#005 02-07-77 Approve Personnel PolicyResolution No. 5 February 79 1977
Member Anderson introduced the following resolution and MOVED its adoption:
RESOLUTION
(Personnel Policy — City of Golden Valley Employees)
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 City of
Golden Valley; except this resolution shall not apply to any recognized
bargaining unit covered by a labor agreement.
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 City Manager or other City
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 City 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 City Manager; City 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.
6. "Longevity" — Means the total length of continuous service with the
City, excluding leaves of absence without pay.
7. "Fiscal Year" — Shall be January 1 to December 31 inclusive, or as
otherwise provided by law.
Resolution No. 5 (cont)
February 7, 1977
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 City service.
11. "Probational Employee" — An -employee appointed to a permanent position
serving the initial six—month probationary period, or 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 employee's status from one City
position to another, not necessarily involving an increase in pay -- a
horizontal movement.
15. "Unclassified Service" — All temporary positions are in the unclass—
ified service as well as those excluded from the classified service, as
set forth in Item #4, this section.
SECTION II -- POSITION CLASSIFICATION PLAN
Section 2.1 — Preparation and Adoption of Position Classification Plan:
The City Manager may make an analysis of the duties and responsibilities
of all positions in the City employment and may recommend to the Council
a job classification plan.
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 PLAN
Section 3.1 — Responsibility:
The City Manager is directly responsible to the City Council for the
coordination and administration of the salary program. All salary adjust—
ments for employees in subordinate positions within a department will be
based on recommendations made to the City Manager by the Department Head.
Resolution No. 5 (cont)
February 7, 1977
Section 3.21- Schedule of Salary Ranges:
A schedule of salary ranges has been established for the City. 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. Beyond the first year, the step increases
are discretionary with the City 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:
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 City 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 City 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 City services or operations.
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 compen-
sation for the position by the City Manager.
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
each employee shall
will be required.
be reviewed as of
In all cases, the salary range of
January 1st.
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 City 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 City 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 City services or operations.
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 compen-
sation for the position by the City Manager.
Resolution No. 5 (cont.)
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 insuffi—
cient 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
job opening within a department, the job will be posted in the department
to give existing employees an opportunity to apply. 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 City 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 City Manager.
(2) The employee attain a grade of "C" or better and is so
certified to the City.
(3) The employee's attendance at course sessions is satisfactory.
(4) No other reinbursement is claimed or applied for from
another agency or source.
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 6-23 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 15 years, and at the rate of 13-1/3 hours for each
month of service following 15 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 City Manager with regard to the wishes of the
employee and with particular regard to the needs of the service. All vaca—
tions 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.
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Resolution No. 5 (cont)
February 7, 1977
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 shall 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 probationary period. Sick leave shall not
be considered as a pivilege 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 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,
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 major part thereof, he
may 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 bacause of illness for one week,
only five days will be charged against his accumulated sick leave.
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 days 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 the attending physician may be required.
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 specific—
ally 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.
-'The following kin of either the employee or the employee's spouse: children,
mother, father, sister or brother.
Resolution No. 5 (cont.) February 79 1977
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 re—
ceiving 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.
Section 4.7 — Jury Leave:
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 City 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. No leave of absence shall be granted for the purposes of
protecting a job with the City of Golden Valley while the employee either
seeks or obtains other employment unless such action is clearly to the advantage
of the City, as determined by the City Manager. 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 status benefits as
with a new employee. A settlement of all benefits for employees in good
standing shall be made at termination, as follows:
Upon termination of service and after completion of five years of continuous
service to the City as a full—time permanent employee, an employee shall be
entitled to receive in pay 20% of unused sick leave in addition to accrued
annual leave. In addition, upon termination after age fifty, (termination
after age forty, Police only), disability or death while employed, such
employees shall receive one day's pay for each full year of service to the
City. In the event of death, payment shall be made to the survivor.
Upon termination of service and less than five years of service to the
City as a full—time permanent employee, the employee is entitled to receive
his/her accrued annual leave in pay or time off prior to termination at the
discretion of the City Manager.
Resolution No. 5 (cont.) February 7, 1977
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.
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 -- GRIEVANCE PROCEDURE AND SEPARATIONS
Section 6.1_ — General Policy:
It shall be the policy of the City 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 City 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
request shall be made within two weeks after the employee learns of the
proposed discharge. The employee may secure a hearing before the City
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 City 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.
1
Resolution No. 5 (cont.)
February 7, 1977
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
group insurance program after completing 60 days of service with the City.
(See Director of Administrative Services for exception if in group plan at
time of employment.) The City shall pay one-half the full cost of the
employee and dependent's major medical indemnity premium for employees
working full-time. The same dollar amount shall be available for those
employees choosing the H.M.O. option.
Section 7.2 - Life Insurance:
A salary savings program providing 2%. of the base pay of the employee to be
applied toward premiums for life insurance under the approved group plan
shall be provided by the City to those employees as outlined in Section 7.1.
Employees shall be eligible for this benefit following employment for 60 days
with the City.
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 City 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
Councilmembers, 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 City Council may, upon special
motion, request that the affected employee remain actively employed past
normal retirement.
SECTION X -- SPECIAL PERSONNEL POLICIES
FOR UNIFORMED POLICE DIVISION UP TO
AND INCLUDING RANK OF SERGEANT
Section 10.1 - Application:
The policies set forth in Section X shall apply to uniformed Police Division
personnel through the rank of Sergeant and not including Clerks and Clerk -
Dispatchers, who are directly under the Public Safety Director. The pro-
visions of the Personnel Resolution relating to general City employees shall
also apply to these personnel, except that where there may be an inconsistency,
the language of Section X shall take precedence.
Resolution No. 5 (cont.) February 7, 1977
Section 10.2 - Police Educational Incentive Pay:
Officers employed after January 1, 1972 shall be entitled to educational
incentive pay based on $5 per month for each full 10 -quarter credits
toward a degree in Police Administration or related field, maximum of 90
credits, with the 90 credits being the latter 90 credits necessary for a
4 -year degree. Other than quarter credits shall be converted to quarter
credits. Additional compensation shall be evaluated annually, effective
with the first full payroll period in July. Police Officers shall be
eligible for payment of additional compensation upon completion of one
year's service with the department and shall be effective at that time
notwithstanding the annual review cited above.
Incentive pay shall be considered a part of salary and shall be used in
computing overtime and benefits earned.
To be eligible, earned college credits must be certified to the Public
Safety Director and approved by the City Manager, and must be graded at
"c" or better.
Special conditions exist for those employees hired prior to January 1, 1972
and they shall be eligible for earned incentive pay for the first 90 credits
toward a 4 -year college degree to be compensated for in the manner described
above.
Section 10.3 - Longevity Pay:
No new employee hired after November 15, 1973 shall be eligible for longevity
pay. Police Officers and Sergeants hired prior to November 15, 1973 shall
receive:
Upon completion of 5 years of service --
1% of base pay
Upon completion of 10 years of service --
2% of base pay.
The maximum longevity payable shall be 2% of base pay. Longevity benefits
will be added to base pay and shall be used in computing benefits.
Section 10.4 - Vacation:
Duty rosters for Police Patrolmen and Sergeants are made up without regard
for weekends and holidays. In view of this fact, each member of the depart-
ment in the above grades is granted ten (10) additional days' leave each
year in lieu of holidays. Such leave shall be credited as each of the
holidays granted other City employees occurs and shall be credited whether
or not the officer is scheduled to work on the particular holiday. These
days must be taken during the year earned except Christmas, which may be
carried over to the following year. Arrangements for taking vacation time
must be arranged in advance with the supervisor in charge of the duty roster.
1
Resolution No. 5 (cont.)
February 7, 1977
SECTION XI -- EFFECTIVE DATE
Section 11.1 — Effective Date:
This Resolution is hereby adopted by the City Cit dated January 3,
1977 and replaces such resolutions and amendmenou th re�)
Robert R. Hoover, Mayor
Attest:
Mary H.'` arske, City Clerk.
The motion for the adoption of the foregoing resolution was
duly seconded by Member Johnson, and upon vote being taken thereon, the
following members voted in favor thereof: Anderson, Hoover, Johnson,
Swartz and Thorsen, and the following voted against the same: none, where—
upon said resolution was declared duly passed and adopted, signed by the
Mayor and his signature attested by the City Clerk.
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