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81-R-46RESOLUTION N0, 0- Q A RESOLUTION ADOPTING THE 'CITY EMPLOYEE MANUAL OF THE CITY OF EDGEWATER, FLORIDA; REPEALING ALL RE- SOLUTIONS IN CONFLICT HEREWITH AND PROVIDING AN EFFECTIVE DATE WHEREAS, The Merit Board of the City of Edgewater, Florida, pursuant to Ordinance 81-0-16 has recommended the adoption of certain rules and regulations for the city employees as reflected within City Employee Manual. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF EDGEWATER, FLORIDA: SECTION 1., That the "City Employee Manual of Edgewater, Florida," as attached hereto and made a part hereof, is hereby adopted as the Rules and Regulations of the employees of the City of Edgewater, Florida. SECTION 2. That all resolutions or parts of resolutions in con- flict herewith be and same are hereby repealed. SECTION 3. That this resolution shall take effect immediately upon its adoption by the City Council and approval as provided by law. (N The Resolution was introduced by Mr. A" r The Resolution was read in full and passed by majority vote of the City Council of the City of Edgewater, Flo....����..r���iJJJJda, at a regular meeting of said Council held on the Jtday of //! , 1981, and EMPLOYUL INFORMATION GUIDE BOOK F1� fft s TABLE OF CONTENTS Christmas Club 6 Conflicting Employment 13 Credit Union 6 Death in the Immediate Family 11 Evaluation System 3 Grievances and Representation 14 Hiring Procedures 1 Hours of Work and Overtime 5 Injury Leave 10 Insurance 5 Leave of Absence 10-11 Paid Holidays 7 Pension Plan 6 Personal Appearance 3 Personnel Records 12 Physical Examination and Reclassification 4 Probationary Period 3 Separation and Disciplinary Actions 15-16 Sick Leave 9 Statement of Policy 2 Supervision 13 Travel and Other Official Expenditures 12 Vacation 8 W4 Form 6 CITY OF EDGEWATER EMPLOYEE INFORMATION GUIDE BOOK have received an Employee Information Guide Book, that I will read and keep as a guide while I am employed with the City of Edgewater. Employee's Signature Date TO EACH NEW EMPLOYEE OF EDGEWATER We are pleased to extend to you as a new employee of Edgewater a genuine welcome into this City. We hope you will find this a good place to work and you will try hard, along with the rest of us, to make it even better. We sincerely hope you will enjoy your work here and know that you are among friends. The purpose of this booklet is to furnish you needed information promptly about your City and your job that will be helpful to you. It should help you get acquainted with the City, its policies and procedures as they affect you. It will also give you information about what you may expect from the City and what is expected of you as an employee, together with the City's programs for your benefit and ours. We would like to suggest that you read and study this booklet carefully and keep it close at hand for future reference. If at any time you have questions about items not covered herein, we want to encourage you to seek answers or help from your. supervisor, who will play a very important part in your future success as an employee. The City requests you to be safety conscious at all times. Your health is a primary asset to the City. You must use the safety devices provided for your protection and be always alert for methods of improving the safety posture of the City. Your suggestions for improving safety will be gratefully accepted. You have our personal best wishes for a happy and successful future with us. HIRING PROCEDURES The City employee selection procedures and standards are designed to seek out the best possible employee for each available position. The City's future prosperity depends to a large extent on the hiring decisions made at all levels today. The guidelines, and more detailed procedures issued and amended by the Personnel Department, should guide and control every department head's employment decision. Any exception to this policy must be authorized by the Personnel Director. The City and its department heads with hiring authority will, or course, give proper consideration to such factors as education, experience, skills, advancement potential and character. All aspects of the selection process will be administered without regard to race, color, national origin, religion, sex, age or handicapped status, except in cases where a bona fide occupational qualification is involved. In general, for all non-exempt positions, the City will confine its recruit- ment efforts to personal referrals, newspaper advertisements and employment agencies. The Personnel Department may grant exceptions for positions which are difficult to fill or require specialized skills. The City will use the above recruitment methods for exempt positions as well, but may add the services of executive search firms when appropriate, for executive -level positions, a "search committee" may be established within the ranks of the City Council. The City will continue to rely on its policy of promotion from within whenever possible. The Personnel Department will establish procedures to make sure all employees receive up-to-date information on available positions within the City. The City may hire relatives of current employees if the new employee works in an entirely different division or location than the current employee, if an equally qualified person is not available. The City recognizes the sensitive nature of having family members employed by the same City and will take care to avoid difficult situations. -1- For purposes of this policy, "relative" means spouse, mother and father, mother and father-in-law, sons and daughters, brothers, sisters, sons and daughters-in-law and aunts and uncles. The City may employ relatives for temporary positions, provided a clear understanding exists that the employment relationship is strictly temporary and will not necessarily lead to full-time employment. Of course, any relative hired by the City must meet all selection standards and fulfill all job qualifications. The City maintains the following minimum standards for employment. (1) Applicants moat be 18 years old, except in certain low-level temporary summer jobs when the minimum age requirement is 16. (2) Applicants with a history of using marijuana, other narcotics or alcohol may not be hired. (3) Applicants should have at least a high school education or equivalency diploma for most categories of employment. Employees who do not meet this requirement should be encouraged to achieve it. STATEMENT OF POLICY The City will conduct its employee selection policies and procedures so as to achieve the best possible match between applicants for jobs and open positions. In no way will any City employee, exert personal or professional prejudice against any applicant because of an applicant's sex, color, race, religion, age or national origin. To achieve these ends, the Personnel Department will be responsible for planning, developing, monitoring and modifying all employee selection and procedures. It is every department head's duty to ensure that all of these policies and procedures are strictly obeyed. -2- PERSONAL APPEARANCE Neatness and good taste in your dress and manner contribute much to the impressions you make on your fellow employees, but more important on the citizens for whom we work. Remember too, a good appearance assures poise and self confidence. There are some members of our City who may wear uniforms, for others, there are no strict rules except to use good taste and moderation in clothes. Your supervisor will advise you on the proper attire for your specific position. Careless personal hygiene can offset many other fine qualities. PROBATIONARY PERIOD The probationary period is considered an intergral part of the examination process, and will be utilized for closely observing the employee's work, for securing the most effective adjustment of the new employee whose performance does not meet required work standards. All original and promotional appointments are subject to a probationary period of not less than three nor more than nine months. The Personnel Officer in cooperation with department heads, shall establish, within this limitation, such specific periods cf probation for each class of work as are appropriate to its nature and the needs of the City service. A department head may remove or demote an employee whose performance does not meet the required workstandards at any time during the probationary period. A department head shall, at any time after three months, and not later than nine months, certify that the employee has been found suitable or unsuitable for permanent employment. EVALUATION SYSTEM New employees are .evaluated at the end of the ninety day probation. After the probationary period is completed the employee will be evaluated every year on their anniversary, unless the supervisor or the employee requests more frequently. -3- PHYSICAL EXAMINATION AND RECLASSIFICATION All new City employees are required to pass successfully a comprehensive physical examination prior to permanent appointment, and in accordance with any qualifications of the class specifications for their class of work. Any City employee who sustains an injury on the job or a sickness which might interfere with his ability to perform his primary duties will upon request of the Personnel Officer be required to take a physical examination. If such an employee, so examined fails to pass, he may then be reclassified by the Personnel Officer to a position wherein his physical conditon would not constitute a bar to effective job performance nor impair the employee's health and safety. Any City employee who, because of injury or disease, cannot pass a physical examination for the primary duties available within the City service, shall be separated form the City's service. The Personnel Officer shall have power to waive shortcomings shown by physical examinations of employees. Upon completion of ninety days continuous service to the City, any employee required to submit to a physical examination prior to employment and required to pay the coat of same shall be reimbursed for said costs by the City. At any time during the course of employment the Personnel Officer shall have the right to require any employee, whether full-time or part-time, to undergo a physical examination by a physician duly licensed to practice in the state; provided however, the results of findings of said physical examination shall be done on a form approved by or furnished by the City and further provided, the City shall pay for said physical examination. as O HOURS OF WORK AND OVERTIME The following provisions shall govern hours of work and overtime: A. Forty (40) hours shall constitute a normal workweek for an employee covered by this policy. Nothing herein shall guarantee any employee payment for a forty (40) hour work- week unless the employee actually works forty (40) hours of his actual hours worked and his authorized compensated leave totals forty (40) hours. B. Hours worked in excess of the regular forty (40) hour workweek shall be compensated at the rate of time and one-half of the employee's regular straight time rate. C. If any employee covered by this policy is called out to work at a time outside his normal working hours, he shall receive a minimum of two (2) hours pay at the rate of time and one-half his regular straight time. INSURANCE The employee is eligilble for Health and Life Insurance when he/she has completed their probation. The employee has thirty (30) days in which to sign up, from the end of their probation.. The City pays for the employee but only one-half of their dependants' coverage. The employee is also given the option of choosing what insurance plan would best fit their need. The options offered by the City can be reviewed by the employee at their request. Insurance benefit books and enrollment papers can be obtained through the Payroll Clerk, upon the request of the employee. -5- PFNSTnw M.GN Plan membership is available to our employees. You will be eligible to become an active member of the plan if you meet all of the following: (1) You are a member of the eligible class which is all general employees. (2) You have completed your probation with the. City. (3) You have reached the age of 21. (4) You have not reached any age within five (5) years of your normal retirement date, when hired by us. The maximum age requirement was waived on February 1, 1978. The first of the month on which you first meet these requirements is your "eligibility date". You become an active plan member on that date. Booklets on this pension plan are available by request from the Payroll Clerk. CREDIT UNION The Personnel Department will cooperate with the employee desiring to join the Credit Union in making payroll deductions and with the Volusia Govern- mental Employees Credit Union concerning any employment changes. New member information will be supplied at your request, from the Payroll Clerk. CHRISTMAS CLUB The Personnel Department will cooperate with the employees desiring to join the Christmas Club in making payroll deductions. For more information, see the Payroll Clerk. W4 FORM Each year in December you will receive a blank W4 Form to be completed for the next year. It is very important that this be renewed each year so that we will have an updated account of your desired withholdings. If at any time during the year you change your exemptions or marital status, please get another blank W4 Form from the Payroll Clerk. S:L PAID HOLIDAYS The City recognizes the following holidays as Paid Holidays: New Years Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, Friday after Thanksgiving Day, Christmas Day, the employees birthday and a floating holiday to be selected by the employee with the approval of the depart- ment head. In addition to his holiday pay, if an employee is required to work on a holiday he shall receive straight time pay of the hours worked on the holiday. If the holiday falls on an employee's off -duty day, the employee shall receive an additional day's compensation paid at his regular rate of pay. If a holiday falls while an employee is on vacation, the employee shall receive an additional day's vacation in lieu thereof. In order to be eligible for holiday pay an employee moat work both his last scheduled work day before and his first scheduled work day after the holiday. This does not apply to an employee on approved vacation. Any employee who is scheduled to work on a holiday and fails to report for work without justifiable reason, shall not be eligible for holiday pay. Employees' birthdays have to be taken during the month of the employee's birthday. Floating holidays have to be taken before the anniversary date and cannot be carried forward to the next year. -7- C O VACATION All employees of the City shall be entitled to vacation leave and compen- sation therefore under the following terms and conditions: (1) Employees covered by this section shall be entitled to annual vacation leave with pay at the employee's regular rate of pay, on the following basis: Less than 1 year 0 work days 1-4 years 10 work days 5-10 years 15 work days 11 years and over 20 work days (2) For the purpose of calculating accrued vacation time, the date of employment by the City shall be the date the employee began his employment and on each year's anniver- sary date thereafter said employee shall be deemed to have worked a full year. No employee shall be entitled to vacation time without having completed a full year's employment. (3) Within the one year's time, an employee should use the allotted vacation allowed him for that particular year. (4) Upon termination of employment, an employee shall be paid for any unused portion of accrued vacation time which shall be prorated on a monthly basis from the last anniversary date. C:fl SICK LEAVE All employees of the City shall be entitled to sick leave and compensation therefore under the following terms and conditions: (1) In order to receive pay for sick leave an employee moat notify the department head of the specific department which he is an employee, at the start of the work day, which he will miss. (2) Sick leave time will be earned at the rate of one day for each month of service. These credit days shall become cumulative up to a maximum of thirty (30) days. Credit days may be earned by the employee to the extent of restoring credit days subsequently used for sick leave and thereby building up accrued sick leave to the thirty (30) day maximum. (3) After accumulating the thirty (30) days maximum sick leave provided for herein, the employee will receive one day's pay for each month thereafter that does not use any sick leave. If, however, the employee uses any sick leave after accumulating the thirty (30) days maximum sick leave the employee must restore this accumulated sick leave to the maximum provided above before this paragraph becomes applicable again. (4) After three days of continuous sick leave the department head has the right to ask for a doctor's certificate. (5) Upon termination of the employee for any reason, except dismissal, the employee shall be entitled to a lump sum payment for all sick leave earned and accrued. -9- INJURY LEAVE Employees who are injured or disabled on the job shall not suffer any loss of straight time earnings for the first fifteen (15) consecutive working days from the time of injury unless such injury was incurred through willful or gross negligence or misconduct on the part of the employee. Further, this period may extend at the discretion of the City Council. The Personnel Officer, at his discretion, may utilize the services of a physician to determine whether any employee claiming disability is physically and/or mentally able to continue working or to return to work. The expense of said physician shall be borne by the City. If the City Council decides not to continue the employee in full pay status beyond the fifteen (15) working day period provided for above, the employee may utilize his accrued sick leave or unused vacation as provided and shall revert to normal worker's compensation benefits.. As a condition precedent to obtaining paid disability leave, the employee must assign to the City his worker's compensation benefits for the period of the disability leave or any extention thereof. LEAVE OF ABSENCE Leave With Pay: The Personnel Officer may authorize leave with pay, which will not be charged to vacation or sick leave under the following terms: (1) For appearance in court, either as a member of the jury, or when required to appear as a witness, provided however that jury fees and witness fees, except for per diem and for police officers, shall be reimbursed to the City.. (2) For attendance of official meeting for valid municipal purpose. (3) All leave with pay except those related to sickness or similar injury must be applied for in advance, favorably recommended by the department head concerned and approved by the Personnel Officer. -10- Leave Without Pay: A regular employee may be granted leave without pay for a period not to exceed one year by reason of sickness, disability or other good and sufficient reasons which are considered to be in the best interests of the City. The Personnel Officer may extend such leaves of sufficient reason. Persons called to service full time in the armed forces of the United States will be considered to be on leave without pay for the duration of such service after the first thirty days of such services, and upon discharge, be reinstated to their former position or one similar to it with seniority unimpaired. Application for such reinstatement must be filed within thirty days after discharge from the armed services. Except under unusual circumstances, voluntary separation from the classified service in order to accept other employment, shall be considered by the Personnel Officer as insufficient reason for approval of leave without pay. Military Leave: Employees are entitled to leave of absence with full municipal pay for active reserve duty without offset or deduction from salary or accrued vacation time, sick leave regardless of any military pay received. DEATH IN THE IMMEDIATE FAMILY All full time employees of the City shall be allowed three (3) days absence from work with pay to attend the funeral of an immediate family member within the State of Florida. If the funeral should be out of the State of Florida the employee will be granted five (5) days absence from work with pay• Immediate family members shall include the following: spouse, sister, brother, son, daughter, mother, father, grandparents of employee, mother- in-law, father-in-law, grandchildren, orany other relative upon special circumstances being shown by the employee, upon approval by the supervisor. -11- TRAVEL AND OTHER OFFICIAL EXPENDITURES The prescribed rates of pay do not include allowances for official travel or other expenditures incurred in City business, or allowances made to employees for the official use of personally owned automobiles. Employees will be reimbursed for such expenses in amounts as determined by the City Council. Employees directed and authorized to use their private automobiles shall be reimbursed in accordance with the mileage allowance permitted by the State of Florida. PERSONNEL RECORDS Each employee shall have the right to inspect his official personnel file, provided, however that such inspection shall take place at a reasonable time and at the location where the official personnel file is kept. The employee shall have the right, at his own expense, to make duplicate copies of any item contained in his official personnel file. Employees shall have the right to file written response to any letter of reprimand or other document, which is placed in the employee's official personnel file as a result of supervisory action or citizens complaint. At the employee's request any such written response shall be included in the employee's official personnel file together with the letter of reprimand or other document against which it is directed. An employee may apply to the Merit Board for removal of any document in the employee's personnel file which the Merit Board determines to be immaterial, impertinent or slanderous. To see your personnel file, contact the Payroll Clerk. =PC CONFLICTING EMPLOYMENT No regular employee of the City shall engage in any occupation or outside activity which conflicts with their employment by the City. Any regular employee engaged in an occupation or outside activity for compensation shall inform their department head in writing as to the time required and the nature of such activity. The department head shall make the initial determination as to whether a conflict exists. If the employee is not satisfied with the department head's decision, they may take this to the Merit Board as a grievance. There is to be no display or sale of any products solicited by any employee during work hours. SUPERVISION It is your supervisor's responsibility to see that all City policies, procedures, rules and job requirements affecting you and other employees under his or her supervision are applied fairly to all. Your supervisor is a very important part of the management team and is responsible for results --as such, he will be a very important part of your life at work. Your supervisor should be a person with whom you can discuss problems, ideas and suggestions. While your supervisor will always try to help you, you should know that he is responsible for the work of a lot of people, and all must be treated fairly and without partiality. If a misunderstanding should arise, and this does happen sometimes in a group, your supervisor should be fully informed, so that a fair and proper solution can be found. -13- GRIEVANCES AND REPRESENTATION It is the policy of the City to adjust employee grievances promptly and fairly. Any employee who believes that he has received inequitable treat- ment because of some condition of his employment, may personally, or through his representatives, appeal for relief from that condition. Other rules specify procedures for change in position, classification, and rate of pay. Grievances should first be taken up with the immediate supervisor, andif the matter is not resolved, the employee may present his case to the depart- ment head. If settlement cannot be achieved, or the matter is beyond the control of the supervisor or department head, such grievances shall be carried, in writing, to the Merit Board. In this latter instance, the employee and department head shall. appear jointly before the Merit Board in order that both sides of each case may be heard with minimum delay. At any time after ten days following written notification of the Merit Board's decision an employee, may submit a request, for further review, to the Merit Board, which will investigate the request, hear the employee, and concerned parties and submit to the City Council a report in which it shall summarize its findings and state its disposition of the case. The decision of the Merit Board shall be final in all cases except termination. The Personnel Officer, subject to the limitations of the Constitution and Laws of the State of Florida, may recognize any individual, group of indivi- duals or organizations, action on behalf of any group of employees that he or it is authorized to represent for the purpose of orderly presentation of their grievances and proposal in general, concerning the terms and conditions of their employment. The following general procedures shall govern such actions. (1) Conference participation shall be limited to not more than two employees from any one department, such private citizens as employees may designate for the purpose of representing an individual or departmental group. This is intended to facilitate orderly discussion of the issues. -14- (2) Interpretations and decisions reached by such conference shall take the form of personnel memorandum approved by the City Council and issued by the Merit Board, which shall supplement the Personnel Rules and Procedures. (3) The City Council and the Merit Board shall not issue a personnel memorandum without duly and fairly weighing its effects upon groups of individuals not represented, nor the general interest of the total personnel program of the City. SEPARATION AND DISCIPLINARY ACTIONS Resignation: Any employee wishing to leave the classified service in good standing shall file with his department head, at least two weeks before leaving, a written resignation stating the date the resignation is to become effective, and the reason for leaving. Failure to comply with these proce- dures may be cause for denying the person future employment by the City. Unauthorized absence from work for a period of three consecutive working days may be considered by the department head as a resignation. Department heads will forward all resignations to the Personnel Officer within twenty- four (24) hours after receipt of the resignation. Lay -Off: A department head, with the approval of the Personnel Officer, may lay-off any employee in the service when it is necessary, by reason of shortage of funds, or changes in organization. Such lay-offs shall be made in reverse order of seniority. The names of employees laid off for any of the above reasons shall be placed on a re-employment list. These names shall remain on the re-employment list for a period of one year. Disciplinary Actions: A department head may institute the following disciplinary actions for inadequate performance of duties or for other good cause which may be detrimental to the municipal government: (1) Demotion to a classification having a lower rate of pay. (2) Suspension without pay for a period not to exceed thirty days in any one calendar year. (3) Dismissal -15- In all cases, the department head shall furnish the employee and the Merit Board with a written statement of the reasons for recommending such action. Any employee may be disciplined by the appointing authority for cause. An employee so affected will have the right to appeal such an action to the Merit Board within twenty (20) days following its effective date. The Merit Board will act upon the case within twenty.(20) days. The Merit Board shall recommend appropriate action to the City Council. All decisions by the Merit Board other than those resulting in separation shall be final. Decisions resulting in separation shall be final unless appealed to the City Council which may reverse such decision by a unanimous vote. Qiir.L Of i a q a0 m O V m O U IF N O L O a c L i q v O > m O N L L d O d Y 9 Y r L q Q W Y Y O'er N C C• � V V d g q Y q � d r n n a a d d Y d Y Y 3 N Y C p dW C Y U C L L C d a q ^ d L L J g L 9 Y N a u•� v�� E k•�Oq ^O U£2'UQ N d Y U L C O E 3 N d c d JY•� C Lk a Y d E d q d d' a 1�Uz.-' W�iW• NCOm :MEW; 0NdNL U d � . d N O O C IF O O CU C n+ Y N d a UY pIU oE• o V- m C d O c ..aNw O N L C I d OY N' L U U U C v •� o L N a Y C J q LL ti d � O OI Y C I q •�- d d O+L K U � U p N q •� O O YdO�� N L Y O O u v d e0 m r c m d d N T C E u N Y Y c O•� dYd