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91-021 - 02-19 Adopt New Employee HandbookResolution 91-21 February 19, 1991 Member Stockman introduced the following resolution and moved its adoption: RESOLUTION ADOPTING A NEW EMPLOYEE HANDBOOK WHEREAS, it is in the best interest of employees and the City to clearly define policies and procedures of employment and expectations for employee performance; and, WHEREAS, the City wishes to remain current in terms of employment law and acceptable personnel practices; and, WHEREAS, a new City of Golden Valley "Employee Handbook" has been prepared to update the handbook previously provided to employees; NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Golden Valley that the attached "City of Golden Valley Employee Handbook" outlining the City policies and procedures of employment and dated January 1, 1991, is hereby adopted, and supersedes all previously adopted policies and procedures except those contained in approved union contracts. ATTEST: • ry 'Shirley J. N lsoh, City Clerk The motion for the adoption of the foregoing resolution was seconded by Member Johnson and upon a vote being taken thereon, the following voted in favor thereof: Bakken, Johnson, Russell, Stockman; the following was absent: Thompson; and the following voted against the same: none, whereupon said resolu- tion was declared duly passed and adopted, signed by the Mayor and his signature attested by the City Clerk. :7 Resolution 91-21 - Continued CITY OF GOLDEN VALLEY EMPLOYEE HANDBOOK E 0 February 19, 1991 Resolution 91-21 - Continued • February 19, 1991 I, , have received a copy of the City of Golden a eynp oyee Handbook. I agree, as a condition of my employment, to adhere to the policies contained within this Handbook. Signature Dated • 0 • Resolution 91-21 - Continued February 19, 1991 GOLDEN VALLEY MISSION STATEMENT OUR PHILOSOPHY Golden Valley City employees, in harmony with their elected and appointed officials, are committed to providing the best possible ser- vices to the people of the City in the most cost effective, timely and cooperative manner. In pursuit of this objective, the City shall continue to employ and support personnel who are highly qualified, committed and equipped to meet the Community's needs and objectives. In recognition of this philosophy and commitment, the City employees hold high the following values and expectations: VALUES * Pride in our City, our service and ourselves: We are proud of the neat, clean, quiet, safe environment. Our service is designed to maintain and improve these characteristics, and it is imperative that we reflect these standards in our personal appearance, care, use and maintenance of City facilities and equipment. * Integrity in our professional and personal lives: Our performance and behavior will consistently be honest and reliable in fulfilling our responsibilities and commit- ments. * Respect for the value of the individual: All people have the right to human dignity regardless of differences in age, sex, race, position, socio-economic status, abilities, beliefs, and/or values. * Initiative to take action: Employees must be able to recognize Community needs and to take action to meet these needs. Innovation, creativity, individual skills and ability, and perseverance are essen- tial to this end. * Flexibility and cooperation: We are receptive to different ideas, methods, styles, and working relationships necessary to best meet organizational goals. • * Wellness of the whole person: Each of us are responsible for our physical, emotional and spiritual wellness in order that we may maximize our contributions to our organization, community, and families. Resolution 91-21 - Continued • INDEX EMPLOYEE RIGHTS Discrimination Prohibited Sexual Harassment POLICIES Definitions Probation Eligibility for Benefits Work Day Employee Availability Payroll Timesheets Request for Leave Tardiness Promotions Seniority Performance Evaluation Employment of Relatives Driver's License Use of City Automobile Employee Expense Report Vehicle Accidents Injury on Duty Gifts for Services Product and/or Service Endorsements Conflict of Interest/Ethical Conduct Smoking Policy Drug and Alcohol Testing Conferences Termination of Employment/Final Pay Procedures: Miscellaneous Information BENEFITS Vacation Time Holidays Sick Leave Funeral Leave Maternity/Paternity Leave Bone Harrow Donor Leave Parental Leave Critical Illness Leave Disabled Employees Military Leave Jury Duty • Sabbaticals Leave Accrual - General Leaves of Absence Without Pay Group Health Insurance February 19, 1991 Resolution 91- 21 - Continued • • • EMPLOYEE RIGHTS February 19, 1991 0 Resolution 91- 21 - Continued February 19, 1991 The City is committed to providing a work SEXUAL HARASSMENT environment free of discrimination. Because of this, the City maintains a strict policy prohibiting unlawful harassment. Sexual harassment includes, but is not limited to, unwelcome sexual advances, requests for sexual favors or acts, or other unwelcome verbal, non-verbal or physical conduct of a sexual nature. This type of behavior is illegal and is in violation of the Federal Civil Rights Act of 1964, Sec. 703, and also the Minnesota Human Rights Act, Chapter 363. If you believe you've been harassed by a co-worker, supervisor, or an agent of the City, you should promptly report the facts of the incident or incidents and the names of the individuals involved, to your supervisor. If you don't wish to report an incident to your supervisor, you can report it instead to a Department Head or to the City Manager. However, in order for the City to conduct a proper investigation, it is imperative that you file a complaint. All reports will be • kept confidential. Supervisors must immediately report any incidents of sexual harassment to the City Manager. The City Manager then confidentially investigates the claim and will take appropriate action. Sexually harassing conduct includes: * unwelcome sexual flirtations, touching, advances or propositions * verbal abuse of a sexual nature * graphic or suggestive comments about an individual's dress or body * sexually degrading words to describe an individual * the display in the workplace of sexually suggestive objects or pictures • Resolution 91-21 - Continued February 19, 1991 DEFINITIONS Exempt Employee - an employee who is exempt from EXEMPT EMPLOYEE the minimum wage and overtime pay requirements of the Federal Fair Labor Standards Act. Non -Exempt Employee - an employee who is not exempt NON-EXEMPT EMPLOYEE from the minimum wage and overtime pay requirements of the Federal Fair Labor Standards Act. Regular Employee - an employee who works for the REGULAR EMPLOYEE City on a continuous, regularly scheduled basis throughout the year. Full Time Employee - an employee who works an FULL TIME EMPLOYEE average of at least 40 hours per week. Part Time Employee - an employee who is regularly PART TIME EMPLOYEE scheduled for an average of less than 40 hours per week. Temporary Employee - an employee who works for the City TEMPORARY EMPLOYEE for a defined period of time of less than one year. Seasonal Employee - an employee who works for the City SEASONAL EMPLOYEE for a defined period of time of less than one year. The defined period of time relates to "Seasonal" activities of the City as opposed to the ongoing activities of the City. Immediate Family - includes spouse, children, mother, father, brother, sister, grandmother, grandfather or grandchildren of both the employee and the employee's spouse. IMMEDIATE FAMILY w Resolution 91-21 - Continued If you are a regular employee, you receive full benefits. If you are a regular part-time employee, other than temporary or seasonal, and you work less than 40 hours per week, you receive holiday pay in proportion to hours worked. You must work at least 20 hours per week on a regularly scheduled basis to be eligible to receive any benefits. If you are a temporary or seasonal part-time employee, you receive no benefits. • • February 19, 1991 ELIGIBILITY FOR BENEFITS Resolution 91-21 - Continued February 19, 1991 Because you may be needed for an emergency EMPLOYEE AVAILABILITY consultation about City business or needed for some emergency work, you need to keep your supervisor updated, in writing, on your telephone number. Supervisors are required to advise the appropriate department head of all employee telephone numbers, and the Department Head must also keep the City Manager's Office informed. It is the responsibility of the supervisor to make sure that an updated employee list is available at all times. • i Resolution 91-21 - Continued • February 1.9, 1991 You must complete a timesheet each pay period and TIMESHEETS have it approved by your supervisor. Vacation leave, sick leave, holiday leave and all regular and overtime hours worked must be included on the timesheet. Timesheets are to be submitted to the Finance Department by 9 AM the Monday following the end of the pay period. • C. Resolution 91-21 - Continued • February 19, 1991 If you know you will be tardy, you must call TARDINESS your supervisor as soon as possible on that work day and let him or her know that you will be late. 0 • Resolution 91-21 - Continued 0 If you are a regular employee covered by a union contract, you should refer to your contract for information on seniority and your rights associated with seniority. For full-time regular employees not covered by union contract, seniority may be a determining factor when all the other qualification of the candidates are equal in regard to promotions, layoffs, transfers and rehiring. The needs and demands of the City at that particular time will be considered. • 0 February 19, 1991 h aC Z SENIORITY • 0 • Resolution 91-21 - Continued * If the committee is unable to come to a majority decision, the appeal will go to the Public Works Director. * If the appeal is denied and you accept the decision, you sign the recommendation which goes to the Public Works Director. * If the appeal is denied and you disagree with the decision, you must fill out another appeal form within two weeks and submit it to the Public Works Director who will use the committee recommendation and any other available information before making a decision. * If the appeal is denied again and you disagree with the Director, a final appeal is available through the City tlanager. * The performance evaluation and appeals process are administered solely at the City's discretion. See Appendix C for further information. Employees Covered by Other Union Contracts Consult your current contract for any information concerning performance evaluations. Employees Not Covered by a Bargaining Unit It is your right to be kept informed of your job performance. You can't assume that no comments from your supervisor means you are doing a good job. And you can't improve your work if you aren't told what you need to improve. Your supervisor has an obligation to periodically evaluate your job performance and advise you on areas needing improvement. A once -a -year evaluation would be a minimum timeframe for non-union personnel, and the results of your evaluation will be shared with you and the appropriate department head. If you have questions or concerns about evaluation procedures, contact your supervisor or the City Hanager. February 19, 1991 a� r PERFORMANCE EVALUATION (Continued) Resolution 91-21 - Continued 0 February 19, 1991 If you are required to hold a valid driver's DRIVER'S LICENSE license as part of your job, suspension or revocation of your license, or any restrictions placed upon, it must be reported immediately to your supervisor. • 0 Resolution 91-21 - Continued • Any reasonable business expense you incur while on City business (including mileage if you use your own vehicle), will be reimbursed. The Employee Expense Report is filled out and approved by your supervisor, and then submitted to the Finance Department for payment. You should attach all receipts to the Expense Report. • I* February 19, 1991 EMPLOYEE EXPENSE REPORT F Resolution 91-21 - Continued February 19, 1991 ' • If you are ever injured, however slightly, during the work day, you must immediately report it to your supervisor. You will be asked to complete an Accident/Near Miss report to be submitted to your supervisor. Supervisors will complete a Supervisor's Report of Injury form and will submit both forms to the Manager's Office. A First Report of Injury form will be completed and sent to the City's Worker's Compensation Insurance carrier. • INJURY ON DUTY Resolution 91-21 - Continued • Residents may ask you to recommend products, services or companies for any problems they may be experiencing. Although you can give out a list of companies who are in the business about which the resident has inquired, you are prohibited from endorsing a specific product or company. This is to prevent any misunderstandings or misin- terpretations concerning outside influences on a department or employee. 1] • February 19, 1991 3 PRODUCT AND/OR SERVICE ENDORSEMENTS Resolution 91-21 - Continued February 19, 1991 All City buildings and vehicles are to be smoke-free SMOKING POLICY unless a satisfactory arrangement can be made among the employees in a work area, either with segregated smoking areas or any other arrangements that are satisfactory to both smokers and non-smokers alike. In compliance with State law, any employee who is not satisfied with the arrangements can request a smoke- free environment. The entire City Nall building, and the Brookview Clubhouse and Grill are "No Smoking" areas. Employees will be allowed to smoke outside of the buildings, but only during an authorized break period. Cl -.7S 0 Resolution 91-21 - Cont nueo February 19, 1991 DRUG & ALCOHOL TESTING, Continued 4. have caused a work-related accident or were operating or helping to operate equipment or vehicles involved in a work- related accident; or, 5. discharged a firearm other than: a. on an established target range; or, b. while conducting authorized ballistics tests; or, c. while engaging in recreational hunting activities. d. for disposal of animals Testing for drugs or alcohol under this policy requires your consent. If your supervisor requests or requires you to undergo drug or alcohol testing and you refuse, he or she may recommend to the City Manager that you be suspended or discharged. • See APPENDIX B for further information. �J • Resolution 91-21 - Continued February 19, -991 3 TERMINATION OF EMPLOYMENT/ FINAL PAY PROCEDURES: MISCELLANEOUS INFORMATION In order to terminate your employment with the City in good standing, you are required to submit a letter of resignation to your immediate supervisor at least two weeks prior to your leaving. If you are a Department Head, you are required to give a four (4) week notice. If you terminate in good standing, you will receive all accrued severance benefits up to your termination date. A permanent forwarding address should be left with the Payroll Clerk in the Finance Department so your W-2 forms can be mailed to you at the end of the year. State and Federal laws grant you the right to keep, at your own expense, group health coverage through the City. This right ends when group health coverage becomes effective at your new place of employment, or for a period of eighteen (18) months after termination, whichever is shorter. This right is guaranteed under the COBRA law (Consolidated Omnibus Budget Reconciliation Act of 1985). The City may charge a 2% administrative fee in addition to the regular premium. State law grants you the right to keep, at your own expense, group term life coverage through the City. This right ends when group term life coverage becomes effective at your new place of employment, or for a period of eighteen (18) months after termination, whichever is shorter. The City may charge a 2% administrative fee in addition to the regular premium. If you terminate your employment with the City, contact PERA to learn about your options regarding your contributions. Various options exist if you retire or if you terminate your • employment before retirement. RESIGNATION FORWARDING ADDRESS HEALTH INSURANCE LIFE INSURANCE PERA Resolution 91- 21- Continued • • • BENEFITS February 19, 1991 Resolution 91-21 - Continued February 19, 1991 • The City grants regular full-time employees 11 paid holidays each year. The approved holidays are: New Years Day Martin Luther King, Jr. Day Presidents' Day Memorial Day Independence Day Labor Day Veterans' Day Thanksgiving Day Friday After Thanksgiving Christmas Eve Day Christmas Day January 1 3rd Monday in January 3rd Monday in February Last Monday in May July 4 First Monday in Sept. November 11 If January 1, July 4, November 11, December 24 or December 25 fall on a Saturday or Sunday, the previous Friday or following Monday is classified a holiday. Regular full-time employees must work or be on a fully - paid leave status the day before and the day after a holiday in order to receive holiday pay. If a holiday falls during your scheduled vacation period, you will not be charged vacation time for that day. If you are covered by a union contract, check your contract for terms of holiday work and pay. r1 HOLIDAYS Resolution 91-21 - Continued You may take up to three days leave for a death in your immediate family, chargeable to your Sick Leave. A one day leave may be used for funerals of relatives other than your immediate family. • • February 19, 1991 FUNERAL LEAVE Resolution 91-21 - Continued • February 19, 1991 L' I If you work more than 20 hours per week BONE MARROW DONOR LEAVE and wish to take a leave to donate bone marrow, the City will pay you for your time gone from work up to a maximum of 40 hours per year. This leave is subject to verification and does not affect any other leave which you earn such as vacation leave or sick leave. • Resolution 91- 21- Continued • February 19, 1991 You may take up to three days leave, chargeable to CRITICAL ILLNESS LEAVE your sick leave, to attend to a critically ill person in your immediate family. A physician's statement may be requested. See the section entitled SICK LEAVE for details regarding your sick child. w • Resolution 91-:21- Continued • February 12, 1991 If you are a member of the National Guard or the MILITARY LEAVE reserve forces of the United States, you are entitled to military leave as provided by Federal and Minnesota law. Some of your rights regarding group insurance coverage are also guaranteed under the COBRA law (Consolidated Omnibus Budget Reconciliation Act of 1985). • 0 is Resolution 91-21 - Continued February 19, 1991 s 3 The City Manager, the Director of Public Works, SABBATICALS the Director of Public Safety, the Director of Parks and Recreation, the Director of Planning and Development, and the Finance Director are eligible to participate in a sabbatical leave program, provided the following conditions are met: * the sabbatical is available only after six years of employment with the City * the purpose of the sabbatical is to participate in an executive training institute or academic program of a similar nature * it is pre -approved by the City Council * up to two months may be taken with full salary and benefits * only one of the above mentioned employees • may be gone at any one time * the costs are shared by the employee and the City; costs include tuition, housing, and one trip to and from the location * the employee must remain in the City's employ for one year after the sabbatical ends, or else reimburse the City for it's share of the costs. 40 Resolution 91-21 - Continued With the recommendation of your supervisor, the City Manager may grant you a leave of absence without pay for up to six months. Leaves are available only after your vacation time is used up. Leaves of absence to protect your job with the City while you look for or accept employment elsewhere are not permitted unless it is determined by the City Manager to be in the City's best interests. You may extend your leave due to extended illness or personal hardship with the approval of the City Manager. If you are on an unpaid leave of absence, you will not accrue benefits described in this handbook, including holiday pay, vacation time, sick leave and insurance benefits, nor can you earn seniority or accrue time toward step increases. • • February 19, 1991 S < LEAVES OF ABSENCE WITHOUT PAY Resolution 91- 21- Continued • February 19, 1991 S% The City will pay the full cost of a group DISABILITY INSURANCE long-term disability insurance plan for you, as long as it is budgetarily feasible for the City. • • Resolution 91-:2'1- Continued • February 19, 1991 All eligible employees receive group term life LIFE INSURANCE insurance equal to 1� times your annual salary, up to an IRS maximum of $50,000. This is paid for by the City and will be in effect as long as it is budgetarily feasible for the City. The amount of this insurance will be based on your salary as of the previous December 15th. If you wish to buy supplemental insurance, you may do so as an after tax payroll deduction. To be eligible for this group term life insurance, you are required to fill out an enrollment form available through the Finance Department. If you choose not to take supplemental coverage, you still need to sign the enrollment form and indicate that you decline the coverage. If you choose supplemental insurance over $50,000, you need to fill out another form for evidence of insurability. The maximum amount that you can apply ford s $200,000. U 0 S-� Resolution 91-21 - Continued 9 February 19, 1991 All non-exempt employees eligible for overtime pay OVERTIME PAY will be paid at a rate of 1� times their normal hourly wage for any hours worked over 40 hours in a week. If you are an eligible employee and are called back to work after completing your regular work day, or on your regular day off, you are entitled to a minimum of 2 hours pay at your overtime rate. All overtime must be approved by your supervisor prior to the time being worked. If you are covered by a Union contract, please consult your current contract for details. If you are an exempt employee, you are exempt from overtime. If your position requires you to work a great deal of time over the normal 40 hours work week, you may take time off during normal business hours with the prior approval of your Department Head. The time off may not be used as vacation extensions, nor may you take off more than 8 hours at one time. It is expected that supervisory employee work weeks will exceed the normal 40 hour work week of other employees on a regular basis. However, the City makes accommodations for compensatory time for supervisory employees with the prior approval of their department head or City Manager. • Resolution 91 -21 -Continued • Unemployment compensation provides an income for workers who become unemployed. This plan is administered by the Minnesota Department of Jobs and Training, and paid by the City on your behalf. You make no contribution for this benefit. If you are separated from your job, you must report immediately to the nearest Jobs and Training Office to register for work and to file your claim for benefits while you are unemployed. • February 19, 1991 UNEMPLOYMENT COMPENSATION Resolution 91- 21- Continued • The City wants to recognize employees who retire with more than five years of employ- ment with the City, and also employees who have worked for the City for 25 years. A gift of up to $100 may be given under these circumstances. The exact amount of the gift will be determined by the City Manager after a memo is received from the appropriate supervisor requesting such gift. 0 February 19, 1991 GIFT AT RETIREMENT OR 25 YEARS OF SERVICE Resolution 91-21 - Continued The City offers you three Flexible Spending Accounts: medical premiums, health care expenses, and day care expenses. Flexible Spending is a way of paying for these three types of expenses with pre-tax dollars (as per IRS Code Section 125). The payroll deductions for Flexible Spending Accounts are taken from your pay before federal, state, and FICA or Medicare taxes are computed. The maximum amount the IRS allows in the day care account is $5,000. The medical expense account has a maximum of $3,000. The plan is administered by DCA, Inc. For more information or to enroll, contact the Finance Department. If you have a payroll deduction for medical premiums you are automatically enrolled in the plan. 0 February 19, 1991 FLEXIBLE SPENDING ACCOUNTS Resolution 91-21 - Continued February 19, 1991 • All ELIGIBLE public employees participate PENSIONS in the Public Employees Retirement Association (PERA), as per Minnesota Statutes Chapter 353. Benefits are paid from one of three different funds: Basic Fund - consists of employees who contribute 8% of their salary to PERA; the City contributes 10.5%; and neither contribute to Social Security. (This fund is no longer open to new membership.) Coordinated Fund - consists of employees who contribute 4.23% of their salary to PERA; the City contributes 4.48%; and both contribute to Social Security. Police and Fire Fund - consists of police officers and firefighters who contribute 8% of their salary to PERA; the City contributes 12%; and only those police officers and firefighters hired on or after April 1, 1986, are required to contribute 1.45% of • the Social Security tax for future Medicare coverage. C� Resolution 91- 21- Continued • February 19, 1991 Full-time employees, their spouses and children, BLOOD DONOR CLUB are eligible for membership in the Employees Blood Donor Club. If you have questions about the club or are interested in membership, inquire in the City Manager's Office. • • • • C. Resolution 91- -1- Continued You were hired because you were the best qualified candidate available for your position. The City values your contributions and expects you to do your best. At times, you may experience problems in your life with which you have a difficult time. The City expects that you will make every effort to try and work out your problems, using outside help, if necessary, so that your work doesn't suffer. To assist you in this process, the City of Golden Valley contracts with a company who provides employee assistance services. This is a CONFIDENTIAL diagnostic and referral service provided for you. There is no cost to you for the initial visit. Diagnosis and referral can be made in the following areas, although this list is not all inclusive: Parent/Child Relationships Marital Problems Behavior Problems Drugs and Alcohol Emotional and Mental Disorders Personal Adjustment Difficulties Miscellaneous Legal Problems There are several clinic offices in the Metropolitan area for your convenience. To find a location near you, and to schedule a confidential appointment, you can call 451-9108. The City is never given the names of any employees who use this service. The only information received from the employee assistance provider is the number of employees utilizing the service during a three month period, and the general category of problem for which they seek help. This is to ensure your confidentiality. February 19, 1991 EMPLOYEE ASSISTANCE • • Resolution 91-21 - Continued AIDS: AIDS is characterized by a defect in natural immu- nity against disease. People who have AIDS are vulnerable to serious illnesses which would not be a threat to anyone whose immune system was func- tioning normally. These illnesses are referred to as "opportunistic" infections or diseases. AIDS is caused by a virus that infects certain cells of the immune system, and can also directly infect the central nervous system and brain. This virus has been given different names by different groups of investigators. It is now most commonly referred to as the human immunodeficiency virus (HIV). Infection with this virus does not always lead to AIDS. Many infected persons remain in good health. Others develop illnesses varying in severity from mild to extremely serious; these illnesses are designated AIDS-related complex (ARC). While ARC is considered less severe than AIDS, it can be as debilitating as AIDS. Furthermore, persons do die from ARC because their impaired immune systems are unable to resist other diseases. The AIDS virus is spread by sexual contact, needle sharing or less commonly, through transfused blood or its components. The virus may also be transmitted from infected mother to infant during pregnancy or birth. The risk of infection with the virus is increased by having multiple sexual partners, either homosexual or heterosexual, and sharing of needles among those using illicit drugs. Casual contact with AIDS, or infected persons does not place others at risk for getting the illness. No cases have been found where the virus has been transmitted by casual household contact with AIDS patients or infected persons. Infants with AIDS have not transmitted the infection to family mem- bers living in the same household. Nurses, doc- tors, and health care personnel have not developed AIDS from caring for AIDS patients. February 19, 1991 _ 5 APPENDIX A 0 Resolution 91-21 - Continued DRUG AND ALCOHOL TESTING: To ensure that you receive a fair test, the City follows a testing procedure. Before you are requested to undergo drug or alcohol testing, you'll be given a form on which you: * acknowledge you've seen and read the City's drug and alcohol testing policy * indicate any prescription or over-the- counter drugs you may be taking or have recently taken, and any other information you feel to be important to the reliability of, or explanation for, a positive test result * indicate your consent to undergo the drug and alcohol testing • A test sample will be obtained from you in a private setting, and the procedure for taking the sample will protect your privacy as much as possible and prevent tampering with the sample. The sample will be collected and a written chain of custody procedure followed in keeping with rules adopted by the Commissioner of the Minnesota Department of Health (4740.1070). All drug and alcohol testing will be done at a laboratory licensed by the Commissioner of the Minnesota Department of Health. No testing will be done by any laboratory owned or operated by the City of Golden Valley. The lab will use methods of analysis and procedures to ensure reliable drug and alcohol testing results, including standards for initial screening tests and confirmatory tests. • February 19, 1991 APPENDIX B Resolution 91-21 Continued February 19, 1991 DRUG & ALCOHOL TESTING, Continued • 3. If your drugor alcohol confirmatory Y retest is positive, you won't be discharged at this point unless you are first given an opportunity to help your- self and you refuse. This opportunity is for you to agree to participate in a drug or alcohol counseling or rehabilitation program, whichever is determined to be most appropriate for you. Appropriateness will be determined by the City Manager after consultation with a certified chemical use counselor or a physician trained in the diagnosis and treatment of chemical dependency. All costs of a drug or alcohol counseling or rehabilitation program are to be paid by you, or by your insurance plan, if possible. You can be discharged if you refuse to participate in the counseling or rehabilitation program, or if you fail to successfully complete the program by either withdrawing from it earlier than its completion, or by getting a positive test • result on a confirmatory test after you complete a program. This confirmatory test can be conducted without prior notice for a period of up to two years following completion of a program. 4. You have the right to see the information relating to your positive test results report and any other information acquired in the drug and alcohol testing process, which is placed in your personnel file. This includes any conclusions drawn from actions taken based on the reports and any other information. Between the time of your original test and the confirmatory retest, the City may temporarily suspend you with pay for up to 60 days, or transfer you to another position at the same rate of pay, pending the outcome of the confirmatory retest, provided the City believes that action is reasonably necessary to protect the health or safety of you, your co-workers or the public. 0 —?q Resolution 90- 21- Continued February 19, 1991 c O APPENDIX C • EVALUATION PROCESS FOR UNION EMPLOYEES SALARY RATES INTRODUCTION With this Performance Evaluation System, it is our intent to make it possible for all of the employees to have a chance to achieve their highest potential, and to make it possible for all the employees to have the opportunity to move up within the scale set by the Union. Pay ranges will be negotiated each year between the Union and the City, establishing the minimum and maximum pay rates. The City will establish the number and pay rate for steps in between the negotiated rates. These in between levels will receive proportional increases with the negotiated rates. These levels take into account attitude, efficiency, performance, initiative, knowledge, and overall ability. Union employees will be evaluated on a yearly basis, on or near their anniversary date, until Level D is reached. Yearly evaluation will take place starting in November, after Level D is achieved. Employees performing at this level are considered good employees and Level D should be the initial goal of all new employees. Levels set above Level D will be attainable by employees who are performing additional duties and/or meet the criteria set for these higher levels. It should be noted that individuals who do not perform up to the stan- dards set are subject to moving down, but only after they are given time to improve their performance at their present level. It is the Supervisor's responsibility to inform the employee any time that improvement is needed. If an employee feels that his/her evaluation is unjust, the appeal process outlined below may be used. PROCEDURAL OUTLINE OF THE EVALUATION PROCESS 1. Public Works supervisors pre -evaluate the employees in their division on the evaluation forms. 2. All of the Public Works supervisors meet and discuss the evaluations of the employees, and confer together to have the fairest results. 3. The employee is given an evaluation form prior to the supervisor's evaluation so the employee can do a self-evaluation. Each division will make available a copy of the Level Requirements for the employee to review. 4. The supervisor and the employee meet and the supervisor evaluates the employee's performance. Both the supervisor's evalua- tion and the employee's self evaluation will be used and discussed to arrive at the proper decision. i5. If the employee disagrees with the decision, the employee has two weeks to file an appeal. 6. If the employee agrees with the decision, the employee and the supervisor both sign the form and forward it to the Public Works Director. Resolution 91- 21 - Continued • PUBLIC WORKS PERFORMANCE EVALUATION February 19, 1991 APPENDIX C (Con't) Name of Employee Department - Parks Shop Streets Utilities Name of Supervisor/Evaluator Date of Hire Current Level New Level Comment on the Following: 1. Overall work habits and attitude: 2. Knowledge of and adherence to work and safety rules and procedures: 11 3. Knowledge of and ability to perform specified jobs and procedures in your division: 4. Knowledge of and ability to perform specified jobs and procedures in other than your division, either on a regular or emergency basis: • O� • 0 n U Resolution 91-2I - Continued February 19, 1991 APPENDIX C (Con't.) EVALUATION APPEAL FOR PUBLIC 14ORKS MAINTENANCE WORKERS Employee's Name I am appealing my evaluation because: Ta- te This appeal is going to Appeals Committee Public Works Director EVALUATION APPEAL FOR PUBLIC WORKS MAINTENANCE WORKERS Employee's Name I am appealing my evaluation because: Date This appeal is going to Appeals Committee Public Works Director r� U • Resolution 91-21 - Continued LEVEL F (Eligible after 1 year of service) Minimum Requirements: February 19, 1991 97 APPENDIX C Con't) Meets or exceeds all of the requirements of Public Works Level G. Successful completion of one year, or relevant experience. Shows good working habits and a good attitude. Successful completion of all applicable City safety and hazardous materials training. Demonstrates safe work practices and safe driving record. Demonstrates adherence to City's policies in regard to tardiness and sick leave. Demonstrates adherence to all other policies and procedures for City employees. Demonstrates ability to follow directions. Demonstrates knowledge of location of streets and public facilities. Demonstrates ability to work with a minimum amount of on-site supervision. Begins contributing input and feedback concerning daily operations. Is developing a broader understanding of department job responsibilities, needing fewer instructions and showing improved abi- lities in completing tasks assigned. Is developing a broader understanding of department vehicles and equipment, needing fewer instructions. Showing improved ability and skill in operating and performing basic maintenance and care. Resolution 91-21 - Continued February 19, 1991 C O� APPENDIX C (Con't) • LEVEL D (Eligible after 3 years of service) Minimum Requirements: Meets or exceeds all the minimum requirements of Public Works Level E. Successful completion of three (3) years, or relevant experience. Demonstrates knowledge of all departmental operations, and is able to perform these jobs with proficiency. Is capable of instructing others in understanding and developing their skills to perform assigned tasks. Demonstrates knowledge or methods and materials used in area of job responsibility. Demonstrates ability to work without direct on-site supervision and to make on-site decisions related to task assignments. Demonstrates initiative in seeking and performing work. Understands the other Public Works Departments operations, and is willing to train in other departments and work as needed during normal conditions and in emergencies. • Has a good understanding of the importance of preventative maintenance and caring for all City vehicles and equipment. This understanding and care should be done routinely with emphasis on early detection of potential breakdown or mechanical failure. Maintains a positive attitude, deals effectively with peers, super- visors, and the public. Maintains a good work, tardiness and discipline record. • Resolution 91-21 - Continued February 19, 1991 qI APPENDIX C (Coni) LEVEL 6 (Eligible after 1 years of service) (Top Negotiated Rate) Minimum Requirements: Meets or exceeds the minimum requirements for Public Works Level C. Demonstrates ability to assist in the training of other employees and actively does so. Demonstrates ability to assist in the supervision of groups of employees, and is utilized occasionally for that purpose, by the supervisor. Demonstrates initiative in seeking educational opportunities and license certification, and has completed, or is actively working toward some type of degree or certificate of completion. Demonstrates abilities and skills in specialized areas. Examples: Plumbing, electricity, carpentry, welding, heating, painting, etc. Has mechanical skills beyond what is necessary to be a good operator, and uses these skills as necessary or as directed by the supervisor. Example: Repair small engines, make some mechanical repairs without direct supervision, and troubleshoot mechanical failures. 0 Demonstrates the ability to proficiently operate all departmental technical equipment. Examples: Motor grader, oil distributor, 3 yard loaders, sewer televising equipment, large backhoes, etc. Demonstrates the ability to deal with the public and handles complaints and concerns in a professional manner and does follow-up work as necessary. 0