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HomeMy WebLinkAbout20081103 - VI-07To: From: Re: Date: l~ayror Hicks and City Councilmen~bers .ll~elanie Mesko l.~ee Personnel Policy Handbook Updates October 29, 2008 Cou~ncii fiction Re nested: Approve the changes to the City Personnel .Pc~iicy handbook as presented. Background fnform~tion: Tl~roughaut 2008, staff. has beeY~ reviei~ling the City's personnel policy handbook. with few exceptions, there tivas no intention to materially change the current policies or procedures which ha~~~e been adopted in the previous emplo~ree handbook. Thane n~aterial changes ~~~hich are propased are intended for simplification in adzninistratian in compliance with outside re~~ulatians. Tl~e intent is to provide a more succi~~ct, user-friendly dOCU~nent to provide guida~~ce an tl~e City's policies, procedures, a~~d expectations. .Additionally, ernplayees rep~-eserited by a collective b~rgaininb agreement nay ha~~e differe~r~t pravisiox~s which Dave been negotiated into a labor agreement. ~f any policies ar procedures in this handbook are in conflict ~~tith federal, . state, andlor local statutes ancl~~ar eallective bargaining agreements, those d~icuments take precedence in applicatia~~ over these policies and procedures. The Administrative Committee of the Cou~~cil met an Tuesday, September 2 to discuss the propased changed to the City's personnel policy. The cotnn~ittee tiaras supportive of many of the ul3dates and changes proposed, and provided specific direction on three itt~ns for the hax~dbook: probationar~~ period, tuitit~n rein~b~arsement, algid performance feedback. • Probationary Period-current language calls for a b=month probationary period, with an option to extend to 1 ~ months. There was consensus by the committee that the probationary period. should be, a) a set period of time and b} consistent with union languagelpractice as much as possible. Based an that direction, revised language provides far a 12 month probationary period. This is generally consistent with union contracts, three of four of which have a ] 2 month probationary period. The revised language also provides for a b-month compensation adjustment, based on satisfactory performance (maintaining current practice}. • Performance Feedback-this language was changed, based an committee recommendation that written performance feedback should be conducted a minimum oftwo times per year. The committee felt that regular, documented feedback to employees is imperative to fully communicate expectations and improve performance (if applicable). • Tuition Reimbursement the committee provided direction that there sl~auld be a timeline associated with tuition funds received. Ta that end, language has been included which requires employees who leave employment within a certain time period to pay back a portion of any tuition reimbursement received. If an employee leaves City employment with less than one year after receiving tuition reimbursement, they would be required to pay back to the City l 0a% of the costs paid; if they leave City employment less than two years after receiving reimbursement, they would pay back 50% of the costs paid by the City. Attached you ~~rill find a su~a~n~ary of tl~e provisions of the revised policy. Once approved by the City Council, updated. l~alicy books r~rill be distributed to staf~~. Please let rile kno~~T if you have ar~y, cluestians. ;..`itV uf' l~las~ings • 1 ~ I ~i~~ii~~i Stri?et ~atit + H~1~i13~~;;~ 't-~ 1~ 55~)~i3-1 t~~~ + p:(~S l -~t~?()-? ~5t? + ~~:~~~ 1-~3 ~ -7t~~2 + ~~-~~~~~~.c:~.~~a~~i1~~s.3~E~n.u - ~. City of Hastings Personnel Policy Handbook Review Summary Proposed Proposed New Sections Notes New Title Chapter I Purpose, Adoption, Amendment, Scope l .a. Purpose Purpose of handbook is to outline policies, procedures & expectations; goals of policies I .b. Amendments Handbook and future amendments a roved b CC 1.c. Types of Employees Defines positions; removes "provisional" employee definition, which was rarely used l .d. Application Generally, defines who the policies apply to. there are some sections which a ly to POC f re staff l .e. Nat an Employment The handbook does not create a general employment contract Contract l .f. Data Practices General parameters of MN data practices rules and who has Advisory access to personnel Information Chapter 2 Hiring Practices & Procedures 2.a. Pasting The city will post vacancies as deemed appropriate for each position 2.b. Recruitment The city will determine recruitment process as deemed appropriate for each positron 2.c. A lication Forms The city will develo re uired em loyment a plicatian forms 2.d. Testing The city may conduct pre-employment testing as deemed a ro riate per osition 2.e. Appointment City Council appoints City Administrator and department head positions; other appointments are made by the City Administrator 2.f. Denial of If an applicant is rejected as a result of a previous criminal Appointment conviction, the City will provide required statutory notification 2.g. False Information False, misleading, or omitted relevant information may result in disqualification from consideration or termination from employment 2.h. Hiring Seasonal Application review, interviews, and hiring recommendations andlor Temporary may be delegated; CA still has ultimate appointing authority Employees 2.i. Rehiring Seasonal Previous seasonal or temporary employees may be rehired, andlor Temporary provided there are no disqualifying factors Employees 2'. Veterans Preference The city will comply with veterans preference requirements 3.c. Drug Free Workplace The City is adrug-free workplace, and reserves the right to conduct applicable random testing ~CDL & Transit employees} and reasonable suspicion testing Drug testing policy, which articulates the federal testing regulations, are attached as an appendix policy 3.d. Probationary Period Standard has been increased to l2 months; compensation adjustment may remain after b months. 3.e. Personnel Data Employees are expected to notify the City of changes to Changes personnel data marriage, divorce, birth of child, new address, etc.}, to receive applicable insurance information and update ersonnel files. 3.f. Performance Articulates the city's goal to conduct at Ieast two performance Feedback feedback rneet~ngs with all e m Ioyees each year ~~ ~'~ /~~~ `.k.^ y C ~~iS~ 4, 1 :,x r.. y ~rVr~ H1r r 9 ~:- t '':~ f ;:i fi y +Z { ' f .;5.< "a i '.Rig,{S.9 r .1,.1 1 h ,i .{ ~~~p L 'y~j 1 i{, 1~~ 01..,''. ~ ~ i 4 L~ '~~ i ~ j ~~~ S L „N n.y ~ 1f i': a _hY~y.. Jy` ~~ y y .#fi w~ ,~ < '. ) ~,r f +,: 1 ~ Ly krK';: ~: 1 ~~ 4 ~~,{~,,,,. : ~!". x.'.: ,.~:~+.#v£,*'~~'~~ F L h ,.~. S:. .J .~ f ,L ~i. 1 $. ,i ':y Ff1 Lti. ,~,.. .: S, ~. -~ ~f,l, •: ~,'',~~ , .. 1„> 1, n..K •, ~+~ 4.".c" 1~ 1 d1 k.:> ..oa ~ 3,. 'f.' db .1 ( ~~.,( < ', !L (L LY !{ `f - Ait t,.,1 v i 41 H„ ~',. :,+L3 d..,sH.: ,. ~ L Vnr1 ;>~'.,.~~Yk.c.n, .., ,~3 .. ~.,., ., ~:~~f ,, .' x a~ nt »1,. i~'`i".Fl~,:~~r ~'~ Lk r ~'{ 1 '1 i ,t~y ~? i', i :JAL ~ 1'~. ;.A. ^':: Chapter 4 Attendance & Leave 4.a. Expectations Employees are expected to work the hours scheduled and call within l 5 minutes if they will be absent 4.b. Work Week Defines the workweek for ayroll u ores 4.c. Overtime Differentiates between exempt and non-exempt employees for u ores of earning overtime 4.d. Compensatory Time Differentiates between exempt and non-exempt employees for purposes of accruing compensatory time and applicable compensatory time balances. 4.e. Hours Worked Defines that hours worked and holidays count towards hours worked far calculating OTlcomp. time eligibility. Time is accounted for in ~ 5 minute increments 4.f. Bringing Work Home Prior authorization is needed before non-exempt employees may bring work home 4.g. Breaks FT employees-15 minutes for each 4 hours worked & one 30 minute unpaid break PT em layees-l 5 minutes aid for each 4 hours worked 4.h. Holidays Outlines the City's adopted holidays and haw PT employees accrue holidays an a prorated basis 4.i. Floating Holidays Two FH each year. FH cannot be carried over. If you are hired after duly I ,you receive one FH for that first calendar year. 4.j. Vacation Change in MN law which allows cities to withhold payment of vacation time if an employee is terminated for misconduct; based an that change, LMC has recommended that city adopt vacation policy separately from entire personnel policy. It is attached as an appendix. 4.k. Sick Leave Articulates accrual, use of sick Ieave, notif cation, medical certification, Prolonged Illness Bank, severance payout, and sick leave donation; Previously was addressed in separate sick Ieave, separation from em loyment, and sick donation olicies 4.I. Funeral Leave Articulates use of funeral Ieave; Previously was called "Personal Leave" 4.m. Jury Duty Articulates rocess for if em loyees are called for jury duty 4.n. School Conference & Articulates employee ability to use unpaid leave for school Activities Leave conference and activities 4.0. Parental Leave MN statute, similar to FMLA, which the City must also comply with see 4.r.} 4.p. Bane Marrow MN statute, which the city must offer Donation 4.q. Military Leave Federal and MN statute, which the city must comply with. 4.r. Family & Medical Articulates the basic provisions of FMLA, which is mandated Leave by federal law. Also addresses use of leave, insurance continuation, and return to work when eligible for FMLA 4.s. Unpaid Leave of Articulates that unpaid leave maybe granted once all accrued Absence leave has been exhausted. City Administrator may grant ULGA up to FMLA limits this is a change} or for non-FMLA leave requests, up to 30 days this is a change}; leaves longer than 3o days must be approved by CC 4.t. Severe Weather Articulates that vacation or compensatory time may be used if a full shift is not worked and an employee leaves due to inclement weather 4.u. Election Day Articulates regulation that requires employees the right to vote in the morning of an election day without loss of wage 4.v. Leave without Approval far leave must be granted prior to it being taken. Approval Three unapproved absences in a ~ 2-month period maybe considered a voluntary resignation x -.. .ff..? Chapter 5 Compensation & Benefl~s S.a. Non-Union Articulates that anon-union compensation plan will be Employee Compensation prepared annually Administration This is new language 5.b. Pay Adjustments General definition of when pay adjustments will be granted. This is new language 5.c. Working Gut of Articulates that if an employee is temporarily assigned to a Classification higher classif cation, they will be compensated accordingly 5.d. Payroll Describes when paydays are, employees" responsibilities for turning in accurate timesheets in a timely manner; the city offers direct de osit 5.e. Longevity Articulates how longevity accrual will be granted for both regular FT & regular PT employees This is clarification language for PT employee accrual credit S.f. Insurance Generally defnes that the city offers health, life, LTD, dental, LTC, and flexible spending. Details of individual plans are found in summary plan documents 5.g. Deferred Refers to 457 plan, offered under IRS regulations Com ensation S.h. Roth IRA Refers to IRA plan, offered under IRS regulations This is new language 5.i. Employee Assistance Refers to EAP that the City offers Program This is new language 5 ~. Public Employee's Refers to mandatory PERA participation under state statute Retirement Association OPERA} 5.k. Employee Refers to the employee recognition program adopted by the CC Recognition several years ago. New language refers to CC approval and that it's part of the compensation plan, as required by auditors ~' { s :4` x,,;1.7 i ~ f ~ } b y~ i~~~ '~ „1 ) ~{2. ~'„~ r< ~ •s-~._ . 'ti~'.Si. ~', x t Y 'y ' d J 1 ~^YY 14 a %y~../~ ~ t J.,~', ..fk, n kaf:: yyJ4ry4 Yil;^ ~ ~ ,C' Ua,`.~ r- L'Fj trj: ,iJy~~{ a. y+3 ,~Y v jFnt't ~ }J 1' ' ~ { J.~. ~~ ~'A:~; v_ r, F f 1 `S f• _ f N i, 1A1 h ~ Jd, j t S „~~}I~ry^{. yH ~$ F ~ 1 h ~ ~ ~1 ~~. 1 F, Jt ~ ~~Y J ~}~, \•J ~ Y ~ ~~~ ,bl ~f'r ~ f ~i fyryfi A rl (t F ; i'.. J 4 frvh. (t' S.Y . ~ L ;CS ~ i_:.'C .(.~~, n Chapter G Traxn~n & Develo meat b.a. Training, workshops, Articulates the general policy that the City supports job-related Conferences trainin and will ay the costs 6.b. Travel Expenses Defines how reimbursementlpayment will be made for mileage SIRS rate}, meals (per diem reimbursement based on location}, lodging factual cost, with receipt}, and transportation factual cost, with receipt} 6.c. Tuition This is new language, articulating an informal policy that has Reimbursement been utilized over the past years, Prior approval must be granted and budgeted far, annual limit, defines employee cost participation, minimum grade requirements, and repayment if employment is separated within a certain timeframe of when reimbursement is provided. ...5'.+l~~i'~~i~~F i;~~~' < }} ~ fi h} '~% F.'A ~{ ,-.:Y k•,•>~ fi1~ryiN;?r `~ ~fi1C ~ Y'+~n}} . Chapter 7 Em ~o ee Res ans~hilitYes, Conduct & Ethics 7.a. Conduct as a City Expectation of ethical, professional, responsive behavior of Employee high standards 7.b. Attendance Articulates that attendance is mandatory 7.c. Political Activity Articulates expectation for no political activity during working hours 7.d. Conflict of Interest Expectation to avoid conflict of interest, with examples. The city determines if a conflict exists 7.e. Gifts & Gratuities Refers to limitations on acre ting gifts or gratuities 7.f. Employment of Employees will be hired based on merit. Employees are not Relatives ermined to su ervise immediate family members. 7.g Gutside Employment Gutside employment should not conflict with an employees ability to do their job for the City; no outside employment is to be conducted during working hours 7.h. Use of City Property Employees are expected to take care of city equipment, use it for business-related purposes. Vehicles-obey traffic laws, city can verify DL records Loss of DL--articulates job accommodations for positions where a DL is a minimum or essential qualif cation ComputerllT use-brief review that all information on city's systems belongs to the City. More complete information included as an appendix. City ownership--city owns all property, including intellectual property Prohibited Use---articulates examples of prohibited use of city equipment Appropriate Use-articulates expectation of appropriate, business related use of city e ui ment 7.i. Appearance & Dress Articulates expectation for appropriate, well-groomed a earance, which may vary based on osition 7 j. Tobacco Use No smoking in city facilities, including vehicles. City parks and public square are tobacco free 7.k. Harassment Articulates city's policy on offensive and other unacceptable behavior, including abusive customers, sexual harassment, offensive, discriminatory, and violent behavior, and possession of firearms Discusses reporting and resolution process _. { ,,fit k~ $ { { ~~ / t ~ '. - ,jM~ f ~~:. Chapter S Safe ~ Health S.a. Safety Committee The city has a safety committee which regularly meets S.b. Departments The city has a responsibility for ensuring reasonable safety rocedures 8.c. Employees Employees have a responsibility for complying with safety rocedures and re orting unsafe conditions 8.d. Accidents Reporting work-related injuries and property damage S.e. Temporary Alternate outlines the city's policy for temporary alternate duty Duty $.f. Right to Know As defined under state statute 8.g. Emergency Employees should familiarize themselves with building layout; Procedures detailed emergency information found in the appendix. S.h. Safety Boots Inco orates current stand-alone olicy into handbook 8.i. Safety Classes Incorporates current stand-alone policy into handbook 4 S ~ j~ F ' .. j-0:4[~' Chapter 9 Disci line & Grievances 9.a. Discipline Employees are expected to perform their~ob duties; failure to do so may result indiscipline Examples of reasons far discipline and articulation of rogressive disci line rocess 9.b. Grievances outlines the grievance procedure y r., y _xa~~, > hrs.`'; 'u x R ~-ory.~. .h~~¢fL T ' 7 S ~ -.~Lfe p v, ,Y~ E Ws 1- >'~.«, ^l ~3 's / ds ~ ~ ~:..,.~,y ~~~^.~,f f"~ r ~ f, b .'! ~ ~~` ~~F~, / ~ '~ ~~.~ 'R {~i1. } 9 ;,~ ~~~+~Na. ,~F , a' ;_.~,`:,, 3.r':S ,~?:~ F ntyf' Ys.:,n... :~55r•,~J:~~i:•,:t'.•,~as ^~ r ik::~J -:.t,~ f"~ /' ~ ~h~' ~>~~ >S~i'i'~. A` mTUr: •y31' f'~XC 7~~~ ~r i~9 ~ t ~ ~ i:. ~"~: h>. ~r y ,rt'ry^ L if`'~~ ,~( ~,pfif .~; k;. { MM~;~~s '~!1,~ ~ ti o.. , n """ , `~' / ~P w ~, ~n"'• »r:,'~~~'~ ~ ~~;~~~i , ^t~ , `tea Chapter 1 D Se oration from Em to meat 1 a.a. Resignation Two week notice required; less than that may result in denial of severance ay 10.b. Layoff Articulates the city's policy ~ O.c. Severance Actual severance amounts are articulated in the applicable section-sick leave payout is found under sick leave, etc. 1 o.d. Dismissal The circumstances the city may dismiss an em to ee 1 D.e. Retirement Definition of retirement and notification requirements 10.f. City Paid Health Far pre-1993 employees, describes the benef is available and Insurance the notification requirements 1 Q.g. Insurance Brief information on insurance continuation required under Continuation federal and state law 10.h. Reference Checks City policy on releasing information on previous employees