99-R-19
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RESOLUTION NO. 99-R-19
A RESOLUTION OF THE CITY COUNCIL OF
THE CITY OF EDGEWATER, FLORIDA,
ADOPTING AN AMENDED PERSONNEL
POLICY AND PROCEDURE MANUAL AS
PART OF THE CITY'S PERSONNEL SYSTEM
PURSUANT TO THE CITY CHARTER;
REPEALING ALL RESOLUTIONS IN
CONFLICT HEREWITH AND PROVIDING
FOR AN EFFECTIVE DATE.
WHEREAS, the City Council of Edgewater has reviewed and determined the need for
adopting an amended personnel policy and procedure manual as part of the City's personnel system
to insure consistency in the personnel process; and
WHEREAS, a central source of City personnel operating policies must be maintained and
communicated to all City employees; and
WHEREAS, the personnel policy and procedures have been determined by the City Council
to meet the requirements and needs of the City of Edgewater; and
WHEREAS, the City Manager is responsible for the management, operations and
communications of the City's personnel system and policies; and
WHEREAS, the City Manager must assure that all personnel policies and procedures are
consistent with all applicable Federal and State laws.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Edge water,
Florida:
Section 1. The City of Edgewater's Personnel Policy and Procedure Manual, dated
October 1, 1999 attached hereto and incorporated by reference as Exhibit A, is hereby approved.
Section 2. The amended Personnel Policy and Procedure Manual, dated October 1, 1999
shall be included as part of the City of Edgewater's personnel system.
Section 3. All resolutions or parts of resolutions in conflict herewith be and the same are
hereby repealed.
Section 4. This resolution shall take effect upon adoption.
(Resoluti/99-R-19)
After Motion by Councilwoman Rhodes and Second by Councilman Brown, the vote on this
resolution was as follows:
Mayor Donald A. Schmidt AYE
Councilman James P. Brown AYE
Councilman Dennis A. V incenzi AYE
Councilwoman Harriet E. Rhodes AYE
Councilwoman Judith Lichter AYE
AND DULY ADOPTED this 15' day of November,1999.
city
(Resoluti/99-R-19)
CITY COUNCIL OF THE
CITY OF EDGEWATER, FLORIDA
Donald A. Schmidt
Mayor
APPROVED FOR FORM & CORRECTNESS:
Nikki Clayton
City Attorasy
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SECTION
1. 00
1. 01
1. 02
1. 03
1. 04
II
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III
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IV
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4.02
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5.02
VI
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VII
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CITY OF EDGEWATER
PERSONNEL POLICY AND PROCEDURE MANUAL
Table of Contents
I
INTRODUCTION
General Policy
Purpose
Equal Employment Opportunity/Veterans
Collective Bargaining Agreements
Copies of Personnel Policies & Procedures
PERSONNEL OFFICIAL
Policy
COMMITTEES
Personnel Advisory Committee
RECRUITMENT AND SELECTION
Policy
Announcement of Job Vacancies
Filing & Maintaining Applications
Consideration of Applications
Pre-Employment Screening & Referral
Reference Checks
CONDITIONS OF EMPLOYMENT
Medical Examinations
Types of Appointments
Probation
PERSONNEL RECORDS
Public Records/Reference Checks
Financial Disclosure
CLASSIFICATION AND COMPENSATION
Job Descriptions
Classification Plan
City Service
Pay Administration
Pay
Hours of Work
Time Records
Overtime Work
Call Back Time
PAGE NUMBER
1
1
1-2
2
3
3
4
4
5
5
5
5
5
6
6-7
7-8
8
9
9
10-11
11
12
12
12
13
13
13-14
14
15-17
17-18
18
18
19
20
VIII
8.00
8.01
8.02
8.03
8.04
8.05
8.06
8.07
8.08
8.09
8.10
8.11
8.12
8.13
IX
9.00
X
10.00
XI
11.00
11.01
11.02
11.03
11.04
11.05
11.06
11.07
11.08
11.09
11.10
11.11
11.12
11.13
11.14
11.15
11.16
11.17
XII
12.00
12.01
12.02
12.03
12.04
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EMPLOYEE BENEFITS
Purpose
Holidays
Personal Days
Vacation
Leave of Absence
Bereavement Leave
Leave of Absence Without Pay
Sick Leave
Donation of Sick/Vacation/Personal Time
Workers' Compensation Claims
Employee Assistance Program (EAP)
Club Cards
Group Insurance
Pension
PERFORMANCE APPRAISALS
Pay for Performance (Merit) Increases
EDUCATION/TRAINING
Employee Education/Training Programs
CODE OF CONDUCT
Objectives
Code of Ethics
Dress and Appearance
Political Activity
Employment of Relatives
Public Relations - Release of Information
(vacant)
Discrimination and Harassment Policy
Driving Record
Drug and Alcohol Use
General Safety and Health
Job Related Hearing
Notification of Criminal Charges
Strikes and Lockout
Outside Employment
Use of City Property
Weapons in the Workplace
Use of E-Mail, Computers and Photocopier
DISCIPLINARY ACTIONS
General
Disciplinary Action Authority
Inappropriate/Unacceptable Behavior
Action To Be Taken
Predetermination Action
21
21
21
22
22-23
23
24
24-25
25
25
26
27
27
27
27
28
28
29
29-30
31
31
31
32
32
32-33
33
34
35
35
36
36
36
36
37
37
37
38
39
39
39
40-42
43
44
XIII
13.00
13.01
XIV
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EMPLOYEE GRIEVANCE POLICY
General
Procedures
45
45
45
SEPARATIONS FROM EMPLOYMENT
Types of Separations
46
46
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PERSONNEL POLICIES AND PROCEDURES
SECTION I - INTRODUCTION
1.00 GENERAL POLICY
It is the Policy of the City Council of the City of Edgewater to:
A. Attract and recruit the best qualified candidates from the competitive market.
B. Create a positive and productive environment by providing employees with opportunities for
advancement and career development.
C. Provide reasonable compensation, benefits, assurance and safeguards to its employees.
D. Maintain public confidence in Productivity, faimess and cost effectiveness through the establishment
of a system of personnel administration maintained and governed by principles and affirmative action
guidelines which shall be based upon fair and objective personnel standards and measures.
These Personnel Policies and Procedures provide guidance to the City in personnel matters. Nothing in this
document constitutes a contract of employment.
Authority for the Personnel Policies and Procedures is established by Article IV, Section 4.07 of the Charter of the
City of Edgewater. The provisions of the Personnel Policies and Procedures shall be applicable to all employees
of the City of Edgewater. The terms of employment of the City Manager, City Attorney and City Clerk are
established pursuant to agreements negotiated with the City Council. In the case of a conflict between the
Personnel Policies and Procedures and the respective agreements, the contents ofthe agreement shan prevail.
1.01 PURPOSE
A. The purpose of these Personnel Policies and Procedures is to foster and promote a positive
employment environment of mutual benefit and protection for employees and the City of Edgewater
which encourages employee and public confidence in the administration of personnel management,
consistent with the policies of the City Council. The policies and procedures provide a means for
equitable recruitment, selection, development, retention, and eventual retirement of employees, and
insure that:
1. All personnel actions are decided on the basis of merit and the fitness of the individual.
2. Job description and classification and pay plans provide for a systematic arrangement of job
classes and a complete inventory of all City positions.
3. Economy and effectiveness in government services are mutually beneficial to the citizens of the
City of Edgewater, City officials, and employees.
4. Employment in the service of the City shall be attractive as a career.
5. All employees are encouraged to render their best services to the City.
6. Fairand equitable treatment of all ernployeeswill be maintained by fair administration ofthese
policies and procedures and by consideration of the rights and interests of the employees
consistent with the best interests of the citizens and the City.
Revision October 1, 1999
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7. The City of Edgewater is an equal employment opportunity employer.
8. The relationship between City management and its employees shall continue to be open and
direct.
B. If any section, subsection, or provision ofthese policies and procedures are found to be invalid by any
Court, legislation, an authorized board or public official, the ruling shall not affect the validity, intent
and effect of any sections not in question.
C. These policies and procedures are intended to cover personnel actions and employee conduct. Those
not specifically covered will be interpreted by the Personnel Director after consultation with the City
Manager and City Attorney.
D. Guidelines for Using the Personnel Policies and Procedures:
1. References to the use ofthe word "he", "him" and "his" in this manual is for brevity only and shall
be interpreted to mean he or she.
2. The words "shall" and "will" are to be construed to be mandatory and the word "may" as
permissive.
3. "City" refers to the City of Edgewater.
4. "Supervisor" means an individual with the authority to assign, direct, and review the work of
subordinates.
5. "Anniversary Date" is the date the employee is hired into any full-time position with the City and
is utilized to establish the probationary period. Employee evaluations are prepared annually
from this date.
6. "Benefit Date" is the date employees' accrued benefits are based on. When a
temporary or part time employee is hired into a full time position, their benefit date
is the date they were made a regular full time employee.
E. These Personnel Policies and Procedures take precedence over any departmental procedures
and are designed to be consistent with the collective bargaining agreements. All written departmental
operating procedures are to be submitted to the Personnel Director, to be consolidated
and maintained.
1.02 EQUAL EMPLOYMENT OPPORTUNITY AND VETERANS PREFERENCE
The City of Edgewater is an Equal Opportunity Employer and will not discriminate against any person because of
race, color, religion, creed, gender, age, national origin, disability, veteran or marital status, or other legally
protected status.
It is the policy of the City of Edgewaterto give preference to eligible qualified veterans and spouses of veterans
in appointment to and retention in City employment positions in accordance with Chapter 295, Florida Statutes.
Revision October 1, 1999
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1.03 COLLECTIVE BARGAINING AGREEMENTS
The City of Edgewater has three collective bargaining agreements, the terms and conditions of which apply to
specific employees that are members of certified bargaining units.
A. Coastal Florida Public Employees Association
a. General Employees (PoE.A.)
bo Supervisory Employees (S.P.E.A.)
B. The Fraternal Order of Police (F.O.Po)
Bargaining unit employees should refer to their respective union agreements for specific policies and procedures
which may prevail over this Personnel Policy and Procedures Manual in the case of a conflict.
1.04 COPIES OF THE PERSONNEL POLICIES AND PROCEDURES
A. Copies ofthe Personnel Policies and Procedures Manual will be available to City employees fortheir
review. All policy and procedure changes will be posted and every employee is entitled to read all
changes or request to have changes read to them if they cannot read.
B. All employees will be provided with a copy.ofthis Manual and will sign a statement acknowledging
receipt. This statement will be placed in the employee's personnel record.
C. Revisions or amendments to these policies and procedures will become effective when approved by
the City Council.
Revision October 22, 1999
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SECTION II - PERSONNEL OFFICIAL
2.00 POLICY
It is the policy of the City of Edgewaterthat the Personnel Director is responsible to the City Manager, who is the
Personnel Official of the City. The Personnel Director acts as a consultant to the City Staff by providing professional
expertise in planning the City's personnel policies and provides assistance to supervisors and department heads
in carrying out these policies
Responsibilities of the Personnel Director
A. Assists in development and implementation of personnel standards, policies, procedures and
programs.
B. Assure compliance with applicable legal personnel requirements.
C. Assures compliance with hiring policies and procedures.
D. Assures compliance with disciplinary and termination polices and procedures.
E. Conducts new employee orientations, and employee exit interviews.
F. Administers employee benefit programs.
G. Coordinates workers compensation cases.
H. Maintains and updates employee pay system, including field audits to review and update job
descriptions.
I. Serves as liaison between employees and management in regards to personnel policies,
procedures, benefits and programs.
J. Coordinates and attends conferences, hearings and union negotiations.
Revision October 1, 1999
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SECTION III - COMMITTEES
3.00 PERSONNEL ADVISORY COMMITTEE
Pursuant to Article IV, Section 4.07 ofthe Charter of the City of Edgewater, there shall be a Personnel Advisory
Committee which shall meet at the call ofthe City Manager and provide assistance to the City Manager and the
Personnel Director in formulating and maintaining the personnel system of the City of Edgewater. This committee
shall consist of one (1) Department Director, one (1) Supervisory representative, three (3) general employees
appointed by the City Manager and the Personnel Director shall act as chairperson without voting privilege.
SECTION IV - RECRUITMENT AND SELECTION
4.00 POLICY
A. In accordance with the City of Edgewater's Equal Employment Opportunity Policy, attracting and
recruiting the best qualified candidates shall remain the City's policy for employment recruitment and
selection.
B. When filling vacancies, consideration shall be given first to qualified individuals currently employed
with the City of Edgewater, qualified individuals who are in layoff status and to eligible veterans.
C. Written job descriptions are developed, maintained and continually reviewed for all City positions.
They are utilized as a basis for establishing the minimum recruitment qualifications for attracting
candidates for employment. These include, but are not limited to, a description of the position
function, major duties and the minimum qualifications.
4.01 ANNOUNCEMENT OF JOB VACANCIES
A. The Department Head who has a vacant position shall complete a "Request to Fill A Vacancy" form
and submit it to the Personnel DirectorJisting the job title and the preferred date of filling the vacancy.
This request must receive the approval of the City Manager prior to announcement.
B. Job vacancies may be posted on City department bulletin boards and work locations, for three (3) to
fIVe (5) working days. In the event sufficient applications are not received, additional advertising will
be utilized.
C. The Personnel Department initiates all job vacancy advertisements. If contact with an employment
agency or professional recruiter is necessary to fill a position, approval by the City Manager is required.
The Personnel Department is solely responsible forthis process. Individual departments are not
authorized to perform these functions.
Revision October 22, 1999
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4.02 FILING AND MAINTAINING APPLICATIONS FOR EMPLOYMENT
A. All persons evidencing a desire to apply for employment with the City of Edgewaterwill be given the
opportunity to fill out an application form.
B. In order to be considered, each applicant must:
1. File a written application on the City's standard employment application form with the Personnel
Department before the application deadline. Resumeswill be accepted, but before an interview
is arranged an application must be completed.
2. Supply requested information that is complete, clear and accurate.
3. Sign the application attesting to the truth of all statements and information contained on the
application.
4. Amend, correct or add requested information/documentation within the time limits established
by the Personnel Director.
C. The Personnel Director shall establish and maintain a file of applications for employment. All
applications for employment will remain on file within the Personnel Department for one (1) year from
the date of initial application. Applicants may update their applications during the one year period
which shall extend the active status of the application.
D. Throughout the active status period the Personnel Director.shall review and consider applicants for
vacancies as they occur. Applicants will be considered forthe position for which they applied as well
as for other positions for which they are qualified.
E. All applicants will be notified of this application procedure.
4.03 CONSIDERATION OF APPLICATIONS
A. It is the City's policy to consider City employees (internal applicants) forvacancies before applicants
from the general public (external applicants) are considered.
B. Procedures:
1. An employee who wishes to apply for a vacant position must complete a job interest form
available in the Personnel Department. This form shall be submitted to the Personnel Director
by the employee applying for the position.
2. The Personnel Director will review the applications to make sure they meet minimum
qualifications and refer qualified applicants to the Department Director for consideration.
3. During normal worKing hours, internal applicants may be granted time off with pay to take tests
required by the City to be eligible for consideration andlorfor attending interviews. SChedules
for this release time must be coordinated between the departments concerned and the
Personnel Director. However, for confidentiality purposes, tests and/or interviews may be
scheduled outside working hours. These arrangements will be made through the Personnel
Director.
Revision October 1, 1999
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C. If an internal applicant is not selected for promotion to the vacant position, the Personnel
Director will refer qualified external applicants to the Department Director for consideration.
D. Family Employment Restrictions:
1. Employment of family members in positions in which either family member~uld be supervised
by orsupervising, influenced by or influencing the activities or employment conditions ofthe
other, is prohibited. This criteria will also apply when assigning, transferring or promoting an
employee.
2. In accordance with Section 112.3135 (1) (c), Florida Statutes, family members include mother,
father, son, daughter, brother, sister, uncle, aunt, first cousin, grandchild, grandparent, nephew,
niece, husband, wife, co-habitant, father-in-law, mother-in-law, son-in-law, daughter-in-law,
brother-in-law, sister-in-law, stepparent, stepchild, stepbrother, stepsister, half brother or half
sister.
3. Employees whose family status changes by marriage or other means so as to come into conflict
with this policy may continue employment with the City if a position within another department
or division is found for which one of the employees is qualified. If another position cannot be
found, the employees will be permitted to determine which of them will resign.
4.04 PRE-EMPLOYMENT SCREENING AND REFERRAL
A. Methods.
The City may use any of the following methods to consider, evaluate and screen applicants for
employment:
1. Performance or skill examination.
2. Practical written examination.
3. Evaluation and rating of training and experience.
4. Oral interview.
5. Quality of work and/or length of City service.
6. Other criteria which have been determined to be fair and impartial by the Department
Director and the Personnel Official aCCOrding to the City's recruitment and selection
policy.
B. All pre-employment examinations and screening methods will be job-related and impartial in evaluating
applicants' qualifications, knowledge, skills and abilities.
C. The Personnel Official and Department Directors are jointly responsible for determining the job-related
factors and validity of all pre-employment examinations and screening methods. The Personnel
Official.is responsible for approving any pre-employment examinations. The Personnel Directorwill
advise and/or assist in the design and/or implementation of pre-employment examinations.
D. A valid Florida Driver's License is required for anyone who operates a City vehicle.
Revision October 1, 1999
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E. The Personnel Department is responsible forthe initial screening of applicants after the closing date
of a job vacancy announcement. An application or applicant may be rejected if:
1. The applicant does not possess one or more of the minimum qualification requirements
specified in the job description.
2. The application or resume was not received on or before the closing date.
3. The applicant has a record of any prior conviction..
4. The applicant has made any false statement in the application, no matter when discovered.
5. The applicant has failed to sign or complete the application.
6. The applicant is ineligible for employment pursuant to the standards of eligibility set forth in the
Immigration Reform and Control Act of 1986.
F. Referrals.
The Personnel Department will fOlWard applications to the Department Director when:
1. The applicant possesses the minimum qualifications for the position specified in the job
description.
2. The applicant passes any required Personnel Department administered pre-employment
examinations.
3. The closing date of the job vacancy announcement has elapsed.
G. Offers of employment will be made by letterto the applicant and signed by the Personnel Official after
coordination with the Department Directorconcemed. Verbal offers of employment are expressly
prohibited.
H. Notification of Rejection.
All candidates who apply for a position and receive an interview but are not selected will
be notified in writing by the Personnel Director.
4.05 REFERENCE CHECKS
A. The hiring department may conduct reference checks of prospective employees in accordance with
procedures established by the Personnel Official.
B. Criminal background investigations will be conducted on all applicants under consideration for hire.
C. Thorough background investigations may be conducted on any applicant under consideration for hire.
The City's Police Department may conduct said investigations on an applicant for a Police position.
Revision October 1, 1999
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SECTION V - CONDITIONS OF EMPLOYMENT
5.00 MEDICAL EXAMINATIONS
A. Post-offer Medical Examinations and Drug Screening
1. Subsequent to any offer of employment, a drug screen will be required for all prospective
employees. The cost will be paid by the City. A medical examination will be required for certain
positions. The examination will be administered by a physician designated and approved by the
City. The cost will be paid by the City.
2. A selected candidate who is medically determined to be unable to meet the essential functions
of the job shall not be appointed to that position.
3. Anytime during the probationary period a drug screen may be required. The cost of any failed
drug test will be taken out of their final check.
B. Periodic Medical Examinations.
1. Consistent with the Americans with Disabilities Act, medical examination of an employee during
employment may be requested by the Department Director, Personnel Director or City
Manager. The need forthe exam may be triggered by some evidence of a problem related to
job performance or safety orthe exam may be necessary to determine whether an individual in
a physically demanding job continues to be fit for duty.
2. The examination shall be at the City's expense by a physician designated by the City.
3. If the employee wishes to be re-examined by a private physician of his choice at his expense,
he shall provide the written findings ofthe physician to the Personnel Official. In case of conflict
with the original medical examination, a third medical opinion and examination may be directed
by the Personnel Official, at City expense, by a second physician selected by the City.
4. Results ofthe medical examination(s) will be reviewed by a City designated physician and the
Personnel Official for a determination regarding continued employment.
5. If an employee is determined to be physically unable to meet an essential function of the job,
a reasonable accommodation may be afforded him. It is the obligation of the employee to
request an accommodation.
6. If an employee is determined to be physically unable to meet the essential functions of the job,
he may be reassigned to any available position forwhich he is qualified. Such action is at the
sole discretion of the City.
7. If a position does not exist for which the employee is qualified, he may be terminated after
compliance with the Family and Medical Leave Act.
Revision October 12, 1999
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5.01 TYPES OF APPOINTMENTS
City employment consists of all existing full-time positions and any future positions which may be created that are
paid from regular salary accounts, and includes non-exempt and exempt positions.
A. Initial employment status falls into one of the following categories:
1. Regular position: One which is regularly budgeted and authorized; including Department
Directors. Persons employed to fill these positions on a full-time basis shall be deemed regular
employees after satisfactory completion of the probationary period. Filling such a position does
not imply a contract of employment.
2. Part-time position: One which is regularfy budgeted and the employee does not work. a full (40)
hourwork week. Employees that are classified as part-time and work less than (32) hours per
week shall not be eligible for City benefits.
3. Seasonal: One which is hired to perform specific seasonal functions. Employees classified as
seasonal shall not be eligible for City Benefits.
B. Temporary Appointment.
Temporary appointments may be made to fill any authorized full-time or part-time budgeted position
for short term, seasonal, substitute, or emergency employment not to exceed a period of six (6)
months. The City Manager may authorize an extension of temporary employment at the end of the
six (6) months period. Employees whose positions are classified as temporary appointments shall not
be eligible for City benefits.
C. Limited Term Appointment.
Limited term appointments may be made to fill any full-time or part-time position that has been funded
in whole or in part for a specific periOd oftime for a project or by grant. An individual employed on this
basis shall be separated from employment when the project orgrant is completed orthere is a lack
offunding forthe position. Employees whose positions are classified as limited term appointments
shall not be eligible for City Benefits~ unless these costs are included with funding.(grant, etc.)
D. Temporary Assignment to a Higher Classification.
1. A Department Head may assign an employee within his department to any duties within the
responsibilities of that department. Assignments shall be based upon knowledge of the position,
capability, and ability to perform.
2. In the event a Department Head determines that there is a need to temporarily assign an
employee from a lower classification to a higher classification, he shall request a Personnel
Action form from the Personnel Director. Such assignment is subject to the approval ofthe
City Manager. Employees providing incidental assistance while someone is out due to vacation
or illness are not considered to be temporarily assigned to a higher classification. However,
there may be times when someone is out due to vacation or illness when it is necessary to
specifically assign an employee to a higher classification. Assistant Department Directors shall
not receive an increase in pay when temporarily assuming the responsibilities of the Department
Director.
Revision October 12, 1999
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3. Any employee who is temporarily assigned to a position of higher rank for five (5) working days
or more shall be compensated at a rate equivalent to the greater of the minimum salary for that
classification or five (5) percent above his current salary from the first day of assignment.
4. While serving in a temporary assignment, the value of any monetary benefit received, such as.
paid sick accrual, the cashing in of vacation time, shall be based on the employee's regular
rate of pay.
5.02 PROBATION
The probationary period is an important part ofthe employee review process and shall be utilized for appraisal of
an employee's performance, adaptability to the position, and for rejecting any employee who does not meet the
desired standards of performance. Subsequent to any employee being released from probation a drug screen
may be required.
A. An employee hired into a regular full-time position is subject to the satisfactory completion of a six (6)
month probationary period before being deemed a regular City employee. An employee hired into
a police or fire full-time position is subject to the satisfactory completion of a one (1) year probationary
period before being deemed a regular City employee. An individual who does not successfully
complete the probationary period will be required to reimburse the City for all education_and training
expenses incurred.
B. Employees who are promoted, demoted ortransferred will serve a six (6) month probationary period
in the new position commencing with the first day in the new position. Police and Fire employees shall
serve a one year probationary period.
C. During the probationary period, the employee's supervisorwill carefully observe job performance.
Weaknesses in performance will be broughtto the employee's attention and may be putJn writing by
the supervisor, and submitted to the Personnel Director for placement in the employee's personnel file.
D. Upon completion ofthe probationary time period, the Personnel Department will prepare a Personnel
Action Form to be executed by the Department Director and acknowledged by the employee either
terminating their employment or releasing them from probation and into regular employment.
Revision October 22, 1999
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SECTION VI - PERSONNEL RECORDS
6.00 PUBLIC RECORDS IREFERENCE CHECKS
A. Pursuant to Section 119.07 (1) (a), Florida Statutes, the records and files ofthe Personnel Department
are considered open to inspection under the following conditions:
1. The review must be conducted at a reasonable time, under reasonable conditions, and under
the supervision of the custodian of records.
2. Excluded in accordance with Section 119.07(3) (k), Florida Statues are the home addresses,
telephone numbers, social security numbers, and photographs of law enforcement personnel,
firefighters, and code enforcement officers; the home addresses, telephone numbers, social
security numbers, photographs and places of employment oftheirspouses and children; and
the names and locations of schools attended by their children.
3. Current employees will be informed when review has been requested of their personnel file.
B. Medical examination results are confidential.
C. Employees are responsible for maintaining current and accurate information in their personnel records.
Neitherthe Personnel Department northe City is liable for incorrect withholding, erroneous beneficiary
designations, loss of employee benefits or promotional opportunities which result from an employee's
failure to keep personnel records current.
D. The Personnel Department is responsible for responding to inquiries concerning
current and former employees. The Personnel Department will only provide information
which can be disclosed in accordance with Florida law.
E. Any department which receives a request for an employment reference or recommendation
concerning a current or former employee may forward the request to the Personnel
Department for response, or answer with valid and truthful information.
6.01 FINANCIAL DISCLOSURE
Financial disclosure is required of some City employees by the State of Florida. Employees who are required by
the Florida Commission on Ethics to file financial disclosure statements will automatically be sent a form and
information from the Commission. Employees who are required to file financial disclosure must complete the form
and file it with the Vol usia County Supervisor of Elections.
Revision October 1, 1999
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SECTION VII- CLASSIFICATION AND COMPENSATION
7.00 JOB DESCRIPTIONS
A. Job descriptions and job classifications are established and maintained by the Personnel Directorwith
final approval of the City Manager.
B. Job descriptions include the scope, duties and requirements which may be assigned to each
classification. Minimum training, education and experience requirements are based on projected job
responsibilities and work to be performed. Job descriptions do not necessarily incorporate all ofthe
duties to be performed and shall not preclude or limit the immediate supervisor from assigning other
duties.
C. The Personnel Director may update or revise job descriptions from time to time to expand, reduce or
clarify the job duties and/or responsibilities of any classification. The Personnel Directorwill notify
affected employees of any proposed change when the City Manager approves the proposed change.
D. The position title of each classification, as identified in the job description, shall be the official title of
the position and shall be used for all administrative purposes, such as payroll, budget and personnel
records.
E. The Personnel Director shall assist departments in the drafting of job descriptions for new positions,
the revision of existing positions, and shall maintain the official records of these job descriptions.
F. All job descriptions will be assigned a classification and pay range.
7.01 CLASSIFICATION PLAN
A. Purpose.
1 . Provide all employees with a uniform, objective and equitable system for classifying all positions
in the City service.
2. Establish proper relationships (parity) between positions on the basis of difficulty of duties, levels
of responsibilities, and minimum qualifications.
3. Establish proper pay forthe City's employees relative to rates received by other employees in
the labor market from which the City employees are recruited.
4. Group positions into classes which can be similarly compensated based upon relative value.
5. Establish promotional opportunity lines.
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B. The Personnel Director has the primary responsibility forthe administration and maintenance ofthe
Classification Plan and is authorized to:
1. Conduct periodic studies to assure that the Classification Plan and compensation for positions
remains current and uniform.
2. Request the completion and submission of position questionnaires or other related information
when considered necessary for proper maintenance of the plan.
3. Conduct studies of an existing position when there has been a substantial change in the duties
and responsibilities which justify consideration of possible reclassification.
4. Maintain a position authorization summary identifying all authorized positions in the City service.
C. Composition of the Compensation Plan.
1. The Compensation Plan shall include:
a. A table of minimum and maximum pay ranges.
b. A schedule of salary grades for each title in the classification plan, consisting of minimum
and maximum ranges.
D. Salary Ranges and Progression.
1. The Compensation Plan consists of a salary schedule containing salary ranges, the
compensation associated with the ranges, and a schedule listing the assignments of each class
in the Classification Plan to a grade in the Salary Schedule.
2. Pay increases are not automatic, but may be achieved through performance evaluations,
promotion, reclassification, or pay range adjustment.
3. The City Managershall have final authority to place approved position within the Classification
Plan.
E. Changes to the Classification Plan must recommended by the City Manager and be approved by the
City Council.
7.02 CITY SERVICE
A. Continuous Service.
1 . An employee's continuous service date is established as the most recent date of hire and cannot
precede the date the employee reported for and began work. as a full time employee. Paid
absences do not affect the date of continuous service.
2. The continuous service date for an employee who was initially hired as a temporary or part time
employee and becomes a regular employee is the date of full time regular hire.
3. Authorized unpaid leaves of absence for a period of thirty (30) days or more and layoff as
provided in these policies and procedures are not considered a break in continuous service, but
do affect the employee's benefit date.
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7.03 PAY ADMINISTRATION
An employee shall be paid at the rate of pay specified in the approved Compensation Plan.
A. Appointment and Starting Rate Guidelines.
1. Generally, a new employee will be hired at the minimum rate for a position. This rate reflects
the "market place" value of the position based upon the minimum qualifications needed to
perform the work.
2. Hiring above the minimum salary may be authorized by the City Manager, ifthe applicant's
training, experience or other qualifications are above those required forthe position Hiring may
be approved at a rate up to the mid-point of the range established forthe position, by the City
Manager. The Personnel Director can authorize a new hire up to 10% above the minimum of
the classification. The Department Director can authorize a new hire up to 5% above the
minimum of the classification.
B. Promotion.
A promotion is defined as the advancement of an employee from the current classification
to another classification that is higher. When promoted an employee retains his original
anniversary/benefit date.
1. Policy and Guidelines.
a. It is the policy of the City to fill any given position with the most qualified individual.
Promotion from within the City is a desirable practice in that positions can be filled with
individuals who are knowledgeable about the operations of the City and accordingly, the
orientation period is significantly shortened.
b. To support this policy, whenever possible, vacant or new positions will be filled by
promoting qualified regular employees from within the City service.
First consideration will be given to employees within the department with the opening.
c. The City employees are encouraged to develop new skills, expand knowledge oftheir
work, assume greater responsibilities, make known their qualifications for promotion to
more difficult and responsible positions, and compete for vacant positions for which they
are qualified.
4. The promoted employee will be required to take a drug test. A physical will be required
if the new position warrants such.
e. The promoted employee's salary shall be at the minimum rate in the higher classification
or five (5%) percent above his current salary, whichever is greater.
f. The promoted employee shall serve a six (6) month probationary period_upon entering the
promotional position. There will be a one year probationary period for Police and Fire.
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C. Demotion.
A demotion occurs when an employee is reassigned to a position in a lower classification
than the position from which the assignment is made. The new rate of pay is determined
by the type of demotion. When demoted an employee retains his onginal anniversarylbenefrt dates.
1. Policy and Guidelines.
a. Employee Requested Demotions.
When an employee requests a demotion due to inability to perform the wof1( due to health
or other reasons, the employee may be moved to a lower job classification upon the
approval ofthe Department Director, Personnel Director and the City Manager. When a
demotion ofthis nature occurs, there shall normally be a reduction in the employee's pay
to bring the pay within the salary range for the new classification. However, the
employee's Department Director may recommend, subject to the City Manager's approval,
that the employee remain at the pay level attained prior to the demotion. If the
employee's current salary Is above the maximum grade established for the lower pay
grade, their_salary will have to be adjusted to fit within pay classification.
b. Operational.
When a demotion is initiated due to operational requirements or for the convenience of
the City, the rate of pay may be reduced, and cannot exceed the maximum pay rate of the
new classification.
c. Reduction in Force.
When a position is abolished and the employee accepts a position in a lower
classification, the rate of pay may be reduced.
d. Performance.
When an employee is demoted due to an inability to meet performance requirements, the
employee's salary will have to be adjusted to fit within the pay classification.
e. Disciplinary.
An employee may be demoted as a disciplinary measure. The rate of pay shall be
reduced.
D. Transfer
1 . When employee is transferred from one position to another in the same classification or
to a position in another classification with the same pay grade, he shall continue to be paid
at the same pay rate and shall retain his anniversary date.
2. The transferred employee shall serve a six (6) months probationary penod upon entering a new
position.
3. The promoted employee will be required to take a drug test. A physical will be required ifthe
new position warrants.
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E. Reclassification
When a job changes significantly in tenns of job content and responsibilities, a reclassification may
be considered and may result in a higher or lower classification.
1. If the position is downgraded, the new rate of pay shall be detennined by the policy described
in Section C above: Demotions - Operational.
2. When an occupied position is upgraded, the new rate of pay shall be detennined by the policy
described in Section B above: Promotions.
7.04 PAY
A. Payday.
Checks will be distributed every Friday unless that day is a holiday, in which case checks
will be distributed the last work day preceding that Friday.
B. Pay Advances.
The City of Edgewaterdoes not make advances on any employee's pay except in the case of vacation.
C. Pay Period.
The pay period runs from Friday through Thursday.
D. Separation from Employment.
Persons leaving the employment of the City between regular pay days will receive their pay checks
at the next regular pay day. All City property must be turned in atthe time of separation and priorto
receiving final pay orthe cost of such propertywill be deducted from the final pay check. Because the
City pays insurance premiums one month in advance, the prorated cost of the coverage for the
remainder of the month will be deducted from the employee's final pay check.
E. Payroll Deductions.
1. Mandatory Payroll Deductions include:
a. FICA (Social Security)
b. Federal Withholding Tax
c. Medicare Tax
2. Optional Payroll Deductions include:
a. Financial Institutes
b. Insurance (e.g., cancer coverage, accidental, life and disability, etc.)
c. Retirement contributions (if applicable)
d. Association Dues
e. United Way
f. U.S. Savings Bonds
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F. Direct Deposits are available for employee convenience
G. Any pay check errors should be reported immediately by the employee to his supervisor.
7.05 HOURS OF WORK
A. Work Hours.
1. The City Manager establishes the hours of work, meal breaks and rest breaks for all
departments and divisions of the City of Edgewater, depending on the functions and operations
involved.
2. Job responsibilities differ from department to department so weekly work schedules may vary.
Except in the case of an emergency, employees shall be given forty-eight (48) hours notice of
any change in their regular hours of work.
3. Those non-Fire/Police employees working rotating shifts shall receive shift differential pay as
follows: twenty-five (25) cents an hour increase for the swing shift
fifty (50) cents an hour increase for the midnight shift
4. During emergency evacuation situations and/or unplanned time off given to employees the
following shall be adhered to: those already on approved/scheduled time off will remain on
the time approved, those failing to report the day of said time off given shall be required to use
their own benefit time, those reporting to work and given time off will be paid as regular hours,
those placed "on call" will be paid regular hours, those remaining at work or called to work
will be paid overtime.
7.06 TIME RECORDS
Each hourly employee is required to maintain a daily record of hours worked to be turned into his Supervisoror
Department Director at the end of each work week. Failure to keep, or falsification of, the daily record of hours
worked shall be grounds for disciplinary action or dismissal.
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7.07 OVERTIME WORK
A. Definition
Overtime means hours worked in excess of forty (40) hours during a work week.
Overtime for police and firefighters is determined pursuant to the Fair Labor Standards Act.
B. Overtime Policy.
1. Overtime must be authorized in advance by an employee's supervisor or Department
Director.
2. In any department, overtime shall be authorized or directed only when it is in the best
interest of the City and is the most practical and economical way of meeting unusual
workloads or deadlines.
3. Employees shall be required to work overtime when assigned unless excused by the Supervisor
or Department Director.
4. When employees work overtime in excess of five (5) hours before or after their regular shift
hours, the immediate Supervisor shall schedule an unpaid break period of one-half CYz) hour
during the overtime assignment unless the employee's job requires constant attention. I n such
case, the Supervisor may schedule the unpaid break period at the end of the overtime
assignment.
5. For the purpose of overtime computation, sick leave, shall not be considered hours worked.
Other compensated leave will be counted as time worked.
6. Non-exempt employees shall be compensated at the rate of time and one-half the
employee's regular straight time hourly rate or compensatory time off at a rate of
one and one half hours for each hour worked in excess of a normal work week.
7. The decision to receive compensatory time or pay for overtime worked shall be
reached between the employee and Department Director prior to any extra time being
worked. Ultimately, that is the decision of the Department Director.
8. Compensatory time accumulated by a non-exempt employee shall be used within thirty
(30) days of said accumulation, whenever possible.
9. Pursuant to the Fair Labor Standards Act there is no requirement that exempt employees be
compensated for hours worked in excess of their normal work week. However, to meet the
special needs of a department, at the discretion of a Department Director, exempt employees
may accrue compensatory time. Compensatory time eamed by exempt employees shall be
taken on the basis of hour for hour worked.
10. If an employee resigns or retires without having used accumulated compensatory time, the time
will be paid to the employee at the rate of pay received when the employee leaves the City
service.
11. It is the Department Director's responsibility to maintain an up-to-date log of the accrued
and used compensatory time for each employee in the department.
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7.08 CALL BACK TIME
A. If any employee is called back to work outside his scheduled working hours, he shall receive a
minimum of two (2) hours pay at the rate of one and one-half his regular straight time rate. The two
(2) hour minimum shall not apply to work scheduled outside of regularworking hours for which the
employee has advance notice, but is intended to compensate employees who are unexpectedly called
back to work. Employees who are scheduled to work outside of regular working hours for which the
employee has advance notice shall receive a minimum of one (1) hour pay at the appropriate rate at
the regular straight time rate if such time is included within the regular work week or at time and one-
half if such time constitutes overtime.
B. Any employee who, in the exercise of his official duties, is subpoenaed to appear before any person
or agency on his regular day off shall receive a minimum ofthree (3) hours pay at the rate oftime and
one-half his regular rate.
C. Those employees covered by the Fraternal Order of Police Collective Bargaining Agreement should
consult that agreement to determine the applicable policies.
D. Any management personnel or supervisory who is required to work during a declared emergency
situation may be paid overtime for any hours in excess of forty (40) hours per week.
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SECTION VIII - EMPLOYEE BENEFITS
8.00 PURPOSE
In order to achieve the City's general policy to provide reasonable compensation, benefits, assurances and
safeguards to its employees, the City has developed and maintains a comprehensive package of benefits and
programs for its employees.
Benefits are automatically granted to employees based on the criteria described herein. Employees must meet
eligibility guidelines described in this section. The benefits described herein apply to regular employees and part
time employees on a pro-rata basis.
8.01 HOLIDAYS
A. The City will recognize the following as paid holidays:
New Year's Day
Martin Luther King's Birthday
President's Day
Memorial Day
Independence Day
Labor Day
Thanksgiving Day
Day After Thanksgiving
Christmas Day
B. Whenever a holiday falls on Sunday, the holiday will be ObseNed by the City on the Monday following
the holiday.
C. Whenever a holiday falls on Saturday, the holiday will be obseNed on the Friday before the holiday.
D. For those employees working rotating shifts, if the actual holiday falls on an employee's
off duty day, he shall receive an additional day's compensation paid at his regular rate
of pay.
E. For those employees working rotating shifts, if the actual holiday falls on an employee's on
duty day, he shall be compensated at the rate of time and one-half his regular rate of pay
for all hours worked in addition to his holiday pay.
F. In lieu of holiday pay, an employee shall be allowed a day off with pay with the concurrence
of the Department Head. The day taken off in lieu of the holiday must be taken within
thirty (30) calendar days after said holiday.
G. In order to be eligible for holiday pay an employee must work both his last scheduled work
day before the holiday and the first scheduled work day after the holiday unless the
absence is due to compensated leave.
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8.02 PERSONAL DAYS
Each employee shall be entitled to three (3) personal days with pay per year which must be taken
within that anniversary year. Employees shall not receive pay in lieu thereof. Personal days shall be
scheduled with the approval of the Department Director.
8.03 VACATION
A. Employees shall be entitled to annual vacation leave with pay at the employee's regular rate of pay I
on the following basis:
Time in City Service
Vacation Leave
General Employees:
Less than 1 year
1 - 4 years
5 - 10 years
11 years
12 years
13 years
14 years
15 years
16 years
17 years and over
o hours
96 hours
144 hours
192 hours
200 hours
208 hours
216 hours
224 hours
232 hours
240 hours
( Supervisory Personnel with 18 years and over: 248 hours)
Police/Fire Personnel:
Less than 1 year
1 to 4 years
5 to 10 years
11 years
12 years
13 years
14 years
15 years
16 years
17 years
o work days
12 work days
18 work days
24 work days
25 work days
26 work days
27 work days
28 work days
29 work days
30 work days
Revision October 4, 1999
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B. No employee shall be entitled to vacation time without having completed a full year's
employment. Upon completion of one (1) year of employment with the City, an employee shall
be credited with ninety-six (96) hours (12 workdays for Police) of vacation leave. Subsequent
to the completion of one (1) year of employment, an employee shall accrue vacation leave on
a monthly basis.
C. Vacation leave accrued, but not used, within any given anniversary period may be carried over
And accumulated. Employees may accumulate vacation leave up to a maximum of five
Hundred (500) hours. (Police & Fire personnel on 12 hour days 750 hours)
D. Upon termination of employment, except forthe commission of a criminal act as determined by
the City Manager, an employee shall be paid for any unused portion of accrued vacation time.
The payment shall be determined by using the rate of pay received by the employee at the time
of termination.
E. In lieu of taking vacation leave, vacation leave may be cashed in an amount equal to one
Half of that accrued within the current anniversary period. The amount of compensation shall
Be determined by using the employee's hourly rate at the time the vacation leave is cashed in.
F. Vacations must be scheduled with the approval of the Department Director.
8.04 LEAVE OF ABSENCE
A. Leave of Absence With Pay.
1. Jury Duty or Witness Leave: Any employee shall be given necessary time off without
loss of pay when performing jury duty or when called by proper authority to be
a witness in a legal proceeding concerning City of Edgewater business, provided
such call to duty is reported in advance to his Supervisor and approved by the
Department Head. Any fees paid to the employee for the performance of jury
duty or being a witness shall be tumed over to the City. Jury duty and witness
leave shall not be considered as hours worked for the purposes of determining
whether overtime is due.
2. Military Leave: Any employee who is a member of the National Guard or an
organized military reserve unit of the United States will be allowed a maximum
of twenty (20) calendar days leave of absence at anyone time
when called to active duty or for training. During such period of leave with pay, the
employee's benefits shall continue uninterrupted in the same manner as if
they were on active duty with the City.
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8.05 BEREAVEMENT LEAVE
A. When a death occurs in the immediate family of an employee, that employee shall be
granted up to three (3) days bereavement leave without loss of pay. Additional time
may be taken by the employee as vacation leave, personal days, sick leave, compensatory
time, leave of absence without payor a day off without pay.
B. The City agrees that immediate family is defined as spouse/cohabitant, parents, grandparents,
children, grandchildren, brothers, sisters, stepchildren and stepparents of either the employee or
spouse/cohabitant.
C. The City has the right to request a verification of the death.
8.06 LEAVE OF ABSENCE WITHOUT PAY
A. Personal Leave
1. The Department Director may grant a regular employee a leave of absence
without pay for a period not to exceed thirty (30) working days. Leaves of absence
without pay for a period in excess of thirty (30) working days shall be approved by
the City Manager. Such leaves may be granted only to employees who have
completed their probationary period and who have exhausted all of their sick,
vacation and personal time accrued.
2. The taking of a day off without pay shall not constitute a leave of absence without
pay until an employee has accumulated five (5) days off without pay within any
twelve (12) month period
3. Benefits shall not accrue during a leave of absence without pay. Benefits shall accrue
during a leave of absence with pay until such time as the leave of absence with pay
exceeds sixty (60) working days. Benefits shall not accrue during a leave of absence
with pay exceeding sixty (60) working days.
4. The City shall cover the employee under its group health plan through the end of
the month in which the employee requests that the leave begin. Thereafter,
employees on leave may continue their benefits under the City's group health
insurance plan provided the employee pays the entire monthly premium due
during the leave. Employees who wish to continue their insurance coverage
should so advise the Personnel Director before beginning their leave.
S. Because operations sometimes require that vacant positions be filled, a personal
leave of absence does not guarantee that the job will be available when the employee
returns from a leave. An effort, however, will be made to place the employee in the
previous position or a comparable job which the employee is qualified to perform.
If no such position is available, the employee will be given preference when a position
does become vacant if he has the necessary qualifications.
Revision October 12, 1999
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B. Family and Medical Leave - All eligible employees will be given Family and Medical Leave in
accordance with the Family and Medical Leave Act. An employee requesting unforeseen leave must
do so within two (2) days after the serious health condition and said condition must be certified by a
physician. All Family Medical Leave must be arranged through the Personnel Department.
8.07 SICK LEAVE
All employees ofthe City shall be entitled to sick leave and compensation therefore underthe following terms and
conditions:
A. In order to receive pay for sick leave an employee must notify the Supervisor, Department Director
or designee of the specific employee's department, at the start of the work day which he will miss.
B. Sick leave will be eamed at the rate of eight (8) hours for each month of service (one
day for police and fire personnel). These hours shall accumulate up to a maximum of
three hundred and twenty (320) hours (40 days for pOlice and fire personnel).
After accumulating the three hundred and twenty (320) hours (40 days) maximum sick leave,
an employee shall receive as additional pay the hours in excess of three hundred and
twenty (320) (40 days) up to an additional eight (8) hours (full day's pay) for each month
thereafter that he does not use any sick leave. If, however, the employee uses any
sick leave after accumulating the three hundred and twenty (320) hours (40 days)
maximum sick leave, the employee must restore his accumulated sick leave to the
maximum again before he shall be eligible for any additional pay.
C. Upon termination of employment, except for the commission of a criminal act as
determined by the City Manager, an employee is entitled to a lump sum payment for
any unused portion of accrued sick leave. In the event of death, an employee's
beneficiary shall be entitled to a lump sum payment for any unused portion of accrued
sick leave. The payment shall be determined by using the rate of pay received by
the employee at the time of termination.
D. Sick leave may be used for illness in the immediate family or donated to any City
employee who has an emergency or long term illness. Immediate family is defined as:
spouse/cohabitant, parents, grandparents, children, grandchildren, brothers, sisters,
step-children and stepparents of either the employee or spouse.
8.08 DONATION OF SICK/VACATION/PERSONAL TIME
A. Employees may donate accrued sick, vacation or personal time to a City employee who
has an extended period of illness.
B. The employee receiving the donation must have exhausted all available sick leave,
personal leave and vacation leave.
C. The time will be donated on a day for day basis with no distinction made between
differing hourly rates of employees.
D. The Personnel Department will process requests for and donation of accrued time.
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8.09 WORKERS' COMPENSATION CLAIMS
A. Eligibility.
All employees injured in the line of duty are eligible for workers' compensation benefits, in accordance
with Chapter 440, Florida Statutes. A workers' compensation managed care arrangement is a health
care delivery system which provides quality medical care while ensuring proper treatment and
containing medical costs which became mandatory on January 1, 1997. (440.134F.S.)
B. Procedures.
1. If an on the job injury occurs the supervisor must be notified immediately and either the
supervisor or the Personnel Department will call the managed care arrangement representative.
Of course in the case of a life threatening emergency someone should first call 911 .
Once the managed care representative has been notified and given the necessary information
about the injury, they coordinate all medical needs, which will include a drug screen in all cases.
Information will have to be provided to ensure the workers compensation benefits are calculated
and reported accurately.
2. The injured employee must report to the Personnel Department as soon as possible (after
medical attention is administered in emergency cases) to complete all necessary papelWOrk and
receive necessary information.
3. An Incident report shall be completed by the employee and supervisor in each case of a work
related injury or accident, regardless of severity orwhether medical attention is required. The
report shall be submitted to the Safety Officer as soon as possible for follow up into prevention
of a reoccurrence.
4. No injured employee will be allowed to return to work without medical release.
C. Questionable Injuries
Ifthe Supervisor or Department Director is suspicious ofthe reported injury, this shall be
communicated to the Personnel Director and/or the Safety Officer for appropriate action.
D. Workers' Compensation Benefits.
A regular employee covered hereunder who is temporartlydisabled in the line of duty shall receive paid
leave, and benefits for the period of this disability subject, however, to compliance with all of the
following conditions:
1. The disability involved must have resulted from an injury or an illness directly related to or
sustained in the performance of the employee's work.
2. Paid leave shall not exceed ninety (90) work days (135 work days for police and fire personnel)
for anyone injury. If, as a direct result of the continuation of the disability involved, the
employee is unable to return to work at the end of the period, the employee may petition the
City Manager for an extension of full pay status. If the City Managerdecides not to permit the
employee to remain in full pay status beyond the period, the employee shall revert to normal
Workers' Compensation benefits.
3. As a condition precedent to obtaining paid leave, the employee must in writing assign his
Workers' Compensation weekly benefits to the City for the period ofthe disability leave or any
extension thereof.
Revision October 4, 1999
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8.10 EMPLOYEE ASSISTANCE PROGRAM (EAP)
Each fiscal year the City enters into an agreement with ACT as the City's Employee Assistance Program.
All employees and their immediate family members have the benefit of free consultation on a variety of
issues. Details on the City's Employee Assistance Program are available from the Personnel Department.
8.11 CLUB CARDS
Employees ofthe City of Edgewater are eligible for membership in a number of Florida theme parks, i.e., Disney
World, Epcot, Sea World, etc., along with being eligible for membership at Sam's Wholesale Warehouse.
Membership entitles you to certain discounts. Your membership card and further information can be obtained from
the Personnel Department. Membership cards must be returned to the Personnel Department upon termination
of employment with the City.
8.12 GROUP INSURANCE
A. Health and Life Insurance.
1. Any regular full time employee is eligible for health and life insurance when he has completed
ninety (90) days of employment.
2. The City pays the entire premium forthe employee_and fifty (50%) percent of the dependent's
coverage. The City pays the entire premium for the Department Director and their
dependent's coverage.
3. The City pays the entire premium for life insurance for each City employee in an amount equal
to their annual salary.
4. Insurance benefit books and enrollment papers will be furnished by the Personnel Department
B. Continuation of Group Health Coverage.
Federal law requires that your group plan allow qualified persons to continue group health coverage
after it would otherwise end. Forthis purpose, "group health coverage" includes any medical, dental,
vision care and prescription drugs coverage that are included in the group plan. Pursuant to the
requirements of the Consolidated Omnibus Budget Reconciliation Act of 1985 (COBRA) and any
subsequent amendments, employees shall be given the opportunity to continue their health insurance
coverage after leaving the employ of the City.
8.13 PENSION
The City of Edgewater provides a pension plan for employees. Information pertaining to eligibility, enrollment,
deductions, vesting, calculation of benefits and retirement ages can be obtained through the Personnel Department.
Revision October 4, 1999
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SECTION IX - PERFORMANCE APPRAISALS
9.00 PAY FOR PERFORMANCE (MERIn INCREASES
Employee appraisals are utilized as a communication between employee and management as to
management's expectations and employee's progress. At the start of employment goals are set with the
employee, throughout the year areas needed improvement are documented and each yearend, scores are
logged. Pay increases are not automatic but are granted or denied at the City's discretion. Details on the
pay for performance appraisal system are available from the Personnel Department.
Revision October 4, 1999
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SECTION X - EDUCA TION/TRAINING
10.00 EMPLOYEE EDUCA TION/TRAINING PROGRAMS
The City agrees to make a good faith effort to promote on-the-job training for the purpose of improving the
performance of employees, improving the quality of service rendered to the public, aiding employees to equip
themselves for greater responsibilities and advancement to higher positions when available. Some ofthis training
must, by its nature, be subject to available funds. The City will not expect any employee to attend required training
to improve job performance and/or required training in specialized techniques outside his normal working hours,
if possible.
TRAINING
It is the responsibility of the City Manager in conjunction with Department Heads and the Personnel Directorto
foster and promote in-service training of employees. Standards fortraining programs will be established to assure
that training is carried out as approved by the City Manager and prepared certificates or other forms of recognition
to persons who satisfactorily complete approved courses and programs will be awarded. These certificates, etc.
will be logged in the individuals official personnel file as training/education accomplishments.
For training required by the City as a condition of continued employment, the City shall assume financial
responsibility fortuition, books, and travel, if approved in advance by the City. The time and location of all required
training must be approved in advance by the City. The City will provide on dutytraining and/ortime off with pay,
including traveltime as required bylaw, for all training required by the Cityforthe purpose of job retention. Ifthe
employee does not satisfactorily complete the course, he may re-enroll at his expense, and take such course on
his own time. Then ifthe employee does not satisfactorily complete the course, he may be terminated from the
position.
LICENSE RENEWALS/EXAMS
An employee may be given leave for the purpose of taking exams to renew required licenses or obtain a new
license directly related to their work. Expenses will be paid as required by law, however, no over-time will be paid
to an individual taking exams; compensatory time will be given forthe exam time only. The employee will be
reimbursed for license renewals such as commercial drivers licenses which are required by job description.
EDUCATION
In order to increase the efficiency and productivity of City Staff, it may become necessary to enroll in a formal
program or course provided by an accredited educational institution or organization. These courses will be
categorized as Required, or Enrichment.
Reauired: This is a course needed as a condition of continued employment with the City. Upon prior approval
by the Department Head and the City Manager for enrollment, the City shall assume financial responsibility for
tuition, books and transportation. Ifthe employee does not satisfactorily complete the course, he may re-enroll at
his expense, and take such course on his own time. Then ifthe employee does not satisfactorily complete the
course, he may be terminated from the position.
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Enrichment: These are courses not considered a condition of employment but those which may contribute to
improved efficiency and/or work quality. (a) If an employee requests to take an enrichment course, upon prior
approval by the Department Head and the City Manager for enrollment, the employee will receive reimbursement
for 50% ofthe tuition. (b) If it is recommended that an employee take an enrichment course, upon prior approval
by the Department Head and the City Manager for enrollment, the employee will receive reimbursement for75%
of the tuition. All reimbursements will be subject to satisfactory completion of courses and if the employee remains
in the City's employment for six (6) months beyond the completion of the course. If the six month requirement is
not met, the reimbursement may be deducted from the employee's last pay check.
In the event an employee is required to take an enrichment course, upon prior approval by the Department Head
and the City Manager for enrollment, the City shall assume financial responsibility for tuition and books. If the
employee does not satisfactorily complete the enrichment course, the employee's related performance shall be
addressed through his annual appraisal.
SEMINARS/CONFERENCES: These are programs not considered a condition of employment but as a contribution
to improved efficiency, work quality, and/or job knowledge. Upon prior approval ofthe Department Head and the
City Manager for enrollment, the City will assume all financial responsibility by paying directly or reimbursing the
employee fortravel, lodging, meals, registration, books, materials, tolls, parking and other such expenses as are
reasonable and justifiable for an employee to attend a seminar or conference. These expenses shall be subject
to the following.
1. The employee must be a member of the professional organization providing the seminar/courses (if
applicable).
2. The employee's position and/or function would be enhanced and thereby directly benefit the City.
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SECTION XI - CODE OF CONDUCT
11.00 OBJECTIVES
A. One ofthe primary objectives ofthe City of Edgewater is to establish and administer a personnel
management system which provides superior service to the community by employing and retaining
individuals of the highest caliber who display pride and dignity in the performance of their duties.
B. The City Administration advocates acceptance ofthe concept that with quality public service at all
levels of government, the City can attain maximum efficiency and effectiveness.
C. All City employees are encouraged to develop skills and seek formal training that will enhance their
personal development and add to the overall expertise of the organization.
D. Employees are encouraged to maintain their personal appearance in a mannerwhich will reflect a
good image to the public in accordance with departmental rules which may be established forthis
purpose.
E. It is the policy of the City to expect from its employees compliance with all personnel rules and
regulations, local ordinances, State Statutes and Federal regulations in the performance of duties, as
well as compliance with all safety rules and standards. An employee who violates any of the standards
of conduct or rules and regulations may be subject to disciplinary action.
11.01 CODE OF ETHICS
All City employees shall be bound by the requirements ofthe Code of Ethics for Public Officers and Employees,
Part III, Chapter 112, Florida Statutes which includes, but is not limited to:
A. No City employee shall solicit or accept any gifts, including Christmas gifts, favors or service, that
might influence them in the discharge of their official duties.
B. No City employee shall use, or attempt to use, his position to secure special privileges or exemptions
for himself or others.
C. No City employee shall disclose confidential information gained by reason of his official position, nor
shall he otherwise use such information for his personal gain or benefit.
D. No employee shall have or hold any employment or contractual relationship with any business entity
or any agency which is subject to the regulation of, or is doing business with the City; nor shall an
employee have or hold any employment or contractual relationship that will create a continuing or
frequently recurring conflict between his private interests and the performance of his public duties or
that would impede the full and faithful discharge of his public duties.
E. N&City employee shall transact any business in their official capacity with any business entity of which
he or she is an officer, director, agent or member, or in which he orshe ortheirspouse or child owns
a material interest.
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11.02 DRESS AND APPEARANCE
A. City employees are expected to maintain high personal, moral and ethical standards. One of the most
noticeable expressions of these personal standards is dress and appearance.
B. What is appropriate for employees in one department may not be appropriate for another. Work
clothes and uniforms provided for many departments generally set the standard fortheirfunctions.
Determination of an employee's specific dress and appearance is supervisory responsibility and will
be treated as such. Personal appearance standards may be established in departmental rules.
C. City employees represent the City in all dealings with the public. Appearance, attitude, and behavior
all announce to the taxpayers what may be expected from the City government. Keeping the work
area in a neat and order1y fashion is also important. It indicates a safe, efficient operation. Forthese
reasons, the City stresses the importance of neat dress, good grooming, and courteous behavior as
minimum standards for City employees.
D. All employees who have been issued City uniforms shall wear the complete uniform at
all times when they are performing work for the City. City uniforms shall not be wom
at times other than work hours except for the normal time of travel to and from work.
Upon resignation, retirement, or dismissal, uniforms must be returned clean before a final
pay check is issued.
11.03 POLITICAL ACTIVITY
A. No employee, official, or other person shall solicit, orally orby letter, contributions orservices for any
political party or candidate from any employee during his work hours.
B. Nothing herein shall be construed to restrict the right of the employee to hold membership in and
support a political party, to vote as he chooses, to express opinions on all political subjects and
candidates, to maintain political neutrality, to attend political meetings after working hours, or to
campaign actively during off-duty hours in all areas of political activity.
C. Any employee who is elected or appointed to any political office within the City shall resign from the
employment of the City.
11.04 EMPLOYMENT OF RELATIVES
A. In accordance with Section 112.3135 Florida Statutes, a public official may not appoint, employ,
promote or advance, or advocate for appointment, employment, promotion or advancement in orto
a position in the agency in which he is serving or overwhich he exercises jurisdiction or control any
individual who is a relative ofthe public official. An individual may not be appointed, employed,
promoted, or advanced in orto a position in an agency if such appointment, employment, promotion
or advancement has been advocated by a public official, serving in or exercising jurisdiction or control
over agency, who is a relative of the individual.
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B. Public Official means: An officer, or an employee in whom is vested the authority by law, rule or
regulation, orto whom the authority has been delegated, to recommend individuals for appointment,
employment, promotion, or advancement in connection with the employment in an agency.
C. Relative, with respect to a Public Official means: An individual who is related to the public official as
father, mother, son, daughter, brother, sister, uncle, aunt, first cousin, nephew, niece,
spouse/cohabitant, father-in-law, mother-in-law, son-in-law, daughter-in-law, brother-in-law, sister-in-
law, stepfather, stepmother, stepson, stepdaughter, stepbrother, stepsister, half brother, or half sister.
11.05PUBLlC RELATIONS - RELEASE OF INFORMATION
A. The employee shall at all times be courteous and friendly to those members ofthe public who seek
information.
B. Employees are cautioned that information concerning subjects under discussion or consideration often
change in content and meaning before becoming an accomplished fact. Any release of such
information before final decisions or disposition ofthe matter often causes misunderstanding and
confusion resulting in waste of time and money.
C. An employee will decline courteously to reveal information and shall direct such inquiry to the
Department Director or City Manager, keeping in mind that it is not the intent of the City to be
secretive, orto withhold valid information, but to assure that all information released is true and
accurate.
11.06 (vacant)
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11.07 DISCRIMINATION AND HARASSMENT POLICY
It is the City's policy that employees should be able to work in an environment free of discrimination, and free of
any form of harassment, based on race, color, religion, sex, age, marital or family status, disability, national origin,
or veteran status.
A. To help ensure that no City employee feels that he or she is being subjected to
discrimination or harassment, the City prohibits any offensive physical, written, or
spoken conduct or language which could create either a hostile work environment
or the perception of a hostile work environment. This includes, but is not limited to:
1. Unwelcome or unwanted advances, including sexual advances. This
means patting, pinching, brushing up against, hugging, comering, kissing
fondling, or any other similar physical contact or behavior.
2. Requests or demands for favors, including sexual favors. This includes requests
or expectations, whether blatant or subtle, for any type of favor, including
requests for dates and sexual favors, accompanied by an implied, stated,
or perceived promise of preferential treatment or threat of negative
consequences.
3. Verbal abuse or kidding that is oriented toward a prohibited form of discrimination
or harassment, including that which is sex-oriented or considered unwelcome.
This includes comments about race, color, religion, sex, age, marital or family
status, handicap, disability, national origin, veteran status, or body or
appearance; telling "dirty jokes" or "ethnic jokes"; or any sexually oriented
comments, innuendos, or actions that offend.
4. Any type of sexually oriented conduct or other prohibited form of discrimination
or harassment that would interfere with anyone's work performance. This
includes extending unwanted sexual attention toward someone which reduces
that person's productivity or time available to work at assigned tasks.
5. Creating a work environment that is intimidating, hostile, abusive, or offensive
because of unwelcome or unwanted conversations, suggestions, requests,
demands, physical contacts, or attention which is either sexually oriented or
otherwise related to a prohibited form of discrimination or harassment.
6. Use of profane or abusive language directed at fellow employees or citizens.
The nature of some discrimination and harassment makes it virtually impossible to detect unless someone reports
the discrimination or harassment. Thus, if any employee believes that he or any other employee is being subjected
to any of these forms of discrimination or harassment, or believes that he or any other employee is being
discriminated against because other employees are receiving favored treatment in exchange for, for example,
sexual favors, he must report this to his supervisor, Department Director, Personnel Director and/or City Manager.
A record of the complaint and the findings will become a part of the complaint investigation record, and the file will
be maintained separately from the employee's personnel file. It is understood that any person electing to utilize
this complaint resolution procedure will be treated courteously, and the problem will be handled swiftly and
discreetly. The registering of a good faith complaint will in no way be used against the complaining employee, nor
will it have an adverse impact on the employee's status with the City.
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11.08 DRIVING RECORD
A. A valid pertinent Florida driver's license is required for anyone who operates a City vehicle. Any
employee whose license is suspended, revoked, canceled, or expired shall not drive any City vehicle
until such time as the license has been reinstated.
B. The number and expiration date ofthe employee's driver's license or chauffeur's license shall be
recorded in the department's files with periodic reviews to verify compliance with this policy.
C. An employee who is required as a condition of employment to possess and maintain a valid Florida
driver's or commercial license, must immediately inform his supervisor in the event the license is
denied, expired, suspended or revoked.
11.09 DRUG AND ALCOHOL USE
A. The City of Edgewater is a Drug Free Workplace; all employees are prohibited from:
1. Selling any drug, including alcohol or prescription drugs, whether on or off-duty,
unless the employee is legally entitled to sell the substances in question.
2. Possessing any alcoholic beverage or illegal drug while on-duty or on City property at
any time.
3. Using any controlled substance not prescribed for the employee by a physician or
alcoholic beverage which may adversely affect job performance. This may include
both use while on-duty and use while off-duty which can adversely affect on-duty
performance.
4. Reporting to work with the presence of illegal drugs or alcoholic beverages in the
body system which is equal to or exceeds the cutoff detection levels established
pursuant to Chapter 440, Florida Statutes.
B. When reasonable cause exists to believe that an employee is under the influence of any
controlled substance, narcotic drug or alcohol, the employee's Department Director and
Personnel Director upon approval by the City Manager or his designee shall have the
authority to require employees to submit to testing designed to detect the presence of
such controlled substance, narcotic drug, or alcohol. In the event the City requests that an
employee submit to testing and the employee chooses not to submit to such tests, this refusal
shall be grounds for appropriate disciplinary action.
C. An employee who must use a prescription drug which the employee has been advised
will or which the employee may reasonably expect to cause adverse side effects such
as drowsiness, impaired reflexes, or reaction time shall inform his Department Director that
he is taking such medication on the advice of a physician and of the possible side
effects of the drug and expected duration of use.
D. Direct involvement in an accident and/orthe filing of a workers compensation claim by an employee
while on duty shall be considered reasonable cause to require the employee to take drug or alcohol
tests.
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11.10 GENERAL SAFETY AND HEALTH
A. The City provides for the continuous monitoring of the working conditions and equipment of its
employees for observance of safety requirements.
B. Employees will observe all safety rules and regulations established in the City. Employeeswill report
all unsafe conditions or practices to their Supervisor. Employees are responsible for reporting all
injuries, no matter how minor, to their Supervisor.
C. The City provides, at its expense, certain items of safety equipment that must be wom by employees
to whom the safety equipment has been issued at all times during work hours unless directed
otherwise by immediate Supervisors.
D. Failure of an employee to use issued safety devices and/orfailure of an employee to file a written
report of injury sustained on the job may result in disciplinary action upto and including termination.
E. City vehicles shall be operated in strict compliance with all laws which apply to motorvehicles in the
State of Florida. This includes the Florida Seat Belt Law. Violators will be responsible for any fines
incurred and subject to disciplinary action.
F. The Safety Officer will review safety infractionslincidents which have or could result in loss of
productivity, property, efficiency, or other liability to City operations, and may recommend corrective
action to the Department Directors.
11.11 JOB RELATED HEARING
As a condition of employment, any employee may be required, upon due notice, to cooperate with respect to any
job-related hearing or inquiry conducted by any person authorized by lawto conduct such hearing or inquiry, and,
in particular by the City Manager, or any person, committee, board or body authorized to act on their behalf. If
any employee willfully refuses orfails to appear or appears but refuses to answer any questions relating to matters
arising out of City employment which may be asked by the Department Director or any other authorized person
or official, the employee may be immediately terminated from City employment.
11.12 NOTIFICATION OF CRIMINAL CHARGES
An employee is responsible for immediately notifying his Supervisor and Personnel Directorwhen information has
been filed by a prosecuting official against him for any jOb related offense or crime of moral turpitude as defined
in Section XII, Paragraph 12.02 A.7.b.
11.13 STRIKES AND LOCKOUT
Employees shall have no rightto instigate, promote, sponsor, engage in, or condone any work stoppage, boycott,
slow-down, strike, intentional disruption of City operations, orwithhold services for any reason. Each employee
also occupies a position of special trust and responsibility in maintaining and bringing about compliance with the
strike prohibition of Section 447.505, Florida Statutes, and of the Constitution of the State of Florida.
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11.14 OUTSIDE EMPLOYMENT
Employees are not restricted from engaging in other employment during their off-duty hours. City employment shall
be considered the primary employment and no employee may engage in outside employment which would interfere
with the interest ofthe City service orviolate the code of Ethics for Public Officers and Employees, Part III, Chapter
112, Florida Statutes. Prior to engaging in other employment the employee must notify their Supervisor and their
Department Director. Priorto engaging in other employment, a Department Director must obtain authorization
from the City Manager.
11.15 USE OF CITY PROPERTY
A. Employees are expected to exercise reasonable care in the safekeeping, use and preservation of City
equipment, tools, vehicles, materials, uniforms, etc. Personal use of City equipment, materials, tools,
supplies, etc., is normally not permitted and may constitute a criminal offense. Employees who use
City property while off-duty shall have prior written approval ofthe City Manager or designee including
dates, location and purpose of use. Employees shall retum City property upon expiration of approval
or upon request of their Supervisor.
B. All employees shall promptly report in writing to their Supervisor the loss, damage or unserviceable
condition of any City property.
C. Negligence in the use and care of City property, including abuse, misuse, willful or negligent loss or
destruction will result in the employee being responsible forthe first two hundred ($200.00) dollars for
the repairs or replacement ofthe City property. Said negligence may result in disciplinary action, the
requirement for further restitution or prosecution.
11.16 WEAPONS IN THE WORKPLACE
Possession, use, orthreat of use, of a deadly weapon is not permitted on City property, including in
City vehicles, in City owned, leased, or rented facilities, or in private vehicles parked on City property.
An exemption will exist when possession of, or use of such weapon is a necessary requirement ofthe
jOb and approved by the City Manager.
A "deadly weapon" may be defined as any object used orthreatened to be used in an offensive or
aggressive manner in relation to the facts of a given situation.
It is the City policy to strongly enforce this high priority ban on weapons at work. Possession of a
deadly weapon, even without its use, is a violation of City policy. Due to the high priority on
enforcement ofthis policy, such serious disciplinary action, including termination, may occur even on
a first offense.
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11.17 USE OF E-MAIL, COMPUTERS AND PHOTOCOPIER
The intent of this policy is to identify the City's position concerning the use of the electronic E-mail system,
computers and photocopiers by employees, supervisors and directors. Management has the authority and
responsibility for the systems.
A. Computers, computer files, E-mail systems, photocopiers and software furnished to Employees are
office property and intended for business use. Employees should not use a password, access a file,
or retrieve any stored communications without authorization. To ensure compliance with this policy,
photocopier, computer and E-mail usage may be monitored. Employees should not therefore assume
that electronic communications are personal and confidential and should be aware that they may be
monitored and/or disclosed by the City of Edgewater without the permission of the Employee.
B. The City of Edgewaterstrives to maintain a workplace free of harassment and sensitive to the diversity
of its employees. Therefore, the City of Edgewater prohibits the use of photocopiers, computers and
the E-mail system in ways that are disruptive, offensive to others, harmful to morale orwhich could
constitute unlawful sexual or racial harassment. Misuse of these systems include reproducing or
transmitting images of a sexual nature, ethnic slurs, racial comments, off-color jokes, or anything that
may be construed as harassment or showing disrespect for others.
C. E-mail may not be used to solicit others for commercial ventures, religious or political causes, outside
organizations, or other non-business matters.
D. The City of Edgewater purchases and licenses the use of various computer software for business
purposes and does not own the copyright to this software or its related documentation. Unless
authorized by the software developer, the City of Edgewaterdoes not have the right to reproduce such
software for use on more than one computer system. The City of Edgewater prohibits the illegal
duplication of software and its related documentation.
E. Employees should respect the confidentiality of other employee's electronic communications and may
not attempt to determine passwords, or breach computer and network security measures or monitor
electronic files or communications except by explicit direction of management.
F. Employees should notify their immediate supervisor, Department Director, orthe City of Edgewater's
designee upon learning of violations pfthis policy. Violations could result in discipline upto and
including discharge.
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SECTION XII - DISCIPLINARY ACTIONS
12.00GENERAL
A. The Department Director is responsible forthe proper and efficient operation of his department and
for enforcing all policies and regulations. It is the responsibility of all employees to observe the policies
and regulations necessary for the proper operation of the department in which they work.
B. Disciplinary action may be imposed upon an employee for conduct or actions which interfere with or
prevent the effective and efficient performance of a department's responsibilities. The purpose of such
disciplinary action shall be to effect correction of employee conduct rather than to be solely punitive.
C. The type and severity of disciplinary action shall be related to the gravity of the offense, the employee's
record of disciplinary action, length of service, and actions taken in similar cases, both within the
department and in other departments.
D. Any adverse action taken against an employee must be based on cause supported by sufficient
evidence, be consistent with other such actions taken throughout City government, and be fair and
equitable.
E. The initiation of disciplinary action for all employees shall:
1. Identify elements of an employee's conduct, work habits and/or performance contrary to the
rules, regulations, policies, procedures, and/or objectives of the department, and/or the City.
2. Provide constructive feedback to the employee.
3. Encourage employees to cooperate and be productive members of the workforce.
4. Correct or improve improper or deficient employee performance or behavior which is seen or
viewed by the Supervisor to be less than acceptable.
5. Provide documentation of the Supervisor's efforts and communication to the employee
regarding his performance.
12.01 DISCIPLINARY ACTION AUTHORITY
It shall be the responsibility of the respective Supervisor to:
A. Review the performance of assigned employees.
B. Identify and recognize employee offenses against or contrary to these policies, procedures, and/or
department operating procedures.
C. Document, initiate and select appropriate preventive and corrective disciplinary measures.
D. Forward proposed appropriate disciplinary actions to the Department Director and the Personnel
Director for review.
E. Carry out the appropriate disciplinary actions after the Department Director's and the Personnel
Director's clearance is provided.
F. Assure that the Personnel Director receives completed copies of all disciplinary actions taken against
an employee.
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12.02INAPPROPRIATEJUNACCEPTABLE BEHAVIOR
The following is a list of prohibited activities. Some activities are so serious in nature that termination is appropriate
without regard to the employee's length of service, prior conduct and performance record. Other activities will result
in lesser degrees of disciplinary action. Employee behavior will be evaluated based upon all relevant factors.
1. Insubordination:
Failure, or unreasonable delay, in carrying out specific instructions given by a Supervisor.
Blatant disregard of supervisory instructions. Failure to cooperate with supervisory direction.
2. Physical Harm/Assault:
Assault on or inflicting bodily harm on another employee, Supervisor, or memberofthe public.
Assault is defined as an (indirect ordirect) threatening or aggressive action or language toward
another employee, Supervisor, or member of the public.
3. Theft or Pilfering:
Possessing, taking, removing, destroying, or tampering with City property without proper
authorization.
4. Malicious or Willful Destruction (Abuse) of City Property:
Malicious or willful destruction, negligence or abuse of City property, equipment or facilities.
Damage to property by failing to use proper equipment, care, and/or good judgment.
5. Fraud or dishonesty:
Falsification of City records or record keeping, e.g., employment applications, attendance
records, payroll records, purchasing activities, etc.
6. Drug/Alcohol Use:
See list of prohibited activities in Section 11.09.
7. Violations of Law:
a. Pleading guilty or nolo contendere to ajob related felony, misdemeanor or misdemeanor
involving moral turpitude. Being found guilty of ajob related felony, misdemeanor or
misdemeanor involving moral turpitude.
b. "Crimes of moral turpitude," as that term is used herein, includes any criminal conviction
or plea of nolo contendere, under a city, county, state, orfederal ordinance, regulation,
statute, or law, where the criminal act or conduct involves conduct contrary to justice,
honesty, modesty, community morality, orgood morals, generally. A crime of moral
turpitude thus includes, but is not limited to, any crime, the commission of which, reflects
adversely on a person's reputation, integrity or reliability, or which otherwise brings, tends
to bring, or may reasonably be expected to bring, discredit or disrepute upon that person
or that person's employer.
8. Conflict of Interest:
Violating Code of Ethics for Public Officers and Employees, Part III, Chapter 112, Florida
Statutes.
9. Safety Violations:
Unauthorized possession and/or use of weapons, ammunition or explosives. Neglect in the
safety of others or the committing of unsafe acts in the use and care of City property or
equipment.
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10. Unauthorized Absences:
Failure to report to work for three (3) or more consecutive working days without prior
authorization from the employee's Supervisor or his designee.
11. Strikes:
Instigation, promotion, sponsorship, engagement in, orcondonement of any work stoppage,
boycott, slow-down, strike, intentional disruption of City operations, or withholding of services
for any reason.
12. Dangerous Horseplay:
Pranks resulting in physical harm or property damage.
13. Misconduct:
a. Gambling on City time and property.
b. Smoking in restricted areas.
c. Any act or language which adversely affects morale, production, orthe maintenance of
discipline.
d. Rudeness or acts of disrespect to the public, Supervisors or co-workers.
14. Absenteeism/Unauthorized Absences:
Habitual or excessive absences from work even if caused by legitimate illness.
15. Incompetence:
Incompetence or inefficiency in performance of assigned duties.
16. Tardiness:
Failure to be present at the beginning of the workday, start of a work shift, or when work
assignments are being issued.
17. Misuse of City Time:
Sleeping or other acts of inattention or neglect of duty.
18. Abuse or Violation of City Policies:
Abuse or violation of City policies, including the provisions of these policies and procedures, any
department operating policies or procedures, or otherwise established rules and regulations not
constituting a major offense.
19. Leaving Assigned Work Area:
Leaving assigned work area or work site, except for emergencies orwhen approved by the
supervisor.
20. Inducement:
Attempting to induce any officer or employee of the City to commit an act in violation of any
lawful or reasonable policy or regulation.
21. Safety Violations:
Failure to observe City safety practices and regulations.
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22. Illegal Driving:
a. Failure to notify the Supervisor if a license becomes denied, expired, restricted,
suspended or revoked, where a valid driver's license is required in the employee's job
description.
b. Driving a private or City vehicle while on City business when not possessing a valid
driver's license.
c. Permitting unauthorized individuals to ride in or drive a City vehicle.
d. Failure of a driver and/or passengers to wear seat belts while driving or riding in a City
vehicle.
23. Loss of Minimum Qualification(s) Required for Current Position:
Loss of required license or certificate or other job requirement during employment.
24. Nepotism:
Hiring or recommending the hiring of a relative in the same department over which one has
some degree of authority.
25. False Statements:
Making intentionally false statements, either verbally or in writing, about the City, other
employees, themselves, Supervisors, or work situations.
26. Discrimination or Harassment:
See Section 11.07 for list of prohibited activities.
27. Personal Use of City Property:
Personal use of City equipment, materials, tools, supplies, etc., is normally not permitted and
may constitute a criminal offense. Where any Citycequipment, materials, tools, supplies, etc.,
is to be used for any non-City purpose (e.g., a civic or charitable event), such must be approved
by the City Manager in writing.
28. Promotion of Private Business:
Promotion of private business for personal gain or benefit within any City building or on City
property on City time, which adversely affects employee productivity.
29. Personal Calls:
Receiving an excessive amount of personal phone calls while on City compensated time.
"Excessive" shall be defined as that which has a significantly negative impact on the specific
work operation of the employee as determined by the Supervisor.
30. Incarceration:
Failure to notify the Supervisor or Department Director within twenty-four (24) hours of
incarceration for an offense, charge, or alleged crime.
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12.03 ACTION TO BE TAKEN FOR INAPPROPRIATE/UNACCEPTABLE BEHAVIOR
A. Counseling Statement
The purpose of a counseling statement is to allow the Supervisorto bring to the employee's attention
the need for improving his performance, work habits, behavior or attitude and to serve as a warning
against further repetition of the unsatisfactory conduct. The Supervisor should utilize the occasion to
identify and define the area needing improvement and inform the employee as to how such
improvement can be realistically achieved. Counseling statements are to be documented and include
the result of any further violation.
B. Written Warning.
In situations where verbal warnings have not resulted in the expected improvement orwhen an
employee commits a major offense, a written warning should be given to the employee. This should
include a complete description ofthe incident(s) of misconduct and refer to specific times, dates,
locations, personnel involved, rules violated and the result of any further violation(s).
C. Suspension.
In the event of continued and repetitive offenses for which the employee has already received
documented verbal and written warnings orwherethe nature ofthe offense is relatively serious, an
employee may be suspended for a specific period of time.
D. Dismissal.
For unremedied, ornot remediable lesser offenses, or repetition of serious offenses, or on the first
occurrence of a major offense, an employee may be dismissed from City employment.
Disciplinary actions shall be no more severe than reasonably necessary to correct the behavior and/or performance
of an employee to meet the standards established in these personnel policies.
In cases where an investigation may have to be made ofthe employee's conduct orofthe seriousness of
the offense, an employee should be placed on indefinite suspension which may be changed to dismissal
depending on the results of the investigation. Such suspension may be with or without pay and requires the
prior approval of the City Manager.
All disciplinary action measures shall be accomplished in a private place in an informal setting, by discussion
between the Supervisor, other reviewing official, and the employee. However, in all cases, the supervisory
employee initiating the disciplinary action shall be present in the disciplinary action discussion with the
employee. In cases of suspensions or terminations there may be exceptions to this procedure.
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12.04PRETERMINATION ACTION
The following procedures shall apply to all employees except those serving an initial probationary period or a
probationary period resulting from promotion, transfer, demotion, orthose who elect to utilize the grievance
procedure established in the collective bargaining agreement or Section XIII of this manual. If an employee has
been placed on probation fordisciplinary reasons after a pretermination hearing and termination is recommended
again for the same reasons, the employee is not entitled to a second pretermination hearing.
A. Prior to any involuntary termination of employment, the employee will receive written notice ofthe
proposed action which shall include a written statement of the reasons for such action.
B. Upon such notice, the employee will have the right to request a pretermination hearing. The City
Manager will serve as the hearing officer.
C. At the pretermination hearing, the employee will be given an opportunity to challenge the
recommended termination. The employee may be accompanied by a representative of his choice and
utilize other individuals to provide information supporting his position.
D. Following completion of the hearing, the City Manager will notify the employee in writing
within five (5) working days of his decision.
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SECTION XIII- EMPLOYEE GRIEVANCE POLICY
13.00 GENERAL
A. In a mutual effort to provide a harmonious working relationship, it is agreed and understood that a
procedure forthe resolutions of grievances should be established Every effort will be made by the
parties to settle any grievance as expeditiously as possible.
B. Should the grieving party fail to observe the time limits set out in this Section, his grievance
shall be considered conclusively abandoned. Any grievance not answered by the City within
the prescribed time limits shall automatically advance to the next higher step, however, any
time period may be extended with the consent of all parties.
13.01 PROCEDURES
A. Step I.
The employee shall first discuss his grievance with his immediate Supervisor within five
(5) working days of the occurrence of the event(s) which gave rise to the grievance or from
the date on which the employee became knowledgeable of the cause of action. If the
employee was on compensated leave, the five (5) working day period shall commence
running immediately upon the employee's return from such compensated leave. This
first step between the employee and his immediate Supervisor shall be on an informal and
oral basis, and shall not involve any other representative of the employee, unless requested
by the employee.
B. Step II.
Any grievance which cannot be satisfactorily settled with the Supervisor shall be reduced to writing
within five (5) days of completion of Step I. by the employee and filed with his Department Head. The
Department Head shall, within five (5) working days after presentation ofthe grievance, render his
decision in writing.
C. Step III.
Any grievance which cannot be satisfactorily settled with the Department Head shall be submitted in
writing to the City Manager, within five (5) working days ofthe completion of Step II. The grievance
shall be discussed with the employee by the City Managerwithin five (5) working days of receipt of the
grievance by the City Manager. The City Manager shall within five (5) working days after this
discussion render his decision in writing with a copy to the employee.
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SECTION XIV - SEPARATIONS FROM EMPLOYMENT
14.00TYPES OF SEPARATIONS
A. Resignation.
A resignation is defined as any act whereby an employee vOluntarily leaves City service. An employee
who desires to leave City service in good standing should file with his Department Head, a written letter
of resignation stating the date and reasons for leaving two weeks prior to the effective date of
resignation. The resignation will be deemed accepted when submitted to the Department Head. An
exit interview may be held, upon request. Failure to provide at least ten (10) working days notice may
be cause for denying such employee future employment with the City.
B. Involuntary Resignation (Quit without Notice).
Unauthorized absences from work for a period of three (3) or more consecutive working days may be
considered as an employee's involuntary resignation, or cause for dismissal.
C. Layoff.
Resulting from a need to reduce the work force as the result of shortage of work or funds.
D. Termination
Discharge by the City for violation of rules, policies, unsatisfactory performance, conduct,
or inability to perform the essential functions of their job.
E. Retirement
There is no mandatory retirement age; however, employees approaching retirement age are
encouraged to consult the Personnel Director to investigate the availability of their
retirement options and benefits.
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