#402 08-07-72 Personnel ResolutionResolution No. 402 August 7, 1972
Member Stockman introduced the following resolution and MOVED its adoption:
PERSONNEL RESOLUTION
VILLAGE OF GOLDEN VALLEY
AUGUST 7, 1972
SECTION I -- PURPOSE AND DEFINITIONS
Section 1.1
It shall be the purpose of this resolution to insure uniform and equitable
personnel policy 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 meaning as defined herein:
1. "Appointing Authority" - Means the Village Manager or other Village
Official to whom the Manager has delegated authority to appoint personnel.
2. "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.
3. "Temporary Employment" - Shall mean employment which is incidental to
the main functions of the Village Government normally for short duration
and seasonal character and compensated for on an hourly or seasonal basis.
4. "Classified Service" - Includes all, positions having 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; all department heads and
management people.
f. All temporary positions, both part-time and full-time.
5. "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.
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August 7, 1972
6. "Longevity" - Means the total length of continuous service with the
Village, excluding leaves of absence without pay.
7. "Fiscal Year" - Shall be January 1 to December 31 inclusive, or as
otherwise provided by law.
8. "Going Rate" - Rate of pay for an experienced employee qualified to
perform all of the required duties in a satisfactory manner.
9. "Permanent Employee" - Means an employee who has been appointed to a
position in accordance with these rules after completing his probationary
period.
10. "position" - Means any office, employment or place in the Village service.
11. "Probational Employee" - An employee appointed to a permanent position
serving the initial six-month probatlonary.periodl.br.:any extension thereof.
12. "Probationary Period" - Means the first six months, or any extension
thereof, in a new position which is a working test period during which the
employee is required to demonstrate his fitness for the duties to which he
is appointed, by actual performance of the duties of the position.
13. "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.
14. "Transfer” - Means a change in the employees status from one Village
position to another, not necessarily involving an increase in pay -- a
horizontal movement.
15. "Unclassified Service" - All temporary positions are in the unclassified
service as well as those excluded from the classified service,,as set forth
in Item A, this section.
SECTION II -- POSITION CLASSIFICATION PLAN
Section 2.1 - Preparation and Adoption of Position Classification,Plan:
The Village Manager may make an analysis of the duties and responsibilities
of all positions in the Village employment and may 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.
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Resolution No. 402 August 7, 1972
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 a new class and shall cause
an appropriate class to be written for said class.
SECTION III -- COMPENSATION PLANT
Section 3.1 - Responsibility:
The Village Manager is directly responsible to the `tillage 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 t. -ds rate, an employee may progress to the "going rate"
for his classification. Beyond the first year, the step increases are
discretionary with the Village Manager. Personnel shall be paid on a bi-
weekly basis. In the process of establishing a salary range for each position,
consideration 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. Pay practices in local government.
g. Pay practices in private employment.
Section 3.3 - Additional requirements:
Additional salary adjustments (except for jobs exempt from the classified plan)
may be made in authorized steps above the "going rate" where justified, based
on outstanding job performance. In such cases, evidence of continued superior
performance will be required. In all cases, the salary range of each
employee shall be reviewed as of January 1st.
Resolution No. 402 August 7, 1972
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 salaries for the classified
service, salaries for the unclassified service shall also be reviewed. All
pay scales, including longevity increases, shall be construed 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, forty 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
fifteen 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 com-
pletion 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 - Seniority:
Seniority applies to permanent, full-time, classified positions and employees
and is based on the length of continuous service. Seniority only applies
within a department or normal work force. Persons hired as full-time employees
shall be added to this list after completion of six 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 regired. In the event of a job opening within a
department, the ,fob should be announced by bulletin. The senior qualified
employee in the department within the next lower job classification should be
given opportunity to step up for promotion. 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 employee expenses for tuition, fees and
books required for job-related educational courses upon completion of the
course provided that:
(1) The course has received prior approval of the employee's
department head and the Village Manager.
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Resolution No. 402
August i , 2.97 2
(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.
(4) No other reimbursement is claimed or applied for from another
agency or source.
SECTION IV -- VACATION AFJ'7i 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 follow-
ing 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 department 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 earned. 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 - Sick Leave:
Each permanent full-time employee shall be granted 8 hours 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 eight hundred hours. For every day of sick
leave an employee earns after he has accumulated eight hundred hours, he will
be given credit for four hours additional vacation and four hours of "banked"
sick leave which may be used only in the case of extended personal illness
lasting over the accumulated eight hundred hours and scall not be used in the
computation of severance pay. Sick leave may not be used during the initial
six-month probationary period but will be credited for use following the pro-
bationary period. Sick leave shall not be considered as a privilege which an
employee 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 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 authcrized above,
and if more than two days, that he has been under treatment and supervision of
a doctor or dentist who recommended work not be performed. 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 absentbecause of illness for one week, only five days will
be charged against his accumulated sick leave.
*The following kir: of either the employee or the employee's spouse: children,
mother, father, sister or brother.
Resolution No. 402 August 7, 1972
Sick leave is intended as a benefit primarily to the employee himself and as
a protection or insurance of earning power. While it is permitted due to death
or critical illness in the immediate family, it is intended to be available on
a restricted basis and in limited amounts for this purpose. For discretionary
attendance on family illness or medical needs, vacation or leave of absence
should be used. Up to three day sick leave shall be granted for death in the
immediate family and up to one day in the case of death in the next degree of
kindred. Critical illness leave shall be limited to attendance of the one
critically ill and then only during the critical period. Unless it is a spouse
or child living in the household, up to three days shall be the maximum time
off for critical illness of a family member, chargeable to an employee's sick
leave. In any event, sick leave shall be limited to the period the illness
is critical and a statement from an attending physician may be required.
Section 4.3 - Holiday Leave:
Holiday includes New Year's Day, January 1; Washington's and Lincoln's
Birthdays, the third Monday in February; Memorial Day, the last Monday in May;
Independence Day, July 4; Labor Day, the first Monday in September; Columbus Day,
the second Monday in October; Veteran's Day, the fourth Monday in October;
Thanksgiving Day, the fourth Thursday in November and Christman Day, December 25;
provided, when January 1, July 4 or December 25 fall on Dunday, the following
Monday shall be a holiday; and provided when January 1, July 4 or December 25
fall on a Saturday, the preceding day shall be a holiday, as provided by
Minnesota Statutes 645.44.
All full-time employees shall be granted leave of absence with regular pay on
the above holidays. 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.
Section 4.4 - Leave Accrual - General:
Leave benefits will not be received by permanent part-time employees working
less than full-time, seasonal employees, temporary employees, or those specif-
ically compensated without fringe benefits. Except that full-time temporary
employees, may, at the discretion of the department head, be given a holiday
off with pay if no work is scheduled or necessary and provided they have been
fully employed at least one week both before and after the holiday.
Section 4.5 - Payment of Accrued Leave as Supplement to Workmen's Compensation:
A permanent employee who meets other requirements of this section who is
receiving Workmen's Compensation payments will be granted pay for the amount
of the difference between his Workmen's Compensation payments 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.
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Resolution No. 402
Section 4.7 - Jury Leave:
August 7, 1972
Employees shall be granted an amount of compensation which will equal the
difference between the employee's regular pay and compensation paid for jury duty.
Section 4.8 - Leaves of Absence Without Pay:
The Village Manager may, upon recommendation of the employee's department 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 extended 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.
A lay-off of up to six months is not a termination. The employee shall. not be
entitled to accrue leave or receive insurance benefits, nor shall he earn
seniority, longevity or accrue time towards probation or step increases.
Section 4.9 - Terminal Pay:
Termination removes job rights and benefits and rehire starts benefits as with
a new employee. A settlement of all benefits and standing shall be made at
termination, as follows:
Employees in good standing shall, upon termination of service and after
completion of five years of continuous service to the Village as a full-time
permanent employee, be entitled to receive in pay 20% of unused sick leave in
addition to accrued annual leave. In addition, upon retirement after age fifty,
disability or death while employed, such employees shall receive one day's pay
for each full year of service to the Village. In the event of death, payment
shall be made to the survivor.
Employees in good standing shall, upon termination of service and less than
five years of service to the Village as a full. -time permanent employee, be
entitled to receive their accrued annual leave in pay or time off prior to
termination at the discretion of the Village Manager.
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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Resolution 1o. 402 August 7, 1972
Section 5.2 - Satisfactory Completion, Removal or Dismissal:
If the employee does not receive written notice of discharge or probation
extension 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 -- GRIEVAE'CE 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, interference, 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 discharge. Such
regsest 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 tp 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 procedure
shall result in non -receipt of terminal leave benefits by the employee. An
employee discharged or on extended lay-off leaves in good standing when his
actions or performance are not an element in the discharge or lay-off.
SECTION VII -- INSURANCE 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
;roup insurance program after completing 60 days of service with the Village.
(See Director of Administrative Services for exception if in group plan at
time of employment). The Village shall pay one-half the full cost of the
employee and dependent's premium for employees working full-time.
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Resolution No. 402
Section 7.2 - Life Insurance:
August 7, 1972
A salary savings program providing 2-1/2% 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 'tillage.
Exception. to 7.1 and 7.2: The Personnel Resolution on insurance benefits shall
not apply to the employees negotiated for Local 49 but in lieu thereof the
Village shall pay 100% of the premium for hospital -medical -surgical insurance
for the employee himself. (Resolution Ido. 120, March 16, 1970).
SECTION VIII -- MISCELLANEOUS
Section 8.1 - Communication Availability:
All employees shall be reasonably available for work in an emergency and
supervisors or department heads for emergency consultation. on Village problems.
Any employee having an unlisted telephone by reason of his act or by error in
listing, or living outside Minneapolis listing area, shall furnish his supervisor
with such telephone number in writing. Department heads and supervisors with a
non -listing shall furnish the number in writing to the Councilmen, the Manager
and other department heads for emergency use or consultation.
SECTION IX -- RETIREMENT
Section 9.1 - Retirement:
Each full-time ,permanent employee, upon reaching eligibility for retirement,
must retire, provided, however, that the Village Council may, upor. special
motion, request that the affected employee remain actively employed .past
normal retirement.
SECTION X -- EFFECTIVE DATE
Section 10.1 - Effective Date:
The provisions of this Resolution shall take effect January 11 1969 as amended
to January 10, 1971 and to August 7, 1972.
Mayor
Attest:
Village Clerk
The motion for the adoption of the foregoing resolution was duly seconded by
Member Hoover, and upon vote being taken thereon, the following members voted
in favor thereof: Hoover, Riggs, and Stockman; 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.
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