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HomeMy WebLinkAboutCity Council Resolutions (R-79-214)-01/02/1979 1 2 3 RESOLUTION NO. 1t-79-214 4 WHEREAS, the City Manager has presented and recommended to the City Council proposed Personnel and Administrative Regulations; and, 5 6 WHEREAS, the City Council is of the opinion that the City should have its Personnel and Administrative Regulations available in a concise form; NOW, THEREFORE, 7 BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF COLLEYVILLE, TE XAS : 8 9 Sec. l. 10 Sec. 2. 11 12 Sec. 3. 13 14 THAT the Personnel and Administrative Regulations attached hereto as Exhibit A be and the same are hereby adopted by the City of Colleyville, Texas. THAT said Regulations shall bear the legend "Personnel and Administrative Regulations of the City of Colley- ville, Texas", and shall be located in the office of the City Secretary. THAT all prior Personnel and Administrative Regulations in conflict herewith are hereby preempted, and in case of such conflict, the provisions of the Personnel and Administrative Regulations of the City of Colleyville, Texas shall govern. ~ 15 Ai'\JD IT IS SO RESOLVED. 16 ADOP~ by the City of Colleyville, Texas, this the of L."Ja-AI ,U A~ . ,19112...' by a vote 0 f ~ to PAS~D AND ! ~~, day 17 ,-0-. 19 I ATTEST: I 19 CITY OF COLLEYVILLE By: ~ ~ Buck Hubbard, ayor 20 21 !IApproved as to form and legality: ::il~~~ () Ross T. FJ:e~\ 24 City Attorney 25 26 ,I PERSONNEL AND ADMINISTRATIVE REGULATIONS CITY OF COLLEYVILLE , ' TABLE OF C~NTENTS PERSONNEL AND ADMINISTRATIVE REGULATIONS CHAPTER 1. OBJECTIVES AND APPLICABILITY - 2. DEFINITIONS 3. RECRU I TMENT 4. PROBATIONARY PERIOD 5. WAGE AND SALARY ADMINISTRATION - - - - - - - - - - 6. EMPLOYEE BENEFITS - - - - - - - - - 7. RESPONSIBILITY,. DISCIPLINE & GRIEVANCE PROCEDURE 8. PROMOTIONS - - - - - - - - - - - - 9. MISCELLANEOUS PROVISIONS - PAGE 3 6 8 - 9 14 20 22 23 CHAPTER 1 OBJECTIVES AND APPLICABLITY SECTION 1: OBJECTIVES OF REGULATIONS The purpose of these Personnel Regulations is to create a high degree of understanding, co-operation, efficiency, and unity which comes through systematic application of good procedures in personnel administration; and to provide a uniform policy for all employees, with all the benefits such a program insures. The fundamental objectives are: A. To promote and increase efficiency and economy in the service of the City. B. To provide fair and equal opportunity to all qualified citizens to enter City employment on the basis of demonstrated merit and fitness as ascertained through fair and practical methods of selection. C. To develop a program of recruitment, advancement, and tenure which will make the service of the City attractive as a career and encourage each employee to render his best services to the City. D. To establish and maintain a uniform plan of evaluation and compensation based upon the relative duties and responsi- bilities of positions in the service of the City. E. To establish and promote high morale among City employees by providing a good working relationship;, a uniform per- sonnel policy, opportunity for advancement, and considera- tion for employee needs and desires. F. To comply with all State and Federal statutes relative to the Fair Employment Act, and prevent discrimination. SECTION 2: MOTIVATION AND KNOWLEDGE OF EMPLOYEES Every employee in the City service is working for the same public. It must be the aim of the personnel of the City to constantly develop a moreeffecti-ve -and- effici-ent lfieans to serve the ci t i zens. Each employee should have a thorough knowledge of his job and should possess a profound respect for his work. He should have knowledge of..the r~latio~_of_his Job.to other employees and to the entire City.organi- zation. Employment in a position, either permanent or temporary, is not recognized as a vested right to be retained primarily because of appointment or possession but only when the standard of performance justifies the continuance. Each employee should understand that service to the taxpayer is the only reason for his or her position. SECTION 3: APPLICABILITY These policies shall apply to all employees in the service of the City and each employee is charged with the responsibility of being -1- thoroughly familiar with all provIsions of these policies. In the event any provision of these policies is or becomes inconsistent with State Statutes pertaining to policemen, then the State Statue govern- ing that situation shall be applicable to police personnel. SECTION 4: DISCRIMINATION No discrimination shall be made in the enforcement of these poli- cies because of an individual's age, race, color, religion, sex or national origin. -2- : ,. CHAPTER 2 DEFINITIONS The words and terms used in these rules shall have the meaning indicated as follows unless the context clearly indicates otherwise: "Address" means the street and number of the residence and the Post Office Box mailing address if applicable. "Appointing Authority" means the person or persons having lawful authority to appoint or to remove persons from positions in the City service or persons designated by such appointing authority to perform those duties which legally may be delegated. "c i ty Manager" means person appointed by the City Counc i1 to act as Chief Administrative officer of the City. "Classification" means one or more positions in the service of the City sufficiently alike in duties, authority and responsibilities as to reasonable presume application of an established position title, and requirement of equivalent qualifications and application of the same schedule of pay. Each classified position will be fully descriped by a job description. "Corporate limits" means the actual location within the municipal limits of the City of Colleyville. "Demotion" means an assignment of an employee from a position in one classification to a position in another classification having a lower maximum salary rate and/or less responsibility. "Department" means a major functional unit of the City government. "Department Head" means a person appointed by the City Manager and confirmed by the City Council, who is responsible for the adminis- tration of a department. "Employee" means any person, male or female, working in the service of the City of Colleyville. "Gender" means any reference to the masculine gender also means the feminine gender. "Invnediate Family" normally means husband, wife, son, daughter, father, mother, father-in-law or mother-in-law, brother or sister, grandfather, grandmother or grandchildren. "layoff" means a separation from the service because of shortage of funds or materials, abolishment of position or other reasons beyond the control of an employee and not reflecting discredit to him. "longevity Payment Date" means December 15th each Fiscal Year. "Military Leave" means the leave of absence granted to employees -3- entering the armed forces of the United States during a national emergency or in response to draft or call to duty from civilian components of the armed services. "Month" means one calendar month. "On Call" means being avai lable at a designated place for a designated period of time. "Overtime" means required time worked in excess of 40 hours per week for regular personnel, or in excess of 240 hours in a 28-day cycle for police personnel. "Phys i ci an, Li censed" means one licensed by the Texas State Boa rd of Medical Examiners. "Probation Period" means a six-month working test period during which an employee is required to demonstrate his fitness for a position by actual performance of the duties of the position. "Promotion" mean~ as assignment of an employee from a position in one classification to a position in another classification having a higher maximum salary rate or increased responsibilities. "Regular employee" means an employee working full-time or a con- stant major portion of full-time who was appointed under these regula- tions and who has satisfactorily completed his probationary period. "Residence" means the actual place of abode of the employee. "Retirement Date" means the first day an eligible employee be- comes entitled to receive retirement benefits. "Supervisor" means any person responsible to a superior for directing the work of others. "Temporary Employee"is an employee who is appointed for a spe; cific period of time, with the anticipated terminationof such employ- ment to be indicated at the time of appointment. "Terminal Leave" shall be the period of time of the employee's credit as unused accumulated sick leave and/or unused vacation leave on employee's last work day before retirement. "Transfer" means any change of an employee from one position to another position having the same maximum salary rate. "Work Day" or "Working Day" means anyone shift during which a department is open for business or on which an employee is scheduled to work. -4- "Work week" means number of hours regularly scheduled to be worked during any seven consecutive days. -. -5- CHAPTER 3 RECRUITMENT SECTION 1: RECRUITMENT In accordance with Article IV, Section 7.01, C.1., Charter of Colleyville, Texas, the City Manager shall be the responsible authority for the administration of these regulation. The City Manager or his designee shall review in a positive manner the employment needs of the City with a view toward obtaining an adequate supply of qualified candidates for each vacancy to be filled by recruitment from inside or outside the City service. All selections shall be in accordance with these guidelines. SECTION 2: APPLICATIONS A. Each applicant shall complete an application form supplied by the City. B. Each applicant shall be encouraged to submit additional information regarding his or her experience and training. The Department ~ead shall satisfy himself that the applicant is of good moral character, has a good credit rating, has a good auto- mobile driving record, and that he is within the age of employment and willing to undergo a physical examination. SECTION 3: EXAMINATIONS The Department Head as instructed by the City Manager may use one, or any combination of selection techniques as follows: A. Written examination, which include a written demonstration of candidate's knowledge, information, and skill in the field for which the test is being held, and which may include standard tests of mental alertness and of ability in the use of English and mathematics, or of general educational attainments. B.. Oral examination, which may be used in lieu of, or to supple- ment the written examination or elicit information regarding the abilities of the candidates that is not readily obtained 'in a written examination. C. Performance test, which shall include such tests of performance as shall determine the ability and manual skill of each candi- date to perform the work involved and which may be either competitive or qualifying. D. Physical Tests, which may be qualifying, and which shall con- sist of test of body conditions, muscular strength, agility, and physical co-ordination. E. Interview, which shall appraise each candidate's personal fit- -6- ness for the position, such as ability to get along well with people and other personal and tempermental qualifications. F. Rating of education, training, and experience, shall be based upon information in the application form and such other data as may be secured through the interview or other sources and which shall be subject to investigation as to truth and com- pleteness. G. All applications shall be retained in a permanant file for a period of 1 year by the Department Head_ to w~ich the appl"ication was submitted. SECTION 4: ANTICIPATING VACANCIES Department Heads shall notify the City Manager of their antici- pated vacancies as far in advance as is reasonably possible to permit sufficient time for the selection of qualified candidates on an objective basis. SECTION 5: RESIDENCE~ All employees shall be required as a part of their working agree- ment to furnish to their supervisor any change in address and telephone number, and to keep current a designation of beneficiary form, and this information shall be forwarded to the City Secretary to be filed and kept current as a part of the personnel record of such employees. SECTION 6: APPOINTMENTS New employees shall be selected on the basis of their qualifica- tions for the position. Preference shall be given to former employees with a good record of service with the City who have been laid off due to lack of work. The City Manager shall appoint all Department Heads subject to the confirmation of the City Council. Appointment of all other employees shall be subject to the approval of the City Manager. SECTION 7: NEPOTISM In order to control applicants for employment who have members of their immediate family working for the City, a Department Head shall not approve any applicant who has a member of his immediate family on the City payroll "without approval of the City Manager. No employee shall own or be engaged directly or indirectly in any business or venture where profit could be gained as a result of expenditures or contracts that involve the City of Colleyville. -7- CHAPTER It PROBATIONARY PERIOD SECTION 1: PROBATIONARY PERIOD With the exception of those positions filled by the City Council, every person appointed to a permanent position in the service of the City shall be required to complete successfully a probationary period of six months. SECTION 2: PURPOSE The Department shall use the probation period to closely observe and evaluate the work of all employees newly appointed and to encourage their effective adjustment to the job and the service of the City. De- partment Heads shall retain only those employees who meet an acceptable standard of work during the probationary period. SECTION 3: TERMINATION OF EMPLOYMENT A new employee may be dismissed at any time during the probationary period when, in the judgment of the Department Head the quality of his work is not such as to merit continuation in the service. When a probationary employee is found to be physically incapable of performance of the duties of the position which he seeks to hold, or is addicted to the habitual use of narcotics or intoxicating bever- ages, or has failed to submit pertinent information requested by the Department Head, or has practiced fraud or deception, or made false statements in his appl ication, the Department Head shall terminate- his emp 1 oyment. SECTION 4: EVALUATION REPORT The Department Head shall file an evaluation report with the City Manager fifteen days before the end of six months service for each probationary employee. -8- CHAPTER 5 WAGE AND SALARY ADMINISTRATION SECTION 1: CLASSIFICATION AND COMPENSATION PLAN A classification and compensation plan shall be prepared annual- ly by the City Manager and submitted to the City Council for approval as a part of the annual budget. SECTION 2: CONTENT OF THE PLAN The classification and compensation plan shall be established according to type of \YOrk, difficulty, responsibiHty and' pertinent wage schedules. Th~ wage schedule consists of listings of all job titles, together with corresponding rates of pay in effect. Each job shall be distinguished by a written specification including job title, a list of duties and responsibilities. SECTION 3: MAINTAINING THE PLAN The City_Manager shall be responsible for the continuous maintenance and administration of the classification and compensation plan. Department Heads shall make requests to the City Manager when they desire to establish a new position or to modify existing ones. The Department Heads shall make periodic reviews of all positions and main- tain a current job description for such positions. No changes in the plan will be made without prior approval of the City Manager and/or City Counc i I . SECTION 4: USE OF POSITION TITLES All positions shall be designated by official position titles as approved by the City Manager on all official records, payrolls, and communications. SECTION 5: CONTINUOUS STUDY OF SALARY RATES Prior to the preparation of each annual budget, the City Manager shall consider the prevailing rates of pay for similar public and private employment in the area and at large, cost of living factors, budget effects of alternative applications of the pay plan and such other factors as may be of assistance in recommending changes in the plan. He shall conduct such special studies from time to time as may be desirable. On the basis of this information he shall recommend changes in compensation or changes in positions as is necessary to keep the City employees status current, uniform, equitable, and compet- itive with other employers of the same class of personnel. Recommended changes shall become effective upon City Manager or City Council ap- proval as the situation dictates. SECTION 6: PAY INCREASES The compensation plan is designed to provide for pay increases to employees to reward ability and efficiency, and to compensate increased -9- value to the City through length of service. In no instance are pay increases automatic but must be earned. SECTION 7: REDUCTION IN PAY Department Heads, with the approval of the City Manager, may reduce the pay of any employee at any time for just cause. No reduction shall deprive.anemployee of consideration for pay increases at a later date. SECTION 8: TOTAL REMUNERATION No employee shall be paid at a rate more than the maximum for a position classification. Budgeted salaries shall be considered maximum salaries. SECTION 9: ORIGINAL APPOINTMENT The minimum rate of pay for a classification normally shall be paid upon original appbintment. When diligent search reveals that it is impossible to obtain qualified persons at such rate, or when a new employee possesses exceptional qualifications, the City Manager may authorize appointment at above the minimum of the salary range. SECTION 10: TRANSFERS Employees may be tra~sferred between departments or divisions upon request of the Department Heads and approval by the City Manager. SECTION 11: PART-TIME RATES An employees who may regularly work at less than the established hours of employment for each month may be paid by the hour or at a salary proportional to the amount of time worked. SECTION 12: OVERTIME Employees except police personnel and Department Heads who are required by their supervisor to work in excess of forty hours in a work week shall receive compensation for all hours in excess of forty ar a rate of one and one-half the regular hourly rate at which he is employed, or receive compensatory time-off. Police personnel required by their supervisor to work in excess of 240 hours in a 28 day cycle shall be paid overtime for all hours in excess of 240 hours at a rate of one and one-half the regular hourly rate at which he is employed. Department Heads shall not be compensated for overtime. The City Manager shall be responsible for determining what constitutes a work week of each employment classification. Holidays shall be treated as any other day with regard to the -10- computation of overtime. SECTION 13: METHOD OF PAYMENT Salaries and wages shall be paid in twenty-four (2~) pay periods, payment to be on the 15th and the l~st day of the month. SECTION 14: TERMINAL PAY AJ1. ~mployees who leave the service of the City for any reason shall receive all pay which may be due them with the following qualifications: A. Only regular employees who have completed their probationary period shall be paid for unused vacation time. B. Only regular employees who are retired or die while in the service of the City shall be paid for unused sick leave not to exceed 90 working days. C. Any indebtedness which the employee might have incurred to the City shall be deducted from the final pay authorization. -. SECTION 15: ADVANCE PAY No advance payment for salaries will be made to any employee. SECTION 16: PAYROLL RECORDS All Department Heads are required to furnish the Finance Office an accurate payroll report of all employees reflecting the pay status for every employee in his department on each day during the payroll period. SECTION 17: DISMISSAL An employee may be dismissed at any time for just cause ascertained after careful and factual consideration. An employee who is dismissed shall have explained to him the reasons for the action. The dismissal of all employees other than temporary and probational employees shall be subject to the approval of the City Manager or appointing authority. SECTION 18: STAND-BY Pay for #1 man will be 20% of his base pay starting from Friday night running thru the following Friday morning. A. Number 1 man is responsible to take all calls from the Police Department or Director of Public Works. B. He will check out all problems to determine whether or not he needs to call the number 2 man. -11- C. He will immediately take clean-out cap off the sewer clean-out, on sewer call's, where sewer is flowing into the house. Then he will call the number 2 man immediately and take jet machine and run the sewer line. D. If the sewer gets into the house and does any damage to the carpets, etc., he will notify Director of Public Works as soon as possible. Pay for #2 man will be 15% of the base pay starting from Frid~y night running thru the following Friday morning. A. He is responsible to stay near the phone or on beeper so that he may be reached by the number 1 man if necessary. B. His responsibility is to do what the number 1 man says as the number one man is responsible for doing the job correctly. SECTION 19: LAYOFF Department Heads shall layoff employees when necessary due to changes in duties or"organization. or lack of work or funds. Whenever possible. employees who are to be laid off in one department shall be integrated into other departments by transfer. When layoffs are required, they shall be based. first on demonstrated job performance and efficiency. and second on length of service with the City. Sever- ance pay not to exceed two weeks may be paid but is not manditory. SECTION 20: RETIREMENT All employees of the City who have reached the age of 65 years. shall be automatically retired as they reach such age. An exception to this rule may be made upon request by the employee with the approval of the City Manager or appointing authority. An employee may continue in his job provided that he or she provides the City with a favorable medical report. if required to do so. each year after reaching the age of 65. until the age of 70 at which time retirement is mandatory. SECTION 21: ABSENCE WITHOUT LEAVE Any unauthorized absence shall be considered absence without leave and no pay shall accrue for that period. An employee who fails to report for work for any reason shall be required to notify his super- visor. stating a reason for such absence. Failure of an employee to comply with this regulation shall automatically be considered a resign- ation. SECTION 22: EFFECT OF ABSENCE WITHOUT LEAVE When any leave of absence without pay exceeds time worked or its equivalent in any month. service credit for all employment privileges shall not be accrued during that month. -12- SECTION 23: SEASONAL AND TEMPORARY EMPLOYEES Seasonal employees such as Park and Recreation employees who are employed to work only in the summer months shall be considered tempo- ary employees. If any employee is changed from temporary to permanent status, he shall be given service credit for sick leave, vacation leave and other benefits that are allowed regular employees, from the date he became a regular employee. -13- CHAPTER 6 EMPLOYEE BENEFITS SECTION 1: HOLIDAYS Temporary employees shall not be eligible for paid holidays. A new employee whose first working day is the day after a paid holiday shall not be paid for that holiday. An employee who is terminating his employment pnd whose last day as a paid employee is the day before a holiday, shall not be paid for that holiday. An employee who is on leave of absence without pay shall not be paid for official holidays. An employee who is absent without leave on the working day immediately preceding or following a holdiay shall lose pay for the holiday as well as for the other day or days off. When a holiday falls on a Saturday, the holiday shall be observed on the preceding Friday or if it falls on Sunday, it shall be observed on the following Monday. Paid Holidays include: 1. 2. 3. 4. 5. 6. 7. 8. New Years Day . Good Fri day.. . Memori a 1 Day. . Independence Day. Labor Day . . . . . Thanksgiving~Day. . Christmas. . . . . Such other holidays as the City .January 1st .Friday before Easter .Last Monday in May .July 4th .First Monday in September . .Fourth Thursday in November . .December 24th, 25th Council declare. SECTION 1.1: VACATION, LONGEVITY, SICK LEAVE-RETENTION Any employee who leaves the services of the City and returns to duty within a 90-day period will be eligible to continue the accrued ,vacation, longevity and sick leave benefits as if they had never left the employment of the City, except that no accrued time will be allowed for the time period covered by their absence. SECTION 2: VACATIONS Vacation leave shall be allowed and considered earned by the employee on the basis of 5/6 of one day for each month's service, the same to accumulate to a maximum of 10 working days per year. Vacation leave shall begin to accrue at the end of the first full month of employment but no employee shall be allowed to use any vacation leave until he has completed his probationary period. An employee who enters the service before the 16th or who leaves after the 15th of any month shall earn 5/6 of one day of 9acation leave for that month. No employee shall be paid for vacation leave earned if he leaves the service of the City, voluntarily or otherwise, during the probationary period of employment. After 5 years of service, an employee shall earn vacation leave on the basis on 1i days for each month's service, the same to accumulate to a maximum of 15 working days per year. A service break of more than 90 days shall cancel previous service credit toward eligibility for three weeks vacation. Those employees whose service anniversary is -14- prior to July 1 will receive 3 weeks vacation in the 5th year. employees whose employment anniversary falls after July 1 will eligible for 3 weeks until after January 1 the following year. Those not be A. Vacation leave shall be granted as above stated and the employee shall be encouraged to take his full vacation during the calender year in which it becomes due. In the event an employee has not used his full accumulated vacation leave, the employee's vacation leave may be carried over into the following year, with approval of the City Manager. B. Department Heads shall schedule vacations, giving due constder- ation to the needs of the service and the ability of the re- maining staff to perform the work of the department or division. The employee shall be permitted to take. his vacation leave at such time, as in the Judgment of the Department Head, will best serve the interest of the City and the employee, but in all cases the vacation leave shall not extend over the maximum of 10 consecutive working days in each calendar year, (15 days in the case of employees with 5 years service). Vacation schedules must be co-ordinated by the Department Heads on a fair and impartial basis. C. Temporary and seasonal employees shall not earn vacation leave, nor be entitled to vacation pay upon separation. D. Official hol idays occuring during a vacation shall be added to the vacation time. Under no circumstances will an employee be allowed to split their vacation so that they will include in their vacation more than one paid holiday. SECTION 3: SICK LEAVE Sick leave shall be accrued by all employees except temporary and seasonal employees on the basis of one (1) day for each month's service with the City. the same to accumulate to a maximum of twelve (12) work- ing days per year. Sick leave may be accumulated to a maximum of 90 working days and any unused sick leave accumulated during the calendar year shall be carried to the employees credit for the next year provided it does not exceed the maximum 90 working days. When 90 working days have been accumulated. the unused number of days accumulated there after shall be paid for at the end of each year at the employee's regular rate of pay. A. The length of sick leave time in hours. shall bear in rate to the work time in a regular work week. B. An employee who enters the service before the 16th or who leaves after the 15th of any month shall earn a day of sick leave for that month. C. Sick leave is accumulated and charged in periods of days and/or -15- half days only. When an employee works a portion of a day and is ill for the remainder, he will be charge one day of sick leave if he is absent for a longer time on that day than he works, otherwise he will be charged one-half day. D. After an employee's accumulated sick leave has been exhausted, and when requested, unused vacation leave may be used as sick leave. When absence due to illness exceeds the amount of paid leave earned and authorized, the pay of an employee shall be discontinued until he returns to work. E. Employees who become ill during the period of their vacation may request that their vacation be temporarily terminated and their time charged to sick leave. Vacation days unused may then be taken later in theyearat such time as may be designated by the employee's supervisor. F. Accumulated sick leave will apply to pregnancy cases. Employees who are required to terminate because of pregnancy shall report such condition to their supervisor no later than 100 calendar days prior tp scheduled term of pregnancy and the supervisor shall notify' the City Manager in writing of such condition at the time same is reported. Failure of the employee to notify her supervisor of such condition shall be considered a breach of the employee's responsibility. The employee's services will be terminated at the time when the employee's physician deems her working would be detrimental to her health and that of her child, and she will be paid for any accumulated vacation leave and sick leave. If the employee should desire to return to work, she may be considered for re-employment upon submission of the delivery physician's certificate that said employee is able to carryon the required duties of the position without an adverse affect upon her health. G. On separation from the service of the City, voluntarily or otherwise, no employee, with the exception of those eligible for retirement or an employee whose employment with the City is terminated due to death, shall receive any pay for accumu- lated sick leave. H. Sick leave shall be for the purpose of permitting an employee to be relieved of his duties during actual illness and should not be abused. Employees of the City who use their sick leave without just cause may be dismissed from the service of the City. A doctor's certificate may be required after 1 days absence to verify employee's illness. I. An emp 1 oyee may be a 11 owed time off when his presence is required to be with his immediate family on account of death or serious illness and the same be reported by the employee to this supervisor when leave is taken. This leave may be charged to sick leave. -16- J. Sick leave may be approved at the discretion of the Department Head to attend funerals of City employees and their families. SECTION 4: OCCUPATIONAL DISABILITY OR INJURY LEAVE (WORKMEN1S COMPENSATION) An employee disabled as a result of an Injury covered by Workmen's Compensation in the course of his employment may, if approved by the City Manager first be granted occupational disability or injury leave, not charged against his sick leave or vacation. During injury leave the City shall pay such employee the difference between his or her regular pay and any payment received by the employee from Workmen's Compensation or other insurance provided by the City. This shall remain in force until the attending physician releases the employee to return to duty not exceeding ninety (90) days in anyone-year period. A. All employees while on occupational disability or injury leave shall continue to earn vacation and sick leave at the regular rate but shall be required to return to work or be terminated after the approval of the Health Officer. B. An employee who is able to, but fails to report immediately any injury incurred in line of duty, however, minor, to his supervisor and take such first aid treatment as may be neces- sary shall not be eligible for occupational disability or injury leave. C. When an employee is injured or killed .on the job, the Depart- ment Head shall complete an accident report immediately on forms provided and submit it to the City Manager, and retain a copy in the Department. SECTION 5: LONGEVITY A. Longevity pay at the rate of $3.00 per month per year shall be accrued from the date of hire until 20 years of service with the City has been completed. After 20 years, payment will be at the 20 year rate. B. No longevity will be paid, however, until the next longevity payment date following 1 years service. longevity will be paid one time per year on the 15th day of December. At this time all due longevity will be paid. C. Should an employee retire or die in service his accumulated longevity to that date will be paid. D. Should an employee leave the service of the City for any other reason prior to payment date no longevity payment will be made. -17- SECTION 6: JURY SERVICE OR COURT LEAVE Employees who are required by due process of law to render Jury Service or Court Service shall receive regular pay during such period and time spent in such service shall be reported as Jury Service or Court Leave. SECTION 7: REST PERIODS If authorized by their immediate supervisors, employees may take two 15 minute rest periods each work day. Such rest periods shall be considered a privilege and not a right, and shall never interfere with proper performance of the work responsibil ities and work schedules of each department. SECTION 8: CIVIC DUTIES All employees entitled to vote at National, State, County or Municipal elections shall, when necessary, be allowed sufficient time off with pay to exercise this right. SECTION 9: EXTENDED LEAVE OF ABSENCE WITHOUT PAY Extended or emergency leave of absence without pay shall only be granted on the approval of the City Manager. SECTION 10: MILITARY LEAVE Any ~mployee of the City at the time he is called to active duty with the Armed Forces of the United States under the terms of the Selective Service Act is granted a leave of absence without pay from his employment with the City and upon his being released from service with the Armed Forces, such employee shall be re-employed by the City in the capacity recommended by the Head of the Department in which he was employed at the time of departure, upon condition that such re- employment is approved by the City Manager and further that such employee is physically and mentally suited to perform the required duties and conditioned further that such employee makes an application to the Head of his Department for re-employment. Such appl ication must be made within ninety days following termination of service with the Armed Forces and if approved, the applicant must report for work when instructed. No examination is required. Employees returning from military leave shall begin to accumulate vacation leave upon their return,and sh5l1~hen:..after be subject to the same benefits as would have applied had they not been in military service. SECTION 11: TRAVEL EXPENSE Department Heads may grant employees special leave with pay and actual expenses to attend professional conferences, conventions or short schools, or to visit other cities in the interest of the City, -18- as authorized by the City Manager. complete an expense allowance form reimbursement. Such leave must be Such employees shall properly as prescribed by the City for approved in advance. SECTION 11: GROUP INSURANCE In order to encourage an employee to provide greater security for himself and his family in time of sickness, the City sponsors a group insurance plan. The City pays for the portion of the premium required to cover the employee and the employee pays for the portion of the premium required to cover dependants. While the City's coverage is automatic, . dependant coverage is optional. SECTION 12: RETIREMENT PLAN This City is a participant in the Texas Municipal League Retire- ment System. The rate deducted from each employees gross salary equals 5%. Membership in this plan is mandatory for all employees under age 50 at date of employment. -19- CHAPTER 7 RESPONSIBILITY, DISCIPLINE AND GRIEVANCE PROCEDURE SECTION 1: WORKING RELATIONSHIPS It shall be the duty of each employee to maintain high standards of co-operation, efficiency and economy in his work for the City. Department Heads and Supervisors shall organize and direct the work of their units to achieve these objectives. When work habits, attitude, production, or personal conduct of an employee falls below a desirable standard, supervisors should point out the deficiencies at the time they are observed. Warning in sufficient time for improvement should precede formal discipl ine, qut nothing in this section sha'll prevent immediate formal action whenever the interest of the City requires it. SECTION 2: OUTSIDE EMPLOYMENT An employee of the City of Colleyville shall not be permitted to engage in outside employment where such employment conflicts or inter- feres with the performance of his duties with the City. Violation of this policy is subject to disciplinary action. Any outside employment will be reported to \he employees Department Head. SECTION 3: PHYSICAL FITNESS It shall be the responsibility of each employee to maintain the standards of physical fitness required for performing his job. SECTION 4: SUSPENSION In the interest of good discipline a Department Head may for just cause, suspend an employee without pay for any length of time up to 15 days. An employee who is suspended shall be given notice of the rea- sons for the action in writing. During investigation, hearing, or trial of an employee on any civil cause or criminal charge when suspension would be in the interest of the City, an employee may be suspended without pay for the duration of the proceedings. SECTION 5: DEMOTION An employee of the City may be demoted for just cause, in the interest of good discipline. An employee who is so demoted shall be given notice by his Department Head or supervisor of the reasons for the action in writing. An employee may request or accept voluntary demotion when assign- ment to less difficult or responsible work would be to his advantage and in the interest of the City. SECTION 6: GRIEVANCE PROCEDURE Employees who have any complaint or grievance shall have the -20- right to appeal to their immediate supervisor, to their Department Head, to the City Manager, and to the City Councilor appointing authority, in the order named. In presenting complaints or grievances, in no case shall any employee bypass the chain of command. Appeal may be made orally or in writing, and employees may be assisted by anyone of their own choosing. The grievance procedure shall be simple and informal, with grievances handled in a manner most conducive to quick and satisfactory solution of the problem involved. -21- CHAPTER 8 PROMOTIONS SECTION 1: PROMOTION AND OPPORTUNITIES It is the policy of the City of Colleyville to provide promotional opportunities whenever possible to qualified employees. Employees are encouraged to take advantage of these opportunities by qualifying them- selves for advancement and by a high level of job performance, service, education and loyalty. SECTION 2: METHOD FILLING Positions above the entrance level may be filled by promotion, or by recruitment from outside the City service, with a view toward the selection of the best available candidate for each position. The City Manager shall determine the method of selection. SECTION 3: ADVERTISING VACANCIES When a vacancy is to be filled by promotion, the appropriate De- partment Head shall advertise the vacancy in such a manner that all eligible employees in the City service shall have an opportunity to request consideration. SECTION 4: SELECTION TECHNIQUES The appropriate Department Head, subject to the approval of the City Manager, shall use one or more of the selection techniques and the certification process described in Chapter 3 when filling a vacancy by promo~ion. -22- CHAPTER 9 MISCELLANEOUS PROVISIONS SECTION l: OPERATION OF MOTORIZED EQUIPMENT All drivers of motorized vehicles and equipment owned by or used by the City of Colleyville shall be responsible for m~intaining the standards of physical fitness required in the operation of such motor vehicles and shall be required to obey all traffic rules and regulations prescribed by law, to have a valid and proper driver's license, and to use safety measure possible to prevent accidents. It shall be the duty and responsibility of all operators of motor equipment, both heavy and light, to report to his supervisor any defect in his mechanical equipment when same occurs and to use every precaution to prevent additional property loss, expense, or re-occurence of such condition. Operators of all motorized equipment used in the service of the City who violate this regulation or become involved in any accident shall be subject to disciplinary action if upon investigation it is determined that the employee is responsible for such action or through carelessness or recklessness contributed to the cause of such accident. All accidents involvi~g City owned vehicles will be reported to the City Manager by the Chief of Police. SECTION 2: REPORTS All Department Heads shall submit such reports concerning the activities of their department as the City Manager may request who in turn shall keep the Council informed of those activities by copy of said reports. SECTION 3: PROPERTY CONTROL A. Department Heads shall insure that property under thei r control is properly safeguarded, accounted for, and administered. The City Manager shall maintain an up-to-date inventory of all City property. All acquisition, disposals, or transfers shall be reported to the City Secretary and subject to the approval of the City Manager. B. Postage, stationary, office supplies, tools, vehicles and equipment purchased and owned by the City are to be used only in the conduct of City business. No City employee shall use these items in the conduct of his personal affairs. C. Personnel utilizing the City reproduction services to make copies shall sign their name and indicate the number of copies made on a form provided by the City Secretary. The City Secretary shall account for use of all reproduction facilities. D. All gasoline shall be properly logged in. The Finance Office shall make an accounting of all gasoline used by the City each month. -23- SECTION 4: UTILITIES Department requests for new electric, gas, and telephone utility installations or additional service must be approved by the City Manager. SECTION 5: CITY PURCHASE ORDER SYSTEM No purchases shall be made in the name of the City by any employee except by following the procedures outline in the City Purchase Order System. The City Manager shall be responsible for preparing and implementing a Purchasing System for the City. The City Manager is responsible to the City Council to submit such information as they may require to be informed as to the City's financial position. SECTION 6: POLICE DEPARTMENT PERSONNEL By nature of the work involved it is expressly understood that in addition to these general personnel policies, the Chief of Police De- partment shall draft and enforce such other departmental rules and regulations as are applicable to the proper conduct of that department's business. -24-