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Home My WebLink AboutORD 97-55 - Personnel PoliciesORDINANCE NUMBER 9755 off WHEREAS, under the provisions of the Charter of the City of Georgetown, Texas, Article 11, Section 2.16 mandates the Council to establish a Personnel Policy by Ordinance; and, WHEREAS, the City must comply with all Federal, State, and Local employment laws, and, WHEREAS, the City staff has prepared the review and recommended modifications and revisions to the Personnel Policy; and, WHEREAS, the Council has determined that the adoption of this Ordinance is imperativ e for the orderly and timely implementation of the Personnel Policy; 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 policy of the Century Plan - Policy Plan Element: 1. Facilities and Services Policy End 4.0, which states: "The City provides for the safety of its citizens and supports the responsive delivery of coordinated services by the City and other, public agencies", 2. Finance Policy End 5.0, which states: "All municipal operations are conducted in an efficient business -like manner and sufficient financial resources for both short-term and long-term needs are provided", and further finds 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 of the Policy Plan. Personnel Policy Ordinance No. 9755 Page 1 of 3 J. I POLICIESICOUNCILIORDINANC.WPD SECTION 2. The City Council hereby adopts Chapter 3.01 to Title 3, Personnel, of the City of Georgetown Code of Ordinances, providing for the adoption of a set of Personnel Policies applicable to employees of the City of Georgetown, as stated in Exhibit A which is attached hereto and incorporated herein by reference as if copied verbatim. SECTION 3. With the exception of matters reserved to the City Council the general and final authority for personnel management rests with the City Manager who may delegate authority as necessary and proper. SECTION 4. The City Manager is hereby authorized to determine the appropriate procedures to implement Personnel Policy and make whatever grammatical and technical changes as may be necessary; provided, however, that the City Manager shall not be authorized to make any substantive changes in the Personnel Policy, SECTION 5. 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 of the provisions of this ordinance are hereby declared to be severable. SECTION 6. 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 effect on December 1, 1997, PASSED AND APPROVED on First Reading on the 28th day of October, 1997. PASSED AND APPROVED on Second Reading on the 11th day of November, 1997, ATTEST: Sandra Lee City Secretary APPROVED AS TO FORM: Personnel Policy Ordinance No. 9755 Page 2 of 3 JAPOLICIESICOUNCIL IORDINANC. WPD THE CITY OF GEORGETOWN: By: Leo Wood Mayor Marianne Landers Banks City Attorney Personnel Policy Ordinance No. 4755 Page 3 of 3 !: I POLICI ES I CO UNCIL IORDINANC. WPD "Exhibit A„ TABLE OF CONTENTS 000 EMPLOYMENT POLICIES...................................................13 010 Definitions of Employment Status 0 1 . 1 1 . 3 020 Equal Employment Opportunity ............................. 11 10 1 ... 3 021 Job Posting...............................................11.113 022 Recruiting and Selection ...................... 3 023 Employment of Relatives .......................................... 4 024 Employment of Minors ...................................... 1 1 1 1 .. 6 025 Rehires 6 026 New Employee Relocation ......................................... 6 030 New Position Orientation Period ........ 7 040 Personnel Records & Privacy .. 7 050 Id Badges......................................................7 060 Residency.....................................................8 100 WAGE AND SALARY ADMINISTRATION..........................................9 110 Exempt/Non-exempt Employee Status 9 120 Salary Program Administration ......... 9 200 HOURS OF WORK AND PAYROLL PRACTICES....................................10 210 Hours of Work and Paydays 10 211 Standby Pay 10 212 Travel Time...................................................10 220 Overtime: Non-exempt Employees 10 221 CompensatoryTime.............................................11 230 Flex Time.....................................................11 300 EMPLOYEE BENEFITS AND SERVICES 12 311 Vacations.....................................................12 312 Holidays......................................................12 313 Sick Leave....................................................13 314 Injury Leave (On the Job) 14 315 MilitaryLeave..................................................14 316 Paid Absences.................................................14 321 Leave Without Pay..............................................15 322 Family and Medical Leave ........................................ 15 330 Insurance Programs.............................................15 340 Retirement.............:......................................16 350 Longevity.....................................................16 360 Sick Leave Pool................................................17 370 Education Assistance Program ............................. 1.1.1.1 17 400 STANDARDS OF CONDUCT AND EMPLOYEE CORRECTIVE ACTION ...................... 19 410 Ethical Standards...............................................19 420 Work Standards 19 421 Political Activity ........... , .................................... 19 422 Professional Work Environment .................................... 21 423 Attendance 21 .................................................... 424 Solicitation and Distribution .................................. 1 1 1 . 121 425 Telephone Use.................................................22 426 Outside Employment ................................... I ........ 22 427 Dress and Personal Appearance...................................23 430 Labor Activity..................................................23 440 Complaints....................................................24 450 Corrective Action..........................................1111124 451 Disciplinary Action Appeals ....................................... 25 500 EMPLOYEE COMMUNICATIONS..............................................26 510 Privacy Expectation............................................126 520 Bulletin Boards.................................................26 530 Open Door/Open Communication ................................. 126 540 Grievance Procedure............................................27 600 TRAINING AND DEVELOPMENT..............................................128 610 Employee Development ......................................... 128 611 Training ..................... 612 Employee Performance Appraisal . 620 Promotions ... . ..... . ........ . 621 Administrative Transfers . 28 ....28 . 29 ..............29 700 SAFETY AND HEALTH.....................................................30 710 FitnessforDuty................................................30 720 Smoke Free Workplace.........................................130 730 Accidents/Injury Reporting ........................................ 30 731 Modified Duty 1111....... 31 740 Safety Responsibility ................................. I 1 1 0 . 1 ..... 31 750 Emergencies Affecting Regular Business Operations .................. 131 760 Promoting a Safe Work Environment .........................1..0..1 32 770 Driving Policy..................................................32 800 SEPARATION...........................................................33 810 Employee Separation...........................................133 820 Exitlnterviews.................................................33 000 EMPLOYMENT POLICIES 010 DEFINITIONS OF EMPLOYMENT STATUS • - sMA 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. 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. 021 JOB POSTING 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. Postings may be internal only to encourage internal promotion and/or posted externally for expanded applicant pool. 022 RECRUITING AND SELECTION 21121WOMM 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, Personnel Policy "Exhibit A" Ordinance No. 9755 Page 3 of 33 J:\POLICIES\COUNCIL\POLICIES.WPD 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." 023 EMPLOYMENT OF RELATIVES PURPOSE To prevent problems of supervision, safety, security and morale, and maintain our high level of trust and accountability. POLICY Nepotism is the showing of favoritism toward a relative. The practice of nepotism in personnel matters 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 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 Revised Civil Statutes Annotated Act 599a, as the same may be amended from time to time. B. Relatives of City Employees 1. No regular employee may be related within the second degree by affinity (marriage) or consanguinity (blood) to another City employee of the divisions of Employee and Organizational Services, Finance and Administration, and Management Services, to include the City's Legal Department. 2. Any relationships already established from the date this policy takes effect will be grand fathered to the following guidelines: a. No employee may directly or indirectly supervise or be supervised by a member of his/her family within the second degree by affinity Personnel Policy "Exhibit A" Ordinance No. 9755 Page 4 of 33 J:\POLICIES\COUNCIL\POLICIES.WPD (marriage) or within the second degree by consanguinity (blood) . 1:4:4 • a"jLAjNfiN Relationship to: 1ST DEGREE 2ND DEGREE 3RD DEGREE Employee/Officer Spouse Uncle Great Uncle (Consanguinity Father Aunt Great Aunt Kinship - Blood) Mother 1 st Cousin 2nd Cousin Brother Niece Great Niece Sister Nephew Great Nephew Daughter Grandfather Great Grandfather Son Grandmother Great Grandmother Granddaughter Great Grandson Granddaughter Great Grandson Employee's Spouse Father Uncle Great Uncle (Affinity Kinship - Mother Aunt Great Aunt Marriage) Brother 1 st Cousin 2nd Cousin Sister Niece Great Niece Daughter Nephew Great Nephew Son Grandfather Great Grandfather Grandmother Great Grandmother Granddaughter Great Grandson Granddaughter Great Grandson Personnel Policy "Exhibit A" Ordinance No. 9755 Page 5 of 33 J:\POLICIES\COUNCIL\POLICIES.WPD 1 „• i — •_ � Vii' 1 To establish guidelines to occasionally hire minors during school breaks, at peak work periods, or on an internship basis recognizing the importance of providing empowering opportunities for minors. POLICY A. 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 16 or 17 years old, but this is done only under special conditions and must be approved by the Human Resources Department. B. 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. 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. A person who is separated in good standing may be reinstated, with prior approval of the City Manager, to his/her former type of position within a year following separation, provided the person remains qualified to perform the duties of the position and that a position is available and such reinstatement would be in the best interest of the City. � � r 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. Personnel Policy "Exhibit A" Ordinance No. 9755 Page 6 of 33 J:\POLICIES\COUNCIL\POLICIES.WPD POLICY The City Manager is responsible for the implementation of this policy, with responsibility for determining applicability and maximum allowable amounts in individual cases. To complete the new employee selection process by providing an orientation 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 Regular employees hired by the City will be placed in an orientation period of no less than six months. Requests for orientation which extend beyond six months 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. 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. Iall 1:91aoyd 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. Personnel Policy "Exhibit A" Ordinance No. 9755 Page 7 of 33 J:\POLICIES\COUNCIL\POLICIES.WPD 060 RESIDENCY zMV 0 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. Personnel Policy "Exhibit A" Ordinance No. 9755 Page 8 of 33 J:\POLICIES\COUNCIL\POLICIES.WPD 110 EXEMPT/NON-EXEMPT EMPLOYEE STATUS PURPOSE To define exempt and non-exempt employee status and to provide guidelines for determining this status according to law. POLICY All positions in the City will be classified as either exempt or non-exempt in compliance with law and for payroll administration purposes. ..0014 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 Employee and Organizational Services 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. Administration is handled by the Human Resources Department. Personnel Policy "Exhibit A" Ordinance No. 9755 Page 9 of 33 J:\POLICIES\COUNCIL\POLICIES.WPD 1 • ' • • "• 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. 211 STANDBY PAY • NWOA To establish a procedure for compensating standby personnel, trusting on their accountability and reliability. 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. 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 (Federal Labor Standard Act). And where previously agreed in writing, employees may be compensated beyond FLSA guidelines with supervisor approval. • i••100NO To provide guidelines to administer overtime/compensatory 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. Personnel Policy "Exhibit A" Ordinance No. 9755 Page 10 of 33 J:\POLICIES\COUNCIL\POLICIES.WPD POLICY Hours compensated at the overtime rate shall be defined as the hours actually worked in excess of forty hours in a work week or in excess of 212 hours in a 28 day cycle for firefighters, and does not consider benefit hours or compensatory time taken within the work week or work cycle as a basis for calculating the actual hours worked. • Only if the overtime worked is approved as special 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. 221 COMPENSATORY TIME 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 Employees are encouraged to take compensatory time off to compensate for overtime hours worked. Compensatory Leave is time off earned by an eligible employee in lieu of overtime pay - 230 FLEX TIME 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 thru 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. Management maintains the authority to schedule/re-schedule work hours to meet business needs. Personnel Policy "Exhibit A" Ordinance No. 9755 Page l I of 33 J:\POLICIES\COUNCIL\POLICIES.WPD 311 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 Employees are required to take a minimum amount of vacation each year. Vacation will be earned by all employees according to the following schedule: Years of Service Days of Vacation for City Personnel except Days of Vacation for City Firefighters Firefighters FULL TIME hire year 6.67 hours for each full month worked 10 hrs for each full month worked 1-4 years 10 days per year (6.67 hrs/month) 10 days per year (10.0 hrs/month) 5-14 years 15 days per year (10.0 hrs/month) 15 days per year (15.0 hrs/month) 15 or more 20 days per year (13.34 hrs/month) 20 days per year (20.0 hrs/month) Part-time employees earn vacation leave on a pro -rated basis. Vacation will not be earned for any month during which an employee is in pay status for less than half the standard number of paid days for his/her position (e.g, leave without pay, new hire in second half of month, etc.) The City Manager may, for recruitment purposes, adjust the beginning rate at which new hires earn vacation. 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: Personnel Policy "Exhibit A" Ordinance No. 9755 Page 12 of 33 J:\POLICIES\COLJNCIL\POLICIES.WPD Holiday Thanksgiving Day Christmas New Year's Day Memorial Day Independence Day Labor Day Two Personal Holidays (full-time employees only) Fourth Thursday in November and the following Friday December 24 and 25 January 1 Last Monday in May July 4 First Monday in September To be selected by the full-time employee Such other holiday as the City Council may declare. 313 SICK LEAVE PURPOSE To provide income protection 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 the last payroll of the month. Sick leave shall not accrue for any month during which an employee is in 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. Personnel Policy "Exhibit A" Ordinance No. 9755 Page 13 of 33 J:\POLICIES\COLJNCIL\POLICIES.WPD 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. 315 MILITARY LEAVE To provide income protection and a means for employees to secure time -off when called to a 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. KTI[�6:7=1111TMAI: hill] 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. Personnel Policy "Exhibit A" Ordinance No. 9755 Page 14 of 33 J:\POLICIES\COUNCIL\POLICIES.WPD 321 LEAVE WITHOUT PAY To enable employees to be granted time away from work to satisfy military service obligations, handle personal business, or as a disciplinary tool for use by supervisors. POLICY City employees may be granted leave without pay to satisfy military service obligations, handle personal business, or for disciplinary reasons. Leave without pay for personal reasons shall not materially affect normal business operations. 322 FAMILY AND MEDICAL LEAVE PURPOSE To enable employees to receive time away from work without pay for limited periods to attend to specified family needs 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. 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. 330 INSURANCE PROGRAMS PURPOSE To maintain competitive benefits that will attract and retain quality employees; and to enhance employees' quality of life. Personnel Policy "Exhibit A" Ordinance No. 9755 Page 15 of 33 J:\POLICIES\COUNCIL\POLICIES.WPD 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. 340 RETIREMENT To help eligible employees supplement their retirement income. 1011M 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 employee's 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 ten years of service. International City Management Association Retirement Corporation (ICMA-RCI. 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. 350 LONGEVITY To recognize employee's knowledge of practices, policies, procedures, and work standards specific to the City acquired through years of continuous loyal 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 31 st 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 Personnel Policy "Exhibit A" Ordinance No. 9755 Page 16 of 33 J:\POLICIES\COUNCIL\POLICIES.WPD 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. Years of Service 1 to 4 5to9 10 to 14 15 to 28 Monthly Longevity Rate $ 4.00 6.00 8.00 10.00 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. 360 SICK LEAVE POOL F0110109 -MA 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. POLICY 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. 370 EDUCATION ASSISTANCE PROGRAM To provide incentive for self development and/or provide an avenue of preparation for career development within the City's needs. POLICY The City will provide tuition reimbursement for qualified employees. This program is subject to available funding as determined in a one-year time frame during the annual budget process. The Human Resources Department will be responsible for the review of all reimbursement applications. Personnel Policy "Exhibit A" Ordinance No. 9755 Page 17 of 33 J:\POLICIES\COLTNCIL\POLICIES.WPD A one year service requirement, which begins from the date of each reimbursement, must be fulfilled to erase each reimbursement debt. If the employee has completed less than one year of the service agreement he/she will repay the debt in full (100%). These provisions apply if separation occurs for any reason prior to the one year commitment being fulfilled. Personnel Policy "Exhibit A" Ordinance No. 9755 Page 18 of 33 J:\POLICIES\COLJNCIL\POLICIES.WPD EA i W,l�'! 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 on the job. As a public service organization, City employees are held to a high standard of ethical conduct. Employees should conduct themselves in a manner that ensure those high standards are met avoiding even the appearance of impropriety. EA 1 yffol' 1,43 IFA'1L 15111'! 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. 421 POLITICAL ACTIVITY To maintain the City's high level of accountability and high standards of professionalism while respecting the value of each individual. Personnel Policy "Exhibit A" Ordinance No. 9755 Page 19 of 33 J:\POLICIES\COUNCIL\POLICIES.WPD A. Political Participation No person may coerce an employee to participate in, or to refrain from participating in, a political campaign. No one may require an employee to contribute to any political fund, render any political service, or support any political election. No one may punish an employee in any way for refusing to do so. B. Endorsements as City Employees 1. Employees are prohibited from using their official capacity to influence, interfere with, or affect the results of an election. 2. Employees, during hours of work or while in uniform, shall not take an active part in any political campaign for an elective position. The term "active part" means making political speeches, passing out cards or other political literature, writing letters, signing petitions, actively and openly soliciting votes, and making public remarks about the candidates for such elective positions. 3. Employees shall not engage in any activity which could be construed as giving Departmental sanction to any candidate for public office. This prohibits soliciting votes, wearing campaign buttons, or distributing campaign literature at work or in a City uniform or in the offices or buildings of the City of Georgetown; listing the employee's position or occupation in an endorsement of a candidate for public office; and addressing political gatherings in support of, or in opposition to, a partisan candidate where the employee's occupation is mentioned or listed. C. Candidates for Georgetown City Council Any City employee who enters a race for Georgetown City Council shall resign. If he/she loses the race, he/she can be reinstated to his/her previous position. D. Candidates for Political Office A City employee elected to any other political office shall report this election to his/her Division Director and to the City Manager. The City Manager may review this election to determine if potential conflicts of interests or other reasons may exist that could require the employee to resign. Personnel Policy "Exhibit A" Ordinance No. 9755 Page 20 of 33 J:\POLICIES\COUNCIL\POLICIES.WPD Iafrile A To ensure an attractive work environment where cultural and social diversity is honored by respecting the value of each individual employee. POLICY The City strives to maintain and reinforce a professional work environment free from harassment, including sexual harassment. 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. 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. 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. PURPOSE To ensure a productive work environment where employees and City operations may function without disruption. Personnel Policy "Exhibit A" Ordinance No. 9755 Page 21 of 33 J:\POLICIES\COUNCIL\POLICIES.WPD 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 duty. Benefits for registered non -profits will be given limited opportunities for solicitation. To provide guidelines for responsible use of City telephones. POLICY The City's telephones are for conducting necessary 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; however, use to the point of interference with performance of job duties may result in corrective action. Employees are required to report and re-imburse the City for any personal long distance calls made on City 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. 426 OUTSIDE EMPLOYMENT PURPOSE To promote trust, ensure high quality service to our customers, and encourage loyalty to City service. POLICY 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 Personnel Policy "Exhibit A" Ordinance No. 9755 Page 22 of 33 J:\POLICIES\COUNCIL\POLICIES.WPD City's employment. 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 determined by the requirements of the area in which the employee works. Uniforms, as well as other attire, should be appropriate, clean, and pressed. Divisions Directors and/or department heads may implement a more detailed dress policy that must be communicated to their staff in writing. 430 LABOR ACTIVITY 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, O willful absence from one's position, • unauthorized holidays, • sickness unsubstantiated by a physician's statement when requested or medical examination when directed, • the stoppage of work, or • 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. Personnel Policy "Exhibit A" Ordinance No. 9755 Page 23 of 33 J:\POLICIES\COUNCIL\POLICIES.WPD ,.# . ,k To provide employees a means by which violations that may require corrective action. POLICY they may report an incident if they are witness to City employees are encouraged to speak out when they are witness to inappropriate behavior that violates the Employee's Values Statement, Mission Statement, or City-wide policies and procedures. 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.) 450 CORRECTIVE ACTION To set forth general supervisory guidelines for a corrective action process aimed to document and correct undesirable employment behavior in order to maintain a high standard of professionalism as well as attractive work environment, and to ensure employees due process as provided by City Charter. (For unacceptable job performance please see EMPLOYEE DEVELOPMENT #690.) POLICY Supervisors are responsible for maintaining an attractive work environment which enhances the employees quality of life and for maintaining high standards of professionalism. Also, they are responsible for correcting undesirable employment behavior which negatively impacts or threatens to negatively impact the work environment. In accordance with City Charter, corrective action may only be taken against an employee for Just Cause which includes, but is not limited to, the following: Violation of the requirements of: 1. The City's Personnel Policies and Procedures; 2, City-wide Standard Operating Procedures (SOPs); 3. Division's and/or Department's written and distributed policies, procedures, and guidelines. 4. Employee's Values Statement. Personnel Policy "Exhibit A" Ordinance No. 9755 Page 24 of 33 J:\POLICIES\COLJNCIL\POLICIES.WPD 451 DISCIPLINARY ACTION APPEALS To provide a process for employees to appeal disciplinary actions in accordance with City Charter. 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 the appeals procedure. All City employees have the right to appeal a disciplinary action 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. Employees also have the right to appeal to the City Council through a public hearing. The City Council shall conduct a hearing regarding the facts and information leading to the disciplinary action taken. The hearing shall be fair and impartial and the employee shall be given full and fair opportunity to present his/her defense. The decision of the City Council shall be the final authority with regard to the disciplinary appeal proceeding. Personnel Policy "Exhibit A" Ordinance No. 9755 Page 25 of 33 J:\POLICIES\COUNCIL\POLICIES.WPD 500 EMPLOYEE COMMUNICATIONS 510 PRIVACY EXPECTATION 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, work stations, and/or anything that belongs to the City used to produced that work. As official government records, most types of communication, unless it fits an exception to disclosure, may be made available to the public upon written request in accordance with procedures defined in the Public Information Act. 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. 530 OPEN DOORIOPEN COMMUNICATION To maintain approachable, open-minded, two way communication at all levels between all employees to improve the quality and efficiency of City services. Personnel Policy "Exhibit A" Ordinance No. 9755 Page 26 of 33 J:\POLICIES\COUNCIL\POLICIES.WPD 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 continuous exchange of questions, suggestions and information which may improve municipal service, safety, maintenance costs, communication methods or public relations: anything that will enable us to do a better job. Employees are urged to first discuss the matter with their immediate supervisor, but employees should feel free to contact anyone in the City, including the City Manager and Division Directors, to get an answer. The door is always open. 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 Personnel Policy "Exhibit A" Ordinance No. 9755 Page 27 of 33 J:\POLICIES\COUNCIL\POLICIES.WPD � SDI 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. ;1i►11'1 � 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 aligned with City-wide training strategies or certification purposes for a specific job. The Division of Employee and Organizational Services will sponsor City-wide trainings for areas of development deemed necessary for all or a large portion of City employees. Each Division can establish training for their specific needs. To provide a process by which the job performance of each employee is appraised for purposes of development, merit review and counseling to maintain a high standard of professionalism with competent, well-trained employees. POLICY The employee performance appraisal process will be managed to accomplish the following objectives: A. To enhance individual employee performance and ensure effective City operations. B. To promote and support performance/behavior which is aligned with the City's values based culture. Personnel Policy "Exhibit A" Ordinance No. 9755 Page 28 of 33 J:\POLICIES\COUNCIL\POLICIES.WPD C. To summarize 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 focuses on employee development. E. To link employee performance with merit increase considerations. 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. 621 ADMINISTRATIVE TRANSFERS PURPOSE To encourage teamwork among City departments to achieve our common goals. 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. Personnel Policy "Exhibit A" Ordinance No. 9755 Page 29 of 33 J:\POLICIES\COLJNCIL\POLICIES.WPD 700 SAFETY AND HEALTH 710 FITNESS FOR DUTY F0911MOSMA 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 use, 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). To promote the health and safety of our employees as well as our customers. POLICY The City of Georgetown is a smoke-free work place. Employees and visitors are prohibited from smoking inside City buildings and City vehicles. Employees should refrain from smoking in public areas where non-smokers must go through to get to a City building (i.e. right outside a door of a City building.) 730 ACCIDENTS/INJURY REPORTING ..s M To protect the safety and health of all employees and to comply with applicable federal, state, and local laws. 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. Personnel Policy "Exhibit A" Ordinance No. 9755 Page 30 of 33 J:\POLICIES\COUNCIL\POLICIES.WPD 731 MODIFIED DUTY To establish expectations of employees when they cannot perform their regular work duties due to an injury. POLICY If an employee suffers an injury or illness on or off the job, and is able to report to work but is unable to perform normal duties, the employee may be assigned modified duties suited to his/her physical condition. Based on the Safety Manager's assessment, the employee may be assigned duties in other departments and/or Divisions on a different work schedule if necessary. Length of accommodation will be on a case by case basis. An employee's refusal to accept reasonable duties suited to his/her incapacity and physical condition will be subject to disciplinary action up to and including termination. If the injury was on the job, such refusal could be subject to disciplinary action up to and including termination. 740 SAFETY RESPONSIBILITY F21111=16MA 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. 750 EMERGENCIES AFFECTING REGULAR BUSINESS OPERATIONS 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 Personnel Policy "Exhibit A" Ordinance No. 9755 Page 31 of 33 J:\POLICIES\COUNCIL\POLICIES.WPD operations. The City Manager is the only person with the authority to make a decision regarding the staffing requirements during an emergency. To protect the safety and security of City employees recognizing the importance of the common good and the value of each individual. POLICY Threats, threatening behavior, or acts of violence against employees, visitors, guests, or other individuals by anyone on City property will not be tolerated. Violations of this policy will lead to disciplinary action up to and including termination, arrest, and prosecution. 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. 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 Employees must comply with the City's Fitness for Duty policy (#710) and maintain a safe driving record according to these requirements: Y No more than two moving violations in a one year period, or • three in a two year period, or • a DWI (Driving While Intoxicated) within the past three years. Not meeting these requirements will constitute an unsafe driving record. A driver's license record check will be done at time of employment and annually thereafter. Personnel Policy "Exhibit A" Ordinance No. 9755 Page 32 of 33 J:\POLICIES\COUNCIL\POLICIES.WPD „ 1101 ilk I To ensure timely and accurate processing of employees who are being removed from the City payroll and stay consistent with positive employee relations practices. POLICY City employees may be separated from City service through resignation, release, retirement, lay- off, incapacity, termination or death of the employee. 820 EXIT INTERVIEWS 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. Personnel Policy "Exhibit A” Ordinance No. 9755 Page 33 of 33 J:\POLICIES\COUNCIL\POLICIES.WPD