HomeMy WebLinkAbout1988.04.18 RESO 1988-0017RESOLUTION ADOPTING BASIC PERSONNEL POLICY FOR
EMPLOYEES OF THE CITY OF HUGO
WHEREAS, the City desires to establish a uniform and equitable
system of municipal personnel administration for all employees of the
City, ewlcuding those under contracts with the City, and a basic personnel
guide for the operational policy and rules; and
WHEREAS, all prior policies and standards in conflict with this
Resolution are hereby repealed:
NOW THEREFORE BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF THE CITY OF
HUGO, WASHINGTON COUNTY, MINNESOTA:
That the basic personnel policy for the City of Hugo shall be as follows:
Upon roll call, the following members voted AYE: Peltier, Potts, Olson,
Atkinson
Upon roll call, the following members voted NAY: NONE
ADOPTED AND PASSED THIS 18TH DAY OF APRIL, 1988.
ATTEST:
�
PERSONNEL POLICY FOR THE CITY OF HUGO
TABLE OF CONTENTS
Page
Subdivision
1.....Purpose
and Intent.......................2
Subdivision
2 .....
Def initions (A -N)........................3-4
Subdivision
3 .......
Employment .................................. 5
Subdivision
4.....Affirmitive
Action Policy Statement......6
Subdivision
5.....Positions
Covered by Basic Policy........7
Subdivision
6 .....
Appointment Procedure. ... .............. ..8
Subdivision
7 .....
Promotion from within ....................9
Subdivision
8.....Probationary
period. .................... ...10
Subdivision
9 .....
Outside Employment ....................... 11
Subdivision
10. ....
Compensation Plan .......... ..............12
Subdivision
11.....
Work ing hours ................
Overtime Pay (C -E)......................13
Subdivision
1'.2.
Computing hourly pay rates...............14
Subdivision
13.....Holidays..(A-C)
..................... .......15
D. Personal Holiday ............. .........15
E. Holiday Work.........................15
F. Holiday Pay..........................15-16
Subdivision
14 .....
Vacations......................,.........17-19
A.Eligibility..........................17
B. Schedule ................................ 17
C. When Taker ...........................18
D. Waiving vacations ........................ 18
E. Terminal Leave ............. ..........19
Subdivision
15.....Sick
leave................ ......... ......20-22
Subdivision
'1.6.....Funeral
leave..... ...................... ..23
Subdivision
17.....Leave
of Ahsence.......................'.24
Subdivision
I8.....Leave
of Absence without pay ...... .......25
Subdivision
19.....Resignation..............................26
Subdivision
20.....Lay-offs.................................27
Subdivision
21.. ...
Retirement. ............~.................28
Subdivision
22.....Military
lea ve........................... 29
Subdivision
23.....Employee
Dismissal.......................30
Subdivision
24.....Other
Benefits......................�....31
Subdivision
25....'Genera]
Provisions..(A-C)................32
D. P.E.R.A..............................32
E. Training ...................... ........33
F. Travel....~..........................33
G. Public Relations ....................... 34
H. Employee Policies..... ................ 34
I. Use of Facilities & Equipment ........ 35
J. Gratuities......~....................36
K. Final Pay & Termination. .............36'
L. Political Activity...................37
n
^ ` ,
M. Employment of releat- ives..............37-38
N. Coffee Breaks.................. ... .....38
O. Health Insurearl ce.....................38
P. Life Insurance.......................38
Q. Parking..............................38
R -S. Additional Regulations...............38
Signatures and effective date......,.39
'
` ` ,
8�bd�_1�.
Purpose and Intent. The
purpose
and intent of
this Basic
Personnel Policy shall be to establish
a uniform and
equitable
system of municipal personnel
administration
for all
employees of
the City, excluding those
under other
contracts,
with the City,
and a basic personnel guide
for the
operational
policy and
rules,provided that:
A. Employment in trfe City service shall be based on merit,
fitness and character, free of personal and political
considerations.
B. High morale shall be maintained by fair administration
of the personnel policies and rules and by
' consideration of the rights and interests of employees
consistent with the best interest of the public and the
City.
C. Tenure of employees shall be subject to good behavior,
the satisfactory performance of work, the necessity -for-
ti ie
orthe performance of work and the availability of funds.
9
"
` . ^
SLtdi-_2� Definitions. As used in this Basic Personnel
Policy, the following words and terms shall have the meanings
stated:
A. The term "Employee" means any person employed by the
City of Hugo whether paid on an hourly wage or on a
monthly salary basis.
B.
The term
"regular, full-time employee" means an
employee
who has completed his probationary period, who
works a regular
forty (40) hour week and receives a
monthly salary.
C.
The term
"regular, part-time employee" means an
employee
who has completed his probationary period and
who works
less than forty (40) hours per week.
D.
The term
"temporary, part-time, or seasona] employee"
means an
employee who has not acquired the status of a
regular
employee,is engaged in part-time,
seasonal,
emergency or casual employment.
E.
The term
"employee in good standing" means an employee
who has
complied with the provisions of this Basic
Personnel
policy.
F.
The term
"compensatory time" means the granting of
additional
time off or vacation time for time worked in
excess of
forty (4 0) hours per week or eight (8) hours
per day
and for which no other compensation has been
given.
G.
The term
"immediate family" means a family which
normally
consists of husband, wife, child, mother,
father, sister,
brother, father-in-law, mother-in-law,
sister-in-law
and brother-in-law.
H.
The term
"benefits" means privileges granted an
employee
in the form of vacation leave, sick leave,
funeral
leave, worker's compensation, hospjtal and
surgical
insurance, ]ife insurance, compensation in
lieu of
accrued vacation upon termination of
employment,
and any other benefits furnished by the
City at City
expense.
I.
The term
"date of hire"- means when employment begins
during the period from the first calendar day of the
month through
and including the fifteenth (15th)
calendar day of the month, then such term means the
first (1st) calendar day of the month of employment.
In the case where an employee begins employment after
o
the fifteenth (15th) calendar day of the month, then
such term means the first (1st) calendar day of the
following month.
J. The term "pay status" an employee who is working or is
on Evcusd. absence either with or without pay shall be
considered to be on pay status.
K. The term "continuous employment" means for the purposes
of accumu1ating seniority, vacation leave and sick
leave credit shall be service unbroken by separation
from employment with the City. Periods of excused
absence of less than one (1) full month shall be
included as continuous employment.
L. The term "seniority" means the total length of service
with the City since the most recent date of hire.
M. The term "full month" means twelve or more consecutive
working days in a calendar month.
N. The term "His means his or her.
o
` . ^
S1d�d�_3� Employment.
A. Application Forms.
Suitable application
forms will be
provided
by the
City. These
forms
shall require
information
covering
employment
histcry,
military
service,
references
and other pertinent
data.
B. Physical and Psychological Examinations. New and
existing employees may be required to take physical and
' psychological examinations before and during
employment. Such examinations shall be at the City's
expense and shall be given by licensed, qualified
physicians and psychologists designated by the City.
5
o
' ^
Subd._4. Affirmative action Policy Statement. It is the
policy and intent of the City of Hugo to provide equality of
opportunity in employment to all persons. This policy prohibits
discrimination because of race, color, creed, religion, national
origin, political affiliation, disability, marital status, status
with regard to public assistance, sex or age (except where sex or
age is a bona fide occupational qualification) and all aspects of
its personnel policies, programs, practices and operations. This
policy applies to all phases of full, part-time, temporary and
seasonal employment, including, but not limited to recruitment,
hiring, placement, promotion, demotion or transfer; lay-off,
recal1 or termination; rates of pay or other forms of
compensation and selection for training. This policy also
applies to the use of all facilities and participation in all
City sponsored employee activities.
It is the responsibility of every City Department Head and'.
Supervisor to cooperate in the implementation of said policy.
Failure of any City employee to perform in a manner
consistent with the Affirmative Action Policy will constitute
grounds for reprimand, suspension, demotion or dismissal from the
City's employ.
The concept of this Affirmative Action Policy is both
consistent with and fundamental to the maintenance of an
effective personnel system which is based on the principal that
an employee shall be employed, compensated, promoted and trained
according to demonstrated merit and fitness for the .job.
6
. i
Ill. LIBURNKA fit? E3 D 11 Ea ST -1 Zi F) U Y1 55 Ir F Y1 rl jr A jU r) U J*
- -Y u) UJ p U le S U 0 T 5-5, S -T W1 UU 0 G rD -A V? 0 El jW 0 IS -A it C1 W it J4
- Za jr d 0 E3 d El Ll :1 A
0 E! L! 0 -F IS -F It C1 A Cj W C1 A j :j i.1 I U 0 X 'E")
I CM.1 11 Ea (I I I in? L4 S5 S3 U D *� j 'T IS 0 C! p u)-- -..::i a ::) -T 1. 1. C) BuTPU31 joy a q 1, It)
! 3 ' .-i T k ul !..i IS
a c! n al. a i..T E? L I S f :1, EJ '-I. VP R J :3 .4 63 71 J. P E3 A 8 1-1
L.I. `� J, 0 S LUn 15 1 M.4 e9 t4 4
E) X0 M 0 U It 0 d UU ta VP Cj :3 !'t iW 1i ! -.1. 4_.4'i: 113UD <S0U I-, a-.1 -0
j r
:D ) u k..4 (..I '...3,j T 'E -i 'El T 4 -1 A C1 F3 a9 A 0 it D 11 IS U C-) 1-5 5
Eli bd._6,, Appointment Procedure. All appointments in the
municipal service shall be made according to merit, fitness,
character and qualifications.
UN
Subd7Promotion From Wit1-in the Service. It shall be
the policy to fill vacancies in the municipal service by
promotion of gualified, regular employees insofar as practicable.
9
S�bd�_{�� Probationary Period.
A. The first six (6)months, or as required by statute, of
employment of a regular employee shall be rearded as a
probationary period, or such shorter period as may be
designated by the Council. This period shall be utilized
for observing the employee's work, for securing the most
efficient adjustment of the employee to his position, and
for removing any employee whose performance does not meet
the required work standards. Employees who are transferred
or promoted to a different position shall also be considered
as being on probation in the new position for the first six
(6} months.
B. Vacation benefits shall be earned during a probationary
period, but should not be used until after its completion.
If employment should be terminated during an employee's
probationary period, there shall be no sick leave, vacation
or other benefits due him. Sick leave benefits shall be
earned and may be used during a probationary period subject
to approval of the department head.
Outside Employment. The Counci] does not
encouraqe outside work by City employees. Each department shal]
be responsible for the regulation of outside wqrk by its
employees in accordance with the following policy:
A. Employees may not engage in any outside occupation,
employment or business which might hinder their
impartial or objective performance of their public
duties, embarrass the City government, be incompatible
with their City employment, or impair their efficiency
on the job. Department supervisors shall reguIate the
hours of outside employment as necessary, within a
maximum of twenty (20) hours per week. Outside
employment of over twenty (20) hours per week is not
permitted as it is deemed excessive and likely to
adversely affect the efficiency as well as the health
of the employee.
B. Employees shall advise their department supervisor of
their plans to engage in outside work and shall supply
him with full information about such work through
written application or other means specified by him.
Outside work shall be regarded as secondary to regular
City employment and shall not interfere with the
availability of employees for emergency or call -in -
duty. There shall be no Worker's Compensation or sick
leave payments to any individual injured in the course
of outside employment.
C. No employee shall accept pay or compensation from
anyone for time during which he is reimbursed by the
Cjty.
`
D. Employees are prohibited from working for any
contrartor, or company that has a contract with the
City, during the period of construction work for the
City.
E. No employee shall accept employmex�t that require� the
use of City equipment, facilities or materials.
11
Administrator for reviev,
Compensation
Plan.
Prior to each fisca] year,
each department
head
shall prepare and
submit employee evaluation
and salary
recommendations for
all positions and or
classifications
of
positions of City
Employees to the Citv
Administrator for reviev,
Working Hours and Overtime Pay.
A. Forty (40) hours shall constitute a normal working week
aI d all hours worked in excess of forty (4() hours per
week, eight(8) hours per day or shift, or ten (10)
hours per day for four (4) work days a week, shall be
referred to as "overtime".
B. All time over forty (40) hours per week, or eight (8)
hours per day, shall be overtime. No overtime shall be
paid to department heads unless approved by the city
council in a written contractual agreement
C. "Compensatory time off" may be one method of overtime
. pay. Although the use of compensatory time off is
discouraged, compensatory time off may be one method of
' overtime payment. This shall mean that employees will
receive their normal pay, with all hours in excess of
forty (40) hours per week, or eight (8) hours per day,
credited to the employee's overtime account at 1 1/2 x
the rate of pay. This overtime will then be used as
time off at such time mutual1y agreeable to the
employee and supervisor, or during periods of a
shortage of work. It is intended that the above
procedure will permit the City to provide each regular
employee with a full pay check on a year around basis
and to avoid interruptions in insurance and other
benefits that would result from unpaid lay-offs in
departments with seasonal work requirements. Overtime
shall be used up as time off as soon as it is
practical. Employees shall accumulate no more than 27
hours of earned compensatory time (40.5 hours when
converted). Compensatory time must be used within 12
months from the time it is earned. Written notice
shal] be required when an employee wis�es �o ��tilize
compensatory time earned.
D. "Cash payment of overtime" or compensatory time off,
shall be made at the discretion uf the Cit�
Administrator.
E. Time paid for not working on a holiday shal] /`p added
in computing forty (40) hours for overtime purposes.
13
Computing Hourly Pay Rates.
A. For convertjng annual pay rates into hourly rates for
the purpose of computing overtime, the annual rate
shall be divided by 2,080 hours. A]l seasonal or less
than full-time employees shall be paid on an hourly
rate. Hourly rates for full-time employees shall be as
established or based upon the total annual salary
divided by the actual number of hours to be worked
during the calendar year.
'
14
Holidays.
A. Holidays within the meaning of this policy shall
include New Year's Day, January 1; Martin Luther King's
birthday, Memorial Day, last Monday in May;
Independence Day, July 4; Labor Day, first Monday in
September; Veteran's Day, ; Thanksgiving Day, fourth
Thursday in November; Friday after Thanksgiving;
Christmas Day, December 25; One personal holiday.
B. When New Year's Day, Independence Day, Veteran's Day or
Christmas Day fall on a Sunday, the following day shall
be a holiday. When any of these holidays falls on a
Saturday, the preceding day will be a holiday.
C. Shift Workers.
1. During a holiday week, shift workers who work
their regular schedu1ed week, may, receive another
day off in place of the holiday.
2. When a * holiday falls on a shift employee's day or
shift off, he shall work his regular scheduled
week and be compensated, in lieu of the holiday,
an additional day or shift of+.
D. Personal Holiday. One personal holiday may be taken on
the date desired by the employee, however, notice
shall be required. No more than two (2) employees in
the same classification will be allowed to utilize the
same day in any one calendar year as a personal
holiday. In order for an employee to utilize the
personal holiday, he must be an employee of the City
excIusively at least six (6) months prior to utilizing
suchlian a
day nd be opy saus
ttfor the enti
I o
re day
before and day after the holiday. [he oersonal holiday
must be used by December 31 of each year, no pay in
lieu of, nor carry-over will be allowed.
E. Holiday Work. The City, in the event it is necessary
by reason of emergency or otherwise, shall have the
right to require one (1) or more of its employees to
work on any holiday, but shall compensate such employee
so working at the rate of one and one-half (1 1/2) days
pay in addition to the paid holiday. The emplovee way
utilize as compensatory time, the extra time earned
pursuant to holiday work. If compensatory time is to
be utilized, it shall n be iaccordance with the
applicable law and at the convenience of both emp]oyee
and City.
F. Holiday Pay. When an above listed holiday falls on a
15
day normally worked by that employee, such eligible
employee shall receive one (1) day's pay for each of
the holidays 1is1:ed above on which he performs no work.
An eligible employee shall be a regular employee who
has been an employee of the City at least ten (10> days
prior to the holiday and who was on pay status for the
entire day before and after the holiday. A part-time
regular employee shall receive a holiday with pay on a
pro -rata basis and rate, if he otherwise meets the
conditions set forth in this subdivision.
16
Vacations.,
A. Eligibility.
1. Regular, full - time salaried employees and regular,
part-time employees who are regularly scheduled to
work twenty (25) hours or more per week on a year
around basis, shall be eligible for an annual paid
vacation at their regular rate of pay, with the
latter as provided in Subd. 14, B-6. Only work
time while the employee is so classified shall
count towards vacation eligibility and benefits.
2. Employees regularly scheduled to work less than
twenty (25) hours per week, as well as hourly,
tem orary, or seasonal employees, shall not be
eligible for vacation benefits.
B. Schedule.
1. No vacation time shall be credited to an employee
until after six (6) months of continuous
employment from date of hire. All regular full
time employees of the city after six (6) months of
continuous employment shall receive five (5)
working days vacation leave with pay. Vacation
leave shall not accrue during any period of leave
of absence without pay.
2. An employee shall earn five -sixths (5/6) of day
vacation leave for each full month worked during
the first (1st) through the fifth (5th) year cf
continuous employment. Beginning with the sixth
(6th) year of continuous employment with the City
through the fifteenth (15th) year of such
continuous employment, an employee shall earn one
and one-fourt.h (1 1/4) days vacation leave for
each full month worked.
Beginning with the sixteenth (16th} year of
continuous employment, the employee shall earn one
and one-half (1 1/2) days vacation leave for each
full month worked.
4. Vacation allowance for the City Administrator will
be as per contractual agreement.
5. No vacation time shall accrue for employees who
have been on a lay-off or an authorized leave of
absence, without pay, for one (1) month or more.
6. Regular part-time employees 5 --hall accrue vacation
17
at 75% of the approved schedule (Subd. 14, B-1,2,3>.
C. When Taken.
1. Prior to Jsari t tar -1, 1 of eac7var, depa,to'snt 1`rsado:
will consult with all eall ]oyees e1iq1.b3.e fo,
vacations following consultatjCori , the dcpart-1e/`t
heads will establish wcIrking ar'd vacation
schedules with first consideration qi,en to the
efficient operation of the departme/It and second
to the wishes of employees ms to vacation Lime_
Employees shall be encouraged to take vucaticns
during the slack season of department actjvjtv.
Vacations during at department's busy season are
discouraged and shall be avoided wties never
possible. An employee shall not be permitted to
take a vacation of more than one (1) week during a
department's busy season without the approval of
the appropriate department head. Vacation d it, jng
a department's busy season shall not be grantwd if
said request jeopardizes the department's ability
to perform their duties in an effective an
efficient manner. All requesiii-i.: for vacation time
prior to April 1 of ear,' cat yea� will be
granted based on s�niori�y. Al] requests fnr
vecation time made on or arter April 1 shal! �e
grantod by the appropriatc departcent head on �
first come, first ser;e ba�is. No less than one
half (1/2) day's vacatjomav to P; taken a1: any one
time, except in unusua\ cices.
2. In no rase will any tzme ta}'en ;A an w-aLiop
without advance sit ppron-al by he �ej::,arIn. t !-.ezd'
Unauthorized time off will be cn/ered K'>. pryrnll
deduction and is subjrct +o '1is-i.pli'.arti�n.
3. No advance of vacatjcn 'ime s��`. be allu*�`d'
4. The maximum vacatior! tito acc''mulete
shall be:
Uolevs nreviously *pr;'73 a?d h1,
Administrator, nn enp]ove shal] *ccup`1 -0:
more than one and ons-ha11 (1 |/2) ti^.*s r'i�
accrued vacation r:ate, and suc/i e,nplcye�
shall take at least five (5working c:1 uf
said vacation in each y-1ar after one (1) ful1
year of continuous employment.
D. Waiving Vacations. Vacation is granted for thu puroosc
of employee recreation and therefnre -,o enpl�/ee shall
be permi1.:ted to waive such vacatiuns or tha pmrpese of
receiving double pay unless Z! I-"' in wr1tinQ bv the
City Council. However, an emp]oyse who is not working
*:.8
fri
4i 4 rr Ja j
er.
lit r"
IOU
Di. Lj
0 Ql L— Ll
r7r,
4�
Tj eyf
L.J
06 co
f6 W 0. 4--
0 Ou
nu
E U.
E.
> 4J
Subd.._15. Sick Leave.
A' Eligibility. Sick leave with pay shall be granted to
J. regular, part-tise employees who are regularly
scheduled to work 25 hours or more per week on a year
around basis at the rate of one working day for each
calendar month of full-time service or a'Ent jor fraction
thereof, with the latter on a pro -rata basis for actual
hours worked.
B.
AC- cLIMA lation: All regular employees will earn eight
(G) hours of sick leave with pay for each full MCN 'th
worked from date of hire. A total of 700 hours of sick
leave may be accrued by each employee. Sick leave
shall not accrue during any period of leave of absence
without pay.
C. Regular Part -Time Employees: Part-time regular
emplo/ees shall be credited with 30 hours sick leavo
annually and to be earned at the rate of 2.5 hours per
month.
D. ULilizat ion of Sick Leave: Sick leave wjtt 1 Fay is
i/itended to be utilized wnen a regular pz rrplovpe
entitled to sick leave is unable to perform his duties
by reason nf illness or injury beyond 1-1 .1 cor! 1:r0l, i? r,
+or (If nta:: or medical care of the rmployee, jf such
care is necessary and essential to the employee. lhs
emp�oyee shall notify his supervisor of abserce due to
illness or injury` and the nature and expected length
thereof, prior to the time sucemployee would
otherwise have reported to work, or as soon as
possible. The Department Head, in his discretionmay
requirp prso', ohe reason for utilization of s^Ik
]eavc, and may require a physician s statemen� or
cerrificate' An employee shall nut work fnr other thsn
the Cjty while on �jck leave.
E' Sick Leave f'3r Illness of Members cif lo,nodiate Family'
Sick lcave may Wlso be utilized becau"Fe of ,|path c''
critica) illress in a regular emplo's �o`ne�ia�r
fami]y t.at req"ires attendance of the cmployc'`. / *^
pmp)oyee may be required to furnieh satisfac�cry
evidence nf surh illness or death (i;pnediail�
inc]udes the employee and the employee's spnusc,
children, parents, and their immediate family, EPA 11 �s
brot|ners and sisters). Such sick leave utilized shall
�e limited to three (3) calendar Caay's per nccurrp"ru-e
unless the circunsHIM: es require additional time whic�
may be jn writa.ng; and any r�asonable /eguc�t
wil1 be given full consideration by t�e City
Admjnistrator.
F' [nte�rati'�n with horkman's Compensatior.
injury occu's to �n employee �n b�e coursc of
employment, the Ci�y'� J. A. to pay under Lhis
Sick Leave Artirle is limited to t/�� ��fference betw�en
an� pay.ne',t 'eceived under Work�an's Compensation L.
anC the employee's regular salarv' ln such instances,
prorate'� charges will he made ag�inst accrued sick
leave.
Exha'Ustion of Sick Leave. When all sirk leave �as �p,e,
exhausted, as provided in the paragraph above, +�e
employee's comp Lime, then vacation ti�e will te
utilized jn the e manner as sick l�ave.
G. Continuation of Group Health Insurance CnvICE
rage. Af�er
thirty (..... ....
) days absence from work oue to an on the job
injury, a regular employee will �e given a leave of
absence for medical purposes, and the City will
continue to pay the City's share of the employee's
h�alth insurance premium for six (6) monti�s, AfLer
t/'at sjx (6) months the em9loyee w/�l ha-Ve the op�ic`n
n� conti/�uing the medical insurance (not oen�al) for a
o�axjmum of six (6) �dditional mrntn= or as ot��rw�se
|�ermitted o� ]aw by paving the mnothlv premium.
H. pssation of Seniority. Thirty ���/) days af+er a�]
sirk leavp` co^op time and vacatjon leave has been
sted, F of t�is
sjbdivisinn, seniority shall be froze/� �ro'o that da�e
�n�jl t�e '�moloyee returns to wor/�.
l. proo� of �ee�. In order to be olig�!��� fur �ick �aa`�
�i�h pay, an employee must:
1. Report -'n to his departmec+ hs�� t�� reacnn
fnr h�s aysence.
!. weep his department hea� zp�',r�eJ ,f i..s c'`odit�o'
l, Submji ���'o�e'� medjcal v�r�ficatiur �.�r �r�
absn,re �`re�/'/reo by |he deoa,'txen� hea� ',/ C,i/
A�oi``i*tra+nr.
J. Proof Requ,red. An EmploE.-.! IF.: wh�. has bsen ]e to
work +or a period Clf time bpcause of il�: or
acci��n�, nav b� requ.red, bafore h�ing permitted ts
return to work, to provide medicel evide/,ce Lhat �'e zs
aga�n ab]e tu �e'�urm all signifi'.�ant duties of his
in a cumpetJ. *Y' cr
others.
" "
K. Pen�lty. Claiming szck leave whsn ohys�ca �} f�t
pxcept as providec! in tirrcmel L "w ,`
shalI bo cause fnr discOL I:linary ac: t1coil , i,rlLai im`
cancellation of sick leave benet: Ey suscarszon
deinotion or tereinatiCal . The ompl(Dint e musroo41 r�
department head (or c;thpr departnenCSffi.'iol i4.
department heaiv not �vai)able) of his neec for leav'�
at the earCos; siU]s moment and prefersy efor�
the start of his scheduled working hoursailure �o
make a diligent effort to give such notjfiratio'� �ay
result in payroll deduction for such time taken.
L. Exclusions. Sic/n leave need nnt he grarteJ +or
illness, Ji. nit,ry, or physicanabjliIns resul1iy; frw'o
misconduct, injury from outside emplo*nent, or
excessive use of alrohol or narcotics. No sick lea`'e
benefits of any kind will be granted after notice c�
termination of employment.
SWbA .._16.Funeral Leave. Each regular fil :iye or
time employee s�all be entitled �n one regul�,� workinC
bereavpmert leave annuallv for the ouroCJS e e 7 ntened.
additjon, paid leave time may be used by an comp invw- jn +he
of death in his immediate familv. Lea`/e time alloweu shal! be
actually required, but not to exceed 11P2o (Z) workzr.g days. Ti"`�
used shall be charged egainst the employee's sick lea`'e :r
varation account. Additional uays after two (2) days shall ��
c11ar13ed against the employee's vacatinn account. The
determination of "immediate family" shall as per Gubd. 2-8 cf-
this personnel policy. each case, normally consisting of husbanV,
wiIe, child, mother, father, sister, brother.
I
,
Q; Ubd_1. 7� Leave of Abseoce. The Cit, Administ/atcr
s or her dis`:retion, approve t/ie absence c; 1' an epplc;,ee,
without pay, not to exceed thirt� ( 3 0 A calendar days. Anv
absepce for morIt (han thirty (30) dr witho^t
['ay shall be approved by the Cou'.cil, in advance. Wh�re
appr:priate in such cases` the Council will g/art an c�fici/'�
leave of absence in order to oreserve the emplo|'ee s starus its *
publjc employee, and his benefit rignL under P.E.R.A.
A. Jury Duty. When an emplo)iee has een absent from work
uecause of ji/ry service, he shall be paid his regular
salary by the City, with the unde'standing that uocn
the completion of his jury service, he i---ha]l exhibi�
his jury check to the head of the department and that
the amount Ea -F such check, less the amount incltai ed for
traveling expenses, shall be deduczed from his nexL
regular pay check.
B. Court Time: court appearance11 on behalf of the C�ty
sll be computed at employees regular rate of pay. Offices of
UM City (uther than elected officials) who appear in cou,'t n`
beha]f of the c�ty during imurs necessitating time off +rcm
regu]ar empioyment sha]l tje compensated at a rate of pay equai +o
tuna o7 lar employer less frinu* bencfits.
5!�ld18�
Lea`/e of Absence Withoot
Pay. Upon
requesr of .�n
empinyee,
leave '1 ubsence wiot pay
uay te �ranLed
t� t�a
Cnm f.c��],
1:akio1; ir'to consideration 'louQ
cnnduc�,
]eogLh of
servico and
efficipncy of t|'e emi:,lo
'.d c1,e geoeral
uucw �lf
VIE; numicipal
service. Such leaves of a
tin, cnce shall
not exceo� a
period of
ninety (9'}) calendar days, pruvjdi�`g
that
the sam'' m�y
be extended
beyono such period if the
leave of
absence is h/r
continued
disability or other good and
sufficient
reasuns. No
vacation,
sick leays benefits, health, dental,
and
life insurance
benefits
shall accrue during a leave
of absence
without pay,
except that
health, dental and life
insu,ance
may I,--.e kept in
10rce durinq
this period at the cost of
the eo`plo,ee.
FS LA b Cl Resig``ation. Any employee wishio� to leave the
municipal service jn good standing ahat l] file a writter
resignarion with his department head or t I.
fourteen (14) calendar days hefore leaving. lh� resignarior' must
state the effective date and the reason for leav�ng. Failure to
cnmply with this procedure may be considered cause for denymg
such employee future employment by the municipality.
Unauthorized absence fro'n work for a period or two (2) working
days may be considered by the all eparment head as at resignation
without bene+its.
S�bd�._2O�
Lay-offs.
The de|�artment he��
may iav of` a/`y
temnorary employee whenever
such action
is necessary
hy rea`,m� nf
shortage of work
or funds,
the abolition
of a pos1tion
or c�aone�
in organization.
However,
no reUol�r employ�e
sh�ll
while t|`ere are
temporary,
provis�ona�
or nrnbationar�
em?/'�/ees
serving in t
or '°hic�`
the rpgulxr
employee is qualified,
eljgible
and avail
b]e.
SLdld�'-2�� Retirement^
A. The normal retirement ane fnW- City eoployees fj}linq;
non -elective positions xhall bvp 5 years of age or
CO require,� �v sta+e or federai la*,
B' In certain special cases, W 1 -E.**,re che sduled
retirement of an employee may work an unusua} hardshin
on a department, the Council may grant at work extensiun
c:) an employee after the age of 65 on a year-to-year
basis, except that no employee shall work in any City
position beyond the age of 70. Extensions will be
granted only when it is in the best interests of the
City to do so uhen necessary to comply with State or
Federal laws. Extension requests must be made by the^
department head of the employee affected, or by t�'
City Administrator if the affected employee is a
department head. Extension requests will be dealt with
on the basis of the facts in each individual rase. Any
employee considered for an extension must demrnstra+e
physical fitness to perform his work by way of year -iv
physical examination. Any department head desiru1g �
work extension beyond the age of 65 for one of
emnloyees sha]l sL!bmit a letter stating hreuuest tn
the City Administrator not less than ninety (90) �ays
prior t -o the scheduled retirement Clatsence
of an approved extension, employees shall retire ro'o
City employment by their 65th bjrthday.
C. If substantial pension benefits wi]l accrue upnn the
first or second annjversary date of the sooplayee S.-
1
lic Employees Retirement Associatinn reiir,^mept
p]an, or other retirement plan, after t1'e 65th hirr'`gay
of an employee, his employwent may be extendei ro vai'i
date.
Military Leave. Wnen an
employee h�s been absent
from work
because of military
leave, he shall
be paid his regular
sa]ary by
the
City.
Anv reducrion
in payroll s�a�l be cione
consis�ent
with
Minnesota
S�atute�.
No regular elpp1oyee after havinqj succpssf`�]��
complen, hed i/is probatjonary period shall he c"ismissInc! C7 V! Lzt/
employment without cause. Evidence of the following
sufficient cacse for djsmiiii sal.
A. 1pcompetency or jneffic1encV- jn the rotor- fornaOMA u�
duties.
B. Physical or mental inability to per+orm his dut2.es.
C. Any use of drugs or intoxicating beverages while on
duty.
D. Conviction of a felony involving moral turpitude.
E. Willful misconduct or insubordination.
F. Carelessness and neg]igence in the handling or copt'o1
of municipal property.
G. Discourteous, insulting, abusive or inflammatory
conduct toward supervisor or fellow employees.
H. Absence from duty without just cause.
I. Acceptance of a gift under circumstances from which i!
could be inferred that the giver expected nr honed c, r.
preferred or favored treatment in an offil or
de�artment matter.
J. Proven dishonesty ip the performtar! cu of duties.
K. Conduct which brings discredit upon the monica|
service.
L. Evidence of fORilure bserve safety rules
regu1ations, ordinances or statutes.
Other Benefits. The City has undertaken to grant
employees benefits other than herein specified. Any reQular,
full-time, salaried employees shall be eligible. 5uch other
benefits, and for whom tnex are provided, shall be available to
persons and upon such terms as the council mav gesionate bv
resolution or written contra
SU31._25. General Provisions.
A. Records. Department heads and employees shall assist
the City Administrator in the maintazning of accurate
and complete records of all City employees.
1. Each department shall provide a continuous record
of accumulated vacation time, overtime and sick
leave as well as all leave taken. The leave
record shall be kept for each regular employee.
2. Each department shall notify the City
Administrator and payroll officer of all changes
in regular personnel including new employees and
terminations as well as changes in address,
insurance coverage, etc.
3. Each department shall notify the City
Administrator of any substantial addition or
deletion of job duties or responsibilities
affecting employee's job classifications.
4. Each department shall notify the City
Adm1nistrator and payroll officer when sick- leave
has been exhausted in order that deductions f�r*
excessive sick leave can be taken, said
information shall be submitted not less than for
(4) days prior to the end of the pay period.
B' Pay Days. Pay days shall be every other week on
tuesdays. When pay days fall on at holiday, employees
shall receive their pay the following day.
C. Safety. The City shall at all times provide the safest
working conditions possible. It will be the duty of
the supervisor in each department tc esItablish safety
regulations onnd to instruct workers in accident
prevention. Workers shall be expected to adhere
----:trjctly to all safety requirements. Suggestions in
safety will be welcomed from all employees. Whenever
an employee is jrijured on the job, he is, Liza l] report it
to his supervisor at once. Supervisors shall first
secure medical aid for injured employees. The emplovee
shall then file an accident report within 24 hours wti -
the City A�ministrator, giving full particulars.
D. Public Employees' Retirement Association.
The Minnesota Public Employees' Retirement Association
is mandatory for regular full-time paid employees. Any
employee of the City of Hugo who is covered by PERA,
has obtained retirement age, and has completed at least
five (5) years of allowable service, is entitled to
retirement benefits
E. Employee Training/Educational Incentive.
It is the policy, of the City to orms of
in-service training in order to improve the
qualifications of employees and the�r positions and tu
prepare them for advancement ir City service. In order
that employees may perform their work more efficiently
and be able to qualify for positionsof increasing
difficulty and responsibility, the City Administrator
may provide opportunities for training which need not
be limited to training for specific jobs, but may
provide for advancement in public service.
Toward this end, the City shall support a training
program, as follows:
1. On the job training in the immediate tasks of the
job.
2. Attendance at special short courses, conferences
and meetings on matters of immediate concern to
the current performance on the job.
3. The City will reimburse any full-time, regular
' employee or regular, part-time employee, the
tuition cost of any successfully completely
approved class in any college, vocational school
or correspondence school curriculum. Pric/r
written approval of the course must be given by
the Department Head and City Administrator.
Successful completion means that the employee
receives a mark or score which classifies as
passing. Special fees, activity fees, book fees
and the cost of supplies will not be reimbursed by
the City. No more than six credit hours will h�
approved during any quarter cr semester. Class
schedules should be worked around work schedules
and any work schedule adjustments must be reported
to the City Adminjstrator by the appropriate
Department Head.
F. Travel.
1. The City shall pay a minimum of 21 cents per mi]e
for use of personal vehicles in the course of City
related business. The City Councjl may at its
discretion assign a City vehicle for business or
personnel use or set a fixed automobile allowance
payable as they see fit.
2. When using air transportation at City expense,
employee should book coach fares and travel the
shortest or most economical distance to their
destination.
3. Whenusing ground transportation emp]oyee shall
reserve the most economical form uf travel
available.
4. When booking room reservations one must consider
location, duration of stay and proximity to place
of business. Room rates can vary from $40.00 per
night to $125.00 per night. Employees shall book
reservations in advance at the most economical
rates available and should be prepared to justify
said rates.
5. The following is a guide for the purchase o
'f
' meals:
Breakfast - $6.00 maximum
Lunch - $8.00 maximum
Dinner - $15.00 maximum
«n
6. All expenses should be documented by receipts or
personal statements.
7. Personal advances for travel must be approved by
the City Administrator.
8. As a general rule the following can serve as a
guide in consiuering expenses while traveling at
the Cjty's expense " Spend the City's money as
conservatively as you spend your own".
G. Public Relations. It is the duty of every employee to
Ceal courteously with the public. Favorable
impressions created by courteous 1)u11-31ic relations
develop citizen's good will and support for you, your
department and the City as a whole.
H. Employee Policies
1. Conduct as a city City
is not like any other job. You are responsible
for assisting and serving the citizens of the
community. In accepting City emp]oyment, you have
become a representative c:*) 1: the City. To a great
extent, what people think- of our City and our City
government will depend on the kind of job you do
and your willingness to assist people. It is
expected that the conduct of each individual will
be beyond criticism as a public employee. In this
way, you help to make the organization continue to
34
~" `
be one of pride to the community.
2. Be courteous at all times. Listen carefully to
cjtizen complaints, answer their questions
carefully and accurately, and refer them to the
proper C1fficials when you cannot solve their
problem. If you do not know the answer to a
specific question, ask someone who does, and make
sure the citizen gets an answer or some direction.
3. Attitude. Enjoy your job with the City. Do not
let the weight of your job affect your
personality. A cheerful, polite attitude not only
makes your work easier, but makes it easier for
your fellow workers to work with you.
4. Appearance. Be neat, not only in your appearance,
but in your surroundings and keep your place of
work as neat as possible.
5. Your obligation to the public. Always remember
that you are a public employee, you may be the
best contact a citizen has with his City
government. The impression we make through direct
contacts or in telephone conversations is an
important matter. THE CITIZENS OF THIS COMMUNITY
ARE NEVER AN INTERRUPTION OF OUR WORK THEY ARE
THE REASON FOR IT.
I. Use of City Facilities and Equipment. Employees may be
assigned the use of City vehicles by the Department
headF; with the concurrence of the City Administrator.
Unless formally approved by the City Council,
Department Heads and employees with assigned vehicles
will not use them for personal reasons except in the
case of an emergency which will then be reported to the
City Administrator. Employees assigned municipal
vehicles are charged with the responsibility of
maintaining such equipment including, but not lim�ted
to, the clie? cking of oil, water, tire pressure,
batt*ries and general cleanliness.
The use of any City equipment for personal reasons,
within a shop, office area, or for use at home is
prohibited unless approved by the City Administrator.
The personal use of City equipment will not be allowed
to discredit the City service.
After hours use of City garages for auto repairs to
employee's vehicles is permitted only when logged on
forms to be provided by the Department Head L4pon
35
' ~ "
entering and leaving the garage. Use of hoists, jacks
or other equipment that could endanger the employee
requi�es that another employee be present.
Every employee who has possession of any key, tools,
clothes or other equipment on a full-time basis must
register his name and key or other equipmn
et with h�s
Department Head. All such equipment must be turned in
and accounted for by any employee who terminates his
' service with the City prior to the receipt of his final
compensation.
J. Gratuities, Gifts and Endorsements. No reward, gift or
other form of renumeration in addition to his or her
regular pay shall be received from any source by
employees in the performance of their duties excepting
that unsolicited Christmas gifts having a retail value
of $10 or less, may be kept by the employee. Gratuity
offered during the yearly course of business, anCJ
Christmas gifts having a retail value greater than $10
must courteously be declined by City employees
explaining it is against City policy to accept such
gifts and that the service rendered is a normal
activitY of the city and available to all residents.
K.
Residents mav also ask vou to recommend certair
products or companies as a solution to various
problems. As a City employee, you are prohibited from
endorsing any such products or companies.
,
The purpose of these policies is to prevent any
misunderstandings or misinterpretations concerning
outside influence on the department or employee of t�e
City.
Final Pay and Termination Dates.
1. Upon receiving notice that an empinyee is
terminating his employment because of retirement,
resignation, or any other reason, the treasurer
shall compute all pay due this employee. Th�se
computations shall include overtime due if
normally authorized by the Council for this
position, unused vacation time for the current
year and any vacation time earned for the
following vacation year for which payment is
authorized in the Employment Policy. Whenever
possible, a final paycheck for all the above time
shall be issued to the employee no later than the
regular pay period following his last day worked.
36
°° ^
60 '^
This check shall be subject to the regular
deductions for pension, tax, etc. as required by
State and Federal laws.
2. In order that retiring employees may be eligible
to begin drawing any retirement annuities to which
they are entitled, at the earliest possible time,
the official termination date of any terminating
employee shall be his last day worked, with the
exceptions in the following paragraph.
3. Except as required by State Statutes, a person's
status as a City employee ceases immediately
following his official termination date.
L. Political Activity of Employees.
1. City employees are neither appointed to nor
retained in municipal employment on the loasis of
their political activity but rather on the basis
of merit and fitness.
2. City employees shall not be required to contribute
to any political fund or render any political
service to any person or party and no employee
shall be separated, demoted or otherwise
prejudiced by refusing to do so.
. 3. City employees are encouraged to refram
in from
engaging in political activity either for or
against any candjdate for elective office of the
City government. However, this policy statement
shall be considered as advisory and not
prohibitive.
M. Employment of Relatives.
J. The employment of close relatives of City
employees or elected City officials shall be
discouraged when filling regular positions. Close
relatives are defined as children, parents,
spouse, brothers and sisters. It is recognized
that on occasions the following of such a policy
would not be in the best interests of the City
because of a shortage of candidates or because of
the superior qualifications of an applicant. In
such circumstances, every effort should be made to
place the related applicant in a department where
he or she is not related to the supervisor or
other employees of the department.
°
° ,,
2. In the filling of full-time, temporary, part-time
and seasonal positions, applicants who are related
to City employees or elected officials shall be
given equal coi.-isideration and opportunity with
non -related applicants except that close relatives
shall not be employed in the same or closely
related departments of existing supervisory
employees.
3. This policy shall in no way affeot persons
presently employed by the City.
N. Coffee Breaks. Coffee breaks or rest periods shall
consist of two (2) fifteen -minute periods per day for -
al I
orall regular full time employees, such times to be
determined by the respective department head. '
O. Health Insurance. The City may pay all or a portion of
the premium cost for employee and dependent health and
dental insurance coverage for City officials aod
previously authorized employees. The city shall set
the amount of city participation in insurance premiums
R nnually, but in no case shall the city's share exceed
90% of the premium cost unless otherwise approved by
written contract.
P. Life Insurance. All regular full time employees may be
provided with a paid term life insurance policy at the
city's expense.
Q. Parking. Employees are encouraged to utilize the
public parking areas provided for parking. All efforts
should be made to avoid parking in front of City Hall
by City employees.
R. Additional Regulations. Each department head may
prescribe additional rules and regulations for the
efficient operation of that department, provided t�ey
are not inconsistent herewith. Said rules and
regulations shall be approved by the City
Administrator.
S. Policy affect on contracts.
The city administrator shall be subject to all provisions of thjs
38
�
policy unless policy deviations are authorized by written
contractual agreement approved by the city council.
Effective Date:
The effective date of this Resolution sha11 be
1988. '
PASSED AND ADOPTED the day of 1988.
ATTEST:
City Clerk
39
Mayor