HomeMy WebLinkAboutResolution - 1088 - Personnel Policy - 02/03/1976 2/2/76
RESOLUTION NO. 1088
PERSONNEL POLICY
SECTION I -- PURPOSE AND DEFINITIONS
Section 1. 1
It shall be the purpose of this resolution to insure uniform and equitable
personnel policy and administration for all employees of the City of Eden
Prairie.
Section 1.2
As used in this resolution, the following words and terms, unless the context
clearly indicates otherwise, shall have the meaning as defined herein:
1 . "Appointing Authority" - Means the City Manager or other City
Official to whom the Manager has delegated authority to appoint
personnel.
2. "Benefits" - Privileges granted to employees which are included in
the total compensation to employees. Includes, but not limited to,
vacation leave,sick leave, holiday leave, military leave,
hosaitalization and medical insurance and P.E.R.A. (Publ^c Employees
Retirement Association) .
3. "Temporary Employment" - Shall mean employment which is incidental
to the main function of the City Government normally for short
duration and seasonal character and compensated for on an hourly
or seasonal basis.
4. "Classified Service" - Includes all positions having a permanent status
except the following:
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(Classified Service - Continued)
a. All elected officials and members of boards and commissions.
b. Volunteer personnel and personnel appointed to serve without pay.
c. Consultants and counsel rendering temporary professional service.
d. The City Manager; City Attorney; all department heads and
management people.
e. All temporary positions, both part-time and full-time.
5. "Demotion" - Means the change of an employee's status from a position in
one class to a position in another class having a lower maximum salary
rate.
6. "Longevity" - Means the total length of continuous service with the City,
excluding leaves of absence without pay.
7. "Fiscal Fear" - Shall be January 1 to December 31 inclusive, or as other-
wise provided by law.
8. "Permanent Full-time Employee" - Means an employee who has been appointed
to a position in accordance with these rules after completing his probationary
period.
9. "Going Rate/Mid-Range" - Rate of pay for an experienced employes
qualified to perform all of the required duties in a satisfactory manner.
10. "Position" - Means any office, employment or place in the City service.
11 . "Probational Employee" - An employee appointed to a full-time position
serving the initial six-month probationary period, or any extension thereof.
12 .. "Probationary Period" - Means the first six months, or any extension there-
of, in a new position which is a working test period during which the employee
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(Probationary Period - Continued)
is required to demonstrate his fitness for the duties to which he is
appointed, by actual performance of the duties of the position.
13. "Promotion" - Means a change of an employee's status from a position in
one class to a position in another class having a higher maximum salary
rate.
14. "Transfer" - Means a change in the employee's status from one City
position to another, not necessarily involving a change in pay -- a
horizontal movement.
15. "Unclassified Service" - All temporary positions are in the unclassified
service as well as those excluded from the classified services, as set
forth in Item #4, this section.
SECTION II -- POSITION CLASSIFICATION PLAN
Section 2. 1 - Preparation and Adoption of Position Classification Plan:
The City Manager may make an analysis of the duties and responsibilities of
all positions in the City employment and may recommend to the Council a job
classification plan. Each position shall be assigned to a job class on the
basis of kind and level of its duties and responsibilities to the end that all
positions in the same class shall be sufficiently alike to permit the use of a
single descriptive title, the comparable qualifications and requirements,
competence and pay scale. The job class may contain one position or more than
one position. The plan shall set forth in a class specification for each class of
positions a class title, a statement of duties, authority and responsibilities
thereof, and the qualifications that are necessary and desirable for the
satisfactory performance of the duties of-the class.
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Section 2.2 - Review and Classification of New Position:
Each new position in the municipal service shall be analyzed and allocated
to the proper class by the appointing authority. When a new position is
created with the consent of the City Council for which no appropriate class
exists, or when the duties of an existing position are sufficiently changed
so that no appropriate class exists, the appointing authority shall create a
class and shall cause an appropriate specification to be written for said class.
SECTION III -- COMPENSATION PLAN
Section 3. 1 - Responsibility:
The City Manager is directly responsible to the City Council for the
coordination and administration of the salary program. All salary adjustments
for employees in subordinate positions within a department will be based on
recommendations made by the Department Head and subject to approval of the
City Manager.
Section 3.2 - Schedule of Salary Ranges:
A.schedule of salary ranges has been established for all job classifications.
For each position there is a minimum rate, which will be the normal beginning
rate for a new employee. From this rate, an employee may progress to'the "going
rate"• for his classification. Beyond the first year, the step increases are to be
recommendations by Department Head subject to approval of the City Manager.
Personnel shall be paid on a bi-weekly basis. In the process of establishing a
salary range for each position, consideration is given to the following factors.
a. Duties and responsibilities involved.
b. Knowledge and skill required.
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(Section 3.2 - Continued)
C. Extent of supervision or guidance provided.
d. Extent and nature of public contact. involved and responsibility
for supervision or work direction of others, if any.
e. Salary patterns in other municipalities surveyed and in private
employment, where a true comparison could be made'.
f. Pay practices in local government.
g. Pay practices in private employment.
Section 3.3 - Additional Requirements:
Additional salary adjustments (except for-jobs exempt from the classified
plan) may be made in authorized steps above the "going rate" where justified,
based on outstanding job performance. In such cases, evidence of continued
superior performance will be required. In all*cases, the salary range of each
employee shall be reviewed as of January 1st.
Section 3.4 - Annual Review, Amendments and Modifications:
At least once each year, prior to the beginning of the following fiscal year,
the pay plan shall be reviewed. While establishing salaries for the classified
service, salaries for the unclassified service shall also be reviewed, All
pay scales, shall be construed as policy declarations and not binding permanent
contractual obligations between the City and its employees.
Section 3. 5 - Hours of Employment:
The regular hours. of employment•shall be eight hours per day, forty hours per
week. This shall constitute full--time except in those departments or divisions
where a different regular established work day or week prevails.
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(Section 3.5 - Continued)
r
Coffee Breaks - Each City employee shall be entitled.to not more than
fifteen minutes each in the morning and in the afternoon for coffee breaks.
Section 3. 6 - Overtime:
Any employee eligible for overtime, called back to work following the com-
pletion'of the regular day, or called out on his day off, shall be entitled'to a
minimum of two hours work at the regular overtime rate. Where an employee
is entitled to overtime pay, said pay shall be computed at the rate of one and
one-half times the regular rate of pay. Overtime for all employees shall be paid
as earned within a four week pay period. Eligibility for overtime pay shall be
determined at the time of appointment or at time of establishing compensation for
the position by the City Manager.
• Section 3.7 - Seniority:
Seniority applies to permanent; full-time, classified positions and employees
and is based on the length of continuous service. Seniority only applies within
a department or normal work force. Persons hired as full-time employees shall be
added to this list after completion of six months of satisfactory service. In the
event of lay-off due to lack of work or insufficient funds, employees within
any given job classification with the least service shall be the first to be laid off,
and in the event of rehire, the last employes laid off shall be the first to be
rehired. In the event of a job opening within a department, the job shall be
announced by bulletin. The senior qualified employee in the department within
a lower job classification shall be given opportunity to step yap for
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(Section 3.7 - Continued)
promotion if qualified. No employee shall be laid off out of turn on the list
except a disciplinary lay-off for just cause.
Section 3.8 - Employee Education:
The City will reimburse .50% of the employee expenses for tuition, fees and
books required for job-related educational courses upon completion of the course
provided that:
(1) The course has received prior approval of the employee's
department head and the City Manager,
(2) The employee attain a grade of "C" or better or satisfactorily
completed the course and Is so certified to the City,
• (3) The employee's attendance at course sessions is satisfactory,
(4) No other reimbursement is received from another agency or
source.
SECTION IV -- VACATION AND LEAVES
Section 4.1 - Annual Leave and Vacations:
Each permanent or probational full-time employee shall accrue annual leave
with pay at the rate of 6-2/3-hours (10 days/year) for each month of service/year
during the first 9 years employment, at the rate of 10 hours (15 days/year) for each
month of service/year from 10 through 16 years, and at the rate of 13-1/3 hours
(20 days/year) for each month of service/year following 16 years of complete
service, No annual leave shall be granted during'the initial probationary period,
but if an employee satisfactorily completes the probationary period, annual leave
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(Section 4.1 - Continued)
• accrued during the initial probationary period will be granted. The time at which
an employee shall take his annual leave shall be determined by the department
head and approved by the City Manager with regard to the wishes of the employee
and with particular regard to the needs of the service: All vacations must be
arranged for at least two calendar weeks in advance and, if possible, are to be
taken during the year earned. Employees may accrue up to the amount earned
during the last two years of service. Annual vacation may not be waived to allow
the employee to receive double pay.
Section 4.2 - Sick Leave:
_ Each full-time employee shall be granted 8 hours sick leave with pay
for each month of full-time employment and will be allowed to accru- credit for
earned sick leave to a total of eight hundred hours. For every day of sick leave
an employee earns after he had accumulated eight hundred hours, he will be
given credit for four hours additional vacation and four hours of "banked" sick
leave which may be used only in the case of extended personal illness lasting
over the accumulated eight hundred hours and shall not be used in the
computation of severance pay. Sick leave may.not be used during the initial
six-month probationary period but will be credited for use following the probationary
period. Sick leave shall not be considered as a privilege which an employee may
use at his discretion, but shall be allowed in case of actual illness, legal
quarantine, .or disability of the employee, or because of death or critical illness
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(Section 4.2 -.Sick Leave - Continued)
in his immediate family*, or to receive dental or medical care of other sickness
preventative measures. Employees claiming sick leave may be required to file
competent written evidence that he has been absent as authorized above, and if
more than tNio days, that he has been under treatment and supervision of a
doctor or dentist who recommended work- not be performed.- If he has been
incapacitated for the period of his absence or a major part thereof, he may be
required to provide evidence that he is again physically able to perform his
duties. Sick leave shall be computed on a working day basis when used; i.e. ,
if an employee is absent because of illness for one week, only five days will
be charged against his accumulated sick leave.
Sick leave is intended as a benefit primarily to the employee himself and as
a protection'or insurance of earning power. While it is permitted due to
• death or critical illness in the immediate family, it is intended to be available
on,a restricted basis and in limited amounts for this purpose. For discretionary
attendance on family illness or medical needs, vacation or leave of absence should
be used. Up to three days sick leave'.shall be granted for death in the immediate
family and up to one day in the case of death in the next degree of kindred.
Critical illness leave shall be limited to attendance of the one critically ill
and then only during the critical period. Unless it is a spouse or child living
in the household, up to three days shall be the maximum time off for critical
illness of a family member, chargeable to an employee's sick leave. In any
*The following kin of either the employee or the employee's spouse: children,
mother, father, sister, brother, or grandparents of employee.
1V
(Section 4.2 - Sick Leave - Continued)
event, sick leave shall be limited to the period the illness.is critical and a
statement from an attending physician may be required.
Section 4. 3 - Holiday Leave:
Holiday includes.-New Year's Day, January 1; ':presidents Birthdays,
the third Monday in February;. Memorial Day, the last Monday in
May; Independence Day, July 4; Labor Day, the first Monday in September;
Columbus Day, the second Monday in October; Veterans Day, November 11;
Thanksgiving Day, the fourth Thursday in November and Christmas Day,
December 25; provided, when January 1, July 4, November 11 or December 25
fall on Sunday, the following Monday shall be a holiday; and provided when
January 1, July 4, November 11 or December 25 fall on a Saturday, the preceding
• day shall be a holiday, as provided by Minnesota Statutes 645.44. One additional
floating holiday is granted to annual leave and will be accrued by adding an
additional 2/3 hour per month to annual leave.
All full-time employees shall be granted leave of absence with regular pay on
the above holidays. In the event a holiday named above fails during an
employee's vacation period., he shall not be charged with vacation time for that
day.
Section 4.4 - Leave Accrual - General:
Leave benefits will not be received by permanent part-time employees working
less than 1/2 time, seasonal employees, temporary employees, or those
specifically compensated witho►it fringe benefits . Except that full-time temporary
(Section 4.4 - Leave Accrual - General -continued):
employees , may, at the discretion of the department head, be given a holiday
off with pay if no work is scheduled or necessary and provided they have been
fully employed at least one week both before and after the holiday. Less than
full-time employees who accrue benefits, accrue benefits in proportion to the
number of hours worked to the number of working hours for full-time employees.
Section 4.5 - Payment of Accrued Leave a's Supplement to Workmen's
Compensation:
A permanent employee who meets other requirements of this section who is
receiving Workmen's Compensation payments will be granted pay for the amount
of the difference between his Workmen's Compensation payments and his
salary to the extent that he has accrued leave.
Section 4.6 - Military Leave:
• A permanent employee who is a member of the National Guard or the Reserve
Forces of the United States of America shall be entitled to military leave
as provided by Minnesota Statutes, Sections 192.26 through 192.264.
Section 4.7 - Jury Leave:
Employees may be granted full compensation for the time required for jury
duty provided evidence is submitted prior to the date to serve and not to exceed
2 weeks.
Section 4.8 - Leaves of Absence Without Pay:
The City Manager may, upon recommendation of the employee's department
head, allow a full-time employee a leave of absence without pay for a period
of up to six months. Such period may be extended at the City Manager's
discretion for additional time periods in the case of extended illness or personal
Y (Section 4.8 - Leaves of Absence Without Pay -= Continued):
hardship. While on leave of absence without pay, the employee shall not be
entitled to accrue leave, however an employee may elect to pay premium benefits
(single; dependent and life insurance coverage) for a period not to exceed
6 months. The employee shall not earn seniority nor shall he accrue time toward
step increases in pay provided under the compensation plan. A lay-off of up to
six months is not a termination. The employee shall not be entitled to accrue leave,
however an employee may elect to pay premium benefits (single, dependent and
life insurance coverage) , nor shall he earn seniority, longevity or accrue time
towards probation or pay increases.
Section 4.9 - Termination Pay
Termination removes job rights and benefits and rehire starts benefits as
with a new employee. A settlement of all benefits and standing shall be made
• at termination, as follows:
Employees in good standing shall, upon termination of service and after
completion of five years of continuous service to the -City as a full-time
permanent employee, be entitled to receive in pay 20% of unused sick leave
in addition to accrued annual leave. In addition, upon-termination
after age forty (police only) , disability or death while employed, such employees
shall receive one day's pay for each full year of service to the City. In the event
of death, payment shall be made to the survivor.
Employees in good standing shall, upon termination of service and less than
five years of service to the City as a full-time permanent employee, be entitled
to receive their accrued annual leave in pay or time.off prior to termination at
the discretion of the City Manager.
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SECTION V -- PROBATIONARY PERIOD
• Section 5.1 - Objective and Duration:
All original appointments shall be subject to a six-month probationary period.
During this period, the work of the employee shall be closely examined to
insure that it is satisfactory. This period shall also be used to allow the
employee to adjust to the new position.
Section 5.2 - Satisfactory Completion, Removal or Dismissal:
If the employee does not receive written notice of discharge or probation
.extension prior to the end of the six-month probationary period, he or she shall
consider their work satisfactory and assume a full-time status.
SECTION VI -- ( COMPLAINT PROCEDURE AND SEPARATIONS)
Section 6.1 = General Policy:
• It shall be the policyof the City to adjust all complaints
y p promptly and fairly.
Every effort shall be made to adjust complaints in such a manner as to be
satisfactory to employees and their supervisors. Any employee who feels he
has received inequitable treatment in employment may personally or through
the City Manager discuss the same with the respective supervisor. Employees
shall be free from restraint, interference, discrimination or reprisal in
presentation of their complaints.
Section 6.2 - Discharge• and Lay-off Procedure:
All notices of discharge'shall be in writing if so requested by the affected party.
Said notice shall state the reason for lay-off or discharge. Such request shall
be'made within two weeks after the employee learns of the discharge.
4 The employee may secure a hearing before the City Council if he requests
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(Section 6.2 - Discharge and Lay-off Procedure - Continued) :
same in writing within ten days after receipt of written notice of discharge.
The decision of the Council shall be final. If it is determined by the Council
that the employee has been unjustly discharged, he shall be reinstated at
once and all wages and other benefits shall be credited to him without any
penalty whatsoever.
Section 6.3 - Resignation:
Any employee wishing to leave the service of the City in good standing shall
file a letter of resignation with his immediate supervisor at least two weeks
prior to the effective date. Failure to comply with this procedure shall result
in non-receipt of terminal leave benefits by the employee. An employee
discharged or on extended lay-off leaves in good standing when his actions or
performance are not an element in the discharge of lay-off.
• SECTION VII -- INSURANCE BENEFITS
Section 7.1 - Hospitalization and Medical Group Insurance:
A group insurance contract providing hospitalization and medical insurance
benefits for full-time employees and their dependents shall be maintained. Full-
time permanent or probational employees are eligible to enroll in the group
insurance program as provided by terms of insurance policy with the City. The
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City shall pay the full cost of the employees premuim for employees working full-
time or granted this benefit. The City will contribute $60 per month toward the
cost of individual and dependent coverage for those employees who have elected
to be insured through a plan provided by the City. Additional City participation
may be considered at the option of the Council.
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Section 7.2 - Life Insurance
The City provides $5,000 of term life insurance for each eligible employee
under Section 7.1 .
Section 7.3 - P.E.R.A. Benefits:
State Law provides for the City and employees to contribute to P.E.R.A.
(Public Employees Retirement Association) benefits.
SECTION VIII - MISCELLANEOUS
Section 8.1 - Communication Availability
All employees „are expected to be reasonably available for work in any emergency and
supervisors or department heads for emergency consulation on City problems.
Any employee having an unlisted telephone by reason of his act or by error
in listing, or living outside Minneapolis listing area, shall furnish his
supervisor with such telephone number in writing. Department heads and
supervisors with a non listing shall furnish the number in writing to the
Council members, the Manager and other department heads for emergency use or
consultation.
SECTION IX -- RETIREMENT
Section 9.1 - Retirement:
Each full-time employee, upon reaching eligiblity for retirement, must retire,
provided, however, that the City Council may, upon special motion, request
that the affected employee remain actively employed past normal retirement.
SECTION X -- EFFECTIVE DATE
Section 11 .1 - Effective Date
The provisions of this Resolution shall take effect February 3, 1976.
IL 4&?"r V,9
1 W ga H. Penzel , Mayor
SEAL
ATTEST:
tl
John Frane, erk