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1994-34 RESOLUTION NO. 94-34 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAND TERRACE, CALIFORNIA, RESCINDING RESOLUTION NO. 91-33, AND AMENDING THE RULES AND REGULATIONS FOR THE ADMINISTRATION OF PERSONNEL MATTERS PURSUANT TO GRAND TERRACE MUNICIPAL CODE SECTION 2.24.090 WHEREAS, Section 2.24.090 of the Grand Terrace Municipal Code states Personnel Rules and Regulations and amendments thereto shall be adopted by Council Resolution; and WHEREAS, the Rules and Regulations have been updated to incorporate the American Disabilities Act, Family Leave, Smoking Policy; and WHEREAS, the Rules and Regulations have been updated to include additional benefits, minor changes and additions for clarification; NOW, THEREFORE, the City Council of the City of Grand Terrace does hereby resolve, declare, determine and order as follows: Section 1 . Rescission - That Resolution 91-33 is hereby rescinded in its entirety. Section 2. That said City Council hereby approves the amended Rules and Regulations for the Administration of Personnel Matters incorporated herein as Exhibit "A. ADOPTED this 15th day of December, 1994. ATTEST: City Clerk of the Cit of Ma r of M C y f Grand Grand Terrace and of the T race and of the City City Council thereof. uncil thereof. RESOLUTION NO. 94- 34 Page 2 I, BRENDA STANFILL, City Clerk of-the City of Grand Terrace, hereby certify that the foregoing Resolution was introduced and adopted at the regular meeting of the City Council of the City of Grand Terrace held on the 22nd day of October, 1992 by the following vote: AYES: Councilmembers Hilkey, Singley and Buchanan; Mayor Pro Tem Carlstrom; Mayor Matteson NOES: None ABSENT: None ABSTAIN: None CityClerk of the Cit 6f Y, Grand Terrace APPROVED AS TO FORM: City Attorney EXHIBIT "A° Resolution No. 94- C I T Y OF GRAND TERRACE RULES AND REGULATIONS FOR THE ADMINISTRATION OF PERSONNEL MATTERS RULE NO. SUBJECT. PAGE I DEFINITIONS 1-4 II GENERAL PROVISIONS 5-11 III CLASSIFICATION 12 IV COMPENSATION 13-15 V FRINGE BENEFITS/RETIREMENT 16-17 VI ADMINISTRATIVE LEAVE/ANNUAL VACATIONS 18-19 VII HOLIDAYS 20 VIII LEAVES OF ABSENCE, SICK LEAVE, LEAVE WITHOUT PAY, MILITARY LEAVE, COMPULSORY LEAVE, MATERNITY LEAVE, JURY LEAVE, FUNERAL LEAVE, FAMILY CARE/ MEDICAL LEAVE 21-24 IX SEPARATION FROM THE SERVICE 25-26 X DISCIPLINARY PROCEDURES 27-28 XI APPEAL TO CITY COUNCIL 29-30 XII PROBATIONARY PERIOD 31 XIII PERSONNEL FILES 32 xxv TRAVEL POLICY 33-35 XV EDUCATION POLICY 36-38 XVI CITY IDENTIFICATION CARDS 39 XVII ISSUANCE OF KEYS TO CITY FACILITIES 40 INDEX SUBJECT PAGE REFERENCE Abandonment of Job 6 Administrative Leave 19 Advancements (Also see "Promotion") 13-14 American Disabilities Act 5 Appeal 29-30 Appointing Authority 1 Child Care Subsidy 16-17 Citizenship (Proof of) 5 Appointments 13 Birthday Bonus 17 Classification Plan 12 Child Care Subsidy 16 Compensation 13-15 Compensatory Time 15 Compulsory Leave 22-23 Computer Loan Program 17 Definitions 1-4 Departmental Rules 5 Disability Ins.. (Short Term) 16 Disciplinary Suspension 27-28 Dismissal (See "Separation") 25-26 Dress Code 11 Drug/Alcohol Free Workplace 8-10 Education Incentive 3 6-38 Employee Warning Notices 27 Evaluations 7 Exceptional Service 14 Family Care/Medical Leave. 23-24 Fringe Benefits 16-17 Funeral Leave 22 General Provisions 5-11 Grand Jury Testimony 10 Holidays 20 Hours of Work 10 Identification Cards 39 Jury Leave 23 Keys to City Facilities 40 Layoff Policy- 25-26 Leaves of Absence 22 Longevity Pay 15 Lunch/Break Policy 11 Maternity Leave 23 Military Leave 22 Nepotism 10 Nondiscrimination Policy 5 Oath or Affirmation 5 Overtime 15 Pay Increases 14-15 - Personnel. Files 32 SUBJECT PAGE REFERENCE Physical Examinations y Physician's Certificate 21 Probationary Period 31 Promotion 14 Reclassification 12 Regular Appointment 31 Retirement Plan - PERS 16 Safety/Health 10 Salary _ 13-15 Separation/Termination 25-26 Sexual Harassment 6-7 Sick Leave 21-22 Sick Leave Buy-Out 22 Smoking Policy 8 Standards of Performance 6 Transfer 15 Travel. Policy 33-35 Unemployment Compensation 11 Unsatisfactory Service Rating 6 Vacation 18-19 Violation of Rules 5 Worker's. Compensation 21-22 "Y" Rated Salary 14 RULE I DEFINITIONS GENERAL TERMS Wherever used, the masculine noun or pronoun shall include the feminine. The singular shall include the plural, and the plural the singular. The word "shall" shall be construed as mandatory, and the word "may" as permissive or discretionary. DEFINITION OF TERMS Active Service - shall mean actual time worked, holidays with pay, leaves of absence with pay, leaves of absence without pay not to exceed 14 calendar days, and leaves of absence without pay not to exceed one year for which Worker's Compensation is paid. it shall also include Saturdays and Sundays or- other regular days off which are immediately preceded or immediately followed by other time worked. Advancement - shall mean a salary increase within a range of compensation provided- for each position, which is conditioned upon a given minimum term- of meritorious service in the. same position and which is made without examination.. Applicant -, shall mean a person who has made application to take a City examination. Appointing Authority - sha11 mean the City Manager. Appointment - shall mean the offer to, and acceptance by, a person of a position either on a regular or temporary basis. Certification -. shall mean endorsement as meeting required minimum standards for a vacant position. Child Care Employee - shall mean an employee that receives ten percent deferred compensation, PERS retirement � >v #r<h< {R ed Health ..... .....:.... y..: ... ... ......:.:.., :.v v......r. n::;{.}..1::.:•r.:v;}:.v.:.^.{•:::::::::;Y:.v:::::x ..n.•:w:r:r..r.::::::/.-:•: •:::`},....:�.•.••.••:f:::::v:r•:nv•: ;:•}Y.•}:.}}}:{:::{.}:i '•"•'.'��-�':��:::r ::::::::: .{ ... � .� :>�;�• •{lam-.::•. •:.::.,:..:•...... } .. •.v:•. .v w:f:•:-::w:.;.:...:.:........:::x: •::•::::::::.+f.{w::::f.•:.:{•:.:..;;n....K•...n:w::;:•:.•:::}::-.v::::f•.{.::�}::::•:::::::::•:•ln•w::;:ti..::. if};}:v.•:::...r..�..4...::::w::: i :•.�M.�i�1�� :�.y:�:::r.,..,. �1..:.r n**.��.��'..//��}}'" ��::::}}:}} rr r.;...:...r f,.....::v:•x :.vF::�.x:.:..:.f�} .. .::•IX f.}:{iii{:ti n{{{.:{ :rv...}v::..: ..^!++i::i: :r i:: Mf^M.M{:::: iF .WM� :r Tt n•:}$>:: if: ..:..r.........r}x4:.s�o'.:;r...^.:t�:5;s :::<;�:<r;'•:;r%;t�; :ri:?.^•.:Ss}•.':;2:>:::::<�''•'sr<•.'•':G':}:": ::{'��.'{.��: �•• ::::•r .........:..:� s s +. /.....r.::�r::h:}}»}::......d...+.r:•}:a:.r:.:�✓r:•'::ax•.:�}:Si x•„:w{0}?}:::}Y:::.:;:R Class - shall mean a group of positions, with such similarity in respect to their duties and responsibilities that similar requirements as to education, experience, knowledge, and ability should be demanded of incumbents, that similar tests of fitness may be used to choose qualified employees, and that the same schedule , of compensation may apply with equity under substantially the same employment conditions. i t r Classification Plan - shall mean the official or approved system of grouping positions into appropriate classes. 'r Classified Service - shall mean all offices, positions, and employment in the Grand Terrace City service, except those expressly designated as unclassified in City ordinances. Compensation, - shall mean any salary, wage, fee, allowance paid to an employee for performing the duties and exercising the responsibilities of a position. Compensation Plan - shall mean the official schedule of pay approved by the City Council assigning one salary or wage range to each class title. Compensatory Time - Time accrued or taken off from work, with pay, in lieu of paid overtime compensation. Continuous Service - shall mean City service uninterrupted by separation . Deferred Compensation - shall mean tax-deferred monies held in an account until. time of termination or retirement from the City. Department - shall mean an administrative branch including a group of employees under the immediate charge of a chief executive officer of a department, institution, board, or commission of the City Government, . which latter officer shall be known as the department head. Eligibility List - shall mean the ranking of eligibility for a vacancy in order of over-all qualification. Employee - shall mean person which is legally an incumbent of a position in- the classified service, or who is on leave - of authorized absence with the right to return to his position. Exempt Employees - shall be those employees designated by the City Manager. Such employees shall be exempt from paid overtime. Fringe Benefit(gl - shall mean an employment benefit (health insurance, paid holiday, etc.) granted by an employer that involves a money cost without affecting basic wage rates. Hours Worked - shall be those hours actually worked by an employee in any calendar week, Sunday through Saturday inclusive, and shall include paid holidays and vacation used; however, hours worked shall not include leave .without pay or sick leave time taken. Interim Appointment - shall mean a short-term appointment made from an eligibility list. 2 Intermittent Service - shall mean City service interrupted by separation. Lay-off shall mean the involuntary nondisciplinary separation of an employee from a position. Leave - shall mean an approved type of absence from work as provided for by these Rules. Length of Service - shall include Saturdays, Sundays, or other regular days off which are immediately preceded or immediately followed by normal work days. Nepotism - favoritism shown to a relative -- such as appointment to a position on basis of relationship. Nondiscrimination - shall mean to not make a difference in treatment or favor on a basis other than individual merit. An example: to favor your friends or rule against a certain race, belief or sex, etc. on-call Employee - shall mean an employee that does not work a regular schedule -- works intermittently as needed. Overtime Rate - shall be one and one-half times the hourly pay rate. Pay Range - ranges start at minimum, with a mid-point and maximum f' pay rate; raises are normally in five percent increments, but can be less or more depending on the employee's performance. Pay Rate - shall mean a specific dollar amount expressed as either an annual rate, a monthly rate, a semi-monthly rate, a bi-weekly rate, or an hourly rate. Personal Leave - shall mean leave for illness or vacation- for part- time employees. On-call and seasonal employees will not be able to accrue personal leave. Position - shall mean a specific office of employment, whether occupied or vacant, calling for the performance of certain duties and the carrying• of certain responsibilities by one individual, either on a full-time or part-time basis. Probationary Status - shall mean service under regular appointment prior to completion of six months of probationary service. Promotion - shall mean elevation of a City employee to a position which has a maximum salary higher than that of the employee's former position. 3 Regular Status - shall mean the satisfactory completion of six months' probationary service and continuing regular appointment. Regular Full-Time Employee - an employee that works at least 32 hours per week and receives all benefits. Regular Park-Time Employee - an employee that works part-time and receives benefits on an accrual basis. Rejection - shall mean giving no consideration. Relative - shall include wife, husband, mother, father, son, daughter, grandmother, grandfather, granddaughter, grandson, mother-in-law, father-in-law, son-in-law, daughter-in-law, aunt, uncle ::::.::......:.:.:}::;.}:.....<.......w;_:.:_.:.}:::...:..........,..............:..:. ......}: .:_:}::<.:: ::;::<:..::}••<...::::.}::: ..:.r...::niece, nephew, cousin or ::... '�t�� <�:>.:<:; d�.;r::::.. :..:....:.:z3'� :. HARM" .. .•:: ... ... :.•.}}}'fi:}:::::::::.:::::::v.L.:w:}: ::.::::::::::v:•r...............:...:....4;:ti :•,::•::M1•1f'f}{::�:i:i�iYr: Seasonal Employee - shall mean an employee hired for a short term due to seasonal employment. An example would be a lifeguard, pool manager or pool cashier. Suspension - shall mean an enforced leave of absence for disciplinary purposes or pending investigation of charges made against an employee. Temporary Appointment - shall mean an appointment not made from an eligible list for short-term employment. Termination - the separation of an employee from City service because of retirement, resignation, death or dismissal . Transfer. - shall mean assignment of an employee from one position to another position. Transfer can take- place within a department, between departments, between positions of the same class, or between positions of different classes. Work Dag - shall mean scheduled number of hours an employee is required to work per day. 4 RULE II GENERAL PROVISIONS Purpose of Rules and Regulations - These rules and regulations are adopted to ensure complete understanding of personnel policies by the City's employees, to develop fairness of application throughout the City's several departments, and to serve as guidelines for the administration of Personnel matters. The City reserves the right to change or modify the terms and conditions set forth at its discretion and without prior notice to the employee. These rules serve as guidelines only and do not constitute a contract. Nondiscrimination Policy - The City of Grand Terrace does not discriminate on the basis of political affiliation, race, color, ancestry, national origin, sex, age, religious belief, or c % ...e status in admission to, or treatment or employment in, its programs and activities. ;. ; ... :: .::::::. .: .."•: 4::::Y:. .,;.h...::"iiii:v} ::.....:.::.�::: •. •. :.•:::::::::.::w:p:• ..:�:.};4:vv;;...:..::+::::::::::.�:::.:�:::::•:: ::..::.::::?4;v}?iTii:•iY•i::i:'i::::::.�:•:•::•:::. .:::•F.: :.i::;i:;i::::::. :. :::4'{.}::::.i:i ny}iii �i.::4j;:;ir:;:;:::: i i� ?::;i:;i:;:i:.Y:•i;^ii.'..' +i}ii:•4.i:::..:: :'ii: �:.. :::.::i.::.': :iii:;. ..}..: i'iiiii:.:::'>�:" .r.�.can..:..�.�.s�x�..�.�:t.�:e�.;::::act:,,.;....: A..:.;:<:;:>:;>::;;::��e:::»:>:�3;�;.>::>:«::: �� :.:.::.:.:::.;:.;:.:.;:.;':;.:::::::::::::::::::::.:::.::::.:::::.:::::::::.::::::::.:..::::...: ...:::..: .c .::::has::.:sat::::: : ca.._:.. r :::..� . . : :. :. :. .. Ti:�,�:�:>:<:�::>::fl:�::::;�I��:.>::apt.:;:: .�r�h:��x:�::��::>::d:�;�:c:� ;-ex . :>.��'.«'.':::::::li: :f ::.::' ::::':::.::'.:::':::::::i' '.:::>::>;: .i rma vG1a ;>;::3: . .. :w;; .. .. :. .:...iiii...:...,....,.n...:.......:.v.... ..:::....;a; ...ii::•::,ni:::{:::::;.:.'::Y��..�:::i:.......................:::::::::::n�:::.�:::::::::::::::::::::.:�::.�::::.�:i.�ii:'i::::::::is Proof of Citizenship - The immigration and Control Act of 1986 requires that the City (employer) attest on an I-9 form, and provide proof, that the employees hired after November 6, 1986, are either citizens, a permanent resident alien, or otherwise authorized to be employed. Verification of proof may be by social security card, birth certificate, U. S. passport, driver's license, foreign passport with work authorization or alien immigration ID card. Violation of Rules - Violation of the provisions of these rules may be grounds for dismissal, disqualification, suspension, or demotion. - Departmental Rules - A department head may, with the approval of the City Manager, adopt and administer written personnel regulations for his department which are supplementary to and not inconsistent with the Personnel Rules and Regulations or the laws of the State of California. Promulgation of Rules - All City personnel ordinances, rules, notices, and policies shall be made easily accessible to all employees. 5 Unsatisfactory Service Rating - Any employee receiving an unsatisfactory rating for any of the following: work quality, work quantity, work attitudes, or work habits may be subject to reduction in compensation or may be subject to dismissal from the classified service pursuant to these rules. Standards of Performance and Conduct High Standards Required - Employees of the City of Grand Terrace are expected to maintain high standards of performance and conduct. Employees who fail to maintain high standards of performance and conduct subject themselves to suspension from duty without pay, demotion, or dismissal . Performance Guides - Failure to meet high standards of performance and conduct may be associated with the following: a. Physical inability to perform the duties of his position; b. Failure to pay just debts of make reasonable provisions for future payments; C. Conviction of a criminal offense involving moral' turpitude; d. Damage to public property or waste of public supplies through misconduct or negligence; e. Conduct unbecoming an officer or employee; f. Absence from regular assigned duty without leave. Abandonment of Job - Any employee that is absent from his job without notification or contact with his employer for 72 hours shall be terminated due to Abandonment of Job. :::::::::::::::::.{.::::::::::.;•::::::.:::::::{:::::::::.:::,.:::.:t.::.:::::..F.::.�::.trt.:..,::{;r::..�:::::::::::.:,...:•:::.:.r:.::::::.::..t.::{::'.;:•»:<.:{.;:.;:.:>..:.:.:.�:.:.v:.:..::::::::::::::::.::t..:::::::::.::::...,...............r....r: f�>l!yy.::' {;.'o i.�.':++..'{Y�y^n.:.:::ii:•;:�:::�:/:�:}:::..v y.:v::{:::::::.;<•::.n::ji::}:::...::{;:;;++r .. ...... .:......:.:.:. :A....;...:•:;::.......:r.. ..:.... .............. ..:.....:•:.w:ti•::::: ::::•::»:•::;,:%�.. G% i:i::::iitRZ'i:C ` }.::,;• �y..,��1.{{•.: •:�Y:.T:{::.:i:S�i:::i}':�.{•:S:::'': y..:i::i::ii:`�� ':.:.:�{::: ::i:::y:::i;}: :. :�.r:.4:::.: •:iiii::: }.t•. w::::::::::::::.v::::::i:•i:?CFYiL •i:::RSS ,7, ..::.::.::Iil :::::::X:� x3• ..: .... w.v::nv:.v:::::::::�•::::.v: ...................... ::: ....... {:a.�:.;�::::{::.•i•'tti.ii:�•:}•:..}•:•: :..:r.::::�:... y�.: {•i}>iY:{•i:•�•i'•i{i?}i' ::.:..v::::w: .. :•:::v:••: ::•••:•:::::::::•::...::t.:•::•v.1... ::•..... ..::::::i::•::•i`;{titv.:•:::.v::::. •:r•::::::::::v:::::::••::x::• }r::.'r•' :::;:i::j> "//i:�.::��''}}{•'''riii••}}��:tt:i'':,,��((.::iti{: :. ryii.'J�..r}.nY{•r�•'�•i.:•n • �} }�(r:`i• �•�'.iiii::::�}::.... .... ..n..,. ....iiii:�}x..: •i..vryi::v: Y!: �/.;yvi}}r/G., .'�,+•�Y,., ;{{.; r:{•i}i: ,.!'•i'iiW:, .,.0. i:{ ll r:•n•.v .. .. y.�/�yy�y��y� y..� Y ..........:...:......:.........:::::.•.v:::.v::::'•....::::::v....................... ++ :�K.1i!i11 •'jj::i�'::w:Tii .. ..............:......:........t...........................::........ .:........................... .......r.............................................tv.v::m:::�I•.•:..{:r.::n.:w:::::::::::.v w:::::m.I•...r........::::.}':.v:::n•::::::::;�..,...;..w:.v:::::.i}iU:':•};ryi;{{•}:{{•ii}};.�:::v:w:: .................. ... ...x..t................. ..::::::.v:r.:......... ................rr......n.............r..........::::.v:::::tv. y� ��y.� �y y( �yylf �l�,..��•• �} . AA :. y� may, .................. Li:;�iiir��SS �:i.::i':j:�l'i,�i5'iG:ti:.:NS:��'i. i:::•:GT 'i:��'t:��tJi� �i'i:}•••': •::�tv:::::::::v.:�:{'i:•: {{r'i::{::v:•iiii:•iiii'tr:Si'•irL'r.4ii:�:6:::. .. ::':::.........r�. ...:.r......n............................:.r.n......::},:::::::::wr;?}vi:ii:v..•....v.•l.•::r.{•::..t.{•:::w:;:•i:iiii:};.yi?:ii;•r.•.t........vijiS•i:{•: Sexual Harassment - Employees should not be subjected to unsolicited and unwelcome comments or conduct with sexual overtones. Sexual harassment does not refer to occasional compliments of socially acceptable nature. It refers to behavior that is not welcome and is personally offensive to a reasonable person, interfering with work effectiveness. 6 Such conduct, whether committed by supervisors or non- supervisory personnel, is specifically prohibited. This includes repeated offensive sexual flirtations, advances, or propositions, continued to repeated verbal abuse of a sexual nature, graphic or degrading comments about an individual on his or her appearance. The display of sexually suggestive objects or pictures, or any offensive or abusive physical contact. Any employee who is subject to any kind of harassment or intimidation is strongly encouraged to bring such behavior to the attention of his immediate supervisor and/or the City Manager. All such complaints will be treated in the strictest confidence. :KFii.�I.'•i:::ii��i�ji;:{::tii:::#tiF��I{'f.'irM. ir:•r::::YM�•�ir.:iti4:�i',�{{' '.'':�>:.�i'.•.If I.?ri'v:�.iii�MK�i::i::i:iii.� �>::::i::ti:i�'::i::i ':'..:•i :'::::tii::i""ji::i'>''i:••••:. ::i::i:: ,;• ;•:::.:::::.;':•:>.Sri::;::::::.:.ar:.::::::.:.:..::..;.::.;•.::SSS;::;•::.;:.":..::::::::::..•;::.:i:::;%':':::..::.,:::::`..,::.;•::::::::::.''+:..Srrr:.....:..v................:........:::.....::.:.....::.:..:::.::.....::.......:...::..:.:.....:::. In all offices, departments, and places of employment;' subject to the Personnel Rules, the City Manager shall make, or cause to be made, on the prescribed forms, reports and individual efficiency of each employee in the classified service of the City. Such reports shall cover the following periods: three months' and six months', review for probationary employees and annually for regular employees until they reach the top of their range. After the top of the range is reached, reviews can be when the supervisor or Personnel Officer feel there is a need. From such reports of efficiency ratings, the City Manager shall establish and' maintain records showing the service ratings of employees for possible use in determining the order of lay-off and reinstatement and for consideration in recommendations related to transfer, promotion, demotion, and dismissal . Physical Examinations - The City shall require that all initial, regular employees be in such physical or mental condition to perform the duties of their jobs and shall require an initial medical evaluation, which includes drug testing, according to job classification. Subsequent examination(s) may be required due to changing health conditions as directed by the City Manager. No employee shall hold any position in a classification in 'Which he cannot physically or mentally perform all the duties of the job adequately or without hazard to himself or others. Within the limitations indicated, the City's policy shall be to make such efforts as are consistent with the provisions of these rules to place physically disabled employees in such positions as are available in the City's service where their disabilities will not affect their performance of duties. The employee's length of service, nature of past performance, and the availability of openings may be considered in placing disabled employees. 7 :::•:.}}}:.:.}:':}}}}}}}}:•:t.}}}::'.::•}i:+':•i::•}:L}:,::iid;•}:.}:•}...:...}:.}}:S•iii:•::•.:•}':.:}:•:ti.}}}:{.}:';•i:.:•i:.}i:.}}}:?:•i:•i:•i:•i:.i:•}:{•}:•}:.}}:...ti:.i:ti;.}':•••:;.}}}:.}•••i;{.{.}:.}:•i}:•:•i...;i•i:•:+'v}:.:.;.}};.}:.:.:.}:.}:..;{.}:.:?.}}:•i:•:..}....}:.}::::::.}}•}}}:.i:•:i<• . `x7:.}'.:v13L ?C3 > ;»:. ....::.a :;: ............................. . .................. ......:..:..::.::.................;�:<>..;;;:.}:;;:.i;:.;i:.;>}i:.>i}i:.i:.}ii:.i:.i:.;::.;:.i;:;;.;:.;>;:«.>:.}iii•.;:.i:.}::.: �;:•>}>}}i:.:�.::.........v:::::::::::: .::::::::::.�.:;.i :. ::::::::: :: .::::.:::.:.r.:: :•:::.:::.v.:.. :•?'{.;4rr.}•..v rv:i•}i}};v:L}}}:•';:•:}:}}}:•}::": w.J:. ::. n::,v:.::.: ::::.v.�::•: ...:.n..:.........:::.w.::..::....:::..:.:..:. :.............• ;i{:•}}}y n';;i:}iii::;}ii<::i: <?:> :'>:'.:: <:> :'8 'B<'. n 3 '}n::»:: .i:< �313...f� ;:k �t�3 ::: 3 :.:;: �831T E+t:�::>:G1 :» .... .. . ..: .4......... ..., ; ;: :..:::...:. ...f.::. .:::::::::::::::::.�:.: ::'. .:::::::::::::::::::::::::::.:::.::::.:::::.:::::::. ::.:v::.v::::::::::n•::: .:::nv......:}.•}:nn.:,v}:•}};•%:•}i}: ^:?:........... .:4:^:•}}:L:iiir•:ii•}}}:^.}:4::...:::...... •w:.v:n. y► �►}�► .y+,/y �•J$/�/� •�w +� J� �y.y� +� �+ �• ��}%�{�,�yy��yy �y v,''.��}v:. y� 4r. AN/Al ,fi::.M!• }:::: ofisa�i7M!:. '``:::?::ii:ia%' sir.:j'i':: nl!M:::::i•': SI;'.ii : ``•;'i'+jSi'AI� �:::'+.:isSi ,�i�:>::::::T.7� :MIMaF1R�n. � ItS:: ,iit:i}}: ?�i• v:!•.w::::::::.v::::::.+.w:::::::::::::::.v: v: f•.. pv.}}•::.} w .......v..:::.v.i:•:•i:•}}}i}}}:vv:}}}:ti•'r:•}ri:iY:::::;v: .:......:. ::}:•w:;;.....v.,.......v....r........... v:xw::::.w:::nrih}:•}:::::::}i}}}:3}:v:::::::::r}::::::•}}}}:•}}}.r.n.vw:::.v:u:x.:::::f•.:xnv:• ...........................n....... DruglAlcohol Free Workplace - Use of drugs/alcohol represents a substantial safety problem, in that an intoxicated employee is a danger to himself, as well as fellow employees, the public, or to the operation of the City. Drug and alcohol use can seriously affect job performance and employee safety. The City of Grand Terrace, in order to achieve and maintain a drug and alcohol free workplace, will be firm in disciplining any employees who should be found to be working under such influences. Violation of this policy could be a cause for termination. In order to promote a drug/alcohol free workplace, the City conducts pre-employment drug/alcohol testing for City positions. Pre-employment drug/alcohol tests.apply only to non-City employees; City employees who .apply for another City position shall not be subject to pre-employment drug/alcohol tests. Any applicant who tests positive in a drug/alcohol test will not be hired by the City. For existing City employees drug/alcohol. abuse shall be monitored as follows: 1. The use of prescription drugs which would not alter an employee's work performance is acceptable, if prescribed by a qualified physician. However, employees must notify their supervisor before beginning work when taking drugs (prescription or non-prescription) which may interfere with the safe and effective-performance of their duties. 2 . It shall be cause for discipline to sell or trade any drugs or alcohol, while on duty or on . City property. Drugs shall be defined as any narcotic, prescribed or over-the-counter medications in excess of prescribed dosages, or other non-prescribed hallucinogenic substances, stimulants, depressants, or other illegal substances, - or becoming so intoxicated or influenced while on the premises of the City or during working hours or while performing assigned work. 3 . It shall be up to each individual employee to report any information regarding the use, manufacture, sale, possession or employees under the influence of alcohol, or unprescribed controlled substances on City property or City time. _ 8 4. An employee who is convicted of violation of a criminal drug statute as a result of activity, occurrences, or events which are also in violation of the terms of this policy must report the conviction within five days after the conviction to the City. Failure to properly report a conviction, will result in discipline, up to and including termination. 5. It shall be cause for discipline if any employees report to work intoxicated or under the influence of narcotics, prescribed or over-the-counter medications in excess of prescribed dosages, or other nonprescribed hallucinogenic substances, or to become so intoxicated or influenced while on duty. 6. When a supervisor has reason to believe that an employee is under the influence of intoxicating liquor and/or narcotics, the supervisor shall have the authority to order that employee, accompanied by a supervisor, to report immediately to a medical facility and be examined by a physician. The examination shall be conducted while the employee is "on the clock. " The City shall bear the expense of the examination, and shall provide transportation to and from the medical facility and the employee's work station. 7. If an examination shows that the employee is intoxicated or under the influence of narcotics, prescribed or over- the-counter medications in excess of prescribed dosages, or the nonprescribed hallucinogenic substances and has, therefore, violated the above rules, the employee shall be subject to discipline. 8. Failure to submit to an examination, when so ordered by a supervisor, will be considered insubordination, and grounds for discipline, up to and including termination. 9. All test results shall be kept confidential and will only be revealed to the applicant/employee tested, or as required by law, or to any employee who has a need to know in order to carry out his job function. 10. In appropriate cases, such as a first offense, the City shall make every effort to work with the employee and place him in an assistance program or service for purposes- ' of rehabilitation, in lieu of disciplinary action or criminal prosecution. Failure of the employee to attend an assistance program or service, may be consideration for dismissal. 9 11 . Employees who test positive a second time for the use of intoxicants or drugs, as previously defined, will be terminated from other employment with the City. Employee Responsibility for Correct Personnel Information - it shall be the responsibility of each employee to keep his department head and the City Manager's Office advised concerning his marital status, number of dependents, and his correct address and telephone number. Safety and Health - Employees shall comply with all applicable safety laws, rules, and regulations, Employees shall follow safety practices, use personal protective equipment as required, render every possible aid to safe operations, and report to proper authority all unsafe conditions or practices. Grand Jury Testimony - The refusal of any employee to testify under oath before the County Grand Jury in a County Grand Jury investigation of governmental bribery or misconduct in public office shall constitute good and sufficient grounds for the dismissal of such employee. Nepotism - No person shall be appointed to any position in the classified service who is a relative by blood or marriage of any elected official, the appointing authority, or any board committee, or commission receiving regular remuneration from the City; nor shall any person be appointed to any position in the classified service in the City which has in its employ a person who is a relative by blood or marriage. 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Til. iAY .{'}: . .:}::i.�(y.: :n•}'.�'. Y:. \Y...v.\......•...in.}:x.... .....Y..:.h.. .................... :r.......n.....:...;..........:•:::::.•r{.:':?{.y::.v:.v:tiw•?;.};•�:vv;v'•::...::::Y:nv::.w;:}}:YY..:...... .:}. :::.........::.v.:::.vv nw:.x•:.v:::}:•:4:ti•}}};4}:•}Y}}}}Y:•}};?44.":::::•vv.v::n•}:v}}}Y}W:t4.4.v::.vv.....v...nvv:::.v:.v:n..x::•.wnrrivnw::::::+:.w::::A:i•Y}Y}Y:•tii•}:4 ': LunchlBreak Poligy - Employees that work an eight-hour day may take one break in the morning, and one in the afternoon. Break periods shall not exceed 15 minutes each. A part-time employee working four to five hours per day is entitled to a 15-minute break during his four to five-hour work period. 'Anyone working three and one- half hours or less will not be entitled to a break. An employee that works an eight-hour day is entitled to an hour for lunch. An employee that works more than five hours, but less than eight is entitled to a 30 minute lunch break. When there is a work period of not more than six hours,. the lunch hour may be waived by mutual consent of 'employer and employee. The supervisor may stagger lunch hours throughout the late morning and early afternoon hours. Break and lunch periods may be taken only in the time period for which they are designated and may not be accrued. Extenuating circumstances, -as determined by the immediate supervisor, may establish: cause. for variation from the scheduling of break and lunch periods. .....::.,....:•::r:::•.Y:?4}i;.};.}YY}:.}:}:}}:•:'Y}};.;.;.v•.:}YY:•}:•}:.Y:.;.}}:4Y:•}:•:{;}}}Y'::.}::•Y:.is4:??4:.:tiv'•:•,v,•,v,.:?}.....::::.::•:::::::n•::::::..,•::•:.:v.. ...:::::......:. .......... �Iyy�{�.::�.: n:....r ::: .}tiy}r}}Y:�.' �. •::.v:•.:.. ......... .. ..::•:::::::.v :•:..............:n iY:•}:Y}::vvY:??•}h.:;:• .1fi.•/�4 �:•::�� n:..;.}:,+,{ .n...::::}.� ''��zz x::nr.�.;; .::::4:?4}:•i:v.. �.r v:::::.: `�`:}:: :: ..::{}::........ :.}}}:{? }}}i:?•}.,::::n?:•}::{dY:`!{tiv}}Y::w}.......................... }�+MY:tiPy}::v,{•:5�1��+��►iv''.v..}{x.�. .....�y ..vv..... .. :: ...rn•::::.vfwY'::}:{::::r.:;.}•.v:::r.?•.v:Y:i}'?::n•:::::.:v:�:w:::::nw::.vx.v:::..44:..v................f..TM. .�.i�t•.� ." }y��y{� .:.::..; ...;n•.,v:.......:.::::::::.h::.}.:, ..... .......:?:•.:::::.}}iY':?•i}:•}Yr.,r;.}•:{:?•,ti4:^:;•Y}}:4:{:•i:•i:h'•ii. �'.•�v;;•{r,•:...�:;:;};4. :. ..;..::... :t::;;?.^:?.}}}........ ..../..........::};•.::.v::::.. ti}4'f..}YY:{:::•:f:i:4}:ti•}:•iY:r•}}:;ti• :: �� :{• ��. �•s�:t;��':YY:?.;':.:.: . :.:.: ::>:.:.:Y:<:>�:::<:» . ':::.':. ..;}}}:.}:�•:••::.�.: . : .:.:: . .;.;.::::...}.::;»:'.......:::.}'...i.:r....}:.<. .}�:.:{.;Y;;<i}:'.} in}Y:.i:ti r::::.: '....4}}}:..: ' ................ .... ..:.......:..r:.rrr.n........:::::r:::::::,..':...::::.v•:.v.?:...r.....r.�.:...�:::: :n+ :.:•�:�:��::M r. .:::rfv::{.:>r:::.}•.4}}}Y:•%•Y}:?w::::Y:::::::iiii:{{•:{4Y}:4...:....................n? ::�. 11 RULE III _1 CLASSIFICATION Preparation of Plan - The City Manager, or a person or agency employed for that purpose, shall ascertain and record the duties and responsibilities of all positions in the classified service and, after consulting with heads of departments affected, shall recommend a classification plan for such positions. The plan and any revisions thereof shall become effective upon approval of the City Council . Following the adoption of the classification plan, the City Manager shall allocate every position in the classified service to one of the. classes established by the plan. When a new position is created, before the same may be filled, except as otherwise provided, no person shall be appointed or employed to fill any such position until the classification plan shall have been amended to provide therefor. Reclassification - Positions, the duties of which have changed. materially so as to necessitate- reclassification, shall be recommended. by the. City Manager, for approval by the City Council, to a more appropriate class, whether new or already created. Reclassifications- shall not be used for the purpose of avoiding -=` restrictions concerning demotions and promotions. Reclassifications do not require a three and six-month review for regular- status.. For review purposes, the annual review can remain the same as in the past or can be changed, depending on supervisor- and individual circumstances. The City Manager and/or supervisor will be deciding party(ies) - on change of review date. 12 RULE IV COMPENSATION Application of Rates - The City has a policy of open salary ranges which define the minimum, midpoint and maximum for each job. Employees occupying a position in the classified service shall be paid a salary or wage established for that position class under the approved compensation schedule, based on their time worked. Compensation Schedule - The compensation schedule for classified service shall include a list of classes of positions by occupational group, with the standard rates of compensation shown for each class. All rates shown on the official compensation schedule and conditions set forth therein are in full payment for services rendered and are intended to cover full payment for the number of hours regularly worked in each class. Application of the Compensation Schedule - The salary range as set forth for each classification shall be applied in accordance with the following: New Appointments - Each position has a salary range which consists of minimum, midpoint and maximum. The minimum rate for the position shall generally apply to new employees with little or no experience within his classification. when qualifications and experience warrant, an original appointment or reinstatement may be made at a rate other than the minimum rate. The City Manager will decide the new appointment salary based in part on the experience and training of each employee involved and according to the needs of the City. Normal Advancements - After an employee successfully completes his six-month probation, he is eligible for an increase. It is up to his department head to recommend the percentage of increase based on the employees performance record to the City Manager. Thereafter, increases may be considered at annual evaluation dates. The date that the employee receives his first increase will be the annual evaluation date. Employees that demonstrate consistent superior performance may receive advancements outside the normal procedure based on the merit of the performance. Advancement Provisions - No salary advancement shall be made so as to exceed any maximum rate established in the compensation schedule for the class to which the advanced employees position is allocated except as otherwise may __ ' 13 be provided for. Advancement shall not be automatic, but shall depend upon increased service value of an employee \ to the City as exemplified by the recommendations of his department head, length of service, performance record, special training undertaken, or other pertinent evidence, within the advancement policy established by the compensation schedule. The advancement of an employee, therefore, is one in which actual merit and not time alone governs. An employee shall be recommended for pay increases then only when he clearly deserves advancement as indicated by at least a competent rating on his last performance evaluation, and not simply according to the elapse of a time period. Exceptional Service - Another provision of these rules, notwithstanding, the City Manager may grant a 5% increase in salary above the established rate for a given class for a specified period of three, six, nine, or twelve months when an employee on his own initiative and by his own efforts .and abilities is rendering service above the level of proficiency normally expected in the class or is producing results consistently superior to that normally. expected. of. employees in the class. "Y" Rate• - "Y" rate of the salary range of any class is defined as any rate of pay in excess- of the maximum step prescribed for a class. An employee at the "Y" rate of the salary range of any class is- defined as any rate of pay in. excess of the maximum step prescribed for a. class. An employee at the "Y" rate shall retain ` the same- rate of pay that he was receiving immediately prior to. being assigned to the "Y" rate. An employee may be assigned to "Y" rate who is reclassified from a class or position in which he has acquired regular status to a class or position with a lower salary maximum . than - .his present position, or he may have his salary reduced. An: employee with regular status may appeal a salary reduction to 'the City-Council . Promotion . to Another Class - Upon promotion, an employee shall receive a minimum of 5% increase in pay, subject to the following conditions: The position held by the employee immediately prior to the promotion must have been held under a regular or probationary appointment. The employee who is receiving compensation at the "Y" rate immediately prior to promotion shall have his salary reduced by reason of such promotion. A promotion under the above requires a six-month probation period with a salary review upon completion of probation. This date will become the new annual evaluation date. Pay increases Other than Advancement and Promotion - The provision governing the granting of pay increases specified on page 13 under advancement provisions apply to all pay increases as well as advancements. 14 Transfer to Position Within the Same Class - When a transfer of - position is made within the same range, there shall be no salary increase or decrease because of such transfer. If, in the opinion of the City Manager, . .the application of the provisions of this section results in compensating an employee at an inequitably low rate compared to other employees in the same class, the City Manager may raise such salary to a rate determined to be most equitable. Such action shall not be contrary to the general intent and spirit of this rule. Overtime - General - All nonexempt employees who render approved overtime service and, as a result whose time worked exceeds the norm al : > `'<<::<:: '> >'' ; ::..,. <.:` shall be Ix .; paid overtime. A current record shal'I...be'••keptateach"instance of authorized overtime work stating the reasons therefor and by whom authorized; and also that date and duration of each instance. The overtime service must be for work definitely ordered or approved in advance by the appointing authority, except in emergency conditions. Overtime Rate - Overtime shall be computed at one and one-half times the employee's hourly rate of pay. The smallest unit of time worked to be credited as overtime shall be a z c Compensatory Time Off - Exempt employees shall be allowed to accrue compensatory time in lieu of overtime pay. .... Said compensatory time shall be accrued : - ::::..v::• ::•::::..n?;?T...:....n.::::::::::.:.n::.,..•..;v: ::•Gii':6:•}•{:{::•:iii??:::i:::Y••:y:q'....:•::..:::v.:'•::.ii:{4}•}i;::{...t?%•7.ii:}:'?vi:3:1}i;•i'?{4;:.}?••:::;':::::%.:::?::}:.ii:?{•: as hours workea� in excess of ::> ?t7t :: :::..; The maximum accrual shall be 4'0' hours: 1n addition;' the""�'ity Manager shall have the option of paying exempt employees for time worked in excess of the standard work day or week at straight time computed at that employee's regular hourly rate of pay. Any compensatory time earned must be used before terminating from the City or it will be lost. Temporary Salary Increase - The City Manager may, at his discretion, grant an employee a temporary advancement of not more than 10% for a period in excess of one month, but not to exceed six months, during that time such employee is required to perform the duties of a higher position. At the conclusion of such assignment or period of advancement granted, whichever is shorter, the employee's -salary shall be reduced to the normal rate prescribed for his classification. Longevity Pay - On the anniversary of ten years of service, longevity pay in the amount of $100 is paid in addition to the employee's normal monthly salary. 15 RULE V FRINGE BENEFITS Fringe Benefit Plan - The City provides a cafeteria fringe benefit plan for regular full-time and regular part-time employees in the amount of 18 .1 percent of the employee's regular salary and 10% for child care personnel . This amount is put into an account so that it can be used as a cafeteria plan for health insurances -- medical, ` "` An mone not used for medical, dental. .::. ....... ...................... >. ................ ..,�: y fringe benefits' is "''cleposte� in` ` ' tie employee's deferred compensation account and accrues interest until time of termination or retirement. The employee can also designate a portion of his salary be deferred to this account. Life Insurance - The City pays for life insurance for regular full- time employees plus coverage of dependents.. Regular part-time employees. a....... em t2c zees: a3sQ ce�v i�f in �zran .�..:w:::';:r';•ii:t:•:. it"', ::::::::::::v:::::::::::::::•::::.�:::.i.. .,:i':i•iii::..;...;..v.::..:....:..:..; ..:}::::.}::}•::::.::.}':.;:::{:::.?iiii'n:}•:.}::r';::.;...;.:::.}:vi:4i::..:..::..:.... .....r......:::•if.:.4y..�:•` ii:4: .: :iiii.}: :::i:{::i:::ii::i::... }i:4• i:: . d , ::::::.:::.:::.::::::::.�:::.. . :......::.::,............. .............................. >ben:e�:>3:�:>:::»:>i ::;:•: Short-term sabt` y applies to a non-work-relate illness or injury that prevents an employee from doing his regular or customary work. The weekly amount is based on 60% of salary with $500 per week being the highest one can be paid. Managed Health Network - The City provides for regular full-time regular part-time, and Child Care employees a Managed Health Network (MHN) . This is a Mental Health Program designed to help employees and their families deal with the stresses of everyday life. The plan provides confidential, professional assistance in coping with problems on the job, at school, and in the home. Retirement Plan - The City provides retirement benefits for regular full-time, regular part-time and child care employees through the Public Employees' Retirement System (PERS) . The City pays both the employee's and employer's contributions into the plan. Longevity Pay - On the anniversary of ten years of service, longevity pay in the amount of $100 is paid in addition to the employee's normal monthly salary. 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F-M............ �M .:.�?:•••}:•:�}':•i:•:•T :•T:?•i}:•}:•}:-:":ti{.}::.}:•::.i:•T:.}•.:k;::.T}}:v}.....i.::::..::..::::.. :..:...::..}....��cT�:•.':t•T:•T.�...:.�.e�:� ::•T:: ....:• .. ...:. ��eyQ .::..:,.::fi:::.:fi: ::..........:..::::+::. ..::.:::.. ..:.�.: :..:-::T:%•TT'.: :: :T:.{:.} ....:. ..:f"?"T''...:':•TT>: ...;. .:::22: �;Y•...;:•:,::?::}•:'��::y"...:,..: f:.;:;•:::::<:}..y::?':`..:{..: � �r:. ::.•''.::.:::' '"• >:::: ::%:.:f.:.:' :fiffT:::. .<;'::;.'...'` `•:<tf:::%ff:•: .•:>: y�*,� ,y,� { :`.•:� r.:f::i::.+:�iF. .vi.`,4Wlf;:.::; ..., .... .i�� }�..�t:;•TT:iyL�".;:.. •/,7.b ..... i:•::•:•. :r •►•.:•::-:::.•i .li .ry...•.f•.;?.�i i�,{, :'' :;,a'e.'.;.'..' .3r:£ttR.,4f:,',..': t;:f.E•...%............,..;.. ...y. iR'M.�#1....M.:.,,1liliF.K.� .::.T:: ...,.....:..�...... ,.....r....::::.:.....n.:..::..:: •T::..:: ..?:•::...:.%.. •............ .... {...T:•TY•i:•: �..:.. .... .�.}:•:}T -�. .:..............,.....::..::•::::.�::::::.:•::..:..... .........::•::.�::::.:•T�:•:::::�.•::....................... .:::::::::••:•:::.,.::.tr:•,Ty:,.�}�:�t:•}.fT:>S:•:sT:•:{•Tf{{•::::::•}:..:...........:•::}:::i::•>T:nt�,; :;rx{.}T2 .+,.-4ta�l:;�...........:::::<•TT::•T::{•T ::•T}:;•.,.;....::::.:::•T:::.�:::::�-:;;}{::::.::.... 'xw:?:J?•:t.:ssaf�f}:?.:i'aT:,.rf}:....t:.a`.Sf;<:?;k:::f�:::�;::�: :{:>.'f::::::on ......n:::\kc.::::.:�ff::;,..:...,:..:rn„f.•r...::,,.,.......,.....:..,::.n,.............•.»•...,.....:..TTis - / 17 RULE VI r� r\ ADMINISTRATIVE LEAVE - ANNUAL VACATIONS PERSONAL LEAVE Earned Vacation - Full-Time - Each regular full-time and regular part-time employee who is paid at a bi-weekly rate and has had continuous full-time active service throughout the year shall be credited with annual vacation with pay according to his number of years service as follows: Vacation Rate - General Service Employees - Each eligible employee shall be credited on a rate of 1/26th of: a. ttit; € t vacation during his first, seconds tlircl, fourth, and fifth years of service; and b. during g his sixth tliroiigli"''tenth""years of'"'service; and C. nttac ..:r:. Y:.:::.: :>: axrs� durin his e2'event7 Aiid-succeeding years o service. Posting of Earned Vacation - Earned vacation will be credited upon completion of the first six months of continuous full-time service and every pay period thereafter. Postings will be equal to one twenty-sixth the applicable yearly earning rates as set forth above under Vacation Rate. 15, ":4:^:::{:iii:iii4i:•i:i+::•iiiiii:r:Yn.:..rw::::w:rr:::rr:::::.vv:::is•:•::::•ii:i'•iii::::::::::•n\tr:.vw:•i:•ii:k:•}:•:•n;w:.::•w::::•,{..:m::::w:::vt:••.vw.::w::.::.{ 1'nrthe event an employee who has served'`coiitinuoiisl y"'for at least twelve months does not take all of the vacation to which he is entitled in any year, he shall be allowed to accumulate the balance, to be taken in a subsequent year. Provided, further that no employees shall be granted in any one year more vacation that the equivalent of two full annual vacations, except in the case of separation from the service as hereinafter provided. Further, each employee shall take a minimum of five consecutive work days off each fiscal year. Regular Part-Time Employees Accrue vacation time according to the number of hours worked. Unused Vacation at Separation - At the time a regular full-time or regular part-time employee who has served continuously for at least six months is separated from the City service, whether voluntarily or involuntarily, 18 he shall be granted all of the unused vacation to which he is entitled based upon his active service in prior years and, in addition, he shall be granted vacation based upon the length of his active service during the year in which the separation occurs and computed on the basis set forth under "earned vacation" on page 18 . A part-time employee who receives personal leave must have served continuously for six months in the City to be paid his accrued personal leave at time of separation. Holidays Occurring During Vacations - Paid holidays immediately preceding, immediately following, or wholly within the vacation period shall not be regarded as part of the annual vacation. Vacation Schedules - Vacation schedules shall be arranged by the appointing authority with particular regard to the needs of the service, and so far as possible, with the wishes of the employee. Vacation time may commence any day of the week and vacation time shall consist of consecutive working days, exclusive of intervening paid holidays, with full pay for such time as the employees would have been paid if at work for the City for the same period of time. The appointing authority may, however, in his discretion, divide the employee's vacation time if the needs of the service so require or permit. Vacation Requests - No vacation shall be granted to, or taken by an employee without the consent of the appointing authority. Requests for annual vacation shall be submitted in advance and approved by the appointing authority. Administrative Leave -- On July 1 of each year beginning with the July 1st immediately following the first anniversary of employment of the City Manager, . the City Manager shall receive ten days administrative leave in addition to all other leaves; this administrative leave must be used during the following fiscal year, or it will be lost. Personal Leave - part-time employees and non-management day care personnel receive personal leave on an accrual basis, and this leave may be used for vacation or sick time. This time can be used as it is earned. The above-mentioned employees must have served six continuous months with the City to receive his accrued personal leave at time of separation. On-call and seasonal employees will not be able to accrue personal leave. 19 RULE VII HOLIDAYS Fixed Holidays The City observes the following fixed holidays: New Year's Day Veteran's Day , .::.:::.::.:..... .....,.::......................... ..,. Thanksgiving Day :,<.v. A. ?` Day after Thanksgiving Pres9246ht'`ys Day Day before Christmas Memorial Day Christmas Day Independence Day Day before New Year's Day Labor Day Holiday pay is granted to all employees regularly scheduled to work. Those employees regularly scheduled to work, whose hours vary from day-to-day or week-to-week, will be paid holiday pay at an average rate for the pay period which the holiday is within. Any exceptions would have to receive approval from the City Manager. Floating Holidays - Employees appointed to regular positions upon completion of the six-month probation period shall be entitled to two floating holidays per calendar year, to be taken within that calendar year and coordinated with his or her supervisor. Floating holidays must be used before terminating from City service or they will be lost. Holidays - New and Terminating Employees - .in order to be eligible for a paid holiday, employees must be on pay status both the day before and the day after the holiday. Holidays Occurring During Vacations - Paid holidays immediately preceding, immediately following, or wholly within the vacation period shall not be regarded as part of the annual vacation. Employee Required to Work on a Fixed Holiday - Whenever a non- exempt employee is required to work on a fixed holiday, the employee shall be paid overtime for time worked on holidays. 20 RULE VIII LEAVES OF ABSENCE - SICK LEAVE, LEAVE WITHOUT PAY, MILITARY LEAVE, COMPULSORY LEAVE? MATERNITY LEAVE, JURY LEAVE, FUNERAL LEAVE, Sick Leave - Sick leave with pay shall be granted to all probationary and regular `n> .: : €< . '> employees in accordance with this 1`ue:`'"'S"� ck "Yeav na1ot"'be"conideed as a right which an employee may use at his discretion, but shall be allowed only in case of necessity and actual personal sickness or disability. Abuse of the sick-leave privilege, as with all rules, will be grounds for disciplinary action. Compensation Procedure - In order to receive compensation while absent on sick leave, the employee shall notify his immediate superior prior to time set for beginning his daily duties, or as may be specified by the head of his department. Physician's Certificate - When absence is for more than three work days, the employee is required to file a physician's certificate with the Personnel Officer stating-, the cause of the absence and the employee's ability to return to his. duties. In cases of suspected abuse or chronic . sick leave use, a physician's certificate shall be required regardless of the length of absence. Sick Leave Earning Rate - Each employee who is paid at a monthly rate shall earn sick leave at the rate of eight hours per month for each calendar month of full-time active service. All such sick leave which is unused may be accumulated. Regular part-time employees receive pro- rated sick leave based on hours worked. Worker's Compensation and Sick Leave - All City employees are covered under Worker's Compensation for accidents or illness incurred as a result of performance or assigned work. dutied. Injuries should be reported to the Department Head as soon as possible. It will be the responsibility of the Department Head to ensure that Personnel is notified immediately in order to have the injured ' employee fill out an "Employee's Claim for Worker's Compensation Benefits" form within 24 hours. The City's Safety Officer is also to be notified so that he can investigate the accident and make out an "Employee's Statement of Accident." All compensation received in accordance with the provision of the Worker's Compensation Act of the State of California shall be. 21 deemed to be included in any compensation due from the City by virtue of any grant for sick leave with pay. .... ........... .... tit>�`;<<> �"•>':> :'.;::: :.:::> .::::::::::::.::.;.:4:.;;;;:.;:.::.:::.:.:<;.;:; :.::::::.:::::::.::::::: :�:�.� .::::, x :.::..:a .:;:. ems ....:•:.:.:•w;..; �y�...�,:�n,i'•?:?•i';:.�.:�:}:v:x:::.� :::v::.�.�.�:::•::::?•:$iii}:?;}:::.�•4:::•:••::•::.:::�:::::•i:4:•i;x: •::::::.::::::n:::::::::.�.,•:::::ii::ir.::.}':::.:�:.�::.:�::::::.::. ••.ii r:•. �:ji:::.� :::tii..��'##�+��+ {:>' �...yyyy�::� i.•.:::ii.'....:.}:.�:iti:�:::� .•:'� '::'F,•::.{:i:::::::......... ..y�...j..�`.:i.:i C,,•,�,•:�..+}Xi:.1:;:.?:ti .,'.}'.}•.f:.Ji:::�::i:::::ij+''i..:i::i:}{4 ,j�,..,.;.G4ay;W,SF{tLc {.Z. y;': 4:•;; ::::; .» +i'li.ii. r.'•i':�"i�.4t.'{::: ,.: {.:^w.. :.:v;:4.;. SUE{.:::.::•::::::i.••'••::;y;:;}:: ::>.;: viiiii('...............iji::::r�::::::i: '.....:...{:::•.}:•.:.�:::i::::}+::ii:.::•;:i:::4:ti,ii:•:?...i:,:;j':•::iii:.ii}: :::::::::::::::.:::::::::.::>:.............;::...............:.................,........:: ::... �:::n .::: JIM : . .>:<:>:..:�••:>>:::. : ::...: ::�>:::::<<<:::> . .:..::: ;:.>::::�::• �:::< ::..:,..'. th 00 . : :.;;:a '.... lab....:.... ....:.:.... .:::::.:.:::::::::. . � + Unused Sick Leave at Time of Separation - Any employee who voluntarily separates from City service after a minimum of five years shall be compensated for 40% of all unused sick leave. Funeral Leave - Special leave with pay may be granted from sick leave in any twelve-month period to a regular or probationary employee in order to discharge the customary obligations arising from the death of a grandparent, parent, spouse, brother, sister, child, or relatives for whom the employee is responsible. The amount of leave taken must be approved by the appointing authority and supported by such facts as he may require. Leave of Absence Without Pav - The City Manager may grant a regular or probationary employee leave of absence without pay or accrual of seniority of benefits for a period not to exceed one year. No such leave shall be granted except upon written request of the employee setting for the reason for the request, an approval shall be in writing. Upon expiration of a regularly approved leave or within a reasonable period of time after notice to return to duty, the employee shall be reinstated in the position held at the time leave was granted. Failure on the part of an employee on leave to report promptly at its expiration or within a reasonable time after notice to return to duty shall be cause for discharge. Military Leave - Military leave shall be granted in accordance with the provisions of State Law. All employees entitled to military leave shall give the appointing authority an opportunity within the limits of military regulations to determine when such leave shall be taken. Compulsory Leave - if, in the opinion of the appointing authority, an employee is incapacitated for work on account of illness, such employee may be required to submit himself to a physician designated by the appointing authority for examination the City's expense. If the employee objects to being examined by the 22 designated physician, he may request one change of physician. if the report of the physician shows the employee to be in an unfit condition to perform his duties, the appointing authority shall have the right to compel such employee to take the sufficient leave of absence to fit himself for such work. verification of such fitness shall be made by a physician designated by the City, and all expenses incurred in securing such verification shall be at the employee's expense. Accrued sick leave shall be used for such absences or, when no such accrued leave exists or has been exhausted, an employee may be granted leave without pay, the total of which shall not exceed one year. For good cause, an employee may request extensions of this time in increments of not more than one month. Maternity Leave - Employees who become pregnant may continue regular employment status, subject to the ability to perform their required duties without being subject to medical restrictions. Any regular employee may apply in writing for sick leave or a leave of absence of up to four months of unpaid leave for maternity leave. Jury Leave and Compensation - Every regular and probationary employee of the City who is called or required to serve as a trial juror shall be entitled to absent himself from his duties with the City during the period of such service or while necessarily being present in court as a result of such call . 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'.}: }}}::::: •: •. ':ii:•}v:.� .:::iii.:i ?r;;;r,.....?..,......�......:.....:i:•i::: ;..n.;.?...n:::?....:..;.........::••};}::.......:v. .::::::..�:.::.:.}:,��'.:::.::.::n{.:::::.�::::::.�.:::��.r.'.:v:::::::::::::.:.::::::.::.�:�.:: ::::.:-�-:.�::::::.:::::::................:............::.:.....fir.- :.::.•�:��`:::�ra��:�h�;.;.x�.. S:i:;:>;:?'G:...}r.:;;.;i::..,•:..:::;.x.....:.,,...+....,....:.:{{i•i}•:...;:::::::::;•:.::i::..:•~.::.:::::::::.,..:..i;;•:,r-.}.{.}}}.:4n::..:,::..,:..,..•:n...r.:.:5}.:..y,:.:::n:::.:::.,•r:}...:.::..r.:.,:.:}.:.,,.}}:.,:...,r 24 RULE IX SEPARATION FROM THE SERVICE/LAYOFFS Resignation - An employee may resign by submitting the proper notice in writing specifying the reasons therefor and the effective date to his department head as far in advance as possible, but a minimum of two weeks' notice is considered proper. Failure to comply with this requirement may be cause for denying future employment with the City. 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G'ilT,".iiYi is ]Q;ij'n.C3vTlR:' i •Y' ':::::::.v:: k.....:.}}w:;:}:?;:iii }}}v}{. ::r•`..:> ' >> c' # .max: :<>s ` " :ht iS:.::.............. " .'•':j;`.iti�}'��{ii::}:•i::}};::;i:}yii+•':iiii�:iiii}::j':;i:iii::i}i:yjii;0:n :h::::.:: '. •JY�ev.;'r�.t{.:}i�1:,a�.'.p.{: .:y..... '"y.y}:..:?;,}....:::•.}}};...?;..-.}i;, .v....�.y..[....:+�J{'.y..}.....}:?:...r Yy;::: ::::•i':n}:?C•.i.;:.:iF,.}::•: :{:f}}?:{}..}:?:'}}}};4;n};:n}}X'}}i::.•:•}:::}}%?:}::•:}:{n:��•:�i'ii>F]L:�:►7:;:;:;}I:fG•'? ';[.:•}i'ASII�G7'SZ:�::i•`.:iKili::ji:�Gf.}.�ji•'�•�'.�'-'JIL�`i�iifif:.•}::•:��-'il:ti1�I:J.:iii :Y•'Li::i:�IiJ��i7.ti :��': .••,}.: �y '�Ls .......v......n:::::v .... ::..v::::::::::::......... .v.........................:................:..x:::w::::::•x::.v::::::::.::::::::.::h:•.:w::::.?????.}i}:.}:??::v??:????.i:.:{n:•%.}'..:}}}}}v,.;;?i M1r-�..�'i�:••; :'};�'.:'• fly }.}�'y� 7j�. ' ¢nMF:� � �?Y1Pa:�:�?::;:jM(�iiC !Mf�-:A{�Ii1N•: ii::: :..?;-;.: r:}Y.j?:6}:??:?•}:v:•}:.i::4i:'•; ..v...n...v....r.r. iaiiflnt••..:;ii::ti:;}}.i'ii�?�:�.Q:L;' rr}:.::::::::::•:- .........,.............r.n.................r..,.........,.,....,..........n..,......v...r...r:::z::<:.:...n.r...:.....,.....r.:.............:x..n n.:rr..,.... .., '.. f..w: 26 RULE X DISCIPLINARY PROCEDURES Oral Warning - An oral warning shall be given for minor misconduct. The warning should be immediate, calm, and constructive. Oral warnings should include the performance the employee is to take in the future and consequences for failure to correct the problem for which the employee is being warned. Written Warning - In the event that an employee should need more than an oral warning regarding his job performance, attendance, or for other reasons, fair warning can be given by filing an Employee Warning/Incident Report. This report is placed in the employee's personnel file and a copy given to the employee with a complete statement regarding.reason.for such- warning.. A third warning given for the ' same reason constitutes cause -for dismissal . Disciplinary Suspension - Disciplinary suspensions can be given for . . minor or serious disciplinary reasons. Suspensions without pay shall not exceed thirty calendar days, nor shall any employee be penalized-, by suspension for more .than thirty calendar days in any fiscal-. year. Intended suspension action shall be reported immediately to the City Manager (Personnel Officer) . Suspensions. shall b& in written form and given to the employee. Such notice shall include a statement of the reason(s) for the proposed action and the charge(s) being considered. Suspensions can be done with pay when an inquiry or investigation is needed for the alleged misconduct. The department head or other authorized person shall follow the "Skelly" process in cases where the disciplinary action involves employee property rights such as loss of pay, suspension without pay, demotion or termination. This policy is as follows: 1. A written notice of the proposed disciplinary acfion*shall be delivered to the employee. 2. The reason(s) for the proposed disciplinary action will be given to the employee. 3 . The employee shall be given a copy of, or be provided access to written materials, reports and documents, if any, upon which the action is based. 27 4. The employee shall have the right within the specified time to respond either orally, in writing or both orally and in writing, to the authority initially imposing the discipline. Employee Review/Grievance Procedure - The employee shall be given an opportunity to review the material upon which the proposed disciplinary action is based, and respond to the department head, orally or in writing, concerning the proposed action within the period of time stated. An attempt needs to be made on the part of the employee to resolve the issue with his/her immediate supervisor. If the issue is not resolved with the immediate supervisor, the issue can be taken to the Personnel Officer (City Manager) within five working days. Failure to respond within the times specified in this procedure may result in the employee's waiver of his or her right to appeal . If mutually agreed upon, the specified time period may be extended. The City Manager will provide a written response to the employee and supervisor within ten working days after a review of the issue. is completed.. Should this not be satisfactory to the employee, an appeal may be taken to the City Council . Informal discussions and oral warnings ar& not. appealable. The Appeal Procedure is outlined in RULE XI. 28 RULE XI APPEAL TO CITY COUNCIL Right of Appeal - Any employee in the classified service shall have the right to appeal to the City Council any disciplinary action, interpretation, or alleged violation of the Personnel Ordinance or these Rules except in instances where the right of appeal is specifically prohibited by the Personnel Ordinance or these Rules. Such appeal shall be filed within ten calendar days from the date the employee was notified of the appealed action. Method of Appeal - Appeals shall be in writing, subscribed by the appellant, and filed with the.City Manager (Personnel Officer) , who shall, within ten days after receipt of the appeal, inform the City Council, the appointing powers, and such other persons or officers named or affected by the appeal or the filing of the appeal . The appeal shall be a written statement addressed to the City Council explaining . the matter appealed from and setting forth therein a statement of the action desired by the appellant, with his reasons therefor. The formality of a legal pleading is not required. Notice - Upon filing of an appeal, the Personnel Officer shall set a date for a hearing on the appeal not less than ten days, nor more than thirty days from the date of filing. The Personnel Officer shall notify all interested parties of the date, time, and place of the hearing, at such place as the City Council shall prescribe. Investigation - Upon filing of an appeal, the City Council may make such independent investigation of the matter as it may deem necessary. The result of such investigation shall be made a part of the record of the proceedings, and the appellant shall have. the right to have a reasonable time within which to answer or to present evidence in opposition to the findings of this independent investigation. Hearing - The appellant shall appear personally, unless physically . unable to do so, before the City Council at the time and place of the hearings._ He may be represented by any person or attorney as he may select and may, at the hearing, produce . on his behalf relevant oral or documentary evidence. Appellant shall state his case first and, at the conclusion, opposition matter may then be presented. Rebuttal matter not repetitive may be allowed in the discretion of the City Council. Cross examination of witnesses shall be permitted. The conduct and decorum of the hearing shall be under the control of the City Council, with due regard to the rights and privileges of the parties appearing before it. Hearings need not be conducted according to technical rules relating to evidence and witnesses. Hearings shall be closed unless either party requests in writing an open hearing. Pursuant to Resolution 29 Nos. CC-82-39 and CRA 82-06, making applicable the provisions of Section 1094.6 of the Code of Civil Procedures providing for judicial review of administrative decisions, time for filing court action after a hearing on a personnel matter shall be limited to 90 days. Findings and Recommendation - The City Council shall, normally within ten days after the conclusion of the hearing, certify its findings and decision to the appellant. The City Council may affirm, revoke, or modify the action taken as in its judgment seems warranted, and the action taken shall be final . Majority. Vote Necessary for Action - Action under this rule shall require a majority vote of the City Council . 30 RULE XXX PROBATIONARY PERIOD Objective of Probationary Period - An appointment shall not be regular until after the expiration of a probationary period. The probationary period shall be regarded as a part of the examination process and shall be utilized for closely observing the employee's work, for securing the most effective adjustment of a new employee to his position, and for dismissing any probationary employee whose performance or personal qualifications do not meet the required standards of work. Regglar Appointment Following Probationary Period - All original and promotional appointments shall be tentative and subject to a probationary period of six full calendar months. Appointment to regular status from. probationary status of any employee shall require 'the written approval of the City Manager, prior to the employee attaining such regular status. A probationary period may be extended, if needed, beyond the six months. Dismissal of Probationer - During the probationary period, an employee may be dismissed at any time by the appointing authority without cause and without the right of appeal . 31 RULE XIII Employee Personnel File - The Personnel Officer shall maintain a file containing a record on each employee in the service of the City showing the name, title of position held, the department to which assigned, salary, changes in employment status, and such other job-related information as may be considered pertinent. :.:.:.::.:::.:..:.:.:..::....:. : .......�s W�::}i::' ^ii.:: .: :i}:'. ii;. .::.::...:::::.v: ....:...:..::r:I}:::}:•:.}': .:::.�:::..::.:i::rr.:/.iiiiiii}ii;::;:::.::.�::•.�:.::•i:v:iviL:tJTi:4i}ii};:::•.�:::.�:•::::. ::��i::;:.;the:>::>e3>�: ::;.:;.a:.:::;:::: P:. forr za;.;.1w '...:. ....:3retatem' :o : :' ..:.: <.. . :::::::::....: .::# ..�.ea.::... wy :::.p::::::::::.:::::: i}?Y : "p:i•i' +:"':"•i?ii'.. :•::.:'.:.ii?::::.}'.:'.'::ii}i:::::.i':.}::w::::l.:v::v':iii:"•:i}i:.iii:•iii::• 1::Y.i':::??iiiiiii:6iiii::.}•.�•ii;i+..:::...... ........................... :••......y:;a>.....:.::... ::4:i::..,,...¢i:+{:. :'A;{::.:�.:::.}.i::•.:.i:'�.}•.�.;':f;:is?4:i• .�]'l):i•:ii��lii;,.T",r,'i'1:�:±:::::: �•L:::::i:ith�::::':::::::G'i'L':e::::j^:..y�y. .... .:�{/:+yiiii:i' .:i}: .:: .::iii?�1•:t:?: ::::::: .::.i•:•i:: i r. .:v. .. .. ...:..:.:� ::::.............................................. lx. .I1 415v31 ..... ::::. ..::..:..:.::::::.:.:::::::::.._:•.::::::::::.::.::.:::::::::::::::::::::.:.::::.::..:...: ::.: Q. he :.:t. e�tta ::.: :..:..: ta . 349.:OW ::.::: .: .... :..: ::..: :.;:.;: : :'..::::;::::>: ;.;:.;::.;....:.:.::::;::.:::.::.:;:;;..: :.:::.;'.:::. he.::.;..;:.:..,....::.;:;.::.,::.:::.; Ever appointment,y pp transfer, promotion, demotion; change`"of salary rate, and any other temporary or regular change in status of employees shall be reported 32 XIV TRAVEL POLICY Authorized Travel - All travel outside San Bernardino, Riverside, Imperial, Los Angeles, Orange, and San Diego Counties must be approved by the City Council . The City Manager, Assistant City Manager and Planning Director receive $200 per month for car allowance. If they travel within the San Bernardino, Riverside, Orange, and. Los Angeles Counties, there is no reimbursement. If they travel outside of those four counties, than reimbursement for mileage will apply. The City Manager is authorized to approve necessary trips within San Bernardino, Riverside, Imperial, Los Angeles, Orange, and San Diego Counties by private vehicle consistent with mileage allowance. Requests for such travel shall be submitted to the City Manager on a "Travel Authority & Expense Report" form. The Finance Department shall maintain for one year a record of where and when official travel was performed. Authorization for attendance at meetings will be considered in accordance with the following guidelines: a. Authorization for attendance at meetings at City expense. Authorization may be granted when the program material is. directly related to business and may benefit the City as a result of attendance. b. Authorization for attendance without expense reimbursement or with limited expense reimbursement, but on City time, may be granted when the officer or employee is engaged on the City's behalf, but from which the gain will ensure principally to the benefits of the one in attendance and only, incidentally, to the City. In such uses, the amount of expense reimbursement will be determined on an individual basis. Those authorized to attend such meetings shall furnish reports . of such activity to the City Manager on such meetings. Expense reimbursement claims may be submitted any time after the expense has been incurred. a. Request for reimbursement for all travel expenses shall be substantiated by receipts and vouchers which verify the claimed expenditures. 33 b. Reimbursement shall be made for personal expenses such as entertainment, tips, etc., when such expenses are related to City business and may benefit the City. C. A recap of any advanced monies should be turned in to the Finance Department within seven days of the return trip, accompanied with all necessary receipts. The lower half of the Travel Request Form is used for expense reporting. Transportation Modes - The mode of transportation selected shall .represent the lowest expense to the City. Travel via Automobile: a. Reimbursement for City use of privately-owned vehicles will be at e :> ::":::':.`...::`.';:;°::.:;:>:::;::.;:;.:.>::>:.: b. When an employee, traveling on official City business, leaves directly from his/her residence rather than from a designated work location, mileage allowed to the first work contact point shall be equal to the actual mileage from the residence or the mileage computed from the residence or the mileage computed from the designated work location, whichever is less. Similarly, if the office or employee departs from the last point of contact directly to his/her residence, only such mileage shall be allowed as the lesser distance between it and the designated work location. When an officer or employee of the City is required to use a privately owned automobile on City business outside of working hours, mileage shall be allowed from the residence to the first point of contact in the performance of duties, and from the last point of contact in the performance of duties to residence. C. Private vehicles may be used in lieu of public carriers in such circumstances as isolation of the destination or the number of travelers in a group resulting in savings to the City. The maximum reimbursement of a private vehicle is the cost of actual mileage or the cost of a round-trip air coach ticket, whichever is less. 34 d. The City does not have any insurance for private automobiles used on City business. The owner of a car is responsible for the personal liability and property damage insurance when the vehicle is used on City business. Travel via Air: a. When commercial aircraft transportation is approved, the "cost of public carrier" shall mean the cost of air coach. b. No private or charter aircraft transportation will be permitted. Reimbursement - Reimbursement for lodging or meals shall be made at actual cost. a. Reimbursement for lodging or meals shall not be allowed without prior approval of the City Manager and only as deemed necessary for the purpose of conducting. City business, or under emergency or special conditions. . b. Reimbursement for lodging shall be at rates reasonable and customary as to the area. Reimbursement for means shall be at rates reasonable and customary to the area. c. Within the County of San Bernardino, actual meal expenditures may be reimbursed when attending breakfast, luncheon, or dinner meetings at. direction of and with approval of the City Manager. d. Reimbursement shall be made for one personal telephone call of reasonable duration per day. Travel Expense Advances - Advances of funds for traveling expenses can be obtained from the Finance Office through submission of a "Travel Authority & Expense Report" form. �' 35 RULE XV EDUCATION INCENTIVE POLICY Introduction - The City Manager and department heads share joint ..;. .1.}^ {:.:.} {{{x.;.;4}.;}•x••:.x rr•{•}:{;r.%{,N.•:is'}}:;{.}y,.}}M1:}CYy}i{responsibility for em to ee trainin };•;v•:::v}:n•.}•.v:r•::{• ...:.;_..\w;.v:.wx:::•... :.:..... .xv ih.....,•.•.:{}}7:.., :iY4 1^i:{•rMt :r:>.•::. ?:i:•:MY•:i::•J ({y v: •}::{•}1ti:•}}.:}:'.; ..;....:..•v.v..' ..v. ::}vry::::•:::v::vv:L:. ..::...::::v•i n..... :::.:...v..:... �Y: ' t `' Any regular fu1�2- :;q:::�:•...::.:vik•$:trii••. .};::.•w.}}:} ....{y:.: y.trv.:•xnJ• .. ..;}}••.:v :}+Cvv{'••'i{'}tin'}ti:}hv::i?'•gi4:ti+•}i time"City employee"desiring to'''attendr"classes; with the purpose of improving job skills related to City work, is encouraged to do so. With this policy, which is to be administered by the City Manager, the City clearly defines its position concerning educational opportunities and benefits for City employees. Prior Approval - Cost of tuition and books will be paid for by the City of Grand Terrace, given the following provisions: Approval from City Manager - All courses for which tuition reimbursement is requested of the City must receive prior approval from the City Manager. If no prior approval: is received, the employee is not eligible for- reimbursement.. Request for Approval of Courses - Must be made on. "Prior Approval for Tuition Reimbursement" form, available from the City Manager. Ucon Completion of Course - Employee must submit to the City- Manager a "Request for Tuition Reimbursement" form, with required- receipts and grade slips. Criteria for' Approval - In-reviewing courses- requested by employee. for tuition reimbursement, the City Manager, in consultation with the employee Is department head (or immediate supervisor)-,- shall use the following criteria in determining if courses) is/are. suitable for reimbursement from the City: Relatedness to City Work - Course(s) must be directly related to employees present and future career goals within the public sector. Availability.of Funds - Approval of course(s) must be based on availability of funds. A yearly fixed budget for this purpose shall be maintained, the amount of which. shall be determined by Council at the beginning of each fiscal year. Alternate Funding Sources - The employee must have exhausted all other sources of financial aid, government grants, scholarships, etc. before requesting reimbursement for tuition. Under no circumstances will 36 the City forward reimbursement money if the possibility t� of duplicate funding exists. Applicability to Graduate Study - Courses of study shall be pursued at community or State-supported schools, such as: a. High schools and trade/vocational schools; b. Community colleges; C. State colleges; and d. State universities. Employee Commitment All tuition costs must be advanced by the employee upon enrollment. Reimbursement will be made by the City upon completion of the course(s) provided: Prior Employment - Employee must be employed full time by the City of Grand Terrace for at least six months prior to the date the "Prior Approval for Tuition Reimbursement" form is submitted. Passing Grade - In addition to providing receipts for all courses: taken, employee must present- evidence of passing grade, defined as either: - a. Credit or pass, if. course is offered on Credit/No Credit or Pass/Fail, respectively with passing defined as "C" or, better, or: b.. A letter or numerical grade equal. to or better than. a. "B" or 3 .0, respectively, if graduate 1-evel course. Books .- This policy shall also include the following. provisions: Possession of Books - If reimbursement for books is requested, the employee must present all receipts; furthermore, textbooks purchased for the course at City cost are to be placed in the City- Library upon completion of course. However, if employee fails to qualify for tuition reimbursement at the end of a given course, the employee shall not be eligible for reimbursement for the cost of books. Possession of Books - If reimbursement for books is requested, the employee must present all receipts; furthermore, textbooks purchased for the course at City cost are to be placed in the City Library upon completion of course.. However, if employee fails to qualify for tuition reimbursement. at the end of a given course, the 37 employee shall not be eligible for reimbursement for the cost of books. Food. Lodging, and Mileage - This policy applies only to reimbursement for tuition and books; it does not include provisions for food,, lodging or mileage reimbursement related to educational endeavors specified herein. Administration of Policy - The City Manager has the responsibility of interpreting and administering the provisions set forth in this policy by the staff and approved by tho City Council. Given the employee's position within the City, the .courses specified at time of request, availability of funds, and all other provisions of this policy. The City Manager may approve or reject employee's request for tuition reimbursement. "� 38 _ RULE XVI CITY IDENTIFICATION CARDS Regular Employees - All regular and part-time employees will be issued identification (ID) cards which will be reissued annually with the expiration date of December 31 of each year. Temporary Employees - ID cards will be issued only with authorization of the City Manager and for those temporary employees working directly with the public. The expiration date will be the term of estimated employment. These cards are to be turned in at expiration of the temporary assignment. Replacement or Reissue - ID cards will be reissued as follows: Lost or Stolen ID cards will be reissued upon receipt of a signed affidavit stating as lost or stolen. Damaged ID cards must be surrendered prior to replacement. Chancre of Title - ID cards will be reissued when there is a change of title (The replaced ID card must be turned , in to Personnel) . Termination of Employment or Service - It is the responsibility of department heads to ensure the return of ID cards, keys, and any other City-issued items to the Personnel Department prior to the issuance of final checks. �'� 39 XVII ISSUANCE OF KEYS TO CITY FACILITIES Objective - The purpose of this policy is to ensure the orderly and systematic distribution of keys to City facilities. Authority for Issuance - Keys will be issued to City facilities only when a definite need exists upon recommendation of the department head and with approval of the City Manager. Responsibility - The City Manager's office shall be responsible for numbering, issuing, duplicating, keeping an updated record, and maintaining master and extra keys. Procedure Approval - Keys are to be requested by the department head for approval from the City Manager. Assignment - All personnel assigned keys will sign an acknowledgment of receipt. Transfer of Keys - No keys will be transferred without coordination with the department head and the City Manager of the transfer. Duplication - Duplication of keys must be done in coordination with the City Managers office. Any unauthorized duplication of keys will be in violation of the Rules and ,Regulations to Administer Personnel- Matters. Temporary Issuance - Temporary keys will be issued on a sign-out basis. Lost or Stolen Keys- - It is- the assignee's responsibility to immediately report any loss of City keys to the City Manager or the department head, who will immediately advise the City Manager. It is the responsibility of the. department head to ensure the return of all keys, ID cards, and any other City-issued items to personnel prior to the issuance of final checks. I 40