#491 10-15-58 Personnel Resolution8
Resolution No. 491 October 15, 1968
Member Carlson introduced the following resolution and moved its adoption:
"PERSONNEL RESOLUTION"
SECTION I - PURPOSE AND DEFINITIONS
Section 1.1
It shall be the purpose of this resolution to insure uniform and
equitable pers6hnel p6licy and administration for all employees of the
Village of Golden Valley.
Section 1.2
As used in this resolution, the following words and terms, unless the
context clearly indicates otherwise, shall have the meaining as
defined herein:
1. "Anniversary Date" - Means the date of the employee's most
recent increase in salary which shall be used as a basis for
annual review.
2. "Appointing Authority" - Means the Village Manager or other
Village Official to whom the Manager has delegated authority
to appoint personnel.
3. "Benefits" - Privileges granted to employees which are included
in the total compensation to employees. Includes but not limited to
vacation leave, sick leave, holiday leave, military leave,
hospitalization and medical insurance.
4. "Temporary Employment" - Shall mean employment which is incidental to
the main functions of the Village Goverment normally for short
duration and seasonal character and compensated for on an hourly
basis.
5. "Classified Service" - Includes all positions shaving a permanent
status except the following:
a. All elected officials and members of boards and
commissions.
b. Volunteer personnel and personnel appointed to serve
without pay.
c. Consultants and counsel rendering temporary professional
service.
d. Any official reporter, bailiff or other employee appointed
by a court or justice thereof.
e. The Village Manager; Village Attorney.
f. All temporary positions, both part-time and full-time.
6. "Demotion" - Means the change of an employee's status from a
position in one class to a position in another class, having a
lower maximum salary rate.
7. "Longevity" - Means the total length of continuous service with
the Village, excluding leaves of absence without pay.
8. "Fiscal year" - Shall be January 1 to December 31, inclusive, or as
otherwise provided by law.
9. "Going rate* - Rate of pay for an experienced employee qualified
to perform all of the required duties in a satisfactory manner.
10. "Permanent employee" - Means an employee who has been appointed to
a position in accordance with these rules, after completing his
probationary period.
11. "Position" - Means any office, employment or place in the Village
Service.
12. "Probational Employee" - An employee appointed to a permanent
position serving the initial six --month probationary period.
13. "Probationary Period" - Means the first six months in a new
position which is a working test period during which the employee
is required to demonstrate his fitness for the duties to whihh
he is appointed, by actual performance of the duties of the
position.
14. "Promotion" - Means a change of an employee's status from a
position in one class to a position in another class having a
higher maximum salary rate.
15. "Transfer" - Means a change in the employee's status from one
Village position to another, not necessarily involving an
increase in pay; a horizontal movement.
16. "Unclassified Service" - All temporary positions are in the unclassi-
fied service as well as those excluded from the classified service
as set forth in Item A, this section.
SECTION II -- POSITION CLASSIFICATION PLAN
$jqQtion 2.1 - Preparation and Adoption of Position Classification Plan:
The Village Manager shall make an analysis of the duties and
responsibilities of all positions in the Village employment and shall
recommend to the Council a job classification plan. Each position
shall be assigned to a job class on the basis of kind and level of
its duties and responsibilities, to the end that all positions in
the same class shall be sufficiently alike to permit the use of a single
descriptive title, the same qualifications and requirements, the same competence
and the same pay scale. The job class may contain one position or
more than one position. The plan shall set forth in a class
specification for each class of positions a class title, a statement of
duties, authority and responsibilities thereof, and the qualifications
that are necessary and desirable for the satisfactory performance
of the duties of the class.
Section 2.2 - Review and Classification of New Position:
Each new position in the municipal service shall be analyzed and
allocated to the proper class by the appointing authority. When a
new position is created for which no appropriate class exists, or when
the duties of an existing position are sufficiently changed so that
no appropriate class exists, the appointing authority shall create
anew class and.shall,cause an appropriate class to be written for
said class.
SECTION III -- COMPENSATION PLAN
Section 3.1 - Responsibility:
The Village Manager is directLy responsible to the Village Council
for the coordination and administration of the salary program. All
salary adjustments for employees in subordinate positions within a
department will be based on recommendations made to the Village
Manager by the Department Head.
Section 3.2 - Schedule of Salary Ranges:
A schedule of salary ranges has been established for the Village. For
each position there is a minimum rate, which will be the normal
beginning rate for a new employee. From this rate, an employee may
progress to the "going rate" for his classification in two steps.
In clerical positions, the "going rate" may be reached after 18
months. Personnel shall be paid on a bi-weekly basis. In the
process of establishing a salary range for each position, consider-
ation was given to the following factors --
a. Duties and responsibilities involved.
b. Knowledge and skill required.
c. Extent of supervision or guidance provided.
d. Extent and nature of public contact involved and
responsibility for supervision or work direction
of others, if any.
e. Salary patterns in other municipalities surveyed
and in private employment, where a true comparison
could be made.
f. Past pay practices in our local government.
Section 3.3 - Additional Requirements:
Additional salary adjustments (except for jobs exempt from the salary
plan, may be made up to a maximum of two steps above the "going rate"
where justified, bases on outstanding job performance. In such cases,
evidence of continued superior performance will be required. In all
cases, the salary of each employee shall be reviewed as of January lst.
Section 3.4 - Annual Review, Amendments and Modifications:
At least once each year prior to the beginning of the following fiscal
year, the pay plan shall be reviewed. While establishing salariesfor
the classified service, salaries for the unclassified service shall also
be reviewed. All pay scales including longevity increases shall be con-
strued as policy declarations and not binding permanent contractual
obligations between the Village and its employees.
Section 3.5 - Hours of Employment:
The regular hours of employment shall be eight hours per day, 40 hours
per week. This shall constitute full-time except in those departments
or divisions where a different regular established work day or week
prevails.
Coffee Breaks - Each Village employee shall be entitled to not more than
15 minutes each in the morning and in the afternoon for coffee breaks
providing such does not interfere with or stop the Village services or
operation.
Section 3.6 - Overtime:
Any employee eligible for overtime called back to work following the
completion of the regular day or called out on his day off shall be
entitled to a minimum of two hours work at the regular overtime rate.
Where an employee is entitled to overtime pay, said pay shall be
computed at the rate of one and one-half times the regular rate of
pay. Overtime for all employees shall be paid as it is earned.
Eligibility for overtime pay shall be determined at the time of
appointment or at time of establishing compensation for the position by
the Village Manager.
Section 3.7 - Longevity:
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A list shall be established listing employees in all departments
according to totallength of service with the Village. Persons
hired as full time employees shall be added to this list after
completion of 6 months of satisfactory service. In the event of
lay-off due to lack of work or insufficient funds, employees
within any given job classification with the least service shall
be the first to be laid off, and in the event of rehire, the
last employee laid off shall be the first to be rehired. In the
event of a job opening within a department, the job should be
announced by bulletin. The oldest qualified employee in the
department within the next lower job classification should be given
opportunity to step up for promotion. Employees shall not be
reduced in pay scale when assigned work of a lower classification.
No employee shall be laid off out of turn on the list .;-except a
disciplinary lay-off for just cause.
Section 3.8 - Employee Education:
The Village will reimburse 50% of the expenses for tuition, fees and
books required for job-related educational courses upon completion
of the course provided that:
(1) The coureehas received prior approval of the employee's
department head and the Village Manager.
(2) The employee attain a grade of "C" or better and is so
certified to the Village.
(3) The employee's attendance at course sessions is satisfactory.
SECTION IV -- VACATION AND LEAVES
Section 4.1 - Annual Leave:
Each permanent or probational full-time employee shall accrue annual
leave with pay at the rate of 6-2/3 hours for each month of service
during the first five years employment, at the rate of 10 hours for
each month of service between 5 and 20 years, and at the rate of
13-1/3 hours for each month of service following 20 years of
complete service. No annual leave shall be granted during the initial
probationary period, but if an employee satisfactorily completes
the probationary period, annual leave accrued during the initial
probationary period will be granted. The time at which an employee
shall take his annual leave shall be determined by the departmental
head and approved by the Village Manager with regard to the wishes
of the employee and with particular regard to the needs of the
service. All vacations must be arranged for at least two calendar
weeks in advance and, if possible, are to be taken during the year
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earned. Permanent employees who have completed the probationary
period shall be compensated for accrued leave at the time of
separation. Employees may accrue up to the amount earned during the
last two years of service. Annual vacation may not be waived to
allow the employee to receive double pay.
Section 4.2 - Leave Accrual - General:
Leave benefits will not be received by permanent part-time employees
working less than full-time.
Section 4.3 - Holiday Leave:
All full-time employees shall be granted leave of absence with regular
pay on the following legal holidays: New Years's Day, Lincoln's
Birthday,Washington's Birthday, Good Friday, Memorial Day, Independence
Day, Labor Day, Veteran's Day, Thanksgiving Day and Christmas Day.
Of the above, New Year's Day, Memorial Day, Independence Day and
Christmas Day are to be considered major holidays. When the major
holidays fall on a Saturday, the preceding Friday shall be considered
a holiday for all employees on a five-day work week. When the
major holiday is on a Sunday, the following Monday shall be considered
a holiday for all employees on a five-day work week. In the event
a holiday named above falls during an employee's vacation period, he
shall not be charged with vacation time for that day. Temporary full-
time employees must work the day before and the day following a
holiday in order to receive compensation for the holiday.
Section 4.4 - Sick Leave:
Each permanent full-time employee shall be granted one day sick leave
with pay for each month of full-time employment and will be allowed to
accrue credit for earned sick leave to a total of one hundred days.
For every day of sick leave an employee earns after he has accumulated
one hundred days, he will be given credit for one-half day additional
vacation and one-half day of "banked" sick leave which may be used only
in the case of extended personal illness lasting over the accumulated
one hundred days and shall not be used in the computation of severance
pay. Persons whose employment is entirely part-time or casual shall not
be entitled to sick leave. Sick leave may not be used during the initial
six-month probational period but will be credited for use following the
probationary period. Sick leave shall not be considered as a privilege
which an employee may use at his discretion, but shall be allowed in
case of actual illness, legal quarantine, or disability of the employee,
or because of death or critical illness in his immediate family, or to
The following kin of either the employee or the employee's spouse:
children, mother, father, sister or brother.
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receive dental or medical care or other sickness preventative measures.
Employees claiming sick leave may be required to file competent written
evidence that he has been absent as authorized above. If he has been
incapacitated for the period of his absence or a major part thereof,
he may be required to provide evidence that he is again physically able
to perform his duties. Sick leave shall be computed on a working day
basis when used; i.e. if an employee is absent because of illness for
one week, only five dAys will be charged against his accumulated sick
leave. Three days of sick leave shall be granted in the case of death
in the immediate family as defined above. One day sick leave shall be
granted in the case of death in the next degree of kindred.
Section 4.5 - Payment of Accrued Leave as Supplement to Workmen's
Compensation:
A permanent employee who meets other requirements of1this section who
is receiving Workmen's Compensation payments will be granted pay for
the amount of the difference between his Workmen's Compensation pay-
ments and his salary to the extent that he has accrued leave.
Section 4.6 - Military Leave:
A permanent employee who is a member of the National Guard or the
Reserve Forces of the United States of America shall be entitled to
military leave as provided by Minnesota Statutes, Sections 192.26
through 192.264.
Section 4.7 - Other Leaves of Absence With Pay:
Employees shall be granted an amount of compensation which will equal
the difference between the employee's regular pay and compensation paid
for fury duty.
Section 4.8 - Leaves of Absence Without Pay:
The Village Manager may, upon recommendation of the employee's depart-
ment head, allow a permanent employee a leave of absence without pay
for a period of up to six months. Such period may be extended at the
Manager's discretion for additional time periods in the case of ex-
tended illness or personal hardship. While on leave of absence without
pay, the employee shall not be entitled to accrue leave or receive
insurance benefits. The employee shall not earn seniority nor shall he
accrue time toward step increases in pay provided under the compensation
plan.
SECTION V -- PROBATIONARY PERIOD
Section 5.1 - Objective and Duration:
All original appointments shall be subject to a six-month probationary
period. During this period the work of the employee shall be closely
examined to insure that it is satisfactory. This period shall also be
used to allow the employee to adjust to the new position.
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Section 5.2 - Satisfactory Completion, Removal or Dismissal.:
If the employee does not receive written notice of discharger prior
to the end of the six-month probationary period, he or she shall consider
their work satisfactory and assume a permanent status. Employees serving
their initial employment probationary period shall not be entitled to a
hearing on any disciplinary action including dismissal.
SECTION VI --GRIEVANCE PROCEDURE AND SEPARATIONS
Section 6.1 - General Policy:
It shall be the policy of the Village to adjust all grievances promptly
and fairly. Every effort shall be made to adjust grievances in such a
manner as to be satisfactory to employees and their supervisors. Any
employee who feels he has received inequitable treatment in employment
may personally or through the Village Manager discuss the same with the
respective supervisor. Employees shall be free from restraint, inter-
ference, discrimination or reprisal in presentation of their grievances.
Section 6.2 - Discharge Procedure:
All notices of discharge shall be in writing if so requested by the
affected party. Said notice shall state the reason for lay-off or dis-
charge. Such request shall be made within two weeks after the employee
learns of the proposed discharge. The employee may secure a hearing
before the Village Council if he requests same in writing within ten days
after receipt of written notice of discharge. The decision of the Council
shall be final. If it is determined by the Council that the employee has
been unjustly discharged, he shall be reinstated at once and all wages
and other benefits shall be credited to him without any penalty whatsoever.
Section 6.3 - Resignation:
Any employee wishing to leave the service of the Village in good standing
shall file a letter of resignation with his immediate supervisor at least
two weeks prior to the effective date. Failure to comply with this pro-
cedure shall result in non -receipt of terminal leave benefits by the
employee.
SECTION VII -- MISCELLANEOUS BENEFITS
Section 7.1 - Hospitalization and Medical Group Insurance:
A group insurance contract providing hospitalization and medical insurance
benefits for permanent employees and their dependents shall be maintained.
Full-time permanent or probational employees are eligible to enroll in
the group insurance program after completing 60 days of service with the
Village. The Village shall pay one-half the full cost of the employee's
individual premium for employees working one-half or full-time or more.
Section 7.2 Life Insurance:
A salary savings program providing 2zo of the base pay of the employee to
be applied towards premiums for life insurance under the approved group
plan shall be provided by the Village to those employees as outlined in
Section 7.1. Employees shall be eligible for this benefit following
employment for 60 days with the Village.
Section 7.3 - Separation Pay:
Employees in good standing shall, upon termination of service and after
completion of 5 years' service to the Village as a full-time permanent
employee, be entitled to receive 20% of unused sick leave in addition to
accrued annual leave. In the event of death, payment shall be made to
the survivor. In addition, upon lay-off, retirement, disability or death
while employed, employees with over 5 years of service shall receive
1 days pay for each full year of service to the Village. In the event
of death, payment shall be made to the survivor.
SECTION VIII -- RETIREMENT
Section 8.1 - Retirement:
Each full-time permanent employee, upon reaching eligibility for retire-
ment, must retire, provided, however, that the Village Council may, upon
special motion, request that the affected employee remain actively employed
past normal retirement.
SECTION IX -- EFFECTIVE DATE
Section 9.1 - Effective Date:
The provisions of this Resolution shall take effect January 1, 1969.
The motion for the adoption of the foregoing resolution was seconded by
Member Stockman, and upon vote being taken thereon, the following voted in
favor thereof: Bies, Carlson, Garis, Stockman and Teresi; and the following
voted against the same: None, whereupon said resolution was declared duly
passed and adopted, signed by the Mayor and his signature attested by the
Village Clerk.
Attest:
Village Clerk
Mayorl