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HomeMy WebLinkAboutORD 2002-06 - Personnel PolicyORDINANCE i, 4 00;L,. a ®, • a: i s � i * i • • i l ii .� i, • : i a i. WHEREAS, the City Council of the City of Georgetown finds it to be in the best interest of the citizens of Georgetown to revise and amend the City's Personnel Policies as herein set forth; and WHEREAS, the caption of this ordinance was printed in the Williamson County Sun on January 6, 2002, in compliance with the City Charter of the City of Georgetown; and 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 Pian 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 businesslike manner and sufficient financial resources for both current and future needs are provided." SECTION 2. Chapter 3.01, Policy No. 030, entitled "New Position Orientation Period" is hereby amended as set forth on Exhibit "A," which is attached hereto and incorporated herein. GeorgetownOrdinance No. 42 oo Amendment• City PersonnelPolicy Page of SECTION 3. Chapter 3.01, Policy No. 120, entitled "Salary Program Administration" is hereby amended as set forth on Exhibit "B," which is attached hereto and incorporated herein. SECTION 4. Chapter 3.01, Policy No. 612, entitled "Employee Performance Appraisal" is hereby amended as set forth on Exhibit "C," which is attached hereto and incorporated herein. SECTION 5. Chapter 3.01, Policy No. 023, entitled "Employment of Relatives " is hereby amended as set forth on Exhibit "D," which is attached hereto and incorporated herein. SECTION 6. Chapter 3.01, Policy No. 421, entitled "Political Activity" is hereby amended as set forth on Exhibit "E," which is attached hereto and incorporated herein. SECTION 7. Chapter 3.01, Policy No. 530, entitled "Open Door/Open Communication" is hereby amended as set forth on Exhibit "F," which is attached hereto and incorporated herein. SECTION 8. Chapter 3.01, New Policy 532, entitled "Public Communication" is hereby added to the City's Personnel Policy, as set forth in Exhibit "G," which is attached hereto and incorporated herein. SECTION 9. Chapter 3.01, New Policy No. 531, entitled "Whistle Blower Policy" is hereby added to the City's Personnel Policy, as set forth on Exhibit "H," which is attached hereto and incorporated herein. SECTION 10. Chapter 3.01, Policy No. 370, entitled "Education Assistance Program" is hereby deleted in its entirety from the City's Personnel Policy, SECTION 11. This Ordinance shall be and is hereby declared to be cumulative of all other ordinances of the City of Georgetown, and 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 12. 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 13, The Mayor is hereby authorized to sign this Ordinance and the City Secretary to attest. This Ordinance shall become effective and be in full force and Georgetown Ordinance No. Amendment to City Personnel Policy Page 2 of 3 effect upon adoption in accordance with the provisions of the Charter of the City of Georgetown. PASSED AND APPROVED on First Reading on the 22nd day of January, 2002. PASSED, APPROVED and ADOPTED on Second Reading on the 12th day of February, 2002. ATTEST: D. Lee, City Secretary APPROVED AS TO FORM: 0 tricia E. Carls, City Attorney Georgetown Ordinance No. ` Amendment to City Personnel Policy Page 3 of 3 THE CITY OF GEORGETOWN MaryEllen Kersch, Mayor 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 may evaluate employment suitability in terms of knowledge, skill, ability and interest. POLICY Employees hired or promoted by the City will be placed in an introductory period of no less than ninety (90) days. Requests for an introductory period, which extends beyond ninety (90) days must be made in writing for approval by the Human Resources Department and communicated as part of the verbal and written offer of employment. Supervisors will be held accountable for the performance of new employees and for negligent retention of an employee performing below standards 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. f, ,, .... EXHIBIT C To provide a process by which the job performance of each employee is periodically and regularly appraised for purposes of development, merit 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: A. To enhance individual employee performance and ensure effective City operations. Be To promote and support performance/behavior, which is aligned with the City's values based culture. C. To document both formal and informal performance discussions held with employees throughout the review period. D. 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. E. To link employee performance with merit increase considerations. • :•64" To establish an environment that is conducive to achieving the City's mission and goals, while preventing potential employee conflict related to recruitment, selection, promotion, supervision, discipline and compensation by related persons. POLICY Nepotism is the showing of favoritism toward a relative. The practice of nepotism in personnel matters and the awarding of contracts is prohibited. A. Relatives of Local Elected Officials 1. No person related to the Mayor, member of the City Council or City Manager within the second degree by affinity (marriage) or within the third degree by consanguinity (blood) shall be employed by the City or appointed to any office, position, or other service of the City. 2. This prohibition shall not apply to officers or employees who have been employed by the City continuously for the time periods as required by Texas Government Code, Chapter 573, as the same may be amended from time to time. B. Relatives of City Employees 1. To avoid actual or perceived conflicts of interest, no employee may be related within the second degree by affinity (marriage) or the third degree of consanguinity (blood) to another City employee working in the following departments: City Manager's Office, Information Resources, Human Resources, or the administrative departments of Finance, to include: accounting and purchasing. 2. No employee may directly, or indirectly, supervise or be supervised by a member of his/her family who is related within the second degree of affinity or the third degree of consanguinity. 3. No employee shall hold a position within the City that would subject a family member to administrative, or supervisory, authority over the work assignments, scheduling, working conditions, compensation and/or benefits when the relationship is within the second degree of affinity or the third degree of consanguinity. 4. Relatives may not be employed in a position whereby they would share the same immediate supervisor. 5. Promotions, demotions or any reassignment of an employee may not occur if it will result in a violation of this policy. 6. In the event that marriage places employees in violation of this policy, they must report the matter to their Division Director and the Human Resource Department immediately. The affected employees will be given the opportunity to decide which of them will resign or transfer to a different Department or Division. If the employees fail to make the determination, the City reserves the right to transfer or dismiss one or both of the employees. 7. The City reserves the right to address any additional relationships not already defined by this policy if such relationship presents an actual or perceived conflict of interest in the workplace. 8. "Step" relationships due to marriage will be recognized and covered by this policy. 9. Any existing relationships established prior to the date this policy takes effect may be grand fathered to the following guidelines; however, should a grand fathered relationship present a future conflict, the City reserves the right to address the situation. a. No employee may directly, or indirectly, supervise or be supervised by a member of his/her family who is related within the second degree of affinity or the third degree of consanguinity. b. No employee shall hold a position within the City that would subject a family member to administrative, or supervisory, authority over the work assignments, scheduling, working conditions, and compensation and/or benefits when the relationship is within the second degree of affinity or the third degree of consanguinity. C, Relatives may not be employed in a position whereby they would share the same immediate supervisor. d. In the event that marriage places employees in violation of this policy, they must report the matter to the Human Resource Department immediately. The affected employees will be given the opportunity to decide which of them will resign or transfer to a different Department or Division. If the employees fail to make the determination, the City reserves the right to transfer or dismiss one or both of the employees. Relationship to: 1ST DEGREE 2ND DEGREE 3RD DEGREE Employee/Officer Spouse Uncle Great Uncle (Consanguinity Father Aunt Great Aunt Kinship - Blood) Mother 1st Cousin 2nd Cousin Brother Niece Great Niece Sister Nephew Great Nephew Daughter Grandfather Great Grandfather Son Grandmother Great Grandmother Granddaughter Great Granddaughter Grandson Great Grandson Employee's Spouse Father Uncle Great Uncle (Affinity Kinship Mother Aunt Great Aunt Marriage) Brother 1st Cousin 2nd Cousin Sister Niece Great Niece Daughter Nephew Great Nephew Son Grandfather Great Grandfather Grandmother Great Grandmother Granddaughter Great Granddaughter Grandson Great Grandson C#NRI Vi=i 421 POLITICAL ACTIVITY To maintain the City's high level of accountability and high standards of professionalism while respecting the value of each individual. POLICY A. Political Participation i. 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. Co 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. EXHIBIT F 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. 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 No. 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 No. 540. EXHIBIT G 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. 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. 531 WHISTLE -BLOWER POLICY .•0�'U 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. ;Zi7i[rl'1 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.