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ORD 2004-52 - New Personnel Policies
ORDINANCE NO. AD04�M AN ORDINANCE OF THE CITY OF GEORGETOWN, TEXAS REPEALING EXISTING CHAPTER 3.01 IN ITS ENTIRETY PERTAINING TO PERSONNEL POLICIES AND ADOPTING A NEW CHAPTER 3.01 ENTITLED "PERSONNEL POLICIES"; AUTHORIZING AND DIRECTING THE ADMINISTRATIVE ADOPTION OF A PERSONNEL MANUAL THAT IS CONSISTENT WITH THE TERMS OF THIS ORDINANCE, PROVIDING A CONFLICT CLAUSE AND SEVERABILITY CLAUSE; AND SETTING AN EFFECTIVE DATE. WHEREAS, the Human Resources Department of the City of Georgetown has worked diligently for the past 24 months to review, update, and revise the Personnel Policies and the Personnel Manual for the City of Georgetown; and WHEREAS, Section 2.16 of the Georgetown City Charter provides that the City Council shall, by ordinance, establish a personnel policy; and WHEREAS, the "policy statement" portion of each personnel policy is codified in the Code of Ordinances, and the implementing procedures for each personnel policy are codified in a separate Personnel Manual; and WHEREAS, the City Council of the City of Georgetown finds it to be in the best interest of the citizens of Georgetown to repeal the existing Chapter 3.01 of the Code of Ordinances pertaining to Personnel Policies and to replace it with a new Chapter 3.01 addressing Personnel Policies as set forth in the attached "Exhibit A'; and WHEREAS, the new provisions of Chapter 3.01, as shown on "Exhibit A" will become effective on October 1, 2004; and WHEREAS, the caption of this ordinance was printed in the Williamson County Sun in compliance with the City Charter of the City of Georgetown. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF GEORGETOWN, TEXAS, THAT: SECTION 1. The facts and recitations contained in the preamble of this ordinance are hereby found and declared to be true and correct, and are incorporated by reference herein and expressly made a part hereof, as if copied verbatim. The City Council hereby finds that this ordinance implements the following elements of the Century Plan Policy Plan and that the enactment of this ordinance is not inconsistent or in conflict with any other Century Plan Policies, as required by Section 2.03 of the Administrative Chapter the Policy Plan: ® Finance Policy End 14.00 — "All municipal operations are conducted in an efficient business -like manner and sufficient financial resources for both current and future needs are provided." SECTION 2: The existing Chapter 3.01 of the Georgetown Code of Ordinances entitled "Personnel Policies" is hereby repealed in its entirety. Ordinance No.�1�� " 2. Adopting New Chapter 3.01 Personnel Policies Page 1 of 2 SECTION 3: A new Chapter 3.01, attached hereto as "Exhibit A" and incorporated herein by reference for all purposes, is hereby adopted and made to be effective on October 1, 2004, SECTION 4: The City staff is authorized and directed to draft and implement a new Personnel Manual that has policies identical to and procedures consistent with Exhibit "A': SECTION 5. This ordinance shall be and is hereby declared to be cumulative of all other ordinances of the City of Georgetown, and, except as expressly set forth herein, this ordinance shall not operate to repeal or affect any of such other ordinances, except insofar as the provisions thereof might be inconsistent or in conflict with the provisions of this ordinance, in which event such conflicting provisions, if any in such other ordinance or ordinances are hereby superseded. SECTION 6. If any provision of this ordinance or application thereof to any person or circumstance, shall be held invalid, such invalidity shall not affect the other provisions, or application thereof, of this ordinance which can be given effect without the invalid provision or application, and to this end the provisions of this ordinance are hereby declared to be severable. SECTION 7. The Mayor is hereby authorized to sign this ordinance and the City Secretary to attest and to take any other actions necessary to comply with the provisions of the City Charter pertaining to adoption of ordinances. This ordinance shall become effective and be in full force and effect commencing on October 1, 2004, PASSED AND APPROVED on First Reading on the 2004, PASSED, APPROVED and ADOPTED on Second Reading on the day of 7 4e, e P --,2004, ATTES THE CI .._ y By: L Sandra D. Lee, City Secretary APPROVED AS TO FORM: Patricia E. Carls, Brown & Carls, LLP City Attorney Ordinance No. c200(1' Adopting New Chapter 3.01 Personnel Policies Page 2 of 2 day of September, ZS 4 • •' i11g Exhibit A 3.01.010 DEFINITIONS OF EMPLOYMENT STATUS PURPOSE To help provide uniformity and equity in applying personnel policies and benefits. POLICY The City maintains standard definitions of employment status and classifies employees for purposes of personnel administration and related payroll transactions. 3.01.019 AMERICANS WITH DISABILITIES PURPOSE To ensure non-discrimination against qualified individuals with a disability in job application procedures, hiring, compensation, training, advancement, and other terms, conditions and privileges of employment. Also to ensure reasonable accommodation is offered to qualified disabled individuals unless it would impose undue hardship on the City. POLICY The City of Georgetown is an equal opportunity employer and, as such, requires compliance with the Americans with Disabilities Act. The Act prohibits discrimination against qualified persons with disabilities in hiring, as well as in all terms and conditions of employment. Reasonable accommodations will be offered for all known impairments to ensure equal opportunity in the application process, to enable qualified employees with disabilities to perform all the essential functions of the job, and to enjoy the benefits and privileges of employment that are enjoyed by employees without disabilities. 3.01.020 EQUAL EMPLOYMENT OPPORTUNITY PURPOSE To preserve an employment environment, free from illegal discrimination and demonstrate our commitment to diversity. POLICY The City of Georgetown is an equal opportunity employer. Applicants and employees are hired and promoted without regard to race, color, gender, religion, age, national origin, or disability. Employment and promotional opportunities are based solely on skills and merits. Any employee who feels he/she has been discriminated against should file a grievance. v AiI Page 1 of 27 JAPOLICY MANUAL\Z-Policy Update_10-01-04\Council Action\Exhibit A - September 2004.doc Exhibit A 3.01.021 JOB POSTING PURPOSE To provide a system by which all potential applicants, internal or external, have a fair and equal opportunity to investigate, apply, and be selected for job openings. POLICY All open positions must be posted for no less than one week (7 days). Postings shall be placed both internally and externally in order to maximize the greatest applicant pool. 3.01.022 RECRUITING AND SELECTION PURPOSE To hire and maintain a quality workforce that reflects the diversity of the community and works well within our values based organization, which promotes and supports core values of trust, effective communication, teamwork, professionalism, and quality of life. POLICY When a personnel vacancy occurs, the appropriate supervisor and the Human Resources Department will work together to develop a position profile and identify appropriate recruitment methods that fulfill the recruiting and selection policy purpose and result in the selection of an "ideal candidate." 3.01.023 CONFLICTS OF INTEREST IN EMPLOYMENT PURPOSE To establish an environment that is conducive to achieving the City's mission and goals, while preventing potential employee conflicts of interest related to recruitment, selection, promotion, supervision, discipline and of individuals who are related or who share personal and/or financial relationships. POLICY Nepotism is the showing of favoritism toward a relative. The practice of nepotism in personnel matters and the awarding of contracts is prohibited. For the purposes of this policy, a "personal relationship" is defined as a relationship between two employees, such as marriage or cohabitation, which could impact, or be perceived as impacting, either employee's ability to make objective decisions in the best interests of the City. For the purposes of this policy, a "financial relationship" is defined as any activity between employees where there is shared ownership in property or in an enterprise. Promotions, demotions or any reassignment of an employee may not occur if it will result in a violation of this policy. ORD. 100 k Page 2 of 27 JAPOLICY MANUAL\Z-Policy Update_10-01-04\Council ActionlExhibit A - September 2004.doc Exhibit A Every employee must make full disclosure of any situation that does or may involve a conflict between the employee and the interests of the City. Every employee has an obligation at all times to promote the best interests of the City. 3.01.024 EMPLOYMENT OF MINORS PURPOSE To establish guidelines to occasionally hire minors during school breaks, at peak work periods, or on an internship or voluntary basis recognizing the importance of providing empowering opportunities for minors. POLICY As a general rule, employees of the City must be 18 years of age or older. During certain seasons we hire students or others who are lb or 17 years old, but this is done only under special conditions and must be approved by the Human Resources Department. Minors who are 14 and 15 years of age will be hired by the City only if they are active participants in a school's vocational education program or other similar official programs. 3.01.025 REHIRES PURPOSE To establish the authority and responsibility of Human Resources regarding former employees applying to be rehired to maximize the City's high standard of professionalism. POLICY Former employees applying to be rehired may be considered for employment as members of the general public. However, special consideration will be given to past job performance, the circumstances surrounding termination of previous employment, and the former employee's knowledge of the City's procedures and functions. 3.01.026 NEW EMPLOYEE RELOCATION PURPOSE To establish guidelines within which the City will pay costs to relocate new employees enabling the City to recruit and hire the best -qualified candidates. POLICY The City Manager is responsible for the implementation of this policy, with responsibility for determining applicability and maximum allowable amounts in individual cases. ORD* =4"Sol Page 3 of 27 JAPOLICY MANUAL\Z-Policy Update. 10-01-04\Council Action\Exhibit A - September 2004.doc Exhibit A 3.01.027 INTERNSHIPS PURPOSE To provide students with an opportunity to combine work experience and professional development to enhance their formal education. POLICY The City shall establish and maintain strong collaborative relationships with regional colleges/universities and local high schools for the purpose of providing professional development opportunities to students interested in careers in local government. 3.0L030 INTRODUCTORY PERIOD PURPOSE To complete the new employee selection process by providing an introductory period of on -the job work experience by which the new employee and the supervisor shall evaluate employment suitability in terms of knowledge, skill, ability, performance, compatibility, and interest. POLICY Employees hired or promoted by the City will be placed in an introductory period of no less than ninety (90) days. The introductory period shall extend beyond ninety (90) days when appropriate and must be approved by the Human Resources Department. Supervisors will be held accountable for the performance of new employees and for retention of an employee performing below standards. 3.01.040 PERSONNEL RECORDS & PRIVACY PURPOSE To establish standards by which information contained in personnel records will be managed with integrity to achieve accuracy, privacy and legal compliance. POLICY The Human Resources Department will maintain the official personnel records containing information on each City employee to meet state and federal legal requirements and to assure efficient personnel administration. 3.01.041 HEALTH INFORMATION PRIVACY PURPOSE To establish standards by which protected health information (PHI) is maintained and to provide you with a notice of the City's legal duties and privacy practices regarding your PHI. OP,D* • 5 Page 4 of 27 JAPOLICY MANUAL\Z-Policy Update_10-01-04\Council Action\Exhibit A - September 2004.doc Exhibit A POLICY The Health Insurance Portability and Accountability Act of 1996 (HIPAA) establishes certain regulations that cover health plans and health care providers, including the City of Georgetown's (the "City") health plan ("Plan") and the Fire Department, which provides emergency health services. Because the City has many other functions other than providing a health plan and emergency medical services, the City has designated itself as a hybrid entity. Therefore, no other departments will be covered by the regulations. However, individual employees who are covered by the Plan have certain privacy rights because of the new HIPAA regulations, as do patients cared for by the City's Fire Department. This policy is for the protection of those rights. 3.0L050 ID BADGES PURPOSE To identify city employees and provide verification of employment. POLICY All City employees will have ID badges made at time of employment. The badges are City property, which must be returned when separated from City employment. 3.01.060 RESIDENCY PURPOSE To improve the quality of life by maintaining an equitable balance between work and family. POLICY There shall be no absolute residence requirement for City employment except as may be required by Charter or to reside within a reasonable response time of an employee's place of work. 3.01.110 EXEMPVNON-EXEMPT EMPLOYEE STATUS PURPOSE To define exempt and non-exempt employee status and to provide guidelines for determining this status according to law. POLICY It is the intention of the City to classify all positions as either exempt or non-exempt in compliance with law and for payroll administration purposes. ORD* &004* 5A Page 5 of 27 JAPOLICY MANUAL\Z-Policy Update_10-01-04\Council Action\Exhibit A - September 2004.doc Exhibit A 3.01.120 SALARY ADMINISTRATION PURPOSE To maintain a program of internally equitable and externally competitive salaries recognizing the importance and value of each individual and maintaining a system of fair pay for equal work in support of organizational goals. POLICY The City will maintain a compensation system, which is internally equitable and externally competitive with industry in our community, other competing markets, and similarly sized and similarly situated cities. Determination of salary policy is the responsibility of the Director of Human Resources who annually prepares a compensation plan for the City Manager to submit to the City Council for approval as a part of the annual budget. The Human Resources Department handles administration of the salary policy. 3.01.130 INCENTIVE COMPENSATION PURPOSE To allow for the use of incentive compensation, where it is appropriate to do so, and subject to financial and operating restraints. POLICY The City will consider use of incentive compensation to motivate employees to achieve targeted performance goals. In general, the City's incentive compensation program is designed to reward continuous improvements in performance levels. The Human Resources Department handles administration of the program. 3.01.210 HOURS OF WORK AND PAYDAYS PURPOSE To comply with federal, state, and local laws and provide the employee with a reliable and responsible system. POLICY The City shall establish the hours of employment in the City's basic workweek and establish pay periods and paydays to administer the payment of wages, salaries and overtime. 3.01.211 STANDBY PAY PURPOSE To establish a procedure for compensating standby personnel, trusting on their accountability and reliability to provide continuity to those City services that are deemed vital. ORDo oW4*5aPage 6 of 27 J:\POLICY MANUAL\Z-Policy Update_10-01-04\Council Action\Exhibit A - September 2004.doc Exhibit A POLICY The City will compensate employees who are required by the City to respond to a call for service, which is received after normal working hours within a required response time. 3.01.212 TRAVEL TIME PURPOSE To establish guidelines for compensable travel time and to adhere to all applicable laws. POLICY The City will compensate travel time based on the rules outlined by the FLSA (Fair Labor Standards Act). And where previously agreed in writing, employees may be compensated beyond FLSA guidelines with supervisor approval. 3.01.220 OVERTIME: NON-EXEMPT EMPLOYEES PURPOSE To provide guidelines to administer overtime pay to manage time and fiscal resources and comply with applicable federal and state wage and hour regulations ensuring an attractive and fair work environment. POLICY Hours compensated at the overtime rate shall be defined as the hours actually worked in excess of forty hours in a work week (See Hours of Work and Puda sy #210) or in excess of 212 hours in a 28 day cycle for firefighters, which are not banked as compensatory time. Benefit hours or compensatory time taken within the work week or work cycle are not used as the basis for calculating the actual hours worked. NOTE: Only if the time worked is approved as special, holiday or call -out overtime shall the employee be entitled to overtime pay when the actual worked hours in any given week are less than the requirements for overtime pay. 3.01.221 COMPENSATORY TIME PURPOSE To allow employees to take time off for the compensatory time they have accumulated in lieu of over time when it cannot be off -set and to promote a positive attitude and an attractive work environment. POLICY Compensatory Leave is time off earned by an eligible employee in lieu of overtime pay. Determination of whether hours worked may be allocated as compensatory time, in lieu of overtime pay, shall be determined by the Department Head. See Overtime: Non- exempt Employees #220 0 0 -,5;L Page 7 of 27 JAPOLICY MANUAL\Z-Policy Update_10-01-04\Council Action\Exhibit A - September 2004.doc 3.01.230 FLEX TIME Exhibit A PURPOSE To accommodate Quality of Life issues for employees while meeting the City's business needs. POLICY Employees may request work hours, which differ from the City's normal business hours of Monday through Friday from eight to five. Schedules must be recommended by the supervisor to be approved by Division Director after review from the Human Resources Department and the City Manager. Management maintains the authority to schedule/re- schedule work hours to meet business needs. 3.01.310 VACATIONS PURPOSE To ensure that employees have periods of rest and relaxation which contribute to their quality of life by maintaining an equitable balance between work and family/personal time. POLICY Vacation will be earned by all employees according to the following schedule: Years of Service Full-time City Employee Hire year 6.67 hours per month 1-4 years 10 days per year 5-9 years 15 days per year 10-14 years 17 days per year 15 or more 20 days per year Firefighter 15 hrs per month* 15 days per year* 15 days per year 17 days per year 20 days per year Sworn Police Dept. Employee 6.67 hours per month 15 days per year* 15 days per year 17 days per year 20 days per year The City Manager may, for recruitment purposes, adjust the beginning rate at which new hires earn vacation. * Sworn Police Department employees and firefighters accrue at higher rate than other full-time employees as required by Local Government Code 142.0013 and Chapter 143.046. Part-time employees earn vacation leave on a pro -rated basis. ©RD, mo 5a Page 8 of 27 J:\POLICY MANUAL\Z-Policy Update_10-01-04\Council Action\Exhibit A - September 2004.doc Exhibit A 3.01.312 HOLIDAYS PURPOSE To provide a competitive paid -time -off benefit to recognize traditional holidays preserving the rich heritage and traditions of our community and enhancing the quality of life. POLICY The following days are recognized as City -paid holidays during the fiscal year: Holida Thanksgiving Day Day after Thanksgiving Christmas Eve Christmas Day New Year's Day Martin Luther King Jr. Day Memorial Day Independence Day Labor Day Four (4) Personal Holidays Such other holiday as the City Council may declare. 3.01.313 SICK LEAVE Date Observed Fourth Thursday in November Friday after Thanksgiving December 24 December 25 January 1 3rd Monday of January Last Monday in May July 4 First Monday in September To be selected by employee PURPOSE To provide income protections for employees who, because of illness or accident, are temporarily absent from work. POLICY Full-time employees earn one day of sick leave per month. Part-time employees earn sick leave on a pro -rated basis. Leave is accrued on a biweekly basis. Sick leave shall not accrue for any month during which an employee is in a pay status for less than half the standard number of paid days in a month for his/her type of job. The number of sick leave days credited is not intended to establish a guideline for acceptable attendance. Claiming of sick leave benefits in excess of standards set in the attendance policy will constitute grounds for supervisory review. Likewise, evidence of the abuse of this benefit may constitute grounds for disciplinary action up to and including termination. See Attendance #423. O 61 Page 9 of 27 JAPOLICY MANUAL\Z-Policy Update_10-01-04\Council Action\Exhibit A - September 2004.doc Exhibit A 3.01.314 INJURY LEAVE (ON THE JOB) PURPOSE To provide income protection to employees injured while performing their job duties. POLICY An employee injured in the line of duty shall receive worker's compensation or injury leave benefits under the terms and conditions prescribed in the applicable programs and as required by law. 3.01.315 MILITARY LEAVE PURPOSE To provide an income protection and a means for employees to secure time -off when called to an uniformed U.S. military service. POLICY Military Leave will be granted with pay in accordance with applicable State and Federal laws to employees called to a uniformed military service. Up to 15 working days per fiscal year may be taken with pay. Any employee who will be on military leave in excess of 15 days will be placed on "Military Leave Status". If, after the employee is released from military service he/she decides not to return to work with the City, he/she must indicate such in writing or give notice, in writing, that he/she will not return and is terminating employment with the City. 3.01.316 PAID ABSENCES PURPOSE To provide a means for employees to secure limited time off when such time is needed for various purposes that support our values based organization. POLICY The City may provide paid absences for such things as training and development, civic duty, serious illness or death in immediate family, funerals, personal emergencies, administrative absences, and emergency management. 3.01.321 LEAVE WITHOUT PAY PURPOSE To enable employees to be granted time away from work to satisfy military service obligations or to handle personal business. DAD*004#61 Page 10 of 27 J:\POLICY MANUAL\Z-Policy Update_10-01-04\Council Action\Exhibit A - September 2004.doc Exhibit A POLICY City employees may be granted leave without pay to satisfy military service obligations, handle personal business, or in certain circumstances involving illness or injury. Leave without pay for personal reasons shall not materially affect normal business operations. 3.01.322 FAMILY AND MEDICAL LEAVE To enable employees to receive time away from work without pay for limited periods to attend to specified family needs or their own serious health condition with job protection and no loss of accumulated service. POLICY Eligible employees may take up to twelve weeks of unpaid leave per a 12 -month period for a qualifying event. Qualifying events are the birth of the employee's child, placement of a child with the employee for adoption or foster care, when the employee is needed to care for a child, spouse or parent who has a serious health condition, or when the employee is unable to perform his or her functions due to a serious health condition. Up to twelve (12) consecutive weeks of leave may be taken for the birth or placement of a child. Up to twelve (12) weeks of leave may be taken consecutively or intermittently if the employee, spouse, child or parent has a serious health condition. Employees must use their benefit time, vacation, sick, and compensatory time, during the FMLA leave. No loss of seniority will occur while the employee is on this leave of absence. Employees must continue to pay any premiums that are paid for his/her group health insurance coverage and that of his/her dependents. If the employee fails to return to work at the end of the approved leave, the City may recover from the employee the cost of any payments made to maintain the employee's coverage, unless the failure to return was beyond the employee's control. 3.01.330 INSURANCE PROGRAMS PURPOSE To maintain competitive benefits that will attract and retain quality employees; and to enhance employees' quality of life. POLICY The City, as it deems appropriate to maintain competitive benefits and enhance quality of life, may provide basic life, hospital and medical insurance to its full-time employees within budget limitation as set in the City's annual budget. `31 Page 11 of 27 JAPOLICY MANUAL\Z-Policy Update_10-01-04\Council Action\Exhibit A - September 2004.doc Exhibit A 3.01.340 RETIREMENT PURPOSE To help eligible employees supplement their retirement income. POLICY A. Texas Municipal Retirement System. The City is a member of the Texas Municipal Retirement System (TMRS). Membership in the retirement system is mandatory at date of employment for all employees who regularly work more than 1,000 hours per calendar year. The employee's contribution to the system is a percent of his/her gross salary as established by Council in the budget process. The City matches the employees' contribution on a percentage determined by the City Council. Employees who leave City employment prior to retirement will, upon request, be refunded their portion of the retirement account plus interest earned on their portion. Vesting occurs at five years of service. B. International City Management Association Retirement Corporation (lCMA-RC). Regular City employees are eligible to participate in the ICMA RC 457 Retirement Plan which is a deferred compensation program that allows employees to save and invest for retirement. C. Health Coverage City employees who satisfy the definition of retiree are eligible to continue health care coverage for themselves and any eligible dependents that are covered on the City's health plan at the time of retirement. Retiree is defined as having 20 years of vested service in the Texas Municipal Retirement System or a minimum of 5 years of vested service and is age 60 or greater at the time of retirement. The retired employee will be required to make payment of the full premium amount. Please see the Human Resources Department far more information 3.01.350 LONGEVITY PURPOSE To recognize employee's years of continuous service. POLICY All full time employees with one or more years of service are eligible for longevity pay as funded by budget. Longevity will be computed by multiplying the number of whole years of service completed on December 31st of each year times twelve, times the monthly longevity rate accrued. The monthly longevity rate is determined by the schedule below, and is based upon the whole years of service an employee will complete any time during the calendar year. A "whole year of service" is any full calendar year following the last work day of the prior calendar year which the employee was employed by the City. f}. •,5;. Page 12 of 27 JAPOLICY MANUAL\Z-Policy Update_10-01-04\Council Action\Exhibit A - September 2004.doc Exhibit A Years of Service 1 to 4 5 to 9 10 to 14 15 to 28 Monthly Longevity Rate $ 5.00 7.00 9.00 11.00 The maximum years of service used to compute longevity is twenty-eight. Upon termination, an employee will receive a pro -rated longevity payment based on the number of months employed in that calendar year. Part-time employees earn longevity pay on a pro -rated basis. 3.01.360 SICK LEAVE POOL To maintain employees quality of life when medical hardship forces employees to exhaust all benefit time. This is accomplished through teamwork by allowing employees to donate sick leave hours to the pool. I' • The City shall maintain a sick leave pool. Employees may donate sick leave hours and request them in time of need. Request will be granted by the City's Sick Leave Pool Committee and administered by the Payroll Administrator. 3.01.410 ETHICAL STANDARDS PURPOSE To establish high standards of professionalism and to ensure high level of trust among employees and between employees and our community. POLICY All employees are expected to maintain a high level of personal and professional conduct. As a public service organization, City employees are held to a high standard of ethical conduct. Employees should conduct themselves in a manner that ensures those high standards are met, avoiding even the appearance of impropriety. 3.01.415 FRAUD PURPOSE It is the intention of the City to establish standards and requirements for employees with respect to fraud prevention and detection, and to respond to allegations of fraud in connection with City programs, functions or activities. City management and all City employees share responsibilities to maintain a fair, honest and ethical business © .2004•6;L Page 13 of 27 JAPOLICY MANUAL\Z-Policy Update— 10-01-04\Council Action\Exhibit A - September 2004.doc Exhibit A environment for employees, suppliers, citizens and persons that have a business relationship with the City. This cooperative effort is intended to eliminate fraud from the City's business operations. POLICY All employees are expected to maintain a high level of personal and professional conduct on the job. As a public service organization and stewards of public funds, City holds its employees to a high standard of ethical conduct relating to the use of City resources. All employees shall avoid fraud (defined below) and are expected to report possible fraudulent activity or any internal/external practices that may allow for or facilitate fraudulent activity. Reports can be made to the City's Finance Director, Controller, City Manager, and Assistant City Manager or the employee's supervisor or Division Director. Supervisors and managers have a greater responsibility to uphold this policy. They are expected to initiate appropriate preventative measures, implement the necessary controls and initiate investigations by promptly reporting allegations to a member of the investigation committee. In addition, they are responsible for determining and enforcing disciplinary action with the assistance of the Human Resources Director. The "investigation committee" is a standing committee that is responsible for responding to fraud allegations through the coordination of necessary resources and by determining future actions regarding the investigation. If the committee believes the conduct may be criminal in nature, the committee will recommend that the Police Department take charge 3.01.420 FORK STANDARDS PURPOSE To reinforce the City's commitment to provide the best customer service and highest standards of professionalism to the citizens of Georgetown. POLICY It is the duty of each employee to maintain high standards of productivity, cooperation, efficiency and economy in his/her work for the City. Supervisors shall organize and direct the work of their departments to achieve these objectives. Employees are obligated to follow directions, that are in line with these personnel policies, given by their supervisors to achieve departmental goals and objectives. If work habits, behavior, production or personal conduct of an employee falls below appropriate standards, supervisors should point out the deficiencies at the time they are observed. Counseling and warning the employee in sufficient time for improvement shall ordinarily precede formal action as provided elsewhere in these policies. 301*421 POLITICAL ACTIVITY PURPOSE To maintain the City's high level of accountability and high standards of professionalism while respecting the value of each individual. 0900 owoq -52. Page 14 of 27 JAPOLICY MANUAL\Z-Policy Update_10-01-04\Council Action\Exhibit A - September 2004.doc Exhibit A POLICY A. Political Participation 1. No person or entity may coerce an employee to participate in, or to refrain. from participating in, a political campaign. 2. No person or entity may coerce an employee to contribute to any political fund, render any political service, or support or oppose any political activity. No one may punish an employee in any way for refusing to support or oppose such political activities. 3. Employees of the City shall not use working time, City services, City materials, City equipment or the workplace for any political purpose, regardless of the candidate or issue. During working hours, City employees will not circulate or sign petitions or any political literature (including flyers, buttons or pins, etc.), solicit or receive donations, make speeches, write letters, make comments or perform any political activity which may be construed as giving departmental support, approval, or opposition to any candidate for public office or political actions. 4. No political activity shall be performed at any time while in City uniform or using City vehicles (not including the wearing of a uniform while on duty and exercising your right to vote). 5. The City encourages each employee who is eligible to vote to make a special effort to exercise this important privilege. However, employees may be allowed time off, with pay, by their supervisor to vote only if they do not have sufficient time to vote outside working hours. Time off with pay for voting shall not exceed two (2) hours. B. Candidates for Georgetown City Council Any City employee who enters a race for Georgetown City Council will be placed on a leave of absence without pay pending the outcome of the election. The City reserves the right to fill the employee's position if deemed necessary. If the employee candidate loses the race, he/she may be reinstated to his/her previous position at the City's discretion. C. Candidates for Political Office A City employee choosing to seek any other political office shall report this information to his/her Division Director and to the City Manager prior to entering a race. The City Manager will review this activity to determine if potential conflicts of interests, the appearance of a conflict of interest, or other reasons exist that could require the employee to resign from City employment prior to or during the candidacy. 09IDo 6100 �SZ Page 15 of 27 JAPOLICY MANUAL\Z-Policy Update. 10-01-04\Council Action\Exhibit A - September 2004.doc Exhibit A 3.01.422 PROFESSIONAL WORK ENVIRONMENT PURPOSE To strive to foster respect for the dignity and value of all employees. POLICY The City strives to maintain and reinforce a professional and productive work environment free from discriminatory insult, intimidation, sexism and other forms of harassment based on religion, color, national origin, age, sex, disability or sexual orientation. Harassment, including sexual harassment, constitutes a hostile work environment which is contrary to basic standards of conduct between individuals and is prohibited by Equal Employment Opportunity Commission and state regulations. It will therefore constitute a violation of City policy for any employee to engage in such acts or behavior, and such misconduct will subject an employee to corrective action up to and including termination. The City of Georgetown is also committed to promptly responding should a customer, vendor, supplier, or other person or entity doing business with the City engage in unlawful harassment, discrimination or unprofessional conduct. Employees who feel they have been harassed on the basis of sex, or sexually or in any other manner harassed, should immediately report such incidents without fear of reprisal. To the fullest extent practicable, the City will keep complaints and terms of their resolution confidential. 3.01.423 ATTENDANCE PURPOSE To be accountable to our customers by ensuring the effective, prompt, and uninterrupted delivery of our services. POLICY Attendance Goal Every employee has the responsibility to maintain a good attendance record. The City seeks to achieve an overall record for each employee of greater than 97% attendance in scheduled working hours for all employees combined, measured over a one year period. 3.01.424 SOLICITATION AND DISTRIBUTION PURPOSE To ensure a productive work environment where employees and City operations may function without disruption. ORD, ca 004ft i5Z Page 16 of 27 JAPOLICY MANUAL\Z-Policy Update_10-01-04\Council Action\Exhibit A - September 2004.doc Exhibit A POLICY Solicitations, including personal e-mail addresses, are not permitted by employees for personal profit during working time or at any time in working areas. An employee may not engage in solicitation of other employees while they are on duty. Benefits for registered non -profits will be given limited opportunities for solicitation. 3.01.425 TELEPHONE USE PURPOSE To provide guidelines for responsible use of City telephones. POLICY The City's telephones are for conducting necessary City business. Long distance calls in any department may be made only by personnel authorized by the respective supervisor and may be made only for official City business. Personal telephone calls by an employee are permitted on a limited basis; however, use to the point of interference with performance of job duties may result in corrective action. Employees are required to report and reimburse the City for any personal long distance calls made on City phones, including City cellular phones. Voice Mail The City's acquisition of a voice mail system is for improved customer service. Employees must use the system appropriately keeping in mind that effective communication via telephone is an integral part of establishing and maintaining quality customer service. 3.01.426 OUTSIDE EMPLOYMENT PURPOSE To promote trust, ensure high quality service to our customers, and encourage loyalty to City service. An employee shall not engage in outside employment, including self-employment, where such activity would constitute a conflict of interest or would adversely affect the employee's performance in City service. Outside employment must be reported to the employee's supervisor. If an employee's outside employment begins to interfere with the effective performance of assigned City duties, the employee shall be required to terminate the outside employment or to resign from the City's employment. a004 -v1 Page 17 of 27 JAPOLICY MANUAL\Z-Policy Update_10-01-04\Council Action\Exhibit A - September 2004.doc Exhibit A 3.01.427 DRESS AND PERSONAL APPEARANCE PURPOSE To provide a broad guideline and definitions enabling employees to understand what is appropriate dress during business hours as directed by their supervisors. POLICY Employees are expected to maintain an appropriate professional appearance as determine by the requirements of the area in which the employee works. Uniforms, as well as other attire, should be appropriate, clean, and pressed. Division's Directors and/or department heads may implement a more detailed dress policy that must be communicated to their staff in writing. 3.01.430 LABOR ACTIVITY PURPOSE To continue our commitment to reliable customer service. POLICY Nothing shall compel the City to recognize or engage in collective bargaining with any such labor organization except as provided by law. Employees shall not engage in any strike. "Strike" includes: • the concerted failure to report for duty, • willful absence from one's position, O unauthorized holidays, • sickness unsubstantiated by a physician's statement when requested or medical examination when directed, • the stoppage of work, or o the abstinence in whole or in part from the full, faithful, and proper performance of the duties of employment for the purposes of inducing, influencing, or coercing a change in condition, compensation, rights, privileges, or obligations of employment. Employees who are unhappy with their working conditions should utilize the City's grievance procedures. 3.01.440 COMPLAINTS PURPOSE To provide employees a means by which they may report an incident if they are witness to violations that may require corrective action. POLICY City employees are encouraged to speak out when they are witnesses to inappropriate behavior that violates the Employee's Values Statement, Mission Statement, or Citywide policies and procedures. d -5;L Page 18 of 27 J:\POLICY MANUAL\Z-Policy Update. 10-01-04\Council Action\Exhibit A - September 2004.doc Exhibit A Before corrective action may be taken on a complaint against a City employee, the complaint must be documented. (An oral rendering of the complaint may serve as the basis of a written complaint.) 3.01.450 DISCIPLINARY ACTION PURPOSE To set forth -general supervisory guidelines for enforcement of work rules and performance standards through disciplinary action, that is corrective in nature, in order to maintain a high standard of professionalism as well as a productive work environment, and to ensure employees' due process. POLICY Employees are responsible for following City policies and procedures and work rules and their work performance. Supervisors are responsible for maintaining a productive work environment and for maintaining high standards of professionalism and responding to unacceptable work performance and undesirable employee behavior which negatively impacts or threatens to negatively impact the work environment. Sub -standard work performance and violations of City, division or department policies, procedures, guidelines and other applicable requirements are grounds for disciplinary action. When appropriate, disciplinary action will be corrective in focus and progressive in nature. The City reserves the right to use disciplinary action in its sole discretion, and nothing shall be construed to alter the at -will nature of the employment relationship. 3.01.451 DISCIPLINARY ACTION APPEALS PURPOSE To provide a process for employees to appeal disciplinary actions. POLICY The affected employee shall first be provided the opportunity to discuss the action with the employee's immediate supervisor. After such discussion, or attempted discussion, the affected employee may initiate this appeals procedure. All City employees have the right to appeal adverse disciplinary actions to the next level supervisor up to and including the City Manager. If a disciplinary action is overturned, at any level, the employee shall be granted back -pay or be re -instated to previous position with back -pay. The decision of the City Manager shall be the final authority to the disciplinary appeal process. OADO =qr5z Page 19 of 27 J:\POLICY MANUAL\Z-Policy Update_10-01-04\Council Action\Exhibit A - September 2004.doc Exhibit A 3.01.510 PRIVACY EXPECTATION PURPOSE To effectively communicate the accountability and responsibility each employee has when he/she works for the City. POLICY All employees are responsible for a level of confidentiality that will preserve an environment that supports sincerity, honesty, and ethical behavior. However, as public sector employees supported by public funds, employees should not expect privacy in their work, workstations, and/or anything that belongs to the City used to produce that work. As official government records, most types of communication, unless they fit an exception to disclosure, may be made available to the public upon written request in accordance with procedures defined in the Public Information Act, SEE Personnel Records and Privacy #040. 3.01.520 BULLETIN BOARDS PURPOSE To provide a permanent and official channel of communication to employees. POLICY Important City information will be displayed as required on bulletin boards located at strategic points throughout the City's facilities. Information will be of the following types: 1. Legally required posters and notices. 2. Safety rules and related information. 3. Management memos and announcements, including job posting forms. 4. City sponsored social and recreational events. Employees will be responsible for locating and regularly checking/reading the bulletin board as well as following posted rules, regulations, and instructions. Employees are not to post materials on these designated areas without prior authorization. These bulletin boards are for informational purposes only and should not serve as a forum for the expression of personal or political beliefs. 3.01.530 OPEN DOOR/OPEN COMMUNICATION PURPOSE To maintain approachable, open-minded, two-way communication at all levels between all City employees and to improve the quality and efficiency of City services. OR). 200 ` 52. Page 20 of 27 JAPOLICY MANUAL\z-Policy Update_10-01-04\Council Action\Exhibit A - September 2004.doc Exhibit A POLICY OPEN COMMUNICATION The City attempts to ensure employment that will be enjoyable and rewarding. Therefore, all employees are encouraged to participate in a free and uninhibited exchange of questions, suggestions and information which may improve municipal service, safety, employee performance and moral, efficiency, cost effectiveness, effective maintenance or public relations: anything that will enable us to do a better job. All City employees have the right to report a violation of the law to the appropriate authority if the employee report is made in good faith. See Whistle -Blower Policy #531 OPEN DOOR Employees are strongly urged to first discuss the issue of concern with their immediate supervisor; however, when circumstances merit disregard of the normal chain of command, employees may contact anyone in the City organization, including the City Manager, Assistant City Manager or Division Directors, to answer their questions or concerns. Employees who wish to discuss problems and/or concerns regarding management practices or procedures should refer to and follow the Grievance Procedure Policy #540. 3.01.531 WHISTLE -BLOWER POLICY PURPOSE To clearly state the City's position related to the state and federal Whistle -blower Act(s), Title VII of the Civil Rights Act of 1964; Texas Government Code, Chapter 554. POLICY The City is committed to upholding the requirements of all state and federal laws including applicable Whistle -blower Act(s). The City will not suspend, terminate, or otherwise discriminate against an employee who appropriately reports a violation of law to an appropriate authority if the employee report is made in good faith. Employee rights include: ® right and/or duty to report violations of law; • right to report unsafe act or condition; ® right to file a Workers' Compensation Claim; • right to file a grievance; and right to file a complaint of alleged discrimination. 3.01.532 PUBLIC COMMUNICATION PURPOSE To establish guidelines for public communication between City officials, employees, citizens, news media representatives and others requiring information concerning City issues, programs, projects, services and activities. Q Q. C2004wsz Page 21 of 27 JAPOLICY MANUAL\Z-Policy Update_10-01-04\Council Action\Exhibit A - September 2004.doc Exhibit A POLICY It is the policy of the City of Georgetown to encourage positive communication and to ensure the exchange of accurate, timely information among City officials, City employees, citizens, media representatives and others interested in City issues, policies, operations and services. 3.01.540 GRIEVANCE PROCEDURE PURPOSE To provide a process for employees to discuss problems and/or concerns with management practices or procedures and to receive careful consideration and a prompt resolution. POLICY It is the policy of the City insofar as possible to prevent the occurrence of grievances and to deal promptly and fairly with those which occur. No adverse action will be taken against an employee for reason of his/her exercise of the grievance right. FINAL AUTHORITY Grievances can be appealed through the Division Director to the City Manager whose decision is final. 3.01.610 EMPLOYEE DEVELOPMENT PURPOSE To provide exceptional customer service by maintaining a high standard of professionalism through competent, well-trained employees. POLICY City employees and their supervisors are responsible for the employee's professional development. 3.01.611 TRAINING PURPOSE To promote a high standard of professionalism through the empowerment of competent, well-trained employees. POLICY The City will provide appropriate training for City employees subject to available funding. All training must be aligned with Citywide training strategies or certification requirements for a specific job. . o 4.62. Page 22 of 27 JAPOLICY MANUAL\Z-Policy Update_10-01-04\Council Action\Exhibit A - September 2004.doc Exhibit A Human Resources will sponsor City-wide training for areas of development deemed necessary for all or a large portion of City employees. Each Division can establish training for their specific needs. i W glows► i • . PURPOSE To provide a process by which the job performance of each employee is periodically and regularly appraised for purposes of development, merit bonus review and counseling, which enables the City to maintain a high standard of professionalism with competent, well-trained employees. POLICY The employee performance appraisal process is intended to accomplish the following objectives: • To enhance individual employee performance and ensure effective City operations. • To promote and support performance/behavior which is aligned with the City's values based culture. • To document both formal and informal performance discussions held with employees throughout the review period. • To document performance areas in which employees do well and those areas which require improvement. To establish performance goals and plans to correct performance shortcomings and focus on employee development. • To link employee performance with merit bonus considerations. 3.01.620 PROMOTIONS PURPOSE To support the basic organization -building process of promoting qualified employees to positions of greater responsibility and recognition. POLICY When a position vacancy occurs, opportunities to promote from within may be explored consistent with the goal of filling positions with the most capable individual available. Receipt of a promotion does not guarantee that an employee will be able to return to his or her former position if he or she is unsuccessful in the new job. 3.01.621 ADMINISTRATIVE TRANSFERS PURPOSE To encourage teamwork among City departments to achieve our common goals. ORD* 200On Page 23 of 27 JAPOLICY MANUAL\Z-Policy Update_10-01-04\Council Action\Exhibit A - September 2004.doc Exhibit A POLICY A transfer is the reassignment of an employee from one position to another. A transfer not involving promotion or demotion may be effected at any time for administrative convenience. Transfers may be made administratively or in conjunction with an announced selection process. Transfers between job levels or between departments shall become effective following approval of the Division Directors and the City Manager, 3.01.710 DRUG AND ALCOHOL FREE WORK ENVIRONMENT PURPOSE To establish programs designed to help prevent accidents and injuries resulting from the misuse of alcohol or use of controlled substances by City employees. POLICY An employee shall not possess, sell or provide alcohol or controlled substances to any other employee or to any person while such an employee is on duty or on-call unless the employee is required as a part of his or her job to legally possess alcohol or controlled substances. An employee shall not report for duty, or remain on duty, when using or testing positive for any controlled substance (except under instructions of a physician who has advised the employee that the substance does not adversely affect the employee's ability to perform his or her job safely). 3.01.720 TOBACCO USE PURPOSE To promote the health and safety of our employees as well as our customers. POLICY The City of Georgetown is a tobacco -free work place. Employees are prohibited from using any form of tobacco product while on duty except for designated break periods. Employees and visitors are prohibited from smoking or using any form of tobacco product inside City buildings, enclosed walkways and City vehicles. While on break, employees should refrain from smoking or using any form of tobacco product in public areas where the public and/or employees must walk through to enter a City building (i.e. right outside a door of a City building.) 3.01.730 ACCIDENTSIINJURIES REPORTING PURPOSE To protect the safety and health of all employees and to comply with applicable federal, state, and local laws. 0 4; 6,5Z Page 24 of 27 J:\POLICY MANUAL\Z-Policy Update_10-01-04\Council Action\Exhibit A - September 2004.doc exhibit A POLICY Job related injuries and illnesses, regardless of severity, should be reported immediately to the supervisor. The supervisor ensures the employee receives medical attention as required. 3.01.740 SAFETY RESPONSIBILITY PURPOSE To increase productivity, improve the work environment and enhance public safety while at the same time reducing injuries and actual cost of injuries. POLICY Within the limits of the job, the actions of each Division Director, supervisor, and employee must reflect a commitment to safety. All employees must act to prevent, correct, or report any unsafe condition or practice. Employees are responsible for their own safety as well as the safety of those around them. 3.01.750 EMERGENCIES AFFECTING REGULAR BUSINESS OPERATIONS PURPOSE To protect the health and safety of City employees in times of emergencies including man-made and natural disasters. POLICY The City is always open for business during normal working hours, however, due to weather or other emergencies, the City may be faced with temporary service closure or have limited operations. The City Manager is the only person with the authority to make a decision regarding the staffing requirements during an emergency. 3.01.760 PROMOTING A SECURE WORK ENVIRONMENT PURPOSE To protect the safety and security of City employees recognizing the importance of the common good and the value of each individual. POLICY All employees are expected to meet the City standards of professionalism and demonstrate courtesy to clients, co-workers and members of the public. Each employee shares the responsibility for preventing possible workplace violence. Threats, threatening behavior, or acts of violence against employees, visitors, guests, or other individuals by anyone on City property, or during the employee's working time, or during the course of the employee's employment, will not be tolerated. Violations of this policy will lead to disciplinary action up to and including termination, arrest, and prosecution. Oa •5,Z, Page 25 of 27 JAPOLICY MANUAL\Z-Policy Update_10-01-04\Council Action\Exhibit A - September 2004.doc Exhibit A No existing City policy, practice, or procedure should be interpreted to prohibit decisions designed to prevent a threat from being carried out, a violent act from occurring or a life threatening situation from developing. 3.01.770 DRIVING POLICY PURPOSE To encourage safe use of vehicles and equipment. To monitor vehicle operators to ensure they are in compliance with State and local laws as well as with this policy. POLICY In addition to having a valid driver's license, employees must comply with the City's DRUG AND ALCOHOL FREE ENVIRONMENT #710 and maintain a safe driving record according to these requirements: o No more than two moving violations in a twelve (12) month period, or • No more than three moving violations in a twenty four (24) month period, or • No DWI (Driving While Intoxicated) within the past thirty-six (36) months. Not meeting these requirements and/or failure to demonstrate the ability to drive safely will constitute an unsafe driving record. A driver's license record check will be done at time of employment and at least annually thereafter. 3.01.780 A SAFE PLACE PROGRAM PURPOSE To participate in making our hometown safe for kids by providing the youth of our community with assistance as needed. POLICY The City shall collaborate with community organizations to launch and maintain the A Safe Place community campaign. Participating City divisions and participating community organizations shall provide parents with security by performing background checks for all its employees before hiring. Employees shall also participate in a crisis management training on how to effectively respond to children and adolescents. In addition, participants will be equipped to quickly access and deliver information to the Fire Department, Police Department, Emergency Medical Services and other community resources. 3.01.810 EMPLOYEE SEPARATION PURPOSE To ensure timely and accurate processing of employees who are being removed from the City payroll and to stay consistent with positive employee relations practices. . o?OC4422 Page 26 of 27 J:\POLICY MANUAL\Z-Policy Update_10-01-04\Council Action\Exhibit A - September 2004.doc Exhibit A POLICY It is the policy of the City to terminate employment because of an employee's resignation, release, death, incapacity, discharge, or retirement; or the expiration of an employment contract or a permanent reduction in or restructuring of the City's workforce. Discharge can be for any reason not prohibited by law. In the absence of a specific written agreement, an employee is free to resign at any time and for any reason, and the City reserves the right to terminate employment at any time and for any reason. ML820 EXIT INTERVIEWS PURPOSE To determine and document the reasons employees leave the City, to provide an opportunity for the airing of unresolved grievances, and to -solicit constructive feedback to improve effectiveness and/or efficiency of City operations and/or employees' quality of life. POLICY Prior to leaving the City upon separation, employees will have an exit interview with a Human Resources representative. DRI)e 2004wst Page 27 of 27 JAPOLICY MANUAL\Z-Policy Update_10-01-04\Council Action\Exhibit A - September 2004.doc