1991-33 , RESOLUTION NO. 91- 33
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
GRAND TERRACE, CALIFORNIA, RESCINDING RESOLUTION
NO' 87-09, 87-17 AND 88-05, 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 City ' s Travel Policy and Non-Discrimination Policy;
and
WHEREAS, the Rules and Regulations have been upd-ated to
include 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 87-09, 87-17 and 88-05
are hereby rescinded in their entirety.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 12th day of December , 1991 .
ATTEST:
Deputy City Clerk 11f the City or of-the it of Gran
of Grand Terrace and of the errace and of the City
City- Council thereof. Council thereof.
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RESOLUTION NO. 91— 33
Page 2
I BRENDA STANFILL, Deputy City Clerk of the City of Grand
Terrace , do hereby certify that the foregoing Resolution was
introduced and adopted at a regular meeting of the City Council of
the City of Grand Terrace held on the 12th day of December , 1991 by
the following vote :
AYES : Councilmen Carlstrom , Christianson and Hilkey ; Mayor Pro
Tem Grant ; Mayor Matteson
NOES : None
ABSENT: None
ABSTAIN : None
o "r
96-puty Cry CaeWk
Approved as to form:
ity Attorn y
EXHIBIT "A"
Resolution No. 91-.33
C I T Y O F G R A N D T E R R A C E
RULES AND REGULATIONS
FOR THE ADMINISTRATION OF PERSONNEL MATTERS
RULE NO . SUBJECT PAGE
I DEFINITIONS 1-4
II GENERAL PROVISIONS 5-10
III CLASSIFICATION 11
IV COMPENSATION 12-14
V FRINGE BENEFITS/RETIREMENT 15-16
VI ADMINISTRATIVE LEAVE/ANNUAL VACATIONS 17-18
ram.
VII HOLIDAYS 19
VII I LEAVES OF ABSENCE , SICK LEAVE , LEAVE WITHOUT
PAY, MILITARY LEAVE , COMPULSORY LEAVE ,
MATERNITY LEAVE , JURY LEAVE , FUNERAL LEAVE 20-22
IX SEPARATION FROM THE SERVICE 23
X DISCIPLINARY PROCEDURES 24-25
XI APPEAL TO CITY COUNCIL 26-27
XII PROBATIONARY PERIOD 28
XIII REPORTS AND RECORDS - SERVICE AWARDS 29
XIV TRAVEL POLICY 30-32
XV EDUCATION INCENTIVE POLICY 33-35
XVI CITY IDENTIFICATION CARDS . 36
XVII ISSUANCE OF KEYS TO CITY FACILITIES 37
INDEX
SUBJECT PAGE REFERENCE
Abandonment of Job 6
Administrative Leave 18
Advancements (Also see "Promotion" ) 13
Appeal 26-27
Appointing Authority 1
Citizenship (Proof of) 5
Appointments . 12
Classification Plan 11
Compensation 12-13
Compensatory Time 14
Compulsory Leave 21-22
Definitions 1-4
Departmental Rules 5
Disciplinary Suspension 24-25
Dismissal (See "Separation" ) 23
Drug/Alcohol Free Workplace 7-9
Education Incentive 33-35
Efficiency Records 7
Employee Warning Notices 24
Exceptional Service 13
Fringe Benefits 15-16
Funeral Leave 21
General Provisions 5-10
Grand Jury Testimony 10
Holidays 19
Hours of Work 10
Identification Cards 36
Jury Leave 22
Keys to City Facilities 37
Leaves of Absence 21
Longevity Pay 29
Lunch/Break Policy 10
Maternity Leave 22.
Military Leave 21
Nepotism 10
Nondiscrimination Policy 5
Overtime 14
Pay Increases 13
Physical Examinations 7
Physician ' s Certificate 20
Probationary Period 28
Promotion 13
Reclassification 11
Records/Reports 29
Regular Appointment 28
Relations , Emergency Sick Leave 21
Retirement Plan - PERS ?6
Safety/Heallth 19
� Salary 13-14
Separation/Termination 2.3
SUBJECT PAGE REFERENCE.
Service Awards. 29
Sexual Harrassment 6
Sick Leave 20-21
Standards of Performance 6
Transfer 13-14
Travel Policy 30-32
Unsatisfactory Service Rating 5
Vacation 17-18
Violation of Rules 5
Worker 's Compensation 20-21
"Y" Rated Salary 13
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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 - shall 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.
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 .
Classification Plan - shall mean the official or approved system
of grouping positions into appropriate classes.
Classified Service - shall mean all offices , positions , and
employments in the Grand Terrace City service , except those
expressly designated as unclassified in City ordinances .
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Compensation - shall mean any salary, wage , fee , allowance paid
o 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 eligibles for a
vacancy in order of over-all qualifications .
( Employee - shall mean a person who 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( s) - 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 v:orked by an
employee in any calendar week , Sunday .through Saturday inclusive,
and shall include paid holidays and vacation time 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.
Intermittent Service - shall mean City service interrupted by
separation.
Lay-Off - shall mean the involuntary nondisciplinary separation
of an employee from a position.
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Leave - shall mean an approved type of absence from work as
`v 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.
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 pay rate ; raises are normally in five percent increments ,
but can be less or more depending on the employee ' s performance.
i- . Part-Time Employee - shall mean an employee working part-
r�J - time that receives personal leave and holidays on a pro-rated
basis ; receives ten percent deferred compensation , PERS retire-
ment and Managed Health Network for benefits .
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 and non-management day care 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. At management ' s discretion , probation may be extended
to a full year.
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.
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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 full-time
and receives all benefits .
Regular Part-Time Employee - An employee that works part-time and
receives benefits on an accrual basis .
Rejection - shall mean giving no consideration.
Relative - shall include spouse and spouse ' s relatives , mother,
father, sister , brother , son , daughter , grandmother,
grandfather , granddaughter , grandson , son-in-law, daughter-in-
law, aunt, uncle , niece , nephew., cousin and person( s ) under
guardianship of the employee.
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 Day - shall mean scheduled number of hours an employee is
required to work per day.
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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 , sexual
orientation , marital status , race , color , ancestry, national
origin , sex , age , religious belief , or handicapped status in
admission to , or treatment or employment in , its programs and
activities .
. 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 these 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 .
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
f classified service pursuant. to these rules .
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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 or 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.
Sexual Harassment - is a form of misconduct that undermines the
integrity of the employment relationship. 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 .
Such conduct, whether committed by supervisors or nonsupervisory
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 of his or her appearance.
the display of sexually suggestive objects or pictures , or any
offensive or abusive physical contact.
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Any employee who is subject to sexual harassment or intimidation
is strongly encouraged to bring such behavior to the attention of
his immediate supervisor or the City Manager. All such
complaints will be treated in the strictest confidence.
Efficiency Records - 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 month and six-month 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 feels
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 . Any
employee may, upon request , ascertain his own service rating.
Physical Examinations - The City shall require that all initial ,
regular employees be in such physical or mental condi-'Ton 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 .
Drug/Alcohol Free Workplace - Use of drugs/alcohol presents 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.
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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 :
i. The use of prescription drugs which would not alter an
employee ' s work performance is acceptable , if pre-
scribed 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.
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
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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 other 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 of the City 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 .
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 Responsibilty for Correct Personnel Information
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 .
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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. For purposes of this
section , a relative shall be defined to spouse and spouse 's
relatives , father , mother , sister , brother , daughter , son ,_
grandmother , grandfather , grandson , granddaughter , son-in-law,
daughter-in-law, aunt, uncle , niece , nephew , cousin and person( s)
under guardianship of the employee.
Hours of Work - Except as otherwise provided for , the normal work
week shall be 40 hours . The City Manager may establish work
schedules consistent with the normal business practices within
the community and the needs of the City.
Lunch/break Policy - 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
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 .
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RULE III
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.
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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
Mana-ger 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 employee 's
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 perform-
ance may receive advancements outside the normal pro-
cedure 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 employee 's position is allocated except
-� as otherwise may be provided for. Advancement shall
not be automatic , but shall depend upon increase
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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 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 salary
review upon completion of probation. This date will become the
new annual evaluation date.
Pay Increases Other than Advancement and Promotion _ The pro-
provision governing the granting of pay increases specified on
page under Advancement Provisions apply to all pay increases as
well .as advancements .
Transfer to Position within the Same Class - When a transfer of
position is made within the same pay range , there shall be no
salary increase or decrease because of such transfer.
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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
normal work week , shall be paid overtime. A current record shall
be kept at each 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 half-hour.
Compensatory Time Off - Exempt employees shall be allowed to
accrue compensatory time in lieu of overtime pay. Said
compensatory time shall be accrued as hours worked in excess of
40 hours per week or eight hours per day. The maximum accrual
shall be 40 hours . In addition , the City Manager shall have the
option of paying exempt employees for time worked in . excess of
the standard work day or week at straight timecomputed 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 ten percent 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.
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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 part-time
and non-management day care personnel . This amount is put into
an account so that it can be used as a cafeteria plan for health
insurances -- medical and dental . Any money not used for fringe
benefits is deposited in the 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 , and for regular part-time employees after five
continuous years of service.
L_
Short-Term Disability Insurance
The City has short-term disability insurance for regular full-
time and regular part-time employees , payment of which comes out
of the employee ' s cafeteria fringe benefit plan. Short-term
disability applies to a non-work-related illness or injury that
prevents an employee from doing his regular or customary work .
The weekly amount is based on 60% of your 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
part-time 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.
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Retirement Plan
The City provides. retirement benefits for regular full-
time , regular part-time and part-time employees through the
Public Employees ' Retirement System ( PERS) . The City pays both
the employee 's and employer 's contributions into the plan.
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RULE VI
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 . Ten working days vacation during his first ,
second, third , fourth , and fifth years of service ;
and
b. Fifteen working days during his sixth through tenth
years of service; and
C. Twenty working days vacation during his eleventh
and succeeding years of 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 .
Vacation Credit Accumulation - In the event an employee
who has served continuously 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 employee shall be granted in
any one year more vacation than 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.
Maximum Vacation Accumulation - Unused vacation
accumulated by an employee shall not exceed the total of
two annual vacations to which., according to his total
years of service , he is entitled.
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_ 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,
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 17. 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 scedules 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 1 immediately following the first anniversary of
employment of the City Manager , the City Manager shall receive
ten ( 10) 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.
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RULE VII
4
HOLIDAYS
Fixed Holidays
The City observes the following fixed holidays :
New Year 's Day Thanksgiving Day _
President ' s Day Day after Thanksgiving
Memorial Day Day before Christmas
Independence Day Christmas Day
Labor Day Day before New Year ' s Day
Veteran ' s Day
Holiday pay is granted to all employees regularly scheduled to
work.
Those employees regularly scheduled to work , whose hours vary
i 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. Float-
ing ,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 .
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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 employees in accordance with this Rule.
Sick leave shall not be considered 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 one
work day 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 perform-
ance or assigned work duties . 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 Workers ' 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 a "Report of
Occupational Injury or Illness . The employee shall
i
also make out a "City of Grand Terrace Employee
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Statement . of Accident. " , All compensation received in
accordance with the provision of the Workmen ' s
Compensation Act of the State of California shall ' be
deemed to be included in any compensation due from the
City by virtue of any grant for sick leave with pay.
Sick Leave Conversion Privilege - Any employee who has
taken five days sick leave or less during the fiscal
year ending June 30 of each year shall be entitled to
convert up to three days of unused sick leave to
vacation leave ; however , in no case shall such
conversion reduce an employee 's accumulated sick leave
balance below 24 days . No prorations shall be made for
employees terminating on or before June 30 of the
fiscal year.
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 Pay - 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 forth the reason for the request , and
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
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at the City 's expense. If the employee objects to being examined
by the 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 .-
Under such circumstances , the employee shall be paid the
difference between his full salary and any payment received by
him, except travel pay, for such duty.
J
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RULE IX
SEPARATION FROM THE SERVICE
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.
Types of Separation - All separations of employees from positions
in the classified service shall be designated as one of the
following types :
Resignation ;
Lay-off ;
Death;
Retirement;
Dismissal .
�.i
Any separation by an employee from the classified service not
specifically designated as one of the above at the time of
separation shall automatically be considered a resignation.
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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 be 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 action shall be
delivered to the employee.
2. The reason( s) for the proposed disciplinary action will be
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.
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.
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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 are not appealable.. The Appeal Procedure is outlined
in Rule XI .
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APPEAL TO CITY COUNCIL .
RULE XI
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 ( 10) 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 ( 10) days after receipt of the appeal ,
inform the City Council , the appointing power , 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 ( 10)
days , nor more than thirty ( 30) 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 places as the City
Council shall prescribe.
Investigation. - Upon the 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
-26-
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 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 10 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 .
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RULE XII
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.
Regular 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 .
i
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RULE XIII
REPORTS AND RECORDS - SERVICE AWARDS
Employee Master Record - 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.
Change-of-Status Report - Every appointment , transfer , ' promotion ,
demotion , change of salary rate , and any other temporary or
regular change in status of employees shall be reported to the
Personnel Officer in such manner as he may prescribe.
Employee Service Awards
On the anniversary of five years of service , employees
receive a service pin with City logo , one diamond and
two sapphires . Should the employee wish , a choice of
various pieces of jewelry may be chosen to affix to
the pin.
On the anniversary of ten years of service , longevity
✓' pay in the amount of $100 is paid in addition to
the employees ,normal monthly salary.
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RULE XIV
TRAVEL POLICY
Authorized Travel - A11 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 allow-
ance. 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 ( 1) 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
insure 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 .
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b. Reimbursement shall be made for personal expenses
J` 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 the rate of twenty-five cents
( .25) per mile.
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
designated work location , whichever is less.
Similarly, if the officer 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 .
d. The City does not have any insurance for private
automobiles used on City business . The owner of
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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 and 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 meals 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 ( 1) 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.
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-t RULE XV
EDUCATION INCENTIVE POLICY
Introduction - The City Manager and department heads share joint
responsibility for employee training. However , any regular full-
time City employee desiring to attend 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.
Upon Completion of Course - employee must submit to
the City Manager a "Request for Tuition Reimburse-
ment" 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 's department head ( or immediate
supervisor) , shall use the following criteria in determining if
course( s) is/are suitable for reimbursement from the City:
Relatedness to City Work - Course( s) must be directly
related to employee ' s present and future career goals
within the public sector
Availability of .Funds - Approval of courses) .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
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reimbursement for tuition. Under no circumstances will
the City forward reimbursemen-t money if the possibility
v 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 .
Applicability to Graduate Study This policy is not
applicable to courses leading to beyond a Master ' s
Degree.
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 "Pri-or Approval for Tuition Reimburstment" 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 if offered on basis of
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 level
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 .
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Food, Lodging, and Mileage - This policy applies only. to
reimbursement for tuition and books ; it does not include
provisions for food, lodgin ' 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 the City
COuncil . Given the employee ' s position within the City, the
courses specified attime 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.
ly
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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 the card was lost or
stolen.
Damaged ID Cards must be surrendered prior to
replacement.
Change 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.
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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 updatedrecords ,
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 Manager ' s 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 f all keys , ID cards , and any other City issued items to
Personnel prior to the issuance of final checks.
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