HomeMy WebLinkAbout2008-01-16 PACKET 04.C.REQUEST OF CITY COUNCIL ACTION COUNCIL AGENDA
MEETING ITEM #
DATE 01/16/2008 °
PREPARED BY: Finance and Administrative Services Ron Hedber�
ORIGINATING DEPARTNiENT STAFF AUTNOR
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COUNCIL ACTION REQUEST:
Consider adopting a resolution amending various sections of the Personnel Policy.
STAFF RECOMMENDATION:
Adopt the resolution amending various sections of the Personnel Policy.
BUDGET IMPLICATION: $ $
BUDGETED AMOUNT ACTUAL AMOUNT FUNDING SOURCE
ADVISORY COMMISSION ACTION:
❑ P�P,NNING
❑ PUBLIC SAFETY
❑ PUBLIC WORKS
❑ PARKS AND RECREATION
❑ HUMAN SERVICES/RIGHTS
❑ ECONOMIC DEV. AUTHORITY
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REVIEWED
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SUPPORTING DOCUMENTS:
APPROVED
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� MEMOlLETTER: Memo from Joe Fischbach dated 01/09/2008
� RESOLUTION: 08-xxx
❑ ORDINANCE:
❑ ENGINEERING RECOMMENDATION:
❑ LEGAL RECOMMENDATION:
� OTHER: Complete Personnel Policy
ADMINISTRATORS COMMENTS:
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,1 City Administrator �
DENIED
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Date
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COUNCIL ACTION TAKEN: � APPROVED ❑ DENIED ❑ OTHER
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To: Honorable Mayor and City Council
From: Joe Fischbach, Management Analyst ��
Date: 1 /9/2008
Re: Personnel Policy Amendments
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From time to time staff reviews the various policies and procedures that have
been adopted by Council to ensure that they are still relevant and timely. Staff
has reviewed the Personnel Policy and is asking Council to adopt a resolution
amending the Policy in various sections. The various amendments are listed
below.
On page 4, letter R. Personnel Director
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This use to be the Assistant City Administrator/Personnel Director but with the
elimination of that position these duties have been reassigned. By specifying the
City Administrator or his/her designee it gives the City Administrator the flexibility
to assign as appropriate.
On page 5, letter A. regarding Job Classification and Pay Plan.
rtio Dorcnnnol (1'roi.tnr �.,,� the City Administrator or his/her desianee shall prepare
a recommended job classification and pay plan which shall recommend the
minimum and maximum rates of pay for each job position not covered by a labor
contract.
Similar to amendment on page 4.
On page 12, Life Insurance
Life Insurance: Each regular and probationary full-time employee that is included
in the Non-represented Pav Plan shall be covered by the terms of a group term life
insurance policy payable in the event of death to a beneficiary designated by the
employee, in an amount equal to his/her annual salary. Supplemental Iife insurance
may be made available for purchase by eligible employees. The City Council shall
annually determine the amount of premium, if any, which will be paid by the City as
and for a fringe benefit.
This amendment changes the Personnel Policy to align with the language of the
Non-represented Pay Pian where life insurance is addressed.
On page 19, regarding the Training Officer
Training Officer. The Citv Administrator or
his/her desiqnee.
Again, similar to the rationale on page 4, the Assistant City Administrator position
no longer exists.
On page 22, regarding Meals
• Itemized receipts will be required for reimbursement upon return
from the event, along with any unused portion of the meal
aliowance (if cash advance was received). Receipts must
clearly state date, location, and name of restaurant as well as
specific food and beveraqes ordered and purchased.
1) An itemized receipt (see above) must be provided; and
These amendments ensure that the City is not reimbursing for alcohol and we are
in compliance with State Auditor guideiines.
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Adopt the resolution amending the Personnel Policy in the various section listed
above
Attachment
RESOLUTION NO. 08-xxx
RESOLUTION AMENDING VARIOUS SECTIONS OF THE PERSONNEL
POLICY FOR THE CITY OF COTTAGE GROVE REGARDING; AMENDING
RESOLUTION 06-103 ADOPTED 6/21I06
SECTION 2. DEFINITIONS
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SECTION 4. JOB CLASSIFICATION AND PAY PLAN
4.1 Preparation and Adoption
A rm„ oo,-�,,...,,,� n•..,,,.+,,,- �...+ the City Administrator or his/her
desiqnee shall prepare a recommended job classification and pay
plan which snall recommend the minimum and maximum rates of
pay for each job position not covered by a labor contract.
SECTION 14. BENEFITS
Life Insurance: Each regular and probationary full-time employee that is
included in the Non-reqresented Pav Plan shall be covered by the terms of a group
term life insurance policy payable in the event of death to a beneficiary designated
by the employee, in an amount equal to his/her annual salary. Supplemental life
insurance may be made available for purchase by eligible employees. The City
Council shall annually determine the amount of premium, if any, which will be paid
by the City as and for a fringe benefit.
SECTION 18. TRAVEL, TRAINING AND EDUCATION POLICY
18.3 TT&E PROGRAM DEFINITIONS
Training Officer: �e—,1e�;st�r,� �'`�� "�--r,a�;,;;,;j��a�e� The Citv Administrator or
his/her desiqnee.
18.6 ALLOWABLE EXPENDITURES
B. Meals
• Itemized receipts will be required for reimbursement upon return
from the event, along with any unused portion of the meal
allowance (if cash advance was received). Receipts must
clearly state date, location, and name of restaurant as well as
specific food and beverapes ordered and purchased.
A representative of the City may occasionally be in the position of
having to provide a meal for other persons who have official
business with the City. The cost of providing such meals, including
tax and a reasonable gratuity, will be reimbursed provided the
following conditions are met:
1) An i#emized receipt (see above) must be provided;
NOW THEREFORE BE IT RESOLVED, by the City Council of the City of
Cottage Grove, County of Washington, State of Minnesota, that the above listed
sections of the City of Cottage Grove Personnel Policy be amended.
Passed this 16th day of January 2008.
Sandra Sniely, Mayor
Attest:
Ryan R. Schroeder, Acting City Cierk
Section
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PERSONNEL POLICY
FOR THE CITY OF COTTAGE GROVE
(VERSION 20060621)
TABLE OF CONTENTS
Purpose and Application
Definitions
Personnel Files
Job Classification and Pay Plan
Work Time
Recruitment and Selection
Probationary Appointments
Seasonal/Temporary Empioyees
Grievances
Disciplinary Action
Non-Disciplinary Separation
Employee Safety
Examination
Benefits
Temporary Light Duty Policy
�eave Policy
Compensatory Time
Travei, Training and Education
Nepotism
Offensive Behavior
Electronic Media Usage Policy
Violence in the W orkplace Policy
Non-Discrimination Policy
Savings Clause
Paqe
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Personnel Policy
(Version 20060621)
SECTION 1. PURPOSE AND APPLICATION
1.1 The purpose of tne policy is to establish and maintain a reasonabie system
for administration of all personnel matters in the City of Cottage Grove. These procedures
shall be administered by the City Administrator who may delegate the responsibility of
assisting in tne administration of these personnel policies and procedures.
1.2 The City reserves the right to operate and manage its affairs in all respects
in accordance with existing and future laws and regulations. These rights shail specifically
include, but not be limited to, the right to adopt, ame�d, repeai, interpret or terminate the
personnel policy and work rules without prior notice. Any prerogative or authority, which
the City has not specifically abridged, delegated or modified by this policy, is retained by
the City. The City further reserves the right to make reasonable variations from this policy
where it is determined that a strict and Iiteral application of the policy would cause an
undue hardship on the City, its employees, or an individual employee.
1.3 When there is conflict with the personnel policy, the following order of
precedence shall apply:
A. AII applicable state and federal laws.
B. �abor agreements.
C. Personnel policy.
D. Departmental rules.
1.4 The provisions of this ordinance shall apply to all offices, positions and
employment of the City, except:
A. Elected officials, appointed commission members, or volunteers.
B. Persons engaged under contract to supply expert, professional,
technical, or any other service.
C. Temporary employees who are hired to meet immediate
requirements of an emergency condition.
1.5 Captions. This policy shall be subject to all applicable state and federal
laws, as well as City ordinances.
SECTION 2. DEFINITIONS
The following words and terms shall have the meaning as defned herein, unless the
context indicates otherwise.
A. Appointing Authority - The City Council or City officer to whom the Council has
delegated authority to appoint personnel.
B. Benefits - Privileges or non-monetary compensation granted to employees that
are included in the total compensation to employees.
C. Compensatory Time - For exempt employees, the same amount of time off work
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as the employee has overtime hours worked. For non-exempt employees, time off
work at one-and-one-half times the number of overtime hours worked.
D. Demotion - The change of an employee's status to a position of a lower rank or
grade.
E. Department - A branch of City administration with responsibility for one or several
assigned functions.
F. Department Head - The supervisor of a department.
G. Eligible - A person who has qualified for a position and whose name is on an
eligibility list.
H. Exempt Employees - Those employees not covered by the provisions of the
Federal Fair Labor Standards Act.
Fuli-time - Any employee whose position requires at least forty (40) hours per
week or two thousand eighty (2,080) hours per year employment.
J. Immediate Family Member - The following persons related to the employee shall
constitute an immediate family member: spouse, child, parent, grandparent,
parent-in-law, grandparent-in-law, sibling-in-Iaw or sibling.
K. Job Classification - A group of positions sufficiently alike in duties, qualifications,
authority and responsibility to warrant the same job title, grade and pay schedule
for all positions in the group.
L. Job Description - The written description of a job containing a title, a statement of
duties, authority and responsibilities of the job, and the qualifications deemed
necessary and/or desirable for the satisfactory performance of the duties of the
job.
M. Lay-off - The separation of an employee from employment due to elimination of a
position.
N. Non-Exempt Employees - Those employees covered by the Federal Fair Labor
Standards Act.
O. Overtime - Time worked in excess of forty (40) hours per week or in excess of the
employee's normal work schedule as established by the employer.
P. Part-time - An employee whose position requires less than forty (40) hours per
week or two thousand eighty (2,080) hours per year employment.
Q. Performance Report - A review of an employee's performance by the employer's
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supervisor to communicate an employee's strengths or deficiencies, as well as
expectation for improvement.
R. Personnel Director — The Citv Administrator or his/her desipnee T��
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aRC-�--�1"9v°�•r. V
S. Probationary Employee - Any employee who is working in a position for the initial
twelve-month period of employment in that position.
T. Probationary Period - The initial twelve-month period of employment in any
position.
U. Promotion - An advance in position from one classification or grade to a higher
classification or grade.
V. Promotional Exam - A test to determine whether an employee is eligible to
advance from one classification or grade to higher classification or grade.
W. Protected Class Member - A person who by reason of race, color, age, sex,
creed, national origin, religious affiliation, marital status, sexual orientation,
disability or status with regard to public assistance is afforded protection under the
Minnesota Human Rights Act (Minn. Stat. 363.01, et seq.), and related federal
statutes.
X. Regular Employee - An empioyee whose position with the City is for an ongoing
(non-temporary) period and who has successfully completed the probationary
period.
Y. Temporary Employee - An employee hired for a position of limited or indefinite
duration.
Z. Transfer - A change of an employee from one position to another position in the
same comparable class and pay range.
SECTION 3. PERSONNEL FILES
3.1 The City Administrator or designee shall maintain a separate employment
file for each employee. Each file shall contain a record of each classification of each
position the employee has held with tne City and shall also contain a record of all
personnel action regarding the employee including examination records, performance
reports, disciplinary proceedings, demotions, promotions, salary changes and any other
documents relevant to City employment.
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Personnel Policy
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SECTION 4. JOB CLASSIFICATION AND PAY PLAN
4.1 Preparation and Adoption
A Th., o���,,.,.,oi n;ro,.r„r �..,+ the City Administrator or his/her desiqnee shall
prepare a recommended job classification and pay plan which shall
recommend the minimum and maximum rates of pay for each job position
not covered by a labor contract.
B. Each job position shall be assigned a salary range based upon, but not
limited to, the following factors:
(1) An evaluation of the know-how, accountability, problem-solving and
working conditions of the position
(2) The duties and rates of pay for other job classifications, whether
comparable or not
(3} The prevailing rates of pay for comparable positions in both public
and private employment in the appropriate Iabor market
(4) The cost of living as measured by the Bureau of Labor Statistics and
Consumer Price Index
(5) The value of fringe benefits provided by the employer
(6) Financial and fiscai poiicies and consideration of the City, and other
pertinent economic factors
4.2 Annual Review. Amendment and Modification. Each fiscal year, the City
Council shall review the pay plan, and adopt salary ranges for each classification for that
fiscal year. The City Council may modify salary ranges at any time.
4.3 Hourlv Rates of Pav. The City Council shall establish hourly rates of pay for
all positions not covered by the classification and pay plan.
4.4 Overtime Compensation. All employees considered "non-exempY' under the
Federal Fair Labor Standards Act are eligible for overtime.
SECTION 5. WORK TIME
5.1 Working time is for work. Working time describes the entire workday as
scheduled per department. Work time should be spent on assigned tasks. Employees
should not use work time for personal or other non-City business. If an employee needs
to spend work time on things other than city business, prior approval from the supervisor
is required.
5.2 Meal Breaks: Employees are allowed, paid or unpaid, (dependent upon
department rules or union contract); meal breaks during the course of the workday.
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Personnei Policy
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5.3 Non-solicitation: Solicitation by employees for any purpose is prohibited
during the working time of the employee who is soliciting and the employee being
solicited. This shall include canvassing, collection of funds, pledges, taking orders or
subscriptions, circulation of petitions, solicitation of inemberships or any similar type of
activity. Exceptions may be made with prior approvai of the City Administrator or
designee. Distribution of literature by employees including handbills, leaflets, circulars or
other similar material is prohibited at any time in any working area.
5.4 Personal Use of City Property: Employees will not use or rent City property
for their own personal use unless authorization is received in advance from the
department head and the City Administrator.
SECTION 6. RECRUITMENT AND SELECTION
6.1 Ail appointments shali be made by the City Administrator on the basis of
merit and fitness for the position. Merit and fitness may be determined by written, oral
and/or other job-relevant examination, as well as by consideration of education, past
experience and otner job-relevant qualifications. The City Council shall confirm
appointments to certain management and supervisory positions as defined per resolution.
6.2 Announcement. A public notice of the time and place to apply for a position
shall be published once in the official publication of the City, or in a newspaper of general
circulation of the City at least five calendar days in advance of the deadline for
application. Notice shall be required for all positions (with the exception of entry Ievel
Police Officer) except that applications may be limited to current City employees where
the City Administrator has determined qualified candidates are available in-house. Inter-
office notification shall occur at the same time as public notice. The notice shall specify
title and salary range of the avaiiable position, the manner of making applications, the
closing date for accepting applications, job-relevant minimum requirements and other
pertinent information.
6.3 Application Form. Unless otherwise stipulated by the Personnel Office,
applications shall be made on written forms.
6.4 Examination. If examination is required for a position, the examination shall
be administered by the Personnei O�ce at a time and p�ace estabiished by the O�ce.
Upon receipt of the examination results, the Personnel Office shall notify each person
taking the examination in writing of the results of the examination. Examination scores will
be adjusted in accordance with the provisions of the Veteran's Preference Act where
applicable.
6.5 Communitv/Current Empiovee Preference. Preference may be given to
Cottage Grove residents and/or current employees when, in the opinion of the appointing
authority, job-relevant qualifications are approximately equal and such preference is not in
conflict with other City policies (i.e. equal employment opportunity).
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6.6 Application Review. The Personnel Office shall review all applications and
conduct job-relevant background reviews. The Personnel Officer shall reject any applicant
not meeting minimum qualifications required for the position, shall screen applications to
determine candidate qualifications and may then conduct initial interviews of the
applicants whose qualifications are best-suited for the position.
The Personnei O�cer shall then submit a list of names of eligible candidates to the
Department Head.
6.7 Interview Board. The interview board shall interview those persons whose
names have been submitted as the eligible candidates, and shall, thereafter, make
recommendations to the City Administrator for appointment to the position. All
appointments shall be made based upon experience, qualifications, examination results,
if required, and the recommendation of the interview board.
6.8 Disaualification of Application. An applicant may be rejected at any time if the
applicant fails to respond at any stage of the selection process.
6.9 Post-offer examination. For certain City positions, post offer examinations
may be required. These may include a physical examination, drug and alcohol
screening, and/or psychologicai examination. City Council reserves the right to require a
psychological examination for any City position. Applicants shall be notified of this
policy as part of the application process.
SECTION 7. PROBATIONARY APPOINTMENTS
7.1 Probationarv Appointment. Each employee appointed to or promoted to a
position shall be subject to a twelve (12) month period of probation.
7.2 Additional Performance Reports. During the probationary period, an employee
shall undergo performance evaluations.
7.3 Demotion. At any time during the probation period, a promoted employee may
be reassigned to the employee's former job at the sole discretion of the City. An
employee serving a probationary period, due to promotion from a prior position, may
return to hislher job if the employee's prior position is still vacant.
7.4 Removal or Dismissal. Any employee may be discharged for any reason during
his/her probationary empioyment period, and shall not be entitled to file a grievance, or
have any review or hearing on that discharge, except as provided by the Veteran's
Preference Act.
7.5 Satisfactorv Compietion. An employee satisfactorily completing the
probationary period shall be appointed to regular employment and status by
recommendation of the City Administrator and action of the City Council.
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SECTION 8. SEASONAL/TEMPORARY EMPLOYEES
8.1 All seasonal/temporary appointments shall be made by the City
Administrator on the basis of inerit and fitness for the position. Unless otherwise
stipulated by the Personnel Office, applications shall be made on written forms.
8.2 Holidavs: No seasonai/temporary employees will receive holiday pay for
time not worked. If a temporary or seasonal employee works on a city holiday, as
defined by the City's Personnel Policy, they shall be paid time and one-half for the
hours worked on that holiday.
8.3 Overtime: Seasonal/temporary employees shall be paid overtime after 40
hours worked in a week.
8.4 Schedule: If a seasonal/temporary employee is limited in the number of
days they can work during the year (for example, by union contract or PELRA
restrictions), then the employee must wark a pre-arranged schedule.
8.5 Minors: The City will allow hiring of minors age 15 —17 for certain
designated positions and with pre-approval from the City administrator or designee.
The employment of minors shall conform to all applicable state and federal laws. Minors
may not be employed during school hours unless they have special permission from
their school superintendent and parents, according to applicable state law. Minors in
high school under the age of 18 cannot work before 5:00 AM on school days, or after
11:00 PM the evening before a school day. Minors who are not in high school cannot
work before 7:00 AM and after 9:00 PM. Minors cannot work more than forty (40) hours
in a week or more than eight- (8) hours in any 24-hour period. The City shall have the
discretion to utilize more restrictive rules when necessary to accommodate the needs of
the City.
SECTION 9. GRIEVANCES
9.1 Grievance Procedure. The following grievance procedure shall be followed by
all employees except those covered by the terms of a collective bargaining agreement. In
all cases, grievances must be fiied by the employee adversely afFected by the action of
the City.
Step 1: Any aggrieved employee shall first file his/her grievance, in writing, with
his/her immediate supervisor within ten (10) working days of the action from
which the grievance arises or the date upon which the employee became
aware of the action. In cases where the employee has been adversely
affected by an action administered by a City employee of a higher rank than
that of his/her immediate supervisor, the affected employee shall file his/her
grievance, in writing, with the City employee whose action the adversely
afFected employee is grieving. Notice must include the foliowing:
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(1) Statement of the grievance and relevant facts;
(2) The remedy sought; and
(3) The specific provision of the Personnel Policy violated (if applicable).
The supervisor shall respond to the grievance, in writing, within ten (10)
working days.
Step 2: If the employee is dissatisfied with the response of his/her supervisor, the
employee may, within ten (10) working days from the date of the response,
appeal the grievance to his/her Department Head. The Department Head
shall respond to the grievance, in writing, within ten (10) working days.
Step 3: If the employee is dissatisfied with the response of the Department Head,
he/she may, within ten (10) working days, appeal to the City Administrator.
The City Administrator shall respond to the grievance, in writing, within ten
(10) working days.
Step 4: If the employee is dissatisfied with the decision of the City Administrator,
he/she may appeal in writing to the City Council within ten (10) working
days of his/her receipt of the City Administrator's decision. The City Council
shall consider tne written appeal, along with the City Administrator's Step 3
response, and any other pertinent information developed throughout the
grievance procedure. The Council shall tnen decide whether to affirm the
City Administrator's decision or consider the issue anew. In general, Council
review will be limited to interpretation of this Personnel Policy and will not
relate to issues of fact.
An aggrieved employee may be assisted in the presentation of his/her grievance by any
person acting in an advisory capacity to assist in presenting all facts relevant to the
grievance. At any step in the grievance procedure, the supervisory authority may request
additional information, or conduct additional investigation, as he/she deems necessary.
Failure to conform to the time requirements set forth above shall constitute a
waiver of further steps in the above procedure.
9.2 Waivers. Time limits set forth in the grievance procedure may be waived, upon
written consent of both parties. Any one or more of the steps set forth above may be
waived by written consent of the employee and the designated employer representative to
whom the grievance is being submitted.
9.3 Processinq of Grievances. The hearing and presentation of grievances shall be
accomplished during ordinary working hours when consistent with employee duties and
responsibilities. An aggrieved employee snall be allowed a reasonable amount of time,
without loss of pay, to present evidence concerning his/her grievance.
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SECTION '!0. DISCIPLINARY ACTION
10.1 Any employee in the service of the City may be disciplined for cause. The
method of and procedure for disciplinary action shall be determined as indicated below.
Disciplinary actions are not progressive, but will be commensurate with the seriousness of
the infraction. Demotions and dismissals shall have prior approval of the City Council.
A. Reprimand. An employee may be given an oral or written reprimand by
his/her superior or the City Administrator.
B. Suspension. The City Adrninistrator may suspend an employee without
pay for up to thirty (30) days for disciplinary reasons.
C. Demotion. An employee may be demoted by the City Administrator for
inefficient perFormance of his/her duty, for disciplinary reasons, or for good
and sufficient reasons.
D. Dismissal. Officers and employees subject to the provisions of this
resolution may be removed from City employment for cause. Dismissal for
cause may be grounds for denial of the employee's severance benefits.
Prior to dismissal, the employee's department head, City Administrator,
and/or the City Administrator's designee shall notify the employee in
writing of the effective date of dismissal. The employee may request a
hearing before the appropriate hiring authority or the hiring authority's
designated representative to discuss the reason(s) for dismissal on or
prior to the dismissal date. Employees who are members of recognized
bargaining units may have union representation at such hearing. The
right to request such a hearing shall expire at the end of the next
scheduled workday of the employee after notice of dismissal is given to
the employee.
E. Employee Assistance/Decision-Making Leave. As an alternative to, or in
concurrence with the above disciplinary steps, the Department Head and/or
City Administrator may refer an employee for professional assistance. Tne
Department Head and/or City Administrator may also grant a one-day, paid
decision-making leave to an employee prior to final action on demotion or
dismissal.
SECTION 11. NON-DISCIPLINARY SEPARATION
11.1 Lavoff. Layoff may occur at any time due to lack of work, lack of funding,
elimination of position, or other cause, as determined at the sole discretion of the City.
11.2 Resianation. Any employee wishing to resign from City service, in good
standing, shall file with his/her Department Head, at least fourteen (14) calendar days
prior to separation, a written resignation stating the effective date tnereof. The employee's
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termination date must be a day worked, not a paid leave day.
SECTION 12. EMPLOYEE SAFETY
The City shall provide employees a work environment and conditions of
employment free from hazards likely to cause injury or harm to the employee. All
departments shall maintain safety programs, and shall provide all employees with a safety
manual and instructions on procedures to which the employee must conform.
SECTION 13. EXAMINATION
Each prospective employee may be required to undergo a medical and/or
psychological examination, the cost of which shall be paid by the City.
In addition, an employee may be required to undergo a medical and/or
psychological examination in order to maintain the health and safety of the employee or
his/her co-workers.
SECTION 14. BENEFITS
14.1 Holidavs
New Years Day
Martin Luther King Day
PresidenYs Day
Memorial Day
Independence Day
LaborDay
Veteran's Day
Thanksgiving Day
Day after Thanksgiving
Christmas Eve
Christmas Day
January 1
3rd Monday in January
3rd Monday in February
Last Monday in May
July 4
1 st Monday in September
November 11
4th Thursday in November
4th Friday in November
December 24
December 25
When an established holiday falls on a Saturday, it shall be observed the
preceding Friday; when it falls on Sunday, it will be observed the following Monday.
In addition, each full-time empioyee shall receive one (1) fioating holiday to be
taken on a day of his/her choice with prior approval of the supervisor. To receive the
floating holiday, an employee must work at least one thousand forty (1,040) hours during
the calendar year.
Part-time employees shall be paid for their regular work hours for holidays that faii
on their regularly scheduied working days.
14.2 insurance Benefits. Medical/Hospitalization Insurance: The City shall make
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available a group medical and hospitalization insurance plan for all regular and
probationary full-time and part-time employees and their dependents. The City Councii
shall annually determine the amount of premium, if any, which will be paid by the City as
a fringe benefit.
Life Insurance: Each regular and probationary full-time employee that is included
in the Non-represented Pav Plan shall be covered by the terms of a group term life
insurance policy payable in the event of death to a beneficiary designated by the
employee, in an amount equal to his/her annual salary. Supplemental Iife insurance may
be made available for purchase by eligible employees. The City Councii shall annually
determine the amount of premium, if any, which will be paid by the City as and for a fringe
benefit.
Regular Part-time Employees: Regular part-time employees working an average
of twenty (20) hours per week or more shall receive fifty (50) percent of the employer's
maximum contribution toward insurance programs as specified for full-time employees.
Regular part-time employee working an average of thirty (30) hours per week or
more shall qualify for the same insurance benefits as those available to full-time
employees.
14.3 Annual Leave. Each regular, full-time City employee shall earn annual Ieave
at a bi-weekly rate, which will total the following amount of annual leave:
Employees with 0 through 7 years City employment
Employees with 8 through 15 years City employment
Employees with 15+ years City employment
144 hours per year
192 hours per year
208 hours per year
Each regular, part-time employee shall receive annual leave in proportion to the
number of hours he/she works per pay period, in accordance with the above schedule.
Regular part-time employees hired after August 1, 2005, who average less than twenty
hours worked per week, shail receive no annual leave.
Except in the case of injury or illness, annual leave may only be taken upon
approvai of the employee's supervisor, which approval shall not be unreasonably
withheld. Such approval shall consider City service needs. Except in the case of injury or
illness or the employee or hislher spouse or minor child, no annual leave shall be granted
until the employee has completed one thousand forty (1,040) nours of work.
Annual Beave earned shall be accrued and the total number of earned annual
leave hours shail be provided to the employee each pay period. Annual leave with pay
may not be taken unless it has been earned. Except in the case of injury or illness, no
employee shall be ailowed to take more than 160 consecutive hours of annual leave at
one time.
Employees who terminate employment with the City and have annuai leave time
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remaining shall be paid for their accrued annual leave, provided they have completed at
least one thousand forty (1,040) hours of employment.
An employee who uses annual leave for iliness or injury may be required to
present evidence that he/she is again able to perform all the duties of his/her job
description.
Annual leave must be taken in increments of no less than one (1) hour. Except as
provided for employees converting to annual leave; no employee may carry over more
than two hundred forty (240) hours of accumulated annual leave from one year to the
next. In the event that an employee has in excess of two hundred forty (240) accumulated
hours of annual leave after December 31 of any year, the employee's accrued annual
leave shall be reduced to two hundred forty (240) hours.
Employees who converted to annual leave and who, from vacation and sick leave,
exceed the maximum carry-over limitation, may carry over, as a maximum, the same
number of hours to which their accumulated vacation and sick leaves converted.
However, should an employee's accrued annual leave exceed this maximum after
December 31 of any year, the employee's accrued annual leave shall be reduced to the
maximum as computed herein.
Once per year, on either the first pay period after April 1 or the first pay period after
October 1, any employee who has completed at least seven (7) years of service with the
City may exchange up to twenty-four (24) hours of accumulated annual leave for payment
equal to twenty-four (24) hours of pay at his/her current rate. Any employee who has
completed at least fifteen (15) years of service with the City may exchange up to forty (40)
hours accumulated annual leave for payment equal to forty (40) hours of pay at his/her
existing rate.
In addition to the foregoing, any employee who converted vacation and sick leave
to annual leave and who exceeds the maximum carry-over limitation of two hundred forty
(240) hours, may exchange up to an additional forty (40) hours of pay per year at his/her
existing rate for that accumulated leave in excess of two hundred forty (240) hours.
Should an employee elect to exchange such additional leave, as hereinbefore provided,
that additional exchange shall reduce the employee's maximum hours by the same
number of hours exchanged for pay.
14.4 Short-Term Disabilitv Benefits. The City shall provide short-term disability
benefits for those regular employees who are covered by annual leave. Short-term
disability benefits shall be paid to such an employee who shall have missed twenty (20)
consecutive working days of employment due to iliness or injury.
The amount of the short-term disability benefit payable shall be the difference
between the employee's regular rate of pay, in effect at the time of the injury or iliness
unless otherwise approved by the City Administrator or his/her designee and any
payment{s) the employee receives or anticipates receiving in the nature of wage loss
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replacement whether it be from workers compensation, Public Employees Retirement
Association (PERA) disability, Social Security, personal injury protection, or any other
source, payable from the 21st working day following the employee's initial absence from
work due to injury or iliness and continuing for a maximum of ninety (90) working days.
Any employee receiving payments under the short-term disability benefit plan shall
not accrue annual leave during the period of time of disability. in order to qualify for short-
term disability benefit, the employee shall submit medical documentation from a physician
certifying that the first twenty (20) consecutive working days of the employee's absence
was due to injury or illness.
In order to continue receiving short term disability benefits, an employee must
regularly submit medical documentation substantiating the disability for the duration of the
disability at the City's request from a physician certifying that the absence from work is
due to injury or illness.
The employee shall further provide to the City a release of inedical information
authorizing the City, or its agents, access to the employee's medical records relevant to
the specific injury or illness in question for the purpose of sustaining disability.
The employee shall, if required or requested, submit to an examination at the
City's expense by a physician designated by the City in order to verify the injury or illness
claimed by the employee.
Before qualifying for short term disability benefits, an employee must compiete
ail required City forms to the City's satisfaction. In order to continue to receive short
term disability benefits, all required City forms must remain in effect for the duration of
the disability.
Each new event which results in short term disability benefits shall be preceded
by a new waiting period of twenty (20) consecutive working days. Each new event shall
be subject to the provisions of this Article.
If an employee returns to work on a part time basis during the ninety (90) day
benefit period, each day in whicn the employee is able to work four (4) or more hours
per day shall count as one (1) day toward the ninety (90) day benefit period. Each day
in which an employee is able to work less than four (4) hours per day shall count as
one-half (1/2) day toward the ninety (90) day benefit period.
14.5 MSRS Post-Emplovment Health Care Savinas Plan. For employees in pay
grades I-III of the Non-represented Pay Plan and the City Administrator, they will
contribute 2% of their annual salary as determined on the 1 St of January of each year,
contributed equally over 26 pay periods. They will also convert 100°/o of their Annual
Leave balance into their post-employment Health Care Savings Account upon
termination or retirement from employment.
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For employee in pay grades IV and IVA of the Non-represented Pay Plan, they
will contribute 2% of their annual salary as determined on the 1 of January of each
year, contributed equally over 26 pay periods. They will also convert 50% of their
Annual Leave balance into their post-employment Health Care Savings Account upon
termination or retirement from employment.
For employees in pay grades V-X of the Non-represented Pay Plan, they will
contribute 1% of their annuai salary as determined on the 1 of January of each year,
contributed equally over 26 pay periods. They will also convert 50% of their Annual
Leave balance into their post-employment Health Care Savings Account upon
termination or retirement from employment.
SECTION 15. TEMPORARY LIGHT DUTY POLICY
Consistent with public service needs, the City may assign light duty to employees
who are temporarily disabled and unable to provide full performance of all work duties
assigned to their job classification. The City reserves the sole right to determine, on a
case-by-case basis, whether light duty will be assigned and, if assigned, what duties the
employee will be expected to perform in the duration of the assignment.
The procedure for applying for light duty assignment will be as follows:
A. When an employee is unable, due to temporary disability, to provide full
performance of ail work duties assigned to the employee's job classification,
the employee may request light duty by completing the Request for Light
Duty form and submitting it to his/her Department Head. The request shall
state the nature and extent of the temporary disabiiity and the job duties
that the employee is unable to perform, along with expected length of the
disability and any work restrictions related to the disability. The City will
usually require the request to be accompanied by a physician's report
containing diagnosis, current treatment, and physician approval for light
duty assignment with any restrictions thereon.
B. The City may require an independent evaluation conducted by a physician
selected by the City to verify the diagnosis, current treatment, work
restrictions and expected length of disability.
C. Determinations regarding light duty will be made on a department-by-
department, case-by-case basis. The Department Head, in consuitation
with the City Administrator, will consider such factors as public service
needs and budgetary considerations, the need for work which may be
assigned as light duty, the employee's capability of performing the work, the
number of employees not available for work due to injury or illness, and
other relevant factors.
D. The City will determine what job duties the empioyee will perform. These
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duties may include those currently assigned to the employee's job
classification or any other duties the City considers to be appropriate.
Duration of Iight duty will be determined at the sole discretion of the City.
E. Assignments to light duty will be reviewed on a monthly basis or more often
as deemed necessary by the City. The City, in its sole discretion, reserves
the right to terminate a light duty assignment at any time based upon, but
not limited to, the factors set forth in sub-item C above.
SECTION 16. LEAVE POLICY
16.1 Iniurv on Dutv. An employee injured in the line of duty, covered by the
Workers Compensation Law of the State of Minnesota, and eligible for workers
compensation pay, shall be guaranteed their regular base rate of pay by the Employer for
a maximum of ninety (90) working days.
Injury on Duty (IOD) pay will start after the employee has been off work due to the
injury three (3) working days.
The employer shall pay the difference between the employee's weekly pay and
their weekly workers compensation check to the extent that the employee's after-tax net
take home does not exceed the employee's after-tax pay earned while working.
When the employee has exhausted the employee's ninety- (90) day IOD bank, the
employee may then draw on the employee's accumulated annual leave.
No employee may return to duty without medical verification that the employee is
capable of returning to work and performing all the regular duties of their job description
unless a return to work under light duty can be arranged.
The injured employee will allow the employer access to the employee's medical
records on file with the Workers Compensation Insurance Carrier or State Workers
Compensation Commission.
Additional benefits paid to the employee will not be charged against the
employee's annual leave or other accumulated benefits within the sixty- (60) day period.
16.2 Militarv Leave. An employee who is a member of the National Guard or
military reserve force of the United States of America shall be entitled to military leave as
provided by the statutes of the State of Minnesota or the government of the United States
of America. Except in the cases of military emergency or immediate mobilization, an
employee shall notify his/her supervisor as soon as is possible, after receipt of a notice of
active duty, in order to claim miiitary leave (see Section 14.7 below).
16.3 Jurv Leave. An employee wno is summoned to serve upon a jury shall be
granted compensation equal to the difference between the employee's regular rate of pay
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and compensation paid to him/her for serving on a jury. An employee who is excused
from jury duty prior to the completion of a workday is expected to return to work for the
completion of that day. An employee shall notify his/her supervisor upon receipt of a
summons to appear for jury duty in order to claim jury leave (see Section 16.8).
16.4 Parental Leave. An employee shall be granted leave without pay and enjoy all
benefits consistent with the Family and Medical Leave Act (FMLA).
16.5 Leave of Absence. The City Administrator may, upon approval of the
employee's Department Head, permit a regular employee a leave of absence without pay
for a period of up to six (6) months. No employee shall be entitled to accrue leave, earn
seniority, or accrue time toward step increases in the pay plan while on a leave of
absence without pay. The employee may continue coverage under any group insurance
plan, but will be required to pay the full premium without employer contribution.
16.6 Impermissible Leave. Unless otherwise authorized, no leave of absence shall
be granted for the purpose of protecting a job while the employee seeks or obtains other
employment.
16.7 Additional �eave. The City Administrator, in his(her discretion, may grant
additional leave of absence, for an extended period of time, in cases of extended illness
or personal hardship.
16.8 Requests for Leave. Except in the case of injury or illness, for aIl requests for
Ieave an employee must fill out a Request for �eave Form at Ieast 48 hours prior to the
commencement of leave; the form must be approved by the Department Head or his/her
designee. The Department Head (or designee) may waive the 48 hour requirement when
it shall not impair the delivery of City services or impose a hardship on other employees.
SECTION 17. COMPENSATORY TIME
17.1 Eliqibilitv. "ExempY' employees under the federal Fair Labor Standards Act
(FLSA) may be required to work in excess of eight (8) hours per day, or 40 hours per
week. Any time worked in excess of (8) hours per day shall be recorded for account.
17.2 Authorization. Exempt employees must be authorized to use compensatory
time by their Department Head. The taking of such compensatory time must be
consistent with the job requirements of such managerial and professional positions.
Exempt employees are not entitled any specific amount of compensatory time off.
Non-exempt empioyees not covered by the terms of a collective bargaining
agreement or other employment contract may accrue compensatory time in lieu of
overtime pay, at the discretion of the Department Head. Compensatory time must be
taken in increments of no less than one (1) hour. No employee may carry over more than
sixty (60) hours of accumulated compensatory time from one year to the next. In the
event that an employee has in excess of sixty (60) accumulated hours of compensatory
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time after December 31 of any year, the employee's accrued compensatory time shall be
paid out and reduced to sixty (60) hours.
Non-exempt employees who terminate employment with the City and have
compensatory time remaining shall be paid for up to sixty (60) hours of compensatory
time, provided they have completed at least one thousand forty (1,040) hours of
employment.
17.3 �imitation on Use. A supervisor may authorize the taking of up to sixteen (16)
hours per week compensatory time.
17.4 Council Authorization. The City Council may authorize the use of
accumulated compensatory time by an employee who has exhausted his/her annuai
leave.
SECTION 18. TRAVEL, TRAINING AND EDUCATION POLICY
18.1 PURPOSE
The purpose of this policy is to provide guidelines and procedures to be used when
individuals participate in Travel, Training, and Education (TT&E) events. This policy will
be reviewed prior to December 31, 1999, to determine if changes are necessary.
18.2 TRAINING/EDUCATION PHILOSOPHY
Through its commitment to PRIDE, the City will maintain a highly skilled, efficient,
motivated work force which meets all required mandates and allows for career
enrichment through training and education. This process will be administered in an
economic fashion that maximizes the city's return for its budget training funds and will
comply with all budgetary limits. It is expected that any training, travel or education
funded by the City will be for a defined purpose to further organization goals. It is also
expected that any expenditure will be for a valid business purpose.
18.3 TT&E PROGRAM DEFINITIONS
Advanced Education: Any training or program participation that could result in a
certification or degree from an accredited college, university or trade school.
Comparab/e Training: Any training or program substantially similar in content, or which
meets similar criteria for certifications, licenses, or other required training.
Established Safety Policies: The adopted safety policies and criteria established by the
entire City or individual departments reiating to the expected and required safety
conduct, responses, action or training.
Organization Goa/s: Remaining current with changing legal or technicai requirements,
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maintaining education requirements for various certifications, and researching best
practices.
Priority 1 Training: Required and necessary training. TT&E participants receive training
in the skills needed to perform the specific job function in his/her division/department.
Required training is in association with state and federal Iicenses, City job description or
City step plan. This would also include state or federal guidelines for mandatory
requirements which, if they were not attended, would result in penalties or fines. These
training opportunities are intended to meet aIi appiicable standards, certifications,
accreditations and Iicenses required of the positions held. Necessary training is an
accreditation or certification from professional or trade organizations that enhance an
individual's level of professional status and improve the quality of the City work force.
Priority 2 Training: Desirable training for job enrichment that includes verbal or written
skills, technology, and personal development and improvement programs. These
opportunities may be provided by other departments within the City or by others outside
the City. These "Priority 2" opportunities are subject to department head approval and
to the availability of department training funds.
PRIDE: Personal Service Responsiveness innovation Dedication Effectiveness
Training Officer. The Citv Administrator or his/her
desiqnee.
Training Plans:
Department Training Plan: A narrative document detailing a one-year plan for training,
education and professional development that sets minimum standards and goals for
each position, individual, or commission member within that department.
Professronal Development Plan: A narrative document detailing a defined action plan
for professional development for an individual employee. Said plan shall list types of
training, course work or degrees needed to complete the plan and list of how the
described training will benefit the City.
TT&E Event: Any travel, training, education or business-related function that meets the
eligibility approval criteria and is funded all or in part by the City of Cottage Grove.
TT&E Locations:
In-House Training: Training provided at City facilities or through City of Cottage
Grove arrangements.
Local Training: TT&E events that take place in the seven-county metropolitan
area.
Nationa! Training: TT&E events that take place outside a 500-mile radius of
Cottage Grove.
Regional Training: TT&E events which take place outside the Twin Cities Metro
Area (local training) but within a 50-mile radius of Cottage Grove.
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TT&E Participant: All full- and part-time city employees, interns, Council members and
affected Commission and Committee members participating in TT&E events.
18.4 TT&E PROGRAM ELIGIBILITY/PRIORITY
The following criteria will be considered in reviewing TT&E requests:
Required Criteria:
. Funded in the budget
. In compliance with the travel, training and education policy
. In accordance with an Approved Departmental Training Plan
Additional Criteria:
• Priority level of training (Priority 1 or Priority 2)
. Training associated with established safety policies
. Training associated with new trends, techniques, or technology utilized by
the City
• Training associated with equipment or machinery utilized by the City
. Training related to an established step advancement training program
. In accordance with an approved Professional Development Plan
(Individual)
18.5 REVIEW PROCESS
A. Training Pian
Each department shall develop a training plan by November 1st of each
year for the following year. This plan shall achieve department training
needs, address career development interests, guarantee certification
requirements are achieved/maintained, and ensure that sufficient funds
are available in the training budget.
Training plans shall identify major job classifications and include a menu
of courses that would be appropriate for each major job classification.
Training plans and course menus (employee options for courses) shall be
submitted to the City Administrator or his/her designee for review and
approval. Approved training plans shall be returned to the departments for
administration.
B. Conference Policy
As with all TT&E events, TT&E participants interested in attending
professional development conferences in or out of state must meet the
TT&E program eligibility criteria. Attending programs offered within the
state, and preferably the metro area, should be the practice whenever
possibie.
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C. TT&E Location Policy
When evaluating training opportunities, requests shall be reviewed to
ensure the most cost-effective option is selected based on the following
critieria:
. Training In-house
• Training Local
. Training Regional
. Training National
Regional or national training shall not be approved if there is reasonable
access to comparable training in the local area within the same budget
year.
D. TT&E Request Procedures
To attend a TT&E event, it is necessary to complete a Training/Travel
Request form (must be submitted to a designee of the City Administrator)
or an Educational Reimbursement Application (see Section 16.11).
Approval at Department Head (or Designee) Level
Ail Course requests that:
• Meet the departmenYs approved training plan; and
. Do not exceed $200.00 in non-labor costs or exceed one
day of training; and
• Do not invoive overnight lodging; and
• Sufficient budget amounts are available in the Department
training budget
Approvai at City Administrator's (or Designee} Level
AII course requests that:
. Exceed $200 in non-labor costs; or
. Involve overnight lodging; or
. Are not part of the approved department training plan
E. Training Report
A report of all completed training shail be made to the City Administrator
or his/her designee.
18.6 ALLOWABLE EXPENDITURES
A. General
. The City pays a TT&E participant's expenses incurred while attending
a TT&E event, in accordance with policy guidelines.
• The TT&E participant must pay expenses incurred by a spouse or
guest attending a conference with a TT&E participant.
• If an employee registers for a training event and then cancels, he/she
must reimburse the City for any fees that are not returned to the City
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upon cancellation. This does not apply if the employee's supervisor
requests that the employee cancel the training event.
B. Meals
. If the TT&E event is more than one day in duration, there shall be a
maximum per diern (including gratuities for meals only) of $30 per day.
• For partial days, the meal allowance will not exceed the following:
Breakfast: $6.00
Lunch: $9.00
Dinner: $15.00
• Tips shall not exceed 15% of City reimbursed meal cost.
. When an event encompasses a full day, TT&E participants may spend
the daily allowance among the three meals, at their discretion, unless
meals are inciuded as part of the conference registration. In that case,
the money allotted for that meal couldn't be spent.
• For local and regional area training or meetings, lunch will be
reimbursed if not covered in the fee for the event. No other meals will
be reimbursed unless prior approval is granted.
• Costs for alcoholic beverages shall not be reimbursed.
• Itemized receipts will be required for reimbursement upon return from
the event, along with any unused portion of the meal allowance (if
cash advance was received). Receipts must clearly state date,
location, and name of restaurant as well as specific food and
beveraqes ordered and purchased.
A representative of the City may occasionally be in the position of having
to provide a meal for other persons who have official business with the
City. The cost of providing such meals, including tax and a reasonable
gratuity, will be reimbursed provided the following conditions are met:
1) Expenditure must be approved by the City Administrator or
designee prior to the event;
2) Name and official capacity of each person attending must be listed;
3) Public purpose/benefit of the meeting must be described;
4) An itemized receipt (see above) must be provided; and
5) No alcoholic beverages will be reimbursed.
C. Lodging
• Reimbursement for lodging expenses shall be aliowed only for
authorized TT&E participants.
. TT&E participants should choose lodging based on reasonableness of
cost and proximity to the conference, meeting, or training site.
. Reimbursement will be made at the lowest standard single room rate
of the chosen facility.
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• Each authorized person shall be allowed an individual single room.
. Lodging costs shall be reimbursable only from the night preceding tne
conference through the night immediately following such event, unless
an additional evening's stay will decrease travel costs.
• Overnight stays within the local training area are not permitted without
the City Administrator or designee's approval in advance of the stay.
D. Miscellaneous expenses
• One (1) personal long distance call per day, in an amount not to
exceed 15 minutes, will be reimbursed.
• Costs for reasonable use of phones, copy and fax machines, or other
approved business services when used to conduct City business will
be reimbursed.
E. Transportation
Auto Rental: Rental cars shall not be used as part of a TT&E event unless
prior approval has been obtained from the City Administrator or designee.
The cost reimbursed will be at the mid-size vehicle rate. Auto rental must
be requested on the Travel Request form, and justified as required for
official business. Multiple quotes, including appropriate insurance and
fees, should be obtained from a minimum of three (3) rental agencies and
attached to the request form. If reasonable public transportation is
available, or a Iess expensive means of transportation is available, a
rental car should not be requested. A car may be rented if the Iocal
transportation is impractical, or more expensive, than renting a car for the
period in question.
City Vehicle and Personai Vehicle Usage: Transportation within the state
shall be by City vehicle. If a City vehicle is not available, TT&E participants
may use a personal vehicle. Approved personal auto usage while
attending a TT&E event is reimbursed at the current Internal Revenue
Service per-mile rate. The City of Cottage Grove does not provide
insurance on personal vehicles.
When traveling from the normal work location to a TT&E event and back,
the mileage allowance is the actual work related mileage traveled.
When traveling from a TT&E participanYs residence to a TT&E event, and
then to a normal work location, the mileage allowance is the excess miles
traveled over those normally driven from the residence to the normal work
location. When traveling from a normal work Iocation to a TT&E event,
and then to the TT&E participant's residence, the mileage allowance is the
excess miles traveled over those normally driven from the normal work
Iocation to the participanYs residence. When traveling from the residence
to a TT&E event and then returning to the residence, mileage in excess of
that normally driven to and from the normal work Iocation is reimbursable.
If such travel occurs on a day that the TT&E participant is not scheduled
to work, or involves travel to evening meetings outside the normal work
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hours, total mileage traveled is allowed.
Personal use of any City vehicle is prohibited, other than commuting (for
those TT&E participants required to commute in a City vehicle), or "de
minimis" personal use. The City Administrator can approve take-home
vehicles.
Air-Related Travel Policies: Air travel by authorized TT&E participants
must be the lowest fare routing. Lowest fare routing is the lowest fare
which:
. Requires no more than one interim stop or change of planes
each way
• Resuits in a Iayover not exceeding two hours each way.
Every effort should be made, when practical, to book tickets early to take
advantage of money saving offers. At a minimum, airfare tickets must be
purchased at Ieast 20 days in advance. Frequent flier miles associated
with TT&E travel are property of the City.
If a TT&E participant wishes to drive, and the mileage allowance would be
greater than the airfare, the traveler may be reimbursed "equivalent
airfare" instead of the actual mileage costs. This would include the cost of
the airfare, plus shuttle service to and from the airport. The additional time
required to travel by car will be the employee's own time.
Shuttle Service and/or Parking: Costs for transportation to and from the
airport are reimbursed at the least expensive mode available. Ground
transportation may be reimbursed up to the fare from the TT&E
participant's normal work site to the appropriate airport. Mileage and
parking will be reimbursed if the TT&E participant chooses to drive a
personal automobile to the airport, only if the total cost of mileage
reimbursement and parking is less than the round-trip ground
transportation from the work site. Reimbursement of charges for taxis and
airport limousines shall be made only if other modes of transportation are
impractical.
When attending an event or business meeting where parking is limited, or
where parking decks are expensive, a parking meter may be used. The
TT&E participant will need to document the amount spent for a parking
meter on a form, as required by the Finance Department.
F. Cash Advance for, and/or Pre-payment of, Travel Expenses
TT&E events requiring overnight accommodations or extended time away
shall be eligible for a reasonable cash advance. Upon prior approval by
the Training Officer a travel advance may be obtained from the Finance
Department. The request must be submitted by the deadlines established
for cneck payments.
Advancing money for travel does not constitute approval of spending the
entire advanced sum. Monies not spent must be returned to the City.
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Pre-payment of travel expenses (for example, registration fees) may be
made upon application and approval of voucher by the City Administrator
or designee.
18.7 REIMBURSEMENT PROCEDURES
Only approved, actual, and necessary expenditures qualify for reimbursement,
and must have receipts. In addition, to receive reimbursement the following
criteria must be met:
• Within 30 days of returning from an approved TT&E event, the
participant must submit a mileage and expense report form.
. Receipts for the payment of transportation, lodging, and other
business expenses shall be attached to the expense report.
. Tips shall be noted on the meal receipt.
. All receipts must be dated and in chronological order.
• Any unused portion of a cash advance will be returned to the City.
• If the billing is for joint occupancy, the lodging cashier shouid indicate
the single room rate for the room occupied. It is the TT&E participanYs
responsibility to obtain this.
. TT&E participants shall be required to submit an itemized lodging bill
showing both charges and payments for reimbursement.
. TT&E participants submitting receipts for parking fees shall be
reimbursed in the amount noted on the receipt.
. When two or more TT&E participants travei to the same destination by
the same vehicle, mileage and parking fee reimbursement will be
made to only one person.
A significant, unexplained discrepancy between the estimated cost as requested
on the TT&E request form and the expense report form may result in a request
for additionai justification.
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It is expected that all participants in TT&E will receive a documentable benefit
from attending a TT&E event. It is a goal of the TT&E program that participants
share that benefit with an appropriate audience. Therefore, upon return from a
TT&E event participants are required to somehow communicate the gained
benefit. Acceptable mediums for this requirement, which should be chosen
based on appropriateness, include, but are not limited to:
. Written report to supervisor, co-workers, or others who would gain
from knowledge;
. Verbai discussion at a staff or department meeting;
. Distribution of materials obtained to other employees who may benefit;
and
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. Discussion with supervisor.
The TT&E participant shall provide the Training Officer with a rating of the TT&E
event, as well as documentation of the foilow-up procedure, on a form available
from the Personnel office. Information will be maintained in the training
database.
18.9 COMPUTING WORK TIME WHILE IN TRANSIT
In order for the City to assess the obligations for paying travel time, the determining
factor is whether or not the travel involves an overnight stay in another city. If a non-
exempt employee is staying overnight in another city, travel occurring during the normal
working hours, regardless of the day of the week, must be considered hours worked. If
a TT&E participant is directed to travel to another city, but returns home that evening,
all travel time, less the TT&E participanYs normal commute, will be considered time
worked.
The employer can direct when the TT&E participant should travel. This may sometimes
involve a cost-benefit anaiysis. For example, it may be cheaper to pay travel time on a
Saturday if the cost for the airfare is less for staying over on a Saturday night. This
travel time may be overtime if the TT&E participant is eligible per the appropriate labor
agreement/personnel policy.
The employer can change work hours for non-union TT&E participants in order to
schedule around a TT&E event. For bargaining unit employees, the applicabie labor
agreement should always be reviewed.
Exempt employees will be paid their normal salary. Travel time outside tne normal work
schedule is not paid, under any circumstances, to exempt employees.
18.10 EXCEPTIONS
Exceptions to this policy may be allowed, with prior approval of the Training Officer and
the City Administrator, for unique circumstances, cost saving alternatives, or to provide
for reasonable accommodations for the physical or medical needs of a TT&E
participant.
18.11 EDUCATION POLICY
Any employee who is interested in pursuing further job related training and education
opportunities could independently pursue these opportunities under the city's education
policy. An employee can take a course at an accredited college/vocational school, and
apply for reimbursement for tuition costs per the policy. in addition, these courses
would be taken on the employee's own time.
Tuition/Book Reimbursement: The City encourages its employees to participate in
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continuing education in order to improve job performance in their present positions, and
to prepare for advancement within the City through self-development. In furtherance of
said goal, the City will reimburse an employee for the payment of tuition and the purchase
of books when ail of the following conditions have been met:
d)
e)
f)
9)
a) The course can be taken at an accredited college or university, an accredited
vocational institution, or at an approved adult education program;
b) The employee shall submit an Education Reimbursement Application form to
his/her Department Head rip �or to the commencement of the course.
c) The request for approval shall state, at a minimum:
. The name of the college, vocational institution, or adult education course
being attended;
. The starting date of the course;
. The estimated completion date of the course;
. An inclusive description of the course, its educational content, and the
manner in which this course relates to the empioyee's current position, or
an immediate promotional position to which the employee may advance;
. The identification of availability and source of other assistance which the
employee is eligible to receive by virtue of enroiling in this educational
program;
. The number of credits for which the course has been approved;
. Whether the course will be taken at a time other than the employee's
regular work hours, or whether the employee will need to use leave in order
to attend the course; and
. Once the form has been approved, it will be returned to the employee. Only
after the form is returned and signed, is the employee authorized to
proceed. The employee shall return the form, along with receipts and grade
reports, upon completion of the course.
The above information can be provided on the Education Application form or
attached to the form.
All courses approved for tuition and book reimbursement must be job related;
The Department Head shall forward the employee's request to the City
Administrator or designee;
Within 30 days following receipt of the request, the City Administrator or designee
shall respond to the request, inciuding whether the request is approved or denied.
Reasons for denial shall be specified, and may include, but not be limited to:
unavailability of funding, the course or program is not reasonably related to the
employee's job performance or
knowledge, or does not develop skills reasonably necessary for his/her position;
Upon receiving a C or better for the course, and presentation to the City of a paid
receipt for the cost of tuition and books, the City shall reimburse to the employee
those amounts for which he/she has not already received reimbursement through
another source as specified in item b), above. The empioyee shall submit
documentation showing the grade obtained for the course, receipts showing
payment for the cost of tuition and books, a voucher for reimbursement, and the
original approved Education Reimbursement application form. If the employee is
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approved for a pass/fail course, reimbursement will be processed upon
documentation of passing the course;
h) No reimbursement will be made, under any circumstances, for the cost of
supplies, student memberships, student health coverage, activity fees or costs,
transportation to or from school, parking, or any other charges for which the
employee became liable while attending school;
i) All tuition and book reimbursement is subject to the availability of budgeted funds;
j) No employee may receive in excess of $1,500 tuitionlbook reimbursement in any
one calendar year. The City Council may waive this limitation in unusual
circumstances where it is determined that there is a justifiable City need for an
employee to take additional schooling; and
k) Employees who receive tuition/book reimbursement, and who do not complete
at least two (2) years of employment with the City after such reimbursement, will
be required to repay the reimbursement on a pro-rated basis for the two (2)
years.
The pro-ration schedule for repayment will be as follows:
• Up to 6 months after course ends, full repayment
• 6 to 12 months after course ends, 75% repayment
. 12 to 18 months after course ends, 50% repayment
• 18 to 24 months after course ends, 25% repayment
. After 24 months—no repayment
Educational Leave Time: Where an employee is engaged in advanced education, the
employee may request approvai of his/her Department Head in order to use
compensatory leave, or annual leave, time in order to attend a course given during the
employee's regu{ar working hours.
18.12 BUSINESS TRAVEL AND EXPENSES (NON-EDUCATIONAL) AND
AUTOMOBILE FRINGE BENEFITS
Miscellaneous Expenses: An employee shall be reimbursed for his/her actual out-of-
pocket expenses expended for approved purchases on behaif of the City. Such expenses
will be subject to the guidelines established in Section 16.
Automobile Fringe Benefits: Department Heads issued cars are required to commute to
and from work in the City vehicle. Other authorized use of city vehicles is defined as
travel to and from city-related meetings, seminars, or other City functions.
Income will be determined according to IRS guidelines, and wili be considered taxable
income and reported on the W-2 for any personal benefit, including commuting.
Monthly allowances and per-mile allowances are considered taxable income and will be
included on the W-2 form. It is the employee's responsibility to maintain records for any
deductions from this income due to miles driven, gas purchased, or expenses incurred.
Clearly marked police and fire vehicles are considered exempt under IRS guidelines
and, therefore, will have no additional income for automobile fringe benefits derived
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from the use of City-owned vehicles.
The City considers automobile fringe benefit income paid monthly, and must withhold
state and federal income taxes from this income.
18.13 COMMITTEE MEMBERSHIP
Employees who are considering participation on a committee for a professional
organization, or some other work-related task, shall notify the Training Officer prior to
accepting appointment to the committee. The Training OfFicer shall also be notified if an
employee is considering becoming a Board member of a professional organization.
SECTION 19. NEPOTISM POLICY
19.1 PURPOSE
The purpose of this policy is to establish guidelines regarding the conditions of
employment for City employees who are related. Relatives of current City employees
and City Council members are not eligible for employment in job classification in which
a conflict of interest may occur.
19.2 POLICY
Relatives will not be hired where:
(a) one relative would have the authority or practical power to supervise, appoint,
remove, or discipline the other;
(b) One would be responsible for auditing the work of the other;
(c) Other circumstances exist which would place the relative in a situation of
actual or reasonable foreseeable conflict between the City's interests and
their own; and
(d) Where the applicant/City employee has a relative who is empioyed by an
organization with whom the City has business dealings, and in the City's
judgment, considering the positions and job responsibiiities of both the
applicantlemployee and the relative would create an appearance of improper
influence or favor or would jeopardize the confidentiality of data maintained
by the City.
The City is not obligated to give special treatment, such as preferential scheduling, to
married couples.
Department of Public Safety: The primary obligation and responsibility of every
employee is at all times to the City of Cottage Grove. Employees should never be
unduly placed in a situation where their Ioyaity, integrity, reasons for making a decision,
or reasons for taking any action are subject to aliegations of bias, prejudice, or
favoritism due to nepotism. This is especiaily true considering the dangers associated
with law enforcement. Employees should never be placed in a situation where they are
required to order another relative into a life threatening situation. Employees should
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also never be placed in a situation that requires them to supervise, direct, assist, or
order, another relative into a situation where the relative may face injury or bodily harm.
For these reasons, the department must set standards to ensure that nepotism does
not hinder the effective operation, or professional reputation, of this department.
19.3 DEFINITIONS
Relative - shall be defined as persons related by blood or marriage within the third
degree of kindred, computed according to the rules of "civil law" which shall inclGde:
spouse, parents, sons, daughters, brothers, sisters, grandparents, in-laws, persons who
live with each otner and consider themselves, or represent to others, a relationship
situationally similar to being married or domestic partners. All decisions and
determinations with regard to the interpretation and effect of the above shall be made
by the applicable department director in consortium with the Personnel Officer and the
City Attorney.
Empioyee - Anyone employed in or affiliated with a full time, part-time, seasonal,
temporary, paid on-call, or volunteer position.
Former Relative — shall be defined as a person who was related as defined above, but
has not been related as defined above for a period exceeding two (2) years.
19.4 PROCEDURE
In order to ensure the lack of bias and/or favoritism or the appearance of same,
relatives of City employees will not be employed, promoted, engaged to perform
services, or allowed to remain in any such position, where it results in a relative serving
as a supervisor, temporary supervisor, lead officer, training officer, direct report, or
directly influencing the recruitment, employment, salary, fees, work product, operational
effectiveness, or performance review of another relative.
Whenever any appointed officer or employee becomes related, either by marriage or
adoption, to another officer or employee in one of the relationships previously listed in
this policy, the affected officer(s) and/or employee(s) shall be allowed to remain in
his/her position(s) for a period of one year from the date on which the affected person
(s) became related. During the one year period, the affected person(s) shall be
permitted to apply for a transfer to any available position with the City which is both
comparable in salary and benefits to the position which the affected person(s) holds,
and for which the affected person(s) is qualified, the term "comparable in salary and
benefits" shall mean monetary compensation of up to ten percent (10%) less or more
than the person's current monetary compensation. Any such transfer must be
completed within the one-year period provided in this section. If the affected person(s)
has not compiied with the requirements of this section within tne one year period
established herein, where one or more of the affected person(s) is an elected or
appointed officer, and the remaining person(s) is an employee of the City, the City
Administrator shall recommend termination of the employee(s); and where the affected
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persons are ernployees, the City Administrator shall recommend termination the
affected person(s) with the shortest length of employment with the City. This provision
applies to ali positions of the City.
Department of Public Safety: Whenever any employee becomes related to another
employee and a potential nepotism based conflict of interest exists, the Director of
Public Safety shall have the autnority to reassign any or alI effected employees to
eliminate nepotism concerns. The decision about reassignment of employees within
the department is at the sole discretion of the Director of Public Safety.
Every employee is required to be familiar with this policy and report any change of
circumstance in their life that would make them related to another City employee.
Failure of any employee to notify the department director or personnel officer about any
change of situation in their life that would make them related to another City employee
within sixty (60) days of said change is a violation of this policy.
Nothing herein shail be interpreted as requiring an employee at the time of an election
to be discharged because a relative described herein has been elected an officer of the
City.
This policy does not apply to a former relative. Nothing herein shall be interpreted as
requiring an employee at the time of an election to be discharged because a relative
described herein has been elected an officer of the City.
SECTION 20. OFFENSIVE BEHAVIOR
It is the City's policy to maintain a working environment free from offensive or
degrading remarks or conduct. Such behavior includes inappropriate remarks about the
employee's race, color, creed, religion, national origin, sex, marital status, disability,
sexual orientation, age and status with regard to public assistance. Offensive behavior
prohibited by this policy also inciudes requests to engage in illegal, immoral or unethical
conduct.
One specific kind of illegai behavior is sexual harassment. Sexual harassment,
which can consist of a wide range of unwanted sexually directed behavior, is defined as:
1. Unwelcomed and unwanted sexual advances;
2. Requests or demands for sexual favors;
3. Verbal abuse or kidding that is sexually-oriented and considered
unacceptable by another individual;
4. Any type of sexually-oriented conduct that would interfere witn another's
work performance;
5. Creating a work environment that is intimidating, hostile, or offensive
because of unwelcomed or unwanted sexually-oriented conversations,
suggestions, requests, demands, physical contacts or attentions.
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Any person who feels he or she is being subjected to offensive behavior of any
kind should feel free to object to the behavior and should also report the behavior to
either his/her Department Head or the City Administrator.
All allegations of offensive behavior will be investigated promptly, fairly and
completely. The facts shall determine the response to each complaint. Each situation will
be handled discreetly. In the event that the ofFensive behavior reoccurs, it should
immediately be reported to either of the persons named above.
Employees should understand that this policy applies to each and every employee
of the City, including management and all full-time, part-time, and temporary employees.
No retaliation or intimidation directed towards anyone who makes a complaint will be
tolerated.
Any employee found guilty of engaging in offensive behavior (as defined above), or
of perpetrating sexual harassment shall be subject to disciplinary proceedings per Section
8 of this resolution.
SECTION 21. ELECTRONIC MEDIA USAGE PO�ICY
21.1 The City of Cottage Grove electronic media usage policy is designed to provide
clear guidelines to City of Cottage Grove employees regarding access to, and
disclosure of, computer, network, telephone and facsimile systems. City employees
increasingly use and exploit electronic forms of communication and information
exchange, and have access to one or more forms of electronic media and services
(computer, e-mail, telephones, voice mail, fax machines, external electronic bulletin
boards, on-line services, and the Internet).
The City encourages the use of these media and associated services, because they
make communication more efficient and effective, and because they are valuable
sources of information. However, electronic media, data, and services provided by the
City are City owned and publicly funded, and their purpose is to facilitate City business.
The City Council authorizes the use of the Internet and on-line services for the support
of all city tasks. The use of the Internet is public and a privilege, not a right, and may
be revoked at any time for unacceptable use.
With the rapidly changing nature of electronic media, and the "netiquette" which is
developing among users of external on-line services and the Internet, this policy cannot
lay down rules to cover every possible situation. Instead, it expresses the City's
philosophy and sets forth general principles to be applied to the use of electronic
media, data, and services.
The following procedures apply to ali electronic media, data, and services, which are:
1. Accessed on or from City premises
2. Accessed using City computer equipment, or via City-paid access methods
3. Used in a manner wnich identifies the individual with the City
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21.2 Authorization
An employee must sign a statement acknowledging that they have read, understand,
and agree to comply with this policy. No employee will be authorized to use electronic
media or services until they have signed the appropriate statement and returned it to
the Personnel Office.
21.3 Inappropriate Material
Electronic media may not be used for knowingly transmitting, retrieving or storage of
any communications of a discriminatory or harassing nature, or which are derogatory to
any individual or group, or which are obscene or sexually explicit, or are of a defamatory
or threatening nature, or for "chain letters," or for any other purpose which is illegai or
against City policy or detrimental to the City's reputation. Electronic media may not be
used for personal use relating to political, religious, or personal financial profit.
21.4 Personal Use Limitations
Electronic media and services are primarily for City business use. Limited, occasional
or incidental use of electronic media (sending or receiving) for personal, non-business
purposes done on the employee's personal time is understandable and acceptable — as
is the case with personal phone calls. However, employees need to demonstrate a
sense of responsibility and may not abuse the privilege. Such personal use must not
consume large amounts of City resources. Empioyees using electronic media and
services for personal use waive any claims to privacy regarding that usage. Any costs
incurred by the city due to personal use (such as printing costs, per-minute Internet fees
or cellular phone charges) must be paid by the employee. Excessive personal use will
be determined by the individual employee's supervisor, and may subject the employee
to disciplinary action.
21.5 individual Privacv
The City routinely monitors usage patterns for both voice and data communications.
Reasons include cost analysis/allocation, assurance of system security and compliance
with City policies. The City also reserves the right, in its discretion, to review any
employee's eiectronic files, messages and usage to the extent necessary to ensure that
electronic media and services are being used in compiiance with the law and with this
and other City policies. Employees should therefore not assume electronic
communications are totally private and confidential and shouid transmit highly sensitive
information in other ways.
Employees must respect the confidentiality of other people's electronic communications
and may not attempt to read, "hack" into other systems or other people's accounts, or
"crack" passwords, or breach computer or network security measures, or monitor
electronic files or communications of other employees or third parties except by explicit
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direction of City management.
21.6 Copvriahts
Anyone obtaining electronic access to other companies' or individuals' materials must
respect all copyrights and may not copy, retrieve, modify or forward copyrighted
materials except as permitted by the copyright owner. Also, network users shall not
delete, examine, copy or modify files and/or data belonging to other users, without their
prior consent.
21.7 Passwords/Securitv
The MIS Coordinator, City Administrator and Finance Director reserve the right to
override passwords and codes at any time. If any of those people request the
employee's password{s), then the password(s) must be disclosed. If passwords are
requested, the passwords will be kept in a safe place. Any password used on the
system shall be used for the protection of the City of Cottage Grove, not the employee,
and as such will not preclude the City, as the operator of the network, from rightfully
entering the network or any other messaging system at any time to review, copy or
delete any file or disclose any such file to others.
No e-mail or other electronic communications (including facsimile messages) may be
sent which attempt to hide the identity of the sender, or represent the sender as
someone else or from another organization. Employees are responsible for all
electronic messages originating from a computer operating under his/her password.
21.8 Excessive Usaqe
Electronic media and services should not be used in a manner that is Iikely to cause
network congestion or significantly hamper the ability of other people to access and use
the system. Continued impedance of other users through mass consumption of system
resources, after receipt of a request to cease such activity, is prohibited. The willful or
careless introduction of programs known as computer viruses, Trojan Horses and
worms into the City's network or into any external networks or computers can cause
such excessive computer usage or even damage a system and so would be a violation
of this policy.
21.9 Questions Reaardina Policv
Gity employees who have concerns or are uncertain about ethical, legal or security
issues regarding the use of data communications tools are expected to discuss their
concerns with their supervisor who will act as the employee's first point of contact.
Part of the responsibility of the MIS Coordinator for the City is to insure the integrity of
city data (an asset). Therefore, the MIS Coordinator, in consultation with the Finance
Director, will resolve and answer any questions about this Acceptabie Use Policy or its
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interpretation. Until such issues are resolved, questionable use should be considered
"not acceptable". Questions of interpretation should be submitted, in writing, to the MIS
Coordinator. Final authority for this Acceptable Use Policy lies with the City Council.
21.10 E-mail and Voice Mail
Department Directors wili determine whether or not an employee should have access to
a voice mail account and e-mail account. The Director shall also determine whether or
not the e-mail account should be set up for internal city use only or also for Internet e-
mail access. If an employee is set up with an e-mail and/or voice mail account, the
employee is required to remain in compliance with this policy. Department requests
shall be contingent on approval of the MIS Coordinator.
Some employees will be required to check voice mail evenings, nights and/or
weekends. The Department Director is responsible to make this determination for
positions in his/her department. When making the determination, the Department
Director shall consider wage impacts for overtime-eligible employees,
All employees with a voice mail and/or e-mail account shall be required to check for
messages a minimum of twice per snift. Department Directors may require additionai
checks on the basis ofjob duties and expectations. Requirements above the minimum
discussed in this paragraph shall be outlined in the job description or otherwise
communicated in wrifing to the employee.
Employees with a voice mail account shall be required to update their greeting
whenever they are out of the office for more than one day. The greeting snould inform
the caller as to when the employee will return to work. Employees with an e-maii
account should use the "out of office" feature to inform others that they will not be able
to promptly respond to messages.
In general, ali messages left via e-mail or voice mail should be returned as soon as
possible. If possible, messages should be returned within the same shift as it was
received. At a minimum, ail messages shall be responded to within a 24-nour period.
Use of the electronic calendar shall be required for all employees who have a city-
established e-mail account.
Employees or members of the public who have a complaint in relation to this section
should first try to resolve the issue with the department head from the department
where the complaint initiated. if the member of the public is not satisfied that his/her
complaint has been resolved at the department level, they shouid then report the
complaint to the City Administrator or designee. If an employee is not satisfied that
his/her complaint has been resolved at the department level, he/she should report the
complaint to the Assistant City Administrator/Personnel Director.
21.11 Poiicv Violations
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The City Administrator, Assistant City Administrator and/or an employee's direct
supervisor, or their designees will review alleged violations of this city policy on a case-
by-case basis. The MIS Coordinator and/or Finance Director may be consulted for
technical assistance in investigating a complaint. Clear violations of the policy that are
not promptly remedied may resuit in the expulsion of the offending employee from city
network services in addition to disciplinary action consistent with the Personnel Policy
or appropriate bargaining unit agreement.
Violations of Section 21.10 shall be handied per the discipline Ianguage contained in
the personnel policy or applicable labor contract. In addition, violations should be
discussed as part of the performance review process. Supervisors should consider
whether or not training is necessary to improve an employee's ability to effectively use
e-mail and voice mail.
SECTION 22. VIOLENCE IN THE WORKPLACE
22.1 Puroose. It is the intent of the City of Cottage Grove to provide a workplace for
City employees that is free from violence by establishing preventative measures,
holding perpetrators of workplace violence accountable, and providing assistance and
support to victims. Committing violent acts, whether on-duty or off-duty, has the
potential to impact an employee's ability to perform their job. It is intended that aIl
useful tools will be employed to accomplish the goals of reducing the effects of violence
on victims, and providing consequences for those who perpetrate violence. The City
shail aiso use the Employee Assistance Program, law enforcement, and applicable
personnel policies and procedures.
22.2 Definitions. For purposes of this Section, the foliowing definitions shall apply.
A. "Workpiace Violence" includes, but is not limited to, intimidation, threats,
physical attack, domestic violence or property damage and includes acts of
violence committed by City employees, clients, customers, relatives,
acquaintances or strangers against City employees in the workplace.
B. "Intimidation" is defined as engaging in actions that includes but is not limited
to stalking or behavior intended to frighten, coerce, or induce duress.
C. "ThreaY' is defined as the expression of intent to cause physical or mental
harm. An expression constitutes a threat without regard to whether the party
communicating the threat has the present ability to carry it out and without
regard to whether the expression is contingent, conditional or future.
D. "Physical Attack" is defined as an unwanted or hostile physical contact such
as hitting, fighting, pushing, shoving, or throwing objects.
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E. "Domestic Violence" is defined as the use of abusive or violent behavior,
including threats and intimidation, between people who have an ongoing, or
prior intimate relationship. This may include people who are married, live
together, or date or who have been married, lived together, or dated.
"Property Damage" is defined as intentional damage to property and includes
property owned by the City, employees, visitors or vendors.
22.3 Coveraqe of Policv. This policy appiies to ail City full-time and part-time
employees with permanent, probationary, temporary, or time-limited appointments.
This policy applies to the conduct of an employee while functioning in the course and
scope of employment as well as off-duty violent conduct that has a potential adverse
impact on a City employee's ability to perform the essential job functions of their
position.
22.4 Violations of the Policv.
It is a violation of this policy to:
A. Engage in workplace violence as defined herein;
B. Use, possess, or threaten to use an unautnorized weapon during a time
covered by this policy; and
C. Misuse authority vested to any employee of tne City of Cottage Grove in such
a way as to violate this policy.
A violation of this policy shall be considered Offensive Behavior as provided in
the Personnel Policy. Acts of violence as defined herein may be grounds for
disciplinary action up to and including termination from employment.
An "unauthorized weapon" may inciude items found on the person or in the
workplace whicn may be used by an employee for work-related purposes, but far
exceed the reasonable utility of using such an item for tne work-related purpose.
Examples include the use of hunting knives, switchbiades, etc. when the use of smaller
blades is appropriate for the job.
An act of off-duty vioient conduct may also be grounds for disciplinary action up
to and including termination from employment. In these situations, the City must
demonstrate that the disciplinary action is supported by the existence of a rational
nexus between the type of vioient conduct committed and the potential adverse impact
on a City employee's ability to perform the essential job functions of tneir position.
When a threat of violence has been reported, or a supervisor determines that a
potential for violence exists, the City Administrator or his/her designee may require an
employee to undergo a physical or psychological assessment to determine the risk of
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danger. Such an assessment will be at the City's expense.
(a) Weapons at the Workplace. In order to ensure a safe environment for
employees and customers, the City prohibits the wearing, transporting,
storage, or presence of firearms or other dangerous weapons on City
property. Any employee in possession of a firearm or other dangerous
weapon while on City property or while otherwise fulfilling job
responsibilities may be subject to disciplinary action up to and
including termination from employment. Visitors to City facilities who
violate this policy may be removed from the property and reported to
the Police Department.
Possession of a valid concealed weapons permit authorized by the state of
Minnesota is not an exemption under this policy.
This policy shall not apply to the following:
(b) Law enforcement personnel engaged in official duties, or any person
engaged in military activities sponsored by the federal or state
government, while engaged in official duties.
(b) Gun safety courses taught on City property by instructors who are
City employees certified by the Minnesota Department of Natural
Resources. Such gun safety courses must meet aIl safety, training,
and insurance requirements set forth by the Minnesota Department of
Natural Resources.
22.6 Support and Protection. The City shall make efforts to protect victims of
workplace violence by offering reasonable and available security measures within the
City's discretion. Victims of workplace violence may also need special
accommodations or adjustments to their work schedule, location, or working conditions
in order to enhance their immediate safety. The City shall consider these requests and
needs whenever possible, appropriate, and reasonable. The City shall work closely
with victims of workplace violence to ensure that both the needs of the victim and the
City are adequately addressed.
The City shall offer support to victims of workplace violence, which includes
domestic violence. This support includes encouragement of the victim to utilize the
City's Employee Assistance Program (EAP.) In addition, the City shall use its discretion
to grant a victim of violence Ieave time for medical, court, or counseling appointments
related to trauma and/or victimization. Such leave may include FMLA leave when
appropriate, annual leave, or unpaid leaves of absence.
22.7 Retaliation. This policy prohibits retaliation against any employee who, in good
faith, reports a potential violation of this poiicy. Every effort will be made to protect the
safety and anonymity of anyone who comes forward with concerns about a threat or act
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Personnel Policy
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of violence.
22.8 Reportinq Responsibilities. All City employees are encouraged to be alert to the
potential for violence on the part of employees, former employees, customers, and
citizens. Employees shall place safety as their hignest concern, and shail report all acts
of violence and threats of violence to their immediate supervisor, department head,
Personnel Director, or the City Administrator. If there is a threat of immediate danger
employees should notify the Police Department by calling 9-1-1.
AII reports of alleged violence or threats of violence will be handled in a
confidential manner with information released on a need-to-know basis only. City
supervisors will be sensitive and responsive to the reporting employee's fear of reprisal.
On occasion, City employees may be involved in personal, non-criminal disputes
with family members, neighbors, or others. In these circumstances employees may
secure restraining orders or other protective orders from a court of law. Employees
requesting such orders should consult with the Personnel Director before including their
work location in the order. It will be the employee's responsibility to inform their
immediate supervisor, department head, and the Personnel Director of the issuance of
an order where the work location is specified, and provide a description of the individual
cited in the order. In circumstances where the subject of the order appears at the work
location:
A. The employee will notify their department head or immediate supervisor.
B. The department head or immediate supervisor will request the individual to
leave the work location.
C. In all cases, the employee, department head or immediate supervisor may
call 9-1-1 for Police Department assistance without interacting with the
individual if deemed prudent under the circumstances.
22.9 Investiqation of Alleqed Violence in the Workplace. Any report of alleged
violence in the workplace will be evaluated immediately and confidentially, and
appropriate action will be taken where possible to protect the employee from further
violence. Appropriate disciplinary action will be taken when it is determined that a
violation of this policy has occurred.
Incidents involving emergency and/or criminal activity will be referred to the
Police Department for investigation. Incidents that do not involve an emergency
situation or criminal activity will be investigated by the Personnel Department. The
Personnel Director, in consultation with the City Administrator, will determine the
parameters of the investigation.
SECTION 23. NON-DISCRIMINATION POLICY
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That the City and alI employees thereof are subject to a policy of non-
discrimination on the basis of race, color, age, creed, religion, national origin, sex, marital
status, sexual orientation, status with regard to public assistance or disability.
SECTION 24. SAVBNGS CLAUSE
This policy is subject to tne laws of the United States and the State of Minnesota;
in the event that any provision shall be held to be contrary to law by a court of competent
jurisdiction from whose final judgment or decree no appeal has been taken within the time
provided, such provision shall be void. All other provisions of the policy shall continue and
remain in fuli force and effect.
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Personnel Policy
Attachment
AMENDMENTS
This Personnel Policy was adopYed as a stand-alone policy by City Counci! Resolution
03-055 on 3/19/03. The policy went into effect on 3/20/03 and wili be amended by City
Council Resolution thereafter.
Amendments:
1. Resolution 03-055 (Establishing Personnel Policy as Stand-Alone Policy;
Violence in the Workplace; E-mail and Voice Mail). Resolution adopted 3/19/03.
Policy effective 3/20/03.
2. City Council Item 4.F.—October 1, 2003 (Travel, Training and Education
Amendment: Training Plans; Training Approval Authority). Amendment adopted
10/1/03. Policy effective 10/2l03.
3. Resolution 05-029 (Compensatory Time for Non-Exempt Employees).
Resolution adopted 3/2/05. Policy Effective 3/3/05.
4. Item 4.K. (Clarify Annual �eave for Regular Part-time Employees). Adopted
8/10/05. Policy effective 8/11/05.
5. Item 4.C. (Amend Holiday Schedule; Amend Short-term Disability Policy).
Adopted 12/21/2005. Policy effective 12/22/2005.
6. Resolution 06-103 (Addition of Health Care Savings Plan for Non-represented
Employees covered by the Non-represented Pay Plan). Adopted 6/21/06. Policy
effective 6/22/06.
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