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96-056 - 05-22 Adopt Edited Employee HandbookResolution 96-56 0 Member Russell introduced the following resolution and moved its adoption: • 0 May 22, 1996 RESOLUTION ADOPTING THE EDITED EMPLOYEE HANDBOOK WHEREAS, the Employee Handbook effective January 1, 1991, was adopted by Resolution 91-21 on February 19, 1991; and amended by Resolution 92-3 on January 7, 1992; and WHEREAS, the handbook adopted by Resolution 92-3 has been significantly revised to include new City policies and procedures, comply with recently enacted state and federal laws and clarify language of existing policies in a manner that involves the total reprinting of the handbook; NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Golden Valley that the attached "City of Golden Valley Employee Handbook" dated May 6, 1996, which outlines the City policies and procedures related to employment is hereby adopted, and supersedes all previously adopted policies and procedures except those contained in approved union contracts. 0l�1.1 F -A4 .a ATTEST: .741 _+ -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: Anderson, Johnson, LeSuer, Micks and Russell; and the following voted against the same: none, whereupon said resolution was declared duly passed and adopted, signed by the Mayor and her signature attested by the City Clerk. n H Resolution 96-56 - Continued May 22, 1996 • • Resolution 96-56 - Continued Mav 22.1996 This handbook is designed to introduce you to some of the poli- cies and procedures that will affect you as a City employee. Neither this handbook nor any of the City's policies are intended to be a contract between the City and its employees. Policies are not terms and shall not be regarded as or construed as contractual provisions. As such, employees are free to terminate employment with the City at any time for any reason. Conversely, the City remains free to terminate employment at any time for any reason not prohibited by law. The City reserves the right, in its discretion, to change or termi- nate any provision of this handbook or to add new provisions at any time without prior notification. This handbook does not con- tain all of the information you will need during the course of your employment. You will receive information orally and through various notices. If and whenever information within this handbook conflicts with the union contracts, union contracts override the handbook information. The City encourages you to review the material contained in this handbook. If you need further clarification of policies, you are urged to discuss them with your supervisor. Policies outlined in this handbook replace and supersede all prior personnel policies, and such prior policies shall have no further force or effect. 0 City of Golden Valley, 1992, 1996 • • 0 Resolution 96-56 - Continued Organizational Charts By Division By Position Mission Statement Our Philosophy Values Expectations Employee Rights Discrimination Sexual Harassment Policies Definitions Probation Eligibility for Benefits Orientation Work Day Tardiness Employee Availability Timesheets Payroll Overtime Pay Compensatory Time Performance Evaluations Employees Covered by Union Contracts Employees Not Covered by a Bargaining Unit Seniority Promotions Conferences Uniforms Use of City Computer Equipment Driver's License Use of City Automobile Vehicle Accidents Injury on Duty Drug and Alcohol Testing Bloodborne Pathogen Exposure and Reporting Hazardous Materials/Employee Right to Know Smoking Employee Expense Report Gifts for Services Product and/or Service Endorsements Conflict of Interest/Ethical Conduct Employment of Relatives Termination/Final Pay Procedures Resignation Forwarding Address Health Insurance Life Insurance PERA Final Pay Procedure/Severence Vacation Benefits i Eligibility for Benefits ii Holidays Sick Leave 1 Maternity/Paternity Leave 1 Parental Leave 2 Funeral Leave Critical Illness Leave Military Leave 3 Jury Duty 3 Bone Marrow Donor Leave 5 5 6 6 6 6 7 7 9 9 9 10 10 10 11 11 11 12 12 13 14 14 14 14 15 15 16 16 16 16 16 17 17 17 2D May 22, 1996 Request for Leave Leave Accrual—General Leave of Absence Without Pay (Non -Medical) Sabbaticals Group Health Insurance Group Dental Insurance Disability Insurance Life Insurance Pensions Basic Fund Coordinated Fund Police and Fire Fund Unemployment Compensation Workers' Compensation Deferred Compensation Flexible Spending Accounts Credit Union Tuition Reimbursement Employee Assistance Blood Donor Club Safety Committee Gift After 25 Years of Service and at Retirement Appendix A Auto Immune Deficiency Syndrom (AIDS) Appendix B Commercial Motor Vehicle Driver Drug and Alcohol Testing Procedure Appendix C Drug and Alcohol Testing Procedure Appendix D Bloodborne Pathogen Exposure Control Policy Appendix E Family and Medical Leave Act Exhibit 1 City of Golden Valley Computer Policy 19 19 2D 21 21 22 22 22 23 23 23 23 24 24 25 25 25 26 26 26 26 26 27 27 28 28 29 29 30 30 30 31 33 37 41 47 50 • Resolution 96-56 - Continued Our Philosophy May 22, 1996 Golden Valley City employees, in harmony with their elected and appointed officials, are committed to providing the best possible services 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 and in the 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 commitments. ♦ 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 essential 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 fami- lies. ♦ Wise stewardship of public funds • We are committed to provide the best service with the funds entrusted to us. Further- more, we will emphasize long-term consideration in our fiscal management in order to protect and enhance the significant investment in our community. (continued) 5/6/96 Resolution 96-56 - Continued Mission Statement . Our Philosophy • Our Philosophy (continued) 0 Expectations May 22, 1996 ♦ Personal development Employees will be encouraged to participate in career development experiences that enhance current performances and prepare them for anticipated responsibilities. This includes, but is not limited to, challenging assignments, education, training, and participation in professional associations. ♦ Recognition Essential to our success is appropriate recognition for group and individual contribu- tions towards organizational goals. Recognition may include promotions, commenda- tions, economic reward, personal development opportunities, and/or other positive reinforcements. ♦ Support for innovation, creativity, and unique efforts As our people initiate creative effort to meet organizational goals, they can anticipate that their efforts will be supported by the Council, Manager, supervisors, and peer group. ♦ Individual participation in setting organizational direction Sound decision making is enhanced through the knowledge and participation of all our people. It also maximizes individual ownership, commitment to goal achievement, and responsible independence. ♦ High quality facilities, equipment and work environment Positive attitude, productive behavior, maximum efficiency, and effectiveness are all enhanced by the provision of these resources. ♦ Position security Positive contribution ensures position security. However, our people can expect to be apprised of deficiencies in attitude, performance, and/or behavior. They will be afforded reasonable time and opportunity to correct these deficiencies. Ultimately, employees are responsible for their own position security. ♦ Just compensation Salary and benefits must be consistent with the high standards and expectations we have of our people. 2 5/6/96 • Resolution 96-56 - Continued Discrimination May 22, 1996 The City of Golden Valley is committed to providing a work environment free of dis- crimination. No one will be hired, promoted, demoted, or discharged or in any way favored or discriminated against because of political opinions or affiliations, race, color, age, national origin, religion, sex, marital status, status with regard to public assistance or disability, or because of the exercise of rights under provisions of the Public Employment Labor Relations Act, Minnesota Statutes Sections 179A.01 to 179A.25. Additionally, the City hires only citizens and aliens lawfully authorized to work in the United States. The City's definition of disability follows that of the Minnesota Department of Human Rights, which includes, but is not limited to, employees who have cancer, AIDS (Ac- quired Immune Deficiency Syndrome), or ARC (AIDS -Related Complex), or those who have been infected with the HIV virus. Employees who have any debilitating medical condition will remain employed by the City, providing they are able to meet customary job performance standards without hazard to themselves or others. The City will make reasonable accommodation to allow employees to remain employed during the course of their disability. 0 See Appendix A for more information on AIDS. Sexual Harassment 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 violates 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, 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, report it to a department head or 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: • 0 unwelcome sexual flirtations, touching, advances, or propositions Q verbal abuse of a sexual nature 0 graphic or suggestive comments about an individual's dress or body 0 sexually degrading words to describe an individual 0 the display of sexually suggestive objects or pictures in the workplace 5/6/96 • • • Resolution 96-56 - Continued Definitions May 22, 1996 Full -Time Employee: An employee who is regularly scheduled for an average of at least 40 hours per week. A full-time employee can be classified as a regular or temporary employee. Part -Time Employee: An employee who is regularly scheduled for an average of less than 40 hours per week. A part-time employee can be classified as a regular, temporary, or seasonal employee. Regular Employee: Someone employed on a continuous, regularly scheduled basis throughout the year. Temporary Employee: Someone employed for a defined period of less than one year. Seasonal Employee: Someone employed for a defined period of less than one year. The defined period relates to "seasonal" activities of the City. Exempt Employee: An employee who is exempt from the minimum wage and overtime/pay requirements of Federal Fair Labor Standards Act. Non -Exempt Employee: An employee who is not exempt from the minimum wage and overtime pay requirements of the Federal Fair Labor Standards Act. Immediate Family: Includes spouse, children, mother, father, brother, sister, grandmother, grandfather or grandchildren of both the employee and the employee's spouse. Probation 5/6/96 All new employees are considered probationary employees during their first year of employment. If you aren't a member of a bargaining unit, you serve at the will of the City. For all employees, there are some restrictions on use of accrued vacation and sick time during the first six months of employment, unless approved by the City Manager. If you are a union member, check your contract for specific information. Resolution 96-56 - Continued Policies • Eligibility for Benefits 41 Eligibility For Benefits May 22, 1996 Regular full-time and regular part-time employees receive benefits and must work at least 20 hours per week to be eligible. Temporary or seasonal employees receive no benefits. Please refer to the "Benefits" section starting on page 21 for more detailed information. Orientation is To provide the most complete transition into the City work environment, when possible, all new Golden Valley employees will participate in an orientation program that will include a mix of formal information and informal tours. Orientation will be conducted to familiarize new employees with City facilities, departments, organizational structure, policies, and procedures. The orientation timing, content, and procedure will vary for each employee based on decisions made by individual supervisors. Work Day City office hours for full-time employees are 8 AM to 4:30 PM, Monday through Friday. Any work schedule that deviates from these hours must be scheduled by and/or approved by the department supervisor. Any overtime, take-home, or off-site work must be pre - approved by your department supervisor. The City provides a paid 15 -minute break for every four hours worked and an unpaid one -half-hour meal break during an eight-hour shift. Break times are determined by department supervisors. With the department supervisor's consent, the two 15 -minute breaks may be combined with the one -half-hour unpaid meal break for a once -a -day, one- hour meal break. The City reserves the right to change the schedule as needed. Tardiness If you know you will be tardy, it is your responsibility to inform your supervisor as soon as possible on that work day. Supervisors have the authority to request documentation of absences and to adjust pay and schedules as appropriate. 5/6/96 n 0 Resolution 96-56 - Continued Employee Availability May 22, 1996 Policies 1 Employee Availability Because you may be needed for an emergency consultation about City business or for some emergency work, you must immediately notify supervisor, in writing, of any change to your telephone number. Supervisors are required to advise the appropriate department head of all employee telephone numbers. The department head, in turn, must keep the Finance Department informed. Supervisors are responsible for having updated employee lists available at all times. Timesheets Payroll 5/6/96 All employees must complete timesheets each pay period and have them approved by their supervisors. Vacation leave, sick leave, holiday leave, and all regular and overtime hours worked must be included on the timesheet. Timesheets must be submitted to the Finance Department by 9 am of the first work day following the end of the pay period. The City uses direct deposit, which deposits employees' paychecks directly into their bank accounts on the pay date. On payday you receive a "pay stub" showing normal paycheck information (earnings, deductions, accruals). Make arrangements for this with the Finance Department. Under the City's current policy, employees are paid every two weeks on the Friday following the end of a pay period. If payday falls on a holiday, checks are deposited on the last working day before the holiday. Deviations from the standard pay procedure must be approved by the City Manager. The City reserves the right to change the payroll schedule at any time. Resolution 96-56 - Continued Policies • Overtime Pay .. • Overtime.Pay May 22, 1996 All non-exempt employees eligible for overtime pay will receive one and one-half (1'/z) times their normal hourly wage for any hours worked over 40 hours in a week. Eligible employees who are called back to work after completing a regular work day or on their regular day off are entitled to a minimum of 2 hours pay at their overtime rate. All overtime must be approved in advance by the department supervisor. If you are covered by a Union contract, please consult your current contract for details. Exempt employees are not eligible for overtime pay. If your position requires you to work a great deal of time over the normal 40 -hour work week, you may take time off during normal business hours with the 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 work weeks for supervisory employees will regularly exceed the normal 40 hours. However, the City makes accommodations for compensatory time for supervisory employees with the prior approval of their department head or City Manager. Compensatory Time Under the Fair Labor Standards Act, non-exempt employees may choose to take compen- satory time in lieu of overtime pay, if approved by the department supervisor. Compensa- tory time is earned at the rate of straight time for working more than 40 hours in a week, or at time and one-half for working more than 48 hours in a week. If you are covered by a union contract, consult your current contract for details. Performance Evaluations Employees Covered By Union Contracts Consult your current union contract for information concerning performance evaluations. 0 (continued) 5/6/96 • • • Resolution 96-56 - Continued May 22, 1996 Policies • performance Evaluations Performance Evaluations (continued)_ Employees Not Covered By A Bargaining Unit You have a right to be informed about 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 improve- ment. Non-union employees should receive annual evaluations, with results being shared with the employee and the appropriate department head. If you have questions or con- cerns about evaluation procedures, contact your supervisor or the City Manager. Seniority Regular employees covered by a union contract should refer to the contract for informa- tion on seniority and their rights associated with seniority. For full-time regular employees not covered by a union contract, seniority may be a determining factor when all the other qualifications 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. Promotions 5/6/96 A promotion is the advancement from a position in one classification to a position in a higher classification. It is the City's goal to promote qualified candidates from within whenever possible. It is also the City's goal to hire the best available person for any job opening. In a hiring situation where an internal candidate and an outside candidate appear to be equally qualified, the City will generally select the internal candidate. Any employee promoted into a new position within the City will be expected to satisfac- torily complete another probationary period. However, any earned sick leave, vacation, and other benefits may be used during this period. 9 Resolution 96-56 - Continued Policies • Conferences • Conferences May 22, 1996 To keep pace with technological advances and duty changes within any position, ongoing training is encouraged and recommended. Subject to budget approval, department heads are permitted to attend one out-of-state conference each year and division heads may attend one out-of-state conference every other year. Other employees are sent to schools and conferences as recommended by their supervi- sors. Since the costs of these conferences come out of individual department budgets, prior planning is necessary so funds are available. Any deviations from these guidelines must be approved in advance by the City Manager 0- - - - - -:: : : n -if orms To ensure that maintenance employees are properly attired while on duty, the City provides uniforms to be worn during on -duty hours. All maintenance employees must conform to the City's policy on work attire unless their supervisor judges a need for an exception. The City will contract with a vendor to provide each maintenance employee with one clean uniform each work day. Employees shall change before and after normal work hours and place soiled uniforms in the prescribed hamper for laundering. Any purchased clothing or gear must be approved on a case-by-case basis by the division supervisor. All clothing provided is subject to budgetary approval by the City Council. Use of City Computer Equipment All employees who use computers must be familiar with and adhere to the City's Com- puter Policy, which outlines the City's position on ownership and use of its computer software and hardware. The policy applies to all employees and all City -owned comput- ers, computer-related hardware (terminals, modems, printers, monitors, keyboards, etc), and software running on those computers. The Computer Policy is administered and enforced by the City's Computer Committee and approved by the Management Team. It will be modified and updated as needed. Each employee who uses a computer is required to read the Computer Policy and complete the Employee Form Regarding Use of Com- puters. See Exhibit 1 for a copy of the policy without its related appendices and forms. 10 5/6/96 • Resolution 96-56 - Continued Driver's License May 22, 1996 Policies 1 Driver's license Employees who are required to hold a valid driver's license as part of their job must immediately report any suspension, revocation, or restrictions of their driver's license to their" supervisor. Use of City Automobile If you have a valid Minnesota driver's license and need a car for City business, you can request the use of a City car. Employees operating official City vehicles may only carry as passengers other City employees on official City business and/or persons whose transportation via City vehicle is, in the opinion of the operator, in the best interest of the City. . Upon approval by their department head, employees who have official City vehicles assigned to them may be authorized to keep the vehicles at their place of residence during non-scheduled hours. These vehicles may not be used for any personal business other than commuting between the residence and the City. The IRS states that if the vehicle is non-exempt, the employee must declare this income using the commuting value method. Employees will use their timesheets to formally record commuting days. Employees operating City -owned vehicles or equipment and acting outside the scope of their official capacities may not be protected by the City's Public Liability insurance. Therefore, such conduct may result in the employee being subject to claims and litiga- tions for damages. If employees choose to use their own vehicles for City business, they may submit an expense form, approved by their supervisor, to the Finance Department for mileage reimbursement. Vehicle Accidents All accidents involving City vehicles or equipment must be reported to the police and your supervisor immediately. The police will investigate the accident scene and prepare a report, if necessary. Then, based on the information you provide, the Generale Services Clerk will complete a vehicle accident report for insurance purposes. This most be done immediately after the accident. (continued) 5/6/96 11 Resolution 96-56 - Continued May 22, 1996 Policies • Vehicle Accidents Vehicle Accidents (continued) � If you are injured in a vehicle accident while on City business, you must also complete an Accident/Near Miss form (available from your supervisor) and submit it to the Manager's office. The information you and your supervisor provide will be the basis of a First Report of Injury form to be sent to the City's worker's compensation insurance carrier. See also Injury On Duty. Injury On Duty If you are ever injured, however slightly, during the workday, immediately report it to your supervisor. You will be asked to complete an Accident/Near Miss form for your supervisor, who in turn will complete a Supervisor's Report of Injury form and then 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. These reports are reviewed by the City's Safety Committee. See also Workers' Compensation. Drug and Alcohol Testing The City has a legal responsibility to ensure a safe work environment for its employees and to protect the public by ensuring that its employees are physically and emotionally able to perform their jobs. So as a requirement for initial and continued employment, employees cannot use illegal drugs, have a drug abuse or dependence problem, or have an alcohol abuse or dependence problem. It is against City policy to possess, sell, or use drugs or drug paraphernalia on City property, including City buildings and City vehicles, except as authorized by a valid medical prescrip- tion. It is against City policy to report for work while under the influence of alcohol or drugs, except as authorized by a valid medical prescription. Minnesota Statutes state that employees will only be tested for drugs based on reasonable suspicion. The City follows this approach except for the following safety -sensitive positions: I] The Federal Highway Administration (FHWA) drug use and alcohol testing rules published February 15, 1994, require preemployment and continuing random testing of all commercial drivers. Any employee who holds a commercial driver's license and drives a commercial motor vehicle as a function of employment by the City will be subject to this requirement. See Appendix B for further information. (continued) 12 5/6/96 0 Resolution 96-56 - Continued May 22, 1996 Policies • Drug and Alcohol Testing Drug and Alcohol Testing (continued) 0 Police officer applicants who are offered positions are required to undergo drug and alcohol testing. Please see the Public Safety Department's Drug and Alcohol Testing Policy for complete details of procedures for new and currently employed officers. Your supervisor may request or require you to undergo a drug or alcohol test if there is reasonable suspicion that you: 0 were under the influence of drugs or alcohol while working, while on city prop- erty, or while operating City equipment or vehicles 0 used, sold, possessed, or transferred drugs, alcohol, or drug paraphernalia while you were working, while on City property, or while operating City equipment or vehicles 0 suffered a personal injury (as defined in Minnesota Statutes 176.011, Subd. 16) or have caused another person or employee to die or suffer a personal injury 0 caused a work-related accident or were operating or helping to operate equipment or vehicles involved in a work-related accident . 0 discharged a firearm other than: ♦ on an established target range ♦ while conducting authorized ballistics tests ♦ while engaging in recreational hunting activities ♦ for disposal of animals 40 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. Attempts to alter a urine sample or breath test or substitute a urine sample will be considered the same as a refusal to take the tests. See Appendix C for further information. Bloodborne Pathogen Exposure and Reporting If, during the course of your work, you are exposed to blood or other body fluids, you must report such exposure to your supervisor during the work shift in which the exposure occurred. You and your supervisor shall then follow the procedures and reporting provi- sions outlined in Appendix D. Some departments provide employees with an abbreviated version of Appendix D for quick reference. Check with your supervisor. 5/6/96 13 Resolution 96-56 - Continued Policies • Hazardous Materials/Employee Right to Know Hazardous Materials/Employee Right to Know May 22, 1996 If adequate safety measures are not taken, use of some materials can present hazards to the user as well as others in the immediate work area. All employees shall receive "Right to Know" training related to their use of hazardous substances before they will be al- lowed to handle these materials. Employees must sign off in acknowledgment of this training. All departments will maintain a notebook of applicable material safety data sheets (MSDS). For detailed information on handling hazardous materials, refer to the City's Safety Manual. Smoking All City buildings are smoke-free and vehicles are smoke-free unless arrangements can be made among the employees in a work area that are satisfactory to both smokers and non-smokers alike (such as a segregated smoking areas or some other arrangement). In . compliance with state law, any employee who is not satisfied with the arrangements can request a smoke-free environment. The entire City Hall building and the Brookview Clubhouse and Grill are "No Smoking" areas. Employees will be allowed to smoke outside of the buildings, but only during authorized break periods. Employee Expense Report Any reasonable business expense you incur while on City business (including mileage if you use your own vehicle) will be reimbursed. Fill out an Employee Expense Report and attach all receipts, have your supervisor approve it, then submit it to the Finance Depart- ment for payment. Gifts For Services You may occasionally be offered a gift in appreciation of your service as a City em- ployee. It is the City's policy that no employee can accept gifts for performing services that are a part of his or her job, and as such are available to all residents. Employees are also subject to the provisions of Minnesota Statutes regarding ethics and the penalties established under these laws. 14 5/6/96 • Resolution 96-56 - Continued May 22, 1996 Policies • Product And/Or Service Endorsements Product And/Or Service Endorsements 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 that 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 misinterpreta- tions concerning outside influences on a department or employee. Conflict Of Interest/Ethical Conduct City employees are expected to maintain high ethical standards as they carry out their duties. If you have questions as to what is considered ethical behavior for a City em- ployee, check with the City Manager for definition or interpretation. As a government employee, you must be impartial and responsible to the City govern- ment. You must make sure all work decisions and policies are made through proper channels, that you don't use your public employment for personal gain, and that your work inspires citizens to have confidence in the City. To help you and the City maintain these goals, ethical standards of conduct have been established, and all employees are required to disclose any possible conflicts. If, because of a blood or marriage relationship, you have a personal or financial interest in any matter that requires official City action, you can't participate in any City discus- sion nor take any official action regarding that matter in your capacity as a City em- ployee. You may not disclose any confidential information concerning property or affairs of the City without first obtaining proper legal authorization. You also may not use any confi- dential information to help the financial or private interests of anyone. You may not directly or indirectly solicit, accept, or receive any gift of substance if it could be argued that such gift was intended to influence you in the performance of your job or as a reward for any official action on your part. Such gifts could include money, services, loans, travel, entertainment, hospitality, or promises. You may not appear on behalf of anyone else's private interests before the City Council or any City Commission, Committee, or agency, nor may you represent anyone else in any action or proceeding against the interests of the City in which the City is a party. If you are authorized as part of your job to take part in any way in making a sale, lease, or • contract, you may not have a direct financial interest in that sale, lease, or contract or personally benefit financially, except as specifically authorized in Minnesota Statutes. A complete copy of this policy, which was adopted by the City Council on June 16, 1975, is on file in the City Manager's office. You may come in during normal business hours to review it if you wish. 5/6/96 15 Resolution 96-56 - Continued Policies • Employment of Relatives • Employment Of Relatives May 22, 1996 The City of Golden Valley does not restrict the full-time employment of individuals who are related by blood or marriage. However, to avoid conflict of interest, no City employee may take part in decisions to hire, retain, promote, or determine the salary of his or her spouse, family member, or blood relative. When possible, no City employee is to be assigned substantive responsibility for super- vising and directing the work of his or her spouse, family member, or blood relative. Termination/Final Pay Procedures Resignation tTo terminate employment with the City in good standing, employees are required to submit a letter of resignation to their supervisors two weeks before they leave. Depart- ment heads are required to give a four (4) -week notice. Copies of resignation letters must also be filed with the Finance Department for payroll purposes and to determine any applicable severance. Employees who terminate in good standing will receive all accrued severance benefits up to their termination date. Employees should schedule a visit with the Finance Department before the last date of employment. Forwarding Address A permanent forwarding address should be left with the Finance Department so W-2 forms can be mailed at the end of the year. Health Insurance Under the COBRA law (Consolidated Omnibus Budget Reconciliation Act of 1985), employees have the right to keep, at their own expense, group health coverage through the City. This right exists until group health coverage becomes effective at your new place of employment or for eighteen (18) months after termination, whichever is shorter. As allowed in the law, the City charges a 2% administrative fee in addition to the regular premium. Contact the Finance Department for a full explanation of your COBRA rights. Employees qualified to retire under PERA are eligible for benefits under a state law • known as Chapter 488. Chapter 488 allows these employees to continue medical cover- age at their own expense until age 65. Special rules apply at age 65, depending on the circumstances. Consult with the Finance Department before retiring for a full explanation of Chapter 488. (continued) 16 5/6/96 • 0 • Resolution 96-56 - Continued May 22, 1996 Policies • Termination/Final Pay Procedures Termination/Final Pay Procedures (continued) Life Insurance State law grants terminated employees the right to keep, at their own expense, group term life insurance coverage through the City. This right ends when group term life coverage becomes effective at your new place of employment, or for eighteen (18) months after termination, whichever is shorter. The City charges a 2% administrative fee in addition to the regular premium. OPERA 5/6/96 If you terminate your employment with the City, contact PERA to learn about your options regarding your contributions. Options vary depending on if you retire or if you terminate your employment before retirement. Final Pay Procedure/Severance If you leave your job with the City as an employee in good standing, you may be eligible for severance payment. Regular employees who leave before completing five (5) years of service can receive their accrued vacation time in pay or in time off before their termination date, at the discretion of the City Manager. Regular full-time or part-time employees who leave the City after five (5) years of continuous service can be paid for 1/3 of their unused sick leave in addition to any accrued vacation time. Employees who leave after 10 years of continuous service will additionally receive one day's pay for each full year of service to the City. Your beneficiary will receive these benefits if you die during your employment. Severance pay checks are issued two weeks after the regular final payroll check. 17 • Resolution 96-56 - Continued Eligibility For Benefits May 22, 1996 Regular full-time and regular part-time employees receive benefits and must work at least 20 hours per week to be eligible. Temporary or seasonal employees receive no benefits. Please refer to the "Benefits" section starting on page 21 for more detailed information. Holidays Regular employees receive 11 paid holidays each year, including: 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 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 part-time employees who work more than 20 but less than 40 hours per week receive holiday pay in proportion to hours worked. If a holiday falls during a scheduled paid leave period, you will receive holiday leave pay for that day. Employees covered by a union contract must check the contract for terms of holiday work and pay. 5/6/96 19 Resolution 96-56 - Continued Benefits • Vacation • Vacation • May 22, 1996 Vacation time for all regular full-time employees is earned according to years of service, unless negotiated differently at the time of hire: 0 - 5 years 2 weeks 6 - 10 years 3 weeks 11 years 3 weeks & 1 day 12 years 3 weeks & 2 days 13 years 3 weeks & 3 days 14 years 3 weeks & 4 days 15 years 4 weeks 16 years 4 weeks & 1 day 17 years 4 weeks & 2 days 18 years 4 weeks & 3 days 19 years 4 weeks & 4 days 20+ years 5 weeks No paid vacation time can be used until after the first six months of employment unless approved by your supervisor, although time does accrue during this period. Regular part-time employees who work at least 20 hours per week receive a proportion- ate amount of vacation time according to the number of hours worked each week. All vacation time must be approved by your supervisor and arranged at least two weeks in advance. You may not waive your vacation time in order to receive double pay at any time during your employment. You may accrue up to twice your annual earned vacation amount. Once you reach this maximum, no vacation time will accrue until vacation time is used. You may never accrue more than the maximum. Employees are responsible for keeping track of their accumulated vacation hours. Sick Leave Regular full-time employees earn 96 hours of paid sick leave each year and can accrue up to 800 hours. Regular part-time employees working at least 20 hours per week earn sick leave in proportion to the number of hours worked. . If you accumulate 800 hours of sick leave, additional sick leave earned is assigned one- half to vacation and one-half to sick leave for the current year. For example, of your eight hours of sick leave, four hours will accrue to sick leave and four hours will be designated vacation. You can accrue more than 800 hours of sick leave during the year if you are not sick, but at year-end your accrual will go back to 800 hours and you will be paid for any 2U (cohtinued) 5/6/96 Resolution 96-56 - Continued Sick Leave (continued) May 22, 1996 Benefits • Sick Leave hours above 800, up to a maximum of 48 hours. If you drop below 800 hours, your full eight hours of sick leave will accrue to sick leave until you again reach 800 hours. If you are granted severance pay when you retire or leave employment with the City, it will be based on your accrued balance of sick leave. Although sick leave accumulates during the first six months of employment, it can't be used until after that period. Sick leave can be used only during an actual illness, legal quarantine, personal disability, illness, or death in your immediate family or to receive dental or medical care or other preventive health measures. According to Minnesota Statutes, a parent may use personal sick time to care for a sick or injured child. If you are sick, call your supervisor as soon as possible on that work day and let him or her know you will be absent. 0 Maternity/Paternity Leave .7 Under the national Family and Medical Leave Act, after you have worked for the City for one year, you can request a leave of up to 12 weeks for the birth or adoption or a child or placement of a foster child in your home. 0 To care for a newborn, the City requires employees to first use available sick leave time. When sick leave time is exhausted, vacation time must be used. 0 To care for an adopted child or a child recently placed in your foster care, the City requires employees to first use vacation time. When vacation time is exhaused, sick leave time may be used. If you wish to take a 12 -week leave but have fewer than 12 weeks of paid leave available, you may take the remainder of the leave unpaid. Leave to care for a newborn, adopted, or recently placed foster child must be taken in consecutive weeks and must be taken within 12 months of the child's birth or placement. For more information, see Appendix E. Parental Leave According to Minnesota Statutes, parents can be granted up to 16 hours leave per year to attend their children's school conferences or classroom activities that cannot be sched- uled during non -working hours. However, you must give the City reasonable notice and (continued) 5/6/96 21 Resolution 96-56 - Continued Benefits • Parental Leave • Parental Leave (continued) must attempt to not unduly disrupt the workplace. This leave need not be paid by the City, but:vacation time or other appropriate leave time can be used as a substitute. May 22, 1996 State Statutes also allow parents to use their own personal sick leave to care for a sick or injured child. For more information, see Sick Leave, Critical Illness Leave, and Appen- dix D. Funeral Leave You may take up to three days leave (taken from accrued sick leave time) for a death in your immediate family. A one -day leave may be used for funerals of relatives other than your immediate family. Vacation time must be used for funerals of non -family members. If you are covered under a union contract, please check your current contract for details. • Critical Illness Leave Under the national Family and Medical Leave Act (see Appendix E), after you have worked for the City for one year, you can request a leave of up to 12 weeks to deal with a serious health condition or to care for a spouse, child, or parent with a serious health condition. In Federal law 29 CFR 825.116, serious health condition is generally defined as incapacity that involves continuing treatment by a health care provider (including prenatal care) and requiring absence from work of more than three days. In such in- stances, the City requires employees to use sick leave first and then use vacation time. After that, the rest of the 12 weeks would be unpaid. Leave for critical illness may be taken consecutively, intermittently, or as a reduced work week. In caring for a seriously ill parent, the law does not cover in-laws. In caring for a seriously ill child, the child must be under age 18 (unless the child is emotionally or physically disabled and cannot provide self-care). For more information on caring for a sick child, see Sick Leave. 22 5/6/96 • • Resolution 96-56 - Continued Military Leave May 22, 1996 Benefits 1 Jury Duty Members of the National Guard or the reserve forces of the United States are entitled to military leave as provided by Federal and State law. Some of your rights regarding group insurance coverage are also guaranteed under the COBRA law (Consolidated Omnibus Budget Reconciliation Act of 1985). Jury Duty Employees called for jury duty will have to use vacation time or time without pay first. The City will credit the vacation time back when it receives the check the employee gets for jury duty. This is to ensure employees do not receive double pay from the courts and the City. You can choose either to be credited with your vacation time from the City or paid by the courts and take your vacation time. Bone Marrow Donor Leave Employees who work more than 20 hours per week and wish to take a leave to donate bone marrow will receive pay for 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 you earn, such as vacation leave or sick leave. Leave Accrual—General Employees who work part -rime for 20 hours or less per week are not eligible' for accrued leave time. Regular part-time employees who work more than 20 hours per week receive holiday, vacation, and sick leave benefits on a proportional basis calculated from the 41 number of hours worked in an average week. Temporary and seasonal employees do not accrue any benefits. 5/6/96 23 Resolution 96-56 - Continued Benefits O Leave of Absence Without Pay (Non -Medical) • Leave of Absence Without Pay (Non -Medical) May 22, 1996 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 vacation time is used up.'Leave of absence to protect your job with the City while you look for or accept employment elsewhere are not permitted unless the City Manager determines it to be in the City's best interests. Employees on an unpaid leave of absence will not accrue ben- efits described in this handbook, including holiday pay, vacation time, sick leave, and insurance benefits, nor can they earn seniority or accrue time toward step increases. If you need to extend your leave because of personal hardship, you must have the City Manager's approval. For information on taking an unpaid leave of absence for medical' reasons, see Maternity/Paternity Leave, Critical Illness Leave, and Appendix E. Sabbaticals The City Manager, the Director of Public Works, the Director of Public Safety, the Director of Parks and Recreation, the Director of Planning and Development, and the Finance Director are eligible for a sabbatical leave program. Conditions for participation are listed below. 0 The employee must have six years of service with the City. 0 The sabbatical must be pre -approved by the City Council. 0 The sabbatical must be taken to participate in an executive training institute or aca- demic program of a similar nature. 0 The sabbatical must be limited to two months or less (full salary and benefits are covered for that time). 0 Only one of the above mentioned employees may be gone at any one time. 0 Costs, including tuition, housing, and one trip to and from the location, must be shared by the employee and the City. 0 The employee must remain employed with the City for one year after the sabbatical ends, or else reimburse the City for it's share of the costs. • 24 5/6/96 0 • Resolution 96-56 - Continued Group Health Insurance May 22, 1996 Benefits • Group Health Insurance All eligible City employees are offered a choice of group health plans. Information on each of these plans is available from the Finance Department. The City provides each employee an amount of money, determined yearly by the City Council, to be applied toward health insurance costs. Dollar amounts may differ for management employees, non -management employees, and employees represented by unions. Each employee must purchase at least a single coverage policy from one of the approved carriers and notify the Finance Department of all covered dependents. Any money remaining from the City's contribution after you purchase group health insurance may be applied to an approved deferred compensation plan or added to your gross income. Federal and State law grants you the right to keep, at your own expense and for a limited time, group health coverage through the City if you terminate your employment with the City. For details, see Termination/Final Pay Procedures, Health Insurance. Group Dental Insurance The City offers group dental insurance, and employees may choose either single or family coverage. Dental insurance will be paid by the City from any money remaining from your allotment after you purchase group health insurance. Otherwise you can choose to pay for it yourself. Informational brochures and enrollment forms are available from the Finance Department. Disability Insurance 5/6/96 The City will pay the full cost of a group long-term disability insurance plan for you, as long as it is budgetarily feasible. Contact the Finance Department for the name of the carrier. If you are a union employee, check your current contract for language that excludes disability insurance. 25 Resolution 96-56 - Continued Benefits I Life Insurance - 0 Life Insurance May 22, 1996 All eligible employees receive group term life insurance equal to one and one-half (11/z) times their 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. The amount of this insurance will be based on your salary as of the previous December 15th. If you wish to buy supplemental insurance (up to a maximum of $200,000), you may do so as an after-tax payroll deduction. Please contact the Finance Department for eligibil- ity information and enrollment forms. Pensions All eligible public employees participate in the Public Employees Retirement Associa- tion (PERA), as per Minnesota Statutes Chapter 353. Benefits are paid from one of three different funds: Basic Fund Employees contribute 8.23% of their salary to PERA, the City contributes 10.73%, and neither contribute to Social Security. (This fund is no longer open to new membership.) Coordinated Fund Employees contribute 4.23% of their salary to PERA, the City contributes 4.48%, and both contribute to Social Security and Medicare. Police and Fire Fund Police officers and full-time fire personnel contribute 7.6% of their salary to PERA and the City contributes 11.4%. Police officers and firefighters hired on or after April 1, 1986 contribute 1.45% to Medicare. The City matches the Medicare contribution. • 26 1 5/6/96 • C: Resolution 96-56 - Continued Unemployment Compensation May 22, 1996 Benefits • Unemployment Compensation 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. Workers' Compensation Employees who experience a job-related injury or illness are covered by Worker's Compensation insurance, which provides payment for medical expenses plus lost income. The City is enrolled in a certified managed care plan, which requires employees with work-related injuries to receive medical treatment from providers participating in the managed care plan network. Contact your supervisor or the Finance Department for details. If you suffer an injury or illness in the course of your employment, a claim must be filed with the City's Worker's Compensation insurance carrier. As soon as possible after you become ill or suffer an injury, your supervisor completes a Supervisor's Report of Injury, which the Manager's staff uses to complete a claim form to send to the carrier. If you lose time from work because of a work-related injury or illness, complete the appropriate section on your time sheet. Any checks you receive from the Worker's Compensation carrier will buy back your sick leave time from the City after you turn that check over to the Finance Department. Deferred Compensation 5/6/96 Deferred compensation programs postpone receipt of a portion of your income until a later date, usually after retirement. When you enroll in the program, the portion of your income deferred is not considered income for State and Federal tax purposes until you receive it. Then it is taxable as ordinary income. The Finance Department has informa- tion on deferred compensation programs available through the City. According to IRS regulations, the City may approve an employee's request for early withdrawal of funds in the event of a "unforseeable financial emergency." To maintain (continued) 27 Resolution 96-56 - Continued Benefits • Deferred Compensation • Deferred Compensation (continued) May 22, 1996 the integrity of the City's deferred compensation plans, which are meant to be strictly retirement plans, the City applies the following standards to early withdrawal requests: 0 An employee will be granted, at most, only one early withdrawal from the City's deferred compensation plans. If an employee had balances in both deferred com- pensation plans, he or she would be allowed only one early withdrawal from one of the plans. Q The City can request from an employee whatever documentation it feels is neces- sary to prove the "unforseeable financial emergency". This documentation would include personal financial statement(s), divorce decree, court judgment(s), and so on. If the City believes that the documentation received does not show an unforseeable financial emergency, the request will be denied. IV�exible Spending Accounts Flexible Spending is a way of paying for certain expenses with pre-tax dollars (per IRS Code Section 125). Payroll deductions for Flexible Spending Accounts are made before federal, state, and FICA or Medicare taxes are computed. The City offers three Flexible Spending Accounts: medical premiums, medical expenses, and day care expenses. Employees who have payroll deductions for medical premiums are automatically enrolled in the medical premium account. The other two accounts are optional. Employees are allowed to elect their pre-tax dollar amounts at the beginning of the plan year or if there is a change in family status. The City allows a maximum of $3,000 for the medical expense account. The IRS allows a maximum of $5,000 in the day care account. For more information or to enroll in the program, contact the Finance Department. The City's Flexible Spending plan is administered by DCA, Inc. Credit Union All employees are eligible to join the City -County Credit Union, which offers a variety of services to its members, including checking, savings, savings bonds, car loans, and more. • Once you join, you can "sponsor" relatives for memberships. Brochures and enrollment forms are available in the City Manager's office. 28 5/6/96 • LI Resolution 96-56 - Continued Tuition Reimbursement May 22, 1996 Benefits 1 Tuition Reimbursement Full-time employees taking job-related education courses are eligible to receive a 50% reimbursement for tuition and books when the course is completed. To receive reim- bursement, employees must: 0 have prior course approval from their supervisor and the City Manager 0 receive a grade of "C" or better, or a passing grade on a pass/fail system (a copy of the transcript must be provided) 0 not claim or secure reimbursement from another agency or source that would provide a total reimbursement of more than 100% If a supervisor and/or the City Manager asks an employee to attend some type of training session or class, the City will pay all associated costs. Employee Assistance 5/6/96 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. However, there may be times in your life when you experience problems that are difficult to deal with. The City expects you will make every effort to try and work out your problems, using outside help, if necessary, so your work doesn't suffer. To help you in this process, the City contracts with a company that provides employee assistance services. This is a confidential diagnostic and referral service. 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 inclusive: 0 parent/child relationships 0 marital problems Q behavior problems 0 drugs and alcohol Q emotional and mental disorders 0 personal adjustment difficulties 0 miscellaneous legal problems There are several clinic offices in the Metropolitan area for your convenience. To find a location near you and schedule a confidential appointment, call 451-9108. To ensure confidentiality, the City is never given the names of employees who use this service. The only information it receives is the number of employees using the service during a three-month period. 29 Resolution 96-56 - Continued Benefits • Blood Donor Club • Blood Donor Club May 22, 1996 Full-time employees and their spouses and children are eligible for membership in the Employees' Blood Donor Club. If you have questions about the club or are interested in membership, check with Blood Drive Coordinator Ron Christenson. Safety Committee The City's Safety Committee is comprised of employees from a cross-section of depart- ments that meet once a month to discuss relevant safety issues. The Committee discusses injury reports from the previous month in an effort to find safer ways to accomplish tasks throughout the City. It also discusses any safety items submitted via the suggestion boxes located in each work area and refers them, as necessary, for appropriate action. The Committee plans various safety seminars that are presented for the benefit of employees. • Membership on the Safety Committee is for a one- or two-year period. -If you are inter- ested in serving on this Committee, contact the City Manager's office for details. Gift After 25 Years of Service and at Retirement The City may give a gift of up to $100 to recognize employees who attain 25 years of service and employees who retire after more than five years of employment. The City Manager will determine the exact amount of such a gift after receiving a request memo from the appropriate supervisor. U 30 5/6/96 • Resolution 96-56 - Continued May 22, 1996 Acquired Immune Deficiency Syndrome (AIDS) AIDS is characterized by a defect in a person's natural immunity against disease. People who: have AIDS are vulnerable to serious illnesses that would not be a threat to anyone whose immune system was functioning 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 investigators, but 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 sever- ity 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. Fur- thermore, persons do die from ARC because their impaired immune systems are unable to resist other diseases. The AIDS virus is spread by sexual contact, sharing needles or, less commonly, through transfused blood or its components. The virus may also be transmitted from infected mother to infant during pregnancy or birth. Risk of infection increases for people who have multiple sexual partners, either homosexual or heterosexual, or share needles while using drugs. However, AIDS is preventable. By eliminating or avoiding these behaviors, a person will greatly reduce his or her risk for getting AIDS. Most persons infected with the AIDS virus have no symptoms and feel well. Some develop symptoms such as tiredness, fever, loss of appetite and weight, diarrhea, night sweats, and swollen glands (lymph nodes)—usually in the neck, armpits, or groin. Anyone who has these symptoms for more than two weeks should see a doctor. Casual contact with infected persons does not place others at risk for getting AIDS. There is no risk of getting AIDS from daily contact at work, school, or home. No cases have been found where the virus was transmitted by casual household contact with AIDS patients or infected persons. Infants with AIDS have not transmitted the infection to family members living in the same household. The City of Golden Valley does not discriminate against persons who have AIDS, ARC, or who have been infected with the HIV virus. Employees who have any medical condition, including AIDS or ARC, will remain employed providing they are able to meet customary job performance standards without hazard to themselves or to others. Within reason, employees who have medical conditions, including AIDS or ARC, will be reassigned to other jobs or have their jobs restructured so they can remain employed. As necessary, medical documentation will be requested to support requests for job restruc- turing or reassignment. 5/6/96 31 • Resolution 96-56 - Continued Commercial Motor Vehicle Driver Drug and Alcohol Testing Procedure Pre-employment Alcohol and Controlled Substance Testing May 22, 1996 After a conditional offer of employment but before the first time a driver operates a commercial motor vehicle, the driver must submit to testing for alcohol and controlled substances. The test must show a breath alcohol concentration less than 0.02 and a verified negative result for controlled substance use. Any job offer is contingent on meeting these standards. The test will be administered in accordance with the City of Golden Valley Drug and Alcohol Testing Procedure and Federal Highway Administra- tion (FHWA) regulations. The job applicant must also provide written authorization to release the following information from all employers for the previous two years: 0 Information on the driver's alcohol test that indicated a breath concentration of 0.04 or greater and on controlled substance tests that indicated a positive result. 0 Information on any refusal to submit to a required alcohol or controlled substance test. Post -Accident Alcohol and Controlled Substances Testing As soon as practicable following an accident involving a commercial motor vehicle, each surviving driver shall be tested for alcohol and controlled substances when: 0 there is a fatality 0 the driver receives a citation under state or local law for a moving traffic violation and one or more of the vehicles has to be towed from the accident scene, or a person injured in the accident receives medical treatment away from the scene of the accident Testing will be administered by non -City public safety personnel. If two hours have elapsed from the time of the accident and the driver has not submitted to an alcohol test, the supervisor shall prepare and maintain in the employee's departmen- tal personnel file a record stating the reason a test was not promptly administered. The supervisor shall continue attempts to perform an alcohol test within eight hours of the time of the accident. The employee must provide a urine sample for a drug test within 32 . hours of the occurance of the accident. (continued) 5/6/96 33 Resolution 96-56 - Continued May 22, 1996 Appendix B I Commercial Motor Vehicle Driver Drug and Alcohol Testing 0 Commercial Motor Vehicle Driver Drug and Alcohol Testing (continued) A driver who is subject to post -accident testing must remain available or will be deemed to have refused testing. A driver subject to post -accident testing must refrain from consuming alcohol for eight hours following the accident, or until he/she submits to an alcohol test, whichever comes first. Failure to comply with these provisions is cause for disciplinary action up to and including termination. Nothing in this policy should be construed as to require the delay of necessary medical attention for injured people following an accident, or to prohibit a driver from leaving the scene of an accident to obtain necessary emergency medical care or to obtain assistance in responding to the accident. Random Alcohol and Controlled Substances Testing Random alcohol and controlled substances testing shall be conducted in accordance with the following requirements: 0 Using the average number of driver positions, a minimum of 25 percent will be tested annually for alcohol and a minimum of 50 percent will be tested annually for controlled substances. 0 All tests will be unannounced and spread reasonably throughout the calendar year. 0 Drivers selected for random tests shall proceed immediately to the testing site upon notification of being selected. 0 If a driver selected for a random test is on vacation or an extended medical ab- sence, another driver will be selected for testing. 0 The procedures for random selection of drivers for testing is described in a sepa- rate document, available upon request. Return to Duty Testing If a driver engages in prohibited conduct regarding alcohol misuse, he or she shall undergo a return -to -duty alcohol test indicating a breath alcohol concentration of less than 0.02 before returning to duty requiring performance of a safety -sensitive function. If a driver engages in prohibited conduct regarding controlled substance use, he or she shall undergo a return -to -duty controlled substances test indicating a verified negative result before returning to duty requiring performance of a safety -sensitive function. In the event a return -to -duty test is required, the driver must also be evaluated by a substance abuse professional or medical review officer and participate in any prescribed assistance program. (continued) 34 5/6/96 • Resolution 96-56 - Continued May 22, 1996 Appendix B • Commercial Motor Vehicle Driverl Drug and Alcohol Testing Commercial Motor Vehicle Driver Drug and Alcohol Testing (continued) Follow -Up Testing Following a determination that a driver needs help resolving problems associated with alcohol misuse and/or use of controlled substances, the driver is subject to announced follow-up alcohol and/or controlled substances testing as directed by the substance abuse professional or medical review officer. The driver shall be subject to a minimum of six follow-up controlled substance and/or alcohol tests in the first 12 months, for up to 60 months. Retention of Records Records of alcohol and controlled substances tests and results will be maintained in accordance with FHWA regulations. Alcohol and controlled substances test results and other information acquired in the testing process will not be disclosed to another em- ployer or to a third party individual, governmental agency, or private organization without the written consent of the person tested unless permitted or required by law or court order. Documents will be retained according to the following schedule: • Alcohol test results indicating a breath concentration of 0.02 or greater 5 years • Verified positive controlled substance test results 5 years • Refusals to submit to required alcohol or controlled substance tests 5 years • Required calibration of evidential breath testing devices (EBTs) 5 years • SAP/MRO evaluations and referrals 5 years • Records related to the collection process (except calibration and required training) 2 years • Negative and cancelled controlled substance test results 1 year 0 Alcohol test results indicating a breath alcohol concentration less than 0.02 1 year 5/6/96 35 • Resolution 96-56 - Continued Drug and Alcohol Testing Procedure May 22, 1996 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: 0 acknowledge you've seen and read the City's drug and alcohol testing policy 0 indicate any prescription or over-the-counter drugs you may be taking or have recently taken, and any other information you think is important to the reliability of, or explanation for, a positive test result 0 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 will be followed in keeping with rules adopted by the Commissioner of the Minnesota Depart- ment 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 analysis methods and procedures to ensure reliable drug and alcohol testing results, including standards for initial screen- ing and confirmatory tests. Retention and storage procedures for all samples will comply with the rules adopted by the Commissioner of the Minnesota Department of Health. All samples (except breath samples from an initial screening test) that produced a positive result will be saved and properly stored for at least six (6) months. The testing laboratory will run two tests on your sample: 171 an initial screening that looks for common classes of drugs or alcohol 0 a confirmatory test that looks for specific data as to drugs or alcohol that may have been detected in your initial screening The testing laboratory will prepare a written report indicating the drugs, alcohol, or their metabolites tested for, the types of tests conducted, and whether the test produced negative or positive results. That report will be sent to the City within three (3) working days after it receives final test results. Within three (3) working days of receiving the test results, the City will inform you, in writing, the results of your test and your right to receive a copy. If your confirmatory test result is positive for drug or alcohol, the City will also inform you, in writing, of your rights under Minnesota Statutes. Those rights are: 1. Within three (3) working days of receiving your positive test result, you can give the . City any further information to explain it. (continued) 5/6/96 37 Resolution 96-56 - Continued Appendix C • Drug and Alcohol Testing • Drug and Alcohol Testing (continued) May 22, 1996 2. Within five (5) working days of receiving your positive test result, you can request a confirmatory re -test of the original sample, at your own expense. (Under Federal Highway Administration regulations, employees must request within 72 hours.) Within three (3) working days of this request, the City will notify the original testing laboratory that you have asked for a confirmatory retest, or to transfer the sample to another licensed laboratory for the retest. If the confirmatory retest does not confirm the original positive test result, you will not be discharged, disciplined, discriminated against or asked or required to partici- pate in rehabilitation. 3. If your drug or alcohol confirmatory retest is positive, you won't be discharged unless you refuse an opportunity to help yourself. You will be given the opportunity to participate in a drug or alcohol counseling or rehabilitation program, whichever is determined most appropriate. Appropriateness will be determined by the City Man-. ager after consultation with a certified chemical use counselor or a physician trained to diagnose and treat chemical dependency. Counseling or rehabilitation program . costs 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 result on a confirmatory test after you complete a program. This confirmatory test can be conducted without prior notice up to two years after you complete a program. (Under Federal Highway Ad- ministration regulations, employees are subject to follow-up testing a minimum of six times within the first 12 months after reinstatement; they are subject to additional testing for up to 60 months after reinstatement.) 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 tempo- rarily 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. Such actions will be taken if the City believes it reasonably necessary to protect the health or safety of you, your co-workers, or the public. The first time you are requested to undergo drug or alcohol testing, the procedure and results will be handled as previously described. If drug or alcohol abuse prevent you from performing your job or is a direct threat to the property or safety of others a second time during your employment with the City, your supervisor will recommend to the City Manager that you be discharged. (continued) 38 5/6/96 0 - Resolution 96-56 - Continued May 22, 1996 Appendix C • Drug and Alcohol Testing Drug and Alcohol Testing (continued) The City will not disclose your test results or any other information acquired in the testing process to any third party individual, another employer, governmental agency, or private organization without your written consent, unless permitted by law or court order. If you are disciplined according to this drug and alcohol policy, there are some appeal procedures you may pursue. 0 Employees covered under a collective bargaining unit agreement may choose to seek relief under the terms of that agreement by contacting their union and starting griev- ance procedures. C3 Civil Service employees that have completed probation may appeal to the Civil Service Commission, which will provide an appropriate hearing. Civil Service em- ployees that have not completed probation have no right of appeal to the Civil Service Commission. 0 Veterans may have additional rights under the Veteran's Preference Act, Minnesota Statute 197.46. • 0 The rights of non-union employees have been established by Minnesota Statutes. 5/6/96 39 c: Resolution 96-56 - Continued May 22, 1996 Bloodborne Pathogen Exposure Control Policy To provide employees with information necessary to prevent the spread of infectious disease in the workplace, the City requires adherence to the provisions and procedures outlined in this policy. At -Risk Employees City employees defined as at risk for exposure to infectious diseases transmitted through blood or body fluids are those designated as first responders to accident and crime scenes. The only job classifications with these duties are police officers and firefighters. No other employees are consid- ered at risk, even if they administer first aid incidental to their responsibilities. However, any City employee handling situations involving blood or body fluids must follow procedures outlined in this policy. Types of Risk/Exposure Exposure to bloodborne pathogens occurs when an employee has direct contact with blood or body fluids. This could occur when dealing with bleeding accident victims and persons with open or infected wounds, or while administering CPR. Public employees, particularly those in Public Safety, may encounter such situations during: 0 calls to homes with unsanitary conditions Q combative situations, especially where bleeding occurs 0 extrication at auto accidents • body cavity searches • investigations of crime scenes, particularly if knives, needles, or razor blades are present • investigations of death scenes, especially if body fluids are oozing from the corpse 0 contact with persons who state they have Hepatitis B or HIV, or are members of a known risk group for these infections, such as: O intravenous drug users O alcohol abusers O hemophiliacs O sexually promiscuous, homosexual, or bisexual persons Work Rules for Exposure Control Employees exposed to blood or body fluids will observe universal precautions. This means all blood and body fluids are treated as if known to be infectious for HIV, Hepatitis B, or other bloodborne pathogens, using the following procedures: 1. Hand Washing—Hands and other skin surfaces must be washed thoroughly as soon as possible if contaminated with blood or other potentially infectious materials to which universal precautions apply. Hands should always be washed after gloves are removed, even if the gloves appear intact. (continued) 5/6/96 41 Resolution 96-56 - Continued Appendix D • Bloodborne, Pathogen Exposure Control Policy • May 22, 1996 Bloodborne Pathogen Exposure Control (continued) Work Rules for Exposure Control (continued) Hand Washing (continued) Handwashing should be done with warm water and soap, using appropriate facilities such as utility or restroom sinks. Hands must not be washed in a sink where food preparation may occur. After hands are dried, it is advisable to apply hand cream. Waterless antiseptic hand cleaner should be provided to employees when hand washing facilities are not available. Employees are advised to wash their hands at the earliest opportunity after using the waterless antiseptic hand cleaner. 2. Protective Clothing—Employees will be provided disposable gloves, goggles, and face masks. Disposable gowns and impervious shoe covering will be available for unusual cases where great volumes of blood or other potentially infectious materials may be present, such as the scene of homicides, violent assaults, autopsies, etc. Q Disposable gloves must be worn when employees are involved with emergency patient care. Where multiple patients are present, the employee shall change gloves, if possible, before beginning care on another patient. Q Goggles must be worn in cases where blood or other potentially infectious materials may be splashed. 0 Face masks should be worn any time goggles are worn. 0 Employees must use personal protective equipment except in rare and extraordinary circum- stances. Such circumstances occur when, in an employee's professional judgment, use of personal protective equipment would prevent delivery of health care or public safety services or would pose an increased safety hazard to the employee or other associates. When an em- ployee makes this judgment, the circumstance shall be investigated and documented to deter- mine whether changes can be instituted to prevent future occurrences. 0 Contaminated disposable items must be discarded in a leakproof plastic bag that is red in color or marked with the international bio -hazard symbol. 0 Employees should avoid handling personal items such as combs and pens while wearing contaminated gloves. Contaminated gloves should be removed as soon as possible and dis- carded in a leak -proof bag. 0 If uniforms or clothing become soiled by blood or other potentially infectious materials, employees must change to a clean uniform or clothing as soon as possible. 3. Laundry 0 All contaminated laundry (ie, uniforms, towels, blankets) should be handled by employees wearing gloves and placed in a leakproof plastic bag or container marked with the international bio -hazard symbol or color -coded to alert others of the potential danger. Soiled uniform items may be decontaminated by laundering according to the manufacturer's instructions. • 0 The laundry service receiving the laundry must be advised of the contents. 0 Boots and leather may be scrub -brushed with soap and hot water to remove contamination. 42 5/6/96 • Resolution 96-56 - Continued May 22, 1996 Appendix D • Bloodborne Pathogen Exposure Control Policy Bloodborne Pathogen Exposure Control (continued) Work Rules for Exposure Control (continued) 4. Housekeeping 0 All equipment and work areas must be cleaned and decontaminated after contact with blood or other potentially infectious materials. D Work areas shall be cleaned with an appropriate disinfectant as soon as possible after a spill of blood or any other potentially infectious material. Q Wastebaskets and other receptacles likely to be contaminated shall be inspected and cleaned regularly. Wastebaskets must be color -coded and/or display the bio -hazard warning label. 0 Wastebaskets and receptacles that are visibly contaminated shall be cleaned immediately. 0 Eating, drinking, smoking, applying cosmetics or lip balm, and handling contact lenses are prohibited in work areas where there is a reasonable likelihood of occupational exposure. Q Food and drink shall not be kept in refrigerators, freezers, shelves, cabinets, or on countertops where blood or other potentially infectious materials may be present. 5. Resuscitation Equipment—Employees are discouraged from giving mouth-to-mouth resuscita- tion to non -breathing victims. Treatment using pocket masks with one-way valves, disposable airways, or resuscitation equipment is preferred. Durable equipment, such as face masks and resuscitation equipment, must be thoroughly washed and cleaned with disinfectant after each use. 6. Needles and Sharp Objects 0 Employees shall take precautions to prevent injuries caused by needles, knives, broken glass, razor blades, or other sharp instruments, devices, or debris that can puncture or lacerate skin. • Police employees must use caution when searching prisoners for weapons or contraband or when searching small areas or crevices in containers, vehicles, and buildings. • Sharp objects located and inventoried by the police department must be placed in puncture - resistant containers or packaged to render the objects harmless to anyone handling them. Evidence containers or sheathing material must be labeled with the bio -hazard warning label, color -coded, or both. Procedures Following Exposure A significant exposure occurs when blood or infectious materials come into direct contact with eyes, nose, mouth, into an open cut, or by a needle puncture injury. Employees who are experience a significant exposure or a situation where a significant exposure is likely to have occurred must: 0 report the incident to the supervisor on duty as soon as possible 173 complete a short form report describing the incident completely. The report will document specifi- cally the method of potential transmission of the infectious disease. 5/6/96 43 Resolution 96-56 Continued Appendix D • Bloodborne Pathogen Exposure Control Policy May 22, 1996 Bloodborne Pathogen Exposure Control (continued) Procedures Following Exposure (continued) First responders who have extensive training and can identify significant exposure need only report significant exposure to their supervisor. The supervisor will complete the required notice of injury forms and determine if the exposure is significant. If the exposure is significant: 0 the supervisor will file a Communicable Disease Exposure Report 0 the employee will report to North Memorial Medical Center, advise hospital staff of the exposure or potential exposure, and complete a communicable disease exposure report form. The medical evaluation and follow-up shall be confidential. 0 employees without current vaccination for Hepatitis B will have the option of vaccination at City expense. 0 North Memorial Medical Center will test the source individual's blood as soon as feasible after consent is obtained to determine the presence of Hepatitis B virus or HIV. If the source individual declines to give consent, the department shall establish that legally required consent cannot be obtained. When the source individual's consent is not required by law, the source individual's blood, if available, shall be tested and the results documented. When the source individual is already known to be infected with Hepatitis B or HIV, testing of the source individual's blood need not be repeated. 0 results of the source individual's testing shall be made available to the exposed employee, and the employee shall be informed of the applicable laws and regulations concerning disclosure of the identity and infectious status of the source individual. 0 The exposed employee's blood shall be collected as soon as feasible and tested after consent is obtained. If the employee consents to baseline blood collection but does not give consent for HIV testing, the sample shall be preserved for at least 90 days. If when in 90 days of the exposure incident the employee elects to have the baseline sample tested, such testing shall be done as soon as feasible. Training Employees not at risk will receive basic training on work rules related to handling blood or body fluids as part of the annual right -to -know training on hazardous materials in the workplace. Police and Fire employees considered at risk for occupational exposure will be provided more extensive training at the time of initial assignment to tasks where exposure may take place. Annual refresher courses will be provided. Additional training shall be provided as technology and medical research dictate. • 44 5/6/96 • n U Resolution 96-56 - Continued May 22, 1996 Appendix D • Bloodborne Pathogen Exposure Control Policy Bloodborne Pathogen Exposure Control (continued) Hepatitis B Vacination Free Hepatitis B vaccinations will be provided to all employees at risk for occupational exposure after they receive training regarding Hepatitis B. New employees, or employees who are reassigned to jobs that place them at risk for occupational exposure, must receive Hepatitis B training and be offered the vaccination within 10 days of first date of employment. Employees may decline the vaccination if they sign a waiver acknowledging that the risks associated with contracting Hepatitis B have been explained. Employees who initially decline the Hepatitis B vaccination can decide to be vaccinated at a later date. Employees not at risk for occupational exposure have the option to be vaccinated for Hepatitis B at City expense following exposure to bloodborne pathogens in the workplace. Record Keeping Medical Records—Medical records are confidential and are not released to any person within or outside the City without an employee's written consent, except as required by rule or law. The record must include a copy of the employee's Hepatitis B vaccination record, including dates of vaccination or copies of refusal forms. Medical records will be maintained for the duration of employment, plus 30 years, in a file separate from the employee's personnel file. Training Records—The City will keep a record of all training provided to personnel, including date and content of the training and a roster of employees in attendance. Training records will be main- tained for a minimum of three years from the date of training. Responsibility General Employees—It is the responsibility of the employee to be aware of the types of infectious diseases that can be transmitted by blood or body fluids. Employees are responsible for participating in City training and for using protective equipment provided by the City as necessary. Supervisors—Supervisors are responsible for monitoring the activity of at -risk employees to be certain that the provisions of this policy are obeyed. They are also responsible for maintaining the appropriate level of personal protective equipment. Any supervisor observing an infraction of this policy or observing a hazardous condition involving infectious disease transmitted by blood or body fluid must report that condition to his or her supervi- sor. 5/6196 45 • • Resolution 96-56 - Continued Family and Medical Leave Act May 22, 1996 The Family and Medical Leave Act (FMLA) went into effect August 5, 1993. For members of a union, the law took effect January 1, 1994, when the 1993 union contract expired. To be eligible under the FMLA, you must have been employed for at least 12 months and have worked 1,250 hours in that time (employees who work 40 hours a week work 2,080 hours a year). Conditions Leave is granted under four conditions: 0 to care for a newborn baby Q to care for an adopted child or a child recently placed in your foster care Q to care for a spouse, child, or parent with a serious health condition Q to deal with a serious health condition of your own For additional information, see Maternity/Paternity Leave and Critical Illness Leave. FMLA leave consists of 12 weeks during a 12 -month rolling period. The City may request that you first use accrued vacation and/or sick time as part of this leave. After that, the rest of the 12 weeks would be unpaid. Only 12 weeks of leave per year can be taken regardless of how many reasons occur. For example, if you take 10 consecutive weeks off to care for a newborn, and later in the year a parent becomes seriously ill, you may only take two more weeks off. Married couples who work for the same employer in the same location will be restricted to a combined total of 12 weeks for certain types of leave. To take a leave, an employee must give the City 30 days notice if the condition is per- ceivable. If the condition is not perceivable, notice must be given as soon as possible. Employees wishing to take leave should contact their supervisor to work out a schedule first. The supervisor will then present the leave to the appropriate Department Head and City Manager for final approval. The Finance Department must also be notified for payroll purposes. Under the law, the employer has the right to: 0 ask questions to determine if the requested leave falls under the FMLA 0 ask for certification of a medical condition from the health care provider 0 require a physician's statement, with recertification when asked by supervisors, from employees taking leave for a serious health condition (either their own or that of a spouse, child, or parent) 0 count paid leave taken after an FMLA-qualifying event or after the commencement of a serious health condition against an employee's 12 -week FMLA entitlement. 5/6/96 47 Resolution 96-56 - Continued Appendix E • Family and Medical Leave Act • Family and Medical Leave Act (continued) Benefits While On Leave May 22, 1996 Employees do not lose seniority while on leave. Upon return from FMLA leave, employ- ees must be allowed to return to the same or equivalent job (in pay and responsibility level). The highest paid 10% of all salaried employees are not guaranteed job reinstate- ment. Employees also retain all earned benefits while on leave, although sick leave and vaca- tion time accrue only if you are using sick leave or vacation time while on leave. Health care coverage must continue as if the employee were still employed, with the employer making the same contribution toward medical premiums. For employees who have single coverage, the City pays the premiums but not any deferred compensation contribution or additions to gross income (see section on Group Health Insurance). For employees who have family coverage, the City and employee contribute the same dollar amount as before the leave was taken. If the employee decides not to return to work by choice (not because of the continuation of a serious health condition), he or she must reimburse the City for any premiums paid while they were on leave. 10 If you choose not to return to work, your termination date will be considered the date you were scheduled to return. However, you still must pay any medical premiums paid on your behalf while you were out on leave. • 48 5/6/96 • Resolution 96-56 - Continued Employee Name Department Has the employee worked for the City of Golden Valley for at least 12 months? ❑ Yes ❑ No Has the employee worked at least 1,250 hours in the 12 months preceding the requested leave? ❑ Yes ❑ No Reason for the leave (check one): ❑ birth of a child ❑ adoption of a child or placement of a foster child ❑ care for a seriously ill child or parent (list relationship and attach a physician's statement): _ ❑ serious health condition (attach physician's statement) Start date: • Length of leave: ❑ Consecutive leave ❑ Intermittent leave (attach a proposed schedule approved by the supervisor) Signatures Employee Supervisor Department Head City Manager Date Date Date Date 22, 1996 Resolution 96-56 - Continued �fthl bit 1 I. Introduction City of Golden Valley Computer Policy May 22, 1996 A. Purpose Golden Valley's Computer Policy exists to inform employees of the City's position on ownership and personal use of software and hardware and to ensure that all employees use computer systems in the most consistent, efficient, and proper way possible, thereby achieving the maximum possible benefit. B. Scope This policy applies to all employees of the City of Golden Valley and all City -owned computers, com- puter-related hardware (terminals, modems, printers, monitors, keyboards, etc), and software running on those computers. This includes, but isnot limited to, GIS, Water department control systems, and connections to computers systems at the State of Minnesota, LOGIS consortium, and Hennepin County. C. Modifications The City of Golden Valley Management Team and Computer Committee will adhere to and enforce this policy but reserves the right to modify this policy as needed. D. Definitions Computer Committee: Group designated by the City Manager to help define the role of the Computer and come up with computer polices needed at the City of Golden Valley. For more information, see Appendices C and D. Directory/Subdirectory: Logically defined subdivision of a physical mass storage device. GIS: Geographic Information Systems Login Name: Personal code used to gain access to network services. MIS: Management Information Systems, or data processing. Network Supervisor: Person that handles day to day functions of the network server (see Appendix D). Network. This includes any references containing the word "network" such as "local area network (LAN)", "network drives", and so on. It refers to the computer used as the network file server, all compo- nents used in conjunction with that server, and all components used to connect computers, such as hubs, wiring, interface cards, etc. Password: Confidential code used to gain access to network services. Workgroup Manager. • Employee who helps the network supervisor with some support and troubleshoot- ing within a department (see Appendix D). II. Software and Hardware . A. Copyright Infringement Employees are prohibited from making unauthorized copies of any copyrighted software that is owned or leased by the City. The Network Supervisor must approve the copying of any software from one computer to another. Failure to abide by federal copyright laws will expose the City, and the employee involved, to criminal and civil liability. 5/6/96 51 Resolution 96-56 - Continued Exhibit 1 • Computer Policy May 22, 1996 This applies equally to the act of bringing software from a home computer or any other location to be used on City computers. All software loaded onto City computers, including software for both network and local disk drives (C:), must be pre -approved by the Network Supervisor or the Computer Commit- tee. To prove legal ownership of software, the original diskettes and manuals must be stored on City property. The Network Supervisor or Workgroup Manager will periodically check for software that may be in violation of this policy. B. Virus Protection Employees should have all floppy disks checked for virus infections by the network supervisor. No information shall be copied to any personal computer or network server unless the disk has been checked for viruses. This is mandatory. C. Development All software programs developed for use by the City of Golden Valley become the property of the City. These software programs may not be sold or distributed in any manner without the written consent of proper City authorities. This includes, but is not limited to: • all applications built using a database management system like RBASE or Access • all spreadsheets using Lotus or Excel • macros done in Word for Windows or any other word processor • all presentation graphics created in PowerPoint of Freelance Graphics This policy may not apply to custom software developed by a third -party vendor, in which case a written contract would expressly spell out ownership rights. For more information on software development, see "Personal Use of City Hardware and Software". D. Acquisition The Budget Team and Computer Committee must approve all software and hardware purchases. They will authorize software and hardware consistent with the design and architecture of the City's data processing platform. Appendices A and B list currently authorized software and hardware. All hardware and software requests for the following budget year must be submitted to the Network Supervisor on the appropriate request form by July 1. The Computer Committee will review the requests and make purchase recommendations to the Budget Team. If the recommendation is satisfactory, it will be presented in the Budget to the City Council. Adhering to a standard list of software and hardware is important because it allows easy sharing of data and peripherals and because the City does not have enough resources to support a large number of hardware types or multiple software packages that perform the same function. E. Configuration The Network Supervisor must approve any configuration changes to a computer. This includes, but is not limited to: • The operating system. In MS-DOS, this would include changes to the CONFIG;SYS or AUTOEXEC.BAT files, network -related files such as NET.CFG or SHELL.CFG, and any other files that relate to how the computer and software is configured. This is to ensure proper operation of both your computer and the entire network system. • The network login. This would be the personal login script for setting up a user on the Novell Netware network. 52 5/6/96 Resolution 96-56 - Continued Mayy 22, 1996 Exhibit 1 • computer Policy 111. Network The purpose of a local area network is to share software, data, and hardware resources among individuals, workgroups, and departments. The following items pertain to that network environment. A. Security 1. Login Names Login names will consist of the first eight characters of the first letter of the user's first name and the user's full last name (eg, John Doe = JDOE). First and/or second letter of the first name will be used in the event of duplicates. 2. Passwords All network login passwords should be kept confidential. The network Supervisor may need to know a user's password to allow for software testing and network maintenance. In all other cases, the Network Supervisor must give approval before a password can be revealed to another user. Users are prohibited from providing passwords to outside vendors. The System login password will change every 45 days. If you forget your password, call the Network Supervisor. 3. Supervisor The login names of the Network Supervisor and LOGISSUP (LOGIS Supervisor) shall have full network supervisory rights. The password of the Supervisor login name will be known by the Network Supervisor, backup personnel, and the PC Specialist. Personnel with full access rights will use those rights for maintaining the network only. B. File Storage Each network user is assigned a personal subdirectory, a workgroup common directory, a citywide shared directory, and possibly other specialized directories that can be used for storing City business files (see Appendix E). In every case, the user is expected to remove files from these subdirectories when they are no longer useful. Network disk space is not unlimited, and the Network Supervisor will periodically archive and remove files that have not been used for a long time. AI backup tape will be made of files on the network server each evening between 11 pm and midnight. All users should sign out during this time so one full backup can be completed. C. Workgroup Managers Workgroup Managers will help the network supervisor monitor use of the network and help with ques- tions or problems that arise City-wide. Each workgroup manager will also monitor department personal computers to make sure copyright infringement and viral scanning is followed. IV. Personal Use of City Hardware and Software City employees may use City -owned computer hardware and software for personal work during non- business hours upon approval by their Department Head. However, employees may not run unauthorized software—either from floppy disks, CD ROM, or hard disk—on any City computer without approval from the Network Supervisor; even during non -business hours (this is to reduce the risk of virus infection). See also "File Storage". V. Use of Computer Games Supervisors will decide how to regulate the use of computer games in their departments. The City will not purchase games; however, Windows features "Solitaire" and "MineSweeper" and Workgroups features those two games as well as "Hearts". The Computer Committee does not advocate use of these games during the work day, and the games can be taken off computers if needed. 5/6/96 53 • 0 is rxo�)UIuuun 96-56 - Gonimuea OVN City of Golden Valley Employee Handbook Declaration I, , have received a copy of the City of Golden Valley Employee Handbook. I agree, as a condition of my employment, to adhere to the policies contained within this Handbook. Signature Date iR=- • E KeSviuuun an-ob - Continued May 22 1996 City of Golden Valley Employee Handbook Amendment Declaration have received the following replacement pages for the Golden Valley Employee Handbook (list page and policy): I agree, as a condition of my continued employment, to adhere to these policies. Signature Date