable City
policies.
Discipline may include verbal or written reprimands, suspensions, demotions, transfers, reductions in
compensation or other discretionary benefits, termination of employment, or other corrective actions. In
most cases, documentation of the disciplinary action taken will be placed in the employee’s personnel
file with a copy provided to the employee.
9.1 Suspension
The City Manager may suspend an employee with or without pay for disciplinary reasons. The
employee will be notified in writing of the reason for the suspension either prior to the suspension
or shortly thereafter. A copy of the letter of suspension will be placed in the employee’s
personnel file.
An employee may be also suspended or placed on involuntary leave of absence pending an
investigation of an allegation involving that employee. The leave may be with or without pay
depending on a number of factors, including the nature of the allegations.
Employees on an unpaid leave of absence may be able to use accrued paid time-off at the City
Manager’s discretion. If the allegation is proven not credible or false after the investigation, the
relevant written documents will be removed from the employee’s personnel file and the
employee will receive any compensation and benefits due had the suspension not taken place.
9.2 Demotion Or Transfer
An employee may be demoted or transferred if an attempt at resolving an issue has failed and the City
Manager determines a demotion or transfer to be the best solution to the problem. The employee must
be qualified for the position to which he or she is demoted or transferred.
9.3 Termination Of Employment
See Separation Policy for more information.
9.4 Grievance Procedure
The City will administer discipline in a non- discriminatory and non-retaliatory manner. An employee who
believes the discipline applied was either unjust or disproportionate to the offense committed may
pursue a remedy through the following grievance procedure.
Step 1: The employee must first discuss the discipline with their immediate supervisor.
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Step 2: If the grievance is not resolved by Step 1, the employee may submit a written grievance within 14
days to their department director. The document must include:
• the nature of the grievance
• detailed information, including the issue, related policies, etc
• remedy or outcome desired
The department director will have 10 business days to respond to the employee in writing.
If the employee complaint is regarding illegal harassment, discrimination, or retaliation by the
department director, the employee should submit the written complaint directly to Human Resources.
Step 3: If the grievance is not resolved by Step 2, the employee may submit a written appeal to the City
Manager. All written appeals must be in writing and submitted within 10 business days of receipt of the
Step 2 written response. The written appeal must include:
• the nature of the grievance
• detailed information, including the issue, related policies, etc
• remedy or outcome desired
• a copy of the grievance document submitted to the department director
• a copy of the department director’s written response to the grievance
The City Manager shall render a decision within 15 business days of receipt of the written appeal.
This policy does not apply to employees with union representation, who must follow the grievance
procedures outlined in the respective collective bargaining agreement.
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10.0 Benefits
10.1 Cafeteria Plan
Any plan offering a choice between two or more qualified benefits is considered a cafeteria plan. The City
of Golden Valley Cafeteria Plan allows employees to design their own benefit packages by purchasing
benefits with a pre-specified amount of employer dollars from a number of available options. The
amount of the employer’s monthly contribution is established by the City Council as part of the annual
compensation resolution.
The Internal Revenue Service allows several qualified benefits within a flexible benefit plan:
• health (including medical, dental, vision, etc)
• group term life insurance and accidental death and dismemberment insurance
• flexible spending accounts
• short-term disability coverage
• long-term disability coverage
• 457 deferred compensation plans
• cash
Employees with questions about benefits should contact Human Resources.
10.2 Benefit Eligibility
The effective date of the City’s contribution and associated benefits is determined by the City. The City’s
monetary contribution toward employee benefits is approved annually by the City Council. Regular full-
time employees (one FTE) must consistently work 40 hours each week to be eligible for the entire
monthly City contribution.
Regular ¾-time employees (.75 FTE) are eligible for 75 percent of the monthly City contribution. Regular
¾-time employees must consistently work a minimum of 30 hours each week to be eligible.
Regular ½-time employees (.5 FTE) hired prior to May 1, 2011 are eligible for 50 percent of the monthly
City contribution. Regular ½-time employees must consistently work a minimum of 20 hours each week
to be eligible.
Employees who work less than 20 hours per week or who are temporary, seasonal, or variable-hour
employees are not eligible for benefits.
Employees filling a full-time temporary interim position may be eligible for benefits as agreed upon by the
candidate and City Manager.
Specified management and supervisory employees who have been appointed to such designated
positions prior to May 1, 2011 receive 2 percent of their salary per month in addition to the monthly City
contribution.
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10.3 Minimum Coverage
Eligible employees are not required to select any benefits from the City’s cafeteria plan. However, if
employees elect to opt-out of the City’s health insurance plan, they must provide written proof of other
medical insurance and pay the monthly Opt-Out Fee.
10.4 Tuition Reimbursement
Regular City employees may be eligible for tuition reimbursement for job-related education courses that
are to be applied toward a degree. Full-time regular employees are eligible to receive 100 percent
reimbursement for tuition and books up to the IRS non-taxable limit for employer-provided educational
benefits per calendar year.
Regular employees working ¾-time (.75 FTE) are eligible to receive 75 percent reimbursement for tuition
and books, and regular ½-time employees (.5 FTE) are eligible to receive 50 percent reimbursement for
tuition and books. Regular part-time employees must have been hired prior to January 1, 2012, to be
eligible for Tuition Reimbursement.
All reimbursements are subject to approval by the employee’s supervisor, department head, human
resources, and the City Manager. Probationary employees, employees on a performance improvement
plan, and employees that receive a lower than satisfactory rating on their most recent performance
review are not eligible to participate in the tuition reimbursement program. Employees in the position of
Community Service Officer who are not on a performance improvement plan and have not received a
less than satisfactory rating on any recent performance evaluation are eligible to participate in the tuition
reimbursement program after six months of service.
City reimbursement will be reduced by any other financial aid that does not have to be repaid (such as
the GI Bill, scholarships, and grants). Reimbursement is limited to 100 percent of actual expenses. It is
the responsibility of employees to inform the City if they have access to other forms of financial aid.
Employees with Tuition Reimbursement Eligibility Forms approved before September 1, 2005, are
eligible to continue in the program under previous program guidelines. However, these individuals will be
subject to the annual IRS limit for any classes taken after January 1, 2006.
To be eligible for reimbursement, employees must:
• receive approval from the department head, human resources, and the City Manager prior to
enrolling in each course by completing a Tuition Reimbursement Eligibility Form for each course for
which the employee will seek reimbursement
• submit the Tuition Reimbursement Request form within 45 days of class completion (the last day of
the class) and include the following:
• all receipts for tuition and books to be reimbursed
• the grade awarded for the course or proof that the employee “passed” the course (if the course is
graded, the employee must receive a grade of “C” or better to be eligible for reimbursement)
• not claim or secure reimbursement from another agency or source that would provide a total
reimbursement of more than 100 percent
Fees other than tuition, such as technology fees or other student fees, are not reimbursable.
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10.5 Miscellaneous
10.5.1 Car Allowance
The City Council has approved a car allowance for the City Manager unless specified in a separate
employment agreement.
Amounts for the car allowance are included as part of the employee’s payroll check. Employees who
receive a car allowance are not eligible to receive reimbursement for mileage.
The City Council has approved a take-home vehicle for the Fire Chief if appointed on or before May 31,
2014, unless specified in a separate employment agreement.
The City Manager may approve other positions to use a take-home vehicle. All take-home vehicles are
subject to IRS taxation rules, including daily commuting taxation reported as income on the employee’s
W2.
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11.0 Employee Travel
From time to time, employees may need to travel to conduct City business (for example, to attend
outside meetings, seminars, and conferences). This policy sets forth the conditions under which the City
will reimburse employees for travel related expenses.
11.1 Conferences And Seminars
Regular full-time employees may participate in job-related trainings, conferences, or seminars for City
business only if the following criteria are met:
• The conference or seminar must be appropriately budgeted and recommended by the department
head or City Manager.
• Prior to registration for the conference, the employee must submit a Conference Request Form and
include a statement of how the education or training is related to the performance of the
employee’s work responsibilities with the City, along with the required supporting documents and
proof of cost estimation. The Conference Request Form must be approved by the employee’s
department head, human resources, and the City Manager.
Whenever possible employees are expected to take advantage of early-bird pricing for all conferences
and seminars.
Employees should be prepared to provide a verbal or written report of activities, learnings, and
recommendations based on the training, seminar, or conference. These reports may include supervisors,
department heads, City staff, City Council, Boards and Commissions, and members of the community.
Employees who have been employed full time with the City for at least one year and fulfill the
requirements listed above may be eligible to attend out-of-state conferences.
11.2 Travel Expenses
Employees who travel for City business may be eligible for reimbursement of reasonable travel
expenses. Employees are expected to be fiscally responsible when considering travel arrangements,
which include air travel, hotel, mileage, or meals. Employees must keep appropriate receipts and
document all other expenses. Wherever possible, travel costs should be booked on a City P-Card rather
than the employee’s personal card.
11.2.1 Transportation
The following types of expenses are approved for reimbursement.
11.2.2 Mileage
For employees who are required to drive their vehicles as a job requirement, the City reimburses mileage
at a rate consistent with IRS regulations and approved by the City Council as part of the annual
compensation resolution. If an employee travels directly to an event from the employee’s home, mileage
will be computed based on the distance from City Hall to the event or the employee’s home, whichever
is less.
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Use of the employee’s personal vehicle for work purposes must be pre-approved by the employee’s
supervisor and department head. In cases where the employee intends to drive a personal vehicle out of
state for City business the means of transportation must be pre-authorized by the City Manager. If an
employee receives pre-approval to drive to a destination that is otherwise served by reasonable airline
service, the maximum mileage reimbursement will be no more than the cost of an airline ticket to the
destination.
Employees who receive a car allowance are not eligible to receive reimbursement for mileage.
Parking fees will be reimbursed for their actual amount.
11.2.3 Air Travel And Ground Travel
Employees should determine appropriate transportation on a least-cost basis. If air travel is considered
the least expensive, the City will pay for the actual air travel transportation costs to and from the
destination via coach, tourist, or economy class and reasonable ground transportation costs to and from
the airport. The City will not reimburse employees for first-class seating or other upgrades. Per MN
Statutes 15.435, “whenever public funds are used to pay for airline travel by an elected official or public
employee, any credits or other benefits issued by any airline must accrue to the benefit of the public
body providing the funding.” Since the City has no practicable way to use accrued mileage accounts for
the benefit of the organization, employees must not use frequent flier or other reward programs that
would benefit them personally when traveling for work.
If flying to a destination for City business, ground transportation options should be reviewed prior to
travel. Where possible, public transportation or no-cost/low-cost shuttle services should be used.
Rideshare services may be used for ground transportation, but the estimated cost of such services
should be included in the cost estimate with the Conference Request form. If vehicle rental is necessary,
this cost must be included in the cost estimate on the Conference Request form. Employees may not
use customer rewards programs that benefit the employee personally when booking rental cars,
rideshares, or other transportation and travel related activities.
The City will not reimburse for any increase in travel-related costs for employees to extend the travel
beyond the dates of the conference. Where travel disruptions due to airline cancellation or other
unforeseen circumstances arise, employees should exercise their best judgement when re-booking or
altering travel plans.
11.2.4 Lodging
Employees who travel outside the 7-County Metro area, or out of state on pre-approved City business
are eligible for reimbursement of necessary lodging expenses. Employees are expected to choose
lodging based on reasonableness of cost and proximity to the conference, meeting, or training site.
Additionally, reimbursement is limited to the minimum number of nights required to conduct the
assigned City business.
11.2.5 Meals
Employees who travel overnight on City business are eligible for reimbursement of reasonable meal
expenses. Meals included as part of a conference registration are not reimbursable, even if the employee
chooses not to partake in the meal offered, unless dietary restrictions prohibit participation. If receipts
are not kept or provided for reimbursement, an employee can request to be reimbursed at the per-diem
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rate for each meal per GSA rates here. Employees must ensure they are using the rate for the location of
the meal as geographic location effects the per-diem rate.
Alcohol is not reimbursable.
11.2.6 Personal Expenses
Employees must pay for any personal expenses not related to City business. When family members or
friends accompany City employees on trips, any companion fees or other differentials must be paid for
by the employee. If an employee extends the travel beyond the dates of the conference, the employee is
responsible for all lodging, meals, and other expenses, as well as the cost of return airfare if that cost
exceeds the return airfare of the end date of the conference/ event. Recreational expenses, including, but
not limited to, golf and sight-seeing are not reimbursable.
11.3 Reimbursement Process
To receive reimbursement for reasonable travel expenses, employees must submit a Request for
Reimbursement form, signed by the department head, during the fiscal year in which the expense
occurred and no later than 30 days after the end of the fiscal year.
Requests that do not follow this policy may not be approved.
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12.0 Expenses
12.1 Equipment And Uniforms
Employees who routinely work in a construction or maintenance environment are required to wear safety
toe footwear. When an employee purchases safety footwear for City business, reasonable costs are
eligible for reimbursement. The amount eligible for reimbursement each year is approved as part of the
annual compensation resolution.
On occasion the City may purchase logo apparel for employees to wear or use while conducting City
business. Additionally, employees may purchase logo shirts at their own expense. These items must be
purchased through the City from a company of the City’s choosing. Employees may select from any
appropriate design in the company’s catalog. Payment for the shirts and shipping costs must be made
before the order is placed.
Employees who are members of a collective bargaining unit should refer to their collective bargaining
agreement, as applicable.
12.2 City Expenses
The City of Golden Valley requires that all expenditures be valid based on the public purpose for which
they are purchased and the specific or implied authority for the expenditure found in Minnesota State
Statutes and as determined by the Public Purpose Expenditure Policy approved by the City Council. This
includes the City’s Recognition and Wellness Programs and their objectives.
Employees must review and follow the Public Purpose policy when considering purchases on behalf of
the City and when using City funds.
Failure to follow policy may result in personal financial liability for expenses, and disciplinary action.
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13.0 Holidays
The City of Golden Valley recognizes 14 eight- hour days as paid holidays for regular full-time employees
and 14 prorated days as paid holidays for regular part-time employees each year. This includes 12
scheduled holidays and two floating holidays.
13.1 Scheduled Holidays
• New Year’s Day — January 1
• Martin Luther King, Jr’s Birthday — Third Monday in January
• President’s Day — Third Monday in February
• Memorial Day — Last Monday in May
• Juneteenth—June 19
• Independence Day — July 4
• Labor Day — First Monday in September
• Veterans Day — November 11
• Thanksgiving Day — Fourth Thursday in November
• Day after Thanksgiving — Friday following Thanksgiving Day
• Christmas Eve — December 24
• Christmas Day — December 25
When a holiday falls on a Saturday, the previous Friday is designated as the holiday; when one falls on a
Sunday, the following Monday is designated as the holiday.
13.2 Floating Holidays
The City provides floating holidays to promote workplace inclusion efforts by recognizing employees’
varied religious and cultural backgrounds.
Floating holidays must be approved by the employee’s supervisor and/or department head. Employees
must use them in eight-hour increments. Because floating holidays do not carry over to the next calendar
year, they must be used before the end of the final full pay period of the calendar year. The floating
holidays are not paid out upon termination of employment.
13.3 Holiday Pay Eligibility
To be eligible for paid holidays, employees must work on the day before and the day after such holiday,
unless one of the following conditions is met:
• the employee’s regular part-time schedule does not include the day before and/or the day after the
holiday
• the employee is using vacation or sick leave or paid time off
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• the employee is excused in advance by the City Manager
Regular part-time employees are paid for holidays on a prorated basis, according to their budgeted Full-
Time Equivalent (FTE) status. For example, if an employee occupies a position budgeted as .5 FTE, he or
she will receive four hours paid time off for each holiday.
Employees who are scheduled to work on an observed holiday will receive 1 ½ times hourly rate for the
hours worked on the actual holiday.
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14.0 Time Away From Work
14.1 Sick Leave And Vacation Leave (Employees Hired Before Jan 1, 2009)
Full-time regular and part-time regular employees hired before Jan 1, 2009 are provided with a
combination of paid sick leave and vacation leave.
14.1.1 Sick Leave
Employees may only use sick leave to cover absences on days when they would otherwise have been at
work. It may be used, with the approval of the supervisor, in any of the following cases:
• when the employee cannot work because of illness, injury, or disability of themselves, their
children, spouse, parents, stepchildren, stepparents, siblings, or grandparents
• for medical, dental, chiropractic, or optical examinations or treatment of the employee or
employee’s children (although appointments should be scheduled to minimize the amount of
disruption to the workday)
• when the employee’s presence would jeopardize the health of other employees by exposing them
to contagious disease
• during the period of incapacity when an employee is on Family and Medical Leave for the
employee’s own illness or injury or the serious health condition of eligible family members
• when an employee is receiving or providing assistance because the employee or a relative, which
includes employee’s adult child, spouse, sibling, parent, mother-in- law, father-in-law, grandchild,
grandparent, or stepparent, is a victim of sexual assault, domestic abuse, or stalking (safety leave
for listed relatives, other than the employee and the employee’s child, is limited to 160 hours in any
12-month period)
• when an employee is subpoenaed or requested by the prosecuting attorney to attend court or
criminal proceedings related to the victim’s case because the employee is the victim or witness or
is the spouse or immediate family member of such victim (immediate family member includes
parent, spouse, child, or sibling of the employee)
• in the event of a death in the family (up to five days of sick leave may be used for the death of a
spouse or child, including stepchildren; up to three days for a death in the immediate family; and up
to one day for the death of any person in the next degree of kindred)
Employees may use sick time for the same purposes and under the same conditions as provided under
the Earned Sick and Safe Time Leave policy.
Full-time employees accumulate sick leave at a rate of one day per month, accrued on a pay-period
basis (3.69 hours per pay period). Regular part-time employees earn annual leave on a prorated basis,
according to their budgeted Full-Time Equivalent (FTE) status. Employees may not carry a negative sick
leave balance. Employees who have used up all their sick leave and then subsequently claim sick leave
hours on their time sheet will automatically have vacation leave and/ or comp time deducted from their
accumulated balance if any is available.
Non-exempt (hourly) employees must use sick leave in 1/10th hour increments. Exempt employees
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must use sick leave in eight-hour increments, except when hourly use of sick leave may be required
during a FMLA-qualifying leave.
Employees must notify their supervisors of their absence and request to use sick leave before their work
shift begins, or as soon as practicable.
After an absence, the City may require an employee to provide a physician’s statement on the first day of
return to work. This statement must provide the nature of the illness or medical condition and attest to
the employee’s ability to return to work and safely perform the essential functions of the job with or
without reasonable accommodation. Any work restrictions must be stated clearly on the return-to-work
statement. Employees who have been asked to provide such a statement may not be allowed to return
to work until they comply with this provision. If the City feels an additional medical opinion is warranted,
Human Resources will arrange for the appropriate medical evaluation. The City has the right to require
employees to be evaluated by a physician of the City’s choosing to determine the validity of a worker’s
compensation or sick leave claim, or to obtain information related to restrictions or an employee’s ability
to work.
Once an employee has a balance of 800 hours of sick leave, additional sick leave earned is assigned one-
half to vacation and one-half to sick leave for the current year. With 848 hours of sick leave banked, full-
time employees accrue vacation in accordance with the Sick Leave Accrual Schedule on this page. If an
employee’s balance drops below 848 hours of sick leave, the full allotment of sick leave will accrue
toward the balance until 848 hours is again achieved. (Updated in accordance with ESST Compliance)
Once an employee has a balance of 848 hours of sick leave, additional sick leave earned is assigned to
vacation for the current year. With 848 hours of sick leave banked, full-time employees accrue vacation
in accordance with the Vacation Leave Accrual Schedule over 848 hours of sick leave.
Employees shall receive a cash payout of all sick leave accrued in excess of 800 hours, and the balance
will revert to 800 hours of sick leave. The payment shall be made mid-December of the year in which it is
accrued and will be noted on the payroll dates schedule for the year.
See the Separation Policy for information about paying out sick time upon termination of employment.
14.1.2 Vacation Leave
Vacation leave for regular full-time employees accrues based on years of service unless negotiated
differently at time of hire. Vacation leave accrues proportionately, at the rate of 1/26 of the employee’s
“total days per year,” rounded to the nearest tenth each pay period. No vacation leave may be taken
before it is accrued.
Regular part-time employees earn annual leave on a prorated basis, according to their budgeted Full-Time
Equivalent (FTE) status. Employees may accrue up to twice the annual earned vacation amount. For
example, a five year employee may accrue up to four weeks (160 hours) of vacation. Once the balance
reaches its maximum amount, no more vacation will accrue. You may never accrue more than the
maximum accumulation.
Employees are responsible for keeping track of their accumulated vacation hours. Vacation maximums
are different for employees who have accrued 800 hours of sick leave (for more information see vacation
accrual schedules located in the Vacation Payout section of this policy).
Non-exempt (hourly) employees shall use vacation leave in 1/10th-hour increments for purposes
outlined below. Exempt employees must use vacation leave in eight-hour increments. Employees
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requesting vacation must give a two weeks’ written notice, or as much notice as practically possible.
Employees should ask their department head and/or supervisor for clarification on how requests for
vacation should be handled within their division or department.
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14.1.3 Vacation Payout
Employees who have a balance over 800 hours of sick leave may also elect to receive a cash payout of
vacation hours accrued equal to the number of sick hours the employee sells back, provided the
employee’s completed election form is submitted to the City on or before Dec 1 of the prior calendar
year.
Employees will be paid the amount of vacation they have elected to convert to a cash payment mid-
December of the year in which it is accrued, provided they have accrued over 800 hours of sick leave and
sufficient vacation hours to satisfy the election. If the employee has not accrued sufficient sick leave to
satisfy the full amount of the election, the City will pay out the amount of accrued vacation available. An
employee’s election is irrevocable.
See the Separation Policy for information about paying out vacation time upon termination of
employment.
14.1.4 Vacation Accrual Table: Over 800 Hours Sick Leave
Vacation Accrual Schedule: Employees with 800 Hours of Sick Leave
Years of
Service
Vacation
Accrual Per
Pay Period
Vacation
Time Per
Year
Maximum
Vacation
Accrual
Over 5-11 6.46 hours 21 days 336 hours
Over 11 6.77 hours 22 days 352 hours
Over 12 7.08 hours 23 days 368 hours
Over 13 7.38 hours 24 days 384 hours
Over 14 7.69 hours 25 days 400 hours
Over 15 8.00 hours 26 days 416 hours
Over 16 8.31 hours 27 days 432 hours
Over 17 8.62 hours 28 days 448 hours
Over 18 8.92 hours 29 days 464 hours
Over 19 9.23 hours 30 days 480 hours
Over 20 9.54 hours 31 days 496 hours
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14.1.5 Vacation Accrual Table: Full Time Employees
Vacation Accrual Schedule: Full-Time Employee
Years of
Service
Vacation
Accrual Per
Pay Period
Vacation
Time Per
Year
Maximum
Vacation
Accrual
0-4.99 3.08 hours 10 days 160 hours
Over 5-10 4.62 hours 15 days 240 hours
Over 12 7.08 hours 23 days 368 hours
Over 13 7.38 hours 24 days 384 hours
Over 14 7.69 hours 25 days 400 hours
Over 15 8.00 hours 26 days 416 hours
Over 16 8.31 hours 27 days 432 hours
Over 17 8.62 hours 28 days 448 hours
Over 18 8.92 hours 29 days 464 hours
Over 19 9.23 hours 30 days 480 hours
Over 20 9.54 hours 31 days 496 hours
14.1.6 Vacation Accrual Table: Full Time Public Safety: Defined by
Collective Bargaining Agreement
Vacation Accrual Schedule: Public Safety Accrual Table (Defined By
Collective Bargaining Agreement)
Years of
Service
Vacation
Accrual
Per Pay
Period
Vacation
Time Per Year
Maximum
Vacation
Accrual
0-4.99 3.08 hours 10 days 160 hours
Over 5-10 4.62 hours 15 days 240 hours
Over 12 7.08 hours 23 days 368 hours
Over 13 7.38 hours 24 days 384 hours
Over 14 7.69 hours 25 days 400 hours
Over 15 8.00 hours 26 days 416 hours
Over 16 8.31 hours 27 days 432 hours
Over 17 8.62 hours 28 days 448 hours
Over 18 8.92 hours 29 days 464 hours
Over 19 9.23 hours 30 days 480 hours
Over 20 9.54 hours 31 days 496 hours
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14.2 Paid Time Off (PTO) (Employees Hired On Or After Jan 1, 2009)
Effective Jan 1, 2009, the City implemented PTO leave for newly employed regular full-time and regular
part-time employees who are not members of an organized bargaining unit. This policy replaces other
paid leave provisions of vacation leave and sick leave. PTO can be used for any purpose, such as
vacation or sick or safety leave, subject only to necessary request and approval procedures consistent
with City and departmental policies.
14.2.1 Paid Time Off Accrual
PTO is accrued each pay period. Regularly scheduled part-time employees accrue PTO on a prorated
basis, according to their budgeted Full-Time Equivalent (FTE) status. The PTO year of service for new
employees begins on the date of employment with the City, or if there is a change of status, on the date
the employee is eligible for PTO.
14.2.1.1 Maximum Accrual
Employees may not carry over more than two times their accrual rate unless a written request has been
submitted to and approved by the City Manager. Such a waiver could be granted in the event of a special
circumstance. The City Manager has the authority to establish a higher annual accrual at the time of hire,
not to exceed the maximum accrual rate.
14.2.1.2 PTO Accrual Schedule: Regular Full-Time Employees
PTO Accrual Schedule: Regular Full-Time Employees
Years of
Service
Number of
8-Hour
Days
PTO Hours Per Pay
Period
PTO Maximum
Accrual In
Hours
Required Accrual
Balance For PTO
Payout
0-5 17 5.23 hours 272 204
Over 5 22 6.77 hours 352 264
Over 11 23 7.08 hours 368 276
Over 12 24 7.38 hours 384 288
Over 13 25 7.69 hours 400 300
Over 14 26 8.00 hours 416 312
Over 15 27 8.31 hours 432 324
Over 16 28 8.62 hours 448 336
Over 17 29 8.92 hours 464 348
Over 18 30 9.23 hours 480 360
Over 19 31 9.54 hours 496 372
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14.2.1.3 PTO Accrual Schedule: Public Safety: Defined by Collective
Bargaining Agreement
PTO Accrual Schedule: Public Safety: Defined by Collective Bargaining Agreement
Years of
Service
Number of
8-Hour
Days
PTO Hours Per Pay Period PTO Maximum
Accrual In Hours
Required
Accrual
Balance For
PTO Payout
0-5 17 5.23 hours 272 204
Over 5 22 6.77 hours 352 264
Over 11 23 7.08 hours 368 276
Over 12 24 7.38 hours 384 288
Over 13 25 7.69 hours 400 300
Over 14 26 8.00 hours 416 312
Over 15 27 8.31 hours 432 324
Over 16 28 8.62 hours 448 336
Over 17 29 8.92 hours 464 348
Over 18 30 9.23 hours 480 360
Over 19 31 9.54 hours 496 372
14.2.2 Use of PTO
This PTO policy encourages advance planning of absences from work. To ensure necessary
departmental coverage, non-emergency (planned) use of PTO should be requested in advance.
Employees must give their supervisor advance notice equal to the amount of requested time off.
Employees may use accrued paid time off for the same purposes and under the same conditions as
provided under the Earned Sick and Safe Time Leave policy.
A department head or supervisor may deny a request for planned PTO leave when granting such leave
would result in insufficient personnel to carry out necessary functions of the City. An employee will not
be allowed to use more than 20 consecutive “planned” PTO days without prior approval of the
employee’s respective department head and the City Manager.
Emergency (unplanned) use of PTO may require documentation and requires notice as soon as
practicable. Established departmental rules and requirements concerning employee absences from
work will be applied. To allow coordination of PTO with Family Medical Leave, and other relevant leaves,
employees seeking to use PTO may be required to provide pertinent information as to the purpose of the
time off to allow a determination of whether the time will also qualify for Family and Medical Leave. If the
PTO qualifies for Family and Medical Leave, the employee must take both leaves simultaneously.
14.2.3 PTO Payout
Employees may elect to receive a payout for up to 48 hours of accrued PTO, provided the employee’s
PTO balance exceeds the minimum balance for PTO payout shown on the table “PTO Accrual Schedule:
Regular Full-Time Employee.” PTO payout election forms must be completed and submitted to Human
Resources on or before Dec 15 of the prior calendar year for processing and payout of accrued PTO the
following year.
An employee’s election is irrevocable and employees who submitted a PTO election form must meet
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accrual balance requirements no later than the last day of the first pay period in December to receive
PTO payout. Employees who submitted a PTO Payout election form before Dec 15 of the previous year
and meet the required PTO accrual balance will receive payout no later than the Friday following the first
pay day in December. Public Safety Employees shall refer to balance requirements located in the table
“PTO Accrual Schedule: Public Safety Employee (Applicable to Assistant Police Chiefs, Sergeants,
Officers, and CSOs; not applicable to the Fire Department.).”
See the Separation Policy for information about paying out PTO upon termination of employment.
14.2.4 Probationary Employees
Employees within their probationary period may use no more than 48 hours of PTO during the first six
months of their one-year probationary period, unless their need for PTO is related to a disability, medical
condition, or safety as defined by the Women’s Economic Security Act, or as approved by the
Department Head. This provision does not apply to employees serving a probationary period following a
promotion, transfer, or demotion. Employees within their probationary period who do not have accrued
time off may qualify for paid or unpaid time-off under extraordinary circumstances at the discretion of the
City Manager.
14.2.4.1 Exempt Employees
Exempt employees that are absent from the workplace for less than eight hours may do so without using
PTO leave.
14.3 Earned Sick And Safe Time (ESST) Leave
Effective Jan 1, 2024, Earned Sick and Safe Time (ESST) is a requirement for all Minnesota employers
with one or more employees to provide paid leave benefits as described below to all eligible employees.
14.3.1 Eligibility
All non-benefit earning employees shall accrue 1 hour of leave for each 30 hours worked, up to 48 hours
in a 12-month period.
Regular full-time and regular part-time benefit earning employees will continue to accrue Sick/ Vacation
or PTO and may use up to 48 hours per calendar year of sick time or PTO accrued time under the same
conditions as provided under this ESST Leave policy.
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14.3.2 Use Of ESST Leave
ESST leave may be used as it is accrued in increments of 1/10th of an hour for the following
circumstances:
An employees own: • mental or physical illness, injury, or other health condition
• need for medical diagnosis, care, or treatment of a mental or physical
illness, injury, or health condition
• need for preventative care
• closure of the employee’s place of business due to weather or other
public emergency
• inability to work or telework because the City prohibits it due to:
• health concerns related to the potential transmission of a
communicable illness related to a public emergency
• seeking or awaiting the results of a diagnostic test, as requested by
the City, for the employee’s exposure to a communicable disease
related to a public emergency
• absence due to domestic abuse, sexual assault, or stalking of the
employee, provided the absence is to seek or obtain:
• medical attention related to physical or psychological injury or
disability caused by domestic abuse, sexual assault, or stalking
• help from a victim services organization
• psychological or other counseling
• relocation or take steps to secure an existing home due to domestic
abuse, sexual assault, or stalking
• legal advice or take legal action, including preparing for or
participating in any civil or criminal legal proceeding related to or
resulting from domestic abuse, sexual assault, or stalking
Care of a family
member:
• with mental or physical illness, injury, or other health condition
• who needs medical diagnosis, care, or treatment of a mental or
physical illness, injury, or other health condition
• who needs preventative medical or health care
• whose school or place of care has been closed due to weather or
other public emergency
• when it has been determined by health authority or a health care
professional that the presence of the family member of the employee
in the community would jeopardize the health of others because of
the exposure of the family member of the employee to a
communicable disease, whether or not the family member has
actually contracted the communicable disease
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• for absence due to domestic abuse, sexual assault, or stalking of the
employee’s family member provided the absence is to:
• seek medical attention related to physical or psychological injury or
disability caused by domestic abuse, sexual assault, or stalking
• obtain services from a victim services organization
• obtain psychological or other counseling
• seek relocation or take steps to secure an existing home due to
domestic abuse, sexual assault, or stalking
• seek legal advice or take legal action, including preparing for or
participating in any civil or criminal legal proceeding related to or
resulting from domestic abuse, sexual assault, or stalking
For Earned Sick and Safe Leave purposes, a family member includes an employee’s:
• spouse or registered domestic partner
• child, foster child, adult child, legal ward, child for whom the employee is legal guardian, or child to
whom the employee stands or stood in loco parentis
• sibling, step sibling or foster sibling
• biological, adoptive, or foster parent, stepparent, or a person who stood in loco parentis when the
employee was a minor child
• grandchild, foster grandchild, or step- grandchild
• grandparent or step-grandparent
• sibling’s child
• parent’s sibling
• child-in-law or sibling-in-law
• A family member also includes:
• any of the above family members of a spouse or registered domestic partner
• any other individual related by blood or whose close association with the employee is the equivalent
of a family relationship
• up to one individual annually designated by the employee
Under this policy, all employees must use the accrued ESST time available to them prior to taking unpaid
time off.
Employees who work multiple jobs for the City shall accrue and use time at the hourly rate of their
scheduled shifts. In the event an employee uses ESST and is scheduled for multiple jobs in one day, the
employee shall be paid ESST for the duration of each shift at the corresponding rate of pay.
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14.3.3 Advance Notice For Use Of ESST Leave
If the need for sick and safe leave is foreseeable, the City requires seven days’ advance notice.
However, if the need is unforeseeable, employees must provide notice of the need for ESST Leave as
soon as practicable.
When an employee uses ESST for more than three consecutive days, the City may require appropriate
supporting documentation (such as medical documentation supporting medical
leave, or court records or related documentation to support safety leave). However, if the employee or
employee’s family member did not receive services from a health care professional, or if documentation
cannot be obtained from a health care professional in a reasonable time or without added expense, then
reasonable documentation may include a written statement from the employee indicating that the
employee is using, or used ESST Leave for a qualifying purpose.
The City will not require an employee to disclose details related to domestic abuse, sexual assault, or
stalking or the details of the employee’s or the employee’s family member’s medical condition. In
accordance with state law, the City will not require an employee using ESST Leave to find a replacement
worker to cover the hours the employee will be absent.
All ESST documentation will be kept in accordance to the City’s document retention schedule and
applicable laws. Per the statute, employees may request the City to destroy or return records under
ESST Leave that are older than three years prior to the current calendar year.
14.3.4 Carry Over of ESST Leave
Employees are eligible to carry over accrued but unused ESST into the following year, but the total
amount of accrued but unused ESST carry-over hours shall not exceed 80 hours at any time.
14.3.5 Benefits and Return to Work Protections
Employees using ESST Leave will continue to receive the City’s employer insurance contribution as if
they were working, and the employee will be responsible for any share of their insurance premiums.
ESST and Paid Family and Medical Leave (PFML) are two different programs. Employers cannot require
employees to use their accrued ESST at the same time as PFML or instead of PFML. However,
employees may choose to use their accrued time off instead of PFML, and the PFML protections will still
be in effect for that employee. Employees that are off of work for an ESST reason will have their ESST
used for job protection purposes, unless they direct the City that they do not want to use ESST for the
absence.
Employees returning from time off using accrued ESST Leave are entitled to return to their City
employment at the same rate of pay received when their leave began, plus any automatic pay
adjustments that may have occurred during the employee’s time off. Seniority during ESST Leave
absences will continue to accrue as if the employee has been continually employed.
When there is a separation from employment with the City and the employee is rehired again within 180
days of separation, previously accrued ESST Leave that had not been used will be reinstated. An
employee is entitled to use and accrue ESST Leave at the commencement of reemployment.
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14.3.6 Retaliation Prohibited
The City shall not discharge, discipline, penalize, interfere with, or otherwise retaliate or
discriminate against an employee for asserting ESST Leave rights, requesting an ESST Leave
absence, or pursuing remedies. Further, use of ESST Leave will not be factored into any
attendance point system the City may use. Additionally, it is unlawful to report or threaten to
report a person or a family member’s immigration status for exercising a right under ESST Leave.
14.4 Leave Donation
With the express written consent of the City Manager, employees having accrued regular sick
leave, vacation leave, or paid time off (PTO) will be allowed to donate a portion of leave to fellow
employees experiencing a major life event as defined by the Family Medical Leave Act. The City
may require a physician’s statement to be eligible for FMLA leave consideration. The employee
must initiate the request by submitting written notice to Human Resources prior to the pay period
following the exhaustion of their accrued leave.
14.4.1 Donors
• A full-time employee may donate no more than 16 hours of sick leave, vacation leave, or PTO to
each requesting employee per calendar year.
• A ½-time (.5 FTE) employee may donate no more than eight hours to each requesting employee per
calendar year.
• An employee may donate leave only if that employee will have a remaining balance of at least 40
hours of vacation or sick leave or PTO after the donation.
• Floating holidays may not be donated.
• An employee who surrenders any leave/ time-off must read and sign a statement that stipulates the
employee understands the nature of the “gift” and that the surrendered leave will be irrevocable.
14.4.2 Recipients
• Employees may only use donated sick/ vacation leave and/or PTO once all of their own accrued
leave is exhausted, and then only up to the time of eligibility for long- term disability benefits (if
applicable), or for the maximum number of days allowed to be donated, whichever occurs first.
• Full-time employees will be allowed to receive a total of up to 20 days (160 hours) of donated
sick/vacation leave or PTO per calendar year.
• A ½-time (.5 FTE) employee will be allowed to receive a total of up to 10 days (80 hours) per
calendar year.
• The value of the donated sick leave, vacation leave, and/or PTO is computed according to the salary
or wages of the recipient, regardless of the salary or wage of the donor.
The City Manager may deny and/or limit donation requests as deemed necessary and in the best
interests of the City of Golden Valley.
Donated leave will not be paid out to an employee on separation of employment in the form of cash or
used in any manner other than what is stated in this policy.
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14.5 Minnesota Paid Leave
Beginning Jan 1, 2026, Minnesota Paid Leave, also referred to as Paid Family and Medical Leave
(PFML), provides partial wage replacement and job protection for eligible employees who need
time away from work for qualifying family and medical reasons.
14.5.1 Eligibility
PFML covers nearly all Minnesota workers – including full time, part time, temporary, and most seasonal
workers. Covered employees include those who have earned at least 5.3% of the statewide average
annual wage. Eligibility for PFML partial wage replacement benefits is determined by state statute and
capped at the average weekly wage in Minnesota. Employees of the City of Golden Valley are
automatically enrolled in PFML and cannot opt out.
Generally, to be eligible employees must work at least 50 percent of the time from a location in
Minnesota and meet the financial eligibility requirements as defined by Minnesota law at the time of
requested leave. Qualifying events for PFML fall under two categories (Family Leave and Medical Leave)
and include the following:
1. Family Leave (Up to 12 Weeks)
• To bond with a child through birth, adoption, or foster placement
• To care for a family member with a serious health condition
• To support a military family member called to active duty
• To respond to certain personal safety issues such as domestic violence, sexual assault, or
stalking, for you or a family member
2. Medical Leave (Up to 12 Weeks)
• To care for your own serious health condition (this can include pregnancy or childbirth, surgery,
a chronic condition, injury, or other health needs your provider certifies)
14.5.2 Leave Length and Return to Work
Employees can take leave continuously, in one block of time, or intermittently, in smaller blocks
of time. Employees can take leave for more than one qualifying reason in the same year.
However, leave cannot exceed 12 weeks in total for either Medical or Family Leave, or more than
20 weeks total combined in a benefit year.
Employees can take both Family and Medical Leave in the same year but cannot exceed 20
weeks total within a single benefit year. For example, an employee may be entitled to 12 weeks of
family leave to bond with a child and another eight weeks of medical leave for their serious health
condition. When both spouses/parents are employees of the City, each spouse may take up to 12
weeks of PFML leave.
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14.5.3 Concurrent and Supplemental Payment With Accrued Leave
To the extent permitted by applicable local, state, and federal law, Paid Family and Medical Leave will
always run concurrently with any other leave taken for the same purpose.
Employees may use their accrued paid time off to supplement their weekly PFML wages up to 100
percent of their-pre-leave weekly base wage. The combined payments from all sources cannot exceed
100 percent of an employee's pre-leave biweekly base wages. Additionally, employees can receive
short-term disability payments and payments from Paid Leave at the same time. Employee short-term
disability providers may reduce the benefit they pay to the employee so that employees are not paid
more than their usual wages while on leave.
Employees are not eligible to receive PFML benefits for any portion of a week in which they are receiving
or have received compensation for workers’ compensation equal to or in excess of the employee’s
weekly PFML benefit amount. If Workers’ compensation is the same or more than what an employee
would receive from PFML, employees will not receive PFML payments. Employees on PFML will not
accrue vacation or sick leave while on leave.
14.5.4 Leave Request Process
To apply for PFML, employees are required to first notify Human Resources (HR), Employees must give
the City at least 30 days advance notice if the leave is foreseeable. Otherwise, the employee should give
as much notice as is practicable.
Employee’s may apply for PFML through the City’s equivalent plan third-party administrator (TPA).
Employees are responsible for initiating a claim and providing all necessary supporting documentation,
as requested by HR or the City’s TPA. Every Employee PFML application requires certification
documentation. For most leaves, certification documentation will include a form completed by a
provider. However, for some leave requests, other documentation will be required (see list below).
If an employee fails to initiate a claim and/or provide all requested information within the required
timelines, the claim may be denied or closed. The City does not make the determination of whether or
not an employee’s claim is approved or denied. The City will provide information to the City’s equivalent
plan claims representative as required; however, the City does not determine the outcome of the claim.
Contact HR for more information.
Employees will not have access to City email, networks, or phone while on PFML and are expected to
communicate with HR via personal phone and email.
14.5.4.1 Caring Leave
Employees need at least one of the following for each Medical Leave request:
• a Paid Leave certification form completed by a provider for the person who needs care, and
• a Family and Medical Leave Act (FMLA) certification form completed by a provider for the person
who needs care
14.5.4.2 Bonding Leave
Any document an employee chooses to use from the list below must be signed by a provider and include
the child’s name and date of birth and the names of the parents who will take leave.) Employees may
start their application for in advance and submit the documents once the child has arrived:
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• a birth certificate
• a hospital discharge document
• adoption or foster placement paperwork
14.5.4.3 Military Family Leave
Employees need a document that shows their family member was called to active duty, such as a copy
of their active-duty orders.
14.5.4.4 Safety Leave
Employees need at least one of the following:
• A Safety Leave certification form from Paid Leave, signed by one of the following:
o Licensed mental health professional or practitioner
o Licensed healthcare professional
o Domestic abuse advocate or sexual assault counselor
o Victim's advocate employed by, under contract, or appointed by the court
o Judge, referee, court administrator, prosecutor, or probation officer
o Title IX coordinator at a school
o Law enforcement officer or peace officer
• A court or legal document, such as:
o Order for Protection (OFP)
o Harassment Restraining Order (HRO)
o Domestic abuse no contact order (DANCO)
o Judicial complaint
14.5.4.5 Medical Leave
Employees need at least one of the following for each Medical Leave request:
• A Paid Leave certification form completed by their provider
• A Family and Medical Leave Act (FMLA) certification form completed by their provider
14.5.5 Claims Appeal Process
Employees covered by equivalent plans have the right to appeal denial of a claim. If an employee's
application for leave is denied or an employee disagrees with the amount of their payment, employees
have 30 calendar days to ask that your equivalent plan review their decision. If the decision does not
change, employees can appeal with the Paid Leave Division within the legal deadline, 30 calendar days
from when the employee received the review decision from the City equivalent plan provider.
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14.5.6 Insurance Continuation
While on approved PFML, the City will continue to provide health insurance coverage as if the employee
was not on leave. If supplemental payments (if chosen) are not adequate to cover benefit elections,
employees will be responsible for their share of the cost.
The City will comply with PERA regulations regarding eligibility of wages and service credit. Use of
approved PFML will not constitute a break in service for purposes of computing years of service.
Supplemental benefits an employer pays during PFML may be considered PERA-eligible salary if the
leave is for medical reasons and the employer paid amount is at least 50 percent of the employee’s
regular earnings.
14.5.7 Employment Protections
Generally, an employee must be restored to their job or an equivalent position when returning from leave.
Job protections take effect 90 days after date of hire. Employees should notify their supervisor of their
planned return to work date, as soon as practically possible.
The City must continue to fund the City’s portion of healthcare insurance and other group insurance
premiums while an employee is on protected leave. Employees are responsible for any employee portion
of health insurance and other group insurance premiums.
14.6 Family Medical Leave
The Family and Medical Leave Act (FMLA) provides eligible employees up to 12 weeks of unpaid, job-
protected leave for the birth of a child, adoption, foster care, and certain family, military, and medical
reasons.
14.6.1 Eligibility
Employees eligible for FMLA have been employed by the City of Golden Valley for at least one year and
worked a minimum of 1,250 hours within the previous 12-month period.
FMLA leave will be granted to eligible employees for any of the following:
• to care for their child (after birth, or placement for adoption or foster care)
• to care for their spouse, son or daughter, or parent who has a serious health condition
• for their own serious health condition that makes them unable to perform their job duties
A serious health condition is defined as any illness, injury, impairment, or physical or mental condition
that requires:
• inpatient care (overnight stay) in a hospital, hospice, or residential medical care facility
• continuing treatment by a health care provider for a condition that either prevents employees from
performing their job functions or prevents the qualified family member from participating in school
or other daily activities, including:
o a period of incapacity of more than three consecutive calendar days combined with at least
two visits to a health care provider within 30 days of the date of incapacity, or one visit and a
regimen of continuing treatment
o incapacity due to pregnancy
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o incapacity due to a chronic condition which requires at least two visits per year for
treatment by a health care provider
14.6.2 Length of Leave
The length of FMLA leave is not to exceed 12 weeks in any 12-month period. The leave year is calculated
based on a rolling backward basis. The leave year will begin the first day the employee is absent from
work on FMLA leave.
The entitlement to FMLA leave for the birth or placement of a child for adoption expires 12 months after
the birth or placement of that child. If an employee takes FMLA leave for a reason unrelated to
pregnancy, the employee is still entitled to 12 weeks of leave for pregnancy-related illness and parental
leave under Minnesota Pregnancy and Parental Leave.
Leave may be taken intermittently or on a reduced schedule if medically necessary. If not medically
necessary, department head and City Manager approval is required. The City may require the employee
to transfer to an alternative position of like status and pay while on intermittent leave. Employees must
make reasonable efforts to schedule leave for planned medical treatment so as not to unduly disrupt the
City’s operations. If leave is taken intermittently, it will not affect the status of an exempt employee under
the Fair labor Standards Act. All requests for intermittent leave will be evaluated on a case- by-case
basis.
While on FMLA leave the employee must use sick leave, vacation leave, comp time, and/or paid time-off
until all accrued leave is depleted. The use of paid leave occurs simultaneously with FMLA leave and
does not extend the length of FMLA leave.
Employees will not have access to City email, networks, or phone while on FMLA leave. Employees are
expected to communicate with Human resources via personal phone and email.
14.6.3 Leave Request Process
The employee must give the City at least 30 days advance notice if the leave is foreseeable. Otherwise,
the employee should give as much notice as is practicable and must comply with the normal call-in
procedures. When the City receives the employee’s request, the City will inform the employee if he or
she is eligible for FMLA and any additional information required as well as the employees’ rights and
responsibilities.
The employee must provide a medical certification for FMLA leave. It is to be completed by the health
care professional treating the employee or family member. Employees may also be required to provide
periodic recertification supporting the need for leave. A “Certification of Health Care Provider” is not
required for pregnancy or the employee is on workers’ compensation. The City may require a second or
third medical opinion at the City’s expense.
14.6.4 Insurance Continuation
All employees on FMLA leave may choose to continue existing health care benefits (health and dental)
and life insurance if they so desire. These benefits will be maintained under the same conditions, and at
the same level of City contribution, as before the employee goes on leave. If there are changes to the
City’s contribution levels and/or premium rates while the employee is on leave, those changes will take
place as if the employee were still on the job. Employees will be required to continue payment of the
employee portion of the health care and/or other insurance coverage they choose to continue. The
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employee may choose not to retain health care or other insurance coverage during FMLA leave. When
employees return from leave, they will be reinstated on the same terms as before taking leave, without
any qualifying period, physical examination, exclusion of preexisting conditions, or other requirement.
The employee will be required to reimburse the City for any premiums paid during the leave if the
employee does not return to work for a minimum of 30 calendar days, unless the employee cannot return
to work due to the continuation of a serious health condition of the child, spouse, parent, or employee, or
due to other circumstances beyond the control of the employee. Employees on intermittent leave who
do not return to work will be evaluated on a case-by-case basis with regard to the premium
reimbursement requirement.
Employees will not accrue vacation leave, sick leave, and/or paid time off while on unpaid FMLA leave.
Employees using a combination of paid and unpaid leave, or intermittent unpaid leave, will accrue
vacation leave, sick leave, and/or paid time off on a prorated basis. Employees using paid leave will
continue to accrue benefits.
14.6.5 Return to Work
A key employee is defined as a salaried employee who is compensated in the highest 10 percent of all
employees. Key employees may be denied reinstatement to the same or an equivalent position after a
leave if the denial is necessary to prevent substantial economic injury to the City’s operations.
Employees who are not key employees will be reinstated to their same position or an equivalent position
upon return from leave with equivalent pay, benefits, and working conditions. The employee may be
required to submit a fitness for duty report before returning to work if the FMLA leave was for the
employee’s own serious health condition.
14.6.6 FMLA for Military Members
Service member FMLA provides eligible employees unpaid leave for any one, or a combination, of the
following reasons:
• a “qualifying exigency” arising out of a covered family member’s active duty or call to active duty in
the Armed Forces in support of a contingency plan
• to care for a covered family member who has incurred an injury or illness in the line of duty while on
active duty in the Armed Forces, provided that such injury or illness may render the family member
medically unfit to perform duties of the member’s office, grade, rank, or rating
An eligible employee will be granted up to 12 weeks of FMLA leave for “any qualifying. exigency” arising
out of the fact that an employee’s spouse, son, daughter, or parent is on active duty or has been notified
of an impending call to active-duty status in the National Guard or Reserves in support of a contingency
operation. Qualifying exigency includes certain:
• short-notice deployment (seven days or less)
• military events and related activities
• childcare and school activities
• financial and legal arrangements
• counseling
• rest and recuperation
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• certain post-deployment activities
• additional activities where the employer and the employee agree to the leave
An eligible employee who is the spouse, son, daughter, parent, or next of kin (closest blood relative) of a
covered service member who is recovering from a serious illness or injury sustained in the line of duty
while on active duty is entitled to up to 26 weeks of leave in a single 12-month period to care for the
service member. A covered service member is a current member of the Armed Forces, including a
member of the National Guard or Reserves. The service members must be medically unfit to perform the
duties for which they are undergoing medical treatment, recuperation, or therapy; be in outpatient status;
or be on the temporary disability retired list.
The 12-month period will begin the first day leave is used. An eligible employee may be entitled to take
more than one period of 26 workweeks of leave (in a subsequent 12-month period) if the leave is to care
for a different covered service member or to care for the same service member with a subsequent
serious injury or illness. In any event, an employee’s FMLA leave may not exceed 26 weeks for all FMLA
leaves (military and other) in a 12-month period. Active Duty Leave and Caregiver Leave may be taken
intermittently or on a reduced schedule if medically necessary.
Employees must provide a certification for these FMLA military leaves. A “Certification of Qualifying
Exigency” or a “Certification for Serious Injury or Illness of Covered Service Member” form must be
completed for leave. This form can be obtained from Human Resources and completed by the employee.
Along with this form, the employee must submit written documentation confirming the active duty or call
to active-duty status.
Leave taken under PFML runs concurrently with leave taken for the same purpose under the federal
FMLA provided that the leave is eligible (See Minnesota Paid Leave section for more information).
14.6.7 Employment Protections
The City will not retaliate against employees for exercising their rights under this policy.
Employees are entitled to return to work in an equivalent position and at the same rate of pay they were
receiving before commencement of the leave.
14.7 Pregnancy and Parenting Leave (PPL)
Employees who work 20 hours or more per week and have been employed more than one year are
entitled to take an unpaid leave of absence of up to twelve weeks under the Pregnancy and Parenting
Leave Act of Minnesota for the birth or adoption of a child. Further, in the case of a female employee, the
leave may be used for prenatal care, or incapacity due to pregnancy, childbirth, or related health
conditions. In the case of leave taken in conjunction with a birth or adoption, the leave must begin within
12 months of the birth or adoption. While on Pregnancy and Parenting Leave, Family Medical Leave Act
(FMLA) will run concurrently. The total time off for any parental, pregnancy or FMLA leave will not exceed
12 weeks, unless expressly approved by the City Manager.
Eligible employees, defined as a biological parent, an adoptive parent, or the spouse of a biological or
adoptive parent, who are regularly scheduled employees who have been employed for a minimum of six
consecutive months are entitled to Paid Parental Leave up to three weeks (120 hours) of paid leave not
to be deducted from the employee’s sick/vacation/comp/PTO. The Paid Parental Leave will run
concurrently with all other leaves available to the employee, including FMLA and Short Term Disability.
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Employees will not accrue PTO while receiving Paid Parental Leave. Regularly scheduled full-time
employees (working 40 hours per week part-time employees will be eligible for a pro-rated number of
Paid Parental Leave hours according to their budgeted Full-Time Equivalent (FTE) status.
Paid leave may be taken within 12 months following the birth or adoption of a child. Eligible employees
must use paid parental leave in the following increments unless there are extenuating circumstances, in
which case City Manager approval will be required.
• Full-time employees must use paid parental leave in eight-hour increments.
• Three-quarter-time employees must use paid parental leave in six-hour increments.
• Part-time/regular employees must use paid parental leave in four-hour increments.
The paid parental leave will run concurrently with all other leaves available to the employee, including
FMLA and Short-Term Disability, and any other leaves available under existing federal and state laws.
The paid parental leave must be requested and used within 12 months of the qualifying event, or the
opportunity to request and/or use the leave will be forfeited. In the case where the child must remain in
the hospital longer than the mother, the leave must begin within 12 months after the child leaves the
hospital.
Adoptive parents will be given the same opportunities for leave as biological parents. As required by state
law, the leave must be for the purpose of arranging the child’s placement or caring for the child after
placement. Such leave must be requested and used before or within 12 months of the child’s placement
in the adoptive home.
Employees should provide at least 30 days’ notice of this leave, when possible, and as much notice as
practicable, if not.
After the 120 hours of paid parental leave (or prorated equivalent), employees will be required to first use
any accrued leave (ie, paid time-off, sick leave, vacation leave, etc), before using unpaid leave, at which
time the employee may be eligible for leave under the leave donation policy.
Group insurance coverage will remain available while the employee is on leave pursuant to the
Pregnancy and Parenting Leave Act, but the employee will be responsible for the entire premium except
where leave is also FMLA- qualifying. Paid Leave does not replace the unpaid pregnancy and parenting
leave and protections offered under the Women's Economic Security Act (WESA). Leave taken under
Paid Leave runs concurrently with leave taken for the same purpose under the federal Minnesota Paid
Leave section for more information)
For employees on an FMLA absence, employer contributions toward insurance benefits will continue
during the FMLA leave absence.
14.8 Employment Protections
The City will not retaliate against employees for exercising their rights under this policy.
The employee is entitled to return to work in an equivalent position and at the same rate of pay the
employee was receiving before commencement of the leave.
14.9 Military-Related Leave
Military leaves of absence and reemployment rights of employees returning from active service with the
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armed forces shall be subject to applicable federal and state legislation. Employees are entitled to a
leave of absence without loss of pay, seniority status, annual leave, or other benefits when engaged in
training activities ordered or authorized by the proper authority pursuant to law, whether for state or
federal purposes, but not exceeding a total of 15 days in any calendar year. City compensation is in
addition to military pay. See Minnesota Paid Leave and FMLA sections of this policy to learn more about
leave protections and how Minnesota Paid Leave provides support for military family members called to
active duty.
The leave of absence is only in the event the employee returns to employment with the City as required
upon being relieved from service, is prevented from returning by physical or mental disability or other
cause not the fault of the employee, or is required by the proper authority to continue in military or naval
service beyond the 15-day paid leave of absence.
Employees on extended unpaid military leave will receive 15 days paid leave of absence in each calendar
year, not to exceed five years. For employees on active duty, as long as they uses their accrued leave
time, they will continue to accrue vacation, sick leave, holiday pay, PTO, and the City’s contribution
toward the cost of the employee’s health insurance. If any of the duty time is taken unpaid, the City will
cease its monthly insurance contribution. Employees may continue medical coverage at their own
expense in accordance with state and federal law.
Employees returning from military service will be reemployed in the job they would have attained had
they not been absent for military service and with the same seniority, status, and pay, as well as other
rights and benefits determined by seniority. Unpaid military leave will be considered hours worked for the
purpose of vacation leave, sick leave, and paid time-off accruals.
14.9.1 Leave For Send-Off Or Homecoming Ceremony And For Family
Members Of Injured Or Killed Soldiers
Employees are entitled to an unpaid leave of absence, limited to actual time necessary, to attend a send-
off or homecoming ceremony for an immediate family member serving in active military service. The time
off shall not to exceed one day in any calendar year.
Employees are entitled to an unpaid leave of absence of up to 10 days when an immediate family
member is injured or killed while serving in active military service. Immediate family includes any person
having the following relationship to an employee or a living or deceased spouse:
• parent
• mother-in-law/father-in-law
• sister/brother
• sister-in-law/brother-in-law
• son-in-law/daughter-in-law
• grandparents
• grandparents-in-Law
• grandchildren
• stepparents and/or legal guardians
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14.10 Other Leaves
14.10.1 Jury Duty/Witness Duty
Employees required to serve as jurors or under subpoena as witnesses in court shall first use their
personal vacation leave or paid time off (PTO) for the time served on a jury. After the employee turns over
compensation received for jury or witness duty to the Finance Department, City will reinstate the
employee’s vacation or PTO used for jury duty. If the employee also received parking and mileage for
jury/witness duty, the City will reimburse the employee for that portion of the jury duty check.
Employees summoned to serve on a jury or as a witness are to notify their supervisor immediately in
order to provide time to make work assignments to cover their duties. When employees are excused from
jury/witness duty during their regular working hours, they are expected to return to work if practicable.
Disclaimer: This policy applies only to jury and/or witness duty that arises outside of an employee’s
official job responsibilities. For example, this policy does not apply to patrol officers who must appear in
court as a representative of the City of Golden Valley.
14.10.2 Funeral Leave
Funeral Leave allows employees time off to deal with the emotional impact that occurs when a family
member dies.
Up to five days of sick leave may be used for the death of a spouse or child (including stepchildren).
Up to three days of sick leave may be used for the death in the immediate family. Immediate family
includes any person having the following relationship to an employee or a living or deceased spouse:
• parent
• mother-in-law/father-in-law
• sister/brother
Vacation leave, comp time, and/or PTO must be used for funerals of kindred having the following
relationship to an employee or a living or deceased spouse: uncle, aunt, nephew, niece, or cousin and
non- family members.
Employees may use any accrued vacation, comp time, or PTO hours for additional time off, with the
approval of their supervisor and/ or department head.
Employees who experience the death of an immediately family member as a result the family member’s
active military service should also review the Minnesota Paid Leave and FMLA sections of this policy
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14.10.3 School Conferences
Employees are entitled to unpaid leave to attend the special education, pre-school/school conferences,
or school-related activities of their children or foster children if those conferences or activities cannot be
scheduled during non- work hours. School Conference Leave is limited to a maximum of 16 hours per
12-month period. An employee may use vacation leave or PTO to receive compensation for any part of
the School Conference Leave.
14.10.4 Election Day
Employees are encouraged to vote before or after work to minimize disruption. Employees who are
eligible to vote may take time off without loss of pay to vote in a regularly scheduled state primary or
general election, an election to fill the vacancy in the office of United States Senator, United States
Representative, State Senator or State Representative, or a presidential primary.
Employees may serve as election judges without loss of pay. Employees will be paid the difference
between their pay as an election judge and their normal rate of pay. Employees must notify their
supervisor at least 20 days in advance
and provide a certification from the appointing authority. The certification must state the hours the
employee will work and the hourly compensation the employee will be paid for their services.
14.10.5 Bone Marrow Donation
Regular employees who seek to undergo a medical procedure to donate bone marrow are eligible for a
maximum of 40 hours of paid leave. Time off is not charged against accrued leave such as sick leave,
paid time off, or vacation. Employees must provide a medical verification by a physician as to the
purpose and length of each leave requested. If it is determined that the employee does not qualify as a
bone marrow donor, paid leave granted before the medical determination is not forfeited.
14.10.6 Organ Donation
Regular employees who seek to undergo a medical procedure to donate an organ are eligible for a
maximum of 40 hours of paid leave. Time off is not charged against accrued leave such as sick leave,
paid time off, or vacation. Employees must provide a medical verification by a physician as to the
purpose and length of each leave requested. If it is determined the employee does not qualify as an organ
donor, paid leave granted before the medical determination is not forfeited.
14.10.7 Any Other Leave
The City will follow federal and state laws regarding leaves of absence. Employees who believe they are
entitled to a leave of absence or other time away from work should contact Human Resources.
14.11 Other Unpaid Leave
The City of Golden Valley may grant an unpaid leave of absence for a period up to 90 continuous calendar
days to an employee upon written request. Before requesting a leave under this section, an employee
must first exhaust all available paid leave. An unpaid leave of absence requires the approval of the City
Manager. The City Manager has discretion to grant an unpaid leave of absence of more than 90 days.
Benefits including holidays, sick leave, vacation leave, paid time off, holidays, or other forms of indirect
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compensation will not accrue during an unpaid leave of absence, except as set forth in specific instances
in this handbook. Step increases and probationary periods will be extended by the length of the unpaid
leave. The employee may continue to be covered by group health, dental, and life insurance, under
applicable state and federal law but will be responsible for paying 100 percent of the premium costs.
Employees on an unpaid leave of absence due to PFML or an FMLA-qualifying event or illness may be
eligible for a continuation of the employer provided monthly benefit contribution.
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15.0 Safety
The personal safety and health of each City of Golden Valley employee and the prevention of
occupationally induced injuries and illnesses is of primary importance. To the greatest degree possible,
management will maintain an environment free from unnecessary hazards and will establish safety
policies and procedures for each department. Adherence to these policies is the responsibility of each
employee. The City Emergency and Safety Management protocols, (including severe weather) are found
in the Golden Valley Solution Center under HR links. Employees should familiarize themselves with all
emergency protocols.
Safety Equipment: Where safety equipment is required by federal, state, or local rules and regulations, it
is a condition of employment that such equipment be worn by the employee.
Hazardous Materials/Employee Right To Know: The Employee Right-to-Know Act, part of OSHA’s Hazard
Communication Standard, guarantees that employees have access to information about the chemical
hazards with which they work. Employees have access to Material Safety Data Sheets with information.
Job-Specific Safety Training: Certain jobs, departments, and/or divisions have specific health and safety
policies and procedures, as well as required job trainings relevant to the position/ department and are
required to perform the work duties.
15.1 Reporting Accidents And Illnesses
Workers’ compensation insurance provides wage replacement and medical payment benefits to City
employees who become ill or injured as a result of their job with the City. Workers’ compensation
benefits will be paid in accordance with Minnesota law. All on-the-job injuries and illnesses must be
reported as soon as possible by employees, or on behalf of the injured or ill employees, to their
supervisor.
15.1.1 Upon Injury
Employees must report any injury or work-related illness to supervisor immediately, or as soon as
practicably possible. Employees must complete a First Report of Injury (FROI) form within 24 hours of
the injury, and supervisors must complete a Supervisor’s First Report of Injury (SFROI) within 24 hours of
being informed of the injury. Supervisors and/or employees must report the following to injuries/illness to
HR immediately to meet OSHA requirements and timelines:
• all work-related fatalities (Report to OSHA within 8 hours)
• all work-related inpatient hospitalizations (Report to OSHA within 24 hours)
• all work-related amputations (Report to OSHA within 24 hours)
• all work-related losses of an eye (Report to OSHA within 24 hours)
If the injury requires immediate attention at an emergency room, an employee may go to any clinic.
Beyond immediate attention, an employee must work with the City’s managed care company to
schedule additional appointments and/or treatments. Based on information from the FROI and SFROI,
Human Resources (HR) will complete and submit an official FROI to the City’s worker’s compensation
insurance carrier. Employees will be provided a copy of the HR generated FROI and other necessary
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Workers Compensation documents. Employees must keep supervisors and the City informed about their
medical condition and ability to work.
15.2 Compensation And Insurance Continuation
An employee will be compensated for time spent seeking medical attention on the date of the injury. If an
employee chooses to go home (without seeking medical attention), he or she will need to use
appropriate leave.
If the City’s Worker’s Compensation administrator determines the injury is payable under applicable laws,
benefit checks are made payable to the employee and are sent by the insurance company directly to the
City, who in turns gives the checks to the employee.
Employees may supplement their workers’ compensation payments with accrued sick, vacation, or PTO
hours to make up the 1/3 pay that workers’ compensation does not cover, up to the State law weekly
maximum.
If the leave is designated as Family Medical Leave Act (FMLA) leave, federal law preempts the employee
from augmenting worker’s compensation payment with additional leave. (Hours used by the employee to
supplement worker’s compensation payment are not reinstated when an employee turns over worker’s
compensation payments.)
Employees who supplement their workers’ compensation payments with paid leave will earn prorated
sick and vacation leave and holiday pay. Reminder: An employee must use paid leave on the day before
and the day after a holiday in order to receive holiday pay.
Employees on workers’ compensation leave due to an injury while employed at the City of Golden Valley
will continue to have the City portion of their insurance premiums paid by the City for a maximum of six
months. These benefits will be maintained under the same conditions, and at the same level of City
contribution, as before the employee was injured and unable to work. If there are changes to the City’s
contribution levels and/or premium rates while the employee is on workers’ compensation leave, those
changes will take place as if the employee were still on the job.
Employees on workers’ compensation leave are required to continue payment of the employee portion of
the health care and/or other insurance coverage they choose to continue. Insurance continuation will not
be paid by the City for employees who fail to comply with required procedures for reporting work-related
injuries. If the leave qualifies as FMLA leave, the provisions of the FMLA policy will apply and the City will
pay its share of the premiums as provided under the Act. FMLA leave will run concurrently with this
provision. If the employee is supplementing workers’ compensation payments with accrued sick,
vacation, or PTO leave, premiums will be prorated based on the amount of paid leave used. Worker’s
Compensation can reduce the amount of employee PFML payments (See the Minnesota Paid Leave
section for more information on PFML).
15.3 Return To Work
When an employee has missed work due to an occupational injury or illness, the City may require the
employee to submit a Fitness for Duty Report before returning to work. If the employee must be absent
from work due to medical appointments related to injuries sustained on the job, the employee is
responsible for any time he/ she is absent from work and should use accrued sick, vacation, and PTO
leave.
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15.4 Workplace Violence
The City of Golden Valley is committed to creating and maintaining a workplace free from threats and
acts of violence for all employees and visitors. It is the responsibility of every employee to treat others
with respect and dignity and to promote a safe and healthy workplace. The City will not tolerate any form
of violence on City property or facilities, or while on City business.
Workplace violence can include, but is not limited to: physical force; verbal or written communications of
a threatening, intimidating, or coercive nature; causing physical injury to oneself or another person;
deliberately endangering the safety of others; committing acts motivated by discrimination and
harassment; and intentional destruction of City property, or the property of others.
Employees found to be in violation of this policy will be subject to disciplinary action up to and including
termination of employment. Any unlawful act of violence committed by employees or members of the
public while on City property, or while using City facilities or property, will be prosecuted as appropriate.
15.4.1 Possession of Weapons
The employee’s supervisor or department head will approve whether it is necessary for employees to
carry any tools or instruments on their person to properly perform the duties of their job and whether
certain tools will be provided by the City to complete work-related tasks.
With the exception of sworn law enforcement officers performing in the line of duty, employees are
prohibited from possessing, carrying, or using a firearm and ammunition, or other dangerous weapons as
defined, while:
• working on City property or in any location on behalf of the City
• working or driving on City business or riding as a passenger on City business
• performing emergency or on-call work after hours on behalf of the City
• attending training or conferences on behalf of the City
• Exceptions to the possession of firearms policy include:
• an employee who is showing or transferring the weapon or firearm to law enforcement officers as
part of an investigation
• in City-owned parking areas, if the employee holds a valid permit to carry a pistol (providing one is
required) and if the firearm is secured within an attended personal vehicle or concealed from view
within a locked, unattended personal vehicle in accordance with MN Statute 97B.045
15.4.2 Reporting Workplace Violence
All employees shall be responsible for promptly reporting incidents of violence in the workplace or
potentially dangerous situations to their supervisor, department head, Human Resources, the City
Manager, and where appropriate, to law enforcement authorities. A supervisor or department head
receiving a report of an incident from an employee should promptly notify Human Resources or the City
Manager for further assistance.
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Upon receiving a report of a workplace violence incident, Human Resources and/or the City Manager will
initiate an investigation. Consistent with the necessity of prevention and investigation of violence in the
workplace, personal information obtained in the course of an investigation under this policy will be
considered confidential and not subject to public disclosure except as may be necessary as part of the
disciplinary process or as otherwise provided by law.
The City will not tolerate any form of retaliation against an employee who makes a complaint or
participates in a workplace violence investigation. Employees who believes they have been subject to
such retaliation/harassment should promptly bring it to the attention of their department head,
supervisor, and/or Human Resources.
15.5 Workplace Emergency Situations
The City has implemented a GV Emergency notification system that allows it to push mass notifications
to employees in the case of an emergency. This may include fires, severe weather/natural disasters,
utility emergencies, intruders, bomb threats, active shooters, etc. Employees must provide an accurate
primary phone number and permission to the City to send notifications in cases of emergency, as
deemed by the City Safety Officer.
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16.0 Separation
An employee who leaves the City as the result of an involuntary discharge, voluntary resignation,
retirement, or layoff is considered terminated from employment. The employee’s last day will be
the last regularly scheduled shift worked.
Employees may not use sick time/vacation or paid time-off to extend termination date beyond the
last day worked.
16.1 Resignation
Resignations are deemed effective upon receipt by the immediate supervisor and/or Department
Head. Resignation notices may be rescinded only before the final working day and only with the
approval of the City Manager.
If an employee fails to submit a letter of resignation two weeks before the employee’s actual last
day of work, it may result in a loss of “good standing” with the City and influence future
employment opportunities with the City. If an employee quits, but refuses to submit a letter of
resignation, the supervisor must contact Human Resources.
Unauthorized absences from work for a period of three consecutive workdays may be considered
resignation without proper notice.
16.2 Benefits After Termination Of Employment
Employees whose employment has been terminated may be eligible for continuation of benefits.
Employees with questions about this policy should contact the City’s COBRA administrator.
16.3 Paying Out Accrued/Unused Leave At Termination Of
Employment
16.3.1 Voluntary Termination Of Employment
16.3.1.1 Leaving in Good Standing
In order for the City to pay out accrued but unused time off, employees who voluntarily terminate their
employment (including resignation and retirement) must follow specific rules:
• Regular employees: Provide at least two weeks’ written notice to their supervisor and Human
Resources and work that two-week notice period.
• Department heads: Provide at least four weeks’ written working notice to the City Manager and
Human Resources.
• All employees: Return all City property, including keys, passwords, documents, and technology, on
or before the last day of work.
• All employees: Cooperate with the City’s transition efforts. This includes completing records and
data transfer or other similar processes.
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• All employees: Provide Human Resources and/or Payroll with a forwarding address and e-mail
address.
Employees who meet these requirements and leave voluntarily will be deemed to have left in
good standing.
16.3.1.2 Separation Pay
Furthermore, regular full-time or regular part-time employees with five or more years of employment who
terminate their employment in good standing or due to disability or permanent layoff will be paid one-
third of their unused sick leave plus any hours exceeding 800 at their current hourly rate of pay. Retiring
employees will receive 100 percent of their accrued vacation leave or paid time off as severance
payment.
In addition, after 10 years of continuous service, employees who meet the above requirements will
receive one day’s pay for each full year of service to the City. For cases where part-time hours have
fluctuated, prorated payment will be based on the employee’s status for the majority of the anniversary
year. Terminating employees will receive their accrued vacation time beyond the severance plan at the
discretion of the City Manager.
If the employee is part of an employee group with an approved Post-Employment Health Care Savings
Plan (HCSP), severance may be used to fund this benefit unless prohibited by the plan (contact Human
Resources for more information regarding the HCSP).
The City will pay out PTO or vacation time within two weeks after the final regular payroll.
16.3.2 Involuntary Termination Of Employment
The City has the discretion to pay out accrued but unused PTO or vacation time to employees whose
employment the City terminated involuntarily, and there is no right to such a payout.
16.3.2.1 Discharge
The City may dismiss any at-will employee at any time for poor performance, misconduct, inefficiency,
incompetence, violation of work rules, or for any other reason not prohibited by law. Employees whose
employment is involuntarily terminated will be paid through their termination date. Employees will be
paid for wages earned within 24 hours of their termination, if requested in writing by the employee.
16.4 Retirement
Retirement benefits are provided to employees who separate from City employment and are eligible for
an annuity from the Public Employee’s Retirement Association (PERA) based on age and/or years of
service. Retirement benefits are provided to City employees who terminate employment and are eligible
to draw pensions under City retirement programs.
The City awards retirement gifts to employees who retire under one the following criteria:
• the employee is eligible to receive a retirement annuity from a Minnesota Public Pension Plan (other
than a volunteer firefighter plan)
• the employee is eligible to receive a disability benefit from a Minnesota Public Pension Plan (other
than a volunteer firefighter plan)
• the employee has met the age and service requirements necessary to receive an annuity from a
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Minnesota Public Pension Plan (other than a volunteer firefighter plan)
When an employee reaches one of these retirement milestones, the City will award retirement gifts
according to the schedule approved in the Public Purpose Expenditure Policy.
16.4.1 Advanced Resignation And Retirement Notice Program
The City’s Advanced Resignation Notice program is designed to improve the operational efficiency and
stability of the workforce by encouraging employees to give advanced notice of their intent to leave
employment with the City through voluntary resignation or voluntary retirement. The program gives the
City the opportunity to begin a recruitment process as soon as possible after receiving the departing
employee’s notice. The benefits of this program include reducing unfilled vacancy time and increasing
opportunity for training overlap, which leads to high- performing continuity of operations.
16.4.1.1 Program Eligibility
This policy is available to all full-time and part- time regular employees who have worked in their
position for a minimum of three years. Employees in temporary, seasonal, and paid on-call
positions are not eligible for incentives under this program.
Employees may be eligible for an advanced notice incentive by submitting a notice of 90 120, or
180 –calendar days and following the process outlined below:
1. Complete the Advanced Notice Program Application form (“The Application Form”)
2. Submit the Advanced Notice Program Application form in addition to a written notice of intent
to leave employment (“Advanced Resignation Notice”)
The employee must submit the application form and notice of intent to leave employment a minimum of
90, 120, or 180 calendar days prior to their last day of work to their department director and the Human
Resources Department. The employee’s last day is the last regularly scheduled shift worked, and
employees may not use sick time/vacation or paid time-off to extend termination date beyond the last
day worked.
The Advance Resignation Notice Form must be signed by the employee and department head before
being sent to Human Resources for the City Manager’s signature. The employee is not eligible for an
incentive under this program if they do not complete and submit the Application Form with the required
signatures and the Advanced Notice. The City reserves the right to refuse to enter into this agreement
with any employee.
The City also reserves the right to determine which vacancies to fill and whether to modify a position
description prior to hiring a new employee. This decision will not affect a current employee’s eligibility for
an Advanced Notice payment.
16.4.1.2 Rescission Period
An employee has 10 calendar days from the date they sign the Advance Resignation Notice to rescind
their notice. After the City has accepted the resignation and after the duration of the Employee’s 10-day
rescission period, the resignation becomes irrevocable, and the Employee may no longer rescind it
without the City’s agreement to either permit rescission or defer the resignation. Refusing to accept the
Advance Notice payment will not void the Agreement.
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16.4.1.3 Advanced Notice Payment
The table below outlines the City’s notification requirements and one-time incentive amounts for
advanced notice by an employee.
Incentive amounts are not cumulative and are based on the employee’s regular rate of pay on their last
day of employment. The payment will also be made on or after the employment termination date and is
subject to taxation and required deductions.
Notification Requirement
(*applicable to director level and
above)
Incentive Amount (at
employee’s rate of pay)
90 calendar days 40 hours
120 calendar days 60 hours
180 calendar days* 80 hours
16.4.1.4 Program Rules
Training Expectations
The intent of this program is for departing employees to prepare useful documentation and participate in
the training of the new employees that will fill their position.
Use of Leave
The departing employee is expected to limit the use of leave, including PTO, Vacation, Comp, or other
time, during the advanced notice period based on the duration of advance notice by the employee:
Notice Period (*applicable to
director level and above)
Maximum Allowable Leave
During Notice Period
90 calendar days 64 hours
120 calendar days 80 hours
180 calendar days* 120 hours
The City reserves the right to approve or deny requests by an employee to use their accrued leave during
their advanced notice period. Except as expressly authorized by the City Manager, employees may not
use personal leave during their final two-week period of work. Directors may not use leave during their
final four-week period of work.
The City reserves the right to refuse to enter into this arrangement with any employee or to terminate an
approved Advance Resignation Notice Application should an employee experience a work absence
greater than five days.
Forfeiting Payment
The employee will forfeit eligibility for advanced notice payment under the following circumstances:
• terminating employment with the City in advance of the agreed-upon resignation date
• termination of the employee’s position or employment by the City prior to the agreed-upon
resignation date
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• failure to comply with the terms stated in this program
16.5 Layoff
Layoffs may occur due to a work shortage, lack of funds, the elimination of a position, a material change
in the duties of a position, a material change in the organization, or for other related reasons that are
outside the employee’s control and do not reflect on the employee’s performance.
An employee may be laid off at the discretion of the City Manager. The duties performed by any laid-off
employee may be reassigned to other employees. Job-relevant qualifications are the primary basis for
determining layoffs. When job- relevant qualifications of employees are equal, length of continuous
service within a given job classification and total length of continuous service will be considered.
In the event the laid-off employee is a veteran, the City will follow applicable state and federal laws.
16.6 References
The City of Golden Valley provides reference information on former employees as allowed by state law. If
former employees would like to authorize someone to have access to their private data, they must
complete an authorization form indicating informed consent.
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17.0 Definitions
Unless otherwise indicated, the following words and terms have meanings indicated below:
Anniversary Date: The month and day of initial hiring or promotion to full-time status of an employee.
Appointing Authority: The City Manager or other City employee to whom the Manager has delegated
authority to appoint personnel.
Appointment: A regular assignment to a paid position in the City service.
Benefits: Items of indirect compensation outside of regular wages or salary and any privileges granted to
employees.
Bring Your Own Device (BYOD): A program allowing employees to use personal devices for work tasks,
following City policies and security requirements.
City: The City of Golden Valley.
City Council: The elected body composed of members who serve on the City of Golden Valley’s City
Council.
Class: A position or group of positions similar in respect to their duties and responsibilities so that the
same title can reasonably be used and the same salary schedule may be applied to the position.
Compensatory Time: Earned by non-exempt employees, this is time off from work computed at one and
one-half times the number of overtime hours worked in a week. Accrual of compensatory time may be
subject to limitations.
Days: A day is one eight-hour period, unless otherwise specified.
Demotion: The placement of an employee in a position having a lower pay and/or less
responsibility than the position previously held. This could involve a reduction in salary due to lack of
performance, inefficiency, or misconduct.
Department Head: Those who are responsible for management of a department as determined by the
City Manager or ordinance.
Elected Official: Members of the City Council.
Employee: A non-elected person holding a paid position in the City service.
Exempt Employee: An employee who is exempt from the overtime provisions of the Fair Labor Standards
Act (FLSA) and Minnesota Wage and Hour Laws.
Federal Insurance Contribution Act (FICA): FICA is the federal requirement that a certain amount be
automatically withheld from employees’ earnings. Specifically, FICA requires an employee contribution
of 6.2 percent for Social Security and 1.45 percent for Medicare. The City contributes a matching 7.65
percent on behalf of each employee. Certain employees are exempt or partially exempt from these
withholdings (eg, police officers). These amounts may change if required by law.
Full Time Equivalents (FTE): A measurement equal to one staff person working a full-time work
schedule for one year. If the employee’s normal work week equals 40 hours, one FTE would be equal to
an employee who works 2,080 hours annually. When defining the work week as 40 hours, an employee
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working 20 hours a week would be considered as a 0.5 FTE. An employee working 30 hours per week
would be considered as a 0.75 FTE.
Grievance: A dispute or disagreement regarding the interpretation or application of the specific terms and
conditions of a labor agreement or City policy.
Good Standing: Employees are considered to have resigned or retired in good standing if they:
• provide at least a two-week working written notice (four weeks’ notice for department heads)
• return all City property
• cooperate with City’s transition efforts
• provide appropriate forwarding address and email address
• Retiring/resigning in good standing allows employees to be paid out their accrued but unused paid
time off/vacation time.
Immediate Family: The spouse, children, siblings, parents, grandparents, aunts, uncles, nephews,
nieces, in-laws, grandchildren, step- parents, step-children, or step-grandchildren of an employee.
Intern: A non-benefit earning employee who is enrolled in a public, non-profit, or private educational
institution or who has just completed such course work. Interns may work on a part-time or full-time
basis or both for a maximum of six months unless extended by the City manager for an additional limited
duration. The extension must be approved prior to the expiration of the internship. Interns may be paid or
unpaid.
Lay-Off: The temporary dismissal from employment of an employee for an unspecified length of time.
During a period of lay-off, employees do not accrue benefits and are not credited with service.
Mobile Devices: Portable electronics such as smartphones, tablets, and laptops that can connect to the
internet or the City network.
Non-Exempt Employee: An employee who is not exempt from the overtime provisions of the Fair Labor
Standards Act and Minnesota Wage and Hour Laws.
Overtime: All hours actually worked at the express authorization of the employer in excess of 40 by a
regular non-exempt employee in a workweek consisting of seven consecutive days (168 hours). This
definition may exclude employees in certain public safety positions.
Personal Devices: Any device you own yourself (not provided by the City), such as your personal phone,
tablet, or computer.
Position: Employment calling for the performance of specified tasks that constitute the total work
assignment of a single employee.
Probationary Employee: One who has been assigned to a regular full-time or regular par- time position
but who has not completed the probationary period.
Probationary Period: The period after original appointment of any regular full-time or regular part-time
employee or following a job reclassification.
Promotion: The placement of an employee in a position having a higher pay range and/or more
responsibility than the position previously held.
Public Employee Retirement Association (PERA): Statewide pension program in which all City
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employees meeting program requirements must participate in accordance with Minnesota law. The City
and the employee each contribute to the employee’s retirement account.
Reclassification: A change in classification of an individual position by raising it to a higher job class or
reducing it to a lower job class as approved by the City Manager.
Regular Employee: A non-temporary employee who earns benefits in accordance with the Personnel
Policies or applicable union contract and serves in a position that is provided in the approved City
budget.
Safety Sensitive Functions: Tasks performed by CDL drivers that are applicable to prohibited conduct,
testing, and consequences under the FMCSA alcohol and drug testing regulations.
Safety Sensitive Positions: Positions, including any supervisory or management position, in which an
impairment caused by drug or alcohol usage would threaten the health or safety of any person.
Seasonal Employee: Employees who work only part of the year (100 days or less) to conduct seasonal
work. Seasonal employees may be assigned to work a full-time or part-time schedule. Seasonal
employees do not earn benefits or credit for seniority.
Service Credit: The specified period of time required for an employee to be eligible for benefits.
Temporary Employee: A person hired for a specific period of time and for a specific job. Temporary
status will be identified at time of hire or when status changes occur. This individual is paid only for hours
worked and receives no benefits or paid time off.
Termination: The separation of an employee from municipal service as a result of discharge, resignation,
retirement, or death.
Transfer: Movement to a position within the same class as the position previously held by an employee.
A transfer does not result in a change in pay range.
Variable Hour Employee: An employee who is hired to work part-time but inconsistent hours (meaning
works a different number of hours from week to week).
Veteran: A person entitled to veteran’s preference pursuant to Minnesota and United States statutes.
Workday: Eight hours, to be used for full- time calculation of benefits, leave, etc, unless otherwise
specified.
Workweek: A period of seven consecutive days (168 hours) beginning at 12:01 am each Monday (unless
otherwise specified and approved by the Department Head and the City Manager).
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