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Home My WebLink AboutOrd1977-437 5/9/77 DS / j es . . . e e CITY OF SEWARD, ALASKA ORDINANCE NO. 437 AN ORDINANCE REPEALING CHAPTER 17 OF THE CODE OF THE CITY OF SEWARD, AND ESTABLISHING A NEW CHAPTER 17 AS A PERSONNEL ORDINANCE FOR THE CITY OF SEWARD, ALASKA THE CITY OF SEWARD, ALASKA, ORDAINS: Section 1. Chapter 17 of the Code of the City of Seward is hereby repealed. Section 2. A new Chapter 17 of the Code of Ordinances of the City of Seward is hereby established which shall be in the substance and form of the attached Personnel Regulations which are incorporated herein by reference. Section 3. Chapter 17 prevails over any conflicting provisions of the Code of Ordinances of the City of Seward. Section 4. This ordinance takes effect ten days after passage and approval. PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, this 13th day of June, 1977. CITY OF SEWARD, ALASKA -&!~e1.~ Mayor FIRST READING: SECOND READING: ADOPTION: AYES: NOES: ABSENT: May 9, 1977 May 23, 1977 June 13, 1977 Gillespie, Hugli, Neve' and Oldow Vincent Mott ATTEST: APPROVED AS TO FORM: ~h;;'~~ City Clerk-Treasurer HUGHES, THORSNESS, GANTZ, POWELL & BRUNDIN Attorneys for the City of Seward, Alaska ~'iII~ Ranald H. Jarrell (City Seal) " a a "Personnel Regulations'" ~ ~ TABLE OF CONTENTS CHAPTER PAGE 1 OBJECTIVES AND SCOPE---------------------------------------- 1 Section 101 Authority-----------------------------~-------------- 1 102 Purpose---------------------------------------------- 1 103 Scope------------------------------------------------ 1 104 Police Standards Act--------------------------------- 2 105 Amendments------------------------------------------- 2 2 ORGANIZATION AND DELEGATION OF AUTHORITY-------------------- 2-4 Section ~ 201 202 202.1 202.2 202.3 202.4 202.5 Purpose---------------------------------------------- 2 Responsibility and)Authority------------------------- 2 City Council-------------------------------------- 2 City Manager-------------------------------------- 2-3 Department Heads---------------------------------- 3 Supervisory Personnel----------------------------- 3-4 All Employees------------------------------------- 4 3 POSITION CLASSIFICATION------------------------------------- 4-6 Section 301 302 303 304 304.1 304.2 304.3 304.4 304.5 304.6 304.7 305 306 ~ The Classification Plan------------------------------ 4 Class Specification---------------------------------- 4-5 Purpose Of The Classification Plan------------------- 5 Development and Administration----------------------- 5 Allocation of Positions-~------------------------- 5 Maintenance Of The Classification Plan------------ 5 Position Description------------------------------ 5 New Positions------------------------------------- 6 Reorganization Of Department---------------------- 6 Position Review----------------------------------- 6 Effective Date Of Change-------------------------- 6 Status Of Incumbents In Reclassified Positions------- 6 Assignment of Leadworker Duties---------------------- 7 'r' ?ersonnel Regulations :2APTER PAGE ~ SALARY ADMINISTRATION---------_____________________________ 7-15 Section -- --- ...-.... 401 402 403 404 405 406 407 408 408.1 408.2 408.3 408.4 408.5 408.6 409 410 411 411.1 411.2 411.3 411.4 411.5 412 413 414 415 415.1 415.2 416 ) 417 418 419 419.1 419.2 419.3 Pay Plan---------------_____________________________ 7 Standards For Development Of The Pay Plan----------- 7 Development Of The Pay Plan And Pay Schedule-------- 8 Administration Of The Pay Plan-------------------___ 8 Entrance Pay Rate--------___________________________ 8 Step Increase------------___________________________ 8-9 Permanent Part-Time Employment----__________________ 9 Pay Rate Adjustments-----___________________________ 10 Transfers--------________________________________ 10 Promotion-----------_____________~_________~_____ 10 Reassignment--------_____________________________ 10 . Reinstatement-------__________________________~__ 10 Reinstatement Of Veteran-----------______________ 10 Layoff-----------____~___________________________ 11 Compensation During Temporary Assignment---------___ 11 Hours Of Work----------__________~------------------ 11 Overtime-------------_______________________________ 11 Time And One-Half--------________________________ 12 Doub1etime-------------________________________-_ 12 Overtime Pay For Police Officers----------_______ 12 Exceptions For Shift Rotation------------________ 12 Shift Differential-------________________________ 13 Clothing Allowance-----_____________________________ 13 Pay For Employees Designated As Leadworker---------- 13 Pay For Employees Designated As Trainee------------- 13 Changing Pay Range Assignments--------______________ 14 Reassigned To Higher Pay Range-------------______ 14 Reassigned To Lower Pay Range-------_____________ 14 Longevity Reward---------___________________~_______ 14 Retirement---------------___________________________ 14 Insurance And Medical Benefits---------------------- 14-15 Effective Date Of Changes In Pay-------------------- 15 Regular Merit And Probationary Increases--------- 15 Promotions, Reassignments And Reinstatements----- 15 Exceptions------------___________________________ 15 ~ RECRUITAlliNT--------------------------__________________---- 15-16 Section 501 Policy----------------------------------------______ 15 502 Recruitment-----------------------------____________ 16 503 Job Announcements and Publicity---------____________ 16 504 Application Form--------------______________________ 16 505 Physical Examination------------____________________ l6-16A 506 Rejection Of Applicants--------------______________- 16A-l7 :sr~~nnel RegUlations~ INDEX e PAGE SELECTION-------------------------------------------------- 17-19 :E-~DTER . Section 601 602 603 604 605 606 606.1 606.2 606.3 607 608 Selection Devices----------------------------------- 17 Security-------------------------------------------- 17 Open Competitive Selection-------------------------- 17 Promotional Selection------------------------------- 17 Method Of Rating------------------------------------ 18 Probationary Period--------------------------------- 18 Reassigned Employee Probationary----------------- 18 Promoted Employees Probation--------------------- 18 Reinstated Employee Probation-------------------- 18 Temporary Appointments------------------------------ 19 Emergency Appointments------------------------------ 19 PERFORMANCE EVALUATION------------------------------------- 19-23 Section . 701 702 702.1 702.2 702.3 703 703.1 703.2 704 705 706 707 708 709 710 711 712 Purpose--------------------------------------------- 19 Periods Of Evaluation------------------------------- 20 End Of Probationary Period----------------------- 20 Annual---------_--------------------------------- 20 Special------------------------------------------ 20 Performance Evaluations----------------------------- 20 Rating Officer----------------------------------- 20 Reviewing Officer-------------------------------- 20 Review Of Performance Report---------------------~-- 21 Unsatisfactory Evaluation--------------------------- 21 Employee Appeal Procedure-------------------~------- 21 Disciplinary Action------------------------~-------- 21 Disciplinary Action Procedure----------------------- 21-22 Suspension Without Pay------------------------------ 22 Reassignment For Disciplinary Reasons--------------- 22 Reassignment Without Prejudice---------------------- 22-23 Administration-------------------------------------- 23 ~ EMPLOYEE DEVELOPMENT--------------------------------------- 23-24 Section 801 802 802.1 . Purpose--------------------------------------------- 23 Development And Administration---------------------- 23-24 Department Head-------------------~-------------- 24 ?er~9nne1 Regulations INDEX :a~ER PAGE ~ GRIEVANCE PROCEDURE-------------___________________________ 25-2 Section 901 902 903 904 905 906 907 908 909 , 910 911 Po1icy-----------~-_________________________________ 25 Definition Of A Grievance---~----------------______ 25 Discussion Of A Problem With Supervisor-----________ 25 Grievance Procedure------___________________________ 25-26 Employee Representation-----________________________ 26A Disciplinary Action-----------______________________ 27 Violation Of A Grievance Procedure----------________ 27 Time Limits----------_______________________________ 27 Extension Of Time Limits--------____________________ 27 No Discrimination------______________~___________~__ 28 City Manager--------________________________________ 28 10 ANNUAL LEAVE--------_______________________________________ 28-34 Section 1001 1002 1002.1 1003 1004 1005 1006 1007 1007.1 1007.2 1007.3 1007.4 1007.5 1008 1009 1010 1011 1012 1013 1014 1014.1 1014.2 1015 1016 1017 1018 11 DELETED Annual Leave Entit1ement--------_________~__________ 28 Annual Leave Accrual Rate-----------____~___________ 28 Administrative Policy------______________________ 28 Leave Accrual While Employee Is On Paid Leave------- 29 Computation Of Leave Accrual For Permanet Part-Time Employees---------------____________________________ 29 Temporary ApPointments Leave Accrual-------------___ 29 Maximum Of 720 Hours That Can Be Accumulated-------- 29 Annual Leave Use---------------_____________________ 29 Timing Of Use---------------_____________________ 29 Regular Use Of Annual Leave-------------~--______ 29 Amount Of Leave That Must Be Taken--------------- 30 Recognized Holiday Occurring In Leave Time------- 30 Use Of Annual Leave For Illness------------------ 30-31 Exceptions------------------_____________________~-- 31 No Cash In Of Annual Leave--------------------______ 31 Terminal Leave----------------______________________ 31 Reinstated Employee Leave-----------------__________ 31 Military Leave------------------____________________ 32 Jury Leave----------------------____________________ 32 Leave Without Pay-------------______________________ 32-33 Purpose And Conditions----------_______________-_ 33 Education Leave Without Pay------________________ 33 Change Of Anniversary Date Due To Leave WIO Pay----- 33 Unauthorized Leave-------------_____________________ 33 Education Leave With Pay------______________________ 33 Pregnancy Leave---------------______________________ 34 Personnel Ragulations ~ e e INDEX CHAPTER PAGE ~ HOLIDAYS WITH PAY------------------________________________ 34-35 Section 1201 1202 1203 1204 1205 Recognized Holidays With Pay---------_______________ 34 Holiday Falling On Saturday Or Sunday----------_____ 35 Holiday During Annual Or Sick Leave----------_______ 35 Holiday Between Two Days Of Leave W/O Pay----------- 35 Computation Of Holiday Pay For Permanent Part-Time Employees--------------_____________________________ 35 13 SEPARATIONS-----___________________________________________ 35-37 Section 1301 1301.1 1301.2 1302 1303 1304 1305 1306 . Resignations---------_______________________________ Withdrawal Of Resignation-----___________________ Failure To Give Adequate Notice----------________ Layoffs-~---------__________________________________ Dismissal For Disciplinary Reasons-----_____________ Dismissal Without Prejudice---------________________ Dismissal Notice Or Severance Pay--------------_____ Retirement--------__________________________________ 35 35 36 36 36 37 37 37 SPECIAL PROVISIONS-------__________________________________ 37-40 Section 1401 1402 1403 1404 1405 I~~EX Gifts And Gratuities-----___________________________ 37 Outside Employment----______________________________ 38 Employment Of Family Members--------_________-______ 38 Travel Expenses------_______________________~_______ 39 Moving Expenses For New Employees--------___________ 39-40 SCHEDULE I -PAY RANGES . .. PERSONNEL REGULATIONS CHAPTER I Objectives and Scope Section 101 AUTHORITY It is the purpose of this manual to establish a system of uniform personnel policies and procedures that shall improve the quality of personnel administration consistent with such merit principles as: (a) Recuiting, selecting and advancing employees on the basis of their relative ability, knowledge and skills, including open consideration of qualified applicants for initial appointment. (b) Providing equitable and adequate compensation. (c) Training employees, as needed, to assure high quality performance. (d) Develop employees and improve their performance by correcting any inadequate performance. (e) Assuring fair treatment of applicants and employees in selection, promotion, training and all other aspects of personnel administration without regard to political affiliation, race, national origin, sex, age, or religious creed and with proper regard for their privacy. (f) Assuring that employees are protected against coercion for partisan political purposes and are prohibited from using their official authority for the purpose of inter- fering with or affecting the result of an election for a nomination for office. 103 SCOPE The scope of this manual includes a compilation of policies and procedures for personnel administration of all non- elected employees of the City, except where this manual con- tradicts specific terms of a collectively bargained agree- ment covering employees, in which case the collectively bargained agreement will prevail. This personnel manual shall control in all areas in which a collectively bargained agreement and the manual are not in conflict. :~~sonnel Regulations ~~ction ~ e :04 POLICE STANDARDS ACT . The Seward Police Department shall be subject to these Personnel Regulations and, in addition, shall observe all rules and regulations in the Police Standards Act, July 7, 1972, and where these regulations and the Personnel Regu- lations are in conflict, the Police Standards Act shall prevail. 105 AMENDMENTS Major amendments to this manual of personnel policies and procedures shall be made only by ordinance. Minor changes and interpretations of these regulations may be made by the City Manager. The pages so affected shall be typed by the Personnel Director, upon passage of each ordinance, and copies distributed to each employee for insertion and/or replacement in their copies of the Personnel Regulations book. CHAPTER II Organization and Delegation of Authority 201 PURPOSE . Proper organization and delegation of authority are essential to effective City government administration and management. The responsibilities and authorities delineated in this Chapter are intended to establish a clear understanding of the role that each segment of City government must play in order to create and administer a sound personnel managment program. 202 RESPONSIBILITY AND AUTHORITY 202.1 City Council: The City Council shall have overall responsibility and authority regarding personnel matters including, but not limited to the following. (a) Approve the City's budget including requests for personnel management funds. (b) Approve personnel policies and procedures developed by the City Manager. (c) Approve work rules established for the efficient operation of the City's work force. (d) Appoint City Manager, City Clerk, and City Attorney. 202.2 City Manager: The City Manager shall have the responsi- bility and authority to: . (a) Administer the personnel policies and procedures adopted by the City Manager and approved by the City Council. (b) Establish and maintain records of all employees in the City service, which shall include the class title, pay and other pertinent data. ~~- }'~:=-sonnel Regula tionE " 202.2 City Manager (cont'd) (c) pevelop and administer an affirmative action program to provide for equal opportunity in all aspects of City Personnel Administration. (d) Foster and develop in cooperation with appoint- ing authorities and others, programs for the improvement of employees' effectiveness and pro- ductivity, including training, safety, health, counseling and welfare. (e) Maintain the classification and pay plans. (f) Administer the City's recruitment and selection program. (g) Insure uniformity in the application of discipline and processing of employee grievances. (h) Prepare and adopt such forms, reports and pro- cedures as may be necessary to carry out the City's personnel program. . (i) Appoint and dismiss all City administrative officers except those appointed by the council .as stated in the Charter. 202.3 Department Heads Department heads shall have the responsibility and authority to: (a) Enforce the personnel policies and administer the merit system in their department, (b) Keep employees in their departments informed of current personnel policies and procedures. (c) Participate in the grievance procedures as specified. (see Ch. 9) (d) Appoint employees to vacant positions within their respective departments in accordance with estab- .llshed personnel rules and procedures.. (e) Develop training programs for employees within their respective departments. (f) Take corrective action within their respective departments and delegate such authority to supervisory personnel as deemed appropriate. (g) Conduct orientation for all new employees. Such orientation shall include introduction to fellow workers, work standards, safety regulations, break periods, supplies, etc. (h) ,Has appointing and dismissal authority over all. employees under the department head's jurisdiction as delegated by the City Manager, subject to the approval of the CityUanager. 202.4 Sunervisory Personnel Supervisory personnel shall have the responsibility and authority to: (a) (b) Implement personnp.l policies, rules and reg.ulations in the units under their supervision. Take corrective action concerning ~~p~oyees under their sup~rvision and make rec6cmendations as. to hiring, firing, trans:fer, promo.tions and. personnel evaluations. . ?ar~,onnal RegUlation~ ":<....? vv~ . 303 e CLASS SPECIFICATION (cont'd) lninimurn qualification requirements for entrance into a class. Special requirements, where appropriate, such as license or certification shall also be included. PURPOSE OF THE CLASSIFICATION PLAN The Classification Plan is an administrative tool that pro- vides a system of standardized titles and common job language and is critical to the effective administration of personnel activities such as: (a) Manpower planning and budgeting. (b) Establishing jOb performance standards. (c) Establishing fair and equitable pay. (d) Developing training programs. (e) Developing valid selection and recruitment programs. (f) Establishing appropriate career lines. 304 DEVELOPMENT' AND AmnNISTRATION . . The City Manager shall have authority for the overall ad- ministration of the Classification Plan. In developing the classification plan, he shall consult department heads, key staff, employees and other technical resources as appropriate. 304.1 Allocation of P6sitions: The City manager shall analyze and evaluate the duties, responsibilities and qualifi- cations.required of each position in the classified service and then allocate each position to the appro- priate class. 304.2 Mainienanceof the Classification Plan: Th~ City Man- ager shall periodically review the entire classification plan or any part thereof at his own initiative or at the reannable request of a department head or groups'of employees'; provided however that such a review shall be conducted at least once annually. The purpose of such review shall be: (a) To ascertain whether or not the plan accurately reflects existing conditions. (b) To determine the accuracy of class specifications. (c) To assure that positions are properly classified. 304.3 Position Descriptions: Position descriptions shall be supplied and kept current by each City department for each position under the department's jurisdiction. subject to the approval of the City Manager. .,;;:- Personnel Regulatior " 202.4 SuperVisory Personnel (cont'd) (c) (d) (e) (f) Train new employees and participate in the development of other employees. Evaluate employee performance. (see Ch. 7) Participate in the grievance procedures as specified. (see Ch. 9) In the case of the Personnel Director, conduct orientation for all new employees and have issued to each a copy of current personnel regulations and position descriptions which outlines job duties; such orientations shall include but not be limited to pay plan, insurance and retirement benefits. 202.5 All Employees: Employees of the City shall be presented with a copy of these personnel rules on the hiring date and shall have the responsibility to: Section (a) Read these rules and ask the immediate supervisor to explain these rules if questions arise. (b) Understand the function of the department to which they are assigned and how that function relates to the total mission of the City and all of its depart- ments. (c) Discuss with the immediate supervisor any questions relating to the interpretation or application of these rules, either informally or formally through the grievance procedure. (d) Bring to the attention of the immediate supervisor any change in duties as outlined on the position description form given to the employee at hiring. (e) Submit in writing recommendations or comments to these rules to the City Manager. CHAPTER III Position Classification 301 THE CLASSIFICATION PLAN The Classification Plan is the grouping of positions into appropriate classes which are similar with respect to duties and responsibilities. Each class in the classification plan shall be designated by a descriptive title and defined by a class specification. 302 CLASS SPECIFICATION Class specifications are written descriptions of positions of each class included in the classification plan. Specification- shall include a class title, a general statement of duties ant responsibilities, typical examples of duties performed, and " ;-,:,::-50nnel Regulations e e ::CS ASSIGNMENT OF TEMPORARY SUPERVISOR DUTIES . f,,:,ction L'"""'! _oj ~ . Whenever an employee, who is performing the same duties as other employees in the same class, is assigned limited super- visory duties (ie, maintaining a balanced workload among a group, keeping record of work production and attendance of employees in the same entrance salary and which duties do not jus.tify realloca-tion to a supervisory class, the department head may request the City Manager to designate the incumbent as a temporary supervisor. All temporary supervisor assign- ments shall be reviewed annually by the. City Manager to insure the temporary supervisor criteria is current. This is a temp- orary classification and should not be used to avoid the pro- visions of the Personnel Regulations; in particular, caution shall be used to avoid using the temporary supervisor concept as a means to financially reward senior worker. CHAPTER IV Salary Administration PAY PLAN The Pay Plan shall include the schedule of pay ranges, con- sisting of minimum, intermediate and maximum rates of pay for all classes of positions in the classified service. The objectives of t~e Pay Plan shall be to: (a) Provide an appropriate salary structure to recruit and retain competent employees. (b) Provide appropriate pay incentives for hig.h employee productivity. -s-~2 STANDARDS FOR DEVELOP~lENT OF THE PAY PLAN . The development of the Pay Plan shall be directly linked with the Classification Plan and shall be based on the principle of equal pay for equal work. Pay ranges within the Pay Plan shall be determined with due regard to such factors as: (a) The relationship between classes (b) The relative difficulty and responsibility of work. (c) The availability of applicants. (d) 'l'he prevailing rates of pay in both public service and private industry in the appropriate recruiting market. (e) Cost of living factors. ?ersonnel Regulations 3D4 (cont I d) 304.4 New Positions: When a new position is proposed or established, the department in which it is created shall provide a written job description to the City Manager, who shall determine the proper classification Or prepare a new classification description, if an appropriate classification does not exist. 304.5 Reorganization of Department: Whenever reorganization of a department, or action of the City Council causes the duties of a position to change, or a position appears to have been incorrectly allocated, the City Manager shall, at the request of the department head or a permanent employee affected by the reclassification, investigate the duties of the position in question. After conferring with department officials and the employee involved, and reviewing all relevant data, the City Manager shall recommend to the council any major reclassification of the position to the appropriate class. Reclassification shall not be used to avoid the provisions of the personnel rules dealing with layoffs, demotions, promotions or dismissals. 304.6 Position Review: Each position in the City service shall be reviewed by the City Manager annually, or at the request of the department head, or by a permanent employee affected by the review to ascertain whether it is correctly classified. The department head and permanent employee shall be notified in writing of the decision. 304.7 Effective Date of Change: Classification actions shall be effective on the first day of the pay period follow- ing determination by the City Manager. 305 STATUS OF INCUMBENTS IN RECLASSIFIED POSITIONS In all cases of reclassification, the employee in the position shall be entitled to examine and compete for the reclassified position. If ineligible for appointment to the reclassified position, the employee shall be transferred or reassigned by appropriate action in accordance with the provisions of these rules. -,- e Personnel Regulations e S~cti..OE. .v> ".J J)!i:VELOPMENT OF THE PAY PLAN AND PAY SCHEDULE Th~ City Manager shall be responsible for developing the pay "plan and pay schedule through the use of standards described above and in consultation with the City Council and employees. 404 ADMINISTRATION OF THE PAY PLAN 405 . 406 . 'I'.he City Manager shall be responsible for administering the pay plan and keeping it current through periodic reviews and comparative studies of pertinent factors affecting levels of pa.y. 404.1 Cost of Living Allowance: The pay plan will be adjusted on an annual basis on or before July I to reflect a cost of living allowance (COLA) based o~ the quarter ending June 30 of the Anchorage Metropolitan area figure pub- lished by the Bureau of Labor Statistics, for all employe- es in the classified service, provided that changes made in the pay plan to reflect a cost of living allowance will be effective July 1. ENTRANCE RATE The entrance pay rate shall ~ormally be the minimum rate in the pay range prescribed for the class. A department head, subject to the approva?- of the City }.Ianager, may make an appointment above the entrance pay rate shall be granted only \vhen there are no available candidates at the entrance rate, or in recog- nition of exceptional qualifications. In no instances, shall an appointment be made above Step "C", except at the Department Head level. In no instance will an appointment be made above the minimum step when qualified applicants are available at the minimum entrance rate. . Appointments can be made at a rate below the minimum for the class on a trainee basis. All CETA appointments shall be made as trainee appointments. (see Sec. 414) STEP INCREASES A new employee after serving a six (6) month probationary period of satisfactory performance shall receive a step increase. An employee who has transferred to a new position and who must serve a probationary period, does receive a prObationary step increase. A probationary step increase is a special, one time only step increase. The employee is eligible if performance is satisfactory for ~n annual step increase on each anniversary da:te thereafter up to Step "I". Where the department head feels that an employee has not demonstrated satisfactory service of a progressively greater value to the City during the past ann- i~~rsary year, he may suspend the step increase for a period of time during which certain specific improvements must be made. Personnel Regulations 406 STEP INCREASES (cont'd) Notice of such deferral and reasons for it shall be given to the employee in writing, with a copy to the City Manager, prior to the end of the anniversary year. The suspended step increase may be approved at any time during the extended perioa when the department head believes the employee has achieved satisfactory improvement. (see Sec. 705) The suspended in- crease is not retroactive when finally given and the anniversary date is accordingly moved to the new date of the approved step increase. A Special Merit Increase (equivalent to one step) shall be granted to an employee for outstanding performance, when justified in writing by the department head to the City Manager. This increase is in addition to normal merit step increases and does not affect the anniversary date. Department heads may recommend employees for special merit increases in recognition of: (a) Outstanding service. (b) Special acts of accomplishment. (c) Achievements in additional and job related education or specialized training (outside normal working hours and other than required by the City) which enables the individual to do his work more effectively and from which the City tends to benefit. ~07 PERMANENT PART-TIME EMPLOYMENT Permanent part-time employees shall be compensated on an hourly basis equivalent to the hourly rate established for the regular full time employment at Step A of the pay range for the actual number of hours worked in each payroll period. Appointment shall be in probationary status, and probationary pay increase shall be awared (if earned) when hours worked have a cumulative total of 1,040 hours which is equivalent to a six (6) month probationary step increase as in 406. A step increase shall be awarded (if earned) when hours worked have a cumulative total of 2,080. Part-time employees who worked an average of 80 hours a month out of the year, shall be entitled to Group Life and Health Insurance and Retirement benefits after working a total of 4,160 hours. (see Sec. 417) . ___________-:- if- ~~=sonnel Regulations e .; :::~ . . . e PAY RATE ADJUSTMENTS The following personnel actions shall affect the pay status of an employee in the manner described: 408.1 Transfers: When an employee is transferred from one c.las3 to another with a common pay -range I he shall continue to receive the same rate of pay. (See Sec. 503 last sentence) 408.2 Promotion: When an employee is promoted from one class to another having a higher pay range, the employee shall receive an increase of no-t less than one pay step (2?t%). If the employee's current rate of pay is below the mini- . mum rate of the higher class, the pay shall be increased to the minimum rate of the higher class. If the employees current rate of pay falls within the range of the higher class, the pay shall be adjusted to the next higher pay .step in the range for the higher class which is at least equal 'to a step increase above his current pay rate. Anniversary date shall change to effective date of pro- motion. 408.3 Reassignment: When an employee is reassigned for cause, or for administrative purposes, the pay shall be adjusted to fit the jOb according to principles of classification and equal pay for equal work. 408.4 Reinstatement: (a). Reinstatement of employees who have resigned: No preferential pay treatment will be given to reinstated employees. 'The principles of job classification and equal pay 'for equal work, which includes work experience shall apply as if. to a new employee. . (b) Resignation of a special nature which as, but not {imited to, family illness or education leave (up to two (2) years and with prior approval of the City Manager) have reinstatement rights according to arrangements in writinR at the time of resignation and if the job is available. 408.5 Reinstatement of Veteran: A City employee who returns from military leave shall be reappointed in accordance with the United States Code Annotated Title 50, War and National Defense Military Selective Service Act of 1967; Section 459, Separation from Service (a), (b). (c), (f) . and (g). . _ltJ-- ~e~sonnel Regulations .;;:;8 PAY RATE ADJUSTMENTS (cont'd) 408.6 LayoEf: When an employee, following layoff, is re- employed in the same class from which he was laid off, he shall be placed in the same step that he occupied at the time of layoff. Wl1en the employee is re-employed in a class having a lower pay range, his rate of pay shall be assigned according to standard principles of jOb clas- sification and equal pay for equal work. f09 COMPENSATION DURING TEMPORARY ASSIGNMENT Whem an employee is temporarily assigned to a position with a higher pay range for a period of thirty' (30) calendar days or more, he shall be paid at the first step of the higher pay range, or ~e shall be granted a one step pay increase, whichever is higher, for the full period worked in the temporary assignment. An employee who is temporarily assigned to a position with a lower pay range, for any period, shall not receive a reduction in pay. No such temporary assignment shall exceed six (6) months. ~lO HOURS OF WORK Regular working hours of City employees shall consist'oI a five day week, eigh t hours a day, 40 hours a week. The standard ' work week shall consist of the period from midnight Sunday to the following midnight Sunday. The standard work ~ay shall ~onsist of the period f~om midnight.t~ midnight. Uriless other- wise provided, the hours. of regular employment for City em- ployees shall bB from 8 a.m. to 5 p.m. with an hour for lunch. Different schedules to meet departmental operating needs shall be established and altered by department heads with approval of the City Manager. Temporary shifting of employees working hours to meet routine needs shall be dOhe as necessary and approved by the department head. Hl OVERTIME All overtime payment will be received by all employees except for department heads. All overtime worked must have the approval of the department head concerned prior to its performance, except in cases of emergency that preclude such prior arrangements and shall be paid in accordance with Federal and Sta.te laws. The department foreman or other person in charge of providing emer- gency service shall see that it is properly recorded. The department head shall review the record and certify to the eom- troller overtime approved for payment as soon as practicable thereafter. (see Sec. 411.3) _11-'" .r'=-.J..~ ~ll . . . OVERTIME. (cant.) e 411.1 Time and One-Half Overtime: Overtime hours paid at time and one-hal.f shall be paid in accordance with applicable provisions of the Alaska Wage and Hour Act. (a) Employees who are requested to work overtime on a Saturday or evening which is not in their standard work week shall be paid at time and one-half for all hours worked on such Saturday or evening, whether or not they have worked less than forty (40) hours in the week. . 411.2 Doubletime: Overtime hours paid at doubletime shall be defined as follows:' Employees shall be paid at double their rate of ~ay for all hours worked on a Sunday, or the employee's second day off, or a recognized City holiday, as approved by the department head. Where an employee's day off do not fall on a Saturday and Sunday, the first day off shall be considered the "'Saturc1ay" and the second day off shall be considered the "Sunday". 411.3 Overtime for Police Officer, Police Chief and Police . Lieutenants: Police Officer, police lieutenants, and 'police chief who.are. required to attend a court session while not on regular duty shall be entitled to over- time pay. The police chief and police lieutenants when required to work a double shift in the place of a regular police officer who is sick, on vacation, etc., shall be entitled to overtime pay when called out on an invest~ igation while not on regular duty. 411.4 Exceptions for Shift Rotation: An exception to over- time pay for work over eight (8) hours in a twenty- four (24) hour period is that due to shift rotation, provided there has been off-time of at least eight (8) hours between shifts. --IJ..~ Personnel Regulation~ 411 OVERTI~lli (cont'd) 411.5 Shift Differential: Shift differential compensation applies to all employees of the City of Seward on the following basis: (a) The employee who is assigned to swing shifts shall receive two and one-half (2!) percent additional pay to his regular salary for the period he serves on swing shift. (b) The employee who is assigned to the graveyard shift shall receive five (5) percent additional pay to his regular salary for the period he serves on graveyard shift. The term "swing shift" is defined as the hours from 4 p.m. until midnight. The term "graveyard" is de- fined as the hours from midnight until 8 a.m.. 412 CLOTHING ALLOWANCE Members of the Police Department shall be provided with two (2) complete uniforms per year. All uniforms are the pro- perty of the City of Seward and shall be returned to the City before the separation from City service. 413 PAY FOR EMPLOYEES DESIGNATED AS TEMPORARY SUPERVISOR An employee who is designated as temporary supervisor shall be compensated above his base rate by ten (10) percent effective the first day of the new approved status. At such time an employee ceases to function as temporary supervisor, the employee's pay shall revert to the base rate. If an employee's base rate is the maximum of the pay range, the temporary supervisor shall be compensated above the maximum pay step by ten (10) percent, 414 PAY FOR EMPLOYEES DESIGNATED AS TRAINEE An employee who is appointed to a class of position as a trainee, the hiring date of pay shall be reduced from the first step of the assigned pay range by five (5) percent for each six month period of anticipated training required by the employee to reach full performance. Work performance of an employee in a training status, shall be evaluated at least once every six (6) months for the duration of the training. Employees in training positions are entitled to all ben(:fits available to regular employees. Trainees shall be hired in probationary status and shall be awarded a probationary pay increase, if earned. They are eligible for a step increase the same as regular employees. Upon achievement of reaching full performance, length of service date shall remain date of appointment to trainee position and anniversary date shall become the date of hire. ..__.._=-_ I .3_-= ?e~Sonnel RegUlations~ e ...,15 CHANGING PAY RANGE ASSIGNMENTS . When class pay range is changed through reassignment, the base rate of employees occupying positions of that class shall be adjusted as f'ollows: 415.1 Reclassif'ied to Higher Range: If' the class is re- assigned to a higher pay range, all employees in positions af'f'ected shall have their base rates in- creased two and one-half' (2~) percent f'or each pay range advanced, not to exceed the maximum of' the new range. 415.2 Reassigned to a Lower Pay Range: If the class is reassigned to a lower pay range, all employees in positions aff'ected shall not receive reductions in their base rate salary upon pay range reassignment. Employees base rates exceeding the maximum rate of' the new pay range will remain unchanged until the base rates are encompassed within the pay range. 416 LONGEVITY REWARD . A regular f'ull time or permanent part-time employee, after completion of' one year's service (2,080 hours) shall be paid longevity pay at the rate of' one (1) percent of his annual salary. For accounting purposes, and so that the employees shall have an additional check at Christmas time, all longevity pay shall be paid once each year, on the first pay day of'.December. Any break in City employment longer than thirty (30) calen- der days will advance the eligibility date by the number of' days in excess of' thirty (30). Time served as a temporary employee shall not be included. (see Sec. 1013) ~l7 RETIREMENT The City has in ef'fect a Retirement Plan for all eligible City employees as set f'ort~ under City Council Resolution No. 903, City of' Seward, Alaska. !ll8 INSURANCE AND MEDICAL BENEFITS . City classif'ied employees shall be entitled to participate in group life and health program administered by the City Manager and approved by the City Council providing they work at least eighty (80) hours f'or each month of' the year. The City shall contribute to each employee's group life and health premium up to the maximum amount determined f'rom time to time by the City Manager and approved by the City Council. The plan shall be selected by the employees. Absences due to paid leaves, some cases of leave without pay and those covered by Workmen's Compensation do not interfere with those benefits. (see Sec. 1010 through 1019) . . LI- Personnel Regulatior 418 INSURANCE AND MEDICAL BENEFITS (cont'd) The two appointive officers,City Manager and City Clerk- Treasurer, shall also participate in group life and health programs. The City Manager's office will provide all classified employees with applications and information concerning these programs and provide for payroll deductions to cover the employee's premiums. 419 EFFECTIVE DATE OF CHANGES IN PAY Effective date of personnel actions implementing classi- fication, reclassification and special merit increase shall be the beginning date of the pay period following effective date of change. 419.1 Regular Merit and Probationary Increases: Effective date of personnel actions implementing approved regu- lar merit and probationary increases shall be the day following completion of specific period of service, or such later date as a" deferred request may be approved. 419.2 Promotions, Reassignment and Reinstatements: Effective date of personnel actions implementing approved pro- motions, reassignments and reinstatements shall be the first day of the new approved status. 419.3 Exceptions: Nothing in this section shall prohibit retroactive pay approved by Councilor required be- cause of administrative oversight or error. CHAPTER V Recruitment Section 501 POLICY It shall be the policy of the City of Seward to recruit and select the most qualified persons for positions in the City's service. To ensure that this policy be carried out, it shall be the responsibility of the City Manager to: (a) (b) (c) Conduct recruitment and selection in an affirmative manner to insure open competition. Provide equal employment opportunity. Prohibit discrimination because of race, age, politics, religion, sex, national origin, or any other non-merit factors. ~_'_'_~M___'__. . . . Personnel RegUlat~s .. e 502 RECRUITMENT The City Manager shall develop and conduct an active recruitment program designed to meet current and pro- jected manpower needs. Recruitment will be tailored to the various classes of positions to be filled and will be directed to all sources likely to yield qualified condidates. 503 JOB ANNOUNCEMENTS fu~D PUBLICITY In order to attract an adequate number of candidates for present or anticipa~ed vacancies and to permit successful competition with other employers, the City Manager will issue job announcements and otherwise publicize vacancies through such media which will include, but not be limited to, the local newspaper. 'Job announce- ments shall be clear and readable. They shall include the job title, salary range, job qualification requirements, examination information (including the time, place and manner of completing applications, and other pertinent information). Publicity for job vacancies shall be co~- ducted for a sufficient period of time to insure reason- able opportunity for persons to apply and be considered for employment. In any event, job vacancies shall be" fbrmally announced at least ten (10) working days prior to the closing date for filing applications. The City Alanager may also initiate continuous recruitment programs for any class of positions as appropriate. All job announcements shall be publicized first to all City employees at least five (5) working day.s prior to advertizing publicity~ (see Sec. 604). 504 APPLICATION FO&~ All applications for employment shall ue made on forms prescribed by the City Manager. Such forms shall require background information to include training, experience atl..d other pertinent information. All applications must be signed and the City Manager shall require proof of statements. App.lication forms shall not elicit any information concerning race, politics, religion; or nation~l ori~in. 505 PHYSICAL EXAMINATIONS All employees shall have the following physical examination to be paid for by the municipality: . (a) A pre-employment examination by the physician of the employee's choice, provided however that the cost of the examination shall be deducted from the employee's final pay check if employee voluntarily terminates employment 90 days or less from the date of hire. Personnel Regulations 505 PHYSICAL 1. .\tltINATION$ (Cont' d) (b) An annual tuberculin test unless it is known thru reaction is positive, in which case an annual chest x-ray shall be required. 506 REJECTION OF APPLICANTS The City Manager may reject any application which indicates that the applicant does not have the minimum qualifications established for the position. Applications may also. be re- jected if the applicant: (a) Has deliberately falsified any information. on the application form. (b) Is unable to meet the physical and other requirements which have been demonstrated as required to perform the work of the position. I fn a--- . . . Personnel Regulations e REJECTION OF APPLICANTS I 5Co Section 601 602 e (cont'd) (c) Is unable to meet the mental requirements necessary to perform the work. (d) Does not meet the legal age limits or other require- ments established by State law. (e) Has established an unsatisfactory employment record of such nature as to demonstrate unsuitability for the position. Whenever an application is rejected, notice of such rejection shall be promptly made to the applicant. CHAPTER VI Selection SELECTION DEVICES The City Manager, in conjunction with the department heads, shall be responsible for determining the selection devise or devises to be used to obtain the best qualified candidates for each class of positions. Selection devi~es shall be utilized separately or in various combinations as appropriate to the class and available"manpower resources. Such selection devises may include work sample of performance tests, practical written tests, individual physical examinations; .back~round"~ "and reference inquires, and evaluation of training and ex- " perience. SECURITY -' Selection material shall be known only to the City Manager, Personnel Director and department heads. Every precaution shall be exercised by all persons participating in the development and maintenance of selection materials to main- tain the highest level of integrity and security. 603 OPEN COMPETITIVE SELECTION 60'; Job vacancies not filled by promotion or reassignment shall be open to all City employees in the classified service who meet the prescribed minimum qualifications for the position. PRmlOTIONAL SELECTION Promotional selection shall be open to all City employees in the classified service who meet the prescribed minimum qualifications for the position. ~/7-- ?ersonnel REgulation_ 305 METHOD OF RATING In all selection procedures, the mlnlmum ratings of which eligibility may be achieved shall be set by the City Man- ager. A minimum or passing rating shall be established for all devices used in the selection process. The final rat- ing shall be determined for applicants with passing ratings in accordance with the weight established for each device as contained in the job announcement. 606 PROBATIONARY PERIOD All appointments from open competitive lists are subject to a probationary period of six (6) months prior to the acquisition of permanent status. Probationary employees must obtain at least a satisfactory performance rating at the completion of their probationary period in order to obtain permanent status. New hires in probationary status may be terminated at any time during their probationary period with no recourse to the grievance procedure. 606.1 Reassigned Employee Probationary: When an employee is reassigned to a position in a class where he pre- viously held permanent status, no probationary period shall be served for a reassignment for disciplinary reasons. Where an employee is reassigned to a position where he did not hold permanent status, the department head shall decide whether a probationary period shall be served, subject to the approval of the City Manager. The employee concerned shall be notified of the decision, in writing, before reassignment is accom- DiiSbed_and in either~case~the~ah~i.~rsary date sh~il remain unaffected. 606.2 Promoted Employees Probationary: When it becomes clear that an employee serving a promotional probationary period is not performing adequately, he shall be so informed in writing with a copy to the City Manager. If reassignment is found to be necessary, the employee shall be reassigned to a position in his previous class and his anniversary date shall remain unaffected. 606.3 Reinstated Employee Probationary: An employee re- instated within two (2) years of termination shall not be required to serve a probationary period unless rehired into a different class than previously served, or previous probationary period not completed. . . . Personnel RegUlatio~ Section 607 608 e TEMPORARY APPOINTMENTS Temporary appointments are for a short term period not to exceed thirty (30) days; however, extensions in thirty (30) days increments can be allowed with the approval of the City Manager up to a maximum of six (6) months. 'Probation- ary periods shall not be served; no probationary increases shall be awarded. A person hired for a temporary appoint- ment, or hired temporarily to replace absent employees, shall not be entitled to any fringe benefits; however, benefits shall be paid retroactive to date of temporary appointment if temporary employees are later appointed to regular positions. Temporary employment may be counted toward probationary periods, and time credited for such service toward anniversary or length of service dates, if temporary employees are later appointed to regular positions. Time served in temporary capacity may be counted toward experience requirement in minimum qualifications for class of position concerned. E~ffiRGENCY APPOINTMENTS Emergency appointments, not to exceed thirty (30) calendar days may be authorized by the City Manager without recourse to usual certification procedures. Such appointments shall be made only in case of an unforeseen emergency and when necessary to prevent impairment to City services. Emergency appointments are not entitled to any fringe benefits. CHAPTER VII Performance Evaluation 701 PURPOSE The primary purpose of the employee Performance Evaluation Program is to inform employees how well they are performing and to offer constructive criticism on how they can improve their work performance. Performance evaluation shall also be considered in decisions affecting salary advancement, promotions, reassignments, dismissals, order of layoff, order of re-employment, placement and training needs. -,1- Personnel Regulat ns 702 PERIODS OF EVALUATION Each employee in the classified service shall have, his performance evaluated at the fOllowing periods: 702.1 ~~d__of Probationary Period: Each employee sha~l be e;.-:~l-uated ten (10) days prior to the completion of' ,his p,r-obationary period. The employee must have an ov-:::rall evaluation of at least "satisfactory" in order to become permanent. (see Sec. 406) 702.2 Annual: Each employee shall receive an annual per- formance evaluation one (1) month prior to his anniversary date. The employee's performance must have been satiSfactory:' for at least six (6) months immediately prior to his date of rating in order for him to receive his step increase. '702.3 Special: A special performance evaluation shall l:!e completed whenever: (a.) 'l,'.b,;,.e is a significant change either, up\\lal"d or do~nward in the employee's performance. (b) A supervisor permanently leaves his positiori. Th~ supervisor shall complete a performance report on each employee under his supervision who has not been evaluated within six .(6) monU' 'prior to the date 'the supervisor is to leave 11-i position. 703 PERFORMANCE EVALUATIONS 703.1 RatIng Officer: The rating officer shali be the employee's immediate supervisor. The ratin'g or-ficer shall be responsible for completing' a perfor~ance evaluation report at the time prescribed for each employee under his' supervision. 703.2 Review Officer: The reviewing officer shall be the rating officer's immediate supervisor. 'The review- ing officer shall review the performance evaluation report completed by each rating officer und~r his juriSdiction before the report is discussed with the employee. The reviewing officer shall consider the pBr[ormance evaluations completed by the rating officer when evaluating the rating olficer's performance. In the case where the rating officer is the department head, the reviewing officer shall be the City Manag9r. In the case where the Ci ty ~]anager is the rating off~ ~er there shall be no review. - ") f) --___ . . . Personnel RegUlatJlts e Section 704 REVIEW OF PERFORMANCE REPORT The rating officer shall discuss the performance evaluation report with the employee before the report is made part of the employee's permanent record. If the rating officer plans to recommend the denial of a step increase or recommend more than one step increase, the report must be discussed with the reviewing officer and the City Manager prior to review with the employee. 705 UNSATISFACTORY EVALUATION Employees who receive an overall rating of "unsatisfactory" on their annual evlaution shall not be eligible to receive a step increase. (see Sec. 406) . 706' EMPLOYEE APPEAL PROCEDURE 707 708 Refer to Chapter 9, Grievance Procedure. DISCIPLINARY ACTION All employees shall be informed of standards of performance and personal conduct of City employees in various positions. Employees shall be acquainted with the various provisions of disciplinary action regulations. All City employees saall have in their possession a copv of up-to-date Personnel Regula.tions. book. A copy is always ~vailable at the City Manager's office at City Hall.. (see Sec 104) DISCIPLINARY ACTION PROCEDURE All disc~plinary actions, except oral admonitions, shall be documented on a Disciplinary Action Memo to the employee and the employee's personnel file. The employee shall be given a chance to read the memo. It shall then be reviewed with the employee and sincere effort shall be made to .obtain agre~ment of the employee that facts are stated correctly, that the inappropriate or incorrect behavior did occur. that it did represent behavior that should be dis- ciplined. that the discipline is appropriate, and tha~ the behavior will not be repeated. If errors are found, the ~isciplinary Action Memo shall be redone ~nd again reviewed. Comments of the employee shall. be entered under that head'- ing. He shall be requested to sign the memo and informed that his signature indicates only his agreement that it accurately records the discussion. If he refuses to sign .the memo. the statement shall be entered: "(Employee's Name) read the contents on (date) and refused to sign". Personnel Regulatior 708 DISCIPLINARY ACTION PROCEDURE (cont'd) One copy of each completed Disciplinary Action Memo shall be forwarded immediately to the City Manager's office for review and inclusion in the employee's personnel file. A copy shall be given to the employee. The supervisor may, if necessary, complete reviews of the employee's progress in correcting the cause of the original action at three (3), six (6) and nine (9) months, or any other intervals. These reports shall be made on the personnel evaluation report form. Twelve months from date of action concerned, the City Manager shall review the disciplinary action and if no sUbsequent report of similar violations has been made, the department head shall be notified to return department and division copies to the affected employee. The original shall be sealed in a confidential folder and replaced in the employee's personnel file in the City Manager's office. It shall not be referred to again unless there is a later occurrence requiring further discipline. 709 SUSPENSION WITHOUT PAY A department head may at any time suspend an employee for cause for a period not to exceed thirty (30) calendar days in any calendar year. Employees against whom charges are preferred may, at the discretion of the department head, be suspended from duty pending final disposition of charges. A suspension shall be recorded on a Disciplinary Action Memo. A personnel evaluation report form shall be completed for any suspended employee. Both documents shall be re- viewed with the employee immediately after preparation, if possible. Following this, a copy shall be given to the employee and a copy forwarded immediately to the City Manager. 710 REASSIGNMENT FOR DISCIPLINARY REASONS An appointing authority may reassign an employee for dis- ciplinary reasons, in accordance with other provisions of these regulations. Reassignment is considered as a more moderate penalty than dismissal and may be offered in lieu thereof, as approved by the City Manager, when mitigating circumstances warrant such leniency. (see Sec. 408.3) 711 REASSIGNMENT WITHOUT PREJUDICE Reassignment without prejudice shall not be considered a punitive action. An appointing authority may reassign an employee in accordance with other provisions of these regulations for any of the following reasons: . =..LL-:=____ . . . . . Personnel Regulations ~ Section e 711 712 Section REASSIG~ENT WITHOUT PREJUDICE (cont'd) (a) Inability to perform duties adequately for reasons that are the fault of the employee; such as, physical or functional disability, lack of necessary qualifi- cations, or lack of aptitude. (b) Layoff because of lack of work or funds, or abolition of positions. When employees are laid off, the appoint- ing authority shall consider advisability of reassigning to vacant positions in lower class for which they are. qualified. (c) Personal reasons. There are a variety of reason why an employee may wish to work in a position on a lower level class, such as personality conflicts, and getting into a new class series where new experience and greater likelihood of advancement are available. (see Sec. 408.3) ADMINISTRATION The City Manager shall be responsible for overall administration of the employee performance evaluation program. He shall advise and assist employees, rating officers, and reviewing officers to assure that performance evaluation procedures are handled ill accordance with the provisions stated in this Chapter. CHAPTER VIII Employee Development 801 PURPOSE 802 The purpose of the employee development program shall be to foster and promote the training and development of employees in order to: (a) (b) (c) . Improve the quality of services to the City. Equip employees for career advancement within the City service. Provide a reservoir of occupational skills necessary to meet current and future employment needs. DEVELOPMENT AND ADMINISTRATION The City Manager shall have overall responsibility for the development, administration and coordination of the employee development program and shall: -23- Personnel Regulations Section 802 DEVELOPMENT k'iD AmnNISTRATION (a) (b) (c) (d) (e) (f) (g) 802.1 Assist the department heads in development and im- plementing employee development programs to meet the current and future needs of their departments and to increase employee efficiency. Conduct or coordinate employee development programs to meet the common needs of all departments. Maintain a file of current information and materials on job requirements, training opportunities, employee development manuals and other employee development literature. Maintain a record of all training conducted and insure that authorized employee development programs are properly administered. Periodically analyze and evaluate the overall develop- ment needs of employees within the City service. Assure that all employees receive equal consideration for appropriate trd~ning opportunities. . Assure that employee personnel files are updated upon successful completion of any employee development activities to insure maximum consideration for place- ments, transfers and promotions. Department Head: Department heads shall provide active leadership in developing the employees under their supervision. In this capacity, 'they shall: ,. (a) Cooperate closely with the City Manager in determining the current and future employee development needs in the department. (b) Participate with the City Manager in develop- ing and implementing employee development pro- grams. (c) Budget sufficient funds to secure needed career" development programs. (d) Assist the effectiveness of completed career development programs and make recommendations for improvement where appropriate. (e) Assure that employees are provided with sufficient time to participate in career development pro- grams. "'Id_ . . . .Personnel RegUlat1lts e CHAPTER IX Grievance Procedure Section 901 POLICY It is the policy of the City of Seward to treat all employees equitably and fairly in matters affecting the~r employment. Each employee of the City will be provided ample opportunity to understand and resolve matters affecting employment which the employee docu- ments as being a violation of rules and regulations. The presentation of any grievance shall be the right of each employee without fear of reprisal. 902 DEFINITION OF A GRIEVANCE A grievance is a written complaint by the employee or group of employees alleging a violation of a section (s) of the City Charter, Ordinances, Personnel Rules and Regulations of Department Rules of Regulations, which pertain to the terms or conditions of such employ- ment by the City of Seward. 903 DISCUSSION OF A PROBLEM WITH SUPERVISOR Any employee having a.prbblem regarding employment shall first discuss the problem with the immediate supervisor. If the problem is not settled and the problem is defined as a grievenace, the employee has the right to present the grievance in accordance with the procedure outlined in Section 904. 904 GRIEVM~CE PROCEDURE STEPS A grievance shall be handled in the following manner: STEP I The aggrieved employee or group of employees shall present the grievance orally to the in~ediate supervisor within five (5) days of its occurrence. not including the day of the occurrence. The supervisor shall give an oral reply within three (3) working days of the date of presentation of the grievance, not including the date of presentation. - Section 9b4 GRIEVANCE ~OCEDURE STEPS (cont'd) STEP 2 If the grievance is not settled in STEP 1, it shall be prepared in detail, shall be reduced in writing, shall be dated, shall be signed by the aggrieved employee or group of employees and shall be presented to the department head within five (5) working days after the super- visor's oral reply is given, not including the day the answer is given. The department head shall reply in writing to the grievance within five (5) working days of the date of the pre- sentation of the written grievance, not including the day of the presentation. STEP 3 If the grievance is not settled in STEP 2, the written grievance shall be presented along with all pertinent ,correspondence, records and infor- mation accumulated to date to the City Manager within five (5) working days after the department heads response is given, not including the day the response is given, with a copy going to th~ department head. The City Manager may meet with the aggrieved employee or group of employees, the immediate supervisory personnel and the depart- ment head. The City Manager shall reply.to the grievance in writing within five (5) working days of the date of presentation of the written' grie- vance, not in'ccluding, the day of presentation. STEP <1 If not satisified with the City Manager's decision in STEP 3, an employee may request a hearing before an appeal board. An Appeal Board consists of three people chosen from a list of available local representatives of management and labor who are not City of Seward employees or elected City officials. The City Manager will select one person from the list, the employee one person, and the third person will be mutually agreed upon. In the event of inability to agree on a third member, the employee and City Manager will alternately strike names from the list until only one name remains. The remaining name will be the third board member'. The employee will be given the firs~ opportunity to strike a name from the list. The appeal board will agree to designate one of its members as chairman. - z,(p- . . . Personnel Regulations e - Section 906 DISCIPLINARY ACTION All appeals from disciplinary action shall be initiated at the third step of the grievance procedure. 907 VIOLATION OF GRIEVANCE PROCEDURE Any employee who takes employment problems outside the City without first attempting to resolve said problems in accordance with the grievance procedure shall be sub- ject to disciplinary action. However. nothing in the Chapter shall be deemed to revoke any legal means of redress to the courts. 908 TIME LIMITS 908.1 If the grievance procedures are not initiated with- in the time limits established by this Chapter. the employee shall be considered as having waived his right to grIeve the particular violation and initiation of a grievance for the same act or omission is ther~-. after barred. . 908.2 Any grievance not taken to the next step of the grievance procedure within the time limits estab- lished by this Chapter shall be considered settled on the basis of the last reply made and received in accordance with the provisions of this Chapter. (see See 909 908.3 If the City fails to meet or answer any grievance within the time limits prescribed for such act~on by this Chapter. such grievance shall automatically advance to the next step. If the City fails to meet or answer any grievance on the last step of the grievance procedure within the time limits pre- scribed for such ation by this Chapter. it shall be deem~d that the City has considered the grievance to be in favor of the grievant and shall resolve the matter ~ccordingly. (see Sec. 909) 909 EXTENTION OF TIME LIMITS The time limits prescribed in this ~napter for the initi- ation and completion of the steps of the grievance pro- cedure may be extended by mutual consent of the parties so involved. Likewise, any step in the grievance procedure may be eliminated by mutual consent. Mutual consent shall be indicated in writing and shall be signed by all parties. _ d~- Personnel Regulations Sc:ction 904 GRIEVfu~CE PROCEDURE STEPS (cont'd) STEP 4 (cont'd) The board shall conduct the hearing expeditiously and in a mann9r to obtain a clear understanding of the facts. The-procedure shall be informal. Technical rules.regard- ing evidence and witnesses do not apply. Witnessess will be considered on duty status if they would otherwise be on duty status at the time of the hearing. Witnesses shall be encouraged to express themselves fully without fear of intimidation or reprisal. The board shall submit a written report of its findings and determinations to all idterested parties within tive (5) working days after hearing testimony. The decision. of the board is the final step within the administrative process of the City of Seward. 905 EMPLOYEE REPRESENTATION Each employee shall be afforded an opportunity to be rep- resented at each of the above steps. At steps one and/ or two of the grievance procedure, the employee may be accompanied by a representative of his choice who shall be any other full time employee of the City. At steps three and four of the grievance procedure, the employee may be accompanied by a -representative of ~is or her choice. Employees shall contact and discuss their problems with their representative only during break periods, lunch hour, before or after work, or at any other time when they are not on duty. However, grievance hearings may be held during work hours. -J...7- ?ersonnel RegUlation~ e Section ~910 NO DISCRIMINATION No employee shall be disciplined or discriminated against in any way because of the employee's proper use of the grievance procedure. 911 CITY MANAGER The City Manager shall be responsible for overseeing the handling of all employee grievances to insure that they are processed in accordance with the procedures stated in this Chapter. Supervisors and departments heads shall keep the City Manager informed of all grievances in pro- gress. CHAPTER X Annual Leave 1001 ANNUAL LEAVE ENTITLEMENT ~ Classified employees shall be entitled to leave accrual benefits. Leave provisions of these regulations are applicable to the appointive officers: City Manager and City Clerk-Treasurer. 1002 ANNUAL LEAVE ACCRUAL RATE Annual leave shall accrue at the rate of 20 hours per month of service, or 240 hours per year. 1002.1 Administrative Policy: All department heads shall turn in leave requests to the Comptroller prior to granting leave to the employees (including leave for themselves), so that the determination may be made that the employee has in fact accrued the re- quested amount of leave. The Comptroller will initial the leave slip and submit it to the City Manager, if it is for a department head, or file it if it is for a regular employee. If the employee does not have sufficient leave accrued, the City Manager and the department head will be advised. It will be up to the City Manager to grant leave without pay. ~ -~9- ~ersonnel Regulati 3 Section 1003 1004 1005 1006 1007 LEAVE ACCRUAL WH1LE EMPLOYEE IS ON PAID LEAVE Leave continues to accrue during the period of time an employee is on paid leave; Leave does not accrue during periods of leave without pay nor during period of terminal leave. CmtPUTATION OF LEiWE ACCRUAL FOR PERMA1~ENT PART-TIME EMPLOYEES Permanent part-time employees shall accrue leave at the same rate as regular full time employees, "except that leave shall be in the ,proportion of actual hours worked to the number of normal duty hours in a month for a full time employee. TEMPORARY APPOINT~IENTS LEAVE ACCRUAL Temporary appointments shall not accrue leave. MAXIMUM OF 720 HQURS THAT CAN BE ACCUMULATED The maximum leave that may be accumula'ted is 720 .ho~rs. ANNUAL LEAVE USE 1p07.1 Timing of Use: Employees who are entitl~d to accrue annual leave, upon sat.isfactory completion of probationary period, shall receive credit for annual leave accrued since date of appointment. Leave shall be due and usable upon completion of one year of service. (see Sec. 1007.3) 1007.2 Regular Use of Annual Leave: Annual leave may be used for any purpose desired by the employee. The employee has the right to determine when he shall use it. He shall be allowed to use any amount of accrued leave at the time he desires that will not ""be detrimental to departmental operations, as deter- mined by the department head. The longer the period of leave requested, the longer shall be the advance notice to enable scheduling. - :30- . . . 10n8 .3ection e ANNUAL LEAVE USE (cont'd) e '1007 1007.3 Amount of Leave That ~Iust Be Taken Yearly: At least 120 hours of leave must be used each year (b~ July 1) with the exception that this limitation shall not apply to new employees until July 1 of th8 second calendar year following date of hire. It is the responsibility of the department head to insure that work is so conducted and vacation plan- ning is so scheduled that each Employee in the depart- m~nt shall have the opportunity of using his hours of leave at a time that most nearly meets the employee's desires, while still maintaining City services at an adequate level. It shall be the responsibility of the department head to see that each employee under his super- vision has taken the minimum annual hours of leave required by this section. The department head shall provide in writing to the City Manager the reasons an employee in his department failed to take the minimum annual leave hours required. Such letter shall be made a part of the personnel file of the employee in question. 1001.4 Recognized Holiday Occurring in Leave Period: A recognized holiday occurring during an employee's annaul leave shall not be counted as a day of annual l.eave. 1007.5 Use of Annual Leave for Illness (a) Extended Sick Leave: Accrued annual leave may be used when the employee is sick or injured while not in work status. Extended. absence on s.i.ck leave, three (3) or -more consecutive work days due to illness, hospitalization, or medical observation or treatment may be certified by a physician, surgeon, psychiatrist, dentist or other such licensed professional person. (b) During Workmen's Compensation Leave: An employee injured in the line of duty shall be entitled to pay without deduction from accrued leave, up to six (6) weeks. If an employee receives such pay during the time his is also receiving Workmen's Compensation, he shall return his full Work~Bn's Compensation payment to the City until such time that he is no longer receiving City pay, except pay received by use of annual leave. -3/- Personnel Regulati\ S2\;tion 1007.5 Use of Annual Leave for Illness (cont'd) (b) During Workmen's Compensation Leave: (cont'd) After six weeks have expired, the employee may use annual leave. While on annua~ leave, the employee would retain his Workmen's Compensation benefits. After all annual leave has expired, the employee will receive .only Workmen's Compensation leave. All fringe benefits will continue to accrue. This is to be in effect until a doctor's statement is submitted advising. that the employee is physically fit and capable to performing his job description. - "3 :;L- Personnel Regulations e . . . See tion 1007 1008 1009 1010 1011 e ANNUAL LEAVE USE (cont'd) 1007.5 Use of Annual Leave IorI11ness Death in Immediate Family: Accured annual leave not to exceed ten (10) days may be used upon the death of members of the immediate family of the employee. As related to this section immediate family shall mean the fOllowing: Spouse, father. mother, brother, sister. son or dauther. grandfather and grandmother. EXCEPTIONS Whenever, in the opiuion of the City Manager. it is not feasible nor in the best interest of the City service to grant leave to any employee, such employee shall ~ot be penalized by loss of bonafide earned annual leave. and the limitations of accrued leave accumulation shall be suspended. t~rnporarily. in such cases. The decision of the City Manager shall govern as to the future expenditure of such leave. NO CASH IN OF ANNUAL LEAVE No cash~in-lieu~f accrued annual leave shall be given. except upon termination of employment. TERMINAL LEAVE Upon separation during initial probation. accrued annual leave shall not be granted nor paid to the employee. In o"ther separations. accrued leave shall be paid in a lump sum. The salary or hourly rate to be used in computing the cash payment shall be that rate which is being received by the employee on date of application for cash payment. or resignation/separation notice is signed by the employee. REINSTATED E~WLOYEE LEAVE In the case of reinstated employees hired with two (2) years of termination who have had at least one (1) year. of total service, and who have successfully completed their probationary period in previous service, shall be permitted to use their accrued leave without having to wait one (1) year from latest rehire date. - "33- Section..; 1012 1013 1014 MILITARY Lt.AVE Absence from City duty for the purpose of participating as a member of a United Stated reserve component, either in active military service of the State or in military training, is authorized and will be treated administrativel (in the case of the employee who has completed probationary. service) in such manner that the individual will not suffer a decrease in income or a loss of benefits during the first thkrty (30) days of the military active duty or training period. The City Manager will be provided with a copy of the individual's orders to duty. The absence will be recorded, during the first thirty (30) calendar days, as administrative leave without charge to annual leave. For not .to exceed this period, the City will pay the difference between the amount paid by the military, excluding allowances, and the sum the employee would have received for City work during the same period at the regular rate. An employee called to active duty for a period exceeding thirty (30) calendar days shall be granted a leave of absence without pay for a period terminating ninety (90) ~alendar days beyond termination of such active duty. JURY LEAVE' Jury duty shall be tr.eated as administrative leave from City duty, without loss of longevity, leave or pay. Servic~ in court when subpeoned as witness on behalf of the City, or when called as an expert on a matter of City concern or relating to a municipal function, will be treated the same as jury duty. In order to be entitled to jury leave, the employee shall provide the department head with written proof of the requirement of his presence for the hours claimed. Fees paid by the court (other than travel and subsistence allowance) will be turned in for deposit to the City's general fund, except that fees paid for court duty that occur on the employee's normal non-work days may be retained by the employee. Witness service for the purpose other than just described will be covered by annual leave, or leave without pay, and any fees received in this connection may be retained by the individual. (see Sec. 415) LEAVE WITHOUT PAY 1014.1 Purpose and Conditions: Leave without pay may be granted to an employee upon recommendation of the deuartment head and approval of the City Manager. Ea~h request for such leave shall be considered in the light of the circumstances involved and the needs of the organization. Leave without pay shal' not be requested nor granted until such time as all accrued annual leave has been exhausted, except wh~n an employee is absent and drawing workmen's compensation pay. (see Sec. 1104.2) Normally, - '54- . . . ?9~sonnel RegUlatio~ e ."ec-.:ion :'Ol~ :;'015 :. 0::'.3 l017 LEAVE WITHOUT PAY (cont'd) 1014.1 Purpose and Conditions: (cont'd) not more than sixty (60) calendar days leave with- out pay may be granted for personal reasons. No benefits will accrue while on leave without pay, except insurance which will continue to be paid as long as employed by the City. (see Sec. 417) 1014.2 Education Leave Without Pay: Leave without pay may be granted to an employee for training in subjects related to his public service. Employees who have demonstrated above average performance with the City for a minimum of two (2) years shall be considered for such leave, providing the work situation per- mits a temporary absence without serious affect upon the departments schedule of activities. A maximum of ninety (90) days leave may be granted in such cases. No benefits shall accrue while on this type of leave without pay, except insurance which will continue to be paid as long as employed by the City. CHANGE OF ANNIVERSARY DATE BECAUSE OF LEAVE WITHOUT PAY If an employee uses more than thirty (30) calendar days total leave without pay during his leave year, his anniver- sary and length of service dates shall be advanced by the number of days such leave without pay exceeds thirty (30). UNAUTHORIZED LEAVE Any absence not authorized and approved in accordar:o:'e with provisions of these regulations shall be without pay for the period of absence and shall be grounds for disciplinary action. EDUCATION LEAVE WITH PAY Leave with pay, riot to exceed three (3) months, may be authorized to include time to complete advance training programs. Employees who have demonstrated above average performance with the City for a minimum of two (2) years (employees of Police and Fire Departmens shall be eligible after a minimum of one (1) year) shall be considered for such leave, providing the work situation permits a temporary absence without serious affect upon the departments schedule of activities. Should an employee terminate prior to work- ing one year after completion of the approved training program, the employee will be subject to forfeiture of accumulated leave or salary in the amount equal to salary paid to the employee during the training program. - '35- 5?ction ~~rsonnel Regulations :LOIS nOl MATERi'HTY LEAVE Employees who have successfully completed their initial probationary period and who become pregnant will, upon proper notification to the City, be granted a maternity leave of absence. An employee shall, by the end of the fifth month of pregnancy, submit her physician's state- ment to the City indicating expected delivery date. Such maternity leave of absence shall commence at the time deter- nlined by the employee's physician. Such leave shall be for a period not to exceed three (3) months. All benefits shall continue to accrue while on sick and annual leave. Only insurance coverage will continue during leave with- out pay status. If maternity leave continues beyond three (3) months and the employee has not returned to work, her benefits will be terminated. Following the birth, the employee will be restored to her previous departmental classification without loss of seniority, upon the employer's verification of written approval of the attending physician. CHAPTER XI DELETED CHAPTER XII Holidays With Pay RECOGNIZED CITY HOLIDAYS The following days shall be recognized as holidays with pay for all employees in regular full time, permanent -part-time and trainee positions who are in pay status the day before and the day after the following such days: New Year's Day; Lincoln's Birthday; Washington's Birth- day; Seward's Day; Memorial Day: Independence Day; Labor Day; Alaska Day; Veteran's Day; Thanksgiving Day; Christ- mas Day; provided however, that effective January 1978 Lincoln's Birthday shall no longer be a recognized City holiday but the day immediately following Thanksgivi.ng Day shall be a recognized City holiday. In addition to the above, the City Manager shall designate one-half a working day immediately preceeding Christmas Day as a paid holiday. - "3 tc- . . . ?ersonnel REgUlatio~ Section e :'202 1203 1204 1205 1301 HOLIDAY FALLING ON A SATURDAY OR SUNDAY When a recognized holiday falls on a Saturday the pre- ceeding Friday shall be recognized in lieu thereof, and treated as a hOliday with respect to overtime compensation. When a recognized holiday falls on a Sunday, the Monday following shall be recognized in lieu thereof, and treated as a holiday with respect to overtime computation. HOLIDAY DURING ANNUAL LEAVE A recognized City holiday, occurring during an employee's annual leave shall not be counted as a day of annual leave. HOLIDAY BET\mEN TWO DAYS OF LEAVE WITHOUT PAY A holiday occurring between two days of leave without pay shall not be paid. COMPUTATION OF HOLIDAY PAY FOR PEmlANENT PART-TIME EMPLOYEES Employee shall be paid for the actual hours the employee would have normally worked on that particular day. CHAPTER XIII Separations RESIGNATIONS To resign in good standing, an employee must present a ~ritten resignation to his appointing authority at least fourteen (14) calendar days in advance of resignation date. This requirement may be waived, in writing, by the depart- ment head where adequate provision can be made for a suc- cessor in that period of time (if one is needed right away) as well as under extenuating circumstances i.e. ,sudden need to go Outside for medical reason, change of residence by unexpected military orders of the spouse, etc). A copy of employee's resignation shall be supplied by the appoint- ing authority to the City Manager as well as any waiver by the department head. The City Manager may investigate as he deems warranted for the purpose of verifying the facts as to reasons for such resignation. 1301.1 Withdrawl of Resignation: Upon approval of the apPointing authority, an employee may withdraw his resignation at any time prior to effective date of resignation, providing position has not already been filled. -"37- Personnel Regulations Section 1301 RESIGNATIONS .(cont'd) 1301.2 Failure to Give Adequate Notice: If requirement is not waived, failure to give adequate notice shall be noted on separation personnel action. This shall prevent employee from preferrential rehire. It may also be cause for denial of any future employment with the City. 1302 LAYOFFS Examples of layoffs are: (a) Abolishment of a position or shortage of work funds. (b) Completion of seasonal work for seasonal employees. (c) End of temporary appointment because of reinstatement of regular employee returned from military or other approved leave, and transfer to another position in the same class.has not been achieved. When it is necessary to reduce the number of employees because of lack of work or funds, or abolition of positions, the department head concerned shall make a thorough investi- gation of the problem and report his findings and recommend- ations to the City Manager, who shall decide which employees shall be laid off. Analysis of proposed layoffs shall con- sider first the types of activities to be curtailed and the classes of positions thereby affected. The department head shall then proceed to the selection of individual employees to be released. Employee efficiency shall be the major factor in determining the order in which employees shall be released, and consideration shall then be given to employee's length of service with the City. Advisability of reassigning employees in higher classes to lower classes for which they are qualified, and laying off those in lower classes shall also be considered. 1303 DISMISSAL FOR DISCIPLINARY REASONS A department head may dismiss an employee for any just cause, including but not limited to, theft of property, inefficiency, insubordination, habitual tardiness and use of or under the influence of intoxicating beverages or drugs on duty. Dismissal action shall be reported immediately to the City Manager by personal consultation and a personnel evaluation report shall be submitted as soon as possible setting forth the circumstances of the case. -3ft- ?ersonnel RegUlation~ e Section .:'304 . . 1305 1306 1-101 DISMISSAL WITHOUT PREJUDICE A department head may dismiss an employee without prejudice for reasons that are not directly the fault of the employee, but which do lower the service or accomplishemnt of the employee below the acceptable level. Examples are: (a) Lack of necessary knowledge, skill, ability, under- standing or aptitude. (b) Physical or functional sickness that may interfere directly with successful performance of duties, or that may cause so much absence from the job that work is seriously impaired. DISMISSAL NOTICE ORSEVERENCE PAY In case where an permanent employee ist <laid off or dismissed wi th- out prejudice, the City shall give the employee two (2) weeks notice or severence pay not to exceed two (2) weeks. RETIREMENT See Section 416. CHAPTER XIV Special Provisions GIFTS AND GRATUITIES It shall be the responsibility of each City employee to remain free from indebtedness or favors which would tend to create a conflict of interest between personal and official interests, or might reasonable be interpreted as affecting the impartiality of the individual employee. If an employee is tendered or offered a gift or gratuity which would, in the eyes of the public or in the eyes of public officials, be construed to be an attempt to bribe, influence or to encourage special consideration with respect to municipal operations, such offer shall be reported without delay to the employee's immediate supervisor who in turn will inform the department head. If there should be any doubt whether a gift or gratuity is of such significance as to create undue influence upon the employee, the matter shall be reported to the department head concerned. If any employee shall know- lingly accept any gift or gratuity which creates undue influence, or resulted in special consideration benefiting the giver then, with the approval of the City Manager, that employee shall be dismissed from the City service. - ~CJ- Personnel Regulations Section 1402 OUTSIDE EMPLOYMENT No employee shall engage in any other employment, whether public, private or self employment during scheduled work . hours, nor outside scheduled work hours if such employment conflicts with the City's interests or adversely affects the employee's availability and usefulness. Supervisors are responsible for informing all employees under their supervision of the provisions of this regulation .for the , enforcement of it. For the guidance of all management personnel and employees, the following types of other employment are considered con- trary to the City's interests and to adversely affect the availability and usefulness of employees: (a) Preparing financial reports subject to City audit, or review. (b) For department or division heads, or supervisory positions, to serve as an officer of any union or association of City employees, other than one rep- resenting such supervisory position. This provision shall not apply to any employee holding such office at the time of adoption of this regulation. (c) Actively participating in managment of any business organization that obtains, or is attempting to obtain funds or business from the City. (d) Other employment wherein data or information to which access is provided by City employment could be used. In administering this regulation, all management personnel shall encourage their employees to obtain informal clear- ance from the City Manager through their supervisor before accepting other employment. 1403 EMPLOYMENT OF FAMILY MEMBERS No person may be employed in a position supervised by a family member, provided this will not prevent continued employment with the City of persons who are presently employed at the adoption hereof. Additionally, family members shall not be placed in a position such that one member is required or authorized to review the work, personnel documents, expense account of time records of another family member. Family members shall be described as follows: Spouse, father, mother, brother, sister, son, daughter, father-in-law, mother-in-law, or sister-in-law, son-in- law and daughter-in-law. '0 .:,..1 ( r':' , ,,,-, I G", -1./(')- ?~r5onnel RegUlation~ 3~ction e 2':'05 . MOVING EXPENSES FOR NEW E~IPLOYEES (cont'd) 100% - Less than six months 75% - Six but less than 12 months 50% - Twelve but less than 18 months 25% - Eighteeen but less than 24 months 0% - Two years or over (e) New employees may not be given an advance against moving expenses without prior written approval of the City Manager. (f) It is the responsibility of the appointing authority to see to it that prospective new employees are aware of pertinent limitations of these regulations before a move is made. (g) New employees shall be advised by the appointing authority of dollar limitatiGns, the need for item- ized receipts or invoices, the meaning of the Transportation Agreement and other pertinent matters prior to their move. . . -q~- ?e~5onnel Regulations .:2ctlon :..404 :..405 TRAVEL EXPENSE When employees in the City service are required to travel outside the City on City business, reimbursement ror ex- penses incurred shall be determined as follows: (a) Prior to traveling outside the City, the employee shall obtain approval for the trip and the mode of travel rrom the City Manager. Travel on official business outside the City should be via public carrier or City owned vehicle. If the employee is authorized to use a private vehicle, mileage shall be paid at the rate of $ .20 per mile. This rate includes all travel, insurance and storage expense or the vehicle. Reimbursement for subsistence on official trips shall only be the amount or actual and reasonable e7p~n3e incurred during the performance of official duty as a City employee for the City's benefit. (b) (c) City vehicles shall not be used for private purposes. MOVING EXPENSES FOR NEW EMPLOYEES Whenever a professionally or technically trained person changes his place of residence for the purpose of accept- ing employment with the City, such person shall be reim- bursed for actual and necessary expenses under the follow- ing conditions: (a) The employee must be appointed to a position or a class for which the City Manager certifies that such expenditure is necessary to recruit qualified employees. (b) The maximum reimbursable for a single employee shall be $800 and the maximum reimbursable for an employee who is head of the household shall be $2,000. (c) To be eligible for the total allowance for an employee who is the head of a household, his or her dependents must accompany him or her, or join him or her within one (1) year of the date of his appointment. (d) New employees who are assisted with their moving ex- penses shall be required to sign a Transportation Agreement prior to employment. The Transportation Agreement shall stipulate that the employee will reimburse the City for all or part of such expend- itures in the event he or she voluntarily leaves City service, or is discharged for cause, within a period of two (2) years according to the following schedule: -1//- ?ersonnel RegUlatio~ e 1. .2. 3. -1. ;:>. 6. 7. 8. 9. ::'0. ::"1. ::"2. ::"3. .::"4. -;:>. .. ,- _0. ""..:..7. ::'8. ::'9. 20. 21. 22. 23. 24. ?- -;:>. .?~ _0. INDEX ADMINISTRATION Sec. 304, 712 & 802 AmlINISTRATIVE LEAVE Sec. 1012 & 1013 ALLOCATION Sec. 301 & 304.1 AMENDMENTS Sec. 105 ANNIVERSARY DATE Sec. 406, 408.2, 606.1, 606.2, & 1015 ANNUAL LEAVE Chapter 10, Sec. 1203 APPEAL Sec. 706 & Chapter 9 APPLICANT Chapter 5 & 6 APPOINTING AUTHORITY Chapter 5 & 6 APPOINT~ffiNT Chapter 6 AUTHORIZED POSITION Chapter 3 & 4 BREAK IN SERVICE Sec. 416, 1015, 1201 through 1204 CHANGING OF PAY RANGE Sec. 415 & 416 CITY COUNCIL Sec. 203.1 CITY MANAGER Sec. 203.2, 712 & 911 CLASS SERIES Chapter 3 CLASSIFICATION PLAN Sec. 301, 303, & 304.2 CLASSIFIED EMPLOYEES Chapter 4 CLASSIFIED SERVICE Chapter 3 & 4 CLOTHING ALLOWANCE Sec. 412 DATE OF PAY CHANGE Sec. 304.7, 419 throught 419.3 DEPARTMENT HEAD Sec. 203.3 & 802.1 DISCHARGE OR DISMISSAL Sec. 1203 & 1204 DISCIPLINARY ACTION Sec. 707, 708, 906, & 1203 EDUCATION LEAVE WjPAY Sec. 1017 EDUCATION LEAVE WjO PAY Sec. 1014.2 27. EFFECTIVE DATE PAY CHANGES Sec. 419 through 419.3 ~~~s~nnel Regulations _:-:- . -~. ~ J. '>? 23. ~ . '- -. ~5. ~~. ..: '" . .: 3. -:.::) INDEX ELIGIBLE Chapter 5 & 6 EMERGENCY APPOINTMENT Sec. 609 EMPLOYEE DEVELOPMENT Chapter 8 EMPLOYMENT FAMILY ~ffiMBERS Sec. 1303 EMPLOYMENT SECTIONS Chapter 5, Sec. 601 through 605 Chapter 6 EXAMINATIONS EXCEPTIONS Sec. 411.1(c), 411.5, 419.3, & 1008 GIFTS & GRATUITIES Sec. 1401 GRAVEYARD SHIFT Sec. 411.5 GRIEVANCE PROCEDURE Chapter 9 Sec. 1007.4 & Chapter 12 HOLIDAYS nn.IEDIATE FAMILY Sec. 1104.3 & 1403 ~:'. INCUMBENTS IN RECLASSIFIED POSITIONS Sec. 305 . ~1 -- . -=::~ . -=::-J . .; S . -; a. -:. :.1 . = ~) - . - -' . INSURANCE Sec. 407, 418, 1012, 1014, & 1018 JURY LEAVE Sec. 1013 LAYOFF Sec. 408.6 & 1202 Chapter 10 & Sec. 1104 Chapter 10 & Sec. 1104 Sec. 416, 417, & Chapter 10 Sec. 416 Sec. 1012 LEAVE OF ABSENCE LEAVE WITHOUT PAY LENGTH OF SERVICE DATE LOXGEVITY MILITARY LEAVE MOVING EXPENSES Sec. 1405 NEPOT I Sr.I Sec. 1403 NEW POSITION Sec. 304.4 OPEN COMPETITI\~ EXAM Chapter 6 OUTSIDE EMPLOYMENT Sec. 1402 _ _ ;s 55. .s. 57. - ~ ~,~. 5-9. ~o. -=1. 22. 23. ~4. ::: :) . .~6. _7. ~" ::: !j . -=-9. :-0. 71. -? '- . 73. ~ -= . . :) . 76. .:-7. e OVERTIME PAY PLAN PAY RANGE PAY RATE PERFORMANCE EVALUATION PROCEDURE PERMANENT PART-TIME EMPLOYEE PERMANENT PART-TI~m POSITION PERSONNEL ACTION POSITION POSITION DESCRIPTION POSITION REVIEW PREGNANCY LEAVE PROBATIONARY EMPLOYEE PROBATIONARY PERIOD PROMOTION PROMOTIONAL SELECTION RATING OFFICER REALLOCATION OR RECLASSIFICATION REASSIGNMENT OF PAY RECLASSIFIED POSITIONS RECRUITMENT POLICY REGULARD CLASSIFIED EMPLOYEES REASSIGNMENTS REINSTATEMENTS INDEX e Sec. 411 through 411.4 Chapter 4 Chapter 4 Chapter 4 Chapter 7 Sec. 407, 1004, & 1205 Sec. 407, 1004, 1205, & 411.1 Chapters 4, 5, 6. 7, & 12 Chapter 3 Sec. 304.3 & 304.4 Sec. 304. 6 Sec. 1018 Sec. 406, 407, 414, 606 through 606.3 Sec. 406, 407, 414, 606 through 606.3 Sec. 408.2, 419.2, 604 & 606.2 Sec. 604 Sec. 703.1 Sec. 304.5 Sec. 304.7, 415 through 415.2 & 419 Sec. 304.5, 304.7, 305 & 419 Chapter 5 Chapter 3 & 4 Sec. 408, 415.2, 419.2, 606.1, 710 & 711 Sec. 408.4, 408.6, 419.2, 606.3 & 1011 ?ersonne1 Regulations --, , ::>. ,9. 30. 31. 52. 33. 84. 85. 86. 87. 88. &9. E~O . E:l. c.? ~ ~. ~3. 9-1. ;:.'";). f:~5 . 27. E'S. 29. : :;0. : ::;1. :')2. REORGANIZATION OF DEPT RESIGNATION RETIREMENT REVIEW OFFICER SELECTION SEPARATION SHIFT DIFFERENTIAL SHIFT ROTATION SPECIAL EVALUATION SPECIAL MERIT INCREASE SPECIAL PROVIIONS STEP INCREASE SUSPENSION SUPERVISORS SWING SHIFT TEMPORARY APPOINTMENT TEMPORARY ASSIGNMENT TEMPORARY EMPLOYEE TERMINAL LEAVE TERMINATION TIME LIMITS TRAINEE TRANSFER TRAVEL EXPENSE UNAUTHORIZED LEAVE INDEX Sec. 304.5 Sec. 1301 Sec. 417 Sec. 703.2 Chapter 6 Sec. 702.3, 702.4, & Chapter 12 Sec. 411. 5 Sec. 411.4 Sec. 702.4 Sec. 406 & 419 Chapter 14 Sec. 406, 407, & 419.1 Sec. 709 Sec. 203.4 Sec. 411.5 Sec. 607 & 1005 Sec. 409 Sec. 607 & 1005 Sec. 1010 Chapter 12 Sec. 908 & 909 Sec. 414 Sec. 408.1 Sec. 1404 Sec. 1016 :J3. UNSATISFACTORY EVALUATION Sec. 705 :".)4. WORKDAY Sec. 410 ~ ~:'so:Jne1 Regulations .. e INDEX e _ : 5. WORKMAN'S COMPENSATION LEAVE Sec. 1014.1 & 1007.6(6) .0 WORKWEEK Sec. 410 .' . ~ :1/ . TEMPORARY SUPERVISOR Sec. 306 & 413 =- :.8. COST-OF-LIVING-ALLOWANCE Sec. 404.1 . .